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08-08-06 Regular CITY OF RICHFIELD, MINNESOTA TUESDAY, AUGUST 8, 2006 REGULAR CITY COUNCIL MEETING COUNCIL CHAMBERS 6700 PORTLAND AVENUE 6:30 P.M. AGENDA INTRODUCTORY PROCEEDINGS Call to order Roll call Open forum (15 minutes maximum) Each speaker is to keep their comment period to three minutes to allow sufficient time for others. Comments are to be an opportunity to address the Council on items not on the agenda. Individuals who wish to address the Council must have registered prior to the meeting. Notes: Pledge of Allegiance Approval of minutes of (1) Regular City Council Meeting July 11,2006; (2) Special City Council Meeting of July 18, 2006; and (3) Special City Council Worksession of July 25, 2006 PRESENTATIONS 1. Presentation of proclamation designating September 15, 2006 as Academy of Holy Angels Day in Richfield 2. Recognition of retiring Richfield cable television technicians George Doetsch, Ray Johnson and Ron Clabo COUNCIL DISCUSSION 3. Council discussion . Hats Off To Hometown Hits Notes: AGENDA APPROVAL 4. Council approval of agenda CONSENT CALENDAR 5. Consent Calendar contains several separate items, which are acted upon by the City Council in one motion. Once the Consent Calendar has been approved, the individual items and recommended actions have also been approved. No further Council action is necessary. However, any Council Member may request that an item be removed from the Consent Calendar and placed on the r gular agenda for Council discussion and action. Allitems listed on the Consent Calendar are recommended for approval. A. Consideration of approval of resolution designating polling places and appointing election judges for the September 12, 2006 primary election and November 7, 2006 general election S.R. No. 163 B. Consideration of approval of resolution authorizing Environmental Response Fund Grant agreements between City of Richfield and Hennepin County Department of Environmental Services S.R. No. 164 C. Consideration of approval of resolution establishing updated Public Purpose Expenditure Policy and rescinding Resolution No. 9362 S.R. No. 165 D. Consideration of approval of agreement with Gabbert & Gabbert Company, LLLP and City of Edina to increase water holding capacity of Adam's Hill Pond to fulfill stormwater requirements associated with redevelopment project in Edina S.R. No. 166 E. Consideration of approval of on-sale 3.2 percent malt liquor temporary license and itinerant food license for Church of the Assumption annual Fun Fiesta on August 13, 2006 S.R. No. 167 Notes: 6 Consideration of items, if any, removed from Consent Calendar Notes: PUBLIC HEARINGS 7. Public hearing regarding resolution adopting special assessment roll for 2005 removal of diseased trees from private property Staff Report No. 168 Notes: 8. Public hearings regarding resolutions adopting special assessment rolls for 2005 maintenance services and resolutions ordering current 2007 maintenance services a. 77th Street maintenance Staff Report No. 169 Notes: b. Lyndale/HUB/Nicollet maintenance Staff Report No. 170 Notes: RESOLUTION 9. Consideration of resolution denying appeal from decision of Hearing Examiner and affirming Hearing Examiner decision to deny variance for steps, sidewalk and shed at 6425 Oliver Avenue (continued from July 25,2006) Staff Report No.171 Notes: OTHER BUSINESS 10. Consideration of purchasing services from Short Elliot Hendrickson to provide architectural and engineering services for pre-design and schematic design phases of new maintenance facility in amount not to exceed $151,900 Staff Report No. 172 Notes: 11. Consideration of designating Council Members(s) to attend December 2006 National League of Cities Congress of Cities Conference from December 5-9,2006 in Reno, Nevada Staff Report No. 173 Notes: CITY MANAGER'S REPORT 12. City Manager's report . Relocation of Warning Siren (Council Memo No. 125) Notes: 13. Claims and payrolls Open forum (additional 15 minutes if more time needed after first Open Forum and by majority vote of the City Council) Each speaker is to keep their comment period to three minutes to allow sufficient time for others. Comments are to be an opportunity to address the Council on items not on the agenda. Individuals who wish to address the Council must have registered prior to the meeting. Notes: 14. Adjournment Auxiliary aids for individuals with disabilities are available upon request. Requests must be made at least 96 hours in advance to the City Clerk at 612-861-9738. AGENDA SECTION: AGENDA ITEM # REpORT # Consent 5A 163 . STAFF REpORT CITY COUNCIL MEETING AUGUST 8, 2006 REpORT PREPARED By: NANCY GIBBS, CITY CLERK NAME, TITLE COUNCIL PRESENTER: REVIEWED BY CITY MANAGER: ITEM FOR COUNCIL CONSIDERATION: Consideration of a resolution designating polling places and appointing election judges for the Se tember 12, 2006 Prima Election and the November 7, 2006 General Election. I. RECOMMENDED ACTION: By Motion: Adopt the resolution designating polling places and appointing election judges for the September 12, 2006 Primary Election and the November 7,2006 General Election. I II. BACKGROUND I Minnesota Statute 2048.21 Subd. 2 provides that election judges for precincts in a municipality shall be appointed by the governing body of the municipality and that the appointments be made at least 25 days before the election at which the election judges will serve. The City Clerk's office has completed updating and verifying the City's election judge availability list. All individuals who have previously served as an election judge, were on the list submitted to the County Auditor by the major political parties, or have expressed an interest in serving as an election judge were sent a questionnaire to: 1. Determine whether or not they wished to remain on the election judge availability list. 2. Verify existing file information regarding address, political party, etc. 3. Receive an indication of availability to work at the 2006 scheduled elections. 0808ELECTIONS The resolution contains the names of all of the individuals on the updated election judge availability list. Appointment by the City Council will allow them to serve as election judges at the Primary Election, the General Election or both elections. Election judges will be assigned to the precincts based on availability, party balance, and the number required for each election. The General Election will require assignment of the greatest number of available judges. I III. BASIS OF RECOMMENDATION I I A. POLICY I . The City Council is required by State Statute to make election judge appointments at least 25 days prior to the election. . The proposed resolution contains names of those qualified individuals who have indicated a willingness and ability to serve as an election judge for the September 12, 2006 Primary Election and the November 7, 2006 General Election. I B. CRITICAL ISSUES I . If the City Council does not appoint election judges, the conduct of the election would not be valid. I C. FINANCIAL . N/A I D. LEGAL I . Compliance with Minnesota Statute 2048.21, Subd. 2. The Primary Election will be conducted on Tuesday, September 12, 2006 and the General Election will be conducted on Tuesday, November 7,2006. Therefore, the City Council must appoint election judges to serve at these elections. The names come from a list of people who have indicated their interest in serving as an election judge to the County Auditor pursuant to the provisions of M.S. 2048.21 Subd. 1 and those who have previously served or indicated interest in serving. I IV. ALTERNATIVE RECOMMENDATION(S) I . The City Council could chose to appoint others who are not named in the resolution. I V. ATTACHMENTS . Resolution. I VI. PRINCIPAL PARTIES EXPECTED AT MEETING . None 5'A-1 RESOLUTION NO. RESOLUTION DESIGNATING POLLING PLACES AND APPOINTING ELECTION JUDGES FOR THE STATE PRIMARY ELECTION OF SEPTEMBER 12, 2006 AND THE GENERAL ELECTION OF NOVEMBER 7,2006 WHEREAS, a State Primary Election will be held on Tuesday, September 12,2006 and a General Election will be held on Tuesday, November 7,2006. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Richfield, that said elections shall be held at the polling places as herein appear specified: Precinct No.1 Ward 3 Mt. Calvary Education Building 6541 16th Avenue St. Peter's Catholic Church 6730 Nicollet Avenue Precinct No.2 Ward 2 Precinct No.3 Ward 1 Sheridan Hills School 6400 Sheridan Avenue Precinct No.4 Ward 1 St. Richard's Catholic Church 7540 Penn Avenue Precinct No.5 Ward 1 Richfield Middle School 7461 Oliver Avenue Precinct No.6 Ward 2 Central School Building 7145 Harriet Avenue Precinct No.7 Ward 2 Hope Presbyterian Education Facility 7132 Portland Avenue Precinct No.8 Ward 3 Richfield Intermediate School 7020 12th Avenue Precinct No.9 Ward 3 Centennial School 7315 Bloomington Avenue and, that the following are hereby appointed as judges for said elections: James Alagna Mary Ann Ashmead Carol Athey Pat Bailey Charles Bauer Jr. Erva Brown Robert Boehlke Thomas Couch Jan Carroll Gladys Denesen Marie Dallager Margaret Erickson Betty Elenbaas Sheila Fitzgerald Mary Jo Fadell Roger Guarino Patricia Grahn William Andersen Delores Armstrong Gail Brinkman Kathleen Barta Marlys Bergstrom Jim Butler Mary Boespflug Ellen Cutter Geraldine Cooper Joanne Dentinger David Dahl Dee .Ann Edlund Susanne Erickson Donna Fischer Lisa Anderson Cheryl A venson Jane Butterfield Ella Bert Marilyn Birkelo Thomas Birkelo Ellen Brandon Stanley Cromer Marguerite Dozois Delrose Desrosier Emily Day Denise Eckerman Liz Ekholm Gregory Frost Jette Floberg Denise Gajeski-Famodu Kathy Gesler Beatrice Frankus James Grant Nancy Garwick Elayne Gilhousen Earlene Goalen Robert Hall Jackie Heinen Diane Healey Ilene Holen Nancy Hoon June Houlding Mary Lou Janco Sita Johnson Clare Jewell Olga Kelash Erica Klein Kalla Kalloway Elaine Kaibel Bernadette Lais Nancy Lindberg Dorothy B. Lowe Philip Mortenson Norma Martin Tom Murphy Andrew May Eileen Muelken Jeffrey Nelson Geraldine Nachicas Brad Obert Julia O'Sullivan Lois Omlie Ruth Pafko Betty Peltola Monica Petrov Rosanne Pingree Julie Remarcik Ward Ring Jean Swenson Sandy Schmidt Bradley Smith Becky Spitzack John Twisk Ed Thom Claire Todd Helen Volz Twila Wysocki Elaine Wetsch Shirley Wold Bob Wells !)A-J- Dennis Gillespie Jan Gregerson Dorothy Haffely Oliver Hoffman Mae Hermansen JoAnn Holt Marion Horning Bob Houlton Norman Johnson John Jobe Betty Kamps Bev Kenealey Vernon Knudsen Joseph Kovach Brian Kroulik Susan Lewis Jeanette Lofstrom Don Ludwig Cynthia Mandl Paul Matuschek Eleanor Maanum Lee Monssen Carol Mortenson Helen Nachicas Linda Nemitz Marlene Odegard Joan Olinger Fern Oreck Dorothy Peabody Betty Pemble Lillian Phillips Joe Ped ric Carolyn Ring Paul Roe Jason Stroth Margaret Schow Margaret Smith Roger Swenson Judy Twisk Myrtle Thom Gertrude Ulrich Beatrice Van Liew Fred Walk Lorraine Widme Marian Woolery Genevieve Wodnick Joann Gleason Rebecca Guarino Earl Hagen Char Hanson Gertrude Herll JeNee Honningford Donald Houlding Evelyn Johnstone Ray Johnson Kathryn Jeffries Thomas Keegan June King Rosemary Koelln Lois Kovach Danette Kamrath Doris Liedtke Lester Loney Cherill Lindquist David Martin Karin McComb Patricia Medley Richard Morey Jan Nyholm James Niemackl David Nyholm Martha Obenchain Robert Olson Martha Prottengeier Jeannine Pafko Betty Pedric Richard Phillips Jeff Rundgren Harriet Ring Donna Roe Phil Schaffer Catherine Sullivan William Snyder Pat Toney Doris Thorson Donald Timmons Phyllis Unger Kenneth Vevea Pearl Weitbrecht DePaul Willette Dorothy Wulf Betty Young PASSED by the City Council of the City of Richfield, Minnesota this 8th day of August, 2006. . ATTEST: Nancy Gibbs, City Clerk Martin J. Kirsch, Mayor JI' AGENDA SECTION: ~n~ent AGENDA ITEM # ~5B REpORT # 164 ........ STAFF REpORT RICHFIELD CITY COUNCIL MEETING AUGUST 8, 2006 REpORT PREPARED By: KRISTIN ASHER, ASSISTANT CITY ENGINEER NAME, TITLE COUNCIL PRESENTER: REVIEWED BY CITY MANAGER: ~ ui DEPARTMENT DIRECTOR REVIEW: ITEM FOR COUNCIL CONSIDERATION: Consideration of a resolution authorizing Environmental Response Fund Grant agreements between the Cit of Richfield and Henne in Count De artment of Environmental Services. I. RECOMMENDED ACTION: By Motion: Approve the attached resolution authorizing Environmental Response Fund Grant agreements between the City of Richfield and Hennepin County Department of Environmental Services. I II. BACKGROUND I The City of Richfield has applied for two grants to be used for environmental assessments of potentially contaminated sites. One is for $100,000 to be used for completing Phase II Environmental site assessments for the 66th Street and Portland Avenue Intersection Project for the parcels occupying the four corners of the intersections. The other is for $25,500 to do Phase I and Phase II environmental assessments for the present City Garage site at 7700 Pillsbury Avenue South. On July 21,2006 staff was notified that the City was selected as a recipient for both grants. I III. BASIS OF RECOMMENDATION 0808HennepinCoGrants T' I A. POLICY I . Minnesota Statue 465.03 requires that the City approve a resolution accepting the funds of the grant money. I B. CRITICAL ISSUES I . The timing of these grants is appropriate for the proposed purchase and sale of these properties. I C. FINANCIAL I . If grant money was not available the environmental assessments would probably have to be paid for with City funds. I D. LEGAL I . Staff will ensure that all consultants and contractors completing work eligible for reimbursement from this fund meet the provisions outlined in the grant agreement. . The City Attorney has reviewed the agreements as presented. I IV. ALTERNATIVE RECOMMENDATION(S) I . Choose not to approve the resolution, which would void the acceptance of . the grants. I V. ATTACHMENTS . Resolution I VI. PRINCIPAL PARTIES EXPECTED AT MEETING . None )' 58-1 RESOLUTION NO. RESOLUTION AUTHORIZING THE CITY OF RICHFIELD TO ENTER INTO ENVIRONMENTAL RESPONSE FUND GRANT AGREEMENTS WITH HENNEPIN COUNTY DEPARTMENT OF ENVIRONMENTAL SERVICES FOR $100,000 TO BE USED FOR PHASE II ENVIRONMENTAL SITE ASSESSMENTS FOR THE 66TH & PORTLAND AVENUE INTERSECTION RECONSTRUCTION PROJECT AND FOR $25,500 FOR PHASE I AND PHASE II ENVIRONMENTAL ASSESSMENTS FOR THE CITY GARAGE SITE AT 7700 PILLSBURY AVENUE SOUTH. WHEREAS, the Community Development Department, has applied for and received a Environmental Response Fund Grants in the amounts of $100,000 and $25,500; and WHEREAS, the City intends to use these funds to complete Phase II Environmental Site Assessments for the 66th Street and Portland Avenue Intersection Reconstruction Project and to complete Phase I and Phase II Environmental Site Assessments for the City Garage site at 7700 Pillsbury"Avenue; and WHEREAS, Minnesota Statute 465.03 requires every acceptance of a grant or devise of real personal property on terms prescribed by the donor be made by resolution of more than two-thirds majority of the City Council. