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06/02/2015 - City Council RegularAGENDA EAGAN CITY COUNCIL EAGAN MUNICIPAL CENTER BUILDING JUNE 2, 2015 6:30 P.M. 1. ROLL CALL AND PLEDGE OF ALLEGIANCE II. ADOPT AGENDA III. RECOGNITIONS AND PRESENTATIONS IV. CONSENT AGENDA (Consent items are acted on with one motion unless a request is made for an item to be pulled for discussion) A. APPROVE MINUTES B. PERSONNEL ITEMS C. APPROVE Check Registers D. APPROVE Contracts E. APPROVE a Resolution to Accept a Donation from The Commons on Marice in the amount of $3,500 to purchase firefighter boots for the Fire Department and authorize the necessary Budget Adjustments F. AWARD Contract 15-17 to Universal Services, LLC for the construction of the conduit duct bank at Sperry Tower G. AWARD Contract 15-10, Old Town Hall Repairs and Renovation H. AUTHORIZE reallocation of 2013 and 2015 Community Development Block Grant (CDBG) program funds I. AUTHORIZE staff to provide notice to ISD 191 to terminate the School Resource Officer Joint Powers Agreement J. APPROVE Modifications to City Snow & Ice Control Policy K. ADOPT the 5 Year Public Works Capital Improvement Plan (2016-2020) and Authorize the Implementation of the 2016 improvements L. REJECT Bids for Contract 15-04 Sperry Reservoir Communications Tower M. AWARD Contract 15-13 Pond JP -47.2 Sludge Removal N. APPROVE Plans and Specifications for Contract 15-16, Parkcliff Water Main & PRV Improvements and Authorize Advertisement for Bids July 16, 2015 0. APPROVE Final Subdivision — Case Estates P. RECEIVE Petition to Vacate Public Easements, Lot 1 & Outlot A Tesseract Addition, and Tesseract Place Right -of -Way, and Schedule Public Hearing for July 7, 2015 Q. APPROVE Exempt Permit for the Minnesota Blue Knights — Chapter IV to hold a raffle on June 13, 2015 at 1501 Central Parkway R. APPROVE a Resolution to accept a Partnership Donation for $1,500 for Eagan Market Fest Family Night from Ford Eco Boost V. PUBLIC HEARINGS A. VARIANCE - Nancy Sweet —A Variance to make structural repairs and changes to a non- conforming structure located at 995 Cliff Road VI. OLD BUSINESS A. ORDINANCE AMENDMENT -An Ordinance Amendment to clarify regulations pertaining to the placement of non-commercial signs in City street right-of-way VII. NEW BUSINESS A. CONDITIONAL USE PERMITS — Beacon Roofing Supply / Justin Hinze - A Conditional Use Permit to allow a pylon sign and a Conditional Use Permit to allow outdoor storage located at 2922 West Service Road B. COMPETITIVE FRANCHISING PRESENTATION - Consideration of Notice of Intent to Franchise and direction to staff to begin negotiations with Centuryl-ink VIII. LEGISLATIVE / INTERGOVERNMENTAL AFFAIRS UPDATE IX. ECONOMIC DEVELOPMENT AUTHORITY (There are no EDA items at this time) X. ADMINISTRATIVE AGENDA A. City Attorney B. City Council Comments C. City Administrator D. Director of Public Works E. Director of Community Development XI. VISITORS TO BE HEARD (for those persons not on the agenda) XII. CLOSED SESSION XIII. ADJOURNMENT r� f, City of Eap TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS FROM: CITY ADMINISTRATOR OSBERG DATE: MAY 29, 2015 SUBJECT: AGENDA INFORMATION FOR JUNE 2, 2015 CITY COUNCIL MEETING ADOPT AGENDA After approval is given to the June 2, 2015 City Council agenda, the following items are in order for consideration. Agenda Information Memo June 2, 2015 Eagan City Council Meeting CONSENT AGENDA The following items referred to as consent items require one (1) motion by the City Council. If the City Council wishes to discuss any of the items in further detail, those items should be removed from the Consent Agenda and placed under Old or New Business unless the discussion required is brief. A. Approve Minutes Action To Be Considered: To approve the minutes of May 12, 2015 special City Council meeting, and May 19, 2015 regular City Council meeting as presented or modified. Attachments: (2) CA -1 May 12, 2015 Minutes CA -2 May 19, 2015 Minutes MINUTES SPECIAL CITY COUNCIL MEETING MAY 12, 2015 5:30 P.M. EAGAN MUNICIPAL CENTER City Councilmembers present: Mayor Maguire, Councilmembers Bakken, Fields, and Hansen. Councilmember Tilley arrived at 5:45 p.m. City staff present: City Administrator Osberg, Public Works Director Matthys, Transportation Operations Engineer Plath, City Engineer Gorder, Water Resources Manager Macbeth, Director of Finance Pepper, Director of Community Development Hohenstein, City Planner Ridley. ROLL CALL AND ADOPTION OF THE AGENDA Councilmember Fields moved, Councilmember Hansen seconded a motion to adopt the agenda as presented. Aye:4 Nay:0 VISITORS TO BE HEARD There were no visitors to be heard. PARAGON —SCREEN WALL AT TWIN CITIES PREMIUM OUTLETS City Administrator Osberg introduced the item noting the City Council considered the application and the APC recommendation at the March 17, 2015 Council meeting. Following discussion between the City Council and the applicant there was consensus that the item be tabled and brought to the May 12 Council Work Session. Osberg noted the Council gave direction that the applicant work to provide a more substantial and decorative finish to the existing screen walls that would more closely resemble the original approvals. Community Development Director Hohenstein gave a staff report. Paul Reed, representing Paragon Outlets, was available for questions. The Council discussed the proposed screen wall materials. The Council directed staff to place the Paragon - Screen Wall at Twin Cities Premium Outlets on the May 19, 2015 City Council consent agenda for formal consideration. WINTER TRAIL MAINTENANCE PROGRAM Requests for Additions/Changes Director of Public Works Matthys introduced the item noting the City Council adopted a Winter Trail Maintenance Plan that allows the Council to annually review and consider modifications to the extent of the trail system that is designated for maintenance during the winter months. Matthys noted there are one (1) Citizen Petition, one (1) New Trail segment, and one (1) Staff Recommendation to be reviewed. Matthys summarized the citizen petition received. The petitioner, Paula Clark, gave a brief summary of the request and was available for questions. Special City Council Minutes May 12, 2015 Page 2 The City Council discussed Citizen Petition #1, requesting that a new trail segment be plowed on the west side of Murphy Parkway from Deerwood Drive to the Blackhawk Park parking lot. It was the consensus of the Council to deny the request as it does not meet any of the established criteria for inclusion in the Winter Trail Maintenance Plan. The Council directed staff to provide an analysis of what it would cost to plow all City transportation (non -parks) trails and the impact that would have on service levels, bringing that information back to the August 11, 2015 Council Workshop. The City Council discussed New Trail #1, an 8 -foot wide bituminous trail to be constructed on the west side of Thomas Lake Road, from the Highline Trail to Diffley Road. The City Council concurred to deny the new segment of trail, noting there is no need to plow with the existing sidewalk on the east side of Thomas Lake Road being maintained from Cliff Road to Diffley Road per the Winter Trail Maintenance Plan. The City Council discussed Staff Recommendation #1, to add the existing trail segment on the south side of Red Pine Lane, from TH 3 to Biscayne Avenue, to the Winter Trail Maintenance Program. It was the consensus of the Council to deny the request. Snow and Ice Control Policy for City Streets - Additions/Changes Public Works Directory Matthys noted there are two considerations for the Council on the Snow & Ice Control Policy; 1) establishing a cutoff date of June 1 for City repairs to turf damage by snow plowing operations and 2) requiring new development streets to be paved with the final bituminous course by November 1, if it is to be plowed by the City. The Council discussed the additions. Councilmember Fields stated the new date of June 1St for repairs to turf damage by snow plowing operations should be included in the next City's newsletter. It was the consensus of the Council to add the new additions/revisions to the Winter Trail Maintenance Program and Snow and Ice Control Policy on the agenda of the June 2, 2015 regular City Council meeting for formal action. STRATEGIC HIGHWAY SAFETY PLAN & LOCAL APPLICATION Public Works Director Matthys introduced the item noting MnDOT has a Strategic Highway Safety Plan and have gone beyond their own borders and expanded the funding for that program to local agencies both including the county and cities. MnDOT has worked with 87 counties within the state and have helped the counties establish their own safety plans and are now continuing the effort on the local agency level with cities. Matthys noted a pilot project has been started with the cities of St. Paul and Eagan with technical assistance provided for: analysis of Metro wide crash data for city streets, identification of the characteristics associated with the locations with severe crashes, a systemic assessment of Eagan's streets and the identification of potential safety projects. Howard Preston, CH2M Hill, Inc., the state's consultant for this project, provided a summary of the project. The Council discussed the summary of the local street safety assessment project. The Council was supportive of the incorporation of the project data to continue addressing safety issues in Eagan, Special City Council Minutes May 12, 2015 Page 3 including the removal of unwarranted stop signs and warning signs, and efforts to periodically review, update, and expand documentation of city practices. The Council suggested that staff ask business representatives and residents to identify neighborhood signs for consideration of removal. The City Council took a 10 minute recess. CEDAR GROVE REDEVELOPMENT AREA LANDSCAPE / ENTRANCE MONUMENTS ASSESSMENT Public Works Director Matthys introduced the item noting on August 20, 2002, the City Council awarded a contract providing for the installation of various streetscaping elements, including entrance monuments, fencing, lighting, irrigation, and plantings, within the Cedar Grove Redevelopment Area. A visual assessment of the contract improvements was recently competed. Matthys noted the findings of the assessment are being presented tonight for Council's consideration of whether enhancements or upgrades are warranted. Jeff Feulner, Landscape Architect with WSB & Associates Inc., gave a presentation on the existing conditions at the Silver Bell Road/Nicols Road/Cedar Grove Parkway intersection and provided alternative design elements for the Cedar Grove Parkway Corridor and was available for questions. The Council discussed the assessment and provided the following feedback: Silver Bell Intersection: step out of the current design for the area in front of The Flats; work with the scale of the apartment building Plantings: would like to see blending of both traditional/formal with some native plants; include bushes Monuments - Brick: like the decorative caps on the brick columns — current columns should be refurbished with cost effective long term rehabilitation; would like to see options on lower brick walls, versus higher walls, to replace centerpiece of fencing Monuments —Additional Elements: like the pergola for pedestrian gathering areas Signage: thought maybe a fountain or water element would be nice Lighting: addition of banners/baskets should be on all light poles or concentrated at every corner: be consistent throughout area Pavers/Sidewalks: like the idea of color and shape patterns for clay or concrete pavers, but cost is important Planting Areas: like the flat oval planters — could see them in front of the City's parking garage area Redevelopment Area: needs to be a district "feel" to all of the improvements; ROI should include marketing Cost: split up options for cost estimates and consideration WATER QUALITY— NEIGHBORHOOD LAKES MANAGEMENT PLAN Director of Public Works Matthys introduced the item noting Eagan is celebrating 25 -years of a very successful Water Resources program. Proof of this success was demonstrated in the City Council's approval of the 2007 Water Quality & Wetland Management Plan anticipating a 10 -year course that would continue developing programs to engage residents, while focusing on conducting studies and developing management plans for its priority lakes. The City has a good understanding, with Water Resources Manager Macbeth's guidance, of what it takes to properly address the water in our lakes, ponds and wetlands. Matthys noted the City is fully prepared for its biggest effort to date to move Special City Council Minutes May 12, 2015 Page 4 forward addressing MS4 permit requirements and reduce phosphorus pollution to lakes. Staff shared proposed future directions for managing priority lakes, including the need for CIP improvements. Macbeth gave a presentation and was available for questions. The Council discussed the neighborhood lakes management plan. 2016-2020 - PUBLIC WORKS DEPARTMENT 5 -YEAR CAPITAL IMPROVEMENT PLAN (PART III — INFRASTRUCTURE) Director of Public Works Matthys introduced the item noting that each year the City Council adopts a Capital Improvement Program (CIP) for the community, which includes Part III -Infrastructure (Public Works). Matthys provided an overview of the proposed Public Works Infrastructure projects for 2016- 2020 noting the modification of the existing Storm Water Utility Fee rate to address the proposed Water Quality CIP program. The Council discussed the CIP and the revisions to the Storm Water Utility Fee rates. It was the consensus of the Council to go with fee rate Option 3 - 2016: increase 114%; 2017-2034: increase at 5%. Council also directed staff to ensure that the business community and residents are made aware of this change through educational outreach. The City Council directed the CIP to the June 2, 2015, City Council meeting for formal consideration. There was no other business to be heard. OTHER BUSINESS ADJOURNMENT Councilmember Tilley moved, Councilmember Hansen seconded a motion to adjourn at 9:09 p.m. Aye:5 Nay:O Date Mayor City Clerk MINUTES OF A REGULAR MEETING OF THE EAGAN CITY COUNCIL Eagan, Minnesota MAY 19, 2015 A Listening Session was held at 6:00 p.m. prior to the regular City Council meeting. Present were Mayor Maguire, Councilmembers Bakken, Hansen and Tilley. Councilmember Fields was absent. A regular meeting of the Eagan City Council was held on Tuesday, May 19, 2015 at 6:30 p.m. at the Eagan Municipal Center. Present were Mayor Maguire, Councilmembers Bakken, Hansen and Tilley. Councilmember Fields was absent. Also present were City Administrator Osberg, Director of Finance Pepper, Director of Communications Garrison, Director of Community Development Hohenstein, City Planner Ridley, Director of Public Works Matthys, Director of Parks and Recreation Johnson, Operations Lieutenant New, and Executive Assistant Stevenson. AGENDA Councilmember Hansen moved, Councilmember Tilley seconded a motion to approve the agenda as presented. Aye:4 Nay:0 RECOGNITIONS AND PRESENTATION There were no recognitions and presentations to be heard. CONSENT AGENDA Councilmember Tilley moved, Councilmember Hansen seconded a motion to approve the Consent Agenda as presented: Aye: 4 Nay: 0 A. It was recommended to approve the minutes of May 5, 2015 regular Council meeting as presented or modified. B. 1. It was recommended to accept the hiring of Judy Douglas, Patrol Officer. 2. It was recommended to accept the hiring of Luke Caneff, Patrol Office 3. It was recommended to accept the hiring of Judith Urbiha, Police Clerical Technician. 4. It was recommended to authorize the hiring of seasonal and temporary employees for Cascade Bay, Park Maintenance, Engineering, and Water Resources. C. It was recommended to approve the check registers dated May 1, and May 8, 2015. D. It was recommended to approve the ordinary and customary contract with Dakota County. E. It was recommended to approve a professional services agreement with J. Benson Construction Corp for smoke abatement work at Old Town Hall. F. It was recommended to cancel the July 14, 2015 Special City Council meeting. G. It was recommended to approve a resolution adopting and authorizing implementation of the performance measures developed by the Council on Local Results and Innovation. H. It was recommended to approve a resolution allowing the City of Eagan to accept the conditions and funding available through the Tobacco Compliance Check Grant. I. It was recommended to approve a resolution to accept a donation of $2,100.00 from Dakota Center for the Arts to help purchase a new kiln at the Eagan Art House. City Council Meeting Minutes May 19, 2015 2 page J. It was recommended to approve a resolution to accept a donation from Dakota Electric Association in the amount of $200.00 to be used toward a tree purchase at the annual Arbor Day event. K. It was recommended to approve a Show License for Herpetorama, Inc. doing business as Repticon from May 22 to May 24, 2015 at 1501 Central Parkway. L. It was recommended to approve a temporary on -sale liquor license and waive the license fee for the Eagan High School Boys' Hockey Booster Club on July 18, 2015 at 3870 Pilot Knob Road. M. It was recommended to approve an on -sale 3.2 percent malt liquor (beer), wine and Sunday wine license for Kyoto Sushi and Hibachi, Inc. doing business at Kyoto Sushi, 1250 Town Centre Drive. N. It was recommended to approve a temporary on -sale liquor for the Minnesota Scottish Fair & Highland Games on July 18, 2015 at Faithful Shepherd Catholic School, 3355 Columbia Drive. 