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01/16/2018 - City Council RegularAGENDA EAGAN CITY COUNCIL EAGAN MUNICIPAL CENTER BUILDING JANUARY 16, 2018 6:30 P.M. I. ROLL CALL AND PLEDGE OF ALLEGIANCE II. ADOPT AGENDA III. RECOGNITIONS AND PRESENTATIONS A. GASOLINE Pipeline Spill Update 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 Cooperative Agreement with the City of Bloomington for Police Assistance Related to the 2018, National Football League (NFL) Super Bowl F. AUTHORIZE attendance at the 2018 National League of Cities Congressional City Conference and approve the corresponding budget transfer G. APPROVE Plans & Specifications, Contract 17-20, Quarry Road – Street & Park Improvements, and Authorize Advertisement for a Bid Opening H. APPROVE Final Payment, Contract 17-21 Central Maintenance Facility Landscaping/ Noise Mitigation Improvements I. APPROVE Plans & Specifications, Contract 18-05, Central Maintenance Facility – Phase II Improvements, and Authorize Advertisement for a Bid Opening J. APPROVE Revised Final Payment, Contract 17-03, Pond AP-42 Water Quality Improvements K. APPROVE Agreement with AVI Systems, Inc. to provide audio/visual professional design services for the renovations at the City Hall and Police facilities L. DIRECT staff to negotiate telecommunications tower location - Walden Heights Park M. AUTHORIZE the submittal of a 2018 CDA Redevelopment Incentive Grant (RIG) application to assist with entrance monument work within the Cedar Grove Redevelopment Area N. APPROVE Resolution to accept donations from Patricia Judge and Keith Maiz O. DECLARE excess office furniture as surplus P. APPROVE a change of manager of the Off-Sale Beer License for Eagan 2008, LLC doing business as Cub Foods # 4974 Q. APPROVE a change of manager of the Off-Sale Beer License for SUPERVALU Inc. doing business as Cub Foods #1616 R. APPROVE a change of Manager of the On-Sale Liquor and Sunday Liquor License for Lone Oak Stores LLC doing business as Burgers & Bottles/Volstead House S. APPROVE On-Sale Liquor and Sunday Liquor License renewal for J & J Bhakta LLC doing business as Genghis Grill, 1278 Town Centre Dr #175 T. APPROVE On-Sale Liquor and Sunday Liquor License renewal for Qdoba Restaurant Corporation doing business as Qdoba Mexican Eats Store #2729, 1298 Promenade Place U. APPROVE Temporary On-Sale Liquor License and waive the license fee for Trinity School at River Ridge, 601 River Ridge Parkway, on February 10, 2018 V. APPROVE Agreement with UHL, Inc. to provide security and access control professional design services for the renovations at the City Hall and Police facilities W. APPROVE Extension of recording the Final Subdivision - Danner Family 1st Addition X. SUPPORT a Minnesota Statewide Health Improvement Partnership Grant Application – Eagan, Mendota, and Dakota County collaborative for an East West Trail feasibility study Y. SUPPORT a Minnesota Statewide Health Improvement Grant Application – Trail markers and wayfinding along the Highline Trail V. PUBLIC HEARINGS A. VARIANCE – 3640 Elrene Rd – SD Custom Homes - A Variance to allow a 1500 sq. ft. accessory building, which exceeds the allowable maximum size of 576 sq. ft. B. VARIANCE – Police/City Hall Expansion - An 18' Variance to the building setback from Pilot Knob Road located at 3830 Pilot Knob Road C. APPROVE Street improvement Project 1262, Donnywood D. APPROVE Street Improvement Project 1263, Discovery Road & Columbia Drive E. APPROVE Street Improvement Project 1264, Wescott Woodlands F. APPROVE Street Improvement Project 1265, Blue Gentian Road/Blue Water Road G. APPROVE Street Improvement Project 1274, Rocky Lane VI. 2018 CALENDAR YEAR CITY ORGANIZATIONAL BUSINESS VII. OLD BUSINESS A. COMPREHENSIVE GUIDE PLAN AMENDMENT – Justman Freight - A Comprehensive Guide Plan Amendment from LD, Low Density to IND, Limited Industrial, located at 4855 South Robert Trail B. ORDINANCE AMENDMENT – An Ordinance Amendment to City Code Chapter 5 regarding Viking Lakes on-sale alcohol licensing VIII. NEW BUSINESS IX. LEGISLATIVE / INTERGOVERNMENTAL AFFAIRS UPDATE X. ECONOMIC DEVELOPMENT AUTHORITY A. CALL TO ORDER B. ADOPT AGENDA C. CONSENT AGENDA 1. Approve EDA Minutes D. EDA ORGANIZATIONAL BUSINESS 1. Election of Officers 2. 2018 Meeting Schedule 3. Single Action for EDA and Council Resolutions E. OLD BUSINESS F. NEW BUSINESS G. OTHER BUSINESS H. ADJOURN XI. ADMINISTRATIVE AGENDA A. City Attorney B. City Council Comments C. City Administrator D. Director of Public Works E. Director of Community Development XII. VISITORS TO BE HEARD (for those persons not on the agenda) XIII. CLOSED SESSION XIV. ADJOURNMENT Memo To: Honorable Mayor and City Council Members From: City Administrator Osberg Date: January 12, 2018 Subject: Agenda Information for January 16, 2018 City Council Meeting ADOPT AGENDA After approval is given to the January 16, 2018 City Council agenda, the following items are in order for consideration. Agenda Information Memo January 16, 2018, Eagan City Council Meeting RECOGNITIONS AND PRESENTATIONS A. Gasoline Pipeline Spill Update Facts:  Chief McDonald, Chief Scott and Public Works Director Matthys will provide an update to the City Council and public on the gasoline pipeline spill that occurred on Monday, January 15, 2018.  No action will be required by the City Council. Agenda Information Memo January 16, 2018 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 January 2, 2018 regular City Council meeting as presented or modified. Attachments: (1) CA-1 January 2, 2018 City Council Minutes MINUTES OF A REGULAR MEETING OF THE EAGAN CITY COUNCIL Eagan, Minnesota JANUARY 2, 2018 A Listening Session was held at 6:00 p.m. prior to the regular City Council meeting. Present were Mayor Maguire, Councilmembers Bakken, Fields, Hansen and Tilley. A regular meeting of the Eagan City Council was held on Tuesday, January 2, 2018 at 6:30 p.m. at the Eagan Municipal Center. Present were Mayor Maguire, Councilmembers Bakken, Fields, Hansen and Tilley. Also present were City Administrator Osberg, Assistant City Administrator Miller, Director of Communications Garrison, Public Works Director Matthys, Parks & Recreation Director Pimental, Director of Community Development Hutmacher, City Planner Ridley, City Attorney Dougherty, and Executive Assistant Stevenson. AGENDA Councilmember Bakken moved, Councilmember Fields seconded a motion to approve the agenda as presented. Aye: 5 Nay: 0 RECOGNITIONS AND PRESENTATION There were no recognitions and presentations to be heard. CONSENT AGENDA Councilmember Hansen moved, Councilmember Bakken seconded a motion to approve the consent agenda as presented: Aye: 5 Nay: 0 A. It was recommended to approve the minutes of December 12, 2017 Special City Council meeting, and December 19, 2017 regular City Council meeting, as presented. B. Personnel Items: 1. It was recommended to accept the resignation of Jeff Ongstad, E-TV Studio Supervisory, and authorize the recruitment and replacement of this position. 2. It was recommended to approve interim and permanent leader to Eagan Television 3. It was recommended to authorize the hiring of the following seasonal employees as Rink Attendant, Specialty Instructor and Recreation Program Assist ion. 4. It was recommended to authorize the termination of seasonal employees for Park Maintenance and Ballfield Attendant. 5. It was recommended to authorize reclassification of Engineering Aide, GIS Technician, GIS Specialist, Watershed Specialist, Water Resources Specialist, GIS Analyst, Assistant City Engineer and Transportation Ops Engineer, per the Springsted Compensation Study. C. It was recommended to ratify the check registers dated December 15 and December 22, 2017. D. It was recommended to approve the ordinary and customary contracts with Lifeworks Services, Inc., Metropolitan Library Service Agency, Gallagher Benefit Services, Inc., The Infosoft Group LLC, and United Business Mail. City Council Meeting Minutes January 2, 2018 2 page E. It was recommended to approve an Off-Sale Beer License for Holiday Stationstores, LLC doing business as Holiday Stationstore #232, located at 4595 Nicols. F. It was recommended to approve a contract with Market and Johnson to construct office work space for Recreation staff in the Kids Care room at the Eagan Community Center and amend the 2018 Capital Improvement Plan. G. It was recommended to approve the plans for specifications for George Ohmann Park Expansion, and authorize the advertisement for a bid opening to be held at 11:00 a.m. on Wednesday, January 24, 2018. H. It was recommended to authorize submission of a CDBG budget amendment request for program years 2015 and 2016 to the Dakota County Community Development Agency. I. It was recommended to authorize submittal of the City’s FY 2018 Community Development Block Grant (CDBG) Application and adopt a resolution approving the funding application request. J. It was recommended to approve an amendment to the Fee Schedule Appendix for the current Consulting Engineering Contracts for services to be provided in 2018. K. It was recommended to approve Agency Delegated Contracting Process Agreement No. 1029941 with the Minnesota Department of Transportation (MnDOT) and authorize the Mayor and City Clerk to execute all related documents. L. It was recommended to receive the petition to vacate right-of-way on Fen Way and schedule a public hearing to be held on February 5, 2018. M. It was recommended to approve amendments to the 2018-2022 Capital Improvement Plan totaling $30,200 for the Facilities R&R and Eagan Community Center. N. It was recommended to schedule a City Council retreat on Tuesday, January 23, 2018 at 5:30 p.m. at Fire Station #2. PUBLIC HEARINGS Consider Approval of Minnesota Investment Fund Application (MIF) for the Expansion of Medical Equipment Solutions, Inc. d/b/a Purair, Inc. City Administrator Osberg introduced the item noting the Council is being asked to consider adopting a resolution authorizing and approving a Minnesota Investment Fund application by Medical Equipment Solutions, Inc. d/b/a Purair, Inc. Purair is evaluating an expansion to Minnesota and considering a 5- year lease on a 10,000 square foot building located at 909 Apollo Drive in the Eagandale Industrial Park. Community Development Director Hutmacher gave a staff report and provided a site map. Michael Carr, applicant, was available for questions. Mayor Maguire opened the public hearing. There being no public comment, he turned the discussion back to the Council. Councilmember Fields moved, Councilmember Bakken seconded a motion to adopt a resolution authorizing and approving a Minnesota Investment Fund Application by Medical Equipment Solutions, City Council Meeting Minutes January 2, 2018 3 page Inc. d/b/a Purair, Inc. for its expansion in the City of Eagan and authorize the Mayor and City Clerk to execute related documents. Aye: 5 Nay: 0 OLD BUSINESS Ordinance Amendment – Residential Revitalization – An Ordinance Amendment regarding Residential Revitalization Overlay Districts for Maximum Building Coverage Deviations City Administrator Osberg introduced the item noting at the 2017 Council retreat, the Council discussed the possibility of using residential overlay districts to encourage reinvestment in residential neighborhoods. At the July 11, 2017 Council Workshop, the Council directed staff to work with the City Attorney’s office to draft an ordinance amendment to create an overlay district to allow 25% building coverage on existing small lots based on when the lots were created. City Planner Ridley gave a staff report. The Council discussed the ordinance amendment. Mayor Maguire opened the public comment. There being no public comment, he turned the discussion back to the Council. Councilmember Hansen moved, Councilmember Tilley seconded a motion to approve an Ordinance Amendment to Chapter 11, Section 11.68, relative to increasing permitted building coverage to 25% in specific residential areas. Aye: 5 Nay: 0 Ordinance Amendment – Parking Requirements – An Ordinance Amendment regarding Performance Standards for On-site Parking Requirements for Multi-family and Special Residential Facility Users City Administrator Osberg introduced the item noting at the 2017 Council retreat, the Council asked staff to research multi-family parking standards, as deviations to the two stalls/unit standard are often requested. At the July 11, 2017 Council Workshop, the Council directed staff to work with the City Attorney’s office to draft and ordinance amendment modifying parking standards for multi-family users. City Planner Ridley gave a staff report. Mayor Maguire opened the public comment. There being no public comment, he turned the discussion back to the Council. Councilmember Hansen moved, Councilmember Fields seconded a motion to approve an Ordinance Amendment to Chapter 11, Section 11.70, Subd. 5, relative to on-site parking requirements for multi- family residential uses. Aye: 5 Nay: 0 City Council Meeting Minutes January 2, 2018 4 page NEW BUSINESS Planned Development Amendment – At Home Apartments - EaganVue Apartments, LLC – A Planned Development to modify the Building Signage Located at 3485 Promenade Avenue City Administrator Osberg introduced the item noting a 122-unit apartment building and parking structure expansion are under construction on the 2-acre property. The applicant is proposing a modified signage plan. City Planner Ridley gave a staff report and provided a site map. Sean Sowder, SDDI signs, provided a brief summary of the request and available for questions. Mayor Maguire opened the public comment. There being no public comment, he turned the discussion back to the Council. The Council discussed the Planned Development Amendment. Councilmember Fields moved, Councilmember Tilley seconded a motion to approve a Planned Development Amendment to modify the type and increase the size of the building signage for property located at 3485 Promenade Avenue, subject to the following conditions: Aye: 5 Nay: 0 1. An Amendment to the CityVue Commons Final Planned Development Agreement shall be executed and recorded with the Dakota County Recorder’s office. Proof of recording shall be provided to the City. The PD Amendment Agreement shall include the following exhibits: a. Signage Plan 2. The wall and blade sign shall be allowed according to the Sign Plans received November 15, 2017. 3. A sign permit is required before any signs may be installed. All other terms and conditions of the Final Planned Development Agreement shall remain in full force and effect. 4. All other terms and conditions of the Final Planned Development Agreement shall remain in full force and effect. Conditional Use Permit – Purair Products – A Conditional Use Permit to allow outdoor Storage of a 11,000 gallon oxygen bulk storage tank located at 909 Apollo Road City Administrator Osberg introduced the item noting the Council is being asked to consider a Conditional Use Permit for outdoor storage of a bulk storage tank for property located at 909 Apollo Road. City Planner Ridley gave a staff report and provided a site map. The applicant was available for questions. City Council Meeting Minutes January 2, 2018 5 page Mayor Maguire opened the public comment. There being no public comment, he turned the discussion back to the Council. Councilmember Fields moved, Councilmember Bakken seconded a motion to approve a Conditional Use Permit for outdoor storage of a bulk storage tank for property located at 909 Apollo Road, subject to the following conditions: Aye: 5 Nay: 0 1. This Conditional Use Permit shall be recorded at Dakota County within 60 days of approval by the City Council. 2. Outdoor storage of the bulk storage tanks shall be permitted as delineated on the Site Plan received November 28, 2017. 3. Any gate shall have lock boxes installed with keys to allow emergency vehicle access. 4. The applicant shall provide a code review as to the storage quantities of each product within the bulk storage tank and show it is within the maximum allowable quantities allowed in the Fire and Building code, at time of Building Permit. Preliminary Subdivision – Boulder Lakes 4th Addition – A Preliminary Subdivision of 43.2 acres to create 2 lots located at 2900 Ames Crossing Road City Administrator Osberg introduced the item noting the applicant is proposing to subdivide the site into two lots. The Council is being asked to consider approval of a Preliminary Subdivision to create two lots upon approximately 43.23 acres located at 2900 Ames Crossing Road. City Planner Ridley gave a staff report and provided a site map. The applicant was available for questions. Mayor Maguire opened the public comment. There being no public comment, he turned the discussion back to the Council. The Council discussed the Preliminary Subdivision. Councilmember Tilley moved, Councilmember Hansen seconded a motion to approve a Preliminary Subdivision (Quarry Road 2nd Addition) to create two lots upon approximately 43.23 acres located at 2900 Ames Crossing Road, subject to the following modified conditions: Aye: 5 Nay: 0 1. The developer shall comply with these standards conditions of plat approval as revised by Council on July 1, 2014: A1, B1, B2, B3, B4, C1, C2, C4, E1, F1, G1, H1, and I1. 2. The property shall be platted. 3. The REOA shall be modified if necessary, in a form acceptable to the City Attorney, to address the creation of two new lots prior to Final Subdivision approval. 4. The existing stormwater maintenance agreement shall be modified to address the creation of two new lots, in a form acceptable to the City Attorney. 5. The applicant shall modify the private utility easements and/or maintenance agreements for all private water mains, storm sewers, and sanitary sewers to address the creation of two new lots, in a form acceptable to the City Attorney. City Council Meeting Minutes January 2, 2018 6 page 6. The applicant shall modify the private cross-easements for ingress/egress and parking to address the creation of two new lots, in a form acceptable to the City Attorney. 7. New drainage and utility easements shall be provided over the common lot line, in a manner acceptable to the City Engineer. 8. All Building and Fire Code standards shall be met. LEGISLATIVE / INTERGOVERNMENTAL AFFAIRS UPDATE There was no legislative/intergovernmental affairs update. ADMINISTRATIVE AGENDA There were no administrative agenda items to be heard. VISITORS TO BE HEARD There were no visitors to be heard. ADJOURNMENT Councilmember Tilley moved, Councilmember Hansen seconded a motion to adjourn the meeting at 7:14 p.m. Aye: 5 Nay: 0 _______ Date ______ Mayor _______ City Clerk Agenda Information Memo January 16, 2018 Eagan City Council Meeting CONSENT AGENDA B. Personnel Items ITEM 1. Action To Be Considered: Accept the resignation of Scott Nitti, Streets Maintenance Worker, and authorize the recruitment and replacement of this position. ITEM 2. Action To Be Considered: Approve the transfer of Lawrence ‘Joe” Pluta from FT Streets Maintenance Worker to FT Parks Maintenance Worker and authorize the recruitment and replacement of this position. ITEM 3. Action To Be Considered: Authorize the hiring of the following seasonal employees: ELLINGSON, VICTORIA J RINK ATTENDANT JOHNSON, PHILLIP G RINK ATTENDANT MCCULLOUGH, PATRICK M WINTER OFFICIAL TAYLOR, GRANT T RINK ATTENDANT UHLMANSIEK, ZION PRODUCTION CREWMEMBER WILLIAMS, COLLIN J RINK ATTENDANT WOLLIN, JORDAN T RINK ATTENDANT ITEM 4. Action To Be Considered: Authorize the recruitment and replacement of a Part Time Reoccurring Specialized Art Instructor due to the passing of the incumbent, Laurie Toth. ITEM 5. Action To Be Considered: Accept the resignation of Marshall Grange, Eagan Community Center Manager. ITEM 6. Action To Be Considered: Approve the Client Service Coordinator to act as temporary lead with additional compensation due to the resignation of the E-TV Manager. Agenda Information Memo January 16, 2018 Eagan City Council Meeting CONSENT AGENDA C. Ratify Check Registers Action To Be Considered: To ratify the check registers dated January 5, 2018 as presented. Attachments: (1) CC-1 Check register dated January 5, 2018 1/4/2018City of Eagan 17:08:44R55CKR2LOGIS102V 2Page -Council Check Register by GL Check Register w GL Date & Summary 1/5/201812/31/2017 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 195655 1/5/2018 144308 BMC SOFTWARE INC.Continued... 3,358.98 IT WORK ORDER SOFTWARE 271394 1313363 0301.65691/4/2018 Maintenance Contracts IT-Gen & Admn 3,358.98 195656 1/5/2018 128578 CDW GOVERNMENT INC. 6,993.00 SQUAD CAR PRINTERS 271316 LCS922760675 1104.666012/31/2017 Office Furnishings & Equipment Patrolling/Traffic 6,993.00 195657 1/5/2018 101745 CINTAS CORPORATION 53.66 SAFTEY SUPPLIES 271317 8403436621 6601.622212/31/2017 Medical/Rescue/Safety Supplies General/Administrative-Arena 53.66 195658 1/5/2018 143057 COLUMBIA PIPE AND SUPPLY CO. 277.49 LONE OAK SANITARY CHECK VALVES 271318 2537304 6239.626012/31/2017 Utility System Parts/Supplies Lift Station Maintenanc/Repair 11.34 LONE OAK SANITARY CHECK VALVES 271319 2537103 6239.623012/31/2017 Repair/Maintenance Supplies-Ge Lift Station Maintenanc/Repair 288.83 195659 1/5/2018 150901 COMLINK MIDWEST 9,219.84 FIBER CONDUIT REPAIR.271320 17-1918 9225.675612/31/2017 Building & Structures Fiber Infrastructure Fund 55,896.50 FIBER EXTENSION VIKINGS PKWY 271321 17-0913 9225.675612/31/2017 Building & Structures Fiber Infrastructure Fund 65,116.34 195660 1/5/2018 120622 DAKOTA COMMUNICATIONS CENTER 104,692.00 DCC MONTHLY FEE-JAN18 271398 EA2018-01 1108.63301/4/2018 DCC Fees Communications 104,692.00 195661 1/5/2018 148203 DATABANK HOLDINGS LTD 1,030.00 DATABANK RENTAL 271309 31806 4005.645612/31/2017 Building Rental AccessEagan 1,030.00 195662 1/5/2018 144585 DERING PIERSON GROUP LLC 167,796.17 BRIDLE RIDGE BLDG CONTRACT 271325 110117 2846.671012/31/2017 Project - Contract Bridle Ridge Park 167,796.17 195663 1/5/2018 101693 DICK'S SANITATION SERVICE INC. 51.48 WASTE REMOVAL 271324 DT0002004039 3304.653912/31/2017 Waste Removal/Sanitation Servi Bldg/Facilities Maintenance 49.65 WASTE REMOVAL 271324 DT0002004039 6603.653912/31/2017 Waste Removal/Sanitation Servi Building Repair & Maint. 101.13 195664 1/5/2018 151063 DVORAK, KIRSTINAH 564.15 RELEASE ESCROW 271339 121917 9001.2245 J037812/31/2017 Escrow - Private Development F General Fund 1/4/2018City of Eagan 17:08:44R55CKR2LOGIS102V 3Page -Council Check Register by GL Check Register w GL Date & Summary 1/5/201812/31/2017 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 195664 1/5/2018 151063 DVORAK, KIRSTINAH Continued... 564.15 195665 1/5/2018 100387 EAGAN GENERAL REPAIR 2,900.00 RESCUE 1 CHANGES 271326 26813 1224.623112/31/2017 Mobile Equipment Repair Parts Engineer 2,900.00 195666 1/5/2018 150747 EAGAN KICK-START ROTARY CLUB 220.00 EAGAN KICK-START ROTARY, MILLE 271399 264 0201.64771/4/2018 Local Meeting Expenses General & Admn-Admn 220.00 195667 1/5/2018 146846 ELITE INSULATION INC. 2,904.00 WELL 22 INSULATION 271340 121817 6148.6630 P118612/31/2017 Other Improvements North Well Field 2,904.00 195668 1/5/2018 100062 FACTORY MOTOR PARTS CO 108.82 SHOP SUPPLIES 271327 1-5442582 2401.624112/31/2017 Shop Materials Gen/Adm-Central Services 184.75 DEF FLUID PARKS 271328 1-5442580 3128.623512/31/2017 Fuel, Lubricants, Additives Vehicle Maintenance 293.57 195669 1/5/2018 100451 FASTENAL COMPANY 194.51 PARTS FOR NTP 271329 MNTC1208965 6154.623012/31/2017 Repair/Maintenance Supplies-Ge South Plant Building 20.43 BANDAGES 271330 MNTC1209022 6104.622212/31/2017 Medical/Rescue/Safety Supplies Safety 617.63 OAK POND SANITARY REPAIR 271331 MNTC1208753 6239.626012/31/2017 Utility System Parts/Supplies Lift Station Maintenanc/Repair 832.57 195670 1/5/2018 143971 FLEETPRIDE 53.76 WHEEL CHOCKS FOR GENERATOR 271332 89499264 6232.623112/31/2017 Mobile Equipment Repair Parts Equipment Maintenance/Repair 53.76 195671 1/5/2018 100157 FORCE AMERICA INC 27.62 RO 908 UNIT 148 271333 IN001-1200988 9001.141512/31/2017 Inventory - Parts General Fund 27.62 195672 1/5/2018 100071 G & K SERVICES 35.50 RUGS 271334 6182822885 6154.653512/31/2017 Other Contractual Services South Plant Building 7.29 FD RUGS 271335 6182845397 3313.656912/31/2017 Maintenance Contracts Fire Buildings 42.79 195673 1/5/2018 151062 GETGO INC. 5,016.67 LASTPASS LICENSE RENEWAL 271395 IN1000067940 0301.65691/4/2018 Maintenance Contracts IT-Gen & Admn 1/4/2018City of Eagan 17:08:44R55CKR2LOGIS102V 4Page -Council Check Register by GL Check Register w GL Date & Summary 1/5/201812/31/2017 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 195673 1/5/2018 151062 GETGO INC.Continued... 5,016.67 195674 1/5/2018 100990 GRAINGER 54.00 PARTS OAK POND 271336 9638577883 6239.626012/31/2017 Utility System Parts/Supplies Lift Station Maintenanc/Repair 308.73 MOTOR SHIMS FOR NTP MOTORS 271337 9640409778 6147.626012/31/2017 Utility System Parts/Supplies North Plant Production 54.00 OAK POND L.S 271338 9640176856 6239.626012/31/2017 Utility System Parts/Supplies Lift Station Maintenanc/Repair 695.17 SUPPLIES 271341 9639132860 6602.623012/31/2017 Repair/Maintenance Supplies-Ge Equipment Repair & Maint. 1,111.90 195675 1/5/2018 100085 HARDWARE HANK 1.29 NUTS, BOLTS AND ASSES 271342 1732525 6603.624112/31/2017 Shop Materials Building Repair & Maint. 18.98 BATTERIES FOR LOCATOR 271343 1733141 6234.623012/31/2017 Repair/Maintenance Supplies-Ge Utility Locates 28.19 METER SERVICE SUPPLIES 271353 1731638 6131.626012/31/2017 Utility System Parts/Supplies Water Customer Service 48.46 195676 1/5/2018 100267 HAYES ELECTRIC 2,476.27 ELEC FOR FANS IN VEHICLE MAINT 271344 4243 9355.671812/31/2017 Project - Other Charges MAINTENANCE FACILITY EXPANSION 2,476.27 195677 1/5/2018 100297 HOLIDAY COMMERCIAL 5.36 VEHICLE WASHES 271345 1400-006-317-66 9-120817 1221.635412/31/2017 Car Washes Administration-Fire 5.36 195678 1/5/2018 100627 HOME DEPOT CREDIT SERVICES 318.97 SUPPLIES 271410 5021751 6602.624112/31/2017 Shop Materials Equipment Repair & Maint. 40.09 SUPPLIES 271411 2094781 6603.623012/31/2017 Repair/Maintenance Supplies-Ge Building Repair & Maint. 83.82 TOOLS 271412 6012560 6146.624012/31/2017 Small Tools North Plant Building 50.56 SUPPLIES 271413 9022234 6133.623012/31/2017 Repair/Maintenance Supplies-Ge Booster Station Maint/Repair 28.44 SUPPLIES 271414 2014050 6129.623012/31/2017 Repair/Maintenance Supplies-Ge Reservior Maintenance/Repair 20.97 TOOLS 271414 2014050 6129.624012/31/2017 Small Tools Reservior Maintenance/Repair 150.00 RENTAL EQUIP FOR FLOOR PREP 271415 9904930 2270.645712/31/2017 Machinery & Equipment-Rental Building And Grounds-Mtn 45.60 RENTAL EQUIP FOR FLOOR PREP 271416 9904945 2270.645712/31/2017 Machinery & Equipment-Rental Building And Grounds-Mtn 52.26 SUPPLIES 271417 5013710 2270.622012/31/2017 Operating Supplies - General Building And Grounds-Mtn 42.52 BRINE BLDG SUPPLIES 271418 1014188-112817 2240.622012/31/2017 Operating Supplies - General Street Plowing/Sanding 122.16 SHOP SUPPLIES 271419 2015508 2270.622012/31/2017 Operating Supplies - General Building And Grounds-Mtn 197.94 SUPPLIES 271420 163375 6827.624112/31/2017 Shop Materials Building Maintenance 10.19 BUILDINGS 271421 5012654 3106.622312/31/2017 Building/Cleaning Supplies Structure Care & Maintenance 14.41 TOOLS 271422 5081101 3222.624012/31/2017 Small Tools Equipment Mtn 52.82 WINTER DECORATIONS-ECC 271423 5091647 3217.622012/31/2017 Operating Supplies - General Landscape Mtn-Non-park sites 1/4/2018City of Eagan 17:08:44R55CKR2LOGIS102V 5Page -Council Check Register by GL Check Register w GL Date & Summary 1/5/201812/31/2017 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 195678 1/5/2018 100627 HOME DEPOT CREDIT SERVICES Continued... 56.45 RINKS 271424 4012753 3119.622012/31/2017 Operating Supplies - General Rink Amenity Mtn/Setup 12.85 BUILDINGS 271425 4081299 3106.622312/31/2017 Building/Cleaning Supplies Structure Care & Maintenance 54.68 WINTER DECORATIONS-ECC 271426 4291361 3217.622012/31/2017 Operating Supplies - General Landscape Mtn-Non-park sites 581.97 FILTERS/WATER SOFTENER 271427 2022127 3106.623312/31/2017 Building Repair Supplies Structure Care & Maintenance 3.57 STAPLES 271428 2081516 3106.622012/31/2017 Operating Supplies - General Structure Care & Maintenance 111.44 MOONSHINE 271429 9013354 3106.623312/31/2017 Building Repair Supplies Structure Care & Maintenance 35.97 WINTER DECORATIONS-ECC 271430 9160083 3217.624012/31/2017 Small Tools Landscape Mtn-Non-park sites 73.82 MOONSHINE 271431 8013485 3106.623312/31/2017 Building Repair Supplies Structure Care & Maintenance 41.91 WINTER DECORATIONS-ECC 271432 8013506 3217.624012/31/2017 Small Tools Landscape Mtn-Non-park sites 15.45 BATTERIES 271433 8022274 3106.622012/31/2017 Operating Supplies - General Structure Care & Maintenance 30.42 WINTER DECORATIONS-ECC 271434 8082263 3217.624012/31/2017 Small Tools Landscape Mtn-Non-park sites 16.97 MOONSHINE 271435 7013620 3106.623312/31/2017 Building Repair Supplies Structure Care & Maintenance 10.00 BRIDLE RIDGE STEPS 271436 2022636 3106.623312/31/2017 Building Repair Supplies Structure Care & Maintenance 17.67 GOAT HILL 271437 1093561 3106.623312/31/2017 Building Repair Supplies Structure Care & Maintenance 64.00 HOLZ FARM BARN ELECTRIC 271438 0014332 3106.623312/31/2017 Building Repair Supplies Structure Care & Maintenance 25.94 PAINT BRUSHES-GOAT HILL 271439 0083695 3106.622012/31/2017 Operating Supplies - General Structure Care & Maintenance 55.69 ICE RINKS 271440 9014500 3119.622012/31/2017 Operating Supplies - General Rink Amenity Mtn/Setup 11.90 SHOP SUPPLIES 271441 8014676 3129.622012/31/2017 Operating Supplies - General Shop Mtn/General Repairs 9.86 PLUG FOR AIR LINE 271442 3081047 3127.623112/31/2017 Mobile Equipment Repair Parts Equipment Maintenance/Repair 14.40 ANCHORS FOR SHELVES 271443 3081116 3106.622012/31/2017 Operating Supplies - General Structure Care & Maintenance 9.88 TANKER TRUCK SIGHT TUBES 271444 2015548 3119.622212/31/2017 Medical/Rescue/Safety Supplies Rink Amenity Mtn/Setup 40.33 TANKER TRUCK SIGHT TUBES 271444 2015548 3127.623112/31/2017 Mobile Equipment Repair Parts Equipment Maintenance/Repair 18.08 BRIDLE TRIM 271445 2023016 3106.623312/31/2017 Building Repair Supplies Structure Care & Maintenance 35.93 MOONSHINE 271446 1015626 3106.623312/31/2017 Building Repair Supplies Structure Care & Maintenance 23.96 SHOP SUPPLIES 271447 1015649 3129.624012/31/2017 Small Tools Shop Mtn/General Repairs 9.88-REFUND FOR GLOVES 271448 1162272 3119.622212/31/2017 Medical/Rescue/Safety Supplies Rink Amenity Mtn/Setup 9.88 HOCKEY RINKS 271449 1162273 3119.622212/31/2017 Medical/Rescue/Safety Supplies Rink Amenity Mtn/Setup 28.96 DOORSTOPS 271450 1572881 3106.623312/31/2017 Building Repair Supplies Structure Care & Maintenance 18.94 SUPPLIES 271451 8015994 3127.622012/31/2017 Operating Supplies - General Equipment Maintenance/Repair 2,651.79 195679 1/5/2018 101708 HONSA LIGHTING SALES & SVC. INC. 200.00 LIGHTING REPLACEMENT 271346 82522 6603.623312/31/2017 Building Repair Supplies Building Repair & Maint. 200.00 195680 1/5/2018 148985 HP INC. 92.00 COMPUTER 271354 59438321 6146.667012/31/2017 Other Equipment North Plant Building 92.00 195681 1/5/2018 149714 HYDROCORP 1/4/2018City of Eagan 17:08:44R55CKR2LOGIS102V 6Page -Council Check Register by GL Check Register w GL Date & Summary 1/5/201812/31/2017 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 195681 1/5/2018 149714 HYDROCORP Continued... 5,365.00 271347 0045135-IN 6131.631012/31/2017 Professional Services-General Water Customer Service 5,365.00 195682 1/5/2018 144674 JACKSON & ASSOCIATES LLC 340.00 GVT. BLDGS- ROOF REPAIR 271348 7145-SV 3314.653512/31/2017 Other Contractual Services Central Maintenance 297.00 GVT. BLDGS- ROOF REPAIR 271349 6513 SV 3314.653512/31/2017 Other Contractual Services Central Maintenance 637.00 195683 1/5/2018 104485 JANECKY PLUMBING SERVICE, INC. 1,500.00 PLUMBING REPAIR 271350 115976 3315.653512/31/2017 Other Contractual Services City Hall 1,500.00 195684 1/5/2018 111113 JEFFERSON FIRE & SAFETY, INC. 6,040.00 THERMAL IMAGERS - NDTA 271351 243093 1222.622012/31/2017 Operating Supplies - General Northern Dakota Trng Academy 6,040.00 195685 1/5/2018 119878 KATH FUEL 16,393.50 GASOLINE TANK 1 271352 610967 9001.141112/31/2017 Inventory - Motor Fuels General Fund 16,393.50 195686 1/5/2018 151057 KENYON, DAKOTA 133.75 MILEAGE REIMBURSEMENT 271355 121317 6801.635312/31/2017 Personal Auto/Parking General & Administrative 133.75 195687 1/5/2018 150893 KLEIN UNDERGROUND LLC 7,251.80 HIGHRIDGE PRV 271356 75986 6152.671012/31/2017 Project - Contract PRS Inspection/Maint/Repair 2,118.75 HIGHRIDGE PRV 271357 75980 6152.671012/31/2017 Project - Contract PRS Inspection/Maint/Repair 9,370.55 195688 1/5/2018 141752 KLM ENGINEERING INC. 2,800.00 RESERVOIR INSPECTION - SAFARI 271358 6664 6147.663012/31/2017 Other Improvements North Plant Production 2,800.00 195689 1/5/2018 146762 KRAFT CONTRACTING & MECHANICAL LLC 3,000.00 REINSTALL HEATER DUCT CORRECTL 271359 10914 6146.642712/31/2017 Building Operations/Repair-Lab North Plant Building 3,000.00 195690 1/5/2018 100420 LEAGUE OF MINN CITIES INS TRUST 1,880.50 CLAIM GL39829 271388 3113 9591.638612/31/2017 Insurance Deductible Risk Management 1,880.50 1/4/2018City of Eagan 17:08:44R55CKR2LOGIS102V 7Page -Council Check Register by GL Check Register w GL Date & Summary 1/5/201812/31/2017 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 195690 1/5/2018 100420 LEAGUE OF MINN CITIES INS TRUST Continued... 195691 1/5/2018 137999 LIBERTY TIRE RECYCLING LLC 127.10 SCRAP TIRE 271360 1267451 9001.141512/31/2017 Inventory - Parts General Fund 127.10 195692 1/5/2018 100367 LYN-MAR TYPESETTING PRINTING 201.00 FORMS 271361 37969 6716.637012/31/2017 General Printing and Binding General Administration 201.00 195693 1/5/2018 100571 MENARDS-APPLE VALLEY 154.50 BLDG REPAIR PARTS 271362 31222 3106.623312/31/2017 Building Repair Supplies Structure Care & Maintenance 29.98 BLDG REPAIR PARTS 271363 31096 3106.623312/31/2017 Building Repair Supplies Structure Care & Maintenance 184.48 195694 1/5/2018 151095 MENARDS-BURNSVILLE 49.99 BUDGET GAME PLAN '18 SUPPLIES 271364 62517 0901.632812/31/2017 Special Events/Admission Fees Gen & Admin-Communications 49.99 195695 1/5/2018 100710 METRO COUNCIL ENVIRONMENTAL SVCS 440,841.29 WASTE WATER SERVICE - JAN 18 271396 0001075624 6201.65751/4/2018 MCES Disposal Charges San Sewer-Administration 440,841.29 195696 1/5/2018 102753 MINNCOR INDUSTRIES 335.00 NEW BUSINESS CARDS 271365 SOI-065345 1221.621012/31/2017 Office Supplies Administration-Fire 335.00 195697 1/5/2018 128574 MINNESOTA CHEMICAL CO. 435.92 CHEMICAL 271366 463103 6602.624412/31/2017 Chemicals & Chemical Products Equipment Repair & Maint. 435.92 195698 1/5/2018 101971 MN DEPT OF AGRICULTURE 10.00 PEST. RENEWAL DANSON 2018 271400 2018-DANSON 3201.64791/4/2018 Dues and Subscriptions Administrative/General 10.00 PEST RENEWAL SCHNAIBLE 2018 271401 2018-SCHNAIBLE 3201.64791/4/2018 Dues and Subscriptions Administrative/General 20.00 195699 1/5/2018 100682 MN DEPT OF HEALTH 315.00 CONCESSION LICENSE 2018 ARENA 271402 FBL-10272-53200 -2018 6609.64801/4/2018 Licenses, Permits and Taxes Concession Sales/Vending 315.00 1/4/2018City of Eagan 17:08:44R55CKR2LOGIS102V 8Page -Council Check Register by GL Check Register w GL Date & Summary 1/5/201812/31/2017 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 195700 1/5/2018 100682 MN DEPT OF HEALTH Continued... 1,005.00 CONCESSION LICENSE 2018-POOL 271403 FBL-14172-5320- 2018 6713.64801/4/2018 Licenses, Permits and Taxes Concessions 1,005.00 195701 1/5/2018 102468 MN DEPT OF HEALTH 315.00 MN DEPT OF HEALTH - LICENSE 18 271404 FBL-16664-19068 -2018 6801.64801/4/2018 Licenses, Permits and Taxes General & Administrative 315.00 195702 1/5/2018 100146 MTI DISTR CO 107.30 PARKS MOWER PARTS 271367 1148637-01 9001.141512/31/2017 Inventory - Parts General Fund 107.30 195703 1/5/2018 100659 NC PERS GROUP LIFE-MN 944.00 PAYROLL ENDING 12/23/17 271406 LIFE INS/PERA 12/23/17 9592.20211/5/2018 Ded Payable - Insurance Benefit Accrual 944.00 195704 1/5/2018 108599 OFFICE DEPOT, INC. 48.20 MISC OFFICE SUPPLIES 271373 986574081001 1221.621012/31/2017 Office Supplies Administration-Fire 48.81 OFFICE SUPPLIES 271374 987326019001 6146.621012/31/2017 Office Supplies North Plant Building 123.63 OFFICE SUPPLIES 271375 982658934001 6801.621012/31/2017 Office Supplies General & Administrative 220.64 195705 1/5/2018 149377 PARKRUN U.S. 750.00 CONTRIBUTION START UP COSTS 271376 121817 3001.631012/31/2017 Professional Services-General General/Admn-Recreation 750.00 195706 1/5/2018 115253 PELLICCI ACE HARDWARE 15.98 PRESSURE REDUCING MATERIALS 271368 16623 /E 6152.623012/31/2017 Repair/Maintenance Supplies-Ge PRS Inspection/Maint/Repair 15.98 195707 1/5/2018 149105 PETERS DESIGN COMPANY 750.00 NEW LOGO LETTERHEAD FIRE 271369 1079 0901.653512/31/2017 Other Contractual Services Gen & Admin-Communications 750.00 195708 1/5/2018 144472 PRECISE MRM LLC 315.94 CMF AVL 271370 IN200-1015271 0301.656912/31/2017 Maintenance Contracts IT-Gen & Admn 315.94 1/4/2018City of Eagan 17:08:44R55CKR2LOGIS102V 9Page -Council Check Register by GL Check Register w GL Date & Summary 1/5/201812/31/2017 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 195709 1/5/2018 148155 PRO HEADSETS LLC Continued... 44.95 HEADSET BATTERY 271371 101906 6602.623012/31/2017 Repair/Maintenance Supplies-Ge Equipment Repair & Maint. 44.95 195710 1/5/2018 100361 R & R SPECIALTIES INC 97.00 BLADES SHARPENED 271372 0063954-IN 6602.623012/31/2017 Repair/Maintenance Supplies-Ge Equipment Repair & Maint. 97.00 195711 1/5/2018 100191 SHERWIN WILLIAMS 133.96 PAINT FOR STREETS TURNOUT ROOM 271390 8086-3 2270.622012/31/2017 Operating Supplies - General Building And Grounds-Mtn 133.96 195712 1/5/2018 108338 SL-SERCO 2,008.05 NOVEMBER METER READS 271377 11076226C 6162.631012/31/2017 Professional Services-General Meter Reading 2,008.05 NOVEMBER METER READS 271377 11076226C 6201.631012/31/2017 Professional Services-General San Sewer-Administration 4,016.10 195713 1/5/2018 100326 ST PAUL, CITY OF 193.94 ASPHALT FOR MAINBREAK 271378 IN00026212 6160.625512/31/2017 Street Repair Supplies Main Maintenance/Repair 193.94 195714 1/5/2018 142667 TACTICAL PRODUCTS & SERVICES INC. 881.10 BALLISTIC VEST, HUGH CURRY 271379 749 1144.622412/31/2017 Clothing/Personal Equipment Bullet Proof Vests grant 881.10 195715 1/5/2018 143384 TAYLOR ELECTRIC COMPANY 450.00 TAYLOR ELECTRIC 271380 1168 6239.643212/31/2017 Utility System Repair-Labor Lift Station Maintenanc/Repair 450.00 195716 1/5/2018 143384 TAYLOR ELECTRIC COMPANY 27,272.90 CONT 16-21 PMT 5 FINAL 271381 121317 6301.671012/31/2017 Project - Contract Street Lighting 27,272.90 195717 1/5/2018 100107 THYSSENKRUPP ELEVATOR 125.00 ELEVATOR MAINTENANCE 12/17 271382 3003565628 6603.656912/31/2017 Maintenance Contracts Building Repair & Maint. 1,448.40 REPLACE BROKEN ELEVATOR BUTTON 271383 5000788745 9116.622312/31/2017 Building/Cleaning Supplies Cedar Grove Parking Garage 1,573.40 195718 1/5/2018 120394 TIGER OAK PUBLICATIONS INC. 300.00 MN MTGS & EVENTS MARKETING2018 271405 2017-186623 6825.63571/4/2018 Advertising/Publication Marketing 300.00 1/4/2018City of Eagan 17:08:44R55CKR2LOGIS102V 10Page -Council Check Register by GL Check Register w GL Date & Summary 1/5/201812/31/2017 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 195718 1/5/2018 120394 TIGER OAK PUBLICATIONS INC.Continued... 195719 1/5/2018 146452 TIMM, MELISSA 21.40 M. TIMM MILEAGE REIMBURSEMENT 271387 122917 0401.635312/31/2017 Personal Auto/Parking General & Admn-City Clerk 21.40 195720 1/5/2018 100464 VALLEY-RICH COMPANY INC 4,234.00 WATER MAINBREAK 271384 25036 6160.643212/31/2017 Utility System Repair-Labor Main Maintenance/Repair 3,927.00 WATER MAINBREAK 271385 25020 6160.643212/31/2017 Utility System Repair-Labor Main Maintenance/Repair 8,161.00 195721 1/5/2018 100236 VAN PAPER 155.88 PAPER PRODUCTS 271386 446724-00 6719.622312/31/2017 Building/Cleaning Supplies Building Maintenance 155.88 195722 1/5/2018 114534 VISTAR CORPORATION 146.17 CHICKEN NUGGETS/HOT DOGS 271391 50456609 6609.685512/31/2017 Merchandise for Resale Concession Sales/Vending 146.17 195723 1/5/2018 100706 WAL MART 35.44 SUPPLIES 271407 004190 3057.622012/31/2017 Operating Supplies - General Preschool Programs 7.03 SUPPLIES 271408 004462 1104.622012/31/2017 Operating Supplies - General Patrolling/Traffic 15.64 SUPPLIES 271409 005609 1101.621012/31/2017 Office Supplies General/Admn-Police 58.11 195724 1/5/2018 146686 WILSKE, JOSH 11.77 MILEAGE 12/5-12/19/17 271393 121917 0301.635312/31/2017 Personal Auto/Parking IT-Gen & Admn 11.77 195725 1/5/2018 151054 WINCAN LLC 30,973.13 WINCAN SOFTWARE UPGRADE 271310 1713 6240.627012/31/2017 Computer Software Sewer Main Inspection 103.13-271310 1713 9990.227012/31/2017 Sales Tax Payable Investment Trust 30,870.00 195726 1/5/2018 121046 WNAV INC. 202.00 AV REPAIR 271389 19340 6802.653512/31/2017 Other Contractual Services Banquet Room 202.00 195727 1/5/2018 101656 ZELENKA,TERRY 31.10 NDCBO MEETINGS OCT/NOV/DEC 271392 120617 0812.647712/31/2017 Local Meeting Expenses Conferences/Training-Prot Insp 31.10 1/4/2018City of Eagan 17:08:44R55CKR2LOGIS102V 11Page -Council Check Register by GL Check Register w GL Date & Summary 1/5/201812/31/2017 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 195727 1/5/2018 101656 ZELENKA,TERRY Continued... 20170335 12/31/2017 100693 EAGAN PAYROLL ACCT 601,141.06 PAYROLL ENDING 12/23/17 271458 122817 9001.111512/31/2017 Claim on Cash General Fund 10,711.15 PAYROLL ENDING 12/23/17 271458 122817 9197.111512/31/2017 Claim on Cash ETV 66,808.87 PAYROLL ENDING 12/23/17 271458 122817 9220.111512/31/2017 Claim on Cash Public Utilities 18,430.26 PAYROLL ENDING 12/23/17 271458 122817 9221.111512/31/2017 Claim on Cash Civic Arena 2,761.69 PAYROLL ENDING 12/23/17 271458 122817 9222.111512/31/2017 Claim on Cash Cascade Bay 34,627.52 PAYROLL ENDING 12/23/17 271458 122817 9223.111512/31/2017 Claim on Cash Central Park/Community Center 3,809.80 PAYROLL ENDING 12/23/17 271458 122817 9225.111512/31/2017 Claim on Cash Fiber Infrastructure Fund 93,599.72 PAYROLL ENDING 12/23/17 271458 122817 9592.111512/31/2017 Claim on Cash Benefit Accrual 41,877.75 PAYROLL ENDING 12/23/17 271458 122817 9592.614412/31/2017 FICA Benefit Accrual 873,767.82 20172527 12/31/2017 115374 MN STATE RETIREMENT SYSTEM-HCSP 32,459.67 EMPLOYEE CONTRIBUTIONS 271452 122817 9592.203412/31/2017 Ded Payable-HCSP Benefit Accrual 32,459.67 20173227 12/31/2017 138969 MN STATE RETIREMENT SYSTEM-MNDCP 9,210.34 EMPLOYEE CONTRIBUTIONS 271453 122817 9592.203212/31/2017 Ded Pay - Great West Def Comp Benefit Accrual 9,210.34 20174227 12/31/2017 100892 ICMA RETIREMENT TRUST 36,403.64 EMPLOYEE CONTRIBUTIONS 271454 122817 9592.203112/31/2017 Ded Pay - ICMA Benefit Accrual 36,403.64 20175674 12/31/2017 147907 SELECT ACCOUNT 1,874.54 FLEX REIMBURSEMENT 271455 122617 9592.221512/31/2017 Flex Plan Withholding Payable Benefit Accrual 1,874.54 20178027 12/31/2017 100694 PUBLIC EMPLOYEE RETIREMENT 76.96 PAYROLL PERIOD 12/10-12/23/17 271456 434600-122917 9592.614612/31/2017 PERA - DCP Benefit Accrual 66,108.93 PAYROLL PERIOD 12/10-12/23/17 271456 434600-122917 9592.201312/31/2017 Ded Payable - PERA Benefit Accrual 39,060.14 PAYROLL PERIOD 12/10-12/23/17 271456 434600-122917 9592.614212/31/2017 PERA - Coordinated Benefit Accrual 48,269.77 PAYROLL PERIOD 12/10-12/23/17 271456 434600-122917 9592.614312/31/2017 PERA - Police Benefit Accrual 153,515.80 20179012 12/31/2017 147691 HR SIMPLIFIED INC. 1,047.58 NOVEMBER 2017 ADMIN 271457 53905 9592.653612/31/2017 Flex Plan Administration Fee Benefit Accrual 1,047.58 1/4/2018City of Eagan 17:08:44R55CKR2LOGIS102V 12Page -Council Check Register by GL Check Register w GL Date & Summary 1/5/201812/31/2017 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 20185601 1/5/2018 147907 SELECT ACCOUNT Continued... 82,500.00 1ST QTR VEBA 271463 010318 9592.61591/5/2018 VEBA Benefit Accrual 82,500.00 20185602 1/5/2018 147907 SELECT ACCOUNT 6,862.94 FLEX REIMBURSEMENT 271464 010218 9592.22151/5/2018 Flex Plan Withholding Payable Benefit Accrual 6,862.94 1/4/2018City of Eagan 17:08:44R55CKR2LOGIS102V 13Page -Council Check Register by GL Check Register w GL Date & Summary 1/5/201812/31/2017 -- Inv No Account No Account Description Business UnitDoc NoCheck #PO #SubledgerSupplier / ExplanationDateAmount 20170208 12/31/2017 100249 FIT 127,307.85 PAYROLL ENDING 12/23/17 271459 122917 9880.201112/31/2017 Ded Payable - FIT Payroll 127,307.85 20170209 12/31/2017 100250 COMMISIONER OF REVENUE-PAYROLL 33,773.95 PAYROLL ENDING 12/23/17 271460 122917 9880.201212/31/2017 Ded Payable - SIT Payroll 33,773.95 20170210 12/31/2017 100252 FICA 30,442.08 PAYROLL ENDING 12/23/17 271461 122917 9880.201412/31/2017 Ded Payable - FICA Payroll 30,442.08 20170211 12/31/2017 100253 MEDICARE 11,435.67 PAYROLL ENDING 12/23/17 271462 122917 9880.201512/31/2017 Ded Payable - Medicare Payroll 11,435.67 2,647,628.97 Grand Total Payment Instrument Totals Checks 2,647,628.97 Total Payments 2,647,628.97 1/4/2018City of Eagan 17:08:47R55CKS2LOGIS100 1Page -Council Check SummaryNote: Payment amount may not reflect the actual amount due to data sequencing and/or data selection. 1/5/201812/31/2017 - Company Amount 774,063.3209001GENERAL FUND 1,448.4009116CEDAR GROVE PARKING GARAGE 10,711.1509197ETV 604,171.9209220PUBLIC UTILITIES 21,244.7309221CIVIC ARENA 4,123.5709222CASCADE BAY 35,899.8409223CENTRAL PARK /COMMUNITY CENTER 69,956.1409225FIBER INFRASTRUCTURE FUND 167,796.1709328PARK SYS DEV AND R&R 2,476.2709355MAINTENANCE FACILITY EXPANSION 1,880.5009591RISK MANAGEMENT 751,000.5409592BENEFIT ACCRUAL 202,959.5509880PAYROLL 103.13-09990 INVESTMENT TRUST Report Totals 2,647,628.97 Agenda Information Memo January 16, 2018, 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:  Membership Registration with National Purchasing Partners Government Division for participation in cooperative purchasing venture  Agreement with Metro Volleyball Officials Association for volleyball officials  Agreement with Jack Shawn –SMOA Officials Association for basketball officials  Agreement with ICMA Retirement Association for VantageBroker accounts for plan participants  Administrative Services Agreement with ICMA Retirement Corporation for provision of investment services for plan participants Attachments: (0) The contracts are available from the City Clerk’s Office. Agenda Information Memo January 16, 2018, Eagan City Council Meeting CONSENT AGENDA E.Approve A Cooperative Agreement With The City of Bloomington For Police Assistance Related To The 2018 National Football League (NFL) Super Bowl. Actions To Be Considered: Approve an agreement with the City of Bloomington to provide police services for Super Bowl related activities. Facts: The NFL Super Bowl is scheduled for February 4, 2018, which has related events planned throughout the Metro Area. These events are expected to begin on January 28, 2018, and last thru February 5, 2018. The City of Bloomington expects to have a great deal of Super Bowl related events that will tax its police department. In anticipation of their law enforcement needs, Bloomington requested assistance from the Eagan Police Department to provide sworn personnel in an effort to supplement public safety and security needs in their City. Some of the other Cities invited to participate include Burnsville, Richfield, Eden Prairie, Plymouth, Golden Valley, Lakeville, Hastings, Edina, Chaska, and Minnetonka. A Cooperative Agreement has been established outlining insurance coverage and reimbursement procedures. The agreement has been reviewed by the City Attorney’s Office and the League of MN Cities. Attachments: (1) CE-1 Cooperative Agreement 1 INTERGOVERNMENTAL COOPERATIVE AGREEMENT REGARDING PUBLIC SAFETY IN BLOOMINGTON, MINNESOTA, RELATED TO THE 2018 NATIONAL FOOTBALL LEAGUE SUPER BOWL THIS INTERGOVERNMENTAL COOPERATIVE AGREEMENT REGARDING PUBLIC SAFETY IN BLOOMINGTON, MINNESOTA, RELATED TO THE 2018 NATIONAL FOOTBALL LEAGUE SUPER BOWL (hereinafter referred to as the “Agreement”), is made effective, except as otherwise made operationally effective as set forth in Section 5 herein, on this day of January, 2018, by and between the CITY OF BLOOMINGTON, a home rule charter city and a Minnesota municipal corporation (“City”) acting through its Police Department (“BPD”) and the CITY OF _______________, a Minnesota municipal corporation acting through its Police Department (“Provider”). City, BPD, and each Provider may be referred to individually as a “Party” or collectively as the “Parties” to this Agreement. WHEREAS, the City is the location of several events occurring before, during, and after the 2018 National Football League Super Bowl from Friday, January 26, 2018, through Monday, February 5, 2018 (“Event”); and WHEREAS, a Unified Command structure (as that term is defined in Section 2.4) is needed to ensure the level of security coordination required for the Event; and WHEREAS, the BPD will be the lead law enforcement agency for the Event in the City of Bloomington. When BPD is the lead law enforcement agency its duties will include making staff assignments and to administer and manage the Unified Command; and WHEREAS, the City has agreed to serve as the fiscal agent for law enforcement costs for the Event by entering into this Agreement with the “Provider”; and WHEREAS, the City is in need of procuring additional extra duty and contract overtime law enforcement personnel to provide the public safety measures required for such a large and unique Event; and WHEREAS, at the request of the City, the Provider is willing to provide the services of the law enforcement personnel identified in this Agreement to the City to assist the BPD with public safety services during the Event. NOW, THEREFORE, pursuant to the authority contained in Minnesota Statutes Section 471.59 (“Joint Exercise of Powers”) or Minnesota Statutes Sections 626.76 and 626.77, or both or all, and in consideration of the mutual covenants herein contained and the benefits that each party hereto shall derive hereby, the Parties agree as follows: 2 1. PURPOSE OF THE AGREEMENT 1.1 The purpose of this Agreement is to set forth the terms and conditions whereby the Provider will provide the City with Licensed Peace Officers to be assigned to one or more of the Event locations identified on Exhibit A attached hereto to assist the BPD through the use of a unified command center (as defined in Section 2.4) to provide law enforcement and security services (“Services”) during the term of the Event. 1.2 Provider will exercise its best efforts to assist with Event security. The Parties acknowledge and agree that resource availability requires Provider to exercise its best judgment in prioritizing and responding to the public safety needs of its jurisdiction including, but not limited to, the Event. That prioritization decision belongs solely to Provider. The Provider may, at any time, recall the Provider’s resources when, it is considered to be in Provider’s best interest to do so. 1.3 Provider’s resources shall be full-time, Licensed Peace Officers and each such Licensed Peace Officer must meet the following criteria as defined in Minnesota Statutes Sections 626.84, Subdivision 1(c) and 471.59, Subdivision 12. 2. ADDITIONAL CRITERIA OF LICENSED PEACE OFFICERS; PROVIDER SCOPE OF SERVICE 2.1 In addition to meeting the criteria set forth in Section 1 of this Agreement, the Provider agrees that each of the Licensed Peace Officers shall also meet the following criteria: 2.1.1. That each Licensed Peace Officer shall by reason of experience, training, and physical fitness be deemed by the Provider of being capable of performing public safety and law enforcement duties for the Event; and 2.1.2 That each Licensed Peace Officer meets the Police Officer Standards and Training (POST) requirements and other standards required by the Provider. Throughout the term of this Agreement, the Provider shall promptly notify the BPD in the event that any licensed peace officer is no longer satisfies the POST or other standards established by the Provider; and 2.1.3 That unless otherwise provided or requested by the BPD, each Licensed Peace Officer shall be equipped or supplied, or both, by Provider at Provider’s own expense, with a seasonally appropriate patrol uniform of the day and equipment, including but not limited to service belts with Provider radio equipment, service weapon, and personal soft ballistic body 3 armor, and traffic vest. 2.2 Provider acknowledges and agrees that at any time during the term of this Agreement the City has the sole discretion to decline to accept or use, or both, any of Provider’s Licensed Peace Officers or other law enforcement resources without cause or explanation. 2.3 The Provider agrees as follows: 2.3.1 As requested by BPD, Provider shall list information on each of Provider’s Licensed Peace Officers no later than thirty (30) days before the Event that includes, but is not limited to, name, rank, agency, badge number, photo, cell phone number, and emergency contact information. Said information shall be used strictly for law enforcement purposes related to the Event and each Party will hold the data in the same classification as the other does under the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13 (“MGDPA”); and 2.3.2. That upon reasonable advance written notification from the BPD, each of Provider’s Licensed Peace Officers or other law enforcement resources so designated by the BPD shall participate in orientation training activities related to Event security, that are coordinated or conducted by the BPD or its designee; and 2.3.3. That each Licensed Peace Officer shall be assigned by the BPD, as determined and required by the BPD, to any Event-related assignment based on the Licensed Peace Officer’s skill-set and known duty assignment as well as the needs of the operation; including, but not limited to, foot patrol, motorized patrol, static posts at outdoor perimeters, general security inside or outside venues, and traffic control; and 2.3.4. That Licensed Peace Officers participating in the Event may, if so determined by the BPD, be placed in an “On Assignment” status by BPD in which the Licensed Peace Officer should be physically proximate to the Event location, so as to be able to physically report in a timely manner to such duty post assigned by the BPD and prepared to undertake the specific job task or responsibility assigned by the BPD; and 2.3.5. That at the request of the BPD, Provider will designate personnel that participated in or provided Event security to further participate in and/or provide information to and otherwise cooperate with the BPD in any “after action activities” following the conclusion of a training session or actual Event security. “After action activities” may include, but not be limited to post training session meetings and revisions of training protocols and post 4 Event security meetings, evaluations, mediation or court proceedings. 