2017-01-17 Council PacketCITY OF MENDOTA HEIGHTS
CITY COUNCIL AGENDA
January 17, 2017 – 7:00 pm
Mendota Heights City Hall
1. Call to Order
2. Roll Call
3. Pledge of Allegiance
4. Adopt Agenda
5. Swearing In of Police Chief Kelly McCarthy
6. Consent Agenda
a. Approval of January 3, 2017 City Council Minutes
b. Approval of January 5, 2017 Council Workshop Minutes
c. Approve Council Meeting Dates & Times
d. Approve Reappointments to Commissions
e. Award of Professional Services Contract for the Dodd Road Trail Project
f. Approve Purchase of Bobcat Skid-Steer Loader
g. Approve Vacation Accrual for Assistant City Administrator
h. Approve Hiring of Community Development Director
i. Approve Resolution 2017-13 Application for 2017 Dakota County Community Development
Block Grant Funding
j. Approve Resolution 2017-12 Adopting Dakota County All-Hazard Mitigation Plan and Authorize
Submittal of Adopted Plan to HSEM and FEMA
k. Approve Extension of JPA With Dakota County for Emergency Management Services
l. Approve City Hall Landscaping Project
m. Approve December 2016 Fire Synopsis
n. Approve October & November 2016 Treasurer’s Report
o. Approve of Claims List
7. Public Comments
8. Presentations - None
9. Public Hearing - None
10. New and Unfinished Business
a. Joint Powers Agreement for Pilot Knob Road Improvements with Dakota County &
Ordinance No. 507 Establishing “No Parking” Zones
b. Appoint David Dreelan as Fire Chief; Approve Process to Fill Asst. Chief position
c. Approve Shared Recycling Coordinator Position
d. Approve Purchase of Replacement 800 MHz Radios
11. Council Comments
12. Adjourn
CITY OF MENDOTA HEIGHTS
DAKOTA COUNTY
STATE OF MINNESOTA
Minutes of the Regular Meeting
Held Tuesday, January 3, 2017
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 Garlock called the meeting to order at 7:00 p.m. The following members were present:
Councilmembers Duggan, Miller, Petschel, and Paper.
OATH OF OFFICE
Mayor Neil Garlock and Councilmembers Joel Paper and Jay Miller took the Oath of Office, presided
over by City Administrator Mark McNeill.
PLEDGE OF ALLEGIANCE
Council, the audience, and staff recited the Pledge of Allegiance.
AGENDA ADOPTION
Mayor Garlock presented the agenda for adoption. Councilmember Duggan moved adoption of the
agenda.
Councilmember Petschel seconded the motion.
Ayes: 5
Nays: 0
CONSENT CALENDAR
Mayor Garlock presented the consent calendar and explained the procedure for discussion and approval.
Councilmember Petschel moved approval of the consent calendar as presented and authorization for
execution of any necessary documents contained therein, pulling items g) Approve Resolution 2017-02
Final Payment and Accept City Hall Drainage Work.
a. Approval of December 20, 2016 City Council Minutes
b. Acknowledgement of December 21, 2016 Planning Commission Minutes
c. Designation of Official Newspaper
d. Approve Resolution 2017-01 Approval of 2017 Fee Schedule
e. Approve 2017 Financial Items
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• Resolution 2017-03 Establishing 2017 City Depositories of Funds
• Resolution 2017-04 Accepting Pledged Securities for 2017
• Authorize Finance Director to Execute Electronic Payments and Prepay Claims
f. Approve Resolution 2017-09 Reappointment of Commissioners to Planning Commission, Parks and
Recreation Commission, Airport Relations Commission
g. Approve Resolution 2017-02 Final Payment and Accept City Hall Drainage Work
h. Approve Resolution 2017-07 Authorization to Execute an Agreement with MN Task Force One
Urban Search and Rescue Team (MN -TF1)
i. Appointment of Representative to Dakota Co Domestic Preparedness Committee for 2017
j. Approval of Claims List
Councilmember Duggan seconded the motion.
Ayes: 5
Nays: 0
PULLED CONSENT AGENDA ITEM
G) APPROVE RESOLUTION 2017-02 FINAL PAYMENT AND
ACCEPT CITY HALL DRAINAGE WORK
Councilmember Duggan asked staff to explain the warranty included with the City Hall drainage work.
Public Works Director Ryan Ruzek replied that the work that was performed by Max Steininger, Inc. is
warrantied; however, the design from keeping the water out of the basement is not on the contractor. So
if there is any fault in the contractor’s actual work – which could cause drainage in the basement – the
City could recoup some of the repairs from the contractor. However, the design of that project was by
city staff. The warranty is for one year.
Councilmember Duggan moved to adopt Resolution 2017-02 “ACCEPTING WORK AND
APPROVING FINAL PAYMENT FOR CITY HALL DRAINAGE WORK”.
Councilmember Petschel seconded the motion.
Ayes: 5
Nays: 0
PUBLIC COMMENTS
There were no public comments.
PRESENTATIONS
No items scheduled.
PUBLIC HEARING
No items scheduled.
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NEW AND UNFINISHED BUSINESS
A) RESOLUTION 2017-05 ACCEPT FEASIBILITY REPORT AND CALL FOR A PUBLIC
HEARING — KENSINGTON NEIGHBORHOOD
B) RESOLUTION 2017-06 ACCEPT FEASIBILITY REPORT AND CALL FOR A PUBLIC
HEARING – MENDOTA HEIGHTS ROAD
Public Works Director Ryan Ruzek explained that Mendota Heights has been attempting to maintain its
infrastructure by reconstructing and rehabilitating different neighborhoods. In 2017, staff is proposing to
rehabilitate the Kensington Neighborhood and Mendota Heights Road from Lexington Avenue to Dodd
Road.
The City typically uses the State 429 process and special assessments to finance the projects. Using the
state’s process, there are a number of steps that need to be followed: ordering a feasibility report,
accepting the feasibility report, holding a public hearing, approving the plans, authorizing solicitation of
bids, and accepting the bids and awarding the contract. After the project is substantially completed, an
assessment hearing is held where the assessments are then levied against the properties.
Mr. Ruzek provided the background, the results of the feasibility reports, and the budget impact of each
project.
Councilmember Paper asked for an explanation of what goes into the decision of using reclaimed
bituminous versus gravel and what are the long-term benefits of each. He also asked if the City ever puts
felt, grid, or fiber mat in the subsurface. Mr. Ruzek replied that he would prefer to rebuild every street
with virgin class five aggregate; however, the trucking costs and the costs of new materials when there
are suitable materials on-site would be difficult to justify. The public works department does use
geotextile fabric for reinforcement of the sub-grade when they run into soft spots.
Councilmember Paper then asked if staff needs to use more reclaimed bituminous versus aglime, etc.
Mr. Ruzek replied they do go through a granular equivalent called jolation to make sure they are
meeting the needs of the roadway. Mr. Ruzek stated that as the reclaim machine goes by and they put
the rollover on and compact everything into place, they have a third-party materials engineer checking
densities and gradations.
In regards to the Kensington Neighborhood project, Councilmember Duggan asked for an explanation of
why Claremont Drive was changed to a full reconstruction, Bunker Hills Neighborhood was removed,
Wilshire Court was removed, and Whitfield Drive and Stockbridge were added to the scope of the
project. Mr. Ruzek replied that Wilshire Court is a private road and has already been reconstructed; the
Bunkers Hills Neighborhood was removed as the city did not bond for the maintenance materials
previously included in projects over the last couple of years; Whitfield Drive and Stockbridge Road
were added because of phone calls received from residents asking for the project to be completed.
Councilmember Duggan asked why the three private roadways in the Kensington Neighborhood are not
included. Mr. Ruzek replied that one of the private roads was reconstructed last year by the property
owners themselves with the hope that the City would eventually take this road over from them.
However, the City is also working on a lot of property issues. If they still choose to go that path, they do
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have a number of steps that they would need to take before the City would consider taking that street
over. The other two private roads come off of Concord Way and they are not platted as right-of-way so
the City is not proposing to do any improvements to those.
Councilmember Duggan noted that the reports provided use ‘satisfactory’ and ‘good’ interchangeably
and he suggested that ‘good’ should be used instead of ‘satisfactory’.
Councilmember Petschel moved to adopt RESOLUTION 2017-05 ACCEPTING THE FEASIBILITY
REPORT AND CALLING FOR A PUBLIC HEARING ON THE KENSINGTON NEIGHBORHOOD
IMPROVEMENT PROJECT (PROJECT #201409).
Councilmember Duggan seconded the motion.
Ayes: 5
Nays: 0
Councilmember Petschel moved to adopt RESOLUTION 2017-06 ACCEPTING THE FEASIBILITY
REPORT AND CALLING FOR A PUBLIC HEARING ON THE MENDOTA HEIGHTS ROAD
IMPROVEMENT PROJECT (PROJECT #201616).
Councilmember Duggan seconded the motion.
Ayes: 5
Nays: 0
C) DISCUSSION RELATING TO ALLOWING DOMESTIC CHICKENS
Consulting Planner Phil Carlson explained that previously the Planning Commission provided the
Council with a planning report and summarized two potential approaches to an ordinance allowing
domestic chickens, along with a comparison of codes from other municipalities. The Planning
Commission recommended to the City Council approval of allowing domestic chickens in residential
districts with no recommendation as to the type of ordinance.
Planner Carlson provided background on this issue stating that domestic chickens are allowed in a
number of communities and is becoming increasingly popular. It is seen as a way to increase access to
healthy fresh food. There may be concerns about noise, therefore roosters are usually not allowed.
There may be concerns about health and diseases chickens may carry and their waste could transmit.
Some advantages include pest management; and many consider domestic chickens to be pets,
In terms of zoning, this is a property rights issue – should residents be allowed to raise chickens as long
as there are no negative problems. If the Council were to decide in favor of residents keeping domestic
chickens, there would be two basic approaches.
A zoning approach would treat the keeping of domestic chickens as an accessory use in all single-family
zoning districts; just like a garage for cars or a shed for tools. Chickens would be added to the definition
of Domestic Animals in the Code. Chicken coops would be added to the definition of Animal Kennels.
Kennels for chickens would be added to the list of permitted accessory structures.
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An animal control approach would regulate this within the Animal Control section of the Code.
Chickens would be added to the regulations on domestic animals in Title 5. The City could add a section
on chickens, stating that up to four female chickens are allowed as a domestic animal. A chicken coop
or enclosure would need to meet the standards for an accessory structure in the Zoning Code.
Enforcement would be as currently specified for dogs and cats (contracted through the Police
Department to an outside agency).
Planner Carlson provided examples of ordinances in his report.
Councilmember Duggan asked for clarification on the difference between a ‘coop’ and a ‘run’ and
whether the proposed coop would include a run. Planner Carlson replied that a chicken coop would be
considered an accessory structure. A chicken coop is the actual enclosed area where they might stay
protected from the weather. A chicken run is a fenced area where they get to have a run of part of the
yard; however, that also needs to be covered with fencing or screening to protect the chickens from
predators. Because it is covered, it would be considered a structure. Therefore, the size of the coop and
run would be something the City could limit in the code.
