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01-02-18 CC Agenda Packet (entire) AGENDA Regular Meeting of the City Council Golden Valley City Hall 7800 Golden Valley Road Council Chamber January 2, 2018 6:30 pm 1. CALL TO ORDER A. Pledge of Allegiance B. Oath of Office by Larry Fonnest, Council Member Term Expires - 12/31/21 Gillian Rosenquist, Council Member Term Expires - 12/31/21 C. Roll Call & Seating of the Council 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 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. PAGES A. Approval of Minutes: City Council Meeting - December 19, 2017 2-7 B. Designation of 2018 Official Newspaper 8 C. Designation of Depository for City Funds 18-01 9-11 D. Approval of City Check Register 12 E. Minutes of Boards and Commissions: 1. Open Space and Recreation Commission - October 23, 2017 13-15 2. Bassett Creek Water Management Commission - November 15, 2017 16-17 F. Approval of Use of Credit Cards for Purchases 18-19 G. Annual Elections of for the 2018-2019 Insurance Policy 18-02 20-21 H. 2019 Pavement Management Program 1. Financing of City’s 2019 Pavement Management Program; Establishing Compliance with Reimbursement Bond Regulations under the Internal Revenue Code 18-03 22-25 2. Authorize Preparation of Feasibility Report and Professional Services Agreement for the 2019 Pavement Management Program 18-04 26-39 I. Authorize Agreement for Professional Design Services for 2018 Asphalt Overlay Project, City Improvement Project #18-07 40-47 J. Approve Supporting Minnesota License and Registration System Maintenance 18-05 48-50 4. PUBLIC HEARINGS 5. OLD BUSINESS 6. NEW BUSINESS A. Approve 2018 Appointments and Assignments 51-52 B. Review of Council Calendar C. Mayor and Council Communications 7 ADJOURNMENT UNOFFICIAL MINUTES CITY COUNCIL MEETING GOLDEN VALLEY, MINNESOTA December 19, 2017 1. CALL TO ORDER Mayor Harris called the meeting to order at 6:38 pm. 1A. Pledge of Allegiance 1B. Roll Call Present: Mayor Harris, Council Members Joanie Clausen, Larry Fonnest, Steve Schmidgall and Andy Snope. Also present were: City Manager Cruikshank and City Clerk Luedke. 2. ADDITIONS AND CORRECTIONS TO AGENDA MOTION made by Council Member Fonnest, seconded by Council Member Clausen to approve the agenda of December 19, 2017, as submitted and the motion carried. 3. APPROVAL OF CONSENT AGENDA MOTION made by Council Member Snope, seconded by Council Member Schmidgall to approve the consent agenda of December 19, 2017, as revised removal of 3G-Authorize to sign an agreement with Sojourner Project, Inc. for domestic assault intervention services, 3L- Amending Resolution 17-77 the 2018 Budget of the General Fund, and 3N-Accepting Donations for Ongoing Programs and Other Miscellaneous Donations and the motion carried. 3A1. Approve Minutes of the Council/Manager Meeting of October 10, 2017. 3A2. Approve Minutes of the City Council Meeting of December 5, 2017. 3B. Approve City Check Register and authorize the payment of the bills as submitted. 3C1. Approve the renewal of the cigarette/tobacco licenses for Amstar Gas Station, Down in the Valley, Feist Automotive Group, Golden Valley Country Club, Holiday Store #3, Golden Valley Liquor Barrel, Holiday Stationstore, J.J.’s Clubhouse, KKS Inc. - Potpourri Gifts, Schuller’s Tavern, SuperAmerica stores #4443 and 4497 and Walgreens stores #13841 and 430 from January 1, 2018, through December 31, 2018. 3C2. Approve Gambling Licenses as follows: Chester Bird American Legion Post #523; Hopkins Youth Hockey Association, North Star Search and Rescue, and Crystal Lions. 3C3. Approve the issuance of a Therapeutic Massage Facility License renewal for ME Golden Valley, LLC d/b/a Massage Envy Spa located at 7704 Olson Memorial Highway from January 1, 2018 through December 31, 2018. 3C4. Approve the issuance of a Therapeutic Massage Facility License renewal for Artistic Urges LLC d/b/a Artistic Urges Hair Consultants located at 1405 North Lilac Drive, Suite 114, from January 1, 2018 through December 31, 2018. 3C5. Approve the issuance of a Therapeutic Massage Facility License renewal for Denise Frazier d/b/a D-Way E. T. M. located at 1710 Douglas Drive, Suite 100, from January 1, 2018 through December 31, 2018. 3C6. Approve the issuance of a Therapeutic Massage Facility License renewal for Margaret Selva d/b/a Pucon Massage located at 810 lilac Drive North, Suite 104, from January 1, 2018 through December 31, 2018. 3C7. Approve the issuance of a Therapeutic Massage Facility License renewal for Core Healing Arts LLC located at 1405 North Lilac Drive, Suite 113D, pending satisfactory completion of the background investigation. 3C8. Approve the issuance of a Therapeutic Massage Facility License renewal for True Blue Massage and Bodywork, located at 8421 Wayzata Boulevard, Suite 230, pending satisfactory completion of the background investigation. Unofficial City Council Minutes -2- December 19, 2017 3. APPROVAL OF CONSENT AGENDA - continued 3C9. Receive and file the gambling license exemption and approve the waiver of notice requirement for Carondelet Catholic School. 3D1. Accept for filing the Minutes of Boards and Commissions as follows: 1. Human Rights Commission - October 24, 2017 3E1. Approve purchase of 2018 Mack AF Granite 64BRT tandem axle cab and chassis Truck from Nuss Truck & Equipment in the amount of $120,599 and an Equipment Purchases from Towmaster Inc. in the amount of $124,262. 3E2. Approve purchase of 2018 AWD Ford Sedan Police Interceptor in the amount of $31,920.71 and 2018 AWD Ford Utility Police Interceptor in the amount of $34,018.45 from Ford of Hibbing. 3F. Adopt Resolution 17-79, designating polling places for the 2018 election. 3G. Authorize the Mayor and City Manager to sign the Intervention Services Agreement with Sojourner Project, Inc. for domestic assault intervention services. 3H. Adopt Resolution 17-80, waiving the Public Hearing Pursuant to Minnesota Statute 429.031 and ordering Certification of Special Assessments on Private Sanitary Sewer Repairs that involve 2017 Street Improvements. 3I. Adopt Resolution 17-81, waiving the Public Hearing Pursuant to Minnesota Statute 429.031 and ordering Certification of Special Assessments on Driveways that involve 2017 City Street Improvements. 3J. Adopt Resolution 17-82, amending the 2017 General Fund Budget. 3K. Approve the two year agreement with Hennepin County for the 2018 and 2019 Sentencing to Service Program in the amount not to exceed $191,100. 3L. Adopt Resolution 17-83, amending Resolution 17-77 for the 2018 General Budget 3M. Authorize City Manager to sign Engagement Letters with the firm of Malloy, Montaque, Karnowski, Radosevich & Co. for the 2017 audit of the City. 3N. Adopt Resolution 17-84, accepting Donations for Ongoing Programs. 3O. Receive and file the November 2017 Financial Reports. 3P. Adopt Resolution 17-85, adopting amendments to the Employee Handbook. 3. ITEMS REMOVED FROM THE CONSENT AGENDA 3G. Authorize to Sign Agreement with Sojourner Project, Inc. for domestic assault intervention services Chief Sturgis answered questions from Council regarding the services offered through the Sojourner Project. Council proposed staff work with the vendor on some contract wording revisions which included changing the title of item 6. Discrimination to Non-Discrimination and incorporating the non-discrimination language from the new employee policy handbook into this contract. Chief Sturgis said he would work with Sojourner on the language revisions. City Manager Cruikshank answered questions from Council. MOTION made by Council Member Fonnest, seconded by Council Member Schmidgall to authorize the Mayor and City Manager to sign the Intervention Services Agreement with Sojourner Project, Inc. for domestic assault intervention services as revised and the motion carried. 3L. Amendment to the 2018 General Budget City Manager Cruikshank answered questions regarding the proposed amendment to the 2018 General Budget. Unofficial City Council Minutes -3- December 19, 2017 3. ITEMS REMOVED FROM THE CONSENT AGENDA - continued 3L. Amendment to the 2018 General Budget - continued MOTON made by Council Member Fonnest, seconded by Council Member Clausen to adopt Resolution 17-83, amending Resolution 17-77 the 2018 Budget of the General Fund upon a vote being taken the following voted in favor of: Clausen, Fonnest, Harris, Schmidgall and Snope, the following voted against: none and the motion carried. 3N. Acceptance of Donations for Ongoing Programs and Other Miscellaneous Donations Council thanked the organizations and individuals who donated to City programs throughout the year. MOTION made by Council Member Clausen, seconded by Council Member Fonnest to adopt Resolution 17-84, accepting Donations for Ongoing Programs and other Miscellaneous Donations Fund upon a vote being taken the following voted in favor of: Clausen, Fonnest, Harris, Schmidgall and Snope, the following voted against: none and the motion carried. 4. PUBLIC HEARINGS 4A. Public Hearing - Use of Body-Worn Camera Program Police Chief Sturgis presented the staff report and answered questions from Council. City Manager Cruikshank answered questions from Council. Mayor Harris opened the public hearing. No one came forward. Mayor Harris closed the public hearing. MOTION made by Council Member Fonnest, seconded by Council Member Clausen to adopt Resolution 17-86, accepting Public Comment for the Body Worn Camera Program upon a vote being taken the following voted in favor of: Clausen, Fonnest, Harris, Schmidgall and Snope, the following voted against: none and the motion carried. 5. OLD BUSINESS 6. NEW BUSINESS 6A. Approve a Professional Service Contract for Body-Worn Cameras City Manager Cruikshank answered questions from Council. MOTION made by Council Member Schmidgall, seconded by Council Member Clausen to approve a professional service contract with WatchGuard for In-Car Bundle, Body-Worn Cameras and Interview System for $91,484 and the motion carried. 