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HomeMy WebLinkAbout04-17-00 CITY OF HASTINGS Monday COUNCIL MEETING 7:00 P.M. DATE: April 17, 2000 I. CALL TO ORDER: II. ROLL CALL: III. DETERMINATION OF QUORUM: IV. APPROVAL OF MINUTES: Approval of Minutes of the Regular Meeting of April 03, 2000 V. COUNCIL ITEMS TO BE CONSIDERED: VI. CONSENT AGENDA: The items on the Consent Agenda are to be acted upon by the City Council in a single motion. There will be no discussion of these items unless a Councilmember or citizen so requests, in which event the items will be removed from the Consent Agenda to the appropriate department for discussion. 1. Pay All Bills As Audited 2. Resolution - Establish School Speed Limit Zone - 4t" Street between River and Prairie Streets 3. Approve Metropolitan Council Environmental Partnership Grant Agreement 4. Approve Personnel Policy—Travel Expenses 5. Approve Personnel Policy— Probationary Period 6. Approve Personnel Policy— Insurance Continuation 7. Resolution — Community Roadside Enhancement Partnership Program 8. Resolution — Setting Annual Tobacco License Fee 9. Resolution —Approving Application for Transfer of Liquor License at the County Pub (formerly McCabe's Pub) 10. Resolution —Approving HRA Resolution for Arbor Oaks 11. Declare Excess Property—Aquatic Center Vacuum VII. AWARDING OF CONTRACTS & PUBLIC HEARING: 1. Arena roof project 2000, To award bid to Interstate Roofing & WTP, Inc. VIII. REPORTS FROM CITY STAFF: A. Public Works 1. Water Tower Painting Design 2. Vermillion River Watershed Management Organization Joint Powers Agreement Proposal 3. Resolution - No Parking on Barker Street South of 3`d Street 4. Spring Clean-Up Proposal B. City Planner 1. Arbor Oaks Preliminary/Final Plat 2. First Reading and Schedule a Public Hearing -- Zoning Code Amendments = C. Administrator 1. Aquatic Center Usage by HAST Program IX. COMMENTS FROM AUDIENCE: X. UNFINISHED BUSINESS: XI. NEW BUSINESS: XII. REPORTS FROM CITY COMMITTEES, OFFICERS, COUNCILMEMBERS: XIII. ADJOURNMENT: Next Regular City Council Meeting on Monday, May 1, 2000 r Hastings,Minnesota April 3,2000 The City Council of the City of Hastings, Minnesota met in a regular meeting on Monday, April 3, 2000 at 7:00 p.m. in the City Hall Council Chambers, 101 4th Street East, Hastings, Minnesota Members Present: Councilmember Yandrasits, Riveness, Simacek, Johnson, Hicks, Moratzka&Mayor Werner Members Absent: None Staff Members Present: Dave Osberg, City Administrator; Shawn Moynihan, City Attorney; Matt Weiland, City Planner; John Grossman, HRA Director; Tom Montgomery, Public Works Director; and Melanie Mesko, Administrative Assistant/City Clerk Approval of Minutes Mayor Werner asked if there were any corrections or additions to the minutes of the regular meeting of March 20, 2000 and hearing none approved the minutes as presented. 7 Ayes;Nays,None. Council Items To Be Considered Moved by Councilmember Riveness, seconded by Councilmember Johnson,to add Item No. 3 to Public Works-19th Street and Oak Street Stop Sign. 7 Ayes;Nays,None. Consent Agenda Moved by Councilmember Simacek, seconded by Councilmember Yandrasits, to approve the Consent Agenda as presented. 7 Ayes;Nays,None. 1. Pay All Bills As Audited 2. Authorize RFP for Public Works Building Cleaning Services 3. Authorize Parade—Road Closing 4. Item was removed from agenda 5. Resolution No. 4-1-2000-Approve application for Raffle License for Hastings Senior High Track and Field Club 6. Resolution No. 4-2-2000-Approve application for Gambling License for American Legion Post 47 7. Veterans Park Baseball Field—Scoreboard Purchase 8. Change Order—DeWar Arbitration Award, Booster Station and Well Pumphouse Improvement Project, M.C. Magney Construction Minutes of the Regular City Council Meeting of April 3,2000 Page 2 of 4 9. Pay Estimate #11 (Final), Booster Station and Well Pumphouse Improvement Project,M.C. Magney Construction, $36,766.04 10. Amendment to Dakota County Drug Task Force Agreement 11. Conduit Debt Policy Resolution No. 4-3-2000 — Order Improvements for Project 2000-1 & 2, General Sieben Drive and 4th Street Moved by Councilmember Simacek, seconded by Councilmember Hicks, to approve Resolution No. 4-3-2000 ordering improvements for Project 2000-1 & 2. 7 Ayes;Nays,None. Copy of resolution on file. Resolution No. 4-4-2000 — Order Improvements for Project 2000-4, Featherstone Road Moved by Councilmember Simacek, seconded by Councilmember Riveness, to - approve Resolution No. 4-4-2000 ordering the improvements for Project 2000-4. 7 Ayes;Nays,None. Copy of resolution on file. Resolution No. 4-5-2000 — Order Improvements for Project 2000-5, 11th Street & Project 2000-8-Forest Street Moved by Mayor Werner, seconded by Councilmember Hicks,to add Project 2000-8-Forest Street in with Project 2000-5, 11th Street Improvements as one project and for staff to review the assessment policy for possible amendments once the project has been completed. 7 Ayes;Nays,None. Copy of resolution on file. Resolution No. 4-6-2000—Order Improvements for Project 2000-6, 10th Street from Maple to Pine Street Moved by Councilmember Hicks, seconded by Councilmember Yandrasits, to approve Resolution No. 4-6-2000 ordering the improvements for Project 2000-6. 7 Ayes;Nays,None. Copy of resolution on file. Resolution No. 4-7-2000—Ordering Improvements for Project 2000-7, 9th Street Improvement Moved by Councilmember Simacek, seconded by Councilmember Moratzka,to approve Resolution No. 4-7-2000 ordering the improvements for Project 2000-7. 7 Ayes;Nays,None. Copy of resolution on file. Resolution No. 4-8-2000—Ordering Improvements for Project 2000-9, 10th Street Improvement between Hwy 61 & Ashland Moved by Councilmember Yandrasits, seconded by Councilmember Riveness, to approve Resolution No. 4-8-2000 ordering the improvements for Project 2000-9, 10th Street Improvement between Hwy 61 &Ashland with City Staff to initiate discussions with MN/DOT regarding possible intersection redesign. 7 Ayes;Nays,None. Copy of resolution on file. Minutes of the Regular City Council Meeting of April 3, 2000 Page 3 of 4 Resolution No. 4-9-2000—Approve Plans & Authorize Advertisement for Bids 2000 Street & Utility Improvement Program Moved by Councilmember Johnson, seconded by Councilmember Riveness,to approve Resolution No. 4-9-2000 authorizing advertisement for bids as presented. 7 Ayes;Nays,None. Copy of resolution on file. 191h Street& Oak Street Stop Signs Moved by Councilmember Riveness, seconded by Councilmember Moratzka,that this intersection be signed as a four-way stop. 7 Ayes;Nays,None. Preliminary Plat/Site Plan-Bailey Ridge Moved by Councilmember Johnson, seconded by Councilmember Yandrasits,to approve the preliminary plat for Bailey Ridge as presented. 7 Ayes;Nays,None. Moved by Councilmember Simacek, seconded by Councilmember Hicks,to approve the site plan for Bailey Ridge as presented with staff to work with Public Works, Fire Department and Police Department on approval for street naming and with the understanding that the project is contingent upon Met Council approval. 7 Ayes;Nays,None. Site Plan-Arbor Oaks Assisted Living Project/Senior Housing Moved by Councilmember Yandrasits, seconded by Councilmember Simacek, to approve the site plan for Arbor Oaks Assisted Living Project/Senior Housing as per the March 29, 2000 Planners Report and recommendations. 7 Ayes;Nays,None. Policy on Retirement Health Insurance Benefit City Administrator Osberg stated that this amendment would raise the City-paid age limit from 65 to Medicare, with a ten-year cap on City Bid Benefits. Moved by Councilmember Johnson, seconded by Councilmember Moratzka, to approve the amended Retirement Policy. 7 Ayes;Nays,None. Schedule Special Meeting for Golf Course Feasibility Report Moved by Councilmember Moratzka, seconded by Councilmember Simacek, to set a special City Council meeting on Monday,April 24th at 7:00 p.m. at the Hastings City Hall Council Chambers for a Golf Course Feasibility Report. 7 Ayes;Nays,None. Minutes of the Regular City Council Meeting of April 3,2000 Page 4 of 4 City Hall and Police Department Cleaning Services City Administrator Osberg stated that there is one bid for City Hall cleaning and two bids for Police Department cleaning. Moved by Councilmember Riveness, seconded by Councilmember Johnson,to accept the bid for City Hall and the low bid for Police Department cleaning. 7 Ayes;Nays,None. Guardian Angels Church HPC Designation City Attorney Shawn Moynihan stated that the Council tabled this issue to this Council meeting. If they choose not to act on it at this meeting,the item will remain on the table until formal Council action is taken. Hearing no Council motion,the item Guardian Angels School HPC Designation, remains tabled. Comments from Audience Attorney George May was present to state that Building Official Merlin Wilbur was unable to appear before the Council tonight as requested from the Council at it's March 20, 2000 Council meeting and Mr. May requested additional paperwork from the City. Adjournment Moved by Councilmember Simacek, seconded by Councilmember Hicks,to adjourn the meeting at 8:29 p.m. 7 Ayes;Nays,None. ATTEST Mayor City Clerk V1_1 Date: 04/13/2000 Time: 14:31:12 Operator: LORI WEBSTER Page: 1 City of Hastings FM Entry - Invoice Payment - Approval of Bills Check # Vendor Alpha Name Description Dept Amount ----- ---------------------- ------------------------ -------- ------------ 0 HASTINGS AREA CHAMBER/ FEB 2000 LODGING TAX ******** 4,782.51 0 MCES MARCH SAC REPORT ******** 15,072.75 0 MN STATE TREASURER BLDG PERMIT SURCHARGE RE ******** 2,997.07 0 SUNMOON BUFFET REFUND ******** 1,700.00 Total for Dept ** 24,552.33* 0 BRIGGS & MORGAN WAGE/HOUR STUDY COUNCIL 3,124.83 0 COMP USA INC. TRAINING VOUCHER COUNCIL 155.00 0 DAKOTA CNTY TREAS-AUDI Truth N Taxation Costs f COUNCIL 1,280.46 0 VERMILLION RIVER WMO 200 dues 1/00-7/00 COUNCIL 2,728.08 Total for Dept 6011 7,288.37* 0 BOISE CASCADE OFFICE P Computer Supplies, Keybo ADMINIST 501.72 0 FARMER BROS CO. COFFEE - EXTRA CUP SF ADMINIST 47.84 0 IKON OFFICE SOLUTIONS FAX MACHINE MAINTENANCE ADMINIST 174.20 0 NEOPOST LEASING Lease of Mail Equipment ADMINIST 872.19 0 UNITED TELEPHONE SYSTE ADMINIST 916.58 Total for Dept 6020 2,512.53* 0 COMP USA INC. TRAINING VOUCHER CITY CLE 465.00 0 ELECTION SYSTEMS & SUNDAY ON-SALE LIQUOR LI CITY CLE 19.72 0 GOVT TRAINING SERVICE 2000 MCMA/MALA Conferenc CITY CLE 185.00 0 GRAPHIC DESIGN Rivertown Newsletter 7/9 CITY CLE 1,948.95 0 HASTINGS STAR GAZETTE CITY CLE 522.80 0 ST.PAUL PIONEER PRESS Job Position Description CITY CLE 1,130.50 0 STAR TRIBUNE Job Posting CITY CLE 2,507.00 Total for Dept 6040 6,778.97* 0 DRUMMOND AMERICAN CORP CITY FAC 291.18 0 ELECTRO WATCHMAN, INC QUARTERLY ALARM MONITORI CITY FAC 57.51 0 REIS,INC Mini Hack/WD 40 CITY FAC 56.67 0 TERRY'S ACE HARDWARE PLUMBING SUPPLIES CITY FAC 22.33 0 VOSS LIGHTING 7w Fluor Lamps CITY FAC 35.78 0 W.W. GRAINGER, INC. GLASS CLEANER/BALLAST CITY FAC 27.51 Total for Dept 6080 490.98*, 0 DAKOTA ELECTRIC ASSN Gun Range Electric Bill CITY FAC 17.70 0 W.W. GRAINGER, INC. Floor Smoking Urn CITY FAC 261.18 Total for Dept 6081 278.88* 0 WEILAND, MATTHEW Airline Ticket for Confe PLANNING 290.00 Total for Dept 6090 290.00* 0 AIRTOUCH CELLULAR Phone Service for 3 phon POLICE 56.91 0 ALEXANDER BATTERIES Radios, Flashlights POLICE 451.56 0 AMOCO OIL CO Gas Card For Mike Munson POLICE 15.39 0 BEST BUY CO., INC. 6 Keyboard Adapters/Phon POLICE 53.60 0 BOISE CASCADE OFFICE P Envelopes, Ribbon, Paper POLICE 79.56 0 COMP USA INC. TRAINING VOUCHER POLICE 1,240.00 0 COUNTY MARKET Coffee Filteres POLICE 7.79 0 DAKOTA CNTY TREAS-AUDI FEB FUEL CHARGES POLICE 1,386.07 Date: 04/13/2000 Time: 14:31:12 Operator: LORI WEBSTER Page: 2 City of Hastings FM Entry - Invoice Payment - Approval of Bills Check # Vendor Alpha Name Description Dept Amount ------- ---------------------- ------------------------ -------- ------------ 0 ELECTRO WATCHMAN, INC Quarterly Alarm monitori POLICE 57.51 0 GALLS, INC. Gerald Wuollet's Uniform POLICE 297.92 0 GERRY'S FIRE PROTECTIO Repair & Check of Buildi POLICE 75.76 0 HASTINGS VEHICLE REGIS Vehicle Tabs 1996 Olds POLICE 8.50 0 HOESCHEN, JAMES B. Boots-Steve Scharfe Unif POLICE 40.00 0 MILLER & HOLMES, INC. Squad Car Washed 2/12-3/ POLICE 125.00 0 MN DEPT OF PUBLIC SAFE CJDN Connect Charge/TID' POLICE 390.00 0 PEARLE VISION Perscription Safety Glas POLICE 171.52 0 SOLUTIONS 4SURE INC. ADOBE ACROBAT SOFTWARE POLICE 197.79 0 TECH PARTNERS HP Net Server Maintenanc POLICE 9,085.66 0 TERRY'S ACE HARDWARE Shipping Service POLICE 46.47 0 TOLLEFSON, DAN Reimbursement for School POLICE 75.00 0 UNITED TELEPHONE SYSTE POLICE 1,573.71 0 WAL MART STORE #01-147 Coffee , POLICE 43.14 Total for Dept 6210 15,478.86* 0 TREADWAY GRAPHICS Pinstripe Cap/Digital Wa D.A.R.E. 149.64 Total for Dept 6218 149.64* 0 AIRTOUCH CELLULAR MONTHLY CHARGE FIRE 98.74 0 AMERIPRIDE APPAREL/PAP FIRE 21.30 0 AUTO DOCTOR ALIGNMENT FIRE 39.95 0 BIRCHEN ENTERPRISES IN Tire Rotation, Tires Mou FIRE 348.48 0 CLAREY'S SAFETY EQUIP 2" ROUND FOOT FIRE 38.60 0 COUNTY MARKET COFFEE FIRE 52.43 0 DAKOTA CNTY TREAS-AUDI FEB FUEL CHARGES FIRE 500.55 0 EMERGENCY APPARATUS MA REPAIRS FIRE 518.03 0 EMERGENCY VEHICLE SUPP POWER PULSE FLASHER, Q S FIRE 95.98 0 GALLS, INC. HELMET CRESCENTS FIRE 36.93 0 GRAPHIC DESIGN DISPATCH LOG FIRE 106.50 0 HASTINGS CROSSROADS CO REPAIR DAMAGE 3/29/2000 FIRE 999.29 0 MOTOR PARTS SERVICE CO WIPER BLADE FIRE 51.78 0 TERRY'S ACE HARDWARE EAR PROTECTION FIRE 231.16 0 U.S. POSTMASTER STAMPS AND ENVELOPES FIRE 628.00 0 UNITED TELEPHONE SYSTE FIRE 384.40 0 VALLEN SAFETY SUPPLY C IND. SCI SENSOR/ GAS FIRE 419.26 0 WAL MART STORE #01-147 FOAM CUPS FIRE 148.70 0 XEROX CORPORATION Dry Ink FIRE 256.70 Total for Dept 6220 4,976.78- 0 AUTO DOCTOR TAIL PIPE/CLAMPS AMBULANC 93.40 0 DAKOTA CNTY TREAS-AUDI FEB FUEL CHARGES AMBULANC 337.16 0 GERBOZY, JASON REFUND AMBULANC 678.72 0 GORDY'S GLASS GLASS REPAIRS AMBULANC 75.00 0 PARR EMERGENCY,INC RU504585 Cuffed ET Tube AMBULANC 136.71 0 PRAXAIR DISTRIBUTION I OXYGEN AMBULANC 113.41 0 REGIONS HOSPITAL Medical Consultation/EMS AMBULANC 3,679.50 Total for Dept 6230 5,113.90- 0 BECKER, RON OLDS-DODGE SUSPENSION/OIL CHANGE BUILDING 131.78 Date: 04/13/2000 Time: 14:31:12 Operator: LORI WEBSTER Page: 3 City of Hastings FM Entry - Invoice Payment - Approval of Bills Check # Vendor Alpha Name Description Dept Amount ------- ---------------------- ------------------------ -------- ------------ 0 DAKOTA CNTY TREAS-AUDI FEB FUEL CHARGES BUILDING 79.42 0 LAKE COUNTRY CHAPTER I membership dues for 2000 BUILDING 50.00 0 MESAROS, WILLIAM meeting exp reimbursemen BUILDING 115.00 0 MN STATE TREAS 2000 SPRING CODE SEMINAR BUILDING 30.00 0 TSR WIRELESS -MINNESOT BUILDING 11.96 Total for Dept 6240 418.16* 0 AIRTOUCH PAGING PAGER SVC 3/15-4/15 HOUSING 11.80 0 NAT'L FIRE PROTECTION N.F.P.A. MEMBERSHIP THRU HOUSING 115.00 Total for Dept 6245 126.80* 0 TOP DOG INC. April Animal Control Fee ANIMAL C 1,135.00 Total for Dept_6270 1,135.00* 0 BARR ENGINEERING CO. Services 9/25/99-1/28/20 ENGINEER 294.57 0 DAKOTA CNTY TREAS-AUDI FEB FUEL CHARGES ENGINEER 20.51 0 DAKOTA COUNTY RECORDER Recording Fee 1st Baptis ENGINEER 29.50 Total for Dept 6311 344.58* 0 ANDERSEN, E.F. & ASSOC 15 MINUTE PARKING SIGNS STREETS 75.25 0 CHEMSEARCH Naturalizer Aerosol STREETS 153.78 0 DAKOTA CNTY TREAS-AUDI FEB FUEL CHARGES STREETS 1,672.72 0 DOERER'S GENUINE PARTS BELTS STREETS 13.90 0 ENVIRONMENTAL EQUIPMEN SWEEPER BROOMS STREETS 543.15 0 G & K SERVICES Shop Towels & Mats STREETS 79.75 0 GARTZKE CONST. CO. Rent for Loader 73 Hours STREETS 2,370.96 0 GERRY'S FIRE PROTECTIO INSPECT FIRE EXTINGUISHE STREETS 209.90 0 HEAD LITES CORPORATION Vests STREETS . 351.45 0 MACQUEEN EQUIPMENT, IN pulley chain, spring STREETS 38.10 0 MOTOR PARTS SERVICE CO Amber Refl STREETS 351.71 0 PRAXAIR DISTRIBUTION I Outfit GT/Cutting Tip/Ho STREETS 403.69 0 RUEDY, CALVIN Str. Supt. Meeting STREETS 12.78 0 SOLBERG AGGREGATE COMP 29.42T Type I RIP RAP STREETS 221.39 0 TERRY'S ACE HARDWARE Handle Hammer STREETS 194.37 0 TESSMAN SEED INC ROUND UP DRY PACK/ESTATE STREETS 84.91 0 UNITED TELEPHONE SYSTE STREETS 203.94 Total for Dept 6312 6,981.75- 0 MILLERBERND PRIME PAINT EPDXY STREET L 2,726.40 0 NORTHERN STATES POWER STREET L 9,441.12 Total for Dept 6313 12,167.52* 0 ADOLPH KIEFER & ASSOCI RESCUE TUBE AKA STD AQUATIC 206.32 0 BT OFFICE PRODUCTS INT CASH DRAWER, CALCULATOR, AQUATIC 547.21 0 ELECTRO WATCHMAN, INC QUARTERLY ALARM MONITORI AQUATIC 79.88 0 JOHNSON, DARBIE A.D. AQUATIC CONFERENCE HOTEL AQUATIC 1,132.63 Total for Dept 6511 1,966.04* 0 C.T. FARM & COUNTRY Sprayer Parts PARKS/RE 64.61 0 DOERER'S GENUINE PARTS AGBRG PARKS/RE 35.59 Date: 04/13/2000 Time: 14:31:12 Operator: LORI WEBSTER Page: 4 City of Hastings FM Entry - Invoice Payment - Approval of Bills Check # Vendor Alpha Name Description Dept Amount ------- ---------------------- ------------------------ -------- ------------ 0 ELECTRO WATCHMAN, INC Quarterly Charge PARKS/RE 172.53 0 GERRY'S FIRE PROTECTIO FIRE EXTINGUUISHER PARKS/RE 114.92 0 KROMER CO. PARKS/RE 12,605.40 0 MIRACLE RECREATION EQU CANOPY, SLIDE CANOPY ROT PARKS/RE 943.19 0 MTI DISTRIBUTING COMPA Lee Service School PARKS/RE 1,339.95 0 NINE EAGLES GOLF CO. CLOTHING - KEVIN PARKS/RE 203.25 0 NORNES, STEPHANIE COMPUTER COVER PARKS/RE 11.70 0 NORTHERN STATES POWER PARKS/RE -560.95 0 PRARIE RESTORATIONS IN SPRING BURN - OLDMILL PK PARKS/RE 2,500.00 0 PSC SUPPLY MASTER PADLOCK KEY, DISP PARKS/RE 90.42 0 RELIABLE RENTAL CENTER Oxygen Cyl PARKS/RE 21.69 0 SHERWIN-WILLIAMS Field Paint PARKS/RE 98.40 0 TERRY'S ACE HARDWARE FASTENERS PARKS/RE 5.22 0 TESSMAN SEED INC TURFACE, FERTIMIX, FAST PARKS/RE 1,967.40 0 UNITED TELEPHONE SYSTE PARKS/RE 167.61 Total for Dept 6520 19,780.93- 0 NAT'L ALLIANCE OF Membership Dues for John HISTORIC 50.00 Total for Dept 6638 50.00* 0 BARR ENGINEERING CO. Services 2/18-2/25/2000 OTHER BE 369.25 0 SEH ENGINEERS 33rd St Traffic Signal P OTHER SE 714.98 Total for Dept 6700 1,084.23- 0 MN DEPT OF TRANSPORTAT MN DOT Testing Service VETS BIK 223.62 Total for Dept 6788 223.62* 0 FIRSTAR TRUST COMPANY HRA 98A FISCAL AGENT BON MISCELLA 175.00 Total for Dept 6800 175.00* 0 CARQUEST OF HASTINGS WD 40 Spray WATER 4.08 0 DAKOTA CNTY TREAS-AUDI FEB FUEL CHARGES WATER 457.13 0 DAKOTA ELECTRIC ASSN MARCH ELECTRIC WATER 93.11 0 DPC INDUSTRIES, INC. HFS Acid WATER 581.45 0 ELECTRO WATCHMAN, INC Quarterly Alarm Charge WATER 57.51 0 GRAPHIC DESIGN New Meter Card WATER 175.73 0 HASTINGS AUTO BODY, IN Replace Door Handle WATER 78.07 0 HEAD LITES CORPORATION x-Large Safety Vests WATER 304.33 0 MENARDS WATER 83.36 0 MOTOR PARTS SERVICE CO Oil Filter WATER 205.48 0 NORTHERN STATES POWER WATER 4.06 0 REIS,INC Wire Stripper WATER 19.15 0 TERRY'S ACE HARDWARE Ties Cable 8" WHT 1000 P WATER 95.07 0 TKDA ENGINEERS Water Syustem Plan Updat WATER 6,137.89 0 TWIN CITY WATER CLINIC Bacteria Analysis for Ma WATER 96.00 0 UNITED TELEPHONE SYSTE WATER 203.95 0 WAL MART STORE #01-147 File Folders/File Frame WATER 75.55 0 WATER PRO 710" WB67 DDP HYDT WATER 4,392.72 Total for Dept 7100 13,064.64* Date: 04/13/2000 Time: 14:31:13 Operator: LORI WEBSTER Page: 5 City of Hastings FM Entry - Invoice Payment - Approval of Bills Check # Vendor Alpha Name Description Dept Amount ------- ---------------------- ------------------------ -------- ------------ 0 DAKOTA ELECTRIC ASSN MARCH ELECTRIC WASTEWAT 26.09 0 MCES WasteWater Service for M WASTEWAT 63,560.00 0 QUALITY FLOW SYSTEMS Service Checks on Lift S WASTEWAT 405.00 0 STATE CHEMICAL 6 gals Orange Buoy WASTEWAT 360.50 Total for Dept 7300 64,351.59* 0 NINE EAGLES GOLF CO. CLOTHING - ROBERTA TRANSIT 95.00 0 UNITED TELEPHONE SYSTE TRANSIT 51.46 Total for Dept 7500 146.46* 0 HASTINGS BUS CO TRAC BUS SERVICE - MARCH TRANSIT- 1,213.36 0 HEALTH SVCS OF N. AMER Trac Drug Testing Octobe TRANSIT- 84.00 Total for Dept 7501 1,297.36* 0 DAKOTA CNTY TREAS-AUDI FEB FUEL CHARGES TRANSIT- 599.50 Total for Dept 7502 599.50* 0 DIPPIN DOTS, INC. STRAWBERRY CIVIC AR 213.75 0 ELECTRO WATCHMAN, INC QUARTERLY ALARM MONITORI CIVIC AR 57.51 0 ENSTROM, JOHN Black Tape CIVIC AR 220.80 0 EVERBRITE INC REPAIR PENALTY TIMER CIVIC AR 100.13 0 GERRY'S FIRE PROTECTIO INSPECT FIRE EXTINGUISHE CIVIC AR 49.75 0 ICE SKATING INSTITUTE SHOW EXHIBITION ENDORSEM CIVIC AR 25.00 0 MN DEPT/LABOR & INDUST Boiler Inspection of CI CIVIC AR 50.00 0 R & R SPECIALITIES, IN 77" ICE BLADE GRIND CIVIC AR 70.00 0 SHERWIN-WILLIAMS PAINT CIVIC AR 5.27 0 TERRY'S ACE HARDWARE Thinner Paint CIVIC AR 4.24 0 THERMOGAS CO OF BASTIN CYLINDER FILLS CIVIC AR 17.57 0 UNITED TELEPHONE SYSTE CIVIC AR 162.54 Total for Dept 7700 976.56* 0 CANNON ELECTRIC MOTOR Repaird 6.6 KW German D- HYDROELE 524.35 0 NORTHERN STATES POWER HYDROELE 25.96 0 ROTHER MACHINE INC. Weld Stainless Steel Ban HYDROELE 250.28 0 TERRY'S ACE HARDWARE Nail 6D Finish Brt 1# HYDROELE 386.78 0 UNITED BUILDING CENTER Oak Panel Cap/Door Sweep HYDROELE 53.56 0 UNITED TELEPHONE SYSTE HYDROELE 45.91 Total for Dept 7900 1,286.84* Grand Total 194,087.82* April 17, 2000 APPROVED: City Administrator Finance Director Councilmember Simacek Councilmember Riveness Councilmember Johnson Councilmember Moratzka Councilmember Hicks Councilmember Yandrasits Mayor Werner VI-2 MEMO To: Honorable Mayor and City Council Members From: Tom Montgomery Subject: 4''St. School Speed Limit Zone Date: April 13, 2000 Staff has received a request to post a school speed limit zone on 4'St. adjacent to Tilden Elementary School. Enclosed for Council approval is a resolution ordering the posting of the school speed limit signs. CITY OF HASTINGS DAKOTA COUNTY,MINNESOTA Resolution No. RESOLUTION ORDERING THE ESTABLISHMENT OF A SCHOOL SPEED LINUT ZONE ON 4TH STREET ADJACENT TO TILDEN ELEMENTARY SCHOOL WHEREAS, the City has received a request to establish a school speed limit zone on 0 St. adjacent to Tilden Elementary School; and WHEREAS, in order to enhance the safety of the school pedestrian traffic, the establishment of a school speed limit zone is desired; NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HASTINGS AS FOLLOWS; 1. The City Council makes a finding that the establishment of a school speed limit zone on 0 St. adjacent to Tilden Elementary School is necessary to enhance the safety of the school's pedestrian traffic. 2. City staff is directed to install the appropriate traffic control signs on 0 St. to create the approved school speed limit zone. ADOPTED BY THE CITY COUNCIL OF HASTINGS,MINNESOTA, THIS 17TH DAY OF APRIL, 2000. Ayes: Nays: Michael D. Werner,Mayor ATTEST: Melanie Mesko, City Clerk SEAL ��L �4�:� 1 � i4 4 yid i,nu +�i 11 ^z, N,jjll j`2l ;�'. YLF:� Ak 1. VW�I•r�l�� ::':III Y H::IIJ k I � I 1 MP '4 �..a •1 1 •1 1 - M vsr_....:=.is-'� vtivs�_n...-...,.,=.x.-tsr= .�.s..i �i�at`s'ff�3 �ni`„?r;�,.