0. It was recommended to approve a temporary on -sale liquor license and waive the license fee for the Eagan Foundation on June 18, 2015 at 1501 Central Parkway. P. It was recommended to approve an on -sale 3.2 percent malt liquor (beer), wind and Sunday wine license for Hiko Minnesota, Inc. doing business as Hiko Sushi, 1466 Yankee Doodle Road. Q. It was recommended to approve an easement vacation, Final Subdivision and Final Planned Development (Cedar Grove Townhomes 1St Addition) — Ryland Homes R. It was recommended to approve a resolution authorizing allocation of additional Sewer Availability Charge (SAC) units from Cedar Grove Redevelopment demolitions into a revised Phased Development Plan. S. It was recommended to receive the bids for Contract 15-09 (2015 Trail and Parking Lot Improvements) and award a contract to McNamara Contracting, Inc., for the base bid in the amount of $331,559.90, and authorize the Mayor and City Clerk to execute all related documents. T. It was recommended to approve the plans and specifications for Contract 15-15 (Project 1174 Yankee Doodle Road/Promenade Avenue/O'Leary Lane Intersection Improvements), and authorize the advertisement for a bid opening to be held on June 25, 2015. U. It was recommended to approve Project 1134 (Parkcliff-Water Main Improvements), and authorize the preparation of detailed plans and specifications including the acquisition of easements, as necessary. V. It was recommended to approve a Resolution of Support for the Robert Street Transitway Alternatives Analysis completed by Dakota County and Ramsey County Regional Railroad Authorities, and authorize the Mayor and City Clerk to execute all related documents. W. It was recommended to approve telecommunication lease amendments with T -Mobile Central LLC, for antenna upgrade installations on designated water reservoir sites and authorize the Mayor and City Clerk to execute all related documents. X. It was recommended to approve a Planned Development Amendment for modifications to the screen wall grillwork for property located at 3965 Eagan Outlets Parkway, legally described as Lot 1, Block 1, Paragon Addition, subject to the following conditions: 1. A Planned Development Amendment Agreement shall be executed and recorded with the Dakota County Recorder's office within 90 days of City approval. 2. The installations shall be accomplished by August 1, 2015. City Council Meeting Minutes May 19, 2015 3 page 3. The grillwork and pergolas shall be constructed in a workmanlike manner and maintained in a premium condition. Y. It was recommended to approve a resolution requesting the Minnesota Commissioner of Transportation's approval of the revised designation of existing street segments on the City of Eagan's Municipal State Aid (MSA) roadway system. 2014 COMPREHENSIVE ANNUAL FINANCIAL REPORT City Administrator Osberg introduced the item noting the Council is being asked to receive and accept the 2014 Comprehensive Annual Financial Report. Finance Director Pepper introduced Matt Mayer, an auditor with Kern, DeWenter, Viere, Ltd., who gave a presentation summarizing the financial report. Pepper was available for questions. Councilmember Tilley moved, Councilmember Hansen seconded a motion to receive and accept the 2014 Comprehensive Annual Financial Report. Aye: 4 Nay: 0 PUBLIC HEARINGS Variance — 4224 Sandstone Drive (Michael and Pamela Curran) City Administrator Osberg introduced the item noting the Council is being asked to approve a variance to allow building coverage ratio exceeding 20% in an R-1 zoning district for an attached garage located at 4224 Sandstone Drive. City Planner Ridley gave a staff report. The Applicant Michael Curran was available for questions. The Council discussed the variance. Mayor Maguire opened the public hearing. There being no public comment, he turned the discussion back to the Council. Councilmember Bakken moved, Councilmember Hansen seconded a motion to approve a variance to allow building coverage ratio exceeding 20% in an R-1 zoning district for an attached garage located at 4224 Sandstone Drive, subject to the following conditions: Aye: 4 Nay: 0 1. If within one year after approval, the variance shall not have been completed or utilized, it shall become null and void unless a petition for extension has been granted by the Council. Such extension shall be requested in writing at least 30 days before expiration and shall state facts showing a good faith attempt to complete or utilize the use permitted in the variance. 2. The Applicant shall obtain a building permit prior to construction of the addition. 3. The Applicant shall identify the property line and verify compliance with required setbacks at the time of the footing inspection. 4. The addition shall be constructed of exterior materials to match the principal building. City Council Meeting Minutes May 19, 2015 4 page Unisys Park and Unisys Park 2nd Additions — Easement Vacation City Administrator Osberg introduced the item noting the Council is being asked to close the public hearing to vacate public drainage and utility easements on Unisys Park and Unisys Park 2nd Addition, and continue action to coincide with future City Council consideration of the Central Park Commons final plan and subdivision. Director of Public Works Matthys gave a staff report. Mayor Maguire opened the public hearing. There being no public comment, he turned the discussion back to the Council. Councilmember Hansen moved, Councilmember Tilley seconded a motion to close the public hearing to vacate public drainage and utility easements on Unisys Park and Unisys Park 2nd Addition, and continue action to coincide with future City Council consideration of the Central Park Commons final plan and subdivision. Aye:4 Nay:0 OLD BUSINESS There were no old business items to be heard. NEW BUSINESS There were no new business items to be heard. LEGISLATIVE/ INTERGOVERNMENTAL AFFAIRS UPDATE There was no legislative/intergovernmental affairs update. ADMINISTRATIVE AGENDA PUBLIC WORKS DIRECTOR Public Works Director Matthys acknowledged it was Public Works Week. There were no visitors to be heard. VISITORS TO BE HEARD ADJOURNMENT Councilmember Tilley moved, Councilmember Hansen seconded a motion to adjourn the meeting at 7:00 p.m. Aye: 4 Nay: 0 City Council Meeting Minutes May 19, 2015 5 page Date Mayor City Clerk Agenda Information Memo June 2, 2015 Eagan City Council Meeting CONSENT AGENDA B. Personnel Items Item 1. Action to be Considered: Authorize hiring of the following seasonal and temporary employees for the Summer of 2015: Jungers, David, Park Maintenance Biermeier, Joshua, Park Attendant Selvestra, Blake, Park Laborer Koppang, Andrew, Ballfield/Park Attendant Daniels, Nicholas, Tech/ Landscape Sturgeleski, Kevin, Tree Inspector Odonnell, Jeffrey, Park Maintenance Piatz, Daniel, Ballfield Attendant Schoenecker, Justin, Park Maintenance Doerfler, Walter, Park Maintenance Hemmingson, Michael, Park Maintenance Wall, Ryan, Park Maintenance Kells, Jeff, Forestry Tech Fredericks, Charles, Seasonal Schoenecker, Thomas, Streets Edwards, Robert, Park Maintenance Richard, Emma, Park Maintenance Galatowitsch, Peter, Park Attendant Sinclair, James, Guest Service Immen, William, Rink Attendant Csargo, Nicholas, Coordinator Engebretson, Hanna, Deck Coordinator Johnson, Hailey, Deck Coordinator Cartwright, Alexa, CB Coordinator Schulte, Connor, Coordinator Pfaltzgraff, Connor, CB Guest Relations Syverson, Angela, Fitness Instructor Sather, Luke, Park Maintenance Sarne, Anthony, Ballfield/Park Attendant Voshell, Jenna, Guest Service Timmerman, Martha, Guest Service Nielson, Michelle, Cablecaster Thomas, Aaron, Cablecaster Johnson, Mitchell, GIS Seasonal Honcharenko, Marcu, Landscape Stmartin, Benjamin, Park Maintenance Selvestra, Drew, Park Maintenance Galatowitsch, Nikki, Park Attendant Richard, Walt, Park Attendant Fogelberg, Jack, Park Attendant Schuetz, Nicholas, Park Ops Assistant Ruth, Kayla, GIS Seasonal Gorder, Michael, Park Maintenance Russell, Christopher, Engineering Intern Humble, Ashlee, CB Guest Relations Nelson, Christian, CB Guest Relations Thompson, Sierra, CB Guest Relations Mensink, Courtney, CB Guest Relations Gustafson, Jenna, CB Guest Relations Nichols, Ian, CB Guest Relations Monserud, Andrew, CB Guest Relations Weitzel, Allison, CB Guest Relations Kayser, Kevin, CB Guest Relations Bosshardt, Joseph, CB Guest Relations Benz, Austin, CB Guest Relations Rydberg, Larissa, CB Guest Relations Erickson, Andrew, CB Guest Relations Durig, Aliona, CB Guest Relations Haley, Madalyn, CB Guest Relations Halterman, Jonah, CB Guest Relations Nguyen, Anh, CB Guest Relations Keuler, Hannah, CB Guest Relations Lemke, Parker, CB Guest Relations Teufack-Momo, Jolivia, CB Guest Relations Gutknecht, Claire, CB Lifeguard Instr Huusko, Tyler, CB Lifeguard Instr Davis, Ashley, CB Lifeguard Instr Garin, Meghan, CB Lifeguard Instr Hafstad, Landon, CB Lifeguard Bramley, Samantha, CB Lifeguard Olson, Kelsey, CB Lifeguard Deziel, Robert, CB Lifeguard Clare, Julia, CB Lifeguard Lough, Megan, CB Lifeguard Wagoner, Andrew, CB Lifeguard Hlas, Rachel, CB Lifeguard Merritt, Melissa, CB Lifeguard Peterson, Linnea, CB Lifeguard Stefani, Kyle, CB Lifeguard Schornak, Rachel, CB Lifeguard Nelson, Gretchen, CB Lifeguard Narum, Lydia, CB Lifeguard Ronchak, Ethan, CB Lifeguard Broman, Eli , CB Lifeguard Miller, Brandon , CB Lifeguard Miller, Andrew, CB Lifeguarda Mayne, Mckenna, CB Lifeguard Johnson, Maclaine, CB Lifeguard Anderson, Megan, CB Lifeguard Dettmer, Abigail, CB Lifeguard Knutson, Daniel, CB Lifeguard Burright, Isaac, CB Lifeguard Garin, Patrick, CB Lifeguard Decker, Maren, CB Lifeguard Kong, Alexander, CB Lifeguard Jurisch, Alec, CB Lifeguard Fortuna, Michael, CB Lifeguard Whipps, Tristan, CB Lifeguard Osborne, Connor, CB Lifeguard Shub, Tal, CB Lifeguard Rupp, Jacob, CB Lifeguard Foster, John, CB Lifeguard Rients, Taylor, CB Lifeguard Ekblad, Mikaela, CB Lifeguard Lundquist, Madelyn, CB Lifeguard Latulippe, Amanda, CB Lifeguard Voss, Deidree, CB Lifeguard Arndt, David, CB Lifeguard Harrington, Joseph, CB Lifeguard Collins, Patrick, CB Pool Attendant Perry, Thomas, CB Pool Attendant Hamand, Olivia, CB Pool Attendant Carlson, Paige, CB Pool Attendant Plaschko, Nicole, CB Pool Attendant Bucki, Erin, CB Pool Attendant Dykhuizen,Nicholas, CB Pool Attendant Maxwell, Dallas, CB Pool Attendant Anders, Cole, CB Pool Attendant Reis, Maxwell, CB Pool Attendant Dyck, Jordan, CB Pool Attendant Warkel, Michael, CB Pool Attendant Heilman, Melissa, CB Pool Attendant Dawson, Zachariah, CB Pool Attendant Davis, Jane, CB Pool Attendant Berg, Laura, CB Guest Relation Coordinator Harford, Laura, CB Guest Relations Morse, Sara, Guest Relations Deitermann, Alexandra, CB Guest Relations Rosales, Rosalinda, CB Guest Relations Rhone, Kathrine, CB Guest Relations Teuber, Augustina, CB Guest Relations Phillips, Sara, CB Guest Relations Ott, Breyer, CB Guest Relations Keane, Kasey, Guest Relations Davis, Cassady, CB Guest Relations Las, Quinn, CB Guest Relations Sweitzer, Jacob, CB Guest Relations Bock, Rachel, CB Guest Relations Williams, George, CB Lifeguard Instruct Engebretson, Leah, CB Lifeguard Instruct Anders, Erica, CB Lifeguard Fix, Austin, CB Lifeguard Mellum, Mackenzie, CB Lifeguard Anderson, Ellen, CB Lifeguard Guthertz, David, CB Lifeguard Kadlec, Rachel, CB Lifeguard Sass, Leigh, CB Lifeguard Keller, Anna, CB Pool Attendant Carlisano, Celia, CB Pool Attendant Standal, Rachel, CB Pool Attendant Holm, Joel, CB Pool Attendant Westgard, Andrew, CB Pool Attendant Knutson, Rachel, CB Pool Attendant Baumann -Burrows, Krystal, CB Pool Attendant Ancheta, Stanley, CB Pool Attendant Jones, Wyatt Aj, CB Pool Attendant Golden, Kalynna, CB Pool Attendant Helmueller, Greta, Water Resources Asst Johnson, Garret, Util Main Morse, David, Landscape Crew Huss, Thomas, Landscape Crew Kiecker, Mitchell, Lanscape Crew Rothschiller, Brock, Park Maintenance Podpeskar, Joshua, Park Maintenance Aldinger, Ashley, CB Guest Relations Barta, Alexander, CB Lifeguard Instruct Simpson, Noah, Ballfield Attendant Kunik, Neal, Ballfield Att Stalcar, Jeremy, Engineering Intern Brown, Kori, Art House Instructor Rehpohl, Rebecca, Art House Instructor Dowling, Caitlin, Art House Instructor Ablan, Alex -Marie, Recreation Asst Kunik, Kevin, Park Maint Podpeskar, Daniel, Park Maint Ossell, Ryan, Park Maint Clark, Thomas, Rec Leader Lawrence, Michael, Cablecaster Maczko, Kimberlee, Program Assistant Dees, John -Paul, Util Main Johnson, Andrew, Util Main Vogt, Marissa, Rec Leader Wangler, Mattew, Recreation Leader Wangler, Lauren, Rec Asst Banick, Peyton, Rec Asst Lutz, Jeremy, Rec Asst Olson, Hannah, Rec Asst Riesgraf, Claire, Rec Assist Rasbornik, Samuel, Landscape Crew Wilson, Katie, Site Coordinator Wehr, Timothy, Site Coordinator Hansen, Alexi, Site Coord Fischer, Danielle, Tennis Inst -Seas Duran, Meghan, Rec Leader Strauss, Rebecca, Rec Leader Oshea, Caitlin, Rec Leader Wilson, Kern, Rec Leader Savage, Madison, Rec Leader Garcia, Sara, Rec Leader Mott, Ryan, Rec Leader Fisk, Scott, Rec Leader Smallidge, Nicholas, Rec Asst Suiter, Mark, Rec Asst Schaffer, Linde, Rec Asst Wollin, Jordan, Rec Asst Hannasch, Kate, Rec Asst Richard, Clara, Rec Asst Casura, Jenna, Rec Asst Ryan, Kayla, Rec Asst Gohl, Abby, Rec Asst Blakely, Rachel, Rec Asst Rients, Carter, Rec Asst Joyce, William, Rec Asst Hanson, Jennifer, Preschool Instructor Kalb, Connor, Park Maint Peterson, Hugh, Park Mnt Agenda Information Memo June 2, 2015 Eagan City Council Meeting CONSENT AGENDA C. Ratify Check Registers Action To Be Considered: To ratify the check registers dated May 15 and May 22, 2015 as presented. Attachments: (2) CC -1 Check register dated May 15, 2015 CC -2 Check register dated May 22, 2015 Agenda Information Memo June 2, 2015, Eagan City Council Meeting CONSENT AGENDA D. Approve Contracts Action To Be Considered: To approve the ordinary and customary contracts listed below. Facts: ➢ The contracts listed below are in order for Council approval. Following approval, the contracts will be electronically executed by the Mayor and City Clerk. Contracts to be approved: ➢ Vendor Agreement with the City of Mendota Heights to provide weekly Puppet Wagon shows at Market Square Park. ➢ Partnership Agreement with Ford Eco Boost for Market Fest event donation and participation. ➢ Independent Contractor Agreement with 3rd Lair to provide a Skateboard Camp July 14-16. ➢ Maintenance Agreement with ThyssenKrupp Elevator Corporation to provide maintenance to elevators at the Civic Arena, Police Department, Fire Administration, Community Center, Water Treatment Facility and City Hall. Attachments: (0) The contract is available from the City Clerk's Office. Agenda Information Memo June 2, 2015 Eagan City Council Meeting CONSENT AGENDA E. Approve a Resolution to Accept a Donation from the Commons on Marice in the amount of $3,500 to purchase firefighter boots for the Fire Department and authorize the necessary Budget Adjustments Action To Be Considered: To approve a resolution to accept a donation from the Commons on Marice in the amount of $3,500 to purchase firefighter boots for the Fire Department and authorize the necessary budget adjustment. Facts: ➢ The Eagan Fire Department recently received a donation from the Common's on Marice in the amount of $3,200 to purchase firefighter boots. o The $3,500 donation will provide the fire department with approximately 11 sets of firefighter turnout gear boots. ➢ The Common's raised the money by having a spaghetti dinner fund raiser at their facility with all proceeds going to the fire department. ➢ The attached resolution authorizes the Fire Department to accept the donation and adjust their 2015 operating budgets to use the donations within our operating budgets. Attachments: (1) CE -1 Resolution EXTRACT OF MINUTES OF MEETING OF THE CITY COUNCIL OF THE CITY OF EAGAN, DAKOTA COUNTY, MINNESOTA A regular meeting of the City Council of the City of Eagan, Dakota County, Minnesota, was duly held at the Eagan Municipal Center located at 3830 Pilot Knob Road, in said City on June 2nd, 2015, at 6:30 p.m. The following members were present: Hansen, Bakken, Fields, Maguire, and Tilley. Member introduced the following resolution and moved its adoption: RESOLUTION ACCEPTING DONATION TO THE CITY OF EAGAN WHEREAS, the City Council of the City of Eagan encourages public donations to help defray the costs to the general public of providing services in Eagan; and WHEREAS, The Commons on Marice has offered to donate $3,500 for use by the City of Eagan Fire Department; and WHEREAS, Minnesota Statutes §465.03 requires that all gifts and donations of real or personal property be accepted only with the adoption of a resolution approved by two-thirds of the members of the City Council; and NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Eagan, Dakota County, Minnesota, that the donation is hereby accepted for use by the City; BE IT FURTHER RESOLVED, that the City sincerely thanks the Commons on Marice for the gracious and generous donation. ADOPTED this 2nd day of June, 2015 Mike Maguire, Mayor ATTEST: Christina Scipioni, City Clerk The motion for the adoption of the foregoing resolution was duly seconded by Member and upon the vote being taken thereon, the following voted in favor: ; and the following voted against the same: WHEREUPON, said resolution was declared duly passed and adopted and was signed by the Mayor and his signature attested by the City Clerk. Agenda Information Memo June 2, 2015 Eagan City Council Meeting CONSENT AGENDA F. Award contract 15-17 to Universal Services, LLC for the construction of the conduit duct bank at Sperry Tower Action To Be Considered: Award contract 15-17 to Universal Services, LLC for the construction of the conduit duct bank at Sperry Tower. Facts: ➢ Council authorized this project at the November 5, 2014 Council Meeting to construct a new radio tower to replace Sperry Tower. As part of this project, a new conduit system needs to be created to extend to the new radio tower for telecommunications cabling. In addition, equipment needs to be moved from within the existing water tower to the Dakota County Communications hut. ➢ To prevent future disturbance to the site, staff would like to build a conduit bank on the Sperry Tower site for its own use, as well as, future telecommunications companies that wish to rent space on the tower. It would consist of 32 —1 %" conduits running from the north side of the site to the south side of the site. At the midpoint of the conduit bank, a handhole would intersect and run to the west with an additional 32 —1 %" terminating at another handhole. ➢ The City and County are working on a JPA to install a new fiber connections from the AccessEagan backbone fiber to provide high-speed connections for the County's 800 Mhtz radio system, as well as, the City's UHF radio system which is used by the City's Maintenance Department. In order, to erect the tower and move the existing microwave system to a fiber connection, the fiber needs to be installed into the Dakota County Communications but prior to the new radio tower being erected. If the new tower is erected first, the microwave signal would get blocked and existing communications of the 800 Mhtz system and City's UHF would fail. ➢ The RFQ went out to multiple contractors and Universal Services was the low bidder at a price of $36,647.30. Staff recommends awarding Universal Services, LLC the contract to proceed with building this telecommunications conduit bank. Attachments: (1) CF -1 Site Plan To view the bid that was issued, please contact the City Administrator's office. Sperry Tower ' Handhole _� .v _ �_...Legend k •I { 1 u � r Handhole A, Hut Conduit if New Communications Tower Tower Conduit t � Handhole 0 i ,,`'CHandhole —:Dak,ola GountyCommunications Hut HandIn Google -earth _ ' Agenda Information Memo June 2, 2015 Eagan City Council Meeting CONSENT AGENDA G. Award Contract 15-10, Old Town Hall Repairs And