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010813completeagenda CITY OF RICHFIELD, MINNESOTA TUESDAY, JANUARY 8, 2013 RICHFIELD MUNICIPAL CENTER 6700 PORTLAND AVENUE SPECIAL CITY COUNCIL WORKSESSION BARTHOLOMEW ROOM 5:45 P.M. AGENDA Call to order Roll call 1. Discussion regarding transportation forecasting (Council Memo No. 3) Notes: Adjournment REGULAR CITY COUNCIL MEETING COUNCIL CHAMBERS 7:00 P.M. AGENDA INTRODUCTORY PROCEEDINGS Call to order Oath of office to City Council Member Pat Elliott, Ward 1 Oath of office to City Council Member Edwina Garcia, Ward 2 Oath of office to City Council Member Tom Fitzhenry, Ward 3 Open forum (15 minutes maximum) Roll call 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) Special City Council Worksession of December 11, 2012 and (2) Regular City Council Meeting of December 11, 2012 PRESENTATIONS 1. Recognition of out-going City Council Member Fred Wroge, Ward 2 2. Presentation of Certificate of Achievement for Excellence in Financial Reporting from Government Finance Officers Association to City of Richfield Finance Manager, Chris Regis (Council Memo No. 1) 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 on these items is necessary. However, any Council Member may request that an item be removed from the Consent Calendar and placed on the regular agenda for Council discussion and action. All items listed on the Consent Calendar are recommended for approval. A. Consideration of approval of designating Assistant City Manager or available Department Director as Acting City Manager in 2013 in event City Manager is absent from City S.R. No. 1 B. Consideration of approval of resolution regarding City Council Member attendance at City Council meetings for 2013 S.R. No. 2 C. Consideration of approval of resolution designating Richfield Sun-Current as official newspaper for City of Richfield for 2013 S.R. No. 3 D. Consideration of approval of resolutions designating official depositories, including approval of collateral, for City of Richfield for 2013 S.R. No. 4 E. Consideration of approval of resolution authorizing use of City credit cards by City employees otherwise authorized to make purchases on behalf of City S.R. No. 5 F. Consideration of approval of resolution establishing City's Public Purpose Expenditure Policy for fiscal year 2013 S.R. No. 6 G. Consideration of approval of resolution authorizing subdivision waiver for 6416-16th Avenue into two-single family lots S.R. No. 7 H. Consideration of approval of statement of commitment supporting grant application to National Endowment for the Arts for Lyndale Gardens Town Center Project through Springboard for the Arts S.R. No. 8 I. Consideration of approval of Complete Streets Policy as recommended by Transportation Commission S.R. No. 9 J. Consideration of approval of resolution authorizing execution of documents related to sale of three revenue notes issued by City for benefit of Academy of Holy Angels to Home Federal Bank S.R. No. 10 Notes: 6. Consideration of item(s), if any, removed from Consent Calendar Notes: OTHER BUSINESS 7. Consideration of hiring HR Green, Inc. to provide: • preliminary engineering services for Portland Avenue reconstruction project at cost not to exceed $363,000 and • project coordination services for 66th Street reconstruction project at cost not to exceed $148,000 Staff Report No. 11 Notes: 8. Consideration of designating City Council liaison appointments for 2013 to various metropolitan agencies and City commissions Staff Report No. 12 Notes: 9. Consideration of City Council attendance at 2013 National League of Cities conferences Staff Report No. 13 Notes: 10.Consideration of designating Mayor Pro Tempore for 2013 Staff Report No. 14 Notes: CITY MANAGER'S REPORT 11.City Manager's Report Notes: 12.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: 13.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. CITY OF RICHFIELD, MINNESOTA Office of City Manager January 3, 2013 Council Memorandum No. 3 The Honorable Mayor and Members of the City Council Subject: Transportation Forecasting (Worksession Agenda Item No. 1) Council Members: The City is at the center of a rapidly evolving transportation future. At the January 8, 2013 City Council Worksession on Transportation Forecasting, staff is seeking to provide updates on identified transportation projects. The following items will be discussed at the worksession: • Identified Transportation Projects (CIP) • Capital Improvement Budget Forecast (GIB) • Richfield Parkway Phase II Update (63rd to 65th) • Regional Perspectives, Considerations and Approaches Please contact Mike Eastling, Public Works Director, at 612-861-9792 with questions. ':-s .;'ctf Ilysubmi.ed,ti.02/4 en icti ... City Manager SLD:cak Email: Department Directors Assistant City Manager CITY COUNCIL MINUTES Richfield, Minnesota geZqieedSpecial City Council Worksession December 11 , 2012 CALL TO ORDER The meeting was called to order by Mayor Goettel at 5:47 p.m. in the Bartholomew Conference Room. ROLL CALL Council Members Debbie Goettel, Mayor; Tom Fitzhenry; Pat Elliott; and Present: Sue Sandahl Council Member Absent: Fred Wroge Staff Present: Steven L. Devich, City Manager; Mike Eastling, Public Works Director; Jim Topitzhofer, Recreation Services Director; John Stark, Community Development Director; Karen Barton, Community Development Manager; Jeff Pearson, Transportation Engineer; and Cheryl Krumholz, Executive Coordinator Item #1 DISCUSSION REGARDING COUNTY ROAD TASK FORCE (COUNCIL MEMO NO. 129) Public Works Director Eastling and Transportation Engineer Pearson explained a process for establishing a County Road Task Force lead by the Transportation Commission to address upcoming county road reconstruction projects, including 66th Street visioning workshops. HR Green representatives explained they will assist with attaining the goal of producing a guiding vision and principles used in the preliminary engineering process to maximize the public investment and that the community's values are met. The City Council consensus was to proceed with the process, include all Council Members as task force members, and at the end of the guiding principles workshops conduct a public open house that includes businesses along 66th Street. Item #2 DISCUSSION REGARDING LYNDALE GARDENS REDEVELOPMENT UPDATE (COUNCIL MEMO NO. 130) Colleen Carey, The Cornerstone Group, presented an update on the Lyndale Gardens redevelopment project, 6400 Lyndale Avenue. She confirmed that Cornerstone has a commitment from Lakewinds Natural Foods to be at this location. Special Worksession Minutes -2- December 11, 2012 Ms. Carey stated the original concept plan of the project included saving the garden center building and reconstructing it. She explained a proposed change to subdivide several parcels that included selling the garden center parcel to Lakewinds Natural Foods to build their building and parking lot. This proposed change would require a modification to the agreement between Cornerstone and the City, which could be presented to the City Council for consideration at a future meeting. Ms. Carey presented the revised concept site plan. The City Council consensus was to proceed with the proposed revised plan, including Lakewinds Natural Foods constructing a new building and parking lot. ADJOURNMENT The meeting was adjourned by unanimous consent at 6:50 p.m. Date Approved: January 8, 2012 Debbie Goettel Mayor Cheryl Krumholz Steven L. Devich Executive Coordinator City Manager CITY COUNCIL MEETING MINUTES .eQ Richfield, Minnesota 4c'4' Regular Meeting December 11 , 2012 CALL TO ORDER The meeting was called to order by Mayor Goettel at 7:00 p.m. ROLL CALL Members Present: Debbie Goettel, Mayor; Pat Elliott; Tom Fitzhenry; and Sue Sandahl. Members Absent: Fred Wroge. Staff Present: Steven L. Devich, City Manager; John Stark, Community Development Director; Mike Eastling, Public Works Director; Jim Topitzhofer, Recreation Services Director; Todd Sandell, Public Safety Director; Chris Regis, Finance Manager, Chris Link, Operations Superintendent; Corrine Heine, City Attorney; and Cheryl Krumholz, Executive Coordinator. OPEN FORUM Patricia Gernbacher, 6414-17th Avenue, spoke about the proposed Richfield Parkway project which includes the purchasing of her parent's home. She requested the time her parents can remain in their home be extended. PLEDGE OF ALLEGIANCE Mayor Goettel led the audience in the Pledge of Allegiance. APPROVAL OF MINUTES M/Fitzhenry, S/Sandahl to approve the minutes of(1) Special City Council Meeting of November 27, 2012 and (2) Special City Council Meeting of December 4, 2012. Motion carried 4-0. Council Meeting Minutes -2- December 11,2012 Item #1 COUNCIL DISCUSSION • SCHEDULE SPECIAL CITY COUNCIL MEETING FOR ADVISORY COMMISSION INTERVIEWS • HATS OFF TO HOMETOWN HITS The City Council scheduled the Special City Council Meeting on Saturday, January 12, 2012 at 9 a.m. to conduct advisory commission interviews. Steve Quam, Richfield Foundation Chair, presented the Richfield Foundation grants to Cornerstone Advocacy, Oasis For Youth, Loaves & Fishes, Fraser School, Richfield ELC Fund, Richfield Transitions Program, MIRA and Richfield Dual Language School. Council Member Elliott acknowledged the successful snowplowing of Richfield streets. Council Member Sandahl acknowledged the Arts Commission. Council Member Fitzhenry announced the Beyond the Yellow Ribbon `Reach Across America' event at Fort Snelling. Mayor Goettel stated the redevelopment of the Lyndale Gardens site is moving forward and that there is an agreement with Lakewinds Natural Foods to be part of the project. Public Safety Director Sandell stated a recent alcohol compliance check of 33 Richfield businesses was conducted and all passed. Item #2 COUNCIL APPROVAL OF AGENDA Mayor Goettel moved Consent Calendar Item 3D for separate consideration as Item 4. M/Sandahl, S/Fitzhenry to approve the agenda as amended. Motion carried 4-0. Item #3 CONSENT CALENDAR A. Consideration of approval of resolution reappointing Abisola Omiwade, General Manager of Candlewood Suites; Raj Bhakta, General Manager of Americlnn; and Adam Selby, Hampton Inn, to Richfield Tourism Promotion Board for three-year terms ending December 31, 2015 S.R. No. 209 RESOLUTION NO. 10716 RESOLUTION APPOINTING REPRESENTATIVES TO THE BOARD OF DIRECTORS OF THE RICHFIELD TOURISM PROMOTION BOARD, INC. • This resolution appears as Resolution No. 10716. B. Consideration of approval of resolution granting conditional use permit for traditional (Class II) restaurant at 811 66th Street East S.R. No. 210 Council Meeting Minutes -3- December 11,2012 RESOLUTION NO. 10717 RESOLUTION APPROVING A CONDITIONAL USE PERMIT FOR A TRADITIONAL (CLASS II) RESTAURANT AT 811 66TH STREET EAST This resolution appears as Resolution No. 10717. C. Consideration of approval of confirming City Manager's reappointment of Connie Murray and Paul Wasko for two-year terms as Hearing Examiners S.R. No. 211 D. Item moved from Consent Calendar to be considered separately as Item 4. E. Consideration of approval of transfer of assets to close out funds that are part of Interstate- Lyndale-Nicollet Tax Increment District S.R. No. 213 F. Consideration of approval of hiring SEH, Inc. for development of utility reconstruction analysis for future reconstruction of City's sanitary and water utilities along Hennepin County roads at cost not to exceed $69,657 S.R. No. 214 G. Consideration of approval of resolution granting site plan approval for day care serving up to five persons at 6630 Penn Avenue S.R. No. 215 RESOLUTION NO. 10719 RESOLUTION GRANTING APPROVAL OF A SITE PLAN TO ALLOW A COMMERCIAL DAY CARE FACILITY AT 6630 PENN AVENUE This resolution appears as Resolution No. 10719. H. Consideration of approval of resolution granting site plan approval for day care serving up to 28 persons at 6341 Penn Avenue S.R. No. 216 RESOLUTION NO. 10720 RESOLUTION GRANTING APPROVAL OF A SITE PLAN TO ALLOW A COMMERCIAL DAY CARE FACILITY AT 6341 PENN AVENUE This resolution appears as Resolution No. 10720. I. Consideration of approval of authorizing City of Richfield to enter Contract No. A121234 with Hennepin County for Sentencing to Service program services not to exceed $52,462.80 in 2013 and not to exceed $54,038.40 in 2014 S.R. No. 217 RESOLUTION NO. 10743 RESOLUTION AUTHORIZING THE CITY OF RICHFIELD TO ENTER INTO HENNEPIN COUNTY CONTRACT NO. A121234 WITH THE COUNTY OF HENNEPIN, STATE OF MINNESOTA FOR SENTENCING TO SERVICE (STS) PROGRAM SERVICES THROUGH DECEMBER 31, 2014 This resolution appears as Resolution No. 10743. J. Consideration of approval of contract with Graymont (WI), LLC Company for purchase of 1,400 tons of quick lime for water treatment in amount of$200,200 ($143/ton) for 2013 S.R. No. 218 K. Consideration of approval of resolution authorizing City of Richfield to enter into agreement with State of Minnesota Office of State Court Administration to access Minnesota Court Data Services S.R. No. 219 Council Meeting Minutes -4- December 11,2012 RESOLUTION NO. 10721 RESOLUTION AUTHORIZING THE CITY OF RICHFIELD TO ENTER INTO AN AGREEMENT WITH STATE OF MINNESOTA, OFFICE OF STATE COURT ADMINISTRATION TO ACCESS COURT DATA SERVICES This resolution appears as Resolution No. 10721. L. Consideration of approval of resolution authorizing Richfield Public Safety's acceptance of $3,000 grant from Target Corporation; $500 donation from Modern Manufacturing & Engineering, INC, $200 donation from Broadway Pizza; and personal donations of$250, $150 and $58.58 S.R. No. 220 RESOLUTION NO. 10722 RESOLUTION AUTHORIZING THE DEPARTMENT OF PUBLIC SAFETY/POLICE TO ACCEPT THE COMMUNITY LEADERSHIP GRANT OF $3000 FROM TARGET CORPORATION, $500 FROM MME, $150 FROM LISALAN THAI AND $250 FROM MARY LIEN-WIMPLING, $200 FROM BROADWAY PIZZA, $58.58 FROM DONATION JAR LOCATED AT BROADWAY PIZZA TO BE USED FOR THE POLICE "HEROES & HELPERS (FORMERLY SHOP WITH A COP)" EVENT This resolution appears as Resolution No. 10722. M. Consideration of approval of resolution authorizing acceptance of$5,949.93 grant from U.S. Department of Justice, Office of Justice Programs, for purchase of bulletproof vests for Richfield Police S.R. No. 221 RESOLUTION NO. 10723 RESOLUTION APPROVING THE GRANT WITH THE U.S. DEPARTMENT OF JUSTICE, OFFICE OF JUSTICE PROGRAMS AND RICHFIELD POLICE FOR BULLETPROOF VESTS This resolution appears as Resolution No. 10723. N. Consideration of approval of resolution authorizing Public Safety Department/Police acceptance of$100 donation from Alerus Mortgage S.R. No. 222 RESOLUTION NO. 10724 RESOLUTION AUTHORIZING RESOLUTION AUTHORIZING RICHFIELD PUBLIC SAFETY/POLICE TO ACCEPT A DONATION OF $100 FROM ALERUS MORTGAGE IN THE NAME OF RICHFIELD RESIDENT RYAN RICARD This resolution appears as Resolution No. 10724. O. Consideration of approval of resolutions amending 2012-2013 labor agreements with 911 Dispatchers LELS Local 225, Police Officers & Detectives, LELS Local 123 and Police Supervisors LELS Local 162 S.R. No. 223 RESOLUTION NO. 10725 RESOLUTION DESIGNATING CITY'S CONTRIBUTION TOWARDS HEALTH AND DENTAL INSURANCE PREMIUMS FOR EMPLOYEES COVERED BY THE LAW ENFORCEMENT LABOR SERVICES LOCAL 225 This resolution appears as Resolution No. 10725. Council Meeting Minutes -5- December 11,2012 RESOLUTION NO. 10726 RESOLUTION DESIGNATING CITY'S CONTRIBUTION TOWARDS HEALTH AND DENTAL INSURANCE PREMIUMS FOR EMPLOYEES COVERED BY THE LAW ENFORCEMENT LABOR SERVICES LOCAL 123 This resolution appears as Resolution No. 10726. RESOLUTION NO. 10727 RESOLUTION DESIGNATING CITY'S CONTRIBUTION TOWARDS HEALTH AND DENTAL INSURANCE PREMIUMS FOR EMPLOYEES COVERED BY THE LAW ENFORCEMENT LABOR SERVICES LOCAL 162 This resolution appears as Resolution No. 10727. P. Consideration of approval of 2013 renewal of named business licenses for on-sale and off sale 3.2 percent malt liquor establishments, taxi companies and rental of trailers and trucks doing business in Richfield. S.R. No. 224 License to Sell 3.2 Percent Malt Liquor License to Operate in Richfield Aldi Foods — Off-Sale A New Star Taxi & Limousine Service—5 El Jalapeno—Off-Sale vehicles Portland Food Mart— Off-Sale Airport Taxi — 11 vehicles RBF Corporation of Wisconsin American Travel — 5 vehicles (Rainbow Foods) Off-Sale Continental Taxi, LLC —5 vehicles Richfield U.S. (gas station 67th/Penn) - Gold Star Taxi — 8 vehicles Off-Sale Latino Americano Express — 8 vehicles Sandy's Tavern — On-Sale Latino Express— 10 vehicles SuperAmerica#4186 —Off-Sale Suburban Taxi —5 vehicles SuperAmerica#4188—Off-Sale Twin Cities Airport Taxi - 5 vehicles SuperAmerica#4191 —Off-Sale White Star Taxi — 3 vehicles SuperAmerica#4615 —Off-Sale Target Corporation —Off-Sale Vina Restaurant— On-Sale Paul's Rentals & Sales —Trailer and Truck Rental M/Goettel, S/Sandahl to approve the Consent Calendar as amended. Motion carried 4-0. Item #4 CONSIDERATION OF ITEMS, IF ANY, REMOVED FROM CONSENT CALENDAR Former Item 3D - Consideration of approval of resolution decertifying Interstate- Lyndale-Nicollet Tax Increment Financing District S.R. No. 212 Council Member Sandahl presented Staff Report No. 212. She acknowledged the efforts of previous City Council Members in 1985 to utilize tax increment financing. M/Sandahl, S/Fitzhenry that the followinq resolution be adopted and that it be made part of these minutes: RESOLUTION NO.10718 RESOLUTION APPROVING THE DECERTIFICATION OF THE INTERSTATE-LYNDALE-NICOLLET TAX INCREMENT FINANCING DISTRICT OF THE CITY OF RICHFIELD Council Meeting Minutes -6- December 11,2012 Motion carried 4-0. This resolution appears as Resolution No. 10718. Item #5 CONSIDERATION OF SECOND READING OF ORDINANCE AMENDMENT TO RICHFIELD CITY CODE APPENDIX D (FEE SCHEDULE) AND RESOLUTION AUTHORIZING SUMMARY PUBLICATION OF ORDINANCE (STAFF REPORT NO. 225) Council Member Fitzhenry presented Staff Report No. 225. M/Fitzhenry, S/Sandahl that this constitutes the second reading of Bill No. 2012-17, Transitory Ordinance No. 18.86 amending Richfield City Code Appendix D (Fee Schedule), that it be published in the official newspaper and that it be made part of these minutes, and that the following resolution be adopted and that it be made part of these minutes: RESOLUTION NO.10728 RESOLUTION APPROVING SUMMARY PUBLICATION OF AN ORDINANCE AMENDING APPENDIX D OF THE RICHFIELD CITY CODE (FEE SCHEDULE) Motion carried 4-0. This resolution appears as Resolution No. 10728. Item #6 PUBLIC HEARINGS REGARDING 2013 PAWNBROKER AND SECONDHAND GOODS DEALER LICENSE RENEWALS: A. METRO PAWN & GUN, INC., 7529 LYNDALE AVENUE S.R. 226 B. UNIVERSITY CASH COMPANY, LLC D/B/A AVI'S PAWN AND JEWELRY, 6414 NICOLLET AVENUE S.R. 227 Council Member Elliott presented Staff Reports No. 226 and 227. M/Elliott, S/Fitzhenry to close public hearing. Motion carried 4-0. M/Elliott, S/Sandahl to approve the renewal of the 2013 Pawnbroker and Secondhand Goods Dealer licenses for Metro Pawn &Gun, Inc., 7529 Lyndale Avenue, and University Cash Company, LLC d/b/a Avi's Pawn and Jewelry, 6414 Nicollet Avenue. Motion carried 4-0. Item #7 PUBLIC HEARINGS REGARDING 2013 CLUB ON-SALE AND SUNDAY LIQUOR LICENSE RENEWALS: A. FRED BABCOCK V.F.W. POST NO. 5555, INC. D/B/A FOUR NICKELS FOOD & DRINK; 6715 LAKE SHORE DRIVE S.R. NO. 228 B. MINNEAPOLIS-RICHFIELD AMERICAN LEGION POST 435, 6501 PORTLAND AVENUE S.R. NO. 229 Mayor Goettel presented Staff Reports No. 228 and 229. M/Elliott, S/Goettel to close public hearing. Motion carried 4-0. Council Meeting Minutes -7- December 11,2012 M/Elliott, S/Sandahl to approve the renewal of 2013 Club On-Sale and Sunday Liquor Licenses for Fred Babcock V.F.W. Post No. 5555, Inc., d/b/a Four Nickels Food & Drink, 6715 Lake Shore Drive, and Minneapolis-Richfield American Legion Post 435, 6501 Portland Avenue. Motion carried 4-0. Item #8 PUBLIC HEARINGS REGARDING 2013 ON-SALE WINE AND 3.2 PERCENT MALT LIQUOR LICENSE RENEWALS: A. CHIPOTLE MEXICAN GRILL OF COLORADO, LLC, 7644 LYNDALE AVENUE S.R. NO. 230 B. THOMPSON'S FIRESIDE PIZZA, INC., D/B/A FIRESIDE PIZZA, 6736 PENN AVENUE S.R. NO. 231 C. KIANG'S RED PEPPER, INC., D/B/A RED PEPPER CHINESE RESTAURANT, 2910 WEST 66TH STREET S.R. NO. 232 D. PATRICK'S FRENCH BAKERY, INC. D/B/A PATRICK'S BAKERY& CAFE, 2928 WEST 66TH STREET S.R. NO. 233 E. THE NOODLES SHOP CO.