6B. Authorize Contract for Custodial Services for Brookview, Golf Maintenance & Park Shelters Physical Development Director Nevinski presented the staff report and answered questions from Council. City Manager Cruikshank answered questions from Council. Unofficial City Council Minutes -4- December 19, 2017 6B. Authorize Contract for Custodial Services - continued There was Council discussion regarding the custodial services for Brookview and the park shelters. MOTION made by Council Member Schmidgall, seconded by Council Member Clausen to authorize the 2018 Cleaning Contract to Perfection Plus, Inc., in the amount of $42,612 per year plus as-needed cleanings for banquet rooms and park shelters and the motion carried. 6C. Authorize Contract for Custodial Services for City Hall Campus Physical Development Director Nevinski presented the staff report and answered questions from Council. MOTION made by Council Member Schmidgall, seconded by Council Member Clausen to authorize the 2018-2019 Cleaning Contract to Jani-King Cleaning Services in the amount of $63,433.30 per year and the motion carried. 6D. 2018 - Trunk Highway 100 Pedestrian Bridge Maintenance Project: 1. Authorize Joint Powers Agreement with the City of Crystal 2. Approve an Agreement with SEH for Professional Services Physical Development Director Nevinski presented the staff report and answered questions from Council. MOTION made by Council Member Schmidgall, seconded by Council Member Clausen to adopt Resolution 17-87, authorizing entering into a Joint Powers Agreement with the City of Crystal for the TH 100 Pedestrian Bridge Repair Project upon a vote being taken the following voted in favor of: Clausen, Fonnest, Harris, Schmidgall and Snope, the following voted against: none and the motion carried. MOTION made by Council Member Clausen, seconded by Council Member Fonnest to approve an agreement with SEH for professional services on the TH 100 Pedestrian Bridge Repair Project in an amount not to exceed $21,400 and the motion carried. 6F. Second Consideration of Ordinance #628 Amending the Xcel Franchise Fee and Ordinance #629 Amending the CenterPoint Franchise Fee City Manager Cruikshank presented the staff report and answered questions from Council. Mr. Pat Klein of Xcel Energy answered questions from Council regarding the difference between a non-demand and a demand Xcel Energy customer. Finance Director Virnig answered questions from Council. There was Council discussion regarding proposed rates for the franchise fees. MOTION made by Council Member Schmidgall, seconded by Council Member Clausen to adopt second consideration Ordinance No. 628, amending an Electric Franchise Fee from Northern States Power, dba Xcel Energy, for providing Electric Service within the City of Golden Valley upon a vote being taken the following voted in favor of: Clausen, Fonnest, Harris, Schmidgall and Snope, the following voted against: none and the motion carried. Unofficial City Council Minutes -5- December 19, 2017 6F. Second Consideration of Franchise Fee Ordinances - continued MOTION made by Council Member Fonnest, seconded by Council Member Clausen to adopt second consideration Ordinance No. 629, amending a Gas Energy Franchise Fee from CenterPoint Energy Minnesota, for providing Gas Energy Service within the City of Golden Valley upon a vote being taken the following voted in favor of: Clausen, Fonnest, Harris, Schmidgall and Snope, the following voted against: none and the motion carried. 6F. Set 2018 Meeting Dates City Manager Cruikshank presented the staff report and answered questions from Council. MOTION made by Council Member Fonnest, seconded by Council Member Schmidgall to reset the following City Council meeting dates: February 6 to Wednesday, February 7, August 7 to Wednesday, August 8, September 18 to Thursday, September 20, and November 6 to Wednesday, November 7 and the motion carried. MOTION made by Council Member Fonnest, seconded by Council Member Clausen to reset the following Council/Manager meeting dates: August 14 to Wednesday, August 15, and September 11 to Wednesday, September 12 and the motion carried. 6G. Approval of 2018 Legislative Priorities City Manager Cruikshank reviewed the proposed 2018 legislative priorities which include the following: 1. Medicine Lake Road/Winnetka Avenue Regional Flood Mitigation through the DNR Flood Damage Reduction Program 2. Public Safety Improvements at the Douglas Drive/Highway 55 Intersection 3. Infrastructure 4. Modify Fiscal Disparities Formula 5. Transportation a. Establish a Sustainable Formula for Increased Transportation and Transit Funding b. METRO Blue Line Extension (LRT) c. US Highway 169 Improvement: I-394 to Medicine Lake Road d. Bus Rapid Transit on Highway 55 (BRT) 6. Metropolitan Council Inflow/Infiltration Grants - Public and Private Improvements 7. Oppose Levy Limits 8. Affordable Housing and Workforce Housing 9. Support Tax Incentives for Community Reinvestment Physical Development Director Nevinski answered questions from Council. MOTION made by Council Member Schmidgall, seconded by Council Member Clausen to approve the City of Golden Valley 2018 Legislative Priorities and the motion carried. 6H. Review of Council Calendar The City offices are closed on December 25 and December 26, 2017, in observance of Christmas. Some Council Members may attend a holiday party at the home of Council Member Clausen on December 28, 2017, starting at 5 pm. Unofficial City Council Minutes -6- December 19, 2017 6H. Review of Council Calendar - continued The City offices are closed on Monday, January 1, 2018, in observance of New Year’s Day. Some Council Members may attend a reception for Council Member Snope and 2018 Council Members Fonnest and Rosenquist on January 2, 2018, at 5:45 pm. The next City Council meeting will be held on January 2, 2018, at 6:30 pm. 6I. Mayor and Council Communication Council Member Snope said that Xcel will be switching out the current street lights to LED lights. City Manager Cruikshank provided additional information regarding the light change out. Council wished the residents of Golden Valley happy holidays and thanked Council Member Snope for his service to the City. 7. ADJOURNMENT MOTION made by Council Member Snope, seconded by Council Member Clausen and the motion carried to adjourn the meeting at 8:10 pm. _______________________________ Shepard M. Harris, Mayor ATTEST: __________________________ Kristine A. Luedke, City Clerk Executive Summary For Action Golden Valley City Council Meeting January 2, 2018 Agenda Item 3. B. Designation of 2018 Official Newspaper Prepared By Kris Luedke, City Clerk Summary In accordance with Minnesota Statutes, the Council must designate a newspaper of general circulation in the City as the official newspaper in which all ordinances, hearing notices, advertisement for bids, etc. are required to be published. Recommended Action Motion to designate the New Hope/Golden Valley SunPost as the 2018 official newspaper. Executive Summary For Action Golden Valley City Council Meeting January 2, 2018 Agenda Item 3. C. Designation of Depository for City Funds Prepared By Sue Virnig, Finance Director Summary State Law requires cities to have depositories for city funds approved annually. The attached resolution states the depository, accounts, and signature requirements (facsimile for general account) for each account. Attachments • Resolution Designating Depository for City Funds (2 pages) Recommended Action Motion to adopt Resolution Designating Depository for City Funds. Resolution 18-01 January 2, 2018 Member introduced the following resolution and moved its adoption: RESOLUTION DESIGNATING DEPOSITORY FOR CITY FUNDS WHEREAS, Minnesota Statutes set procedures and require the City Council to designate depositories for City funds; and WHEREAS, these statutes allow the City Council to authorize the Accounting Coordinator or Finance Director/Treasurer to annually designate a bank as the official depository for the City funds and manage the collateral pledged to such funds; and WHEREAS, Wells Fargo Bank, Minnesota, N.A., is now the official depository; and WHEREAS, Wells Fargo Bank, Minnesota, N.A., wires transfer funds to below institutions for investments purchased by the City: BNC National Bank Central Bank Piper Jaffray Companies RBC-Dain Rauscher Stifel Nicolaus & Co Inc US Bank Venture Bank Wells Fargo 4M Fund BE IT FURTHER RESOLVED that the following signatories or alternates are authorized to be signatories on checks drawn on funds deposited: 1. General Checking: Mayor or Mayor Pro Tem and Treasurer or Accounting Coordinator; Each check requires two (2) signatures. Use of facsimile signatures by the following named persons: Shepard M Harris Mayor Susan M Virnig Treasurer 2. Internal Deposit Funds: (Motor Vehicle Registration Fund Checking, DNR Transaction account) Transfers may be made by the City Treasurer and Accounting Coordinator to the State of Minnesota, DNR and City of Golden Valley General Checking; Deputy Registrar may make transfers between accounts (Motor Vehicle Registration Fund and DNR Account) and to the State of Minnesota for deposits. 3. Imprest Fund Checking: (Park and Recreation, City Activity Account, Brookview Golf Course and Brookview Golf Activity): Resolution 18-01 -2- January 2, 2018 Signatories shall be as designated by the City Manager who shall notify the bank at the time of authorization or change or authorization and each check shall require one (1) signature. Transfers from accounts are authorized by the Finance Director or Accounting Coordinator. 