� � w _ � •g+'• Vl-3 MEMO To: Honorable Mayor and City Council Members From: Tom Montgomery Subject: Metropolitan Council Environmental Partnership Grant Agreement Date: April 13, 2000 The Metropolitan Council announcing that the City has received a$52,200 grant for an assessment of water quality treatment from our Industrial Park ponding and sedimentation basin. A copy of the proposed grant agreement is enclosed. The Industrial Park ponding basin was designed by Barr Engineering and constructed as,part of the Enterprise Avenue, 31'St., and Spiral Boulevard street and utility improvements constructed in 1997. Barr Engineering submitted a grant proposal under the City's name to evaluate the effectiveness of the.pond's design on storm water detention and sediment removal. The City's participation in the study is limited to occasional Street Department assistance in gaining access to the outlet and assisting Barr Engineering staff in collecting data. Council is requested to authorize the City to enter into this grant agreement. A Contract No: SG-00-14 METROPOLITAN ENVIRONMENTAL PARTNERSHIP GRANT AGREEMENT BETWEEN THE METROPOLITAN COUNCIL AND THE CITY OF HASTINGS THIS AGREEMENT is made and entered into by and between the Metropolitan Council (the "Council") and the City of Hastings(the "Grantee"),each acting by and through its duly authorized officers. WHEREAS,on November 12, 1998,the Council approved an Environmental Partnership Memorandum of Understanding which commits the Council to establish a program to provide financial assistance to reduce, control, and prevent nonpoint sources of pollution to metropolitan area lakes,rivers and streams, with a focus on the Mississippi, Saint Croix,and Minnesota Rivers; and WHEREAS,pursuant to this commitment, the Council has established the Metropolitan Environmental Partnership("MEP")Grant Program which provides grants to implement and evaluate projects designed to address nonpoint source pollution problems or control measures; and WHEREAS,the Grantee has submitted an application for, and is eligible to receive, a MEP Program Grant; and WHEREAS,the Council has reviewed Grantee's application and desires to assist the Grantee by the award of a MEP Program Grant. NOW,THEREFORE,the Council and the Grantee agree as follows: I. GRANTEE PERFORMANCE OF GRANT PROJECT 1.01 Grant Project Activities. The Grantee agrees to perform and complete in a satisfactory and proper manner the grant project as described in the Grantee's application for grant assistance, incorporated in this agreement by reference, and in accordance with the tei ins and conditions of this agreement. Specifically,the Grantee agrees to perform the Work Plan activities described in Exhibit A, which is attached to and incorporated in this agreement. The Grantee may engage contractors to perform Work Program activities with prior approval of the Council. However, the Grantee retains primary responsibility to the Council for performance of the grant project. 1.02 Material Representations. The Grantee agrees that all representations contained in its application for grant assistance are material representations of fact upon which the Council relied in awarding this grant and are incorporated in this agreement by reference. II. AUTHORIZED USE OF GRANT PROCEEDS AND MATCHING FUNDS 2.01 Authorized Uses. The Grantee is authorized to use the grant funds only in payment of the line item costs, with no greater than a ten percent(10%)variance from the budgeted line item cost, as specified in Exhibit B which is attached to and incorporated in this agreement. No other use of grant funds is permitted. Grant and matching funds may be used only for costs directly associated with grant project activities or to prepare the Work Plan(Exhibit A). N" 2.02 Unauthorized Uses of Grant Proceeds. Grant funds cannot be used to purchase land, buildings,or other interests in real property,or to pay overhead or indirect costs,legal fees,or permit, license,or other authorization fees,unless specifically approved in advance by the Council's Grant Manager. 2.03 Reversion of Unexpended Funds..All funds granted by the Council under this agreement that have not been expended for grant activities taking place during the Project Activity Period shall revert to the Council. 2.04 Project Equipment and Supplies. Grant and matching funds maybe used to purchase or lease equipment,machinery, supplies, or other personal property directly necessary to conduct the grant project. The Grantee will comply with the personal property management requirements described in paragraph 7.11 of this agreement. III. GRANT AMOUNT AND DISTRIBUTION 3.01 Total Grant Amount. The Council shall pay to the Grantee a Total Grant Amount of $52,200. Provided,however,that in no event will the Council's obligation under this agreement exceed the lesser of: a. the Total Grant Amount of$52,200;or, b. seventy-five percent(75%)of actual total grant project expenditures. The Council shall bear no responsibility for cost overruns which may be incurred by the Grantee in performance of the grant project. 3.02 Grantee's Match. The Grantee has an obligation under this grant agreement to share in the costs of the project by providing at least a twenty-five percent(25%)cash or in-kind match. Accordingly,the Grantee agrees to provide at least$17,400 in matching funds during the Project Activity Period. The Grantee agrees that there will be no reduction in the monetary amount of match unless there is at the same time a proportionate reduction in the Total Grant Amount. 3.03 Distribution of Grant Funds. Grant funds will be distributed by the Council as follows: a. Along with each quarterly report as provided in paragraph 5.01,Grantee shall submit a reimbursement request for all expenditures made during the quarter in accordance with the grant project. The reimbursement request must include documentation evidencing the expenditures,as described in paragraph 4.01. b. Reimbursable expenditures include only: 1. Direct staff costs figured on the current hourly rates of pay for all personnel employed by the Grantee in providing services for the grant project for the hours actually worked and paid to the personnel;and an amount in compensation for such employees' fringe benefits attributable and allocable to such hours. 2. Costs for equipment, supplies,and subcontracted services used in the grant project. Such equipment,supplies,and services must be obtained through competitive quotes, competitive bidding,or other competitive process that gives assurance that the costs incurred are reasonable. -2- C. Upon review and approval of the reimbursement request,the Council will distribute to the Grantee the approved reimbursement request amount. However,no payment will be made which would cause distribution of grant funds to exceed the limits in section 3.01. No payment will be made if the Grantee is not current in its reporting requirements under article V. Distribution of any funds or approval of any report is not to be construed as a Council waiver of any Grantee noncompliance with this agreement. IV. ACCOUNTING AND RECORD REQUIREMENTS 4.01 Documentation of Project Costs and Income. All costs charged to the grant project, whether paid with grant proceeds or charged as the Grantee's match,must be supported by proper documentation,including properly executed payrolls,time records, invoices,contracts,receipts for expenses,or vouchers,evidencing in detail the nature and propriety of the charges. 4.02 Accounts and Records. The Grantee agrees to establish and maintain accurate,detailed, and complete separate accounts and records relating to the receipt and expenditure of all grant funds and the Grantee's Match required by this agreement,including all project documents, financial records, supporting documentation, and the property records required by paragraph 7.11. These project accounts and records shall be retained intact by the Grantee for at least six(6)years following the end of the Grant Period set forth in paragraph 6.02,below. Records relating to the installation, operation, and maintenance of best management practices must be maintained for at least three(3)years beyond the design or useful life whichever is longer. These requirements shall survive closeout of the grant agreement. 4.03 Audit. The Grantee agrees to keep and maintain books,records,documents, and other evidence pertinent to its performance under this agreement in accordance with generally accepted accounting principles and practices,consistently applied. Such books,records,documents and other evidence will be maintained until the latest of: a. Complete performance of this agreement; or b. Six(6)years following the Grant Period;or c. If any litigation,claim,or audit is commenced during said six(6)year period,when all such litigation,claims or audits have been resolved. During the time of such maintenance,authorized representatives of the Council(and the Legislative Auditor and/or State Auditor in accordance with Minn. Stat. 16C.05,subdivision 5)will have access to all such books,records,documents,accounting practices and procedures,and other evidence for the purpose of inspection, audit,and copying during normal business hours. The Grantee will provide proper facilities for such access and inspection. These requirements shall survive closeout of the grant agreement. V. REPORTING AND MONITORING REQUIREMENTS 5.01 Quarterly Reports. Grantee shall submit quarterly reports to the Council for review and approval. Each quarterly report is due within thirty(30)days after the end of each calendar quarter. Each quarterly report shall include a detailed summary of completed work activities and project expenditures, including a comparison of actual activities and expenditures against planned activities and projected expenditures. The Council may prescribe the format of such reports. -3- 5.02 Final Report. Upon completion of the project and not later than two (2)months after the end of the Project Activity Period,the Grantee must submit a final report for Council review and approval describing the activities and expenditures for the project and containing a final accounting of grant and matching expenditures. The final report must include a list of project personal property as required by paragraph 7.11. 5.03 Content of Reports. The Grantee agrees to report completely and to provide the Council with any additional or follow-up information as may be requested by Council staff. 5.04 Copies. The Grantee agrees to provide copies of the reports specified in paragraphs 5.01 and 5.02 to organizations and individuals upon request during the Grant Period. 5.05 Other Monitoring Activities. To assist the Council in monitoring compliance with the grant agreement,the Grantee agrees to attend Grantee meetings as requested by Council staff and to permit site visits by Council staff, during business hours,upon reasonable notice. The Grantee agrees to submit to the Council a copy of any promotional information regarding the grant project disseminated by the Grantee during the Grant Period. 5.06 Changed Conditions. The Grantee agrees to notify the Council immediately of any change in conditions, local law, or any other event that may affect the Grantee's ability to perform the grant project in accordance with the terms of this agreement. VI. TIMING REQUIREMENTS 6.01 Project Activity Period. The Grantee agrees to complete the work program activities described in Exhibit A by no later than April 30,2001 (the "Project Activity Period" end date). Grant funds may not be used by Grantee to reimburse costs for any project activities taking place before this agreement is effective or after the end of the Project Activity Period. However, grant funds may be used by Grantee to reimburse costs for Work Plan(Exhibit A)preparation activities which occurred after receipt by Grantee of written notice from the Council of the award of this grant but before the effective date of this agreement. 6.02 Grant Period. The Grant Period shall extend from the effective date of this agreement to a date three(3) months following the end of the Project Activity Period, to permit closeout of the grant agreement. VII. GENERAL CONDITIONS 7.01 Amendments. The terms of this agreement may be changed only by mutual agreement of the parties. Such changes shall be effective only upon the execution of written amendments signed by authorized officers of the parties to this agreement. 7.02 Termination by Council. The Council may terminate this grant agreement at any time by providing Grantee written notice of such termination at least thirty(30) days prior to the effective date of such termination. Upon such termination Grantee shall be entitled to compensation for grant project activities in accordance with this grant agreement which were incurred prior to the effective date of the termination,not exceeding the Total Grant Amount. 7.03 Noncompliance by Grantee. If the Council finds that there has been a failure to comply with the provisions of this agreement,the Council may terminate the agreement at any time following seven(7)days'written notice to the Grantee and upon failure of the Grantee to cure the default within the seven-day period. If the Council finds that the Grantee's noncompliance is willful and unreasonable,the Council may terminate or rescind this agreement and require the Grantee to repay the grant funds in full or in a portion determined by the Council. Nothing herein shall be construed so as to limit the Council's legal remedies to recover grant funds. 7.04 Unauthorized Use of Grant Proceeds. Upon a finding by Council staff that the Grantee has made an unauthorized or undocumented use of grant proceeds,and upon a demand for repayment issued by the Council,the Grantee agrees to promptly repay such amounts to the Council. 7.05 Indemnification. The Grantee assumes liability for and agrees to defend, indemnify and hold harmless the Council, its members,officers,employees and agents, from and against all losses, damages,expenses, liability, claims,suits,or demands, including without limitation attorney's fees, arising out of,resulting from,or relating to the performance of the grant project by Grantee or Grantee's employees, agents, or subcontractors. 7.06 Public Data. The Grantee agrees that the results of the grant project, the reports submitted, and any new information or technology that is developed with the assistance of this grant is in the public domain and may not be copyrighted or patented by Grantee. 7.07 Equal Employment Opportunity; Affirmative Action. The Grantee agrees to comply with all applicable laws relating to nondiscrimination and affirmative action. In particular,the Grantee agrees not to discriminate against any employee,applicant for employment, or participant in this project because of race, color,creed,religion,national origin, sex,marital status, status with regard to public assistance,membership or activity in a local civil rights commission, disability, sexual orientation, or age; and further agrees to take action to ensure that applicants and employees are treated equally with respect to all aspects of employment, including rates of pay, selection for training, and other forms of compensation. 7.08 Acknowledgment. The Grantee shall appropriately acknowledge the grant assistance made by the Council in any promotional materials,reports, and publications relating to the grant project. 7.09 Compliance with Law. The Grantee agrees to conduct the grant project in compliance with all applicable provisions of federal, state,and local laws. The Grantee is responsible for obtaining and complying with all local and state permits,licenses, and authorizations necessary for the grant project. 7.10 Council's Grant Manager. The Council's Grant Manager for purposes of administration of this agreement is Joe Mulcahy, or such other person as may be designated in writing by the Council's Regional Administrator. However,nothing in this agreement will be deemed to authorize the Grant Manager to execute amendments to this grant agreement on behalf of the Council. 7.11 Personal Property Management. Title to all personal property acquired with grant or matching funds shall remain with the Grantee during the Grant Period. Accordingly,the Grantee shall take reasonable measures to protect and defend its title interest and shall keep the personal property free and clear of any liens, encumbrances,or other claims. The Grantee must maintain property records that include,at a minimum,a description of the property, a serial or other identification number,the acquisition date and cost, and the location,use, and condition of the property. In the final report required by paragraph 5.02, the Grantee shall include a list of all personal property acquired with grant and matching funds which was not expended in performance of the grant project. At the end of the Grant Period, the Grantee agrees to transfer title to all personal property acquired in whole or in part with grant funds to the Council, at the Council's option,at no charge. The Council reserves the right to direct appropriate disposition of all personal property, acquired in whole or in part with grant funds, which has not been expended in performance of the grant project. During the Grant Period,the Grantee bears the risk of loss of, damage to, or destruction of any personal property acquired with grant or matching funds. No such loss,damage, or destruction shall relieve the Grantee of its obligations under this agreement. The Grantee agrees to maintain personal property acquired with grant or matching funds in good operating order. If, during the Project Activity Period, any project personal property is not used in performing the project, whether by planned withdrawal, misuse, or casualty loss,the Grantee shall immediately notify the Council's Grant Manager. Unless otherwise approved by the Council's Grant Manager,the Grantee shall remit to the Council a proportional amount of the fair market value of the item(s), if any, determined on the basis of the proportion of Council grant funds used to acquire the item(s). 7.12 Effect of Project Closeout. The Grantee agrees that project closeout does not invalidate continuing obligations imposed on the Grantee by this agreement. Project closeout does not alter the Council's authority to disallow costs and recover funds on the basis of a later audit or other review, and does not alter the Grantee's obligation to return any funds due to the Council as a result of later refunds, corrections,or other transactions. IN WITNESS WHEREOF,the parties have caused this agreement to be executed by their duly authorized officers on the dates set forth below. This agreement is effective upon final execution by, and delivery to,both parties. GRANTEE Date By Name Title METROPOLITAN COUNCIL Date By Keith Buttleman,Director Environmental Planning and Evaluation Approved as to form: Metropolitan Council Office of General Counsel -6- EXHIBIT A--WORK PROGRAM General Summary of Work The work to be performed under this grant involves monitoring the effectiveness of the existing ponding basin and the modification of its outlet structure to include a special filtering device for overall water quality treatment. To do this, flows entering the basin, flows leaving the basin (but before passing through the filtering facilities), and flows that have passed through the filtering facility and outlet structure will be monitored. We anticipate monitoring runoff from nine storm events during spring, summer, and fall of 2000. At this point, it is anticipated that two spring events, five summer events, and two fall events will be monitored. Storms greater than one-half inch of precipitation and less than three inches of precipitation will be monitored. For your consideration in preparing the grant agreement, we have broken the work into the following work tasks. These tasks and the associated costs are also listed in the attached table so you can see how the overall project costs and the grant request funds were arrived at. Project Work Tasks Work Task No. 1—Project.Planning, Monitoring Equipment Preparation and Mobilization. This task involves setting up the project team, establishing team member responsibilities, making ready the monitoring equipment prior to its installation, preparing the detailed work plan, project management, project coordination and quarterly reporting and invoicing. Work Task No. 2—Monitoring Equipment Installation and Rental. This work task involves installing the monitoring equipment and initiating instrument calibration and controls for each piece of equipment and monitoring device as well as the rental costs for the equipment itself. Work Task No.3—RaynFiltr Installation. This work task involves installing the necessary piping and filters on the downstream end of the existing basin outlet structure. This work also includes periodic filter media replacement. The media will be replaced on an as-needed basis and will be based on monitoring data collected after various storm events. If it appears that significant treatment efficiencies are reduced after an individual storm event, the filter media will be removed from the filter facility and replaced with new media. Work Task No. 4—Routine Equipment Servicing of Monitoring Equipment. This work task involves the periodic checking of equipment to make sure that it is in good operating condition prior to storm events and restoring the equipment in the event of vandalism or weather-related damage. Work Task No. 5—Storm Event Sample Pickup Including False Starts. This work task involves the collection of stormwater samples that the equipment collects for storm events to be monitored. It also includes replacement of collection bottles and cleaning equipment when samples are taken from targeted storm events and the events that trigger equipment initiation that are greater or less than the targeted range of rainfall events. Work Task No. 6—Sample Compositing and Delivery to Laboratory. This work task involves the compositing of storm samples in a manner necessary to ensure that they in fact are representative samples of the storm runoff. This work task also includes miscellaneous housekeeping activities such as washing sample bottles and preparing them to be used when replacing bottles after the next storm event. A-1 Work Task No. 7—Data Processing. This work task includes the laboratory analyses of composited water samples and processing the data into useable information for analyzing basin and filter efficiencies. At a minimum, parameters to be analyzed include total suspended solids, total phosphorus, total nitrogen,TKN, and temperature. Work Task No. 8—Equipment Removal and Cleaning and Return. This work task involves the dismantling and cleaning of monitoring equipment and returning it Barr's storage facility once the nine desired storm events have been analyzed. Work Task No. 9—Summary Report. Once all of the analytical work has been completed, a report will be prepared. This report will include a discussion of the work performed, the storms analyzed, analytical data on each storm event, a discussion of the basin component efficiencies, conclusions of the study and recommendations for widespread application or system modification depending on the monitoring results. A-2 EXHIBIT B--PROJECT BUDGET WORK TASK __ Grant _ Match Total Cost Project planning, equipment preparation, and mobilization $3,380 $4,620 $8,000 Monitoring equipment installation and rental $7,820 i $580 $8,400 RaynFiltr installation and servicing 0 $13,200 $13,200 ---�--------- --..._ _.. ...