2023-11-21 City Council Agenda PacketCITY COUNCIL AGENDA
MENDOTA HEIGHTS CITY HALL
COUNCIL CHAMBERS
Tuesday, November 21, 2023 7:00 p.m.
1.Call to Order
2.Roll Call
3.Pledge of Allegiance
4.Adopt Agenda
5.Consent Agenda
a.Approve November 8, 2023 City Council Meeting Minutes
b.Acknowledge September 20, 2023 Airport Relations Commission Meeting Minutes
c.Acknowledge September 12, 2023 Parks and Recreation Commission Meeting
Minutes
d.Acknowledge October 3, 2023 Parks and Recreation Work Session Meeting
Minutes
e.Approve City Clerk Hire
f.Approve Purchase of M365 Software Licensing
g.Resolution 2023-86 Certifying Delinquent Sewer Accounts
h.Resolution 2023-87 Certifying Delinquent Water Accounts
i.Resolution 2023-88 Declaring Fire Department Apparatus as Surplus and
Authorizing Sale
j.Approve September 2023 Treasurer’s Report
k.Approve Claims List
6.Public Comment Period (for items not on the agenda)
7.Presentations/Recognitions
a.Fire Captain Swearing In Ceremony
Guidelines for Public Comment Period: The Public Comment Period of the agenda provides an opportunity
to address the Council on items which are not on the agenda. All are welcome to speak.
Comments should be directed to the Council. Comments will be limited to 3 minutes per person; presentations
which are longer will need to be scheduled with the City Clerk to appear on a future City Council agenda.
Public comments may not be used to air personal attacks, to make political endorsements, or for political
campaign purposes. Council members will not enter into a dialogue, nor will any decisions be made at that
presentation.
Questions from the Council will be for clarification only. If appropriate, the Mayor may assign staff for follow up
to the issues raised or occasionally called on to respond.
Page 2 of 2
8.Public Hearings
9.New Business
a.Resolution 2023-85 Accepting Feasibility Report, Authorizing Preparation of Plans
& Specifications, and Calling for a Public Hearing on the Emerson Avenue Street
Improvements
b.Park System Master Plan Request for Proposal (RFP)
10.Community Announcements
11.Council Comments
12.Adjourn
Next Meeting:
Wednesday, December 6, 2023 at 7:00 pm
City of Mendota Heights Council Chambers
Alternative formats or auxiliary aids are available to individuals with disabilities upon
request. Please contact city hall at 651-452-1850 or cityhall@mendotaheightsmn.gov.
CITY OF MENDOTA HEIGHTS
DAKOTA COUNTY
STATE OF MINNESOTA
DRAFT Minutes of the Regular Meeting
Held Wednesday, November 8, 2023
Pursuant to due call and notice thereof, the regular meeting of the City Council, City of Mendota Heights,
Minnesota was held at 7:00 p.m. at City Hall, 1101 Victoria Curve, Mendota Heights, Minnesota.
CALL TO ORDER
Mayor Levine called the meeting to order at 7:00 p.m. Councilors Lorberbaum, Paper, Mazzitello, and
Miller, were also present.
PLEDGE OF ALLEGIANCE
Council, the audience, and staff recited the Pledge of Allegiance.
AGENDA ADOPTION
Mayor Levine presented the agenda for adoption. Councilor Mazzitello moved adoption of the agenda.
Councilor Paper seconded the motion.
Ayes: 5
Nays: 0
CONSENT CALENDAR
Mayor Levine presented the consent calendar and explained the procedure for discussion and approval.
Councilor Lorberbaum moved approval of the consent calendar as presented.
a.Approval of October 17, 2023 City Council Minutes
b. Approval of October 17, 2023 Council Work Session Minutes
c.Acknowledge September 13, 2023 Natural Resources Meeting Minutes
d. Approve Hire for Community Development Manager
e.Approve Hire for Assistant City Engineer
f.Accept City Clerk Resignation and Authorize Position Recruitment
g.Approve 2024 Fourth of July Fireworks Contract
h. Approve Purchase of Replacement Standby Generator for the Main Lift Station
i.Resolution 2023-84 Approving Plans and Authorizing an Advertisement for Bids for the Marie
Park Pond Improvements
j.Resolution 2023-83 Authorizing Continued Participation in the Dakota County South Metro
SWAT Joint Powers Agreement
k. Acknowledge July, August, and September 2023 Fire Synopsis Reports
5aCity Council | Tuesday, November 21 | Page 1 of 104
l.Acknowledge August 2023 Par 3 Financial Report
m.Approval of Claims List
Councilor Miller seconded the motion.
Ayes: 5
Nays: 0
PUBLIC COMMENTS
No one from the public wished to be heard.
PRESENTATIONS
A) BEYOND THE YELLOW RIBBON RECOGNITION
City Administrator Cheryl Jacobson stated that in honor of Veterans Day, she is honored to recognize all
who have served. She stated that today they will focus on the North Dakota County Beyond the Yellow
Ribbon chapter. She introduced former Mayor Neil Garlock, who is also a marine corps veteran and
Chapter President of Beyond the Yellow Ribbon.
Neil Garlock, Chair of the Northern Dakota County Beyond the Yellow Ribbon, highlighted recent chapter
recognition and presented the Gene and Mary Kahnke Memorial Award to Sheila Robertson.
Councilor Miller asked the best method to put someone in need in touch with the organization.
Mr. Garlock replied that a request can be submitted through the website and also provided his phone
number, noting that he is always available to assist a veteran.
Councilor Paper thanked Mr. Garlock for coming tonight and recognized the important work that he does
in the community to benefit lives.
PUBLIC HEARING
A)RESOLUTION 2023-75 PUBLIC HEARING FOR AN EASEMENT VACATION – AUDREY
ADDITION
Public Works Director Ryan Ruzek explained that the Council was being asked to hold proceedings for
Resolution 2023-75, a public hearing on an easement vacation commenced by petition for the Audrey
Addition.
Councilor Miller moved to open the public hearing.
Councilor Mazzitello seconded the motion.
Ayes: 5
Nays: 0
There being no one coming forward to speak, Councilor Lorberbaum moved to close the public hearing.
Councilor Mazzitello seconded the motion.
Ayes: 5
City Council | Tuesday, November 21 | Page 2 of 104
Nays: 0
Councilor Miller moved to adopt RESOLUTION NO. 2023-75 APPROVING AN EASEMENT
VACATION COMMENCED BY PETITION.
Councilor Mazzitello seconded the motion.
Ayes: 5
Nays: 0
B)APPROVE RESOLUTION 2023-76 PUBLIC HEARING FOR A RIGHT-OF-WAY
VACATION – SUMMERSET BOULEVARD
Public Works Director Ryan Ruzek explained that the Council was being asked to hold proceedings for
Resolution 2023-76, a public hearing on right-of-way vacation commenced by petition for a portion of
Summerset Boulevard. He stated that he received three phone calls requesting additional details but did
not receive any objections to the request.
Councilor Miller asked for details on access that could be provided to additional homes if additional homes
were eventually requested and added.
Public Works Director Ryan Ruzek replied that the homes would front to Ridge Place.
Councilor Mazzitello noted that if the right-of-way were vacated, that would allow the frontage on Ridge
Place that would allow the ability to split into four lots. He commented that the existing home
configuration, with the home at 780 would be able to stay, but 772 may need to be razed in order to split
into two lots.
Public Works Director Ryan Ruzek provided a sketch concept of how the area could be divided to create
new lots, noting that is just an example to show and no request has been provided at this time.
Councilor Miller commented that he just wanted to ensure that this would not unintentionally create flag
lots.
Councilor Mazzitello moved to open the public hearing.
Councilor Miller seconded the motion.
Ayes: 5
Nays: 0
Maureen and Jeff Wilke, 781 Ridge Place, stated that this neighborhood has no safe access for
pedestrians to get to Mendota Village. She stated that there is also not a safe way to get the path on
highway 62. She stated that if this area is going to be torn up and new homes added, they would
appreciate a path that would provide safe access to Mendota Village or to Dodd.
Mr. Wilke stated that perhaps a portion of the easement is moved along Dodd to provide that pedestrian
connection.
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Mrs. Wilke commented that the roads are also in poor shape and construction traffic would only add to
that.
Tom Campion, 790 Ridge Place, commented that he currently has a lot attached to his home and would
be interested in building a home on that lot but is about ten to twelve feet short of having the necessary
frontage to do so. He stated that splitting this easement between him and the other property owner
would be a benefit to both property owners. He noted that there are several new homes in the
neighborhood and believed that this action would continue to benefit the neighborhood.
Mr. Minea commented that he and his sisters own the other property and signed off on the request to
vacate the right-of-way as well. He noted that previous property owners had been interested in similar
action, but they had held out. He stated that his family now believes that this is the right time to request
this action. He stated that the Wilkes also had a good idea in providing a connection in the river-to-river
trail.
There being no one else coming forward to speak, Councilor Lorberbaum moved to close the public
hearing.
Councilor Mazzitello seconded the motion.
Ayes: 5
Nays: 0
Public Works Director Ryan Ruzek responded to commenter questions and statements. He stated that
this is the Bunker Hills neighborhood, and that area has been identified for a street improvement plan
within the next five years. He believed that it is scheduled for 2027 and noted that the street would
continue to be patched until that rehabilitation occurs. He stated that the City is still working with
Dakota County, noting that the Council will be asked to provide a letter of support to the County at its
December 6 meeting. He provided details on the potential underpass proposed for the north side of 62,
which would go under Dodd Road. He stated that they would also look to construct an eight-foot
bituminous trail from the northwest corner of 62 to Ridge Place which would also provide connections
from the Bunker Hills neighborhood to the underpass. He stated that the trail improvements are planned
independent of this action.
Mayor Levine commented that residents are assessed for road projects and asked how the impact of
development plays into that.
Public Works Director Ryan Ruzek replied that there is only a certain useful life of a street, which is
evident on this street. He commented that sometimes damage can be done to cracksealing by
construction vehicles, but ideally the road is designed to support those types of vehicles.
Councilor Mazzitello asked if there would be sufficient right-of-way of Dodd to construct a trail.
Public Works Director Ryan Ruzek replied that there is not, and estimated less than ten feet which
would be needed. He stated that the County is in the process of completing an appraisal of two
properties to eliminate the S curve and obtain easements/right-of-way. He confirmed that those actions
are independent of this consideration.
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Councilor Mazzitello commented that this is a sticky situation as typically right-of-way is not approved
that would allow adjacent properties to split their lots. He stated that this is a unique situation as it
relates to the Comprehensive Plan and believed that a vacation of right-of-way would better support the
stated goals of the Comprehensive Plan. He stated that if the vacation is not approved, there is a
potential that a developer could utilize the right-of-way for a cul-de-sac, trees could be cut down that
separate Ridge Place from 62, and potentially six new homes could be created. He stated that if the
vacation is approved, it could at most result in four new homes. He stated that the Comprehensive Plan
also speaks to tree preservation and if the homes are along Ridge Place, it would be less likely those old
growth trees would be removed. He stated that the Comprehensive Plan also speaks to pedestrian
connection and that potential connection would benefit the entire subdivision. He stated that normally
he would not favor a vacation that would result in a lot split but believed that in this case, it would
provide the better outcome.
Councilor Miller asked if a developer would need to come forward to request to put in a road, which
would then be the decision of the City Council.
Councilor Mazzitello stated that as long as the subdivision is compliant with the Code, it would be
difficult to deny.
Mayor Levine commented that the purpose of the right-of-way is for a road and therefore if the property
were sold the developer would have the ability to create a road.
Councilor Mazzitello confirmed that the right-of-way is 60 feet in width and therefore large enough to
support a road.
Mayor Levine acknowledged that Councilors have spent a lot of time reviewing the materials for this
case.
Councilor Lorberbaum agreed that under normal circumstances this would not be an action the Council
would consider approving but under these circumstances this does make more sense and she is
supportive of the request.
Councilor Paper moved to adopt RESOLUTION NO. 2023-76 APPROVING A RIGHT-OF-WAY
VACATION COMMENCED BY PETITION.
Councilor Mazzitello seconded the motion.
Further discussion: Mayor Levine commented that this case tested her knowledge of land use and agreed
that this is not something the Council would typically approve of. She commented that given the
circumstances of this case, this does seem to be the best decision for the community. She stated that when
reviewing all of the possibilities, she believes that this would be the best option. She also commented on
the importance of creating the trail connection along Dodd Road.
Ayes: 5
Nays: 0
NEW AND UNFINISHED BUSINESS
City Council | Tuesday, November 21 | Page 5 of 104
A)APPROVE RESOLUTION 2023-77 FOR A WETLAND PERMIT AT 2477 BRIDGEVIEW
COURT (PLANNING CASE 2023-21)
Planning Consultant Jennifer Haskamp explained that the City Council is asked to consider adopting a
resolution approving an after-the-fact Wetland Permit for the completed installation of stairs and walkway
to the pond on the property located at 2477 Bridgeview Court. The applicants have already installed the
improvements within the wetland buffer and setback area, but all work stopped as directed by City staff
so that proper permits could be obtained.
Councilor Mazzitello commented that this is the first after the fact permit the Council has seen for a while,
noting that there seemed to be a slew of these permits about two years ago. He stated that since that time
the City has increased its communication on this topic, which he believes has helped to reduce the number
of after the fact permits. He thanked staff for that increased education to residents.
Councilor Lorberbaum asked if this would be approved if the applicant would have come forward before
completing any work. She recognized that while each site is unique and stated that she asked that question
of staff and was told that staff would have recommended approval for this in that scenario, which makes
a difference to her. She asked what would occur if the Council were to deny this because the landscaping
plan was not completed.
Planning Consultant Jennifer Haskamp replied that a denial of the permit may trigger removal of the
improvements that are in place already. She stated that what has been planted as a cover crop is a native
seed mix and could technically quality as a landscaping plan. She stated that the homeowner has gone
above that, agreeing to take a class and then develop a more intensive landscaping plan that will be
installed in the spring.
Councilor Lorberbaum asked if a maintenance plan would also need to be provided.
Planning Consultant Jennifer Haskamp replied that is not required under ordinance. She stated that the
staff will check to ensure that the plan was followed and established.
Councilor Miller asked when the plantings would be done in the spring and when staff would follow up.
Public Works Director Ryan Ruzek stated that he would need to check with the natural resources staff,
noting that staff completes a visual check to compare the plantings against the plan.
Councilor Miller asked if it would be incumbent upon the residents to reach out to staff once the plantings
are completed.
Public Works Director Ryan Ruzek commented that would be the process, noting that the City is holding
funds in escrow and the homeowner would want the final inspection completed to receive those funds
back.
Mayor Levine commented that the Planning Commission did a great job reviewing this case and also
commended the applicants about the letter they submitted. She asked for clarification on the staff
City Council | Tuesday, November 21 | Page 6 of 104
recommendation that would have been made if this were to have come forward ahead of the work being
completed.
Planning Consultant Jennifer Haskamp explained that if the request were to come in ahead of the work,
perhaps staff would have shifted the location slightly, depending on the vegetation that existed. She stated
that because the stairs are already in place at this time, staff does not have knowledge of the exact
vegetation that was removed above what the applicant has stated.
Mayor Levine invited the applicant to address the Council.
Ch rissy Ruiz, applicant, stated that her whole neighborhood comes out to skate in the winter and people
were previously going down a slippery path.
Councilor Lorberbaum moved to approve RESOLUTION NO. 2023-77 APPROVING AN AFTER-THE-
FACT WETLAND PERMIT AT 2477 BRIDGEVIEW COURT.
Councilor Mazzitello seconded the motion.
Further discussion: Mayor Levine agreed with Councilor Mazzitello that there used to be a lot of after the
fact permits, which has been significantly reduced. She noted that while the homeowner did not know of
the rules, the contractor should have been aware of the City regulations for a permit. She recognized that
communication has solved the majority of issues. She noted that she would suggest that the compliance
charge be assessed in this case, which would double the cost of the permit. She suggested that process be
followed moving forward, as homeowners may then go back to their contractor to complain, which will
also spread the awareness of the City requirements for a permit.
Councilor Paper commented that he is fully willing to consider that but did not believe this was the case
to begin with. He stated that if the process is in place, it should be enforced but did not think it would be
reasonable to begin with this case. He stated that landscaping is not a licensed trade and typically a
landscaper does not need to apply for a permit to complete their work, therefore smaller landscapers may
not be aware of all of the rules. He stated that they have clearly done a better job as after the fact permits
have been significantly reduced.
Councilor Miller commented that as a former foreman for a landscaping firm, he echoes the comments of
Councilor Paper. He also agreed that this case should not be made as the example. He stated that he does
like the principle of applying that in the future, but also believed that there would need to be discussion
on that concept followed by publication of that communication before implementing.
Mayor Levine commented that she would withdraw that request based on that input. She stated that her
intention was to have this type of discussion. She confirmed the consensus of the Council to direct staff
to publicize that process that will be followed moving forward.
Councilor Lorberbaum recognized that there was educational effort made on this topic and suggested that
campaign continue in order to continue to spread that awareness.
Councilor Mazzitello agreed that this would not be the time to begin charging that penalty. He stated that
none of the previous after the fact cases had been fined in that manner. He also agreed that the rule should
City Council | Tuesday, November 21 | Page 7 of 104
be implemented as written going forward, which would enforce that penalty. He noted that while rare,
the Council does have the ability to deny an after the fact permit, requiring the applicant to remove the
improvement which is something else to consider for future requests.
