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City Council Agenda Packet 01-14-2008AGENDA REGULAR MEETING — MONTICELLO CITY COUNCIL Monday January 14, 2008 — 7 p.m. Mayor: Clint Herbst Council Members: Wayne Mayer, Tom Perrault, Brian Stumpf and Susie Wojchouski 1. Call to Order and Pledge of Allegiance 2A. Approve minutes of December 10, 2007 Regular Council meeting. 2B. Approve minutes of December 12, 2007 Special Council meeting — Comprehensive Plan 2C. Approve minutes of December 20, 2007 Special Meeting 2D. Approve minutes of December 5, 2007 Special Council Meeting - EDA. 2E. Approve minutes of January 2, 2008 Special Council Meeting. 3. Consideration of adding items to the agenda. 4. Citizen comments, petitions, requests and concerns. 5. Consent Agenda: A. Consideration of ratifying hires and departures(Admin) B. Consideration of approving contributions. (Admin) C. Consideration to approve a second amendment to the Contract for Private Development by and among First National Bank of Elk River, as assignee to Front Porch Associates, Ltd; the City of Monticello Economic Authority; and the City of Monticello. (Econ Dev) D. Consideration of contract renewal for Riverside Cemetery Caretaker. (Public Works) E. Consideration of final payment in the amount of $7,000 for mural at Community Center. (MCC) F. Consideration of approving Change Order No. 1 for the Tower Drive Improvement, City Project No. 2007-08C. G. Consideration of approving reduction in retainage for the Meadow Oaks and CSAH 39 Lift Stations and Forcemain Improvement, City Project No. 2003-02C. H. Consideration of final acceptance for the Featherstone lst and 2nd Addition Development, City Project Numbers 2003-03C and 2005-25P. (Eng) I. Consideration of purchasing a side mounted wing plow for 621 Case Loader. (PW) J. REMOVED FROM AGENDA K. Consideration of approving a resolution for a charitable gambling license for the Monticello Lions Club at River City Lanes. Agenda Monticello City Council January 14, 2008 Page 2 L. Review of bids for demolition of structures at Cedar Street Garden Center and Bechtold property (future Public Works site), City Project No. 2007-20C and consideration of contingency award of contract for demolition work. M. Approval of offer to sell and conveyance of quit claim deed. N. Consideration of accepting deed for the Ocello property lying between the Autumn Ridge and Featherstone developments. (Eng). 6. Consideration of items removed from the consent agenda for discussion. 7. Public Hearing on consideration of vacating a portion of the Chelsea Road right-of-way; 8. Public Hearing on ordinance adopting 2008 fees. (Admin) 9. Public Hearing — Consideration to approve a resolution amending the amended and restated resolution enabling the Creation of the City of Monticello Economic Development Authority; Superceding Ordinance No. 172 of October 22, 2007. (Econ Dev) 10. Consideration to adopt a resolution giving final approval to issuance of Public Project Revenue Refunding Bonds, Series 2008A (City of Monticello, Minnesota, Lease Obligation) related to certain Public Facilities and Agreements related thereto. (Economic Dev). 11. Consideration of approving appointments for 2008. (Admin) 12. Consideration of financial policies: (Finance) A. Investments B. Purchasing 13. Consideration to recommend moving forward on request for proposals for Natural Resource Inventory. (Comm. Dev) 14. Update on School Boulevard pedestrian facilities and turn lane improvements review. (Eng) 15. Report on closed meeting regarding possible YMCA acquisition. (Admin) 16. Consideration of approving payment of bills for January, 2008. 17. Adjourn. Council Minutes: 12/10/07 MINUTES REGULAR MEETING — MONTICELLO CITY COUNCIL Monday December 10, 2007 — 7 p.m. Members Present: Clint Herbst, Wayne Mayer, Tom Perrault, Brian Stumpf and Susie Wojchouski Members Absent: None 1. Call to Order and Pledge of Allegiance. Mayor Herbst called the meeting to order at 7 p.m. and declared a quorum present. The Pledge of Allegiance was said. 2A. Approve minutes of November 26, 2007 Regular Council meeting. TOM PERRAULT MOVED TO APPROVE THE MINUTES OF THE NOVEMBER 26, 2007 REGULAR COUNCIL MEETING. SUSIE WOJCHOUSKI SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 2B. Approve minutes of November 26, 2007 Special Council meeting — 2008 Budget SUSIE WOJCHOUSKI MOVED TO APPROVE THE MINUTES OF THE NOVEMBER 26, 2007 SPECIAL COUNCIL MEETING RELATING TO THE 2008 BUDGET. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 2C. Approve minutes of November 28, 2007 Special Meeting — Comprehensive Plan It was noted that the next meeting date for the Comprehensive Plan is December 12, 2007. BRIAN STUMPF MOVED TO APPROVE THE MINUTES OF THE NOVEMBER 28, 2007 SPECIAL MEETING ON THE COMPREHENSIVE PLAN WITH THE CORRECTION NOTED. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 2D. Approve minutes of December 4, 2007 Truth in Taxation Meeting. WAYNE MAYER MOVED TO APPROVE THE MINUTES OF THE DECEMBER 4, 2007 TRUTH IN TAXATION MEETING. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED WITH BRIAN STUMPF ABSTAINING. 2E. Approve minutes of December 4, 2007 Special Council meeting. TOM PERRAULT MOVED TO APPROVE THE MINUTES OF THE DECEMBER 4, 2007 SPECIAL COUNCIL MEETING. SUSIE WOJCHOUSKI SECONDED THE MOTION. MOTION CARRIED WITH BRIAN STUMPF ABSTAINING. Council Minutes: 12/10/07 3. Consideration of addinLy items to the agenda. The following items were added to the agenda: 1) Setting a meeting date to cover the organizational analysis being done by Sherie Le and to discuss the Kjellberg lawsuit; 2) Set a time for a special meeting on December 20, 2007 to approve the bills and 3) Add to the consent agenda a resolution calling for a public hearing on the modification of the enabling resolution approved by the City Council on October 22, 2007. 4. Citizen comments, petitions, requests and concerns. LeRoy Miller, Tom Grossnickle and Wes Olson representing the Monticello Lions Club came before the Council to request permission to install a 35 foot flagpole at West Bridge Park in memory of deceased Lion members. It is proposed to be a dual use flagpole which would serve as a lighted Christmas tree during the holiday season. West Bridge Park does not have a flagpole and the park is also the location for the Christmas village. Brian Stumpf asked who would maintain the structure and check the flag when it is suppose to be at half staff. LeRoy Miller stated this had not been addressed. The Council felt this could be done by the Parks Department. There was some discussion on the proper protocol with the flag and it was suggested that the Lions check that out. The Lions will pay for the electrical work, the flagpole and fixture. The City will pay for the electricity. There will be a plaque at the base of the flagpole dedicating it in memory of Lion members. BRIAN STUMPF MOVED TO GRANT PERMISSION TO THE MONTICELLO LIONS CLUB TO INSTALL A 35 FOOT FLAGPOLE AT WEST BRIDGE PARK AND TO WORK WITH CITY STAFF TO GET PLANS DRAWN UP WHICH WILL COME BACK TO THE COUNCIL FOR APPROVAL. SUSIE WOJCHOUSKI SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. SUSIE WOJCHOUSKI MOVED TO WAIVE THE CHARGES OF THE ELECTRICAL METER AND HAVE THE CITY PICK UP THE COST. BRIAN STUMPF SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. Tom Perrault asked if the electricity cost would be charged to the parks fund or general fund. 5. Consent Agenda: A. Consideration of ratifying hires and departures MCC, Liquor Store and Parks. Recommendation: Ratify the hires and departures as identified. B. Consideration of adopting ordinance relating to the division of Economic Development, Redevelopment and Housing Powers between the Economic Development Authority and the Housing and Redevelopment Authority amending City Code, Title II, Chapter 3. Recommendation: Adopt the ordinance relating to the Division of Economic Development, Redevelopment and Housing powers between the Economic Development Authority and the Housing and Redevelopment Authority; amending City Code, Title II, Chapter 3. C. Consideration of liquor license transfer for Applebee's Restaurant, 9386 Deegan Avenue. Recommendation: Approve the transfer of the off -sale and Sunday liquor license for 2 Council Minutes: 12/10/07 9386 Deegan Avenue to Applebee's Restaurant North LLC contingent upon submittal of certificate of liquor liability insurance. D. Consideration of amendment to the City's Pawn Shop Ordinance relating to approval of off-site storage facilities. Recommendation: Adopt Ordinance No. 469 amending the pawn shop ordinance relating to approval of off-site storage facilities. E. Consideration of approving resolution accepting contribution from Monticello Lions Club. Recommendation: Adopt Resolution No. 2007-104 accepting a contribution from the Monticello Lions Club for holiday lights at West Bridge Park. F. Consideration of approving a resolution appointing Directors to the Sherburne/Wright County Cable Communication Commission II. Recommendation: Adopt Resolution No. 2007-103 appointing the City Administrator as director to the Cable Communications Commission. G. Consideration of final payment to Authority Fence and Deck for fencing on River City Extreme site. Recommendation: Approve final payment to Authority Fence and Deck, Inc. in the mount of $33,800. H. Consideration of approving membership in Coalition of Greater Minnesota Cities. Recommendation: No staff recommendation was made. I. Consideration of salary adjustment for city employees for 2008. Recommendation: This matter was tabled until the pay equity analysis is completed. J. Consideration of appointing Commission members for the EDA Board. Recommendation: Approve the appointments to Monticello Economic Development Authority as follows: Dan Frie (one year term); Bill Tapper (two year term), Bob Viering (three year term) Bill Fair (four year term) Bill Demeules (five year term) and Wayne Mayer and Clint Herbst (one year terms). K. Consideration to approve the final plat of Monticello Business Center 6th Addition. Applicant: Quad Development. Recommendation: Adopt resolution approving the final plat and development agreement for Monticello Business Center 6th Addition based on a finding that is consistent with the preliminary plat and the performance standards of the B-4 Regional Business District subject to the minor revisions noted in the Council report of 12/10/07. L. Consideration to adopt a resolution calling for a public hearing on the modification of the Enabling Resolution approved by the City Council on October 22, 2007. Recommendation: Adopt the resolution on the modification of the Enabling Resolution setting a public hearing date for January 14, 2008 at 7 p.m. BRIAN STUMPF MOVED TO APPROVE THE CONSENT AGENDA WITH THE REMOVAL OF ITEMS #5F AND #5H WITH ITEM #5I BEING TABLED AND #5L ADDED. Tom Perrault requested that item #5J also be removed. 3 Council Minutes: 12/10/07 BRIAN STUMPF AMENDED HIS MOTION TO INCLUDE THE REMOVAL OF ITEM #5J. WAYNE MAYER SECONDED THE AMENDED MOTION. MOTION CARRIED UNANIMOUSLY. 6. Consideration of items removed from the consent agenda for discussion., #SFAppointing Directors to the Sherburne/Wright County Cable Communications Commission: Brian Stumpf suggested the resolution should name the positions being appointed rather than the name of the individuals. That way the resolution would not have to change if somebody left. Jeff O'Neill will check with the agreement to see if it specifically says individuals have to be named. BRIAN STUMPF MOVED TO ADOPT RESOLUTION NO. 2007-103 APPOINTING THE CITY ADMINISTRATOR AS THE DIRECTOR TO THE CABLE COMMUNCATIONS COMMISSION AND A REPRESENTATIVE FROM THE FINANCE DEPARTMENT AS AN ALTERNATE DIRECTOR. WAYNE MAYER SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. #SH Membership in the Coalition of Greater Minnesota Cities: Brian Stumpf questioned if the City needed to spend $7,600 for additional lobbying. There was some discussion on what the group provided and whether existing groups such as the League of Minnesota Cities provided sufficient lobbying efforts for the cities. BRIAN STUMPF MOVED THAT THE COUNCIL NOT APPROVE BECOMING A MEMBER OF THE COALITION OF GREATER MINNESOTA CITIES. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. #SJAppointment of Commission Members to the Monticello Economic Development Authority: Tom Perrault noted conflicting philosophies of Clint Herbst and Bill Fair had made for some contention in the past and he asked if Clint Herbst would be able to work that out if they are both serving on the same board. Clint Herbst assured him that he would be able to work with the members of the Commission. BRIAN STUMPF MOVED TO APPROVE THE FOLLOWING APPOINTMENTS TO THE MONTICELLO ECONOMIC DEVELOPMENT AUTHORITY: DAN FRIE — RESIDENT 12/2008 -ONE YEAR TERM BILL TAPPER — NON RESIDENT 12/2009 -TWO YEAR TERM BOB VIERING — RESIDENT 12/2010 -THREE YEAR TERM BILL FAIR — RESIDENT 12/2011 -FOUR YEAR TERM BILL DEMEULES — NON RESIDENT 12/2012 -FIVE YEAR TERM CLINT HERBST — COUNCIL 12/2008 -ONE YEAR TERM WAYNE MAYER — COUNCIL 12/2008 -ONE YER TERM WAYNE MAYER SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 7. Consideration of extending the term for assessment rolls for Cedar Street and Dundas Road, Citv Project No. 2006-02C and Chelsea Road/Fallon Avenue Improvements, City Project No. 2006-31C. Bret Weiss, consulting engineer, reviewed this item noting at the assessment hearing for these Council Minutes: 12/10/07 projects a property owner had requested that the term of the assessment be extended from ten years to fifteen years. A letter was sent out to the affected property owners providing them an opportunity to select either the ten year term or the fifteen year term. A new roll for those properties opting for fifteen years will be prepared and sent to the County. Wayne Mayer asked about the budget impact of extending the term to fifteen years. Tom Kelly indicated that the first couple of years of the assessment payments may not match up with the bond payments but he did not feel it would have significant impact for the City. WAYNE MAYER MOVED TO EXTEND THE TERM TO FIFTEEN YEARS FOR PROPERTY OWNERS REQUESTING THIS OPTION ON THE ASSESSMENT FOR THE CEDAR STREET AND DUNDAS ROAD RECONSTRUCTION PROJECT (CITY PROJECT NO. 2006-02C) AND THE CHELSEA ROAD (FALLON AVENUE TO CSAH 18) RECONSTRUCTION PROJECT (CITY PROJECT NO. 2006-31 C). SUSIE WOJCHOUSKI SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 8. Consideration of authorizing sale of $6,360,000 general obligation bonds. Todd Hagen from Ehlers and Associates provided information on the bids that were received. He indicated that the amount of the bond issue had decreased from $6,360,000 to $6,045,000 and explained the reasons for the decrease. The City has maintained their A2 bond rating and the findings of the rating report were reviewed by Todd Hagen. The City received five bids with interest rates that ranged from 3.6774% to 3.8183%. The low bidder was Wells Fargo Brokerage Services, LLC with a true interest cost of 3.6774%. WAYNE MAYER MOVED TO ACCEPT THE BID FROM WELLS FARGO BROKERAGE SERVICES, LLC AND ADOPT THE REOSLUTION PROVIDING FOR THE ISSUANCE AND SALE OF $6,045,000 GENERAL OBLIGATION BONDS, SERIES 2007A. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 9. Consideration of approving final tax lew and budget for 2008. Finance Director, Tom Kelly summarized the proposed 2008 budget. The total 2008 budget for expenditures is $28,707,837 with a general fund amount of $7,521,909. The tax levy proposed for 2008 is $7,600,000. Approximately $922,000 will be taken from reserves to fund the 2008 budget. Clint Herbst felt the city was fiscally responsible in setting the 2008 budget. BRIAN STUMPF MOVED TO ADOPT THE 2008 BUDGET AND RESOLUTION AS PRESENTED WITH A LEVY OF $7,600,000. WAYNE MAYER SECONDED THE MOTION. Tom Perrault felt some additional cuts could be made. He suggested transferring the full $250,000 from the liquor store as was done in previous years instead of just the $171,000. He also suggested transferring the $100,000 from the EDA and cutting items such as the gazebo at Bridge Park. Clint Herbst felt that cuts of $15,000 were not going to have much impact on residents' taxes. Susie Wojchouski said her concern is the heavy use of the city's reserve funds to support the budget. 5 Council Minutes: 12/10/07 MOTION ON THE 2008 BUDGET CARRIED WITH TOM PERRAULT VOTING IN OPPOSITION. 10. Consideration of Reviewing Policv for Applying Surcharge to Fund Costs Associated with, providing boosted water pressure — Monti Hill area. Brian Stumpf asked how the proposed $.02/100 cf would impact the users. Pat Kovich, the Utility Billing Technician had provided examples. The examples for residential bills showed an increase from $1.40 to $4.00. Sample bills were also done showing the impact on commercial and industrial users. Brian Stumpf felt $0.02/100 cf fee was nominal fee and would be easier for the billing department to implement. The Council emphasized that when a development comes in that needs a booster station for water, the new development through trunk charges will still be picking up the cost for construction of the booster station as part of their development fees. John Simola, Public Works Director, said they will have to expand the booster station in the area because it is near capacity. The expansion cost will be picked up by development in the area. Wayne Mayer asked how many more lots would need boosted water. John Simola replied the Monte Club Hill and the area to the west, approximately 100 acres, would need it. Tom Kelly asked if the option is approved, would it start with the billing that goes out in January or with the first quarter of 2008. Council felt it should occur with the billing that is sent out in January (4th quarter 2007). Wayne Mayer felt as long as the City has control of the Monte Club Hill area, he agrees with the decision to change the boosted water rates. If the Monte Club Hill becomes commercial, then he would have a problem with that rate being blanketed over the city. Brian Stumpf suggested that be covered in the motion. BRIAN STUMPF MOVED TO BILL THE COST OF OPERATING THE BOOSTED SYSTEM OVER THE ENTIRE WATER SYSTEM BASED ON A PROPOSED RATE INCREASE OF $0.02/100CF BUT EXCEPTING THE CITY OWNED MONTE CLUB HILL SITE. WAYNE MAYER SECONDED THE MOTION. MOTION CARRIED WITH TOM PERRAULT VOTING IN OPPOSITION. 11. Change Order approval process review. Brian Stumpf said he felt somewhat responsible for this item coming forward. He stated he was not looking for a policy change but merely had questions on a particular change order. He stated he was not asking that every change order is approved by Council before staff can proceed to authorize the work. Clint Herbst agreed that the City didn't need a policy and the questions on the change order were a rarity. While he did not think a policy was necessary he did feel the Council should continue to question those items that appear out of the norm. Wayne Mayer felt there was nothing wrong with staff contacting the contractor and explaining that the change order was going before the Council and making sure that negotiation was done to get the best price. rol Council Minutes: 12/10/07 Bruce Westby stated he appreciated their comments and understood why they questioned the items. By presenting this item he wanted to make sure that the Council and staff were in agreement on the change order process. This item required no action by the Council. 12. Consideration of upgrade to securitv surveillance system for Liquor Store. The Council discussed the proposals to upgrade the security surveillance system at Hi -Way Liquors. Joe Hartman, Liquor Store Manager, stated that he has been pursuing approval for these improvements for two years. He had gotten the three quotes as requested but the proposals and information for the work were delayed or nixed by staff and not forwarded to Council. The additional proposal submitted by Doug Lyseng, the individual, who currently works with the computer system at City Hall, provides for a system that would be integrated with other surveillance equipment at other city facilities. While this was perhaps the most advanced system, Joe Hartman questioned whether the City would want to appropriate the additional funds for this system when the other systems would be adequate. He added that these same systems were used in other liquor stores and commercial business and were good products. The Council noted the quote from Doug Lyseng was at $13,007.89 but the agenda item referenced $13,800. Tom Kelly did not know what accounted for that difference. Wayne Mayer felt the proposal from Doug Lyseng which included digital IP technology was more state of the art and would integrate better with the fiber optics system that is installed. WAYNE MAYER MOVED TO APPROVE THE PROPOSAL FROM DOUG' SCOMPUTER SERVICES AT THE COST OF $139007.90 TO PURCHASE SECURITY SYSTEM IMPROVEMENTS FOR HI -WAY LIQUORS. Brian Stumpf questioned whether the City had to accept the low bid. Because the products being bid are different, legal counsel indicated the City is not required to accept the low bid. Tom Perrault questioned where the additional funds not budgeted in 2007 were coming from. Additional funds needed would be taken from the liquor store funds. BRIAN STUMPF SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. Added Items: Special Meetings: The Council set Wednesday, January 2, 2008 at 5 p.m. as the special meeting date to review the organizational analysis done by Sherie Le and discussion of the Kjellberg legal action. A special meeting will be held on Thursday, December 20, 2007 at 6:30 a.m. for the Council to approve payments for December. Snowplowing: Brian Stumpf complimented the Public Works Department on the good job of snowplowing after the recent snow. Susie Wojchouski asked if any cable or guard rail was supposed to be placed on the off ramp. Brian Stumpf agreed that something was needed there. Bret Weiss said he will check into this. Susie Wojchouski raised a question on the 194 exit which she felt was confusing motorists because of VA Council Minutes: 12/10/07 I-94 being in the area. 13. Consideration of approving pavment of bills for December, 2007. SUSIE WOJCHOUSKI MOVED TO APPROVE PAYMENT OF THE BILLS. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 14. Adiourn. WAYNE MAYER MOVED TO ADJOURN AT 8:35 P.M. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. Recording Secretary E'� R Council/Planning Minutes: 12/12/07 MINUTES SPECIAL MEETING — MONTICELLO CITY COUNCIL COMPREHENSIVE PLAN UPDATE Wednesday, December 12, 2007 — 6 p.m. Members Present: Council: Brian Stumpf, Wayne Mayer and Tom Perrault. Planning Commission: Rod Dragsten, Charlotte Gabler, William Spartz and Barry Voight. Members Absent: Council: Clint Herbst and Susie Wojchouski Planning Commission: Lloyd Hilgart Acting Mayor Brian Stumpf called the meeting to order at 6 p.m. and turned the meeting over to Rusty Fifield from Hoisington Koegler. Rusty Fifield reviewed the changes to the comprehensive plan that were discussed at the last meeting which included: 1) Moving the Economic Development chapter after the Land Use chapter; 2) Put a place holder for the Transportation Plan; 3) Provide additional direction on how the City should utilize the land use plan; 4) Change the language relating to the Fallon Avenue bridge to reflect that the bridge does not have to be constructed before utilities can be put in and 5) The location of the western interchange. Growth projections were discussed. It was noted that the growth will likely be considerably slower than the 300 units per year that were projected at one time. Accurate projections are an important factor in planning for infrastructure growth. Also discussed was the land use for the northwestern area. Until the location of the western interchange is determined it was felt it may be difficult to identify land uses or as an option the City could specify land uses and revisit the comprehensive plan when the interchange is actually constructed. Jeff O'Neill stated that the Silver Springs Golf Course had changed hands so it is not known how long that might continue as a golf course. Rusty Fifield felt when growth takes places, it should be coming off the developed areas and not happening away from the developed areas. Otherwise it can put a strain on the City to provide infrastructure that has to go through undeveloped area to serve a pocket of development. The area of East Broadway from the Monticello Hospital to Highway 25 was discussed. Brian Stumpf had concerns about Broadway and transportation issues relating to it. He stated it was difficult to talk about planning when it is not known what MnDOT has planned for the road. Rusty Fifield felt that the City goes with what they feel is the appropriate land use and if the transportation issues develop that require changes then at that time the City should revisit the comprehensive plan. Consulting engineer, Bret Weiss stated that the transportation plan is driven by the land use plan. He stated that MnDOT does not have funds to do much of anything but added they would be responsive to city initiated projects. As an example, the current discussions between Monticello, Big Lake and Big Lake Township could result in some kind of recommendations for improvements to the TH 25 corridor and bridge crossing. It was felt if these communities along with Sherburne County came up with a proposal for improvements it would be likely that MnDOT would participate. One concern with East Broadway is the residential area located between the hospital and downtown area. With the continued expansion of the hospital, there will be significant impacts to this area. The question is where you would put commercial development along Broadway. Some felt a special district should be set up for this area. Proposals that have come in for redevelopment generally have not fit any of the commercial zoning districts. Some felt that with the hospital there would be R Council/Planning Minutes: 12/12/07 expansion of related uses such as clinics. The Council and Planning Commission were evenly split on whether to the leave the area as is or change the designation to something else. Brian Stumpf felt the commercial should be allowed to go from the hospital to Cedar Street. It was felt it would be difficult to get more curb cuts along Broadway which would have an impact on how any commercial development would be laid out. The map in the draft comprehensive plan showed a road running through the golf course area. There was lengthy discussion on whether the road should be shown. It is the City's intent that eventually School Boulevard will be extended through this area but the alignment of the road has not been determined. Bret Weiss said this road will be taking traffic through the area to the western interchange when that goes in. Where an interchange would be located and whether there would be a river crossing with the construction of the interchange are unknowns. Is it better to show these on a map or just address them in the text of the comprehensive plan? A road was shown as going through the YMCA property and a number questioned why the City would want a collector street going through a major recreational area. Bret Weiss stated that if the City goes to MnDOT with any proposals to help fund transportation improvements it is beneficial for the City to be able to show that these transportation needs had been part of the City's long term planning. Bret Weiss noted that the draft comprehensive plan said there is no interchange in MnDOT's planning for the area. Bret Weiss said that MnDOT has recognized the western area as a possible interchange location. Rusty Fifield stated that information was not in any plan that he had seen and asked Bret Weiss to provide him with a copy of that plan. Some felt the interchange and road locations were too speculative and that showing them might just get property owners in the area worked up if they see a road running through their property even though the alignment has not been finalized. Others felt it was important that property owners and developers know that the City plans include a collector street in that area. Tom Perrault said the plan talks about embracing the river and he questioned how that could be done since the area along the river is developed. Jeff O'Neill asked how the city should address in the plan the issue of growth across the river. William Spartz brought up the North Star line coming through and the impacts that will have on traffic along TH 25. He felt the City needed to address Walnut Street north of Broadway and consider opening up Walnut Street all the way to the river. Rusty Fifield responded that the plan does call for Walnut Street to be brought to the river but cautioned that Walnut Street should not be allowed to become a TH 25 shortcut. Rusty Fifield noted that much of the discussion related to transportation issues and not land use. He explained that after changes have been made to the draft plan, the revised plan will be sent to the various boards and commission for their review. It is proposed to hold a public workshop on the revised plan in late January or early February. It is hoped that the Planning Commission can begin the formal adoption process in March or April. Once the comprehensive plan is completed there are still are other items that should be done which include the transportation plan, update of the zoning ordinance, natural resources inventory and downtown plan update. The workshop closed at 7:30 p.m. Recording Secretary Special Council Meeting Minutes: 12/20/07 MINUTES SPECIAL MEETING — MONTICELLO CITY COUNCIL Thursday, December 20, 2007 — 6:30 a.m. Members Present: Clint Herbst, Wayne Mayer, Tom Perrault and Brian Stumpf Members Absent: Susie Wojchouski Mayor Herbst called the meeting to order at 6:30 a.m. The purpose of the meeting was to approve payment of bills. There were a number of questions on the bills including 1) Expenses for Building Department vehicles; 2) Transportation costs for nuclear preparedness training. It was noted that this cost would be submitted to Xcel Energy and Wright County for reimbursement; 3) Northwest Associated Consultants review of plan for Public Works Facility; 4) Service charges imposed by local businesses; 5) Bill from CCG for fiber optics work; and 6) Clothing expenses for the building department. The Council directed that staff send a letter to a local business regarding service fees charged to the city. BRIAN STUMPF MOVED TO APPROVE PAYMENT OF THE BILLS. WAYNE MAYER SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. TOM PERRAULT MOVED TO ADJOURN AT 6:45 AM. WAYNE MAYER SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. Recording Secretary MINUTES SPECIAL MEETING MONTICELLO CITY COUNCIL Wednesday, December 5, 2007 - 4:30 p.m. Academy Room - Monticello Community Center - 505 Walnut Street MEMBERS PRESENT: Mayor Clint Herbst and City Council Members Brian Stumpf, Wayne Mayer, Tom Perrault, and Susie Wojchouski. 1. Call to Order. Mayor Herbst called the special council meeting to order at 4:38 p.m. declaring a quorum. 2. Interview candidates for consideration of app_ ointment to Monticello Economic Development Authoritv (EDA). The purpose of the special Council meeting was to interview applicants for available commissioner positions on the restated Monticello EDA. In addition to the interviews, Council members must determine the terms of the non -council members. As stated in the Enabling Resolution creating the Monticello EDA, the EDA shall be composed of seven members to be appointed by the Mayor and confirmed by the City Council. Previously, the Council had polled the remaining four HRA and EDA commissioners as to their interest to be considered for appointment on the restated EDA. Bill Fair, Dan Frie, and Bill Demeules responded they were interested. The council members agreed the three individuals should be considered for appointment to the restated EDA because of their experience and to provide continuity. Previous to the Council meeting, council members received copies of applications submitted by three applicants responding to the two-week advertisement for EDA commissioner positions. Deadline for application was November 30, 2007. The Council members elected not to interview the one applicant as the applicant did not meet the resident/non-resident requirement as of the interview date. A list of eight questions were prepared and utilized by the Council members in the interview process. William (Bill) Tapper was the first applicant to be interviewed. Tapper stated he was a leading stakeholder in the city and therefore was interested in the economic development future of the City. While Mr. Tapper resides in Deephaven, MN, he is the owner of two businesses and properties in the City of Monticello: Genereux Fine Wood Products and Westlund Distributing. 1 3. Minutes of the Special City Council Meeting - 12/05/07 Robert (Bob) Viering was the second applicant interviewed. Viering stated he purchased a home is Monticello about six months ago after being hired as President of First Minnesota Bank, Monticello. In addition to twenty-five years of banking experience, he was involved in economic development in Sterling, Illinois. Following the interviews, the Council members agreed the City of Monticello was lucky to have such qualified individuals apply for the EDA commissioner positions. With their combined knowledge and expertise, the two applicants would add diversity and bring fresh ideas to the EDA. The Council members agreed there was no need to further advertise for the EDA positions. Discuss interviews and provide input for recommendation (re -advertise or proceed) of non - council members to the Monticello EDA consistent with resident and non-resident requirement and stap-�ered terms. As stated with the Enabling Resolution, the five non -council members shall initially be appointed for terms of one, two, three, four, and five years and thereafter shall be appointed for six-year terms. Of the five non -council at least three members shall be city residents and not more than two members may be nonresidents of the City, provided that such members own a business and own property in the City. Koropchak presented the names of Frie, Fair, and Demeules with the suggestion their appointed terms coincide with their previous terms and applied their respective residency/non- residency status. This left one resident and one non-resident position to fill of the five non - council members. Council members agreed to consider Tapper, non-resident, for the two-year term, and Viering, resident, for the three-year term. In compliance of the Enabling Resolution, the Mayor and Council members agreed to the following for appointment at the regular Council meeting of December 10, 2007: Non -Council Appointments Resident/Non-resident 1. Dan Frie 2. Bill Tapper 3. Bob Viering 4. William Fair 5. William Demeules Resident Non/Resident (Owns business/property) Resident Resident Non -Resident (Owns business/property) 2 Term 12/2008 (one-year term) 12/2009 (two-year term) 12/2010 (three-year term) 12/2011 (four-year term) 12/2012 (five-year term) Minutes of the Special City Council Meeting - 12/05/07 4. Discuss and provide input for recommendation of two City Council members to the Monticello EDA. As stated in the Enabling Resolutions, two members shall be members of the City Council and their terms shall coincide with their terms of office as members for the City Council. Council members Wayne Mayer and Tom Perrault served on the previous EDA. Mayor Herbst expressed he felt it was important for the Mayor to sit on the EDA. Council member Woj chouski asked Council member Mayer of his availability due to his commitment on the fiber optics committee. Mayer did not see that as a problem. Council member Tom Perrault questioned the effectiveness of Mayor Herbst as a commissioner on the EDA due to his relationship with previous Council member Bill Fair and the downtown businesses. With no further discussion and in compliance with the Enabling Resolution, the Mayor and Council members agreed to the following for appointment at the regular Council meeting of December 10, 2007: Council Appointments Coincides with Council Term Clint Herbst 12/2008 Wayne Mayer 12/2008 5. Discuss possible dates for EDA organizational meeting. The following dates were presented as dates for the EDA organizational meeting: Thursday, December 13; Monday, December 17; or Tuesday, December 18, 2007. December 17 at 4:30 p.m. or December 18 at 6:00 p.m. worked for the two Council members. 6. Adi ournment. BRIAN STUMPF MADE A MOTION TO ADJOURN THE SPECIAL MEETING OF THE CITY COUNCIL. SUSIE WOJCHOUSKI SECONDED THE MOTION AND WITH NO FURTHER BUSINESS, THE COUNCIL MEETING ADJOURNED AT 5:35 P.M. 011ie Koropchak, Recorder 9 Council Minutes: 1/2/08 MINUTES SPECIAL MEETING — MONTICELLO CITY COUNCIL Wednesday, January 2, 2008 Members Present: Clint Herbst, Wayne Mayer, Tom Perrault, Brian Stumpf and Susie Wojchouski. Members Absent: None Prior to the start of the special meeting, the Council met in a closed session with the City Attorney to discuss a litigation matter. The meeting was called to order at 5:55 p.m. City Administrator Jeff O'Neill provided some background regarding the pay equity study. The presentation given to the Council tonight was an update on the project. Sherrie Le, the consultant hired to do the City's pay equity study briefly explained the pay equity law. Pay equity applies only to the public sector and not to the private sector. The pay equity law developed because female job classes were paid less than male job classes. At the present time the City is required to file a pay equity report every five years. When the report is reviewed the state can determine if the City is in compliance with the pay equity law. If it is found that the City is not in compliance, penalties can be imposed. Every community is required to have a pay equity program based on a point system. Monticello uses the modified Princeton point system. Specific criteria is used to rate each position. The criteria under the City's point system is based on 1) Knowledge and experience — Sherrie Le noted this is knowledge and experience needed initially to do the job and not knowledge and experience picked up from doing the job; 2) Accountability for actions; 3) Planning; 4) Supervision and 5) Working conditions. Law does not require that a city uses market conditions to determine salary range but it is a factor in being able to attract good applicants. At this point Sherrie Le has not established salary ranges for the positions. Sherrie Le pointed out several items unique to Monticello. 1. There is no Human Resource Director. Many of the functions of a Human Resource Director are being done by supervisors or other staff. 2. Purchasing locally is a strong push of the Council. It was suggested that an individual be responsible for this area. This individual could arrange annual contracts for the purchases of goods and services. 3. Department heads could not get time with the City Administrator and some of the duties of the City Administrator position need to be delegated. Council Minutes: 1/2/08 4. Administrative overflow and backup of positions. 