-----....._---- Routine servicing of monitoring equipment $10,100 0 $10,100 Storm event sample pickup including false starts $5 700 1 0 $5,700 Sample compositing and delivery to laboratory $2,700 0 $2,700 Data processing $6,600 0. $6,600 Equipment removal, cleaning, and return $1,300 0 $1,300 Summary report $14,600 0! $14,600 TOTAL $52,200 $18,400 ! $70,600 B-1 VI-4 TO: Mayor Werner and City Councilmembers FROM: Melanie Mesko,Administrative Assistant/City Clerk DATE: April 12, 2000 RE: Personnel Policy 5ection--Travel Expenses Council Action Requested: Approval of revised Personnel Policy 5ection —Travel Expenses Background: The Administrative Committee reviewed the policy and Staff has prepared an updated policy for approval by the Council. This policy provides for a daily per diem, but also outlines the , policy for reimbursement of travel expenses. If you have any questions, please do not hesitate to contact me. Policy: TRAVEL EXPENSES Section: 6.20 Adopted by: City Council Page 1 of 3 Effective Date: April 17,2000 Policy Appropriate and reasonable expenses incurred by employees while conducting City business or attending approved conferences or training are paid by the City of Hastings. Expenses incurred by a spouse attending a conference with an employee must be paid by the employee. Meals Effective January 1, 2000, the daily per diem meal allowance to be reimbursed by the City is per IRS guidelines,including gratuities when overnight accommodations are required. Employees may spend the daily allowance at their discretion on meals only. Effective January 1,2000,if an employee is traveling for a partial day, the following maximum meal amounts are allowed: Breakfast: $7.14 Lunch: $9.86 Dinner: $17.00 The IltS guidelines maximum meal allotment is intended to be used as a guideline and is not intended to suggest that an employee should spend up to this amount for each day. The employee will be responsible for submitting a record of the expenses incurred on a daily basis,for each meal in which reimbursement is sought, and/or for each day in which a per diem reimbursement is sought. A copy of the conferencelworkshop registration, indicating which meals were included in the registration should also be submitted. Employees are encouraged to submit receipts as a part of this record keeping. Meal expenses that are included as a part of a conference registration shall not be reimbursed separately, and the employee is expect to subtract the above mentioned meal amount from the per diem allowance allocated for that day. If an employee is attending a function where the registration fee does not include the meal,the City will reimburse the cost of this meal. No alcoholic beverages will be reimbursed by the City under any circumstances. Travel Eanenses Page 2 of 3 Lodging The actual cost for lodging is paid by the City. The City will reimburse for the cost of a single room only, or the next size larger room in the event there are no single accommodations are available. Personal phone calls, and other extras must be paid by the employee. A phone call home will be paid if the employee's schedule changed, and the return timeldate is different than originally planned. Transportation Airline The actual cost for coach class is paid by the City. Prizes,bonuses or free trips, etc. awarded by airlines for frequent flyer miles by the City, become the property of the City and may not be accepted for personal use. Automobile If an employee is using their personal vehicle for City business and there is no City vehicle available to use, then the employee will be reimbursed at a rate set by resolution of the Council. Transportation from the airport to an employee's hotel is reimbursable. Transportation costs such as car rental,taxi fares,bus fares and other in-town transportation costs are not reimbursable unless used specifically for conducting city business. If an employee chooses to travel by automobile rather than by airline, the employee will only be reimbursed the expenses of the cheaper mode of transportation. For example, if a plane trip would cost$300 and the automobile reimbursement rate would be$400,the employee would only be reimbursed$300.00. Ground Transportation If an employee uses ground transportation to and from the airport to the conference center, lodging facility,or from the lodging facility to the conference center,the City may reimburse the employee,provided there is a receipt or reasonable explanation why a receipt cannot be provided in writing_ Parking fees, incurred for City business, will be reimbursed for their actual amount, if a car is necessary for transportation. Travel Expenses Page 3 of 3 Reimbursement Complete an expense reimbursement form, from the Finance Department, and attach receipts for lodging, transportation mileage, and/or parking expenses incurred. Reimbursement claims for expenses will be paid upon submission with department head approval. After department head or City Administrator approval, submit the completed form to the Finance Department. Repeals.Section 25 Employee Reimbursement VI-5 TO: Mayor Werner and City Councilmembero FROM: Melanie Meoko,Administrative Assistant/City Clerk DATE: April 12, 2000 RE: Peroonnel Policy Section--Probationary Period Council Action Requeoted: Approval of revised Peroonnel Policy Section — Probationary Period Background: Staff has reviewed thio policy and to recommending approval. Thio policy outlines the probationary period (typically 6 montho) for employeeo. If you have any queotiono, please do not hesitate to contact me. Policy: PROBATIONARY PERIOD Section: 3.30 Adopted by: City Council Pagel of 3 Effective Date: Aril 17,2000 Purpose The probationary period is regarded as an integral part of the hiring process and is used for closely evaluating an employee's work, for allowing the employee to adjust to the new position, and for dismissing any employee who is not capable of meeting minimum performance or behavior standards. Policy The City of Hastings requires all employees to serve a probationary period of employment whether it is a new employee, a promotion, a transfer or a demotion. During this time, employees have the opportunity to show their ability to meet the standards of work performance and behavior while they become familiar with the job and coworkers. The probationary period is a working test period during which the employee may be terminated summarily at the sole discretion of the City. Length of Probationary Period New Regular ar Employees All new regular employees will serve a six (6) month probationary period,unless extended or terminated as provided in this policy. Promotions All employees promoted to a position of greater responsibility and pay will be subject to a six(6)month probationary period. If an employee does not pass their probationary period,they may be reinstated to their prior position if the position is available. Transfers All employees transferring to an equivalent position, in a different division within the same department, or into a different department, will serve a six(6)month probationary period. If an employee does not pass their probationary period,they may be reinstated to their prior position if the position is available. Probationary Period Page 2 of 3 Police Department Personnel Police Department personnel should refer to applicable Civil Service Commission hiring procedures relating to promotions. Benefits During Probationary Period During the probationary period, sick leave and vacation leave will be earned as established in Sections 8.0 1,Sick Leave and 8.02, Vacation Leave of this Policy. Sick leave and vacation may be used as earned, with approval of supervisor as is policy with sick and vacation usage. If employment terminates prior to completion of the probationary period,no payment for accrued sick or vacation leave shall be allowed. Compensatory time, if applicable, shall be earned in accordance to Section 6.15. Eligibility for benefits shall be determined from the employment date. Completion of Probationary Period Performance of new, promoted, transferred and demoted employees is evaluated throughout the probationary period. Informal discussion and a formal performance probationary are scheduled to reinforce good performance and discuss areas that need improvement. At least two (2)months prior to the completion of the probationary period,and at the end of the probationary period,the department head will review the performance of the probationary status employee, and will notify the City Administrator of the outcome of the performance probationary. Extension of Probationary Period Employees,upon the recommendation from their supervisor, may be subject to a probationary period longer than six months, in order to give the City of Hastings the opportunity to further evaluate the performance of a newly hired, transferred, promoted or demoted employee. All provisions of the probationary period as outlined in this policy will remain the same during an extension of a probationary period. Probationary Period Page 3 of 3 Termination during Probationary Period At any time during the probationary period, a probationary employee may be terminated by the City Administrator(upon recommendation of the employee's department head)from service with the City without right of appeal or hearing unless action was taken and can be substantiated as an act of discrimination based on: race, color, creed, national origin, sex, martial status, age, political affiliation, sexual orientation or identity, religion, disability, status with regard to public assistance or veteran status. Employees who are ofveteran status will be provided procedures in prescribed in Nfinnesota Statutes Section 197.46, as amended. Repeals Section 14-Review Period Section 16-Completion of Review Period& Section 15-Benefits During Review Period V1-6 TO: Mayor Werner and City Counoilmembcro FROM: Melanie Mcoko,Adminlotrative Assistant/City Clerk PATE: April 12,2000 RE: Personnel Policy 5ection— Inouratioc Continuation Council Action Requested: Approval of revised Personnel Policy 5ection — Insurance Continuation Background: 5taff has reviewed this policy and lo recommending approval. This policy briefly outlines the policy for itiourance continuation through COBRA and Chapter 488. If you have any queotiomo, pleaoc do not hesitate to contact me. Policy: INSURANCE CONTINUATION Section: 10.30 (Cobra,Chapter 488&Flea Benefits) Approved by: City Council Page 1 of 2 Effective Date: April 17,2000 Policy Certain State and Federal laws allow employees and their eligible family members to continue purchasing group health insurance after the employee leaves employment with the City of Hastings or reduces their hours to below benefit-earning levels. This purchase is at the employee's own expense and is known as insurance continuation. COBRA COBRA stands for the Consolidated Omnibus Budget Reconciliation Act of 1985,and is the federal continuation of coverage law. COBRA requires employers to offer all employees and their covered dependents the opportunity to continue to receive health care coverage upon the occurrence of certain qualifying events that would have resulted in the termination of their group health care coverage. The coverage may be continued for up to 18, 29, or 36 months, depending on the qualifying event. State of Minnesota Continuation Laws Most of Mmnesota's insurance continuation laws went into effect in the early to mid-1970's and have many similar provisions of federal COBRA law. COBRA Notification Employees are notified by the Administrative Assistant/City Clerk of their rights to continue coverage when they separate from employment or reduce their working hours to below benefit-earning levels. These notices contain detailed information about COBRA and specify who is eligible to continue coverage, for how long, and at what cost. Certain circumstances may warrant sending additional COBRA notices. Upon the employee's termination of employment,the employee has 60 days in which to elect this coverage and 45 days from the date of election to bring the account up to date. If the beneficiary elects not to continue coverage and changes their mind, the qualified beneficiary may revoke their waiver for no coverage at any time during the aforementioned 60-day election period,but COBRA coverage is not provided for the time period from the loss of coverage to the date of the revocation of waiver for COBRA Page 2 of 2 COBRA coverage. After the 60-day waiting period, the beneficiary is no longer eligible for COBRA coverage. Chapter 488 Chapter 488 was enacted by the 1992 Minnesota State Legislature,and it requires that any individual who retires prior to age 65 and is receiving either a disability benefit or an annuity from a Mmnesota pension plan (i.e. PERA) must be provided with the opportunity to elect to continue health insurance coverage for an indefinite period of time at their own cost. If an employee retires from employment with the City of Hastings, they may remain on the City's group health insurance plan for an indefinite period, provided that the employee continues to reside within the health plan's service area, and that they pay for the coverage in a timely fashion. When the employee reaches the age of 65, the City may then transfer the former employee and any covered dependents to a non- active employee pool. Retiring employees who wish to continue purchasing insurance coverage through the City will then elect their continuation through COBRA or through Chapter 488. In most cases, COBRA election lasts for a period of 18 months, and up to 36 months. Conflicts with State or Federal Law This policy is intended to be a general summary of these laws. For more complete information regarding insurance continuation, please see the Administrative Assistant/City Clerk. If information in this policy conflicts with the applicable Federal laws or state statutes,then the applicable law or statute will apply. 1 VI-/ CITY OF HASTINGS DAKOTA COUNTY, MINNESOTA RESOLUTION 4- -00 RESOLUTION APPROVING AGREEMENT WITH STATE OF MINNESOTA FOR ACQUISITION OF LANDSCAPE MATERIALS WHEREAS, the City of Hastings and the State of Minnesota have proposed to work together on a landscape project along Trunk Highway 61 from 2nd Street to 3rd Street within the City of Hastings; and WHEREAS, said project is described as State Project No. 1913-969A. NOW,THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HASTINGS AS FOLLOWS; that the City of Hastings enter into MnDOT Agreement No. 80066 for State Project No. 1913-969A with the State of Minnesota, Department and that the Mayor and the City Clerk are hereby authorized to execute said agreement. ADOPTED BY THE CITY COUNCIL OF HASTINGS,MINNESOTA, THIS 17"' DAY OF APRIL,2000, Ayes: Nays: Michael D. Werner,Mayor ATTEST: MelanieMesko,City Clerk (SEAL) CERTIFICATION State of Minnesota Counties of Washington&Dakota I certify that the above resolution is a true and accurate copy of the resolution adopted by the City Council of the City of Hastings at a regular authorized meeting held on the 17'day of April, 2000 as shown by the minutes of hte meeting in my possession. NOTARY Melanie Mesko Administrative Assistant/City Clerk Subscribed and sworn to before me this : day of , 2000. NotaryPublic: My Commission Expires: �,\NNESpTq no tip Minnesota Department of Transportation Metropolitan Division "TpF TaP�� Waters Edge 1500 West County Road B2 Roseville, MN 55113 651-582-1353 March 31,2000 Mr. Kevin Smith,City Forrester 101 East 4`h Street Hastings,Mn 55033 RE: S.P.1913-969 (T.H. 61=003) Landscape development along TH 61 Landscape Partnership Agreement Number 80066 Dear Mr. Smith: Attached are two copies of a proposed agreement between the Minnesota Department of Transportation and the City of Hastings. This agreement provides for payment to the City of the State's share of the landscape materials acquisition by the City for use along TH 61 within the corporate City limits,in accordance with the State's "Community Roadside Enhancement Partnership Program." Kindly review this agreement and arrange to have it presented to the City Council for their approval and execution. This requires ORIGINAL NOTARIZED SIGNATURES of the City Council authorized City officers on both copies of the agreement. Also,required are two copies of a new resolution passed by the City Council authorizing its officers to sign the agreement. A suggested form of such resolution is attached. The resolution conies must also be NOTARIZED. This is a change from past practices in that the agreement and the resolution must both be notarized. Please return executed agreement copies to me for execution by the Metro Division Engineer, after which all copies will be returned to the Municipal Agreements Office for further execution on behalf of the State. A copy will be returned to the City when the agreement is fully executed. Please contact me if you have any questions. Sincerely, y`l a � n( 4(&' Margaret M. Hylton Cooperative Agreement Project Specialist Metro Division Attachments: (2) cc: Bob Brown,Mn/DOT-Metro State Aid Maryanne Kelly-Sonnek,Mn/DOT-M.S. 682 Bob Wryk,Mn/DOT-Metro Maintenance Scott Bradley,Mn/DOT-M.S. 620 Project File An equal opportunity employer OFFICE OF STATE OF MINNESOTA Mn/DOT ENVIRONMENTAL DEPARTMENT OF TRANSPORTATION AGREEMENT NO. SERVICES LANDSCAPE PARTNERSHIP AGREEMENT 80066 S.P. 1913-969A (T.H. 61=003) State Funds The State of Minnesota ORIGINAL Department of Transportation, and AMOUNT ENCUMBERED The City of Hastings Re: Mn/DOT cost landscape materials 57, 924 .08 acquisition by the City for use along T.H. 61 AMOUNT RECEIVABLE (None) Mn/DOT Accounting Information: Vendor Number. Fiscal Year: Agency: T_79 Fund: Org/Sub: Appr: Amount: Contract: Order: Number/Date/Entry Initials Number/Date/Signatures [Individual signing certifies that funds have been encumbered as required by Minn.Stat§16A.15.1 Budget Office: (Authorized Signature) THIS AGREEMENT is made and entered into by and between the State of Minnesota, Department of Transportation, hereinafter referred to as 'lMn/DOT" , and the City of Hastings, Minnesota, acting by and through its City Council, hereinafter referred to as the "City" . 1 80066 WHEREAS the City is about to perform landscaping along Trunk Highway No. 61 from 2nd Street to 3rd Street within the corporate City limits in accordance with City-prepared plans, specifications and/or special provisions designated as the "Landscape Partnership Plan for Hastings" , which project has been designated by Mn/DOT as State Project No. 1913-969A (T.H. 61=003) ; and WHEREAS the City has requested participation by Mn/DOT in the costs of landscape materials acquisition in accordance with the terms of Mn/DOT' s "Community Roadside Landscaping Partnership Program" ; and WHEREAS Mn/DOT is willing to participate in the costs of the landscape materials acquisition as hereinafter set forth; and WHEREAS Minnesota Statute Section 161 .20, subdivision 2 authorizes the Commissioner of Transportation to make arrangements with and cooperate with any governmental authority for the purposes of constructing, maintaining and improving the trunk highway system. IT IS, THEREFORE, MUTUALLY AGREED AS FOLLOWS: ARTICLE I - PROJECT ADMINISTRATION BY THE CITY Section A. Landscape Materials Acquisition The City shall acquire landscape materials in accordance with Mn/DOT-approved City plans, specifications and/or special provisions designated as the "Landscape Partnership Plan for Hastings" . Landscaping shall be performed by City forces in accordance with Mn/DOT-approved City plans, specifications and/or special provisions which are on file in the City' s office and in Mn/DOT' s Office of Environmental Services in St . Paul, and are made a part hereof by reference with the same force and effect as though fully set forth herein. 2 80066 Section B. Purchase Order to be Furnished to Mn/DOT The City shall, within 7 days after ordering the landscape materials, submit to Mn/DOT' s Landscape Programs Coordinator in St. Paul a copy of the purchase order for the landscape materials. Section C. Direction. Supervision and Inspection Landscape materials acquisition performed in accordance with this Agreement shall be under the direction of the City; however, the Mn/DOT cost participation landscape materials to be acquired under this Agreement shall be open to inspection by Mn/DOT' s authorized representatives. The City shall give Mn/DOT' s Landscape Programs Coordinator five days notice of its intention to receive delivery of the landscape materials. Responsibility for the control of the Mn/DOT cost participation landscape materials acquisition covered under this Agreement shall be on the City and shall be carried out .in accordance with Mn/DOT-approved City plans, specifications and/or special provisions designated as the "Landscape Partnership Plan for Hastings" . The City must verify whether or not nursery vendors are under a Gypsy Moth Compliance Agreement between the Minnesota Department of Agriculture, hereinafter referred to as the "MDA" , and the United States Department of Agriculture or under an MDA Japanese Beetle Quarantine. All plant material shipped from nursery vendors subject to quarantines must be accompanied by a Current Certificate of Compliance for Gypsy Moth and/or Japanese Beetle. To determine if vendors are subject to quarantines, call the MDA Supervisor of Plant Regulatory Services at (651) 296-8388 . Section D Completion of Materials Acquisition and Installation The City shall cause the acquisition and installation of landscape materials to be started and completed in accordance with the time schedule in the Community Roadside Landscaping Partnership Program 3 80066 Project Application, which is on ' file in Mn/DOT' s Office of Environmental Services and is made a part hereof by reference with the same force and effect as though fully set forth herein. The completion date for the landscape materials acquisition and installation may be extended, by an exchange of letters between the appropriate City official and Mn/DOT' s Landscape Programs Coordinator, for unavoidable delays encountered in the performance thereof. Section E. Compliance with Laws; Ordinances and Regulations The City shall, in connection with the acquisition of the landscape materials, comply with all Federal, State and Local laws, and all applicable ordinances and regulations. Section F. Right-of-Way, Easements and Permits The City is hereby authorized to work on Mn/DOT right-of-way for the purposes of installing and maintaining the landscape materials, including any necessary replacement of landscape materials that fail to survive. The City shall, without cost or expense to Mn/DOT, obtain all rights-of-way, easements, construction permits and/or any other permits and sanctions that may be required in connection with the installation of landscape materials. Prior to advance payment by Mn/DOT, the City shall furnish Mn/DOT. with certified copies of the documents for those rights-of-way and easements, and certified copies of those construction permits and/or other permits and sanctions required for Mn/DOT landscaping: ARTICLE II - MN/DOT COST Section A. Basis Mn/DOT' s full and complete share of the costs of the landscaping to be performed along Trunk Highway No. 61 from 2nd Street to 3rd Street within the corporate City limits under State Project No. 1913-969A 4 80066 (T.H. 61=003) shall be equal to the delivered cost of the landscaping materials acquired in accordance with the "Landscape Partnership Plan for Hastings" , however, the maximum obligation of Mn/DOT under this Agreement shall not exceed $15, 000 . 