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2018-01-02 Council Work Session PacketCITY OF MENDOTA HEIGHTS CITY COUNCIL AGENDA January 2, 2018 5:30 pm Mendota Heights City Hall 1. Call to Order 2. Roll Call 3. Convene in Closed Session a. Closed Session: Pursuant to Minnesota Statute §13D.03; for Attorney Client Privilege for Discussion of Labor Negotiations Strategy – MNPEA and IUOE 4. Open Session a. Salary Discussion Non Contract Fire Department b. Village Lots Discussion c. 2018 Fireworks d. 2018 Fee Schedule & Sanitary Sewer Rates 5. Adjourn DATE: January 2, 2018 TO: Mayor and City Council, City Administrator FROM: Cheryl Jacobson, Assistant City Administrator SUBJECT: Job Classification and Compensation In order to comply with pay equity laws, the City must have a system for job evaluation and maintain a classification and compensation plan. The City’s system for job evaluation had become obsolete and a new up-to-date system was needed in order to comply with Minnesota Pay Equity laws and for compensation administration. Staff worked with the professional consulting firm of Springsted, Inc. to complete a compensation study to evaluate the City’s non-union positions, develop a sustainable system for job evaluation, review internal equity and market competitiveness and develop a new compensation plan, depending on the study outcomes. At Tuesday’s work session, staff will review the study results as well as recommendations for implementation and ongoing administration. The following is a summary of key findings: Position—Job Descriptions • All non-union job descriptions were reviewed and revised based on employee feedback and reporting of current duties. Job descriptions were updated and evaluated using the Springsted’s Systematic Analysis and Factor Evaluation (SAFE) system. The system evaluates positions based on necessary skill levels and work related factors needed to perform the work. Each position was assigned a point value. Position points were used to establish position grades. • Springsted reviewed the Fair Labor Standards Act exemption status of all non-union positions. They are recommending that one position—the Recreation Program Coordinator be classified as non-exempt. This will be a change from the previous status and the position will now be eligible for over-time. page 2 Compensation Review with Market • The process of developing a new pay plan draws from the market data obtained in the compensation survey. Current pay rates were reviewed relative to peers in the market. Springsted used the League of MN Cities annual salary survey and market data from comparable cities was compiled. The data showed that Comparison charts will be provided at the work session. Proposed Compensation Plan—Pay Scale • This City’s current pay scale is a 5-step scale and includes 44 grades. Springsted is recommending a 7-step pay scale with 22 grades. The proposed pay scale includes a 6% spread between grades and a 3.5% spread between steps. A detailed review will be provided at the work session. Pay Equity Minnesota law requires all public jurisdictions to eliminate gender based wage inequities in compensation and submit pay equity reports every three years. The City’s next report is due at the end of January. Springsted has run a test report and the City is compliant with pay equity requirements based on the test run results. page 3 To: Mayor and City Council From: Mark McNeill, City Administrator Subject: Village Lots Date: January 2, 2018 COMMENT: INTRODUCTION: At the January 2 Council workshop, I would like the Council to discuss what, if any, next steps should be taken regarding development of the three City-owned lots at the Village. BACKGROUND: I have recently been asked by a couple of members of the City Council as what is likely to be the disposition of the three lots at the Village which are owned by the City. The preliminary information from the KLJ traffic study has indicated that development of these lots as multi-family would not, at least by itself, cause a failing Level of Service to adjacent intersections on Dodd Road. The future of the Trammell Crow discussion had been put on hold pending that study. Therefore, this might be an appropriate time to begin that discussion again. In addition, since the previous discussions regarding these parcels, the City Attorney has been in contact with the representatives of RMF Group. He has confirmed that there are no residual financial or development obligations relating to those lots that might have been due to RMF. DEVELOPMENT QUESTIONS: Staff continues to receive inquiries from potential developers about the availability of the lots. I understand that at least some of the Council have as well. The majority of those inquiries have been for townhouses, but at least one other apartment developer (in addition to Trammel Crow) has indicated an interest. Trammell Crow remains interested as well. The Council is not asked to make any decisions at this time, but a discussion to narrow the scope of acceptability on the following would be appreciated. Question to consider include: page 4 1. What will be acceptable land use maximums (or minimums) relating to density, heights, setbacks, etc.? Will a continuation of the PUD concept be acceptable, or will it need to be rezoned? 2. Are the parcels assumed to be only for residential, or will a mixed used proposal be considered? If residential, is there a difference between rental vs. condominium? 