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2023-12-19 City Council Agenda PacketCITY COUNCIL AGENDA MENDOTA HEIGHTS CITY HALL • COUNCIL CHAMBERS Tuesday, December 19, 2023 • 7:00 p.m. 1. Call to Order 2. Roll Call 3. Pledge of Allegiance 4. Adopt Agenda 5. Consent Agenda a. Approve December 6, 2023 City Council Meeting Minutes b. Approve of November 29, 2023 City Council -Planning Commission Joint Work Session Meeting Minutes c. Acknowledge November 9, 2023 Natural Resources Commission Work Session Meeting Minutes d. Acknowledge November 14, 2023 Parks and Recreation Commission Meeting Minutes e. Resolution 2023-101 Approving the Application for Dakota County Community Development Block Grant (CDBG) Funding — Fiscal Year 2024 f. Approve Tobacco License Renewals g. Approve Massage Therapist License h. Resolution 2023-100 Appointing 2024 Election Judges and Absentee Ballot Board i. Approve Revised Employee Leave and Vacation Policy j. Authorize Office Furniture Purchase for City Hall k. Approve Administrative Coordinator/Deputy City Clerk Job Description and Position Posting I. Approve 2024-2025 Union Contracts m. Resolution 2023-97 Adopting the 2024 Pay Classification for Non -Union Employees n. Resolution 2023-98 Accepting Feasibility Report and Calling for a Public Hearing on the Bridgeview Shores Street Improvement Project o. Resolution 2023-96 Accepting a Donation from the Coss Family Foundation p. Resolution 2023-102 Formally Accepting a Gift for a Park Bench Donation from the Harper Banks Memorial Fund q. Approve Reimbursement for the Lake Augusta Water Quality Improvement and Outlet Feasibility Study r. Approve November 2023 Treasurer's Report s. Approve Claims List 6. Public Comment Period (for items not on the agenda) 7. Presentations/Recognitions a. Mendota Heights Volunteer Program Recognition 8. Public Hearings a. Resolution 2023-99 Ordering of Improvement Project for the Emerson Avenue Street Improvements 9. New Business a. Mendakota Park Fiber and Technology Project 10. Community Announcements 11. Council Comments 12. Adjourn Alternative formats or auxiliary aids are available to individuals with disabilities upon request. Please contact city hall at 651-452-1850 or cityhall@mendotaheightsmn.gov. 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. Page 2of2 Page 1 of 237 CITY OF MENDOTA HEIGHTS DAKOTA COUNTY STATE OF MINNESOTA DRAFT Minutes of the Regular Meeting Held Wednesday, December 6, 2023 Pursuant to due call and notice thereof, the regular meeting of the City Council, City of Mendota Heights, Minnesota was held at 7:00 p.m. at City Hall, 1101 Victoria Curve, Mendota Heights, Minnesota. CALL TO ORDER Mayor Levine called the meeting to order at 7:00 p.m. Councilors Lorberbaum, 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 Paper seconded the motion. Ayes: 5 Nays: 0 CONSENT CALENDAR Mayor Levine presented the consent calendar and explained the procedure for discussion and approval. Councilor Lorberbaum moved approval of the consent calendar as presented, pulling items F and I. a. Approval of November 21, 2023 City Council Minutes b. Approval of November 21, 2023 Council Work Session Minutes c. Approve Massage License d. Approve Community Waste Abatement Grant Agreement with Dakota County e. Approve Joint Powers Agreement to Provide Recycling Services g. Approve 2024 City Council Meeting Dates h. Resolution 2023-91 Designating Polling Locations for Elections i. Approve Wetland Delineation Report for the Interstate Valley Creek Project j. Resolution 2023-93 Supporting Dakota County Regional Solicitation Grant Application for the River to River Greenway k. Resolution 2023-94 Accepting Bids and Awarding Contract for the Marie Park Pond Improvements 1. Approve October 2023 Treasurer's Report m. Approval of Claims List Page 2 of 237 Councilor Mazzitello seconded the motion. Ayes: 5 Nays: 0 PULLED CONSENT AGENDA ITEMS F) RESOLUTION 2023-92 APPOINTMENT OF CITY ADVISORY COMMISSION MEMBERS Mayor Levine commented that there are four City advisory commissions which are each made up of seven volunteers. She stated that a number of members with expiring terms were offered to be reappointed and recognized those that chose to continue to serve. She also noted a resigning Natural Resources Commission member and stated that the City will advertise to fill that position. Councilor Miller moved to adopt RESOLUTION NO. 2023-92 APPOINTMENT OF CITY ADVISORY COMMISSION MEMBERS. Councilor Mazzitello seconded the motion. Ayes: 5 Nays: 0 I) APPROVE WETLAND DELINEATION REPORT FOR THE INTERSTATE VALLEY CREEK PROJECT Councilor Lorberbaum commented that the report mentions the precipitation data and states that Valley Park is within Ramsey County, but it is actually in Dakota County. She clarified that the weather data was pulled from the closest weather station, which is located in Ramsey County. Councilor Lorberbaum moved to approve WETLAND DELINEATION REPORT FOR THE INTERSTATE VALLEY CREEK PROJECT. Councilor Miller seconded the motion. Ayes: 5 Nays: 0 PUBLIC COMMENTS No one from the public wished to be heard. PRESENTATIONS No items scheduled. PUBLIC HEARING No items scheduled. NEW AND UNFINISHED BUSINESS A) ST. PAUL REGIONAL WATER COMMISSION SUBURBAN PARTICIPATION (AGREEMENT) Page 3 of 237 City Administrator Cheryl Jacobson explained that the Council was being asked to approve an agreement for suburban representation on the Board of Water Commissioners (for St. Paul Regional Water Services). Patrick Shea, General Manager for SPRWS, provided a presentation on water services in Mendota Heights. Mayor Levine thanked Mr. Shea for his presentation and commented that she is excited about this agreement. Councilor Paper referenced the statement that Mendota Heights would not receive its representation until 2026, which will be 11 years since the City has turned over the water service to SPRWS. He asked why this has taken so long. Mr. Shea stated that in 2015/2016 the agreement was written that it was up to the City of Mendota Heights to submit and solicit for that representation. Councilor Lorberbaum stated that a number of residents have asked questions about a letter they received from the Water Board. Mr. Shea stated that as part of compliance there is a lead and copper rule. He stated that Mendota Heights has two properties served by lead service lines. He stated that in the last round of compliance sampling they noticed higher levels of lead for those properties served by those service lines. He stated that the letter dictates the material of the line serving the home. He stated that if a resident is concerned, SPRWS offers testing for free. He stated that the letter provides information on the worst -case scenario for those samples. He stated that more information can be found on the SPRWS website. He stated that they are working diligently on lead service line replacement. He also provided other things that can be done to mitigate the risks from lead service lines. Councilor Mazzitello commented that Mendota Heights is blessed to have some of the best drinking water in the country thanks to SPRWS. He commented on the massive undertaking in updating the water plant and suggested that the entity look for regional and national recognition for that effort. Mr. Shea stated that it would be great to bring some of the stakeholders, such as elected officials, through to get a better understanding of the plant. He stated that the first structure that was demolished was from 1916. He stated that one structure from 1922 will remain. Mayor Levine stated that PFAS has been discussed in some neighboring communities and asked if that is an issue for SPRWS. Mr. Shea provided details on the PFAS standard, noting that the testing level at SPRWS is very low compared to the threshold. He commented that PFAS exists in most things because it does not break down. He stated that SPRWS is a potential solution for some of the communities that are experiencing issues. Mayor Levine commented that she has toured the water facility, which is amazing, and commented on some of the things that she learned. She noted the amazing foresight that people had when designed the Page 4 of 237 original water supply system. She commented that Mendota Heights is grateful for the people that served the community in the past and made these great decisions. Councilor Miller moved to approve AGREEMENT FOR SUBURBAN REPRESENTATION ON THE BOARD OF WATER COMMISSIONERS FOR ST. PAUL REGIONAL WATER SERVICES. Councilor Mazzitello seconded the motion. Further discussion: Councilor Mazzitello commented that former City Administrator Mark McNeill had commented many times that the decision the City made to deed its water service to SPRWS was one of the best decisions the City ever made. Mayor Levine agreed that it was a great decision, and the community has benefited. Ayes: 5 Nays: 0 B) RESOLUTION 2023-95 APPROVING FINAL 2023 TAX LEVY COLLECTIBLE IN 2024 AND ADOPTING PROPOSED BUDGET FOR 2024 Finance Director Kristen Schabacker provided a brief background on this item. The Council was being asked to adopt the final budget and levy for Fiscal Year (FY) 2024. Councilor Paper asked if this would be finalized at the next meeting. Finance Director Kristen Schabacker explained that adopting this resolution would take that action tonight. Mayor Levine commented that the budgeting process is a good process, noting that the Council meets multiple times for many hours with all the departments. She commented that it has been a privilege to work with this Council and the staff on this process. Councilor Mazzitello recognized the work of Finance Director Kristen Schabacker. Mayor Levine welcomed input from the public. No comments were made from the public. Councilor Mazzitello moved to adopt RESOLUTION NO. 2023-95 APPROVING FINAL 2023 TAX LEVY COLLECTIBLE IN 2024 AND ADOPTING PROPOSED BUDGET FOR 2024. Councilor Miller seconded the motion. Ayes: 5 Nays: 0 C) RESOLUTION 2023-89 APPROVING TWO VARIANCES, A CONDITIONAL USE PERMIT AND A MRCCA PERMIT AT 1037 MAYFIELD HEIGHTS LANE (PLANNING CASE NO. 2023-27) Page 5 of 237 Planning Consultant Jennifer Haskamp provided a brief background on this item and explained that the Council is asked to consider adopting a resolution approving two variances, a Conditional Use Permit (CUP), and a MRCCA Permit to construct an addition and a covered entry to the existing single-family residence located at 1037 Mayfield Heights Lane. The proposed addition will expand the western side of the existing residential structure by 1,146 square feet across two floors. The addition will encroach approximately five feet into the backyard setback and five feet into the side yard setback. The proposed 39 square foot covered entry extends about three feet into the front yard setback which requires a CUP. Councilor Lorberbaum commented that the resident has the right to request a variance but stated that she was struggling to understand the practical difficulties. She stated that an addition could be built on that side without being as large, and it would comply. Planning Consultant Jennifer Haskamp stated that the practical difficulty in complying with the setback has to do with where the home is located on the lot. She commented that the size of the addition would be subjective. She stated that the overall size of the 1,146 square foot addition is actually about half when considering that is spread across two floors. She stated that another consideration would be whether the request is reasonable. She stated that if that addition is considered reasonable to bring the home to more modern standards, then the practical difficulty would be the location of the home on the lot and the preservation of the significant vegetation on the east side. She stated that the existing layout of the home adds more complication as the garage and driveway are also located on the east side. She stated that there is also unusual circumstance in terms of the lot, explaining that the property is adjacent to a flag lot. She stated that if that flagpole portion of the adjacent lot did not exist, the addition would comply with the setback. Councilor Paper asked if 1041 has a driveway on the cul-de-sac. Planning Consultant Jennifer Haskamp confirmed that home does have a driveway coming out of that area. She stated that she spoke with that property owner at length, and they wanted to ensure that construction traffic would not use or block that area and that grading, and construction does not have impacts on his property. She stated that the neighbor would prefer that this is not a two-story addition as his home lies behind this property. David Ellis, 1037 Mayfield Heights Lane, stated that he has lived in the home for 25 years and loves his neighborhood. He believed that this addition would improve the home and the appearance of the neighborhood. He noted that many of his neighbors are also working to improve their homes. Councilor Lorberbaum commented that she did visit the property and it is a wonderful neighborhood. She commented that there does seem to be a trend in that neighborhood in improving the homes. She stated that she is struggling with the issue of practical difficulty and asked the resident to provide input. Mr. Ellis commented that angle of the lot and neighboring flag lot are unique circumstances. He stated that if they created an addition that were not square, it would also increase the cost significantly. Councilor Lorberbaum noted that a smaller addition could be built that would not require a variance. Page 6 of 237 Mr. Ellis commented that he is attempting to design something that will balance with the home and the overall area, and noted that the requested variance is very small. He stated that the homes are surrounded by a wooded area and therefore did not believe this would result in a negative visual impact. Councilor Mazzitello commented that the addition consists of three bedrooms and one bathroom. He noted that the bedroom suite would be 19 feet by 15 feet. He noted that of the two bedrooms proposed for the upper floor, the larger of the two would be 19.5 feet by 12 feet and the smallest would be 13.5 feet by 11.5 feet. He commented that those are small, standard, and modest sized bedroom sizes. He stated that if the addition were to become smaller, those rooms would become substandard and therefore could be an element to consider for a practical difficulty. Councilor Mazzitello moved to adopt RESOLUTION NO. 2023-89 APPROVING TWO VARIANCES, A CONDITIONAL USE PERMIT, AND A MRCCA PERMIT FOR THE PROPERTY LOCATED AT 1037 MAYFIELD HEIGHTS LANE. Councilor Miller seconded the motion. Further discussion: Councilor Mazzitello commented that this is terrific to see yet another homeowner that is looking to reinvest into their property to stay in the community rather than leaving. He stated that he supports the variance for this very reasonable project. Mayor Levine thanked the Planning Commission for its thorough review. Councilor Mazzitello thanked the applicant for their thorough application. Ayes: 5 Nays: 0 COMMUNITY ANNOUNCEMENTS City Administrator Cheryl Jacobson announced upcoming community events and activities. She also thanked all of the Election Judges and City staff that assisted with the recent special elections. She also recognized the new members of City staff. COUNCIL COMMENTS Councilor Paper thanked Mr. Shea for his presentation tonight. He stated that the following night at the Village is a menorah lighting for the first night of Hanukkah. He also thanked Mayor Levine for helping to assist the recent Beyond the Yellow Ribbon event. He noted an upcoming Beyond the Yellow Ribbon on January 20th. Councilor Lorberbaum welcomed the new members of City staff as well as the newly elected State Representative for this district. Councilor Miller wished everyone a Happy Hanukkah. Councilor Mazzitello commented that he wore purple in honor of the new City Clerk. He echoed the thanks to City staff for their hard work in the recent elections. He provided comments on the historical Page 7 of 237 event on the attack on Pearl Harbor and encouraged the community to thank any World He stated that on December 5, 1933, the 21 St amendment to the constitution was ratified the amendment which banned the use of alcohol. Mayor Levine commented that a lot of people are still out walking in the evening pedestrians to wear reflective clothing and for drivers to watch out for pedestrians. ADJOURN Councilor Mazzitello moved to adjourn. Councilor Paper seconded the motion. Ayes: 5 Nays: 0 Mayor Levine adjourned the meeting at 8:22 p.m. ATTEST: Nancy Bauer City Clerk War II veterans. which rescinded and encouraged Stephanie B. Levine Mayor Page 8 of 237 Page 9 of 237 CITY OF MENDOTA HEIGHTS DAKOTA COUNTY STATE OF MINNESOTA DRAFT Minutes of the City Council and Planning Commission Joint Work Session Wednesday, November 29, 2023 CALL TO ORDER Mayor Levine called the work session to order at 5:30 p.m. Councilmembers Lorberbaum and Mazzitello were present. Councilor Paper arrived at 6:52pm. Planning Commissioners Field, Stone, Corbett, Johnson, Katz, Petschel, and Udell were present. Absent: Councilmember Miller. Staff in attendance included City Administrator Cheryl Jacobson, Public Works Director Ryan Ruzek, Assistant City Administrator Kelly Torkelson, Community Development Manager Sarah Madden, and Planning Consultant Jennifer Haskamp. ZONING CODE UPDATE Planning Consultant Jennifer Haskamp introduced the zoning code update discussion. She reviewed that there has been significant discussion on the part of the planning commission as well as significant comments by members of the city council on the proposed draft and that the discussion for the meeting would focus on reviewing comments and questions made to the draft. The goals of the zoning code update include making the code consistent with the 2040 comprehensive plan, making it more organized and easier for the public to read and understand. The comments to be reviewed were made on the second draft of the zoning code update. Haskamp noted that it was not practical to share a track -changes version of the document as that method would make it look as though the entire document had changed. Instead, they would review the significant changes as topic areas and discuss changes from there. Following revisions from the planning commission and the city council, staff would then bring the draft to a public open house for additional public comments to inform additional revisions prior to the public hearing. Staff anticipates the public open house to be in January 2024. Mayor Levine was interested in defining the administrative review checklists, however Planner Haskamp noted that those checklists would be independent from the official zoning code and would not need to be defined as a part of this process, rather that the discussion should focus on policy positions. Haskamp introduced the Public/Semi-Public Overlay District and noted that it would set conditions that would only transfer beyond initial ownership in the case that the new owners were able to maintain the specific standards outlined in the conditional use permit. Examples would include things such as a cemetery or a school's athletic facility. In the case that a new owner was not able to replicate the use case then the approved uses would defer to the zoning map. Haskamp requested that council members and planning commissioners should share specific use cases that represent challenges with the existing code that staff can follow up on to incorporate into the revision. Page 10 of 237 Mayor Levine expressed concerns of the environmental impact of large areas being developed. The planning commission expressed concerns about environmental restrictions preventing development. Director Ruzek clarified that the Natural Resources Commission is in the process of developing a tree preservation ordinance which would address those concerns. The group discussed how the code would address tree houses. Concerns included specifying what constituted a tree house, privacy concerns from elevated structures, the need for public education in the case of additional permits being required for tree house construction, and setbacks. Haskamp emphasized that the initial question the group should consider is whether or not they wanted the public to have to apply for a permit in the case that they wanted to construct a tree house on their property. The group acknowledged that many people build tree houses without checking if a permit was required. Introducing a process in which property owners would need to get a permit for a tree house would introduce administrative challenges. Haskamp clarified that as written, that tree houses were not able to include electricity or plumbing. Councilor Paper joined the meeting at 6:52 pm. The group discussed the construction of home offices above detached garages. As written, the code did not allow plumbing or upgraded electrical to detached garages and limited operation of home businesses from within detached garages. Councilor Mazzitello was against expansion of code to allow for plumbing and electricity to home offices located in garages as it would open up the code to allow for Accessory Dwelling Units above garages. The Planning Commission with the exception of commissioner Johnson was in favor of allowing home office construction in the zoning code update. Councilor Paper also expressed support of allowing home offices in detached garages. Councilors Mazzitello and Lorberbaum were against it. Mazzitello stated that to change the code to allow these would open it up to change the character of Mendota Heights. Mayor Levine asked staff to include this as a question for additional public feedback that the commission and council could continue to review. Mayor Levine also expressed interest in prioritizing undeveloped right of way for the placement of telecommunication facilities to allow for additional cell towers in order to improve cell phone coverage. ADJOURNMENT Mayor Levine adjourned the meeting at 7:49 p.m. Stephanie B. Levine, Mayor ATTEST: Nancy Bauer, City Clerk Page 11 of 237 CITY OF MENDOTA HEIGHTS NATURAL RESOURCES COMMISSION WORK SESSION Thursday, November 9, 2023 • 6:00 p.m. City Hall • 1101 Victoria Curve, Mendota Heights DRAFT Minutes 1. CaII to Order Vice Chair Tupper called the meeting to order at 6:00 p.m. 2. Roll CaII In attendance: Vice Chair Tupper, Commissioners Fahnhorst, Knosalla, Stein, McCaslin, Husbands, Student Commissioner Trudeau. Members of the public in attendance: Sue Light, Leslie Pilgrim. Staff in attendance: Natural Resources Coordinator Krista Spreiter. 3. Approval of the Agenda Motion by Commissioner Stein Second by Commissioner Husbands Motion Passed 6-0 4. New Business a. Proposed Ordinance: Urban Forest Management Coordinator Spreiter introduced the discussion by reviewing the ordinance Page 12 of 237 development process and the current status. Commissioners agreed to review the current draft comments for discussion starting at the beginning of the document. Commissioner Husbands suggested that the current purpose statement be revised. Husbands read the Purpose statement from the City of Minnetonka's tree ordinance and suggested that some of the content be incorporated in this draft. Staff proposed sending suggested changes or additions to the purpose section to staff, and staff would then send out to the Commission over email for review. Commissioner Stein suggested adding an applicability section at the beginning of the ordinance. Coordinator Spreiter then brought the definition of clear cutting to the group as a discussion item continued from the last work session. The Commission discussed how it would fit into the ordinance and how it would apply in the City. Commissioner Husbands read a definition of 'tree removal' from the City of Minnetonka's ordinance. The definition included damaging trees to cause death. The Commission also discussed using a percentage of trees removed as a definition of clear cutting or significant removal. The Commission discussed cases in which lots are clearcut or tree removal is done and the owner is not currently developing, re -developing, grading, or otherwise doing work that would require a permit. What would be considered clearcutting was also discussed. Commissioner Knosalla suggested adding additional language into the applicability or requirements for developing a forest management plan, that would include tree removal on vacant lots. Commissioner Knosalla brought the subject of adding enforcement for clearcutting into the ordinance to the group. She suggested adding a minimum % of tree removal into applicability for permit and management plan requirements, instead of adding clearcutting as a definition. The Commission discussed further protections that could be included for Specimen Trees. The Commission discussed protections that could be added for Heritage Trees. Commissioner McCaslin suggested developing an education program for Heritage Trees. A suggestion was made to change the term 'Specimen Tree' to 'Heritage Trees'. Commissioner Knosalla suggested adding a stipulation for removing any Heritage Tree, in which a permit would be required. Page 13 of 237 Percentage of trees removed was discussed further, in determining when a permit or plan is needed. The Commission came to a consensus that removal of 50% or more of trees on any lot would require a permit and Forest Management Plan. The definition of Critical Root Zone was discussed. Commissioner Husbands read an example of a definition of Critical Root Zone. She offered to send the language to Staff for inclusion. Commissioner Husbands suggested adding a definition of tree removal to included tree damage that would cause death. The definition of Vacant Lot was also discussed. Commissioner Knosalla's comment of removing the term Wood Lot, as it is not used anywhere else in the ordinance. Commissioner suggested adding a definition for Major Home Addition. Major Home Addition was discussed further in applicability throughout the current draft of the ordinance. Applicability and requirements for a Forest Management Plan and Forest Alteration Permit were discussed. The addition of permits for accessory structures was discussed. The Commission discussed the definition and criteria for Heritage Trees. The Commission decided to lower the diameter minimum to 24 inches to qualify as a Heritage Tree. Height was discussed as a criteria for conifers. A definition and addition of 'Minor Home Additions' was suggested. Tree protection requirements were discussed. Requirements for tree replacement were discussed. The requirement for escrows and maintenance were also discussed. Commissioner Knosalla suggested adding a requirement for tree replacement within the first three years after planting should be added. When a permit would be required for Heritage Tree removal was discussed. The definition of Hazard Tree' was also discussed, versus trees that pose a safety concern. Striking the sentence that deemed removal of Heritage Trees prohibited was decided. Further discussion of how to protect Heritage Trees ensued. It was decided that a permit would be required, but a Forest Management Plan would not be required for removal of Heritage Trees alone, when not part of a larger project that would require another permit. Page 14 of 237 Motion to adjourn by Commissioner Husbands, Seconded by Commissioner Stein. Motion Passed 6-0. Adjourn at 8:19 p.m. Page 15 of 237 CITY OF MENDOTA HEIGHTS, DAKOTA COUNTY, MINNESOTA PARKS AND RECREATION MEETING MINUTES NOVEMBER 14, 2023 The November meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, November 14, 2023, at Mendota Heights City Hall, 1101 Victoria Curve. 1. Call to Order — Chair Jaffrey Blanks called the meeting to order at 6:30 p.m. 5d 2. Roll Call — The following Commissioners were present: Chair Jaffrey Blanks, Commissioners: Tica Hanson, Jo Schifsky, and Dan Sherer; absent: Commissioners Stephanie Meyer, Michelle Muller, and Michael Toth. Student Representative: Meg Murphy. Staff present: Parks and Recreation Manager Meredith Lawrence, Recreation Coordinator Willow Eisfeldt, and Public Works Director Ryan Ruzek. 3. Pledge of Allegiance The Pledge of Allegiance was recited. 4. Approval of Agenda Motion Hanson/second Sherer, to approve the agenda AYES 4: NAYS 0 5.a Approval of Minutes from September 12, 2023 Regular Meeting Motion Schifsky/second Hanson to approve the minutes of the September 12, 2023 Parks and Recreation Commission Regular Meeting. AYES 4: NAYS 0 5.b Approval of Minutes from October 3, 2023 Worksession Motion Schifsky/second Hanson to approve the minutes of the October 3, 2023 Parks and Recreation Commission Worksession. AYES 4: NAYS 0 6. Citizen Comment Period (for items not on the agenda) None. 7. Acknowledgement of Reports Chair Blanks read the titles of the three updates (Par 3, Recreation, and Park Improvement Updates) and polled the Commissioners for questions. 7.a Par 3 Update Parks and Recreation Manager Meredith Lawrence briefly reviewed the monthly update within the packet highlighting improvements completed and the financial report through the month of August. She noted that the year-to-date revenue exceeds the year-to-date expenditures, therefore a profit is showing for the course. She stated that the course also had a good September and October which will come forward in future reports. She noted that the turf condition was also good at the end of the season and does not have concerns going into winter. She also highlighted the proposed 2024 capital improvement projects for the course which were included in the City's preliminary 2024 budget. She noted a 10,000-round increase for the season from 2018 to 2023. 7.b Recreation Update Recreation Coordinator Willow Eisfeldt provided a recap of recent recreational events in the community and highlighted upcoming programing opportunities. She also highlighted part-time seasonal positions available. Commissioner Hanson commented that she attended the Par 3 Halloween event, which was so well attended. She stated that her grandchildren enjoyed the event. Page 16 of 237 7.c Parks Improvement Update Parks and Recreation Manager Meredith Lawrence stated that the report within the packet highlights the completed 2023 projects as well as continued progress on projects. She stated that staff has received calls asking if the Wentworth tennis courts would be lined for pickleball, noting that is not the plan at this time as grant funds were received for those tennis courts. She stated that they are looking to place pickleball into the hockey rink and notices were sent to residents within 750 feet. She noted that would be considered at the next Commission meeting. She stated that the flood lights at Marie Park are in the progress of being converted to LED lights prior to the hockey season. She also provided details on an upcoming pond improvement project at Marie Park that will take place this winter along with removal of ash trees and buckthorn. Commissioner Sherer asked for details on the change order and whether the asphalt base was additional. Public Works Director Ryan Ruzek replied that there was eight inches of an aggregate base, which is excellent but there was trash material underneath. He stated that they added three or four inches of aggregate base and paved 2.5 inches, with another 1.5 inches in the spring. Commissioner Sherer asked the type of equipment that is used for pond dredging. Mr. Ruzek provided additional details on the equipment and process that is used for that type of process. He confirmed that part of the parking lot may be used for project equipment and material while the work is occurring. He confirmed that all the removed material will be hauled offsite and not reused onsite. 8. New Business 8.a Review Park System Master Plan Draft Parks and Recreation Manager Meredith Lawrence stated that the intention tonight is to review the draft RFP. She stated that the Park System Master Plan is the number one priority for the Commission in 2024 and was included in the preliminary 2024 budget. She stated that this is being brought forward now, in order to move to the City Council next week and bring proposals back at the first meeting in January. She stated that this timeline would anticipate completion of the plan prior to the next budget cycle. She stated that the subcommittee met with staff to provide input and staff used that input to draft this proposed RFP. She provided more details on the purpose of a Park System Master Plan, reviewed the RFP components, and scope of work. She reviewed the anticipated timeline which would anticipate completion of the plan in August of 2024. She also provided details on the budget impact and stated that staff recommends approval of the RFP. Commissioner Hanson asked the type of consulting firm that would complete this type of work. Ms. Lawrence replied that typically an engineering firm would respond that have landscaping and parks planners. Commissioner Sherer asked if there has been any outreach to determine the interest level from those types of firms. Ms. Lawrence stated that she has not, but cities similar in size have completed similar processes and received a few proposals. She was not concerned with not receiving quality proposals. Commissioner Sherer stated that he was concerned with the timeline because of the Thanksgiving holiday and recommended a four -week timeframe. He asked how the proposals would be scored. Ms. Lawrence commented that the subcommittee discussed consultant selection criteria and for this type of project she was hesitant to develop a percentage -based scoring system. She reviewed some of the elements that would be important to review, in addition to cost. She stated that she has not developed an in-depth rubric for review of RFPs and the typical review process has worked well for the City. She stated that they will also reach out to cities that have worked with these consultants to gain feedback on those experiences. She stated that typically a three-week window is used and was not concerned with that timeline as it seems to be the standard. She noted that the more time they add, the longer it will take to complete. She stated that if the plan Page 17 of 237 is not completed prior to the budget discussions, the plan would not be able to be implemented until 2026, rather than 2025. Commissioner Hanson asked for additional details on the process after the City Council votes on the RFP. Ms. Lawrence stated that once the Council approves the RFP, the RFP would be released and would be sent to about ten consulting firms directly. She noted that once those proposals are received, they would be reviewed by staff and the subcommittee to make a recommendation to the City Council. She then provided details on how the process would move forward with the selected consultant, which would include public engagement. Commissioner Schifsky asked if there is a minimum number of proposals that would need to be received. Ms. Lawrence replied that if staff feels that sufficient proposals are not received, the RFP could be released again, or modifications could be made. Commissioner Sherer stated that he was concerned that they would not receive many proposals given the current workloads of some companies and the holiday included in the timeline. He stated that he would like something meaningful to be produced out of this process as this will help to determine whether a referendum will be needed to support future parks needs. He asked if Kensington should be included. Chair Blanks commented that the subcommittee did not believe there was sufficient parking available to make substantial changes to that park. Ms. Lawrence commented that originally Born Lane was included but that had been pulled at the direction of the City Administrator. She stated that Mendakota will be a fairly large portion of the project. She stated that if there is a desire to complete a concept plan for Born Lane or Kensington those could be done as one of projects in the future. Chair Blanks noted that it would still be included in the overall study, but a concept plan would not be completed. Ms. Lawrence confirmed that the overall study would look at the number of fields and whether additional needs, or excess fields, are identified. Motion Schifsky/second Hanson to recommend approval of the Park System Master Plan RFP to the City Council. AYES 4: NAYS 0 8.b 2024 Fee Schedule Recommendation Parks and Recreation Manager Meredith Lawrence stated that each year staff brings forward the proposed fee schedule for review. She provided an overview of the proposed fee recommendations for the Par 3 as well as park bench donations. She recommended that the field and facility use fees remain the same. She commented that she believes the picnic shelter rental fees are low but recognized that the Commission and Council have an expressed an interest not to increase those fees. She noted that once reviewed and approved by the City Council, these changes would become effective January 1, 2024. Commissioner Hanson referenced the pull carts for the Par 3 and asked if the gas carts would also need to be replaced. She stated that perhaps battery carts should be looked at rather than gas carts. Ms. Lawrence replied that the City owns the pull carts but leases the gas carts. She stated that they have looked at the possibility of battery carts, but they do not have the charging capability at this time. Commissioner Schifsky asked if the Par 3 would be an ideal location for electric vehicle charging stations, which could then perhaps bring more power to charge carts as well. Page 18 of 237 Ms. Lawrence stated that there was a recent review by a consultant to identify potential locations and the Par 3 was identified as a potential location. She stated that staff will begin looking into potential grant funds as well. Public Works Director Ryan Ruzek replied that the City Council authorized staff to enter into a Partners in Energy agreement with Xcel Energy which will begin in December and provided a summary of the actions that will be a part of that partnership. Commissioner Sherer asked for more details on the lease agreement. Ms. Lawrence stated that she is guaranteed to receive a golf cart within a certain number of years new that will run, and the lease company is responsible for maintenance needs. She also provided some information on the park bench donation program and potential considerations that will be brought forward in policy in the coming year. Chair Blanks asked and received consensus of the Commission with the proposed changes to the Par 3 fees. The Commission further discussed the concept of adding a military discount. The Commission supported a $1 off discount for Veterans. Chair Blanks confirmed consensus on the proposed increase to the park bench donation. 9. Unfinished Business 9.a Parks and Recreation Strategic Planning Update Parks and Recreation Manager Meredith Lawrence provided a review and update of the strategic planning items. She also provided details on the discussions with West Saint Paul and a potential shared community center, encouraging residents to complete the survey that is currently available as that will help to guide that discussion and process. 10. Staff Announcements Parks and Recreation Manager Meredith Lawrence shared the following announcements: • Winter job opportunities have been posted on the City website • Other events can be found on the City's website 11. Student Representative Update Student Representative Murphy was glad to see the Par 3 close out a successful season. She was also excited about upcoming community events. She noted that some friends are also interested in applying for some of the seasonal positions. 12. Commission Comments and Park Updates Commissioner Hanson • People are still playing pickleball at Marie, bringing their own nets as the City has removed the nets. • Is planning to visit the dog park soon noting that could be a good location for park bench donations • Staff did a great job with the Par 3 Halloween event Commissioner Schifsky • Barktober at the dog park was a great event and commented that people would be interested in having a bench in that location • Exciting to see the Wentworth warming house coming along • Thanked staff for their hard work Chair Blanks • Nothing new to report at Valley or Market Square parks Page 19 of 237 • Encouraged people to get out into the parks while the weather is nicer Commissioner Sherer • His kids have been spending time at Hagstrom King after school • The field at Civic Center turned out great and the users will be appreciative in the spring 13. Adjourn Motion Sherer/Second Hanson to adjourn the meeting at 8:08 PM AYES 4: NAYS 0 Minutes drafted by: Amanda Staple TimeSaver Off Site Secretarial, Inc. Page 20 of 237 Page 21 of 237 5e 1101 Victoria Curve 1 Mendota Heights, MN 55118 651.452.1850 phone 1 651.452.8940 fax www. rnendotaheightsmn.gov CITY OF MENDDTA HEIGHTS Request for City Council Action DATE: December 19, 2023 TO: Mayor Levine and City Council; City Administrator Jacobson FROM: Sarah Madden, Community Development Manager SUBJECT: Resolution Approving Community Development Block Grant (CDBG) Funding Application through Dakota County — Fiscal Year 2024 INTRODUCTION The City Council is asked to adopt a resolution approving an application for the Dakota County Community Development Agency's CDBG Program for Fiscal Year 2024. BACKGROUND Dakota County receives an annual allocation of Community Development Block Grant (CDBG) funds, which is a federal program administered by the Department of Housing and Urban Development (HUD). The program is designed to assist local governments with various community development projects and programs that primarily aid low- and moderate -income residents. The Dakota County Board of Commissioners has chosen to allocate the CDBG funds amongst the various cities in the county and the Dakota County Community Development Agency (CDA) administers this program on behalf of Dakota County. Each year, the city's CDBG allocation is rebalanced to account for updated information in the American Community Survey provided by the Census Bureau for each city. Per HUD rules, the CDBG allocation is based on three factors: a community's population, people in poverty, and overcrowded housing units. Because these factors change over time, the allocation each city receives will change over time. The total CDBG allocation Dakota County will receive for the 2024 Program Year is not yet known; however, it is anticipated the County will receive an amount of $1,961,800, which is similar to the amount received for the 2023 Program Year. The amount each city will actually receive for the upcoming 2024 Program Year is not known until the federal budget is approved. The estimated allocation for Mendota Heights is approximately $18,276.00 for FY 2024. The city has identified housing rehabilitation as the proposed CDBG funded activity. In previous years, the City, through the Housing Rehabilitation Loan Program, has used CDBG funds to renovate or improve up to two (2) qualifying residential properties per year, and whose owners meet the criteria set forth in the program. The Housing Rehabilitation Loan Program is administered by the CDA and provides loans of up to $35,000 to eligible low/moderate income homeowners in Mendota Heights. Loans are commonly used for roof repair/replacement, furnace replacement, electrical and plumbing repairs and insulation. The CDA requests every city that participates in the CDBG Program, adopt a resolution of support and approval, which is attached. Page 22 of 237 BUDGET IMPACT There are no impacts to the city budget. RECOMMENDATION City staff recommends the City Council adopt the attached resolution approving an application and support to the CDBG Program for 2024. ACTION REQUIRED Adopt RESOLUTION No. 2023-101 APPROVING THE APPLICATION OF THE CITY OF MENDOTA HEIGHTS FOR FISCAL YEAR 2024 DAKOTA COUNTY COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) FUNDING. This action requires a simple majority vote. ATTACHMENTS 1. Resolution 2023-101 2. CDBG Application FY2024 3. Estimated FY2024 Funds Allocation Letter Page 23 of 237 CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA RESOLUTION NO. 2023-101 A RESOLUTION APPROVING THE APPLICATION FOR FISCAL YEAR 2024 DAKOTA COUNTY COMMUNITY DEVELOPMENT BLOCK GRANT FUNDING WHEREAS, the City of Mendota Heights is a participating jurisdiction with the Dakota County Community Development Block Grant (CDBG) Entitlement Program for Fiscal Year 2024 (starting July 1, 2024 and ending June 30, 2025); and WHEREAS, the Dakota County Community Development Agency (CDA) is a Subgrantee of Dakota County for the administration of the CDBG Program; and WHEREAS, the Dakota County CDA has requested Fiscal Year 2024 CDBG applications be submitted by January 19, 2024, based on an allocation of funds approved in the Annual Action Plan. NOW, THEREFORE, BE IT RESOLVED that the City of Mendota Heights hereby approves the following: 1. The Fiscal Year 2024 CDBG application is approved for submission to the Dakota County CDA. 2. The Mayor for the City of Mendota Heights is authorized to execute the application and all agreements and documents related to receiving and using the awarded CDBG funds. 3. The Dakota County CDA is designated as the administrative entity to carry out the CDBG program on behalf of the City of Mendota Heights, subject to future Subrecipient Agreements that may be required for specific CDBG-funded activities. Adopted by the City Council of the City of Mendota Heights this 19th day of December, 2023. CITY COUNCIL CITY OF MENDOTA HEIGHTS Stephanie B. Levine, Mayor ATTEST: Nancy Bauer, City Clerk Page 24 of 237 COMMUNITY DEVELOPMENT BLOCK GRANT FUNDS APPLICATION FOR PROGRAM YEAR 2024 Application must be received by the Dakota County Community Development Agency NO LATER THAN FRIDAY, JANUARY 19, 2024 For July 1, 2024 — June 30, 2025 General Information Applicant Name: City of Mendota Heights UEI #: JYKCB2PFC9Y7 Contact Name: Sarah Madden, Community Development Manager Applicant Address:1101 Victoria Curve City, State, Zip: Mendota Heights, MN 55118 Phone:651-255-1142 Email: smadden@mendotaheightsmn.gov Proposed Activities Activity Requested Funding Amount #1 Title: Housing Rehabilitation Loans CDBG Request: $ $18,276 #2 Title: Click or tap here to enter text. CDBG Request: $ Click or tap here to enter text. #3 Title: Click or tap here to enter text. CDBG Request: $ Click or tap here to enter text. #4 Title: Click or tap here to enter text. CDBG Request: $ Click or tap here to enter text. #5 Title: Click or tap here to enter text. CDBG Request: $ dick or tap here to enter text. Total Request: $ $18,276 Contingency Funding Request: Please note the funding levels for activities if there is an increase or decrease in federal funding levels. Specify which activities should be fully funded at the requested level and which should be increased or decreased. Click or tap here to enter texi PLEASE NOTE: AT LEAST 50% of the proposed funding must qualify as a LOW/MOD benefit and NO MORE THAN 35% of the any one community's proposed funding can be for PUBLIC SERVICES. As public services may not account for more than 15% of the County's total funding, public service requests may be decreased once all applications are submitted and reviewed by CDA staff. Page 25 of 237 Certification I certify that the information contained in this application is true and correct and that it contains no misrepresentations, falsifications, intentional omissions, or concealment of material facts. I further certify that no contracts have been awarded, funds committed, or construction begun on the proposed project(s), and that none will be made prior to notification from the Dakota County CDA based on HUD's issuance of a Release of Funds Notice. Signature of Authorized Official Stephanie Levine Mayor — City of Mendota Heights, MN Title of Authorized Official Date PLEASE ATTACH THE RESOLUTION OF THE GOVERNING BODY SHOWING APPROVAL OF THE REQUEST FOR CDBG FUNDS. Page 26 of 237 I. Activity Title Please complete the following Sections I-V for EACH proposed activity. (For example, if 3 activities are being proposed, there will be 3 sets of the following pages.) Activity # 1 Activity Title: Housing Rehabilitation Loans II. Activity Information Describe the proposed activity in detail. Please be specific about purpose, location, number of people or households served, etc. MCK or tap nere to enter text. The Housing Rehabilitation Loan Program provides loans in amounts up to $35,000 to homeowners in Mendota Heights who meet equity and credit requirements and low/moderate income requirements. Those who qualify for the Housing Rehabilitation Loan Program will benefit from the structural integrity of the redevelopment of their properties. Residents of the City will also benefit from the increased market value and subsequent increased tax revenues generated from improved properties. The City of Mendota Heights is committee to supporting the continued viability of existing residential structures and neighborhoods throughout the entire community. Has this Activity received CDBG funding before? ❑x Yes ❑ No Check the eligible activity category of the proposed activity: (See attached definitions) Page 27 of 237 Affordable Rental Housing Public Services ■ Rehabilitation of Multi -Unit Residential ■ Senior Services ❑ Youth Services ■ Fair Housing Activities ■ Energy Efficiency Improvements ■ Transportation Services ■ Operational Support Affordable Homeowner Housing Public Facilities ■ Homeownership Assistance ■ Recreational Parks ■ New (Re)Construction Homeowner Housing ■ Public Water/Sewer Improvements © Rehabilitation/ Energy Efficiency Improvement of Single ■ Street Improvements Unit Residential ■ Sidewalks ■ Fair Housing Activities ■ Assessment Abatement ■ ADA Improvements Homelessness Neighborhood Revitalization ■ Coordinated Access to Services & Shelter ■ Acquisition of Real Property ■ Housing Stabilization ■ Clearance and Demolition ■ Emergency Shelter Operation ■ Clean-up of Contaminated Site Economic Development Planning and Administration ■ Employment Training ■ Planning ■ Economic Development Assistance ■ Administration ■ Rehabilitation of Commercial/Industrial Buildings ■ Micro -Enterprise Assistance ■ Relocation Page 28 of 237 Describe the activity schedule: Is this a continuation of a previously funded activity? Yes ❑ No Is this a time -specific project? ❑Yes 0 No If this is a time -specific project, please note the start and end dates below: Proposed Activity Start Date: July 1, 2024 Proposed Activity Completion Date: June 30, 2024 III. CDBG National Objective CDBG funded projects/activities must meet one of the following program objectives. Check the objective for which the CDBG funds will be used. ❑ Low/Mod Area Benefit 0 Low/Mod Housing Benefit ❑ Slum/Blight Area Benefit ❑ Low/Mod Limited Clientele Benefit ❑ Low/Mod Jobs Benefit ❑ Slum/Blight Spot Benefit ❑ Urgent Need (extremely rare; used only for emergencies): (Please explain) ,iick or tap here to enter text If you checked the Low/Mod Area Benefit box, please answer the following: In what Census Tract/Block Group(s) do beneficiaries of your Activity live? (Please include map) Click or tar to enter teX+ How many residents live in this area? Click or tap here to enter text. What is the percentage of low and moderate -income beneficiaries? Click or tap here to enter text.