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HomeMy Public PortalAbout04.02.2024 City Council Meeting Packet Posted 03/29/2024 Page 1 of 1 AGENDA FOR THE REGULAR MEETING OF THE MEDINA CITY COUNCIL Tuesday, April 2, 2024 7:00 P.M. Medina City Hall 2052 County Road 24 I. CALL TO ORDER II. PLEDGE OF ALLEGIANCE III. ADDITIONS TO THE AGENDA IV. APPROVAL OF MINUTES A. Minutes of the March 19, 2024, Regular City Council Meeting V. CONSENT AGENDA A. Approve Fireworks Display Contract with PC Pyrotechnics Inc. for Medina Celebration Day 2024 B. Approve Ordnance Adopting an Amended Fee Schedule for Clean-Up Day 2024 C. Approve Resolution Authorizing Publication of Ordinance Adopting an Amended Fee Schedule by Title and Summary D. Approve Ball Field Rental Agreement with Orono Baseball Association for Maple Park E. Approve Ball Field Rental Agreement with Orono Baseball Association for Morningside Park F. Approve Tennis Court Rental Agreement with Carrie Agre G. Approve Portable Sanitation Services Agreement with Wruck Sewer and Portable Rental H. Adopt Resolution Accepting Donation from Hamel Athletic Club I. Approve Irrigation Installation Expansion Services Agreement with Sam’s Landscape Outdoor Solutions J. Adopt Resolution Accepting Tamarack Drive Street and Storm Sewer Improvements Adjacent to Meadowview Commons 2nd Addition K. Approve Temporary Staffing VI. COMMENTS A. From Citizens on Items Not on the Agenda B. Park Commission C. Planning Commission VII. PRESENTATION A. Resolution Recognizing Public Works Director Steve Scherer for 30 Years of Service B. West Suburban Fire District Annual Report C. Hennepin County Commissioner Kevin Anderson VIII. NEW BUSINESS A. Wild Meadows North and South Mill & Overlay Projects 1. Resolution to Receive the Wild Meadows North Feasibility Report, Call for Public Hearings on the Street Improvement Project, and Levy Special Assessments for Same 2. Resolution to Receive the Wild Meadows South Feasibility Report, Call for Public Hearings on the Street Improvement Project, and Levy Special Assessments for Same IX. CITY ADMINISTRATOR REPORT A. Special Assessment Policy Update X. MAYOR & CITY COUNCIL REPORTS XI. APPROVAL TO PAY BILLS XII. CLOSED SESSION: Consideration of Land Acquisition at PID 0311823220004 Pursuant to Minn. Stat. Sec. 13D.05, Subd. 3(c) XIII. ADJOURN Meeting Rules of Conduct to Address the City Council: • Fill out & turn in comment card • Give name and address • Indicate if representing a group • Limit remarks to 3 minutes (period may be reduced by Council) 1 MEMORANDUM TO: Medina Mayor and City Council FROM: Scott Johnson, City Administrator DATE OF REPORT: March 28, 2024 DATE OF MEETING: April 2, 2024 SUBJECT: City Council Meeting Report V. CONSENT AGENDA A. Approve Fireworks Display Contract Agreement with PC Pyrotechnics Inc. – Attached is the fireworks agreement for Celebration Day on September 21, 2024. Staff recommends approval. See attached agreement. B. Approve Ordnance Adopting an Amended Fee Schedule for Clean-Up Day – Staff drafted the attached amended fee schedule to reflect updated prices for the April 27th Clean-Up Day event. Staff recommends approval. See attached ordinance. C. Approve Resolution Authorizing Publication of Ordinance Adopting an Amended Fee Schedule by Title and Summary – Attached is a resolution for summary publication of the amended fee schedule ordinance. Staff recommends approval. See attached resolution. D. Approve Ball Field Rental Agreement with Orono Baseball Association for Maple Park – Orono Baseball Association has requested to enter into an agreement for use of Maple Park for their youth baseball program. Staff recommends approval. See attached agreement. E. Approve Ball Field Rental Agreement with Orono Baseball Association for Morningside Park – Orono Baseball Association has requested to enter into an agreement to continue use of Medina Morningside Park for their youth baseball program. Staff recommends approval. See attached agreement. F. Approve Tennis Court Rental Agreement with Carrie Agre – Agre Tennis has been providing summer tennis camps in Hamel Legion Park since 2009. Attached is the court rental agreement for this summer. Staff recommends approval. See attached agreement. 2 G. Approve Portable Sanitation Services Agreement with Wruck Sewer and Portable Rental – Public Works solicited quotes for the 2024-2026 portable sanitation services contract period. Two proposals were received. Wruck Sewer and Portable Rental provided the lowest quote. Staff recommends approval. See attached memo and agreement. H. Resolution Accepting Donation from Hamel Athletic Club – Hamel Athletic Club will donate $27,950.00 for the irrigation expansion in the outfield at Paul Fortin Field at Hamel Legion Park. Staff recommends approval. See attached resolution. I. Approve Irrigation Installation Expansion Services Agreement with Sam’s Lawn Landscaping & Property Maintenance – Public Works solicited quotes for the irrigation expansion in the outfield at Paul Fortin Field. Three proposals were received, and Sam’s Landscape Outdoor Solutions provided the lowest quote. Staff recommends approval. See attached agreement. J. Adopt Resolution Accepting Tamarack Drive Street and Storm Sewer Improvements Adjacent to Meadowview Commons 2nd Addition – Staff recommends accepting the street and sewer improvements. See attached resolution. K. Approve Temporary Staffing – Due to a long-term staff absence, there is a need for temporary clerical help. The part-time office assistant will work between 18-24 hours/week at an hourly rate estimated to be between $32-$37/hour (employee and agency fee). Staff recommends approval. See attached memo. VII. PRESENTATION A. Recognize Public Works Director Steve Scherer for 30 Years of Service – Public Works Director Scherer has contributed greatly during his 30 years of service to the City of Medina. Mayor Martin will read the resolution and honor Steve for his 30 years of service. See attached resolution. B. West Suburban Fire District Annual Report – Chief Leuer from West Suburban FD will provide their annual report at the meeting. No attachments. 3 C. Hennepin County Commissioner Kevin Anderson – Commissioner Kevin Anderson has requested time on the agenda to provide an update to the City Council and discuss Hennepin County projects that impact Medina. No attachments. VIII. NEW BUSINESS A. Wild Meadows North and South Mill & Overlay Projects – The 2024 CIP for street improvements includes mill and overlay projects for the Wild Meadows area. The projects fall under our assessment policy as residential streets assessed at a rate of 50% of the total cost. Public Works Director Scherer will manage the project in-house. The area was split into two projects for equity reasons: the South having more density than the North, therefore less pavement per unit. Staff is requesting City Council review and requests the following actions. Staff Recommendation: 1. Adopt resolution to receive the Wild Meadows North Feasibility Report, call for public hearings on the street improvement project, and levy special assessments for same. 2. Adopt resolution to receive the Wild Meadows South Feasibility Report, call for public hearings on the street improvement project, and levy special assessments for same. IX. CITY ADMINISTRATOR REPORT A. Special Assessment Policy Update – Planning Director Finke drafted the following language for inclusion in Procedure 97.60 (Special Assessment Procedures) in the Policy, Procedures and Program Manual. The proposed revision has been reviewed by relevant staff, including the city attorney. Amendments to procedures are approved by the City Administrator, but staff wanted to provide the information in the Council packet and to the City Council for informational purposes. XI. APPROVAL TO PAY BILLS Recommended Motion: Motion to approve the bills, order check numbers 055510- 055540 for $43,494.02, EFT 007233E-007250E for $142,403.03, payroll EFT 0513462- 0513491 for $69,539.74, payroll manual check 020448 for $9,865.33. XII. CLOSED SESSION: Consideration of Land Acquisition at PID 0311823220004 Pursuant to Minn. Stat. Sec. 13D.05, Subd. 3(c). Medina City Council Meeting Minutes March 19, 2024 1 DRAFT 1 2 MEDINA CITY COUNCIL MEETING MINUTES OF MARCH 19, 2024 3 4 The City Council of Medina, Minnesota met in regular session on March 19, 2024 at 7:00 5 p.m. in the City Hall Chambers. Councilmember Albers presided. 6 7 I. ROLL CALL 8 9 Members present: Albers, Cavanaugh, DesLauriers, Martin (virtual attendance due to 10 travel), and Reid. 11 12 Members absent: None. 13 14 Also present: City Administrator Scott Johnson, Attorney Dave Anderson, City 15 Engineer Jim Stremel, Planning Director Dusty Finke, Public Works Director Steve 16 Scherer, and Chief of Police Jason Nelson. 17 18 II. MOTION TO DELEGATE DUTIES TO PRESIDE OVER THE MEETING TO 19 COUNCILMEMBER ALBERS (7:00 p.m.) 20 Moved by DesLauriers, seconded by Reid, to delegate duties to preside over the 21 meeting to Councilmember Albers. 22 23 A roll call vote was performed: 24 25 Martin aye 26 Cavanaugh aye 27 Reid aye 28 DesLauriers aye 29 Albers aye 30 31 Motion passed unanimously. 32 33 III. PLEDGE OF ALLEGIANCE (7:00 p.m.) 34 35 IV. ADDITIONS TO THE AGENDA (7:01 p.m.) 36 The agenda was approved as presented. 37 38 V. APPROVAL OF MINUTES (7:01 p.m.) 39 40 A. Approval of the March 6, 2024 Regular City Council Meeting Minutes 41 Moved by Albers, seconded by Reid, to approve the March 6, 2024 regular City Council 42 meeting minutes as presented. 43 44 A roll call vote was performed: 45 46 Martin aye 47 Cavanaugh aye 48 Reid aye 49 DesLauriers aye 50 Albers aye 51 Medina City Council Meeting Minutes March 19, 2024 2 1 Motion passed unanimously. 2 3 VI. CONSENT AGENDA (7:02 p.m.) 4 5 A. Approve Weed Control Services Agreement with Jenco Property 6 Maintenance 7 B. Accept Uptown Hamel Market Analysis and Redevelopment Feasibility 8 Study 2024 9 C. Approve Purchase and Installation of Lakeshore Severe Weather Siren 10 from Ready Watt Electric 11 D. Approve Grounds Service Agreement with the Hamel Athletic Club for the 12 2024 Baseball Season 13 E. Approve Concession Services Agreement with the Hamel Athletic Club for 14 the 2024 Baseball Season 15 F. Approve Resolution Accepting Public Street and Storm Sewer 16 Improvements Within the Reserve of Medina 3rd Addition 17 It was noted that acceptance of the Uptown Hamel Market Analysis and Redevelopment 18 Feasibility Study does not mean approval of implementation of the recommendations 19 within. 20 21 Moved by Cavanaugh, seconded by Reid, to approve the consent agenda. 22 23 A roll call vote was performed: 24 25 Martin aye 26 Cavanaugh aye 27 Reid aye 28 DesLauriers aye 29 Albers aye 30 31 Motion passed unanimously. 32 33 VII. COMMENTS (7:05 p.m.) 34 35 A. Comments from Citizens on Items not on the Agenda 36 There were none. 37 38 B. Park Commission 39 Park Commissioner Norman stated that the Commission will meet the following evening 40 and items on the agenda include the park asset inventory, a geocaching presentation, 41 and Maple Park renovation planning for pickleball courts. She noted the annual clean-42 up day on April 27th from 8 a.m. to noon, the seasonal lottery for small watercraft storage 43 at Lakeshore Park, and provided an update on legislative activity related to a request 44 from Medina. 45 46 DesLauriers commented that both the pickleball court and geocaching activities sound 47 great. 48 49 Cavanaugh asked the number of small watercraft storage slips available. 50 51 Medina City Council Meeting Minutes March 19, 2024 3 Scherer replied that there are eight slips available, and those applications have been 1 received. 2 3 C. Planning Commission 4 Finke stated that the Planning Commission did not meet in March but would be meeting 5 in April. He noted that the Commission will be discussing accessory dwelling units 6 (ADUs) along with any potential applications that may be ready for review. 7 8 VIII. NEW BUSINESS 9 10 A. 4612 Co Rd 116 – Rezoning to Single Family Residential (R1) (7:11 p.m.) 11 Johnson reviewed the location of the subject property and identified adjacent properties, 12 noting that this request was initiated by staff. 13 14 Finke noted the adjacent residential developments to the subject site, and stated that 15 this lot is half of an acre in size. He stated that it is proposed to rezone this property to 16 R1, noting that the property is currently listed for sale and the City has received several 17 calls from interested parties. He explained that rezoning the property would eliminate a 18 lot of questions from interested parties and set the stage for redevelopment. He noted 19 that the subject property does not meet the requirements of its current zoning district, 20 RR-UR, but would meet the standards of the R1 district. He stated that the property 21 owner and listing agent do not oppose the rezoning. He reported that the Planning 22 Commission held a public hearing at its February meeting where the neighboring 23 property owner provided comments and did not oppose the rezoning. He stated that the 24 Commission also recommended approval of the rezoning. 25 26 DesLauriers asked how the property would have access. 27 28 Finke replied that the property does not currently have frontage on Daisy Circle to the 29 east, and if an easement could not be obtained, access would need to occur from the 30 existing driveway onto CR 116. 31 32 DesLauriers commented that he would not want to see a duplex on this property. 33 34 Finke replied that R1 would not allow a duplex. 35 36 1. Ordinance Amending the Official Zoning Map to Rezone 4612 County 37 Road 116 38 Moved by Cavanaugh, seconded by DesLauriers, to adopt the rezoning of 4612 County 39 Road 116 to the R1 zoning district. 40 41 A roll call vote was performed: 42 43 Martin aye 44 Cavanaugh aye 45 Reid aye 46 DesLauriers aye 47 Albers aye 48 49 Motion passed unanimously. 50 51 Medina City Council Meeting Minutes March 19, 2024 4 2. Resolution Authorizing Publication of Ordinance by Title and 1 Summary 2 Moved by Cavanaugh, seconded by Albers, to adopt the resolution to publish the 3 ordinance by title and summary. 4 5 A roll call vote was performed: 6 7 Martin aye 8 Cavanaugh aye 9 Reid aye 10 DesLauriers aye 11 Albers aye 12 13 Motion passed unanimously. 14 15 IX. CITY ADMINISTRATOR REPORT (7:18 p.m.) 16 Johnson stated that he spoke with Martin about the spring business tour and Adam’s 17 Pest Control was suggested. He stated that Martin is available after April 19th, and he 18 would reach out to members of the Council to find a date later in the spring for the 19 business tours. 20 21 Albers noted that the business will be hosting an open house and asked if the Council 22 could attend that as an informal business tour. 23 24 DesLauriers commented that the business tour allows the Council to sit down with the 25 executive leadership to have an open conversation. He noted that he does still plan to 26 attend the open house for the business. 