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Richfield, Minnesota, as follows: 1. That the City Council of the City of Richfield hereby authorizes the Mayor and City Manager to enter into the Environmental Response Fund Grant agreements with Hennepin County in the amounts of $100,000 and $25,500 and authorizes the City to administer the funds in accordance with grant agreements and terms described by Hennepin County. Adopted by the City Council of the City of Richfield, Minnesota this 8th day of August 2006. Martin J. Kirsch, Mayor ATTEST: Nancy Gibbs, City Clerk AGENDA SECTION: AGENDA ITEM # RE,PORT# Consent 5C 165 .... STAFF REpORT RICHFIELD CITY COUNCIL MEETING AUGUST 8, 2006 REpORT PREPARED By: PAM DMYTRENKO ASSIST ANT TO THE CITY MANAGER NAME, TITLE COUNCIL PRESENTER: REVIEWED BY CITY MANAGER: uf ITEM FOR COUNCIL CONSIDERATION: Consideration of a resolution rescinding Resolution 9362 and establishing an updated Public Pur ose Ex enditure Polic . I. RECOMMENDED ACTION: By Motion: Rescind Resolution 9362 and adopt the resolution establishin an u dated Public Pur ose Ex enditure Polic . I II. BACKGROUND I In July 2003, the Richfield City Council adopted a Public Purpose Expenditure Policy, which defines when, and for what purposes, public funds may be spent. The policy establishes a clear set of guidelines to assist elected officials, employees and representatives of the City when approving the expenditure of public funds. In its annual adoption of this policy, the City ensures that its expenditures have been carefully considered and determined by the governing body to be for a public purpose. As part of the City's annual budget process, the Public Purpose Policy must be reviewed and re-approved. The policy has been modified to reflect realistic employee service award levels, as well as current employee recognition events. 0808Public Purpose Expenditure Policy The revisions to the policy are as follows: . The Employee Recognition Program service award has been increased from a maximum of $50 to a maximum of $100 per employee, based on years of service. . In conjunction with the presentation of service awards, the City may annually sponsor an Employee Recognition Event for employees. . In lieu of an annual holiday party, the City may sponsor an annual employee event, such as Rootbeer Float Day. I III. BASIS OF RECOMMENDA nON I I A. POLICY I . Annual review and adoption of the policy ensures the fullest compliance with all applicable provisions of law in making public expenditures. lB. CRITICAL ISSUES I . The policy should be considered in conjunction with the City's overall budget planning process. I C. FINANCIAL I . There is minimal cost associated with the updates to the policy. I D. LEGAL I . The Public Purpose Expenditure Policy ensures compliance with all applicable laws governing the expenditure of public funds. I IV. ALTERNATNERECOMMENDAnON(s) I . Adopt a policy with different employee recognition standards. . Defer consideration of this matter to a future meeting. However, it is essential to have this policy adopted on an annual basis as part of the City's overall budget planning process. I V. ATTACHMENTS . Resolution adopting the policy . Modified Public Purpose Expenditure Policy I VI. PRINCIP AL PARTIES EXPECTED AT MEETING . None 50-1 RESOLUTION NO. RESOLUTION ESTABLISHING AN UPDATED PUBLIC PURPOSE EXPENDITURES POLICY WHEREAS, the City Council finds it necessary to annually review and re-establish a policy to clearly determine the public purpose for expenditures; and WHEREAS, the City Council has determined that in order to attract, recruit, retain and motivate employees and community volunteers, the City wishes to recognize hard work and service through other than monetary payment; and WHEREAS, the City Council has further determined certain expenditures for typical business costs are necessary for the efficient delivery of public service; and WHEREAS, the City Council has reviewed and discussed the public purpose expenditures as detailed in Exhibit 1. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Richfield hereby rescinds Resolution 9362, Resolution Adopting A Public Purpose Expenditure Policy, and adopts Exhibit 1, entitled "Public Purpose Expenditure Policy," establishing an updated policy. Adopted by the City Council of the City of Richfield, Minnesota this 8th day of August, 2006. Martin J. Kirsch, Mayor ATTEST: Nancy Gibbs, City Clerk EiA~ b;l J 5C.-~ PUBLIC PURPOSE EXPENDITURE CITY OF RICHFIELD PERSONNEL POLICY DATE: August 8, 2006 SUBJECT: Public Purpose Expenditures Backaround Pursuant to provisions of the Richfield City Charter and the statutes and laws of the State of Minnesota, which permit and require the expenditure of public funds for public purposes, the City of Richfield believes it necessary and appropriate to provide assistance and guidance to the officials, employees and representatives of Richfield to aid in the determination of when public funds may be spent for a public purpose. Definition A public purpose expenditure is one which relates to the purpose for which the City of Richfield exists and the duties and responsibilities of Richfield, its elected and appointed officials, employees and other representatives. Public Purpose Guidelines A. Training and development programs for Richfield employees serve a public purpose when those training and development programs are directly related to the performance of the employees' job- related duties and are directly related to the programs/services for which the City is responsible. B. Payment of employee work-related expenses, including travel, lodging and meal expenses, serves a public purpose when those expenses are necessarily incurred by Richfield employees in connection with their actual work assignments or official duties and those expenses are directly related to the performance of the governmental functions for which Richfield has responsibility. C. Appropriate safety and health programs for Richfield employees serve a public purpose because they result in healthier and more productive employees and reduce certain costs to the City and the taxpayers of Richfield, including various costs associated with workers' compensation and disability benefit claims, insurance premiums and lost time from employee absences. D. Public expenditures for appropriate Richfield employee and volunteer recognition programs serve a public purpose because formally recognizing employees and volunteers who make significant contributions and demonstrate their commitment during the performance of their duties result in higher morale and productivity among all Richfield employees and volunteers, and therefore help the City to fulfill its responsibilities efficiently and more cost effectively. E. Public expenditures for food and refreshments associated with official Richfield City functions serve a public purpose when the provision of food or refreshments is an integral part of the function and is deemed necessary to ensure meaningful participation by the participants. F. Public expenditures for appropriate community and customer outreach and similar activities serve a public purpose when those expenditures are necessary for Richfield to ensure the efficient operation of its programs/services, promote the availability and use of City resources, and promote coordinated, cooperative planning activities among and between the public and the private sectors. Specific Proarams and Expenditures Every City of Richfield expenditure must be valid based upon the public purpose for which it is purchased. The following items are deemed to meet the Council definition of public purpose expenditures. 5C-3 PAGE 2 PUBLIC PURPOSE EXPENDITURE A. Emplovee Recoanition Proarams The Richfield City Council recognizes the hard work and service performed by the employees of the City through a formal Employee Recognition Program. The City Council believes the benefits of attracting, retaining and motivating employees through an Employee Recognition Program support employee job satisfaction, which in turn impacts cooperation and productivity. The result is to provide excellent public and customer service to better serve the interests of the citizens of the community. The Employee Recognition Program is considered "additional compensation" for work performed by employees but is entirely dependent on receiving funding from year-to-year. No provisions of this policy, or its administration, shall be subject to review under the grievance or arbitration provisions of any collective bargaining agreement. The Program may include: 1. City employees completing 5, 10, 15, 20, 25, 30, and 35 years of service may receive a service award not to exceed $W $100 in value, as determined by the City Manager. 2. Annually, in conjunction with the presentation of service awards, the City may sponsor an Employee Recognition event for City employees. 3. Annually, the City may sponsor a Volunteer Recognition Dinner(s) to promote teamwork and coordination among the City Council, Department Directors, Commission/Committees, and employees. This dinner and a token gift for invited participants and their guests also serve as de minimus compensation for the service provided by the volunteers. 4. Annually, the City may sponsor a Holiday Party for City employees. In lieu of a Holiday party, the City may sponsor an annual employee ~ event, such as Rootbeer Float Day. 5. The City supports other events that are planned and paid for by employees. Examples of such events include holiday gatherings, golf and/or bowling tournaments. 6. The City supports recognition plaques in recognition of long-time service or retirement for employees, volunteers and elected officials. The cost of the elements of the Employee Recognition Program will be included in the City of Richfield Annual Budget. This item will be approved annually by the City Council as a part of the overall budget approval process which includes a public hearing on the proposed budget. B. Emplovee Wellness and Safetv Proarams The City Council recognizes the importance of employee fitness and health as it relates to the overall work and life satisfaction of the employee and the overall impact on the City's health insurance program. As such, the City Council supports an Employee Wellness Program, which has been designed to educate employees on fitness/health issues. The Employee Wellness Program is considered "additional compensation" for work performed by employees, but is entirely dependent on receiving funding from year-to-year. No provisions of this policy, or its administration, shall be subject to review under the grievance or arbitration provisions of any collective bargaining agreement. The cost of an Employee Wellness Program will be included in the City of Richfield Annual Budget. This item will be approved annually by the City Council as a part of the overall budget approval process which includes a public hearing on the proposed budget. The Employee Safety Program is funded by the Self-Insurance Fund. The City supports programs created by the Human Resources Division and the Safety Committee to promote and 5C-Lj PUBLIC PURPOSE EXPENDITURE PAGE 3 retain a safe work environment. Safety incentive programs such as Richfield's Safety Bingo, which provide the opportunity for cash prizes for accident/injury-free work days, is an example of such programs. Such safety incentives shall be included in the City of Richfield Annual Budget. C. Meetina Food/Meals The City Council recognizes that situations in which City business needs to be discussed can and do occur during meal hours (Le. luncheon meetings). In addition, there are public and employee meetings and events in which reasonable refreshments may be necessary to aeG-te tho GUOOOGG of tho mooting and/or evont and create a more productive 'Nork forao environment and to be responsive to participants' time schedules The following items are deemed to meet the Council definition of public purpose expenditures in regards to food and meals. 1. Meals and refreshments are allowed at City meetings and events that have a purpose of discussing City issues. These meetings would normally have a pre-planned agenda. 2. Meals and refreshments are allowed at employee meetings and events that have a purpose of discussing City issues or are a part of employee training. These meetings would also normally have a pre-planned agenda. These meetings could include new employee receptions to introduce new employees to existing employees, provide an orientation to the City, and promote teamwork and cooperation. This does not include routine staff meetings. 3. Meals and refreshments are allowed when they are part of a breakfast/lunch/dinner meeting for official City business when it is the only practical time to meet. Usually these meals involve meeting with City Council members, Committee/Commission members, business or civic organizations. Payment for fees relating to a special event, such as a Chamber of Commerce event, may also be allowed when approved by the City Manager and when attendance is deemed to meet the public purpose guidelines for community or customer outreach and marketing of the City. 4. Meals and refreshments may be provided during official meetings of the City Council, City Council committees, advisory boards/commissions, and taskforces that have purpose of discussing City business. These meetings would normally have a pre-planned agenda. 5. Travel expenses for employees as outlined in the Richfield Travel Reimbursement Policy. 6. Meals and refreshments are allowed where employees or volunteers are participating in a City-sponsored special event, participating in an outside event as an official representative of the City, or working additional hours and where the Department Director deems appropriate as recognition of efforts above those normally required. Because emergency personnel are often called to perform for extended periods of time and duties where refreshments are important to duty performance, emergency response personnel may be provided refreshments or food when it is deemed appropriate by the City Manager or Department Director to assure the delivery of quality emergency response service. 