4. ACH Transfers: (City of Golden Valley General Account): Will be authorized for the Accountant, Accounting Coordinator or Finance Director/Treasurer for payroll transfers created by the Payroll System. Will be authorized for the Accounting Coordinator and Finance Director/Treasurer will be authorized to make transfers to the Investment firms or electronic payments authorized. BE IT FURTHER RESOLVED that the following shall be authorized to make investments of city funds and shall be authorized to deposit the principal of said investments in the above named depositories as necessary and beneficial to the City: City Manager, Finance Director/Treasurer and Accounting Coordinator. The City Clerk is authorized and directed to furnish each of the depositories with certified copies of this resolution along with such signature documentation as is required by the depository and the authorizations set forth in all above. _____________________________ Shepard M. Harris, Mayor ATTEST: _____________________________ Kristine A. Luedke, 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 his signature attested by the City Clerk. Executive Summary For Action Golden Valley City Council Meeting January 2, 2018 Agenda Item 3. D. Approval of City Check Register Prepared By Sue Virnig, Finance Director Summary Approval of the check register for various vendor claims against the City of Golden Valley. Attachments • Document sent via email Recommended Action Motion to authorize the payment of the bills as submitted. GOLDEN VALLEY OPEN SPACE & RECREATION COMMISSION Meeting Minutes October 23, 2017 1. Call to Order Cornelius called the meeting to order at 6:30 pm. 2. Roll Call Present Commissioners: Roger Bergman, Andy Bukowski, Cindy Carow-Schiebe, John Cornelius, Kelly Kuebelbeck, Bob Mattison, Gillian Rosenquist, Kimberly Sanberg, and Dawn Speltz. Staff: Rick Birno, Director of Parks and Recreation, Sheila Van Sloun, Parks and Recreation Administrative Assistant; Carrie Anderson, Recreation Supervisor; and John Stutzman, Recreation Supervisor. Residents: Betsy Kerr (2502 Zenith Ave N), Bruce Carter (2502 Meridian Dr), Chad Krzyzanowski (3339 Terrace Ln), Pete Steiche (3126 Manor Dr), Dain Thompson (2316 Zenith Ave N), Judd Harper (2600 Zenith Ave N), Aaron Erdman (3425 Terrace Ln), Holly and Chris Staples (3417 Terrace Ln), Adrianne Foss (3425 Terrace Ln), Erik Larson (2413 Parkview Blvd), and Amy and Loren Overby (3211 St. Margaret Dr). 3. Agenda Changes or Additions - Birno added discussion on a reciprocal agreement with surrounding communities. - Birno added an update on Dakota Ponds/Pennsylvania Woods. - Bergman added discussion on community bands. 4. Approval of Minutes – July 24, 2017 Commissioners added concerns to the Scheid Park Fire Station discussion list. MOTION: Moved by Mattison and seconded by Speltz to approve the July 24, 2017 meeting minutes as amended. Motion carried unanimously. 5. Glenview Terrace Park Tennis Courts Birno opened by giving an update on the history of the courts and how they have become into disrepair. Cornelius opened the meeting for public input. Residents expressed concerns on the loss of the tennis courts as well as the following: - Lack of tennis court maintenance for over two years. - The City’s plans for future community amenities and that selection process. - Don’t want the neighborhood to be forgotten. - Better communication with neighborhood residents with regards to changes at Glenview. - Keeping their neighborhood active with a park that only has a playground. - Other Golden Valley parks seem to get preferential treatment. - Who decided the tennis courts were no longer able to be resurfaced or maintained. Residents suggested meeting with city representatives to discuss desires for youth and adults in the Glenview Park area. Birno explained that the city does not randomly select park improvements. He said park improvements are generally implemented based on recommendations from the Open Space and Recreation Commission on a worst first basis due to fiscal limitations. Sanberg encouraged the neighborhood to stay engaged and to reach out. Birno noted that there has been no formal planning for future improvements at Glenview Terrace Park. Comprehensive planning is in process for all parks and open spaces in Golden Valley, however, Open Space & Recreation Commission Minutes October 23, 2017 Page 2 the City Council has not reviewed or approved the recommendations of the commission. He also noted any future improvements would include neighborhood input. Commissioners discussed building a better communication plan going forward. Suggestions included open houses or structured meetings. Speltz expressed concerns on general communication within the city. She wonders how they can create a best mode. They also discussed how the city could get more in touch with social media for communicating park projects and other happenings. 6. Music at Brookview Park Birno explained that the neighborhood around Brookview Park has expressed concern over the volume level of music played by shelter rentals. He said it has been an ongoing issue with many resident complaints and the Police Department would like a more concrete plan to help with the issue. Birno explained the plan is to eliminate amplified music in the shelters as a trial for the 2018 season. City sponsored and partnered events will still be allowed to have amplified music. Staff will review with the commission at the conclusion of the 2018 rental season. 7. Park Project Notification Plan Birno said staff is working on a plan to add project notification signs wherever there is work in a park area. The idea is each project sign will have information to electronically research what the project is about at each location. The goal is to advertise the new link in the spring/summer park and recreation catalog, spring city newsletter, and the city website. Project signs will be on location beginning with the spring 2018 park capital improvement projects. 8. Brookview Grand Opening Plan Birno said the Grand Opening will be held on Friday, December 1, 2017 from 6-9 pm. 9. Commission and Staff Updates • Commission Updates 1) Mattison said Schaper Park has been very busy since the new playground was installed. To better accommodate the traffic, he said the city should promote biking to the facility and consider allowing parking on one side of Schaper Road. 2) Rosenquist said Mark Saunder’s wife was touched by Mark being recognized by the City for his role in the Brookview project. • Lakeview Park – Birno said the project is close to completion and final restoration is in process. • 2018 Electric Golf Carts – Birno said the golf course will be reselling the 9 year old golf carts to buy electric carts in 2018. • 2017 Holiday Train – Birno said the Holiday Train is coming through Golden Valley again on December 10. More information is available on the city website. • Wesley Park Play Structure Grant – Birno said a public meeting will be held tomorrow October 24 to view the tree design options. He said the city did receive a grant from GameTime for the purchase of the play structure. • Winter Rinks/Programs – Anderson said pond hockey goals have been added at Scheid and Wesley Parks. Anderson then shared rink attendance numbers for the 2016-17 season, which had great attendance. She shared the schedule for the 2017-18 season and said an up-to-date google calendar for ice skating rink is available on the city website. Stutzman said he will be hosting Winter Fest on Saturday, February 10 from 12-2 pm at North Wesley Park. He said he is offering the program on a Saturday afternoon to hopefully increase participation. He said he plans to offer new amenities and entertainment and asked for suggestions from the commission. Open Space & Recreation Commission Minutes October 23, 2017 Page 3 • Art Committee Update – Kuebelback, a representative on the committee, said they had their first meeting where they viewed and made selections for the first round of displays. • Reciprocal Agreement – Birno said he has a proposal into the City of New Hope and Crystal for a reciprocal agreement for use of their waterparks and our indoor playground. • Dakota Ponds/Pennsylvania Woods – The City will host a public Flood Management Plan meeting on November 9 at 5 pm in the Council Chambers. • Community Bands – Bergman said the Honeywell Band called him to inquire about forming a Golden Valley Community Band, with permanent storage and practice space in the new Brookview Birno said due to recreation, event rentals, and other facility needs, it’s not likely Brookview would be able to honor the request. 10. Adjournment MOTION: Moved by Bergman and seconded by Bukowski to adjourn at 9 pm. Motion carried unanimously. ATTEST: John Cornelius, Chair Sheila Van Sloun, Administrative Assistant Commissioners and city staff present: City Commissioner Alternate Commissioner Technical Advisory Committee Members (City Staff) Crystal Absent Absent Golden Valley Stacy Harwell Absent Tom Hoffman Medicine Lake Clint Carlson Absent Minneapolis Absent Absent Minnetonka Absent Absent New Hope Absent Pat Crough Plymouth Jim Prom John Byrnes Robbinsdale Michael Scanlan Absent St. Louis Park Absent Absent Administrator Laura Jester, Keystone Waters Engineer Recorder Legal Counsel Public 1. CALL TO ORDER and ROLL CALL On Wednesday, November 15, 2017 at 8:32 a.m. in the Council Conference Room at Golden Valley City Hall (7800 Golden Valley Rd.), Secretary Scanlan called to order the meeting of the Bassett Creek Watershed Management Commission (BCWMC) and asked for roll call to be taken. 