00, unless the maximum obligation is increased by execution of an amendment to this Agreement. It is estimated that the cost of the landscape materials acquisition is $7, 924 . 08 . Section B. Payment Mn/DOT shall pay to the City an amount equal to the delivered cost of the landscape materials, not to exceed the maximum obligation, after the following conditions have been met : 1 . Encumbrance by Mn/DOT of Mn/DOT' s total cost share. 2 . Execution and approval of this Agreement and Mn/DOT' s transmittal of same to the City. 3 . Receipt by Mn/DOT' s Landscape Programs Coordinator, from the City, of the following: a. Copies of the purchase orders for the landscape materials, as provided for in Article I, Section B. of this Agreement . b. Certified copies of the documents, as provided for in the second paragraph of Article I, Section F. of this Agreement. C. A written request for payment, accompanied by copies of supplier invoices for the landscape materials acquisition and delivery. ARTICLE III - GENERAL PROVISIONS Section A. Installation and Maintenance by the City After acquisition of the landscape materials, the City shall install 5 80066 the landscape materials along Trunk Highway No. 61 and provide for the proper maintenance thereof, without cost or expense to Mn/DOT. Maintenance shall include, but not be limited to, removal and replacement of all materials that fail to survive. Criteria for maintenance and replacement are shown and described in EXHIBIT "All , Maintenance Responsibilities Plan and Schedule; which is attached hereto and made a part hereof .by reference. Section B. Responsibilities of the City The City shall, in connection with the landscape materials acquisition, installation and maintenance, comply with the following conditions : 1. Use of Mn/DOT right-of-way shall in no way impair or interfere with the safety or convenience of the traveling public in its use of the highway. 2 . Preserve and protect all utilities located on lands covered by this Agreement, without cost or expense to Mn/DOT. 3 . As required by Minnesota Statute 216D, notify Gopher State One Call System (1-800-252-1166) at least 48 hours before any excavation is done on this project. 4 . No advertising signs or devices of any form or size shall be constructed or shall be permitted to be constructed or placed upon Mn/DOT right-of-way covered by this Agreement . 5 . Upon completion of the -installation of landscape materials and during performance of maintenance operations, restore all disturbed areas of Mn/DOT right-of-way so as to perpetuate satisfactory drainage, erosion control and aesthetics . 6 80066 Any use of Mn/DOT right-of-way permitted by this Agreement shall remain subordinate to the right of Mn/DOT to use the property for highway and transportation purposes . This Agreement does not grant any interest whatsoever in land, nor does it establish a permanent park, recreation area or wildlife or waterfowl refuge facility that would become subject to Section 4 (f) of the Federal-Aid Highway Act of 1968 . Section C. Examination of Books, Records, Etc. As provided by Minnesota Statute Section 16C. 05, subdivision 5, the books, records, documents, and accounting procedures and practices of Mn/DOT and the City relevant to this Agreement are subject to examination by Mn/DOT and the City, and either. the legislative auditor or the state auditor as appropriate, for a minimum of six years from final payment . Section D. Cancellation of_ Agreement Mn/DOT may cancel and terminate this Agreement for any cause or reason, including Mn/DOT' s desire to use any portion of Mn/DOT right-of-way subject to this Agreement for transportation purposes, by giving the City written notice at least 90 days prior to the date which such termination shall become effective. Upon cancellation of this Agreement, the City will be required to restore and return the area to a condition satisfactory to Mn/DOT' s Metropolitan Division Engineer at Roseville. Section E. Claims All employees of the City and all other persons employed by the City or volunteering in the performance of landscape materials acquisition, installation and/or maintenance covered under this Agreement shall not be considered employees of Mn/DOT. All claims that arise under the Worker' s Compensation Act of the State of Minnesota on behalf of the employees or volunteers while so engaged and all claims made by any third parties as a consequence of any act 7 80066 or omission on the part of the employees or volunteers while so engaged on landscape materials acquisition, installation and/or maintenance covered under this Agreement shall in no way be the obligation or responsibility of Mn/DOT. Section F. Nondiscrimination The provisions of Minnesota Statute Section 181. 59 and of any applicable law relating to civil rights and discrimination shall be considered part of this Agreement as if fully set forth herein. Section G. Agreement Approval Before this Agreement shall become binding and effective, it shall be approved by a City Council resolution and receive approval of State _ and City officers as the law may provide in addition to the Commissioner of Transportation or his authorized representative. ARTICLE IV - AUTHORIZED AGENTS Mn/DOT' s Authorized Agent for the purpose of the administration of this Agreement is Scott Bradley, Landscape Programs Coordinator, or his successor. His current address and telephone number are 395 John Ireland Boulevard, Mailstop 620, St. Paul, MN 55155, (651) 284-3758 . The City' s Authorized Agent for the purpose of the administration of this Agreement is Kevin Smith, City Forrester, or his successor. His current address and telephone number are 101 East 4th Street, Hastings, Minnesota 55033 , (651) 437-4127 . 8 80066 IN TESTIMONY WHEREOF the parties have executed this Agreement by their authorized officers. DEPARTMENT OF TRANSPORTATION CITY OF HASTINGS Recommended for approval : / BY By Mayor 'Director Office of Environmental Services Date By Division Engineer By Approved: By State Design Engineer (Title and Date) Date DEPARTMENT OF ADMINISTRATION OFFICE OF THE ATTORNEY GENERAL Approved as to form and execution: By By Assistant Attorney General Date 000000000000000000000000000000000000000 State of Minnesota County of Dakota . This Agreement was acknowledged before me this day of 2000, by and (Name) the Mayor and (Name) (Title) of the City of Hastings, and they executed this Agreement on behalf of the municipality intending to be bound thereby. Notary Public 0� "q, My Commission Expires ` 9 EXHIBIT "A" Maintenance Responsibilities Plan and Schedule Table 1 a. REQUIRED LANDSCAPE MAINTENANCE ACTIVITIES MAINTENANCE CONSIDERATION PLANT PRUNING WEED FERTILIZATION GROUPS CONTROL See Table 5, When To Type Of Fertilization Schedule Evergreen Trees Anytime - Dry Corrective and Maintain mulch at 3" Yes Deadwood Removal minimum around trees in mowed areas, Shade Trees Anytime - Dry* Training and keep weed free. Yes Corrective Ornamental Trees Winter** Corrective Yes evergreen Shrubs Anytime - Dry Deadwood Removal Yes Deciduous Shrubs Dormant Corrective and Maintain minimum 3" Yes Renewal woodchip mulch in a weed free condition until shrub crown closure. Vines Dormant Deadwood Removal No Groundcovers * Do not prune oaks during April, May and June. Do not prune Honeylocust while dormant or when humid or wet. ** Do not prune apples, crabapples or Mountain Ash during April, May and June. TABLE 1 b. REQUIRED LANDSCAPE MAINTENANCE ACTIVITIES MAINTENANCE CONSIDERATION PLANT GROUPS WATERING INSECT AND RODENT REMOVALS AND DISEASE PROTECTION REPLACEMENTS CONTROL Evergreen Trees Yes until established As needed. Yes - Pine Only Remove all dead plants.. (2 yrs.). Shade Trees Remove diseased Yes Replace dead or dying Ornamental Trees Supplemental watering plants which pose . Yes plants unless the visual may be needed during threats to adjacent appearance or design Evergreen Shrubs drought periods plantings. No* intent are not (especially during July noticeably Deciduous Shrubs and August) even after No* compromised by the Vines plants are established. No* lost plants. Groundcovers [No* * Rodent protection is generally not practical for mass shrub plantings, maintaining clean mulched planting areas free of weed growth will reduce problems. Mowed turf in formal planting areas will help reduce rodent problems. Sheet 1 of 4 TABLE 2a. CALENDAR OF LANDSCAPE MAINTENANCE ACTIVITY January February I March April May June Pruning See Table 1 a for Best Time for Specific Species. Weed Control: Planting beds must be kept in a weed free condition. Remulch I I 0XX XXXX XO Herbicide Must be applied by a licensed Pesticide Applicator. Fertilization: Turf XXXX Shrubs, Trees Insect& Disease Time of control depends on the type of insect or disease and when it is detected. Sunscald Protection Remove wrap* Watering During first and second growing seasons approximately once a week or as needed to maintain adequate but not excessive soil moisture. Maintain Rodent 0000 0000 0000 0000 0000 0000 Protection Turf Maintenance Mowing OOX XXXX Mower Damage Prevention X XXXX XXXX Replanting Evergreen Trees OXX XXO Deciduous Trees OXX XXXX Container Plants XXX XXXX XXXO Turf 0 XXXX XX00 X - Optimum Time 0 - Less than Optimum Time * Undiluted white latex paint is recommended, repaint as necessary until trees reach 4" caliper. Sheet 2 of 4 TABLE 2b. CALENDAR OF LANDSCAPE MAINTENANCE ACTIVITY July August I September October November December Pruning See Table 1 a for Best Time for Specific Species. Weed Control: Planting beds must be kept in a weed free condition. Remulch XXXX XXXX XXXX XXXX 00 XO Herbicide Must be applied by a licensed Pesticide Applicator. Fertilization: Turf XXXX Shrubs, Trees XXXX Insect & Disease Time of control depends on the type of insect or disease and when it is detected. Sunscald Protection Apply or maintain paint. Install wrap*. Watering During first and second growing seasons approximately once a week or as needed. Maintain Rodent Protection 0000 0000 XXXX XXXX X000 0000 Turf Maintenance Mowing XXXX XXXX XXXX XXOO Mower Damage Prevention XXXX XXXX XXXX XX00 Replanting Evergreen Trees OX XXXO Deciduous Trees OXXX XO Container Plants 0000 OOOX XXXO Turf 0000 OOXX XXXX 00 X - Optimum Time 0 - Less than Optimum Time * Undiluted white latex paint is recommended, repaint as necessary until trees reach 4" caliper. Sheet 3 of 4 TABLE 3. DESCRIPTIONS OF TYPES OF PRUNING TYPES OF PRUNING WHEN TO PRUNE DESCRIPTION Disease Removal After Diagnosis Removal of fungal bacterial growths. Sterilize pruners between cuts. Deadwood Removal See Table 1 Removal of dead branches, normally from the interior portion of the crown. Training See Table 1 Maintaining the central leaders and acceptable symmetry in evergreen, shade and ornamental trees. Removal of suckers and water sprouts. Corrective See Table 1 Removal of storm-damaged, vehicle-damaged or vandalized limbs. Renewal See Table 1 Removing all top growth at or near the ground line and remulch. Or removal of 1/3 of the oldest stems at the ground line. TABLE 4. WEED CONTROL METHODS - INTEGRATED APPROACH CATEGORY METHOD TREES SHRUB BEDS TURF Replanting - Filling Voids X X Fertilization X X X Remulch* X X X Herbicides X X X Weed Whip No X * Wood chip mulch should be replenished around shade trees and low growing shrubs every 3-5 years. Place mulch to a 4" depth. Mulching will help control weeds, reduce mower damage and conserve moisture. TABLE 5. FERTILIZATION SCHEDULE CATEGORY FREQUENCY TIME OF APPLICATION ANALYSIS RATE Mowed Turf Every 3 Years April or October 12-12-12 '300 lbs/acre Shrub Beds* Every 3 Years October or April 12-12-12 25 lbs/1000 sq. ft. Shade Trees* Every 3 Years October or April 12-12-12 10 lbs/1000 sq. ft. Note: Do not fertilize trees and turf during the same season. Offset tree fertilization by one season in order to prevent fertilizer burn on turf. * Plants that fix nitrogen, like Silver Buffaloberry, Caragana, Honeylocust, Russian Olive or other legumes, should not be fertilized except under special conditions. Tall shrubs do not need to be fertilized if leaf color remains normal. Sheet 4 of 4 a CITY OF HASTINGS RESOLUTION IT IS RESOLVED that the City of Hastings enter into Mn/DOT Agreement No. 80066 with the State of Minnesota, Department of Transportation for the following purposes: To provide for payment by the State to the City for the acquisition of landscape materials to be placed by the City along and adjacent to Trunk Highway No. 61 from 2nd Street to 3rd Street within the.corporate City limits under State Project No. 1913-969A. ITIS FURTHER RESOLVED that the Mayor and the are authorized to execute the Agreement. (Title) CERTIFICATION State of Minnesota County of Dakota I certify that the above Resolution is an accurate copy of the Resolution adopted by the Council of the City of Hastings at an authorized meeting held on the- day of 2000, as shown by the minutes of the meeting in my possession. (signature) Subscribed and sworn to before me this day of , 2000 (Type or Print Name) Notary Public (Title) My Commission Expires ,<c4�� VI-8 TO: Mayor Werner and City Councilmembero FROM: Melanie Mcoko,Administrative Assistant/City Clerk DATE: April 12,2000 RE: Setting tobacco license fees Council Action Reaueoted: Approval of resolution increa5ing the tobacco license annual fee to $100. Background: Licemocco have been notified of the City's proposal to increase the annual tobacco license fee to $100; Staff has not received any feedback to date. During previous di5cuoNon of the tobacco code, it was ouggeoted that the Council consider amending the tobacco license fee from its current annual rate of$20 in order to cover the increased administrative cooto that are included in the new code. In checking with other Dakota County cities which have also amended their tobacco codes, l have found that a fee of$100/year ommo to be in the range of other rates. Of the five entities questioned,the fees range from $25 to$300/year,with two cities charging $100. Based on those figures, Staff io requesting Council approval of an increase from $20 to $100/year. if you have any queotion5, please do not hesitate to contact me. CITY OF HASTINGS DAKOTA COUNTY, MINNESOTA RESOLUTION 4- -00 RESOLUTION SETTING TOBACCO LICENSE FEES WHEREAS, the City of Hastings requires that a municipal tobacco license be issued prior to selling of tobacco within the City of Hastings; and WHEREAS, after receiving public comment, the City Council of the City of Hastings approved a new tobacco ordinance at a regular meeting of March b, 2000; and WHEREAS,the new tobacco code calls for any fees charged to be set by Council resolution; and WHEREAS,no additional comment has been received from licensees regarding the proposed increase in cost; and WHEREAS, the new tobacco code also calls for additional administrative costs, including annual compliance checks,that will raise the costs to the City to issue tobacco licenses. NOW,THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HASTINGS AS.FOLLOWS; The annual fee for a City of Hastings tobacco license is$100 and will not be prorated. ADOPTED BY THE CITY COUNCIL OF HASTINGS,NIINNESOTA, THIS 17th DAY OF APRIL,2000. Ayes: Nays: Michael D. Werner,Mayor ATTEST: Melanie Mesko,City Clerk (SEAL) VI-9 ......... ........_........ ........................._............_......_....................... MEM4RANbUM To: Mayor Werner and City Councilmembers From: Melanie Mesko, Administrative Assistant/City Clerk Date: April 11,.2000 Re: Transfer of On-sale & 5unday Liquor License at County Pub (formerly McCabe'o Pub), 880 Bahl's Drive Council Action Reau st d• Approve the transfer of On-5ale &5unday On-5ale liquor license at County Pub from Mike McCabe to Craig Gustafson. Background: 5tafP received an application from Craig Gustafson to transfer the current On-5ale & 5unday On-sale liquor license at the County Pub (formerly McCabe's). Mr. Gustafson has completed all applicable application materials and a background check has been conducted; there io nothing that disqualifies Mr. Gustafson from being issued a liquor license. Attachments: 1. Resolution Application materials on file CITY OF HASTINGS DAKOTA COUNTY, MINNESOTA RESOLUTION NO. 04- -00 RESOLUTION APPROVING APPLICATION FOR TRANSFER OF LIQUOR LICENSE AT THE COUNTY PUB (FORMERLY McCABE'S PUB) WHEREAS, Craig Gustafson has presented application to the City of Hastings to transfer the liquor license at the County Pub (formerly McCabe's Pub), 880 Bahls Drive, Hastings, Minnesota; and WHEREAS,staff has received all necessary paperwork and a background check has been conducted by the Hastings Police Department; and WHEREAS, there has been no information found that would disqualify Mr. Gustafson from being issued a liquor license within the City of Hastings. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Hastings that the Mayor and Administrative Assistant/City Clerk are authorized and directed to sign this resolution transferring the liquor license at County Pub (formerly McCabe's Pub), 880 Bahls Drive from Mike McCabe to Craig Gustafson. ADOPTED BY THE CITY COUNCIL OF THE CITY OF HASTINGS THIS 1Th DAY OF APRIL,2000. Ayes: Nays: Absent: Michael D. Werner, Mayor Melanie Mesko, Administrative Assistant/City Clerk (SEAL) VI-10 MEMO To: Honorable Mayor and City council members From: Lori A. Webster,Finance Director Subject: Tax Exempt bonds-Arbor Oaks/Common Bond Date: April 13, 2000 At the April 3,2000 council meeting a Conduit Debt Policy and Application form was approved. Common bond/Arbor Oaks has approached the City HRA for tax exempt finanincing . A completed application with fee has been received by the City. The HRA is conducting a public hearing on April 13,2000 and approving a resolution which is to give approval for the issuance of multifamily rental housing revenue bonds. The City HRA is expected to approve this resolution and copies will be provided to you at Monday's meeting. Attached for City Council approval is a similar resolution,prepared by Mary Dyrseth of Briggs and Morgan, which approves the HRA's actions. If you should have any questions regarding this information,please feel free to contact either John Grossman or myself. Recommended Council Action Approve the attached resolution regarding the issuance of multifamily rental housing revenue bonds. cc John Grossman EXTRACT OF MINUTES OF A MEETING OF THE CITY COUNCIL OF THE CITY OF HASTINGS, MINNESOTA HELD: April 17, 2000 Pursuant to due call and notice thereof, a regular meeting of the City Council of the City of Hastings, Dakota and Washington Counties, Minnesota, was duly called and held at the City Hall in said City on Monday, the 17th day of April, 2000 at o'clock P.M. , for the purpose in part of adopting a resolution approving the issuance of revenue bonds by the Housing and Redevelopment Authority in and for the City Hastings (the "HRA") to finance a combination multifamily rental housing and healthecare development. The following members were present: and the following were absent: The City Council then proceeded to consider and discuss the Resolution, after which member moved its adoption; and upon motion for the adoption of the following resolution was duly seconded by member and, after a full discussion thereof and upon vote being taken thereon, the following voted in favor thereof: and the following voted against the same: Whereupon said resolution was declared duly passed and adopted. 1151243.1 Resolution No. RESOLUTION OF THE CITY OF HASTINGS APPROVING THE ISSUANCE OF MULTIFAMILY RENTAL HOUSING REVENUE BONDS (ARBOR OAKS ASSISTED LIVING OF HASTINGS PROJECT) WHEREAS, 1. On April 13, 2000, the Housing and Redevelopment Authority in and for the City of Hastings (the "HRA") adopted a Resolution giving preliminary approval to the issuance of revenue bonds in the maximum aggregate principal amount of $9, 500, 000 (the "Bonds") to finance the acquisition, construction and equipping of a combination multifamily rental housing and healthcare development consisting of approximately 85 units to be located north of the .existing Oak Ridge Manor facility at 1199 Bahl ' s Drive in the City of Hastings (the "Project") . The Project will result_- in the provision of additional rental and assisted living housing opportunities for elderly persons within the community. The Project will be owned and operated by Arbor Oaks Assisted Living of Hastings, a Minnesota nonprofit corporation (the "Company" ) . 2 . Section 147 (f) of the Internal Revenue Code of 1986, as amended (the "Code") and the Treasury Regulations promulgated thereunder require that prior to the issuance of the Bonds, the "applicable elected representative" of the governmental unit issuing the Bonds approve the issuance of the Bonds subsequent to a public hearing. 3 . The City Council is the "applicable elected representative" for purposes of the Code. 4 . The HRA held a public hearing on the issuance of the Bonds on April 13, 2000, and following the public hearing gave preliminary approval to the issuance of the Bonds. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Hastings that, in accordance with the requirements of the Code, the City Council hereby approves the Project and issuance of the Bonds by the HRA for the purposes described above, subject only to the final approval of the issuance of the Bonds by the Board of Commissioners of the HRA. 1151243.1 2 Adopted: April 17, 2000 Mayor Attest: City Clerk 1151243.1 3 STATE OF MINNESOTA COUNTIES OF DAKOTA AND WASHINGTON CITY OF HASTINGS I, the undersigned, being the duly qualified and acting City Clerk.: of the City of Hastings, Minnesota, DO HEREBY _CERTIFY that I have compared the attached and foregoing extract of minutes with the original thereof on file in my office, and that the same is a full, true and complete transcript of the minutes of a meeting of the City Council of said City, duly called and held on the date therein indicated, insofar as such minutes relate to the resolution approving a project and the issuance of revenue bonds for the Arbor Oaks Assisted Living of Hastings Project. WITNESS my hand this day of , 2000 . City Clerk 1151243.1 4 VI-11 4-13-00 To: Mayor Werner and Ci ouncil Members From: Darbie A.D. Jo hnso Re: Declaring excess equipm Cc: Many McNamara The Hastings Family Aquatic Center purchased an AquaMax UltraMAx commercial pool vacuum for the 1999 season. The vacuum is an automatic remote control pool floor vacuum that cleans 10,000 gallons/hour. Unfortunately, during use,the vacuum repeatedly gets trapped under the play structures and therefore,does not adequately clean the pool floor. To sufficiently clean the pool floor in the allotted time frame, a manual canister pool vacuum has been considered. At the end of the 1999 season,the staff borrowed a similar pool vacuum from Global Specialty and found this type of vacuum had a much more successful outcome. It has come to my attention that the Hastings High School Maintenance Department is researching the possible purchase of a pool vacuum for the indoor pool. In addition to the school district, several of the Minnesota Park and Recreation Aquatic Section members are considering purchasing commercial pool vacuums for their facilities. If you have any questions,please contact me at 480-2360 or by email at djghtison2, c1.hLaiwtiai�s.m�i.us CITY OF HASTINGS DAKOTA COUNTY,MINNESOTA Resolution No. RESOLUTION DECLARING PARK AND RECREATION EQUIPMENT EXCESS AND AUTHORIZING SALE WHEREAS,the following Hastings Park and Recreation Department equipment is no longer being used: • Aquamax U1traMAX commercial pool vacuum NOW,THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HASTINGS; that 1. The above referenced Hastings Park and Recreation Department equipment is hereby declared excess and is to be sold in accordance with Hastings City Code, Section 2.63, Subd. 3. 2. The Hastings Family Aquatic Center Manager is directed to publish notice offering said Hastings Park and Recreation equipment for public sale and accepting quotes for said equipment. ADOPTED BY THE CITY COUNCIL OF HASTINGS,MINNESOTA,.THIS DAY OF ,2000, Ayes: Nays: Absent: Signature of Mayor: ATTEST: Signature of City Clerk (Seal) tr Vll-1_. HASTINGS CIVIC ARENA APRIL 12, 2000 From: Tim McGree To : City Council RE : Arena roof project 2000, To award bid to InterstateRoofing&WTP,Inc. The city received four bids for replacing the roof on the east rink. Staff is recommending that Interstate Roofing&WPT, Inc. Be awarded the contract,the low bid was$ 649,750. The city budgeted the following for the roof replacement: 1999 budget....................$353,046 2000 budget....................$204.947 Budget Total..................$ 557,993 Payment..........................$ 21,670 beam payment to McGrath sheet metal Payment..........................$ 29,907 beam preservative Osmose company Payment......................... $ 2,514 Inspec,Inc company Budget Total...................$503,902 Roof project bid..............$649,750 Interstate company $145,848 short fall c4v Z Tun McGree Arena Manager hNSPEC, INC. April 11,2000 5801 Duluth Street Minneapolis,MN 55422 Ph.612-546-3434 Fax 612-546.8669 Mr. Marty McNamara Suite 420 City of Hastings 555 West Layton Ave. 101 Fourth Street East Milwaukee,WI 53207 Hastings, MN 55033 Ph.414.744.6962 Fax 414.744.6981 Re: 2000 Reroofing at the Hastings Civic Arena INSPEC Project No. 203163 Dear Mr. McNamara On April 7,2000,bids were received for the above-mentioned project. Interstate Roofing and Waterproofing,Inc. submitted the low bid for all bid items. (Refer to attached bid tabulation form.) We contacted Interstate Roofing and Waterproofing Inc.regarding their bid. They had an opportunity to review their bid and indicated they would perform the work as specified for the bid amount. Interstate Roofing and Waterproofing Inc has worked on many projects for which we have provided engineering services in the past. The work performed has been good and their personnel have been cooperative. Based on the above information,we would recommend acceptance of Bid Item#4 (total of Bid Items 1,2 and 3)for a total amount of$649,750.00. If you should have any questions regarding the above information,please feel free to contact our office. Very truly yours, INSPEC,INC. Shane M. Burns Project Manager SMB/cjr wwwanspec.com Enclosure-Bid Tabulation Form Engineering& Architectural servicesforroofs, waterproofing, pavements,and building exteriors. BED TABULATION OWNER: City of Hastings INSPEC, INC. PROJECT: 2000 Roof Replacement Hastings Civic Arena PROJECT#203163 5801 DULUTH STREET"LS.,MN 55422 BID DATE: April 7,2000 171MIE: 2:00 p.m. .................. .................. .. ...... ............ . . ..... . ... .........I .. .......................... ....... . ................. ......... ........ ... ..... .... . . ............... ... .......... . .... ... ... .. .......... x .................. Berwald 1( 100, 696,923 66,315 42,934 806,172 J.A. Dalsin ✓ 1( 670,634 52,035 49,978 769,127 M.G. McGrath 679,500 63,000 39,500 775,000 Interstate 586,171 42,978 32,832 649,750 Vlll-A-1 MEMO To: Honorable Mayor and City Council Members From: Tom Montgomery Subject: Water Tower Lettering Date: April 13, 2000 At the last Council meeting, staff was requested to place the proposed lettering for the west 0 St. water tower on the Council agenda for discussion at the April 17'`meeting. Council members have been receiving comments opposed to the replacement of the existing "Historic Hastings"lettering on the tank with"Hastings, Home of the Raiders". Enclosed for Council information are previous memos on this issue.- When choosing the lettering for the new Industrial Park tank, Council considered several alternatives, including "Historic Hastings"before'opting for"Hastings, est. 1857". Enclosed for Council consideration are more alternatives for the west 4r'St. tank: 1. Approved Lettering- "Hastings Home of the Raiders" 2 Existing Lettering- "Historic Hastings" 3. Combination.of Existing & Approved Lettering- "Historic Hastings Home of the Raiders" 4. Combination of Industrial Park & Approved Lettering - "Hastings, est. 1857 Home of the Raiders" 5. Differing.Locations - "Historic Hastings"or"Hastings, est. 1857" on the southwest face of the tank, & "Hastings Home of the Raiders" on the southeast face of the tank. VI-11 MEMO To: Honorable Mayor and City Council Members From:' Tom Montgomery Subject: 4`b St. Water Tower Logo Date: March 2, 2000 At the October 4, 1999, at the request of the School District,the City Council created a joint committee to review the School District's request for recognition of the new high school on the City's water tower. Councilmember Simacek represented the City on the committee which has proposed the wording"Hastings,Home of the Raiders"to be painted in blue and gold lettering on the tank in place of the existing"Historic Hastings". -- The tank is scheduled to be painted this year, Council is requested to approve the proposed wording. 's�ac2ce �� �Cce =r Minutes of Regular City Council Meeting for October 4, 1999 Page 3 of 4 Moved by Councilmember Riveness, seconded by Councilmember Yandrasits,to approve the brief street vacation of Lea Street and 4" Street East. 6 Ayes;Nays,None. Second Reading of Amendment to City Code Section 9.95 iew of City Attorney Shawn Moynihan stated that the amendment is simply an updating of position being titles. Moved by Councilmember Simacek, seconded by Councilmember Moratzka, to approve the ing the agreement granting certain City employees authority to issue criminal citations in lieu of arrest. 6 Ayes;Nays,None. Stop Signs in Westwood Neighborhood a letter Public Works Director Tom Montgomery recommended approval of traffic signage of stop signs allation in the Westwood neighborhood as outlined in his memo of September 30, 1999. hearing Moved by Councilmember Yandrasits, seconded by Councilmember Johnson, to approve Resolution No. 10-8-99 for stop signs in the Westwood neighborhood. [low the 6 Ayes;Nays,None. Copy of resolution on file.* al in the Stop Signs on Sibley Street vould be Public Works Director Tom Montgomery requested Council to authorize installation of stop )roject. signs on 61 Street at the Sibley Street intersection and changing existing yield signs at Th Street and .)rove the Sibley Street to stop signs. eject No. Moved by Councilmember Yandrasits, seconded by Councilmember Johnson, to approve Resolution No. 10-9-99 for stop signs on Sibley Street. proval of 6 Ayes;Nays,None. Copy of resolution file. Request from School District-4" Street Water Tower Painting Public Works Director Tom Montgomery stated that the School District has indicated an interest ro chilling4)6 in cooperating with the City to paint the 4�'Street water tower. Moved by Councilmember Simacek, seconded by Councilmember Riveness, to create a eve the bidcommittee to discuss this option. Ayes;Nays,None. Rivertown Commons Development Agreement City Planner Weiland requested that the Council pull this item from the agenda to allow staff ,ale Electric additional time to discuss some items with the developer. 1 associated Moved by Councilmember Johnson,seconded by Councilmember Yandrasits,to pull this item from the agenda to approve 6 Ayes;Nays,None. 3ighway 55 Request for Waiver of Ambulance Charges Joanne Widman, 28675 15th Avenue, Welch, MN, was present to request the waiver of ambulance charges for her stepfather that were incurred September 2, 1997. Ms. Widman stated that her family was not aware that they would be charged transport fees from their house to Regina Medical the audience Center and then from Regina to the VA Hospital. She requested a waiver of the remainder balance from a$610.15 bill and a$736.45 bill; current balance due is$966.00. Ms. Widman requested the waiver r Vill-A-3 MEMO To: Honorable Mayor and City Council Members From: Tom Montgomery Subject: West 40' St. Water Tower Painting/Logo Date: September 28, 1999 Enclosed is a letter from School Superintendent, Wayne Haugen, suggesting the possibility of painting a logo on the West 40' St. water tower that would refer to the new High School. The tower had be scheduled for repainting this year,however with the grading operations surrounding the tank,this work has been put off until next year. Council is requested - to consider the formation of a committee that would develop a recommendation for a logo or lettering on the new tank that would refer to both the City and the High School. The additional cost for the logo would be expected to be covered by the school district: The Basics& Beyond Hastings Public Schools INDEPENDENT SCHOOL DISTRICT 200 190 9th Street East Hastings, Minnesota 55033-2141 Phone (651)437-6111 FAX (651)437-1928 Wayne 0.Haugen SUPERINTENDENT September 16, 1999 Tom Montgomery Public Works Administrator City of Hastings 101 East 4th Street Hastings, Minnesota -- Dear Tom: It is my understanding that the City will be repainting the water tower located on the soon to be new high school campus. Given the water tower's location, the school district would be interested in pursuing, with the City, the possibility of painting something on the tower to indicate Hastings High School. Perhaps a joint city/school committee could discuss the specifics of such a proposal. Please advise. Sincerely yours, VV WGH:sm Wa e . Hauge Superintendent of Schools John Taylor Carry Jensen Loren Gratz Donald Kramlinger Barbara Ditty BUSINESS MANAGER DIRECTOR DIRECTOR DIRECTOR DATA PROCESSING CURRICULUM&INSTRUCTION SPECIAL SERVICES COMMUNITY EDUCATION COORDINATOR Vlll A-2 MEMO To: Honorable Mayor and City Council Members From: Tom Montgomery Subject: Vermillion River WMO Joint Powers Agreement Proposal Date: April 13, 2000 A Vermillion River Watershed Management Organization(VRWMO) subcommittee was formed in February to resolve issues with the Joint Powers Agreement that will expire July 31, 2000 and to recommend changes to the 21 member communities. The subcommittee has recommended keeping the funding mechanism as is; annual community appropriations based on 50% tax capacity/501t area in the watershed. The subcommittee is recommending two changes: 1. Annual community appropriation cap of$200,000 Hastings' annual appropriation based on a VRWMO budget of$400,000 under the current funding formula would be $28,000. The City's size and tax capacity in relationship to the entire watershed is such that it would never reach the $200,000 cap. The VRWMO's proposed annual budget would have to triple, exceeding $1 million before the two largest contributors to the VRWMO, Apple Valley and Lakeville, would reach the $200,000 cap. 2. Adding an additional Township board member and an additional large City board member. The existing VRWMO board is made up of four board members representing the six large cities, three board members representing the ten townships, and two board members representing the five rural towns. The City has been asked to forward its comments on the proposed changes to the VRWMO by April 25; 2000. STAFF RECOMMENDATION Staff is recommending approving the proposed changes to the VRWMO joint powers agreement. VERMILLION RIVER WATERSHED MANAGEMENT ORGANIZATION Serving the Townships of: Castle Rock,Douglas,Empire,Eureka,Hampton,Marshan,New Market,Nininger,Ravenna,and Vermillion; Rural Towns of: Coates,Elko,Hampton,New Market,and Vermillion;and Cities of: Apple Valley,Burnsville,Farmington,Hastings,Lakeville,and Rosemount. March 23,2000 Dear Vermillion River WMO Member: As you know,the Vermillion River Watershed Management Organization(WMO) is currently re-drafting their Joint Powers Agreement(JPA). A new JPA must be signed by all member communities by August - 1, 2000-in order for the WMO to remain in existence. This is a very important process and we urge you to become involved,if you haven't already. The County has indicated that they would very much like the watershed management role to stay in the hands of the local governments and citizens. As such,several County Commissioners have advised us to "keep the WMO rolling." However, we need your help! Last month a meeting was held for all member communities to discuss the issues with the JPA. At that meeting you appointed a five-member"JPA sub-committee". to help resolve the issues and recommend JPA changes to the member communities. The sub-committee met and discussed several options for changing the funding mechanism,limiting the annual levy to members,and increasing Board representation. Attached are the recommendations of this sub-committee. We need you to review the proposed changes to the JPA. If you disagree with these changes,you will need to send a representative of your community to the next JPA sub-committee meeting scheduled for Tuesday,April 25''at 7:00 p.m.at the Dakota County Extension and Conservation Center in Farmington. Please bring your ideas on how the JPA can be changed to your satisfaction including different funding mechanisms or levy limits. If you cannot send a representative to the meeting but still have concerns or proposed changes,please provide those in writing and send them to Laura Jester,Dakota County SWCD,4100 220''St.W. Ste 102,Farmington 55024. If your community does not attend the sub-committee meeting and does not respond in writing,we will assume you have no problems with the proposed changes and would sign a subsequent JPA. If you have any questions,please feel free to contact me at(651)463-8142 or Laura Jester at(651)480- 7784. Thank you for your time and effort in this matter. Sincerely, )>" Jerry Stelzel Chair,Vermillion River Watershed Management Organization enc. JPA Sub-Committee Members: Roger Fox-Marshan Township Keith Nelson - City of Lakeville Hank Tressel-Ravenna Township Lee Mann- City of Farmington Henry Zweber-City of New Market Recommendations: Funding Mechanism Enclosed please find a chart outlining various funding mechanisms with two different annual levies. In the first column on the chart, the current funding mechanism is shown. It is based on 50%tax capacity, 50%area id the watershed. The second.column shows a new formula considered by the sub-committee including 50%tax capacity, 25% area in the watershed, and 25% flow based on calculated curve numbers. As you can see, the totals in these columns are very similar. The.sub-committee recommends using the current 50150 funding mechanism due to the coplexity and engineering costs associated with calculating flow-based curve numbers each year. Cap on Annual Levy The sub-committee recommends including in the JPA a cap of$200,000 for total annual levies to member communities. (This is approximately half of the annual budget proposed in the draft plan.) This cap could increase no more than the construction cost index each year. Board Representation The sub-committee recommends adding two more Board members: one representing large cities, and one representing townships. Total Due from Each Municipality Effect of Proposed Average$393,250 Levy Based on Current JPA 50%Tax capacity+25%area 50%Tax capacity+25%area Based on Total Based on Total Based on Area Based on Volume from flow Based on volume of flow from Based on volume of flow from 50%Area+50%Tax +2596 flow from CNs +25%flow from CNs Taxable Market Value Tax Capacity of Each Municipality measurements to the Vermillion curve numbers(CN) curve numbers(CN) Municipality Capacity of Municipality including landkx:ked basins?` excluding landlocked basins= of Watershed of watershed In watershed River induding landlocked basins including landlocked basins' excluding landlocked basinS2 Apple Valley $71,317 $71,741 $71,810 $122,188 $124,590 $18,044 $22,573 $19,741 $20,016 Burnsville $5,754 $5,812 $5,841 $9,658 $9,850 $1,659 $2,281 $1,888 $2,006 Castle Rock $13,722 $14,678 Coates $15,091 $3.975$588 $$653 $24,135 $40,347 $29.612 _ 527,980 $4,138 $1,125 $1.155 $1,298 $1,573 ElkoDouTwp. $4,893 $4.730 $4,848 $1$05 $835 $8,9 $8�8 $1,691 NA Elko $1.047 $1,123 $1,153 $881 $747 $1.348 $1.927 $1,652 $8,769 Empire $22.436 $23.630 $22,922 $5,437 $4,503 $45.145 $1,770 Eureka $17,022 $18,870 $19,201 $5,622 $4,855 $29,390 $44.269 $42,314 $a4,e7o $35,982 Farmington $21.402 $21.868 $22,094 $31.108 $29,135 $13.670 $20,410 $15,533 $38,106 ,Hampton , $1413 $1,452 $1,482 $7,778 $1,370 $1,45718,438 ' $2.320 $1,812 Hampton Twp. $7.026 $7,110 $7.307 $1,088 $939 $13,112 $14,826 $13,449 $1,73 Hastin99 gs $27, 8 $28.064 $26.152' $44.199 $43.363 $12,813 $ $3,107 $4,955 $5,236,230 Lakeville $64.530 $67,498 $68,216 $89.708 $92,012 $37,048 $69,841 $48,920 $51,791 Marshan. . . .. $22.814-........, . .. •$21.794 .. .•...-..-. .$22,344 .$5.673.. .. $4.857 New Market $599 $657 $667 '590• ..$15,061 $38,690 $1177 $hos $592 $944 $826 $38,892 New Market Twp. $13,266 $15,089 $15,483 $7,793 $7,202 $19,331 $31,263 $26,623 $865 Nininger $11,534 $28.196 58,715 $9,137 $3,580 $3,140 $19,927 E10,3g Ravenna Twp. $18,409 2 513,854 $14,089 57.829 $8,852 Rosemount $45,876 $7,513 $6,551 $28,288 NA $16,045 $16,988 $44.145 $40,468 $44,887 $49,795 $41.558 $21,196 $35,432 Vermillion $1,074 $1,085 $1,095 $20,724 51,172 $1,062 $1,219 1,148 $975 $1,258 Vermillion Twp. $22.180 522,380 $22.990 $5,258 $4,145 $40,216 $38,027 $41,0161 $43,454 1=all land,including within landlocked basins.Is included In calculation 2=land which is considered to be landlocked(no drainage)is NOT included in calculation Note:Update tax capacity and flow based on curve numbers yearly. Updated Funding Scenarios larJPA Subcommittee Vermillion River WMO 03/13/2000 I r i 7 4 I I 4 v Total Due from Each Municipality Effect of$200,000 Levy Based on Current JPA 50%Tax capacity+25%area 50%Tax capacity+25%area Based on Total Based on Total Based on Area Based on Volume from flow Based on volume of flow from Based on volume of flow from 50%Area+50%Tax +25%flaw from CNs +25%flow from CNs Taxable Market Value Tax Capacity of Each Municipality measurements-to the Vermillion curve numbers(CN) curve numbers(CN) Municipality Capacity of Municipality Including landlocked basins' excluding landlocked basins= of Watershed of Watershed in Watershed River iriclWirg landlocked basins including landlocked basins' excluding landWwd basin? Apple Valley $36,270 $36,486 $36,521 $62,143 $63,364 $9,177 $11,480 $10,040 $10,180 Burnsville $2,927 $2,956 $2,971 $4,912 $5,010 $844 $1,160 $960 $1,020 Castle Rock $6,979 $7,465 $7,675 $2,022 $1,683 $12,274 $20,520 $14,220 $15,060 Coates $579 $572 $587 $299 $332 $825 $660 $800 $860 Douglas Twp. $2,488 $2.405 $2,465 5562 $425 $4.552 NA $4,220 $1.460 Elko $533 $571 $586 $448 $380 $686 $980 $840 $900 Empire $11,410 $12,018 $11,658 $2,765 $2,290 $20,531 $27,600 $22,960 $21,520 Eureka $8,657 $9,495 $9,765 $2,859 $2,367 $14,947 $72,820 $18,300 $19,380 Farmington $10,885 $11,122 $11,237 $15,820 $14,817 $6,952 $10,360 37,900 $8,360 Hampton $719 $738 $753 $904 $697 $741 $1,180 $820 $880 Hampton Twp. $3,573 $3,616 $3,716 $543 $478 $6,669 $7,540 $6,840 $7,240 Hastings $14,239 $13,266 - $13,301 $22,479 $22,064 $6,415 $1,580 $2,520 $2,660 Lakeville $32,819 $34,328 $34.693 $45,624 $46,796 $18,842 $35,520 $24.980 $26,340 Marshan $11,603 $11,084 •- $11,364 $2,885 $2,470 - •• $20,735 $7,660 $18,660 $19,780 New Market $304 $334 $339 $54 $308 $301 $480 $420 $440 New Market Twp. $6,747 $7,674 $7,874 $3,963 $3,663 $9,831 $15,900 $13,540 $14,340 Nininger $5,866 $4,432 $4,647 $1,811 $1,597 $10,134 $3,880 $4,400 $5,260 Ravenna Twp. $8,346 $7,046 $7,166 $3,821 $3,332 $13,360 NA $8,160 $8,640 Rosemount $23,230 $22,451 $20,581 $22,829 $25,325 $21,136 $10,780 $18,020 $10,540 Vermillion $546 $552 $557 $584 $496 $596 $540 $620 $640 Vermillion T.P. $11,281 $11,382 $11,692 $2,674 $2,108 $20,453 $16,340 $20,860 $22,100 1=all land,including within landlocked basins,is Included In calculation 2=land which Is considered to be landlocked(no drainage)Is NOT Included in calculation Note:Update tax capacity and flow based on curve numbers yearly. Updated Funding Scenarios forJPASubcommiaee Vermillion River WMO 03113/2000 t r E E t E F Vlll--A-3 MEMO To: Honorable Mayor and City Council Members From: Tom Montgomery Subject. Resolution- No Parking on Barker St. South of Yd St. Date: April 13, 2000 I have received requests from Marlene Nogle, and Mr. Frank, two of the three property owners abutting Barker St. south of Yd St., to prohibit parking on the street alongside their properties. This section of street was reconstructed in 1998 as part of the East Hastings improvements with surmountable curb and gutter and an 18 ft. street width In 1998,Jerome & Genevieve Hoeschen built a home on their property at the south end of Barker Street. Enclosed is copy of an August 25, 1998 letter that was sent to the three property owners attempting to clarify a number of issues concerning property boundaries and street construction. In the letter, I had stated that no parking would be permitted on Barker Street. Barker St. is one of many 18 ft. wide paved alley sections that were constructed as part of the 1998 East Hastings improvements. A parked vehicle on one of these streets does not leave much room to drive around. However, the City has not posted No Parking signs on these streets as they typically only serve as access to one to three households. With the.exception of a 1/z block section of East 3rd St. and now Barker St., parking issues have been self regulated by the abutting property owners. COUNCII.ACTION REQUESTED Council is requested to adopt the enclosed resolution prohibiting parking on Barker St. south of Yd Street. .......... Moil SA, H. hm CITY OF HASTINGS DAKOTA