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City Council Agenda Packet 09-27-2010AGENDA REGULAR MEETING – MONTICELLO CITY COUNCIL Monday, September 27, 2010 – 7 p.m. Mayor: Clint Herbst Council Members: Tom Perrault, Glen Posusta, Brian Stumpf, Susie Wojchouski 1. Call to Order and Pledge of Allegiance 2A. Approval of Minutes – September 13, 2010 Regular Meeting 2B. Approval of Minutes – September 13, 2010 Special Meeting 3. Consideration of adding items to the agenda 4. Citizen comments, public service announcements and Council updates a. Citizen Comments: b. Public Service Announcements: 1) Business Expo (10/3) 2) Candidate Forums (10/6 & 10/18) 3) Leaf Pickup (11/13) 4) Coalition of Utility Cities (CUC) presentation c. Staff Updates: 1) School Blvd Lighting Project 5. Consent Agenda: A. Consideration of approving new hires and departures for City departments B. Consideration of adopting Resolution #2010-59 to accept contribution from Tom Perrault C. Consideration of appointing two additional election judges for the 2010 elections D. Consideration of establishing new monthly meeting date for FiberNet Advisory Board E. Consideration of a request for a Conditional Use Permit for Open and Outdoor Storage in an I-2 (Heavy Industrial) District Applicant: All Elements, Inc. F. Consideration to approve an amendment to the 2010 City of Monticello Zoning Map Applicant: City of Monticello G. Consideration of adopting Resolution #2010-60 declaring costs to be assessed, ordering preparation of assessment roll and calling for a public hearing on October 25 to adopt assessments for the 2010 Street Reconstruction, City Project No 10C001 H. Consideration of authorizing City staff to coordinate safety improvements at the intersection of Cedar Street and Dundas Road I. Consideration of accepting quotes and awarding contract for gathering GPS data points for FiberNet Monticello J. Consideration of approving an on-call policy for FiberNet Monticello technicians K. Consideration of accepting quotes and approving contract for a roof replacement at the control building for the water reservoir located at 207 Chelsea Road East L. Consideration of approval to draw on Letters of Credit 399 and 400 from MinnWest Bank securing Quad Development 6. Consideration of items removed from the consent agenda for discussion 7. Consideration of accepting a Live Wright grant award prepared and submitted by City staff 8. Consideration of approving quotes and authorizing caulking repairs to the Monticello Community Center building 9. Added Items 10. Approve payment of bills for September 27th 11. Adjournment CityCouncilAgenda:09/27/10 1 5A.ConsiderationofapprovingnewhiresanddeparturesforCitydepartments (TE) A.REFERENCEANDBACKGROUND: TheCouncilisaskedtoratifythehiringanddeparturesofemployeesthathaveoccurred recentlyinthedepartmentslisted.ItisrecommendedthattheCouncilofficiallyratifythe hiring/departureofalllistedemployeesincludingpart-timeandseasonalworkers. A1.BudgetImpact:(positionsaregenerallyincludedinbudget) A2.StaffWorkLoadImpact:Ifnewpositions,theremaybesometraining involved.Ifterminatedpositions,existingstaffwouldpickupthosehours,as needed,untilreplaced. B.ALTERNATIVEACTIONS: 1.Motiontoratifythehire/departuresoftheemployeesasidentifiedontheattached list. 2.Motiontodenytherecommendedhiresanddepartures. C.RECOMMENDATION: BystatutetheCityCouncilhastheauthoritytoapproveallhires/departures.Citystaff recommendsAlternative#1,fortheCounciltoapprovethehiresand/ordeparturesas listed. D.SUPPORTINGDATA: Listofnew/terminatedemployees Name Title Department Hire Date Class Brian Rousselow Fall/Winter Parks Worker Parks 9/20 Seasonal Name Reason Department Last Day Class NEW EMPLOYEES TERMINATING EMPLOYEES 5A Council_employee list 2010 Revised: 9/23/2010 CityCouncilAgenda:09/27/10 1 5B.ConsiderationofadoptingResolution#2010-59toacceptcontributionfromTom Perrault (CS) A.REFERENCEANDBACKGROUND: TomPerraultiscontributing$250forSeptembertogointotheGeneralFund.As requiredbystatestatute,iftheCityacceptsthedonationoffunds,theCityCouncilneeds toadoptaresolutionspecifyingtheamountofthedonationanditsuse. A1.BudgetImpact:None A2.StaffWorkloadImpact:Staffaccountsforandreconcilesdonationscontributed throughtheCity. B.ALTERNATIVEACTIONS: 1.Approvethecontributionsandauthorizeuseoffundsasspecified. 2.Donotapprovethecontributionsandreturnthefundstothedonors. C.STAFFRECOMMENDATION: Staffrecommendationistoadopttheresolutionacceptingthecontributions. D.SUPPORTINGDATA: ResolutionNo.2010-59 CityofMonticello RESOLUTIONNO.2010-59 APPROVINGCONTRIBUTIONS WHEREAS,theCityofMonticelloisgenerallyauthorizedtoaccept contributionsofrealandpersonalpropertypursuanttoMinnesotaStatutesSections 465.03and465.04forthebenefitofitscitizensandisspecificallyauthorizedtomaintain suchpropertyforthebenefitofitscitizensinaccordancewiththetermsprescribedbythe donor.SaidgiftsmaybelimitedunderprovisionsofMNStatutesSection471.895. WHEREAS,thefollowingpersonsandorentitieshaveofferedtocontribute contributionsorgiftstotheCityaslisted: DONOR/ENTITYDESCRIPTIONVALUE TomPerraultCash$250 WHEREAS,allsaidcontributionsareintendedtoaidtheCityinestablishing facilities,operationsorprogramswithinthecity’sjurisdictioneitheraloneorin cooperationwithothers,asallowedbylaw;and WHEREAS,theCityCouncilherebyfindsthatitisappropriatetoacceptthe contributionsoffered. NOWTHEREFOREBEITRESOLVED bytheCityCouncilofMonticelloas follows: 1.ThecontributionsdescribedaboveareherebyacceptedbytheCityof Monticello. 2.Thecontributionsdescribedabovewillbeusedasdesignatedbythe donor.Thismayentailreimbursingorallocatingthemoneytoanother entitythatwillutilizethefundsforthefollowingstatedpurpose: DONOR/ENTITYRECIPIENTPURPOSE TomPerraultCityofMonticelloGeneralfund(Sept) AdoptedbytheCityCouncilofMonticellothis27thdayofSeptember,2010. CITYOFMONTICELLO ______________________________ ClintHerbst,Mayor ATTEST: ______________________________________ JeffO’Neill,CityAdministrator City Council Agenda: 09/27/10 1 5C. Consideration of appointing two additional election judges for the 2010 elections (CS) A. REFERENCE AND BACKGROUND: City Council previously approved the appointment of a number of election judges to serve at primary and general elections and with absentee voting. We received two more applications from Monticello residents that are interested in serving as a judge and are attending election judge training. We may need additional judges for the General election and it is planned to utilize these two. Council is asked to approve the following individuals to add to the roster of election judges: Diane Peters – 1120 Sandy Lane Frank Opay – 100 Hillcrest Rd A1. Budget Impact: Election judge compensation is included in the 2010 budget. A2. Staff Workload Impact: None. B. ALTERNATIVE ACTIONS: 1. Motion to appoint additional 2010 election judges as listed. 2. Motion to deny appointment of extra election judges. C. STAFF RECOMMENDATION: City staff recommends Alternative #1. These residents are interested in serving and have already signed up to attend training on October 5th, making them good candidates for election judges. They will be assigned shifts at the General election. D. SUPPORTING DATA: none City Council Agenda: 09/27/10 1 5D. Consideration of establishing new monthly meeting date for the FiberNet Advisory Board (DP) A. REFERENCE AND BACKGROUND: City Council is asked to approve a change in the regular monthly meeting date for the FiberNet Advisory Board. Currently, they meet on the first Tuesday of each month. The suggested change is to switch to the Tuesday immediately following the first Council meeting of each month. The FiberNet Advisory Board did vote at the September 7th meeting to recommend this change to the full City Council, with the change going into effect in November. A1. Budget Impact: none A2. Staff Workload Impact: none B. ALTERNATIVE ACTIONS: 1. Motion to set the regular monthly meeting date of the FiberNet Advisory Board as the Tuesday immediately following the first Council meeting of each month, effective November 2010. 2. Motion to deny making a change to the regular meeting date of the FiberNet Advisory Board. C. STAFF RECOMMENDATION: City staff recommends Alternative #1. The proposed date works better with the schedules of staff and advisory board members. The new meeting date would go into effect with the October meeting, which would be November 9th at 6 p.m. D. SUPPORTING DATA: none CityCouncilAgenda:09/27/10 1 5E.ConsiderationofarequestforaConditionalUsePermitforOpenandOutdoor StorageinanI-2(HeavyIndustrial)DistrictApplicant:AllElements,Inc.(AS) A.REFERENCEANDBACKGROUND: AllElements,Inc.hasappliedforaConditionalUsePermitforOpenandOutdoor Storagetoallowforthestorageofvehiclesintherearyardofthe1347DundasCircle property.Thesubjectsiteisapproximately1.21acresinsizeandiszonedI-2,Heavy Industrial. ThePlanningCommissionheldapublichearingonthisrequestonSeptember7th, 2010.ThePlanningCommissiontooknopubliccommentontherequest,butdid clarifythattheapplicantwouldbewillingtoprovideaproofofparkingplanin ordertosatisfytheCuprequirements.Theapplicant’srepresentativealsoclarified thataccesstothestorageareawouldbethroughagateadjacenttothepavedarea onthenorthsideofthesite.Inacommentreceivedfromanadjacentproperty ownerpriortotheCouncilmeeting,itwasrecommendedthattheapplicantutilize thecrushedconcreteoracrushedgranitesurfacingratherthanClass5.(The applicanthadspecifiedanintenttoutilizeeithercrushedconcreteorClass5.)This conditionhasbeenaddedtoExhibitZ. ANALYSIS TheapplicantisrequestingaCUPforOpenandOutdoorStoragetoallowexterior storageoftrailersandequipmentrelatedtotheirprimaryuseasaroofingcontracting company.Theapplicantisproposingtofenceandsurfacetheirrearyardforthis purpose,encompassingaspaceofapproximately10,400squarefeet.Basedonresearch ofCityandCountyrecords,thereiscurrentlynoconditionalusepermitinplaceonthe site. Inadditiontotheoutdoorstoragearea,thesiteincludesaconcreteparking/loadingarea onthenorthsideofthepropertyandabuildingapproximately10,503squarefeetinarea. AccessisprovidedviaDundasCircleandfromDundasRoad. ThepropertyisborderedinalldirectionsbypropertiescurrentlyzonedI-2. ConditionalUsePermit.Openandoutdoorstorageispermittedasaconditionalusein theI-2District,providedthat: 1.Theareaisfencedandscreenedfromviewofneighboringresidentialusesor,if abuttingaresidentialdistrict,incompliancewithChapter3,Section2[G],ofthis ordinance. Comment:Thesitedoesnotabutanyresidentialusesorresidentiallyzoned property. CityCouncilAgenda:09/27/10 2 2.Storageisscreenedfromviewfromthepublicright-of-wayincompliancewith Chapter3,Section2[G],ofthisordinance. Comment:Thestorageareaisproposedtobesurroundedbyan8’steelfence,The siteplanillustratesthatthefencelineisproposedtoplaceduptothepropertyline. However,adrainageswaledoesexistontheproperty,andassuch,theCityEngineer willneedtoapprovethefinalplacementofthefencerelativetothedrainageand utilityeasementandthisswale.Additionally,theheightofthefencerequiresa buildingpermittoverifystructuralintegrity.Theapplicant’snarrativenotesthatthe fencewillbeconstructedofsteelsimilartotheexistingbuilding,andwillbeofa similarcolor. 