3. Will the Council consider a development which would include the closure of Maple Street? If Maple Street is to be closed, will the City participate in the cost to relocate the utilities in that Right of Way? Will Council allow for an extension of Hilltop Road to Linden to replace Maple Street? 4. How important is the sales price? Would the Council consider a below market price for the “right” development? If so, what is the right development? 5. At what point is input to be solicited from neighbors? 6. Is now the right time to develop? If so, how will the availability of the parcel be advertised? The Council may wish to wait until the final report on the Dodd Road portion of the traffic study is received from KLJ before making any decisions. However, an informal discussion for guidance at this time would be helpful in responding to development inquiries. Mark McNeill City Administrator page 5 To: Mayor and City Council From: Mark McNeill, City Administrator Subject: Fireworks Discussion Date: January 2, 2018 COMMENT: INTRODUCTION: The Council is asked to discuss whether there is any renewed interest for City involvement in sponsoring fireworks for 2018. BACKGROUND: After many years of a joint fireworks display funded by Mendakota Country Club and the City, the 2017 display appeared to be the final July 4th to be celebrated locally in this manner. Mendakota had indicated that it was not willing to contribute financially in the future, and the Council decided to not budget for fireworks in FY 2018. A brief announcement mentioned of the end of the Mendota heights fireworks was made in the most recent Heights Highlights. As a result, several residents contacted elected officials and City staff, protesting the end of this tradition. That prompted staff to do additional research on the topic. DISCUSSION: In further discussions with Mendakota, I was informed that while it did not want to be responsible for the overall operation, if the fireworks were to continue, it would willing to provide the space to shoot the fireworks off, and would do cleanup the following day. I got information from Mendakota about the current provider, and subsequently spoke with him. It appears that the current provider is still interested in doing a July 4th display, but he wants to lock the contract in soon if he is going to continue in Mendota Heights. I also did a survey of other cities in Minnesota as to who is responsible for fireworks in their communities, and received nearly 30 responses. From that survey, about one-fourth fund the fireworks totally through the city. The more common practice, however, is having a local civic organization solicit funds and operate the display. About one half of those arrangements receive page 6 at least some funding from the City directly for the fireworks, and almost all cities provide in- kind services in terms of traffic control and the like. A couple of cities used a different way to save money—one or two of their firefighters became certified fireworks display technicians, meaning the City could purchase the fireworks and insurance directly. However, those cities (smaller ones in greater Minnesota) didn’t indicate how much they saved through this. One of the other questions in the survey was whether anyone had had success with “crowdsourcing” the fireworks funding. By that, I meant as to whether anyone had solicited private donations from the public through websites such as “Gofundme”. The responses showed that only a few cities had tried that—either directly through the city, or through the civic organizations—and none of those appeared to have been successful. The more common thing to do appears to be to approach local businesses, and seek funding from them, which are then recognized as sponsorships. Some cities or civic groups have been very successful in this sort of venture, while others indicated that it raised only about 10% of the need. It is my understanding that donors have been recognized at Mendakota at some time in the past, but, given the non-public nature of the fireworks site at that location, many members of the public would not see those sponsorship banners. 2018 FIREWORKS PROCESS It is likely that if the fireworks display is going to continue in Mendota Heights in 2018, some or all of the funding would have to come through the City, unless a sponsorship campaign is undertaken very soon, and is very successful. In addition, if the City is going to be responsible for the fireworks display, competitive proposals would need to be sought. City Clerk Lorri Smith indicates that she had had experience with that in a previous job—each January, her City solicited proposals from three known providers. The providers were told the City’s fireworks budget, and were asked to respond with how many fireworks shells of different sizes they could provide. An award to the successful bidder would be made in March, which appeared to be soon enough to for July 4th commitments. BUDGET IMPACT: The amount of the other cities’ funding varied. A 30 minute display in one of our neighboring cities costs $27,000. Another Dakota County city budgets $25,000. The most recent display in Mendota Heights for 15-20 minutes was in the $15,000 to $16,000 range. That amount was mentioned by a couple of other metro-area cities. In greater