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03-17-09 CC Agenda Packet AGENDA Regular Meeting of the City Council Golden Valley City Hall 7800 Golden Valley Road Council Chamber March 17, 2009 6:30 p.m. The Council may consider item numbers 1, 2, 3, 5 and 6 prior to the public hearings scheduled at 7:00 p.m. 1. CALL TO ORDER A. Roll Call B. State of the City Video Presentation 2. ADDITIONS AND CORRECTIONS TO AGENDA 3. CONSENT AGENDA Approval of Consent Agenda - All items listed under this heading are considered to be routine by the City Council and will be enacted by one motion. There will be no discussion of these items unless a Council Member or citizen so requests in which event the item will be removed from the general order of business and considered in its normal sequence on the agenda. A. Approval of Minutes - City Council Meeting - March 3, 2009 and Council/Manager Meeting - March 10, 2009 B. Approval of Check Register C. Licenses: 1. General Business Licenses 2. Gambling License Exemption and Waiver of Notice Requirement - Children's HeartLink D. Minutes of Boards and Commissions: 1. Envision Connection Project Board of Directors - January 15, 2009 2. Joint Water Commission - December 3, 2008 3. Human Services Foundation - February 9, 2009 4. Bassett Creek Water Management Commission - December 18, 2008 E. Bids and Quotes: 1. Bobcat Skid/Track Loader and Cold Planer - Quotes 2. Asphalt Melter and Hot Box - Quotes 3. Asphalt Roller and Trailer - Quotes 4. Pickup Truck - Quotes 5. Wastewater Flow Meters and Communication Devices - Quotes 6. Manhole Covers - Quotes F. Receipt of February 2009 General Fund Budget Report 4. PUBLIC HEARINGS 7:00 PM A. Public Hearing - Adoption of 2008 Comprehensive Plan Update 09-18 B. Continued Public Hearing - Ordinance #416 - Amending Section 11.03, Regarding Average Grade and Building Height Definitions 5. OLD BUSINESS 6. NEW BUSINESS A. On Sale and Sunday Sale Liquor License - Prom Management Group Inc. B. Authorizing Issuance and Sale of: $7,450,000 General Obligation Improvement Bonds, Series 2009A 09-19 $750,000 General Obligation Equipment Certificates of Indebtedness, Series 2009B 09-20 $5,080,000 General Obligation Improvement Refunding Bonds, Series 2009C 09-21 C. Announcements of Meetings D. Mayor and Council Communications 7. ADJOURNMENT Hey M mo ndu City Administration/Council 763-593-8003 I 763-593-8109 (fax) Executive Summary For Action Golden Valley City Council Meeting March 17, 2009 Agenda Item 1. B. State of the City Video Presentation Prepared By Thomas Burt, City Manager Summary The State of the City video that has been prepared by staff will be presented at the meeting. alley Me orandum Finance 763-593-8013.1763-593-8109 (fax) Executive Summary For Action Golden Valley City Council Meeting March 17, 2009 Agenda Item 3. B. Approval of City Check Register Prepared By Sue Virnig, Finance Director Summary Approval of check register for various vendor claims against the City of Golden Valley. Attachments Loose in agenda packet. Recommended Action Motion to authorize the payment of the bills as submitted. alley M morandum Inspections 763-593-8090 I 763-593-3997 (fax) Executive Summary For Action Golden Valley City Council Meeting March 17, 2009 Agenda Item 3. C. 1. General Business Licenses Prepared By Kathryn Pepin, Administrative Assistant Summary As per City Code, some businesses are required to be licensed by the City. Listed below are the License Number, Applicant, License Type and Fee of those who have submitted an application for approval. #3558 #3559 #3560 #3546 #3553 #3545 #3547 #3544 #3550 Davanni's Pizza & Hoagies 663 Winnetka Avenue North Brookview Golf Course 200 Brookview Parkway Holiday Inn Express 6020 Wayzata Boulevard Feist Automotive Group 1875 Lilac Drive North General Mills, Inc. 1 General Mills Boulevard Holiday Station Store 7925Wayzata Boulevard Lupient Oldsmobile 7100 Wayzata Boulevard Gregg & Jim's Service 1900 Douglas Drive Mobile Radio Engineering 745 Boone Avenue North On Sale Non-Intoxicating Liquor $500.00 On Sale Non-Intoxicating Liquor Fee Waived On Sale Non-Intoxicating Liquor $500.00 Gas Station 8 Nozzles $160.00 Gas Station 36 Nozzles $580.00 Gas Station 26 Nozzles $430.00 Gas Station 1 Nozzle $55.00 Gas Station 8 Nozzles $160.00 Gas Station 1 Nozzle $55.00 #3549 Superamerica #4497 Gas Station 18 Nozzles $310.00 6955 Market Street #3548 Superamerica #4443 Gas Station 10 Nozzles $190.00 1930 Douglas Drive #3539 Chester Bird American Legion Amusement Devices $45.00 200 Lilac Drive North #3540 Mendota Valley Amusement Amusement Devices $60.00 8040 Olson Memorial Highway #3536 Collision Center Motor Vehicle Facility $25.00 900 Florida Avenue South #3537 Lauren Clayman Flower Sales $20.00 1432 Rhode Island Avenue North Recommended Action Motion to authorize the issuance of licenses as recommended by staff. alley M morandum City Administration/Council 763-593-8006/763-593-8109 (fax) Executive Summary For Action Golden Valley City Council Meeting March 17, 2009 Agenda Item 3. C. 2. Gambling License Exemption and Waiver of Notice Requirement - Children's HeartLink Prepared By Judy Nally, Administrative Assistant Summary As per State Statute organizations that conduct gambling within the City limits have to submit an application for a lawful gambling permit to the State after the permit has been approved or denied by the City. Depending upon the timing of the permit the applicants may request the City to waive the 30-day waiting period. Attachments Application for Exempt Permit (2 pages) Letter from Children's HeartLink requesting waiver of 30 day waiting period (1 page) Recommended Action Motion to receive and file the gambling license exemption and approve the waiver of notice requirement for Children's HeartLink. Minnesota Lawful GambUng LG220 Application for Exempt Permit An exempt permit may be issued to a nonprofit organization that - conducts lawful gambling on five or fewer days, and - awards less than $50,000 in prizes during a calendar year. Page 1 of 2 9/08 Fee is $50 for each event For Board Use Only Organization name . Children's Heart-LinK- Type of nonprofit organization. Check one. fDl Frat~mal I 0 I Religious I 0 I Veterans ~ Other nonprofit organization Mailing address City State Zip Code M 1()11Uj'X)", S Daytime phone number Previous gambling permit number ~- -DOl County 5015 ArcadlO.. Ave Name of chief executive officer (CEO) MN 554tkJ Ra.m~ Email address el i't.o.beth <P ChllClrens. heaYtt i n J!. . 0 r- no ~'PU-ce3 Do not attach a sales tax exempt status or federal ID employer numbers as they are not proof of nonprofit: status. I 0 I Nonprofit Articles of Incorporation OR a current Certificate of Good Standing. Don't have a copy? This certificate must be obtained each year from: Secretary of State, Business Services Div., 180 State Office Building, St Paul, MN 55155 Phone: 651-296-2803 IRS Income tax exemption [501(c)] letter in your organization's name. Don't have a copy? To obtain a copy of your federal income tax exempt letter, have an organization officer contact the IRS at 877-829-5500. g IRS. Affiliate of national, statewide, or international parent nonprofit organization (charter) If your organization falls under a parent organization, attach copies of both of the following: a. IRS letter showing your parent organization is a nonprofit 501(c) organization with a group ruling, and b. the charter or letter from your parent organization recognizing your organization as a subordinate. I 0 I IRS . proof previously submitted to Gambling Control Board If you previously submitted proof of nonprofit status from the IRS, no attachment is required. GAMBLING PREMISES INFORMATION Namedf prel'l'1isesWheregal'l'1blingaCtivitjiWillbeCoOducted(forraffles, Jisfthesite.wherethe. drawing Will take plaCEi) Golden v O-lle"{ Golf' J Cou CIV b Address (do not use PO box) City Zip Code County TOOl Golden va!le Date(s) of activity (for raffles, Gol icate the date of the drawing) JZQ.m&-t to MordlA'1 ' June.. )s-f-h heck the box or boxes that indicate the type of gambling activity your organization will conduct: o Bingo* jg( Raffles 0 Paddlewheels* 0 Pull-Tabs* 0 Tipboards* * Gambling equipment for pull-tabs, bingo paper, tipboards, and paddlewheels must be obtained from a distributor licensed by the Gambling Control Board. EXCEPTION: Bingo hard cards and bingo number selection devices may be borrowed from another organization authorized to conduct bingo. To find a licensed distributor, go to www.gcb.state.mn.us and click on List of Licensed Distributors, or call 651-639-4076. Also complete Page 2 of this form. LG220 Application for Exempt Permit Page 2 of2 9/08 If the gambling premises is within city limits, a city official must check (X) the action that the city is taking on this application and sign the _~cation. The application is acknowledged with no waiting period. _The application is acknowledged with a 30 day waiting period, and allows the Board to issue a permit after 30 days (60 days for a 1 st class city). _The application is denied. Print city name On behalf of the city, I acknowledge this app, cation. The information provided in this application is co financial report will be completed and retume I Chief executive officer's signature Complete a separate application for each gambing activity: - one day of gambling activity, - two or more consecutive days of gambling activity, - each day a raffle drawing is held Send application with: a copy of your proof of nonprofit status, and $50 application fee for each event. Make check payable to "State of Minnesota." To: Gambling Control Board 1711 West County Road B, Suite 300 South Roseville, MN 55113 If the gambling premises is located in a township, a county official must check (X) thl;' action