% How was this documented? ❑ HUD Data ❑ Survey (Please include a copy of survey) If you checked the Low/Mod Housing Benefit box, please answer the following: How many Low/Mod Households will benefit? Click or tap here to enter text. 2 Households (Income eligibility must be verified by written documentation) Where will this activity occur? (Address of property, neighborhood, or citywide) To be determined by Dakota County Community Development Agency (CDA) Page 29 of 237 If you checked the Low/Mod Limited Clientele Benefit box, please answer the following: How many Low/Mod People or Households will benefit? Click or tap here to enter text. People Click or tap here to enter text. Households (Please choose either People or Households for each project). How will income be verified? ❑ Income Verification Request Forms ❑ Eligibility Status for other Governmental Assistance program ❑ Self Certification (Must request source documentation of 20% of certifications and must inform beneficiary that all sources of income and assets must be included when calculating annual income) ❑ Presumed benefit (HUD presumes the following to be low and moderate -income: abused children, battered spouses, elderly persons (62+), severely disabled persons, homeless persons, persons living with AIDS, migrant farm workers) If you checked the Low/Mod Jobs Benefit box, please answer the following: To meet the requirements of the `Jobs" National Objective, the business being assisted must enter into an agreement showing commitment that at least 51% of jobs created or retained will be available to low/mod income persons. The business must also be prepared to provide a list of all jobs, detailed information about the jobs being created or retained, the selection and hiring process, and demographic information about the employees. Will this activity create or retain full time equivalencies (FTEs)? ❑ Create ❑ Retain For job(s) that are being retained, please provide evidence that the assisted business has issued a notice to affected employees or that the business has made a public announcement to that effect, OR an analysis of relevant financial records that shows the business is likely to cut back on employment in the near future without planned intervention. Will the job(s) created or retained require a special skill? ❑ Yes ❑ No What percent of permanent FTEs will be held by or available to low/mod income persons? Click or tap here to enter text. % If you checked the Slum/Blight Area or Slum/Blight Spot Benefit box, please answer the following: What are the boundaries of the slum/blight area or the address of the slum/blight spot? Click or tap here to enter text. (Please provide letter from building inspector or other documentation noting deficiencies and include photos) What deficiency will be corrected or the public improvement be? Click or tap here to enter text. If Slum/Blight Area, what percent of buildings are deteriorated? Click or tap here to enter text.% Page 30 of 237 IV. Proposed Objectives and Outcomes Indicate the proposed objective and outcome of the activity/project. Outcome #1 Outcome #2 Affordability Outcome #3 Sustainability Objective #1 Suitable Living Environment © Accessibility for the © Affordability for the © Sustainability for the purpose of creating a suitable living environment purpose of creating a suitable living environment purpose of creating a suitable living environment Objective #2 Decent Housing © Accessibility for the © Affordability for the © Sustainability for the purpose of providing decent housing purpose of providing decent housing purpose of providing decent housing Objective #3 Economic Opportunity ■ Accessibility for the ■ Affordability for the ■ Sustainability for the purpose of creating economic opportunities purpose of creating economic opportunities purpose of creating economic opportunities Indicate how the activity outcome will be measured and projected number of beneficiaries. ❑ People ❑ Households ❑x Housing Units 2 ❑ Public Facilities ❑ Jobs ❑ Businesses ❑ Organizations V. Project Budget Provide the total project cost and CDBG request. Total Project Cost: $ 18,276 Total CDBG Request: $ 18,276 CDBG Percent of Total Cost: 100% Describe all funding sources. Source of Funds Amount Committed Pending Click or tap here to enter text. $ 18,276 ❑ x Click or tap here to enter text. $ ❑ ❑ Click or tap here to enter text. $ ❑ ❑ Total: $ 18,276 ❑ ❑ Page 31 of 237 Please itemize project expenses, using the following guidance as applicable: • Acquisition & Improvement Costs - Include purchase price, closing costs, site improvements, clearance of toxic contaminants, and other acquisition and improvement costs • Construction/Rehabilitation Costs - Include site improvements, construction (labor, materials, supplies), installation, permits and other construction/rehabilitation costs • Professional Fees and Personnel Costs - Include architectural, engineering and code inspection fees, surveys, appraisals, legal fees, hazardous materials surveys, project management, and other professional/personnel fees • Other Development Costs - Include relocation, financing costs, environmental reviews, environmental studies, and other development costs • Eligible Costs for Planning Projects - Include professional services, project management costs, and other planning costs Itemized Use of Funds/Expenses Costs CDBG Funds Requested Other Funding Sources Home Improvement Loans $ 18,276 $ 18,276 $ Click or tap here to enter text. $ $ $ Click or tap here to enter text. $ $ $ Click or tap here to enter text. $ $ $ Click or tap here to enter text. $ $ $ Total: $ 18,276 $ 18,276 $ 0 Please review each section for completeness. Each activity should have separate Sections I through V. Page 32 of 237 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) ELIGIBLE ACTIVITIES Please Note: Although an activity may be deemed eligible for CDBG funding, it does not guarantee funding. The Community Development Needs for the CDBG Program in the Consolidated Plan lists the priority of needs and dictates which types of eligible activities may be funded in a given year. All activities must meet a National Objective. CDBG funds may NOT be used for costs attributable to a building used for the general conduct of government, general government expenses, or political activities. Acquisition/Disposition: Includes acquisition of real property, in whole or in part, by purchase, long-term lease, donation, or otherwise, for public purpose. Real property to be acquired may include: land, air rights, easements, water rights, rights -of -way, buildings and other property improvements, or other interests in real property. Demolition/Clearance: Includes clearance, demolition, and removal of buildings and improvements including movement of structures to other sites. Economic Development Activities: Includes but are not limited to: (1) construction by the grantee or subrecipient of a business incubator designed to provide inexpensive space and assistance to new firms to help them become viable businesses, (2) loans to pay for the expansion of a factory or commercial business, and (3) training for by persons on welfare to enable them to qualify for jobs created by CDBG-assisted special economic development activities. The level of public benefit to be derived from the economic development activity must be appropriate given the amount of CDBG assistance. Homeownership Assistance: Includes financial assistance for down payments, closing costs or other part of the purchase process and counseling for pre -purchase, post -purchase or foreclosure prevention. Rehabilitation: Includes single-family rehabilitation, multi -family rehabilitation, energy efficiency improvements, public housing modernization, and rehabilitation of commercial properties. Relocation: Includes relocation payments and assistance to displaced persons, including individuals, families, businesses, non -profits, and farms, where required under section 570.606 of the regulations (pursuant to the Uniform Relocation Act). Public Facilities/Improvements: CDBG funds may be used by the subrecipient or other public or private nonprofit entities for the acquisition (including long term leases for periods of 15 years or more), construction, reconstruction, rehabilitation (including removal of architectural barriers to accessibility), or installation, of public improvements or facilities. This includes neighborhood facilities, firehouses, public schools, libraries, and shelters for homeless people, as well as water and/or sewer treatment plants. Buildings for the general conduct of government cannot be acquired or improved with CDBG funds. Public Services: CDBG funds may be used to provide public services (including labor, supplies, and materials), provided that each of the following criteria is met: 1) The public service must be either a new service or a quantifiable increase in the level of service; and 2) The amount of CDBG funds obligated within a program year to support public service activities may not exceed 35% of a city's allocation and the total public services of all subrecipients may not exceed 15% of the total grant awarded to Dakota County for that year. Planning: Includes studies, analysis, data gathering, preparation of plans, and identification of actions that will implement plans. The types of plans which may be paid for with CDBG funds include, but are not limited to: comprehensive plans; individual project plans; community development plans, capital improvement programs; small area and neighborhood plans; environmental and historic preservation studies; and functional plans (such as plans for housing, land use, energy conservation, or economic development). Except for small cities and townships, the amount of CDBG funds obligated within a program year to support planning activities may not exceed 15% of a community's allocation. General Grant Administration: CDBG funds may be used for general administration costs incurred by a subrecipient to administer its CDBG program. CDBG grant funds obligated to general grant administration may not exceed 10% of the community's allocation. Administration costs directly associated with a CDBG activity should be part of the activity as project administration and are not considered general grant administration expenses. Please talk to the Dakota County CDA before you allocated funds to grant admin. Planning and General Grant Administration Activities may not exceed 20% of the total grant awarded to Dakota County for that year. Page 33 of 237 ,F), Dakota County 1228 Town Centre Drive I Eagan, MN 55123 Community Development PHONE 651-675-4400 Too/rry 711 Agency www.dakotacda.org CDA November 16, 2023 Ms. Cheryl Jacobson City of Mendota Heights 1101 Victoria Curve Mendota Heights, MN 55118 RE: CDBG Fiscal Year 2024 Allocation Estimate Dear Ms. Jacobson, Dakota County receives an annual allocation of Community Development Block Grant (CDBG) funds, which is a federal program administered by the Department of Housing and Urban Development (HUD). The program is designed to assist local governments with various community development projects and programs that primarily aid low- and moderate -income residents. Dakota County is considered an "Entitlement County", and, as such, receives an annual allocation of federal CDBG funds. The Dakota County Board of Commissioners has chosen to allocate the CDBG funds amongst the various cities and townships in the County, as well use the funds for particular County programs. The Dakota County Community Development Agency (CDA) administers this program on behalf of Dakota County. Each year, the city's CDBG allocation is rebalanced to account for updated information in the American Community Survey provided by the Census Bureau for each city. Per HUD rules, the CDBG allocation is based on three factors: a community's population, people in poverty, and overcrowded housing units. Each city receives a percentage of the annual Dakota County CDBG allocation based on the three factors. Because these factors change over time, the allocation each city receives will change over time. The CDBG allocation Dakota County will receive for the 2024 Program Year is not yet known. However, we believe it is prudent for each city to anticipate the County will receive a similar amount to what was received for the 2023 Program Year, which was $1,961,800. The amount each city will actually receive for the upcoming 2024 Program Year won't be known until the federal budget is approved. This amount may be more or less than what your city received for 2023. With that in mind, the estimated allocation for Mendota Heights for FY 2024 is $18,276. Please provide a contingency plan in your 2024 Program Year application that specifies which program will receive more or less funds based on the final allocation. Page 34 of 237 If you have any questions, please feel free to contact me at (651) 675-4464 or mdykes@dakotacda.org. Best Regards, DAKOTA COUNTY COMMUNITY DEVELOPMENT AGENCY Margaret M. Dykes Asst. Director of Community and Economic Development CITY OF MENDOTA HEIGHTS 11o1 Victoria Curve, Mendota94e gh4sN 55118 5f Phone:651-452-1850 Fax: 651-452-8940 MendotaHeightsMN gov Request for City Council Action DATE: December 19, 2023 TO: Mayor, City Council, and City Administrator FROM: Nancy Bauer, City Clerk SUBJECT: Tobacco License Renewals INTRODUCTION The Council is asked to approve tobacco licenses for 2024. BACKGROUND Tobacco licenses are reviewed and assigned annually following a license renewal application, associated fees, a completed background check of the applicant, and review and approval by the Mendota Heights City Council. The city currently provides tobacco licenses to six establishments within the City. These establishments are as follows: • Mendota Heights Auto Service- application complete • Mendakota County Club- application complete • Mendota Liquor Barrel- application complete • Speedway #4516- application incomplete • Speedway #4521 - application incomplete • Walgreens- application incomplete The first three establishments have completed their application and staff have completed the processing of the application including a background check. As of December 13, 2023, the last three have not completed their materials. Staff are anticipating that these locations will complete their materials in time for staff to fully process the application and background checks prior to their existing tobacco licenses expiring on December 31, 2023. As the processing of these renewals is still in progress, staff are requesting that the City Council provide a conditional approval for tobacco licenses to each of the applicants pending the successful completion of a background check. In the case that the three establishments currently with incomplete application materials have not completed their applications and background checks by December 31, 2023, the existing licenses will be suspended and they will not be able to sell tobacco until they meet the license renewal requirements. RECOMMENDATION Staff recommends that the Mendota Heights City Council to approve the Mendota Heights Auto Service, Mendakota Country Club, and Mendota Liquor Barrel tobacco licenses and conditionally approve Speedway #4516, Speedway #4521 and Walgreens license renewals for 2024 pending the successful completion of a background check. ACTION REQUESTED Page 36 of 237 If Council concurs, it should by motion, approve the Mendota Heights Auto Service, Mendakota Country Club, and Mendota Liquor Barrel tobacco licenses and conditionally approve Speedway #4516, Speedway #4521 and Walgreens license renewals for 2024 pending the successful completion of a background check. Page 37 of 237 5g 110'I YL'mra Curve I Vend:.:.: • ; j-r.s. FiV !Sllf3 651.152.95a Fn e51 JI52 5944'6. wrw.menclecahe 1Inge.go+r Cnr or fVEN.Q01-41 1—EIGHTS Request for City Council Action DATE: December 19, 2023 TO: Mayor, City Council, and City Administrator FROM: Nancy Bauer, City Clerk SUBJECT: Massage Therapist License Introduction City Council is asked to approve a massage therapist license. Background Massage therapist applicant, Jessica Tevik, practices massage at Green Lotus LLC d/b/a Green Lotus Yoga & Healing Center. She has completed the application requirements including a successful background investigation. Recommendation City staff recommends City Council approve the massage license for Jessica Tevik effective through June 30, 2024. Action Required If Council concurs, it should, by motion, approve the massage license for Jessica Tevik. This requires a simple majority vote. Page 38 of 237 Page 39 of 237 5h 1101 Victoria Curve 1 Mendota Heights, MN 55118 651.452.1850 phone I 651.452.8940 fax www.rnendotaheghtsmn.gov 1.1111 CITY OF MENDOTA HEIGHTS Request for City Council Action DATE: December 19, 2023 TO: Mayor and City Council, City Administrator FROM: Nancy Bauer, City Clerk SUBJECT: Resolution 2023-100 Appoint Election Judges and Absentee Ballot Board INTRODUCTION Section 204B.21 of the Minnesota Election Laws requires that election judges shall be appointed by the governing body of the municipality. BACKGROUND Attached for consideration is a resolution appointing election judges for the upcoming 2024 Presidential Nomination Primary, State Primary, and General Election, and appointing individuals to the Absentee Ballot Board. The individuals listed have indicated their willingness to serve. To serve as an election judge, the law requires a two-hour training session. Head judges and Absentee Ballot Board judges must complete an additional one hour of training. The resolution also authorizes the City Clerk to appoint additional judges and designate persons to serve on the absentee ballot board as needed. Staff is recommending that the election judges pay be set at $13.00/hour for regular judges, and $17.00/hour for Head judges and Absentee Ballot Board judges. BUDGET IMPACT The upcoming elections were budgeted expenses in the 2024 budget. These election judges will serve during absentee voting prior to election day as well as on election day for the upcoming presidential nominating primary, primary election and general election in 2024. REQUESTED ACTION If the City Council agrees, to approve Resolution 2023-100 Appointing Election Judges and Absentee Ballot Board. Page 40 of 237 CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA RESOLUTION 2023-100 RESOLUTION APPOINTING ELECTION JUDGES AND THE ABSENTEE BALLOT BOARD FOR THE 2024 PRESIDENITAL NOMINATION PRIMARY, STATE PRIMARY AND GENERAL ELECTION WHEREAS, pursuant to Section 204B.21 of the Minnesota Election Laws, election judges shall be appointed by the governing body of the municipality; and WHEREAS, the appointments shall be made at least 25 days before the election at which the election judges will serve; and WHEREAS, election judges shall receive at least the prevailing Minnesota minimum wage for each hour spent carrying out their duties at the polling place and in attending training sessions. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Mendota Heights that the individuals listed on the attached Exhibit A are appointed to serve as election judges for the 2024 Presidential Nomination Primary, State Primary and General Election at the hourly rate of $13.00 for regular election judges and $17.00 for head election judges and election judges serving on the Absentee Ballot Board. BE IT FURTHER RESOLVED that the City Clerk is authorized to appoint additional election judges as needed for the conduct of elections. Adopted by the City Council of the City of Mendota Heights this 19th day of December, 2023 City Council City of Mendota Heights Stephanie B. Levine, Mayor ATTEST: Nancy Bauer, City Clerk Page 41 of 237 Exhibit A 2024 Presidential Nomination Primary, State Primary and General Election Judges and 2024 Absentee Ballot Board Judges Theresa Alewine John Apitz Mary Benton Roxanne Buchanan Steven Commers Joan Demeules Sue Doffing Ann Dvorak Cheri Frandup C. Leigh Gerber Bridget Hahn Melissa Hettmann Katherine Hill Garnet Holmstadt Judith Klepperich Robert Michael Lacy Stephen Lindgren Bernard Miller Elizabeth Moran -Johnson Nancy Nelson Mary Ann Novotney Jolene Novak-Haverkamp Kristian Olson Catherine Peick James Pittenger Ann Pursley Mario Reyes Sara Shaler Ellen Sloane Pamela Stein Nedine Thera Anne Ward Courtney Wilson Linda Weinzettel Janell Woods Kristin Wittrock Sharon Heinze Kelly Torkelson Theresa Anderson Jacqueline Barber Linda Birnbaum Michaela Calhoun Lisa Czech Dewayne Dill Julienne Dunlop Suzanne Ferguson Julie Gugin Eileen Hall Milissa Hickey Sue Holman-Sutich Joe Howland Barb Kasal Michael Kluznik Lonny Lebahn Patrick Mathews Sue Miller Carol Mulvihill Sharon Nelson Carol Mulvihill Kathy Packer Ruth Petermann Nancy Price Gregory Quehl Barbara Schanno Deborah Schmedemann Gerald Slater Marchia Taple Lloyd Stern Kasey Tunnell Courtney Wilson Jane Zilch Sheila Robertson Resa Weigel Kristen Schabacker Meredith Lawrence Page 42 of 237 DATE: TO: Page 43 of 237 5 1no].Victoria Curve, Mendota Heights MN 55138j Phone: 651-452 185o Fax:651-452-8940 MendotaHeightsMN gov CITY OF MENDOTA HEIGHTS Request for City Council Action December 19, 2023 Mayor and City Council FROM: Kelly Torkelson, Assistant City Administrator Kristen Schabacker, Finance Director Cheryl Jacobson, City Administrator SUBJECT: Approve Revised Employee Leave and Vacation Policy INTRODUCTION The City Council is asked to review and approve a revised city employee leave and vacation policy to reflect changes made by the state legislature. BACKGROUND The City's Leave and Vacation Policy includes three main accrued leave banks for paid leave that employees accrue during their employment with the City. These include vacation leave, personal leave, and extended disability (sick) leave. Vacation Leave is earned based upon years of service to the city and incentivizes longevity for employees. Personal leave and extended disability (sick) leave each accrue at 4 hours per month. Personal leave is an unrestricted leave bank which many employees use similarly to vacation. Extended disability (sick) leave is used for an employee's personal illness or for when they need to care for a family member. The separate leave banks have different rules for cash out upon termination, accrual maximums, and eligible uses. The State Legislature passed a new law requiring virtually all employers in Minnesota to provide employees with Earned Sick and Safe Time (ESST) as of January 1, 2024. By law, ESST has broad eligible uses, beyond the eligible uses the city's extended disability (sick) leave policy currently provides. However, the city's current personal leave policy meets the statutory eligibility and accrual requirements for ESST pay. Proposed revisions to the city's Employee Leave and Vacation Policy include the designation of the city's personal leave as the leave bank to fulfill the statutory requirements for ESST as well as extending the accrual of Personal Leave/ESST to seasonal employees who are also covered by the statutory requirement. The policy differentiates between regular full-time and part-time staff who currently accrue personal leave with seasonal employees who do not currently accrue leave. The proposed update for the existing policy does not substantially change the personal leave Page 44 of 237 policy, however, the additional seasonal policy will provide new accruals that are consistent with the minimum requirements of the ESST law which include: - Seasonal employees who work at least 80 hours annually will be eligible to use Personal/ESST leave. - Seasonal employees will accrue Personal leave/ESST at a rate of 1 hour for every 30 hours worked. - Seasonal employees will have a maximum annual accrual of 48 hours with a total maximum bank of 80 hours. - Seasonal employees who return to work for the city within 180 days of their previous employment will have their Personal/ESST leave balance reinstated. - There will be no cash out value of Personal/ESST leave for seasonal employees. In addition to these accrued leaves, there are other leave options available in specific circumstances such as medical leave, jury duty leave, or military leave. This policy outlines both the accrued and circumstantial leaves and how they can overlay. Staff have centralized these policies into a single Employee Leave and Vacation policy to more clearly define how these leaves interact and to ensure clear and consistent integration across the various employee leave options. BUDGET The proposed changes for regular full time and part time staff will have no substantive changes or budgetary impacts for personal leave. Seasonal personal/ESST leave will be a new expense for the city's seasonal positions which include the parks and recreation seasonal programming, public works seasonal employees, and election judges. There will be additional costs associated with the need to pay staff to be on leave in addition to coverage; however as this is a new program staff are not sure what the extent of the use of this leave will be. Staff will track usage and make updates to the budget in future years as needed. STAFF RECOMMNEDATION Approve the revised Employee Leave and Vacation Policy. REQUIRED ACTION If the City Council agrees, to approve the revised Employee Leave and Vacation Policy. Page 45 of 237 10. EMPLOYEE LEAVE AND VACATION POLICY REVISED: December 19, 2023 Employees shall be entitled to leave benefits as is outlined in this policy. Regular Part -Time employees who work at least twenty (20) hours a week are entitled to a pro -rated accrual of these leave benefits. For the purpose of accumulating additional leave, an employee using earned vacation leave, personal/ESST leave, compensatory time leave, extended disability or paid military leave is considered to be working. An employee using unpaid leave is not considered to be working. Only the leave balance records kept by the Finance Director shall be considered official. 10.1 VACATION LEAVE A. Vacation Leave Accrual Per the following schedule, regular full-time employees shall earn and accrue vacation leave on a monthly basis at a rate based on years of continuous employment per the following schedule: Years of Service Annual Accrual 0 through Year 5 80 hours Beginning year 6 through year 10 120 hours Beginning year 11 128 hours Beginning year 12 136 hours Beginning year 13 144 hours Beginning year 14 152 hours Beginning year 15 and beyond 160 hours B. Vacation Leave Use Vacation leave shall be scheduled by the supervisor to accommodate the work schedule of the department. Employees shall be encouraged to take yearly vacations and shall be allowed to accrue a maximum of 200 hours for which they are entitled, provided however, that no employee shall use more than one hundred and sixty (160) hours consecutively without prior City Administrator approval. In December of each year, employees may cash out up to forty (40) hours of unused vacation leave in excess of two -hundred (200) hours. Any remaining hours in excess of two -hundred (200) hours will be forfeited. Employees separated from the City service shall be paid per the Leave Payout After Separation section (Section 10.5) of this policy, at their normal salary rate for their unused vacation time up to a maximum of two -hundred (200) hours. Page 46 of 237 Employees will begin the accrual of their leave balances at the start of their employment with the city. No employee who is on vacation will be allowed to work their regular job for the purpose of receiving double pay. 10.2 PERSONAL LEAVE /EARNED SICK AND SAFE TIME Mendota Heights Personal Leave is the city's designated leave bank for Earned Sick and Safe Time (ESST). Minnesota State Law requires that employers provide ESST that employees may use for mental or physical illness, injury or other health condition, for medical diagnosis, care or treatment of a mental or physical illness, injury or health condition, preventative care, closure of the employee's place of business due to weather or other public emergency, absence due to domestic abuse or assault, care of a family member or to provide care for a family member or other designated individual. Mendota Heights Personal Leave meets the requirements of ESST leave and will be designated as the city's ESST leave bank. All Regular Full -Time Employees shall accrue personal leave at the rate of four (4) hours per month or forty-eight (48) hours per year to a maximum of three hundred and twenty (320) hours. Regular Part - Time Employees will receive a pro -rated amount of leave based on their average weekly hours compared with a forty (40) hour work week. Personal/ESST leave with prior approval of the supervisor shall be available for use without restriction. An employee shall not be allowed to use more than twenty (20) consecutive personal and vacation days, without prior approval of the City Administrator. Each December, any employee with an accrued Personal Leave/ESST balance in excess of three hundred and twenty (320) hours may convert the excess hours at the rate of 50% to either additional cash compensation, or additional vacation time. The compensation will be made, or the extra credited, during a December payroll. Upon separation, regular employees shall be compensated per the Leave Payout After Separation (Section 10.5) for any unused Personal Leave/ESST balance up to the maximum of three hundred and twenty (320) hours. It is the intent of this leave to meet the state statutory requirements for Earned Sick and Safe Time. 10.3. SEASONAL PERSONAL/EARNED SICK AND SAFE LEAVE Seasonal Personal Leave/Earned Sick and Safe Time (ESST) with prior approval of the supervisor shall be available for use without restriction. If used without prior approval from the supervisor for three or more days, the city may request reasonable documentation consistent with Earned Sick and Safe Time statutory requirements. Seasonal employees who work at least eighty (80) hours annually, between January and December, will accrue one hour of personal leave for every thirty (30) hours worked up to a maximum annual accrual of forty-eight (48) hours. This leave accrual will begin at the start of their employment. The Personal leave/ESST bank will cap at eighty (80) hours. Seasonal employees who begin working for the city within 180 days of the end of their previous position will have their Personal leave/ESST bank reinstated. There is no pay out of seasonal Personal Leave/ESST after termination from employment. It is the intent of this leave to meet the state statutory requirements for Earned Sick and Safe Time. 10.4 EXTENDED DISABILITY LEAVE All regular full-time employees shall accrue extended disability leave at the rate of forty-eight (48) hours per year, to a cumulative maximum of six hundred and forty (640) hours. Extended disability protection Page 47 of 237 is available for use on the first day of a personal or work -related illness or injury. When used, the employee will be compensated at the same rate as the employee earns from their employment with the city. Extended disability leave has no cash value upon termination or retirement and employees will not be compensated for any unused extended disability leave upon separation from employment. Extended disability may be used as follows: A. When an employee is unable to perform work duties due to illness or disability (including pregnancy); B. For medical, dental or other care provider appointments, and C. When an employee has been exposed to a contagious disease of such nature that his/her presence at the work place could endanger the health and safety of others. D. An employee may also use extended disability leave for absences due to an illness or injury to the employee's child, as defined in Minnesota Statues section 181.940 subdivision 4 (as it may be amended), adult, child, spouse, sibling, parent, mother-in-law, father-in-law, grandchild, grandparent, or stepparent, for reasonable periods of time as the employee's attendance may be necessary, on the same terms upon which the employee is able to use extended disability leave for the employee's own illness, injury, disability, or care provider appointments. E. Pursuant to Minnesota Statutes section 181.9413 (c) (as it may be amended), eligible employees may use up to a maximum of one hundred and sixty (160) hours of extended disability leave in any twelve (12) month period for absences due to an illness of or injury to the employee's adult child, spouse, sibling, parent, grandparent, stepparent, mother-in-law, father-in-law, and grandchild. (including a step- grandchild, biological, adopted, or foster grandchild). This limitation does not apply to absences due to the illness or injury of the child, as defined in Minnesota Statutes section 181.940, subdivision 4 (as it may be amended) F. Safety Leave: Employees are authorized to use extended disability for reasonable absences for themselves or relatives: adult child, spouse, sibling, parent, mother-in-law, father- in-law, grandchild, grandparent, or stepparent who are providing or receiving assistance because they, or a relative, is a victim of sexual assault, domestic abuse, or stalking. Safety leave for those listed other than the employee and the employee's child, is limited to one hundred and sixty (160) hours in any twelve-month period. Employees are to keep their supervisor informed of their or their family member's condition. When an employee uses Extended Disability Leave for more than three consecutive days, the city may require appropriate supporting documentation such as a letter or report from the healthcare provider. Any employee who makes a false claim for extended disability leave will be subject to disciplinary action, including transfer, demotion, suspension, or dismissal. After accrued extended disability leave has been exhausted, compensatory time and personal leave may be used for absences that would otherwise qualify for the use of extended disability upon approval of the City Administrator, to the extent the employee is entitled to such leave. In cases of extreme unplanned emergency involving employees with a record of meritorious service, who, through serious or protracted illness, have used up all accumulated personal leave, extended disability leave, and compensatory time, an extension of extended disability leave beyond the maximum provided may be granted by the City Administrator. The resulting deficit will be repaid through the substitution of personal and extended disability leave accruals as they are earned once the employee returns to work. Page 48 of 237 10.5 LEAVE PAYOUT AFTER SEPARATION FROM EMPLOYMENT Non -Union regular employees who leave employment with the City of Mendota Heights will qualify for one of two leave pay -out options that contribute leave balances to an employee's Post Employment Health Care Savings Plan (HCSP). The HCSP is a city employer -sponsored program that allows employees to save money, tax-free, to use upon termination of public employment to pay for eligible health care expenses. The two conditions for leave balance pay -out are outlined in the Post Employment Health Care Plan Policy and reflected below: a. Leaving City Employment Prior to PERA Service Retirement: Employee contributes the value of 50% of the employee's accrued and unused hours of Vacation, Personal Leave/ESST and compensatory time. Employees will be paid out the remaining 50% of their Vacation, Personal Leave/ESST and Compensatory Time balance up to the bank maximum. Applicable taxes will be applied to any leave balance pay out. b. PERA Service Retirement from City: Employee contributes the value of 100% of the employee's accrued and unused hours of Vacation, Personal Leave/ESST, and Compensatory Time up to the maximum established for each leave bank type. All other leave balances have no cash value upon termination or retirement and employees will not be compensated for any unused leave upon separation from employment. 10.6 PARENTING LEAVE In recognition of the importance of family and work life integration, it is the policy of the City of Mendota Heights to provide paid and unpaid parental leave benefits to eligible employees for the birth of an employee's child or the placement of an adopted child within an employee's home. A. Policy Eligible employees may receive up to twelve (12) weeks of job protected parenting leave following the birth or adoption of a child consisting of three (3) weeks of paid parental leave and nine (9) weeks of unpaid parental leave. B. Eligibility Employees who work an average of twenty (20) hours or more per week and have been employed more than one year are entitled to take a leave of absence in connection with the birth or adoption of a child. Employees may use this leave once per rolling 12-month period. Parental Leave is not meant to be a replacement for any other leave for which an employee is eligible and will run concurrently with any FMLA balance the employee has. C. Benefit Paid Parental Leave: The paid parental leave benefit provides 100% of the employee's regular base rate of pay for regularly scheduled work hours, for up to 15 working days (or 120 hours) for full-time employees. Multiple births or adoptions (e.g. twins, etc.) medical conditions, and/or other circumstances will not increase the length of paid parental leave granted. Part Time eligible employees are qualified for paid parental leave on a pro -rated basis in accordance with their budgeted FTE status. Paid Parental leave may be taken intermittently, but it must be taken within twelve (12) weeks of a qualifying event. It cannot be taken prior to a qualifying event. Any unused paid parental leave will be forfeited. Page 49 of 237 For eligible part time employees, paid parental leave will be calculated based on a pro -rated basis. A weekly average of the hours worked over the twelve (12) months prior to the beginning of the leave should be used for calculating the employee's normal work week. Unpaid Parental Leave: In addition to the three (3) weeks of paid leave following the birth of a child, an employee is also entitled to nine (9) weeks of unpaid parental leave. Employees are not required to use sick leave during Parenting Leave but may use accrued leave including, vacation time, compensatory time, extended disability, or personal leave at their option for any period of this leave. Unpaid parental leave may be taken intermittently, but it must be taken within twelve (12) weeks of a qualifying event. It cannot be taken prior to a qualifying event. Any unused unpaid parental leave will be forfeited. An employee granted leave under this policy will continue to be covered under the City's group health and dental insurance plan under the same conditions and at the same level of City contribution as would have been provided had they been continuously employed during the leave period. If there are changes in the City's contribution levels while the employee is on leave, those changes will take place as if the employee were still on the job. The employee will be required to continue payment of the employee portion of all group insurance coverage's (Short Term Disability, Long Term Disability and any life insurance policies) other than the City's group health and dental insurance plan. Arrangements for payment of the employee's portion of premiums must be made by the employee with the City. If an employee's contribution is more than thirty (30) days late, the City may terminate the employee's insurance coverage (subject to COBRA requirements). D. Exceptions This policy does not apply to foster parents, surrogate mothers or sperm donors. E. Coordination of Benefits Paid parental leave will run concurrently with any unpaid leave taken under the Federal Family and Medical Leave Act and/or Minnesota's pregnancy and parenting leave law. Employees who receive paid parental leave and who do not return for work will be subject to reimburse the City for the leave. An employee granted leave will continue to be covered under the City of Mendota Heights' benefit plan under the same conditions and at the same level of City contribution as would have been provided if they had been continuously employed during the leave period. Employee contributions to any benefit premiums will be required either through payroll deduction or by direct payment to the City. Benefits will continue to accrue for the employee similarly to other city paid leaves, i.e. vacation, extended disability, personal leave. F. Notice Eligible employees anticipating paid or unpaid leave must submit notice to their supervisor at least thirty (30) days before the anticipated birth or adoption of the child whenever possible. An eligible employee will be required to furnish appropriate medical documentation for the birth of a child. If applicable, the medical certification requirements for FMLA leave will govern. The medical documentation must be completed and signed by the individual's health care provider. In cases of adoption, the employee will be required to furnish appropriate adoption documentation, such as a letter from an adoption agency, or an adoption certificate from the attorney. The City will inform employees of their parental rights at the time of hire and when employees inquire about this leave. Page 50 of 237 10.7 FAMILY AND MEDICAL LEAVE In accordance with the Family and Medical Leave Act, the City of Mendota Heights will grant job protected unpaid family and medical leave to full-time, benefit eligible employees, and part-time, leave eligible employees for up to twelve (12) weeks per twelve (12) month period, for any one or more of the following reasons: 1. The birth of a child and in order to care for such child or the placement of a child with the employee for adoption of foster care where such leave is taken within the twelve (12) month period following the child's birth or placement with the employee; or 2. In order to care for an immediate family member (spouse, child, or parent) of the employee if such immediate family member has a serious health condition; or 3. The employee's own serious health condition defined under the FMLA that makes the employee unable to perform the functions of the employee's position; or 4. A qualifying exigency associated with a covered family member's active duty or call to active duty; or 5. To care for an injured or ill service member. This leave may be extended to up to twenty-six (26) weeks in a single twelve-month period for an employee whose spouse, son, daughter, parent or next -of -kin is a "covered service member" under the FMLA. NOTE: Entitlement to leave for birth, adoption or placement of a foster child expires 12 months after the birth, adoption or placement. The leave must be concluded within this one-year period. A. Eligibility To be eligible for family/medical leave an employee must: 1. Have worked for the City for at least twelve (12) months; and 2. Have worked at least one thousand two hundred fifty (1,250) hours over the previous twelve (12) months. Part-time (leave eligible) employees, who work a regular schedule of 20 hours per week, are eligible for family/medical leave as long as they have continuously worked for the City at least six hundred twenty-five (625) hours over the previous twelve (12) months. 3. Eligibility of "key employees" for leave shall be determined at the time the leave is requested. "Key employees" may be denied leave if it is determined that approving leave will cause an unreasonable hardship on the organization. B. Definitions • "Spouse" does not include domestic partners or common-law spouses. • "Caring for" a covered family member includes psychological as well as physical care. It also includes acquiring care and sharing care duties. An eligible "child," with some exceptions, is under 18 years of age. • An eligible "parent" includes a biological parent or a person who stood in the place of a parent. • "Serious Health Condition" means an illness, injury, impairment, or physical or mental condition that involves one of the following: o Hospital Care: Any period of incapacity or treatment connected with inpatient care (i.e., an overnight stay) in a hospital, hospice, or residential medical care facility; o Pregnancy: Any period of incapacity due to pregnancy, prenatal medical care or childbirth; Page 51 of 237 o Absence Plus Treatment: A period of incapacity of more than three consecutive calendar days that also involves continuing treatment by or under the supervision of a health care provider. o Chronic Conditions Requiring Treatments: An incapacity from a chronic condition which requires periodic visits for treatment by a health care provider, continues over an extended period of time, and may cause episodic rather than a continuing period of incapacity; o Permanent/Long-Term Conditions Requiring Supervision o Multiple Treatments: Any period of absence to receive multiple treatments (including any period of recovery therefrom) by a health care provider or by a provider of health care services under orders of, or on referral by, a health care provider. C. Length and Amount of Leave. The length of FMLA leave is not to exceed twelve (12) weeks in any twelve (12) month period measured backward from the date an employee uses any FMLA leave. Under the rolling twelve (12)-month period, each time an employee takes FMLA leave, the remaining leave entitlement would be the balance of the twelve (12) weeks which has not been used during the immediately preceding twelve (12) months. D. Notice In the case of a foreseeable leave, the employee must give the employee's manager at least thirty (30) days -notice if possible. If this is not possible, the employee must notify the manager as soon as practicable. In the case of unforeseeable leave, notice must be given as soon as practicable. lithe situation requires an intermittent or reduced work schedule, the employee must obtain supervisor approval in advance. The employee will be expected to work with the City to the fullest extent possible to minimize disruption caused by the absence. Use of FMLA leave shall be requested using the Family Medical Leave Request form. E. Use of Paid Leave FMLA provides job protection for the period of time in which an employee needs to miss work, but it does not provide pay. An employee, as permitted by law, must exhaust all eligible extended disability leave, personal leave/ESST, compensatory time, floating holidays and vacation leave, before taking unpaid leave, unless the employee's medical condition is covered by Worker's Compensation. All eligible leave taken due to an eligible family or medical issue or qualifying condition, either paid or unpaid, will count towards the twelve (12) weeks of leave allowed under the FMLA. F. Benefits While on FMLA leave, the City will continue to make the employer's contribution to the employee's insurance plans. The employee, however, will be responsible for the employee's share of the insurance cost, which may mean that the employee will need to send in payments during the unpaid leave. An employee's failure to submit insurance payments may result in termination of the employee's group health coverage. If an employee chooses not to return to work after an unpaid leave, they may be required to repay the employer's share of the insurance cost. G. Seniority Seniority does not accrue during any period of unpaid FMLA except as allowed when the leave is covered by worker's compensation. However, seniority accrued prior to commencement of FMLA leave will not be lost. Page 52 of 237 H. Intermittent or Reduced Leave Leave on an intermittent basis is available under the following circumstances: 1. Their own serious health condition. 2. Providing care for their spouse, son, daughter, or parent with a serious health condition. 3. Providing care for a covered service member with a serious health condition. 4. A qualifying exigency. 