-COLORADO, INC., D/B/A NOODLES AND COMPANY, 7630 LYNDALE AVENUE S.R. NO. 234 F. JOHN E. POWERS &ASSOCIATES, INC. D/B/A LARIAT LANES, 6320 PENN AVENUE S.R. NO. 235 G. JOY'S PATTAYA THAI RESTAURANT, LLC, 7545 LYNDALE AVENUE S.R. NO. 236 Council Member Fitzhenry presented Staff Reports No. 230 through 236. M/Goettel, S/Elliott to close public hearing. Motion carried 4-0. M/Fitzhenry, S/Goettel to approve the renewal of 2013 On-Sale Wine and 3.2 Percent Malt Liquor Licenses for Chipotle Mexican Grill of Colorado, LLC, 7644 Lyndale Avenue; Thompson's Fireside Pizza, Inc., d/b/a Fireside Pizza, 6736 Penn Avenue; Kianq's Red Pepper, Inc., d/b/a Red Pepper Chinese Restaurant, 2910 West 66th Street; Patrick's French Bakery, Inc. d/b/a Patrick's Bakery & Café, 2928 West 66th Street; The Noodles Shop Co-Colorado, Inc., d/b/a Noodles and Company, 7630 Lyndale Avenue; John E. Powers &Associates, Inc. d/b/a Lariat Lanes, 6320 Penn Avenue; and Joy's Pattaya Thai Restaurant, LLC, 7545 Lyndale Avenue. Motion carried 4-0. Council Meeting Minutes -8- December 11,2012 Item #9 PUBLIC HEARINGS REGARDING 2013 ON-SALE INTOXICATING AND SUNDAY LIQUOR LICENSE RENEWALS: A. THE FRENCHMAN'S, 1400 EAST 66TH STREET (INCLUDES OPTIONAL 2 A.M. CLOSING) S.R. NO. 237 B. FINANCIAL GUIDANCE, INC. D/B/A FOUR POINTS BY SHERATON, 7745 LYNDALE AVENUE S.R. NO. 238 C. PAISAN INCORPORATED, D/B/A KHAN'S MONGOLIAN BARBEQUE, 500 EAST 78TH STREET S.R. NO. 239 D. WILTSHIRE RESTAURANTS, LLC, D/B/A HOULIHAN'S RESTAURANT & BAR, 6601 LYNDALE AVENUE (INCLUDES OUTSIDE SERVICE) S.R. NO. 240 E. DON PABLO'S OPERATING, LLC D/B/A DON PABLO'S, 980 WEST 78TH STREET S.R. NO. 241 F. CHAMPPS OPERATING CORPORATION D/B/A CHAMPPS AMERICANA, 790 WEST 66TH STREET (INCLUDES OPTIONAL 2 A.M. CLOSING) S.R. NO. 242 G. EL TEJABAN MEXICA GRILL LLC D/B/A EL TEJABAN, 2 WEST 66TH STREET S.R. NO. 243 H. PIZZA LUCE VII, INC. D/B/A PIZZA LUCE, 800 WEST 66TH STREET (INCLUDES OUTSIDE SERVICE) S.R. NO. 244 Council Member Sandahl presented Staff Reports No. 237 through 244. M/Goettel, S/Fitzhenry to close public hearing. Motion carried 4-0. M/Sandahl, S/Goettel to approve renewal of the 2013 On-Sale Intoxicating and Sunday Liquor Licenses for The Frenchman's, 1400 East 66th Street (includes optional 2 a.m. closing); Financial Guidance, Inc. d/b/a Four Points by Sheraton, 7745 Lyndale Avenue; Paisan Incorporated, d/b/a Khan's Mongolian Barbeque, 500 East 78th Street; Wiltshire Restaurants, LLC, d/b/a Houlihan's Restaurant & Bar, 6601 Lyndale Avenue (includes outside service); Don Pablo's Operating, LLC d/b/a Don Pablo's, 980 West 78th Street; Champps Operating Corporation d/b/a Champps Americana, 790 West 66th Street (includes optional 2 a.m. closing; El Tejaban Mexica Grill LLC d/b/a El Tejaban, 2 West 66th Street; and Pizza Luce VII, Inc. d/b/a Pizza Luce, 800 West 66th Street (includes outside service). Motion carried 4-0. Item #10 CONSIDERATION OF RESOLUTION ESTABLISHING STREET LIGHT USER FEE CHARGED TO RESIDENTIAL AND COMMERCIAL PROPERTY IN CITY OF RICHFIELD FOR OPERATION OF STREET LIGHTING SYSTEM S.R. NO. 245 Council Member Elliott presented Staff Report No. 245. M/Elliott, S/Sandahl that the following resolution be adopted and that it be made part of these minutes: RESOLUTION NO.10729 Council Meeting Minutes -9- December 11,2012 RESOLUTION ESTABLISHING A STREET LIGHT USER FEE TO BE CHARGED TO RESIDENTIAL AND COMMERCIAL PROPERTY IN THE CITY OF RICHFIELD FOR THE OPERATION OF A STREET LIGHTING SYSTEM Motion carried 4-0. This resolution appears as Resolution No. 10729. Item #11 CONSIDERATION OF RESOLUTIONS APPROVING 2012 REVISED/2013 PROPOSED BUDGET AND TAX LEVY AND RELATED RESOLUTIONS S.R. NO. 246 Mayor Goettel presented Staff Report No. 246. M/Goettel, S/Sandahl that the following resolutions be adopted and that it be made part of these minutes: RESOLUTION NO. 10730 RESOLUTION ADOPTING A PROPOSED BUDGET AND TAX LEVY FOR THE YEAR 2013 This resolution appears as Resolution No. 10730. RESOLUTION NO. 10731 RESOLUTION AUTHORIZING BUDGET REVISIONS This resolution appears as Resolution No. 10731. RESOLUTION NO. 10732 RESOLUTION AUTHORIZING REVISION OF 2012 BUDGET OF VARIOUS DEPARTMENTS This resolution appears as Resolution No. 10732. RESOLUTION NO. 10733 RESOLUTION AUTHORIZING ADJUSTMENT TO CITY'S MILEAGE REIMBURSEMENT RATE TO CONFORM TO INTERNAL REVENUE SERVICE STATUTORY MILEAGE REIMBURSEMENT RATE This resolution appears as Resolution No. 10733. RESOLUTION NO. 10734 RESOLUTION ADOPTING THE 2013 CAPITAL IMPROVEMENT BUDGET This resolution appears as Resolution No. 10734. RESOLUTION NO. 10735 RESOLUTION ADOPTING THE 2014-2017 CAPITAL IMPROVEMENT PROGRAM This resolution appears as Resolution No. 10735. RESOLUTION NO. 10736 RESOLUTION RELATING TO PURCHASING PRACTICES IN THE CITY OF RICHFIELD AMENDING RESOLUTION NO. 10593 Council Meeting Minutes -10- December 11,2012 This resolution appears as Resolution No. 10736. RESOLUTION NO. 10737 RESOLUTION ESTABLISHING WASTEWATER SERVICE RATES AND CHARGES, WATER RATES AND CHARGES, SPECIAL WATER SERVICE CHARGES, STORM SEWER RATES AND CHARGES, AND 6.5% PENALTY ON PAST DUE ACCOUNTS This resolution appears as Resolution No. 10737. RESOLUTION NO. 10738 RESOLUTION ESTABLISHING A PUBLIC WORKS ON-CALL COMPENSATION POLICY This resolution appears as Resolution No. 10738. RESOLUTION NO. 10739 RESOLUTION ESTABLISHING 2013 LICENSE, PERMIT AND MISCELLANEOUS FEES PURSUANT TO THE PROVISIONS OF APPENDIX D OF THE ORDINANCE CODE OF THE CITY OF RICHFIELD RESCINDING RESOLUTION NO. 10607 This resolution appears as Resolution No. 10739. RESOLUTION NO. 10740 RESOLUTION RELATING TO THE 2013 GENERAL SERVICES SALARY COMPENSATION PLAN This resolution appears as Resolution No. 10740. RESOLUTION NO. 10741 RESOLUTION RELATING TO THE 2013 MANAGEMENT SALARY COMPENSATION PLAN This resolution appears as Resolution No. 10741. RESOLUTION NO. 10742 RESOLUTION RELATING TO THE 2013 SPECIALIZED PAY PLAN This resolution appears as Resolution No. 10742. Item #12 CITY MANAGER'S REPORT City Manager Devich stated he will be scheduling a City Council meeting with local legislators and other representatives to discuss Richfield key legislative objectives. City Manager Devich explained that to coordinate the City's goals with the City's budget, there will be a brief goalsetting session in January followed with a larger session in March or April which is when the budget preparation process begins for the next year. Council Meeting Minutes -11- December 11,2012 Item #13 CLAIMS AND PAYROLLS M/Sandahl, S/Goettel that the following claims and payrolls be approved: U.S. Bank 12/11/12 A/P Checks: 218111 - 218476 $ 1,035,744.32 Payroll: 88814 - 89135; 41944 - 42148 $ 549,809.72 TOTAL $ 1,585,554.04 Motion carried 4-0. OPEN FORUM None. Item #14 SPECIAL CITY COUNCIL CLOSED EXECUTIVE SESSION IN BABCOCK CONFERENCE ROOM TO CONSIDER OFFERS TO PURCHASE REAL PROPERTIES AT: 6314-17TH AVENUE; 6320-17TH AVENUE; 6326-17TH AVENUE; 6332-17TH AVENUE; 6338-17TH AVENUE; 6344-17TH AVENUE; 6408- 17TH AVENUE; 6414-17TH AVENUE; 6426-17TH AVENUE; 6432-17TH AVENUE; 6438-17TH AVENUE; AND 6444-17TH AVENUE Public Works Director Eastling explained the Richfield Parkway options for moving the project forward, including doing nothing, full build and partial build. Options were considered when problems were presented during discussions with the 17th Avenue homeowners and proposed purchase agreements. No decisions are made this evening. Council Member Elliott expressed discomfort with making a decision when a partial build option has not been discussed previously. City Attorney Heine clarified there is no intent for the City Council to take action or have discussion or take public comment after the Closed Session. The City Council will return to the open meeting to only adjourn. The purpose of the Closed Session is to provide information and get direction on offers and counteroffers on further negotiations with the impacted property owners on 17th Avenue. Ben Hurley, 6414-17th Avenue, stated he would be willing to stay in his home especially if there is a prolonged process. He added he would never sell for the price he was quoted. City Attorney Heine explained the State Statute that allows a Closed Executive Session. She stated the purpose of the Closed Session is to consider offers to purchase real properties at: 6314-17th Avenue; 6320-17th Avenue; 6326-17th Avenue; 6332-17th Avenue; 6338-17th Avenue; 6344-17th Avenue; 6408-17th Avenue; 6414-17th Avenue; 6426-17th Avenue; 6432-17th Avenue; 6438-17th Avenue; and 6444-17th Avenue. If a purchase agreement is reached with a homeowner, the agreement will be presented to the City Council for consideration. The City Council went into closed session at 8:37 p.m. in the Babcock Conference Room. The Closed Executive Session was called to order in the Babcock Room by Mayor Goettel at 8:40 p.m. Council Meeting Minutes -12- December 11,2012 Members Present: Debbie Goettel, Mayor; Pat Elliott; Tom Fitzhenry; and Sue Sandahl. Members Absent: Fred Wroge. Staff Present: Steven L. Devich, City Manager; Mike Eastling, Public Works Director; Jeff Pearson, Transportation Engineer; Corrine Heine, City Attorney; and Cheryl Krumholz, Executive Coordinator. Others Present: Mark Storm, Acquisition Agent, Evergreen Land Services Company. The Closed Executive Session was convened pursuant to M.S. 13D.05 The Closed Executive Session in the Babcock Conference Room adjourned at 9:12 p.m. Item #14 RECONVENE REGULAR CITY COUNCIL MEETING IN COUNCIL CHAMBERS The City Council open meeting reconvened at 9:13 p.m. in the Council Chambers. ADJOURNMENT The City Council meeting was adjourned by unanimous consent at 9:13 p.m. Date Approved: January 8, 2012 Debbie Goettel Mayor Cheryl Krumholz Steven L. Devich Executive Coordinator City Manager CITY OF RICHFIELD, MINNESOTA Office of City Manager January 3, 2013 Council Memorandum No. 1 The Honorable Mayor and Members of the City Council Subject: Presentation of Certificate of Achievement for Financial Reporting (Agenda Item No. 2 ) Council Members: The City was recently notified that its Comprehensive Annual Financial Report (CAFR) for the fiscal year ended December 31, 2011 qualifies for a Certificate of Achievement for Excellence in Financial Reporting from the Government Finance Officers Association (GFOA). The Certificate of Achievement is the highest form of recognition in governmental accounting and financial reporting and its attainment represents a significant accomplishment by the government and its management. When a Certificate of Achievement is awarded to a government, an Award of Financial Reporting Achievement is also given to the individual designated as primarily responsible for having earned the certificate. This is the 28th consecutive year that Richfield has earned the award and 32nd award overall. The GFOA, which is responsible for presenting the certification, is a nonprofit, professional association serving 15,000 government finance professionals. The association provides a variety of technical publications in various fields of government finance and represents the public community of Washington, D.C. Richfield's CAFR was judged by an impartial panel to meet the constructive spirit of full disclosure effort to clearly communicate its financial story and motivate potential persons and users to read the financial report. Presentation of the Certificate of Achievement for Financial Reporting Award to Finance Manager Chris Regis is scheduled for the January 8, 2013 City Council meeting. R: c ully submi d, St- . De ity(Manager SLD:cak E-mail: Department Directors Finance Manager Assistant City Manager AGENDA SECTION: CONSENT AGENDA ITEM# SA REPORT# 1 STAFF REPORT RICHFIELD CITY COUNCIL MEETING JANUARY 8, 2013 REPORT PREPARED BY: CHE: MHOLZ, EXEC. COORDINATOR NAMI TLE REVIEWED BY CITY MANAGER: '' ITEM FOR COUNCIL CONSIDERATION: Consideration of a designation of an Acting City Manager for 2013. I. RECOMMENDED ACTION: By Motion: Direct the City Manager to designate the Assistant City Manager or an available Department Director as Acting City Manager for 2013 in the event the City Manager is absent from the City. II. BACKGROUND It is necessary to designate a person to serve as the Acting City Manager for those times when the City Manager is absent from the City. In 2012, the City Manager designated the Assistant City Manager or an available Department Director as Acting City Manager. III. BASIS OF RECOMMENDATION A. POLICY • Past practice has been for the City Council to designate an Acting City Manager for times when the City Manager is absent from the City. • In 2012, the City Manager designated the Assistant City Manager or an available Department Director as Acting City Manager. 0108actingcitymanager B. CRITICAL TIMING ISSUES • It is necessary to designate a person to serve as the Acting City Manager to ensure continuation of City operations during an absence of the Manager. IV. ALTERNATIVE RECOMMENDATION(S) • Defer this designation to another Council meeting V. PRINCIPAL PARTIES EXPECTED AT MEETING • None. AGENDA SECTION: CONSENT AGENDA ITEM# 5B REPORT# 2 STAFF REPORT RICHFIELD CITY COUNCIL MEETING JANUARY 8, 2013 REPORT PREPARED BY: CHER KRUMHOLZ, EXEC. COORDINATOR NAM ISLE REVIEWED BY CITY try MANAGER: I 7 / ITEM FOR COUNCIL CONSIDERATION: Consideration of a resolution regarding Council Member attendance at Council meetings. I. RECOMMENDED ACTION: By Motion: Approve the resolution regarding attendance by Council Members at Council meetings for 2013. II. BACKGROUND Subsection 205.15 of the Richfield City Code establishes an attendance policy for Council Members. The policy requires attendance to be taken at every regular and special meeting of the City Council and provides for the imposition of a monetary penalty for unexcused absence from a Council meeting. The policy may be annually invoked by resolution of the City Council. III. BASIS OF RECOMMENDATION A. POLICY • The Richfield City Code establishes attendance rules, which may be invoked for any calendar year by Council resolution. IV. ALTERNATIVE RECOMMENDATION(S) • Defer action on this item to another Council meeting. V. ATTACHMENTS • Resolution. • City Code Subsection 205.15 VI. PRINCIPAL PARTIES EXPECTED AT MEETING • None. 0108attendance 5g- 1 RESOLUTION NO. RESOLUTION REGARDING ATTENDANCE BY COUNCIL MEMBERS AT COUNCIL MEETINGS WHEREAS, the attendance of Council Members at meetings is one of the most important duties imposed by law on members; and WHEREAS, member presence to participate in hearings, deliberations and decisions of the Council is essential to the proper discharge of the member's official duties; and WHEREAS, recognizing that it is not always possible for a member to be present at all meetings and that by reason of business demands, state of health, personal problems, vacations and other matters, occasional absences are excusable; and WHEREAS, Subsection 205.15 of the Richfield City Code establishes rules for attendance at City Council meetings that may be invoked by resolution of the Council. NOW, THEREFORE, BE IT RESOLVED, by the City of Richfield, Minnesota that the following rules apply to absences of Council Members from meetings during calendar year 2013: 1. This resolution applies to all regular meetings of the Council, as defined in Subsection 205.01 of the Richfield City Code. This resolution also applies to duly called special business meetings of the Council. The resolution does not apply to special informational or special ceremonial meetings. Special Council meetings are those called pursuant to Subsection 205.03 of the Richfield City Code. For purposes of this resolution, special meetings are further categorized as: a) Special business meetings. Special business meetings include: Special meetings called to conduct official business of the City where the Council considers action requiring a vote of the City Council; special work study meetings; and special meetings called for the purpose of conducting a public hearing. b) Special informational meetings. Special informational meetings are those called for the City Council to receive information or to participate in discussion but where no official action of the City Council is taken, except that the term does not include special work study meetings or meetings called for the purpose of conducting a public hearing. c) Special ceremonial meetings. Special ceremonial meetings are those called for ceremonial activities but where no official action of the City Council is taken, including ribbon cuttings, community celebrations and similar activities. 2. Any member of the Council desiring to be excused shall insofar as possible, give advance notice to the City Manager stating i) the meeting at which the member will be absent; ii) the member's reason for being absent; and iii) the member's location during the meeting. 5br ,F 3. At the beginning of each regular or special business meeting, the Clerk shall call the roll. If a member is absent, the City Manager shall report any communication from the absent Council Member regarding the reason for absence. The Mayor shall request the Council Members to determine whether the absence is excusable or inexcusable. 4. For each unexcused absence from a regular or special business meeting, the absent member shall be penalized by a fine of$25 and the Mayor, if absent, shall be penalized by a fine of$50. The fine shall be automatically deducted from the next Council Member payment unless otherwise directed by a majority of the City Council Members present. 5. This resolution remains in effect until December 31, 2013 unless revoked prior to that date by resolution of the City Council. This resolution supersedes Resolution No. 10597. Adopted by the City Council of the City of Richfield, Minnesota this 8th day of January, 2013. Debbie Goettel, Mayor ATTEST: Nancy Gibbs, City Clerk Richfield City Code 205.15 .55 - 5 (Rev. 2000) 205.15. Attendance at council meetings. Attendance of council members at meetings is one of the most important duties imposed by law on members. Member presence to participate in the hearings, deliberations and decisions of the council is essential to the proper discharge of the member's official duties. Recognizing that it is not always possible for a member to be present at all meetings, and that by reason of business demands, state of health, personal problems, vacations and other matters occasional absences are excusable, the following rules apply to absences of council members from meetings when invoked by resolution of the council: (a) such rules shall remain in effect until the end of the calendar year during which the resolution is passed unless revoked prior to that time by resolution of the council; (b) unless excused by a majority of the city council, a member of the council may not be absent from any regular meeting or from such special meetings as the council may specify in the resolution; (c) for each unexcused absence from a regular or special meeting of the council each council member may be penalized by a fine of not to exceed $75, and the mayor may be penalized by a fine of an amount not to exceed $100, but the resolution may specify a lesser penalty for absence from a special meeting than a regular meeting; (d) any member of the council desiring to be excused shall insofar as possible give advance notice to the manager, stating (i) the meeting at which the member will be absent, (ii) the member's reason for being absent and, (iii) the member's location during the meeting. (Amended, Bill No. 2000-3) AGENDA SECTION: CONSENT AGENDA ITEM# 5C REPORT# 3 =MIMI STAFF REPORT RICHFIELD CITY COUNCIL MEETING JANUARY 8, 2013 REPORT PREPARED BY: NANCY GIBBS, CITY CLERK NAME,TITLE d ,_DEPARTMENT DIRECTOR ,,.....