COUNTY,MINNESOTA Resolution No. RESOLUTION PROHIBITING PARKING ON BARKER STREET SOUTH OF 3P-D STREET WHEREAS, on street parking on Barker Street south of 3'Street has created complaints about restricted access to abutting properties; and WHEREAS, prohibiting parking on Barker Street south of 3rd Street should eliminate these access problems, NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HASTINGS AS FOLLOWS; that City staff is hereby directed to place signage prohibiting parking on Barker Street south of 3rd Street. ADOPTED BY THE CITY COUNCIL OF HASTINGS,MINNESOTA, THIS 17TH DAY OF APRIL, 2000. Ayes: Nays: Michael D. Werner,Mayor ATTEST: Melanie Mesko, City Clerk SEAL CITY OF HASTINGS 1010 Street East•Hastings,MN 55033-1955 651-437-4127 •Fax:651-437-7082 August 25, 1998 Marlene Nogle 1304 E. 3rd St. Hastings, MN 55033 Donald L. &Clarice E. Frank 1218 E. 3rd St. Hastings, MN 55033 Jerome&Genevieve Hoeschen 806 W. 6d'St. Hastings, MN 55033 Re: Barker St. Construction Vacated Alley& Street Dear Property Owners: I am writing in an attempt to clarify a number of issues that have arisen this summer concerning the vacation of a portion of Barker St. south of the alley, the vacation of part of the alley, the Barker St. street construction, and Jerry Hoeschen's house construction activities. I have enclosed with this letter a drawing illustrating the vacated alley and Barker St., and the drainage easement reserved by the City. A copy of the City Council resolution vacating Barker St. and the alley is included with the drawing. I have also enclosed a drawing of the Barker St. street construction, showing the street and its location within the right of way. The Barker St. and alley vacation drawing illustrates what was vacated by the City Council at the April 6, 1998 Council meeting. The 20 ft. wide alley right of way between the Frank and Hoeschen properties was vacated, with the north 10 feet of the alley right of way becoming the Frank's property, and the south 10 feet of the alley right of way becoming the Hoeschen's property. All of the 66 ft. wide Barker St. right of way south of the alley right of way was vacated, along with an additional section of west half of the Barker St. right of way 10 feet north of the south boundary of the alley right of way. The west 33 feet of the vacated Barker St. right of way becomes the Hoeschen's property and the east 33 feet of the vacated Barker St. right of way becomes Marlene Nogle's property. As part of vacating Barker St., the City reserved a 20 ft. wide drainage easement over the center of the vacated right of way. While the underlying property is owned by the Hoeschen's and Marlene Nogle, the City has the right to construct and maintain a drainage swale within this area. In the near future, the City's Engineering Department will place stakes marking the location of this easement. There has been some fill placed within the drainage easement. This fill will be graded to construct a drainage swale along the center of the right of way from the south end of the street to Lake Hastings on the Mississippi Isabel to contain the water draining from the street to the 20 ft. wide drainage easement.The enclosed Barker St. street construction drawing shows the street was shifted to the west to avoid a large willow tree. A turnaround area has been constructed at the south end of the street. A small bituminous pad will be constructed on the east end of the turnaround to make it easier for street maintenance equipment to use the turnaround. No parking will be permitted on either side of the street or within the turnaround area. The construction of a home on the Hoeschen's,property has generated a number of questions and complaints concerning grading and fill. On the north side of the property, fill has been placed that appears to dam the drainage from the Frank's property. As part of the Hoeschen's home construction, a 12 inch diameter culvert will be installed to carry drainage from the Frank's property under the Hoeschen's driveway to the drainage easement. On the east side of the Hoeschen's property, a silt fence has been installed to prevent further encroachment of fill operations onto Marlene Nogle's property. The silt fence will be taken out when the City's street construction contractor grades in the drainage swale. On the south side of the Hoeschen's property, Matt Weiland, the City's Zoning Administrator, will meet with the Hoeschen's - contractor to delineate with tape, the southern boundary of permissible fill operations. The site plan for the Hoeschen's home has been approved and a building permit has been issued. Construction and grading activities will be monitored by the City's building inspectors. If you have any questions or concerns about the Barker St. construction, please contact the City Engineer, David Gurney. If you have questions or concerns about the vacating of Barker St., please contact Matt Weiland, the Zoning Administrator. If you have questions or concerns about the home construction, please contact the Building Department. All the appropriate City officials can be reached at City Hall, 437-4127. Sincerely, Thomas M. Montgomery, P.E. Public Works Director cc: Mayor&City Council Dave Osberg, City Administrator David Gurney, City Engineer Matt Weiland, Zoning Administrator Merlin Wilbur, Building Official CITY OF HASTINGS 101 4th Street East• Hastings, MN 55033-1955 651-437-4127 • Fax: 651-437-7082 April 13, 2000 Marlene Nogle 1304 E. 3rd St. Hastings, MN 55033 Michael&Terry Frank - - 1218 E. 3rd St. Hastings, MN 55033 Jerome & Genevieve Hoeschen 806 W. 6h St. Hastings, MN 55033 Re: Barker St. Parking Restrictions Dear Property Owners: The Hastings City Council will be considering a request to prohibit parking on Barker St. south of 3rd St. at their April 17, 2000 Council meeting. Enclosed is a copy of my report to the Council on this issue. The Council meeting will be held at 7:00 PM in the Council chambers at City Hall, 101 E. e St. on Monday, April 17, 2000. Sincerely, Thomas M. Montgomery, P.E. Public Works Director Hastings on the Mississippi V111-A-4 Memorandum To: Mayor Werner and City Council From: William R. Mesaros Date: April 12, 2000 Subject: City of Hastings "Annual Clean up Day" As directed by council, staff has prepared the following information for your review. Please find attached copies of the proposed collection inventory sheet and the hauling/ disposal rates from Waste Management of Hastings. Background Since this is the first time the city has organized a"City Clean up Day"staff contacted some of the neighboring communities and area business to obtain costs estimates and ideas for hauling and recycling of collected non-hazardous waste materials. We were able to obtain information and pricing from the Cities of Inver Grove Heights, Lakeville, Maplewood, and Cottage Grove. We used their information as a guide to decide what materials we should accept and a price per item or load we should charge.. With this information I began contacting waste haulers and requesting bid proposals for the items that we are proposing to collect. I requested that they please respond back to me by April 1, 2000. I found that only a few of the companies I contacted responded back with a bid. Some were not available because they were already involved with another city clean up projects. The only bidder that could offer removal for all we were proposing to collect was Waste Management located here in Hastings. They were able to provide individual roll off containers for each of the types of items we are proposing and offered a competitive rate for disposal. Requested Council Action Staff is asking council to review and approve the proposed bid by Waste Management and the Clean up inventory item fees as shown. Please understand that the fees shown on the inventory sheet may not cover the full cost of hauling and disposal. The direction from council was to keep the fees for collection at a rate that would provide an incentive for residents clean up their yards and dispose of the junk. Again because this is the first time that the city has sponsored a city clean up day,we have no way of projecting the response we will receive or what the cities share of the cost will be. If you have any questions please let me know. _ We recommend our roll-off service to handle your Spring Clean-up based up your needs assessment. Our service offers: • A variety of roll-off container sizes and styles to meet your needs • An efficient and cost-effective means of removing waste and recycable items • Professional drivers who operate safely on your premises Listed below is a table listing the schedule of service and charges: Amount Needed to Material Container Number of Container Haul Disposal Cover Cost Type Type Containers Size Rate Rate Hauling/Disposal Tires Roll-off 1 20/30 Yd $ 125.00 $80.00 Per Tn $1.25 Per Car Tire Scrap Iron Roll-off 1 20/30 Yd N/C N/C $0.00 Appliances Roll-off 1 20/30 Yd $ 125.00 $10.00 Per Appliance $15.00 Per Appliance Electrical Items Roll-off 1 20/30 Yd $100.001 $0.30 Per Pound Computer$5,TV$15,Console TV$35.00 Demolition Roll-off 2 20/30 Yd $ 100.00 q/"`'$12.00 Per Yard $10 Per P/U Tk,$20 Per Trailer Trash Roll-off 2 20/30 Yd $ 100.0&4,,'-$58.00 Per Tn $25.00 Per P/U Tk,$35.00 Per Trailer Waste Management will supply two employees to assist residents and exchange roll-off boxes at N/C Notes: Large items-couches,chairs,box springs, mattresses carpeting,should go into the MSW roll-off box All items are Tax Exempt-except demolition and trash Trash Tax 17%on disposal charge Demo Tax $0.60 Per Cubic Yard ©Information in this proposal is confidential and property of Waste Management. 1 CITY OF HASTINGS DROP-OFF LOCATION SPRING CLEAN UP CITY Q The Hastings Public Works Building i5 located at 1221 Frog reos Drive, of 10th As part of a City-wide Spring cleaning, Street East; For directions, call City HASTINCaS all residents of the City of Hastingo H a I I at 437-4127. are invited to drop off: excess appli- SPRINCA ances, furniture, tires, etc, on ✓atur- day, Al2r!129, 2000 at the HaStingS Public Works Garage between the hours CLEAN U of 8:00 a.m, and 1.00 pm. '] Thio service is limited to residents of Jltax A 7DA 9&42i?#.t0 the City of Hastings. Residents will ✓ opp &Ja CIly be asked to provide Identification and pay a minimal charge for the items brought to be disposed. They will then be directed to the appropriate loca- tion for disposal of each item in the correct dumpster. . 5hould you have questions Only residental waste will be accepted; about the 5pring Clean Up, please no household curbside,commer- v please call Bill Mesaroo or Rolf cial or hazardous waste. The City Peterson at 437-4127. sponsors a City-wide hazardous waste �qr 19 1000 clean-up in the fall; information is dw in , Q this brochure. 8:00 Aix _ 1:00 P,"M City staff and employees from the dis- _Me e&f 4 Zaj&W wauMhie ja.flrairk.&d poral agencies will be available to as- .a¢iraoUAt ,f/tQSttAIV2000 slot residents with questions and dis- e4eAw 21A ,7/ca wauldal�oG.(cofoflrair.4 PUBLIC WORKS 6ARACE poral. fhoCtfyr itcryma�swlloliaa��tra/tfic'raatedurfly 1221 PR06RESS DRIVE ,ezla�ururyr, .a�t¢airi�a�icvr, .aaa'.¢z¢cufiair.a�,�ie ..aaairf. Appliances Metals Please remember that haz- $10,00/item $1.00/piece or ardour waste will not be ac- FAINT cepted at this clean-up, Dlshwashers,dryers,freezers,microwave $5,00/truck or trailer There will be aCity-sponsored hazard- ovens, ranges, refrigerators, residential Acceptable items include, but are not limfi;ed to; our waste clean-up in the fall. If you furnaces,washers,and water heaters will bicycle frames, bed 6 rin 5,car hoods, car doors, be accepted, p g have hazardous waste that you would swing sets, 513Q grills, etc. Metal lawnmowers like to dispose of,you can bring it to: $15,00/item and snowblowers must be drained of fluids and Air Conditioners the wheels removed. Drums and pails must be Dakota County Eco-site rinsed clean, with one end open, 3365 South Highway 149 Eagan (behlnd GopherReeource,entrance offHlghway 149) Tires Misc. Items _ HouKS FOR HAZARDOUS WASTE COLLECTION Car $1.50/each $5;00/item or _ -4P�, Truck $25,00/truck or trailer Wednesdays 3:00 - 8:00 pm. $5.00/each Tractor Carpet: Under 100 sq.fU, $5.00 Thursdays 9:00 aim, - 2:0.0 $10.00/each 10.0+ oq.ft. $10,00 54ur4ays 9;00 a,m, - 2:Q,Q p.m. We'll also accept furniture, mattresses, carpet Electronic Equipment and other miscellaneous items, The Eco-Olte also accepts recycling materials. $10,00/item Call 952-8P1-7020 for more Information. Unload Chose old record players and out- Don't Want to just discard your extra of-date video gamesl Accepted items Items? Goodwill may accept items include computers,fax machines, radios, that you want to donate. While they Do you have a vehicle that TVs, VCRs, and stereo equipment. are unable to provide the personnel to have a 0 o doesn't run or that you don't collection site at our Spring Clean Up, you may need anymore? Don't know what to do bring your items to the Goodwill Distribution with It? Call someone to pick it up: Construction Debris 51tes In Cottage Grove and Apple Valley, 5ro= chures will be available during the Spring Clean Roger's Auto&Truck Parks 768-Ob00, $1.00/item or Up, or you may call Goodwill at: South EastTow(n 43!-'2q.g•6• $15.00/truck or trailer Have you recently completed a home im- 404'=Cottage Grove Distribution Trailer Theeebuelneeaeeare not aeeaclatedwith the Cltyof WO Point Douglas Road South Haetingeorlt'eSpringC/can UpDeq Theeecontscto provement project and have some extra General In 651-646-2591 are 6/ren ae a reepume for reel-fente of the City of debris? We'll accept clean concrete,land- Haetingeto/0. bndlnformaVonrvooingthe remoml Owe Apple Valley Store ft Cub Foods) ofnon-operatlorra/orunwanted vehlelee. Al/contact 5caping timbers, sheet rock, sinks, etc. 73201531' Street between vendorand Indlvldualle done Independently 612-953-4410 of the City ofHoe tinge. VIII-B-'1 Me o To: Mayor Werner and City Council From: Matthew Weiland, City Planner Date: April 12f, 2000 Subject: Prelim/Final Plat Arbor Oaks CommonBond Communities have requested preliminary/final plat approval for a new senior housing project to be named Arbor Oaks. Arbor Oaks is proposed to consist of a 3 story, 67 unit assisted living building and 18 independent rental senior units spread around the site in 6 duplexes and two triplexes for a total of 85 units. The property proposed for development is 5.2 acres in size in size and is located on Bahls Drive north of Oak Ridge Manor(site location map enclosed). The City Planning Commission and City Council recommended approval of the site plan for this project contingent upon the property being platted. The property will be platted into one lot. All of the units on the property will be rental units. There was a lot of concern about this project from the surrounding neighbors in the single family homes located above this property. Their main concerns centered around impacts to their views and noise. These comments and concerns were addressed as part of the site plan review process for this project. The comments and action for the platting part of this project should focus around the City's subdivision ordinance. The City requires unplatted property in the City to be platted before it may be developed. The purpose of this is to clear up legal descriptions on property, create developable lots,plat right of way, and to pay the required development fees. Included with this memo is a site location map, land use application,preliminary/final plat,the site plan memo, and letters from concerned neighbors. Background Information: Comprehensive Plan Classification: The subject property is classified U-1111(Urban Residential 8 +residential units/acre). The proposed development density for the subdivision is @16 units per acre. This is a consistent use with the comprehensive plan. Zoning Classification: The subject property is currently zoned R-4 High Density Residence . Residential care facilities and townhomes are a permitted uses in this zoning district. A mixture 1 of multi-family housing and townhomes are allowed in this district as part of a planned residential development. Surrounding Properties: The subject property is surrounded by townhomes and apartments to south and east zoned R-4 High Density Residence, and abuts single family homes along its western boundary zoned R-3 medium high density residence. Site Development Issues: The subject property is predominantly comprised of a hillside. The hillside is mainly a field with a large grove of trees along the Bahls Drive street frontage. Preliminary/Final Plat Issues Subdivision Ordinance Requirements: The preliminary/final plat is complete. The following items are a summary of preliminary/final plat issues. The developer is proposing to plat only one lot. All the units on the property will be rental units. 1. Site Access: Access to the subject property will be provided from Bahls Drive. There will be a private drive constructed to internally serve the townhomes and the assisted living building. A condition of preliminary plat approval should be that this street and related utilities be designed and constructed according to City policies as determined by the Public Works Director. Furthermore,it should be required that the applicant provide evidence that the private street will be maintained by a homeowner's association or other entity and not by the City. 2. Site Grading& Storm Water Management: The Site will require a lot of grading because it is a hillside. This site has been graded to drain appropriately. There are catch basins and storm sewers proposed that will connect into the storm sewer in Bahls Drive. There is enough capacity in the storm sewers to handle the runoff from the property. 3. Park Dedication: The Arbor Oaks project was referred to the NRRC for comment. The developer has requested to receive some sort of credit for the land dedicated to open space or a lowering of park fees based on the fact this project is an affordable housing project. A memo is enclosed explaining there position. The NRRC recommended that the City require cash-in-lieu of land to meet park dedication requirements. The cash in lieu of land fee would be $850.00 per unit or$72,250.00 for 85 units. The City did require that the Dakota County HRA 32 unit Affordable Family Housing Project pay full park dedication fees. The park dedication fee shall be agreed to upon in the development agreement. 4. Trail Connections: The developer will be required to install a five foot sidewalk along the Bahls Drive street frontage as required by the City's Comprehensive Plan. The site plan 2 shall be modified to illustrate this. The City should agree to prepare plans to complete the rest of this sidewalk within the next year. This should be agreed to in the development agreement. 5. Interceptor Sewer: The developer shall be required to pay$305.00 per lot in interceptor sewer charges,prior to the city releasing the final plat hardshells. The interceptor sewer charge for this project totals $25,925.00 for 85 units. 6. Easements: The final plat shall be modified to illustrate a 10 ft drainage and utility easement around the front of the property and 5 ft drainage and utility easement around the sides and rear of the property. 7. Monuments: A iron monument shall be set in the southwest corner of the property. 8. Other Plat issues: The owner of the property will have to sign the plat and be a party of the development agreement. The developer must also show the City an agreement between Arbor Oaks and Oak Ridge Manor to share the hallway connection between the two buildings. 9. Neighborhood Concerns: The neighbors continue to have many concerns about this project. A recent concern centered around subsurface water problems. I have enclosed a copy of a memo from the Public Works Director, Tom Montgomery, addressing this concern. The neighbors are also concerned about the process of development for this project. There was a neighborhood meeting held to get comments and answer questions before the project went to the Planning Commission. Their main comments centered around the impacts to views and noise. These concerns were brought to the attention of the Planning Commission and the City Council. There were some conditions of approval added to address these concerns. This project has been reviewed and brought through the City process the same as any similar project in the City would be. The idea of getting neighbors involved in the process earlier should be explored further. The neighbors have certain property rights to protect their properties and their concerns should be addressed. Future developers also have legal rights to develop their properties according to City Codes. This project meets all City Code requirements. The City also has certain legal obligations to existing residents and future residents. The process starts with good land use planning and regulations. City staff works very hard to balance development and concerns of all parties involved. The City will not always be able to make all parties happy. There will be more and more "NIMBY"(not in my back yard) scenarios as the City continues to develop. The City is focusing on developing or redeveloping land within its existing City limits to reduce sprawl and take advantage of existing services. The City needs a variety of land uses in 3 the City to continue offering a high level of service. It also needs a wide variety of housing for all income and age levels that represent this community. The main issue with this project and past controversial projects have focused around impacts to views. The City does not have any ordinances protecting views. Unless you live next to a park or you own the land around you,you have a"borrowed view"that you did not pay for. The owner of that property also has a right to the view. This issue will come up again as more vacant land in the City is developed . 10. Development agreement-The Developers shall enter into a development agreement with the City of Hastings Documenting conditions of approval for Arbor Oaks Plat and Site Plan. The Development agreement shall be signed prior to the City releasing the final plat hard shells. Planning Consideration: This is one of the last vacant pieces of high density housing zoned property left in the City. This land has been guided for this type of development in the City's Comprehensive plan since at least 1982 and is already zoned for this type of development. There is a need for affordable assisted living units in the City and well as more senior housing as indicated int he City's Housing Plan. This need will continue to grow as the population ages. Demand for vacant land over the next few years will also make it more difficult to do this type of project. The City is dedicated to providing a variety of housing types in the City for all incomes and age levels. The design and use of this project will fit in well with the single family homes around it as the Oak Ridge Manor project has. This project is located adjacent to Oak Ridge Manor which will allow a connection to be made between the two which will benefit residents of both facilities. This will allow easier transitions for people needing more care as they get older. The site is well designed with good landscaping and an attractive building. It is unfortunate that some views will be impacted,but the benefits of this project far outweigh the negatives of it. Planning Commission Recommendation: The Planning Commission recommended approval of the Arbor Oaks Prelim/Final Plat at their 4/10/00 Planning Commission Meeting. Recommended Action: Preliminary Plat Motion to recommend the approval of the Arbor Oaks Preliminary/Final Plat subject to the following conditions: 1. The final plat hard shells must be consistent with the approved final plat. 4 2. The final plat shall be modified to illustrate a 10 ft drainage and utility easement around the front of the property and 5 ft drainage and utility easement around the sides and rear of the property. 