2.4 Provider acknowledges and agrees that at all times during any required training session or during the Event each of Provider’s Licensed Peace Officers or other law enforcement resources and employees, regardless of rank or job title held as an employee of the Provider, shall be subject to a structure of supervision, command and control coordinated through a unified law enforcement command and following unified command principles and practices established throughout the law enforcement community (herein referred to as “Unified Command”). 2.5 The Provider agrees to exercise reasonable efforts to cooperate and provide the City, with any other information reasonably requested by the City that the City deems necessary to facilitate and enable compliance with the terms and conditions contained in this Agreement. 2.6 Event staffing levels will be determined by the BPD as the lead law enforcement agency and fiscal agent. 2.7 The Provider will comply with the statutes and rules requiring the preservation of evidence including, but not limited to, Minnesota Statutes Sections 590.10 and 626.04. Provider must preserve all handwritten notes, photographs, incident reports, video recordings, statements, audio recordings, personal notes, interview audio, text messages, cell phone videos, removable electronic media, squad car videos, any other video recordings, emails, voice mails, computer files and all Work Product, Supporting Documentation and Business Records as those terms are defined in Section 8.1 of this Agreement. 2.8 The BPD will maintain a list of Licensed Peace Officers assigned to the Event. Provider will be responsible for providing accurate lists of its Licensed Peace Officers that will be assignable to the Event as a result of signing this Agreement. 3 CITY RESPONSIBILITIES 3.1 The City will be solely responsible for all communications with the Minnesota Host Committee, which that is coordinating the official National Football League activities occurring in Minneapolis, St Paul, and Bloomington (“Host Committee”) within the same general time period as the Event covered by this Agreement. However, this Agreement only applies to the Event locations listed in Exhibit A. 3.2 City agrees that it will provide or facilitate any necessary training to prepare for providing Event security. The substance of the training, if necessary; including the locations, dates, and times, shall be detailed in a separate writing provided from the BPD to the Provider. 5 3.3 The person responsible on behalf of the BPD for the daily operation, coordination and implementation of this Agreement, which responsibilities shall include, but not limited to, determining the assignments of the Provider’s law enforcement resources, shall be BPD Deputy Chief of Police Mike Hartley (hereinafter referred to as the “Coordinator”). Except as otherwise provided in this Agreement, all contacts or inquiries made by the Provider with regard to this Agreement shall be made directly to the Coordinator or the Coordinator’s designee. 3.4 The City will develop and provide to each Provider an adequate supply of the standard incident report form to be used by the City and Providers that provide Services at the Event under the direction of the Unified Command. 3.5 The City will provide to Provider, the “claims procedure” as indicated in Exhibit C hereto that will be used by third party claimants who file claims against the City or against any Provider 4. COMPENSATION AND PAYMENT PROCESS 4.1 The sole source of funds to reimburse each Provider performing under this Agreement shall be funds provided to BPD by private entities requesting public safety and security at their facilities during the Event. 4.2 For and in consideration of the Provider performing under this Agreement, the Provider will be reimbursed for said Services at the rates and in the manner as indicated in attached Exhibit B. All of a Provider’s Licensed Peace Officers and other law enforcement resources that (a) perform law enforcement services within the Provider’s jurisdiction; and (b) are subject only to the Provider’s authority and are therefore not under the Unified Command, are not eligible to have Provider’s costs reimbursed pursuant to this Agreement. 4.3 The BPD will prepare and include in Exhibit B eligibility guidelines for cost reimbursement and a checklist for the preparation and submission of the reimbursement request. 4.4 Provider may submit any questions regarding the cost reimbursement process to Sue LeGrand or her designee at: slegrand@bloomingtonmn.gov. 4.5 For any disputed amounts, the Provider shall provide the BPD with written notice of the dispute, including the date, amount, and reasons for dispute within fifteen (15) days after receipt of the Reimbursement Summary Report. The BPD and Provider shall memorialize the resolution of the dispute in writing and follow the dispute resolution procedure in Section 13 of this Agreement. 6 5. TERM OF AGREEMENT This Agreement shall be effective as of the date indicated on the first page so that the Parties can undertake planning for all Event-related activity and shall expire on March 1, 2018, or the date to which law enforcement resources or Services are extended, whichever is later, unless terminated earlier in accordance with the provisions in Section 6. Except for the provision of orientation training as discussed and to be scheduled pursuant to Section 3.2 of this Agreement, Services furnished by the Provider for the Event shall begin on January 26, 2018, and shall terminate on February 5, 2018, unless terminated sooner or extended in whole or in part as provided herein. 6. TERMINATION 6.1 Termination by the City. The City may terminate this Agreement upon providing to the Provider fifteen (15) days advance written notice for any of the reasons stated below: 6.1.1 Cancellation of Super Bowl LII; or 6.1.2 Failure by the Provider to perform any material term under this Agreement and failure to cure the default within the time requested by the City; or 6.1.2 Without cause prior to the initial orientation training session. 6.2 Termination by the Provider. The Provider may terminate this Agreement upon providing to the City not less than thirty (30) days advance written notice for any of the reasons stated below: 6.2.1 Cancellation of Super Bowl LII; or 6.2.2 Without cause prior to the initial orientation training session. 6.3 In the event of a termination, each Party shall fully discharge all obligations owed to the other Party accruing prior to the date of such termination, and, except as otherwise provided herein, each Party shall be released from all obligations, which would otherwise accrue subsequent to the date of termination. 7. AGREEMENT MANAGEMENT 7.1 The Provider has identified the following person[s] as persons to contact only with regard to the following matters regarding the Agreement: (List names) (List responsibilities) 7 8. WORK PRODUCT, RECORDS, DISSEMINATION OF INFORMATION 8.1 For purposes of this Agreement, the following words and phrases shall have the meanings set forth in this section, except where the context clearly indicates that a different meaning is intended. “Work Product” shall mean any report, including incident reports, recommendation, paper, presentation, drawing, demonstration, or other materials, whether in written, electronic, or other format that are used or belong to BPD or results from Provider's Services under this Agreement. “Supporting Documentation” shall mean any surveys, questionnaires, notes, research, papers, analyses, whether in written, electronic, or in other format and other evidences used to generate any and all work performed and Work Product generated under this Agreement. “Business Records” shall mean any books, documents, papers, account records and other evidences, whether written, electronic, or in other format, belonging to BPD or Provider and pertain to work performed under this Agreement. 8.2 Subject to applicable law, including but not limited to the Minnesota Official Records Act, Minnesota Statutes Section 15.17, and the MGDPA, all deliverable Work Product, Supporting Documentation and Business Records or copies thereof, that are needed from or result from the Provider's Services under this Agreement shall be delivered to the City either pursuant to this Agreement or upon reasonable request of the City and shall become the property of the City after delivery. 8.3 The City and the Provider each agrees not to release, transmit, disclose or otherwise disseminate information associated with or generated as a result of the work performed (i.e. Work Product, Supporting Documentation and Business Records) under this Agreement without notice to the other. Except as otherwise required by and subject to federal or state law, or both, neither the City nor the Provider shall release, transmit, disclose or disseminate any Work Product, Supporting Documentation, or Business Records, which shall be classified as “security information”, “security service” or “security service data”, defined under Minnesota Statutes Sections 13.37 and 13.861 or any like data, as defined or required, or both, in all federal, state, and local laws or ordinances, and all applicable rules, regulations, and standards. 8.4 In the event of termination, all Work Product, Supporting Documentation, and Business Records prepared by the Provider under this Agreement shall be delivered to the City by the Provider by the termination date. 8 8.5 Both the City and the Provider agree to maintain all Business Records in such a manner as will readily conform to the terms of this Agreement and to make such materials available at its office at all reasonable times during this Agreement period and for six (6) years from the date of the final payment under the contract for audit or inspection by the City, the Provider, the Auditor of the State of Minnesota, or other duly authorized representative. 8.6 Both the City and the Provider agree to abide strictly by the MGDPA and, in particular, Minnesota Statutes Sections 13.05, subds. 6 and 11; 13.37, Subd. 1(a) and 1(b), 138.17, and 15.17. All of the data created, collected, received, stored, used, maintained, or disseminated by the Provider or the City in performing functions under this Agreement is subject to the requirements of the MGDPA and both the City and the Provider must comply with those requirements. If any provision of this Agreement is in conflict with the MGDPA or other Minnesota state laws, state law shall control. 9. INSURANCE; LIABILITY; MUTUAL RESPONSIBILITY; NO WAIVER OF IMMUNITIES 9.1 Insurance Coverage for Event. Subject to the limitations below, the City agrees to defend and indemnify the Provider against any claims brought, or actions filed, against the Provider, or any Licensed Police Officer of the Provider for the injury to, death of, or damage to the property of any third person(s) arising out of the performance and provide of assistance to the City pursuant this Agreement. 9.1.1 Provider understands and agrees that the City’s municipal liability policy issued through the League of Minnesota Cities Insurance Trust (“LMCIT Policy”) will be the primary policy as it relates to defense and indemnification of claims and lawsuits arising out of the Provider’s actions, and Provider agrees to cooperate with the City and the League of Minnesota Cities Insurance Trust in all claims and suits arising out of this Agreement. 9.1.2 Provider understands and agrees that the City will not defend or indemnify Provider, its officers or employees, for any claims or lawsuits that do not take place during the term of the Agreement; or any claim or lawsuit that would be considered as a result of a “covered event” as defined by the law enforcement liability policy purchased through the Host Committee and administered by the City of Minneapolis for specific Super Bowl related events authorized by the National Football League. 9.1.3 Provider agrees to be bound by the terms and conditions contained in the 9 LMCIT Policy. 9.1.4 Provider agrees that it will cooperate with the League of Minnesota Cities Insurance Trust and with the City by reasonably and timely responding to the League of Minnesota Cities Insurance Trust’s request(s) for information or to appear at meetings or judicially mandated hearings. 9.2 Liability Coverage as Sole Source for Liability and Indemnity. Provider hereto agrees that it will only seek recovery for any liability incurred in carrying out the terms of this Agreement from the LMCIT policy set out in Section 9.1 of this Agreement. 9.2.1 If Provider’s liability is not subject to recovery through the LMCIT Policy, then the Provider agrees that it will otherwise be responsible for its own acts or omissions, or both, and those of its officials, employees, representatives and agents in carrying out the terms of this Agreement, whether those acts or omissions occur within or outside of the jurisdiction or geographic limits of the City of Bloomington. 9.2.2 In the unlikely event that the aggregate amount of any one or all claims arising from one occurrence exceeds $2 million, then each Party agrees that it will otherwise be responsible for its own acts or omissions, or both, and those of its officials, employees, representatives and agents in carrying out the terms of this Agreement, whether those acts or omissions occur within or outside the of the jurisdiction or geographic limits of the City of Bloomington. 9.3 Further Limitation On Provider Liability. It is understood and agreed that the liability of a Provider that is a municipality, county or similar political subdivision shall be limited by the provisions of Minnesota Statutes Chapter 466 (Tort Liability, Political Subdivisions) and by other applicable law. Nothing contained in this Agreement shall waive or amend, nor shall be construed to waive or amend any defense or immunity that either Party, its respective officials and employees, may have under said Chapter 466, Section 471.59 subd. 1a, and any common-law immunity or limitation of liability, all of which are hereby reserved by the Parties that have entered into this Agreement. 9.4 Provider Workers’ Compensation Insurance Required. Except as expressly provided herein, each Party shall be responsible for injuries or death of its own personnel. Each Party will maintain workers’ compensation insurance or self- insurance coverage, covering its own personnel while they are providing assistance pursuant to this Agreement. Except as expressly provided herein, each Party waives the right to sue any other Party for any workers’ compensation benefits paid to its own employee or volunteer or their dependents. 10 9.5 Provider Responsible for Own Equipment. Except as expressly provided herein, each Party shall be responsible for damages to or loss of its own equipment. Except as expressly provided herein, each Party waives the right to sue any other Party for any damages to, or loss of its equipment. 9.6 Provider Rendering First Aid. Except for immediate first aid rendered by a Provider at the scene of an accident or occurrence, no other medical assistance, expenses or aid is covered under this Agreement. 9.7 Except for the foregoing, the Parties intend that this Agreement will not benefit or create any right or cause of action in or on behalf of any person or entity other than the Parties. 10. INDEPENDENT CONTRACTORS Provider in its relationship with the City under this Agreement is an independent contractor. No Provider, its Licensed Peace Officers or other law enforcement resources shall be considered an employee of the City. The City, its Licensed Peace Officers or other law enforcement resources shall not be considered employees of the Provider. 11. SUBCONTRACTING The City and Provider agree that no Services will be subcontracted and agree not to enter into any subcontracts to provide any Services under this Agreement. 12. ASSIGNMENT Neither the City nor the Provider will assign or transfer any interest in this Agreement without the consent of the other Party. 13. DISPUTE RESOLUTION The City and the Provider each agree to cooperate and negotiate in good faith to resolve any disputes that arise regarding the terms of this Agreement and the performance of the Services. If good faith negotiations fail to resolve a dispute, then the Parties will use mediation services to attempt to resolve the dispute. The City and Provider will equally share the expense of the mediator. The Parties will select a mediator by each submitting three names in rank order of preference to the other Party. If there is no common name on each Party’s list, then a neutral, third party, law enforcement representative that is not a party to this Agreement will select a mediator for the Parties. If mediation fails to resolve a dispute between Parties, then the Parties may exercise their legal or equitable rights. 11 14. AUDIT OF AGREEMENT RECORDS Pursuant to Minnesota Statutes Section 16C.05, both the City’s and the Provider’s books, records, documents, and accounting procedures and practices with respect to any matter covered by this Agreement shall be made available to the State of Minnesota Office of the State Auditor upon written notice, at any time during normal business hours, for the purpose of auditing, examining or making excerpts or transcripts of relevant data. 15. AMENDMENT OR CHANGES TO AGREEMENT 15.1 Any alterations, amendments, deletions, or waivers of the provisions of this Agreement shall be valid only when reduced to writing and duly signed by the Parties hereto; after all appropriate and necessary authority has been acquired by each such Party. 15.2 Modifications or additional schedules shall not be construed to adversely affect vested rights or causes of action which have accrued prior to the effective date of such amendment, modification, or supplement. The term “Agreement” as used herein shall be deemed to include any future amendments, modifications, and additional schedules made in accordance herewith. 16. NOTICES Except as otherwise stated in this Agreement, all notice or demand to be given under this Agreement shall be delivered in person or deposited in United States First Class Mail, Return Receipt Requested. Any notices or other communications shall be addressed as follows: City: Jeff Potts, Chief of Police, City of Bloomington, 1800 West Old Shakopee Road, Bloomington, MN 55431, jpotts@bloomingtonmn.gov; or Provider: _____________________________________________; or such other contact information as either party may provide to the other by notice given in accordance with this provision. Nothing in this Section 16 shall prohibit a Party from contemporaneously providing the communication by electronic mail when such occurs at the same time as depositing in United States Mail. 17. CHOICE OF LAW AND VENUE This Agreement shall be governed by and construed in accordance with the laws of the state of Minnesota. Any disputes, controversies, or claims arising out of this Agreement shall be heard in the state or federal courts of Hennepin County, Minnesota, and all 12 parties to this Agreement waive any objection to the jurisdiction of these courts, whether based on convenience or otherwise. 18. ENTIRE AGREEMENT It is understood and agreed that this entire Agreement supersedes all oral agreements and negotiations between the parties hereto relating to the subject matters herein. All items that are referenced or that are attached are incorporated and made a part of this Agreement. If there is any conflict between the terms of this Agreement and referenced or attached items, the terms of this Agreement shall prevail. The matters set forth in the “WHEREAS” clauses at the beginning of this Agreement are true and correct and by this reference incorporated into and made a part of this Agreement. 19. AGREEMENT NOT EXCLUSIVE The City retains the right to contract with other public safety and security providers for other matters or for the Event, in the City’s sole discretion. 20. NO DISCRIMINATION Provider agrees not to discriminate in providing the Services under this Agreement on the basis of race, color, sex, creed, national origin, disability, age, sexual orientation, status with regard to public assistance, or religion. Provider agrees to hold harmless and indemnify the City from costs, including but not limited to damages, attorney's fees and staff time, in any action or proceeding brought alleging a violation of these laws by the Provider or its Licensed Police Officer(s). 21. PUBLICITY The Parties shall develop language to use when discussing this Agreement. Provider agrees that any publicity regarding the Services or the subject matter of this Agreement must not be released unless it complies with the approved language. 22. WAIVER Failure of a Party to enforce any provision of this Agreement does not affect the rights of the Parties to enforce such provision in another circumstance. No waiver of any provision or of any breach of this Agreement shall constitute a waiver of any other provisions or any other or further breach, and no such waiver shall be effective unless made in writing and signed by an authorized representative of the party to be charged with such a waiver. 23. SEVERABILITY 13 In the event that any provision of this Agreement shall be illegal or otherwise unenforceable, such provision shall be severed, and the balance of the Agreement shall continue in full force and effect and will be construed and enforced as if such invalid or unenforceable provision had not been included. 24. INTERCHANGE OF GOVERNMENT EMPLOYEES The Parties shall cooperate in achieving the objectives of this Agreement pursuant to Minnesota Statutes Sections 15.51 through 15.57. 25. COMPLIANCE WITH LAWS The Parties shall comply with all applicable federal, state, and local statutes, regulations, rules and ordinances currently in force or later enacted including but not limited to the MGDPA, Minnesota Statutes Section 471.425, subd. 4a, and as applicable, non- discrimination and affirmative action laws and policies. REMAINDER OF THIS PAGE IS BLANK 14 IN WITNESS WHEREOF, the parties hereto are authorized signatories and have executed this Agreement the day and year first above written. CITY OF ____________ CITY OF BLOOMINGTON By: ___________________________ By: _____________________________ Its: Its: City Manager, James D. Verbrugge Date: _________________________ Date: ___________________________ By: ______________________________ By:______________________________ Its: Its: Police Chief, Jeffrey D. Potts Date: _________________________ Date: _________________________ Reviewed and Approved By: By:______________________________ By:______________________________ Its: Its: City Attorney Date: _________________________ 15 EXHIBIT A EVENT LOCATIONS The City of ____________ will provide Services at locations as needed and directed by the City of Bloomington. 16 EXHIBIT B EVENT REIMBURSEMENT GUIDELINES Reimbursement Period: Friday, January 26, 2018, through Monday, February 5, 2018. 1. Bloomington Police Department (“BPD”) will serve as fiscal agent for purposes of this Agreement. 2. Reimbursement will be for hours worked in direct support of the BPD. 3. Reimbursement will occur only for hours worked consistent with official operational plans approved by BPD. 4. There will be no reimbursement for non-personnel costs, backfill, pre-Event training, equipment, and other expenses including but not limited to travel costs, fuel, mileage, per diem, etc. 5. Reimbursement will occur only for state, county, and local law enforcement personnel participating in Event security details. 6. To the extent possible, law enforcement personnel will be notified of their daily and hourly schedule 15 to 30 days prior to the Reimbursement Period. There will be no reimbursement for any changes to the schedule or for any scheduled off days during this period or for off hours where personnel are not actively assigned to an event detail. 7. No officer will be assigned to a shift that begins in less than 96 hours without the Provider’s prior approval. 8. Providers and personnel assigned to the event must adhere to all BPD requirements in order to be eligible for reimbursement. 9. If certain Event Services are cancelled within 24 hours of when the law enforcement officer’s shift is scheduled to begin, then that Licensed Police Officer will be compensated for 3 hours of time. If certain Event Services are cancelled more than 24 hours of when the law enforcement officer’s shift is scheduled to begin, then that Licensed Police Officer will not be compensated. 10. For reimbursement purposes, a law enforcement officer’s shift begins and ends when he/she checks in/out on site. 11. Provider must submit to the City an Officer Pay Rate Information Form in the format set out in Exhibit D (“Form”), attached and incorporated hereto, that lists the 2018 regular (100%) pay rates with associated badge numbers for all Licensed Police Officers providing Services pursuant to this Agreement. Provider must submit the Form to Sue LeGrand at slegrand@bloomingtonmn.gov on or before January 15, 2018. 12. Reimbursement will be paid at time and a half of the Licensed Police Officer’s pay rate as stated on the Form, plus a 17.65% fringe for PERA and Medicare related costs. These rates are all-inclusive and will not be adjusted. 17 13. On or before February 9, 2018 (covering pay period 1/26/18-1/28/18) and on or before February 23, 2018 (covering pay period 1/29/18-2/5/18), the City will provide a Reimbursement Summary Report (“Report”) to the Provider reflecting the dates and hours of service performed by Provider’s Licensed Police Officers. a. Within five (5) days of receipt of the Report from the City, Provider shall review the Report for accuracy and indicate to the City which hours were straight time and which hours were overtime, then return the completed Report to Sue LeGrand at slegrand@bloomingtonmn.gov. b. Provider will submit an invoice along with a copy of the Report to BPD. Thereafter, BPD will review the documentation and work with Provider to address any discrepancies. c. BPD will issue reimbursement to Provider consistent with this Agreement within forty-five (45) days of receipt of the Provider’s invoice, Report copy, and documentation. 14. Any variation from the above guidelines must be approved by the Bloomington Police Department. 18 EXHIBIT C CLAIMS PROCEDURE FOR CLAIMS All claims will be submitted to the City on its standardized “Claim Form” found on its website (https://www.bloomingtonmn.gov/sites/default/files/claimform.pdf ). Once received and recorded by the City, the City will forward the Claim Form on to the League of Minnesota Cities Insurance Trust (“LMCIT”) for investigation and determination of liability. Acceptance or denial of a claim may be appealed through the City’s Risk and Litigation Manager. Her contact information is alarson@bloomingtonmn.gov or 952-563-4932. 19 EXHIBIT D OFFICER PAY RATE INFORMATION FORM Provider (Agency): Contact Name: Phone #: Email: Badge # Officer Name Regular Hourly Rate Agenda Information Memo January 16, 2018 Eagan City Council Meeting CONSENT AGENDA F. AUTHORIZE attendance at the 2018 National League of Cities Congressional City Conference and approve the corresponding budget transfer Action To Be Considered: Authorize the attendance at the 2018 National League of Cities Congressional City Conference and approve the corresponding budget transfer, if necessary Facts: Councilmember Hansen has requested the opportunity to attend the National League of Cities Congressional Cities Conference to further his knowledge on federal issues impacting the City of Eagan. A budget transfer is requested in the event the line item for Council’s attendance at conferences and schools is exceeded by the addition of the Congressional Cities Conference. Attachments: (0) Agenda Information Memo January 16, 2018 Eagan City Council Meeting CONSENT AGENDA G. Contract 17-20, Quarry Road Street & Park Improvements Action To Be Considered: Approve the plans and specifications for Contract 17-20 (Quarry Road – Street and Park Improvements) and authorize the advertisement for a bid opening to be held at 10:30 a.m. on Thursday, March 1, 2018. Facts:  On June 6, 2017, the City Council adopted the 5-year Capital Improvement Plan (CIP) for Public Works Infrastructure, Part III (2018-2022) and authorized the initiation of the public improvement process for the 2018 programmed improvements.  On July 5, 2017, the City Council held a public hearing for Quarry Road Street Extension Improvements (Project 1245) through Quarry Park. The corresponding Council approval of this project included the authorization of the preparation of detailed plans and specifications for the 2017 construction season.  The relocation of an existing Xcel Energy pipeline was required for the construction of the proposed street improvements. The schedule for the pipeline relocation did not allow for the completion of the improvements within the 2017 construction season, so the entire project was rescheduled to 2018.  On October 3, 2017, the City Council adopted the 5-year Capital Improvement Plan (CIP) for Parks Infrastructure (2018-2022) and authorized the initiation of the public improvement process for the 2018 programmed improvements, including Pickleball courts, parking and relocated amenities in Qua rry Park.  Contract 17-20 provides for street and park mitigation improvements to extend Quarry Road through Quarry Park under Project 1245. It also provides for the construction of Pickleball courts, parking lot and relocated amenities, within Quarry Park, (Project 1287), as approved in the Parks CIP.  These projects are being combined under one contract for economies of scale in the competitive bidding process.  Contract plans and specifications have been completed, are available for review in the Engineering office, and are being presented to the City Council for their approval and authorization for the advertisement of bids. Upon approval, an advertisement would be published in the legal newspaper, as well as construction contracting publications, informing contractors of the opportunity to bid.  All of the construction activity for said improvements has been designed to occur within existing public property (Quarry Park) or easements.  Minnesota state law allows local agencies to choose a procurement system, termed Best Value Contracting (BVC), as an alternative to the standard low-bid contracting system. The law was advocated by a coalition of labor organizations and requires two factors to be considered during the BVC procurement process: price and performance.  BVC uses the relationship between performance and price to achieve the best overall value and lowest long-term cost for government construction projects.  On March 18, 2008, the City Council adopted, as practice, the Best Value Contracting method as a procurement system of public improvement projects for the City.  The BVC method of procurement has been successfully used for numerous previous street and utility improvement contracts since 2008.  The BVC method of procurement will be used for this contract, and will be advertised in the solicitation of these bids in the legal newspaper. All bids will be evaluated in an open and competitive manner. Attachments (0) Agenda Information Memo January 16, 2018 Eagan City Council Meeting CONSENT AGENDA H. Contract 17-21, Central Maintenance Facility Landscaping and Noise Mitigation Action To Be Considered: Approve the final payment for Contract 17-21 (Central Maintenance Facility – Landscaping and Noise Mitigation) in the amount of $50,970.00 to Urban Companies and accept the improvements for perpetual City maintenance subject to warranty provisions. Facts:  Contract 17-21 provided for landscape screening for the perimeter of the Central Maintenance Facility site.  On October 3, 2017, the contract was awarded to Urban Companies in the amount of $50,970.00 (landscaping).  Contract 17-21 work has been completed, inspected by representatives of the Public Works Department, and found to be in order for favorable Council action of final payment. Attachments (0) Agenda Information Memo January 16, 2018 Eagan City Council Meeting CONSENT AGENDA I. Contract 18-05, Central Maintenance Facility Phase II Improvements Action To Be Considered: Approve the plans and specifications for Contract 18-05 (Central Maintenance Facility – Phase II Improvements) and authorize the advertisement for a bid opening to be held at 2:00 p.m. on Tuesday, February 13, 2018. Facts:  On August 3, 2015, the City Council approved the 2016-2020 Facilities Capital Improvement Plan to anticipate capital improvement expenditures and schedule them over a five-year period which included improvements to the Central Maintenance Facility (CMF).  The improvements were split into 2 separate phases to balance expenditures and revenue sources. Phase 1 improvements were constructed in 2016 and 2017 while Phase 2 improvements are programmed to be constructed in 2018.  On July 14, 2017, a Request for Proposals (RFP) for architectural services for Phase 2 CMF improvements was issued. The general scope included: o Demolition of existing salt storage building (timber construction) o Construction of tempered vehicle storage building o Construction of automated vehicle wash facility o Space needs analysis for administrative areas o Schematic design for office, staging and lunchroom areas o Preparation of an asset management plan for the Central Maintenance Facility, including site infrastructure and associated site buildings (not including the North Water Treatment Plant or municipal well houses).  On September 5, 2017, the City Council approved the Consulting Services Agreement for Project 1278 with CNH Architects for a maximum fee of $204,500.00.  Project plans and specifications have been completed, are available for review in the Engineering office, and are being presented to the City Council for their approval and authorization for the advertisement of bids. Upon approval, an advertisement would be published in the legal newspaper, as well as construction contracting publications, informing contractors of the opportunity to bid. Attachments (0) Agenda Information Memo January 16, 2018 Eagan City Council Meeting CONSENT AGENDA J. Contract 17-03, Cliff Lake Protection Project Pond AP-42 Modification Action To Be Considered: Approve the final payment for Contract 17-03 (Cliff Lake Protection Project – Water Quality Improvements) in the amount of $36,058.40 to G.F. Jedlicki, Inc. and accept the improvements for perpetual City maintenance subject to warranty provisions. Facts:  Contract 17-03 provided for construction of a maintenance access road, grading, stormwater infrastructure modifications and installation of an iron -enhanced sand filtration (IESF) system at Pond AP-42, which is adjacent to Cliff Lake in southwest Eagan. The IESF system removes dissolved phosphorus from stormwater before it drains to the lake during high-water conditions.  On December 19, 2017, the Council approved a final payment for Contract 17-03 for an erroneous amount of $80,038.40 to the contractor. Staff has corrected the error and is resubmitting the correct final payment for Council approval.  The Contract 17-03 work has been completed, inspected by representatives of the Public Works Department, and found to be in order for favorable Council action of final payment. Attachments (0) Agenda Information Memo January 16, 2018 Eagan City Council Meeting CONSENT AGENDA K. Approve Agreement with AVI Systems, Inc. to provide audio/visual professional design services for the renovations at the City Hall and Police facilities. Action To Be Considered: Approve Agreement with AVI Systems, Inc. to provide audio/visual professional design services for the renovations at the City Hall and Police facilities. Facts: ➢Staff is recommending to enter into an agreement with AVI Systems, Inc. to provide guidance in designing the audio visual (A/V) needs of the upcoming PD/Cityhall remodel. AVI Systems, Inc. will be performing a needs analysis, setting up a summary or scope of work, providing us with an equipment list or bill of materials and assisting Wold Architects with infrastructure requirements needed for the construction documents as it relates to the audio/visual needs of the City. ➢AVI Systems, Inc. is one of the City’s current A/V vendors for equipment and installation that were installed in various meeting places across the City and has been essential in providing our A/V needs for ETV. ➢For these professional design services, the City recommends paying AVI Systems, Inc. $7,515 to assist with this project. Attachments: (1) CK-1 Agreement AGREEMENT AGREEMENT made this _____ day of __________, 2018, between the CITY OF EAGAN, a Minnesota municipal corporation ("City"), and AVI Systems, Inc., a North Dakota Corporation, ("Contractor"). IN CONSIDERATION OF THE MUTUAL UNDERTAKINGS HEREIN CONTAINED, THE PARTIES AGREE AS FOLLOWS: 1. CONTRACT DOCUMENTS. The following documents shall be referred to as the "Contract Documents", all of which shall be taken together as a whole as the contract between the parties as if they were set verbatim and in full herein: A. This Agreement B. System Design/Consulting Services Proposal dated January 8, 2018 and attached hereto as Exhibit “A.” In the event of conflict among the provisions of the Contract Documents, the order in which they are listed above shall control in resolving any such confl icts with Contract Document "A" having the first priority and Contract Document "B" having the last priority. 2. OBLIGATIONS OF THE CONTRACTOR. The Contractor shall provide the goods, services, and perform the work in accordance with the Contract Documents. 3. OBLIGATIONS OF THE CITIES. The City shall pay the Contractor a sum not to exceed $7,515.00. 4. ASSIGNMENT. Neither party may assign, sublet, or transfer any interest or obligation in this Agreement without the prior written consent of the other party, and then only upon such terms and conditions as both parties may agree to and set forth in writing. 5. TIME OF PERFORMANCE. The Contractor shall complete its obligations on or b efore ___________________. 6. PAYMENT. The City will pay the Contractor not later than thirty (30) days upon being invoiced for services delivered. No final payment shall be made under this Contract until Contractor has satisfactorily established compliance with the provisions of Minn. Stat. Section 290.92. A certificate of the commissioner shall satisfy this requirement with respect to the Contractor or any subcontractor. 2 7. PROMPT PAYMENT TO SUBCONTRACTORS. Pursuant to Minnesota Statute 471.25, Subdivision 4a, the Contractor must pay any subcontractor within ten (10) days of the Contractor's receipt of payment from the Cities for undisputed services provided by the subcontractor. The Contractor must pay interest of one and one-half percent (11/2 %) per month or any part of a month to subcontractor on any undisputed amount not paid on time to the subcontractor. The minimum monthly interest penalty payment for an unpaid balance of $100.00 or more is $10.00. For an unpaid balance of less than $100.00, the Contractor shall pay the actual penalty due to the subcontractor. A subcontractor who prevails in a civil action to collect interest penalties from the Contractor shall be awarded its costs and disbursements, including attorney's fees, incurred in bringing the action. 8. NONDISCRIMINATION. All Contractors and subcontractors employed shall comply with all applicable provisions of all federal, state and municipal laws which prohibit discrimination in employment to members of a protected class and all rules and regulations, promulgated and adopted pursuant thereto. The Contractor will include a similar provision in all subcontracts entered into for the performance of this contract. 9. WORKER'S COMPENSATION. If Contractor does public work, the Contractor shall obtain and maintain for the duration of this Agreement, statutory Worker's Compensation Insurance and Employer's Liability Insurance as required under the laws of the State of Minnesota. 10. COMPREHENSIVE GENERAL LIABILITY. Contractor shall obtain the following minimum insurance coverage and maintain it at all times throughout the life of the contract, with the City included as an additional name insured: Bodily Injury: $2,000,000 each occurrence $2,000,000 aggregate, products and completed operations Property Damage: $2,000,000 each occurrence $2,000,000 aggregate Products and Completed Operations Insurance shall be maintained for a minimum period of three (3) years after final payment and Contractor shall continue to provide evidence of such coverage to City on an annual basis during the aforementioned period; or if any reason Contractor's work ceases before final payment, for a minimum period of three (3) years from the date Contractor ceases work. 3 Contractual Liability (identifying the contract): Bodily Injury: $2,000,000 each occurrence Property Damage: $2,000,000 each occurrence $2,000,000 aggregate Personal Injury, with Employment Exclusion deleted: $2,000,000 aggregate Comprehensive Automobile Liability (owned, non-owned, hired): Bodily Injury: $2,000,000 each occurrence $2,000,000 each accident Property Damage: $2,000,000 each occurrence The coverages specified above may be satisfied by a combination of insurance policies, including umbrella policies. If requested, evidence of coverage meeting the requirements shall be provided to the City for review prior to the time of contract signing. 11. DATA PRACTICES/RECORDS. A. All data created, collected, received, maintained, or disseminated for any purpose in the course of this Agreement is governed by the Minnesota Government Data Practices Act, Minn. Stat. Ch. 13, any other applicable state statute, or any state rules adopted to implement the act, as well as federal regulations on data privacy. Consultant must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to (1) all data provided by the City pursuant to this Agreement, and (2) all data, created, collected, received, stored, used, maintained, or disseminated by the Consultant pursuant to this Agreement. Consultant is subject to all the provisions of the Minnesota Government Data Practices Act, including but not limited to the civil remedies of Minnesota Statutes Section 13.08, as if it were a government entity. In the event Consultant receives a request to release data, Consultant must immediately notify the Cities. The Cities will give Consultant instructions concerning the release of the data to the requesting party before the data is released. Consultant agrees to defend, indemnify, and hold City, its officials, officers, agents, employees, and volunteers harmless from any claims resulting from Consultant's officers', agents', cities', partners', employees', volunteers', assignees' or subcontractors' unlawful disclosure and/or use of protected data. The terms of this paragraph shall survive the cancellation or termination of this Agreement. B. All books, records, documents, and accounting procedures and practices of the Contractor and its subcontractors, if any, relative to this Agreement are subject to examination by the City. 4 12. WARRANTY. The Contractor shall be held responsible for any and all defects in workmanship, materials, and equipment which may develop in any part of the contracted service, and upon proper notification by the City shall immediately replace, without cost to the City, any such faulty part or parts and damage done by reason of the same in accordance with the bid specifications. 13. INDEMNITY. The Contractor agrees to indemnify and hold the Cities harmless from any claim made by third parties as a result of the services performed by it. In addition, the Contractor shall reimburse the Cities for any cost of reasonable attorney's fees it may incur as a result of any such claims. 14. WAIVER. In the particular event that either party shall at any time or times waive any breach of this Agreement by the other, such waiver shall not constitute a waiver of any other or any succeeding breach of this Agreement by either party, whether of the same or any other covenant, condition, or obligation. 15. GOVERNING LAW. The laws of the State of Minnesota govern the interpretation of this Agreement. 16. SEVERABILITY. If any provision, term, or condition of this Agreement is found to be or become unenforceable or invalid, it shall not affect the remaining provisions, terms, and conditions of this Agreement, unless such invalid or unenforceable provision, term, or condition renders this Agreement impossible to perform. Such remaining terms and conditions of the Agreement shall continue in full force and effect and shall continue to operate as the parties' entire agreement. 17. ENTIRE AGREEMENT. This Agreement represents the entire agreement of the parties and is a final, complete, and all inclusive statement of the terms thereof, and supersedes and terminates any prior agreement(s), understandings, or written or verbal representations made between the parties with respect thereto. CITY OF EAGAN, a Minnesota AVI Systems, Inc., a North Dakota municipal corporation corporation By: _____________________________ By: ____________________________ Mike Maguire ___________________________ Its: ________________________ By: _____________________________ Christina M. Scipioni Its: Clerk Area Vice President Agenda Information Memo January 16, 2018, Eagan City Council Meeting CONSENT AGENDA L. DIRECT Staff To Negotiate Telecommunications Tower Location - Walden Heights Park Actions To Be Considered: To authorize staff and the City Attorney’s office to proceed with the necessary land use application process and appropriate lease negotiations for the installation of private telecommunications equipment at Walden Heights Park, located south of Cliff Road west of Thomas Lane and opposite Lake Park Drive. Required Vote For Approval: Majority of Councilmembers present Facts: City staff has received a proposal from Lewis Martin Consulting on behalf of Verizon to locate telecommunications equipment on property at Walden Heights Park. Verizon is proposing to construct a new monopole on the park property, approximately 113 feet south of Cliff Road west of Thomas Lane and opposite Lake Park Drive. City Code allows telecommunications antennae and towers to be located on property that is zoned P, Park. Construction of a new tower requires a Conditional Use Permit. A Variance is also requested to the 300’ minimum setback from residential property. The proposed tower location is set back 165’ from the nearest residential property. Consent from the City as the property owner is required for the CUP and Variance applications to be brought forward to the Advisory Planning Commission for public hearing, and then to the City Council for final action. A lease agreement is also necessary to permit the installation of private telecommunications equipment upon City land. The Conditional Use Permit and Variance applications will be sent to the APrC for review as part of the typical development application review process. The APrC will also have an opportunity for input on the lease agreement during the lease negotiation process. The requested Council action to authorize staff and the City Attorney’s office to continue working with Verizon to accomplish the necessary land use application processes and appropriate lease negotiations for this site does not guarantee City approval of said applications. Attachments: (2) CL-1 Location Map CL-2 Request from Lewis Martin Consulting for Verizon BEACONHILLRDBEACON ROAD. C O V I N GTON BAYLOR CT PIN ETR E E TRAIL STEEPLECHASEW AY CYPRESS PTHAZELTINE L AN E C.S.A.H.NO.31(PILOTKNOBRD.)ANDR EW BLVD CAMELBACKDR L A K E S I D E D R VILDMAR K D RVILDM ARK CTWILDERN ESS C URV E WILDE RNE SS LN O AK LE AF C IR DUNBERRY CIRDUNB ERRYLANELAKES ID E CIR CLE OME LA NE COSMOS LANE COSMOS LANEEASTER LANENORTH SVENSK LNNORTH MALMO LANEDUNROVIN LANESVENSKLANENYBROCIRMALMO CIRCARLSON LAKE LANE E A S T B A LSAM TRAILCARLSONLAKELANENORTHNYBROLANE EAST BALSAM STREET LONDONLANECOVIN GTONLNWELLINGTON WAY .RIDGE CLIFF DRIVEPENKWEW A Y BEACONHILLROADH IL L CAMBRIDGE DRTHOMASLNRICHARDLANER E B E C C A L NERIK'SBLVDWALDENDRRI CHARDLNCOVINGTON LA N E P ENKWECIRPENK W E W AYCLEMSON CIRCLECLEMSON DR CLE M S O N DRIVE PINETREE PA S SSTONECLIFFEDRIVEJOHNNYCAKERIDGERDTHOMASLAKERD.SUMMITPASSSTEEPLECHASECOURTSTEEPLECHASE L A N EW E LLINGT O NWAYRIDGEVIEWDRC H E S M A R LN CHES MAR DRIVECHESMARCRWILDERNESS RUN DRWILDERNESS RUN CTWILDERNESS RUN CIRWILDERNESS RUN ROAD NOR W O OD CIR.WESTMINSTERCRBEACON H IL LCTAMARY LLIS LANE DELORES LANE S H E F F IE L D C IR WELLINGTON CT.B E A C O N H IL L C R COVING T O N CR TR ENTON LN LODGEPOLEDRIVEPONDEROSA CIR BALSAM STREET WALFRID ST L A K E PARK D RLAKEPARKCT SEQUOIA DRIVELODGEPOLE CTPINE T REEC U R VE L O DGEPOLED RMAL L ARD CT MALLARD VIEW CTNORWOOD CTWALNUT CIRWALNUT LN WALNUTCTHI CK ORY L A N E THOMA S CE NTE R D R WALNUT L A N E H IC KORYH ILLMALLARD CIRNESTLIN G CIR AUB UR N CTCLE MSON C T DRIVEM ALLARDMALLARD DRIVE S O U T H M ALLARDNORTH M A LLARDTR.LAKEPARKCIRGADWALL CTPINTAIL CTGA RD E N T RAILDUNROVIN PLOAKCHASELANEWOOD GAT E L A N E J OHNNYCAKERI DGEROADW OODGATELANE TEALC O V E JOHNNYCAKERIDGEROADWEXFORDCIRWEXFORDWAY HICKO R Y HILL W AL N UTCIRMALLARD PLACEWEXF O RDCTTHOMASLAKERD.ANDREWBLVD INTERLACHEN DRIVE PARKRIDGEDR GRAC E DR CLI F F ORDLN.COACHDR.SHEVLINCTC OVINGTONN O R WOODDRSHEFFI E L DLNSHERWOOD WAY SHERWOOD COU R TSHERWOODWAY WINDSOR COURTKNOTTINGHAMCIR LANE .KINGSBURYDRLANCASTER LANE R ICH ARDS CT HEMLOCK CIR GREGORY LN.BARCLAY CR.E BALSAM TRAIL FAIRWAY HILLS DRIVECARR IAGE H ILL PE BB L E BEACHWAYHALDEN CRJOHNNY CAKE RIDGE ROADJONNYCAKERIDGERDN O R W O ODD R C.S.A.H.NO.31(PILOTKNOBRD.)C.S.A.H.NO.31(PILOTKNOBRD.)C.S .A.H.NO.32 (CLIFF ROAD)C.S.A.H. NO. 31 (PILOT KNOB ROAD)C.S.A.H.NO.31(PILOTKNOBRD.)C.S.A.H. NO. 31 (PILOT KNOB ROAD)C.S .A.H.NO.32 (CLIFF ROAD)SEQUOIA DRIVESHADOWCREEKCURVE DAKOTAPATHBLACK WOLFRUNEGL PT D R PRAIRIE DUNESWAY WINGEDFOOT TR I N T E R LACHEN DR ClearwaterPark EvergreenPark GeorgeOhmannPark CarlsonLake Park Downing Park HighlineTrailPark OakChasePark RidgecliffPark RidgecliffParkPark ThomasLakeEast Pa rkThomasLakePark WaldenHeights Park Lebanon HillsRegional Park Park Location Map 0 1,000500Feet ´ §¨¦35E §¨¦494 Cliff Rd Diffley Rd Yanke e Doodle Rd Lone Oak Rd Map Area Extent Project Name: Lewis Martin C onsulting for VerizonRequest: Autho rization for Placement of Telecommunicatio ns To wer on City PropertyLocation: Wald en Heights Park Subject Site Martin Consulting, LLC (�)� 424 El Camino Drive Frisco, Texas 750343 A Site Development and Consulting Firm Specializing in Site Acquisition /Leasing /Zoning /Permitting /Consulting November 27, 2017 James Hauth Utilities Technician, City of Eagan Eagan Municipal Center 3830 Pilot Knob Road, Eagan, MN 55122 1Hauth0ci13ofeagan.com (651) 675-5216 RE: Antenna Site Application Submission by Martin Consulting LLC for Verizon Wireless As per Pam Dudziak's written correspondence on June 30th, 2017, Martin Consulting LLC is submitting the required Antenna Site Application for a proposed cell tower on behalf of Verizon Wireless. The proposed location for this cell tower is at the northern part of the Walden Height Park, just south of Cliff Road, with an address to be determined by the City of Eagan, or Dakota County, at a later date. Along with the Antenna Site Application, I have included and attached the additional items that we feel would be useful in the evaluation and procession of this application. 1. Antennas Site Application, dated 11/27/2017. 2. Carrier & Project Identification Sheet, dated 11/27/2017. 3. Conditional Use Permit Application Fee ($350), plus the Commercial Escrow Deposit ($1000). 4. Construction Drawings Rev. B (11/8/2017), as prepared by a Professional Engineer. (2 copies). As you can see by the depth, detail, and organized structure of this application, Verizon Wireless and Martin Consulting are being very forthcoming with providing and supplying any and all information for this project to be reviewed by the City of Eagan's Utility Department and their Zoning Department. Verizon Wireless and Martin Consulting has provided this information with the full intent of meeting both the spirit and letter of the zoning code of the City of Eagan. Sincerely, Lewis Martin, President Martin Consulting, LLC (469) 347-0920 Direct Line (469) 777-3482 Fax Lewis@ MartinConsultingTX.co. CC: Jon Eaton, Superintendent of Utilities, City of Eagan 3419 Coachman Point Eagan, MN 55122 Office: 651-675-5215 Fax: 651-675-5211 JEaton0cit3ofeagan.com Paul Graham, Superintendent of Parks, City of Eagan 3501 Coachman Point I Eagan, MN 55122 (651) 675-5300 1 (651) 675-5360 (Fax) PGraham@citvofeagan.com Agenda Information Memo January 16, 2018 Eagan City Council Meeting CONSENT AGENDA M. Authorize Submittal of a CDA Redevelopment Incentive Grant Application to Assist with Entrance Monument Work Within The Cedar Grove Project Action To Be Considered: To adopt a resolution authorizing the submittal of a 2018 CDA Redevelopment Incentive Grant (RIG) program application to assist with entrance monument work within the Cedar Grove Redevelopment Area. Facts: The Dakota County Community Development Agency has allocated $1.2 million for its 2018 Redevelopment Incentive Grant (RIG) Program round, which was created to assist cities and development entities in the County in meeting their redevelopment goals and to further the goals of the CDA. Grants may be awarded up to $250,000 per community, but may be less depending upon the number of qualified applications that are received for the program. Grant applications are accepted through January 19th for award and distribution in 2018. The CDA has been very supportive of the City’s redevelopment work within the Cedar Grove Area and has awarded $1.7 million in RIG funding since 2009 to assist with demolition work, trail connections, the parking garage, entrance monuments and various other improvements for the project area. Grant Request The intent of this grant application is to assist with costs related to continued streetscape revitalization within the Cedar Grove Redevelopment Area, specifically removal and reconstruction of the two monuments at the intersection of Rahn Road and Cedar Grove Parkway. In 2015, a Feasibility Report for the Cedar Grove Corridor Landscape Monument Revitalization was prepared by WSB and Associates to determine costs of restoring deteriorating landscape features throughout the Cedar Grove Redevelopment Area. Programming for this activity was partially funded in 2016 under the RIG program in the amount of $215,855; with work limited to phase 1 of the project concentrated at the four corners of the Silver Bell Road/Cedar Grove Parkway/Nicols Road intersection. This work is underway and should be completed in the spring of 2018. Phase 2 work will be in conjunction with The Preserve at Cedar Grove development proposed by Commercial Investment Properties, Co. for Outlot B between Rahn Road and Fen Way at Eagan Outlets Parkway. A sale and purchase agreement and conceptual plan for this project were reviewed and approved by the Eagan EDA on February 7, 2017. A Rezoning and Planned Development application is expected to be reviewed at a public hearing held by the Eagan Advisory Planning Commission on January 23rd, 2018. The monument at the northwest corner adjacent to Cedarvale Lanes (Site 5) will be removed and reconstructed at an appropriate scale similar to design proposed for the entrance nearest the pond at Nicols Road and Silver Bell Road (see attached design example-Site 5). The southwest corner adjacent to the proposed Preserve development (Site 4) will have limited area and impact due to the size and massing of the building anticipated for the development. Therefore, the proposed design will be limited to a seating wall, landscaping and a pad for future public art (see attached design example- site 4, seating wall example). The estimated total project cost for both corners is approximately $120,000 plus costs associated with future public art. The total grant request amount will be $66,000, with work anticipated to be completed within the two years allowed by the grant. The CDA requires a 4 to 1 leverage of other funds for any awarded amount. Private development costs associated with The Preserve project and public art funding will be used as matching funds. Application submittal must be approved by the respective city council by resolution that includes required provisions, including support for CDA’s affordable housing mission. Attachments: (3) CM-1 Location Map CM-2 Area Map and Design Examples CM-3 Resolution STATE T.H . N O . 