„ REVIEW: �� ,� } �, SIGNAIII0 k ill) REVIEWED BY CITY /r ,---- , MANAGER: ITEM FOR COUNCIL CERAN: Consideration of resolution designating an official newspaperONSID for 2013.TIO I. RECOMMENDED ACTION: By Motion: Approve the resolution designating the Richfield Sun- Current as the official newspaper for the City of Richfield for 2013. II. BACKGROUND The Richfield Sun-Current, published by Minnesota Sun Newspapers, has been the City's official newspaper for many years. Attached is a copy of a letter from Minnesota Sun Newspapers requesting that they be designated as the official newspaper for the City of Richfield for 2013. The 2013 advertising rate structure for legal notices is as follows: Sun-Current 1 Column width (1.6 inches wide) $12.99 per inch for first insertion $ 6.99 per column inch for subsequent insertions There are 11 lines per inch. The 2013 rate has increased from the 2012 rate of $11.99 per inch for first insertion and $5.99 per column inch for subsequent insertions. 0108newspaper For 2013, the Minneapolis Star Tribune Newspaper could be considered as the official newspaper. The rate is $5.65 per line with 11 lines per inch, approximately 28 characters including spaces and punctuation. Their 2013 rate has increased from the 2012 rate of$5.50 per line. Star Tribune 1 Column width (1.77 inches wide) $ 5.65 per line Based on the 2013 rates for 11 lines per inch, the total would be approximately $62.15 per inch in the Star Tribune compared to $12.99 for the first inch ($6.99 per subsequent inch) in the Sun-Current. III. BASIS OF RECOMMENDATION A. POLICY • The Charter of the City of Richfield requires in Section 13.01 thereof that the City Council annually designate an official newspaper for the City. • The Sun-Current has expressed an interest in continuing to serve as the official newspaper of the City. • The Sun-Current has served well as the official paper for many years. • The Sun-Current is delivered to nearly all residences in the City. B. CRITICAL TIMING ISSUES • The designation must be made at the first meeting of the new year. C. FINANCIAL • The cost of the official publication is reasonable. D. LEGAL • A newspaper must be designated each year by the City for publication of all official and legal City business. E. ENVIRONMENTAL CONSIDERATIONS • None IV. ALTERNATIVE RECOMMENDATION(S) • Not make a designation and request the City Clerk's office to check into using another publication. V. ATTACHMENTS • Resolution • Letter from Minnesota Sun Newspapers • Email from Star Tribune VI. PRINCIPAL PARTIES EXPECTED AT MEETING • None RESOLUTION NO. RESOLUTION DESIGNATING AN OFFICIAL NEWSPAPER FOR 2013 WHEREAS, the Charter of the City of Richfield requires in Section 13.01 thereof that the City Council annually designate an official newspaper for the City. NOW, THEREFORE, BE IT RESOLVED that the Richfield Sun-Current is designated the official legal newspaper for the City of Richfield for 2013 for all publications required to be published therein. Adopted by the City Council of the City of Richfield, Minnesota this 8t" day of January, 2013. Debbie Goettel, Mayor ATTEST: Nancy Gibbs, City Clerk = MEDIA December 2012 City of Richfield City Council 6700 Portland Avenue Richfield,MN 55423-2599 Dear City Council Members: The Richfield Sun-Current would like to be considered for designation as the legal newspaper for the City of Richfield for the upcoming year. A benefit to publishing your legal notices in the Sun-Current is the free home delivery we provide. Weekly home delivery of the Sun-Current results in the most convenient and timely method of community legal notices g notices have the greatest chance of being provides the best source for read if published in community news,your legal the Sun-Current newspaper. All published legal notices are posted on our website, current.mnsun.com, at no additional charge. This enhancement to the local news coverage already available on our website will broaden the readership of your legal notices. The rate structure for legal notices effective the first of the year is as follows: First insertion: $12.99 per column inch Subsequent insertions: $6.99 per column inch Lines per inch: 11 A notarized Affidavit of Publication will be provided for each published legal notice.The Sun-Current is published every Thursday.The submission deadline is 2:00 p.m. on Thursday for publication the following Thursday.The email address to submit legal notices to is sunlegals @ecm-inc.com. If you require more information to help you make your decision,please contact Lisa Smith in our Legal Notice Department at 952-392-6829.Thank you for considering the Sun-Current for legal newspaper designation for the City of Richfield.We appreciate the opportunity to serve the needs of your community. Sincerely, ' F°*1 , Jeff Coolman General Manager • 10917 Valley View Road,Eden Prairie,MN 55344 • 952-392-6829 • currentmnsun.com Page 1 of 2 C - Theresa Schyma From: Place Ads [placeads @startribune.com] Sent: Monday, December 17, 2012 11:43 AM To: Theresa Schyma Subject: RE: Legal notice quote It is about 11.3 lines per inch. Yes. When we say"characters"that does include spaces and punctuation, but I wouldn't get too detailed in character counting because different letters take up different space (ie:WWW vs iii) and therefore it is very approximate and it will come out differently every time. If you send the text digitally we can copy and paste into our format and give you an exact quote very quickly&easily. The column-width is indeed 1.77". Thanks again Theresa From: Theresa Schyma [mailto:TSchyma @cityofrichfield.org] Sent: Monday, December 17, 2012 11:22 AM To: Place Ads Subject: RE: Legal notice quote Thank you for responding to my inquiry. I just need clarification on three more items. How many lines per inch? Do the roughly 28 characters per line include spaces and punctuation? Is the column width 1.77"? Thank you. Theresa Schyma Deputy City Clerk 612-861-9703 From: Place Ads [mailto:placeads@startribune.com] Sent: Monday, December 17, 2012 11:09 AM To: Theresa Schyma Subject: RE: Legal notice quote Hi Theresa, Legal Notices in the Star Tribune cost$5.65 per line of text, per day published. Each line can contain roughly 28 characters. Please send the final text to this same email address(placeads @startribune.com) when you are ready and we can give you an exact quote. Please note that affidavits are emailed or physically mailed for all legal notices we publish. Feel free to call us with questions at 612-673-7000. Thanks very much Star Tribune Classified Call Center 612-673-7000 placeads @startribune.com 12/17/2012 AGENDA SECTION: CONSENT AGENDA ITEM# 5D REPORT# 4 misidd STAFF REPORT RICHFIELD' CITY COUNCIL MEETING JANUARY 8, 2013 REPORT PREPARED BY: CHRIS REGIS, FINANCE MANAGER NAME,TITLE DEPARTMENT DIRECTOR 4 IT* REVIEW: d� A y SIGNATURE REVIEWED BY CITY MANAGER: = ITEM FOR COUNCIL CONSIDERATION: Consideration of resolutions designating official depositories for the City of Richfield for 2013, including the approval of collateral. I. RECOMMENDED ACTION: By Motion: Adopt the attached resolutions designating official depositories, with the understanding that the City could not invest in any of the depositories beyond the level of insurance coverage or the pledged collateral. II. BACKGROUND N/A III. BASIS OF RECOMMENDATION N/A A. POLICY • In accordance with Minnesota Statutes Section 118A.01 - 118A.06, the City of Richfield must designate financial institutions annually. The institutions must pledge the collateral over and above the amount of federal insurance, as public depositories. • U.S. Bank acts as the banking institution in the City's banking arrangement with the 4M Fund. Monies received, checks written by the City, flow through U.S. Bank, however, at the end of each 010813Depositories business day, any proceeds remaining in City U.S. Bank accounts are swept to the 4M Fund to be invested. Therefore, at the end of the business day the City accounts are zero, which means the collateral requirements of Minnesota Statutes Section 118A.03 are not required. Accordingly, U.S. Bank has met all other statutory requirements and should be considered as a depository for the City's Deputy Registrar, payroll and vendor accounts and all savings deposits. • The City must also designate annually, certain savings and loan associations, banks, and credit unions as official depositories for deposit and investment of certain City funds. With approval of these official depositories, the City will be able to deposit and invest funds in these institutions, not exceeding the federal insurance of$250,000. • Finally, a designation must be made for certain financial institutions as depositories for the investment of City funds for 2013. These institutions, such as investment brokerage firms, offer government securities in the manner required by law. These financial institutions include U.S. Bank, RBC Dain Rauscher, Wells Fargo Institutional Brokerage & Sales, Morgan Keegan & Company, Northland Securities and the 4M Fund. B. CRITICAL TIMING ISSUES • N/A C. FINANCIAL • N/A D. LEGAL • The City is required by Minnesota Statute 118A.01 - 118A.06, to designate as a depository of funds, insured banks or thrift institutions. Any collateral so deposited is accompanied by an assignment pledged to the City in the amount specified in the attached resolutions. E. ENVIRONMENTAL CONSIDERATIONS • N/A IV. ALTERNATIVE RECOMMENDATION(S) • The City Council could solicit other financial institutions for official depositories, but past relationships with the depositories recommended have proven satisfactory for the City. V. ATTACHMENTS • Resolution designating US Bank a depository of funds of the City of Richfield for the year 2013. • Resolution designating certain savings and loan associations, banks, and credit unions as depositories for the investment of City funds in 2013. • Resolution designating certain financial institutions as depositories for the investment of City of Richfield funds in 2013. VI. PRINCIPAL PARTIES EXPECTED AT MEETING • None RESOLUTION NO. RESOLUTION DESIGNATING U.S. BANK A DEPOSITORY OF FUNDS OF THE CITY OF RICHFIELD FOR THE YEAR 2013 BE IT RESOLVED, by the City Council of the City of Richfield as follows: That, in accordance with Minnesota Statutes, Section 118A.01- 118A.06, U.S. Bank be, and hereby is designated a depository of the funds of the City of Richfield, subject to modification and revocation at any time by said City, and subject to the following terms and conditions: The said depository shall not be required to give bonds or other securities for such deposits provided that the total sum thereof shall not at any time exceed in any depository the sums for which its deposits are insured under the Acts of Congress of the United States relating to insurance of bank deposits; but that in case such deposits in any such depository shall at any time exceed such insured sum, said depository shall immediately furnish bonds or other security for such excess according to law, approved by the City Council of said City. That said depository shall pay on demand all deposits therein; and shall pay all time deposits, at or after the end of the period for which the same shall be deposited, on demand. BE IT FURTHER RESOLVED, that there shall be maintained a general account in which shall be deposited all monies from the water, sewer, storm sewer, liquor, swimming pool/ice arena, deputy register fees, City permits and other deposits not otherwise specifically provided for. The following officers or their facsimile signatures shall sign checks on this account; STEVEN L. DEVICH, CITY MANAGER CHRIS REGIS, FINANCE MANAGER BE IT FURTHER RESOLVED, that all funds remaining in the account at the end of each business day will be transferred from U.S. Bank to the 4M Fund where funds deposited are invested and insured. Passed by the City Council of the City of Richfield, Minnesota this 8th day of January, 2013. Debbie Goettel, Mayor ATTEST: Nancy Gibbs, City Clerk RESOLUTION NO. RESOLUTION DESIGNATING CERTAIN SAVING AND LOAN ASSOCIATIONS, BANKS AND CREDIT UNIONS AS DEPOSITORIES FOR THE DEPOSIT AND INVESTMENT OF CITY FUNDS IN 2013 BE IT RESOLVED, by the City Council of City of Richfield, Minnesota WHEREAS, pursuant to Minnesota Statutes, Sections 118A.01 — 118A.06, municipal funds may be deposited in any Savings and Loan Association, Bank or Credit Union which has its deposits insured by the Federal Deposit Insurance Corporation (FDIC) or the National Credit Union Administration (NCUA), and WHEREAS, the amount of said deposits may not exceed the FDIC/NCUA insurance covering such deposits which insurance amount is presently $250,000, and WHEREAS, the deposit of City funds in Savings and Loan Associations and Banks would provide greater flexibility in the City's investment program and maximize interest income thereon, and NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Richfield, Minnesota, as follows: 1. It is hereby found and determined that it is in the best interest of the proper management of City funds that various banks be designated as additional depositories for City funds for 2013. 2. It is further found and determined that the purpose of such depository designation is to facilitate the proper and advantageous deposit and investment of City funds and that such designation is not exclusive nor does it preclude the deposit of any City funds in other officially designated depositories of the City. 3. The Treasurer and Finance Manager are hereby authorized to deposit City funds in various depositories up to the amount of$250,000, or such other amount as may be subsequently permitted by law, such deposits to be in the form of demand accounts, payable to the City of Richfield on the signatures of the City Treasurer or Finance Manager. Such deposits may be made and withdrawn from time to time by the Treasurer or Finance Manager as his best judgment and the interests of the City dictates. 4. The investment of funds and the reporting thereof pursuant to this resolution shall be conducted in accordance with established policies of the City regarding the investment of City funds. Adopted by the City Council of the City of Richfield, Minnesota this 8th day of January, 2013. Debbie Goettel, Mayor ATTEST: Nancy Gibbs, City Clerk RESOLUTION NO. RESOLUTION DESIGNATING CERTAIN FINANCIAL INSTITUTIONS AS DEPOSITORIES FOR THE INVESTMENT OF CITY OF RICHFIELD FUNDS IN 2013 WHEREAS, the City of Richfield has money which is available for investment, and WHEREAS, different financial institutions offer different rates of return on investments, and WHEREAS, the City of Richfield shall purchase U. S. Treasury Bills, U. S. Treasury Notes and other such government securities in the manner required by law from the institution offering the highest rate to the City of Richfield providing greater flexibility in the investment program and maximize interest income thereon. NOW, THEREFORE, BE IT RESOLVED, by the City of Richfield, Minnesota, in accordance with Minnesota Statutes, Sections 118A.01 — 118A.06, as follows: 1. It is hereby found and determined that it is in the best interest of the proper management of City of Richfield funds that certain financial institutions be designated as additional depositories for City of Richfield funds for 2013. 2. The following financial institutions designated as depositories for the City of Richfield funds: RBC Dain Rauscher, Inc. Morgan Keegan & Company Wells Fargo Institutional Brokerage & Sales 4M Fund Northland Securities, Inc. 3. The Treasurer and Finance Manager are hereby authorized to deposit the City of Richfield funds in any or all of the depositories herein designated. Such deposits may be made and withdrawn from time to time by the Treasurer or Finance Manager's judgment and as the interest of the City of Richfield dictates. 4. The investment of funds and the reporting thereof pursuant to this resolution shall be conducted in accordance with established policies regarding the investment of these funds. Adopted by the City Council of the City of Richfield, Minnesota this 8th day of January, 2013. Debbie Goettel, Mayor ATTEST: Nancy Gibbs, City Clerk AGENDA SECTION: CONSENT AGENDA ITEM# 5E REPORT# 5 STAFF REPORT RICHFIELD I ' CITY COUNCIL MEETING JANUARY 8, 2013 REPORT PREPARED BY: CHRIS REGIS, FINANCE MANAGER NAME, TITLE DEPARTMENT DIRECTOR REVIEW: LY�J • 'GNAT r c" REVIEWED BY CITY ` MANAGER: � � ? `A ITEM FOR COUNCIL CONSIDERATION: Consideration of resolution authorizing the use of credit cards by City employees otherwise authorized to make purchases on behalf of the City. I. RECOMMENDED ACTION: By Motion: Adopt the attached resolution authorizing the use of City credit cards by City employees otherwise authorized to make purchases on behalf of the City. II. BACKGROUND • Minnesota Statutes Section 471.382, require the City of Richfield to authorize the use of credit cards by any City employee otherwise authorized to make a purchase on behalf of the City. • In today's business environment, most retail businesses, will no longer allow the City to purchase on account and will only accept a City check or a City credit card. • Consequently, the use of a City credit card provides efficiency and flexibility for employees to purchase goods and services on behalf of the City. • In addition to the existing credit cards used, the City has entered the Purchasing Card program as offered through US Bank. The program is designed to make the purchasing/procurement process for low dollar valued items more efficient. The intent is to save time and paperwork by reducing the need for purchase orders, petty cash, check requests and employee reimbursements. • The City Purchasing card program began in 2010 on a limited basis and has expanded since that time. The program will allow controls to be put in place to limit monthly and single purchase amounts. Finally, a City Purchasing Card Policy 010813authorize credit card use has been established which is consistent with the City's Purchasing Policy and Minnesota Statutes. • The City currently uses the following credit cards: • Five VISA credit cards issued through the Richfield Bloomington Credit Union in the name of the City. The cardholders are the following: • City Manager • Public Safety Director • Public Works Director • Community Development Director • Recreation Services Director • Four Roundy's credit cards issued to the City of Richfield Recreation Services Department and Public Safety Department. The Recreation Administration division, Wood Lake Nature Center, Ice Arena, and the Public Safety Administrative Aide use the cards. • One Petco credit card issued to the City of Richfield Public Safety Department. The credit card will be maintained by the following: • SIU Investigator (1) • US Bank Purchasing Card Program. The following twenty three purchasing cards will be issued to the following: • Building Services Employees (3) —three cards. • Utility Department Employees (2) —two cards. • Information Technology Employees (4) —four cards. • Assistant City Manager (1) — one card. • Finance Manager (1) —one card. • City Clerk (1) —one card • Recreation Service Employees (2) —two cards. • Public Safety Employees (3) —two cards. • Fire Chief (1) —one card. • Communications Coordinator (1) — one card. • Public Works Employees (3) —three cards. • Community Development Accountant (1) — one card. III. BASIS OF RECOMMENDATION A. POLICY • In accordance with Minnesota Statutes Section 471.382, the City of Richfield must authorize the use of credit cards by any City employee otherwise authorized to make a purchase on behalf of the City. • Further, if a City employee makes or directs a purchase by credit card that is not approved by the City Council, the employee could be personally liable for the amount of the purchase. • A purchase by credit card must otherwise comply with all statutes, rules, and City policies applicable to City purchases. • Finally, the City's auditors recommend that the City authorize the use of credit cards by City employees on an annual basis. B. CRITICAL ISSUES • N/A C. FINANCIAL • The holders of City