2012-04-17 Council PacketCITY OF MENDOTA HEIGHTS
CITY COUNCIL AGENDA
April 17, 2012 — 7:00 p.m.
Mendota Heights City Hall
1. Call to Order
2. Roll Call
3. Pledge of Allegiance
4. Adopt Agenda
5. Consent Agenda
a. Acknowledgement of April 2, 2012 City Council Minutes
b. Acknowledgement of March 13, 2012 Parks and Recreation Commission Minutes
c. Acknowledgement of March 27, 2012 Planning Commission Minutes
d. Approval of 2012 Workers' Compensation Insurance Premiums
e. March 2012 Fire Department Report
f. Approval of Public Works Seasonal Hires
g. Acceptance of Park Bench Donation
h. Approval of RFP for Employee Benefits Agent/Broker of Record
i. Special Event Liquor License — St. Peter's Church/Dakota Guild of Children's Hospital
Association
j. Approval of Quotes to Remove Utility Poles at Historic Pilot Knob
k. Award of Professional Services Contract for Design of Pedestrian Safety Improvements at
Highway 110 and Dodd Road
I. Approval of Sign Permit at 1400 Commerce Drive — Lennox Parts Plus
m. Approval of Contractors List
n. Approval of Claims List
6. Public Comments
7. Public Hearings
a. St. Thomas Academy Field House Project Conduit Financing
8. Unfinished and New Business
a. Accept Bids and Award of Contract for Mendota Heights Road Rehabilitation and Diane Road
Neighborhood Rehabilitation
9. Council Comments
10.Adjourn
Mendota Heights City Council
CITY OF MENDOTA HEIGHTS
DAKOTA COUNTY
STATE OF MINNESOTA
ITEM 5A
April 3, 2012
Page 1 P 1
Minutes of the Regular Meeting
Held Tuesday, April 3, 2012
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 Krebsbach called the meeting to order at 7:00 p.m. The following members were present:
Councilmembers Duggan, Povolny, Petschel and Vitelli.
PLEDGE OF ALLEGIANCE
Council, the audience, and staff recited the Pledge of Allegiance.
AGENDA ADOPTION
Mayor Krebsbach presented the agenda for adoption. Councilmember Duggan moved adoption of the
agenda with the addition of 5.K.a.
Councilmember Vitelli seconded the motion.
Ayes: 5
Nays: 0
CONSENT CALENDAR
Mayor Krebsbach presented the consent calendar and explained the procedure for discussion and
approval. Councilmember Duggan moved approval of the consent calendar as presented and
authorization for execution of any necessary documents contained therein; pulling items C) Acceptance
of Resignation of City Clerk Sandie Thone and Designation of Acting City Clerk; E) Approval of Letter
to Legislative Delegation Concerning Vacation of Old Sibley Memorial Highway; G) Adoption of
Mendota Heights Emergency Operations Plan; K) Par 3 Temporary Seasonal Hires and 5a) Par 3 Recent
Hire
a. Acknowledgement of March 20, 2012 City Council Minutes
b. Acknowledgement of March 14, 2012 Airport Relations Commission Minutes
c. Acceptance of Resignation of City Clerk Sandie Thone and Designation of Acting City Clerk
d. Approval to Begin Recruitment Process for City Clerk
e. Approval of Letter to Legislative Delegation Concerning Vacation of Old Sibley Memorial Highway
f. 2012 Pilot Knob Management Contract
g. Adoption of Mendota Heights Emergency Operations Plan
h. Temporary/Special Event Liquor License — Beth Jacob Congregation
Mendota Heights City Council April 3, 2012
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i. Resolution Approving Data Practices Officials
J. Approve Hiring of Engineering Intern
k. Par 3 Temporary Seasonal Hires
a. Par 3 Recent Hire
1. Approval of Plans and Specifications and Authorization to Advertise for Bids for Marie Avenue
Rehabilitation
m. March 2012 Building Activity Report
n. Approval of February 2012 Treasurer's Report
o. Approve the Contractors List
p. Approve the Claims List
Councilmember Vitelli seconded the motion.
Ayes: 5
Nays: 0
C) ACCEPTANCE OF RESIGNATION OF CITY CLERK SANDIE THONE
AND DESIGNATION OF ACTING CITY CLERK
Mayor Krebsbach regretfully accepted the resignation of City Clerk Sandie Thone. Ms. Thone has done
an outstanding job and has been with the city for eight years in different positions and has been Senior
Clerk since 2010.
Ms. Thone explained that she has accepted a position as the City Clerk for Lake Elmo and begins on
April 16, 2012.
Councilmember Duggan moved to recognize Sandie Thone for the great work that she has done, not just
here as City Clerk, but also in the Police Department and the Utility Building Department. She has been
a bright and vibrant asset to the community over the years. She started to come into full blossom as a
city clerk engineering a lot of the various materials from different organizations that the Council gets to
attend. Mayor Krebsbach seconded the motion.
Ayes: 5
Nays: 0
Councilmember Duggan moved to accept the resignation of City Clerk Sandie Thone.
Councilmember Vitelli seconded the motion.
Ayes: 5
Nays: 0
E) APPROVAL OF LETTER TO LEGISLATIVE DELEGATION CONCERNING
VACATION OF OLD SIBLEY MEMORIAL HIGHWAY
Public Works Director John Mazzitello explained that late last year, the Department of Transportation
began holding meetings regarding the future of Old Sibley Memorial Highway. This would not be
Highway 13, but the piece of road that runs from St. Peters on the north, down through Fort Snelling
State Park to the Big Rivers Trailhead at Mendota Heights Road.
Mendota Heights City Council
April 3, 2012
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According to the Department of Transportation this right-of-way is redundant with Highway 13 and they
have to give it up to some other entity. Included in the discussions are the Department of Natural
Resources, National Parks Service, Dakota County, the Cities of Mendota Heights, Mendota, and
Lilydale. They are developing some concept plans as to what will happen with the highway, nothing is
final, and meetings are ongoing.
The letter before the Council outlined some of the City's concerns with respect to public safety access,
as well as public enjoyment of the park, and maintenance responsibilities for this stretch of highway.
Councilmember Duggan asked for a view of a map showing exactly where this stretch of highway is.
Mayor Krebsbach explained that City Administrator Justin Miller and she visited with the city's
legislative delegation in January and referred to this particular item as well. This letter would be a
reinforcement of that conversation.
Mr. Mazzitello shared an aerial photograph, produced by MnDOT, that showed where the highway runs.
Councilmember Duggan asked if the city took on this responsibility, what would be the impact
financially to the two businesses for road reconstruction, etc. Mr. Mazzitello replied that the plans at
this point are extremely preliminary and it is unknown if there would be any improvements or alterations
to the road.
Councilmember Duggan asked if there is another access point for trucks going to and coming from the
two businesses. Mr. Mazzitello answered that there are no other access points. MnDOT is taking the
lead in communicating with these businesses.
Councilmember Duggan suggested that staff reach out to these two businesses and invite them to come
in and share their concerns or issues in relation to what could happen in the future. Mr. Mazzitello
stated that he and City Administrator Miller could do that.
Councilmember Vitelli asked if the plans included blocking off one end of the highway. Mr. Mazzitello
replied that at this point in time it is unknown what would be done. One of the many ideas being
discussed would be potentially putting in a cul -de -sac north of the two businesses and closing the rest of
the road. However, this is not a final decision.
Councilmember Petschel asked if there is access from Old Sibley Memorial Highway to the park just
beneath it, the overlook area. Mr. Mazzitello replied that the trailhead overlook is just off of the
intersection with Mendota Heights Road, south of the two businesses. If access were maintained to the
two business properties, access to the trailhead would be maintained as well.
Mayor Krebsbach asked Mr. Mazzitello to explain the city's position; is it to keep the road open and that
the state should continue to own and maintain it. Mr. Mazzitello stated that, for a number of reasons, the
city's position is to request that the road access remain open from Highway 13 on the north to Highway
13 on the south for the following reasons:
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Mendota Heights City Council April 3, 2012 P4
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1. For public safety access. This area falls under the City of Mendota Heights jurisdiction for
Police and Fire protection.
2. Access to the businesses, including a maintenance access point for Acacia Cemetery
3. Cost of road maintenance
Additional questions were asked and discussions were had by Councilmembers in regard to the current
condition of the road, location and size of a potential cul -de -sac, options being considered in the
discussions, active involvement of the City in these discussions rather than waiting to be informed of the
decision, public safety issues, and access to the park that the city is expected to come to the aid of in
case of an emergency.
Councilmerber Duggan moved Approval of Letter to Legislative Delegation Concerning Vacation of
Old Sibley Memorial Highway with the changes and additions proposed.
Councilmerber Vitelli seconded the motion.
Ayes: 5
Nays: 0
G) ADOPTION OF MENDOTA HEIGHTS EMERGENCY OPERATIONS PLAN
Mayor Krebsbach asked Chief of Police Michael Aschenbrener to provide an overview on the
Emergency Operations Plan.
Chief Aschenbrener explained that the majority of the Emergency Operations Plan is reviewed annually.
A major annex has been added since he has been with the city and the resource list has been updated on
a continual basis. The outline includes the ten major areas that are required, both the County and the
State emergency managers have approved it, and it has all of the seventeen annexes. These seventeen
annexes would be pared down over the next year to match the federal fifteen annexes for support
services. This plan, if adopted, would be downloaded into all of the computers in the squads and at the
fire station.
Chief Aschenbrener also explained that the workshop completed for the council last year would be
repeated jointly for the Mendota City Council and the Lilydale City Council, at Lilydale City Hall, the
second Monday in May at 2:00 p.m.
Councihnerber Duggan moved Adoption of Mendota Heights Emergency Operations Plan.
Councilmember Vitelli seconded the motion.
Ayes: 5
Nays: 0
K) PAR 3 TEMPORARY SEASONAL HIRES AND 5a) PAR 3 RECENT HIRE
Assistant to the City Administrator Jake Sedlacek stated that at the last council meeting, staff was
authorized to go through the hiring process for employees to work the clubhouse at the Mendota Heights
Par 3. A list of individuals who were interviewed and offered positions, pending Councils approval, had
been provided prior this meeting.
Mendota Heights City Council April 3, 2012 p
Page 5
Mayor Krebsbach stated that the memo received named the potential clubhouse member but a
background check would still need to be completed. City Administrator Justin Miller confirmed and
explained that staff is asking for approval of these hires pending the successful background checks by
Human Resources.
Councilmember Duggan moved Adoption of Par 3 Temporary Seasonal Hires and Par 3 Recent Hire
Councilmember Petschel seconded the motion.
Ayes: 5
Nays: 0
PUBLIC COMMENTS
There were no public comments.
PUBLIC HEARINGS
A) SOUTH METRO HUMAN SERVICES HOST CITY APPROVAL
City Administrator Justin Miller explained that South Metro Huinan Services is looking to issue some
conduit debt through the City of Little Canada; much like Mendota Heights has issued conduit debt for
agencies here_ They are a human services provider that, in some cities, also has single- family homes
where they provide that type of use and they do have one of those here in Mendota Heights. When they
are going through this conduit financing they are also trying to refinance the existing mortgages on those
homes throughout the metropolitan area. State statutes say that in order for the City of Little Canada to
provide that conduit financing, that the host cities where those establishments are also need to have a
public hearing approving that issuance. Mendota Heights is not issuing conduit debt and there are no
obligations from the City of Mendota Heights. It is a requirement that a public hearing be held and then,
possibly, approval of the resolution.
Councilmember Duggan moved to close the public hearing.
Councilmember Vitelli seconded the motion.
Ayes: 5
Nays: 0
Councilmember Duggan moved to approve the Resolution Giving Host Approval to the Issuance of
Refunding Revenue Community Services Bonds (South Metro Human Services Project).
Councilmember Petschel seconded the motion.
Ayes: 5
Nays: 0
UNFINISHED AND NEW BUSINESS
A) RENEWAL OF CONDITIONAL USE PERMIT FOR LINDER'S FLOWER MART;
750 HIGHWAY 110
Assistant to the City Administrator Jake Sedlacek explained that the City has received a request from
Linder's to renew their conditional use permit, which was issued last year. Linder's has been located at
the Mendota Plaza Shopping Center for some number of years; however, in 2010 when there was the
)
Mendota Heights City Council April 3, 2012 p 6
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redevelopment of the site they were not in a relationship with Mendota Plaza. Last year, when they
came back to renew staff had them go through a new conditional use permit process.
Last year was a successful year for Linder's and they are asking to do everything the same as they have
in years past, with one exception. Linder's is seeking to keep this garden center open until October 31,
2012 as opposed to early or mid July as in the past. They are proposing the same location as last year.
Councilmember Petschel asked, out of curiosity, why they are requesting to stay open longer. Caio
Cella, representing Linder's, replied that they are going to try a different product line, fresh crop of
product for August, September, and October. Examples of those products would be Mums, Halloween
decorations, etc.
Councilmember Duggan asked for confirmation that the fencing used in the past would be the same this
year. Sedlacek replied that the proposal is for the same fencing.
Councilmembers asked additional questions regarding the extended timeframe, whether Paster
Enterprises, Inc. is in favor of this event, whether there should be any limitations put on the products,
and a request for Linder's to return at the end of October and give a report on the success or failure of
the extended timeframe.
Councilmember Duggan moved to Approve the Renewal of Conditional Use Permit for Linder's Flower
Mart, 750 Highway 110 with the change of the added language of the split-rail fence at item 6.
Councilmember Vitelli seconded the motion.
Ayes: 5
Nays: 0
B) PLANNING CASE 2012-03; ZONING AMENDMENT, ACCESSORY STRUCTURES
Assistant to the City Administrator Jake Sedlacek explained that this was a request from the City of
Mendota Heights, which was started by the Planning Commission in response to a request received from
the Convent of Visitation for an accessory structure. At that time, the Planning Conu-nission felt that
there might be some allowance for accessory structures, which would be appropriate for large lots that
are not used for residential purposes in Mendota Heights. The amendment before the Council took the
existing language on accessory structures and created an exception for residential lots that would be 4-
acres or greater in size and not used for residential purposes. In those specific circumstances, applicants
could ask for accessory structure with a total area of one-half of one-percent of their total lot area. This
would take what would have been a variance for more than two accessory structures and would be a
variance for a total area and would allow for conditional uses of that. Applicants would still come to the
city and request permission for accessory structures and would need to show how it fits with the
character of the area, what the total size would be, and how it would be finished to fit in with the use of
the lot.
The existing lots that would be impacted by this change are the golf courses and the schools. A church
use would also qualify for this but staff was not aware of any lots that have churches that are greater
than 4-acres in size.
Mendota Heights City Council April 3, 2012 p
Page 7
This public hearing was held in January 2012. It was a matter of scheduling that this was not brought
before the Council. The Planning Commission did recommend approval as proposed by the Planner and
the Council had the proposed language in an ordinance format. If Council would like to make changes,
staffs preference would be to bring those changes back at a future date, or otherwise, if approved, it
would become effective upon publication.
Councilmember Duggan asked a question regarding the wording in 3b.
Discussions on the thirty -foot setback for residential properties not used for residential purposes were
had. Mayor Krebsbach stated that she believes that would need to be reviewed one more time.
Councilmember Petschel suggested that the siting of the principal building be looked at and come up
with language that would allow for accessory structures somehow dependent on the siting of the
principal building.
Councilnembers asked for drawings to see what these properties might look like so they have a sense of
what they are approving.
Mayor Krebsbach cornmended the Planning Commission for their work on this proposal. However,
Council requested more information in terms of the sites with the current setbacks of the buildings and
then they would want to see what thirty feet would be. It was determined that this topic would be
brought back to the Council at their first meeting in May, with the requested additional information.
C) PLANNING CASE 2012 -09; SOMMERVOLD WETLANDS PERMIT
Assistant to the City Administrator Jake Sedlacek explained this is a request for wetlands permit because
a pool proposed to be installed in the back yard would be within one hundred feet of a wetland area.
Staff has been provided with a concept plan that shows the impact upon the wetland. The parcel has an
existing fence, which is currently in conformance. As a part of the pool requirements they would need
to replace that fence and it is the owner's intent to replace that fence in the current location. Outside of
the fence area there are approximately thirty feet of natural vegetation and the applicant is hoping to
keep that in place just as it is. They would be maintaining the existing landscaping anywhere from fifty
to sixty -five feet.
With this wetland permit the city is getting a promise from the applicant that when they come forward
with their building permit for the pool, that it would not be closer to the wetland than shown in the
concept plan. Anything inside of that, staff felt comfortable that the owner could make modifications to
this plan and as long as staff is assured that the natural vegetative area, and the distance to the wetland
area from the impervious area are not increased.
The Planning Commission held on a hearing on this last week, there was no one to speak on the project
in attendance, and the Planning Commission did recommend approval with some findings of fact.
Mayor Krebsbach asked if a letter was sent or was it noticed in the newspaper. Assistant City
Administrator Sedlacek replied that on this particular application, the notice went in the legal notices but
the letter was not sent to property owners 350 feet from the parcel, which is the cornrnon practice. This
Mendota Heights City Council April 3, 2012 P 8
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was an oversight by staff but it does not invalidate the public hearing process because the public notice
was in the legal newspaper.
Mayor Krebsbach recommended that the standard process of noticing the property owners be followed.
She is aware that the legal finding in terms of being in the Southwest Review but she would not expect
residents to have to be watching that to see if there is going to be a wetlands permit in there that affects
their neighborhood. Her preference is that the neighbors be alerted so they are made aware.
Councilmember Duggan cornunented that he spoke with City Engineer John Mazzitello about the
distance of the conceptual pool to the three- season porch, which measures seven and one -half feet and
code calls for a minimum of ten feet. Assistant City Administrator Sedlacek replied that this concern
was relayed to him, which was why he explained that the drawing is conceptual. The distance of the
conceptual pool from the wetlands cannot be changed; however, it is understood that the distance
between the porch and the pool most likely would change. In terms of the wetlands permit, the city is
looking at the maximum impact to the wetlands regardless of how the applicant makes it meet the code.
Councilmember Petschel stated that it is her understanding that the owner would like to have the
wetland permit in place before spending a lot of time and effort in finalizing a plan for the pool. The
owner is putting a line down saying that the pool would not exceed beyond that point into the wetlands
area, but the plans for the pool in the area between the home and the line could change. However, that
would have no impact on the wetlands area or permit. Assistant City Administrator Sedlacek confirmed.
Mayor Krebsbach reiterated her suggestion that a letter is sent to property owners within 350 feet of the
applicant, which is customary, and then this be brought back at a later meeting.
Councilmember Petschel asked if the neighbors would receive notification when the building permit
request was submitted. The answer was no, they would not be informed.
Coumcilmember Vitelli cornunented that he did not understand why the neighbors needed to be informed
at all because they would not be informed if the pool were not near a wetlands area. The applicant
would only need to obtain a building permit. It was explained that an encroachment into a wetland area,
which is anything closer than one hundred feet, does affect the neighbors and it has been the city's
practice to inform there of a public hearing in situations like this. It did not happen in this case.
Councilmember Duggan expressed his opinion that this was a minor error and he would not want the
applicant to wait an extra amount of time for notices to be sent out. Councilmember Petschel stated that
she would be more concerned if there were not already an existing fence that would be replicated. Since
there is already a fence, there would be no affect on the neighbors.
Mayor Krebsbach explained that her concern is that the Council is anticipating what the neighbors might
feel. These residents would not have the benefit of the same process that has been and would be
followed elsewhere.
Mendota Heights City Council April 3, 2012 p 9
Page 9
Councilmember Duggan moved to Adopt Planning Case 2012 -09, Sommervold Wetlands Permit.
Councilmember Vitelli seconded the motion.
Ayes: 4
Nays: 1 (Mayor Krebsbach on the basis that the full process was not followed)
COUNCIL COMMENTS
Councilmember Duggan expressed his best wishes for the holiday.
Councilmember Povolny expressed his appreciation to City Clerk Sandie Thone.
Councilmember Vitelli also expressed his appreciation to City Clerk Sandie Thone and recognized the
improvements made to the hallway and the lobby area, which were her idea.