3.Storageareaisgrassedorsurfacedtocontroldust. Comment:Thestorageareaisproposedtobesurfacedwithcrushedconcreteor Class5,whichmeetstheintentofthisprovision.Inacommentreceivedfroman adjacentpropertyownerpriortotheCouncilmeeting,itisrecommendedthatthe applicantutilizethecrushedconcreteoracrushedgranitesurfacing.Theapplicant mayneedtospraythesurfacingoccasionallyinthesummermonthstopreventexcess dustwithfrequentvehiclemovement. 4.Alllightingshallbehoodedandsodirectedthatthelightsourceshallnotbevisible fromthepublicright-of-wayorfromneighboringresidencesandshallbein compliancewithChapter3,Section2[H],ofthisordinance. Comment:Noadditionallightingisproposedforthesiteaspartoftheproject.Ifat anytimeadditionallightingisproposed,saidlightingshallberequiredtocomply withChapter3,Section2HoftheZoningOrdinance. 5.TheprovisionsofChapter22ofthisordinanceareconsideredandsatisfactorilymet. Comment:Chapter22requiresthattheapplicantconformtothestandard ConditionalUsePermitprocess. ParkingandLoading.Theexistingbuildingincludesofficeandwarehouseuses. Currently,thesiteincludes19totalstripedparkingspacesandanapproximately4,000 squarefootsurfacedareaonthenorthernportionofthesite.Thecurrentparking requirementforofficeusesisthreespacesplusonespaceforeach200squarefeetof grossfloorarea(minus10percent).Theparkingrequirementfor manufacturing/warehouseusesisatleasteight(8)spacesplusone(1)spaceforeachtwo (2)employeesoneachshiftbasedonmaximumplannedemploymentorataminimumat leasteight(8)spacesplusone(1)spaceforeachfivehundred(500)squarefeetoffloor area. Basedoninformationprovidedbytheapplicant,theparkingrequirementforthesiteisas follows: CityCouncilAgenda:09/27/10 3 UseFloorAreaSpacesRequired OfficeSpace2100squarefeet12spaces Warehouse/Storage8305squarefeet24spaces TotalRequired 36spaces Asillustrated,theserawnumberswouldrequire36totalspaces.However,thelarge surfacedareatothenorthcouldbepavedandstripedforproofofparkingto accommodatethebalanceoftherequiredparkingstalls(17).Asconditionofapproval, theapplicantshouldprovideasiteplanillustratingproofofparkingonsitesufficientto meetparkingrequirements.Thisconditionisadequategiventhattheprimaryuseofthe facilityinvolvesemployeeswhoworkoff-site,andthatadditionalimpervioussurfacing giventhistypeofwarehouse(notmanufacturing)useisnotrecommended. Theapplicanthasindicatedthatitistheirintenttoprovideanaccesstotheenclosed storageareaatthenorthwestcorner.Theapplicantisaskedtoverifythatthegatewill opentothepavedarealeadingtotheDundasCircleaccess. A1.BudgetImpact:None. A2.StaffWorkloadImpact:None. B.ALTERNATIVEACTIONS: ThePlanningCommissionrecommendsAlternative1below. RegardingtherequestforaConditionalUsePermitforOpenandOutdoorStorage,the Cityhasthefollowingoptions: 1.MotiontoapprovetherequestforaConditionalUsePermitforOpenandOutdoor Storagefor1347DundasCircle,basedonafindingthattheproposeduseis consistentwiththeconditionsofapprovalandtheperformancerequirementsfor theI-2District,subjecttotheconditionsoutlinedinExhibitZ. 2.MotiontodenytherequestforaConditionalUsePermitforOpenandOutdoor Storage,basedonafindingthattheproposeduseisnotconsistentwiththe performancerequirementoftheI-2District. C.STAFFRECOMMENDATION: CitystaffrecommendsAlternative#1.Theproposeduseisconsistentwiththeconditions ofapproval,andtheintentoftheI-2District.Staffrecommendsapproval,subjecttothe conditionsoutlinedinExhibitZ. CityCouncilAgenda:09/27/10 4 D.SUPPORTINGDATA: ExhibitA:ApplicantNarrative ExhibitB:SiteLocationMap ExhibitC:SitePlan ExhibitD:SitePhotos ExhibitE:ZoningMap(seeitem7) ExhibitZ:Conditionsofapproval All Elements Inc. 14400 James Rd Phone: 763.493.5928 Suite B Fax: 763.493.4262 P.O. Box 186 Email: aei@allelementsinc.net Rogers, MN, 55374 Web Site: allelementsinc.net License #: 20323540 August 3, 2010 Page 1 of 1 All Elements Inc was established in 2002 in the home of John and Tara Thurber located in Crystal, MN. All Elements is a roofing contractor who specializes in commercial. In 2003 All Elements Inc. grew to the point where it needed office and warehouse space. All Elements Inc. found a great starter space for the office warehouse in Brooklyn Park. In 2006 the need again arose for more space. This time moving to Rogers was the answer since it was closer to John and Tara who had moved to Monticello in January of 2006. All Elements Inc has continued to grow due to our commitment to our customers and our community. All our employees take great pride in making sure we always fulfill our commitments to our customers, suppliers, and project partners. With the continued growth we have decided to purchase a property in Monticello and make it the permanent home to All Elements Inc. Upon deciding on the property on Dundas Circle we immediately noticed the need to have an enclosed area to store trailers and equipment out of sight. We are proposing a wood framed 8 ft tall fence with steel exterior to look like the existing building. We are planning to use 6 x 6 posts with 2 x 6 cross members. The steel exterior will be the same Tan color as the existing building and be fastened using colored screws to give it a better longevity and looks than nails. The fence will run along Dundas Road to the West property line then North to the Northern most property line the East to the edge of the concrete drive. We plan to put a gate from the Northwest corner of the building to the new fence. The fenced area will have Class 5 or concrete regrind within its borders allowing it to be driven on yet be a permeable surface. nk you, 161:0 MN John and Tara Thurber. El El Roads CSA11C1 CTYCL d MUNiCL PR AtATLCL ff Trent. Ott, imam-wt.:1 Slate 1 Iwy Alt US I Irry Wright County, MN ebeacon 7 " Date Created: 7/29/2010 Map Scale: 1 in = 100 ft Last Data Upload: 7/29/2010 7:34:01 AM developed by The Schneider Corporation Sc hne ider wNw.SChneidercorp.c.fam B.M. 30 DENOTES: • IRON MONUMENT FOUND 1/2 INCH BY 14 INCH . WITH A PLASTIC CAP k 0 0 0 .01EX IS TING GROUND CONTI 000 Q EXISTING GROUND SPAT EXISTING LOT 1, BLOCK 1. OAKWOOD INDUSTRIA WRIGHT COUNTY, MI . % Tir1 171'$ ONLY EASEMENTS ON RECORD PLAT "?.-4 Ill UNLESS ADDITIONAL DOCUMENTA T. TA -NA 114. RECORD ARE ,PROVIDED TO US. CIS -A tt1.4 I 960 fa - — 4k>., ' :- ,•,:,..,::-!•,.•••,. . . . . -''''f""e:,..or if-F!r.,•":--"---- -""----",' •••••-• ' -:---',...' ?:•.=.' • • " • 7.1.77,1,,, e 'r , HYDF1ANT 64TE eit VALVE 4tut CENTERLINE A5 TRAVELLED 15 IN. R. C .P. SANITARY SEWER SANITARY SEWER MH. TOP CASTING EL 957.9 INVERT ELEV 941 . 4 DUNDAS 12 48, CM P. • 4 • 10 IN, PPP, KAT:4R4444# 7 v 4;I SANITARY SEWER MH. TOP CASTING El- 959,7 INVERT ELEV # 942.5 wow 4/,"c c="- Ca C 41 7/4 G/4-f-f:r.14,41n 44./..4./ ‘t.f7ke'is G C I hereby certify that this survey. p by me or under my direct supervis Registered Land Surveyor under t Minnesota. '29LVZ/a:4') :-4,4‘1- BENCH MARK: TOP NUT OF HYDRANT LOCATED AT THE SW CORNER OF LOT _I, BLOCK 1. ELEVATION = 960.94 FEET !"b$ !"b$ !"b$ !"b$ Sg ?¾A@ ?¾A@ SÊ SÊ S} S} 9 0th St S E Fenning Ave NE Mississippi River M is sis s i p p i R i v e r O tte r C r e e k FirstLake MudLake R1 AO ¹ 0 1,200 2,400Feet Legend PERIMETER Lakes CityBoundary Parcels Zoning Districts Agriculture - Open Space Single Family Residential Single Family Residential - A Single Family and 2 Family Residential Single Family and 2 Family Residential - A Medium Density Residential Mobile Home Park Residential Planned Unit Development Performance Zone - Residential Performance Zone - Mixed Neighborhood Business Limited Business Highway Business Regional Business Central Community District Light Industrial - A Light Industrial Heavy Industrial Public - Semi-Public PUD AO R1 R1-A R2 R2-A R3 R4 PZ-R PZ-M B1 B2 B3 B4 CCD I1-A I1 I2 PS PUD     ExhibitZ ConditionsofApproval 1347DundasCircle 1.Theapplicantshallrevisethesiteplantoillustrateproof-of-parkingfor17additional stallsasnotedinthePlanningCommissionreportdate9/7/10. Theapplicanthasprovidedtheprooforparkingplanasrequested.Attachedas exhibit. 2.Applicantistoverifyexactlocationofproposedgateonthesiteplan. Theapplicanthasverifiedthatthegatewillbelocatedatthenorthernportion ofthesiteandaccessiblefromtheexistingconcretepavedarea.Attachedas exhibit. 3.Applicantistoverifythestatusoflineofevergreentreesintherearyardofthesite relativetotheoutdoorstorage. 4.Allmaterialsstoredoutsideonthesiteshallbestoredwithinthefencedstorageareaatall times. 5.Theapplicantshallutilizecrushedconcreteoracrushedgranitesurfacingfortheoutdoor storagearea. 6.TheproposedfencelinewillnotencroachintotheDundasRoadorDundasCirclerightof way. 7.Theapplicantsshallapplyforabuildingpermitfortheproposedfence.TheCUPis subjecttoapprovaloftheproposedfence. 8.TheCityEngineerwillapprovethefinalplacementofthefencerelativetothedrainage andutilityeasementandthedrainageswaleonsite. CityCouncilAgenda:09/27/10 1 5F.Considerationtoapproveanamendmenttothe2010CityofMonticelloZoning Map.Applicant:CityofMonticello (AS) A.REFERENCEANDBACKGROUND: ThePlanningCommissionisaskedtorecommendadoptionofanamended2010Cityof MonticelloZoningMap. SincethePlanningCommission’sinitialreviewofthemapstaffhasfoundthatthereare locationswherezoningdesignationswereincorrectlyshown.Theseincludethe designationfor307ChelseaRoad,whichshouldbeshownasI-1A,andtheadjacent parceltotheeast,whichshouldbeshownasB-4.(LetterA,ExhibitB)Thismis- classificationwasmadeprimarilyduetothefactthattheunderlyingparcelmapwasnot currentbasedonCountyrecords. StaffhasalsomadeacorrectionintheareaofOtterCreek,wherepropertyhasbeen annexedandneedstoreflectanA-Ozoningclassification.(LetterB,ExhibitB) Inmakingtheseclarifications,staffhasfoundotherportionsofthemapthatrequire clean-up.Theseareareaswherethezoningshapedidnotmatchtheparcellines. ItisnotedthattheZoningMapwillbefurtheramendedaspartoftheZoningCode revisionproject.However,asMonticello’scodeindicatesthatthemapactuallycontrols theactualzoningdesignationofaproperty,theCityAttorneyrecommendsadoptingthis updatedmap. A1.BudgetImpact:Minorconsultingengineeringcostsforthemaprevisionswere incurred. A2.StaffWorkloadImpact:None. B.ALTERNATIVEACTIONS: 1.Motiontoapproveanamendmenttothe2010CityofMonticelloZoningMap. 