5. Retirement of individuals and their replacement. Jeff O'Neill and Sherrie Le presented some proposals relating to pay equity and to reorganization. At the present time it was felt the City Administrator has too many people reporting to him directly. In addition he also administers a number of contracts such as the Sheriff Department contract and consultants' contracts. Another issue is the back up between the building department and the receptionist. Sherrie Le emphasized the need for Human Resources person. Employee safety was also mentioned noting that there are OSHA requirements as for as employee training. It was suggested that having one individual coordinating the training would open up time for the supervisors and department heads. Jeff O'Neill stated that unlike the previous City Administrator, who did not get involved with the community, he wanted to be out more making local contacts and working with organizations both within the community and in other communities. The first phase of organizational change proposed by Jeff O'Neill and Sherrie Le would have the Deputy Registrar's Office and the Liquor Store Manager report to the Finance Director. The Fire Chief, Deputy City Clerk, Community Center Director, Public Works Director, Engineer, Economic Development Director and Chief Building Official would report to the City Administrator. The Chief Building Official would eventually report to the Community Development Coordinator. Initially the Community Development Coordinator and the City Administrator would jointly oversee the Building Department. Eventually the Community Development Coordinator will over see the Building Department and the receptionist positions. The Sheriff s Department contract will be handled by the City Engineer, since he is already working with the Police Commission. The Animal Control contract will be given to Cathy Shuman. Cathy Shuman's position will be modified and her title will be program coordinator or program administrator. Although Cathy Shuman would report to the Finance Director, finance would no longer be the focus of her position. The contracts for consulting planners would go to the Community Development Coordinator. Contracts for financial advisor and auditor would be under the Finance Director. The City Administrator would have the contracts for legal counsel and fiber optics. The Community Development Coordinator would be Angel Schumann who would take over planning and community development activities and over time would supervise the building department. Immediately she would be jointly supervising the Building Inspections Coordinator, the receptionist and possibly the Engineering Technician. It was felt that the City's external communications are minimal and Angela Schumann will oversee that area as well. Gary Anderson the Chief Building Official would eventually be under the Community Development Coordinator. The City would not be filling the part-time position in the Building Department that was budgeted for 2008. The Finance Director will supervise the liquor store and Deputy Registrar with Cathy Shuman assisting. Paula Mastey will be given the position of Assistant Finance Director and will supervise the three other finance staff positions. 14 Council Minutes: 1/2/08 As program coordinator, Cathy Shuman will handle fiber optics, possibly purchasing, animal control contract, pandemic planning, storm water utility planning and other special projects that may arise. City Engineer Bruce Westby will supervise the positions currently titled construction observers. It is hoped that this will make the City less reliant on consulting engineers. He will also continue to handle the Police Commission. The two construction observer positions will be re -titled as Engineering Technician and Senior Engineering Technician with Karen Ludvigson being the Senior Engineering Technician. Kitty Baltos, presently Community Center Director, will be taking on human resources duties. Additional training will be required for her to handle the personnel/human resources work. The Community Center would hire an entry level employee to take over some of the duties of Sara Cahill who would then be free to pick up some of the duties currently handled by the Community Center Director. Sherrie Le recommended the going with a temporary employee with human resources experience in the public sector or a consultant in human resources. Jeff O'Neill felt the Phase One proposals would generate some initial savings but did not have any cost figures at this time. Susie Wojchouski asked if the number of employees the City had was typical for a city of that size. Sherrie Le stated it depends on what the city has. Not every community has a municipal liquor store or deputy registrar office Phase II of the organizational proposal dealt with people whom the City Administrator felt would be retiring shortly, Public Works Director, Economic Development Director and Deputy City Clerk. Jeff O'Neill stated the Deputy City Clerk position is straightforward and static. He expects that the Deputy City Clerk would train the new person on election procedures and do other part-time work during the transition period with the City Administrator evaluating how long the transition period would last. The Economic Development Director position could be handled several ways. The City Administrator could pick up some of the duties of the Economic Development Director and the Community Development Coordinator could either pick up the remaining duties or supervise the person doing the economic development work. Finance Director Tom Kelly or Paula Mastey would be the treasurer for the EDA. Jeff O'Neill felt as City Administrator he should be out more in the community working to attract businesses and serving as a spokesman for the City. It is not certain what will happen with the Public Works Director position. It is anticipated that Bruce Westby, City Engineer will take on some of the responsibilities. John Simola suggested that the City Engineer be located in the Public Works facility. Jeff O'Neill said if the Public Works Director position is retained it would be under the supervision of the City Engineer. Susie Wojchouski asked if this proposal had been reviewed by the Personnel Committee. Clint Herbst and Wayne Mayer indicated they had first seen the report that afternoon. Clint Herbst stated he would like to see the impact of the proposal on the budget. Clint Herbst suggested setting up a workshop on this matter and perhaps by that time staff can provide information on cost impact. Tom Kelly stated that the budget included a cost of living increase and three new positions. Sherrie Le felt their proposal would cost less than what was originally proposed in the 2008 budget. 3 Council Minutes: 1/2/08 There was general discussion on the pay scale and market conditions. Sherrie Le asked the Council's philosophy as to where they wanted to be in the market. Did they want to be equal to other comparable cities or did they want to be a certain percentage of other comparable cities. John Simola felt the city would need to look at the sewer and water positions. There is demand for people with these skills and the city loses their personnel to other cities because other cities pay more. The low pay scale for this position also makes it difficult to get applicants when the city needs to fill a position. The Council instructed Sherrie Le and staff to come up with a workshop date. Sherrie Le is to inform the Finance Director of proposed salary ranges and other adjustments relating to pay equity so he can provide the Council with information on the impact it will have on the budget. Tom Perrault questioned having an Assistant City Administrator and whether this position could be combined with the Economic Development Director position. Pavment of Bills: Wayne Mayer asked about the bill to Marco relating to maintenance agreements on the office equipment. Cathy Shuman explained the amount covered overages of contract amounts. Wayne Mayer noted another $5,000 bill for transportation relating to a civil defense exercise. This makes a total of $10,000 in transportation costs the city incurred. He also questioned the bill from WSB for $7,000 on the TH 25 study and wondered when the results of this study would be made available. Bruce Westby said the cost was for updating the traffic model for TH 25. Wayne Mayer questioned the $3,000 for economic development and marketing. Wayne Mayer felt if they are going to do marketing for fiber optics they should be working with FiberNet. Wayne Mayer also questioned the number of ads for the wine tasting event. Joe Hartman stated that he could reduce the ad to 5-6 times. Wayne Mayer noted a bill from WSB for fiber optics. Cathy Shuman said it was for assistance in preparing the RFP. Tom Perrault expressed his concern about the number of seminars and workshops staff attended and questioned whether the city was getting their money's worth. BRIAN STUMFP MOVED TO APPROVE PAYMENT OF THE BILLS. SUSIE WOJCHOUSKI SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. BRIAN STUMPF MOVED TO ADJOURN AT 7:15 P.M. WAYNE MAYER SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. Recording Secretary Council Agenda: 1/14/08 5A. Consideration of approving new hires and departures for Parks and DMV., (JO) A. REFERENCE AND BACKGROUND: The Council is asked to ratify the hiring and departures of employees that have occurred recently at the Parks and DMV. It is recommended that the Council officially ratify the hiring/departure of all new employees including part-time and seasonal workers. A.1 BUDGET IMPACT: None A.2 STAFF WORK LOAD IMPACT: Until the positions are filled again, existing staff would pick up those hours. B. ALTERNATIVE ACTIONS: 1. Ratify the hire/departures of the employees as identified on the attached list. C. RECOMMENDATION: By statute the City Council has the authority to approve all hires/departures. There is no other recommendation but for the Council to exercise the authority given to them by state statute. D. SUPPORTING DATA: List of new employees. Name Berthiaume, Josh Hook, Kate Becker, Joel Lusti, Matt Gardner, Samantha Feldman, Jamie Vogel, Eric Hertwig, Summer Eckerman, Heidi Name NEW EMPLOYEES Title Seasonal Parks Worker Rink Attendant Rink Attendant Rink Attendant Rink Attendant Rink Attendant Rink Attendant Rink Attendant Dep Reg Clerk Department Parks Parks Parks Parks Parks Parks Parks Parks DMV TERMINATING EMPLOYEES Reason Department Harding, Julia involuntary employee council list.xls: 12/26/2007 MAN Hire Date Class 12102007 Temp 12222007 Temp 12222007 Temp 12222007 Temp 12222007 Temp 12222007 Temp /2222007 Temp 12222007 Temp 12172007 PT Last Day Class 12/10/07 PT NEW EMPLOYEES Name Title Department Hire Date TERMINATING EMPLOYEES Name Reason Department Last Day Wolfsteller, Rick Retirement employee council list.xls: 1/5/2008 Finance 12/31/2007 FT Class Class Council Agenda: 1/14/08 5B. Consideration of approving contributions., (JO) A. REFERENCE AND BACKGROUND: The City has received donations totaling $5,500.00 from Land of Lakes Choirboys. The use of these funds is specified as follows: $2,500 to go towards the cost of bands for the Riverfest parade and $3,000 for murals in the Monticello Community Center. The City has also received a $100 donation from Dan and Andra Olson and a $50 donation from Roger and Carol Klatt to be used for equipment for the Fire Department. Lastly the Monticello Community Center as received a total donation of $5,000 from various members of the Mahoney family as a memorial. These funds will be used for the Community Center mural. As required by state statute, if the City accepts the donation of funds, the City Council needs to adopt a resolution specifying the amount of the donation and its use. A.1. Budget Impact: The donation has negligible impact. The donation will be used to fund items outside the City's budget. A.2 Staff Workload Impact: None A.3 Council Prioritv: Not applicable B. ALTERNATIVE ACTIONS: 1. Approve the contributions and authorize use of funds as specified by the donors. 2. Do not approve the contributions and return the funds to the donors. C. STAFF RECOMMENDATION: Staff recommendation is to adopt the resolution accepting the contributions. D. SUPPORTING DATA: Resolution No. 2008-1 City of Monticello RESOLUTION NO. 2008-1 RESOLUTION APPROVING CONTRIBUTIONS WHEREAS, the City of Monticello is generally authorized to accept contributions of real and personal property pursuant to Minnesota Statutes Sections 465.03 and 465.04 for the benefit of its citizens and is specifically authorized to maintain such property for the benefit of its citizens in accordance with the terms prescribed by the donor. Said gifts may be limited under provisions of MN Statutes Section 471.895. WHEREAS, the following persons and or entities have offered to contribute contributions or gifts to the City as listed: DONOR/ENTITY DESCRIPTION VALUE Land of Lakes Choirboys Cash Contribution $5,500 Dan and Andra Olson Cash Contribution $100 Roger and Carol Klatt Cash Contribution $50 Mahoney Family Cash Contribution $5,000 WHEREAS, all said contributions are intended to aid the City in establishing facilities, operations or programs within the city's jurisdiction either alone or in cooperation with others, as allowed by law; and WHEREAS, the City Council hereby finds that it is appropriate to accept the contributions offered. NOW THEREFORE BE IT RESOLVED by the City Council of Monticello as follows: 1. The contributions described above are hereby accepted by the City of Monticello. 2. The contributions described above will be used as designated by the donor. This may entail reimbursing or allocating the money to another entity that will utilize the funds for the following stated purpose: DONOR/ENTITY RECIPIENT PURPOSE Land of Lakes Choirboys City of Monticello-Riverfest Bands for Riverfest Parade Land of Lakes Choirboys Monticello Community Center Murals Dan and Andra Olson Monticello Fire Department Equipment Roger and Carol Klatt Monticello Fire Department Equipment Mahoney Family Monticello Community Center Murals Adopted by the City Council of Monticello this 14th day of January, 2008. Clint Herbst, Mayor ATTEST: Jeff O'Neill, City Administrator City Council Agenda - 01/14/08 5C. Consideration to aDDrove a Second Amendment to Contract for Private Development by and among the Citv of Monticello EDA, the City of Monticello. and First National Bank of Elk River. as assignee of Front Porch Associates. LTD. (O.K.) A. Reference and background: On May 1, 2002, the Housing and Redevelopment Authority entered into a Contract with the City and the developer, Mike Cyr, Front Porch Associates, LTD, for reimbursement of land acquisition and site improvement costs up to $220,000 associated with the Vine Place housing project. The Contract was assigned to the First National Bank of Elk River on April 24, 2002. A first amendment to the Contract occurred January 13, 2003. Within the Contract, the developer was to complete construction of 18 townhouses located within TIF District No. 1-29 by no later than December 31, 2004, and to complete construction of at least eight additional townhouses located within the adjacent property by no later than December 31. 2007. The 18 townhouses within the TIF District are complete and are generating tax increment. Five of the eight additional townhouses were issued occupancy permits by the Building Department. Upon completion of the eight townhouses, a certificate of completion as per the Contract will be issued to the developer. The proposed amendment simply amends the completion date for the eight additional townhouses located within the adjacent property from December 31, 2007 to December 31, 2008. The EDA approved the Second Amendment to the Contract for Private Development on December 18, 2007. After approval by the City Council, the Second Amendment will be submitted to First National Bank of Elk River for signatures. Angel Gmyrek, First National Bank of Elk River, has been notified. Citv Budget Impact: None. EDA Impact: Legal costs associated with preparation of document applied to TIF District No. 1-29 Administrative Costs. Staff Impact: Research and preparation of EDA and Council agendas. B. Alternative Action. 1. Motion to approve the Second Amendment to the Contract for Private Development by and among the City of Monticello EDA, City of Monticello, and First National Bank of Elk River, as assignee of Front Porch Associates, LTD. City Council Agenda - 01/14/08 2. Motion to deny approval of the Second Amendment to the Contract for Private Development by and among the City of Monticello EDA, the City of Monticello, and First National Bank of Elk River, as assignee of Front Porch Associates, LTD. 3. Motion to table any action. C. Recommendation: Staff recommends Alternative No. 1, given the housing market is beyond the control of the developer and to encourage compliance of the Contract. D. Supporting Data: Copy of the Second Amendment for approval. 2 SECOND AMENDMENT TO CONTRACT FOR PRIVATE DEVELOPMENT THIS AGREEMENT is made this th day of January, 2008, by and among CITY OF MONTICELLO ECONOMIC DEVELOPMENT AUTHORITY, a public body corporate and politic under the laws of Minnesota (the "EDA"), the CITY OF MONTICELLO, a Minnesota municipal corporation (the "City") and FIRST NATIONAL BANK OF ELK RIVER, as assignee of FRONT PORCH ASSOCIATES, LTD., a Minnesota corporation (the "Developer"). WITNESSETH: WHEREAS, the Housing and Redevelopment Authority in and for the City of Monticello (the "HRA"), the City, and the Developer entered into a Contract for Private Development dated May 1, 2002, as amended by that certain First Amendment to Contract for Private Development dated as of January 13, 2003 (the "Contract") in order to facilitate development of a an owner -occupied housing facility in the City (the "Minimum Improvements"); and WHEREAS, the City Council of the City has taken the necessary steps to allocate all powers and projects of the HRA to the EDA, and the HRA, by its Resolution No. io' 1n'" � _ t (zo dated November 7, 2007, has transferred and assigned to the EDA all outstanding contracts to which the HRA is a party, including the Contract; and WHEREAS, the Developer has requested and the EDA has determined to extend the dates of completion of construction of the Minimum Improvements described in the Contract. NOW, THEREFORE, in consideration of the premises and the mutual obligations of the parties hereto, each of them does hereby covenant and agree with the other as follows: 1. Section 4.3(d) is amended to read as follows: (d) At least eight additional Townhouses shall be completed on the Adjacent Property by no later than December 31, 2008. 2. Except as specifically amended herein, the Contract remains unaltered and in full force and effect. Nothing herein waives any right, obligation, or claim of default, whether made or not, of any party hereto. 3. The Authority or the City may record this Second Amendment in the public land records in and for Wright County, Minnesota. The Developer shall_ pay all costs for recording. 325859vl MNI MN190-97 CITY OF MONTICELLO ECONOMIC DEVELOPMENT AUTHORITY B✓ Its President By u Its Executive Director STATE OF MINNESOTA ) SS. COUNTY OF WRIGHT � The foregoing instrument was acknowledged before me this 18th day ofDecember 200 79 by William L Demeules and 011ie Koropchak the President and Executive Director of the City of Monticello Economic Development Authority, on behalf or the Authority. Notary Public •,���,rr�wr�rv.�No:w.t.Nrw�:.,or�vr+�.►N'pra.r'...�s... DAWN M. GROSSINGER 1 i NOTARY PUBLIC - MINNESOTA My Commission Expires Jan. 31, 2010 .r.rr.r,o.m.rr�r•v�'rv,....,o�. u:..C"..C.„:.�.��Ci:� 325859v1 MINI MN190-97 S-1 CITY OF MONTICELLO By Its Mayor By Its Administrator STATE OF MINNESOTA ) SS. COUNTY OF WRIGHT ) The foregoing instrument was acknowledged before me this day of , 2008, by and the Mayor and Administrator of the City of Monticello, Minnesota, on behalf of the City. Notary Public 325859v1 MNI MN 190-97 S-2 FIRST NATIONAL BANK OF ELK RIVER CA Its STATE OF MINNESOTA SS. COUNTY OF The foregoing instrument was acknowledged before me this day of ,2008 by , the of First National Bank of Elk River, a Minnesota corporation, on behalf of the corporation. Notary Public 325859vl MNIMN190-97 S-3 Council Agenda - 01/1412008 5D. Consideration of contract with Peterson-Grimsmo Chapel for Cemetery Caretaker Services for Riverside Cemeterv. (J.S.) A. BACKGROUND INFORMATION: The City has contracted with Roger Carlson (i.e. Peterson- Grimsmo Chapel) for caretaker services at Riverside Cemetery for the past four years. We deal closely with funeral homes regarding operations at Riverside Cemetery, and in the past funeral directors have often performed caretaker duties for the Masonic Lodge regarding Riverside Cemetery. The Peterson- Grimsmo Chapel (i.e., Roger Carlson) has performed well with the caretaker duties. There are approximately seven main duties for the caretaker at Riverside Cemetery. A copy of the new Agreement for Services with Peterson-Grimsmo Chapel is enclosed for your review. The past contract with Peterson-Grimsmo Chapel was for $275 per month. The new Agreement for Services with Peterson-Grimsmo Chapel is for $316 per month. The increase includes a 3% increase per year over the past three years and a $16/month increase to cover the increased after hours cremation burials. The length of the agreement is for a two-year period of time and is renewable. The agreement may be terminated by either party with a 30 -day written notice, with or without reasons. a. Budget Impact: The increase of $41 per month will be offset with a slight increase in rates. b. Staff Workload Impact: The renewal of this contract will not result in an impact to staff workload. B. ALTERNATIVES: 1. The first alternative is to approve the new Agreement for Services with Peterson- Grimsmo Chapel to perform those duties as listed in the Agreement for Services at Riverside Cemetery for a lump sum of $316 per month. 2. The second alternative would be not to enter into an agreement with Peterson-Grimsmo Chapel. C. STAFF RECOMMENDATION.- It ECOMMENDATION: It is the recommendation of the City Administrator and Public Works Director that the City Council approve the Agreement for Services with Peterson-Grimsmo Chapel as outlined in alternative #1. The duties taken over by Peterson-Grimsmo Chapel can often be outside the normal working hours of the Public Works Department and those duties are within the normal scope of operations for funeral directors and have been performed by funeral directors in the past. Council Meeting - 01/14/2008 D. SUPPORTING DATA: Copy of Agreement for Services with Peterson- Grimsmo Chapel including the list of services provided by the Parks Department and Public Works Administrative Assistant. MONTICELLO � ; 9 - i{ DATA AGREEMENT FOR SERVICES This agreement, made and entered into this day of Januarv. 2008 by and between the City of Monticello, a municipal corporation (hereinafter referred to as "City"), and Peterson-Grimsmo Chapel, a company (hereinafter referred to as "Contractor"), sets out terms and conditions for the general purpose of providing caretaking services for Riverside Cemetery in the city of Monticello. and WHEREAS, the City has a duly adopted policy regulating the cemetery, and WHEREAS, enforcement of said policy cannot be restricted to standard employee scheduling procedures, WHEREAS, the City desires to provide such enforcement through the services of a contractor which will be able to respond as needed under the general guidelines provided by the City. NOW, THEREFORE, in and for consideration of the mutual covenants and conditions hereinafter v� contained, the parties hereto mutually agree as follows: 1. The City, in and for consideration of the lump sum of Three Hundred Sixteen and No/100 Dollars ($316.00) per month, payable on the last business day of each month, hereby contracts with Contractor for the period of twenty-four (24) months from the date of execution of this agreement for the services of Contractor as Riverside Cemetery Caretaker. Miscellaneous Duties performed by Contractor beyond the scope of services and approved by the City Administrator shall be provided for the sum of Fifteen Dollars ($15.00) per hour. 2. Contractor hereby agrees to perform substantially the following services as Riverside Cemetery Caretaker: F:ADMIN/word pro/riverside/cemetery. agr: 10/01/2004 Page 1 of 4 A. Provide information and assistance to callers in regard to grave site locations, graves available, aiding in the selection of grave sites, sale of graves and/or lots, as well as genealogical information when requested. B. Work directly with the Public Works Secretary in the notification of grave sales, burials, reclamations, etc. Including forwarding any checks received for the sale of graves to such person. C. Provide information and assistance to callers in regard to markers, to include the sale of markers as necessary. D. Contact grave excavators when a vault/casket burial is required, giving a minimum of two (2) days' notice. E. Handle the burial and backfill of cremation graves. F. Plant flowers in planter boxes in the spring before Memorial Day. G. Miscellaneous duties as requested by the Public Works Director, City Council or Public Works Administrative Assistant. 3. Contractor hereby agrees to provide service seven (7) days per week. If Contractor cannot be on call for any period of time, Contractor hereby agrees to provide and pay for an approved replacement during such period. 4. Contractor hereby agrees to utilize his/her own vehicle to perform the aforementioned tasks, and further, to provide proper insurance coverage to indemnify and hold harmless the City from any claims or violations arising from the operation of said vehicle (certificate of insurance to be provided to City). The City agrees to pay mileage for travel outside city of Monticello limits as authorized by the City Administrator. The payment shall beat $0.485 per mile. The contractor also agrees to provide general liability insurance in the amount if $1,000,000, workers compensation in the amount of $100,000 and automobile liability in the amount of $300,000, and provide the City with a certificate naming the City. F:ADMINI%u rdpro/riversid elaemetery. agr: 10/01/2004 Page 2 of 4 5. The City hereby agrees to perform or have performed all essential maintenance tasks that lie beyond the scope of the duties outlined herein or as can be reasonably expected as routine custodial maintenance. 6. It is hereby agreed by both parties that this agreement maybe terminated at any time by either party, with or without any reasons, provided that the party wishing to terminate this agreement shall provide written notice to the other party at least thirty (3 0) days prior to the effective date ofthe termination. This agreement shall run for the period first stipulated above and shall automatically renew itself for a like period unless a thirty (3 0) day written notice is given that one of the parties hereto desires to engage in discussion concerning the terms and conditions stated herein. IN WITNESS WHEREOF, the parties hereto have caused this agreement to be executed in their behalf by themselves and/or their proper officers by their signatures the day and year first written above. CITY OF MONTICELLO Witness John Simola, Public Works Director Date CONTRACTOR Witness Roger Carlson, Peterson-Grimsmo Chapel Date F:AD MINivm rd prolriveraidelcemetery.agr. 10/01/2004 Page 3 of 4 PARK DEPARTMENT/PUBLIC WORKS ADMINISTRATIVE ASSISTANT DUTIES 1. Locate and stake all grave sites for internment, or marker placement. 2. Notify family of stone problems and repair/replace per their direction for a fee paid directly to Contractor by the family. 3. Coordinate Construction of foundations, and placement of markers, including flush markers, head stones and/or foot stones by insured contractors or monument companies acceptable to the City. 4. Stake grave sites for winter and remove in spring. 5. Turn on water line in Spring and shut off in the Fall. 6. Advertise lots to be reclaimed every five years and make necessary notations in the cemetery records. 7. Locate, stake and excavate all cremation graves for interment F:ADMINMord pro/riverside/cemetery.ag r. 10/01 /2004 Page 4 of 4 5E. Consideration of final payment in the amount of $7,000 for the mural at the Community Center. (KB) A. REFERENCE AND BACKGROUND: We received a donation from the Lake of Lake Choirboys that was earmarked for the mural on the south wall of the indoor walking track. The Community Center Advisory Board was so pleased with the work on the first wall, as were all of our facility users, they asked that we complete all four walls right away as opposed phasing it in over two to four more years. We were fortunate that Parker McDonald had time available in his schedule to complete the mural. We then received a second donation from the Land of Lake Choirboys as well as a donation from the Mahoney family to cover all but $2,000 to complete the wall. We will request donations to replace the final amount to be covered out of the community center's budget. Because we were able to have Parker finish the mural at one time, rather than multiple times, he did reduce the cost of the total project by $3,000. B. ALTERNATIVE ACTIONS: To authorize final payment of $7,000 to Parker McDonald for completion of the mural at the community center. C. STAFF RECOMMENDATIONS: The City Administrator and the Community Center Advisory Board recommend alternative number one. D. SUPPORTING DATA: None Council Agenda: 1/14108 5F. Consideration of approving Change Order No. 1 for the Tower Drive Imp_ rovement Proiect (City Proiect No. 2007-08C), (WSB) A. REFERENCE AND BACKGROUND: This project included reconstructing the gravel segment of Tower Drive, from the Community United Methodist Church to the water tower site, with bituminous pavement, curb and gutter, and storm sewer, as well as constructing a parking lot adjacent to the water tower site. New storm sewer was extended along the roadway, which included connecting to a 6 -inch pipe that acts as an overflow drain from the water tower. At the time the contractor was to connect to the pipe, it was discovered that it was not at the anticipated location or at the expected elevation. And since storm sewer is constructed starting from the downstream end, the contractor incurred additional costs to remove and relocate storm sewer they had already constructed within the roadway in order to make the connection. Included with the supporting data is a work order with a breakdown of additional time and material for this change order. This project will be completed in the spring of 2008 with the placement of wear course pavement, signing, striping and turf establishment. B. ALTERNATIVE ACTIONS: 1. Approve Change Order No. 1 in the amount of $2,597.00 for Doboszenski & Sons, Inc. 2. Do not approve Change Order No. 1. C. STAFF RECOMMENDATION: Staff recommends selecting Alternative No. 1. D. SUPPORTING DATA: Copy of Change Order No. 1 Letter from WSB & Associates, Inc. Work Order TOWER DRIVE IMPROVEMENTS STREET AND APPURTENANT WORK CITY PROJECT NO. 2007-08C CITY OF MONTICELLO, MN WSB PROJECT NO. 1627-78 OWNER: CITY OF MONTICELLO 505 WALNUT STREET, SUITE 1 MONTICELLO, MN 55362 CHANGE ORDER NO. 1 CONTRACTOR: DOBOSZENSKI & SONS, INC. 9520 COUNTY ROAD 19 LORETTO, MN 55357 YOU ARE DIRECTED TO MAKE THE FOLLOWING CHANGES IN THE CONTRACT DOCUMENT DESCRIPTION: STORM SEWER ADJUSTMENTS TO CONNECT WITH EXISTING WATER TOWER DISCHARGE PIPING. 12114/2007 IT 1S UNDERSTOOD THAT THIS CHANGE ORDER INCLUDES ALL ADDITIONAL COSTS AND TIME EXTENSIONS WHICH ARE IN ANY WAY, SHAPE, OR FORM ASSOCIATED WITH THE WORK ELEMENTS DESCRIBED ABOVE. CHANGE IN CONTRACT PRICE: ORIGINAL CONTRACT PRICE: PREVIOUS CHANGE ORDERS: N/A CONTRACT PRICE PRIOR TO THIS CHANGE ORDER: NET CONTRACT INCREASE WITH THIS CHANGE ORDER: CONTRACT PRICE WITH ALL APPROVED CHANGE ORDERS RECOMMENDED BY: 1 TIMOTHY C. HANSON, PE, SENIOR PROJECT MANAGER APPROVED BY WSB & ASSOCIATES, INC. ENGINEER CITY ENGINEER DATE CHANGE IN CONTRACT TIME: $108,773.60 ORIGINAL CONTRACT TIME: 7/1/2008 $0.00 NET CHANGE FROM PREVIOUS CHANGE ORDERS: N/A $108,773.60 CONTRACT TIME PRIOR TO THIS CHANGE ORDER: 7/1/2008 $2,597.00 NET INCREASE WITH CHANGE ORDER: 0 DAYS $111,370.60 CONTRACT TIME WITH APPROVED CHANGE ORDERS: 7/1/2008 1 APPR ED BY: CONTRACTOR SIGNATURE DOBOSZENSKI & SONS, INC. CONTRACTOR CITY ADMINISTRATOR DATE K:101627-781AdminlConstruction AdminI1627-78 Change Order 1.x/sCO-1 CHANGE ORDER NO. 1 DETAIL TOWER DRIVE IMPROVEMENTS STREET AND APPURTENANT WORK CITY PROJECT NO. 2007-08C CITY OF MONTICELLO, MN WSB PROJECT NO. 1627-78 ADDED ITEMS Item No. Mat. No. Description 49 STORM SEWER REALIGNMENT TOTAL ADDED ITEMS CHANGE ORDER NO. I DELETED ITEMS Item No. Mat. No. Description TOTAL DELETED ITEMS CHANGE ORDER NO. I TOTAL ADJUSTMENT TO ORIGINAL CONTRACT AMOUNT Qty 1 Qty 12/14/2007 Unit Price Extended Amount LUMP SUM $2,597.00 $2,597.00 $2,697.00 Unit Price Extended Amount $0.00 $2,597.00 K:101627-78AAdminlConstructfon AdminU627-78 Change Order 1.x1sCO1 Detail WSB & Associates, Inc. Infrastructure 1 Engineering 1 Planning 1 Construction January 8, 2008 Mr. Tom Kelly Finance Director City of Monticello 505 Walnut Street, Suite 1 Monticello, MN 55362 Attn: Dawn Grossinger, Deputy City Clerk Re: Change Order No. 1 Tower Drive Improvements Street and Appurtenant Work City of Monticello Project No. 2007-08C WSB Project No. 1627-78 Dear Mr. Kelly: 701 Xenia Avenue South Suite 300 Minneapolis, MN 55416 Tel: 763-541-4800 Fax: 763-541-1700 Please find enclosed Change Order No. 1 (in triplicate) for the above -referenced project for your review and approval. The net increase to the contract amount is $2,597.00 resulting in a revised contract total of $111,370.60. We hereby recommend that the City of Monticello approve Change Order No. 1 in the amount of $2,597.00 for Doboszenski & Sons, Inc. If you have any questions regarding the above, please do not hesitate to contact me at 763-231- 4859. Sincerely, WSB & Associates, Inc. 4A(/" - Timothy C. Hanson, PE Senior Project Manager Enclosures cc: Nate Adams, Doboszenski & Sons, Inc. Bruce Westby, City of Monticello Jeff O'Neill, City of Monticello Karen Ludvigson, City of Monticello Minneapolis 1 St. Cloud Equal Opportunity Employer srb K: 411627-7N . tdn ur ('ons1nrc�inn :1 drain!/.7k COI C'14'-1 ke(hl-oIo80N.dac GC. ebld*( d"- GbMyl Ljubu5Gtl`ISKl nv.e1ju t. e_ } BOSZEN SK1 SONSt SO S� N I C. � �' '�?•. 6454 Pioneer Trail -`Loretto, MN 55357 r 0 -'PH (763)-478.6945 FAX (763) 478-3186 ADDITIONAL WORK ORDER AUTHORIZATION No. 7708 CUSTOMER C� �' y f nflld%,• ILI, � 6 ca DATE 9.111- 0-1 LOCATION A4. c4 cc4. S-IrnH A5ac,s t;X►a� JOB NUMBER ©7 d cj DOBOSZENSK) P,O, # JOB NAME _ Toga �:f l') r .,.�t+��a-�v�. rnS CUSTOMER P.O. # DESCRIPTION �NLhi•�., t .1c��t f 'r C7 C' Anc, *.,K i.5 i n If, 1 .1 n "��r- tin o l v1 a ,r� -�'� SOU A-0 +600' tofvicl toork. t2—u mck\,;net STtr''►tA 45oc,5 14' ;wj+h Ql 71 '� PH SQda ft.Eq.4 +` vil c-4.re. ,erl .bw ICar�e., Lvcitr� ton i..,%' Fh Av Ci+j So #- tut i � 4-o. 111" 544V- , 5*.w4.r- 1 irti�. c,�.d C,.+ T Or�ry,o"� - c� -L .0 ► : � � �1 � v 40qg"x P44 e .1 y 9 !� 4 H' � 34 S w MIS" 1 EXECUTE D BY: Wlc.I I� Lg ar c TITLE 0 PRICE OUOTED AUTHORIZED BY ). t 0 TIME & MATERIAL TITLE ORIGINAL (WHITE): CUSTOMER COPY YEI.I.OW; DOBQ OFFICE COPY PINK: FOREMAN COPY Council Agenda: 1/14/08 5G. Consideration of approving reduction in retainage for the Meadow Oaks and CSAR 39 Lift Stations and Forcemain Improvements, Citv Proiect No. 2003-02C (WSB) A. REFERENCE AND BACKGROUND: The lift stations and forcemain improvements project was substantially completed in July 2007. At that time both lift stations were operational, the new forcemains were installed, and the 24 -inch sanitary sewer pipe along CSAH 75 was constructed. Most of the utility work was completed in 2006 and has been tested and approved in accordance with the specifications for the project. The majority of the site restoration work was completed along with the pavement construction at the Meadow Oaks lift station site. Pavement construction at the CSAH 39 lift station was delayed, but the base course was completed in December 2007. The City's standard contract documents keep a minimum 5% percent retainage on all payments made to the contractor for work completed on the project. The value of the work completed to date is $1,686,872.44, with an amount of $84,343.62 being held in retainage which equals 5%. The work remaining to be completed includes bituminous pavement patching, minor electrical work, light pole installation and placement of the wear course at the CSAH 39 lift station, minor drainage correction at the Meadow Oaks lift station site and miscellaneous site restoration. As a result, Barbarossa and Sons, Inc. has requested a reduction of the retainage on the contract from 5% to 1% of the value of the work completed on the project. Approval of the retainage reduction would lower the retainage amount to $16,868.72. The requested amount of the reduction is $67,474.90. Approval of this request by the Council would allow payment from the City to Barbarossa and Sons, Inc. for the amount as requested. The amount of $16,868.72 is adequate to cover the work remaining on the project. B. ALTERNATIVE ACTIONS: 1. Approve the reduction of the 5% retained amount ($84,343.62) to 1% retainage ($16,868.72) and authorize payment to Barbarossa and Sons, Inc. in the amount of $67,474.90. 2. Do not approve the requested reduction at this time. C. STAFF RECOMMENDATION: Staff recommends selecting Alternative No. 1. The project is substantially complete with minor work to be completed before final acceptance and closeout of the contract. D. SUPPORTING DATA: None C (Documents and Settingsldawn.grossingerTocal SettingsMemporary Internet FilesIOLKB3�AGNITM-ReduceRetainage-011408 BRWrev. doc Council Agenda: 1114108 5H. Consideration of Final Acceptance for the Featherstone 1st and 2nd Addition Developments, Citv Proiect No.'s 2003-03C and 2005-25P., (B.W.) A. REFERENCE AND BACKGROUND: Gold Nugget Development, the developer of the Featherstone 1st and 2nd Addition developments, has requested that the City provide final acceptance of the public improvements related to streets and utilities within these developments. Should the Council accept both additions the street and utility warranty periods will begin for each addition subject to receipt of the respective warranty bonds by the City. In regards to Featherstone 1St Addition, the bituminous wear course was placed on the roadways in 2004 and all public utilities were tested and approved prior to that time. In addition, all punch list items and the as -built plans have been completed. Staff therefore recommends that the Council accept this development, and since the utilities and streets have been in operation for several years staff recommends that Council reduce the warranty period to 1 -year beginning upon receipt of the appropriate warranty bond. In regards to Featherstone 2nd Addition, the bituminous wear course was placed in the fall of 2007 and all public utilities were tested and approved prior to that time. In addition, all punch list items have been completed and the as -built plans have been provided to the City but have not been reviewed to date. Staff therefore recommends that the Council accept this development thereby triggering the standard 2 -year warranty period to begin upon receipt of the appropriate warranty bond. Final acceptance will include the release of the development's general letter of credit held for street and utility construction. Letters of credit for grading and restoration will be held until final build out of the development. A partial release of the landscaping letter of credit will be made based on completed landscaping improvements to date. As per City policy, the City will retain a portion of cash securities to cover warranty inspections and as -built plan review. A reconciliation of final project expenses will be completed by City staff. The developer will be responsible for any expenses over the deposited amounts. B. ALTERNATIVE ACTIONS: 1. Motion to accept public improvements for Featherstone 1St and 2nd Additions and reduce the street and utility warranty period for Featherstone 1St Addition to 1 -year as noted above. 2. Motion to accept public improvements for Featherstone 1St and 2nd Additions using the standard 2 -year street and utility warranty period for both additions. C. STAFF RECOMMENDATION: It is the recommendation of staff that the Council approve Alternative Action No. 1. D. SUPPORTING DATA: None Council Agenda - 0111412008 5I. Consideration of purchasing a side mounted wing plow for 621 Case Loader. (J.S., T.M.) A. BACKGROUND INFORMATION: We purchased a 621 Case loader in January of 2007. At the time the only option we ordered with it was a two and a half yard bucket. In February of 2007 Al our mechanic retrofitted an old truck plow to fit on the front of this loader rather than purchasing a new plow, saving us about $15,000. We now use this piece of equipment on a regular plow route, which works very well in cul-de-sacs. To make this plow more efficient we would like to add a side mounted wing plow. This would allow us to make less passes on some streets therefore saving time and money on fuel costs. In 2003 we purchased a 721 Case loader at that time we had that unit equipped with a bucket, front snow plow and a side mounted wing. It has proven to be a very efficient piece of equipment for plowing cul-de-sacs and streets. It cuts the time of plowing a cul-de-sac in half. All of our large plow units in our fleet are equipped with Falls plows. We have had very good success with these plows. They are manufactured in Little Falls, Minnesota which makes it very good for parts availability. St. Joseph Equipment of Shakopee is a dealer for Falls plows which is on the State Contract for equipment. We have purchased other equipment in past years from St. Joseph Equipment and have had very good service from them. St. Joseph Equipment has quoted us a price of $18,318.00 which we have budgeted for in 2008. a. Budget Impact: $19,000 has been placed in the PW/Snow & Ice section of the 2008 Budget. By purchasing this equipment it would save on overtime pay and fuel. b. Staff Workload Impact: Purchasing this equipment will reduce the plow route by 2 hours. B. ALTERNATIVES: 1. The first alternative is to purchase the wing plow and instillation from St. Joseph Equipment of Shakopee including tax for $18,318.00. 