that the county is taking on this application and sign the application. A. township official must also sign the application. _The application is acknowledged with no waiting period. _The application is acknowledged with a 30 day waiting period, and allows the Board to issue a permit after 30 days. _The application is denied. Print county name On behalf of the county, I acknowledge this application. Signature of county official receiving application Title Date_I-1_ TOWNSHIP: On behalf of the township, I acknowledge that the organization is applying for exempted gambling activity within township limits. [A township has no statutory authority to approve or deny an application [Minnesota Statute 349.213, subd. 2)] Print township name Signature of township official acknowledging application Title Date Financial report and record keeping required A financial report form and instructions will be sent with your permit. Within 30 days of the activity date, complete and return the financial report form to the Gambling Control Board. Questions? Call the Licensing Section of the Gambling Control Board at 651-639-4076. Data privacy. This form will be made available in the Board will be able to process your alternative format (j.e.large print, Braille) upon application. Your name and and your request. The information requested on this form organization's name and address will be public (and any attachments) will be used by the information when received by the Board. All Gambling Control Board (Board) to determine your the other information you provide will be private qualifications to be involved in lawful gambling data until the Board issues your permit. When activities in Minnesota. You have the right to the Board issues your permit, all of the refuse to supply the information requested; information provided to the Board will become however, if you refuse to supply this information, ~ublic. ~ the Bo~rd does n~t iss~e a pe':lTlit, all the Board may not be able to determine your Information proVided remains pnvate, With the qualifications and, asa consequence, may refuse exception of your nam~ an~ your O!"9aniz~tion's to issue you a permit. If you supply the na.me and address ~hlch Will remain public. information requested, Pnvate data are available to: Board members, Board staff whose work requires access to the information; Minnesota's Department of Public Safety; Attorney General; Commissioners of Administration, Finance, and Revenue; Legislative Auditor, national and international gambling regulatory agencies; anyone pursuant to court order; other individuals and agencies that are specifically authorized by state or federal law to have access to the information; individuals and agencies for which law or legal order authorizes a new use or sharing of information after this Notice was given; and anyone with your consent. March 3, 2009 Judy Nally City of Golden Valley 7800 Golden Valley Road Golden Valley, MN 55427 Dear Judy: Children's HeartLink will host our annual HeartLink Golf Tournament and fundraising event at the Golden Valley Golf and Country Club on Monday, June 15, 2009. Weare requesting permission to hold a raflle at this event and respectfully request that the City Council waive the customary 30-day waiting period for the exemption for lawful gambling permit required for this type of event. Thank you for your consideration. Sincerely, f~~ Emily Killpack Events Intern Children's Heartlink 5075 Arcadia Ave. Minneapolis, MN 55436 (952) 928-4860 ext:20 Envision Connection Project Board of Directors Meeting Minutes January 15, 2009 Present: Sharon Glover, Helene Johnson, Linda Loomis, Dean Penk, Marshall Tanick, and Blair Tremere Absent: Jim Heidelberg, Philip Lund, and Luke Weisberg (GVCEF Representative) Staff: Jeanne Andre The meeting began at 7:25 pm in the Council Conference Room. Approval of Minutes Members identified two typographical errors and a formatting error. PenklJohnson moved to approve the minutes of December, 2008, as corrected. Motion carried. Golden Valley Connects Outreach GVCEF Meet-and-Greet - Philip Lund sent an email update and Dean Penk commented about the event. Very few new volunteers were identified. The Board discussed strategies to work with GVCEF and get more volunteers for all events. Coordinated Volunteer Recruitment - Newsletter Feature - Jeanne Andre reported that the April/May issue of CityNews will have a two-page feature highlighting activities of the Connection Project, Golden Valley Human Services Foundation, Historical Society and the Golden Valley Community Events Fund. A bulleted list of volunteer opportunities will be featured, as will the upcoming Bridge Builder events. Golden Vallev Davs 2009 - Philip Lund will continue involvement with the planning group for this event. He asked via email for ideas on other groups to invite to have a community booth. Members brainstormed on ways to feature community involvement. One idea was to have different neighborhoods and Bridge Builders take shifts at the Connection Project/Bridge Builder booth to share information about their activities and how others could get involved or emulate them. Members also brainstormed on ways to get more folks involved in the festival. One idea was to have a car circulate in the community with a speaker advertising the event. Another was to have a neighborhood challenge such as a tug-of-war competition or awards for the neighborhood that has the most people bike to the event. Ice Cream Social- The members recommended July 20 as the preferred date for the Ice Cream Social. Jeanne Andre will communicate with Sue Cook about arrangements for 2009. Bridge Builder Activities Sprina Bridae Builder Trainina - Helene Johnson reported that February 7 is the preferred date for the Bridge Builder coaches to meet. The meeting was tentatively set for 12:30 pm at the Brookview Grill. Blair Tremere, Philip Lund, Dean Penk and Gary Cohen will be attending. They will plan for the spring Bridge Building events tentatively set for Thursday, August 2, at Brookview and Saturday, August 25, at the Golden Valley Country Club. Marshall Tanick and Jeanne Andre will check on room availability. The group will consider ways to feature new Bridge Builder initiatives and ways for volunteers to connect with existing community activities. Envision Connection Project Board of Directors Meeting Minutes January 15, 2009 - Page 2 Bridge Builder Quarterlv Meeting- The Calvary Coop has been established as the venue for the next meeting on Saturday, February 28. Blair Tremere suggested that the group consider the Wirth Park chalet as a venue for the spring/summer quarterly meeting. Buckthorn Busting - Blair Tremere reported that he talked with City Environmental Coordinator AI Lundstrom about the possibility of buckthorn educational sessions in Golden Valley. AI is familiar with the City of Minnetonka program and is supportive of similar training being scheduled in Golden Valley. Chair Loomis reported that the Bassett Creek Water Management Commission has also considered doing this type of training, so there is an opportunity for collaboration. The Board would like to see support for eradication efforts on private property as well as community initiatives at sites such as Rice Lake and the General Mills Nature Center. The training could possibly be scheduled in late summer or early fall. Blair Tremere said he would still like to have a festive component such as a barbeque. 2009 Lilac Planting - There was good turnout at theJanuary 12 planning meeting. Todd Carroll, landscape architect at the Minnesota Department of Transportation, had a preliminary plan for the next phase. New volunteers would like to add daffodil beds to the plan and kick-off an initiative to maintain the 2008 plantings and perhaps do other clean-up along transportation corridors. The tentative date for 2009 planting is September 26. Dog Park - City staff did a tour of potential sites and will probably recommend a few for further analysis. One of the top sites is at the Animal Humane Society (AHS), with the possibility that Bridge Builders could work collaboratively with the City and AHS to bring the project to fruition. Demographics Forum - Philip Lund is still interested in having this forum. Fundraising to Support Bridge Builder Activities Sharon Glover and Dean Penk have been meeting as a subcommittee to determine the best approach to establish a Community Foundation. A draft plan will be presented at the next meeting along with copies of common and general grant forms. Ms. Glover asked members to help identify private foundations and private donors who may be interested in supporting a Golden Valley Community Foundation. She referenced the booklet Philanthropic Foundations in the United States as a good resource. The fundraising group will send out materials for review prior to the next meeting and the item will be placed earlier on the agenda. Jim Heidelberg emailed information from the Secretary of State on 501 (c) 3 organizations with Golden Valley in the name. Envision (Visi) Award Jeanne Andre circulated materials the Communications staff prepared about the award, including a one-page flyer and an application that could also be placed on the Web. These materials were based on Helene Johnson's most recent summary of the proposed award. Andre reviewed some ideas for actual awards and a plaque listing all award winners to be displayed at City Hall. Discussion ensued on the physical award that should be given and the likely number of awards in a given year. This information is necessary to present the proposal to the City Council. Consensus was to check into Envision Connection Project Board of Directors Meeting Minutes January 15, 2009 - Page 3 wooden plaques with plexi-glass covers that