2.Motiontodenyanamendmenttothe2010CityofMonticelloZoningMap. C.STAFFRECOMMENDATION: CitystaffrecommendsAlternative#1.Theseamendmentsareessentiallyhousekeeping itemstoclarifypreviousformalCityactionordecisionsonzoningclassifications. D.SUPPORTINGDATA: ExhibitA:Current2010ZoningMap ExhibitB:Proposed2010ZoningMap R1 I2 R1 B3 R1 I2 R1 AO R2 CCD B4 I1 I1-A R2 R2 PZ-M R1 R1 B4 B4 R1 R1 B4 R1 R2 R1 R1 R4 B3 B2 PZ-M R-1A R1-A I1-A I1 R3 R2 R-2A R3 PZ-M R2 PS R2 R2A AO R2 R2 AO B3 I1 R3 R-PUD PZ-M R1 PZ-M PS PZ-M PZ-M R2 R1 PZ-M B3 B1 B2 B4 R-PUD PS PS R-2 R2 B3 R1 R1 R1 I1-A I-2 R4 AO R1 B4 B4 B4 R1 B4 R1A R4 AO R1A I2 B4 AO 90 th S t SE Fe nn i ng A v e N E M i s s i s s ip pi R iv er M i s s i s s i p p i R i v e r Otter C r e e k First Lake Mud Lake R1 AO 01,2002,400600 Feet Legend Lakes CityBoundary Parcels Zoning Districts Agriculture - Open Space Single Family Residential Single Family Residential - A Single Family and 2 Family Residential Single Family and 2 Family Residential - A Medium Density Residential Mobile Home Park Residential Planned Unit Development Performance Zone - Residential Performance Zone - Mixed Neighborhood Business Limited Business Highway Business Regional Business Central Community District Light Industrial - A Light Industrial Heavy Industrial Public - Semi-Public PUD AO R1 R1-A R2 R2-A R3 R4 PZ-R PZ-M B1 B2 B3 B4 CCD I1-A I1 I2 PS PUD     !"b$ !"b$ !"b$ !"b$ Sg ?¾A@ ?¾A@ SÊ SÊ S} S} 9 0th St S E Fenning Ave NE Mississippi River M is sis s i p p i R i v e r O tte r C r e e k FirstLake MudLake R1 AO ¹ 0 1,200 2,400Feet Legend PERIMETER Lakes CityBoundary Parcels Zoning Districts Agriculture - Open Space Single Family Residential Single Family Residential - A Single Family and 2 Family Residential Single Family and 2 Family Residential - A Medium Density Residential Mobile Home Park Residential Planned Unit Development Performance Zone - Residential Performance Zone - Mixed Neighborhood Business Limited Business Highway Business Regional Business Central Community District Light Industrial - A Light Industrial Heavy Industrial Public - Semi-Public PUD AO R1 R1-A R2 R2-A R3 R4 PZ-R PZ-M B1 B2 B3 B4 CCD I1-A I1 I2 PS PUD     CityCouncilAgenda:9/27/10 1 5G.ConsiderationofadoptingResolutionNo.2010-60declaringcoststobeassessed, orderingpreparationofassessmentroll,andcallingforapublichearingtoadopt assessmentsfor2010StreetReconstruction,CityProjectNo.10C001 (BW/WSB) A.REFERENCEANDBACKGROUND: Thepreliminaryassessmentrollsforthe2010StreetReconstructionproject,including Area4AandPrairieRoad,mustbeupdatedtoreflectCouncil’spreviousmotions regardingcoststobeassessed,includingtheconsiderationofusingactualconstruction costsversusestimatedorbidcostsinadoptingfinalassessmentrates. InaccordancewithMinnesotaStatute429,inordertobondforthisprojecttheCity Councilmustholdapublichearingpriortoawardingacontractforconstructionofthe improvements.HearingswereconductedonFebruary22,2010forthebaseprojectplus alternates#1,#3,#5and#6,onMay24,2010foralternate#4,andonJune14,2010for alternate#2.Inaddition,Councilmustconductanassessmenthearingatthecompletion oftheproject. WrightCountyrequiresthatassessmentsbecertifiedtotheCountyAuditorbyNovember 30,2010forcollectiononnextyear’staxes.Thisdeadlinecanbemetbycallingforthe assessmenthearingtobeheldattheOctober25,2010Councilmeeting.Byconducting theassessmenthearingonOctober25,adequatetimeforpublicationandmailingof noticeswillbeprovidedtosatisfytherequirementsforpublicimprovementprojectsin accordancewithMinnesotaStateStatutesChapter429. Althoughconstructionoftheprojectisnotyetcomplete(about50%ofthecontract amounthasbeenpaid),allactualconstructioncostsknowntodatehavebeencalculated andanyoutstandingprojectcostswerethenestimatedinordertomeettheassessment hearingdeadlinesperStateStatute.Thetablebelowidentifiesthecostsofthebasebid pluseachalternatebiditemasestimatedbytheengineer,asbidbythecontractorthatthe projectwasawardedto,andasconstructedtodate.Indirectcosts,whichinclude engineering,materialtesting,administration,legal,andfinancingcosts,arecurrently estimatedat$519,517,whichtotalsapproximately22%oftheestimatedfinal constructioncost. Engineer’s Estimate Redstone’s Bid Estimated Final Construction Cost BaseBid Area4A&PrairieRoad $2,519,137.75$2,165,392.38 $2,040,850 (includes $19,000for workrequested byprivate property owners) CityCouncilAgenda:9/27/10 2 Alternate#1 WalnutStconnectiontoRiverSt $49,715.80 $38,960.59 Notapproved Alternate#2 ThirdStPkgLotReconstruction $74,091.00$62,340.40 $73,540 (includes $11,200for workrequested byprivate property owners) Alternate#3 ChestnutLiftStationWetWell $113,026.30$143,329.99$143,330 Alternate#4 WalnutSt-RiverSttoFrontSt $22,965.00$23,977.40 $16,280 Alternate#5 ParWestPkgLotReconstruction $18,725.00$22,269.00$22,269 Alternate#6 PrairieRdSidewalk $54,217.00$45,070.50$46,370 TOTALCOSTS BaseBid+ApprovedAlternates $2,802,162.05$2,462,379.67$2,342,639 ThisprojectisinitiallybeingfundedthroughGeneralObligationbondswhichwillbe paidbackthroughacombinationoffundingsourcesincludingstateaidfunds;street reconstructionfunds;stormsewer,sanitarysewerandwatertrunkfunds;andassessments toadjacentbenefitingproperties.Benefitingresidentialpropertieswillbeassessedfor streetimprovementsandsidewalkimprovementsusingflatratesforeach,regardlessof thesizeorlocationofthepropertyorthenumberofaccesses.Theresidentialrate preliminarilyapprovedbyCouncilwas$3,800perpropertyforstreetimprovementsand $153perpropertyforsidewalkimprovementsonPrairieRoad.Benefitingnon- residentialpropertieswillbeassessedforstreetimprovementsonafront-footbasis.The non-residentialratepreliminarilyapprovedbyCouncilwas$80perfrontfootforstreet improvements,and$12perfrontfootforsidewalkimprovements,whicharetheCity’s currentstandardnon-residentialrates. Thepreliminaryresidentialstreetassessmentrateapprovedforthisprojectincorporateda 5%peryearincreaseovertheratesassessedforthe2007StreetReconstructionproject. Thesidewalkassessmentratewassetsothatresidentswouldpayfor25%ofthesidewalk costsdirectly,withtheCitypickinguptheremaining75%. Uponapprovingthepreliminaryassessmentratesforthisyear’sproject,Councilnoted thattheywantedtolookatreducingthepreliminaryratesbasedonactualconstruction costs,assumingthattheconstructioncostswouldbelowerthantheengineer’sestimate. Basedonthefinalestimatedconstructioncosts,itappearsthatconstructioncostswill likelybelessthanoriginallyestimatedsoCouncilmaybeabletoreduceoneofmoreof theassessmentrateswhilestillmeetingthe20%assessmentthresholdrequiredbyState Statute.Thatsaid,staffdoesnotrecommendloweringtheresidentialrateforstreet CityCouncilAgenda:9/27/10 3 assessmentssincethepreliminaryrateapprovedbyCouncilisalreadyabout50%less thanwhatothercomparablecitiesassesstheirresidentsforsuchprojects.Andinlightof theever-increasingbudgetdeficitsthatlocalgovernmentsarefacing,staffwould recommendincreasingresidentialstreetreconstructionassessmentratesonfuture projects,whichcanbeexploredinmoredetailwhenthenextstreetreconstructionproject isproposed. Regardingresidentialsidewalkassessmentrates,staffwouldalsonotrecommend loweringtheseratesforthesamereasonsstatedabove.Itshouldbenotedthoughthatthe estimatedsidewalkassessmentsalongPrairieRoad,basedonthebidprices,is$110per unit.Theestimateinthefeasibilityreportwas$153perunit.Thesidewalkassessment includespropertiesintheneighborhoodsadjacenttoPrairieRoad(i.e.thesidestreets) sinceallofthesepropertiescanaccessthesidewalkregardlessifitfrontstheirproperty andwheretheyhavenoalternativepedestrianaccess. Regardingnon-residentialrates,thepreliminaryrateof$80perfrontfootwasusedon severalrecentprojectsandbeforethatthisratewasincreasedannuallybasedonthe constructioncostindexsostaffbelievesthisratetobereasonable.However,becausethis projectreceivedfavorablebids,about9%belowtheengineer’sestimateforthe constructionofstreetimprovements,staffwillreviewthisratebeforetheassessment hearingtomakesureitremainsreasonable. Theproposedfundingsplitsusingthepreliminaryapprovedassessmentratesof$3,800 perresidentialunitand$80pernon-residentialfrontfootageforstreetassessments,and $153perresidentialunitforsidewalkassessments,isasfollows: Assessments..........................................$563,347 StateAidFunds.....................................$395,397 StreetReconstructionFund...................$372,217 StormSewerTrunkFund......................$344,711 WatermainTrunkFund.........................$305,000 SanitarySewerTrunkFund..................$783,643 Total$2,756,634* *Thetotalcostincludes$15,501forinstallationoftheBNSFsurfacecrossingmaterial forthesidewalkalongPrairieRoad. Thetotalproposedassessmentamountis20.6%ofthetotalprojectcosts,including indirectcosts,whichjustmeetstherequiredminimumthresholdsetbyStateStatute. TheabovefundingsplitsdonotincludeassessmentsfortheThirdStreetparkinglot reconstructionsincetheassessmentratesfortheseimprovementshavenotyetbeen finalized.AsCouncilmayrecall,staffwasdirectedtoworkwiththepropertyowners benefitingfromtheseimprovementstodetermineanequitableassessmentprogram, whichwillbepresentedindetailattheAssessmentHearing.BasedonCouncil’smotion atthePublicHearingfortheseimprovements,thepropertyownersaretobeassessed CityCouncilAgenda:9/27/10 4 60%ofthecostsforthiswork. TheestimatedfundingsplitsfortheThirdStreetparkinglotreconstructionaretherefore asfollows: Assessments..........................................$44,124 CityFunds(TBD).................................$29,416 Total$73,540 TheParWestParkingLotimprovementsarenotreflectedinanyoftheabovetablessince theseimprovementsaretobefundedusingParkfunds. CouncilshouldnotethatseveralprivatepropertyownersrequestedthattheCity’s contractorcompleteadditionalworkontheirprivateutilityservicesand/ordriveways duringtheprojectatthepropertyowner’sexpense.Whencontractorsareagreeableto this,theCitytypicallyaccommodatessuchrequestswhencompletingstreet reconstructionprojects,thereforetheextraworkwascompletedasrequestedandthose propertyownerswillbeassessed100%forthework.Thesecostswillbepresentedin detailattheAssessmentHearing,butasoftodaythisworktotalsapproximately$19,000 forworkcompletedinArea4AandonPrairieRoad,andanother$11,200forrepaving privateparkingareasbehindthreeofthebusinessesabuttingtheThirdStreetparkinglot. Thesecostsarereflectedinthetotalprojectandassessmentscostsshownabove,aswell asinResolutionNo.2010-60. A1.BudgetImpact:TheCity’sshareoftheprojectfundingwilldependonthefinal assessmentratesapprovedbytheCityCouncil. A2.StaffWorkloadImpact:Impactstostaffworkloadareanticipatedtobe minimal. B.ALTERNATIVEACTIONS: 1.MotiontoadoptResolutionNo.2010-60declaringcoststobeassessed,ordering preparationofassessmentroll,andcallingfortheassessmenthearingforOctober 25,2010. 