5. Birth, adoption, or foster placement of a health child with prior approval from the department manager. It may be necessary for the employee to temporarily transfer to another position where an adjusted schedule could be better accommodated. This temporary transfer will not affect rate of pay and benefits, except that pay and benefits will be adjusted according to time worked. For part-time, leave eligible employees, the family and medical leave entitlement is calculated on a pro- rated basis. H. Reinstatement Subject to certain exceptions (such as when the employee would not otherwise have been employed at the time reinstatement is requested, or the employee is within the category of employees where restoration would cause substantial and grievous economic injury to the City), employees who take FMLA leave are entitled to be reinstated to their original job at the City or to an equivalent job with equivalent pay, benefits and other terms and conditions of employment. Nothing in this policy, however, shall be construed to entitle any restored employee to accrue any seniority or employment benefits during any period of leave. Where the employee's need for leave due to the employee's own serious health condition lasts beyond a single leave year, the City will require employees to provide a new medical certification in each subsequent leave year. Such new medical certifications are subject to the provisions for authentication and clarification and second and third opinions. I. Certification 1. Serious Health Conditions. For FMLA leave related to a serious health condition affecting the employee or the employee's spouse, child, or parent, the employee shall provide the City with certification from the health care provider within fifteen (15) days of the City's request for certification. The certification must state the following: • The date the serious health condition started. • The probable duration of the condition. • The appropriate medical facts regarding the condition. If the requested leave is for the employee's own serious health condition, the certification must state that the employee is unable to perform the essential functions of the employee's position. If the requested leave is to care for a spouse, child, or parent with a serious health condition, the certification must state that the employee is needed to care for the person and the estimated amount of time that the employee will be needed to provide such care. The City may also require a second medical opinion paid for by the City and made by a City - selected health care provider. If the second opinion conflicts with the opinion provided by the employee, the City may request, at the City's expense, a third opinion from another City - selected health care provider. The third opinion will be considered final and binding. Page 53 of 237 The City Administrator may, from time to time as allowed by law, request re -certifications to update the status of the employee or the family member's serious health condition and the employee's projected date of return to work. Medical certification forms for employees to provide to their health care provider may be obtained from the Administration office. 2. Reduced or Intermittent Leave. If an employee is requesting a reduced leave or intermittent work schedule, the medical certification must state that the reduced or intermittent schedule is medically necessary and for how long it may be necessary. 3. Upon Return to Work. Depending on the circumstances necessitating the leave, the City may request that an employee, upon returning from FMLA leave due the employee's serious health condition, provide the City with certification from the employee's health care provider that the employee is able to resume work. 4. Active Duty or Call to Active Duty. The City may request leave taken pursuant to Active Duty or to be supported by certification of a qualifying exigency. The certification form may be obtained from the Human Resources Representative. 5. Injured or III Service member. For FMLA leave related to care for an eligible covered service member, the employee shall provide the City with certification from the health care provider within fifteen (15) days of the City's request. The certification must include the following: • Sufficient information to indicate the employee's spouse, son, daughter, parent or next of kin meets the definition of a "covered service member" under the FMLA. • The probable duration of the condition. • The appropriate medical facts regarding the condition. If an employee does not provide the requested certification(s) described above in a timely manner, the City may deny FMLA leave until the employee submits the necessary certification(s). Also, if an employee fails to provide the requested certification at the time an employee returns to work following a serious health condition affecting the employee, the City may deny job restoration until the employee submits such certification. K. Spouses Employed By the City Eligible spouses who are both employed by the City are limited to a combined total of twelve (12) weeks of leave in a twelve-month period for the following reasons: • Birth of a child and bonding with the newborn; or • Placement of a child for adoption or foster care and bonding with the newly placed child; or • Care of a parent with a serious health condition. Eligible spouses who are both employed by the City are each entitled to twelve (12) weeks of FMLA leave in a twelve-month period without regard to the amount of leave their spouses use for the following reasons: • Care of a spouse or child with a serious health condition; or • A serious health condition that makes the employee unable to perform the functions of their job; or • A qualifying exigency arising out of the fact the employee's spouse, child or parent is a military member on "covered active duty". L. Failure to Return from FMLA Leave Employees who cannot return from an approved FMLA leave at the end of the approved leave period may request an extension (up to the maximum allowed under FMLA). If the employee's maximum Page 54 of 237 allowance has already been used, the employee can request to go on a leave of absence without pay. If approved, before leave of absence without pay begins, the employee must use any accrued extended disability leave, personal leave/ESST, compensatory time, or vacation leave that remains. If the leave of absence without pay is approved, the employee will be required to pay the full cost of all group insurance, as provided under COBRA, in order to continue coverage. If the leave of absence without pay is not approved or the employee fails to request additional leave, the employee will be considered to have voluntarily resigned. If circumstances beyond the employee's control prevented the employee from requesting additional leave, a retroactive leave request may be allowed, subject to the Council's approval. If an employee fails to return from an FMLA leave and is determined to have voluntarily quit as described above, the City may seek reimbursement from the employee for the portion of the insurance premiums paid by the City on behalf of that employee during the period of leave. 10.8 LEAVE OF ABSENCE WITHOUT PAY The granting of a leave of absence without pay is at the discretion of the city. An employee may request a leave of absence without pay in the case that their leave banks have been exhausted and additional leave is required. The City Administrator will approve such leaves of absence based on City needs and the employee's reason for requesting the leave. A leave of absence without pay shall not exceed a period of ninety (90) days. Prior to requesting leave under this section, an employee must first exhaust all appropriate categories of paid leave. A leave of absence without pay may be extended for up to an additional 30 days at the discretion of the City Administrator. An employee will not accrue service credits or vacation, personal leave/ESST, or extended disability leave while on a leave of absence without pay. If a designated paid holiday occurs while on a leave of absence without pay, the employee will not receive compensation for that holiday. In the case that an employee is on a leave of absence without pay over the course of an entire month, they will be responsible for the entire cost of group insurance benefits. Employees returning from a leave without pay for a reason other than a qualified Parenting Leave or FMLA, will not be guaranteed return to their original position. 10.9 BEREAVEMENT LEAVE All regular employees, both full time and regular part-time, may attend the funeral of their spouse, mother, father, children, grandmother, grandfather, brother, sister, mother-in-law, father-in-law, sibling -in-law, son-in-law, daughter-in-law, and grandchild, as paid funeral leave. Such funeral leave shall not exceed three days and will not be deducted from the employee's vacation or sick leave balance. Up to four (4) hours of paid funeral leave will be granted to attend the funeral of another City employee. 10.10 MILITARY LEAVE State and federal laws provide protections and benefits to city employees who are called to military service, whether in the reserves or on active duty. Such employees are entitled to a leave of absence without loss of pay, seniority status, efficiency rating, or benefits for the time the employee is engaged in training or active service not exceeding a total of fifteen (15) days in any calendar year. The leave of absence is only in the event the employee returns to employment with the city as required upon being relieved from service or is prevented from returning by physical or mental disability or other cause not the fault of the employee or is required by the proper authority to continue in military or naval service beyond the fifteen -day paid leave of absence. Employees on extended unpaid military leave will receive fifteen days paid leave of absence in each calendar year, not to exceed five years. Page 55 of 237 Where possible, notice is to be provided to the city at least ten working days in advance of the requested leave. If an employee has not yet used the employee's fifteen days of paid leave when called to active duty, any unused paid time will be allowed for the active -duty time, prior to the unpaid leave of absence. Employees are required to provide documentation, such as a copy of military orders or applicable drill schedule to the city to support the military leave. Employees returning from military service will be reemployed in the job that they would have attained had they not been absent for military service and with the same seniority, status and pay, as well as other rights and benefits determined by seniority. Unpaid military leave will be considered hours worked for the purpose of vacation and sick leave accruals. Eligibility for continuation of insurance coverage for employees on military leave beyond fifteen days will follow the same procedures as for any employee on an unpaid leave of absence. Employees will be granted up to ten working days of unpaid leave whose immediate family member is a member of the United States armed forces who has been injured or killed while engaged in active service. The ten (10) days may be reduced if an employee elects to use appropriate accrued paid leave. Unless the leave would unduly disrupt the operations of the city, employees whose immediate family member, as a member of the United States armed forces has been ordered into active service in support of a war or other national emergency, will be granted an unpaid leave of absence, not to exceed one day's duration in any calendar year, to attend a send-off or homecoming ceremony for the mobilized service member. 10.11 SCHOOL ACTIVITY / SCHOOL CONFERENCE LEAVE Benefit eligible employees may take up to sixteen (16) hours of unpaid leave during any twelve-month period to attend school conferences or school related activities involving the employee's child (including a foster child), providing these conferences or activities cannot be scheduled during non -work hours. The employee must give the employee's supervisor sufficient prior notice of the intended absence and make a reasonable effort to schedule the leave so as not to unduly disrupt operations. Paid compensatory time, vacation leave, or personal leave/ESST may, but is not required to, be used to cover these absences. 10.12 BONE MARROW / ORGAN DONATION LEAVE Employees working at least an average of twenty (20) hours per week may take paid leave not to exceed 40 hours, unless agreed to by the City Administrator, for bone marrow or organ donation. The City may require verification from a physician of the purpose and length of each leave requested by an employee for donation(s). This paid leave will not be deducted from the employee's leave balance. 10.13 VOTING AND ELECTION JUDGE LEAVE City employees who are eligible to vote and who are scheduled to work eight (8) hours during poll hours on a federal or state Election Day will be allowed to take sufficient time off from work to vote. Employees who plan to take time off to vote should request the time off at least two (2) days in advance, so that staffing and work plans can be arranged to accommodate the lost hours. If an employee wishes to take time off from work to serve as an election judge (as defined by state statute) in another city, school district or township, he or she must notify their supervisor at least ten (10) days in advance and provide certification from the appointing authority. The employee will receive full pay for their regularly scheduled hours for that day. While employees may choose to take accrued leave to serve as an election judge, employees cannot take vacation leave and election judge leave at Page 56 of 237 the same time in order to be doubly compensated. Management may need to limit the number of employees serving as election judges to maintain adequate coverage. If an employee serves as an election judge with the City, he or she will receive regular City pay in lieu of election judge pay during the employee's regular work hours. City staff may be assigned to assist with various election duties as part of their job assignments. 10.14 JURY OR WITNESS DUTY An employee who is called to jury duty, is subpoenaed as a witness in a court case, or serves voluntarily in a case relating to City business is entitled to compensation from the City equal to the difference between regular City pay and the amount received for serving as a juror or witness. Such employees will be required to turn over any compensation they receive for jury duty, minus mileage reimbursement, to the city in order to receive their regular wages for the period. Time spent on jury duty will not be counted as time worked in computing overtime. Employees excused or released from jury duty during their regular working hours will report to their regular work duties as soon as reasonably possible or will take accrued vacation or compensatory time to make up the difference. The employee must notify the employee's supervisor as soon as possible about the need for jury or witness duty leave. Those regular part-time employees that have a set weekly schedule shall receive prorated jury or witness duty leave. An employee who appears on behalf of the City in a court proceeding will receive full, regular City pay but must remit any additional payments received as a witness or expert to the Finance Office. An employee who appears on behalf of the City at a court proceeding may submit any related expenses, such as parking, for reimbursement. Time off for court appearances or other proceedings as a party to any civil or criminal litigation that is not related to City business must be taken as vacation or compensatory time. An employee who is paid to serve as an expert witness in a case which is not related to City business must take vacation or compensatory time for the time spent participating in the case. 1101 Victoria Curve. Mendota9ei3htss MIN 55118 5 j Phone:651-452-185o Fax:651-452-8940 MendotaHeightsMN,gov CITY OF MENDOTA HEIGHTS Request for City Council Action DATE: December 19, 2023 TO: Mayor and City Council FROM: Kelly Torkelson, Assistant City Administrator Cheryl Jacobson, City Administrator SUBJECT: City Hall Office Furniture Purchase INTRODUCTION The City Council is asked to authorize the purchase of six refurbished Herman Miller office cubicles and workspaces for City Hall. BACKGROUND City Hall staffing currently exceeds available work spaces. The proposed project will replace the cubicles that are currently oversized and serve the recreation program coordinator, recycling coordinator, and parks and recreation intern. The proposal will create six cubicles made up of four 6x7 work spaces and two 5x7 work spaces. Staff that will office in these new workspaces will include the recreation program coordinator, the recycling coordinator and the communications coordinator. The project will also create available workspaces that can be used by seasonal interns and provide common area work space. The project includes materials for six cubicles with an optional standing desk, 3-drawer file storage and overhead flipper door unit. There will be three glass stackers along the spine of the unit that will allow for additional light to travel through the space. The project has a 4-5-week lead time for installation. In addition to the project cost, staff will also work to get quotes from electricians in order to complete the installation of the units. BUDGET IMPACT The quote that we received was from West Metro Solutions, which specializes in sourcing refurbished office furniture. The cost for the units as well as for removal and installation is $12,791. This quote does not include electrical or network wiring to the units. That will be an additional cost on top of the quote. RECOMMENDATION Authorize the purchase of six cubicles and workspace furniture from West Metro Solutions for a price of $12,791. ACTION REQUIRED If the City Council agrees to authorize the purchase of six cubicles and workspace furniture from West Metro Solutions for a price of $12,791. Page 58 of 237 Page 59 of 237 5k CITY OF MENDOTA HEIGHTS 110i Victoria Curve. Mendota Heights MN 55118 Phone:651-452-1850 Fax: 651-452-8940 MendotaHeightsMN.gov Request for City Council Action DATE: December 19, 2023 TO: Mayor and City Council, and City Administrator FROM: Kelly Torkelson, Assistant City Administrator Ryan Ruzek, Public Works Director SUBJECT: Approve Job Description and Authorize Posting for Administrative Coordinator/Deputy City Clerk INTRODUCTION With the recent promotion of Nancy Bauer to City Clerk, the position of Secretary/Deputy Clerk became vacant. Staff have reviewed the job description and is proposing the attached revisions including a revised job title of Administrative Coordinator/Deputy City Clerk. Staff are requesting approval of the revised job description and title change as well as authorization to advertise the position for hiring. BACKGROUND This position provides executive level administrative support to public works, fire, engineering, and city administration. The scope of work includes organizing and tracking the flow of work, preparing and reviewing materials, maintaining records and related databases, and public communications. In addition, this position serves as the city's deputy city clerk and will support all aspects of local, state, and federal elections. In addition to providing additional staffing support to the city's elections, this position will be a pathway towards becoming a future city clerk. Staff have reviewed the job description as proposed and rated the position as a pay grade 7. Based on the 2024 compensation matrix the proposed pay for this position would be between $66,407-$81,631. Staff would propose advertising the position between steps 1-4 of the pay scale, which is $66,407 to $73,626. BUDGET IMPACT This position is a budgeted expense for the 2024 budget. ACTION REQUESTED To approve the revised job description for the Administrative Coordinator/Deputy City Clerk and to authorize staff to advertise for hire with a proposed salary between $66,407-$73,626. CITY OF MENDOTA HEIGHTS Page 60 of 237 ADMINISTRATIVE COORDINATOR/DEPUTY CITY CLERK Department: Public Works/Engineering FLSA Status: Non -Exempt General Definition of Work Performs executive level administrative support work and services to City Administration and the Engineering, Public Works, Fire Departments including: organizing and tracking the flow of work of, preparing and reviewing information, maintaining records and related databases; public communications. Assists with all aspects of local, state and federal elections. Work is performed under the limited supervision of the Public Works Director. Qualification Requirements To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Essential Functions 1) Provide administrative coordination and support to the Public Works and Engineering Department and City Administration • Organize and track the flow of work; draft, prepare, process, review, proofread, update, and distribute forms, council memos, public communication materials, information packets, notices, agreements, contracts, surveys, and/or other types of documents; schedules department tasks and operations • Serve as initial contact with the public; respond to requests for information; handle inquiries received from the public and/or outside agencies as appropriate or by forwarding non -routine inquiries and complaints to appropriate staff member • Assist in public outreach and community engagement; update city calendars and city website; assist with the publication of program marketing materials and city publications; prepare and publish public notices and mailings; create assessment rolls and reconciles annually, track assessments, and complete assessment searches; record assessment payments made at the City and to Dakota County • Assist in the purchase of supplies, materials, equipment, and/or services; communicate with vendors; update and maintain vendor records; receive materials and supplies; monitor and maintain supply inventories • Perform a variety of general accounting duties including reconciling monthly bank statements, issuing purchase orders; reconciling monthly bank statements, engineering billings and accounts • Maintain records in accordance with city policies and procedures; enters or retrieves information in/from city content management systems; updates files, records in city repositories or in online systems and databases; creates forms, spreadsheets, and databases and runs reports; files information and records documents • Attends city events; represents departments and the city with external stakeholders 2) Provide administrative coordination and support to the Fire Department and Fire Personnel • Track and compile data for statistical and financial reports; maintain a variety of statistical records; perform data entry; check and tabulate basic statistical data; prepare reports • Draft, prepare, process, review, proofread, update, and distribute forms, council memos, public communication materials, notices, and a variety of fire reports • Assist with fire personnel management including firefighter recruitment process; work with department officers to issue performance notices and ensure filing with city Human Resources • Perform a variety of general accounting duties including preparing monthly fire payroll and reports for city billing • Assist the Fire Marshal with inspection reporting; file fire plans; maintain departments document repository Page 61 of 237 3) Serve as Deputy City Clerk • Assist the City Clerk with election duties during local, state and federal elections which includes voter registration, maintenance and testing of election equipment, recruitment, scheduling, onboarding and training of election judges, and assisting with all Election Day activities; maintain current knowledge of election law; processes absentee ballots and early voters, prepares election supplies • Assist the City Clerk in maintaining a variety of municipal files, records and archives by sorting, filing, indexing, purging, scanning in paper and digital form utilizing a state mandated records retention schedule and electronic records management program. • Assist in the creation, distribution and posting of council and/or commission packets and staff memos and documents; prepare meeting minutes; track and follow up on council directives and outcomes relating to projects and issues • Provide backup support to City Council and at other city meetings in the absence of the City Clerk 4) Performs other duties, asassigned Knowledge, Skills and Abilities Ability to handle multiple priorities and adapt to frequently changing work demands. Ability to use initiative and exercise good judgement. Ability to work collaboratively with other staff, the public, elected officials and outside agencies to provide excellent and responsive public service. Ability to community effectively, both verbally and in writing; general knowledge of business writing, grammar, spelling and punctuation. Thorough knowledge of city government, functions of the assigned departments and of general administrative policies and practices; thorough knowledge of standard office practices, procedures, equipment, and administrative support techniques; ability to use PC and software; ability to read, decipher, interpret and understand concepts with specialized vocabulary; ability to keep records and to prepare accurate reports from sources; ability to perform and organize work independently; ability to prepare effective correspondence and to perform routine office management details without referral to supervisor. Education and Experience Associates/Technical degree and considerable experience in administrative coordination and support, with increased responsibilities in duties and training within a professional office environment; experience with office technology, records management, and other computer software and internet technology; and some data practices familiarity. Bachelor's degree in public administration, business administration, office administration or related field preferred. Special Requirements Minnesota Certified Municipal Clerk (MCMC) MCFOA Certification or ability to complete certification within three years Valid Driver License Physical Requirements This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, using hands to finger, handle or feel, reaching with hands and arms and repetitive motions, frequently requires speaking or hearing and occasionally requires standing, walking, stooping, kneeling, crouching or crawling, pushing or pulling and lifting; work requires close vision and ability to adjust focus; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound; work requires preparing and analyzing written or computer data, operating machines and observing general surroundings and activities. Environmental Conditions This work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic). Last Revised: 7/2017 12/2023 Page 62 of 237 Page 63 of 237 51 1101 Victoria Curve I Mendota Heights, MN 55118 651.452.1850 phone I 651.452.8940 fax www. mendotaheightsmn.gov CITY OF MENDOTA HEIGHTS Request for City Council Action DATE: December 19, 2023 TO: Mayor and City Council FROM: Kelly Torkelson, Assistant City Administrator Kristen Schabacker, Finance Director Cheryl Jacobson, City Administrator SUBJECT: Approve 2024-2025 Union Contracts INTRODUCTION The City of Mendota Heights has four unions. These include Law Enforcement Labor Services, Inc. (LELS) representing police officers, MN Public Employees Association (MNPEA) which represents police sergeants, Teamsters Local #320 which represents public works employees, and International Union of Operating Engineers (IUOE) which represents the Facilities Manager. The City has had a practice of renewing union contracts every two years which has continued in the 2024-2025 negotiations cycle. The unions have signed tentative agreements for each of the four contracts for the 2024-2025 cycle. BACKGROUND The union contract negotiation period is an opportunity to review contracts and policies and update to meet city strategic priorities. One update that was included in this negotiation cycle was the renaming of the city mechanic position to be the assistant fleet manager. This position will continue existing duties, however, this revision reflects the administrative work the position performs in support of the public works superintendent, who serves as the city's fleet manager, to ensure proper management and maintenance of the variety of vehicles included in the city's fleet. Revising the title for this position better reflects the actual work of the role. Compensation was another priority for the city in reviewing the contracts. In 2023, the city conducted a compensation study which compared the city's wages with the surrounding Page 64 of 237 market. This data was valuable in developing revised union contracts for the 2024-2025 cycle. While market adjustments were made to each of the union contracts consistently with the adjustments that were set for non -union staff, the variations in each union's pay structures introduced additional variations that could be analyzed in response to the data from the compensation study. Changes to the pay rates sought to better align the existing pay structures with the data from the city's 2023 compensation study. The city council had set a goal for the city's compensation philosophy to align with the market average. In addition to ensuring that employees received a comparable 2023 cost of living adjustment to non -union staff, contracts were also updated to better align minimum and maximum rates also aligned with the market average. For the police sergeants, the lead public works maintenance workers and the assistant fleet manager have updated pay scales which introduce additional steps to better align those positions with the market. BUDGET IMPACT The 2024 budget anticipated 3% COLA adjustments for union staff consistent with the non- union staff COLA adjustments. Beyond this, the most significant budget impact is going to be in the Teamsters adjustments due to the introduction of the pay steps. The lead maintenance worker and mechanic were the positions that were most out of line with the market based on the compensation study data. This was largely due to the fact that these were the only positions in the city that did not have multiple pay steps in their pay matrix but rather had a single rate. The proposed change builds in five pay steps into their pay matrix which will support longevity for employees in the role and better align the minimum and maximum rates in the position. The annual cost for this change will be approximately $2,780 above what a 3% COLA increase would be. However, sufficient funds were built into the staffing contingency to address general contract adjustment costs. RECOMMENDATION Staff recommends approval of 2024-2025 labor agreements between the City of Mendota Heights and the Teamsters Local #320, Law Enforcement Labor Services, Minnesota Public Employee Association and the International Union of Operating Engineers. ACTION REQUESTED If the City Council agrees, it should approve the 2024-2025 labor agreements between the City of Mendota Heights and the Teamsters Local #320, Law Enforcement Labor Services, Minnesota Public Employee Association and the International Union of Operating Engineers. Page 65 of 237 LABOR AGREEMENT between THE CITY OF MENDOTA HEIGHTS and MINNESOTA TEAMSTERS PUBLIC AND LAW ENFORCEMENT EMPLOYEES' UNION, LOCAL NO. 320 Representing PUBLIC WORKS EMPLOYEES EFFECTIVE JANUARY 1, 2024 THROUGH DECEMBER 31, 2025 ARTICLE TABLE OF CONTENTS 1 Purpose of Agreement 2 Recognition 3 Union Security Page 66 of 237 PAGE 1 1 1 4 Employer Security 2 5 Employer Authority 2 6 Employee Rights — Grievance Procedure 2 7 Definitions 4 8 Savings Clause 5 9 Work Schedules 5 10 Overtime Pay 6 11 Call Back 6 12 Standby 6 13 Legal Defense 7 14 Right to Subcontract 7 15 Discipline 7 16 Seniority 8 17 Probationary Periods 8 18 Safety 8 19 Job Posting 8 20 Waiver 9 21 Wages 9 22 Clothing 9 23 Insurance 10 24 Holidays 10 25 Personal Leave and Extended Disability Protection 11 26 Funeral Leave 11 27 Vacation 12 28 Injury on Duty 12 29 National Teamsters Drive 12 30 Educational Incentive 12 31 Duration 13 Signature Page 13 Appendix A 14 City of Mendota Heights Drug/Alcohol Testing Policy Memorandum of Understanding (Post -Retirement Health 16 Savings Plan Memorandum of Understanding (Parks Division Work Hours) 17 Page 67 of 237 LABOR AGREEMENT between CITY OF MENDOTA HEIGHTS and MINNESOTA TEAMSTERS PUBLIC AND LAW ENFORCEMENT EMPLOYEES' UNION, LOCAL NO. 320 ARTICLE 1. PURPOSE OF AGREEMENT This AGREEMENT is entered into between the City of Mendota Heights; hereinafter called EMPLOYER, and Local No. 320, Minnesota Teamsters Public and Law Enforcement Employees' Union. The intent and purpose of this AGREEMENT is to: 1.1 Establish certain hours, wages and other conditions of employment; 1.2 Establish procedures for the resolution of disputes concerning this Agreement's interpretation and/or application; 1.3 Specify the full and complete understanding of the parties; and 1.4 Place in written form the parties' agreement upon terms and conditions of employment for the duration of the Agreement. The Employer and the Union, through this Agreement, continue their dedication to the highest quality of public service. Both parties recognize this Agreement as a pledge of this dedication. ARTICLE 2. RECOGNITION 2.1 The EMPLOYER recognizes the Union as the exclusive representative under Minnesota Statutes, Section 179.71, Subd. 8 in an appropriate bargaining unit consisting of the following job classifications: Public Works Lead Worker Public Works Maintenance Worker Public Works Mechanic 2.2 In the event the Employer and the Union are unable to agree as to the inclusion or exclusion of the new or modified job class, the issue shall be submitted to the State of Minnesota Bureau of Mediation Services for determination. ARTICLE 3. UNION SECURITY In recognition of the Union as the exclusive representative, the Employer shall: 3.1 Deduct each payroll period an amount sufficient to provide the payment of dues established by the Union from the wages of all employees authorizing in writing such deduction, and 3.2 Remit such deduction to the appropriate designated officer of the Union. Page 68 of 237 3.3 The Union may designate certain employees from the bargaining unit to act as stewards and shall inform the Employer in writing of such choice. 3.4 The Union agrees to indemnify and hold the Employer harmless against any and all claims, suits, orders, or judgments brought or issued against the City as a result of any action taken or not taken by the City under the provisions of this Article. ARTICLE 4. EMPLOYER SECURITY 4.1 The Union agrees that during the life of this Agreement, it will not cause, encourage, participate in or support any strike, slow down or other interruption of or interference with the normal functions of the Employer. 4.2 Any employee who engages in a strike may have his/her appointment terminated by the Employer effective the date the violation first occurs. Such termination shall be effective upon written notice served upon the employee 4.3 An employee who is absent from any portion of his/her work assignment without permission, or who abstains wholly or in part from the full performance of his/her duties without permission from his/her Employer on the date or dates when a strike occurs is prima facie presumed to have engaged in a strike on such date or dates. 4.4 An employee who knowingly strikes and whose employment has been terminated for such action may, subsequent to such violation, be appointed or reappointed or employed or re-employed, but the employee shall be on probation for two (2) years with respect to such tenure of employment, or contract of employment, as he/she may have theretofore been entitled. 4.5 No employee shall be entitled to any daily pay, wages or per diem for the days on which he/she engaged in a strike. ARTICLE 5. EMPLOYER AUTHORITY 5.1 The Employer retains the full and unrestricted right to operate and manage all manpower, facilities, and equipment; to establish functions and programs; to set and amend budgets; to determine the utilization of technology; to establish and modify the organizational structure; to select, direct and determine the number of personnel; to establish work schedules, and to perform any inherent managerial function not specifically limited by this Agreement. 5.2 Any term and condition of employment not specifically established or modified by this Agreement shall remain solely within the discretion of the Employer to modify, establish, or eliminate. ARTICLE 6. EMPLOYEE RIGHTS - GRIEVANCE PROCEDURE 6.1 Definition of a Grievance A grievance is defined as a dispute or disagreement as to the interpretation or application of the specific terms and conditions of this Agreement. Page 69 of 237 6.2 Union Representatives The Employer will recognize representatives designated by the Union as the grievance representatives of the bargaining unit having the duties and responsibilities established by this Article. The Union shall notify the Employer in writing of the names of such Union representatives and of their successors when so designated. 6.3 Processing of a Grievance It is recognized and accepted by the Union and the Employer that the processing of grievances as hereinafter provided is limited by the job duties and responsibilities of the employees and shall therefore be accomplished during normal working hours only when consistent with such employee's duties and responsibilities. The aggrieved employee and the Union Representative shall be allowed a reasonable amount of time without loss in pay when a grievance is investigated and presented to the Employer during normal working hours provided the employee and the Union Representative have notified and received the approval of the designated supervisor, who has determined that such absence is reasonable and would not be detrimental to the work programs of the Employer. 6.4 Procedure Grievances, as defined by Section 6.1, shall be resolved in conformance with the following procedure: Step 1. An employee claiming a violation concerning the interpretation or application of this Agreement shall, within twenty-one (21) calendar days after such alleged violation has occurred, present such grievance to the employee's supervisor as designated by the Employer. The Employer's designated representative will discuss and give an answer to such Step 1 grievance within ten (10) calendar days after receipt. A grievance not resolved in Step 1 and appealed to Step 2 shall be placed in writing setting forth the nature of the grievance, the facts on which it is based, the provision or provisions of the Agreement allegedly violated, and the remedy requested and shall be appealed to Step 2 within ten (10) calendar days after the Employer designated representative's final answer to Step 1. Any grievance not appealed in writing to Step 2 by the Union within ten (10) calendar days shall be considered waived. Step 2. If appealed, the written grievance shall be presented by the Union and discussed with the Employer designated Step 2 representative. The Employer designated representative shall give the Union the Employer's Step 2 answer in writing within ten (10) calendar days following the Employer designated representative's receipt of the Step 2 appeal. Any grievance not appealed in writing to Step 3 by the Union within ten (10) calendar days shall be considered waived. Step 3. If appealed, the written grievance shall be presented by the Union and discussed with the Employer designated Step 3 representative. The Employer designated Step 3 representative shall give the Union the Employer's answer in writing within ten (10) calendar days following the Employer designated representative's receipt of the Step 3 appeal. Any grievance not appealed in writing to Step 4 by the Page 70 of 237 Union within ten (10) calendar days shall be considered waived. Step 4. A grievance unresolved in Step 3 and appealed to Step 4 shall be submitted to arbitration subject to the provisions of the Public Employment Labor Relations Act of 1971, as amended. The selection of an arbitrator shall be made in accordance with the "Rules Governing the Arbitration of Grievances" as established by the Bureau of Mediation Services. 6.5 Arbitrator's Authority A. The arbitrator shall have no right to amend, modify, nullify, ignore, add to, or subtract from the terms and conditions of this Agreement. The arbitrator shall consider and decide only the specific issue(s) submitted in writing by the Employer and the Union, and shall have no authority to make a decision on any other issue not so submitted. B. The arbitrator shall be without power to make decisions contrary to, or inconsistent with, or modifying or varying in any way the application of laws, rules, or regulations having the force and effect of law. The arbitrator's decision shall be submitted in writing within thirty (30) days following close of the hearing or the submission of briefs by the parties, whichever be later, unless the parties agree to an extension. The decision shall be binding on both the Employer and the Union and shall be based solely on the arbitrator's interpretation or application of the express terms of this Agreement and to the facts of the grievance presented. C. The fees and expenses for the arbitrator's services and proceedings shall be borne equally by the Employer and the Union provided that each party shall be responsible for compensating its own representatives and witnesses. If either party desires a verbatim record of the proceedings, it may cause such a record to be made, providing it pays for the record. If both parties desire a verbatim record of the proceedings, the cost shall be shared equally. 6.6 Waiver If a grievance is not presented within the time limits set forth above, it shall be considered "waived." If a grievance is not appealed to the next step within the specified time limit or any agreed extension thereof, it shall be considered settled on the basis of the Employer's last answer. If the Employer does not answer a grievance or an appeal thereof within the specified time limits, the Union may elect to treat the grievance as denied at that step and immediately appeal the grievance to the next step. The time limit in each step may be extended by mutual written agreement of the Employer and the Union. ARTICLE 7. DEFINITIONS 7.1 Union: The Minnesota Teamsters Public and Law Enforcement Employees' Union, Local 320. 7.2 Employer: The individual municipality designated by this Agreement. 7.3 Union Member: A member of the Minnesota Teamsters Public and Law Enforcement Page 71 of 237 Employees' Union, Local No. 320. 7.4 Employee: A member of the exclusively recognized bargaining unit. 7.5 Base Pay Rate: The employee's hourly pay rate exclusive of longevity or any other special allowances. 7.6 Seniority: Length of continuous service with the Employer. 7.7 Compensatory Time: Time off the employee's regularly scheduled work schedule equal in time to overtime worked. 7.8 Overtime: Work performed at the express authorization of the Employer in excess of the normal work schedule in effect, (except for shift changes). 7.9 Call Back: Return of an employee to a specified work site to perform assigned duties at the express authorization of the Employer at a time other than an assigned shift. An extension of, or early report to an assigned shift, is not a call back. 7.10 Strike: Concerted action in failing to report for duty, the willful absence from one's position, the stoppage of work, slowdown, or abstinence in whole or in part from the full, faithful and proper performance of the duties of employment for the purposes of inducing, influencing or coercing a change in the conditions, ei: compensation, or the rights, privileges or obligations of employment. ARTICLE 8. SAVINGS CLAUSE This Agreement is subject to the laws of the United States, the State of Minnesota, and the signed municipality. In the event any provision of this Agreement shall be held to be contrary to law by a court of competent jurisdiction from whose final judgment or decree no appeal has been taken within the time provided, such provision shall be voided. All other provisions of this Agreement shall continue in full force and effect. The voided provision may be renegotiated at the request of either party. ARTICLE 9. WORK SCHEDULES 9.1 The sole authority in work schedules is the Employer. Service to the public may require the establishment of, regular shifts for some employees on a daily or weekly basis other than the normal work schedule. The normal work schedule shall not exceed eight (8) hours within a twenty-four (24) hour period, or forty (40) hours in a five (5) day period, (except for shift changes). The normal work schedule shall not involve a split work week. The Employer will give advance notice to the employees affected by the establishment of work days different from the employee's normal work schedule. 9.2 In the event that work is required because of unusual circumstances such as (but not limited to) fire, flood, snow, sleet or breakdown of municipal equipment or facilities, no advance notice need be given. It is not required that an employee working other than the normal work day be scheduled to work more than the scheduled shift; however, each employee has an obligation to work overtime or call backs if requested, unless unusual circumstances prevent him/her from so working. Page 72 of 237 9.3 Service to the public may require the establishment of regular work weeks that schedule work on Saturdays and/or Sundays. ARTICLE 10. OVERTIME PAY 10.1 Hours worked in excess of the normal work schedule in effect within a twenty-four (24) hour period (except for shift changes) or more than forty (40) hours within a five (5) day period will be compensated at one and one-half (1'/2) times the employee's regular base pay rate. Pay for the seventh (7th) consecutive day will be at double (2) time the employee's regular base pay rate, ARTICLE 7 excluded. Hours worked between midnight and 7 a.m. shall be paid a differential of six dollars ($6.00) per hour for a snow or ice emergency. 10.2 Overtime will be distributed as equally as practicable. 10.3 Overtime refused by employees will, for record purposes under Article 10.2, be considered as unpaid overtime worked. 10.4 For the purpose of computing overtime compensation, overtime hours worked shall not be pyramided, compounded, or paid twice for the same hours worked. 10.5 An employee may choose to receive compensatory time as compensation for overtime hours at the rate of 1.5 hours for each hour worked. Beginning November 1, 2016, the maximum allowable balance of such hours carried into the next twelve months (i.e., November 1, to October 31) shall be one hundred fifty (150) hours. The Employer will convert to compensation an employee balance in excess of the 150 hours maximum. 10.6 An employee may request to convert to compensation any portion of their compensatory time balance the second pay period in May and November if requested in writing with the submission of the employee time sheet. 10.7 One hundred percent (100%) of the compensatory time balance converted to compensation in May and November will be contributed into the employee's State of Minnesota Post -Retirement Health Savings Plan. 10.8 Public works employees will be allowed to complete their regularly scheduled shift with the use of accrued leave when called in early or notified in advance that they need to report for a snow event. For the purpose of computing overtime, accrued leave used prior to the snow event will be considered hours worked. ARTICLE 11. CALL BACK An employee called in for work at a time other than his/her normal scheduled shift will be compensated for a minimum of two and one-half (2%) hours pay at one and one-half (1 %) times the employee's base pay rate. ARTICLE 12. STANDBY Employees are expected to perform certain routine tasks on Saturdays, Sundays, and holidays and in conjunction therewith, must be available for servicing emergency calls also. Stand-by duty pay shall be two (2) hours at one and one-half (1'/2) times base rate for each Page 73 of 237 twenty-four (24) hour period or major portion thereof. Compensation for performing routine tasks shall be one (1) hour at one and one-half (1 %) times base rate for checking of two (2) sewer stations and any other emergency duties. This combination of holiday and weekend compensation shall be at the minimum rate of five (5) hours at one and one-half (1'/2) times base rate for the combination Saturday/Sunday weekend, and eleven (11) hours at one and one-half (11/2) times base rate for a three (3) day weekend. ARTICLE 13. LEGAL DEFENSE 13.1 Employees involved in litigation because of negligence, ignorance of laws, nonobservance of laws, or as a result of employee judgmental decision may not receive legal defense by the municipality. 13.2 Any employee who is charged with a traffic violation, ordinance violation or criminal offense arising from acts performed within the scope of his/her employment, when such act is performed in good faith and under direct order of his/her supervisor, shall be reimbursed for reasonable attorney's fees and court costs actually incurred by such employee in defending against such charge. ARTICLE 14. RIGHT OF SUBCONTRACT Nothing in this Agreement shall prohibit or restrict the right of the Employer from subcontracting work performed by employees covered by this Agreement. ARTICLE 15. DISCIPLINE 15.1 The Employer will discipline employees for just cause only. Discipline will be in the form of: A. oral reprimand; B. written reprimand; C. suspension; D. demotion; or E. discharge 15.2 Suspensions, demotions and discharges will be in written form. 15.3 Written reprimands, notices of suspension, notices of demotion, and notices of discharge to become part of an employee's personnel file shall be read and acknowledged by signature of the employee. Employees and the Union will receive a copy of such reprimands and/or notices. 15.4 Employees may examine their own individual personnel files at reasonable times under the direct supervision of the Employer. 