13SILVER BELL ROADCEDARGROVEPKWYJADE PTZIRCON LANE DIFFLEY SERVICE RD N SAPPHIRE LN RAHN ROADTACONITE TRAIL DI AMONDDRI VETACONITE GOLD TRAIL AMETHYST LANEBLUESTONE LANE CINNABAR DRBERYL ROADGOLD TRAIL T U R Q U O IS E T R A I L GARNETLANE C.S.A.H. NO. 30 DURHAM C TTESSERACT PLSTATETRUNKHIGHWAYNO.13KENNEBECDRIVECALCITE DRBLUESTONE DRMAGNETITE PTN IC O L S R O A D FLINT DRTOPAZ DRIVES O U T H R U B Y C T G L E N F I E L D C TOLD SIBLEY MEMORIAL HIGHWAYCINNABAR CT STATEHWY.NO.77(CEDARAVE.)KENNEBECDRIVEJADE LANE RIV V LY W A Y SIBL E Y CTWUTHERING HEIGHTS RDCEDARGROVEPKWYPUMICE POINT GARNET PTEMERALDLANE NORTHRUB Y CTSTATE T .H. NO. 7 7 (CEDAR AVE)LIMONITE LNHEATHERDRALDER LANERAHNROADPUMICE L NCARNELIAN LANE N I C O L S R O A D C.S.A.H. NO. 30 (DIFFLEY ROAD)GARNETDRIVE DOLOMITEDRO L I VI NEDREAGANOUTLETSPKW YF L I NTLANE JADE LANE LI MONI TELANEMICA TRAILCINNABAR DRIVESILVER BELL ROAD SE N ECAROADCINNABAR DR F E N W A Y B E R Y L R O A D CARNELIAN LANE BURGUNDY DRPUMICE LANEPUMICE CTOPALDRIVE G O L D T R A IL BE A VER DAMRO A DNICOLS ROADDIAMOND PTWILLOWWAYSILVER BELL RD CARNELIAN LANELAUREL CTOLDSIBLEYHIGHWAYOPAL PL. JADELANE MICA TRAIL TURQUOISE TRAILCEDAR GROVE PKWYEAGAN OUTLETS PKWYNICOLS RD/CEDAR GROVE BLVDCedarPondPark WoodhavenPark FortSnelling StatePark BridgeviewPark Location Map 0 1,000500Feet ´ §¨¦35E §¨¦494 Cliff Rd Diffley Rd Yankee Doodle Rd Lone Oak Rd Map Area Extent Project Name: RIG Grant -Entrance Monuments Ph2Request: Application AuthorizationCase No.: Subject Site Cedar Grove Entrance Monument Area Locations 1 2 3 4 5 6 7 8 910 Outlot BThe Preserve (CIP proposed) Cedarvale Lanes R ahn R d Cedar Grove PkwySite 4 Site 5 0 25 5012.5 FeetProposed Entrance Monument Revitalization Area-Phase 2 PROPOSED SITE 4 EXAMPLE –SEATING WALL/PUBLIC ART (SITE 6 DESIGN SHOWN) PROPOSED SITE 5 EXAMPLE (SITE 10 DESIGN SHOWN) RESOLUTION NO. _____ AUTHORIZING SUBMITTAL OF 2018 CDA RIG APLICATION CITY OF EAGAN WHEREAS, the City of Eagan has identified a proposed project(s) within the City of Eagan that meets the Dakota County Community Development Agency (CDA) Redevelopment Incentive Grant program’s purposes and criteria; and WHEREAS, the City has established a Redevelopment Plan of which the proposed project is a component; and WHEREAS, the City of Eagan has the capability and capacity to ensure the proposed project be completed and administered within the Redevelopment Incentive Grant program guidelines; and WHEREAS, the City of Eagan has the legal authority to apply for financial assistance; and WHEREAS, the City of Eagan is supportive of affordable housing and of the CDA’s mission, to improve the lives of Dakota County residents through affordable housing and community development. NOW THEREFORE BE IT RESOLVED that the City of Eagan approves the application for funding from the Dakota County CDA Redevelopment Incentive Grant program. BE IT FURTHER RESOLVED that upon approval of its application by the Dakota County CDA, Mike Maguire (Mayor) and the City Administrator are hereby authorized to execute such agreements as are necessary to receive and use the funding for the proposed project. Motion by: Second by: Those in Favor: Those Against: CERTIFICATION I, Mike Maguire, Mayor and Christina M. Scipioni, City Clerk, City of Eagan, Dakota County, Minnesota, do hereby certify that the foregoing resolution was duly passed and adopted by the Eagan City Council in a regular meeting thereof assembled this 16th day of January, 2018. ______________________________ Mike Maguire, Mayor ______________________________ Christina M. Scipioni, City Clerk Agenda Information Memo January 16, 2018 Eagan City Council Meeting CONSENT AGENDA N. Approve a resolution to accept donations from Patricia Judge and Keith Maiz Action To Be Considered: To approve a resolution to accept donations from Patricia Judge and Keith Maiz Facts:  State Statute requires the Mayor and City Council to accept donations to the City via a resolution.  The City has received the following donations: o $1,000 from Patricia Judge for the Police K9 program o $8 from Keith Maiz for the Police Department Attachments: (1) CN-1 Resolution RESOLUTION NO. _______ CITY OF EAGAN Accept Donations WHERAS, the City of Eagan is generally authorized to accept donations of real and personal property pursuant to Minnesota Statutes Section 465.03 for the benefits of its citizens, and is specifically authorized to accept gifts; and WHEREAS, the following have offered to contribute the following donations set forth below to the City: Name of Donor Donation Patricia Judge Keith Maiz $1,000 for the Police K9 program $8 for the Police Department WHEREAS, the donations have been contributed to the City for the benefit of its citizens, as allowed by law; and WHEREAS, the City Council finds that it is appropriate to accept the donations offered. NOW, THEREFORE, BE IT RESOLVED that the City Council of Eagan, Dakota County, Minnesota, hereby accepts the donations described above. CITY OF EAGAN CITY COUNCIL By: _________________________ Its Mayor Motion by: Attest: _______________________ Seconded by: Its Clerk Those in favor: Those against: Date: January 16, 2018 CERTIFICATION 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 16th day of January, 2018. ____________________________ City Clerk Agenda Information Memo January 16, 2018, Eagan City Council Meeting CONSENT AGENDA O. Declare excess office furniture as surplus Action To Be Considered: To declare excess office furniture as surplus. Facts:  Throughout the years, City Hall has accumulated extra pieces of office furniture, such as file cabinets, storage furniture, small tables and miscellaneous office furniture parts. These pieces are no longer usable and/or needed.  The Civic Arena has excess tables and chairs that are in disrepair and/or are no longer needed.  Per the Surplus Property Policy, the City Council must declare the property to be surplus before it can be sold, recycled or otherwise disposed of.  Upon the Council’s declaration of the property as surplus, it will be sold or disposed of in accordance with the Surplus Property Policy. Attachments: (0) Agenda Information Memo January 16, 2018, Eagan City Council Meeting CONSENT AGENDA P. Approve a change of manager of the Off-Sale Beer License for Eagan 2008, LLC doing business as Cub Foods #4974 Action To Be Considered: To approve a manager change of the Off-Sale Beer License issued to Eagan 2008, LLC doing business as Cub Foods #4974, 1020 Diffley Road Facts:  A change in management has occurred at Cub Foods #4974, 1020 Diffley Road. The new manager of the store, Robert Davenport, has completed the necessary forms and paid the investigation fee.  The Eagan Police Department has conducted an investigation of the new manager and finds no reason for denial. Attachments: (0) Agenda Information Memo January 16, 2018, Eagan City Council Meeting CONSENT AGENDA Q. Approve a change of manager of the Off-Sale Beer License for SUPERVALU Inc. doing business as Cub Foods #1616 Action To Be Considered: To approve a manager change of the Off-Sale Beer License issued to SUPERVALU Inc. doing business as Cub Foods #1616, 1940 Cliff Lake Road Facts:  A change in management has occurred at Cub Foods #1616, 1940 Cliff Lake Road. The new manager of the store, Nathaniel Spevacek, has completed the necessary forms and paid the investigation fee.  The Eagan Police Department has conducted an investigation of the new manager and finds no reason for denial. Attachments: (0) Agenda Information Memo January 16, 2018, Eagan City Council Meeting CONSENT AGENDA R. Approve a change of manager of the On-Sale Liquor and Sunday Liquor License for Lone Oak Stores LLC doing business as Burgers & Bottles/Volstead House Action To Be Considered: To approve a manager change of the On-Sale Liquor and Sunday Liquor License issued to Lone Oak Stores LLC doing business as Burgers & Bottles/Volstead House, 1278 Lone Oak Road Facts:  A change in management has occurred at Burgers & Bottles/Volstead House, 1278 Lone Oak Road. The new manager of the restaurant, Jenna Williams, has completed the necessary forms and paid the investigation fee.  The Eagan Police Department has conducted an investigation of the new manager and finds no reason for denial. Attachments: (0) Agenda Information Memo January 16, 2018, Eagan City Council Meeting CONSENT AGENDA S. Approve On-Sale Liquor and Sunday Liquor License renewal for J & J Bhakta LLC doing business as Genghis Grill, 1278 Town Centre Drive #175 Action To Be Considered: To approve the renewal of an On-Sale Liquor and Sunday Liquor License for J & J Bhakta LLC doing business as Genghis Grill, 1278 Town Centre Drive #175 Facts:  On December 5, 2017 the City Council passed a resolution granting authority to the City Clerk to issue alcohol license renewals, provided the licensees’ paperwork was received by close of business on December 29, 2017.  J & J Bhakta paid the required license fee on January 5, 2018. Because the City Clerk’s authority to issue renewal licenses had expired, the renewal must be approved by the City Council. Attachments: (0) Agenda Information Memo January 16, 2018, Eagan City Council Meeting CONSENT AGENDA T. Approve On-Sale Liquor and Sunday Liquor License renewal for Qdoba Mexican Restaurant Corporation doing business as Qdoba Mexican Eats Store #2729, 1298 Promenade Place Action To Be Considered: To approve the renewal of an On-Sale Liquor and Sunday Liquor License for Qdoba Mexican Restaurant Corporation doing business as Qdoba Mexican Eats Store #2729, 1298 Promenade Place Facts:  On December 5, 2017 the City Council passed a resolution granting authority to the City Clerk to issue alcohol license renewals, provided the licensees’ paperwork was received by close of business on December 29, 2017.  Qdoba Mexican Restaurant Corporation provided the required certificate of liquor liability insurance on January 5, 2018. Because the City Clerk’s authority to issue renewal licenses had expired, the renewal must be approved by the City Council. Attachments: (0) Agenda Information Memo January 16, 2018, Eagan City Council Meeting CONSENT AGENDA U. Approve a Temporary On-Sale Liquor License and waive the license fee for Trinity School at River Ridge on February 10, 2018 at 601 River Ridge Parkway. Action To Be Considered: To approve a temporary on-sale liquor license and waive the license fee for Trinity School at River Ridge on February 10, 2018 at 601 River Ridge Parkway. Facts:  Trinity School at River Ridge has requested a temporary on-sale liquor license be issued to it for its Winter Classic Event. The event will be held within the school.  Trinity School at River Ridge has requested that the $150.00 license fee be waived.  The organization has met the requirements for a temporary on-sale liquor license and has submitted the required documentation. The application has been reviewed by staff and the Police Department and has been found in order for approval.  Following Council approval, the application will be forwarded to the Department of Public Safety – Alcohol and Gambling Enforcement Division for final approval. Attachments: (0) Agenda Information Memo January 16, 2018 Eagan City Council Meeting CONSENT AGENDA V.Approve Agreement with UHL, Inc. to provide security and access control professional design services for the renovations at the City Hall and Police facilities. Action To Be Considered: Approve Agreement with UHL, Inc. to provide security and access control professional design services for the renovations at the City Hall and Police facilities. Facts: ➢Staff is recommending to enter into an agreement with UHL, Inc. to provide guidance in designing the access control and security needs of the upcoming PD/Cityhall remodel. UHL, Inc. will be performing a needs analysis, setting up a summary or scope of work, providing us with an equipment list or bill of materials and assisting Wold Architects with infrastructure requirements needed for the construction documents as it relates to the access control and security needs of the City. ➢UHL, Inc. is one of the City’s current access control and security vendors for doors access, security systems and surveillance cameras that were installed in throughout the City. The City has worked with UHL for more than 15 years and they have been a valued vendor. ➢For these professional design services, the City recommends paying UHL, Inc. $3,864 to assist with this project. Attachments: (1) CV-1 Agreement AGREEMENT AGREEMENT made this _____ day of __________, 2018, between the CITY OF EAGAN, a Minnesota municipal corporation ("City"), and UHL Company, Inc., a Minnesota Corporation, ("Contractor"). IN CONSIDERATION OF THE MUTUAL UNDERTAKINGS HEREIN CONTAINED, THE PARTIES AGREE AS FOLLOWS: 1. CONTRACT DOCUMENTS. The following documents shall be referred to as the "Contract Documents", all of which shall be taken together as a whole as the contract between the parties as if they were set verbatim and in full herein: A. This Agreement B. Consulting Services Proposal dated January 11, 2018 and attached hereto as Exhibit “A.” In the event of conflict among the provisions of the Contract Documents, the order in which they are listed above shall control in resolving any such conflicts with Con tract Document "A" having the first priority and Contract Document "B" having the last priority. 2. OBLIGATIONS OF THE CONTRACTOR. The Contractor shall provide the goods, services, and perform the work in accordance with the Contract Documents. 3. OBLIGATIONS OF THE CITIES. The City shall pay the Contractor a sum not to exceed $3,864.00. 4. ASSIGNMENT. Neither party may assign, sublet, or transfer any interest or obligation in this Agreement without the prior written consent of the other party, and then only upon such terms and conditions as both parties may agree to and set forth in writing. 5. TIME OF PERFORMANCE. The Contractor shall complete its obligations on or b efore ___________________. 6. PAYMENT. The City will pay the Contractor not later than thirty (30) days upon being invoiced for services delivered. No final payment shall be made under this Contract until Contractor has satisfactorily established compliance with the provisions of Minn. Stat. Section 290.92. A certificate of the commissioner shall satisfy this requirement with respect to the Contractor or any subcontractor. 7. PROMPT PAYMENT TO SUBCONTRACTORS. Pursuant to Minnesota Statute 471.25, Subdivision 4a, the Contractor must pay any subcontractor within ten (10) days of the 2 Contractor's receipt of payment from the Cities for undisputed services provided by the subcontractor. The Contractor must pay interest of one and one-half percent (11/2 %) per month or any part of a month to subcontractor on any undisputed amount not paid on time to the subcontractor. The minimum monthly interest penalty payment for an unpaid balance of $100.00 or more is $10.00. For an unpaid balance of less than $100.00, the Contractor shall pay the actual penalty due to the subcontractor. A subcontractor who prevails in a civil action to collect interest penalties from the Contractor shall be awarded its costs and disbursements, including attorney's fees, incurred in bringing the action. 8. NONDISCRIMINATION. All Contractors and subcontractors employed shall comply with all applicable provisions of all federal, state and municipal laws which prohibit discrimination in employment to members of a protected class and all rules and regulations, promulgated and adopted pursuant thereto. The Contractor will include a similar provision in all subcontracts entered into for the performance of this contract. 9. WORKER'S COMPENSATION. If Contractor does public work, the Contractor shall obtain and maintain for the duration of this Agreement, statutory Worker's Compensation Insurance and Employer's Liability Insurance as required under the laws of the State of Minnesota. 10. COMPREHENSIVE GENERAL LIABILITY. Contractor shall obtain the following minimum insurance coverage and maintain it at all times throughout the life of the contract, with the City included as an additional name insured: Bodily Injury: $2,000,000 each occurrence $2,000,000 aggregate, products and completed operations Property Damage: $2,000,000 each occurrence $2,000,000 aggregate Products and Completed Operations Insurance shall be maintained for a minimum period of three (3) years after final payment and Contractor shall continue to provide evidence of such coverage to City on an annual basis during the aforementioned period; or if any reason Contractor's work ceases before final payment, for a minimum period of three (3) years from the date Contractor ceases work. 3 Contractual Liability (identifying the contract): Bodily Injury: $2,000,000 each occurrence Property Damage: $2,000,000 each occurrence $2,000,000 aggregate Personal Injury, with Employment Exclusion deleted: $2,000,000 aggregate Comprehensive Automobile Liability (owned, non-owned, hired): Bodily Injury: $2,000,000 each occurrence $2,000,000 each accident Property Damage: $2,000,000 each occurrence The coverages specified above may be satisfied by a combination of insurance policies, including umbrella policies. If requested, evidence of coverage meeting the requirements shall be provided to the City for review prior to the time of contract signing. 11. DATA PRACTICES/RECORDS. A. All data created, collected, received, maintained, or disseminated for any purpose in the course of this Agreement is governed by the Minnesota Government Data Practices Act, Minn. Stat. Ch. 13, any other applicable state statute, or any state rules adopted to implement the act, as well as federal regulations on data privacy. Consultant must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to (1) all data provided by the City pursuant to this Agreement, and (2) all data, created, collected, received, stored, used, maintained, or disseminated by the Consultant pursuant to this Agreement. Consultant is subject to all the provisions of the Minnesota Government Data Practices Act, including but not limited to the civil remedies of Minnesota Statutes Section 13.08, as if it were a government entity. In the event Consultant receives a request to release data, Consultant must immediately notify the Cities. The Cities will give Consultant instructions concerning the release of the data to the requesting party before the data is released. Consultant agrees to defend, indemnify, and hold City, its officials, officers, agents, employees, and volunteers harmless from any claims resulting from Consultant's officers', agents', cities', partners', employees', volunteers', assignees' or subcontractors' unlawful disclosure and/or use of protected data. The terms of this paragraph shall survive the cancellation or termination of this Agreement. B. All books, records, documents, and accounting procedures and practices of the Contractor and its subcontractors, if any, relative to this Agreement are subject to examination by the City. 4 12. WARRANTY. The Contractor shall be held responsible for any and all defects in workmanship, materials, and equipment which may develop in any part of the contracted service, and upon proper notification by the City shall immediately replace, without cost to the City, any such faulty part or parts a nd damage done by reason of the same in accordance with the bid specifications. 13. INDEMNITY. The Contractor agrees to indemnify and hold the Cities harmless from any claim made by third parties as a result of the services performed by it. In addition, the Contractor shall reimburse the Cities for any cost of reasonable attorney's fees it may incur as a result of any such claims. 14. WAIVER. In the particular event that either party shall at any time or times waive any breach of this Agreement by the other, such waiver shall not constitute a waiver of any other or any succeeding breach of this Agreement by either party, whether of the same or any other covenant, condition, or obligation. 15. GOVERNING LAW. The laws of the State of Minnesota govern the interpretation of this Agreement. 16. SEVERABILITY. If any provision, term, or condition of this Agreement is found to be or become unenforceable or invalid, it shall not affect the remaining provisions, terms, and conditions of this Agreement, unless such invalid or unenforceable provision, term, or condition renders this Agreement impossible to perform. Such remaining terms and conditions of the Agreement shall continue in full force and effect and shall continue to operate as the parties' entire agreement. 17. ENTIRE AGREEMENT. This Agreement represents the entire agreement of the parties and is a final, complete, and all inclusive statement of the terms thereof, and supersedes and terminates any prior agreement(s), understandings, or written or verbal representations made between the parties with respect thereto. CITY OF EAGAN, a Minnesota UHL Company, Inc., a Minnesota municipal corporation corporation By: _____________________________ By: ____________________________ Mike Maguire ___________________________ Its: ________________________ By: _____________________________ Christina M. Scipioni Its: Clerk Agenda Information Memo January 16, 2018 Eagan City Council Meeting CONSENT AGENDA W. Approve Extension to record the Final Subdivision for Danner Family 1st Addition – Johnson Property Services, LLC Action To Be Considered: To approve an extension of Final Subdivision approval for Danner Family 1st Addition to create one lot and an outlot upon approximately 10 acres located in the SE ¼ of Section 12, east of Dodd Road and south of Yankee Doodle Road. Required Vote For Approval: Majority of Councilmembers present Facts:  The City Council approved an Easement Vacation and Final Subdivision on December 5, 2017, to create one lot and an outlot.  The requirement to record the plat within 60 days expires Februar y 3, 2018.  The developer is expecting the closing on the property to occur by March 31, 2018.  The requested extension would allow until September 5, 2018, for the plat to be recorded. Attachments: (2) CW-1 Location Map CW-2 Extension letter PR OMONTOR Y PL BECKER ROAD CO. RD. NO.63 (DELAWARE TRAIL)APOLLO ROAD MIKECOLLINSDRBORCHERTLN JOYCE CTCHAPEL LANE RITA CT RANDOMRDCIRCLE SALLY WREN LNROLL LN.CHAPEL LANE R E D OAKCT 77TH REDOAKDRREDOAKDRRED OAK DRROLLING HILLS DRLOUIS LANEGREATOAKSPLG REAT O AKSLN EL RENE ROADTRAILS END RD IVY CTIVY L A N E WOODLANDTR AILMIKE COLLINS DRELRENEROADG R E A T O A K S C IR STREET ROLLINGHILLSDRR O L L I N G HILLS P LBLACKOAKDRBLACKOAKDRR O L L I N G H I L L S C R ROLLING HILLS CTHILLSIDE DR ROLLINGHILLSDRHILLSIDE CTROLLINGHILLS DR KUTOFFCTGREAT OAKS TRAIL HOLIDAY LNCOURTHOUSE LN EL RENE ROADELRENEROADW E S T TANGLEWOODCTC O .R D .N O .28(Y A N K E E DOODLE RD.) CO. HWY. NO. 28 (YANKEE DOODLE RD.)MI K E C O LLIN S D R S T A T E T R U N K H WY. N O1 4 9 S T A T E T R U N K H W Y. N O. 1 4 9 STATETRUNK HWY.NO.55 STATE TRUNK HWY. NO. 55 Bur Oaks Park ThresherFieldsPark WescottStation Park Location Map 0 1,000500Feet ´ §¨¦35E §¨¦494 Cliff Rd Diffley Rd Yanke e Do odle Rd Lone Oak Rd Map Area Extent Project Name: Danner Family 1st AdditionRequest: Final SubdivisionCase N o.: 12-FS-02-02-17 Subject Site Date: January 9, 2018 To: Julie Strid From: Jeff Johnson Re: Final Subdivision — Danner Family 1St Addition am requesting an extension of the plat approval until September 5, 2018. We expect to close by March 31, 2018 but I want the extra time just in case. Attached is a $75 check. Agenda Information Memo January 16, 2018 Eagan City Council Meeting CONSENT AGENDA X. Minnesota Statewide Health Improvement Partnership Grant Application - Eagan, Mendota and County of Dakota collaborative East West Trail feasibility study Action To Be Considered: Authorize submittal of a Minnesota Statewide Healthy Improvement Partnership (SHIP) grant application for $35,000.00 to the connectivity and feasibility study of an East West trail connection for the Dakota County Greenway system. Facts:  Dakota County has a master planned Greenway trail system that extends into Eagan along the Minnesota River corridor, and will in future years extend into a small portion of Northeast Eagan, near the Vikings Lakes development.  There has been challenges with finalizing an East-West connection between these major regional trail corridors through the City of Eagan. This particular area has only been looked at previously on smaller scale projects  With the added trails being installed throughout the Vikings Lakes development, along with recent additions to sidewalk and adjacent roadway trails in the area, the possibility  Unused or half used rail could provide additional trail corridor and help bridge over highways and other challenging terrain.  Dakota County, City of Eagan, City of Mendota and MDoT staff recently met on the idea of connecting the Dakota Greenway system via an East West perspective in north Eagan.  Statewide Health Improvement Partnership Grants are currently available, and trail feasibility studies are an item that qualifies for funding consideration.  A joint application between City of Eagan and City of Mendota Heights will be submitted to the SHIP grant program requesting $35,000 of assistance to perform a trail corridor, and feasibility study.  If deemed appropriate by County leadership, this trail opportunity could be added to the Dakota County Greenway Trail Master Plan and then implemented accordingly and when funds become available. Attachments (0) Agenda Information Memo January 16, 2018 Eagan City Council Meeting CONSENT AGENDA Y. Active Living Dakota County Statewide Health Improvement Partnership Funding Action To Be Considered: Authorize submittal of a Dakota County Statewide Health Improvement Partnership Funding application for $16,000.00 to Active Living Dakota County for the wayfinding signage. Facts:  The Statewide Health Improvement Partnership strives to help Minnesotans lead longer, healthier lives by preventing the chronic disease factors of poor nutrition and physical inactivity.  The active living and healthy eating portion of Dakota County Statewide Health Improvement Partnership grant focuses on using policy, systems and environmental changes to increase physical activity and consumption of healthy foods.  Active living integrates physical activity into daily routines such as walking or bicycling for recreation, occupation or transportation. Active living policies and practices in community design, land use site planning and facility access have proven effective to increase levels of physical activity.  The wayfinding signage would assist users to find City of Eagan, School District 196 and Dakota County amenities near the Highline Trail.  The proposed $17,600 project would be financed by $16,000 from the Statewide Health Improvement Partnership Funding. Active Living Dakota County requires Statewide Health Improvement Partnership grants to have a minimum match of 10% (i.e., $1,600 for this $16,000 application). Attachments (0) Agenda Information Memo January 16, 2018 Eagan City Council Meeting CONSENT AGENDA Z. Approve and authorize execution of a settlement agreement in the Daniel Lowell Benson v. City of Eagan litigation Action To Be Considered: To approve and authorize execution of a settlement agreement in the Daniel Lowell Benson v. City of Eagan litigation. Facts: ➢ The City of Eagan has tentatively reached a settlement with paid-on-call firefighter Dan Benson, following a settlement conference in September 2017 and subsequent settlement discussions. Attachments: The settlement agreement is available in the City Administrator’s office. EMPLOYMENT AGREEMENT AND RELEASE This Employment Agreement and Release ("Agreement") is by, for and/or on behalf of the following individuals and entities: a. Plaintiff Daniel Lowell Benson [hereinafter "Plaintiff', "Employee", or "Releasor"]; and b. Defendants Michael Scott and City of Eagan [hereinafter "Defendant", "Employer", or "Employer Releasees"]. Employee and Employer are hereinafter referred to collectively as "the parties". RECITALS A. WHEREAS, Plaintiff is an employee of the Defendant Employer, City of Eagan. Plaintiff asserted claims against Defendant Michael Scott and Defendant City of Eagan for sexual orientation discrimination in violation of 42 U.S.C. §§ 1983 and 1988 and the Minnesota Human Rights Act (MHRA), Minn. Stat. § 363A.08, subd. 2, as more fully set forth in his Complaint. B. WHEREAS, Plaintiff continues to remain employed by the City of Eagan and while performing satisfactorily on some occasions, has also been the subject of employment action, including as more fully set forth in the attached Letter dated December 15, 2017. C. WHEREAS, Plaintiff Defendants Michael Scott and City of Eagan deny the allegations of sexual orientation discrimination and deny any liability whatsoever as to the claims alleged in the Complaint and for any acts or omissions with regard to Employee since then. D. WHEREAS, the parties wish to enter into this Employment Agreement and Release in order to provide for the full settlement and discharge of all claims which the parties have asserted or might have asserted against each other, upon the terms and conditions set forth below. E. WHEREAS, the parties declare that the provisions, terms and conditions set forth herein are the result of comprehensive, thorough negotiations undertaken in good faith. Further, the parties recognize and declare that each other's actions in prosecuting and defending the claims mentioned hereinabove were undertaken in good faith as well. NOW THEREFORE, the parties agree as follows: 1.0 General Release and Discharge 1.1 In consideration of the provisions and covenants set forth herein and the consideration referred to in Paragraph 2.1 below, Employee, on his own behalf, and on behalf of his descendants, dependents, heirs, executors, administrators, assigns, successors, and anyone who obtains or claims legal rights from Employee, does hereby covenant not to sue, and acknowledges complete satisfaction of, and hereby releases, absolves, and Page 1 of 6 discharges Employer, and its heirs, predecessors and successors in interest, assigns, divisions and affiliated corporations, past and present, its past and present elected officials, trustees, directors, officers, shareholders, subsidiaries, parents, affiliated companies, agents, attorneys, insurers, and employees, each of them (collectively referred to as "Employer Releasees"), with respect to, and from any and all past, present or future claims, demands, liens, agreements, contracts, covenants, actions, suits, causes of action, wages, obligations, debts, expenses, attorneys' fees, damages, including punitive damages, judgments, orders and liabilities of whatever kind or nature in law, equity or otherwise, whether known or unknown, suspected or unsuspected, and whether or not concealed or hidden, which Employee had or now has, or which may hereafter accrue or otherwise be acquired, on account of, or may in any way arise out of the allegations described in Recital Paragraph A, as against said Employer and Employer Releasees, including specifically, but not exclusively, and without limiting the generality of the foregoing, any and all claims, demands, agreements, obligations, and causes of action, known or unknown, suspected or unsuspected, by Employee: (1) alleged or set forth in the Complaint, (2) arising out of, or relating to, Plaintiff's employment with Defendant City of Eagan, and occurring on or before the execution of this Agreement, specifically, without limiting the generality of the foregoing, any claims arising under federal law, including, without limiting those under the Equal Protection Clause, Title VII of the Civil Rights Act of 1964, as amended, the U.S. Constitution, 42 U.S.C. § 1983,.ADEA, ADA, FLSA, COBRA and ERISA, and any claims arising under state, county or municipal law, including without limiting those under the Minnesota Human Rights Act, Fancily Medical Leave Act, Minnesota Whistleblower Act, Uniform Arbitration Act, Public Employee Relations Act, Minnesota Data Practices Act, Minnesota Veterans Preference Act, Minnesota Open Meeting Law, MFLSA, MPWA, unlawful employment practices, retaliation, negligence, negligent training and supervision, defamation and defamation per se, breach of contract, breach of implied covenant of good faith and fair dealing, interference with contract, breach of fiduciary duty or other duty, conspiracy, aiding and abetting, promissory estoppel, equitable estoppel, any intentional torts, emotional distress, any applicable workers' compensation law, or for any claim of punitive damages, attorney's fees, bonus, sick leave, holiday pay, vacation pay, life insurance, medical and health insurance or any other fringe benefit, or disability which resulted or may result from alleged acts or omissions of Employer and/or Employer Releasees. Employee further represents that he has not filed for bankruptcy since bringing this lawsuit and that he is the sole owner of the above-mentioned claims as described in Paragraph A above, that there is no other person or organization possessing any subrogation rights in this matter and that he is entitled to give full and valid acquittance thereof. 1.2 The parties acknowledge and agree that the release and discharge set forth herein is a general release. 1.3 The parties declare and represent that it is understood and agreed that they are relying wholly upon their own judgment, belief and knowledge of the nature and extent and the effect and duration of said alleged injuries and damages and liability therefor and this Release is made without reliance upon any statement or representation of the party or parties hereby released or their representatives. Page 2 of 6 2.0 Payment and Stipulation of Dismissal 2.1 In consideration of the covenants undertaken and the release given herein by Ftnployee, F,mployer, through the League of Minnesota Insurance Trust, on behalf of all Employer Releasees, agrees to pay to Employee the following total sum: Fifty thousand and no hundredths ($50,000) dollars. Payment shall be made as follows: a. To Daniel Lowell Benson, 1. In the amount of 2. Payment of said sums will be paid with a 1099. Employee shall deliver to counsel for Employer an IRS Form W-9. 3. All sums paid to Employee on a 1099 are non -wage related payments and constitute damages in a case involving emotional and financial harm in or around November 2016. Such payment also includes and is in full settlement of any and all claims by Employee for attorney's fees, court costs, disbursements, and expenses whether incurred by Paul Applebaum of Applebaum Law Firm and Scott W. Swanson, Attorney at Law, or any other attorney or legal service provider. b. To Paul Applebaum of Applebaum Law Firm and Scott W. Swanson, Attorney at Law, Tax Id. #{s) 1. The amount of /G� G 6 and no hundredths (,$/�' .00) dollars. 2. Payment of said sums will be paid with a 1099. Such payment is in full settlement of any and all claims for attorney's fees, court costs, disbursements, and expenses whether incurred by Paul Applebaum of Applebaum Law Firm and Scott W. Swanson, Attorney at Law, or any other attorney or legal service provider. 2.2 The checks will be delivered to Employee's counsel for distribution within 30 days of the signing of this agreement. Employee and his counsel agree that they tha shall be solely responsible for the distribution of any sunt paid to them by Employer and t Employee and his counsel shall have no further claim, nor right against Employer should dispute arise in connection with such distribution. any Page 3 of 6 2.3 Upon delivery of payment, Plaintiff shall direct his counsel to execute, file and serve a stipulation of dismissal of any and all remaining claims and otherwise cooperate with Defendants to cause this matter to be removed from the court's docket. 3.0 Non -Admission 3.1 It is understood and agreed by the parties that this settlement is a compromise of disputed claims, and that neither the settlement, nor the presentation or execution of this Agreement are to be construed as an admission of unlawful conduct by either party, on any theory or in any manner whatsoever, including but not limited to, liability for alleged hostile work environment, discrimination, workers compensation retaliation, or violation of any federal, state, county or municipal law, statute, regulation or other principle of common law on the part of either party, by whom any and all liability is expressly and vigorously denied. 3.2 Neither this Agreement, nor anything in this Agreement, shall be construed to be, or shall be, admissible in any proceeding as evidence of liability or wrongdoing by Employer and Employer Releasees. 4.0 Non -Assignment 4.1 The parties warrant and represent that neither has heretofore assigned or transferred to any person not a party to this Agreement any released matter or any part or portion thereof, and each shall defend, indemnify, and hold harmless the other from and against any claim (including the payment of attorneys' fees and costs actually incurred whether or not litigation is commenced) based on, in connection with, or arising out of any such assignment or transfer made, purported or claimed. 5.0 Taxes 5.1 Employee agrees and understands that Employer and its counsel have made no representations or warranties to him regarding the proper tax treatment of the payments to him or his attorney under the Internal Revenue Code and regulations or Minnesota State law. Employee hereby agrees to fully defend, indemnify, and hold harmless Employer and Employer Releasees from the payment of any taxes, interest, and/or penalties that are required of it by any government agency at any time as the result of payment of the consideration set forth herein. 6.0 General Statement related to Terms of Employment and the Data Practices Act 6.1 Employee will be deemed to have resigned his employment effective as of the signing of this document and he will not be considered a past or retired member. Employee will return all City of Eagan property to Chief Deputy Kip Springer at Fire Station 2, 1001 Station Trail, Eagan, Minnesota on or before Tuesday, January 16, 2018 at 8;00 a.m. 6.2 The parties understand and agree that release of information by Employer about this matter is governed by, and limited to the disclosures required by, the Page 4 of 6 Minnesota Government Data Practices Act ("MGDPA"). Minn. Stat. § 13.01 et seq. The parties agree that the specific reasons this dispute is being settled are: (1) to avoid any and all further costs of litigation; (2) to avoid any and all further risks of litigation; and (3) to avoid any potential liability for the claims released hereunder. 7.0 General Statements and Terms of Contract 7.1 The terms of this Agreement are contractual and this Agreement is intended by the parties to be a complete and exclusive statement of the terms of their agreement. Accordingly, this Agreement supersedes and replaces all prior negotiations and all agreements proposed or otherwise, whether oral or written, concerning the subject matter hereof. And any representation, promise, or agreement not specifically included in this Agreement shall not be binding upon or enforceable against either party, This is a fully integrated document. 7.2 If any provision of this Agreement or the application hereof is held invalid, the invalidity shall not affect other provisions or applications of this Agreement that can be given effect without the invalid provisions or application and to this end the provisions of this Agreement are declared to be severable. 7,3 Each party has cooperated in the drafting and preparation of this Agreement. Hence, in any construction to be made of this Agreement, the same shall not be construed against any party on the basis that the party was the drafter, 7.4 This Agreement may be executed in counterparts, and each counterpart, when executed by all parties, shall have the efficacy of a signed original. Photographic copies of such signed counterparts may be used in lieu of the original for any purpose. 7.5 No waiver of any breach of any term or provision of this Agreement shall be construed to be, or shall be, a waiver of any other breach of this Agreement. No waiver shall be binding unless in writing and signed by a party waiving the breach. 7.6 All parties agree to cooperate fully and to execute any and all supplementary documents and to take all additional actions that may be necessary or appropriate to give full force to the basic terms and intent of this Agreement and which are not inconsistent with its terms. 7.7 This Agreement shall be deemed to have been executed and delivered within the State of Minnesota, and the rights and obligations of the parties hereunder shall be construed and enforced in accordance with, and governed, by the laws of the State of Minnesota without regard to the principles of conflict of laws. 7.8 In entering into this Agreement, the parties represent that they have relied upon the advice of their attorneys, who are attorneys of their own choice, and that the terms of the Agreement have been completely read and explained to them by their attorneys, and that those terms are fully understood and voluntarily accepted by them. Employee represents and warrants that he has relied on his own judgment and/or the judgment of his Page 5 of 6 attuntev regarding this agreement, and he "a, not influenced or relying on any representation by Employer or its counsel regarding the hutguare or consetlucuces of this Agreement. 7.9 Nothing in this Agreement i, intended to be, or shall be, construed a, a violation of any law. have read ttic foregoing Agreement and Release. I accept and agree w the PMVISionS it contains and hereby execute it voluntarily with full understanding of it consequences. llalcd; _! 1' % C3_ Whicl Lowell Benson In the presence of, or with the approval of, his comuel, Dated: i 2�,! r Applebaum Law Firm M Paul Applebaum (A.R. h0323098} 332 Minnewta Street, Suite W-1610 St. Paul. %IN 15101 Telephone: (651) 22'-2999 Facsimile: (65 11223-5179 E -Mail: paulCRapplebaumlaselirrn.ann Andfur By: �cl cn..- Sc�7tt \V. SwtmSon f;\.Ru #t0141283)��' First National Bank Building 332 Minne,uta Street, Suite W1610 SL Patti, MN 55101 T:(651)338.6551 17: (65 1) 223.5 1 79 E: scnttsts:ut+un.espt�"mail corn Attorneys fur Plaintiff 1" Page 6 of 6 December 15, 2017 DANIEL BENSON 4026 DIAMOND POINT EAOAN, MN 55122 Dan Benson, VIA COURIER, E-MAIL AND U.S. MAUL ¢-bensondl+g mail _coin ben sondl vcome ast.net As you know, you missed mandatory EMS training. We worked to place you on the schedule for an alternate EMS training date. You again failed to appear without prior notice. We further accommodated you by scheduling a third opportunity to conduct the required EMS training, a one-on-one EMS training. You again failed to appear without prior notice. The failure to attend mandatory EMS training on each of these three occasions has negatively impacted the Eagan Tire Department, those who work with you, and the services provided to the public. The failure to appear at the initial mandatory EMS training also constitutes a violation of policy for which you may be disciplined. Your failure to appear at each of the two subsequent trainings that were specifically made available to you and without prior notice constitutes separate and additional violations of policy, procedure, and the reasonable expectations of an employee of the City of Eagan due to the unprofessional and disrespectful nature of the no show, no call conduct on more than one occasion. After you missed training on the third occasion, you contacted the Depattment and left a voice message. In the message, you specifically acknowledged the fact that you failed to appear for the training. You further acknowledged that your failure to appear for the training could subject you to discipline and you suggested that termination of your employment would be appropriate under the circumstances. We agree with you. However, we have decided to give you one last opportunity to improve your work performance and demonstrate to us and the community that you are a well-trained, capable and professional Fire righter fit to provide fire -fighting, medical, and other emergency --related services to the public. Enclosed please find a Performance Improvement Plan that will govern your continuing employment for the next 180 days. Because this document is being delivered to your known MAY0R ( MIKE MAGUIRE couNcii mcmw RS l VAUL BAKKEN, CYNDEE YIELDS, GARY HANSEN, MI.EG 'rIL.LEY WYOFEAGAN.CCPB CITY ADMINISTRATOR l DAVID M. OSBERG MUNICIPAL CENTER 1 3850 PILOT KNOB ROAD, EAGAN, MN 55127-1810 MAIN: (651) 675.5000 HEAVIHO IMPAiR60: (651) 4r4-8533 MAINTSHAHCE2 (651) 675.330o UTILITIESt (651) 675.6200 Daniel Henson December 15, 2017 Page 2 contact information on file, it will be deemed received upon delivery. Failure to immediately comply with the Plan as set forth in the document may result in your termination. Sincerely, Kip Springer Deputy Fire Chief MAYOR I MIKE MAGUIRE COUNCIL MEMS ENS I PAUI, BAKKEN, CWNIDRF FIE',I.DS. GARY HANSEN. MEG TILLEY CATVOPBAGAN.COM CITY ADMINISTRATOR I DAVID M. OSBERG MUNICIPAL CIENTEP i .3630 PILOT KNOB ROAD, EAGAN, MN 55122.1810 MAIN: (651) 675-5000 NEARINQ IMPAJAW: (651) 454-9575 MAANTIRRANCO: (551) 675.5300 UTn.ATAC+u: (651) 675.5200 CITY OF EAGAN PERFORMANCE IMPROVEMENT PLAN Employee: Daniel Benson Position held: Paid On Call. Fire Fighter Effective: December 1.5, 2017 Purpose of the Plan Based your failure to appear for mandatory EMS training on multiple dates and your professional and disrespectful conduct related to the same as well as other recent performance deficiencies, Fagan Fire Department that has concluded that there is a substantial decline in your work performance, attitude and professionalism that is negatively the Fagan Fire Department, those who work with you, and the services provided to the public. This plan is being put in place in order to improve your work performance, attitude and professionalism. We want you to be successful. However, because you do not have current FMS training, we have serious concerns regarding your ability to respond to calls for medical assistance. Therefore, we are requiring that you immediately comply with certain Requirements of this Plan. If you fail to comply with the terms of this Plan, you may be subject to discipline, including termination. General Requirements You must engage in professional and courteous interactions with co-workers, subordinates, supervisors, and state and regional agencies/entities in a manner that engenders a relationship of trust and creates a positive, professional work environment. 2. You must stop engaging conduct that has been described as follows: failing to appear for scheduled meetings without prior notice. Specific Requirements You are directed to complete the following tasks: By 5:00 p.m. on December 22, 2017, sign and return this document to Lori Peterson, Human Resource Manager, City of Eagan, 3830 Pilot Knob Rd, Kagan, MN 551.22, Office: 651-675-5002, Email 1peter;lonlGs cit fe ao,com. MAYOR I MIKE MAGUIRE C(1UNCH. MEMBERS 1 PAUL eAKKEN, CYNDEE FIELDS, GARY HANSEN. PIEG TILLEY Cn'YGFEAGAN.COM CITY ADMINISTRATOR I DAVID M. OSBERG MUNICIPAL CENTER 13830 PILOT KNOB ROAD, EAGAN, MN 55122-1810 MAIN- (651) 675.5000 NVARIN4 (MPAARED: if Si) 4544-53B MAINTENANCE: (65'I) 675-5500 UTILITIES, (651) 67:i`$200 2. Schedule EMS Training equivalent to that provided by Eagan Fire Department to be completed on or before January 31, 2017. The training shall be scheduled by you without any further assistance by the Eagan Fire Department and shall be undertaken at your own expense. Emergency Medical Services Regulatory Board may be able to assist you in finding training options and may be contacted at 651-201-2800. Reasonable options for compliant training may include, but are not limited to HealthEast Medical. 651-232- 1700. Please be advised that in order to be adequate, equivalent training you may need to undertake training that consists of the full 20 hours of the NCCR standard. 3. By December 22, 2017, provide your frail and complete contact information to Lori Peterson, Human Resource Manager, City of Eagan, 3830 Pilot Knob Rd, Eagan, MN 55122. Office: 651-675-5002. Email jMtersan d piAt fea&n corn. Any changes to the contact inf.'ormation, once provided, must be made and provided to the Ms. Peterson, within 24 hours of the change. All communications delivered to the contact information provided by you will be deemed delivered upon sending the communication to the address, email, and/or phone on file. 4. You will make all training and call percentage requirements absent medical leave or other leave rights granted to you bylaw. 5. You will make all mandatory trainings absent medical leave or other leave rigbis granted to you by law. 6, You will comply with a. and not violate any, policies. procedures and practices of the City of Eagan. 45-dar, and 180-dayCompliance This Performance Improvement Plan does not guarantee your continued employment for any length of time. However, yow employment will be :subject to immediate termination, without farther warning or progressive discipline, for the next 45 days should you fail to meet either the F MAYOR I MIKE MAGUiPr COUNCIL MEMBI?RV I HAUL BAKKEN, CYNDEE FIELDS, GARY HANSEN, MEG TILLEY CITYOFUAGAN,COM CITY ADMINISTRATOR I DAVID M. O5BENG MiANQCiPAL CENTER 1 7830 PILOT KNOB ROAD, EAGAN, MN 55122-1810 MAIN. (GSI) 675.5000 HEARING iMPAIREO, (651) 4$4-8585 MAINTMNANCR: (651) 675.5300 UTILITICS,. (851) 678 -$?00 General or Specific Requirements of this Plan. Thereafter, your employment will continue to be subject to immediate termination, without further )vanriug or progressive discipline, for the next 180 days should you fail to meet the following requirements of this Plan: 1, failing to appear for scheduled meetings without prior notice, 2. failing to attend mandatory trainings absent medical leave or other leave rights granted to you by law, I failing to maintain current contact information. At the conclusion of the 180 -day time period, if you are still employed, a performance evaluation process will be undertaken. Kip Springer Daniel Benson Deputy Fire Chief Paid On Call lire Fighter MAYOR I MIKE MAGUIRE COUNCIL MEMBERS ( PAUL. BAKKEN, CYNDEE FIELDS, GARY HANSEN, MEG '1`11,1EY CIFYCBFrAGAN.COM CITY ADMINISTRATOR i DAVID P4, O5BERC MUNICIPAL CENTER 11830 PILO'r KNOB ROAD, EAGAN, MN 55122-1610 MAIN. (661) 675-5o00 HEARING IMPAIRED: (SSI) 454.853x` MAINTENANCEI (861) 675-5300 UTER.IT'IE$; (651) 675.5200 Agenda Information Memo January 16, 2018, Eagan City Council Meeting PUBLIC HEARINGS A. Variance – Thor and Paula Raarup Action To Be Considered: To approve (or direct preparation of Findings of Fact for Denial) a 924 SF Variance to allow a 1,500 SF accessory structure at 3640 Elrene Road, subject to the conditions listed in the staff report. Required Vote For Approval:  Majority of Councilmembers present Facts:  The property consists of a vacant lot, 2.9 acres in size. It is zoned PD, with the permitted use being single-family residential.  The applicant purchased the property in 2016 and intends to build their dream home, including attached garage, swimming pool, and 30’ x 50’ detached accessory building intended for use as a workshop.  When an attached garage is also present, as proposed, City Code limits the size of all detached accessory structures to 576 SF.  The accessory space could be attached to the house; however, the applicant believes it would be less attractive aesthetically and also more costly.  Other City Code standards pertaining to the construction of detached accessory structures would apply.  The size of the property mitigates some of the concerns relative to setbacks and bulk.  The conceptual Site Plan shows the proposed accessory structure setbacks meet or exceed the City Code minimum, and building coverage is proposed to be approximately 5.7%.  The Variance appears to be self-created as the vacant property could be put to a reasonable use without need for a Variance.  The Variance does not appear to be contrary to the Comprehensive Plan, but may be inconsistent with the intent of the City Code as it may result in a future owner’s use of the secluded, oversized structure for a commercial purpose resulting in an illegal home occupation. Issues:  None 60-Day Agency Action Deadline:  Extended to March 13, 2018 Attachments: (3) PHA-1 Location Map PHA-2 Planning Report PHA-3 Report Exhibits FROMME CT T HAMESCIR PROMONTORY PL RI DGEWOODDRS O UTHHILLS DR. SOUTHHILLS CTSOUTH HILLS STONEWOOD RD ELRENE ROADWINDTREEDR.WINDTREECIRSTONEWO O D R D S T O NEWOODCT BRENTWOODLN RIDGEWOOD DRWINDTREEDRW IN D T R E E K N O L L WESCOTT ROAD BECKER ROAD ELRENEROADDODDROADH ID D E N M E A D OWTR BRIDGEWATERDRMILLRUNMILL RUN CIR ELRENEROADMILLRUNLNBRIDLERID GEMIL L R U N PATHBRI DLE RDG RDB R ID L E R D G R D WORC H EST ER DRBAYBERRYLNSOUTHHILLSLN. Q U AILRIDGERD HUNTERSOVLKBRIDGE WATER D RB R I D L E R I D G ERDBRIDLE RDG RDSADDLE WOODDRIVE BRIDLERIDGERDBRIDLE RDG CIR BRIDLE RDG RD CHATHAMR D STONEBR I DGEDRNNORT HB RIDGECT FAIRHAVENRDSTONEBRIDGE DR N BROC K T O NCURVEB R O C K T O N CIR WORCHESTERDRIVEW O RCHESTER CIRLINDENLNLIN D ENCTGREATOAKSPLWOODL A N D TRAIL ARBOR CT G REAT O AKSLN EL RENE ROADTRAIL CT TRAILS END RDTRAILS END RD IVY CTIVY L A N E WOODLANDTR AILSUNWOODTRAIL RIDGEWOO D D R WOODLAND COURT WESCOTT HI L L S DR. CT RD CAMP T O NC T WESCOTTSQUARE MIKE COLLINS DRKNOLLWOODCTNORTH RIDGE DRSUNCREST CT WESCOTTHIL L S D R SUNW O O D C TELRENEROADG R E A T O A K S C IR EL RENEC T SOUTH HILLS WAY W INDTREE CTROLLINGHILLS DR KUTOFFCTGREAT OAKS TRAIL OVERLOOK PL WESCOTT ROAD BI G TI MBE RTRAILOVERLOOK CTHY LANDCT WOODCL I FF CTG OVERNCIRCLEWILD ROSE CT THORWOOD CTWOLFBERRY CTEL RENE ROADELRENEROADELRENE ROADBASSW OOD LANETANGLEW OODCTC O .R D .N O .28(Y A N K E E DOODLE RD.) CO. HWY. NO. 28 (YANKEE DOODLE RD.)BRIARWOODLN.BETTY LN S T A T E T R U N K H WY . N O1 4 9 Bur Oaks Park BridleRidge Park ThresherFields Park MuellerFarm Park WescottCommons Park WescottStationPark WanderingWalk Park Location Map 0 1,000500Feet ´ §¨¦35E §¨¦494 Cliff Rd Diffley Rd Yanke e Doodle Rd Lone Oak Rd Map Area Extent Project Name: Raarup - 3640 Elrene Rd.Request: VarianceCase No.: 13-VA-08-11-17 Subject Site PLANNING REPORT CITY OF EAGAN REPORT DATE: January 9, 2018 CASE: 13-VA-08-11-17 APPLICANT: Thor & Paula Raarup HEARING DATE: January 2, 2018 PROPERTY OWNER: Thor & Paula Raarup APPLICATION DATE: November 13, 2017 REQUEST: Variance PREPARED BY: Pamela Dudziak LOCATION: 3640 Elrene Rd. COMPREHENSIVE PLAN: MO, Major Office ZONING: PD, Planned Development SUMMARY OF REQUEST The applicant is requesting approval of a 924 s.f. Variance to allow a 30’ x 50’, 1,500 s.f. accessory structure at 3640 Elrene Road, legally described as Lot 2, Block 1, Raarup Addition. AUTHORITY FOR REVIEW City Code Chapter 11, Section 11.50, Subdivision 3, B., 3, states that the city council may approve, approve with conditions or deny a request for a variance. 