3. A iron monument shall be set in the southwest corner of the property by a licensed surveyor. 4. That the private drive and related utilities be designed and constructed according to City policies as determined by the Public Works Director. 5. That the applicant provide evidence that the private street will be maintained by a. private entity and not by the City; 6. That the Developer shall pay the required $305.00 per lot in interceptor sewer charges. The interceptor sewer charge for this project totals $25,925.00 for 85 units. The payment of the interceptor sewer fees shall be agreed to upon in the development agreement. 7. That the Developer shall pay the required park dedication cash in lieu of land fee $850.00 per unit or $72,250.00 for 85 units. The payment of the park dedication fees shall be agreed to upon in the development agreement. 8. The developer shall plant landscaping elements according to the approved landscaping plan. An escrow is required for any unplanted trees before occupancy is allowed. 9. The Developer shall enter into a development agreement with the City of Hastings Documenting conditions of approval for the Arbor Oaks Site Plat and Site Plan. The Development agreement shall be signed prior to the City releasing the final plat hard shells. 5 HASTINGS CITY COUNCIL RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HASTINGS APPROVING Arbor Oaks SUBDIVISION WHEREAS, CommonBond Communities have requested approval of a final plat for a subdivision to be called Arbor Oaks subdivision. This final plat includes 1 lot. NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL AS FOLLOWS: The Arbor Oaks final plat is approved subject to the following conditions: 1. The final plat hard shells must be consistent with the approved final plat. 2. The final plat shall be modified to illustrate a 10 ft drainage and utility easement around the front of the property and 5 ft drainage and utility easement around the sides and rear of the property. 3. A iron monument shall be set in the southwest corner of the property by a licensed surveyor. 4. That the private drive and related utilities be designed and constructed according to City policies as determined by the Public Works Director. 5. That the applicant provide evidence that the private street will be maintained by a private entity and not by the City; 6. That the Developer shall pay the required $305.00 per lot in interceptor sewer charges. The interceptor sewer charge for this project totals $25,925.00 for 85 units. The payment of the interceptor sewer fees shall be agreed to upon in the development agreement. 7. That the Developer shall pay the required park dedication cash in lieu of land fee $850.00 per unit or$72,250.00 for 85 units. The payment of the park dedication fees shall be agreed to upon in the development agreement. 8. The developer shall plant landscaping elements according to the approved landscaping plan. An escrow is required for any unplanted trees before occupancy is allowed. 9. The Developer shall enter into a development agreement with the City of Hastings Documenting conditions of approval for the Arbor Oaks Site Plat and Site Plan. The Development agreement shall be signed prior to the City releasing the final plat hard shells. Adopted by the Hastings City Council on April 17th, 2000 by the following vote: Ayes: Nays: Absent: Michael D. Werner,Mayor ATTEST: Melanie Mesko, Administrative Assistant/City Clerk (City Seal) I HEREBY CERTIFY that the above is a true and correct copy of resolution presented to and adopted by the City of Hastings, County of Dakota, Minnesota, on April 17th, 2000, as disclosed by the records of the City of Hastings on file and of record in the office. Melanie Mesko, Administrative Assistant/City Clerk (SEAL) This instrument drafted by: City of Hastings 101 4th ST. Hastings, MN 55033 Arbor Oaks rZi Site Location Map � :r �•�•A� sr Assisted Living r , Project - .a t-. a..'£" "' 3' her' M+aHandnRs on the pp milp, aE.!> r ,. •-� s . `� -`:a a,s ' .. .�. i Y;.t. skr'ea.,ii •�rrw[ k�tiaC'r#? t -k// � �a;+�'s ,.,.. + Legend s t ry�E 2020 comp plan city.shp C-Conn al 11% AL ® 1-Indusblsi �H. 4M M%O-Mixed Use ,J f aid �tfO.Office .+.�..�.Y�!,CI''' �lv h`�t•.? P-Pudic LH-Urban Rests 1-3 unitstper acre spy's O U-11-Urban Resid 4.8 uniWa n, IIIrk{t' '+^ R-Rural LLI II-Urban Resld a«tails/a:re N ROW-wyhtOfway WAT-W ase "ti 1 L f�lE ��51 ��i�'..- � k � s 4 I ! Fs�?. •_ .x •.;` Roed shp Buildiinps.shp 2� qrbor Oaks Site t � N 1 4 a , 1 44W- I MP g Y ( �"'a+J+-Y-4' ";N �•1-` Y .ALL=-�iY• S 2 t Site Location r u,. x • r` ,ny This is not a survey aL:,t�i ur. -a a, uuam,%vvan W v v v - v•e..Ja m --- --- ...,--- ,. LAND USE APPLICATION CM OF HASTINGS Address of Property Involved: Bahl's Drive Legal Description of Property Involved: Attached to anulication• PIN# 19-02900-011-83 Official Use only Applicant: Date Rec'd Name Arbor Oaks Assisted Living of Hastings File No. Address 328 Kellogg Boulevard West Fee Paid St. Paul.MN 55102— 1900 Rec'd by Telephone 651-290-6245 Ordinance No Owner(If Different from Applicant): Name: Address: Telephone: Request: Rezone: None Special Use: None Comp. Plan Amend: None Subdivision: None Site Plan: Approval Vacation:None Variance: None Other:None Description of Request(include site plan,survey, and/or plat if applicable): Planning Commission Approval Signature of Applicant Date Signature o pplicant's Representative Date Signature of Owner Date Brad Farnham FarnhamNovak and Associates 2636 Humboldt Ave S Minneapolis,MN 55408 612-377-9900 X 500 MEMO To: Matt Weiland From: Tom Montgomery Subject: Arbor Oaks Development- Stormwater Review Date: April 10, 2000 I am writing this memo to address questions forwarded to me through Mayor Warner from homeowners abutting the proposed Arbor Oaks development. I had previously reviewed the Arbor Oaks development plan and found it acceptable with regards to stormwater runoff. All drainage from the Arbor Oaks site will flow downhill to the Bahls Dr. storm sewer system, either captured in the Arbor Oaks storm sewer and piped to the Bahls Dr. storm sewer or directed overland to Bahls Dr. where the runoff will be captured by catch basins in the street. The proposed grading will prevent any runoff from the Arbor Oak site from draining to any abutting property other than Bahls Drive. The Bahls Dr. storm sewer system was designed to carry flows from this site under fully developed conditions. Barr Engineering's recent modeling of the storm sewer system as part of the Comprehensive Plan indicates that the Bahls Drive storm sewer is properly sized to carry the increased runoff from the proposed Arbor Oaks development. With regards to subsurface drainage issues, there are no grounds to support the assertion that this development will somehow block or impede subsurface drainage. There is over 30 ft. of fall across the Arbor Oaks site, in addition to fall from the existing homes down to the site. This large gradient provides substantial relief for subsurface drainage pressures. Compaction of the roadway involves only the top three feet of soils and does not prevent lateral movement of subsurface flows. If anything, the installation of underground utilities within the roadway and the required use of granular material to provide adequate bedding around the underground utilities creates a drain tile effect underneath the roadway. To summarize, I find the proposed Arbor Oaks site plan adequately controls stormwater surface runoff, and will not impact subsurface drainage. Thomas M. Montgomery,P.E. Public Works Director 612-291-1003 COMMONDOND COMM. 094 P02 APR 10 '00 16:31 �lot ALr �!1� I a I CommonBond CC) M M V N 1T1 ES April 10, 2000 Board of Diredlors Peter Bell Mayor Michael Werner and Hastings City Council Members Gloria J.Sostzom C/o David Osberg, Administrator William Britt* 101 East Fourth Street Philip M.Broom Hastings, Minnesota 55033-1955 Ellett Brown Austin Chapman;Chair" Thomas Dolan' Subject: Arbor Oaks Assisted Living Community and Senior Cottages Anita S.Duckor Joseph rrDear Mayor Werner and City Council Members, The Reverend Mark S.Hanson end Ellen Higgins Lea M.Johnson As you are well aware, Commonl3ond Communities is moving a new, 85 Katltleen Kelley unit senior development through the approval process in Hastings. Ws Han lca].Kilbourne continue to be excited to be working with you, your city staff and the George C.Lang community at large, as we move toward construction of a truly affordable Susan Lester" senior housing community in Hastings. James R Lev* Revered Kevin McDonough There are two items we request the Hastings' City Council consider on Murphy*Patricia A.Perell behalf of the seniors who will pay rent and reside in this affordable Michelle Grabanski Pohlad, community: Lynn Carlson Schell judgGeorgi Stephens Item # 1. Park Dedication Fees Georgina tep -- Tom 1.1.Swain* William Cosgriff, The City of Hastings requires,a J726.25 0.00 payment to assist in the of"Executive development of park facilities,in Hastings. While we fully understand +`Executive Committee and fully support the rationale behind these fees for all of our independent senior communities, special needs housing communities St. Kellogg MinnesBoulevota 5 West and our family developments, we feel the application of these fees on St.Paul,Minnesota 55102-1900 the very frail elderly who will live out the last days of their lives in this (651)291-1003 Vax)(pho ) communitycannot be logically argued. Frankly, the average length of (651)291-1003(fax) g• y � y g g www.coramonbmd.org stay will be eighteen months for these residents, and by the time they reach our community, few will ever leave the building for socialization /leisure activities or enjoyment. Similarly, the 20 residents who will live in our memory4mpaired unit will 'also not leave this community. The prospect of venturing out of this secured unit into unfamiliar, public space would simply overwhelm these residents. Simply put, these residents are too frail and too fragile to leave this housing community to use Hastings' park facilities. Annual Cotholic Appeol An Equal Oppom,nity/Affirmative Action Organization 612-291-1003 COMMONBOND COMM. 094 P03 APR 10 100 16:32 To determine the total cost impact of these fees on the rents, we assumed that we would have to borrow $72,250 to pay these fees, and we assumed a 10 year amortization of this amount (rather than the 30 years repayment that is anticipated). The total cost, with interest, over ten years would be $100,000. Over thirty years, the repayment would reach $150,000. If we are jointly to realize our goal of truly affordable senior housing for your seniors, we must carefully reconsider some of these fees. We recognize that the parks groups in your community rely on fees to fund their important work, but you should not ignore the proposed excellent open space plan with connecting pathways and the fact that your community will also realize significant economic development benefits from jobs and property taxes based on this$ 9,000,000 development. We propose to pay the full $850 Park Dedication Fees on the 18 units of independent senior cottages proposed, or $15,300.00, and ask that you waive these fees on the assisted living units. When we informally inquired of city staff as to some waiver of a portion of the park fees, they responded by indicating that the city charged full fees to the Dakota County MRA when they built their affordable project. There really is no comparison between these two projects, as theirs was a 32 unit affordable faW iv housing community, which will certainly contribute to the need for additional parkland development in Hastings -our assisted living community will not. Item #,# 2, An Exception to .the Financial: Guarantee (� cash escrow or performances, bond)of 125%the total Improvements. We have discussed your written policy-regarding financial guarantees for improvements (sewer, water, roadway, -curb and gutter, storm water and lighting) on a couple of occasions with your staff and we continue to fail to see the logic behind this costly and extraordinary requirement, We continue to argue that this guarantee reasonably, ought to apply, to infrastructure improvements to be constructed by a private developer and subsequently turned over to the City, as part of the public right-of=way. In this case, all of the improvements (except some simple connections to the sewer and water systems) will be constructed on private property and remain private infrastructure. We have developed housing communities In 28 different municipalities and have nearly 3,000 units under our management and we have never encountered such a costly requirement.' We estimate this requirement would cost this project at least an additional $400,000, either out of pocket or as a letter of credit. Quite frankly, as a nonprofit corporation, Common Bond Communities does not have $400,000 to contribute to this development nor could we secure a letter of credit for this amount. 612-291-1003 COMMONBOND COMM. 094 PO4 APR 10 100 16:32 This requirement seems to address a fear that we might initiate substantial infrastructure work within the site and then abandon it without completion. Again, we ask, if all infrastructure work is on private property, to what risk is the City of Hastings exposed? We appreciate your thoughtful consideration of these two requests and an opportunity to discuss them at greater length with you and your staff. in erely, Dougla aya Director f Mousing Development April 8, 2000 To: Matthew Weiland, the Hastings City Council,and the Hastings Planning Commission From: Roger Stradal, 1015 Hillside Street, Hastings,MN. 55033 SUBJECT: Arbor Oaks Assisted Living(Bahls Drive,south of Hwy 55) Poor communication and City Planning 1. I did not receive a letter notifying me of the Hastings City Council meeting and the proposed subjects of that meeting on April 3,2000 as stated I would at the Hastings Planning Commission meeting on March 27, 2000. 2. On March 27,2000,the Hastings Planning Commission conducted a vote and approved the plan for Arbor Oaks when they did not even have the complete or correct figures and drawings in front of them. Going so far without proper information was not in good judgement and raises questions as to the validity and motivation of their judgements. 3. At the Hastings Planning Commission Meeting on March 27,2000 a Commissioner said that the issue of a groundwater problem would have to be looked into. But upon watching the April 3rd City Council meeting on Hastings Cable, you,Matthew Weiland ,appeared to indicate that there was no water problem. If you believe this to be true then I want a signed and notarized letter from you stating so and why. You have to provide the residents of Hillside Street with cross-sections of the property including elevations with water interference and diversion plan and design. You need to understand that presently this city is in an area experiencing much drier than normal or average conditions. Proper drainage under the service road to Arbor Oaks service entrance would be a minimum and is not in your plan. Rather than having the Hillside Street dwellers come after you in the future for water related problems,just do the right thing now since it will be more effective and a lot cheaper'to do the first time. Sincerely, Roger Stradal April 8,2000 Matthew Weiland and the Hastings Planning Commission Re: Arbor Oaks Assisted Living Project Dear Mr. Weiland and Commissioners: I ama homeowner with property at 1015 Hillside Street and with future interest in a west-facing condo at 925 Bahls Drive. I am writing to express my dismay over the woefully inadequate communications between the city and the neighbors who will be affected by the Arbor Oaks building project. I know you are aware of the neighbors' feelings about being left out of the early stages of the project. When we finally were notified of the plan and given the opportunity to attend a hearing,,it was too late in the process to provide input that would be of any value. I feel your inclusion of the neighbors at the March 27 h meeting was gratuitous, at best, and merely intended as a.matter of form. Frankly,I am surprised to receive this kind of"brush off"from my city officials. I was hoping that at this local level of government more effort would be made to include citizens in the process when big decisions are made. I understand your point that the developer of Arbor Oaks is not obligated to"clear" his plan with the neighbors. I am sure there would be little new building going on anywhere if that were the case. I also want to know that you understand my point: Don't wait until the commission is ready to vote on a project to unveil it to the community. You clearly made,at the very least,a communications faux pas. What I think is more likely is that you have no set of procedures in place to properly notify neighborhoods of upcoming changes. I believe in some cases you do a fine job of communicating and in others you do not. My recommendation to you is to establish a communications plan for future projects, so you do not continue to frustrate more of your fellow citizens. I would like to see you hire a professional communications consultant to help you develop a plan that would allow for a dialogue between all affected parties in the early stages of building projects of this magnitude. I would appreciate a letter from Mr. Weiland responding to this idea. Also: • Please go the extra mile to ensure that water run-off issues are properly addressed. It will be so much better to take care of it now, rather than later. • Please keep the residents of Hillside Street and 925 Bahls Drive apprised of progress on the Arbor Oaks project and provide us with a legible map of the site plan you approved. The map should include a visual representation of the proposed landscaping or tree plantings along our property borders and a description of the proposed exterior finish of the tall building. Thank you for your attention to these matters. Sincerely, Karen Stradal 1015 Hillside Street Hastings,MN 55033 Memo To: Mayor Werner and City Council From: Matthew Weiland, City Planner Date: March 29"', 2000 Subject: 1. Site Plan Review-Arbor Oaks CommonBond Communities have requested site plan approval for a new senior housing project to be named Arbor Oaks. Arbor Oaks is proposed to consist of a 3 story, 67 unit assisted living building and 18 independent rental senior units spread around the site in 6 duplexes and two triplexes for a total of 85 units. The property proposed for development is 5.2 acres in size in size and is located on Bahls Drive north of Oak Ridge Manor(site location map enclosed). The developer will also be required to plat this property. Any recommendations for the site plan will be contingent upon the developer getting plat approval for this property. There was a lot of concern about this project from the surrounding neighbors in the single family homes located above this property. Their main concerns centered around impacts to their views and noise. There concerns will be addressed in this memo. Included with this memo is a site location map, land use application, and site plan . Background Information: Comprehensive Plan Classification: The subject property is classified U-III(Urban Residential 8 +residential units/acre). The proposed development density for the subdivision is @16 units per acre. This is a consistent use with the comprehensive plan. Zoning Classification: The subject property is currently zoned R-4 High Density Residence . Residential care facilities and townhomes are a permitted uses in this zoning district. A mixture of multi-family housing and townhomes are allowed in this district as part of a planned residential development. SurroundingProperties: The subject property is surrounded by townhomes and apartments to south and east zoned R-4 High Density Residence, and abuts single family homes along its western boundary zoned R-3 medium high density residence. 1 Site Development Issues: The subject property is predominantly comprised of a hillside. The hillside is mainly a field with a large grove of trees along the Bahls Drive street frontage. Preliminary Plat Issues Subdivision Ordinance Requirements: The developer has not yet submitted a preliminary plat. The developer is required to plat the property for this project to go forward. The following items are a summary of anticipated preliminary plat issues. The developer is proposing to plat only one lot. All the units on the property will be rental units. 1. Site Access: Access to the subject property will be provided from Bahls Drive. There will be a private drive constructed to internally serve the townhomes and the assisted living building. A condition of preliminary plat approval should be that this street and related utilities be designed and constructed according to City policies as determined by the Public Works Director. Furthermore, it should be required that the applicant provide evidence that the private street will be maintained by a homeowner's association or other entity and not by the City. 2. Site Grading& Storm Water Management: The Site will require a lot of grading because . it is a hillside. This site has been graded to drain appropriately. There are catch basins and storm sewers proposed that will connect into the storm sewer in Bahls Drive. There is enough capacity in the storm sewers to handle the runoff from the property. 3. Park Dedication: The Arbor Oaks project was referred to the NRRC for comment. The developer has requested to receive some sort of credit for the land dedicated to open space or a lowering of park fees based on the fact this project is an affordable housing project. The NRRC recommended that the City require cash-in-lieu of land to meet park dedication requirements. The cash in lieu of land fee would be $850.00 per unit or $72,250.00 for 85 units. The City did require that the Dakota County HRA 32 unit Affordable Family Housing Project pay full park dedication fees. The park dedication fee shall be agreed to upon in the development agreement. 