2. CITIZEN FORUM ON NON-AGENDA ITEMS - None. 3. APPROVAL OF AGENDA MOTION: Commissioner Prom moved to approve the agenda. Alternate Commissioner Crough seconded the motion. Upon a vote, the motion carried 5-0. [Cities of Crystal, Minneapolis, Minnetonka, & St. Louis Park absent from the vote.] Bassett Creek Watershed Management Commission Minutes of Regular Meeting Wednesday, November 15, 2017 8:30 a.m. Golden Valley City Hall, Golden Valley MN BCWMC November 15, 2017 Meeting Minutes Page 2 of 2 4. CONSENT AGENDA The following items were approved as part of the consent agenda: the October 19, 2017 Commission Meeting Minutes, the November 2017 Financial Report, the payment of invoices, approval of Minneapolis Impound Lot Facility Improvement Project, Minneapolis. The general and construction account balances reported in the November 2017 Financial Report are as follows: Checking Account Balance $510,474.27 TOTAL GENERAL FUND BALANCE $510,474.27 TOTAL CASH & INVESTMENTS ON-HAND (11/08/17) $3,309,591.78 CIP Projects Levied – Budget Remaining (4,364,861.10) Closed Projects Remaining Balance (1,055,269.32) 2012-2016 Anticipated Tax Levy Revenue $10,014.74 2017 Anticipated Tax Levy Revenue 643,220.55 Anticipated Closed Project Balance (402,034.03) MOTION: Commissioner Prom moved to approve the consent agenda. Commissioner Carlson seconded the motion. Upon a vote, the motion carried 5-0. [Cities of Crystal, Minneapolis, Minnetonka, & St. Louis Park absent from the vote.] 5. COMMUNICATIONS A. Administrator – Administrator Jester noted her written report is included with meeting materials. She also reviewed information from the Commission Engineer regarding the discovery of zebra mussels (ZM) in Medicine Lake. She noted that ZM were found on a dock by a resident on November 1 and verified by MnDNR November 2; that the MDNR found two additional ZM on docks at different locations; that the ZM estimated to range in age from 1 to 3 years; that if the infestation consists of 3 small, isolated clusters, a rapid response would be feasible but if it’s a lake-wide population, rapid response treatment would not be feasible. She noted the MnDNR suspects the infestation is lake-wide. She reported the possible next step includes the BCWMC working with the Minnesota Aquatic Invasive Species Research Center (MAISRC) and MnDNR to design and implement a spring 2018 monitoring program for Medicine Lake to define the extent of the infestation (adults and veligers). The results would determine whether or not a rapid response chemical treatment is advised. There was discussion about the lifecycle of the ZM and how/when they may have entered the lake. Commissioners Prom and Carlson indicated their intent to contact lakeshore residents in order to search for more ZM yet this fall. B. Chair – None C. Commissioners – Alt. Commissioner Crough reported that he attended the DeCola Ponds Improvement Project Open House and he was impressed by the work that went into the information presented to residents. Commissioner Prom noted the sale of the Four Seasons Mall Property still was not final. D. TAC Members – None E. Committees – None F. Legal Counsel – None G. Engineer – (update on zebra mussels given by Administrator) 7. INFORMATION ONLY (Information online only) A. CIP Project Update Chart B. Grant Tracking Summary and Spreadsheet C. WCA Notice of Application, Plymouth D. WCA Notice of Decision, Plymouth 8. ADJOURNMENT The meeting was adjourned at 8:52 a.m. Signature/Title Date Signature/Title Date Executive Summary For Action Golden Valley City Council Meeting January 2, 2018 Agenda Item 3. F. Approval of Use of Credit Cards for Purchases Prepared By Sue Virnig, Finance Director Summary The Legislature has authorized the use of credit cards by cities, but the legislation requires prior City Council approval of those employees who will be using the cards on behalf of the City. The following are the credit cards issued: Store issued credit cards: • BP Amoco (2) o Police Commander (1) • HyVee • SuperAmerica (2) o Police Commander (1) • Northern Tool • Sears • Home Depot (2) Non-store issued cards: • US Bank (employee will sign use of purchasing card program) Not all businesses accept purchase orders from the City. The stores listed above have credit cards with their business name on them. The credit cards are kept in the Finance Department except for the two noted that are in safekeeping by the Operations Commander in the Police Department. All use will need to be approved by the supervisor before any purchase is made. The US Bank is a purchasing/credit card with the employee’s name on it. These cards will be used only if no other form of payment is accepted. Each employee given authority will sign a use of card policy with terms of acceptable use. An employee may keep the card for a period of time with approval from the supervisor. Any credit card payment is included on the bi-monthly check registers approved by the City Council. Therefore, staff is recommending that the City Council authorize the use of the following credit cards listed above by any City employee, who has received prior approval of the appropriate supervisor or the City Manager’s designee. Recommended Action Motion to approve usage of credit cards by any city employee who has received prior approval from the appropriate supervisor and approved by the Finance Director and/or City Manager. Executive Summary For Action Golden Valley City Council Meeting January 2, 2018 Agenda Item 3. G. Annual Elections for the 2018-19 Insurance Policy Prepared By Sue Virnig, Finance Director Summary Cities can waive the statutory liability limits, in which case, the damages compensated could be up to the amount of the coverage carried. Staff recommends that the City does not waive the statutory limits on tort liability established by Minnesota Statues 466.04 for the 2018-19 insurance policy. The policy is a February 1 renewal. The League of Minnesota Cities Insurance Trust (LMCIT) requires each city to approve the election through a resolution. Attachments • Resolution Making Annual Elections for the 2018-19 Insurance Policy (1 page) Recommended Action Motion to adopt Resolution making Annual Elections for the 2018-19 Insurance Policy. Resolution 18-02 January 2, 2018 Member introduced the following resolution and moved its adoption: RESOLUTION MAKING ANNUAL ELECTIONS FOR THE 2018-19 INSURANCE POLICY WHEREAS, the City of Golden Valley must declare whether or not to waive the statutory limits on tort liability established by Minnesota Statutes 466.04; NOW, THEREFORE, BE IT RESOLVED by the City Council for the City of Golden Valley that it does not waive the statutory limits on tort liability established by Minnesota Statutes 466.04 for the 2018-19 insurance policy. _____________________________ Shepard M. Harris, Mayor ATTEST: _____________________________ Kristine A. Luedke, 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 his signature attested by the City Clerk. Executive Summary For Action Golden Valley City Council Meeting January 2, 2018 Agenda Item 3. H. 1. Financing of City’s 2019 Pavement Management Program; Establishing Compliance with Reimbursement Bond Regulations under the Internal Revenue Code Prepared By Susan Virnig, Finance Director Summary The following resolution will allow the City to be reimbursed for expenditures related to the 2019 City Pavement Management Program. This reimbursement agreement will allow the City to make expenditures for this project and then be reimbursed by the bond proceeds when issued. The set sale time will be after the construction bids are received for the project. Attachments • Resolution relating to the Financing of City’s 2019 Pavement Management Program; Establishing Compliance with Reimbursement Bond Regulations under the Internal Revenue Code (3 pages) Recommended Action Motion to adopt Resolution relating to the Financing of City’s 2019 Pavement Management Program; Establishing Compliance with Reimbursement Bond Regulations under the Internal Revenue Code. Resolution 18-03 January 2, 2018 Member introduced the following resolution and moved its adoption: RESOLUTION RELATING TO THE FINANCING OF THE CITY’S 2019 PAVEMENT MANAGEMENT PROGRAM; DECLARING THE OFFICIAL INTENT TO REIMBURSE CERTAIN CAPITAL EXPENDITURES OF THE PROJECT FROM THE PROCEEDS OF TAX-EXEMPT BONDS AND ESTABLISHING COMPLIANCE WITH REIMBURSEMENT BOND REGULATIONS UNDER THE INTERNAL REVENUE CODE WHEREAS, the Internal Revenue Service has issued Treasury Regulations, Section 1.150-2 (the “Reimbursement Regulations”) under the Internal Revenue Code of 1986, as amended (the “Code”), providing that proceeds of tax-exempt bonds used to reimburse prior capital expenditures will not be deemed spent unless certain requirements are met; and WHEREAS, the City of Golden Valley, Minnesota, municipal corporation and a political subdivision of the State of Minnesota (the “City”), expects to incur certain expenditures that may be financed temporarily from sources other than tax-exempt bonds, and later reimbursed from the proceeds of tax-exempt bonds; and WHEREAS, the City has determined to make a declaration of its official intent (the “Declaration”) to reimburse certain capital costs from the proceeds derived from the sale of tax- exempt bonds issued by the City or another political subdivision in accordance with the Reimbursement Regulations. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF GOLDEN VALLEY, MINNESOTA AS FOLLOWS: 1. The City may incur certain capital expenditures in connection with the City’s 2019 Pavement Management Program as described in Exhibit A hereto (collectively, the “Project”) 2. The City reasonably expects to reimburse the expenditures made for certain costs of the Project from the proceeds of tax-exempt bonds in a principal amount currently estimated not to exceed $3,870,000. All reimbursed expenditures related to the Project will be capital expenditures, costs of issuance of the tax-exempt bonds or other expenditures eligible for reimbursement under Section 1.150-2(d)(3) of the Reimbursement Regulations. 