7. No purchase of alcoholic beverages is allowed at any time. The cost of these meals or fees is included in the departments' travel/conferences line-item in the City of Richfield Annual Budget. These items are approved annually by the City Council as a part of the overall budget approval process which includes a public hearing on the proposed budget. D. Membership. Dues. and Donations The City Council has determined that the City will fund memberships and dues (individual or organization) in professional organizations and City social and community organizations when the purpose is to promote, advertise, improve or develop the City's resources and relationships and not personal interest or gain. 6c-5" PUBLIC PURPOSE EXPENDITURE PAGE 4 The cost of memberships/dues is included in the departments' dues and subscriptions line-item in the City of Richfield Annual Budget. These items are approved annually by the City Council as a part of the overall budget approval process which includes a public hearing on the proposed budget. All donations must be approved by the City Council during the annual budget process andior by City resolution. Donations provided by the City must be for programs that serve our citizens and are deemed to meet the public purpose guidelines. E. Education Reimbursement The Personnel Policy contains guidelines for a Richfield Employee Education Program (REEP). Job related advanced education meets the public purpose guidelines of this policy. The amount available for this program shall be considered annually. The cost of this program is contained in the City of Richfield Annual Budget. F. Clothina and Other Sundry Items Employees may receive T-shirts, and other sundry items of nominal value ($10.00) when these items; are made available to the general public or if these items are determined by the City Manager to be important to the successful involvement of employees in special City-sponsored or City-supported events (Le. National Night Out, etc.). Employees may be supplied with uniforms, clothing, boots and other gear necessary for the performance of their job. The cost of these items for City-sponsored or City-supported events shall be contained in the City of Richfield Annual Budget. Conclusion The Richfield City Council has determined that the above expenditures are valid and serve a public purpose. Approved: City Manager I AGENDA SECTION: AGENDA ITEM # REpORT # Consent 5D 166 ....... STAFF REpORT RICHfiELD CITY COUNCIL MEETING AUGUST 8, 2006 REpORT PREPARED By: KRISTIN ASHER, ASSISTANT CITY ENGINEER NAME, TITLE COUNCIL PRESENTER: DEPARTMENT DIRECTOR REVIEW: ~ ~ REVIEWED BY CITY MANAGER: ITEM FOR COUNCIL CONSIDERATION: Consideration of Pond Expansion Agreement expanding Adam's Hill Pond to fulfill stormwater re uirements associated with a redevelo ment ro'ect in Edina, 1. RECOMMENDED ACTION: By Motion: Authorize the Mayor and City Manager to enter into an agreement with Gabbert & Gabbert Company, LLLP and the City of Edina to increase the water holding capacity of Adam's Hill Pond by 490 cubicards. I II. BACKGROUND I The Adam's Hill Pond Subwatershed is located in both Edina and Richfield. To accommodate additional stormwater run-off associated with the redevelopment project proposed at 3460 West 70th Street in Edina both cities may agree to increase the water holding capacity of Adam's Hill Pond in Richfield. The expansion is required to meet the water quality components put forth by the Nine-Mile Creek Watershed District. The expansion also promotes the use of regional ponding, where ever reasonable, to treat stormwater runoff more effectively than through smaller ponds on redevelopment sites. 0808AdamsHillPond I The work at Adam's Hill Pond will be accomplished the next time the pond is dredged and the agreement allows until 2011 to complete the work. I III. BASIS OF RECOMMENDATION I I A. POLICY I . Richfield's Comprehensive Stormwater Management Plan recommends accommodating stormwater needs regionally where ever appropriate. . Nine-Mile Creek Watershed District has approved this method of stormwater treatment for the development. I B. CRITICAL ISSUES I . The additional stormwater runoff must be treated appropriately for regulating agencies to approve the projects. Increasing the water holding capabilities at Adam's Hill Pond will improve the quality of all water entering the pond. I C. FINANCIAL I . Gabbert & Gabbert Company will provide $13,709.12 toward the expansion of the pond. I D. LEGAL I . The City Attorney will be available for questions. I IV. ALTERNATIVE RECOMMENDATION(S) I . Do not authorize the City Manager and Mayor to enter into the Adam's Hill Pond Expansion agreement. However, Edina's City Council has approved this development and not allowing the stormwater requirements to be fulfilled at Adam's Hill Pond may halt the project's progress. I V. ATTACHMENTS I . Pond Expansion Agreement with Gabbert & Gabbert Company and the City of Edina. I VI. PRINCIPAL PARTIES EXPECTED AT MEETING . None anticipated. , 5D-1 POND EXPANSION AGREEMENT ~ THIS AGREEMENT, is made and entered into this fL day of June, 2006, by and between Gabbert & Gabbert Company, LLLP, a Minnesota Limited Liability Partnership ("Developer"), aIid the CITY OF EDINA, a Minnesota municipal corporation ("Edina"), and the CITY OF RICHFIELD, a Minnesota municipal corporation ("Richfield"). RECITALS: A. Developer is the fee owner of certain real property located in the City of Edina, Hennepin County, Minnesota, at 3460 West 70th Street on which Developer will be constructing a hotel, residential condominiums, and a parking structure on the site (the "Project''). B. The Project will cause additional storm water run-off. C. The run-off for this Project is within the Adam Hill Pond Subwatershed that is located in both Edina and Richfield. D. To accommodate the additional storm water run-off, Edina and Richfield has agreed to increase the water holding capacity (the "Dredging") of either the existing.storm water detention pond (the "Pond") located at Adam Hill Pond or elsewhere within this subwatershed provided. Developer deposits $13,709.12 (the "Deposit") towards the cost thereof. E. Developer has agreed to pay the Deposit to Edina pursuant to the terms of this Agreement. F. Edina warrants that it will reimburse Richfield for all costs incurred by and in Richfield for this dredging. G. Developer warrants that it has the power and authority to enter into this Agreement. H. Edina and Richfield warrants that it has the power and authority to enter into this Agreement. NOW, THEREFORE, in consideration of the mutual covenants contained herein, Developer and the City agree as follows: 1. Dredging. Edina and Richfield agrees to increase the water holding capacity within the subwatershed by dredging 490 cubic yards from the Pond or elsewhere within the watershed. The City agrees to complete the Dredging on or before October 1, 2011, subject to force majeure. Pond Expansion Agreement Adam Hill Pond Subwatershed Page 1 6/6/2006 SD-;}.. 2. Payment of the Cost of Dredging. Developer has paid to Edina the Deposit to be used by Richfield or Edina to pay the cost of the Dredging. Edina agrees to hold the Deposit pending the Dredging. Richfield may utilize the Deposit to pay invoices of contractors and engineers in connection with the dredging of the Pond. If the cost of the Dredging is less than the Deposit, Edina agrees to pay the excess to Developer within 15 business days after the completion of the Dredging. Upon completion of the Dredging, the CIty agrees to provide Developer, on request, a detailed description of the costs incurred in the Dredging. If the City does not complete the Dredging on or before October 1, 2011, as such date may be extended due to force majeure events, the City shall forthwith refund the Deposit to Developer. 3. Counterparts. This Agreement may be executed in any number of counterparts, each of which shall constitute one and the same instrument. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be duly executed the date and year first above written. Gabb"[J & Gabbert Company, LLLP By t ~ f2&J~ Its Gine-r;.! ! ~-P.'__ CITY OF RICHFIELD By Its Mayor And Its City Manager Drafted by: City of Edina 4801 West 50th Street Edina, MN 55424 Pond Expansion Agreement Adam Hill Pond Subwatershed Page 2 6/6/2006 AGENDA SECTION: AGENDA ITEM # REpORT # Consent 5E 167 ....... STAFF REpORT RICHFIELD CITY COUNCIL MEETING AUGUST 8, 2006 REpORT PREPARED By: BETSY OSBORN, ADMINISTRATIVE SUPPORT SERVICES MANAGER NAME, TITLE COUNCIL PRESENTER: DEPARTMENT DIRECTOR REVIEW: IZI REVIEWED BY CITY MANAGER: Ii ITEM FOR COUNCIL CONSIDERATION: Consideration of the request by the Church of the Assumption for an on-sale 3.2 percent malt liquor temporary license and an itinerant food license for their annual Fun Fiesta to be held Au ust 13, 2006. I. RECOMMENDED ACTION: By Motion: Approve an on-sale 3.2 percent malt liquor temporary license and an itinerant food license for the Church of the Assum tion for their annual Fun Fiesta to be held on Au ust 13, 2006. I II. BACKGROUND I On July 20, 2006, the Church of the Assumption submitted a request for a temporary license to serve 3.2 percent malt liquor. They also submitted a request for an itinerant food license for their annual Fun Fiesta (formerly Fun Fest) to be held August 13, 2006. The required licensing fees have been received. They will be serving such food items as roast beef sandwiches, cole slaw, tacos, sweet corn and ice cream. The Church of the Assumption has contacted food sanitarians from the City of Bloomington to ensure that proper food handling practices are followed. They will work with Bloomington sanitarians and follow their recommendations for safe and wholesome food handling. 0808 Church of the Assumption Fun Fiesta Licenses The event will take place from 10 A.M. to 6 P.M. Liquor liability insurance coverage has been provided, showing the Catholic Mutual Relief Society as affording the coverage. The Public Safety Department received no complaints regarding this event for the previous year. The City has previously issued these licenses in conjunction with the Assumption Fun Fiesta. I III. BASIS OF RECOMMENDATION I I A. POLICY I · The applicant has complied with the City codes pertaining to these licenses. I B. CRITICAL ISSUES I · Necessary fees have been paid and insurance coverage has been obtained. I C. FINANCIAL . N/A I D. LEGAL . N/A I IV. ALTERNATNE RECOMMENDATION(S) I · Deny the request; however, the Public Safety Department has not found any basis for a denial. In addition, the Council has previously granted these licenses in conjunction with the Assumption Fun Fiesta. I V. ATTACHMENTS . N/A I VI. PRINCIPAL PARTIES EXPECTED AT MEETING I · Church of the Assumption stafflrepresentative . AGENDA SECTION: AGENDA ITEM # REpORT # PUBLIC HEARING 7 168 ...... STAFF REpORT RICHFIELD CITY COUNCIL MEETING AUGUST 8, 2006 REpORT PREPARED By: RANDy HUGHES, OPERATIONS SUPERINTENDENT NAME, TITLE COUNCIL PRESENTER: REVIEWED BY CITY MANAGER: ITf [L( DEPARTMENT DIRECTOR REVIEW: ITEM FOR COUNCIL CONSIDERATION: Public hearing regarding the special assessment roll for removal of diseased trees from private ro ert for work ordered in 2005. I. RECOMMENDED ACTION: Conduct and close the public hearing and by motion: Approve the attached resolution adopting the assessment for removal of diseased trees private property for work ordered from January 1 through December 31, 2005. I II. BACKGROUND I In the period from January 1, 2005 through December 31 , 2005, twenty-three (23) property owners chose to use the City's contractor and requested that the cost of the tree removal be assessed. I III. BASIS OF RECOMMENDATION 0808T reeAssess IA. POllCY I . The work has been done with prior approval from the affected residents. . City staff has calculated the amounts to be assessed against every assessable lot, piece or parcel of land specially benefited. The proposed assessment was properly filed with the City Clerk, notice was published in the official newspaper July 27,2006 and notices were mailed to the owner of each parcel described in the assessment roll. I B. CRITICAL ISSUES I . On or before September 1 of each year, the City shall list the total unpaid charges for current services against each separate lot or parcel to which they are attributable under section 825 of the City Code. I C. FINANCIAL I . The costs to be assessed for the removal of Dutch Elm diseased trees on private property for work ordered during the period January 1, 2005 through December 31 , 2005 have been determined to be $35,678.75. . City ordinance provides that special assessments for current services may be certified to the county Auditor for collection along with taxes. This certification may provide that the assessments be completely paid in the first year or in annual installments. It is . recommended such payments be due and payable over a five-year period due to the increased cost of removals. . The adopted assessment roll for the period of January 1, 2005 through December 31,2005 will be certified with the County Auditor by the end of October, 2006. The City has the right to charge interest on the amount assessed in that the City provided the funds for the initial expense. It is recommended that the interest rate be established at six percent (6%). ID. LEGAL I . No legal issues are apparent at this time. The City Attorney will be in attendance at the Council meeting should a legal question arise. I IV. ALTERNATIVE RECOMMENDATION(S) I . Council may revise the special assessment roll as deemed necessary following the public hearing. I V. ATTACHMENTS . Resolution . Copy of letter sent to residents . Comments/responses from assessed property owners I VI. PRINCIPAL PARTIES EXPECTED AT MEETING I . None ~-{ RESOLUTION NO. RESOLUTION ADOPTING ASSESSMENT ON REMOVAL OF DISEASED TREES FROM PRIVATE PROPERTY FOR THE PERIOD OF JANUARY 1, 2005 THROUGH DECEMBER 31, 2005 WHEREAS, pursuant to proper notice duly given as required by law, the City Council has met and passed upon all objections to the proposed assessment for current services related to removal of diseased trees from the following private property in the City of Richfield: Property Address 6430 Pillsbury Avenue South 6344 James Avenue South 6216 15th Avenue South 7410 Cedar Avenue South 6640 5th Avenue South 6812 Irving Avenue South 6848 Oliver Avenue South 7015 Clinton Avenue South 200 Pleasant Lane 7300 Logan Avenue South 6542 Bloomington Avenue South 6721 Chicago Avenue South 918 W 73rd Street 500 E 67th Street 7219 James Avenue South 7601 Grand Avenue South 7309 Harriet Avenue South 6628 5th Avenue South 6700 Pleasant Avenue South 6526 Bloomington Avenue South 7408 Vincent Avenue South 6644 Portland Avenue 6512 Bloomington Avenue South Property Identification Number 27-02824-24-0003 28-02824-21-0011 26-02824-12-0059 35-02824-41-0011 27 -02824-41-0032 28-02824-34-0012 28-02824-33-0044 34-02824-11-0034 34-02824-24-0054 33-02824-23-0083 26-02824-13-0103 26-02824-31-0070 33-02824-14-01 06 27 -02824-41-0013 33-02824-24-0003 34-02824,.33-0017 34-02824-23-0137 27 -02824-41-0130 27 -02824-32-0091 26-02824-13-0099 32-02824-42-0050 27 -02824-41-0012 26-02824-13-0098 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Richfield, Minnesota: 1. Such proposed assessment roll, in the amount of $35,678.75, is hereby accepted and shall constitute the special assessment against the lands named herein, and each tract of land therein included is hereby found to be benefited by the proposed current services in the amount of the assessment levied against it. ~ ry-J- 2. Such assessment shall be payable in no more than five annual installments and shall bear interest at the rate of six (6%) percent from the date of adoption of this assessment resolution. 