Councilmember Petschel stated the Council first needs to make a strategic decision about whether this
would be handled under Animal Control or under the Zoning Ordinance. She also noted that the Council
needs to look at how this can be accomplished in the most efficient way without additional cost to the
City. She asked if there was a way that this could be a combination of both the Zoning Approach and the
Animal Control Approach and include restrictions in regards to structures and setbacks; include
additional funding for animal control in the budget to cover annual inspections.
Planner Carlson noted that there are a number of communities that do require a permit, so there is a
record of where the chickens are and a fee is paid for that permit. The results found that many cities
have dropped the permitting process because they found that it simply was not a problem. Enforcement
calls are done by complaint to ensure the property is following the code. He would recommend not
requiring a permit. Councilmember Petschel voiced her disagreement with that recommendation and
noted that many of the communities do require permits and inspections / proof of maintenance.
Councilmember Duggan stated that children love chickens. In speaking with educators, they said that
chickens are a special interest to children. His concern is that if the City is going to allow bees, pigeons,
and chickens – where does it stop. He stated he would like to see the pluses and minuses of the animal
control approach in relation to the financing of it versus the zoning approach. He stated he would like to
see a comparison of the size of the chicken coop / run in relation to yards and the setback from the rear
and side yard property line. He questioned if this should be self-funding through the permitting process.
He stated he would recommend no more than four female chickens be allowed.
Mayor Garlock concurred with the comments made. He would recommend the Zoning Approach, would
limit the number of chickens to four, limit the structure size to 144 square feet as other permitted
accessory structures, and agrees that roosters should not be allowed.
Councilmember Paper noted that the other ordinances included for comparison listed minimum size
structures rather than maximum size. For example, Eagan’s minimum size is two square feet per
chicken; however, Burnsville’s minimum size is 10 feet. If someone has four chickens in a 144 square
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foot structure, they would have plenty of room. However, four chickens in a two square foot structure
would seem to be pretty tight. Planner Carlson noted that the square feet per coop may not include the
run.
Councilmember Miller stated that he would prefer the permitting process and using the fees to fund this.
This would give the City an idea of where they are at from year-to-year with the number of residents
with chickens. It appears to him that the ordinance approach would be the path of least resistance from a
monetary standpoint.
Councilmember Petschel asked if any additional input from Councilmembers could be forwarded to City
Administrator Mark McNeill to be shared with Planner Carlson and the Planning Commission.
Planner Carlson summarized his understanding that the Council would like to see some kind of permit
and that the permit fees would help off-set any licensure inspection that would be required, and the
Commission should look carefully at the size of the coop/run to ensure appropriateness related to the
size of the yard.
Mayor Garlock then opened the floor for comments from residents.
Mr. Patrick Watson, 1327 Delaware, expressed his desire to address any concerns raised by people who
do not want to chickens in residential districts. Councilmember Petschel replied that there have been
some residents who have expressed their negativity to having chickens in their neighbors’ backyards.
However, if the City writes a good ordinance, if it is administered well with good enforcement, then
after a period of time some of the early trepidation will disappear. This would be a learning experience
for some people in the community.
Mr. Watson stated that he spoke with the Edina Animal Control Officer. They have had chickens for
approximately two years in the city and they have had only a half dozen calls and all six calls resolved
themselves before the officer got there.
Mr. David Friskney, 819 Park Place Drive, has worked for the City of New Hope Police Department for
25 years and they have had chicken calls. One of the components of their ordinance is a requirement to
obtain permission from the surrounding neighbors. There are some noise and smells involved in the
raising of chickens. However, if the resident maintains their chickens, the surrounding property owners
may not even be aware of them. He recommended they contact the City of New Hope’s Animal Warden,
Mr. Tom Mahan, who is a highly qualified person to discuss the keeping of chickens in a residential
district.
Ms. Rachel Quick, Junction Lane, stated that her son has had chickens in his classroom at Garlough
Elementary and at Dodge Nature Pre-school. She noted that the people who want chickens are the ones
making the effort; they are the ones building the community effort. The people sending the emails with
their objections are disbanding this part of the community. The residents who want chickens want to
teach their children where their food comes from.
Ms. Melissa Hathaway does not see chickens as a problem. She believes that too much is being made
out of this issue. If the residents want to have chickens and they do it right, then they should be allowed.
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Complaints should be addressed and if they are not rectified, then that resident should not be allowed to
keep chickens.
Mr. Jason Hinchliffe, 1155 Dodd Road, stated there have been chickens in Mendota Heights ever since
he moved here and he has not heard of a lot of problems. They are educational and his son now knows
where eggs come from. If the coop is covered properly and remains dry, there is no smell.
Councilmember Duggan moved to direct staff to create an ordinance that permits chickens to a
maximum of four with a coop / run that is appropriate size and meets City Code regulations.
Councilmember Miller seconded the motion.
Ayes: 5
Nays: 0
D) AFFIRM THE HIRE OF KELLY MCCARTHY AS POLICE CHIEF AND
APPROVE RESOLUTION 2017-08 EMPLOYMENT AGREEMENT
City Administrator Mark McNeill explained that on December 6, 2016 the City Council appointed Ms.
Kelly McCarthy as permanent Chief of Police, who had recently been hired as Captain. Administrator
McNeill reviewed the revised Employment Agreement with Kelly McCarthy as Police Chief.
Councilmember Duggan stated that he supports this decision but is uncomfortable with the process. He
believes that Police Chief McCarthy will go a long way towards improving our police department. He
expressed his favor in doing everything reasonably possible for the growth and development of the
Police Department. He believes that the City is on the right path.
Councilmember Petschel moved to affirm the appointment of Kelly McCarthy as Police
Chief/Emergency Management Director for the City of Mendota Heights; and to approve Resolution
2017-08, Employment Agreement with Kelly McCarthy as Police Chief.
Councilmember Duggan seconded the motion.
Ayes: 5
Nays: 0
Councilmember Petschel noted that there should be an appropriate swearing in ceremony for Police
Chief Kelly McCarthy.
Police Chief Kelly McCarthy came forward and expressed her appreciation for the support of the
Council not only in her, but also in the entire Police Department. She stated the officers are talented and
very hard working and she is excited to do a good job for the City as they are as well.
Mayor Garlock stated that he has had many long conversations with Chief McCarthy and that he
believes the previous Council did a great job selecting her and bringing her to the City.
E) DESIGNATION OF COUNCILMEMBERS TO SERVE ON FIRE OFFICER SELECTION
COMMITTEE
page 9
City Administrator Mark McNeill explained that at the December 20, 2016 meeting, the Council
accepted the resignation of Fire Chief John Maczko, who will be retiring on February 28, 2017.
The Council directed that the notice of the fire chief position be posted. Staff has received two
applications; therefore, a selection panel is necessary. The makeup of that panel would be two
firefighters, the Police Chief, the City Administrator, and an outside Police Chief. The other two
members would be two Councilmembers.
Councilmember Miller expressed his interest in being on the selection committee as he has been a
firefighter since 2008 and is fairly well versed in the actions within the fire department.
Councilmember Duggan asked if Mayor Garlock would be interested in being on the Selection
Committee. Mayor Garlock stated that he may know something along this line since he is a former
police officer.
Councilmember Paper asked Councilmember Miller if he would be uncomfortable being on the
selection committee since he works with both applicants and would have to choose one. Councilmember
Miller replied that he believes they are all professionals and it makes sense for him to be on the
committee.
Councilmember Duggan moved to accept the appointment of Councilmember Miller and Mayor Garlock
to the Fire Chief Selection Committee.
Councilmember Paper seconded the motion.
Ayes: 5
Nays: 0
F) DESIGNATION OF 2017 ACTING MAYOR
Mayor Garlock moved to appoint Councilmember Joel Paper as 2017 Acting Mayor.
Councilmember Petschel seconded the motion.
Ayes: 5
Nays: 0
G) CITY COUNCIL APPOINTMENTS TO COMMISSIONS, RESOLUTION 2017-10
APPOINTMENTS TO NDC4, AND ESTABLISH DATE FOR INTERVIEWS FOR PARK &
REC COMMISSION APPLICANTS
City Administrator Mark McNeill shared a list of various liaison committee appointments. The
vacancies are for an alternate elected official on the Dakota Communications Commission to act for the
primary (Councilmember Duggan) when he is unavailable; the primary Elected Official position on the
MSP Noise Oversight Committee, and the Elected Official on the NDC4 Cable Commission.
Councilmember Petschel expressed her desire to be the alternate on the Dakota Communications
Commission.
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Councilmember Miller volunteered for the Primary Elected Official on the MSP Noise Oversight
Committee.
Councilmember Paper volunteered for the NDC4 Cable Commission Elected Official.
There is no need to appoint representatives to the Dakota County E-W Transit Study Commission at this
time.
Councilmember Petschel moved to appoint herself as the Alternate Elected Official on the Dakota
Communication Commission, to appoint Councilmember Miller as the Primary Elected Official on the
MSP Noise Oversight Committee, and to re-appoint the other liaison positions as outlined in the staff
report.
Councilmember Paper seconded the motion.
Ayes: 5
Nays: 0
Councilmember Petschel moved to adopt RESOLUTION 2017–10 APPOINTING MICKEY KIEFFER
AND COUNCILMEMBER JOEL PAPER TO THE NDC4 ADVISORY COMMISSION.
Councilmember Paper seconded the motion
Ayes: 5
Nays: 0
City Administrator Mark McNeill also noted that another action requested of Council was to set a time
to interview individuals who have applied for membership on the Parks and Recreation Commission. He
recommended this action be tabled and discussed at Thursday’s workshop meeting. Mayor Garlock
agreed. The item was deferred to the January 5th Workshop.
COMMUNITY ANNOUNCEMENTS
City Administrator Mark McNeill made the following announcements:
• Outdoor rinks are open until 9:00 p.m. Monday-Saturday and until 6:00 p.m. on Sundays.
• Used holiday lights can be brought to City Hall for recycling through the end of January 2017.
• Assistant City Administrator Cheryl Jacobson was introduced and said a few words. She will be
managing Human Resources, IT, Communications, Recreation, and special projects.
COUNCIL COMMENTS
Councilmember Miller expressed his humbleness at the opportunity to serve on the Council. He is here
to look with the City down the road, and to work alongside everyone to make Mendota Heights better.
Councilmember Petschel expressed her pleasure at the energy in the room and at the prospect of a new
year and working together. She also acknowledged the superior salting of the roads completed by Public
Works staff. She noted that on January 17 a presentation will be given by the MAC Noise staff to the
full Metropolitan Airport Commission on Optimal Descent Approach – a project that the Noise
Oversight Committee started that would have less noise impact and save on fuel.
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Councilmember Paper expressed his appreciation to the community for putting him in the Council seat
and entrusting him to make well thought out decisions. He thanked his grandparents for teaching him
about civic pride, his parents for showing him what it is to do volunteerism, and his wife and his
children for supporting him in this. He thanked Leslie Sandberg who helped him along the way.
Councilmember Duggan welcomed Mac Leydon to City Hall; he is one of the new job-share
receptionists at the front desk. He also noted an email he received that suggested the idea of the City
being a “Sanctuary City”. He reminded residents to shovel out the snow from around fire hydrants.
Mayor Garlock expressed his appreciation to everyone for putting him in the Mayoral seat. Everyone on
the Council cares about this City, as have all of the previous councilmembers. He is not as polished as
Ms. Sandra Krebsbach when it comes to running a Council meeting but he will do the best he can.