Ayes: 5
Nays: 0
B) APPROVE RESOLUTION 2023-78 FOR A LOT LINE ADJUSTMENT AND CONDITIONAL
USE PERMIT AT 2237 ROGERS COURT (PLANNING CASE 2023-22)
Planning Consultant Jennifer Haskamp provided a brief background on this item. The Council was being
asked to consider adopting a resolution approving a lot line adjustment to modify the boundary between
the property at 2237 Rogers Court and the property to the northeast at 2225 Rogers Court. The applicant
is also requesting a conditional use permit to construct a 1,100 square foot detached garage in the rear
yard of his property.
Councilor Paper asked why the proposed building is askew.
Planning Consultant Jennifer Haskamp replied that would be a question for the property owner.
Councilor Paper asked if there would be a driveway to the garage.
Planning Consultant Jennifer Haskamp replied that there would not be.
Mayor Levine invited the applicant to come forward.
Tom Jacobson, applicant, commented that the garage would be the same color and material as the home.
He stated that the proposed position of the building fits into the landscaping of the property and also blocks
the power station behind the home.
Mayor Levine commented that it appears there is something in this location.
Mr. Jacobson replied that there is a shed that he will be selling and will be moved off the property and the
garage will then go in place of that.
Councilor Mazzitello asked if the owner of 2225 agrees to this.
Mr. Jacobson replied that the property owner does agree to this and will provide his signature
before submitting the paperwork to the County. He confirmed that he is compensating the property
owner at 2225 for the property that is being transferred.
Councilor Mazzitello commented that it would have been nice to have that approval in writing tonight.
Councilor Lorberbaum moved to adopt RESOLUTION NO. 2023-78 APPROVING A LOT LINE
ADJUSTMENT AND CONDITIONAL USE PERMIT AT 2237 ROGERS COURT.
Councilor Mazzitello seconded the motion.
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Further discussion: Councilor Mazzitello offered an additional condition that the applicant provide proof
of his neighbor’s concurrence with this transaction.
Councilor Lorberbaum accepted the amendment to the motion.
Councilor Mazzitello commented that it is not that he does not believe the applicant but just likes to have
the proper documentation on file.
Mayor Levine commended the Planning Commission for completing an excellent review.
Ayes: 5
Nays: 0
C)APPROVE RESOLUTION 2023-79 FOR A MRCCA PERMIT AT 1661 MAYFIELD HEIGHTS
ROAD (PLANNING CASE 2023-23)
Planning Consultant Jennifer Haskamp explained that the City Council is asked to consider adopting a
resolution approving a Mississippi River Corridor Critical Area (MRCCA) Permit to demolish an existing
detached garage and construct a new detached garage at 1661 Mayfield Heights Road.
Councilor Mazzitello commented that typically demolition occurs before construction but understood the
desire to demolish the garage after construction. He asked the length of time after the certificate of
occupancy (CO) that would be allowed for removal of the existing garage.
Planning Consultant Jennifer Haskamp replied that there is not a time length specified, as most people are
motivated by the letter of credit (LOC), but noted that a length of time could be added if desired. She
stated that perhaps 120 days to ensure they are outside of the winter season.
Councilor Mazzitello agreed with the 120 days.
Councilor Miller agreed. He noted that there was a similar situation recently, where a 120-day period was
allowed for demolition after construction was completed.
Councilor Paper asked the timeframe for this project.
Planning Consultant Jennifer Haskamp commented that the applicant hoped to begin moving dirt before
the ground freezes, but noted that would be weather dependent.
Councilor Paper stated that perhaps 120 days would not be enough to get outside the winter season if
construction begins still this fall.
Councilor Mazzitello stated that he would agree to a longer timeframe to get outside of the winter season
but wants a specified timeline.
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Public Works Director Ryan Ruzek replied that if the CO is used as the trigger for the time to begin, 120
days should be sufficient.
Mayor Levine asked and received confirmation that the restoration plan includes the old driveway and
would be included in the escrow as well.
Councilor Lorberbaum asked if there would be a time where a permit is issued, and the applicant is
required to do something within six months to one year.
Planning Consultant Jennifer Haskamp replied that an MRCCA Permit is not structured in that way with
an associated timeline that would void the approval if the project has not begun. She explained that a
Conditional Use Permit would have that timeframe where it becomes void after one year if activity has
not yet begun.
Councilor Lorberbaum asked how much the LOC would be.
Planning Consultant Jennifer Haskamp commented that she would have a hard time estimating because
of contractor prices but stated that perhaps around $20,000 to $25,000. She noted that was a very rough
estimate and the LOC would be based on a real bid price. She stated that the applicant would have the
ability to not submit the LOC and demolish the garage prior to construction as well.
Councilor Mazzitello moved to adopt RESOLUTION NO. 2023-79 APPROVING A MRCCA PERMIT
AT 1661 MAYFIELD HEIGHTS ROAD, WITH THE ADDITIONAL LANGUAGE TO CONDITION
FOUR THAT THE APPLICANT SHALL REMOVE THE EXISTING GARAGE WITHIN 120 DAYS
OF FINAL INSPECTION BY THE CITY TO HAVE THE FINANCIAL GUARANTEE RETURNED.
Councilor Miller seconded the motion.
Ayes: 5
Nays: 0
D) APPROVE RESOLUTION 2023-80 FOR A VARIANCE AND CONDITIONAL USE PERMIT AT
809 HAZEL COURT (PLANNING CASE 2023-24)
Planning Consultant Jennifer Haskamp explained that the Council was being asked to consider adopting
a resolution approving a conditional use permit and variance to construct a covered entry on the front of
the house located at 809 Hazel Court. The proposed entry extends about one foot into the City’s permitted
porch setback exception that allows encroachment into the front yard setback by five feet. The proposed
porch also exceeds the City’s 50 square foot maximum area by approximately four-square feet within the
exception area between the 25 foot and 30-foot setback.
Mayor Levine recognized that staff and the Planning Commission had different recommendations to begin
with and received confirmation that this staff report presented the recommendation from the Planning
Commission.
Councilor Mazzitello commented that the home was built in 1975 and asked when the front porch
ordinance was adopted, thinking that was about 2012.
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Public Works Director Ryan Ruzek believed that was correct. He noted that the City was receiving a lot
of variance requests and therefore created the ordinance for front porches.
Mayor Levine commented that the front of the home is completely flat and therefore there is nothing to
provide shelter from the weather for those going in and out of the home. She noted that the front porch
will be a great addition and improvement for the home.
Mayor Levine invited the applicant to address the Council.
Daniel Bogg, applicant, commented that he was present to address any additional questions. He stated
that the home is nonconforming, and the curvature of the setback comes into the living room of the home.
He stated that nonconformance and placement of the home created the difficulty. He stated that this
request would allow them to construct the covered front entry, agreeing that the home is very single
dimensional as Mayor Levine had stated.
Councilor Mazzitello commented that the overall proposed covered entry is six feet by 12 feet, rectangular
in shape. He stated that the Code in place for entryways provides for 50 square feet which would be five
foot by ten foot, which would not encroach into the setback and would not require a variance. He asked
why a five by ten-foot porch would not work.
Mr. Bogg replied that when he and his wife originally planned to move forward with the plan, an architect
came out and commented that a smaller porch would look disproportionate to the front of the home and
would look odd. He stated that would then not fit well into the character of the neighborhood as it would
look like an afterthought rather than something that would match and look original to the home. He stated
that the architect believed that the proposed dimensions would better match the home and neighborhood.
Councilor Lorberbaum moved to approve RESOLUTION NO. 2023-80 APPROVING A VARIANCE
AND CONDITIONAL USE PERMIT FOR THE PROPERTY LOCATED AT 809 HAZEL COURT.
Councilor Paper seconded the motion.
Further discussion: Councilor Paper believed that there were similar cases that had similar difficulties
with the arch.
Councilor Mazzitello commented that he struggles with the variance portion of the application, not the
CUP. He stated that the 70s architecture was the reason for the creation of the related ordinance. He
commented that if the porch were built to codified standards, a variance would not be needed. He stated
that while he appreciates architectural opinions, he did not believe a decision on the variance could be
made based on whether they like the appearance. He stated that if the five by ten porch were built, a
variance would not be needed. He stated that the placement of the home on the lot could not be used as
the difficulty as the ordinance was created three decades after the placement of the home.
Councilor Lorberbaum commented that the resident is trying to make something look good and meet the
conditions under awkward dimensions for the home. She stated that this would be different if the home
were set normally, but it is not.
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Councilor Mazzitello commented that the dimensions allowed would remain within the allowed front
porch setback and therefore would not require a variance. He stated that he does not believe that the
proposal is wrong, or does not look good but is simply attempting to justify a practical difficulty why the
codified distance must be exceeded. He stated that aesthetics cannot be that reason, although he agreed
that the allowed size may look to small compared to the home. He stated that he would like to give this
resident what he is requesting but is struggling to find the practical difficulty for the variance. He stated
that he could be one vote in opposition compared to the other members of the Council and would be okay
with that vote.
Councilor Paper used the scenario that the home were setback 50 feet from the curb and asked if there
would still be a limit to the size of the porch. It was confirmed that there would not be that limit.
Councilor Lorberbaum commented that this would be unique then because of where the home is placed.
Mayor Levine commented where the home is placed is the reason for the variance.
Councilor Mazzitello reiterated that if the codified dimensions were used for the porch, a variance would
not be required, therefore the placement of the home cannot be the reason.
Mayor Levine disagreed. She stated that the setback already encroaches into the home and therefore the
placement of the home and location of the setbacks do not make sense on this lot. She stated that the
Planning Commission also struggled with this, and she followed the logic of the Commission and believes
that they came to the same conclusion. She recognized that there is not always a correct answer, but
sometimes a best answer. She stated that the Council then needs to find the best answer and given the
placement of the home on the lot and the location of the cul-de-sac she believes the best answer is to
approve the variance.
Councilor Lorberbaum asked if Councilor Mazzitello would agree that the problem is not made by the
applicant.
Councilor Mazzitello replied that the variance is of their making because they want a six-foot entryway
rather than the allowed five feet. He agreed that the location on the lot is not of their making but did not
believe that is a factor in this case. He commented that where the setback line intrudes into the home to
the south is inconsequential to the porch.
Councilor Miller commented that nothing about this house makes sense. He stated that whoever built this
home did a real crap job. He stated that the placement of the home, the unique characteristics of the lot
did not do any favors to the builder, but the features of the home look askew compared to the other homes
on the cul-de-sac. He stated that the proposed project would fit well into the neighborhood. He understood
the perspective of Councilor Mazzitello, but stated that from a broader standpoint the homeowners are
trying to do their best in making lemonade from lemons. He agreed that the small dimensions would clear
the bar and not require a variance, but did not believe that would do justice to the home.
Councilor Mazzitello asked if the applicant would be willing to change the depth to five feet.
City Council | Tuesday, November 21 | Page 12 of 104
Mr. Bogg replied that he would not want to do that. He stated that they did consult with the architect
again once they saw the potential conflict at the Planning Commission. He stated that the architect stated
that they would design whatever was requested but with smaller dimensions it would look off and they
may not want to move forward. He stated that would start this process over with a new architect which
would delay the purpose of having this in place before winter to shelter the area from the weather. He
stated that if the home were setback further, they would be allowed to create a much larger entryway but
because of the placement of the home and small setback he needs to ask approval to build anything. He
reiterated that the arch does come into the home. He commented that this would not only be an
improvement to their home but the overall neighborhood.
Ayes: 4
Nays: 1 (Mazzitello)
E)APPROVE RESOLUTION 2023-81 FOR A LOT LINE ADJUSTMENT AND VARIANCE AT
2507 AND 2511 CONDON COURT (PLANNING CASE 2023-36)
Planning Consultant Jennifer Haskamp explained that the Council was being asked to consider adopting
a resolution approving a lot line adjustment and a variance from the 100-foot lot width requirement for
lots in R-2 districts. The applicant is proposing to move the existing lot line approximately six feet, which
will further reduce the frontage for the property located at 2511 Condon Court.
Councilor Paper stated that at some point the right-of-way reduction was approved to save the oak trees.
He thought that would only be for one home on the lot. He stated that at the time there was enough room
to build one more unit and the request for the right-of-way vacancy was to preserve the oak trees. He
thought that it was not supposed to create two more units.
Public Works Director Ryan Ruzek replied that is correct that the homeowner wanted the trees on his
property and intended to construct a single-family home. He stated that in 2022 the owner determined
that he was not going to construct a single-family home and submitted an application to allow a duplex,
which was reviewed and approved by both the Planning Commission and City Council.
Councilor Miller commented that he also remembered that similarly and noted that he believed that
perhaps not the full Council voted in favor of that request at that time, but it was adopted.
Mayor Levine stated that was Resolution No. 2022-70, but did not recall the vote although it did pass and
therefore this type of dwelling unit is allowed.
Councilor Mazzitello moved to adopt RESOLUTION NO. 2023-81 APPROVING A LOT LINE
ADJUSTMENT AND VARIANCE FOR THE PROPERTIES LOCATED AT 2511 CONDON COURT
AND 2507 CONDON COURT.
Councilor Paper seconded the motion.
Further discussion: Mayor Levine commented that this would be one building with a shared wall and
would meet the standards for the lot, therefore the building could be the same size whether it is a duplex
or single-family home.
City Council | Tuesday, November 21 | Page 13 of 104
Councilor Miller commented that while he does not love the idea, he can live with it if it would look
complimentary with what exists next door.
Mayor Levine noted that this will match better with the adjacent building and commented that a typical
single-family home would almost look out of place in this location.
Councilor Paper referenced the driveway and confirmed that the turnaround was necessary because the
oaks would prevent that from going straight onto Condon Court. He asked if the driveways are connected
or whether there would be space between.
Public Works Director Ryan Ruzek replied that the plans show the driveway as one large surface and the
R-2 zoning does not require a five-foot setback, therefore that would be allowed.
Ayes: 5
Nays: 0
F)APPROVE RESOLUTION 2023-82 FOR A LOT LINE ADJUSTMENT AND VARIANCE AT 641
HAMPSHIRE DRIVE (PLANNING 2023-20)
Planning Consultant Jennifer Haskamp explained that the Council was being asked to consider adopting
a resolution approving a lot line adjustment and a variance from the 100-foot frontage requirement for lots
in R-1 districts. The applicant is proposing to move the existing lot line approximately six feet to the west,
which will produce legally non-conforming frontage for the property located at 645 Hampshire Drive.
Tim Wilkin, 645 Hampshire Drive, was present to address questions noting that he is the neighbor that is
giving up the six feet.
Councilor Mazzitello asked if the neighbors explored the option of a permanent recorded easement rather
than moving the lot line.
Mr. Wilkin replied that they did explore a lot of options but get along well and wanted to permanently fix
the issue to avoid any issues that could arise if one of them wanted to sell their property.
Mayor Levine commented that this option does make sense.
Councilor Mazzitello moved to adopt RESOLUTION NO. 2023-82 APPROVING A LOT LINE
ADJUSTMENT AND VARIANCE FOR THE PROPERTIES LOCATED AT 641 HAMPSHIRE AND
645 HAMPSHIRE DRIVE.
Councilor Paper seconded the motion.
Ayes: 5
Nays: 0
G) APPROVE PURCHASE OF PLOW TRUCK
Public Works Director Ryan Ruzek provided background information explaining that the City Council is
asked to approve a change of vendor for the plow truck that was approved for purchase on September 23,
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2021 and to also approve a purchase order to purchase a new plow truck that is on the Capital Improvement
Plan for 2024.
Councilor Lorberbaum asked if a downpayment was made when the original order was submitted.
Public Works Director Ryan Ruzek replied that no funds were out down and there is not a penalty to
cancel the order.
Councilor Paper referenced the truck order from 2021, recognizing that the price has increased. He asked
if the price would have been held from that time.
Public Works Director Ryan Ruzek replied that the price is due upon delivery, therefore a price was not
locked in.
Councilor Paper referenced the trade value of the truck decreasing and asked for details.
Public Works Director Ryan Ruzek replied that is an estimated trade-in value. He stated that the City has
sold a previous plow truck to the school district and the school district has reached out, therefore that may
be an interested party to sell the truck.
Councilor Paper commented that he feels that the trade-in value would result in a loss and would prefer
to sell the truck. He stated that this proposal would bring two trucks online at the same time and asked
how the lifespan would be stretched to ensure they do not need to be replaced at the same time in the
future.
Public Works Director Ryan Ruzek replied that the big plow trucks have a life of at least 15 years. He
stated that a fifth truck would also be kept. He noted that the original trade was to be done in 2022 with
the second to be done in 2024, therefore this would be on schedule other than the delay. He confirmed
that there would be sufficient storage space.
Councilor Mazzitello asked for information on Western Star and whether there has been any referral
information related to mechanical issues.
Public Works Director Ryan Ruzek replied that Egan has been converting to Western Star for a number
of years and does not have any concerns.
Councilor Paper asked if the City looked to purchase Western Star in 2021.
Public Works Director Ryan Ruzek commented that the price difference was about $10,000 at that time
but the price has come closer now, estimating a difference of about $2,000 now.