2.MotiontodenyadoptingResolutionNo.2010-60atthistime. C.STAFFRECOMMENDATION: CitystaffrecommendsthattheCouncilauthorizeAlternativeActionNo.1. D.SUPPORTINGDATA: ResolutionNo.2010-60 Assessmentmaps: CityCouncilAgenda:9/27/10 5 Area4A(WestRiverStreetarea) PrairieRoad WalnutStreet-WestRiverStreettoFrontStreet ThirdStreetParkingLot CITYOFMONTICELLO WRIGHTCOUNTY,MINNESOTA RESOLUTIONNO.2010-60 DECLARINGCOSTSTOBEASSESSED,ORDERINGPREPARATIONOF ASSESSMENTROLLANDCALLINGFORPUBLICHEARING 2010STREETRECONSTRUCTION PROJECTNO.10C001 WHEREAS,contractshavebeenletforthereconstructionofArea4A,includingWestRiver StreetbetweenChestnutStreetandStateHighway25andadjoiningsidestreetsbetweenWest BroadwayandWestRiverStreetorFrontStreet;andforPrairieRoadbetweenNicholasCircle andWrightCountyHighway75;and WHEREAS,thetotalcostsoftheimprovementsare$2,830,174; NOWTHEREFOREBEITHEREBYRESOLVEDBYTHECITYCOUNCILOFTHECITY OFMONTICELLO,MINNESOTAASFOLLOWS: 1.TheCityCouncilherebydeterminesthat$607,471shallbeassessedagainstbenefitted propertyownersbaseduponbenefitsreceivedwithoutregardtocashvaluation. 2.TheCityAdministratorshallforthwithcalculatetheproperamounttobespecially assessedforsuchimprovementagainsteveryassessablelot,pieceorparcelofland withoutregardtocashvaluationasprovidedbylaw,andheshallfileacopyofsuch proposedassessmentinhisofficeforpublicinspection. 3.Ahearingshallbeheldonthe25th dayofOctober,2010at7p.m.attheMonticello CommunityCentertopassuponsuchproposedassessmentandatsuchtimeandplaceall personsowningpropertyaffectedbysuchimprovementwillbegivenanopportunityto beheardwithreferencetosuchassessment. 4.TheCityClerkisherebydirectedtocauseanoticeofthehearingontheproposed assessmenttobepublishedonceintheofficialnewspaperatleasttwoweekspriortothe hearingandshallstateinthenoticethetotalcostoftheimprovement.TheClerkshall alsocausemailednoticetobegiventotheownerofeachparceldescribedinthe assessmentrollnotlessthantwoweekspriortothehearing. 5.Theownerofanypropertysoassessedmay,atanytimepriortocertificationofthe assessmenttotheCountyAuditor,paythewholeoftheassessmentonsuchproperty, withinterestaccruedtothedateofpaymenttotheCity,exceptthatnointerestshallbe chargediftheentireassessmentispaidwithin30daysfromtheadoptionofthe assessment.SuchpaymentmustbemadebeforeNovember25orinterestwillbecharged throughDecember31ofthesucceedingyear.Insubsequentyears,thepropertyowner mayatanytimethereafter,paytotheCitythebalanceoftheassessmentremaining unpaidafterthecurrentyear,providedsuchpaymentismadepriortoNovember15th. 6.TheCityClerkshallforthwithtransmitacertificationofthisassessmenttothecounty auditortobeextendedonthepropertytaxlistsofthecounty.Suchassessmentsshallbe collectedandpaidoverinthesamemannerasothermunicipaltaxes. ADOPTEDBY theMonticelloCityCouncilthis27th dayofSeptember,2010. CITYOFMONTICELLO ____________________________________ ClintHerbst,Mayor ATTEST: ______________________________________ JeffO’Neill,CityAdministrator ?¾A@See Inset 3rd St W Linn St 6th St W Pine St River St E 4th St W Chestnut St Elm St New St Walnut St S Oak Ln Cedar St Walnut St River St W W Broadway St Locust St Minnesota St Vine St Front St Palm St Golf Course Rd 37 383940 41 42 43 4445 4647 48 50 51 54565859 6061 62 63 64 65 66 6768697071 72 7374 24 76 77 78 79 8081 82 83 84 85 86 8788 8990 91 92 93 94 9596 100 101 144145 52 102 53 1011 121314 15 16 171819 20 7521 22 232526 27 28 29303132 33 34 35 36 Residential - Street & Sidewalk Residential - Street Non-Residential City Properties ± 0 350 700175Feet Preliminary Assessment Roll2010 Street Reconstruction ProjectCity of Monticello, MN 1 inch = 350 feet Fi l e : K : \ 0 1 4 9 4 - 3 4 \ G I S \ M a p s \ A s s e s s m e n t R o l l 2 0 1 0 . m x d , F e b 0 3 , 2 0 1 0 1 0 : 2 8 : 0 7 A M Front S t Loc u s t S t Waln u t S t River S t W 62 102 68 60 61 67 66 146 147 148 149 150 152 153 154 155 156 49 55 57 = = = = = = = = = = = = = = = == = = = = = = == = = = = = = = = = = = = = = = = = = = = = = = = = = = = ========== = = = = = = = = = = = = = = = = = = = = = = = = ==== = = = = = = = = = = = = = = = = ===== = = = == = = = = = = = = = = = = = = = = = = = = = = = = = = == = = = = = = = == = = = = = == = = = = == = = = = = = = = = = = = = = = = = = == = = = = = = = = = = == = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = ========== = = == = = == = == = == = = = = = == = = = = = === = = === = = = = == ========================= = = = ===================== = = = = = = = = = = = = == ======================================================== !( !( !( !(!( !( !( ") ") ") ") ") ")") ") ") ") ") !( !( !( !( !( !( !( !( ") ") ") ") ") ") !( !( !( !( ") ") ")") ") ") ")!( !( !(!( !( ") ")") !( ")") !( !( !( !( !( !( ") ") ") ") !( !( !( !( !( !( !( !( !( !( ") ") ") ")") ") !( !( !( !( !( ")")!(!(!(")")!(!( !( !( ")!(!(")!(!(")") ")!( ") !( ")") ")!(")!(!(!(")!(")!(")")!(")!(!(")")!(")!(!(!(!(!( GÕWX !"b$ Marvin Elwood Road Ma r v i n E l w o o d R o a d Prairie R o a d Hedman L a n e Cr o c u s L a n e Crocus Circle Ni c h o l a s C i r c l e A l p i n e D r i v e UV124 UV36 UV76 UV2 UV127 UV117 UV43 UV89 UV96 UV103 UV104 UV88 UV97 UV39 UV120 UV98 UV75UV74 UV73 UV106 UV125 UV121 UV84 UV107 UV42 UV99 UV35 UV102 UV126 UV108 UV105 UV100 UV60 UV114 UV101UV40 UV115 UV44 UV41 UV68 UV109 UV95 UV38 UV90 UV118 UV113 UV94 UV48 UV30 UV72 UV77 UV78 UV24 UV52 UV69 UV37 UV110 UV1 UV45 UV122 UV119 UV123 UV29 UV112 UV46 UV64 UV79 UV128 UV93 UV34 UV83 UV111 UV71 UV50 UV47 UV22 UV80 UV27 UV65 UV33 UV61 UV66 UV26 UV25 UV85 UV116UV129 UV31 UV51 UV28 UV67 UV87 UV70 UV86 UV91 UV32 UV92 UV62 UV23 UV3 UV4 UV5 UV6 UV9 UV10 UV11 UV53 UV54 UV55 UV56 UV57 UV81 UV63 UV82 UV49 UV19UV18UV16 UV20 UV17 UV21 UV14UV7UV8UV12UV13UV15 Proposed Assessment MapPrairie Road ReconstructionCity of Monticello, MN LegendSidewalk & Street Assessed ParcelsSidewalk Assessed Parcels Fi l e : F : \ W P W I N \ 1 4 8 8 - 4 7 \ 2 0 1 0 F e a s - P r a i r i e R o a d \ G I S \ M a p s \ P r a i r i e R o a d A s s e s s m e n t M a p . m x d , F e b 0 4 , 2 0 1 0 8 : 3 7 : 5 2 A M µ0200400100Feet 62 146 147 148 149 150 152 153 154 155 156 102 Loc u s t S t River S t E Front S t W Bro a d w a y S t Pin e S t Waln u t S t Residential - Street Non-Residential City Properties 0 125 25062.5 Feet Preliminary Assessment RollWalnut St Improvements (River St to Front St)City of Monticello, MN 1 inch = 125 feet Fi l e : K : \ 0 1 4 9 4 - 3 4 \ G I S \ M a p s \ A s s e s s m e n t R o l l 2 0 1 0 _ W a l n u t L o c u s t . m x d , 5 / 1 9 / 2 0 1 0 2 : 5 4 : 4 4 P M Pin e S t 3rd S t W Wa l n u t S t S 3rd S t E W Br o a d w a y S t E Br o a d w a y S t Ce d a r S t Wa l n u t S t File: K:\01494-34\GIS\Maps\33rdSt_assessments.mxd, Sep 22, 2010 4:56:02 PM 3rd St Parking Lot Assessed Parcels City Property ¹ 3rd St Parking Lot ImprovementsCity of Monticello, MN 0 100Feet CityCouncilAgenda:09/27/10 1 5H.ConsiderationofauthorizingCitystafftomakesafetyimprovementsatthe intersectionofCedarStreetandDundasRoad (BP/BW/AS/CS) A.REFERENCEANDBACKGROUND: CouncilisaskedtoconsiderasafetyimprovementattheintersectionofCedarStreetand DundasRoad.ThisintersectionisknowntobeoneoftheworstintheCityforsightline visibility.Theobstructionsintherightofwayare2woodenpowerpoles,3guywires,1 lightpole,1treeandseveralbushes.Inordertobevisibletotraffic,thestopsignmustbe locatedfarbackonthesoutheastcornerofthisintersectionandpositionedinfrontofthe firstpolewhichisthestreetlight.ItisverydifficulttoseetotheeastonDundasRoad afterfirststoppingatthestopsignandinchingupto30feetfurthertoseepastthetwo otherpolesbeforeproceedingnorthonCedar. Staffissuggestingremovalofthedecorativelightpoleandfixture,andreplacementwith amastarmCobraheadstreetlightforwoodenpole#1toilluminatetheintersection, whichwillallowthestopsigntobemoved20feetclosertotheintersection.(referto diagraminsupportingdata) Lt.DanAnselmentfromtheWrightCountySheriff’sDepartmentstates:“Atacontrolled intersectionthemotorvehicleoperatorisresponsibletoobeythestopsignandproceed onlywhensafe.”Hewouldprefertoseethisstopsignmovedforwardasmuchas possibleandthestopbarlocatedatapositionatorforwardpastthestopsign. XcelEnergyownsthetwowoodenpowerpoleswhichcannotbemovedandthe decorativestreetlightonCedarStreet.Xcel’srepresentative,DebraCofield,hasbeen contactedtogaininformationoncostforremovalofthedecorativepoleandfixtureand replacementofamastarmCobraheadstreetlightforwoodenpole#1.Thecostshe providedis$1,494,asshowninsupportingdocumentation. Priortothe2002-06ClightingprojectonCedarStreet,amastarmCobraheadstreetlight waslocatedonwoodenpole#1.ItwasdiscoveredthatXcelhasbeenbillingthecityfor thisabsentfixtureafteritsremovaluntilpresent.Xcelwascontactedandwillrefundup toamaximumof3yearsprecedingtherequestforrefund.Themonthlychargeforthis unitisfundedfromtheannualstreetlightbudgetintheamountof$9.30/month(Xcel codeA30-A).Thistotalsapproximately$334.80,whichcanbeusedtooffsettheexpense tomakerequestedchangesattheintersection. Thecosttooperatethecurrenttwofixturedecorativelightpole(XcelcodeA30Q)is $8.45forthe250wattstreetlightand$5.26forthe70wattpedestrianlight,totaling $13.71permonth. IfCouncilelectstoremovetheornamentallampasproposed,Staffwillbedetermining thesourceoffundingfortheornamentallightsandprovidetheCityCouncilwith alternativesforprovidingcredittopartiesthatwerechargedforthisbenefit,now removed. CityCouncilAgenda:09/27/10 2 A1.BudgetImpact:CosttoremovedecorativestreetlightandinstallCobraHead StreetlightbyXcelenergy$1,494.00minus$334.80refundtotaling$1,159.20. Monthlyoperatingchargewillbe$9.30fortheCobralight,$4.41lowerthanpast monthlyoperatingcostswiththecombinationdecorativelight. A2.StaffWorkloadImpact:Stafftimetolocateutilitiesremoveandreplacethestop signandcleanupboulevardarea. B.ALTERNATIVEACTIONS: 1.MotiontoapprovesafetyimprovementsattheintersectionofCedarStreetand DundasRoad,specificallyremovalofdecorativelightpole/fixtureandinstallation ofmastarmCobraheadontowoodenpowerpole#1byXcelenergyandtohave staffrelocatetheintersectionstopsigndirectlyinfrontofwoodenpowerpole#1. 