credit cards are responsible for reviewing and approving all purchases entered into with the credit card. D. LEGAL • The City is required by Minnesota Statute 471.382, to authorize the use of credit cards by City employees otherwise authorized to make purchases on behalf of the City. E. ENVIRONMENTAL CONSIDERATIONS • N/A IV. ALTERNATIVE RECOMMENDATIONS) • The City Council could decide to not authorize the use of credit cards by City employees. However, most retail businesses in today's environment will no longer allow the City to purchase on account and will only accept a City check or a City credit card. The use of City credit cards by employees provides efficiency and flexibility for employees to purchase goods and services on behalf of the City. V. ATTACHMENTS • Resolution authorizing the use of a credit card by City employees otherwise authorized to make purchases on behalf of the City. VI. PRINCIPAL PARTIES EXPECTED AT MEETING • None — RESOLUTION NO. RESOLUTION AUTHORIZING THE USE OF CREDIT CARDS BY CITY EMPLOYEES OTHERWISE AUTHORIZED TO MAKE PURCHASES ON BEHALF OF THE CITY OF RICHFIELD FOR THE YEAR 2013 BE IT RESOLVED, by the City Council of the City of Richfield as follows: That, in accordance with Minnesota Statutes, Section 471.382, the City Council of the City of Richfield may authorize the use of a credit card by City employees otherwise authorized to make a purchase on behalf of the City. The authorization is subject to modification and revocation at any time by said City Council, of the City of Richfield, and subject to the following terms and conditions: If a City employee makes or directs a purchase by credit card that is not approved by the City Council, the employee can be personally liable for the amount of purchase. The purchases by credit card must comply with all statutes, rules and City of Richfield policies applicable to City purchases. BE IT FURTHER RESOLVED, that designated City staff is hereby authorized to use the following City credit cards to make purchases on behalf of the City of Richfield: • Five VISA credit cards issued through the Richfield Bloomington Credit Union in the name of the City. The cardholders are the following: • City Manager • Public Safety Director • Public Works Director • Community Development Director • Recreation Services Director • Four Roundy's credit cards issued to the City of Richfield Recreation Services Department and Public Safety Department. The credit cards to be maintained by the following: • Recreation Administration Division • Wood Lake Nature Center Division • Ice Arena Operation • Public Safety Administrative Aide • Three Petco credit cards issued to the City of Richfield Public Safety Department. The credit card will be maintained by the following: • SIU Investigator (1) —one card. • K-9 Officers (2) —two cards. • Twenty three US Bank Purchasing cards. The cardholders will be the following: • Building Services Employees (3) three cards. • Utility Department Employees (2) —two cards. • Information Technology Employees (4) —four cards. • Assistant City Manager (1) — one card. • Finance Manager (1) —one card. • City Clerk (1)— one card • Recreation Services Employees (2) —two cards. • Public Safety Employees (3y) —two cards. • Fire Chief (1) —one card. • Communications Coordinator (1) — one card. • Public Works Employees (3) —three cards. • Community Development Accountant (1) —one card. Passed by the City Council of the City of Richfield, Minnesota this 8th day of January, 2013. Debbie Goettel, Mayor ATTEST: Nancy Gibbs, City Clerk AGENDA SECTION: CONSENT AGENDA ITEM# 5F REPORT# 6 STAFF REPORT RICHFIELD CITY COUNCIL MEETING JANUARY 8, 2013 REPORT PREPARED BY: JESSE SWENSON,HUMAN RESOURCES COORDINATOR NAME,TITLE DEPARTMENT DIRECTOR REVIEW: r W SIGNATU f sw REVIEWED BY CITY MANAGER: rf, ITEM FOR COUNCIL CONSIDERATION: Consideration of a resolution approving the Public Purpose Expenditure Policy. I. RECOMMENDED ACTION: By Motion: Adopt the resolution approving the City's Public Purpose Expenditure Policy for fiscal year 2013. II. BACKGROUND 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. Last January 2012, the City Council adopted an updated version of this policy. 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. An annual review and consideration of this policy ensures that the City's expenditures have been carefully considered and determined by the governing body to be for a public purpose. Staff is not recommending any policy changes during this annual review and approval process. III. BASIS OF RECOMMENDATION A. POLICY • Annual review and approval of the policy ensures the fullest compliance with all applicable provisions of law in making public expenditures. B. CRITICAL TIMING ISSUES • The policy should be considered in conjunction with the City's new fiscal year. C. FINANCIAL • None D. LEGAL • The Public Purpose Expenditure Policy ensures compliance with all applicable laws governing the expenditure of public funds. E. ENVIRONMENTAL CONSIDERATIONS • N/A IV. ALTERNATIVE RECOMMENDATION(S) • Adopt a modified policy. • Defer consideration of this matter to a future meeting. V. ATTACHMENTS • Resolution approving the policy • Public Purpose Expenditure Policy VI. PRINCIPAL PARTIES EXPECTED AT MEETING • None 5F- I RESOLUTION NO. RESOLUTION APPROVING THE PUBLIC PURPOSE EXPENDITURES POLICY FOR FISCAL YEAR 2013 WHEREAS, the City Council finds it necessary to annually review and approve 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 effective 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 approves Exhibit 1, entitled, "Public Purpose Expenditures Policy," for fiscal year 2013. Adopted by the City Council of the City of Richfield, Minnesota this 8th day of January 2013. Debbie Goettel, Mayor ATTEST: Nancy Gibbs, City Clerk PUBLIC PURPOSE EXPENDITURE CITY OF RICHFIELD CITY POLICY DATE: January 10, 2012 SUBJECT: Public Purpose Expenditures Background 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 Programs 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. PUBLIC PURPOSE EXPENDITURE r-3 PAGE 2 A. Employee Recognition Programs ✓ !" 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 $150 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 and up to $50 for a cake 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. Employee Wellness and Safety Programs 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 PUBLIC PURPOSE EXPENDITURE F 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. Meeting Food/Meals The City Council recognizes that situations in which City business needs to be discussed can and do occur during meal hours (i.e. luncheon meetings). In addition, there are public and employee meetings and events in which reasonable refreshments may be necessary to create a more productive 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. PUBLIC PURPOSE EXPENDITURE JrW✓�j 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 and/or 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. Clothing 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 (i.e. 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: /s/Steven L. Devich City Manager AGENDA SECTION: CONSENT AGENDA ITEM# 5G REPORT# 7 maid! STAFF REPORT RICHFIELD CITY COUNCIL MEETING JANUARY 8, 2013 REPORT PREPARED BY: MELISSA POEHLMAN, CITY PLANNER NAME,TITLE DEPARTMENT DIRECTOR REVIEW: f P' SIGNATU REVIEWED BY CITY ��' MANAGER: �f' `�►� 1 1 �. ITEM FOR COUNCIL CONSIDERATION: Consideration of a resolution approving the request for a subdivision waiver which would allow division of 6416 16th Avenue into two single-family lots. I. RECOMMENDED ACTION: By Motion: Approve the attached resolution granting a subdivision waiver for 6416 16th Avenue. II. BACKGROUND The Richfield Housing and Redevelopment Authority (HRA) has entered into a purchase agreement with the owner of 6416 16th Avenue. Approval of this purchase is contingent upon the City Council's approval of a subdivision waiver to split the 99-foot wide lot into two 49.4-foot wide lots. The existing structures (house, garage and shed) would be removed and the two vacant lots made available for sale through the New Home Program for the construction of two new homes. The proposed lots will meet the minimum depth requirement; however, the width of the two parcels will be 0.6 feet short of the minimum requirement of 50 feet. In addition the total area of the two parcels will be 122 square feet and 126 square feet short of the minimum lot area requirement of 6,700 square feet. City Code allows the Council to vary or modify such requirements to allow development in a reasonable manner when the land in question "is surrounded by such development or unusual conditions that the strict application of the requirements" would result in hardship or injustice. All lots on this side of the block are of similar size (49.5 feet 01082012 —6416 16th Ave Subd Waiver by 133 feet). The proposed subdivision will not be out of character with the existing neighborhood and will allow for the removal of a substandard house that encroaches into the required side yard setback. Staff does not believe that the proposal would harm the "public welfare" or "interests of the surrounding area" and the "general intent and spirit of[City regulations] is preserved." III. BASIS OF RECOMMENDATION A. POLICY • Subsection 500.05, Subd. 2 - In cases in which compliance with the City's platting requirements result in unnecessary hardship and when failure to comply with said requirements does not interfere with the purpose and intent of the regulations, the Council may adopt a resolution authorizing a waiver from the subdivision requirements. • Subsection 500.21 -Whenever a tract is to be subdivided or platted is of such unusual size or shape, or is surrounded by such development or unusual conditions that the strict application of the requirements contained in this section would result in a substantial hardship or injustice, the Council may vary or modify such requirements so that the subdivider is allowed to develop his property in a reasonable manner, but in such a manner that the public welfare and interests of the City and surrounding area are protected and the general intent and spirit of this section is preserved. B. CRITICAL TIMING ISSUES • If approved, the HRA will complete acquisition of the property by the end of February. • The attached resolution makes subdivision of the lots contingent upon the transfer of ownership to the HRA. • The new parcels will be made available for development through the New Home Program at some time in the future. C. FINANCIAL • N/A D. LEGAL • Although not legally required, notice of this request has been sent to properties within 350 feet of the property. • 60-DAY RULE: The 60-day clock 'started' when a complete application was received on December 20, 2012. A decision must be given by February 18, 2013 OR the Council must notify the applicant that it is extending the deadline (up to a maximum of 60 additional days or 120 days in total) for issuing a decision. E. ENVIRONMENTAL CONSIDERATIONS • N/A IV. ALTERNATIVE RECOMMENDATION(S) • Deny the request if a finding of fact determines that the proposal does not meet requirements. V. ATTACHMENTS • Resolution • Survey (includes available buildable area of new lots) • Surrounding zoning and land use maps VI. PRINCIPAL PARTIES EXPECTED AT MEETING • Community Development staff RESOLUTION NO. RESOLUTION AUTHORIZING A SUBDIVISION WAIVER FOR 6416 16TH AVENUE WHEREAS, an application has been filed with the City of Richfield which requests approval of a subdivision waiver for the division of certain parcels of land located at 6416 16th Avenue, legally described as: Parcel One: Lots 5 and 6, Block 11, Nokomis Gardens Rearrangement of Blocks 7-11 and 12, Girard Parkview, Hennepin County, Minnesota WHEREAS, the applicant proposes to divide the above-described Parcel A into two parcels, legally described as: Parcel A: Lot 5, Block 11, Nokomis Gardens Rearrangement of Blocks 7-11 and 12, Girard Parkview, Hennepin County Parcel B: Lot 6, Block 11, Nokomis Gardens Rearrangement of Blocks 7-11 and 12, Girard Parkview, Hennepin County WHEREAS, the City has fully considered the request for approval for the subdivision waiver; and WHEREAS, the City Council finds that compliance with the City Code Section 500.05, Subdivision 1 would result in substantial hardship and that failure to comply therewith will not interfere with the purposes of the platting regulations of Section 500.01. WHEREAS, the City Council finds that the parcel of land to be subdivided is surrounded by such development and unusual conditions as to make compliance with minimum lot area requirements a substantial hardship and that failure to comply with minimum lot area requirements will not injure the public welfare and that the interests of the City and surrounding area are protected and the general intent and spirit of minimum lot area requirements is preserved. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Richfield, Minnesota, as follows: 1. A waiver for the subdivision of the Subject Property legally described above is hereby granted; 2. This waiver is subject to the following condition: • That the HRA complete the purchase of the property; and • That following the approval of the necessary permits, the garage and driveway be altered so as to conform to setback requirements or removed. 3. Once purchase and required property alterations are completed, City staff is authorized and directed to take any action necessary to effectuate this Resolution and to authorize the recording of conveyances complying with the terms of this Resolution. Adopted by the City Council of the City of Richfield, Minnesota this 8th day of January, 2013. Debbie Goettel, Mayor ATTEST: Nancy Gibbs, City Clerk CERTIFICATE OF SURVEY LEGAL DESCRIPTION: LEGEND: FOUND IRON PIPE LOTS 5 AND 6, BLOCK 11, "NOKOMIS GARDENS REARRANGEMENT OF BLOCKS (AS NOTED) 7-11 AND 12 - GIRARD PARKVIEW, HENNEPIN COUNTY, MINNESOTA" SET 1/2" REBAR W/CAP #44109 POWER POLE I I I --AO OVERHEAD UTILITY LINE = 1 HOUSE # 6412 60 OA l� fir' I Scale, In Feet I SET CAP #44109 41 N 7 INCH IRON PIPE 1/2 0 20 CONCRETE SURFACE I ,°i GARAGE .- o I / — S89'48'42"W M 1 133.21 M (134.4 PLAT), 2.04 - \ BITUMINOUS SURFACE f* x \-/ / 5 FOOT SETBACK- t �= -3 . - ---=ol l Q t .]L. SHED . / v' f F_ I a I a HOUSE # 6416 0.9—•F �r. / / N 8 .��ID 28.3 ; -Y a NOTES: x 1-- 0- 1 0 .� �/ - � m l' / %/% X9'1 " <- 21.8 p ��3 1) THIS SURVEY WAS PERFORMED WITHOUT THE �" �1 BENEFIT OF A TITLE INSURANCE COMMITMENT. x GARAGE 8 � I 0 / 2) ADDRESS OF THE SUBJECT PROPERTY: 6416 .� / _-_I!' _ _ ``- d' / 16TH AVENUE SOUTH, RICHFIELD, MN 55423 W % N;i I M _ [Li P.LD.:26-028-24-14-0079 co to N to I I-- ------5 FOOT SETBACK- -- — -- -----J --3 . x `/�/%' '` i% 3) TOTAL PARCEL AREA 13,153 SQ. FT. ao __ %=- LOT 5 AREA: 6,578 SQ. FT. p 1\---..., S89'49'24"W 133.23 LOT 6 AREA: 6,574 SQ. FT. Z \ -------- --------5 FOOT SETBACK– – --- --- – – rl� '> -.-2.6 N FOUND THREADED ROD WITH NUT 4) BEARING BASIS IS ASSUMED. ' Jr '- -- -S36'44 30 E, 0.14 FEET FROM CALCULATED LOT CORNER x 2 <+' Q Q o 5) DATE OF FIELDWORK: 11 -29-2012 Q I J Y `' li 'r• O J p O CL Q c, 4 • i x N m oi to Z oiin ai vwi C� o d- .1. -u- 0 o CERTIFICATION : 0 o I°- 777 , u, I1 #44109 SET CAP I hereby certify that this survey, plan, or report was prepared by / N v J FOUND 1/2-� i me or under my direct supervision and that I am a duly Licensed 0 leci - - 5 Fool SETBACK-- "' INCH IRON / (L) Land Surveyor under the laws of the state of Minnesota. a \ PIPE \�,,/ 0 T s°- " ` S89'52'02"W 133.24 I / HOUSE # 6424 I SIGNED `' ii r Travis W. Van Nests, Minnesota Professional Surveyor #44109 I / #44109 Professional Surveyor # 6695 I7 I 60 JOB # 2012089 ISSUED: 12-13-2012 PREPARED FOR: DRAWN BY: TWVN REV: 12-14-2012 SETBACKS ADDED JULIE URBAN SCALE: 1" = 20 FEET CITY OF RICHFIELD 6700 PORTLAND AVENUE SOUTH VAN NESTE SURVEYING RICHFIELD, MN 55423 PROFESSIONAL SURVEYING SERVICES 85 WILDHURST ROAD EXCELSIOR, MN 55331 V 1 PHONE (952) 686-3055 TOLL-FREE FAX (866) 473-0120 WWW.VANNESTESURVEYING.COM SHEET 1 OF 1 56-3 6416 16th Ave S ® SUB 1 /13 Surrounding Zoning Designations ._ I. ., 1 •.1 i-_I 11 L I f E 1 - I i t r , i E I _--1 VT-{ r t 1 i,•� 1- i i_ I ■ E t -- -- _. — 1 i R t1 { R I _ ! M -3 1 MR i3 64TH ST • a° L 1 R1 iMR 3 MR, 'i F r j I" I 'R R R R .0 I. ' I 1 € I r j `Mk-3 MR I ' R k I II R RI I ti i I I r ` MR-13''-'1 I l 1 R i-.MR-3 ■ R R I W i R r:' t{ 1 _ Q R Z i ?R E R > i-M2-3. MR-0 W — a i" ir- R i R, - ' Z Rt c0 1_ kAR-3_--. - Mri=3 -[ U Ii _ O r• i E I _1 , R E _! p E 1 I R =.:-j i I- .� W I L-M12-3 MR ( Rt l I RE �r: REzFi r` r Fi— R I -_� MR 3 rI-ptt$"' E R i J [ i .......:00 65TH ST i.. i 1_ i r__ .i E r- r i :l --<<_1 r` I 1 j ( — — r- > i �Ii — r , -[ __r -. N 1 - , ( ' �I i. - 1 L. - i . � 1l 1- I j 1 i_ L o 0.01 0.02 0.04 0.06 0.08 LEGEND -•. . .,• . - Miles R-Single-Family Residential MR-3 - High Density Multi-Family Residential I:\GIS\Community Development\Staff\Melissa\Projects\Zoning Cases\6416 16th Ave -Z.mxd 6416 16th Ave S - SUB 1 /13 Surrounding Comprehensive Plan Designations I �— -, r I ' --i I -S, I r ` is rt," ,l I ` _ r ---3 t: 1 L-�_ I I', , ` � f bR •:� . " L_______ I ;, I �_ _ ! HDR- 64TH ST to I_' f 1 LDR.' -hDF'f : .' LDfR I HDR ' --{ HDR 1 -- - LF}R LDR,:- �� i i HIDR HDR ! - ' LDR . _ Li'_i i LiD LDR. I i R r f . LDFi L 9bR - rt HQ;LDR LDFt- I W ' C-DR Q I ._I ''} _L . , _ - a _ F W[ IZ ! t R LDR bR HD ' LDR L _ f [J'I .ur i U LDR k I$ ~ '` 2 LT 1LDR Z _ Li co I:}�[jR Hi* i V — 0 ' 1CR C... :i - R _ D -. i LD�FTa t) p r [� w f=F�bR 11 HDR Q i5E? fit! _[ I °° € `: L4; . _ -- 2 - f r FIDR __I R j DL} „r I 4421 — [ i ,__1 �- - ! NPR [ - -- - p ` LD1 ;i L'6R x.61# j :_ _ [._ .I L. 65TH ST --\f 17l 4 .i [� I r r - I i .