3. The owner of any property so assessed may, at any time prior to certification of the assessment to the County Auditor, pay the whole of the assessment on such property to the City's Assessing Division, and he may at any time thereafter, pay to the City's Assessing Division the entire amount of the assessment remaining unpaid, with interest accrued to December 31 of the year in which such payment is made. Such payment must be made before November 15 or interest will be charged through December 31 of the next succeeding year. 4. The City Clerk shall forthwith transmit a certified duplicate of this assessment roll to the County Auditor to be extended on the property tax lists of the County and such assessments shall be collected and paid over in the same manner as other municipal taxes. Passed by the City Council of the City of Richfield, Minnesota this 8th day of August, 2006. Martin J. Kirsch, Mayor ATTEST: Nancy Gibbs, City Clerk #'" ^' : ,"" .~ RICHFIELD MAYOR MARTIN J. KIRSCH CITY COUNCIL BILL KILIAN SUSAN ROSENBERG SUZANNE M. SANDAHL FRED L. WRaGE, JR. CITY MANAGER STEVEN L. DEVICH }--3 6700 Portland Avenue · Richfield, Minnesota 55423-2599 <<PID>> <<NAME>> <<ADDRESS>> <<CITYSTZIP>> NOTICE OF ASSESSMENT HEARING NOTICE OF HEARING ON PROPOSED ASSESSMENT FOR CERTAIN SERVICES OF THE CITY FOR REMOVAL OF DISEASED TREES ON PRIVATE PROPERTY (JANUARY 1, 2005 - DECEMBER31, 2005) . NOTICE IS HEREBY GIVEN that the Richfield City Council will hold an assessment hearing. on the date and at the time and place given below, to pass upon the proposed assessment forthe removal and disposal of diseased trees on private property. DATE, TIME AND PLACE OFHEARING: August 8,2006, at 6:30 p.m. or as soon thereafter as the matter can be reached on the agenda, at Richfield City Hall, 6700 Portland Avenue South, Richfield, Minnesota 55423. NATURE OF IMPROVEMENT AND AREA TO BE ASSESSED: Costs incurred for removal of diseased trees from private property with the consent and approval of the property owners for work ordered from the City of Richfield, January 1,2005 through December 31,2005. The City proposes to assess the costs for this work, which totaled $35,678.75. THE SPECIAL ASSESSMENT TO YOUR PROPERTY IS:$<<AMOUNT>> Payment can be made after the assessment is adopted and before November .15, 2006 at the City of Richfield Assessor's office, 6700 Portland Avenue, Richfield, MN 55423. Please make your check payable to the City of Richfield. THIS IS THE ONLY NOTICE YOU WILL RECEIVE OF THIS ASSESSMENT. NO SEPARATE BILLING WILL OCCUR. A copy of the proposed assessment roll is on file for public inspection at the City Clerk's office, 6700 Portland Avenue South, Richfield, Minnesota. The Urban Hometown Telephone (612) 861-9700. Fax (612) 861-9749 www.cityofrichfield.org . AN EQUAL OPPORTUNITY EMPLOYER .. ",. . < . '7-4 A copy of the proposed assessment roll is on file for public inspection at the City Clerk's office, 6700 Portland Avenue South, Richfield, Minnesota. PAYMENT OF ASSESSMENT: You may pay your assessment at any time after the assessment has been adopted by presenting a check. to the City Treasurer at the Assessor's office, 6700 Portland Avenue South, Richfield, Minnesota 55423. Unpaid assessments accrue interest at the rate of six percent (6%) per year. The amount of interest payable depends upon when your payment is made, and the following deadlines apply: Payment within 30 days of adopted assessment: If the original principal amount of the assessment is $300 or more, you may make a partial prepayment of$100 or more within 30 days from the date the Council adopts the assessment, scheduled for August 8, 2006. No interest will be charged on the prepaid portion. Partial prepayments are not allowed after the 30-day period. The unpaid balance will be spread over the life of the adopted assessment. Six percent (6%) interest will not be charged if the entire assessment is paid before November 15th. Payment on or after November 15. 2006: Interest at the rate of six percent (6%) will be charged, calculated from the date of adoption of the assessment until the date of payment. Interest is calculated for 15 months on the first year of the assessment and 12 months thereafter. There is a $1.50 surcharge per year over the life of the assessment when certified to the property tax. Questions regarding the assessment payment procedure should be directed to Annabelle Thomas at 612-861-9710. HEARING PROCEDURE AND OBJECTIONS: The City Council will conduct a public hearing on the proposed assessment on the date and time listed. Written and oral objections will be considered at the meeting, but the Council may consider any objection to the amount of a proposed individual assessment at an adjourned meeting upon further notice to the affected property owners as the Council deems advisable. The Council may adopt the proposed assessment at the same meeting as the hearing. RIGHT TO APPEAL: You have the right to appeal the City Council's adoption of the assessment. To appeal, you must serve notice of an appeal upon the Mayor or City Clerk within 30 days after the adoption of the assessment, and you mustalso file the notice of appeal with the Hennepin County District Court within ten days after service upon the Mayor or City Clerk. You may not appeal unless yOU file a written obiection, sianed by you. with the City Clerk prior to the hearinQ on AUQust 8. 2006. or present the written obiection to the presidinQ officer at the hearina on AUQust 8. BY ORDER OF THE CITY COUNCIL THIS 27TH DAY OF JUNE, 2006. Nancy Gibbs, City Clerk Questions? Questions concerning this assessment amount should be directed to Randy Hughes, Operations Coordinator, at 612-861-9175. 1-5 CITY OF RICHFIELD Memorandum DATE: August 8,2006 TO: Special Assessment File FROM: Randy Hughes SUBJECT: Comments on Special Assessments Randy Hughes, Operations Superintendent of the Public Works Department received the following comments from owners of trees affected by the proposed Special Assessment ordinance to be presented to Council on August 8, 2006. SPECIAL ASSESSMENT DISEASED TREE REMOVAL On Friday, July 21,2006, Debbie Ahlstrom (612-866-7924) called to make sure tree costs were going to be assessed. She stated the letter was confusing. AGENDA SECTION: AGENDA ITEM # REpORT # PUBLIC HEARING 8a 169 ~ STAFF REpORT RICHFIELD CITY COUNCIL MEETING AUGUST 8, 2006 REpORT PREPARED By: RANDY HUGHES, OPERATIONS SUPERINTENDENT NAME, TITLE COUNCIL PRESENTER: DEPARTMENT DIRECTOR REVIEW: REVIEWED BY CITY MANAGER: ITEM FOR COUNCIL CONSIDERATION: Public hearing regarding the attached resolutions pertaining to the annual 77th Street maintenance district assessment rocess. I. RECOMMENDED ACTION: Conduct and close the public hearing and by motion: Approve the attached resolutions adopting the assessment for 77th Street maintenance in 2005 and proposing a similar assessment process to be im lemented for 2007. I II. BACKGROUND I Since the 1988 construction of the short section of 77th Street around the Hampton Inn, the City has been~performing special, high-quality maintenance along 77th Street. The special maintenance services include irrigation and weeding and mowing of the landscaping on both sides of the 77th Street wall. The maintenance functions, known as current services, are funded through the maintenance assessment on the 77th Street businesses. City staff has determined costs to be assessed for the maintenance of the 77th Street redevelopment area between 1-35W and Cedar Avenue. ,. III. BASIS OF RECOMMENDATION 0808-77th0507assess !A. POLICY I . Resolution No. 7405, adopted in 1988, established a policy for assessing the costs. . Staff has calculated the proper amounts to be assessed against every assessable lot, piece or parcel of land specially benefited. The proposed assessment was properly filed with the City Clerk, notice was published in the official newspaper and notices were mailed to the owner of each parcel described in the assessment roll. . Notice of the public hearing for the proposed maintenance costs in 2007 was mailed to all owners of commercial property in the area and was published in the official newspaper July 27,2006, as required by law. . I B. CRITICAL ISSUES I . The City Council ordered the work, and the work is done. . On or before September 1 of each year, the City shall list the total unpaid charges for current services against each separate lot or parcel to which they are attributable under section 825 of the City Code. . In 2004, the existing assessment process was reviewed and discussed with legal council resulting in staffs recommendation to keep the existing assessment process. Ic. FmANC~ I . Total cost for 77th Street Maintenance is $64,841.54 for2005. . City ordinance provides that special assessments for current services may be certified to the County Auditor for collection along with taxes. It is the staff recommendation that such payments be due and payable within the first year, rather than in installments. The City has the right to charge interest on the amount assessed in that the City provided the initial funds for the services. It is also staffs recommendation that the interest rate be established as six percent (6%). Payment may be made by the assessed owner before November 15, 2006 in order to avoid interest payments. Payments made after that date would include the interest payment. . The estimated maintenance cost for the period January 1 through December 31,2007 is $80,000. All commercial properties would be assessed on a ~quare foot basis. All residential properties, plus the two churches in the area, would be exempt from the special assessment levy. I D. LEGAL I . The City Council scheduled a public hearing for August 8, 2006 on the assessment for the cost of maintenance services performed in the 77th Street Project area for 2005 and to consider the establishment of a special assessment district for maintenance service costs for 2007. . The City Attorney will be in attendance at the Council meeting should a legal question arise. . IV. ALTERNATIVE RECOMMENDATION(S) I . Council may make any changes to the assessment roll as a result of the public hearing by adding the phrase "and has amended such proposed assessment as it deems just." I V. ATTACHMENTS I . Resolution adopting assessments for 77th Street Maintenance in 2005 . The assessment roll . Resolution proposing to specially assess for current seNices for 2007 . The assessment roll . Graphic displaying 77th Street special assessment district. . Copy of letter sent to property owners . Comments/responses from assessed property owners I VI. PRINCIPAL PARTIES EXPECTED AT MEETING I . City staff has been available during business hours and at City Hall immediately prior to the public hearing to answer questions and concerns of property owners regarding the 2005 special assessment. .<6~ RESOLUTION NO. RESOLUTION ADOPTING ASSESSMENT ON 77TH STREET MAINTENANCE FOR THE PERIOD JANUARY 1 - DECEMBER 31, 2005 WHEREAS, pursuant to proper notice duly given as required by law, the council has met and passed upon all objections to the proposed assessment for current services related to maintenance of the 77th Street Redevelopment Project, which is approximately bounded east of 1- 35W and west of Cedar Avenue. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Richfield, Minnesota as follows: Such proposed assessment roll in the total amount of $64,841.54 is hereby accepted and shall constitute the special assessment against the lands named therein, and each tract of land therein included is hereby found to be benefited by the proposed current services in the amount of assessment levied against it. Such assessment shall be payable before or during 2006 and shall bear interest at the rate of six percent (6%) from the date of adoption of this assessment resolution. The owner of any property so assessed may, at any time prior to certification of the assessment to the County Auditor, pay the whole of the assessment on such property to the City's Finance Division and may, at any time thereafter, pay to the City's Finance Division the entire amount of the assessment remaining unpaid, with interest accrued to December 31 of the year in which payment is made. Such payment must be made before November 15 or interest will be charged through December 31 of the succeeding year. The City Clerk shall forthwith transmit a certified duplicate of this assessment roll to the County Auditor to be extended on the proper tax lists of the County and such assessment shall be collected and paid over in the same manner in other municipal taxes. Passed by the City Council of the City of Richfield, Minnesota, this 8th day of August 2006. Martin J. 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RESOLUTION ORDERING UNDERTAKING OF CURRENT SERVICE PROJECT 77TH STREET PROJECT AREA JANUARY 1 THROUGH DECEMBER 31, 2007 WHEREAS, pursuant to ordinance, the City Council of the City of Richfield did establish a special assessment district and did propose that certain current services be undertaken by the City in the 77th Street Project Area, approximately bounded by 1-35W, 77th Street, 1-494 and Cedar Avenue and that the cost of such services be specially assessed against benefited property, and WHEREAS, the City Council of the City of Richfield did also by such resolution set the date of the public hearing on the undertaking of such current service project and the levying of special assessment to bear the cost thereof, and WHEREAS, following due notice, such public hearing was held on August 8,2006 at which time all interested parties desiring to be heard were given an opportunity to be heard. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Richfield, Minnesota as follows: 1. That the following examples of current services of the City shall be undertaken by the City within the 77th Street Project Area, which area constitutes the special assessment district with the exception of residential properties, plus the two churches in the area, with the cost of such services to be specially assessed against the benefited property within the district: a. Snow, ice or rubbish removal; b. Weed elimination; c. Elimination or removal of public health or safety hazards from private property, excluding any structure included under the provisions of Minnesota Statutes Section 463.15 to 463.26; d. Street sprinkling or other dust treatment of streets; e. Trimming and care of trees and the removal of unsound trees; f. Repair of sidewalks, crosswalks and other pedestrian walkways; g. Operation of the street lighting system; h. Maintenance of landscaped areas and other public amenities on or adjacent to street right-of-way; i. Snow removal and other maintenance of streets; j. General maintenance, including repairs and replacement. 