would hold the custom certificates to be developed for each award winner. Recruitment of Members to the Executive Board Blair Tremere will send the VolunteerMatch request for posting on the General Mills Intranet. Members commented that this item should be earlier on the agenda so they could spend more time on it. Some items to address are: methods to recruit new members, what skill sets would complement the Board, and how to appeal to different age groups. Future Meetings The next meeting will be on February 19. The members determined that April 16 is at the end of Passover, so the April Meeting does not need to be rescheduled. The meeting ended at 9:20 pm. Jeanne Andre Assistant City Manager JOINT WATER COMMISSION MINUTES Golden Valley - Crystal - New Hope Meeting of December 3,2008 The Golden Valley - Crystal - New Hope Joint Water Commission meeting was called to order at 1 :30 pm, in the City of Golden Valley Council Conference Room. Commissioners Present Tom Burt, City Manager, Golden Valley Kirk McDonald, City Manager, New Hope Anne Norris, City Manager, Crystal Staff Present Paul Coone, Operations Manager, New Hope Bernie Weber, Utility Maintenance Supervisor, New Hope Tom Mathisen, Public Works Director, Crystal Randy Kloepper, Utility Maintenance Supervisor, Crystal Dave Lemke, Utility Maintenance Supervisor, Golden Valley Sue Virnig, Finance Director, Golden Valley Jeannine Clancy, Public Works Director, Golden Valley Bert Tracy, Public Works Maintenance Manager, Golden Valley Approval of JWC Minutes MOVED by Norris seconded by McDonald and motion carried unanimously to approve the minutes of the November 5, 2008 meeting as submitted. Resolution 08-05 regarding Joint Water Commission Adopting the 2009-2013 Capital Proiects for the Golden Valley. Crystal. New Hope Joint Water Commission The resolution was introduced and Virnig stated that in revising the capital improvement project dates the expenditures were now adequately leveled between the years as shown on the capital improvement spreadsheet attached as schedule A to Resolution 08-05. The Commission agreed that the costs of driveways leading up to pump houses would be a joint expenditure and should be included in the capital improvement projects. McDonald stated that New Hope Mayor Opem does not support the emergency water supply plan. Mathisen stated that he believed that the Commission was going in the right direction by moving toward developing an emergency water supply plan. Commissioner Norris introduced the following resolution and moved its adoption: RESOLUTION 08-5 RESOLUTION ADOPTING THE 2009-2013 CAPITAL PROJECTS FOR THE GOLDEN VALLEY-CRYSTAL-NEW NEW HOPE JOINT WATER COMMISSION Joint Water Commission December 3, 2008 Page 2 Resolution 08-05 regarding Joint Water Commission Adopting the 2009-2013 Capital Proiects for the Golden Valley, Crystal, New Hope Joint Water Commission - Continued The motion for the adoption of the foregoing resolution was seconded by Commissioner McDonald and upon a vote being taken thereon, the following voted in favor thereof: Burt, McDonald, and Norris; and the following voted against the same: none, whereupon said resolution was declared duly passed and adopted, signed by the Chair and his signature attested by the Vice Chair. Pump House Door and Gate -1500 Skyline Drive Lemke brought up for discussion a 2008 budget item to replace an entry door for a pump house that was damaged years ago. Lemke has only been able to secure one bid which was for $3,795.00. He said the cost for a fiberglass door would not exceed the $3,795.00. Tracy also mentioned that the gate to the pump house had been damaged years ago and has continually been repaired, but it has gotten to the point where repairs are no longer an option and the gates needs to be replaced. Tracy felt the cost would not exceed $3,500.00 MOVED by McDonald, seconded by Norris and motion carried unanimously to approve the purchase of a new gate and door for the pump house located at 1500 Skyline Drive in Golden Valley. Other Mathisen stated the Citizen Advisory Committee (CAC) had met to discuss the cost of the membranes at the water treatment plants. Burt, Norris and McDonald expressed an interest to be notified of the next CAC meeting and the possibility of attending the meeting. In January the Commission will begin discussions with General Mills for them to be considered as an emergency water supply and the possibility of peaking and core wells for daily use. Next Meetina The next meeting will be January 7,2009. Joint Water Commission December 3, 2008 Page 3 Adiournment The meeting was adjourned at 1:45 pm. ATTEST: Christine Columbus, Administrative Assistant Thomas D. Burt, Chair Golden Valley Human Services Foundation (GVHSF) Meeting Minutes February 9,2009 Present: Hilmer Erickson, Elissa Heilicher, Chris Monroe, Diane Nimmer, Connie Sandler, and Toots Vodovoz. Also present Jeanne Fackler, Staff Liaison. Not Present: Daniel Blumb, Shannon Breimhurst, Teri Holgate, Gloria Johnson and Steve Schumacher. Call to Order: Vice Chairperson Sandler called the meeting to order at 6:38 p.m. Welcome Katie Hart: Fackler reported that Hart is unable to participate on the GVHSF at this time due to family obligations. Hart will re-submit her name when her circumstances change. November 10 minutes: Heilicher moved and Erickson seconded the motion to approve the minutes of November 10. The motion passed unanimously. Run the Valley: Race brochures and sponsor letters have been sent. Press releases have been sent to the SunPost and Channel 12. 37 people have registered. The t-shirt design has been finalized and used on publicity. Sponsor Update: Heilicher reported the following donations: Liberty Diversified - $2,000 BNC Bank - $500 Einstein Bagels - 12 dozen bagels Old Fashioned Donut Shoppe - donuts She is also contacting Perkins and Valley Pastries. Erickson reported that Yoplait USA will be donating 47 cases of product. Vodovoz reported that Great Glacier Water will donate water for the water hole. Fackler will send Wells Fargo a sponsor letter with Erickson making the follow-up contact. Volunteers: Nimmer has been in contact with Breck School who may have volunteers for the event. It was suggested that Breck students would be a great addition at the finish line to assist with running the results to the race team and stationed along the course. Commission members will be assisting at race registration and the food tables. Jerry Sandler and Bruce Nimmer will also assist. Heilicher will ask Carolyn Fiterman to man the same day registration table. Vodovoz will contact agencies if we need additional volunteers for the course. Other: Fackler reported that Golden Valley Lutheran Church is planning an event on April 4th and church members are worried about accessibility to their parking lot. Fackler is meeting with the church event planner to have both events benefit from the use of the parking lot. Calendar Review: Commission members reviewed the 2009 Events Calendar. Human Services Foundation February 9,2009 Page 2 Other Business: Monroe is working with the Golden Valley Country Club to host the Taste of Golden Valley. Blumb will be attending the Golden Valley Rotary Club's February 1 ih meeting to accept a $900 check on behalf of the GVHSF. Fackler reported that Breimhurst will be asking Mayor Loomis for a leave of absence from the GVHSF but hopes to re-join in the Fall. Adjournment: Vodovoz moved to adjourn the meeting, Monroe seconded the motion. The meeting was adjourned at 7: 15 p.m. Respectfully submitted, Jeanne Fackler GVHSF Staff Liaison B ;~~~f<~~tersl1' "':pf:t~~.Meetb~g9f The Bassett Creek Watershed Management Commission (BCWMC) was called to order at 11:35 a.m., Thursday, December 18, 2008, at Golden Valley City Hall by Chair Welch. Ms. Herbert conducted roll call. Roll Call Crystal Golden Valley Medicine Lake Minneapolis Minnetonka New Hope Plymouth Robbinsdale St. Louis Park Also present: Commissioner Pauline Langsdorf, Secretary Commissioner Linda Loomis, Treasurer Not represented Commissioner Michael Welch, Chair Commissioner Kris Sundberg Commissioner Daniel Stauner Commissioner Ginny Black, Vice Chair Not represented Not represented Counsel Engineer Recorder Charlie LeFevere Karen Chandler Amy Herbert Laura Adler, BCWMC Technical Advisory Committee, City of St. Louis Park Jeannine Clancy, BCWMC Technical Advisory Committee, City of Golden Valley Dave Hanson, Alternate Commissioner, City of Golden Valley Tom Mathisen, BCWMC Technical Advisory Committee, City of Crystal Bob Moberg, BCWMC Technical Advisory Committee, City of Plymouth Jeff Oliver, BCWMC Technical Advisory Committee, City of Golden Valley Thomas Parker, Golden Valley Resident Diane Stauner, New Hope Resident Stu Stockhaus, Alternate Commissioner, City of Crystal Liz Stout, BCWMC Technical Advisory Committee, City of Minnetonka Elizabeth Thornton, Alternate Commissioner, City of Plymouth Chair Welch commented on the lack of attendance by commissioners at the BCWMC meetings and reminded the commissioners that if they cannot attend the meeting it is their responsibility to contact their alternate to represent their city at the Commission meeting. Chair Welch suggested he draft a letter to the commissioners regarding the importance of their attendance at meetings. The Commission agreed he should write and distribute the letter so that all commissioners and alternate commissioners are clear about the attendance practices and policies. 2. Approval of Age~da. al1dGo.