Councilmember Vitelli also mentioned that the first monthly meeting on the golf course took place and
everything appears to be in order.
Councilmember Petschel shared a book written by a resident, Jack Lambert, titled Troubled Waters,
Thirty Years in the River Business. She believes this is an extraordinary book as it has the best stories in
it about the early toll -boat days on the Mississippi River and on the Minnesota River.
She also mentioned that, with the assistance of Chief of Police Michael Aschenbrener and Former Police
Officer Michael Thompson, she has been accepted into the Citizens FBI Academy. She will share her
experiences.
Mayor Krebsbach expressed her appreciation to Town Square Television for covering the State of the
City. She also thanked City Administrator Justin Miller and Assistant City Administrator Jake Sedlacek
for preparation on the PowerPoint presentation.
She also acknowledged a letter she received from Girl Scout Troop 55521. They are going to donate
some trees to be planted on Delaware and Mendota Road.
CLOSED SESSION TO DISCUSS ONGOING LITIGATION
WITH SCOTT AND PHYLLIS MILLER
Mayor Krebsbach stated that, pursuant to Minnesota Statute 13.d.03, council is going into closed session
to discuss ongoing litigation associated with the Scott and Phyllis Miller assessment appeal.
Councilmember Duggan moved to adjourn to Closed Session to Discuss Ongoing Litigation Associated
with the Scott and Phyllis Miller Assessment Appeal.
Councilmember Vitelli seconded the motion.
Ayes: 5
Nays: 0
Mendota Heights City Council April 3, 2012P 1 0
Page 10
Present at the closed session to discuss an assessment appeal were Mayor Krebsbach, Cotmcilmembers
Duggan, Povolny, Petschel and Vitelli, City Administrator Miller, Public Works Director Mazzitello,
and City Attorney William Bernard.
ADJOURN
Mayor Krebsbach adjourned the meeting at 8:52 p.m.
Sandra Krebsbach
Mayor
ATTEST:
Justin Miller
Acting City Clerk
ITEM 5B
P11
CITY OF MENDOTA HEIGHTS
DAKOTA COUNTY, MINNESOTA
PARKS AND RECREATION MEETING
March 13, 2011
The March meeting of the Mendota Heights Parks and Recreation Commission was held on
Tuesday, March 13, 2012 at Mendota Heights City Hall, 1101 Victoria Curve.
Chair Levine called to order the parks and recreation commission meeting at 6:30 p.m. The
following commissioners were present: Chair Stephanie Levine, Commissioners Mary McGrory-
Ussett, Ira Kipp, Mike Toth, and Pat Hinderscheid. Staff present: Assistant to the City
Administrator Jake Sedlacek and Recreation Programmer Teresa Gangelhoff.
Approval of Minutes
Commissioner McGrory- Ussett made a motion to approve the February minutes.
AYES 5: NAYS 0
Parks and Recreation Report
Ms. Gangelhoff presented the Recreation Progranuner's Report. Registration for the spring
break trip to Grand Slam is available online. Ice rinks are to are for the promoted year and
d registration
school
for
summer programs starts Monday, March 19, 20
flyers, the Heights Highlights and the city web page.
This summer will mark the 25th anniversary of the Parks Celebration and will feature crowd
favorites from the past and have a few more options, including a magician. There will be
opportunities for volunteers to help with this event.
Thompson Park Activity Center offers programming for seniors; adult softball leagues are filling
up, with open opening available for a women's team on Wednesday nights.
The Eagan Puppet Wagon will be returning to Market Square Park for a second year -
Commissioner Hinderscheid commented that his family has found this to be a very enjoyable
program.
Parks Celebration Planning
Mr. Sedlacelc reported that the Parks Celebration is coming up on Saturday, June 2, 2012. There
are activities around the celebration itself, including live music at the village on Friday evening,
the 5K run/walk on Saturday morning, and the MHAA baseball tournament hosted at Mendakota
Park throughout the weekend.
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Mr. Sedlacek explained that the event is being expanded this year to include more activities for
all ages. Our contracted services have been approved by city council and are within the allotted
budget.
Ms. Gangelhoff raised concerns from businesses that would like to have booths at the parks
celebration. Mr. Sedlacek posed the question to the parks and recreation commission whether or
not the event should be expanded to allow more business involvement.
The current mailing list has been pared down to approximately 30 local businesses from recent
years. These businesses are invited to participate in the event and/or donate a prize. The
approach in the last two years was to invite businesses that previously been involved in the
event. The corninission asked that a letter requesting sponsorships to a broader based mailing
list.
Ms. Gangelhoff informed the commission that an expanded event would require additional staff;
the commission asked that staff utilize the existing budget to hire a temporary seasonal staff
person to provide assistance in organizing the Parks Celebration.
Commissioner McGrory -Ussett made a motion to direct staff to hire seasonal staff to help with
the parks celebration. Commissioner Kipp seconded the motion.
AYES 5: NAYS 0
The commission sought further clarification on what the role of businesses may be at the
celebration. Staff described their understanding that businesses will be allowed to host an
activity for residents and may bring promotional materials, but the purpose of their booth may
not be for the sole purpose of promoting their business.
Promotional materials to date have included flyers in the schools and information in the Heights
Highlights. The commission encouraged staff to develop a flyer for wide distributed in the
community soon.
Rogers Lake Play Equipment
Mr. Sedlacek described materials in the agenda packet describing alternatives for replacing a
play feature which was recalled at the Rogers Lake Playground. Landscape Structures Inc. has
provided a number of options to replace the recalled slide at no additional cost to the city.
The commission asked staff to follow up on what replacement has been the most popular. The
commission is also curious as to which replacement option would be the least injury prone. Staff
will ask a representative from the playground company to attend the April meeting
The commission clarified that the equipment credit could be used at other locations — Mendakota
Park could benefit from updated play features /panels. The commission also asked if it would be
possible to purchase an extended warranty for the play system with the credit on the replacement
play feature.
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Rogers Lake Skate Park
Mr. Sedlacek reported that staff just recently received materials on from our existing vendor
which could be completed for the commission's proposed budget of $25,000. There are a wide
variety of features available for improving skate parks. The vendor that has installed our skate
park amenities in the past has provided an elaborate option, featuring all new modular ramps
with a number of skate features. At the same time, there are more supple street - skating features,
available. These features include items such as reinforced benches, picnic tables and jersey
barriers which may cost less and be simpler to install. The ideal skate park changes every so
often — even if features are not added, re- positioning equipment can change the experience for
skate park users.
Staff feels that there is great potential to garner feedback from skaters in designing changes to
the park. Commissioner Toth committed to visiting the park, to make sure that facility users feel
welcome to provide their input.
The commission hopes that skate park users will provide a wish -list of features they would like
to see at the skate park. The commission asked if a representative from Plywood Benders might
be available for the April meeting
Commissioner Kipp asked if we could have a vendor complete a regular inspection of the
equipment. Mr. Sedlacek reported that Plywood Benders has visited the skate park, but has yet
to provide city staff with a detailed report.
Civic Center Ball Field
Mr. Sedlacek reported that the city council has requested that the parks and recreation
commission consider rename the Civic Center Ball Field in honor of former mayor Charles
Mertensotto. Prior to the March 2012 parks and recreation meeting, concern was raised that the
field may have already been renamed in honor of Dick Spicer, long time parks and recreation
commission chair Mr. Sedlacek reported that through reviewing previous meeting minutes and
conversation with retired city staff, it has been determined that the field is still officially named
Civic Center Ball Field.
As directed by the commission at the February meeting, staff followed up with the mayor to
determine that the ball field was the most appropriate venue to honor Mr. Mertensotto. Mayor
Krebsbach had made clear her intent (and that of the city council) to rename Civic Center Ball
Field in honor of Mayor Mertensotto. Staff raised the question whether or not this would be a
good time to consider an update of all parks signs. After some discussion, the commission
expressed interest in maintaining the current park signs suggested that city council provide more
clear direction on their expectations for Mertensotto Field signage.
The commission agreed that the field should bear both names for the summer of 2012, to allow
parks users to adapt to the change
Concerns Regarding Pet Waste Near Trails
Page - 3
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It has been some time since the parks and recreation cornrnission has considered posting signs
for dog owners to clean up after their pets. The commission recognized the need to strike a
balance between making sure pet owners are aware of the rules and not cluttering our open
spaces with signs. After much discussion, the commission directed staff to acquire smaller,
temporary signs which may be moved around to address problem areas as needed.
Par 3 Update
Staff has spent considerable time reviewing maintenance expenses from the 2011 golf season, to
determine whether or not maintenance purchases were appropriate and/or necessary. Staff found
no issues of concern in this review. Staff has not been able to complete the 2012 pro -forma with
estimates for expenses and revenues for the coming season, but has recently been authorized to
begin the process for hiring staff. A contract for course maintenance is also in the works, with
tighter controls around expenditures.
Staff is anticipating that non - profit fund- raisers will be a popular offering for the 2012 season.
There are dual benefits to hosting fund- raisers — bringing users to the course and having these
non- profit groups marketing Par 3 events within their own organizations.
Staff is hopeful that the course could be opened by the second weekend in April. The hiring
process includes posting the positions, collecting applications and interviewing candidates. The
start of the hiring process should be sufficient if the course opens in the second week of April.
Unfortunately, the course will not be ready in the event of an early opening.
The commission asked for an update on the increase to course fees which had been
recommended to city council in late 2011. Mr. Sedlacek reported that this request was not heard
by city council, but rather, a task force of council members. The task force chose not to bring the
request to city council.
The Par 3 is currently sitting at a positive cash balance, although the last two years has seen
operating expenses which exceeded operating revenues. Mr. Sedlacek provided information on
golf rounds played in 2011 and preceding years. The commission had brief discussion on turf
conditions and course maintenance. Mr. Sedlacek replied that the maintenance contract will be
before council in the next week and that public works staff could be called upon to conduct
maintenance in a pinch.
The conunission discussed a rate increase, specifically the elasticity of demand. The
commission discussed whether or not an an increase of one dollar would have a negative impact
on demand. Chair Levine and Commissioner McGrory - Ussett summarized previous discussions
regarding greens fees and expressed their opinions that the increase of one dollar would not
impact demand.
Commissioner McGrory - Ussett made a motion to recommend a one dollar increase to greens
fees for the 2012 golf season. Commissioner Toth seconded the motion.
P15
During discussion, the commission verified that expenses are also being tightly managed as "the
other half' of the equation. The commission encouraged growth of the business through
additional prograrruning, rental and concessions.
AYES 5: NAYS 0
2012 Parks and Recreation Goals
The commission reviewed the goals as updated with comments from the February 2012
commission meeting. Mr. Sedlacek mentioned that items three and four had been discussed for
combination, staff recommends keeping them separate in order to maintain flexibility for
planning purposes. The commission was pleased with the new goals document.
In response to the work plan, Chair Levine encouraged commissioners to help with the golf
registration event corning up Monday, March 19, 2012 from 5:00 p.m. to 7:00 p.m. at City Hall.
Commission Comments
Conunissioner Hinderscheid asked about rules for restraining dogs. Mr. Sedlacek replied that
anytime a dog is taken off their owner's property, city code that the dog be under restraint. The
specific faun of restraint is a little vague. Commissioner Hinderscheid asked that staff consider
defining restraint to include an actual physical restraint.
Commissioner McGrory-Ussett encouraged all skate park users to attend the April 10, 2012
meeting.
Corrunissioner Toth asked staff to inspect the basketball court at Mendakota Park
Adjourn
Conunissioner Hinderscheid made motion to adjourn the meeting; Commissioner Toth seconded
the motion.
Chair Levine adjourned the meeting at 8:34 p.m.
ITEM 5C
P16
Planning Conu nission Minutes
March 27, 2012
CITY OF MENDOTA HEIGHTS
DAKOTA COUNTY, 1 IrNNESOTA-
PLANNING COMMISSION MINUTES
March 27, 2012
The regular meeting of the Mendota Heights PlanningCo0m� Commission was held on Tuesday, March 27, 2012, in the
Council Chambers at City Hall, 1101 Victoria Curve at
following Conunissioners were present Chair Norton (arrived at 7:03 p.m.),
Commissioners Hennes, Noonan,
Works Director /City Engineer Mazzitello, and NAC Planner
Roston, and Viksnins. Those absent (excused): Commissioners Field and Magnuson. Those present were Assistant
to the City Administrator Jake Sedlacek, Public
Stephen Grittman. Minutes were recorded by Heidi Guenther.
Approval ofAgenda
The agenda was approved as submitted.
A. 'royal o February 28 2012 Minutes
Commissioner Hennes requested the spelling of Tim Aune's naive be corrected in the minutes on Page 8.
Chair Norton arrived at 7:03 p.m.
Mike Bader, 1673 Delaware Avenue, discussed several changes to the minutes.
Assistant to the City Administrator Sedlacek conunented it was highly unusual to take corrections to the minutes
from the public. He suggested staff review the revisions from Mr. Bader, revise the minutes and resubmit the
document to the Planning Commission.
COMMISSIONER VIKSNINS MOVED, SECONDED B COMMISSIONER OON o , O TABLE
APPROVING THE MINUTES OF FEBRUARY 2012 TO THE APRIL
COMMISSION MEETING.
AYES: 5
NAYS: 0
Searitags
PLANNING CASE #2012 -07
Michael and Michelle Bader
Variance to Street Right of Way Width for Foxwood Lane
Chair Norton explained the applicant has requested this item be tabled to the April 24, 2012 Planning Commission
meeting.
PLANNING CASE #2012 -08
Tim Aune
Subdivision Ordinance Amendment Pertaining to Cul -De -Sac Length
Planner Stephen Grittman presented the request of Tiin Aune for a subdivision Ordinance Amendment pertaining to
cul -de -sac length.
1
Planning Commission Minutes
tlMarch 27, 2012
P17
Mr. Grittman noted that current City Code states cul -de -sacs shall normally not be longer than five hundred feet
(500 feet), including a terminal turnaround which shall be provided at the closed end. Due to the applicant's
request, the city was proposing to remove the word "normally" and adding language stating the five hundred feet
shall be an absolute maximum, and any cul -de -sac in excess of three hundred feet (300') shall require a written
opinion from the Fire Chief to address unique circumstances for any cul -de -sac of three hundred feet (300') to five
hundred feet (500') in length. The applicant also provided a supplement to the request setting four hundred feet
(400') with provisions for consideration by staff. Staff indicated there are only a handful of properties in the
community that still had the opportunity for new streets and subdivisions.
Mr. Grittman recommended that if the Planning Commission would consider approving the subdivision ordinance
amendment, the commission should also consider modifications offered by staff as detailed in the report. Mr.
Grittman stated that staff is comfortable with the cun-ent language; while there is not a fixed limit the language does
serve as a reasonable guide. It is important to maintain flexibility for future development.
Commissioner Noonan questioned how many cul -de -sacs in the city were longer than 500' and asked if they would
become non - conforming uses if the language were amended. Mr. Grittman stated he did not have the exact number.
He noted that currently platted streets would remain as public streets and there would be no impact from the
proposed amendment.
Commissioner Viksnins indicated the applicant had concerns with safety if the cul -de -sacs were longer than 500'.
He requested comment from staff on this issue. Mr. Grittman indicated public safety was the reason cul -de -sac
limits exist. He noted the 500' length is common, based upon development which would generate approximately
200 -250 trips per day, which was the standard threshold for a typical single - family neighborhood.
Commissioner Viksnins inquired if a private citizen has ever proposed an ordinance amendment in the past. Mr.
Grittman explained this was rare, but not unheard of.
Commissioner Hennes asked if the applicant's request were approved, what impact it would have on Case No. 2012-
07. Mr. Grittman stated with the 500' fixed length for cul -de -sacs, the applicant would be held to this number unless
a variance was requested and approved.
Commissioner Henries questioned if it was right for the city to take action on this item with the other case pending.
Mr. Grittman stated there would be impacts on pending subdivisions both now and going into the future.
Commissioner Roston inquired if the city had any traffic or safety studies regarding cul -de -sac lengths. Mr.
Grittman indicated a formal study has not been completed by the Fire or Police Department. Mr. Mazzitello stated
the opinion of the Fire Chief and Police Chief were noted in this report and it was their recommendation cul -de -sacs
remain as short as possible to assist with response times.
Tim Aune, 554 Foxwood Lane, stated he was requesting an amendment to the subdivision ordinance. He reviewed
the proposed amended language with the Planning Commission. It was noted the approval of this amendment
supported and protected the interests of property owners. He referred to Planning Case in 2003 in which city code
on length of cul -de -sacs protected his property interest.
Mr. Aune felt his revisions provided clear language for strict enforceability of City Code. He noted he purchased his
lot with the understanding the cul -de -sac would not be extended. For this reason, the length should not be increased.
He encouraged the city to seek the best planning practices and not allow for variations from City Code. He
requested the Planning Commission approve his language amendment as presented.
Chair Norton opened the public hearing.
Mike Bader, 1673 Delaware Avenue, stated he received notice of this item this morning. He presented the Planning
Commission and staff with a written email and then discussed a letter written on December 23, 2010 to Jake
Sedlacek and John Mazzitello, as well as an April 2007 letter to Sue McDermott. Mr. Bader indicated Mendota
2
Planning Commission Minutes
!Worth 27, 2012
P18
Heights had at least seven cul-de-sacs that were in excess of 500' feet. Each was approved without a variance. He
spoke with several homeowners living on these extended cul-de-sacs and public safety was not a concern.
Mr. Bader stated this subdivision ordinance was directed towards him personally and felt this was violating his
property rights. He felt this could be seen as spot zoning. Mr. Bader requested the Planning Commission deny the
subdivision ordinance amendment.
Jennifer Lutz, 548 Foxwood Lane, commented she did not feel Foxwood was unsafe with a 20' wide road, given the
fact the road had only three homes. She reminded the Planning Commission that the city was responsible for
creating the 20 foot roadway on the 50 foot easement. Ms. Lutz was concerned about increased traffic on Foxwood
Lane stating this would decrease the safety in her neighborhood. She believed the city should be clear on the length
of a cul-de-sac to ensure it was enforceable.
Chair Norton asked for a motion to close the public hearing.
COMMISSIONER ROSTON MOVED, SECONDED BY COMMISSIONER HENNES, TO CLOSE THE
PUBLIC HEARING.
AYES 5
NAYS 0
Commissioner Roston cautioned the Planning Commission from making determinations on roadway restrictions
without the property traffic and safety study information from the Fire and Police Depai tuients.
COMMISSIONER ROSTON MOVED, SECONDED BY COMMISSIONER HENNES, TO RECOMMEND
DENIAL OF THE SUBDIVISION ORDINANCE AMENDMENT, BASED ON THE FINDINGS THAT THE
EXISTING CODE PROVIDES ADEQUATE GUIDANCE TO DEVELOPERS WITHOUT
COMPROMISING SAFETY, AS WELL AS GREATER FLEXIBILITY IN SUBDIVISION DESIGN AS
DETAILED IN THE STAFF REPORT.
Commissioner Viksnins indicated the issues for Case No. 2012-07 would be thoughtfully considered by the
Planning Commission and he did not feel a subdivision ordinance amendment was applicable at this time.
Commissioner Hennes agreed, stating the amendment was premature.
AYES 5
NAYS 0
Chair Norton advised the City Council would consider this application at its April 3, 2012, meeting.
PLANNING CASE #2012-09
Barry Sommervold
609 Hampshire Drive
Wetlands Permit for Pool Construction
Planner Stephen Grittman presented the request of Barry Sommervold for approval of a wetlands permit for pool
construction in the rear yard.
Mr. Grittman noted that applicant has a fence in the rear yard 30 feet from the wetland. This area would remain in
its existing condition to provide a natural buffer. He noted the improvements would be limited to within the fenced
area.
Mr. Grittman presented staffs analysis of the request explaining the proposed project should not have a negative
impact on the wetland, especially with the native vegetation plantings which serve to filter the runoff into the
3
Planning Commission Minutes
Marclz 27, 2012
wetland. The project appears to meet the intent of the Wetlands Ordinance and will not degrade or threaten the
water quality of the wetland. Staff recommended approval of the wetlands permit.