Councilor Miller moved to authorize STAFF TO ISSUE PURCHASE ORDERS TO BOYER FORD AND
TOWMASTER FOR Pos TO PURCHASE A TRUCK THAT WAS BUDGETED IN 2022 AND TO
PURCHASE A TRUCK FOR 2024.
Councilor Mazzitello seconded the motion.
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Further discussion: Mayor Levine thanked Public Works for the work in the coming season to manage
snow removal.
Public Works Director Ryan Ruzek noted that there would be two name the plow contest winners this
year. He also confirmed that these would both be brine plows.
Ayes: 5
Nays: 0
COMMUNITY ANNOUNCEMENTS
City Administrator Cheryl Jacobson announced upcoming community events and activities.
COUNCIL COMMENTS
Councilor Paper commented that it was great to welcome Mayor Garlock back to the Chambers tonight
and the work Beyond the Yellow Ribbon does is incredible and ties well with the upcoming Veterans Day
holiday. He thanked all the Veterans in the community for their contribution, recognizing Councilor
Mazzitello. He also noted Movember, which is meant to draw awareness to men’s health.
Councilor Lorberbaum thanked the Parks and Recreation Department for the Trick or Teeing event, which
was well attended and well organized. She encouraged residents and families to participate in the event
next year. She recognized the veterans in the community and beyond for all that they have done along
with the families of veterans. She stated that on November 8, 1926, at 4,119 feet in length, the Mendota
Bridge opened and became the longest, continuous, concrete arch bridge in the world. She highlighted
upcoming election dates for the primaries and thanked all that recently served as election judges along
with those that will serve in the upcoming elections.
Councilor Miller thanked all who have served and are serving, recognizing and thanking Councilor
Mazzitello for his service. He commented that it is an honor to work with him and appreciates the sacrifice
that he made.
Councilor Mazzitello thanked everyone that voted in the election the previous day. He stated that people
honored on Veterans Day are the people that should be thanked for the right to vote. He commented that
every veteran makes a commitment and writes a check up to the value of their life. He stated that anyone
willing to do so, is entitled to a square deal.
Mayor Levine echoed the comments made thus far. She stated that Sheila Robinson has also done a great
job working with veterans in the community. She stated that it has been three weeks since her father
passed away and acknowledged the support the community has shown her and her family.
ADJOURN
Councilor Paper moved to adjourn.
Councilor Mazzitello seconded the motion.
Ayes: 5
City Council | Tuesday, November 21 | Page 16 of 104
Nays: 0
Mayor Levine adjourned the meeting at 10:08 p.m.
____________________________________
Stephanie B. Levine, Mayor
ATTEST:
_______________________________
Cheryl Jacobson, City Administrator
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CITY OF MENDOTA HEIGHTS
AIRPORT RELATIONS COMMISSION
September 20, 2023 6:00 p.m.
City Hall 1101 Victoria Curve
A regular meeting of the Mendota Heights Airport Relations Commission was held on Wednesday,
September 20, 2023 at Mendota Heights City Hall, 1101 Victoria Curve.
1.Call to Order
Chair Norling called the meeting to order at 6:00 pm. Commissioners present: Norling, Sharma,
Sloan, Dunn, Neuharth, and Bobbitt. Commissioner absent: Hamiel. Staff present: City
Administrator Jacobson and Office Support Assistant Robertson.
2.Approval of Agenda
Chair Norling explained and proposed the idea of using a consent agenda at future meetings to
expedite the process for approving minutes and acknowledging reports.
3.Approval of Minutes
a.July 11, 2023 Regular Meeting
b.July 19, 2023 Joint Meeting with Eagan ARC
Motion by Bobbitt and second by Sloan to approve the agenda and two sets of minutes.
Motion carried 6-0.
4.Public Comments
Rose Agnew, of 671 Woodridge Dr, was present. She noted she attends the meetings
occasionally to check progress and stay plugged in.
5.Unfinished and New Business
a.Update on MSP VOR-MON and Procedure Development
City Administrator Jacobson updated the commission on the Noise Oversight Committee’s
(NOC) establishment of a subcommittee to review RNAV procedural changes. The Federal
Aviation Administration (FAA) has predesigns completed and the NOC subcommittee will
meet with the FAA to continue work on the proposed procedures and designs, as many
have been waivered and are out of date. They plan to hold a closed meeting in October.
Commissioner Bobbitt asked if the FAA has documentation of when the procedures
became waivered. Administrator Jacobson stated that the FAA had not provided any
details on the out of date procedures.
Chair Norling noted that the presentation to the Minneapolis Airports Commission (MAC)
will be held on October 12.
City Administrator Jacobson added that public engagement workshops are projected for
2024.
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Chair Norling commented that they might also look at the south flow noise abatement
procedures. She proposed to the commission that they meet in October after City
Administrator Jacobson receives more information from the subcommittee.
City Administrator Jacobson will follow up with the Commission at that time.
b.Noise Oversight Committee Proposed 2024 Work Plan
Chair Norling asked City Administrator Jacobson how to share any procedural ideas with
the MAC.
City Administrator Jacobson confirmed that the commission should flow information to the
MAC through her and she’ll report it onto their staff.
Chair Norling expressed that the work plan was very thorough and a lot to work through,
even though some of the items were standing from year to year.
The commission as a whole had nothing to share or add.
6.Acknowledge Receipt of Reports and Correspondence
a.Review of Airport Operational Statistics
1.Complaint Information
City Administrator Jacobson shared charts and data.
Commissioner Neuharth noted there were a few missing text items from the graphs that
would help clarify the data.
City Administrator Jacobson shared additional charts presented by MAC staff to help
clarify data points.
2.Runway Use Information
Operation charts were reviewed.
3.Noise Monitor Information
Commissioner Dunn noted some stark noise differences between the data of Mendota
Heights and Minneapolis.
Chair Norling noted the proposed change in adding charts to the consent agenda from
here on out, and reminded commissioners to read and review the operational statistics
ahead of time.
7.Commissioner Comments
Commissioner Sharma is interested in the NOC’s subcommittee work coming up.
Chair Norling thanked City Administrator Jacobson for her work on that subcommittee.
Commissioner Bobbitt thanked City Administrator Jacobson and Chair Norling for a well-
organized meeting.
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City Administrator Jacobson asked the commission if they’d be interested in hosting a MAC
listening session, coordinating with other local communities such as Sunfish Lake. The
commission provided a general consensus to host an upcoming listening session.
8. Adjourn Meeting
Motion by Neuharth and second by Dunn to adjourn the meeting.
Motion carried 6-0.
Chair Norling adjourned the meeting at 6:50pm.
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CITY OF MENDOTA HEIGHTS, DAKOTA COUNTY, MINNESOTA
PARKS AND RECREATION MEETING MINUTES
SEPTEMBER 12, 2023
The September meeting of the Mendota Heights Parks and Recreation Commission was held
on Tuesday, September 12, 2023, at Mendota Heights City Hall, 1101 Victoria Curve.
1. Call to Order – Chair Jaffrey Blanks called the meeting to order at 6:30 p.m.
2. Roll Call – The following Commissioners were present: Chair Jaffrey Blanks,
Commissioners: Stephanie Meyer, Michelle Muller, Jo Schifsky, Dan Sherer, and Michael Toth;
absent: Commissioner Tica Hanson. Student Representative: Meg Murphy. Staff present:
Parks and Recreation Manager Meredith Lawrence, Recreation Program Coordinator Willow
Eisfeldt, and Public Works Director Ryan Ruzek.
3. Pledge of Allegiance
The Pledge of Allegiance was recited.
4. Approval of Agenda
Motion Sherer/second Muller to approve the agenda AYES 6: NAYS 0
5.a Approval of Minutes from August 8, 2023 Regular Meeting
Motion Muller/second Schifsky to approve the minutes of the August 8, 2023 Parks and
Recreation Commission Regular Meeting. AYES 6: NAYS 0
6. Citizen Comment Period (for items not on the agenda)
None.
7.Acknowledgement of Reports
Chair Blanks read the titles of the three updates (Par 3, Recreation, and Park Improvement
Updates) and polled the Commissioners for questions.
7.a Par 3 Update
Parks and Recreation Manager Meredith Lawrence briefly reviewed the report, noting that the
June financial report was also included and provided an overview. She highlighted record
breaking rounds in both June and July and also noted that concession sales have increased as
well. She commented that August was also a strong month and September has been strong
thus far as well. She stated that all of the equipment that was ordered in 2021 has now been
delivered and aeration was completed the previous week. She highlighted additional
improvement projects that have been completed or will still be completed this season.
7.b Recreation Update
Recreation Program Coordinator Willow Eisfeldt provided an overview of the different events
held during the Parks Celebration weekend. She highlighted upcoming events and
programming opportunities.
Commissioner Muller thanked staff for their efforts for the Parks Celebration events. She
commented that the events were great and there were many volunteers of all ages. She noted
5cCity Council | Tuesday, November 21 | Page 23 of 104
that the Makers Market follows the District’s 5K and encouraged people to participate in the 5K
as well.
Commissioner Schifsky asked for details on Cycles and Cider and asked who the fixers would
be.
Recreation Program Coordinator Willow Eisfeldt stated that she reached out to Dakota County
and was able to secure some volunteers that assist with County bike fix it events. She stated
that a staff member also has a family member with that skill that will be volunteering.
Commissioner Muller thanked staff for incorporating the new event.
7.c Parks Improvement Update
Parks and Recreation Manager Meredith Lawrence provided an overview of the report
highlighting progress on the different improvement projects.
Commissioner Muller asked if skaters should remain off the concrete at Rogers Lake Park.
Ms. Lawrence confirmed that there are signs that the park is closed as the concrete needs to
cure for 30 days. She stated that people will be made aware of when the concrete is available
for use.
Commissioner Schifsky stated that perhaps better signage is needed as she saw people skating
on her way into the meeting tonight.
Ms. Lawrence noted that there is also caution tape but noted that staff will need to find
something better to block off that area.
8. New Business
8.a Establish Master Plan RFP Subcommittee
Parks and Recreation Manager Meredith Lawrence stated that staff is seeking two or three
commissioners to serve on a Master Plan RFP Subcommittee. She stated that staff would like
to begin working on the RFP now, explaining that if the project is included in the budget for
2024, they would be able to begin work much quicker than if the creation of the RFP is delayed
until 2024. She recognized that all members may want to provide input and therefore once the
subcommittee work is completed, it would come before the Commission for input. She stated
that if the item is included in the budget, staff would issue the RFP in December.
Commissioners Meyer and Schifsky volunteered.
Commissioners Sherer and Toth commented that their schedules would not allow participation
in the subcommittee.
Chair Blanks commented that he could also participate.
Motion Blanks/second Muller to appoint Chair Blanks, Commissioner Meyer, and Commissioner
Schifsky to a subcommittee to establish a Master Plan RFP. AYES 6: NAYS 0
8.b Parks Tour Agenda
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Parks and Recreation Manager Meredith Lawrence stated that the Commission annually holds a
park tour and at the last meeting, October was chosen as the month for that tour. She noted
that the tour will take the place of the regularly scheduled October meeting. She reviewed the
parks that were included in the tour for the previous year. She noted that Valley Park has been
requested as one of the locations and welcomed input on the other park locations.
Chair Blanks asked the next park assigned for remodel.
Ms. Lawrence noted that would be Ivy Hills. She stated that Valley was included in the CIP for
next year but was pushed back to allow trail work to be completed.
Commissioner Meyer suggested Marie to review the pickleball courts. She noted that could be
the last visit to allow staff to get back to City Hall easily.
Commissioner Sherer suggested Friendly Hills as well to compare the pickleball courts.
Commissioner Toth asked if they should focus on parks that need attention and have upcoming
projects.
Commissioner Muller noted that Valley would be a good location because of the need for
improvements and commented that would also give them an opportunity to look at the pavilion
as the pavilion improvements keep getting put off.
Commissioner Meyer stated that perhaps Victoria Highlands would be a good choice because
of the age of the swing set, as the swings were not replaced at the same time as the
playground. She stated that she would not be opposed to Mendakota but has spent a fair
amount of time there this summer as may have other members of the Commission.
Commissioner Muller noted that Mendakota could be a good fit as they go into the master
planning process.
Ms. Lawrence provided details on the potential for that playground to be fully accessible, noting
that is scheduled for five years out. She stated that they would be soliciting outside funding for
that project and therefore it would be a different process than typical playground replacement
projects.
Commissioner Sherer stated that Kensington could be another opportunity as they move into
soccer season as it has nice fields but not a lot of parking.
Ms. Lawrence replied that facility is maxed out for the allowed soccer field hours, although it
does not get large tournaments.
Commissioner Muller noted that would also provide an opportunity to review the fencing issue
that was declined by the City Council.
Ms. Lawrence confirmed the parks as Valley, Marie, Friendly Hills, and Kensington and
commented that staff would solidify the order of the visits.
9. Unfinished Business
9.a Parks and Recreation Strategic Planning Update
City Council | Tuesday, November 21 | Page 25 of 104
Parks and Recreation Manager Meredith Lawrence provided an update on the progress on the
strategic goals.
Commissioner Meyer referenced community engagement, noting that it is great to do new and
different things in the future. She noted that one of the intentions was to inform people about
the Park Commission, encourage interested people to serve, and receive input in a less formal
setting. She commented that she feels that it is important to meet people where they are rather
than asking them to come to City Hall, where they may not feel as comfortable sharing their
thoughts.
Ms. Lawrence recognized that community engagement is up to the Commission and if that is
something the Commission wants to do, staff would support that, but staff will not take the lead.
Commissioner Meyer agreed, noting that she believed that they did get benefits out of the
previous sessions.
Chair Blanks agreed as well, noting that he would like to increase visibility of the Commission at
different events, suggesting t-shirts which would allow the public to know they are part of the
Commission. He agreed that they did get a lot out of the engagement focusing on visibility and
programing. He stated that they are not necessarily not doing community engagement
anymore, but perhaps that is done more through interactions in the community rather than the
focus groups.
Ms. Lawrence stated that they could move more quickly with nametags for the group, while t-
shirts may take a bit longer to design.
Commissioner Schifsky agreed that nametags would be a good start.
Chair Blanks stated that he would also like to do t-shirts.
Ms. Lawrence confirmed that she could work with Chair Blanks and Commissioner Muller to
develop a draft design for the shirts that could be presented to the Commission for review.
Commissioner Sherer encouraged the members of the Commission to engage with residents
and groups, informally, to continue to gather input and different perspectives.
10.Staff Announcements
Parks and Recreation Manager Meredith Lawrence shared the following announcements:
•She will contact the subcommittee members to begin that process
•Seasonal employment positions have been posted on the website for the winter season
•Thanks to staff as it has been a busy few months with the summer recreation and event
season
•Other events can be found on the City’s website
11.Student Representative Update
Student Representative Murphy commented that it is great to see the Par 3 doing well and there
appear to be some fun activities coming up in the next few weeks.
City Council | Tuesday, November 21 | Page 26 of 104
12.Commission Comments and Park Updates
Commissioner Sherer
•Everything is in good shape at Hagstrom King with the playground and basketball court
are getting a lot of use and some teams are still using the fields
•The contractor did a fabulous job at Civic Center on the baseball field
Commissioner Toth
•Asked how often the woodchip material is leveled back out at Mendakota
•Spoke with a resident at Friendly Hills that was gathering acorns to feed the squirrels
during the winter and a number of residents were playing pickleball
Parks and Recreation Manager Meredith Lawrence provided details on the monitoring of park
condition done by season and regular parks staff.
Commissioner Muller
•Rogers Lake has been very active with people enjoying fishing and canoeing and noted
people skating on the concrete
•Asked about a pedestrian trail crossing
•Kensington looks great but the fencing is rusted
Public Works Director Ryan Ruzek provided an update on the timing of that pedestrian crossing
as part of a MnDOT project.
Chair Blanks
•Market Square is great and there is a new restaurant open
•Valley Park is a great park, and the basketball court was being used by young children
Commissioner Schifsky
•Was impressed with the new concrete pad at Rogers Lake, noting that she also saw
people skating on the surface
•Ivy Hills looks great
•It is great to see the projects underway at Wentworth
Commissioner Meyer
•Marie has been busy with pickleball play
•Valley View Heights is also wonderful with the new playground equipment
•Echoed thanks to staff for the events that have occurred this year and those yet to come
13. Adjourn
Motion Muller/Second Toth to adjourn the meeting at 7:31 PM
AYES 6: NAYS 0
Minutes drafted by:
Amanda Staple
TimeSaver Off Site Secretarial, Inc.
City Council | Tuesday, November 21 | Page 27 of 104
City Council | Tuesday, November 21 | Page 28 of 104
CITY OF MENDOTA HEIGHTS
DAKOTA COUNTY
STATE OF MINNESOTA
Minutes of the Parks and Recreation Commission Work Session
October 3, 2023
Pursuant to due call and notice thereof, a work session of the Parks and Recreation Commission, City of
Mendota Heights, Minnesota began at Kensington Park: 2627 Concord Way, Mendota Heights MN.
CALL TO ORDER
Chair Jaffrey Blanks called the meeting to order at 4:32pm. Commissioners Muller, Schifsky, Toth, Meyer
(arrived at 4:45pm) and Hanson were also present. Commissioner Sherer was absent.