~$ent Agenda. Chair Welch announced the addition of item 4F - Request for Reimbursement from the MPCA for Sweeney Lake TMDL study costs. Ms. Loomis moved to approve the agenda as amended. Ms. Black seconded the motion. The motion carried unanimously (Cities of Medicine Lake, Robbinsdale, and St. Louis Park absent from the vote]. Ms. Loomis moved to approve the Consent Agenda. Ms. Black seconded the motion. The motion carried unanimously [Cities of Medicine Lake, Robbinsdale, and St. Louis Park absent from the vote]. #249135 vI BCWMC December 18, 2008, Meeting Minutes Page 1 .3. C' ..Input on Non-Agend . No citizen input. . 4~Administration . ..-,.--'''.".-..,..-..,.........,.,...,..,-,.."....,..".".,.".,..".,...,.;....;"......-,. ..". - - ,.."",.,...". '.....,."....",., ..u A. Presentation of the November 19, 2008, BCWMC meeting minutes. Minutes were approved as part of the Consent Agenda. B. Presentation of the Financial Statement. The general and construction account balances reported in the December 2008 Financial Report are as follows: Checking Account Balance TOTAL GENERAL FUND BALANCE 418,736.57 418,736.57 Construction Account Balance (cash) Investment Balance TOTAL CONSTRUCTION ACCOUNT BALANCE -Less: Reserved for CIP projects Construction cash/ investments available for projects 2,937,779.56 0.00 2,937,779.56 3,715,370.22 (777,590.66) C. Presentation of Invoices for Payment Approval. Invoices: i. Kennedy & Graven - Legal Services through October 31,2008 - invoice for the amount of $722.70. ii. Barr Engineering Company - Engineering Services through November 28, 2008 - invoice for the amount of $14,589.70. iii. Barr Engineering Company - Sweeney Lake TMDL Services November 1 - November 28, 2008 - invoice for the amount of $1,035.00. iv. Amy Herbert - November Recording Administrator Services - invoice for the amount of $3,123.48. v. SEH, Inc. - Sweeney Lake TMDL Study Phase 2 Services through October 31, 2008 - invoice for the amount of $2,550.00. vi. Hennepin County Environmental Services - River Watch 2008 - invoice for the amount of $2,000. vii. Metro Watershed Partners - 2008 Metro Media Campaign Support - invoice for the amount of $$5,000. #249135 vI BCWMC December 18, 2008, Meeting Minutes Page 2 Vlll. Rice Creek Watershed District - 2008 Blue Thumb Membership - invoice for the amount of $1,000. Ms. Black moved to approve payment of all invoices. Ms. Loomis seconded the motion. By call of roll, the motion carried unanimously [Cities of Medicine Lake, Robbinsdale, and St. Louis Park absent from the vote]. D. Resolution No. 08-10 Approving the Transfer of Bassett Creek Watershed Management Commission Funds from the Administrative Account to the Erosion/ Sediment (Channel Maintenance) Account, Long-Term Maintenance Account, and TMDL Studies Account. Ms. Black moved to approve Resolution 08-10 to transfer $25,000 to the Erosion/Sediment (Channel Maintenance) Account, $25,000 to the Long-Term Maintenance Account, and $10,000 to the TMDL Studies Account. Ms. Loomis seconded the motion. The motion carried unanimously [Cities of Medicine Lake, Robbinsdale, and St. Louis Park absent from the vote]. E. Comprehensive Plan Review Requests from the Cities of Golden Valley and Minnetonka. Ms. Black moved to send to the Cities of Golden Valley and Minnetonka the BCWMC response letter that Mr. LeFevere drafted and that has been sent to other cities that have requested the BCWMC's comments on their proposed comprehensive plan amendments. Ms. Loomis seconded the motion. The motion carried unanimously [Cities of Medicine Lake, RobbinsdaJe, and St. Louis Park absent from the vote]. F. Request for Reimbursement from the MPCA for Sweeney Lake TMDL Study costs October 1 - October 31, 2008. Ms. Black moved to approve sending the request to the MPCA. Ms. Sundberg seconded the motion. The motion carried unanimously [Cities of Medicine Lake, Robbinsdale, and St. Louis Park absent from the vote]. The Commission decided the reimbursement requests can be handled administratively. Chair Welch directed Ms. Herbert to let Deputy Treasurer Sue Virnig know that the Sweeney Lake TMDL Study reimbursement requests can be sent on to the MPCA as soon as the Commission receives them. A. West Medicine Lake Park Water Quality Ponds: Plymouth. Ms. Chandler displayed a map of the project. She said the project includes the construction of two water quality ponds that are part of the Medicine Lake Water Quality improvement program designed to remove 366 pounds of phosphorus per year from Plymouth Creek prior to discharging into Medicine Lake. She said the project entails about 8.5 acres of grading and the same number of acres ofwetJand excavation. Ms. Chandler said the excavated material will be disposed of offsite. Ms. Chandler stated that the City will need to purchase 6.9 acres of wetland credits. Ms. Chandler said the Commission Engineer is confident the project will meet the proposed water quality treatment for the site. Ms. Chandler said there is no action in front of the Commission regarding this project and that it is just a project update. Mr. Moberg commented that the City of Plymouth is hopeful that construction will start in winter of 2009. Chair Welch asked ifthere are site photos for the project and Ms. Chandler said Barr would send them to him electronically. Chair Welch directed Ms. Herbert to put a site visit to this project on the BCWMC's 2009 watershed tour itinerary. Ms. Loomis asked if there will be a lot of tree removal with this project. Ms. Black answered that a lot of tree and scrub brush vegetation will be removed from the site ofthe north pond. Ms. Black asked about upland excavation. Mr. Moberg said there are no upland areas being excavated. B. Golden Valley Resident's Letter Concerning Local Construction Project. Ms. Chandler stated that Golden Vaney resident Mr. Thomas Parker forwarded to the BCWMC a letter and copies of photos that he had sent to the City of Golden Valley regarding his concerns about silt and soil entering #249135 vI BCWMC December 18, 2008. Meeting Minutes Page 3 Bassett Creek due to coustruction practices at 6725 Medicine Lake Road. Chair Welch commented that the property owner is not present and that the BCWMC would not want to take action on the matter, if it is the role of the Commission to take action on the matter, without the property owner present. Chair Welch stated that this project did not require BCWMC approval or a NPDES permit and that the role of the Commission in such a case would be to notify the City about the concern. Mr. Parker asked if the construction permit contained a plan for a construction entrance. Mr. Oliver, City of Golden Valley, replied that the City does not typically require a construction entrance. He commented that the site in question has been inactive for approximately two years. Mr. Oliver noted that the property owner hasn't called to schedule the final inspection although the property owner did pull a permit in the spring for driveway paving although the paving has not been done. He said the City was made aware of Mr. Parker's concerns about the site on December 1 and the City has since gone out to inspect the site. Ms. Clancy said the City's policy is that if a nuisance is being caused due to construction site soil in the street, the City will sweep the street at its own expense one time and then the property owner will be billed for any future sweeping that is necessary. Ms. Stauner asked if there are trucks going in and out of the site. Mr. Oliver replied that there are commercial vehicles owned by the property owner entering and leaving the site. Chair Welch asked the City if it will follow up with the property owner regarding the soil leaving the site. Mr. Oliver said the City will continue to follow up with the property owner. ICt'iBtlsi A. BCWMC Organizational Analysis. Ms. Black said the Administrator Services Committee was happy with how the analysis was carried out and with the information the study provided to the BCWMC. She reminded the Commission that the study clearly recommended that the BCWMC consider bringing on an administrator. Ms. Black said that unfortunately due to the economy at this time, the Committee can't recommend adding an administrator in the next year or two. She said the Committee does recommend following the study's recommendations on good governance such as setting annual goals, creating a mission statement, developing job descriptions, roles and responsibilities and consulting staff performance reviews, and developing stronger ties to the member-cities. Ms. Black said commissioners will need to step up to work on those items and that perhaps the Commission could contract pieces out. Chair Welch said for him one of the most alarming f'mdings ofthe study is that commissioners don't feel prepared enough to make decisions. He emphasized that commissioners need to feel able to call the consultants for more information or clarification on issues. Chair Welch stated he would like a commissioner to be the TAC liaison to attend the TAC meetings to keep up with the technical issues. Ms. Sundberg suggested commissioners rotate attending the TAC meetings. Mr. Stauner agreed to check his calendar to see if he is able to attend the January 7th TAC meeting. Chair Welch said the Administrator Services Committee needs to meet again and that the Commission needs to think about what other committees the Commission needs. Chair Welch directed Ms. Herbert to add to the February BCWMC agenda a discussion of the BCWMC's missions and goals. Ms. Black encouraged the commissioners to think about what information they might need in order to prepare for the mission and goals discussion so staff can distribute the information prior to the meeting. B. Permit Review Fees for Public Agency Projects. Chair Welch noted that the meeting packet contained information about the permit fees the BCWMC has received in the last three years for #249135 vI BCWMC December 18, 2008, Meeting Minutes Page 4 public agency projects. He said the BCWMC is considering