2. The second alternative would be to deny purchasing a wing plow at this time. C. STAFF RECOMMENDATION: It is the recommendation of the City Administrator, Public Works Director and Street Superintendent that the City Council allow the purchase of the wing plow and instillation outlined in alternative #1. D. SUPPORTING DATA: Copy of quote from St. Joseph Equipment. I ELK RIVER E 16200 HWY 10 NW ELK RIVER, MN 55330 Phone. 763-262-4474 Fax:763-262-4251 Tom Moores City of Monticello 505 Walnut St. Monticello, Mn. 55303 763 295-3170 Reference: Quantity Description lWe are pleased to quote (1) Falls 10' wing, electric lover hydraulic controls, includes sure grip controller, installed @ St. Joseph Equipments Shakopee location. This will be fitted to a Case 621 D wheel loader. Please allow four to six weeks for installation. o n DATE 12121/2007 Quotation # Customer ID Quote valid for 30 days Prepared by. - Bill Greeley Sales Represenative Mobile: 612-865-3052 Total $17.200.00 sales tax $1,118-00 TOTAL $ 18,318.00 If you have any questions concerning this quotation, please contact me at the number noted above. Approved By, Date: THANK YOU FOR YOUR BUSINESS! Council Agenda: 1/14/08 5K. Consideration of approving a request for a charitable gambling license for the Monticello Lions Club. A. REFERENCE AND BACKGROUND: The Monticello Lions Club held a charitable gambling license at River City Lanes when it was located on Chelsea Road. River City Lanes has relocated to 3875 School Boulevard and the State Gambling Control Board requires a new charitable gambling license be issued for the new location. No charitable gambling activities can take place until the new license is approved. The Monticello Lions Club is requesting approval of the license for the new location. Normally when a charitable gambling license is renewed the City has requested the license holder present information relating to the use of the charitable gambling revenue to the Council. However this is not a renewal but rather a new license that allows the Lions to continue to conduct charitable gambling activities still under the auspices of River City Lanes but at the River City Lanes new location. Al Cleveland from the Lions Club indicated he was not sure what financial information the Council wanted at this time but would be willing to provide information as requested. Their renewal date comes up in March 2008 and at that time financial information relating to all their sites will be furnished. B. ALTERNATIVE ACTIONS: 1. Adopt a resolution authorizing the State Gambling Control Board to issue a charitable gambling license to the Monticello Lions Club for River City Lanes located at 3875 School Boulevard. 2. Do not adopt a resolution approve the license application. C. STAFF RECOMMENDATION: Staff is not aware of any reason why the Council would not allow the State to issue this gambling license. D. SUPPORTING DATA: Resolution CITY OF MONTICELLO RESOLUTION NO. 2008-02 RESOLUTION AUTHORIZING THE ISSUANCE OF A GAMBLING LICENSE WHEREAS, the Monticello Lions Club has submitted an application to the City Council of Monticello for a license to conduct charitable gambling activities at River City Lanes located at 3875 School Boulevard; WHEREAS, the Council is not opposed to the gambling license being issued by the State Gambling Control Board, NOW THEREOFRE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MONTICELLO that the application by the Monticello Lions Club for a charitable gambling license at River City Lanes, 3875 School Boulevard is hereby approved and the State Gambling Control Board is authorized to process the application. Adopted by the Monticello City Council this 14th day of January, 2008. Clint Herbst, Mayor ATTEST: Jeff O'Neill, City Administrator Council Meeting - 01/14/2008 5L. Review of proposals for demolition of structures at Cedar Street Garden Center and Bechtold property (future Public Works Site). Citv Proiect #2007-20C. and consideration of contingent award of contract for demolition. (J.S.) A. BACKGROUND INFORMATION: The first part of this project involves the demolition of the two-story farm home, a small pole barn with living quarters and a machine shed at the farm site at 8617 Edmonson Avenue NE. The demolition also includes the removal of hazardous building materials on site containing asbestos. The large pole barn on the site will not be demolished at this time. The second portion of the project involves the building demolition of the Cedar Street Garden Center buildings along with the removal of hazardous building materials containing asbestos and the pumping, removal and disposal of a 1,000 gallon buried heating oil tank. No other amenities on the site such as the privacy fence to the north and miscellaneous trees are to be removed with the demolition unless clearances do not allow them to remain. The contract documents allow 45 days for the demolition of the two projects after notice to proceed is issued. Notice to proceed is expected to occur on or about the 24th of January, 2008. The two projects were put together to save dollars. By combining the work for the pre - demolition hazardous materials investigations the City and EDA realized a savings of 16%. We are assuming similar savings by doing the projects jointly. The approvals for the joint project to move forward must come from both bodies, the City and the EDA. This is because the EDA is paying to demolish the Cedar Street Garden Center. So, consequently, the City Council will be asked to approve their portion of the demolition project (8617 Edmonson Avenue NE) at Monday evening's meeting, making it contingent upon the approval of the EDA portion of the project (Cedar Street Garden Center) which is expected to occur on Wednesday, January 16, 2008. The proposals for the joint project were due at 10 a.m., Thursday, January 10, 2008. The proposal tabulation is included in the supporting data for your review. Based upon the proposal tabulation, the lowest proposal was received from Fitzgerald Excavating of Goodhue, Minnesota in the amount of $24,900 for the joint project. a. Budget Impact: In addition to the money spent for demolition, we will be expending approximately $100 to disconnect the power from the buildings to be demolished. Once these buildings are demolished we can reduce the insurance on the property to insure only the remaining large pole barn. In addition, a simple alarm system will be installed to deter vandalism at a cost to be determined at a later date. b. Staff Workload Impact: There is a minimal workload impact on staff. Also, the impact will be on the time of the construction inspectors whose workload is lighter this time of year. Council Agenda - 0111412008 B. ALTERNATIVES: 1. The first alternative after review of the proposals would be to award the joint project to Fitzgerald Excavating of Goodhue, Minnesota based upon their low proposal of $24,900 contingent upon verification of building demolition references, financial resources, and a similar approval from the EDA on January 16, 2008. 2. The second alternative would be to award the joint project to Schluender Construction of Monticello, Minnesota, based upon their proposal of $34,700, provided Fitzgerald is unable to meet the two qualifications and Schluender meets the qualifications. 3. The second alternative would be to not award the project. C. STAFF RECOMMENDATION: It is the recommendation of the Public Works Director, City Engineer, City Administrator, Economic Development Director, Street Superintendent and the Sewer & Water Superintendent that the City Council move forward with this project as outlined in alternative #1 pending verification of references and financial resources for Fitzgerald Excavating. If, during our verification of acceptable references and financial resources, we discover any issues we will provide that information to the Council during the meeting. The remaining building at the farmsite will be secured with a simple alarm system and our chances of vandalism will be significantly less, as will our insurance costs. D. SUPPORTING DATA: Sections of the plans and specifications for the demolition projects and the proposal tabulation. PROPOSAL TABULATION SUMMARY l WILDING DEMOLITION, SITE PREPARATION AND APPURTENANT WORK SITE A: 8617 EDMONSON AVENUE NE SITE B: 201 EAST BROADWAY oz ^t �� A NO. OF PROPOSALS,`1� 0Qfgf- 6 CITY PROJECT #2007-20C CITY OF MONTICELLO, MN PROPOSALS OPENED: THURSDAY, JANUARY 10, 2008 AT 10:00 A.M. BASE PROPOSAL GRAND TOTAL TOTAL TOTAL BASE PROPOSAL CONTRACTOR SITE A SITE B SITES A & B 1. FITZGERALD EXCAVATING 20865 - 390TH STREET $ 12,500.00 $ 12,400.00 $ 24,900.00 GOODHUE, MN 55027 2. SCHLUENDER CONSTRUCTION 3391 - 90TH STREET NE $ 20,800.00 $ 13,900.00 $ 34,700.00 MONTICELLO, MN 55362 3. VEIT & COMPANY 14000 VEIT PLACE $ 26,000.00 $ 10,811.00 $ 36,811.00 ROGERS, MN 55374 4. LANDWEHR CONSTRUCTION PO BOX 1086 $ 18,000.00 $ 22,000.00 $ 40,000.00 ST. CLOUD, MN 56302 5. J.L. SCHMITZ & SONS 13667 MERIDIAN AVE N $ 30,315.00 $ 20,699.00 $ 51,014.00 MONTICELLO, MN 55362 6. FYLE'S EXCAVATING 9697 HARDING AVENUE NE $ 39,545.00 $ 29,865.00 $ 69,410.00 MONTICELLO, MN 55362 I hereby certify that this is a true and correct tabulation of the proposals as received on January 10, 2008 Bruce R. Westby, P.E., Monticello City Engineer F:tADMIN\WordProc\JOHN\BIDTABS\BID TAB FORM - DEMO - FARM - CEDAR ST - PROJECT 2007-20C. 1/10/2008 -PAGE I OF mmr�_r MV P 0 rou"P DATA INVITATION FOR PROPOSALS FOR CITY PROJECT #2007-20C A. BUILDING DEMOLITION AND SITE PREPARATION OF A TWO-STORY HOME, POLE BARN WITH LIVING QUARTERS, A MACHINE SHED AND APPURTENANCES INCLUDING HAZARDOUS MATERIAL REMOVAL AND DISPOSAL AT 8617 EDMONSON AVENUE NE MONTICELLO, MINNESOTA AND B. BUILDING DEMOLITION AND SITE PREPARATION OF THE CEDAR STREET GARDEN CENTER AND APPURTENANCES INCLUDING HAZARDOUS MATERIAL REMOVAL AND DISPOSAL AT 201 EAST BROADWAY MONTICELLO, MINNESOTA FOR THE CITY OF MONTICELLO, MINNESOTA The City of Monticello will receive proposals at the Monticello CityHall, 505 Walnut Street, Suite 1, unti110 a.m., Thursday. January 10, 2008. All proposals will be publicly opened and read aloud. All proposals shall be inked or typewritten on forms to be supplied by the City. Copies ofthe Plans and Specifications maybe obtained from the Office ofPublic Works at 909 GolfCourse Road, Monticello, Minnesota 55362. A bid bond is not required. The successful contractor will be required to furnish and pay for a satisfactory contract performance bond. Proposals will be considered by the City of Monticello Council on Monday evening, January 14, 2008. The City reserves the right to reject any or all proposals or to waive any informalities in the proposals. BY ORDER OF THE CITY OF MONTICELLO Jeff O'Neill City Administrator To be published in the Monticello Times: 12/20/2007 12/27/2007 01/03/2007 F:WDMIN\WardProc\JOHN\SPECS\DEMOLITION - FARMSITE ON EDMONSON AND CEDAR ST GARDEN - SPECS - 2007.wpd - PAGE 2 OF 16 - SECTION II DEMOLITION 2.01 GENERAL a) Building Descriution: A. Farm Site, 8617 Edmonson Avenue NE, Monticello, Minnesota There are six (6) buildings or structures on the farm site, only four of which are scheduled for demolition during this project. The following buildings are not to be removedfirom the farm site and shall be protected by the contractor From damage: Building # 1: Building #1 is a 139'x 82' pole building with a corrugated tin roof and sides and includes Building # 1 A. Building #5: Building #5 is a very small tin building located to the west of the 1 %2 story house near the main power pole for the property. This tin building houses power supply for the large pole building. The following buildings are to be demolished: Building #2: Building #2 is a 64'x 22' lean-to machine shed with wood frame construction, wood siding and a corrugated tin roof. No evidence of a concrete slab or utilities was found in this building. Building #3: 1 Building #3 is a 26'x 48' pole building with post and beam construction with a galvanized steel exterior. The southerly portion of the building contains living quarters. The building has a concrete floor along with carpeting in portions and tile in other portions. A portion of the building is dry -walled, other portions are paneled. The building contains remnants of a forced air heating system. There appears to be an individual sewer system serving the kitchen and bathroom. The sewer system appears to be located just to the west of the building outside the bathroom area. The building is fed with water through a yard type ofhydrant in the middle of the building. The building has an electrical service and is also served by underground electric which will be disconnected by the City prior to the start of demolition. Building #4: Building #4 is a 1 %2 story old farmhouse with a full basement and a newer attached garage. The house is 37'x 40' with an attached garaged 22' x 221. The house is a wood frame construction with a stucco interior. A portion of the interior of the house is sheet rocked and plaster and other portions are wood paneling. The house has asphalt shingles, an electrical service, is serviced by underground electric and is plumbed to the septic system to the northwest of the existing home. The home also contains remnants of a forced air heating system. There is an existing well under the front steps of the house that has been sealed. There is another well in the front yard to the east of the concrete driveway. This well is a F:(ADMIN\WordProcUGHNISPECSIDEMOUTION - FARMSITE ON EDMONSON AND CEDAR ST GARDEN - SPECS - 2007.wpd - PAGE 12 OF 16 - 4" well drilled in 1997. This well has not been sealed and is to be protected. The water line from the well leads to the house as does the electric power cable for the well. Power to the home will be terminated by the City prior to the start of the demolition. Building #6: Building #6 is an underground structure which is a concrete pit 15'x 20'x 4' deep which served as a pit for loading grain and other farm products. The Hazardous Building Material Inspection Report for 8617 Edmonson Avenue NE shows that the farmhouse, which is Building #4, contains asbestos products. The white spray -on ceiling texture contained 2% crystal tile asbestos. The white fibrous backing of the brown vinyl linoleum contained 40% crystal tile asbestos. The exterior white window caulking contained 2% crystal the asbestos. The attic vermiculite insulation was found through PLM analysis to have less than 1 % thermalite/actinolite in the areas of the attic of the farmhouse. Please refer to the Hazardous Building Material Inspection Report for recommendations on these materials. In addition, the water heaters, electrical boxes, smoke detectors, mercury thermostats and fluorescent lighting was also found in the farmhouse, Building #4 and in Building #3. The Hazardous Building Material Inspection Report indicates that no asbestos containing materials or other hazardous materials were found in Building #2 and that no asbestos containing materials were found in Building #3. B. Cedar Street Garden Center, 201 East Broadway, Monticello, Minnesota The main garden center building is of wood frame construction and is 34' wide x 91' long. The north end of the building is within 1' to 1 %2' of the property line. It has a 91/2' x 6' entry way and a 16'x 16' shed added on one portion. This original wood frame building has brick veneer on the south and west sides and asphalt shingles. The main building is heated by a fuel oil furnace. There is a buried fuel oil tank along the exterior of the south building wall. The vent and fill pipes are visible above ground. A pole building has been built on the eastern portion of this original building and is 3 5'x 91' and has a corrugated fiberglass halfroof and sides. This building overlaps a portion of the original building. There is also a 20'x 23' wood frame garage with asphalt shingles in the northeast corner of the site. There are numerous bituminous driveways and parking areas throughout the site along with concrete slabs inside the buildings and outside. The Hazardous Building Material Inspection Report for this garden center building shows that the black floor the mastic associated with a 12" x 12" checkered white and green floor the on the sales floor contains 10% crystal file asbestos. In addition the beige floor tile by the office area contains 5% crystal tile asbestos. Other hazardous building materials found at the site include water heaters, electrical boxes, smoke detectors mercury thermostats and fluorescent lighting. 2.02 SCOPE a) Work includes the demolition or removal of the existing buildings as shown for removal on the site plans and as described above. This includes all walls, basements, roofs, posts, support columns, and floor slabs (including all footings). The resulting excavations shall be filled, compacted and leveled with suitable F:\ADMIN\WordProcWOHNXSPECS\DEMOLITION - FARMSITE ON EDMONSON AND CEDAR ST GARDEN - SPECS 2007.wpd - PAGE 13 OF 16 existing site granular material if available. Granular material is available at various stockpile locations in the City free of charge. The contractor will be responsible for loosening frozen piles and loading, trucking and placement of these materials. b) All debris, including rubbish, furnaces, appliances, pumps, brick, concrete, plaster, wood, wire, glass, steel, pipe, block foundations, miscellaneous household waste, and other like materials shall be removed from the site and properly disposed of. C) All concrete slabs, curbs, platforms and walks immediately adjacent or adjoining the buildings shall be removed. The access drives and bituminous parking area on the west, north and south of the building shall not be removed any further than necessary to remove the building and appurtenances. d) The farm site at 8617 Edmonson Avenue NE and the Cedar Street Garden Center at 201 East Broadway both contain asbestos materials and other hazardous material. Required inspections have been performed (see Section 2.08) and those materials containing asbestos over one percent will have to be removed by a certified contractor under this contract prior to the start of the demolition. In the case of the farmhouse, the attic vermiculite insulation will also have to be removed by a certified contractor under this contract. Miscellaneous hazardous materials such as water heaters, electrical boxes, smoke detectors, mercury thermostats and fluorescent lighting will also have to be removed and properly disposed of under this contract. If any suspected hazardous materials are found during demolition, they are to be reported immediately to the Owner for special handling by Owner or authorized contractor. e) The fuel oil tank (1,000 gallon capacity) at 201 East Broadway shall be pumped empty and the fuel properly disposed of. The tank and fill pipe, vent pipe and furnace lines shall be removed and properly disposed of in accordance with applicable regulations. Any evidence of leaking shall be reported to the City ASAP. f) In addition to the floor slabs at the Garden Center at 201 East Broadway the contractor will be required to remove the two concrete slabs in the southern portion of the site. One is 66 ` x 22` (161 square yards) and the other is 12.5'x 7.5 ` (11 square yards). This shall be included as part of the Base Proposal. 2.03 UTILITIES A. Farmsite, 8617 Edmonson Avenue NE, Monticello, Minnesota a) The one existing well is to remain intact. The existing waterline into the house is to be securely capped at the edge of the building excavation and marked. The wire from the building to the well shall also be cut off at the foundation and its location marked. The demolition contractor shall protect this well, pipe and wire. b) The demolition contractor shall remove and dispose of all pipe found in any excavations. The two sanitary sewer septic systems shall be pumped, and all tanks removed in their entirety and properly disposed of as part of this contract. The drain fields or leaking tanks must also be removed and properly disposed of. C) The existing overhead electric service to the buildings to be demolished will be disconnected by the City of Monticello prior to the start of demolition. d) If additional existing wells not noted or capped are found, contractor will notify the City, and the City shall have the wells capped under a separate contract. F:\ADMIN1WordProcUGHN1SPECSXDEMOLITION - FARMSITE ON EDMONSON AND CEDAR ST GARDEN - SPECS - 2007,wpd - 'AGE 14 OF 16 e) There are other overhead and underground power lines in the area. Care must be exercised to protect these. f} The propane tanks used for cooking and heat at the farm house and pole barn with living quarters have been removed. B. Cedar Street Garden Center. 201 East Broadway. Monticello. Minnesota a) The existing 1 " copper water line into the building is to be securely capped 2' out of the foundation of the building. The two wells on site are to be protected even though they have been capped. One 2" sandpoint is located northeast of the building (see drawings). The 4" well is located east of the building (see drawing). b) The sanitary sewer service shall be securely capped 2' off of the foundation building. C) The existing overhead electric service to the building to be demolished will be disconnected by the City of Monticello prior to the start of demolition. d) The existing telephone service to the building to be demolished will be disconnected bythe City of Monticello prior to the start of demolition. 2.04 PROTECTION a) Care shall be taken to control dust by watering, if necessary, and fire by arranging for fire control and extinguishers; and to keep passersby from entering the site, a temporary fence shall encompass the demolition area once demolition begins if the site is left unattended before the demolition is complete. b) Fire Protection 1. The City of Monticello will provide a water truck on site with 1,500 gallons of water during times of active demolition of the building barring freezing conditions. 2. The fire department shall be notified immediately if a fire is discovered. Whenever a cutting torch or other equipment which might cause a fire is being used, the contractor shall keep fire extinguishers nearby and ready for instant use. C) The contractor shall remove all debris from the property over City -approved haul routes. A flagman may be required at 201 East Broadway during periods of heavy traffic. This cost shall be incidental and included in the Base Proposal. 2.05 SITE PREPARATION a) After excavations, onsite or imported clean granular material shall be placed and compacted using vibratory equipment until level with original surrounding surface. The site shall be leveled or sloped and compacted so as not to be a hazard to the general public at the completion ofthe demolition. Granular fill needed and not available on site will be provided by the City at a stockpile site within the City and frozen pile break up, loading, hauling, placing, leveling, by the contractor at no additional cost. F:IADMINiWordProcUGHNISPECSIDEMOLITION - FARMSITE ON EDMONSON AND CEDAR ST GARDEN - SPECS - 2007.wpd - PAGE 15 of 16 - 2.06 CLEAN UP a) The site will be left in a clean condition satisfactory to the City. 2.07 DISPOSAL SITE a) The contractor shall properly dispose of all materials in a state -permitted demolition site, sanitary landfill or recycling center as required by MPCA regulations. The contractor shall provide landfill receipts for all demolition material, including hazardous materials from Site A and Site B. 2.08 HAZARDOUS BUILDING MATERIAL INSPECTION REPORTS a) Farm Site (Future Public Works Site), 8617 Edmonson Avenue NE, Monticello, Minnesota (see attached) b) Cedar Street Garden Center, 201 East Broadway, Monticello, Minnesota (see attached) 2.09 AREA MAP ( See Attachment "A' ) 2.10 SITE MAP ( See Attachment "B" ) 2.11 AERIAL MAPS (See Attachment "C") F:\ADMIMWordProc\JOHNISPECS\DEMOLITION - FARMSITE ON EDMONSON AND CEDAR ST GARDEN - SPECS - 2007.wpd - PAGE 16 OF 16 TOWNS13p ROAD RIVER S4REET HILLC CIR ILLr:RFST A IN ROAD PRAIRIE_`,_,' l �9OAD HILLTOP DRIVE ;u. v4L V rill 'd ;33 LIFFERT DRIVE OIL 10 A SITE B. 0 Cedar St Garden Ctr 201 East Broadway aR Monticello, MN COLF COURSE ROAD COUNTY STATE HIGHWAY S+3 j C -1y, t- SANDIRA0 . . . . . . . . . R_- OR. STREETr �/y 2 STREET 1 RRSI_ (n 6L, 71H LAX Li �rg TE Ilk'jiWA N y MO LMAU11 94 > P1 4 ft Ix 0l a S ir- q . MA* A_�'F.t BLVD, in SAVANAVF NAH :;a 101 0 01ELSEA ROAD ;1D b, WINDEMEIRjE C U Lb. 0 R_ Ir Sit tr > Ov In 2 al !y11Y :zdAj) -Z LLY. DUNDAS ROAD '2 b i• 0HAYWARD CT GOLDEN AGLE Ir �ANF tOGE g 7— HAYWAR CT STONER z EAGLE RIDGE LANE LANE 00 SCHOOL 51: 01 S 17-1 --7 . . . . . . . . . . . . . U, R FALCON DRI�� L VENN CZ _1IVP H CO L91T HILLS RD FP G 2 mwr PT RD � m Uj It: su ;. —"-,r COB S N Cf. DI L) R4 jl G EF -TL Xx z ATTACHMENT A AREA MAP nml VER LANE Uil Sp CT. BALD EAGLE CT LANE 95TH ST J1 GOLDEN NE ONO LN Ck 4 E5 C3 i- 93RD ST -NE A ELDERBERRY 92ND 4A L N 4K W R FIV OAKLEAF N COURT LAST OAK DRIVE y0 D Lp MEADOW OAX CT FAIRHILLL . . . . . . F. . . > 8 ON - COURT rn Lj ST Lj > ff A. X ¢ w BAKKEN ST t C p w STREET Farmsite V) N.E. a5th SliiEFT (Future Public Works) 1151h STREET BADGE is EET I 85T" CORPORATE LIMITS I 8617 Edmonson Ave NE rf STRZE Monticello, MN 84TH STR 82ND FARM SITE ATTACHMENT (FUTURE PUBLIC WORKS SITE) 8617 EDMONSON AVE NE SITE MAP MONTICELLO, MINNESOTA r yae r : G fV IE .. i fE ctfu "FILITURE PUB-LIC, gt PA WORKStv SATE/ FARM VTE $6,17 EDMONSUN AVE. DECEMBER 17. 2007 Pp METER sotAiT NoPeATY Liw: `W qm:� ow 46 WX fro' 2 Wito Ta BE C A 0 A -L,) 4 SAAd(APPRox. LoCA-rICNS) 8,T SVArACF_ 'A' y. 0 Qd, 0, -4 c ca 2! CC- - OLAS IA Appitax. 546 soap. Sj yo. Ile Aprikoic 65 syl X 7i�uiaeo 4 14. 04 % z 'Ap T RA 4 E N IC 1-0,3 V lk F. 0 D, tmo Aftt* Co`fzN-A POSTS 0 to 51T IN CQNFJktTEtu 741 a w a %s co ci! +L I j j a < 0 1 U.1 W4 35X 91 POLE 81.0r. GRAV96 AREA N= 9*5 x r., W. o o FitA 0 (L VY w 0 A VWGAT 617 ' J Et4TRy WAY ul > 34'x3l'W000 FRAMI 2 5rAvr-TVRZ ON -------- j 8,T SVArACF_ 'A' I - -4 c ca 2! CC- - OLAS 131, o/w Appitax. 546 soap. Sj yo. Ile Aprikoic 65 syl % 'Ap 22' Rt D, tmo Aftt* 11 BRICK PLANTERS r Fva I. Orr. TAr4K Fi6LflA REmov-E SvRi f. -,D Fwt�u TA 14K (1,000 GAL) p Tit &Eg RCITAININ'O le4&k. AAovr4o Mhpir. TACE -V Itz -ja or& too to 9 it S-14FACE %Wj Lo+ Afincj(- 4-22 syo. L; CuRa J-4 Y 0. DiA-r A 234 Sa Yo UE ko kAtik 2Z' CoNc, SLAG owl • Sra, Y. r 4L 7V 13.1 CEDAR 201 d LL STREET NU R Rf EAST BROADWAY ATTACHMENT B BLOCK BINS To BE RfmcvF-o By onoRz air Zfit; Acf A ppaox, 683 So. -Yo. DIRT PLANT114c, AREA ,K—SAM WYE 0104KC1 FikOM L CEDAP, ST (Tvrr.A.LJ SITE MAP 20' x 213' W000 FAAmE zo,x 25, CONC.SLA8 56 sa yo DEmo A R W €�'4 �+ 4 1 f , - ;'`k p f +�q,i€ `�� _ k, •'Syyfr �i:t' n. �}f# Ta +r ,�� q�T� ) nj � .S • `�" L 1`:; � / �'.. x� est � et ��- fC .. ,� r ~ `*a. 4 t 9' ff '' �Y l` pf,+, � t_•,'`1 � k t - 4 t {fit. t t zq n y'�4yi F�I�r �y .41 fl P i Y F•- '� ti M� ' •.x g 5M. IA IV Council Agenda: 01/14/08 APPROVAL OF OFFER TO SELL AND CONVEYANCE OF QUITCLAIM DEED. (TK/BW) REFERENCE AND BACKGROUND: As part of I94 and CSAH 18 project (City project 2004-01C) the City agreed to have MnDOT purchase City parcels for the ramps and storm water areas. The City had appraisals completed, which were reviewed and approved by MnDOT staff. The property being sold is described below: Tract A. That part of the Southwest quarter of the Northwest Quarter of Section 18, Township 121 North, Range 24 West and the East Half of the Northeast Quarter of Section 13, Township 121 North, Range 25 West, shown as Parcel 8A on Wright County Highway Right of Way Plat No. 55 as the same is on file and of record in the office of the County Recorder in and for Wright County, Minnesota; Tract B. That part of the Northeast Quarter of the Southeast Quarter and the Southeast Quarter of the Northeast Quarter of Section 13, Township 121 North, Range 25 West, shown as Parcel 1 B on Wright County Highway Right of Way Plat No. 55 as the same is on file and of record in the office of the County Recorded in and for Wright County, Minnesota; The agreement called for MnDOT to pay the City in one lump sum payment in the amount of $836,977.00. In order to complete this transaction MnDOT requires the City to pass a resolution approving the offer to sell and the execution of the quitclaim deed, which is attached. Al. Budget Impact: City project 2004-01 C has negative cash balance and the receipt of these funds will refund the City for some of the expenditures related to this project. A2. Staff Workload Impact: There are no staff workload impacts to this action. ALTERNATIVE ACTIONS 1. Approve the resolution approving the offer to sell at $836,977 and the execution of Quitclaim Deed. 2. Do not approve the resolution approving the offer to sell at $836,977 and the execution of Quitclaim Deed. STAFF RECOMMENDATION: City staff support, Alternative 1, to approve attached resolution. D. SUPPORTING DATA: Copies of the plat, quitclaim deed, offer to sell and memorandum of conditions, agreement letter and resolution. • ,W � 9 C "CC 8 S' � fj1 It pp�m -ulHZ � `� � � • ,O� �g�=y5j �y ty ��f� �>�ty9,nm z�°a �s o �•� o �l��n�o N O � f+1 z 3'D� f C -A4 � Z Z D>m Go�7 t�] C° v •,�y� O r< Z K z m C p j C z m f -i+ A D o d o- N° c` :� xd a L� a o �n ai z� z m A z m ^7 . Z vzo z a m ro r� s m °� ►� aq oIMNo ze < p -4a a r•z•I� ��CD Z Z i;o iii 9 i R Goo ��i °E 1" °,� � x#"� z nNi A m D sass sss x pyg a� o m IF z wco ze gy69 •'3 rro t•1 C•G �,��I,e� ypZo'a' mill! OR zp ma mpz�� izm 9 HIM gtg� lsii9 8 9- Q°C�^• H 2 fn [n czO 9$409x6 9 av" �g �y�z ��a mid m IZJ s y0 ol P- g ��„ y IW 1 J Y / Ng` . ' ,110, ��� � �{{{••��� � � � O vs .' I t•, I �N m NAS/ / m �4H - �?`a 8�,4 m� M BJ,lJ 392.48 f •. �/ ��yb•[� s _ _ �tn' e•w sos s1'.Trw s00ro 1 cam,=7-3733--� PARCEL 28 r EAST UNE OF LOT 21 H I o COUNTY STATE: AID HIGHWAY NO. 10 � WRIGHT COUNT', HIGHWAY RIGHT -O --WAY PLAT NUMBER 1(. p a 1 PARCEL 4 WEST ONE LOT 22-+ 219.70 112.16 U• 500'18'47•W 43tl.19 7 `i'. LSt� S0211.07•WB ><1 I ���`9N• \ / �tttL s00 7'ae w?o M 6o cao 1*�---------- " j-� P 4 \.: e q m yis I ca •e, �.. '�,�,- im `b,r A • C I M.41,Et.lUN II Ial \ \ I I I I . I I i I � I �> • I a� � • �Y, „m5 i� fo"m •M gzgzz ,FST{ I EAST ONE OF THE 6E - L~�iC7J�, 1/4 QUARTER OF THE NE 1/4 SEC 13. 1 T Q EAST 1/4 CORNER 5EC Fyj 13, T 721, R 25. FOUND t bD WRIGHT COUNTY CAST L g IRO N MONUMENT N 213540.6420 E E 530299:470 EAST LINE OF THE SE 1/4 OUARTER OF THE NE 1/4 SEC 13. I T iYO Rm�io. 4 z55 `� o'er� A^ 4'G / y ISO ' N b ' 11 I S 1 3 y1 SAS R _ QP#RCEL --5- v R.)a, S2., / ..`gpcf H.L„HH�H �i, iC01/N7)' G7g7, AI p&`fes \' S3s3 /' D yJ B?> 7S 0 IIA-leV�V Ch ab 7- 03. 7�. J. \\ ' aP HJ 1p0 ISO / RiHT41. yTATF - 47 47 7 4'. iYO Rm�io. 4 z55 `� o'er� A^ 4'G / y ISO ' N ' {,, •y / \ \ % / : is {/ \ I � � ` � a m ISO v C — Sigan R b[ o f gg g$ R "c z p Dm��cn•*I� O vrJtn c0ivX-ii��-micco�oAy� o O m m $5 m m i -- a��G®evge:&gg6 Q�2�Qa II�e A vNi O> m C Km Oc —moi Z 0 r v j�� Z y o �— aa QQ gpp4 g9 8 F 3 a" S S$ SQ a e R R <Z�zm r oZ m m z� r m> Z m m I < ff Z <V, w g — -- mmoz zc -ZID 5z � Zm Z q ; znNi�X;c z m D z°� { V RI D I � L4 I r U) o m rn m- x a, K z� --------a ae a m QUITCLAIM DEED STATE DEED TAX DUE HEREON: $ C.S. 8680 (94=392) 902 Parcel 347 Date: County of Wright For and in consideration of the sum of it/:�o �G1v�G�icc�SPVP� Sever �,.� 9� Dollars ($ /0 97 City of Monticello, a municipal corporation under the laws of the state of Minnesota, Grantor, hereby conveys and quitclaims to the State of Minnesota, Grantee, real property in Wright County, Minnesota, described as follows: That part of Tracts A and B described below: Tract A. That part of the Southwest Quarter of the Northwest Quarter of Section 18, Township 121 North, Range 24 West and the East Half of the Northeast Quarter of Section 13, Township 121 North, Range 25 West, shown as Parcel 8A on Wright County Highway Right of Way Plat No. 55 as the same is on file and of record in the office of the County Recorder in and for Wright County, Minnesota; Tract B. That part of the Northeast Quarter of the Southeast Quarter and the Southeast Quarter of the Northeast Quarter of Section 13, Township 121 North, Range 25 West, shown as Parcel 1 B on Wright County Highway Right of Way Plat No. 55 as the same is on file and of record in the office of the County Recorder in and for Wright County, Minnesota; which lies easterly of the easterly right of way line of County State Aid Highway No. 18 as shown on said Plat No. 55; containing 19.76 acres, more or less. together with all hereditaments and appurtenances belonging thereto. Subject to mineral rights and utility easements of record, if any. Check box if applicable: [� The Seller certifies that the seller does not know of any wells on the described real property. ❑ A well disclosure certificate accompanies this document. ❑ I am familiar with the property described in this instrument and I certify that the status and number of wells on the described real property have not changed since the last previously filed well disclosure certificate. Page 1 of 2 CITY OF MONTICELLO By Its And Its STATE OF MINNESOTA ) )ss. COUNTY OF WRIGHT ) The foregoing instrument was acknowledged before me this day of , by and the and of City of Monticello, a municipal corporation under the laws of the state of Minnesota, on behalf of the municipal corporation. NOTARY PUBLIC My commission expires: This instrument was drafted by the Send tax statements to Grantee: State of Minnesota, Department of State of Minnesota Transportation, Legal and Property Department of Transportation Management Unit, District 3 Right of Way St. Paul, MN 55155 7694 Industrial Park Rd. Baxter, MN 56425-8096 Page 2 of 2 QUITCLAIM DEED STATE DEED TAX DUE HEREON: $ C.S. 8680 (94=392) 902 Parcel 347 Date: County of Wright For and 0 consideration of the sum of e5/;,- uri�%%Po/ ;�1v 51'x D /V,-,#,,h'HH�r,e�S ,.,ev�i SPv�H 1� — Dollars ($834,, 977 �), City of Monticello, a municipal corporation under the laws of the state of Minnesota, Grantor, hereby conveys and quitclaims to the State of Minnesota, Grantee, real property in Wright County, Minnesota, described as follows: That part of Tracts A and B described below: Tract A. That part of the Southwest Quarter of the Northwest Quarter of Section 18, Township 121 North, Range 24 West and the East Half of the Northeast Quarter of Section 13, Township 121 North, Range 25 West, shown as Parcel 8A on Wright County Highway Right of Way Plat No. 55 as the same is on file and of record in the office of the County Recorder in and for Wright County, Minnesota; Tract B. That part of the Northeast Quarter of the Southeast Quarter and the Southeast Quarter of the -Northeast Quarter of Section 13, Township 121 North, Range 25 West, shown as Parcel 1 B on Wright County Highway Right of Way Plat No. 55 as the same is on file and of record in the office of the County Recorder in and for Wright County, Minnesota; which lies easterly of the easterly right of way line of County State Aid Highway No. 18 as shown on said Plat No. 55; containing 19.76 acres, more or less. together with all hereditaments and appurtenances belonging thereto. Subject to mineral rights and utility easements of record, if any. Check box if applicable: [� The Seller certifies that the seller does not know of any wells on the described real property. ❑ A well disclosure certificate accompanies this document. ❑ I am familiar with the property described in this instrument and I certify that the status and number of wells on the described real property have not changed since the last previously filed well disclosure certificate. Page 1 of 2 CITY OF MONTICELLO Bl( Its And Its STATE OF MINNESOTA ) )ss. COUNTY OF WRIGHT ) The foregoing instrument was acknowledged before me this day of , , by and the and of City of Monticello, a municipal corporation under the laws of the state of Minnesota, on behalf of the municipal corporation. NOTARY PUBLIC My commission expires: This instrument was drafted by the Send tax statements to Grantee: State of Minnesota, Department of State of Minnesota Transportation, Legal and Property Department of Transportation Management Unit, District 3 Right of Way St. Paul, MN 55155 7694 Industrial Park Rd. Baxter, MN 56425-8096 Page 2 of 2 Office of Land Management (2-98) RECOMMENDED FOR APPROVAL STATE OF MINNESOTA DEPARTMENT OF TRANSPORTATION Supervisor of Direct Purchase APPROVED OFFER TO SELL AND MEMORANDUM OF CONDITIONS By C.S.: 8680(94=392)902 Parcel: 347 County: Wright Owners and addresses: City of Monticello, Mayor, Monticello City Hall, 505 Walnut St, Suite #1, Monticello, Minnesota, 55362-882; For a valuable consideration, on this day of , ,theundersigned owners hereby offer to sell and convey to the State of Minnesota for a total consideration of �Ndti.��i;�,S, S,u?�,N�/,{/,,�,,�/,���O�r.