15.5 Employees will not be questioned concerning an investigation of disciplinary action unless the employee has been given an opportunity to have a Union representative present at such meeting. 15.6 Grievances relating to this Article shall be initiated by the Union at Step 3 of the Page 74 of 237 Grievance Procedure under Article 6. ARTICLE 16. SENIORITY Seniority will be the determining criteria for transfers, promotions and layoffs only when all other qualification factors are equal. ARTICLE 17. PROBATIONARY PERIODS 17.1 All newly hired or rehired employees will serve a twelve (12) month probationary period. 17.2 All employees will serve a six (6) months' probationary period in any job classification in which the employee has not served a probationary period. 17.3 At any time during the probationary period a newly hired or rehired employee may be terminated at the sole discretion of the Employer. 17.4 At any time during the probationary period a promoted or reassigned employee may be demoted or reassigned to the employee's previous position at the sole discretion of the Employer. ARTICLE 18. SAFETY The Employer and the Union agree to jointly promote safe and healthful working conditions, to cooperate in safety manners and to encourage employees to work in a safe manner. ARTICLE 19. JOB POSTING 19.1 The Employer and the Union agree that permanent job vacancies wit in the designated bargaining unit shall be filled based on the concept of promotion from within provided that applicants: A. have the necessary qualifications to meet the standards of the job vacancy; and B. have the ability to perform the duties and responsibilities of the job vacancy. 19.2 Employees filling a higher job class based on the provisions of this Article shall be subject to the conditions of Article 17 (Probationary Periods). 19.3 The Employer has the right of final decision in the selection of employees to fill posted jobs based on qualifications, abilities and experience. 19.4 Job vacancies within the designated bargaining unit will be posted for five (5) working days so that members of the bargaining unit can be considered for such vacancies. Page 75 of 237 ARTICLE 20. WAIVER 20.1 Any and all prior agreements, resolutions, practices, policies, rules and regulations regarding terms and conditions of employment, to the extent inconsistent with the provisions of this Agreement, are hereby superseded. 20.2 The parties mutually acknowledge that during negotiations, which resulted in this Agreement, each had the unlimited right and opportunity to make demands and proposals with respect to any term or condition of employment not removed from law by bargaining. All are set forth in writing in this Agreement for the stipulated duration of this Agreement. The Employer and the Union each voluntarily and unqualifiedly waives the right to meet and negotiate regarding any and all terms and conditions or employment referred to or covered by this Agreement, even though such terms or conditions may not have been within the knowledge or contemplation of either or both parties at the time this contract was negotiated or executed. ARTICLE 21. WAGES 21.1 2024 Wages Step 1 Step 2 Step 3 Step 4 Step 5 Maintenance Worker $29.32 $32.39 $35.46 $38.53 Lead Maintenance Worker Assistant Fleet Manager/Mechanic $40.46 $41.88 $43.34 $44.86 $46.43 2025 Wages Step 1 Step 2 Step 3 Step 4 Step 5 Maintenance Worker $30.20 $33.36 $36.69 $39.69 Lead Maintenance Worker Assistant Fleet Manager/Mechanic $41.67 $43.14 $44.64 $46.21 $47.82 21.2 Work performed, as assigned by the Employer, to replace an absent mechanic shall be compensated at one-half (1/2) the difference between the employee's regular compensation and the mechanic's regular compensation. The mechanic is absent when on authorized leave or vacation. ARTICLE 22. CLOTHING 22.1 Employees shall receive an annual allowance for clothing and boots. That allowance will be as follows: 2024 2025 Maintenance Workers $650 $700 Lead Maintenance Workers Assistant Fleet Manager/Mechanic $350 $400 22.2 In lieu of a clothing allowance, the Assistant Fleet Manager/Mechanic position will Page 76 of 237 receive uniforms through an approved vendor. 22.3 Employees will be responsible for wearing clothing with the City logo or city identification on the outermost layer. A uniform allowance account will be established for each employee in the amount of $230.00 to cover costs to purchase city logoed/city identified t-shirts, sweatshirts, jackets and hats. The allowance shall not be subject to carryover, and monies not expended shall not be refundable. ARTICLE 23. INSURANCE The Employer will contribute up to a maximum of one thousand nine hundred and five ($1,905) per month per employee for 2024 towards health, term life, short term disability, long-term disability insurance and dental insurance. The Employer will contribute up to a maximum of one thousand nine hundred and five ($1,905) per month per employee for 2024 towards health, term life, short term disability, long-term disability and dental insurance. If any City of Mendota Heights employee group is awarded a higher amount in 2024 or 2025 the Union members shall receive the higher amount. ARTICLE 24. HOLIDAYS 24.1 Thirteen (13) paid 8-hour holidays are granted. Eleven (11) conventional holidays are as follows: January 1 3rd Monday of February Friday before Easter Last Monday in May June 19th July 4 1st Monday in September 2nd Monday in October November 11 4th Thursday of November December 25 New Year's Day President's Day Good Friday Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans' Day Thanksgiving Day Christmas If January 1, New Year's Day; Juneteenth, July 4, Independence Day; November 11, Veterans' Day; or December 25, Christmas, fall on Saturday, the preceding Friday shall be considered a holiday. If January 1, June 19*, July 4, November 11, or December 25 fall on a Sunday, the following Monday shall be considered a holiday. 24.2 In recognition of Martin Luther King's birthday, a thirteenth (13th) day, a floating holiday, will be granted, conditioned that scheduling arrangements must be approved by the supervisor at least two (2) days in advance of the floating holiday. One (1) additional floating holiday will be included in the schedule for a total of two (2) floating holidays. 24.3 An employee required to work on a scheduled holiday will be compensated at one and one-half (1'/2) times the employee's regular rate of pay, and will receive time off equivalent to the holiday hours worked, to a maximum of eight (8), at a time subsequently scheduled by the supervisor. Employees working on Thanksgiving Page 77 of 237 holiday and Christmas holiday shall receive two (2) times the employee's regular rate of pay. ARTICLE 25. PERSONAL LEAVE and EXTENDED DISABILITY PROTECTION 25.1 Personal Leave: All permanent full-time employees shall accrue personal leave at the rate of four (4) hours per month, to a maximum of 320 hours. Personal leave shall be available for use without restriction, except prior approval of the supervisor. An employee shall not be allowed to use more than twenty (20) consecutive personal days, or a combination of twenty (20) consecutive personal and vacation days, without prior approval of the City Council. Each December 1, any employee with an accrued personal leave balance in excess of 320 hours may convert the excess hours at the rate of fifty percent (50%), to either additional cash compensation, or additional vacation time. The compensation will be made, or the extra vacation credited, with the second payroll in December. Upon separation, employees shall be compensated for any unused personal leave balance. 25.2 Extended Disability Protection: All permanent full-time employees shall accrue extended disability leave at the rate of four (4) hours per month, to a cumulative maximum of six hundred and forty (640) hours. Extended disability protection is available for use on the first (1st) consecutive day of a personal illness, and thereafter, or anytime for a work related illness or injury. Employees are to keep their supervisor informed of their condition. The supervisor may require a letter of report from the attending physician. Claiming extended disability leave when physically fit may be cause for disciplinary action, including transfer, demotion, suspension, or dismissal. In cases of extreme emergency involving employees with a record of meritorious service, who through serious or protracted illness have used up all accumulated personal leave, extended disability leave, vacation leave, and compensatory time off, an extension of extended disability leave beyond the maximum provided in this resolution may be granted by the City Council. The resultant deficit will be repaid promptly through application of future personal and extended disability leave accruals. 25.3 Employees will contribute twenty percent (20%) of their total accrued personal leave hours on November 1st of each year beginning in November of 2007 which will be put into the State of Minnesota's Post Retirement Health Care Savings Plan(s) in their account/name. 25.4 Upon separation from employment with the City, an employee will put all unused vacation and personal leave, hours for hours, into the State of Minnesota's Post Retirement Health Care Savings Plan(s). ARTICLE 26. FUNERAL LEAVE All permanent employees, both full-time and part-time, may attend the funeral of their spouse, Page 78 of 237 mother, father, children, brother, sister, mother-in-law, father-in-law, grandparent, brother-in- law, sister-in-law, son- in-law, daughter-in-law, and grandchild as paid Funeral Leave. Such funeral leave shall not exceed twenty- four (24) hours and shall not be counted as sick leave. ARTICLE 27. VACATION 27.1 Time is accrued according to the following schedule: Eighty (80) hours after one (1) year service; and eighty (80) hours per year through four (4) years of service; One hundred twenty (120) hours per year after five (5) years of service and one hundred twenty (120) hours per year through nine (9) years of service; Eight (8) additional hours per year after ten (10) years of service with a maximum of one hundred sixty (160) after fifteen (15) years of service. 27.2 Employees may accrue vacation leave not to exceed a maximum of two hundred (200) hours. 27.3 No employees shall be permitted to waive vacation for the purpose of receiving double pay. ARTICLE 28. INJURY ON DUTY Employees injured during the performance of their duties for the EMPLOYER and thereby rendered unable to work for the EMPLOYER will be paid the difference between the employee regular pay and Worker Compensation insurance payments for a period not to exceed one hundred (100) working days per injury, not charged to the employee vacation, sick leave or other accumulated paid benefits. ARTICLE 29. NATIONAL TEAMSTERS D.R.I.V.E. (Democratic/Republican//Independent Voter Education) Upon receipt of a properly executed voluntary authorization card from an employee, the City will deduct from the employee's salary such amounts as the employee authorizes to pay National Teamsters D.R.I.V.E. Any start-up costs will be reimbursed by the Union. ARTICLE 30. EDUCATIONAL INCENTIVE 30.1 Certification/License are paid on a straight time basis. Monthly payments for certification shall be as follows: MPCA Underground Storage Tank Operator Pesticide Applicator License Roads Scholar Certification (LTAP) Tree Inspector Certification Waste Water Operator Certification S-C Waste Water Operation Certification D Welding Certificate $20.00 $20.00 $20.00 $20.00 $20.00 $20.00 $20.00 Page 79 of 237 30.2 The City reserves the ability to limit the number of compensated certifications/ licenses covered under Article 30. ARTICLE 31. DURATION This Agreement shall be effective as of January 1, 2024 and shall remain in full force and effective until December 31, 2025. IN WITNESS WHEREOF, the parties hereto have executed this Agreement on this 19 day of December 2023. CITY OF MENDOTA HEIGHTS MINNESOTA TEAMSTERS LOCAL NO. 320 Mayor Business Agent City Administrator Steward Page 80 of 237 APPENDIX A CITY OF MENDOTA HEIGHTS DRUG/ALCOHOL TESTING POLICY (Adopted:1/1/2018) The City of Mendota Heights (hereinafter "City" or "Mendota Heights") values its employees and citizens, and recognizes the need for a safe, productive and healthy work environment. Employees who abuse drugs and/or alcohol are less productive, less dependable, and are a critical threat to the safety, security and welfare of themselves, fellow employees, vendors, and citizens. It is the policy to the City Mendota Heights to maintain a workplace free from the use and abuse of drugs and alcohol. The City of Mendota Heights will require that all employees and applicants participate in, consent and comply with the terms of this Policy as a condition of employment and continued employment. If questions arise regarding this Policy, please direct them to the City Administrator. As part of its continuing effort to protect health, safety and security, the City of Mendota Heights has adopted a drug/alcohol testing policy in accordance with Minnesota law, as follows: 1. The use, sale, possession, or transfer of drugs or alcohol are strictly prohibited by all employees and job applicants on City property, and at all times while City property is in use. 2. All employees and job applicants are subject to urinalysis or blood testing for the presence of drugs and/or alcohol, in accordance with this Policy. 3. Job applicants will be tested after an offer of employment has been made in each case, contingent upon the applicant's successful completion of the testing, and after the applicant has reviewed and completed the Pre -Testing Acknowledgement form, which will be supplied by the City. 4. The City of Mendota Heights employees will be subject to testing when there is reasonable suspicion that: • They are under the influence of drugs or alcohol; or • They have violated the policy set forth in Paragraph 1 above; or • They have sustained a personal injury, or they have caused another employee to sustain a personal injury; or • They have caused a work -related accident, or were operating or helping to operate any machinery, equipment, or vehicle involved in a work -related accident. 5. Any employee who has been referred for chemical dependency treatment or evaluation, or is participating in treatment under an employee benefit plan, may be required to submit to testing during the course of participation in the evaluation or treatment, and for a period of two years following the completion of any prescribed chemical dependency treatment program. Page 81 of 237 6. Any employee or job applicant may refuse to submit to testing to be conducted pursuant to this Policy, but refusal will result in the following consequences: • As to any job applicant: an immediate withdrawal of the pending job offer; • As to any employee: discipline or termination of employment, at the sole discretion of management. 7. All testing will be conducted in accordance with the following procedures: • Each person to be tested will complete, sign and date a Pre -Testing Acknowledgment form supplied by the City. • Each test will be conducted by a laboratory which is authorized by law to conduct such tests, and which confirms to the City of Mendota Heights that its procedures are in accordance with Minnesota law. • All samples which test "positive" on an initial screening test will be subjected to a confirmatory retest by the laboratory, before the results are reported to the employee or job applicant; • Results will be reported to each employee and job applicant in writing within three (3) working days of the receipt of the results by the City. • Any employee or job applicant may submit additional information for the purpose of explaining such test results, or may request a confirmatory retest at his or her own expense. Any such additional information or request for a retest must be submitted in writing to the City Administrator of Mendota Heights within five (5) working days after notice of the results of the test. A positive result on the final confirmatory retest pursuant to this Policy will result in the following consequences: a). Employee on the first incident: the requirement, as a condition of employment, that the employee successfully complete a drug or alcohol counseling or rehabilitation program selected by the City, at the employee's expense, or under an employee benefit coverage program. b). Employee on the second or subsequent such incident: discipline or termination from employment, at the sole discretion of the City. All tests employees will be entitled to receive a copy of the laboratory document which certifies the test results. Page 82 of 237 MEMORANDUM OF UNDERSTANDING between the CITY OF MENDOTA HEIGHTS and the TEAMSTERS LOCAL 320 on behalf of the PUBLIC WORKS EMPLOYEES The following Letter of Agreement is made between the City of Mendota Heights and Teamsters Local 320. WHERE AS, the City of Mendota Heights Public Works and Teamsters Local 320 are in agreement to the following: That the City allow employees to participate in a Post Retirement Health Savings Plan by contributing one percent (1%) of their total gross salary per pay period. FURTHERMORE, the City of Mendota Heights and Teamsters Local 320 agree this will be in effect starting January 1, 2014. FOR THE CITY: BY 1U kA-Q1/602,0 1('f6 f$ City Manager Date FOR THE UNION: BY aiPIA Q,� C i/S/9'0(C President/Busin s Agent Date l k.\, tut\�� U ion Steward Date 16 Page 83 of 237 MEMORANDUM OF UNDERSTANDING Between the crrt OF MENDOTA HEIGHTS and the TEAMSTERS LOCAL#320 On behalf of the PUBLIC WORKS EMPLOYEES This is an agreement between the City of Mendota Heights (hereinafter the "Employee') and Teamsters Local #320 representing Public Works employees, regarding the schedule of work hours for employees assigned to the parks division_ The City and Union agree as follows: A. Due to the nature of maintenance work required, from the third weekend in April to the second weekend in October, regular work day hours and weeks may be varied for parks maintenance purposes as determined by the Employer. B. Under section 9,4 of the LaborAgreement, service to the public may require the establishment of a regular work schedule that includes work on Saturdays and/or Sundays. The regular work week shall consist of 80 hours in a two week period aftime_ The regular work schedule will not include the holiday weekends of Memorial Day, 4t' ofJury, Labor Day and Columbus Day. C. The work schedule shall be rotated among assigned workers and determined with advance notice. The establishment of work days different from the schedule, shall be noticed in accordance with Article 9, Section 9.2 of the LaborAgreement D. Overtime pay for affected workers shall be defined as hours worked in excess of the normal schedule in effect, within a twenty-four (24) hour period (except for shift changes) or more than (40) hours within a five (5) day period, will be compensated at one and a half (35) tunes the employees regular base pay rate. Pay forthe second consecutive non-scheduled day of work shall be at double (2) times the employee's regular base pay rate, ART1CLE7 excluded_ Hours worked between midnight and 7 a_rn_ shall be paid a differential of two dollars ($2.00)-per hour for a snow or ice emergency - FOR CITY OF MENDOTA HEIGHTS. By: By: City Administrator Date Business Agent Date FORTEAMSTERS LOGAL#320 1 C.ti\;{74\ 51-61•• / t.. Page 84 of 237 Page 85 of 237 MASTER LABOR AGREEMENT CITY OF MENDOTA HEIGHTS AND LAW ENFORCEMENT LABOR SERVICES INC. {Local #76) January 1, 2024 - December 31, 2025 Page 86 of 237 Table of Contents ARTICLE 1 PURPOSE OF AGREEMENT 2 ARTICLE 2 RECOGNITION 2 ARTICLE 3 DEFINITIONS 2 ARTICLE4 EMPLOYER SECURITY 3 ARTICLE 5 EMPLOYER AUTHORITY 4 ARTICLE 6 UNION SECURITY 4 ARTICLE 7 EMPLOYEE RIGHTS GRIEVANCE PROCEDURE 4 ARTICLES SAVINGS CLAUSE 7 ARTICLE 9 SENIORITY 7 ARTICLE 10 DISCIPLINE 8 ARTICLE 11 WORK SCHEDULES 9 ARTICLE 12 OVERTIME 9 ARTICLE 13 COURT TIME 10 ARTICLE 14 CALL BACK TIME 10 ARTICLE 15 WORKING OUT OF CLASSIFICATION 10 ARTICLE 16 INSURANCE 10 ARTICLE 17 STANDBY 11 ARTICLE 18 UNIFORMS 11 ARTICLE 19 INJURY ON DUTY 11 ARTICLE 20 LONGEVITY AND EDUCATIONAL INCENTIVE 11 ARTICLE 21 WAIVER 12 ARTICLE 22 WAGE RATES (MONTHLY BASE RATE) 13 ARTICLE 23 VACATIONS 13 ARTICLE 24 HOLIDAYS 14 ARTICLE 25 PERSONAL LEAVE/EXTENDED DISABILITY PROTECTION SICK LEAVE 14 ARTICLE 26 FALSE ARREST INSURANCE 15 ARTICLE 27 TRAINING 15 ARTICLE 28 FIELD OFFICER TRAINING PAY 16 ARTICLE 29 DURATION 16 Page 87 of 237 MASTER LABOR AGREEMENT CITY OF MENDOTA HEIGHTS AND LAW ENFORCEMENT LABOR SERVICES, INC. ARTICLE 1 PURPOSE OF AGREEMENT This AGREEMENT is entered into as of January 1, 2024 between the City of Mendota Heights, hereinafter called the EMPLOYER, and the Law Enforcement Labor Services, Inc., hereinafter called the UNION. It is the intent and purpose of this AGREEMENT to: 1.1 Establish procedures for the resolution of disputes concerning this AGREEMENT interpretation and/or application; and 1.2 Place in written form the parties' agreement upon terms and conditions of employment for the duration of this AGREEMENT. ARTICLE 2 RECOGNITION 2.1 The EMPLOYER recognizes the UNION as the exclusive representative, under Minnesota Statutes, Chapter 179A for all police personnel in the following job classifications: POLICE PATROL OFFICER INVESTIGATOR SCHOOL RESOURCE OFFICER 2.2 In the event the EMPLOYER and the UNION are unable to agree as to the inclusion or exclusion of a new or modified job class, the issue shall be submitted to the Bureau of Mediation Services for determination. ARTICLE 3 DEFINITIONS 3.1 UNION: Law Enforcement Labor Services, Inc. 3.2 UNION MEMBER: A member of the Law Enforcement Labor Services, Inc. 3.3 EMPLOYEE: A member of the exclusively recognized bargaining unit. Page 88 of 237 3.4 DEPARTMENT: The Mendota Heights Police Department. 3.5 EMPLOYER: The City of Mendota Heights. 3.6 CHIEF: The Chief of the Mendota Heights Police Department. 3.7 UNION OFFICER: Officer elected or appointed by the Law Enforcement Labor Services, Inc. 3.8 INVESTIGATOR/DETECTIVE: An employee specifically assigned or classified by the EMPLOYER to the job classification and/or job position of INVESTIGATOR/DETECTIVE. 3.9 OVERTIME: Work performed at the express authorization of the EMPLOYER in excess of the employee scheduled shift. 3.10 SCHEDULED SHIFT: A consecutive work period including rest breaks and a lunch break. 3.11 REST BREAKS: Periods during the SCHEDULED SHIFT during which the employee remains on continual duty and is responsible for assigned duties. 3.12 LUNCH BREAKS: A period during the SCHEDULED SHIFT during which the employee remains on continual duty and is responsible for assigned duties. 3.13 STRIKE: Concerted action in failing to report for duty, the willful absence from one position, the stoppage of work, slow -down, or abstinence in whole or in part from the full, faithful and proper performance of the duties of employment for the purposes of inducing, influencing or coercing a change in the conditions or compensation of the rights, privileges or obligations of employment. ARTICLE 4 EMPLOYER SECURITY 4.1 The UNION agrees that during the life of this AGREEMENT that the UNION will not cause, encourage, participate in or support any strike, slow -down or other interpretation of or interference with the normal functions of the EMPLOYER. Page 89 of 237 ARTICLE 5 EMPLOYER/AUTHORITY 5.1 The EMPLOYER retains the full and unrestricted right to operate and manage the workforce, facilities and equipment; to establish functions and programs; to set and amend budgets; to determine the utilization of technology; to establish and modify the organizational structure; to select, direct, and determine the number of personnel; to establish work schedules, and to perform any inherent managerial function not specifically limited by this AGREEMENT. 5.2 Any term and condition of employment not specifically established or modified by the AGREEMENT shall remain solely within the discretion of the EMPLOYER to modify, establish or eliminate. ARTICLE 6 UNION SECURITY 6.1 The EMPLOYER shall deduct from the wages of employees who authorize such a deduction in writing an amount necessary to cover monthly UNION dues. Such monies shall be remitted as directed by the UNION. 6.2 The UNION may designate employees from the bargaining unit to act as a Steward and an alternate and shall inform the EMPLOYER in writing of such choice and changes in the position or steward and/or alternate. 6.3 The EMPLOYER shall make space available on the employee bulletin board for posting UNION notice(s) and announcement(s). 6.4 The UNION agrees to indemnify and hold the EMPLOYER harmless against any and all claims, suits, orders, or judgments brought or issued against the EMPLOYER as a result of any action taken or not taken by the EMPLOYER under the provisions of this Article. ARTICLE 7 EMPLOYEE RIGHTS GRIEVANCE PROCEDURE 7.1 DEFINITION OF A GRIEVANCE A grievance is defined as a dispute or disagreement as to the interpretation or application of the specific terms and conditions of this AGREEMENT. 7.2 UNION STEWARDS The EMPLOYER will recognize STEWARDS designated by the UNION as the grievance representatives of the bargaining unit having the duties and responsibilities established by this ARTICLE. The UNION shall notify the Page 90 of 237 EMPLOYER in writing of the names of such UNION STEWARDS and of their successors when so designated as provided by 6.2 of this AGREEMENT. 7.3 PROCESSING OF A GRIEVANCE It is recognized and accepted by the UNION and the EMPLOYER that the processing of grievances as hereinafter provided is limited by the job duties and responsibilities of the EMPLOYEES and shall therefore be accomplished during normal working hours only when consistent with such EMPLOYEE duties and responsibilities. The aggrieved EMPLOYEE and a UNION STEWARD shall be allowed a reasonable amount of time without loss of pay when a grievance is investigated and presented to the EMPLOYER during normal working hours provided that the EMPLOYEE and the UNION STEWARD have notified and received the approval of the designated supervisor who has determined that such absence is reasonable and would not be detrimental to the work programs of the EMPLOYER. 7.4 PROCEDURE Grievances, as defined by Section 7.1, shall be resolved in conformance with the following procedure: Step 1 - An EMPLOYEE claiming a violation concerning the interpretation or application of this AGREEMENT shall, within twenty-one (21) calendar days after such alleged violation has occurred, present such grievance to the EMPLOYEE supervisor as designated by the EMPLOYER. The EMPLOYER -designated representative will discuss and give an answer to such Step 1 grievance within ten (10) calendar days after receipt. A grievance not resolved in Step 1 and appealed to Step 2 shall be placed in writing setting forth the nature of the grievance, the facts on which it is based, the provision or provisions of the AGREEMENT allegedly violated, the remedy requested, and shall be appealed to Step 2 within ten (10) calendar days after the EMPLOYER -designated representative's final answer in Step 1. Any grievance not appealed in writing to Step 2 by the UNION within ten (10) calendar days shall be considered waived. Step 2 - If appealed, the written grievance shall be presented by the UNION and discussed with the EMPLOYER -designated Step 2 representative. The EMPLOYER -designated representative shall give the UNION the EMPLOYER'S Step 2 answer in writing within ten (10) calendar days after receipt of such Step 2 grievance. A grievance not resolved in Step 2 may be appealed to Step 3 within Page 91 of 237 ten (10) calendar days following the EMPLOYER -designated representative's final Step 2 answer. Any grievance not appealed in writing to Step 3 by the UNION within ten (10) calendar days shall be considered waived. Step 3 - If appealed, the written grievance shall be presented by tlie UNION and discussed with the EMPLOYER -designated Step 3 representative. The EMPLOYER -designated representative shall give the UNION the EMPLOYER'S answer in writing within ten (10) calendar days following the EMPLOYER -designated representative's receipt of the Step 3 appeal. Any grievance not appealed in writing to Step 4 by the UNION within ten (10) calendar days shall be considered waived. Step 4 - A grievance unresolved in Step 3 and appealed to Step 4 by the UNION shall be submitted to arbitration subject to the provisions of the Public Employment Labor Relations Act of 1971, as amended. The selection of an arbitrator shall be made in accordance with the Rules Governing the Arbitration of Grievances as established by the Bureau of Mediation Services. 7.5 ARBITRATOR AUTHORITY A. The arbitrator shall have no right to amend, modify, nullify, ignore, add to, or subtract from the terms and conditions of this AGREEMENT. The arbitrator shall consider and decide only the specific issue(s) submitted in writing by the EMPLOYER and the UNION, and shall have no authority to make a decision on any other issue not so submitted. B. The arbitrator shall be without power to make decisions contrary to, or inconsistent with, or modifying or varying in any way the application of laws, rules, or regulations having the force and effect of law. The arbitrator decision shall be submitted in writing within thirty (30) days following close of the hearing or the submission of briefs by the parties, whichever be later, unless the parties agree to an extension. The decision shall be binding on both the EMPLOYER and the UNION and shall be based solely on the arbitrator's interpretation or application of the express terms of this AGREEMENT and to the facts of the grievance presented. C. The fees and expenses for the arbitrator's services and proceedings shall be borne equally by the EMPLOYER and the UNION provided that each party shall be responsible for compensation its own representatives and witnesses. If either party desires a verbatim record of the proceedings, it may cause such a Page 92 of 237 record to be made, providing it pays for the record. If both parties desire a verbatim record of the proceedings, the cost shall be shared equally. 7.6 WAIVER If a grievance is not presented within the time limits set forth above, it shall be considered waived. If a grievance is not appealed to the next step within the specified time limit or any agreed extension thereof, it shall be considered settled on the basis of the EMPLOYER'S last answer. If the EMPLOYER does not answer a grievance or an appeal thereof within the specified time limits, the UNION may elect to treat the grievance as denied at that step and immediately appeal the grievance to the next step. The time limit in each step may be extended by mutual written agreement of the EMPLOYER and the UNION at each step. ARTICLE 8 SAVINGS CLAUSE This AGREEMENT is subject to the laws of the United States, the State of Minnesota, and the City of Mendota Heights. In the event any provision of this AGREEMENT shall be held to be contrary to law by a court of competent jurisdiction from whose final judgment or decree or appeal has been taken within the time provided, such provisions shall be voided. All other provisions of this AGREEMENT shall continue in full force and effect. The voided provision may be renegotiated at the written request of either party. ARTICLE 9 SENIORITY 9.1 The City of Mendota Heights shall establish seniority lists for all permanent employees in the bargaining unit. Said lists shall be posted in appropriate locations. A seniority list shall be maintained by the Employer on the basis of total length of compensated employment by classification. All time served in a Sergeant classification or above shall count toward Police Officer seniority. 9.2 During the probationary period a newly hired or rehired employee may be discharged at the sole discretion of the EMPLOYER. During the probationary period, a promoted or reassigned employee may be replaced in his previous position at the sole discretion of the EMPLOYER. 9.3 Layoff shall be by classification in inverse order of classification seniority. However, an employee about to be laid off shall have the right to bump (displace) any other employee in any equal or lower ranked classification with less classification seniority, provided that the employee who is Page 93 of 237 exercising bumping rights shall be qualified to perform the duties of the classification into which he/she is bumping. 9.4 Senior employees will be given preference with regard to transfer, job classification, assignments and promotions when the job relevant qualifications of employees are equal. 9.5 Senior qualified employees shall be given shift assignment preference after eighteen (18) months of continuous full-time employment. Shift bidding shall be posted annually. 9.6 One continuous vacation period shall be selected on the basis of seniority until March 15th of each calendar year. ARTICLE 10 DISCIPLINE 10.1 The EMPLOYER will discipline employees for just cause only. Discipline will be in one or more of the following forms: a. Oral reprimand b. Written reprimand c. Suspension d. Demotion; or e. Discharge 10.2 Suspensions, demotions and discharges will be in written form. 10.3 Written reprimands, notices of suspension, notices of demotion and notices of discharge which are to become part of an employee personnel files shall be read and acknowledged by signature of the employee. Employees and the UNION will receive a copy of such reprimands and/or notices. 10.4 Employees may examine their own individual personnel files at reasonable times under the direct supervision of the EMPLOYER. 10.5 Employees will not be questioned concerning an investigation of disciplinary action unless the employee has been given an opportunity to have a UNION representative present at such questioning. 10.6 Grievance relating to this ARTICLE shall be initiated by the UNION at Step 3 of the grievance procedure under ARTICLE VII. Page 94 of 237 ARTICLE 11 WORK SCHEDULES The normal work year is two thousand and eighty hours (2080) to be accounted for by employee through: a. Hours worked on assigned shifts b. Holidays. c. Assigned training. d. Authorized leave time. 11.2 Holidays and authorized leave time are to be calculated on the basis of the actual length of time of the assigned shifts. 11.3 Nothing contained in this or any other Article shall be interpreted to be a guarantee of a minimum or maximum number of hours the EMPLOYER may assign employees. ARTICLE 12 OVERTIME 12.1 Employees will be compensated at one and one-half (1-1/2) times the employee's regular base pay rate for hours worked in excess of the employee's regularly scheduled shift. Changes of shift do not qualify an employee for overtime under this Article. 12.2 Overtime will be distributed as equally as practicable. 12.3 Overtime refused by employees will for record purposes under article 12.2 be considered as unpaid overtime worked. 12.4 For the purpose of computing overtime compensation, overtime hours shall not be pyramided, compounded or paid twice for the same hours worked. 12.5 Overtime will be calculated to the nearest fifteen (15) minutes. 12.6 Employees have the obligation to work overtime or call back if requested by the EMPLOYER unless unusual circumstances prevent the employee from so working. 12.7 An employee may choose to receive compensatory time as compensation for overtime hours at the rate of 1.5 hours for each hour worked. The maximum allowable balance of such hours carried into the next calendar year shall be one hundred (100) hours. The EMPLOYER may cash out an employee balance in excess of the 100 hours maximum. Page 95 of 237 12.8 An employee may cash out any portion of their compensatory time balance the second pay period in May and November if requested in writing with the submission of the employee time sheet. ARTICLE 13 COURT TIME 13.1 An employee who is required to appear in Court during their scheduled off- duty time shall receive a minimum of three (3) hours pay at one and one half (1-1/2) times the employee's base pay rate. An extension or early report to a regularly scheduled shift for Court appearances does not qualify the employee for the three (3) hour minimum. 13.2 An employee who is not notified of the cancellation of a scheduled court appearance at least 24 hours prior to scheduled start of court shall receive a minimum of two and one-half (2-1/2) hours of pay at one and one-half (1- 1/2) times the employee's base pay rate. ARTICLE 14 CALL BACK TIME An employee who is called to duty during his scheduled off -duty time shall receive a minimum of two and one half (2.5) hours pay at one and one-half (1- 1/2) times the employee's base pay rate. An extension or early report to a regularly scheduled shift does not qualify the employee for the two and one half (2.5) hour minimum. ARTICLE 15 WORKING OUT OF CLASSIFICATION Employees assigned by the EMPLOYER to assume the full responsibilities and authority of a higher job classification shall receive the salary schedule of the higher classification for the duration of the assignment. ARTICLE 16 INSURANCE The EMPLOYER will contribute up to a maximum of one thousand nine hundred and five dollars ($1,905) per month toward health, dental, long term disability, short term disability, and term life (up to $50,000) insurance for 2024. There will be a reopener for 2025 insurance language. If any City of Mendota Heights employee group is awarded a higher amount in 2024 the UNION MEMBERS shall receive the higher amount. Page 96 of 237 ARTICLE 17 STANDBY Employees required by the EMPLOYER to standby shall be paid for such standby time at the rate of one hour pay for each hour on standby. An employee shall be considered to be in standby status only if he or she is expressly directed to serve in such capacity by the Chief of Police or their designee. ARTICLE 18 UNIFORMS The EMPLOYER shall provide required uniform and equipment items. If equipment becomes damaged or destroyed during the performance of the duties, the equipment will be replaced at the expense of the department. Soft body armor will continue to be replaced at the expense of the Employer. Each employee shall also receive one thousand ($1000) dollars per year with a max carryover to a balance not to exceed fifteen hundred ($1500) dollars reimbursement for cleaning, maintenance and approved purchase of uniforms. Reimbursement shall be upon presentation of receipts for purchases, cleaning, and maintenance services from any cleaners. The uniform allowance cannot be cashed out. ARTICLE 19 INJURY ON DUTY Employees injured during the performance of their duties for the EMPLOYER and thereby rendered unable to work for the EMPLOYER will be paid the difference between the employee's regular pay and Worker Compensation insurance payments for a period not to exceed one hundred twenty (120) working days per injury, not charged to the employee's vacation, sick leave or other accumulated paid benefits. ARTICLE 20 LONGEVITY AND EDUCATIONAL INCENTIVE Effective July 1, 1975, the following terms and conditions are effective: 20.1 After four (4) years of continuous employment, each employee shall choose to be paid supplementary pay of three percent (3%) of the employee's base rate or supplementary pay based on educational credits as outlined in 20.6 of this ARTICLE. 20.2 After eight (8) years of continuous employment, each employee shall choose to be paid supplementary pay of five percent (5%) of the employee's base rate or supplementary pay based on educational credits as outlined in 20.6 of this ARTICLE. 20.3 After twelve (12) years of continuous employment, each employee shall choose to be paid supplementary pay of seven percent (7%) of the employee's base rate or supplementary pay based on educational credits as outlined in 20.6 of this ARTICLE. Page 97 of 237 20.4 After sixteen (16) years of continuous employment, each employee shall choose to be paid supplementary pay of nine percent (9%) of the employee's base rate or supplementary pay based on educational credits as outlined in 20.6 of this ARTICLE. 20.5 Employees may choose supplementary pay either for length of service or for educational credits no more often than once every twelve (12) months. 20.6 Supplementary pay based on educational credits will be paid to employees after twelve (12) months of continuous employment at the rate of: Education Credits Percentage Pay Terms of college quarter credits Increment. 45-89 3% 90-134 5% 135-179 7% 180 plus or a four year degree 9% Master Degree 12% Not all courses are to be eligible for credit, prior to obtaining a four-year degree. Courses receiving qualifying credits prior to obtaining a four-year degree must be job related. Job related courses, plus those formally required to enter such courses shall be counted. The EMPLOYER shall determine which courses are job related. All courses taken toward a degree shall apply once a four-year degree from an accredited college is obtained. C.E.U. (Continuing Education Units) in job related seminars, short courses, institutes, etc. shall not apply toward educational incentive unless they have been converted to college credits and applied toward a degree through an accredited college. ARTICLE 21 WAIVER 21.1 Any and all prior agreements, resolutions, practices, policies, rules and regulations regarding terms and conditions of employment, to the extent inconsistent with the provisions of this AGREEMENT, are hereby superseded. 21.2 The parties mutually acknowledge that during the negotiations, which resulted in this AGREEMENT, each had the unlimited right and opportunity to make demands and proposals with respect to any term or condition of employment not removed by law from bargaining. All agreements and understandings arrived at by the parties are set forth in writing in this AGREEMENT for the stipulated duration of this agreement. The EMPLOYER and the UNION each voluntarily and unqualifiedly waive the right to meet and negotiate regarding any and all terms and conditions of employment referred to or covered in this AGREEMENT or with respect to any term or condition of employment not specifically referred to or covered by this AGREEMENT, even though such terms or conditions may not have been within the knowledge or contemplation of either or both of the parties at the time this contract was negotiated Page 98 of 237 or executed. ARTICLE 22 WAGE RATES (HOURLY BASE RATE) 22.1 Hourly Base Rate of Pay Police Officers 2024 2025 Step 1 (0-6 months) $37.02 $38.13 Step 2 (6-12 months) $39.17 $40.35 Step 3 (12-24months) $42.35 $43.62 Step 4 (24-36 months) $45.40 $46.76 Step 5 (36-120 months) $48.48 $49.93 Step 6 (120+ months) $49.46 $50.94 *If any City of Mendota Heights employee group receives more than a 3.00% cost of living adjustment for 2024 or 2025, UNION MEMBERS shall receive the same percentage increase as the group receiving the highest increase. If any City of Mendota Heights employee group receives a market wage adjustment during 2024 or 2025, UNION MEMBERS shall receive the same percentage increase. 22.2 An investigator shall receive supplemental pay in the amount of three hundred forty-five ($355) per month in addition to the above rates. 22.3 A School Resource Officer shall receive supplemental pay in the amount of two hundred twenty eight ($228) per month in addition to the above rates. ARTICLE 23 VACATIONS Time accrues according to the following schedule: 0-5 years of service 6-10 years of service Over 10 years of service 10 days per year 15 days per year One additional day per year, not to exceed 20 days. Accrued vacation shall be used in the year following the year which said time is earned. Employees may accrue vacation leave not to exceed a maximum of two hundred hours (200). No employees shall be permitted to waive vacation for the purpose of receiving double pay. ARTICLE 24 HOLIDAYS Each employee shall be granted a total of twelve (12) paid holidays. Holidays are: New Year's Day, Martin Luther King Jr. Day, President's Day, Good Friday, Memorial Day, Independence Day,Juneteenth, Labor Day, Columbus Day, Veteran's Day, Page 99 of 237 Thanksgiving Day, Christmas Day. Effective January 1, 1994 holiday leave time will be accounted for in a separate holiday leave bank and shall not accumulate from year to year. Any holiday leave time remaining in the employee holiday leave bank on December 31 shall be paid to the employee at their then current hourly rate. If an employee works on a legal holiday, the employee shall be granted 1/2 hour compensatory time for each hour worked, in addition to the holiday pay. Each employee shall be granted one floating holiday, with the provision that it must be used or scheduled to be used by November 1 during the current calendar year. The floating holiday is not eligible for carry-over or monetary compensation. ARTICLE 25 PERSONAL LEAVE/EXTENDED DISABILITY PROTECTION SICK LEAVE 25.1 PERSONAL LEAVE: Mendota Heights Personal Leave is the city's designated leave bank for Earned Sick and Safe Time (ESST). Minnesota State Law requires that employers provide ESST that employees may use for mental or physical illness, injury or other health condition, for medical diagnosis, care or treatment of a mental or physical illness, injury or health condition, preventative care, closure of the employee's place of business due to weather or other public emergency, absence due to domestic abuse or assault, care of a family member or to provide care for a family member or other designated individual. Mendota Heights Personal Leave meets the requirements of ESST leave and will be designated as the city's ESST leave bank. All Regular Full -Time Employees shall accrue personal leave at the rate of four (4) hours per month for a total of forty-eight (48) hours per year up to a maximum of three hundred and twenty (320) hours. Regular Part - Time Employees will receive a pro -rated amount of leave based on their average weekly hours compared with a forty (40) hour work week. Personal/ESST leave with prior approval of the supervisor shall be available for use without restriction. If used without prior approval from the supervisor for three or more days, the city may request reasonable documentation consistent with ESST statutory requirements. An employee shall not be allowed to use more than twenty (20) consecutive personal and vacation days, without prior approval of the City Administrator. Each December, any employee with an accrued Personal Leave/ESST balance in excess of three hundred and twenty (320) hours may convert the excess hours at the rate of 50% to either additional cash compensation, or additional vacation time. The compensation will be made, or the extra credited, during a December payroll. Upon separation, regular employees shall be compensated for any unused Personal Leave/ESST balance up to the maximum of three hundred and twenty (320) hours. Page 100 of 237 It is the intent of this leave to meet the state statutory requirements for Earned Sick and Safe Time. Each employee shall convert up to 20 hours per year of personal leave into a post retirement health savings plan that the union as a whole agrees to participate in. Upon separation, employees will be compensated for any unused Personal Leave balance. 25.2 EXTENDED DISABILITY PROTECTION: Beginning January 1, 1991, all permanent full-time employees shall accrue extended disability leave at the rate of four (4) hours per month, to a cumulative maximum of 640 hours. Extended disability protection is available for use on the first day of a personal illness, and thereafter, or anytime for a work -related illness or injury. Employees are to keep their supervisor informed of their condition. The supervisor may require a letter or report from the attending physician. Claiming extended disability leave when physically fit may be cause for disciplinary action, including transfer, demotion, suspension or dismissal. In cases of extreme emergency involving employees with a record of meritorious service, who through serious or protracted illness have used up all accumulated personal leave, extended disability leave, vacation leave and compensatory time off, an extension of extended disability leave beyond the maximum provided in this resolution may be granted by the City Council. The resultant deficit will be repaid promptly through application of future personal and extended disability leave accruals. ARTICLE 26 FALSE ARREST INSURANCE The City will provide a policy to cover the employee for false arrest cases. ARTICLE 27 TRAINING 27.1 The EMPLOYER shall be responsible for providing all training required by the P.O.S.T. Board to maintain a license as a Certified Police Officer, and shall pay employees for all time spent in such training at the applicable rate. 27.2 The EMPLOYER will allow employees to attend such other job -related training programs as may be mutually agreed upon by the EMPLOYER and individual employees. Employees scheduled to work during such a Page 101 of 237 training session will be allowed time off without loss of pay for attendance and those attending during non-scheduled hours will be allowed compensatory time off at straight time for time spent in training. 27.3 The EMPLOYER shall reimburse employees for all reasonable costs incurred in obtaining training, including but not limited to, registration and license fees, mileage, and for sessions outside of the seven county Twin Cities metropolitan area, lodging and meals. 