2.MotiontodenymakingsafetyimprovementsattheintersectionofCedarStreet andDundasRoadatthistime. C.STAFFRECOMMENDATION: CitystaffrecommendsAlternative#1approvingremovalofdecorativelightpole/fixture andinstallationofamastarmcobraheadstreetlightandtohavestaffrelocatetheSE cornerstopsigndirectlyinfrontofwoodenpowerpole#1attheintersectionofCedar andDundas.Thisprojectwouldimprovesightlinevisibilityfortheintersectionin regardstopublicsafety. D.SUPPORTINGDATA: AerialviewofCedarandDundasintersection QuotefromXcelenergy Xceldataandpricingsheets LettertoLTAnselment,WrightCountySheriffDept Crashdata–WrightCountySheriff CityCouncilAgenda:9/27/10 1 5I.ConsiderationofacceptingquotesandawardingcontractforgatheringGPSdatapoints forFiberNetMonticello (BW) A.REFERENCEANDBACKGROUND: WhenFiberNetMonticellowasfirstconceiveditwasthoughtthattheGPScoordinatesforthe systemcouldbegatheredbytheprojectinspectorswithoneortwohandheldGPSunitsthat wouldbepurchaseddirectlythroughtheproject.However,whenTDSfiledtheirlawsuit againsttheCitytheFiberNetprojectwasdelayedandweweresubsequentlyforcedtocut projectcosts,includingtheGPSunit(s). WhentheFiberNetprojectwaspickedupagainitwashopedthattheGPSdatapointscould begatheredbyCitystaffusingtheexistingGPSunitpreviouslypurchasedbyPublicWorks. However,bythistimethePublicWorksDepartmentwasutilizingtheirunitheavilyfor locatingpublicutilitiesthroughouttheCity.StaffthereforerequestedCouncilauthorization topurchaseasecondGPSunitforgatheringdatapointsforFiberNetMonticello,aswellas forprivateutilitiesthatwerebeinglocatedduringtheFiberNetprojectsowewouldhavethe datafordesigningprojectsandmanagingourright-of-way.Councilauthorizedthispurchase lastyear,andsincethenstaffhasbeenusingtheunittogatherdatapointsforbothpublicand privateutilities. DuringtheconstructionofFiberNetMonticelloithasbecomeclearthatstaffisnotableto devotesufficienttimetocollectallthedatathatisneededtoas-builtthesystemwhilestill completingtheirprimaryduties.StaffisthereforerequestingCouncilauthorizationtoenter intoacontractwithaqualifiedfirmthatisabletoemployGPStechnologytocollectthe coordinatesofallthestructuresthathavenotyetbeencollected,whichtotalsapproximately 3,030structures,allowingthesystemtobeas-builtthisyearyet.Bycollectingthedatathis year,FiberNetMonticellowillthenhavethecoordinatesofalltheirstructuressothatwhen thegroundiscoveredwithsnowtheywillbeabletoquicklylocatetheirstructures,manyof whicharebelow-ground,therebyreducingthetimetheyspendonservicecalls.Thiswill saveFiberNet,andsubsequentlytheircustomers,bothtimeandmoney. Quoteswererecentlysolicitedfromfivefirmsthatweredeemedtobecapableofgathering therequiredGPSdatapointsfortheFiberNetsystemstructures,andthatwereknowledgeable enoughinthelayoutoftheCitytounderstandthescopeoftheproject.Thesefirmsincluded Bogart,Pederson&Associates,Meyer-RohlinLandServices,SpectrumEngineering,Taylor LandSurveyors,andWSB&Associates.ThescopeofworkincludedcollectingtheXandY (horizontal)coordinatesforapproximately3,030FiberNetstructures,andprovidinguswith anelectronictextfileofallthecoordinates,aswellasanelectronicshapefilethatcanbe addedasalayertotheCity’sGISsystembyNovember30,2010. Responseswerereceivedfromallfivefirms.Atableoftherespectivequotesreceivedis providedbelow. CityCouncilAgenda:9/27/10 2 SolicitedFirms PricesQuoted Bogart,Pederson&Associates,Inc.$15,315.00 Meyer-RohlinLandServices$6,850.00 SpectrumEngineering$22,667.20 TaylorLandSurveyors,Inc.$27,000.00 WSB&Associates,Inc.$16,786.00 Basedonthequotesreceived,thequotefromMeyer-RohlinLandServicesisbyfarthelowest intheamountof$6,850.ThesecondlowestquotewasreceivedfromBogart,Pederson& Associatesintheamountof$15,315.Meyer-Rohlinwascontactedafterwereceivedtheir quotetomakesuretheyfullyunderstoodthescopeoftheproject,aswellastherequired deliverables,whichtheydid.Staffthereforebelievesthattheywillhonorthequotesubmitted shouldCouncildirectstafftoenterintoacontractwiththemtocompletethework. Ofcourse,Councilalsohastheoptionofdirectingstafftocollecttheremainingstructure coordinates.Thedrawbacktothisoptionisthatthestaffwouldnotlikelybeabletocollect alltherequiredstructurecoordinatesthisyearyet.Andshouldalargeimprovementproject beconstructednextyear,suchasanotherstreetreconstructionproject,staffmightnotbeable tocollectalloftherequireddatauntillatein2011.However,ifnosuchimprovementproject isconstructedin2011thenstaffmightbeabletocollecttherequireddataearlierintheyear. Eitherway,thedatawouldlikelynotbecollectedinitsentiretyin2010ifstaffisdirectedto collectit. Itshouldbenotedthatover300structureshavealreadybeenlocatedusingourhandheldGPS unit,andassuchthesestructuresarenotincludedinthenumberofstructuresdefinedinthe requestforquotes(3,030).Itshouldalsobenotedthatallbutafewofthecoordinatesthat werecollectedwithourhandheldGPSunitwerewithin18-inchesoftheactuallocationofthe structure,whichisaccurateenoughforthepurposesofFiberNetandotherCitystaff. NomatterwhetherCouncilchoosestoenterintoacontractwithMeyer-Rohlintocollectthe data,orwhethertheydirectstafftocollectthedata,staffwillcontinuetocollectcoordinates forallremainingstructuresastimeallows.Thiswouldallowstafftofinishdatacollection fasterinthespringshouldCouncildirectthattheworkbecompletedin-house,oritwill reducethenumberofstructuresthattheconsultantswillberequiredtogather,thereby reducingourcontractcost. Aswaspreviouslynoted,FiberNetwouldbenefitfromknowingwheretheirstructuresare beforethesnowfiles.However,otherCitydepartmentswouldalsobenefitbyhavingas- builtsfortheirsystem.Forexample,theEngineeringDepartmentwouldbebetterableto designfutureprojectsaroundthesystem,therebyreducingthechancesthatelementsofthe systemwouldbeimpactedorwouldneedtoberelocatedduringconstruction.ThePublic WorksDepartmentwouldalsobebetterequippedtoundertakemaintenanceoperations withoutimpactingtheFiberNetsystem. CityCouncilAgenda:9/27/10 3 A1.BudgetImpact:ThecostforgatheringtheGPSdatapointswillbefundedby FiberNetMonticello.TheEngineeringDepartmentwillfundtheworkrequiredtoadd thedataasalayertoourGISsystemusingbudgetedfundsfor2010. A2.StaffWorkloadImpact:Staffworkloadimpactsareanticipatedtobenegligibleif CouncildirectsstafftoenterintoacontractwithMeyer-Rohlin.However,ifstaffis directedtocollectthenecessarydata,therewillbesignificantimpactstostaff. B.ALTERNATIVEACTIONS: 1.Motiontoacceptthequoteintheamountof$6,850fromMeyer-RohlinLand Services,andtodirecttheCityAdministratortoenterintoacontractwithMeyer- RohlintocompletetheworkasoutlinedhereinandintheRequestforQuotes. 2.Motiontodenyacceptinganyquotesatthistimeandtodirectstafftogatherall remainingstructurecoordinatesrequiredtoas-builttheFiberNetMonticellosystem. C.STAFFRECOMMENDATION: CitystaffrecommendsAlternativeActionNo.1sincethecostappearstobeveryreasonable andsincethisservicewillprovideFiberNetMonticellowiththenecessarydatapointstoas- builttheirentiresystem,allowingthemtomoreefficientlymaintaintheirsystemandserve theircustomers. D.SUPPORTINGDATA: RequestforQuotes RFQresponses CityCouncilAgenda:09/27/10 1 5J.Considerationofapprovinganon-callpolicyforFiberNetMonticellotechnicians (DP,JO,TE) A.REFERENCEANDBACKGROUND: TheCouncilisaskedtoapproveanon-callpolicyforFiberNetMonticellotechnicians. FiberNettechniciansaretypicallyscheduledtoworkfrom7:15am-4:30pmMonday-Thursday and7:15am-2pmonFriday.Thepurposeoftheattachedpolicyistoensurecoveragefor situationsthatoccuroutsideoftheregularestablishedhoursofoperationandtoalsoprovide guidelinesforresponsetimeandcompensationforcall-backsituations.Theattachedpolicy willbeimplementedonatrialbasisandwillbereviewedbytheFiberAdvisoryBoardin AprilwithanupdatebroughtbacktoCouncilinMarch2011. Attachedistherecommendedpolicythatoutlinesthepurpose,expectationsandcompensation forcall-backsituations. A1.BudgetImpact:Impactwouldbeminimal. A2.StaffWorkloadImpact:Wouldn’timpactstaffworkload. B.ALTERNATIVEACTIONS: 1.MotiontoapproveadoptionofFiberNetMonticelloon-callpolicyfortechnicians. 2.MotiontodenyadoptionofFiberNetMonticelloon-callpolicyfortechnicians. C.STAFFRECOMMENDATION: Citystaff,alongwiththeFiberAdvisoryBoard,recommendsAlternativeAction1. D.SUPPORTINGDATA: FiberNetMonticelloOn-CallPoliciesandProcedures FiberNetMonticelloTechnicianOn-CallPoliciesandProcedures Purpose:ThepurposeoftheOn-CallPolicyistoensurecoverageforsituationsthatoccuroutsideofthe regularestablishedhoursofoperationandtoalsoprovideguidelinesforresponsetimeand compensationforcall-backsituations. 1.Theon-calltechnicianmust respondtotheBSCwithin20minutesofbeingcalledout. TheBSCwillcontacttheDirectorofTechnicalServicesifthereisnoresponsefromthe on-calltechnicianwithin20minutesoftheinitialcontactfromtheBSC. Othertechnicianswillthenbecalledouttoassistand/orcovertheservicecalloroutage. Shouldtheon-calltechnicianneedtobeunavailableorunreachableformorethan20 minutesduringtheirscheduledshift,arrangementsmustbemadetoprovidecoverage fromanotheravailabletechnicianandtheBSCthennotified. 2.Theon-calltechnicianmustbeavailabletobeonsiteatthecustomerpremisewith1hourof theBSCreceivingtheinitialcallfromthecustomer. Ifthisrulecannotbemet,duetocurrentservicecallcommitmentseveryeffortmustbe madetoinformtheBSC. 3.Theon-calltechnicianmust reporttotheBSCatthecompletionofeach servicecallor outage. TheBSCwillassumetheon-calltechnicianisstillonsiteandworkinguntiltheyreceive thecallofcompletion. Shouldtheon-calltechniciandiscovertheserviceissuewilllastmorethan1hour;the BSCmustbecontactedandupdatedwithanestimatedtimeofcompletion. LeavingamessageontheBSCphonetoreportcalloroutagecompletionisacceptable. ShouldatechnicianneedtospeaktoaBSCpersonandtheyarenotavailable,callDan Debrouxatanytimeonhiscellphone. 4.On-callcompensationforfieldoperationswillbeasfollows: Theon-calltechnicianwillbepaidfromthetimetheyeitherreachtheshop(ifnecessary) orreachthecustomer’slocationuntilthecompletionoftheservicecalloroutageor,if workingonmultipleservicecalls,atthecompletionofthelastcall. On-calltechnicianswillbecompensatedforanytimeworkedduringtheworkweek complyingwiththeovertimepolicysetbytheCityofMonticello. Ifdispatched toacall,theon-calltechnicianwillbecompensatedminimum2hoursof pay.The2hoursofpayappliesonlytotheinitialdispatch.Thehourscannotbestacked, meaningifanotherservicerequestcomesinwhilealreadyonlocationorwithin2hours ofinitialdispatchthetechnicianwillonlybepaidthe2hourminimumplusany additionalhoursworkedifthe2hoursareexceeded. Offdutytechniciansassistingwithanoutageconditionwillbepaidthesamehourlyrates minustheOn-Callpay. 5.Allchangesinthedocumentedon-callrotationschedulemustbeapprovedbytheDirector ofTechnicalServicesinadvanceofthechange. TheBSCwillassumethatthetechnicianassignedontheweeklytechscheduleistheone thatwillbeworkingthatshift. Thescheduledon-calltechnicianwillberesponsibleforgettingcoverageforany scheduledshifttheywillbeunabletowork. 6.Additionalrulesandpolicies. Drinkingalcoholorusinganyotheralteringsubstancesisstrictlyprohibitedwhen workinganon-callshiftoratanyothertimewhiledrivingaFiberNetvehicleorwhile workinginanycapacityforFiberNetMonticello.Thisprohibitionincludestheuseofany prescriptiondrugsthatmayaffectthesafeoperationofvehiclesorequipment,orwhich couldimpairthesafeandefficientperformanceofanemployee’sduties. Exemptemployeesshouldbeexcludedfromtheoncallrotationastheyarealwaysinan emergencycallbackstatusandcannotreceiveoncallcompensation. Failuretocomplywiththisanyoftheabovestatedrulesandpolicieswillresultin disciplinaryactionwhichmayincludeverbalorwrittenwarnings,suspensionsor terminationofemploymentwithFiberNetMonticello. 