��%y�H Dollars ($836.97i'Jafee simple titletothe real estate or an interest therein situated in Wright County, Minnesota, described in the copy of the instrument of conveyance hereto attached. The undersigned parties have this day executed an instrument forthe conveyance of the aforesaid real estate or an interest therein to the State of Minnesota, and have conditionally delivered the same to the State of Minnesota, which instrument shall have no effect until and unless this offer to sell and convey is accepted in writin�by the Office of Land Management of the Minnesota Department of Transportation within 4days from the date of this offer. Such notice of acceptance shall be by certified mail directed to the address appearing after our signatures hereto. If this offer is not so accepted within the time limited herein such conveyance shall be of no effect, and said instrument shall forthwith be returned to the undersigned owners. If this offer is accepted it is mutually agreed by and between the owners and the State as follows: (1) Possession of the real estate shall transfer to the State 30 days after the date of acceptance. The owners shall have the right to continue to occupy the property or to rent same to the present occupants or others until the date of transfer of possession. Any change in occupancy shall be subject to approval and concurrence by the State. On or before the date for transfer or possession the owners will vacate the real estate and the improvements (if any) located thereon, or cause same to be vacated, remove all personal effects therefrom and have all utilities (if any) shut off by the supplier of same. No buildings appurtenances or other non -personal items or fixtures will be removed from the premises by the owners or renters, including plumbing and heating fixtures, etc. The owners shall notify the Department of Transportation as soon as the improvements are vacated. The owners will maintain the improvements during their period of occupancy and will make all necessary repairs at their own expense. The State's prospective bidders for the purchase or demolition of the improvements on the property shall have the right of entry for inspection purposes during the last 10 days of possession by the owners. (2) Title to said real estate shall pass to the State of Minnesota as of the date of said acceptance subject to conditions hereinafter stated. (3) Buildings (if any) on said real estate shall be insured by the owners against loss by fire and windstorm in the amount of present coverage or if none in force then in an amount not less than the current market value during the entire period of the owners' occupancy of the buildings on the real estate, such policy or policies of insurance to be endorsed to show the State's interest. (4) If the State of Minnesota is acquiring all or a major portion of the property, mortgages (if any) on the property shall be satisfied in full by the State of Minnesota. The amount paid by the State of Minnesota to satisfy said mortgage(s) shall be deducted from the amount to be paid to the owners under the terms of this agreement. The amount paid by the State of Minnesota to satisfy the mortgage(s) shall include interest on the mortgage(s) to date that payment is made to the mortgage holder. (5) If the State of Minnesota is acquiring only a minor portion of the property, and the property is encumbered by a mortgage, it shall be the responsibility of the owners to furnish a partial release of mortgage. The mortgage holderwill be included as a payee along with the owners on the check drawn in payment for the property. Any fee charged by the mortgage holder for the partial release of mortgage must be paid for by the owners. (6) The owners will pay all delinquent (if any) and all current real estate taxes, whether deferred or not, which are a lien against the property. Current taxes shall include those payable in the calendar year in which this document is dated. The owners will also pay in full any special assessments, whether deferred or not, which are a lien against the property. The owners' obligation to pay deferred taxes and assessments shall continue after the sale and shall not merge with the delivery and acceptance of the deed. (7) If encumbrances, mechanics liens or other items intervene before the date the instrument of conveyance is presented for recording and same are not satisfied or acknowledged by the owners as to validity and amount and payment thereof authorized by the owners, said instrument of conveyance shall be returned to the owners. (8) Payment to the owners shall be made in the due course of the State's business after payment of taxes, assessments, mortgages and all other liens or encumbrances against said real estate. The owners will not be required to vacate the property until the owners have received payment. (9) No payments shall be made of any part of the consideration for said sale until marketable title is found to be in the owners and until said instrument of conveyance has been recorded. (10) The owners hereby acknowledge receipt of a copy of the instrument of conveyance executed by them on this date, and a copy of this offer and memorandum. (11) It is understood that unless otherwise hereinafter stated the State acquires all appurtenances belonging to the premises including: A Ake OWNERS CITY OF MONTICELLO By Its And Its (Address of Owner where acceptance is to be mailed.) Office of Land Managernent (2-98) RECOMMENDED FOR APPROVAL STATE OF MINNESOTA DEPARTMENT OF TRANSPORTATION Supervisor of Direct Purchase APPROVED OFFER TO SELL AND MEMORANDUM OF CONDITIONS By C.S.: 8680(94=392)902 Parcel: 347 County: Wright Owners and addresses: City of Monticello, Mayor, Monticello City Hall, 505 Walnut St, Suite #1, Monticello, Minnesota, 55362-882; For a valuable consideration, on this day of I theundersigned owners hereby offer to sell and convey to the State of Minnesota for a total consideration of Dollars ($4%77•-�afee simple title tothe real estate or an interest therein situated in Wright County, Minnesota, described in the copy of the instrument of conveyance hereto attached. The undersigned parties have this day executed an instrument for the conveyance of the aforesaid real estate or an interest therein to the State of Minnesota, and have conditionally delivered the same to the State of Minnesota, which instrument shall have no effect until and unless this offer to sell and convey is accepted in writing by the Office of Land Management of the Minnesota Department of Transportation within days from the date of this offer. Such notice of acceptance shall be by certified mail directed to the address appearing after our signatures hereto. If this offer is not so accepted within the time limited herein such conveyance shall be of no effect, and said instrument shall forthwith be returned to the undersigned owners. If this offer is accepted it is mutually agreed by and between the owners and the State as follows: (1) Possession of the real estate shall transfer to the State 30 days after the date of acceptance. The owners shall have the right to continue to occupy the property or to rent same to the present occupants or others until the date of transfer of possession. Any change in occupancy shall be subject to approval and concurrence by the State. On or before the date for transfer or possession the owners will vacate the real estate and the improvements (if any) located thereon, or cause same to be vacated, remove all personal effects therefrom and have all utilities (if any) shut off by the supplier of same. No buildings appurtenances or other non -personal items or fixtures will be removed from the premises by the owners or renters, including plumbing and heating fixtures, etc. The owners shall notify the Department of Transportation as soon as the improvements are vacated. The owners will maintain the improvements during their period of occupancy and will make all necessary repairs at their own expense. The State's prospective bidders for the purchase or demolition of the improvements on the property shall have the right of entry for inspection purposes during the last 10 days of possession by the owners. (2) Title to said real estate shall pass to the State of Minnesota as of the date of said acceptance subject to conditions hereinafter stated. (3) Buildings (if any) on said real estate shall be insured by the owners against loss by fire and windstorm in the amount of present coverage or if none in force then in an amount not less than the current market value during the entire period of the owners' occupancy of the buildings on the real estate, such policy or policies of insurance to be endorsed to show the State's interest. (4) If the State of Minnesota is acquiring all or a major portion of the property, mortgages (if any) on the property shall be satisfied in full by the State of Minnesota. The amount paid by the State of Minnesota to satisfy said mortgage(s) shall be deducted from the amount to be paid to the owners under the terms of this agreement. The amount paid by the State of Minnesota to satisfy the mortgage(s) shall include interest on the mortgage(s) to date that payment is made to the mortgage holder. (5) If the State of Minnesota is acquiring only a minor portion of the property, and the property is encumbered by a mortgage, it shall be the responsibility of the owners to furnish a partial release of mortgage. The mortgage holder will be included as a payee along with the owners on the check drawn in payment for the property. Any fee charged by the mortgage holder for the partial release of mortgage must be paid for by the owners. (6) The owners will pay all delinquent (if any) and all current real estate taxes, whether deferred or not, which are a lien against the property. Current taxes shall include those payable in the calendar year in which this document is dated. The owners will also pay in full any special assessments, whether deferred or not, which are a lien against the property. The owners' obligation to pay deferred taxes and assessments shall continue after the sale and shall not merge with the delivery and acceptance of the deed. (7) If encumbrances, mechanics liens or other items intervene before the date the instrument of conveyance is presented for recording and same are not satisfied or acknowledged by the owners as to validity and amount and payment thereof authorized by the owners, said instrument of conveyance shall be returned to the owners. (8) Payment to the owners shall be made in the due course of the State's business after payment of taxes, assessments, mortgages and all other liens or encumbrances against said real estate. The owners will not be required to vacate the property until the owners have received payment. (9) No payments shall be made of any part of the consideration for said sale until marketable title is found to be in the owners and until said instrument of conveyance has been recorded. (10) The owners hereby acknowledge receipt of a copy of the instrument of conveyance executed by them on this date, and a copy of this offer and memorandum. (11) It is understood that unless otherwise hereinafter stated the State acquires all appurtenances belonging to the premises including: /L%v"�-- OWNERS CITY OF MONTICELLO By Its And Its (Address of Owner where acceptance is to be mailed.) Minnesota Department of Transportation za�`NNay� Transportation District 3 Q 7694 Industrial Park Rd. �2r po 6oBrainerd, MN 56401 of July 20, 2005 Rick Wolfstellar, Administrator City of Monticello 505 Walnut St., Suite #1 Monticello, MN 55362 Office Tel: 218/828-2549 Toll Free: 1-800-657-3971 Fax: 218-828-6105 Tom Scott, City Attorney City of Monticello Campbell / Knutson 1380 Corporate Centre Curve, Suite #317 Eagan, MN 55121 Re: MnDOT's R/W Participation in City of C e" Monticello's Proposed Interchange At Jct. Interstate 94 and CSAH 18�` State Project 8680-138; Parcel 8680 (902) 347 c� Dear Mr. Wolfstellar and Mr. Scott: The intent of this letter, is to clarify the Minnesota Department of Transportation's right-of-way (R/W) participation in City's proposed highway interchange at Interstate 94 and County State Aid Road 18. It is our understanding, that the City is the lead agency, which will design, let, and construct this proposed project. MnDOT has recognized some benefits to construct interchange ramps at this location in lieu of existing interchange ramps to the east of this location. Therefore, MnDOT is willing to participate in purchasing the City parcels under these ramps and areas for storm water management. It is also required that the City deed all land (including interchange loops) necessary for trunk highway purposes to the State. We received a copy of City's appraisals, which have also been reviewed and approved by MnDOT's appraisal staff. MnDOT's District Staff and Mr. Weiszhaar (Project Mgr. w/WSB) have agreed that an additional 20 % will be provided by the State to these appraised land values for assistance to direct purchase acquisition. MnDOT* will not participate in any condemnation proceedings or compensation for the City's project. MnDOT's participation is based on these land values, shared storm water ponding, and the relocation of one billboard. The attached color -coded layout and following calculations in Exhibit "A" reflect MnDOT's participation. A final Easement / Right -of - Way / Ownership layout Exhibit is also attached. The attached offer to sell and memorandum of conditions will facilitate MnDOT's acquisition of these City parcels. MnDOT will act on this offer to sell and memorandum of conditions and provide payment for property, as a one-time lump sum in accordance with Exhibit "A", after project letting and award. We would like the City's assurance of the future property sale and transfer to the State in a timely and smooth manner. At this time, we would like resolution from the City which supports this process and the future conveyance to the State and also designates an authorized representative to act An equal opportunity employer Minnesota Department of Transportation o �o Transportation District 3 Office Tel: 218/828-2549 7694 Industrial Park Rd. Toll Free: 1-800-657-3971 o� Brainerd, MN 56401 Fax: 218-828-6105 OF !110 on behalf of the City. We look forward to hearing from you to insure clear expectations are defined in relation to MnDOT's R/W particpation for this project. Please contact me at 218-828-2549 if you have any additional questions or if you'd like to further discuss. Sincerely, Jamie Hukriede, P.E. District Right -of Way Engineer Attachments: R/W Participation Map Offer to Sell And Memorandum of Conditions Cc: Doug Wieszhaar - Project Manager (WSB) Terry Humbert / Chad Hausmalun— MnDOT Project Dev. (St. Cloud) Nancy Hanzlik — Project Manager (WSB) Kevin Schnnidt — MnDOT R/W Project Manager Cal Puttbrese — MnDOT Assist. Dist. Eng. (Baxter) Don Goedken — MnDOT Off. of Land Mgrnt. Dave Phillips — Assist. Attorney General An equal opportunity employer 7 r- C� Q\ 00 tt 01 I— lc M C� O �? O M� B O O �O � r-•� N M � M N r-+ 00 N M r-+ 6s 6c)- 64� 6s \c .--q 00 {f} 64} 693- 6q 609- 6q 6q bR e o 0 0 0 0 o N N N N N OO N N N N N O (A O H (� O CIO a2 a2 ct2 .:2 to co � 2 W 00 CIN d• N 110 M -+ Q M1%0 0 0 0M0 M M Z W 00 O w 0 U Q C d d d' H d 0 p T.- Q+ a) cci Q U o ' 0 CIO t-- C� o 0 CL �=o, > co 4-4-;-4 ot00 co r 00 o�co; rr1 0 0 0 ;-4 0 ; 0 o! � ui V) V) VD C-4) V) O J H 0 Z IV RESOLUTION NO. 2008-3 RESOLUTION ACCEPTING QUITCLAIM DEED AND OFFER TO SELL AND MEMORANDUM OF CONDITIONS WHEREAS, the City of Monticello and Minnesota Department of Transportation (MnDOT) entered into an agreement to participate in the construction of an interchange at jtc. 194 and CSAH 18 and; WHEREAS, said construction required MnDot to acquire from the City of Monticello property for ramp and storm water management locations and; WHEREAS, the land was appraised and the sale price agreed upon was $836,977.00; NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF MONTICE,LLO approves the Offer to sell and Memorandum of Conditions of $836,977.00 BE IT FURTHER RESOLVED by the Council of the City of Monticello that the quitclaim deed tranferring said property to MnDOT be properly executed: The above resolution was introduced by Councilmember , was duly seconded by Councilmember , with the following voting in favor thereof: Herbst, Mayer, Perrault, Wojchouski and Stumpf. The following voting in the opposition: None The City Administrator is hereby instructed to transmit a certified copy of this resolution to the County Auditor of Wright County, Minnesota. Adopted this 14th day of January, 2008. Mayor ATTEST: City Administrator 2007 BUDGETALS.LevyResolution (2) 5 5N. Consideration of Accepting Deed for the Ocello Property between the Autumn RidEe and Featherstone Developments (WSB) A. REFERENCE AND BACKGROUND.- The ACKGROUND: The subject property abuts Edmonson Avenue on the west and is located between the Autumn Ridge and Featherstone developments, south of School Boulevard. The property is currently owned by Ocello, LLC and is approximately 0. 19 acres. Ocello purchased the property from Kj ellberg's, Inc. in 1997 and the property was recorded as a metes and bounds property. The property is entirely within an overhead power line easement. Public Works had received a utility permit request to cross the property to extend service to the Featherstone development. It was then discovered that there was not a drainage and utility easement over the subject property. Several other existing public and private utilities are located within the property which also provide service to the Featherstone development. In addition, extension of a pathway through the property is proposed to be constructed in the future to connect to the pathway along School Boulevard. At the time it was discovered that there was not an easement, staff contacted Charlie Pfeffer (representing Ocello) to obtain an easement over the property. He indicated that they would rather deed the entire property to the City in exchange for excess right-of-way created with the Chelsea Road West Extension Project at 90thStreet (this is discussed in a separate agenda item). Ocello is requesting an even exchange of the properties with no payment to them. B. ALTERNATIVE ACTIONS: 1. Accept the deed from Ocello transferring the property to the City with no payment to Ocello. 2. Do not accept the deed. C. STAFF RECOMMENDATION: Staff recommends selecting Alternative No. 1. Since there are existing public and private utilities within the subject property, it is imperative that the City obtain maintenance rights over the property. In addition, extension of a future pathway is proposed through the property. D. SUPPORTING DATA: Warranty Deed Map C. -(Documents and Settings!dawn.grossingerlLocal SettingsMmporary Internet FilesIOM AGN ITM-AcceptDeed0celloProperry-011408 doe WARRANTY DEED Corporation or Partnership to Corporation or Partnership No delinquent taxes and transfer entered; Certificate of Real Estate Value ( ) filed ( ) not required Certificate of Real Estate Value No. By ,2 County Auditor Deputy STATE DEED TAX DUE HEREON: $ (reserved for recording data) ..... ...... ....... _..... __... ........ __.. DATED: , 20 FOR VALUABLE CONSIDERATION, OCELLO, LLC, a Minnesota limited liability company, the Grantor, hereby conveys and warrants to the CITY OF MONTICELLO, a municipal corporation under the laws of the State of Minnesota, Grantee, real property in Wright County, Minnesota, described as follows: That part of the Southwest Quarter of Section 14, Township 121, Range 25, Wright County, Minnesota, described as follows: Beginning at the southeast corner of said Southwest Quarter; thence on an assumed bearing of North 0 degrees 07 minutes 17 seconds East along the east line of said Southwest Quarter, a distance of 50.00 feet; thence South 89 degrees 33 minutes 54 seconds West, a distance of 172.24 feet; thence South 0 degrees 07 minutes 17 seconds West, a distance of 50.00 feet to the south line of said Southwest Quarter; thence North 89 degrees 33 minutes 55 seconds East along said south line, a distance of 172.24 feet to the point of beginning, (if more space is needed, continue on back) together with all hereditaments and appurtenances belonging thereto, subject to the following exceptions: (NONE) THE GRANTORS CERTIFY THAT THE GRANTORS DO NOT KNOW OF ANY WELLS ON THE ABOVE DESCRIBED REAL PROPERTY. THE TOTAL CONSIDERATION FOR THIS TRANSFER IS LESS THAN $500.00. OCELLO,LLC MM AFFIX DEED TAX STAMP HERE Its AND STATE OF MINNESOTA ) Its ( ss. COUNTY OF ) The foregoing instrument was acknowledged before me this day of , 20 , by and by the and the of Ocello, LLC, a Minnesota limited liability company, on behalf of the company. Signature of Person Taking Acknowledgment JNOTARYSEAL) THIS INSTRUMENT DRAFTED BY: CAMPBELL KNUTSON Professional Association 1380 Corporate Center Curve, Suite #317 Eagan, MN 55121 Telephone: (651) 452-5000 SRN:ms 136057 TAX STATEMENTS FOR THE REAL PROPERTY DESCRIBED IN THIS INSTRUMENT SHOULD BE SENT TO (INCLUDE NAME AND ADDRESS OF GRANTEE): City of Monticello 505 Walnut Avenue, Suite I Monticello, MN 55362 Council Agenda: 1/14/08 7. Public Hearing for the Vacation of Portions of the 901h Street and Chelsea Road West Right-of-Wav (WSB) A. REFERENCE AND BACKGROUND: When Chelsea Road West was extended from 90th Street to CSAH 39 through the City's Business Campus, the new alignment of Chelsea Road created excess right-of-way at 90th Street, where the curve in Chelsea Road continued onto 90th Street. As discussed in the previous agenda item, Ocello requested the City to vacate this right-of-way in exchange for deeding their property south of Autumn Ridge to the City. Ocello, LLC currently owns the property (Outlot D, Groveland Addition) abutting the right-of-way. If the vacation is approved, the property will be released from the road right of way. The proposed right-of-way to be vacated totals 16,130 square feet as shown on the exhibits included in the supporting data. There are several public utilities within the right-of-way and the City will maintain a drainage and utility easement over the area. The City currently has no use for the property other than for drainage and utility purposes. The existing roadway and pathway will still be within its current right-of-way. The City Council should open the public hearing, hold the public hearing, close the public hearing, and take action. B. ALTERNATIVE ACTIONS: 1. Adopt a resolution vacating portions of 90th Street and Chelsea Road right-of-way with the City maintaining a drainage and utility easement over the area. 2. Do not vacate the right-of-way. C. STAFF RECOMMENDATION: Staff recommends selecting Alternative No. 1. Typically, vacation of right-of-way is completed in conjunction with a new plat or development proposal. Ocello has requested to clean up some of these areas where they own abutting property in advance of platting or developing their property. Staff initially considered developing an agreement with Ocello to vacate the right-of-way when the abutting property is platted in exchange for the property adjacent to Autumn Ridge; however, the City Attorney advises not to develop this type of land exchange agreement. Therefore, the vacation is being proposed at this time independent of the acquisition of property adjacent to Autumn Ridge. D. SUPPORTING DATA: Resolution Right -of -Way Exhibits F: Ida"glwordproc12008 Council Agendasll-14-08 cc agendal7-ChelseandROWPacatePnbHrg011408.doc CITY OF MONTICELLO WRIGHT COUNTY, MINNESOTA RESOLUTION NO. 2008-04 RESOLUTION VACATING PORTIONS OF 90TH STREET AND CHELSEA ROAD WHEREAS, pursuant to Minnesota Statutes Section 412.851, after two (2) weeks' published and posted notice of the hearing and after mailing written notice of the hearing at least ten (10) days before a hearing to each property owner affected by the proposed vacation, the Monticello City Council has conducted a hearing to consider the vacation of the public right-of- way legally described in the attached Exhibit "A"; and WHEREAS, following the hearing and consideration of the proposed vacation, the Council has determined that it is in the public interest to vacate the above -noted right of way and retain to certain drainage and utility easements over the vacated portion of the right-of-way. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Monticello: 1. The public right-of-way legally described in the attached Exhibit A is hereby vacated; however, the City reserves a drainage and utility easement for any existing or future drainage or utility use. 2. The City Clerk is directed to file a certified copy of this resolution with the County Auditor and County Recorder. ADOPTED this 14th day of January, 2008, by the City Council of the City of Monticello. Clint Herbst, Mayor ATTEST: Dawn Grossinger, Deputy City Clerk EXHIBIT "A" That part of Chelsea Road West, as dedicated in GROVELAND ADDITION, according to said plat on file and of record in the office of the County Recorder, Wright County, Minnesota, lying southeasterly and easterly of a line drawn parallel with and distant 80.00 feet southeasterly and easterly of the southeasterly and easterly line of Outlot A, 90TH STREET 3RD ADDITION, according to said plat on file and of record in the office of the County Recorder, Wright County, Minnesota, and also lying southwesterly of a line drawn parallel with and distant 80.00 feet southwesterly of the southwesterly line of Lot 1, Block 1, said 90TH STREET 3RD ADDITION. ,,, WSB Project No. 01338-13 11/29/07 701 Xenia Avenue South, Suite 300 CITY OF IVI®NTI�ELL® CITY Project No. 2005-11C W S B Minneapolis, eng.com CHELSEA ROAD/90TH STREET &:Associates, Inc. 763-541-4800 - Fax 763-541-1700 '� INFRASTRUCTURE ENGINEERING 1 PLANNING ; CONSTRUCTION K:\01338-13\Cad\Exhibits\ROW.dwg, 1/7/2008 9:17:31 AM EXHIBIT �l r:W1JJ6-13�SuNCy\(:FILLS VAI:AIIUN.CW9 � 4 Y Fl i� 3m25 0 61, 1 ` \ 0 EA ;u m S �1 ' \ rz^ / mss• rVi / 4 i z a '0 v m Via°' ; T 1 I QIP ; �8•`t / 1 I OfT10O \ 10 Se • ,� 06\ 4O / 9� -76,1 �� 6'• cn O v 0 Q O =` m CD N 0 77" CZ 0-) Q I / c v O �• :_; cn a // I cn ZZ O 10 /colv � .ate �' I � I W 00 n DrO / v=10 lim / CD I 0) I C3 = ON �I 0) z o 1? // � I W I m `c• m o OHO � / Z 8 I I 1\\ o I- — — — — — — — — — — — — — — — — — — - S00'1247"W —' — j �� )6 219.27' _, co ,�. �00CD I'b z vi` W W W m x =r o D A 0 Council Agenda: 1/14/08 8. Public Hearing on adopting an ordinance establishing fees for 2008. (JO) A. REFERENCE AND BACKGROUND: Since 2006 when state statute changed, the City has conducted a public hearing and adopted an ordinance setting forth the amount that the City collects for various fees and permits. The proposed changes for 2008 are shown in bold on the attached fee schedule. Staff has asked all department heads to review the fee schedule and note any changes they were recommending. You will note that the fee schedule contains a 4% increase in trunk charges from the 2007 figure. It has been City policy to increase these fees annually to keep pace with the construction cost index. The 4% increase was discussed by staff at site review and the consensus of those present was that consideration be given to not increase the trunk fees this year due to economic considerations and the minimal increase in the construction cost index. Other changes to the fee schedule include the addition of fees for fire alarm/fire sprinkler system permits; the fees for the rental housing licensing program; and changes to the water rates to reflect recent Council action changing how the cost of water from a booster station was charged to the users. One other item for Council information is that the Planning Commission is working on an erosion control ordinance which, when established, could impact the fees the City currently charges for grading permits. If that is the case, the revised grading permit fees would come back before the Council. The Building Department is requesting the fees be updated on both the commercial and industrial plumbing and mechanical permits due to the amount of time and the number of inspections that are required to complete these projects. With the proposed increase, the fee amount more closely reflects actual City costs to complete the inspection work. The Building Department surveyed many other communities and found that even with this change, the City of Monticello is still slightly under the other communities' fees. Also with this fee change there will be no additional plan review fees added for permits such as these. A notice of the hearing has been published. The Council should open the hearing to receive any comments from the public on the proposed 2008 fee schedule before acting on the ordinance. A.1 Budget Impact: In setting budgets for the various departments, supervisors incorporated estimated revenue into their budget projections. However, the change in the boosted water rates was done after the budget was set so the revenues will be less than budgeted. B. ALTERNATIVE ACTIONS: 1. Adopt the ordinance approving the fee schedule for 2008 with the Council specifying whether or not the trunk charges will be increased by 4%. 2. Adopt the ordinance with modifications to the fee schedule as specified by Council. C. STAFF RECOMMENDATION: Council Agenda: 1/14/08 All departments were given a copy of the existing fee schedule several weeks in advance of this meeting so they would have ample time to determine what fee changes, if any, were needed. The changes suggested by staff have been incorporated into the attached fee schedule which was discussed at a site review meeting. Other than the question of whether or not to increase the trunk charges by 4%, the City Administrator is not aware of any other concerns relating to the proposed fees and would therefore recommend approval of the fee schedule with the Council determining whether the City should increase the trunk fees by 4% for 2008. D. SUPPORTING DATA: Copy of the proposed 2008 fee schedule. ANIMAL CONTROL Fine Barking: First offense Repeat offense Boarding Fee: Commercial Kennel Permit: Dog License: Altered Pet Unaltered Pet Altered Pet Unaltered Pet Late Fee Replacement Tag Euthanization/Disposal Fee Feces Pickup: First offense Repeat offense Fine: Running at Large: First offense Second offense Third offense If impounded BUILDING CITY OF MONTICELLO PROPOSED 2008 FEE SCHEDULE Proposed Change Written/oral warning $25 $13/per day + tax $95/year $10 - 2 years $15 - 2 years $5.00 - 1 year $7.50 - 1 year $5 $1 $35 per animal + tax Written/oral warnir $10 + tax $25 + tax Licensed Unlicensed $25 $35 $35 $45 $50 $60 Add boarding fee (plus tax) Assessment Fees: Building Valuation $499,999 or less $25 Building Valuation $500,000 or more $100 Building Inspection (non -permit related): $50/hour Building Permit Fees: 106% of 1997 State recommended schedule Building Permit Surcharge: .0005 of building value (State mandated) Contractor License Check Fee: $25 Building Permit/Records - Duplicate $50/hour Blight Processing Fee $35 Demolition Permit: 106% of 1997 State recommended schedule Permit is issued under a building permit (follow same procedures as issuing a building permit). Prior to demolition permit issuance verify with Public Works. Contractor must arrange disconnection: 1) Sanitary sewer; 2) City water & retrieve water mater and 3) approve routing for trucks and heavy equipment, (if applicable). Excavation permit may also be required. Fire Alarm/Fire Sprinkler System 106% of 1997 State Recommended Schedule Grading Permit & Restoration Surety Grading Permit & Restoration Surety/Development Mechanical Permits: Residential Commercial Mechanical Surcharge Mobile Home Permit Moving Buildings: Plan Review: Plumbing Permits: Residential Commercial Plumbing Surcharge: $150 per permit + a deposit equal to grading plan review costs as estimated by the City Engineer (includes land use reclamation and mining) + a deposit of $3,000/acre for restoration $150 per permit + $3,000/acre deposit for restoration $45 base + $9/fixture $75 base + $9/fixture 1.25% of valuation + state surcharge, $.50 (State mandated) minimum $100 + state surcharge $95 $150 + expense + demolition permit 65% of building permit fee $45 base + $9/fixtu "Fixture includes such things as traps, $75 base + $9/fixtu toilets, floor drains, sinks and showers 1.25% of valuation + state surcharge $.50 (State mandated) minimum $100 + state surcharge Sign Permits: Permanent $50 for first $1,000 of value; $10 each (minimum fee $25) $1,000 of value Sign Permits: Temporary $25 State Surcharge on Building Permits: $50 Valuation of Structure Addition or Alteration Surcharee Com_nutation $1,000,000 or less - .0005 x valuation $1,000,000 to $2,000,000 - $500 +.0004 x (Value - $1,000,000) $2,000,000 to $3,000,000 - $900 +.0003 x (Value - $2,000,000) $3,000,000 to $4,000,000 - $1200 +.0002 x (Value - $3,000,000) $4,000,000 to $5,000,000 - $1400 +.0001 x (Value - $4,000,000) Greater than $5,000,000 - $1500 +.005 x (Value - $5,000,000) Utility Locate Fee: Residential $35 Commercial/Industrial $50 Rental Housing License Fee: $45/pr building + $15 for each dwelling unit within the buildling Rental Housing License Application $30 (Late Fee) Double the standard license fee Rental Housing License Transfer Fee $35 Housing Inspection Fees $50/hour (1/4 hour increments; 1 hour minimum charge) CEMETERY FEES $275/per year Grave Fee: (Effective 11/1/02) Resident Non -Resident Full Grave (4'x12') Flush Marker Area $650 $850 Full Grave (4'xl2') Raised Marker Area $700 $900 Infant Grave (2'x6') $200 $200 Cremation Grave (4'x4') $300 $400 Grave Transfer Fee $15 Excavation Fee: Weekday $400 Weekend $430 Infant Grave Excavation - Weekday $100 - Weekend $125 Cremation Grave Excavation - Weekday $80 - Weekend $105 Grave Stakine Fee: $25 Peruetual Care Fee: New Grave Sales Included in grave price (Maint. Not taxable - Plant Care Taxable) Grave Sold Pre -1960 $100 Administrative Fee: $50 FIRE DEPARTMENT Building Bum $2,500 Emergency Response - Car Accident $500 FalseAlarm Policy - First Time No charge Second Time $250 Third Time $350 LICENSES/MISC PERMITS Burning Permit: $250 deposit to cover expenses if PW/Fire Dept. are called to bum site. Cigarette License: Tobacco licenses are issued by Wright County Excavation Permit $30 Gambling License: Licensed through State of Minnesota Liquor: 1 Day Consumption & Display $25 Temporary On -Sale (Beer) $10/day Wine, On -Sale $275/per year Wine/Strong Beer Comb. On -Sale $1,200/per year Wine/3.2 Beer Com. On -Sale $500/per year 3/2 Beer, On -Sale $275/year 3.2 Beer, Off -Sale $100/per year Liquor, On -Sale $3,750/per year Liquor, Sunday Sales Liquor, Setups Liquor,Club (Veteran's Org). Membership 200 or less 201-500 501-1000 1001-2000 2001-4000 Over 4000 Pawn Shop: Transient Merchant: Daily fees, independent merchant: Daily fees, farm/garden fruits & vegetables (from 6/15 to 9/15) Annual fees, private premise Fireworks Sale Transient Merchant: Daily fees operating under annual permit Traveling Shows MISCELLANEOUS ITEMS Annexation Study: Assessment Search (Written) Business List Brochures: City resident list:(Utility Billing List) 0-10 pages City Labels Comprehensive Guide Plan - Entire Downtown Revitalization Plan Parks Comprehensive Plan Copies on copy machine Copies on engineering copier Delinquent Certification Processing Fee Delq. List (qtrly or year end) Deposits on City Repair Projects Garbage Carts -Residential: 90 gallon 60 gallon 38 gallon Garbage Service Fees - Apts: w/o dumpsters Pickup Disposal Disposal Surcharge $200 (Statutory limit) $250/year $300 (Statutory limit) $500 (Statutory limit) $650 (Statutory limit) $800 (Statutory limit) $1,000 (Statutory limit) $2,000 (Statutory limit) $25 annual license + $1.50 per billable transaction $50/day + $3.50 application fee No fee $75/year + $3.50 application fee $350/year $10/day + $3.50 application fee $100/first day; $50/day for each day thereafter $22.50 + tax $25 $5 + tax Free $.10/page + tax $.50/sheet $32 plus tax $15 plus tax $15 plus tax $.25 per copy (tax included) $1.00/small sheet; $3.00/large sheet (tax included) $50 $10 + tax (each) $100-$300 (depending on est. value of work) $4.12 per quarter (incl. 9.75% tax) $3.29 per quarter (incl. 9.75% tax) $2.96 per quarter (incl.9.75% tax) $18.90 x # units + 9.75% tax/per quarter $3.48 x # units (non-taxable) per quarter Garbage Service Fees - Commercial Residential & Non -Commercial Residential 60 gallon: Pickup Disposal $15.93 x # units + 9.75% tax/per quarter Disposal Surcharge $2.31 x # units (non-taxable) per quarter Garbage Cart $3.29 x # units (incl. 9.75% tax) per quarter 90 gallon: Pickup Disposal $18.90 x # units + 9.75% tax/per quarter Disposal Surcharge $3.48 x # units (non-taxable) per quarter Garbage Cart $4.12 x # units (incl. 9.75% tax) per quarter Switching Garbage Cart Sizes $15.00 Garbage Cart Replacement (If lost) 38 - gallon $59.06 + 9.75% tax 60 - gallon $65.31 + 9.75% tax 90 - gallon $70.75 + 9.75% tax Fire Dept. Lock Box: $157.00 + tax Maps: City map (large) $3 (includes tax) City map (small) $1 (includes tax) Zoning map $3 (includes tax) State maps $.55 (includes tax) Wright County maps $3 (includes tax) Monticello Pins: $3.00 + tax Minutes/Agendas: Faxed $5.00/set + tax Mailed $7.00/set + tax Minutes - CD of proceedings $10.00 (includes tax) Notary: $1 Recycling Bins: (Sales tax paid at purchase; city is end user and owns the bins) Residential, set of 3 (tote -yellow not available) Price per bin - Old Style $12.64 $6.00 .Set-� Res. Large blue container (RC2000) Price per bin $8.00 (City covers 1/2 cost for new homes $4.00) Wheels Kit $6.25 Apt - Roll -around cart $36 (Equals 1/2 cost) Apt - Blue Recycling Container,individual $8.15 (Wheel kit $6.25; lid $2.65) Signs: Current listed price + tax ORDINANCE BOOKS Entire set of ordinances Individual Ordinance Sections: Zoning Ordinance Subdivision Ordinance City Code Sanitary Sewer Assessment Policy PLANNING/ZONING Administrative Permits - (Seasonal Sales/ home occupations) Conditional Use Permit Driveway permit Home Occupation Permits: Administrative Permit Special Permit (similar to conditional use permit) Interim Use Permit: Park Dedication (residential) Parking Fund (CCD District) Plat Subdivisions: PUD's: Rezoning Request: $40 plus tax $20 plus tax $8 plus tax $20 plus tax $5 plus tax $2.50 plus tax $25 $200 + Deposit (See plat/PUD Deposit Chart) $25 $10 $200 + Deposit (See plat/PUD Deposit Chart) $200 + Deposit (See plat/PUD Deposit Chart) An amount of land equal to ten percent (10%) of the total gross land area of the plat shall be presumptively defined as "reasonably commensurate." In the event that the subdivider objects to the ten percent (10%) standard, the City shall, at the developer's request and expense, conduct a specific dedication study of the park system and the demand placed on the system by the proposed plat. (Alt: For purposes of this Section, an amount of land equal to one (1) acre for each75 persons in the subdivision shall be presumptively defined as "reasonably commensurate." To estimate the population of the subdivision, a household size of 3.5 persons per unit for single familyhomes and 2.5 persons per unit for attached housing shall be used. Cash: $3,500 per unit. $4,500 per stall $300 + deposit as follows: Commercial Residential 10-3 acres $2,000 1 unit $500 14-10 acres $6,000 2-10 units $150 per unit 11+ acres $10,000 11+ units $100 per unit Planned Unit Dev. $200 + deposit as follows: Commercial Residential 0-3 acres $2,000 1 unit $500 14-10 acres $6,000 2-10 units $150 per unit 11+ acres $10,000 11+ units $100 per unit $200 + Deposit (See plat/PUD Deposit Chart) Seasonal Outdoor Sales License: $150 per 60 day license Simple Subdivision $200 + Deposit (See plat/PUD Deposit Chart) Special Planning Commission Meeting $350 Street Vacation: $150 + Deposit (See plat/PUD Deposit Chart) Trail Fund: $248/per unit Variance: Setback Variance $500 for single family requests All Other Variances $20 + $500 deposit for all other requests PUBLIC WORKS Chipping: $30 + tax per 1/2 hour or part thereof for the first 2 hours Over 500 cu. ft. $60 + tax per 1/2 hour or part thereof for the next hour Sewer Rates: Special Cases No more than 3 hours per year per property Construction Inspection (City or Engineer) $74/hour $76/hour Dutch Elm Disease Tree Removal City will be responsible for 1/2 of cost of removal Over 500 cu. ft. up to $225/per tree; resident responsible for bal. BODS: cost plus tax Dutch Ehn Replacement Tree at 1/2 cost $30 maximum credit each Rodding: $200/hour for one operator & machine $100/hour or part thereof for 2 operators, machine and pickup. Sweeping: $70 for first hour or portion thereof; $60/hour pro -rated thereafter. Includes operator. Vac/Sewer Jet $250/hour for one operator & machine $300/hour for two operators & machine SANITARY SEWER Sewer Rates: 1 st 500 cu. ft. $11.96 minimum Over 500 cu. ft. $2.15 per 100 cu. ft. Sewer Rates: Special Cases $16.54 x # of people in Trunk Sanitary Sewer household Industrial Sewer Rates: 0-500 cu. ft. $11.96/minimum Over 500 cu. ft. $1.15/100 cu. ft. BODS: $.209/lb. TSS: $.285/lb Testing $37.95/set Sewer Connection Permit: $65 (residential or commercial) Sewer and Water Combination Permit: $110 (residential) WATER $110 plus tax (commercial) Sewer Access Charge: Residential - Single Family $4,030/Unit All others per unit equivalent $4,030/Unit Trunk Sanitary Sewer Residential Unit $1,223/unit $1,272/unit (4% increase) Non -Residential $3,065/per acre $3,188/acre STORM SEWER Trunk Storm Sewer Fees: (Net acre) $3,245 $3,375 (4% increase) Alternate Ponding Area -Commercial $6,997 per acre Alternate Ponding Area - Industrial $8,176 per acre Alternate Ponding Area - Residential $3,490 per acre WATER Hydrant Rates for Contractors: 1. All contractors must obtain a permit from the Water Superintendent. The permit fee is $500. This permit will define the hydrant to be used and provides a tally sheet for water usage. 2. The following rates shall apply: A. $20 minimum billing for up to 500 cu. ft. or 3,750 gallons. B. After the 3,750 gallons, the rate shall be $1.94 per 100 cu, ft. or $2.59 per 1,000 gallons. 3. The following deposits shall be taken for use of City equipment (no exceptions): A. Hydrant Wrench $30.00 B. 2-1/2" fill hose $100.00 C. 1-1/2" fill hose with 2-1/2" adapter $50.00 D. 2-1/2" hydrant meter $500.00 E. 3/4" and small meter $100.00 If equipment is not returned within 10 days of permit expiration in good condition, the full amount for water use and equipment will not be refunded. (#1, #2 and #3 IS ALL TAXABLE IF COMMERCIAL) Trunk Water Charge: Res. Water: 0-500 cu.11- 500-4000 cf over 4000 cf Comm Water Rate, Mtr 1 - No 3rd Step 1 st 500 cu. ft. Over 500 cu. ft. $907/Residential Unit $943/Residential Unit (4% increase) $2,267 per acre non-residential $2,358/per acre non-residential $10.26 $.62/100 cf (taxable if non -res.) $.71/100 cf $10.26 minimum $.62/100 cf Res., Twnhms &Comm Water Rate - 30% Increase - Mtr 2 (SPR) 1st 500 cu ft $11.60 minimum Over 500 cu ft $.71/100 cf Water Shut Off, then Turned On: Water Connection Permit: Water Access Charge: 1" line 1-1/4" line 1-1/2" line 2" line 3" line 4" line 6" line 8" line Water Main Tapping - New Services (1" only) Water Meters: 5/8" meter 3/4" meter 1" meter 1 1/2" meter 2" meter + up 1" Valves Water Availability Charge (For those who have city water available but choose not to hook up) $24.15 + delinquency (taxable if non -res.) $55 (residential) $55 plus tax (commercial) $801 + materials $1,217 + materials $1,460 + materials $1,920 + materials $2,402 + materials $3,164 + materials $3984 + materials $5,231 + materials $250 each + materials $268.00 + sales tax $307.00 + sales tax $370.00 + sales tax $550.00 + sales tax Cost + $50+ sales tax $29.00 + sales tax $28.75year (Billed in July) $10.28 $0.64 $0.73 $10.28 $0.64 $11.62 $0.73 City Council Agenda - 01/14/08 9. Public Hearing - Consideration to approve a resolution amending the amended and restated resolution enabling the Creation of the Citv of Monticello Economic Development Authoritv: Superceding Ordinance No. 172 of October 22. 