� —_i is N I A __._, , rr ( r r i. ,___ l I: C'; 0 0.01 0.02 0.04 0.06 0.08 LEGEND .. . .1■1■1 Miles LDR- Low Density Residential HDR-High Density Residential I:\GIS\Community Development\Staff\Melissa\Projects\Zoning Cases\6416 16th Ave- LU.mxd AGENDA SECTION: CONSENT AGENDA ITEM# 5H REPORT# 8 STAFF REPORT RICHFIELD CITY COUNCIL MEETING JANUARY 08, 2013 KAREN BARTON, COMMUNITY REPORT PREPARED BY: DEVELOPMENT ASSISTANT DIRECTOR NAME,TITLE DEPARTMENT DIRECTOR F51 REVIEW: SIGNATURE or REVIEWED BY CITY { ' :4 /Ab MANAGER: 4 A.1, ITEM FOR COUNCIL CONSIDERATION: Consideration of a Statement of Commitment in support of a grant application to the National Endowment for the Arts for the Lyndale Gardens Town Center Project through Springboard for the Arts. I. RECOMMENDED ACTION: By Motion: Authorization of a Statement of Commitment in support of a grant application to the National Endowment for the Arts for the Lyndale Gardens Town Center Project through Springboard for the Arts. II. BACKGROUND Springboard for the Arts (Springboard), a nonprofit economic and community development organization for artists and by artists, is preparing a grant application requesting $100,000 for the purpose of commissioning public artwork at the former Lyndale Garden Center. The project is intended to strengthen the community through the arts via creation of new public art that will enhance the Richfield area, Lyndale Avenue corridor, and Lakes at Lyndale district for residents, businesses, and visitors. The public art is intended to create a more appealing physical aesthetic, contribute to the pedestrian friendliness of the area, and help to shape the social character of the community. Additionally, the art will be integrated into functional, interactive 01082013 Lyndale Gardens Town Center Grant App Statement of Commitment features such as a water play area, and therefore will encourage use of amenities and active, healthy behaviors among area residents. The art will also strengthen the Lyndale Garden's unique sense of place and encourage visitors to come and participate in the performing arts, arts classes, and other programming planned for the site. The grantor, The National Endowment for the Arts (NEA), requires that Springboard partner with the City of Richfield as part of the application process. Springboard will provide leadership for managing the artistic quality of the project. The Cornerstone Group will be a secondary partner and will provide assistance from landscape design professionals as needed and will oversee construction of the public amenities. The NEA requires that the statement of commitment be formalized through a letter of support from the highest ranking official, which in this case is Mayor Goettel. III. BASIS OF RECOMMENDATION A. POLICY • It is prudent to pursue grant funding to assist in furthering community goals and projects. • Goals and Polices Richfield 2008 Comprehensive Plan: o Develop the Lakes at Lyndale area as a City Center. o Encourage and support the development of strong commercial districts that respect the values and standards of the citizens of Richfield. o Maintain and enhance the "urban hometown" character of Richfield. o Providing quality parks and recreation areas and trails and walkways that connect the community. o Recognizing the importance of the Lakes at Lyndale area as the community center for commerce. B. CRITICAL TIMING ISSUES • The grant application is due January 12, 2013. C. FINANCIAL • The City is providing financial support through the $1,500,000 Metropolitan Council Livable Communities Act Transit Oriented Development Grant awarded for the Lyndale Gardens redevelopment project in 2012. D. LEGAL • N/A E. ENVIRONMENTAL CONSIDERATIONS • Green and sustainable building methods will be incorporated as practicable. IV. ALTERNATIVE RECOMMENDATION(S) • Do not authorize the Statement of Commitment. V. ATTACHMENTS • Springboard's Lyndale Gardens Town Center grant application narrative. • Draft Statement of Commitment letter from Mayor Goettel. VI. PRINCIPAL PARTIES EXPECTED AT MEETING • N/A 51-1- Details of the Project Narrative: Lyndale Gardens Town Center Springboard for the Arts a. Major Project Activities: Public Art. The purpose of this grant is to commission public artwork that will revitalize the former Lyndale Garden Center in Richfield, Minnesota, a site that has been vacant and blighted for the past 7 years. The site is being redeveloped as a new Town Center called Lyndale Gardens; it is nestled between a major transit corridor and an existing park that is currently difficult to access and lies within two blocks of the most densely populated part of Richfield. Lyndale Gardens will include a mix of uses such as a co-op grocery store, small retailers, intergenerational mixed-income housing, indoor/outdoor community space for events and public park space overlooking Richfield Lake. The City of Richfield's "Lakes at Lyndale" initiative aims to create a "thriving urban center" that will integrate multiple parks and trail systems with a pedestrian- oriented mix of retail and housing. As part of the redevelopment, project partner and developer,The Cornerstone Group, will incorporate art and artists into the overall design of the site and the community amenities, including an outdoor stage for performances, an interactive water feature, a community fireplace feature, edible gardens, and new trails connecting to existing Richfield Lake Park trails. Springboard for the Arts will hire an Artist Organizer who will work with citizens and stakeholders to design public art that will give larger community meaning and support the establishment of an inclusive community town center. The Artist Organizer will receive training and support from Springboard for the Arts and will organize at least 5 community engagement and mobilization projects with local artists. The work of the Artist Organizer and Springboard for the Arts will be divided into 3 phases: Engagement, Design and Implementation. Engagement: the project team will hold a charrette with the surrounding neighborhood to facilitate productive community input and encourage creation of community identity and sense of place, with an emphasis on involving underserved populations including non-English speakers. Design: The collaborative design process between local artists and residents will aim to capitalize on existing local assets while focusing on uses and programming of the new Town Center to guide the design of public art. Implementation: this includes implementation of the design through participatory collaborative process and construction by the site developer. b. Goals and Impact Goals of the project include improving quality of life in this first-ring suburb of Minneapolis that is home to a large population of Latino and African American residents. In Richfield Public Schools, 69%of children receive free or reduced-price lunches due to low household income. The project intends to enhance the livability of Richfield through a persuasive vision that integrates art& artists, nature & open space, active living, local food & urban agriculture, lifelong learning, sustainability, and innovation & collaboration into this vibrant Town Center. By transforming a site that was vacant and blighted for over 7 years, the project provides a model for other 1 Details of the Project Narrative: Lyndale Gardens Town Center Springboard for the Arts struggling communities to emulate. Project partner The Cornerstone Group, a socially- responsible developer, hosted place-making community events at the vacant site in 2012 with an estimated attendance of 1500 community members of all ages and backgrounds. Partnering on a campaign with Blue Cross Blue Shield's "Do Town,"the community demonstrated substantial support for a farmer's market location at Lyndale Gardens, and beginning in 2013,there will be a weekly farmer's market event at the site. The new Town Center will provide opportunities for healthy living and creative activity, in order to revitalize Richfield's local economy, and provide a great place to live, work, and play. c. Outcome and measurements The project addresses the NEA outcome for Livability: Strengthening communities through the arts through creation of new public art that will enhance the Richfield area, Lyndale Avenue corridor, and Lakes at Lyndale district for residents, businesses, and visitors. The art integrated into the public spaces will create a more appealing physical aesthetic, contribute to the pedestrian friendliness of the area, and shape the social character of the community. Because the art will be integrated into functional, interactive features such as a water play area,the art will encourage use of amenities and active, healthy behaviors among area residents. Art will also strengthen the Town Center's unique sense of place and encourage visitors to come and participate in the performing arts, arts classes, and other programming planned for the site. We anticipate that property values will increase and more businesses will be attracted to the area. We will use QOL measures tracked by the city of crime rates, property values, net population migration in and out of community, new businesses, and pedestrian friendliness. We will also survey area residents and workshop participants to measure the impact of civic engagement. d. Budget: $100,000. The total project budget is$1,105,000, including$100,000 requested from NEA Our Town for design and creation of public art. The total project budget includes the construction cost of building a public park overlooking Richfield Lake with Town Center amenities including an amphitheater, walking/bicycling trails and bridges, an interactive water feature, and a community fire feature. Non-federal funding of$1,005,000 has been awarded to the City of Richfield from the Metropolitan Council Livable Communities Demonstration Account for Transit-Oriented Development, specifically for the place-making amenities. e. Schedule Prior to the project period, Springboard for the Arts will host a Placemaking Action Workshop and manage the selection of an Artist Organizer to lead artist and community engagement in the design of the Lyndale Gardens Town Center. Beginning in September 2013, the Artist Organizer will issue an Invitational Call to Artists and will 2 1 3 Details of the Project Narrative: Lyndale Gardens Town Center Springboard for the Arts work with the community to identify local artists that will design public art. Beginning in 4th quarter, 2013, the Artist Organizer will host community engagement activities to bring together selected artists and community members to collaborate on design ideas. In 1st and 2"d quarter, 2014, public art will be designed in a collaborative process with the community. In 3rd and 4th quarter, 2014, artwork will be finalized, fabricated, and installed. In 2nd and 3rd quarter, 2015, community engagement surveys will be conducted to measure the impact of the new artwork on livability. f. Partners Springboard for the Arts, a non-profit economic and community development organization for artists and by artists, and the City of Richfield, are the two primary partners. Springboard for the Arts will provide leadership for managing the artistic quality of the project; the City of Richfield is a financial partner in the redevelopment of the Lyndale Gardens Town Center. The Cornerstone Group, a socially-responsible developer, is redeveloping the site and working in conjunction with both Springboard. and the City to execute the vision of an arts-focused Town Center. The Cornerstone Group will provide assistance from landscape design professionals with Cuningham Group Architecture as needed and will oversee construction of the public amenities. g.Target Community The population of Richfield, Minnesota, was 35,288 as of the 2010 census. The project is estimated to serve 45,000 people, due to Richfield's close proximity, transit, and bicycle connections to Minneapolis. The Cornerstone Group hosted community events at the site in 2012 and has broad reach to area residents that will be visiting the site in the future. Underserved groups will be reached by ensuring that project outreach and marketing materials are distributed in Spanish. h. Plans for promoting and publicizing; i. Plans for documenting and evaluating Springboard for the Arts will utilize its network of artists and arts-supporters around the Twin Cities to promote the project. The City of Richfield and The Cornerstone Group have lists of hundreds of Richfield area citizens who have already been engaged in Town Center project planning and will be continually invited to participate in the project process both formally via flyers, mailers, and email, and informally, via Facebook,Twitter, and other online social media. Springboard for the Arts will provide a trained Artist Organizer who will document project progress and work with partners to identify metrics and indicators of the project's impact on community livability. j.Accessibility All events and the completed public amenities will be designed for ADA accessibility. Any other accommodations needed for individuals wishing to attend workshops will be provided. 3 1=01 51 RICHFIELD ✓Lr December 17, 2012 MAYOR DEBBIE GOETTEL Dear National Endowment for the Arts, CITY COUNCIL PAT ELLIOTT I am pleased to write this letter of endorsement for the Lynda le Gardens Town TOM FITZHENRY Center project in Richfield, Minnesota. SUZANNE M.SANDAHL FRED L.WROGE,JR. Springboard for the Arts and The Cornerstone Group have been working to CITY MANAGER engage community residents and support the arts at the Lyndale Gardens site, STEVEN L.DEVICH with great positive response from the community so far. I believe that incorporating public art into the redeveloped Lyndale Gardens will improve the livability of Richfield and help transform a currently blighted site into a lively, beautiful, and sustainable place with art at its core. The Lyndale Gardens Town Center project is the only project submitting an Our Town grant application in partnership with the City of Richfield. As Mayor for the City of Richfield, I am the highest ranking government official in the City. Should you require any additional information while evaluating the project application, please feel free to contact me. Sincerely, Debbie Goettel Mayor The Urban Hometown www.cityofrichfield.org AN EQUAL OPPORTUNITY EMPLOYER AGENDA SECTION: CONSENT • AGENDA ITEM# 5I REPORT# 9 =Al STAFF REPORT RICHFIELD CITY COUNCIL MEETING JANUARY 8, 2013 REPORT PREPARED BY: JEFF PEARSON, TRANSPORTATION ENGINEER NAME,TITLE DEPARTMENT DIRECTOR Er REVIEW: a SIGNATURE / ' - REVIEWED BY CITY foto / , t MANAGER: VA . _ ITEM FOR Policy.COUNCIL CONSIDERATION: Consideration of Complete Streets I. RECOMMENDED ACTION: By Motion: Approve the attached Complete Streets Policy as recommended by the Transportation Commission. II. BACKGROUND The Transportation Commission has reviewed the attached Complete Streets Policy and recommended by unanimous vote at the September 5, 2012 meeting that the City Council consider approval of the proposed policy. Policy Vision The proposed policy formally establishes a philosophy that the City has held previously in street reconstruction planning and design projects. The streets and roadway sections throughout the City of Richfield should be: • Designed and operated in a safe, accessible, maintainable, and financially reasonable way with an acceptable level of service, and • • Determined with consideration of the community values identified on a project-by-project basis using a thorough public involvement process that invites all residents and impacted parties to participate as stakeholders. 01082013completestreetspolicy III. BASIS OF RECOMMENDATION A. POLICY • The City Comprehensive Plan (Transportation) promotes the design of streets that considers all modes of transportation. B. CRITICAL TIMING ISSUES • The proposed Complete Streets Policy, if approved, will be one of the guiding documents used in design of upcoming road reconstruction projects. C. FINANCIAL • There is no financial impact by approving the proposed policy. D. LEGAL • The City Attorney will be available for questions. E. ENVIRONMENTAL CONSIDERATIONS • Referring to the proposed Complete Streets Policy in planning the reconstruction of roads within Richfield is intended to improve the quality of life for those that live adjacent to, and use, the roadways. IV. ALTERNATIVE RECOMMENDATIONS) • Council may choose not to adopt a Complete Streets Policy. • Council may choose to modify the proposed Complete Streets Policy. V. ATTACHMENTS • Proposed Complete Streets Policy VI. PRINCIPAL PARTIES EXPECTED AT MEETING • None 5z - I CITY OF RICHFIELD COMPLETE STREETS POLICY VISION Consistent with the direction of the Transportation Commission and City Council, this Complete Streets Policy incorporates the philosophy that the streets and roadway sections throughout the City of Richfield should be: • Designed and operated in a safe, accessible, maintainable, and financially reasonable way with an acceptable level of service, and • Determined with consideration of the community values identified on a project-by-project basis using a thorough public involvement process that invites all residents and impacted parties to participate as stakeholders. POLICY 1. The City of Richfield seeks to enhance the safety, access, convenience and comfort of all users of all ages and abilities, including pedestrians (including people requiring mobility aids), bicyclists, transit users, motorists and freight drivers, through the design, operation and maintenance of the transportation network so as to create a connected network of facilities accommodating each mode of travel that is consistent with and supportive of the community's values, recognizing that all streets are different and the needs of various users will need to be balanced in a flexible manner. 2. Transportation improvements will include facilities and amenities that are recognized as contributing to meet the needs and values of the community, which may include street and sidewalk lighting; sidewalks and pedestrian safety improvements such as median refuges or crosswalk improvements; improvements that provide ADA (Americans with Disabilities Act) compliant accessibility; transit accommodations including improved pedestrian access to the destinations; bicycle accommodations, shared-use lanes, wide travel lanes or bike lanes as appropriate; and streetscape elements such as street trees, boulevard landscaping, street furniture and adequate drainage facilities. 3. Early and frequent public engagement/involvement will be important to the success of this Policy. Those planning and designing street projects must give due consideration to the community values, from the very start of planning and design work. This will apply to all roadway projects, including those involving new construction, reconstruction, or changes in the allocation of pavement space on an existing roadway (such as the reduction in the number of travel lanes or removal of on-street parking). 4. Where community values are established, bicyclist and pedestrian transportation users shall be included in street construction and re- construction projects, except in circumstances where: a. the existing right-of-way limits the ability to safely accommodate all desired modes b. it is technically determined that all desired modes cannot be accommodated safely c. excessive and disproportionate costs limit the feasibility of establishing a bikeway, walkway or transit enhancement as part of a project 5. The project development process must include early consideration of the land use and transportation context, identify gaps or deficiencies in the network for various user groups that could be addressed by the project, including an assessment of the tradeoffs to balance the needs of all users. Specific factors that should be considered and given priority include; whether the corridor: a. Provides a primary access to a significant destination such as a community or regional park or recreational area, a school, a shopping / commercial area, or an employment center; b. Provides access across a natural or man-made barrier such as a freeway; c. Is in an area where a relatively high number of non-motorized transportation users can be anticipated; d. Currently provides important continuity or connectivity links for existing trails or path networks; or e. Has nearby routes that provide a similar level of convenience and connectivity already exist. 6. The design of new or reconstructed facilities should anticipate likely future demand for bicycling and walking and should not preclude the provision of future improvements. [For example, under most circumstances bridges (which last for 50 years or more) should be built with sufficient width for safe bicycle and pedestrian use in anticipation of a future need for such facilities]. 7. The City will maintain a comprehensive inventory of the pedestrian and bicycling facility infrastructure integrated with the Capital Improvements Plan and will carry out projects to eliminate gaps in the sidewalk and trail networks that are identified in the City's Comprehensive Plan and/or Bicycle Master Plan. 8. The City will generally follow accepted or adopted design standards when implementing improvements intended to fulfill this Complete Streets Policy but will consider innovative or non-traditional design options where a comparable level of safety for users is present. 9. The City will develop implementation strategies that may include developing and adopting network plans, identifying goals and targets, and tracking measures such as safety and modal shifts to gauge success. AGENDA SECTION: CONSENT AGENDA ITEM# 5J REPORT# 10 STAFF REPORT RICHFIELD CITY COUNCIL MEETING JANUARY 8, 2013 REPORT PREPARED BY: CHRIS REGIS,FINANCE MANAGER NAME,TITLE DEPARTMENT DIRECTOR 96°.