7.Workvehicleuseduringon-calltime. Aworkvehiclemaybedriventoandfromanemployee’splaceofresidenceduringthe timetheyareon-call. Employeesarenotallowedtousetheworkvehicleforpersonalusewhileon-call. Workvehicleistobeparkedatresidencewithorangeconetoprotectfrontand/orbackof vehicleforsafetypurposes. EmployeemustresidewithinatenmileradiusoftheCityofMonticelloinordertoutilize thispolicy. ADOPTEDBY theMonticelloCityCouncilonthe27th dayofSeptember,2010. CITYOFMONTICELLO _____________________________________ ClintHerbst,Mayor ATTEST: _____________________________________ JeffO’Neill,CityAdministrator CityCouncilAgenda:09/27/10 1 5K.Considerationofacceptingquotesandawardingcontractforaroofreplacementat thecontrolbuildingforthewaterreservoirlocatedat207ChelseaRoadEast (MT/JO) A.REFERENCEANDBACKGROUND: CityCouncilisaskedtoconsiderawardingaroofreplacementcontracttoHightech RoofingoutofBigLake.Thisroofreplacementprojectaffectsthecontrolbuildingfor thewaterreservoir.Fundsareavailableforthisprojectasitwasanitembudgetedfor completionthisyear. TheMonticelloreservoirandcontrolbuildingwasconstructedin1978.Thereservoir itselfisunderground.Itis90’longx60’wideand20’deep.Itholds760,000gallonsof water.Thecontrolbuildingsitsrightontopinthesoutheastcornerofthereservoir.Its dimensionsare51’longx37’wide.Thisbuildinghousesthemaincontrolsandalarm forthewholewatersystem,whichincludescontrolsforallfivewellsandbothwater towers.Italsohousesfour40hpboosterpumpsthatpump600gpmeachintothewater system. Thecurrentandoriginalroofisatwo4-plyasphaltbuiltuproofonprecastconcrete.For thelastfewyearswehavebeenchasingleaksontheroof.Theasphalthasstartedto blisterand,whenwalkedon,itbreakstheblistersandleaks. Wepreparedspecificationsandrequestedproposalsfortheroofreplacement.Atotalof threeproposalswerereceivedwiththelowproposalfromHightechRoofing&Sheet Metalintheamountof$9,500.Pleaseseetheattachedtabulationofallquotesreceived. A1.BudgetImpact:Thereis$12,000inthe2010WaterOperatingFundforthis project. A2.StaffWorkloadImpact:Approximately3hoursforprojectinspection. B.ALTERNATIVEACTIONS: 1.MotiontoapprovetheproposalsandawardtheroofreplacementattheMonticello WaterReservoirlocatedat207ChelseaRoadEasttoHightechRoofingofBig Lake,MNintheamountof$9,500. 2.Motiontodenytheproposalsandnottoawardtheroofreplacementprojectatthis time. C.STAFFRECOMMENDATION: CitystaffrecommendsthattheCityCouncilapprovetheroofreplacementofthewater reservoirandawardthecontracttoHightechRoofingofBigLakeasoutlinedin Alternative#1. CityCouncilAgenda:09/27/10 2 D.SUPPORTINGDATA: RoofReplacementQuoteSpecifications RoofReplacementQuoteTabulation CityCouncilAgenda:09/27/10 1 5L.ConsiderationofapprovaltodrawonLettersofCredit399and400fromMinnWestBank securingQuadDevelopment (AS/JJ) A.REFERENCEANDBACKGROUND: OnSeptember10th,2010,theCityofMonticelloreceivednotificationfromMinnWestBank thatitdoesnotintendtorenewLettersofCredit399and400,whichprovidesecurityforsite improvementsatQuadDevelopment. QuadDevelopmentisafive-buildingmulti-tenantcommercialcomplexlocatedjustsouthof Wal-MartonSchoolBoulevard.Currently,onlyoneofthefivebuildingshasbeen constructedandservedwithutilities. ThetwoLOCsspecifiedareneededtoguaranteecompliancewiththeQuadDevelopment developmentagreement,whichstipulatestherequiredon-sitepublicandprivate improvements. TheCityhasalreadysentcertifiedmailednoticethatitrequiresreplacement/renewalofthese LOCsoritwilldrawontheexistingLOC. Inspeakingwiththebankdirectly,staffhaslearnedthatthebankisexperiencingdifficulty withthecurrentpropertyowner/developer.Atthistime,thebankisintheprocessof determiningwhethertorenewtheLOCorsupplyacashescrowtotheCity. TheCityAttorneyhasadvisedthattheCityshouldformallyauthorizeapprovaltodrawonthe existingLOCsintheeventthatthebankdoesnotsupplyareplacementLOC.Shouldthe bankrenewtheLOCs,Council’sapprovaltodrawontheLOCwillnotbenecessaryatthis time. Again,itisnecessaryforthesesecuritiestobeheldonhandtoguaranteetherequiredsite improvements. A1.BudgetImpact:None. A2.StaffWorkloadImpact:None. B.ALTERNATIVEACTIONS: 1.Motiontoapprove adrawonLettersofCredit399and400fromMinnWestBanksecuring QuadDevelopment 2.Motiontodeny adrawonLettersofCredit399and400fromMinnWestBanksecuring QuadDevelopment C.STAFFRECOMMENDATION: CitystaffrecommendsAlternative#1. CityCouncilAgenda:09/27/10 2 D.SUPPORTINGDATA: ExhibitA:LetterfromMinnWestBank,dated9/4/10 ExhibitB:LetterfromtheCityofMonticello,dated9/14/10 ExhibitC:CopiesofLOCs CityCouncilAgenda:9/27/10 1 5M.ConsiderationofadoptingResolution#2010-61approvingaGamblingPremises PermitapplicationforMonticelloLionsClubtoconductgamblingatBeefO’Bradys (TK/CS) A.REFERENCEANDBACKGROUND: TheMonticelloLionsClubisrequestingapprovaloftheirPremisesPermitApplicationto conductgamblingatBeefO’BradysstartingOctober1,2010.Thegroupintendsto conductgamblingonaregularbasisatthatsite.(Pleaseseetheapplicationfordetails.) MickMaher,LionsClubGamblingManager,hascompletedthenecessaryapplications andhasbeenworkingwiththeownerofBeefO’BradysandtheStateofMinnesota AlcoholandGamblingDivisiontoexpeditetheprocessasmuchaspossible. TheStateGamblingControlBoardrequiresCounciltoadoptaresolutionapprovingthis typeofgamblingpermitapplications.CitystaffdoesnotfindanyreasonthatCouncil wouldnotapprovethisapplication. A1.BudgetImpact:none A2.StaffWorkloadImpact:none B.ALTERNATIVEACTIONS: 1.MotiontoadoptResolution#2010-61approvingthePremisesPermitApplication forMonticelloLionsClubtoconductgamblingatBeefO’Bradys. 2.MotiontodenyResolution#2010-61. C.STAFFRECOMMENDATION: CitystaffrecommendsAlternative#1toadopttheresolution. D.SUPPORTINGDATA: Resolution#2010-61 PremisesPermitApplication LeaseforLawfulGamblingActivity CityCouncilAgenda:09/27/10 1 7.ConsiderationofacceptingaLiveWrightgrantawardaspreparedandsubmitted byCitystaff (AS,KB,TP) A.REFERENCEANDBACKGROUND: TheCityCouncilisaskedtoapproveacceptanceofa$52,500grantawardbyLive WrightforthecompletionofaMonticelloParks&TrailsPlanandResourcesUpdate. InpreviousCouncilConnectionissues(GreenSheets),staffhasprovidedCouncilwith updatesontheLiveWrightinitiative.LiveWrightisaprojectoftheWrightCounty PublicHealthDepartmentandtheMinnesotaInstituteofPublicHealth(MIPH).Itis designedtoencouragecommunityresidentsandleadersinthedevelopmentofresources andimprovementsleadingtobetterhealthandactivelifestyles. Todate,LiveWrighthasbeenfocusedspecificallyinthecitiesofBuffaloand Monticello.RepresentativesfromMonticelloCitystaff,Monticelloschools,andthe HospitalDistricthavebeenactiveparticipantsintheCommunityLeadershipTeamfor LiveWright. ThroughStatefundingawardedtoLiveWright,theinitiativehasalreadyhadthe opportunitytofundanumberofgrantprojectsinBuffaloandMonticelloaimedat increasingopportunitiesforphysicalactivityandpromotinghealthylifestyles.In August,LiveWrightofferedasecondgrantcycle,acceptingproposalsforinitiativesthat supportpolicy,systemandenvironmentalchangestohelpcreatehealthiercommunities. OnbehalfoftheCityofMonticello,staffpreparedagrantapplicationforthisround, whichclosedonSeptember3rd. Monticello’sproposalrequestedLiveWrightgrantfundingtosupportthedevelopmentof aParks&TrailsPlanandResourceUpdate.Theideawastocompleteatwo-pronged projectyieldingnotonlyanupdatedplanforMonticello’sparksandtrails,butalsothe updatingofpromotionalresourceswhichwouldcreatemoreuseofthesefacilities.The grantidentifiedMonticello’sneedforacohesiveplanwhichbuildsonexistingassets, incorporatinginfrastructure,providingrecommendationsforfuturedevelopment,and integratingarea-widefacilitiesandresources.Italsorecognizesthatthecommunity needstoprovideresidentsmoreuser-friendlyinformationonparkandtrailfacilities. ThefullgrantapplicationisattachedforCouncil’sreference.Itprovidesdetailed informationontherationalefortheplanningandresourceupdate,aswellasafullproject scopeandproposedschedule. OnSeptember10th,theCityofMonticellowasnotifiedthatLiveWrighthasapproved full fundingoftheMonticellograntrequest.ItshouldbenotedthatMonticello’sgrant proposalwastheonlygrantrequestfundedwithoutmodificationstoitsproposal. Asbudgetscontinuetotighten,theneedtomoreeffectivelyandefficientlyplanfor CityCouncilAgenda:09/27/10 2 park/trailexpansionsandimprovementshasbecomecritical.Councilwillrecallthe numberofproposedprojectsincludedinthisyear’sCapitalImprovementPlan.By updatingtheParks&Trailsplannow,itwillhelptheCityidentifyactualneedsand improvementsforfutureCIPs.Additionally,theplancallsforclosecoordination betweentheCityandotherswhoprovideparkandrecreationfacilities,includingthe schoolandtheCounty.Thiscoordinationwillreducecostsbyeliminatingunneeded duplicationinparkamenitiesandallowusalltoplanandbudgetmoreefficiently. AnotherbenefitofthisprojectisthattheupdateofthePark&TrailPlanwillinclude pedestrianplanningforthedowntownarea.TheEmbracingDowntownPlanwillthen incorporatethedowntownelementsprovidedinthisupdateofthePark&TrailPlan.As such,staffwillbeabletoreducethetransportationlineitemcostsforthesespecific componentsintheEmbracingDowntownMonticelloproject.Thesavingsisanticipated atabout$2,000. Perhapsmostimportantly,thisgrantrequiresnocashmatchfromtheCity.Thecash requirementsforboththeplanandresourcecomponentsarefullyfundedbyLiveWright. Staffdididentifyin-houseresourceswhichcouldserveasin-kindcontributions.Inthe grantapplication,consultanttimeontheprojectsisclearlyoutlinedandbudgetedbecause onlyasmallamountofactualstafftimecanbecommittedtotheproject. A1.BudgetImpact:None.Thegoalisactuallytohaveanetpositiveeffectonthe budget,allowingtheCitytomoreeffectivelyplanforparkandtrailcapital expenditures,therebyreducefutureinfrastructureandmaintenancecosts. A2.StaffWorkloadImpact:Asnotedabove,in-kindcontributionsaretoproviding baseinformationonexistingfacilities,supportingcommunityengagementefforts, andutilizationofCityofficesupplies/postage. B.ALTERNATIVEACTIONS: 1.MotiontoacceptthegrantawardbyLiveWrightforthecompletionofa MonticelloParks&TrailsPlanandResourcesUpdate. 