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. In considering all requests for a variance and whether the applicant established that there are practical difficulties in complying with the provision(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. Planning Report – Raarup January 16, 2018 Page 2 c. The exceptional or extraordinary circumstances do not result from the actions of the applicant. d. The granting of the variance requested 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 other properties in the same zone. g. The property for which the variance is requested is otherwise in compliance with the City Code. CODE REQUIREMENTS City Code Section 11.30, Definitions, defines accessory use as “a subordinate use that is located upon the same lot on which the primary use is situated and which is reasonably necessary and incidental to the conduct of the primary or main use.” To remain subordinate, the total area occupied by detached and attached accessory structures cannot exceed the area occupied by primary structure and use. City Code Section 11.40, Subd. 5, Accessory buildings, structures and uses, states in part: 5. When an attached accessory use is present on the site, the total floor area of all detached accessory structures shall not exceed 576 square feet. EXISTING CONDITIONS The subject property was initially platted in 1991 as part of West Publishing 5th Addition, one of two residential lots which were part of the then West Publishing corporate complex, intended for caretakers’ residences, and designated as such in the West Publishing Planned Development. The applicant purchased both residential lots from Thomson Reuters in 2016 with the intention of building a new single-family home on the vacant lot. The two lots were replatted in 2016 to reconfigure the lot boundaries between the two parcels and provide public street frontage for each lot. EVALUATION OF REQUEST Proposal – The Applicant is proposing to build a new single-family home with a 30’ x 50’, 1,500 s.f. detached accessory building on the property. A conceptual site plan was submitted showing Planning Report – Raarup January 16, 2018 Page 3 the location of proposed buildings on the lot. The proposed buildings meet or exceed minimum structure setbacks from property lines. The plans also reflect a swimming pool. City Code Standards – Because the house is proposed to have an attached garage, City Code limits the area of the detached accessory building to 576 s.f. (equivalent of 24’ x 24’). The proposed detached accessory building is 30’ x 50’ and 1,500 s.f. in area, resulting in the Variance request of 924 s.f. In addition, the combined area of attached and detached accessory structures cannot exceed the area occupied by the dwelling. The attached garage is proposed to be approximately 1,000 s.f. The combined area of the attached garage and detached accessory building is planned to be approximately 2,500 s.f. The applicant intends the footprint of the dwelling area of the proposed house to be not greater than 2,500 s.f., thus keeping the area occupied by accessory structures smaller than the area occupied by the principal structure and use. A Building Permit should be required for the detached accessory building, and the principal building to which it is accessory must be constructed first. At the time of Building Permit, the applicant should demonstrate that the combined area of attached and detached accessory structures does not exceed the area occupied by the principal dwelling. In no case should the detached accessory structure exceed 30’ x 50’ size. The City Code standards listed in Section 11.40, Subd. 5 of the City Code pertaining to accessory buildings shall apply, including but not limited to the following: a. No accessory building or structure . . . shall be permitted on any lot in a residential zoning district prior to the time of construction of the principal building to which it is accessory . . . . b. 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. c. Accessory buildings shall be maintained in a manner that is compatible with adjacent uses and does not present a hazard to public health, safety and general welfare. d. No more than two detached accessory buildings may be permitted for each dwelling. e. The roof of all detached accessory structures exceeding 120 square feet in size shall match the pitch and style of the principal structure. f. In no event shall the inside wall height of any detached accessory structure . . . exceed 11 feet as measured from the floor to the roof decking . . . . Planning Report – Raarup January 16, 2018 Page 4 g. In no event shall the height of a door opening of any detached accessory structure . . . exceed eight feet, as measured from the floor to the trim covering the door header. 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 for reasonable use and to alleviate a practical difficulty. The Zoning Ordinance states that relief may be granted provided that there are special conditions that apply to the parcel in question. It appears the special conditions that may pertain to this property are the size (2.9 acres). The property is substantially larger than the minimum or typical single-family lot size of 12,000 sq. ft. The large size of the subject property mitigates some of the impact of the proposed size of the accessory structure in terms of mass and bulk. Lot coverage is proposed to be approximately 5.7% as compared to the 20% maximum for residential lots. The proposed site plan and size of the property also allows for greater setbacks for the detached accessory building, e.g. 26’ and 42’ feet from side and rear lot lines rather than the standard 5’ minimum. 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. While the ordinance does permit consideration of a Variance, a practical difficulty is required to support the Variance request. The size of the property is a mitigating factor, however, the applicant does not appear to have presented a practical difficulty that is related to the land and unique to this property. The applicant is requesting relief from a limit on the size of accessory structure. Because of the size of the property, and since it is new construction, the applicant has maximum flexibility to design conforming structures. The applicant has presented the desire to recreate the large detached building at their current home. The stated purpose is to have a space for tools and space to make things. However, engaging in a hobby is not a condition related to the land, nor is it unique to this property. In this regard, the Variance appears to be self-created. The property appears able to accommodate a reasonable use, e.g. a single-family home with attached garage, without need for a Variance. Also, the Variance raises concerns about the potential for the detached accessory building to be used for commercial or business purposes, which is contrary to the City Code standards on residential property. Granting of the Variance may not result in detrimental effects to the neighboring properties or the public because the size of the property mitigates some of the impacts of the Variance. There is, however, some concern about future use of the accessory structures for commercial purposes. While that may not be the applicant’s intent today, it is a consideration for the City in how future owners may view or use that space if it is built. Planning Report – Raarup January 16, 2018 Page 5 APPLICANT’S PRACTICAL DIFFICULTIES The submitted narrative indicates that the accessory space could all be attached to the house. The applicant believes this would be less attractive aesthetically, as well as more costly. The applicant further states that they desire to build their dream house on the property, which includes the large detached building intended for use as a workshop. The applicant believes that other than size, the proposed building would be consistent with City ordinances and policies, and given the size of the property, the “planned square footage is not excessive . . . will be mostly hidden from the neighbors. . . [and] the essential character of the neighborhood will not be altered.” SUMMARY/CONCLUSION The applicant is requesting approval of a Variance to allow construction of a 1,500 s.f. detached accessory structure located at 3640 Elrene Road. The property is 2.9 acres in size and is zoned PD with the permitted use being single-family residential. The property is current undeveloped, and the applicant proposes to build the structure in conjunction with a new single-family home. The size of the property mitigates some of the concerns relative to setbacks and bulk, and the conceptual Site Plan shows increased side and rear yard setbacks. The Variance appears to be self-created as the vacant property could be put to a reasonable use without need for a Variance. However, the Applicant states that doing so would not be aesthetically attractive. Also, the proposed Variance appears to be inconsistent with the City Code, as it may result in a future owner’s use of the secluded, oversized structure for a commercial purpose resulting in an illegal home occupation. ACTION TO BE CONSIDERED To approve a Variance of 924 s.f. to allow a 30’ x 50’, or 1,500 s.f., accessory structure at 3640 Elrene Road. If approved, the following conditions shall 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. A single-family dwelling must be constructed on the property prior to the construction of the detached accessory structure. 3. The detached accessory building shall provide increased side and rear setbacks consistent with the submitted Site Plan received by the City November 13, 2017. Planning Report – Raarup January 16, 2018 Page 6 4. A Building Permit shall be required for the detached accessory building, and the principal building to which it is accessory must be constructed first. 5. Prior to the issuance of a Building Permit for the detached accessory structure, the applicant must demonstrate that the combined area of attached and detached accessory structures on the property do not exceed the area occupied by the single-family dwelling. 6. The detached accessory structure shall not exceed 30’ x 50’ size. 7. The detached accessory building shall be subject to all other standards for accessory buildings outlined in Section 11.40, Subd. 5 of the City Code including, but not limited to the following: a. No accessory building or structure shall be permitted on any lot in a residential zoning district prior to the time of construction of the principal building to which it is accessory. b. 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. c. Accessory buildings shall be maintained in a manner that is compatible with adjacent uses and does not present a hazard to public health, safety and general welfare. d. No more than two detached accessory buildings may be permitted for each dwelling. e. The roof of all detached accessory structures exceeding 120 square feet in size shall match the pitch and style of the principal structure. f. The inside wall height of any detached accessory structure shall not exceed 11 feet as measured from the floor to the roof decking. g. The height of any door opening of any detached accessory structure shall not exceed eight feet, as measured from the floor to the trim covering the door header. FROTHAMPROMONTORYPLR I D G E W O OD DR SOUTHHILLSDR.SOUTHHILLSCTSOUTH HILLSSTONEWOOD RDELRENE ROADWINDTREEDR.WINDTREECIRSTONEWOODRDS T O N EWOODCTBRENTWOODLNRIDGEWOOD DRWINDTREEDRWINDTREE KNOLLWESCOTBECKER ROAELRENEROADDHIDDENMEADOWTRBRIDGEWATERDRMILL R U N MILLRUNCIRELRENEROADMILLRUNLNBRIDLERIDG E MILLRUNPATHBR ID LE RDG R D BRI DLE R D G RDWORCHESTERDR BAYBERRYLNSOUTHHILLSLN.Q UAILRIDGERDHUNTERSOVLKBR I D G E W ATERDRBRIDLERIDGERDBRIDLE RDG RDSADDLEWOODDRIVEBRIDLERIDGERDBRIDLERDGCIRBRIDLE RDG RDCHAT H A M R D STONEBRIDGEDRNN O R T H B RIDGECTFAIRHAVENRDSTONEBRIDGE DR NBROCKTONCURVEBRO C KTO N CIRWORCHESTERDRIVEWORCHEST LINDENLNLIND E N C T GREATOAKSPLW O O D L A N D TRAILARBOR CTG REATOAKSLNEL R ENE R OAD TRAILCTTRAILS END RDTRAILS END RDIVY CTIVYLANEWOODLANDTR A IL SUNWOODTRAILRIDGEWOOD D R WOODLAND COURTWESCO T T HILLS DR. CT RDCAMPT O N C T WESCOTTSQUAREMIKE COLLINS DRLLWOODTNORTH RIDGE DRSUNCREST CTWESCOTTHIL L S D R SUNWOODCTELRENEROADGREAT OAKS CIRE L R ENECTSOUTH HILLS WAYWINDTREE CTROLLINGHILLSDRK U T O F F C T GREAT OAKS TRAILOVERLOOK PL WESCOTT ROADB IG T IM OVERLOOK CTH Y LANDCTWOODC L I F F C T GOVERNCIRCLEWILD ROSE CTTHORWOOD CTWOLFBERRY CTEL R ENE R OAD ELRENEROADELRENE ROADBASSWOOD LANETANGLEWOODCTCO.RD.NO.28(YANKEEDOODLERD.)CO. HWY. NO. 28 (YANKEE DOODLE RD.)BRIARWOODLN.BETTY LNS T A T E T R U N K H W Y .N O 1 4 9 Bur Oaks ParkBridleRidge ParkThresherFields ParkMuellerFarm ParkWescottCommons ParkWescottStationParkWanderingWalk ParkLocation Map01,000500Feet´§¨¦35E§¨¦494Cliff RdDiffley RdYankee Doodle RdLone Oak RdMap Area ExtentProject Name: Raarup - 3640 Elrene Rd.Request: VarianceCase No.: 13-VA-08-11-17Subject Site Elrene R o a d Windtree DriveGreat Oaks CircleElrene R o a d 200 0100 Feet´This map is for reference use only. This is not a survey and is not indtended to be used as one.Aerial photo-Spring 2016Project: Raarup - 3640 Elrene Rd.Request: VarianceCase No.: 13-VA-08-11-17 Agenda Information Memo January 16, 2018, Eagan City Council Meeting PUBLIC HEARINGS B. Variance – City of Eagan Action To Be Considered: To approve (or direct preparation of Findings of Fact for Denial) an 18’ building setback Variance at 3830 Pilot Knob Road, subject to the conditions listed in the staff report. Required Vote For Approval:  Majority of Councilmembers present Facts:  The project includes interior renovations to both the current City Hall and Police building.  Proposed additions include a new two-story wing off the northeast portion of City Hall, additions to police space, a training room and two garage spaces (one for the SWAT vehicle storage and another for police fleet vehicles).  Due to the configuration of the existing facilities, the finite amount of space available and the desire to maintain as much of the existing front parking lot and landscaping near the front entries, the building addition along Pilot Knob Road will require an 18’ Variance to the established 35’ structure setback.  The proposed expansion comes 20+ years after the last expansion/remodel of City Hall/Police and is responsive to modern service delivery needs, asset protection and safety needs.  Programming said improvements on an existing facility results in the requested deviations from the City Code standards for building setback along the western edge of the site. Attachments: (3) PHA-1 Location Map PHA-2 Planning Report PHA-3 Report Exhibits DUCKWOOD D R CR ES TRID GE LA NE PINECREST CTKOLSTAD ROADB L ACKHAW KDENMARK AVEDEN M A R KAVEPALOMINO TRA IL KINGSWOODROADKINGS WOODCT KINGSW O O D LN K INGSWOODROADCUT TERS LANE ROCKY LANE ROCKYLNHORSES H O E C RDEERWOODTRAILD EERWOODPLDEERWOODTRAILDEERWO O DPATHDEERWOOD CT M U R P H Y PARKWAY PACIFICAVE AS H B URY CT B L ACKHAW K HILLS RD BLACKHAWK LAKE CTBLACKHAWKR IDGEPL A SHBURYPLB L A C K H A WKRDGCIRLAKEDRBLACKH A W K R ID G E C TBLACKHAWKLAKEDRLAKEVIEW TR AIL LAKEVIEWCURVE LAKEVI E WCURVE BLACKHAWK RIDGE WAYVIOLET LANE BRAUN CT DREXEL CTDREXEL CTDRESDEN WAYDRESDEN CT DENMARK CTD ENMARK CT DENMAR K T R A I L WESTCOT T R O A DKRESTWOOD LN RD C TDEERWOOD DRIVEMICHELLEDR VERSAILLES CT ROCKY LNTANANGER C T F L IC K E R CR M O U R N IN G D O V ECTA P PA L O O S A TR CLIPPERS ROADDENMARKAVED E E R R ID GE CT CRESTVIEW LN W IN D C R E S T AV EWINDCREST COURTDEERCLIFF L A N EDEERCLIFF CTJOHNNYCAKEALCO V E CRESTRIDGE DRENG LERT R D CRESTRI DG E C T K OL STADLN TIMBERSHORELANECROSSROADCT.MERGANSER CTDENMARKAVEWESTCOT T R O A D HOSFORD HILLS RDKIN G S C R EST PADDOCK CT C.S.A.H.NO.31(PILOTKNOBROAD)C.S.A.H.NO.31(PILOTKNOBROAD)ROCKY LNFEDERALDRIVE DEER W OODDRIVEFEDERALDRIVEBlackhawkPark Berry Patch Park Fish LakePark PatrickEaganPark Park WindcrestPark Location Map 0 1,000500Feet ´ §¨¦35E §¨¦494 Cliff Rd Diffley Rd Yanke e Do odle Rd Lone Oak Rd Map Area Extent Project Name: City Hall Request: VarianceCase N o.: 22-VA-10-12-17 Subject Site PLANNING REPORT CITY OF EAGAN REPORT DATE: January 9, 2018 CASE: 22-VA-10-12-17 APPLICANT: City of Eagan HEARING DATE: January 16, 2018 PROPERTY OWNER: Same APPLICATION DATE: December 19, 2017 REQUEST: Variance PREPARED BY: Michael J. Ridley, AICP LOCATION: 3830 Pilot Knob Road COMPREHENSIVE PLAN: QP, Quasi Public ZONING: PF, Public Facilities SUMMARY OF REQUEST The applicant is requesting approval of an 18’ Variance to the established 35’ building setback from Pilot Knob Road for property located at 3830 Pilot Knob Road, legally described as Lot 1, Block 1, TED WACHTER ADDITION located in the Northwest ¼ of Section 22. 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 – 3830 Pilot Knob Road January 16, 2018 Page 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. "Practical difficulties," as used in connection with the granting of a variance, means that the applicant proposes to use the property in a reasonable manner not permitted by the zoning provisions of this Code; the plight of the applicant is due to circumstances unique to the property not created by the applicant; and the variance, if granted, will not alter the essential character of the locality. Economic considerations alone do not constitute practical difficulties. 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. 11.60, Subd. 20 states, in part, “Every structure within a public facilities district shall have a minimum setback from its lot or land area boundaries of two feet of setback for each one foot in height…” BACKGROUND/HISTORY Eagan City Hall was originally constructed in 1980. In 1996, the building was expanded to the west for Eagan PD, roughly doubling the original size of City Hall. EXISTING CONDITIONS The 25-acre Municipal Campus parcel contains the City Hall/Eagan Police building, Eagan Civic Arena and Cascade Bay Waterpark. Planning Report – 3830 Pilot Knob Road January 16, 2018 Page 3 EVALUATION OF REQUEST Proposal – The project includes a renovation to both the current City Hall and Police building. There are also proposed additions that will include a new two-story wing off the northeast portion of City Hall, additions to police space, a training room and two garage spaces (one for the SWAT vehicle storage and another for police fleet vehicles). Generally speaking, City Hall will expand by ~ 4 ksf while PD will expand by ~ 24 ksf. 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. Applicant’s Practical Difficulties – Due to the configuration of the existing facilities, the finite amount of space available and the desire to maintain as much of the existing front parking lot and landscaping near the front entries, the building addition along Pilot Knob Road will require an 18’ Variance to the established 35’ structure setback. Evaluation – A practical difficulty is required to grant relief from the Zoning Ordinance. Limited space is certainly not unique to this site; however, expanding an existing facility provides built- in constraints that need to be addressed in a reasonable way. As the City continues to mature and service delivery evolves, the proposed expansion/remodel is necessary. The expectation is the improvements will meet the City’s needs for the next twenty years, at least. City policymakers will need to determine whether the proposed Variance is reasonable and necessary to alleviate the stated practical difficulty. SUMMARY/CONCLUSION The proposed expansion comes 20+ years after the last expansion/remodel of City Hall/Police and is responsive to modern service delivery needs, asset protection and safety needs. Programming said improvements on an existing facility results the requested deviations from the City Code standards for building setback along the western edge of the site. ACTION TO BE CONSIDERED To approve an 18’ building setback Variance to the established 35’ building setback from Pilot Knob Road for the building located at 3830 Pilot Knob Road. If approved, the following condition shall apply: Planning Report – 3830 Pilot Knob Road January 16, 2018 Page 4 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. DRCRESTRIDGE LANEPINECREST CTKOLSTAD ROADBLACKHAWKDENMARK AVEDENM A R K A V E PALOMINOTRAILKINGSWOODROADKINGSWOODCTKINGSWOODLNKINGSWOODROADCUTTERSLANEROCKYLANEROCKYLNHORSESHOECRDEERWOODTRAILDEERWOODPLDEERWOODTRAILTHDEEYPARKWAYVERYCTBLACKHAWKHILLSRDBLACKHAWK LAKE CTBL A C K H A W K R IDGEPLSHBURYPLB L A C K H A W K R DG CIR LAKEDRBLACKHAWKRIDGECTBLACKHAWKLAKEDRL A K E V IEWTRAILLAKE VIE W CU R VELAKEVIEWCURVEBLACKHAWK RIDGE WAYVIOLET LANEBRAUN CTDREXEL CTDREXEL CTDRESDEN WAYDRESDEN CTDENMARK CTDENMARKCTDENMARKTRAILWESTCOTTROADKRESTWO OD LN RDCTDEERWOOD DRIVEMICHELLEDRVERSAILLESCTROCKY LNTANANGEFLICKERMOURNINGAPPALOOSA TRCLIPPERS ROADDENMARKAVEDEERRIDGECTCRESTVIEWLNWINDCRESTAVEWINDCREST COURTDEERCLIFFLANEDEERCLIFF CTOHNNYCAKEALCOVECRESTRIDGE DRENGLERT RDCRE ST R I D G E C T KOLSTADLNTIMBERSHORELANECROSSROADCT.MERGANSER CTDENMARKAVEWESTCOTTROADHOSFORD HILLS RDKINGSCRESTPADDOCK CTC.S.A.H.NO.31(PILOTKNOBROAD)ROAD)ROCKY LNFEDERALDRIVEDRIVEFEDERALDRIVEBlackhawkParkBerry Patch ParkFish LakeParkPatrickEaganParkParkWindcrestParkLocation Map01,000500Feet´§¨¦35E§¨¦494Cliff RdDiffley RdYankee Doodle RdLone Oak RdMap Area ExtentProject Name: City Hall Request: VarianceCase No.: 22-VA-10-12-17Subject Site CO. RD. 31 Pilot Knob RoadCivic Center Drive Wes c ott R o ad K ings Wood R oa d K i n g s W o o d P o n d s R o a d Wescott R oad 200 0100 Feet ´This map is for reference use only. This is not a survey and is not indtended to be used as one. Aerial photo-Spring 2016 Project: City Hall ExpansionRequest: VarianceCase No.: 22-VA-10-12-17 Police GaragePolice AdditionTraining RoomSWAT GarageCity Hall AdditionPolice VestibuleCity Hall VestibuleExisting City Hall Existing PoliceBuilding Additions 152411SETBACK = 2' BACK FOR EVERY 1 FOOT OF BUILDING HEIGHTPROPOSED BUILDING ADDITION 1PROPOSEDBUILDINGADDITION 2PROPOSED BUILDING ADDITION 3REFER TO ARCHITECTURAL PLANSFOR LAYOUT AND DIMENSIONS138861210'x19' STALLS10'x19' STALLS10'x18' STALLS10'x18' STALLS10'x18' STALLS24.00'1414.09'PROPOSED DOG RUN8' HIGH ORNAMENTAL SECURITY FENCE8' HIGH ORNAMENTAL SECURITY FENCE8' HIGH ORNAMENTAL SECURITY FENCE8' HIGHORNAMENTALSECURITYFENCECONCRETE ENTRANCE SLABCONCRETE ENTRANCE SLAB10'x19' STALLS62.00'5.00'62.00'120.00'41.40'43.83'8' WALKPATIOTRASH ENCLOSURELANDSCAPE ARCHITECTURE SITE PLANNING CIVIL ENGINEERING7575 GOLDEN VALLEY ROAD SUITE 200 MINNEAPOLIS. MN 55427FAX (763) 544-0531 PH (763) 544-7129DateRegistration NumberCheckDrawnDate:CommI hereby certify that this plan, specification or report was prepared byme or under my direct supervision and that I am a duly Licensedunder the laws of the State ofRevisionsDescription Date NumScale:NorthSITEPLANDAVID A. REY10/19/20174018010/18/2017JCLDAR1" = 30'C1.21MinnesotaProfessional EngineerCity of Eagan3830 Pilot Knob RoadEagan, MN 55122City Hall and PoliceStation AdditionSOUTH PARKING LOTxEXISTING PARKING COUNTS:SOUTH = 44 STALLSACCESSIBLE = 3 STALLSxPROPOSED PARKING COUNTS:VISITOR PARKING = 50 STALLSACCESSIBLE = 3 STALLSPROPOSED PARKING AT POLICE GARAGE14 STALLSNORTHWEST PARKING LOTxEXISTING = 53 STALLSxPROPOSED = 47 STALLSNORTHEAST PARKING LOTx108 STALLSTOTAL PROPOSED PARKINGx219 STALLSSITE STATISTICS: Eagan City Hall and Police Variance Submittal This project includes a renovation to both the current City Hall and Police building located at 3830 Pilot Knob Rd. We are also proposing additions that include a new wing in the City Hall and two garage spaces, one for the SWAT vehicle storage and another for the Police fleet vehicles. Through our discussions with the Police and developing the programmatic requirements to be met with this project, it was determined that 31 parking stalls in a garage was needed to protect the City’s investment of the fleet vehicles and a garage for the SWAT vehicle. The driving factors in the determination of the location of the garage additions to the Police Facility include the quantity of vehicles, structure, and footprint necessary to meet the needed number of parking spaces. In order to maintain as much of the existing parking lot and landscaping near the front entries and maintain access to the garage space off the street, the additions do not meet the current setback requirements of 2ft setback for every 1ft of building height as provided by the City. The site is currently zoned as Public Facility (PF) and this will remain unchanged. The square footage for theses spaces are 15,750 sf for the vehicle garage and 615 sf for the SWAT vehicle garage. The Police facility, including both garage additions, will be part of Phase 1 for this project. Estimated start of construction will be Spring 2018 with Phase 1 competition in approximately 10 months and Phase 2 to follow for a duration of approximately 8 months. For these reasons, we are requesting a variance of 18 feet on the setback requirements for the vehicle and SWAT garage additions to this project. Agenda Information Memo January 16, 2018 Eagan City Council Meeting PUBLIC HEARING C. Project 1262, Donnywood Street Improvements Action To Be Considered: Close the public hearing and approve Project 1262 (Donnywood - Street Improvements) as presented, and authorize the preparation of detailed plans and specifications . Facts:  On June 6, 2017, the City Council directed staff to prepare a feasibility report considering the rehabilitation of the Donnywood neighborhood residential streets, and Moonshine Park entrance road, in north-central Eagan located east of Pilot Knob Road and north of Northwood Parkway.  A structural mill and overlay of these streets and the park entrance, is programmed for 2018 in the City of Eagan’s 5-Year CIP (2018-2022).  On December 19, 2017, the draft Feasibility Report was presented to the City Council and a public hearing was scheduled for T uesday, January 16, 2018.  An informational neighborhood meeting was held on January 8 for the adjacent property owners to discuss the proposed improvements. Of the 82 properties to be assessed under this improvement, three residents representing two properties attended the meeting.  All notices have been published in the legal newspaper and sent to all affected property owners informing them of this public hearing. Attachments (2) PHC-1 Feasibility Report PHC-2 Neighborhood Meeting Minutes Report for Donnywood Street Revitalization City Project No. 1262 December 12, 2017 EAGAN Report for Donnywood Street Revitalization City Project No. 1262 December 12, 2017 Memo To: Honorable Mayor and City Council From: Aaron Nelson, Assistant City Engineer Date: December 12, 2017 Re: Donnywood Street Revitalization City Project No.: 1262 Attached is the feasibility report for the Donnywood, City Project No. 1262. The report presents and discusses the proposed improvements and includes a cost estimate, preliminary assessment roll and schedule. We would be pleased to meet with the City Council at your convenience to review and discuss the contents of this report. Reviewed By: 4 04"L-A'w1-q Depart e t of Public Works Reviewed By: Financ partment V I hereby certify that this report was prepared by me or under my direct supervision and that I am a duly Licensed Professional Engineer under the laws of the State of Minnesota. ron Nelson Date: 1Lk('j Reg. No. 45795 Date: C 2-Z,-)-;21 -7 Date: o a 7, EAGAN Memo To: Honorable Mayor and City Council From: Aaron Nelson, Assistant City Engineer Date: December 12, 2017 Re: Donnywood Street Revitalization City Project No.: 1262 Attached is the feasibility report for the Donnywood, City Project No. 1262. The report presents and discusses the proposed improvements and includes a cost estimate, preliminary assessment roll and schedule. We would be pleased to meet with the City Council at your convenience to review and discuss the contents of this report. Reviewed By: 4 04"L-A'w1-q Depart e t of Public Works Reviewed By: Financ partment V I hereby certify that this report was prepared by me or under my direct supervision and that I am a duly Licensed Professional Engineer under the laws of the State of Minnesota. ron Nelson Date: 1Lk('j Reg. No. 45795 Date: C 2-Z,-)-;21 -7 Date: o a 7, TABLE OF CONTENTS ExecutiveSummary.............................................................................................1 Introduction/History .............................................................................................2 Scope.................................................................................................................... 3 AreaTo Be Included............................................................................................ 3 Street Pavement Evaluation................................................................................3 ProposedImprovements.....................................................................................4 Easements/Permits.............................................................................................. 6 Feasibility/Recommendations............................................................................6 CostEstimate.......................................................................................................6 Assessments........................................................................................................ 7 Assessment Financing Options.........................................................................8 RevenueSource...................................................................................................9 ProjectSchedule.................................................................................................10 LIST OF APPENDICES Appendix A Preliminary Cost Estimate Appendix B Preliminary Assessment Roll Appendix C Figures - 1 Location Map - 2 Street Improvement/Assessment Area Map - 3 Typical Section — Mill & Overlay Executive Summary Background Project Name Donnywood i Project # 1262 Street Area 20,495 Sq. Yds. Street Length 4,104 Feet (neighborhood) 651 Feet Moonshine Park High Site Dr Constructed 1971, 1974 Jurdy Ct N Jurdy Ct S Overlayed 1998 Streets Included Jurdy Rd Marice Ct Crack Sealed - Quarry Ct Moonshine Park Dw Seal Coated I 2005, 2012 Absolute W % of Section 10 Relative East of Pilot Knob Rd Location Township 27, Region 23 Location North of Northwood Pkwy Project Details • Roadway resurfacing (full width mill & 1- PCI Rating 48 1/2" overlay) Recommended • Replacement of damaged curb & gutter Improvement I Resurface • Adjustment/Replacement of: Scope o Sanitary/Storm sewer Curb Removal 23% o Utility castings Res. R-1 44 (44 ERU) o Watergate valves Res. R-2 31 (32 ERU) o Street signage Res. R-3 1 • Utility Improvements Res. R-4 5 • Overlay Moonshine Park Entrance Road Neigh. Park I 1 j Cost Estimate/ Revenue Property City Mill & Overlay w/ Signage $ 311,400 $ 177,396 $ 134,004 Concrete Curb & Gutter Repairs $ 152,800 - $ 152,800 j Utility Improvements $ 31,600 - $ 31,600 Moonshine Park Entrance $ 13,000 - $ 13,000 Total $ 508,800 $ 177,396 $ 331,404 Donnywood 1 December 12, 2017 Neighborhood Street Revitalization Donnywood Eagan, Minnesota Introduction{ History Pavement Management - As a part of Eagan's Pavement Management Program (PMP), the City evaluates streets within the community throughout their life cycle and implements appropriate maintenance strategies. In 1989, a Pavement Management System (PMS) was developed that allowed the City to evaluate the condition of the existing pavement surface for all the streets on a routine basis and schedule timely maintenance. A Five Year Capital Improvement Program (CIP) for street rehabilitation is developed from this information. The 4,104 feet of residential streets in the Donnywood neighborhood, and 651 feet of Moonshine Park entrance road, in North-Western Eagan has been identified for 2018 street revitalization improvements. Figure 1, located in Appendix C, illustrates the project location. The streets were originally constructed in 1971 and 1974, and were previously overlayed in 1998 (City Project 727). Based on the data and engineering strategies available at this time, the City's current PMP incorporates local and ongoing maintenance strategies with seal coating occurring as needed (approximately 3 years after paving) and a bituminous overlay at approximately 20+ years. Overlaying the roads located within the project area, which are currently in the 20 year time frame, will prevent further decay of the pavement surface, thus protecting and extending the structural life of the street. Timely maintenance work, such as bituminous patching, crack sealing and seal coating have occurred at appropriate intervals during the life of the pavement in the area. The City of Eagan's maintenance records indicate that the streets were seal coated in 2005 and 2012. The Public Works maintenance program typically includes extensive patching and crack sealing during the summer prior to the overlay. The Public Works crews, as part of the Preparatory Pavement Management Plan, removed and replaced deteriorated pavement areas and placed leveling and maintenance overlays on portions of the streets under consideration, where necessary. These repairs alone will not substantially extend the life expectancy of the street section if not combined with the bituminous overlay proposed with this project. Donnywood 2 Infrastructure Review - The Public Works Department has also inspected the utility infrastructure (sanitary sewer, water main, and storm sewer pipes and other structures) in the project area and determined the underground systems are generally in good working order and that no major repairs are necessary. To provide a comprehensive review of the project area, the condition and coverage of other infrastructure items maintained by the City and other public agencies within the public right-of-way and easements such as street lights, utility boxes, and above ground storm water ponds/access, and pedestrian features were evaluated. The rehabilitation of City -maintained items is included in this project, if needed. Scope This project will provide resurfacing (full width mill & 1-1/2" overlay) for approximately 4,104 feet of roadway and 651 feet of park entrance road. Figure 2 in Appendix C, illustrates the project limits. Included in this project are the following improvements; replacement of damaged curb and gutter, adjustments and/or replacement to sanitary/storm sewer utility castings, water gate valves, replacement of street signage, and utility improvements. Area to Be Included Properties included in the project lie within the W Y2 of Section 10, lying East of Pilot Knob Road, North of Northwood Pkwy, in Township 27, Range 23, in the City of Eagan, Dakota County, Minnesota. Street Pavement Evaluation The City of Eagan's Pavement Management System allows the City to evaluate the condition of the existing street surface to help schedule timely maintenance and improvements. The Pavement Condition Index (PCI) ranks the surface condition for each street. The general categories that define PCI rankings are as follows: PCI Recommended Improvement 56-100 Routine Maintenance/Crack Seal/Seal Coat 36-55 Patch/Repair and/or Overlay 0-35 Reconstruct/ Reclaim The 2017 PCI rankings for the street segments have a weighted average pavement condition rating of 48, which falls in the mid-range of the "Patch/Repair and/or Overlay" category, as mentioned above. Many of the streets are rated in the same range or lower, and the street pavement has reached an age where, based on the City's past Donnywood 3 experience, the integrity of the pavement can rapidly decline if no improvements are performed. Therefore, the 2018 construction season is the optimal time to construct the bituminous overlay on this street. Any delay of the project may reduce the structural benefit to the street sections and require more substantial rehabilitation. Proposed Improvements Pavement - The proposed street improvements shown in Figure 3. The existing street section for this roadway consists of 4-1/2" to 5-1/2" bituminous pavement supported by the existing gravel base. The existing bituminous surface will be 11 J1, milled across its entire width to accommodate a 1Y2 -inch bituminous overlay. The overlay, combined with the existing street section, will - provide a street section consistent with current City standards for residential streets. The combination of patching and overlay will not eliminate cracking due to the temperature extremes experienced in Minnesota. Bituminous overlays will show some continued frost movements and reflective cracking consistent with the underlying pavement. Routine maintenance will still need to continue under the City's Pavement Management Program. Concrete curb & gutter - Damaged curb & gutter will be replaced if severely cracked, spalled, or settled. It is estimated that approximately 23% of the existing concrete curb and gutter will have to be replaced. Boulevard turf will be removed and replaced with seed. While the contractor who performs the work is responsible for its establishment (45 days for seed), adjacent property owners are encouraged to consistently water the new turf, where possible, to help ensure its growth. Utility Adjustment/Replacement — Sanitary/storm sewer manholes, catch basins, and gate valves will be adjusted, repaired, or replaced based on the condition of castings and supporting structures. Such repairs to the storm sewer, sanitary sewer, and water main infrastructures ensure quick and easy access by the City for maintenance and other purposes. There are three storm sewer structures that require replacement, and Donnywood 4 several structures that require new castings and doghouse/invert repairs due to deterioration. These repairs will be financed through the Combined Utility Fund. Signage - Traffic and street identification signage within the project limits have reached the end of their useful life expectancy and are in need of replacement. Signs have been reviewed for compliance with the Minnesota Manual on Uniform Traffic Control Devices (MnMUTCD). Those that are required by the MnMUTCD will be replaced to improve safety and night time visibility, and those that are not will be permanently removed. Street Lights — The street lights in the project area (maintained by Dakota Electric Association) are in good condition and provide adequate coverage. No modifications to the existing street lights are proposed. Complete Streets — "Complete Streets" is a transportation and design approach that plans, designs, operates, and maintains streets in a means to enable safe, convenient and comfortable travel and access for users of all ages and abilities regardless of their mode of transportation. Complete Streets allow for safe travel by those walking, bicycling, driving automobiles, riding public transportation, or delivering goods. In 2010, the State of Minnesota adopted a Complete Streets policy, which encourages, but does not require local governments to adopt this policy. The MN Department of Transportation has published a Complete Streets Guidelines for Local Agencies Resource Guide (Feb. 2013). The streets in this neighborhood were reviewed to determine if additional Complete Streets opportunities are available and/or feasible. The streets are relatively narrow at 32 feet wide, have limited access points, and a trail is available along Northwoods Parkway and Pilot Knob Road (both adjacent to this neighborhood) to connect pedestrians to the City and regional trail system. Pedestrian curb ramps in the project area at the intersecting sidewalks will be replaced if necessary to meet current ADA Donnywood 5 design standards. Given the existing and proposed elements available for all users, the streets in this neighborhood meet the intent of the complete streets guidelines. Easement/Permits All work will be in the public right-of-way. No additional easements are anticipated. A permit from Dakota County is anticipated for work within the Pilot Knob Road right-of- way. Feasibility and Recommendations The mill and overlay project is necessary to maintain and enhance the structural integrity of the pavement section, create a safer driving surface, and increase rideability. It is cost effective in that the proposed improvement (resurfacing) is considerably less expensive than complete reconstruction of this street. The mill and overlay is feasible in that this type of improvement has been used successfully to extend the life expectancy of numerous other streets throughout the City and the region. This project is in accordance with the Five Year Capital Improvement Plan (2018 — 2022) for the City of Eagan and the schedule as outlined in the Pavement Management Program. It is recommended that the project be constructed as proposed in this report in combination with other similar projects in the area. Cost Estimate Detailed cost estimates are located in Appendix A. The estimates are based on anticipated 2018 construction costs and include a 5% contingency and indirect cost of 25%, which include legal, administration, engineering, and bond interest. A summary of the costs is as follows: Donnywood • Mill & Overlay............................................................... $ 311,400 • Repair Existing Concrete Curb & Gutter ....................... $ 152,800 • Utility Improvements..................................................... $ 31,600 • Moonshine Park Entrance Overlay ............................... 13,000 Total.................................................................. $ 508,800 Donnywood 6 Assessments Assessments are proposed to be levied against the benefited properties for the total improvement with costs allocated in accordance with the City of Eagan's Special Assessment Policy for a mill and overlay improvement for residential streets. All assessments will be revised based on final costs. A preliminary assessment roll is included in Appendix B. City Special Assessment Policy Assessment Ratio Property City Mill & Overlay - Low -Density Residential (R-1,2,3) 50% 50% Mill & Overlay - High -Density Residential (R-4) 75% 25% Neighborhood Park Parcels 50% 50% Repair Existing Concrete Curb & Gutter - 100% Utility Improvements - 100% Low Density Residential Lots (R-1 & R-2) - All low density residential lots (R-1,2) (44 single family homes, 31 twin homes) as shown on Figure 2, having driveway or direct access on to the street to be improved, are proposed to be assessed. The City's Assessment Policy states that 50% of the mill and overlay costs are assessable for local residential streets, based on a standard 32 -foot width. The estimated cost per residential unit, based on the City's Assessment Policy, is $1,240 / R-1 & R-2 lot and is calculated as follows: • Total Front Feet (F.F.) = 8,208 F.F. • R-1 & R-2 Residential street frontage = 4,968 F.F., 32' f -f width • 75 R-1 & R-2 Lots, 76 Equivalent Residential Units (ERU's) — 1 twin home lot has 2 units (1374 Jurdy Road) Mill & Overlay — R-1 & R-2 Residential Properties o 4,968' R-1&2 F.F. / 8,208' Total F.F. = 60.5% R-1,2 Frontage o $311,400 (Mill & Overlay Costs) x 50% x 60.5% (R-1,2 Frontage) _ $94,198 (Total R-1,2 Assessment) o $94,198 / 76 lots = $1,239.45, rounded to $1,240 / R-1 & R-2 lot Low Density Residential Lots (R-3) - All low density residential lots (R-3) (1 townhome development) as shown on Figure 2, having direct access on to the street to be improved, are proposed to be assessed. The City's Assessment Policy states that 50% of the mill and overlay costs are assessable for local residential streets, based on a standard 32 -foot width. The estimated cost per front -foot, based on the City's Assessment Policy, is $19.001 R-3 F.F. and is calculated as follows: • Total Front Feet (F.F.) = 8,208 F.F. • R-3 Residential street frontage = 528 F.F., 32' f -f width Donnywood 7 Mill & Overlay — R-3 Residential Properties o $311,400 (Mill & Overlay Costs) / 8,208' Total Frontage= $37.94 o $37.94 x 50% (assessment rate) = $18.97, rounded to $19.00 / R-3 F.F. High Density Residential Lots (R-4) - All high density residential lots (R-4) (5 parcels with apartments) as shown on Figure 2, adjacent to a street to be improved, are proposed to be assessed. The City's Assessment Policy states that 75% of the mill and overlay costs are assessable for local residential streets. The estimated cost per front - foot, based on the City's Assessment Policy, is $3,1401 R-4 Net Acre and is calculated as follows: • Total Front Feet (F.F.) = 8,208 F.F. • R-3 Residential street frontage = 2,545 F.F., 32' f -f width • 23.07 R-4 Net Acres Mill & Overlay — R-4 Residential Properties 0 2,545 R-4 F.F. / 8,208 Total F.F. = 31.0% R-4 Frontage o $311,400 (Mill & Overlay Costs) x 75% (R-4 Assessment Rate) x 31.0% (R-4 Frontage) = $72,400 (Total R-4 Assessment) o $72,400 / 23.07 Net Acres = $3,138.30, rounded to $3,140 / R-4 Net Acre Neighborhood Park Parcels - All neighborhood park parcels (1 park parcel) as shown on Figure 2, adjacent to a street to be improved, are proposed to be assessed. The City's Assessment Policy states that 50% of the mill and overlay costs are assessable for local residential streets, based on a standard 32 -foot width. The estimated cost per front -foot, based on the City's Assessment Policy, is $19.00 / Neigh. Park F.F. and is calculated as follows: • Total Front Feet (F.F.) = 8,208 F.F. • Neighborhood Park street frontage = 36 F.F., 32' f -f width Mill & Overlay — Neighborhood Park Properties o $311,400 (Mill & Overlay Costs) / 8,208' Total Frontage = $37.94 o $37.94 x 50% (assessment rate) = $18.97, rounded to $19.00 / Neigh. Park F.F. Assessment Financina Oations The property owner will have the option at the time of the assessment hearing to pay the full assessment or include the assessment in with their property tax statement. If the assessment is included with the property tax statement, the assessment and interest will be spread over five years for R-1, R-2, and park properties, and 10 years for R-3 and R-4 properties. In 2017, the interest rate was set at 4.0%. The 2018 rate is not yet available, however, it is expected to be comparable and based on City policy will be Donnywood 8 determined by the City Council in the spring. The following payment schedule is an example of an R-1 and R-2 residential lot assessment of $1,240, a $1,000 park assessment, and a $1,000 R-3 and R-4 assessment, with an estimated 4.0% interest for the assessed amounts, and assumes 14 months interest for the first year: i 1 st Year 5th Year L 1St Year 10th Year 1 st Year 5th Year $1,240 (R - Principal /Year I $248 $248 1 & R-2, 5 year term) Interest / Year Cost / Year $58 [$306 J _$'258"__ _ $10 � 258 — $1,000 (R-3 & R-4, 10 year term) _ Principal / Year j Interest/ Year j Cost/ Year $100 $47 .$147 $100 1 $4- --. ----, $104 - f i $1,000 (Neighborhood Park, 5 year term) Principal/ Year I Interest/ Year Cost / Year $200 $47 $247 $200 $8 $208 Bonds may be issued to finance the improvements. Revenue Source A summary of revenue sources is listed below: The Major Street Fund will finance the estimated street related project deficit of $299,804 ($13,000 of that amount is for Moonshine Park Entrance Overlay, which is funded from the Major Street Fund). The Combined Utility Fund will finance the estimated $31,600 utility improvements. Qonnywood 9 Project Cost Property Assessment City Contribution Mill and Overlay (Including -Signage) $ 311,400 $ 177,396 $ 134,004 -Repair Existing Curb & Gutter $ 151,800 - $ 152,800 -Utility Improvements $ 31,600 - $ 31,600 Park Entrance Overlay $ 13,000 I - $ 13,000 Totals $ 508,800 i $ 177,396 1 $ 331,404 The Major Street Fund will finance the estimated street related project deficit of $299,804 ($13,000 of that amount is for Moonshine Park Entrance Overlay, which is funded from the Major Street Fund). The Combined Utility Fund will finance the estimated $31,600 utility improvements. Qonnywood 9 Project Schedule Present Feasibility Report to City Council/ OrderPublic Hearing........................................................................ Dec. 19, 2017 Informational Meeting......................................................................... Jan. 8, 2018 PublicHearing.................................................................................. Jan. 16, 2018 Approve Plans and Specifications...................................................... Feb. 5, 2018 BidDate........................................................................................... March 8, 2018 AwardContract.............................................................................. March 20, 2018 Start Construction............................................................................... May 1, 2018 Project Completion............................................................................ August, 2018 FinalCost Report .........................................................................September, 2018 Final Assessment Hearing...................................................................... Fall, 2018 First Payment Due with Property Tax Statement .............................. May 15, 2019 Donnywood 10 Appendix A Preliminary Cost Estimate City Project 1262 Donnywood Item No. I Item 141,857.50 Unit I Unit Price I Est Qty I Estimated Cost Part I - Bituminous Street Overlay LF $ 10.50 2830 $ 29,715.00 2021.501 Mobilization LS $ 6,000.00 1 $ 6,000.00 2104.505 Remove Bituminous Pavement SY $ 6.00 3200 $ 19,200.00 2232.501 Mill Bituminous Pavement - Full Width (1-1/4" Depth) SY $ 2.00 18825 $ 37,650.00 2357.502 Bituminous Material for Tack Coat GAL $ 2.50 1434 $ 3,585.00 2360.501 SP WEA340B Wearing Course Mixture (Overlay) TON $ 55.00 1901 $ 104,555.00 2360.501 SP WEA340B Wearing Course Mixture (Patch) TON $ 130.00 389 $ 50,570.00 2504.602 Adjust Gate Valve Box EA $ 250.00 6 $ 1,500.00 2504.602 Repair Gate Valve Mid Section EA $ 500.00 1 $ 500.00 2504.602 Repair Gate Valve Top Section w/Cover EA $ 300.00 2 $ 600.00 2506.602 Adjust Frame and Ring Casting (Manhole) EA $ 700.00 18 $ 12,600.00 2506.602 Remove & Replace Frame & Ring Casting (27") EA $ 1,100.00 3 $ 3,300.00 2563.601 Traffic Control LS $ 3,000.00 1 $ 3,000.00 SP -1 Signage Remove and Replace LS $ 2,700.00 1 $ 2,700.00 Subtotal 5% Contingency Subtotal 25% Indirect Costs $ 245,760.00 $ 12,288.00 $ 258,048.00 $ 64,512.00 Part I - Bituminous Street Overlay $ 322,560.00 Item No. Item I Unit Unit Price Est Qty I Estimated Cost Part 11- Repair Existing Curb & Gutter $ 141,857.50 5% Contingency $ 7,092,88 Subtotal 2104.501 Remove Concrete Curb and Gutter LF $ 10.50 2830 $ 29,715.00 2104.505 Remove Concrete Driveway Valley Gutter SY $ 13.00 20 $ 260.00 2104.523 Salvage Casting EA $ 150.00 2 $ 300.00 2211.501 6" Aggregate Base, Cl. 5 (100% Crushed) TON $ 25.00 54 $ 1,350.00 2360.501 SP WEA340B Wearing Course Mixture (Patch) TON $ 130.00 80 $ 10,400.00 2504.602 Irrigation Repair EA $ 150.00 10 $ 1,500.00 2506.521 Install Casting EA $ 550.00 2 $ 1,100.00 2506.602 Adjust Frame & Ring Casting (CB) HDPE Rings EA $ 500.00 2 $ 1,000.00 2506.602 Remove & Replace Casting (Catch Basin) EA $ 900.00 10 $ 9,000.00 2506.602 Remove & Replace CB Structure (2'x 3') EA $ 4,000.00 2 $ 8,000.00 2506.602 Remove & Replace CB Structure w/Cstg (2'x 3') EA $ 3,500.00 1 $ 3,500.00 2506.602 Repair/ Grout CB or MH Invert/ Doghouses EA $ 500.00 3 $ 1,500.00 2506.602 install 2 x 3 CB Erosion Barrier Shroud EA $ 150.00 3 $ 450.00 2531.501 Concrete Curb and Gutter, B618 LF $ 23.00 65 $ 1,495.00 2531.501 Concrete Curb and Gutter, D412 LF $ 21.00 2730 $ 57,330.00 2531.501 Concrete Curb and Gutter, Surmountable LF $ 23.00 35 $ 805.00 2531.507 Concrete Valley Gutter - High Early SY $ 65.00 20 $ 1,300.00 2540.602 Repair Underground Electric Fence EA $ 60.00 5 $ 300.00 2540.602 Repair Landscaping EA $ 200.00 10 $ 2,000.00 2572.503 Application of Water for Turf Establishment GAL $ 0.10 21400 $ 2,140.00 2573.530 Storm Drain Inlet Protection EA $ 150.00 3 $ 450.00 2575.550 Boulevard Topsoil Borrow - MnDOT 3877-2F CY $ 80.00 55 $ 4,400.00 2575.609 Seeding (MnDOT 270 w/Type 5 Hydromulch) SY $ 7.50 475 $ 3,562.50 Subtotal $ 141,857.50 5% Contingency $ 7,092,88 Subtotal $ 148,950.38 25% Indirect Costs $ 37,237.59 Part II - Repair Existing Curb & Gutter $ 186,187.97 Part I - Bituminous Street Overlay $ 322,560.00 Part II - Repair Existing Curb & Gutter $ 186,187.97 Project 1262 Total Cost $ 508,747.97 Donnywood 11 Appendix B Preliminary Assessment Roll City Project #1262 Donnywood PILOT KNOB ROAD R-1 & R-2 Residential P.I.N. # Lots Lot Unit Total Equivalent Assessment 3180 Pilot Knob Road 100100032040 1 1 $ 1,240 $ 1,240 Subtotal 1 1 $ 1,240 DOnnywOOd 12 JURDY ROAD R-1 & R-2 Residential P.I.N. # Lots Lot Equivalent Unit Assessment Total 1385 Jurdy Road 100100032050 1, 1 $ 1,240 $ 1,240 1379 Jurdy Road 102096001240 1 1 $ 1,240 $ 1,240 1363 Jurdy Road 102096001230 1 1 $ 1,240 $ 1,240 1355 Jurdy Road 102096001100 1 1 $ 1,240 $ 1,240 1343Jurdy Road 102096003070 1 1 $ 1,240 $ 1,240 1341 Jurdy Road 102096003060 1 1 $ 1,240 $ 1,240 1337 Jurdy Road 102096003050 1 1 $ 1,240 $ 1,240 1333 Jurdy Road 102096003040 1 1 $ 1,240 $ 1,240 1329 Jurdy Road 102096003030 1 1 $ 1,240 $ 1,240 1325 Jurdy Road 102096003020 1 1 $ 1,240 j $ 1,240 1321 Jurdy Road 102096003010 1 ± 1 $ 1,240 $ 1,240 1314 Jurdy Road 102096004010 1 1 $ 1,240 $ 1,240 1318 Jurdy Road 102096004020 1 1 $ 1,240 $ 1,240 1326 Jurdy Road 102096004090 1 1 $ 1,240 $ 1,240 1332 Jurdy Road 102096004100 1 1 $ 1,240 $ 1,240 1336 Jurdy Road 102096004110 1 1 $ 1,240 $ 1,240 1340 Jurdy Road 102096004120 1 1 1 5 1,240 $ 11240 1344Jurdy Road 102096004130 1 1 $ 1,240 $ 1,240 1352 Jurdy Road 102096004140 1 1 $ 1,240 $ 1,240 1360 Jurdy Road 102096004270 1 1 $ 1,240 $ 1,240 1364Jurdy Road 102096004280 1 1 $ 1,240 $ 1,240 1368 Jurdy Road 102096004290 1 1 $ 1,240 $ 1,240 1370 Jurdy Road 102096004300 1 1$ 1,240 $ 1,240 1374 Jurdy Road 102096004321 1 2 $ 1,240 $ 2,480 1376 Jurdy Road 102096004330 1 1 $ 1,240 $ 1,240 1380 Jurdy Road 102096004340 1 1 $ 1,240 $ 1,240 Subtotal 26 27 $ 33,480 DOnnywOOd 12 Donnywood 13 JURDY COURT NORTH JURDY COURT SOUTH R-1 & R-2 Residential I P.I.N. # Lots Lot Equivalent Unit J Assessment # Lots Total 3177 Jurdy Court North 102096001220 1 1 $ 1,240 $ 1,240 ! 