Renovation Action To Be Considered: Receive bids for Contract 15-10 (Old Town Hall Repairs and Renovation) and award a contract to Parkos Construction for the base bid in the amount of $338,800.00, and authorize the Mayor and City Clerk to execute all related documents. Facts: ➢ Contract 15-10 provides for the repair and renovation of Old Town Hall. ➢ Old Town Hall was substantially damaged on September 8, 2013 when an arsonist set fire to the building. ➢ On January 6, 2015, the Council approved a professional services agreement with Mohagen Hansen Architectural Group, in consultation with MacDonald & Mack Architects, to authorize the firm to prepare plans and specifications for the Old Town Hall restoration project and to serve as the architect/project manager for the restoration work (in consultation with City staff). ➢ On April 7, 2015, the Council approved the plans and specifications for the Old Town Hall building reconstruction and authorized the solicitation of competitive bids for May 7, 2015. ➢ All bids have been reviewed for compliance with the bid specifications and accuracy on unit price extensions and summations. The base bid and alternates of Parkos Construction have been reviewed by the Parks & Recreation/Government Buildings department and are in order for favorable Council action. A Bid Analysis from Mohagen Hansen in included as Attachment CG -2. ➢ A separate contract for smoke abatement work was awarded by the Council on May 19, 2015. ➢ Funding for the project is proposed to come from three sources: o Community Reinvestment Fund $178,800 0 2015 Community Development Block Grant (CDBG)Funds $100,000 o Reallocation of 2013-14 CDBG Funds Weatherization Plus and Senior Programming $60,000 ➢ Staff will be hosting a meeting on Thursday, June 11, 2015 for those who may be interested in fund raising or donating for enhancements to the project such as: o Air Conditioning $20,000 o Re -grading and Expansion of Parking Lot $28,500 o Additional Landscape Features $32,000 o Exterior Site Lighting $18,500 o Outbuilding with Public Toilet Room, Service Sink and Storage $33,000 ➢ The restoration work is anticipated to begin in June 2015 with an anticipated completion in the fall of 2015. Attachments: (2) CG -1 Bid Summary CG -2 Mohagen Hansen Bid Analysis Memo O i O d r C m c CL o m H m � m r H 3 o m H 0 C M w ui u o a a i u O O D O w t0 f0 N N C C ° °o w -o v- v � 7o M > > Q cr m kD 0 0 0 0 0 0 C N 0 N' r -I i/} a -i i/1 O O O O O O !T O O O O O O O O O (ri Vj to V/ O O a, C O N m i •� � ro 0 c O O O O 00 V 06 00 m m s to v) s i s i x x i i X X 3 a U U x X A f6 > C O. O L CL U _ E c B U O_ j O i N 4 L C - 1n U J O U c m L � U 7 a � MEMORANDUM 1000 Twelve Oaks Center Drive Tel 952.426.7400 Suite 200 Fax 952.426.7440 Wayzata, MN 55391 www.mohagenhansen.com Date: May 27, 2015 Memo To: Dave Osberg, City Administrator, City of Eagan From: Stephen M. Oliver, AIA, NCARB, Project Manager Project: City of Eagan Old Town Hall Repairs & Restoration 14414.00YE CC: Mark L. Hansen, AIA, NCARB, LEED AP BD+C 14.1 MOHAGENHANSEN On May 7', 2015, a public bid opening was held for the Old Town Hall project at 2:30 PM in the afternoon. Two bids were received — one from Parkos Construction Company and one from McFarland Construction Company. Parkos was the low bidder with a total construction value of $338,800. As formatted, the base bid included all elements desired for the project with deduct alternates established for four items which included: ■ Alternate 1: Relocation of the gas meter and gas line ■ Alternate 2: Relocation of the electrical service and panel ■ Alternate 3: Use of standard glass rather than restoration glass ■ Alternate 4: An asphalt shingle roof in lieu of a cedar shingle roof. As compared to the budget established in the fall of 2014, we find the following: Current Bid Value: $338,800 (no deduct alternates accepted) Original Budget Value: $248,000 (exclusive of alternates) Delta (over budget): $ 90,000 Deduct Alternates Value: <$ 15,000> (alternate #2 & #4 value; alternate #1 and #3 had no value in Parkos bid) At this point the disposition of the alternates is undetermined. Additionally, the contract for smoke abatement work is $9,693. This is being carried outside of the base contract, but was part of the original $248,000 budget. The smoke abatement contract value also needs to be recognized in the final tally of numbers. Besides the alternates, which were "extras" or "enhancements" to the base project, there are a number of other items that the design team and Parkos Construction has identified that are cost factors that should be weighed when considering the nature of the bids received. Cost and bid factors include: 1. Bid Environment —the current bidding environment has been volatile, with material costs going up rapidly, Over 8 months time escalation on material costs is likely a contributing factor to higher than expected bids, as is the availability of laborers. Contractors are generally flush with work and are more selective in how and what they bid. 2. Low Bid Turnout — likely in response to the Davis -Bacon wage requirements. Parkos specifically indicated that a number of other bidders that attended the walkthrough were residential bidders not versed in the wage requirements, According to Parkos, the wage requirements did not alter their bid in any regard as they are a union contractor. 3. Davis Bacon Wage Requirements —wage requirements were not originally factored into the budget numbers developed. Cost variation is hard to quantify, but is likely not more than 3 to 5 percent of the construction value as it only applies to labor, not material values, MOHAGEN HANSEN Architecture I Interiors Memorandum City of Eagan Old Town Hall Repairs & Restoration May 27, 2015 Page 2 of 2 4. Roof Structure — original assumptions were that new trusses would be inserted between existing. Final design and structural conditions required removal of two-thirds of the trusses, requiring additional bracing and modifications. No comparative values have been prepared. 5. Floor Reinforcement — early budget numbers for this category were based on assumptions not visual observations, and that the majority of the floor structure work would be in the area of the damage. Upon opening the floor for direct observation, the structural engineer discovered that the entire floor structure was insufficient for the kind of loading the space receives, by code definition. Additional floor reinforcing work was incorporated into the bid documents, including removal and patching of the wood flooring for access. Parkos Construction provided a breakout of roughly $9,800 for the floor reinforcing work. 6. Window Work — detailed review of the windows during the walk-through's when the building and windows were opened up for extended periods revealed that the windows were in much worse shape than expected or than observed in the cursory walkthrough during the previous season. Parkos indicated that the costs related to the shutter work were also higher than expected. Parkos identified the window work as a $12,000 value and the single new shutter pair and repairs to others as a $3,700 value. That $15,700 value is $13,200 high compared to the $2,500 being carried in the original budget. 7. Electrical Outlet Provisions — in an effort to provide the most flexibility for EHS, additional outlets were added throughout the building, including necessary wiring and circuits. This work was included in the base bid documents but was not included in the original budget. The value of this work is likely around $3,000 to $4,000, although a comparative cost was not formally developed. 8. Lighting — observation by the design team was that lighting of the Old Town Hall was insufficient. The original building had 6 pendant lights over the stage and 1 for the balance of the space. The lighting was revised to provide 6 replacements fixtures for the ones over the stage and 8 new fixtures out in the main space of the Hall. This work was a total addition to the project cost. Parkos identified the lighting as a $6,300 increase to the project value. 9. Security — original estimates were based on a singular system (motion detectors OR door and window contacts). Per City requirements, both were incorporated into the bid documents. 10. Exterior Trim — 100% replacement of the skirt board and associated flashing was not expected as part of the original budget. Parkos Construction also offered other editorial comments on the sub bids they received as follows: 1. Bids for electrical work seemed higher that they would have expected (partly as reflected in items 7 and 8 above). They did indicate, though, that of the three bids they received, they were all extremely close to one another (around $34,000), giving some validity to the numbers. 2. Bids for painting were higher than expected, at roughly $19,000, but Parkos was not able to identify any specific cost concerns or anomalies there. 3. Bids for floor patching and refinishing were high at roughly $18,000. In general, the design team believes that the bids received reflect the scope identified in the bid documents and that Parkos Construction Company is qualified to perform the work. If desired, the team can work with Parkos to look for specific areas where cost efficiencies can be found as the work progresses. K: \Jobs\Eagan_Town_Ha ll_ 13479\01_Admin\Budget\ 14414_M_EHS_Cost_Review. docx MOHAGEN HANSEN Architecture I Interiors Agenda Information Memo June 2, 2015, Eagan City Council Meeting CONSENT AGENDA H. Authorize reallocation of 2013 and 2015 Community Development Block Grant (CDBG) program funds. Actions To Be Considered: To Authorize reallocation of 2013 and 2015 CDBG funds between Weatherization Plus, Senior Activities and Old Town Hall Restoration programs. Facts: ➢ The Old Town Hall restoration project received $100,000 in CDBG funds for 2015 but the construction contract is scheduled to be awarded on June 2, before the July 1 2015 fiscal year begins. ➢ in order to align with the schedule set out for the Old Town Hall restoration, staff requested a Community Development Block Grant (CDBG) budget amendment to allow the project to begin work before July 1. The amendment establishes a program activity for project in FY 2013 where there is a surplus of Weatherization Plus and Senior Service activity funds. ➢ The budget amendment request is anticipated to be approved by the Dakota County Board of Commissioners on June 2nd following a 30 -day public comment period. ➢ Once the Old Town Hall Restoration program is established in the FY 2013 CDBG budget, additional surplus funds from the Weatherization Plus and Senior Service programs may be used to offset additional costs of the restoration project. ➢ The Weatherization Plus program has served 8 households since 2012 with an average loan of $7,468. The program currently has $120,590 in funds. This request would authorize transfer of $60,000 to the Old Town Hall project and keep enough balance to fund 5-7 future households through 2016. ➢ The Senior Services activity is administered through the City's Parks and Recreation Staff and has a fund balance of $52,888. This successful program has recently relied on additional sources of revenue and has become less dependent on CDBG funds. This request would authorize transfer of $10,000 from FY 2013 to the Old Town Hall Restoration project and help spend down remaining funds from previous years. ➢ The use of CDBG funds for the Old Town Hall Restoration project will require that the contractors adhere to federal Davis Bacon and Section 3 requirements. The CDA will withhold $10,000 from the City's CDBG funds to administer these requirements, leaving a total of $160,000 for construction funding. ➢ The Dakota County Community Development Agency and City Parks and Recreation Staff have reviewed the request and are satisfied with the proposed budget changes and that the remaining amounts in each activity will meet future demand. A formal request letter will be sent to the CDA following authorization. Issues: None Attachments: (1) CH -1 CDBG Current and Proposed Budget CDBG Current and Proposed Funding Budget Current CDBG Program Funding Weather+ CDA Admin Senior OTH Rehab CDA Admin Total 2012 $1,363.24 $8,619.37 $0.00 $9,982.61 2013 $85,516.00 $15,091.00 $22,888.22 $123,495.22 2014 $5,000.00 $17,000.00 $22,000.00 2015 $5,000.00 $13,000.00 $90,000.00 $10,000.00 $108,000.00 Total $96,879.24 $23,710.37 $52,888.22 $90,000.00 $10,000.00 $263,477.83 Proposed CDBG Program Funding Weather+ CDA Admin Senior OTH Rehab Total 2012 $1,363.24 $8,619.37 $0.00 $9,982.61 2013 $40,607.00 $0.00 $12,888.22 $60,000.00 $10,000.00 $113,495.22 2014 $5,000.00 $17,000.00 $22,000.00 2015 $5,000.00 $13,000.00 $100,000.00 $118,000.00 Total $51,970.24 $8,619.37 $42,888.22 $160,000.00 $10,000.00 $263,477.83 Agenda Information Memo June 2, 2015 Eagan City Council Meeting CONSENT AGENDA I. Authorize Notice Of Termination Of Joint Powers Agreement With Independent School District No. 191 For School Resource Officer Action To Be Considered: To authorize Notice of Termination of Joint Powers Agreement with Independent School District No. 191 for School Resource Officer. Facts:  The City and School District 191 are parties to a Joint Powers Agreement dated April 18, 2014 (hereinafter “JPA”).  Under the JPA, the City provides one full-time police officer that offers services at Metcalf Junior High School and Cedar Alternative School.  The JPA has a three-year term that can be terminated upon 90-days written notice.  During a review of the City’s School Resource Officer relationship with ISD 196 for the 2014/2015 school year, it discovered that the fees charged to ISD 196 were $50,904 per year for one FTE; whereas, ISD 191 is only charged $35,665 for one FTE, leaving a discrepancy of $15,239.  For the 2015/2016 school year, early estimates indicate there would be a discrepancy of approximately $14,678 between the two districts.  The police department provides the same service to both districts.  The City can no longer offer a discounted rate to ISD 191.  Staff managing these contacts would prefer one year agreements to ensure pay equity between the two districts.  The requested action is to send a formal termination of the existing JPA and to have staff inquire as to whether ISD 191 desires to continue the School Resource Officer position, with the intent any future agreement would be under the same terms and conditions as the City provides to ISD 196 and not adversely impact police operations. Issues: None Attachments: (0) Agenda Information Memo June 2, 2015 Eagan City Council Meeting CONSENT AGENDA J. Snow & Ice Control Policy Additions / Revisions Action To Be Considered: Approve additions/revisions to the current Snow and Ice Control Policy. Facts: ➢ On December 20, 1999 the City Council adopted a formal Snow and Ice Control Policy to govern and guide this service delivery program. The adoption of a formal policy was recommended by the League of Minnesota Cities Insurance Trust to help protect the discretionary immunity provided to municipalities against claims relating to those actions and activities under that program. It was last updated on June 4, 2013. ➢ At the City Council Workshop on May 12, 2015, the Council considered the following additions/ revisions to the Snow and Ice Control Policy: o Establishing a cutoff date of June 1 for City repairs to turf damaged by snow plowing operations (no cutoff date currently exists); o Requiring new development streets to be paved with the final bituminous course by November 1 if it is to be plowed by the City (current date is November 15). ➢ It was the consensus of the Council to add the new additions/revisions to the Snow and Ice Control Policy on the agenda of the June 2, 2015 regular City Council meeting for formal action. Attachments: (1) CJ -1 Updated Snow & Ice Control Policy CITY OF EAGAN SNOW AND ICE CONTROL POLICY FOR CITY STREETS (Adopted by City Council on December 20, 1999) (Revised 02-20-07, 6-07-11, 6-04-13, 06-02-15) I. PURPOSE The purpose of this policy is to establish and maintain uniform definitions and procedures concerning snow and ice control operations at the City of Eagan. II. GOAL It is the goal of the City of Eagan Public Works Department to maintain City roadways during the snow and ice season to a bare pavement condition in order to assure delivery of emergency services and provide access to the motoring public. III. PROCEDURE The Transportation and Operations Engineer, or designated representative, will determine when to begin snow and ice control operations. In General: A. Any combination of snow, freezing rain, sleet and/or wind conditions contributing to drifting may require ice control or plowing operations to begin, depending on their effects to city roadways. B. Mainline plowing operations will occur upon the accumulation of approximately two or more inches of snow. C. Cul-de-sacs will be plowed to the center whenever possible with the intention of bulk snow storage in this area. Exceptions will be defined by the Transportation and Operations Engineer, or designee, after identifying a special need or circumstance. D. Full cul-de-sac plowing operations will usually begin approximately one to three hours after the mainline start time. E. The primary effort will be the plowing of all streets and the application of salt/sand or other chemicals at major intersections, steep grades or other critical areas. The secondary effort will be the application of sand/salt on lower volume roads. F. Removal of stored snow from bridges, medians, and intersections will occur as soon as practical after snow and ice control operations are complete. Normally, these efforts will occur during regular work hours. G. All plow routes will be checked and re -plowed as needed during regular work days following mainline plowing efforts. H. Additional plowing, scraping, winging back and/or application of chemicals or abrasives will occur as determined by the Engineer or designee. Whenever possible, these additional operations will continue during normal work shifts until the ice and/or snow is removed from the traveled areas of City roadways. I. Snow plowing and ice control on County roads is the responsibility of the Dakota County Transportation Department. State highways are the responsibility of the Minnesota Department of Transportation. Frontage roads for Minnesota State Highways and County roads are the City's responsibility. The City may assist in snow and ice control operations on these other jurisdictional roadways under emergency or mutual aid conditions. J. New subdivisions within the City of Eagan consisting of public right-of-way and streets to be ultimately transferred to the City for perpetual maintenance will be inspected by City personnel before October 15. The following minimum conditions must be met by November 1 in order for the City to assume snow and ice control responsibilities on these roadways: 1. All streets must have concrete curb and gutter with at least the first lift of bituminous surfacing completed. 