Minnesota, the amounts appear to vary. There may not be the same level of “competition” between cities; in the metro area, displays in other communities are usually within easy driving distance. No money for fireworks is budgeted in the FY 2018 City budget. page 7 RECOMMENDTION: If the Council wants to provide fireworks for 2018, it should direct staff as to steps to be taken. At minimum, the Council should decide whether it will commit money—and how much-- from reserves for 2018, while at the same time directing staff to solicit proposals for the fireworks. Asking for prices would not commit the fireworks to proceed, and while that is being done the City could seek sponsorships from local businesses to judge the local levels of support. If the display is to proceed, the City should be prepared to fill in for any shortfall from the authorized amount that is not able to be raised in the very near future. We would aim to know that by March. ACTION REQUIRED: Discuss and give direction to staff. Mark McNeill City Administrator page 8 Request for City Council Action MEETING DATE: January 2, 2018 TO: Mayor and City Council, City Administrator FROM: Lorri Smith, City Clerk SUBJECT: Resolution 2018-04 Approving Revised Fee Schedule COMMENT: BACKGROUND Staff is proposing the following amendments be made to the current fee schedule: Administration We are proposing to delete some of the line items since they are no needed. Many of these items are emailed out to residents when requested to do so. Also, assessment splits are handled by Dakota County. Liquor License Penalties: For liquor license violations, we recommend reducing the penalties to the average of what other large cities in Dakota County have in place. Below are the survey results of other large cities in Dakota County: Liquor License Violation Penalties rolling time 1st offense 2nd offense 3rd offense 4th offense period Rosemount 500 1000 2000 --- 3 yr Northfield 250 500 + 3 days 2000 + 18 days revoke 3 yr Lakeville 750 1000 + 3 1500 + 6 revoke 2 yr Farmington 250 + 3 day 500 + 7 1000 + 21 revoke 2 yr SSP 500 + 1 day 750 + 5-10 revoke Eagan 500 1000 1500 + 7 2000 + 30 2 yr IGH 750 1000 + 1 2000 + 3 2000 + 3 5 AVG 500 750 + 3 1500 + 10 revoke 3 yr Rental Licenses: Several years ago, residential rental licenses were added in an attempt to monitor long term rentals of single family dwellings. The fee has been $75 annually. However, the city provided no inspection of the properties to assure compliance with codes, and compliance was difficult to monitor—applications were in effect voluntary. In 2017, about $2100 was collected; $2500 is budgeted in the FY 2018, so eliminating this provision will not pose a major drain on projected revenues. page 9 Non-Compliant Sump Pumps: A $75 per quarter fee was added to the administration fee schedule for sump pump connections which are found to be not in compliance with City Code. Building Permits Staff recommends deleting the storm sewer utility charges, since these are approved in a separate resolution. The Water Permit fee is also proposed to be deleted since the water system was sold to St. Paul Regional Water Service and this fee is no longer collected by the City. Engineering The Grading Permit fee is proposed to be increased and an escrow amount of $500 is proposed to be collected. A new fee for Public Right of Way Excavation Permits is proposed to be added at a flat rate of $200. The Public Right of Way Utility Permit fee also adds a winter surcharge fee to it of $75. Staff is also proposing to increase the fee for a CD of Data or Maps from $5 to $10. Parks and Recreation For a number of the fees, a $25 application fee is proposed to be added. The Field Preparation fee has been separated into weekend and weekday costs. As recommended by the Parks/Recreation Commission, the Par 3 Golf fees would be increased by $1.00 in each category. Staff is proposing to delete the damage deposit collected for use of the Picnic Area Shelter, since there has been need to collect it. Planning For the Critical Area Permit and the Wetlands Permit, it is proposed to add a security deposit of $500 for each. An Administrative fee for Critical Area Permits and Wetlands Permits has also been added to the schedule. Sanitary and Storm Sewer Please see the separate information from the Public Works Director on these topics. RECOMMENDATION Staff recommends that the City Council discuss and give direction on the above changes. Those changes would then be brought back for consideration at the January 16th City Council meeting. . page 10 2018 City of Mendota Heights Fee Schedule Adopted by City Council on January , 2018 Resolution 2018-__ page 11 2018 2017 ADMINISTRATION FEE SCHEDULE Agenda Mailing Annual subscription $25/year $25/year Assessment Search $15/search $15/search Assessment Split $25 plus staff time $25 plus staff time Certification of Delinquent Sewer Accounts $50/per certification $50/per certification City Hall Meeting Room $100 damage deposit $100 damage deposit City Ordinance Book $75/book $75/book Comprehensive Plan $50/Complete; $30/One Volume $50/Complete; $30/One Volume Critical Area Ordinance $4/each $4/each Election Filing Fee Per MN Statutes 205.13 (3)$5 $5 Friday News Mailing Annual subscription $75/year $75/year Legal Description Written $5/each $5/each Mailing Costs Actual or $1/minimum Actual or $1/minimum Minutes Resident