°°' REVIEW: SIGNATURE I REVIEWED BY CITY , A MANAGER: N ITEM FOR COUNCIL CONSIDERATION: Consideration of resolution approving execution of documents related to the sale of three Notes the City issued for the benefit of the Academy of Holy Angels to Home Federal Bank I. RECOMMENDED ACTION: By Motion: Approve a resolution approving the execution of documents related to the sale of three revenue notes issued by the City for the benefit of the Academy of Holy Angels to Home Federal Bank. II. BACKGROUND The City of Richfield has approved the issuance of numerous private activity revenue notes over the years for the benefit of the Academy of Holy Angels (Holy Angels). Three of the private activity revenue notes (Series 2002, 2003, 2004) have a mandatory tender date where Holy Angels was required to refinance or payoff the debt by December 1, 2012. The current holder of the three notes, Wells Fargo, has agreed to extend the term of each note to January 15, 2013, to allow Holy Angels to work with a new bank to buy the three notes from Wells Fargo. Home Federal Bank has agreed to purchase the three notes from Wells Fargo and Wells Fargo has agreed to assign its interests and rights in all documents and security related to the three notes to Home Federal Bank. 0108HolyAngels • In connection with the sale of the three notes to Home Federal Bank, Home Federal Bank has asked that the City execute an Estoppel Certificate related to the Lease Agreement between Holy Angels and the City related to the softball and soccer fields the City leases. The property the City leases from Holy Angels is subject to the Mortgage that Home Federal Bank will be assigned as security for the payment of the three notes. The Estoppel Certificate will provide evidence to Home Federal Bank that the Lease Agreement remains in place and that the City does not have additional rights or claims against Holy Angels other than its rights under the Lease Agreement. In addition, upon the sale of the Notes to Home Federal Bank, it is possible that the interest rate may be decreased. The City has been advised by its bond counsel that a decrease in the interest rate on the three notes or other material changes to the documents related to the three notes will cause a "reissuance" of the three notes for tax purposes and upon reissuance, the three notes must be treated as if refunded on the date such changes become effective. The attached resolution provides authority for the Mayor and City Manager to execute the requested Estoppel Certificate, and if necessary, execute other documents related to the reissuance of the three notes. Any reissuance of the three notes will not affect the City's ability to issue bank- qualified tax-exempt debt in 2013. III. BASIS OF RECOMMENDATION A. POLICY • City Council approval is required to execute the Estoppel Certificate and to execute documents related to the reissuance of the three notes. B. CRITICAL TIMING ISSUES • Holy Angels has a deadline of January 15, 2013 to complete a sale of the three notes or must pay off the three notes. C. FINANCIAL • As is the case with private activity revenue bond financing, the City serves only as a conduit for the financing. The City does not incur any financial liability as a result of the debt, nor would the City incur any out of pocket expenses. D. LEGAL • The City's bond attorney has reviewed the new terms and conditions of the transfer of the notes. E. ENVIRONMENTAL CONSIDERATIONS • N/A IV. ALTERNATIVE RECOMMENDATION(S) • N/A V. ATTACHMENTS • Resolution providing approval to the execution of documents related to the assignment of various notes issued by the City on behalf of the Academy of Holy Angels to Home Federal Bank. VI. PRINCIPAL PARTIES EXPECTED AT MEETING • None. 5J- t CITY OF RICHFIELD,MINNESOTA RESOLUTION NO. RESOLUTION PROVIDING APPROVAL TO THE EXECUTION OF DOCUMENTS RELATED TO THE SALE OF VARIOUS NOTES ISSUED BY THE CITY ON BEHALF OF THE ACADEMY OF HOLY ANGELS TO HOME FEDERAL BANK WHEREAS, the City of Richfield, Minnesota (the "City"), is authorized by Minnesota Statutes, Sections 469.152 through 469.165, as amended (the "Act"), to issue revenue obligations to finance, in whole or in part, the costs of the acquisition, construction, reconstruction, improvement, betterment, or extension of a"project"to be owned by a contracting party;and WHEREAS, the City has issued several tax-exempt obligations for the benefit of the Academy of Holy Angels, a Minnesota nonprofit corporation(the"Borrower"), owner and operator of the Academy of Holy Angels High School,located at 6600 Nicollet Avenue South in the City(the"Facility"); and WHEREAS, on December 30, 2002, the City issued its Educational Facilities Revenue Note (Academy of Holy Angels Project), Series 2002 (as amended, the "2002 Note") in the amount of $8,540,000; and WHEREAS, the proceeds of the 2002 Note were loaned to the Borrower, pursuant to a Loan Agreement, dated as of December 1, 2002 (the "2002 Loan Agreement") and the City assigned all of its right, title and interest in and to the 2002 Loan Agreement (other than certain rights to indemnification and payment of expenses) to Wells Fargo Bank, N.A. ("Wells Fargo"), pursuant to a Pledge Agreement, dated as of December 1,2002 (the"2002 Pledge Agreement"), between the City and Wells Fargo;and WHEREAS, on December 12, 2003, the City issued its Educational Facilities Revenue Note (Academy of Holy Angels Project), Series 2003 (as amended, the "2003 Note"), in the amount of $1,460,000; and WHEREAS, the proceeds of the 2003 Note were loaned to the Borrower, pursuant to a Loan Agreement, dated as of December 1, 2003 (the "2003 Loan Agreement") and the City assigned all of its right, title and interest in and to the 2003 Loan Agreement (other than certain rights to indemnification and payment of expenses)to Wells Fargo,pursuant to a Pledge Agreement,dated as of December 1,2003 (the"2003 Pledge Agreement"),between the City and Wells Fargo; and WHEREAS, on June 28, 2004,the City issued its Educational Facilities Revenue Note(Academy of Holy Angels Project), Series 2004 (the "2004 Note" and, together with the 2002 Note and the 2003 Note,the"Notes"), in the amount of$3,215,190; and WHEREAS, the proceeds of the 2004 Note were loaned to the Borrower, pursuant to a Loan Agreement, dated as of June 1, 2004 (the "2004 Loan Agreement") and the City assigned all of its right, title and interest in and to the 2004 Loan Agreement (other than certain rights to indemnification and 1 51 - � payment of expenses) to Wells Fargo, pursuant to a Pledge Agreement, dated as of June 1, 2004 (the "2004 Pledge Agreement"),between the City and Wells Fargo; and WHEREAS, the payment of interest on and principal of the Notes is secured by a Mortgage and Assignment of Rent and Fixture Financing Statement, dated December 30, 2002, as amended (the "Mortgage"), executed by the Borrower for the benefit of Wells Fargo; and WHEREAS, pursuant to negotiations with the Borrower, Wells Fargo (the current holder of the Notes)has agreed to sell the Notes to Home Federal Bank, a federal savings bank(the"Bank"); and WHEREAS, in conjunction with the sale of the Notes to the Bank, Wells Fargo has assigned all of its right and interests in the Mortgage, the 2002 Loan Agreement, the 2002 Pledge Agreement, the 2003 Loan Agreement, the 2003 Pledge Agreement, the 2004 Loan Agreement, and the 2004 Pledge Agreement(collectively,the"Note Documents")to the Bank; and WHEREAS, in conjunction with the sale of the Notes to the Bank and the assignment of the Note Documents to the Bank,the City has been asked to approve the execution of an estoppel certificate related to the Lease Agreement between the City and the Borrower related to the City's lease and use of the Borrower's softball and soccer fields, a copy of which is on file with the City(the"Estoppel Certificate") because the property leased by the City under the Lease Agreement is also subject to the Mortgage; and WHEREAS, in conjunction with the sale of the Notes to the Bank and the assignment of the Note Documents to the Bank,the interest rate on the Notes may be decreased by the Bank; and WHEREAS, the City has been advised by its bond counsel that a decrease in the interest rate on the Notes or other material changes to the Note Documents will cause a "reissuance" of the Notes for tax purposes pursuant to Section 1.1001-3 of the Treasury Regulations promulgated under the Internal Revenue Code of 1986, as amended(the "Code") and upon any such reissuance, the Notes are treated as if refunded on the date such changes become effective; and NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Richfield, Minnesota, as follows: 1. The City hereby consents to the execution of the Estoppel Certificate by the Mayor and the City Manager in substantially the form on file with the City on the date hereof, which is hereby approved, with such changes as shall be approved by the City Manager and Kennedy & Graven, Chartered,as bond counsel to the City("Bond Counsel"). 2. The Mayor and the City Manager are hereby designated as the representatives of the City with respect to any amendments to the Notes and the reissuance of the Notes. The Mayor, the City Manager, and other officers of the City are authorized and directed to execute and deliver any and all certificates, agreements, or other documents which are required by the Note Documents or any other agreements, certificates, or documents which are deemed necessary by Bond Counsel in connection with any amendments to the Notes or Note Documents and the reissuance of the Notes, or are required by Bond Counsel to establish the validity or enforceability of the Notes or the exclusion from gross income of interest on the Notes for purposes of federal income taxation and State of Minnesota taxation (including but not limited to the execution of a general certificate of the City, an endorsement to a certificate of the Borrower as to tax matters and one or more Information Returns for Tax-Exempt Private Activity Bond Issues,Form 8038 (Rev.April 2011)). 2 3. The Notes are special obligations of the City payable by the City solely from the revenues derived by the City from the 2002 Loan Agreement, the 2003 Loan Agreement and the 2004 Loan Agreement, as assigned to the Bank, and from other security provided by the Borrower, including but not limited to the Mortgage. 4. The City understands that the Borrower will pay all the costs and fees incurred by the City related to the sale of the Notes to the Bank, the assignment of the Note Documents to the Bank, and any reissuance of the Notes, including but not limited to Bond Counsel fees. 5. This Resolution shall take effect immediately upon adoption. Adopted by the City Council of the City of Richfield,Minnesota,this 8th day of January,2013. Debbie Goettel,Mayor Attest: Nancy Gibbs,City Clerk 3 AGENDA SECTION: OTHER BUS. , AGENDA ITEM# 7 REPORT# 11 STAFF REPORT RICHFIELD CITY COUNCIL MEETING JANUARY 8, 2013 REPORT PREPARED BY: ELIZABETH FINNEGAN, CIVIL ENGINEER NAME,TITLE DEPARTMENT DIRECTOR Er REVIEW: ` Te / SIGNATURE 1 _ REVIEWED BY CITY 1 MANAGER: /.. &dal_ ,/ ITEM FOR COUNCIL CONSIDERATION: Consideration of work proposals from HR Green, Inc. for the preliminary engineering and coordination services for Portland Avenue, between 67th and 77th Streets, and 66th Street, between 16th Avenue and Xerxes Avenue. I. RECOMMENDED ACTION: By Motion: 1. Approve the hiring of HR Green, Inc. to provide preliminary • engineering services for the Portland Avenue reconstruction project at a cost not to exceed $363,000. 2. Approve the hiring of HR Green, Inc. to provide project coordination services for the 66th Street Reconstruction project at a cost not to exceed $148,000. II. BACKGROUND Consistent with City Council direction and the City's Comprehensive Plan, staff is working with Hennepin County towards a program to reconstruct the balance of County Roads within the City of Richfield. In 2012, the City and County were awarded federal grants for the reconstruction of Portland Avenue and 66th Street to be used in 2015 and 2016, respectively. 01082013HRGreenPortland&66th Portland Avenue Reconstruction The City of Richfield was awarded the federal funds for the reconstruction of Portland Avenue from 67th Street to 77th Street and will be the lead agency for preliminary design, final design, and construction. City staff recommends the hiring of HR Green, Inc. in order to stay on schedule for reconstruction and enter into an exhaustive public involvement and preliminary design process prior to final design. 66th Street Reconstruction Hennepin County was awarded the federal funds for the reconstruction of 66th Street from 16th Avenue to Xerxes Avenue and will be the lead agency for preliminary design, final design, and construction. City staff is recommending HR Green, Inc. be hired as an extension of City staff to aid in the public involvement and preliminary design phases of the project. This work would include a visioning process for the corridors, identification of stakeholders, attending and preparing for stakeholder meetings, preliminary design feedback, and oversight of Hennepin County's Traffic Study. Qualification Based Contract City staff uses a Qualification Based Selection process for procuring engineering services such as transportation, water treatment, stormwater management, surveying and right-of-way services. Every five years City Staff invites engineering consultants to submit proposals featuring their qualifications in the various service areas. City staff reviews the proposals and select firms to be included in the Engineering Pool to perform work that will be needed for upcoming projects. HR Green, Inc. is in the City's Engineering Consultant Pool and is an experienced engineering firm. They have submitted proposals to provide the preliminary engineering services for both the Portland Avenue and 66th Street Reconstruction Projects. HR Green performed similar work for the City and Met Council Environmental Services on the 75th/76th Streets Metro Sewer Project. City Staff negotiated the tasks and the amount time needed for the tasks. The total contract amount cannot be exceeded without further Council authorization. III. BASIS OF RECOMMENDATION A. POLICY • The reconstruction of County Roads is identified in the City's Comprehensive Plan (Transportation). • Council approval is required for expenditures over $50,000. B. CRITICAL TIMING ISSUES • Portland Avenue Reconstruction - In order to complete a plan set to provide for 2015 reconstruction the Preliminary Engineering should begin as soon as possible. • 66th Street Reconstruction —To stay on track with Hennepin County's preliminary design schedule, staff would like HR Green, Inc. on board to provide additional oversight of the Traffic Study being conducted by the County's consultant. C. FINANCIAL • The total estimated cost for the Portland Avenue proposed work is $363,000 to be funded using Municipal State Aid (MSA) Funds (gas tax). • The total estimated cost for the 66th Street proposed work is $148,000 to be funded using MSA Funds. D. LEGAL • The City Attorney will be available to answer questions. E. ENVIRONMENTAL CONSIDERATIONS • N/A IV. ALTERNATIVE RECOMNIENDATION(S) • The Council may choose not to approve the work proposals at this time and direct staff on how to proceed. V. ATTACHMENTS • Portland Avenue (CSAH 35) Preliminary Design Scope of Work from HR Green, Inc. • 66th Street (CSAH 53) Preliminary Design Scope of Work from HR Green, Inc. VI. PRINCIPAL PARTIES EXPECTED AT MEETING • None anticipated. r I• • Portland Ave (CSAH 35) Preliminary Design Project City of Richfield, MN SCOPE OF WORK Project Understanding The City of Richfield(City)has contracted with HR Green,Inc.(HR Green) for the Portland Ave(CSAH 35) Preliminary Design Project. Portland Ave(CSAH 35)has been approved for Federal STP-UG Funding from 67th St to 77th St. This scope includes public engagement,environmental documentation,agency and stakeholder coordination, topographical survey and preliminary design for Portland Ave from 77th St.to TH 62. The project will adhere to Minnesota Department of Transportation(MnDOT)State Aid for Local Transportation standards for federally funded projects. HR Green will begin the Preliminary Design Phase on January 8,2013 after the City Council approves the contract. Preliminary design is anticipated to be completed by the fall of 2013. This schedule was prepared to include reasonable allowances for review and approval times required by the City,Hennepin County(County),and other public authorities having jurisdiction over the project. This schedule shall be equitably adjusted as the project progresses,allowing for changes in the scope of the project requested by the City or for delays or other causes beyond the control of HR Green. Task 1—Project Management HR Green will provide comprehensive project management and coordination,quality assurance/quality control of the project plans,design and deliverables,while complying with your scope of requested services 1.1 HR Green will coordinate project management activities,which include project monitoring,progress reports, developing a detailed work plan with specific staff assignments and establish a project schedule indicating critical dates,milestones,and deliverables. 1.2 HR Green will hold a kickoff meeting with a Project Management Team(PMT)including City of Richfield and Hennepin County staff to discuss the scope and schedule of the project. HR Green will also hold an internal team kickoff meeting to review the project requirements with staff involved. 1.3 Hold up to eight(8)PMT meetings to discuss issues that arise during the public engagement and preliminary design phases. HR Green will be responsible for preparing meeting agendas,meeting minutes,and necessary exhibits to conduct the meetings. 1.4 HR Green will coordinate quality control reviews of deliverables. Deliverables:Meeting Minutes,Work Plan,Schedule and QA/QC Reviews. Task 2—Data Collection Many sources of data are required to establish the current baseline conditions and to identify existing issues affecting the transportation system. The following data collection activities are anticipated to be needed: 2.1 Horizontal and Vertical Control Surveys HR Green will establish horizontal and vertical control necessary to complete the survey items identified within this Scope of Services (SOS). Horizontal and vertical control will be established based on the current Hennepin County datum and coordinate system. 2.2 Topographic Survey HR Green will complete a topographic survey to supplement utility information provided by others. Survey will be completed from approximately building face to building face or to nearest permanent structure,such as a private fence,along the proposed project limits. A Gopher State One Call(GSOC)will be completed for the project limits. Survey will locate surface features and marked public and private utilities necessary to establish the existing conditions base map. GSOC data will be reviewed and corroborated with field survey data. 1-f Scope of Work 1 HRGreen • I Portland Ave (CSAH 35) Preliminary Design Project • City of Richfield, MN 2.3 Structure Survey HR Green will complete a structure survey of the sanitary sewer and drainage structures along the project corridor to obtain structure type,condition and pipe inverts of the existing systems. This information will be included on the base mapping for the project. 2.4 Right of Way&Easement Identification HR Oreen will locate and complete survey of property irons along the project corridor. Plats and section maps will be obtained from Hennepin County to verify the surveyed data. 2.5 Base Mapping HR Green will compile information obtained from the above scope items,along with information provided by private utility companies,Hennepin County and the City of Richfield to prepare the existing conditions base map. Additional data to be provided by the City of Richfield,Hennepin County,and others is anticipated to include: • Current ordinances and guidelines • Current design standards from Hennepin County • Aerial photography • Record drawings of existing roadways and existing utilities • Existing crash history data • Existing capital improvement plans for planned roadway improvements • Existing Transportation Systems o Review existing Functional Classification System o Identify existing bicycle and pedestrian facilities o Identify existing transit systems • o Identify existing freight capabilities This information will be collected and used to develop a base map,which will be utilized as the starting point for beginning the planning,design,and acquisition items of this project. The base map will identify ownership, property lines,topographic survey information,soil borings,and easements. An existing surface will be created from surveyed data using Microstation(tin format). Items will be established on Hennepin County's elevation datum and coordinate system. 