2.MotiontodenythegrantawardbyLiveWrightforthecompletionofa MonticelloParks&TrailsPlanandResourcesUpdate. C.STAFFRECOMMENDATION: CitystaffrecommendsAlternative#1above.Asnotedinthegrantapplication,thegoal ofthisprojectistobridgethegapbetween"parksinplace"and"parksinuse".The intentistodevelopaplantobuildandconnectexistingandfutureparkandtrail resourcesandprovideupdatedresourcessupportingtheuseofMonticello’sparksand trailsbymorepeople,moreoften. CityCouncilAgenda:09/27/10 3 D.SUPPORTINGDATA: ExhibitA:LiveWrightGrantApplication 1. Mini-Grant Proposal Summary a) Provide a detailed description of your initiative, including clear goals. Monticello is requesting Live Wright grant funding to support the development of a Parks & Trails Plan and Resource Update. Monticello’s goal is to complete a two-pronged project yielding both an achievable plan for park and trail expansion and improvement, as well as access enhancement for park and trail users. While Monticello already has a strong parks and trails system and continues to physically expand that system, the community lacks a coordinated vision connecting current/future park resources and actively promoting their use. Monticello last updated its Park & Trails Plan in 1996. Since that time, the community has grown by over 40%. Through this growth, the community has added to its existing inventory of parks and trails by acquiring new open space and paths through park dedication and easement requirements. In addition to past growth, the City of Monticello and Monticello Township have agreed to an Orderly Annexation process allowing the City to plan for future growth within a 10,000 acre boundary. Additionally, the City of Monticello and Wright County have partnered to develop a 1,200 acre regional park at the Bertram Chain of Lakes, just outside the current city limits. With these factors in place, Monticello has a tremendous opportunity to foster community access to a first-class park and trail system. What is needed now is a cohesive plan which builds on these assets, incorporating infrastructure, providing recommendations for future development, and integrating area-wide facilities and resources. These facilities need to be safe and accessible for all. The community must also be able to provide residents more user-friendly information on park and trail facilities. With these two needs in mind, Monticello is proposing a project which includes two primary components. The first piece, the Park & Trail Plan, represents completion of a clear policy direction for Monticello’s park planning efforts in both the short and long term. The Park & Trail Plan will allow Monticello to better utilize existing resources and more effectively plan for future needs. The second segment, the Park Resource Update, provides concrete information sources for residents, which supports immediate access to parks and trails for the community. The goal of this project is to bridge the gap between "parks in place" and "parks in use". Taken together, the two project elements will meet that goal, supporting an active, healthy Monticello for years to come. b) Describe how your initiative’s goal(s) align with the proposal areas in the mini-grant guidelines. Live Wright's Active Community Goals promote the ability for the community to engage in physical activity through walking, biking, recreation and more. Monticello's initiative will support these goals by providing for alternative pedestrian-oriented transportation routes and planning for active recreational opportunities in the community's existing and future parks. In addition, the development and implementation of both web and print tools for residents will further enhance access to parks and trails. Research supports Monticello and Live Wright's goals for healthier lifestyles. A group of s tudies reviewed in the American Journal of Preventive Medicine showed that creation of or enhanced access to places for physical activity combined with informational outreach produced a 48.4 percent increase in the frequency of physical activity. The same studies showed that easy access to a place to exercise results in a 5.1 percent median increase in aerobic capacity, along with weight loss, and a reduction in body fat. According to the Centers for Disease Control and Prevention, only 25 percent of American adults engage in recommended levels of physical activity. As a result of these findings, the CDC itself has called for more parks and playgrounds. It is clear that Monticello's parks and trails play a critical role in engaging residents in physical activity. When people have access to parks, they exercise more. When people are armed with information on the parks and trails, an active lifestyle becomes even easier! This project's dual focus aims to provide both access and information leading to a healthier Monticello. c) Who has been involved in developing this proposal? Who else do you plan to involve if funding is awarded? The City of Monticello has taken the lead on developing the proposal, working across internal departments to create a final scope of work. However, the depth of the project will require coordination with citizen-led advisory groups, such as the Parks Commission, the Planning Commission, and the Community Center Advisory Board. The intent to provide regional connectivity will also require that the project have direct involvement from the Monticello Public School District, and the Wright County Parks, Engineering, and Information Services Departments. Finally, and most importantly, the project will involve the input and feedback of the community at-large, including various park user-groups, local recreational associations and neighborhood organizations. The plan needs to address an array of user-groups, each with varying accessibility needs. This project seeks to engage stakeholders at every le vel, ultimately producing a final product that has community support from the ground up. 2. Policy, Systems & Environmental Change (PSE) Change a) Describe what PSE changes will occur or that are supported as a result of your initiative Low-density, automobile-dependent development patterns in Monticello have seemingly discouraged physical activity. By developing a plan to build and connect existing and future park and trail resources, this grant will help alter that pattern. Specifically, the planning component will generate Policy, Systems and Environmental Change by weaving together local and regional park/trail resources and other community assets. The plan will set out a capital improvement program that outlines a seamless network of options, connecting community gardens to soccer complexes and everything in between. The plan will create real opportunities for the community to walk, bicycle and enjoy parks in new ways through increased and direct access to parks, schools, community facilities, shops and employment. It will help the City look at streets and movement in a different way. The plan will also focus on the development of facilities that are safe and accessible to all. This will support the use of Monticello’s park s and trails by more people, more often. The Resource Update will take this vision one step further, supporting Policy, Systems and Environmental Change by improving the usability of park information. New brochures, helpful signage, better maps, and enhanced web features will make it easier to find, navigate and utilize all of the City's park and trail resources. The resources will also reach out to a broad spectrum of users. For example, the program includes a provision for offering higher-tech downloadable mobile device applications (such as trail finders and distance calculators), as well as low-tech City walk/bike brochures. Supporting this system change is a study in the American Journal of Preventive Medicine showing that “creation of or enhanced access to places for physical activity combined with informational outreach” produced a 48.4 percent increase in the frequency of physical activity. The research illustrates that education and information supports long-lasting, healthy changes. The Park and Trails Plan and Resource Update addresses each primary goal of Live Wright, effecting policy, system and environmental change. These changes will lead to a healthier, more active Monticello. b) Describe how the PSE changes will be sustainable in your community. This project is innately sustainable, creating opportunities for on-going Policy, Systems and Environmental change, specifically because it provides a defined plan for implementation and action well into the future. The goal of the Parks & Trail Plans and Resource Update is to create an achievable park and trail plan for development over the long-term, and to increase and encourage the use of those systems. To accomplish this level of sustainability, the final Park & Trail Plan will be adopted as an appendix to the City's Comprehensive Plan. The Comprehensive Plan is the City's guide for future growth and development to 2020. The City uses the Comprehensive Plan as the base for making decisions about land use, including how and where the community will grow. By formal adoption into the Comp Plan, the Parks & Trails plan will become the City's set policy for the development of both existing and future park and trail planning. The Parks & Trails plan will also be used to supply information for Capital Improvement Plans (CIP). The City's CIP is a financial management tool, allowing the City Council to plan for and budget for park and trail improvements, including those multi-modal improvements made to the streetscape. The Resource Update enables both an immediate and on-going change in park and trail use. In addition to the PSE changes noted above, the Resource Update will provide a baseline of information that can be added to and built as the larger vision is achieved. Developing a baseline of information for park and trail users today will increase the amount of activity in those systems well into the future. 3. Need a) Describe the need in your organization or community for this initiative (identify data sources) and how your initiative will impact the need. Monticello's past and future growth make planning for the development and use of parks imperative. As budgets continue to tighten, the need to more effectively and efficiently park for park/trail expansions and improvements has become critical. Parks and trails are often the first places communities cut resources. However, research has shown that these important pieces of infrastructure have direct impacts on the community's social and physical health. Engaging the public now in park and trail planning will ensure continued support for parks/trails as an integral part of Monticello’s long-term social and economic health. b) Describe the population that will be impacted by your initiative. The scope of work developed for the project includes the current population of the City of Monticello, as well as the expected population within the orderly annexation area. This impact area speaks to the longevity and sustainability of the park planning component. The scope of work calls for a highly inclusionary process involving served and under-served user groups, neighborhood groups and local associations. In addition, the inclusion of the Monticello School District into planning efforts, as well as provision for connection to County and regional park systems, further broadens the population served by the project. 