or non-resident $ .25/page plus postage $ .25/page plus postage Minutes Mailing Annual subscription $50/year $50/year Non-compliant Sump Pump Connection $75 per quarter Notary Public Residents, businesses, license applicants only No charge No charge Returned Checks $30 /check $30 /check Subdivision Ordinance $7.50/each $7.50/each TIF / Abatement Application Fee $1,200 $1,200 Wetlands Ordinance $2/each $2/each Zoning Ordinance $20/each $20/each Photo Copies 1 to 100 pages $ .25/single sided page $ .25/single sided page Photo Copies over 100 pages $ .25/ single sided page plus staff time $ .25/ single sided page plus staff time Request for Public Data MN Statutes, Chapter 13 $.00 to review info at city hall; $.25 per single sided copy; staff time charged when over 100 copies $.00 to review info at city hall; $.25 per single sided copy; staff time charged when over 100 copies DVD or CD with Photos/Audio/Video $10 $10 DATA REQUESTS: Data released by the City adheres to MN Data Practices Act, MN Statutes Chap 13 page 12 2018 2017 ADMINISTRATION FEE SCHEDULE Intoxicating Liquor Licenses (fees set in City Code 3-1-9) Intoxicating Liquor Off Sale limited by State Statutes 340A.408 Subd. 3. a.(3) $150.00 $150.00 Intoxicating Liquor On-Sale Tier 1 Tier 1 license $10,000 $10,000 Intoxicating Liquor On-Sale Tier 2 Tier 2 license $7,500 $7,500 Intoxicating Liquor On-Sale Hotel Limited Service Hotel $3,000 $3,000 Club Liquor On-Sale limited by SS 340A.408 Subd. 2.b.$350 (for 201-500 club members) $300 (under 200 members) $350 (for 201-500 club members) $300 (under 200 members) Sunday Liquor limited by SS 340A.504 $200 $200 Wine On-Sale limited by SS 340A.408 Subd. 2.c.$2,000 $2,000 Wine On-Sale Institutional limited by SS 340A.408 Subd. 2.c.$250 $250 Malt Liquor Licenses (fees set in City Code 3-1-9) Malt Liquor Off Sale (3.2%)$50 $50 Malt Liquor On Sale (3.2%)$250 $250 Temporary On Sale Special Event Licenses (fee set in City Code 3-1-9) Temporary On Sale Intoxicating Liquor, Malt Liquor, Wine Issued only to clubs, non-profits, religious organizations $50 / one to three day license $50 / one to three day license Application Investigation Fees Intoxicating Liquor, Wine, 3.2 Malt Liq Application Investigation Renewal or Change $100/per establishment $100/per establishment Intoxicating Liquor, Wine, 3.2 Malt Liq Application Investigation New Applicant $1,500/per licensee, $1,000 refunded if no out of state investigation needed (for out of state investigation, actual cost charged, up to $10,000) (SS340A.412 (subd. 2)) $1,500/per licensee, $1,000 refunded if no out of state investigation needed (for out of state investigation, actual cost charged, up to $10,000) (SS340A.412 (subd. 2)) Liquor License Violation First Violation within a 3 year rolling time period $ 500 fine $1,000 fine + 3 day suspension of license Second Violation within a 3 year rolling time period $ 750 fine + 3 day suspension of license $1,500 fine + 6 day suspension of license Third Violation within a 3 year rolling time period $1,500 fine + 10 day suspension of license $2,000 fine + 9 day suspension of license Fourth Violation within a 3 year rolling time period Revocation: minimum of 1 year from revocation date Revocation: minimum of 1 year from revocation date page 13 2018 2017 ADMINISTRATION FEE SCHEDULE License and Permit Fees Dog License Not neutered or Not spayed $15 $15 Dog License Neutered or Spayed $10 $10 Domestic Chickens New License or Renewal $25 $25 Massage Therapist License New licensee or renewal $50 $50 Massage Therapist License Investigation New licensee or renewal $50 $50 Massage Therapy Enterprise License New licensee or renewal $100 $100 Massage Therapy Enterprise License Investigation New licensee or renewal $100 $100 Rental License Fee $75/annual $75/annual Rubbish Hauler License City Code 4-2-3. Fee not prorated $75/annual plus $10 per truck tag $75/annual plus $10 per truck tag Tobacco License City Code 3-2-4. Fee not prorated. $200/ annual $200/ annual Tobacco Investigation Fee New or Renewal $100 per establishment $100 per establishment page 14 2018 2017 BUILDING PERMIT FEE SCHEDULE Building Alterations Residential/Commercial Per Attachment A Per Attachment A Building Moving Permit $75 $75 Building Permit Fee Residential/Commercial Per Attachment A Per Attachment A Contractor License Annual $50/year $50/year Demolition Permit Per Attachment A Per Attachment A Mechanical Alteration or Replacement (including gas piping and gas fire place installation) Residential or Commercial 1% of value/$ 75 minimum 1% of value/$ 75 minimum Plan Review Fee Residential or Commercial Per Attachment A Exceptions ($50 fee): Decks, Basement Finishes, Kitchen Remodel, Bathroom Remodel, and similar projects. Per Attachment A Exceptions ($50 fee): Decks, Basement Finishes, Kitchen Remodel, Bathroom Remodel, and similar projects. Plumbing Permit Fee Residential or Commercial 1% of value/$ 75 minimum 1% of value/$ 75 minimum Public Utility or Improved Public ROW Connection Residential/Commercial parcels not assessed at time of past City improvement when surrounding lots were assessed (includes newly created lots) Amount assessed at time of improvement plus interest at rate offered to other assessments at time of improvement Amount assessed at time of improvement plus interest at rate offered to other assessments at time of improvement Roof Permit Commercial 