3171 Jurdy Court North 102096001210 1 1 1 $ 1,240 $ 1,240 3165 Jurdy Court North 102096001200 1 1 $ 1,240 $ 1,240 3159 Jurdy Court North 102096001190 1 1 $ 1,240 $ 1,240 3153 Jurdy Court North 102096001180 1 1 $ 1,240 $ 1,240 3147 Jurdy Court North 102096001170 1 1 $ 1,240 $ 1,240 3148 Jurdy Court North 102096001160 1 1 $ 1,240 $ 1,240 3154 Jurdy Court North 102096001150 1 1 $ 1,240 $ 1,240 3160 Jurdy Court North 102096001140 1 1 $ 1,240 $ 1,240 3164 Jurdy Court North 102096001130 1 1 $ 1,240 $ 1,240 3170 Jurdy Court North 102096001120 1 1 $ 1,240 $ 1,240 3180 Jurdy Court North 102096001110 1 1 $ 1,240 $ 1,240 1 Subtotal 12 12 1,240 3201 Jurdy $ 14,880 Donnywood 13 JURDY COURT SOUTH R-1 & R-2 Residential P.I.N. # Lots Lot Equivalent Unit Assessment Total 3196 Jurdy Court South 102096004150 1 1 $ 1,240 $ 1,240 3198 Jurdy Court South 102096004160 1 1 $ 1,240 $ 1,240 3200 Jurdy Court South 102096004170 1 1 $ 1,240 $ 1,240 3202 Jurdy Court South 102096004180 1 1 $ 1,240 $ 1,240 3206 Jurdy Court South 102096004190 1 1 $ 1,240 $ 1,240 3208 Jurdy Court South 102096004200 1 1 $ 1,240 $ 1,240 3210 Jurdy Court South 102096004210 1 1 $ 1,240 $ 1,240 3211 Jurdy Court South 102096004220 1 1 $ 1,240 $ 1,240 3209 Jurdy Court South 102096004230 1 1 $ 1,240 $ 1,240 3207 Jurdy Court South 102096004240 1 1 $ 1,240 $ 1,240 3205 Jurdy Court South ' 102096004250 1 1 $ 1,240 $ 1,240 3201 Jurdy Court South 102096004260 1 1 $ 1,240 $ 1,240 Subtotal 12 12 $ 14,880 Donnywood 13 QUARRY COURT R-1 & R-2 Residential P.I.N. # Lots I 1 Lot Equivalent Unit Assessment Total ! 3170 Quarry Court 102096003080 1 1 $ 1,240 $ 1,240 3158 Quarry Court 102096003090 •; 1 1 $ 1,240 $ 1,240 3148 Quarry Court 102096002010 1 1 ! $ 1,240 $ 1,240 3140 Quarry Court 102096002020 1 1 $ 1,240 $ 1,240 1 3138 Quarry Court 102096002030 1 1 $ 1,240 $ 1,240 3137 Quarry Court ' 102096002040 1 1 $ 1,240 $ 1,240 3139 Quarry Court 102096001060 1 1 $ 1,240 $ 1,240 3147 Quarry Court 102096001070 1 1 $ 1,240 $ 1,240 3159 Quarry Court 102096001080 1 1 $ 1,240 $ 1,240 3169 Quarry Court 102096001090 1 1 $ 1,240 $ 1,240 Subtotal , 10 10 $ 12,400 Donnywood 13 SHORELINE DRIVE MARICE COURT Low Density Residential (R-3) P.I.N. # Lots ITotal Front Footage Rate/Front Footage 1302 - 1444 Shoreline Drive 104464501010 1 i R-1 & R-2 Residential P.I.N. # Lots Lot lent Equivalent Unit Assessment I I Total 3206 Marice Court 102096004040 1 1 $ 1,240 $ 1,240 3210 Marice Court 102096004050 j 1 1 $ 1,240 $ 1,240 3209 Marice Court 102096004060 1 1 $ 1,240 $ 1,240 3207 Marice Court 102096004070 I 1 1 $ 1,240 $ 1,240 3205 Marice Court 102096004080 1 1 $ 1,240 $ 1,240 3202 Marice Court 102096004030 1 1 $ 1,240 $ 1,240 3177 Doneene Lane Subtotal 6 6 $ 1,240 $ 7,440 SHORELINE DRIVE DONEENE LANE Low Density Residential (R-3) P.I.N. # Lots ITotal Front Footage Rate/Front Footage 1302 - 1444 Shoreline Drive 104464501010 1 i i R-1 & R-2 Residential P.I.N. # Lots Lot Equivalent I Unit { Assessment I Total 3153 Doneene Lane 106675001010 1 1 $ 1,240 $ 1,240 3157 Doneene Lane 106675001020 1 1 $ 1,240 $ 1,240 3161 Doneene Lane 106675001030 1 1 $ 1,240 $ 1,240 3165 Doneene Lane 106675001040 1 1 $ 1,240 $ 1,240 j 3169 Doneene Lane 106675001050 1 1 $ 1,240 $ 1,240 3173 Doneene Lane 106675001060 1 1 $ 1,240 $ 1,240 3177 Doneene Lane 106675001070 1 1 $ 1,240 $ 1,240 3181 Doneene Lane 106675001080 i 1 1 $ 1,240 $ 1,240 Subtotal 8 8 $ 9,920 SHORELINE DRIVE HIGH SITE DRIVE Low Density Residential (R-3) P.I.N. # Lots ITotal Front Footage Rate/Front Footage 1302 - 1444 Shoreline Drive 104464501010 1 528 $ 19.00 $ 10,032 Subtotal 1 528 $ 10,032 NEIGHBORHOOD PARK HIGH SITE DRIVE Neighborhood Park (N.P.) P.I.N. # Lots ` Front Footage [ Rate/Front Footage Total Moonshine Park 102096000060 1 High Density Residential (R-4) I P.I.N. # Lots Net Acres Rate/Net Acre I Total 1375 & 1385 High Site Drive 102310001021 1 4.41 $ 3,140 $ 13,847 1355 High Site Drive 102310001022 1 2.08 $ 3,140 $ 6,531 1345 High Site Drive 102310001023 1 2.09 $ 3,140 $ 6,563 1340 High Site Drive 102310001020 1 10.63 $ 3,140 $ 33,378 1364 High Site Drive 102310101010 1 3.86 $ 3,140 $ 12,120 I Subtotal 5 23.07 I $ 72,440 NEIGHBORHOOD PARK Neighborhood Park (N.P.) P.I.N. # Lots ` Front Footage [ Rate/Front Footage Total Moonshine Park 102096000060 1 36 $ 19.00 $ 684 Subtotal 1 36 I $ 684 Total 82 $ 177,396 Donnywood 14 Front Feet % Frontage R-1 & R-2 Frontage 4968 60.5% R-3 Frontage 528 6.4% R-4 Frontage 2545 31.0% Neigh. Park Frontage 36 0.4% Non -Assessable Frontage 131 1.6% Total Frontage 8208 100.0% Qonnywood 15 F C,9c 201 ■ 8 Street Revitalization - Project 1262 \9 �1 ,gym Don nywood eC /s"S r, J MENDOTA HEIG 4 Donnywood Nw r, r Project 1262 J� ^M � YANKEE DOODLE RD 2s r i Date: 12/13/2017 FIG. 1 Uy;.;, ;:? 2018 Street Revitalization - Project 1262 �T bd Donnywood -- N Quarry Lane J "} 'µ 3138 f 3148 :;. � � 3139 140. A� t_ _ 3147 160 3158 K' w 3159 3'159 31fi4 3170 7 3165 3174 �� C 3180. 13.$5 ►�^?. { 1379. 0 • - o 3153 1380 ,bp 3208 3207 � 3157 $: 3161 �.1374 �3p0 0'1 u'�r 3209 �p 1314 k J 3185 '�� r 3210 6' ' � Q11302-1444 ` o 3169 1375 1355CO .' a o 3173 03177 13 Q 3181 5hvreline ve ° U Nigh Site Drive` i Ili a ■ - r. 1344 r411, ak 2018 Street Rehabilitation Assessable Area �r Zoning R-1 Residential Single FamilyN°��woad a o :;ry�way' R-2 Residential Twin Home A R-3 Residential Townhouse € i R-4 Residental Multiple RFx+"G 168E rn Park Date: 12/18/2017 60' ROW FULL WIDTH MILL - "-w I . Vjx/ V "L lJVUVI\P'%✓C Existing Typical Section DONNYWOOD 60' ROW 32' TYPICAL F - F 1.5" BITUMINOUS OVERLAY REPLACE EX. D412 CURB I I ' BITUMINOUS TACK COAT & GUTTER AS DIRECTED 3.25"-4.25" EXIST. BITUMINOUS EXIST. GRAVEL BASE Proposed Typical Section DONNYWOOD DONNYWOOD EAG AN STREET REVITALIZATION - PROJECT 1262 TYPICAL SECTION ITTER Fig. 3 Donnywood Neighborhood Street Revitalization City Project No. 1262 Informational Meeting — 5:30 P.M. Monday, Jan. 8, 2017 Conference Rooms 1A&B Attendance Aaron Nelson, Assistant City Engineer, 3 residents representing 1 single family home and one twin home were in attendance (see attached sign -in sheet). Presentation of Project Details Nelson welcomed the residents and presented project information, including details such as construction, costs, schedule and assessments. A short ETV video on the street improvement process was also shown. Questions/ Comments STREET CONDITION 1. How old are the streets in the neighborhood? The streets were originally built in 1971 and 1974, and were previously overlayed in 1998. 2. Why are the improvements being performed now? The streets appear to be in relatively good condition. The condition of the streets are currently at the point that if improvements are not made at this time, the asphalt will deteriorate at a much quicker rate and will likely require more substantial and expensive improvements in the near future. CONSTRUCTION/PHASING 3. How long will the construction last? The 2018 project will likely be 1 contract with 9 project areas. The contractor will have flexibility to determine how they phase each area, but construction is anticipated to begin in the first area early May (weather dependent). The size and scope of the improvements in this neighborhood will likely result in approximately a 3 to 4 week construction timeframe. The City will mail more detailed construction specific information as construction nears. ASSESSMENTS 4. How are assessments calculated? With residential properties, the city shares the cost of all work performed between the curbs 50/50 with the adjacent property owners. Any work in the curbs and boulevard, and the utility improvements, is paid 100% by the city. The property owner's portion is split evenly among all lots in the neighborhood. PRIVATE STREETS 5. Will the city be working on any private streets? No, work is limited to only the public streets. Property owners on private streets are responsible for any maintenance of the private streets. 6. Will the contractor perform any improvements to the twin home private street? After the project is bid, a property owner can call to see who the low bidder is. They can talk privately to see if they are interested in performing any improvements to the private street. If they are willing, any improvements will be a private contract between the homeowner and the contractor, and the city will not get involved. The meeting adjourned at 6:00 p.m. �{ 201E St:ee, Revitalization - Project 1262 �i Donnywood Donnywood City Project 1262 Informational Meeting Monday, January 8, 2018 5:30 p.m. 1St Floor Conference Room NAME CONTACT INFO -61- elp i 2. vt J [- �� o` 14110,11 L 6 706 L, 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. .i Donnywood City Project 1262 Informational Meeting Monday, January 8, 2018 5:30 p.m. 1St Floor Conference Room NAME CONTACT INFO -61- elp i 2. vt J [- �� o` 14110,11 L 6 706 L, 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. Agenda Information Memo January 16, 2018 Eagan City Council Meeting PUBLIC HEARING D. Project 1263, Discovery Road & Columbia Drive Street Improvements Action To Be Considered: Close the public hearing and approve Project 1263 (Discovery Road and Columbia Drive - Street Improvements) as presented, and authorize the preparation of detailed plans and specifications. Facts:  On June 6, 2017, the City Council directed staff to prepare a feasibility report considering the rehabilitation of Discovery Road and Columbia Drive, commercial/industrial streets, in northeast Eagan located north of Yankee Doodle Road and east of Lexington Avenue.  A structural mill and overlay of these streets is programmed for 2018 in the City of Eagan’s 5-Year CIP (2018-2022).  On December 19, 2017, the draft Feasibility Report was presented to the City Council and a public hearing was scheduled for T uesday, January 16, 2018.  An informational neighborhood meeting was held on January 8 for the adjacent property owners to discuss the proposed improvements. Of the 7 properties to be assessed under this improvement, two property representatives representing two properties attended the meeting.  All notices have been published in the legal newspaper and sent to all affected property owners informing them of this public hearing. Attachments (2) PHD-1 Feasibility Report PHD-2 Neighborhood Meeting Minutes 1•0 ft•0 #0 %fte . EAGAN Report for Discovery Road & Columbia Drive Street Revitalization City Project No. 1263 December 12, 2017 Memo To: Honorable Mayor and City Council From: Aaron Nelson, Assistant City Engineer Date: Dec. 12, 2017 Re: Discovery Road & Columbia Drive Street Revitalization City Project No.: 1263 Attached is the feasibility report for the Discovery Road & Columbia Drive Street Revitalization, City Project No. 1263. The report presents and discusses the proposed improvements and includes a cost estimate, preliminary assessment roll and schedule. We would be pleased to meet with the City Council at your convenience to review and discuss the contents of this report. I hereby certify that this report was prepared by me or under my direct supervision and that I am a duly Licensed Professional Engineer under the laws of the State of MinnesAta. Nelson, P.E. Date: 11.3 t7 Reg. No. 45795 Reviewed By: Depa , ent of Public Works Date: Reviewed By: Financ epartment/�!� Date: 1� 1134 i7 �1 EAGAN Memo To: Honorable Mayor and City Council From: Aaron Nelson, Assistant City Engineer Date: Dec. 12, 2017 Re: Discovery Road & Columbia Drive Street Revitalization City Project No.: 1263 Attached is the feasibility report for the Discovery Road & Columbia Drive Street Revitalization, City Project No. 1263. The report presents and discusses the proposed improvements and includes a cost estimate, preliminary assessment roll and schedule. We would be pleased to meet with the City Council at your convenience to review and discuss the contents of this report. I hereby certify that this report was prepared by me or under my direct supervision and that I am a duly Licensed Professional Engineer under the laws of the State of MinnesAta. Nelson, P.E. Date: 11.3 t7 Reg. No. 45795 Reviewed By: Depa , ent of Public Works Date: Reviewed By: Financ epartment/�!� Date: 1� 1134 i7 TABLE OF CONTENTS ExecutiveSummary.............................................................................................1 Introduction/History..............................................................................................2 Scope....................................................................................................................3 AreaTo Be Included............................................................................................3 Street Pavement Evaluation................................................................................3 ProposedImprovements.....................................................................................4 Easements/Permits..............................................................................................6 Feasibility/Recommendations............................................................................6 CostEstimate.......................................................................................................6 Assessments........................................................................................................6 Assessment Financing Options.........................................................................8 RevenueSource...................................................................................................8 ProjectSchedule..................................................................................................9 LIST OF APPENDICES Appendix A Preliminary Cost Estimate Appendix B Preliminary Assessment Roll Appendix C Figures - 1 Location Map - 2 Street Improvement/Assessment Area Map - 3 Typical Section — Mill & Overlay Executive Summary Background Project Name Discover Road & Columbia Drive Project # 1263 Street Area 7,337 Sq. Yds. Street Length 1,644 Feet Streets Included Columbia Dr Discovery Rd Constructed 1998, 1999 Reconstructed - Crack Sealed - Seat Coated 2005, 2011 Absolute Location S Y2 of Section 11 Township 27, Range 23 Relative Location North of Yankee Doodle Rd. East of Lexington Ave. Project Details • Overlay (edge mill & 1-1/2" overlay) PCI Rating 50 • Replacement of damaged curb & Recommended Resurfacing/ gutter Improvement Overlay • Adjustment/Replacement of: Curb Removal 12% Scope o Sanitary/Storm sewer o Utility castings i o Watergate valves 8 C/l Lots 4 BP, 4 LI o Street signage ( ) • Utility Improvements Cost Estimate/ Revenue Discovery Road & Columbia Drive 1 Property City Mill & Overlay w/ Signage $ 86,600 $ 85,426 $ 1,174 Concrete Curb & Gutter Repairs $ 29,600 - $ 29,600 Concrete Driveway Repairs $ 26,600 $ 26,600 - Utility Improvements $ 6,100 - $ 6,100 Total $ 148,900 i $ 112,026 $ 36,874 Discovery Road & Columbia Drive 1 December 12, 2017 Street Revitalization Discoverer Road & Columbia Drive Eagan, Minnesota Introduction/ History Pavement Management - As a part of Eagan's Pavement Management Program (PMP), the City evaluates streets within the community throughout their life cycle and implements appropriate maintenance strategies. In 1989, a Pavement Management System (PMS) was developed that allowed the City to evaluate the condition of the existing pavement surface for all the streets on a routine basis and schedule timely maintenance. A Five Year Capital Improvement Program (CIP) for street rehabilitation is developed from this information. The 1,644 feet of Commercial/Industrial streets along Discovery Road & Columbia Drive in North-Eastern Eagan have been identified for 2018 street revitalization improvements. Figure 1, located in Appendix C, illustrates the project location. The streets were originally constructed in 1998 and 1999. Based on the data and engineering strategies available at this time, the City's current PMP incorporates local and ongoing maintenance strategies with seal coating occurring as needed (approximately 3 years after paving) and a bituminous overlay at approximately 20+ years. Overlaying the roads located within the project area, which are currently in the 19-20 year time frame, will prevent further decay of the pavement surface, thus protecting and extending the structural life of the street. Timely maintenance work, such as bituminous patching, crack sealing and seal coating have occurred at appropriate intervals during the life of the pavement in the area. The City of Eagan's maintenance records indicate that the streets were seal coated in 2005 and 2011. The Public Works maintenance program typically includes extensive patching and crack sealing during the summer prior to the overlay. The Public Works crews, as part of the Preparatory Pavement Management Plan, removed and replaced deteriorated pavement areas and placed leveling and maintenance overlays on portions of the streets under consideration, where necessary. These repairs alone will not substantially extend the life expectancy of the street section if not combined with the bituminous overlay proposed with this project. Infrastructure Review - The Public Works Department has also inspected the utility infrastructure (sanitary sewer, water main, and storm sewer pipes and other structures) Discovery Road & Columbia Drive 2 in the project area and determined the underground systems are generally in good working order and that no major repairs are necessary. To provide a comprehensive review of the project area, the condition and coverage of other infrastructure items maintained by the City and other public agencies within the public right-of-way and easements such as street lights, utility boxes, and above ground storm water ponds/access, and pedestrian features were evaluated. The rehabilitation of City -maintained items is included in this project, if needed. Scope This project will provide an overlay (edge mill & 1-1/2" overlay) for approximately 1,242' of Discovery Road and 402' of Columbia Drive. Figure 2 in Appendix C, illustrates the project limits. Included in this project are the following improvements; replacement of damaged curb and gutter, adjustments and/or replacement to sanitary/storm sewer utility castings, water gate valves, replacement of street signage, and utility improvements. Area to Be Included Properties included in the project lie within the S Y2 of Section 11, north of Yankee Doodle Road, east of Lexington Ave., in Township 27, Range 23 in the City of Eagan, Dakota County, Minnesota. Street Pavement Evaluation The City of Eagan's Pavement Management System allows the City to evaluate the condition of the existing street surface to help schedule timely maintenance and improvements. The Pavement Condition Index (PCI) ranks the surface condition for each street. The general categories that define PCI rankings are as follows: PCI Recommended Improvement 56-100 Routine Maintenance/Crack Seal/Seal Coat 36 - 55 Patch/Repair and/or Overlay 10-35 Reconstruct/ Reclaim The 2017 PCI rankings for the street segments have a weighted average pavement condition rating of 50, which falls in the "Patch/Repair and/or Overlay" category, as mentioned above. The streets pavement has reached an age where, based on the City's past experience, the integrity of the pavement can rapidly decline if no improvements are performed. Therefore, the 2018 construction season is the optimal time to construct the bituminous overlay on this street. Any delay of the project may reduce the structural benefit to the street sections and require more substantial rehabilitation. Discovery Road & Columbia Drive 3 Proposed Improvements Pavement - The proposed street improvements shown in Figure 3. The existing street section for this roadway consists of 5-1/2" bituminous pavement supported by 9" gravel base. The existing bituminous surface on Discovery Road and Columbia Drive will be milled adjacent to the existing curb and gutter (6'-8' wide) to', accommodate a 1'/ -inch bituminous overlay. A portion of Discover Road, near Yankee Doodle Road, will be - milled across its entire width to accommodate a 1Y2 -inch bituminous overlay. The overlay, combined with the existing street section, will provide a street section consistent with current City standards for commercial/industrial streets. The combination of patching and overlay will not eliminate cracking due to the temperature extremes experienced in Minnesota. Bituminous overlays will show some continued frost movements and reflective cracking consistent with the underlying pavement. Routine maintenance will stili need to continue under the City's Pavement Management Program. Concrete curb & gutter - Damaged curb & gutter will be replaced if severely cracked, spalled, or settled. It is estimated that approximately 12% of the existing concrete curb and gutter will have to be replaced. Boulevard turf will be removed and replaced with seed. While the contractor who performs the work is responsible for its establishment (45 days for seed), adjacent property owners are encouraged to consistently water the new turf, where possible, to help ensure its growth. Utility Adjustment/Replacement — Sanitary/storm sewer manholes, catch basins, and gate valves will be adjusted, repaired, or replaced based on the condition of castings and supporting structures. Such repairs to the storm sewer, sanitary sewer, and water main infrastructures ensure quick and easy access by the City for maintenance and other purposes. There are several manhole structures that require frame and ring casting adjustments and doghouse/invert repairs due to deterioration. These repairs will be financed through the Combined Utility Fund. Discovery Road & Columbia Drive 4 Signage - Traffic and street identification signage within the project limits have reached the end of their useful life expectancy and are in need of replacement. Signs have been reviewed for compliance with the Minnesota Manual on Uniform Traffic Control Devices (MnMUTCD). Those that are required by the MnMUTCD will be replaced to improve safety and night time visibility, and those that are not will be permanently removed. Street Lights — The street lights in the project area (maintained by Dakota Electric Association) are in good condition and provide adequate coverage. No modifications to the existing street lights are proposed. Complete Streets — "Complete Streets" is a transportation and design approach that plans, designs, operates, and maintains streets in a means to enable safe, convenient and comfortable travel and access for users of all ages and abilities regardless of their mode of transportation. Complete Streets allow for safe travel by those walking, bicycling, driving automobiles, riding public transportation, or delivering goods. In 2010, the State of Minnesota adopted a Complete Streets policy, which encourages, but does not require local governments to adopt this policy. The MN Department of Transportation has published a Complete Streets Guidelines for Local Agencies Resource Guide (Feb. 2013). The streets in this area were reviewed to determine if additional Complete Streets opportunities are available and/or feasible. The streets are 36 feet wide, have limited access points, and a trail is available along Yankee Doodle Road and to connect pedestrians to the City and regional trail system. Pedestrian curb ramps in the project area at the intersecting sidewalks will be replaced if necessary to meet current ADA design standards. Given the existing and proposed elements available for all users, the streets in this neighborhood meet the intent of the complete streets guidelines. Discovery Road & Columbia Drive 5 Easement/Permits All work will be in the public right-of-way. No additional easements are anticipated. A right-of-way permit from Dakota County will be required for work within the Yankee Doodle Road right-of-way. Feasibility and Recommendations The mill and overlay project is necessary to maintain and enhance the structural integrity of the pavement section, create a safer driving surface, and increase rideability. It is cost effective in that the proposed improvement (resurfacing/overlay) is considerably less expensive than complete reconstruction of this street. The mill and overlay is feasible in that this type of improvement has been used successfully to extend the life expectancy of numerous other streets throughout the City and the region. This project is in accordance with the Five Year Capital Improvement Plan (2018 — 2022) for the City of Eagan and the schedule as outlined in the Pavement Management Program. It is recommended that the project be constructed as proposed in this report in combination with other similar projects in the area. Cost Estimate Detailed cost estimates are located in Appendix A. The estimates are based on anticipated 2018 construction costs and include a 5% contingency and indirect cost of 30%, which include legal, administration, engineering, and bond interest. A summary of the costs is as follows: Discovery Road & Columbia Drive • Mill & Overlay............................................................... $ 86,600 • Concrete Curb & Gutter Repairs .................................. $ 29,600 • Concrete Driveway Repairs .......................................... $ 26,600 • Utility Improvements..................................................... 6,100 Total.................................................................. $ 148,900 Assessments Assessments are proposed to be levied against the benefited properties for the total improvement with costs allocated in accordance with the City of Eagan's Special Assessment Policy for a mill and overlay improvement for residential streets. All assessments will be revised based on final costs. A preliminary assessment roll is included in Appendix B. Discovery Road & Columbia Drive 6 City Special Assessment Policy Mill & Overlay — Commercial/ Industrial Repair Existing Concrete Curb & Gutter Concrete Driveway Repairs Utility Improvements Assessment Ratio Property City 100% - - 100% 100% - - 100% Commercial/Industrial Parcels — All commercial/industrial properties (8 total) as shown on Figure 2, adjacent to, or having access on to the street to be improved, are proposed to be assessed. The City's Assessment Policy states that 100% of the mill and overlay costs are assessable for commercial roadways, regardless of width. The estimated cost per net acre, based on the City's Assessment Policy, is $1,100/ net acre and is calculated as follows: • Total Front Feet (F.F.) = 3,288 F.F. • Total Net Acreage = 77.66 acres • C/I Streets = 3,288 F.F., 36' f -f width • An early deterioration credit (5% per year) is proposed for Columbia Dr. because the pavement condition has deteriorated prior to the anticipated 20 -year pavement life cycle (1/20=5%). o 804' (402'x2) of Columbia Dr. deteriorated 1 year before its 20 year life expectancy. o The early deterioration adjustment factor for the neighborhood is (804' x 1/20) / 3,288' = 1.2% o 100% - 1.2% = 98.8%. Mill & Overlay — (C/1) o 3,288' C/I Frontage / 3,288' Total Frontage = 100% C/I Frontage o $86,600 (Mill & Overlay Costs) x 100% (Assessment Rate) x 100% (C/I frontage) x 98.8% (Early Deterioration) = $85,561 o $85,561 / 77.66 net acres = $1,101.74, rounded to $1,100 / net acre (C/1) Driveway Entrance Replacement — Several properties have driveway entrances with damaged concrete driveway apron sections that will be repaired. Properties are proposed to be assessed for the total cost of repairs. The estimated cost of driveway repairs is approximately $26,600 or $143/ SY and is calculated as follows: • Total area of concrete driveway apron repair = 186 SY • Total concrete driveway apron cost = $26,600 • Total cost/SY = $143.01, rounded to $143/ SY Discovery Road & Columbia Drive 7 Assessment Financing Options The property owner will have the option at the time of the assessment hearing to pay the full assessment or include the assessment in with their property tax statement. If the assessment is included with the property tax statement, the assessment and interest will be spread over ten years for commercial/industrial properties. In 2017, the interest rate was set at 4.0%. The 2018 rate is not yet available, however, it is expected to be comparable and based on City policy will be determined by the City Council in the spring. The following payment schedule is an example of a commercial/industrial assessment of $1,000 with an estimated 4.0% interest for the assessed amounts, and assumes 14 months interest for the first year: 1 st Year __ 10th Year Per $1,000 assessed: Principal / Year Interest / Year $100 $47 - -- $100 t $4 Bonds may be issued to finance the improvements. Revenue Source A summary of revenue sources is listed below: Cost / Year $147 $104 The Major Street Fund will finance the estimated street related project deficit of $30,774. The Combined Utility Fund will finance the estimated $6,100 utility improvements. Discovery Road & Columbia Drive 8 Project Cost Property Assessment City Contribution Mill and Overlay (Including Signage) $ 86,600 $ 85,426 $ 1,174 Repair Existing Curb & Gutter $ 29,600 - $ 29,600 Concrete Driveway Repairs $ 26,600 $ 26,600 - -Utility Improvements $ 6,100 - $ 6,100 Totals $ 148,900$ 112,026 $36, 874 The Major Street Fund will finance the estimated street related project deficit of $30,774. The Combined Utility Fund will finance the estimated $6,100 utility improvements. Discovery Road & Columbia Drive 8 Proiect Schedule Present Feasibility Report to City Council/ Order Public Hearing........................................................................ Dec. 19, 2017 Informational Meeting......................................................................... Jan. 8, 2018 PublicHearing.................................................................................. Jan. 16, 2018 Approve Plans and Specifications...................................................... Feb. 5, 2018 BidDate........................................................................................... March 8, 2018 AwardContract.............................................................................. March 20, 2018 StartConstruction............................................................................... May 1, 2018 Project Completion............................................................................ August, 2018 Final Cost Report.........................................................................September, 2018 Final Assessment Hearing...................................................................... Fall, 2018 First Payment Due with Property Tax Statement .............................. May 15, 2019 Discovery Road & Columbia Drive 9 Appendix A Preliminary Cost Estimate City Project 1263 - Discovery Rd & Columbia Dr Item No. ItemUnit Unit Unit Price QZY I Estimated Cost Part I - Bituminous Street Overlay Remove Concrete Curb and Gutter LF $ 10.50 480 $ 2021.501 Mobilization LS $ 6,000.00 1 $ 6,000.00 2104.505 Remove Bituminous Pavement SY $ 6.00 10 $ 60.00 2232.501 Mill Bituminous Pavement (1- 1/4" depth, 6' Width) SY $ 1.30 1,455 $ 1,891.50 2232.501 Mill Bituminous Pavement- Full Width (1-1/4" Depth) SY $ 2.00 1100 $ 2,200.00 2357.502 Bituminous Material for Tack Coat GAL $ 2.50 505 $ 1,262.50 2360.501 SP WEA340B Wearing Course Mixture (Overlay) TON $ 55.00 720 $ 39,600.00 2360.501 SP WEA340B Wearing Course Mixture (Patch) TON $ 130.00 5 $ 650.00 2504.602 Adjust Gate Valve Box EA $ 250.00 3 $ 750.00 2504.602 Repair Gate Valve Mid Section EA $ 500.00 1 $ 500.00 2504.602 Repair Gate Valve Top Section w/Cover EA $ 425.00 1 $ 425.00 2506.602 Adjust Frame and Ring Casting (Manhole) EA $ 700.00 8 $ 5,600.00 2506.602 Adjust Manhole Casting - Riser Adjustment EA $ 250.00 1 $ 250.00 2563.601 Traffic Control LS $ 4,000.00 1 $ 4,000.00 SP -1 Signage Remove and Replace LS $ 240.00 1 $ 240.00 Subtotal $63,429.00 5% Contingency Subtotal 30% Indirect Costs Part I - Bituminous Street Overlay $ 3,171.45 $66,600.45 $19,980.14 $86,580.59 Item No. Item Unit Unit Price 4tY Estimated Cost 2104.501 Remove Concrete Curb and Gutter LF $ 10.50 Part ii - Repair Existing Curb & cutter 2104.501 Remove Concrete Curb and Gutter LF $ 10.50 480 $ 5,040.00 2211.501 Aggregate Base, CI.S (100% Crushed) TON $ 25.00 5 $ 125.00 2360.501 SP WEA340B Wearing Course Mixture (Patch) TON $ 130.00 20 $ 2,600.00 2504.602 Irrigation Repair EA $ 150.00 5 $ 750.00 2506.602 Adjust Frame & Ring Casting (CB) HDPE Rings EA $ 500.00 6 $ 3,000.00 2506.602 Repair/ Grout CB or MH Invert/ Doghouses EA $ 500.00 3 $ 1,500.00 2531.501 Concrete Curb and Gutter, B618 LF $ 23.00 480 $ 11,040.00 2572.503 Application of Water for Turf Establishment GAL $ 0.10 4,500 $ 450.00 2573.530 Storm Drain Inlet Protection EA $ 150.00 1 $ 150.00 2575.550 Boulevard Topsoil Borrow - MnDOT 3877-21' CY $ 80.00 10 $ 800.00 2575.609 Seeding (MnDOT 270 w/Type 5 Hydromulch) SY $ 7.50 100 $ 750.00 Subtotal $ 26,205.00 5% Contingency Subtotal 30% Indirect Costs Part II - Repair Existing Curb & Gutter Discovery Road & Columbia Drive 10 $ 1,310.25 $ 27,515.25 $ 8,254.58 $ 35,769.83 Item No. Item I Unit Unit Price Est I Estimated Cost Qty Part 111 - Concrete Entrance Replacement 2104.505 Remove Concrete Driveway/Valley Gutter 2211.501 Aggregate Base, CI.5 (100% Crushed) 2360.501 SP WEA340B Wearing Course Mixture (Patch) 2531.507 Repair 8" Concrete Driveway Pavement - High Early 2575.535 Water for Turf Establishment 2575.550 Boulevard Topsoil Borrow — MnDOT 3877-21' 2575.604 Seeding (MnDOT 270 w/Type 5 Hydromulch) Subtotal $ 5% Contingency Subtotal $ 30% Indirect Costs Part III - Concrete Entrance Replacement Part I - Bituminous Street Overlay Part 11- Repair Existing Curb & Gutter Part 111- Concrete Entrance Replacement Project 1263 Total Cost SY $ 13.00 TON $ 28.00 TON $ 25.00 SY $ 85.00 GAL $ 0.10 TON $ 80.00 SY $ 7.50 Discovery Road & Columbia Drive 11 186 $ 2,418.00 10 $ 280.00 15 $ 375.00 186 $ 15,810.00 1350 $ 135.00 3 $ 240.00 30 $ 225.00 $ 19,483.00 $ 974.15 $ 20,457.15 $ 6,137.15 $ 26,594.30 $ 86,580.59 $ 35,769.83 $ 26,594.30 $ 148,944.71 Appendix B Preliminary Assessment Roll City Project #1263 - Discovery Road and Columbia Drive DISCOVERY ROAD Industrial P.I.N. Gross Net Street Unit I Total Street I Concrete Entrance Concrete Concrete Total Industrial P.I.N. Acreage Acreage Assessment ($1,100/acre) Assessment Unit Cost Entrance Area(SY) Entrance Assessment Assessment ($1,100/acre) ($143/SY) Area (SY) Assessment 3355 Discovery Rd 102251601010 39.33 1 27.12 $ 1,100 $ 29,832 $143 13 $1,859 $ 31,691 1020 Discovery Rd 102251801020 6.59 6.59 $ 1,100 $ 7,249 $ 143 7 $11001 $ 8,250 980 Discovery Rd 102251801010 3.97 3.27 $ 1,100 $ 3,597 $ 143 98$14,014 $0 $ 17,611 Yankee Doodle LLC Subtotal i 49.89 36.98 $ 1,100 $ 40,678 $ 143 118 $16,874 $ 57,552 YANKEE DOODLE RD i 'Street Gross Net Unit Total Street Concrete Entrance ConcreteConcrete Concrete Total Industrial P.I.N. � Acreage ! Acreage Assessment Assessment Unit Cost Entrance Entrance Assessment ($1,100/acre) ($143/SY) Area (SY) Assessment 925 Yankee Doodle Rd 102250304384 5.19 5.19 $ 1,100 $ 5,709 $143 43 $6,151 $ 11,860 945 Yankee Doodle Rd 102250304382 4.15 4.15 $ 1,100 $ 4,565 $ 143 0 $0 $ 4,565 915 Yankee Doodle Rd 102250304132 4.68 4.68 $ 1,100 $ 5,148 $ 143 0 $0 $ 5,148 Yankee Doodle LLC 102250304385 6.91 I 6.91 $ 1,100 $ 7,601 $ 143 0 $0 $ 7,601 Subtotal 20.93 20.93 $ 23,023 , 43 $6,151 $ 29,174 COLUMBIA DRIVE Gross Net Street Unit Total Street Concrete Entrance Concrete Concrete Total Industrial P.I.N. Acreage Acreage Assessment ($1,100/acre) Assessment Unit Cost Entrance Area Entrance Assessment ($143/SY) (SY) Assessment 3355 Columbia Dr 102565001010 26.15 19.75 $ 1,100 $ 21,725 $ 143 25 $3,575 $ 25,300 Subtotal 1 26.15 19.75 $ 21,725 25 $3,575 $ 25,300 Total 96.97 1 77.66 $ 85,426 186 $ 26,600 i $ 112,026 f Commercial/ Industrial 3288 100% Frontage Non -Assessable 0 0% Frontage Total Frontage 3288 100% Discovery Road & Columbia Drive 12 �OF F OKI o 2018 Street Revitalization - Project 1263 Discovery Road & Columbia Drive Date: 12/13/2017 FIG. 1 6-kaF e 0 1 -, 20 8 Street Revitalization - Project 1263 o Discovery Road & Columbia Drive e[rs►+eo -J k N 0 a Germni Road i = �E I I- S _ l; ePle Street �.,. ._.___ J IN _ _�—: . ;U , y : y_.1 s _ _ �r r _.Aklnn Drive I,f N ' Northwood Parkway 4 .- _r- � ! I,I 945 4.6cre 3355 27.12 net acres 355 925 1 do ; 1 aCrBs 5.19 net acres I . y c ^` Iscovery :Road o '8 rn X _ i'I's .I 1020 980 6.59 net at;res 3.27 oet a o � CO. RD. 28 Yankee Doodle Road 17 f `- t We t' it I cott Square,_ o f t VVI �1 ,. . u. ` r :r ✓'(. VVI Trail Trait owns Trail _Court�` ��. .. L. 2018 Street Rehabilitation Assessable Area ► R °' a ► r - ',' •r �9i��,_Sawgrass_Traii% Zoning Commercial Industrial Monarch.Traif I ow ? i ld F2°se Court - -- R - i - Date: 12/15/2017 EDGE MILL_ (6' wide) Typ. REPLACE EX. CURB & GUTTER AS DIRECTED VARIABLE MILL DEPTH FROM 1.25" -- 0" Existing Typical Section Discovery Road & Columbia Drive 66' ROW 36' TYPICAL F - F 1.5 " BITUMINOUS OVERLAY BITUMINOUS TACK COAT 1.5" EXIST. BITUMINOUS WEAR COURSE 2" EXIST. BITUMINOUS BINDER 2" EXIST. BITUMINOUS BASE 9" EXIST. CL. 5 AGGREGATE BASE EXIST. PROOFROLLED SUBGRADE i18 & GUTTER Proposed Typical Section Discovery Road & Columbia Drive 112920' 7 Discovery Road & Columbia Drive E AG A N Street Revitalization - Project 1263 Fig. 3 Typical Sections Discovery Road & Columbia Drive Neighborhood Street Revitalization City Project No. 1263 Informational Meeting — 3:30 P.M. Monday, Jan. 8, 2018 Conference Rooms 1A&B Attendance The meetings for projects 1263 (Discovery Rd. & Columbia Dr.) and 1265 (Blue Gentian Rd & Blue Water Rd.) were held concurrently Aaron Nelson, Assistant City Engineer, and 2 representatives of the Skyline Displays building on project 1263, and 1 representative of the Spectrum building on 1265 were in attendance (see attached sign -in sheet). One representative of the Faithful Shepherd Catholic School on 1263 previously called with general project related questions (included below). Presentation of Proiect Details Nelson welcomed the commercial property representatives and presented project information, including details such as construction, costs, schedule and assessments. Questions/ Comments STREET CONDITION 1. Why are the improvements being performed now? The streets appear to be in relatively good condition. The condition of the streets are currently at the point that if improvements are not made at this time, the asphalt will deteriorate at a much quicker rate and will likely require more substantial and expensive improvements in the near future. CONSTRUCTION/PHASING 2. Will the road be open during construction? Will access be maintained to driveways? All roads will be open to traffic during construction. We do not anticipate any road closures during the work, however, some phases will require short term lane closures and the contractor will use traffic control devices or flagmen to help direct traffic. Access to driveways should be maintained throughout construction. If commercial driveway aprons are being repaired/replaced, the work will be done on one half of the apron at a time to allow for access at all times. 3. How long will the construction last? The contractor will have flexibility to determine how they phase each of the 9 project areas that are included in the contract. Construction is anticipated to begin as soon as early May (weather dependent), and needs to be complete by late June or early July. Construction on this area will not begin until after school is ouf for the summer at Faithful Shephard Catholic School (approximately June 7). Construction will likely last 3 to 4 weeks. The City will mail more detailed construction specific information as construction nears. ASSESSMENTS 4. How are assessments calculated? With commercial/industrial properties, 100% of the cost of all work performed between the curbs is assessed to the benefitting properties. Any work in the curbs and boulevard, and the utility improvements, is paid 100% by the city. 100% of any concrete entrance repairs are assessed to that property owner. 5. How long of a term can assessments be paid? Property owners have the option to pay any or all of their assessment within 30 days fo the assessment hearing interest free. Any remaining balance will automatically be rolled into the property taxes for a 10 year term. The 2018 interest rate has not yet been set. The 2017 rate was 4%, and it is likely the 2018 rate will be slightly higher. UTILITIES 6. Is there any water main or sanitary sewer improvements proposed? Both the water main and sanitary sewer pipes have been reviewed and found to be in order, and no improvements are proposed. However, minor repairs and adjustments will be performed to the manholes as needed. The meeting adjourned at 4:30 p.m. 2018 Street Revitalization - Progect 1263 Dlscoveffy Road & Cai imi.Aa Drive Discovery Road & Columbia Drive City Project 1263 Informational Meeting Monday, January 8, 2018 3:30 p.m. 1St Floor Conference Room NAME CONTACT INFO A: Lo 2. Al AeWlke- y\j ;e 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. Agenda Information Memo January 16, 2018 Eagan City Council Meeting PUBLIC HEARING E. Project 1264, Wescott Woodlands Street Improvements Action To Be Considered: Close the public hearing and approve Project 1264 (Wescott Woodlands - Street Improvements) as presented, and authorize the preparation of detailed plans and specifications. Facts:  On June 6, 2017, the City Council directed staff to prepare a feasibility report considering the rehabilitation of Wescott Woodlands, a residential collector street in eastern Eagan located south of Yankee Doodle Road and east of Lexington Avenue.  A structural mill and overlay of this street is programmed for 2018 in the City of Eagan’s 5-Year CIP (2018-2022).  On December 19, 2017, the draft Feasibility Report was presented to the City Council and a public hearing was scheduled for T uesday, January 16, 2018.  An informational neighborhood meeting was held on January 8 for the adjacent property owners to discuss the proposed improvements. Of the 12 properties to be assessed under this improvement, no residents attended the meeting.  All notices have been published in the legal newspaper and sent to all affected property owners informing them of this public hearing. Attachments (1) PHE-1 Feasibility Report +r • rEAGAN Report for Wescott Woodlands Street Revitalization City Project No. 1264 December 13, 2017 'a, - 4'F • • • I I I • I • I •�•• ••terEAGAN Memo To: Honorable Mayor and City Council From: Aaron Nelson, Assistant City Engineer Date: December 13, 2017 Re: Wescott Woodlands Street Revitalization City Project No.: 1264 Attached is the feasibility report for the Wescott Woodlands, City Project No. 1264. The report presents and discusses the proposed improvements and includes a cost estimate, preliminary assessment roll and schedule. We would be pleased to meet with the City Council at your convenience to review and discuss the contents of this report. Reviewed By: De " rtment of Public Works Reviewed By: Finan661 epartment I hereby certify that this report was prepared by me or under my direct supervision and that I am a duly Licensed Professional Engineer under the laws of the State of Minnesota. Aaron Nelson, P.E. Date: L- 7,2J 0 Reg. No. 45795 Date: Dater TABLE OF CONTENTS ExecutiveSummary.............................................................................................1 Introduction/History..............................................................................................2 Scope....................................................................................................................3 AreaTo Be Included............................................................................................3 Street Pavement Evaluation................................................................................3 Proposed Improvements.....................................................................................4 Easements/Permits..............................................................................................6 Feasibility/Recommendations............................................................................6 CostEstimate.......................................................................................................6 Assessments........................................................................................................6 Assessment Financing Options.........................................................................8 RevenueSource...................................................................................................9 ProjectSchedule..................................................................................................9 LIST OF APPENDICES Appendix A Preliminary Cost Estimate Appendix B Preliminary Assessment Roll Appendix C Figures - 1 Location Map - 2 Street Improvement/Assessment Area Map - 3 Typical Section — Mill & Overlay Executive Summary Background Project Name Wescott Woodlands Project # 1264 Street Area 6,328 Sq. Yds. Street Length 1,926 Feet Streets Included I Wescott Woodlands Constructed 1974 Reconstructed j 1998 Crack Sealed - Seal Coated 2003, 2011 Absolute Location N Y of Section 14 Township 27, Range 23 Relative Location South of Yankee Doodle Rd East of Lexington Ave Project Details • Roadway resurfacing (edge mill & PCI Rating 41 1-1/2" overlay) $ 19,221 I $ 53,979 I Recommended I Overlay • Replacement of damaged curb & gutter Improvement Utility improvements $ 10,300 - Scope • Adjustment/Replacement of: Curb Removal 15% I $ 103,079 o Sanitary/Storm sewer o Utility castings Residential Lots r 10 o Water gate valves Public Facility 1 o Street signage C/I Lots 1 • Utility Improvements Cost Estimate/ Revenue Wescott Woodlands 1 Property I City Mill & Overlay w/ Signage $ 73,200 $ 19,221 I $ 53,979 I Repair Existing Concrete Curb & $ 38,800 - $ 38,800 Cutter i Utility improvements $ 10,300 - $ 10,300 Total $ 122,300 " $ 19,221 I $ 103,079 Wescott Woodlands 1 December 13, 2017 Neighborhood Street Revitalization Wescott Woodlands Eagan, Minnesota Introduction/ History Pavement Management - As a part of Eagan's Pavement Management Program (PMP), the City evaluates streets within the community throughout their life cycle and implements appropriate maintenance strategies. In 1989, a Pavement Management System (PMS) was developed that allowed the City to evaluate the condition of the existing pavement surface for all the streets on a routine basis and schedule timely maintenance. A Five Year Capital Improvement Program (CIP) for street rehabilitation is developed from this information. The 1,926 feet of residential streets in the Wescott Woodlands neighborhood in North- Eastern Eagan has been identified for 2018 street revitalization improvements. Figure 1, located in Appendix C, illustrates the project location. The streets were originally constructed in 1974. Based on the data and engineering strategies available at this time, the City's current PMP incorporates local and ongoing maintenance strategies with seal coating occurring as needed (approximately 3 years after paving) and a bituminous overlay at approximately 20+ years. Overlaying the roads located within the project area, which are currently in the 20 year time frame, will prevent further decay of the pavement surface, thus protecting and extending the structural life of the street. Timely maintenance work, such as bituminous patching, crack sealing and seal coating have occurred at appropriate intervals during the life of the pavement in the area. The City of Eagan's maintenance records indicate that the streets were seal coated in 2003 and 2011. The Public Works maintenance program typically includes extensive patching and crack sealing during the summer prior to the overlay. The Public Works crews, as part of the Preparatory Pavement Management Plan, removed and replaced deteriorated pavement areas and placed leveling and maintenance overlays on portions of the streets under consideration, where necessary. These repairs alone will not substantially extend the life expectancy of the street section if not combined with the bituminous overlay proposed with this project. Infrastructure Review - The Public Works Department has also inspected the utility infrastructure (sanitary sewer, water main, and storm sewer pipes and other structures) Wescott Woodlands 2 in the project area and determined the underground systems are generally in good working order and that no major repairs are necessary. To provide a comprehensive review of the project area, the condition and coverage of other infrastructure items maintained by the City and other public agencies within the public right-of-way and easements such as street lights, utility boxes, and above ground storm water ponds/access, and pedestrian features were evaluated. The rehabilitation of City -maintained items is included in this project, if needed. Scope This project will provide resurfacing (edge mill and overlay) for approximately 1,926' of roadway. Figure 2 in Appendix C, illustrates the project limits. Included in this project are the following improvements; replacement of damaged curb and gutter, adjustments and/or replacement to sanitary/storm sewer utility castings, water gate valves, replacement of street signage, and utility improvements. Area to Be Included Properties included in the project lie within the N Y 2 of Section 14, lying South of Yankee Doodle Road, East of Lexington Avenue, in Township 27, Range 23, in the City of Eagan, Dakota County, Minnesota. Street Pavement Evaluation The City of Eagan's Pavement Management System allows the City to evaluate the condition of the existing street surface to help schedule timely maintenance and improvements. The Pavement Condition Index (PCI) ranks the surface condition for each street. The general categories that define PCI rankings are as follows: PCI Recommended Improvement 56-100 Routine Maintenance/Crack Seal/Seal Coat 36-55 Patch/Repair and/or Overlay 0-35 Reconstruct/ Reclaim The 2017 PCI rankings for the street segments have a weighted average pavement condition rating of 41, which falls in the low end of the "Patch/Repair and/or Overlay" category, as mentioned above. Therefore, the 2018 construction season is the optimal time to construct the bituminous overlay on this street. Any delay of the project may reduce the structural benefit to the street sections and require more substantial rehabilitation. Wescott Woodlands 3 Proposed Improvements Pavement - The proposed street improvements shown in Figure 3. The existing street section for this roadway consists of 3" bituminous pavement supported by 6" gravel base. The existing bituminous surface will be milled adjacent to the existing curb and gutter (6'-8' wide) to accommodate a 1 %-inch bituminous overlay. The overlay, , combined with the existing street 4 section, will provide a street section consistent with current City standards for residential streets. The combination of patching and overlay will not eliminate cracking due to the temperature extremes experienced in Minnesota. Bituminous overlays will show some continued frost movements and reflective cracking consistent with the underlying pavement. Routine maintenance will still need to continue under the City's Pavement Management Program. Concrete curb & gutter - Damaged curb & gutter will be replaced if severely cracked, spalied, or settled. It is estimated that approximately 15% of the existing concrete curb and gutter will have to be replaced. Boulevard turf will be removed and with replaced p t seed. While the contractor who performs the work is responsible for its establishment (45 days for seed), adjacent property owners are encouraged to consistently water the new turf, where possible, to help ensure its growth. Utility Adjustment/Replacement — Sanitary/storm sewer manholes, catch basins, and gate valves will be adjusted, repaired, or replaced based on the condition of castings and supporting structures. Such repairs to the storm sewer, sanitary sewer, and water main infrastructures ensure quick and easy access by the City for maintenance and other purposes. There are several frame & ring casting adjustments and doghouse/invert repairs necessary due to deterioration. These repairs will be financed through the Combined Utility Fund. Wescott Woodlands 4 t 71 Signage - Traffic and street identification signage within the project limits have reached the end of their useful life expectancy and are in need of replacement. Signs have been reviewed for compliance with the Minnesota Manual on Uniform Traffic Control Devices (MnMUTCD). Those that are required by the MnMUTCD will be replaced to improve safety and night time visibility, and those that are not will be permanently removed. Street Lights — The street lights in the project area (maintained by Dakota Electric Association) are in good condition and provide adequate coverage. No modifications to the existing street lights are proposed. Complete Streets — "Complete Streets" is a transportation and design approach that plans, designs, operates, and maintains streets in a means to enable safe, convenient and comfortable travel and access for users of all ages and abilities regardless of their mode of transportation. Complete Streets allow for safe travel by those walking, bicycling, driving automobiles, riding public transportation, or delivering goods. In 2010, the State of Minnesota adopted a Complete Streets policy, which encourages, but does not require local governments to adopt this policy. The MN Department of Transportation has published a Complete Streets Guidelines for Local Agencies Resource Guide (Feb. 2013). Wescott Woodlands was reviewed to determine if additional Complete Streets opportunities are available and/or feasible. The street is relatively narrow at 32 feet wide, has limited access points, and a trail is available along the west side of the road to connect pedestrians to the City and regional trail system. Pedestrian curb ramps in the project area at the intersecting sidewalks will be replaced if necessary to meet current ADA design standards. Given the existing and proposed elements available for all users, the streets in this neighborhood meet the intent of the complete streets guidelines. Wescott Woodlands 5 Easement/Permits All work will be in the public right-of-way. A right-of-way permit from Dakota County will be necessary to perform work within the Yankee Doodle Road right-of-way. Feasibility and Recommendations The mill and overlay project is necessary to maintain and enhance the structural integrity of the pavement section, create a safer driving surface, and increase rideability. It is cost effective in that the proposed improvement (resurfacing) is considerably less expensive than complete reconstruction of this street. The mill and overlay is feasible in that this type of improvement has been used successfully to extend the life expectancy of numerous other streets throughout the City and the region. This project is in accordance with the Five Year Capital Improvement Plan (2018 — 2022) for the City of Eagan and the schedule as outlined in the Pavement Management Program. It is recommended that the project be constructed as proposed in this report in combination with other similar projects in the area. Cost Estimate Detailed cost estimates are located in Appendix A. The estimates are based on anticipated 2016 construction costs and include a 5% contingency and indirect cost of 30%, which include legal, administration, engineering, and bond interest. A summary of the costs is as follows: Wescott Woodlands • Mill & Overlay............................................................... $ 73,200 • Repair Existing Concrete Curb & Gutter ....................... $ 38,800 • Utility Improvements..................................................... 