2. All manhole and gate valve adjustments accessible and exposed at least 1/4" but no more than 3/4" below existing bituminous surface. 3. All permanent and/or temporary dead-end streets must have a temporary cul-de-sac constructed to City design standards. 4. Boulevard areas must be graded to current City standards and clear of all construction material and debris. 5. If only the first lift of bituminous surfacing has been paved, the transition from the first lift to any existing pavement or cross valley gutters must be ramped at all areas. 6. Hydrant flags must be installed. 7. Responsible parties must receive a written letter from the Public Works Department indicating the City will perform winter snow and ice control maintenance. Responsible parties who do not meet the November 1 deadline will be required to privately provide snow and ice control services to City standards. If they fail to provide the City standard level of service at any time, the City reserves the option to contract with private services or may employ City forces on an overtime basis to perform required operations. Costs will be recovered from the financial security provided by responsible parties for the subdivision/development. K. During extraordinary snow and ice events, additional personnel and equipment may be utilized to supplement normal mainline and cul-de-sac operations. During periods of extended continuous snowfall or freezing rain, operations may be performed on a limited scale and focused on arterial and collector transportation routes and emergency service delivery locations. For safety reasons, no operator shall work more than a twelve-hour shift in any twenty- four hour period. The Engineer or designee may deviate from this work schedule when in his or her judgment it is in the best interest of the city or is necessary because of budget needs, weather conditions or other circumstances. The City has classified City streets based on the street function, traffic volume, and importance to the welfare of the community. Accordingly, snow and ice control routing is designed to provide the maximum possible coverage to higher volume safety sensitive areas first. L. The Engineer or designee will provide an updated mainline and cul-de-sac snowplow route plan by November 1St each year. Specific personnel and equipment or contractual services will be designated to each route to provide maximum efficiency. Alternate equipment and personnel will also be part of the plan and the Engineer or designee will make every effort to cross -train city maintenance personnel wherever possible to assure competent personnel are available. M. The City recognizes that snowplow operators are exempt from traffic regulations set forth in Minnesota Statutes, Chapter 169 while actually engaged in work on streets, except for regulations related to driving while impaired and the safety of school children. Pursuant to this authority, snowplow operators engaged in snow removal or ice control on city streets have discretion to disregard traffic laws set forth in Chapter 169, except for laws relating to impaired driving and school children safety, when in their judgment, it is safe to disregard such laws. The privileges granted herein to operators of snow removal and ice control vehicles shall apply only if the vehicle is equipped with at least one lighted lamp displaying a flashing, oscillating, or rotating amber light placed in such a position on the vehicle as to be visible throughout an arc of 360 degrees. IV. ROADSIDE CONSIDERATIONS Snowplowing operations inherently deposit snow off the traveled portion of the public right of way onto the adjacent boulevard and drainage easement areas. The City will not be responsible for damage to any objects/amenities (fences, landscaping, etc.) located in these publicly dedicated areas. Garbage awaiting pick-up should be set back four to eight feet behind the curb line. Mailboxes must be installed as per City Standard Plate #610. A. Snow plow operators make every effort to remove snow as close to the curb line as practical and to provide access to mailboxes for the Postal carrier. However, it is not possible to provide perfect conditions and minimize damage to mailboxes with the size and type of equipment the City operates. Therefore, the final cleaning adjacent to mailboxes is the responsibility of each resident. B. The City replaces mailboxes that are damaged, broken or knocked down, but only if there was direct contact made by a City plow or City vehicle and provided the mailbox was installed and maintained to City and postal specifications. Those specifications require mailboxes be located at least 48" above the street level with the forward bottom corner of the mailbox located behind the back of the curb. Residents/owners notified by the City via U.S. Mail about mailboxes that do not meet City specifications are responsible and liable to repair/replace/maintain them in the event they are damaged as a result of the City's Snow and Ice Control operations until such time that the mailbox has been brought into compliance with City Standards. If a mailbox is deemed to have been in compliance with City standards and is damaged by a direct hit by a City plow or City vehicle, the property owner may either choose to have the City replace the damaged mailbox with a City standard mailbox installation, or be reimbursed by the City for owner initiated repair/replacement at a cost not to exceed $50 for each support post/structure, $25 for each mailbox receptacle and $25 for each periodical/paper receptacles. C. Most of the mainline plowing vehicles are equipped with a front plow and side wing for two -pass plowing of most residential streets. Plows are angled to the right for plowing from the centerline of the street toward the outside edge of the street. A certain amount of snow will be deposited into driveways abutting curb lines. The City will not remove snow from driveway entrances regardless of whether it has been cleared of snow before the City vehicle arrives. The City does not plow private streets, accesses or driveways. D. Some sidewalks and trails are plowed by the City. Refer to the most current "Sidewalk/Trailway Winter Maintenance Program & Policy." (Sample Attached) E. The City will repair turf damage only on boulevards which was the direct result of plowing beyond the back of the curb. Turf repair will consist of placing black dirt and seed. No repairs to damaged turf will be made by the City after June 1. All other damage within the public rights-of-way or drainage easements or to items installed in these areas without a City permit is the property owner's responsibility (i.e., shrubs, bushes, rocks, trees, irrigation systems, driveways, fences, etc.). V. PARKING REGULATIONS, CITY CODES AND STATE LAWS To help provide a safer and more efficient snow removal operation, the City Council has established parking regulations which are in effect from November 15 to April 15 of each year. A. Based on an odd/even address/day system, the restriction is in effect from 6:00 A.M. to 6:00 P.M. each day. Parking is allowed only on the odd numbered side of the street on odd numbered calendar days and only on the even numbered side of the street on even numbered calendar days. Parking is allowed on both sides of the street from 6:00 P.M. to 6:00 A.M. Any posted parking restrictions take precedent over this Odd/Even winter season regulation. Vehicles not in compliance with this seasonal parking regulation may be ticketed and/or towed. B. Placing of snow in the street or plowing across the street is prohibited by State law and City code. Snow placed in the street or on sidewalks and trails compounds maintenance problems and creates hazards for others. C. Reference to City code and State laws: MINNESOTA STATE STATUTE 169.42 Subd. 1. LITTERING OR PLACING REFUSE UPON HIGHWAYS OR ADJACENT LANDS, PRIVATE PROPERTY, PARKS OR PUBLIC PLACE: DROPPING OBJECTS ON VEHICLES. No person shall throw, deposit, place or dump, or cause to be thrown, deposited, placed or dumped upon any street or highway or upon any public or privately owned land adjacent thereto without the owners consent any snow, ice, glass bottle, glass, nails, tacks, wire, cans, garbage, or any other substance likely to injure any person, animal or vehicle. Subdivision 5. Any person violating the provision of this section shall be guilty of a misdemeanor. CITY CODE CHAPTER 7 SEC. 7.05. OBSTRUCTIONS IN STREETS Subd. 1. Obstructions. It is a misdemeanor for any person to place, deposit, display or offer for sale, any fence, goods or other obstructions upon, over, across or under any street without first having obtained a written permit from the Council, and then only in compliance in all respects with the terms and conditions of such permit, and taking precautionary measures for the protection of the public. An electrical cord or device of any kind is hereby included, but not by way of limitation, within the definition of an obstruction. Subd. 3. Dumping in Streets. It is a misdemeanor for any person to throw, deposit, track or place onto any street any dirt, soil or clay, waste or abandoned products, including, but not limited to, any nails; soil; glass or glassware; cans; cloth or clothing; metal scraps; garbage; leaves; grass or tree limbs; paper or paper products; shreds or refuse; oil, grease or other petroleum products, or to empty any water containing salt or other injurious chemical thereon. It is a violation of this Section to haul any such material, inadequately enclosed or covered, or to fail to remove any dirt, soil or clay from a motor vehicle thereby permitting the same to fall upon streets. It is also a violation of this Section to place or store any building materials or waste resulting from building construction or demolition on any street without first having obtained a written permit from the Council. Subd. 5. Snow in streets or on sidewalks A. Placement of snow or ice within street, sidewalk or tail right-of-way. No person, unless acting under a specific contract with the city or with special permission from the city, shall place snow or ice in any travel portion of any street, sidewalk or trail. B. The owner or occupant of any property adjacent to a public sidewalk, or trail right-of-way who deposits snow or ice in any travel portion of any street, sidewalk or trail right-of-way shall remove the deposit snow or ice within 12 hours after notice is given by the city. If the owner or occupant fails to remove the snow or ice as required in the notice within the 12 hours, the city may perform such work and the owner or occupant shall be personally liable and shall pay the cost within 30 days of mailing of invoice by the city. When payment is not remitted as required herein, the city clerk -treasurer may, at the next meeting, present such information to the city council. The City Council may approve all or a portion of any snow remove costs as herein provided as a special assessment against the abutting property and such special assessments shall, at the time of certifying taxes to the county auditor, be certified for collection as other special assessment are certified and collected pursuant to Minn. Stat.§ 429.101. C. Violation. Any violation of this subdivision shall be a petty misdemeanor offense. Subd. 6 Continuing Violation. Each day that any person continues in violation of this Section shall be a separate offense and punishable as such. CITY CODE CHAPTER 9 SEC. 9.02. GENERAL PARKING PROHIBITIONS It is unlawful for any person to stop, stand or park a vehicle except when necessary to avoid conflict with other traffic or in compliance with the specific directions of a police officer or traffic control device in any of the following places: 1) On a sidewalk or trailway; 2) In front of a public or private driveway or trailway; 3) Within an intersection; 4) Within ten feet of a fire hydrant or mail box; 5) On a crosswalk; 6) Within twenty feet of a crosswalk at any intersection; 7) In a sign -posted fire lane; 8) Within thirty feet upon the approach to any flashing beacon, stop sign or traffic control signal located at the side of a roadway; 9) Within fifty feet of the nearest rail of a railroad crossing; A B C D A" C 10) within twenty feet of the driveway entrance to side of a street opposite the entrance to any fire feet of said entrance when properly sign -posted; 11)Alongside or opposite any street excavation stopping, standing or parking would obstruct traffic; 12) On the roadway side of any vehicle stopped curb of a street; any fire station and on the station within seventy-five or obstruction when such or parked at the edge or 13) At any place where official signs prohibit or restrict stopping, parking or both; 14) In any alley, except for loading or unloading and then only so long as reasonably necessary for such loading and unloading to or from adjacent premises; or, 15) On any boulevard which has been curbed. CITY CODE CHAPTER 9 SEC. 9.03. RECREATIONAL CAMPING VEHICLE PARKING Subd. 1. Definition. The term "recreational camping vehicle" means any of the following: "Travel Trailer" means a vehicular, portable structure built on a chassis, designed to be used as a temporary dwelling for travel, recreational, and vacation uses, permanently identified "Travel Trailer" by the manufacturer of the trailer. "Pickup Coach" means a structure designed to be mounted on a truck chassis for use as a temporary dwelling for travel, recreation and vacation. "Motor Home" - A portable, temporary building to be used for travel, recreation and vacation, constructed as an integral part of a self-propelled vehicle. "Camping Trailer" - A folding structure, mounted on wheels and designed for travel, recreation and vacation uses. Subd. 2. Unlawful Act. It is unlawful for any person to leave or park a recreational camping vehicle on or within the limits of any street or right-of- way for a continuous period in excess of twenty-four (24) hours, except where signs are erected designating the place as a campsite or in a mobile home park. Provided, however, that during such twenty-four hour period, such vehicle shall not be occupied as living quarters. CITY CODE CHAPTER 9 SEC. 9.09. WINTER SEASON PARKING Subd. 1. The winter season in which the following parking restrictions are applicable is hereby defined as beginning on November 15 of each year and continuing through April 15 of the following year. Subd. 2. Parking. On odd -numbered days parking shall be permitted only on that side of the street with odd -numbered addresses for a period of twelve (12) hours beginning at 6:00 A.M. and continuing until 6:00 P.M. On even -numbered days parking shall be permitted only on that side of the street with even -numbered addresses for a period of twelve (12) hours beginning at 6:00 A.M. and continuing until 6:00 P.M. The Director of Public Works, may post signs along the frontage roads located north and south of Diffley Road between Rahn Road and Nicols Road prohibiting parking on either side of the street until it is plowed to its full width following a snowfall of two (2) inches or more. The signs shall state "No Parking Both Sides until Plowed Entire Width 2 Inches of Snow or More". Subd. 3. Impounding and Removing Vehicles. If any vehicle is parked, abandoned, or left standing in violation of the terms of this Section, the vehicle may be moved by the City in accordance with the terms of Section 9.12 of this Code entitled "Impounding and Removing Vehicles". CITY CODE CHAPTER 9 SEC. 9.10. TRUCK, TRAILER AND COMMERCIAL VEHICLE PARKING Subd. 1. It is unlawful to park a detached semi -trailer upon any street, City - owned parking lot, or other public property except streets as specifically designated by the Council by resolution and sign -posted. Subd. 2. It is unlawful to park a semi -trailer, truck -tractor, or a combination thereof, within an area zoned as a residential district, except for the purpose of loading or unloading the same. Subd. 3. It is unlawful to park a truck of more than 9,000 pounds gross vehicle weight upon any street in the business district which has been duly sign -posted prohibiting the same, but parking of such vehicle for a period of not more than twenty (20) minutes shall be permitted in such space for the purpose of necessary access to abutting property while actively loading or unloading when such access cannot reasonably be secured from an alley or from an adjacent street where truck parking is not so restricted. Subd. 4. It is unlawful to park a truck or other vehicle using or equipped with a trailer, or extended body or other extension or projection beyond the original length of such vehicle, or any passenger bus, diagonally along any street except for a time sufficient to load or unload, and in such case, only parallel parking shall be permitted. Provided, however, that truck may stand backed up to the curb if the weight or bulk of the load makes parallel parking impracticable, but then only for a period of time sufficient to load or unload. Subd. 5. Parking of commercial vehicles is permitted in duly designated and sign -posted loading zones, and in alleys, for a period of up to twenty (20) minutes, provided that such alley parking does not prevent the flow of traffic therein, all of which shall be for the purpose of access to abutting or adjacent property while actively loading or unloading. Subd. 6. It is unlawful to park any detached trailer upon any street for a continuous period of more than 24 hours. Subd. 7. It is unlawful to park any vehicle in excess of 9,000 pounds gross vehicle weight and/or any commercial vehicle upon any residential street for a continuous period of more than six hours. CITY CODE CHAPTER 9 SEC. 9.12. IMPOUNDING AND REMOVING VEHICLES Subd. 1. Vehicles in violation of parking regulations. When any police officer finds a vehicle standing upon a street or City -owned parking lot in violation of any parking regulation, such officer is hereby authorized to require the driver or other person in charge of such vehicle to remove the same to a position in compliance with this Chapter. When any police officer finds a vehicle unattended upon any street or City -owned parking lot in violation of any parking regulation or driven by an individual arrested for violation of Minn. Stat. § 169.121 or 169.129, such officer is hereby authorized to impound such vehicle and to provide for the removal thereof to a convenient garage or other facility or place of safety; Subd. 2. Release of impounded vehicles. Any motor vehicle impounded under this section shall only release from