1% of value/$100 minimum/$1,000 maximum 1% of value/$100 minimum/$1,000 maximum Roofing and Siding Permit Residential 1% of value/$100 minimum 1% of value/$100 minimum Sewer Permit Residential/Commercial $75 $75 Storm Sewer Utility Charge Commercial/Industrial $ 121.80 / > acre $60.90/< acre $ 121.80 /acre Storm Sewer Utility Charge Residential $10.00 $7.25 Water Permit Residential/Commercial $10 $10 Window Replacement Residential 1% of value/$75 minimum 1% of value/$75 minimum page 15 2018 2017 ENGINEERING PUBLIC IMPROVEMENT PROJECT FEE SCHEDULE Driveway Permit Replacement $50 $50 Driveway Permit New or Expanded $100 $100 Engineering and Drafting Services Actual costs plus staff time Actual costs plus staff time Feasibility Report Credit shall be given for information which can be used in plan and specification preparation Actual costs plus staff time Actual costs plus staff time Field Inspection and Staking Actual costs plus staff time Actual costs plus staff time Grading Permit $200 + $500 escrow $100/flat fee Litigation Actual costs plus staff time Actual costs plus staff time Miscellaneous Charges Actual costs plus staff time Actual costs plus staff time Plans and Specifications Project Construction under $100,000 Actual costs plus staff time Actual costs plus staff time Plans and Specifications Project Construction over $100,000 7% of final contract amount 7% of final contract amount Preliminary Studies Actual costs plus staff time Actual costs plus staff time Professional Services on Planning Cases 1st hour per case Included/ thereafter actual costs plus staff time 1st hour per case Included/ thereafter actual costs plus staff time Public Right of Way General Excavation Permit $200 / flat fee Public Right of Way Utility Permit Commercial $200 / first 1000 feet $25 / each additional 100 feet $75 / winter surcharge fee (11/1 - 3/31) $200 / first 1000 feet $25 / each additional 100 feet Public Right of Way Permit Residential $50 /flat fee $50 /flat fee Right-Of-Way Usage license $350 $350 Vacation - ROW or Easement $250 $250 Note: Staff time is computed on the basis of 250% of the employee’s hourly rate for the above services page 16 2018 2017 ENGINEERING - MAPS, PLANS AND DRAWINGS FEE CD of Data or Maps $10 plus map fee $5 plus map fee Maps/Plans/Drawings: Comprehensive Plan Critical Area GIS Land Use Plats Sanitary Sewer Storm Sewer Street Asbuilts Wetlands Zoning Up to 11 x 17 Black and White $3 $3 Maps/Plans/Drawings: Comprehensive Plan Critical Area GIS Land Use Plats Sanitary Sewer Storm Sewer Street Asbuilts Wetlands Zoning Up to 11 x 17 Color $10 $10 Maps/Plans/Drawings: Comprehensive Plan Critical Area GIS Land Use Plats Sanitary Sewer Storm Sewer Street Asbuilts Wetlands Zoning Greater than 11 x 17 Black and White $6 $6 Maps/Plans/Drawings: Comprehensive Plan Critical Area GIS Land Use Plats Sanitary Sewer Storm Sewer Street Asbuilts Wetlands Zoning Greater than 11 x 17 Color $20 $20 page 17 2018 2017 PARKS AND RECREATION FEE SCHEDULE Concessions Building Reservation Must provide proof of Food/Beverage License if selling $25/event $25/event Field Reservation Baseball/Softball/Soccer $35 for two hours + $25 application fee (once per application) $35/day Field Reservation Soccer $50 /day Field Preparation 3 or more fields only Actual Cost or $100 minimum Actual Cost or $100 minimum Field Preparation Weekend Actual Cost Incurred Field Preparation Weekday $35 Field Chalk $10 / bag $10 / bag Field Drying Agent $15 / bag $15 / bag Ice Rink Reservation $35/hour for two hours + $25 application fee (once per application) $35 / hour Ice Rink Warming House Key Damage Deposit $100 $100 Par 3 Footgolf Fees $8 / round Par 3 Greens Fees Juniors/Seniors-Weekday $11 / round $10 / round Par 3 Greens Fees Juniors/Seniors-Weekend $13 / round $12 / round Par 3 Greens Fees Weekday or Holiday $12 / round $11 / round Par 3 Greens Fees Weekend or Holiday $14 / round $13 / round Par 3 10-Round Pass $90 $90 Par 3 Pull Cart Rental $3/ round $3/ round Par 3 Power Cart Rental $10 / round $10 / round Picnic Area/Shelter Resident - Private $50 $25 usage fee per day + $25 application fee Picnic Area/Shelter Non-Resident - Private $75 $50 usage fee per day + $25 application fee Picnic Area/Shelter Resident - Business $75 $50/day + $25/application fee Picnic Area/Shelter Non-Resident - Business $125 $100/day + $25/app fee Picnic Area Shelter Damage Deposit Waived for nonprofit youth service organizations and neighborhood groups reserving neighborhood park $100 / event $100 / event Picnic Area Cancellation 7 days advance notice 100% refund 100% refund Picnic Area Cancellation Less than 7 days notice Not refundable Not refundable NOTE: Mendota Heights schools, city events, and non-profit civic organizations are fee exempt for Picnic Area/Shelter rental fees. page 18 2018 2017 Picnic Area Cancellation Due to inclement weather Not refundable but may be rescheduled at no additional charge Not refundable but may be rescheduled at no add'l charge Picnic Table Additional On-site $15 / each table per day $15 / each per day Canoe Rack Rental Canoe Storage @Rogers Lake Park during summer months $50 / summer + $25 application fee $50 for the summer Park Bench Donation $1,000 per bench page 19 2018 2017 PARKS AND RECREATION FEE SCHEDULE Tournament Field Reservation Baseball/Softball/Soccer Two-day tournament $400 + $25 application fee (once per