2. The work to be performed may be by day labor, by City force, by contract or by any combination thereof. 3. The designated period of the project shall be from January 1 through December 31, 2007. Costs of the project shall be in the manner provided in the Richfield Ordinance Code. Passed by the City Council of the City of Richfield, Minnesota this 8th day of August, 2006. Martin J. Kirsch, Mayor ATTEST: Nancy Gibbs, City Clerk ?>~ <3 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 CIl ~ 0 0 0 0 ~ 0 ~ 0 ~ ~ 0 0 0 0 0 ~ ~ 0 0 ~ Cl ex; N ci cO - CD V 0 ...... ~ r-- N V ...... 10 10 00 V 10 10 10 10 10 V V r--. r-- 10 0 ex; N 0>. r--. cD 10. CD W cD W 00. W W cD ci 10. r-: CD cD W 16 0> N 0> ...... CD N 10 ...... N N ...... ...... 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DEVICH ~~14 6700 Portland Avenue · Richfield, Minnesota 55423..2599 <<PIN>> <<oName1 >> <<oName2>> <<ADDRESS>> <<CSZ>> NOTICE OF ASSESSMENT HEARING NOTICE OF HEARING ON PROPOSED ASSESSMENT FOR CERTAIN SERVICES OF THE CITY WITHIN THE 77TH STREET REDEVELOPMENT AREA FROM JANUARY 1, 2005 - DECEMBER 31, 2005 NOTICE IS HEREBY GIVEN that the Richfield City Council will hold an assessment hearing on the date and at the time and place given below, to pass upon the proposed assessment for the maintenance of the 77th Street Redevelopment area in the City. DATE, TIME AND PLACE OF HEARING: August 8,2006, at 6:30 p.m. or as soon thereafter as the matter can be reached on the agenda, at Richfield City Hall, 6700 Portland Avenue South, Richfield, Minnesota 55423 NATURE OF IMPROVEMENT AND AREA TO BE ASSESSED: From January 1,2005 through December 31, 2005, the City of Richfield incurred costs for maintenance of the 77th Street area, including such work as landscape maintenance of common properties, including mowing, fertilizing irrigation repair and other maintenance services. The City proposes to assess the costs for maintenance in the 77th Street project area, which totaled $64,841.54, against the properties that benefited from this work. PROPOSED AMOUNT OF ASSESSMENT: The total amount to be assessed against all properties is $64,841.54. The amount to be assessed against your particular property is: <<TotaIAmb>. Payment can be made after the assessment is adopted and before November 15, 2006 at the City of Richfield Assessor's office, 6700 Portland Avenue, Richfield, MN 55423. Please make your check payable to the City of Richfield. A copy of the proposed assessment roll is on file for public inspection at the City Clerk's office, 6700 Portland Avenue South, Richfield, Minnesota. THIS IS THE ONLY NOTICE YOU WILL RECEIVE OF THIS ASSESSMENT. NO SEPARATE BILLING WILL OCCUR. PLEASE DO NOT MAIL PAYMENT BEFORE THE ASSESSMENT HEARING ON AUGUST 8, 2006. The Urban Hometown T lephon (612) 861-9700. Fax (612) 861-9749 www.cityofrichfield.org AN EQUAL OPPORTUNllY EMPLOYER .. > ~ ~~15 A copy of the proposed assessment roll is on file for public inspection at the City Clerk's office, 6700 Portland Avenue South, Richfield, Minnesota. PAYMENT OF ASSESSMENT: You may pay your assessment at any time after the assessment has been adopted by presenting a check to the City Treasurer at the Assessor's office, 6700 Portland Avenue South, Richfield, Minnesota 55423. Unpaid assessments accrue interest at the rate of six percent (6%) per year. The amount of interest payable depends upon when your payment is made, and the following deadlines apply: Payment within 30 days of adopted assessment: If the original principal amount of the assessment is $300 or more, you may make a partial prepayment of $100 or more within 30 days from the date the Council adopts the assessment, scheduled for August 8, 2006. No interest will be charged on the prepaid portion. Partial prepayments are not allowed after the 30-day period. The unpaid balance will be spread over the life of the adopted assessment. Six percent (6%) interest will not be charged if the entire assessment is paid before November 15th. Payment on or after November 15, 2006: Interest at the rate of six percent (6%) will be charged, calculated from the date of adoption of the assessment until the date of payment. Interest is calculated for 15 months on the first year of the assessment and 12 months thereafter. There is a $1.50 surcharge per year over the life of the assessment when certified to the property tax. Questions regarding the assessment payment procedure should be directed to Annabelle Thomas at 612-861-9714. HEARING PROCEDURE AND OBJECTIONS: The City Council will conduct a public hearing on the proposed assessment on the date and time listed. Written and oral objections will be considered at the meeting, but the Council may consider any objection to the amount of a proposed individual assessment at an adjourned meeting upon further notice to the affected property owners, as the Council deems advisable. The Council may adopt the proposed assessment at the same meeting as the hearing. RIGHT TO APPEAL: You have the right to appeal the City Council's adoption of the assessment. To appeal, you must serve notice of an appeal upon the Mayor or City Clerk within 30 days after the adoption of the assessment, and you must also file the notice of appeal with the Hennepin County District Court within ten days after service upon the Mayor or City Clerk. You may not appeal unless yOU file a written obiection. sioned by yOU, with the City Clerk prior to the hearing on Auoust 8. 2006. or present the written obiection to the presiding officer at the hearina on Auaust 8th. BY ORDER OF THE CITY COUNCIL THIS 27TH DAY OF JUNE, 2006. Nancy Gibbs, City Clerk Questions? Questions concerning this assessment amount should be directed to Randy Hughes, Operations Coordinator, at 612-861-9175. ~~(p CITY OF RICHFIELD Memorandum DATE: August 8,2006 TO: Special Assessment File FROM: Randy Hughes SUBJECT: Comments on Special Assessments Randy Hughes, Operations Superintendent of the Public Works Department received the following comments from owners of property affected by the proposed Special Assessment ordinance to be presented to Council on August 8, 2006. Also attached is a letter from Colliers International written in behalf of the following property owners: . 1550 E. 78th St - Olin Mathwig LLC . 1620 E. 78th St - Jerry Mathwig/Metro Sales . 1640 E. 78th St. - Jerry Mathwig SPECIAL ASSESSMENT FOR 77TH STREET DISTRICT On July 21,2006, John Bogen (612-866-2521) called the City and asked procedural questions regarding the assessments. On August 1,2006 John Bogen called and expressed his concern that only commercial properties pay the assessments when the improvements made benefit everyone. On July 21,2006, Jean Crosby from CSM called and asked why hearing notices for 2005 and 2007 were received but no notice for 2006. She wanted clarification on the process. On July 27,2006, Chuck Bohrer from Eskom Properties called to inquire why the 2007 estimate was so much higher than the 2005 actual costs. . TURLEY MARTIN TUCKER <f5~\ 1 July 21,2006 200 South Sixth Street, Suite 1400 Minneapolis, MN 55402 Telephone 6121341-4444 Facsimile 6121347-9389 Mr. Randy Hughes Operations Superintendent City of Richfield 6700 Portland Avenue Richfield, MN 55423-2599 Re: Proposed Assessment With The 77th Street Project Area Dear Mr. Hughes, I am writing this letter on behalf of the following property owners: 1550 East 78th Street 1620 East 78th Street 1640 East 78th Street Your method of assessing only the commercial properties seems very unfair. Approximately one third of the properties in the area are not assessed. I have appeared before the City Council twice on this matter and have been told the office buildings can afford the assessment, and the businesses in the office building are very successful and should have no problem paying. The office market is very soft and vacancies have been high, and some of the office tenants are suffering. Village Park of Richfield is in this area and it is not assessed. Our company represented the seller in the property transaction in late 2005. The sellers were Detroit-based Village Green Management Company and Boston-based AEW. The buyer was the Wirth Companies. These people can afford their fair share. Also, I was told the matter would be studied in a work session. It appears that nothing has changed since then. Last year I asked the question, if there was only one commercial property on this street, would the whole amount ($64,841.54) be charged to that one property? I was told no. Then why the current method? I would suggest a fairer formula should be used, all properties who benefit should pay, or this total taken from the General Operating fund. Thank you for your consideration. 'n rely, ~~. --:r:r d;/ J: ~~ James R. Wenthold, S OR, CCIM Vice President cc: Jerry Mathwig Minneapolis/St. Paul . Cincinnati . Dayton . Indianapolis . Kansas City . Nashville . St. Louis Commercial Real Estate Services AGENDA SECTION: AGENDA ITEM # REpORT # PUBLIC HEARING 8b 170 ...... STAFF REpORT RICHFIELD CITY COUNCIL MEETING AUGUST 8, 2006 REpORT PREPARED By: RANDy HUGHES, OPERATIONS SUPERINTENDENT NAME, TITLE COUNCIL PRESENTER: DEPARTMENT DIRECTOR REVIEW: I2r REVIEWED BY CITY MANAGER: rJ ITEM FOR COUNCIL CONSIDERATION: Public hearing regarding the attached resolutions pertaining to the annual Lvndale/HUB/Nicollet (LHN) maintenance assessment process I. RECOMMENDED ACTION: Conduct and close the public hearing and by motion: Approve the attached resolutions adopting the assessment for 2005 for Lyndale/HUB/Nicollet (LHN) Maintenance and proposing a similar assessment process to be implemented for 2007. I II. BACKGROUND I The Lyndale/HUB/Nicollet (LHN) maintenance assessment was established to recover extraordinary maintenance expenses in the LHN (Lyndale, Hub, Nicollet) area in 1981. The extraordinary services include irrigation and weeding and mowing of landscaped areas. The LHN Redevelopment Area is approximately bounded by 64th Street, First Avenue, 67th Street and Emerson Avenue. City staff has determined actual costs of current services to be assessed for the 2005 maintenance of this area and estimated costs for the 2007 maintenance. 08081hn0507assess I III. BASIS OF RECOMMENDATION I I A. POLICY I . Resolution No. 6372, adopted in 1981, established a policy for assessing the costs. . Staff has calculated the proper amounts to be assessed against every assessable lot, piece or parcel of land specially benefited. The proposed assessment was properly filed with the City Clerk, notice was published in the official newspaper and notices were mailed to the owner of each parcel described in the assessment roll. . Notice of the public hearing for the proposed maintenance costs in 2007 was mailed to all owners of commercial property in the area and was published in the official newspaper July 27, 2006, as required by law. I B. CRITICAL ISSUES I . On or before September 1 of each year, the City shall list the total unpaid charges for current services against each separate lot or parcel to which they are attributable under section 825 of the City Code. . In 2005, staff reviewed the possibility of extending the size of the assessment district. After consultation with legal counsel, staff recommended that the boundaries of the assessment district not be changed. . The City does not assess residential properties for maintenance costs in the LHN maintenance district. I C. FINANCIAL I . Total cost for 2005 LHN maintenance services is $45,385.31. . City ordinance provides that special assessments for current services may be certified to the County Auditor for collection along with taxes. It is the staff recommendation that such payments be due and payable within the first year, rather than in installments. The City has the right to charge interest on the amount assessed in that the City provided the initial funds for the services. It is also staff's recommendation that the interest rate be established as six percent (6%). Payment may be made by the assessed owner before November 15, 2006 in order to avoid interest payments. Payments made after that date would include the interest payment. . The estimated maintenance cost for the period January 1 through December 31, 2007 is $50,000. All commercial properties would be assessed on the basis of area, with each square foot of assessable property to be assessed equally, for the costs incurred in the maintenance of common areas such as street islands, the civic plaza and sidewalks. Generally, the businesses maintain the property behind the curb. In the event the City must perform this maintenance, the particular business is assessed for the cost of the special, individual maintenance of direct benefit to the given property. I D. LEGAL I . The City Council scheduled a public hearing for August 8, 2006 on the assessment for the cost of maintenance services performed in the LHN development area for 2005 and to consider the establishment of a special assessment district for maintenance service costs for 2007. . The City Attorney will be in attendance at the Council meeting should a legal question arise. I IV. ALTERNATIVE RECOMMENDATION(S) I . Council may make any changes to the assessment roll as a result of the public hearing by adding the phrase "and has amended such proposed assessment as it deems just." I V. ATTACHMENTS I . Resolution adopting assessments for 2005 LHN Maintenance . The assessment roll . Resolution proposing to specially assess the costs of current services for 2007 . The assessment roll . Graphic displaying Lyndale/HUB/Nicollet special assessment district . Copy of letter sent to assessed property owners I VI. PRINCIPAL PARTIES EXPECTED AT MEETING I . City staff has been available during business hours and at City Hall immediately prior to the public hearing to answer questions and concerns of property owners regarding the 2005 special assessment. cgh - { RESOLUTION NO. RESOLUTION ADOPTING ASSESSMENT FOR L YNDALE/HUB/NICOLLET (LHN) MAINTENANCE FOR THE PERIOD JANUARY 1 THROUGH DECEMBER 31, 2005 WHEREAS, pursuant to proper notice duly given as required by law, the Council has met and passed upon all objections to the proposed assessment for current services related to maintenance of the Lyndale/Hub/Nicollet (LHN) Redevelopment Area, which is approximately bounded by 64th Street, First Avenue, 67th Street and Emerson Avenue in the City of Richfield. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Richfield, Minnesota as follows: Such proposed assessment roll, in the total amount of $45,385.31 is hereby accepted and shall constitute the special assessment against the lands named therein, and each tract of land therein included is hereby found to be benefited by the proposed current services in the amount of assessment levied against it. Such assessment shall be payable before or during 2006 and shall bear interest at the rate of six percent (6%) from the date of adoption of this assessment resolution. The owner of any property so assessed may, at any time prior to certification of the assessment to the County Auditor, pay the whole of the assessment on such property to the City's Finance Division, and may, at any time thereafter, pay to the City's Finance Division the entire amount of the assessment remaining unpaid, with interest accrued to December 31 of the year in which payment is made. 