whether it should eliminate fees for public agency projects. Ms. Clancy stated that she is against the BCWMC charging the member- cities permit review fees. Mr. LeFevere said the fees are a method of recovering costs incurred by the Commission and the Commission needs to decide if the costs are to be paid by the member-city assessment formula or by the cities doing the projects. Ms. Loomis moved that the BCWMC exempt public agency projects from the permit review fees. She modified her motion and moved that BCWMC member-cities are exempt from permit review fees. Ms. Black seconded the motion. Mr. Stauner suggested the BCWMC have the cities pay the actual cost ofthe review up to a ceiling per project type. Ms. Herbert reminded the Commission it had considered that idea previously but due to the difficulty in finalizing an actual cost due to ongoing review and inspection work, the Commission decided to charge a set permit review fee up front. Ms. Black commented that she will not support the motion for 2009 but she would like the Commission to look at the issue again when it is considering its 2010 budget. The motion failed with one vote in favor [City of Golden Valley] and five votes against [Cities of Crystal, Minneapolis, Minnetonka, New Hope, and Plymouth] [Cities of Medicine Lake, Robbinsdale, and St. Louis Park absent from the vote]. Ms. Black moved that the BCWMC review its policy on permit review fees for member-cities during its 2010 budget discussion. Ms. Loomis seconded the motion. The motion carried unanimously [Cities of Medicine Lake, Robbinsdale, and St. Louis Park absent from the vote]. C. BCW1\1C Representative on Medicine Lake TMDL Steering Committee. Chair Welch reported that Commissioner Peterson has let him know she will not be able to be the Steering Committee representative as originally anticipated. Chair Welch said the BCWMC would like a commissioner from a city that is not an MS4 for this TMDL to be the BCWMC's Steering Committee representative. The Commission requested Ms. Herbert ask Commissioner Jordan, St. Louis Park, and Commissioner Sicora, Robbinsdale, if either of them would be able to be the representative. Chair Welch directed Ms. Herbert to put this issue on the BCWMC's January meeting agenda. D. Letters of Interest Proposals for Consultant Positions. Chair Welch said the BCWMC received letters of interest for the engineering services from Barr, EOR, Wenck, and Mead & Hunt, for the legal services from Kennedy & Graven and from FLFV (Felhaber Larson Fenlon & V ogt), and for the administrative services from Business Resource Management, Richardson, Richter & Associates, and Amy Herbert. Chair Welch said the Administrative Services Committee recommends having Amy Herbert continue to provide the administrative services and having Kennedy & Graven continue to provide the legal services. He reported that all of the letters of interest for engineering services were well done. Chair Welch stated that the Committee's suggestion is to have Barr continue as the principal consulting Commission Engineer but for the Commission to conduct additional interviews with the other three engineering firms to examine their strengths and to see if in the future the Commission can contract with them on other work. Ms. Loomis moved that the BCWMC offer professional services contracts to Kennedy & Graven, Barr Engineering, and Amy Herbert and to contact the other engineering firms to set up interviews. Ms. Black seconded the motion. The motion carried unanimously [Cities of Medicine Lake, Robbinsdale, and St. Louis Park absent from the vote]. E. St. David's Child Development and Family Services Education Grant Extension. Ms. Black reported that the deadline for the grant is December 31, 2008, and moved to extend the deadline to January 31, 2009, to provide St. David's with more time to submit its final report and reimbursement request. Ms. Loomis seconded the motion. The motion carried unanimously [Cities of Medicine Lake, Robbinsdale, and St. Louis Park absent from the vote]. Mr. LeFevere said there is no need to re-do the contract and said the BCWMC just needs to convey the extension and new deadline to the grant holder. #249135 vl BCWMC December 18, 2008, Meeting Minutes Page 5 F. 2008 Fisheries and E. Coli Data. Ms. Chandler referred to the December 11, 2008, memo 2008 Bassett Creek Fish Index of Biological Integrity (IBI) that was included in the meeting packet. She said that of the four sites sampled in Bassett Creek and its tributaries, two sites do not meet the MPCA standard, which means Bassett Creek is considered impaired. She reported that the North Branch site was the worst with zero fish found. She said perhaps that site had no flow. Ms. Chandler suggested the BCWMC could consider conducting continuous dissolved oxygen monitoring at the impaired sites. She said the BCWMC could also consider ways to increase creek flows such as by infiltration. She said another improvement would be sealing sanitary sewers but commented that it should already be happening. Chair Welch said he isn't hearing capital project ideas for improving the fish population and asked Barr to report the results when they are ready and to provide the Commission with an allocation map and a description of the next steps. He requested the December 11 th memo be included in the meeting packet when the topic is brought up again. Ms. Chandler stated she would follow up with the MPCA about the water flow at the sample sites. The E. Coli data discussion was deferred to the January meeting to give the Commission the opportunity to review the memo. Chair Welch asked Ms. Chandler to follow up on DNA fingerprinting. G. 2008 Annual Flood Control Project Inspection. Ms. Chandler directed the Commission's attention to Barr's December 1, 2008, memo Bassett Creek 2008 Flood Control Project Inspection. Chair Welch moved the Commission Engineer's recommendation that: i. Letters get sent to communities, DNR, and the Army Corps of Engineers regarding the results of the inspection and recommended actions; ii. A letter gets sent to MnlDOT regarding the inspection of the Highway 100 culvert; and, iii. Reports and recommendations from MnlDOT, the Army Corps of Engineers, and the City of Minneapolis regarding deep tunnel inspection get collected and reviewed. Ms. Black seconded the motion. The motion carried unanimously [Cities of Medicine Lake, Robbinsdale, and St. Louis Park absent from the vote]. A. Chair: i. Chair Welch announced he will not be at the January BCWMC meeting. ii. Chair Welch announced that 2008 is the 40th anniversary ofthe Bassett Creek Watershed Management Commission, which originated in 1968 as the Bassett Creek Flood Control Commission. B. Commissioners: i. Ms. Black reminded the Commission of the December 19th listening session being hosted by the MN Board of Water and Soil Resources regarding ideas of how to use the clean water portion of the money that will be available from the constitutional amendment passed in November. The session will be held from 9:30 a.m. to noon at the Capitol Region Watershed District [1410 Energy Park Drive, Suite 4, Saint Paul]. C. Committees: #249135 vI BCWMC December 18,2008, Meeting Minutes Page 6 Chair Welch proposed the BCWMC adopt a policy of scheduling committee meetings at Commission meetings so that everyone is aware of the meetings and so the meetings can get noticed on a timely basis. He recommended everyone bring their calendars to the Commission meetings to accommodate setting future committee meetings. i. Administrator Services/ Administrative Services. Chair WeIch said the BCWMC has created two committees over the last few years to look at different aspects of the Commission administration. He recommended the Commission combine these two committees into the Administrative Services Committee. The Commission agreed. Chair WeIch, Ms. Black, Ms. Loomis, and Ms. Sundberg indicated they would like to serve on the Administrative Services Committee. ii. Education and Public Outreach Committee: Ms. Langsdorf announced that the next Education and Public Outreach Committee (EPOC) meeting will be on January sth at 9:00 a.m. at Golden Valley City Hall and the next Joint EPOC meeting will be on February 13th at 10:30 a.m. at a location to be determined. Ms. Black reported that the Blake School should be submitting its fmal report for the education grant shortly and that the Education Committee will be discussing a grant request from the City of Crystal Environmental Quality Commission. D. Counsel* E. Engineer: i. Ms. Chandler reported that the Commission needs to schedule a public hearing in March for a minor plan amendment. The minor plan amendment would cover all of the Plymouth Creek projects and would include the Crane Lake flood level adjustment and the Parker's Lake water quality goal adjustment. Ms. Black moved to adjourn the meeting. Ms. Loomis seconded the motion. The meeting adjourned at 2:00 p.m. Michael Welch, Chair Date Amy Herbert, Recorder Date Pauline Langsdorf, Secretary Date #249135 vI BCWMC December 18, 2008, Meeting Minutes Page 7 alley M mora du Public Works 763-593-8030 I 763-593-3988 (fax) Executive Summary For Action Golden Valley City Council Meeting March 17, 2009 Agenda Item 3. E. 1. Purchase One Bobcat Compact Skidrrrack Loader and One Asphalt Cold Planer Prepared By Jeannine Clancy, Director of Public Works Bert Tracy, Public Works Maintenance Manager Summary The 2009-2013 Capital Improvement Program includes $45,000 for one Bobcat skid/track loader (V&E-052, page 36) and $20,000 for one asphalt cold planer (V&E-050, page 35) for a total of $65,000. The skid loader replaces a single use 1995 John Deere tractor. The asphalt cold planer replaces a 1998 asphalt cold planer. Staff will utilize