ADJOURN
Councilmember Duggan moved to adjourn.
Councilmember Petschel seconded the motion.
Ayes: 5
Nays: 0
Mayor Garlock adjourned the meeting at 8:44 p.m.
____________________________________
Neil Garlock
Mayor
ATTEST:
_______________________________
Lorri Smith
City Clerk
page 12
CITY OF MENDOTA HEIGHTS
DAKOTA COUNTY
STATE OF MINNESOTA
Minutes of the Council Workshop
Held Tuesday, January 5, 2017
Pursuant to due call and notice thereof, a workshop of the Mendota Heights City Council was held at City
Hall, 1101 Victoria Curve, Mendota Heights, Minnesota.
CALL TO ORDER
Mayor Garlock called the meeting to order at 1:30 p.m. Councilmembers Duggan, Miller, Paper, and
Petschel were also present. Staff in attendance included City Administrator Mark McNeill, Assistant City
Administrator Cheryl Jacobson, City Attorney Tom Lehmann, Police Chief Kelly McCarthy, and City
Clerk Lorri Smith.
CITY COUNCIL INTRODUCTIONS
City Administrator McNeill asked the Councilmembers to summarize why they ran for City Council and to
summarize three things they were like the Council to accomplish in the next two years.
Mayor Garlock summarized his experience in law enforcement and hopes the Council can be very
transparent during his tenure. He hope to see order restored to the Police Department, hopes to improve
employee morale, wants to assure that the Council keeps the City on track with infrastructure upkeep, and
would like to see the site of the Mendota Motel redeveloped.
Councilmember Liz Petschel summarized her experience serving on the Noise Oversight Committee and
the Airport Relations Committee. She hopes to see the Council make a strategic decision on the fire
station, hopes to see the Hwy 13/Hwy 55 property redeveloped, and hopes to see an assessment completed
of employee positions and salaries.
Councilmember Joel Paper stated he ran for City Council to give back to his community and hopes to offer
a different perspective to the Council. He hopes to see the City’s website updated, the parks staffing
adjusted to be more efficient, the trash collection in the city to be consolidated so less garbage trucks are
driving through the neighborhoods which would save wear on our streets. Councilmember Paper also
presented a drawing of the Bourne property redeveloped with a sports dome and outdoor soccer fields
surrounding it.
Councilmember Ultan Duggan stated he started in City government when the Hwy 110/Dodd Road area
was being redeveloped. He hopes to see the City complete a survey of the residents to find out what
direction they would like to see the City go in. He also hopes to build our relationships with surrounding
cities and the school district. Councilmember Duggan also stated he would like to see the Bourne
property/Hwy 55-Hwy 13 redeveloped, possibly with a Planner review and analysis of the area, sharing
their vision of the area with the Council.
Councilmember Jay Miller has an interest in local government and hope to give back to his community. He
wants to see the infrastructure and maintenance of the city streets and trails be kept up to our standards, the
City expand its pollinator friendly policies and see its ordinances amended for the keeping of bees, He also
would like to see the creation of some sort of a multi-generational destination in Mendota Heights.
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CLOSED MEETING TO DISCUSS LABOR GRIEVANCE
Mayor Garlock adjourned to closed session of the City Council at 2:10 pm to discuss attorney/client
privilege matters relating to an existing labor grievance. Those present included Mayor Garlock,
Councilmembers Duggan, Miller, Paper, and Petschel. Also in attendance were City Administrator Mark
McNeill, Assistant City Administrator Cheryl Jacobson, Police Chief Kelly McCarthy, City Attorney Tom
Lehmann, and Labor Attorney Kevin Rupp.
No official action was taken by the Council in this meeting. The Council will summarize the discussion at
the next Council meeting.
Motion by Councilmember Petschel, seconded by Councilmember Paper to reopen the workshop meeting
at 3:10 p.m.
CITY COUNCIL MEETING OPERATIONS
Administrator McNeill discussed with the Council the seating arrangement for Council meetings.
Councilmember Paper suggested the Council meetings begin at 6:00 pm. Petschel stated she feels the
meetings should begin at 7:00 pm to give the residents time to arrive after a work day. The Council
directed staff to gather more information on meeting start times.
Administrator McNeill suggested that staff be allowed to leave the Council meetings after the consent
agenda has been acted upon if they do not have an item on the agenda. He also suggested that the
Community Announcements be discontinued at every meeting, unless there is an item of interest to the
public.
The Council discussed the upcoming workshop meetings of Jan 17th-Park/Rec Commission applicant
interviews; January 31st – discussion of economic development issues; February 8th-joint meeting with
Airport Relations Commission.
ADJOURN
Motion Councilmember Paper, seconded by Councilmember Duggan, to adjourn the meeting at 4:10 p.m.
Motion carried 5-0.
____________________________________
Neil Garlock, Mayor
ATTEST:
_______________________________
Lorri Smith, City Clerk
page 14
2017 CITY COUNCIL MEETING DATES
January 3 Tuesday
17 Tuesday
February 7 Tuesday
21 Tuesday
March 7 Tuesday
21 Tuesday
April 4 Tuesday
18 Tuesday
May 2 Tuesday
16 Tuesday
June 6 Tuesday
20 Tuesday
July 5 Wednesday (July 4th holiday on Tues)
18 Tuesday
August 1 Tuesday (start time to follow Night to Unite @ 5:00 pm)
15 Tuesday
September 5 Tuesday
19 Tuesday
October 3 Tuesday
17 Tuesday
November 7 Tuesday
21 Tuesday
December 5 Tuesday
19 Tuesday
page 15
page 16
DATE: January 17, 2017
TO: Mayor and City Council
FROM: Mark McNeill, City Administrator
SUBJECT: Advisory Commission Appointments
BACKGROUND
The City Council is asked to reappoint the following members to their respective Commissions.
The following commissioners are at the end of their current term and are eligible for
reappointment:
Noise Oversight Committee:
David Sloan – (Term 6/25/2017 through 6/25/19)
Parks and Recreation Student Representatives:
Myles Bowen and Clair Dunham – (Term 2/1/2017 through 1/31/2018)
Each of these members has expressed an interest in serving an additional term with their
respective commissions.
ON January 17th, the City Council will also interview candidates for the two openings on the
Parks and Recreation Commission. After interviews with the commission applicants, the city
council may consider appointing two members to this Commission.
One position is to fill an unexpired term – (Term through 1/31/2019)
The second position is for a full term – (Term 2/1/2017 through 1/31/2020)
RECOMMENDATION
Staff recommends:
~Reappointing Commissioner David Sloan to the Noise Oversight Committee
~Reappointing the current student representatives Myles Bowen and Clair Dunham to the
Parks and Recreation Commission
~Consider appointing two individuals to the two open positions on the Parks and
Recreation Commission, designating one for the partial term and the other for the full term.
page 17
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REQUEST FOR COUNCIL ACTION
DATE: January 17, 2017
TO: Mayor, City Council, and City Administrator
FROM: Ryan Ruzek, P.E., Public Works Director
SUBJECT: Award of a Professional Services Contract for the Dodd Road Trail Project
COMMENT:
INTRODUCTION
The Council is asked to award a contract for the design, surveying and easement acquisition for
the Dodd Road Trail (from Maple Street to Marie Avenue).
BACKGROUND
The Dodd Road Trail Project was originally approved for design in 2006. Due to the cost to
construct the project it has been on the shelf ever since. Staff has made applications for grants to
offset the cost but all applications have been denied. The Minnesota Department of
Transportation (MnDOT) is proposing to reconstruct Dodd Road in 2018. MnDOT is willing to
bid the project with their larger project with the idea that larger bid quantities will make the
project more affordable do to economies of scale.
Rules, regulations and guidelines have changed from the original design which requires the plans
to be updated to current standards.
DISCUSSION
Staff developed a Request for Proposals (RFP) on the project and invited two firms to submit
proposals. Both firms submitted quotes for this project.
Consultant Design Fee Easement Fee Total Fee
KLJ Engineering $40,214.86 $29,768.02 $69,982.88
WSB & Associates $48,424.00 $26,709.00 $75,133.00
Both firms submitted thorough and complete proposals and each addressed concerns and gave
ideas about proceeding with the project. Either firm is qualified, but staff recommends KLJ
Engineering, based on the lower cost of their proposal, and their current work with MnDOT on
the Dodd Road Project.
BUDGET IMPACT
The Dodd Road Trail Project is proposed to be funded using Municipal State Aid funds (MSA).
A portion of the storm sewer work may not be eligible for MSA funds, and would be paid for
through the storm water utility fund.
page 19
RECOMMENDATION
Staff recommends that council accept the proposal from KLJ Engineering for the proposed not-
to-exceed price of $69,982.88.
ACTION REQUIRED
If Council wishes to enact the staff recommendation, it should pass a motion authorizing staff to
enter in to a contract with KLJ Engineering. This action requires a simple majority vote.
page 20
Request for City Council Action
MEETING DATE: January 17, 2017 TO: Mayor and City Council, City Administrator FROM: Terry Blum, Public Works Superintendent SUBJECT: Purchase of a Bobcat Skid-Steer Loader
COMMENT:
Introduction
The City Council is asked to approve the purchase of a skid-steer loader (Bobcat)
Background
As part of the 2017 budget process, $44,000.00 was budgeted in the street department’s budget
to purchase a bobcat skid-steer loader.
The last bobcat skid-steer loader was purchased in 2008; that will not be traded in, as there is
enough demand in Public Works to use two separate skid steer loaders. The streets, parks, and
the utility departments all share time using the skid-steer loader for various projects. A quote
from the state contract was obtained from Tri-State Bobcat, Inc. The amount of the quote is for
$43,875.
Buying from the State contract (purchasing agreement) allows the City to have the benefit of a
competitive bid that the State advertised and processed, rather than the City having to go through
that competitive bid itself.
Budget Impact
$44,000 is budgeted in the 2017 Street Budget for the purchase of the bobcat skid-steer loader.
The actual amount to purchase the skid-steer loader is less than the amount budgeted.
Recommendation
Staff recommends that the Mendota Heights City Council approve the purchase of the bobcat
skid-steer loader in the amount of $43,875.00, as quoted from Tri-State Bobcat, Inc.
Action Required
If the City Council concurs with the recommendation, they should pass a motion authorizing
staff to purchase a bobcat skid-steer loader from Tri-State Bobcat, Inc. in the amount of $43,875.
page 21
page 22
DATE: January 17, 2017
TO: Mayor and City Council
FROM: Mark McNeill, City Administrator
SUBJECT: Assistant City Administrator Vacation Amount
COMMENT:
INTRODUCTION
The Council is asked to approve a change in the starting balance of the recently-hired Assistant
City Administrator to be consistent with other recent hires.
BACKGROUND
Cheryl Jacobson started work with the City on December 27th.
Along with other benefits, a starting accrued amount of vacation was set at one week, or forty
hours. However, in looking at other recent exempt employee (supervisory) hires, the starting
balance should have been two weeks. Two weeks is more consistent for what is needed to attract
experienced employees to leave other positions to come to the City. Ms. Jacobson has nearly 20
years of experience in the public sector.