27 28 Johnson welcomed additional suggestions for businesses to tour. He stated that 29 perhaps the business forum could be held this fall and could be linked to the Uptown 30 Hamel Study. 31 32 DesLauriers commented that it would also be nice to include the grandstand to see the 33 netting and new fence. 34 35 Johnson stated that Cavanaugh sent an email related to ride share that he received 36 along with his concerns. He suggested that the City send a letter to the Governor 37 detailing its concerns. 38 39 Cavanaugh commented that he feels that this will have a significant effect on Medina. 40 He stated that he uses Uber to go to the airport a dozen times per year and would not 41 want the decisions of Minneapolis to have an impact on other communities. 42 43 Johnson stated that he can work with Cavanaugh to draft a letter that the Council could 44 review and approve. 45 46 X. MAYOR & CITY COUNCIL REPORTS (7:23 p.m.) 47 Albers commented that he and Johnson attended a kickoff meeting for a bus rapid 48 transit study from Minneapolis, potentially to Medina. He noted that the results of the 49 study are anticipated in quarter three of 2025. He stated that public transit ridership has 50 recovered to about 30 percent of what it was prior to COVID. He stated that previously 51 Medina City Council Meeting Minutes March 19, 2024 5 there did not seem to be interest in having a stop of that nature in Medina. He noted the 1 items that were attributed to the reduced ridership. 2 3 Cavanaugh commented that he attended the last meeting of the northwest Hennepin 4 mayors group and provided a brief update on recent discussions. 5 6 XI. APPROVAL TO PAY THE BILLS (7:29 p.m.) 7 Moved by DesLauriers, seconded by Reid, to approve the bills, order check numbers 8 055431-055509 for $314,092.33, EFT 007205E-007232E for $148,975.74, and payroll 9 EFT 0513425-513461 for $71,810.67. 10 11 A roll call vote was performed: 12 13 Martin aye 14 Cavanaugh aye 15 Reid aye 16 DesLauriers aye 17 Albers aye 18 19 Motion passed unanimously. 20 21 XII. ADJOURN 22 Moved by DesLauriers, seconded by Albers, to adjourn the meeting at 7:30 p.m. 23 24 A roll call vote was performed: 25 26 Martin aye 27 Cavanaugh aye 28 Reid aye 29 DesLauriers aye 30 Albers aye 31 32 Motion passed unanimously. 33 34 __________________________________ 35 Kathleen Martin, Mayor 36 Attest: 37 38 ____________________________________ 39 Caitlyn Walker, City Clerk 40 PC Pyrotechnics Inc. Sponsor: Date: __________ CONTRACT This Contract entered into this _____ day of _____________________ 20 _____ , engages the services of PC Pyrotechnics Inc., (hereinafter referred to as “PC PYROTECHNICS”) to produce and perform a fireworks display under the following terms: 1.PC PYROTECHNICS reserves the right to make substitutions as reasonably necessary. All substitutions will be of equal or greater quality, quantity, and value. 2.PC PYROTECHNICS shall provide qualified pyrotechnicians who will deliver, set-up, execute and take down the fireworks display. The pyrotechnicians shall conduct an after-display search of the grounds in an effort to locate and dispose of any unexploded or defective fireworks. The extent of such search shall be reasonably dictated by such elements as prevailing weather conditions, location of display sight, time of completion of display, etc. 3.PC PYROTECHNICS shall provide Liability Insurance (including spectator and property coverage) in the amount $2,000,000 naming the Sponsor as an additional insured. 4.The cost of the display will be $ _________________________________ . At the time of signing of this Contract, Sponsor will pay a nonrefundable deposit amount of 50% The remaining balance will be paid by Sponsor prior to the display being fired. 5.The date of the display will be ______________________ , at _______ PM. In case of inclement weather, the display will be rescheduled for _____________________ at ________ PM. In the event inclement weather forces the cancellation of the display, Sponsor will pay 10% of the contract total, to cover expenses of redisplaying the display. If the display is not rescheduled, Sponsor will pay 20% of the contract total - for transportation, labor, and restocking charges. The decision to proceed with the display based upon Inclement weather shall be made by the Sponsor. PC PYROTECHNICS shall have complete authority to cancel the display if, in the reasonable opinion of PC PYROTECHNICS , the health, safety, and well being of the pyrotechnicians and/or spectators or property would be jeopardized by proceeding with the display. 6.Sponsor shall procure and furnish a suitable location for the fireworks display in accordance with NFPA 1123, and shall secure all police, fire, local and state permits, and shall arrange for all security bonds as required by law for the location of the display. Sponsor shall furnish all necessary police, fire and other appropriate protection necessary for proper crowd control, automobile parking, and supervision in clearing of debris after the display. City of Medina 2052 County Road 24 Medina, MN 55340 7,500.00 8pm 3/25/2024 25th March 24 9/21/2024 Agenda Item #5A 7. Sponsor explicitly acknowledges that an early morning search of the grounds/ location the morning after the display is of utmost importance. If any unexploded or defective fireworks are found, that were missed during the inspection the preceding evening, the sponsor shall immediately notify PC PYROTECHNICS , and the local fire department. 8. PC PYROTECHNICS agrees to take all steps reasonably necessary to safeguard Sponsor's property and the property of the spectators. Should any losses occur, the Sponsor must notify PC PYROTECHNICS of the nature of the loss and the date on which the loss occurred. Said notice shall be in writing and shall provide as much detail as reasonably possible in relation to the nature and extent of the loss. 9. PC PYROTECHNICS shall perform all services required hereunder, except when prevented by strike, lockout, act of God, accident, or other circumstances beyond PC PYROTECHNICS 'S control. 10. This Contract shall be construed by the laws of the state of Minnesota. In the event that any court of competent jurisdiction deems any provision of this agreement unenforceable, the remaining provisions hereof shall remain in full force and effect. 11. The Sponsor shall pay to PC PYROTECHNICS all costs and expenses, including reasonable attorneys fees, incurred by PC PYROTECHNICS in enforcing the terms of this Contract. 12. Sponsor agrees to indemnify and hold harmless PC PYROTECHNICS for any and all costs and liabilities, which PC PYROTECHNICS may incur as a result, or arising out of products not supplied by PC PYROTECHNICS or the actions of individuals other than the pyrotechnicians and other employees of PC PYROTECHNICS . 13. This Contract constitutes the entire agreement between the parties hereto and supersedes all prior and contemporaneous agreements, understandings, negotiations and discussions, either oral or executed in writing by the parties to be bound thereby. The waiver of any provisions of this Contract shall not constitute a waiver of any other provision of this contract. 14. The party signing this document for the Sponsor warrants and represents that she/he is solely authorized to enter into this agreement on behalf of the Sponsor. ADDITIONAL PROVISIONS: PC Pyrotechnics Inc. 4016 Aspen Circle South Rockford MN 55373 (763) 458-9885 CUSTOMER: Address: By By Date Signed Date Signed Phone # Ordinance No. April 2, 2024 CITY OF MEDINA ORDINANCE NO. AN ORDINANCE ADOPTING AN AMENDED FEE SCHEDULE The city council of the city of Medina ordains as follows: Section 1. The schedule of fees for collecting the following items and materials and acquisition of trees from the Annual City Clean-up Day shall be: Accepted Items: • Scrap Metal .............................................................................. No Charge • Vehicle Batteries ...................................................................... No Charge • Anti-freeze ............................................................................... No Charge • Computer Tower/Laptop/Small Handheld Device .................. No Charge • Small Kitchen Appliances ........................................................ No Charge • Large Appliances………………………………………………$10 each • Miscellaneous Electronics ...................................................... $5-10 each • Computer Monitor ...................................................................... $10 each • Televisions (small) ...................................................................... $10 each • Televisions (large flat screen – 27” on up) ................................. $15 each • Televisions (large tube style – 27” on up) .................................. $25 each • Counsel & Projection TVs .......................................................... $50 each • Mattress/Box springs .................................................................. $50 each • Tires – car or light truck – without rim ......................................... $6 each • Tires – car or light truck – with rim .............................................. $8 each • Tires – semi truck – without rim ................................................. $10 each • Tires – semi truck – with rim ...................................................... $15 each • Tires – tractor ........................ $25.00 small/$45.00 medium/$60.00 large • Dumping by volume (i.e. carpet, furniture/building materials) ……………………………………$10 small load - up to $30 large load Purchase of Trees(any species) ......................................................... $20 each Section 2. This ordinance shall become effective upon its adoption and publication. Adopted by the City Council of the City of Medina this 2nd day of April, 2024. Agenda Item #5 B Ordinance No. April 2, 2024 Kathleen Martin, Mayor ATTEST: Caitlyn Walker, City Clerk Published in the Crow River News this day of , 2024. Resolution 2024-XX April 2, 2024 Member introduced the following resolution and moved its adoption: CITY OF MEDINA RESOLUTION NO. 2024-XX RESOLUTION AUTHORIZING PUBLICATION OF ORDINANCE NO. XXX BY TITLE AND SUMMARY WHEREAS, the city council of the city of Medina has adopted Ordinance No. XXX regarding revisions of the city’s fee schedule; and WHEREAS, Minnesota Statutes, § 412.191, subd. 4, allows publication by title and summary in the case of lengthy ordinances or those containing charts or maps; and WHEREAS, the city council believes that the following summary would clearly inform the public of the intent and effect of the ordinance. NOW, THEREFORE, BE IT RESOLVED by the city council of the city of Medina that the City Clerk shall cause the following summary of Ordinance No. XXX to be published in the official newspaper in lieu of the entire ordinance: Public Notice The city council of the city of Medina has adopted Ordinance No. XXX. The ordinance revises the city’s fee schedule to include fees for Clean-Up Day. The ordinance will not be codified. The full text of Ordinance No. XXX is available for inspection at Medina city hall during regular business hours. BE IT FURTHER RESOLVED by the city council of the city of Medina that the City Clerk keep a copy of the ordinance at city hall for public inspection and post a full copy of the ordinance in a public place within the city. Dated: April 2, 2024. Kathleen Martin, Mayor ATTEST: Caitlyn Walker, City Clerk Agenda Item #5C Resolution 2024-XX April 2, 2024 The motion for the adoption of the foregoing resolution was duly seconded by member _ upon vote being taken thereon, the following voted in favor thereof: And the following voted against same: Whereupon said resolution was declared duly passed and adopted. 1 BALL FIELD RENTAL AGREEMENT This Agreement is made this 2nd day of April 2024, by and between the city of Medina, a municipal corporation under the laws of Minnesota (the “City”) and the Orono Baseball Association, a Minnesota non-profit corporation, herein called the “Licensee”. WHEREAS, the Licensee desires to use the baseball field for youth baseball owned by the City and located in the City’s Medina Maple Park (the “Subject Property”) depicted in Exhibit A attached hereto. WHEREAS, the City is willing to allow the Licensee to use the Subject Property, subject to certain terms and conditions; and WHEREAS, the City and the Licensee wish to have a written agreement memorializing the terms and conditions under which the City and the Licensee will accomplish the above. NOW, THEREFORE, based on the mutual covenants and obligations contained herein, the parties agree as follows: 1. The City hereby grants the Licensee permission to use the Subject Property from May 1, 2024, through July 1, 2024, on Monday and Wednesday evenings from 5:30 p.m. until 8 p.m. 2. The Licensee shall provide the City with a written schedule of any changes in the schedule at least ten days prior to such use. 3. The Licensee shall maintain an insurance policy in the amount of $1,000,000, single limit of liability per occurrence to protect itself and the City from claims and liability for injury or damage to persons or property for all work performed by the Licensee and its respective employees or agents under this Agreement. The Licensee shall name the City as an additional insured under its general liability policy in limits acceptable to the City. Prior to performing any services under this Agreement, the Licensee shall provide evidence to the City that acceptable insurance coverage is effective. 4. The Licensee shall submit a damage and maintenance deposit in the amount of $500.00 to the City prior to May 1, 2024. The City shall return the deposit to the Licensee, minus expenses for any damage or maintenance to the Subject Property following inspection by the City after July 1, 2024. 5. The City shall provide for regular mowing of the Subject Property. 6. The Licensee shall provide all equipment necessary to conduct baseball activities and shall provide for all other regular maintenance of the Subject Property including but not limited to chalk lining for normal ball field measurements and boundaries, grooming the fields, filling in divots, re-establishing Ag Lime, and picking up all trash, paper, and debris after use of the field. Agenda Item #5D 2 7. Upon termination of this Agreement, the Licensee agrees to remove from the Subject Property all temporary structures, equipment and other items used by the Licensee, leave the Subject Property free from debris and return the Subject Property to its condition prior to its use by the Licensee. 8. The Licensee shall pay the City $400.00 for use of the Subject Property for the term of this agreement. Payment of the $400.00 shall be submitted to the City by May 1, 2024. 