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RESOLUTION ORDERING UNDERTAKING OF CURRENT SERVICE PROJECT L YNDALE/HUB/NICOLLET(LHN) MAINTENANCE JANUARY 1 THROUGH DECEMBER 31, 2007 WHEREAS, pursuant to ordinance, the City Council of the City of Richfield did establish a special assessment district and did propose that certain services be undertaken by the City in the Lyndale/HUB/Nicollet Redevelopment Area approximately bounded by 64th Street, First Avenue, 67th Street and Emerson Avenue and that the cost of such services be specially assessed against benefited property, and WHEREAS, the City Council of the City of Richfield did also by such resolution set the date of public hearing on the undertaking of such current service project and the levying of special assessment to bear the cost thereof, and WHEREAS, following due notice, such public hearing was held on August 8,2006 at which time all interested parties desiring to be heard were given an opportunity to be heard. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Richfield, Minnesota, as follows: 1. That the following examples of current services of the City shall be undertaken by the City within the LHN Redevelopment Project Area, which area constitutes the special assessment district with the exception of single family, two family and multifamily residential properties, with the cost of such services to be specially assessed against the benefited property within the district: a. Snow, ice or rubbish removal; b. Weed elimination; c. Elimination or removal of public health or safety hazards from private property, excluding any structure included under the provisions of Minnesota Statutes Section 463.15 to. 463.26; d. Installation and repair of water service lines; e. Street sprinkling or other dust treatment of streets; f. Trimming and care of trees and the removal of unsound trees; g. Repair of sidewalks, crosswalks and other pedestrian walkways; h. Operation of the street lighting system; i. Maintenance of landscaped areas and other public amenities on or adjacent to street right-of-way; j. Maintenance of civic plaza; k. Snow removal and other maintenance of streets; I. repair of furniture; and m. General maintenance, including repairs and replacement. 2. The work to be performed may be by day labor, by City force, by contract or by any combination thereof. " ;- 8 b_ {" 3. The designated period of the project shall be from January 1 through December 31,2007. Costs of the project shall be collected in the manner provided in the Richfield Ordinance Code. Passed by the City Council of the City of Richfield, Minnesota, this 8th day of August, 2006. Martin J. Kirsch, Mayor ATTEST: Nancy Gibbs, City Clerk 3b-r; I'- N to 0 (0 0 I'- '<t '<t C") to <Xl C") C") '<t to '<t 0> to ~ I'- C") N <Xl 0 "": LO C'! LO I'- C'! 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N N N N N N N N I- gb-g ~h -10 ~ '1' i z+- ..... 0 rJ) ~ ~ w rJ) i= 0 C) 0:: W Z w 0 Q: n. l- e 0 z W 0:: <C W Z z n. w Z U w 0 ..... (5 w z C) rJ) ;;: z rJ) W w ::E W rJ) z - -I rJ) x C c::: <C -I . ...J w ~I u: I- J: 0 Q: en - :J: :J: Cl l- I- ll) I- Z - Q) Q) W u. 0 ~ 0 0 ~ en en w en en <( 0 0 Z 0 N J: ...J o ~ RICHFIELD MAYOR MARTIN J. KIRSCH CITY COUNCIL BILL KILIAN SUSAN ROSENBERG SUZANNE M. SANDAHL FRED L. WRaGE, JR. CITY MANAGER STEVEN L. DEVICH g b_l ( 6700 Portland Avenue · Richfield, Minnesota 55423-2599 <<PIN>> <<oName1 >> <<oName2>> <<ADDRESS>> <<CSZ>> NOTICE OF ASSESSMENT HEARING NOTICE OF HEARING ON PROPOSED ASSESSMENT FOR CERTAIN SERVICES OF THE CITY WITHIN THE L YNDALE/HUB/NICOLLET REDEVELOPMENT AREA FROM JANUARY 1, 2005 - DECEMBER 31,2005 NOTICE IS HEREBY GIVEN that the Richfield City Council will hold an assessment hearing on the date and at the time and place given below, to pass upon the proposed assessment of maintenance services to that area known as the Lyndale/Hub/Nicollet(L1H/N) Redevelopment Area in the City. DATE, TIME AND PLACE OF HEARING: August 8,2006, at 6:30 p.m. or as soon thereafter as the matter can be reached on the agenda; at Richfield City Hall, 6700 Portland Avenue South, Richfield, Minnesota 55423. NATURE OF IMPROVEMENTAND AREA TO BE ASSESSED: From January 1, 2005 through December 31,2005, the City of Richfield incurred costs for maintenance of the L1H/N area, including such work as landscape maintenance of common properties, including mowing, fertilizing, irrigation repair and other maintenance services. The City proposes to assess the costs for L1H/N maintenance and repair, which totaled $45,385.31 against the properties which benefited from this work. PROPOSED AMOUNT OF ASSESSMENT: The total amount to be assessed against all properties is $45,385.31. The amount to be assessed against your particular property is: <<TotaIAmb> Payment can be made after the assessment is adopted and before November 15, 2006 at the City of Richfield Assessor's office, 6700 Portland Avenue, Richfield, MN 55423. Please make your check payable to the City of Richfield. A copy of the proposed assessment roll is on file for public inspection' at the City Clerk's office, 6700 Portland Avenue South, Richfield, Minnesota. THIS IS THE ONLY NOTICE YOU WILL RECEIVE OF THIS ASSESSMENT. NO SEPARATE BILLING WILL OCCUR. PLEASE DO NOT MAIL PAYMENT BEFORE THE ASSESSMENT HEARING ON AUGUST 8, 2006. The Urban Hometown Telephone (612) 861-9700 · Fax (612) 861-9749 www.cityofrichfield.org AN EQUAL OPPORTUNITY EMPLOYER r ~b'-f;;l ~ A copy of the proposed assessment roll is on file for public inspection at the City Clerk's office, . 6700 Portland Avenue South, Richfield, Minnesota. PAYMENT OF ASSESSMENT: You may pay your assessment at any time after the assessment has been adopted by presenting a check to the City Treasurer at the Assessor's office, 6700 Portland Avenue South, Richfield, Minnesota 55423. Unpaid assessments accrue interest at the rate of six percent (6%) per year. The amount of interest payable depends upon when your payment is made, and the following deadlines apply: Payment within 30 days of adopted assessment: If the original principal amount of the assessment is $300 or more, you may make a partial prepayment of $100 or more within 30 days from the date the Council adopts the assessment, scheduled for August 8, 2006. No interest will be charged on the prepaid portion. Partial prepayments are not allowed after the 30-day period. The unpaid balance will be spread over the life of the adopted assessment. Six percent (6%) interest will not be charged if the entire assessment is paid before November 15th. Payment on or after November 15. 2006: Interest at the rate of six percent (6%) will be charged, calculated from the date of adoption of the assessment until the date of payment. Interest is calculated for 15 months on the first year of the assessment and 12 months thereafter. There is a $1.50 surcharge per year over the life of the assessment when certified to the property tax. Questions regarding the assessment payment procedure should be directed to Annabelle Thomas at 612-861-9714. HEARING PROCEDURE AND OBJECTIONS: The City Council will conduct a public hearing on the proposed assessment on the date and time listed. Written and oral objections will be considered at the meeting, but the Council may consider any objection to the amount of a proposed individual assessment at an adjourned meeting upon further notice to the affected property owners, as the Council deems advisable. The Council may adopt the proposed assessment at the same meeting as the hearing. RIGHT TO APPEAL: You have the right to appeal the City Council's adoption of the assessment. To appeal, you must serve notice of an appeal upon the Mayor or City Clerk within 30 days after the adoption of the assessment, and you must also file the notice of appeal with the Hennepin County District Court within ten days after service upon the Mayor or City Clerk. You may not appeal unless yOU file a written obiection. sioned by you. with the City Clerk prior to the hearino on Auoust 8. 2006, or present the written obiection to the presidino officer at the hearino on Auoust 8th. BY ORDER OF THE CITY COUNCIL THIS 27TH DAY OF JUNE, 2006. Nancy Gibbs, City Clerk Questions? Questions concerning this assessment amount should be directed to Randy Hughes, Operations Coordinator, at 612-861-9175. AGENDA SECTION: AGENDA ITEM # REpORT # Resolution 9 171 ....... STAFF REpORT RICHFIELD CITY COUNCIL MEETING AUGUST 8, 2006 REpORT PREPARED By: VANESSA HAIGHT, CD ASSISTANT COORDINATOR NAME, TITLE COUNCIL PRESENTER: DEPARTMENT DIRECTOR REVIEW: REVIEWED BY CITY MANAGER: ITEM FOR COUNCIL CONSIDERATION: Continuation of the consideration of an appeal to the Board of Adjustments and Appeals regarding the denial of a variance for 6425 Oliver Avenue to allow: a one-foot setback requirement to zero feet for concrete sidewalk and steps, reduction of the three-foot setback re uirement to one foot for an existin shed. Continued from Jul 25,2006. 1. RECOMMENDED ACTION: By Motion: Adopt the attached resolution denying the appeal from the decision of the Hearing Examiner and affirming the Hearing Examiner's decision to deny a variance for the steps, sidewalks and shed at 6425 Oliver Avenue. Continued from Jul 25, 2006 . I II. BACKGROUND I On July 25, 2006 City Council conducted a public hearing regarding the appeal of the Hearing Examiner's decision to deny a variance at 6425 Oliver Avenue. Council requested staff to prepare a revised Finding of Fact permitting a variance for the steps and sidewalk and no variance for the shed. Fence has been corrected. 080806_FindingsOfFacC6425 Oliver I III. BASIS OF RECOMMENDATION I I A. POLICY I . Section 546.03, Subdivision 4 of City Code states that "(The Board of Adjustment and Appeals) shall have the following powers: o a) to hearand decide appeals where it is alleged that there is an error in any order, requirement, decision, or determination made by the Director in the interpretation or enforcement of this code; . o b) to hear and decide variance; o c) to hear and decide appeals of any decision made final by the Planning Commission or by a Hearing Examiner." . The current Zoning Code regulates setback requirements and the height of fences. Within the R District, sidewalks must be set back no less than one foot from any lot line abutting another parcel, unless it is a requirement for a shared access agreement or upon finding of a necessity and public convenience (Section 521.05, Subd.2). Storage sheds must be set back three feet from the side interior property line (Section 521.11, Subd. 9). I B. CRITICAL ISSUES I . There are four requirements by State Statue 462.357 that an applicant must meet in order for the variance to be approved. The applicant must meet all four of the following criteria: o Undue hardship, which denies the applicant reasonable use of their property. o A unique circumstance related to the property. o No adverse impacts on the neighborhood. o The request is the minimum variance necessary to alleviate the undue hardship. I C. FINANCIAL . N/A I D. LEGAL I . City Code Section 546.03 regulates how the Board of Adjustments and Appeals hears and considers appeals. Subdivision 7 states, "The Board shall make a decision regarding any matter before it by adopting findings within 60 days of submission of a written appeal, unless written notice of an extension is provided to the applicant." . The written appeal was submitted on July 3, 2006. A decision must be made no later than September 1,2006. I IV. ALTERNATIVE RECOMMENDATION(S) I . Reject the motion and find that the sidewalk, steps,shed and fence meet City requirements I V. ATTACHMENTS I . Board of Adjustments and Appeals Resolution I VI. PRINCIPAL PARTIES EXPECTED AT MEETING I . Ms. Kristin Ann Brown, applicant . Mr. Daniel Rasmus, applicant's attorney q-I RESOLUTION NO. RESOLUTION DENYING THE APPEAL FROM THE DECISION OF THE HEARING EXAMINER AND AFFIRMING THE HEARING EXAMINER'S DECISION TO DENY A VARIANCE FOR THE STEPS, SIDEWALKS, SHED AND FENCE AT 6425 OLIVER AVENUE Be it resolved by the Board of Adjustment and Appeals of the City of Richfield, Minnesota as follows: I. The Board of Adjustment and Appeals hereby makes the following findings of fact: FINDINGS OF FACT 1. The City of Richfield (the "City") regulates, by ordinance, the setback requirements of sidewalks, steps, storage sheds, and the height requirement of fences. 2. The primary source of such regulations is contained in Appendix B of the Richfield City Code, which is also known as the Richfield Zoning Code. 3. On or about April 26, 2006 the City received an application from Daniel Rasmus, attorney for Kristin Ann Brown (the "Applicant"), 6425 Oliver Avenue (the "Property"), requesting a variance to allow reduction of the one-foot setback requirement to zero feet for concrete sidewalk and steps, reduction of the three-foot setback requirement to one foot for an existing shed, and an increase in the allowable height of a fence on a residential property from six feet to nine and one-half feet. 4. The Property is located in the Single Family Residential (R) zoning district. 5. Subsection 521.05, Subdivision 2 of the Richfield Zoning Code requires sidewalks to be set back no less than one foot from any lot line abutting another parcel. 6. Subsection 521.11, Subdivision 9 of the Richfield Zoning Code requires storage sheds to be set back at least three feet from the side interior property line. 7. Subsection 521.23, Subdivision 2 of the Richfield Zoning Code requires fences to be no more than six feet tall in the R District. 8. On June 20, 2006 the Hearing Examiner conducted a public hearing on the variance request. 9. On or about June22, 2006 the Hearing Examiner published a written decision denying the variance request. 10. On or about July 3, 2006 the City received a written request (the "Appeal") to the Board of Adjustment and Appeals (the "Board") to consider an appeal of the decision of the . Hearing Examiner. 11. The Appeal came before the Board for review and action on July 25, 2006. The Board conducted a public hearing, at which the Applicant was provided the opportunity to testify. 12. At the hearing, City staff verified that the Applicant had modified the fence to come into compliance with the height requirements of Subsection 521.23, Subdivision 2 of the Richfield Zoning Code, and the Applicant withdrew her Appeal with respect to the fence. 