Barry Sommervold, 609 Hampshire Drive, thanked the commission for reviewing his request this evening.
Chair Norton opened the public hearing.
Seeing no one coming forward wishing to speak, Chair Norton asked for a motion to close the public hearing.
COMMISSIONER NOONAN MOVED, SECONDED BY COMMISSIONER VIKSNINS, TO CLOSE THE
PUBLIC HEARING.
AYES 5
NAYS 0
COMMISSIONER VIKSNINS MOVED, SECONDED BY COMMISSIONER ROSTON, TO
RECOMMEND APPROVAL OF THE WETLANDS PERMIT AS REQUESTED BASED ON THE
FINDINGS OF FACT DETAILED IN THE STAFF REPORT.
AYES 5
NAYS 0
Chair Norton advised the City Council would consider this application at its April 3, 2012, meeting.
Verbal Review
Mr. Sedlacek gave the following verbal review:
PLANNING CASE #2012 -05 2225 Apache Street Variance to the Front Yard Setback
9 Approved by the City Council as recommended by the Planning Commission.
PLANNING CASE #2012 -06 949 Mendota Heights Road Variance for Wall Signs and Sign Area
O Approved by the City Council as recommended by the Planning Commission.
PLANNING CASE #2012 -07 Michael and Michelle Bader Variance to Street Right of Way Width
• This item was tabled to the April 24, 2012 Planning Commission meeting.
COMMISSIONER NOONAN MOVED, SECONDED BY COMMISSIONER VIKSNINS, TO ADJOURN
THE MEETING AT 7:43 P.M.
AYES 5
NAYS 0
Respectfully submitted,
Heidi Guenther, Recording Secretary
4
P19
1101 Victoria Curve 1 Mendota Heights, tiN 5511B
651,452.1B50 phone 1 651.452.5940 fax
www,mendota- haights.com
DATE:
TO:
FROM:
SUBJECT:
CITY o6
MENDOTA HEIGHTS
April 17, 2012
Mayor, City Council and City Administrator
Kristen Schabacker, Finance Director "9?,,4'/
Workers' compensation insurance
ITEM 5D
P20
BACKGROUND
On May 1, 2012 our workers compensation insurance renews. The base e premium r fr this year is
$103,835. This represents a slight increase over last year's premium of
Here is the claims history including the amount and number of claims for each period.
07/08 $105,274.80 6 claims
08/09 $28,966.03 8 claims
09/10 $14,205.70 6 claims
10/11 $27,132.90 7 claims
11/12 $176,613.84* 4 claims
*This period includes reserves of $74,167.79 that have not actually been paid out.
On the attached notice of premium, there are three options from which we can choose.
This is the second year that we have chosen the regular premium option. I recommend that we
continue with the regular premium. option.
Also included with the workers' compensation information, is the renewal for l�hefiacci accident Allan
f o r volunteers. We have purchased this
working for the city (the firefighters are covered under the
benefits for volunteers injured while w g
ility
city's worker's comp and not this volunteer plan). Volunteers receive limited d cdeath, disa
people
and impairment benefits. The base premium l fishing derby, etc.
volunteering at events such as spring clean up, p arks celebration,
P21
BUDGET IMPACT
There is $113,950 in the 2012 budget for workers' compensation Por c costs. The
of amount
May t12012 budgeted
covers the amount of the workers' compensation premium
May 1, 2013. The accident plan for the volunteers would be covered under the property/casualty
line item. There are sufficient funds to cover the $720 annual premium
RECOMMENDATION
Staff recommends that the council pass a motion accepting othe regular ied the accident plan for city
workers' compensation renewal with a base premium $103,835
volunteers premium of $720. These policies are effective Mayl, 2012 — May 1, 2013.
Insurance League of Minnesota (Wes Insu^ Trust
^�"~"`"" ^"
Group Self-Insured Workers' Compensation Plan
145 University Avenue West St. Paul, MN 5103-2044 Phone (651)215-4173
P22
" ~ of Notice u�l�� Premium for �� K� rreN�wNs�" `m^��,���-��°=,~~~
��'��" `^^ ^ ~~- Options
MENDOTA HEIGHTS, CITY OF Agreement No.:
0200001232
1101 VICTORIA CURVE �gr88�gpt Period: From: 5/01/20I2
MENDOTA HTS MN 55118'4I67 To: 5/0I/20I3
Enclosed is a quotation for workers' compensation deposit premium.
PAYROLL DESCRIPTION
ESTIMATED DEPOSIT
~~^~— �
CODE RATE PAYROLL PREMIUM
SEE ATTACHED SCHEDULE FOR DETAILS
Manual Premium
Experience Modification .96
Standard Premium
Deductible Credit 0%
Premium Discount
Net Deposit Premium
119372.
114597.
10762.
103835.
OPTIONS y may choose only one option
Please indicate below the premium option you wish to 0� SSl�Ct.
and you cannot change options during the agreement period.
1. Regular Premium Option
NET DEPOSIT PREMIUM
League ofIMinnesota 'Workers' n pe Insurance
Plan
Trust
Group Se
145 University Avenue West
St. Paul, MN 55103 -2044
(651)215 -4173
The "City"
MENDOTA HEIGHTS, CITY OF
1101 VICTORIA CURVE
MENDOTA HIS MN 55118-4167
P23
Agreement No.: 0200001232
Agreement Period From: 5/01/2012 5/01/2013
CONTINUATION SCHEDULE FOR QUOTATION PAGE
REMUNERATION RATE CODE DESCRIPTION
EST. PREM
300000. 7.89 5506 STREET CONSTRUCTION 23670.
POP 12413. 118.39 7708 FIREFIGHTERS (VOLUNTEER) 58176.
1515000. 3.84 7720 POLICE 8176.
58500. 3.59 8227 CITY SHOP & YARD 6480.
810000. .80 8810 CLERICAL OFFICE EMPLOYEES NOC 2208.
48000. 4.60 9015 BUILDINGS -OPER BY OWNER 960.
49000. 1.96 9060 CLUB-COUNTRY /GOLF 8213.
225000. 3.65 9102 PARKS 3.
485000. .58 9410 MUNICIPAL EMPLOYEES 821 13.
22500. .25 9411 ELECTED OR APPOINTED OFFICIALS
Manual Premium 119372.
Agent: 202217323
00796: BEARENCE MANAGEMENT GROUP LLC
TC FIELD
530 ROBERTS ST N
PO BOX 64016
ST PAUL MN 55164-0016
4/03/2012
LM4680 (8/99)
2. __ Deductible Premium Option to your estimated standard
Deductible options premium applied
premium of $ 114597. The deductible w apply per occurrence to paid medical costs only.
There is no aggregate limit.
Deductible Premium Credit Net Deposit
per Occurrence Credit Amount Premium
$250 1.50% 1719. 102116.
$500 2.50% 2865. 100970.
$1,000 4.00% 4584. 99251.
$2,500 7.00% 8022. 95813.
$5,000 10.50% 12033. 91802.
$10,000 14.50% 16617. 87218.
$25,000 22.00% 25211. 78624.
$50,000 28.00% 32087. 71748.
3. .____ Retrospective Rates Premium Option
Retro -Rated Est.Minimum Retro -Rated Est.Maximum
Minimum Factor Premium Maximum Factor Premium
.551% 63143. 1.300% 148976.
.501% 57413. 1.500% 171896.
.411% 47099. 2.000% 229194.
This quotation is for a deposit premium based on your estimate of payroll and selected options. Your final
actual premium will be computed after an audit of payroll subsequent to the close of your agreement year
and will be subject to revisions in rates, payrolls and experience modification. While you are a member of
"''e LMCIT workers' Compensation Plan, you will be eligible to participate in dividend distributions from
:e.Trust based upon claims experience and earnings of the Trust.
If you desire the coverage offered above, please return this signed document for the option you have
selected.
This quotation should be signed by an authorized representative of the city requesting coverage.
Signature
P24
Title Date
LM4513 (3 /02)(Rev.O1 /12)
League of Minnesota Cities Insurance Trust
Group Self- Insured Accident Plan for Volunteers
145 University Avenue West
St. Paul, MN 55103 -2044
ACCIDENT PLAN FOR CITY VOLUNTEERS RENEWAL QUOTE
The "City" Agreement No.: VL00001214
MENDOTA HEIGHTS, CITY OF Agreement Period From: 5/01/2012
1101 VICTORIA CURVE To: 5/01/2013
MENDOTA HTS MN 55118-4167
P25
This is the renewal quotation for the Group Self - Insured Accident Plan for City Volunteers. The renewal quote is based on
your expiring coverage; please note that the current accident plan is expanded to include coverage for members of advisory
boards and committees. If you desire to continue coverage; please sign and date and return to LMCIT.
Accident Plan For City Volunteers (includes coverage for members of advisory boards and committees)
X Basic Coverage (No Medical) Premium $ 7 2 0.0 0
Optional Medical Premium $
Total $ 720.00
Accident Plan For All Members of Advisory Boards and Committees Only (no coverage for other city volunteers)
Basic Coverage (No Medical) Premium $
Optional Medical Premium $
Total $
)If you have any questions, please review the Risk Management Memo on the LMCIT website entitled Accident Coverage
for City Volunteers or contact Barb Meyer at 651 - 215 -4173 or Liam Biever at 651 -281 -1212. If you need to make a
change, see the List of Coverage Options for Accident Coverage for City Volunteers located on the next page.
Signature
Date
Agent: 00796 - 202217323
BEARENCE MANAGEMENT GROUP LLC
TC FIELD
530 ROBERTS ST N
PO BOX 64016
ST PAUL MN 55164 -0016
Title
LM5760 (06/00) (Rev.1 / 12
CITY OF
s 'fir MENDDTA HEIGHTS
DATE:
TO:
FROM:
SUBJECT:
1101 Victoria Curve I Mendota Heights, MN 55118
551.452.1850 phone 1 651,452.8940 fax
www.mendota- heights.com
April 17, 2012
Mayor, City Council and City Administrator
Dave Dreelan, Assistant Fire Chief
Monthly Synopsis — March 2012
ITEM 5E
P26
Fire Calls
The department responded to 12 calls for the month. The majority
of calls were of the other classified
calls, as one
false alai>_ns or as good intent calls. Eight wer line down calls and one was a car fire•
was a commercial fire alarm, two power
De artment Trainin' The
The monthly department training focused on building construction an oventilation. how the
members of the department reviewed spread of five
molcea main and types fire. of
The members also reviewed the best
construction method affects the sp
methods to ventilate smoke from these buildings.
Monthl S s uad Training
The squad training for the month was dedicated to testing all of the department's fire hose. . Each
of the major pieces of apparatus carves approximately 2,000' year. Each squad is responsible for
NFPA guidelines, all the hose must be pressure tested each y g q responsible
have
unloading one of the trucks, testing all of the hose then reloading the truck. We typically
two or three sections of hose fail the test every year.
/~ \
/
MENDOTA HEIGHTS FIRE DEPARTMENT
MARCH 2012 MONTHLY REPORT
FIRE CALLS NO. 12037 - 12048
NUMBER OF CALLS:
HRE ALARMS DISPATCHED:
ACTUAL FIRES
Stmrtum- MH[ommemial
Structure 'K8HResidential
Structure - Contract Areas
Vehicle - MH
Vehicle - Contract Areas
Grass/Brush/No Value MH
Grass/Brush/No Value Contract
MEDICAL
Assist
Extrication
HAZARDOUS SITUATION
Spills/Leaks
Arcing/Shorting
Chemical
Power Line Down
FALSE ALARM
Residential Malfunction
Commercial Malfunction
Unintentional - Commercial
Unintentional - Residential
Criminal
GOOD INTENT
Smoke Scare
Steam Mistaken for Smoke
Other
MUTUAL AID
TOTAL CALLS
NUMBER
1
1
1
1
1
7
12
STRUCTURE CONTENTS
12
K0|SC. TOTALS TO DATE
TOTAL MONTHLY FIRE LOSSES
$0
$U
$3,000
$10,000
$16,000
$0
$0
FIRE LOSS TOTALS MENDOTA HEIGHTS
ALL FIRES, ALL AREAS (MONTH) $0
MEND. HTS. ONLY STRUCT/CONTENTS
MEND. HTS. ONLY MISCELLANEOUS
MEND. HTS. TOTAL LOSS TO DATE
BILLING FOR SERVICES
LOCATION OF FIRE ALARMS
MENDOTA HEIGHTS
MENDOTA
SUNFISH LAKE
L|LYDALE
OTHER
TOTAL
11
8
O
1
O
12
TO DATE
45
0
1
2
0
48
LAST YEAR
31
0
6
2
2
41
AGENCY THIS MONTH TO DATE
�NMN/DOT $0
M|0V.RH $m
CNRRB $0
TOTALS:
so
$0
$0
WORK PERFORMED HOURS TO DATE
FIRE CALLS 158
MEETINGS 38
DRILLS 164.5
WEEKLY CLEAN-UP 42
SPECIAL ACTIVITY 80.5
> ADMINISTATIVE
(
\--/ FlREMARGHAL 77.5 210
TOTALS 560.5 2224
0
914
111
460
115
414
D
LAST YEAR
822
118
445.5
105
496
0
88
2074.5
FIRE MARSHAL'S TIME FOR MONTH
INSPECTIONS
INVESTIGATIONS
RE-INSPECTION
MEETINGS
ADMINISTRATION
SPECIAL PROJECTS
TOTAL
20
0
10
10
11.5
26
77.5
REMARKS:
SEE OTHER SIDE FOR SYNOPSIS
ITEM 5F
P28
Ii01 Victoria Curve 1 Mendota Heights, MN- 55116
651,452,1550 phone 1 651.45213940 fax
wwwnendota-beights,com
m CITY 0.5
MENDOTA HEIGHTS'
DATE:
TO:
FROM:
SUBJECT:
April 17, 2012
Mayor, City Council and City Administrator
Tamara Schutta, HR Coordinator
sx)
Approval of employment — public works seasonal hires
BACKGROUND
At a recent meeting, City Council gave approval for staff to begin the hiring and recruitment process
for the Public Works Department. Several employees from the 2011 season have re-applied for their
positions. Applicants were offered their position contingent upon a successful completion of a
criminal background check and council approval. Staff is recommending the following individuals
for employment for the spring/surnmer 2012 season:
Name Position Rate of Pay:
Daniel Husbands Public Works — Parks Division $10.50
Jake Wittrock Public Works — Utilities Division $10.50
Jacob Kreuser Public Works — Parks Division $10.75
Staff has determined that only three seasonal positions are needed for the spring/surnmer 2012
season. Therefore, staff will not be hiring a fourth seasonal employee for 2012.
BUDGET IMPACT
As noted above.
RECOMMENDATION
City staff recommends that city council approve the Public works seasonal candidates for
employment as seasonal workers for the spring/summer 2012 season.
If council concurs in the recommendation, a motion should be made to approve the above listed
seasonal hires. A simple majority vote is all that is needed on this issue.
ITEM 5G
P 2 9
1101 Victoria Curve 1 Mendota Heights, MN 55118
651,452.1850 phone 1 651.452.8040 fa4
www.mendota-heights.corn
DATE:
TO:
FROM:
SUBJECT:
C ITY OF
MENDOTA HEIGHTS
April 17, 2012
Mayor, City Council and City Administrator
Jake Sedlacek, Assistant to the City Administratorg
Park Bench Donation — Elizabeth Moran
BACKGROUND
Elizabeth Moran, a resident on Bent Tree Lane has submitted a request to make a donation
through our Park Bench Donation program. The parks and recreation commission reviewed this
request at their regular meeting April 3, 2012 and recommended approval of the request.
Ms. Moran has requested to locate a bench at Ivy Falls Park, on a small hill overlooking the
softball field just off of the paved trail. Our parks lead person has reviewed the request and
found the requested location to be suitable for a park bench.
The Park Bench Donation program was adopted in 2001. Through the program, a resident may
donate $750 to the city to offset the costs to purchase and install a park bench. Any costs above
the donated amount would be the responsibility of the city.
BUDGET IMPACT
Costs to purchase and install the park bench exceeding $750 may be drawn from the Parks
Equipment Repair/Maintenance line item. The current cost of a bench similar to previously
installed units is $560. Additional costs include site preparation, concrete and labor.
RECOMMENDATION
At their April 10, 2012 meeting, the parks and recreation commission voted 6:0 to recommend
accepting the park bench donation from Elizabeth Moran. If city council wishes to implement
this recommendation, pass a motion adopting the attached resolution, A RESOLUTION
FORMALLY ACKNOWLEDGING THE RECEIPT OF GIFT OF $750 FROM ELIZABETH
MORAN, making any changes the city council deems necessary. This action requires a simple
majority vote.
Page 1 of 1
CITY OF MENDOTA HEIGHTS
DAKOTA COUNTY, MINNESOTA
RESOLUTION 2012-
RESOLUTION.FORMALLY ACKNOWLEDGING THE RECEIPT OF GIFT OF
$750 FROM ELIZABETH MORAN.
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 of citizens and
officially recognize their donations.
NOW THEREFORE BE IT HEREBY RESOLVED that the City Council of
the City of Mendota Heights accepts the donation from Elizabeth Moran for the Park
Bench Donation Program..
Adopted by the City Council of the City of Mendota Heights this 17th day of April 2012.
CITY COUNCIL
CITY OF MENDOTA HEIGHTS
By
Sandra Krebsbach, Mayor
ATTEST:
By
Justin Miller, Acting City Clerk
P30
DATE:
CITY OF
(MENDOTA HEIGHTS
April 17, 2012
ITEM 5H
P31
1101 Victoria Curve 1 Mendota Heigins, MN 55118
651,157.1850 phone j 651.4528940 fax
:v: jv•r.rnendota- heights.cor1
�'�'"`3"�;- �'.-"''i"'�,r ,nr`�:;•- ?:s�"- ;fir "'y",r..',- � -u"�s'
TO: Mayor, City Council and City Administrator
t_D
FROM: Tamara Schutta, HR Coordinatoirr
SUBJECT: Employee Benefits Agent/Broker of Record Request for Proposals
BACKGROUND
The city currently offers employee health insurance benefits through th Sou hwest 1 est Central
Service Cooperative (SW /WC). Other employee benefits include Delta D
Standard life insurance and short team disability and H Hartford
2002. At that time, tlZe city council
last time the city accepted and reviewed proposals was
Johnson-McCann as the city's agent of record
benefits. Johnson-
McCann is professional and knowledgeable in employee �suran m beneftHo every ese services.
effort should be made to ensure the city receives � ab oke age feeseThesetfeestlate part of th e
Johnson-McCann services are paid through the built
city's benefit package.
At this time staff recommends that we seek requests endpl a oVel sfor our
uotes for three year
insurance agent of record. Staff would further recom
period.
Attached is a copy of the request for proposal (RFP) for s The city
of the will
RFP solicit
ill bids
through the city's website and League of Minnesota Cities
sent to various insurance brokers. Staff will also request that Johnson - McCann submit an
RFP.
Staff is proposing the following timeline so that we have an insurance agent in place for our
upcoming open enrollment season.
RFP Release Date:
Proposal must be received
No Later Than:
Council Presentation:
Plan Effective Date:
BUDGET IMPACT
As noted above.
RECOMMENDATION
April 18, 2012
May 17, 2012 at 10:00 AM
June 5, 2012
July 1, 2012
P32
Staff is recommending approval of the RFP for Agent/Broker of Records for the city's Employee
Benefits program, and direction to solicit quotes for council consideration.
If council concurs in the recommendation, a motion should be made to approve the RFP and
direct staff to solicit proposals for Agent/Broker of Records for the city employee benefits
program. A simple majority vote is all that is needed on this issue.