BUDGET IMPACT
The additional week is for the employee’s time off. There will be no backfilling of the position
through overtime when she is on vacation. Therefore, there is no direct budget impact to the
City.
RECOMMENDATION
To be consistent with what has been negotiated for the City’s other recent hires at this level, I
recommend that the City Council approve the increase of the “on the books” vacation from forty
hours, to eighty hours.
ACTION REQUIRED
If the Council concurs, it should, by motion, authorize the amount of the initial vacation balance
for Cheryl Jacobson to be set at 80 hours.
page 23
page 24
DATE: January 17, 2017
TO: Mayor and City Council
FROM: Cheryl Jacobson, Assistant City Administrator
SUBJECT: Community Development Director Hire
COMMENT:
INTRODUCTION
The Council is asked to approve the hiring of Timothy Benetti as Community Development
Director.
BACKGROUND
Included as part of the restructuring of some positions was the position of City Planner, which
has been vacant since early October. A revised job description of Community Development
Director was approved by the City Council.
In addition to the planning and zoning responsibilities of the former Planner position, the
Community Development Director is also responsible for the City’s economic development
activity and for overseeing the contracted Building Official. The position is at Grade 38 of the
City’s Pay Plan.
To fill the position, advertisements were made. After the completion of the selection process, it
is recommended that Timothy Benetti be hired for the position. Mr. Benetti is currently a City
Planner/Zoning Specialist for the City of Brooklyn Center. Mr. Benetti has a broad level of
experience in the municipal planning field, including prior work as a Planning and Community
Development Director.
RECOMMENDATION
It is recommended that Mr. Benetti be hired at Step C of Pay Grade 38, which is $91,623
annually. In view of his amount of job experience, it is recommended that he initially accrue
vacation at a rate of three (3) weeks per year, and be granted two (2) weeks of vacation “on the
books”.
page 25
If approved, he would start employment with the City on February 20, 2017.
ACTION REQUIRED
If the Council concurs, it should, by motion, approve the hiring of Timothy Benetti as
Community Development Director with the provisions listed above, effect February 20, 2017.
Cheryl Jacobson
Assistant City Administrator
page 26
DATE:
TO:
FROM:
SUBJECT:
January 17, 2017
Mayor and City Council
Mark McNeill, City Administrator
Resolution Approving Community Development Block Grant
(CDBG) Funding Application through Dakota County
INTRODUCTION
The City Council is asked to approve the annual Community Development Block Grant application
with the Dakota County Community Development Agency, for use in housing rehabilitation.
BACKGROUND
For several years, the City of Mendota Heights has participated in this grant program, which allows
qualifying low and moderate income homeowners to access Federal assistance to bring their homes
up to identified standards. The Dakota County CDA administers this program on behalf of Dakota
County.
Attached is the annual CDBG Grant Application for federal fiscal year 2017, and the
accompanying resolution for consideration. This year’s request is $17,889 for the Housing
Rehabilitation Loan Program. The amount is reduced from previous year, in large part to an
uncertainty at the Federal level as to how much CDBG money will be allocated to the County. In
comparison, last year’s amount was $26,214.
Rehab programs typically allot between $15,000 and $25,000 per participant. Therefore, only one
property will likely be improved as a result of this grant.
The program is administered by the Dakota County Community Development Agency (CDA) and
provides rehabilitation loans for owner-occupied housing meeting CDA income/benefit guidelines.
The CDA will continue to administer all aspects of the loan program.
BUDGET IMPACT
None to the City.
RECOMMENDATION
I recommend approval to participate in the program.
ACTION REQUIRED
If the Council concurs with the recommendation, it should pass a motion adopting RESOLUTION
2017-13 APPROVING THE APPLICATION OF THE CITY OF MENDOTA HEIGHTS FOR
FISCAL YEAR 2017 DAKOTA COUNTY COMMUNITY DEVELOPMENT BLOCK GRANT
FUNDING.
CITY OF MENDOTA HEIGHTS
DAKOTA COUNTY, MINNESOTA
RESOLUTION 2017-13
RESOLUTION APPROVING THE APPLICATION OF THE CITY OF MENDOTA
HEIGHTS FOR FISCAL YEAR 2017 DAKOTA COUNTY COMMUNITY
DEVELOPMENT BLOCK GRANT FUNDING
WHEREAS, the City of Mendota Heights is a participating jurisdiction with the Dakota
County CDBG Entitlement Program for Fiscal Year 2017 (July 1, 2017 through June 30, 2018);
and
WHEREAS, the Dakota County Community Development Agency is a sub-grantee of
Dakota County for the administration of the CDBG Program; and
WHEREAS, the Dakota County Community Development Agency has requested federal
fiscal year 2018 CDBG applications be submitted by January 20, 2017, based on allocation of
funds approved in the Community Development Implementation Plan.
NOW THEREFORE, IT IS HEREBY RESOLVED by the City Council of the City of
Mendota Heights, Minnesota that the following points be approved:
1. The Federal Fiscal Year 2017 CDBG application is approved for submission to the
Dakota County Community Development Agency.
2. The City Administrator of the City of Mendota Heights is authorized to execute the
application and all agreements and documents relating to receiving and using the awarded
CDBG funds.
3. The Dakota County Community Development Agency is designated as the administrative
entity to carry out the CDBG Home Rehabilitation Loans program on behalf of the City
of Mendota Heights.
Adopted by the City Council of the City of Mendota Heights this seventeenth day of
January, 2017.
CITY COUNCIL
CITY OF MENDOTA HEIGHTS
Neil Garlock
Mayor
ATTEST
Lorri Smith
City Clerk
APPLICATION FOR 2017
COMMUNITY DEVELOPMENT BLOCK GRANT FUNDS
Application must be received by the Dakota County Community Development Agency
NO LATER THAN JANUARY 20, 2017 (for Program Year 2017, 7/01/17-6/30/18)
Applicant Name: City of Mendota Heights DUNS #: 146-367-607
Contact Name: Mark McNeill
Applicant Address: 1101 Victoria Curve
City, State, Zip: Mendota Heights, MN 55118
Phone: 651-452-1850 Email: Markm@mendota-heights.com
Activity Funding Amount
#1 Title: Housing Rehabilitation Loans CDBG Request: $17,889
#2 Title: CDBG Request:
#3 Title: CDBG Request:
#4 Title: CDBG Request:
#5 Title: CDBG Request:
Total Request:
PLEASE NOTE: AT LEAST 50% of the proposed funding must qualify as a LOW/MOD benefit and
NO MORE THAN 40% of the proposed funding can be for PUBLIC SERVICES. As public services
may not account for more than 15% of the County’s total funding, public service requests may need
to be decreased once all applications are submitted and reviewed by CDA staff.
General Information
Proposed Activities
page 29
I certify that the information contained in this application is true and correct and that it contains no
misrepresentations, falsifications, intentional omissions, or concealment of material facts. I further
certify that no contracts have been awarded, funds committed, or construction begun on the proposed
project(s), and that none will be made prior to notification from the Dakota County CDA based on
HUD’s issuance of a Release of Funds Notice.
Signature of Authorized Official Date
Title of Authorized Official
PLEASE ATTACH THE RESOLUTION OF THE GOVERNING BODY SHOWING APPROVAL
OF THE REQUEST FOR CDBG FUNDS
Certification
page 30
1
Please complete the following Sections I-V for EACH proposed activity. (For
example, if 3 activities are being proposed, there will be 3 sets of the following pages.)
Activity # 1
Activity Title: Housing Rehabilitation Loans
Has this Activity received CDBG funding before? Yes No
Check the eligible activity category of the proposed activity: (See attached definitions)
Affordable Rental Housing
Rehabilitation of Multi-Unit Residential
Rental Assistance Subsidies
Fair Housing Activities
Energy Efficiency Improvements
Public Service
Senior Services
Youth Services
Transportation Services
Operational Support
Affordable Homeowner Housing
Homeownership Assistance
New (Re)Construction Homeowner Housing
Rehabilitation/ Energy Efficiency Improvement of Single
Unit Residential
Housing Counseling and Short Term Assistance
Fair Housing Activities
Community Development
Recreational Parks
Water/Sewer Improvements
Street Improvements
Sidewalks
Beautification
Assessment Abatement
Homelessness
Coordinated Access to service & Shelter
Housing Stabilization
Emergency Shelter Operation
Addition of Permanent Supportive Housing Units
Shelter Renovation/Creation
Neighborhood Revitalization
Acquisition of Real Property
Clearance and Demolition
Clean-up of Contaminated Site
Economic Development
Employment Training
Economic Development Assistance
Rehabilitation of Commercial/Industrial Buildings
Micro-Enterprise Assistance
Relocation
Planning and Administration
Planning
Administration
I. Activity Title
II. Activity Information
Describe the proposed activity.
Provide funding to low/mod homeowners within the City of Mendota for eligible home
improvements ranging from new roof, new windows, replace furnace, bathroom remodel,
kitchen remodel, accessibility improvements, and many more.
The funding per loan has a minimum of $15,000 and a maximum of $25,000. The loan is a
0% deferred loan that will be paid back at time of purchase or when home no longer is
primary residence for homeowner.
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2
Survey
(Please include a copy of survey)
Describe the activity schedule:
Is this a continuation of a previously funded activity? X Yes No
Is this a time-specific project? X Yes No
If this is a time-specific project, please note the start and end dates below:
Proposed Activity Start Date: 07-01-2017
Proposed Activity Completion Date: 06-30-2018
CDBG funded projects/activities must meet one of the program objectives. Check the
objective for which the CDBG funds will be used.
Low/Mod Area Benefit Low/Mod Limited Clientele Benefit
Low/Mod Housing Benefit Low/Mod Jobs Benefit
Slum/Blight Area Benefit Slum/Blight Spot Benefit
Urgent Need (extremely rare; used only for emergencies):
III. CDBG National Objective
If you checked the Low/Mod Area Benefit box, please answer the following:
In what Census Tract/Block Group(s) do beneficiaries of your Activity live? (Please include map)
How many residents live in this area?
What is the percentage of low and moderate-income beneficiaries?
How was this documented? HUD Data
If you checked the Low/Mod Housing Benefit box, please answer the following:
How many Low/Mod Households will benefit? 1 Households
(Income eligibility must be verified by written documentation)
Where will this activity be occur? (Address of property, neighborhood, city-wide)
City-wide
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3
If you checked the Low/Mod Limited Clientele Benefit box, please answer the following:
How many Low/Mod People or Households will benefit? People/Households
(Please choose either people or households for each project.)
How will income be verified?
Income Verification Request Forms
Eligibility Status for other Governmental Assistance program
Self Certification (Must request source documentation of 20% of certifications and must inform beneficiary that
all sources of income and assets must be included when calculating annual income)
Presumed benefit (HUD presumes the following to be low and moderate-income: abused children, battered
spouses, elderly persons, severely disabled persons, homeless persons, persons living with AIDS, migrant farm
workers)
If you checked the Low/Mod Jobs Benefit box, please answer the following:
To meet the requirements of the “Jobs” National Objective, the business being assisted must enter into an agreement
showing commitment that at least 51% of jobs created or retained will be available to low/mod income persons. The
business must also be prepared to provide a list of all jobs, detailed information about the jobs being created or
retained, the selection and hiring process, and demographic information about the employees.