City staff present included Meredith Lawrence, Parks and Recreation Manager and Ryan Ruzek, Public
Works Director.
TOUR OF KENSINGTON PARK
The commission took a look at the fence at Kensington Park on the Southern portion of the park that
backs up to Highway 494. Staff discussed that this project was not included in the 2024 budget and that
the next year will be a good opportunity to seek potential alternatives to a chain-link fence replacement.
The Commission discussed with staff the usage of the fields and the concession stand, as well as the
process to obtain a permit for the picnic shelter.
Commissioner Muller commented that the new lilac bushes look wonderful. Public Works Director
Ruzek discussed with the commission the potential greenway project and trail connection that is
proposed to go through Kensington Park.
TOUR OF FRIENDLY HILLS PARK
The Commission reviewed the pickleball courts and discussed the surface and potential options for
additional pickleball courts at the park moving forward. Commissioner Schifsky suggested that the
courts be repositioned in the future and that 10 courts are included in the hockey rink in the future. The
Commission discussed the need for dedicated pickleball courts within the community as a whole.
Commissioner Muller brought up concerns in the park regarding trail connectivity from the parking lot,
in addition to the lack of accessibility.
Parks and Recreation Manager Lawrence discussed recent vandalism at Friendly Hills Park within the
tennis courts and next steps for remedying the issue.
The Commission reviewed the playground at the park and discussed the need for the replacement of the
swing set. The Commission discussed options when the playground is replaced. This project is currently
slated for a replacement in 2026. Commissioner Schifsky suggested a nature-based playground be
considered. Staff discussed potential opportunities and constraints with a nature-based playground
moving forward.
5dCity Council | Tuesday, November 21 | Page 29 of 104
TOUR OF VALLEY PARK
The Commission reviewed the current state of the trail system through Valley Park. Public Works
Director Ruzek discussed Dakota County taking over the greenway and the potential changes the park
and trail system will undergo. Public Works Director Ruzek discussed with the Commission that Dakota
County offered to replace the existing tennis courts with new pickleball courts free of cost to the City
due to the potential encroachment of the tennis fence, but that the City Council was not in favor of that
idea.
The Commission discussed the importance of adding electricity to the new picnic shelter replacement at
Valley Park in the future. In reviewing the playground, the Commission discussed the importance of
providing inclusive playgrounds that provide opportunities to all residents regardless of ability or
physical limitations.
TOUR OF MARIE PARK
The Commission was excited to see the tennis courts being used at Marie Park and commented that
each park that was visited that evening with tennis courts had residents using them which was positive.
The Commission reviewed the surface of the pickleball courts within the hockey rink and enjoyed seeing
the lights being used for nighttime pickleball play. Commissioner Hanson asked if the nets could be
replaced with real pickleball nets and staff said they would look into it.
The Commission reviewed the playground and discussed how positive and successful this project has
been. Staff discussed with the commission that included in the preliminary budget for 2024 included
funding for the addition of dugouts at the field and infield renovation work to provide a better and safer
playing surface for users.
Parks and Recreation Manager Meredith Lawrence summarized the comments heard from the
commissioners and discussed upcoming recreation programs and events.
The commission adjourned the meeting at 6:35pm.
Minutes Taken By:
Meredith Lawrence
Parks and Recreation Manager
City Council | Tuesday, November 21 | Page 30 of 104
Request for City Council Action
DATE: November 21, 2023
TO: Mayor, City Council, and City Administrator
FROM: Kelly Torkelson, Assistant City Administrator
SUBJECT: Approve City Clerk Hire
INTRODUCTION
The City Council is asked to authorize the hiring of Nancy Bauer as City Clerk.
BACKGROUND
The City Council authorized staff to internally advertise to fill the vacant City Clerk position at its
November 8 meeting. Staff are pleased to recommend the hiring of Nancy Bauer as the new City
Clerk.
Nancy currently serves as the Deputy City Clerk/Secretary and has a wealth of knowledge and
experience that will allow her to seamlessly step into the role of City Clerk. Her extensive
knowledge of elections and the specific needs and expectations of the Mendota Heights community
and City Staff will provide invaluable stability going into the upcoming presidential election year.
This upcoming election year will be a challenging and intensive time for elections with three
different elections throughout the year including the presidential election which brings an elevated
level of workload and public oversight. With Nancy’s leadership, staff are confident that the voters
will continue to experience the high-quality service that Mendota Heights voters have come to
expect.
With Nancy’s promotion to City Clerk, her current position will be vacant. Staff will be reviewing
the job description and bringing forward the position for recruitment authorization at an upcoming
city council meeting.
BUDGET IMPACT
The City Clerk is a budgeted position. Staff are recommending the hiring of Nancy Bauer at Step
5 of Pay Grade 12 with an annual salary of $99,006 per the 2023 compensation plan effective
November 22, 2023.
ACTION RECOMMENDED
Staff recommends that Council authorize the hiring of Nancy Bauer as City Clerk with an annual
salary of $99,006.
ACTION REQUIRED
If City Council concurs, it should by motion, authorize the hire of hiring of Nancy Bauer as City
Clerk with an annual salary of $99,006.
5eCity Council | Tuesday, November 21 | Page 31 of 104
City Council | Tuesday, November 21 | Page 32 of 104
DATE:
TO:
FROM:
SUBJECT:
November 21, 2023
Mayor, City Council and City Administrator
Kelly Torkelson, Assistant City Administrator
Approve Purchase of M365 Licensing
INTRODUCTION
Staff are requesting authorization for the purchase of M365 software licensing to continue use of
Microsoft products for city business.
BACKGROUND
The new M365 software is a necessary transition for the city. In addition to extending the city’s
current use of Microsoft products, M365 introduces additional tools that further fill needs within
the city’s technology environment.
Features such as the real time implementation of Microsoft updates will support operations and
reduce cybersecurity vulnerabilities. The hosting of the city’s email data in the M365 cloud will
improve the city’s ability to manage data practices requests without requiring the possession of
individual devices and the streamlining of password management will help to support the city’s
cybersecurity efforts.
The implementation of M365 in Mendota Heights is following LOGIS’s implementation of the
software at other cities. Rather than serve as the test case for new software, Mendota Heights will
be able to use the lessons and insights gained through this software implementation in other
cities to inform the process here.
BUDGET IMPACT
This is a budgeted expense in the 2023 and 2024 budget. There are two different costs associated
with this project. The licensing cost which is an annual expense is locked in for the next three
years at a cost of $32,231 annually. In addition, the project will require additional project hours
from LOGIS for implementation which will cost $18,000.
The 2023 budget includes $42,500 for this project and the 2024 budget includes $41,500. Some
of the expenses will apply to the 2023 budget and some will apply to the 2024 budget. Between
the budgeted expenses for 2023 and 2024 the cost for implementation and licensing comes in
$1,538 below budget. Staff will plan to include the annual cost of $32,231 in the 2025 budget.
5fCity Council | Tuesday, November 21 | Page 33 of 104
RECOMMENDATION
If the City Council agrees, it should authorize the purchase of M365 licensing 2023 for the cost
of $50,231 with an ongoing annual cost for the next two years of $32,231.
REQUESTED ACTION
Motion to authorize the purchase of M365 licensing 2023 for the cost of $50,231 with an
ongoing annual cost for the next two years of $32,231.
City Council | Tuesday, November 21 | Page 34 of 104
Request for City Council Action
Request for City Council Action
DATE: November 21, 2023
TO: Mayor, City Council and City Administrator
FROM: Sharon Hinze, Utility Billing Clerk
SUBJECT: Res. 2023-86 and Res. 2023-87- Delinquent Utility Charges
INTRODUCTION/BACKGROUND
There are currently 75 delinquent sewer accounts totaling $48,209.88 to be certified to Dakota County for
collection with property taxes per City Code 10-3-7. In the year 2022, we certified approximately $28,564.30
of delinquent sewer charges to Dakota County for collection with property taxes.
Further, per City Code 10-5-5, the City is authorized to certify to Dakota County for collection with property
taxes and any unpaid costs for water charges that are past due to the Board of Water Commissioners of the
City of St. Paul. There are 59 water accounts with the Board of Water Commissioners of the City of St. Paul
totaling $30,233.58 to be certified this year. In the year 2022, we certified approximately $20,147.08 of
delinquent water charges to Dakota County for collection with property taxes.
In addition, per City Code 4-3-4B, the City is authorized to certify to Dakota County for collection with
property taxes any unpaid costs for the cutting and removal of weeds, grass and other vegetation. However,
there are no delinquent weed accounts to be certified this year.
Per City Code and City Ordinance, we have included in these amounts all balances, interest and late charges.
The total amount of said utility charges shall be paid with general property taxes for the year 2023 and
collectable in 2024. Per City Code and City Ordinance, letters were sent to property owners of sewer accounts
past due in excess of two quarters, notifying them that if the delinquency was not paid by November 13, 2023,
the amount due, plus seven percent (7%) interest and a $50.00 charge will be certified to Dakota County for
collection with property taxes.
ACTION REQUIRED
It is recommended that the city council approve the attached Resolutions:
RESOLUTION NO. 2023-86 “RESOLUTION CERTIFYING DELINQUENT SEWER UTILITY
CHARGES TO THE DAKOTA COUNTY AUDITOR FOR COLLECTION WITH REAL ESTATE
TAXES.”
RESOLUTION NO. 2023-87 “RESOLUTION CERTIFYING DELINQUENT WATER CHARGES TO
THE DAKOTA COUNTY AUDITOR FOR COLLECTION WITH REAL ESTATE TAXES.”
5g/hCity Council | Tuesday, November 21 | Page 35 of 104
CITY OF MENDOTA HEIGHTS
DAKOTA COUNTY, MINNESOTA
RESOLUTION 2023-86
A RESOLUTION CERTIFYING DELINQUENT SEWER UTILITY CHARGES TO THE
DAKOTA COUNTY AUDITORS FOR COLLECTION WITH REAL ESTATE TAXES
WHEREAS, under the provisions of City Code 10-3-7 adopted by the City Council of the City
of Mendota Heights on February 18, 2003, it is provided that if sewer rental charges due to the
City for the use of the City’s sewer system are not paid within thirty (30) days after the mailing
of a billing statement thereof, the same shall be collected and the collection thereof enforced in
the same manner and in all respects as county and state real estate taxes, subject to like penalty,
cost and interest charges; and
WHEREAS, the City Clerk has advised the City Council that the total sewer rental charges due
to the City as of October 13, 2023, has been sent to the last known owner of said properties and
that more than thirty (30) days has elapsed since the mailing of said statement; and
WHEREAS, said properties are all situated in the City of Mendota Heights, County of Dakota,
Minnesota, and the parcel identification number of said properties, and the total amount of sewer
rental charges due for each said parcel through November 13, 2023, are more particularly
described as follows:
PARCEL ID NUMBER AMOUNT DUE
276970301020 $584.90
274210008010 $755.92
271715002100 $470.16
273130003041 $603.50
270380013020 $753.96
277115012070 $424.68
276970301070 $302.24
276970104024 $858.12
270420000170 $575.26
277640202030 $370.64
277640203070 $844.42
272245002060 $464.38
274210001040 $848.26
274210005020 $718.38
City Council | Tuesday, November 21 | Page 36 of 104
271715104010 $510.74
278130000062 $122.66
273860004070 $433.02
275750003080 $359.86
275750003120 $689.42
271710001160 $1,047.96
271710001210 $813.26
277105000172 $426.32
277115013040 $894.06
277640100050 $820.70
274920001021 $607.46
278330000181 $656.22
274210005040 $1,179.68
277640100241 $678.42
277640100180 $369.18
273760005070 $1,055.94
273760006160 $846.42
278430000040 $430.58
272250001070 $490.82
276470002050 $568.64
276970207140 $675.36
270230050021 $862.52
275420001071 $519.30
276970303120 $448.12
274495502050 $823.18
274495502030 $336.64
277105000080 $575.18
271715005060 $939.96
276475001012 $727.38
273760002010 $750.66
272780007060 $958.86
272780013030 $634.54
272780004170 $754.46
272780005090 $551.54
272780005150 $389.98
City Council | Tuesday, November 21 | Page 37 of 104
270360025010 $434.00
276460002120 $509.62
271830006040 $1,037.14
271830101200 $382.50
273180002110 $707.64
272780003060 $400.24
272780018060 $923.02
272840004110 $432.12
270410036018 $350.58
274822503080 $592.80
274822503060 $587.10
272780019180 $483.70
272780010250 $701.34
274160101090 $675.36
271915000070 $667.92
272336503030 $791.74
274530000070 $326.50
274530000140 $518.18
274520001020 $4,830.58
270410036011 $122.64
270240075010 $122.64
273070000060 $122.64
270400025010 $632.26
272245402010 $164.34
270230007031 $93.70
273767502080 $75.72
NOW, THEREFORE, IT IS HEREBY RESOLVED by the City Council of the City of
Mendota Heights, Minnesota, as follows:
1. That the total of said utility charges set forth above is hereby adopted and confirmed as
the proper unpaid utility charges due for the above-described properties through
November 13, 2023, for each of said lots, pieces and parcels of land shall be a lien
concurrent with the general taxes upon such parcels and all thereof.
2. That the total amount of said utility charges shall be payable with general taxes for the
year 2023 collectable in 2024.
City Council | Tuesday, November 21 | Page 38 of 104
3.That the Utility Billing Clerk shall prepare and transmit to the Dakota County Auditor a
certified copy of this Resolution with the request that each of said amounts shall be
extended upon the property tax lists of Dakota County to be thereafter collected in the
manner provided by law.
4. That a $50.00 service charge and seven percent (7%) interest has been added to each
delinquent utility account in accordance with City Code 10-3-7. B.2.
Adopted by the Mendota Heights City Council this 21st day of November, 2023.
CITY COUNCIL
CITY OF MENDOTA HEIGHTS
Stephanie B. Levine, Mayor
ATTEST
Cheryl Jacobson, City Administrator
City Council | Tuesday, November 21 | Page 39 of 104
CITY OF MENDOTA HEIGHTS
DAKOTA COUNTY, MINNESOTA
RESOLUTION 2023-87
A RESOLUTION CERTIFYING DELINQUENT WATER CHARGES TO THE
DAKOTA COUNTY AUDITORS FOR COLLECTION WITH REAL ESTATE TAXES
WHEREAS, under the provisions of City Code 10-5-5 adopted by the City Council of the City
of Mendota Heights on April 19, 2016, it is provided that if water charges are past due to the
Board of Water Commissioners of the City of St. Paul and are not paid within thirty (30) days
after the mailing of a billing statement thereof, the same shall be collected and the collection
thereof enforced in the same manner and in all respects as county and state real estate taxes,
subject to like penalty, cost and interest charges; and
WHEREAS, the City Clerk has advised the City Council that the total water charges due to the
Board of Water Commissioners of the City of St. Paul as of the middle of October, 2023 has
been sent to the last known owner of said properties and that more than thirty (30) days has
elapsed since the mailing of said statement; and
WHEREAS, said properties are all situated in the City of Mendota Heights, County of Dakota,
Minnesota, and the parcel identification number of said properties, and the total amount of water
charges due for each said parcel through November 7, 2023 are more particularly described as
follows:
PARCEL ID NUMBER AMOUNT DUE
272490301010 $297.18
277540001180 $1,547.18
277540001020 $2,494.80
277540001010 $1,862.60
277540001080 $366.16
275750002110 $67.76
273130003041 $190.84
275750003120 $458.16
271710001160 $776.96
274210008171 $214.04
274210005020 $193.48
274210005040 $727.00
273760003010 $213.90
273760002010 $828.06
City Council | Tuesday, November 21 | Page 40 of 104
277640202030 $226.26
277640100241 $711.98
277640203070 $132.16
271715005060 $452.92
273765005030 $370.52
277770001010 $170.88
277110002030 $878.80
274210001040 $340.12
276400003060 $432.54
277105000080 $178.06
276450000160 $77.14
272336503030 $552.18
272245002060 $265.46
272245002050 $120.08
273860004021 $1,736.10
273860004100 $126.66
273860002010 $369.10
274520001020 $3,980.10
273190000040 $679.58
276970207140 $561.82
272920002010 $245.90
274495502050 $228.42
273767601200 $111.74
270230050021 $195.04
272250001070 $180.90
276470002050 $1006.36
276470004030 $104.66
272780007060 474.30
272780013030 $392.82
272780019050 $200.92
272780004170 $187.32
272780005130 $156.84
272780009020 $120.18
272780011060 $166.78
272780003060 $135.64
City Council | Tuesday, November 21 | Page 41 of 104
272780018060 $737.08
272780019180 $358.28
271830006040 $100.08
274822503060 $109.24
271830101200 $203.58
276475001012 $643.88
278195002100 $453.44
272840004110 $200.82
274160101090 $602.70
278195002190 316.08
NOW, THEREFORE, IT IS HEREBY RESOLVED by the City Council of the City of
Mendota Heights, Minnesota, as follows:
1. That the total of said water charges set forth above is hereby adopted and confirmed as
the proper unpaid utility charges due for the above-described properties through the
middle of October, 2023 for each of said lots, pieces and parcels of land shall be a lien
concurrent with the general taxes upon such parcels and all thereof.
2. That the total amount of said water charges shall be payable with general taxes for the
year 2023 collectable in 2024.