DRAFT
REQUEST FOR PROPOSALS
For
Agent /Broker of Record
For the City's Employee Benefits Program
CITY OF MENDOTA HEIGHTS
1101 Victoria Curve
Mendota Heights, MN 55118
Release Date:
Proposal must be received
No Later Than:
Council Presentation:
Plan Effective Date:
April 18, 2012
May 17, 2012 at 10:00 AM
June 5, 2012
July 1,2012
P34
CITY OF MENDOTA HEIGHTS
TABLE OF CONTENTS
SECTION
I. GENERAL INFORMATION
® Request for Proposal Notice
® Conditions and Stipulations
® Scope of Work to be Performed
11. CITY INFORMATION
O Background Information
9 Summary of Coverage Options
III. PROPOSAL FORMS
® Required Contents of Proposal
O Proposal Evaluation
P35
SECTION I - GENERAL INFORMATION
REQUEST FOR PROPOSAL NOTICE
CONDITIONS AND STIPULATIONS
SCOPE OF WORK TO BE PREFORMED
REQUEST FOR PROPOSAL NOTICE
Notice is hereby given that the City of Mendota Heights will accept Proposals for an
Agent(s) of Record for the city's Health, Dental, Short-Term/Long-Term Disability and
Life Insurance Programs until 10:00 AM on Thursday, May 17, 2012.
All Proposals shall be clearly identified as the Employee Benefits Broker Proposal for
the City of Mendota Heights. Eight (8) copies of your Proposal should be forwarded to
the city at the following address:
City of Mendota Heights
Attn: Tamara Schutta
1101 Victoria Curve
Mendota Heights, MN 55118
Proposals will be evaluated and the successful agent(s) will be determined and
announced at the city council meeting on June 5, 2012 at 7:00 p.m. The city reserves
the right to reject any or all Proposals, waive formalities, negotiate terms and conditions,
and to select the agent and service options that best meet the needs of the city and its
employees.
During the evaluation process, the City of Mendota Heights reserves the right, where it
may serve the City of Mendota Heights' best interest, to request additional information
or clarifications from vendors, or to allow corrections of errors or omissions. At the
discretion of the City of Mendota Heights, firms submitting proposals may be requested
to make oral presentations as part of the evaluation process.
Inquiries, clarification, or requests for Proposal by electronic mail should be directed by
telephone or e-mail to the following city contact:
Tamara Schutta
HR Coordinator
651-255-1356
P37
CONDITIONS AND STIPULATIONS
You are invited to submit your Proposal for the administration of the indicated benefit
plans based on the information contained in this Request for Proposal. Firms may
choose to be considered for any or all of the following services:
e Health
O Dental
O Short Term/Long Term Disability
O Life Insurance
Unless a specific note is made to the contrary in your Proposal or a subsequent
contract, we will assume that your Proposal conforms to the city's Specifications and an
award to you will bind you to comply fully with all of the following Conditions,
Stipulations, and Specifications.
General Conditions and Stipulations
0 The city reserves the right to accept or reject any or all proposals and to waive
formalities and select the agent(s) that best meet the needs of the city and its
employees. The city's objective is to select an agent(s) who will provide the best
possible service at the best possible cost while meeting the Request for Proposal
specifications. The city is not obligated to award the contract based on cost alone.
The city reserves the right to designate more than one agent of record for the
different coverage options.
O Agent(s) that are awarded the business shall submit an action-plan and timetable for
assuming responsibilities to the city within thirty (30) days from when the Council
approves the selected agent(s) of record.
O A servicing representative must be available to the city on an on-going basis.
Representatives must be available at all open enrollment meetings during the
contract period to explain the plan and enroll city employees in the benefit programs.
Representatives must also be available for all plan design and cost containment
planning meetings.
e The agent(s) who is selected must be recognized as an agent or apply to be an
agent for the Benefit Carriers used by the city.
P38
AGENT SCOPE AND RESPONSIBILITIES
The City of Mendota Heights desires the agent to perform the following services:
1. Advise and assist the city in evaluating and selecting among coverage
alternatives such as plan coverage, deductibles, co-payments, out of
pocket payments, etc.
2. Review coverage documents and invoices to assure coverage has been
correctly issued and billed.
3. Advise the city on potential gaps or overlaps in coverage.
4. Assist the city with reviewing claims data and determining premium impact
of any coverage changes.
5. Assist the city as requested in submitting claims and interpreting coverage
as applied to claims.
6. Assist with COBRA/HIPAA administration audits, 5500s, forms and
questions as needed.
7 Assist the city with Benefit Renewals through ensuring that all providers
that meet city needs receive proposals and seek alternative coverage if
requested.
8. Assist the city with Benefit Plan Design to contain cost and maximize
benefit effectiveness.
9. Assist with setting up the renewals timing schedule annually. Assist with
writing, reviewing, analyzing, and presenting Requests for Proposals
during renewals. Provide side by side reporting for city review. Prepare
and/or review and advise on contract renewals.
10. Provide written updates on new State or Federal legislation or judicial
decisions impacting the city and suggested action or changes in
operations or procedures to assure compliance.
11. Provide advice on data practice, records retention and privacy issues.
Research benefit questions and provide advice to the city as needed.
12. Establish relationships with those providers that will most greatly benefit
the needs of the city of Mendota Heights.
13. The successful candidate will be in contact with the city's HR Coordinator
in all matters as they relate to benefit insurance for the city. Said
P39
candidate will also be required to address the city council or city staff as
the need arises.
14. Prompt response to questions and requests is an absolute requirement. It
is expected that there will be more than one individual within the firm
capable of addressing possible concerns of the city.
15. Analyze and report utilization trends and cost. Help to provide
management and staff overview education on how best to utilize and limit
premium increases.
P40
SECTION II - CITY INFORMATION
BACKGROUND INFORMATION
SUMMARY OF COVERAGE OPTIONS
BACKGROUND INFORMATION
Mendota-He ig hts-is-a-hig h-q ua I ity-Ffam ily-o riented residential_comrnunity with_thale_efof
the country and the amenities of a city. While it is centrally located in the metropolitan
area, the Minnesota and Mississippi Rivers form a natural green belt around it, allowing
the community to maintain a quiet, private way of life, unique in the Twin Cities. The City
of Mendota Heights is a statutory city with a current population of over 11,000. The form
of government is Council/Administrator. Mendota Heights is governed by a City Council
composed of a Mayor and four Council Members. Mendota Heights has approximately
47 benefit eligible employees and 2 eligible COBRA/Retirees.
The city is located at:
City of Mendota Heights
1101 Victoria Curve
Mendota Heights, MN 55118
)
P41
SUMMARY OF COVERAGE OPTIONS
The-city has retained-Johnson-McCann_as_its_agent_of r_e_co_r_d_for_Health anciDental
Insurance, Life Insurance, Short Term and Long Term Disability for many years.
The following information is provided as a summary of coverage and history for the City
of Mendota Heights' health, dental, life insurance, short term and long term disability
employee benefits plans. Attached you will also see a summary of benefits and options
for each plan.
Health:
The city currently offers employee health insurance benefits through the
SouthwestNVest Central Service Cooperative (SW/WC). The city is currently insured by
BlueCross BlueShield. Employees are eligible if they work a minimum of 20 hours per
week and there are 47 total eligible employees. Employees that have insurance
coverage through another source (i.e. spouse, etc...) are allowed to waive coverage.
This is verified annually.
Two plan choices are available. BCBS Co-op Aware Gold #4 and BCBS Co-op HSA.
Next, is a summary of the 2012 Health Insurance options:
P42
Carrier:
BCBS Co-op
BCBS Co-op
Plan Name:
Aware Gold #4
H.S.A. 178
Premium - Single
$683.50
$511.50
Premium - Family
$1,889.00
$1,412.50
Deductible
N/A
$2,100 Single/$4,200 Family
Preventive Services
100%
100%
Office Visits
$20 Copay
Deductible; then 100%
Retail Health Clinic*
$0 Copay
Deductible; then 100%
Inpatient Hospital
100%
Deductible; then 100%
Outpatient Hospital
100%
Deductible; then 100%
Emergency Care
Emergency Room
$75 Copay
Deductible; then 100%
Urgent Care Center
$20 Copay
Deductible; then 100%
Ambulance
80%
Deductible; then 100%
Mental Health/Chem Dep
Inpatient
100%
Deductible; then 100%
Outpatient
$20 Copay
Deductible; then 100%
Prescription Drugs
Generic
$0 Copay
Deductible; then 100%
Formulary Brand
$35 Copay
Deductible; then 100%
Nonformulary
$50 Copay
Deductible; then 100%
Out-of-pocket Maximum
$750 single/$1,500 family
N/A
Out-of-pocket Benefits
$300 Ded; 80%
$2,000/$4,000 Ded 80%
Out-of-pocket Maximum
(In Network — S/F)
$1,500 per person
$2,100/$4,200
Out-of-pocket Maximum
$5,000 per_pers_m______
$6,000/$12,000
(Out of Network — S/F)
Lifetime Maximum
Unlimited per Health Care Reform
*Office visit copay is waived when using a participating retail health clinic in MN (ex: Minute
Clinic, Now Express, Target Clinic)
Dental:
City of Mendota Heights is currently insured with Delta Dental. The benefit amount from
Delta Dental is dependent on what dentist the employee chooses. The greatest amount
of benefit is provided through the Delta Preferred Network. Below is a summary of the
2012 Dental Insurance options:
Delta Dental
Preferred Option 11
January 1, 2012 December 31, 2012
Current Rates
Single
$38.85
Family
101.45
P43
Benefit Summary
In-Network
Non-Network
Diagnostic & Preventive Services
100%
80%
Cleanings, X-rays, Oral Examinations, Fluoride Treatments
Basic Services
Fillings
100%
50%
Sealants
100%
50%
Endodontics — Root Canal Therapy
90%
50%
Periodontics — Gum Disease Treatments
80%
50%
Oral Surgery — Simple Extractions
100%
50%
Oral Surgery — Surgical Extractions
80%
80%
Major Services
Crown & Crown Repair
60%
50%
Bridges & Dentures — Removable & Fixed
60%
50%
Bridges & Dentures Repairs — Removable & Fixed
60%
50%
Deductible
Single
None
$50
Family
None
$150
Annual Maximum
$2,000
$2,000
Disability and Life Insurance:
City of Mendota Heights_is e
and voluntary short term disability.
P44
Benefit Summary
Life and Accidental Death & Dismemberment
Life
$10,000
AD&D
Same
Age Reduction Schedule
Benefits reduce to 65% at age 65, to 50% at
age 70 and to 45% at age 75.
Waiver of Premium
Yes
Accelerated Benefit
Yes
Votuntary Life and Accidenta Death & Dismemberment
Life
Units of $5,000
Minimum
$5.000
Maximum
$300.000
Guarantee Issue
$50.000
AD&D
Matches Life Amount Chosen, Employee OnJy
Age Reduction Schedule
Benefits reduce to 65% at age 65, to 50% at
age 70 and to 45% at age 75.
Portability
Yes
Voluntary Dependent Life
Spouse Life*
Units of $5,000
Minimum
$5.000
Maximum
$150.000
Guarantee Issue
$10,000
Children — Birth to age 19
$10,000
(or to age 24 if full-time student)
Premium Summary— Rates effective to January 1,2013
Rates per $1.O00
Employee
Spouse
Age
(Includes AD&D)
(No AD&D)
Under 35
$0.07
$0.04
35-39
$0.12
$0.09
40-44
$0.18
$0.13
45-49
$0.25
$0.22
50-54
$0.43
$0.40
55-59
$0.68
$0.65
60-54
$0.83
$0.80
65-69
$1.43
$1.40
70-74
$2.58
$2.55
Child
$1.3O per family
Voluntary Short Term Disability
Benefit Summary
Weekly Benefit
60% to $750
Elimination Period
Benefit Begins
Benefit Duration
Pre-Ex Limitation
7 days
8th Day
90 Days
None
Benefit Taxable
Yes, if City pays premium
Premium Summary — Rates effective until January 1, 2013
STD per $10 of Benefit
Age:
All FT Employees
0-29
$0.538
30-34
35-39
$0.591
$0.438
40-44
$0.388
45-49
$0A59
50-54
$0.529
55-59
$0.722
60-64
$0.886
65-69
$0.886
70-74
$0.886
75-79
$0.886
80+
$0.886
) City of Mendota Heights is currently insured with Hartford for voluntary long term
disability.
Hartford Long Term Disability Insurance
Benefit Summary
Monthly Benefit
Elimination Period
60% of monthly income to $5,000
Duration of Benefit
Own Occupation — you are unable to perform the duties of your occupation for
this time, you will be assessed for other positions based on your past education and
Class I: full-time City Manager, City Clerk and Dept. Heads
Class 11: All other active, full-time employees
Social Security Offset — benefit will reduce equal to the income
from social security.
Pre-existing Condition
Mental Health/Chemical Dependency Limitation
Other Limited Conditions
90 days
Greater of 65 or SSNRA
this length of time. At the end of
work history.
60 months
36 months
Full Family
6/6/12
24 months
Survivor Death Benefit
Partial Disability
No Limit
3 months
Conversion
Benefit Taxable
Yes
Yes
)
Yes, if city pays premium
P45
P46
Long Term Disability Premium Summary — Rates effective until January 1, 2014
LTD per $100 of covered payroll
Age:
Under 24
$0.27
25-29
$0.24
30-34
$0.35
35-39
$0.44
40-44
$0.64
45-49
$1.13
50-54
$2.05
55-59
$2.45
60-64
$2.24
65+
$2.28
P47
SECTION III- PROPOSAL FORMS
REQUIRED CONTENTS OF PROPOSAL
PROPOSAL EVALUATION
P48
REQUIRED CONTENTS OF PROPOSAL
The purpose of the Proposal is to demonstrate the qualifications, service level, cost for
services, competence and capacity of the firms seeking to become an agent of record
for the City of Mendota Heights. The proposal should address all the points outlined
here as required.
A. Which benefits program(s) your firm is bidding to be an agent of record for.
B. Firm History and Experience:
1. Brief history of firm including size and any specialty areas.
2. Background company data, including financial references.
3. Particular expertise or involvement in the insurance/employee benefits
industry.
4. Municipality experience.
5. List of providers the firm is associated with.
6. Expected communication responsibilities.
C. Qualifications:
1. Description of service philosophy.
2. Conceptual program structure and pricing.
3. An introduction of the account team, by name with specific roles,
qualifications and experience, and distribution of responsibilities including
support capabilities.
4. Current use of technology, especially capability for computerized
legal/benefit design research and for sharing and editing documents
electronically.
5. Action-plan and timetable for assuming responsibilities as well as future
design/cost containment plan.
6. Detail of services that will be provided to the city.
7. Indicate current responsibilities of person designated to serve as lead
contact for the city.
P49
D. References:
1. List new clients and the clients that have left you within the last three
years. Provide the contact names and telephone numbers.
2. List of cities you currently represent and for what type of service. Provide
the contact names and telephone numbers.
3. Provide the contact names and telephone numbers of five (5) clients in the
State of Minnesota with whom you have had a working relationship, as a
reference for the city. Include the number of participants for each group.
(Preferably, the references should be governmental units.) Include two
groups that recently terminated coverage.
E. Conflict of Interest:
1. Disclose any conflicts or perceived conflicts of interest.
2. Identify what procedures your firm utilizes to identify and resolve conflicts
of interest.
F. Previous engagements with the City of Mendota Heights:
1. List of previous engagements with the City of Mendota Heights.
2. Describe what lead to the end of the engagement.
G. Proposed Fee for Services:
1. Explanation of compensation plans for your firm under this proposal
including all services to be included in that fee.
2. The proposal should contain the proposed fee for services in either a fixed
dollar amount or as a percentage of premiums paid for coverage. Fees are
to be maintained at the proposed level unless approval is given by the city
council for a change in the fee structure or level.
3. List any additional service options as well as the fee structure involved.
4. Indicate any alternate billing arrangements you would be willing to
consider and under what circumstances they would be most appropriate.
H. Copies of the following items:
1. Errors and omissions coverage.
P50
2. Business license.
3. Statement of compliance with Federal and State laws.
4. Description of the firm's view of their responsibilities to the city in the
provision of benefits brokerage services.
PROPOSAL EVALUATION
A. Criteria
The city will evaluate proposals based on the needs of the city and its
employees. The following criteria will be used in evaluating each of the
Agent/Broker responses:
1. Compliance with specifications.
2. Ability to provide strong administrative support and member services to
the city.
3. Compliance with applicable State and Federal laws and regulations.
4. Financial position of the agency.
5. Cost.
6. Experience and Qualifications.
B. Review of Proposals
A selection committee of city staff will evaluate the proposals based upon the
factors listed above and make a recommendation to the city council.
The successful candidate will be required to enter into a written agreement with
the City of Mendota Heights that will include service agreements and
compensation for all coverage's. This agreement will last for a period of (3) three
years and will contain a review process and termination provisions.
The City of Mendota Heights reserves the right to retain all proposals submitted
and use any idea in a proposal regardless of whether that proposal is selected.
The city will choose the proposal(s) that best fits its needs. The city is not
obligated to award the contract based on cost alone nor is the city obligated to
award only one agent of record.
1101 Vic:tuna Curve 1 Mendota Heights, MN 55118
651,452.1850 poflEi 651.452,8940 fax
www.mentiota-heights.corn
DATE:
TO:
FROM:
CITY OF
MENDDTA HEIGHTS
April 17, 2012
Mayor, City Council
Justin Miller, City Administrator
Sharon Hinze, Administrative Assistant
SUBJECT: Temporary/Special Event Liquor License — St. Peter's Church/Dakota Guild of
Children's Hospital Association
ITEM 51
P51
BACKGROUND
Pursuant to Mendota Heights City Code Section 3, Chapter 1 no person except wholesalers and
manufacturers to the extent authorized by law, shall directly or indirectly deal in, sell, or dispose
of by gift, sale or otherwise, or keep or offer for sale, any intoxicating liquor, wine or 3.2 percent
malt liquor within the city without first having received a license to do so under this chapter.
On-sale special event licenses shall be granted only to clubs and charitable, religious or nonprofit
organizations that have been in existence for three (3) years for the sale of intoxicating liquor on
the premises only on the days specified in the license. No organization shall be granted more
than two (2) special event licenses in any calendar year. No license shall be issued for more than
three (3) days.
Dakota Guild of Children's Hospital Association is planning to hold a fundraising event at St.
Peter's Church, located at 1405 Sibley Memorial Highway in Mendota on Wednesday, May 16,
2012. They have requested an on-sale temporary special event liquor license to allow for the
safe serving of wine at the event. Please find attached the flyer from Dakota Guild of Children's
Hospital. The event will be held from 5:00 p.m. through 7:00 p.m. at the church. Dakota Guild
of Children's Hospital has successfully submitted an application and certificate of insurance for
liquor liability to hold their fundraiser at St. Peter's Church.
BUDGET IMPACT
The on-sale temporary special event liquor license fee of $50.00 was collected at the time of
application and received as liquor license fee revenue.
RECOMMENDATION
Staff recommends the city council approve a temporary on-sale special event license issued to
Dakota Guild of Children's Hospital Association to be held at St. Peter's Church on May 16,
2012, subject to approval of the Director of Alcohol and Gambling Enforcement.
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SUBJECT:
CITY OF
MENDOTA HEIGHTS
ITEM 5J
P53
1101 Victoria Curve 1 Mendota Heights, MN 55118
651.452.1850 phone 1 651.452,8940 fax
www.mendota-he.ights.com
April 17, 2012
Mayor, City Council and City Administrator
Jake Sedlacek, assistant to the city administrate
Pilot Knob Open Space — Removal of Utility Poles
BACKGROUND
The City of Mendota Heights received a Partners in Preservation re Grant through li lines at atPnal
Trust for Historic Preservation, funded by American Express
Knob. Staff is looking forward to completing this project as soon as possible and has received
the following estimates for removal of utilities on the sit e
Engineering staff has met the owners of the private utilities niur1 Link to be buried
e edCili es on the
the removal of the utility poles. Xcel, Verizon and Qw Y
existing poles. Xcel energy supplied a quote of approximately $22,000 to move their electric
lines. Verizon submitted a quote of approximately 41, 00s to r Leh it of tiberolesic line.
Qwest/Century Link does not have communications lines
es are
have stated they would remove the poles at no cost materials tbasist not to texceedethetestimated
removed. Work will be based on a time and
after
amounts. The grant for this project is $75,000. Per the gr grant agree to address undtoratief areas
utility line and pole removal will be utilized by Great River
that could use more intensive work.