10,300 Total.................................................................. $ 122,300 Assessments Assessments are proposed to be levied against the benefited properties for the total improvement with costs allocated in accordance with the City of Eagan's Special Assessment Policy for a mill and overlay improvement for residential streets. All assessments will be revised based on final costs. A preliminary assessment roll is included in Appendix B. Wescott Woodlands 6 City Special Assessment Policy Assessment Ratio Property City Mill & Overlay - Low -Density Residential (R-1,2,3) 50% 50% Mill & Overlay — Public Facility 75% 25% Mill & Overlay — Commercial/ Industrial 100% - Repair Existing Concrete Curb & Gutter - 100% Utility Improvements - 100% Residential Lots —All residential lots (10 single family homes) as shown on Figure 2, having driveway or direct access on to the street to be improved are proposed to be assessed. The City's Assessment Policy states that 50% of the mill and overlay costs are assessable for local residential streets, based on a standard 32 -foot width. The estimated cost per residential unit, based on the City's Assessment Policy, is $860 / lot and is calculated as follows: • Total Front Feet (F.F.) = 3,852 F.F. • Residential Street Frontage = 903 F.F., 32' f -f width Mill & Overlay - Residential Properties o 903' Residential Frontage/ 3,852' Total Frontage= 23.4% o $73,200 (Mill & Overlay Costs) x 50% x 23.4% (assessable frontage) _ $8,564.40 (Total R-1 Assessment) o $8,564.40/ 10 lots= $856.44, rounded to $860 /single-family lot Public Facility (P.F.) Parcels - All public facility parcels (1 parcel owned by Dakota Electric) as shown on Figure 2, with direct access to the street to be improved, are proposed to be assessed. The City's Assessment Policy states that 75% of the mill and overlay costs are assessable for local residential streets. The estimated cost per front - foot, based on the City's Assessment Policy, is $14.25 / R-4 F.F. and is calculated as follows: • Total Front Feet (F.F.) = 3,852 F.F. • P.F. Street Frontage = 192 F.F., 32' f -f width Mill & Overlay — Public Facility Properties o $73,200 (Mill & Overlay Costs) / 3,852' Total Frontage = $19.00 o $19.00 x 75% (assessment rate)_ $14.261 Public Facility F.F. Commercial/ Industrial (C/1) Parcels - All commercial/ industrial parcels (1 parcel) as shown on Figure 2, adjacent to a street to be improved, are proposed to be assessed. The City's Assessment Policy states that 100% of the mill and overlay costs are assessable for local residential streets. The estimated cost per front -foot, based on the City's Assessment Policy, is $19.00 / C/I F.F. and is calculated as follows: • Total Front Feet (F.F.) = 3,852 F.F. Wescott Woodlands 7 • P.F. Street Frontage = 415 F.F., 32' f -f width Mill & Overlay — Commercial/Industrial Properties o $73,200 (Mill & Overlay Costs) / 3,852' Total Frontage= $19.00 o $19-00x 100% (assessment rate) = $19.001 C/I F.F. Assessment Financing Ot)tions The property owner will have the option at the time of the assessment hearing to pay the full assessment or include the assessment in with their property tax statement. If the assessment is included with the property tax statement, the assessment and interest will be spread over 5 years for Residential and Public Facility properties, and 10 years for Commercial/ Industrial properties. In 2017, the interest rate was set at 4.0%. The 2018 rate is not yet available, however, it is expected to be comparable and based on City policy will be determined by the City Council in the spring. The following payment schedule is examples of the estimated assessment from each property type with an estimated 4.0% interest for the assessed amounts, and assumes 14 months interest for the first year: Bonds may be issued to finance the improvements. Wescott Woodlands 8 $860 (Residential, 5 year term) Principal ! Year Interest ! Year Cost / Year 1 St Year j $172 1 $40 j $212 5t" Year $172 $7 j $179 $2,736 (Public Facility, 5 year term) Principal ! Year Interest ! Year Cost ! Year 1st Year r $547 - - -- - j $128 $675 '( 5t" Year ! $547 ! $22 $569-- $7,885 (Commercial/ Industrial, 10 year term) [Principal / Year Interest ! Year i Cost ! Year 1 St Year $788 _- $368 $1,156 E 10t" Year $788 -- - $32 $820 Bonds may be issued to finance the improvements. Wescott Woodlands 8 Revenue Source A summary of revenuP snurnPs is li-trod hainw- The Major Street Fund will finance the estimated street related project deficit of $92,779. The Combined Utility Fund will finance the estimated $10,300 utility improvements. Proiect Schedule Present Feasibility Report to City Council/ Order Public Hearing........................................................................ Dec. 19, 2017 Informational Meeting......................................................................... Jan. 8, 2018 PublicHearing.................................................................................. Jan. 16, 2018 Approve Plans and Specifications...................................................... Feb. 5, 2018 BidDate........................................................................................... March 8, 2018 AwardContract.............................................................................. March 20, 2018 StartConstruction............................................................................... May 1, 2018 ProjectCompletion............................................................................August, 2018 Final Cost Report .........................................................................September, 2018 Final Assessment Hearing...................................................................... Fall, 2018 First Payment Due with Property Tax Statement .............................. May 15, 2019 Wescott Woodlands 9 Project Cost Property Assessment I City Contribution Siillna eand Overlay (Including $ 73,200 $ 19,221 $ 53,979 Repair Existing Curb & Gutter $ 38,800 - $ 38,800 Utility Improvements " $ 10,300 - $ 10,300 Totals $ 122,300 $ 19,221 $ 103,079 The Major Street Fund will finance the estimated street related project deficit of $92,779. The Combined Utility Fund will finance the estimated $10,300 utility improvements. Proiect Schedule Present Feasibility Report to City Council/ Order Public Hearing........................................................................ Dec. 19, 2017 Informational Meeting......................................................................... Jan. 8, 2018 PublicHearing.................................................................................. Jan. 16, 2018 Approve Plans and Specifications...................................................... Feb. 5, 2018 BidDate........................................................................................... March 8, 2018 AwardContract.............................................................................. March 20, 2018 StartConstruction............................................................................... May 1, 2018 ProjectCompletion............................................................................August, 2018 Final Cost Report .........................................................................September, 2018 Final Assessment Hearing...................................................................... Fall, 2018 First Payment Due with Property Tax Statement .............................. May 15, 2019 Wescott Woodlands 9 Appendix A Preliminary Cost Estimate City Project 1264 Wescott Woodlands Item No. Item + Unit Unit Price I Est Qty Estimated Cost I i Part i - Bituminous Street Overlay 2104.501 Remove Concrete Curb and Gutter 2104.505 Remove Concrete Driveway /Valley Gutter 2105.501 Common Excavation 2021.501 Mobilization LS $ 6,000.00 1 $ 6,000.00 2104.505 Remove Bituminous Pavement SY $ 6.00 10 $ 60.00 2232.501 Mill Bituminous Pavement (1- 1/4" depth, 6' Width) SY $ 1.30 2,610 $ 3,393.00 2357.502 Bituminous Material for Tack Coat GAL $ 2.50 410 $ 1,025.00 2360.501 SP WEA340B Wearing Course Mixture (Overlay) TON $ 55.00 580 $ 31,900.00 2360.501 SP WEA340B Wearing Course Mixture (Patch) TON $ 130.00 5 $ 650.00 2504.602 Adjust Gate Valve Box EA $ 250.00 5 $ 1,250.00 2504.602 Repair Gate Valve Mid Section EA $ 500.00 1 $ 500.00 2504.602 Repair Gate Valve Top Section w/Cover EA $ 425.00 2 $ 850.00 2506.602 Adjust Frame and Ring Casting (Manhole) EA $ 700.00 5 $ 3,500.00 2563.601 Traffic Control LS $ 4,000.00 1 $ 4,000.00 SP -1 Signage Remove and Replace LS $ 500.00 1 $ 500.00 Subtotal $ 35,949.00 $ 53,628.00 5% Contingency $ 2,681.40 Subtotal $ 56,309.40 30% Indirect Costs $ 16,892.82 Part I - Bituminous Street Overlay Item No. I Item Part 11- Repair Existing Curb & Gutter 2104.501 Remove Concrete Curb and Gutter 2104.505 Remove Concrete Driveway /Valley Gutter 2105.501 Common Excavation 2211.501 Aggregate Base, Cl. 5 (100% Crushed) 2360.501 SP WEA340B Wearing Course Mixture (Patch) 2504.602 Irrigation Repair 2506.602 Adjust Frame & Ring Casting (CB) HDPE Rings 2506.602 Repair/ Grout CB or MH Invert/ Doghouses 2506.602 Install 2 x 3 CB Erosion Barrier Shroud 2531.501 Concrete Curb and Gutter, B618 2531.507 Concrete Valley Gutter - High Early 2540.602 Repair Underground Electric Fence 2540.602 Repair Landscaping 2572.503 Application of Water for Turf Establishment 2573.530 Storm Drain Inlet Protection 2575.550 Boulevard Topsoil Borrow -MnDOT3877-2F 2575.609 Seeding (MnDOT 270 w/Type 5 Hydromulch) Subtotal 5% Contingency Subtotal 30% Indirect Costs Part It - Repair Existing Curb & Gutter $ 73,202.22 Unit I Unit Price I Est Qty I Estimated Cost LF $ 10.50 560 $ 5,880.00 SY $ 13.00 13 $ 169.00 CY $ 30.00 10 $ 300.00 TON $ 25.00 5 $ 125.00 TON $ 130.00 30 $ 3,900.00 EA $ 150.00 5 $ 750.00 EA $ 500.00 10 $ 5,000.00 EA $ 500.00 5 $ 2,500.00 EA $ 150.00 2 $ 300.00 LF $ 23.00 560 $ 12,880.00 SY $ 65.00 13 $ 845.00 EA $ 60.00 5 $ 300.00 EA $ 200.00 2 $ 400.00 GAL $ 0.10 5,625 $ 562.50 EA $ 150.00 2 $ 300.00 CY $ 80.00 10 $ 800.00 SY $ 7.50 125 $ 937.50 $ 35,949.00 Wescott Woodlands 10 $ 1,797.45 $ 37,746.45 $ 11,323.94 $ 49,070.39 Part I - Bituminous Street Overlay Part 11- Repair Existing Curb & Gutter Project 1264 Total Cost Wescott Woodlands 11 $ 73,202.22 $ 49,070.39 $ 122,272.61 Appendix B Preliminary Assessment Roll City Project #1264 Wescott Woodland Yankee Doodle Rd Wescott Woodlands P.F. - Industrial P.I.N. Front Footage Unit Total Assessment Assessment 940 Yankee Doodle Rd 108740001010 192 14.25 $ 2,736 R-1 Residential P.I.N. Lot Equi lent Unit Ass ssment Unit Assessment Total 3450 Wescott Woodlands 107620201010 i $ 860 $ 860 3460 Wescott Woodlands 107620201020 1 $ 860 $ 860 3470 Wescott Woodlands 107620201030 1 $ 860 $ 860 3490 Wescott Woodlands 106480201010 1 $ 860 $ 860 3530 Wescott Woodlands 106480003010 1 $ 860 $ 860 t Subtotal ' 5 5 $ 4,300 Yankee Doodle Rd Chloe Lane P.F. - Industrial P.I.N. Front Footage Unit Total Assessment Assessment 940 Yankee Doodle Rd 108740001010 192 14.25 $ 2,736 Subtotal 192 l R-1 Residential P.I.N. Equi atlent Unit Assessment 10.8% Total 940 Chloe Lane 107620101030 1 $ 860 $ 860 944 Chloe Lane 107620101040 1 $ 860 $ 860 945 Chloe Lane 107620101020 1 $ 860 $ 860 948 Chloe Lane 107620101050 i $ 860 $ 860 949 Chloe Lane 107620101010 1 $ 860 $ 860 Subtotal 5 $ 4,300 Yankee Doodle Rd C/I - Industrial P.F. - Industrial P.I.N. Front Footage Unit Total Assessment Assessment 940 Yankee Doodle Rd 108740001010 192 14.25 $ 2,736 Subtotal 192 $ 2,736 Wescott Woodlands C/I - Industrial P.I.N. Front l Unit Total Footage I Assessment Assessment 3430 Wescott Woodlands 100140002020 415 $ 19.00 $ 7,885 23.4% Subtotal 415 $ 7,885 1. Total 19,221 Wescott Woodlands 12 Front Feet % Frontage R-1 Frontage 903 23.4% Public Facility 192 5.0% Commercial/ Industrial 415 10.8% Non -Assessable Frontage 2342 60.8% Total Frontage 3852 100.0% Wescott Woodlands 12 2018 Street Revitalization - Project 1264 Wescott Woodlands Date: 12/13/2017 FIG. 1 F Eq %�';,; t ;,. 92 2018 Street Revitalization - Project 1264 0 O Wescott Woodlands eRfBHE it - _ • E N —CO RD -28 Yankee Doodle Road 940 '' — e.'. Wescott Squar Station Trail *3430 i Wescott ` Trail , 3460 3450 T _ Court 3 f� 3470 .945 " F" [ V 949 n 940 f/ fIN / w- Sawgrass Trail East 3:. 94$ 944 � W 3490 " _m. Monarch Trail Wild Rose Court - `tea fi r = 2018 Street Rehabilitations- �Assessable Area Zoning N L__ R-1 Residential Single Family Public Facility _ Woodland— OU Commercial Industrial Date: 12/15/2017 60'-70' ROW EDGE MILL (6' wide) Typ. REPLACE EX. CURB & GUTTER AS DIRECTED VARIABLE MILL DE FROM 1.25" -- 0" V VL/'1JJ J /1VVf�CV/"� I C D/-1JC Existing Typical Section Wescott Woodlands 60'-70' ROW 32' TYPICAL F - F 1.5" BITUMINOUS OVERLAY I z -mff.� BITUMINOUS TACK COAT 1" EXIST. BITUMINOUS WEAR COURSE 2" EXIST. BITUMINOUS BASE COURSE 6" EXIST. CLASS 5 AGGREGATE BASE TTER Proposed Typical Section Wescott Woodlands 11/21/2017 Wescott Woodlands E AGA N Street Revitalization - Project 1264 Fig. 3 Typical Sections Agenda Information Memo January 16, 2018 Eagan City Council Meeting PUBLIC HEARING F. Project 1265, Blue Gentian Road / Blue Water Road Street Improvements Action To Be Considered: Close the public hearing and approve Project 1265 (Blue Gentian Road / Blue Water Road - Street Improvements) as presented, and authorize the preparation of detailed plans and specifications. Facts:  On June 6, 2017, the City Council directed staff to prepare a feasibility report considering the rehabilitation of Blue Gentian Road and Blue Water Road, commercial/industrial collector roadways in northeast Eagan, located north of Highway 55 and east of I-35E.  A structural mill and overlay of these streets are programmed for 2018 in the City of Eagan’s 5-Year CIP (2018-2022).  On December 19, 2017, the draft Feasibility Report was presented to the City Council and a public hearing was scheduled for T uesday, January 16, 2018.  An informational neighborhood meeting was held on January 8 for the adjacent property owners to discuss the proposed improvements. Of the 10 properties to be assessed under this improvement, one property owner representing one property attended the meeting.  All notices have been published in the legal newspaper and sent to all affected property owners informing them of this public hearing. Attachments (2) PHF-1 Feasibility Report PHF-2 Neighborhood Meeting Minutes � r r EAGAN Report for Blue Gentian Road / Blue Water Road Street Revitalization City Project No. 1265 December 13, 2017 • I • IEAGAN Memo To: Honorable Mayor and City Council From: Aaron Nelson, Assistant City Engineer Date: December 13, 2017 Re: Blue Gentian Road / Blue Water Road Revitalization City Project No.: 1265 Attached is the feasibility report for the Blue Gentian Road / Blue Water Road, City Project No. 1265. The report presents and discusses the proposed improvements and includes a cost estimate, preliminary assessment roll and schedule. We would be pleased to meet with the City Council at your convenience to review and discuss the contents of this report. Reviewed By: V14,4—i A rt De ment of Public Works Reviewed By: C��' - Financ epartment I hereby certify that this report was prepared by me or under my direct supervision and that I am a duly Licensed Professional Engineer under the laws of the State of Minnesota. l� Aaron Nelson, P.E. Date: oA i'' _ i`( Reg. No. 45795 Date: 1 -2- L-12,2-11 -7 Date: Im TABLE OF CONTENTS ExecutiveSummary.............................................................................................1 Introduction/History..............................................................................................2 Scope....................................................................................................................3 AreaTo Be Included............................................................................................3 Street Pavement Evaluation................................................................................3 Proposed Improvements.....................................................................................4 Easements/Permits..............................................................................................6 Feasibility/Recommendations............................................................................6 CostEstimate.......................................................................................................6 Assessments........................................................................................................6 Assessment Financing Options.........................................................................8 RevenueSource...................................................................................................8 ProjectSchedule..................................................................................................9 LIST OF APPENDICES Appendix A Preliminary Cost Estimate Appendix B Preliminary Assessment Roll Appendix C Figures - 1 Location Map - 2 Street Improvement/Assessment Area Map - 3 Typical Section — Mill & Overlay Executive Summary Background Project Name Blue Gentian Rd/ Blue Water Rd project # 1265 Street Area 18,815 Sq. Yds. Street Length 4,135 Feet Streets Included Blue Gentian Rd Blue Water Rd Constructed 1999, 2001 Reconstructed - Crack Sealed - Seal Coated 2004 Absolute Location N Y2 of Section 2 Township 27, Region 23 Relative Location North of Highway 55 East of 1-35E Project Details • Roadway resurfacing (edge mill & 1-1f2" overlay) • Replacement of damaged curb & gutter PCI Rating 36 Recommended Improvement Overlay y Mill & Overlay w/ Signage $ 181,900 • Adjustment/Replacement of: Scope o Sanitary/Storm sewer o Utility castings o Watergate valves o Street signage • Utility Improvements ' Curb Removal 14% 1 C/I Lots 10 (2 are only for driveway apron repairs) • Concrete entrance repairs - $ 62,500 Cost Estimate/ Revenue Blue Gentian Rd / Blue Water Rd I Property City Mill & Overlay w/ Signage $ 181,900 $ 167,519 I $ 14,381 Concrete Curb & Gutter Repairs $ 62,500 - $ 62,500 Utility Improvements $ 77,600 $ 77,600 - Utility Improvements $ 17,600 - $ 17,600 Total $ 339,600 $ 245,119 $ 94,481 Blue Gentian Rd / Blue Water Rd I December 13, 2017 Neighborhood Street Revitalization Blue Gentian Road / Blue Water Road Eagan, Minnesota Introduction/ History Pavement Management - As a part of Eagan's Pavement Management Program (PMP), the City evaluates streets within the community throughout their life cycle and implements appropriate maintenance strategies. In 1989, a Pavement Management System (PMS) was developed that allowed the City to evaluate the condition of the existing pavement surface for all the streets on a routine basis and schedule timely maintenance. A Five Year Capital Improvement Program (CIP) for street rehabilitation is developed from this information. The 4,135 feet of collector and commercial roadway in the Blue Gentian Road / Blue Water Road area, in North-Eastern Eagan, has been identified for 2018 street revitalization improvements. _Figure 1, located in Appendix C, illustrates the project location. The streets were originally constructed in 1999 and 2001. Based on the data and engineering strategies available at this time, the City's current PMP incorporates local and ongoing maintenance strategies with seal coating occurring as needed (approximately 3 years after paving) and a bituminous overlay at approximately 20+ years. Overlaying the roads located within the project area, which are currently in the 17 to 19 year time frame, will prevent further decay of the pavement surface, thus protecting and extending the structural life of the street. Timely maintenance work, such as bituminous patching, crack sealing and seal coating have occurred at appropriate intervals during the life of the pavement in the area. The City of Eagan's maintenance records indicate that the streets were seal coated in 2004. The Public Works maintenance program typically includes extensive patching and crack sealing during the summer prior to the overlay. The Public Works crews, as part of the Preparatory Pavement Management Plan, removed and replaced deteriorated pavement areas and placed leveling and maintenance overlays on portions of the streets under consideration, where necessary. These repairs alone will not substantially extend the life expectancy of the street section if not combined with the bituminous overlay proposed with this project. Infrastructure Review - The Public Works Department has also inspected the utility infrastructure (sanitary sewer, water main, and storm sewer pipes and other structures) Blue Gentian Rd / Blue Water Rd 2 in the project area and determined the underground systems are generally in good working order and that no major repairs are necessary. To provide a comprehensive review of the project area, the condition and coverage of other infrastructure items maintained by the City and other public agencies within the public right-of-way and easements such as street lights, utility boxes, and above ground storm water ponds/access, and pedestrian features were evaluated. The rehabilitation of City -maintained items is included in this project, if needed. Scope This project will provide resurfacing (edge mill and overlay) for approximately 4,135 of roadway. Figure 2 in Appendix C, illustrates the project limits. Included in this project are the following improvements; replacement of damaged curb and gutter, adjustments and/or replacement to sanitary/storm sewer utility castings, water gate valves, replacement of street signage, and utility improvements. Area to Be Included Properties included in the project lie within Section 2, lying North of TH 55, East of I - 35E, in Township 27, Range 23, in the City of Eagan, Dakota County, Minnesota. Street Pavement Evaluation The City of Eagan's Pavement Management System allows the City to evaluate the condition of the existing street surface to help schedule timely maintenance and improvements. The Pavement Condition Index (PCI) ranks the surface condition for each street. The general categories that define PCI rankings are as follows: PCI Recommended Improvement 56-100 Routine Maintenance/Crack Seal/Seal Coat 36-55 Patch/Repair and/or Overlay 10-35 Reconstruct/ Reclaim j The 2017 PCI rankings for the street segments have a weighted average pavement condition rating of 36, which falls in the low end of the "Patch/Repair and/or Overlay" category, as mentioned above. Therefore, the 2018 construction season is the optimal time to construct the bituminous overlay on this street. Any delay of the project may reduce the structural benefit to the street sections and require more substantial rehabilitation. Blue Gentian Rd / Blue Water Rd 3 Proposed Improvements Pavement - The proposed street improvements shown in Figure 3. The existing street section for this roadway consists of 5-1/2" bituminous pavement supported by - 6" to 12" gravel base. Most of the existing bituminous surface will be a ,# milled adjacent to the existing curb and gutter (6'-8' wide) to b accommodate a 1% -inch bituminous overlay. A portion of Blue Gentian Road near Highway 55 will be milled across its entire width to accommodate a 1-1/2" overlay. The overlay, combined with the existing street section, will provide a street section consistent with current City standards for collector and commercial streets. The combination of patching and overlay will not eliminate cracking due to the temperature extremes experienced in Minnesota. Bituminous overlays will show some continued frost movements and reflective cracking consistent with the underlying pavement. Routine maintenance will still need to continue under the City's Pavement Management Program. Concrete curb & gutter - Damaged curb & gutter will be replaced if severely cracked, spalled, or settled. It is estimated that approximately 14% of the existing concrete curb and gutter will have to be replaced. Boulevard turf will be removed and replaced with seed. While the contractor who performs the work is responsible for its establishment (45 days for seed), adjacent property owners are encouraged to consistently water the new turf, where possible, to help ensure its growth. Utility Adjustment/Replacement — Sanitary/storm sewer manholes, catch basins, and gate valves will be adjusted, repaired, or replaced based on the condition of castings and supporting structures. Such repairs to the storm sewer, sanitary sewer, and water main infrastructures ensure quick and easy access by the City for maintenance and other purposes. There is a structure that requires a new castings, and several doghouse/invert repairs and frame & ring casting adjustments due to deterioration. These repairs will be financed through the Combined Utility Fund. Blue Gentian Rd / Blue Water Rd 4 Driveway Replacement — Many of the adjacent properties have concrete driveway aprons that are in disrepair, and are proposed to be repaired or replaced. The entrances will be reconstructed with 7" -thick concrete aprons in accordance with Eagan Standard Detail 440. These replacements will provide commercial entrances of adequate strength and width, and will be consistent with similar projects in commercial/industrial areas within the project area and throughout the City. Signage - Traffic and street identification signage within the project limits have reached the end of their useful life expectancy and are in need of y'} replacement. Signs have been reviewed for compliance with the Minnesota Manual on Uniform Traffic Control Devices (MnMUTCD). Those that are i required by the MnMUTCD will be replaced to improve safety and night time visibility, and those that are not will be permanently removed. Street Lights — The street lights in the project area (maintained by Xcel Energy) are in good condition and provide adequate coverage. No modifications to the existing street lights are proposed. Complete Streets — "Complete Streets" is a transportation and design approach that plans, designs, operates, and maintains streets in a means to enable safe, convenient and comfortable travel and access for users of all ages and abilities regardless of their mode of transportation. Complete Streets allow for safe travel by those walking, bicycling, driving automobiles, riding public transportation, or delivering goods. In 2010, the State of Minnesota adopted a Complete Streets policy, which encourages, but does not require local governments to adopt this policy. The MN Department of Transportation has published a Complete Streets Guidelines for Local Agencies Resource Guide (Feb. 2013). The streets in this commercial area were reviewed to determine if additional Complete Streets opportunities are available and/or feasible. The streets are 44' wide, primarily accommodate commercial/industrial traffic, and have limited pedestrian/bicycle traffic. Given the type of uses in the area, commercial/industrial traffic, and limited pedestrian/bicycle traffic, complete streets guidelines may not be appropriate in this area. Blue Gentian Rd / Blue Water Rd 5 Easement/Permits All work will be in the public right-of-way. A permit will be required from Mn/DOT for any work within the TH 55 right-of-way. Feasibility and Recommendations The mill and overlay project is necessary to maintain and enhance the structural integrity of the pavement section, create a safer driving surface, and increase rideability. It is cost effective in that the proposed improvement (resurfacing) is considerably less expensive than complete reconstruction of this street. The mill and overlay is feasible in that this type of improvement has been used successfully to extend the life expectancy of numerous other streets throughout the City and the region. This project is in accordance with the Five Year Capital Improvement Plan (2018 — 2022) for the City of Eagan and the schedule as outlined in the Pavement Management Program. It is recommended that the project be constructed as proposed in this report in combination with other similar projects in the area. Cost Estimate Detailed cost estimates are located in Appendix A. The estimates are based on anticipated 2017 construction costs and include a 5% contingency and indirect cost of 30%, which include legal, administration, engineering, and bond interest. A summary of the costs is as follows: Blue Gentian Rd. / Blue Water Rd. • Mill & Overlay............................................................... $ 181,900 • Repair Existing Concrete Curb & Gutter ....................... $ 62,500 • Concrete Driveway Repairs .......................................... $ 77,600 • Utility Improvements..................................................... 17,600 Total.................................................................. $ 339,600 Assessments Assessments are proposed to be levied against the benefited properties for the total improvement with costs allocated in accordance with the City of Eagan's Special Assessment Policy for a mill and overlay improvement for collector and commercial roadways. All assessments will be revised based on final costs. A preliminary assessment roll is included in Appendix B. Blue Gentian Rd / Blue Water Rd 6 City Special Assessment Policy Mill & Overlay — Commercial / Industrial Repair Existing Concrete Curb & Gutter Concrete Entrance Repairs Utility Improvements Assessment Ratio Property City 100% - - 100% 100% - - 100% Commercial/Industrial Parcels —All commercial/industrial properties (10 total) as shown on Figure 2, adjacent to, or having access on to the street to be improved, are proposed to be assessed. Two of those properties (935 & 950 Blue Gentian Road) were previously assessed for street improvements to the eastern half of Blue Gentian Road as part of City Project 1003 in 2010, so they are not being assessed for these street improvements, but will be assessed for concrete driveway repairs for the aprons that are in the project limits. The City's Assessment Policy states that 100% of the mill and overlay costs are assessable for commercial roadways, regardless of width. The estimated cost per net acre, based on the City's Assessment Policy, is $2,676/ net acre and is calculated as follows: • Total Front Feet (F.F.) = 8,270 F.F. • Total Net Acreage = 62.60 acres • C/I Streets = 8,270 F.F., 44f -f width • An early deterioration credit (5% per year) is proposed for two sections of Blue Gentian Road and all of Blue Water Road because the pavement condition deteriorated prior to the anticipated 20 -year pavement life cycle (1/20=5%). o Western 1,234'x 2 = 2,468 FF of Glue Gentian Rd deteriorate 3 years before its 20 year life expectancy (3/20=15%). o Eastern 1,105' x 2 = 2,210 FF of Blue Gentian Rd deteriorated 1 year before its 20 year life expectancy (1/20=5%). 0 1,706'x 2 = 3,412 FF of Blue Water Road deteriorated 1 year before its 20 year life expectancy (1/20=5%). o The early deterioration adjustment factor for this area is: ■ [(2,468 FF x 3/20) + (2,210 FF x 1/20) + (3,412 FF x 1/20)] / 8,270 FF = 7.9% o 100% - 7.9% = 92.1 %. Blue Gentian Rd / Blue Water Rd 7 Mill & Overlay - (Cil) o 8,270' C/I Frontage / 8,270' Total Frontage = 100% C/I Frontage o $181,900 (Mill & Overlay Costs) x 100% (Assessment Rate) x 100% (C/I frontage) x 92.1 % (Early Deterioration) = $167,530 o $167,530 / 62.60 net acres = $2,676 / net acre (C/I) Driveway Entrance Replacement - Several properties have driveway entrances with damaged concrete driveway aprons that will be replaced. Properties are proposed to be assessed for the total cost of repairs. The estimated cost of driveway repairs is approximately $77,600 or $140/ SY and is calculated as follows: • Total area of concrete driveway apron repair = 555 SY • Total concrete driveway apron cost = $77,600 • Total cost/SY = $139.81, rounded to $140/ SY Assessment Financing Options The property owner will have the option at the time of the assessment hearing to pay the full assessment or include the assessment in with their property tax statement. If the assessment is included with the property tax statement, the assessment and interest will be spread over 10 years for commercial/industrial properties. In 2017, the interest rate was set at 4.0%. The 2018 rate is not yet available, however, it is expected to be comparable and based on City policy will be determined by the City Council in the spring. The following payment schedule is an example of a $1,000 Commercial/Industrial assessment with an estimated 4.0% interest for the assessed amounts, and assumes 14 months interest for the first year: 1St Year € lot" Year Per $1,000 assessment: j Principal / Year (interest / Year I Cost !Year $100 i $47 i $147 $100 - $4- -- $104 - Bonds may be issued to finance the improvements. Revenue Source A summary of revenue sources is listed below: c .I Blue Gentian Rd / Blue Water Rd 8 Project Cost Property Assessment City Contribution Mill and Overlay (Including -Signage) $ 181,900 $ 167,519 $ 14,381 Concrete Curb & Gutter Repairs $ 62,500 - $ 62,500 Concrete Entrance Repairs $ 77,600 $ 77,600 - -Utility Improvements $ 17,600 - $ 17,600 Totals $ 339,600 $ 245,119 $ 94,481 Blue Gentian Rd / Blue Water Rd 8 The Major Street Fund will finance the estimated street related project deficit of $76,881. The Combined Utility Fund will finance the estimated $17,600 utility improvements. Proiect Schedule Present Feasibility Report to City Council/ Order Public Hearing........................................................................ Dec. 19, 2017 InformationalMeeting......................................................................... Jan. 8, 2018 PublicHearing.................................................................................. Jan. 16, 2018 Approve Plans and Specifications...................................................... Feb. 5, 2018 BidDate........................................................................................... March 8, 2018 AwardContract.............................................................................. March 20, 2018 Start Construction............................................................................... May 1, 2018 Project Completion............................................................................August, 2018 Final Cost Report .........................................................................September, 2018 Final Assessment Hearing...................................................................... Fall, 2018 First Payment Due with Property Tax Statement .............................. May 15, 2019 Blue Gentian Rd / Blue Water Ra 9 Appendix A Preliminary Cost Estimate City Project 1265 Blue Gentian/ Blue Water Item No.I Item I Unit Unit Price i Est Qy Estimated Cost Part I - Bituminous Street Overlay 2104.501 Remove Concrete Curb and Gutter LF $ 10.50 950 2021.501 Mobilization LS $ 6,000.00 1 $ 6,000.00 2104.505 Remove Bituminous Pavement SY $ 6.00 100 $ 600.00 2232.501 Mill Bituminous Pavement (1- 1/4" depth, 6' Width) SY $ 1.30 5,060 $ 6,578.00 2232,501 Mill Bituminous Pavement - Full Width (1-1/4" Depth) SY $ 2.00 2250 $ 4,500.00 2357.502 Bituminous Material for Tack Coat GAL $ 2.50 1230 $ 3,075.00 2360.501 SP WEA340B Wearing Course Mixture (Overlay) TON $ 55.00 1745 $ 95,975.00 2360.501 SP WEA340B Wearing Course Mixture (Patch) TON $ 130.00 20 $ 2,600.00 2504.602 Adjust Gate Valve Box EA $ 250.00 1 $ 250.00 2504.602 Repair Gate Valve Mid Section EA $ 500.00 1 $ 500.00 2504.602 Repair Gate Valve Top Section w/Cover EA $ 425.00 1 $ 425.00 2506.602 Adjust Frame and Ring Casting (Manhole) EA $ 700.00 5 $ 3,500.00 2506.602 Adjust Manhole Casting - Riser Adjustment EA $ 250.00 6 $ 1,500.00 2563.601 Traffic Control LS $ 4,000.00 1 $ 4,000.00 SP -1 Signage Remove and Replace LS $ 3,755.00 1 $ 3,755.00 Subtotal r 5% Contingency $ 6,662.90 Subtotal $ 139,920.90 30% Indirect Costs $ 41,976.27 Part I - Bituminous Street Overlay $ 181,897.17 Item No. Item Unit Unit Price Ott Estimated Cost Part u - Kepair Existing Curb & Gutter 2104.501 Remove Concrete Curb and Gutter LF $ 10.50 950 $ 9,975.00 2360.501 SP WEA340B Wearing Course Mixture (Patch) TON $ 130.00 55 $ 7,150.00 2504.602 Irrigation Repair EA $ 150.00 10 $ 1,500.00 2506.602 Adjust Frame & Ring Casting (CB) HDPE Rings EA $ 500.00 19 $ 9,500.00 2506.602 Remove & Replace Casting (Catch Basin) EA $ 900.00 1 $ 900.00 2506.602 Repair/ Grout CB or MH Invert/ Doghouses EA $ 500.00 5 $ 2,500.00 2506.602 Install 2 x 3 CB Erosion Barrier Shroud EA $ 150.00 2 $ 300.00 2531.501 Concrete Curb and Gutter, 8618 LF $ 23.00 915 $ 21,045.00 2531.501 Concrete Curb and Gutter, 8624 LF $ 28.00 35 $ 980.00 2540.602 Repair Landscaping EA $ 200.00 2 $ 400.00 2572.503 Application of Water for Turf Establishment GAL $ 0.10 9,450 $ 945.00 2573.530 Storm Drain Inlet Protection EA $ 150.00 2 $ 300.00 2575.550 Boulevard Topsoil Borrow -MnDOT3877-2F CY $ 80.00 20 $ 1,600.00 2575.609 Seeding (MnDOT 270 w/Type 5 Hydromulch) SY $ 7.50 210 $ 1,575.00 Subtotal r 5% Contingency $ 2,933.50 Subtotal $ 61,603.50 30% Indirect Costs $ 18,481.05 Part II - Repair Existing Curb & Gutter $ 80,084.55 Blue Gentian Rd / Blue Water Rd 10 Item No.i Item Unit Unit Price QtY Estimated Cost rare m - c.urncrece cntrance Kepiacement 2104.505 Remove Concrete Driveway/Valley Gutter 2211.501 Aggregate Base, Cl. 5 (100% Crushed) 2360.501 SP WEA340B Wearing Course Mixture (Patch) 2531.507 Repair 8" Concrete Driveway Pavement - High Early 2575.535 Water for Turf Establishment 2575.550 Boulevard Topsoil Borrow — MnDOT 3877-21' 2575.604 Seeding (MnDOT 270 w/Type 5 Hydromulch) Subtotal $ 5% Contingency Subtotal $ 30% Indirect Costs Part III - Concrete Entrance Replacement Part I - Bituminous Street Overlay Part II - Repair Existing Curb & Gutter Part III - Concrete Entrance Replacement Project 1265 Total Cost SY $ 13.00 555 $ 7,215.00 TON $ 28.00 25 $ 700.00 TON $ 25.00 30 $ 750.00 SY $ 85.00 555 $ 17,175.00 GAL $ 0.10 2250 $ 225.00 TON $ 80.00 5 $ 400.00 SY $ 7.50 50 $ 375.00 $ 56,840.00 $ 2,842.00 $ 59,682.00 $ 17,904.60 $ 77,586.60 $ 181,897.17 $ 80,084.55 $ 77,586.60 Blue Gentian Rd / Blue Water Rd 11 Appendix B Preliminary Assessment Roll City Project #1265 Blue Gentian/Blue Water TOTAL 71.12 62.60 C/I Frontage 8,270 100% Non -Assessable Frontage 0 0% Total Frontage 8,270 100% $ 167,519 555 $ 77,600 $ 245,119 Blue Gentian Rd / Blue Water Rd 12 Blue Gentian Road Concrete Concrete P.I.N. Concrete Net Unit Industrial IP.I.N. Gross Net Unit I Total Street Entrance i ! Entrance Total Assessment Acreage Acreage Assessment Assessment Assessment Area (SY) Area (SY) ($140/SY) 2700 Blue Water Rd 103080101040 8.57 7.60 $ 2,676 $ 20,338 ` 148 $ 20,620 $ 40,958 2750 Blue Water Rd ($140/SY) 11.57 9.16 935 Blue Gentian Rd 106445101010 0 0 $ 2,676 $ 103080201020 38 $ 5,320 $ 5,320 950 Blue Gentian Rd 103080101020 0 0 $ 2,676 $ $ 2,676 25 $ 3,500 , $ 3,500 960 Blue Gentian Rd 103080101030 4.21 3.40 $ 2,676 $ 9,098 105 $ 14,700 $ 23,798 1000 Blue Gentian Rd 107137501020 18.44 16.19 $ 2,676 $ 43,324 183 $ 25,620 $ 68,944 1030 Blue Gentian Rd 107137501010 1.42 s 1.42 $ 2,676 $ 3,800$ - $ 3,800 L1, 61, Blue Gentian Corp Center 101457001014 18.39 18.39 $ 2,676 $ 49,212 $ - $ 49,212 SUBTOTAL 42.46 39.40 $ 105,434 351 $ 49,140$ 154,574 TOTAL 71.12 62.60 C/I Frontage 8,270 100% Non -Assessable Frontage 0 0% Total Frontage 8,270 100% $ 167,519 555 $ 77,600 $ 245,119 Blue Gentian Rd / Blue Water Rd 12 Blue Water Road Concrete Industrial P.I.N. Gross Net Unit Total Street Concrete Entrance Entrance Total Assessment Acreage Acreage Assessment Assessment Assessment Area (SY) ($140/SY) 2700 Blue Water Rd 103080101040 8.57 7.60 $ 2,676 $ 20,338 ` 148 $ 20,620 $ 40,958 2750 Blue Water Rd 103080201010 11.57 9.16 $ 2,676 $ 24,512 + 56 $ 7,840 $ 32,352 2770 Blue Water Rd 103080201020 6.82 4.75 $ 2,676 $ 12,711 $ - $ 12,711 2775 Blue Water Rd 107137501030 1.69 1.69 $ 2,676 $ 4,524 $ - $ 4,524 SUBTOTAL 28.65 23.20 1 $ 62,085 204 $ 28,460 $ 90,545 TOTAL 71.12 62.60 C/I Frontage 8,270 100% Non -Assessable Frontage 0 0% Total Frontage 8,270 100% $ 167,519 555 $ 77,600 $ 245,119 Blue Gentian Rd / Blue Water Rd 12 %pF Zq� 07 2018 Street Revitalization - Project 1265 Blue Gentian Rd / Blue Water Rd Date: 12/14/2017 FIG. 1 p F Eq ; - 2018 Street Revitalization - Project 1265 0� �_ � Blue Gentian Road / Blue Water Road \qeI/SHEO 10 Date: 12/15/2017 EDGE MILL - (6' wide) Typ. REPLACE EX. CURB & GUTTER AS DIRECTED VARIABLE MILL DEPTH 1.25" -- 0" v �i-ivv V llV V1\LVII l L U/'9JG (12" WEST SIDE OF BLUE GENTIAN) Existing Typical Section Blue Gentian Rd. / Blue Water Rd. 80' ROW 44' TYPICAL F - F 1.5" BITUMINOUS OVERLAY 1.5" EXIST. BITUMINOUS COURSE WEAR 4" EXIST. BITUMINOUS BASE COURSE (4.5" WEST SIDE OF BLUE GENTIAN) 6" EXIST. CLASS 5 AGGREGATE BASE (12" WEST SIDE OF BLUE GENTIAN) Proposed Typical Section Blue Gentian Rd. / Blue Water Rd. 1624 TTER 11128/2017 Blue Gentian Rd / Blue Water Rd EAGAN Street Revitalization - Project 1265 Fig. 3 Typical Sections I Blue Gentian Road & Blue Water Road Neighborhood Street Revitalization City Project No. 1265 Informational Meeting — 3:30 P.M. Monday, Jan. 8, 2018 Conference Rooms 1A&B Attendance The meetings for projects 1263 (Discovery Rd. & Columbia Dr.) and 1265 (Blue Gentian Rd & Blue Water Rd.) were held concurrently Aaron Nelson, Assistant City Engineer, and 2 representatives of the Skyline Displays building on project 1263, and 1 representative of the Spectrum building on 1265 were in attendance (see attached sign -in sheet). Presentation of Project Details Nelson welcomed the commercial property representatives and presented project information, including details such as construction, costs, schedule and assessments. Questions/ Comments Almost all of the questions and concerns discussed were related to the proposed development on the large vacant parcel to on the north side of Blue Gentian Road, east of TH 55. That property has currently submitted for a Comprehensive Guide Plan Amendment to change the land use from MAJOR OFFICE to RETAIL. That potential development is not directly tied to proposed street overlay. A separate public hearing will be held for the proposed Comprehensive Guide Plan Amendment, and that is the appropriate forum for discussion of potential land use changes. However, if the proposed development moves forward, it is possible the overlay will be postponed until the site work and access modifications are completed. The questions/concerns discussed that are related to the potential retail development include: • Traffic concerns at the intersection of TH 55 and Blue Gentian Road • Possible median modifications that might limit access near the intersection of TH 55 and Blue Gentian Road. • Traffic concerns in general. • Will an AUAR be required? • Compatibility of Retail in this area. • Stormwater requirements The proposed street overlay related questions, comments, and concerns include the following: STREET CONDITION 1. Why are the improvements being performed now? The streets appear to be in relatively good condition. The condition of the streets are currently at the point that if improvements are not made at this time, the asphalt will deteriorate at a much quicker rate and will likely require more substantial and expensive improvements in the near future. ASSESSMENTS 2. How and when will the final assessment amounts be determined? A letter will be mailed to all properties this fall after construction is complete. The letter will include the final assessment amounts associated with each property. It will also invite property owners to another public hearing that specifically addresses the final costs. At the close of this meeting and the City Council's corresponding approval of the final assessment costs, there is a 30 day window in which payments can be made without interest. Payment during this 30 -day period should be made at city hall. After the 30 -day period, any remaining portion of the assessment will be forwarded to Dakota County for collection as part of the property taxes. Interest will be charged annually until paid in full. The 2017 interest rate was 4%, and the 2018 rate will be determined early 2018. DRIVEWAY APRON REPAIRS 3. At least 3 of the 4 entrances to the property at 1000 Blue Gentian Road have driveway aprons that need to be repaired. Access needs to be maintained at all times at the western entrance for access to the parking ramp. The northern entrance on Blue Water Road needs to remain open to truck traffic as that is their entrance to the loading area in the middle of the building. The driveway aprons will be repaired one-half at a time so at least half of the entrance will always remain open. A temporary driveway widening may be necessary for the truck entrance. The meeting adjourned at 4:30 p.m. 2018 $dree4 Revitalization - Pmject 9263 Blue Gentian Road I Blue Water .Road NAME Blue Gentian Road/Blue Water Road City Project 1265 Informational Meeting Monday, January 8, 2018 3:30 p.m. 1 st Floor Conference Room CONTACT INFO 3. 4. 5. 6. 7. 8. 9. 10. 11. 12 Agenda Information Memo January 16, 2018 Eagan City Council Meeting PUBLIC HEARING G. Project 1274, Rocky Lane Street Improvements Action To Be Considered: Close the public hearing and approve Project 1274 (Rocky Lane - Street Improvements) as presented, and authorize the preparation of detailed plans and specifications . Facts:  On June 6, 2017, the City Council directed staff to prepare a feasibility report considering the rehabilitation of Rocky Lane, a residential street, in central Eagan located east of Pilot Knob Road and south of Wescott Road.  A structural mill and overlay of this street is programmed for 2018 in the City of Eagan’s 5-Year CIP (2018-2022).  On December 19, 2017, the draft Feasibility Report was presented to the City Council and a public hearing was scheduled for Tuesday, January 16, 2018.  An informational neighborhood meeting was held on January 8 for the adjacent property owners to discuss the proposed improvements. Of the 6 properties to be assessed under this improvement, one resident representing one property attended the meeting.  All notices have been published in the legal newspaper and sent to all affected property owners informing them of this public hearing. Attachments (2) PHG-1 Feasibility Report PHG-2 Neighborhood Meeting Minutes � • I I • � • I I I • I I EAGAN Report for Rocky Lane Street Revitalization City Project No. 1274 December 13, 2017 1 -t 1 T. ' 4 A lt Oil r S Lr I IEAGAN Memo To: Honorable Mayor and City Council From: Aaron Nelson, Assistant City Engineer Date: December 13, 2017 Re: Rocky Lane Street Revitalization City Project No.: 1274 Attached is the feasibility report for the Rocky Lane, City Project No. 1274. The report presents and discusses the proposed improvements and includes a cost estimate, preliminary assessment roll and schedule. We would be pleased to meet with the City Council at your convenience to review and discuss the contents of this report. Reviewed By: De rtment of Public Works Reviewed By: Finan � Department I hereby certify that this report was prepared by me or under my direct supervision and that I am a duly Licensed Professional Engineer under the laws of the State of Minnesota. + Aaron Nelson, P.E. Date: 1' 1 Z,, 11 Reg. No. 45795 Date: t{ , Date: Memo To: Honorable Mayor and City Council From: Aaron Nelson, Assistant City Engineer Date: December 13, 2017 Re: Rocky Lane Street Revitalization City Project No.: 1274 Attached is the feasibility report for the Rocky Lane, City Project No. 1274. The report presents and discusses the proposed improvements and includes a cost estimate, preliminary assessment roll and schedule. We would be pleased to meet with the City Council at your convenience to review and discuss the contents of this report. Reviewed By: De rtment of Public Works Reviewed By: Finan � Department I hereby certify that this report was prepared by me or under my direct supervision and that I am a duly Licensed Professional Engineer under the laws of the State of Minnesota. + Aaron Nelson, P.E. Date: 1' 1 Z,, 11 Reg. No. 45795 Date: t{ , Date: TABLE OF CONTENTS ExecutiveSummary.............................................................................................1 Introduction/History..............................................................................................2 Scope....................................................................................................................3 AreaTo Be Included............................................................................................3 Street Pavement Evaluation................................................................................3 ProposedImprovements.....................................................................................4 Easements/Permits..............................................................................................6 Feasibility/Recommendations............................................................................6 CostEstimate.......................................................................................................6 Assessments........................................................................................................6 Assessment Financing Options.........................................................................8 RevenueSource...................................................................................................8 ProjectSchedule..................................................................................................9 LIST OF APPENDICES Appendix A Preliminary Cost Estimate Appendix B Preliminary Assessment Roll Appendix C Figures - 1 Location Map - 2 Street Improvement/Assessment Area Map - 3 Typical Section — Mill & Overlay Executive Summary Background Project fame Rocky Lane Project # 1274 Street Area 845 S.Y. Street Length 295' Streets Included Rocky Ln Constructed 1998 Reconstructed - Crack Sealed - Seal Coated - Absolute Location NW '% of Section 22 Township 3 ,Region Relative Location East of Pilot Knob Road South of Wescott Road Project Details • Roadway resurfacing (edge mill & PCI Rating 39 1-1/2" overlay) i Recommended • Replacement of damaged curb & Improvement Overlay gutter • Ad.ustment/Replacement of: Curb Removal 7% Scope J o Sanitary/Storm sewer o Utility castings Residential Lots 5 o Water gate valves o Street signage Public Facility Lots 1 • Utility Improvements Cost Estimate/ Revenue Rocky Lane 1 Property City Mill & Overlay w/ Signage $ 22,700 $ 14,230 $ 8,470 Repair Existing Concrete Curb & $ 4,400 - $ 4,400 Gutter Utility Improvements $ 1,400 - $ 1,400 Total $ 28,500 $ 14,230 $ 14,270 Rocky Lane 1 December 13, 2017 Neighborhood Street Revitalization Rocky Lane Eagan, Minnesota Introduction/ History Pavement Management - As a part of Eagan's Pavement Management Program (PMP), the City evaluates streets within the community throughout their life cycle and implements appropriate maintenance strategies. In 1989, a Pavement Management System (PMS) was developed that allowed the City to evaluate the condition of the existing pavement surface for all the streets on a routine basis and schedule timely maintenance. A Five Year Capital Improvement Program (CIP) for street rehabilitation is developed from this information. The 295 feet of residential street, Rocky Lane, in Central Eagan has been identified for 2018 street revitalization improvements. Figure 1, located in Appendix C, illustrates the project location. The street was originally constructed in 1998. Based on the data and engineering strategies available at this time, the City's current PMP incorporates local and ongoing maintenance strategies with seal coating occurring as needed (approximately 3 years after paving) and a bituminous overlay at approximately 20+ years. Overlaying the roads located within the project area, which are currently in the 20 year time frame, will prevent further decay of the pavement surface, thus protecting and extending the structural life of the street. Timely maintenance work, such as bituminous patching and crack sealing have occurred at appropriate intervals during the life of the pavement in the area. The Public Works maintenance program typically includes extensive patching and crack sealing during the summer prior to the overlay. The Public Works crews, as part of the Preparatory Pavement Management Plan, removed and replaced deteriorated pavement areas and placed leveling and maintenance overlays on portions of the streets under consideration, where necessary. These repairs alone will not substantially extend the life expectancy of the street section if not combined with the bituminous overlay proposed with this project. Infrastructure Review - The Public Works Department has also inspected the utility infrastructure (sanitary sewer, water main, and storm sewer pipes and other structures) in the project area and determined the underground systems are generally in good working order and that no major repairs are necessary. Rocky Lane 2 To provide a comprehensive review of the project area, the condition and coverage of other infrastructure items maintained by the City and other public agencies within the public right-of-way and easements such as street lights, utility boxes, and above ground storm water ponds/access, and pedestrian features were evaluated. The rehabilitation of City -maintained items is included in this project, if needed. Scope This project will provide resurfacing (edge mill and overlay) for approximately 295 feet of roadway. Figure 2 in Appendix C, illustrates the project limits. Included in this project are the following improvements; replacement of damaged curb and gutter, adjustments and/or replacement to sanitary/storm sewer utility castings, water gate valves, replacement of street signage, and utility improvements. Area to Be Included Properties included in the project lie within the NW'/ of Section 22, lying East of Pilot Knob Road, and South of Wescott Road, in Township 27, Range 23, in the City of Eagan, Dakota County, Minnesota. Street Pavement Evaluation The City of Eagan's Pavement Management System allows the City to evaluate the condition of the existing street surface to help schedule timely maintenance and improvements. The Pavement Condition Index (PCI) ranks the surface condition for each street. The general categories that define PCI rankings are as follows: PCI Recommended Improvement 56-100 Routine Maintenance/Crack Seal/Seal Coat 36-55 Patch/Repair and/or Overlay 10-35 Reconstruct/ Reclaim The 2017 PCI rankings for the street segments have a weighted average pavement condition rating of 39, which falls in the low end of the "Patch/Repair and/or Overlay" category, as mentioned above. Therefore, the 2018 construction season is the optimal time to construct the bituminous overlay on this street. Any delay of the project may reduce the structural benefit to the street sections and require more substantial rehabilitation. Rocky Lane 3 Proposed Improvements Pavement - The proposed street improvements shown in Figure 3. The existing street section for this roadway consists of 3" of bituminous pavement supported by 6" gravel base. The existing bituminous surface will be milled adjacent to the existing curb and gutter (6'-8' wide) ,t to accommodate a 1 %-inch ' bituminous overlay. The overlay, combined with the existing street q ti r section, will provide a street section y consistent with current City r standards for residential streets. The combination of patching and overlay will not eliminate cracking due to the temperature extremes experienced in Minnesota. Bituminous overlays will show some continued frost movements and reflective cracking consistent with the underlying pavement. Routine maintenance will still need to continue under the City's Pavement Management Program. Concrete curb & gutter - Damaged curb & gutter will be replaced if severely cracked, spalled, or settled. It is estimated that approximately 7% of the existing concrete curb and gutter will have to be replaced. Boulevard turf will be removed and replaced with seed. While the contractor who performs the work is responsible for its establishment (45 days for seed), adjacent property owners are encouraged to consistently water the new turf, where possible, to help ensure its growth. Utility Adjustment/Replacement — Sanitary/storm sewer manholes, catch basins, and gate valves will be adjusted, repaired, or replaced based on the condition of castings and supporting structures. Such repairs to the storm sewer, sanitary sewer, and water main infrastructures ensure quick and easy access by the City for maintenance and other purposes. There are also two manholes structures that require frame and ring casting adjustments. These repairs will be financed through the Combined Utility Fund, Rocky Lane 4 Signage -Traffic and street identification signage within the project f 1"'. limits have reached the end of their useful life expectancy and are in need of replacement. Signs have been reviewed for compliancewith the Minnesota Manual on Uniform Traffic Control Devices (MnMUTCD). Those that are required by the MnMUTCD will be replaced to improve safety and night time visibility, and those that are not will be permanently removed. Street Lights — The street lights in the project area (maintained by Dakota Electric Association) are in good condition and provide adequate coverage. No modifications to the existing street lights are proposed. Complete Streets — "Complete Streets" is a transportation and design approach that plans, designs, operates, and maintains streets in a means to enable safe, convenient and comfortable travel and access for users of all ages and abilities regardless of their mode of transportation. Complete Streets allow for safe travel by those walking, bicycling, driving automobiles, riding public transportation, or delivering goods. In 2010, the State of Minnesota adopted a Complete Streets policy, which encourages, but does not require local governments to adopt this policy. The MN Department of Transportation has published a Complete Streets Guidelines for Local Agencies Resource Guide (Feb. 2013). Rocky Lane was reviewed to determine if additional Complete Streets opportunities are available and/or feasible. The street is relatively narrow at 28 feet wide, has limited access points, and a trail is available along Pilot Knob Road (adjacent to this neighborhood) to connect pedestrians to the City and regional trail system. Pedestrian curb ramps in the project area at the intersecting sidewalks will be replaced if necessary to meet current ADA design standards. Given the existing and proposed elements available for all users, the streets in this neighborhood meet the intent of the complete streets guidelines. Rocky Lane 5 Easement/Permits All work will be in the public right-of-way. A right-of-way permit from Dakota County will be necessary to work within the Pilot Knob Road right-of-way. Feasibility and Recommendations The mill and overlay project is necessary to maintain and enhance the structural integrity of the pavement section, create a safer driving surface, and increase rideability. It is cost effective in that the proposed improvement (resurfacing) is considerably less expensive than complete reconstruction of this street. The mill and overlay is feasible in that this type of improvement has been used successfully to extend the life expectancy of numerous other streets throughout the City and the region. This project is in accordance with the Five Year Capital Improvement Plan (2018 — 2022) for the City of Eagan and the schedule as outlined in the Pavement Management Program. It is recommended that the project be constructed as proposed in this report in combination with other similar projects in the area. Cost Estimate Detailed cost estimates are located in Appendix A. The estimates are based on anticipated 2016 construction costs and include a 5% contingency and indirect cost of 30%, which include legal, administration, engineering, and bond interest. A summary of the costs is as follows: Rocky Lane • Mill & Overlay............................................................... $ 22,700 • Repair Existing Concrete Curb & Gutter ....................... $ 4,400 • Utility Improvements..................................................... 