4. Trail Connections: The developer will be required to install a five foot sidewalk along the Bahls Drive street frontage as required by the City's Comprehensive Plan. The site plan shall be modified to illustrate this. The City should agree to prepare plans to complete the rest of this sidewalk within the next year. This should be agreed to in the development agreement. 5. Interceptor Sewer: The developer shall be required to pay$305.00 per lot in interceptor sewer charges,prior to the city releasing the final plat hardshells. The interceptor sewer charge for this project totals$25,925.00 for 85 units. 2 Site Plan 1. Proposed Uses and Lot Layout The proposed uses for the site are appropriate for the site and complement each other. There are many townhomes and apartment in the area, as well as Oak Ridge Manor directly to the South. The parking area is located in front of the 3 story building which will buffer the noise from the parking lot. The buildings are located well on the site for the grade of the site and for the private access Drive. The Location of the 3 story building will also allow it to be connected by a hallway to the Oak Ridge manor which will benefit the residents of both facilities. 2. Zoning Setback requirements: Proposed parking areas and the buildings on the site all meet zoning setbacks. The 3 story building is 70ft from the western property line at its closet point. The service entry garage is 125 ft back from the property line and lower than the homes above it. The private drive is 15 -20 ft away from the rear property line. 3. Utilities: The Public Works Director has reviewed the grading and utility plans and has approved them with the following comment: 1. The Water main shall be connected to the Oak Ridge Manor water main providing .a looped system. The utility plan shall be modified to illustrate this and is subject to the approval of the Public Works Director. 2. The developer should have separate,water meters and water lines installed for all irrigation systems. 4. Number of Parking Spaces: The Zoning Ordinance requires at least 1 parking space for every two units of housing in the assisted living building,which would require 34 parking spaces for this 67 unit building. There are 36 parking spaces provided which will provide adequate employee and guest parking. Most of the residents of this project will not drive. The parking area is located in a good position relative to the building and the access drive. 5. Traffic Circulation Issues: Traffic Circulation within the site flows well. Most of the traffic will be going to the parking lot . The only traffic going further will be for the rental townhome units and service deliveries. The developer is anticipating only one service delivery a day. 6. Traffic Issues: There will no traffic issues within the site and Bahls Drive was designed to handle the amount of traffic associated with the higher density housing in the area. 3 7. Trail Connections: There is a well laid out trail plan serving the site internally. City staff would recommend the developer move the trails along the private drive back at least 5 ft from the curb to account for snow removal and safer pedestrian use. 7. Li tin : Any building lighting will have to have to be focused down with cut off shields. 8. Site Landscgping: The proposed landscape plan includes large amount and a wide spectrum of different trees and shrubs. There are also a significant amount of mature trees on the site which the developer are proposing to save. The existing trees will provide and excellent buffer for this site form the road. The Landscape plan compliments the site and the buildings as well as providing a good buffer along the eastern property line with the single family homes. This buffer will diffuse sound and provide a visual buffer. The landscape plan is well done and will enhance the development. Only a few minor additions to the landscaping plan are suggested. The landscape plan shall be modified as follows: 1. A tree protection system shall be illustrated around the existing trees. 2. 10 ft evergreen trees shall be placed directly behind the service entry. 3. Three evergreen trees identified on the land scape plan shall be relocated to the front property line. 4. Street trees shall be planted every 50 ft between the sidewalk and Bahls Drive. 9. Retaining Wall: The plan is showing a retaining wall 275 ft long retaining wall between the parking area for this site and the property to the south. The developer is currently investigating the possibility of doing some grading on the property to the south which would eliminate the need for this retaining wall. If the retaining wall is required,the following changes must be made. 1. The applicant shall break the retaining wall up into two sections with landscape plantings; or 2. The applicant shall plant evergreens in front of the wall. 3. The wall must have a decorative fence installed along the top of the wall. 10. Building Architectural Elevations and Rround elevations The building is well designed and very residential in nature. It will compliment the buildings in the area. The site plan needs to be modified to show pad elevations for all the buildings. The 3 story building will appear to be a two story building from the rear. The lowest floor of the building will be 8 ft below the private drive road grade. The building will block the view of some of the homes located on the hill above this property(see neighborhood map). Those homes. are roughly located at an elevation of 850 ft and the top of this building will be located at 871 ft. 4 11. Fire Safety Issues: The trails located in front of the three story building shall be increased in size to 10 ft trails to allow for emergency access if needed. The trail shall also be realigned to allow for emergency truck access off of the private drive. 12. Other Issues: The owner of the property will have to sign the plat be a party of the development agreement. The developer must also show the City an agreement between Arbor Oaks and Oak Ridge Manor to share the hallway connection between the two buildings. Neighborhood Concerns: A neighborhood meeting was conducted March 14`'', 2000 to discuss this project. The neighbors raised concerns about the impacts to their views,property values and impacts from noise. The neighbors raised the same comments and concerns at the public hearing with the Planning Commission. A copy of the minutes from the Planning Commission is enclosed. There are also three letters enclosed from neighbors of the project. Finally,there is also a map of the affected property owners and a map displaying property land values in the area based on Dakota County assessor data. . The letters requests the city and developers to address the following items: 1. Decibel Level Noise Study 2. Safety Factors related to traffic flow 3. Impact on Views 4. Protected Species impact Study 5. Property values 6. Water table problems The City does not have any ordinances or requirements that would require that these studies be done for this project. This project is not large enough to warrant any of these studies. The greatest impact this project will have is on the view of three to four properties on the hill. The City currently does not have any ordinances protecting views and the developers of this project have every right to take advantage of their own views. The height of the proposed 3 story building is permitted in this zoning district. This project would impact the views of these properties wherever it was be located on this site. There should not be much of a noise impact for this site. The service area is over 100 ft from property lines and is lower than the homes above it. The neighbors are closer to the neighbors across the street and around them than they are to this building. They are also located much closer to Hillside St than they are to the private drive. There will be more noise from their own neighbors and Hillside St than from this development. The developer only anticipates one delivery a day to the service area. The City will also work with the developers to ensure that all noisy mechanicals for the project are located away from the neighbors. The landscaping proposed along the western border will also buffer the private drive and service area and will help to diffuse the sound. This should be a condition of site plan approval. 5 The map displaying the Dakota County assessed land values of properties in the area does not display a correlation between property values and being located adjacent to high density housing. It should be noted that these values are only assesor's values and not market value. There is high density housing, office, and commercial uses surrounding this property. The neighbors also feel they did not have enough opportunity to provide input into the development process of this site. There was a neighborhood meeting held March 14`'', 2000 for, comments and concerns. This meeting was held after the developer had worked with City staff to submit plans. The neighbors feel they should have been involved in the process earlier. This is a policy the city should discuss further. There is a fine line between neighborhood rights and concerns and the developers rights and concerns. The City must also weigh the benefits of projects over the whole community vs the negatives. Planning Consideration: This is one of the last vacant pieces of high density housing zoned property left in the City. This land has been guided for this type of development in the City's Comprehensive plan since at least 1982 and is already zoned for this type of development. There is a need for affordable assisted living units in the City and well as more senior housing as indicated int he City's Housing Plan. This need will continue to grow as the population ages. Demand for vacant land over the next few years will also make it more difficult to do this type of project. The City is dedicated to providing a variety of housing types in the City for all incomes and age levels. The design and use of this project will fit in well with the single family homes around it as the Oak Ridge Manor project has. This project is located adjacent to Oak Ridge Manor which will allow a connection to be made between the two which will benefit residents of both facilities. This will allow easier transitions for people needing more care as they get older. The site is well designed with good landscaping and an attractive building. It is unfortunate that some views will be impacted,but the benefits of this project far outweigh the negatives of it. Planning Commission Recommendation: The Planning Commission recommended approval of the Arbor Oaks Site Plan at their 3/27/00 Planning Commission Meeting,subject to the conditions listed below. Recommended Action: Arbor Oaks Site Plan Motion to Recommend approval of the Arbor Oaks Site Plan subject to following: 1. That the proposed structure and accessory items including, but not limited to, the parking lot and landscaping shall be completed pursuant to the approved site plan. Upon request for occupancy of the building, all uncompleted items contained within the site plan shall be addressed pursuant to city code escrow requirements. 6 2. Site Plan approval is contingent upon the developer platting the property. 3. That the proposed Arbor Oaks water main shall be connected to the Oak Ridge Manor water main providing a looped system. The utility plan shall be modified to illustrate this and is subject to the approval of the Public Works Director. 4. That the developer shall install separate water meters and water lines installed for all irrigation systems. 5. That the developer modify the landscape plan to include the following elements subject to approval of the City Planner: 1. A tree protection system shall be illustrated around the existing trees. 2. Ten (10) foot evergreen trees shall be placed directly behind the service entry. 3. Three evergreen trees identified on the land scape plan shall be relocated to the front property line. 4. Street trees shall be planted every 50 ft between the sidewalk and Bahls Drive. 6. That the applicant modify the site plan to include a 5 ft sidewalk located one ft of the property line along the Bahls Dr street frontage. 7. That the developer modify the site plan to move the trails along the private drive back at least 5 ft from the curb to account for snow removal and safer pedestrian use. 8. The retaining wall on the site plan shall be modified in one of the following ways subject to the approval of the City 1. The applicant shall eliminate the retaining wall and adjust the grading plan accordingly. 2. The applicant shall break the retaining wall up into two sections with landscape plantings; or 3. The applicant shall plant evergreens in front of the wall. 4. The wall must have a decorative fence installed along the top of the wall. 7 9. That the site plan shall be modified to illustrate that the trails in font of the 3 story building have been increased to 10 ft in size and that the trail has been realigned to allow emergency vehicle access off of the private drive. This shall be subject to the approval of the Fire Marshall. 10. That all exterior mechanicals on the building be located away from the neighbors surrounding the property. The air conditioner condensing unit shall be located on the east side of the connecting hallway between Oak Ridge Manor and Arbor Oaks. 11. Delivery times shall be agreed to upon in the Development agreement. 12. City staff will work with the developers to add landscaping behind Oak Ridge manor as part of the development agreement. 8 VIII-B-2 To: Mayor Werner and City Council From: Matthew Weiland, City Planner MEMORANDUM Subject: First Reading/ Order Public Hearing (Zoning Text Amendment-SECTION 10.07. SPECIAL PROVISIONS.) Date: April 13, 2000 Background The City currently allows temporary outdoor merchandising events in all commercial districts. These events are limited to 60 days a year. This is not enough time for garden centers to operate. Garden centers usually run for 120 days (April - July). City Staff are proposing to amend SECTION 10.07. SPECIAL PROVISIONS of the City's Zoning code to allow Garden Centers with the provisions listed below. Planning Commission Recommendation: The Planning Commission recommended approval of the zoning ordinance amendment at their 4/10/00 Planning Commission Meeting. Recommendation Motion to approve first reading of the following ordinance amending Chapter 10 SECTION 10.07. SPECIAL PROVISIONS and to order a public hearing for May 1St, 2000 ■ ORDINANCE NO. , SECOND SERIES AN ORDINANCE OF THE CITY OF HASTINGS,MINNESOTA AMENDING CHAPTER 10.0 OF THE HASTINGS CITY CODE HAVING TO DO WITH: SECTION 10.07. SPECIAL PROVISIONS BE IT ORDAINED by the City Council of the City of Hastings as follows: SECTION 10.07. SPECIAL PROVISIONS Chapter 10 of the Hastings City code is amended as follows: SECTION 10.07. SPECIAL PROVISIONS. Subd. 1. Temporary outdoor merchandising events may be allowed as an accessory use within the C-1, C-2, C-3, C-4 and C-5 zoning districts, subject to the requirements of this Section. For the purposes of this Section, "merchandising event" or"event" is defined to include the promotion and sale of goods and/or services, including but not limited to, inventory reduction or liquidation sales, distressed merchandise sales, seasonal sales and special event sales. The following standards shall apply to all temporary outdoor merchandising events in private parking lots: a. A proposed event and any temporary structures to be used in that event must meet all applicable building, fire and electrical codes and adopted appendixes and city ordinances. b. One event shall not exceed consecutive calendar days. Any combination of events shall not exceed 60 calendar days per site per calendar year. For purposes of this Section, shopping centers shall be considered one site and one event shall not exceed 60 consecutive calendar days and any combination of events held at a shopping center shall not exceed 75 calendar days per calendar year. C. No merchandise shall be sold which would violate the City's zoning ordinances. d. Temporary structures may be used,provided they will not impair the parking capacity, emergency access or the safe movement of pedestrian and vehicular traffic on or off the site. All temporary structures shall be constructed with materials approved for weather- exposure durability and appearance. All temporary structures shall be removed within 24 hours after the end of the event. e. The site shall have adequate off-street parking will exist for the proposed event and adjoining buildings. In multitenant buildings, consideration will be given to the parking needs of the other tenants. In no event, can designated handicapped parking spaces or handicapped access be impaired by an event. f. All signs related to the event shall comply with the standards of the zoning district. g. Applicant must submit a completed application form to the Planning Department for review and ap rp oval. 1 Subd. 2. Garden Centers may be allowed as an accessory use within the C-1, C-2 C-3 C-4 and C-5 zoning districts, subject to the requirements of this section. For Rmoses of this section "garden center"is defined to include the promotion and sale of goods and/or services including but not limited to plants, vegetation, landscaping materials, and lawn care items. Garden centers will be permitted for a maximum period of ONE HUNDRED TWENTY(120) dwon application to the Planning Department for review and approval subject to the following: a. Applicant must submit a completed application form to the Planning Department for review and approval. b. Applicant must submit a Site Plan with the application, indicating the following: 1. Location on the PropertX 2. Size of the Area 3. Method of containment area. Indicate the materials and design of the proposed Garden Center structure, any fencing on the site, and trash containment systems. 4. Pedestrian and traffic control safety measures-: The sales area may not impede pedestrian and vehicular circulation patterns on the site. 5. Utility Plan. Indicate how water and electricity will be provided to the site. C. An inspection by the Fire Marshall of the Garden Center and surrounding site will be required prior to the Garden Center opening for business. SECTION 10.26. VIOLATION A MISDEMEANOR. Every person violates a section, subdivision,paragraph or provision of this Chapter when he performs an act thereby prohibited or declared unlawful, or fails to act when such failure is thereby prohibited or declared unlawful, and upon conviction thereof, shall be punished as for a misdemeanor except as otherwise stated in specific provisions hereof. PASSED AND ADOPTED by the Hastings City Council on this 1 st day of May,2000 Attest: Melanie Mesko, City Clerk Mike Werner,Mayor 2 VIII-C-� YI MEMORANDUM DATE: April 13, 2000 TO: Honorable Mayor and City Councilmembers FROM: Dave Osberg, City Administrator SUBJECT: Outdoor Aquatic Center Usage During the week of April 10, 2000 I was contacted by a representative from HAST regarding the usage of the outdoor swimming pool, and the proposed fees for its usage. At that time a request was made to be placed on the April 17, 2000 City Council Agenda to discuss this issue. I was hoping to have further information from the HAST representatives to include in the packet, however, as of Thursday morning I have not received any further information. I have included in the packet a copy of information that Darbie had received dated February 27 ', as well as a memorandum to the Park & Recreation Committee dated March 13, 2000. As I receive further information, I will advise and make copies for the City Council. The basic issue centers on HAST concern that the fees proposed are too high. 4DavidM. rg ator cc: Don Ke ler Darbie son Marty McNamara cl February 27, 2000 I Darbie Johnson Hastings Aquatic Manager Dear Ms. Johnson, Last week the HAST(Hastings Area Swim Team board me to discuss possible use.of the outdoor pool for practice this ) t p dice summer. As you may already know, HAST is a nonprofit competitive swim organization which was formed in 1970. There are 50-60 swimmers participating with differing ability levels and ages ranging from 1st grade through college. HAST strives to help each child develop sound technical skills in swimming and encourages good sportsmanship and cooperation. As with many n other local youth sports organizations, it naturally provides any feeder program for the high school teams as well. Our request is to be able to use the outdoor pool Mondays through Fridays , 6:30AM 8:45 8th. We have $1000 budgeted� June 12th through August g for this purpose and are hopeful this will be workable for you. We would appreciate a reply by April 1 st so that our summer schedule can be completed.If you have-any comments or questions please call 437-833 and thank you in advance for your support of HAST. 8 Sincerely, Jane Collins, HAST Board 3-13-00 To: Park and Recreation Committee From:Darbie A.D. Johnson Re: 2000 HAST Proposal Cc:Marty McNamara In response to the request submitted by Jane Collins,HAST boardmember,I propose the following for use of the outdoor aquatic center for the 2000 season. • Dates—June 12a'through August e,2000 • Days of the week—Monday, Wednesday,and Friday • Time of day—6:30 AM-8:45 AM • Cost per hour-$34.00 (this is a 3%increase from the 1999 season. The aquatic center is consistent with the arena rental yearly increases) Due to maintenance,the indoor pool will be closed from June 12`,to July 121h,2000. I propose that we allow HAST to share the outdoor aquatic center with adult lap swim on Tuesdays and Thursdays during this time frame. The cost for rental would total $17.00/hour. • HAST will be responsible for providing certified Lifeguards at all times during rental hours. • HAST will be responsible for set up and tear down of lane lines,backstroke flags, and miscellaneous equipment used during rental hours. • The only Hastings Family Aquatic Center staff on duty during this rental time will be a supervisor. If you have any questions,please contact me at 480-2360. Summer 1999 Payment Notice for HAST Swim Team Day Date Time Hours Friday 6/25/99 630a - 845a 2.25 Monday 6/28/99 630a - 845a 2.25 Wednesday 6/30/99 630a - 845a 2.25 Friday 7/2/99 630a - 845a 2.25 Monday 7/5/99 630a - 845a 2.25 Wednesday 7/7/99 630a - 845a 2.25 Monday 7/12/99 630a - 845a 2.25 Wednesday 7/14/99 630a - 845a 2.25 Friday 7/16/99 630a - 845a 2.25 Monday 7/19/99 630a - 845a 2.25 Wednesday 7/21/99 630a - 845a 2.25 Wednesday 7/28/99 715a-845a 1.50 Monday 8/2/99 700a-845a 1.75 Wednesday 8/4/99 700a-845a 1.75 Friday 8/6/99 700a-845a 1.75 Monday 8/9/99 700a-845a 1.75 Total Hours 33.25 Hourly Rate 33.00 Total Regular Payment 1097.25 Tuesday 8/3/99 700a-845a 1.75 Thursday 8/5/99 700a-845a 1.75 Tuesday 8/10/99 700a-845a 1.75 Total Hours 5.25 Hourly Rate 16.50 Total Reduced Payment 86.63 Tota! Payment Due 1183.88 Please make payment in full before 10-22-99 to: City of Hastings,Attn: Darbie Johnson 101 E 4th St., Hastings, MN 55033