Work will be coordinated and overseen by city engineering staff, with Great River Greening
completing restoration work for any disturbed areas.
BUDGET IMPACT
These expenses fall within the grant budget of $75,000. Additional grant dollars will be used for
restoration of vegetation on the site.
RECOMMENDATION
Staff recommends working with utility providers to remove the utility lines and poles from Pilot
of
Knob. If city council wishes etutiimplement l'nes andepolesrfroezdaeloPl� pass
Open Space.
to coordinate work to remove y
Page 1 of 1
Pilot Kn •Fb Road
Utility Rel c t i
24n
P54
City of
Mendota
Heights
SCALE IN FEET
Utility Poles to be removed within red oval area
ith
CITY OF
MENDOTA HEIGHTS
DATE: April 17, 2012
TO: Mayor, City Council, and City Administrator
FROM: John R. Mazzitello, PE, PMP
Public Works Director/City Engineer
ITEM 5K
P55
1101 Victoria Curve 1 Mendota Heights, MN 55118
6514523850 phone 651,452.8940 fax
wwwsnendota-heights.corn
SUBJECT: Award of a Professional Services Contract for Design of Pedestrian Safety
Improvements at Highway 110 and Highway 149 (Dodd Road)
BACKGROUND
In June of 2009, the City's retained consultant produced a Feasibility Study on alternatives for
increasing pedestrian safety at the intersection of State Trunk Highway 110 and State Trunk
Highway 149 (Dodd Road). The Feasibility Report analyzed four alternatives for improving
safety for pedestrians crossing at this intersection, and was focused on pedestrian traffic crossing
Highway 110 more so than those crossing Dodd Road. These alternatives were:
1. Take no action (do nothing alternative)
2. A pedestrian overpass (bridge)
3. A pedestrian underpass (tunnel)
4. At-grade crossing improvements at the existing intersection
After hearing the report from the consultant, Council decided to pursue the option of improving
the at-grade pedestrian crossings at the existing intersection. As part of the project pursuit, the
City made an application with the Metropolitan Council Transportation Advisory Board for a
Transportation Enhancement (TE) grant to fund the improvements. The City was awarded
$484,000 of construction funds in Federal fiscal year 2013 to complete the project. In order to
take advantage of the TE funds granted by the Metropolitan Council, the City needs to design,
bid, and award the construction project. The TE grant does not cover design costs, but is
applicable to the cost of constructing the project.
At the February 21, 2012 meeting, Council approved a Request For Proposals (RFP) and
authorized staff to seek professional services for design of the at-grade pedestrian safety
improvements at the intersection. The RFP outlined the scoring procedures for the requested
proposals. That scoring system approved with the RFP was:
A. Project Understanding (10%)
B. Project Approach & Schedule (15%)
C. Project Personnel/Team (10%)
D. Firm Experience/History (25%)
E. Current Workload (5%)
F. Cost to Value (35%)
P56
The RFP was published and invitations were sent to five consulting fines that specialize in
MnDOT work. Three proposals were received and evaluated by staff using the criteria published
in the RFP. The three firms that proposed on the project finished in a virtual tie after staff
initially reviewed and scored the proposals. Additional staff members were asked to review the
proposals, and the MnDOT Metro District South Area Engineer also reviewed them and
provided comments.
Consultant 1 submitted the most complete proposal packet. They provided the best
understanding of the project and presented the most applicable experience in dealing with similar
projects, while proposing a top -notch personnel team.
Consultant 2 submitted an excellent proposal packet, but did not demonstrate the applicable
project experience as well as Consultant 1.
deC°t cull ent2wordl workload the proposed st ff. approach
and schedule, but neglected to accurately p >
Consultant 3 submitted the lowest cost proposal, but scored below the other consulting fines in
applicable project experience and project understanding and approach.
Based on these results, staff has selected Consultant 1, SRF Consulting Group, as the
recorr needed firm for this project for the proposed not -to- exceed price of $89,546. This price
includes project design (plans & specifications) with all necessary coordination with MnDOT
and Met Council for work to be completed at the intersection of two State Highways. It also
includes bidding preparation & assistance, construction observation, and materials testing.
BUDGET IMPACT
The proposed contract price of $89,546 will be expended out of the City's Municipal State Aid
(MSA) account. This expense is budgeted, anticipated, and within the estimated amount set
forth in the budget for this project.
RECOMMENDATION
Staff recommends Council accept the proposal of SRF Consulting Group for the proposed not-
to-exceed price of $89,546, and that Council authorize staff to enter into a contractual agreement
for the completion of the project. If Council wishes to implement the staff recommendation,
pass a motion adopting the attached Resolution, A RESOLUTION ACCEPTING A
PROPOSAL AND AUTHORIZING IAN SAFETY AGREEMENT FOR PEDESTRIAN IMPROVEMENTS AT HIGHWAY 110
AND DODD ROAD. This action requires a simple majority vote.
CITY OF MENDOTA HEIGHTS
DAKOTA COUNTY, MINNESOTA
RESOLUTION 2012 -_
A RESOLUTION ACCEPTING A PROPOSAL AND AUTHORIZING A
PROFESSIONAL SERVICES CONTRACT AGREEMENT FOR PEDESTRIAN
SAFETY IMPROVEMENTS AT HIGHWAY 110 AND DODD ROAD
WHEREAS, it has been a long- standing goal of the City of Mendota Heights to improve
pedestrian safety at the intersection of State Trunk Highway 110 and State Trunk Highway 149
(Dodd Road); and
WHEREAS, the City completed a Feasibility Report in 2009 that defined potential
pedestrian safety improvements with advantages, disadvantages, and cost estimates; and
WHEREAS, the City Council chose to pursue at -grade intersection pedestrian safety
irproveinents as a result of the completed Feasibility Report; and
WHEREAS, the City applied for and received a Fiscal Year 2013 Transportation
Enhancement grant through the Metropolitan Council to construct at -grade improvements; and
WHEREAS, City staff solicited for professional services through the issuance of a
Request For Proposals (RFP) document, received and scored proposals from prospective
consulting firms, and is making a recommendation for contract award.
NOW THEREFORE BE IT RESOLVED; by the Mendota Heights City Council:
1. That the proposal submitted by SRF Consulting Group for the not -to- exceed price of
$89,546.00 is hereby accepted.
2. That the City Administrator, with the aid and assistance of the Public Works
Director /City Engineer be and is hereby, authorized and directed to execute a
professional services contract agreement with SRF Consulting Group for the not -to-
exceed price of $89,546.00 to complete work as outlined in the RFP and the accepted
proposal document.
Adopted by the City Council of the City of Mendota Heights this seventeenth day of April 2012.
CITY COUNCIL
CITY OF MENDOTA HEIGHTS
Sandra Krebsbach, Mayor
ATTEST
Justin Miller, Acting City Clerk
P57
CITY OF
MEN/DOTA HEIGHTS
DATE: April 17, 2012
TO: Mayor, City Council &City Administrator
FROM: Paul R. Berg Code Enforcement Officer
SUBJECT: Sign Permit Approval
ITEM 5L
P58
1101Victoria Curve I Mendota Heights, I4N 55118
651.452,1850 phone 1 651452,8940 fax
• www.rnendota-heights.corn
BACKGROUND
Crosstown Sign Inc. has submitted for Council review and approval three (3) sign permit
applications for Lennox who occupies the building at 1400 Corrunerce Drive. They have
forwarded for Council consideration a site map indicating where the signage is to be located, a
depiction of each sign, sign permit applications and a letter from the building owner approving
the signs as proposed. The sign numbers indicate the locations of the proposed signs. Sign # 1 is
a non illuminated two sided ground sign containing 17.95 square feet of signage on each side for
the sign face replacement. Sign # 2 is an illuminated wall sign which will contain 37.5 square
feet of signage. Sign # 3 is an illuminated wall sign that will contain 90 square feet of signage.
Please see site plan and sign depictions contained in your packets.
BUDGET IMPACT
N/A
RECOMMENDATION
Staff recorrunends approval of the three (3) signs as proposed. If Council wishes to implement
the staff recommendation of approval it should pass a motion and grant staff the authority to
issue the requested sign permits.
APPLICK/bION FOR SIGN PERMIT
mitpd Gfrid
City of
YeZME-1/:4--' Mendota Heights
1101 Viet Curve, Mendota Heights, MinnesotaTf8 (651) 452-1850 (651) 452-8940
ACKNOWLEDGEMENT AND SIGNATURE:
The undersigned hereby represents up all of the penalties of law, for the purpose of inducing the City of Mendota Heights to take the action herein
requested, that all s atemen herein a e true anWthat all work herein mentioned will be done in accordance with the Ordinances of the City of Mendota
I-I eights, the S - Minnyfota, and lings of tKe Building Deppriment.
)
I 10. IA I 671
I " N URE
APPROVED
PERMIT FEE
$
SITE ADDRESS
DATE OFAPPLICATION
2
OWNER (Name) (Address) (Tel. No., Including Area Code)
('5Z - gs/ - 70ao
MI00 0/41/flarCe. Of . P7eid,O1 t Mii (1.
6402/70X /
CONTRACTOR (Name) (Address) (Tel. No., Inyf1ing Area Code)
421d/rM Sge
b79S522/72447 Ste,h .74-e_ la307era&an St j#119 2,/
Type of Buil ing Ale Us-. 'I.
r
Jdn
Building
Estimated Cost
(76'
-
Contractor's City License
No.
„ /,
Building Permit No.
q522
TYPE OF SIGN E/ LL 0 ROOF 0 PROJECTING
*ROUND 0 MARQUEE 0 TEMPORARY 0 OTHER
„, On it
s
MAX. DIMENSION VERTICAL0/ 7 FT. HORIZONTAL FT.
SIGN AREA /7 7 SQ. FT. NO. OF SIDES C>7...._ DISTANCE FROM GROUND TO SIGN BASE FT.
t L..... el
HEIGHT OF SIGN 419/1-',50. FT'.
FT. E-14.5hr9
SETBACK OF SIGN FROM PROPERTY
ILLUMINATED 0 YES CI
LINE
NO ALLOWABLE SIGN ARE ON PROMISES FT.
SKETCH OF SIGN
i i 0
ACKNOWLEDGEMENT AND SIGNATURE:
The undersigned hereby represents up all of the penalties of law, for the purpose of inducing the City of Mendota Heights to take the action herein
requested, that all s atemen herein a e true anWthat all work herein mentioned will be done in accordance with the Ordinances of the City of Mendota
I-I eights, the S - Minnyfota, and lings of tKe Building Deppriment.
)
I 10. IA I 671
I " N URE
APPROVED
10 CO
•
Dma
r-
rn
rrit
r-
2Jp
ca)
rri
21:
:ma
rn
SNOIJ.V3IdI33dS
HIGH
3o gr,4 vo
0.
q COI
{
.
� n 1 tlx a CaPY
(191- 5Uokt,r_.wg TE I1IAI' L)
LB Bath rio #201)7
L
rt
1410 Commence Dr(
end t H Tts
«V1
N 55120-101
Do V
(1' • WtDo.
X g n'D $
{inry, r_ !I{ t 1 ,;! III• , +u +1 , �5
CO'vlMERCE QRNE?
ND
AKEFIELDe
March 26,J012
Dave Koestne
Lennox Industries
1400 Commerce Drive
Mendota Heights, MN
Dear Dave,
3500 American BIvd. W,. Suite 200
Minneapolis, WIN 55431
952.83 1.1000
This Ietter 15 to confirm that the Landord and the Manager ofthe Mendota Heights Business Park have
reviewed anc! conditionally approved the signage request submitted by The Icon Companies on March
15, 2012.
The Landlord agrees to permit the additional building mounted signage under the condition that upon
the expiration ofyour lease, andat the tenant's cost, the signage will be removed and the buflding
penetrations repaired and painted to match the existing color prior to vacating the premises.
Please feeJ freeto cafl me with any questions
Sincerely,
L.) -1-c-1
Emily Hughes
Property Manager
CC: Dan Parkin
Enclosures
#2- (Val(
APPI7ICATION FOR SIGN PERMIT
city of
Mendota Heights
1101 toria Curve, Mendota Heights. Minnesota 55118 (651)452-1850 (651) 452-8940
%....-
PERMIT FEE
$
SITE ADDRESS
0 0 A& Ati
OWNER (Name)
$40770X Avo
Aft.i
DATE OFAPPLICATION
(Address)
&/•Yi •
(Tel. No., Including Area Code)
(W) - 681 -. 76r70
' PT,- / I At, i /....e ,s- mil
(Tel. No., In ling Area Code)
( 2*3 gY 77L/7
7 le4°,01—alq,a1 ‘-57- "'IL& .. / ii A 3337
CONTRACTOR (Name) (Address)
I /ago
EA. itle ° A
. /A .
Typ of Buil ing
0
Estimated Cost
Ce,
• ..-
•
f Us-. .1-
l 1 .1 '
Building
.. .td:Ai
Contractor's City License
No.
Building Permit No.
IF
TYPE OF SIGN IR LL 0 ROOF 0 PROJECTING
0 GROUND 0 MARQUEE 0 TEMPORARY 0 OTHER
MAX. DIMENSION VERTICAL FT. HORIZONTAL olc,9 V/ if FT.
SIGN AREA 3f7 sc.) SQ.
FT. NO. OF SIDES One._
FT.
DISTANCE FROM GROUND TO SIGN BASE FT.
HEIGHT OF SIGN
FT.
SETBACK OF SIGN FROM PROPERTY
ILLUMINATED 0
LINE
NO ALLOWABLE SIGN ARE ON PROMISES FT.
"KYES
SKETCH OF SIGN
i
.
ACKNOWLEDGEMENT AND SIGNATURE:
The undersigned hereby represents upon
requested, tha statements herei ar
'",ights, the ‘, e of)
nesota, a
of the penalties aw, for the purpose of inducing the City of Mendota Heights to take the action herein
and that all ork herein mentioned will be done in accordance with the Ordinances of the City of Mendota
f the Buil ' g Department.
SIG
APPROVED
3NNVH3 Q3iMNllA
CO
CJ1
01
CD
rn
m m o m w 73 C7
CD Jp.
C C G G G —i
W 3s W N -+ Ill
0 0 0 0 0 0
O O O G O JET
0 0 C O O N
o 0 0 0 O CG
0 0 0 0 O$
gbarOgsTeAfkm
U
SH�a����.
DICER L,
March 26, 2012
NORTHMA
Dave Koestner
Lennox Industries
1400 Commerce Drive
Mendota Heights, MN
3500 American Blvd. w' Suite mn
Minneapolis, mws54o
952.831.1000
Dear Dave
This letter is to confirm that the Landlord and the Manager of the Mendota Heights Business Park have
reviewed and conditionafly approved the signage request submitted byThe lcon Companies on March
15, 2012.
The Landlord agrees to permit the additional building mounted signage under the condition that upon
the expiration of your lease, and at the tenant's cost, the signage wiD be removed and the buflding
penetrations repaired and painted to match the existing color prior to vacating the premises.
Please feel free to cafl me wIth any questions.
Emily Hughes
Property Manager
CC: Dan Parkin
Enclosures
APPLICATION FOR SIGN PERMIT
da 3
City of
Mendota Heights
no! Victoria Curve, dote Heights, Minnesota 55118 (651) 452-1850 (651) 452-8940
ACKNOWLEDGEMENT AND SIGNATURE:
The undersigned he
requested, that
Li eights, the,,,
by represents upon all of the penalties of law, for the purpose of inducing the City of Mendota Heights to take the action herein
atements herein are true d that all work herein mentioned will be done in accordance with the Ordinances of the City of Mendota
of Min sole, and/uli it the Building Department.
APPROVED
PERMIT FEE
$
SITE ADDRESS
/X0() 64 0 A
At' 4110'
(Address)
ComAlexce,
(Address)
`,4rsjite- /ago'?
DATE OFAPPLICATION
1/? All 2-g) 2a -2---
OWNER (Name)
kiiyaX
,
(Tel. No., Including Area Code)
(We) — gs1 - Ave
jP meph1 4 i'kvi 59
(Tel. No., In 1 thrig Area Code)
(?4,3 271-12--
jetefig&don ,St . r ./ ti b L.,C.S'1,
_____a20
CONTRACTOR (Name)
—s'26) Si-
Typ of Buil ing ie
1 ill
Estimated Cost
Or--
U - • •1-
A
/...:A• _. 1.4 /
Contractor's City License
No.
..4.41 /
Building
Building Permit No.
Air
TYPE OF SIGN IR 11' LL 0 ROOF 0 PROJECTING
0 GROUND 0 MARQUEE 0 TEMPORARY 0 OTHER g D D, 1.....1e i I
MAX. DIMENSI VERTICAL, ) FT. HORIZONTAL / / 01 FT.
SIGN AREA SQ.
FT. NO. OF SIDES
FT.
, DISTANCE FROM GROUND TO SIGN BASE FT.
-
HEIGHT OF SIGN
FT.
SETBACK OF SIGN FROM PROPERTY
ILLUMINATED YES 0
LINE
NO ALLOWABLE SIGN ARE ON PROMISES FT.
SKETCH OF SIGN
:
( •
a I4, s
1 ,
•
ee
ACKNOWLEDGEMENT AND SIGNATURE:
The undersigned he
requested, that
Li eights, the,,,
by represents upon all of the penalties of law, for the purpose of inducing the City of Mendota Heights to take the action herein
atements herein are true d that all work herein mentioned will be done in accordance with the Ordinances of the City of Mendota
of Min sole, and/uli it the Building Department.
APPROVED
CZ)
CUS
111.,R)4 HIVIAN
uior*
WAKEREL
4.-qpfr
March 26, 2012
NORTH A it?
Dave Koestner
Lennox Industries
1400 Commerce Drive
Mendota Heights, MN
3500 American Blvd. W., Suite 200
Minneapolis, MN 55431
952.831.1000
cushvvakenm.com
Dear Dave,
This letter is to confirm that the Landlord and the Manager of the Mendota Heights Business Park have
reviewed and conditionally approved the signage request submitted by The Icon Companies on March
15, 2012.
The Landlord agrees to permit the additional building mounted signage under the condition that upon
the expiration of your lease, and at the tenant's cost, the signage will be removed and the building
penetrations repaired and painted to match the existing color prior to vacating the premises.
Please feel free to call me with any questions.
Sincerely,
Emily Hughes
Property Manager
CC: Dan Parkin
Enclosures
0 :5
ITEM 5M
P59
2072 Licensing List for City council
Type
Excavating
Gas Piping
General
HVAC
Masonry
Sign
Contractor Name
Wednesday, Apri111, 2012
Capra's Utilities, Inc
Airic's Heating, LLC
Deily Construction, Inc
Fendler Patterson Construction, Inc
Absolute Mechanical
Airic's Heating, LLC
Holmin Heating & Cooling
Lofgren Heating & Air Conditioning
Dave's Masonry, LLC
Gallagher Concrete, Inc
Crosstown Sign, Inc
Page 1 of 1
tr
1101 Victoria Curve Mendota Heights, 11N 55118
651.452.1850 phone 1 651.452.8940 fax
www.mendota-heights.com
DATE:
TO:
FROM:
SUBJECT:
Cr f OF
Or: MENDOTA HEIGHTS
BACKGROUND
April 17, 2012
Mayor and City Council
Kristen Schabacker, Finance Director
Claims List Summary
Significant Claims
Ancom Communications — Fire Pagers
Metro Council Environmental Services — May Sewer Service
MPH Industries — Speed Trailer
NDC4 Cable Commission — 2011 Web Streaming
Pearson Brothers — Street Sweeping
Ratwik, Rozak & Maloney - Legal
Manual Checks Total
System Checks Total
VirY14.--`
Total for the list of claims for the April 17, 2012 city council meeting
RECOMMENDATION:
Approval of the list of claims for April 17, 2012.
•---6011WEPLVb
$ 4,610.58
$83,410.02
$16,877.00
$ 6,578.90
$ 8,633.63
$ 7,162.60
$ 7,997.90
$172,868.82
$180,866.72
ITEM -5N
P60
CITY OF MENDOTA HEIGHTS
Claims List
Manual Checks
03131/12MAN
DEPT Descr Amount
Comments _.