1,400 Total.................................................................. $ 28,500 Assessments Assessments are proposed to be levied against the benefited properties for the total improvement with costs allocated in accordance with the City of Eagan's Special Assessment Policy for a mill and overlay improvement for residential streets. All assessments will be revised based on final costs. A preliminary assessment roll is included in Appendix B. Rocky Lane 6 City Special Assessment Policy Assessment Ratio Property City Mill & Overlay - Low -Density Residential (R-1,2,3) 50% 50% Mill & Overlay — Public Facility 75% 25% Repair Existing Concrete Curb & Gutter - 100% Utility Improvements - 100% Residential Lots —All residential lots (5 single family homes) as shown on Figure 2, having driveway or direct access to the street to be improved are proposed to be assessed. All properties are included in the assessable area as they all benefit from the rehabilitation of the street that is used to access their neighborhood. The City's Assessment Policy states that 50% of the mill and overlay costs are assessable for local residential streets, based on a standard 32 -foot width. The estimated cost per residential unit, based on the City's Assessment Policy, is $1,135/ lot and is calculated as follows: • Total Front Feet (F.F.) = 590 F.F. • Residential Streets = 295 F.F., 28' f -f width Mill & Overlay - Residential Properties o 295' Residential Frontage / 590' Total Frontage = 50% o $22,700 (Mill & Overlay Costs) x 50% x 50% (assessable frontage) = $5,675 (Total R-1 Assessment) o $5,675 / 5 lots = $1,135 / single-family lot Public Facility (P.F.) Parcels - All public facility parcels (Cascade Bay, Ice Arena, City Hall, Police Dept.) as shown on Figure 2, with direct access to the street to be improved, are proposed to be assessed. The City's Assessment Policy states that 75% of the mill and overlay costs are assessable for local residential streets. The estimated cost per front -foot, based on the City's Assessment Policy, is $29.00 / Public Facility F.F. and is calculated as follows: • Total Front Feet (F.F.) = 590 F.F. • P.F. Street Frontage = 295 F.F., 28' f -f width Mill & Overlay — Public Facility Properties o $22,700 (Mill & Overlay Costs) / 590' Total Frontage= $38.47 o $38.47 x 75% (assessment rate) = $28.86, rounded to $29.00 / Public Facility F.F. Rocky Lane 7 Assessment Financing Options The property owner will have the option at the time of the assessment hearing to pay the full assessment or include the assessment in with their property tax statement. If the assessment is included with the property tax statement, the assessment and interest will be spread over 5 years for Residential and Public Facility properties. In 2017, the interest rate was set at 4.0%. The 2018 rate is not yet available, however, it is expected to be comparable and based on City policy will be determined by the City Council in the spring. The following payment schedule is examples of the estimated assessment from each property type with an estimated 4.0% interest for the assessed amounts, and assumes 14 months interest for the first year: I 1St Year 5th Year 1St Year 5th Year $1,135 (Residential, 5 year term) Principal /--'Yea r Interest / Year Cost / Year $227 $53._._.- $227 $9 $236 $8,555 (Public Facility, 5 year term) Principal /Year! Interest / Year I Cost/ Year - $1,711 - --! $399 ; $2,110 $1,711 i $68 $1,779 Bonds may be issued to finance the improvements. Revenue Source A summary of revenue sources is listed below: The Major Street Fund will finance the estimated street related project deficit of $12,870. The Combined Utility Fund will finance the estimated $1,400 utility improvements. Rocky Lane 8 Project Cost Property Assessment City Contribution Mill and Overlay (Including -Signage) $ 22,700 $ 14,230 $ 8,470 Repair Existing Curb & Gutter $ 4,400 - $ 4,400 Utility Improvements $ 1,400 - $ 1,400 Totals $ 28,500 $ 14,230 $ 14,270 The Major Street Fund will finance the estimated street related project deficit of $12,870. The Combined Utility Fund will finance the estimated $1,400 utility improvements. Rocky Lane 8 Project Schedule Present Feasibility Report to City Council/ Order Public Hearing........................................................................ Dec. 19, 2017 InformationalMeeting......................................................................... Jan. 8, 2018 Public Hearing.................................................................................. Jan. 16, 2018 Approve Plans and Specifications...................................................... Feb. 5, 2018 BidDate........................................................................................... March 8, 2018 AwardContract.............................................................................. March 20, 2018 Start Construction............................................................................... May 1, 2018 ProjectCompletion............................................................................ August, 2018 FinalCost Report .........................................................................September, 2018 Final Assessment Hearing...................................................................... Fail, 2018 First Payment Due with Property Tax Statement .............................. May 15, 2019 Rocky Lane 9 Appendix A Preliminary Cost Estimate City Project 1274 Rocky Lane Item No. Item Unit Unit Price Est Estimated Cost Part I - Bituminous Street Overlay I Item Unit Unit Price Est i Estimated Cost 2021.501 Mobilization LS $ 6,000.00 1 $ 6,000.00 2104.505 Remove Bituminous Pavement SY $ 6.00 10 $ 60.00 2232.501 Mill Bituminous Pavement (1- 1/4" depth, 6' Width) SY $ 1.30 470 $ 611.00 2357.502 Bituminous Material for Tack Coat GAL $ 2.50 55 $ 137.50 2360.501 SP WEA340B Wearing Course Mixture (Overlay) TON $ 55.00 80 $ 4,400.00 2360.501 SP WEA340B Wearing Course Mixture (Patch) TON $ 130.00 2 $ 260.00 2506.602 Adjust Frame and Ring Casting (Manhole) EA $ 700.00 1 $ 700.00 2563.601 Traffic Control LS $ 4,000.00 1 $ 4,000.00 SP -1 Signage Remove and Replace LS $ 500.00 1 $ 500.00 Subtotal Concrete Curb and Gutter, 8618 LF $ 23.00 $ 16,668.50 5% Contingency 2531.507 Concrete Valley Gutter- High Early SY $ $ 833.43 Subtotal 390.00 2572.503 Application of Water for Turf Establishment GAL $ 17,501.93 30% Indirect Costs $ 45.00 2575.550 Boulevard Topsoil Borrow - MnDOT 3877-2F $ 5,250.58 Part I - Bituminous Street Overlay $ 22,752.50 Item No. I Item Unit Unit Price Est i Estimated Cost Part II - Repair Existing Curb & Gutter 2104.501 Remove Concrete Curb and Gutter LF $ 10.50 40 $ 420.00 2104.505 Remove Concrete Driveway /Valley Gutter SY $ 13.00 6 $ 78.00 2105.501 Common Excavation CY $ 30.00 5 $ 150.00 2211.501 Aggregate Base, Cl. 5 (100% Crushed) TON $ 25.00 5 $ 125.00 2360.501 SP WEA340B Wearing Course Mixture (Patch) TON $ 130.00 5 $ 650.00 2504.602 Irrigation Repair EA $ 150.00 2 $ 300.00 2506.602 Adjust Frame & Ring Casting (CB) HDPE Rings EA $ 500.00 2 $ 1,000.00 2531.501 Concrete Curb and Gutter, 8618 LF $ 23.00 40 $ 920.00 2531.507 Concrete Valley Gutter- High Early SY $ 65.00 6 $ 390.00 2572.503 Application of Water for Turf Establishment GAL $ 0.10 450 $ 45.00 2575.550 Boulevard Topsoil Borrow - MnDOT 3877-2F CY $ 80.00 1 $ 80.00 2575.609 Seeding (Mn DOT 270 w/Type 5 Hydromulch) SY $ 7.50 10 $ 75.00 Subtotal $ 4,233.00 5% Contingency $ 211.65 Subtotal $ 4,444.65 30% Indirect Costs $ 1,333.40 Part II - Repair Existing Curb & Gutter $ 5,778.05 Part I - Bituminous Street Overlay $ 22,752.50 Part II - Repair Existing Curb & Gutter $ 5,778.05 Project 1274 Total Cost $ 28,530.55 Rocky Lane 10 Appendix B Preliminary Assessment Roll City Project #1274 Rocky Ln Pilot Knob Rd Commercial P.I.N. Rocky Ln 3830 Pilot Knob Rd 107530001031 295 $ 29.00 $ 8,555 Subtotal 1 295 $ 8,555 R-1 Residential P.I.N. Lot Equivalent Unit Assessment Total 1370 Rocky Ln 106870100020 1 $ 1,135 $ 1,135 1390 Rocky Ln 106870100010 1 $ 1,135 $ 1,135 ' 1365 Rocky Ln 106870100030 1 $ 1,135 $ 1,135 1350 Rocky Ln 106870100040 1 $ 1,135 $ 1,135 1340 Rocky Ln 106870100050 1 $ 1,135 1 $ 1,135 Subtotal 5 1 $ 5,675 Pilot Knob Rd Commercial P.I.N. Front Footage Unit Assessment Total I Assessment 3830 Pilot Knob Rd 107530001031 295 $ 29.00 $ 8,555 Subtotal 1 295 $ 8,555 TOTAL Frontage R-1 lots 295 50% Public Facility 295 50% Non -Assessable Frontage 0 0% Total Frontage 590 100% Rocky Lane 11 $ 14,230 2018 Street Revitalization - Project 1274 Rocky Lane Date: 11/20/2017 FIG. 1 d` �1 b 1 04#S1SH 'D L41 food Ponris Road l . 9 N 19 C X .........� . d a .. it arnmr.B,b 2018 Street Revitalization - Project 1274 Rocky Ln r �r Civic Center Drive, _ � 1 i r 1390 1370 f c Wescott Road ilk Vw .;•. 3830 Y : 5 V ie f-6 1385 11350 f 2018 Street Rehabilitation Assessable Area Zoning s R-1 Residential Single Family Public Facility I 1350 1340 C 1 zU G Deercliff Lar U WifiddcrestAvenue ,r -1 r — I Date: 1211512017 60' ROW EDGE MILL_ (6' wide) Typ. V VLr\VV J IIVVI\LV/"� I L 1..!/"1VL Existing Typical Section Rocky Lane 60' ROW 28' TYPICAL F - F 1.5" BITUMINOUS OVERLAY REPLACE EX. CURB & GUTTER AS DIRECTED 1" EXIST. BITUMINOUS COURSE WEAR VARIABLE MILL DEPTH 2" EXIST. BITUMINOUS BASE COURSE 1.25" -- 0" 6" EXIST. CLASS 5 AGGREGATE BASE Bituminous Street Overlay Rocky Lane TTER ,1,28,2017 Rocky Lane EAGAN Street Revitalization - Project 1274 Fig. 3 Typical Sections Rocky Lane Neighborhood Street Revitalization City Project No. 1274 Informational Meeting — 6:30 P.M. Monday, Jan. 8, 2018 Conference Rooms 1A&B Attendance Aaron Nelson, Assistant City Engineer, 1 resident representing 1 single family home were in attendance (see attached sign -in sheet). Presentation of Project Details Nelson welcomed the resident and presented project information, including details such as construction, costs, schedule and assessments. A short ETV video on the street improvement process was also shown. Questions/ Comments The resident attended the meeting primarily to learn about the proposed improvements. 1. How are assessments calculated? The City will pay 100% of the north side of the road since it is entirely fronted by City property. The south side of the road is entirely fronted by residential properties, and the city will split the cost of all work performed between the curbs 50/50 with the adjacent property owners. Any work in the curbs and boulevard, and the utility improvements, is paid 100% by the city. The property owner's portion is split evenly among all lots in the neighborhood. The meeting adjourned at 6:45 p.m. (s 2018 Street Revitalbutdon - Project 1274 Rocky Ln NAME 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. Rocky Lane City Project 1274 Informational Meeting Monday, January 8, 2018 6:30 p.m. 1't Floor Conference Room CONTACT INFO Agenda Information Memo January 16, 2018 Eagan City Council Meeting VI. 2018 CALENDAR YEAR CITY ORGANIZATIONAL BUSINESS Each calendar year, Organizational Business is considered at the second regular City Council meeting in January. Items to be acted upon are: A. Acting Mayor B. Official Legal Newspaper C. City Depositories D. City Council Meeting Dates E. City Council Meeting Procedures F. Council Standing Committee and Representative Appointments ACTING MAYOR Requested Action: The Mayor is asked to appoint a member of the City Council as Acting Mayor, which must be ratified by the City Council. A. Acting Mayor – There is a statutory requirement that a member of the City Council be appointed as Acting Mayor. All Councilmembers are eligible for this appointment. The Acting Mayor presides in the absence of Mayor Maguire at Council meetings and all other activities pertaining to the City of Eagan. Councilmember Paul Bakken was Acting Mayor in 2017. OFFICIAL LEGAL NEWSPAPER Requested Action: Approve retention of Burnsville/Eagan Sun Thisweek Newspaper as the City of Eagan’s official legal newspaper. B. Official Legal Newspaper – There is a statutory requirement to designate a legal newspaper as the official newspaper for the City. The City can only designate a legal newspaper of general circulation in the City as its official newspaper for publication of items required by law, and other matters that the Council deems advisable and in the public interest to be published. The City received proposals from three newspapers: Sun Thisweek, Pioneer Press and Star Tribune (received Jan. 10). Currently, Sun Thisweek is the designated official legal newspaper. The Pioneer Press does not yet have legal notices available online, so a resident would need to pay a subscription to view City notices. The Sun Thisweek is distributed for free throughout the City and is available for free at various community locations. The Star Tribune has online legal notices, but is more expensive than the Sun Thisweek. Sun Thisweek Legal Notices: Deadline: 4:00 p.m. on Tuesday for publication on Friday of the same week Publication: weekly on Fridays Attachments: (1) Proposals from Sun Thisweek, Pioneer Press and Star Tribune newspapers CITY DEPOSITORIES Requested Action: Designate Anchor Bank and US Bank Trust as the City’s depositories. C. City Depositories - Minnesota Statutes requires the City designate its depositories each year. The City currently uses Anchor Bank for its demand deposit (checking) account and US Bank Trust for settling investment purchases and maturities. At this time, no changes are proposed for 2018. CITY COUNCIL MEETING DATES Requested Action: Approve or modify the 2018 Schedule of City Council meetings as presented noting the alternate dates. D. City Council Meetings – The City Council must designate the dates and times of regular City Council meetings, which have traditionally been the first and third Tuesday of each month at 6:30 p.m. A tentative schedule is included, designating the first and third Tuesdays as regular City Council meeting dates, with the exception of: Tuesday, February 6 (Precinct Caucus) Tuesday, July 3 Tuesday, August 7 (National Night Out) Tuesday, September 18 (Yom Kipper) Tuesday, November 6 (Elections) Staff is proposing: Monday, February 5 Tuesday, July 3 No meeting Monday, August 6 Monday, September 17 Monday, November 5 A Listening Session will be held at 6:00 p.m. before each regular City Council meeting. Also included is a list of workshops to be scheduled at 5:30 p.m. the second and fourth Tuesdays of each month on an as needed basis, with the exception of August 14 (Primary Election). Staff is proposing Wednesday, August 15. The fourth Tuesday is listed as tentative and might not be used, with the exception of January 23 (Council Retreat). If the Council prefers an alternate date to the ones proposed on the schedule, this should be discussed at the meeting. Attachments: (1) Schedule of proposed regular City Council meetings and Council workshop meetings CITY COUNCIL MEETING PROCEDURES Requested Action: To acknowledge Robert’s Rules of Order as the means to conduct official business at all regular City Council meetings, and approve the guidelines for public participation in City Council meetings. E. Council Meeting Procedures – The City Council has adopted Robert’s Rules of Order to govern all business conducted at regular City Council meetings. Attachment: (1) Guidelines for public participation in City Council meetings Requested Action: Ratify Council’s past practice and policy that during election years, from the opening of the Council candidate filing period through the November election, the Visitors to be Heard segment of the meeting shall occur for a period of time not to exceed ten minutes and will not be televised. Visitors to be Heard – It has been past practice and policy that during election years, from the opening of the Council candidate filing period through the November election, the Visitors to be Heard segment of the meeting shall occur for a period of time not to exceed ten minutes and will not be televised. The filing period starts in May; thus, Visitors to be Heard is proposed to be off camera from May 15 – November 5, 2018. Requested Action: Formally ratify the practice that at least two members of the City Council must make the request of the City Administrator to place an item on an upcoming City Council agenda. Adding an Item to the Agenda – It has been the past practice of the City Council to require two members of the City Council to make a request of the City Administrator that an unscheduled item be added to a City Council meeting agenda. For example, if a resident has a concern needing a timely response and at least two members of the City Council would like to discuss the concern, the two Councilmembers could request that the City Administrator include the concern on the next workshop or regular City Council meeting. This practice of requiring two members of the City Council to place an item on an agenda does not usually apply to items of business that are already scheduled to go through the regular process and procedures such as development proposals, ordinance amendments, etc. If it is the Council’s understanding that this again be the practice for 2018, formal ratification of the policy is requested. COUNCIL STANDING COMMITTEE AND REPRESENTATIVE APPOINTMENTS Requested Action: Ratify the appointed members of Council standing committees, intergovernmental committees, Fire Relief Association and other appointments as amended. F. Council Committee Appointments – Standing committees of the City Council have been used to examine a specific subject matter at the request of the City Council. The 2018 standing committees are as follows. The Mayor and Council shall determine whether any changes to these committees should be made. Standing Committees: Communications Committee: Councilmember Tilley and Councilmember Hansen Finance Committee: Mayor Maguire and Councilmember Bakken Human Resources Committee: Mayor Maguire and Councilmember Fields Public Works Committee: Councilmember Fields and Councilmember Bakken Advisory Commission Liaisons: Advisory Parks and Recreation Commission: - Councilmember Tilley Advisory Planning Commission – Councilmember Hansen Airport Relations Committee – Councilmember Fields Energy and Environment Advisory Commission – Councilmember Bakken Intergovernmental Committee Appointments: Caponi Art Park Board – Recreation Supervisor Andersen DCC 2017-2018 Board - Councilmember Hansen (Councilmember Fields as alternate) DCC 2017-2018 Executive Board – City Administrator Osberg (Assistant City Administrator Miller as alternate) Eagan Convention and Visitors Bureau – Mayor Maguire Eagan Funfest Board – Director of Parks and Recreation Pimental LOGIS Board of Directors – Director of Finance Pepper (Assistant City Administrator Miller and IT Manager Cook as alternates) MSP Noise Oversight Committee – Assistant City Administrator Miller (Councilmember Fields as alternates) Minnesota Valley Transit Authority Board – Councilmember Hansen (Assistant Finance Director Feldman as alternate) Monthly Mayor/Manager Breakfasts – Mayor Maguire Municipal Legislative Commission Board – Mayor Maguire Other (No appointment by City Council – information only): LMC & Metro Cities Policy Advisory Committees – Councilmember Hansen Metro Cities Board of Directors – Councilmember Hansen Testimony at Legislature – all as needed Fire Relief Association Board of Trustees – State Statute 424A.04 requires that a relief association that is directly associated with a municipal fire department must be managed by a board of trustees consisting of nine members. Six trustees must be elected from the membership of the relief association and three trustees must be drawn from the officials of the municipality served by the fire department to which the relief association is directly associated. The three municipal trustees must be one elected municipal official and one elected or appointed municipal official who are designated as municipal representatives by the municipal governing board annually and the chief of the municipal fire department. In addition to Fire Chief Scott, the annual designations have been the Mayor and Director of Finance Pepper. SIy,R'hisweek December 2017 City of Eagan City Council 3830 Pilot Knob Road Eagan, MN 55122 Dear City Council Members: Please accept the following bid from the Burnsville/Eagan Sun Thisweek for legal newspaper designation for the City of Eagan. This newspaper is qualified by the State of Minnesota as a legal newspaper under Minnesota Statutes Section 331A.02, Subd. 1. The following rate structure for legals is effective January 1, 2018: Per column inch rate: $8.50 Characters per inch: 320 Lines per inch: 9 A notarized affidavit will be provided for each notice published. Additional affidavits are $2.50 each. A $20.00 charge will be assessed on legal notices that require typing. All published legal notices are posted on the Sun Thisweek website at no additional charge. The Sun Thisweek is published weekly on Fridays. The deadline is 4:00 p.m. on Tuesday for publication on Friday of the same week. Please email legal notices to publicnotice@ecm-inc.com. Thank you for considering the Sun Thisweek as the official newspaper for the City of Eagan for the upcoming year. We appreciate the opportunity to serve the needs of your community. Sincerely, Michael Jetchick Sales Manager 15322 Galaxle Avenue #219 Apple Valley, MN 55124 - 952-894-1111 - SUNTHISWEEK.COM TwInCities 10 River Park Plaza •Suite 700 • St. Paul, MN 55107 Christina Scipioni City of Eagan Christina — Thank you for the opportunity to bid on the public notice publications for the City of Eagan. The Saint Paul Pioneer Press is a Daily Newspaper located in Saint Paul, MN, primarily serving Ramsey, Dakota, Washington, and Anoka counties and Western Wisconsin. Our Legal Publication rates for all notices are as follows: $6.00 per column inch for aone-time publication $5.50 per column inch for each additional publication Our circulation numbers for Sunday Full Run are as follows: Full Run — 227,064 *All notices will be published full run. Deadline to submit a notice is 12pm the day prior to the day you'd like your notice to run. Friday at 12pm is the deadline to submit a notice running on Saturday, Sunday, or Monday. All legal notices can be emailed to Emily Kunz ekunz@pioneerpress.com and legals@pioneerpress.com. Thank you for considering the Saint Paul Pioneer Press as the official legal newspaper for the City of Eagan for 2018. Please let me know if you have any questions, we look forward to partnering with you. Thank you, r Rod Rankin — M�r�place General Manager Affirmative Action, Equal Opportunity Employer. Christina Sci ioni From: Weicker, Daniel <Daniel.Welcker@startribune.com> Sent: Wednesday, January 10, 2018 10:36 AM To: Christina Scipioni Subject: RE: Star Tribune Legal Notice Information Request Hello Christina, I am pleased to announce that due to feedback from cities like yours, The Star Tribune will be reducing our public notice publishing rates to only $1.31 per line. This rate is comparable to $11.79 per 9 line column inch but unlike other publications you only pay for the lines you use. Please call or email me directly if you have any questions or would like any more information. You can find more information on this update below: • Expand your reach and visibility • All notices are published online at Star Tribune.com at no extra charge • Stop paying for unused white space and start paying by the line instead of the column inch • No need to wait, run any day of the week with our daily publications • Notarized affidavits are provided for each noticed published Full Run Circulation: Monday 140,910 Tuesday 140,910 Wednesday 178,840 Thursday 178,840 Friday 178,840 Saturday 135,560 Sunday 399,120 *All notices will be published full run Deadlines: • Two days prior to first publication date at 4pm CST o Publication Date Deadline Monday Friday 4pm Tuesday Friday 4pm Wednesday Monday 4pm Thursday Tuesday 4pm Friday Wednesday 4pm Saturday Thursday 4pm Sunday Friday 4pm Proofs of Notice 1 • Will be emailed within 24 hours of receipt. Affidavits • Affidavits 24-48 business hours after last publication date Billing: Notices are billed on last run date. Contact to Place Notices: • LegalAds@startribune.com Account Coordinator: Josh Windschill 612-673-7688Josh.Windschill@startribune.com Josh will be your regular contact. Hours: 12pm -6pm. Account Executive: Daniel Weicker 612-673-4231 Daniel.Weicker@startribune.com Sales Manager: Michelle Ladyzhynsky 612-673-4507 Michelle.Lad Thanks, Daniel DANIEL WEICKER I ACCOUNT EXECUTIVE ( STAR TRIBUNE o 612-673-4231 ! c 612-499-4197 1 Daniel.weicker@startribune.com 650 3rd Ave S I Minneapolis, MN 155488 2018 SCHEDULE OF REGULAR CITY COUNCIL MEETINGS AND JANUARY 2019 MEETINGS JANUARY 2 MAY 15 OCTOBER 2 JANUARY 16 JUNE 5 OCTOBER 16 FEBRUARY 5 1 Monday JUNE 19 NOVEMBER 5 5 Monday FEBRUARY 20 JULY 3 2 No Meeting NOVEMBER 20 MARCH 6 JULY 17 DECEMBER 4 MARCH 20 AUGUST 6 3 Monday DECEMBER 18 APRIL 3 AUGUST 21 JANUARY 2, 2019 6 Wednesday APRIL 17 SEPTEMBER 4 JANUARY 15, 2019 MAY 1 SEPTEMBER 17 4 Monday 1 Monday, February 5 due to Precinct Caucus 2 Tuesday, July 3 No meeting due to Independence Day 3 Monday, August 6 due to National Night Out 4 Monday, September 17 due to Yom Kipper 5 Monday, November 5 due to Elections 6 Wednesday, January 2 due to New Year’s Day There will be a Listening Session at 6:00 p.m. before each regular Council meeting. 2018 SCHEDULE OF SPECIAL CITY COUNCIL MEETINGS, AND FIRST JANUARY 2019 MEETING JANUARY 9 MAY 22 (tentative) OCTOBER 9 JANUARY 23 (Council Retreat) JUNE 12 OCTOBER 23 (tentative) FEBRUARY 13 February 27 (tentative) MARCH 13 JUNE 26 (tentative) JULY 10 JULY 24 (tentative) NOVEMBER 13 NOVEMBER 27 (tentative) DECEMBER 11 MARCH 27 (tentative) AUGUST 15 1 Wednesday No tentative meeting the week of Christmas APRIL 10 AUGUST 28 (tentative) JANUARY 8, 2018 APRIL 24 (tentative) SEPTEMBER 11 JANUARY 22, 2018 (tentative) MAY 8 SEPTEMBER 25 (tentative) 1Wednesday, August 15 due to Primary Elections __________________________________________________________________ Eagan City Council Meeting Procedures And Public Participation Guidelines ____________________________________________________________________________________________________________________________________ Welcome to a meeting of the Eagan City Council. In order to ensure that this and future Council meetings can be meaningful for the attending public, the City Council uses a set of rules to govern the conduct of its meetings. These “Rules of Procedure” are for the convenience of those attending the meeting. The City Council follows “Robert’s Rules of Order” for conducting official business. The following is a brief summary of the order of business for a City Council meeting which may be of interest. COUNCIL MEETING PROCEDURES Order of Business The schedule for a Council meeting is shown on the Agenda. An agenda is simply a list of business to be considered at a meeting and includes: • Roll Call & Pledge of Allegiance • Adopt Agenda/Approve Minutes • Consent Agenda • Public Hearings • Old Business • New Business • Legislative/Intergovernmental Affairs Update • Economic Development Authority • Administrative Agenda • Visitors to be Heard (10 minute total time limit) • Closed Session To find out about specific agenda items, refer to the City Web site at www.cityofeagan.com, or call the Municipal Center at (651) 675-5000. Agendas are available at the entrance to the Council Chambers at the time of meetings. ROLE OF THE PUBLIC The City Council welcomes the public to all Council meetings, workshops, and hearings and encourages individuals to express opinions during these meetings. To keep the agenda moving smoothly, the Council has adopted basic guidelines for making presentations before the Council. The purpose of these guidelines is: • To provide for an orderly meeting. • To provide equal and adequate time for review and consideration of agenda items. • To provide equal rights to all members of the public who address the Council. • To provide the City Council with an equal and rational approach to all decisions. Eagan City Council Meeting Procedures Page 2 MEETING CONDUCT GUIDELINES The City Council has established the following guidelines for the conduct of City Council meetings: 1. Persons attending a Council meeting may address the Council at the time at which specific items appear on the agenda. 2. When addressing the Council, the presenter shall approach the podium and begin presenting by stating his/her name and address. 3. All persons who speak must address the Mayor. 4. At public hearings, all audience remarks are limited to four (4) minutes and shall be addressed to the Mayor. Each person may speak only once. The Mayor may use discretion whether to allow repeat statements. 5. Presentations concerning items will be heard only upon approval of the Mayor. 6. To help maintain order, applause or other disturbances are discouraged. 7. Petitions should be presented to the City Administrator. 8. Audience members are encouraged to address the Council but can’t make motions or otherwise participate in the meeting. NON-AGENDA ITEMS Individuals wishing to appear at regular meetings of the City Council relative to items not included on an agenda may speak or make presentations under the sections of the agenda entitled, Visitors to be Heard.* The Visitors to be Heard section at the end of the meeting and the total time limit for all speakers is 10 minutes. No Council action on a visitor’s presentation should be expected at this meeting, since the Council will want to study all proposals or requests before making a decision. *LISTENING SESSIONS are held prior to each regular City Council meeting (generally beginning at 6:00 p.m. in the Eagan Room of City Hall), also for the purpose of addressing items not included on the City Council Agenda. Individuals wishing to address the City Council may speak or make presentations in this less formal meeting environment. THE CONSENT AGENDA The Eagan City Council uses a Consent Agenda for routine items needing little or no deliberation. Those items are identified on the agenda and are approved with one vote unless a councilmember or citizen requests that the item be discussed or considered separately. PUBLIC HEARINGS Certain items on the agenda are identified as Public Hearings. These are formal proceedings giving citizens an opportunity to express their concerns on a specific issue. Some issues on which the Council is required to hold public hearings are the annual budget, public improvement projects, and levying of special assessments. The Council endeavors to complete action on each issue the same night as the hearing. However, there may be circumstances where additional information or action is needed making it desirable to defer action until a later date. Depending on the situation, the hearing may be closed or continued to a future meeting date. Eagan City Council Meeting Procedures Page 3 GENERAL HEARING PROCEDURES 1. Mayor opens the hearing. 2. Staff describes the proposal. 3. Formal action is taken to close the hearing. 4. The hearing is closed. 5. Council takes action on the issue or defers decision. HOW THE COUNCIL VOTES Three members of the Council constitute a quorum. A majority vote is needed to adopt motions and general resolutions. A vote of 3/5 is required for most ordinances. Hearings on preliminary reports for improvements, comprehensive plan revisions, and zoning ordinance changes require a 4/5 vote. Publication of an ordinance in the official newspaper of the City is required before it actually takes effect. MEETING DATES With few exceptions, the City Council meets at 6:30 p.m. on the first and third Tuesdays of each month in the Council Chambers of the Municipal Center Building located at 3830 Pilot Knob Road. The Council also meets in special session as needed with notice of these meetings posed at the Municipal Center Building and on the City Web site, www.cityofeagan.com. Occasionally meeting dates are changed to avoid conflicts with holidays or other events. The City Web site provides the most up-to-date information on specific meeting dates. CABLE AND WEBCASTING With few exceptions, the regular City Council meetings are televised live on Eagan-TV channel 16. These meetings are also Webcast, via Webcast Central at www.cityofeagan.com. Cable replay information is available by calling Eagan-TV or on their Web site at www.Eagan-TV.com. Copies of a televised City meeting are available by contacting Eagan-TV at (651) 848-4698. Updated 1-13-14 Agenda Information Memo January 16, 2018, Eagan City Council Meeting OLD BUSINESS A. Comprehensive Guide Plan Amendment – Justman Freight Action To Be Considered: To implement a Comprehensive Land Use Guide Plan Amendment from LD (Low Density) to IND (Limited Industrial) upon approximately 7.5 acres located southwest of Red Pine Lane and Hwy 3, (or direct preparation of findings of fact for denial). Required Vote For Approval:  Comprehensive Guide Plan Amendments – At least four votes Facts:  The Applicant is requesting a change in the land use designation from LD (Low Density) to IND (Limited Industrial), for 4 parcels of land.  The property is currently zoned R-1 (Residential Single Family) and is surrounded by R-1 property; save for the vacant property to the east across Hwy. 3, currently zoned Neighborhood Business.  A single family home is located on the northern portion of the site, an accessory building is on the NW portion of the site and a ~7,000 SF building is located in the middle of the site. This building was constructed in 1980.  Platted ROW lies between the two southern parcels, although the street has not been constructed.  Site history dates back to 1965 when the property was platted.  The two northern parcels have been zoned R-1 since 1984, previous to that they were zoned Agricultural.  The two southerly parcels were rezoned from Ag to General Business in 1977. The conclusion of the 2002 SE area study rezoned the property to R-1 and it has remained the same since.  The existing truck terminal is a legal non-conforming use that cannot be expanded with the current zoning.  The concept plan identifies a new 9,600 SF building which would be an expa nsion of the existing operations.  The APC had a significant amount of discussion regarding environmental impacts, permitted uses in Industrial zoning and the City’s long-term vision for the area.  The Advisory Planning Commission (APC) held a Public Hearing on June 27, 2017 and recommended denial on a 7-0 vote.  The City Council, at their regular November 6, 2017 meeting, directed staff to submit the request to the Metropolitan Council.  The Metropolitan Council returned an approval letter for the 7.5 acres received on January 5, 2018. Issues:  The City received multiple e-mail correspondences after the City Council meeting on November 6, 2017 from neighbors regarding their concerns with the proposal. The e-mails are included as attachments for your review. These individuals were provided a courtesy notification via e-mail of tonight’s meeting. 60-Day Agency Action Deadline: N/A Attachments: (7) OBA-1 Location Map OBA-2 November 16, 2017 CC Minutes OBA-3 Planning Report OBA-4 Report Exhibits OBA-5 Met Council approval letter re: Comp Guide Amendment OBA-6 Correspondence OBA-7 Neighborhood petition SPRUCE CIRSPRUCE STREET SYCAMORE DRIVEPINE LANEBROOKLY N CT CAYLIN CT TWINS CTBROOKLY N A V E120TH ST MA J ESTICOA K S C T WESTONH I LLS CT STRATFORDLANEWESTON HILLS DRIVEWATERVIEWCOVE FARM ROAD R E D PINE LN BISCAYNE AVEREDPIN ECTWOODLAND WAY MAJESTIC OAKS PLC.S.A.H. NO. 32 DODDROADREDPOLL CTWHITEPI NE WAYWESTONHILLSDR SYCAMORE DRFAWN RID G E T RAI L NORTHHAYLAKER O A D WHITETAILWAYCA R IB OULNN.HAY LAKE R D O V ERHILL ROAD S.HAY LAK E ROADSG REEN L E A F DRACORNST W GREENLEAF DRN GREENLEAF DR E GR EENLEAFDRE GREENLEAF DRD O D D R O A D O AKPONDR O A D WGREENLEAFDRRED PINE LN MCFADD ENS TRA ILISABELLECTROSA CT SHELERUD DR P INECONETRLP I NECONECIRDODDROADMCFADDENSTRA I L MANORDRMANOR DR TAMIE AVE ALLAN LANE MIDDLE LANE WESTONHILLSDRIVEOAKPON D RDOA K P OND CI RWESTON HILLS PL WHITE PINE WAYSYCAMORE CTC.S.A.H. NO. 32 TODD AVE D O D DROADTAMIEAVEBRISTOLBLVDC.S.A .H.NO.32 (CLIF F ROAD)C.S.A .H.NO.32 (CLIF F ROAD)C.S .A .H. NO. 32 (CHICAGO,MILWAUKEE,ST.PAUL&PACIFICRAILROAD)7 SOO LINE RRGUN CLUB ROAD C.M.ST.P.&P.R.RSOOLINERAILROAD(SOUTH ROBERT TRAIL)STATETRUNKHWY.NO.3MARSH COURT NAUVOO LANEREDPINELANE PARKSIDE COURTPARKSID ECIR C L ESWEET ST HiddenCornerPark HistoricHolzFarm Park SouthOaksPark OakPondHills Park Park Lebanon HillsRegional Park HolzFarmPark Location Map 0 1,000 2,000500Feet ´ §¨¦35E §¨¦494 Cliff Rd Diffley Rd Yanke e Doodle Rd Lone Oak Rd Map Area Extent Project Name: Justman FreightRequest: Comprehensive Guide Plan Amendmen tCase No: 36-CG-01-05-17 Subject Site City Council Meeting Minutes November 6, 2017 7 page NEW BUSINESS Comprehensive Guide Plan Amendment – Justman Freight City Administrator Osberg introduced the item noting before the Council is consideration of a Comprehensive Guide Plan Amendment to change the land use upon approximately 7.5 acres located southwest of Red Pine Lane and Highway 3. The applicant is requesting a change in the land use designation from Low Density to Limited Industrial upon 4 parcels. City Planner Ridley gave a staff report and provided a site map. Logan Tjossem, Widseth, Smith, Nolting (WSN), representing Mike Neisus, Justman Frieight, gave a presentation on the request and was available for questions. Mayor Maguire opened the public comment. Darrel Swanson, AB Systems, spoke in favor of the Comprehensive Guide Plan Amendment. Mike Neisus, owner, provided a brief summary of the request. Eugene Im, 4850 Dodd Road, noted concerns regarding a rezoning and possible future uses. There being no other public comment, Mayor Maguire turned the discussion back to the Council. The Council discussed the Comprehensive Guide Plan Amendment. Councilmember Bakken noted the property line to the south is nonconforming. Councilmember Fields moved, Councilmember Bakken seconded a motion to direct staff to submit to the Metropolitan Council a Comprehensive Guide Plan Amendment to change the land use designation from LD (Low Density) to IND (Limited Industrial) upon approximately 7.5 acres located southwest of Red Pine Lane and Highway 3, and direct staff to have a discussion with the south property owners regarding boundary lines. Aye: 5 Nay: 0 Rezoning / Comprehensive Guide Plan Amendment – City of Eagan City Administrator Osberg introduced the item noting the action before the Council is to consider directing staff to submit the Comprehensive Guide Plan Amendment application to the Metropolitan Council for the properties located at 3940 Rahn Road and 4701 Galaxie Avenue. Both sites are zoned Public Facility and guided Quasi‐Public/Institutional and contain fire stations that are no longer in use. City Planner Ridley gave a staff report and provided a site map. Mayor Maguire opened the public comment. Forrest Godfrey, 1929 Berkshire Drive, noted he was unsure of what is being proposed at the site and asked the Council to provide another time for comments once the zoning is determined. Edward Finley, 3520 Widgeon Way, raised concerns about the Request For Proposal process. Staff responded to Mr. Finley. Councilmember Hansen moved, Councilmember Tilley seconded a motion to direct staff to submit the Comprehensive Guide Plan Amendment application to the Metropolitan Council for the properties located at 3940 Rahn Road and 4701 Galaxie Avenue. Aye: 5 Nay: 0 Planned Development Amendment ‐ Walser PLANNING REPORT CITY OF EAGAN REPORT DATE: June 22 2017 CASE: 36-CG-01-05-17 APPLICANT: Widseth, Smith, Nolting HEARING DATE: June 27, 2017 PROPERTY OWNER: Mike Neisius APPLICATION DATE: May 30, 2017 REQUEST: Comprehensive Plan Amendment PREPARED BY: Sarah Thomas LOCATION: 4855 Robert Trail S (Lot 1 Block 3, Lot 1 Block 4, and Part of Outlot B, Dodd View Addition; Lot 1 Block 1 Neisius Addition) COMPREHENSIVE PLAN: LD, Low Density Residential ZONING: R-1, Residential Single Family SUMMARY OF REQUEST The applicant is requesting approval of a Comprehensive Guide Plan Amendment to change the land use designation from LD, Low Density, to IND, Limited Industrial to allow expansion of a truck terminal upon approximately 7.5 acres located west of Hwy. 3 and south of Red Pine Lane in the SW ¼ of Section 36. AUTHORITY FOR REVIEW Comprehensive Guide Plan Amendment: The city’s Comprehensive Guide Plan was prepared pursuant to Minnesota Statutes, Section 473.864. As defined by statute, the Land Use Plan is a guide and may be amended from time to time as conditions change. The city’s Guide Plan is to be implemented by official controls such as zoning and other fiscal devices. The creation of land use districts and zoning is a formulation of public policy and a legislative act. As such, the classification of land uses must reasonably relate to promoting the public health, safety, morals and general welfare. When a change to a city’s Comprehensive Guide Plan is requested, it is the city’s responsibility to determine if the change is in the best long-range interests of the city. The standard of review of a city’s action in approving or denying a Comprehensive Guide Plan amendment is whether there exists a rational basis. A rational basis standard has been described to mean having legally sufficient reasons supportable by the facts which promote the general health, safety and welfare of the city. Planning Report – Justman Freight June 27, 2017 Page 2 BACKGROUND/HISTORY Dodd View Addition was platted in 1965. The property at that time was zoned agriculture. In 1977, a rezoning from A (Agriculture) to GB (General Business) was approved for the southern two parcels, and the R-1 zoning designation was adopted for the northern parcels between 1983 and 1984. The current use as a truck terminal, is non-conforming with the present zoning, meaning that the use and structures may be maintained but cannot be expanded or improved. Neisius Addition was platted in 2002. The Final Plat created one single family lot combining a portion of Outlot B and Outlot C, Dodd View Addition. The lot totals 3.1 acres and receives access from Red Pine Lane. MNDOT was consulted about the lot and did not require additional right-of- way. A single family home was constructed on 2002 and remains on the property. Mr. Neisius applied for a Comprehensive Guide Plan Amendment for the subject property on February 13, 2001. A staff report was prepared for the Advisory Planning Commission meeting scheduled for March 27, 2001. That same day, the City received a letter on behalf of Justman Freight requesting that the request be pulled from the agenda and postponed to work out issues that had recently surfaced. In April of 2001, the City adopted an interim ordinance moratorium in SE Eagan which lasted until February 22, 2002. During that time, the City Council decided on Low Density land use designation for all property in the SE Eagan study area. The study area included property on either side of Highway 3 over to Biscayne Avenue between Red Pine Lane and the West End Gun Club and the former Farm Road, including the Justman Freight property. Mr. Neisius withdrew the application on February 8, 2002, due to the City Council discussion regarding maintaining the low density residential land use designation on the property. Since then, Mr. Neisius has contacted City staff on several occasions to discuss the industrial use on his property. Any improvements or expansions would be inconsistent with the City’s non- conforming uses ordinance. To achieve a conforming use status, a land use amendment from LD (Low Density Residential) to IND (Limited Industrial) must be acquired. Such a land use change would then allow the rezoning of the property to I-1 (Limited Industrial), a zoning district in which truck terminals are allowed as a conditional use. A Subdivision to separate the single family home would be required and that property would retain the current zoning designation of R-1 and guide plan designation of LD. EXISTING CONDITIONS The property consists of four parcels. A single family home is located on the northe rn portion of the site. An accessory building is located on the northwesterly portion of the site, on Outlot B. The property contains a 6,860 sq. ft. pole building that was constructed in 1980 and is occupied by Justman Fright Company. There is platted right-of-way between the two southern parcels. This street has not been constructed. An accessory building is located across property lines of the southernmost parcel and the property located at 4895 Robert Trail South. Planning Report – Justman Freight June 27, 2017 Page 3 SURROUNDING USES The following existing uses, zoning, and comprehensive guide plan designations surround the subject property: Existing Use Zoning Land Use Designation North Single Family Residential R-1, Residential Single LD, Low Density Residential East Hwy. 3/Vacant NB, Neighborhood Business RC, Retail Commercial South Warehouse Buildings R-1, Residential Single LD, Low Density Residential West Single Family Residential R-1, Residential Single LD, Low Density Residential EVALUATION OF REQUEST Proposal – The applicant is proposing a change in the land use designation of this 7.5-acre site from to LD, Low Density to IND, Limited Industrial to allow for improvements and expansion of the current use. The applicant’s narrative describes the history of the site and need for expansion. Compatibility – The current Comprehensive Guide Plan designates this property as LD, Low Density Residential. The LD designation allows for development of residential uses at a density of 0-4 units per acres. Surrounding properties also have a land use designation of LD and are developed. Across Hwy. 3 to the east, the property south of Red Pine Lane is designated as RC, Retail Commercial and is vacant. Earlier this year the City Council directed staff to send a land use amendment to the Metropolitan Council after receiving an application to reguide the approximate 10 acre site across Hwy. 3 from RC, Retail Commercial to LD, Low Density Residential, for a residential development. The Metropolitan Council responded that the City was able to implement the amendment; however, a subsequent rezoning and subdivision application has not yet been received. Land Use History – The City’s 1980 Comprehensive Guide Plan assigned a land used designation of R-II (Mixed Residential 3-6 units per acre) to this property. The R-II land use designation also appears on the land use maps prior to 1980. In later land use maps, the property remained Planning Report – Justman Freight June 27, 2017 Page 4 designated for residential use with the classification of D-II, Mixed Residential 0-6 units per acre. The Comprehensive Guide Plan was amended in 2001 and a land use designation of LD, Low Density Residential (0-4 units per acre) was assigned to this site and the surrounding properties. The LD designation was remained the same since. Zoning History – According to the applicant’s narrative, the existing uses have operated on this site for 40 years. The two southerly parcels were rezoned from Agriculture to GB in 1977. On September 7, 2002, the City Council adopted a new Zoning Map to incorporate zoning changes identified during the 2000 Comprehensive Plan process, and all zoning changes approved by the City Council since the last map dated June 29, 2000 through July 2, 2002, including the SE Eagan Study Area parcels. The R-1 zoning designation has remained on the property since. The R-1 zoning of the northern parcels has been in place since 1984. The two northern parcels show an Agriculture zoning designation on the 1983 zoning map and R -1 in 1984. Other surrounding properties were zoned Agriculture since before 1976, and on the 1984 and later zoning maps appear with an R-1 zoning designation. Subdivision and Platting – The property will need to be subdivided and replatted in order to accomplish the development plan that the applicant has presented with this application. That plan will also require the submission of an application by the applicant for the vacation of a portion of city right-of-way. A separate public hearing and approval of the vacation by the City Council is necessary. Replatting will require review of the plat by the Minnesota Department of Transportation. Landscaping – There is currently little landscaping on the site. Future development or improvements to the site will be subject to compliance with the City’s landscape ordinance. Tree Preservation – There is little significant vegetation on the subject site, and compliance with the City’s Tree Preservation Ordinance will be determined at the time a specific development proposal is submitted. Parks and Recreation – This site will be subject to park and trail dedications and it is likely that such dedications will take the form of cash. ENVIRONMENTAL