2.6 Existing Conditions Analysis The data collection and base mapping efforts will be documented in an Existing Conditions Technical Memorandum. Deliverables: Collected Data,Existing Conditions Technical Memorandum,Project Base Map and tin surface. Task 3—Environmental Documentation Environmental documentation is required on all state and federally funded projects to some degree. Following are the tasks and activities that are required for this project. 3.1 Project Memorandum HR Green will complete a Project Memorandum(PM)for the project using MnDOT's State Aid for Local Transportation Project Memo Writer Tool or the PM template. The PM will document the need for the proposed reconstruction;environmental impacts and mitigation;and project schedule,funding,and design information. The document will be prepared to demonstrate that the project does not have a significant environmental effect and is excluded from the requirement to prepare an EA or EIS in accordance with 23 CFR 771.115. The PM will include an existing roadway condition description;project purpose and need; describe project alternatives (no build alternative and preferred alternative at a minimum,three design alternatives at a maximum);project cost,funding,and schedule. It will include a social,economic,and environmental(SEE)impacts section including:Section 4(f)and Section 6(f)analysis;Section 106 coordination with MnDOT's Cultural Resources Unit,Endangered Species Act coordination with MnDOT's Office of Environmental Stewardship;description of right-of-way acquisition if any);description of potential hazardous ` Scope of Work 2 HRGreen °7 3 Portland Ave (CSAH 35) Preliminary Design Project City of Richfield, MN • materials or contamination within the project area;and a description of noise,floodplain,wetland,or environmental justice impacts,if identified. The PM will also describe agency and public involvement for the project. A design summary including design standards and specifications,geometric design elements,design exception requests (if any)will be included in the PM. 3.2 Section(4)f Analysis HR Green will complete a Section 4(f)Program Evaluation document using guidance from the MnDOT Highway Project Development Process. It is anticipated that a Section 4(f)Programmatic Evaluation will be required and appropriate to address impacts to Veterans Park during project construction,although FHWA makes the final determination on the appropriate level of Section 4(f)evaluation—Individual,Programmatic,or De Minimus. The Programmatic Evaluation will be attached to the PM and is expected to require the same review time as the PM. The Programmatic Evaluation must be reviewed by MnDOT Office of Environmental Services and FHWA. The evaluation will include:a description of the proposed action,description of 4(f) property,permanent(if any)and temporary impacts to the 4(f)property,avoidance alternatives,measures to minimize harm,a record of coordination,conclusion on basis of 4(f)impacts,and appropriate appendices. 3.3 Section(6)f Analysis Veteran's Memorial Park is a recipient of State-funded recreation grant and any conversion from recreational land use within the park boundary will require a Section 6(f)conversion request and replacement mitigation. The State uses the same process that the federal Land and Water Conservation Fund(LAWCON) does for their conversion approval process. If necessary,HR Green will complete a Section 6(f)Conversion Request. The Minnesota DNR Grants Manager will confirm the 6(f)conversion is required. If it is required,a narrative of the project and alternatives,description of replacement mitigation,maps of converted areas and replacement land,and appraisal and environmental review documents will be provided to the Grants Manager. HR Green will summarize replacement land characteristics (location,type of recreational land,etc.)in the conversion request,but the identification,legal requirements of land purchase or conversion,and development of deed restrictions,etc.for the replacement land will be considered extra work. Deliverables:.Project Memorandum,Section(4)f evaluation,Section(6)f evaluation as needed. Task 4—Stakeholder Engagement Stakeholder ownership is inherent to the success of the Portland Avenue reconstruction project. Therefore,widespread and ongoing stakeholder engagement will be necessary and will be incorporated into each task in this scope of services. The stakeholder engagement process will include three distinct elements: 1)stakeholder goal-setting,2)stakeholder development of measures of effectiveness to meet the goals,and 3)stakeholder evaluation of project. The development of goals and measures of effectiveness will occur early in the preliminary design process,while the project evaluation will take place as part of the Task 6.1:Design Alternatives and Evaluation in order to calibrate the design to stakeholder expectations. Stakeholder engagement activities for this project will be coordinated with the stakeholder engagement activities for the City's 66'x'St project,as appropriate. The following list identifies the key stakeholder groups and public engagement activities proposed. 4.1 Public Engagement Framework and Guiding Principles In collaboration with the PMT,HR Green will develop a draft and final public engagement framework and project goals and objectives. The public engagement framework will provide an outline of agency and public coordination efforts and the project goals and objectives will be used to calibrate the preliminary design process to stakeholder expectations. Together,these will provide the overall guiding principles for the project development process which will be documented in a technical memorandum. 4.2 Technical Advisory Committee(TAC) A Technical Advisory Committee(TAC)composed of technical staff from the City of Richfield,Hennepin County,MnDOT,and Metro transit has been assembled to guide this project. It is anticipated that the TAC will meet three(3)times at critical milestones in order to provide technical input on issues and opportunities, review proposals and recommendations,and report back from their respective agencies. TAC meetings will be coordinated with the 66th Street project as appropriate. 3 Scope of Work HRGreen q a L( Portland Ave (CSAH 35) Preliminary Design Project City of Richfield, MN 4.3 Richfield Transportation Commission Meetings The Richfield Transportation Commission will be the policy-making body governing this project and will be responsible for hosting public meetings,consideration of study recommendations,and approving the preliminary design plans. HR Green will present at up to three(3)meetings with the Richfield Transportation Commission,at critical milestones throughout the process. HR Green will prepare necessary meeting materials.Transportation Commission meetings will be coordinated with the 66th Street project as appropriate. 4.4 Public Meetings HR Green will participate in up to three(3)public meetings hosted by the Richfield Transportation Commission. The purpose of these meetings will be to engage the public and agencies in the development of the project. The goal of the public meeting content and format will facilitate stakeholders through the preliminary design process with a direct feedback loop to the design team,ultimately leading to the development of a design concept calibrated to the unique viewpoint of each modal group and widely supported by stakeholders and users.HR Green will establish meeting locations,prepare exhibits,provide meeting minutes,and provide technical staff necessary to facilitate the meetings. Three(3)HR Green staff will be present at each public meeting. These public meetings will include information regarding the 66th Street project,in order to present the public with a unified plan for these major reconstruction projects. 4.5 Agency Coordination HR Green will provide ongoing coordination with the agencies with jurisdiction in the project area. At a minimum,this coordination is expected to include meetings with Hennepin County,MnDOT,and Metro Transit. • Hennepin County is the public agency with jurisdiction over Portland Avenue and will ultimately be responsible for the approval of the designs. HR Green will coordinate with Hennepin County to confirm that the preliminary design for Portland Avenue meets Hennepin County roadway design standards. • Portland Avenue is part of the state-aid system which is overseen by MnDOT. MnDOT also has jurisdiction over MN 62,I-35W,and I-494 which are regional highways that have an impact on traffic patterns along Portland Ave. HR Green will coordinate with MnDOT to confirm that the preliminary design meets MnDOT State-aid standards. • Portland Ave has been identified as a planned Arterial Bus Rapid Transit(BRT)route by Metro Transit. HR Green will coordinate with Metro Transit to identify improvements along the corridor to support plans for implementation of Arterial BRT and to maintain/increase transit ridership. HR Green will hold up to six(6)agency coordination meetings as needed to discuss issues that arise during the public engagement and preliminary design phases. HR Green will be responsible for preparing meeting agendas,meeting minutes,and necessary exhibits to conduct the meetings. 4.6 Additional Stakeholder Meetings HR Green will meet with stakeholders along the project corridor as necessary. Anticipated stakeholders could include business groups,property owners,schools,park representatives,utilities,special interest groups,etc. It is estimated that a maximum of six(6)individual stakeholder meetings will be required. HR Green will establish meeting locations,prepare exhibits,provide meeting minutes,and provide technical staff necessary to facilitate the meetings. Two (2)HR Green staff will be present at each stakeholder meeting. 4.7 Project Website A project website(hosted by the City)will be developed and updated periodically throughout the preliminary design process (assume three-updates)in order to inform stakeholders on upcoming public meetings,provide updates,and advise the public on key design considerations. HR Green will provide the City/County with website content and updates. It is assumed that the City or County will be responsible for website hosting. This will be a joint project website for the Portland Avenue and 66th Street projects,to present the public with a unified plan for these major reconstruction projects. l-f Scope of Work 4 HRGreen • (7 -5 Portland Ave (CSAH 35) Preliminary Design Project City of Richfield, MN 4.8 Project Newsletters A total of three project newsletters (assume one-page,front and back)will be developed and distributed at critical project milestones,in order to inform stakeholders of upcoming public meetings,provide updates,and advise the public on key design considerations. It is anticipated that the newsletters will correspond with the schedule for the public meetings and also serve as the public meeting notifications. HR Green will provide print and electronic versions of the newsletter. It is assumed that the City will be responsible for distribution of the newsletter. The newsletters will cover both the Portland Avenue and 66th Street projects. Deliverables: Guiding Principles Technical Memorandum,Meeting Materials,Minutes/Summaries,Project Website and Updates,Project Newsletters. Task 5—Traffic Study HR Green will complete a traffic study that will document the existing operations,design year operations and safety issues.The segment of Portland Avenue from 73rd street to the TH 62 westbound ramp intersection will be included in the analysis.The portion of Portland Avenue from 66th Street to TH 62 westbound ramps is included with this analysis, even though it is not scheduled for reconstruction,to determine the operations along this 4 lane portion of Portland Avenue as this is a key segment connecting into the freeway system.The recently completed Portland Avenue/66th Street roundabout will be analyzed as well.The traffic study will help confirm the proposed design of the project provides acceptable operations and assist in the evaluation of alternatives. 5.1 Data Collection The data collection effort will include collecting traffic counts of the vehicle mix(cars,trucks,bus)pedestrian, and bicycle movements at 6 intersections along the corridor(TH 62 westbound ramps,TH 62 eastbound ramps,64th Street,66th Street,70th Street and 73rd Street). The collection of the vehicle mix will be important in determining the design vehicle(most common vehicle on the route)and the control vehicle (largest vehicle the route can accommodate).Data will be collected over the AM peak period(6am to 9am)and the PM peak period(3pm to 6pm)during a normal working day. If available,the City's Miovision cameras will be utilized to collect data. In addition to the traffic count data,the following items will also be collected: • Driven and posted speeds • Portland Avenue travel time within the project limits • Existing roadway geometric information(number of lanes,lane width,taper rates). The following items will need to be provided by the Owner: • Existing traffic signal plans of signalized intersections within the project limits to obtain signal phasing,timing and detector information. • Safe routes to school mapping 5.2 Safety Analysis A safety analysis will be completed to document the intersection and segment crash rates and crash severity rates.for the most recent 5 year period of available data.The rates will be compared with the Minnesota average crash rates for similar facilities,to statistically measure roadway safety,and identify specific locations that may warrant safety improvements.Additionally,the corridor will also be driven to identify perceived safety problems that may exist. Also,discussions with the public during the stakeholder engagement process will occur to determine if the public notes any safety problems that may exist but may not be reflected in the crash data. 5.3 Traffic Operational Analysis HR Green will complete traffic operational analysis at Portland Avenue/TH 62 westbound ramps,Portland Avenue/TH 62 eastbound ramps,Portland Avenue/64th Street,Portland Avenue/66th Street,Portland Avenue/70th Street,and Portland Avenue/73rd Street intersections. These intersections will be analyzed for existing year traffic volumes,no build(design year traffic volumes),and selected build alternative(design year traffic volumes)using Synchro/SimTraffic(Rodel for the Roundabout)for both the AM and PM peak hour. I—f.J Scope of Work 5 HRGreen Portland Ave (CSAH 35) Preliminary Design Project City of Richfield, MN The existing year model will be validated based on observations made during site visits.Level of Service and delay will be determined along with average and maximum queue length for existing condition and the no build and build alternatives.The City will provide HR Green with the AM and PM peak hour traffic forecast volumes to use for the no build and build design year traffic operational analysis. The operational analysis for the build scenario will assist in the refinement of the roadway geometric design. HR Green will revise the model input to determine what geometric and operational design elements need to be adjusted to achieve an acceptable geometric design and acceptable traffic operations. Deliverables: Technical memoranda(assume 2)will be completed to document the existing operations analysis,design year build and no build traffic operations analysis,and crash analysis.The Synchro/SimTraffic and Rodel files will be provided as part of each memo.Intersection Control Evaluations will be completed for intersections(assume 6)with all- way stop,signalized,or roundabout control to determine the most appropriate intersection traffic control device. Task 6—Preliminary Design Phase The conceptual study as described in the Federal STP-UG Funding Application will be the basis for the preliminary design. Alternatives will be studied and vetted through the project management team as well as through the public and stakeholder engagement process. Decisions made throughout this process will be incorporated into the Preliminary Design. The Preliminary Design Phase serves as the opportunity for stakeholders to provide critical input early in the project. At the conclusion of the Preliminary Design Phase the design is considered to be 30%complete. During this • phase,it is assumed sufficient information is generated to define the final design of the identified improvements. HR Green will adhere to MnDOT State Aid for Local Transportation criteria and submit a layout and cross sections for review. 6.1 Design Alternatives and Evaluation HR Green will develop and evaluate conceptual alternatives in concert with the stakeholder engagement processes. It is estimated that a maximum of three(3)conceptual alternatives will be developed. A preferred alternative will be selected through a process which combines technical analysis and stakeholder input,as described under Task 4:Stakeholder Engagement. This process will be documented in Alternative Evaluation Technical Memorandum. The preferred alternative will be used as the basis for preliminary design. 6.2 Preliminary Roadway Design The preliminary design will establish the overall roadway design to be utilized in the final construction documents. Preliminary Design of the roadway elements includes: • Incorporating comments received during the stakeholder engagement and PMT evaluation • Establishing the final horizontal and vertical design • Completing preliminary cross-sections necessary to identify grading limits • Identify necessary permanent and temporary easements 6.3 Preliminary Public Utility Design 6.3.1 HR Green will meet with the City's Utility Supervisor to discuss the overall required improvements for Sanitary Sewer and Watermain. Existing sanitary sewer,watermain and services within the project corridor will be replaced with new material. The general locations of utilities will remain unchanged; it is assumed that some minor adjustments in location will occur. 6.3.2 HR Green will meet with the City's Street Supervisor to establish a street lighting design along the project corridor adhering to the City's lighting policy. 6.3.3 HR Green will not complete a hydraulic assessment of the existing drainage system with in the project corridor. The City will complete the hydraulic assessment and provide the information to HR Green. HR Green will meet with City staff and discuss known issues with storm drainage along the corridor and address them if possible. The existing drainage system will be replaced with similar sized structures and pipes as required on the project corridor. IR Scope of Work 6 HRGreen Portland Ave (CSAH 35) Preliminary Design Project City of Richfield, MN 6.4 Private Utility Coordination HR Green will meet with private utilities a maximum of two(2)separate occasions during this project. The meetings will be held to discuss the overall project improvements,schedule,utility conflicts,and overall project coordination. HR Green will prepare agendas,exhibits,and meeting minutes necessary to conduct the meetings. Effort has also been included for phone and e-mail communications between the established meetings. Effort has been based on each meeting averaging two(2)hours of actual meeting time,preparation, and documentation for two(2)HR Green staff. An additional two (2)hours of general communication and coordination has been assumed for each utility for two(2)HR Green Staff. 