impoundment: A. To the registered owner or person authorized by the registered owner, a lien holder of record, or a person who has purchased the vehicle from the registered owner who provides proof of ownership of the vehicle, proof of valid state driving privileges, and proof of insurance required by law to cover the vehicle; B. If the vehicle is subject to a rental or lease agreement, to a renter or lessee with valid state driving privileges who provides a copy of the rental or lease agreement and proof of insurance required by law to cover the vehicle; or C. To an agent of a towing company authorized by the registered owner, renter or lessee if the owner provides proof of ownership of or the renter or lessee provides a copy of the rental or lease agreement for the vehicle and proof of insurance required by law to cover the vehicle; and D. Upon payment of any charge placed against such vehicle for cost of removal or storage or both by anyone called upon to assist therewith. Subd. 3. To whom information provided. The proof of ownership, valid driving privileges and insurance, and, when applicable, the copy of the rental or lease agreement shall be provided to a licensed police officer at the police department or to an agent of the towing company acting on behalf of the police department. CITY CODE CHAPTER 10 SEC. 10.32. OBSTRUCTIONS ON PUBLIC PROPERTY Subd. 5. Snow or Ice on Public Property. It is unlawful for any person not acting under a contract with the City to dump snow or ice on public property. Subd. 6. Continuing Violation. Each day that any person continues in violation of this Section shall be a separate offense and punishable as such. Subd. 7. Condition. Before granting any permit under any of the provisions of this Section, the Council may impose such insurance or bonding conditions thereon as it, considering the projected danger to public or private property or to persons, deems proper for safeguarding such persons and property. Such insurance or bond shall also protect the City from any suit, action or cause of action arising by reason of such obstruction. (Code 1983, § 10.32, eff. 1-1-83) CITY CODE CHAPTER 11 Sec 11.40. GENERAL PROVISIONS Subd. 8. Structures in Public Rights -of -Way. No buildings, structures or uses may be located in or on any public lands or rights-of-way without approval by the Council. Agenda Information Memo June 2, 2015 Eagan City Council Meeting CONSENT AGENDA K. 5 Year Capital Improvement Plan, 2016-2020 (Part III, Public Works Infrastructure) Action To Be Considered: Adopt the 5 -year Capital Improvement Plan for Public Works Infrastructure, Part III (2016-2020) and authorize the initiation of the public improvement process for the 2016 programmed improvements. Facts: ➢ At the Council Workshop held on May 12, 2015, the Public Works Department presented a draft of their proposed 5 -year Capital Improvement Plan (CIP) for 2016-2020. After review and discussion, the Council concurred with the proposed CIP as presented, and directed it to the June 2 Council meeting for consideration of formal adoption. ➢ The total 5 -year CIP amounts to $62.1 million in obligations, and the first year proposed improvements (2016) amount to approximately $10.8 million. ➢ A variety of proposed street and utility improvements have been included as part of the 5 -year Public Works CIP, with modifications as endorsed by the City Council, including: o Water Quality Improvements — The proposed CIP improvements will require an increase to Storm Water Utility Fee rates. It was the consensus of the Council to proceed with the necessary fee rate adjustment in 2016 (to be included as part of 2016 Fee Schedule). Council directed staff to inform the business community and residents of this rate change through educational outreach. ➢ With the adoption of this 5 -year Public Works CIP and authorization to initiate the public improvement process for the 2016 projects, it will allow the necessary coordination with other agencies and the appropriate studies, notices and hearings to be completed in 2015 with the solicitation of bids in early 2016 providing for the best opportunity of competitive prices. ➢ A copy of the final adopted CIP will be placed in the Wescott Library and posted on the City's web site for easy reference by all interested parties. Attachments: (1) CK -1 Map of 2016 CIP Improvements CITY OF EAGAN 2016 CIP } Q Intersection Improvement(4) Steetlight Improvement(34) IN Storm Facility/Operation Improvements(2) ® Water Facility/Operation Improvements(9)N ® Local- 13esurface(8) W—Storm Trunk-New(1) E o A Signal lmprovsment(3) ® Water Trunk lmprovemenls(1) -�==Troll-Overlay(61) 4�. STREET, UTILITY & WATER 12 �4 N L9 Parking Lot lmprovements(18) ®Collector-Overlay(7) z -��Sanitary-Lining(41) QUALITY IMPROVEMENTS o IM Streets -Utility Sit, Improvement(12) — Local-Overlay(85) (�D WaterOuatity(5) O 2,000 4,000 .��wow..v.o.. D. City Cap ® Sanitary Facility/Opatat- improvomenls(3) ® Collector-Resurface(16) FEET of Agenda Information Memo June 2, 2015 Eagan City Council Meeting CONSENT AGENDA L. Contract 15-04, Sperry Tower Recommissioning Action To Be Considered: Reject all bids for Contract 15-04, Sperry Tower Recommissioning, and authorize the rebidding of said contract in 2016. Facts: ➢ On November 5, 2014, the City Council approved the removal of the existing 500,000 gallon Sperry reservoir/tower and replacement with a new "Stealth" design telecommunication tower with LED lighting located south of the existing tower upon existing City property. The Council approval included the authorization of the preparation of detailed plans and specifications. ➢ On April 21, 2015, the City Council approved the plans and specifications for Contract 15-04, Sperry Tower Recommissioning, and authorized the advertisement of bids. ➢ On May 12, in accordance with the Best Value Contracting method for the procurement system of public improvement projects for the City, a mandatory Pre -Bid meeting was held for said contract. Five contractors attended this meeting, ensuring their ability to submit a bid for this project. ➢ On May 18, two technical performance proposals, in accordance with the Best Value Contracting method procedures, were received. ➢ At 10:30 a.m. on May 21, 2015, formal bids were received for this project. Only one formal bid was submitted. ➢ The bid was reviewed for compliance with the bid specifications and accuracy on unit price extensions and summations. The base bid was found to be in excess of 21% more than the Engineer's estimate. It appears that the timing of the bidding process may have limited the number of bidders, as well as impacted the cost of the submitted bid. Public Works Department staff and the engineering consultant have reviewed the factors that appear to have contributed to the bid results and recommend the contract be re -bid during early 2016 for an enhanced bidding climate. Attachments: (1) CL -1 Bid Summary CITY OF EAGAN BID SUMMARY CITY CONTRACT 15-04 Sealed bids will be received by the City of Eagan, Minnesota, at the Eagan Utility Facility located at 3419 Coachman Point, Eagan, MN 55122, until 11:00 a,m., C.S.T., on Thursday, May 21, 2095 at which time they will be publicly opened and read aloud for the furnishing of all labor and materials and all else necessary for the following: 2015 INFRASTRUCTURE IMPROVEMENTS Sperry Tower Recommissioning Eagan Contract 15-04, Project 1154 The receipt of these bids are acknowledged and the request for bids is herby closed at 11:01 am. Signed 5% yontractor Proposal gond guarantee Unit Price Total Bid Mercury Construction Vinco Yes Yes Yes $ 1,451065.00 City Representatives: Linda Dralle, Utilities Systems Analyst Jon Eaton, Superintendent of Utilities Feasibility Study Report Estimate (2 -Oct -2014) $ 1,272,000.00 114% Updated Estimate (15 -Apr -2015) $ 1,198,900.00 121% 5/28/2015 Agenda Information Memo June 2, 2015 Eagan City Council Meeting CONSENT AGENDA M. Contract 15-13, Pond JP -47.2 Sludge Removal Action To Be Considered: Receive the bids for Contract 15-13 (Pond JP -47.2 Sludge Removal), award a contract to New Earth USA, LLC, for the base bid in the amount of $89,000.00, and authorize the Mayor and City Clerk to execute all related documents. Facts: ➢ Pond JP -47.2, and the associated chemical feed system, was built in 2010 as an extension of the Hurley Lake Storm Lift Station to remove phosphorous from the storm water. ➢ The infrastructure is an essential component of the Fish Lake Storm Water Treatment System and has helped remove Fish Lake from the impaired waters list. ➢ The pond accumulates solids as part of the operation and needs to be cleaned every 3-5 years. ➢ Contract 15-13 provides for sludge removal at Pond JP -47.2. The project was programmed for 2015 in the City's 5 -Year Capital Improvement Program (2015-2019). ➢ As of May 18, price quotes from four bidders were received for this work. ➢ All bids have been reviewed for compliance with the bid specifications and accuracy on unit price extensions and summations. The low bid from New Earth USA has been reviewed by the Public Works Department and found to be in order for favorable Council action. Attachments (1) CM -1 Bid Summary QUOTE SUMMARY CITY CONTRACT 15-13 CITY PROJECT 1187 Bids Received: Monday, May 18, 2015 Contractors Total 1. New Earth USA $ 89,000 2. Svnagro $ 98,800 3. GF Jedlicki $ 221,600 4. Mini Dredge $ 255,061 ,Low ::CIP %'.Over/Under"' :Protect ` Quo."te Estimat'e ` FR Estimate Engineer's `Over/Under s } ` Estimate: Eng Estimate 1187 $89,000 111 Agenda Information Memo June 2, 2015 Eagan City Council Meeting 141910&UNk9eTciX►U N. Contract 15-16, Parkcliff Water Main Improvements Action To Be Considered: Approve the plans and specifications for Contract 15-16 (Parl(cliff - Water Main Improvements) and authorize the advertisement for a bid opening to be held at 10:30 a.m., on Thursday, July 16, 2015. Facts: ➢ Contract 15-16 provides for the extension of water main from Dakota Path to existing water main on Parkridge Drive. This connection would improve water pressure, thereby eliminating the need for the individual booster pumps and add redundancy to the system in case of a water main break in the neighborhood. The proposed improvements also require the installation of two pressure reducing valves to maintain appropriate water pressure to the homes within the neighborhood. ➢ On May 19, 2015, the City Council approved Project 1134 and authorized the preparation of detailed plans and specifications, as well as the acquisition of easements, as necessary. ➢ The plans and specifications have been completed by Public Works (Engineering) staff, and are being presented to the City Council for their approval and authorization for the advertisement of bids. ➢ An advertisement will be published in the legal newspaper, as well as construction contracting publications, informing contractors of the bid. Attachments: (0) Agenda Information Memo June 2, 2015, Eagan City Council Meeting Consent Agenda O. Final Subdivision for Case Estates — KJ Walk, Inc. Action To Be Considered: To approve a Final Subdivision (Case Estates) to create ten lots upon approximately 4.5 acres located at 540 Diffley Road Facts: ➢ The Preliminary Subdivision was approved on February 17, 2015. ➢ As proposed, the lots comply with R-1 standards and is consistent with low density residential. ➢ The final development plans and plat have been reviewed by staff and are consistent with the preliminary approvals. ➢ All documents and agreements are anticipated to be in order for execution at the City Council meeting on June 2, 2015. Issues: None Attachments: (2) CD -1 Location Map CD -2 Final Plat 3�o n A U s gva e e � a SEN m s 8�s a v E a e_f IgA$ a a s"'c aE3 U A 5` v a �9 tl� s eB N9 $tl a E " ° ¢ o� c "• o� e so�q e . ° S g ^" g �"i2 y c cNw ps��aB aqm g � II G"G bF� � I 1 xa op 3.°,°x 2 I I mtl�tl amlo la and:es nl a Is exx lawn; ela l:ealrNPi ,.: sz eb°en a awe�Moi sz you=as lo,al - Og,m 3,4L,50.AS �I I t� °4 I / 9t'bs - •-- sb'rtl -"'• cove oo'ce •s Allmn oc'esl .......•.............................luawase3 sue ebe°le.a..................... R S �, W I� L O ql ILII Ipp RI J CC F-- Yq; i' 1.,.•'' ° I I I I I I I I I t ,d%�� / II �i, W ° LL ° ,54. e6Ja Pozn > ry .. __ ° J N os II I i j i I;n hdAS i`yi� El W ne B,1d51 j g (�/ W7 F-- — -----—M:x�n�R4 oe se ° II to j g�• ° �o:t ' ba• ^ o Lanoo M.91AMooas srz I W I---------------------------, M ery° 05:' 9^l H w I w ... O I:• S�� -1 Z I o � I I I I '—�� f� 3•�°:sey�� i $=L _ la �1 F I� N x15 wl I 1� 1^ I I I I I I I =1 1 I Laf U 1 1 1 ,1. erre roxz svbsl _J x___ oo_ee �_____vr sol ____J L________ ozosi ________J ' -- o5'F44 M„5L�5CbON em I�...................'.-ozl.......,......... ... .... .... ... �'• laeaw°x aul lel Ixuz ves �I nl ' i- SgS F- TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR OSBERG DATE: JUNE 2, 2015 SUBJECT: ADDITIONAL INFORMATION / JUNE 2, 2015 CITY COUNCIL MEETING CONSENT AGENDA O. CASE ESTATES FINAL SUBDIVISION Staff has been advised that Ray Bohn, the owner of the property that is to be developed as Case Estates will ask that the item be pulled from the Consent Agenda this evening to address the cost of the trunk area charge for the existing/remaining home on the site. The following is additional background in this regard. It is the City’s policy to resolve any outstanding financial obligations associated with a property at the time it is subdivided. This includes any outstanding or uncollected assessments and trunk charges. Those obligations are defined in the development agreement associated with the Final Subdivision. In the case of the Bohn property, it was determined that the trunk water charge for the existing home had not been paid when the connection occurred in 1997. When such a situation is discovered, it is typical that the payment be at the current rate, which in the case of the Bohn property would be $1,526. Had it been paid at the time of connection in 1997, it would have been $865. Staff understands from conversation with Mr. Bohn that he may ask that the charge be waived entirely because the City did not charge it originally or, if it is to be paid, that it be at the 1997 rate and not the current rate. Past practice in situations like this has been to determine if all appropriate fees have been paid on the entire property included in the subdivision, including trunk area utility fees, and collect payment as part of the development contract. The City Attorney indicates the Council and City has the statutory right to collect the charge at time of development, with the option to collect the charge at current rates, or at the rate at time of connection. The property owner also has the right to protest the collection of the charge, but must do so in writing within 60 days of the final plat approval. No written protest has been received to date. Staff understands the developer has indicated that he is willing to pay the charge at the current rate on behalf of the project in order to not delay approval of the project this evening. Agenda Information Memo June 2, 2015 Eagan City Council Meeting CONSENT AGENDA P. Tesseract Addition Easement Vacation Tesseract Place Right -of -Way Vacation Action To Be Considered: Receive the petition to vacate public easements on Outlot A & Lot 1, Block 1, Tesseract Addition, and to vacate Tesseract Place public right-of-way, and schedule a public hearing to be held on July 7, 2015. Facts: ➢ On May 20, 2015, City staff received a petition from Anthony Adams, Ryan Companies representing MN Autism Center, requesting the vacation of existing drainage and utility easements on Tesseract Addition and the public right-of-way of Tesseract Place, south of Silver Bell Road and north of Trunk Highway 13, in northwest Eagan. ➢ The purpose of the request is to allow the recording of a final plat of the properties for the proposed MN Autism Center expansion (Tesseract 2nd Addition). ➢ The request would vacate the Tesseract Addition existing drainage and utility easements and the Tesseract Place right-of-way on the properties. The vacation of the public easements and right-of-way would clean up the proposed plat by avoiding any underlying recorded dedications. ➢ The final plat for the MN Autism Center (Tesseract 2nd Addition) will address and incorporate all necessary public drainage and utility easements on this property. ➢ The approval of the plat for the MN Autism Center (Tesseract 2nd Addition) will be scheduled for Council consideration at a future City Council meeting. ➢ Notices for a public hearing will be published in the legal newspaper and sent to all potentially affected and/or interested parties for comment prior to the public hearing. Attachments: (2) CP -1 Location Map CP -2 Legal Description Graphics o SILVER BELL TESSERACT EASEMENT I ® VACATION emo LOCATION O v z� Geo Q O w J O Z LAUSEWENGINEEMEase Vacation Graphics\Tesseract.mxd GAEasement Vacations\Graphics\Tesseract.pdf Proposed Right -of -Way and Drainage & Utility Easement Vacation City of Faun Tesseract Addition EXHIBIT A I i ---- _ _-----�'® v — — -- — — 50 L-- 8 a a E ...... ...... ...... ...... ........ _N0 7LJN (?FTHENW 1/4, NE 1/4, SEC. 19, TVP. 27, R.,23 y ...... __SILVER BELL ROAD S 8905648" E 952.71 NE CORNER OF OUTLOT A, M55ERACT ADO. �NW CORNER OF LOT 1, OLOCK ! , 7E55ERACT ADD. f .a —1- W, r r r Y f/I! to I-11 1! j LJ L. a/ aJ 11 f a/ v 1 L. ♦/ 1 x�'1 CL 60 r ,t •,� W U) U) W 1 STREET VACATION To vacate that part of Tesseract Place as dedicated on the plat of Tesseract Addition, Dakota County, Minnesota recorded as document number 1433294 which lies South of a line drawn from the northwest corner of Lot 1, Block 1, said Tesseract Addition to the northeast corner of Outlot A said Tesseract Addition. cn ° H 11 C 7 1 ° o Q rd o v U � ry�e � ° W-1 fly � � a � p 0 °-d© d m m I m �. 30V-ld J.,JVb3SS3lLu > 77, i Cl) � I 1 �M I 0 w � u w� 72 $ o m ku) fix: ' 14 1 M O \0 vqq� !H m 30VId iOVM0IJ3SS3i W J r -o s� t w f "vI 1f1 1 +o- u� _,_._._._._._._._._._._. ------- .