the skid loader for brush and tree trimming cleanup and removals, dirt work, landscaping, grading, truck loading of dirt and equipment, snow plowing, etc. The asphalt cold planer and skid loader equipment will be utilized for milling asphalt for proper street patching and repair. The Minnesota Materials Management Division has awarded the following contracts: Contract No. Item Vendor Amount 439156 Bobcat T190 Compact Tri State Bobcat, Inc. $41,632.83 Track Loader Tax $2,706.13 Subtotal $44,338.96 439156 18" Asphalt Cold Planer Tri State Bobcat, Inc. $9,888.56 Tax $642.76 Subtotal $10,531.32 TOTAL PURCHASE $54,870.28 Attachments Tri State Bobcat, Inc. quotation for the T190 Bobcat Compact Track Loader (1 page) Tri State Bobcat, Inc. quotation for the 18-inch Planer High Flow and 18-inch Fast Cut All Purpose Drum (1 page) Recommended Action Motion to approve purchase of one 2009 Bobcat T190 Compact Track Loader in the amount of $44,338.96 and a Cold Planer and Drum in the amount of $10,531.32 from Tri State Bobcat, Inc. ~ Bobcat. Product Quotation Quotation Number: WM-01323 Date: 01/12/2009 Ship to City of. Golden Valley PW Attn: Bert Tracy 7800 Golden Valley Road Golden Valley, MN 55427 Phone: 763-593-3981 Fax: 763-593-8024 Bobcat Dealer Tri State Bobcat Inc 1800 West Highway 13 Burnsville MN 55337-2214 Phone: 651-407-3727 Fax: 651-407-7345 Contact: Bill Miller Cellular: 612-919-1840 EMail: billm@tristatebobcat.com Description T 190 Bobcat Compact Track Loader A91 Option Package Part No M0023 M0023-poi-A91 Cab enclosure with Heat and AC High Flow Hydraulics Sound Reduction Hydr~ulic Bucket Positioning Power Bobtach Deluxe Instrument Panel Hom Backup Alarm Engine Block Heater Attachment Control Kit Cab Accessory Harness Factory Installed Advanced Control System 12 Inch Track, Roller Suspension Dealer Installed Strobe Light Kit, Amber Attachments 68" Low Profile Bucket Bolt-Qn Cutting Edge, 68" 66" Ind, Fork Grapple (W/7 Tines) Port Relief Valve, G Series & newer 80" Dozer Blade, 6-Way M0023-RO I-C03 M0023-R09-C05 6719857 6731418 6718006 6714255 6684645 6905884 Total ofItems Quoted Taxes: State of Minnesota Quote Total- US dollars Notes: Minnesota State Contract Number 439156. Bill To Qty Price Ea. 1 $28,696.00 I $4,400.96 $924.80 $1,028.84 $256.00 $582.76 $225.00 $2,691.44 $27.47 $2,799.56 Total $28,696.00 $4,400.96 $924.80 $1,028.84 $256.00 $582.76 $225.00 $2,691.44 $27.47 $2,799.56 $41,~32.83 $2,706.13 $44,338.96 All prices subject to change without prior notice or obligation. This price quote supercedes all preceeding price quotes. Customer must exercise his urchase 0 tion within 30 da s from uote date. Customer Acceptance: Purchase Order: Authorized Signature: Print: Sign: Date: . Bobcal. Product Quotation Quotation Number: WM-O 1324 ... Date: 0 II 12/2009 Ship to City of Golden Valley PW Attn: Bert Tracy 7800 Golden Valley Road Golden Valley, MN 55427 Phone: 763-593-3981 Fax: 763-593-8024 Bobcat Deafer Tri State Bobcat Inc 1800 West Highway 13 Bumsville MN 55337-2214 Phone: 651-407-3727 Fax: 651-407-7345 Bill To Contact: Bill Miller Cellular: 612-919-1840 EMail: billm@tristatebobcat.com Description Attachments 18" Planer, High Flow 18" Fast Cut All Purpose Drum Part No 6905808 6715586 Qty Price Ea. 1 $8,021.96 1 $1,866.60 I Total ofltems Quoted Taxes: State of Minnesota Quote Total - US dollars Notes: Minnesota State Contract Number 439156. Total $8,021.96 $1,866.60 $9,888.56 $642.76 $10,531.32 All prices subject to change without prior notice or obligation. This price quote supercedes all preceeding price quotes. Customer must exercise his urchase 0 tion within 30 da s from uote date. Customer Acceptance: Authorized Signature: Print: Purchase Order: Sign: Date: Hey Memorandum Public Works 763-593-8030 I 763-593-3988 (fax) Executive Summary For Action Golden Valley City Council Meeting March 17, 2009 Agenda Item 3. E. 2. Purchase One Asphalt Melter and One Asphalt Hot Box Prepared By Jeannine Clancy, Director of Public Works Bert Tracy, Public Works Maintenance Manager Summary The 2009-2013 Capital Improvement Program includes $40,000 for one asphalt melter (V&E-033, page 29) and $60,000 for one truck-mounted asphalt hot box (V&E-099, page 46) for a total of $100,000. The asphalt melter replaces a 1998 asphalt melter utilized for crack sealing bitumous surface roads and parking lots. The new asphalt hot box, replacing the 1988 asphalt hot box, will meet safety requirements. The asphalt hot box will be manufactured with a swaploader hook to be utilized on the City's new single axle dump trucks with the swaploader system. Staff will utilize this equipment for bituminous road and parking lot maintenance. The asphalt melter will be utilized for crack sealing and the asphalt hot box is required to keep asphalt hot enough to be used for patching. The asphalt melter will replace an 11-year-old asphalt melter that requires extensive maintenance prior to each use. The asphalt hot box will replace a 23-year-old hot box that has exceeded its useful life and no longer meets safety requirements. The Minnesota Materials Management Division has awarded the following contracts to Stepp Manufacturing Co., Inc: Contract No. Item Vendor Amount 439668 Stepp STPH-4.0 Truck Stepp Manufacturing Co., Inc. $61,576.00 Mounted Hot Box Tax $4,002.44 Subtotal $65,578.44 439034 Stepp Ojk-125-D Asphalt Stepp Manufacturing Co., Inc. $32,367.00 Melter Tax $2,103.86 Subtotal $34,470.86 TOTAL PURCHASE $100,049.30 Recommended Action Motion to approve the purchase of one 2009 truck-mounted asphalt hot box from Stepp Manufacturing Co., Inc. in the amount of $65,578.44. Motion to approve the purchase of a asphalt melter from Stepp Manufacturing Co., Inc. in the amount of $34,470.86. alley Memorandum Public Works 763-593-8030 I 763-593-3988 (fax) Executive Summary For Action Golden Valley City Council Meeting March 17, 2009 Agenda Item 3. E. 3. Purchase One Vibratory Asphalt Roller and One Roller Trailer Prepared By Jeannine Clancy, Director of Public Works Bert Tracy, Public Works Maintenance Manager Summary The 2009-2013 Capital Improvement Program includes $45,000 for one vibratory asphalt roller and trailer (V&E-021, page 27). The vibratory asphalt roller and trailer replaces a 1992 vibratory asphalt roller and trailer. The vibratory asphalt roller will replace a 17-year-old vibratory asphalt roller. The vibratory asphalt roller is utilized for proper compaction of asphalt patches and overlays. The trailer is required to transport the roller and pertinent equipment to job sites. The Minnesota Materials Management Division has awarded the following contracts to Ruffridge-Johnson Equipment Co., Inc. and Scharber & Sons, Inc.: Contract No. Item Vendor Amount 439295 Bomag Model BW 100AD-4 Ruffridge-Johnson $34,387.00 vibratory asphalt roller Equipment Co., Inc. Tax $2,235.16 Subtotal $36,622.16 439653 Felling FT-1 01T-SP IT Series Scharber & Sons, Inc. $6,567.49 Industrial Tilt Trailer Tax $426.89 Subtotal $6,994.38 TOTAL PURCHASE $43,616.54 Recommended Action Motion to approve the purchase of one 2009 Vibratory Asphalt Roller from Ruffridge-Johnson Equipment Co., Inc. in the amount of $36,622.16. Motion to approve the purchase of an Industrial Tilt Trailer from Scharber & Sons, Inc. in the amount of $6,994.38. alley Me ora du Public Works 763-593-8030 I 763-593-3988 (fax) Executive Summary For Action Golden Valley City Council Meeting March 17, 2009 Agenda Item 3. E. 4. Purchase One 2009 Ford Ranger Pickup Truck Prepared By Jeannine Clancy, Director of Public Works Bert Tracy, Public Works Maintenance Manager Summary The 2009-2013 Capital Improvement Program includes $20,000 for one 2009 Ranger Pickup Truck (V&E-008, page 25). The pickup truck replaces a 14-year-old 1995 Chevrolet Suburban. Staff utilizes this truck primarily for surveying, project inspection (PMP) and engineering field duties. The Minnesota Materials Management Division has awarded contract 440139 to Elk River Ford Dodge Jeep, Inc. for these types of vehicles: Contract No. Item Vendor Amount 440139 2009 Ford Ranger Pickup Elk River Ford Dodge Jeep, $19,526.40 Truck Inc. Tax $1,269.19 Total $20,795.59 Recommended Action Motion to approve purchase of one 2009 Ranger Pickup Truck from Elk River Ford Dodge Jeep, Inc. for the total purchase amount of $20,795.59 including tax. alley emorandum Public Works 763-593-8030 I 763-593-3988 (fax) Executive Summary For Action Golden Valley City Council Meeting March 17, 2009 Agenda Item 3. E. 5. Purchase New Wastewater Flow Meters and Associated Communication Devices Prepared By Jeannine Clancy, Director of Public Works Bert Tracy, Public Works Maintenance Manager Summary The 2009-2013 Capital Improvements Program (W&SS-003, page 132) includes $200,000 for the reduction of inflow and infiltration of clear water into the sanitary sewer system throughout the community. In order to monitor wastewater flows, it is recommended that the City purchase nine portable flow meters to augment the City's existing two meters. In addition, it is recommended that the City purchase eleven 2100 Series COMA cell phone sewer monitoring communication devices which will be installed on the City's existing and new portable sewer flow meters to collect real time data in the City's sanitary sewer system. The new and existing portable sewer flow meters will be installed in strategic locations throughout the sewer system to establish and monitor sewer flows, and to accurately track sewer flows during normal sewer flows and high sewer flows such as precipitation events and spring thaw. The use of cell phone communication devices will transfer the data so that periodic reports regarding the wastewater flow conditions can be developed. Staff has received the following bids for nine Isco 2150 Flow