3. This Declaration has been made not later than 60 days after payment of any original expenditure to be subject to a reimbursement allocation with respect to the proceeds of tax- exempt bonds, except for the following expenditures: (a) costs of issuance of tax-exempt bonds; (b) costs in an amount not in excess of the lesser of $100,000 or 5% of the proceeds of the tax-exempt bonds; or (c) “preliminary expenditures” up to an amount not in excess of 20% of the aggregate issue price of the tax-exempt bonds that are reasonably expected by the City to finance the Project. The term “preliminary expenditures” includes architectural, engineering, surveying, soil testing, bond issuance and similar costs that are incurred prior to commencement of acquisition, construction, or rehabilitation of the Project, excluding land acquisition, site preparation, and similar costs incident to commencement of construction. Resolution No. 18-03 -2- January 2, 2018 4. A reimbursement allocation with respect to tax-exempt bonds will be made not later than 18 months after the later of: (i) the date the original expenditure is paid; or (ii) the date the Project is placed in service or abandoned, but in no event more than 3 years after the original expenditure. 5. This Declaration is an expression of the reasonable expectations of the City based on the facts and circumstances known to the City as of the date hereof. The anticipated original expenditures for the Project and the principal amount of the tax-exempt bonds described in paragraph 2 are consistent with the City’s budgetary and financial circumstances. No sources other than proceeds of tax-exempt bonds are reasonably expected to be reserved, allocated on a long-term basis, or otherwise set aside pursuant to the City’s budget or financial policies to pay such expenditures for which bonds are issued. 6. The action is intended to constitute a declaration of official intent for purposes of the Reimbursement Regulations. _____________________________ Shepard M. Harris, Mayor ATTEST: _____________________________ Kristine A. Luedke, 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 his signature attested by the City Clerk. Resolution No. 18-03 -3- January 2, 2018 EXHIBIT A 2019 PMP Ensign Avenue North, 23rd Avenue North to Medicine Lake Road Decatur Avenue North, Elgin Place to Medicine Lake Road Cavell Avenue North, Elgin Place to Medicine Lake Road Brogger Circle, Cul-de-sac to Medicine Lake Road Elgin Place, Ensign Avenue North to Cavell Avenue North 23rd Avenue North, Cul-de-sac to Cavell Avenue North Medley Lane, Cul-de-sac to Cavell Avenue North Medley Hills Park, Parking Lot Executive Summary For Action Golden Valley City Council Meeting January 2, 2018 Agenda Item 3. H. 2. Authorize Preparation of Feasibility Report and Professional Services Agreement for the 2019 Pavement Management Program Prepared By Jeff Oliver, PE, City Engineer R.J. Kakach, Engineer Summary The proposed 2019 Pavement Management Program (PMP) includes the reconstruction of approximately 1.56 miles of local streets in the northwest corner of the City. The streets included in the two proposed projects include: 2019 PMP Ensign Avenue North, 23rd Avenue North to Medicine Lake Road Decatur Avenue North, Elgin Place to Medicine Lake Road Cavell Avenue North, Elgin Place to Medicine Lake Road Brogger Circle, Cul-de-sac to Medicine Lake Road Elgin Place, Ensign Avenue North to Cavell Avenue North 23rd Avenue North, Cul-de-sac to Cavell Avenue North Medley Lane, Cul-de-sac to Cavell Avenue North Medley Hills Park, Parking Lot The project administration for the 2019 PMP will be performed by City staff. Staff requested a letter of proposal from the consulting engineering firm of SEH, Inc. to perform the preliminary project design, including survey, geotechnical review and recommendations, traffic and water resource engineering, public participation, and the preparation of project plans, specifications and bidding documents. The estimated cost to perform these services for the two projects is not to exceed $408,100 as outlined in the December 11, 2017 letter of proposal. The anticipated schedule for these projects is as follows: Order Feasibility Report: December, 2017 First Open Houses: Spring, 2018 Second Open Houses: Fall 2018 Public Hearing: Winter 2018 Project Bidding: January 2019 Construction: Summer 2019 Complete Construction: Fall 2019 Attachments • Project Location Map (1 page) • Resolution Authorizing Preparation of the Feasibility Report for the 2019 Pavement Management Program (1 page) • Letter of Proposal from SEH, Inc. to Jeff Oliver, City Engineer, dated December 11, 2017 (10 pages) Recommended Action Motion to adopt Resolution ordering Preparation of Feasibility Report for the 2019 Pavement Management Program. Motion to authorize entering into an agreement for Professional Engineering Services with Short Elliot Hendrickson, Inc. in an amount to exceed $408,100. -------------------------C-crtmi ty-Rd-70_.._.._.._.._.._.._.�.._.._.._.._.._ Q� L �U ""Medley RqJz m > Q /�tpedley C\� .� Ae Y N�iMley Ln Medley � Rosi Park 0 s� � 23rd' - Ave N x . z z 1 Q z > z 0 Win s P/ ,ii o > Q = w as z Du�4th Elgin PI � N � St a' o' z fed •� 2019 1.56 miles local CD a o` t�t y Oj Print Date:1211212017 J Sources: golden 2 019 P Hennepin County Surveyors Office for Property Lines(2016)&Aerial Photography(2012). valley ��T' -City of Golden Valley for all other layers. Y0 150 300 600 Feet Resolution 18-04 January 2, 2018 Member introduced the following resolution and moved its adoption: RESOLUTION ORDERING PREPARATION OF FEASIBILITY REPORT FOR CITY IMPROVEMENT PROJECT 19-01 2019 PAVEMENT MANAGEMENT PROGRAM WHEREAS, it is proposed to reconstruct the streets listed below and to assess the benefited properties pursuant to Minnesota Statutes Chapter 429 for the following streets: 2019 PMP Ensign Avenue North, 23rd Avenue North to Medicine Lake Road Decatur Avenue North, Elgin Place to Medicine Lake Road Cavell Avenue North, Elgin Place to Medicine Lake Road Brogger Circle, Cul-de-sac to Medicine Lake Road Elgin Place, Ensign Avenue North to Cavell Avenue North 23rd Avenue North, Cul-de-sac to Cavell Avenue North Medley Lane, Cul-de-sac to Cavell Avenue North Medley Hills Park, Parking Lot NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Golden Valley, Minnesota that the proposed improvements be referred to the City Engineer for study and that he is instructed to report to the Council with all convenient speed advising the Council in a preliminary way as to whether the proposed improvements are feasible and as to whether they should best be made as proposed or in connection with some other improvements, and the estimated cost of the improvements as recommended. _____________________________ Shepard M. Harris, Mayor ATTEST: _____________________________ Kristine A Luedke, 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 his signature attested by the City Clerk. J �" SEH Building a Better World for All of Us' December 11, 2017 RE: City of Golden Valley 2019 Pavement Management Program City Project Number 19-01 Jeff Oliver, PE City Engineer City of Golden Valley 7800 Golden Valley Rd. Golden Valley, MN 55427 Dear Jeff: Thank you for the opportunity to provide professional services to the City of Golden Valley for the reconstruction of streets in the 2019 Pavement Management Program (PMP). The City is requesting a scope of work that includes preliminary,final design, plan preparation and bidding services. This letter serves as the Supplemental Letter Agreement in accordance with the Agreement for Professional Services between the City of Golden Valley and SEH. Background The City of Golden Valley proposes to rehabilitate approximately 1.56 miles of streets in the Medley Park neighborhood located in the northwest part of the City. The project is bounded by Medley Park on the West, Brogger Circle on the East, Elgin Place on the South, and Medicine Lake Road on the North. The following streets are included in the project: • Ensign Avenue North, 23rd Avenue North to Medicine Lake Road • Decatur Avenue North, Elgin Place to Medicine Lake Road • Cavell Avenue North, Elgin Place to Medicine Lake Road • Brogger Circle, Cul-de-sac to Medicine Lake Road • Elgin Place, Ensign Avenue North to Cavell Avenue North • 23rd Avenue North, Cul-de-sac to Cavell Avenue North • Medley Lane, Cul-de-sac to Cavell Avenue North • Medley Hills Park, Parking Lot Public utilities such as water, storm sewer and sanitary exist in the right of way. The need for improvements to the existing public utilities as well as other private utility facilities such as underground power and gas will be identified as part of the scope of work, however, the extent of rehabilitation required will not be known until after the preliminary design phase. Engineers I Architects I Planners I Scientists Short Elliott Hendrickson Inc.,3535 Vadnais Center Drive,St.Paul,MN 55110-5196 SEH is 100%employee-owned I sehinc.com 1 651.490.2000 1 800.325.2055 1 888.908.8166 fax Jeff Oliver, PE December 11, 2017 Page 2 Scope of Work Preliminary Survey SEH will provide preliminary survey services for the streets included in the program. The proposed survey work will include obtaining vertical and horizontal control, available property corner and monument control, the gathering of topography, profile and cross-section information. In addition, a structure survey of the sanitary and storm sewer structures in the project area will be obtained. SEH will request Gopher One State field markings for private utilities and include them in the base map generated for the plans. Meetings/Project Communication We propose to attend a kick off meeting with Public Works staff at the beginning of the project. The purpose of this meeting will be to plan the public process, check in once more with the scope and schedule, receive direction and assign tasks.We have included a number of staff meetings in the scope, expecting to hold monthly progress meetings during the preliminary and final design