----------- ,_,_,_� EXHIBIT D ` I NORTH 1/4 CORNER Or 9EC. /9. W. 27, R. 23 j ; �(alumimum monument found) LU SILVER BELL ROAD NORTH LINE OF THE NE 1/4, NW \ I/4, SEC, I9, TWP. 27, R. 28 \ wy \ w, \ `z \ 2. To vacate that part of the utility easement recorded as document numbers 222193 and 104083 contained within that part of the Northeast Quarter of the Northwest Quarter of Section 19, Township 27, Range 23, Dakota County, Minnesota lying Easterly of Old Cedar Avenue (now lmown as Nichols Road) Agenda Information Memo June 2, 2015, Eagan City Council Meeting CONSENT AGENDA Q. Approve Exempt Permit for Minnesota Blue Knights — Chapter IV to hold a raffle on June 13, 2015 at 1501 Central Parkway Action To Be Considered: To adopt a resolution approving an Exempt Permit for the Minnesota Blue Knights— Chapter IV to conduct a raffle on June 13, 2015 at 1501 Central Parkway. Facts: ➢ The Minnesota Blue Knights — Chapter IV have applied for an Exempt Permit with the Gambling Control Board to hold a raffle as listed above. ➢ All requirements for the application have been met and staff deems it in order for approval. Attachments: (1) CQ -1 Resolution RESOLUTION NO. _ CITY OF EAGAN APPLICATION FOR EXEMPT PERMIT MINNESOTA BLUE KNIGHTS — CHAPTER IV WHERAS, the Minnesota Blue Knights — Chapter IV have applied for an Exempt Permit to conduct a raffle on June 13, 2015; and WHEREAS, the Eagan Police Department has reviewed the application and has not identified any reason to deny; and NOW, THEREFORE, BE IT RESOLVED that the City Council of Eagan, Dakota County, Minnesota, hereby approved the Exempt Permit for the Minnesota Blue Knights — Chapter IV to conduct a raffle on June 13, 2015 at 1501 Central Parkway. Motion by: Seconded by: Those in favor: Those against: Date: June 2, 2015 CERTIFICATION CITY OF EAGAN CITY COUNCIL By: Its Mayor Attest: Its Clerk I, Christina M. Scipioni, Clerk of the City of Eagan, Dakota County, Minnesota, do hereby certify that the foregoing resolution was duly passed and adopted by the City Council of the City of Eagan, Dakota County, Minnesota, in a regular meeting thereof assembled this 2nd day of June, 2015. City Clerk Agenda Information Memo June 2, 2015, Eagan City Council Meeting CONSENT AGENDA R. Approve A Resolution To Accept A Partnership Donation For $1,500 For Eagan Market Fest Family Night From Ford Eco Boost Action To Be Considered: To approve a resolution to accept a donation of $1,500 from Ford Eco Boost for Eagan Market Fest Family Night Partnership and direct the Mayor and City Clerk to sign the appropriate document. Facts: ➢ The Parks & Recreation Department hosts a number of community events at locations throughout the community. Eagan Market Fest is operating its ninth season in 2015. ➢ Eagan Market Fest has budgeted $1,000 for a new partner in the 2015 budget which Ford Eco Boost would fill at the $1,500 level. Since $1,000 was budgeted, an adjustment increase of $500 will be necessary in budget code, 3061-4663 (contributions and donations). ➢ Ford Eco Boost's display of 7 vehicles, 10 x 10 tent, experienced community outreach staff and giveaway items for participating attendees is a good fit for the festivities taking place at Market Fest's Family Night celebration. Attachments: (1) CR -1 Resolution Ford Eco Boost CITY OF EAGAN RESOLUTION TO ACCEPT CASH DONATIONS FROM FORD ECO BOOST WHEREAS, Eagan Parks and Recreation offers several community wide programs and events during the year that offer partnership opportunities; and WHEREAS, Ford Eco Boost, has expressed an interest in partnering with Eagan Parks & Recreation to support the Eagan Market Fest community event; and WHEREAS, Ford Eco Boost has offered to donate $1,500 to support a partnership with Market Fest; and NOW, THEREFORE, BE IT RESOLVED that the Eagan City Council does hereby accept the $1,500 cash donation from Ford Eco Boost to support Eagan Market Fest. Motion made by: Seconded by: Those in favor: Those against: Dated CITY OF EAGAN CITY COUNCIL By: Mayor Attest: City Clerk CERTIFICATION I, Christina M. Scipioni, City Clerk for the City of Eagan, Dakota County, Minnesota, do hereby certify that the foregoing resolution was duly passed and adopted by the City Council of the City of Eagan, Dakota County, Minnesota, in a regular meeting thereof assembled this 2nd day of June, 2015. City Clerk Agenda Information Memo June 2, 2015, Eagan City Council Meeting PUBLIC HEARING A. Variance — 995 Cliff Road (Nancy Sweet) Action To Be Considered: To approve (or direct Findings of Fact for Denial) a Variance to make structural repairs and changes to a non -conforming structure upon property located at 995 Cliff Road, subject to the conditions listed in the staff report. Required Vote For Approval: Majority of Councilmembers present Facts: ➢ The owner is requesting approval of a Variance to allow structural repairs and changes to a non -conforming structure. The property is zoned Agricultural, is 9.96 acres in size and wooded. The property is also located in a Shoreland Overlay District. An existing single-family home, detached garage and metal pole building are present on the property. ➢ The metal pole building is non -conforming to current City Code standards. City Code allows routine repair and maintenance of non -conforming structures, provided the repairs are non-structural in nature. ➢ The narrative indicates the proposed repairs and alterations are intended to provide new exterior finishes which will match the home make access to the structure safer. The applicant proposes to replace the existing steel roof and siding with an asphalt shingle roof and lap siding to match the house. The work includes reframing the roof and installing new trusses to support the asphalt shingle roof, installing new soffits and fascia, adding a new service door, and relocating the 9 ft. overhead door. ➢ The proposed structural repairs and alterations will extend the life of the building, however, the proposed change in exterior finish materials would bring the nonconforming building into greater compliance with the City Code. ➢ City policymakers will need to determine whether the proposed use is reasonable and a Variance is necessary to alleviate a practical difficulty. Issues: None 60 -Day Agency Action Deadline: July 11, 2015 Attachments: (3) PHA -1 Location Map PHA -2 Staff Report PHA -3 Report Exhibits P�M ®®®■®� ®'�®®� ® �" ®♦off �►w� ,��► Vii®■®®.,�! ® �� ®® � ��:. Via■■■®■■■■� ®� i++► rl►�.,®..�, 6®� ;. .■■■ii��ii�®�® ��, ®/III � ®� WHO �� .■■®®O®�4 L� 0 Ln o N s r 4- 7 tq C O ® L6 Tya•�', N� U c � I� i1or vo CD � Q 0 Lm W-:4 c ® N Jl (a Z v yz CL d 4u FITa O 0- ®®®■®� ®'�®®� ® �" ®♦off �►w� ,��► Vii®■®®.,�! ® �� ®® � ��:. Via■■■®■■■■� ®� i++► rl►�.,®..�, 6®� ;. .■■■ii��ii�®�® ��, ®/III � ®� WHO �� .■■®®O®�4 L� 0 Z o N s 0 O 7 tq C O U Tya•�', LO �o i1or W 0 CL FITa ®®®■®� ®'�®®� ® �" ®♦off �►w� ,��► Vii®■®®.,�! ® �� ®® � ��:. Via■■■®■■■■� ®� i++► rl►�.,®..�, 6®� ;. .■■■ii��ii�®�® ��, ®/III � ®� WHO �� .■■®®O®�4 L� 0 Z o N � N O 0 O 7 tq C O C 41®1. ®® LO �o i1or 0 ®®®■®� ®'�®®� ® �" ®♦off �►w� ,��► Vii®■®®.,�! ® �� ®® � ��:. Via■■■®■■■■� ®� i++► rl►�.,®..�, 6®� ;. .■■■ii��ii�®�® ��, ®/III � ®� WHO �� .■■®®O®�4 REPORT DATE: May 28, 2015 APPLICANT: Nancy Sweet PROPERTY OWNER: Same REQUEST: Variance LOCATION: 995 Cliff Road PLANNING REPORT CITY OF EAGAN CASE: 26 -VA -03-05-15 HEARING DATE: June 2, 2015 APPLICATION DATE: May 12, 2015 PREPARED BY: Pamela Dudziak COMPREHENSIVE PLAN: LD, Low Density Residential ZONING: A, Agricultural SUMMARY OF REQUEST The applicant is requesting approval of a Variance to make structural repairs and changes to a non -conforming structure upon property located at 995 Cliff Road, legally described as the East 330 feet of the West 660 feet of the Southeast'/4 of Southwest'/4 of Section 26. AUTHORITY FOR REVIEW City Code Chapter 11, Section 11.50, Subdivision 3, B., 3, states that the Council may approve, approve with conditions or deny a request for a variance. In considering all requests for a variance, and whether the applicant established that there are practical difficulties in complying with the provisions(s) of this Chapter, the City Council shall consider the following factors: a. Exceptional or extraordinary circumstances apply to the property which do not apply generally to other properties in the same zone or vicinity, and result from lot size or shape, topography, or other circumstances over which the owner of property has no control. b. The literal interpretation of the provisions of this Code would deprive the applicant property use commonly enjoyed by other properties in the same district under the provisions of this Code. c. The exceptional or extraordinary circumstances do not result from the actions of the applicant. Planning Report — 995 Cliff Road (Sweet) June 2, 2015 Paee 2 d. The granting of the variance will not confer on the applicant any special privilege that is denied by this Chapter to owners of other lands, structures or buildings in the same district. e. The variance requested is the minimum variance which would alleviate the practical difficulties. f. The variance would not be materially detrimental to the purposes of this Code or to properties in the same zone. g. The property for which the variance is requested is otherwise in compliance with the City Code. The ordinance also states "A variance will be denied when it is not in harmony with the general purposes and intent of the zoning provisions of this Code or when the variance is inconsistent with the comprehensive plan. Any condition imposed upon the approved variance must be directly related to and must bear a rough proportionality to the impact created by the variance." CODE REQUIREMENTS City Code Sec. 11.40, Subd. 5 Accessory Buildings, Structures and Uses, provides in part "Buildings and structures accessory to farming operations are exempt from the requirements of this subdivision ...." and "Accessory buildings exceeding 120 square feet in size shall exhibit finish materials similar and compatible to those utilized on the principal building and match the principal building in color." City Code Sec. 11.40, Subd. 9, Nonconforming Structures and Uses, provides in part "No nonconforming structure shall be erected, converted, enlarged, altered, or changed in any manner which is not in conformity with this subdivision" and "Routine maintenance and repair may be made to a nonconforming structure ... provided the repairs are nonstructural in nature." BACKGROUNDMISTORY The property is unplatted and the parcel is 9.96 acres in area. The property is developed with a single family home constructed in 1977. A detached garage (624 s.f.) is present on the property, as well as a metal pole building (818 s.f.). EXISTING CONDITIONS The property is zoned A, Agricultural, and is located within the Shoreland Overlay District of Holland Lake, a Natural Environment DNR waterbody. The property is wooded, with part of a wetland along the southeast edge of the site. Access to the property is from Cliff Road. The existing buildings are centrally located on the parcel, with the house and garage set back more than 250' from Cliff Road, and the pole building is set back more than 100' behind the house. Planning Report — 995 Cliff Road (Sweet) June 2, 2015 Paae 3 Minimum required setback standards for Agricultural zoning are satisfied. Because of the large lot size and Agricultural zoning, existing building coverage and impervious coverage ratios are not an issue. EVALUATION OF REQUEST Proposal —The applicant is proposing structural repairs to the pole building. While the City Code exempts buildings accessory to farming operations from the typical accessory structures standards, the pole building is no longer accessory to a farming operations. Therefore, the general standards of the City Code related to accessory buildings and structures do apply. In particular, the pole building is non -conforming due to finish materials and compatibility with the principal structure. The proposed repairs include removing the existing steel roof and trusses, reframing the roof and installing new trusses for an asphalt shingle roof, replacing the siding, installing new soffits and fascia, adding a new service door, and relocating the 9' overhead door. The applicant's narrative indicates she proposes to improve safe access to the building through installation of a service door, and improvement of the building with new lap siding and asphalt shingle roof to match the house. The zoning ordinance does allow for non-structural repairs such as new roofing or siding. However, in this case, the repairs require new roof trusses to support the asphalt shingle roof, which is a structural alteration of the building. The owner also desires make the building easier and safer to access by adding a service door on the side of the building; currently access to the building is only through the overhead doors. Variance Criteria — The Zoning Ordinance states that relief may be granted from a required ordinance provision provided there are special conditions that apply to the subject land, the relief is not contrary to the Zoning Ordinance and Comprehensive Guide Plan, and it is necessary to alleviate a practical difficulty. Evaluation — There are presently two detached accessory structures on the property. In the Agricultural zoning district, the City Code does not limit the number of detached accessory structures. However, accessory buildings must remain subordinate to the principal structure. This provision is satisfied -- the combined area of the detached accessory structures is 1,442 sq. ft. and remains smaller than the foundation area of the house, which is 1,828 sq. ft. The nearly 10 acre size of the property is nearly twice the minimum required for Agricultural zoning. The buildings are centrally located within the wooded property. Setbacks are well exceeded, and visibility of the structure from other properties and from the street is limited due to distance and the wooded nature of the site. Due to the large lot size, impervious coverage is not a concern, as it is far less than 25% maximum specified in the Shoreland zoning, and no net increase in hard surface is proposed. Planning Report — 995 Cliff Road (Sweet) June 2, 2015 Page 4 A practical difficulty is required to grant relief from the Zoning Ordinance. The applicant is requesting relief from the non -conforming structures ordinance to allow for structural repairs and alterations to a non -conforming structure. The proposed change in exterior finish materials would bring the nonconforming building into greater compliance with the City Code, which requires accessory buildings larger than 120 s.f. to exhibit finish materials similar to those on the principal building and match the principal building in color. The relief sought by the applicant does not appear to be contrary to the Comprehensive Guide Plan, but may be inconsistent with the intent of the Zoning Ordinance. That is, the purpose of the non -conforming structures and uses ordinance to phase out nonconforming uses and structures over time. Making the proposed structural repairs and alterations will extend the life of the structure, however, the resulting structure will have greater conformance with current City Code. APPLICANT'S PRACTICAL DIFFICULTIES The applicant's narrative indicates she is proposing to replace the existing metal roof and siding on the pole building with lap siding and a shingled roof to match the home. The applicant indicates that the proposed repairs will not change the size of the building, but are necessary to support new exterior finishes which will match the home. The narrative states "I am altering the structure to allow me to maintain the building; I am not changing the size of use of this building in any way. I am also malting this building match the rest of the structures on my property." SUMMARY/CONCLUSION The owner is requesting approval of a Variance to allow structural repairs and alterations to a nonconforming accessory building located at 995 Cliff Road. City Code allows only routine maintenance and repair to a non -conforming structure. The proposed improvements include reconstructing the roof, adding a service door, relocating a 9 ft. overhead door, replacing the metal roof and siding with a new asphalt shingle roof and lap siding to be compatible with the existing house. The area of the structure will remain the same. Setback standards, impervious coverage, and total accessory building area as compared to principal structure area all remain in compliance with City Code. The purpose of the nonconforming uses ordinance is to phase out nonconforming structures and uses over time, and allowing structural repairs and alterations instead extends the life of the nonconforming structure. In this case, the proposed alterations will allow new finish materials to snatch the principal building, resulting in greater conformance with City Code. City policymakers will need to determine whether the proposed use is reasonable and a Variance is necessary to alleviate a practical difficulty. Planning Report — 995 Cliff Road (Sweet) June 2, 2015 Paae 5 ACTION TO BE CONSIDERED To approve a Variance to make structural repairs and changes to a non -conforming structure upon property located at 995 Cliff Road. If approved, the following conditions should apply: 1. If within one year after approval, the variance shall not have been completed or utilized, it shall become null and void unless a petition for extension has been granted by the council. Such extension shall be requested in writing at least 30 days before expiration and shall state facts showing a good faith attempt to complete or utilize the use permitted in the variance. 2. The Applicant shall obtain a building permit prior to construction of the addition. The exterior finish materials shall be compatible with the principal building and match the principal building in color. 3�mat lent S a il�ef r r rF i t 1 ofsm- twopwQjSjl At r } < ¢ r l was s -04 W� q s i n ' g/,iN � I" t Rus �. ` �z ,:. r,_ !�,v,. 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Ilt.d � L� # i >�� • �}�,! •7 >..,fPl r. xt � �� It r t, �{,� ' ; +�.