3. That the Utility Billing Clerk shall prepare and transmit to the Dakota County Auditor a
certified copy of this Resolution with the request that each of said amounts shall be
extended upon the property tax lists of Dakota County to be thereafter collected in the
manner provided by law.
Adopted by the Mendota Heights City Council this 21st day of November, 2023.
CITY COUNCIL
CITY OF MENDOTA HEIGHTS
___________________________________
Stephanie B. Levine, Mayor
ATTEST:
_____________________________________________
Cheryl Jacobson, City Administrator
City Council | Tuesday, November 21 | Page 42 of 104
Request for City Council Action
DATE: November 21, 2023
TO: Mayor, City Council and City Administrator
FROM: Dave Dreelan, Fire Chief
SUBJECT: Resolution 2023-88 Declaring Fire Department Equipment as Surplus and
Authorizing the Sale of Ladder 10
INTRODUCTION
The City Council is asked to declare Fire Department Ladder 10 as surplus and authorize the
sale.
BACKGROUND
In 1997, the fire department purchased Ladder 10 from Custom Fire Apparatus of Osceola
Wisconsin.
In October of 2023 the City took delivery of Ladder 11 which is intended to replace Ladder 10.
As part of the bid process, manufactures were encouraged to offer the city a trade-in value for
Ladder 10. The bid for Ladder 11 was awarded to Rosenbauer Inc, but they declined to offer
a trade-in value for Ladder 10. Representatives from Rosenbauer suggested the city would be
able to sell the truck on the open market for a greater value than they could offer as a trade-in.
Members of the truck committee contacted several local fire apparatus builders and several local
fire departments in search of recommendations on how best to market and sell Ladder 10. Brindlee
Mountain Fire Apparatus of Union Grove Alabama was recommended by all the individuals that
committee members spoke to.
If the city enters into a contract with Brindlee, they will have the exclusive right to offer
Ladder 10 at the agreed price until the apparatus is sold or the city terminates the agreement. If
the sale of Ladder 10 is facilitated by Brindlee, they shall be paid a commission of 10% of the
sale price. All the loose equipment with the exception of the ground ladders will be removed from
Ladder 10 and the truck will be sold “as is”.
If the city does not receive a reasonable offer on the truck in a predetermined time frame, the
contract with Brindlee can terminated and the truck can be offered for auction.
5iCity Council | Tuesday, November 21 | Page 43 of 104
BUDGET IMPACT
The truck is estimated to sell in the range of $30,000 to $50,000. All proceeds from the sale of
Ladder 10 will be deposited in the city’s Equipment Reserve Fund.
ACTION REQUESTED
If the Council concurs, it should by motion, adopt Resolution 2023-88 Declaring Fire Department
Ladder 10 as surplus and authorizing the sale of the apparatus through a contract with Brindlee
Mountain Fire Apparatus.
City Council | Tuesday, November 21 | Page 44 of 104
CITY OF MENDOTA HEIGHTS
DAKOTA COUNTY, MINNESOTA
RESOLUTION 2023-88
RESOLUTION DECLARING FIRE DEPARTMENT APPARATUS AS SURPLUS AND
AUTHORIZING THE SALE OF THE SAME
WHEREAS, the City Council of the City of Mendota Heights, Minnesota has been
advised by staff that certain fire department equipment described in the attached Exhibit A is no
longer needed for current or future municipal operations; and
WHEREAS, the estimated fair market value of the apparatus is estimated to be between
$30,000 and $50,000; and
WHEREAS, the Fire Department wishes to sell the apparatus on the open market via a
seller’s agent or specialized fire apparatus broker who shall have the exclusive right to offer the
apparatus.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Mendota
Heights, Minnesota as follows:
1. The Council declares as surplus the Fire Department apparatus as described in Exhibit A.
2. The Council authorizes the execution of the Listing and Marketing Commission
Agreement with Brindlee Mountain Fire Apparatus as attached in Exhibit B.
3. The council authorizes the disposal of said apparatus listed in Exhibit A pursuant to
Minn. Stat. § 471.345, at or above fair market value.
4. Pursuant to Minn. Stat. § 15.054, the surplus items will not be sold to a City officer or
employee.
5. All sales shall be final and the surplus items are to be sold in “as-is” condition.
6. The City Administrator is authorized to execute documents associated with the sale and
transfer of the equipment.
Adopted by the City Council of the City of Mendota Heights, Minnesota this 21st day of
November, 2023.
CITY COUNCIL
CITY OF MENDOTA HEIGHTS
Stephanie B. Levine, Mayor
ATTEST:
Cheryl Jacobson, City Administrator
City Council | Tuesday, November 21 | Page 45 of 104
Exhibit A
Item Description Estimated Fair Market Value
General Safety, 1998 Freightliner 4 door FL112 Chassis, with a
Waterous 1500 GPM fire pump, 65’ TELE-Squirt aerial ladder, with
a 1000 GPM master steam nozzle, and equipped with 3 ground
ladders- a 35’ 3 section, a 16’ roof and a 10’ attic.
$30,000-$50,000
City Council | Tuesday, November 21 | Page 46 of 104
Exhibit B
Listing and Marketing Commission Agreement
Brindlee Mountain Fire Apparatus
City Council | Tuesday, November 21 | Page 47 of 104
BRINDLEE MOUNTAIN FIRE APPARATUS
15410 Hwy 231 Union Grove AL 35175 ∙ 256-776-7786
Lis ng and Marke ng Commission Agreement
The undersigned Seller and Brindlee Mountain Fire Apparatus, LLC (“Brindlee”) being duly authorized, hereby enter into
the following contractual agreement (the “Agreement”) effec ve as of _______________________, 20_____:
Apparatus: ____________________________ (the “Apparatus”)
Apparatus owned or exclusively offered for sale by: _________________________________________ (“Seller”) If
Apparatus not owned by Seller, then owner of the Apparatus: _____________________________________(“Owner”)
List Price: The price at which the Apparatus will be listed shall be _________________________, or such other price
agreed upon by Seller and Brindlee (the “List Price”)
Seller grants Brindlee the non-exclusive right to offer the Apparatus for sale for the List Price. Brindlee shall have the
right, but not the obliga on, to market and adver se the Apparatus in any media of Brindlee’s choosing, including the
internet. Seller represents and warrants that the informa on provided to Brindlee by Seller, Owner and their agents and
representa ves regarding the Apparatus is true and correct and Seller holds Brindlee harmless and indemnifies Brindlee
from any liability resul ng from inaccuracies in such informa on. Seller agrees to pay Brindlee the commission set forth
below (the “Commission”) if Seller or Owner sells the Apparatus or any other fire apparatus to a buyer referred by
Brindlee (a “Referral”), or anyone ac ng on behalf of a Referral, whether or not the Apparatus is sold at the List Price.
The Commission shall be calculated as follows:
- The greater of 10% of the sales price or $500 if the subject Apparatus is sold for less than $150,000.00;
- 7% of the sales price if the subject Apparatus is sold for a price from $150,000.00 to $300,000.00; and
- 5% of the sales price if the subject Apparatus is sold for a price above $300,000.00.
Payment of the Commission will be made to Brindlee within 10 days a er the sale of the subject Apparatus. Seller shall
pay interest in the amount of 1.5% per month on Commission not paid within such 10 day period. Seller further agrees
that any addi onal costs incurred by Brindlee as part of collec on efforts for past due Commission will be reimbursed to
Brindlee by Seller. The Commission rights of Brindlee and the Commission obliga ons of Seller set forth in this
Agreement shall survive expira on or termina on of this Agreement.
Seller agrees to no fy Brindlee at the me of sale of the Apparatus as to the sales price and the name and address of the
buyer, regardless of whether such buyer is a Referral which was referred by Brindlee. Seller agrees that if Seller fails to
provide such informa on then Seller will pay a Commission to Brindlee as if the buyer of the Apparatus was a Referral
referred by Brindlee and the Apparatus was sold at the List Price.
Page 1
City Council | Tuesday, November 21 | Page 48 of 104
Either party may terminate this Agreement at any me by no fying the other party in wri ng. If any sale of the
Apparatus takes place to a Referral previously referred by Brindlee within one year subsequent to termina on of this
Agreement, Seller shall pay the same Commission to Brindlee as would have been paid if this Agreement had not been
terminated.
Seller agrees that Brindlee may list, market and sell other fire apparatus to prospec ve buyers who are interested in the
Apparatus, including but not limited to fire apparatus owned by Brindlee.
This Agreement shall create an independent contractor rela onship between Brindlee and Seller. Brindlee shall at no
me be considered an employee of Seller. Seller represents that Seller has full authority to enter into this Agreement.
This Agreement cons tutes the en re agreement between the par es. This Agreement and the terms and condi ons
herein may not be amended, modified or waived except by the wri en agreement of the par es hereto. The failure of
the par es to adhere to strictly to the terms and condi ons of this Agreement shall not cons tute a waiver of the right
of the par es later to insist on such strict adherence. This Agreement may be executed in any number of separate
counterparts and all such executed counterparts shall cons tute one agreement, which shall be binding on the par es
notwithstanding that all par es are not signatories to the same counterpart or counterparts. Each party may transmit
its signature by facsimile or e-mail (.pdf or similar) to the other party or par es, and any faxed or e-mail signature
and/or faxed or e-mail counterpart of this Agreement shall have the same force and effect as an original. This
Agreement shall be governed by, construed, and enforced in accordance with the laws of Alabama. The undersigns by
execu on and delivery of this Agreement do hereby submit to the exclusive jurisdic on and venue of the state and
federal courts located in Marshall County, Alabama.
Agreed to by:
Seller : Brindlee:
______________________________________ BRINDLEE MOUNTAIN FIRE APPARATUS, LLC
[insert seller name above]
By: ___________________________________ By: ______________________________________
Name:_________________________________ Name:____________________________________
Title:__________________________________ Title:_____________________________________
Date:__________________________________ Date:_____________________________________
Revised 12/28/2022
Page 2
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Request for City Council Action
DATE: November 21, 2023
TO: Mayor, City Council, and City Administrator
FROM: Dave Dreelan, Fire Chief
Scott Goldenstein, Assistant Fire Chief
Kelly Torkelson, Assistant City Administrator
SUBJECT: Fire Captain Oath of Office and Badge Pinning
INTRODUCTION
The Council is asked to do a ceremonial swearing in of Captain Chris Perrault, the newest Fire
Captain for the Mendota Heights Fire Department.
BACKGROUND
Captain Christ Perrault had been promoted to the rank of Fire Captain for the Mendota Heights
Fire Department. He has served as a Mendota Heights Firefighter since 2003.
RECOMMENDATION
Staff recommends the Mayor do the ceremonial Oath of Office for Captain Perrault.
ACTION REQUIRED
If the Council desires to implement the recommendation, bring Captain Perrault forward to be
sworn in as Captain of the Mendota Heights Fire Department by the Mayor.
7aCity Council | Tuesday, November 21 | Page 65 of 104
City Council | Tuesday, November 21 | Page 66 of 104
Request for City Council Action
DATE: November 21, 2023
TO: Mayor, City Council, and City Administrator
FROM: Ryan Ruzek, P.E., Public Works Director
SUBJECT: Resolution 2023-85 Accepting Feasibility Report, Authorizing Preparation of
Plans & Specifications, and Calling for a Public Hearing for the Emerson Avenue
Street Improvements
INTRODUCTION
The purpose of this memo is to request that the Council approve the feasibility report, authorize
preparation of plans & specifications, and schedule a public hearing for the Emerson Avenue
Street Improvements.
BACKGROUND
The preparation of a feasibility report for Emerson Avenue Street Improvements was authorized
by the Mendota Heights City Council by adopting Resolution 2022-64 at the City Council meeting
held on August 16, 2022.
The proposed streets to be rehabilitated are Emerson Avenue, Ivy Falls Court, Ivy Hill Drive,
Laura Court, Laura Street, Maple Park Drive, Sylvandale Court, Sylvandale Court South, and
Sylvandale Road. Based on observations, as well as the pavement management system, a majority
of these streets have deteriorated to the point where it is no longer cost effective to patch the street
and rehabilitation is necessary.
The feasibility report indicates the estimated costs for the project, along with preliminary
assessment estimates. At the end of the feasibility report, a project financing summary is included
to show project cost splits and funding sources to be utilized. The total estimated cost of the project
is $3,750,000 including indirect costs. A portion of the feasibility report is attached and the entire
report is available for review at city hall or via request.
Staff is proposing to hold an informational meeting on December 13, 2023.
BUDGET IMPACT
Street improvement projects are proposed to be assessed to the benefiting property owners.
Pursuant to the City’s Street Rehabilitation and Reconstruction Policy, the benefiting properties
should be assessed 50% of the street reconstruction and rehabilitation costs. The following tables
show the estimated unit assessments based on the City policy.
9a
City Council | Tuesday, November 21 | Page 67 of 104
Project Total Total Estimated Costs
Street Improvements $ 1,531,295
Indirect Costs for Street Improvements (20%)* $ 306,259
Total Costs for Street Improvements $ 1,837,554
Private Parking Bays $ 36,175
Total Costs for Private Parking Bays $ 36,175
Park Improvements $ 56,178
Indirect Costs Park Improvements (20%)* $ 11,236
Total Costs for Park Improvements $ 67,414
Storm Sewer Improvements $ 69,350
Water Improvements $ 8,400
Sanitary Improvements $ 39,150
Total Cost for Utility Improvements $ 116,900
Saint Paul Regional Water Service Watermain
Replacement $ 1,471,245
Indirect Costs for SPRWS (15%) $ 220,687
Total Cost for SPRWS Improvements $ 1,691,931
Total Improvement Cost $ 3,211,793
Total Indirect Costs for City* $ 538,181
Total Cost $ 3,749,974
Rounded Total Cost $ 3,750,000
*Indirect costs include legal, engineering, administration, and finance
Assessment Calculation Total
Total Project Cost $ 3,750,000
Assessable Amount $ 1,837,554
Assessment Amount (50% of Assessable Amount) $ 918,777
Total Units - Residential* 104
Assessment - Residential $ 888,863.46
Total Units - City of Mendota Heights* 3.5
City Assigned Assessment Amount $ 29,913.67
Total Units 107.5
Unit Assessment (Assessable amount/ XX Units) $ 8,546.76
Total Assessment Amount $ 8,547
Total Multi-Unit Assessment Amount** $ 4,151
*1 unit = 100 frontage feet
**Assessment for multi-unit dwellings computed based on total frontage divided by number of dwellings. Private
parking bay work added to townhouse assessment
Residential assessments for the project are calculated to be, $8,547 for the single-family portion
on the project and $4,151 for the multi-family homes. Staff is hopeful that competitive bids will
be received on the project reducing the assessment to residential properties.
City Council | Tuesday, November 21 | Page 68 of 104
Funding Source Project Total
Municipal Levy $ 918,777
City Assessment (Municipal Levy) $ 29,914
Total Municipal Levy $ 948,691
Residential Assessments (50%) $ 888,863
Private Parking Bay Assessments $ 36,175
Park Fund $ 67,414
Utility Fund - Storm Sewer $ 69,350
Utility Fund - Sanitary $ 39,150
Utility Fund - Water $ 8,400
Saint Paul Regional Water Services $ 1,691,931
Total $ 3,749,974
The project is showing a Municipal Levy of $948,691.
The total project cost is estimated at $3,750,000. It is presumed that the City would secure bonding
for the Municipal Levy and Assessment portions of the project ($1,837,554). The assessment
amount of $888,863 is equivalent to 48.4% of the bond amount. Minnesota Statutes Chapter 429
Special Assessment Bond Issue requires that a minimum of 20% of the total bond issue amount be
recovered through special assessments.
As the project is designed and competitively bid, the calculated assessment amount will be updated
leading up to the adoption of the assessment roll. The improvements are necessary to allow for
safe and reliable street and utility services within the City of Mendota Heights. The project will be
competitively bid to allow for a cost effective improvement. The feasibility study has provided an
overall analysis of the feasible improvements for consideration within this project area. Therefore,
the proposed improvements within the areas outlined in this report are necessary, cost effective,
and feasible from an engineering standpoint.
RECOMMENDATION
Staff recommends that council accept the feasibility report and schedule the public hearing for
December 19, 2023. A neighborhood informational meeting will be scheduled to be held on
December 13, 2023.
ACTION REQUIRED
If City Council wishes to implement the staff recommendation, pass a motion adopting A
RESOLUTION ACCEPTING FEASIBILITY REPORT AND CALLING FOR A PUBLIC
HEARING ON THE EMERSON AVENUE STREET IMPROVEMENT PROJECT
#202306. This action requires a simple majority vote.