13. The sidewalk and steps in question are located between the north wall of the house on the Property and the north line of the Property. Surveys of the Property and of the adjacent property to the north indicate that the area between the house and the north property line varies. A survey of the adjacent property prepared by W. Brown Land 080806_FindingsOfFact_6425 Oliver 0[-:1 Surveying, Inc. indicates that the area is from 3.4 to 4.1 feet wide. A survey of the Property prepared by Pioneer Engineering, P.A. indicates that the area is from 3.7 to 4.1 feet wide, and a survey of the Property prepared by Harry S. Johnson Co., Inc. indicates that the area is from 3.3 to 4.0 feet wide. Regardless of the survey that is used, it appears that the sidewalk and steps fully occupy the available area and encroach onto the property to the north of the Property. 14. The area where the sidewalk and steps are located provides the only access from the front of the Property to the rear yard. A fence near the south property line prevents any access from the front of the Property to the rear yard along the south line. 15. The topography within the area of the sidewalk and steps is somewhat steep, with the elevation falling from the front yard area to th~ rear yard area. Given the topography, there is a reasonable need for steps to be constructed in the area. 16.lf the sidewalk and steps were to be constructed in conformance with City setback requirements, the sidewalk and steps would not be wide enough to safely maneuver a lawn mower from the front to the rear of the Property. However, if a variance were granted to allow an encroachment to within one inch from the north property line, the Applicant would have adequate room to maneuver a lawn mower on the sidewalk and steps. 17. The shed was erected on the Property within the last four years. The Applicant indicated that she located the shed based upon her assumption that an existing fence represented the north property line. The Applicant did not verify the location of lot lines by survey before erecting the shed. The shed does not have footings or a permanent foundation and instead is placed on top of a platform of wood four-by-fours. 18. There are no unique topographical conditions or other circumstances that prevent the Applicant from moving the shed to a location that conforms with City setback requirements. II. The Board hereby makes the following conclusions: CONCLUSIONS 1. The Applicant has shown that the topography of the Property creates a practical difficulty in the use of the Property, unless a variance is granted to allow wider steps along the north line of the Property. 2. The Applicant has demonstrated that compliance with the provisions of Zoning Code Subsection 521.05, Subdivision 2 will result in an undue hardship that justifies a variance for the sidewalk: 3. A variance that allows the sidewalk and steps to encroach into the required setback area up to within one inch of the north line of the Property is adequate to address the hardship. 4. The City has no authority to authorize an encroachment by the Applicant onto the neighboring property to the north. 5. With respect to the shed, the Applicant has not shown that compliance with the provisions of Zoning Code Subsection 521.11, Subdivision 9 will result in an undue hardship that denies the Applicant the reasonable use of the Property. Economic considerations do not qualify as an undue hardship. The applicant's Property can be put to reasonable use if the shed is relocated in compliance with City setback requirements. q-3 6. With respect to the shed, the Applicant has not demonstrated that any unusual or unique circumstances apply to the Property that do not apply to other properties generally. 7. The variance for the shed, if granted, would alter the character of the neighborhood and would have adverse impacts on the neighborhood. Multiple citizen complaints have been made regarding the violations on the Property, indicating an adverse impact to the surrounding properties. 8. The City Council rejects the Applicant's request to determine setbacks based on an assumed property line rather than a certified survey. The Applicant has other legal means available to obtain a judicial determination regarding the location of the property line. If the City were to administer its Zoning Code based upon assumed or agreed property lines, as opposed to certified surveys or judicially determined property lines, it would cause significant difficulties in the efficient and effective administration of the zoning code. III. Based upon the foregoing, the Board hereby makes the following decision: DECISION The appeal of the decision by the Hearing Examiner to allow: a one-foot setback requirement to zero feet for concrete sidewalk and steps is GRANTED in part and DENIED in part. A variance is granted to reduce the one-foot setback to one inch. The appeal of the decision of the Hearing Examiner to allow a reduction of the three-foot setback requirement to one foot for an existing shed is hereby in all respects DENIED. The decision of the Hearing Examiner is affirmed, and the variance is denied. The Applicant is ordered to bring the sidewalk, steps, and shed at 6425 Oliver Avenue into compliance with the provisions of the Richfield Zoning Code, as modified by the variance granted herein, and to pay all required permits and penalties, no later than the earlier of the following: (a) six months from the date of this resolution; or (b) 30 days after the Applicant receives a judicial determination in the pending legal proceeding regarding the location of the property line. If the property line is adjusted as a result of the pending. judicial proceeding, the Applicant may request that the City Council reopen this matter and modify this Resolution as appropriate, depending upon the results of the judicial determination. For purposes of determining compliance with this resolution, the City staff is directed to rely upon the survey of the Property prepared by Pioneer Engineering, Inc. for First American Title Insurance Company. Adopted by the City Council of the City of Richfield, Minnesota this 8th day of August, 2006. Martin J. Kirsch, Mayor ATTEST: Nancy Gibbs, City Clerk AGENDA SECTION: AGENDA ITEM # REpORT # OTHER BUSINESS 10 172 ....... STAFF REpORT RICHFIELD CITY COUNCIL MEETING AUGUST 8, 2006 REpORT PREPARED By: RANDy HUGHES, OPERATIONS SUPERINTENDENT NAME, TInE COUNCIL PRESENTER: NAME, TInE DEPARTMENT DIRECTOR REVIEW: IT, REVIEWED BY CITY MANAGER: ITEM FOR COUNCIL CONSIDERATION: Consideration of authorizing staff to hire Short Elliot Hendrickson to provide architectural and engineering services for a new maintenance facility for an amount not to exceed $151,900 without written approval from staff. 1. RECOMMENDED ACTION: By motion: Approve the purchase of engineering services from Short Elliot Hendrickson (SEH) to provide architectural and engineering services for pre..design and schematic design phases of the new maintenance facility. I II. BACKGROUND I In 1997 requests for proposals were sent out for architectural and engineering services for a new Richfield Maintenance Facility to be located on Portland Avenue adjacent to the Water Plant. Six firms were interviewed and SEH was selected as our consultant. They worked on the design and developing bid specifications for a new facility until the Veteran's Park/Water Plant site was abandoned in January of 1998. SEH and specifically Nancy Schultz also worked with the Maintenance Facility Site Selection Task force formed by the Council in 1998 and again in 2001 which ultimately recommended the Cedar Avenue Site as the best place for a new 0808NewMaintFacility the Longfellow Loop area recommending we purchase the Ketroser property and the suitability of the site for a new maintenance facility. SEH has submitted the attached proposal for pre-design and schematic design phases for a facility to fit the Longfellow Loop site as follows: . Pre-Design - $29,300 - $30,500 . Schematic Design Phase - $102,101 - $121,400 SEH personnel can use the needs assessment and other previous work they performed to reduce project cost. A new firm would need to spend time and money to do the background work that SEH has already completed. The members of the proposed SEH design team are substantially the same as those used on the past plans. I III. BASIS OF RECOMMENDATION I I A. POLICY. I . Council approval is required if Council's decision results in expenditures over $25,000. Staff anticipates continuing with SEH and revisiting the Council with firm numbers as we progress beyond the schematic design phase. I B. . CRITICAL ISSUES I . SEH and Nancy Schultz have provided excellent service to the City in the various tasks they have been assigned in the past nine years in the City's quest for a new maintenance facility. I C. FINANCIAL I . Funding has been identified in the 2006 - 2007 Capital Improvement Budget for the design phases of this project. I D. LEGAL I . A public hearing was held on July 11, 2006 and transitory ordinance No. 18.39 (Bill No. 2006-12) was passed by the Council allowing the City to proceed with expenditures for the engineering services and design of this project. I IV. ALTERNATIVE RECOMMENDATION(S) I . Council could choose not to hire SEH and do a request for proposal for another architectural and engineering firm to provide their services for this project. . Council could choose to hire SEH for only the pre-design phase at this time. I V. ATTACHMENTS . Proposal from SEH. I VI. PRINCIPAL PARTIES EXPECTED AT MEETING . None 10--1 SEH August 1, 2006 RE: City of Richfield Maintenance Facility Design Services SEH No. P-RICHF0304.00 Mr. Randy Hughes City of Richfield 7700 Pillsbury Ave Richfield, MN 55423 Dear Randy: Short Elliott Hendrickson Inc. (SEH@) is pleased to submit this proposal for professional services to design your.new Maintenance Facility. With critical steps concerning the site conditions resolved, the next step in meeting your maintenance facility needs is to update the space needs program and design a conceptual layout for the new site (Predesign Phase). After this is complete, a detailed development of the conceptual design to clearly describe building systems, materials, appearance, and the final arrangement of spaces, along with detailed description of probable costs of construction (Schematic Design Phase), will allow the council to clearly understand the costs and type of building that will meet their needs well into the foreseeable future. This proposal identifies the scope of work and the associated fees for both the Predesign and the Schematic Design phases of your project. We anticipate that once the Schematic Design phase has met with your formal approval, we will provide you with a lump-sum fee to complete the DD, CD, and CA phases. A notice to proceed to the DD, CD, Bidding, and CA phases from you will initiate the professional services we are to perform for those phases of your project. PROJECT UNDERSTANDING 1. Project Description: Design a maintenance facility approximately 80,000 square feet in size, located on the Longfellow Loop site in Richfield, Minnesota. The intent of the design process will be to find cost saving measures to reduce the size and cost to build and operate the facility, yet meet the operational needs required to provide public works services for your community. 2. Assumptions. Following is a list of assumptions/services related to SEH's professional services: A. Ownership of the site is expected to be finalized during the Predesign and Schematic Design phases of this project. B. Wherever appropriate, reuse of existing drawings and specifications will be integrated into the design of the facility. C. After approval of this proposal, SEH will prepare an AIA-B151 Owner/Architect Agreement with this letter as an attached Exhibit, making it the legal agreement identifying all the responsibilities for projects of this type and size. Short Elliott Hendrickson Inc., Butler Square Building, Suite 710C, 100 North 6th Street, Minneapolis, MN 55403-1515 SEH is an equal opportunity employer I www.sehinc.com I 612.758.6700 I 866.830.3388 I 612.758.6701 fax Randy Hughes August 2, 2006 Page 2 10 -d- SCOPE OF WORK Our professional services are described in Exhibit A, "Schedule of Designated Services," attached with this letter proposal. PROFESSIONAL DESIGN FEES AND REIMBURSABLES SEH will provide the services outlined in the Schedule of Designated Services for the Predesign and Schematic Design phases for a fee in the range of $131,401 to $151,900, not including reimbursable expenses such as mileage, mea1s, printing costs, etc. related to the project. The fees will be computed using hourly billing rates, with a maximum amount of $151,900. If you direct us to perform any additional services on this project or if the scope of the project changes substantially, additional charges would be based upon our hourly billing rates. No additiona1 work will be performed without your specific written approval. We will contact you in writing prior to performing any work if we receive a request from the City that constitutes a materia1 change in the. established scope of work. The range of fees that we anticipate for the phases of this project are as follows: Low High $29,300 $30,500 $102,101 $121,400 Predesign Phase: Schematic Design Phase: Fees will be negotiated after the completion of the PredesignlSchematic Design phases when a construction budget has been determined. One of the goals of the project is to establish a lower construction budget, due to the fact that the space and aesthetic needs for the facility have been reduced since the 1997 design. The Predesign and Schematic Design phases will provide the process that will determine the look of the new facility, how it will function, and the probable cost of construction. We will provide you a fixed fee for the remaining phases after the Predesign and Schematic Design phases are complete and approved by your Council. SCHEDULE The architectural services shall be performed as expeditiously as is consistent with the orderly progress of the work. Upon request by the Owner, SEH sha1l submit for your approva1 a schedule for the performance of our services, which may be adjusted as the project proceeds, andshall include allowances for periods of time required for Owner's review and approval of submissions by authorities having jurisdiction over the project. The anticipated schedule for the project is as follows: Predesign: Schematic Design: Design Development: Construction Documents: Bidding: Construction Administration: August/Sept 06 October/November 06 December 06 January 07 February 07 April/May 07 to April/May 08 Short Elliott Hendrickson Inc., Butler Square Building, Suite 710C,100 North 6th Street, Minneapolis, MN 55403-1515 SEH is an equal opportunity employer I www.sehinc.com I 612.758.6700 I 866.830.3388 I 612.758.6701 fax Randy Hughes August 2, 2006 Page 3 10---3 Weare very excited with the opportunity to provide the professional services needed for the City of Richfield to build a maintenance facility that will allow you to provide high quality services in the most efficient means possible for years to come. Should you have any questions, please do not hesitate to call me at 612.360.3889 or email meatnschultz@sehinc.com Sincerely, Nancy Schultz, AlA Principal ngsw/sl Exhibit A t:\scarchlmisc correspondence\l-proposal richfield mf.doc Short Elliott Hendrickson Inc., Butler Square Building, Suite 710C, 100 North 6th Street, Minneapolis, MN 55403-1515 SEH is an equal opportunity employer I www.sehinc.com I 612.758.6700 I 866.830.3388 I 612.758.6701 fax '< ' ,(f ~ Ib.