Will this activity create or retain full time equivalencies (FTEs)? Create Retain
For job(s) that are being retained, please provide evidence that the assisted business has issued a notice to affected
employees or that the business has made a public announcement to that effect, OR an analysis of relevant financial
records that shows the business is likely to cut back on employment in the near future without planned intervention.
Will the job(s) created or retained require a special skill? Yes No
What percent of permanent FTEs will be held by or available to low/mod income persons?
If you checked the Slum/Blight Area or Slum/Blight Spot Benefit box, please answer the
following:
What are the boundaries of the slum/blight area or the address of the slum/blight spot?
(Please provide letter from building inspector or other documentation noting deficiencies and include photos)
If Slum/Blight Area, what percent of buildings are deteriorated? %
What deficiency will be corrected or the public improvement be?
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4
Indicate the proposed objective and outcome of the activity/project.
Outcome #1
Availability/Accessibility
Outcome #2
Affordability
Outcome #3
Sustainability
Objective #1
Suitable Living
Environment
Accessibility for the
purpose of creating a
suitable living
environment
Affordability for the
purpose of creating a
suitable living
environment
Sustainability for the
purpose of creating a
suitable living
environment
Objective #2
Decent Housing
Accessibility for the
purpose of providing
decent housing
Affordability for the
purpose of providing
decent housing
Sustainability for the
purpose of providing
decent housing
Objective #3
Economic
Opportunity
Accessibility for the
purpose of creating
economic opportunities
Affordability for the
purpose of creating
economic
opportunities
Sustainability for the
purpose of creating
economic
opportunities
Indicate how the activity outcome will be measured and projected number of beneficiaries.
People
Households
Housing Units 1
Public Facilities
Jobs
Businesses
Organizations
Provide the total project cost and CDBG request.
Total Project Cost: $17,889
Total CDBG Request: $17,889 CDBG Percent of Total Cost: 100%
Describe all other funding sources.
Source of Funds Amount Committed Pending
CDBG $17,889
Total:
Please itemize project expenses, using the following guidance as applicable:
• Acquisition & Improvement Costs - Include purchase price, closing costs, site improvements,
clearance of toxic contaminants, and other acquisition and improvement costs
IV. Proposed Objectives and Outcomes
V. Project Budget
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5
• Construction/Rehabilitation Costs - Include site improvements, construction (labor, materials,
supplies), installation, permits and other construction/rehabilitation costs
• Professional Fees and Personnel Costs - Include architectural, engineering and code inspection
fees, surveys, appraisals, legal fees, hazardous materials surveys, project management, and
other professional/personnel fees
• Other Development Costs - Include relocation, financing costs, environmental reviews,
environmental studies, and other development costs
• Eligible Costs for Planning Projects - Include professional services, project management costs,
and other planning costs
Itemized Use of Funds/Expenses Costs CDBG Funds
Requested
Other Funding
Sources
Housing Improvement Funds $17,889 $17,889 $0
Total: $17,889 $17,889
* * * * *
Please review each section for completeness.
Each activity should have separate Sections I through V.
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6
CDBG ELIGIBLE ACTIVITIES DEFINITIONS
The following are summary definitions of Community Development Block Grant Eligible Activities:
Please Note: Although an activity may be deemed eligible for CDBG funding, it does not guarantee funding. The Community
Development Needs for the CDBG Program in the Comprehensive Plan sets forth the priority of needs and as such, dictates which
types of eligible activities may be funded in a given year.
CDBG funds may NOT be used for costs attributable to a building used for the general conduct of government or used for political
activities.
Acquisition/Disposition: The use of CDBG funds to acquire real property, in whole or in part, by purchase, long-term lease, donation,
or otherwise, for any public purpose. Real property to be acquired may include: land, air rights, easements, water rights, right-of-ways,
buildings and other property improvements, or other interests in real property.
Demolition/Clearance: Clearance, demolition, and removal of buildings and improvements including movement of structures to other
sites.
Economic Development Activities: Economic development activities may include, but are not limited to: (1) Construction by the
grantee or sub-recipient of a business incubator designed to provide inexpensive space and assistance to new firms to help them
become viable businesses, (2) Loans to pay for the expansion of a factory or commercial business, and (3) Providing training needed
by persons on welfare to enable them to qualify for jobs created by CDBG-assisted special economic development activities. The level
of public benefit to be derived from the economic development activity must be appropriate given the amount of CDBG assistance.
Rehabilitation: Rehabilitation related activities may include single-family rehabilitation, multi-family rehabilitation, energy efficiency
improvements, public housing modernization, and rehabilitation of commercial properties.
General Administration: CDBG funds may be used for the general administration costs incurred by a Subrecipient to administer their
CDBG program. Administration costs directly associated with a CDBG activity should be part of the activity as project administration.
Relocation: CDBG funds may be used for relocation payments and assistance to displaced persons, including individuals, families,
businesses, non-profits, and farms, where required under section 570.606 of the regulations (pursuant to the Uniform Relocation Act).
Public Facilities/Improvements: CDBG funds may be used by the grantee or other public or private nonprofit entities for the
acquisition (including long term leases for periods of 15 years or more), construction, reconstruction, rehabilitation (including removal of
architectural barriers to accessibility), or installation, of public improvements or facilities. Buildings for the general conduct of
government cannot be acquired or improved with CDBG funds. This includes neighborhood facilities, firehouses, public schools, and
libraries, as well as water and/or sewer treatment plants. The regulations further specify that facilities that are designed for use in
providing shelter for persons having special needs are considered to be public facilities.
Public Services: CDBG funds may be used to provide public services (including labor, supplies, and materials), provided that each of
the following criteria is met: 1) The public service must be either a new service or a quantifiable increase in the level of service; and 2)
The amount of CDBG funds obligated within a program year to support public service activities under this category may not exceed
40% of the City’s allocation and the total public services of all Sub-recipients may not exceed 15% of the total grant awarded to Dakota
County for that year.
Planning: Includes studies, analysis, data gathering, preparation of plans, and identification of actions that will implement plans. The
types of plans which may be paid for with CDBG funds include, but are not limited to: Comprehensive plans; Individual project plans;
Community development plans, Capital improvement programs; Small area and neighborhood plans; Environmental and historic
preservation studies; and Functional plans (such as plans for housing, land use, energy conservation, or economic development).
Homeownership Assistance: Homeownership assistance activities may include financial assistance for downpayments, closing costs
or other part of the purchase process and counseling for pre-purchase, post-purchase or foreclosure prevention.
page 36
Request for City Council Action
MEETING DATE: January 17, 2017 TO: Mayor and City Council, City Administrator FROM: Kelly McCarthy, Chief of Police SUBJECT: Adopting the Dakota County All-Hazard Mitigation Plan and to Authorize
Submittal of the Adopted plan to HSEM and FEMA.
Introduction
City Council is asked to adopt the All-Hazard Mitigation Plan and authorize submittal of the adopted plan
to HSEM and FEMA
Background
The Federal Emergency Management Agency (FEMA) requires our All-Hazard Mitigation Plan be
updated every five years. The plan was updated and received preliminary approval from FEMA. The plan
will become official upon the approval of participating jurisdictions and resubmittal to FEMA.
The Disaster Mitigation Act of 2000 requires counties and cities to prepare All-Hazard Mitigation Plans
every five years. Plans must address potential natural and manmade hazards and develop mitigation
strategies to reduce the impacts of hazard events both in dollars and lives saved. Counties and cities must
have an approved and adopted plan to be eligible for both federal disaster relief and mitigation project
grant dollars.
Since early 2016, City staff has been working with Dakota County Emergency Management to coordinate
the required 5-year update to the All-Hazard Mitigation Plan. The City has participated in the planning
process and developed its own mitigation strategies as part of the multi-jurisdictional plan.
The draft All-Hazard Mitigation Plan was submitted to both HSEM for initial review and comment in
August, 2016. County staff received HSEM (Homeland Security Emergency Management) comments and
incorporated them into the Plan. No public comments were received after posting the Plan on the
County’s website. No public hearing is required under the federal guidance documents. This final draft
of the Plan was then submitted to HSEM and FEMA for final review in November, 2016. The County
received notification of approval of the Plan pending adoption from HSEM and FEMA on December 29,
2016 (see attached letter).
According to FEMA rules, cities must formally adopt the Plan within one year of its approval to be
covered by the Plan. This is required in order for the County to secure federal Disaster Public Assistance
and Mitigation Grants for communities in case of a disaster. Prior to receipt of the City’s resolution
adopting the Plan federal disaster funds will not be available.
page 37
Budget Impact
There are no budget impacts for the City to approve and adopt. If the City chooses not to adopt, we would
not be eligible for both federal disaster relief and mitigation project grant dollars.
Recommendation
Staff recommends that the Mendota Heights City Council adopt the All-Hazard Mitigation Plan and
authorize submittal of the adopted plan to HSEM and FEMA
page 38
City of Mendota Heights
Dakota County, Minnesota
RESOLUTION 2017-12
ADOPTING THE DAKOTA COUNTY ALL-HAZARD MITIGATION PLAN
AND AUTHORIZE SUBMITTAL OF THE ADOPTED PLAN TO HSEM AND FEMA
WHEREAS, the City of Mendota Heights has participated in the hazard mitigation
planning process as established under the Disaster Mitigation Act of 2000; and
WHEREAS, the Act establishes a framework for the development of a multi-
jurisdictional County Hazard Mitigation Plan; and
WHEREAS, the Act as part of the planning process requires public involvement and local
coordination among neighboring local units of government and businesses; and
WHEREAS, the Dakota County Plan includes a risk assessment including past hazards,
hazards that threaten the County, an estimate of structures at risk, a general description of land
uses and development trends; and
WHEREAS, the Dakota County Plan includes a mitigation strategy including goals and
objectives and an action plan identifying specific mitigation projects and costs; and
WHEREAS, the Dakota County Plan includes a maintenance or implementation process
including plan updates, integration of the plan into other planning documents and how Dakota
County will maintain public participation and coordination; and
WHEREAS, the Plan has been shared with the Minnesota Division of Homeland Security
and Emergency Management and the Federal Emergency Management Agency for review and
comment; and
WHEREAS, the Dakota County All-Hazard Mitigation Plan will make the county and
participating jurisdictions eligible to receive FEMA hazard mitigation assistance grants; and
WHEREAS, this is a multi-jurisdictional Plan and cities that participated in the planning
process may choose to also adopt the County Plan.
NOW THEREFORE BE IT RESOLVED that the City of Mendota Heights supports the
hazard mitigation planning effort and wishes to adopt the Dakota County All-Hazard Mitigation
Plan.
CITY COUNCIL
CITY OF MENDOTA HEIGHTS
_________________________
ATTEST: Neil Garlock, Mayor
________________________________
Lorri Smith, City Clerk
page 39
page 40
1
Request for City Council Action
MEETING DATE: January 17, 2017 TO: Mayor and City Council, City Administrator FROM: Kelly McCarthy, Chief of Police / Emergency Manager SUBJECT: Extension of Joint Powers agreement Between Dakota County and the City of
Mendota Heights for Emergency Management Services
Introduction
The City Councils is asked to approve an extension of the joint powers agreement between Dakota
County and the City of Mendota Heights. It is a three year agreement.