2007. (O.K.) A. Reference and background: On October 22, 2007, the City Council held a public hearing and adopted Resolution No. 2007-86, Amended and Restated Resolution enabling the creation of the City of Monticello Economic Development Authority, Superceding Ordinance No. 172. Thereafter and upon further review of Resolution No. 2007-86 by the legal firm, Kennedy & Graven; it was suggested to notice and hold a second public hearing for the purpose to clarify the Section 2.03 and Section 2.04 of adopted Resolution No. 2007-86. Attached is a black -lined version of Sections 2.03 and 2.04 identifying the changes. The attached resolution includes the changes, Sections 2.03 and 2.04, and the addition of Sections 1.04, 1.05, and 1.06. City Budget Impact: Legal and consultant costs associated with the consolidation of the HRA and EDA. Staff Impact: Research and preparation of agenda items. PUBLIC HEARING The public hearing notice appeared in the local newspaper on December 27, 2007, and January 3, 2008, for compliance of the public hearing notice requirement. The Mayor is requested to open the hearing for public comments or questions. Upon hearing comments or questions; thereafter, close the public hearing prior to taking action. B. Alternative Actions. 1. Motion to approve a resolution amending the Amended and Restated Resolution enabling the creation of the City of Monticello Economic Development Authority; superceding Ordinance No. 172 of October 22, 2007. 2. Motion to deny approval of a resolution amending the Amended and Restated Resolution enabling the creation of the City of Monticello Economic Development Authority; superceding Ordinance No. 172 of October 22, 2007. City Council Agenda - 01/14/08 3. Motion to table any action and continue the public hearing. C. Staff Recommendation. Staff recommendation is Alternative No. 1, given this is a housekeeping item suggested by Consultant Attorney. D. Supporting Data: Black -lined page noting clarifications, copy of the entire resolution for approval, and public hearing notice. 2 Section 2. Enabling Authoritv. 2.01. The EDA was established under the Enabling Ordinance as adopted April 10, 1989 and codified as Title II, Chapter 3 of the City Code. 2.02. The Economic Development Authority shall be composed of 7 members to be appointed by the Mayor and confirmed by the City Council. 2.03. Two of the members shall be members of the City Council. The terms of office of the two members of the City Council shall coincide with their terms of office as members of the City Council.2.04. The remaining five (5) members shall be initially appointed for terms of one, two, three, four, and five years respectively. Thereafter, all non - Council commissioners shall be appointed for six-year terms, exeept giat any Pefson appointed fill a vaeaney aevarring prior- to the expir-ation of ter,.,., «-hi h his/her- predeeessef has been ohall be appointed enly for- the remainder- of sueh ten:R. Upen the expiration of his/he of of o-ffiee, the fnembzr ohall ,mein,, to s M,e until hise f n,,,,e or io appoint_ 2.04. A vacancv is created in the membership of the EDA when a City Council member of the board of commissioners ends Council membership. A vacancv for this or anv other reason must be filled for a new term (in the case of a Council member) or the balance of the uneXpired term (in the case of a non -Council member)_ . in the manner in which the original appointment was made. 2.05. At least three of the members who are not members of the City Council shall be residents of the City, and not more than two of the members who are not members of the City Council may be nonresidents of the City, provided that such members own a business and own property in the City. 2.06. All members shall serve at the pleasure of the City Council. Vacancies shall be filled by appointment by the Mayor with the confirmation of the City Council. 2.07. A commissioner may be removed by the City Council for inefficiency, neglect of duty, or misconduct in office. A commissioner shall be removed only after a hearing. A copy of the charges must be given to the commissioner at least 10 days before the hearing. The commissioner must be given an opportunity to be heard in person or by the counsel at the hearing. When written charges have been submitted against the commissioner, the City Council may temporarily suspend the commissioner. If the City Council finds that those charges have not been substantiated, the commissioner shall be immediately reinstated. If a commissioner is removed, a record of the proceedings together with the charges and findings shall be filed in the office of the City Administrator. 2.08. The City Council shall make available to the EDA such appropriations as it deems fit for salaries, fees, and expenses necessary in the conduct of its work. The EDA shall have authority to expend all budgeted sums so appropriated and recommend the expenditures of other sums made available for its use from grants, gifts, and other sources for the purposes and activities authorized by this resolution. Section 3. Officers and Meetings. 321892v2 MNI MN190-130 2 CITY OF MONTICELLO RESOLUTION NO. AMENDED AND RESTATED RESOLUTION ENABLING THE CREATION OF THE CITY OF MONTICELLO ECONOMIC DEVELOPMENT AUTHORITY; SUPERCEDING ORDINANCE NO. 172 BE IT RESOLVED By the City Council of the City of Monticello, Minnesota ("City") as follows: Section 1. Background and Findines 1.01. The City is authorized by Minnesota Statutes, Sections 469.090 to 469.1081 (the "EDA Act") to establish an economic development authority to coordinate and administer economic development and redevelopment plans and programs for the City, and is authorized by Minnesota Statutes, Sections 469.001 to 469.047 (the "HRA Act") to establish a housing and redevelopment authority to coordinate and administer housing and redevelopment plans and programs for the City. 1.02. By a resolution approved November 30, 1970, the City established the Housing and Redevelopment Authority in and for the City of Monticello (the "HRA"), for the purpose of coordinating and administering housing and redevelopment projects and activities in and for the city. 1.03. By Ordinance No. 172, approved April 10, 1989 and codified in the City Code as Title II, Chapter 3 (the "Enabling Ordinance"), the City established the City of Monticello Economic Development Authority ("EDA"), for the purpose of coordinating and administering economic development activities in and for the City. 1.04. By resolution approved on October 22, 2007 (the "Allocation Resolution"), the City transferred to the EDA the control, authority and operation of all projects administered by the Housing and Redevelopment Authority in and for the City of Monticello ("HRA"). 1.05. By resolution approved October 22, 2007, the City Council adopted an Amended and Restated Enabling Resolution (the "Enabling Resolution") in order to conform the powers of the EDA to the Allocation Resolution. 1.06. The City Council has determined to revise and clarify certain provisions of the Enabling Resolution by the adoption of this resolution. 1.07. The City Council has in accordance with Minnesota Statutes Section 469.093, provided public notice and conducted a public hearing on the date hereof, at which all persons wishing to be heard were given an opportunity to express their views, concerning the modified Enabling Resolution. 1.08. This resolution constitutes an amendment and restatement of the original Enabling Ordinance, incorporating the transfer of HRA powers to the EDA in accordance with the Allocation 321892v6 MNI MN 190-130 1 Resolution, and also supercedes in all respects the Enabling Resolution adopted on October 22, 2007. Section 2. Enabling Authority. 2.01. The EDA was established under the Enabling Ordinance as adopted April 10, 1989 and codified as Title II, Chapter 3 of the City Code. 2.02. The Economic Development Authority shall be composed of 7 members to be appointed by the Mayor and confirmed by the City Council. 2.03. Two of the members shall be members of the City Council. The terms of office of the two members of the City Council shall coincide with their terms of office as members of the City Council. The remaining five (5) members shall be initially appointed for terms of one, two, three, four, and five years respectively. Thereafter, all non -Council commissioners shall be appointed for six-year terms. 2.04. A vacancy is created in the membership of the EDA when a City Council member of the board of commissioners ends Council membership. A vacancy for this or any other reason must be filled for a new term (in the case of a Council member) or the balance of the unexpired term (in the case of a non -Council member), in the manner in which the original appointment was made. 2.05. At least three of the members who are not members of the City Council shall be residents of the City, and not more than two of the members who are not members of the City Council may be nonresidents of the City, provided that such members own a business and own property in the City. 2.06. All members shall serve at the pleasure of the City Council, subject to the terms of Section 2.07 hereof. Vacancies shall be filled by appointment by the Mayor with the confirmation of the City Council. 2.07. A commissioner may be removed by the City Council for inefficiency, neglect of duty, or misconduct in office. A commissioner shall be removed only after a hearing. A copy of the charges must be given to the commissioner at least 10 days before the hearing. The commissioner must be given an opportunity to be heard in person or by the counsel at the hearing. When written charges have been submitted against the commissioner, the City Council may temporarily suspend the commissioner. If the City Council finds that those charges have not been substantiated, the commissioner shall be immediately reinstated. If a commissioner is removed, a record of the proceedings together with the charges and findings shall be filed in the office of the City Administrator. 2.08. The City Council shall make available to the EDA such appropriations as it deems fit for salaries, fees, and expenses necessary in the conduct of its work. The EDA shall have authority to expend all budgeted sums so appropriated and recommend the expenditures of other sums made available for its use from grants, gifts, and other sources for the purposes and activities authorized by this resolution. Section 3. Officers and MeetinV5. 321892v6 MNI MN 190-130 2 3.01. The EDA shall elect a president, vice president, treasurer, assistant treasurer, and secretary annually. A member must not serve as president and vice president at the same time. The other offices may be held by the same member. The other offices of the secretary and assistant treasurer need not be held by a member. 3.02. The EDA shall adopt rules and procedures not inconsistent with the provisions of this Enabling Resolution or as provided in Minnesota Statutes, Section 469.096, and as may be necessary for the proper execution and conduct of its business. The EDA shall adopt bylaws and rules to govern its procedures and for the transaction of its business and shall keep a record of attendance at its meetings and/or resolutions, transactions, findings, and determinations showing the vote of each member on each question requiring a vote, or if absent or abstaining from voting, indicating such fact. The records of the EDA shall be a public record, except for those items classified by law as nonpublic data. 3.03. The EDA shall meet at least quarterly. Special meetings may be called by the president as needed. 3.04. All administrative procedures, including contract for services, purchases of supplies, and financial transactions and duties shall be outlined in the bylaws of the EDA. Section 4. Staff. 4.01. The Economic Development Director shall be designated as Executive Director of the EDA. 4.02. Subject to limits set by the appropriations or other funds made available, the EDA may employ such staff, technicians, and experts as may be deemed proper, and may incur such other expenses as may be necessary and proper for the conduct of its affairs. Section 5. Functions, Powers, and Duties. 5.01. Except as specifically limited by the provisions of Section 6 of this Enabling Resolution, the EDA shall have the authority granted it pursuant to the EDA Act. 5.02. The EDA shall manage the Greater Monticello Enterprise Fund (the "Fund") the purpose of which is to encourage economic development by making loans to private businesses. The EDA shall make loans to eligible businesses, and such loan(s) shall serve a public purpose as defined in the Greater Monticello Enterprise Fund Guidelines (Fund Guidelines). The Fund Guidelines are hereby adopted by reference and included in the bylaws of the EDA. No changes to the fund Guidelines shall be made without approval of the City Council. 5.03. The EDA may be a limited partner in a partnership whose purpose is consistent with the EDA's purpose. 5.04. The EDA may issue general obligation bonds and revenue bonds when authorized by the City Council and pledge as security for the bonds the full faith, credit, and resources of the City or such revenues as may be generated by projects undertaken by the EDA. 321892v6 MNI MN190-130 3 5.05. The EDA may cooperate with or act as agent for the federal or state government or a state public body, or an agency or instrumentality of a government or other public body to carry out the powers granted it by the EDA Act or any other related federal, state, or local law in the area of economic development district improvement. 5.06. The EDA may annually develop and present an economic development strategy and present it to the City Council for consideration and approval. 5.07. The EDA may join an official, industrial, commercial, or trade association or other organization concerned with such purposes, hold reception of officials who may contribute to advancing the City and its economic development, and carry out other appropriate public relations activities to promote the city and its economic development. 5.08. The EDA may perform such other duties which may be lawfully assigned to it by the City. All city employees shall, upon request and within a reasonable time, furnish the EDA or its employees or agents such available records or information as may be required in its work. The EDA or its employees or agents may, in the performance of official duties, enter upon lands and make examinations or surveys in the same manner as other authorized City agents or employees and shall have such other powers as are required for the performance of official functions in carrying out the purposes of this resolution. Section 6. Limitations of Power. 6.01. The following limits apply to the EDA and its operation: (a) The sale of bonds or other obligations of the EDA must be approved by the City Council. (b) The EDA must follow the budget process for City departments in accordance with City policies, ordinances, and resolutions and the City charter. (c) Development and redevelopment actions of the EDA must be in conformity to the City comprehensive plan and official controls implementing the comprehensive plan. (d) The EDA must submit its plans for development and redevelopment to the City Council for approval in accordance with City planning procedures and laws. (e) Except when previously pledged by the EDA, the City Council may, by resolution, require the EDA to transfer any portion of the reserves generated by activities of the EDA that the City Council determines are not necessary for the successful operation of the EDA to the debt service funds of the city to be used solely to reduce tax levies for bonded indebtedness of the City. (f) The administrative structure and management practices and policies of the EDA must be approved by the City Council. 321892v6 MNI MN190-130 4 (g) The EDA shall submit all planned activities for influencing the action of any other governmental agency, subdivision, or body to the City Council for approval. 6.02. The EDA may exercise all the powers under the EDA Act, including, but not limited to, the following: (a) all powers under the HRA Act. (b) all powers of a city under Minnesota Statutes, Section 469.124 to 469.134. (c) all powers and duties of a redevelopment agency under Minnesota Statutes, Sections 469.152 to 469.165 for a purpose in the HRA Act or the EDA Act, and all powers and duties in the HRA Act and the EDA Act for a purpose in Minnesota Statutes, Sections 469.152 to 469.165. (d) the authority to acquire property, exercise the right of eminent domain; make contracts for the purpose of redevelopment and economic development; serve as a limited partner in a partnership whose purpose is consistent with the FDA's purpose; buy supplies and materials needed to carry out development within the EDA Act; and operate and maintain public parking facilities. (e) the authority to issue bonds in accordance with the EDA Act and the HRA Act. (f) the authority to levy special benefit taxes in accordance with Section 469.033, subdivision 6 of the HRA Act in order to pay or finance public redevelopment costs (as defined in the HRA Act), subject to approval by the City Council in accordance with Section 469.033, subdivision 6. (g) all powers under Minnesota Statutes, Sections 469.474 to 469.179. 6.03. As provided in the EDA Act, it is the intention of the City Council that nothing in this resolution nor any activities of the EDA are to be construed to impair the obligations of the City or HRA under any of their contracts or to affect in any detrimental manner the rights and privileges of a holder of a bond or other obligation heretofore issued by the City, the EDA or the HRA. Section 7. Implementation. 7.01. The City Council will from time to time and at the appropriate time adopt such ordinances and resolutions as are required and permitted by the EDA Act to give full effect to this resolution. 7.02. The Mayor, the City Administrator, and other appropriate City officials are authorized and directed to take the actions and execute and deliver the documents necessary to give full effect to this resolution. 7.03. Nothing in this resolution is intended to prevent the City from modifying this 321892v6 MNI MN190-130 5 Enabling Resolution or the Allocation Resolution to impose new or different limitations on the EDA as authorized by the EDA Act. Approved by the City Council of the City of Monticello on this 14th day of January 2008. Mayor ATTEST: City Clerk 321892v6 MNI MN 190-130 0 in to ts ht an Is, Ire mt i the ,_the ,low ince �tbr. 1ged ach ;e? air are here left ,f us. s a spe- ly and ,to cele - es, and i as they le mem- I ._ a +11 o Delq;jL.1u rn-, ., City of Monticello (Official Publication) NOTICE OF PUBLIC HEARING NOTICE IS HEREBY GIVEN, that the City Council of the City of Monticel- lo will meet on Monday, January 14, 2008 at 7:00 p.m. in the Council Cham- bers at City Hall, 505 Walnut Street, Monticello, Minnesota, to conduct a public hearing on the question of an amendment to its enabling resolution establishing an Economic Develop- ment Authority (EDA) for the City pur- suant to Minnesota Statutes, Chapter 469. Resolution The amendment to the enabling resolution clarifies the membership and terms of the EDA commissioners. Two of the members shall be members of the City Council. The terms of office of the two members of the City Council shall coincide with their terms of office as members of the City Council. The remaining five members shall be initial- ly appointed for terms of one, two, three, four, and five years respectively. Thereafter, all non -Council commis- sioners shall be appointed for six-year terms. A vacancy is created in the mem- bership of the EDA when a City Coun- cil member of the board of commis- sioners ends Council membership. A vacancy for this.; or any other reason must be filled for a new term (in the caise of a,.Odun,cif- member) _ or the b"al= ance of the unexpired term (in the case of a non -Council member), in the man- ner in which the original appointment was made. Mina At the public hearing any person wishing to express a view regarding the proposed amendment to the enabling resolution will be heard orally or in writ- ing. At the conclusion of the hearing or any adjournment thereof the City Council will take whatever action it deems necessary with regard to the enabling resolution. A copy of the full text of the enabling resolution as pro- posed to be amended is on file for pub- lic inspection in the office of the City Administrator at City Hall during nor- mal business hours. BY ORDER OF THE CITY COUNCIL City Clerk Dated: [date of publication] (Dec. 27, 2007 & Jan. 3, 2008)mt- PHN EDA resolution City of Monticello Public Works (Official Publication) SECTION 00020 - ADVERTISEMENT FOR BIDS Digester Mixers BMI PROJECT NO. M21.39934 CITY PROJECT NUMBER 2007-18C RECEIPT AND OPENING OF PRO- POSALS: Sealed proposals for the work described below will be received by the Public Works Director at the City Hall, 505 Walnut Avenue, Suite 1, Mon- ticello, MN 55362 until 2:00 PM Janu- ary 15, 2008, at which time the bids will be opened and publicly read. PREBID MEETING: A pre-bid meet- Sunwood Drive, Suite 206, ham- sey, MN 55303 — Minneapolis Builders Exchange, 1123 Glenwood Avenue, Min- neapolis, MN 55405 — St. Cloud Builders Exchange, 110 6th Avenue South, St. Cloud, MN 56301 PLANHOLDERS LIST, ADDENDA AND BID TABULATION: The plan - holders list, addenda and bid tabulation will be available on-line at www.bolton- menk.com. Bids will be received on a lump sum basis. BID SECURITY: A certified check or a Bid Bond satisfactory to the City of Monticello, Minnesota, in the amount of not less than 5 percent of the total Bid price submitted must accompany each Bid. PERFORMANCE AND PAYMENT BONDS: The successful Bidder will be required to furnish a Performance Bond and Labor and Materials Pay- ment Bond each in the amount of the Contract. The Bid, Agreement, and Bonds shall be=nditioned upon compliance with all provisions of the Bid Documents. PROJECT ADMINISTRATION: All questions relative to this project prior to the opening of bids shall be directed to the Engineer/Manager for the project. It shall be understood, however, that no specification interpretations will be, made by telephone., Bolton & Menk Inc. Attn: Paul Saffert, P.E. 7533 Sunwood Drive, Suite 206 Ramsey, MN 55303 Tel: 763-433-2851 Fax: 763-427-0833 OWNER'S RIGHTS RESERVED: The OWNER reserves the right to reject any or all bids, to waive any informality in a bid, and to make awards in the in- terest of the OWNER. A bid may be awarded up to 60 days after the Bid Opening and Bids may not be with- drawn for a period of 60 days. Date: December 10, 2007 Owner: City of Monticello, Minnesota /S/ John Simola Public Works Director (Dec. 13, 20, 27, 2007 & Jan. 3, 2008) mt-pwks bid -2007-18C - xaff2b&m City of Monticello Public Works (Official Publication) SECTION 00020 - ADVERTISEMENT FOR BIDS Vehicle Storage Building BMI PROJECT NO. M21.3035 CITY PROJECT NUMBER 2007-19C RECEIPT AND OPENING OF PRO- POSALS: Sealed proposals for the work described below will be received by the Public Works Director at the City Hall, 505 Walnut Avenue, Suite 1, Mon- ticello, MN 55362 until 2:30 p.m. Jan- uary 15, 2008, at which time the bids will be opened and publicly read. PREBID MEETING: A prebid meeting will be held January 8, 2008 at 10:30 a.m. at the Monticello Wastewater Treatment Facility and will be required for all general contractors to attend. neapolls, mr-i oo-w., — St. Cloud Builders Exchange, 110 6th Avenue South, St. Cloud, MN 56301 PLANHOLDERS LIST, ADDENDA AND BID TABULATION: The plan - holders list, addenda and bid tabulation will be available on-line at www.bolton- menk.com. Bids will be received on a lump sum basis. BID SECURITY: A certified check or a Bid Bond satisfactory to the City of Monticello, Minnesota, in the amount of not less than 5 percent of the total Bid price submitted must accompany each Bid. PERFORMANCE AND PAYMENT BONDS: The successful Bidder will be required to furnish a Performance Bond and Labor and Materials Pay- ment Bond each in the amount of the Contract. The Bid, Agreement, and Bonds shall be conditioned upon compliance with all provisions of the Bid Documents. PROJECT ADMINISTRATION: All questions relative to this project prior to the opening of bids shall be directed to the Engineer/Manager for the project. It shall be understood, however, that no specification interpretations will be made by telephone. Address inquiries to: Bolton & Menk Inc. Attn: Paul Saffert, P.E. 7533 Sunwood Drive, Suite 206 Ramsey, MN 55303 Tel: : 7 63-4,33-2851 Fax: 763-427-0833 OWNER'S RIGHTS RESERVED: The OWNER reserves the right to reject any or all bids, to waive any informality in a bid, and to make awards in the in- terest of the OWNER. A bid may be awarded up to 60 days after the Bid Opening and Bids may not be with- drawn for a period of 60 days. Date: December 10, 2007 Owner: City of Monticello, Minnesota /S/ John Simola Public Works Director (Dec. 13, 20, 27, 2007 & Jan. 3, 2008) mt-pwks bid -2007-19C - xaff2b&m City of Monticello Public Works (Official Publication) - INFVITATIbN FOR PROPOSALS FOR A. BUILDING DEMOLITION AND SITE PREPARATION OF A TWO- STORY HOME, POLE BARN WITH LIVING QUARTERS, A MACHINE SHED AND APPURTENANCES iNCLUD!NG'HAZARDOUS MATERIAL REMOVAL AND DISPOSAL AT 8617 EDMONSON AVENUE NE MONTICELLO, MINNESOTA AND B. BUILDING DEMOLITION AND SITE PREPARATION OF THE CEDAR STREET GARDEN CENTER AND APPURTENANCES INCLUDING HAZARDOUS MATERIAL REMOVAL AND DISPOSAL AT 201 EAST BROADWAY (Dec. 21 Den Silver LEG SI Th county will he tion or the Si' Fi town cy wi uary town 15th wish 17th file t tele! fice ThE 1:01 day frog Jar col el( 18 Sr 3f City Council Agenda - 01/14/08 10. Consideration to Adopt a Resolution Giving Final Approval to Issuance of Public Proiect Revenue Refunding Bonds. Series 2008A (City of Monticello. Minnesota. Lease Obligation) related to certain Public Facilities and Agreements related thereto. (O.K.) A. Reference and background: The City Council is asked to adopt this resolution giving final approval to issuance of public project revenue refunding bonds related to certain public facilities (community center) and agreements. The City Council at their November 26, 2007, moved to support the EDA in their action to proceed with refinancing of Revenue Bond Series 2000A. Said resolution finalizes the action taken by the City Council on November 26th. At the EDA meeting of December 18, 2007, the commissioners adopted a resolution providing for the sale of $6,100,000 Public Project Revenue Refunding Bonds, Series 2000A, following a presentation by Todd Hagen, Ehlers & Associates. At a special meeting of the EDA scheduled for Wednesday, January 16, 2008, 6:00 p.m., Mr. Hagen will present to the commissioners the interest rate on the proposed bond sale and the actual bond amount. Assuming the bond interest rate is favorable, the EDA commissioners which includes two council members will adopt of a resolution awarding the sale of public project revenue refunding bonds, Series 2008 (City of Monticello Economic Development Authority.) Said resolution before the City Council this January 14, 2008, simply outlines the background and actions previously taken and associated with the Housing and Redevelopment Authority (HRA) 1998 Bonds and the 2000 Refunded Bonds and various agreements, and steps taken to consolidate the EDA and HRA. The Financing Documents identified within the city resolution for approval include the: a) Amended and Restated Ground Lease between City and EDA (Community Center). b) Amended and Restated Lease -Purchase Agreement between City and EDA (Community Center). c) Assignment and Security Agreement between the EDA and US Bank National Association, as Trustee. d) Trust Indenture between the EDA and US Bank National Association, as Trustee. e) Escrow Agreement (Series 2008) between the EDA and US Bank National Association, as Trustee and Escrow Agent. f) Continuing Disclosure Certificate of the City (Series 2008 Bonds). City Council Agenda - 01/14/08 These documents have been reviewed by the City Finance Director, City Administrator, EDA Executive Director, and the City Attorney. The Financing Documents are available at City Hall for Council review and a set will be available at the Council meeting. The blanks within documents will be filled upon sale of the bonds. Mr. Hagen, Ehlers & Associates, does not plan to attend the Council meeting but will attend the EDA meeting of January 16, 2008. Finance Director Kelly will inform the council members of the proposed savings as a result of the refunding of the EDA Bonds. Budget Impact - Issuance fees associated with the refunding of the Bond are identified within the Bond. Potential savings to the EDA. Staff Impact - Time associated with the review of bond documents and agenda preparation. B. Alternative Actions: 1. A motion to adopt a Resolution giving final Approval to Issuance of Public Project Revenue Refunding Bonds, Series 2008A (City of Monticello, Minnesota, Lease Obligation) related to certain Public Facilities and Agreements related thereto. 2. A motion to deny adoption of a Resolution giving final Approval to Issuance of Public Project Revenue Refunding Bonds, Series 2008A (City of Monticello, Minnesota, Lease Obligation) related to certain Public Facilities and Agreements related thereto. 3. A motion to table any action. C. Staff Recommendation: Staff recommends Alternative No. 1 as the resolution and documents as prepared appear consistent to achieve the objective of the City Council and EDA: To save dollars through the refinancing and savings associated with a lower interest rate on the bonds. D. SuDDortin2 Data: Copy of resolution for adoption. 2 CITY OF MONTICELLO, MINNESOTA RESOLUTION NO. RESOLUTION GIVING FINAL APPROVAL TO ISSUANCE OF PUBLIC PROJECT REVENUE REFUNDING BONDS, SERIES 2008A (CITY OF MONTICELLO, MINNESOTA LEASE OBLIGATION) RELATED TO CERTAIN PUBLIC FACILITIES AND AGREEMENTS RELATED THERETO BE IT RESOLVED By the City Council of the City of Monticello, Minnesota as follows: Section 1. Recitals. 1.01. The City of Monticello, Minnesota (the "City") is authorized by Minnesota Statutes, Section 465.71, as amended, to acquire real and personal property under lease -purchase agreements. 1.02. Pursuant to a Ground Lease, dated as of December 1, 1998 and amended as of March 1, 2000 (the "Original Ground Lease"), between the City and the Housing and Redevelopment Authority in and for the City of Monticello, Minnesota (the "HRA"), the HRA acquired a leasehold interest from the City in certain property located within the City (the "Site"). 1.03. Pursuant to a Lease -Purchase Agreement, dated as of December 1, 1998, between the HRA and the City, the HRA leased the Site to the City in connection with the acquisition, construction and equipping of a community center, armory and city hall (the "Facilities") financed by the issuance of the HRA's $7,385,000 Temporary Public Project Revenue Bonds, Series 1998 (the "Series 1998 Bonds"). 1.04. The HRA refunded the Series 1998 Bonds by the issuance of its $7,555,000 Public Project Revenue Bonds, Series 2000A (the "Series 2000A Bonds"), which issuance required an Amendment No. 1 to the Lease -Purchase Agreement, dated as of March 1, 2000 (such agreement, as amended, is referred to as the "Original Lease"). 1.05. By Resolution No. 2007-85, adopted on October 22, 2007, the City Council transferred the control, authority and operation of all projects of the HRA, including the Series 2000A Bonds and all agreements related thereto, to the City of Monticello Economic Development Authority (the "Authority"), pursuant to Minnesota Statutes, Section 469.094, Subdivision 2. 1.06. The Authority is authorized by Minnesota Statutes, Chapter 469, as amended, to issue and sell revenue bonds to finance the construction of the Facilities and related costs, and to issue bonds to refund such bonds. 326499v2 AJP N N190-128 1.07. In order to refund the Series 2000A Bonds in advance of maturity, the Authority proposes to issue a series of revenue bonds in the aggregate principal amount of $ , designated as "Public Project Revenue Refunding Bonds, Series 2008A (City of Monticello, Minnesota Lease Obligation)" (the "Bonds'), to be issued pursuant to a Trust Indenture, dated as of February 1, 2008 (the "Indenture'), by and between the Authority and U.S. Bank National Association, as trustee (the "Trustee'). 1.08. Proceeds of the Bonds will be used to pay costs of issuance of the Bonds and to fund the escrow account established to effectuate refunding of the Series 2000A Bonds, all pursuant to the Escrow Agreement (Series 2008A), between the Authority and the Trustee, as escrow agent, dated as of February 1, 2008 (the "Escrow Agreement"). 1.09. Concurrent with the issuance of the Bonds, the Authority has deemed it necessary to enter into an Amended and Restated Ground Lease, dated as of February 1, 2008, between the City and the Authority (the "Ground Lease"), and an Amended and Restated Lease -Purchase Agreement, dated as of February 1, 2008, between the Authority and the City (the "Lease"), which supersede in all respects the Original Ground Lease and the Original Lease, respectively. 1.10. Pursuant to an Assignment and Security Agreement, dated as of February 1, 2008 (the "Assignment"), the Authority will assign to the Trustee all of the Authority's right, title and interest in and to the Ground Lease, the Lease and the Lease Payments to be made thereunder (except for certain rights to indemnification and payment of expenses and advances), as security for the Bonds. 1.11. Forms of the Ground Lease, the Lease, the Assignment, the Indenture, the Escrow Agreement, and the Official Statement for the Bonds have been prepared and submitted to the City and are on file with the City. Section 2. Financing Documents. 2.01. In connection with issuance of the Bonds, the following documents have been prepared: a. the Ground Lease; b. the Lease; C. the Assignment; d. the Indenture; e. the Escrow Agreement; and f. the Continuing Disclosure Certificate of the City (collectively, the "Financing Documents"). 2.02. The City Council has reviewed the Financing Documents and has determined that approval of the Financing Documents will be in the best interests of the City and its residents and will further the public health, safety, and welfare. 326499v2 AJP MN 190-128 Section 3. ADurovals. 3.01. The Financing Documents are hereby approved, and the authorized officials are directed to execute all Financing Documents to which the City is a party or signatory, subject to modifications that do not alter the substance of the transactions and are approved by such officials. Such officials are hereby authorized in their discretion to execute and deliver, on behalf of the City, such other affidavits, certificates, and other documents in connection with the issuance, sale, and delivery of proceeds of the Bonds. Execution of the Financing Documents and any other affidavits, certificates, and other documents is conclusive evidence of their approval. 3.02. The Official Statement for the Bonds, as completed and supplemented, and its distribution to potential purchasers of the Bonds, are hereby approved. The City, as an "obligated person" with respect to the Bonds, will comply with the requirements of Rule 15c2 - 12(b)(5) of the Securities and Exchange Commission, as set forth in the Continuing Disclosure Certificate for the Bonds. 3.03. The City hereby approves all actions taken or to be taken by the Authority with regard to the issuance of the Bonds, including but not limited to the Authority's actions in awarding the sale of the Bonds. 3.04. City staff and consultants are authorized to take all actions necessary to implement the agreements hereby approved. [The remainder of this page is intentionally left blank.] 326499v2 AJP MN190-128 Approved by the City Council of the City of Monticello, Minnesota this 14th day of January, 2008. CITY OF MONTICELLO, MINNESOTA Mayor ATTEST: City Administrator 326499v2 AJP MN190-128 Council Agenda: 1/14/08 Ill. Consideration of annual appointments for 2008. (JO) A. REFERENCE AND BACKGROUND: Minnesota Statutes require that at the first meeting of each year, certain appointments be made. Attached you will find a list of the required appointments that may be approved in either one single motion or separately. a. City Depositories: The City utilizes one bank to provide banking service for the City which is Wells Fargo. In addition, under Minnesota Statutes 239,, the Chief Financial Officer has also been designated the authority to name other official depositories for the purpose of investments. The motion includes the authorization for the Chief financial Officer to designate other depositories when necessary for investment purposes only. b. Official Newspaper: In the past the Monticello Times has been designated as the official paper. C. Health Officer: In the past the City has appointed the River Place Physician Clinic in this capacity. d. Acting Mayor: In 2007 Brian Stumpf was appointed as Acting Mayor to serve in the absence of the Mayor. e. Representatives to Other Multi -Jurisdictional Bodies: This appointment is for selecting the City representatives to serve on the Community Education Advisory Board and the Orderly Annexation Board. As part of the orderly annexation agreement, the Orderly Annexation Board was created to handle zoning and land use issues in the area covered by the annexation agreement. Members to the OOA Board were appointed for one year with Clint Herbst and Brian Stumpf serving as the City's representatives. It is proposed that Susan Wojchouski be reappointed to the Community Education Advisory Board and Clint Herbst and Brian Stumpf reappointed to the OOA Board. f. Parks Commission: The terms of Ben Hitter and Rick Traver expire at the end of 2007. Rick Traver has indicated he is willing to serve another term. However Ben Hitter is moving to Big Lake and will not continue to serve. The City has posted this opening on the website. g. Planning Commission: The term of Lloyd Hilgart and Charlotte Gabler both expire December 31St. They have indicated their willingness to serve another term. h. Library Board. Chris Anderley whose term expires at the end of the year has resigned. The Library Board is submitting Sandra Lommel be named as his replacement.. i. Recycling Committee: Brian Stumpf served as Council representative on this committee in 2007. j . Economic Development. the Economic Development Authority was recently reorganized and appointments to the board made by the Council in December. The members and their terms are listed. Council Agenda: 1/14/08 k. Police Advisory Commission: The term of Brad Fyle is up at the end of the year. Mr. Fyle has indicated he is interested in serving another term. DAT (Design Advisory Team): The terms of Charlotte Gabler, Roberta Gerads and Cindy Anderson expire at the end of the year. They have all indicated they are willing to serve another term. in. MCCAdvisory Board: The term of Bob Grabinski expires in December and he is willing to serve another term. The following appointments are not required to be made annually by statutes but each of them performs services on an as -needed basis for the City. The consulting services and/or individuals are listed below and can be individually discussed by the Council if desired. City Attorney: The firm of Campbell Knutson has served as the City's general legal counsel with Joel Jamnik being the primary attorney for Monticello. The City has also used the services of Flaherty and Hood for more specialized areas such as annexation. In addition, the City has utilized Frank Madden and Associates for a number of personnel related issues and Kim Kozar on issues relating to the wastewater treatment plant. It should be noted that Campbell Knutson is increasing their fees as shown on the attached letter and this fee rate is reflected in their contract. 2. City Auditor: In 2007 the Finance Department sent out RFP's for audit services and the Council approved a contract with MMKR for years 2007 through 2009. 3. Consulting Engineer: Currently WSB & Associates serves as the City's consulting engineer. The City has used other consulting firms for specific projects such as Bolton Menk for the biosolids drying system or Bonestroo Rosene Anderlik & Associates for the water tower. 4. City Planner: Northwest Associated Consultants has served as the City Planner for a number of years. It is recommended thatthis relationship continue on an as -needed basis. 