Modules/Flow Meters, portable wastewater flow meters, including tax: Teledyne Isco, Inc. Western Environmental Equipment Company $40,146.24 $41,940.87 Staff has received the following bids for eleven 2100 Series COMA cell phone packages with Sprint Nextel Service sewer monitoring communication devices, including tax: Tech Sales, Inc. Mulcahy/Shaw Water, Inc. $25,773.00 $27,061.65 Recommended Action Motion to approve the purchase of nine Isco 2150 Flow Modules/Flow Meters, portable wastewater flow meters, in the amount of $40,146.24 including tax, from Teledyne Isco, Inc. Motion to approve the purchase of eleven 2100 Series COMA cell phone packages with Sprint Nextel Service in the amount of $25,773 including tax, from Tech Sales, Inc. alley Memora dum Public Works 763-593-8030 I 763-593-3988 (fax) Executive Summary For Action Golden Valley City Council Meeting March 17, 2009 Agenda Item 3. E. 6. Purchase Solid Manhole Covers Prepared By Jeannine Clancy, Director of Public Works Bert Tracy, Public Works Maintenance Manager Summary The 2009 Sewer and Maintenance Budget (6320, page 87) includes $50,000 for the purchase of solid manhole covers to aid in the reduction of inflow and infiltration of clear water into the sanitary sewer system throughout the community. The new solid manhole covers will replace existing manhole covers that have open pick holes. It is anticipated that this will be an ongoing project until all of the existing manhole covers with pick holes are replaced. Staff has received the following bids for 450 solid manhole covers: Ess Brothers and Sons, Inc. Municipal Castings, Inc. $46,008.00 $47,445.75 Recommended Action Motion to approve the purchase of 450 solid manhole covers, including freight and Minnesota sales tax of $46,008 from Ess Brothers and Sons, Inc. Hey Mem ndu Finance 763-593-8013/763-593-8109 (fax) Executive Summary For Action Golden Valley City Council Meeting March 17,2009 Agenda Item 3. F. Receipt of February 2009 General Fund Budget Report Prepared By Sue Virnig, Finance Director Summary The monthly General Fund Budget Report provides a progress report on the General Fund operations for 2009. The revenues and expenditures show current month actual and year-to- date actual compared to the 2009 approved budget. The 2009 unallotment from the State is estimated at $325,000. Attachments February 2009 General Fund Budget Report - unaudited (2 pages) Recommended Action Motion to receive and file the February 2009 General Fund Budget Report. City of Golden Valley Monthly Budget Report - General Fund February, 2009 (unaudited) Percentage Of Year Completed 100.00% Revenue: Over % 2009 February YTD (Under) of Budget Type Budget Actual Actual Budget Received Ad Valorem Taxes $11,796,685 0 $0 ($11,796,685) 0.00% (1) Licenses 151,425 8,828 17,660 ($133,765) 11.66% Permits 703,000 24,766 78,152 ($624,848) 11.12% Federal Grants - Vest Program 0 0 0 $0 State Aid 10,500 2,469 2,469 ($8,031) 23.51 % Charges For Services: General Government 36,020 1,638 1,976 ($34,044) 5.49% Public Safety 172,080 5,246 8,935 ($163,145) 5.19% Public Works 102,000 9,126 9,706 ($92,294) 9.52% Park & Rec 391,050 15,416 42,584 ($348,466) 10.89% Other Funds 1,187,000 0 0 ($1,187,000) 0.00% Fines & Forfeitures 280,000 16,682 16,682 ($263,318) 5.96% (2) Interest On Investments 230,000 0 0 ($230,000) 0.00% (3) Miscellaneous Revenue 210,940 323 1,863 ($209,077) 0.88% Transfers In 175,000 0 0 ($175,000) 0.00% TOTAL Revenue $15,445,700 $84,494 $180,027 ($15,265,673) 1.17% Notes: (1) The first half taxes will not be received until July. (2) Fines and Forfeitures is for January. (3) Investments will be booked at year end. Percentage Of Year Completed 17% (unaudited) Expenditures: Over % 2009 February YTD (Under) Of Budget Division BUdget Actual Actual Budget Expend. Council $333,565 15,124 39,522 ($294,043) 11.85% City Manager 820,770 55,336 88,230 (732,540) 10.75% Admin. Services 1,555,470 76,463 109,829 (1,445,641) 7.06% Legal 115,000 4,344 4,344 (110,656) 3.78% (1) General Gov't. Bldgs. 602,500 55,086 78,059 (524,441 ) 12.96% Planning 356,490 24,028 38,046 (318,444) 10.67% Police 4,531,630 317,838 570,573 (3,961,057) 12.59% Fire and Inspections 1,549,690 116,176 198,929 (1,350,761 ) 12.84% (2) Public Works Admin. 312,430 23,163 36,470 (275,960) 11.67% Engineering 674,750 46,860 59,149 (615,601 ) 8.77% Streets 1 ,400,985 75,204 142,575 (1,258,410) 10.18% Community Center 77,125 4,974 8,123 (69,002) 10.53% Park & Rec. Admin. 642,845 45,886 71,403 (571,442) 11.11% Park Maintenance 976,035 52,253 84,016 (892,019) 8.61% Recreation Programs 432,680 25,047 37,305 (395,375) 8.62% Risk Management 248,765 396 396 (248,369) 0.16% (3) Transfers Out 814,970 0 0 (814,970) 0.00% (4) TOTAL Expenditures $15,445,700 $938,178 $1,566,969 ($13,878,731) 10.15% (1) This includes January ytd legal bill. (2) Paid on Call Firefighters are now being paid monthly versus semi-annually. (3) First premium will come in March. (4) Transfers will be made in July. alley M morand m Planning 763-593-8095/763-593-8109 (fax) Executive Summary For Action Golden Valley City Council Meeting March 17, 2009 Agenda Item 4. A. Public Hearing - Adoption of the 2008 Comprehensive Plan Update Prepared By Joe Hogeboom, City Planner Summary Upon completion of an extensive process of research, documentation, and analysis, the 2008 Golden Valley Comprehensive Plan Update is complete. Although the Metropolitan Land Use Planning Act only requires brief modifications to communities' comprehensive plans, Golden Valley completed a major overhaul of its Plan. The various chapters of the Plan, which represent different elements of planning, have been completely reformatted to allow a greater ease of access to the information contained within the document. As part of the Comprehensive Plan update process, the City was required to submit the document to surrounding cities and governmental agencies for review. The City has received favorable comments for both the content and the format of the Plan. Once adopted by the City, the Comprehensive Plan must obtain final approval from the Metropolitan Council. The Planning Department has remained in contact with the Metropolitan Council throughout the update process, and is confident that the Plan meets all necessary guidelines and requirements. The General Land Use Plan Map is a major component of the Comprehensive Plan. The most notable modification to the proposed General Land Use Plan Map is the reorganization of the "Residential" land use classifications. To address concerns over the density of multifamily housing clusters, staff has recommended adding an additional residential land use classification for areas of the city where high density housing is appropriate. This change was previously discussed with the Council. The change limits areas in the City where residential buildings over 20 units per acre can be located. Accompanying this document is a compact disc that contains the entire Comprehensive Plan. The Plan is also online at http://www.cLgolden-vallev.mn.us/zoninq/compplan.htm. Recommended Action Motion to adopt Resolution Adopting the 2008 Golden Valley Comprehensive Plan Update (1 page) Resolution 09-18 March 17, 2009 Member introduced the following resolution and moved its adoption: RESOLUTION ADOPTING THE 2008 GOLDEN VALLEY COMPREHENSIVE PLAN UPDATE WHEREAS, the State Metropolitan Land Use Planning Act requires that all communities in the Twin Cities Metropolitan area produce comprehensive plan updates on a decennial basis; and WHEREAS, the City of Golden Valley has undertaken extensive review and analysis of the City's Comprehensive Plan; and WHEREAS, the City has produced and included updates to the Land Use Element, the Special Planning Districts Element, the Housing Element, the Parks Element, the Transportation Element, the Wastewater Element, the Water Supply Element, and the Surface Water Element; and . WHEREAS, the Planning Commission, following an informal public hearing, has recommended its approval for the 2008 Golden Valley Comprehensive Plan Update; and WHEREAS, the Comprehensive Plan satisfies the requirements of the Metropolitan Systems Statement administered through the Metropolitan Council. NOW THEREFORE BE IT RESOLVED, by the City Council of the City of Golden Valley that the City does hereby adopt the 2008 Golden Valley Comprehensive Plan Update. BE IT FURTHER RESOLVED, that the City Golden Valley submit the newly adopted Comprehensive Plan to the Metropolitan Council for final review. Linda R. Loomis, Mayor ATTEST: Susan M. Virnig, City Clerk The motion for the adoption of the foregoing resolution was seconded by Member and upon a vote being taken thereon, the following voted in favor thereof: and the following voted against the same: whereupon said resolution was declared duly passed and adopted, signed by the Mayor and her signature attested by the City Clerk. alley M orandum Planning 763-593-8095/763-593-8109 (fax) Executive Summary For Action Golden Valley City Council Meeting March 17, 2009 Agenda Item 4. B. Continued Public Hearing - Ordinance #416 - Amending Section 11.03, Regarding Average Grade and Building Height Definitions Prepared By Joe Hogeboom, City Planner Summary At the March 3, 2009 meeting of the City Council, a public hearing was held to consider the adoption of Ordinance #416. The ordinance included amending language in City Code to allow the City Engineer and Chief Building Official the authority to determine the average grade of a new structure when drainage issues exist on a property. The ordinance also allows language pertaining to the grade of a property to be removed from the Building Height definition and be moved to the Average Grade definition. The Council raised concerns over the criteria established