City Council | Tuesday, November 21 | Page 69 of 104
CITY OF MENDOTA HEIGHTS
DAKOTA COUNTY, MINNESOTA
RESOLUTION 2023-85
A RESOLUTION ACCEPTING FEASIBILITY REPORT AND CALLING FOR A PUBLIC
HEARING ON THE EMERSON AVENUE STREET IMPROVEMENT PROJECT
(PROJECT #202306)
WHEREAS, pursuant to Resolution 2022-64, the City Council, on August 16, 2022, ordered a
feasibility report to be prepared by the Public Works Director with reference to the improvement of
Emerson Avenue, Ivy Falls Court, Ivy Hill Drive, Laura Court, Laura Street, Maple Park Drive,
Sylvandale Court, Sylvandale Court South, and Sylvandale Road; and
WHEREAS, the Public Works Director has submitted a report to the City Council with respect
to Emerson Avenue, Ivy Falls Court, Ivy Hill Drive, Laura Court, Laura Street, Maple Park Drive,
Sylvandale Court, Sylvandale Court South, and Sylvandale Road improvements which include:
reclaimed aggregate base, concrete curb and gutter, bituminous surfacing, watermain improvements,
storm sewer repair and improvements, ADA improvements and appurtenant work; and
WHEREAS, in said report the Public Works Director reported that the proposed improvements
and construction thereof are desirable and necessary, technically and economically feasible, cost
effective, and further reported on the estimated cost of the proposed improvements; and
NOW, THEREFORE, IT IS HEREBY RESOLVED, by the Mendota Heights City Council as
follows:
1. The City Council hereby accepts the Feasibility Report as submitted.
2. The Council will consider the improvement of such streets and areas in accordance with the
report and the assessment of property as described in the report for all or a portion of the cost
of the improvements pursuant to Minnesota Statutes Chapter 429 at an estimated total cost of
the improvements of $3,750,000.
3. A Public Hearing shall be held on such proposed improvements on the 19th day of December,
2023 at City Hall, 1101 Victoria Curve, City of Mendota Heights, Minnesota at 7:00 p.m.
Statutory notice and publication requirements shall be followed.
4. The Public Works Director shall prepare plans and specifications for the making of such
Improvements, which plans and specifications shall be placed on file at the City upon
completion.
Adopted by the City Council of the City of Mendota Heights this 21st day of November, 2023.
CITY COUNCIL
CITY OF MENDOTA HEIGHTS
Stephanie B. Levine
ATTEST:
Cheryl Jacobson, City Administrator
City Council | Tuesday, November 21 | Page 70 of 104
Emerson Ave Feasibility Report TKDA Project No. 20210.000
City of Mendota Heights Page 1
Feasibility Report
Emerson Ave Street Improvements
City of Mendota Heights, Minnesota
City Project No. 202306
TKDA Project No. 20210.000
November 3, 2023
City Council | Tuesday, November 21 | Page 71 of 104
Emerson Ave Feasibility Report TKDA Project No. 20210.000
City of Mendota Heights Page 2
Emerson Ave Street Improvements
Feasibility Report
City of Mendota Heights, Minnesota
City Project No. 202306
TKDA No. 20210.000
November 3, 2023
I hereby certify that this report was prepared by me or under my direct supervision, and
I am a duly Licensed Professional Engineer under the laws of the State of Minnesota.
Larry Poppler
Professional Engineer
Date: November 3, 2023 License Number: 41005
City Council | Tuesday, November 21 | Page 72 of 104
Emerson Ave Feasibility Report TKDA Project No. 20210.000
City of Mendota Heights Page 3
TKDA
444 Cedar Street, Suite 1500
Saint Paul, MN 55101
Summary
Emerson Ave Street Improvements:
Pavement rehabilitation, concrete curb and gutter repair, manhole and catch basin adjustment, storm
sewer improvement, water main replacement, and appurtenant work on the following areas:
Emerson Ave (from Wachtler Ave to Sylvandale Rd)
Sylvandale Rd (from Emerson Ave to Maple Park Dr)
Sylvandale Court S
Sylvandale Court N
Laura Street
Laura Court
Ivy Falls Court
Maple Park Dr (from Sylvandale Rd to Ivy Hill Dr)
Ivy Hill Dr (from Dodd Road to Butler Ave W)
Ivy Hills Park
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Emerson Ave Feasibility Report TKDA Project No. 20210.000
City of Mendota Heights Page 4
Table of Contents
Introduction ............................................................................................................................................ 5
Background ............................................................................................................................................ 5
Existing Conditions ................................................................................................................................ 6
Proposed Improvements .....................................................................................................................11
Resident and Business Input ...............................................................................................................13
Project Funding....................................................................................................................................14
Estimated Costs ....................................................................................................................... 14
Assessment Policy ................................................................................................................... 14
Assessment Calculation and Estimation .................................................................................. 15
Funding Sources ...................................................................................................................... 16
Preliminary Project Schedule ..............................................................................................................17
Conclusion and Recommendation .......................................................................................................17
List of Tables
Table 1 Boring and Coring Log ............................................................................................................10
Table 2 Pavement Improvement Recommendation ...........................................................................11
Table 3 Curb Replacement Percentage ..............................................................................................12
Table 4 Project Cost ............................................................................................................................14
Table 5 Assessment Calculation .........................................................................................................16
Table 6 Project Funding ......................................................................................................................16
Table 7 Project Schedule ....................................................................................................................17
List of Exhibits
Resident and Business Input ..................................................................................................... Exhibit 1
Typical Cross Sections .............................................................................................................. Exhibit 2
Engineer's Estimate ................................................................................................................... Exhibit 3
Preliminary Assessment Rolls ................................................................................................... Exhibit 4
Assessment Map ....................................................................................................................... Exhibit 5
Geotechnical Report and Soil Borings ...................................................................................... Exhibit 6
Saint Paul Regional Water Services Watermain Replacement Map ........................................ Exhibit 7
City Council | Tuesday, November 21 | Page 74 of 104
Emerson Ave Feasibility Report TKDA Project No. 20210.000
City of Mendota Heights Page 5
Feasibility Report
Emerson Ave Street Improvements
Prepared for City of Mendota Heights, Minnesota
Introduction
On August 16, 2022, the City of Mendota Heights adopted Resolution 2022-63 ordering the preparation of
a feasibility report for street improvements on Emerson Ave, Sylvandale Rd, Maple Park Dr, and Ivy Hills
Dr for the following described areas:
Emerson Ave (from Wachtler Ave to Sylvandale Rd)
Sylvandale Rd (from Emerson Ave to Maple Park Dr)
Sylvandale Court S
Sylvandale Court
Laura Street
Laura Court
Ivy Falls Court
Maple Park Dr (from Sylvandale Rd to Ivy Hill Dr)
Ivy Hill Dr (from Dodd Road to Butler Ave W)
Improvements are located within the following section, township, and range:
S13 T28N R23W
S24 T28N R23W
These areas are described on the following plats:
Emerson Ave
o Cherry Hills Addition
o Ivy Falls West Addition
o Ivy Falls West 2nd Addition
o Ivy Falls Creek Addition
Sylvandale Rd
o
o Ivy Falls Addition
o Ivy Falls 2nd Addition
Sylvandale Ct S/Sylvandale Ct/Laura Ct/Ivy Falls Ct
o Ivy Falls 2nd Addition
Maple Park Dr/Ivy Hill Dr
o Clapp-Thomssen Ivy Hill
o Ivy Keep North
This report evaluates the feasible street improvements for all project areas listed above. All existing
infrastructure elements were evaluated, improvements recommended, cost estimates of the proposed
improvements prepared, and funding strategies developed in this report. Based on the analysis of the
existing conditions, the following improvements are recommended:
Background
The City of Mendota Heights utilizes a multi-year pavement management plan to prioritize the infrastructure
improvement needs within the city. Street improvement needs are summarized within the Street
Improvement Plan (SIP). The Street Improvement Plan suggests improvements to the following streets:
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Emerson Ave Feasibility Report TKDA Project No. 20210.000
City of Mendota Heights Page 6
Emerson Ave, Sylvandale Rd, Sylvandale Court S, Sylvandale Court, Laura Street/Court, Ivy Falls Court,
Maple Park Dr, Ivy Hill Dr.
The proposed improvement recommended for all Streets is pavement reclamation.
Existing Conditions
According to the City ity records, all aforementioned streets are subject for improvements. Over
time the City of Mendota Heights Public Works Department has maintained streets with chip sealing, crack
sealing, hot patching, and partial overlays several times in the years since construction.
Many factors have accounted for roadway deterioration including the following:
Age
Weather (freeze/thaw cycle)
Salt and chemical ice/snow treatment
Traffic volume and heavy vehicle loading
Underlying soil conditions
Roadway pavement section
Surface and subsurface water drainage
Traffic volumes
Below is all the observations and measurements taken
on the streets proposed for improvements:
Emerson Ave
Emerson Avenue is an east/west roadway that connects Wachtler Avenue to Sylvandale Road. There are
a total of 17 residential properties on Emerson Ave of which 9 have direct access to Emerson Ave.
Street: The road width is approximately 35 from the back of curb (BOC) to BOC. Curb and gutter exist on
the roadway. The pavement was observed to have widespread fatigue cracking and signs of frost cracking
indicated by the large longitudinal cracking seen along the alignment. The road has been patched in many
places due to utility repairs or pavement distress.
Drainage: The street section currently drains to catch basins and storm sewer along the road. There is a
high point near the intersection of Medora Rd. West of Medora flows west to Wachtler Road. East of
Medora water flows east to Sylvandale Road.
Curb and Gutter: Emerson Ave currently utilizes B618 concrete curb and gutter. Curb is in good to fair
condition with some settling.
Utilities: Emerson Ave has water service provided from SPRWS. There is currently a combination of
cast iron and ductile iron water mains on the street. Other utilities in the area include overhead and
underground power, gas, underground cable and communication, City of Mendota Heights storm sewer.
Some power poles and communication boxes are prevalent along the north edge of the road. Emerson Ave
is currently served by sanitary sewer running approximately down the center of the road.
Sylvandale Road
Sylvandale Road is an east/west roadway that connecting Emerson Avenue to Maple Park Dr with traffic
counts of nearly 500 vehicles per day. There are a total of 25 residential properties on Sylvandale Road of
which 19 have direct access to Sylvandale Road.
Figure 1: Emerson Ave (east)
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Street: The road C to BOC. Curb and gutter exist on the roadway.
The pavement was observed to have widespread fatigue cracking and has been patched in many locations.
Drainage: The street section currently drains to catch basins and storm sewer along the road. There is a
low point near a creek. The road between Emerson Avenue and Ivy Falls Ave drain to this location. North
of Ivy Falls Ave water flows north to Maple Park Drive.
Curb and Gutter: Sylvandale Road currently utilizes B618 concrete curb and gutter. Curb is in good to fair
condition with some settling.
Utilities: Sylvandale Road cast iron
main on the street. Other utilities in the area include overhead and underground power, gas, underground
cable and communication, City of Mendota Heights storm sewer. Power and communication boxes are
prevalent along the north edge of the road. Sylvandale Road is currently served by sanitary sewer running
approximately down the center of the road.
Sylvandale Court S
Sylvandale Court S is an east/west cul-de-sac connected to Sylvandale Road. There are a total of 4
residential properties on Sylvandale Court S all of which have direct access to Sylvandale Court S.
Street:
the BOC to BOC. Curb and gutter exist on the
roadway. The pavement was observed to have
fatigue cracking and has been patched multiple
times.
Drainage: The street section currently drains to
catch basins and storm sewer along the road.
The road slopes from west to east and drains
to Sylvandale Road.
Curb and Gutter: Sylvandale Court S currently
utilizes B618 concrete curb and gutter. Curb and
gutter is in fair condition with a few panels that
should be replaced during construction.
Utilities: Sylvandale Court S
main on the street. Other utilities in the area include underground power, gas, underground cable and
communication, City of Mendota Heights storm sewer. Sylvandale Court S is currently served by sanitary
sewer running approximately down the center of the road.
Sylvandale Court
Sylvandale Court is a cul-de-sac connected to Sylvandale Road. There are a total of 7 residential properties
on Sylvandale Court all of which have direct access.
Street: exist on the roadway.
At the time of inspection, the pavement appeared to have been previously hot patched, chip sealed, and
joint sealed in failing areas. The pavement was observed to have fatigue cracking and several patches.
Drainage: The street section currently drains to catch basins and storm sewer along the road. The road
slopes from west to east and drains to Sylvandale Road.
Curb and Gutter: Sylvandale Court currently utilizes B618 concrete curb and gutter. Existing curb is in fair
condition and will need some panel replacement.
Figure 2: Sylvandale Court S
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Utilities: Sylvandale Court
on the street. Other utilities in the area include underground power, gas, underground cable and
communication, City of Mendota Heights storm sewer. Some power and communication boxes are
prevalent along the edge of the road. Sylvandale Court is currently served by sanitary sewer running
approximately down the center of the road.
Laura Street and Laura Court
Laura Street and Laura Court are parts of a cul-de-sac connected to Sylvandale Road. There are a total of
13 residential properties on Laura Street 13 of which have direct access to Laura Street.
Street: exist on the roadway.
At the time of inspection, the pavement appeared to have been previously hot patched, chip sealed, and
joint sealed in failing areas. The pavement was observed to have fatigue cracking and several patches.
Drainage: The street section currently drains to catch basins and storm sewer along the road. The road
drains to a low point near where the road makes a 90-degree turn. Some roadway ponding has been
noted near the cul-de-sac bulb.
Curb and Gutter: Laura Street currently utilizes B618 concrete curb and gutter. Curb condition is below
average and has panels that will need to be replaced.
Utilities: Laura Street
the street. Other utilities in the area include underground power, gas, underground cable and
communication, City of Mendota Heights storm sewer. Some power communication boxes are prevalent
along the edge of the road. Laura Street is currently served by sanitary sewer running approximately down
the center of the road.
Ivy Falls Court
Ivy Falls Court is a cul-de-sac connected to Sylvandale Road. There are a total of 8 residential properties
on Ivy Falls Court all of which have direct access to Ivy Falls Court.
Street: exist on the roadway.
The pavement was observed to have widespread fatigue cracking and signs of frost cracking indicated by
the large longitudinal cracking seen along the alignment and has many patches.
Drainage: The street section currently drains to catch basins and storm sewer along the road. The road
slopes from east to west, flowing from Sylvandale Road to an outlet in the cul-de-sac bulb.
Curb and Gutter: Ivy Falls Court currently utilizes B618 concrete curb and gutter. Curb is in fair condition
with some deterioration of the joints and some panels that will need to be replaced.
Utilities: Ivy Falls Court
the street. Other utilities in the area include underground power, gas, underground cable and
communication, City of Mendota Heights storm sewer. Some power and communication boxes are
prevalent along the edge of the road. Ivy Falls Court is currently served by sanitary sewer running
approximately down the center of the road.
Maple Park Drive
Maple Park Drive is an east/west roadway connects Sylvandale Road to Ivy Hill. Maple Park Drive serves
single family residential, multi-family residential and a park. There are a total of 7 single family residential
properties on Maple Park Drive all which have direct access to Emerson Ave. There are 3 multi-family
properties connected to Maple Park Drive.
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Street: to BOC. Curb and gutter exist on the roadway.
At the time of inspection, the pavement appeared to have been previously hot patched, chip sealed, and
joint sealed in failing areas. The pavement was observed to have widespread fatigue cracking and a number
of patches. The pavement just west of the intersection of Sylvandale Road is in very poor condition.
Drainage: The street section currently drains to catch basins and storm sewer along the road. The
roadway slopes from east to west with an outlet to a pond in Ivy Hills Park. Poor drainage near the area of
Sylvandale Road is contributing to pavement deterioration.
Curb and Gutter: Maple Park Drive currently utilizes B618 concrete curb and gutter. Curb is in fair condition
with some joint deterioration and settling panels that will need to be replaced.
Utilities: Maple Park Drive has water service provided from SPRWS. There is currently a cast iron main
on the street. Other utilities in the area include overhead and underground power, gas, underground cable
and communication, City of Mendota Heights storm sewer. Some power poles and communication boxes
are prevalent along the edge of the road. Maple Park Drive is currently served by sanitary sewer running
approximately down the center of the road.
Ivy Hill Drive
Ivy Hill Drive is a northwest/southeast roadway connects Butler Ave to TH 149 (Dodd Road). Ivy Hill Drive
serves single family residential, multi-family residential. There is a total of 1 single family residential property
on Ivy Hill Drive with direct access to Ivy Hill Drive. There are 8 multi-family properties connected to Ivy Hill
Drive.
Street: to BOC. Curb and gutter exist on the roadway.
At the time of inspection, the pavement appeared to have been previously hot patched, chip sealed, and
joint sealed in failing areas. The pavement was observed to have widespread fatigue cracking and several
patches.
Drainage: The street section currently drains to catch basins and storm sewer along the road. The
roadway slopes from east to west with an outlet in a pond in Ivy Hills Park.
Curb and Gutter: Ivy Hill Drive currently utilizes B618 concrete curb and gutter. Curb is in fair condition
with some cracking, joint deterioration and settling.
Utilities: Ivy Hill Drive has water service cast iron main
on the street. Other utilities in the area include overhead and underground power, gas, underground cable
and communication, City of Mendota Heights storm sewer. Some power and communication boxes are
prevalent along the edge of the road. Ivy Hill Drive is currently served by sanitary sewer running
approximately down the center of the road.
Ivy Hills Park
Ivy Hills park is situated north of Maple Park Drive with Residential properties surrounding it. It has a parking
area with access from Butler Avenue west of Ivy Hill Drive.
Parking: The parking lot is adjacent to tennis courts and shows signs of significant fatigue cracking in the
pavement.
Walks: There are existing trails that enter the parking lot from the east along Butler Ave and south into the
park that have non-compliant ADA ramps.