27.4 All training activities shall be given prior approval by the Police Chief. ARTICLE 28 FIELD TRAINING OFFICER PAY The EMPLOYER shall compensate an EMPLOYEE assigned field training officer (FTO) duties for two additional hours per shift when engaged in these duties. The time earned shall be compensated at one and one-half (1-1/2) times the employee hourly base rate. ARTICLE 29 DURATION This AGREEMENT shall be effective as of January 1, 2024 and shall remain in full force and effect until the thirty-first day of December, 2025. FOR THE CITY OF MENDOTA HEIGHTS Mayor Date City Administrator Date City Clerk Date FOR LAW ENFORCEMENT LABOR SERVICES, INC. Business Agent Date Steward Date Steward Date Page 102 of 237 MEMORANDUM OF UNDERSTANDING between the CITY OF MENDOTA HEIGHTS and the LAW ENFORCEMENT LABOR SERVICES, INC. LOCAL#76 The following Memorandum of Understanding is made between the City of Mendota Heights and the Law Enforcement Labor Services Inc. Local #76 regarding the Post - Retirement Healthcare Savings Plan Agreement put in place in 2003. Members of the Mendota Heights Police union have agreed to the following contribution schedule for their post retirement healthcare savings plan with Minnesota State Retirement System. All union members will contribute the following hours on November pt of each year, beginning in November 2003: • Officers under 50 hours of personal leave will not participate. • Officers with 50 - 99 hours of personal leave will contribute 5 hours into the post retirement savings plan. • Officers with 100 -149 hours of personal leave will contribute 10 hours into the post retirement savings plan. • Officers with 150 - 199 hours of personal leave will contribute 15 hours into the post retirement savings plan. • Officers with 200+ hours of personal leave will contribute 20 hours into the post retirement savings plan. We understand changes can be made to the above plan in order to better serve the members of the Mendota Heights Police union within reason. The City of Mendota Heights is in agreement with the above plan per the contract effective January 1, 2024through December31, 2025. Page 103 of 237 MASTER LABOR AGREEMENT CITY OF MENDOTA HEIGHTS AND MINNESOTA PUBLIC EMPLOYEES ASSOCIATION (SERGEANTS UNIT) January 1, 2024 - December 31, 2025 Table of Contents Page 104 of 237 ARTICLE I ARTICLE II ARTICLE III ARTICLE IV ARTICLE V ARTICLE VI ARTICLE VII ARTICLE VIII ARTICLE IX ARTICLE X ARTICLE XI ARTICLE XII ARTICLE XIII ARTICLE XIV ARTICLE XV ARTICLE XVI ARTICLE XVII ARTICLE XVIII ARTICLE XIX ARTICLE XX ARTICLE XXI ARTICLE XXII ARTICLE XXIII ARTICLE XXIV ARTICLE XXV ARTICLE XXVI ARTICLE XXVII ARTICLE XXVIII PURPOSE OF AGREEMENT RECOGNITION DEFINITIONS EMPLOYER SECURITY EMPLOYER AUTHORITY UNION SECURITY EMPLOYEE RIGHTS GRIEVANCE PROCEDURE SAVINGS CLAUSE SENIORITY DISCIPLINE WORK SCHEDULES OVERTIME COURT TIME CALL BACK TIME WORKING OUT OF CLASSIFICATION INSURANCE STANDBY UNIFORMS INJURY ON DUTY EDUCATIONAL INCENTIVE WAIVER WAGE RATES (MONTHLY BASE RATE) VACATIONS HOLIDAYS PERSONAL LEAVE/EXTENDED DISABILITY PROTECTION SICK LEAVE INDEMNIFICATION INSURANCE TRAINING DURATION 2 2 2 3 3 4 4 7 7 8 9 9 10 10 10 10 11 11 11 11 12 12 12 13 13 14 14 15 Page 105 of 237 MASTER LABOR AGREEMENT CITY OF MENDOTA HEIGHTS AND MINNESOTA PUBLIC EMPLOYEES ASSOCIATION ARTICLE I PURPOSE OF AGREEMENT This AGREEMENT is entered into as of January 1, 2024 between the City of Mendota Heights, hereinafter called the EMPLOYER, and the Minnesota Public Employees Association, hereinafter called the UNION. It is the intent and purpose of this AGREEMENT to: 1.1 Establish procedures for the resolution of disputes concerning this AGREEMENT's interpretation and/or application; and 1.2 Place in written form the parties' agreement upon terms and conditions of employment for the duration of this AGREEMENT. ARTICLE II RECOGNITION 2.1 The EMPLOYER recognizes the UNION as the exclusive representative, under Minnesota Statutes, Chapter 179A for all police personnel in the following job classification: Licensed Police Sergeant 2.2 In the event the EMPLOYER and the UNION are unable to agree as to the inclusion or exclusion of a new or modified job class, the issue shall be submitted to the Bureau of Mediation Services for determination, pursuant to the rules and procedures established by the BMS. ARTICLE III DEFINITIONS 3.1 UNION: Minnesota Public Employees Association 3.2 UNION MEMBER: A member of the Minnesota Public Employees Association 3.3 EMPLOYEE: A member of the exclusively recognized bargaining unit. 3.4 DEPARTMENT: The Mendota Heights Police Department. Page 106 of 237 3.5 EMPLOYER: The City of Mendota Heights. 3.6 CHIEF: The Chief of the Mendota Heights Police Department. 3.7 UNION OFFICER: Officer elected or appointed by Minnesota Public Employees Association 3.8 OVERTIME: Work performed at the express authorization of the EMPLOYER in excess of the employee scheduled shift. 3.9 SCHEDULED SHIFT: Aconsecutive work period including rest breaks and a lunch break. 3.10 REST BREAKS: Periods during the SCHEDULED SHIFT during which the employee remains on continual duty and is responsible for assigned duties. 3.11 LUNCH BREAKS: A period during the SCHEDULED SHIFT during which the employee remains on continual duty and is responsible for assigned duties. 3.12 STRIKE: Concerted action in failing to report for duty, the willful absence from one's position, the stoppage of work, slow -down, or abstinence in whole or in part from the full, faithful and proper performance of the duties of employment for the purpose of inducing, influencing or coercing a change in the conditions or compensation of the rights, privileges or obligations of employment. ARTICLE IV EMPLOYER SECURITY The UNION agrees that during the life of this AGREEMENT that the UNION will not cause, encourage, participate in or support any strike, slow -down or other interpretation of or interference with the normal functions of the EMPLOYER. ARTICLE V EMPLOYER/AUTHORITY 5.1 The EMPLOYER retains the full and unrestricted right to operate and manage the workforce, facilities and equipment; to establish functions and programs; to set and amend budgets; to determine the utilization of technology; to establish and modify the organizational structure; to select, direct, and determine the number of personnel; to establish work schedules, and to perform any inherent managerial function not specifically limited by this AGREEMENT. Page 107 of 237 5.2 Any term and condition of employment not specifically established or modified by the AGREEMENT shall remain solely within the discretion of the EMPLOYER to modify, establish or eliminate. ARTICLE VI UNION SECURITY 6.1 The EMPLOYER shall deduct from the wages of employees who authorize such a deduction in writing an amount necessary to cover monthly UNION dues. Such monies shall be remitted as directed by the UNION. 6.2 The UNION may designate employees from the bargaining unit to act as a Steward and an alternate and shall inform the EMPLOYER in writing of such choice and changes in the position or steward and/or alternate. 6.3 The EMPLOYER shall make space available on the employee bulletin board for posting UNION notice(s) and announcement(s). 6.4 The UNION agrees to indemnify and hold the EMPLOYER harmless against any and all claims, suits, orders, or judgments brought or issued against the EMPLOYER as a result of any action taken or not taken by the EMPLOYER under the provisions of this Article. ARTICLE VII EMPLOYEE RIGHTS GRIEVANCE PROCEDURE 7.1 DEFINITION OF A GRIEVANCE A grievance is defined as a dispute or disagreement as to the interpretation or application of the specific terms and conditions of this AGREEMENT. 7.2 UNION REPRESENTATIVES The EMPLOYER will recognize REPRESENTATIVES, including union attorneys and business agents, as designated by the UNION as the grievance representatives of the bargaining unit having the duties and responsibilities established by this ARTICLE. The UNION shall notify the EMPLOYER in writing of the names of such UNION REPRESENTATIVES and of their successors when so designated. Page 108 of 237 7.3 PROCESSING OF A GRIEVANCE It is recognized and accepted by the UNION and the EMPLOYER that the processing of grievances as hereinafter provided is limited by the job duties and responsibilities of the EMPLOYEES and shall therefore be accomplished during normal working hours only when consistent with such EMPLOYEE duties and responsibilities. The aggrieved EMPLOYEE and a UNION REPRESENTATIVE shall be allowed a reasonable amount of time without loss of pay when a grievance is investigated and presented to the EMPLOYER during normal working hours provided that the EMPLOYEE and the UNION REPRESENTATIVE have notified and received the approval of the designated supervisor who has determined that such absence is reasonable and would not be detrimental to the work programs of the EMPLOYER. 7.4 PROCEDURE Grievances, as defined by Section 7.1, shall be resolved in conformance with the following procedure: Step 1 - An EMPLOYEE, or a union representative with the consent of the EMPLOYEE, claiming a violation concerning the interpretation or application of this AGREEMENT shall, within twenty-one (21) calendar days after such alleged violation has occurred, present such grievance to the EMPLOYEE supervisor as designated by the EMPLOYER. Grievances and grievance responses will be allowed to be presented via email, fax, US Mail, or Hand Delivery. The EMPLOYER -designated representative will discuss and give answer to such Step 1 grievance within ten (10) calendar days after receipt. A grievance not resolved in Step 1 and appealed to Step 2 shall be placed in writing setting forth the nature of the grievance, the facts on which it is based, the provision or provisions of the AGREEMENT allegedly violated, the remedy requested, and shall be appealed to Step 2 within ten (10) calendar days after the EMPLOYER - designated representative final answer in Step 1. Any grievance not appealed in writing to Step 2 by the UNION within ten (10) calendar days shall be considered waived. Step 2 - If appealed, the written grievance shall be presented by the UNION and discussed with the EMPLOYER - designated Step 2 representative. The EMPLOYER designated representative shall give the UNION the EMPLOYER Step 2 answer in writing within ten (10) calendar days after receipt of such Step 2 grievance. A grievance not resolved in Step 2 may be appealed to Step 3 within ten (10) calendar days following the EMPLOYER - designated representative final Step 2 answer. Page 109 of 237 Any grievance not appealed in writing to Step 3 by the UNION within ten (10) calendar days shall be considered waived. Step 3 - If appealed, the written grievance shall be presented by the UNION and discussed with the EMPLOYER - designated Step 3 representative The EMPLOYER - designated representative shall give the UNION the EMPLOYER answer in writing within ten (10) calendar days following the EMPLOYER -designated representative receipt of Step 3 appeal. Any grievance not appealed in writing to Step 4 by the UNION within ten (10) calendar days shall be considered waived. Step 3A- Mediation: if the Employer and UNION mutually agree, a grievance unresolved at step 3 may be submitted to the MN Bureau of Mediation Services ("BMS") within 10 days after UNION receipt of the Employer's response to Step 3. If the grievance is resolved through Mediation, the settlement shall be reduced to writing and signed by the UNION and the EMPLOYER. If the grievance is unresolved through Mediation, it may be appealed to Step 4 within 10 days starting the day following the Mediation Meeting Session. If either party elects to not go through with Mediation after initially agreeing, it must be withdrawn in writing; then the grievance can be appealed to Step 4 within 10 days starting the day following the party's written withdrawal from mediation. Step 4 - A grievance unresolved in Step 3 and appealed to Step 4 by the UNION shall be submitted to arbitration subject to the provisions of the Public Employment Labor Relations Act of 1971. The selection of an arbitrator shall be made in accordance with the Rules Governing the Arbitration of Grievances as established by the Bureau of Mediation Services. 7.5 ARBITRATOR AUTHORITY A. The arbitrator shall have no right to amend, modify, nullify, ignore, add to, or subtract from the terms and conditions of this AGREEMENT. The arbitrator shall consider and decide only the specific issue(s) submitted in writing by the EMPLOYER and the UNION, and shall have no authority to make a decision on any other issue not so submitted. B. The arbitrator shall be without power to make decisions contrary to, or inconsistent with, or modifying or varying in any way the application of laws, rules, or regulations having the force and effect of law. The arbitrator's decision shall be Page 110 of 237 submitted in writing within thirty (30) days following close of the hearing or the submission of briefs by the parties, whichever be later, unless the parties agree to an extension. The decision shall be binding on both the EMPLOYER and the UNION and shall be based solely on the arbitrator's interpretation or application of the express terms of this AGREEMENT and to the facts of the grievance presented. C. The fees and expenses for the arbitrator's services and proceedings shall be borne equally by the EMPLOYER and the UNION provided that each party shall be responsible for compensation of its own representatives and witnesses. If either party desires a verbatim record of the proceedings, it may cause such a record to be made, providing it pays for the record. If both parties desire a verbatim record of the proceedings, the cost shall be shared equally. 7.6 WAIVER If a grievance is not presented within the time limits set forth above, it shall be considered waived. If a grievance is not appealed to the next step within the specified time limit or any agreed extension thereof, it shall be considered settled on the basis of the EMPLOYER's last answer. If the EMPLOYER does not answer a grievance or an appeal thereof within the specified time limits, the UNION may elect to treat the grievances as denied at that step and immediately appeal the grievance to the next step. The time limit in each step may be extended by mutual written agreement of the EMPLOYER and the UNION in each step. ARTICLE VIII SAVINGS CLAUSE This AGREEMENT is subject to the laws of the United Stated, the State of Minnesota, and the City of Mendota Heights. In the event any provision of this AGREEMENT shall be held to be contrary to law by a court of competent jurisdiction from whose final judgment or decree to appeal has been taken within the time provided, or administrative ruling or is a violation of legislation or administrative regulations, such provisions shall be voided. All other provisions of this AGREEMENT shall continue in full force and effect. The voided provision may be renegotiated at the written request of either party. ARTICLE IX SENIORITY 9.1 Seniority shall be determined by the employee length of continuous employment as a sergeant for the EMPLOYER, referred to as IN CLASS SENIORITY. Seniority rosters will be posted in an appropriate location. Page 111 of 237 9.2 During the one (1) year probationary period a newly hired or rehired employee may be discharged at the sole discretion of the EMPLOYER. During the one (1) year probationary period, a promoted or reassigned employee may be replaced in his previous position at the sole discretion of the EMPLOYER. 9.3 A reduction of work force will be accomplished on the basis of IN CLASS SENIORITY. Employees shall be recalled from layoff on the basis of IN CLASS SENIORITY. An employee on layoff shall have an opportunity to return to work within two years of the time of this layoff before any new employee is hired. 9.4 Qualified employees shall be given shift assignment preference after eighteen (18) months of continuous full-time employment based on IN CLASS SENIORITY. A shift bidding shall be posted annually. 9.5 One continuous vacation period shall be selected on the basis of IN CLASS SENIORITY until March 15th of each calendar year. ARTICLE X DISCIPLINE 10.1 The EMPLOYER will discipline employees for just cause only. Discipline will be in one or more of the following forms: a. Oral reprimand b. Written reprimand c. Suspension d. Demotion; or e. Discharge 10.2 Suspensions, demotions and discharges will be in written form. 10.3 Written reprimands, notices of suspension, and notices of discharge which are to become part of an employee's personnel files shall be read and acknowledged by signature of the employee. Employees and the UNION will receive a copy of such reprimands and/or notices. 10.4 Employees may examine their own individual personnel files at reasonable times under the direct supervision of the EMPLOYER. 10.5 An employee who is the subject of a disciplinary investigation will be given a reasonable opportunity to have a UNION representative present during questioning if he/she requests such representation. Page 112 of 237 10.6 Grievance relating to this ARTICLE shall be initiated by the UNION in Step 3 of the grievance procedure under ARTICLE VII. ARTICLE XI WORK SCHEDULES The normal work year is two thousand and eighty hours (2080) to be accounted for by employee through: a. Hours worked on assigned shifts b. Holidays c. Assigned training d. Authorized leave time 11.2 Holidays and authorized leave time are to be accrued and calculated on the basis of the actual length of time of the assigned shifts. 11.3 Nothing contained in this or any other Article shall be interpreted to be a guarantee of a minimum or maximum number of hours the EMPLOYER may assign employees. ARTICLE XII OVERTIME 12.1 Employees will be compensated at one and one-half (1-1/2) times the employee's regular base pay rate for hours worked in excess of the employee's regularly scheduled shift. Changes of shift do not qualify an employee for overtime under this Article. 12.2 Overtime will be distributed as equally as practicable. 12.3 Overtime refused by employees will for record purposes under article 12.2 be considered as unpaid overtime worked. 12.4 For the purpose of computing overtime compensation, overtime hours shall not be pyramided, compounded or paid twice for the same hours worked. 12.5 Overtime will be calculated to the nearest fifteen (15) minutes. 12.6 Employees have the obligation to work overtime or call back if requested by the EMPLOYER unless unusual circumstances prevent the employee from so working. 12.7 An employee may choose to receive compensatory time as compensation for overtime hours at the rate of 1.5 hours for each hour worked. The maximum allowable balance of such hours carried into the next calendar year shall be one hundred (100) hours. The EMPLOYER may cash out an employee balance in excess of the 100 hours maximum. Page 113 of 237 12.8 An employee may cash out any portion of their compensatory time balance the second pay period in May and November if requested in writing with the submission of the employee time sheet. ARTICLE XIII COURT TIME 13.1 An employee who is required to appear in Court during his/her scheduled off duty time shall receive a minimum of three (3) hours pay at one and one half (1-1/2) times the employee base pay rate. An extension or early report to a regularly scheduled shift for Court appearances does not qualify the employee for the three (3) hour minimum. 13.2 An employee who is not notified of the cancellation of a scheduled court appearance by 4:00 pm the previous business day shall receive a minimum of two and one-half (2-1/2) hours of pay at one and one-half (1- 1/2) times the employee base pay rate. ARTICLE XIV CALL BACK TIME An employee who is called to duty during his scheduled off -duty time shall receive a minimum of two and one half (2.5) hours pay at one and one-half (1-1/2) times the employee base pay rate. An extension or early report to a regularly scheduled shift does not qualify the employee for the two and one half (2.5) hour minimum. ARTICLE XV WORKING OUT OF CLASSIFICATION Employees assigned by the EMPLOYER to assume the full responsibilities and authority of a higher job classification shall receive the salary schedule of the higher classification for the duration of the assignment. ARTICLE XVI INSURANCE The EMPLOYER will contribute up to a maximum of one thousand nine hundred and five dollars ($1,905) per month toward health, dental, long term disability, short term disability, and term life (up to $50,000) insurance for 2024. If any City of Mendota Heights employee group is awarded a higher amount in 2025 the UNION MEMBERS shall receive the higher amount. Page 114 of 237 In the event the health insurance provisions of this Agreement fail to meet the requirements of the Affordable Care Act and its related regulations or cause the Employer to be subject to a penalty, tax or fine, the Union and the Employer will meet immediately to bargain over alternative provisions so as comply with the Act and avoid any penalties, taxes or fines for the Employer. ARTICLE XVII STANDBY Employees required by the EMPLOYER to standby shall be paid for such standby time at the rate of one hour pay for each hour on standby. An employee shall be considered to be in standby status only if he or she is expressly directed to serve in such capacity by the Chief of Police or his/her designee. ARTICLE XVIII UNIFORMS The EMPLOYER shall provide required uniform and equipment items. Each employee shall also receive a maximum of three hundred ($300) dollars annual reimbursement for cleaning and maintenance of uniforms. Reimbursement shall be upon presentation of receipts for cleaning and maintenance services from any cleaners. ARTICLE XIX INJURY ON DUTY Employees injured during the performance of their duties for the EMPLOYER and thereby rendered unable to work for the EMPLOYER will be paid the difference between the employee regular pay and Worker Compensation insurance payments for a period not to exceed one hundred twenty (120) working days per injury, not charged to the employee vacation, sick leave or other accumulated paid benefits. ARTICLE XX EDUCATIONAL INCENTIVE 20.1 Supplementary pay based on educational degree will be paid to employees who have been employed by the City as a patrol officer for a period of at least 12 consecutive months prior to the promotion. Four year degree Masters Degree 9% 12% Page 115 of 237 ARTICLE XXI WAIVER 21.1 Any and all prior agreements, resolutions, practices, policies, rules and regulations regarding terms and conditions of employment, to the extent inconsistent with the provisions of this AGREEMENT, are hereby superseded. 21.2 The parties mutually acknowledge that during the negotiations, which resulted in this AGREEMENT, each had the unlimited right and opportunity to make demands and proposals with respect to any term or condition of employment not removed by law from bargaining. All agreements and understandings arrived at by the parties are set forth in writing in this AGREEMENT for the stipulated duration of this agreement. The EMPLOYER and the UNION each voluntarily and unqualifiedly waive the right to meet and negotiate regarding any and all terms and conditions of employment referred to or covered in this AGREEMENT or with respect to any term or condition of employment not specifically referred to or covered by this AGREEMENT, even though such terms or conditions may not have been within the knowledge or contemplation of either or both of the parties at the time this AGREEMENT was negotiated or executed. ARTICLE XXII WAGE RATES The hourly base rate of pay without educational degree shall be: 2024 2025 Step 1 $51.50 $51.50 Step 2 $53.04 $53.04 Step 3 $54.63 $54.63 Step 4 $56.27 $56.27 Step 5 $57.96 $57.96 Step 6 $59.70 $59.70 Step 7 $61.49 $61.49 Current police sergeants hired before 1/1/2024 will be compensated at Step 4 of the pay scale on 1/1/2024. These staff will continue to progress through the step system annually on January 1 until they have reached the top of the pay scale. Any new hired police sergeants will advance through the pay steps at their anniversary date of hire as a police sergeant. If City of Mendota Heights employees receive a market wage adjustment during 2024 or 2025, union members shall receive the same market adjustment. ARTICLE XXIII VACATIONS Time accrued according to the following schedule: Page 116 of 237 0-5 years of service 6-10 years of service Over 10 years of service 10 days per year 15 days per year 1 additional day per year, not to exceed 20 days Accrued vacation shall be used in the year following the year which said time is earned. Employees may accrue vacation leave not to exceed a maximum of two hundred hours (200). On December 31st of each year any hours over 200 will be forfeited. No employee shall be permitted to waive vacation for the purpose of receiving double pay. ARTICLE XXIV HOLIDAYS Each employee shall be granted a total of twelve (12) paid holidays. Holiday leave time will be accounted for in a separate holiday leave bank and shall not accumulate from year to year. Any holiday leave time remaining in the employee holiday leave bank on December 31 shall be paid to the employee at their then current rate. If an employee works on a city holiday, they shall be granted 1/2 hour of compensatory time for each hour worked, in addition to the holiday pay. In addition, each employee shall be granted one floating holiday during the calendar year. The floating holiday is not eligible for carry-over or monetary compensation. ARTICLE XXV PERSONAL LEAVE/EXTENDED DISABILITY PROTECTION SICK LEAVE 25.1 PERSONAL LEAVE: Permanent full-time employees shall accrue personal leave at the rate of four (4) hours per month, to a maximum of 320 hours. Personal leave shall be available for use without restriction, except by prior approval of the supervisor. An employee shall not be allowed to use more than twenty (20) consecutive personal days, or a combination of twenty (20) consecutive personal and vacation days, without prior approval consistent with city personnel policies. Each December 1, any employee with an accrued Personal Leave balance in excess of 320 hours may convert the excess hours at a rate of 50%, to either additional cash compensation, or additional vacation time. The compensation will be made, or the extra vacation credited, with the second payroll in December. Beginning November 1st of each year beginning November 2012, all employees have agreed to contribute to the State of Minnesota's Post Employment Health Care Savings Plan as described below: Employees shall contribute 1 % of pay, and the cash equivalent of 24 hours of personal time each year. All employees eligible for severance pay will contribute 75% of their severance payouts to their post -employment health care savings accounts. Page 117 of 237 Upon separation, employees will be compensated for any unused Personal Leave, vacation and compensatory time balances accrued. 25.2 EXTENDED DISABILITY PROTECTION: Permanent full-time employees shall accrue extended disability leave at the rate of four (4) hours per month, to a cumulative maximum of 640 hours. Extended disability protection is available for use on the first day of a personal illness, and thereafter, or anytime for a work -related illness or injury. Employees are to keep their supervisor informed of their condition. The supervisor may require a letter or report from the attending physician. Claiming extended disability leave when physically fit may be cause for disciplinary action, including transfer, demotion, suspension or dismissal. In cases of extreme emergency involving employees with a record of meritorious service, who through serious or protracted illness have used up all accumulated personal leave, extended disability leave, vacation leave and compensatory time off, an extension of extended disability leave beyond the maximum provided in this resolution may be granted by the City Council. The resultant deficit will be repaid promptly through application of future personal, extended disability, vacation, and compensatory leave accruals. ARTICLE XXVI INDEMNIFICATION INSURANCE The City shall provide a policy to cover the employee for indemnification for civil liability cases arising out of and within the scope of the Employee's job duties. ARTICLE XXVII TRAINING 27.1 The employer shall be responsible for providing all training required by the POST Board to maintain the licensure as a certified police officer, and shall pay the cost of the POST licensure and shall pay employees for all time spent in such training at the applicable rate. 27.2 The EMPLOYER will allow employees to attend such other job - related training programs as may be mutually agreed upon by the EMPLOYER and individual employees. Employees scheduled to work during such a training session will be allowed time off without loss of pay for attendance and those attending during non- scheduled hours will be allowed compensatory time off or pay at straight time for time spent in training, unless the time is required to be compensated at time and one-half under applicable law. Page 118 of 237 27.3 The EMPLOYER shall reimburse employees for all reasonable costs incurred in obtaining EMPLOYER approved training, including but not limited to, registration, and license fees, mileage, and lodging and meals. 27.4 All training activities shall be subject to the prior approval of the Police Chief. ARTICLE XXVIII DURATION This agreement shall be effective as of January 1, 2024 and shall remain in full force and effect until the 31 st day of December, 2025. FOR THE CITY OF MENDOTA HEIGHTS Mayor Date City Administrator Date FOR THE MINNESOTA PUBLIC EMPLOYEES ASSOCIATION Business Agent Date Steward Date Page 119 of 237 LABOR AGREEMENT By and between CITY OF MENDOTA HEIGHTS And LOCAL 70 Of the INTERNATIONAL UNION of OPERATING ENGINEERS AFL-CIO January 1, 2024 - December 31, 2025 Page 120 of 237 TABLE OF CONTENTS Article Page 1 Purpose of Agreement 2 2 Recognition 2 3 Union Security 2 4 Management Security 3 5 Management Rights 3 6 Grievance Procedure 3 7 Savings Clause 6 8 Work Schedules 6 9 Overtime Pay 6 10 Call Back 7 11 Legal Defense 7 12 Discipline 7 13 Probationary Period 7 14 Safety 8 15 Waiver 8 16 Wages 8 17 Insurance 8 18 Holidays 9 19 Personal Leave and Extended Disability Leave 9 20 Funeral Leave 9 21 Vacation 10 22 Minnesota Post Employment Health Care Savings Plan 10 23 Right to Subcontract 10 24 Duration 10 Page 121 of 237 Article 1 Purpose of Agreement This Agreement is entered into between The City of Mendota Heights; hereinafter referred to as the EMPLOYER, and Local 70 of the International Union of Operating Engineers; hereinafter referred to as the UNION. The intent and purpose of this Agreement is to: 1.1 Establish certain hours, wages and other conditions of employment; 1.2 Establish procedures for the resolution of disputes concerning this Agreements interpretation and/or application; 1.3 Specify the full and complete understandings of the parties; and 1.4 Place in written form the parties agreement upon terms and conditions of employment for the duration of the Agreement. The Employer and the Union, through this Agreement, continue their dedication to the highest quality of public service. Both parties recognize this Agreement as a pledge of this dedication. Article 2 Recognition 2.1 The Employer recognize the Union as the exclusive representative under Minnesota Statutes, Chapter 179A as amended for all employees of the city of Mendota Heights, MN employed in the position of Facilities Manager that meet the definition of a public employee as determined by the PELRA excluding confidential and supervisory employees. 2.2 In the event the Employer and the Union are unable to agree to the inclusion or exclusion of any new or modified job class, the issue shall be submitted to the State of Minnesota Bureau of Mediation Services for determination. Article 3 Union Security In recognition of the Union as the exclusive representative, the Employer shall: 3.1 Deduct each payroll period an amount sufficient to provide the payment of dues established by the Union from the wages of all employees authorizing in writing such deduction, and 3.2 Remit such deduction to the appropriate designated Union. Page 122 of 237 3.3 The Union may designate certain employees from the bargaining unit to act as steward and shall inform the Employer in writing of such choice. 3.4 The Union agrees to indemnify and hold harmless the Employer against any and all claims, suits, orders, or judgements brought or issued against the City as a result of any action taken or not taken by the City under the provisions of this article. Article 4 Management Security 4.1 The Union agrees that during the life of this Agreement, it will not cause, encourage, participate in or support any strike, slow down or other interruption of or interference with the normal functions of the Employer. 4.2 Any employee who engages in a strike may have his/her employment terminated by the Employer the date the violation first occurs. Such termination shall be effective upon written notice served upon the employee. 4.3 An employee who is absent from any portion of his/her work assignment without permission, or who abstains wholly or in part from the full performance of his/her duties without permission from the Employer on the date or dates when a strike occurs is prima facie presumed to have engaged in a strike on such date or dates. 4.4 No employee shall be entitled to any daily pay, wages or per diem for the days on which he/she engaged in a strike. Article 5 Management Rights 5.1 The Employer retains the full and unrestricted right to operate and manage all manpower, facilities and equipment; to establish functions and programs; to set and amend budgets; to determine the utilization of technology; to establish and modify the organizational structure; to select, direct and determine the number of personnel; to establish work schedules, and to perform any inherent managerial function not specifically limited by this Agreement. 5.2 Any term and condition of employment not specifically established or modified by this Agreement shall remain solely within the discretion of the Employer to modify, establish or eliminate. Article 6 Grievance Procedure 6.1 Definition of a Grievance A grievance shall be defined as a dispute as to the interpretation or application of the specific terms and conditions of this Agreement. 6.2 Union Representative Page 123 of 237 The Employer will recognize representatives designated by the Union as the grievance representatives of the bargaining unit having the duties and responsibilities established by this article. The Union shall notify the Employer of the names of such Union representative and of their successor when so designated. 6.3 Processing a grievance It is recognized and accepted by the Union and the Employer that the processing of grievances as hereinafter provided is limited by the job duties and responsibilities of the employees and shall therefore be accomplished during normal working hours only when consistent with such employee duties and responsibilities. The aggrieved employee and the Union representative shall be allowed a reasonable amount of time without a loss in pay when a grievance is investigated and presented to the Employer during normal working hours provided the Employer has been notified and the Employer has approved this action in advance. 6.4 Procedure Grievance as defined in 6.1 shall be resolved in conformance with the following procedure: Step 1— Upon the occurrence of an alleged violation of this Agreement, the Employee Involved shall attempt to resolve the matter on an informal basis with the employee's supervisor. If the matter is not resolved, the Employee, or a Union representative with the consent of the Employee, claiming a violation concerning the interpretation or application of this AGREEMENT shall, within twenty-one (21) calendar days after such alleged violation has occurred, present such grievance to the Employee supervisor as designated by the Employer. Grievances and grievance responses will be allowed to be presented via email, fax, US Mail, or Hand Delivery. The Employer -designated representative will discuss and give answer to such Step 1 grievance within ten (10) calendar days after receipt. A grievance not resolved in Step 1 and appealed to Step 2 shall be placed in writing setting forth the nature of the grievance, the facts on which it is based, the provision or provisions of the AGREEMENT allegedly violated, the remedy requested, and shall be appealed to Step 2 within ten (10) calendar days after the Employer - designated representative final answer in Step 1. Any grievance not appealed in writing to Step 2 by the Union within ten (10) calendar days shall be considered waived. Step 2 - If appealed, the written grievance shall be presented by the Union and discussed with the Employer -designated Step 2 representative. The Employer designated representative shall give the Union the EMPLOYER Step 2 answer in writing within ten (10) calendar days after receipt of such Step 2 grievance. A grievance not resolved in Step 2 may be appealed to Step 3 within ten (10) calendar days following the Employer - designated representative final Step 2 answer. Any grievance not appealed in writing to Step 3 by the Union within ten (10) calendar days shall be considered waived. Page 124 of 237 Step 3 - If appealed, the written grievance shall be presented by the Union and discussed with the Employer -designated Step 3 representative The Employer -designated representative shall give the Union the Employer answer in writing within ten (10) calendar days following the Employer -designated representative receipt of Step 3 appeal. Any grievance not appealed in writing to Step 4 by the Union within ten (10) calendar days shall be considered waived. Step 3A — Mediation: if the Employer and Union mutually agree, a grievance unresolved at Step 3 may be submitted to the MN Bureau of Mediation Services ("BMS") within 10 days after Union receipt of the Employer's response to Step 3. If the grievance is resolved through Mediation, the settlement shall be reduced to writing and signed by the Union and the Employer. If the grievance is unresolved through Mediation, it may be appealed to Step 4 within 10 days starting the day following the Mediation Meeting Session. If either party elects to not go through with Mediation after initially agreeing, it must be withdrawn in writing; then the grievance can be appealed to Step 4 within 10 days starting the day following the party's written withdrawal from mediation. Step 4 - A grievance unresolved in Step 3 and appealed to Step 4 by the Union shall be submitted to arbitration subject to the provisions of the Public Employment Labor Relations Act of 1971. The selection of an arbitrator shall be made in accordance with the Rules Governing the Arbitration of Grievances as established by the Bureau of Mediation Services. 6.5 Arbitrators Authority The Arbitrator shall have no right to amend, modify, nullify, ignore, add to, or subtract from the terms and conditions of this Agreement. The Arbitrator shall consider and decide only those specific issues submitted in writing by the Employer and the Union, and shall have no authority to make a decision on any other issue not so submitted. The arbitrator's decision shall be binding on both parties. The fee and expenses for the arbitrator's services and proceedings shall be borne equally by the Employer and the Union provided that each party shall be responsible for compensating its own representatives and witnesses. If either party desires a verbatim record of the proceedings it may cause such a record to be made provided it pays for the record. If both parties desire a verbatim record of the proceedings, the cost shall be shared equally. 6.6 Waiver If a grievance is not presented within the time limits set forth herein it shall be considered waived. If a grievance is not appealed to the next step within the time limits or any agreed upon extension thereof, it shall be considered settled on the basis of the Employers last answer. If the Employer does not answer a grievance or an appeal thereof within the specified time limits or agreed upon extension the Union may elect to treat the grievance Page 125 of 237 as denied at that step and immediately appeal the grievance to the next step. The time limits may be extended at each step by mutual agreement of the Employer and the Union. Article 7 Savings Clause 7.1 This Agreement is subject to the laws of the United States, the State of Minnesota, and the signed Municipality. In the event any provision of this Agreement shall be held to be contrary to law by a court of competent jurisdiction from whose judgment or decree no appeal has been taken within the time provided, such provision shall be voided. All other provisions of this Agreement shall remain in full force and affect. The voided provision may be renegotiated at the request of either party. Article 8 Work Schedules 8.1 The sole authority in work schedules is the Employer. The normal work day shall be eight (8) consecutive hours exclusive of a mutually agreed upon lunch break. 8.2 The normal work week shall consist of five (5) consecutive days 8.3 Service to the public may require a work week other than Monday through Friday and/or eight (8) consecutive hours in which case the Employer shall provide a ten (10) day notice of such change. 8.4 In the event that work is required outside of the regular work schedule because of unusual circumstances such as (but not limited to) fire, flood, snow, sleet, or breakdown of equipment or facilities, no advance notice need be given. Article 9 Overtime Pay 9.1 All overtime work must be authorized in advance by the Employer. All hours compensated in excess of forty (40) hours in a five (5) day period shall be considered overtime and shall be compensated at the overtime rate of one and one-half (1.5) times the employee's regular rate of pay. Holidays will count as worked hours for overtime purposes. Compensatory, sick and vacation time will not count towards overtime. Hours worked between Midnight and seven (7) am shall receive a two dollar ($2.00) per hour shift premium. 9.2 There shall be no pyramiding of overtime. 9.3 An employee may choose to receive compensatory time as compensation for overtime hours at the rate of 1.5 hours for each hour worked. Compensatory time off shall be taken only with the prior consent of the supervisor. The maximum allowable balance of such hours carried into the next calendar year shall be one hundred (100) hours. The Employer will convert to compensation an employee balance in excess of the 100 hours maximum in conjunction with the second payroll in December. Page 126 of 237 Article 10 Call Back 10.1 An employee called in for work at a time other than his/her normal scheduled shift shall be compensated for a minimum of two and a half (2.5) hours pay at one and one-half (1.5x) the employees regular rate of pay. Article 11 Legal Defense Employees involved in litigation because of negligence, ignorance of laws, nonobservance of laws, or as a result of employee judgmental decision may not receive legal defense by the municipality. 11.2 Any employee who is charged with a, ordinance violation, or criminal offense arising from acts performed within the scope of his/her employment, when such act is performed in good faith and under the direct order of his/her supervisor, shall be reimbursed for reasonable attorney's fees and court costs actually incurred by such employee in defending against such charge. Article 12 Discipline 12.1 The Employer will discipline employees for just cause only. Discipline will normally be in the form of: a. oral reprimand b. written reprimand c. suspension d. demotion or e. discharge 12.2 All discipline more severe than an oral reprimand shall be in writing with a copy to the Union. 12.3 Employees shall have the right to review their personnel file at a reasonable time under the direct supervision of the Employer. 12.4 Employees will not be questioned concerning an investigation of disciplinary action unless the employee has asked to have a Union representative present at such meeting. 12.5 The parties may mutually agree to initiate a grievance involving this Article at step 3 of the grievance procedure. Article 13 Probationary Period 13.1 All newly hired employees shall serve a twelve (12) month probation period. An employee may be terminated at any time during an employee's initial probationary period at the sole discretion of the Employer. Page 127 of 237 Article 14 Safety 14.1 The Employer and the Union agree to jointly promote a safe and healthful working environment and to cooperate and encourage employees to work in a safe manner. The Employer will contribute the sum of $200 within the contract period toward the purchase of work related protective footwear, cold weather gear and/or rain gear. Employee purchase of protective footwear, cold weather gear and/or rain gear are subject to the approval of the Employer. Article 15 Waiver 15.1 The parties mutually agree that during negotiations, which resulted in this Agreement, each had the unlimited right and opportunity to make demands and proposals to any term or condition of employment not removed from law by bargaining. All are set forth in writing in this Agreement. The Employer and the Union each voluntarily and unqualifiedly waives the right to meet and negotiate regarding any and all terms and conditions of employment referred to or covered by this Agreement, even though such terms or conditions may not have been within the knowledge or contemplation of either or both parties at the time this Agreement was negotiated or executed. Any and all prior agreements, resolutions, practices, policies, rules and regulations regarding terms and conditions of employment, to the extent inconsistent with provisions of this Agreement are hereby superseded. Article 16 Wages 16.1 Wages shall be increased by 3.0% on January 1, 2024 and January 1, 2025. 16.2 1/ 1 /2023 10/ 1 /2023 1/1/2024 1/1/2025 Step A (1st six months) $29.13 $30.59 $31.51 $32.46 Step B (2nd six months) $30.60 $32.13 $33.09 $34.08 Step C (12 months) $32.12 $33.73 $34.74 $35.78 Step D (24 months) $33.75 $35.44 $36.50 $37.60 Step E (36 months) $35.41 $37.18 $38.30 $39.45 16.3 If non -union City of Mendota Heights employees receive a market wage adjustment during 2024 or 2025, union members shall receive the same market adjustment. Article 17 Insurance 17.1 The Employer shall contribute up to a maximum of one thousand nine hundred and five ($1,905) monthly for 2024 and 2025. The contribution may be used towards health, life, long term disability, short term disability and dental insurance. If any City of Mendota Page 128 of 237 Heights employee group is awarded a higher amount the Union Members shall receive the higher amount. Article 18 Holidays 18.1 The following days shall be considered holidays. An employee shall be compensated eight (8) hours regular pay for each of these days. An employee required to work any of these days shall in addition to the holiday pay receive one and one-half (1.5) times the Employee's regular pay for all hours worked that day. 18.2 New Year's Day, MLK Day, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Veterans Day, Thanksgiving Day, Friday after Thanksgiving Day, Christmas Day and a Floating Holiday to mutually agreed upon. Article 19 Personal Leave and Extended Disability Leave 19.1 Personal Leave: All full time employees shall accrue personal leave at the rate of four (4) hours per month to a maximum of three hundred twenty (320) hours. Personal leave shall be available for use without restriction except prior approval of the supervisor. An employee shall not be allowed to use more than twenty (20) consecutive personal days, or a combination of twenty (20) consecutive personal and vacation days, without prior approval of the City Council. Each December 1st an employee with an accrued balance in excess of three hundred twenty (320) hours may convert the excess at the rate of fifty (50) percent to either additional vacation time or cash compensation. Said cash or vacation to be credited the second payroll in December. Upon separation employees shall be compensated for any unused personal leave balance. 19.2 Extended Disability Protection: All full time employees shall accrue extended disability protection at the rate of four (4) hours per month to a maximum of six hundred forty (640) hours. Extended disability protection is be available for use on the first consecutive day of a personal illness and thereafter or anytime for a work related illness or injury. Employees are to keep their supervisor informed of their condition. The supervisor may require a letter of report from the employee's medical provider. Suspicion of abuse may be cause for discipline. Article 20 Funeral Leave 20.1 Immediate family shall be defined as: spouse, mother, father, child, brother, sister, mother-in-law, father-in-law, grandparent, brother-in-law, sister-in-law, son-in-law, daughter-in-law, and grandchild. The employee shall be allowed paid funeral leave for a Page 129 of 237 death in the immediate family in an amount not to exceed 24 hours for attending the funeral. This leave shall not to be deducted from sick leave. Article 21 Vacation 21.1 Years of Service 0 — 5 years of service 6 — 10 years of service 11 years of service 12 years of service 13 years of service 14 years of service 15 years of service Earned Vacation 80 hours 120 hours 128 hours 136 hours 144 hours 152 hours 160 hours 21.2 Employees shall be allowed to accrue to a maximum of two hundred (200) hours of vacation. Article 22 Minnesota Post Employment Health Care Savings Plan (HCSP) 22.1 The Employer will allow employees to participate in the Minnesota Post Employment Health Care Savings Plan (HCSP) by contributing one percent (1%) of their total gross salary per pay period. 