-Lf Exhibit A Schedule of Designated Services/Work Plan 2006 Richfield Maintenance Facility Project - -- - - -~ -~ - - - - -- --~ - - - - - - ! i i , ; -. Pr D ign Phase Project Administration Lead Assist Project start-up, Project Website Setup Owner Lead Team (Include Council Assist Lead Website Project Directory Liaison) Groups Kick-off Meeting Lead Participate Meeting minutes, Client Service Planner Space Needs Assessment (Programming) -- Interview Department Representatives Lead Participate Space Needs Program - Updated Review, Revise, Approve Document 10 Meetings Conceptual Integrated Design Workshop Graphic Representation of (CIDW) Conceptual Design, Summary of Develop, Analysis Tradeoffs, Select Lead Participate ALL Selected Integrated Design 4 Meetings Systems Develop Conceptual Design Option/s (Major Spaces & Site Master Plan) Graphic Representations of Site Review, Revise, Recommend Lead Participate and Floor Plans 4 Meetings Review Conceptual Design Option/s wI City Planning, Fire, Inspections (if these members are not included in CIOW) Lead Participate Graphic Representation Review, Revise 1 Meeting Stakeholder Input Meeting (Open House) Review, Revise Lead Assist/Participate Support Documentation as required 1 Meeting Cost Analysis - Conceptual Design Option/s Review, Revise Lead Participate Summary of Cost Analysis with Recommendations 3 Meetings Regulatory Review including identifying Lead Participate Memo of understanding easements & permits summarizing regulatory Review, Revise requirements Approval of Preferred Conceptual --Design Presentation Material, Graphic Option Representation of Options with probable cost of construction & 2 Meetings total project budget estimates Depending on results of Pre-design Development, provide additional services To be to help make informed decisions - i.e., Lead determined traffic studies, structural integrity, material or equipment testing, etc. lnt grat d Schematic Design Phase Detailed development of conceptual design to clearly describe building systems, materials, colors and final arrangement of spaces. Project Administration Lead Assist Meeting minutes, schedule updates and review budgets . ' ID-5 Exhibit A Schedule of Designated Services/Work Plan 2006 Richfield Maintenance Facility Project 1: ~ ~- - - ~- - ~, ~ - - ~ - - ~~ ~ - ~ ~ - - ~ ~ - ~ , ~ . Develop Schematic Design Lead Participate Graphic representation detailing Review, and Revise preferred floor plans, elevations site plan, wall sections & 6 Meetings proposed alternates. Detailed project & construction cost estimates with allocation of costs to respective funding sources Develop FF & E Schematic Design Review & Revise Lead Participate Graphic Representation of FF & E Design 2 Meetings Second option of probable project & Confirmation of detailed project construction costs Lead Review & construction cost estimates with allocation of costs to respective funding sources Evaluate, Potential "tripping hazards" & Stakeholder Support -- Support Documentation as Strategize, Implement, Confirm Support Lead Participate required 4 Contingent Meetings Develop color perspective renderings of final Graphic, representations of Schematic Design. Lead Review schematic design in perspective Regulatory Review Update, including Lead Participate Memo of understanding identifying easements & permits summarizing regulatory Review, Revise requirements Room Summary Schedule (Draft) Lead Participate Room Summary Schedule Official Owner review & approval of final Floor plans, FF & E plans, schematic design --- elevations, site plan, wall Review, Revise, Approve Lead Review/Approve sections & proposed alternates. Detailed project & construction, 2 Meeting cost estimates. o sign 0 velopment Phase Completion of detailed development of Schematic Design Project Administration Lead Participate Meeting minutes, schedule updates & budget reviews Further develop Architectural Systems Lead Participate Plans & specifications Further develop Structural Systems Lead Participate Plans & specifications Further develop Plumbing Systems Lead Participate Plans & specifications Further develop HVAC Systems Lead Participate Plans & specifications Further develop Electrical Systems Lead Participate Plans & specifications Further develop Civil/UtilitiesfTraffic Systems Lead Participate Plans & specifications Further develop Landscape Development Lead Participate Plans & specifications Further develop Interior Development Lead Participate Plans & specifications Further develop Voice/Data/Structured Lead Participate Plans & specifications Cablina Further develop Equipment Selection Lead Participate Equipment specifications 11' ... 10- (p Exhibit A Schedule of Designated Services/Work Plan 2006 Richfield Maintenance Facility Project - - , - ~ -- - - - I - - . Revise Room Summary Schedule (includes itemized room summary of furniture, fixtures & equipment, owner supplied equipment, Lead Participate Room Summary Schedule salvaged equipment, detailed room finishes & mech & electrical systems. Update Cost Estimates including 2nd opinion Detailed project & construction Lead Participate cost estimates with allocations cost review of cost to respective funding sources. Design Development Meetings Review and Revise Lead Participate Meeting Minutes & Coordination Documents 3 meetings Update Regulatory Review, verify status of Regulatory Forms, memos of respective, Government Approvals, review with regulatory officials Lead Assist understandings or conversations Submittal of 10 sets of 24" x 36" plans, 5 half-size of floor plans, elevations, site plan, wall Review & Approval of 95% Design Lead Approve sections & proposed alternates. Development Phase Detailed project & construction cost estimates with allocations of cost to respective funding sources. "Incorporate Owners Design Review Lead Participate Comments Final D ign/Construction Document Completion of detailed construction plans and specifications, "Bidding Documents". Project Administration Lead Participate Meeting minutes, schedule updates & budget reviews Assemble Front End Documents for Project Lead Participate Division 000000 specifications Manual QAQC Review of Architectural Systems Lead Participate Plans & specifications QAQC Review of Structural Systems Lead Participate Plans & speCifications QAQC Review of Plumbing Systems Lead Participate Plans & specifications QAQC Review of HVAC Systems Lead Participate Plans & specifications QAQC Review of Electrical Systems Lead Participate Plans & specifications QAQC Review of Civil/Utilities/Traffic Lead Participate Plans & specifications Svstems QAQC Review of Voice/Data/SC Lead Participate Plans & specifications QAQC Review of Landscape Development Lead Participate Plans & specifications QAQC Review of Interior Development Lead Participate Plans & specifications QAQC Review of Equipment Selection Lead Participate Equipment specifications Finalize Room Summary Schedule (includes itemized room summary of fumiture, fixtures & equipment, owner supplied equipment, Lead Room Summary Schedule salvaged equipment, detailed room finishes & mech & electric;al systems. f" 10-1 Exhibit A Schedule of Designated Services/Work Plan 2006 Richfield Maintenance Facility Project ~ ~ ~ ~ ~ ~ - -- - ~- ~ - ~ - - ~ ~ ~ u ~ ~ i , I : - - , ! , . Detailed project & construction cost estimates with allocations Finalize Cost Estimates Lead Participate of cost to respective funding sources and coordinated with Bid Tabulation in Project Manual Final Design Meetings Review and Revise Lead Participate Meeting Minutes & Coordination Documents Finalize Regulatory Requirements, verify Regulatory Forms, memos of status of respective, Government Approvals, & incorporate into Bidding Documents Lead Assist understandings or conversations Submittal of 25 sets of 24" x 36" plans, 5 half-size sets & 30 sets of Project Manual. Detailed Submittal of Bidding Documents Lead Approve project & construction cost estimates with allocations of cost to respective funding sources. Bidding and Negotiations Phase . Public biading of the project, and preparations of construction contracts. Project administration Lead Advertise for bids Lead Assist Invitation to Bid Pre Bid Meeting Lead Participate/Assist Meeting Minutes Addenda Lead Assist Addenda as required Bid Opening Lead Participate Bid tabulations Bid evaluation/recommendation Lead Participate Respective documentation Award of Bid Meetings Assist Lead Approval to award construction contract Assist Lead Agency Approval Prepare construction contract agreements Assist Lead Owner/Contractor Agreements Develop overall inspection plan, traffic control Plans submitted to City within 7 inspection plan & testing plan Lead Participate days after award of construction contract Pre-construction Meeting Lead Participate Meeting documentation & distribution Project Administration Lead Participate Meeting minutes, schedule updates & budget reviews Weekly safety & coordination meetings, meeting Construction Meetings Lead Participate documentation including daily logs, distribute respective team members Public Relations Plan Lead Participate PR plan, (newsletters, meetings etc.) . ,- lo--~ Exhibit A Schedule of Designated Services/Work Plan 2006 Richfield Maintenance Facility Project , . f- - - - - --- - - ~~ ~ ~ - - - - - - , e 1 [ i - , ;, , : ' . Requests for Infonnation (RFI's) Respond to Participate Respective Documentation Requests Inspections & Special Inspections Lead Participate Testing Reports, construction compliance reports Shop Drawings Review!Approval Review! Approve Participate Respective documentation Shop Drawing Log Lead Participate Shop Drawing Log & all updates Change Orders Lead or Review Review! Approve Respective documentation Field Drawings Lead Participate Update plans as required Review Payment Requests Review! Approve Review! Approve Respective Documentation Operations & Maintenance Manuals Collect & Assemble Review! Approve o & M Manuals Pre-Final Inspection punch list One Substantial Compliance Inspection Lead Participate Certificate & Substantial Completion Date & payment recommendations Certificate of Completion & Final Inspection Lead Participate Report Payment Recommendations Project Schedule Monitoring Lead Participate Respective documentation Project Closeout Lead Participate Final completion documentation Record Drawings Lead Participate Final Record Drawings and Specifications Post Construction Services Lead Participate Warranty check report Legend SM Sue Mason SEH Client Service Manaaer NS Nancy Schultz SEH Proiect ManaQer PP Paul Paskco SEH Civil Enaineer CB Chris Behrinaer SEH Landscape DesiQner RF Ron Farmer SEH Geotechnical Enaineer MO Mollv Olivier SEH Interior DesiQner DD Duane Dav SEH Proiect Architect HK Harrv Koustzombous SEH Structural EnQineer TS Tim Smith KFI Securitv/Tech Desian MP Mike Parish KFI Electrical Enaineer DJ Dave Jansa KFI HV AC/Plumbina/Fire Protection BL Brian L KFI Comrnissionina GF GreQ Finstead SEH Parkina Specialist AGENDA SECTION AGENDA ITEM # REpORT # OTHER BUSINESS 11 173 STAFF REpORT RICHFIELD CITY COUNCIL MEETING AUGUST 8, 2006 REpORT PREPARED By: CHERYL KRUMHOLZ, EXEC. COORDINATOR NAME, TITLE COUNCIL PRESENTER: REVIEWED BY CITY MANAGER: ITEM FOR COUNCIL CONSIDERATION: Discussion regarding Council attendance at December 2006 National League of Cities Conference. 1. RECOMMENDED ACTION: By Motion: Designate Council Member(s) to attend the December 2006 National League of Cities (NLC) Congress of Cities Conference from December 5-9,2006 in Reno, Nevada. I II. BACKGROUND I In 2003, the City Council decided that attendance at conferences should be rotated among the Council Members, therefore this item is placed on the agenda for the Council consideration. On January 10, 2006, the City Council designated Mayor Kirsch to attend the March 2006 NLC Congressional Conference and Council Member Kilian to attend the September 2006 N.O.I.S.E. Conference. The City Council made a motion to reserve making the determination of attendee(s) to the December 2006 NLC Congress of Cities Conference. The early registration fee is currently available for the December conference so it would be cost effective for the City Council to make a designation at this time. According to State Statute 471.66, the governing body of cities and school districts must adopt a policy that controls out-of-state travel for elected officials. That policy 0808NLC was adopted by the City Council in November 2005 and stipulates that the City' Council must approve, in advance by a motion, attendance at out-of-state conferences. I III. BASIS OF RECOMMENDATION I I A. POLICY I . The Council has determined that attendance at the NLC and N.O.I.S.E. Conferences is beneficial to the City's operations and long- range planning efforts. I B. CRITICAL ISSUES I . It is critical that the City Council remains in the informational loop regarding congressional activities as it relates to airporUaviation activities, federal funds and homeland security issues. I C. FINANCIAL I . The NLC Conferences are budgeted in the City's 2006 budget. The N.O.I.S.E. Conference is budgeted in the HRA 2006 budget. . The estimated total cost of each conference, including registration, flight, lodging and per diem, is $3000 per Council Member. I D. LEGAL I . According to State Statute 471.66, the governing body of cities and school districts must adopt a policy that controls out-of-state travel for elected officials. The policy was adopted by the City Council in November 2005 and applies to this motion. I IV. ALTERNATIVE RECOMMENDATION(S) I . Do not designate a Council Member to attend the conference. I V. ATTACHMENT (s) . List of conferences. I VI. PRINCIPAL PARTIES EXPECTED AT MEETING . None. 11-1 COUNCIL MEMBER ATTENDANCE AT NATIONAL CONFERENCES 2003 - 2006 CONFERENCE DATE LOCATION ATTENDEES 2003 NLC March 7-11 Washington, DC Enger Ulrich NOISE July 16-18 Washington, DC None NLC December 9-13 Nashville, TN Sandahl 2004 NLC March 5-9 Washinoton, DC Kirsch NLC April 29-May 1 Portland, OR Sandahl Institute for Rosenberg Youth, Education and Families NOISE Julv 21-23 TBA None NLC November 30 - Indianapolis, IN None December 4 2005 NLC March 11-15 Washington, DC Kirsch Congressional City Conference NOISE Julv 20-22 Eagan, MN All NLC December 6-10 Charlotte, NC None Congress of Cities 2006 NLC March 11-15 Washington, DC Kirsch Congressional City Conference NOISE September 27-29 San Francisco, CA Kilian NLC December 5-9 Reno, NV TBD Congress of Cities 07/24/06