9. The Licensee hereby agrees to defend, indemnify, and hold harmless the City, its officers, employees, and agents, from any liability, damages, claims, costs, judgments, or expenses, including reasonable attorneys’ fees, resulting directly or indirectly from the Licensee’s use of the Subject Property. 10. The City may cancel, terminate, suspend, or modify the terms of this Agreement upon default by Licensee or failure of the Licensee to comply with this Agreement. CITY OF MEDINA By ________________________________ Kathleen Martin, Mayor By _________________________________ Caitlyn Walker, City Clerk ORONO BASEBALL ASSOCIATION, (LICENSEE) By________________________________ Charles Mann, Director 3 Exhibit A Maple Park Ball Field Subject Property 1 BALL FIELD RENTAL AGREEMENT This Agreement is made this 2nd day of April 2024, by and between the city of Medina, a municipal corporation under the laws of Minnesota (the “City”) and the Orono Baseball Association, a Minnesota non-profit corporation, herein called the “Licensee”. WHEREAS, the Licensee desires to use the baseball field for youth baseball owned by the City and located in the City’s Medina Morningside Park (the “Subject Property”) depicted in Exhibit A attached hereto. WHEREAS, the City is willing to allow the Licensee to use the Subject Property, subject to certain terms and conditions; and WHEREAS, the City and the Licensee wish to have a written agreement memorializing the terms and conditions under which the City and the Licensee will accomplish the above. NOW, THEREFORE, based on the mutual covenants and obligations contained herein, the parties agree as follows: 1. The City hereby grants the Licensee permission to use the Subject Property from May 1, 2024, through July 1, 2024, on Monday through Thursday evenings from 5:30 p.m. until 8 p.m. 2. The Licensee shall provide the City with a written schedule of any changes in the schedule at least ten days prior to such use. 3. The Licensee shall maintain an insurance policy in the amount of $1,000,000, single limit of liability per occurrence to protect itself and the City from claims and liability for injury or damage to persons or property for all work performed by the Licensee and its respective employees or agents under this Agreement. The Licensee shall name the City as an additional insured under its general liability policy in limits acceptable to the City. Prior to performing any services under this Agreement, the Licensee shall provide evidence to the City that acceptable insurance coverage is effective. 4. The Licensee shall submit a damage and maintenance deposit in the amount of $500.00 to the City prior to May 1, 2024. The City shall return the deposit to the Licensee, minus expenses for any damage or maintenance to the Subject Property following inspection by the City after July 1, 2024. 5. The City shall provide for regular mowing of the Subject Property. 6. The Licensee shall provide all equipment necessary to conduct baseball activities and shall provide for all other regular maintenance of the Subject Property including but not limited to chalk lining for normal ball field measurements and boundaries, grooming the fields, filling in divots, re-establishing Ag Lime, and picking up all trash, paper, and debris after use of the field. Agenda Item #5E 2 7. Upon termination of this Agreement, the Licensee agrees to remove from the Subject Property all temporary structures, equipment and other items used by the Licensee, leave the Subject Property free from debris and return the Subject Property to its condition prior to its use by the Licensee. 8. The Licensee shall pay the City $400.00 for use of the Subject Property for the term of this agreement. Payment of the $400.00 shall be submitted to the City by May 1, 2023. 9. The Licensee hereby agrees to defend, indemnify, and hold harmless the City, its officers, employees, and agents, from any liability, damages, claims, costs, judgments, or expenses, including reasonable attorneys’ fees, resulting directly or indirectly from the Licensee’s use of the Subject Property. 10. The City may cancel, terminate, suspend, or modify the terms of this Agreement upon default by Licensee or failure of the Licensee to comply with this Agreement. CITY OF MEDINA By ________________________________ Kathleen Martin, Mayor By _________________________________ Caitlyn Walker, City Clerk ORONO BASEBALL ASSOCIATION, (LICENSEE) By________________________________ Charles Mann, Director 3 Exhibit A Medina Morningside Park Ball Field Subject Property 1 TENNIS COURT RENTAL AGREEMENT This Agreement is made this 2nd day of April 2024, by and between the city of Medina, a municipal corporation under the laws of Minnesota (the “City”) and Carrie Agre, 19620 63rd Avenue N., Corcoran, MN 55340, called the “Licensee”. WHEREAS, the Licensee desires to use the tennis courts for tennis lessons , which are owned by the City and located in the City’s Hamel Legion Park (the “Subject Property”). WHEREAS, the City is willing to allow the Licensee to use the Subject Property, subject to certain terms and conditions; and WHEREAS, the City and the Licensee wish to have a written agreement memorializing the terms and conditions under which the City and the Licensee will accomplish the above. NOW, THEREFORE, based on the mutual covenants and obligations contained herein, the parties agree as follows: 1. The City hereby grants the Licensee permission to use the Subject Property on Sunday evenings from May 18 to October 19 from 5:00 p.m. to 7:30 p.m. and from Monday through Thursday from 8:00 a.m. to 12:00 p.m. for the weeks of June 10 to June 13, June 17 to June 20, June 24 to June 27, July 8 to July 11, July 15 to July 18, July 29 to August 1, and August 5 to August 8. In the event that a lesson is cancelled due to rain, the City grants the Licensee permission to use the Subject Property on the following Friday to make up the missed lesson. Any requests for changes to this schedule must be submitted to the Public Works Administrative Assistant in writing at least seven days prior to the requested reservation date. The requested schedule change will be reviewed by City staff and may be approved or denied depending on demand for the tennis courts. 2. The Licensee shall obtain executed Voluntary Waiver of Liability Agreements as identified on Exhibit B from every participant and instructor prior to any use of the Subject Property. 3. The Licensee shall submit a damage and maintenance deposit in the amount of $150.00 to the City prior to June 1, 2024. The City shall return the deposit to the Licensee, minus expenses for any damage or maintenance to the Subject Property following inspection by the City after October 1, 2024. 4. The Licensee shall provide all equipment necessary to conduct tennis lessons. 5. The Licensee shall be responsible for picking up all tennis balls, containers, trash, paper, and debris after use of the Subject Property. 6. The Licensee shall direct all participants in and visitors to the tennis camp on the Subject Property to park in the parking lot within Hamel Legion Park, as identified on Exhibit A attached hereto. Agenda Item #5F 2 7. Upon termination of this Agreement, the Licensee agrees to remove from the Subject Property all temporary structures, equipment and other items used by the Licensee, leave the Subject Property free from debris and return the Subject Property to its condition prior to its use by the Licensee. 8. The Licensee shall pay the City $6 per hour per court for use of the Subject Property. Payments shall be submitted to the City at the end of the rental season, accompanied by a written log of each day and the times the Subject Property was used. 9. The Licensee hereby agrees to defend, indemnify, and hold harmless the City, its officers, employees, and agents, from any liability, damages, claims, costs, judgments, or expenses, including reasonable attorneys’ fees, resulting directly or indirectly from the Licensee’s use of the Subject Property. 10. The City may cancel, terminate, suspend, or modify the terms of this Agreement upon default by Licensee or failure of the Licensee to comply with this Agreement. CITY OF MEDINA By ________________________________ Kathleen Martin, Mayor By _________________________________ Scott T. Johnson, City Administrator CARRIE AGRE (LICENSEE) By____________________________ Carrie Agre, Owner 3 Tennis Courts in Hamel Legion Park Subject Property: Designated Parking Area: SUBJECT PROPERTY DESIGNATED PARKING AREA Exhibit A 4 CITY OF MEDINA VOLUNTARY WAIVER OF LIABILITY AGREEMENT I know that tennis and the events and activities related to it are inherently dangerous activities in which I choose to participate voluntarily and at my own risk. I understand that such activities can result in personal injury, death and disability or property damage and loss. I also understand that these risks and dangers are increased when other persons are present at the same time and using the same facilities. In consideration of using the athletic facilities of the city of Medina (the “City”) and wishing to participate in the youth tennis activities and knowing there are certain dangers related to this activity, I hereby state and affirm that: 1. My participation is fully voluntary. 2. I acknowledge that the activity is not an essential service provided by the City. 3. I understand and acknowledge that the activities in which I am about to engage as a participant have certain risks. I understand that these risks, known or unknown, anticipated, or unanticipated, may result in injury, death, illness, disease or damage to myself or my property, or to other persons and their property. 4. I hereby personally assume all risks in connection with this activity and I waive any right to make claims or bring actions against the City or its officers, employees or agents for any injuries or damages to me or my property related to the alleged negligence of the City. This waiver does not apply to any injuries or damages that are the result of any willful, wanton, or intentional misconduct by the City. 5. I agree to hold harmless and indemnify the City, its officers, employees, and agents, from any and all claims or actions for injury or damages to any third party, including other participants or spectators, resulting from my participation in any activity while at or about the City athletic facilities. 6. I understand that entering into and signing this agreement affects my legal rights and results in my giving up or waiving certain legal rights. I accept this and sign this agreement of my own free will. 7. The terms of this agreement shall serve as a release and assumption of risk and shall be binding on behalf of myself, my heirs, executor, administrator, and all members of my family. 8. My signature indicates that I have read this entire document, understand it completely, acknowledge that it cannot be modified or changed in any way by oral representations, and agree to be bound by its terms. Name (Print) Signature Parent Signature (if under 18 years old) Date Exhibit B 1 TO: Honorable Mayor and City Council FROM: Steve Scherer, Public Works Director DATE: March 22, 2024 MEETING: April 2, 2024 SUBJECT: Portable Sanitation Services Agreement Summary Public Works solicited quotes for the 2024-2026 portable sanitation services contract period. Two proposals were received, with Wruck Sewer and Portable Rental coming in as the low quote: Monthly Rate Annual Rate 1.Wruck Sewer & Portable Rental $ 758.00 $4,830.00 2. LRS (Jimmy’s Johnny’s) $1,003.00 $5,140.00 Requested Action Award the Portable Sanitation Services Agreement to Wruck Sewer and Portable Rental, the lowest quote, at the total contract rate of $4,830.00. Attachments •Portable Sanitation Services Agreement •Exhibit A MEMORANDUM Agenda Item #5G 1 PORTABLE SANITATION SERVICES AGREEMENT This Agreement is made this 2nd day of April 2024, by and between Wruck Sewer and Portable Rental, 15920 US Highway 10, P.O. Box 647, Becker, MN 55308, a Minnesota corporation (the “Contractor”) and the City of Medina, a Minnesota municipal corporation (the “City”). Recitals 1. The City has been authorized to enter into a contract for portable sanitation services; and 2. The City has approved the contract for portable sanitation services with the Contractor; and 3. The parties wish to define the scope of services and terms of their agreement. NOW, THEREFORE, the City and the Contractor agree as follows: Terms 1.0 SCOPE OF SERVICES. The Contractor will provide green (preferred), or grey portable sanitation units and service to city parks designated on 3.0 COMPENSATION. The units will be placed in the parks approximately April 15th, and are to be removed by October 15th, a total of six months, unless otherwise noted below. The service on these units will occur on a weekly basis (or as determined by the Public Works Director) in the areas listed in 3.0, and marked on Exhibit A. 2.0. TERM. The term and prices of this contract shall remain in effect from April 2, 2024, until April 2, 2026, or until such later date as may be mutually agreed upon. 3.0 COMPENSATION. The City shall compensate the Contractor in the amount of $4830.00 per season year. Any non-contract requests for extra units or extra service to the units as authorized by the Public Works Director will be billed to the City separately at a rate of $110.00 per extra ADA unit, $75.00 per extra standard unit, $15.00 per extra service. Portable sanitation services, described in 1.0 above, will be provided by the Contractor on the City-owned sites listed below. The City is exempt from sales tax. 2 3.02 The Contractor shall pay for all licenses and permits. These costs shall be included in the bid cost. The City is exempt from sales tax. 4.0 INDEPENDENT CONTRACTOR. 4.01 Both the Contractor and the City acknowledge and agree that the Contractor is an independent contractor and not an employee of the City. Any employee or subcontractor who may perform services for the Contractor in connection with this Agreement is also not an employee of the City. The Contractor understands that the City will not provide any benefits of any type in connection with this Agreement, including but not limited to health or medical insurance, worker’s compensation insurance and unemployment insurance, nor will the City withhold any state or federal taxes, including income or payroll taxes, which may be payable by the Contractor. 4.02 The Contractor will supply and use its own equipment and tools, as well as traffic control within and immediately abutting the project area, to complete the services under this Agreement. 4.03 The Contractor acknowledges that any general instruction it receives from the City has no effect on its status as an independent contractor. 