phases of the project.We believe consistent monthly design team meetings will provide good feedback and will be critical to keeping the design, schedule and design budget on track. We have also included one meeting for an on-site drainage design walk-thru with City staff to review and discuss the preliminary design, one on-site private utility meet to discuss the project with private utility companies prior to field marking private utilities, two private utility design meetings to discuss the design with the private utility companies, two meetings for special design issues that arise requiring additional attention, and one meeting for review of the plans and specifications with City staff. Public Involvement The public involvement approach to this project is expected to be similar in nature to those followed in previous City PMP projects.We expect to assist the City with an initial newsletter to introduce the project to the neighborhood and two evenings of open house format meetings. This includes one meeting at the beginning of the project design and one meeting after the preliminary design is complete. In addition, SEH will provide both exhibits and staff at the public involvement open house. The exhibits for the open house will consist of City supplied aerial photography on which the project area is illustrated with preliminary design information prepared by SEH. We have also included time to prepare a set of large graphic boards. The City will provide sign in sheets, comment cards and other information in project folders. Scott Haupt, Project Manager, Sue Mason, Sr. Project Manager and Mike Kotila, Traffic Engineer will be present at the open house. The purpose of the first round of open houses will be to present the project and address any questions and concerns prior to design. This meeting is expected to be held toward the beginning of the preliminary design phase of the project. The second open house will illustrate the preliminary design layout and answer any follow up questions. This meeting is expected to be held toward the end of the preliminary design phase, prior to the public hearing. For the purpose of this proposal, we have included time for the Project Manager, or another staff member (as needed)to attend two issue specific meetings that may be necessary for the project.We have also included time to prepare for and attend the public hearing. Geotechnical Street Analysis and Report Geologically, the majority of the streets exist in Des Moines Lobe till, which typically consists of sandy lean clay or clayey sand. Organic soils are anticipated near the Medley Park vicinity as that area appears to contain peat and swamp deposits. SEH's geotechnical engineers will be providing the geotechnical boring coordination, evaluation and technical assistance with the project. They will coordinate the boring locations and material testing program, sub grade and pipe bedding recommendations. SEH will review the subsurface materials and Jeff Oliver, PE December 11, 2017 Page 3 borings, identify potential problems, develop an additional boring program (if necessary)and make recommendations based upon the information that is available. The recommendations will be summarized in a memo for your information and project file. Soil boring drilling services will be performed by Raimonde Drilling Corporation (RDC)and Soil Engineering Testing, Inc. (SET)will be performing the Lab Testing, both will be subcontracted by SEH. The drilling program consists of 9 soil borings drilled to a penetration ranging from 10 ft to 20 ft, at approximately 400-foot intervals along the streets, and one in the location of the new storm sewer outlet for the storm water diversion. Any debris impacted or potentially contaminated material discovered will be handled separately from this scope of work. Sub Watershed Water Quality Investigation A majority of the surface runoff in the southern portion of the project flows through the Medicine Lake Branch towards a series of ponds in Medley Park. The surface water in the northern portion flows directly to Medley Park. Eventually the water flows from Medley Park to the west under Highway 169 into Medicine Lake with exception of the south westerly portion of the project area which flows southerly into the Lakeview Park neighborhood. This Lakeview Park neighborhood drains westerly into Medicine Lake and was recently reconstructed with the 2015-2017 PMP projects. As part of the study, SEH will review opportunities within the project area in which water quality improvements can be implemented on a concept level basis. However, the water quality feature for Medley Park is scheduled to be funded in 2021 with Bassett Creek Watershed Management Commission (BCWMC)funds. Stormwater Diversion In order to mitigate stormwater surcharging at the intersection of Elgin Place and Ensign Avenue North, the possibility of rerouting approximately 8.6 acres of contributing drainage area from a portion of the 2019 PMP project area (Decatur Avenue North, Elgin Place, and Cavell Avenue North)to a pond on General Mills property was evaluated by SEH with the 2018 PMP, and is currently being reviewed by Bassett Creek Watershed Management Commission (BCWMC). Rerouting would require the installation of new catch basins along the southernmost portion of Elgin Place as well as installing a new 18" RCP to connect the catch basins to the General Mills pond as part of the 2019 PMP. Brogger Circle Drainage Study In 2008, the City requested that SEH complete a drainage study in the Brogger Circle area of the project. During larger rain events, the storm sewer system surcharges from an existing catch basin causing localized flooding. Information gathered in this report will be reviewed and analyzed during the design phase of this project. Sidewalks and Trails The City's Existing and Proposed Trail System map identifies a sidewalk connection along Ensign Avenue North. This connection would tie into the existing sidewalk along the west side of Ensign Avenue and continue to the South where it would meet the existing bituminous trail entering Medley Hills Park. SEH will review and evaluate trails/signed bike routes and implement into the final plans. Traffic/Intersection Improvements SEH will review the intersection geometry at the neighborhood street intersections as well and evaluate the options available for improvements.Additional time has been budgeted to assist the City with minor/miscellaneous traffic issues as they arise during the project. Jeff Oliver, PE December 11, 2017 Page 4 Preliminary, Final Design and Plan Preparation SEH will prepare preliminary street and utility design for the 2019 PMP projects. Existing profiles and alignments will be reviewed and optimized for drainage, storm sewer added as needed, and driveway grades reviewed and improved if possible. The condition of the water main and sanitary sewer is not know at this time, but we included time for complete replacement of the water main and complete lining of the sanitary sewer.A set of final plans will be prepared according to City standards and submitted to the City staff for review and approval. Project Team Scott Haupt will be the Project Manager. Justin Bergerson is assigned to the project as the Project Engineer, providing preliminary and final design along with technical production work. Hector Flores will provide the geotechnical analysis and evaluation for the streets included in the program. Mike Kotila, Traffic Engineer will participate in the public involvement activities and other traffic related matters. Other technical experts may be called upon to participate in meetings, depending on the issues that are brought forth by residents and other stakeholders. Sue Mason, Scott Haupt and Mike Kotila will attend the project staff meetings and neighborhood open houses as needed. Schedule We expect to begin working on the preliminary survey as soon as the contract is signed. The subsurface soils investigation field work will begin this winter/spring. The first open house is expected to be held in the spring of 2018, the second open house to be held in the fall of 2018, feasibility report anticipated for fall/winter of 2018, public hearing in winter 2019, with final design and plans following. The bidding will likely be in January or February 2019. Compensation SEH proposes to be compensated for the scope of work proposed in the Agreement on an hourly basis. Compensation will be based on the hourly cost of personnel plus reimbursable expenses, including reproductions, mileage and equipment.We have estimated the services described above to cost a total of $408,100.00. The person/hour task budgets for each phase of the work are attached. The summary of engineering services is as follows: Preliminary Survey $ 28,900 Meetings and Public Involvement $ 75,300 Geotechnical Services with drilling $ 28,300 Preliminary Design & Feasibility Report $ 124,600 Final Design & Plan Preparation $ 151.000 Estimated Engineering Fees $ 408,100 This agreement is an understanding of the project to date. If this document satisfactorily sets forth your understanding of our agreement, please sign in the space below and return one copy to our office. We look forward to working with you, your staff and the community on this project. Thanks for the opportunity to continue to work with the City of Golden Valley. Respectively submitted, Jeff Oliver, PE December 11, 2017 Page 5 SHORT ELLIOTT HENDRICKSON INC. ��4f M'oe�� 'Jeqq— Susan M. Mason, PE Scott D. Haupt, PE Sr. Project Manager Project Manager Approved this day of 2017 City of Golden Valley, Minnesota By: s:\fj\g\goldv\common\proposals\2019 pmp\letter agreement 2019 pmp.docx K ti ti 0 3 a a Cl a a a, 0 N O CL O O � •p Cl O C7 C7 E ti z w Q ws F A s F w _ o a y � o � Ci � Cl L d � U° � S . L i N ^ Ln :d O LL U Q 0 L b A b L U la e°+ Ql y N � Z • 14 Z e U ❑ o w C�i v� "' o 'C " O C 'D o O C� 4 •• J o v o 0 0 � v � o Y A O 3 a a c� 0 a o. rn 0 A 0 a 0 a 'a 0 E E 0 U b 0 C'J N N N N N N vi a ai w o a o N N a V N � N -- L a w U p` V w N 7 0o vo0 00 7 7 .o N b 7 �t N G O a` N v v op a 3 a � v a N N oo v c eu e a` N r c v o0 0o v a a v � 0 0 c 9 � o - � C F _ � 7 � O O dO9 O G c. 