Account . _ _
Search Name I C M A RETIREMENT 457
G 01 -2072 03/30/2012 PAYROLL
Search Name I C M A RETIREMENT 457
Search Name NATIONWIDE RETIREMENT SOLUTION
G 01 -2072 03/30/2012 PAYROLL
Search Name NATIONWIDE RETIREMENT SOLUTION
Search Name UNITED WAY OF ST. PAUL
G 01 -2070 03/30/2012 PAYROLL
Search Name UNITED WAY OF ST. PAUL
$440.22
$440.22
$650.00
$650.00
$53.00
$53.00
$1,143.22
04/12/12 8:44 41,6 1
Page 1
Account
Search Name AFFINITY PLUS
G 01 -2073
Search Name AFFINITY PLUS
Search Name B C A - BTS
E 45- 4490 - 045 -45
Search Name B C A - BTS
Search Name HOM FURNITURE
E 01- 4330 - 440 -20
Search Name HOM FURNITURE
Search Name HOME DEPOT CREDIT SERVICES
OPERATING SUPPLIES - CITY HALL
OPERATING SUPPLIES - PARKS
OPERATING SUPPLIES - PARKS
OPERATING SUPPLIES - FIRE
OPERATING SUPPLIES - PARKS
OPERATING SUPPLIES - PARKS
OPERATING SUPPLIES - CITY HALL
OPERATING SUPPLIES - CITY HALL
OPERATING SUPPLIES - CITY HALL
OPERATING SUPPLIES - CITY HALL
OPERATING SUPPLIES - PARKS
CITY OF MENDOTA HEIGHTS
Claims List
Manual Checks
4111/12MAN
Comments DEPT Desc
04/13/2012 PAYROLL
BACKGROUND CHECKS - SEASONAL
POLICE DEPT FURNITURE
E 08- 4335 - 000 -00
E 01- 4305 - 070 -70
E 01- 4305 - 070 -70
E 01- 4305 - 030 -30
E 01-4305- 070 -70
E 01- 4305 - 070 -70
E 08- 4335 - 000 -00
E 08- 4335 - 000 -00
E 08- 4335 -000 -00
E 08- 4335 - 000 -00
E 01- 4305 - 070 -70
Search Name HOME DEPOT CREDIT SERVICES
Search Name MENDOTA HEIGHTS, CITY OF
E 45- 4220 - 045 -45 LIQUOR LICENSE - PAR3
Search Name MENDOTA HEIGHTS, CITY OF
Search Name MN DEPT OF LABOR & INDUSTRY
G 01 -2010 4TH QTR 2011 SURCHARGES
G 01 -2010 4TH QTR 2011 SURCHARGES
Search Name MN DEPT OF LABOR & INDUSTRY
Search Name MN TELEPHONE NETWORKS
E 01- 4335 - 310 -50 TELEPHONE REPAIR - PW
E 01- 4335 - 310 -70 TELEPHONE REPAIR - PW
E 15- 4335 - 310 -60 TELEPHONE REPAIR - PW
Search Name MN TELEPHONE NETWORKS
Search Name THONE, SANDIE
E 01 -4400- 11040
Search Name THONE, SANDIE
Search Name US POSTAL SERVICE
E 15 -4318- 060 -60
Search Name US POSTAL SERVICE
TUITION REIMBURSEMENT
1ST QTR UTILITY BILLING POSTAGE
Golf Course
Police
Spec Fds
Parks & Recreation
Parks & Recreation
Fire
Parks & Recreation
Parks & Recreation
Spec Fds
Spec Fds
Spec Fds
Spec Fds
Parks & Recreation
Golf Course
Road & Bridges
Parks & Recreation
Utility Enterprise
Administration
Utility Enterprise
Amount
$1,040.00
$1,040.00
$105.00
$105.00
$93035
$930.55
$13.86
$43.17
$61.92
$48.46
$66.99
- $25.27
$76.75
$4.21
$29.54
$8.84
$94.42
$422.89
$250.00
$250.00
- $58.19
$1,454.67
$1,396.48
$45.33
$45.33
$45.34
$136.00
$1,680.00
$1,680.00
$893/6
$893.76
$6,854.68
04/12/12 8:49 /in 2
Page 1
Accoun
Search Name ALEXANDRIA TECHINICAL COLLEGE
E 01- 4400 - 030 -30 STATE FIRE SCHOOL
Search Name ALEXANDRIA TECHINICAL COLLEGE
Search Name ANCOM COMM INC
E 014305- 030 -30 PAGERS - FIRE DEPT
E 01 -4305- 030 -30 PAGERS PROGRAMING KIT
Search Name ANCOM COMM INC
Search Name AVENET, LLC
E 01- 422041444
Search Name AVENET, LLC
Search NameBCA-CJI5
E 01- 4223 - 020 -20
Search NameBCA - C.IS
Search Name B S N SPORTS
E 01- 4330 - 215 -70
Search Name B S N SPORTS
Search Name BANYON DATA SYSTEMS
E 014330 - 490 -10 BDS SUPPORT- INVOICING
Search Name BANYON DATA SYSTEMS
Search Name BERTELSON TOTAL OFFICE SOLUTNS
E 01- 4300 - 080 -80 COPY PAPER
E 01- 4300 - 110 -10 OFFICE SUPPLIES
E 15- 4300 - 060 -60 COPY PAPER
E 014300 - 070 -70 COPY PAPER
E 014300 - 040 -40 COPY PAPER
E 01- 4300 - 030 -30 COPY PAPER
E 01- 4300- 020 -20 COPY PAPER
E 014300 - 11040 COPY PAPER
E 05- 4300 - 10545 COPY PAPER
Search Name BERTELSON TOTAL OFFICE SOLUTNS
Search Name BYRNES, KEVIN
E 014490-080 -80
Search Name BYRNES, KEVIN
Search Name C. DARLENE OEHLKE, CAP
E 01- 4220 - 11040 4/3/2012 CITY COUNCIL MTG
Search Name C. DARLENE OEHLKE, CAP
Search Name CHADER BUSINESS EQUIPMENT, INC
E 01 -4331- 020 -20 RECORDING EQUIPMENT - PD
Search Name CHADER BUSINESS EQUIPMENT, INC
Search Name CITY CENTER HOTEL
E 01- 4400 - 030 -30 FIRE CONFERENCE - LODGING
Search Name CITY CENTER HOTEL
Search Name CITY ENGINEERS ASSN OF MN
E 05- 4404 - 10545 2012 MEMBERSHIP
Comments
CITY OF MENDOTA HEIGHTS
Claims List
System Checks
04/17/12PAY
GRAPHIC DESIGN CHANGES
CIDN QUARTERLY - Q1 2012
TENNIS EQUIPMENT - PARKS
1ST QTR 2012 ARC COMM. MEETINGS
DEPT Descr
Fire
Fire
Fire
Info Tech
Police
Parks D. Recreation
Administration
Planning
Administration
Utility Enterprise
Parks D. Recreation
Code Enforcement/Insp
Fire
Police
Administration
Engineering Enterprise
Planning
Administration
Police
Fire
Engineering Enterprise
04/12/12 8:54 3
Page 1
Amount
$360.00
$360.00
$4,357.29
$253.29
$4,610.58
$230.00
$230.00
$720.00
$720.00
$708.91
$708 91
$197.68
$197.68
$63.39
$81.75
$21.13
$49.30
$70.43
$21.13
$70.43
$366.24
$42.26
$786.06
$75.00
$75.00
$95.40
$95.40
$1,225.86
$— 6
$927.20
79 22 0
$60.00
CITY OF MENDOTA HEIGHTS
Claims List
System Checks
04/17/12PAY
Account
Comments DEPT Descr Amount
Search Name CITY ENGINEERS ASSN OF MN $60.00
Search Name COAST TO COAST SOLUTIONS
E 01- 4305 - 020 -20 D.A.R.E SUPPLIES Police
G 01 -2035 D.A.R.E SUPPLIES
Search Name COAST TO COAST SOLUTIONS
Search Name COMMERS, STEVEN
E 01 -4490- 070 -70 1ST QTR 2012 PARK & REC. COMM. MEETING Parks & Recreation $25.00
Search Name COMMERS, STEVEN
Search Name CONSTRUCTION BULLETIN
$84.00 Fds
E 27 -4240- 783 -00 NOTICE - MH ROAD Spec
E 27- 4240 - 785 -00 NOTICE - DIANE RD Spec Fds $ 84.00
Search Name CONSTRUC.!ION BULLETIN $168.00
Search Name CROSS NURSERIES INC
E 15- 4330 - 490 -60 REPAIRS - SEWER Utility Enterprise $11.76
Search Name CROSS NURSERIES INC $11.76
Search Name DAKOTA COUNTY FINANCIAL SERVIC
E 01- 4400 - 070 -70 MS WORD CLASSES - J. BOLAND Parks & Recreation $150.00
$160.00
E 01- 4400 - 020 -20 CLASSES - M. SHEPARD Police
E 01- 4400 - 110-10 MS ACCESS CLASS - H. GALIOV Administration $ 75.00
Search Name DAKOTA COUNTY FINANCIAL SERVIC
$385.00
Search Name DAKOTA COUNTY RECORDER
E 01- 4220 - 080 -80 MARCH 2012 ABSTRACT/TORRENS FEES Planning $92.00
Search Name DAKOTA COUNTY RECORDER $92.00
Search Name DAKOTA COUNTY TREAS - AUDITOR
E 01- 4330 - 640 -12 2012 MAINTENANCE - VOTING EQUIPMENT Elections $1,750.00
Search Name DAKOTA COUNTY TREAS - AUDITOR $1,750.00
Search Name DAKOTA MECHANICAL
E 01 -4335- 315 -30 PLUMBING REPAIRS - FIRE HALL Fire $820.60
Search Name DAKOTA MECHANICAL $820.60
Search Name DELL MARKS I ING L.P.
E 05- 4301 - 105 -15 COMPUTER MONITOR - ENG. Engineering Enterprise $317.41
E 05-4301-105-15 COMPUTER EQUIPMENT - ENG. Engineering Enterprise $1,958.34
Search Name DELL MARKS I ING L.P. $2,275.75
04/12/12 8:54 ft 4
Page 2
$445.48
- $28.66
$416.82
Search Name DUNN, BILL
E 01- 4490 - 080 -80 1ST QTR 2012 ARC COMM. MEETINGS Planning $50.00
$50.00
Search Name DUNN, BILL
Search Name FACTORY MOTOR PARTS
E 01- 4330 - 490 -70 EQUIPMENT REPAIR PARTS Parks & Recreation $224.31
$224.31
Search Name FACTORY MOTOR PARTS
Search Name FIELD, LITTON JR
E 01- 4490-080 -80 1ST QTR 2012 PLANNING COMM. MEETINGS Planning $25.00
Search Name FIELD, LITTON JR $25.00
Search Name FIRE EQUIPMENT SPECIALTIES
CITY OF MENDOTA HEIGHTS
Claims List
System Checks
04/17/12PAY
Account Comments DEPT Descr
E 01- 4305 - 030 -30 SAFETY SUPPLIES - FIRE DEPT Fire
Search Name FIRE EQUIPMENT SPECIALTIES
Search Name G &K SERVICES
E 01- 4335 - 310 -50
E 01- 4335 - 310 -70
E 15- 4335 - 310 -60
Search Name G &K SERVICES
MAT SERVICE - PW
MAT SERVICE - PW
MAT SERVICE - PW
Amount
04/12/12 8:54 itafi 5
Page 3
Road & Bridges
Parks & Recreation
Utility Enterprise
$33.64
$33.64
$33.63
$100.91
Search Name GM MANAGEMENT
E 45 -4268- 045 -45 3/26 - 4/8/12 MAINT. LABOR Golf Course $1,450.30
Search Name GM MANAGEMENT $1,45030
Search Name GOLDCOM
E 01 -4305- 030 -30 BATTERIES - FIRE DEPT Fire $36.98
Search Name GOLDCOM $36.98
Search Name GOPHER STATE ONE CALL
E 01- 4210- 040 -40 MARCH 2012 SERVICE Code Enforcement/insp $230.85
Search Name GOPHER STATE ONE CALL $230.85
Search Name GRANNIS & HAUGE, P.A.
E 01- 4222 - 120 -20 MAR 2012 GENERAL PROSECUTIONS Police $5,200.00
E 01- 4481 - 110 -10 MILLER ASSESSMENT Administration $741.00
Search Name GRANNIS & HAUGE, P.A. $5,941.00
Search Name HARBOR FREIGHT TOOLS
E 01- 4305 - 050 -50 OPERATING SUPPLIES - STREETS Road & Bridges $42.72
Search Name HARBOR FREIGHT TOOLS $42.72
Search Name HEALTHEAST TRANSPORTATION
G 01 -2010 BLOOD DRAW $85.00
Search Name HEALTHEAST TRANSPORTATION $85.00
Search Name HELENA CHEMICAL CO
E 01 -4330- 215 -70 CHEMICALS - PARK MAINTENANCE Parks & Recreation $1,282.50
Search Name HELENA CHEMICAL CO $1,282.50
Search Name HENNES, DOUG
E 01 -4490- 080 -80 1ST QTR 2012 PLANNING COMM. MEETINGS Planning $75.00
Search Name HENNES, DOUG $75.00
Search Name HINDERSCHIDE, PAT
E 01- 4490 - 070 -70 1ST QTR 2012 PARK & REC. COMM. MEETINGS Parks & Recreation $50.00
Search Name HINDERSCHIDE, PAT $50.00
Search Name INDEPENDENT BLACK DIRT CO
E 01- 4336 - 050 -50 SOD DAMAGE REPAIR Road & Bridges $83.36
E 01- 4336 - 050 -50 SOD DAMAGE REPAIR Road & Bridges $83.36
Search Name INDEPENDENT BLACK DIRT CO $166.72
Search Name IRON MOUNTAIN RECORDS MGMT
E 01- 4490 - 020 -20 MARCH 2012 SHREDDING Police $48.51
E 01- 4490 - 110 -10 MARCH 2012 SHREDDING Administration $16.17
Search Name IRON MOUNTAIN RECORDS MGMT $64.68
Account Comments
Search Name JANI -KING OF MINNESOTA, INC.
E 01- 4335 - 315 -30
E 01- 4335 - 310 -50
E 01- 4335 - 310 -70
E 15- 4335 - 310 -60
CITY OF MENDOTA HEIGHTS
Claims List
System Checks
04117/12PAY
DEPT Descr Amount
04/12/12 8:54 .f 6
Page 4
APRIL 2012 SERVICES -FIRE HALL Fire $213.75
APRIL 2012 SERVICES -PW Road & Bridges $71.25
APRIL 2012 SERVICES -PW Parks & Recreation $71.25
APRIL 2012 SERVICES -PW Utility Enterprise $71.25
Search Name JANI -KING OF MINNESOTA, INC. $427.50
Search Name JOHN DEERE LANDSCAPES, INC
E 45 -4334- 045 -45 FERTILIZER - PAR3
Search Name JOHN DEERE LANDSCAPES, INC
Search Name JRK SEED & TURF SUPPLY
E 01- 4330 - 215 -70 PARK MAINTENANCE MATERIALS
E 01- 4330- 215 -70 PARK MAINTENANCE MATERIALS
Search Name JRK SEED & TURF SUPPLY
Search Name KIPP, IRA
E 01 -4490- 070 -70
Search Name KIPP, IRA
Search Name KRAUS, TOM
E 01- 4490 - 070 -70
Search Name KRAUS, TOM
Golf Course
Parks & Recreation
Parks & Recreation
1ST QTR 2012 PARK & REC. COMM. MEE 11NGS Parks & Recreation
1ST QTR 2012 PARK & REC. COMM. MEtI INGS Parks & Recreation
Search Name KREMER SERVICES, LLC
E 15- 4330 - 490 -60 DOT INSPECTION
Search Name KREMER SERVICES, LLC
Utility Enterprise
Search Name LAWSON PRODUCTS, INC
E 01- 4330 - 490 -50 EQUIPMENT REPAIR SUPPLIES Road & Bridges
E 01- 4330 - 490 -70 EQUIPMENT REPAIR SUPPLIES Parks & Recreation
E 15- 4330 - 490 -60 EQUIPMENT REPAIR SUPPLIES Utility Enterprise
Search Name LAWSON PRODUCTS, INC
Search Name LEVINE, STEPHANIE
E 01- 4490 - 070 -70 1ST QTR 2012 PARK & REC. COMM. MEL 1 1NGS Parks & Recreation
Search Name LEVINE, STEPHANIE
$98.54
$98.54
$378.34
$128.14
$506.48
$50.00
$50.00
$25.00
$25.00
$83.15
$83.15
$38.08
$38.07
$38.07
$114.22
$75.00
$75.00
Search Name LEXISNEXIS
E 01 -4223- 020 -20 MARCH 2012 SERVICE Police $119.55
Search Name LEXISNEXIS $119.55
Search Name LILLIE SUBURBAN NEWS
E 01- 4240- 080 -80 PLANNING NOTICES - 3/11/12 Planning $43.76
E 27- 4240 - 783 -00 ENG. PROJECT NOTICE Spec Fds $32.82
E 27- 4240 - 785 -00 ENG. PROJECT NOTICE Spec Fds $32.81
Search Name LILLIE SUBURBAN NEWS $109.39
Search Name LORBERBAUM, SALLY
E 01- 4490- 080 -80 1ST QTR 2012 ARC COMM. MEE 11NGS Planning $75.00
Search Name LORBERBAUM, SALLY $75.00
Search Name LUBE -TECH
G 01 -1210 MOTOR OIL $503.75
Search Name LUBE -TECH $503.75
CITY OF MENDOTA HEIGHTS
Claims List
System Checks
04/17/12PAY
Account Comments DEPT Descr Amount
Search Name M T I DISTRIBUTING COMPANY
E 45- 4330 - 490 -45 EQUIPMENT REPAIR PARTS - PAR3 Golf Course $170.18
E 45- 4330 - 490 -45 EQUIPMENT REPAIR PARTS - PAR3 Golf Course $640.18
E 45- 4334 - 045 -45 EQUIPMENT REPAIR PARTS - PAR3 Golf Course $336.69
Search Name M T I DISTRIBUTING COMPANY $1,147.05
Search Name MACQUEEN EQUIPMENT, INC.