IMPACTS Topography – The site is relatively flat and there is little significant vegetation on the site. Wetlands – Because there are no wetlands on site, City Code §11.67, wetland protection and management regulations, does not apply. Tree Preservation – Standard Tree Preservation requirements will apply at time of Subdivision; however, the majority of the site has been development. Planning Report – Justman Freight June 27, 2017 Page 5 Airport Noise Considerations – The City of Eagan considered airport noise as a factor in its Comprehensive Land Use Guide Plan and has subsequently adopted zoning standards to assist with noise mitigation that are consistent with Metropolitan Council requirements. The subject site is not located within the designated contours of the Airport Noise Policy Zones and as such, no noise mitigation measures are required. INFRASTRUCTURE IMPACTS Storm Drainage – The entire site lies within Drainage District L1 (as designated in the City Storm Water Management Plan – 2007). The northern half of the site drains to the east, enters a swale along State Highway 3 that routes it to the north into the existing storm sewer system, connects into City pond LP-26.3, and ultimately continues into Fitz Lake to the north. The southern half of the site drains to the south towards City pond LP-22.1. Any development of this property will be subject to the codified post-construction storm water requirements for storm water volume and pollutant control, and to MN Department of Transportation storm water permit requirements for discharge to Highway 3 right-of-way. Sanitary Sewer – Lateral sanitary sewer of sufficient size, depth, and capacity is available through the middle of the property, and to the east along Highway 3, for connection with development of the entire property. Sanitary sewer District C (as designated in the City’s Comprehensive Sanitary Sewer Plan) serves the entire site. Water Main/Supply – Lateral water main of sufficient size and capacity is available through the middle of the site, to the north along Red Pine Lane, and to the east along Highway 3 for connection and extension with development of the property. Water Quality – Any development will need to comply with the City’s Post Construction Stormwater Management Requirements (City Code §4.34) for stormwater management and surface water quality, including Runoff Rate Control and 1.1” Volume Control. These regulations include: design standards for volume control and reduction; total phosphorus control; total suspended solids control; oil and grease control; and runoff rate control – performance standards. They also provide for: minimization of impervious surface area and maximization of infiltration and retention; acceptable complementary stormwater treatments; pond requirements; regional ponding; and maintenance of private stormwater facilities. Streets/Access/Transportation – Access to the site is currently provided in three locations. The northeastern parcel with the single family home (660 Red Pine Lane) has a loop driveway that connects with Red Pine Lane. This parcel is proposed to be subdivided in the future with the northern portion remaining as a residential land use with no change in access. The northwestern parcel (Outlot B, Dodd View Addition) has a driveway onto Red Pine Lane. This parcel is also proposed to be subdivided with the northern portion remaining as a residential land use. The southern two parcels (Lot 1, Block 4, Dodd View Addition and Lot 1, Block 3, Dodd View Addition) share an access onto TH 3. There is another access onto TH 3 that can be accessed through the parking lot on the parcel south of Lot 1, Block 3. Both accesses are located where Planning Report – Justman Freight June 27, 2017 Page 6 City right-of-way abuts TH 3, which is under the jurisdiction of the MN Department of Transportation (Mn/DOT). Mn/DOT typically reviews development proposals when the plat is prepared. Mn/DOT reviewed this property in 2013 and had concerns with the number of accesses onto TH 3, the entrances being located on a curve, access spacing from Red Pine Lane, and the lack of turn lanes and bypass lanes on TH 3. When Mn/DOT reviews any proposed development of this property, they may require modifications to the entrance and/or the construction of dedicated turn lanes or bypass lanes. The City of Eagan Transportation Plan (August 2008) indicates that Highway 3, from the south City Limits to the east City Limits, will be overcapacity by 2030, so access management is especially important along this corridor for both safety and mobility purposes. Also, the Dakota County Regional Roadway Visioning Study (August 2010) concluded TH 3 will need to be expanded from 2 to 4 lanes from Cliff Road to Highway 55 in order to meet 2030 demands. If the land use guide stayed residential, it would be appropriate for any future residential development to have access brought to the west within the existing city right-of-way to Dodd Road. No access would likely be provided to Highway 3 for a residential land use. Easements/Permits/Rights-of-Way – City right-of-way currently extends through the site to connect Dodd Road and Highway 3 in two locations. Neither right-of-way has an improved street, however, the northern right-of-way has public water and sanitary sewer, and both locations also have private utilities. If the right-of-way were vacated for any development, public drainage and utility easements would need to remain. COMPREHENSIVE LAND USE IMPACTS Land Use Designations – IND is a general land use category which provides areas for manufacturing, warehousing and goods movement/distribution. The Comprehensive Guide Plan specifies which zoning districts are considered consistent and compatible with each land use designation. Compatibility – According to the City of Eagan’s Comprehensive Guide Plan, due to the high intensity of industrial uses, buffering and other mitigation techniques may be required to make them compatible with lower intensity uses, particularly residential uses. Industrial uses are generally compatible with office, retail and service uses, given appropriate design treatment. With adequate buffering and attractive architectural treatment, light industrial uses with low levels of truck traffic can be compatible in close proximity to some residential uses. Access Needs – Generally speaking, industrial uses can generate substantial amount of truck traffic and should be located along arterial and busy collector roads. Convenient access to the regional transportation system is also important to accommodate truck traffic and ensure minimal conflict of truck and local/residential traffic. Physical Suitability – The Comprehensive Plan states that physical requirements of IND uses generally occur within large footprint buildings and associated parking/storage lots that require large sits with few development constraints (e.g. steep slopes, wetland, woodlands). Planning Report – Justman Freight June 27, 2017 Page 7 The submitted concept plan lacks specification in relation to bulk standards and building materials to review at this time; however, compliance will be determined at the time a specific development proposal is submitted. SUMMARY/CONCLUSION Justman Freight is requesting approval of a Comprehensive Guide Plan Amendment to change the land use designation of LD, Low Density to IND, Limited Industrial, for this 7.5 acre site to allow an expansion of the existing truck terminal which is currently a non-conforming use. The site is bound by single family homes although the current use has occupied the site for many decades. The question of the appropriate long-term future for this property is a policy matter for City Officials. The small area study performed by the City that concluded in 2002 determined that this industrial pocket adjacent to low density residential was not an appropriate long-term use; as such, the City Council re-guided and rezoned the property to accommodate low density residential. This request by Justman Freight represents a significant departure from the City’s ultimate vision for this area. ACTION TO BE CONSIDERED To recommend approval of a Comprehensive Guide Plan Amendment to change the land use designation from LD, Low Density, to IND, Limited Industrial for a truck terminal upon approximately 7.5 acres located west of Hwy. 3 and south of Red Pine Lane in the SW ¼ of Section 36. SPRUCE CIRSPRUCE STREET SYCAMORE DRIVEPINE LANEBROOKLY N CT CAYLIN CT TWINS CTBROOKLY N A V E120TH ST MA J ESTICOA K S C T WESTONH I LLS CT STRATFORDLANEWESTON HILLS DRIVEWATERVIEWCOVE FARM ROAD R E D PINE LN BISCAYNE AVEREDPIN ECTWOODLAND WAY MAJESTIC OAKS PLC.S.A.H. NO. 32 DODDROADREDPOLL CTWHITEPI NE WAYWESTONHILLSDR SYCAMORE DRFAWN RID G E T RAI L NORTHHAYLAKER O A D WHITETAILWAYCA R IB OULNN.HAY LAKE R D O V ERHILL ROAD S.HAY LAK E ROADSG REEN L E A F DRACORNST W GREENLEAF DRN GREENLEAF DR E GR EENLEAFDRE GREENLEAF DRD O D D R O A D O AKPONDR O A D WGREENLEAFDRRED PINE LN MCFADD ENS TRA ILISABELLECTROSA CT SHELERUD DR P INECONETRLP I NECONECIRDODDROADMCFADDENSTRA I L MANORDRMANOR DR TAMIE AVE ALLAN LANE MIDDLE LANE WESTONHILLSDRIVEOAKPON D RDOA K P OND CI RWESTON HILLS PL WHITE PINE WAYSYCAMORE CTC.S.A.H. NO. 32 TODD AVE D O D DROADTAMIEAVEBRISTOLBLVDC.S.A .H.NO.32 (CLIF F ROAD)C.S.A .H.NO.32 (CLIF F ROAD)C.S .A .H. NO. 32 (CHICAGO,MILWAUKEE,ST.PAUL&PACIFICRAILROAD)7 SOO LINE RRGUN CLUB ROAD C.M.ST.P.&P.R.RSOOLINERAILROAD(SOUTH ROBERT TRAIL)STATETRUNKHWY.NO.3MARSH COURT NAUVOO LANEREDPINELANE PARKSIDE COURTPARKSID ECIR C L ESWEET ST HiddenCornerPark HistoricHolzFarm Park SouthOaksPark OakPondHills Park Park Lebanon HillsRegional Park HolzFarmPark Location Map 0 1,000 2,000500Feet ´ §¨¦35E §¨¦494 Cliff Rd Diffley Rd Yanke e Doodle Rd Lone Oak Rd Map Area Extent Project Name: Justman FreightRequest: Comprehensive Guide Plan Amendmen tCase No: 36-CG-01-05-17 Subject Site HWY 3HWY 3HWY 3Red Pine LaneMarsh CourtFarm RoadGun Club RoadDodd RoadWaterview CoveRed Pine LaneDodd RoadRed Pine LaneDodd Road 200 0100 Feet´This map is for reference use only. This is not a survey and is not indtended to be used as one.Aerial photo-Spring 2016Project Name: Justman FreightRequest: Comprehensive Guide Plan AmendmentCase No.: 36-CG-01-05-17 SOUTH ROBERT TRAIL/HIGHWAY 3RED PINE LANE +/- 4.88 ACRESPROPOSED CHANGE TOIND-LIMITED INDUSTRIALNEW LANDSCAPE BUFFERPROPOSED9,600 SFBUILDINGEXISTINGBUILDINGPROPOSEDPAVEMENTAPPROX. 206'120.00'80.00'LEGENDEXISTING AND PROPOSEDGREEN SPACEPROPOSED TREES FORLANDSCAPE BUFFERPROPOSED NEW BUILDINGAREA OF PROPOSED COMPREHENSIVEGUIDE PLAN AMENDMENTEXISTING TREEPROPOSED OVERHEAD DOOREXISTINGPAVEMENTEXISTINGPAVEMENT© 2017 WIDSETH SMITH NOLTINGJ:\1005R-AB Systems\1005R0018-Justman Freightlines\1005R0018.000-Justman Freightlines\CADD\Planning\LAYOUTS 5-15-17\Conceptual Site Plan.dwg Plotted by:Craig Britton 5/15/2017 5:42:37 PMSHEET NO.JUSTMAN FREIGHTLINES4855 S ROBERT TRAILEAGAN, MNCONCEPTUAL SITE PLAN1MAY, 2017AS SHOWNB.R.B.C.N.B.1005R0018I HEREBY CERTIFY THAT THIS PLAN, SPECIFICATION, OR REPORTWAS PREPARED BY ME OR UNDER MY DIRECT SUPERVISION ANDTHAT I AM A DULY LICENSED PROFESSIONAL ENGINEER UNDERTHE LAWS OF THE STATE OF MINNESOTA.CRAIG BRITTON 5/15/2017 442280SCALE ( IN FEET )50 100NORTH Engineering |Architecture |Su r veying |Environmental WidsethSmithNolting.com Rochester 3777 40th Avenue NW Suite 200 Rochester, MN 55901-3297 507.292.8743 507.292.8746 Rochester@wsn.us.com May 12th, 2017 Pam Dudziak, Planner City of Eagan 3830 Pilot Knob Road Eagan, MN 55122 Re: Comprehensive Guide Plan Amendment Justman Freight Lines, Eagan, MN Dear Ms. Dudziak, Currently the Justman Freight Lines property is zoned R-1 (Single Family Residential), with the Comprehensive Guide Plan indicating Low Density Residential. A freight line business is a non-conforming use within these designations. To keep up with current demand, projected growth, and to be competitive in the market, an expansion is necessary. Thus, an amendment to the Comprehensive Guide Plan is required, followed by a rezoning of the property to Limited Industrial. Justman Freight Lines has been a part of the Community for nearly 40 years. During this time, the City of Eagan has benefitted from the employment opportunities and steady tax base. Considering the owner and some employees live adjacent to the property, Justman Freight Lines has a larger vested interest in the property than what is typical. Also, serving as a buffer from State Highway 3 to the residences to the west, a commercial district across Highway 3, and the history Justman Freight Lines has with the community, an amendment to Industrial brings the Comprehensive Guide Plan up-to-date and reflects what has been taking place for nearly 40 years. The attached information is being submitted to complete the application for the Comprehensive Guide Plan Amendment request by Mike Neisius, owner of Justman Freight Lines. Based on the submittal date, we anticipate this application will be at the Eagan Advisory Planning Commission on June 27th, 2017, and the Eagan City Council on July 5th, 2017. If you should have any question on the application, please do not hesitate to contact me at craig.britton@wsn.us.com or (507) 292-8743. Thank you for your help on this project. We are looking forward to working with you. Sincerely, Craig Britton, PE Widseth Smith Nolting CC: Tod Sherman, Mn/Dot; Mike Neisius, Justman Freight Lines; Daryl Swanson, AB Systems January 3, 2018 Sarah Thomas, Planner City of Eagan 3830 Pilot Knob Road Eagan, MN 55122 RE: Justman Freight Comprehensive Plan Amendment - Administrative Review Metropolitan Council Review File No. 20606-23 Metropolitan Council District 15 Dear Ms. Thomas: The Metropolitan Council received the City's Justman Freight comprehensive plan amendment on December 14, 2017. The amendment reguides 7.5 acres from Low Density (LD) to Limited Industrial (IND) located west of highway 3 and south Red Pine Lane. The purpose of the amendment is to allow an expansion of an existing truck terminal. Council staff finds the amendment meets the Comprehensive Plan Amendment Administrative Review Guidelines adopted by the Council on July 28, 2010. The proposed amendment does not affect official forecasts or the City's ability to accommodate its share of the region's affordable housing need. Therefore, the Council will waive further review and action; and the City may place this amendment into effect. Additionally, staff offers the following advisory comments for your consideration: Housing (Tara Beard, 651-602-1051) The City should be aware that its share of the region's 2021-2030 need for affordable housing is 472 units. In preparing the 2040 comprehensive plan update, the City should note that the minimum density of land guided to address this need is 8 units per acre. The City is encouraged to contact their Sector Representative or Council housing staff with any questions regarding the Council's housing policy for the 2040 comprehensive plan update. The amendment, explanatory materials, and the information submission form will be appended to the City's Plan in the Council's files. If you have any questions please contact Raya Esmaeili, Principal Reviewer, at 651-602-1616. Sincerely, r -J' i LisaBeth araj s, Manager Local Planning Assistance CC: Tod Sherman, Development Reviews Coordinator, MnDOT Metro Steven Chavez, Metropolitan Council District 15 Patrick Boylan, Sector Representative Raya Esmaeili, Principal Reviewer/ Reviews Coordinator METROPOLITAN C 0 U N C I L January 10, 2018 Sarah Thomas City of Eagan 3830 Pilot Knob Rd Eagan, MN 55122 Dear Sarah, I am writing to you to express my concern regarding the Justman Freight Line Inc. rezoning request. I am a resident of Waterview Cove in Eagan; and the neighborhood that I live in is extremely important to me and my family. We are currently very happy in this neighborhood, as it is relatively quiet, family oriented, and close to parks like Lebanon Hills and Holz Family Farm. This makes this neighborhood ideal for families. Families and children enjoy walking and riding bikes on the sidewalk to and from these parks daily. I have concern that if the area near Justman Freight expands and is rezoned as commercial property, that we will have increased traffic, especially semi-trucks. Small children and families walk along these residential roads frequently. We already experience speed issues and an increase in traffic using this neighborhood as a shortcut to Cliff Rd. I hate to imagine what this could turn into if we experience semi-trucks driving through our neighborhood! This could be very dangerous for the families of this area. Secondly, I am concerned with the amount of additional noise and pollution this will add to our quite neighborhood, not to mention the value of my property. Lastly, could this increase the possibility of potential crimes in this area? This is also something to be taken into consideration. Please give these points consideration when making this decision. This area is residential. Families, especially those with young children live here. This area is an ideal location to live and bring up our children. This area will become much less desirable if it is commercialized and I am very concerned for the safety of my family. Thank you for your consideration. Jena Aschenbrener. 658 Waterview Cove Eagan, MN 55123. From:Wick Fisher To:Sarah Thomas Subject:Dodd Rd Date:Thursday, January 11, 2018 9:59:05 AM This is and always has been a quiet residential neighborhood full of family and kids. Re- zoning this for ONE company's financial benefit is wrong for too many reasons to list. You know it, I know it and THEY know that this is just plain wrong, wrong, wrong.wICK fISHER 647 wATERVIEW cOVE eAGAN mN From:Cheryl Stevenson To:Mike Ridley; Sarah Thomas Subject:FW: Justman Freight Guide Plan Amendment Date:Monday, November 13, 2017 7:57:46 AM Attachments:image001.png From: Erik Gustafson [mailto:gusta569@crk.umn.edu] Sent: Friday, November 10, 2017 9:36 AM To: Paul Bakken Subject: Justman Freight Guide Plan AmendmentDear,Council Member Bakken, My name is Erik Gustafson and I live at 4822 Dodd Rd, Eagan. I would express my dissatisfaction with the council and the vote to pass the Justman Freight Guide Plan Amendment to the Met Council. This motion was especially concerning since the Advisory Planning Commission advised against this unanimously. I know there are a ton of steps left still for Justman Freight to rezone the property, but wanted to express my concern now. I have lived at this address for my whole life and have been coexisting with Justman Freight the entire time, but always assumed that when Justman outgrew the residential space they occupy currently, they would find a more suitable location with the infrastructure to handle a trucking outfit. The neighborhood has evolved over the years with new homes and seem to have outgrown the idea of the trucking company expanding in a residential area. Being so close to Lebanon Hills Park and having large areas of undeveloped land continues to make this a highly sought-after area for residential dwellings. If this land were to be rezoned, in my opinion, it would destroy the long-term potential and growth for the Dodd View community. I would like to invite you to come out and look at the land and homes to see what is really happening. I appreciate your time. Erik Gustafson -- Erik Gustafson 4822 Dodd Rd. Eagan, MN 55123 (651)815-5701 gusta569@umn.edu Virus-free. www.avg.com From:Cheryl Stevenson To:Mike Ridley; Sarah Thomas Subject:FW: Justin freight and Re-Zoning Request Date:Monday, November 20, 2017 7:39:11 AM Attachments:image001.png From: Pat Hamilton [mailto:pattyannh1@aol.com] Sent: Saturday, November 18, 2017 8:35 AM To: Paul Bakken Subject: Justin freight and Re-Zoning Request I am against the expansion of Justin Fright expansion and re-zoning request. The area is already over crowded with poor traffic conditions and the limitation of Hwy #3. Further semi traffic would only make matters worst, especially if Dodd RD and Red Pine Rd are used as entrances and exist. Thanks you for reviewing. Steven and Patricia Hamilton 4764 Dodd rd Eagan, Mn 55123 hone phone 651-454-6098 cell 612-490-8167 email stev6343@aol.com Pat Hamilton pattyannh1@aol.com From: imgeno@frontier.com [mailto:imgeno@frontier.com] Sent: Tuesday, January 09, 2018 5:46 PM To: City Council Subject: Justman Freight Guide Plan Amendment Dear City of Eagan Council, My name is Eugene Im and I reside at 4850 Dodd Road, Eagan. I am writing to express my concern with the Justman Freight Guide Plan Amendment. The vote to send this amendment to the Met Council was surprising because the Eagan Planning Commission previously voted unanimously against it. I, and other neighbors who will be impacted by this decision, know that there are many other steps to take before this land can be rezoned from R-1 to light industrial. However, it is our view that this would impact the property owners in the Dodd View Community in a negative way. The neighborhood has and continues to expand with new homes and families, and it appears that the neighborhood has outgrown the idea of expanding Justman Freight. With the amount of homes around Justman Freight, the extra noise, light and diesel exhaust is enough to cause a decline in the quality of life for those homeowners. I am also extremely concerned that if this property is rezoned to light industrial and Justman Freight gets sold, then any number of new businesses can be allowed to develop in my backyard. I would encourage you to come out and look at the land and homes to see what is really happening in the community. I appreciate your time. Eugene Im From:Katie Jayawardena To:Sarah Thomas Subject:Concern about Justman Freight expansion Date:Thursday, January 11, 2018 12:42:32 AM Hello Sarah. My husband and I would like to express our concern about the possible expansion of Justman Freight. I am a chiropractor and I've been educating patients for over 12 years about the importance of clean living. We try to avoid as many chemicals/toxins/pollutants as possible. Having more semi trucks driving up and down our streets constantly would only increase pollutants/toxins in our neighborhoods thus impacting our health and the health of our lake. Our neighborhood is also subject to listening to guns being shot 3 days a week, so we don't want more noise on top of that. We moved into a nice peaceful (besides the gun shots!) residential neighborhood and pay a lot of taxes to the City of Eagan. Justman Freight property should not have the right to change from a residential to commercial property when it sits in a residential neighborhood! I hope that this expansion doesn't pass, but if it does the semi's should only be allowed to enter from Hwy 3 NOT Dodd Rd. Dodd Rd. is a residential street with children running around. If semi's are driving down that road constantly someone is bound to get injured much more than if they entered off of Hwy 3. Also my 11 year old dog, Chiro, hides inside when there is gun shots since he's scared of noises. He's going to be completely traumatized and hiding all the time if there are loud semi's driving down our road all the time (Dodd Rd). If we do have a vote on this issue we would definitely vote NO to allowing Justman Freight expansion! Unfortunately, we cannot attend the meeting since we will be going on vacation. Please let me know if you need anything else. Thanks so much! Katie and Dimuthu Jayawardena From:Karen McKenna To:Sarah Thomas Subject:Justman Freight expansion Date:Wednesday, January 10, 2018 11:04:11 AM Ms. Thomas, I've been given your name as a way to put my concerns about the Justman Freight expansion into the public record. I apologize for sending my comments so late in the game, but I actually fell for Justman Freight's PR letter: I saw no reason to be concerned about them expanding their business more deeply into their land. However, I should've checked it out because their letter left out VERY important information about how they intended to access that land. I've now learned that their TRUE intent was to add an access to that land for large trucks from Dodd Road. This means that semi trucks and other commercial vehicles would be traveling through a residential area on a daily basis, down both Dodd Road and Red Pine Lane. The homes on either side of their access point (which are not mine, by the way) would lose their isolated spot close to nature. Instead, their value would drop substantially. I live on Waterview Cove: Dodd Road is the closest intersecting street and Red Pine Lane is the closest parallel street. I will be at the City Council meeting on January 16th to address this issue. As a taxpaying citizen, I want to voice my concerns: I DO NOT want this land rezoned to commercial. This is totally unacceptable, in my opinion. The traffic, noise, and fumes will greatly impact the residential neighborhood and lower property values in a very well maintained, high value neighborhood. Both Dodd Road and Red Pine Lane are popular streets for families -- the people and pets walking daily on these roads is almost constant. That will no longer be a pleasant experience with large trucks belching fumes. Justman Freight is the only commercial entity in the entire area. Why would a large residential area of many hundreds of people be forced to feel the negative impact created by ONE business expansion? We live in Eagan because of its beauty and well-thought through development. Please don't change that in one fell swoop. As elected officials, I urge you to do the right thing to protect the families in this community and vote NO on the rezoning. This is a residential area and should stay residential! Karen McKenna 647 Waterview Cove Eagan MN 55123 6513300324 From:Mike Ridley To:Jill Hutmacher; Sarah Thomas; Pam Dudziak; Julie Strid Subject:FW: Justman Freight Date:Wednesday, November 8, 2017 3:40:02 PM Attachments:image001.png From: jtnietz@comcast.net [mailto:jtnietz@comcast.net] Sent: Wednesday, November 08, 2017 2:41 PM To: chavez@metc.state.mn.us; Cyndee Fields; Gary Hansen; Meg Tilley; Mike Maguire; Paul Bakken Subject: Justman Freight Dear Steven Chavez and Eagan City Council Members, We are in disbelief that the Justman Freight expansion is being seriously considered. We have lived on Waterview Cove for the last 21 years with Justman Freight as our neighbor. He has gradually expanded over the years to the point where his property can no longer support his growing trucking business. This is not acceptable that he is expanding his industrial setting into our residential neighborhood. The only thing that is stopping him from expanding any farther south on Hwy 3 is the wet land. This is not a light industrial business, this is heavy commercial semi traffic! The smell of diesel from his older trucks that need to idle is extremely nauseating and impacting the air quality of our neighborhood. Are you aware that there is a daycare at 650 Waterview Cove with Red Pine Lane as it's back yard? Now we are talking about directing commercial semi traffic onto Red Pine Lane and historic Dodd Road right into our beautiful neighborhood? What if this was your neighborhood? Please don't rezone our neighborhood to allow this trucking company to expand any further, enough is enough! Jeff and Tammy Nietz 651 Waterview Cove Eagan, MN 55123 From:Cheryl Stevenson To:Mike Ridley; Sarah Thomas Subject:FW: Eagan resident AGAINST the Justman Freight expansion Date:Monday, November 13, 2017 1:22:28 PM Attachments:image001.png From: Schaubroeck, James [mailto:JSchaubroeck@livingstonintl.com] Sent: Monday, November 13, 2017 11:45 AM Subject: Eagan resident AGAINST the Justman Freight expansion To whom it may concern, I understand that Justman Freight Lines in Eagan is seeking to rezone his property from residential to industrial, so he can expand his trucking business. I would kindly ask that this request is denied as it would create a public safety hazard. My family and I have been a resident at 662 Waterview Cove in Eagan since 1995. We were there when Red Pine Lane was created, which had increased traffic coming to/from Hwy 3 onto Dodd Rd. Additional semi-truck traffic would certainly be hazardous to the area, especially for walkers & bikers, who regularly use Red Pine & Dodd road. Also, the intersection of Dodd Road & Cliff Road is considered hazardous in rush hours, which would probably increase if regular semi-truck traffic were allowed through. Last, but not least it would certainly deteriorate the current landscape of our beautiful section of Eagan. I appreciate your understanding of my concerns and hope you will make the right decision to prohibit this expansion, which would seem to only benefit Justman, but be a detriment to Many in the surrounding neighborhoods. Thank You, Jim Schaubroeck 662 Waterview Cove Eagan, MN 55123 Livingston Logo This e-mail may contain privileged and confidential information. If you are not the intended recipient, you are hereby notified that any review, dissemination, distribution or duplication of this communication is strictly prohibited. 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From:Cheryl Stevenson To:Mike Ridley; Sarah Thomas Subject:FW: rezone option Date:Monday, November 13, 2017 7:46:54 AM Attachments:image001.png From: Keith Spennewyn [mailto:kspennewyn@gmail.com] Sent: Friday, November 10, 2017 4:45 PM To: Paul Bakken Subject: rezone option I received this update in my emails "The residents on Dodd Road are asking for our help regarding the Justman Freight expansion which will directly impact us on Waterview Cove as well. The City Council has approved preliminary plans and is now allowing the met council to vote on this. They are asking us to contact Steven Chavez of the met council and our city council members to discourage this expansion and the rezoning of our neighborhood from residential to industrial! If this passes we will be seeing semi traffic on Dodd Road and Red Pine Lane! Here are the emails" Obviously you do not live here otherwise you would not entertain this option. I wanted you to know that we at Waterview Cove are not on board, do not agree and frankly quite upset, dissatisfied that this should even be considered. -- Keith Spennewyn 651-276-8818 From:Tina Wrucke To:Sarah Thomas Subject:Re: Justman Freight update Date:Tuesday, January 9, 2018 5:01:58 PM The intent of this email is to express my concern of the possible Justman Freight expansion. As a resident on Waterview Cove this expansion would negatively impact the quality of living in this neighborhood in Eagan. The rezoning will allow for increased traffic on Dodd Road by large vehicles. This presents at least 2- issues. The first issue is the increase in noise level from the semis on the residential roads (imagine sleeping at night with a semi shifting gears right outside your home). There is also noise from people working throughout the day and night. There is already a lot of noise that comes from Justman late at night, with their current location. The second issue the increased traffic presents is the increased of risk of injury. This is a residential neighborhood, with a school nearby. Many children, families and pets use our roads and sidewalks that would now be occupied by commercial semi traffic. Increased semi traffic increases the likelihood of accidents. Having the land rezoned also causes concern for decreased air quality. Residents on our street already are able to smell strong fumes from the current traffic at Justman. Having more semis even closer to residential homes will increase the likelihood of the neighborhood being intolerable to live in. This affects all of lives. I would not want my children breathing in air filled with diesel fumes. This is not why people move to and love Eagan. In summary, the rezoning would result in more air pollution, more noise pollution and increased risk of injury to families. Rezoning the land from residential to commercial will ONLY benefit a specific commercial property while many surrounding residences would suffer a substantial and measurable decline in property value and quality of life in Eagan. As elected officials, I urge you to do the right thing to protect the families in this community and vote NO on the rezoning. Thank you! Tina Wrucke From:Erik Gustafson To:Sarah Thomas Subject:Dodd View Community Petition Date:Wednesday, January 10, 2018 9:01:44 AM Attachments:Petition 001.jpg Dear Mr. Mayor and City Council Members, Attached is a petition signed by various homeowners around Justman Freight who are against the Comprehensive Guide Plan Amendment from LD to IND. Thank you, Erik Gustafson and Eugene Im -- Erik Gustafson 4822 Dodd Rd. Eagan, MN 55123 (651)815-5701 gusta569@umn.edu Virus-free. www.avg.com Agenda Information Memo January 16, 2018 Eagan City Council Meeting OLD BUSINESS B. Ordinance Amendment – An Ordinance Amendment to City Code Chapter 5 Regarding Viking Lakes On-Sale Liquor Actions To Be Considered: Approve an ordinance amendment to City Code Chapter 5 regarding Viking Lakes On- Sale Liquor and direct publication of an ordinance amendment summary. Facts:  The 2017 Special Legislative Session included a law that allows Eagan to issue on- sale alcohol licenses to the owner of Lots 1 and 2, Block 1, Viking Lakes, or to any concessionaire or other third-party vendor under contract with the owner.  The next step in the process for allowing alcohol at the Viking Lakes complex is for the City to enact an ordinance amendment allowing issuance of on-sale liquor licenses and setting appropriate regulations.  At the October 10, 2017 Special City Council Meeting, the Council discussed policy questions associated with on-sale liquor at Viking Lakes and provided direction regarding regulations for Viking Lakes.  The attached ordinance amendment codifies the policy direction provided by the City Council, including: o On-sale liquor licenses may be issued to:  The owner of a National Football League sports facility located on Lot 1, Block 1, Viking Lakes;  A concessionaire operator under contract with the owner  A third-party vendor under contract with the owner o Two types of on-sale liquor licenses can be issued at Viking Lakes:  Annual on-sale licenses, which are approved by Council  Short-term on-sale licenses, which are approved administratively for periods of up to 30 days o On-sale liquor license holders with an alcohol caterer’s permit issued by the State must register with the City if the event has more than 500 attendees  The regulations within the ordinance amendment are specific to licenses issued for Viking Lakes and do not apply to alcohol licenses issued under other provisions of City Code.  Alcohol licenses issued for Viking Lakes are subject to the regulations specific to this new ordinance, as well as the regulations for liquor license holders in general. If a general alcohol regulation is inconsistent with a regulation specific to Viking Lakes, the regulation specific to Viking Lakes would apply.  The ordinance amendment includes the following fees: o Annual On-Sale Liquor License:  Liquor sales less than $275,000.00: $5,300.00  Liquor sales $275,000.00—$550,000.00: $6,300.00  Liquor sales over $550,000.00: $7,300.00  Sunday license : $200 o Short-Term License: $250 o Caterer registration: $25  The proposed on-sale liquor license fees are consistent with the annual on-sale liquor license fees for other on-sale establishments in the City.  In addition to the ordinance amendment, a Planned Development Amendment is required in order to sell or serve alcohol on Lots 1 and 2, Block 1 and to conduct tailgating or other related activities at Viking Lakes. Per the advice of the City Attorney, security plans for large events with alcohol and standards for tailgating and related activities are best regulated by a PD Amendment. Council discussion of those issues would occur during consideration of a PD Amendment. ATTACHMENTS: (3) OBB-1 Proposed Ordinance Amendment OBB-2 Oct. 10, 2017 Special City Council Meeting Minutes OBB-3 Map of Lots 1 & 2, Block 1, Viking Lakes 1 ORDINANCE NO. ____ 2ND SERIES AN ORDINANCE OF THE CITY OF EAGAN, MINNESOTA, AMENDING EAGAN CITY CODE CHAPTER FIVE ENTITLED "BEER, WINE AND LIQUOR LICENSING AND REGULATION" BY ADDING SECTION 5.67 REGARDING THE ESTABLISHMENT OF ON- SALE LIQUOR LICENSES FOR MINNESOTA VIKINGS COMPLEX AND REGULATIONS RELATED TO THE LICENSES AND SALE OPERATIONS; AND BY ADOPTING BY REFERENCE EAGAN CITY CODE CHAPTER 1 AND SECTION 5.99. The City Council of the City of Eagan does ordain: Section 1. Eagan City Code Chapter Five is hereby amended by adding Section 5.67 to read as follows: Sec. 5.67. Minnesota Vikings Headquarters Complex Subd. 1. Scope of Application. This section applies to the on-sale of alcoholic beverages on property, as specifically defined herein, located within the development known as the “Viking Lakes complex.” On-sale of alcohol beverages pursuant to a license issued under this section is restricted exclusively to property within the Viking Lakes complex, legally described as Lots 1 and 2, Block 1, Viking Lakes or as may be described hereafter due to subdivision or re- platting. Nothing in this Section shall prohibit the issuance of an on-sale alcoholic beverage license to an establishment within the Viking Lakes complex that is otherwise eligible for an on-sale alcoholic beverage license under other provisions of this Chapter, (e.g. hotel, restaurant). Subd. 2. License Required. It is unlawful for any person or entity, directly or indirectly, to sell, barter, keep for sale or otherwise dispose of alcoholic beverages as part of a commercial transaction within the Viking Lakes complex without a license therefor from the city in accordance with this Section. Subd. 3. Eligible. On-sale licenses under this Section shall be granted only to the following: A.The owner of a National Football League sports facility located on Lot 1, Block 1, Viking Lakes; B.A concessionaire operator under contract with the owner identified in clause 1 above; and C.A third-party vendor under contract with the owner identified in clause 1 above. No license shall be issued hereunder except for the sale of alcoholic beverages to persons attending event(s) occurring on Lot 1, Block 1, Viking Lakes and to persons attending event(s) occurring on Lot 2, Block 1, Viking Lakes that are in conjunction with activities/events on Lot 1. Subd. 4. Restrictions and Regulations. A license issued under this section may be an annual on-sale liquor license or a short-term on-sale liquor license. An annual on-sale liquor license shall be subject to the application and license procedures and administration regulations as provided elsewhere in this Chapter for all other licenses. Annual on-sale liquor licenses and short-term on- sale liquor licenses are subject to the following restrictions and regulations: 2 A.The application shall include a detailed site plan delineating the area of the property on which the licensee is to be located from which the licensed alcoholic beverages are to be sold. B.No alcohol shall be sold or served outside the licensed area, which is the area specifically delineated by the licensee on the site plan filed with the application for license. C.The license issued hereunder shall be conspicuously posted for public view at the location specifically delineated on the license as the licensed area at all times that alcohol beverages are being sold or dispensed by the licensee. D.No person working for the licensee within the licensed area shall be intoxicated or consume alcoholic beverages during his/her work shift. E.A license issued hereunder allows only for the sale of alcoholic beverages to persons attending event(s) occurring on Lot 1, Block 1, Viking Lakes and to persons attending event(s) occurring on Lot 2, Block 1, Viking Lakes that are in conjunction with activities/events on Lot 1. F.No license shall be transferable between persons or entities or to a different location. G.The financial responsibilities required under this Chapter for on-sale liquor licenses shall apply to an annual on-sale license issued under this section. The financial responsibilities required under this Chapter for on-sale temporary liquor licenses shall apply to a short-term on-sale license issued under this section. H.No alcoholic beverages shall be sold or consumed except on the days and during the hours as allowed for on-sale liquor licenses under this Chapter. A licensee hereunder may obtain a Sunday sales permit upon application and payment of permit fee. I.All provisions and regulations of this Chapter that apply to an on-sale intoxicating liquor license shall apply to a license issued under this section unless the provision is explicitly inconsistent with this section. J.No person under the age of 21 shall be sold or served or otherwise permitted to consume alcoholic beverages of the licensee on the licensed premises. Subd. 5. Additional short-term license restrictions and regulations. In addition to the restrictions and regulations set forth in this Section, a short-term on-sale liquor license application and issuance shall be subject to the following: A.The license may be approved and issued by the city clerk. B.The application for a short-term license issued under this section shall contain complete information as required on form prescribed by the city clerk and shall be filed, along with 3 the license fee, with the city clerk at least 14 days prior to the first date for which the license is sought. C.The duration of a short-term license may be up to 30 consecutive days. The application and license shall specify the dates for which the license is sought and approved. D.The licensee shall designate an on-site manager of the licensed area who shall be responsible for the operations within the licensed area at all times during the hours of sale. The on-site manager shall complete training in alcohol beverage service and shall train any server and security personnel of the same. E.It is unlawful for the licensee or any employee of the licensee to violate any restrictions and regulations under this Chapter related to the sale or dispensing of alcoholic beverages. Upon a violation of any restrictions and regulations, the licensee's license may be immediately revoked by the city clerk or suspended upon order of police chief or designee. The licensee shall immediately cease from selling or serving any alcoholic beverages. Subd. 6. Registration of Caterers Providing Alcoholic Beverages under On-sale Liquor Caterer’s Permit. For any event on the property that has an anticipated attendance of more than 500 people and for which food and alcoholic beverage service will be provided by an on-sale liquor license holder with a caterer’s permit issued by the State, the licensee/caterer’s permit holder shall register with the city not less than 14 days before the scheduled event. Registration shall be deemed complete upon filing a fully completed and executed registration form prescribed by the city and payment of the registration fee of $25.00. An on-sale liquor license holder with a caterer’s permit that has been found to be in violation of this Chapter or state laws related to the sale of alcohol within one year immediately preceding the date of a registration application shall not be authorized to sell or dispense any alcoholic beverages on the property under this Section. Subd. 7. License Fees. A.The annual on-sale liquor license fee under this section shall be in an amount as set forth below, to be determined based upon the licensee's total gross liquor sales, on which the licensee is required to pay liquor tax as shown on the licensee's Minnesota sales and use tax returns for the most recent preceding 12-month period beginning September 1 and ending August 31: Liquor sales less than $275,000.00 $5,300.00 Liquor sales $275,000.00—$550,000.00 $6,300.00 Liquor sales over $550,000.00 $7,300.00 Sunday license $200 The licensee shall provide legible copies of the licensee's Minnesota Sales and Use Tax Returns, as verified by a certified public accountant, or a statement certified by the licensee and a certified public accountant setting forth the total gross sales for the preceding 12-month period beginning September 1 through August 31. B. The short-term on-sale liquor license fee under this section shall be $250.00 for each license issued. 4 Section 2. Eagan City Code Chapter 1 entitled "General Provisions and Definitions Applicable to the Entire City Code Including 'Penalty for Violation'" and Section 5.99, entitled "Violation a Misdemeanor" are hereby adopted in their entirety by reference as though repeated verbatim. Section 3. Summary approved. The City Council hereby determines that the text of the summary marked "Official Summary of Ordinance No. ___", a copy of which is attached hereto, clearly informs the public of the intent and effect of the ordinance. The City Council further determines that publication of the title and such summary will clearly inform the public of the intent and effect of the ordinance. Section 4. 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 By: Mike Maguire Its: City Clerk Its: Mayor Date Ordinance Adopted: Date Ordinance Published in the Legal Newspaper: 5 The following is the official summary of Ordinance No. ___ as approved by the City Council of the City of Eagan on ______________________. ORDINANCE NO. ___ SECOND SERIES AN ORDINANCE OF THE CITY OF EAGAN, MINNESOTA, AMENDING EAGAN CITY CODE CHAPTER FIVE ENTITLED "BEER, WINE AND LIQUOR LICENSING AND REGULATION" BY ADDING SECTION 5.67 REGARDING THE ESTABLISHMENT OF ON- SALE LIQUOR LICENSES FOR MINNESOTA VIKINGS COMPLEX AND REGULATIONS RELATED TO THE LICENSES AND SALE OPERATIONS; AND BY ADOPTING BY REFERENCE EAGAN CITY CODE CHAPTER 1 AND SECTION 5.99. Chapter 5, regarding the City’s liquor licensing and regulations, was amended to add a new Section 5.67 for the establishment of on-sale liquor licenses and regulations thereof at the Minnesota Vikings headquarter complex. The amendment is in accordance with the authority of 2017 Minnesota state legislation. The amendment sets forth the type of on-sale liquor licenses, the locations on the complex site that on-sale licensed liquor operations are permitted, and the entities to provide on-sale liquor operations that are eligible for a license. The amendment further provides the conditions of any license and regulations under the license. A printed copy of the ordinance is available for inspection by any person during regular office hours at the office of the City Clerk at the Eagan Municipal Center, 3830 Pilot Knob Road, Eagan, Minnesota 55122. Effective date. This ordinance shall take effect upon its passage and publication. Special City Council Minutes October 10, 2017 Page 2 2018-2019 ENTERPRISE AND SPECIAL REVENUE FUND BUDGETS City Administrator Osberg introduced the item noting Council is being asked to provide direction to staff regarding the proposed 2018-2019 Enterprise Funds and Special Revenue Fund budgets. Public Works Director Matthys walked through the Public Utilities budget touching on several of the highlights and changes. Parks and Recreation Director Pimental gave an overview of the highlights and changes for the Civic Arena, Cascade Bay and the Community Center. Pimental noted the request that the Civic Arena budget be added to a Finance Committee meeting to address options with respect to the internal loan that is not being paid. Assistant City Administrator Miller touched on several of the highlights and changes for AccessEagan/Fiber Infrastructure. Miller noted the request for the AccessEagan/Fiber Infrastructure budget to be added to a Finance Committee meeting to address possible sources of AccessEagan operational funding. Communications Director Garrison gave an overview of the highlights and changes for E -TV. Studio Supervisor Ongstad touched on the operational focus for the next couple of years. The Council and staff discussed the Enterprise Funds and Special Revenue Fund budgets. The Council directed the Civic Arena budget and AccessEagan/Fiber Infrastructure budget to a future Finance Committee. The Council directed the remainder of the 2018-2019 Enterprise Fund budgets and E -TV budget to be placed on a future City Council consent agenda for formal consideration. REVIEW OF LICENSING AND REGULATING ALCOHOL AT VIKING LAKES Assistant City Administrator Miller introduced the item noting the 2017 Special Legislative Session included a law that allows Eagan to issue on -sale alcohol licenses to the owner of Lots 1 and 2, Block 1, Viking Lakes. The next step in the process for allowing alcohol at the Viking Lakes complex is for the City to consider an ordinance amendment allowing issuance of on -sale liquor licenses and setting appropriate regulations. Miller noted City Clerk Scipioni will walk through the research conducted regarding on -sale alcohol service at Viking Lakes and the policy considerations. City Clerk Scipioni walked through the background information, public policy considerations and questions. The Council provided the following feedback: Should City Code be amended to allow the issuance of annual on -sale liquor licenses to the owner, concessionaire or vendor for Lots 1 and 2, Block 1 Viking Lakes? Yes 2. Should City Code be amended to allow the issuance of short-term on -sale license licenses to vendors for Lots 1 and 2, Block 1 Viking Lakes? Yes a) How many days should the license term be? 30 days b) Should short-term permits be approved by Councilor administratively? Administratively Special City Council Minutes October 10, 2017 Page 3 3. Should City Code include limitations for the types of events at which alcohol service is allowed? No 4. Should City Code limit the areas in which alcohol can be served/consumed on Lots land 2, Block 1 Viking Lakes? No 5. Should City Code include a City permit requirement for alcohol caterers who are selling/serving food and alcohol at a large-scale event? Registration for caterers with stipulations for those that violate the ordinance 6. What fees are appropriate for the newly created licenses? On Sale Annual Licenses: Alcohol Sales less than $275,000 $5,500 Alcohol Sales between $275,000-$550,000 $6,500 Alcohol Sales greater than $550,000 $7,500 Short -Term Licenses $250 per 30 day permit Caterer's Permit $25 Does the Council wish to enact any additional regulations regarding alcohol service at Lots land 2, Block 1 Viking Lakes? No There was no other business to be heard. OTHER BUSINESS ADJOURNMENT Councilmember Fields moved, Councilmember Hansen seconded a motion to adjourn at 7:54 p.m. Aye:4 Nay:O i 1- &-4?0)-4- Mayor ro City Clerk Lot 1 Lot 2 AGENDA CITY OF EAGAN REGULAR MEETING OF THE ECONOMIC DEVELOPMENT AUTHORITY EAGAN MUNICIPAL CENTER JANUARY 16, 2018 A. CALL TO ORDER B. ADOPT AGENDA C. CONSENT AGENDA 1. Approve EDA Minutes D. EDA ORGANIZATIONAL BUSINESS 1. Election of Officers 2. 2018 Meeting Schedule 3. Single Action for EDA and Council Resolutions E. OLD BUSINESS F. NEW BUSINESS G. OTHER BUSINESS H. ADJOURN Agenda Information Memo January 16, 2018 Eagan Economic Development Authority Meeting CONSENT AGENDA The following items referred to as consent items require one (1) motion by the Economic Development Authority. If the Economic Development Authority 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. 1. Approve Minutes Action To Be Considered: To approve the minutes of the January 2, 2018 regular Economic Development Authority meeting as presented or modified. Attachments: (1) EDAC1-1 January 2, 2018 Minutes MINUTES OF A MEETING OF THE EAGAN ECONOMIC DEVELOPMENT AUTHORITY Eagan, Minnesota January 2, 2018 A meeting of the Eagan Economic Development Authority was held on Tuesday, January 2, 2018 at the Eagan Municipal Center. Present were President Maguire, Commissioner Bakken, Commissioner Fields, Commissioner Hansen, and Commissioner Tilley. Also present were Executive Director Osberg, City Attorney Dougherty, and Director of Community Development Hutmacher. CALL TO ORDER President Maguire called the Economic Development Authority meeting to order. ADOPT AGENDA Commissioner Bakken moved, Commissioner Fields seconded a motion to approve the agenda as presented. Aye: 5 Nay: 0 CONSENT AGENDA Commissioner Bakken moved, Commissioner Fields seconded a motion to approve the Consent Agenda as presented. Aye: 5 Nay: 0 1. It was recommended to approve the minutes of December 19, 2017. 2. It was recommended to approve a Joint Powers Agreement with the Dakota County Community Development Agency for the Open to Business Program. PUBLIC HEARING There was no Public Hearing. OLD BUSINESS There was no Old Business. NEW BUSINESS There was no New Business. OTHER BUSINESS There was no Other Business. ADJOURNMENT Commissioner Bakken moved, Commissioner Fields seconded a motion to adjourn the meeting. Aye: 5 Nay: 0 Date David M. Osberg, Executive Director Agenda Information Memo January 16, 2018, Eagan Economic Development Authority Meeting EDA ORGANIZATIONAL BUSINESS 1. Election of Officers Action To Be Considered: To elect/appoint officers of the Eagan Economic Development Authority Required Vote For Approval:  Majority of Councilmembers present Facts:  As part of its annual organizational business, the EDA elects its officers and appoints its Executive Director and Secretary/Deputy Director.  In 2017, the officers of the Authority were as follows: President: Mike Maguire Vice President: Paul Bakken Treasurer: Meg Tilley Executive Director: City Administrator Dave Osberg Secretary/Deputy Executive Director: Community Development Director Jill Hutmacher Attachments: (0) Agenda Information Memo January 16, 2018, Eagan Economic Development Authority Meeting EDA ORGANIZATIONAL BUSINESS 2. 2018 Meeting Schedule Action To Be Considered: No action is necessary. Facts:  Under its bylaws, the Eagan Economic Development Authority’s regular meetings are scheduled to coincide with the regular meetings of the City Council.  At its meeting of December 1, 2003, the EDA confirmed the meeting schedule defined in the bylaws and adopted a mechanism by which the Authority may cancel such meetings as part of the adoption of the City Council agenda if no EDA business is in order on that date. Staff is recommending that this schedule and process continue for 2018. Attachments: (0) Agenda Information Memo January 16, 2018, Eagan Economic Development Authority Meeting EDA ORGANIZATIONAL BUSINESS 3. Single Action for EDA and Council Resolutions Action To Be Considered: No action is necessary. Facts:  In 2004, the City Council adopted a process by which the actions that are required to be taken by both the City Council and the EDA can be accomplished through a single motion.  Under this process, the Council meeting remains in session (does not recess) when the EDA meeting is convened.  For each business item that requires an action by both the EDA and the Council, two resolutions are included in the background and one motion by the Council, also hearing the item as the EDA, approves both resolutions.  At the completion of the EDA Business items, the EDA meeting is adjourned and the remainder of the Council meeting is completed. Attachments: (0)