application) $500/weekend Tournament Field Reservation Baseball/Softball/Soccer One-day tournament $200 + $25 application fee (once per application) $250/day Tournament Additional Day(s)$45/per field $45/per field Tournament Fee Softball or Soccer City Recreation No Charge No Charge Tournament Fee Softball or Soccer MHAA To Be Determined Tournament Additional Day(s) City Recreation No Charge No Charge Tournament Additional Day(s) MHAA To Be Determined Tournament Damage Deposit Fee $300 $300 Trash Pick-up Following Large Event, taken from damage deposit $100/event $100/event Tournament Cancellation Fee One month notice 100 % refundable 100 % refundable Tournament Cancellation Fee 15 to 30 advance notice 50 % refundable 50 % refundable Tournament Cancellation Fee 1 to 14 advance notice Not refundable Not refundable Tennis Courts $25 application fee page 20 2018 2017 PLANNING FEE SCHEDULE Accessory Structure Permit For structures not requiring a building permit $25 $25 After-the-Fact Permit For actions undertaken without appropriate zoning permits Double fee, or $250, whichever is greater Double fee, or $250, whichever is greater Appeal to Board of Zoning Appeals $250 + $500 escrow $250 + $500 escrow Comprehensive Plan Amendment $750 + $500 escrow $750 + $500 escrow Concept Plan Review for PUD/Plat $250 + $500 escrow $250 + $500 escrow Conditional Use Permit / Interim Use Permit Residential $350 + $500 escrow $350 + $500 escrow Conditional Use Permit / Interim Use Permit Commercial/Industrial $500 + $500 escrow $500 + $500 escrow Critical Area Permit $500 + $500 escrow + Security deposit determined by staff $100 + $500 escrow Critical Area Permit-Administrative Per City Code 12-3-5. D.$200 + Security deposit determined by staff CUP for PUD $500 + $500 escrow $500 + $500 escrow Fence Permit $25 $25 Lot Split / Lot Line Adjustment $500 + $500 escrow $500 + $500 escrow Mining Permit $350 + $500 escrow $350 + $500 escrow Park Dedication Fee Single and Multi-Family Residential $ 4,000/ dwelling unit $ 4,000/ dwelling unit Park Dedication Fee New Commercial / Industrial Lot 10% of assessed value of unimproved land as determined by the County Assessor 10% of assessed value of unimproved land as determined by the County Assessor Rezoning $500 + $500 escrow $500 + $500 escrow Preliminary/Final Plat $750 + escrow amount $750 + escrow amount Escrow Table Residential districts - 0 to 10 units $100/unit, $250 minimum $100/unit, $250 minimum Res Districts, MR-PUD, HR-PUD districts-over 10 units $50/unit $50/unit Commerical/Industrial Districts, MU- PUD $1,500 $1,500 Expenses billed to the city will be charged against the escrow accounts. Any remaining escrow will be returned to applicant. Applicants will be billed for any city incurred expenses exceeding the escrow amount. Sign Permit Triple fee charged if sign is erected w/o permit P C d 12 1D 15 B 2 Per Attachment A Per Attachment A Temporary Sign Permit $25 $25 Variance Residential $300 + $500 escrow $300 + $500 escrow Variance Commercial or Industrial $500 + $500 escrow $500 + $500 escrow Wetlands Permit Residential $150 + $500 escrow and/or Security deposit determined by staff $150 + $500 escrow page 21 2018 2017 Wetlands Permit Commercial or Industrial $200 + $500 escrow and/or Security deposit determined by staff $200 + $500 escrow Wetlands Permit-Administrative Per City Code 12-2-6. C.$100 + Security deposit determined by staff Zoning Letter $50 $50 Zoning Ordinance Amendment $250 + $500 escrow $250 + $500 escrow page 22 2018 2017 PUBLIC SAFETY FEE SCHEDULE Fingerprints Must be a resident or an employee of a business located in the Mendota Heights service area $10.00 per card $10.00 per card Car Seat Rental Residents Only $50 Deposit; check held for one month; upon return, $25 refund. If seat not returned within one month, deposit is non- refundable. $50 Deposit; check held for one month; upon return, $25 refund. If seat not returned within one month, deposit is non-refundable. Clearance Letter $5 $5 Copy of Incident Per IPAD/MSS 13.82 $.25/page up to 100 pages $.25/page up to 100 pages Copy of Accident Report In person, involved party request $.25/page up to 100 pages $.25/page up to 100 pages Copy of Accident Report Request from insurance or attorney Self-addressed, stamped envelope with signed release. If over 4 pgs, contact requestor for alternate payment. Self-addressed, stamped envelope with signed release. If over 4 pgs, contact requestor for alternate payment. Request for Public Data Per IPAD/MSS 13.82 $.00 if information is only reviewed at city hall. $.00 if information is only reviewed at city hall. CD with Photos/Audio/Video Per IPAD/MSS 13.82 $10 $10 DATA REQUESTS: Data released by the City adheres to IPAD guidelines and MN Statutes Chapter 13. Per IPAD/MSS 13.82: Must prove involvement in/relationship to accident and either present ID or a signed release page 23 2018 2017 OTHER PUBLIC SAFETY FEES Dog Impound Fee $ 67.00 for 1st Day $ 16.00 each day thereafter $ 67.00 for 1st Day $ 16.00 each day thereafter Vehicle Impound Current Tow Rate + Tax Current Tow Rate + Tax Vehicle Storage MHPD Indoor storage $ 35 per day $ 35 per day Basic Property Storage Stored at or by MHPD Small(2ftX4ft): $1/day Medium(5ftX7ft): $3/day Large(8ftX10ft): $5/day Off-Site: Actual costs Small(2ftX4ft): $1/day Medium(5ftX7ft): $3/day Large(8ftX10ft): $5/day Off-Site: Actual costs