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(, ;7) E `! ; , , ! !_ =:= )ƒ r ;/* ±� !ate !_!] !>l,.; ) 3 ) ( ) { \ \ § ! ) !� , ) # _ m_as } ) ! �{)\ )§ - $ fC, � uu *!2!!«d=am Executive Summary For Action Golden Valley City Council Meeting January 2, 2018 Agenda Item 3. I. Authorize Agreement for Professional Design Services for 2018 Asphalt Overlay Project, City Improvement Project #18-07 Prepared By Jeff Oliver PE, City Engineer R.J. Kakach, Engineer Summary The draft 2018-2022 Capital Improvement Program includes a Pavement Management Overlay project (S-013, $500,000) for construction in 2018. Based on pavement condition, pavement age, and the management strategies outlined in the Pavement Management Policy, it has been determined that Wisconsin Avenue North from Trunk Highway 55 (TH 55) to Golden Valley Road, Castle Court North, Castle Court South, and Yukon Court have been identified as neeeding an overlay. The proposed project is shown on the attached Project Location Map. In addition to an asphalt overlay, minor curb, sidewalk, and driveway apron replacement will be identified on an as needed basis. All pedestrian ramps will be evaluated for ADA compliance, and public infrastructure within the project area will be inspected. Any manholes and castings that are found to have defects will be adjusted and repaired to grade in preparation for paving activities. Staff requested a proposal from the consulting engineering firm of Short Elliott Hendrickson, Inc, (SEH) for design services for this proposed project. These services are outlined in the attached letter of proposal dated December 1, 2017, at a not to exceed price of $34,000. Staff has reviewed the proposal and found that it includes the anticipated services and determined that the cost is consistent with the improvements being proposed. The proposed project schedule is as follows: Preliminary Design: Winter 2017/2018 Final Design: Early Spring 2018 Project Award: Spring 2018 Begin Construction: Summer 2018 End Construction: Fall 2018 Attachments • Project Location Map (1 page) • Letter of proposal from SEH, Inc. dated December 1, 2017 (5 pages) Recommended Action Motion to authorize an agreement with Short Elliott Hendrickson, Inc. to provide project design services for City Improvement Project #18-07, 2018 Asphalt Overlay Project, in an amount not to exceed $34,000. OJ Z Q' Mai aah z Pye V U Orkla Qi o�tr a) c Open �tb Space�k Golden Oaks Park z V � � Space `r en z CO) T a Union PJa 00 R a/pro m ad 04/4 Dr 10th Ave N Sett Creek 4ewis Rd Cj w: s z `eassett Cree,f Boone > c W Open m 0 < Space = 4 o a 'N o 7th Ave N > < 0 olden ,;. N G ey �r 55 - - - — Phut Date: 12/13/2017 e Clay Oj Sources: golden'. -Hennepin County Surveyors Office for 2018 Overlay Property Lines Valley. -City of Golden Valley for all other layers. L !!M 0 zoo 400 800 Feet SEH Building a Better World for All of Us` December 1,2017 RE: Golden Valley Mill and Overlay Design Services— Wisconsin Avenue N,Castle Court North, Castle Court South and Yukon Court Jeff Oliver City Engineer City of Golden Valley 7800 Golden Valley Road Golden Valley,MN 55247 4588 Dear Jeff.- Thank eff:Thank you for the opportunity to assist the City of Golden Valley in providing professional engineering services for the improvements to Wisconsin Avenue North from TH 55 to Golden Valley Road,Castle Court North,Castle Court South and Yukon Court.The City is requesting a scope of work for completing design and bidding documents for rehabilitation of these streets.This letter serves as the supplemental Letter Agreement in accordance with the Agreement for Professional Services between the City of Golden Valley and SEH. Background Wisconsin Avenue North from TH 55 to Golden Valley Road,Castle Court North,Castle Court South and Yukon Court have all been identified as needing an overlay with an edge mill.In addition,the City is interested in improving pedestrian accessibility at the intersections,so pedestrian ramps will be reviewed for current American Disability Act(ADA)improvement needs.The work also includes other infrastructure maintenance improvements to existing sanitary sewer,storm sewer and water main facilities,some of which will be performed by City forces.The City desires that we include the plans for these additional streets in the bidding documents for the Plymouth Avenue North Improvements Project, currently underway in preliminary design and scheduled for construction in the summer of 2018. Scope of Work Preliminary Design The scope of work for this project includes preparing plans that indicate the limits of the work and the typical section proposed and identification of the public utility repair needs.The ped ramps on Wisconsin Avenue at the intersection with Golden Valley Road will be reviewed for ADA compliance and added to the planned improvements as needed.(The ped ramps at Plymouth Avenue North and the cul-de-sacs are being reviewed as part of the Plymouth Avenue North project.) Field survey and subsurface investigation is not necessary and has not been included in the scope of work. A preliminary cost estimate will be prepared. Engineers I Architects I Planners I Scientists Short Elliott Hendrickson Inc.,3535 Vadnais Center Drive,St.Paul,MN 55110-5196 SEH is 100%employee-owned I sehinc.com 1 651.490.2000 1 800.325.2055 1 888.908.6166 fax Jeff Oliver December 1,2017 Page 2 City forces will inspect the existing sanitary sewer, storm sewer and water main appurtenance needs and provide the information to SEH to include in the final plans for utility reconstruction or repair. Final Design and Bidding Documents SEH will finish preparing the plans and create additional technical specifications that may not be included already in the Plymouth Avenue North scope of work.The plans will be finalized according to City standards and submitted to the City for review and approval. Specifications and cost estimates will be developed along with the Plymouth Avenue North Improvement Project. Necessary permits applications to the Basset Creek watershed will be completed and submitted for approvals. SEH will be available to answer design related questions during bidding and will develop contracts for the City to complete. Bidding The majority of the bidding tasks have been combined with the Plymouth Avenue North Improvement Project. Meetings The meeting time for these additional streets will be included as pant of the other ongoing rehabilitation projects and has not been added to this scope of work. Project Team Toby Muse will be the Project Manager and will coordinate the final design and other technical production work with the Plymouth Avenue North work. Sue Mason will assist with QA/QC and will be assisting in completion of the plans. Sue Mason and Toby will attend the project meetings.Other technical experts may be called upon to participate in meetings,depending on the issues that are brought forth by residents and other stakeholders. Schedule We anticipate the preliminary design work to take place in December 2017 and final design following in January to March 2018.The project is expected to be bid in April/May and construction to begin as soon as weather permits. Compensation SEH proposes to be compensated for the scope of work proposed in the Agreement on an hourly basis. Compensation will be based on the hourly cost of personnel plus reimbursable expenses,including reproductions,mileage,car allowance,and equipment.Additional services required beyond the tasks and estimated hours as described can be negotiated or provided as extra work on an hourly basis. We have estimated the services described above to cost a total of$34,000.The person/hour task budget for the proposed work is attached. The City of Golden Valley will be invoiced for actual labor and reimbursable expenses incurred by SEH to complete the work. The person/hour task budgets for each phase of the work are attached. This agreement is an understanding of the project to date.If this document satisfactorily sets forth your understanding of our agreement,please sign in the space below and return one copy to our office. We look forward to working with you,your staff,and the community on this project.Thank you for the opportunity to continue to work with the City of Golden Valley. Jeff Oliver December 1,2017 Page 3 Respectively submitted, SHORT ELLIOTT HENDRICKSON INC. Susan M. Mason, PE Approved this day of 2017 City of Golden Valley, Minnesota By: Title: Attachment s:lilglgoldvlcommon\proposals12018 pmpladditional work-wisconsin,castle and yukon12018 prop additional workdocx City of Golden Valley-Wisconsin Avenue North, Castle Court North, Castle Court South and Yukon Court Improvements SEH -F Project P.141 1'6 QA I�C Manager/Prof Staff Engineer Graduate Admin Hours Task Exp's Task Totals En Engineer 29 1.10 Data Collection and Field Inspection 7 1 15 71 3.207 Collect Data from the City 2 4 6 $ s 678 Verify Wily as-builts from City / 3 4 $ s 440 Digital parcel mapping from City 2 2 $ $ 195 List of property owner information _ 2 - -- 2 $ $ - - 195 _Sanitary sewer manhole structure survey data(by City) _ _ —1 2 3 s _ s 343 GSOC design locate-collect atlases from private utility companies 2 $ $ 195 In the project area_ 2 _ Inspect storm sewer manholes and cb's(by City) 1 2 3 $ $ 343 Inspect existing curb and gutter for reincorporation Into the projed _2 2 2 6 S 21 $ 703 Inspect existing pavement for limits M/O&other distresses to 1 $ 21 $ 11e Indicate presence of subgrade soils needing repair 1 36 1.20 Preliminary Cost Estimate 2 /1 17 8 4,281 Pavements,ped ramps 2 8 __- 8 �6 24 $ - $ 2,960 Storm Sewer-manhole rehab_ _ _ _ 1 3 4 $ - S 440 _ Sanitary sewer manhole rehab 1 3 4 $ $ 440 Water-hydrant and valve relocations 1 3 4 $ $ 440 1.30 Meetings combined with other rehab scope of work Staff Meeting with City —_ I $ Private Utility Meeting $ s Prepare pots summarizing improvements for use at the meeting _ City Staff and other Agency Meetings De1'verables-Pre&nina Q*_—n U rndCwfeS*rW*krrsHewWrAv Final Design z . Documents 2.10 Bid Document Preparation 2 42 49 54 - 147 $ - $ 16,566 Finalize design 2 4 2 _ 8 $ - $ 1,211 Title Sheet 1 2 3 $ $ 339 Tabulation of earthwork — -^ --- 1 2 3 $— $ 343 Tabulation of existing sanitary and storm sewer structure adjustments 4 _ 4 $ $ 389 - Tabulation of existing sanitary sewer manholes 4 4 $ S 389 _ Typical Pavement Sections&List of Standard Plates 2 2 I$ $ 297 Signing Tabulation and Plan 2 2 — — 4 t S —" $ 492 Signal Tabulation and Pian _ $ $ Hydrant and Gate Valve Reconstruction Overview Plan 2 4 8 $ $ 686 Sanitary and Storm Manhole and CB rehab details 2 2 $ _ $ 190 Slormwaler Pollution Prevention Plan(SWPPP) 4 2 6 $ _ $ _ 785 Plan sheets 8 31 48 85 $ $ 8,475 _Project Manual(combined with 2018 PMP) _ - S — - $ Specifications 4 4 S - s 594 Specifications for Signal - $ $ - Special Provisions 18 16 $ s 2,377 2.10 Quantities and Opinion of Probable Cost 2 4 18 19 43 4,575 Refine Opinion of Probable Cost and Proposal Forth from 2 2 4 4 12 S S 1,489 Preliminary Design Street ___-- - -- _ 2_ 4 _ 5 _. 11 $ - $ 1,162 1 City of Golden Valley-Wisconsin Avenue North, Castle Court North, Castle Court South and Yukon Court Improvements SEHProject 11-11i 1 1116 OA/QC Manager/Prof Staff Engineer Graduate Admin Hours Task Exp's Task Totals Eng Engineer Storm Sewer 2 2 4 $ - $ 385 Sanitary sewer 4 4 8 $ $ 770 Water Main 4 4 - 8 S - S 770 2.20 Agency Review/Meetings 14 2 4 20 2,655 City of Golden Valley 4 4 $ S 594 Private Utility Companies 2 4 6 $ S 678 NPDES Perrnit/SWPPP 8 2 10 $ S 1,383 Design Meetings combined with other meetings) $ - 2.30 Project Manual and Bid Assistance 4 8 4 2 is 92 2,715 Prepare Ad for Bids(combined with 2018 PMP) s $ Prepare Electronic Bid Documents(combined with 2018 PMP) $ S _ Plans — 2 — 2 4 $ $- 492 Project Manual _._ _-4 2 2 8 $ - $ 990 QA/QC --- - — 4 -- 2 '--- -- 6 $ - $ 1,141 Respond to Bid Inquires(combined with 2018 PMP) $ S Prepare necessary Addenda(combined with 2018 PMP) $ S Attend Bid Opening(Combined with 2018 PMP) $ $ Prepare Tabulation of Bids(Combined with 2018 PMP)_ _ J $ $ Prepare recommendation letter(Combined with 2018 PMP) $ $ rnrn-papercopae - PMP) S 92 S 92 DeAwerables-Bid Documents,State Aid Approval,Bid Revlew and Tabulafion $ 134 $ 34,000 Total Hours: 10.00 86.00 105.00 90.002.00 293.00 TOTAL COSTS $ 2,111 $ 12,776 $ 10,214 $ 6,565 $ 202 - $ 194 $ 34,000 2 Executive Summary For Action Golden Valley City Council Meeting January 2, 2018 Agenda Item 3 J. Approve Supporting Minnesota License and Registration System Maintenance Prepared By Susan Virnig, Finance Director Meagan Weber, Motor Vehicle Supervisor Summary Minnesota Deputy Registrars Association (MDRA) has asked the City along with all members to pass a local resolution of support for maintenance on the newly implemented MN License and Registration System (MNLARS) software program. This resolution will be presented to the state legislators for support of additional upgrades and reimbursements to make this software more usable to make our customers continue to get the best customer service at our office. Since implementation, our office has had to use overtime to complete processes that were easier handled with the legacy software maintained by the state. At the time of implementation, certain transactions were unable to be completed or took twice as long to complete. Due to the implementation, our customer service was compromised. When customers were sent away due to the system weakness that was potential customer that may not come back to our office. This resolution will allow us along with many registrars to ask for additional maintenance and possible reimbursement due to the new software. Attachments • Resolution Supporting Minnesota License and Registration System Maintenance (2 pages) Recommended Action Motion to adopt Resolution supporting the Minnesota License and Registration System (MN LARS) Maintenance. Resolution 18-04 January 2, 2018 Member introduced the following resolution and moved its adoption: RESOLUTION SUPPORTING MINNESOTA LICENSE AND REGISTRATION SYSTEM MAINTENANCE WHEREAS, the State of Minnesota established a deputy registrar network to provide our citizens with motor vehicle titling and registration services, including driver license transactions; and WHEREAS, deputy registrars are required to operate as agents on behalf of the State of Minnesota without compensation from the State for the services they offer; and WHEREAS, in 1949, the State of Minnesota established in statute a user-based filing fee on motor vehicle and driver license transactions to be retained by the deputy registrar to defray all their costs to provide this localized service to our citizens for the State; and WHEREAS, the State of Minnesota now receives over $1 billion annually in state fees and taxes collected through the deputy registrar network; and WHEREAS, the City of Golden Valley understood the need for upgrading the legacy system and time to make the system fully operational; and WHEREAS, the State of Minnesota has now shifted substantial clerical and auditing responsibilities onto the deputy registrar network due to the State’s conversion to their new Minnesota Licensing and Registration System (MNLARS) program; and WHEREAS, other MNLARS shortcomings have frequently forced deputies to conduct “no-(filing) fee” services for customers which acerbates the deputy business model or send the customer away due to downtime or transactions that could not be completed; and WHEREAS, deputy registrar offices are now forced to invest in additional staff time due to the MNLARS conversion. Golden Valley has estimating an additional 143 hours of overtime in 2017 for a total of $4,775; and also spent many hours that were by a salaried position that was not paid overtime; and WHEREAS, Golden Valley did spent additional monies for equipment but timed it with replacements for existing equipment. NOW, THEREFORE, BE IT RESOLVED that the City of Golden Valley calls upon the State Legislature and our Governor to enact legislation in 2018 to provide deputy registrars with proper compensation by reallocating from existing state fee structures or other appropriate filing fee adjustments to ensure their valued service and continued presence remains in our local community to serve our citizens and the State. Resolution No. 18-05 -2- January 2, 2018 _____________________________ Shepard M. Harris, Mayor ATTEST: _____________________________ Kristine A. Luedke, 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 his signature attested by the City Clerk. Executive Summary For Action Golden Valley City Council Meeting January 2, 2018 Agenda Item 6. A. Approve 2018 Appointments and Assignments Prepared By Tim Cruikshank, City Manager Summary According to State Law, the Council must appoint a Mayor Pro Tem (Acting Mayor) at the first meeting of each year. The Mayor Pro Tem fulfills the duties of the Mayor in his absence. Listed below is the history of Mayor Pro Tem appointments: 2014 - Clausen 2015 - Snope 2016 - Fonnest 2017 - Schmidgall 2018 - ________ State Statutes allows the City Council to appoint its members as Commissioners of the Housing and Redevelopment Authority. Therefore, Council Member Gillian Rosenquist shall be appointed as a Commissioner of the Golden Valley Housing and Redevelopment Authority, with a term concurrent with her tenure on the City Council. Each year the Council also assigns Council Members to serve as representatives on various Committees and Subcommittees. These appointments are for a one year term. Council Liaisons Board of Zoning Appeals Fonnest Civil Service Commission Clausen Environmental Commission Fonnest Human Rights Commission Snope ______ Human Services Fund Clausen Open Space and Recreation Commission Clausen Planning Commission Schmidgall Other Assignments Beyond the Yellow Ribbon Campaign Harris, Clausen Bicycle and Pedestrian Planning Task Force Schmidgall Bottineau Light Rail Transit (LRT) Community Works Steering Committee Fonnest, Snope ______ Golden Valley Business Council Harris, Fonnest Golden Valley Historical Society Board Member Schmidgall Highway 169 Mobility Study Policy Advisory Committee Schmidgall, Delegate Clausen, Alternate Hopkins School District 270 Caring Youth Committee Fonnest Hopkins School District 270 Cities Joint Meetings Harris Legislative Liaison and Spokesperson Harris, Snope ______ METRO Blue Line Extension Corridor Management Committee Snope ______, Delegate Harris, Alternate Metro Cities Fonnest, Delegate Snope ______, Alternate Minneapolis Water Advisory Board Harris Northwest Suburbs Cable Communications Commission Clausen Regional Council of Mayors Harris Robbinsdale School District 281 Government Advisory Committee Fonnest Sochacki Park Governance Policy Board Harris, Fonnest West Broadway Transit Study - Policy Advisory Committee Fonnest, Delegate Clausen, Alternate Furthermore, each year the City is requested to appoint Assistant Weed Inspectors for the City under the requirements of Minn. Stat. Chapters 18.80 and 18.81. Dave Gustafson, Fire/Property Maintenance Specialist; Jake Dashiell, Fire/Property Maintenance Specialist; Al Lundstrom, Park Supervisor and Tim Teynor, Assistant Forester, have done this inspection work in the past and will carry out the duty for the City in 2018. Recommended Action Motion to approve the 2018 appointments and assignments as listed above.