4. Action Plan a) Describe the specific action you will take to carry out the initiative. To accomplish its goal, the City proposes the following action plan. (A full scope is available as a supplement to this grant narrative.) 1. Assessment & Inventory 2. Analysis A. Parks B. Trails 3. Public Involvement 4. Plan Preparation & Adoption 5. Implementation & Resource Update To complete this workplan, the City proposes to utilize planning and engineering consultants. The City has developed a relationship with Northwest Associated Consultants and will seek to utilize their services for completion of this project. NAC has on staff an experienced group of land use planners, park and recreation planners, research professionals and landscape architects who can provide a high level of experience in meeting the scope of work defined above. The City will also utilize its designated engineering consultant, WSB & Associates. WSB currently administers the City's mapping and GIS functions and can facilitate in the geographic and technical areas of this project. Lastly, the City's current web provider, GovOffice, will be involved with assistance related to providing the GIS/Web interface. The project will be directed by Monticello's Community Development Director, with the assistance of the Parks Superintendent and Community Center Director. b) Outline the timeline for the actions you plan to take. October 1st, 2010: Begin assessment and analysis October - November, 2010: Continue assessment and analysis, neighborhood meetings November - December, 2010: Continue assessment and analysis, community workshops December, 2010 - March, 2011: Finalize analysis, prepare final plan and map data March - April, 2011: Prepare resource updates (GIS, web, multi-media) May, 2011: Community Open House and Public Hearings for Adoption, Comprehensive Plan Amendment June, 2011 - On-going: Implementation and continuous resource updates 5. Evaluation a) Describe the specific outcomes you plan to achieve with your initiative. Adoption of the updated Plan and Resources accomplish the following key outcomes: o Provides a park/trail development plan that meets current and future community needs o Provides parks and trail development that functions both as recreational resource and a system which provides multi-modal access to the entire community. o Creates and continues partnerships with other entities providing recreation opportunities. o Identifies valuable environmental resources for protection, preservation, access, restoration and education as appropriate. o Provides user-friendly resources which encourage and promote immediate and on-going access to parks and trails. o Project includes the following deliverables: Final Parks & Trails plan provided digitally in Publisher/Word and .pdf version Parks and Trails User Survey (for on-going use) in Word and .pdf format GIS base layers for parks, trails, sidewalks, regional facilities Park & trail guidebook/brochure in Publisher/Word and .pdf formats Web/GIS interface with route mapping options Web and mobile device application resources b) Describe how you will measure your outcomes. Outcomes will be measured by the following benchmarks: 1. Level of initial community participation in assessments and workshops. 2. Recommendations made for adoption of the plan by stakehodlers and policy groups. 3. Adoption of the plan by the City Council. 4. Online statistics capturing, including IP addresses and page views. 5. On-going budget commitment. 6. On-going park use surveys. 4. Action Plan – Detailed Scope a) Describe the specific action you will take to carry out the initiative. To accomplish its goal, the City proposes the following action plan. 1. Assessment & Inventory Identify stakeholders and user groups. Update geographic identification of all parks and trails. Update conditions and amenities inventory for all parks. Inventory partner facilities and opportunities, including the Monticello Public School District and Wright County. Identify special issue areas (i.e. grade crossings for Highway 25 and I-94). Identify park and trail barriers: physical, economic, competitive. Develop baseline use and performance data for parks and trails through survey methods. Prepare a parks and trails needs assessment for Monticello’s current population, including information for baseline capital improvement planning. Prepare a parks and trails needs assessment for Monticello’s projected growth area population, including clear definition of active and passive areas and infrastructure needs. Understand Natural Resource Inventory & Assessment information. Assess current trail and pathway system conditions and connectivity. 2. Analysis A. Parks Recommend current park improvement opportunities. Recommend future park location, spacing, phasing, and type. Include short and long term planning for the Monticello Community Center as a primary recreational and fitness resource. Incorporate the Bertram Chain of Lakes Regional Park concept plan into both short and long-term assessment and park plans. Integrate Monticello School District facilities and other existing community resources (community gardens, farmer's markets) into planning. Integrate the Monticello Natural Resource Inventory & Assessment into park/ trail planning, including identification of greenway corridors and natural area preservation/restoration education opportunities. Provide ideas for enhancing public enjoyment of the Mississippi River. Incorporate park dedication opportunities. B. Trails Identify complete street opportunities. Recommend needed connection points and build in way-finding and Live Wright signage locations. Specify expansion opportunities for current and future system. Provide recommendations that address special issue areas. Develop a regional connection plan which links Monticello’s parks and paths with Wright County’s existing and future system, as well as neighboring city resources. 3. Public Involvement Actively engage the general public, including on-site neighborhood meetings, and use of interactive media strategies. Assessment surveys, as noted above. Coordinate with local stakeholders and user groups, including athletic associations. Allow for direction and involvement by the Parks Commission, the Monticello Community Center Advisory Board, Planning Commission and City Council. Hold workshops and hearings as noted below. 4. Plan Preparation & Adoption The final plan will include the following documents a. Policy Statements b. Park Facilities Plan - Type, Location, Phasing c. Trail & Pathway Plan d. Greenways Plan e. Phasing and Capital Improvement Plan f. Appendix: Data The final plan will be reviewed and adopted after a series of public events/hearings as follows: a. Workshop – Stakeholders b. Workshop – Review Plan with General Public c. Workshop – Public policy-makers (Parks, MCC Advisory) d. Public Hearing – Consideration of Plan by Planning Commission e. Adoption - City Council 5. Implementation & Resource Update Provide a detailed Capital Improvement Plan for Park & Trail Plan as proposed. Develop a Geographic Information Systems (GIS) layer which includes all parkland and proposed park areas, trailways, connecting sidewalks and regional connection points. Implement a web interface utilizing the GIS layer as a base, further enhanced with user-friendly features such as distance, amenity and condition information. Provide internet and mobile device applications for promotion. Create a complete Monticello Park & Trail guidebook/brochure. Update current park and trail pages on the City website. CityCouncilAgenda:9/27/10 1 8.Considerationofapprovingquotesandauthorizingcaulkingrepairstothe MonticelloCommunityCenterbuilding (RH/KB) A.REFERENCEANDBACKGROUND: Onsomeofthewindowsandentrywaysofthecommunitycenterthecaulkingneedsto bereplaced.Timeandweatherhavecausedittodryout,shrinkorgomissinginsome spots.Tomaintainthebuilding,ensurenowaterseepage,heatorcoolingloss,weneed tore-caulktheareasaffected. Therearewindowsonwhichthecaulkisstillingoodshape.Theyarealongthehallway fortherentalrooms,theCityoffice’sexcludingtheeastalcove,mostofthewindowsin theMississippiRoom,theeastandsouthentrances,andthelargewindowsonthenorth sideofthechildcareandtheWarehouseroomareallfineanddonotrequireany maintenanceatthistime. Theareasthatwillneedre-caulkingarealongthemainhallway,thepoolwindows,the alcoveareainCityHall,oneofthepatiowindowsintheMississippiRoom,thewindows inthefireplaceroom,thecustomerentranceonthewestendofthebuildingandthepool maintenanceentryonthewestendaswell.Wewillalsohavesomecaulkingdoneonthe concreteonthesouthsideofthebuildingwherethereisaslightelevationchangedueto waterdrippingfromtheoverhang. Wedidreceivefourquotesforthisproject.WeusedtheownerofRasGlassforreferrals, theCity’sBuildingDepartmentaswellasthephonebookforcontractor’snames.Our resourcesdidnotidentifyalocalcontractorwhodoescaulking. Thereareafewoptionsforproductthatcanbeused.Alloftheareasthatneedtobere- caulkedhaveorhadurethanecaulking.Siliconecaulkingcangooverthetopofurethane caulking,however,urethanecannotgooversilicone.RonHackenmuellerandBrian WeldonarerecommendingusingtheproductSonneborn150Urethane.Thesilicone doesprovidealongerproductlife,butdiscussionwiththecontractorsidentifiedthe abilitytopossiblypeelthesiliconeoff,whereastheurethanecreatesastrongerseal.The productlifeoftheSonneborn150isfivetotenyearsandthecontractorsprovidedeithera oneortwoyearwarrantyonlabor. A1.BudgetImpact:Thecommunitycenterhaddesignated$30,000inthe2010 budgetforthisproject.ThequotesreceivedarefromA.J.SpanjersCompanyInc. fromBrooklynParkintheamountof$20,880,TheCaulkersCo.,Inc.from Fridleyintheamountof$27,800,DziedzicCaulking,Inc.fromAndoverinthe amountof$17,880andSunriseSpecialtyContractingoutofBigLakeinthe amountof$24,300. Sincethecaulkinthewindowsandentrywaysidentifiedaboveisinbadshape, weknowthatwearelosingheatingandcoolingthroughthoseopenings.We CityCouncilAgenda:9/27/10 2 wouldanticipatewithabettersealwe’dseeanimprovementinourgasand electricneeds. A2.StaffWorkloadImpact:BrianWeldon,theMaintenanceSupervisor,will overseetheworkwiththehelpofourBuildingDepartmentasanadditional resourceifnecessary. B.ALTERNATIVEACTIONS: 1.MotiontoacceptthequoteforDziedzicCaulkingInc.intheamountof$17,880 andauthorizetheworktobedone. 2.Motiontodenyacceptanceofthequotesanddonotauthorizetheworktobe done. C.STAFFRECOMMENDATION: TheCitystaffrecommendsalternativenumber1.Toensureproperbuilding maintenance,buildingintegrityandimprovedheatingandcoolingefficiencies,we recommendtheworkbedoneusingDziedzicCaulkingInc.asourcontractor. D.SUPPORTINGDATA: Theprojectquotesfrom: A.J.SpanjersCompanyInc. TheCaulkersCo.,Inc. DziedzicCaulking,Inc. SunriseSpecialtyContracting