4.04 The Contractor acknowledges that all OSHA Safety requirements will be in place at all times. 5.0 INSURANCE. The Contractor will maintain adequate insurance to protect itself and the City from claims and liability for injury or damage to persons or property for all work performed by the Contractor and its respective employees or agents under this Agreement. The Contractor shall name the City as an additional insured under its commercial general 3 liability policy in limits acceptable to the City. Prior to performing any services under this Agreement, the Contractor shall provide evidence to the City that acceptable insurance coverage is effective. 6.0 WORKER’S COMPENSATION. 6.01 The Contractor will comply with the provisions of the Minnesota worker’s compensation statute as an independent contractor before commencing work under this Agreement. 6.02 The Contractor will provide its own worker’s compensation insurance and will provide evidence to the City of such coverage before commencing work under this Agreement. 7.0 INDEMNIFICATION. The Contractor will hold harmless and indemnify the City, its officers, employees, and agents, against any and all claims, losses, liabilities, damages, costs, and expenses (including defense, settlement, and reasonable attorney’s fees) for claims as a result of bodily injury, loss of life, property damages and any other damages arising out of the Contractor’s performance under this Agreement. 8.0 APPLICABLE LAW. The execution, interpretation, and performance of this Agreement will, in all respects, be controlled and governed by the laws of Minnesota. 9.0 PRIVATIZATION CLAUSE. Contractor agrees to comply with the Minnesota Government Data Practices Act (the “Act”) and all other applicable state and federal laws relating to data privacy or confidentiality. All data created, collected, received, stored, used, maintained, or disseminated by the Contractor in performing its obligations is subject to the requirements of the Act, and the Contractor must comply with the requirements of the Act as if the Contractor was a government entity. 10.0 ASSIGNMENT. The Contractor may not assign this Agreement or procure the services of another individual or company to provide services under this Agreement without first obtaining the express written consent of the City. 11.0 ENTIRE AGREEMENT; AMENDMENTS. This Agreement constitutes the entire Agreement between the parties, and no other agreement prior to or contemporaneous with this Agreement shall be effective, except as expressly set forth or incorporated herein. Any purported amendment to this Agreement is not effective unless it is in writing and executed by both parties. 12.0 NO WAIVER BY CITY. By entering into this Agreement, the City does not waive its entitlement to any immunity under statute or common law. 4 13.0 TERMINATION. Either party may terminate this Agreement at any time, for any reason. If the contract is terminated early, the City will pay a prorated fee for the services performed to date in that calendar year. IN WITNESS WHEREOF, the parties have executed this Agreement on the date and year written above. CITY OF MEDINA By_____________________________ Kathleen Martin, Mayor By ______________________________ Caitlyn Walker, City Clerk WRUCK SEWER AND PORTABLE RENTAL (CONTRACTOR) By ______________________________ Valery Wruck, Owner/President 1 TO: Honorable Mayor and City Council FROM: Steve Scherer, Public Works Director DATE: March 21, 2024 MEETING: April 2, 2024 SUBJECT: HAC Donation for Irrigation Expansion on Paul Fortin field Summary After successful fundraising efforts, Hamel Baseball is requesting to finance, via donation, irrigation expansion to the outfield on Paul Fortin field in Hamel Legion Park. Staff review determined the project would be an easy continuation of the existing pump system (from the storm pond on the northwest corner of the park) and supports the requested expansion and donation. Paul Fortin Field – Hamel Legion Park Irrigation Expansion Outfield Irrigation Restoration with Seed Sam’s Landscape Outdoor Solutions $25,450.00 $2,500.00 Minnesota Sodding Company $44,443.96 $5,529.25 Carefree Lawn $25,780.00 $ N/B Requested Actions 1. Approve resolution accepting Hamel Athletic Club donation in the amount of $27,950.00 for irrigation expansion on the outfield at Paul Fortin field, in Hamel Legion Park; and thank HAC for their generous donation for same. 2. Award the Irrigation Installation Services Agreement to Sam’s Landscape Outdoor Solutions for $27,950.00 for installation of irrigation expansion, and restoration seeding on the outfield at Paul Fortin field in Hamel Legion Park. Attachments • Resolution accepting donation from Hamel Athletic Club • Irrigation Installation Expansion Services Agreement - Sam’s Lawn Landscaping & Property Maintenance • Exhibit A – Sam’s Lawn Landscaping & Property Maintenance Proposal MEMORANDUM Agenda Item #5H & I Resolution No. 2024-XX April 2, 2024 Member introduced the following resolution and moved its adoption: CITY OF MEDINA RESOLUTION NO. 2024-XX RESOLUTION ACCEPTING DONATION FROM HAMEL ATHLETIC CLUB WHEREAS, The Hamel Athletic Club has generously offered to donate a check in the amount of $27,950.00 (the “Donation”) to the city of Medina (the “City”); and WHEREAS, the Donation will be dedicated to the City’s Municipal Park Fund for irrigation expansion to the outfield of Paul Fortin field in Hamel Legion Park; and WHEREAS, the City wishes to accept the Donation and express its gratitude to the Hamel Athletic Club for their generosity. NOW, THEREFORE, BE IT RESOLVED by the city council of the city of Medina, Minnesota, that the City accepts the Donation and thanks the Hamel Athletic Club. Dated: April 2, 2024. ____________________________________ Kathleen Martin, Mayor ATTEST: ___________________________________ Caitlyn Walker, City Clerk The motion for the adoption of the foregoing resolution was duly seconded by member Anderson and upon vote being taken thereon, the following voted in favor thereof: And the following voted against same: Whereupon said resolution was declared duly passed and adopted. Agenda Item #5H 1 IRRIGATION INSTALLATION EXPANSION SERVICES AGREEMENT This Agreement is made this 2nd day of April 2024, by and between Sam’s Landscape Outdoor Solutions, P.O. Box 848, Wayzata, MN 55391, a Minnesota corporation (the “Contractor”) and the City of Medina, a Minnesota municipal corporation (the “City”). Recitals 1. The City has been authorized to enter into a contract for irrigation installation expansion services; and 2. The City has approved the contract for irrigation installation expansion services with the Contractor; and 3. The parties wish to define the scope of services and terms of their agreement. NOW, THEREFORE, the City and the Contractor agree as follows: Terms 1.0 SCOPE OF SERVICES. The Contractor will perform irrigation installation expansion for the city on Paul Fortin field in Hamel Legion Park as outlined in the Exhibit A. 2.0. TERM. The term and prices of this contract shall remain in effect from April 2, 2024, until November 30, 2024, or until such later date as may be mutually agreed upon. 3.0 COMPENSATION. The City shall compensate the Contractor upon completion of the work and submitting an invoice for services. The City shall compensate the Contractor a total of $27,950.00 ($25,450.00 for base quote and $2,500.00 for Alternate 2), to furnish material and labor to complete the irrigation installation expansion and seed restoration services as described in section 1.0 Scope of Services. 3.01 The Contractor shall pay for all licenses and permits. These costs shall be included in the bid cost. The City is exempt from sales tax. 4.0 INDEPENDENT CONTRACTOR. 4.01 Both the Contractor and the City acknowledge and agree that the Contractor is an independent contractor and not an employee of the City. Any employee or subcontractor who may perform services for the Contractor in connection with this Agreement is also not an employee of the City. The Contractor understands that the City will not provide any benefits of any type in connection with this Agreement, including but not limited to health or medical insurance, worker’s compensation insurance and unemployment insurance, nor will the City withhold any state or federal taxes, including income or payroll taxes, which may be payable by the Contractor. Agenda Item #5I 2 4.02 The Contractor will supply and use its own equipment and tools, as well as traffic control, to complete the services under this Agreement. 4.03 The Contractor acknowledges that any general instruction it receives from the City has no effect on its status as an independent contractor. 5.0 INSURANCE. The Contractor will maintain adequate insurance to protect itself and the City from claims and liability for injury or damage to persons or property for all work performed by the Contractor and its respective employees or agents under this Agreement. The Contractor shall name the City as an additional insured under its commercial general liability policy in limits acceptable to the City. Prior to performing any services under this Agreement, the Contractor shall provide evidence to the City that acceptable insurance coverage is effective. 6.0 WORKER’S COMPENSATION. 6.01 The Contractor will comply with the provisions of the Minnesota worker’s compensation statute as an independent contractor before commencing work under this Agreement. 6.02 The Contractor will provide its own worker’s compensation insurance and will provide evidence to the City of such coverage before commencing work under this Agreement. 7.0 INDEMNIFICATION. The Contractor will hold harmless and indemnify the City, its officers, employees, and agents, against any and all claims, losses, liabilities, damages, costs, and expenses (including defense, settlement, and reasonable attorney’s fees) for claims as a result of bodily injury, loss of life, property damages and any other damages arising out of the Contractor’s performance under this Agreement. 8.0 PAYMENT AND PERFORMANCE BOND. The Contractor shall provide a Payment and Performance Bond to the City at no additional cost to the City. 9.0 PRIVATIZATION CLAUSE. Contractor agrees to comply with the Minnesota Government Data Practices Act (the “Act”) and all other applicable state and federal laws relating to data privacy or confidentiality. All data created, collected, received, stored, used, maintained, or disseminated by the Contractor in performing its obligations is subject to the requirements of the Act, and the Contractor must comply with the requirements of the Act as if the Contractor was a government entity. 10.0 APPLICABLE LAW. The execution, interpretation, and performance of this Agreement will, in all respects, be controlled and governed by the laws of Minnesota. 11.0 ASSIGNMENT. The Contractor may not assign this Agreement or procure the services of another individual or company to provide services under this Agreement without first obtaining the express written consent of the City. 12.0 ENTIRE AGREEMENT; AMENDMENTS. This Agreement constitutes the entire Agreement between the parties, and no other agreement prior to or contemporaneous with this 3 Agreement shall be effective, except as expressly set forth or incorporated herein. Any purported amendment to this Agreement is not effective unless it is in writing and executed by both parties. 13.0 NO WAIVER BY CITY. By entering into this Agreement, the City does not waive its entitlement to any immunity under statute or common law. 14.0 TERMINATION. Either party may terminate this Agreement at any time, for any reason. If the contract is terminated early, the City will pay a prorated fee for the services performed to date in that calendar year. IN WITNESS WHEREOF, the parties have executed this Agreement on the date and year written above. CITY OF MEDINA By_____________________________ Kathleen Martin, Mayor By ______________________________ Caitlyn Walker, City Clerk SAM’S LANDSCAPE OUTDOOR SOLUTIONS (CONTRACTOR) By ______________________________ Sam Vandeputte P.O. Box 848, Wayzata, MN 55391 (Call/Text) 763-478-0200 www.samslandscape.com Project Quote Date: 03/18/2024 Project: City of Medina- Fortin Field Outfield Irrigation Expansion Submitted To: Steve Scherer Inclusions: Base Quote. We have included the following items in our quote, 1: Mobilization of our equipment 2: Installation of 6-2” Zone valves with connection to existing system control, access valve boxes included. 3: Installation of PVC lateral piping for each zone. 4: 34 Hunter I-40-6 Stainless Steel Riser Irrigation Heads with swing joint 5: Testing & Adjustment as needed. 6: Restoration of construction area(s): includes tamping, grading, using existing soils from trenching/small excavations: Topsoil import, grading, seed/sod is not included. 7: Warranty: 5 year coverage on installed items. Alternates: ADD 1: Sod restoration of damaged turf. Includes screened topsoil as needed for leveling. 2: Seed restoration of damaged turf. Includes screend topsoil as needed for leveling. Exclusions: 1: Erosion Control Measures includes installation and or maintenance if not listed above. 2: Repair of our work from negligence of other’s. 3: Bonds, Permits, Special Licensing. 4: Locating of private underground items. 5: No Warranty on Sod and/or Seed items. Pricing: Base Quote: $25,450.00 Alternate:1 $ 2800.00 Alternate:2 $2500.00 Pricing good for 30 days. Ben Vandeputte Project Manager / Estimator EXHIBIT A Resolution No. 2024-## April 2, 2024 Member _________ introduced the following resolution and moved its adoption: CITY OF MEDINA RESOLUTION 2024-## RESOLUTION ACCEPTING TAMARACK DRIVE STREET AND STORM SEWER IMPROVEMENTS ADJACENT TO MEADOWVIEW COMMONS 2ND ADDITION WHEREAS, the City of Medina (the “City”) is a municipal corporation, organized and existing under the laws of Minnesota; and WHEREAS, U.S. Home Corporation (the “Developer”) has constructed improvements within the platted development known as Meadowview Commons 2nd Addition for the purpose of developing townhome lots; and WHEREAS, the Developer and the City have previously entered into an agreement dated April 26, 2021 (the “Development Agreement”) related to the development of the subdivision; and WHEREAS, pursuant to the terms of the Agreement, the Developer completed construction of public sanitary sewer and watermain infrastructure improvements in 2022 and the City subsequently accepted the sanitary sewer and water improvements as public improvements; and WHEREAS, the Developer has now completed construction of public street and storm sewer improvements adjacent to the Subdivision along Tamarack Drive (the “Improvements”); and WHEREAS, the city engineer has inspected the Improvements along Tamarack Drive, and determined that they have been constructed in accordance with the plans incorporated in the Development Agreement; and WHEREAS, the estimated cost of construction of the Improvements was $140,000.00 for the street and $35,000.00 for the storm sewer, the total amount of the Improvements was $175,000; and WHEREAS, the Development Agreement requires the Developer or the Developer’s contractor to submit a warranty bond guaranteeing repair or replacement of any defects in the Improvements for two years following completion as a condition of being accepted by the City. Agenda Item #5J Resolution No. 2024-## 2 April 2, 2024 NOW, THEREFORE BE IT RESOLVED, that the City Council of Medina, Minnesota as follows: 1. The City hereby accepts the Improvements as public improvements upon the date of this resolution or the date indicated on the warranty bond, whichever is later. Thereafter, the City shall maintain the Improvements as public improvements, except as provided for herein. 