Geotechnical Exploration: Proposed pavement improvements provided in this section of the report were
developed in conjunction with our geotechnical engineering partners Braun Intertec (Braun). Braun took a
total of 19 soil borings and 19 pavement corings to investigate the proposed improvement areas.
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Braun found that pavement depths ranged from 3.5 to 6.5 inches and aggregate base ranged from 4 to
14.5 inches. Below, displayed on Table 1, are the depths of bituminous and aggregate measured from the
soil borings and pavement corings. A copy of the geotechnical report and soil borings is available in
Exhibit 7 in the appendix.
Table 1: Boring and Coring Logs
Roadway Location
Bituminous
Thickness
(in)
Apparent
Aggregate
Base
Thickness (in)
Core Condition Subgrade Soil Type
Emerson Ave
ST-1 4 4.25 Debonding at 2 1/4 inches, high
deterioration throughout
Poorly Graded Sand
(SP), Sandy Lean Clay
(CL) and Silty Sand (SM)
ST-2 4 6.75 Good Condition Clayey Sand (SC) and
Silty Sand (SM)
ST-3 3.5 7.75 Good Condition Sandy Lean Clay (CL)
Clement St ST-4 5.5 8.75 Low severity stripping in upper 2
inches of core
Sandy Lean Clay (CL)
and Silty Sand (SM)
Sylvandale Ct S ST-5 3.75 11.25
Highly deteriorated, bottom of
core crumbled during coring
process
Clayey Sand (SC) and
Silty Sand (SM)
Sylvandale Rd
ST-6 6.25 10.75
Low severity stripping
throughout, debonding at 4
inches
Silty Sand (SM) and
Sandy Lean Clay (CL)
ST-8 5.25 6 Good Condition Silty Sand (SM) and
Sandy Lean Clay (CL)
ST-11 6.5 6.5
High deterioration, bottom half
of core disintegrated during core
retrieval
Silty Sand (SM)
ST-13 6 5 Moderate severity stripping
throughout
Silty Sand (SM) and
Poorly Graded Sand
with Silt (SP-SM)
Sylvandale Ct N ST-7 5.5 11.5 Moderate to high deterioration Silty Sand (SM) and
Sandy Lean Clay (CL)
Laura St ST-9 5.25 3.75 Low to moderate severity
stripping throughout Clayey Sand (SC)
Laura Ct ST-10 4.75 9.25 Debonded at 2 inches, heavy
stripping from 1.5 to 3.5 inches Clayey Sand (SC)
Ivy Falls Ct ST-12 4.5 7.5 Moderate severity stripping
throughout
Clayey Sand (SC) and
Sandy Lean Clay (CL)
Maple Park Dr
ST-14 5 7 Good Condition Clayey Sand (SC) and
Sandy Lean Clay (CL)
ST-15 5.5 8 Low to moderate severity
stripping throughout
Clayey Sand (SC), Poorly
Graded sand with silt
(SP-SM) and Sandy
Lean Clay (CL)
ST-16 5 7
High deterioration, horizontal
and vertical cracking throughout
core
Silty Sand (SM) and
Poorly Graded Sand
with Silt (SP-SM)
Ivy Hill Dr
ST-17 4.75 11.25 Good Condition
Poorly Graded Sand
with silt (SP-SM) and
Clayey Sand (SC)
ST-18 4.5 14.5 Moderate deterioration with
cracking below 2 inches
Poorly graded sand
with silt (SP-SM), Clayey
Sand (SC), Sandy lean
clay (CL) and Silty Sand
(SM)
ST-19 4.5 4 Good Condition Silty Sand (SM) and
Sandy Lean Clay (CL)
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City of Mendota Heights Page 11
Proposed Improvements
Streets: Considering the existing condition, deterioration factors, and geotechnical investigation,
pavement reclamation is proposed for all streets. Pavement reclamation is recommended as a 7-ton
design. Reclamation is recommended because the aggregate base beneath this roadway section is in
good condition and no roadway width changes are proposed. Full reconstruction was also evaluated, but
because majority of the utilities and concrete curb are in fair condition, this option is not necessary.
Because the roads are generally in the
same condition and have similar distress,
the same reclamation is recommended for
all roads and parking lot of Ivy Hills Park.
Full depth reclamation will provide a new
structural aggregate base and disrupt the
existing frost heaving that has breached the
existing aggregate base and bituminous
surface. This improvement will provide a
new paving surface that should last 30 to
40 years (with future routine maintenance
and mill and overlay improvements). A
variable depth reclamation as the
recommended provides a uniform street
section and longer lasting results with a
lower cost than full reconstruction. Mixing of
crushed rock and aggregate base may be
needed in areas to meet specifications. To make room for the new bituminous section, the reclaimed
material will be graded and compacted to a depth of 4
material is removed. A proposed typical section for the proposed reclamation is shown in Exhibit 3.
The City should consider traffic calming approaches along Emerson Ave, Sylvandale Road, Maple Park
Drive, and Ivy Hill Drive. Because no off-street pedestrian facility is available, any narrowing of the road
should be careful to accommodate pedestrians. Options could include adding curb bump outs that are still
traversable by pedestrians and do not impact roadway drainage. Resident feedback indicated a concern
with a loss of parking so any changes should minimize losses to parking. No geometric changes to the
streets are recommended based on evaluation of options. Adding a centerline stripe or other striping could
be considered for traffic calming. This defines the lanes, which in turn defines parking along the street.
Several private parking bays are located along various streets within the project area. The condition of
these parking bays is similar or worse than the condition of the roadway and should be considered for
replacement. Separately the costs for improvements to the parking bays has been calculated. It is
recommended that these parking bays be replaced as driveway replacement and costs assessed to the
benefitting properties.
Table 2 provides geotechnical recommendations gathered from the geotechnical report (Exhibit 7) and
collaboration with Braun.
Table 2: Pavement Improvement Recommendations
Roadway Reclamation
Depth (in) Section Depth (in) Reclaimed
Aggregate Base (in) Non-wearing Course Wearing Course
ALL 11 10 6 2" SPWEA330C 2" SPWEA330C
Figure 3: Reclaim and curb replacement (City of Mendota
Heights Marie Avenue Project 2020)
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Sidewalk and Trails: The neighborhood streets
within the project area do not include
pedestrian trails or sidewalks. The resident
questionnaire asked questions about adding
on-street or off-street pedestrian facilities.
Overwhelmingly, the neighborhood was
against adding pedestrian facilities. Resident
comments include that the street is wide
enough and the traffic is low enough that they
feel comfortable walking within the street.
Currently no trail crossing exists between the
existing trail west of Wachtler Ave to Emerson
Ave. We recommend adding an ADA
accessible crossing at this location to improve
the connections between the neighborhood
and this trail. Costs are included for this work
in the estimate.
In Ivy Hills park, new ADA compliant ramps should be installed on the east and south sides of the parking
lot on the existing trails.
MNDOT is proposing to modify the existing pedestrian crossing at TH 149 (Dodd Road) and Emerson Ave
near Somerset Heights Elementary School. We recommend a Rectangular Rapid Flashing Beacon (RRFB)
be installed at this crossing to improve pedestrian safety across Dodd Road. This will be coordinated with
the MNDOT sidewalk project.
Curb and Gutter: Existing curb and gutter will remain in place
except for curb that is impacted by watermain construction,
damaged, settled, or not draining properly. The existing curb
will be inspected and marked for removal prior to
construction. It is typical to see between 20% to 30% curb
replacement for residential roadways of this age due to
settlement or cracking, however many of the streets
appeared to have curb that was in excellent condition.
Replacement curb would match the existing curb style.
For the purposes of this report and estimates, the Table 3
describes the curb replacement percentages used for
calculation of project costs and scope.
Table 3: Curb Replacement Percentage
In addition to damaged curb and gutter replacement, other curb and gutter would be replaced as necessary
because it would be removed for watermain replacement. The quantity for this curb and gutter replacement
has been calculated separately and will be paid for as a cost of the watermain replacement.
Curb Replacement Percentage
All Roads 30%
Figure 4: Reclaim and curb replacement (City of Mendota
Heights Marie Avenue Project 2020)
Figure 5: Spot curb replacement (City of
Mendota Heights Ivy Falls Project 2021)
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Curb and gutter deficient at residential driveways will be spot repaired on an as needed basis. Residential
concrete driveways impacted will be replaced
Turf disturbed as a
part of the curb and driveway replacement process will be restored with 4 of topsoil and sod.
Utilities: It is recommended that all the manhole and catch basin rings be replaced as a part of the pavement
project. It is typical to re-set all manhole and catch basin grades to match the new grades of the roadway
to improve drivability and drainage. In addition to the adjustment rings, outdated and damaged manhole
and catch basin casting assemblies will be replaced with
modern castings. Storm sewer manholes and catch basins
and sanitary manholes will be adjusted with all new concrete
rings. Sanitary sewer manholes will be recast with all new
concrete rings and infiltration prevention products to limit
inflow and infiltration into the sanitary system.
Watermain: Saint Paul Regional Water Service (SPRWS)
plans on replacing a large amount of watermain on this project
shown in Exhibit 8. This would include new hydrants and gate
valves. Since the watermain is 8 feet deep, replacement will
have impacts to curb, driveway, and yards. The cost estimate
includes watermain replacement and restoration of curbs,
driveways, and yards. Other, gate valve boxes and curb stop
boxes within the project limits will be adjusted under the
direction of SPRWS. Damaged valve and curb stop boxes will
be repaired with new parts according to
SPRWS standards. SPRWS would also
like to install anodes for cathodic
protection on existing ductile iron
watermains.
Drainage: Since no significant changes to
the roadway width are proposed we
recommend continued usage of the
existing storm system. Drainage
concerns were noted at the intersection of
Laura Court and Laura Street, near the
intersection of Sylvandale Road and
Maple Park Drive and at the roadway low
point along Sylvandale Road west of
Laura Street. These areas will be
evaluated for the best solutions that may
include grade changes to the road, storm
sewer modifications or installation of drain
tile below the road surface.
Resident and Business Input
On October 27, 2022, an informational letter and questionnaire were sent to the 157 property owners in the
Emerson Avenue project area to inform them of the project. The questionnaires asked several questions
including drainage issues, tree issues, and traffic comments.
Figure 7: Recommended drainage improvements
Figure 6: Roadway low point along Sylvandale
Road with patching
City Council | Tuesday, November 21 | Page 83 of 104
Emerson Ave Feasibility Report TKDA Project No. 20210.000
City of Mendota Heights Page 14
Of the 157 questionnaires sent out, 74 were returned for a rate of 47%. The key issues noted from the
questionnaire were parking and pedestrian safety issues. Responses also included localized drainage
concerns and traffic safety issues (speeds/sightlines). Residents overall did not favor adding a pedestrian
path or marking off a pedestrian path on the side of the street and were concerned about the loss of parking
associated with both options.
The letters, questionnaires, and responses (and summary) are shown in Exhibit 2.
Project Funding
Estimated costs:
The following costs were prepared for the recommended reclamation for the project area. An E
Estimates (Exhibit 4) was prepared and is subject to change depending on the final design of the project,
required easements and/or right-of-way, soil conditions, bids received, and actual work performed. The cost
estimate includes indirect cost for City administration, design engineering, construction engineering, legal
support, fiscal support, interest during construction, assessment roll preparation, and contingencies
encountered during design and construction. Table 4 provides a summary of the estimated project
construction and indirect costs for the reclamation improvements.
Table 4: Project Cost
Assessment Policy:
costs. The remaining 50% shall be paid through the Street Capital Improvement Fund. The term of the
assessment is proposed to be 10 years for reclamation projects. The interest rate for the term has not yet
been set and will be provided as the process moves forward. The interest rate was assumed to be 6% for
the purpose of this report.
City Council | Tuesday, November 21 | Page 84 of 104
Emerson Ave Feasibility Report TKDA Project No. 20210.000
City of Mendota Heights Page 15
The improvements are proposed to be assessed on a
unit basis. Assessments would be levied to the
benefiting properties as per the Assessment Policy
adopted by the Mendota Heights City Council on June
16, 1992, and as amended. See Exhibit 5 for the
preliminary assessment roll and Exhibit 6 for the
preliminary assessment map. Private streets are
considered access points or driveways within the
improvement area and are therefore assessed as a part
of the project. These properties benefit from the
improvement because the property owners use the
improved roadways to access their property.
The improvement area proposed to be assessed is
every lot, piece, and parcel within the City limits
benefiting from the street improvements, whether
abutting or not, within the following described areas
located within Section 13 and 24, Township 28N, Range
23W, as described on the following plats:
Emerson Ave
o Cherry Hills Addition
o Ivy Falls West Addition
o Ivy Falls West 2nd Addition
o Ivy Falls Creek Addition
Sylvandale Rd
o
o Ivy Falls Addition
o Ivy Falls 2nd Addition
Sylvandale Ct S/Sylvandale Ct/Laura Ct/Ivy Falls Ct
o Ivy Falls 2nd Addition
Maple Park Dr/Ivy Hill Dr
o Clapp-Thomssen Ivy Hill
o Ivy Keep North
Assessment Calculation and Estimation:
The assessable amount is divided by the number of units. For those properties that are sub-dividable, more
units may be assigned based on the City Land Use Code (100 linear feet of frontage and 15,000 square
feet of area). The preliminary assessment calculation is derived from taking the overall assessable project
costs, multiplying by 50%, and then dividing by the number of units within the project area (including City
assigned units). The multi-unit properties have smaller lots within a larger common area. The total number
of units was calculated based on the common area frontage and then divided by the number of multi-unit
properties. Costs for the reconstruction of the private bays are separately added to the benefitting properties
and shown in the assessment roll. The number of units are shown in the preliminary assessment roll and
includes a total of 107.5 Units. Table 5 displays the assessment calculation and estimation.
Figure 7 Sylvandale Road and Ivy Falls Ct, looking
toward Ivy Falls Ave.
City Council | Tuesday, November 21 | Page 85 of 104
Emerson Ave Feasibility Report TKDA Project No. 20210.000
City of Mendota Heights Page 16
Table 5: Assessment Calculation
Funding Sources:
Funding sources for this project are proposed to come from municipal levy, assessments, and utility
funds. Table 6 summarizes the funding sources.
Table 6: Project Funding
The total project cost is estimated at $3,749,974. It is presumed that the City would secure bonding for the
Municipal Levy and Assessment portions of the project ($948,691). The assessment amount of $888,863
is equivalent to 48.4% of the bond amount. Minnesota Statutes Chapter 429 Special Assessment Bond
Issue requires that a minimum of 20% of the total bond issue amount be recovered through special
assessments.
City Council | Tuesday, November 21 | Page 86 of 104
Emerson Ave Feasibility Report TKDA Project No. 20210.000
City of Mendota Heights Page 17
Preliminary Project Schedule
Table 7 outlines a project schedule to substantially complete the assessable project in 2024.
Table 7: Preliminary Project Schedule
Activity Date
Authorize Preparation of Feasibility Report August 16, 2022
Accept Feasibility Report November 2023
Neighborhood Meeting November 2023
Public Hearing / Order Improvements December 2023
Accept Plans and Specifications and Authorize Bidding March 2023
Award Contract May 2024
Commencement of Construction June 2024
Substantial Completion of Construction September 2024
Assessment Hearing / Certify Assessments to County October 2024
Warranty Inspection June 2025
Conclusion and Recommendation
The recommended street improvements will produce a uniform and stable, long-lasting roadway for the
residents and businesses of Mendota Heights as well as reduce maintenance time and cost while also
increasing roadway longevity. The total estimated cost of the recommended improvements is $3,749,974.
A portion of this project is proposed to be assessed to the benefiting property owners and the remainder
through other funding sources.
assessment for the recommended improvement is calculated at $8,547 per unit.
As the project is designed and competitively bid, the calculated assessment amount will be updated
leading up to the adoption of the assessment roll. The improvements are necessary to allow for safe and
reliable street and utility services within the City of Mendota Heights. The project will be competitively bid
to allow for a cost-effective improvement. The feasibility study has provided an overall analysis of the
feasible improvements for consideration within this project area. Therefore, the proposed improvements
within the areas outlined in this report are necessary, cost effective, and feasible from an engineering
standpoint.
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Victoria Curve Feasibility Report TKDA Project No. 20304.000
City of Mendota Heights Page 47
EXHIBIT 5
Assessment Map
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City Council | Tuesday, November 21 | Page 89 of 104
City Council | Tuesday, November 21 | Page 90 of 104
Victoria Curve Feasibility Report TKDA Project No. 20304.000
City of Mendota Heights Page 49
EXHIBIT 6
Geotechnical Report
City Council | Tuesday, November 21 | Page 91 of 104
City Council | Tuesday, November 21 | Page 92 of 104
Request for City Council Action
DATE: November 21, 2023
TO: Mayor, City Council, and City Administrator
FROM: Meredith Lawrence, Parks and Recreation Manager
Ryan Ruzek, P.E., Public Works Director
SUBJECT: Request for Proposals—Park System Master Plan
INTRODUCTION
The City Council is asked to authorize the issuance of a Request for Proposals (RFP) for the
development of a Park System Master Plan.
BACKGROUND
A Park System Master Plan is a common document found within cities and is used to complete the
following: Assess the current and future recreation needs of the community, establish a long-range
vision, determine gaps within the park system and reduce redundancy, provide strategies to fill
gaps, scientific community engagement which garners support, establish priorities, potential for
and promotion of partnerships, tool to be used for grant applications, opportunities for the
development of potential future park land, plan for park amenity life cycle, align investment and
budget with the community’s needs, and education of the public.