22.2 Severance: Leaving city employment for another employer: Employee contributes the value of 50% of the employee's accrued and unused hours of Vacation, Personal Leave and compensation time. PERA Service Retirement from City: Employee contributes the value of 100% of the employee's accrued and unused hours of Vacation, Personal Leave, and compensation time. Article 23 Right to Subcontract 23.1 Nothing in the Agreement shall prohibit or restrict the right of the Employer from subcontracting work performed by employee(s) covered by this Agreement. Article 24 Duration 24.1 This Agreement shall be effective as of January 1, 2024 and shall remain in full force and effect until December 31, 2025. Page 130 of 237 FOR THE CITY OF MENDOTA HEIGHTS FOR INTERNATIONAL UNION of OPERATING ENGINEERS, Local No. 70 Mayor Date Business Manager Date City Administrator Date Union Steward Date City Clerk Date Page 131 of 237 5m 0 au CITY OF MENDDTA HEIGHTS 1101 Victoria Curve I Mendota Heights, MN 55118 651.452.1850 phone 1651.452.8940 fax www. mendotaheightsmn.gov DATE: December 19, 2023 TO: Mayor, City Council and City Administrator FROM: Kristen Schabacker, Finance Director SUBJECT: 2024 Employee Position Placement/Pay Classification Plan BACKGROUND Included with this memo is the 2024 Employee Position Placement/Pay Classification Plan for non -union employees for 2024. The 2024 plan reflects a 3.00% increase. BUDGET IMPACT This wage increase is budgeted for in the 2024 budget. RECOMMENDATION Staff recommends that the Mendota Heights City Council approve Resolution 2023-97 Adopting the 2024 Pay Classification Plan for Non -Union Employees. This action requires a simple majority vote of the city council. Page 132 of 237 CITY OF MENDOTA HEIGHTS PROPOSED SALARY MATRIX (2024) 3% COLA Step Grade Position 1 2 3 4 5 6 7 1 $46,814 $48,452 $50,148 $51,904 $53,720 $55,600 $57,546 2 Community Service Officer $49,623 $51,360 $53,157 $55,018 $56,943 $58,936 $60,999 3 $52,600 $54,441 $56,347 $58,319 $60,360 $62,473 $64,659 4 Office Support Specialist $55,756 $57,708 $59,727 $61,818 $63,982 $66,221 $68,539 5 Utility Billing Clerk $59,102 $61,170 $63,311 $65,527 $67,820 $70,194 $72,651 6 Accounting Clerk Police Support Specialist Secretary/Deputy City Clerk $62,648 $64,840 $67,110 $69,459 $71,890 $74,406 $77,010 7 Natural Resources Technician $66,407 $68,731 $71,136 $73,626 $76,203 $78,870 $81,631 8 Recreation Program Coordinator $70,391 $72,855 $75,405 $78,044 $80,775 $83,602 $86,528 9 $74,614 $77,226 $79,929 $82,726 $85,622 $88,619 $91,720 10 Communications Coordinator Fire Marshal $79,091 $81,859 $84,725 $87,690 $90,759 $93,936 $97,223 11 Senior Engineering Technician Natural Resources Coordinator $83,837 $86,771 $89,808 $92,951 $96,205 $99,572 $103,057 12 City Clerk $88,867 $91,977 $95,196 $98,528 $101,977 $105,546 $109,240 13 Parks & Recreation Manager $94,199 $97,496 $100,908 $104,440 $108,095 $111,879 $115,795 14 Public Works Superintendent $99,851 $103,346 $106,963 $110,706 $114,581 $118,592 $122,742 15 Community Development Manager Assistant City Engineer $105,842 $109,546 $113,381 $117,349 $121,456 $125,707 $130,107 16 $112,192 $116,119 $120,183 $124,390 $128,743 $133,249 $137,913 17 Police Captain Community Development Director $118,924 $123,086 $127,394 $131,853 $136,468 $141,244 $146,188 18 Assistant City Administrator Finance Director Public Works Director $126,059 $130,472 $135,038 $139,764 $144,656 $149,719 $154,959 19 $133,623 $138,300 $143,140 $148,150 $153,336 $158,702 $164,257 20 Police Chief $141,640 $146,598 $151,729 $157,039 $162,536 $168,224 $174,112 21 City Administrator $150,139 $155,394 $160,832 $166,462 $172,288 $178,318 $184,559 22 $159,147 $164,717 $170,482 $176,449 $182,625 $189,017 $195,633 Step 4 = Midpoint Page 133 of 237 CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA RESOLUTION 2023-97 A RESOLUTION ADOPTING THE 2024 PAY CLASSIFICATION PLAN FOR NON -UNION EMPLOYEES WHEREAS, the City Council has adopted a grade and step pay system for non -union employees; and WHEREAS, based upon recommendations of the city administrator, the City Council has determined the appropriate placement of each position in a grade and the incumbent employee in a step; and WHEREAS, it is also necessary to set salaries for part-time employees. NOW, THEREFORE, BE IT RESOLVED, that the following 2024 compensation items are approved as of January 1, 2024: 1. The 2024 Employee Position Placement/Pay Classification Plan for non -union employees. 2. The following salaries shall be implemented for part-time employees: Fire Chief Assistant Fire Chief $22,496* $13,185 *Annual compensation for administrative and other department responsibilities excluding fire calls. 3. The following stipends are implemented for: Captains $2,120/annually Training Officer $4,656/annually Assistant Training Officer $1,863/annually 4. The following hourly rates of pay for volunteer firefighters for fire calls and training: 0-1 Years $11.71 FF I, First Responder, Hazmat Operational $15.53 FF II, First Responder, Hazmat Operational $17.85 Lieutenant $18.62 Captain $20.17 Page 134 of 237 Assistant Training Officer $20.17 Training Officer $23.27 Assistant Fire Chief $27.93** Fire Chief $27.93** Special Operations Team Member Ca11 Out Same as Mendota Hts Police Officer on SOT **Hourly compensation for fire calls and training. Adopted by the City Council of the City of Mendota Heights this 19th day of December 2023. CITY COUNCIL CITY OF MENDOTA HEIGHTS Stephanie B. Levine, Mayor ATTEST: Nancy Bauer, City Clerk 1101 Victoria Curve. MeR900t NN 5515n Phone: 651-452-185o Fax. 651-452-8940 MendotaHeightsM N.gov CITY OF MENDDTA HEIGHTS Request for City Council Action DATE: December 19, 2023 TO: Mayor, City Council, and City Administrator FROM: Ryan Ruzek, P.E., Public Works Director SUBJECT: Resolution 2023-98 Accepting Feasibility Report and Calling for a Public Hearing for the Bridgeview Shores Street Improvements INTRODUCTION The purpose of this memo is to request that the Council approve the feasibility report and schedule a public hearing for the Bridgeview Shores Street Improvements. BACKGROUND The preparation of a feasibility report for Bridgeview Shores Street Improvements was authorized by the Mendota Heights City Council by adopting Resolution 2023-55 at the City Council meeting held on September 5, 2023. The proposed streets to be rehabilitated are Arbor Court, Bridgeview Court, Mendota Heights Circle, Monet Court, Monet Lane, Pondhaven Court, Pondhaven Lane, Westview Circle, and Westview Terrace. Based on our observations, as well as our pavement management system, a majority of these streets have deteriorated to the point where it is no longer cost effective to patch the street and rehabilitation is necessary. The feasibility report indicates the estimated costs for the project, along with preliminary assessment estimates. At the end of the feasibility report, a project financing summary is included to show project cost splits and funding sources to be utilized. The total estimated cost of the project is $2,764,000 including indirect costs. A portion of the feasibility report is attached and the entire report is available for review at city hall or via request. Staff is proposing to hold an informational meeting on January 10, 2024. BUDGET IMPACT Street improvement projects are proposed to be assessed to the benefiting property owners. Pursuant to the City's Street Rehabilitation and Reconstruction Policy, the benefiting properties should be assessed 50% of the street reconstruction and rehabilitation costs. The following tables show the estimated unit assessments based on the City policy. Page 136 of 237 PROJECT COSTS ITEM CONSTRUCTION INDIRECT* TOTAL STREET REHABILITATION $1,845,023.50 $461,255.88 $2,306,279.38 SIDEWALK REPLACEMENT $124,000.00 $31,000.00 $155,000.00 STORM SEWER $165,000.00 $41,250.00 $206,250.00 WATER MAIN $76,850.00 $19,212.50 $96,062.50 Totals $2,210,873.50 $552,718.38 * Includes 25% indirect costs for legal, engineering, administration, and finance. FUNDING SOURCES $2,763,591.88 ITEM COST ESTIMATE ASSESSMENT MUNICIPAL BONDS UTILITY FUNDS S.P.R.W.S. STREET REHABILITATION $2,306,279.38 $705,000.00 $1,601,279.38 SIDEWALK REPLACEMENT $155,000.00 $155,000.00 STORM SEWER $206,250.00 $206,250.00 WATER MAIN $96,062.50 $96,062.50 Totals ASSESSMENT CALCULATIONS - STREET REHABILITATION $2,763,591.88 $705,000.00 $1,756,279.38 $206,250.00 $96,062.50 Assessable Costs $2,306,279.38 Assessment $1,153,139.69 Assessable Units 94 Estimated Unit Assessment per City Policy $12,267.44 Proposed Unit Assessment $7,500.00 Residential assessments for the project are calculated to be $12,267 for the street improvements. Staff is proposing that the assessments be capped at $8,000 to better align with recent projects. Staff is hopeful that competitive bids will be received on the project reducing the assessment to residential properties. The total project cost is estimated at $2,764,000. The assessment amount of $705,000 is equivalent to 40.1% of the bond amount. Minnesota Statutes Chapter 429 Special Assessment Bond Issue requires that a minimum of 20% of the total bond issue amount be recovered through special assessments. As the project is designed and competitively bid, the calculated assessment amount will be updated leading up to the adoption of the assessment roll. The improvements are necessary to allow for safe and reliable street and utility services within the City of Mendota Heights. The project will be competitively bid to allow for a cost effective improvement. The feasibility study has provided an overall analysis of the feasible improvements for consideration within this project area. Therefore, the proposed improvements within the areas outlined in this report are necessary, cost effective, and feasible from an engineering standpoint. Page 137 of 237 RECOMMENDATION Staff recommends that council accept the feasibility report and schedule the public hearing for January 23, 2024. A neighborhood informational meeting will be scheduled to be held on January 10, 2024. ACTION REQUIRED If City Council wishes to implement the staff recommendation, pass a motion adopting A RESOLUTION ACCEPTING FEASIBILITY REPORT AND CALLING FOR A PUBLIC HEARING ON THE BRIDGEVIEW SHORES STREET IMPROVEMENT PROJECT #202406. This action requires a simple majority vote. Page 138 of 237 CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA RESOLUTION 2023-98 A RESOLUTION ACCEPTING FEASIBILITY REPORT AND CALLING FOR A PUBLIC HEARING ON THE BRIDGEVIEW SHORES STREET IMPROVEMENT PROJECT (PROJECT #202406) WHEREAS, pursuant to Resolution 2023-55, the City Council, on September 5, 2023, ordered a feasibility report to be prepared by the Public Works Director with reference to the improvement of Arbor Court, Bridgeview Court, Mendota Heights Circle, Monet Court, Monet Lane, Pondhaven Court, Pondhaven Lane, Westview Circle, and Westview Terrace; and WHEREAS, the Public Works Director has submitted a report to the City Council with respect to Arbor Court, Bridgeview Court, Mendota Heights Circle, Monet Court, Monet Lane, Pondhaven Court, Pondhaven Lane, Westview Circle, and Westview Terrace improvements which include: reclaimed aggregate base, concrete curb and gutter, bituminous surfacing, trail improvements, storm sewer repair and improvements, ADA improvements and appurtenant work; and WHEREAS, in said report the Public Works Director reported that the proposed improvements and construction thereof are desirable and necessary, technically and economically feasible, cost effective, and further reported on the estimated cost of the proposed improvements; and NOW, THEREFORE, IT IS HEREBY RESOLVED, by the Mendota Heights City Council as follows: 1. The City Council hereby accepts the Feasibility Report as submitted. 2. The Council will consider the improvement of such streets and areas in accordance with the report and the assessment of property as described in the report for all or a portion of the cost of the improvements pursuant to Minnesota Statutes Chapter 429 at an estimated total cost of the improvements of $2,764,000. 3. A Public Hearing shall be held on such proposed improvements on the 23rd day of January, 2024, at City Hall, 1101 Victoria Curve, City of Mendota Heights, Minnesota at 7:00 p.m. Statutory notice and publication requirements shall be followed. Adopted by the City Council of the City of Mendota Heights this nineteenth day of December, 2023. CITY COUNCIL CITY OF MENDOTA HEIGHTS Stephanie B. Levine, Mayor ATTEST: Nancy Bauer, City Clerk Page 139 of 237 FEASIBILITY REPORT FOR BRIDGEVIEW SHORES STREET IMPROVEMENTS WHICH INCLUDES IMPROVEMENTS TO: ARBOR COURT, BRIDGEVIEW COURT, MENDOTA HEIGHTS CIRCLE, MONET COURT, MONET LANE, PONDHAVEN CIRCLE, PONDHAVEN LANE, WESTVIEW CIRCLE, AND WESTVIEW TERRACE. City of Mendota Heights n li CITY PROJECT #202406 DECEMBER 13, 2023 I hereby certify that this Feasibility Report was prepared by me or under my direct supervision and that I am a duly licensed Professional Engineer under the laws of the State of Minnesota. December 13, 2023 Ryan E. Ruzekj P.E. Date Reg. o. 44990 Page 140 of 237 Feasibility Report Project No. 202406 Page 2 Page 141 of 237 Table of Contents TABLE OF CONTENTS 3 INTRODUCTION 4 AUTHORIZATION 4 SCOPE 4 LOCATION 4 RESIDENT INPUT 4 EXISTING CONDITIONS 5 STREETS 5 Arbor Court, Bridgeview Court, Mendota Heights Circle, Monet Court, Monet Lane, Pondhaven Court, Pondhaven Lane, Westview Circle, and Westview Terrace 5 WATER MAIN 6 STORM SEWER 6 SANITARY SEWER 6 CONCRETE SIDEWALKS 6 PRIVATE UTILITIES 6 PROPOSED IMPROVEMENTS 7 ROADWAY REHABILITATION 7 Arbor Court, Bridgeview Court, Mendota Heights Circle, Monet Court, Monet Lane, Pondhaven Court, Pondhaven Lane, Westview Circle, and Westview Terrace 7 WATER MAIN 7 STORM SEWER 7 CONCRETE SIDEWALK IMPROVEMENTS 7 PRIVATE UTILITIES 7 FUNDING 8 FEASIBILITY 8 FUNDING SOURCES AND SPECIAL ASSESSMENTS 8 ESTIMATED PROJECT COSTS 9 PROPOSED ESTIMATED ASSESSMENTS 9 Street Rehabilitation — Arbor Court, Bridgeview Court, Mendota Heights Circle, Monet Court, Monet Lane, Pondhaven Court, Pondhaven Lane, Westview Circle, and Westview Terrace 9 FUNDING SOURCES.. .9 PROPOSED PROJECT SCHEDULE 220 CONCLUSION 22 APPENDIX A: STREET REHABILITATION AREA & PROPERTIES TO BE ASSESSED APPENDIX B: QUESTIONNAIRE AND RESPONSES APPENDIX C: REHABILITATION TYPICAL SECTION APPENDIX D: ENGINEERS OPINION OF ESTIMATED COSTS APPENDIX E: PRELIMINARY ASSESSMENT ROLL Feasibility Report Page 3 Project No. 202406 Page 142 of 237 INTRODUCTION Authorization The preparation of this report was authorized by the Mendota Heights City Council by adopting Resolution 2023-55 at the September 5, 2023, City Council meeting. This project has been designated as City Project No. 202406. The improvements to Arbor Court, Bridgeview Court, Mendota Heights Circle, Monet Court, Monet Lane, Pondhaven Court, Pondhaven Lane, Westview Circle, and Westview Terrace are located in Section 35 & 36, Township 28, Range 23. Scope This report addresses the feasibility of street rehabilitation for the urban sections of Arbor Court, Bridgeview Court, Mendota Heights Circle, Monet Court, Monet Lane, Pondhaven Court, Pondhaven Lane, Westview Circle, and Westview Terrace. Engineers opinions of estimated costs for the associated improvements are noted herein and project funding strategies have been developed in this report. Location The proposed street rehabilitation area is shown in Appendix A. Resident Input An informational letter and questionnaire were sent to the ninety-five (95) residents of the neighborhood on September 25, 2023, to inform them of the project. Fifty-eight (58) of the questionnaires were returned, for a 61 % return rate. The two key issues that were asked in the questionnaire were drainage and traffic/pedestrian related issues. The letter, questionnaire, summarized responses spreadsheet and individual resident responses are shown in Appendix B. Feasibility Report Page 4 Project No. 202406 Page 143 of 237 EXISTING CONDITIONS Streets Arbor Court, Bridgeview Court, Mendota Heights Circle, Monet Court, Monet Lane, Pondhaven Court, Pondhaven Lane, Westview Circle, and Westview Terrace Mendota Heights Circle was constructed in 1988 under Project Number 8519 as part of the Mendota Heights Road & Huber Drive Improvements. Mendota Heights Circle 01 Mendota Heights Circle 02 Feasibility Report Project No. 202406 Page 5 Page 144 of 237 Bridgeview Court and Pondhaven Lane (east) were constructed in 1988 under Project Number 8807 as part of the Bridgeview Shores Pt Addition street project. Bridgeview Court 01 Bridgeview Court 02 Feasibility Report Project No. 202406 Page 6 Page 145 of 237 Bridgeview Court 03 Pondhaven Lane East 01 Feasibility Report Project No. 202406 Page 7 Page 146 of 237 Pondhaven Lane East 02 Bridgeview Court, Pondhaven Lane (east), and Mendota Heights Circle are a part of the Bridgeview Shores 1st Addition recorded plat. VILINI BRIDGEVIEW SHORES 1ST ADDITION 7"I'Lt •ft;.' 1-7, OLITLOT C =',V,orrpfm'r,"' • • Zrz4.'7s-Zg•i'77::,77] nn P..e N • ••• "-' NEOWND SHEET 2 Of 2 SHEETS Feasibility Report Page 8 Project No. 202406 Page 147 of 237 Pondhaven Circle, Pondhaven Lane (west), Westview Circle, and Westview Terrace were constructed in 1990 under Project Number 9007. Pondhaven Circle 01 Pondhaven Circle 02 Feasibility Report Project No. 202406 Page 9 Page 148 of 237 Pondhaven Lane West 01 Pondhaven Lane West 02 Feasibility Report Project No. 202406 Page 10 Page 149 of 237 Westview Terrace 01 Westview Terrace 02 Feasibility Report Project No. 202406 Page 11 Page 150 of 237 Westview Circle 01 Westview Circle 02 Feasibility Report Project No. 202406 Page 12 Page 151 of 237 Pondhaven Circle, Pondhaven Lane (west), Westview Circle, and Westview Terrace were recorded as part of the Bridgeview Shores 2nd Addition plat. BRIDGEYIEW SHORES 2ND ADDITION VICINIJY MAP HEDLUND SHEET 2 OE 2 SHEETS Arbor Court was constructed in 1991 under Project Number. Arbor Court 01 Feasibility Report Project No. 202406 Page 13 Page 152 of 237 Arbor Court 02 Arbor Court was recorded as part of the Mendota Woods Subdivision plat. E, Q. Ruo f SONF, lNC, L1N0 9[/QVE ✓a qs• MENDO74 WOODS rrcr..�-t^r S,,.Na. e.M.:.. .; fwra •!ra^.yi �n�4r,i�af o h� 9aoa�ch �o.. mon,.mz�/ s¢{mvrked elw wrsl /riAP M fh¢ pf' �U 6 6/•✓� 3eP !;.-p_ 2ar ¢. " Fer Fee/ so., fire ,oesd'h de ";!rneiii Sc,/ion 36! Twp. YPy A x.P.3 Y Feasibility Report Project No. 202406 Page 14 Page 153 of 237 Monet Court and Monet Lane were constructed in 1995 under Project Number . Monet Court 01 Monet Court 02 Feasibility Report Project No. 202406 Page 15 Page 154 of 237 Monet Lane 01 Monet Lane 02 Feasibility Report Project No. 202406 Page 16 Page 155 of 237 Monet Court and Monet Lane were recorded as part of the Mendota Meadows plat. COPY IMDLUND MENDOTA MEADOWS E MENDOTA HE: cgi-ITS P; , E X E (PARCE' 10E W Uri VICINIT, MP. n " n MAD a.asa 0 1 hx SHEET 2 OF 2 SHEETS Furthermore, the existing urban street section for Arbor Court, Bridgeview Court, Mendota Heights Circle, Monet Court, Monet Lane, Pondhaven Court, Pondhaven Lane, Westview Circle, and Westview Terrace include concrete curb and gutter, storm sewer, sanitary sewer, and water main. The roadway width currently measures 33 feet, from face of curb to face of curb, for all streets. Arbor Court is an exception, which measures 30 feet, face of curb to face of curb. All streets included were constructed with a pavement section consisting of a 3.5" bituminous surface over a 6" aggregate base. The storm water for Arbor Court, Bridgeview Court, Mendota Heights Circle, Monet Court, Monet Lane, Pondhaven Court, Pondhaven Lane, Westview Circle, and Westview Terrace drains into an existing storm sewer system. The existing storm sewer system drains east to Copperfield Ponds and eventually to Friendly Hills Marsh. The proposed project falls within the Lower Mississippi River Watershed District. Arbor Court, Bridgeview Court, Mendota Heights Circle, Monet Court, Monet Lane, Pondhaven Court, Pondhaven Lane, Westview Circle, and Westview Terrace currently have a failing bituminous surface and are in significantly poor condition. All of these streets appear to be near the end of their useful life and the cost to maintain and repair these roadways are steadily increasing. Overlaying or seal coating the existing pavement is no longer a feasible alternative. Feasibility Report Page 17 Project No. 202406 Page 156 of 237 These streets no longer meet the City's minimum design standards and it is no longer cost effective to continue to repair these streets. Based on the extent of fatigue cracking, a rehabilitation of Arbor Court, Bridgeview Court, Mendota Heights Circle, Monet Court, Monet Lane, Pondhaven Court, Pondhaven Lane, Westview Circle, and Westview Terrace is recommended by our pavement management system. Street rehabilitation will consist of reclaiming the existing bituminous roadway and then placement of a new bituminous surface over the reclaimed pavement material. Pavement cores have been obtained for these streets that verify the existing street cross-section and that the material will be suitable for pavement reclamation. Water Main St. Paul Regional Water Services (SPRWS) has recommended maintenance operations for the ductile iron water main pipe on Arbor Court, Bridgeview Court, Mendota Heights Circle, Monet Court, Monet Lane, Pondhaven Court, Pondhaven Lane, Westview Circle, and Westview Terrace. Maintenance operations shall include, but not limited to, fire hydrant replacement, gate valve replacement, and sacrificial anode cathodic protection installation. Storm Sewer Arbor Court, Bridgeview Court, Mendota Heights Circle, Monet Court, Monet Lane, Pondhaven Court, Pondhaven Lane, Westview Circle, and Westview Terrace have existing storm sewer. As part of rehabilitation, all storm sewer manhole castings shall be reset. This includes replacing all concrete rings and infiltration protection installation. The storm sewer pipe is currently in good condition, with no need for replacement. Sanitary Sewer The sanitary sewer located within the limits of the project site was cleaned and televised as part of Mendota Heights City Project MH2O2004 in 2020 on Arbor Court, Bridgeview Court, Mendota Heights Circle, Monet Court, Monet Lane, Pondhaven Court, Pondhaven Lane, Westview Circle, and Westview Terrace. Eight -inch polyvinyl chloride (PVC) sewer pipes are located throughout the project area. Overall, the pipes throughout the proposed project site are in good condition with very few instances of leaking located near the manholes. As part of rehabilitation, all sanitary manhole castings shall be reset. This includes replacing all concrete rings and infiltration protection installation. This project does not include replacing any of the existing sanitary sewer lines. Concrete Sidewalks Bridgeview Court and Monet Lane were constructed with a 5' wide concrete sidewalk along the west boulevard. Monet Court and Pondhaven Lane were constructed with a 5' wide concrete sidewalk along the south boulevard. Westview Terrace was constructed with a 5' wide concrete sidewalk along the east boulevard. Private Utilities Providers of privately -owned gas, electric, communications and cable television utilities are present in the neighborhood. Feasibility Report Page 18 Project No. 202406 Page 157 of 237 PROPOSED IMPROVEMENTS Roadway Rehabilitation Arbor Court, Bridgeview Court, Mendota Heights Circle, Monet Court, Monet Lane, Pondhaven Court, Pondhaven Lane, Westview Circle, and Westview Terrace The rehabilitation of Arbor Court, Bridgeview Court, Mendota Heights Circle, Monet Court, Monet Lane, Pondhaven Court, Pondhaven Lane, Westview Circle, and Westview Terrace require a 7-ton street design to meet the City's Street Rehabilitation Policy. Proposed improvements for these streets will include the reclamation of the existing bituminous roadway and the placing of a 2.5" bituminous base course and a 1.5" bituminous wear course over the reclaimed pavement material. By using the reclaimed pavement material as a base, there is a cost savings and structural benefit versus importing a new aggregate base material. This method should rehabilitate the streets to like new condition and extend the life of the pavement an additional 20-30 years with continued preventative maintenance. See Appendix A for project area. See Appendix B for the rehabilitation typical section. Any damaged concrete curb and gutter along these streets will also be replaced as part of the roadway restoration. Driveways that may be disturbed due to the street rehabilitation will be replaced in kind based on disturbance limits. Disturbed boulevard areas will be restored with topsoil and sod. The existing right-of-way is 60 feet wide throughout the project. No additional right-of-ways acquisitions are anticipated with this project. Water Main As mentioned before, SPRWS has recommended maintenance operations for the remaining ductile iron water main pipe on Arbor Court, Bridgeview Court, Mendota Heights Circle, Monet Court, Monet Lane, Pondhaven Court, Pondhaven Lane, Westview Circle, and Westview Terrace. This includes fire hydrant replacements and cathodic protection installed to prolong the life of the existing 6" ductile iron pipe. Storm Sewer As mentioned before, the existing storm sewer is in satisfactory condition. This project does not include replacing any of the existing storm sewer lines. All storm sewer castings will be reset to proper grade, including ring replacement. Installation of 5 sump manholes at catch basins prior to outlet structures. Additional storm water improvements including, but not limited to, rain gardens will be considered on an individual basis, based upon homeowner interest and storm water design feasibility after the Informational Meeting scheduled on January 10, 2024. Concrete Sidewalk Improvements As part of Bridgeview Shores Street Improvements, seventeen (17) pedestrian ramps are proposed to be updated to current ADA standards. An additional pedestrian ramp is proposed to be installed at the trailhead of the path connecting Bridgeview Court and Havenview Court to the north. Feasibility Report Page 19 Project No. 202406 Page 158 of 237 Private Utilities No utility companies have indicated they will be making improvements to their distribution networks in conjunction with our proposed improvements. Funding Per the City's Street Rehabilitation and Reconstruction Policy it is proposed that the benefiting property owners will be assessed for the street rehabilitation. The property tax levy will be used to finance the City's portion of the street rehabilitation. Storm sewer and water main funds will come from their respective utility accounts. Feasibility From an engineering standpoint, this project is necessary, cost-effective, feasible and can be accomplished as proposed. FUNDING SOURCES AND SPECIAL ASSESSMENTS The area proposed to be assessed is every lot, piece, and parcel within the city limits benefiting from said improvement, whether abutting or not, within the following described areas: Arbor Court, Bridgeview Court, Mendota Heights Circle, Monet Court, Monet Lane, Pondhaven Court, Pondhaven Lane, Westview Circle, and Westview Terrace. Specific property descriptions included in the above -described area, but not inclusive, are as follows: Bridgeview Shores 1st Addition, Bridgeview Shores 2nd Addition, Mendota Meadows Subdivision, and Mendota Woods Subdivision. The roadway improvement costs can be assessed on a unit basis to the benefiting properties as per the Street Rehabilitation and Reconstruction Policy adopted by the City council on June 16, 1992. The following section discusses the assessment distribution for the street improvements based on the City's policy. Estimated Project Costs The following costs were prepared based upon an Engineers Opinion of Estimated Costs (Appendix D) and are subject to change, depending on the final design of the project, soil conditions, bids received, and actual work performed. PROJECT COSTS ITEM CONSTRUCTION INDIRECT* TOTAL Street Rehabilitation $1,845,023.50 $461,255.88 $2,306,279.38 Sidewalk Improvements $124,000.00 $31,000.00 $155,000.00 Storm Sewer $165,000.00 $41,250.00 $206,250.00 Water Main (SPRWS) $76,850.00 $19,212.50 $96,062.50 Totals $2,210,873.50 $552,718.38 $2,763,591.88 * Includes 25% indirect costs for legal, engineering, administration, and finance. Feasibility Report Project No. 202406 Page 20 Page 159 of 237 Proposed Estimated Assessments Street Rehabilitation - Arbor Court, Bridgeview Court, Mendota Heights Circle, Monet Court, Monet Lane, Pondhaven Court, Pondhaven Lane, Westview Circle, and Westview Terrace The estimated total assessable amount for the project is based on specially assessing 50% of the street rehabilitation costs including but not limited to mobilization, traffic control, bituminous removal/reclamation, bituminous base course, bituminous wear course, tack coat, curb and gutter, valve and manhole adjustments, and appurtenant work. The preliminary assessment roll listing the assessable parcels is provided in Appendix E. ASSESSMENT CALCULATIONS - STREET REHABILITATION Assessable Costs $2,306,279.38 Assessment $1,153,139.69 Assessable Units 94 Estimated Unit Assessment per City Policy $12,267.44 Proposed Unit Assessment $7,500.00 $1,153,139.44 50% $705,000.00 31% The estimated unit assessments for the street rehabilitation are higher than the rates that staff anticipates for future rehabilitation projects with pavement reclamation due to the anticipated sub -grade correction. Staff proposes to assess the benefiting properties $7,500/unit in order to bring the rate closer to anticipated rehabilitation projects costs. The costs and funding sources for the projects are summarized in the following tables: FUNDING SOURCES ITEM COST ESTIMATE ASSESSMENT MUNICIPAL BONDS UTILITY FUNDS Street Rehabilitation $2,306,279.38 $705,000.00 $1,601,279.38 Sidewalk Improvements $155,000.00 $155,000.00 Storm Sewer $156,250.00 $206,250.00 Water Main (SPRWS) $96,062.50 $96,062.50 Totals $2,763,591.88 $705,000.00 $1,756,279.38 $302,312.50 With a total estimated project cost of $2,763,591.88 and an estimated bond issue of $1,601,279.38, the assessed amount of $705,000.00 would be equivalent to 40.1% of the total bond issue. Minnesota Statutes Chapter 429 Special Assessment Bond Issue requires that a minimum of 20% of the total bond issue amount be recovered through special assessments. Feasibility Report Project No. 202406 Page 21 Page 160 of 237 PROPOSED PROJECT SCHEDULE The following project schedule outlines an approach to complete the assessable projects in 2024: ACTIVITY DATE Accept Feasibility Study/Call for Public Hearing December 20, 2023 Hold Informational Meeting January 10, 2024 Conduct Public Hearing/Accept Project/Order Plans and Specifications January 23, 2024 Hold Second Informational Meeting (if necessary) March, 2024 Approve Plans and Specifications/Order Advertisements for Bids March, 2024 Open Bids April, 2024 Accept Bids/Award Contract May, 2024 Begin Construction May/June 2024 Complete Base Course & Wear Course of Bituminous Pavement Fall 2024 Authorize Amount to be Assessed/Schedule Assessment Hearing October 2024 Conduct Assessment Hearing/Adopt Assessment Roll October 2024 CONCLUSION The proposed improvements are necessary, cost effective, and feasible from an engineering standpoint and should be made as proposed. The total estimated cost of the recommended improvements is $2,763,591.88. A portion of this project is proposed to be assessed to the benefiting property owners and the remainder through other funding sources. Feasibility Report Page 22 Project No. 202406 Page 161 of 237 APPENDIX A: Street Rehabilitation Area & Properties to be Assessed Feasibility Report Project No. 201906 1-'age ibz or zit Appendix A Bridgeview Shores Street Improvements Street Rehabilitation Area & Properties to be Assessed Date: 10/15/2023 0 350 SCALE IN FEET nCity of MENDOTA HEIGHTS 4 Legend 2024 Proposed Street Rehabilitation 2024 Proposed Property Assessments KIEI.GHTS R • ••••-„,3 25154. • 0 0 0 0 0 0 Ci 0 • ' ! -.' - •i'i' ',il., . •,.'. • N ..l. :4 . ef . %' -• _-• '1/41.-iw' .i. ,,.(i.i .'. t•' IIa. ,.. I .' 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By accessing this imagery, the user and afti[ .plia_cl,e. httic:2/4 isirn-g7ck.d-0„1,<ota.mnTls/mrsid/Tase aerial.photogra'phy 2028 sprg/ _ Nearmap DakotaCounty7IGNED.pd7 Page 163 of 237 APPENDIX B: Questionnaire and Responses Feasibility Report Project No. 201906 Page 164 of 237 ENGINEERS OPINION OF ESTIMATED COSTS nal CITY OF MENDOTA HEIGHTS PROJECT: Bridgeview Shores Street Improvements PROJECT #: MH202406 DATE: 12/13/2023 PROJECT TOTAL LOCAL JOB 202406, ROADWAY STREET REHABILITATION LOCAL JOB 202406, ROADWAY CURB REPLACEMENT LOCAL JOB 202406 SIDEWALK REPLACEMENT LOCAL JOB 202406 STORM SEWER LOCAL JOB 202406 WATER MAIN ITEM NO. SPEC. NO. ITEM DESCRIPTION UNIT ENGINEERS ESTIMATED QUANTITY ENGINEERS ESTIMATED UNIT PRICE ENGINEER'S ESTIMATED AMOUNT REHABILITATION ESTIMATED QUANTITY REHABILITATION ESTIMATED AMOUNT CURB ESTIMATED QUANTITY CURB ESTIMATED AMOUNT SIDEWALK ESTIMATED QUANTITY SIDEWALK ESTIMATED AMOUNT STORM SEWER ESTIMATED QUANTITY STORM SEWER ESTIMATED AMOUNT WATER MAIN ESTIMATED QUANTITY WATER MAIN ESTIMATED AMOUNT ENGINEERS ENGINEERS ESTIMATED UNIT ESTIMATED PRICE AMOUNT SCHEDULE 'A' - STREET REHABILITATION 1 2021.501 MOBILIZATION L.S. 1.00 $70,000.00 $70,000.00 0.55 $38,500.00 0.25 $17,500.00 0.10 $7,000.00 0.10 $7,000.00 $70,000.00 $70,000.00 2 2101.602 CLEARING AND GRUBBING 4" AND LARGER DIAMETER TREE 10 $500.00 $5,000.00 10.0 $5,000.00 $500.00 $5,000.00 3 2101.602 TREE TRIMMING Each 10 $200.00 $2,000.00 10.0 $2,000.00 $200.00 $2,000.00 4 2104.502 SALVAGE CASTING Each 48 $250.00 $12,000.00 48.0 $12,000.00 $250.00 $12,000.00 5 2104.503 REMOVE CONCRETE CURB AND GUTTER L.F. 2,928 $10.00 $29,280.00 2,928.0 $29,280.00 $10.00 $29,280.00 6 2104.505 REMOVE CONCRETE DRIVEWAY PAVEMENT S.Y. 410 $15.00 $6,150.00 410.0 $6,150.00 $15.00 $6,150.00 7 2104.505 REMOVE BITUMINOUS DRIVEWAY PAVEMENT S.Y. 510 $12.00 $6,120.00 510.0 $6,120.00 $12.00 $6,120.00 8 2104.511 SAWING CONCRETE DRIVEWAY L.F. 308 $8.00 $2,464.00 308.0 $2,464.00 $8.00 $2,464.00 9 2104.513 SAWING BITUMINOUS DRIVEWAY L.F. 383 $4.00 $1,532.00 383.0 $1,532.00 $4.00 $1,532.00 10 2104.513 SAWING BITUMINOUS PAVEMENT (FULL DEPTH) L.F. 555 $5.00 $2,775.00 555.0 $2,775.00 $5.00 $2,775.00 11 2104.618 SALVAGE BRICK PAVERS S.F. 125 $10.00 $1,250.00 125.0 $1,250.00 $10.00 $1,250.00 12 2105.607 COMMON EXCAVATION - HAUL OFF -SITE (EV)(P) C.Y. 4,859 $35.00 $170,065.00 4,859.0 $170,065.00 $35.00 $170,065.00 13 2105.507 SUBGRADE/AGGREGATE BASE CORRECTION EXCAVATION OUTSIDE THE AREA OF INFLUENCE OF CONTRACTOR INSTALLED UTILITY TRENCHES (SEE SPECIAL CONDITIONS - SECTION 2) C.Y. 3,040 $28.00 $85,120.00 3,040.0 $85,120.00 $28.00 $85,120.00 14 2105.526 SELECT TOPSOIL BORROW (LV) C.Y. 161 $35.00 $5,635.00 161.0 $5,635.00 $35.00 $5,635.00 15 2105.604 GEOTEXTILE FABRIC, TYPE 5 S.Y. 5,016 $2.25 $11,286.00 5,016.0 $11,286.00 $2.25 $11,286.00 16 2112.604 BASE PREPARATION (SEE SPECIAL CONDITIONS - SECTION 2) S.Y. 18,238 $2.00 $36,476.00 18,238.0 $36,476.00 $2.00 $36,476.00 17 2123.501 COMMON LABOR HR 10 $150.00 $1,500.00 10.0 $1,500.00 $150.00 $1,500.00 18 2123.509 DOZER WITH OPERATOR HR 10 $250.00 $2,500.00 10.0 $2,500.00 $250.00 $2,500.00 19 2123.514 2 CU YD FRONT END LOADER WITH OPERATOR HR 10 $250.00 $2,500.00 10.0 $2,500.00 $250.00 $2,500.00 20 2123.610 SKID STEER (BOBCAT) WITH OPERATOR HR 10 $250.00 $2,500.00 10.0 $2,500.00 $250.00 $2,500.00 21 2123.610 BACK HOE WITH OPERATOR HR 10 $350.00 $3,500.00 10.0 $3,500.00 $350.00 $3,500.00 22 2123.610 STREET SWEEPER (WITH PICKUP BROOM) HR 20 $350.00 $7,000.00 20.0 $7,000.00 $350.00 $7,000.00 23 2211.501 RECLAMATION MATERIAL HAULED OFF -SITE (P) TON 3,915 $35.00 $137,025.00 3,915.0 $137,025.00 $35.00 $137,025.00 24 2211.501 AGGREGATE BASE CLASS 5 (RECYCLED, ON -SITE), IN PLACE (P) TON 6,563 $22.50 $147,667.50 6,073.0 $136,642.50 490.0 $11,025.00 $22.50 $147,667.50 25 2211.501 1 1/2" SCREENED CLEAN ROCK TON 482 $35.00 $16,870.00 482.0 $16,870.00 $35.00 $16,870.00 26 2232.501 MILL BITUMINOUS SURFACE (1.5" NOMINAL DEPTH) (PRIOR TO WEAR COURSE) S.Y. 185 $10.00 $1,850.00 185.0 $1,850.00 $10.00 $1,850.00 27 2331.604 BITUMINOUS PAVEMENT RECLAMATION (10" NOMINAL DEPTH) S.Y. 18,238 $5.00 $91,190.00 18,238.0 $91,190.00 $5.00 $91,190.00 28 2357.502 BITUMINOUS MATERIAL FOR TACK COAT GAL 1,824 $3.75 $6,840.00 1,824.0 $6,840.00 $3.75 $6,840.00 29 2360.501 TYPE SPWEA240C WEARING COURSE, IN -PLACE TON 1,708 $100.00 $170,800.00 1,708.0 $170,800.00 $100.00 $170,800.00 30 2360.502 TYPE SPNWB230B NON WEARING COURSE, IN -PLACE TON 2,924 $95.00 $277,780.00 2,924.0 $277,780.00 $95.00 $277,780.00 31 2360.503 3" TYPE SPWEA230B WEARING COURSE FOR DRIVEWAYS S.Y. 510 $185.00 $94,350.00 510.0 $94,350.00 $185.00 $94,350.00 32 2451.507 GRANULAR BACKFILL (CV) C.Y. 1,748 $30.00 $52,440.00 1,748.0 $52,440.00 $30.00 $52,440.00 33 2502.602 PROTECT, SALVAGE, RESTORE, OR REPLACE IRRIGATION, PER LOT Each 95 $500.00 $47,500.00 95.0 $47,500.00 $500.00 $47,500.00 34 2504.602 REPLACE VALVE BOX, INCLUDING PARTS Each 4 $1,500.00 $6,000.00 4.0 $6,000.00 $1,500.00 $6,000.00 35 2504.602 ADJUST VALVE BOX, INCLUDING PARTS Each 23 $750.00 $17,250.00 23.0 $17,250.00 $750.00 $17,250.00 36 2504.602 SACRIFICIAL ANODE RETRO-FIT Each 21 $2,850.00 $59,850.00 21.0 $59,850.00 $2,850.00 $59,850.00 37 2506.502 INSTALL CASTING (SALVAGED), REPLACE CONCRETE RINGS Each 48 $850.00 $40,800.00 48.0 $40,800.00 $850.00 $40,800.00 38 2506.502 CONSTRUCT DRAINAGE STRUCTURE (48"W & 3'D SUMP MANHOLE) Each 5 $8,000.00 $40,000.00 5.0 $40,000.00 $8,000.00 $40,000.00 39 2506.604 CONSTRUCT RAIN GARDEN S.Y. 500 $250.00 $125,000.00 500.0 $125,000.00 $250.00 $125,000.00 Page 1 of 2 Page 165 of 237 PROJECT TOTAL LOCAL JOB 202406, ROADWAY STREET REHABILITATION LOCAL JOB 202406, ROADWAY CURB REPLACEMENT LOCAL JOB 202406 SIDEWALK REPLACEMENT LOCAL JOB 202406 STORM SEWER LOCAL JOB 202406 WATER MAIN ITEM NO. SPEC. NO. ITEM DESCRIPTION UNIT ENGINEER'S ESTIMATED QUANTITY ENGINEER'S ESTIMATED UNIT PRICE ENGINEER'S ESTIMATED AMOUNT REHABILITATION ESTIMATED QUANTITY REHABILITATION ESTIMATED AMOUNT CURB ESTIMATED QUANTITY CURB ESTIMATED AMOUNT SIDEWALK ESTIMATED QUANTITY SIDEWALK ESTIMATED AMOUNT STORM SEWER ESTIMATED QUANTITY STORM SEWER ESTIMATED AMOUNT WATER MAIN ESTIMATED QUANTITY WATER MAIN ESTIMATED AMOUNT ENGINEER'S ESTIMATED UNIT PRICE ENGINEER'S ESTIMATED AMOUNT 40 2521.501 4" CONCRETE WALK S.F. 7,065 $15.00 $105,975.00 7,065.0 $105,975.00 $15.00 $105,975.00 41 2531.501 CONCRETE CURB & GUTTER DESIGN B618 (HAND FORMED) L.F. 2,928 $45.00 $131,760.00 2,928.0 $131,760.00 $45.00 $131,760.00 42 2531.507 6" CONCRETE DRIVEWAY PAVEMENT S.Y. 410 $100.00 $41,000.00 410.0 $41,000.00 $100.00 $41,000.00 43 2531.507 7" CONCRETE APRON PAVEMENT (INCLUDING WIRE MESH PER DETAIL) S.Y. 410 $100.00 $41,000.00 410.0 $41,000.00 $100.00 $41,000.00 44 2540.604 INSTALL SALVAGED PAVER DRIVEWAY S.Y. 14 $120.00 $1,680.00 14.0 $1,680.00 $120.00 $1,680.00 45 2531.618 TRUNCATED DOME PANEL S.F. 288 $65.00 $18,720.00 288.0 $18,720.00 $65.00 $18,720.00 46 2563.601 TRAFFIC CONTROL L.S. 1.00 $35,000.00 $35,000.00 0.90 $31,500.00 0.10 $3,500.00 $35,000.00 $35,000.00 47 2564.502 INSTALL SIGN POST Each 10.00 $175.00 $1,750.00 10.00 $1,750.00 $175.00 $1,750.00 48 2564.502 INSTALL SIGN TYPE C Each 20.00 $150.00 $3,000.00 20.00 $3,000.00 $150.00 $3,000.00 49 2564.502 SIGN TYPE C S.F. 100.00 $45.00 $4,500.00 100.00 $4,500.00 $45.00 $4,500.00 50 2573.501 STABILIZED CONSTRUCTION EXIT L.S. 1 $5,000.00 $5,000.00 0.90 $4,500.00 0.10 $500.00 $5,000.00 $5,000.00 51 2573.502 STORM DRAIN INLET PROTECTION DURING CONSTRUCTION Each 21 $200.00 $4,200.00 21.0 $4,200.00 $200.00 $4,200.00 52 2573.503 SEDIMENT CONTROL LOG TYPE COMPOST L.F. 200 $5.00 $1,000.00 200.0 $1,000.00 $5.00 $1,000.00 53 2575.505 SODDING TYPE LAWN S.Y. 976 $8.50 $8,296.00 976.0 $8,296.00 $8.50 $8,296.00 54 2575.535 APPLICATION OF WATER FOR TURF, AFTER 30 DAYS MG 100 $45.00 $4,500.00 100.0 $4,500.00 $45.00 $4,500.00 55 2582.502 12" SOLID LINE WHITE -EPDXY L.F. 558 $6.50 $3,627.00 558.0 $3,627.00 $6.50 $3,627.00 SUBTOTAL SUMMARY $2,210,873.50 $1,600,552.50 $244,471.00 $124,000.00 $165,000.00 $76,850.00 $2,210,873.50 SCHEDULE 'A' - STREET REHABILITATION TOTAL $2.210,873.50 $2,210,873.50 $2.210,873.50 $2,210,873.50 Page 2 of 2 Street Rehabilitation = 10 years Draft City of Mendota Heights - Assessment Roll Bridgeview Shores Job # 202406 Page 166 of 237 Parcel ID Owner and Address Legal Lot and Block Improvement Amount 27- 15150- 01-010 27- 15150- 01-020 27- 15150- 01-030 27- 15150- 02-010 27- 15150- 02-020 27- 15150- 02-030 John P. & Sharon H. Kempainen 2487 Bridgeview Court Saint Paul, MN 55120-1678 Thomas & Judy Perrault 2491 Bridgeview Court Mendota Heights, MN 55120 Daniel J. & Kathleen Flicek 2493 Bridgeview Court Saint Paul, MN 55120-1678 Brian P. & Kara L. Farley 771 Pondhaven Lane Mendota Heights, MN 55120-1692 Alison Sarah Hurley Torinus 767 Pondhaven Lane Mendota Heights, MN 55120 William Jr. Krebsbach Ashley Krebsbach 2481 Bridgeview Court Mendota Heights, MN 55120 Bridgeview Shores 1st Addition Bridgeview Shores 1st Addition Bridgeview Shores 1st Addition Bridgeview Shores 1st Addition Bridgeview Shores 1st Addition Bridgeview Shores 1st Addition 2 1 3 1 Street Rehab $7,500.00 Street Rehab $7,500.00 Street Rehab $7,500.00 1 2 Street Rehab $7,500.00 2 2 Street Rehab $7,500.00 3 2 Street Rehab $7,500.00 11/22/2023 Page 1 of 15 Parcel ID Owner and Address Legal Lot and Block Improvement Page 167 o 37 27- 15150- 02-040 27- 15150- 03-010 27- 15150- 03-020 Christine Ruiz Michael John Ruiz 2477 Bridgeview Court Mendota Heights, MN 55120 Scott F. Thalhuber 2473 Bridgeview Court Mendota Heights, MN 55120 Kenneth K. Kauffman Miriam K. McCreary 2467 Bridgeview Court Saint Paul, MN 55120-1610 Bridgeview Shores 1st Addition 4 2 27- 15150- 03-030 27- 15150- 03-040 27- 15150- 03-050 Street Rehab $7,500.00 Bridgeview Shores 1st Addition 1 3 Bridgeview Shores 1st Addition 2 3 John R. & Deborah L. Katzmark Bridgeview Shores 1st Addition 2461 Bridgeview Court Saint Paul, MN 55120-1610 Jane M. Landerville 2455 Bridgeview Court Saint Paul, MN 55120-1610 Street Rehab $7,500.00 Street Rehab $7,500.00 3 3 Street Rehab $7,500.00 Bridgeview Shores 1st Addition 4 3 Street Rehab $7,500.00 27- 15150- 04-010 Matthew E. & Jennifer Jacobs 2450 Bridgeview Court Mendota Heights, MN 55120 Philip E. & Margaret Johnson 2458 Bridgeview Court Saint Paul, MN 55120-1600 Bridgeview Shores 1st Addition 5 3 Bridgeview Shores 1st Addition 1 4 Street Rehab $7,500.00 Street Rehab $7,500.00 11/22/2023 Page 2 of 15 Parcel ID Owner and Address 27- 15150- 04-020 27- 15150- 04-030 27- 15150- 04-040 27- 15150- 04-050 27- 15150- 04-060 27- 15150- 04-070 27- 15150- 04-080 Matthew & Katrina Hemauer 2464 Bridgeview Court Mendota Heights, MN 55120 Christopher & Mollie Perrault 2470 Bridgeview Court Mendota Heights, MN 55120 Dominique B. & Susan Najjar 2476 Bridgeview Court Mendota Heights, MN 55120-1600 Michael J. Wier Mary Pat McManus 2480 Bridgeview Court Saint Paul, MN 55120-1600 Yuping Zheng 2484 Bridgeview Court Mendota Heights, MN 55120 Norman C. & Patricia Linnell 2488 Bridgeview Court Saint Paul, MN 55120-1600 Joseph K. & Amy M. Smith 2492 Bridgeview Court Mendota Heights, MN 55120 Legal Lot and Block Improvement Page 168 0 El cunt Bridgeview Shores 1st Addition 2 4 Street Rehab $7,500.00 Bridgeview Shores 1st Addition 3 4 Street Rehab $7,500.00 Bridgeview Shores 1st Addition 4 4 Street Rehab $7,500.00 Bridgeview Shores 1st Addition 5 4 Street Rehab $7,500.00 Bridgeview Shores 1st Addition 6 4 Street Rehab $7,500.00 Bridgeview Shores 1st Addition 7 4 Street Rehab $7,500.00 Bridgeview Shores 1st Addition 8 4 Street Rehab $7,500.00 11/22/2023 Page 3 of 15 Parcel ID Owner and Address Legal Lot and Block Improvement Page 169 0 El Ount 27- Jorge A. & Sara I. Maldonado Bridgeview Shores 1st Addition 9 4 Street Rehab $7,500.00 15150- 04-090 2496 Bridgeview Court Saint Paul, MN 55120-1600 27- Michael Kendall Murray Bridgeview Shores 1st Addition 10 4 Street Rehab $7,500.00 15150- Melissa Anne Caruso 04-100 2499 Mendota Heights Circle Mendota Heights, MN 55120 27- John Michael Reamer Bridgeview Shores 1st Addition 11 4 Street Rehab $7,500.00 15150- 04-110 2489 Mendota Heights Circle Mendota Heights, MN 55120 27- James M. & Sally R. Tstes McLaughlin Bridgeview Shores 1st Addition 12 4 Street Rehab $7,500.00 15150- 04-120 2480 Mendota Heights Circle Saint Paul, MN 55120 27- Matthew Walsh Bridgeview Shores 1st Addition 13 4 Street Rehab $7,500.00 15150- Laurie Walsh 04-130 2490 Mendota Heights Circle Mendota Heights, MN 55120 27- Thomas Alton Bridgeview Shores 1st Addition 14 4 Street Rehab $7,500.00 15150- Dori Hines 04-140 2500 Mendota Heights Circle 27- 15151- 01-010 Saint Paul, MN 55120-1690 Mark J. & Jody A. Tstes Toetschinger Bridgeview Shores 2nd Addition 810 Westview Circle Mendota Heights, MN 55120-1698 Street Rehab $7,500.00 11/22/2023 Page 4 of 15 Parcel ID Owner and Address 27- 15151- 01-020 27- 15151- 01-030 27- 15151- 01-040 27- 15151- 01-050 27- 15151- 01-060 27- 15151- 01-070 27- 15151- 01-080 Garry M. & Barbara Ruhlmann 816 Westview Circle Saint Paul, MN 55120-1698 Grant & Charlotte Moris 819 Westview Circle Mendota Heights, MN 55120 Paul R. & Kelly Bredemus 815 Westview Circle Saint Paul, MN 55120-1698 Jacqueline A. Easton 809 Westview Circle Saint Paul, MN 55120-1698 Jay P. & Rebecca A. Miller 2475 Westview Terrace Mendota Heights, MN 55120-2601 Steven R. Olsen Debra A. Ost 2469 Westview Terrace Saint Paul, MN 55120-1699 William Joseph Stein Pamela Zhulkie Stein 2465 Westview Terrace Mendota Heights, MN 55118 Legal Lot and Block Improvement Page 170 0 El cunt Bridgeview Shores 2nd Addition 2 1 Street Rehab $7,500.00 Bridgeview Shores 2nd Addition 3 1 Street Rehab $7,500.00 Bridgeview Shores 2nd Addition 4 1 Street Rehab $7,500.00 Bridgeview Shores 2nd Addition 5 1 Street Rehab $7,500.00 Bridgeview Shores 2nd Addition 6 1 Street Rehab $7,500.00 Bridgeview Shores 2nd Addition 7 1 Street Rehab $7,500.00 Bridgeview Shores 2nd Addition 8 1 Street Rehab $7,500.00 11/22/2023 Page 5 of 15 Parcel ID Owner and Address Legal Lot and Block Improvement Page 171 oAnCtount 27- Stephen J. & Sherry L. Kampa Bridgeview Shores 2nd Addition 9 1 Street Rehab $7,500.00 15151- 01-090 2464 Westview Terrace Mendota Heights, MN 55120 27- Erik Hill Bridgeview Shores 2nd Addition 10 1 Street Rehab $7,500.00 15151- Melanie Hill 01-100 2472 Westview Terrace Mendota Heights, MN 55120 27- Eric W. Maurer Bridgeview Shores 2nd Addition 11 1 Street Rehab $7,500.00 15151- Snigdhasmrithi S. Pusalavidyasagar 01-110 785 Pondhaven Lane Mendota Heights, MN 55120 27- John G. & Lisa A. Steveken Bridgeview Shores 2nd Addition 12 1 Street Rehab $7,500.00 15151- 01-120 781 Pondhaven Lane Mendota Heights, MN 55120-1692 27- William & Jean Kolstad Bridgeview Shores 2nd Addition 13 1 Street Rehab $7,500.00 15151- 01-130 775 Pondhaven Lane Saint Paul, MN 55120-1692 27- Charles & Megan Commerford Bridgeview Shores 2nd Addition 1 2 Street Rehab $7,500.00 15151- 02-010 2496 Westview Terrace Mendota Heights, MN 55120 27- Ronald L. & Nell E. Collier Bridgeview Shores 2nd Addition 2 2 Street Rehab $7,500.00 15151- 02-020 2490 Westview Terrace Saint Paul, MN 55120-2600 11/22/2023 Page 6 of 15 Parcel ID Owner and Address Legal Lot and Block Improvement Page 172 oftMount 27- 15151- 02-030 Jeffrey R. & Dana M. Buell 2482 Westview Terrace Saint Paul, MN 55120-2600 27- 15151- 02-040 27- 15151- 02-050 Michael P. Price Molly K. Minea 794 Pondhaven Lane Mendota Heights, MN 55120 Peter William Johnson Alice Catherine Boland 788 Pondhaven Lane Mendota Heights, MN 55120 Bridgeview Shores 2nd Addition 3 2 Street Rehab $7,500.00 Bridgeview Shores 2nd Addition 4 2 Bridgeview Shores 2nd Addition 5 2 27- 15151- 02-060 27- 15151- 02-070 27- 15151- 02-080 Neil K. & Lynette R. Johnson 2487 Pondhaven Circle Saint Paul, MN 55120-1695 Mark C. Hechtl 2491 Pondhaven Circle Mendota Heights, MN 55120 Bridgeview Shores 2nd Addition 6 2 Bridgeview Shores 2nd Addition 7 2 Street Rehab $7,500.00 Street Rehab $7,500.00 Street Rehab $7,500.00 Street Rehab $7,500.00 Mark J. & Christine M. Ayotte 2486 Pondhaven Circle Saint Paul, MN 55120-1695 27- 15151- 02-090 Kenton D. & Rebecca A. Rinker 782 Pondhaven Lane Saint Paul, MN 55120-1691 Bridgeview Shores 2nd Addition 8 2 Bridgeview Shores 2nd Addition 9 2 Street Rehab $7,500.00 Street Rehab $7,500.00 11/22/2023 Page 7 of 15 Parcel ID Owner and Address Legal Lot and Block Improvement Page 173 0 El cunt 27- Matthew J. Hemauer Bridgeview Shores 2nd Addition 10 2 Street Rehab $7,500.00 15151- Katrina M. Hemauer 02-100 776 Pondhaven Lane Saint Paul, MN 55120-1691 27- 48350- 01-010 27- 48350- 01-020 27- 48350- 01-030 27- 48350- 01-040 27- 48350- 01-050 27- 48350- 01-060 Phyllis J. Meyer 842 Monet Court Mendota Heights, MN 55120-2605 Karen Faye Tste Brill 840 Monet Court Mendota Heights, MN 55120-2605 Howard & Ina Pfefer 838 Monet Court Mendota Heights, MN 55120 Judith Rein Hoffman 836 Monet Court Mendota Heights, MN 55120 Ann B. Sullivan Timothy F. Westbrook 834 Monet Court Mendota Heights, MN 55120 Mary Ellen Brekke 832 Monet Lane Mendota Heights, MN 55120-2605 Mendota Meadows 1 1 CIC #163 Mendota Meadows Lot 1 Blk 1 & interest attributable to common area known as outlots A & B Mendota Meadows 2 1 CIC #163 Mendota Meadows Lot 2 Blk 1 & interest attributable to common area known as outlots A & B Mendota Meadows 3 1 CIC #163 Mendota Meadows Lot 3 Blk 1 & interest attributable to common area known as outlots A & B Mendota Meadows 4 1 CIC #163 Mendota Meadows Lot 4 Blk 1 & interest attributable to common area known as outlots A & B Mendota Meadows CIC #163 Mendota Meadows Lot 5 Blk 1 & interest attributable to common area known as outlots A & B 5 1 Mendota Meadows 6 1 CIC #163 Mendota Meadows Lot 6 Blk 1 & interest attributable to common area known as outlots A & B Street Rehab $7,500.00 Street Rehab $7,500.00 Street Rehab $7,500.00 Street Rehab $7,500.00 Street Rehab $7,500.00 Street Rehab $7,500.00 11/22/2023 Page 8 of 15 Parcel ID Owner and Address Legal Lot and Block Improvement Page 174 0 El cunt 27- Ronald A. Horsnell Mendota