6.5 Preliminary Engineer's Estimate of Probable Cost HR Green will develop an.Engineer's Estimate of Probable Cost. Deliverables:Alternative Evaluation Technical Memorandum,Conceptual Alternative Layouts,Preliminary Roadway Design Layout,Cross-sections and Preliminary Public Utility Layout,Engineer's Estimate of Probable Cost. FEE Professional Services Fee HR Green proposes to complete these services with a Not to Exceed fee as follows: TASK 1—PROJECT MANAGEMENT PHASE $53,000 TASK 2—DATA COLLECTION PHASE $59,000 TASK 3—ENVIRONMENTAL DOCUMENTATION PHASE $40,000 TASK 4—STAKEHOLDER ENGAGEMENT PHASE $58,000 TASK 5—TRAFFIC STUDY $59,000 TASK 6—PRELIMINARY DESIGN PHASE $94,000 TOTAL $363,000 • IScope of Work 7 HRGreen • 66th St(CSAH 53) Preliminary Design Project City Of Richfield, MN SCOPE OF WORK Project Understanding The City of Richfield(City)has contracted HR Green Inc. (HR Green) for the 66th St(CSAH 53)Reconstruction Project. The design of 66th Street is being led by Hennepin County(County)with support from the City. HR Green's scope of work includes the stakeholder engagement program for the 66th Street project and coordination with the City's Portland Ave project.. The project will adhere to Minnesota Department of Transportation(MnDOT)State Aid for Local Transportation standards for federally funded projects. HR Green will initiate the stakeholder engagement program on January 8,2013 after the City Council approves the contract. The stakeholder engagement program is anticipated to be completed in the fall of 2013. This schedule was prepared to coincide with the schedule for the development of design plans for 66th Street and the Portland Avenue Project. It is anticipated the stakeholder engagement programs for these projects will be executed concurrently,with joint meetings and outreach activities covering both projects,where appropriate. The project schedule shall be equitably adjusted as the project progresses,allowing for changes in the scope of the project requested by the City or for delays or other causes beyond the control of HR Green. Task 1—Project Management HR Green will provide comprehensive project management and coordination,quality assurance/quality control of the project plans,design and deliverables,while ensuring they comply with your scope of requested services and exceeding your expectations. 1.1 HR Green will coordinate project management activities,which include developing a detailed work plan with specific staff assignments and establish a project schedule indicating critical dates,milestones,and deliverables. 1.2 HR Green will hold a kickoff meeting with a Project Management Team(PMT)including City of Richfield and Hennepin County staff to discuss the scope and schedule of the project. HR Green will also hold an internal team kickoff meeting to review the project requirements with all staff involved. 1.3 Hold up to eight(8)PMT meetings to discuss issues that arise during the public engagement and preliminary design phases. HR Green will be responsible for preparing meeting agendas,meeting minutes,and necessary exhibits to conduct the meetings. Deliverables:.Meeting Minutes,Work Plan,and Schedule. Task 2—Stakeholder Engagement Stakeholder ownership is inherent to the success 66th Street reconstruction project. Therefore,widespread and ongoing stakeholder engagement will be necessary and will be closely integrated into the design process. The stakeholder engagement program will include three distinct elements:1)stakeholder goal-setting,2)stakeholder development of measures of effectiveness to meet the goals,and 3)stakeholder evaluation of project. The development of goals and measures of effectiveness will occur early in the preliminary design process and the project evaluation will take place as later in the process as design plans continue to develop,in order to calibrate the design to stakeholder expectations. The following list identifies the key stakeholder groups and public engagement activities proposed. It is anticipated that the stakeholder engagement program for the 66th Street Project will coincide with the Portland Avenue project,in order to capitalize on project synergies and to maximize efficiency. This will include joint meetings and outreach activities covering both projects,where appropriate. 2.1 Public Engagement Framework and Guiding Principles In collaboration with the PMT,HR Green will develop a draft and final public engagement framework and project goals and objectives. The public engagement framework will provide an outline of agency and public coordination efforts and the project goals and objectives will be used to calibrate the preliminary design process to stakeholder expectations. Together,these will provide the overall guiding principles for the project development process which will be documented in a technical memorandum. In addition,HR Green will IScope of Work 1 HRGreen • ._ 66th St(CSAH 53) Preliminary Design Project City of Richfield, MN attend up to three(3)super committee meetings that will include Richfield area-wide planning.Two(2)HR Green staff will be present at each of these meetings. 2.2 Technical Advisory Committee(TAC) A Technical Advisory Committee(TAG)composed of technical staff from the City of Richfield,Hennepin County,MnDOT,and Metro transit has been assembled to guide this project. It is anticipated that the TAC will meet three(3)times at critical milestones in order to provide technical input on issues and opportunities, review proposals and recommendations,and report back from their respective agencies. TAC meetings will be coordinated with the Portland Avenue project as appropriate. 2.3 Richfield Transportation Commission Meetings The$ichfield Transportation Commission will be the policy-making body governing this project and will be responsible for hosting public meetings,consideration of study recommendations,and approving the preliminary design plans. HR Green will present at up to four(4)meetings with the Richfield Transportation Commission,at critical milestones throughout the process. HR Green will prepare all necessary meeting materials. It is assumed that Hennepin County will provide support(i.e.,design plans,graphics,etc.) for the project as needed. Transportation Commission meetings will be coordinated with the Portland Avenue project as appropriate. 2.4 Public Meetings HR Green will participate in up to three(3)public meetings hosted by the Richfield Transportation Commission. The purpose of these meetings will be to engage the public and agencies in the development of this project.This task includes the public hearing for the environmental assessment. The goal of the public meeting content and format will be to facilitate stakeholders through the preliminary design process with a direct feedback loop to the design team,ultimately leading to the development of a design concept calibrated to the unique viewpoint of each modal group and widely supported by stakeholders and users. HR Green will establish meeting locations,prepare exhibits,provide meeting minutes,and provide technical staff necessary to facilitate the meetings. Three(3)HR Green staff will be present at each public meeting. These public meetings will include information regarding the Portland Ave project,in order to present the public with a unified plan for these major reconstruction projects. 2.5 Agency Coordination HR Green will provide ongoing coordination with the agencies with jurisdiction in the project area. At a minimum,this coordination is expected to include meetings with Hennepin County,MnDOT,and Metro Transit. • Hennepin County is the public agency with jurisdiction over 66th Street and will ultimately be responsible for the approval of the designs. HR Green will coordinate with Hennepin County to confirm that the preliminary design for Portland Avenue meets Hennepin County roadway design standards. • 66th Street is part of the state-aid system which is overseen by MnDOT. MnDOT also has • jurisdiction over MN 62,I-35W,and 1-494 which are regional highways that have an impact on traffic patterns along 66th St. HR Green will coordinate with MnDOT to confirm that the preliminary design meets MnDOT State-aid standards. • 66th Street is among the highest performing transit corridors in the region.HR Green will coordinate with Metro Transit to identify improvements along the corridor. HR Green will hold up to six(6)agency coordination meetings as needed to discuss issues that arise during the public engagement and preliminary design phases. HR Green will be responsible for preparing meeting agendas,meeting minutes,and necessary exhibits to conduct the meetings. 2.6 Additional Stakeholder Meetings HR Green will meet with stakeholders along the project corridor,as necessary. Anticipated stakeholders could include business owners and property owners along the corridor,schools,park representatives,utilities,special interest groups,etc. It is estimated a maximum of ten(10)individual stakeholder meetings will be required. 1-f Scope of Work 2 HRGreen 66th St(CSAH 53) Preliminary Design Project City of Richfield, MN HR Green will establish meeting locations,prepare exhibits,provide meeting minutes,and provide technical staff necessary to facilitate the meetings. Two (2)HR Green staff will be present at each stakeholder meeting. 2.7 Business Group Meetings There are several distinct business nodes along 66th Street. These include the Penn Central area,the Hub area, and the Richfield Parkway area,among others. HR Green will meet with representatives from each area at critical study milestones in order to seek input on issues and opportunities,provide input,solicit feedback on preliminary designs,and report back to their respective groups. Business Group Meetings will be held at a central location to be determined by the PMT,such as the Richfield City Hall or the Richfield Community Center. The meeting content and format will facilitate the group through the preliminary design process with direct feedback to the design team,ultimately leading to the development of a design concept calibrated to the unique viewpoint of the neighborhood. HR Green will be responsible for preparing meeting agendas,meeting minutes,and necessary exhibits to conduct the meetings. It is estimated that ten(10)individual stakeholder meetings will be required. HR Green will establish meeting locations,prepare exhibits,provide meeting minutes,and provide technical staff necessary to facilitate the meetings. Two (2)HR Green staff will be present at each stakeholder meeting. 2.8 Project Website A project website(hosted by the City)will be developed and updated periodically throughout the preliminary design process (assume three-updates)in order to inform stakeholders on upcoming public meetings,provide updates,and advise the public on key design considerations. HR Green will provide the City with website content and updates. It is assumed that the City will be responsible for website hosting. This will be a joint project website for the Portland Avenue and 66th Street projects,to present the public with a unified plan for these major reconstruction projects. 2.9 Project Newsletters A total of three project newsletters(assume one-page,front and back)will be developed and distributed at critical project milestones,in order to inform stakeholders of upcoming public meetings,provide updates,and advise the public on key design considerations. It is anticipated that the newsletters will correspond with the schedule for the public meetings and also serve as the public meeting notifications. HR Green will provide print and electronic versions of the newsletter. It is assumed that the City will be responsible for distribution of the newsletter. The newsletters will cover both the Portland Avenue and 66th Street projects. 2.10 Community Development Sub-consultant Barr Engineering will be a sub-consultant and will work with HR Green and the City with community development aspects of the stakeholder engagement process. Deliverables: Guiding Principles Technical Memorandum,Meeting Materials and Minutes/Summaries,Project Website and Updates,Project Newsletters. Task 3—Preliminary Engineering HR Green will review preliminary design elements as requested by the City.HR Green will prepare detailed monthly invoices with explanation of tasks performed due to requests by the City. 3.1 Meetings HR Green will prepare for and attend preliminary engineering meetings as requested by the City. 3.2 Engineering HR Green will provide review and recommendations for the preliminary design elements developed for 66th Street as requested by the City.HR Green will develop preliminary engineering design concepts based on the surround land use along 66th Street to incorporate all users of the facility.Preliminary design elements include environmental documents,traffic forecast,traffic modeling,staging concepts,geometric design,sidewalk and trail design,land use concepts,conceptual layouts,hydraulic analysis,and preliminary drainage design. Scope of Work 3 HRGreen 66th St (CSAH 53) Preliminary Design Project City of Richfield, MN • FEE Professional Services Fee HR Green proposes to complete these services with a Not to Exceed fee as follows: TASK 1—PROJECT MANAGEMENT PHASE $20,000 TASK 2—STAKEHOLDER ENGAGEMENT PHASE $112,000 TASK 3—PRELIMINARY ENGINEERING $16,000 TOTAL $148,000 • • IScope of Work 4 HRGreen AGENDA SECTION: OTHER BUS. AGENDA ITEM# 8 REPORT# 12 STAFF REPORT RICHFIELD CITY COUNCIL MEETING JANUARY 8, 2012 REPORT PREPARED BY: CH ' L KRUMHOLZ, EXEC. COORDINATOR /J N 11 r,TiT1�' r REVIEWED BY CITY s� MANAGER: I A u1 r ITEM FOR COUNCIL CONSIDERATION: Consideration of designating representatives to serve as 2013 liaisons to various metropolitan agencies and City commissions. I. RECOMMENDED ACTION: By Motion: Designate Council liaison appointments for 2013 to various metropolitan agencies and City commissions. II. BACKGROUND Members of the City Council serve as the City's representatives on various metropolitan agencies and City commissions. Each year, the Council appoints these representatives. Staff will notify the agencies and commissions of the appointments. III. BASIS OF RECOMMENDATION A. POLICY • Each year, the City Council appoints representatives to serve as liaisons on various metropolitan agencies and City commissions. B. CRITICAL TIMING ISSUES • The City needs representation on metropolitan agencies and commissions. IV. ALTERNATIVE RECOMMENDATIONS) • Defer the designation to a future Council meeting. V. ATTACHMENTS • Liaison appointment list. VI. PRINCIPAL PARTIES EXPECTED AT MEETING • None. 0108liaisons AGENCY 2012 LIAISON 2013 LIAISON METRO CITIES DEBBIE GOETTEL, REP. PAT ELLIOTT; FRED WROGE; TOM FITZHENRY; SUE SANDAHL, ALTS. LEAGUE OF MINNESOTA CITIES DEBBIE GOETTEL, REP. SUE SANDAHL, ALT. NOISE OVERSIGHT COMMITTEE TOM FITZHENRY, REP. PAM DMYTRENKO, ALT. TRANSPORTATION COMMISSION SUE SANDAHL, LIA. TOM FITZHENRY, ALT. I-35W SOLUTIONS ALLIANCE SUE SANDAHL, LIA. PAT ELLIOTT, ALT. MIKE EASLTING, STAFF LIA. 494 CORRIDOR COMMISSION SUE SANDHAL, LIA. PAT ELLIOTT, ALT. JEFF PEARSON, STAFF LIA. MCWD/NMCWD DEBBIE GOETTEL PAT ELLIOTT PLANNING COMMISSION PAT ELLIOTT, LIA. DEBBIE GOETTEL, ALT. COMM. SERVICES COMMISSION FRED WROGE, LIA. PAT ELLIOTT, ALT. ADVISORY BOARD OF HEALTH DEBBIE GOETTEL, LIA. TOM FITZHENRY, ALT. HUMAN RIGHTS COMMISSION PAT ELLIOTT, LIA. DEBBIE GOETTEL, ALT. FRIENDSHIP CITY COMMISSION PAT ELLIOTT, LIA. SUE SANDAHL, ALT. ARTS COMMISSION DEBBIE GOETTEL, LIA. SUE SANDAHL, ALT. PROPERTY EXCELLENCE TASK TOM FITZHENRY, LIA. FORCE FRED, WROGE, ALT. RICHFIELD COMMUNITY HUMAN DEBBIE GOETTEL, REP. SERVICES PLANNING COUNCIL FOWL BOARD DEBBIE GOETTEL, REP. FRED WROGE, ALT. SOUTHWEST CABLE COMMISSION FRED WROGE, REP. STEVE DEVICH, REP. SUE SANDAHL, ALT. RICHFIELD HISTORICAL SOCIETY DEBBIE GOETTEL RICHFIELD SCHOOL DISTRICT PAT ELLIOTT, REP. FRED WROGE, ALT. 12/17/12 AGENDA SECTION: OTHER BUS. AGENDA ITEM# 9 REPORT# 13 MAW STAFF REPORT RICHFIELD CITY COUNCIL MEETING JANUARY 8, 2013 REPORT PREPARED BY: CH .'XL KRUMHOLZ, EXEC. COORDINATOR REVIEWED BY CITY MANAGER: "�" � / � I _ 71111"1- � ITEM FOR COUNCIL CONSIDERATION: Discussion regarding Council attendance at 2013 National League of Cities Conferences. I. RECOMMENDED ACTION: By Motion: Designate Council Member(s) to attend the March 9-13, 2013 National League of Cities (NLC) Congressional Conference and the November 13-16, 2013 NLC Congress of Cities Conference. • II. BACKGROUND 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 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. Information regarding the 2013 National League of Cities conferences is available on their website: www.nlc.org. III. BASIS OF RECOMMENDATION 01 08conferences A. POLICY • The Council has determined that attendance at the NLC conferences is beneficial to the City's operations and long-range planning efforts. B. CRITICAL TIMING ISSUES • While the City continues to face revenue reductions from the State, it is even more critical that the Council remains in the informational loop regarding congressional activities as it relates to airport/aviation activities, federal funds and homeland security issues. C. FINANCIAL • Funds for one Council Member to attend the NLC Conference(s) are budgeted in the City's 2013 budget. • The estimated total cost of each conference, including registration, flight, lodging and per diem, is $2500 per Council Member. • The City Council may wish to take into consideration the financial constraints facing the City for 2013. D. LEGAL • 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. E. ENVIRONMENTAL CONSIDERATIONS • N/A IV. ALTERNATIVE RECOMMENDATION(S) • Address this issue prior to each conference. • Decline to send Council delegates to any or only designated conferences. V. ATTACHMENT(S) • List of conferences. VI. PRINCIPAL PARTIES EXPECTED AT MEETING • None. — I COUNCIL MEMBER ATTENDANCE AT NATIONAL CONFERENCES 2010-2013 CONFERENCE DATE LOCATION ATTENDEES COST 2010 NLC March 13-17 Washington, DC Goettel None Congressional City NOISE TBD (typically TBD None None July) NLC Congress Nov. 30-Dec. 4 Denver, CO None None of Cities 2011 NLC March 12-16 Washington, DC Goettel $2590 Congressional City NLC Congress Nov.8-12 Phoenix. AZ Goettel $1800 of Cities 2012 NLC March 10-14 Washington, DC Goettel $2230 Congressional City NLC Congress Nov.27 - Dec.1 Boston, MA Goettel of Cities 2013 NLC March 9 - 13 Washington, DC Congressional City NLC Congress Nov. 13 - 16 Seattle, WA of Cities 12/20/12 AGENDA SECTION: OTHER BUS. AGENDA ITEM# 10 REPORT# 14 mmaildi STAFF REPORT RICHFIELD CITY COUNCIL MEETING JANUARY 8, 2013 REPORT PREPARED BY: C i YL RUMHOLZ, EXEC. COORDINATOR il , - REVIEWED BY CITY / , it MANAGER: / I VA& ITEM FOR COUNCIL CONSIDERATION: Consideration of the designation of Mayor Pro Tempore for 2013. I. RECOMMENDED ACTION: By Motion: City Council designation of Mayor Pro Tern pore for 2013. II. BACKGROUND It is necessary to designate a City Council Member to serve as the Mayor Pro Tempore for those times when the Mayor is absent from the City. City Council Member Tom Fitzhenry served as Mayor Pro Tempore for 2012. III. BASIS OF RECOMMENDATION A. POLICY • Each year the City Council designates a Council Member to serve as the Mayor Pro Tempore. B. CRITICAL TIMING ISSUES • It is necessary to designate a Mayor Pro Tempore to ensure continuation of City operations during an absence of the Mayor. C. LEGAL • Section 2.06. The Mayor. Subdivision 1, of the City Charter states: "The Mayor shall be the presiding officer of the Council, except that the Council shall choose from its members a president pro temp who shall hold office at the pleasure of the Council and shall serve as president in the Mayor's absence and as Mayor in case of the Mayor's disability or absence from the City." 0108MayorProTempore D. ENVIRONMENTAL CONSIDERATIONS • None IV. ALTERNATIVE RECOMMENDATION(S) • Defer the designation to a future Council meeting. V. PRINCIPAL PARTIES EXPECTED AT MEETING • None.