Background
Since 2013, the City of Mendota heights has been working collaboratively with Dakota County to ensure
that our Emergency Operations Plan is sufficient to coordinate resources and provide policy measures to
guide and support emergency management efforts. The JPA provides all the necessary updates and
training mandated by state and federal law.
Budget Impact
The City of Mendota Heights will pay $5,291 in 2017, $5,434 in 2018, and $5,577 in 2019. The 2017
expense is included in the 2017 Emergency Management Budget.
Attachments
• 2017 JPA Agreement
• JPA Work Plan
Recommendation
Staff recommends that the Mendota Heights City Council approve the extension of the Joint Powers
agreement Between Dakota County and the City of Mendota Heights for Emergency Management
Services.
page 41
JOINT POWERS AGREEMENT BETWEEN
DAKOTA COUNTY AND THE CITY OF MENDOTA HEIGHTS
FOR EMERGENCY MANAGEMENT SERVICES
This Agreement is made and entered into by and between the County of Dakota, by and
through the Dakota County Sheriff’s Office, (“County”) and the City of Mendota Heights, (“City”); and
WHEREAS, the County and City are governmental units as that term is defined in Minn. Stat.
§ 471.59; and
WHEREAS, Minn. Stat. § 471.59 authorizes local governmental units to jointly or cooperatively
exercise any power common to the contracting parties; and
WHEREAS, the City desires to retain and compensate a qualified party to provide Emergency
Management Services as more fully described herein; and
WHEREAS, the County desires and is qualified to provide Emergency Management Services
as more fully described herein; and
WHEREAS, the County understands and agrees that:
1. The County is not an agent, servant, or employee of the City and shall not make any such
representations nor hold itself out as such; and
2. The County shall have no authority to bind the City for the performance of any services or
to otherwise obligate the City, authority being specifically limited to the duties assigned
under this Agreement; and
3. The County employees performing under this Agreement shall not accrue any continuing
contract rights for the services performed pursuant to this Agreement, including but not
limited to those afforded by Minn. Stat. § 122A.40, and the County specifically waives any
and all rights thereto; and
WHEREAS, the Dakota County Board of Commissioners authorized the County to enter into
an agreement with the City for the provision of Emergency Management Services; and
WHEREAS, the City is willing to retain the County to provide Emergency Management
Services.
NOW, THEREFORE, in consideration of the mutual promises and benefits that the County
and City derive from this Agreement and other good and valuable consideration, the County and City
hereby enters into this Agreement for the purposes stated herein.
1. PURPOSE. The purpose of this Agreement is to set out the respective duties and
responsibilities of the County and the City for the provision of Emergency Management
Services.
2. SCOPE OF SERVICE: The County will provide services and training in accordance with the
annual MNWALK requirements for each respective calendar year throughout the term of this
Agreement. MNWALK requirements are determined by the Minnesota Homeland Security and
Emergency Management (HSEM) division of the Minnesota Department of Public Safety. The
Scope of Service is further described in Exhibit 1, which is incorporated in this Agreement.
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2
3. TERM. This Agreement is effective January 1, 2017 and shall remain in effect through
December 31, 2019, or until completion by the parties of their respective obligations under this
Agreement, whichever occurs first, unless earlier terminated by law or according to the
provisions of this Agreement. This Agreement may be terminated with or without cause, by
either party upon thirty (30) days written notice.
4. DISPUTE RESOLUTION. The County and the City agree to cooperate and use their reasonable
efforts to ensure prompt implementation of the various provisions of this Agreement and to, in
good faith, undertake resolution of any dispute in an equitable and timely manner.
5. COMPENSATON.
5.1 Total Compensation. The City agrees to pay the County for the Emergency Management
Services in an amount for each calendar year as follows:
- January 1, 2017 to December 31, 2017: $37/hr, not to exceed $5,291 ($37 x 143 hours);
- January 1, 2018 to December 31, 2018: $38/hr, not to exceed $5,434 ($38 x 143 hours);
- January 1, 2019 to December 31, 2019: $39/hr, not to exceed $5,577 ($39 x 143 hours).
During the Term of the Agreement, if the County or the City receives a grant or other
funding to offset the costs of providing Emergency Management Services covered by this
Agreement, the amount invoiced to the City will be adjusted downward accordingly.
5.2 Time of Payment. The County shall invoice the City on a quarterly basis for hours of
Emergency Management Services rendered during the previous quarter. Such invoicing
shall continue until one of the following occurs:
a. The completion of the Work Plan; or
b. Expiration of the Term of the Agreement; or
c. Early termination under the terms of the Agreement; or
d. The City completes payment in full.
The City shall pay such invoices within thirty (30) days after their receipt.
5.3 Payment Upon Early Termination. If the Agreement is terminated prior to completion of the
Work Plan, the City shall pay for satisfactory services performed by the County through the
effective date of termination.
6. LIABLE FOR OWN ACTS. Each party to this Agreement shall be liable for the acts of their own
agents, volunteers or employees and results thereof to the extent authorized by law and shall
not be responsible for the acts of the other party, its officers, agents, volunteers or employees.
It is understood and agreed that the provisions of the Minn. Stat. § 471.59, the Municipal Tort
Claims Act, Minn. Ch. 466 and other applicable laws govern liability arising from the parties’ acts
or omissions. Each party warrants that they are able to comply with the aforementioned
indemnity requirements through an insurance or self-insurance program and that each has
minimum coverage consistent with the liability limits contained in Minn. Stat. Ch. 466.
The provisions of Article 7 shall survive the expiration or termination of this Agreement.
7. INDEPENDENT CONTRACTOR. The County is and shall remain an independent contractor
with respect to any and all work performed under this Agreement. The County on behalf of its
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employees and agents shall at all times be free to exercise initiative, judgment and discretion as
to how to best perform or provide services identified herein.
The County acknowledges and agrees that the County on behalf of its employees and agents is
not entitled to receive any of the benefits received by City employees and is not eligible for
workers’ or unemployment compensation benefits under the City. The County also
acknowledges and agrees that no withholding or deduction for state or federal income taxes,
FICA, FUTA, or otherwise, will be made from the payments due the County and that it is the
County’s sole obligation to comply with the applicable provisions of all federal and state tax laws.
8. GENERAL.
8.1. Notices. The City or County may, by giving written notice to the other party, designate any
address or addresses to which notices or other communications to them shall be sent when
required by or related to this Agreement. Until otherwise provided by the respective parties, all
notices or communications shall be addressed as follows:
To the City:
Kelly McCarthy
Chief of Police
1101 Victoria Curve
Mendota Heights, MN 55118
Telephone: 651-452-1366
To the County:
Jim Iliff
Emergency Preparedness Coordinator
1580 Highway 55
Hastings, MN 55033
Telephone: 651-438-4703
8.2. Amendments. No amendments or variations of the terms and conditions of this Agreement
shall be valid unless in writing and signed by the parties.
8.3. Severability. All terms and covenants contained in this Agreement are severable. In the
event any provision of this Agreement shall be held invalid by any court of competent
jurisdiction, this Agreement shall be interpreted as if such invalid terms or covenants were
not contained in the Agreement and that such holding shall not invalidate or render
unenforceable any other provision.
8.4. Choice of Law. The laws of the state of Minnesota shall govern as to the interpretation,
validity, and effect of this Agreement. The captions and headings of the provisions under
this Agreement are for convenience only and shall not be considered or referred to
concerning questions of interpretation or construction.
8.5. Data Privacy. The parties agree that any information and data received from the other
party during the term of this Agreement shall be treated and maintained in accordance with
all applicable federal, state, and local laws, rules and regulations governing same,
including but not limited to the provisions of the Minnesota Government Data Practices Act,
Minnesota Statutes, Chapter 13 and the Minnesota rules implementing the Act now in
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force or hereafter adopted. The County and the City agree to provide to each other data
which is reasonably necessary to fulfill the purpose of this Agreement, provided such
sharing of data is done in accordance with the Minnesota Government Data Practices Act
and other state and federal law regulating the dissemination of data.
8.6. Waiver. If either party fails to enforce any provision of this Agreement, that failure does not
waive the provision or that party’s right to enforce it.
8.7. Non-Appropriation. Notwithstanding any provision of this Agreement to the contrary, this
Agreement may be terminated by either party in the event sufficient funds from the County,
City, State, Federal or other sources are not appropriated, obtained and continued at least
at the level relied on for the performance of this Agreement and the non-appropriation of
funds did not result from any act of bad faith on the part of the terminating party.
8.8. Entire Agreement. This Agreement is the entire agreement for the provision of the
Emergency Management Services between the City and the County and it supersedes all
prior written or oral agreements on this program. There are no covenants, promises,
undertakings, or understandings outside of this Agreement other than those as specifically
set forth. Any term, condition, prior course of dealing, course of performance, usage of
trade, understanding, or agreement purporting to modify, vary, supplement, or explain any
provision of this Agreement is null and void and of no effect unless in writing and signed by
representatives of both parties authorized to amend this Agreement.
IN WITNESS WHEREOF, this Agreement was entered into on the date(s) set forth below and
the undersigned, by execution hereof, represent that they are authorized to enter into this Agreement
on behalf of the respective parties and state that this Agreement has been read by them and that the
undersigned understand and fully agree to every provision, and hereby acknowledge receipt of a
copy.
Approved by Dakota County Board COUNTY OF DAKOTA
Resolution No. 16-635
By__________________________________
Joseph Leko, Chief Deputy
Dakota County Sheriff’s Office
1580 Highway 55
Hastings, MN 55033
Date of Signature: ___________________
Approved as to form:
/s/Amelia Jadoo 1/4/17
Assistant County Attorney/Date
County Attorney File No. KS-16-431-003
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CITY OF MENDOTA HEIGHTS
Date of signature:
We represent and warrant that we are authorized by law to execute this Agreement and
legally bind the City.
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EXHIBIT 1
WORK PLAN, PROJECT DETAILS and TIME ESTIMATES FOR EACH
PROSPECTIVE CALENDAR YEAR DURING THE TERM OF THE AGREEMENT
1. EOP Hours
o Individual City meetings with EM 8
o Update of City EOP with new MNWALK 20
o Meeting with EM to discuss gaps / update needs 6
o New Standard Operating Guidelines per MNWALK 41
o EOP final draft 20
o Meeting with each City to present updated EOP 8
Estimated Hours 103
2. Exercises
o EOC Tabletop Exercise and Development 16
o EOC Functional Exercise and Development 24
Estimated Hours 40
Total Projected Total Estimated Hours for 2017 Project Year 143 Hours
Unknowns and intangibles
Scheduling conflicts with City staff could delay processes.
Follow through by City staff with deliverables could delay processes.
Real Events/Disasters could delay processes.
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DATE: January 17, 2017
TO: Mayor and City Council
FROM: Mark McNeill, City Administrator
SUBJECT: Landscape Design Contract
COMMENT:
INTRODUCTION
The City Council is asked to approve a design contract with Hilscher Design for a Pollinator-
Friendly Demonstration Garden and other treatments to the newly constructed drainage areas on
the south and east sides of City Hall.
BACKGROUND
As part of the effort to eliminate long-term water problems in the lower level of City Hall, last
fall, the City Engineer designed an exterior drainage system which formed a basin on the south
side of the City Hall building. In October and November, two catch basins were installed and
tied to a drainage pipe which will take water away from the foundation wall, resulting in a
drainage swale on the east side of the building.