Meadows 7 1 Street Rehab $7,500.00 48350- Judith A. Horsnell 01-070 CIC #163 Mendota Meadows Lot 7 Blk 1 & 830 Monet Court interest attributable to common area Mendota Heights, MN 55120-2605 known as outlots A & B 27- 48350- 01-080 27- 48350- 01-090 27- 48350- 01-100 27-4835- 001-110 27- 48350- 01-120 27- 48350- 01-130 Nikolas Peltier 828 Monet Court Mendota Heights, MN 55120 Verna Pittman 826 Monet Court Mendota Heights, MN 55120 Mary F. Vavro 824 Monet Court Mendota Heights, MN 55120-2605 Lisa Marie Villaume 822 Monet Court Mendota Heights, MN 55120 Mendota Meadows 8 1 CIC #163 Mendota Meadows Lot 8 Blk 1 & interest attributable to common area known as outlots A & B Mendota Meadows 9 1 CIC #163 Mendota Meadows Lot 9 Blk 1 & interest attributable to common area known as outlots A & B Mendota Meadows 10 1 CIC #163 Mendota Meadows Lot 10 Blk 1 & interest attributable to common area known as outlots A & B Mendota Meadows 11 1 CIC #163 Mendota Meadows Lot 11 Blk 1 & interest attributable to common area known as outlots A & B Dan R. & Merrianne Siefer Mendota Meadows 820 Monet Court Mendota Heights, MN 55120 Jean M. Tste Byrne 818 Monet Court Mendota Heights, MN 55120 CIC #163 Mendota Meadows Lot 12 Blk 1 & interest attributable to common area known as outlots A & B 12 1 Mendota Meadows 13 1 CIC #163 Mendota Meadows Lot 13 Blk 1 & interest attributable to common area known as outlots A & B Street Rehab $7,500.00 Street Rehab $7,500.00 Street Rehab $7,500.00 Street Rehab $7,500.00 Street Rehab $7,500.00 Street Rehab $7,500.00 11/22/2023 Page 9 of 15 Parcel ID Owner and Address Legal Lot and Block Improvement Page 175 0 El cunt 27- Katherine S. Morris Mendota Meadows 14 1 Street Rehab $7,500.00 48350 CIC #163 Mendota Meadows Lot 14 Blk 1 01-140 814 Monet Court & interest attributable to common area Mendota Heights, MN 55120 known as outlots A & B Venkatapathy & Carla J. Prakash Mendota Meadows 15 1 Street Rehab $7,500.00 Linda A. Schlasner Mendota Meadows 16 1 Street Rehab $7,500.00 Charles Fouad Tste Abboud Mendota Meadows 17 1 Street Rehab $7,500.00 27- 48350- 01-150 27- 48350- 01-160 27- 48350- 01-170 27- 48350- 01-180 27- 48350- 01-190 27- 48350- 01-2-00 810 Monet Court Mendota Heights, MN 55120 806 Monet Court Mendota Heights, MN 55120-2605 Rosalina Liongson TS Abboud 2685 Stargrass Circle Clermont, FL 34715 Michael Thoemke Kelly Weedman 798 Monet Court Mendota Heights, MN 55120-2606 CIC #163 Mendota Meadows Lot 15 Blk 1 & interest attributable to common area known as outlots A & B CIC #163 Mendota Meadows Lot 16 Blk 1 & interest attributable to common area known as outlots A & B CIC #163 Mendota Meadows Lot 17 Blk 1 & interest attributable to common area known as outlots A & B Mendota Meadows CIC #163 Mendota Meadows Lot 18 Blk 1 & interest attributable to common area known as outlots A & B Michael L. & Janet S. Tstes Scott Mendota Meadows 794 Monet Court Mendota Heights, MN 55120-2606 Debra J. Klein 788 Monet Court Mendota Heights, MN 55120 CIC #163 Mendota Meadows Lot 19 Blk 1 & interest attributable to common area known as outlots A & B 18 1 19 1 Mendota Meadows 20 1 CIC #163 Mendota Meadows Lot 20 Blk 1 & interest attributable to common area known as outlots A & B Street Rehab $7,500.00 Street Rehab $7,500.00 Street Rehab $7,500.00 11/22/2023 Page 10 of 15 Parcel ID Owner and Address Legal Lot and Block Improvement Page 176 0 El cunt 27- Jon T. Oyloe Mendota Meadows 21 1 Street Rehab $7,500.00 48350 CIC #163 Mendota Meadows Lot 21 Blk 1 01-210 786 Monet Court & interest attributable to common area Mendota Heights, MN 55120 known as outlots A & B Joseph N. & Patricia Pedrolie Mendota Meadows 22 1 Street Rehab $7,500.00 Daniel H. & Ann E. Plog Mendota Meadows 23 1 Street Rehab $7,500.00 Shirley A. Joslyn Mendota Meadows 24 1 Street Rehab $7,500.00 27- 48350- 01-220 27- 48350- 01-230 27- 48350- 01-240 27- 48350- 01-250 27- 48350- 01-260 27- 48350- 02-010 784 Monet Court Mendota Heights, MN 55120-2606 782 Monet Court Mendota Heights, MN 55120-2606 778 Monet Court Mendota Heights, MN 55120 CIC #163 Mendota Meadows Lot 22 Blk 1 & interest attributable to common area known as outlots A & B CIC #163 Mendota Meadows Lot 23 Blk 1 & interest attributable to common area known as outlots A & B CIC #163 Mendota Meadows Lot 24 Blk 1 & interest attributable to common area known as outlots A & B William H. & Mary Beth Resemius Mendota Meadows 772 Monet Lane Mendota Heights, MN 55120 Deborah Evans 770 Monet Lane Mendota Heights, MN 55120 CIC #163 Mendota Meadows Lot 25 Blk 1 & interest attributable to common area known as outlots A & B 25 1 Mendota Meadows 26 1 CIC #163 Mendota Meadows Lot 26 Blk 1 & interest attributable to common area known as outlots A & B Elizabeth Damon Littlefield Mendota Meadows 813 Monet Court Mendota Heights, MN 55120 CIC #163 Mendota Meadows Lot 1 Blk 2 & interest attributable to common area known as outlots A & B 1 2 Street Rehab $7,500.00 Street Rehab $7,500.00 Street Rehab $7,500.00 11/22/2023 Page 11 of 15 Parcel ID Owner and Address Legal Lot and Block Improvement Page 177 0 El cunt 27- Christine A. Nelson Mendota Meadows 2 2 Street Rehab $7,500.00 48350 CIC #163 Mendota Meadows Lot 2 Blk 2 & 02-020 815 Monet Court interest attributable to common area Mendota Heights, MN 55120-2608 known as outlots A & B Rene E. Scearcy Trust Agreement Mendota Meadows 3 2 Street Rehab $7,500.00 27- 48350- 02-030 27- 48350- 02-040 27- 48350- 02-050 27- 48350- 02-060 27- 48350- 02-070 27- 48350- 02-080 817 Monet Court Mendota Heights, MN 55120 Donna Jean Furey 819 Monet Court Mendota Heights, MN 55120 Ronald J. & Elizabeth A. Deustermann 821 Monet Court Mendota Heights, MN 55120 Michele Odalen David Odalen 823 Monet Court Mendota Heights, MN 55120 Ivar Edward Siqveland Peggy Lee Siqveland 825 Monet Court #825 Mendota Heights, MN 55120 CIC #163 Mendota Meadows Lot 3 Blk 2 & interest attributable to common area known as outlots A & B Mendota Meadows 4 2 CIC #163 Mendota Meadows Lot 4 Blk 2 & interest attributable to common area known as outlots A & B Mendota Meadows 5 2 CIC #163 Mendota Meadows Lot 5 Blk 2 & interest attributable to common area known as outlots A & B Mendota Meadows CIC #163 Mendota Meadows Lot 6 Blk 2 & interest attributable to common area known as outlots A & B Mendota Meadows CIC #163 Mendota Meadows Lot 7 Blk 2 & interest attributable to common area known as outlots A & B Paul T. & Susan M. Tstes Zhulkie Mendota Meadows 831 Monet Court Mendota Heights, MN 55120 CIC #163 Mendota Meadows Lot 8 Blk 2 & interest attributable to common area known as outlots A & B 6 2 7 2 8 2 Street Rehab $7,500.00 Street Rehab $7,500.00 Street Rehab $7,500.00 Street Rehab $7,500.00 Street Rehab $7,500.00 11/22/2023 Page 12 of 15 Parcel ID Owner and Address Legal Lot and Block Improvement Page 178 0 El Ount 27- Michael L. & Diane Dumer Mendota Woods 2 1 Street Rehab $7,500.00 48460- 01-020 27- 48460- 01-030 27- 48460- 01-040 27- 48460- 01-050 27- 48460- 01-060 27- 48460- 01-070 27- 48460- 01-080 2515 Arbor Court Saint Paul, MN 55120-2604 Jed B. Tste Iverson Melanie L. Tste Day 2525 Arbor Court Mendota Heights, MN 55120 Mendota Woods David C. & Barbara J. Koziol Mendota Woods 2535 Arbor Court Mendota Heights, MN 55120-2604 Bryan Wilson Rachael Wilson 2545 Arbor Court Mendota Heights, MN 55120 Paul J. Stevens Mary J. Stevens 2550 Arbor Court Mendota Heights, MN 55120-2604 Mendota Woods Mendota Woods James A. & Mary E. Waldvogel Mendota Woods 2540 Arbor Court Mendota Heights, MN 55120 Anthony & Suzanne Haider JPMorgan Chase Bank NA 2530 Arbor Court Mendota Heights, MN 55120 Mendota Woods 3 1 Street Rehab $7,500.00 4 1 Street Rehab $7,500.00 5 1 Street Rehab $7,500.00 6 1 Street Rehab $7,500.00 7 1 Street Rehab $7,500.00 8 1 Street Rehab $7,500.00 11/22/2023 Page 13 of 15 Parcel ID Owner and Address 27- 48460- 01-090 27- 48460- 01-100 27- 48460- 01-113 27- 48460- 01-114 Richard C. & Karla T. Rabanus 2520 Arbor Court Mendota Heights, MN 55120-2604 Erick Deleon Briana Deleon 2510 Arbor Court Mendota Heights, MN 55120 Jacob J. Wilson Jennifer N. Wilson 2536 Arbor Court Mendota Heights, MN 55120 Mark D. Bonstrom Michelle J. Bonstrom 2534 Arbor Court Mendota Heights, MN 55120 Legal Mendota Woods Mendota Woods Mendota Woods Outlot A & Pt of Lot 11 Blk 1 Beg SW Cor Said Lot 11 N on W Line 72.46 ft N 78D28M39S E 56.83 FT S 58D 19M35S E 102.21 Ft to S Line said Lot 11 S 78D26M 50S W on S Line 149.97 ft to Beg Mendota Woods Lot 11 Blk 1 Ex Beg SW Cor N on W Line 72.46 ft N 78D 28M39S E 56.83 ft S 58D19M 35S E 102.21 Ft To S Line Said Lot 11 S 78D26M50S W On Said S Line 149.97 Ft to Beg Lot and Block 9 1 10 1 11 1 11 1 Improvement Street Rehab Street Rehab Street Rehab Street Rehab Page 179 0 fl 0unt $7,500.00 $7,500.00 $7,500.00 $7,500.00 11/22/2023 Page 14 of 15 Parcel ID Owner and Address Legal Lot and Block Improvement Page 180 oAa unt Number of Properties: Total Assessment 94 $705,000.00 11/22/2023 Page 15 of 15 CITY OF MENDOTA HEIGHTS Page 181 of 237 1101 Victoria Curve I Mendota Heights, MN 55118 651.452.1850 phone 1651.452.8940 fax www.mendotaheightsmn.gov Request for City Council Action DATE: December 19, 2023 TO: Mayor, City Council and City Administrator FROM: Kristen Schabacker, Finance Director SUBJECT: Resolution 2023-96 Accepting Coss Family Donation INTRODUCTION The City Council is asked to formally accept a donation received from the Coss Family Foundation. BACKGROUND By state law, all donations to the City must be accepted by the City Council by means of a resolution. The City received a $20,000 donation from the Coss Family Foundation. The donation is for general support and expenses of the City. This is the fifth donation received from the Coss Family Foundation. The city will determine the best use for this donation. The City is grateful for the generosity of this donation and a thank you note will be sent to the Coss Family. RECOMMENDATION Staff recommends that the Mendota Heights City Council approve Resolution 2023-96. ACTION REQUIRED If the Council concurs, it should, by motion with a two-thirds majority adopt RESOLUTION 2023-96, FORMALLY ACKNOWLEDGING THE RECEIPT OF THE COSS FAMILY DONATION. 5o Page 182 of 237 CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA RESOLUTION 2023-96 A RESOLUTION FORMALLY ACKNOWLEDGING THE RECEIPT OF THE COSS FAMILY DONATION WHEREAS, the City of Mendota Heights desires to follow Minnesota Statute 465.03 "Gifts to Municipalities"; and WHEREAS, the Minnesota State Statute requires a resolution to accept gifts to municipalities; and WHEREAS, the City has previously acknowledged gifts with a resolution; and WHEREAS, the City Council of the City of Mendota Heights have duly considered this matter and wish to acknowledge the civic mindedness and generosity of citizens and officially recognize their donations. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Mendota Heights is accepting the $20,000 donation from the Coss Family Foundation. Adopted by the City Council of the City of Mendota Heights this 19th day of December, 2023. CITY COUNCIL CITY OF MENDOTA HEIGHTS Stephanie B. Levine, Mayor ATTEST: Nancy Bauer, City Clerk Page 183 of 237 5p 1101 Victoria Curve. Mendota Heights MN 55118 Phone: 651-452-1850 Fax:651-452-8940 MendotaHeightsMN.gov CITY OF MENDOTA HEIGHTS Request for City Council Action DATE: December 19, 2023 TO: Mayor, City Council, and City Administrator FROM: Meredith Lawrence, Parks and Recreation Manager SUBJECT: Resolution 2023-102 Accepting a Park Bench Donation INTRODUCTION The City Council is asked to accept a park bench donation from the Harper Grace Memorial Fund to be installed at Valley Park. BACKGROUND The Park Bench Donation program was adopted in 2001. Through the program a resident may donate $1,000 to the city to offset the costs to purchase and install a park bench. Any costs above the donated amount are the responsibility of the city. Mendota Heights received a park bench donation from the Harper Grace Memorial Fund to be installed at Valley Park near the shelter along the trail. A map that is attached provides a pin point of where the bench is proposed to be installed. The desired plaque language for the bench would read: "The Weeping Bench in Memory of Harper Grace Blanks and all those we love and remember." The City is grateful for the generosity of this financial donation. Attachments: Park Bench Application Photo of Desired Park Bench Location Map of Preferred Location of Bench BUDGET IMPACT The $1,000 donation will be used toward the purchase and installation of a park bench. Costs exceeding $1,000 will be drawn from the Parks Equipment/Maintenance budget. Page 184 of 237 RECOMMENDATION The Parks and Recreation Commission reviewed the Park Bench donation request including the proposed bench's location and plaque language at their December 12, 2023 meeting and recommended approval of the request 5-0. ACTION REQUIRED If the Council concurs, it should, by motion pass RESOLUTION 2023-102, A RESOLUTION FORMALLY ACCPETING A GIFT FOR A PARK BENCH DONATION. This action requires a simple majority vote. Page 185 of 237 CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA RESOLUTION 2023-102 FORMALLY ACCEPTING A GIFT FOR A PARK BENCH DONATION WHEREAS, the City of Mendota Heights desires to follow Minnesota Statute 465.03 "Gifts to Municipalities"; and and WHEREAS, the Minnesota Statute requires a resolution to accept gifts to municipalities; WHEREAS, the City has previously acknowledged gifts with a resolution; and WHEREAS, the City Council of the City of Mendota Heights has duly considered this matter and wish to acknowledge the civic mindedness of citizens and officially recognize their donations. NOW, THEREFORE, IT IS HEREBY RESOLVED, that the City Council of the City of Mendota Heights formally accepts $1,000 for a park bench donation from the Harper Grace Memorial Fund. The park bench is to be placed near the picnic shelter along the trail at Valley Park. Adopted by the City Council of the City of Mendota Heights this 19th day of December, 2023. CITY COUNCIL CITY OF MENDOTA HEIGHTS Stephanie B. Levine, Mayor ATTEST Nancy Bauer, City Clerk 1 Harper Blanks Memoriar B.ench Location: Valley Park, north of the picnic shelter -'age lb/ of 2,5/ Park Bench Donation Valley Park - Blanks r_i_uu This Imagery Is copyrighted and Iknensed by Neannap US Inc, which rotates ownenihip of the Imagery. It is being provided by Dakota Ccunty under the teens of that ik onse. Under that license, Dakota County Is allowed to provide access to the "Ofipne CopyAdd-On for Government', on which this image services Is based, at 6-Inch resolution, sick months alter the capture date, provided the user acknowledges that the Imagery will be used In their normal course of business and mud not be resold or distributed for the GIS Map Disclaimer: This data is for informational purposes only and should not be substituted for a true title search, property appraisal, plat, survey, or for zoning verification. The City of Mendota Heights assumes no legal responsibility for the information contained in this data. The City of Mendota Heights, or any other entity from which data was obtained, assumes no liability for any errors or omissions herein. If discrepancies are found, please contact the City of Mendota Heights. Contact "Gopher State One Call" at 651-454-0002 for utility locations, 48 hours prior to any excavation. Page 188 of 237 Page 189 of 237 5q Elf mCITY OF MENDDTA HEIGHTS 1101 Victoria Curve 1 Mendota Heights, MN 55118 651.452.1850 phone 651.452.8940 fax www.mendotahefghtsmn.gov Request for City Council Action DATE: December 19, 2023 TO: Mayor, City Council, and City Administrator FROM: Ryan Ruzek, P.E., Public Works Director Krista Spreiter, Natural Resources Coordinator SUBJECT: Approve Reimbursement for the Lake Augusta Water Quality Improvement and Outlet Feasibility Study INTRODUCTION The Lower Mississippi Watershed Management Organization (LMRWMO) is seeking reimbursement for the local match on the Lake Augusta Water Quality Improvement and Outlet Feasibility Study. BACKGROUND The LMRWMO is nearing completion on the Lake Augusta Water Quality Improvement and Outlet Feasibility. The study will be presented to the Council in early 2024. BUDGET IMPACT The City of Mendota Heights is asked to approve the required local match of $30,000 towards the study as required in the JPA. This match is proposed to be funded from the Storm Water Utility Fund which has adequate funds for the project. RECOMMENDATION Staff is recommending approval of the reimbursement for the Lake Augusta Water Quality Improvement and Outlet Feasibility Study. ACTION REQUIRED If Council desires to implement the Staff recommendation, pass a motion approving the reimbursement to the Lower Mississippi River Watershed Management Organization in the amount of $30,000. This action requires a simple majority vote. LM R‘WMO LOWER MISSIS I PPI RIVER V ATFRSHFfI hMIANAI,FhM FNT flRti;ANI7ATIf7N MEMORANDUM To: Ryan Ruzek From: Joe Barten, LMRWMO Administrator Subject: Lower Mississippi River WMO Reimbursement Request Date: December 14, 2023 Page 190 of 237 The LMRWMO is requesting reimbursement for expenditures from the Lake Augusta Water Quality Improvement and Outlet Feasibility Study. The City of Mendota Heights executed a Joint Powers agreement with the LMRWMO on March 15Y, 2022 to provide matching funds towards the study. That study is finalized, and the project is completed. Please prepare a check in the amount of $30,000.00 to the LMRWMO for the matching funds portion of the Lake Augusta Water Quality Improvement and Outlet Feasibility Study. Thank you and please contact me with any questions. Joe Barten Administrator via Dakota County SWCD Lower Mississippi River Watershed Management Organization Enclosed: Mendota Heights and LMRWMO Lake Augusta Study Joint Powers Agreement DocuSign Envelope ID: CF31B088-54F8-4A20-8040-58F73C4C0EB2 Page 191 of 237 JOINT POWERS AGREEMENT AGREEMENT made this 1st day of March, 2022, by and between the Lower Mississippi River Watershed Management Organization ("LMRWMO") and the City of Mendota Heights ("City"), a Minnesota Municipal Corporation. RECITALS A. This Agreement is made pursuant to the authority conferred upon the parties by Minn. Stat. Section 471.59; and B. The LMRWMO has received a grant from the State of Minnesota Board of Water and Soil Resources ($144,670.00) for the 2019 Watershed Based Funding Metro (Lower Mississippi River WMO Grant, ID P19-3265) ("Grant Agreement"); and C. The LMRWMO is responsible for implementing the Grant Agreement as outlined in the approved Grant Work Plan a which is incorporated herein as Exhibit A; and D. The Grant Agreement includes the Lake Augusta Feasibility Study Implementation project ("Project') and the LMRWMO agrees to engage a consultant as an independent contractor for the purpose of performing certain engineering services as outlined in a proposal dated February 2, 2022, incorporated herein as Exhibit B; and E. The Grant requires a Thirty -Thousand Dollar ($30,000.00) cash match from local funds towards implementation of the Project and the City is willing to provide the matching funds because the Project will benefit the City. NOW, THEREFORE, THE PARTIES AGREE AS FOLLOWS: 1. The Grant Agreement is incorporated herein by reference. If there are any inconsistencies or conflicts between this Agreement and the Grant Agreement, the terms of the Grant Agreement shall control. The City will provide the required Thirty -Thousand Dollar ($30,000.00) matching funds towards implementation of the Project. 2. The City shall complete any necessary tasks requested by the LMRWMO to fulfill grant requirements, including periodic and final reporting, and will provide any necessary documentation for reporting to the State of Minnesota Board of Water and Soil Resources to the LMRWMO Administrator as requested. 3. The LMRWMO will facilitate communication between the City and the State of Minnesota Board of Water and Soil Resources and will complete the necessary grant reporting. It DocuSign Envelope ID: CF31B088-54F8-4A20-8040-58F73C4C0EB2 Page 192 of 237 will be the responsibility of the LMRWMO to compile all necessary grant documentation, and the LMRWMO will then forward that information to the State of Minnesota Board of Water and Soil Resources. 5. Following expenditure of the required Thirty -Thousand Dollar ($30,000.00) matching funds by the LMRWMO, the LMRWMO will notify the City and request reimbursement, and provide any necessary documentation required of the State of Minnesota Board of Water and Soil Resources of project costs. The City will then pay the matching funds to the LMRWMO. 6. The LMRWMO is obligated to pay for Thirteen -Thousand Dollars ($13,000.00) of Project costs using funds provided by the LMRWMO. The remainder of costs will be paid for with funds provided to the LMRWMO by the State of Minnesota Board of Water and Soil Resources for implementation of the Grant Work Plan. IN WITNESS THEREOF, the parties have caused this Agreement to be executed by their duly authorized officials. Dated: March 1 , 2022. CITY OF MENDOTA HEIGHTS BY: AND orri Smith, City Clerk March 10 Dated: , 2022. LOWER MISSISSIPPI RIVER WATERSHED MANAGEMENT ORGANIZATION BY: AND �Ill\ ��D++��ocuSigned by: 5WczLOst. j.GruGOW0A4 41-A yrorr72847D... Sharon Lencowski, Chair DocuSigned by: 6s wv kibt. \— cp 12B889A331}467... Karen Reid, Vice -Chair DocuSign Envelope ID: CF31 B088-54F8-4A20-8040-58F73C4C0EB2 Page 193 of 237 Exhibit A DocuSign Envelope ID: CF31 B088-54F8-4A20-8040-58F73C4C0EB2 Page 194 of 237 BWSR Grant Workplan Watershed Based Funding Metro 2019 Grant Title - 2019 - Watershed Based Funding Metro (Lower Mississippi River WMO) Grant ID - P19-3265 Organization - Lower Mississippi River WMO Original Awarded Amount Required Match Amount Required Match % Current Awarded Amount $144,670.00 $14,467.00 10% $144,670.00 Grant Execution Date Original Grant End Date Grant Day To Day Contact Current End Date 12/31/2021 Joe Barten 12/31/2021 Budget Summary Budgeted Spent Balance Remaining Total Grant Amount $144,670.00 $0.00 $144,670.00 Total Match Amount I $59,640.00 $0.00 $59,640.00 Total Other Funds I $0.00 $0.00 $0.00 Total I $204,310.00 $0.00 $204,310.00 *Grant balance remaining is the difference between the Awarded Amount and the Spent Amount. Other values compare budgeted and spent amounts. Budget Details Activity Name Activity Category Source Type Source Description Budgeted Spent Last Transaction Date Matching Fund Education Programs - Implementation Education/Info rmation Current State Grant 2019 - Watershed Based Funding Metro (Lower Mississippi Rive. $36,000.00 Education Programs - Project Development Project Development Current State Grant 2019 - Watershed Based Funding Metro (Lower Mississippi Rive.. $4,670.00 Report created on:2/11/22 Page 1 of 10 DocuSign Envelope ID: CF31 B088-54F8-4A20-8040-58F73C4C0EB2 Page 195 of 237 Activity Name Activity Category Source Type Source Description Budgeted Spent Last Transaction Date Matching Fund Education Programs - Project Development Match Project Development Local Fund $4,640.00 Y Grant Administration Administration /Coordination Current State Grant 2019 - Watershed Based Funding Metro (Lower Mississippi Rive.. $8,000.00 N Interstate Valley Creek - Project Development Project Development Current State Grant 2019 - Watershed Based Funding Metro (Lower Mississippi Rive.. $4,000.00 N Interstate Valley Creek Feasibility Study - Implementation Planning and Assessment Current State Grant 2019 - Watershed Based Funding Metro (Lower Mississippi Rive.. $44,000.00 N Interstate Valley Creek Feasibility Study - Implementation Match Planning and Assessment Local Fund $25,000.00 Y Lake Augusta Feasibility Study - Implementation Planning and Assessment Current State Grant 2019 - Watershed Based Funding Metro (Lower Mississippi Rive.. $44,000.00 N Lake Augusta Feasibility Study - Implementation Match Planning and Assessment Local Fund $30,000.00 Y Lake Augusta Feasibility Study - Project Development Project Development Current State Grant 2019 - Watershed Based Funding Metro (Lower Mississippi Rive.. $4,000.00 N Activity Details Summary Activity Details Total Action Count Total Activity Mapped Proposed Size / Unit Actual Size / Unit Proposed Activity Indicators Activity Name Indicator Name Value & Units Waterbody Calculation Report created on:2/11/22 Page 2 of 10 DocuSign Envelope ID: CF31 B088-54F8-4A20-8040-58F73C4C0EB2 Page 196 of 237 Grant Activity Grant Activity - Education Programs - Implementation Description Category Has Rates and Hours? 1 J This activity includes the creation of multiple education programs for use by the LMRWMO and its partners. The work will be completed by LMRWMO contracted staff and education consultants. The work will involve the following: Create a stenciling program to engage community organizations and residents and increase awareness of their impact on water resources. Develop multi-lingual educational material regarding chloride, pesticides, herbicides, and fertilizer application for dispersal by member cities. Develop public educational materials regarding impaired waters and the TMDL programs developed to address the impairments. Mississippi River, Lake Augusta, etc. Conduct multi-lingual chloride training opportunities for both public and private entities working within LMRWMO Boundaries. Overall Measureable Outcome: Number groups/people participating in program, number of educational materials generated and distributed by member cities. Number of entities/companies sending employees to training or receiving certification. Year 1 Milestones: N/A - Complete activities outlined in project development phase. Year 2 milestones: Have consultant under contract. Consultant to be developing material in coordination with stakeholders. Host one stakeholder information gathering meeting on educational content for TMDL and multi-lingual programs. Have stenciling program materials finalized and promotional materials distributed. Year 3 Milestones: Have educational materials available for distribution by consultant. Hold two trainings utilizing materials created and disseminate multilingual educational materials on chloride use to project stakeholders. Have 4 groups participate in neighborhood stenciling projects. EDUCATION/INFORMATION No Report created on:2/11/22 Page 3 of 10 DocuSign Envelope ID: CF31B088-54F8-4A20-8040-58F73C4C0EB2 Page 197 of 237 Grant Activity - Education Programs - Project Development Description Category Has Rates and Hours? LMRWMO contracted staff will provide the following services in development of the education programs: Create scopes of work for education programs to obtain education consultant services, oversee and coordinate contracting with education consultant, provide direction on program content, coordinate meetings, events, and trainings with education consultant, coordinate with project and WMO stakeholders on content of materials and trainings, engage community organziations to participate in educational training, coordinate dissemination of educational materials to communities. Approximate workload distribution within this activity: 40% stakeholder coordination, 60% consultant coordination. PROJECT DEVELOPMENT Yes Grant Activity - Education Programs - Project Development Match Description Category Has Rates and Hours? LMRWMO contracted staff will provide the following services in development of the education programs: Create scopes of work for education programs to obtain education consultant services, oversee and coordinate contracting with education consultant, provide direction on program content, coordinate meetings, events, and trainings with education consultant, coordinate with project and WMO stakeholders on content of materials and trainings, engage community organizations to participate in educational training, coordinate dissemination of educational materials to communities. Approximate workload distribution within this activity: 40% stakeholder coordination, 60% consultant coordination. Match will be provided by LMRWMO through contract with SWCD for services. PROJECT DEVELOPMENT Yes Report created on:2/11/22 Page 4 of 10 DocuSign Envelope ID: CF31 B088-54F8-4A20-8040-58F73C4C0EB2 Page 198 of 237 Grant Activity - Grant Administration ■ Description Category Has Rates and Hours? LMRWMO contracted staff will manage the grant and provide overall administration of grant funds and local match requirements. This includes coordination with projects partners to ensure compliance with grant requirements. The LMRWMO will maintain financial and project records as appropriate and will follow website grant reporting requirements. This task also includes all grant reporting efforts, including communication with BWSR staff as necessary in administration of the grant, and development of project reporting. Program and project files will include appropriate documents as referenced in the BWSR Grants Administration Manual. Financial records will include all revenue and expenses associated with this grant, reporting of contracted labor via invoices, as well as other expenditures on projects. ADMINISTRATION/COORDINATION Yes Grant Activity - Interstate Valley Creek - Project Development Description Category Has Rates and Hours? Report created on:2/11/22 LMRWMO contracted staff will provide the following services in development of the Lake Augusta shoreline protection and lift station feasibility study: Coordination between project stakeholders to finalize the terms of implementation of this project and creation of a detailed scope of work for procurement of a feasibility study consultant, organizing stakeholder meetings to inform and coordinate with affected parties and the City of Mendota Heights, finalization of the joint powers agreement (JPA) to define financial responsibilities of project cooperators, communication with project partners and stakeholders before, during, and after feasibility study is undertaken, providing direction to feasibility study consultant on study details. Approximate workload distribution within this activity: 60% stakeholder coordination, 40% consultant coordination. PROJECT DEVELOPMENT Yes Page 5 of 10 DocuSign Envelope ID: CF31 B088-54F8-4A20-8040-58F73C4C0EB2 Page 199 of 237 Grant Activity - Interstate Valley Creek Feasibility Study - Implementation M Description Category Has Rates and Hours? This activity includes creation of a feasibility study to identify areas of streambank erosion and options for streambank protection, weir replacement, identification of BMPs for pollutant and volume reduction in watershed. Activities may include watershed modeling, preliminary desktop mapping, field reconnaissance, landowner outreach, cost benefit analysis, pollutant calculations, priority practice ranking, and a final report. Overall Measureable Outcome: Final report identifying shoreline stability issues and feasiblity of measures to reduce shoreline erosion, feasibility of two outlet control structures, and the costs and benefits of an outlet control structure to Lake Augusta. Year 1 Milestones: N/A - Complete activities outlined in project development phase. Year 2 milestones: Have consultant under contract, site investigation and analysis underway and draft report in process. Year 3 Milestones: Complete final feasibility study for distribution to project stakeholders. PLANNING AND ASSESSMENT No Report created on:2/11/22 Page 6 of 10 DocuSign Envelope ID: CF31 B088-54F8-4A20-8040-58F73C4C0EB2 Page 200 of 237 Grant Activity - Interstate Valley Creek Feasibility Study - Implementation Match Description Category This activity includes creation of a feasibility study to identify areas of streambank erosion and options for streambank protection, weir replacement, identification of BMPs for pollutant and volume reduction in watershed. Activities may include watershed modeling, preliminary desktop mapping, field reconnaissance, landowner outreach, cost benefit analysis, pollutant calculations, priority practice ranking, and a final report. Overall Measureable Outcome: Final report identifying shoreline stability issues and feasiblity of measures to reduce shoreline erosion, feasibility of two outlet control structures, and the costs and benefits of an outlet control structure to Lake Augusta. Year 1 Milestones: N/A - Complete activities outlined in project development phase. Year 2 milestones: Have consultant under contract, site investigation and analysis underway and draft report in process. Year 3 Milestones: Complete final feasibility study for distribution to project stakeholders. Match will be provided by City through contract with future consultant for services. PLANNING AND ASSESSMENT No Report created on:2/11/22 Page 7 of 10 DocuSign Envelope ID: CF31 B088-54F8-4A20-8040-58F73C4C0EB2 Page 201 of 237 Grant Activity - Lake Augusta Feasibility Study - Implementation A Description Category Has Rates and Hours? This activity includes creation of a feasibility study to determine implementation activities to improve the water quality of Lake Augusta. This may include identifying areas of shoreland/streambank erosion and options for protection, identification of potential stormwater BMPs, particularly at the lake inlets, determining the potential benefits of construction of a lake outlet, and investigation into nuisance fish activity. Specific activities may include watershed modeling, water monitoring to truth the watershed model, desktop mapping, field reconnaissance, a fish survey, landowner outreach, cost benefit analysis, pollutant calculations, priority practice ranking, and a final report. Overall Measureable Outcome: Final report identifying implementation activities to improve the water qualtiy of Lake Augusta, which may include shoreline stability measures to reduce shoreline erosion, feasibility of BMPs to reduce pollutant inputs to the lake, and the costs and benefits of an outlet control structure to Lake Augusta. PLANNING AND ASSESSMENT No Report created on:2/11/22 Page 8 of 10 DocuSign Envelope ID: CF31 B088-54F8-4A20-8040-58F73C4C0EB2 Page 202 of 237 Grant Activity - Lake Augusta Feasibility Study - Implementation Match J Description Category Has Rates and Hours? This activity includes creation of a feasibility study to determine implementation activities to improve the water quality of Lake Augusta. This may include identifying areas of shoreland/streambank erosion and options for protection, identification of potential stormwater BMPs, particularly at the lake inlets, determining the potential benefits of construction of a lake outlet, and investigation into nuisance fish activity. Specific activities may include watershed modeling, water monitoring to truth the watershed model, desktop mapping, field reconnaissance, a fish survey, landowner outreach, cost benefit analysis, pollutant calculations, priority practice ranking, and a final report. Overall Measureable Outcome: Final report identifying implementation activities to improve the water qualtiy of Lake Augusta, which may include shoreline stability measures to reduce shoreline erosion, feasibility of BMPs to reduce pollutant inputs to the lake, and the costs and benefits of an outlet control structure to Lake Augusta. Year 1 Milestones: N/A - Complete activities outlined in project development phase. Hold stakeholder meeting for project kickoff. Year 2 milestones: Have consultant under contract, site investigation and analysis underway and draft report in process. Year 3 Milestones: Complete final feasibility study for distribution to project stakeholders. Match will be provided by City through contract with future consultant for services. PLANNING AND ASSESSMENT No Report created on:2/11/22 Page 9 of 10 DocuSign Envelope ID: CF31 B088-54F8-4A20-8040-58F73C4C0EB2 Page 203 of 237 Grant Activity - Lake Augusta Feasibility Study - Project Development Description Category Has Rates and Hours? LMRWMO contracted staff will provide the following services in development of the Lake Augusta shoreline protection and lift station feasibility study: Coordination between project stakeholders to finalize the terms of implementation of this project and creation of a detailed scope of work for procurement of a feasibility study consultant, organizing stakeholder meetings to inform and coordinate with affected parties and the City of Mendota Heights, finalization of the joint powers agreement (JPA) to define financial responsibilities of project cooperators, communication with project partners and stakeholders before, during, and after feasibility study is undertaken, providing direction to feasibility study consultant on study details. Approximate workload distribution within this activity: 60% stakeholder coordination, 40% consultant coordination. PROJECT DEVELOPMENT Yes Grant Attachments Document Name 2019 Watershed Based Funding Metro Document Type Grant Agreement Description 2019 Watershed Based Funding Metro - Lower Mississippi River WMO Work Plan Workflow Generated Workflow Generated - Work Plan - 10/19/2018 Work Plan Workflow Generated Workflow Generated - Work Plan - 11/01/2018 Work Plan Report created on:2/11/22 Workflow Generated Workflow Generated - Work Plan - 09/11/2018 Page 10 of 10 DocuSign Envelope ID: CF31 B088-54F8-4A20-8040-58F73C4C0EB2 Page 204 of 237 Exhibit B DocuSign Envelope ID: CF31 B088-54F8-4A20-8040-58F73C4C0EB2 Page 205 of 237 resourceful. naturally. February 3, 2022 engineering and environmental consultants BARB Board of Managers Lower Mississippi River Watershed Management Organization 4100 220th Street West, Suite 102 Farmington, MN 55024 Re: Agreement for Lake Augusta Water Quality Improvement and Outlet Feasibility Study Dear Mr. Barten: Thank you for the opportunity to submit this agreement to provide engineering services to the Lower Mississippi River Watershed Management Organization (LMRWMO) for completion of the Lake Augusta Feasibility Study. Table 1 summarizes the work items and the estimated cost. Project Scope The project includes the following work tasks. 1. Lake Augusta water quality and lake level monitoring For this task, Barr staff will access Lake Augusta and conduct nine separate lake water quality monitoring events during the open water season of 2022, which will occur immediately after ice -out and then on a twice -monthly basis beginning in mid -May through early September. Samples will be collected from the Lake Augusta sample station that represents the deepest location. Dissolved oxygen, temperature, specific conductance, pH, and turbidity will be measured at 1-meter intervals from surface to bottom. The depth of Secchi disc transparency will be measured from the surface to the depth it can no longer be seen. During each sample event: (1) A 0-2 meter composite water sample will be collected for laboratory analysis for total phosphorus, total nitrogen, and chlorophyll a (2) water samples will be collected from the 4, 6, 8 and 10- meter depths, and 0.5 meters above the bottom and analyzed for total phosphorus, and (3) water samples will be collected from 0-2 meters and from 0.5 meters above the bottom and analyzed for chloride. Following the conclusion of sample collection and analysis, Barr will develop data tables and complete electronic file management. Barr will purchase and install an Insitu Troll pressure transducer and staff gage that will be surveyed into the closest lake level benchmark and used to collect continuous lake level measurements during the 2022 open water season. Recorded lake level measurements will be downloaded and checked following each water quality monitoring event. The pressure transducer and staff gage will be provided to Dakota SWCD following completion of the 2022 lake monitoring. Barr will develop an electronic data table and electronic file management for use in the water balance modeling. DocuSign Envelope ID: CF31 B088-54F8-4A20-8040-58F73C4C0EB2 Page 206 of 237 2. Watershed monitoring For this task, Barr staff will document known stormwater inlets to the lake based on available GIS data and describe the process for determining the selected stormwater monitoring locations — the two main stormwater inlets immediately upstream of the eastern shore of Lake Augusta. Barr will access these two locations to install an equipment shelter and continuously recording area -velocity flow meter, including an area -velocity probe inside the downstream end of the storm sewer pipe, at each site. Barr staff will verify current conditions (e.g., erosion) at and around each monitoring location as part of siting and installing equipment. The equipment will be programmed to compute and store continuous flow/depth/velocity measurements throughout the open water season. It is assumed that bi-weekly data downloads will occur between April and early September 2022. Barr staff will collect a total of twelve (12) grab samples from each stormwater inflow station for laboratory analysis for total phosphorus and total suspended solids. It is assumed that five grab sample events will occur under baseflow (dry weather) conditions and seven grab samples will be collected during storm events that occur at each site. During at least two storm events, Barr will also collect grab samples upstream of the channel leading to the sampling location at the southeast end of the lake and the stormwater pond outflow at the south end of the lake in order to assess the impact of local erosion along the channel and pollutant loading from the pond. Dissolved oxygen, temperature, specific conductance, and pH will also be measured in the field for each sample collected. Following the conclusion of sample collection and analysis, Barr will develop data tables and complete electronic file management for use in the watershed and in -lake phosphorus mass -balance modeling. 3. Update background material and GIS mapping For this task, Barr will compile and review background materials, including new information, monitoring data, analyses and management actions implemented since development of the 2014 WRAPS and TMDL report. The results of recent lake water quality monitoring and technical memoranda will also be compiled, including an estimate of the total phosphorus load reduction achieved from the Lake Augusta alum treatment. Barr will also compile and review GIS data, including an updated impervious surface coverage, storm sewer, existing and proposed BMP design information, proposed street reconstruction, as well as relevant as -built information and monitoring/ maintenance records for existing watershed BMPs. Barr will develop a detailed map including watershed and stormwater inputs represented in the water quality model. We understand City of Mendota Heights and/or Dakota County SWCD staff may perform site visits to verify existing infrastructure and topography. It is expected that Barr will also obtain plan and profile information from the portion of MnDOT storm sewer that bisects the Lake Augusta watershed to further evaluate the feasibility of future drainage alterations. 4. Watershed modeling For this task, Barr will update GIS subwatershed delineations and P8 watershed modeling inputs for each subwatershed and identify all existing BMPs in the watershed. P8 will be used with updated climate data (hourly precipitation and daily temperatures) and information about each subwatershed to develop the phosphorus (total and dissolved) and TSS loadings for the 2021-2022 water year. The available water quality monitoring data will be used to calibrate the watershed modeling and estimate the potential impacts of observed channel erosion, where applicable. The results of the watershed modeling will be plotted in GIS mapping to identify high priority areas for BMP implementation. The calibrated watershed modeling will account for the treatment train effects of BMPs in series. The calibrated watershed modeling will also be used to develop the water and phosphorus budgets for input in the in -lake water quality DocuSign Envelope ID: CF31 B088-54F8-4A20-8040-58F73C4C0EB2 Page 207 of 237 modeling for calibration to the 2022 monitoring. Barr will adjust model land use inputs to assess what impact, if any, recent construction activity in the watershed could have had on lake water quality. 5. In -lake modeling Barr will compile water quality (and lake level/quantity) monitoring data and stormwater phosphorus loading estimates from P8 to simulate 2022 (and changes over time), as well as implications for the assimilation capacity of the lake under varying climatic conditions. The modeling, combined with lake level and in -lake water quality monitoring data, will be used to calibrate the in -lake water and phosphorus mass -balance on a daily basis with a spreadsheet -based model that incorporates the results of the water and sediment core sampling and analysis (including a detailed analysis of the dissolved oxygen data to estimate internal phosphorus loading). Barr will estimate water levels over past 20 years and compare to the limited historic water level data to inform the potential for lake drawdown and/or impact of shoreline erosion. For this task, Barr will also evaluate the in -lake water quality/quantity monitoring data and complete the following subtasks: • Update TP, chlorophyll -a and Secchi transparency relationships and report on correspondence with the lake water quality goals. • Potential interrelationships between phosphorus, chlorophyll -a, Secchi-disctransparency, dissolved oxygen, and lake mixing dynamics will also be compared. • Long-term trends and magnitude of the seasonal and annual variations in the lake will be compared with the observed climatic conditions and used to identify the critical condition for meeting the lake water quality goals and setting phosphorus load reduction goals for lake restoration. • Estimate or parse out the potential phosphorus loading impacts of wildlife (cormorant, geese, other populations) using data from residents as well as readily available literature research. • Evaluate the potential phosphorus loading impacts of sources of erosion in the watershed and also erosion of the surrounding lake shoreline and input of shoreline detritus to the lake from high water levels. • Comment on the expected impact of turf management practices by Resurrection Cemetery on lake water quality (assumes Administrator will coordinate with Cemetery and provide information to Barr on the Cemetery's current practices). • Comment on the potential impact of nitrogen nutrient cycling on lake water quality. • Comment on the potential impact of rough fish populations on water lake water quality, referencing fish survey data, if available. • Comment on the previous assessment of lake discoloration in relation to blue-green algae. The results of the data analyses used to develop the water and phosphorus budgets will be used to identify and develop implementation strategies for protecting the water -quality of Lake Augusta. 6. Feasibility analysis and reporting Based on the critical condition for meeting lake water quality goals, the calibrated watershed and in -lake water quality modeling will be used to evaluate the potential watershed BMPs and in -lake management options that can be used to meet the respective phosphorus load reduction goals, both with and without DocuSign Envelope ID: CF31 B088-54F8-4A20-8040-58F73C4C0EB2 Page 208 of 237 a lake outlet. Each conceptual improvement option will be modeled for the highest pollutant loading priority locations to develop an estimate of the potential water quality benefits and planning level life - cycle costs. At a minimum, Barr will consider BMPs for stormwater management during street reconstruction projects, turf management by Resurrection Cemetery, erosion stabilization (shoreline, stormwater channel, or other), stormwater pond retrofits, iron -enhanced stormwater pond retrofits, or other practical stormwater BMPs, and lake aeration as an in -lake improvement option. The feasibility of these options will be considered throughout the study; options with no practical benefit may be abandoned from further analysis with thorough explanation provided in the report. GIS mapping will be developed to show the locations and extent of each improvement option being considered for implementation. The site of each BMP improvement option will be ground-truthed for this feasibility analysis. Where necessary, the results of this task will be used to develop a priority practice ranking, set attainable phosphorus load targets and/or reduction goals for watershed runoff and an internal phosphorus load reduction target to meet in -lake water quality goal(s). The results of this analysis will be compared to the phosphorus load and wasteload allocations published in the 2014 WRAPS and TMDL report. The estimated planning level costs and benefits associated with each BMP or in -lake improvement option, including the annualized cost per pound of phosphorus reduced (including operation/ maintenance costs), will be tabulated for inclusion in the study report. For this task, Barr will compile the study results and develop the feasibility report. The report will contain or address the following items: • What phosphorus load reductions and future efforts will be needed to meet the water quality standard —the relative priority and cost for each action ranked against other implementation actions —and provide follow-up assessment or close data gaps that can be used for adaptive management. • Lake outlet and/or watershed diversion considerations, including regulatory considerations, assumed impact on lake water quality, other benefits to lake outlet,and unintended consequences. Rough costs for an outlet and conceptual outlet siting and routing will be included in final report. • Implementation plan for all feasible and cost-effective lake and watershed improvement options, including identification of potential funding source, responsible party, and recommended timeline of implementation. Barr will prepare a draft version of the feasibility report, with one round of comments and edits from LMRWMO and Mendota Heights staff, before Barr delivers a final draft report that LMRWMO staff can provide to the Board. Barr will finalize the feasibility report and deliver electronic files/mapping, including P8 model files, new or updated GIS and BMP data, lake modeling spreadsheet files, as well as GIS mapping to identify high priority areas for BMP implementation. 