2. The Developer shall remain responsible to repair or replace defective portions of the Improvements if they show signs of failure within two years of date of this resolution or the date indicated on the warranty bond, whichever is later, normal wear and tear excepted. 3. If the Developer fails to repair or replace defective portions of the Improvements as required herein and pursuant to the Development Agreement, the City may utilize the warranty bond for such purpose. 4. Upon receipt of the warranty bond and at the discretion of the city engineer, the City authorizes a reduction of the letter of credit for the Improvements as described herein. 5. Acceptance of the Improvements is subject to the terms and conditions of the letter from the city engineer dated March 27, 2024. 6. City staff and consultants are authorized and directed to take all steps necessary or convenient to carry out the intent and purpose of this resolution. Dated: April 2, 2024. By: ______________________ Kathleen Martin, Mayor Attest: By: ___________________________ Caitlyn Walker, City Clerk The motion for the adoption of the foregoing resolution was duly seconded by member _______ and upon vote being taken thereon, the following voted in favor thereof: And the following voted against same: Whereupon said resolution was declared duly passed and adopted. MEMORANDUM TO: Mayor Martin and City Council Members FROM: Scott Johnson, City Administrator DATE: March 28, 2024 SUBJ: Approval for Temporary Staffing Due to a long-term staff absence, there is a need for temporary clerical help. The part-time office assistant will work between 18-24 hours/week at an hourly rate estimated to be between $32- $37/hour (employee and agency fee). Clerical staffing will help redistribute workloads and offset current overtime expense accruals. Staff is requesting approval to work with a temporary staffing agency to help provide a part-time office assistant. Agenda Item #5K Resolution No. 2024-XX April 2, 2024 Member _____________ introduced the following resolution and moved its adoption: CITY OF MEDINA RESOLUTION NO. 2024-XX RECOGNIZING STEVE SCHERER FOR THIRTY YEARS OF SERVICE TO THE CITY OF MEDINA WHEREAS, Steve Scherer has been a valued full-time City of Medina employee in the Public Works Department since March 28, 1994; and WHEREAS, Steve serves as the Public Works Director; and WHEREAS, Steve has served the Public Works Department as a foreman, maintenance worker, water/sewer operator, and part-time snow plow driver; and WHEREAS, Steve has demonstrated great initiative in leading the Public Works Department and establishing a vision for the City through parks capital improvement planning, park land purchases, pavement management planning, water and sewer infrastructure planning, and storm water improvement project planning; and WHEREAS, Steve demonstrated leadership and vision through implementing the Quad City Sewer Agreement with area cities and the Metropolitan Council; and WHEREAS, Steve collaborated with contractors to extend Chippewa Road from Arrowhead Drive to Mohawk Drive; and WHEREAS, Steve has instituted innovative and cost-effective measures through sharing of equipment and resources with other communities; and WHEREAS, Steve managed the critical water treatment media replacement project to keep the plant running at maximum capacity; and WHEREAS, Steve showed great leadership and resilience through the planning and reconstruction of Tower Drive, Brockton Lane, Hickory Drive, Townline Road, Chippewa Road, Hackamore Road reconstruction of the County Road 116/Highway 55 Intersection and numerous overlay projects. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Medina acknowledges and thanks Steve Scherer for thirty years of service to the community. Dated: April 2, 2024. Agenda Item #7A Resolution No. 2024-XX April 2, 2024 2 ______________________________ Kathleen Martin, Mayor Attest: _______________________________ Caitlyn Walker, City Clerk The motion for the adoption of the foregoing resolution was duly seconded by member _______ upon vote being taken thereon, the following voted in favor thereof: And the following voted against same: Whereupon said resolution was declared duly passed and adopted. 1 TO: Honorable Mayor and City Council FROM: Steve Scherer, Public Works Director DATE: March 21, 2024 MEETING: April 2, 2024 SUBJECT: Wild Meadows North and South Mill & Overlay Projects Summary The 2024 CIP for street improvements includes mill and overlay projects for the Wild Meadows area. The projects fall under our assessment policy as residential streets assessed at a rate of 50% of the total cost. I plan to manage these projects in-house with some minimal assistance from engineering, utilizing our street material bids for competitive pricing. The area was split into two projects for equity reasons: the South having more density than the North, therefore less pavement per unit. The feasibility reports include complete cost detail and assessment area maps, along with the resolutions to receive the feasibility reports and call for public hearings on the Wild Meadows North and South improvement projects, and levy special assessments for same. Requested Action 1. Adopt resolution to receive the Wild Meadows North Feasibility Report, call for public hearings on the street improvement project, and levy special assessments for same. 2. Adopt resolution to receive the Wild Meadows South Feasibility Report, call for public hearings on the street improvement project, and levy special assessments for same. Attachments • Wild Meadows North area Feasibility Report • Wild Meadows South area Feasibility Report • Resolution to Accept Wild Meadows North area Feasibility Report and Call for Public Hearing and Levy Special Assessment for same • Resolution to Accept Wild Meadows South area Feasibility Report and Call for Public Hearing and Levy Special Assessment for same MEMORANDUM Agenda Item #8A FEASIBILITY REPORT WILD MEADOWS NORTH AREA STREETS MILL AND OVERLAY PROJECT CITY OF MEDINA HENNEPIN COUNTY, MINNESOTA April 2, 2024 Prepared by: Steve Scherer Public Works Director Wild Meadows North Area Streets Feasibility Report Page 2 City of Medina - Wild Meadows - North Area Streets Mill & Overlay Project Table of Contents Table of Contents…………………………………………………………………………. 2 1.0 Introduction……………………………………………………………................... 3 2.0 Summary and Recommendations………………………………………...................4 3.0 Street Improvements……………………………………………………...................5 Figure 1 - Typical Section – Overlay 4.0 Cost Summary……………………………………………………………………… 6 Table 1 - Proposed Improvements Cost Summary………………………… 7 5.0 Funding Options…………………………………………………………………….8 6.0 Project Schedule……………………………………………………….……………9 Appendix A - Cost Estimate………………………………………………….…...A-1 Appendix B - Project Location and Proposed Assessment Map.………………….B-1 Appendix C - Proposed Property Assessment Address List.……....….………..…C-1 Wild Meadows North Area Streets Feasibility Report Page 3 City of Medina - Wild Meadows - North Area Streets Mill & Overlay Project 1.0 Introduction City Staff has requested this report to determine the feasibility of pavement improvements to the following residential streets in the Wild Meadows North development: Bergamot Drive, Primrose Lane, and Calamus Circle. History: In 2009, the City established a rating scale of 1 to 5 based on the condition of the city street (5, indicating excellent condition). Wild Meadows (North area) was rated at 2.5 in 2023 and the mill and overlay project was added to the 2024 capital improvement plan. Wild Meadows North area streets were originally installed in 2001 in accordance with city specifications including drain tile, Geotech fabric, at least 10” of class-5 base material, and 3½” of asphalt. To prolong the pavement a seal coat and fog seal was completed in 2012. The existing utilities are in good shape, no repairs were needed in the past years therefore I am confident in paving over them. The project will include any necessary repairs around storm catch basins, manholes, and valves prior to paving. To preserve the integrity of the streets staff recommends a mill and overlay of the entire street section. I am confident the recommended improvements, along with regular maintenance, and the continuation of seasonal weight postings and organized garbage collection, will extend the pavement life for up to 15 years. A cost analysis is presented in the Cost Summary section of this report. A detailed cost for the project can be found in Appendix A. The project location and proposed assessment map highlighting the benefiting properties are included in Appendix B and a detailed listing of the properties included in Appendix C. Wild Meadows North Area Streets Feasibility Report Page 4 City of Medina - Wild Meadows - North Area Streets Mill & Overlay Project 2.0 Summary and Recommendations The proposed project is feasible, necessary, and cost effective from an engineering standpoint, to prolong the useful life of the road. The following recommendations are presented for consideration by the Medina City Council: 1) That this report be adopted as the guide for the mill and overlay of Wild Meadows North area streets. 2) That the cost of improvements be allocated in accordance with the City’s Special Assessment Policy throughout the proposed roadway improvement area. 3) That a public hearing be held May 7, 2024, on the proposed improvements. Wild Meadows North Area Streets Feasibility Report Page 5 City of Medina - Wild Meadows - North Area Streets Mill & Overlay Project 3.0 Street Improvements Wild Meadows North area streets total approximately 22,173 square yards. The road width is approximately 24 feet wide, with a rural street section. This project includes a complete mill and overlay and installing a 2” bituminous overlay. Additionally, the project will include any minor adjustments to storm sewer structures, manholes, or valves in the street. See Figure 1 for the typical street section. FIGURE 1 Wild Meadows North Area Streets Feasibility Report Page 6 City of Medina - Wild Meadows - North Area Streets Mill & Overlay Project 4.0 Cost Summary A detailed cost estimate for the proposed improvements can be found in Appendix A. The costs represent estimated construction costs for a mill and overlay project of Wild Meadows North area streets. The cost estimate incorporates 2024 construction costs recently received by the City of Medina, and include a 7% contingency factor for project administration, management, and construction. A summary of the estimated costs is presented in Table 1. TABLE 1 – PROPOSED IMPROVEMENT COST SUMMARY OPINION OF COST ESTIMATE WILD MEADOWS NORTH AREA STREETS PROJECT COST Mill and Overlay $223,126.58 Wild Meadows North Area Streets Feasibility Report Page 7 City of Medina - Wild Meadows - North Area Streets Mill & Overlay Project 5.0 Funding Options 5.1 ASSESSMENTS The City of Medina has adopted a special assessment policy regarding public improvements. Following the guidelines of this policy, a portion of the construction costs for the project may be funded through special assessments. Properties which may be assessed for a portion of the project are identified in Appendix C. 5.2 CITY FUNDS The remainder of the project costs not assessed to benefitting properties will be funded with City street funds. Wild Meadows North Area Streets Feasibility Report Page 8 City of Medina - Wild Meadows - North Area Streets Mill & Overlay Project 6.0 Project Schedule The schedule that is shown below provides for completion in October 2024. Receive Feasibility Report April 2, 2024 Call for Public Hearing/Assessment Hearing April 2, 2024 Public Hearing/Assessment Hearing May 7, 2024 Begin Construction May 2024 Construction Substantially Complete October 2024 The schedule assumes that the public hearing and assessment hearing for the project will be held at a single, regularly scheduled council meeting. Note that the construction process should occur over a two-week period during a May through October timeframe. Wild Meadows North Area Streets Feasibility Report Page 9 APPENDIX A Cost Estimate Wild Meadows North Area Streets Feasibility Report Page 10 OPINION OF COST ESTIMATE WILD MEADOWS NORTH AREA STREETS 22,173 Square Yards of Surface 2" Ware - MnDOT SPWEB240(B) MIX (per ton) 2439 $70.99 $173,144.61 Traffic Control 1 $2,000.00 $2,000.00 County Permit 1 $340.00 $340.00 Milling 22,173 $1.30 $28,824.90 Mobilization 1 $500.00 $500.00 Broom Cleanup 24 $155.00 $3,720.00 Construction Total $208,529.51 Contingency Total (7%) $14,597.07 Total Estimated Road Cost $223,126.58 Cost Assumptions: Tack coat cost included in the bituminous wear course unit price. Estimate includes mill and 2-inch asphalt overlay. Wild Meadows North Area Streets Feasibility Report Page 11 APPENDIX B Project Location and Potential Assessment Areas Wild Meadows North Area Streets Feasibility Report Page 12 Wild Meadows North Area Streets Feasibility Report Page 13 APPENDIX C Detailed Property Listing Wild Meadows North Area Streets Feasibility Report Page 14 Map ID PID ADDRESS 1 0111823110009 191 Primrose Lane 2 0111823120001 225 Calamus Circle 3 0111823120003 275 Bergamot Drive 4 0111823120004 305 Bergamot Drive 5 0111823120007 395 Bergamot Drive 6 0111823110008 161 Primrose Lane 7 0111823120014 190 Bergamot Drive 8 0111823130002 230 Calamus Circle 9 0111823130006 350 Calamus Circle 10 0111823130010 335 Calamus Circle 11 0111823130013 275 Calamus Circle 12 0111823120015 220 Bergamot Drive 13 0111823120017 280 Bergamot Drive 14 0111823120018 310 Bergamot Drive 15 0111823130001 200 Calamus Circle 16 0111823130014 255 Calamus Circle 17 0111823110006 101 Primrose Lane 18 0111823110013 160 Bergamot Drive 19 0111823120002 205 Calamus Circle 20 0111823120006 365 Bergamot Drive 21 0111823120019 340 Bergamot Drive 22 0111823130003 260 Calamus Circle 23 0111823130004 290 Calamus Circle 24 0111823130005 320 Calamus Circle 25 0111823130007 395 Calamus Circle 26 0111823130008 375 Calamus Circle 27 0111823130012 295 Calamus Circle 28 0111823110007 131 Primrose Lane 29 0111823110010 221 Primrose Lane 30 0111823110011 100 Bergamot Drive 31 0111823110012 130 Bergamot Drive 32 0111823120005 335 Bergamot Drive 33 0111823120016 250 Bergamot Drive 34 0111823120020 370 Bergamot Drive 35 0111823130009 355 Calamus Circle 36 0111823130011 315 Calamus Circle Resolution No. 2024-xx April 2, 2024 Member __ introduced the following resolution and moved its adoption: CITY OF MEDINA RESOLUTION NO. 2024-xx RESOLUTION RECEIVING FEASIBILITY REPORT AND CALLING FOR PUBLIC HEARINGS ON WILD MEADOWS DRIVE (NORTH AREA STREETS) STREET IMPROVEMENT PROJECT AND LEVYING SPECIAL ASSESSMENTS FOR SAME WHEREAS, a feasibility report has been prepared by Steve Scherer as the city’s Public Works Director regarding a street improvement project for Wild Meadows Drive (North area streets); and WHEREAS, the project consists of mill and overlay described in the report; and WHEREAS, the report provides information regarding whether the project is necessary, cost-effective and feasible. NOW, THEREFORE, BE IT RESOLVED, by the city council of the city of Medina, as follows: 1.The feasibility report is hereby accepted, and the project is determined to be necessary, cost-effective, and feasible. 