In keeping with the Council’s designation of Mendota Heights as a “Pollinator Friendly
Community”, Master Gardeners Cindy Johnson and Sue Light recommended the drainage basin
to be planted with pollinator friendly plantings. They have recommended Hilscher Design and
Ecology to do the design work for that.
Anticipating that this work would be done in the spring, soil samples were taken before the
ground froze. Those samples were tested, and the soil was found to be conducive to the types of
planting which are contemplated. The plan would be to install low maintenance, attractive
plantings that would be primarily native, but would contain some cultivated plants as well. The
plants would be attractive through the season, and would include some with winter interest.
At the suggestion of the Master Gardeners, Mendota Heights residents would be invited to come
to City Hall on a Saturday on the spring. This way, they could get a “hands on” opportunity to
learn how to do pollinator friendly plantings themselves while installing the plants at City Hall.
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That would save money for the City on the cost of installation. Work that isn’t able to be done
by volunteers may be backfilled by City employees.
BUDGET IMPACT
The proposal from Hilscher is $2800, which would cover the design work, which would include
a materials list of recommended plants. It also includes two hours of time for project
management, which would be to help coordinate the installation by volunteers. Time beyond
this scope would be billed on an hourly basis.
The planting and landscaping materials will need to be ordered soon, so plants may be grown in
time for the spring installation. For budgeting purposes, the estimated cost of the planting
materials will be in the $5500 range.
This cost, and the cost of the design work and remodeling of the lower level of the City Hall
building, were not provided in the 2017 City budget. Instead, the funding for this is
recommended to be taken from the balance of what had been the water tower fund. The current
balance of that is $750,000. That money was earmarked for “buying back” the water system
from the City of St. Paul, should that be desired over the next five years. However, in the
unlikely event that the buyback should be needed, it is probable that bonds instead be sold.
RECOMMENDATION
So that the design work can begin now in time for the planting work to be done in the spring, I
recommend that the Council accept the proposal of Hilscher for the design of the PF drainage
area, for the cost of $2800. It should further authorize staff to order planting and landscaping
materials from its wholesale suppliers, for an amount of up to $5500.
ACTION REQUIRED
If the Council concurs, it should, by motion, authorize approval of the proposal from Hilscher
Design and Ecology to design a Pollinator Friendly Demonstration Garden and other landscaping
treatments at City Hall for $2800, and further authorize City staff to order Pollinator-Friendly
planting materials in an amount of up to $5500.
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15729 Fairoaks Avenue North
Hugo, MN 55038
Web www.hilscherdesign.com
Mark McNeill January 11, 2017
City Administrator
1101 Victoria Curve
City of Mendota Heights, MN 55118
RE: Native Plant Garden, pollinator-friendly landscape for City Hall
Dear Mark,
It was a pleasure to meet with you and Master Gardener Cindy Johnson to discuss
designing the landscape for City Hall. Our goal is to create a Native Plant Garden with
landscaping that is sustainable, bird and pollinator-friendly for City residents and
visitors to enjoy and learn from. This demo garden will showcase ideas they can use in
their own landscapes as well as enhance City Hall.
1. Scope of Services
To place into writing what we discussed, we will be working together to design and
implement the planting master plan for the front landscape beds.
We’ll include easy-care plants trees, shrubs, flowers. grasses and ground covers, most
of which are native to our area.
We’ll be considering many factors in the plantings for City Hall.
- Aesthetics: Select flowers to bloom throughout the season, plants with good fall
color and winter interest, interesting textures and berries.
- Function: Plants will be long-lived and well-adapted to our climate, known for
their disease and pest resistance dense. Low ground covers are especially useful
along edges with the sidewalk and lawn. Plants will be used to infiltrate water from
downspouts. Short, drought-tolerant prairie plants with deep root systems are
especially useful for infiltration. Those with high value for wildlife such as birds and
pollinators will be of special importance.
The planting design will minimize maintenance required to prune, fertilize, water, etc.
On the east end, the existing landscape bed will be enlarged for attractive plants and to
allow water from rood downspouts to infiltrate. From discussions with Cindy, and
Ryan, your City Engineer, and from reviewing photos, I believe the east side slope
should probably have 1-2” of topsoil spread and lightly worked in, then seeded with a
blend of no-mow fescue grasses, showcasing this simple, sustainable solution.
I recommend mulching under the large cottonwood and spruce trees with shredded
cedar where it is too shady for grass.
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2. The Design Process
We begin the process by completing the site analysis. Create a base sheet from the
Landscape Improvements plan, dated 9/15/16. Base sheet will likely be drawn at ¼”
scale to best show the layout of perennials. Measure existing elements. Take additional
photos as well as shoot grades on the east end as needed. (Before the ground froze this
fall, two soil samples were taken, prepared and sent in to the Soil Lab at the U of MN).
Draw a mylar base sheet.
Design the new landscape and make a plant list, discussing/emailing with Cindy
Johnson and Sue Light, Master Gardeners, and as needed. Draw a design concept
planting plan sketch. Pull together preliminary costing from quality, local nurseries
including those specialized in growing native plants with local genotypes. Provide
costing for edging and mulch, to be purchased wholesale by the City.
Review the plan, photos of plants, construction materials and costing with Cindy and
Sue, possibly along with interested City staff and residents.
Upon your approval, finalize the planting master plan. Draw onto the mylar base
sheet. Finalize the plant list. Work with nurseries for costing and availability, then place
the orders. Make blue prints for your own use and as necessary for planting by the
master gardeners/citizens. Scan the master plan at Fed Ex and email to you and Cindy.
Work for up to 2 hours with the Master Gardeners and City staff on layout and
implementation (project management).
3. Completion of Services
We’ll complete the site measuring after receiving the project go-ahead, working on the
design, costing and ordering over the winter so you can begin construction and
planting in spring.
4. Fees
As agreed, consulting fees shall be charged at $117.00 per hour. Time spent driving is
charged at half that hourly rate. If we continue our work beyond the 2017 calendar
year, fees may be raised a moderately, no more than $5.00 per hour. If we continue to
work together on other phases or projects, the fees and the terms of payment still apply.
I estimate cost for the master plan planting design, plant list, ordering from nurseries, 5
blue prints, project management and travel time (4 site visits) to be $2,800.
If additional blue prints are needed from Hilscher Design, the cost is $7 per sheet.
5. Payment
To begin the process, the design retainer fee of $300, and the signed contract is required.
The design retainer is applied when we finalize the master plan design.
Billings for consulting services may be made during the design process. Payment will
be submitted promptly, no longer than 15 days after the statement date.
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If you would like me to do any additional consulting with you on design, to implement
your landscaping, (project management) or work through me to order construction
materials or other elements, the hourly rate and terms for payment still apply.
Mark, I am really looking forward to designing the Native Plant Garden landscaping at
City Hall. I hope you find this contract to your satisfaction and we have a thoroughly
enjoyable time working together.
If you are in agreement with the proposal, please sign and return one copy.
Sincerely,
Diane Peck Hilscher Mark McNeill, City Administrator
Hilscher Design
and Ecology, Inc.
Date
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Request for City Council Action
MEETING DATE: January 17, 2017 TO: Mayor and City Council, City Administrator FROM: Dave Dreelan, Assistant Fire Chief SUBJECT: December 2016 Fire Synopsis
COMMENT:
Fire Calls
The department responded to 35 calls for the month for a total of 272 fire calls for 2016. The
majority of calls were classified as false alarms or as good intent calls. Fourteen of the calls
were residential in nature, of the other calls, eight were commercial responses, three were utility
checks, five were EMS calls, two were for fuel spills, one as a mutual aid call and there was one
car fire. We also had one structure fire that occurred on December 1st resulting in $150,000 in
property loss.
Monthly Department Training
The monthly department training was our annual hazardous materials. The Firefighters reviewed
the procedures for responding to hazardous material spills. Some of the items the drill focused
on were hazard identification, air monitoring, establishing evacuation zones, chemical properties,
and procedures for requesting help from outside agencies.
Monthly Squad Training
The monthly squad training was an annual training called Captain Choice. This training allows
the squad Captains a chance to address any training needs that they feel their squad needs
additional work on or to address training requests they may receive by members of their squad.
Some captains also use this training as an opportunity to review key trainings that we have done
throughout the year.
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MENDOTA HEIGHTS FIRE DEPARTMENT
DECEMBER 2016 MONTHLY REPORT
FIRE CALLS NO. 16238 -16272 NUMBER OF CALLS:35
FIRE ALARMS DISPATCHED:NUMBER STRUCTURE CONTENTS MISC.TOTALS TO DATE
ACTUAL FIRES
Structure - MH Commercial $0
Structure - MH Residential 1 $120,000 $30,000 $160,000
Structure - Contract Areas $0
Vehicle - MH 1 $45,250 $48,750
Vehicle - Contract Areas $0
Grass/Brush/No Value MH
Grass/Brush/No Value Contract TOTAL MONTHLY FIRE LOSSES
MEDICAL
Assist 3 $120,000 $30,000 $0
Extrication
HAZARDOUS SITUATION FIRE LOSS TOTALS MENDOTA HEIGHTS
Spills/Leaks 1
Arcing/Shorting ALL FIRES, ALL AREAS (MON $150,000 $208,750
Chemical
Power Line Down MEND. HTS. ONLY STRUCT/CONTENTS $158,000
FALSE ALARM
Residential Malfunction 2 MEND. HTS. ONLY MISCELLANEOUS $5,000
Commercial Malfunction 5
Unintentional - Commercial 1 MEND. HTS. TOTAL LOSS TO DATE $163,000
Unintentional - Residential 2
Criminal BILLING FOR SERVICES
GOOD INTENT
Smoke Scare 5 AGENCY THIS MONTH TO DATE
Steam Mistaken for Smoke
Other 13 MN/DOT $0
MUTUAL AID 1 MILW. RR $0
CNR RR $0
TOTAL CALLS 35 OTHERS:
$0
LOCATION OF FIRE ALARMS:TO DATE LAST YEAR
TOTALS:$0 $0
MENDOTA HEIGHTS 30 210 219
MENDOTA 1 4 5 FIRE MARSHAL'S TIME FOR MONTH
SUNFISH LAKE 1 24 15
LILYDALE 2 18 18 INSPECTIONS 28.5
OTHER 1 16 12
INVESTIGATIONS
TOTAL 35 272 269
RE-INSPECTION
WORK PERFORME HOURS TO DATE LAST YEAR
MEETINGS 6
FIRE CALLS 559 4140.5 4240
MEETINGS 44 409 349.5 ADMINISTRATION 19
DRILLS 143 1929 1785
WEEKLY CLEAN-UP 33 436.5 427.5 SPECIAL PROJECTS 11
SPECIAL ACTIVITY 120.25 2543.5 2822
ADMINISTATIVE 0 0 0 TOTAL 64.5
FIRE MARSHAL 64.5 535 594.5
TOTALS 963.75 9993.5 10218.5 REMARKS:SEE OTHER SIDE FOR SYNOPSIS
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Request for City Council Action
DATE: January 17, 2017
TO: Mayor and City Council, City Administrator
FROM: Ryan Ruzek, P.E., Public Works Director
SUBJECT: Joint Powers Agreement for Pilot Knob Road Improvements with Dakota County
& Ordinance No. 507 establishing “No Parking” zones
COMMENT:
Introduction
The Council is asked to approve a Joint Powers Agreement with Dakota County & approve
Ordinance No. 507 establishing “No Parking” zones.