\s> � 5 .rate„^�"�� , Ib i f 4 y \ -•tx�.s' ,. i w R t F # y y � x (u � r; s�r � 4 Y. ci' x r t t t�4 �• *'4 1 yr# z. 1-w i ♦ t y - >3�t inni air II, .tIn r f t FG K k i t • Ti f _ � f A` Y t� ✓ P a 1 ( 4 i E nun Ib BOOM n ntlln H�j oflo Trm f ID 7 1121�1 LINDUS CONSTRUCTION SWEET I. WN, II II � dg i i I I 10 I I � � mPs�[�ASAPtaue 7A' � I I I �It I I II II II I I I I Nancy Sweet 995 Cliff Rd Eagan, MN 55.25 651-454-4846 To whom it may concern: i have hired Undus Construction to make peeded repairs to the outbuilding on my property. Right now this is pole shed with metal roof and wails and I would like make it match my home, it will have. a shingled roof and lap siding. I do not plan on changing the size of the building, but the structure of the building needs to be upgraded to adequately support these new finishes. There are currently three garage doors along the south side of this building, which will remain. Currently to access this building I need to open a garage door so I am adding a walk door to make it easier and safer to access the building. As I understand it the zoning rules allow me to maintain my building but if the size of the building changes or the structure changes I am not allowed to do this. I am only altering the structure to allow me to maintain the building; I am not changing the size or use of this building in any way. i am also making this building match the rest of the structures on my property. As I understand it, my property is zoned agricultural and is surrounded by agricultural and residentially zoned properties. l hope you can see that the variance and subsequent permit should be allowed so I can maintain my property. i have attached all the required drawings and information. I would like to start and complete this project as soon as possible this summer. Thank you -for your help and consideration. In partnership, Nancy Sweet Consent Agenda Information Memo June 2, 2015 Eagan City Council Meeting Old Business A. Ordinance Amendment — Dynamic Sign Messaging Action To Be Considered: To Approve an ordinance amendment to Chapter 11, Section 11.70 to modify the definition of Local Street. Facts: ➢ Non-commercial/non-public signs may be placed in public rights-of-way provided they are five feet from the back of the curb or one foot behind a sidewalk or trail, where one is present. ➢ The intent of the regulations and past enforcement of them has been consistently applied to all City streets. The rights-of-way for County Roads and State Highways are regulated by those entities. It was brought to staff's attention that local street is defined elsewhere in the Code to mean City streets other than those classified in the Comprehensive Plan as principal arterial, "A" minor arterial, "B" minor arterial, major collector or minor collector. ➢ Applying the Code in the literal way would result in a scenario where non- commercial/non-public signage could only be placed in the rights-of-way of neighborhood streets; major and minor collector streets would be excluded. ➢ The City Council directed staff to initiate this amendment at their regular meeting of February 17, 2015. ➢ The Advisory Planning Commission recommended approval at their regular meeting of May 26, 2015. Attachments: (2) OBA-1 Draft APC Minutes OBA-2 Planning report and amendment language Advisory Planning Commission May 26, 2015 Page 4 of 5 B. Sign Placement in ROW Applicant Name: City of Eagan Application: Ordinance Amendment An Ordinance Amendment to clarify regulations pertaining to the placement of non- commercial signs in City street right-of-way. File Number: 01 -OR -04-04-15 City Planner Ridley introduced this item and highlighted the information presented in the City Staff report dated May 20, 2015. Member Dierkes questioned what type of signage the amendment would address. Discussion occurred regarding the definition of public right-of-way. Chair Filipi opened the public hearing. There being no further public comment, Chair Filipi closed the public hearing and turned the discussion back to the Commission. Member Sagstetter moved, Member Vanderpoel seconded a motion to recommend approval of an Ordinance Amendment to Chapter 11, Section 11.70, relative to non-commercial signs in City rights-of-way. All voted in favor. Motion carried 7-0. PLANNING REPORT CITY OF EAGAN REPORT DATE: May 20, 2015 APPLICANT: City of Eagan PROPERTY OWNER: N/A REQUEST: Ordinance Amendment LOCATION: City-wide COMPREHENSIVE PLAN: N/A ZONING: N/A SUMMARY OF REQUEST CASE: 01 -OR -04-04-15 HEARING DATE: May 26, 2015 PREPARED BY: Michael J. Ridley, AICP The City of Eagan is requesting approval of an Ordinance Amendment to Chapter 11, Section 11.70, relative to non-commercial signs in City rights-of-way. BACKGROUND/HISTORY The City Code regulates the placement of signs in City street rights-of-way. The term used in the Code is "local streets". It was brought to staff's attention that local street is defined elsewhere in the Code to mean City streets other than those classified in the Comprehensive Plan as principal arterial, "A" minor arterial, "B" minor arterial, major collector or minor collector. The City Council directed staff to initiate this amendment at their regular meeting of February 17, 2015. EXISTING CONDITIONS Non-commercial/non-public signs may be placed in public rights-of-way provided they are five feet from the back of the curb or one foot behind a sidewalk or trail, where one is present. The intent of the regulations and past enforcement of them has been consistently applied to all City streets. The rights-of-way for County Roads and State Highways are regulated by those entities. Planning Report — Ordinance Amendment May 26, 2015 Page 2 EVALUATION OF REQUEST Applying the Code in the literal way would result in a scenario where non-commercial/non- public signage could only be placed in the rights-of-way of neighborhood streets; major and minor collector streets would be excluded. The historical enforcement and intent of the Code language has been to allow this type of signage in all City rights-of-way provided there were no public safety issues created. The locational requirements protect public safety by maintaining proper sight -lines. SUMMARY/CONCLUSION The historical enforcement and application of the City Code language has been to allow non- commercial/non-public type of signage in all City rights-of-way provided there were no public safety issues created. However, the strict application of the existing Code language would allow this signage only on neighborhood streets or on those streets not classified in the Comprehensive Plan as principal arterial, "A" minor arterial, `B" minor arterial, major collector or minor collector. The intent of the City Code language and the staff approach to regulating non-commercial/non- public signage within City rights-of-way was to require the signage be located five feet from the back of the curb or one foot behind a sidewalk or trail, where one is present. ACTION TO BE CONSIDERED To recommend approval of an Ordinance Amendment to Chapter 11, Section 11.70, relative to non-commercial signage in City rights-of-way. ORDINANCE NO. 2ND SERIES AN ORDINANCE OF THE CITY OF EAGAN, MINNESOTA, AMENDING EAGAN CITY CODE CHAPTER 11 ENTITLED "LAND USE REGULATIONS (ZONING)" BY AMENDING SECTION 11.70, SUBD. 28 REGARDING NON-COMMERCIAL SIGNS IN CITY STREETS/RIGHTS-OF-WAY; AND BY ADOPTING BY REFERENCE EAGAN CITY CODE CHAPTER 1 AND SECTION 11.99. The City Council of the City of Eagan does ordain: Section 1. Eagan City Code Chapter 11 is hereby amended by changing Section 11.70, subd. 28 (A)(3)(d) to read as follows: (d) Local street means a street within the city that is under the exclusive control and jurisdictional authority of the citX�a�isl�-is—neEtienz�ssifzed��tii�t1� Comprehensive Guide -Plan as a prineipal a4er-ial, "A" miner a#er-ial, "B" miner a4er-ial, m�e eel eeter- ,miner -cheerer Section 2. Eagan City Code Chapter 1 entitled "General Provisions and Definitions Applicable to the Entire City Code Including 'Penalty for Violation"' and Section 11.99, entitled "Violation a Misdemeanor" are hereby adopted in their entirety by reference as though repeated verbatim. Section 3. Effective Date. This ordinance shall take effect upon its adoption and publication according to law. ATTEST: CITY OF EAGAN City Council By: Christina M. Scipioni Its: City Clerk Date Ordinance Adopted: Date Ordinance Published in the Legal Newspaper: Date of Advisory Planning Commission Hearing: By: Mike Maguire Its: Mayor Agenda Information Memo June 2, 2015, Eagan City Council Meeting New Business A. Conditional Use Permit — Beacon Roofing Supply Actions To Be Considered: To approve (or direct preparation of Findings of Fact for Denial) a Conditional Use Permit to allow the outdoor storage of roofing shingle products on property located at 2922 West Service Road, subject to the conditions listed in the APC minutes. To approve (or direct preparation of Findings of Fact for Denial) a Conditional Use Permit to allow the outdoor storage of a 26 -foot tall, 120 square foot pylon sign on property located at 2922 West Service Road, subject to the conditions listed in the APC minutes. Required Vote For Approval: ➢ Majority of Councilmembers present Facts: ➢ The site is presently occupied by a 54,000 SF office/warehouse building that was constructed in 1996. ➢ The property is zoned and surrounded by 1-1 (Limited Industrial) parcels. ➢ A CUP was approved in 1996 to allow outdoor storage of 20 semi -trucks and trailers. ➢ The proposed storage is consistent with the outdoor storage requirements found in the City Code save for screening from the public right-of-way and front yard location. ➢ The proposed pylon sign meets City Code requirements. ➢ The Advisory Planning Commission held a Public Hearing on May 26, 2015 and they are recommending approval of both requests. Issues: None 60 -Day Agency Action Deadline: June 14, 2015 Attachments: (4) NBA -1 Location Map NBA -2 Draft May 26, 2015 APC Minutes NBA -3 Planning Report NBA -4 Exhibits � q> a �Vuo CO 0 =Eo .F L 0p.Mo O M O C O Q: O r" 9 r- N O O R V 6 Z *j U deo CL W Z <1Z � O O F ro V N C O U a C m O C) a a m off. U ami � amp. o 0 Lr) 0 NEI r ile,..� .� ■i��r� �►JIIIGI/ll/l Jllllll4 \UQ\��. ME � .�: •��'I'llll Advisory Planning Commission May 26, 2015 Page 2of5 IV. PUBLIC HEARING New Business A. Beacon Roofing Supply Applicant Name: Justin Hinze, Beacon Roofing Supply Location: 2922 West Service Road; Lots 1, 2, & 3, Block 6, Eagandale Center Industrial Park Application: Conditional Use Permit A Conditional Use Permit to allow outdoor storage of roofing shingle products. File Number: 03 -CU -02-04-15 Application: Conditional Use Permit A Conditional Use Permit to allow outdoor storage. File Number: 03 -CU -03-04-15 Planner Thomas introduced this item and highlighted the information presented in the City Staff report dated May 21, 2015. Rick Mack, Planforce Commercial Interiors, LLC, questioned the level of landscaping required to meet the condition of approval. Planner Thomas explained a Landscape Plan could be reviewed by Planning staff and should screen from West Service Road. City Planner Ridley clarified the berm may be sufficient to screen the view -shed from Center Court. Discussion occurred regarding lock boxes and total height of the outdoor storage. Chair Filipi opened the public hearing. There being no further public comment, Chair Filipi closed the public hearing and turned the discussion back to the Commission. Member Piper moved, Member Vanderpoel seconded a motion to recommend approval of a Conditional Use Permit to allow outdoor storage of roofing shingle products, subject to the following conditions: 1. This Conditional Use Permit shall be recorded at Dakota County within 60 days of approval by the City Council and proof of its recording provided to the City. 2. This CUP shall supersede and replace prior CUP's granted to this property. 3. The outdoor storage shall be limited to those items approved and located in the outdoor storage areas as identified on the Site Plan received April 28, 2015. Advisory Planning Commission May 26, 2015 Page 3 of 5 4. The applicant shall provide a Landscape Plan for staff review and approval that provides additional evergreen plantings to screen the outdoor storage from Center Court and West Service Road. 5.New and replacement landscaping shall be installed by October 1, 2015. 6. No additional outdoor storage shall be allowed. 7. All parking and storage areas shall be properly maintained to prevent deterioration. 8. The applicant shall provide Knox lock boxes or Knox padlocks at all the gates for Fire Department access subject to review and approval by the City Fire Marshal. 9. A dead coniferous tree along the south/east property line shall be replaced by October 1, 2015. 10. The applicant shall restripe the parking stalls per City Code dimensional requirements. All voted in favor. Motion carried 7-0. Member Piper moved, Member Sagstetter seconded a motion to recommend approval of a Conditional Use Permit to allow a 26 -foot tall, 120 square foot pylon sign, subject to the following conditions: 1. This Conditional Use Permit shall be recorded at Dakota County within 60 days of approval by the City Council and proof of its recording provided to the City. 2. An administrative Sign Permit shall be obtained from the City prior to installation of the pylon sign. 3. The pylon sign shall be setback a minimum of 10 ft. from all property lines. 4. The pylon sign shall be located as indicated on the Site Plan received April 28, 2015. 5. The pylon sign shall not exceed the dimensions as indicated on the Sign Exhibit dated April 28, 2015, 6. The pylon sign shall comply with all Sign Code requirements. 7. Landscaping shall be restored to the current condition and mulch and grass installed by October 1, 2015. All voted in favor. Motion carried 7-0. PLANNING REPORT CITY OF EAGAN REPORT DATE: May 21, 2015 APPLICANT: Beacon Roofing Supply PROPERTY OWNER: Northern Lights Properties Company REQUEST: Conditional Use Permits LOCATION: 2922 West Service Road CASE: 03 -CU -02-04-15 03 -CU -03-04-15 HEARING DATE: May 26, 2015 APPLICATION DATE: April 15, 2015 PREPARED BY: Sarah Thomas COMPREHENSIVE PLAN: IND, Limited Industrial ZONING: I-1, Limited Industrial SUMMARY OF REQUEST Beacon Roofing Supply is requesting approval of: • Conditional Use Permit to allow outdoor storage of roofing shingle products • Conditional Use Permit to allow a 26 -foot tall, 120 square foot pylon sign The above requests pertain to property located at 2922 West Service legally described as Lots 1- 3, Block 6 Eagandale Center Industrial Park. AUTHORITY FOR REVIEW Conditional Use Permit: City Code Chapter 11, Section 11.50, Subdivisions 4C and 4D provide the following. Subdivision 4C states that the Planning Commission shall recommend a conditional use permit and the Council shall issue such conditional use permits only if it finds that such use at the proposed location: 1. Will not be detrimental to or endanger the public health, safety, or general welfare of the neighborhood or the City. 2. Will be harmonious with the general and applicable specific objectives of the Comprehensive Plan and City Code provisions. Planning Report — Beacon Roofing Supply May 26, 2015 Page 2 3. Will be designed, constructed, operated and maintained so as to be compatible in appearance with the existing or intended character of the general vicinity and will not change the essential character of that area, nor substantially diminish or impair property values within the neighborhood. 4. Will be served adequately by essential public facilities and services, including streets, police and fire protection, drainage structures, refuse disposal, water and sewer systems and schools. 5. Will not involve uses, activities, processes, materials, equipment and conditions of operation that will be hazardous or detrimental to any persons, property or the general welfare because of excessive production of traffic, noise, smoke, fumes, glare or odors. 6. Will have vehicular ingress and egress to the property which does not create traffic congestion or interfere with traffic on surrounding public streets. 7. Will not result in the destruction, loss or damage of a natural, scenic or historic feature of major importance. 8. Is appropriate after considering whether the property is in compliance with the City Code. Subdivision 4D, Conditions, states that in reviewing applications of conditional use permits, the Planning Commission and the Council may attach whatever reasonable conditions they deem necessary to mitigate anticipated adverse impacts associated with these uses, to protect the value of other property within the district, and to achieve the goals and objectives of the Comprehensive Plan. In all cases in which conditional uses are granted, the Council shall require such evidence and guarantees as it may deem necessary as proof that the conditions stipulated in connection therewith are being and will be complied with. BACKGROUNDMISTORY According to the applicant's narrative, "Beacon Roofing Supply, Inc. is one of the largest distributors of residential and non-residential roofing and complementary building products in North America .... We desire to commence operations later this year or in early 2016 ... In addition to roofing, local product offerings can include windows, siding, decking, waterproofing and many other external building products..." A Conditional Use Permit (CUP) was approved in 1996 to allow the outdoor storage of twenty (20) semi -trucks and trailers. Also, a CUP and Variance were approved in 2013 to allow a 100 - foot monopole telecommunications tower with a 9 -foot lighting rod located in the side yard. The tower was not constructed. Planning Report — Beacon Roofing Supply May 26, 2015 Page 3 EXISTING CONDITIONS The 54,000 SF office/warehouse building and parking lot were constructed with the original development of the site in 1996. The building is connected to City sewer and water services. A 10' drainage and utility easement is located along the West Service Road and Center Court road right-of-way, and a storm water pond is situated at the west end of the property. An existing driveway access is located on Center Court, and two driveways are located on West Service Road. The southbound I -35E exit ramp is immediately adjacent to the east property line and an existing chain link fence is located along that property line. The site is generally flat with a low point generally in the middle of the property, with elevations ranging from 907 to 895. The eastern portion side of the property is lined with several mature trees. A coniferous tree in this area has died and should be replaced. A site visit found the parking lot to be relatively bare of striping. The parking stalls should be restriped per City Code dimensional requirements. SURROUNDING USES The subject site is surrounded by I-1, Limited Industrial properties except for 1-35E to the East. EVALUATION OF RE, OUEST Compatibility with Surrounding rea — Outdoor storage is a conditional use in the I-1 zoning district. The proposed use appears generally compatible with the surrounding properties and existing uses. Site Plan — The applicant is requesting outdoor storage of palletized roofing materials on existing paved surfaces on the east and west side of the existing building , similar to the storage areas approved with the 1996 CUP. The eastern area will comprise of 8,148 SF of storage and the western area will be 24,485 SF, totaling 32,669 SF of outdoor storage on the property. The applicant is also requesting a CUP for a pylon sign. The proposed sign is 120 square feet in area and 26 feet in height. The sign will be made of an aluminum base and frame and a polycarbonate sign panel. The proposed pylon sign is to be located more than 10 feet from the West Service Road right-of-way meeting standard Sign Code requirements. The proposed storage areas are currently constructed with bituminous asphalt with surrounded with concrete curb and gutter. A chain link fence with gates at the entrances is proposed around both outdoor storage areas. Lock boxes meeting Eagan Fire Department specifications should be installed at all fence gate locations. Planning Report — Beacon Roofing Supply May 26, 2015 Page 4 Outdoor Storage Requirements — 1. Outdoor storage items shall be placed within an enclosure as necessary to achieve appropriate security and containment or for public safety reasons when determined necessary by the city. In general business (GB) and community shopping center (CSC) zoning districts, the enclosure shall be attached to the principal building and be constructed of materials which are aesthetically compatible with the principal building. In limited industrial (I-1) and general industrial (I-2) zoning districts, the enclosure may be detached from the principal building. A MnDOT fence is located along the S/SE perimeter of the site. The applicant proposes a new eight foot fence and two gates along West Service Road. As previously mentioned, lock boxes meeting Eagan Fire Department specifications should be installed at all fence gate locations. 