2. The project shall be constructed using competitive bids received by the City of Medina. 3.The city council shall consider the making of such improvements in accordance with the feasibility report and assessing benefited properties in accordance with the city’s special assessment policy and pursuant to Minn. Stat., Chapter 429. The estimated total cost of the project is as follows: •Wild Meadows Drive (North area streets) $223,126.58 4.Public hearings to consider the making of such improvement and the levying of special assessments related thereto shall be held at 7:00 p.m. in the council chambers at Medina city hall on the following dates: •Wild Meadows Drive (North area streets) May 7, 2024 5.City staff is authorized and directed to prepare plans and specifications for making the project. Resolution No. 2024-xx April 2, 2024 2 6. City staff is directed to prepare the appropriate notices for the improvement hearings and assessment hearings and to cause the proper published and mailed notices to be given for the public hearings as required by law and in accordance with the above schedule. 7. The amount of the project to be specially assessed against benefited properties in accordance with the city’s special assessment policy and Minn. Stat. Chapter 429 is as follows: • Wild Meadows Drive (North area streets) $111,563.29 8. The city clerk, with the assistance of city staff, shall forthwith calculate the proper amount to be specially assessed for each such improvement against every assessable lot, piece or parcel of land within the area affected without regard to cash valuation and shall file a copy of the proposed assessment in the clerk’s office at city hall. Dated: April 2, 2024 _________________________ Kathleen Martin, Mayor Attest: ___________________________________ Caitlyn Walker, City Clerk The motion for the adoption of the foregoing resolution was duly seconded by member __ and upon vote being taken thereon, the following voted in favor thereof: - And the following voted against same: - Whereupon said resolution was declared duly passed and adopted. FEASIBILITY REPORT WILD MEADOWS SOUTH AREA STREETS MILL AND OVERLAY PROJECT CITY OF MEDINA HENNEPIN COUNTY, MINNESOTA April 2, 2024 Prepared by: Steve Scherer Public Works Director Wild Meadows South Area Streets Feasibility Report Page 2 City of Medina - Wild Meadows South Area Streets Mill & Overlay Project Table of Contents Table of Contents…………………………………………………………………………. 2 1.0 Introduction……………………………………………………………................... 3 2.0 Summary and Recommendations………………………………………...................4 3.0 Street Improvements……………………………………………………...................5 Figure 1 - Typical Section – Overlay 4.0 Cost Summary……………………………………………………………………… 6 Table 1 - Proposed Improvements Cost Summary………………………… 7 5.0 Funding Options…………………………………………………………………….8 6.0 Project Schedule……………………………………………………….……………9 Appendix A - Cost Estimate………………………………………………….…...A-1 Appendix B - Project Location and Proposed Assessment Map.………………….B-1 Appendix C - Proposed Property Assessment Address List.……....….………..…C-1 Wild Meadows South Area Streets Feasibility Report Page 3 City of Medina - Wild Meadows South Area Streets Mill & Overlay Project 1.0 Introduction City Staff has requested this report to determine the feasibility of pavement improvements to the following residential streets in the Wild Meadows South development: Wild Meadows Drive, Lythrum Lane, Sunrise Court, Meadowview Lane, Cassia Court, and Prairie Creek Road. History: In 2009, the City established a rating scale of 1 to 5 based on the condition of the city street (5, indicating excellent condition). Wild Meadows (South area) was rated at 2.5 in 2023 and the mill and overlay project was added to the 2024 capital improvement plan. Wild Meadows South area streets were originally installed in 2001 in accordance with city specifications including drain tile, Geotech fabric, at least 10” of class-5 base material, and 3½” of asphalt. To prolong the pavement a seal coat and fog seal was completed in 2012. The existing utilities are in good shape, no repairs were needed in the past years therefore I am confident in paving over them. The project will include any necessary repairs around storm catch basins, manholes, and valves prior to paving. To preserve the integrity of the streets staff recommends a mill and overlay of the street section. I am confident the recommended improvements, along with regular maintenance, and the continuation of seasonal weight postings and organized garbage collection, will extend the pavement life for up to 15 years. A cost analysis is presented in the Cost Summary section of this report. A detailed cost for the project can be found in Appendix A. The project location and proposed assessment map highlighting the benefiting properties are included in Appendix B and a detailed listing of the properties included in Appendix C. Wild Meadows South Area Streets Feasibility Report Page 4 City of Medina - Wild Meadows South Area Streets Mill & Overlay Project 2.0 Summary and Recommendations The proposed project is feasible, necessary, and cost effective from an engineering standpoint, to prolong the useful life of the road. The following recommendations are presented for consideration by the Medina City Council: 1) That this report be adopted as the guide for the mill and overlay of Wild Meadows South area streets. 2) That the cost of improvements be allocated in accordance with the City’s Special Assessment Policy throughout the proposed roadway improvement area. 3) That a public hearing be held May 7, 2024, on the proposed improvements. Wild Meadows South Area Streets Feasibility Report Page 5 City of Medina - Wild Meadows South Area Streets Mill & Overlay Project 3.0 Street Improvements Wild Meadows South area streets total approximately 34,595 square yards. The road width is approximately 24 feet wide, with a rural street section. This project includes a complete mill and overlay and installing a 2” bituminous overlay. Additionally, the project will include any minor adjustments to storm sewer structures, manholes, or valves in the street. See Figure 1 for the typical street section. FIGURE 1 Wild Meadows South Area Streets Feasibility Report Page 6 City of Medina - Wild Meadows South Area Streets Mill & Overlay Project 4.0 Cost Summary A detailed cost estimate for the proposed improvements can be found in Appendix A. The costs represent estimated construction costs for a mill and overlay project of Wild Meadows South area streets. The cost estimate incorporates 2024 construction costs recently received by the City of Medina, and include a 7% contingency factor for project administration, management, and construction. A summary of the estimated costs is presented in Table 1. TABLE 1 – PROPOSED IMPROVEMENT COST SUMMARY OPINION OF COST ESTIMATE WILD MEADOWS SOUTH AREA STREETS PROJECT COST Mill and Overlay $348,296.18 Wild Meadows South Area Streets Feasibility Report Page 7 City of Medina - Wild Meadows South Area Streets Mill & Overlay Project 5.0 Funding Options 5.1 ASSESSMENTS The City of Medina has adopted a special assessment policy regarding public improvements. Following the guidelines of this policy, a portion of the construction costs for the project may be funded through special assessments. Properties which may be assessed for a portion of the project are identified in Appendix C. 5.2 CITY FUNDS The remainder of the project costs not assessed to benefitting properties will be funded with City street funds. Wild Meadows South Area Streets Feasibility Report Page 8 City of Medina - Wild Meadows South Area Streets Mill & Overlay Project 6.0 Project Schedule The schedule that is shown below provides for completion in October 2024. Receive Feasibility Report April 2, 2024 Call for Public Hearing/Assessment Hearing April 2, 2024 Public Hearing/Assessment Hearing May 7, 2024 Begin Construction May 2024 Construction Substantially Complete October 2024 The schedule assumes that the public hearing and assessment hearing for the project will be held at a single, regularly scheduled council meeting. Note that the construction process should occur over a two-week period during a May through October timeframe. Wild Meadows South Area Streets Feasibility Report Page 9 APPENDIX A Cost Estimate Wild Meadows South Area Streets Feasibility Report Page 10 OPINION OF COST ESTIMATE WILD MEADOWS SOUTH AREA STREETS 34,595 Square Yards of Surface 2" Ware - MnDOT SPWEB240(B) MIX (per ton) 3805 $70.99 $270,116.95 Traffic Control 1 $3,000.00 $3,000.00 County Permit 1 $340.00 $340.00 Milling 34,595 $1.30 $44,973.50 Mobilization 1 $1,500.00 $1,500.00 Broom Cleanup 36 $155.00 $5,580.00 Construction Total $325,510.45 Contingency Total (7%) $22,785.73 Total Estimated Road Cost $348,296.18 Cost Assumptions: Tack coat cost included in the bituminous wear course unit price. Estimate includes mill and 2-inch asphalt overlay. Wild Meadows South Area Streets Feasibility Report Page 11 APPENDIX B Project Location and Potential Assessment Areas Wild Meadows South Area Streets Feasibility Report Page 12 Wild Meadows South Area Streets Feasibility Report Page 13 APPENDIX C Detailed Property Listing Wild Meadows South Area Streets Feasibility Report Page 14 MapID PID PROPERTY ADDRESS 1 0111823410008 145 Sunrise Court 2 0111823410018 150 Sunrise Court 3 0111823420001 4170 Wild Meadows Drive 4 0111823420004 210 Meadowview Lane 5 0111823420007 4190 Wild Meadows Drive 6 0111823420008 4210 Wild Meadows Drive 7 0111823430002 4000 Wild Meadows Drive 8 0111823430003 4030 Wild Meadows Drive 9 0111823430004 270 Lythrum Lane 10 0111823430005 280 Lythrum Lane 11 0111823430007 300 Lythrum Lane 12 0111823430008 310 Lythrum Lane 13 0111823430012 325 Lythrum Lane 14 0111823430013 315 Lythrum Lane 15 0111823430014 313 Lythrum Lane 16 0111823430015 311 Lythrum Lane 17 0111823430017 307 Lythrum Lane 18 0111823430018 305 Lythrum Lane 19 0111823430021 275 Lythrum Lane 20 0111823430036 4085 Wild Meadows Drive 21 0111823410005 4270 Wild Meadows Drive 22 0111823410009 135 Sunrise Court 23 0111823410012 105 Sunrise Court 24 0111823440013 125 Prairie Creek Road 25 0111823440020 175 Meadowview Lane 26 0111823440021 155 Meadowview Lane 27 0111823440022 145 Meadowview Lane 28 0111823440026 4325 Wild Meadows Drive 29 0111823410014 110 Sunrise Court 30 0111823410015 120 Sunrise Court 31 0111823410019 4255 Wild Meadows Drive 32 0111823420011 4265 Wild Meadows Drive 33 0111823440028 4345 Wild Meadows Drive 34 0111823420013 4195 Wild Meadows Drive 35 0111823420014 4205 Wild Meadows Drive 36 0111823420017 4235 Wild Meadows Drive 37 0111823430009 320 Lythrum Lane 38 0111823430026 235 Prairie Creek Road 39 0111823430031 4130 Wild Meadows Drive 40 0111823440001 110 Cassia Court Wild Meadows South Area Streets Feasibility Report Page 15 MapID PID PROPERTY ADDRESS 41 0111823440008 195 Prairie Creek Road 42 0111823440009 175 Prairie Creek Road 43 0111823440016 170 Prairie Creek Road 44 0111823440017 190 Prairie Creek Road 45 0111823440024 170 Meadowview Lane 46 0111823410007 4310 Wild Meadows Drive 47 0111823410010 125 Sunrise Court 48 0111823410011 115 Sunrise Court 49 0111823410017 140 Sunrise Court 50 0111823420002 250 Meadowview Lane 51 0111823420003 230 Meadowview Lane 52 0111823420015 4215 Wild Meadows Drive 53 0111823420018 4245 Wild Meadows Drive 54 0111823430006 290 Lythrum Lane 55 0111823430016 309 Lythrum Lane 56 0111823430020 285 Lythrum Lane 57 0111823430029 4090 Wild Meadows Drive 58 0111823430033 255 Meadowview Lane 59 0111823430034 235 Meadowview Lane 60 0111823430035 215 Meadowview Lane 61 0111823430037 4105 Wild Meadows Drive 62 0111823430038 4135 Wild Meadows Drive 63 0111823430040 4165 Wild Meadows Drive 64 0111823440018 210 Prairie Creek Road 65 0111823440019 195 Meadowview Lane 66 0111823440025 150 Meadowview Lane 67 0111823440027 4335 Wild Meadows Drive 68 1211823110029 155 Cassia Court 69 1211823110031 115 Cassia Court 70 1211823110033 140 Cassia Court 71 1211823120046 3967 Wild Meadows Drive 72 1211823120054 390 Lythrum Lane 73 1211823120059 345 Lythrum Lane 74 1211823110034 160 Cassia Court 75 1211823110038 3947 Wild Meadows Drive 76 1211823120049 340 Lythrum Lane 77 1211823120050 350 Lythrum Lane 78 1211823120055 385 Lythrum Lane 79 1211823120056 375 Lythrum Lane 80 1211823120057 365 Lythrum Lane Wild Meadows South Area Streets Feasibility Report Page 16 MapID PID PROPERTY ADDRESS 81 1211823110037 3927 Wild Meadows Drive 82 1211823120048 4007 Wild Meadows Drive 83 1211823120053 380 Lythrum Lane 84 0111823410006 4290 Wild Meadows Drive 85 0111823410013 100 Sunrise Court 86 0111823410016 130 Sunrise Court 87 0111823420009 4230 Wild Meadows Drive 88 0111823420010 4250 Wild Meadows Drive 89 0111823420012 4185 Wild Meadows Drive 90 0111823420016 4225 Wild Meadows Drive 91 0111823430010 330 Lythrum Lane 92 0111823430011 335 Lythrum Lane 93 0111823430019 295 Lythrum Lane 94 0111823430025 4050 Wild Meadows Drive 95 0111823430027 230 Prairie Creek Road 96 0111823430028 4070 Wild Meadows Drive 97 0111823430030 4110 Wild Meadows Drive 98 0111823430032 295 Meadowview Lane 99 0111823430039 4145 Wild Meadows Drive 100 0111823440007 215 Prairie Creek Road 101 0111823440010 155 Prairie Creek Road 102 0111823440011 145 Prairie Creek Road 103 0111823440012 135 Prairie Creek Road 104 0111823440014 105 Prairie Creek Road 105 0111823440015 150 Prairie Creek Road 106 0111823440023 190 Meadowview Lane 107 1211823110030 135 Cassia Court 108 1211823110032 100 Cassia Court 109 1211823110035 3970 Wild Meadows Drive 110 1211823110036 3907 Wild Meadows Drive 111 1211823120047 3987 Wild Meadows Drive 112 1211823120051 360 Lythrum Lane 113 1211823120052 370 Lythrum Lane 114 1211823120058 355 Lythrum Lane Resolution No. 2024-xx April 2, 2024 Member __ introduced the following resolution and moved its adoption: CITY OF MEDINA RESOLUTION NO. 2024-xx RESOLUTION RECEIVING FEASIBILITY REPORT AND CALLING FOR PUBLIC HEARINGS ON WILD MEADOWS (SOUTH AREA STREETS) STREET IMPROVEMENT PROJECT AND LEVYING SPECIAL ASSESSMENTS FOR SAME WHEREAS, a feasibility report has been prepared by Steve Scherer as the city’s Public Works Director regarding a street improvement project for Wild Meadows (South area streets); and WHEREAS, the project consists of mill and overlay described in the report; and WHEREAS, the report provides information regarding whether the project is necessary, cost-effective and feasible. NOW, THEREFORE, BE IT RESOLVED, by the city council of the city of Medina, as follows: 1. The feasibility report is hereby accepted, and the project is determined to be necessary, cost-effective, and feasible. 