E 01-4330 - 490 -50 EQUIPMENT REPAIR PARTS Road & Bridges $418.70
E 01- 4330 - 490 -50 EQUIPMENT REPAIR PARTS Road & Bridges $158.14
Search Name MACQUEEN EQUIPMENT, INC. $576.84
Search Name MAGNUSON, MARY
E 01 -4490- 080 -80 1ST QTR 2012 PLANNING COMM. MEETINGS Planning $50.00
Search Name MAGNUSON, MARY $50.00
Search Name MAZZITELLO, JOHN
E 05- 4415 - 105 -15 MAR -APR 2012 MILEAGE Engineering Enterprise $67.71
Search Name MAZZITELLO, JOHN $67.71
Search Name MCGRORY - USSET, MARY
E 01 -4490- 070 -70 1ST QTR 2012 PARK &REC COMM. MEETINGS Parks & Recreation $75.00
Search Name MCGRORY- USSET, MARY $75.00
Search Name MENARDS
E 08- 4335 - 000 -00 BUILDING MAINT. SUPPLIES -CITY HALL Spec Fds $22.02
E 01- 4335 - 315 -30 BUILDING MAINT. SUPPLIES -FIRE Fire $31.90
E 01-4335- 315 -30 BUILDING MAINT. SUPPLIES -FIRE Fire $2.82
Search Name MENARDS $56.74
Search Name METRO COUNCIL ENVIRONMENTSVC
E 15 -4449- 060 -60 MAY 2012 SEWER Utility Enterprise $83,410.02
Search Name METRO COUNCIL ENVIRONMENTSVC $83,410.02
Search Name METRO PRODUCTS INC
E 01 -4305- 070 -70 OPERATING SUPPLIES - SHOP Parks & Recreation $54.24
E 01 -4305- 050 -50 OPERATING SUPPLIES - SHOP Road & Bridges $54.24
E 15- 4305 - 060 -60 OPERATING SUPPLIES - SHOP Utility Enterprise $26.64
E 01 -4305- 070 -70 OPERATING SUPPLIES - SHOP Parks & Recreation $26.65
E 01- 4305 - 050 -50 OPERATING SUPPLIES - SHOP Road & Bridges $26.65
E 15 -4305- 060 -60 OPERATING SUPPLIES - SHOP Utility Enterprise $54.24
Search Name METRO PRODUCTS INC $242.66
Search Name METRO SALES
E 01- 4330 - 030 -30 COPIER MAINTENANCE - FIRE DEPT Fire $68.55
Search Name METRO SALES $68.55
Search Name MID NORTHERN ELECTRIC
E 08- 4335 - 000 -00 EL. REPAIR - CITY HALL Spec Fds $154.91
Search Name MID NORTHERN ELECTRIC $154.91
Search Name MILLER, DAVID
E 01 -4490- 070 -70 1ST QTR 2012 PARK &REC COMM. MEETINGS Parks & Recreation $25.00
Search Name MILLER, DAVID $25.00
Search Name MITCHELL1
04/1 2 /12 8:54 R6 7
Page 5
CITY OF MENDOTA HEIGHTS
Claims List
System Checks
04/17/12PAY
Account
Comments DEPT Descr Amount
E 05- 4300 - 105 -15 APRIL 2012 SERVICES Engineering Enterprise $155.03
$155.03
Search Name MITCHELLI
04/12/12 8:54 Fs 8
Page 6
Search Name MN GLOVE INC
E 01- 4305 - 050 -50 OPERATING SUPPLIES Road & Bridges $146.47
Search Name MN GLOVE INC $146.47
Search Name MN ST ADMIN ITG TELECOM SRVCE
E 01- 4223 - 020 -20 MARCH 2012 WAN SERVICES Police $125.81
E 01- 4220 - 133 -10 MARCH 2012 WAN SERVICES Administration $148.00
Search Name MN ST ADMIN ITG TELECOM SRVCE $273.81
Search Name MN TEAMSTERS LOCAL 320
G 01 -2075 APRIL 2012 UNION DUES $606.00 $606.00
Search Name MN TEAMSTERS LOCAL 320
Search Name MN WANNER COMPANY
E 01- 4330 - 490 -70 EQUIPMENT REPAIR PARTS Parks & Recreation $201.21
Search Name MN WANNER COMPANY $201.21
Search Name MPH INDUSTRIES, INC.
- $1,160.29
SPEED TRAILER
G 01 -2035 Police $18,037.29
E 01- 4320 - 020 -20 SPEED TRAILER $16,877.00
Search Name MPH INDUSTRIES, INC.
Search Name NDC4 CABLE COMMISSION
G 23 -2010 2011 VIDEO STREAMING $6,578.90
Search Name NDC4 CABLE COMMISSION $6,578.90
Search Name NELCOM CORP
E 07- 4330 - 000 -00 SIREN MAINTENANCE - APR2012 Spec Fds $93.49
$93.49
Search Name NELCOM CORP
Search Name NEUHARTH, JIM
E 01- 4490 - 080 -80 1ST QTR 2012 ARC COMM. MEt 1 INGS Planning $25.00
$25.00
Search Name NEUHARTH, JIM
Search Name Ni 1 1 1 SANITATION INC
E 45- 4280- 045 -45 RECYCLING Golf Course $9.00
Search Name N11 11 SANITATION INC $9.00
Search Name NOONAN, MICHAEL
E 01- 4490 - 080-80 1ST QTR 2012 PLANNING COMM. MEETINGS Planning $75.00
$75.00
Search Name NOONAN, MICHAEL
Search Name NORLING, GINA
E 01- 4490 - 080 -80 1ST QTR 2012 ARC COMM. MEETINGS Planning $75.00
$75.00
Search Name NORLING, GINA
Search Name NORTHWEST ASSOCIATED CONSULTAN
$2,400.00
$2,
E 01- 4221- 135 -80 MARCH 2012 RETAINER Planning $24.20
E 01- 4220 - 135 -80 COMM. PROPERTY MAINT. CODE Planning $2,424.20
Search Name NORTHWEST ASSOCIATED CONSULTAN
Search Name NORTON, STEPHEN
E 01- 4490 - 080 -80 1ST QTR 2012 PLANNING COMM. MEETINGS Planning $75.00
CITY OF MENDOTA HEIGHTS
Claims List
System Checks
04/17/12 PAY
Account Comments DEPT Descr Amount
Search Name NORTON, STEPHEN $75.00
Search Name OFFICE DEPOT
E 01- 4300 - 020 -20 OFFICE SUPPLIES Police $64.45
E 01- 4300 - 070 -70 OFFICE SUPPLIES Parks & Recreation $6.51
E 01 -4300- 020 -20 OFFICE SUPPLIES Police $79.30
Search Name OFFICE DEPOT $150.26
Search Name OLSEN COMPANIES
E 01- 4335- 310 -50 OSHA HOIST /CRANE INSPECTION Road & Bridges $47.70
E 01- 4335 - 310 -70 OSHA HOIST /CRANE INSPECTION Parks & Recreation $47.70
E 15- 4335 - 310 -60 OSHA HOIST /CRANE INSPECTION Utility Enterprise $47.69
Search Name OLSEN COMPANIES $143.09
Search Name OPTUMHEALTH FINANCIAL SERVICES
E 01- 4490 - 110 -10 MARCH 2012 COBRA FEE Administration $45.00
Search Name OPTUMHEALTH FINANCIAL SERVICES $45.00
Search Name OREILLY AUTO /FIRST CALL
E 45 -4330- 490 -45 EQUIPMENT MAINTENANCE SUPPLIES Golf Course $23.49
E 01- 4305 - 030 -30 OPERATING SUPPLIES Fire $24.75
E 45 -4330- 490 -45 EQUIPMENT MAINTENANCE SUPPLIES Golf Course $16.76
E 45- 4330-490-45 EQUIPMENT MAINTENANCE SUPPLIES Golf Course $38.07
Search Name OREILLY AUTO /FIRST CALL $103.07
Search Name OXYGEN SERVICE CO
E 01- 4305 - 030 -30 CYLINDER RENT - QUARTERLY Fire $116.71
E 15- 4200 - 610 -60 CYLINDER RENT - QUARTERLY Utility Enterprise $23.19
E 01- 4200 - 610-50 CYLINDER RENT - QUARTERLY Road & Bridges $23.20
E 01- 4200 - 610 -70 CYLINDER RENT - QUARTERLY Parks & Recreation $23.19
Search Name OXYGEN SERVICE CO $186.29
Search Name PEARSON BROS INC
E 01- 4424 - 050 -50 STREET SWEEPING - SPRING 2012 Road & Bridges $8,633.63
Search Name PEARSON BROS INC $8,633.63
Search Name PENTEL, REBECCA
E 01- 4130 - 021 -20 TEMP HELP - PD Police $570.00
E 01- 4305 - 020 -20 SUPPLIES - PD Police $59.65
Search Name PENTEL, REBECCA $629.65
Search Name PORTZ, PAUL
E 01- 4490 - 080 -80 1ST QTR 2012 ARC COMM. MEE I INGS Planning $50.00
Search Name PORTZ, PAUL $50.00
Search Name PUBLIC SAFETY EQUIPMENT, LLC
E 01- 4330 - 440 -20 RADAR CERTIFICATION Police $368.43
Search Name PUBLIC SAFETY EQUIPMENT, LLC $368.43
Search Name RATWIK,ROSZAK & MALONEY, P.A.
E 01- 4481 - 110 -10 FEB 2012 LEGAL SERVICES Administration $7,162.60
Search Name RATWIK,ROSZAK & MALONEY, P.A. $7,162.60
Search Name RAY 0 HERRON CO. INC.
E 01- 4400 - 020 -20 AMMUNITION - PD Police $457.83
04/12/12 8:54 406 9
Page 7
Account Comments
Search Name RAY 0 HERRON CO. INC.
Search Name ROOTX
E 15- 4330 - 490 -60
G 15 -2035
Search Name ROOTX
CITY OF MENDOTA HEIGHTS
Claims List
System Checks
04/17/12PAY
EQUIPMENT MAINT. SUPPLIES
EQUIPMENT MAINT. SUPPLIES
DEPT Descr
Utility Enterprise
Search Name ROSTON, HOWARD
E 01 -4490- 080 -80 1ST QTR 2012 PLANNING COMM. MEETINGS Planning
Search Name ROSTON, HOWARD
Search Name SEVEN CORNERS ACE HDWE
E 01- 4305 - 050 -50 SHOP SUPPLIES
E 01- 4305 - 070 -70 SHOP SUPPLIES
E 15- 4305 - 060 -60 SHOP SUPPLIES
Search Name SEVEN CORNERS ACE HDWE
Search Name SHAKERS LUBES
E 45- 4330 - 490 -45
Search Name SHAKERS LUBES
Search Name SLOAN, DAVE
E 01 -4490- 080 -80
Search Name SLOAN, DAVE
Search Name SPICER, TANNER
E 01- 4400 - 020 -20
Search Name SPICER, TANNER
Search Name SPRWS
E 08 -4425- 000 -00
E 45- 4425 - 045 -45
Search Name SPRWS
EQUIPMENT MAINTENANCE SUPPLIES
1ST QTR 2012 ARC COMM. MEE ZINGS
TUI 1 ION REIMBURSEMENT - T. SPICER
Q1 2012 WATER SERVICE -CITY HALL
Q1 2012 WATER SERVICE -PAR3
Search Name ST. PAUL, CITY OF
G 22 -2010 WAGON WHEEL TR. PROJECT
G 71 -2010 2010 RECONSTRULIION
Search Name ST. PAUL, CITY OF
Search Name SUMMIT FIRE PROTEC1ION
E 45- 4335 - 045 -45 ANNUAL FIRE SPRINKLER INSPELI ION
E 08- 4335 - 000 -00 ANNUAL FIRE SPRINKLER INSPECTION
E 01- 4335 - 310 -50 ANNUAL FIRE SPRINKLER INSPECTION
E 01- 4335 - 310 -70 ANNUAL FIRE SPRINKLER INSPECTION
E 15- 4335 - 310 -60 ANNUAL FIRE SPRINKLER INSPECTION
Search Name SUMMIT FIRE PROTECTION
Search Name T S C STORES
E 01 -4305- 050 -50 OPERATING SUPPLIES - STREETS
Search Name T S C STORES
Search Name TIME SAVER OFF SITE SEC. SVC.
E 01 -4220- 080 -80 03/27/12 PLANNING COMM. MTG
Search Name TIME SAVER OFF SITE SEC. SVC.
Search Name TOTH, MIKE
Road & Bridges
Parks & Recreation
Utility Enterprise
Golf Course
Planning
Police
Spec Fds
Golf Course
Golf Course
Spec Fds
Road & Bridges
Parks & Recreation
Utility Enterprise
Road & Bridges
Planning
Amount
$457.83
$263.98
- $16.98
$247.00
$50.00
$50.00
$9.71
$37.52
$9.71
$56.94
$175.30
$175.30
$50.00
$50.00
$1,580.00
$1,580.00
$23.87
$20.46
$44.33
$1,575.20
$490.53
$2,065.73
$325.00
$360.00
$65.00
$65.00
$65.00
$880.00
$18.34
$18.34
$106.25
$106.25
04/12/12 8:54 piy Q
Page 8
(
CITY OF MENDOTA HEIGHTS
Claims List
System Checks
Account Comments DEPT Descr »moun
E 01-4490-070-70 15T QTR ZOzapAKKansC COMM. MsE/1NGs Parks &Recreation $750O
Search Name TOTH, MIKE $75.00
Search Name TRI STATE BOBCAT
E 01-4330-490-50 EQUIPMENT REPAIR PARIS
, Search Name TRI STATE BOBCAT
Search Name TURFWERKS
E 45-4330-490-45
Search Name TURFWERKS
EQUIPMENT MAINTENANCE PARTS
Road & Bridge
Golf Course
Search Name UNIFORMS UNLIMITED
E 01-4410-020-20 UNIFORMS PD Police
Search Name UNIFORMS UNLIMITED
Search Name URMANN, DENISE
Eoz,44uo-n2n-2o TUITION REIMBURSEMENT D. URMANN police
Search Name URMANN, DENISE
Search Name VERIZDN WIRELESS
E 01-4210-030-30 MAR-APR2012 CELL SERVICE Fire
Search Name VERIZON WIRELESS
Search Name VIKSNINS, ANSIS
EO1119O-080-8O 1ST QTR 2012 PLANNING COMM. MEETINGS Planning
Search Name VIKSNINS, ANSIS
Search Name WASTE MANAGEMENT
E 08-4280-000-00 MARCH 2nz2 SERVICE - CITY HALL
E 01-4280-310-50 MARCH 2012 SERVICE-PW
E 01-4280-310-70 MARCH 2012 SERVICE-PW
E 15-4280-310-60 MARCH 2012 SERVICE-PW
Search Name WASTE MANAGEMENT
Spec Fds
Road & Bridge
Parks 0Recreation
Utility Enterprise
$129.68
04/12/12 8:54
PaX
$25.65
$25.65
$145.20
$145.20
$1,420.00
$1,420.00
$274.36
$274.36
$75.00
$75.00
$135.08
$177.86
$177.85
$177.85
$668.64
Search Name WINGFOOT COMMERCIAL TIRE
E 01-4330-440-20 TIRES - PD Police $1,276.09
Search Name WINGFOOT COMMERCIAL TIRE $1,276.09
Search Name WINTHROP &wEIN/1NE
E 01-4221-120-10 FEB 2012 LEGAL SERVICES-RETAINER Administration $500.00
G 27-1145 FEB 2012 LEGAL SERVICES-MENDDTA MALL $185.50
E 01-4220-120-20 FEB 2012 LEGAL SERVICES Police $159.00
E 01-4220-120-10 FEB 2012 LEGAL SERVICES Administration $2,057.87
E 01-4220-120-80 FEB 2012 LEGAL SERVICES Planning ¢]]1.25
Search Name WINTHROP &VvBNS/!NE $3,833.62
Search Name ZEE MEDICAL SVC
E 01-4305-050-50
E 01-4305-070-70
E 15-4305-060-60
Search Name ZEE MEDICAL SVC
FIRST AID SUPPLIES - PW
FIRST AID SUPPLIES - PW
FIRST AID SUPPLIES - PW
Road & Bridge
Parks &Recreation
Utility Enterprise
$18.06
$18.06
$18.05
$54.17
Search Name ZIEGLER INC
E 01-4330-490-50 EQUIPMENT REPAIR PARIS Road & Bridges $oou
Search Name ZIEGLER INC $86.57
$172,868.82
1101 Victoria Curve I Mendota Heights, Mil 5511B
651.452.1850 phone 651.452.8940 fax
www,m2ndota-heights.com
DATE:
TO:
FROM:
SUBJECT:
CITY OF
MENDOTA HEIGHTS
April 17, 2012
Mayor, City Council and City Administrator
Kristen Schabacker, Finance Director
St. Thomas Academy Project Public Hearing
ITEM 7A
P72
BACKGROUND
At the March 6, 2012 city council meeting, the council authorized a public hearing to be held
tonight for the issuance of bonds for the St. Thomas Academy Student Center. The city will act
as a pass through in the issuance of the bonds and will not be under any obligation in regards to
the bonds. We have issued similar debt in the past for both St. Thomas Academy and the St.
Thomas Ice Arena.
Tonight we are to hold the public hearing for the issuance of an educational facility revenue note
for the St. Thomas Academy project. Representatives from St. Thomas
you may have.
US Bank and
Kennedy and Graven will be in attendance to any questions
IMPACT
The city charges a fee for the issuance of these revenue bonds. With the previous bonds, we
have collected $0.80 per thousand issued. Initially St. Thomas is looking to issue $6,000,000 in
2012 and an additional amount in 2013. The fee to be collected for the initial issuance is $4,800.
St. Thomas will also provide the city with a $2,500 escrow check to cover any expenses that the
city will incur in issuing these revenue bonds. The remaining amount of the escrow will be
returned after all expenses have been paid.
RECOMMENDATION,
Staff recommends that the city council hold a public hearing for the issuance of debt for the St.
Thomas Academy project and pass a motion adopting the attached resolution, A RESOLUTION
APPROVING THE ISSUANCE AND SALE AN EDUCATIONAL
ON FACILITY
DOCUMENTS
NOTE, SERIES 2012 AND AUTHORIZING
RELATING THERETO (ST. THOMAS ACADEMY PROJECT).
P73
CITY OF MENDOTA HEIGHTS
DAKOTA COUNTY, MINNESOTA
RESOLUTION 2012 -_
RESOLUTION APPROVING THE ISSUANCE AND SALE OF AN
EDUCATIONAL FACILITY REVENUE NOTE, SERIES 2012 AND
AUTHORIZING THE EXECUTION OF DOCUMENTS RELATING THERETO
(ST. THOMAS ACADEMY PROJECT)
WHEREAS,
The purpose of Minnesota Statutes, Chapter 469.152 to 469.1651 (the "Act "), as found and
determined by the legislature, is to promote the welfare of the state by the active attraction and
encouragement and development of economically sound industry and commerce to prevent so far
as possible the emergence of blighted and marginal lands and areas of chronic unemployment;
Factors necessitating the active promotion and development of economically sound industry and
conrunerce are the increasing concentration of population in the metropolitan areas and the
rapidly rising increase in the amount and cost of goverrunental services required to meet the
needs of the increased population and the need for development of land use which will provide
an adequate tax base to finance these increased costs and the need for access to employment
opportunities for such population;
The City Council of. the City of Mendota Heights (the "City ") has received from St. Thomas
Academy, a Minnesota nonprofit corporation organized under the laws of the State of Minnesota
(the "Borrower "), a proposal that the City assist in financing a Project hereinafter described
through the issuance of revenue notes, in one or more series, pursuant to the Act;
The City desires to facilitate the selective development of the community and help to provide the
range of services and employment opportunities required by the population, including
educational services; and the Project will assist the City in achieving those objectives and will
enhance the image and reputation of the community;
The Project to be financed by the revenue notes is the acquisition, construction and equipping of
an approximately 96,000 square foot, three story addition to, and renovation of portions of, the
Borrower's existing school facility located at 949 Mendota Heights Road in the City for, among
other things, a student center, bookstore, offices, classrooms, fine arts center, science labs, fitness
center, locker room and gymnasiums (the "Project "). The Project will be owned and operated by
the Borrower;
The City has been advised by representatives of the Borrower that conventional, commercial
financing to pay the capital cost of the Project is available only on a limited basis and at such
high costs of borrowing that the economic feasibility of operating the Project would be
significantly reduced;
Based on representations of the Borrower, no public official of the City has either a direct or
indirect financial interest in the Project nor will any public official either directly or indirectly
benefit financially from the Project;
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A public hearing on the Project was held on this date on the proposed issuance of up to
$9,000,000 of revenue notes, after notice was published and materials made available for public
inspection at the City Hall, all as required by the Act and Section 147(f) of the Internal Revenue
Code of 1986, as amended, at which public hearing all those appearing who desired to speak
were heard and written comments were accepted; and
At the request of the Borrower the City Council is considering the issuance of a revenue note in
an amount of up to $6,000,000 in 2012 for the first phase of the Project and will consider the
issuance of a second revenue note in an amount equal to the remaining balance of the proposed
$9,000,000 at a later date for the second phase of the Project.
BE IT RESOLVED by the City Council of the City of Mendota Heights, as follows:
LEGAL AUTHORIZATION AND FINDINGS.
Findings. The City hereby finds, determines and declares as follows:
The City is a municipal corporation and a political subdivision of the State of Minnesota and is
authorized under the Act to assist the revenue producing project herein referred to, and to issue
and sell the Note, as hereinafter defined, for the purpose, in the manner and upon the terms and
conditions set forth in the Act and in this Resolution.