7. Meetings and presentation of findings This task includes the following meetings with various entities and/or coordination for planning/developing presentation materials for future meetings: • LMRWMO and Mendota Heights staff —this assumes one kickoff meeting in advance of the 2022 monitoring season and that a monthly meeting or conference call will occur to review/discuss draft deliverables and/or project status, following the completion of the 2022 monitoring DocuSign Envelope ID: CF31 B088-54F8-4A20-8040-58F73C4C0EB2 Page 209 of 237 • One meeting with MDNR to discuss the permit implications for future construction of an outlet for Lake Augusta and/or other proposed watershed diversions Barr will provide updates to the project team that document project progress and coordinate tasks. We will provide monthly progress reports and budget status updates as part of the monthly invoicing process. We will solicit feedback from LMRWMO on an ongoing basis to ensure clear and timely communication. This task also includes project management for Barr's personnel, invoicing, internal communications and assisting LMRWMO with BWSR grant reporting. Estimated Cost and Schedule The following table summarizes the estimated costs associated with each task described in the scope of services and list of assumptions. The table also shows the estimated schedule for the completion of the project tasks. The schedule assumes authorization to proceed by the LMRWMO no later than February 9, 2022 The actual schedule will be coordinated with LMRWMO staff and will accommodate coordination with private landowner(s) for lake access, where applicable. Task Description of Task Amount Estimated Completion 1 Lake Augusta water quality and lake level monitoring $ 13,000 September 2022 2 Watershed monitoring $ 18,000 September 2022 3 Update background material and GIS mapping $ 8,000 April 2022 4 Watershed modeling $ 9,500 September 2022 5 In -lake modeling $ 8,000 October 2022 6 Feasibility analysis and reporting $ 20,000 December 2022 7 Meetings and presentation of findings $ 10,000 December 2022 Total Estimated Project Cost $ 86,500 This Agreement will be effective for the duration of the services, unless earlier terminated by either the LMRWMO or us. We will commence work on Task 1 upon receipt of a copy of this letter signed by your authorized representative. We will inform you of our progress through periodic (e.g., bi-weekly) e-mail updates, telephone calls, invoice details, and other communications. For the services provided, you will pay us according to the attached Standard Terms. We will bill the LMRWMO approximately monthly. The cost of the services will not exceed $86,000 without prior approval by the LMRWMO. Work beyond the scope outlined above will be billed on a time -and -expense basis in accordance with our fee schedule, following your written permission or otherwise negotiated with you. We understand you or your designees have the authority to direct us. We will direct communications to you at the Lower Mississippi River Watershed Management Organization, 4100 220th Street West. Direction should be provided to Greg Wilson at the letterhead address. DocuSign Envelope ID: CF31 B088-54F8-4A20-8040-58F73C4C0EB2 Page 210 of 237 During the term of this Agreement, we will maintain the following insurance coverages: Worker Compensation Statutory Employer Liability $500K per claim/$500k aggregate Commercial General Liability $1 M per claim/$2M aggregate, combined single limit Automobile $1M combined single limit Umbrella/excess policy as to above coverages $10M aggregate Professional Liability (claims -made) $5M per claim/$5M annual aggregate If this Agreement is satisfactory, please sign the enclosed copy of this letter in the space provided and return it to us. Sincerely yours, Barr Engineering Co. By Janna Kieffer, P.E. Its Vice President Accepted this day of , 20 Lower Mississippi River Watershed Management Organization By Its Page 211 of 237 CITY OF MENDOTA HEIGHTS TREASURER'S REPORT NOVEMBER 2023 BALANCE COLLATERAL Deerwood Bank Checking Account .03% $144,471.51 Collateral - Bonds Gov't. Guar. Investments Saving Cert 7/27/2020 @ 1.50% Cherokee FHLB 1.35% 2/11/25 FHLB 0.45% 10/14/25 FHLB 0.60% 2/25/26 FHLB 1.00% 3/16/26 FHLB 0.75% 6/30/26 FHLB 1.00% 8/26/26 FHLMC 5.25% 12/4/28 Fed Farm Credit Bank 5.73% 12/6/28 Bank United .45% 4/15/24 Bank Hapoalim BM NY 4.85% 05/21/24 UBS Bank USA 0.35% 6/24/24 Texas Exchange Bank 0.50% 7/9/24 Toyota Financial Savings Bank .55% 8/5/24 Webbank 1.00% 12/30/24 JP Morgan 1.10% 1/31/25 Morgan Stanley Private Bank 0.70% 3/20/25 Ally Bank 2.60% 4/14/26 Sallie Mae Bank 1.00% 7/8/26 Goldman Sachs Bank 1.05% 9/22/26 State Bank of India 1.10% 9/28/26 Discover Bank 3.35% 7/12/27 Capital One 3.40% 8/17/27 Capital One USA 3.40% 8/17/27 BMW Bank America 4.85% 9/29/27 Morgan Stanley Bank 4.45% 5/3/28 Fidelity Institutional Government Portfolio (Piper) Gov't. Securities Fund 28% Sold 6/4 MMkt Fd (WF) TOTAL FUNDS AVAILABLE 11/30/2023 Funds Available 1/1/2023 Rates Money Market Nov Bank 0.03% 5 Yr. Tr. 4.31% 10 Yr. Tr. 4.37% $3,240,000.00 $200,000.00 Cost PV $14,064.33 $14,064.33 $490,000.00 $467,611.90 $500,000.00 $467,475.00 $340,000.00 $312,123.40 $505,000.00 $465,872.60 $300,000.00 $275,616.00 $250,000.00 $227,835.00 $500,000.00 $500,000.00 $440,000.00 $440,000.00 $245,000.00 $240,509.15 $225,000.00 $224,356.50 $245,000.00 $238,071.40 $247,000.00 $239,703.62 $245,000.00 $236,961.55 $135,000.00 $128,650.95 $245,000.00 $232,872.50 $245,000.00 $231,000.70 $245,000.00 $230,797.35 $144,000.00 $129,477.60 $160,000.00 $143,016.00 $245,000.00 $219,181.90 $235,000.00 $220,270.20 $245,000.00 $229,486.60 $245,000.00 $229,486.60 $245,000.00 $241,040.80 $245,000.00 $236,454.40 $12,665,008.74 $12,665,008.74 $433,187.00 $3,517.16 $20,426,248.74 $22,312,897.70 Page 212 of 237 Pershing Account Equipment Certificate Bond Proceeds Cash $45,205.16 Total for TD Ameritrade Account $45,205.16 Page 213 of 237 5s CITY OF MENDOTA HEIGHTS MEETING DATE: TO: FROM: SUBJECT: BACKGROUND Significant Claims 1101 Victoria Curve I Mendota Heights, MN 55118 651.452.1850 phone I 651.452,8940 fax www.mendotaheightsmn.gov Request for City Council Action December 19, 2023 Mayor, City Council and City Administrator Kristen Schabacker, Finance Director \.�, i Claims List Summary LMCIT — Property Insurance Premium 11/1/23-11/1/24 US Bank — Monthly Purchases Aufderworld — Council Chambers AV Update Danner — Victoria Curve Street Improvement Project DDA Human Resources — 2023 Compensation Market Analysis Inspectron — October Building Inspection Services Kirchner Contracting — Wentworth Warming House/Ivy Falls Project League of MN Cities — Membership Dues/Conference LOGIS — IT Services/Computer Hardware Mansfield Oil- Fuel Mendota Heights Fire Relief Association — 2023 City Contribution MH Development — Landscaping & Storm Water Escrow Refund Mid Northern Services — Wentworth Warming Electric/Marie Park LED Mike McPhillips — Fall Street Sweeping North Risk Partners — Insurance Policy Renewal Fee Surefitters — Snow Plow & Tommy Gate/Operating Supplies WSB & Associates — Marie Pond Improvements Manual Checks Total System Checks Total $ 166,975.00 $ 8,804.05 $ 29,325.00 $ 425,364.59 $ 12,100.00 $ 41,785.53 $ 60,750.00 $ 12,645.00 $ 15,544.33 $ 23,651.01 $ 209,105.00 $ 17,650.00 $ 21,700.00 $ 27,668.50 $ 5,000.00 $ 14,165.94 $ 10,498.90 $ 180,669.05 $ 1,075,572.82 Total for the list of claims for the December 19, 2023 City Council meeting $ 1,256,241.87 RECOMMENDATION Staff recommends that the Mendota Heights City Council approve the list of claims for December 19, 2023. Account CITY OF MENDOTA HEIGHTS Claims List MANUAL CHECKS 11/30/23 MAN Comments DEPT Descr Amount Page 214 of 237 12/14/23 1:57 PM Page 1 Search Name LMCIT3 G 45-1215 G 15-1215 G 08-1215 G 01-1215 E 45-4250-045-45 E 15-4250-060-60 E 08-4250-000-00 E 01-4250-110-10 Search Name LMCIT3 PROPERTY INSURANCE JAN-OC PROPERTY INSURANCE JAN-OC PROPERTY INSURANCE JAN-OC PROPERTY INSURANCE JAN-OC PROPERTY INSURANCE NOV-D PROPERTY INSURANCE NOV-D PROPERTY INSURANCE NOV-D PROPERTY INSURANCE NOV-D Golf Course Utility Enterprise Spec Fds Administration $4,099.52 $8,540.68 $5,978.47 $120,527.16 $819.90 $1,708.14 $1,195.69 $24,105.44 $166,975.00 $166,975.00 Account CITY OF MENDOTA HEIGHTS Claims List MANUAL CHECKS 12/07/23 MAN Comments DEPT Descr Amount Page 215 of 237 12/14/23 1:56 PM Page 1 Search Name MISSION SQUARE G 01-2073 G 01-2072 Search Name MISSION SQUARE Search Name U. S. BANK E 01-4400-110-10 E 01-4318-020-20 E 01-4410-020-20 E 01-4300-110-10 E 01-4305-030-30 E 01-4305-040-40 E 01-4300-105-15 E 01-4400-200-70 E 01-4435-200-70 E 45-4305-045-45 E 08-4335-000-00 E 01-4490-085-85 E 01-4490-640-12 E 01-4400-200-70 E 01-4400-200-70 E 01-4400-200-70 E 15-4330-490-60 E 01-4330-490-70 E 01-4400-070-70 E 01-4400-070-70 E 01-4400-020-20 E 01-4223-020-20 E 01-4404-020-20 E 01-4318-020-20 E 01-4306-070-70 E 15-4300-060-60 E 01-4410-020-20 E 01-4410-020-20 E 01-4410-020-20 E 01-4410-020-20 E 01-4410-020-20 E 01-4400-020-20 E 01-4400-030-30 E 01-4400-030-30 E 01-4300-110-10 E 01-4305-070-70 E 01-4305-050-50 E 15-4305-060-60 E 01-4330-440-20 E 01-4300-050-50 E 01-4400-020-20 E 01-4330-215-70 E 01-4490-110-10 E 15-4305-060-60 E 01-4490-109-09 E 01-4305-030-30 (ICMA RETIREMENT) 12/8/23 PAYROLL 12/8/23 PAYROLL (ICMA RETIREMENT) CONFERENCE - C. JACOBSON POSTAGE - PD UNIFORM - PD STANDING DESK - ADMIN OPERATING SUPPLIES - FIRE OPERATING SUPPLIES - CODE PLOTTER PAPER & INK - ENGIN NRPA CONFERENCE - M. LAWR GRAND SLAM FIELD TRIP - REC OPERATING SUPPLIES - PAR 3 BLDG MAINT - CITY HALL EUREKA RECYCLING FIELD TRI SUPPLIES - ELECTIONS CONFERENCE - M. LAWRENCE CONFERENCE EXPENSE - M. LA CONFERENCE EXPENSE - M. LA EQUIP REPAIR - UTILITY EQUIP REPAIR - PARKS TRAINING - T. WEISS TRAINING - T. WEISS BCA TRAINING - PD OCT 2023 TRANSUNION PLEAA MEMBERSHIP DUES POSTAGE - PD SEASON JOB ADVERTISING - P OFFICE SUPPLIES - PW UNIFORM - PD UNIFORM - PD UNIFORM - PD UNIFORM - PD UNIFORM - PD STORM TRAINING - E. WAGMA DPS FIREFIGHER LICENSE - FI CONFERENCE EXPENSE - FIRE OFFICE SUPPLIES - ADMIN OFFICE SUPPLIES - PW OFFICE SUPPLIES - PW OFFICE SUPPLIES - PW EQUIP REPAIR - PD OFFICE SUPPLIES - PW TRAINING - K. MCCARTHY TREE CITY FUND SUPPLIES OHEYAWAHE TASK F HYDRANT MARKERS MTG SUPPLIES - CITY COUNCIL OPERATING SUPPLIES -FIRE Administration Police Police Administration Fire Code Enforcement/Inspe Engineering Enterprise Parks & Recreation Parks & Recreation Golf Course Spec Fds Recycling Elections Parks & Recreation Parks & Recreation Parks & Recreation Utility Enterprise Parks & Recreation Parks & Recreation Parks & Recreation Police Police Police Police Parks & Recreation Utility Enterprise Police Police Police Police Police Police Fire Fire Administration Parks & Recreation Road & Bridges Utility Enterprise Police Road & Bridges Police Parks & Recreation Administration Utility Enterprise City Council Fire $150.00 $3,540.00 $3,690.00 $134.98 $23.72 $50.96 $567.66 $303.30 $83.18 $236.70 $375.00 $406.00 $3.16 $66.98 $100.00 $12.25 $134.98 $607.22 $60.00 $228.97 $211.97 $75.00 $75.00 -$390.00 $75.00 $135.00 $23.72 $13.77 $19.79 $96.68 $180.00 $228.50 $228.50 $217.85 $1,099.00 $100.00 $1,027.62 $46.96 $19.09 $19.09 $19.09 $41.98 $19.79 $345.00 $34.72 $9.99 $723.48 $54.22 $203.96 Account CITY OF MENDOTA HEIGHTS Claims List MANUAL CHECKS 12/07/23 MAN Comments DEPT Descr Amount Page 216 of 237 12/14/23 1:56 PM Page 2 E 08-4335-000-00 E 01-4305-020-20 E 01-4305-030-30 E 01-4435-200-70 E 01-4300-110-10 E 01-4490-109-09 E 01-4300-070-70 Search Name U. S. BANK Search Name US POSTAL SERVICE G 01-1210 Search Name US POSTAL SERVICE BLDG MAINT - CITY HALL OPERATING SUPPLIES - PD OPERATING SUPPLIES -FIRE TRICK OR TEEING SUPPLIES - OFFICE SUPPLIES - ADMIN SUPPLIES - CITY COUNCIL OFFICE SUPPLIES - PW REPLENISH POSTAGE METER Spec Fds Police Fire Parks & Recreation Administration City Council Parks & Recreation $26.73 $166.95 $100.34 $104.04 $14.98 $21.39 $19.79 $8,804.05 $1,200.00 $1,200.00 $13,694.05 CITY OF MENDOTA HEIGHTS Account Comments Claims List SYSTEM CHECKS 12/19/23 PAY DEPT Descr Amount Page 217 of 237 12/14/23 1:55 PM Page 1 Search Name ALL CITY ELEVATOR, INC. E 08-4335-000-00 DECEMBER 2023 MAINTENANC Spec Fds Search Name ALL CITY ELEVATOR, INC. Search Name ALLEGRA PRINT & IMAGING E 01-4300-110-10 ENVELOPES E 01-4300-070-70 ENVELOPES E 01-4300-040-40 ENVELOPES E 01-4300-080-80 ENVELOPES E 01-4300-105-15 ENVELOPES E 15-4300-060-60 ENVELOPES E 01-4300-080-80 BUSINESS CARDS - S. MADDEN Search Name ALLEGRA PRINT & IMAGING Search Name AMERICAN LEGAL PUBLISHING G 01-1215 2024 HOSTING FEES Search Name AMERICAN LEGAL PUBLISHING Search Name APACHE GROUP E 01-4335-315-30 E 08-4335-000-00 Search Name APACHE GROUP BLDG MAINT - FIRE BLDG MAINT - CITY HALL Search Name ARAMARK (AMERIPRIDE SERVICES) E 01-4200-610-70 E 15-4200-610-60 E 01-4410-050-50 E 01-4200-610-70 E 01-4200-610-50 E 01-4200-610-50 E 15-4200-610-60 E 01-4410-050-50 E 01-4200-610-70 E 08-4335-000-00 E 15-4200-610-60 E 15-4200-610-60 E 01-4410-050-50 E 01-4200-610-70 E 01-4200-610-50 E 01-4410-050-50 E 01-4200-610-50 MAT SERVICE - PW MAT SERVICE - PW UNIFORM - PW MAT SERVICE - PW MAT SERVICE - PW MAT SERVICE - PW MAT SERVICE - PW UNIFORM - PW MAT SERVICE - PW MAT SERVICE - CITY HALL MAT SERVICE - PW MAT SERVICE - PW UNIFORM - PW MAT SERVICE - PW MAT SERVICE - PW UNIFORM - PW MAT SERVICE - PW Search Name ARAMARK (AMERIPRIDE SERVICES) Search Name ASPEN MILLS E 01-4410-030-30 Search Name ASPEN MILLS UNIFORM - FIRE Search Name ASPEN WASTE SYSTEMS INC. E 01-4220-085-85 E 01-4280-315-30 E 01-4280-310-70 E 01-4280-310-50 E 08-4280-000-00 E 15-4280-310-60 DECEMBER 2023 ORGANIC REC DECEMBER 2023 RUBBISH SER DECEMBER 2023 RUBBISH SER DECEMBER 2023 RUBBISH SER DECEMBER 2023 RUBBISH SER DECEMBER 2023 RUBBISH SER Administration Parks & Recreation Code Enforcement/Inspe Planning Engineering Enterprise Utility Enterprise Planning Fire Spec Fds Parks & Recreation Utility Enterprise Road & Bridges Parks & Recreation Road & Bridges Road & Bridges Utility Enterprise Road & Bridges Parks & Recreation Spec Fds Utility Enterprise Utility Enterprise Road & Bridges Parks & Recreation Road & Bridges Road & Bridges Road & Bridges Fire Recycling Fire Parks & Recreation Road & Bridges Spec Fds Utility Enterprise $206.00 $206.00 $117.87 $73.66 $88.40 $117.87 $117.87 $73.66 $67.85 $657.18 $500.00 $500.00 $169.89 $872.40 $1,042.29 $11.29 $11.29 $11.36 $13.47 $11.29 $13.47 $13.47 $11.36 $11.29 $80.19 $13.47 $11.29 $11.36 $13.47 $11.29 $11.36 $13.47 $274.19 $36.00 $36.00 $393.70 $223.28 $273.39 $273.39 $391.24 $273.40 CITY OF MENDOTA HEIGHTS Claims List SYSTEM CHECKS 12/19/23 PAY Account Comments DEPT Descr Amount Page 218 of 237 12/14/23 1:55 PM Page 2 Search Name ASPEN WASTE SYSTEMS INC. Search Name AUFDERWORLD E 23-4490-000-00 COUNCIL CHAMBER AV UPDAT Spec Fds Search Name AUFDERWORLD Search Name BAUER, NANCY E 01-4415-640-12 E 01-4490-640-12 Search Name BAUER, NANCY MILEAGE REIMBURSEMENT - E Elections SUPPLIES REIMBURSEMENT - E Elections Search Name BESSER WELDING & FABRICATION E 01-4305-050-50 OPERATING SUPPLIES - STREE Road & Bridges Search Name BESSER WELDING & FABRICATION Search Name BLUE CROSS BLUE SHIELD G 01-1215 G 01-1215 G 01-1215 JANUARY 2024 HEALTH INSUR JANUARY 2024 HEALTH INSUR JANUARY 2024 HEALTH INSUR Search Name BLUE CROSS BLUE SHIELD Search Name CAMPBELL KNUTSON E 01-4220-120-10 E 01-4221-120-10 E 95-4220-802-00 E 01-4220-120-10 Search Name CAMPBELL KNUTSON NOV 2023 PUBLIC WORKS LEG Administration NOV 2023 MEETINGS LEGAL SE Administration NOV 2023 IVY FALLS LEGAL SE Spec Fds NOV 2023 GENERAL LEGAL SE Administration Search Name CENTRAL IRRIGATION SUPPLY E 01-4330-490-50 EQUIP REPAIR - STREET Search Name CENTRAL IRRIGATION SUPPLY Search Name CNH ARCHITECTS, INC E 01-4220-110-10 CITY HALL/PD ADDITION & RE Search Name CNH ARCHITECTS, INC Search Name COMCAST BUSINESS E 45-4210-045-45 E 01-4268-030-30 Search Name COMCAST BUSINESS Search Name CONCENTRA HEALTH E 01-4220-050-50 E 01-4220-070-70 E 01-4220-070-70 Search Name CONCENTRA HEALTH Search Name CRAIG RAPP, LLC G 01-1215 Search Name CRAIG RAPP, LLC Search Name CRAWFORD DOOR E 01-4335-310-70 Search Name CRAWFORD DOOR Road & Bridges Administration DEC 8-JAN 7 SERVICE - PAR 3 Golf Course DEC 7-JAN 6 SERVICE - FIRE Fire SERVICES, INC TESTING - STREET TESTING - PARKS TESTING - PARKS SERVICES, INC LEVEL I 2024 LEADERSHIP DEV BLDG MAINT - PARKS Road & Bridges Parks & Recreation Parks & Recreation Parks & Recreation $1,828.40 $29,325.00 $29,325.00 $52.40 $54.95 $107.35 $67.10 $67.10 $446.36 $3,340.15 $5,018.06 $8,804.57 $175.00 $1,024.18 $35.00 $682.50 $1,916.68 $10.08 $10.08 $2,046.00 $2,046.00 $262.79 $34.83 $297.62 $55.00 $55.00 $55.00 $165.00 $1,600.00 $1,600.00 $180.00 $180.00 Search Name DAKOTA 911 (DAKOTA COMMUNICATIONS) CITY OF MENDOTA HEIGHTS Claims List SYSTEM CHECKS 12/19/23 PAY Account Comments DEPT Descr Amount Page 219 of 237 12/14/23 1:55 PM Page 3 G 01-1215 JANUARY 2024 DISPATCH G 01-1215 JANUARY 2024 DISPATCH Search Name DAKOTA 911 (DAKOTA COMMUNICATIONS) Search Name DANNER INC E 27-4220-804-00 VICTORIA CURVE STREET IMP Spec Fds Search Name DANNER INC Search Name DDA HUMAN RESOURCES, INC. E 01-4220-110-10 2023 COMPENSATION MARKET Administration Search Name DDA HUMAN RESOURCES, INC. Search Name EMERGENCY AUTOMOTIVE TECHNOLOG E 01-4330-490-30 EQUIP REPAIR - FIRE Search Name EMERGENCY AUTOMOTIVE TECHNOLOG Search Name EYE MED E 01-4131-110-10 E 01-4131-020-20 E 01-4131-050-50 E 01-4131-020-20 G 01-2074 E 15-4131-060-60 E 01-4131-105-15 E 01-4131-070-70 G 01-2071 Search Name EYE MED Search Name FASTSIGNS E 01-4490-080-80 E 01-4490-105-15 Search Name FASTSIGNS DEC 2023 PREMIUM DEC 2023 PREMIUM DEC 2023 PREMIUM DEC 2023 PREMIUM DEC 2023 PREMIUM DEC 2023 PREMIUM DEC 2023 PREMIUM DEC 2023 PREMIUM DEC 2023 PREMIUM NAMEPLATE - PLANNING NAMEPLATE - ENGINEERING Search Name FIRE EQUIPMENT SPECIALTIES E 01-4305-155-30 BOOTS/BUNKERPANTS - FIRE Search Name FIRE EQUIPMENT SPECIALTIES Search Name FIRE SAFETY USA, INC. E 01-4305-156-30 HOSE/NOZZELS/FITTINGS - FI Search Name FIRE SAFETY USA, INC. Search Name FIRST NET / AT&T MOBILITY E 01-4210-050-50 E 01-4490-080-80 E 01-4210-070-70 E 15-4210-060-60 E 01-4210-070-70 E 01-4490-109-09 E 01-4210-105-15 E 01-4435-200-70 E 01-4210-070-70 E 01-4210-110-10 E 01-4210-070-70 E 45-4210-045-45 E 01-4490-640-12 CELL SERVICE - STREET CELL SERVICE - PLANNING IPAD SERVICE - REC CELL SERVICE - UTILITY CELL SERVICE - REC CELL SERVICE - CITY COUNCIL CELL SERVICE - ENGINEERING CELL SERVICE - REC CELL SERVICE - PARKS IPAD SERVICE - ADMIN IPAD SERVICE - PARKS IPAD SERVICE - PAR 3 IPAD SERVICE - ELECTIONS Fire Administration Police Road & Bridges Police Utility Enterprise Engineering Enterprise Parks & Recreation Planning Engineering Enterprise Fire Fire Road & Bridges Planning Parks & Recreation Utility Enterprise Parks & Recreation City Council Engineering Enterprise Parks & Recreation Parks & Recreation Administration Parks & Recreation Golf Course Elections $22,188.26 $669.74 $22,858.00 $452,364.59 $452,364.59 $12,100.00 $12,100.00 $37.57 $37.57 $40.75 $0.51 $20.22 $69.99 $10.27 $15.09 $10.26 $5.13 $15.09 $187.31 $28.52 $28.51 $57.03 $184.00 $184.00 $790.00 $790.00 $45.25 $45.25 $38.23 $45.25 $50.33 $45.25 $45.25 $45.25 $45.25 $38.23 $38.23 $38.23 $32.14 CITY OF MENDOTA HEIGHTS Claims List SYSTEM CHECKS 12/19/23 PAY Account Comments DEPT Descr Amount Page 220 of 237 12/14/23 1:55 PM Page 4 E 01-4210-030-30 CELL SERVICE - FIRE Fire $45.25 E 15-4210-060-60 IPAD SERVICE - UTILITY Utility Enterprise $38.23 Search Name FIRST NET / AT&T MOBILITY $635.62 Search Name FLEETPRIDE G 45-2035 EQUIP REPAIR - PAR 3 -$0.21 E 45-4330-490-45 EQUIP REPAIR - PAR 3 Golf Course $14.60 G 45-2035 EQUIP REPAIR - PAR 3 -$0.94 E 01-4330-490-70 EQUIP REPAIR - PARKS Parks & Recreation $13.25 E 45-4330-490-45 EQUIP REPAIR - PAR 3 Golf Course $3.46 G 45-2035 EQUIP REPAIR - PAR 3 -$0.22 E 01-4330-490-70 EQUIP REPAIR - PARKS Parks & Recreation $58.19 E 45-4330-490-45 EQUIP REPAIR - PAR 3 Golf Course $3.27 E 01-4330-490-50 EQUIP REPAIR - STREET Road & Bridges $56.94 E 01-4330-490-50 EQUIP REPAIR - STREET Road & Bridges $228.85 G 45-2035 EQUIP REPAIR - PAR 3 -$0.32 E 01-4330-490-70 EQUIP REPAIR - PARKS Parks & Recreation $26.53 E 01-4330-490-50 EQUIP REPAIR - STREET Road & Bridges $96.20 E 01-4330-440-20 EQUIP REPAIR - PD Police $39.48 E 01-4330-490-30 EQUIP REPAIR - FIRE Fire $310.43 E 01-4330-490-50 EQUIP REPAIR - STREET Road & Bridges $387.35 E 45-4330-490-45 EQUIP REPAIR - PAR 3 Golf Course $4.98 Search Name FLEETPRIDE $1,241.84 Search Name FLEXIBLE PIPE TOOL E 15-4305-060-60 OPERATING SUPPLIES - UTILIT Utility Enterprise $1,848.85 Search Name FLEXIBLE PIPE TOOL $1,848.85 Search Name FORCE AMERICA E 01-4330-490-50 EQUIP REPAIR - STREET Road & Bridges $206.79 Search Name FORCE AMERICA $206.79 Search Name GOPHER STATE ONE CALL E 01-4210-040-40 NOVEMBER 2023 SERVICE Code Enforcement/Inspe $178.20 Search Name GOPHER STATE ONE CALL $178.20 Search Name GRAFIX SHOPPE E 01-4330-490-50 EQUIP REPAIR - STREET Road & Bridges $130.00 E 01-4305-050-50 OPERATING SUPPLIES - STREE Road & Bridges $40.00 E 01-4330-440-20 SQUAD GRAPHICS - PD Police $1,155.00 Search Name GRAFIX SHOPPE $1,325.00 Search Name GRAINGER E 08-4335-000-00 BLDG MAINT - CITY HALL Spec Fds $57.00 E 08-4335-000-00 BLDG MAINT - CITY HALL Spec Fds $10.21 E 08-4335-000-00 BLDG MAINT - CITY HALL Spec Fds $94.43 Search Name GRAINGER $161.64 Search Name GREGOIRE, DAVID E 01-4435-200-70 PUBLICATION IMAGES - REC Parks & Recreation $550.00 E 01-4490-110-10 PUBLICATION IMAGES - ADMIN Administration $300.00 Search Name GREGOIRE, DAVID $850.00 Search Name HANCO CORPORATION E 01-4330-490-50 EQUIP REPAIR - STREET Road & Bridges $69.84 CITY OF MENDOTA HEIGHTS Claims List SYSTEM CHECKS 12/19/23 PAY Account Comments Search Name HANCO CORPORATION Search Name HELPING HANDS HOME SERVICES E 01-4335-315-30 NOV 2023 BLDG MAINT - FIRE Search Name HELPING HANDS HOME SERVICES Search Name INNOVATIVE OFFICE SOLUTIONS E 01-4300-110-10 E 01-4300-110-10 E 01-4300-020-20 E 01-4300-110-10 OFFICE SUPPLIES - ADMIN OFFICE SUPPLIES - ADMIN OFFICE SUPPLIES - PD OFFICE SUPPLIES - ADMIN E 01-4300-105-15 OFFICE SUPPLIES - ENGINEERI E 01-4300-040-40 OFFICE SUPPLIES - CODE Search Name INNOVATIVE OFFICE SOLUTIONS DEPT Descr Fire Administration Administration Police Administration Engineering Enterprise Code Enforcement/Inspe Search Name INSPECTRON INC E 01-4231-040-40 OCT 2023 PLAN REVIEWS & IN Code Enforcement/Inspe Search Name INSPECTRON INC Search Name INTERSTATE BATTERY SYSTEM E 01-4330-490-10 EQUIP REPAIR - ADMIN E 01-4330-490-50 EQUIP REPAIR - STREET Search Name INTERSTATE BATTERY SYSTEM Search Name KAT KEYS E 08-4335-000-00 E 01-4330-490-70 Search Name KAT KEYS Search Name KENNEDY & GRAVEN REKEY - CITY HALL KEYS - PARKS E 01-4220-120-10 NOV 2023 LEGAL SERVICES Search Name KENNEDY & GRAVEN Search Name KIRCHNER CONTRACTING E 95-4220-802-00 IVY FALLS EAST STREET IMPR E 10-4620-000-00 WENTWORTH WARMING HOUS Search Name KIRCHNER CONTRACTING Search Name LANGUAGE LINE SERVICES E 01-4220-020-20 OCTOBER 2023 SERVICE - PD Search Name LANGUAGE LINE SERVICES Search Name LEAGUE MN CITIES E 01-4404-110-10 G 01-1215 G 01-1215 Search Name LEAGUE MN CITIES Administration Road & Bridges Spec Fds Parks & Recreation Administration Spec Fds Spec Fds Police SEPT-DEC 2023 CITY MEMBER Administration JAN-AUG 2024 CITY MEMBERS 2024 ELECTED LEADERS INSTI Search Name LIBERTY TIRE RECYCLING SVCS E 01-4280-310-70 E 15-4280-310-60 TIRE DISPOSAL - PW TIRE DISPOSAL - PW E 01-4280-310-50 TIRE DISPOSAL - PW Search Name LIBERTY TIRE RECYCLING SVCS Search Name LOGIS Parks & Recreation Utility Enterprise Road & Bridges Amount $69.84 $839.74 $839.74 $9.58 $49.26 $193.24 $45.52 $17.50 $19.32 $334.42 $41,785.53 $41,785.53 $318.95 $209.85 $528.80 $230.00 $201.00 $431.00 $21.50 $21.50 $1,950.00 $58,800.00 $60,750.00 $83.80 $83.80 $4,098.33 $8,196.67 $350.00 $12,645.00 $138.33 $138.34 $138.33 $415.00 Page 221 of 237 12/14/23 1:55 PM Page 5 Account CITY OF MENDOTA HEIGHTS Claims List SYSTEM CHECKS 12/19/23 PAY Comments DEPT Descr Amount Page 222 of 237 12/14/23 1:55 PM Page 6 E 15-4220-060-60 E 01-4301-030-30 E 01-4220-114-14 E 01-4223-020-20 E 01-4220-070-70 E 01-4220-114-14 E 01-4220-050-50 E 01-4223-020-20 E 01-4220-114-14 Search Name LOGIS Search Name MRPA E 01-4400-200-70 E 01-4400-200-70 Search Name MRPA NOV NETWORK SERVICES Utility Enterprise NOV NETWORK SERVICES Fire MONITORS Info Tech NOV NETWORK SERVICES Police NOV NETWORK SERVICES Parks & Recreation NOV NETWORK SERVICES Info Tech NOV NETWORK SERVICES Road & Bridges ADOBE LICENSES Police ADOBE LICENSES Info Tech 2024 MRPA MEMBERSHIP - W. Parks & Recreation 2024 MRPA MEMBERSHIP - M. Parks & Recreation Search Name M T I DISTRIBUTING COMPANY E 45-4330-490-45 EQUIP REPAIR - PAR 3 G 45-2035 EQUIP REPAIR - PAR 3 Search Name M T I DISTRIBUTING COMPANY Search Name MANSFIELD OIL COMPANY G 01-1210 FUEL G 01-1210 FUEL G 01-1210 FUEL G 01-1210 FUEL Search Name MANSFIELD OIL COMPANY Search Name MCDOWALL COMFORT MANAGEMENT E 08-4335-000-00 BLDG MAINT - CITY HALL Search Name MCDOWALL COMFORT MANAGEMENT Search Name MENARDS E 08-4335-000-00 E 15-4335-310-60 E 01-4330-490-70 E 01-4305-070-70 E 15-4305-060-60 E 01-4335-310-50 E 08-4335-000-00 E 01-4330-215-70 E 01-4330-215-70 E 01-4330-215-70 E 01-4335-310-70 Search Name MENARDS BLDG MAINT - CITY HALL BLDG MAINT - PW EQUIP REPAIR - PARKS OPERATING SUPPLIES - PARKS OPERATING SUPPLIES - UTILIT BLDG MAINT - PW BLDG MAINT - CITY HALL PARK MAINTENANCE PARK MAINTENANCE PARK MAINTENANCE BLDG MAINT - PW Search Name MENDOTA HEIGHTS FIRE RELIEF E 06-4490-000-00 2023 CITY CONTRIBUTION Search Name MENDOTA HEIGHTS FIRE RELIEF Search Name MH DEVELOPMENT LLC G 01-2125 LANDSCAPING ESCROW REFUN G 29-2125 STORM WATER ESCROW REFU Search Name MH DEVELOPMENT LLC Golf Course Spec Fds Spec Fds Utility Enterprise Parks & Recreation Parks & Recreation Utility Enterprise Road & Bridges Spec Fds Parks & Recreation Parks & Recreation Parks & Recreation Parks & Recreation Spec Fds $22.50 $466.25 $408.00 $5,900.00 $22.50 $4,185.00 $22.50 $823.52 $3,694.06 $15,544.33 $310.00 $310.00 $620.00 $290.17 -$18.67 $271.50 $4,937.70 $5,276.84 $7,646.76 $5,789.71 $23,651.01 $422.70 $422.70 $32.81 $11.58 $7.43 $31.98 $55.96 $11.58 $9.38 $16.14 -$11.84 $30.58 $11.58 $207.18 $209,105.00 $209,105.00 $10,000.00 $7,650.00 $17,650.00 Account CITY OF MENDOTA HEIGHTS Claims List SYSTEM CHECKS 12/19/23 PAY Comments DEPT Descr Amount Page 223 of 237 12/14/23 1:55 PM Page 7 Search Name MID NORTHERN SERVICES E 10-4620-000-00 WENTWORTH WARMING HOUS E 01-4330-215-70 LED LIGHTS AT MARIE PARK RI Search Name MID NORTHERN SERVICES Search Name MIDWEST MACHINERY CO (FRONTIER AG) E 01-4330-490-70 EQUIP REPAIR - PARKS Search Name MIDWEST MACHINERY CO (FRONTIER AG) Search Name MIKE MCPHILLIPS INC E 01-4424-050-50 FALL STREET SWEEPING Search Name MIKE MCPHILLIPS INC Search Name MN CHIEFS OF POLICE ASSN G 01-1215 2024 MCPA MEMBERSHIP RENE Search Name MN CHIEFS OF POLICE ASSN Search Name MN GLOVE INC E 01-4410-050-50 E 15-4305-060-60 Search Name MN GLOVE INC Spec Fds Parks & Recreation Parks & Recreation Road & Bridges UNIFORM - STREET Road & Bridges OPERATING SUPPLIES - UTILIT Utility Enterprise Search Name MN TEAMSTERS LOCAL 320 G 01-2075 DEC 2023 UNION DUES Search Name MN TEAMSTERS LOCAL 320 Search Name NORTH RISK PARTNERS - BEARANCE G 01-1215 POLICY RENEWAL 1/1/24-11/1/ E 01-4250-110-10 POLICY RENEWAL 11/1/23-12/ Search Name NORTH RISK PARTNERS - BEARANCE Search Name OLSEN CHAIN & CABLE E 15-4330-490-60 EQUIP REPAIR - UTILITY Search Name OLSEN CHAIN & CABLE Search Name OXYGEN SERVICE CO E 01-4200-610-70 E 01-4200-610-50 E 15-4305-060-60 E 01-4305-050-50 E 15-4200-610-60 E 01-4305-070-70 Search Name OXYGEN SERVICE CO Search Name PIONEER SECURESHRED CYLINDER RENTAL - PW CYLINDER RENTAL - PW OPERATING SUPPLIES - PW OPERATING SUPPLIES - PW CYLINDER RENTAL - PW OPERATING SUPPLIES - PW E 01-4490-110-10 NOV 2023 SHREDDING E 01-4490-020-20 NOV 2023 SHREDDING Search Name PIONEER SECURESHRED Search Name PITNEY BOWES E 01-4200-610-20 E 01-4200-610-30 E 01-4200-610-70 E 01-4318-080-80 E 01-4200-610-50 9/30/23-12/29/23 POSTAGE M 9/30/23-12/29/23 POSTAGE M 9/30/23-12/29/23 POSTAGE M 9/30/23-12/29/23 POSTAGE M 9/30/23-12/29/23 POSTAGE M Administration Utility Enterprise Parks & Recreation Road & Bridges Utility Enterprise Road & Bridges Utility Enterprise Parks & Recreation Administration Police Police Fire Parks & Recreation Planning Road & Bridges $15,100.00 $6,600.00 $21,700.00 $187.76 $187.76 $27,668.50 $27,668.50 $212.00 $212.00 $74.99 $155.40 $230.39 $906.00 $906.00 $4,166.67 $833.33 $5,000.00 $546.61 $546.61 $56.97 $56.97 $42.49 $42.48 $56.97 $42.48 $298.36 $80.00 $145.00 $225.00 $43.61 $3.27 $5.45 $32.71 $1.09 Account CITY OF MENDOTA HEIGHTS Claims List SYSTEM CHECKS 12/19/23 PAY Comments DEPT Descr Amount Page 224 of 237 12/14/23 1:55 PM Page 8 E 01-4200-610-15 E 15-4200-610-60 E 01-4318-040-40 E 01-4200-610-10 Search Name PITNEY BOWES Search Name POWELL, JARED E 01-4400-020-20 Search Name POWELL, JARED Search Name PRECISE MRM LLC 9/30/23-12/29/23 POSTAGE M 9/30/23-12/29/23 POSTAGE M 9/30/23-12/29/23 POSTAGE M 9/30/23-12/29/23 POSTAGE M Engineering Enterprise Utility Enterprise Code Enforcement/Inspe Administration TUITION REIMBURSEMENT - J. Police E 01-4305-050-50 OPERATING SUPPLIES - STREE Road & Bridges Search Name PRECISE MRM LLC Search Name PUBLIC EMPL INS PROGRAM E 01-4131-080-80 DEC 2023 HEALTH INSURANCE G 08-1215 JAN 2024 HEALTH INSURANCE G 01-1215 JAN 2024 HEALTH INSURANCE Search Name PUBLIC EMPL INS PROGRAM Search Name RAY 0 HERRON CO. INC. E 01-4410-020-20 UNIFORM EQUIP - PD Search Name RAY 0 HERRON CO. INC. Search Name RENT N SAVE G 45-2035 E 45-4200-610-45 E 01-4200-610-70 E 01-4200-610-70 Search Name RENT N SAVE Search Name SAFE -FAST, INC. E 01-4410-050-50 E 01-4410-070-70 E 15-4410-060-60 Search Name SAFE -FAST, INC. OCTOBER RENTALS - PAR 3 OCTOBER RENTALS - PAR 3 OCTOBER RENTALS - PARKS NOVEMBER RENTALS - PARKS UNIFORM - STREET UNIFORM - PARKS UNIFORM - UTILITY Search Name SOUTH ST PAUL, CITY OF E 01-4435-200-70 SKYZONE FIELD TRIP - REC Search Name SOUTH ST PAUL, CITY OF Search Name SPRWS E 01-4425-310-70 E 08-4425-000-00 E 01-4425-315-30 E 01-4425-310-50 E 15-4425-310-60 Search Name SPRWS NOV SERVICE - 2431 LEXINGT NOV SERVICE - 1101 VICTORIA NOV SERVICE - 2121 DODD RD NOV SERVICE - 2431 LEXINGT NOV SERVICE - 2431 LEXINGT Search Name SPS WORKS (ST PAUL STAMP WORK) E 01-4305-030-30 OPERATING SUPPLIES - FIRE Search Name SPS WORKS (ST PAUL STAMP WORK) Search Name STREICHERS Planning Police Golf Course Parks & Recreation Parks & Recreation Road & Bridges Parks & Recreation Utility Enterprise Parks & Recreation Parks & Recreation Spec Fds Fire Road & Bridges Utility Enterprise Fire $6.54 $27.26 $32.71 $54.51 $207.15 $1,304.00 $1,304.00 $20.00 $20.00 $1,815.00 $615.04 $50,293.94 $52,723.98 $500.70 $500.70 -$9.97 $154.97 $2,068.40 $1,160.00 $3,373.40 $535.99 $341.73 $172.69 $1,050.41 $215.73 $215.73 $23.96 $100.69 $72.25 $23.96 $23.95 $244.81 $40.80 $40.80 E 01-4410-020-20 UNIFORM - PD Police $94.99 Account CITY OF MENDOTA HEIGHTS Claims List SYSTEM CHECKS 12/19/23 PAY Comments DEPT Descr Amount Page 225 of 237 12/14/23 1:55 PM Page 9 Search Name STREICHERS Search Name SUMMIT COMPANIES G 45-2035 E 45-4334-045-45 Search Name SUMMIT COMPANIES WELL/IRRIGATION MAINT - PA WELL/IRRIGATION MAINT - PA Search Name SUREFITTERS (STONEBROOKE EQUIPMENT) E 01-4305-070-70 E 04-4620-000-00 E 01-4305-020-20 Search Name SUREFITTERS (STONE Search Name TIME SAVER OFF SITE E 01-4220-080-80 E 01-4220-110-10 E 01-4220-070-70 Search Name TIME SAVER OFF SITE Search Name TKDA E 27-4220-805-00 Search Name TKDA Search Name ULINE E 15-4305-060-60 E 01-4335-310-70 Search Name ULINE Search Name VERIZON WIRELESS E 01-4210-050-50 E 01-4210-070-70 E 45-4210-045-45 E 01-4210-030-30 Search Name VERIZON WIRELESS Search Name WSB & ASSOCIATES E 29-4220-000-00 Search Name WSB & ASSOCIATES Search Name ZEROREZ E 08-4335-000-00 Search Name ZEROREZ OPERATING SUPPLIES - PARKS Parks & Recreation SNOW PLOW & TOMMY LIFTGA Spec Fds OPERATING SUPPLIES - PD Police BROOKE EQUIPMENT) SEC. SVC. 11/28/23 PLANNING COMMISSI 11/21/23 CITY COUNCIL MINU 11/14/23 PARK & REC COMMIS SEC. SVC. EMERSON AVE ST IMPROVEME Spec Fds OPERATING SUPPLIES - UTILIT Utility Enterprise BLDG MAINT - PARKS Parks & Recreation 11/24/23-12/23/23 CELL SERVI 11/24/23-12/23/23 CELL SERVI 11/24/23-12/23/23 CELL SERVI 11/24/23-12/23/23 CELL SERVI $94.99 -$21.31 Golf Course $331.31 $310.00 $387.00 $13,493.89 $285.05 $14,165.94 Planning $213.00 Administration $159.00 Parks & Recreation $234.50 $606.50 $2,183.67 $2,183.67 $60.21 $387.54 $447.75 Road & Bridges $82.46 Parks & Recreation $117.47 Golf Course $40.01 Fire $110.03 $349.97 MARIE PARK POND IMPROVEM Spec Fds AIR DUCT CLEANING OFFICE A Spec Fds $10,498.90 $10,498.90 $793.25 $793.25 $1,075,572.82 Page 226 of 237 Page 227 of 237 1101 Victoria Curve I Mendota Heights, MN 55118 651.452.1850 phone I 651.452.8940 fax www.mendotaheightsmn.gov Or MCITY OF MENDDTA HEIGHTS Request for City Council Action DATE: December 19, 2023 TO: Mayor and City Council, and City Administrator FROM: Kelly Torkelson, Assistant City Administrator SUBJECT: Recognize Mendota Heights Volunteer Program and Volunteers INTRODUCTION The City Volunteer Program was relaunched in the Spring of 2022. Staff will provide an update on the volunteer program and recognize the contributions that volunteers have made to the City of Mendota Heights. BACKGROUND The City's Volunteer Program provides opportunities for the public to engage with, contribute to, and serve the resident of Mendota Heights. Staff have outlined opportunities for leadership as well as "one- off' volunteer opportunities where volunteers can contribute their time and skills to help provide services to the people of Mendota Heights. Volunteer opportunities are available to support Mendota Heights Parks and Recreation, Natural Resources, Police and Fire Departments. In addition to providing valuable support to staff, volunteers also gain an insight into the behind the scenes work that it takes to administer a range of city services. It is the hope of the city that in addition to providing valuable resources towards providing services, that the Mendota Heights Volunteer Program can also further connect community members to the work of the City. Staff will be reviewing the volunteer contributions to the Mendota Heights Volunteer Program and Recognize the contributions made by volunteers to the City of Mendota Heights. ACTION REQUESTED N/A- Informational Only Page 228 of 237 Page 229 of 237 1101 Victoria Curve. Mendota Heights MN 55 iS_a Phone:651-452-1850 Fax:651-452-8940 MendotaHeightsMN gov CITY OF MENDOTA HEIGHTS Request for City Council Action DATE: December 19, 2023 TO: Mayor, City Council, and City Administrator FROM: Ryan Ruzek, P.E., Public Works Director SUBJECT: Resolution 2023-99 Ordering of Improvements for the Emerson Avenue Street Improvements Project INTRODUCTION The purpose of this memo is to request that the Council preside over a public hearing for the Emerson Avenue Street Improvement project. BACKGROUND The preparation of a feasibility report for the Emerson Avenue Street Improvements which is required to follow the Minnesota Statutes Chapter 429 process, was authorized by the Mendota Heights City Council by adopting Resolution 2022-64 at the City Council meeting held on August 16, 2022. The Statute 429 process is required because the city intends to assess a portion of the project. The feasibility report for the Emerson Avenue Street Improvements was accepted by the Mendota Heights City Council and called for a Public Hearing on December 19, 2023 by adopting Resolution 2023-85 at the November 21, 2023, city council meeting. The recommendation of the feasibility report was to proceed with this project. The proposed streets to be rehabilitated are Emerson Avenue, Ivy Falls Court, Ivy Hill Drive, Laura Court, Laura Street, Maple Park Drive, Sylvandale Court, Sylvandale Court South, and Sylvandale Road. Based on our observations, as well as our pavement management system, a majority of these streets have deteriorated to the point where it is no longer cost effective to patch the street and rehabilitation is necessary. The feasibility report indicates the estimated costs for the project, along with preliminary assessment estimates. At the end of the feasibility report, a project financing summary is included to show project cost splits and funding sources to be utilized. The total estimated cost of the project is $3,750,000 including indirect costs. Staff held an informational meeting on December 13, 2023. Page 230 of 237 Issues A neighborhood informational meeting was held on December 13, 2023 to provide the property owners an opportunity to discuss the project in an informal setting prior to the Public Hearing. Staff presented the proposed improvements, project costs, estimated assessments and answered resident's questions. There were 50 residents that attended the informational meeting representing approximately 30 properties. A majority of the discussion revolved around general construction activities and impacts to properties. Residents were still opposed to adding a pedestrian trail although small group of residents were advocating for a trail. Staff is planning on traffic calming and certain pedestrian safety improvements that are yet to be determined. BUDGET IMPACT Street improvement projects are proposed to be assessed to the benefiting property owners. Pursuant to the City's Street Rehabilitation and Reconstruction Policy, the benefiting properties should be assessed 50% of the street reconstruction and rehabilitation costs. The following tables show the estimated unit assessments based on the City policy. Project Total Total Estimated Costs Street Improvements $ 1,531,295 Indirect Costs for Street Improvements (20%)* $ 306,259 Total Costs for Street Improvements $ 1,837,554 Private Parking Bays $ 36,175 Total Costs for Private Parking Bays $ 36,175 Park Improvements $ 56,178 Indirect Costs Park Improvements (20%)* $ 11,236 Total Costs for Park Improvements $ 67,414 Storm Sewer Improvements $ 69,350 Water Improvements $ 8,400 Sanitary Improvements $ 39,150 Total Cost for Utility Improvements $ 116,900 Saint Paul Regional Water Service Watermain Replacement $ 1,471,245 Indirect Costs for SPRWS (15%) $ 220,687 Total Cost for SPRWS Improvements $ 1,691,931 Total Improvement Cost $ 3,211,793 Total Indirect Costs for City* $ 538,181 Total Cost $ 3,749,974 Rounded Total Cost $ 3,750,000 *Indirect costs include legal, engineering, administration, and finance Page 231 of 237 Assessment Calculation Total Total Project Cost $ 3,750,000 Assessable Amount $ 1,837,554 Assessment Amount (50% of Assessable Amount) $ 918,777 Total Units - Residential* 104 Assessment - Residential $ 888,863.46 Total Units - City of Mendota Heights* 3.5 City Assigned Assessment Amount $ 29,913.67 Total Units 107.5 Unit Assessment (Assessable amount/ XX Units) $ 8,546.76 Total Assessment Amount $ 8,547 Total Multi -Unit Assessment Amount** $ 4,151 *1 unit = 100 frontage feet **Assessment for multi -unit dwellings computed based on total frontage divided by number of dwellings. Private parking bay work added to townhouse assessment Funding Source Project Total Municipal Levy $ 986,191 City Assessment (Municipal Levy) $ 29,914 Total Municipal Levy $ 1,016,105 Residential Assessments (50%) $ 888,863 Private Parking Bay Assessments $ 36,175 Utility Fund - Storm Sewer $ 69,350 Utility Fund - Sanitary $ 39,150 Utility Fund - Water $ 8,400 Saint Paul Regional Water Services $ 1,691,931 Total $ 3,749,974 The total project cost is estimated at $3,750,000. The assessment amount or street rehabilitation and parking bay reconstruction is $925,038 and is equivalent to 48.4% of the bond amount. Minnesota Statutes Chapter 429 Special Assessment Bond Issue requires that a minimum of 20% of the total bond issue amount be recovered through special assessments. As the project is designed and competitively bid, the calculated assessment amount will be updated leading up to the adoption of the assessment roll. The improvements are necessary to allow for safe and reliable street and utility services within the City of Mendota Heights. The project will be competitively bid to allow for a cost effective improvement. The feasibility study has provided an overall analysis of the feasible improvements for consideration within this project area. Therefore, the proposed improvements within the areas outlined in this report are necessary, cost effective, and feasible from an engineering standpoint. RECOMMENDATION Staff recommends that the Council conduct the Public Hearing and order the improvements for the Emerson Avenue Street Improvement project. Page 232 of 237 ACTION REQUIRED Conduct the public hearing, and then if City Council wishes to implement the staff recommendation, pass a motion adopting A RESOLUTION ORDERING OF IMPROVEMENT PROJECT FOR THE EMERSON AVENUE STREET IMPROVEMENTS. This action requires a super majority vote. Page 233 of 237 CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA RESOLUTION 2023-99 A RESOLUTION ORDERING OF IMPROVEMENT PROJECT FOR THE EMERSON AVENUE STREET IMPROVEMENT PROJECT (PROJECT #202306) WHEREAS, on November 21, 2023, the Mendota Heights City Council authorized the holding of a public hearing (the "Hearing") under Minnesota Statutes, Chapter 429, as amended (the "Act"), to discuss and consider various street rehabilitation projects, storm water infrastructure improvement and replacement, water main repair and replacement, aggregate base, concrete curb and gutter improvements, bituminous surfacing, Ivy Hills Park Improvements, and appurtenant work (collectively, the "Improvements"), in and along portions of the following streets: are Emerson Avenue, Ivy Falls Court, Ivy Hill Drive, Laura Court, Laura Street, Maple Park Drive, Sylvandale Court, Sylvandale Court South, and Sylvandale Road c (collectively, the "Assessment Area"); and WHEREAS, also on November 21, 2023, the Council received a feasibility report on the Improvements from the Public Works Director (the "Feasibility Report"), which report explored the feasibility and estimated costs to provide the Improvements under the Act; and WHEREAS, the estimated costs of the Improvements, as detailed in the Feasibility Report, is $3,750,000, and will be financed from a combination of available City Utility Funds, Special Assessments, Saint Paul Regional Water, and general obligation improvement bonds; and WHEREAS, the Public Works Director has held neighborhood informational meetings in December, to give each neighborhood in the Assessment Area a summary of the Improvements, and the necessity of such Improvements to the general overall health of the City; and WHEREAS, ten days' mailed notice and two weeks' published notice of the Hearing was given, as required by the Act, and the Hearing was held on the date hereof, at which time all persons desiring to be heard were given an opportunity to be heard thereon; and WHEREAS, a reasonable estimate of the total amount to be assessed, and a description of the methodology used to calculate individual assessments for affected parcels within the Assessment Area, has been made available for the Hearing. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Mendota Heights, Minnesota, as follows: 1. The Improvements are necessary, cost-effective and feasible as detailed in the Feasibility Report. Specifically, the Improvements are necessary to update the City's street infrastructure system, as many streets were originally constructed more than 30 years ago, and contain pavement that has been continually patched, overlaid, seal coated, and slurry sealed, but now is in need of rehabilitation. The repair of associated aging water infrastructure concurrently with the street Page 234 of 237 reconstruction is additionally recommended for project efficiency. Finally, the Improvements are feasible from an engineering standpoint. 2. The Improvements are hereby ordered. The Council shall let the contract for all or part of the Improvements, as authorized by Section 429.041, Subdivision 1 of the Act, no later than December 31, 2024. 3. The Improvements have no relationship to the City's Comprehensive Plan. 4. The Public Works Director shall prepare plans and specifications for the making of such Improvements, which plans and specifications shall be placed on file at the City upon completion. 5. The Council declares its official intent to reimburse itself for all or a portion of the costs of the Improvements from the proceeds of tax-exempt bonds. The City has a reasonable expectation that it will issue one or more series of tax-exempt bonds in the estimated maximum principal amount of $3,750,000 to finance the Improvements, and the City will make reimbursement allocations with respect to such original expenditures for the Improvements from the proceeds of the Bonds. Adopted by the City Council of the City of Mendota Heights this nineteenth day of December, 2023. CITY COUNCIL CITY OF MENDOTA HEIGHTS Stephanie B. Levine, Mayor ATTEST: Nancy Bauer, City Clerk 11oi Victoria Curve. Mendotagr{eight°NflY55118 9a Phone: 65i-452-185o Fax:651-452-8940 MendotaHeightsMN,gov CITY OF MENDOTA HEIGHTS Request for City Council Action DATE: December 19, 2023 TO: Mayor, City Council, and City Administrator FROM: Meredith Lawrence, Parks and Recreation Manager Kelly Torkelson, Assistant City Administrator SUBJECT: Mendakota Park Fiber and Technology Project INTRODUCTION The City Council is asked to approve the fiber optic network connection and technology project from the Mendota Heights Fire Station to Mendakota Park. BACKGROUND The addition of fiber connectivity to Mendakota Park was the second priority project for the Parks and Recreation Commission in 2024. By bringing fiber to Mendakota Park, there is significant opportunity for increased services, ease of operations, and safety of users. The expansion of fiber to Mendakota Park will allow for following additional park improvements to be added. In addition to fiber installation, this proposed project also includes components that will provide the following: • Park maintenance staff will be able to manage the irrigation system remotely • Key fob door access for the concession stand building will increase building security and provide better key access control • Bathroom doors will be on access timers which will ensure they are unlocked and locked at the proper times and would not require the Police Department to lock the doors each evening • Security cameras will be installed throughout the park to increase safety LOGIS will serve as the project manager and will manage the construction and installation of the fiber infrastructure. In addition, staff have received quotes for the installation of door access hardware through the city's existing system provider (Ban-Koe). A representative from LOGIS will be present at the meeting should the Council have technical questions regarding the project. The Parks and Recreation Commission also expressed interest in the addition of public WiFi as a part of the fiber project installation. While the proposed project would allow for the future expansion of public WiFi with additional investment, the project as proposed does not incorporate that component. Staff did seek a quote from LOGIS to bring public WiFi to the park, however the additional cost to add WiFi to the park would be approximately $24,000. Page 236 of 237 At this time staff is not recommending moving forward with the addition of public WiFi at Mendakota Park. If the City Council were interested moving forward with this addition, a public WiFi usage policy would need to be developed. Staff could look into providing public WiFi at Mendakota Park in 2025 if that was the interest of the City Council. Attachment: Mendakota Park Fiber Route Map BUDGET IMPACT The cost of the fiber optic network connection from the Fire Station to Mendakota Park including materials (2 industrial switches), labor and splicing needed to complete the project costs is $75,093.25. The hardware and installation of the access control for the four doors at the park building and connectivity to the existing city access control system is $13,939.35. The cost for the security cameras is approximately $20,000 for eight cameras. The camera quote will be brought to the City Council for approval at a future meeting. The 2024 budget included $100,000 from the Special Parks Fund for the fiber, door access, and camera system. The total project cost is estimated to be $109,032.50 and there is sufficient funding in the Special Parks Fund for this project. RECOMMENDATION Staff recommends the City Council approve the Mendakota Park Fiber and Technology Project with costs for project management by LOGIS for $75,093.25 and installation of door access controls by Ban-Koe for $13,939.25. ACTION REQUIRED If the council concurs, it should, by motion, approve the Mendakota Park Fiber and Technology Project with costs for project management by LOGIS for $75,093.25 and installation of door access controls by Ban-Koe for $13,939.25. Page 237 of 237 351783 MH-Mendakota Park 2000 Mendakota Dr to FS - New Build 2024 Installation of fiber optic network to connect Mendakota Park to the Fire Station. This cost estimate includes materials (including 2 switches), labor and splicing needed to complete this project. Any unforeseen cost will be communicated once known. Total Cost $75,093.25 Estimate annual locate cost $345.00.