2. The storage areas shall be located in the side or rear yards and shall not encroach into any required front building setback area or other required setbacks. The outdoor storage locations are pre-existing as they were approved with the 1996 CUP. They do not encroach into the front setback from West Service Road. 3. The outdoor storage area shall be screened fi°om view from the public right-of-way and from any adjacent property which is designated for residential uses in the comprehensive guide plan. The site contains some existing mature landscaping; however, the storage areas are not fully screened. The existing landscaping will remain and no additional screening is proposed. 4. The storage area shall not interfere with any pedestrian or vehicular movement. The proposed location as identified on the Site Plan would provide the same level of service in a location that allows adequate emergency vehicle access and minimal occurrence of pedestrian movement. 5. The storage area shall not take up required parking spaces or landscaping areas. The I-1 zoning district requires a minimum of 25% green space on the property. The applicant has not provided this figure; however, both a pond and open space lie on the west side of the property and it appears as though this requirement is easily met. Furthermore, no additional impervious surface is proposed with this request. The applicant has provided parking information in the narrative and provided proof -of - parking for 22 stalls on the Site Plan. Planning Report — Beacon Roofing Supply May 26, 2015 Page 5 6. The storage area shall be surfaced with concrete or an approved equivalent to control dust and erosion. The surface shall be properly maintained to prevent deterioration. The proposal satisfies this condition. Sign Ordinance — All ordinance requirements appear to be met. The City Code allows for a pylon no greater than 27' in height and no larger than 125 square feet in area per side with approval of a Conditional Use Permit. Pylon signs are not to be located within 300 feet of each other on the same side of the street. Landscape Plan — The site contains some existing mature landscaping; however, the storage areas are not fully screened. The applicant should provide a landscape plan that meets the City Code requirement that outdoor storage be screened from view from public r -o -w. The applicant has stated the area under the sign will consist of landscape edging filled with mulch to match other landscape areas on the site. Grasses will also be clustered at the base of the sign. Wetlands — Because there are no wetlands on site, City Code §11.67, wetland protection and management regulations, does not apply. Stormwater Management/Water Quality — The applicant does not propose an increase to the amount of existing imperious surface. Therefore, City Code §4.33 Post -Construction Requirements do not apply. Utilities — The existing eastern building on the site is connected to the City sanitary sewer and water main systems. No additional connections or modifications to utilities are proposed with this application. Streets/Access/Circulation — Public street access and circulation within the site will remain unchanged. Financial ObligationAt this time, there are no pending assessments on the parcel. SUMMARY/CONCLUSION The applicant is requesting approval of a Conditional Use Permit to allow outdoor storage approximately 33,000 SF of roofing materials. No new construction is associated with this proposal and the storage is proposed in the same location as prior outdoor storage has been permitted. The site is located in an industrial area. The proposed outdoor storage satisfies four of the six outdoor storage criteria. The outdoor storage standards not met include 1.) proper screening of the proposed storage from Center Court and West Service Road and 2.) side and rear yard storage location. With public r -o -w on three sides, the site technically has three front yards; however, this is an existing condition of the current CUP on record. Conditions which are satisfied include enclosure, access/circulation, parking/landscaping and surfacing. Planning Report — Beacon Roofing Supply May 26, 2015 Page 6 The applicant is also requesting approval of a Conditional Use Permit for a 26 foot tall, 120 square foot pylon sign. The proposed sign appears compatible at the proposed location and appears to satisfy bulls standards for pylon signs in the Sign Ordinance. ACTIONS TO BE CONSIDERED To recommend approval of a Conditional Use Permit (CUP) to allow outdoor storage of roofing shingle products for property located at 2922 West Service Road. If approved, the following conditions shall apply: 1. This Conditional Use Permit shall be recorded at Dakota County within 60 days of approval by the City Council and proof of its recording provided to the City. 2. This CUP shall supersede and replace prior CUP's granted to this property. 3. The outdoor storage shall be limited to those items approved and located in the outdoor storage areas as identified on the Site Plan received April 28, 2015. 4. The applicant shall provide a Landscape Plan for staff review and approval that provides additional evergreen plantings to screen the outdoor storage from Center Court and West Service Road. 5. New and replacement landscaping shall be installed by October 1, 2015. 6. No additional outdoor storage shall be allowed. 7. All parking and storage areas shall be properly maintained to prevent deterioration. 8. The applicant shall provide Knox lock boxes or Knox padlocks at all the gates for Fire Department access subject to review and approval by the City Fire Marshal. 9. A dead coniferous tree along the south/east property line shall be replaced by October 1, 2015. W. The applicant shall restripe the parking stalls per City Code dimensional requirements. To recommend approval of a Conditional Use Permit (CUP) to allow a 25 -foot tall, 120 square foot pylon sign for property located at 2922 West Service Road. If approved, the following conditions shall apply: 1. This Conditional Use Permit shall be recorded at Dakota County within 60 days of approval by the City Council and proof of its recording provided to the City. 2. An administrative Sign Permit shall be obtained from the City prior to installation of the pylon sign. Planning Report — Beacon Roofing Supply May 26, 2015 Paae 7 3. The pylon sign shall be setback a minimum of 10 ft. from all property lines. 4. The pylon sign shall be located as indicated on the Site Plan received April 28, 2015. 5. The pylon sign shall not exceed the dimensions as indicated on the Sign Exhibit dated April 28, 2015. 7. The pylon sign shall comply with all Sign Code requirements. 8. Landscaping shall be restored to the current condition and mulch and grass installed by October 1, 2015. �x b pu � � � I 1�in00 �OiN30 ! \\\ I §(- , ■ / \ f | \ . !. ^ no ©OR®]Bk : & # & & O® !!i! �x b pu � � � I 1�in00 �OiN30 + | ( \ : & # & & �x b pu � � � I 1�in00 �OiN30 Zat UTfig• W 41 z _® Mo= J mew ¢� 0 a oln \ \�� =��5 a ` '•yg,• I Y I I'I�I 1 1 1 1 11_1 l I l l I_'I 1 I. �_I� I��I IIFI �;I I 11.1 1O `� i{3II '.Q I I 11.111 I 111 ISI 111 11111 ��d \ �S� •. 1 1 1 1 1 1 I I I I I 1 1 1 1 1 1 1 1 1 1 ��e 8�— _•�„ 1 1 1 Yu( 1 1 1 1 1 i'1 1 1 1 1 1 11 I i' Po I F- \\�� a a slay ;�='b • J a \ 12 w \ W w yse:� y§gP°i$ •y9g�i',a. w o 0 %0 %0 . ¥ \^ t H \ : ©: U. \ Beacon Roofing Supply, Inc. April 29, 2015 Ms. Sarah Thomas Planner City of Eagan, MN Municipal Center 3830 Pilot Knob Road Eagan, MN 55122 Re: 03 -CU -04-02-15; 03 -CU -04-03-15 Business Activities Statement for Conditional Use Permit 2922 West Service Road, Eagan, MN 55121 Dear Ms. Thomas: On behalf of Beacon Roofing Supply, Inc. ("Beacon"), and our related Roof Depot regional brand under which we operate in Minnesota, we are pleased to submit the following letter outlining more information about our company and proposed business activities as our company looks to relocate our Minneapolis operations into the City of Eagan. Beacon Roofing Supply, Inc., a Fortune 1000 company, is one of the largest distributors of residential and non-residential roofing and complementary building products in North America. We currently consist of 13 regional companies in 42 states and 6 Canadian Provinces with 270 locations and more than 3,000 employees. We are known throughout the building supply industry for having quality people, quality service and quality building products. Our local branches stock a comprehensive product line that caters to the local market. In addition to roofing, local product offerings can include windows, siding, decking, waterproofing and many other external building products as appropriate for the Minneapolis -St. Paul market and surrounding areas. We desire to commence operations later this year or in early 2016 at 2922 West Service Road within Eagandale Center Industrial Park, the former location of Ballard Moving & Storage and currently Suddath Relocation (vacating later this year). This property is zoned 1-1 and provides an office and showroom for our employees and customers along with warehouse space and ample existing paved area for outside storage of our residential roofing shingle products. All products being stored outside are new, neatly stacked and arranged, and typically shrinkwrapped on pallets or similar — maintained in a very professional appearance. I have attached recent photographs from our new location in Rogers, MN that illustrate our outside storage activities. We opened this location in August 2014 and received a similar CUP from the City of Rogers. There is ample and excess existing parking at the location as our current operation includes 13 employees, with the possibility for 1 — 3 additional seasonal employees. We do not currently anticipate more than 20 employees at any time at this location. Our operations include a contractor showroom and we may from time to time have an additional 10 — 20 customer/visitors on site. A total of 40 — 50 parking spots for our operations would be sufficient, and we can work with PlanForce and City Staff to ensure we provide as many as needed to meet municipal requirements, including shown "proof of parking" areas that could be utilized in the future should the need arise. 15500 West 1081h Street, Second Floor, Lenexa, KS 66219 — 913-871-1940 phone — www.b eaconroofingsupp ly. com City of Eagan, April 29, 2015 In response to questions raised in your letter dated April 21, 2015, 1 would like to provide the following additional information in support of our application: • What type of roofing materials will be stored outside on site? o Residential roofing shingles, wrapped in "square" bundles (33 - 100 sq. ft of shingles per bundle, varies by manufacturer spec), and palletized on 3' x 3' or 4' x 4' pallets and neatly arranged in the storage area as shown in the attached photographs. All materials stored will be new and in good condition. • The pylon sign references siding and windows, will this be part of the outdoor storage request? o No, while siding and windows will be distributed from this location, they will be stored inside the warehouse and will not be part of the outdoor storage, except in limited instances when a load may be in process of staging and loading for a short time during the day while preparing for delivery. • Provide a site plan including a layout of exactly what will be stored and where. How many pallets in total are expected to be on the site? o PlanForce has attached a revised Site Plan providing additional notations as requested. It is difficult to estimate exactly how many pallets are expected on site as this number varies significantly throughout the year due to the seasonality of the roofing business. In early spring we traditionally make a large buy for the season and the outdoor storage area may be full of product, whereas by late fall and into winter the inventory levels are typically lower. • Identify color and type of material for sign pole which should match the principal structure. o The building is currently white/gray with green accent stripes around the building exterior. Prior to occupancy, Beacon intends to paint the green areas red to match our Roof Depot branding of red, white, and black colors. The signage will also be red, white, and black in color as shown on the attached exhibit. The signage materials will include an aluminum base and frame and polycarbonate sign panel. • Provide a landscape plan for the base of the pylon sign. o Please see attached. Beacon is pleased to have the assistance of Weld Ransom and Rick Mack of PlanForce in completing this submittal. Please do not hesitate to reach out to me, Weld, or Rick anytime we can answer questions or be of further assistance. We appreciate your consideration of our application and look forward to working with you, City Staff, Planning Commission, and City Council towards opening a successful operation in Eagan. Sincerely, C00 Erik Murray, SIO Director of Real Estate & Facilities CC: Rick Mack and Weld Ransom, PlanForce Commercial Interiors, LLC Bill Sarvis, Regional Vice President, Beacon Roofing Supply, Inc. Justin Hinze, Regional Manager, Roof Depot North Region John Deering, Market Manager, Roof Depot Josh Huempfner, Upland Real Estate Group 15500 West 108th Street, Second Floor, Lenexa, ICS 66219 — 571-334-1577 phone www.beaconroofingsupply.com Jl� *r(3l tip � { .,�� r{ y 1T .y `• _ y ( f3 � Y S + `!� i P 1 `' + � '� • •f' fi °'C�, '' '< �7 } k�'CaA x ri ,, L i`i►abizr ` 1 �f f� '4� ' h A� :' + J r � ! yyy ,�. � �S<. ( �"�7�1} l�y�i -(t+�` t �/�i•71 d t �'�, iE i -� e,'t7 t �' ''�I E• � '1 �.m _ 1 "`_�.� Beacon Roofing Supply Sample Signage and Branding (red stripe color scheme) Rogers, MN location (22851 Industrial Blvd.) Agenda Information Memo June 2, 2015 Eagan City Council Meeting NEW BUSINESS B. Competitive Franchising Presentation — Consideration of Notice of Intent to Franchise and direction to staff to begin negotiations with CenturyLink Action To Be Considered: Direct the publication of a Notice of Intent Franchise. And Authorize staff to begin negotiations regarding franchise terms with respective applicant. Facts: ➢ Recently, the City Council may have seen news coverage out of Minneapolis of that city granting a new competitive cable franchise to CenturyLink. ➢ CenturyLink has an interest in offering competitive cable franchises in numerous other Minnesota cities including Eagan with the deployment of its Prism product utilized in Omaha, and several other markets. ➢ Among other attributes, any local PEG programming provided to CenturyLink in High Definition would be shown to the public in HD, which is currently not the case with Comcast distribution in Eagan. ➢ There are some unresolved questions related to Centuryl.ink's proposal to initially provide Prism to a portion of Eagan households and whether Prism will be made available to all households over the term of the Franchise. State law and Federal law appear to provide the City with conflicting directions regarding system build out which will be outlined for the Council. ➢ Eagan's cable franchise attorney will make a presentation regarding the matter and Communications Director Tom Garrison will introduce two items for consideration by the Council and determine if the Council or its designees are interested in seeing a demonstration of the PRISM cable offering. Attachments: (1) N1313-1 PowerPoint Presentation vi 00 W 41c W LMW M :N 9 N V ° 4-1 v .-, ® o ® V ,V �. � cn _0 O O 4 0 Ln ®, N LM V 4. �' u ® 0._ , �o ■ a M Q) L m 046 V) 0 G *14 9 4 ■s m ■ M J 0 4--J 4-J U a -J a -J -0 � j rDc) 4-Jw E C cu w I— L. m ® ®� � 0) w^p.V -0 e > >i- (1) > c�a--' (0� 5 D,^� E� L_ (n ® u M D .� 4-) V L- V) ® 0 � 4-J® 4-J w C: c:E 'D r� ° E "' �� -0 fugu�� ® ® � ro (f) r. 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E fu 0 Ln 2:% U1 • 1;fu i 14-J fo�. • 1 1 1 1 1 �. j 1 i / • ' ' • 1 } o c -.T >%— 1' u U) V) (n 1 1 EUl 0 1 1 1 m i 1 1 o• i 11 1 1 1 u 0 1 1 • !' ru fu I W _0 0 E 4J . ® -0 4, (o ro E 4-J Q) 10 I n — C: V 4—J (1)' C: (3) E 0 Q) •— a, C Ln u D ®TEEEEI r) U 4) cn UO) EEC 4-J 4-)� ® r' '-° -� -0r� a N .- N � 4 r (1) �4�, U EEr 4-J ® LEE. ' a) y— n 4-J U � > ® ,® -� U 4) • — 4� i — — . "10 —C.� Q i- �-- ®o' • < • • Q) .E CV) O U E O M V Ul ® ,N -i O (n E . < w O OU 6'fu•��-� W O (n U) CO 3:O, fu E (u (n z '� O O ® -.-J u f cri \ CrO - 4- J0 rooC: ro - C: cu Ln oZS 0 Ln L E W 0 0o N tlo N Cheryl Stevenson From: schomaker's <schomaker@q.com> Sent: Thursday, April 30, 2015 4:11 PM To: City Council Subject: restoring the original 1914 town hall This email is directed to our mayor and all the city council members. Please tell me how you can call what is proposed for the original site to be restoration. The plan calls for almost $300,000 from tax payers plus numerous grants to be invested in this project to restore the 1914 Town Hall. It was a shame the building was subjected to such a senseless fire in the first place. We long time residents felt a certain loss when that happened. I am glad the building and its history will be restored but not in the manner that is projected. If you are saying it will be restored to its original state for historical reasons so future generations can see what our wonderful city was like, that is not what is proposed. Putting modern heating and air conditioning and lighting into the building does not serve the intended purpose. This project could be done with a lot less money if you are truly trying for the 1914 look and feel of our cities history. There may be additional information that I have not seen that explains the need for this type of renovation. This little old building was a symbol of that time period and I hate to see it being modernized with the type of restoration proposed. I know I am to late to make a difference but I felt a need to express my feelings. Thank you for taking the time to listen to a tax payers opinion and view of the project. Sincerely, Lynda Schomaker