False Alarm, Police Per calendar year First three no charge, 4th-$50; 5th-$75; 6th- $100; ea add'l-add $25 First three no charge, 4th-$50; 5th- $75; 6th-$100; ea add'l-add $25 False Alarm, Fire Per calendar year First two no charge, third and each additional - $150/ea First two no charge, third and each additional - $150/ea Fire Alarm Permit Commercial Per Attachment A Per Attachment A Removal of Underground Fuel Tanks Residential/Commercial $50 minimum $50 minimum Plan Check Fee Per Attachment A Per Attachment A Fire Sprinkler Alteration Per Attachment A Per Attachment A Day Care Fire Inspection Per MN Statutes 299F.011 $50 $50 page 24 REQUEST FOR COUNCIL ACTION DATE: January 2, 2018 TO: Mayor, City Council, and City Administrator FROM: Ryan Ruzek, P.E. – Public Works Director SUBJECT: Sanitary Sewer Utility Rate Adjustment/Billing Format COMMENT: INTRODUCTION The Council is asked to discuss sanitary and storm sewer rates for 2018. BACKGROUND The City of Mendota Heights has made a policy that the sanitary sewer rates would be looked at on an annual basis and adjusted periodically to account for increases in costs. Specifically, this would be for the charges billed to the City from the Metropolitan Council Environmental Services (MCES) division, which goes to fund the maintenance and operations of the sewage treatment plants. In addition, the annual costs of maintaining the City’s sanitary sewer system would be reviewed and the annual budget adjusted accordingly. City Staff has developed a five-year Sanitary Sewer Improvement and Maintenance Plan (SSIMP) which projects future costs for the ongoing maintenance of the City’s sanitary sewer infrastructure. The City’s single family residential bill rate for sanitary sewer is based upon the non-summer (1st quarter) water usage quantity. The current base rate is $68.35 for the first 15,000 gallons of water consumed per quarter. For every 750 gallons used above the 15,000, single family residences are billed an additional $2.45. The commercial rate ranges from $114.10 to $1,403.15 per quarter based on the size of the water meter and are summarized in the tables in this memo. The current tiered billing schedule for commercial properties could be revised to match the format used on residential properties which appears to be more common than a tiered schedule. A commercial usage charge would better reflect actual flows. Staff is also aware of a number of communities that can have a lower minimum billing rate and senior discounts; most complaints from sewer rate increases come from these two types of accounts. Staff would need to analyze the current account revenues before new billing format rates can be compared. MCES invoices the City based on flow volumes contributed to the metro-wide wastewater treatment system. MCES has given indications that rate increases of 3%-5% per year should be anticipated for several years to come. The proposed MCES rate in Mendota Heights for 2018 is calculated to increase 9.89%, which results in a total charge of $1,343,228.98. page 25 Flow quantities from the City to MCES vary greatly from year to year. In the past, Mendota Heights has had a high rate of inflow and infiltration into our sanitary sewer system. This is storm water runoff that finds its way into the sanitary sewer system through cracks in the sewer pipe, unsealed manholes, roots penetrating the sewer pipe, and basement sump pumps connected to the sanitary sewer, just to name a few. This is one of the reasons that the City has embarked on a sump pump inspection program. Although inflow and infiltration can never be eliminated, ongoing annual projects to televise, clean, and line the sanitary sewer pipe greatly reduce the amount of inflow and infiltration into the system, thus helping to create a more predictable sanitary sewer flow rate from year to year. Because the City of Mendota Heights does not have a sewage treatment plant, MCES controls approximately 64% of the City’s sewer utility expenses through their sewer rate charge. As a result of the MCES fees increasing, an increase to the City’s sanitary sewer billing rate is necessary. The MCES rate for 2018 represents a 9.89% increase to the MCES charge over 2017. DISCUSSION City Staff is proposing an increase to the City sanitary sewer utility rate. Staff recommends that the new base rate be raised by 5% over the MCES increase, which will mean a total of 14.9%, to $78.45 per quarter. The second tier usage rate, currently set at $2.45 is proposed to increase by the same 14.9% rate to $2.80. The proposed rate for commercial usage would also increase by 14.9%. Commercial Sewer Rate With 9.9% Increases (per Quarter) Minimum Per Meter Size Existing Rate Proposed Rate ¾ Inch $114.10 $125.40 1 Inch $131.40 $144.41 1 ¼ Inch $177.30 $194.85 1 ½ Inch $350.85 $350.85* 2 Inch $701.75 $701.75* 3 Inch $1,403.15 $1,403.15* Commercial Well Sewer Rate With 9.9% Increases (per Quarter) Minimum Per Meter Size Existing Rate Proposed Rate ¾ Inch $235.65 $258.98 1 Inch $319.55 $351.18 1 ¼ Inch $401.70 $441.47 1 ½ Inch $545.55 $545.55* 2 Inch $1,110.90 $1,110.90* 3 Inch $2,221.80 $2,221.80* • Meters 1 ½ Inch and greater and proposed to remain flat The City of Mendota Heights has been monitoring the financial health of the sanitary sewer utility account since the last rate increase. The increase in charges from MCES is driving the necessity for a