2. The project shall be constructed using competitive bids received by the City of Medina. 3. The city council shall consider the making of such improvements in accordance with the feasibility report and assessing benefited properties in accordance with the city’s special assessment policy and pursuant to Minn. Stat., Chapter 429. The estimated total cost of the project is as follows: • Wild Meadows (South area streets) $348,296.18 4. Public hearings to consider the making of such improvement and the levying of special assessments related thereto shall be held at 7:00 p.m. in the council chambers at Medina city hall on the following dates: • Wild Meadows (South area streets) May 7, 2024 5. City staff is authorized and directed to prepare plans and specifications for making the project. Resolution No. 2024-xx April 2, 2024 2 6. City staff is directed to prepare the appropriate notices for the improvement hearings and assessment hearings and to cause the proper published and mailed notices to be given for the public hearings as required by law and in accordance with the above schedule. 7. The amount of the project to be specially assessed against benefited properties in accordance with the city’s special assessment policy and Minn. Stat. Chapter 429 is as follows: • Wild Meadows (South area streets) $174,148.09 8. The city clerk, with the assistance of city staff, shall forthwith calculate the proper amount to be specially assessed for each such improvement against every assessable lot, piece or parcel of land within the area affected without regard to cash valuation and shall file a copy of the proposed assessment in the clerk’s office at city hall. Dated: April 2, 2024 _________________________ Kathleen Martin, Mayor Attest: ___________________________________ Caitlyn Walker, City Clerk The motion for the adoption of the foregoing resolution was duly seconded by member __ and upon vote being taken thereon, the following voted in favor thereof: - And the following voted against same: - Whereupon said resolution was declared duly passed and adopted. 1 Updates to 97.60 Special Assessment Procedures Over the past decade, the City Council has adopted special assessment rolls for street improvement projects on several rural collector roadways. These assessments have been based on calculations which account for factors such as direct/indirect access, commercial use factor, and future subdivision potential. Staff believes it would be beneficial to document the practice of these calculations to assist with creation of future assessment rolls, which currently is not formally documented. Planning Director Finke drafted the following language for inclusion in Procedure 97.60 (Special Assessment Procedures) in the Policy, Procedures and Program Manual. The proposed revision has been reviewed by relevant staff, including the city attorney. Amendments to procedures are approved by the City Administrator, but staff wanted to provide this information to the City Council for informational purposes: VIII. Prepare the Proposed Assessment Rolls The City Clerk, with the assistance of the engineer or other staff prepares the proposed assessment rolls. The proposed assessment cannot exceed the increase in market value accruing to the property as a result of the public improvement project. The following information summarizes the manner in which certain types of assessments have been calculated in recent history to assist staff in the preparation of draft assessment roles for consideration by the City Council. Notwithstanding these principles, the City Council retains discretion to impose assessments to any extent otherwise consistent with State law and City policy. Road Assessment Calculations Components: A. Commercial Factor within the Combined Method Calculation: The commercial factor is based on existing use of the parcel and the impact that commercial activity has on the roadway. The factor of 5, 10 or 15 is utilized with history of DMJ Asphalt a 5, Gregor Farms Greenhouse a 5, and assumptions that a Parkview Equestrian would be a 5, and Three Rivers Baker Golf Course would be a 15. B. Access Factor within the Combined Method Calculation: The direct calculation is based on the Policy Definition within the Special Assessment Policy. If the access to the parcel is direct then an access factor of 1 is utilized. If the access to the parcel is indirect then an access factor of .010.1 is utilized, regardless of the access being by a public or private driveroadway, or driveway. C. Future Lots within the Combined Method Calculation: The maximum potential parcels are calculated with the current zoning. D. Corner Lots: Lots that have the potential of being assessed related to two separate projects will be calculated at 100% for the assessment of the first improvement and at 50% on the second assessment regardless of which roadway would have a more substantial improvement to the parcel. However, when an indirect access factor was applied to an assessment for the first improvement, additional reductions have not been applied to the second assessment because the indirect access factor is intended to provide the required credit for the corner lot in question. Agenda Item #9A 2 E. Cemeteries: A cemetery cannot be assessed in accordance with State Statute. F. Right of Way: Parcels that are entirely right of ways will not be assessed. G. Rounding: Calculation of assessment will need to be adjusted due to rounding. Practice is that $.01 per parcel will be adjusted either positively or negatively beginning with the last parcel listed. G.H. Rural Collector Combination Method: When calculating assessments for Rural Collector streets, the assessment has been divided into two halves. The first half of the assessment is allocated on a per-lot (unit method) basis, with commercial factor adjustment, but without accounting for future lots. The second half of the assessment is allocated based on the unit method, accounting for commercial factor, access factor and future lot factor when calculating units. Planning Department Update Page 1 of 2 April 2, 2024 City Council Meeting TO: Mayor Martin and Members of the City Council FROM: Dusty Finke, Planning Director DATE: March 28, 2024 MEETING: April 2, 2024 City Council SUBJECT: Planning Department Updates Land Use Application Review A) Meander Park and Boardwalk – Meander Rd, east of Arrowhead Dr – Medina Ventures has requested another amendment to the Planned Unit Development for the project to add a mezzanine level to the event venue. This would increase the height of the first story and increase the overall height of the structure to approximately 50 feet. City regulations do not currently permit height above 45 feet, so the applicant has requested that the PUD allow for this height. The Planning Commission held a public hearing at the February 13 meeting. Following a thorough discussion about potential implications, the Commission unanimously recommended approval with additional conditions. The applicant is updating plans and preparing supplemental information as recommended by the Planning Commission. Staff will present to Council when the information is provided. B) 500 Hamel Road Apartment Site Plan Review – Medina Apartments LLC has requested review of a site plan review for development of an 89-unit apartment building at 500 Hamel Rd. The application is currently incomplete for review. The Planning Commission was scheduled to review at the December 12 meeting. The developer requested postponement of the hearing, and staff is waiting to hear back on the schedule. C) Spotless and Seamless Site Plan Review – 2382 Highway 55 – Spotless and Seamless Exteriors have requested approval of a Site Plan Review to construct a new warehouse/office building. The applicant proposes to demolish the existing motel and redevelop the site. The application is currently incomplete for review and will be scheduled for hearing when necessary information is submitted. D) 1225 Maplewood Concept Plan – John and Lisa James have requested review of a concept plan for a three-lot subdivision. Staff is conducting preliminary review and will schedule a public hearing when complete. E) Reiser-Hauser Lot Line Rearrangement – 1622 and 1642 Dusty Drive – Mary Lou and William Reiser have requested a lot line rearrangement to convey a portion of their property to a neighbor. Council reviewed and approved on February 6. Staff is working with the owners to get necessary documents recorded. F) School Lake Nature Preserve 3rd Addition and PUD Amendment – School Lake Nature Preserve LLC has requested to separate the area of the formal garden from one of the lots within the development. The garden area is proposed as a stand alone outlot. The City Council granted approval at the September 19 meeting. Staff will work with the applicant to finalize documents necessary to meet the conditions of approval. G) Preserve of Medina (fka Blooming Meadows) – east of Holy Name Dr, north of CR24 – Tim Boser has requested PUD General Plan and Preliminary Plat approval for a 5-lot rural subdivision. The applicant proposes to restore a large area of wetlands and create a wetland bank in addition to the lots. The City Council granted general plan of development and preliminary plat approval on August 2. Staff will await final plat application. MEMORANDUM Planning Department Update Page 2 of 2 April 2, 2024 City Council Meeting H) BAPS Site Plan Review – 1400 Hamel Road – BAPS Minneapolis Medina has requested an amendment to their approved site plan review. The Council approved the amended Site Plan Review at the December 6, 2022 meeting. The applicant has submitted site/civil construction plans for review and has indicated that they may move forward with site work in the spring of 2024. The applicant has indicated that building construction likely would not begin until the spring of 2024. I) Hamel Townhomes Final Plat – 342 Hamel Rd – Hamel Townhomes, LLC has requested final plat approval for a 30-unit townhome development. The Council granted final plat approval on August 16. Staff will work with the applicant to finalize documents prior to beginning of construction. J) Ditter Heating and Cooling Site Plan Review – 820 Tower Drive – Ditter Heating and Cooling has requested a Site Plan Review for an approximately 5,000 square foot addition to its building. The application is incomplete for review and will be scheduled for a hearing when complete. K) Pioneer Trail Preserve – This project has been preliminarily approved and the City is awaiting final plat application. Other Projects A) 4612 County Road 116 – Staff intends to initiate a rezoning for this vacant property which is currently being marketed. The parcel was zoned RR-UR because it used to contain a home on a septic system. Utilities have now been stubbed from the Reserve of Medina near the site, and staff believes an R1 zoning district is more appropriate because the site ought to be connected to the City system. The City Council adopted an ordinance rezoning the property at the March 19th meeting and the project will now be closed. B) Maple Park Improvements – Staff presented information regarding potential improvements at Maple Park, including pickleball courts, for discussion at the March 20 Park Commission meeting. Several residents of the Independence Beach area attended and discussed the potential pickleball courts. Several residents expressed concerns about adding pickleball courts, while several other residents expressed support. The Park Commission directed staff to complete additional engagement for discussion at the April 17th Park Commission meeting. C) Park Asset inventory/ municipal park fund – Staff presented the asset inventory to the Park Commission. Staff had included approximate replacement costs for the existing park and trail improvements within the city, and projected what these costs would correlate to on an annual basis. The analysis suggests that the replacement costs of existing improvements significantly exceeds the amount of revenue currently being allocated annually to the municipal park fund. The Park Commission recommended that the City Council consider increases to the municipal park fund based on the inventory analysis. Staff intends to present this information to the City Council in connection with broader annual budget discussions. D) Metropolitan Council Government Focus Group – I continued to attend focus groups hosted by Metropolitan Council staff. Introductory information suggests that there may be little to no projected population growth allocated to Medina beyond which is already planned. Draft Metropolitan Council objectives which are being discussed seem to emphasize directing growth and development to the urban core and inner-ring suburbs. There is also language about minimizing expansions of the MUSA area, and having stricter standards for density within expanded growth areas. I am advocating language that emphasizes flexibility and more local decision making. E) Special Assessment Procedures – Staff prepared proposed language to add to the city’s special assessment procedures to document the way assessments for rural collector roadways have been calculated in recent years. TO: Honorable Mayor and City Council FROM: Jason Nelson, Director of Public Safety DATE: March 28, 2024 RE: Police Department Updates Mother nature has been extremely kind to us all winter long but threw us a curveball this past week. Officers have been busy with weather related calls for service such as vehicles in the ditches, accidents, medicals related to falls on the ice, etc. This past week Sgt Hall, Administrative Assistant Klaers, and I met with Lynn Lembcke who is conducting our Body Worn Camera Audit. All information from the audit was reviewed and all requested supporting documentation was turned over. I was advised that we would