5. Financial Consultants: The City designated Ehlers and Associates as its primary financial advisor and it is suggested that the City continue with Ehlers and Associates. It should be noted that with the Fiber Optics project the City does utilize the services of other financial consultants. Ehlers & Associates is also proposing a fee increase as per the attached letter. In addition to the annual appointments, individual Councilmembers have been appointed as liaison members with various committees and commissions of the City. A list of these committee assignments is attached for Council review. The Mayor and Council may want to discuss whether any commission assignments need to be changed. The attached sheet as supporting data lists all of the members of the various commissions and appropriate appointments, both required and discretionary, that the Council can consider for 2008. The names in bold print are the ones whose terms expired in December. Council Agenda: 1/14/08 H. ALTERNATIVE ACTION: 1. Motion by the Council appointing organization and individuals to various roles and advisory boards as noted with modifications, if any. C. SUPPORTING IDATA: List of current appointments and current office holders. Letter from Campbell Knutson Letter from Ehlers & Associates Planning Commission (3 -year staggered terms) Lloyd Hilgart 2008 ANNUAL APPOINTMENTS Charlotte Gabler Official Depositories: Wells Fargo 12/2008 Barry Voight Chief Financial Officer - authorized to designate other William Spartz depositories for investment purposes only. Library Board Newspaper: Monticello Times 12/2007 Resigned Health Officer: 12/2008 (1 year) River Place Physician Clinic Acting Mayor (1 year) Brian Stumpf Joint Commissions: Community Education Susie Wojchouski Joint Planning Board (Annexation area) Clint Herbst & Brian Stumpf Attorney: Campbell Knutson Planner: Northwest Associated Consultants (Steve Grittman) Auditor: MMKR Consulting Engineer: WSB & Associates COMMISSION NAME TERM EXPIRES Economic Development Authority Dan Frie 12/2008 1 yr term Bill Tapper 12/2009 2 yr term Bob Viering 12/2010 3 yr term Bill Fair 12/2011 4 yr term Bill Demeules 12/2012 5 yr term Clint Herbst 12/2008 1 yr term Wayne Mayer 12/2008 1 yr term Parks Commission Ben Hitter 12/2007 Resigned (3 -year staggered terms) Rick Traver 12/2007 Nancy McCaffrey 12/2008 Larry Nolan 12/2008 Gene Emanuel 12/2009 Planning Commission (3 -year staggered terms) Lloyd Hilgart 12/2007 Charlotte Gabler 12/2007 Rod Dragsten 12/2008 Barry Voight 12/2008 William Spartz 12/2009 Library Board (3 -year staggered terms) Chris Anderly 12/2007 Resigned Tom Parker 12/2008 MCC Advisory Board Bob Grabinski Ralph Olsen 12/2008 12/2008 Janet Bridgland 12/2009 Ron Broekemeier Claudia Tollefson 12/2009 Police Advisory Commission Brad Fyle 12/2007 Police Commission Wayne Mayer 12/2008 Library Board Jim Roberts 12/2008 MCC Advisory Board David Gerads 12/2009 Recycling Committee Dick Slais 12/2009 DAT (Design Advisory Team) Charlotte Gabler 12/2007 (2 -year staggered term) Cindy Anderson 12/2007 IDC Roberta Gerads 12/2007 Outdoor Storage Pam Campbell 12/2006 Fiber Optics Sheila Stumpf 12/2006 Patty Pratt 12/2006 MCC Advisory Board Bob Grabinski 12/2007 (3 -year staggered terms) Clint Herbst, Council 12/2008 Richard Quick 12/2008 Ron Broekemeier 12/2009 Sandra Theros 12/2009 Robin Morrin 12/2009 Council Liaison (ex -officio) appointments to City committees: Proposed 2007 Liaison 2008 Liaison Planning Commission Brian Stumpf Tom Perrault Parks Commission Tom Perrault Brian Stumpf Police Commission Susie Wojchouski Susie Wojchouski Library Board Susie Wojchouski Susie Wojchouski MCC Advisory Board Clint Herbst Clint Herbst Recycling Committee Brian Stumpf Brian Stumpf Personnel Committee Herbst & Mayer Herbst & Mayer Wellhead Protection Tom Perrault Tom Perrault IDC Herbst & Mayer Herbst & Mayer Outdoor Storage Clint Herbst Clint Herbst Fiber Optics Wayne Mayer Wayne Mayer EHLERS & ASSOCIATES INC December 10, 2007 City of Monticello 505 Walnut Street, Suite 1 Monticello, MN 55362-8822 Ehlers & Associates appreciates the opportunity to serve as your financial advisor. To keep up with costs of inflation, we need to periodically raise our rates. Beginning in January 2008, our hourly rates will increase by $5.00. It is our intent to continue modest increases in our rates. If you would like any further information on our billing rates or other costs, please do not hesitate to call your financial advisor or Mark Ruff, team leader, at 651-697-8505. D FC 1 2 2001 GITY OF MONTICELLO L E A D E R S I N P U B L I C F I N A N C E Equal Opportunity Employer Charter Member of the National Association of Independent Public Finance Advisors 3060 Centre Pointe Drive, Roseville, MN 55113-1105 651.697.8500 fax 651.697.8555 www.ehlers-inc.com Thomas J. Campbell Roger N. Knutson `Phomas M. Scott Elliott B. Knetsch Joel J. Jamnik Andrea McDowell Pochlcr Soren M. Mattick John F. Kelly. Henry A. Schaeffer, 111 Alina Schwarti Samuel J. ldmun Cynthia R. Kircho Marguerite M. " '' 1380 Corporate Center Cure Suite 317 • Lagan, **IN 55121 651-452-5CCC Fax 651-452-5550 CAMPBELL KNUTSON Professional Association Direct Dial: (651) 234-6219 E-mail Address: jjamnik@ck-law.com December 10, 2007 Mr. Jeff O'Neill City of Monticello 505 Walnut Street, Suite 1 Monticello, MN 55362 RE: 2008 Billing Rates Dear Jeff: Our firm has been providing legal services to the City since September 2002. Our attorney billing rate has only been increased once by $10.00 per hour during that time, even though our costs of doing business have gone up each year. We request an increase in the attorneys hourly rate to $135.00 per hour effective January 1, 2008. Enclosed please find proposed Legal Services Agreement. We appreciate very much the City's business and look forward to a long-term professional relationship. Our goal is to provide quality legal services in the most cost-effective manner. Thank you for your consideration. JJJ:srn Best regards, Campbell Knutson Professional Association By - 1380 y Council Agenda: 01/14/08 12. Consideration of Financial Policies. (TK) A. REFERENCE AND BACKGROUND:, Financial policies are guidelines for operational and strategic decision making related to financial matters. Financial policies identify acceptable and unacceptable courses of action, establish parameters in which the City can operate, and provide a standard against which the City's fiscal performance can be judged. Policies offer guidance to staff and council unfamiliar with a government's finances. Financial policies also serve as an ongoing context for management decisions, thereby providing consistency and quality control. Some policies need to be flexible while others are more restrictive and emphasize accountability. The City may establish both formal and informal financial policies. Formal financial policies are those that are written into an authoritative document and are typically approved by the City Council. Informal policies, conversely, are de facto policies that have evolved overtime as the result of past practice. The State Auditor, Government Finance Officer's Association and the National Advisory Council on State and Local Government Budgeting all recommend that a government create and adopt formal financial policies. Formal policies have a number of advantages: • Formal policies usually outlive their creators, and, thus, promote stability and continuity. • Formal policies can increase efficiency by standardizing operations. • Bond -rating agencies look favorably upon formal policies. • Formal policies educate decision makers who may not have a background in government financial management. • Formal policies promote long-term and strategic thinking by framing policy options and establishing goals. • Formal policies can incorporate periodic reviews. As part of the City's long-range financial plan, finance is reviewing existing policies and developing policies we feel are necessary to direct and implement the plan in the future. In addition some of the financial practices have been questioned by other departments. For these reasons, we plan to periodically bring various policies before the City Council for approval. Attached is a revised Investment Policy to guide finance staff when administering City investments and a revised Purchasing Policy providing guidelines for all city purchases. These two policies were developed using State Auditor recommendations, requirements and/or laws, and by reviewing other communities policies. Investment Policy The Investment Policies is a revision of the City's current policy and follows State laws and requirement as to allowable investments. Changes/additions include: • Under #5 Authorized Investments; #8. Not allowing the purchase of highly sensitive securities. The reason for this is these types of investments have rates that generally move with the market and are callable. So if the market interest rate drops so could Council Agenda: 01/14/08 these rates and if they increase above the market they are called. However, the City may be able to pick up higher short-term rates on these. #7 Concentration of Credit Risk was added as recommended by the State Auditor and generally accepted accounting principals. #9 Investment Earnings was changed to distribute interest earning quarterly verses yearly to each fund and record a 3.5% administrative fee in the General Fund for staff's time, which is paid from the General Fund, to administer the City's investments. #10 Reporting and Review was added to provide City Council with quarterly reports on the City's investments. Purchasing Policy The revised purchasing policy includes record retention language and some addition of providing finance copies of quotes or bids, which were not in the original policy. It also increases the third purchase level from $1,000 - $5,000 to $1,000 - $10,000. The revised policy also clarifies the process for purchasing used equipment. Al. Budget Impact: The Purchasing policy would have no budget impact. The Investment Policy would provide the General Fund with an administrative fee for managing City investments. This is estimated at $15,750 to $16,000 based on current investments. A2. Staff Workload Impact: Neither of these policies would have a workload impact. B. ALTERNATIVE ACTIONS, Approve the Investment and Purchasing Policies as presented. 2. Approve the Investment and Purchasing Policies with City Council adjustments. 3. Approve the policy, which Council feels is ready and table other policy. 4. Table both policies. C. STAFF RECOMMENDATION: The City Administrator and Finance Director support, Alternative 1, to approve attached policies. D. SUPPORTING DATA: Current and Draft Investment Policy Current and Draft Purchasing Policy CITY OF MONTICELLO, MN INVESTMENT POLICY (DATED 01-01-06) Section 1 PURPOSE The purpose of this policy is to set forth the investment objectives and parameters for the management of the public funds of the City of Monticello, MN. This investment policy is designed to: safeguard funds on behalf of the City, assure the availability of operating and capital funds when needed, ensure compliance with applicable Minnesota statutes, and provide a competitive investment return in light of statutory restrictions. Section 2 SCOPE In accordance with accounting standards, financial reporting guidelines, and Minnesota statutes, this investment policy applies to all cash and investments held or controlled by the Finance Director on behalf of the city. This policy does not apply to funds related to the issuance of debt where there are other indentures in effect for such funds. In addition, any future revenues and proceeds, which have statutory investment requirements conflicting with this Investment Policy, are not subject to the provisions of this policy. Section 3 INVESTMENT OBJECTIVES, The primary objectives of the City, in priority order, of investment activities shall be safety, liquidity and yield. A. Safety of Principal The foremost objective of this investment policy is to ensure the safety of the principal of public funds. Investment transactions shall be undertaken in a manner to ensure the preservation of capital in the overall portfolio. This objective also includes minimizing credit and interest rate risk. 1. Custodial Credit Risk The City will minimize Custodial Credit Risk, which is the risk of loss due to the failure of the security issuer or backer, by; limiting investments to the types of securities listed in Sections 7 and 9 of this Investment Policy; and obtaining necessary documentation (e.g. broker certification forms and documentation of perfected security interests in pledged collateral) from the financial institutions, broker/dealers, intermediaries and advisors, as applicable, with which the City will do business in accordance with Section 7 of this Investment Policy. 2. Concentration Credit Risk The City will minimize Concentration of Credit Risk, which is the risk of loss attributed to the magnitude of the City's investment in a single issuer, by diversifying the investment portfolio so that the impact of potential losses from any one type of security or issuer will be minimized. This will be based on the applicable opinion units. 3. Interest Rate Risk The City will minimize Interest Rate Risk, which is the risk that the market value of securities in the portfolio will fall due to changes in market interest rates, by: 1) structuring the investment portfolio so that securities mature to meet cash requirements for ongoing operations, thereby avoiding the need to sell securities in the open market; and 2) investing operating funds primarily in shorter -term securities, liquid asset funds, money market mutual funds, or similar investment pools and limiting the average maturity in accordance with the City's cash requirements. 4. Foreign Currency Risk The City is not authorized to invest in investments which have this type of risk. B. Maintenance of Liquidity City funds shall be managed such that they are available to meet reasonably anticipated cash flow requirements. C. Yield/Return on Investment The City's investment portfolio shall be designed with the objective of attaining a market rate of return throughout budgetary and economic cycles, taking into account the applicable investment risk constraints and liquidity needs. It is understood that return on investment is of secondary importance when compared to the safety and liquidity objectives described above. Section 4 MANAGEMENT OF INVESTMENTS The City's Finance Director is responsible for overseeing the day-to-day management of City investments. The Finance Director shall be responsible for the transferring of appropriate funds to affect investment transactions, for the investment of operating funds, and bond proceeds, consistent with this policy and actions of the City Council. Section 5 STANDARDS OF PRUDENCE The standard of prudence to be used by the Finance Director shall be the "Prudent Person" standard and shall be applied in the context of managing the overall investment program. The Prudent Person standard states: "Investments shall be made with judgment and care, under circumstances then prevailing, which persons of prudence, discretion and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the probable safety of their capital as well as the probable income to be derived from the investment." Section 6 ETHICS AND CONFLICTS OF INTEREST The Finance Director shall refrain from personal business activity that could conflict with proper execution of the investment program, or which could impair one's ability to make impartial investment decisions. Also, the Finance Director shall disclose to the City Council any material financial interests in financial institutions that conduct business with the Council or the City, and they shall further disclose any material personal financial/investment positions that could be related to the performance of the City's investment program. Section 7 AUTHORIZED INVESTMENT INSTITUTIONS AND DEALERS Each depository used by the City must be one of the following: A. A savings association; B. A commercial bank; C. A trust company; D. A credit union; E. Brokerage Firm City funds will be invested in instruments, which meet at least one of the following criteria: A. In governmental bonds, notes, bills, mortgages, and other securities, which were direct obligations or are guaranteed or insured issues of the United States, its agencies, its instrumentalities, or organizations created by an act of Congress. B. In a general obligation of a state or local government with taxing powers which was rated "A" or better by a national bond rating service. C. In a revenue obligation of a state or local government with taxing powers which was rated "AA" or better by a national bond rating service. D. In a general obligation of the Minnesota Housing Finance Agency which was a moral obligation of the State of Minnesota and is rated "A" or better by a national bond rating service. E. In commercial paper issued by a United States corporation or its Canadian subsidiary and that: - was rated in the highest quality category by at least two nationally recognized rating agencies, and matures in 270 days or less. F. In time deposits fully insured by the Federal Deposit Insurance Corporation. G. In bankers' acceptances issued by United States banks. H. In its own temporary obligations issued under Minn. Stat. §§ 429.091, subd. 7 (special assessments), 469.178, subd. 5 (tax increment bonds), or 475.61, subd. 6. I. Other investment instruments as allowed by Minnesota statutes (e.g. repurchase agreements, reverse repurchase agrees, mutual funds, and units of a short-term investment fund). All brokers, dealers and other financial institutions approved by the City shall be provided with current copies of this investment policy and shall provide in return to the City Council, certification of having read, understood and agreement to comply with this investment policy. Section 8 AUTHORIZED INVESTMENTS AND PORTFOLIO COMPOSITION Investments and Depositories are restricted to those complying with the applicable sections of Minnesota Statutes 118A. Listed below are some specific examples: A. United States Government Securities B. United States Government Agencies C. Federal Instrumentalities (United States Government -Sponsored Enterprises) D. Certificates of Deposit E. Repurchase Agreements F. Commercial Paper G. Bankers' Acceptances H. Registered Investment Companies (Money Market Mutual Funds) I. MAGIC Fund J. Certain Mutual Funds Section 9 POLICY CONSIDERATIONS Any investment held at the time of the implementation of this policy that meets the requirements of Minnesota Statutes but does not meet the guidelines of this policy, shall be exempted from the requirements of this policy. At maturity or liquidation, such monies shall be reinvested only as provided by this policy. This policy shall be reviewed from time to time. The City Council must adopt any changes to this policy. This Investment Policy is effective 5/08/2006. INVESTMENT POLICY APPROVAL: POLICY APPROVED BY: DATE: CERTIFICATION OF AUTHORIZED INSTITUTION acknowledges it has read, understands and agrees to comply with the Investment Policy of the City of Monticello, MN. am Title: Date: City of Monticello, MN INVESTMENT POLICY 1. Purpose The purpose of this policy is to set forth the investment objectives and parameters for the management of public funds of the City of Monticello, MN. This investment policy is designed to: safeguard funds on behalf of the City; meeting the daily operating cash flow demands and assure the availability of capital funds when needed; conforming to all applicable federal, state and/or local statutes governing the investment of public funds; and to invest public funds, in a manner which maximizes return. 2. Standards of Care A. Prudence — The standard of prudence to be used shall be the "prudent person" standard and shall be applied in the context of managing an overall portfolio. Individuals acting in accordance with written procedures and this investment policy and exercising due diligence shall be relieved of personal responsibility for an individual security's credit risk or market price changes, provided deviations from expectations are reported in a ti=mely fashion and the liquidity and the sale of securities are carried out in accordance with the terms of this policy. The "prudent person" standard states that, "Investments shall be made with judgment and care, under circumstances then prevailing, which persons of prudence, discretion and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the probable safety of their capital as well as the probable income to be derived." B. Ethics and Conflicts of Interest — Employees involved in the investment process shall refrain from personal business activity that could conflict with the proper execution and management of the investment program, or that could impair their ability to make impartial decisions. Employees shall disclose any material interests in financial institutions with which they conduct business. They shall further disclose any personal financial/investment positions that could be related to the performance of the investment portfolio. Employees shall refrain from undertaking personal investment transactions with the same individual with whom business is conducted on behalf of the City. C. Delegation of Authority — Authority to manage the investment portfolio is granted to the City's Finance Director and/or Senior Accountant, who shall act in accordance with established procedures and internal controls for the operation of the investment portfolio consistent with this investment policy. No person may engage in an investment transaction except as provided under the terms of this policy. The Finance Director shall be responsible for all transactions undertaken and shall establish a system of control. 3. Investment Objectives The City will invest idle funds based on the following objectives: A. Safety — The primary objective is the preservation of capital and the safeguarding of public funds by mitigating credit and interest rate risk. a. Credit Risk — The City of Monticello will minimize credit risk, which is the risk of loss due to the failure of the security issuer or backer. b. Interest Rate Risk — The City of Monticello will minimize interest rate risk, which is the risk that the market value of securities in the portfolio will fall due to changes in the market interest rates. B. Term — Investments will be scheduled to cover all expenditures. Investments for cash flow will not be longer than one year. All excess funds may be invested for longer than one year. C. Liquidity — The portfolio shall remain liquid to meet all operating requirements that may be reasonably anticipated. This is accomplished by structuring the portfolio so that securities mature concurrent with cash needs to meet anticipated demands. Furthermore, since all possible cash demands cannot be anticipated, the portfolio should consist largely of securities with active secondary or resale markets. Alternatively, a portion of the portfolio may be placed in money market mutual funds or government investment pools which offer same-day liquidity for short-term funds. D. Yield — The investment portfolio shall be designed with the objective of attaining a market rate of return throughout budgetary and economic cycles, taking into account the investment risk constraints and liquidity needs. Return on investment is of secondary importance compared to the safety and liquidity objectives. The core of investments are limited to relatively low risk securities in anticipation of earning a fair return relative to the risk being assumed. Securities shall generally be held until maturity. 4. Pooling of Funds The City of Monticello- will consolidate (pool) cash and reserve balances from all funds, except for those legally restricted by statutes, to maximize investment earnings and to increase efficiencies with regard to investment pricing, safekeeping and administration. 5. Authorized Investments The City of Monticello will invest only in securities authorized by Minnesota Statute 475.66. 1. Governmental bonds, notes, bills, mortgages and other securities, which are direct obligations or are guaranteed or insured issues of the United States, its agencies, its instrumentalities, or organizations created by an act of Congress, excluding mortgage-backed securities defined as "high risk" (as defined below) or in 2 certificates of deposit secured by letters of credit issued by Federal Home Loan Banks. High risk mortgage-backed securities are as follows: A) interest — only or principal — only mortgage-backed securities, B) any mortgage derivative security that: a) has an expected average life grater than ten years, b) has an expected average life that: i) will extend by more than four years as the result of an immediate and sustained parallel shift in the yield curve of plus 300 basis points: or ii) will shorten by more than six years as the result of an immediate and sustained parallel shift in the yield curve of minus 300 basis points: or C) will have an estimated change in price of more than 17 percent as the result of an immediate and sustained parallel shift in the yield curve of plus or minus 300 basis points. 2. Obligations of the United States or its agencies under a repurchase agreement if the margin agreement under the repurchase agreement is 101 percent and with any of the following institutions: A) a bank qualified as depository of public funds, B) any national or state bank in the United States which is a member of the Federal Reserve System and whose combined capital and surplus equals or exceeds $10,000,000, C) a primary reporting dealer in the United States government securities to the Federal Reserve Bank of New York, D) a securities broker/dealer having its principal executive office in Minnesota, licensed pursuant to Chapter 80AA, or an affiliate of it, regulated by the Securities and Exchange Commission and maintaining a combined capital and surplus of $40,000,000 or more, exclusive of subordinated debt. 3. State and local government obligation as follows: A) an obligation of the State of Minnesota or any of its municipalities, B) obligation of other state and local governments: a) that have taxing power, and b) are rated "A" or better by a national bond rating service. C) general obligations of the Minnesota Housing Finance Agency that are rated "A" or better by a national bond rating service. D) general obligations of housing finance agencies of other states, provided: a) they include a moral obligation of the state, and b) they are rated "A" or better by a national bond rating service, E) general revenue obligation of any agency or authority of the State of Minnesota other than those found in C or D above (Housing Finance Agency) that are rated "AA" or better by a national bond rating service. 4. Certificates of deposit at state and federally chartered banks and savings and loan associations. All investments made under this subsection shall be limited to the amount of Federal Deposit Insurance Corporation or the manner set forth in 3 Minnesota statute 118.005. The certificate of deposit should be in the form of a discounted security maturing in the amount not to exceed the insurance coverage or in the amount so that at any time the face amount together with any accrued interest does not exceed the insurance coverage. 5. Banker's Acceptances of United States Corporation or their Canadian subsidiaries that are rated "A1" by Moody's Investors Service and/or P1 by Standard and Poor's Corporation and matures in 270 days or less. Banker's Acceptances can only be purchased if the yield is greater than the United. States Treasury obligations or Federal Agency issues. 6. Commercial Paper issued by United States corporations or their Canadian subsidiaries that are rated "A1" by Moody's Investors Service and/or "Pl" by Standard and Poor's Corporation and matures in 270 days or less. 7. Money Market Funds consisting of United States Treasury Obligations and/or Federal Agency Issues. 8. The City of Monticello will not purchase securities that are considered highly sensitive. A highly sensitive investment is a debt instrument with contract terms that make the investment's fair value highly sensitive to interest rate changes. Examples include range notes and index amortizing notes, step-up notes and bonds, variable- rate investments with coupon multipliers, and coupons that vary inversely with a benchmark index. 9. The City of Monticello will not purchase securities that could expose the City to foreign currency risk. 6. Safekeeping and Custody The City of Monticello will minimize deposit Custodial Credit Risk, which is the risk of loss of failure of the depository bank, by obtaining collateral or bond for all uninsured amounts on deposit, and by obtaining necessary documentation to show compliance with state law and a perfeeted security interest under federal law. Investments may be held in safekeeping with: 1. Any Federal Reserve Bank, 2. Any bank authorized under the laws of the United States or any state to exercise corporate trust powers, including but not limited to the bank from which the investment is purchased, 3. A primary reporting dealer in the United States government securities to the Federal Reserve Bank of New York, or 4. A securities broker-dealer having its principal executive office in Minnesota, Licensed pursuant to Chapter 80A, or an affiliate of it, regulated by the securities and exchange commission and maintaining a combined capital and surplus of $40,000,000 or more, exclusive of subordinated debt. The City's ownership of all securities in which the fund is invested should be evidenced by written acknowledgments identifying the securities by: A. The names of issuers, B. The maturity dates, C. The interest rates, D. Any CUSIP, serial numbers or other distinguishing marks. The City shall not invest in securities that are both uninsured and not registered in the name of the City and are held by either: A. The counterparty or B. The counterparty's trust department or agent, but not in the name of the City of Monticello. The City of Monticello will eliminate investment Custodial Credit Risk by permitting brokers that obtain investments for the City to hold them only to the extent there is SIPC and excess SIPC coverage available. Securities purchased that exceed available SIPC coverage shall be transferred to the City of Monticello's custodian. The Finance Director shall establish a system of internal controls, which shall be reviewed with the independent auditor of the City of Monticello. The controls shall be designed to prevent the loss of public funds arising from fraud, employee error, and misrepresentation by third parties, unanticipated changes in financial markets, or imprudent actions by employees and officers of the City. 7. Concentration of Credit Rusk No more than 5% of the overall portfolio may be invested in the securities of a single issuer, except for the securities of the U.S. Government and its agencies or an external investment pool. 8. Investment Depositories and Authorized Dealers Annually, the City Council will designate depositories, security dealers and financial institutions authorized to provide banking and investment services to the City. Prior to completing an initial transaction each year with a broker/dealer, the City shall provide to the broker/dealer a copy of the City's Investment Policy and a copy of the Notification to Broker and Certification by Broker as required by Minnesota Statute 118A.04. The broker/dealer must sign and return the Notification to Broker and Certification by Broker and agree to handle the City's account in accordance with the City's Investment Policy and provide a copy of their broker's insurance coverage for their firm. 9. Investment Earnings Interest earnings will be credited to the source of the invested funds at the end of each quarter based on the average cash balances during the quarter. The City's General Fund will receive 3.5% of investment earnings as an administrative fee for staff s time to administer the City's investments. This fee shall be subtracted from interest earning before allocating interest each quarter. Market value adjustments and interest accruals will be allocated at the end of the fiscal 5 year based on the average cash balances during the fiscal year. Only the interest accrual will be charged the administrative fee before allocating to the investing Funds. 10. Reporting and Review A listing of the City's investment portfolio shall be included in the financial report to the City Council at the end of each fiscal quarter. The list should include date of purchase and maturity, type of investment, firm invested at, yield, and interest rate. 11. Exemption Any investment currently held that does not meet the guidelines of this policy shall be exempted from the requirement of this policy. Upon maturity, if funds are re -invested the new securities must conform to this policy. 12. Review and Approval The investment policy shall be formally approved and adopted by the City Council and any future changes to the policy must be approved by the City Council. The City Council shall review the investment policy annually. This Investment Policy is effective and supersedes all previous City .Investment Policies., Adopted by the City Council of Monticello this day of , 2 Attest: Mayor City Administrator CERTIFICATION OF AUTHORIZED INSTITUTION . Acknowledges it has read, understands and agrees to comply with the Investment Policy of the City of Monticello, MN. Do Title: Date: PURCHASING POLICY CITY OF MONTICELLO Purpose: The purchasing policy is designed to provide guidance to city staff involved in the purchasing process by specifying procedures to be followed. Goals: The goals of the purchasing policy are: 1. Obtain supplies, equipment and services for the City of Monticello as economically as possible. 2. To purchase items that best suited to the specific needs of the City. 3. To promote fair competition among bidders. 4. To comply with all statutes and regulations of the City, State and Federal government as related to the purchasing of supplies, equipment and services by a municipal entity. Standards for Purchasing: The following guidelines set forth the standards for City employees to follow in purchasing supplies, equipment and services. 1 • $04100 City employees will be allowed to make purchases of less tharl $100 without additional staff approval.. These items can be purchased on the open market without obtaining price quotes. Employees should make a reasonable effort to obtain supplies as inexpensively as possible. Department heads are responsible for policing the purchasing activities of their employees. 2. $10041000 When possible, price quotes should be obtained from various vendors, (local or otherwise) for purchases of services or equipment that may be purchased frequently by a department throughout the year. Purchases of specialized items, including supplies and/or equipment not typically stocked by vendors, or for services that are not obtained frequer.itly, price quotes are not required. 3. $100045000 Purchases over $1,000 but less than $5,000 must meet state municipal purchasing requirements typically requiring at least two (2) quotes but does not require City Council approval provided the item was in the budget and approved by the City Administrator. On all purchases that require obtaining bids or quotes, the "'State Bids" obtained through the state's cooperative purchasing program is considered to have met this requirement. 4. $5000-$50000 Purchases over $10,000 must meet state municipal purchasing requirements typically requiring at least two (2) quotes and City Council approval. The quotes shall be kept on file for one year, The Department head shall make a recommendation to the Council for their action. The City Council does not need to authorize the seeking of quotes but would have to approve the purchase. On all purchases that require obtaining bids or quotes, the "State Bids" obtained through the state's cooperative purchasing program is considered to have met this requirement. 5. $50000 and up All purchases over $50,000 require the formal preparation of specifications. Bids nnust be advertised in the City's official newspaper, publicly opened and approved by Council resolution. Statute requires all contracts to be awarded to the lowest responsible bidder. Specifications cannot be written to exclude a specific type of equipment or supplies. Proposals and specifications must allow for free competition. Bidding requuirements cannot be avoided by splitting a contract into several contracts that are each below the minimum dollar amount requiring bids. If materials or work logically fall into separate contracts, such as for contractors specializing in different work, the City can negotiate the contract individually as long as the individual contracts do not exceed $50,000. On all purchases that require obtaining bids or quotes, the "State Bids" obtained through the state's cooperative purchasing program is considered to have suet this requirement. Credit Card Policy: The City of Monticello does not use general credit cards (Visa, Mastercard, American Express) for purchases. Specific store credit cards (gas stations, hardware stores, etc) may be 'used for purchases if authorized by the City Council. Currently the City of Monticello has specific store cards with Holiday Station and Ace Hardware. The Holiday Station card is specifically for Fire Department use while the Ace Hardware card may be used by any authorized City employee. Additional vendor credit cards would have to be authorized by the City Council. Upon approval by the City Council of a vendor credit card, a list of City employees who are authorized to make purchases under this card will be submitted to the card location.. No personal purchases may be made with any of the approved vendor credit cards. A credit card charge must be signed by the employee and the charge slip submitted to the Finance Department. The Finance Department will match the sided charge slips against the invoice. All charges must have a signed invoice by the person who made the charge in order for the City to pay the bill. Additional Provisions: 1. For purchases not requiring the bidding process, whenever it is reasonably possible the puuchase will be made from local vendors. If the local vendor's quote does not exceed the lowest non -local vendor's quote by more than 5°x/0, the purchase may be made from the local vendor. 2. All purchase orders for capital outlay items must be signed by the City Administrator. 3. Emergency purchases are those made by the Department heads when an immediate purchase is necessary to correct a situation that would adversely affect the life, health or safety of Monticello residents. As much as possible the procedures set forth in this policy should be followed in an emergency situation. However, in an emergency, a Department head may purchase directly any supplies, materials or services needed to alleviate the emergency. Adopted by City Council on March 14, 2045 City of Monticello, MN PURCHASING POLICY 1. Purpose The purchasing policy is designed to provide guidance to City staff involved in the purchasing process by specifying procedures to be followed. All purchasing by local units of government is regulated by Minnesota State Statute 471.345. 2. Goals The goals of the purchasing policy are: A. Obtain supplies, equipment and services for the City of Monticello as economically as possible. B. To purchase items that is best suited to the specific needs of the City. C. To promote fair competition among bidders. D. Provide effective controls. E. To comply with all statutes and regulations of the City, State and Federal government as related to the purchasing of supplies, equipment and services by a municipal entity. 