City-wide rate increase. By increasing the billed rate 14.9%, and by adjusting the schedule of capital improvement projects within the forecast, the Sanitary Sewer Utility Fund remains viable and out of deficit. Even after the proposed 14.9% sanitary sewer rate increase, the City of Mendota Heights will remain as one of the lowest base sanitary sewer rate in northern Dakota County, see attached list. page 26 A five-year outlook for the Sanitary Sewer Utility Fund is provided below starting balance in 2017 was $212,000): 2017 (5%) 2018 (14.8%) 2019 (10%) 2020 (5%) 2021 (5%) 2022 (5%) Revenue $ 1,815,509 $ 2,084,204 $ 2,292,625 $ 2,407,256 $ 2,527,619 $ 2,654,000 MCES Grant for I/I $ 90,000 Total Revenue $ 1,961,009 $ 2,229,704 $ 2,528,125 $ 2,552,756 $ 2,673,119 $ 2,799,500 Annual Maintenance & Operations $ 503,078 $ 521,997 $ 537,657 $ 553,787 $ 570,400 $ 587,512 MCES Fees $ 1,232,320 $ 1,343,229 $ 1,410,390 $ 1,480,910 $ 1,554,955 $ 1,632,703 Annual Sewer Cleaning $ 63,471 $ 62,000 $ 62,000 $ 62,000 $ 62,000 $ 62,000 Annual Sewer Lining $ 268,253 $ 200,000 $ 200,000 $ 200,000 $ 250,000 $ 250,000 Lift Station Rehabilitation $ 29,360 Trunk Main Sewer Recon $ 315,000 1 Ton Truck $ 54,000 Jet Truck $ 120,000 Salt Storage Facility $ 40,000 Fence (Public Works) $ 9,000 Total Expenses $ 2,096,482 $ 2,181,226 $ 2,574,047 $ 2,416,697 $ 2,437,356 $ 2,532,215 Account Balance $ 76,527 $ 125,005 $ 79,083 $ 215,142 $ 450,905 $ 718,190 Storm Sewer Rates: In addition to the sanitary sewer bills paid by Mendota Heights’ residents and businesses, there is also a flat-rate storm sewer utility fee applied to all the sewer bills sent out by the City. The storm sewer utility fee is $10.00 per quarter, or $40.00 per year. This fee creates the Storm Sewer Utility Fund, which is utilized for maintenance and upkeep of our storm sewer pipes, catch basins, and pond inlets and outlets. Additionally, this fund has been utilized to provide funding for street reconstruction projects that include the installation of new storm sewers, and has been used for stream bank erosion projects. Accounting for anticipated revenue into the fund at the current $10.00 per quarter rate, the fund will not be able to support upcoming capital improvement projects. The following table illustrates the account balance but reflects an inadequate amount of funding for impending pond maintenance and streambank stabilization. More realistic funding would quickly show a deficit in the fund balance. 2017 2018 2019 2020 2021 2022 Revenue $ 446,000 $ 446,000 $ 446,000 $ 446,000 $ 446,000 $ 446,000 Total Revenue $ 482,850 $ 478,000 $ 478,000 $ 478,000 $ 478,000 $ 478,000 Annual O&M $ 187,742 $ 193,374 $ 199,175 $ 205,151 $ 211,305 $ 217,644 Mendota Heights Road Rehabilitation $ 50,000 Kensington Rehabilitation $ 50,000 Marie Avenue Rehabilitiation 2 $ 25,000 Wesley Neighborhood Rehabilitation $ 25,000 CenterPoint/Commerce Rehabiltation $ 72,000 Sylvandale Rehabilitation $ 25,000 Brompton/London Rehabiltation $ 25,000 South Plaza Drive/Mendakota Court $ 25,000 Avanti/Twin Circle Rehabilitation $ 25,000 Victoria Curve Reconstruction $ 50,000 page 27 Friendly Hills Rehabilitation Lake Augusta Alum Treatment $ 35,000 Somerset Creek Repair $ 55,000 Hwy 13 Drainage Imp $ 27,840 541 Marie Ave - Outlet Repair $ 20,000 Revise Surface Water Mgt Plan $ 57,000 Marie Avenue Storm Improvement IVC Streambank Repairs $ 120,000 $ 50,000 $ 50,000 $ 50,000 Cherokee Heights Culvert Repair $ 100,000 Storm Sewer Improvements $ 100,000 Pond Maintenance $ 100,000 $ 100,000 $ 100,000 $ 100,000 Total Expenses $ 534,742 $ 391,214 $ 469,175 $ 427,151 $ 411,305 $ 417,644 Account Balance $ 47,377 $ 134,163 $ 142,987 $ 193,836 $ 260,531 $ 320,887 Staff is proposing to review the storm water utility rate upon completion of the Surface Water Management Plan update later in 2018. The Council may be asked to make a mid-year adjustment in storm sewer rates. BUDGET IMPACT Without additional revenues, the Sanitary Sewer Utility fund will eventually deplete its reserve balances and the City will lose capability and flexibility in maintaining and improving its sanitary sewer infrastructure. Staff is therefore proposing the sanitary sewer utility rate increase be implemented for the 1st quarter (January - March) billing cycle of 2018. RECOMMENDATION The proposed increase is required to maintain the revenue stream necessary to fund a self- sustaining utility and to defray sanitary sewer related costs. ACTION REQUIRED If a consensus is received from the Council as to an increase for 2018, formal action to approve that will be brought back to the January 16th City Council meeting. page 28 Sewer Storm Total Cost Cost Cost Minnetonka (2017)$97.46 $20.01 $117.47 West St. Paul (2018)$86.51 $22.86 $109.37 St Louis Park (2018)$89.22 $23.14 $112.36 New Hope (2017)$82.86 $10.84 $93.70 Brooklyn Center (2017)$82.42 $14.48 $96.90 Champlin (2017)$81.81 $10.51 $92.32 South St. Paul (2017)$80.53 $10.51 $91.04 Mendota Heights (2018, 14.8%)$78.45 $10.00 $88.45 Minneapolis (2017)$77.81 $12.71 $90.52 Mendota Heights (2018, 9.8%) $75.15 $10.00 $85.15 Edina (2017)$74.40 $28.42 $102.82 Plymouth (2017)$71.76 $17.88 $89.64 Inver Grove Heights (2017) $70.08 $24.09 $94.17 Richfield (2016)$69.75 $16.31 $86.06 Bloomington (2017)$69.60 $20.43 $90.03 Mendota Heights (2017) $68.35 $10.00 $78.35 Burnsville (2017)$67.72 $20.55 $88.27 City page 29