Staff worked with the Park and Recreation Commission and their Park System Master Plan
Subcommittee to review master plans from other cities to determine what should be included in
the RFP for Mendota Heights. The full Commission reviewed the draft RFP at their November 14
meeting and recommended unanimous approval of the release of the RFP.
The proposed timeline for the project is as follows:
•November 14, 2023 Commission Review Draft RFP
•November 21, 2023 Staff Request City Council Approval to Release the RFP
•November 22, 2023-December 15, 2023 Consultants Submit Proposals
•December 18, 2023-January 3, 2024 Staff and Subcommittee Review Proposals
•First CC meeting in January City Council Approval of Consultant
•August, 2024 Deliverables Complete
Attachment: Park System Master Plan Draft RFP
BUDGET IMPACT
There is no cost associated with the release of the RFP. The preliminary 2024 budget included
$75,000 from the Special Parks Fund to cover the expenses of this project.
9bCity Council | Tuesday, November 21 | Page 93 of 104
RECOMMENDATION
Staff recommends the City Council authorize the release the Request for Proposals for the
development of a Park System Master Plan.
ACTION REQUIRED
If the council concurs, it should, by motion, authorize the release of the Request for Proposals for
the development of a Park System Master Plan.
City Council | Tuesday, November 21 | Page 94 of 104
City of Mendota Heights
REQUEST FOR PROPOSALS
Park System Master Plan
PROPOSAL DEADLINE: December 15, 2023 11:00am
Released: November 22, 2023
City Council | Tuesday, November 21 | Page 95 of 104
Section 1: General Information
Contract Administration
All correspondence regarding this RFP (Request for Proposals) and the proposed services must
be addressed to:
Meredith Lawrence, Parks and Recreation Manager
City of Mendota Heights
1101 Victoria Curve
Mendota Heights, MN 55118
Phone: 651-255-1354
Email: mlawrence@mendotaheightsmn.gov
Submission must be sent by email. One PDF copy of the proposal and any relevant attachments
should be sent to the mailing address above.
Due Date: December 15, 2023 at 11:00am
Anticipated Award of Contract: January 9, 2024
Target Deliverables Due Date: August 1, 2024
Acceptance of Proposals Contents
The contents of this RFP and the proposal will become contractual obligations if a contract
ensues. Failure of the consultant to meet these obligations may result in cancellation of the
award. All information in the proposal is subject to disclosure under the provisions of
Minnesota Statutes Chapter 13—Minnesota Government Data Practices Act.
Section 2: Project Overview
Project Overview and Purpose
The City of Mendota Heights is connected by its parks and recreational green space. Having a
variety of different neighborhood and community parks, along with larger recreational facilities
has allowed the city to create the feeling of a vibrant, healthy city while also maintaining a
personal experience with nature and outdoor activities. The City of Mendota Heights wants to
continue upon this foundation for its residents and visitors and foster a sense of community
that is fun, safe, and friendly.
This RFP outlines the nature and scope of the professional services requested for the
development of a Park System Master Plan for the City of Mendota Heights. The plan must
comprise of the following:
• Establish a clear, 15-year vision for Mendota Heights parks, open and public spaces to
ensure it is positioned to meet future community needs and is aligned with the
Mendota Heights 2040 Comprehensive Plan
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• Evaluate the existing park system features and amenities related to community need
and accepted national standards to identify where changes are warranted
• Evaluate the ways in which the residents are or are not currently served through access
to the City of Mendota Heights recreation services (keeping in mind that local
government entities also provide programming as well as private groups)
• Create an equity-based master plan which seeks balance in the park system to meet the
needs of Mendota Heights residents, businesses and stakeholders, considering usability,
access and differences in physical ability, race, age, income, housing status, language
and culture
• Develop a prioritization strategy to guide decision-making and investment in the city’s
park system
• Identify and prioritize park system needs, desires, and interests of the community today
and in the next 15 years based on anticipated demographic, economic and recreation
trends, preferences, and social changes
• Establish a detailed implementation program for achieving the plan’s vision including
identifying funding opportunities and gaps, anticipated needs for staff resources, and
producing high level cost-estimates for identified high-priority actions
• Consider the interrelation of the park system to transportation, housing, land use,
economic development, utilities and infrastructure, natural resources and public safety
• Involve robust community and stakeholder engagement as part of the process and find
ways to include underrepresented populations voices
Background
The City of Mendota Heights offers a robust system of recreational and open space options,
which includes regional trails, lakeside parks, scenic bluffs, and nature preserves. The City’s
facilities provide unique features that shape the character of Mendota Heights beyond the
ordinary. The City’s parks provide a visual identity to the City, in addition to contributing to the
quality of life for those who recreate in the community.
Mendota Heights has over 771 acres of parks and open spaces, which include both active and
passive recreation areas, along with other state and private parks. The City’s 33 miles of trails
offer an excellent opportunity for exercise and relaxation. Opportunities for walking, bicycling,
bird watching, cross country skiing, golfing and nature hiking are sprinkled throughout Mendota
Heights.
The City’s parks are supplemented by three golf courses: Mendakota Country Club, Somerset
Country Club, and the Mendota Heights Par 3 Community Golf Course. These contribute to
open space views and recreational opportunities for residents.
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Throughout the last fifteen years the City has made improvements and developed new parks. It
has also made efforts to maintain existing open space such as purchasing the 17-acre Mendota
Heights Par 3 Community Golf Course. The City recently joined in partnership with other public
entities and purchased the 25.5 acre Oheyawahe area, which will be retained as open space.
Protection of the Oheyawahe area as an important Dakota site has been identified as a critical
issue for many residents within the City. Oheyawahe was placed on the National Register of
Historic Places in 2017. A task force has been formed to pursue short and long-term goals for
the preservation of and improvements to Oheyawahe, in addition to the creation of an
interpretive plan for the site.
The City has 17 public parks throughout the community, including Oheyawahe. These parks
contain over 295 acres of land area. In the 1990’s, a majority of the most recent park upgrades
were made due to a voter approved parks focused referendum. While the need and interest for
recreational opportunities has increased over the years, the improvement of park equipment
and infrastructure has not occurred due to poor funding and a lack of proactive planning.
Section 3: Scope of Work
Scope of Services/Tasks
The following is the general description of the tasks to be required of the consultant. A final
scope of services will be negotiated and finalized once a consultant is selected. In preparing a
proposal, the consultant is free to modify, revise, or otherwise amend the list of tasks to best
satisfy the requirements of the plan.
A. Assess Existing Park Conditions and Opportunities
City staff has developed an Asset Management Plan and Capital Improvement Plan. The
City of Mendota Heights would like a third party to review our asset management plan
to ensure it aligns with professional standards. A more expanded analysis of the
condition and opportunities is expected within this plan. The consultant will:
• Prioritize a list of improvements to parks and park amenities based upon an
agreed upon prioritization methodology
• Assess the functionality of the assets against projected 2040 needs and
community desires during the community engagement phase
• Prioritize future investment based on community needs and desires and current
conditions
• Review existing built infrastructure and make recommendations for improved
accessibility and universal access measured against National Recreation and Park
Association (NRPA) metrics
• Determine gaps in the park system and provide opportunities to fill the locations
that do not have a park within walking distance
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• Review existing maintenance standards and schedule of identified and
unidentified deferred infrastructure maintenance-- provide recommendations on
prioritization
• Provide a concept plan for redevelopment opportunities at Mendakota Park,
which is the City’s flagship park that hosts many City and private events and
programs
B. Assess Existing Recreation Programs and Services and Forecast Future Opportunities
City staff has developed a robust number of recreation programming and services. A list
of programs, events, and services will be provided in addition to participation rates and
associated costs. The consultant will:
• Prioritize recreation services based upon agreed upon prioritization
methodology
• Assess the functionality of the recreation services and community desires based
off the community engagement phase
• Prioritize future investment of recreation services based on community need,
desires and current offerings
C. Community Engagement
The consultant team is expected to lead a robust and inclusive engagement process to
drive the development of the plan. Minimum expectations include:
• Meetings with City Officials: Meet a minimum of four times (two times with the
Park and Recreation Commission and two times with the City Council)
• Meetings with Stakeholders and Partners: Conduct coordinated meetings with
stakeholder groups and key partner agencies and organizations. The City will
provide a complete list of contact information for key stakeholders and assist in
meeting logistics and notifications
• Community Engagement: Lead and actively engage in community engagement
throughout the planning process. There should be many varied opportunities for
resident engagement and a plan to include underrepresented populations voices
is imperative
• City Staff and Project Team Coordination: Meet regularly with City staff
throughout the project to ensure tasks and activities are progressing in a timely
manner and to address issues and opportunities that arise
D. Funding Systems
The consultant team is expected to provide a roadmap for the successful funding of the
resulting initiatives and projects with the understanding that Mendota Heights has a
conservative tax base and park dedication fee revenue will not be a feasible funding
source in the future as the City is nearly fully developed.
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• Review current and recommend future funding strategies related to the staffing,
operations, enhancement, and maintenance of the Park System
• Benchmark the City’s parks finances against other comparable park agencies,
broken into the following categories:
o Recreation
o Park Maintenance
o Park Capital Improvements
o Municipal Par 3 Golf Course
• Determine what strategic actions the City must take in order to meet financial
needs of the Park System in the future as defined in this new master plan
E. Implementation Plan
The Park System Master Plan will compile and summarize the findings regarding the
needs, desires, challenges, and opportunities of the community today and over the next
15 years based on anticipated demographic, economic, social, and recreational changes.
The Master Plan should provide clear goals, objectives, guiding principles and a vision
that will provide the framework for decision-making regarding development,
redevelopment, and enhancement of park and open space facilities and the provision of
recreational opportunities and services. The implementation plan is a critical component
of the Master Plan and will describe the, “what, when, and how” to achieve the vision,
goals and objectives. At a minimum the implementation plan should include:
• Prioritization Strategy: describes a process and criteria for prioritizing
investments and modifying practices including recommended priorities
regarding:
o Replacement, consolidation, and/or repurposing of facilities
o Parkland acquisition
o Changes to programs, events and services
o Changes to maintenance and required staffing (level of service)
o Integrating equity considerations in decision-making
o Improve sustainability of resources (natural, fiscal, and social) facilities
and operations
• Identify the highest priorities for investment as well as near, mid, and long-range
priorities
• Prepare cost estimates, including inflationary expectations based on market
studies, for high priority investments
• Assess the City’s staffing and funding levels in relation to regional averages and
comparative to cities of similar size in relation to parks and recreation. The
consultant will provide a budget and staffing analysis needed for current level of
service, an adequate level of service and a desirable level of service. The analysis
will also include funding and staffing requirements for future growth and
City Council | Tuesday, November 21 | Page 100 of 104
operation in line with priority recommendations. The Consultant will also
provide suggested funding strategies
Approach
The consultant is asked to keep in mind the following approaches as the plan is developed:
• Regional to Community to Neighborhood Focus: This project should consider the park
amenities outside of the City, but also within a reasonable distance from Mendota
Heights as potential amenities for residents of Mendota Heights to utilize. It is a goal of
the City of Mendota Heights to have parks and open space within a reasonable walking
and/or biking distance from every home. Somewhere between regional and
neighborhood amenities are community amenities—those that might require a longer
trip but are not economical to have as close to every home. What amenities are
reasonable to view as neighborhood amenities, community amenities, and regional
amenities? Where are the gaps in the community?
• Community Building Driven: This project should be driven by what the community needs
and wants, but recommendations should also consider the power of parks and
recreation amenities and services to build community by bringing people together.
• Future Focused: While the needs and wants of the community today are important, it is
also important to consider changing demographics and likely changes to demands as
those demographics’ changes. Twenty years ago, no one would have expected pickleball
to be as popular as it is today. What types of changes in demand do we expect because
of changing demographics as well as culture?
The City anticipates that this is a team approach between the consultant, the City organization,
and the community. The consultant is responsible for bringing expertise, new ideas and
challenging the old way of thinking. The preparation of the final deliverables will be the
responsibility of the consultant.
Final Document
The Plan should be in a reader-friendly document with an emphasis on maps, charts, photos,
graphics and tables to convey information rather than using lengthy text. The Plan should be
formatted in such a way that it is easy to update on a routine basis.
• Printed Material
o Seventeen printed copies of the final Park System Master Plan should be
provided to the City in the following format:
Spiral-bound book, with individual sections marked by label dividers
Printing to be double sided (back-to-back)
8.5” x 11” paper except for maps, charts, or diagrams that may be on
folded 11” x 17” paper
Color copies of pages including graphics, maps and photographs
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• Electronic Materials
o The documents and graphics should be available in a digital format compatible
with the City’s software (e.g. Adobe Creative Suite package, ESRI GIS products,
MS Word). The final products, as well as all presentation materials (i.e. Power
Point presentations, maps, graphics, etc.) used throughout the planning process,
shall become property of the City of Mendota Heights, who shall have all-
inclusive rights for reproduction and distribution. The material will be provided
to the City via a secure file sharing website or via USB Flash Drive.
Section 4: Proposals
The proposal shall contain the type of information summarized below. Additional information is
allowable, provided it is directly related to the proposed project. The proposal should follow
the Table of Contents listed below. The four (4) sections of the proposal should be separated
using tabs.
1). Project Approach
2). Proposed Project Team and Experience
3). Schedule
4). Fee Quotation
1). Project Approach
Provide specific approaches and methods that will be utilized to complete this project as
outlined and to accomplish the work items listed under Section 3 of this RFP. Include
philosophy on designing improvements for parks. Explain why the consultant’s firm should be
selected to perform the services for this project.
2). Proposed Project Team and Experience
• Provide identification of the offering firm (s), including name, address and telephone
number of each firm
• List the name, title, address, email address, and telephone numbers of contact
person during period of proposal evaluation
• Provide history, years in business and background on the firm
• List any subcontracted professionals that will be used on the project
• Identify the key project team members and describe their specific roles on the
project
• Include resumes for key members of the project team
• Describe relevant experience and provide information on at least three (3) reference
projects completed in the last five (5) years
• Include specific descriptions of proposed team members’ roles on relevant projects.
Provide a contact name and information for each of the references
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3). Schedule
Provide a proposed timeline with projected completion dates. The City’s expectation is to
complete the Master Plan by August, 2024.
4). Fee Quotation
Proposals shall include a total cost for completion of the project described that is based on an
hourly fee not to exceed the contract amount. The cost should include detailed estimates of the
number of hours to be worked by specific team members on each major (numbered) work item
under section 3 of this RFP. A cost estimate summary for each of the work items outlined in the
RFP shall also be included. The estimate shall clearly identify as additions, overhead, and
reimbursable expenses.
Submission of Proposal
Submission must be sent by email to mlawrence@mendotaheightsmn.gov One PDF copy of the
proposal and any relevant attachments should be sent to the mailing address above. Proposals
will be accepted until December 15, 2023 at 11:00am.
Section 5: Consultant Selection
Proposals will be reviewed and evaluated by City staff and the Parks and Recreation
Commission Master Plan Subcommittee on the basis of the following criteria:
• Consulting firm and key project staff experience with similar projects
• Proven track record in successfully completing similar projects on time and within
budget
• Successful experience of both the firm and the individual team members will be
considered
• Proposed approach to completing the project
• Components and details of the scope of the project
• Proposed fee
Following review of the RFPs by the City, staff will recommend a consultant to enter into a
contract with to the City Council. It is anticipated that a proposed contract will be brought to
the City Council for consideration at their January 9, 2024 meeting.
Section 6: Terms and Conditions
Upon selection of a Consultant, a contract shall be entered into by the City and Consultant. It is
expected that the contract will provide for compensation for actual hours expended on a not-
to-exceed basis. In addition:
1. Deletions of specific components, such as individual project meetings, will be at the
discretion of the City. Payment or reimbursement shall be made based on actual hours
worked on the various tasks required for the project plus necessary subcontractor work
City Council | Tuesday, November 21 | Page 103 of 104
(as applicable) and out of pocket expenses. Billing that exceeds the not to exceed will
not be compensated unless a contract extension has been approved by the City Council.
2. If, for any reason, a firm is not able to commence the services in that firm’s proposal
within 30 days of the award, the City reserves the right to contract with another
qualified firm.
3. The City shall not be liable for any expenses incurred by the Consultant prior to the
signing of a contract including, but not limited to, proposal preparation or final contract
negotiations.
4. The proposal must be signed in ink by an official authorized to bind the consultant to its
provisions. The proposal must include a statement as to the period during which the
proposal remains valid. This period must be at least 90 days from the date of the
proposal deadline.
5. The City shall retain ownership of all plans, maps, reports, models, and data prepared
under this proposal.
6. The City reserves the right to reject any and all proposals or to request additional
information from any or all consultants.
Section 7: Attachments
Consultants interested in submitting a proposal will be sent the following documents by
requesting them from Meredith Lawrence, Parks and Recreation Manager:
• Mendota Heights Parks Asset Management Plan
• Mendota Heights Capital Improvement Plan
• Mendota Heights Bike and Pedestrian Plan
• Mendota Heights Parks and Recreation Strategic Plan
• Mendota Heights Natural Resource Management Plan
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