3. Standards for Purchasing The following guidelines set forth the standards for City employees to follow in purchasing supplies, equipment and services. A. $0 - $500 City employees will be allowed to make purchases of less than $500 without additional staff approval. These items could be considered to be daily needs such as materials and supplies. These items can be purchased on the open market without obtaining price quotes. Employees should make a reasonable effort to obtain supplies and materials as inexpensively as possible. Department heads are responsible for policing the purchasing activities of their employees. B. $500 - $1,000 When possible, price quotes should be obtained from various vendors, (local or otherwise) for purchases of supplies, service or equipment. When quotes are obtained, the quotes shall be kept on file as required by the State record retention schedule and a copy of all quotes shall be provided to the Senior Accounts Payable Clerk or Senior Finance Officer. C. $1,000 - $10,000 Purchases over $1,000 but less than $10,000 require at least two (2) quotations (three (3) when possible) but do not require City Council approval provided the item was in the budget, funds are still available, and approved by the City Finance Director or City Administrator. "tate Bids" obtained through the state's cooperative purchasing program is considered to have met this requirement. The quotes shall be kept on file as required by the State record retention schedule and a copy of all quotes shall be provided to the Senior Accounts Payable Clerk or Senior Finance Officer. D. $101000 - $50,000 Purchases over $10,000 must meet state municipal purchasing requirements typically requiring at least two (2) quotations (three (3) when possible) and City Council approval. The Department head shall make a recommendation to the Council for their action. The City Council does not need to authorize the seeking of quotes but would have to approve the purchase. "State Bids" obtained through the state's cooperative purchasing program is considered to have met this requirement. The quotes shall be kept on file as required by the State record retention schedule and a copy of all quotes shall be provided to the Senior Accounts Payable Clerk or Senior Finance Officer. E. Above $50,000 All purchases over $50,000 require the formal preparation of specifications. Bids must be advertised in the City's official newspaper, publicly opened and approved by Council resolution. Statutes require all contracts to be awarded to the lowest responsible bidder. Specifications cannot be written to exclude a specific type of equipment or supplies. Proposals and specification must allow for free competition. 2 Bidding requirements cannot be avoided by slitting a contract into several contacts that are each below the minimum dollar amount requiring bids. If materials or work logically fall into separate contracts, such as for contractors specializing in different work, the City can negotiate the contract individually as long as the individual contracts so not exceed $50,000. "State Bids" obtained through the state's cooperative purchasing program is considered to have met this requirement. The bids shall be kept on file as required by the State record retention schedule and be available for review as part of the City's ann=ual audit process. F. Purchases of Used Equipment The City may elect to purchase used equipment. When purchasing used equipment the purchasing policy set forth above still must be followed. If it is impossible to obtain similar used equipment quote or bid a quote or bid for new equipment similar to the used equipment should be obtained. The quotes or bids shall be kept on file as required by the State record retention schedule and a copy of all quotes shall be provided to the Senior Accounts Payable Clerk or, Senior Finance Officer. G. Emergency Purchases Emergency purchases are those made by the Department heads when an immediate purchase is necessary to correct a situation that would adversely affect the life, health or safety of Monticello residents. As much as possible the procedures set forth in this policy should be followed in an emergency situation. However, in an emergency, a Department head may purchase directly any supplies, materials or services needed to alleviate the emergency. H. Use of Local Vendors For purchases not requiring the bidding process, whenever it is reasonably possible the purchase will be made from local vendors. If the local vendor's quote does not exceed the lowest non -local vendor's quote by more than 5%, the purchase may be made from the local vendor. 91 4. Credit Card The City of Monticello does not use general credit cards (Visa, MasterCard, American Express) for purchases. Specific store credit cards (gas stations, hardware stores, etc) may be used for purchases if authorized by the City Council. See the City's Credit Card Policy for the procedure that must be followed for these types of purchases or requests. This Purchasing Policy is effective and supersedes all previous City Purchasing Policies. Adopted by the City Council of Monticello this day of , 2 Attest: City Administrator El Mayor Council Agenda: 1/14/08 13. Consideration to review for recommendation proceeding with a Request for Proposal for a Natural Resource Inventorv. (AS) A. REFERENCE AND BACKGROUND The Planning Commission reviewed this item during their December, 2007 meeting and recommended proceeding with the RFP process. The Commission minutes have been included for reference on the discussion. The Planning Commission has received a working draft of the Monticello Comprehensive Plan update for review and comment. The draft is subject to change pending Commission, Council and public input. Plans for future land use are a primary component of the preliminary comprehensive plan draft. The land use concepts presented in the document are a result of community comments and those from policymakers and staff. One of the common themes, particularly among citizens, was the protection, preservation and enhancement of parks and open space. As a result, the comprehensive plan presents conceptual ideas for future open space planning, including a specific chapter on Parks. The Land Use chapter references conservation design and building greenway connections within the city. The Land Use chapter also discusses strategies for incorporating conservation design into new developments, where appropriate. In support of accomplishing the vision for open space outlined within the draft plan, the Planning Framework Chapter has detailed the completion of a Natural Resources Inventory (NRI) as a "Next Step". NRIs are defined as a set of natural resource information for a given geographic area. The NRI most often includes a series of maps and analysis information on land, water and air resources. In building an NRI for a community, consultants use existing data resources, such as DNR inventories, and combine them with field research and new analysis. An NRI is an important foundation tool in community planning. NRIs assist a community in defining which areas are most critical for preservation or conservation and which are best suited to traditional development patterns. Though at first glance, Monticello's cache of natural resources may seem limited, as the city continues to grow and expand, there are numerous natural features that will be impacted, including lakes, streams, wetland complexes and mature forests. Identifying the location and quality of these resources, then developing a plan to protect them or to incorporate them appropriately into development will become more critical as the City continue to grow. The ability to protect natural resources also affects fiscal and service quality for the community, as development decisions regularly impact ground water and other natural resources citizens may depend on. City staff is requesting that the Commission consider proceeding with a request for proposals for the completion of an NRI for Monticello. Regardless of how ideas about land use may change as the comp plan is completed, the identification of the resources present in the Council Agenda: 1/14/08 Monticello area is important in laying the groundwork for future zoning ordinance revisions and for more specific development planning. If the Commission chooses to recommend that the RFP process move forward, the next step will be to request formal approval from Council. If approved, the City will prepare the RFP and a schedule for the review and selection of a proposal. BUDGET IMPACT This item has been included in the preliminary budget for 2008 at an estimate of $20,000. B. ALTERNATIVE ACTIONS The Planning Commission recommends alternative 1 below. 1. Motion to recommend that the City of Monticello proceed with a Request for Proposal (RFP) for a Natural Resource Inventory. 2. Motion to recommend that the City of Monticello not proceed with a Request for Proposal (RFP) for a Natural Resource Inventory at this time. 3. Motion of other. C. STAFF RECOMMENDATION The City Administrator and Community Development Coordinator support alternative 1 above. The draft comprehensive plan specifically outlines this process as a next step in achieving the outcomes of the plan. Although the plan is still preliminary, the results of an NRI would essentially lay the groundwork for future land use planning. The results would also help the Planning Commission as it undertakes the complete revision of the Zoning Ordinance, as it may consider incorporating natural resource design principles in the construction of the document. D. SUPPORTING DATA A. Excerpt — Working Draft, Monticello Comprehensive Plan Update B. MnDNR — Natural Resource Guidance Checklist C. Metropolitan Council — Natural Resource Inventory Facts D. Case Study for Natural Resource Planning — Blaine E. Case Study for NRI — Goodhue County, MN F. NRI Map Example — Rosemount, MN G. Planning Commission Minutes — 12/04/07 2 and the zoning regulations act in concert to manage land use. The zoning regulations do not specifically require the City Council or Planning Commission to consider relevant provisions of the Comprehensive Plan as part of the review of proposed amendments to zoning regulations. Acquisition and Disposition of Public Lands According to State Law (M.S. Section 462.356, Subd. 2), publicly owned land within the City cannot be ac- quired or disposed of until the Planning Commission has reviewed the proposal and reported in writing to the City Council as to the compliance of the proposed action with the Comprehensive Plan. The City Council may, by resolution adopted by two-thirds vote, dispense with this requirement when it finds that the proposed acquisition or disposal of real property has no relation- ship to the Comprehensive Plan. Construction of Public Improvements The Comprehensive Plan guides capital improvements by all political subdivisions. No capital improvements shall be authorized by the City (and its subordinate units) or any other political subdivision having jurisdic- tion within Monticello until the Planning Commission has reviewed the proposal and reported in writing to the City Council as to the compliance of the proposed action with the Comprehensive Plan (M.S. Section 462.356, Subd. 2). As with land transactions, this requirement can be dispensed by Council resolution if the capital improvement has no relationship to the Comprehensive Plan. Provision of Financial Assistance Tax increment financing is the only finance tool for- mally tied to the Comprehensive Plan. State Law requires that the City find that a TIF plan conforms with the Comprehensive Plan. As a matter of policy, similar evaluation should apply to other forms of public financial assistance. in agreeing to provide financial as- sistance to private development, it is reasonable that the City Council determines that the development furthers the objectives of the Comprehensive Plan. 2008 Comprehensive Plan (DRAFT - October 2007) Next Steps Updating the Comprehensive Plan is one step in the ongoing process of guiding development and public investments. The Comprehensive Plan identifies a series of next steps in this process. Zoning Ordinance A priority should be given to the review and updating of zoning regulations. This vision and objectives of the Comprehensive Plan will not be achieve unless zoning regulations are aligned with the Plan. Outside of the seven -county metropolitan area, zoning regulations control the use of land, regardless of their consistency with the Comprehensive Plan. Subdivision Regulations Subdivision regulations are another important land use management tool for the City. These regulations should be reviewed to identify and adopt changes that enhance the ability to implement the Comprehensive Plan. In particular, the review of the subdivision regulations should focus on compliance with current State Law, support for zoning regulations, protection of natural resources, and dedication of park land. Park Dedication Ordinance The statutory power to require the dedication of park land is an essential tool for implementing the Compre- hensive Plan. The park dedication ordinance should be updated to provide consistency with the Comprehen- sive Plan and compliance with current State Law. Natural Resources Inventory A natural resources inventory (NRI) would identify the type, location and significance of natural features in Monticello and the orderly annexation area. Informa- tion from a NRI is invaluable in: 00- Identifying areas of environmental significance that need public protection. 10, Coordinating development proposals with the natural environment. 10- Planning for a greenway system around Monti- cello. 3. Traffic. Institutional uses should be oriented to designated collector or arterial streets. 4. Lighting and signage. Site lighting and signage needs may resemble commercial uses. These site factors should be managed to fit the character of the surrounding residential development. Urban Reserve The Urban Reserve contains all property in the Orderly Annexation Area that it not shown for development in the near term in this Plan. The objective is to encourage rural and agricultural uses, preventing barriers to future development opportunities. It is anticipated that the City will grow into portions of the Urban Reserve as planned land use areas become fully developed and ca- pacity for future growth in needed. The Urban Reserve is not simply a holding area for future development. Parts of the Urban Reserve are likely to be preserved as natural resource areas or for agricultural purposes. Future planning will consider the locations in the Urban Reserve best suited for development. Infrastructure This category applies to Xcel Energy's power plant and railroad right-of-way. This category recognizes the unique role of the power plant in Monticello. Greenway The Land Use Plan Map shows a "potential greenway" ringing the western and southern edges of Monticello. The Greenway is intended to provide an environmental corridor that connects large community parks and open spaces to neighborhoods, schools, shopping areas and places to work. They serve to protect environmentally sensitive areas such as natural habitat, wetlands, tree canopy, and drainage ways. Land within this corridor could be comprised of a combination of public and pri- vate open space. Development would not be prohibited within the greenway but would be reasonably restricted- to estrictedto ensure that development is carefully integrated with the natural environment. The Greenway is intended to shape development pat- terns in a manner that is sensitive to the existing en- 2008 Comprehensive Plan (DRAFT - October 2007) vironment and harmonious with the landscape. The Greenway creates opportunities for a continuous trail corridor connecting neighborhoods with large parks and open spaces. A trail within this corridor is intended to be fully accessible to the general public. The following are the City's goals for the Greenway: 1. To provide (where possible) a continuous green corridor connecting large community parks and open spaces to neighborhoods, shopping areas, schools and places to work. 2. To connect people to significant places. 3. To protect the community's natural resources (trees, ponds, wetlands, slopes, etc). 4. To create environmentally sensitive development and design. 5. To provide opportunities for corridors for wildlife movement and ecological connections between natural areas. Focus Areas For certain parts of Monticello, the intentions of the Comprehensive Plan cannot be adequately described solely with the land use map and the related category descriptions. The following Focus Areas provide a more detailed examination of the plans and issues in key loca- tions that will shape the future of Monticello. Northwest Monticello This focus area includes the entire northwest corner of the community. The land use objectives in this area include: 1. Encourage development in this part of the com- munity to utilize infrastructure investments and to provide the capacity to develop in high amenity areas. 2. Provide for a variety of housing alternatives based on the natural features and the surrounding land uses. Areas with high natural amenities or proxim- ity to the planned regional park should be reserved for move up housing. 3. Expansion of existing Places to Work in a manner that creates more "head of household" jobs. Figure 3-4: Life Cycle of Housing Supply City may be needed to promote the creation of housing in underserved segments of the market. 2008 Comprehensive Plan (DRAFT - October 2007) Neighborhood Design A priority for the community is diversification of the housing stock by providing more "move up" housing. In this context, the term "move up" housing refers to larger homes with more amenities in structure and setting. This type of housing may not be exclusively single-family detached or low density. Attached forms of housing with medium or high densities may meet the objectives for move up housing in the appropriate loca- tions. In this way, the objectives for move up housing and life cycle housing are compatible and supportive. While every community wants a high quality housing stock, this issue has particular importance in Mon- ticello. It is a key to retaining population. Without a broader variety of housing options, families may encouraged to leave Monticello to meet their need for a larger home. It is a factor in economic development. One facet of attracting and retaining professional jobs is to provide desirable housing alternatives. It must be recognized that creating move up housing requires more than policies in the Comprehensive Plan. The Comprehensive Plan provides a guide for achiev- ing the desired results. The desired outcomes require private investment. This investment occurs when demand exists or the City can provide an incentive to attract investment. Part of attracting move up housing comes from cre- ating great neighborhoods — places that will attract and sustain the housing options sought by the City. Neighborhoods are the building block of Places to Live in Monticello. The goal of the Comprehensive Plan is to create and maintain attractive, safe and functional neighborhoods. The following policies help to achieve this objective: 1. Neighborhoods should incorporate the natural characteristics of the setting. Trees, terrain, drainageways, and other natural features provide character to the place. 2. Housing should be oriented to the local street, minimizing access and noise conflicts with collec- tor streets. I The City will use public improvements to enhance the appearance and character of a neighborhood. Some examples of improvements that define an area include streets with curb and gutter, trees in the public boulevard, street lighting systems, and storm water ponding. 4. Sidewalks, trails, and bikeways will connect the neighborhood to other parts of the community. 5. Every neighborhood should have reasonable access to a public park as a place for residents to gather and play. All of these elements work together to create a desirable and sustainable place to live. Balancing the Built and Natural Environments The natural amenities of the growth areas (west and south) in Monticello should serve as a catalyst for residential development. The proposed regional park (YMCA property) offers the dual assets of natural fea- tures and recreational opportunities. Lakes, wetlands and other natural amenities exist throughout the or- derly annexation area. Studies have shown that parks and open space have a positive economic effect on adjacent development. An article published by the National Park and Recreation Association states that "recent analyses suggest that open spaces may have substantial positive impacts on surrounding property values and hence, the property tax base, providing open space advocates with con- vincing arguments in favor of open space designation and preservation:' Balancing the built and natural environments should provide a catalyst to the types of development desired by the City and in the expansion of the property tax base. In attempting to meet residential development objec- tives, the City should not lose sight of long-term public benefit from access to these same natural_ areas. The original development of Monticello provides an ex- cellent illustration. The majority of the riverfront in Monticello is controlled by private property. Public access to the River comes at points provided by public parks. Figure 3-5: Relationship Between Development and Natural Features - Parkway Figure 3-6: Relationship Between Development and Natural Features - Trail Corridor Y V� A well known example of balancing public use with private development is the Minneapolis chain of lakes and Minnehaha Creek. Public streets (parkways) and trails separate neighborhoods from the natural features, preserving public use and access. These neighbor- hoods are some of the most desirable in the region, demonstrating that public use and private benefit are not mutually exclusive. The figures below show two options for integrating housing, natural features and public use. Figure 3-5 is the parkway concept. An attractive street forms the edge between the park (or natural area) and the hous- ing. A multi -use trail follows the street while homes face the street and draw on the attractiveness of both the parkway and the natural amenities. City of Monticello Figure 3-7: Example of Conservation Design Development (Chevalle - Chaska, MN) The alternative is to use a trail corridor to provide public experience of other cities and developments can guide access to these areas (see Figure 3-6). The trail follows future planning and decision malting in Monticello. the edge of the natural area. Access to the trail between lots should come at reasonable intervals. Attractive Places There are a variety of real world examples of how Min- nesota cities have used conservation design strategies to promote high quality development and preserve the natural environment. The illustrations in Figure 3-8 shows elements of the Chevalle development in Chaska. Using open space design and rural residential cluster development techniques, HKGi's concept plan provides for a variety of housing options while preserving a ma- jority of the area as permanent open space, including public and common open spaces. Amenities would include access to protected open spaces (lakeshore, woods, meadows, pastures, wetlands), walking/biking trails, equestrian trails and facilities, common outdoor structures and an environmental learning center. The 2008 Comprehensive Plan (DRAFT - October 2007) Attractive physical appearance is one of the most common attributes of Places to Live in Monticello. Attractiveness is a combination of design, construc- tion and maintenance. These characteristics apply to buildings and sites. Attractiveness is relevant for both private and public property. Attractiveness reflects individual pride in property as well as an overall sense of community quality. The City may use a variety of regulatory tools to influ- ence the potential for attractive neighborhoods: ► Building codes and additional regulations to pro- mote quality construction. ► Subdivision regulations control the initial configu- ration of lots. ► Zoning regulations establish limitations on the size of lots, placement of the house on a lot, relationship of structure size to lot area, and building height. Nuisance ordinances enable the City to prevent and correct undesirable uses of property. ► Other City regulations control other ancillary uses of residential property. Maintenance of property is a factor in sustaining quality neighborhoods. The tenure (form of ownership) influ- ences the responsibility for housing maintenance. The owner -occupant of a single family detached home is solely responsible for the maintenance of building and grounds. If this same home is rented, maintenance responsibilities are often shared between tenant and owner. This relationship may include a third party property manager retained by the owner to perform maintenance duties. Owners of attached housing may act collectively through a homeowner's association. In multiple family rental housing,. the tenants have no direct responsibility for property maintenance. This discussion does not imply a preference, but is intended solely to highlight the differences. This understanding becomes relevant when public action is needed to ad- dress a failure of the private maintenance approach. Nuisance ordinances are one tool used by the City to address failures in private maintenance and use of property. Economics also influences property maintenance. The greater the portion of income devoted to basic housing costs (mortgage/rent, taxes, utilities), the less money available for maintenance activities. Maintenance can be deferred, but not avoided. If left unchecked, this cycle of avoided maintenance produces negative effects. Safe Places Safety is frequently identified as the most desired characteristic of Place to Live. Several aspects of the Comprehensive Plan and city government influence safe neighborhoods. 1. The City will encourage a community and neigh- borhoods where people are involved in the com- munity, interact with their neighbors and support each other. 2. The City will design, build and maintain a system of streets that collects traffic from neighborhoods, allows movement within Monticello to jobs, shop- ping and other destinations and minimizes traffic that "cuts through" neighborhoods on local streets seeking other destinations. 3. The City will provide, directly or by contract, ser- vices needed to protect people and property. 4. The City will support the Land Use Plan with a water supply that provides clean water at pressures needed to support fire suppression. 5. The City will protect the natural environment by requiring new development to connect to the sanitary sewer system and by adequately treating all municipal wastewater. Places to Work This land use is primarily intended for industrial de- velopment. Places to Work seeks to provide locations for the retention, expansion and creation of businesses that provide jobs for Monticello residents and expan- sion and diversification of the property tax base. In order to be a center of employment with a wide range of job opportunities, it is critical that Monticello preserve sufficient land for Places to Work over the next twenty-five years. These land uses can be one of the most challenging to locate because of its need for convenient transportation access and influence on surrounding land uses. In planning for future Places to Work, the Comprehensive Plan considers the goals of the community; what type of industrial development is sought; and what factors should be considered when locating an industrial land use. In planning for sustaining existing businesses and at- tracting new development, it is necessary to understand why Places to Work are important to Monticello. The objectives for this land use include: ► Expanding and diversifying the property tax base. ► Providing jobs with an increasing opportunity for people to work and live in Monticello. ► Promoting wage levels that provide incomes need- ed to purchase decent housing, support local busi- nesses and support local government services. City of Monticello Minnesota Department of Natural Resource - Natural Resource Guidance Checklist Natural Resource Inventory and Analysis for City or County NRI Why Use This Checklist? NR Checklist Series This checklist is for a Natural Resource Inventory and Analysis, covering a fairly This is one of a series of large land area (e.g., the whole city or county). This kind of inventory is useful to "checklists" produced for local units the local unit (e.g. city or county government) in developing policies, informing of government (LUG) by the land use decisions, and identifying areas for natural resource conservation and Minnesota Department of Natural management. A natural resource inventory should be done at least every 10 Resources, Metro Region. Each years or sooner if the resources have changed significantly, checklist is intended to help the distributed in naturally occurring community integrate natural patterns. resources into a particular type of A. Purpose local policy or plan. Each checklist ❑ What is the intended purpose or use for this natural resource is an outline of key components of inventory and analysis? For example, is its intended use one of a typical LUG planning document the following and how does that suggest what it should entail? with important natural resource- ❑ to guide development of goals and strategies for related questions to consider and resource conservation and management some examples, definitions, and ❑ to identify priorities for resource conservation references. ❑ to evaluate current natural resource management practices ❑ to guide policy development ❑ to provide information for parks, open space, trails See Another Checklist_ and/or greenway planning natural area management pian ❑ What are the specific products which the inventory needs to Once a site is identified for a specific use, a more detailed produce to be useful? (e.g. maps, data sets, etc - see section F inventory and management plan below) tailored to that use is needed. This ❑ How will specific inventory scope, methods and products be finer scale is addressed in the chosen to help the community answer its questions, address its "Natural Area Management Plan" issues, and progress towards sound decision making? Checklist. B. Context Lamer landscape Some natural resource issues are best addressed in the context of the larger landscape, often across jurisdictional boundaries. ❑ What needs and opportunities exist to address key issues at a larger scale? (e.g., at a watershed level) ❑ Have larger landscape patterns been addressed (e.g. using the Ecological Classification System - see box on next page) and definition how might that information be used to suggest opportunities natural area a site largely unaltered by modern and needs to coordinate with other communities in the same human activity, where vegetation is zones? distributed in naturally occurring ❑ What are the economic, social and/or ecological roles of natural patterns. areas, commercial forestry lands, and/or agricultural lands, both within the municipality and among municipalities and counties? Natural Resource Guidance Checklist - Natural Resource Inventory & Analysis for City or County - December 2001 Communitv values ❑ What is known about local values and concerns regarding Resources natural resources? DNR web pages ❑ Is this inventory process coordinated with a community Many naturalresourcedata layers, including native plant communities participation or visioning process in which local people are mapped by the Minnesota County identifying the importance they place on natural resources? Biological Survey, are available on ❑ Are such processes being used to help give direction or identify the "data deli" at priorities for natural resource conservation? deli.dnr.state.mn.us. Information about rare species, C. Inventory Content native plant communities, and land Natural resources to be inventoried protection options are available on The community needs to develop a list of the types of natural the DNR's web site at resources whose locations and characteristics should be identified www.dnr.state.mn.us/ecological_se and mapped in the natural resource inventory. The decision on rvices/nhnrp. which resources to inventory should be based upon which natural resources are most important to the local economy and its citizens and/or it may be ones most unique and/or threatened. Natural Definition resources which may be inventoried include the following (with native plant community more specifics provided on some of these in the next sections): A group of native plants (plants ❑ existing land cover, including the types of forests, wetlands, indigenous to the site) that interact other types of vegetation, agricultural lands, impervious with each other and their abiotic environment in ways not greatly surface, etc. altered by modern human activity or LJ significant or sensitive native plant communities (see below) by by organisms. ❑ ecological landscapes (e.g., using the Ecological Classification System) ❑ species that are endangered, threatened or of special concern Resources (see below) Ecological Classification System ❑ game and non -game wildlife and wildlife habitat (ECS) ❑ forest resources (see below) The ecological land classification is ❑ wetlands, rivers, streams, and lakes part of a nationwide mapping ❑ surface and groundwater quantity and quality system developed to improve our ❑ soil types and suitabilities ability to manage natural resources ❑ landforms, such as hills, streams, and watersheds on a sustainable basis. It is a ❑ geological hazards, such as floodplains, highly erodible soils, method to identify, describe, and and areas of karst geological formations map progressively smaller areas of ❑ aggregate resources, such as sand and gravel deposits land of increasingly uniform ecological characteristics.Associations ❑ mineral resources, including precious and ferrous minerals of biotic and F-1 local energy sources environmental factors that directly ❑ greenways and habitat connections between sensitive areas affect or indirectly express ❑ status of land conservation (e.g., public ownership as protected differences in energy, moisture, and open space and/or as park, enrollment in CRP, etc.) nutrient supplies are used. These ❑ existing trails and public accesses and their distribution relative factors include climate, geology, to human populations topography, soil, hydrology and vegetation. Natural Resource Guidance Checklist - Natural Resource Inventory & Analysis for City or County - December 2001 2 Native plant communities ❑ Does the inventory identify locations of native plant Resources communities in both upland and lowland areas? Natural Heritage information ❑ Does the native plant community inventory incorporate these System and Minnesota County Biological Survey (MCBS) basic standards? The Natural Heritage Information ❑ Make use of Minnesota County Biological Survey System provides information about (MCBS) data. New information should be incorporated rare species and native plant using an adapted version of their methodology. communities. The MCBS has ❑ Standard names for plant communities, etc. should be collected these data for many used. counties. For a MCBS map of your ❑ An ecological quality ranking, such as that described in county, call (651) 296-2835. For a the Minnesota Land Cover Classification System printout of rare species and native (MLCCS) handbook, should also be assigned to each plant community occurrences in native plant community location (polygon). your area, submit a completed datarequest form, available on the DNR Rare species web site (see box below) or by ❑ Does the inventory identify locations of state listed species calling (651) 296-7863. To obtain rare species data electronically, call (endangered, threatened and special concern)? (651) 296-7863. Electronic native plant community data are available Forest resources on the DNB's "data deli" (see box at Forest resources include any rural forest lands (e.g., native forest top of previous page). communities, woodlands, plantations, etc.) as well as urban forests (trees within towns and developed areas such as those along streets, on public property and in private property). Resources ❑ What are the community's forest resources that should be standard names for plant inventoried? For example, does it include resources such as the communities following? see Minnesota's Native Veaetation: ❑ native forests and woodlands (e.g. mesic oak forest, A Kev to Natural Communities, maple basswood forests, oak savanna, etc.) MnDNR, Natural Heritage Program. ❑ plantations (e.g., managed for timber, Christmas trees, 1993. orchards, etc.) ❑ woodlots, oldfields dominated by trees ❑ trees on public (city and/or county, etc.) property (e.g., Resources street trees) native plant communities ❑ historic or champion trees A regional plant ecologist with the ❑ hazard trees Natural Heritage and Nongame ❑ What type and level of inventory is needed to address the Research Program can provide information about the Ecological forestry issues of concern? Classification System, original ❑ For example, does an inventory of rural forests provide vegetation, existing natural areas, information such as the following? and native rare plants and animals — site characteristics in your area. In the greater Twin — composition and condition of existing stands Cities metro area, call 651-772- - presence and condition of wildlife populations 7570. — presence of any historic or cultural features Natural Resource Guidance Checklist - Natural Resource Inventory & Analysis for City or County - December 2001 Special concerns In addition to examining particular natural resource characteristics, the community may want to investigate issues of special concern that may be affecting or impacting natural resources. Some of these can only be assessed through field survey work and ground- truthing. Depending on the purpose of the inventory they might include: ❑ invasive -exotic species ❑ tree canopy cover ❑ impervious surface ❑ forest health problems ❑ fire -prone property ❑ water management D. Inventory Methodology Methodoloav The methods used should be based on a standard protocol suitable for the scale and purpose of the inventory. ❑ Does the inventory methodology incorporate these basic standards? ❑ It combines delineation of land cover on infrared aerial photos/digital orthoquads (DOQs) and field checking and/or uses other data layers which are geo-referenced to DOQs. ❑ The information is digitized and incorporated into a geographic information system (GIS). ❑ The inventory is done by trained natural resource Resources professionals and ecologists familiar with the particular Minnesota Land Cover Minnesota natural resources to be inventoried. Classification System (MLCCS) ❑ Should the inventory incorporate a method being used by other is a new GIS -based inventory communities within the region (e.g., the Minnesota Land Cover method useful in providing land Classification System) to assist with sharing data and cover information for land use coordination? decision making which is being used throughout the Twin Cities Metro Region. It uses aerial photo Existing information interpretation and ground truthing to Design the inventory to gather missing information or improve the develop a GIS data layer with usefulness of existing data (e.g., National Wetlands Inventory, soil detailed native plant community data, etc.). and cultural land cover mapping to ❑ How will the format of newly -collected information be 1-2 acre polygon resolution. integrated with existing information? Contact MnDNR, Metro Region, ❑ How will both be used? bart.richardson an,dnr.state.mn.us. E. Analysis ConductinLy analvses on inventory data Once the inventory data is collected, it is used for conducting various analyses based upon the intended purpose for this work. Natural Resource Guidance Checklist - Natural Resource Inventory & Analysis for City or County - December 2001 4 Analysis could be done on the following: ❑ existing habitat for particular wildlife ❑ potential greenway connections (for natural habitat and/or recreation purposes) ❑ opportunities for native plant community or habitat restoration (see below) ❑ areas needing vegetation management (e.g., street tree pruning or prairie burning or weed control) ❑ wildfire risk assessment ❑ overall state of natural resource health (e.g., including insect and disease problems, invasive exotic species, etc.) ❑ threats to unique plant communities ❑ lands with natural resource-based economic resources (e.g., tree farms, gravel pits, etc.) Conservation/nreservation areas The community may want to conserve or protect from development areas such as commercial forest lands, agricultural lands, and/or significant natural areas. ❑ Does the analysis include identifying areas which the community would like to conserve and protect from development? ❑ Has the following information been identified for these areas to conserve? ❑ specific sites for different types of conservation or protection ❑ specific land protection tools, such as conservation easements, conservation overlay districts, etc. for each parcel ❑ preliminary management goals, objectives, and/or recommendations for each parcel. F. Results Products Typically, the most useful products of a natural resource inventory and analysis are coordinated sets of computer databases and GIS map layers which are compatible with the tools used by the local unit for planning and management purposes. This allows for the natural resource information (data layers) to be easily accessed, frequently used, and as needed updated by local staff. ❑ What products will make the results of this inventory and analysis most useful to the local unit? ❑ Which of these typical products should be included? ❑ a series of GIS data layers and maps (and related databases), e.g. on: — land cover type (with each polygon mapped and Natural Resource Guidance Checklist - Natural Resource inventory & Analysis for City or County - December 2001 referenced to a table of attributes) soils, by type wetlands, by type and jurisdiction — lakes, by state shoreland management classification agricultural land, by productivity class lands enrolled in a conservation reserve program — forest cover, by type, age and condition steep slopes (e.g., greater than 12 percent) flood plains important plant and animal habitats ❑ a description (written narrative) on the community's major and most unique natural features ❑ brief lists of key elements, e.g. dominant species or rare species found in community ❑ a discussion (written narrative) of issues, problems, threats, etc. related to natural resources ❑ recommendations, priorities, or next steps (see below) Using the results Depending on the purpose of the inventory and analysis, the final report or product may suggest additional uses for this information. Additional uses could include: ❑ developing a set of goals and strategies for resource conservation and management for the overall area, as well as specific goals and strategies for key natural resource areas ❑ identifying priorities for natural resource management and/or conservation, and/or protection (e.g., this could involve rating or ranking conservation of areas or features with consideration given to factors, such as, how imminent is the loss or destruction of the resource, relative rarity of the resource, community values, economic or commodity value of the resource, etc.) ❑ evaluating current development patterns and practices (e.g., how well are natural systems and the services they provide being maintained or restored? Are renewable resources being managed in a sustainable way?) ❑ guiding local policy development (e.g., how would the information be used in comprehensive planning, development review, recommendations for future growth patterns, etc.?) ❑ providing information for parks, open space, trails, and greenway planning. Reference This checklist includes ideas from "Under Construction: Tools and Techniques for Local Planning" Minnesota Planning. 