to determine average grade. The City Attorney's office is currently working to modify the proposed language, and ensure that it meets the standards of City Code. Therefore, staff requests that this item be continued to the April?, 2009 City Council Meeting. Recommended Action Motion to continue consideration of Ordinance #416, regarding the Building Height and Average Grade definitions to the April?, 2009 City Council Meeting. Public Jl~y Me orandu Police Department 763-593-8079 I 763-593-8098 (fax) Executive Summary For Action Golden Valley City Council Meeting March 17, 2009 Agenda Item 6. A. Issuance of On Sale and Sunday Sale Liquor License - Prom Management Group Inc., Prepared By Stacy A. Altonen, Chief of Police Jim Roberts, Sergeant Summary Prom Management Group Inc., has applied for an On Sale and Sunday Sale Liquor License. They have a contract with the Minneapolis Parks & Recreation Board to perform catering and concession services for the Theodore Wirth Golf Course located at 1301 Theodore Wirth Parkway. Prom Management Group Inc. also provides catering and concession sales with a liquor license at Columbia Golf Course in Minneapolis. The City Attorney has reviewed the application, and has found the application documents are in order and complete. The applicants meet all State and City requirements for consideration of the issuance of an On Sale and Sunday Sale Liquor License. Recommended Action Motion to approve the issuance of an On Sale and Sunday Liquor License to Prom Management Group Inc. located at the Theodore Wirth Golf Course, 1301 Theodore Wirth Parkway. alley Me orandum Finance 763-593-8013/763-593-8109 (fax) Executive Summary For Action Golden Valley City Council Meeting March 17, 2009 Agenda Item 6. B. Authorizing Issuance and Sale of: $7,450,000 General Obligation Improvement Bonds, Series 2009A, $750,000 General Obligation Equipment Certificates of Indebtedness, Series 2009B and $5,080,000 General Obligation Improvement Refunding Bonds, Series 2009C Prepared By Susan Virnig, Finance Director Summary The proceeds of the $7,450,000 General Obligation Improvement Bonds, Series 2009A, will finance the non-MSA street and driveway projects included in the 2009 Pavement Management Program. This project has already been approved by the City Council in 2008. The street improvement bonds will have a term of twenty years and an estimated net interest rate of 4.142%. The debt service on these bonds will be repaid from tax levies and special assessments levied against benefited properties. The proceeds of the $750,000 General Obligation Equipment Certificates, Series 2009B, will finance public works and public safety equipment included in the 2009-2013 CIP. The equipment certificates will have a term of three years and an estimated net interest rate of 1.799%. The debt service on the certificates will be repaid from annual tax levies. The proceeds of the $5,080,000 General Obligation Improvement Refunding Bonds, Series 2009C, will refinance the issue for street and driveway projects included in the 2000 Pavement Management Program. This issue will have an estimated present value savings of $298,146. This will help with future debt levies needed for the citywide Pavement Management Program. If approved, the sale date of all bond issues will be Tuesday, April 14, 2009 with Council approval scheduled for that evening. Attachments Resolution Authorizing Issuance and Sale of $7,450,000 General Obligation Improvement Bonds, Series 2009A (1 page) Resolution Authorizing Issuance and Sale of $750,000 General Obligation Equipment Certificates, Series 2009B (1 page) Resolution Authorizing Issuance and Sale of $5,080,000 General Obligation Improvement Refunding Bonds, Series 2009C (1 page) Recommended Action Motion to adopt Resolution Authorizing Issuance and Sale of $7,450,000 General Obligation Improvement Bonds, Series 2009A. Motion to adopt Resolution Authorizing Issuance and Sale of $750,000 General Obligation Equipment Certificates, Series 2009B. Motion to adopt Resolution Authorizing Issuance and Sale of $5,080,000 General Obligation Improvement Refunding Bonds, Series 2009C. Resolution 09-19 March 17,2009 Member introduced the following resolution and moved its adoption: RESOLUTION AUTHORIZING ISSUANCE AND SALE OF $7,450,000 GENERAL OBLIGATION IMPROVEMENT BONDS, SERIES 2009A BE IT RESOLVED by the City Council of the City of Golden Valley, Minnesota (the City), as follows: SECTION 1. PURPOSE. It is hereby determined to be in the best interests of the City to issue its General Obligation Improvement Bonds, Series 2009A, in the principal amount of $7,450,000 (the Bonds), pursuant to Minnesota Statutes, Chapters 429 and 475, to finance improvement projects in the City. SECTION 2. TERMS OF PROPOSAL Springsted Incorporated, financial consultant to the City, has presented to this Council a form of Terms of Proposal for the Bonds which is attached hereto and hereby approved and shall be placed on file by the Clerk. Each and all of the provisions of the Terms of Proposal are hereby adopted as the terms and conditions of the Bonds and of the sale thereof. Springsted Incorporated is hereby authorized, pursuant to Minnesota Statutes, Section 475.60, Subdivision 2, paragraph (9), to solicit proposals for the Bonds on behalf of the City on a negotiated basis. SECTION 3. SALE MEETING. This Council shall meet at the time and place shown in the Terms of Proposal, for the purpose of considering proposals for the purchase of the Bonds and of taking such action thereon as may be in the best interests of the City. Linda R. Loomis, Mayor ATTEST: Susan M. Virnig, City Clerk The motion for the adoption of the foregoing resolution was seconded by Member and upon a vote being taken thereon, the following voted in favor thereof: and the following voted against the same: whereupon said resolution was declared duly passed and adopted, signed by the Mayor and her signature attested by the City Clerk. Resolution 09-20 March 17,2009 Member introduced the following resolution and moved its adoption: RESOLUTION AUTHORIZING ISSUANCE AND SALE OF $750,000 GENERAL OBLIGATION EQUIPMENT CERTIFICATES OF INDEBTEDNESS, SERIES 2009B BE IT RESOLVED by the City Council of the City of Golden Valley, Minnesota (the City), as follows: SECTION 1. PURPOSE. It is hereby determined to be in the best interests of the City to issue its General Obligation Equipment Certificates of Indebtedness, Series 2009B, in the principal amount of $750,000 (the Bonds), pursuant to Minnesota Statutes, Section 412.301 and Chapter 475, to finance various items of capital equipment. SECTION 2. TERMS OF PROPOSAL. pringsted Incorporated, financial consultant to the City, has presented to this Council a form of Terms of Proposal for the Bonds which is attached hereto and hereby approved and shall be placed on file by the Clerk. Each and all of the provisions of the Terms of Proposal are hereby adopted as the terms and conditions of the Bonds and of the sale thereof. Springsted Incorporated is hereby authorized, pursuant to Minnesota Statutes, Section 475.60, Subdivision 2, paragraph (9), to solicit proposals for the Bonds on behalf of the City on a negotiated basis. SECTION 3. SALE MEETING. This Council shall meet at the time and place shown in the Terms of Proposal, for the purpose of considering proposals for the purchase of the Bonds and of taking such action thereon as may be in the best interests of the City. Linda R. Loomis, Mayor ATTEST: Susan M. Virnig, City Clerk The motion for the adoption of the foregoing resolution was seconded by Member and upon a vote being taken thereon, the following voted in favor thereof: and the following voted against the same: whereupon said resolution was declared duly passed and adopted, signed by the Mayor and her signature attested by the City Clerk. Resolution 09-21 March 17,2009 Member introduced the following resolution and moved its adoption: RESOLUTION AUTHORIZING ISSUANCE AND SALE OF $5,080,000 GENERAL OBLIGATION IMPROVEMENT REFUNDING BONDS, SERIES 2009C BE IT RESOLVED by the City Council of the City of Golden Valley, Minnesota (the City), as follows: SECTION 1. PURPOSE. It is hereby determined to be in the best interests of the City to issue its General Obligation Equipment Improvement Refunding Bonds, Series 2009C, in the principal amount of $5,080,000 (the Bonds), pursuant to Minnesota Statutes, Chapter 475, to refund the 2010-2016 maturities of the City's outstanding General Obligation Improvement Bonds, Series 2000A, in a crossover refunding. SECTION 2. TERMS OF PROPOSAL. Springsted Incorporated, financial consultant to the City, has presented to this Council a form of Terms of Proposal for the Bonds which is attached hereto and hereby approved and shall be placed on file by the Clerk. Each and all of the provisions of the Terms of Proposal are hereby adopted as the terms and conditions of the Bonds and of the sale thereof. Springsted Incorporated is hereby authorized, pursuant to Minnesota Statutes, Section 475.60, Subdivision 2, paragraph (9), to solicit proposals for the Bonds on behalf of the City on a negotiated basis. SECTION 3. SALE MEETING. This Council shall meet at the time and place shown in the Terms of Proposal, for the purpose of considering proposals for the purchase of the Bonds and of taking such action thereon as may be in the best interests of the City. Linda R. Loomis, Mayor ATTEST: Susan M. Virnig, City Clerk The motion for the adoption of the foregoing resolution was seconded by Member and upon a vote being taken thereon, the following voted in favor thereof: and the following voted against the same: whereupon said resolution was declared duly passed and adopted, signed by the Mayor and her signature attested by the City Clerk.