Background
Dakota County is proposing to widen Mendota Heights Road from 1,000 feet west of County
State Aid Highway (CSAH) 31 (Pilot Knob Road) to 800 feet east of CSAH 31 to create left turn
lanes at CSAH 31, signal revision at CSAH 31 and Mendota Heights Road, and the conversion
of the CSAH 31 and Northland Drive intersection to a ¾ intersection.
The project also requires the establishment of “No Parking” zones.
Discussion
The attached Joint Powers Agreement (JPA) establishes responsibility for the project and per
County policy, establishes the cost share for the project. Project costs are divided with Dakota
County paying 55% of the costs and the City of Mendota Heights paying 45%.
The partial closure of the Northland Drive & CSAH 31 intersection will be an item of interest.
The partial closure is proposed to make the intersection safer as there is a high crash frequency
currently.
The “No Parking” zone on Mendota Heights Road is currently codified to be from Northland
Drive to CSAH 31. The project will require that the current zone be expanded to the east,
Enterprise Drive is the proposed termini for this extension. Northland Drive is proposed to have
an established “No Parking” zone within 250 feet of CSAH 31. The east side of Northland Drive
is currently posted as “No Parking” but it is not identified in the city code.
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On January 12th, Dakota County held an informational meeting on this project for affected
businesses at Mendota Heights City Hall. Any input from that meeting will be relayed to the
City Council at its January 17th meeting.
Budget Impact
Under this JPA the City would be responsible for 45% of the total project cost (construction,
design & administration). Based on the estimates from Dakota County, the City of Mendota
Heights would pay $78,000 ($35,100 for construction and $42,900 for engineering) of the total
project cost of $875,333. In addition, Dakota County has secured Federal funding in the amount
of $702,000.
This project is proposed to be funded with Municipal State Aid (MSA) funds. There are
sufficient funds available to cover this expense.
Recommendation/Action Required
Staff recommends Council approve the attached Joint Powers Agreement for Street Widening,
Signal Revision, Right-of-Way Acquisition and Intersection Construction. This action requires a
simple majority vote.
Staff also recommends that the Council approve Ordinance No. 507 establishing “No Parking”
zones on Mendota Heights Road and Northland Drive. This action requires a simple majority
vote.
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City of Mendota Heights
Dakota County, Minnesota
ORDINANCE NO. 507
AN ORDINANCE AMENDING TITLE 6, CHAPTER 3, SECTION 3 OF THE CITY CODE
The City Council of the City of Mendota Heights, Minnesota ordains as follows:
The following streets are hereby added or amended to Title 6, Chapter 3, Section 3, Paragraph C of the
City Code:
Parking prohibited on Certain Streets: No person shall park or leave standing any motor vehicle on the
following streets or portions thereof in the City:
Street Side Location
Northland Drive Either From 250 feet east and west of Pilot Knob Road
Revised parking:
Street Side Location
Mendota Heights Road Either From Pilot Knob Road to Northland Drive
Shall be amended to:
Street Side Location
Mendota Heights Road Either From Enterprise Drive to Northland Drive
Adopted and ordained into an Ordinance this 17th day of January, 2017.
CITY COUNCIL
CITY OF MENDOTA HEIGHTS
___________________________
Neil Garlock, Mayor
ATTEST:
______________________________
Lorri Smith
City Clerk
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DATE: January 17, 2017
TO: Mayor and City Council
FROM: Mark McNeill, City Administrator
SUBJECT: Appointment of Fire Chief
COMMENT:
INTRODUCTION
The Council is asked to appoint David Dreelan as Fire Chief for the City of Mendota Heights,
effective March 1, 2017
BACKGROUND
At the December 20th City Council meeting, John Maczko announced his retirement after 31
years as Chief of the MHFD. His resignation will become effective on February 28, 2017.
In order to find his successor, the Council directed that the vacancy be posted, and that a
Selection Panel be appointed to interview prospective candidates.
Two current officers on the MHFD stepped forward. On January 12th, the two were interviewed.
After considering the two highly qualified individuals, the Panel recommends to the City Council
that it appoint David Dreelan as the next Fire Chief for the MHFD.
Mr. Dreelan has been a member of the MHFD for more than 26 years, and has served in all
officer capacities of the Department (except Chief) during that time. He is also the full-time
Deputy Chief for the City of Plymouth’s Fire Department.
Assistant Chief Position: If Mr. Dreelan is appointed as Fire Chief, a vacancy will be created in
the Assistant Chief’s position. In order to get both positions filled before the end of February, it
is recommended that the notice of the Assistant Chief vacancy be posted at the MHFD, and that a
Selection Panel again be appointed to consider candidates.
The current job description for the Assistant Chief position is attached.
In order to start the process moving, the notice of vacancy should be posted on January 18th, and
be available until February 3rd. The interviews would be held so that the City Council could
make that appointment on February 21st.
The Fire Department’s process calls for essentially the same make-up on the Panel for the
Assistant Chief’s position—two members of the MHFD; two members of the City Council, the
Police Chief, and City Administrator. The only difference is that the Fire Chief from another
city would be replaced by the Mendota Heights Fire Chief.
The firefighters will again choose two of their members to serve on the new panel. The City
Council should likewise appoint two of its members.
RECOMMENDATION
I recommend that the City Council appoint David Dreelan as Fire Chief effective March 1, 2017;
that the notice of the availability of the Assistant Chief position be posted at the MHFD until the
close of business on February 3rd; and that it appoint the Selection Panel, to include two of its
members.
ACTION REQUIRED
If the Council concurs, it should, by motion, take the following actions:
1. Appoint David Dreelan as Mendota Heights Fire Chief effective March 1, 2017;
2. Direct that the notice of the availability of the Assistant Chief position be posted at the
MHFD until the close of business on February 3rd; and
3. Appoint two of its members to serve on the Selection Panel for the Assistant Chief
position, with other members to be made up of two members as determined by the
MHFD; the Fire Chief, Police Chief, and the City Administrator.
Assistant Fire Chief
Position Summary –
In the absence of the Fire Chief, the Assistant Fire Chief shall perform all functions and exercise
all authority of the Chief. The Assistant Chief will also provide general staff support to the Fire
Chief carrying out specific duties as requested. The Assistant Chief will also be given primary
responsibility for specific duties.
Essential Duties and Responsibilities –
The Assistant Fire Chief shall be considered second in command and shall be responsible
for the following:
Administration-
1. Be under direct supervision of the Chief of the department.
2. Assist the Chief in administration of the entire department.
3. Second in command of the Fire Department, acts as Fire Chief assuming all
responsibilities and exercises all authority given to the Chief in times of his/her
absence.
4. Supervises and coordinates activities of Line Officers and Firefighters.
Emergency Incident Response-
1. Respond to fires and other emergencies as paged. Typically as Incident Command
in the absence of the Fire Chief.
2. Directs Fire Department crews in providing emergency services.
3. Provides accurate size-up of emergency situations and develops and implements
plans to effectively deal with each scenario.
Maintenance of Apparatus, Equipment and Buildings –
1. Coordinates and manages preventative maintenance programs and testing
procedures for apparatus and equipment.
2. Coordinates major repair work for apparatus and equipment.
3. Supervises any maintenance personnel as needed.
General –
1. Enforce all rules, regulations and orders of the department.
2. Remain in the position until he/she retires, resigns or is removed by the City
Council.
3. Provides input into budget activities or proposals.
4. Provides input into personnel actions.
5. Provides detailed records and/or reports as needed.
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Required Knowledge, Skills and Abilities –
1. Thorough knowledge of firefighting methods and procedures.
2. Knowledge of fire prevention methods and procedures.
3. Knowledge of firefighting equipment.
4. Leadership capabilities and potential ability to define and communicate to others
the proper role of the fire department as it relates to the needs of the community
and the rest of the city.
5. Administrative ability – budgeting, record keeping and development of
procedures.
6. Completed a significant amount of study in extracurricular coursework
pertaining to training and firefighting procedures. Such areas of study shall
include:
a. Instructor/officer training
b. Fire ground command
c. Tactics
d. Management
e. Hazardous materials
f. Leadership training
Minimum Qualifications –
1. Six (6) years minimum firefighting experience.
2. Successfully meet all minimum requirements of Fire Captain
3. Shall pass a department physical.
4. If the individual fails to meet any of the position requirements or responsibilities
at any time he/she shall notify the Fire Chief as soon as possible but in no case
more than 72 hours.
Physical Requirements –
The Assistant Fire Chief must be able to meet all physical requirements as listed under the
“Firefighter” job description.
Work Environment –
The Assistant Fire Chief must be able perform in the same work environment as listed under the
“Firefighter” job description.
Position Relationships –
The Assistant Fire Chief reports directly to the Chief.
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DATE: January 17, 2017
TO: Mayor and City Council
FROM: Mark McNeill, City Administrator
SUBJECT: Shared Recycling Coordinator Position
COMMENT:
INTRODUCTION
The City Council is asked to approve an agreement which would allow the City to utilize a
shared part time recycling coordinator positions with the Cities of West St. Paul and South St.
Paul
BACKGROUND
Last year, staff from Mendota Heights attended meetings with the Cities of West St. Paul, South
St. Paul, and Inver Grove Heights, to discuss to concept of a shared recycling coordinator
position. The need for recycling help is more significant this year, as Dakota County cities will
have to have a plan for recycling a minimum of three materials. A letter dated December 6, 2016
(attached) outlines our City’s responsibilities for recycling.
None of those four cities alone can justify a position dedicated solely to that, but each could use
a few hours each week. In the end, the cities of West St. Paul and South St. Paul chose to go
ahead. A position was advertised, and has been offered to an individual who will work for those
cities for ten hours per week, each. The position will be an employee of the City of West St.
Paul.
There is still an opportunity for the City of Mendota Heights to participate, at four hours per
week.
The City’s recycling efforts were previously the responsibility of the City Planner, but those
responsibilities were assigned to the Public Works Director when staff and responsibilities were
reorganized in 2016. Having a position staffed by a person who is knowledgeable about
recycling requirements and techniques would be a benefit to the City.
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If the City participates, the shared position would be available in City Hall on a set day of the
week.
BUDGET IMPACT
The position was hired at $17-18 per hour. Mendota Heights would have that expense
(approximately $3640), plus a proportionate share of benefits—approximately $500. The 2017
Mendota Heights budget did include funding for recycling in the amount of $15,000, which
anticipated a possible shared position of 5 hours per week, plus benefits.
It would be difficult for the City to hire a qualified individual for such a small number of hours
per week on its own.
RECOMMENDATION
I recommend that the City Council authorize participation in a shared recycling position with the
Cities of West St. Paul and South St. Paul, for four hours per week.
If approved, a Joint Powers Agreement memorializing the details will be presented at a future
meeting for consideration.
ACTION REQUIRED
If the Council concurs, it should, by motion, approve participation with the Cities of West St.
Paul and South St. Paul, for a shared recycling position, to serve the City of Mendota Heights for
four hours per week.
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