2002. Natural Resource Guidance Checklist - Natural Resource Inventory & Analysis for City or County - December 2001 Metropolitan Council Natural Resources Inventory Region has strong resource base The abundance of natural resources in the Twin Cities metropolitan area is one of the region's greatest assets. Three rivers, a thousand lakes, extensive wetlands, native prairies and woodlands, prime soils and aggregate are among the resources that provide residents with valuable nature - based experiences and serve as a key element in the regional quality of life. Strong growth poses potential threat These resources are potentially threatened as the region continues to grow. The Council forecasts that the area's population will grow by nearly one million people between 2000 and 2030. Loss of open space has the potential to significantly impact our quality of life and wildlife habitat areas. Buildings, roads, parking lots and other changes to the natural landscape promote the flow of polluted runoff into the region's lakes and streams. Important natural areas that allow rainwater to replenish our underground water sources, provide habitat and serve other important natural functions remain undeveloped and/or have not been acquired for public use. Opportunities to conserve these natural lands become more expensive - and less available - with each passing year. In Council surveys of metro area residents, the vast majority agrees that "as areas develop, governments should do more to protect natural features." Identifying areas for protection The Metropolitan Council has developed an overall regional plan for accommodating growth called the 2030 Regional Development Framework. The Framework and its supporting system plans for transportation, water resources and regional parks are directed at meeting the needs of current and future residents, using land sensibly and "preserving vital natural areas and resources for future generations." The Council works in concert with local communities to meet these goals. To make sound decisions about resource protection, the region needs to know where regionally significant natural resources are located. The Council and the Minne- sota Department of Resources have developed a critical tool in that effort. It is called the Natural Resources Inventory and Assessment (NRI/A). A resource inventory The NRI/A is a region -wide geographic database and series of maps. The NRI/A records valuable information about land and water resources that: • Perform significant ecological functions. Contain important habitat for animals that are sensitive to habitat fragmentation and destruction. • Provide opportunities for people to experience nature and the region's historical landscapes. The NRI/A builds on existing information, such as Minnesota County Biological Survey data, to provide a comprehensive look at natural resources. The NRI/A reveals that roughly 100,000 acres of regionally Metropolitan Council • 390 N Robert St. • St. Paul MN 55101 • Website: www.metrocounca.org Phone: 651-602-1000 - TTY: 651-291-0904 • Data. Center. 651-602-1140 - E-mail: data.center@metc.state.mn.us significant natural lands remain unprotected in the metro area, compared to 280,000 acres of total natural lands and 1.9 million acres of land overall. Using the �A The Council is using the information from the NRI/A to help promote and support the integration of natural resource protection in both local and regional planning. Natural resource planning is a required element of the local comprehensive plans developed by cities, though integration of the NRI, specifically, is not. However, the Council encourages local governments to use the NRI/A as a tool in their comprehensive plans. Local governments can use the NRI/A as a starting point to identify locally important resources and then take appropriate conservation measures. New development can be located and designed in such a way that preserves environmentally sensitive areas and thus benefit the natural environment. The Council is also using the NRI/A as it plans to expand existing regional parks and acquire new ones. Other regional stakeholders, such as environmental groups, land trusts and others are encouraged to use the NRI/A in making decisions about lands to protect. An electronic atlas The NRI/A electronic atlas is a collection of six GIS (geographic information systems) applications. These applications organize available natural resource data to provide users with a basic foundation for spatial information and analysis that can help guide discussion, planning and policy. The six applications include Natural Resource Protection (aquatic and terrestrial); Working Lands; Outdoor Recreation; Public Health and Safety; and Community Character. The atlas is available on CD-ROM and comes with an instruction booklet. Over time the Council and DNR will update, in partnership with local communities, the NRI/A. Moving ahead The Council in 2004 estab- lished a Natural Resources Task Force. It charged the task force with developing a coordinated conservation program to protect regionally important natural resource areas and wildlife corridors of regional importance in the seven -county metropolitan area. The task force had 14 representatives from the private and public sectors with expertise in natural resource protection. It met from March 2004 through early 2005, and issued a report in March 2005. The report made a variety of findings, conclusion and recommendations. Read the report at: htt-D://www.metrocouncil.ore_ / resources/resources.htm For more information • To learn more: Contact Ann Beckman at the Council, at 651-602-1669. • Related fact sheets: - Regional Parks - Water Resources Planning Pub. 14-05-052 June 2005 Metropolitan Council • 390 N. Robert St. • St. Paul MN 55101 • Website: www.rnetrocouncil.org Phone: 651-602-1000 - TTY: 651-291-0904 • Data Center. 651-602-1140 • E-mail: datacenter@rnetc.state.rnn.us Case Study A natural- resource based f�a wn ph2 r�O0 Integrating community growth and open space goals in Blaine, Minnesota Excerpt from Community Redesign integrating land use, transportation, and natural resources Design Center for American Urban Landscape College of Architecture and Landscape Architecture Design Center Project Team, Community Redesign Handbook: Regina Bonsignore, Senior Research Fellow Jeffrey L. Miller, Research Fellow Matthew R. Finn, Research Specialist Franklin Fitzgerald, Daniel Marckel, Nancy Miller, Wira Noeradi, Carol Swenson Heather Wainwright, Dave Zaffrann Design Center Project Teams, Case Studies: Humboldt Avenue Catherine R. Brown, Roger Howley, Mike Kelly, Daniel Marckel, William Marquez, William R. Morrish Northwest Corridor Partnership and Brooklyn Blvd. & Hwy. 81 Tiago Carvalho, Matthew R. Finn, Frank Fitzgerald, Daniel J. Marckel, Laurie McGinley, Jeffrey L. Miller, Nancy Miller, William R. Morrish, Wira Noeradi, Carlos Pinto, Gia Pion&, Ray Rindahl, Heather Wainwright, Dan Whittaker Consultants: Fred Dock, Rob Lucklow, Ramana Murthy Koti, Jaimison Sloboden Near Northside, Minneapolis Regina Bonsignore, Catherine R. Brown, Ron Haselius , Roger Howley, Gayla Lindt, Louise Liu, Dan Marckel, William R. Morrish, Sam Olbekson, Todd Rhoades, Sarah Ruplin, Katherine Solomonson, Don Vehige, Craig Wilkins Consultants: John Zeisel, GME Consultants Inc, Gary Meyer Nicollet Avenue Frank Fitzgerald, Wira Noeradi, Ryan Siemers, Brandon Stengel, Carol Swenson, Heather Wainwright Consultants: Craig Churchward, Fred Dock, James Jencks, Mike Kotila, Ramana Murthy Koti Northeast Blaine Dax Bennett, Regina Bonsignore, Katherine Colla, Frank Fitzgerald, Santosh George, Diane Hellekson, Wira Noeradi, Carol Swenson, Jason Zimmerman Consultants: Martha Brand, Julie Marckel Farmington Regina Bonsignore, Catherine R. Brown, M. Elizabeth Fitzsimons, Harrison Fraker, Thomas A. Hammerberg, William R Morrish, R. G. Schunn Consultants: Eugene A. Hickok, Daniel M. Parks, Diana Balmori Assoc., Herbert Bormann North Metro I -35W Corridor Coalition Dax Bennett, Regina Bonsignore, Matt Finn, Frank Fitzgerald, Steven Lai, Sinok Lao, Daniel Marckel, Laurie McGinley, Nancy Miller, William R. Morrish, Wira Noeradi, Kim Peterson, Gia Pionek, Carol Swenson, Heather Wainwright, Jason Zimmerman Consultants: Martha Brand, John Carpenter, Joe Di Stefano, Fred Dock, Janna King, Joel Koepp, Ramana Murthy Koti, Barbara Raye, Nancy Reeves and Associates, Tim Rood, Jaimison Sloboden Coalition Consultants: Robert Benke, Phil Cohen, Nancy Reeves, Joseph Strauss, Shannon Strauss © October, 2002 Design Center for American Urban Landscape College of Architecture and Landscape Architecture University of Minnesota Photographs and images in this book were generated by the Design Center for American Urban Landscape unless otherwise noted. These images may be used without permission for non-profit educational purposes, with attribution. Permission is also granted for non-profit educational purposes for reproduction of all or part of written material, except that reprinted with permission from other sources. Acknowledgment is required and the Design Center for American Urban Landscape requests two copies of any material thus produced. Funding for this project was provided by the McKnight Foundation. Additional funding for this study and other Design Center publications is made possible through support from the University of Minnesota and the Dayton Hudson Foundation. The University of Minnesota is committed to the policy that all persons shall have equal access to its pro- grams, facilities, and employment without regard to race, color, creed, religion, national origin, sex, age, marital status, disability, public assistance status, veteran status, or sexual orientation. Case Study A natural -resource based town plan: Integrating community growth and open space goals in Blaine, Minnesota Assessing the Place Located on the edge of the urban service area, this 6000 acre area is fifteen miles north of Minneapolis. Recent trends in the local development market and smart growth policies at the regional level moti- vated the City of Blaine to reevaluate its previous assumptions about development timing and land use patterns. Recognizing the importance of an area of this size, the City was interested in exploring the poten- tial of the area for a broader mix of land uses and home types than more conven- tional suburban development pattern. The City and its citizens also recognized the importance of the large wetland complexes and high quality woodlands that had been identified in a recent Natural Resources Inventory. Engaging Communities While more than half the area is comprised of wetlands and extensive sod fields, approximately 190 homes were already located on five to forty acre parcels. Includ- ing these landowners in the process was a high priority. Some wanted to know how soon they could develop; others wanted to know how development would affect them; while others were adamantly opposed to any change in the status quo of low-density, un -severed residential. All were interested in an open process. North Woodlands .. i hb �rh od .. Main. Street �`' `` —� : r• • - - — a � III 0 x t� �d West Meadows East se Neighborhood Meadows Neighborhood' as : F`"Lo chness Lake Neighborhood Pattern of existing streets and natural areas, both 1 mile N woodlands and uplands The aerial photo shows the subtle terrain of the Anoka Sand Plain: small wooded hills surrounded by wetlands. Many of the wetlands were ditched and drained, now sod fields, while others remain, with rare remnants of pre -European settlement plant species. Case Study Town Scale: A Natural -Resource Based Town Plan Small groups of citizens worked to create scenarios that clustered residential development. Taking Inventory of the Landscape Located on the Anoka Sand Plain, this ancient lake bed is characterized by deep sands overlain by wetland soils interspersed with knolls that gently rise above the flat terrain. Gathering data on wetland locations became the key to under- standing what could happen in the area, in terms of development potential. Though the area has a relatively high water table, the area can be built on, as long as homes are raised above the 100 year flood elevation. Wetlands are more of a constraint, according to local watershed manag- ers, because if filled, they would need to be replaced at a two for one acre replacement rate. Locating and evaluating the natural resources was critical to this planning process. The city sought and received matching funds for a con- sulting firm to conduct a natural resource inven- tory that was to guide future open space and greenway acquisitions in the community. The inventory reviewed historic data, existing maps and field reviewed many parcels that showed potential for harboring high quality natural areas or species. The areas were ranked, based on their resemblance to native plant communities. This information was overlaid on orthophotos, aerial photographs that are scaled for use with mapped data, that were provided at community work- shops. Presented in this manner, the development pattern could be shaped by the location of these pre -identified environmental resources. IVLodwwu Plarming Area y V Road Pubk Dtdt ai Lod"MLake City Parka and Open Specs Rare Ment -nd Arftw*Spedea e MN Canty Siologicel'Survey e Sisk* Natural Resource imror LWa ds YYallands ® Rank A M Rank A 0 Rank B M Rank B Renk C Rank C UnevskmMed Rank D Unevaluate Upland Ind -Mm M private, upland 1 mile I N Wetland Inventory. This inventory combined data from various information sources to create the most accurate base map, for planning purposes, of land that was "developable" and land that was protected by wetland regulations. More detailed delineations would be required if a development application was submitted to the watershed district and city. (Source: City of Blaine Natural Resource inventory2000, Peterson Environmental) 1 mile I N Natural Resource inventory. This map is one of several information layers from an inventory that identified and rated the quality of remnant natural resources, including both upland and wetland plant communities. (Source: City of Blaine Natura/ Resource inventory2000, Peterson Environmental) Community Redesign GIS Summary Map. Overlaid on an aerial orthophoto, areas in light hatching are where at least three of the five groups placed development. Analyzing and Interpreting the Place This page shows how different interpretations and representations of data can contribute to a better understanding of different potential design scenarios. Small group work was summarized on a GIS map that served as an underlay for the diagram on the right. This diagram summarizes the small group work in a more graphic way, more in keeping with the imprecise nature of the information gathered. The information gathered became the basis for an open space and road network scenario that carries through the idea of a linear central open space corridor with develop- ment clustered on either side of it. Case Study Town Scale: A Natural -Resource Based Town Plan y C 7 N C W C W IMain Street, _ i 71 Finn Farm District C Q C.eaz.i W C 7 iN Graphic Summary Map. The GIS data was analyzed and summarized to describe how the groups were generally describing four different districts. �1 u 1% Main Street lep U Open Space and Road Network Scenario. The general information gained from the small groups was then used as a base to create several scenarios, such as this example. Three scenarios. Each column represents a different approach to achieving open space, circulation, and land use goals. Parkway Loop Scenario Neighborhood Network Scenario Co Protect and Restore Natura/ Systems Diversify and Increase the Local Economy Enhance Homes and Neighborhoods Provide Travel Options Foster Socia/ Conn e ctions 4 Parkway Scenario u..,.,..,,, ". ';7 Exploring Design Scenarios Information gained from the Lochness Neighbor- hood workshops was applied to the Meadows Neighborhoods by the staff team. Residents and the city council reviewed the illustrations and the design principles that guided each alternative, as well as associated numbers, such as acreage and unit counts. Based upon their discussion of prefer- ences, a composite scenario for this area, as well as the other neighborhoods was proposed along with a set of overarching design principles and more detailed principles for each neighborhood. Overarching Design Principles Protect natural resources. Plan for urban services throughout. Development pays infrastructure costs. Designate areas for commercial /industrial uses. Provide a diversity of residential types. Situate land uses in ways that support transit. Create an interconnected roadway network. Community Redesign '' -' Protect and Restore Natura/ Systems Diversify and Increase the Local Economy Enhance Homes and Neighborhoods Provide Travel Options Foster Socia/ Conn e ctions 4 Parkway Scenario u..,.,..,,, ". ';7 Exploring Design Scenarios Information gained from the Lochness Neighbor- hood workshops was applied to the Meadows Neighborhoods by the staff team. Residents and the city council reviewed the illustrations and the design principles that guided each alternative, as well as associated numbers, such as acreage and unit counts. Based upon their discussion of prefer- ences, a composite scenario for this area, as well as the other neighborhoods was proposed along with a set of overarching design principles and more detailed principles for each neighborhood. Overarching Design Principles Protect natural resources. Plan for urban services throughout. Development pays infrastructure costs. Designate areas for commercial /industrial uses. Provide a diversity of residential types. Situate land uses in ways that support transit. Create an interconnected roadway network. Community Redesign Moving Forward The City of Blaine submitted a comprehensive plan amendment that significantly increases the number of homes and businesses compared with their original fore- casts that assumed typical, larger lot single family residen- tial platting. By locating roadways and more intense development away from sensitive sites, the overall area can accommodate more people and preserve important natural areas and systems. Key ingredients to achieving the adoption of more sustainable development patterns were the following: Citizens had the opportunity to engage in hands-on planning and have an extended, substantive discussion about the future of their community. While some were not happy with the outcome, they were informed and involved in the process, rather than waiting until a public hearing to voice their concerns. A key result for property owners was an agreement by the current council that the costs for infrastructure improvements will be born by the development requesting the hook- up, rather than everyone in the area. City staff and elected officials could see how develop- ment could look if guided by principles that begin with an open space framework to arrange a diversity of transit -supportive land uses. These principles have guided discussions and negotiations with a large scale development that came forward during the planning process. The number of housing units increased and a greater diversity of land uses and housing types was accom- modated. The plan proposes to protect tracts of wood- lands that are adjacent to primary wetland corridors. Streets are connected, yet do not traverse high quality natural areas. The city used the numbers generated from the design scenarios to formulate infrastructure plans. The scenarios were also used to illustrate a design guide book that was part of the comprehensive plan amendment. The guide- book spells out for each neighborhood more detailed design principles organized into three categories: natural features and open space, movement systems, and land use mix. In future negotiations with developers, the guide book will be a document that communicates the intentions and desires of the community for each of the four neigh- borhoods as they develop over time. Sample Guidelines: West Meadows Neighborhood Goal for Natural Features and Open Space: Design a connected system of preserved and created natural areas and parks throughout all land uses on the site that are accessible by trails linking to other existing open spaces. )esign Principles: ......... ... • Preserve woodlands where possible. Create a system of linear lakes and larger ponds that are connected. Design a primary park as a central community amenity. Allow public access to the water along most edges. • Locate new neighborhood parks along the parkway system; include dry areas for play. Case Study Town Scale: A Natural -Resource Based Town Plan 5 Transportation ".. r . GIs SB1estroo p A—AM Il;._ Natural Resources ^y Construction Services �; Recreational Facilities Assodftn Y/ater Wastewater �anDevelopment lo ment _. R $"Landsca a Architecture �>'Q� Architecture � Land Survey i aJ: kil- L . ..i ....� t=r. F'? • .. „'�r'x" - I-V. Natural Resources Surface Water Mgmt. Plans Greenways/Corridors Ponds Inventories Water Quality Restoration Wetlands Natural Resources Inventory Goodhue County, MN Situated between the continually growing areas of the Twin Cities and Rochester, Goodhue County set out to protect its natural resources in the face of impending development. The first step toward that goal was for us to conduct an inventory of the natural communities in the Lower Wells Creek Watershed. The project is the first phase of a much larger project that we began in July 1999, in which the natural communities for all of Goodhue County - more than 488,000 acres of land - will be inventoried. This is one of the largest inventories ever to be conducted by a private company in the Upper Midwest. The watershed includes 13,500 acres. Our services included: • Infrared aerial photo delineation • On -the -ground inventory • Report with site descriptions • Natural areas management/restoration recommendations • Opportunities for additional farm income that would be compatible with maintaining quality natural communities ttp://www.bonestroo.com/nat_invent_goodhue.asp 10/29/2007 The inventory provides the Goodhue County Land Use Management Office with the technically sound information it needs to proactively identify and address potential concerns related to zoning, land use and protecting sensitive natural resources that include quality bluff prairies and a large tract of forest. The inventory also provides the Wells Creek Watershed Partnership and the Mn/DNR with information to identify potential land uses that will help diversify the local agricultural economy and strengthen the integrity of existing natural communities. A secondary goal is to restore a self- sustaining trout habitat. The project came with an extremely aggressive schedule - we were done in just three months. We also helped write the Conservation Partners Grant that helped fund the inventory. Return to Top Main Office: Bonestroo 1 2335 Highway 36 West, St Paul, MN 55113 1 (800) 880-4700 i (651) 636-4600 Terms & Conditions Cg)2006 Bonestroo Contact: Webmaster ttp://www.bonestroo.com/nat invent_goodhue.asp 10/29/2007 Planning Commission Minutes — 12/04/07 explained that Commissioner Dragsten had also noted other potential ordinance changes, which should be part of any amendment. 7. Consideration of a reauest to consider preparation of NRI Schumann provided the staff report for the NRI item, stating that the Planning Commission had received a working draft of the Monticello Comprehensive Plan update for review and comment. Schumann explained that one of the common themes in the development of the plan, particularly among citizens, was the protection, preservation and enhancement of parks and open space. As a result, the comprehensive plan presents conceptual ideas for future open space planning, including a specific chapter on Parks. The Land Use chapter references conservation design and building greenway connections within the city. The Land Use chapter also discusses strategies for incorporating conservation design into new developments, where appropriate. Schumann stated that to support the vision for open space, the Planning Framework Chapter of the Comp Plan details the completion of a Natural Resources Inventory (NRI) as a "Next Step". Schumann indicated that NRIs are defined as a set of natural resource information for a given geographic area, which most often includes a series of maps and information on land, water and air resources. In building an NRI for a community, consultants use existing data resources, such as DNR inventories, and combine them with field research and new analysis. Schumann stated that an NRI can be an important foundation tool in community planning. NRIs assist a community in defining which areas are most critical for preservation or conservation and which are best suited to traditional development patterns. Schumann discussed some of the purpose points of an NRI in terms of guiding development patterns. City staff is requesting that the Commission consider proceeding with a request for proposals for the completion of an NRI for Monticello. Schumann said that regardless of how ideas about land use change as the comp plan is completed, the identification of the resources present in the Monticello area is important in laying the groundwork for future zoning ordinance revisions and for more specific development planning. Schumann reported that the City Administrator and Community Development Coordinator support moving forward for RFP. The draft comprehensive plan specifically outlines this process as a next step in achieving the outcomes of the plan. Although the plan is still preliminary, the results of an NRI would essentially lay the groundwork for future land use planning. Schumann concluded by stating that the results would also help the Planning Commission as it undertakes the complete revision of the Zoning Ordinance, as it may consider incorporating natural resource design principles in the construction of the document. Voight stated that while he sees the value in completing the NRI, he inquired why it had not been completed prior to, or with, the comp plan. Schumann referenced that if the City had intended for the comp plan to be focused on conservation, it would have made more sense then. However, in thinking about the revision of the zoning ordinance as a stronger tool and more form -based, the timing might be ideal. Grittman agreed, stating that the way the plan appears to be set up, is to lay out the idea that if the City believes it has some remaining high-value land, it should be protected. The result is to complete the NRI. El Planning Commission Minutes — 12/04/07 Gabler asked if there is an existing NRI. Schumann stated that there are existing components of an NRI, but nothing specific for Monticello — especially in field research. Schumann stated that it is hoped that a Monticello NRI incorporates social aspects. Grittman referred to this as a cultural inventory. He cited Monte Club Hill, which obviously has natural resource aspects, but also cultural identity important to Monticello. He said that the NRI may identify those as well. Gabler asked if field research would be a component of the NRI. Schumann indicated that it will be crucial. Spartz asked if Wright County had a lot of these resources, which the City could use. Schumann stated that the NRI will pull all available information to prepare a complete picture. For example, Wright County may have great soil information, but lack good information on water resources. Grittman confirmed that there is a lot of secondary research, so part of the process is to layer all the pieces. Field research will actually help identify what is special about these places and prioritize. Schumann stated that the NRI will also help the City picture the zoning ordinance differently. The Planning Commission will be able to review and discuss developments in a more visual way. Gabler asked if the City has to spend $20,000 on the NRI. Schumann stated this was the budgeted amount, but may not be what the study actually costs. Gabler asked that no more be spent. Grittman stated that his experience is that they cost much more. It may depend on the area inventoried. Gabler asked whether Township had been approached for budget participation, Schumann stated they had not been approached, but that the idea is that the NRI would serve Monticello's urban development pattern. MOTION BY COMMISSIONER GABLER TO RECOMMEND THAT THE CITY OF MONTICELLO PROCEED WITH A REQUEST FOR PROPOSAL (RFP) FOR A NATURAL RESOURCE INVENTORY. MOTION SECONDED BY COMMISSIONER VOIGHT. Spartz inquired what the next step in the process would be. Schumann replied that staff would draw a scope and plan of work, request proposals, and then use a selection group, including a Planning Commission representative, to choose a consultant. MOTION CARRIED, 3-0. 8. MeetinLy Dates Spartz stated that as the January 1 st meeting falls on a holiday, it needed to be shifted. Schumann referenced that with HRA and EDA under merger, there is no HRA meeting scheduled for Wednesday the 2nd of January, as an option. The Commissioners agreed that the 2nd would be acceptable. Spartz asked staff to prepare date options for February and November of 2008 if needed, as the caucus and general elections are held those days, respectively. 9. Adi ourn. MOTION TO ADJOURN BY COMMISSIONER VOIGHT. MOTION SECONDED BY COMMISSIONER GABLER. MOTION CARRIED, 3-0. 5 Honorable Mayor and City Council City of Monticello August 17, 2005 Page 6 2. Please II - 2006 Improvements The following improvements would be reviewed with City staff and the City Council prior to implementation. a. Install a pedestrian flasher at either of the mid -block crossings between Fallon Avenue and CSAH 18. This should be coordinated with the School District to determine xtrhich location would be appropriate. b. ConstruCt the new path connections on the south side of School Blvd. between the two mid -block crossings and the Cardinal Hills neighborhood and between Farmstead Avenue and Country Avenue. c. Consider upgrading the bump -outs to permanent curb and Nutter bump -outs if warranted. The estimated cost for Phase II improvements would be $157,000 if permanent buunp-outs would be installed. If you have any questions or require any additional information, please call me at 763-287-7183• Attachments sin/1h !'•lhtt N1IA41!•rYtrf.Sr'rtJlt}.:91tMJl. Cern Wlyrr.lY•%wrrJ.�'ttfl+e.+•fr•w1l�•w2m (t11Crnr7 FHl'•3rl.I:.It{IF: 1((I.1NLr[ U1; 3ht rw. �-� Honorable Mayor and City Council City of Monticello August 17, 2005 Page 4 3. Flashers Similar to the bump -outs, pedestrian flashers would provide a visible indication that pedestrians are present in the area. The flashers could be used in conjunction with or without the bump -outs. They could function as pedestrian actuated or on a timer. Power for the flasher would be supplied from the existing school sign. Estiniatecl cost.: S9, 000 4. Path Connections Based on the pedestrian volumes through the corridor, two bituminous path connections were considered. These connections are on the south side of School Blvd. The first location would be the path connection between Farmstead Avenue and Country Avenue, and the second would be a connection between the existing pedestrian crosswalk at Little Mountain Elementary School and the new crossing adjacent to the high school. This path would continue south between the ponds into the Cardinal Hills Development. These pathway contlections would help complete the trail and sidewalk system in this area. Eslimated Cost: S76,000 Figure 2 illustrates the proposed alternative improvements. Conclusions Based on the existing conditions and the alternative review, the following conclusions can be made: 1. Pedestrian and traffic volume counts along the corridor indicates that traffic is continuing to grow and the pedestrian volume is significant throughout the corridor, especially between Fallon Avenue and CSAE 18. 2. Between TH 25 and Fallon Avenue, most of the pedestrians crossing School Blvd. were using the marked and striped crosswalks. 3. Between Fallon and CSA -1 18, there were several pedestrians using mid -block crossings that were not marked. 4. A significant number of pedestrians were crossing School Blvd. at the high school driveway and cutting between the ponds into the Cardinal Hills neighborhood. There were also a significant number of pedestrians crossing School Blvd. at Eider Lane directly across from the high school. f' Y1f+rum+•nn mui .tiru.uerrfmn }v....0+,tare 17J...-rJ.ti.•time�'7rnybuiu, buer�.n r-i+.•.ulf 1.' a•1/F'1Jtt-lunrelit25(1S rhe Honorable Mayor and City Council City of Monticello AE�ust 17, 2005 Page 2 2. Sianina / Pavement Markin -as There are currently a mixture of pedestrian crossing signs and school crossing signs throughout the con•idor. In addition, there are marked (striped) crosswalks at several locations in the corridor. The following locations have either marked or signed crosswalks: • Pelican Lane (across from the ball fields by Pineview Elementary) - marked, and signed. • Mid -block between Little Mountain Elementary and the High School -marked, and signed school crossing. • Fallon Avenue - marked crosswalk • Country Avenue (between Fallon Avenue and Edmondson Avenue) - marked crosswalk. • TH 25 - marked crosswalk 3. Saeed Limits The current speed limit on School Boulevard is posted at 45 m.p.h. A school speed zone is posted between CSAH 18 and Fallon Avenue, reducing the speed fi-orn 45 m.p.h. to 30 m.p.h. when children are present. A speed study is being requested to be completed by Mn/DOT to generate the speed limits on School Blvd. 4. Pedestrian Path Systems Currently there is an eight -foot bituminous path on the north side of School Boulevard from CSAH 18 to TH 25. On the south side, the path is located between Farmstead Avenue and the school crossing at Little Mountain Elementary School. In addition, there are sidewalks or pathways located on the following side streets: • CSAH 18 • Farmstead Avenue • Country Avenue • Cedar Street Figure I illustrates the existing conditions through the corridor. Alternative Analvsis Several alternative improvements were considered to improve safety and operation of pedestrians in the corridor. Each of these is discussed below: l . Suring / Pavement Marking_ s Currently there is a mixture of pedestrian crossing and school crossing signing throughout the corridor. In addition. advanced signing and crosswalk signing is not included at several crossings. f'./1c.;rmrrn�:..or(Srru..�rh.un,�rrt..�xirryr:17.1.("itUIWYr:Irny+win Maw, hu, (#LiLIUtElift-homi-a:;03.lu , J E:ga n I n t' e G H e L g..h t rrr�r• �w�r�r�r. 1, c+ �,r�r�r�wa�..r�i. t � e � r"'i�Ot�ii�t ws•i�r r ■ e .���•,+�rrT�� � r�rriwr�r�r ..>rr• ,,•� ...J' __-. _.. V,IV12 W Mim &.0.r ft r1 j 1 4 X,0 (� w `fix• IMP is L ILLS' ' -- F IST°'I r;� @ppb B! �. 1 E _ y' a �- ° * • ` 73e6o St W& � Rosemount Interpretive W ^ :/ d s a. Z";, I Corridor, 2006 f .� to -00 a+> 1�tn st w J. C,maria Tr e • iConoemare Tr m ! i l; y„f K f`�th6tE .r1t W.Qt_ _. -_ I � Northern Dakota I Rose m. o u. n: i. - r, _ o'I . 1 il.County Greenway, 2002 J 1 ' � f {'. 145th St W' � F :150th St w t - t Boulder V UMORE 'r �. f— o I► :C12 / m? Coa,es �.. _.w 1 th St W - .. � � � ■ � � � r � r �.r � w r� r � r s • � � � � rr r � r � r r r r r r r .s "- �� a `.Empire Twp. HIGHEST PRIORITY Natural areas that are the most important water quality and habitat resources in the City 1. Open water Data Sou-, r }n' ofRnern I 2, Wetlands Uuln Sm,rrr (`rR�fRo,srnrnrrul 3. A buffer up to 75' around open water and wetlands r' • D.I. Source Ctty gfR.sen a,1 lrellmrd A/mragetnent mrd F'rateenon Requirements 4. Land within the 100 and 500 year tloodplains -� Da,a Snnrcr. FEAL4 3, + 5. The area has been identified b}' the Minnesota County Biological Survey as a ' Natural Community. Dain Snnrr. Dakntn Co inn Sod and II atter Crmsen'anon District, Dakota Ca,rnty Prroray ,. .i'norral.•l rraa ` 6. Natural/semi-natural land cover* \vith at least one of the follo\rin, characteristics - a. Land with native vegetation ry?r b. Presence or habitat for a state endangered. threatened special concern plant or animal. M e Land is within 300' of a lake, stream or \cater body. .v D.w Snnrcr Dakw, Cormty Sni/ and II'mer C --n— Dal ... t. Dakm. Cnu,rn• Prior m, Yr' 'A'arurnl.cemr-natural land cover a, clars,lird rn the A/onrrent. Land Paver Clussificalinr t' Dakntn Co,arR drvrlrreJ by the A9A'UA'R Natural Areas Rosemount Natural Area Identification LOWER PRIORITY Lower priority areas are natural areas that have habitat and water quality value but have experienced some disturbance or are dominated by non-native species. The land has natural/semi-natural land cover but does not meet an,, of the criteria outlined under Highest Priorih . L)m. Snore Dakota Cnnnn' Snil and W -ler Conscn•ntmn Urslrrrt. D.kut. I ••nmh P—al, Lands identified by the Minnesota Land Covet Classification System as having the presence of man-made impen•ious surfaces but with those surfaces covering less than 25'% of the land The mminmm size for these areas to be included is 50 acres. Dal. Snu•re Al.\' Ue•/�nnmrn, n1.4'mr,ral Rrsmrrer.s..4Yinnesn,n land C'nrrr i'luxs f cuonn S,a,em Other areas with significant tree cover. Dwa So,rrrr Cth'ofRasenrou„l Safi OTHER NATURAL AREA AND GREENWA Y PLANNING EFFORTS Mississippi River Greenway, 2001 Dana Source: Hosinglon Koegler Croup Northern Dakota County Greenway, 2002 Data Source: Dakota C'ounn- So✓! and Warm Conservation Dlsmo Rosemount Interpretive Corridor, 2006 Dara Source" Husington Koegler Group 2 , ti j a ;:. i/off off 145th St E bro IMississippi River Greenway r' L Strategic Plan, 2001 -/ ; r• —^ -- — — 4 fto f 2 160th St E �� ■ �'`1�f No Ver million Tu'p. rlo°� 1 INFORMATIONAL ITEMS -r I City Boundary Publicly Held Land --- Railroad t — Major Land Holders, UMORE & Flint Hills Resources Natural / Seminatural Land Cover in Adjacent Communities Open Water Section Lines October 5, 1-006 1,500 750 0 Feet 0.5 1 Miles 03 Hoisington Koegler Group, inc. _ s •" �` -�- Q Air - or oku 4, ' LL j. . 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