The issuance and sale of the Educational Facility Revenue Note, Series 2012 (St. Thomas
Academy Project) (the "Note ") by the City, pursuant to the Act, is in the best interest of the City,
and the City hereby determines to issue the Note and to sell the Note to U.S. Bank National
Association in Minneapolis, Minnesota, or another bank in Minnesota (the "Lender "), as
provided herein. The City will loan the proceeds of the Note (the "Loan ") to the Borrower in
order to finance a portion of the cost of the Project.
Pursuant to a Loan Agreement (the "Loan Agreement ") to be entered into between the City and
the Borrower, the Borrower has agreed to repay the Note in specified amounts and at specified
times sufficient to pay in full when due the principal of, premium, if any, and interest on the
Note. In addition, the Loan Agreement contains provisions relating to the maintenance and
operation of the Project, indennifcation, insurance, and other agreements and covenants which
are required or permitted by the Act and which the City and the Borrower deem necessary or
desirable for the financing of the Project. A draft of the Loan Agreement has been submitted to
the City Council.
Pursuant to a Pledge Agreement (the "Pledge Agreement ") to be entered into between the City
and the Lender, the City has pledged and granted a security interest in all of its rights, title, and
interest in the Loan Agreement to the Lender (except for certain rights of indemnification and to
reimbursement for certain costs and expenses). A draft of the Pledge Agreement has been
submitted to the City Council.
Pursuant to a Security Agreement (the "Security Agreement ") to be executed by the Borrower in
favor of the Lender, the Borrower has secured payment of amounts due under the Loan
Agreement and Note by granting to the Lender a security interest in the property described
therein (including pledged contributions to the Borrower's capital campaign for the Project).
The City is not a party to the Security Agreement.
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Pursuant to a Disbursing Agreement (the "Disbursing Agreement ") to be entered into between
the Lender, a disbursing agent, and the Borrower, the proceeds of the Note will be disbursed to
the Borrower for the acquisition, construction and equipping of the Project. The City is not a
party to the Disbursing Agreement.
The Note will be a special, limited obligation of the City. The Note shall not be payable from or
charged upon any funds other than the revenues pledged to the payment thereof, nor shall the
City be subject to any liability thereon. No holder of the Note shall ever have the right to compel
any exercise of the taxing power of the City to pay the Note or the interest thereon, nor to
enforce payment thereof against any property of the City. The Note shall not constitute a debt of
the City within the meaning of any constitutional or statutory limitation.
On the basis of information available to the City it appears, and the City hereby finds, that the
Project constitutes properties, real and personal, used or useful in connection with one or more
revenue producing enterprises within the meaning of Subdivision 2(b) of Section 469.153 of the
Act; that the Project furthers the purposes stated in Section 469.152; that the availability of the
financing under the Act and willingness of the City to furnish such financing will be a substantial
inducement to the Borrower to undertake the Project, and that the effect of the Project, if
undertaken, will be to assist in the prevention of the emergence of blighted and marginal land, to
help prevent chronic unemployment, to provide the range of service and employment
opportunities required by the population, to help prevent the movement of talented and educated
persons out of the State and to areas within the State where their services may not be as
effectively used, and to promote more intensive development and use of land within the City and
surrounding cornrnunities.
It is desirable, feasible and consistent with the objects and purposes of the Act to issue the Note
for the purpose of financing the costs of the Project.
Authorization and Ratification of Project. In anticipation of the approval of the Project by the
State of Minnesota, Department of Employment and Economic Development and all other
necessary entities and the issuance of the Note to finance all or a portion of the Project, and in
order that completion of the Project will not be unduly delayed when approved, the City hereby
authorizes the Borrower, in accordance with the provisions of the Act and subject to the terms
and conditions imposed by the Lender, to provide for the acquisition, construction and equipping
of the Project by such means as shall be available to the Borrower and in the manner determined
by the Borrower, and without advertisement for bids as may be required for the construction and
acquisition of other municipal facilities; the City hereby ratifies, affirms, and approves all actions
heretofore taken by the Borrower consistent with and in anticipation of such authority; and the
Borrower is hereby authorized to make such expenditures and advances toward payment of that
portion of the costs of the Project to be financed from the proceeds of the Note as the Borrower
considers necessary, including the use of interim, short term financing, subject to reimbursement
from the proceeds of the Note if and when delivered but otherwise without liability on the part of
the City.
THE NOTE.
Authorized Amount and Form of Note. The Note is hereby approved and shall be issued
pursuant to this Resolution in substantially the form. submitted to the City Council with such
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appropriate variations, omissions and insertions as are necessary and appropriate and are
permitted or required by this Resolution, and in accordance with the further provisions hereof;
and the total aggregate principal amount of the Note that may be outstanding hereunder is
expressly limited to $6,000,000 to finance the first phase of the Project, unless a duplicate Note
is issued pursuant to Section 2.7; notwithstanding the foregoing, the City Council may consider
issuing an additional revenue note to finance remaining costs of the Project in an amount up to
an aggregate with the Note of $9,000,000. The Note shall bear interest at the rate or rates set
forth therein.
The Note. The Note shall be dated as of the date of delivery to the Lender, shall be payable at
the tunes and in the manner, shall bear interest at the rate, and shall be subject to such other
terms and conditions, as are set forth therein.
Execution. The Note shall be executed on behalf of the City by the signatures of its Mayor and
City Administrator and shall be sealed with the seal of the City; provided that the seal may be
intentionally omitted as provided by law. In case any officer whose signature shall appear on the
Note shall cease to be such officer before the delivery of the Note, such signature shall
nevertheless be valid and sufficient for all purposes, the same as if such officer had remained in
office until delivery. In the event of the absence or disability of the Mayor or the City
Administrator such officers of the City as, in the opinion of the City Attorney, may act in their
behalf, shall without further act or authorization of the City Council execute and deliver the
Note.
Delivery of Initial Note. Before delivery of the Note there shall be filed with the Lender (except
to the extent waived by the Lender) the following items:
an executed copy of each of the following documents:
the Loan Agreement;
the Pledge Agreement;
the Security Agreement;
the Disbursing Agreement;
an opinion of Counsel for the Borrower as prescribed by the Lender and Bond Counsel;
the opinion of Bond Counsel as to the validity and tax exempt status of the Note;
a 501(c)(3) determination letter from the Internal Revenue Service evidencing that the Bon-ower
is exempt from income taxation under Section 501(c)(3) of the Code; and
such other documents and opinions as Bond Counsel may reasonably require for purposes of
rendering its opinion required in subsection (3) above or that the Lender may reasonably require
for the closing.
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Disposition of Proceeds of the Note. Upon delivery of the Note to the Lender, the Lender shall,
on behalf of the City, disburse the proceeds of the Note for payment of Project costs in
accordance with the terns of the Loan Agreement and the Disbursing Agreement.
Registration of Transfer. The City will cause to be kept at the office of the Administrator a Note
Register in which, subject to such reasonable regulations as it may prescribe, the City shall
provide for the registration of transfers of ownership of the Note. The Note shall be initially
registered in the naive of the Lender and shall be transferable upon the Note Register by the
Lender in person or by its agent duly authorized in writing, upon surrender of the Note together
with a written instrument of transfer satisfactory to the Administrator, duly executed by the
Lender or its duly authorized agent. The following form of assignment shall be sufficient for
said purpose.
For value received hereby sells, assigns and transfers unto
the within Note of the City of Mendota Heights, and does
hereby irrevocably constitute and appoint attorney to
transfer said Note on the books of said City with full power of substitution in the
premises. The undersigned certifies that the transfer is made in accordance with
the provisions of Section 2.9 of the Resolution authorizing the issuance of the
Note.
Dated:
Registered Owner
Upon such transfer the Administrator shall note the date of registration and the name and address
of the new Lender in the applicable Note Register and in the registration blank appearing on the
Note.
Mutilated, Lost or Destroyed Note. I.n case the Note issued hereunder shall become mutilated or
be destroyed or lost, the City shall, if not then prohibited by law, cause to be executed and
delivered, a new Note of like outstanding principal amount, number and tenor in exchange and
substitution for and upon cancellation of such mutilated Note, or in lieu of and in substitution for
such Note destroyed or lost, upon the Lender's paying the reasonable expenses and charges of
the City in connection therewith, and in the case of a Note destroyed or lost, the filing with the
City of evidence satisfactory to the City with indemnity satisfactory to it. If the mutilated,
destroyed or lost Note has already matured or been called for redemption in accordance with its
terms it shall not be necessary to issue a new Note prior to payment.
Ownership of Note. The City may deem and treat the person in whose name the Note is last
registered in the Note Register and by notation on the Note whether or not such Note shall be
overdue, as the absolute owner of such Note for the purpose of receiving payment of or on
account of the Principal Balance (as defined in the Note), redemption price or interest and for all
other purposes whatsoever, and the City shall not be affected by any notice to the contrary.
Limitation on Note Transfers. The Note will be issued to an "accredited investor" and without
registration under state or other securities laws, pursuant to an exemption for such issuance; and
accordingly the Note may not be assigned or transferred in whole or part, nor may a participation
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interest in the Note be given pursuant to any participation agreement, except to another
"accredited investor" or "financial institution" in accordance with an applicable exemption from
such registration requirements and with full and accurate disclosure of all material facts to the
prospective purchaser(s) or transferee(s).
Issuance of a New Note. Subject to the provisions of Section 2.9, the City shall, at the request
and expense of the Lender, issue a new note, in aggregate outstanding principal amount equal to
that of the Note surrendered, and of like tenor except as to number, principal amount, and the
amount of the periodic installments payable thereunder, and registered in the name of the Lender
or such transferee as may be designated by the Lender.
MISCELLANEOUS.
Severability. If any provision of this Resolution shall be held or deemed to be or shall, in fact, be
inoperative or unenforceable as applied in any particular case in any jurisdiction or jurisdictions
or in all jurisdictions or in all cases because it conflicts with any provisions of any constitution or
statute or rule or public policy, or for any other reason, such circumstances shall not have the
effect of rendering the provision in question inoperative or unenforceable in any other case or
circumstance, or of rendering any other provision or provisions herein contained invalid,
inoperative, or unenforceable to any extent whatever. The invalidity of any one or more phrases,
sentences, clauses or paragraphs in this Resolution contained shall not affect the remaining
portions of this Resolution or any part thereof.
Authentication of Transcript. The officers of the City are directed to furnish to Bond Counsel
certified copies of this Resolution and all documents referred to herein, and affidavits or
certificates as to all other matters which are reasonably necessary to evidence the validity of the
Note. All such certified copies, certificates and affidavits, including any heretofore furnished,
shall constitute recitals of the City as to the correctness of all statements contained therein.
Authorization to Execute Agreements. The forms of the proposed Loan Agreement and the
Pledge Agreement are hereby approved in substantially the form presented to the City Council,
together with such additional details therein as may be necessary and appropriate and such
modifications thereof, deletions therefrom and additions thereto as may be necessary and
appropriate and approved by Bond Counsel prior to the execution of the documents. The Mayor
and the Administrator of the City are authorized to execute the Loan Agreement and the Pledge
Agreement and such other documents as Bond Counsel consider appropriate in connection with
the issuance of the Note, in the name of and on behalf of the City. In the event of the absence or
disability of the Mayor or the Administrator such officers of the City as, in the opinion of the
City Attorney, may act on their behalf, shall without further act or authorization of the City
Council do all things and execute all instruments and documents required to be done or executed
by such absent or disabled officers. The execution of any instrument by the appropriate officer
or officers of the City herein authorized shall be conclusive evidence of the approval of such
documents in accordance with the terms hereof.
Qualified Tax Exempt Obligation. In order to qualify the Note as a "qualified tax-exempt
obligation" within the meaning of Section 265(b)(3) of the Internal Revenue Code of 1986, as
amended (the "Code"), the City hereby makes the following factual statements and
representations;
the Note will be issued after August 7, 1986;
the Note is not treated as a "private activity bond" under Section 265(b)(3) of the Code;
the City hereby designates the Note as a qualified tax - exempt obligation for purposes of Section
265(b)(3) of the Code;
the reasonably anticipated amount of tax - exempt obligations (other than obligations described in
clause (ii) of Section 265(b)(3)(C) of the Code) which will be issued by the City (and all entities
whose obligations will be aggregated with those of the City) during the calendar year 2012 will
not exceed $10,000,000; and
not more than $10,000,000 of obligations issued by the City during the calendar year 2012 have
been designated for purposes of Section 265(b)(3) of the Code.
Adopted by the City Council of the City of Mendota Heights, this 17th day of April, 2012.
CITY COUNCIL
CITY OF MENDOTA HEIGHTS
Sandra Krebsbach, Mayor
ATTEST
Justin Miller, Acting City Clerk
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CITY OF
MENDDTA HE[GH T g
DATE: April 17, 2012
TO:
ITEM 8A
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1101 Victoria Curve I Mendota Heights, MN 55113
651.452.1850 phone 1 651.'52.8940 Fan
r,,q.mendota heights.com
Mayor, City Council, and City Administrator
mat =M
FROM: Ryan Ruzek, PE, Assistant City Engineer e..e
Michael Albers, PE, Civil Engineer 7)1)--
SUBJECT: Accept Bids and Award Contract for Mendota Heights Road Rehabilitation
and Diane Road Neighborhood Rehabilitation
:BACKGROUND
Staff identified the Mendota Heights Road Rehabilitation as a 2012 street rehabilitation project
in the 2011 -2015 Street Improvement Plan (SIP). The Diane Road Neighborhood Rehabilitation
was also identified as a 2012 street rehabilitation project in the 2011 -2015 SIP.
Council ordered the Mendota Heights Road Rehabilitation Improvements at their October 4,
2011 meeting, and directed staff to prepare plans and specifications for this street rehabilitation
project. Council also ordered the Diane Road Neighborhood Rehabilitation Improvements at
their October 4, 2011 meeting, and directed staff to prepare plans and specifications.
The proposed improvements for these two projects are similar in nature and staff believed that
bidding the two improvement projects in one plan set would produce lower unit prices.
Five bids (see attached resolution) were received and opened on Wednesday, April 11, 2012, at
10:00 a.m. for the Mendota Heights Road Rehabilitation and Diane Road Neighborhood
Rehabilitation. McNamara Contracting, Inc. submitted the low bid of $1,073,851.80. Their bid
was less than. the Engineer's Estimate of $1,283,784.35.
McNamara Contracting, Inc. is a contractor with many years of experience with an office in
Rosemount, Minnesota. Staff has worked with McNamara Contracting, Inc. on several projects
in the past and recoininends them for this contract.
The substantial completion date for the project is August 3, 2012. I expect that McNamara
Contracting, Inc., serving in the capacity of General Contractor, is capable of meeting the
completion dates and installing the proposed improvements in accordance with the plans and
specifications given their experience and the amount of equipment and manpower they have at
their disposal.
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Staff will mail out a general notice to the residents about the project after Council awards the
contract, including information regarding the construction schedule.
Mendota Heights Road Rehabili Lion Project Summary
The proposed project includes rehabilitating Mendota Heights Road from Dodd Road to
Delaware Avenue. Street rehabilitation includes milling 2" of the existing bituminous roadway
surface and placing a 2" bituminous overlay. The project also includes constructing a 150 feet
long right tum lane at the Mendota Heights Road and Dodd Road intersection as part of the
project. The north side of the road would be widened by approximately 6 feet to construct the
right tum lane.
Proposed improvements to the trail on the south side of Mendota Heights Road include placing a
1.5" bituminous overlay over the existing trail surface and installing pedestrian curb ramps.
Damaged concrete curb and gutter will also be replaced as part of the roadway restoration.
Disturbed boulevard areas will be restored with topsoil and sod.
Diane Road Neighborhood Rehabilitation Project Summary
The proposed project includes rehabilitating Diane Road, Rae Court, Adeline Court, Nina Court,
Barbara Court, Douglas Road (east of Victoria Road), Celia Drive, and Eagle Ridge Road.
The proposed improvements for Diane Road (north of Nina Court), Rae Court, Adeline Court,
Nina Court, and Celia Drive includes street rehabilitation consisting of milling and removing the
existing bituminous surface and placing of a 2" bituminous base course and a 1.5" bituminous
wear course over the existing aggregate base.
The proposed improvements for Diane Road (south of Nina Court), Barbara Court, and Douglas
Road (east of Victoria Road) includes street rehabilitation consisting of milling a 6 -foot wide
strip adjacent to the existing curb and gutter and placing a 1.5" bituminous overlay extending
over the entire width of the roadway.
The proposed improvements for Eagle Ridge Road includes street rehabilitation consisting of
reclaiming the existing bituminous roadway and the placing of a 2" bituminous base course and a
1.5" bituminous wear course over the reclaimed pavement material.
Damaged concrete curb and gutter will also be replaced as part of the roadway restoration.
Disturbed boulevard areas will be restored with topsoil and sod. Driveways that are disturbed
due to the street rehabilitation will be replaced in kind.
Project Schedule
A proposed schedule for the remainder of this project is shown below:
Date:
ate:
Award Contract April 17, 2012
Begin Construction May /June 2012
Complete Construction August 3, 2012
Assessment Hearing October 2012
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BUDGET IMPACT
The total construction cost for the Mendota Heights Road Rehabilitation and Diane Road
Neighborhood Rehabilitation improvements is $1,073,851.80, not including indirect costs for
legal, engineering, administration, and finance. The Mendota Heights Road Rehabilitation
project is proposed to be financed by special assessments, municipal bond sales, MSA funds, and
the infrastructure fund. The Diane Road Neighborhood Rehabilitation project is proposed to be
financed by special assessments and municipal bond sales.
RECOMMENDATION
Staff recommends that the Council accept the bids and award the construction contract to
McNamara Contracting, Inc. for their bid in the amount of $1,073,851.80. If city council wishes
to implement the staff recommendations, pass a motion adopting A RESOLUTION
ACCEPTING BIDS AND AWARDING CONTRACT FOR THE MENDOTA HEIGHTS
ROAD REHABILITATION (PROJECT #201110) AND DIANE ROAD
NEIGHBORHOOD REHABILITATION (PROJECT #201106). This action requires a
simple majority vote.
CITY OF MENDOTA HEIGHTS
DAKOTA COUNTY, MINNESOTA
RESOLUTION 2012-
A RESOLUTION ACCEPTING BIDS AND AWARDING CONTRACT FOR THE MENDOTA
HEIGHTS ROAD REHABILITATION (PROJECT #201110) AND DIANE ROAD
NEIGHBORHOOD REHABILITATION (PROJECT #201106)
WHEREAS, pursuant to an advertisement for bids for the proposed construction of storm sewer,
street paving and related appurtenant work for Mendota Heights Road from Dodd Road to Delaware
Avenue referred to as the Mendota Heights Road Rehabilitation and Diane Road, Rae Court, Adeline
Court, Nina Court, Barbara Court, Douglas Road (east of Victoria Road), Celia Drive and Eagle Ridge
Road referred to as the Diane Road Neighborhood Rehabilitation, bids were received, opened, and
tabulated according to law and the following bids were received complying with said advertisement:
NAME OF BIDDER
McNamara Contracting, Inc.
Bituminous Roadways, Inc.
Hardrives, Inc.
Northwest Asphalt, Inc.
Ace Blacktop, Inc.
and
AMOUNT OF BID
$1,073,851.80
$1,127,535.30
$1,249,126.27
$1,262,409.50
$1,269,037.74
WHEREAS, the City Engineer recommended that the 1.ow bid submitted by McNamara
Contracting, Inc. of Rosemount, Minnesota, be accepted.
NOW THEREFORE BE IT RESOLVED, by the Mendota Heights City Council as follows:
1. That the bids for the above project are hereby received and accepted.
2. That the bid of McNamara Contracting, Inc. of Rosemount, Minnesota, submitted for the
construction of the above described improvements be and the sane is hereby accepted.
3. That the contract be awarded to McNamara Contracting, Inc. of Rosemount, Minnesota, and
that the Mayor and Clerk are hereby authorized and directed to execute and deliver any and
all contracts and documents necessary to consummate the awarding of said bids.
Adopted by the City Council of the City of Mendota Heights this seventeenth day of April 2012.
CITY COUNCIL
CITY OF MENDOTA HEIGHTS
Sandra Krebsbach, Mayor
ATTEST
Justin Miller, Acting City Clerk
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