have the findings back in approximately 6 weeks. I will share those findings with the City Council after they are received. Also, this past week we conducted first round interviews for police officer applicants. There was a total of 5 candidates that sent in applications. Prior to conducting the interviews one applicant removed himself from the process. We have offered a background packet to the top candidate. Sergeant Boecker will be conducting the background. On March 25, Sergeant Hall was notified that we were awarded the Intensive Comprehensive Peace Officer Education and Training (ICPOET) Grant that he had wrote earlier in January. We were awarded the full $50,000 that goes towards a career transition police officer candidate who must have either two- or four-year college degree. This cannot be used for our current opening and can only be used for a future opening that we may have. To refresh your memory, if we find a candidate and that candidate goes through the entire program and becomes eligible to be licensed as a police officer, but if we don’t have an opening, the candidate will ultimately be hired by another agency. We are not locked into hiring that candidate at the end of the grant period. The grant period will run through 2025. Patrol: The following are updates of Patrol Officers between March 12th, 2024, and March 25th, 2024: Citations – 16 Warnings – 137 PD Accidents – 4 PI Accidents – Medicals – 10 Falls – 1 Suspicious Calls – 4 Traffic Complaints – 2 Other Agency Assists – 12 Business/Residential Alarm - 11 Welfare Checks - Disturbance Calls - 2 On 03/15/2024 at 1514 hours officers were dispatched to a civil matter in the 1200 block of Highway 55. Officers found a party had come to purchase a vehicle from a resident here. They agreed on a price but when they went to the DMV to transfer the title, DMV would not accept the out of country ID from the buyer. The seller refunded money except for $300 because he had already filled out the title and now needed to apply for a new title. Officers advised everyone that this was a civil matter and if they could not come to an agreement they would need to go to civil court. On 03/15/2024 at 2324 hours officer was dispatched to a vehicle theft report at the Medina Entertainment Center. Customer who had been at a concert reported their vehicle missing afterwards. Officers were able to locate the customers vehicle in the lot and he was advised on its location. It is believed the customer forgot where they parked their vehicle. On 03/16/2024 at 2138 hours officers were dispatched to a traffic complaint in the parking lot of McDonalds. Store employee reported a vehicle in the drive thru had hit the building twice. Employee provided a license plate on the vehicle which came back to a stolen vehicle. By the time the officer arrived at McDonalds the vehicle was gone. The second officer responding from the west side of the city happened to see a similar vehicle pass the opposite direction and made a u-turn. The vehicle increased speed to 90 mph but ultimately got caught up in other traffic and pulled to the shoulder. Officers attempted a felony stop but the driver refused to exit the car and was non-compliant. Officers continued commands and the vehicle then drove off westbound and a pursuit ensued reaching speeds in excess of 100 mph. Pursuit continued westbound into Buffalo where a Buffalo officer was going to attempt to deploy stop sticks. Suspect saw the Buffalo squad and veered off the road to avoid them and got stuck in a holding pond near the Buffalo Target. Suspect again would not comply with commands and refused to exit the vehicle. Less than lethal round was deployed at a window of the vehicle which broke but did not shatter. Suspect shortly after exited the vehicle and was taken into custody without further incident. Suspect received injuries from driving off the road through the ditch and was transported to Buffalo Hospital. After examination the suspect needed to be transferred to North Memorial Hospital in Robbinsdale. Charges are pending against the driver for burglary and theft of vehicle in Edina along with fleeing in a motor vehicle and possession of stolen property in Medina. On 03/18/2024 at 1704 hours officers were dispatched to a reported domestic in the 200 block of Loretto Street, Loretto. Upon arrival officers spoke with the female and male involved, both of which had differing stories of what had taken place. Officers took statements from everyone involved and will submit to the Loretto Prosecuting Attorney for review. On 03/19/2024 at 1331 hours officer took an attempted burglary report at the Medina Mini Storage, 4800 block of Rolling Hills Road. Officer spoke to the site manager who reported finding damage to a storage unit door/latch. Officer eventually made contact with the storage unit owner who said they hadn’t been in the locker in the past ten years and anything in there was junk. Unknown when the door/lock was damaged. On 03/22/2024 at 2323 hours officer was dispatched to a medical in the 2000 block of County Road 19 on a report of a 77-year-old male who had collapsed and was not responsive. Upon arrival officers found the male in cardiac arrest and found there was a DNR order (do not resuscitate) in place. The male was declared deceased by North Ambulance. The male had several medical issues. The Hennepin County Medical Examiner was contacted and released the deceased to the funeral home. On 03/24/2024 at 2325 hours officer stopped a vehicle for speeding on Highway 55 near Pioneer Trail. As the vehicle was pulling over the officer observed an object being thrown from the passenger window. Officer made contact with the occupants who were juveniles. One admitted they may have thrown an alcoholic beverage out the window. Three juveniles were cited, one for allowing open bottle and two for minor consumption. The parents were notified by the officer. On 03/25/2024 at 1523 hours officer was dispatched to assist Plymouth PD with suspicious vehicles in a neighborhood to the east of our border. Two suspicious vehicles were reported by multiple residents where occupants were attempting to steal items from cars and had attempted to steal a car with a child inside. Plates were obtained on both vehicles which came back to two reported stolen vehicles out of Brooklyn Park. Officers checked the area but were unable to locate them. A short time later a Plymouth officer observed the vehicles driving at a high rate of speed southbound on Interstate 494 approaching Interstate 394. Officers lost visual. Investigations: Responded to a theft in progress. Conducted a traffic stop on the vehicle and located stolen merchandise. Business advised the suspect had impacted their store in the month before. Gathered video from both cases, sent case to City Attorney and it was charged. Received a Theft report involving fraudulent MN Wild Tickets. Wrote a subpoena for Venmo records. Received an identity theft report. Wrote a subpoena for banking records. Sent CSC case in for charging of domestic assault and forwarded case to another agency where an alleged crime occurred. Closed out several cases. Looked into phone records from a case from 2022. Case was ultimately closed. Wrote a cell tower dump warrant for burglary case. Following up with another agency on a possible plate for a suspect vehicle. Signed a complaint for a domestic case. Investigations currently has 5 open/active cases. 1 TO: Honorable Mayor and City Council FROM: Steve Scherer, Public Works Director DATE: March 26 2024 MEETING: April 02, 2024 SUBJECT: Public Works Update Streets • Seasonal weight restrictions were lifted on city streets in conjunction with the state on Monday, March 18th. • I hosted an informational open house meeting for the residents of Wild Meadows on March 14th to explain the overlay projects. There were quite a few questions, and comments about classifying the work as maintenance which should be funded by general taxes. Feasibility reports, and resolutions to accept/call for public hearings are in your packets for consideration. • Public Works finally put the snowplows to work after the two significant events last week. With the shoulders already being very soft, the crews used extreme care to stay away from grass and gravel roadsides. Water/Sewer/Stormwater • Public Works has made significant progress on the federal EPA mandated service line inventory project to identify lead service lines. All but approximately 50 service lines, between the watermain and water shut-off at the curb have been identified. We will work to identify these last properties by another means, as data could not be located in our current document archive. • I am in the process of reviewing the engineering services proposal for the water treatment plant project submitted by WSB and expect to bring it to the April 16th council meeting. Parks/Trails • The March 20th Park Commission meeting was well attended with most everyone there to speak about a potential pickleball court at Maple Park. Staff was seeking direction on the number of courts, and location prior to moving the project forward. Comments both for and against were heard, and ultimately the Park Commission decided to seek broader feedback from within the neighborhood and reconvene in April on this topic. • Dusty and I have been working on the park asset inventory management document in an effort to determine the estimated amount of funding needed for future park infrastructure and equipment. Although the document isn’t done, it is very clear that more funding is needed for the replacement fund, and any additional amenities that MEMORANDUM 2 will be added along the way. Staff will continue to work on this document as we get closer to budget time. • Three contracts are in your packet for park amenity rental use: two from Orono Baseball, and one from Agre Tennis. No other organizations submitted requests, so prioritization efforts were not required. Miscellaneous • Staff is gathering information for the brush and compost discussion coming up at the April 16th council meeting. We are hoping to have a kickoff and signup for the card reader system at the cleanup day event, the system will not be up and running until sometime in early summer. • Mark your calendars for the annual cleanup day on Saturday, April 27 from 8 AM to 12 noon – please let me know if you’re interested in volunteering to help. ORDER CHECKS MARCH 19, 2024 – APRIL 2, 2024 055510 DIRLAM, SHAUNA ...................................................................... $54.50 055511 KHATRI, SUHAIL ....................................................................... $500.00 055512 KIECKER, JOSH........................................................................ $250.00 055513 LRS PORTABLE OF MN ............................................................. $65.00 055514 LSA BAHAIS OF PLYMOUTH ................................................... $250.00 055515 ODP BUSINESS SOLUTION LLC .............................................. $364.60 055516 OS NATIONAL LLC ................................................................... $166.65 055517 VANGARA, SURESH................................................................. $500.00 055518 ABRA AUTO BODY & GLASS ................................................... $425.96 055519 BEAUDRY OIL & PROPANE .................................................. $1,357.34 055520 EHLERS & ASSOC INC. ......................................................... $2,250.00 055521 GRAINGER................................................................................ $475.10 055522 GROUP HEALTH NON-PATIENT A/R ......................................... $45.00 055523 HAWKINS INC. ............................................................................ $60.00 055524 HENN COUNTY TAXPAYER SVCS DEPT ................................ $585.00 055525 HENN COUNTY TREASURER ............................................... $1,473.36 055526 LORETTO VOL FIRE DEPT INC ............................................ $2,048.00 055527 LYNN CARD COMPANY ........................................................... $157.50 055528 MOTLEY AUTO SERVICE LLC ................................................. $207.50 055529 NAPA OF CORCORAN INC ...................................................... $362.76 055530 PERRY'S TRUCK REPAIR ................................................... $10,658.00 055531 ROLF ERICKSON ENTERPRISES INC .................................. $9,958.00 055532 STANDARD INSURANCE COMPANY .................................... $1,086.75 055533 SUBURBAN TIRE WHOLESALE INC ........................................ $584.00 055534 SUN LIFE FINANCIAL ............................................................... $779.25 055535 TEGRETE CORP .................................................................... $1,418.00 055536 TIMESAVER OFFSITE .............................................................. $206.50 055537 SSI MN TRANCHE 1 #10322006 ............................................ $2,956.39 055538 SSI MN TRANCHE 3 #10327096 ............................................ $4,053.86 055539 VIRIDIAN WEAPON TECHNOLOGIES ........................................ $75.00 055540 WESTSIDE WHOLESALE TIRE ................................................ $120.00 Total Checks $43,494.02 ELECTRONIC PAYMENTS MARCH 19, 2024 – APRIL 2, 2024 007233E PR FED/FICA ......................................................................... $2,306.86 007234E PR MN Deferred Comp ......................................................... $59,386.47 007235E PR STATE OF MINNESOTA ..................................................... $902.12 007236E PR PERA .............................................................................. $22,153.34 007237E PR FED/FICA ....................................................................... $21,476.70 007238E PR MN Deferred Comp ........................................................... $3,304.86 007239E PR STATE OF MINNESOTA .................................................. $4,906.94 007240E CITY OF MEDINA ........................................................................ $24.00 007241E FURTHER .............................................................................. $5,667.48 007242E ELAN FINANCIAL SERVICE ................................................ $13,862.04 007243E FURTHER ................................................................................. $207.22 007244E MINNESOTA, STATE OF ....................................................... $1,273.00 007245E SOLUTION BUILDERS INC ....................................................... $610.24 007246E CENTERPOINT ENERGY ...................................................... $2,865.86 007247E DELTA DENTAL ..................................................................... $2,997.33 007248E FARMERS STATE BANK OF HAMEL ....................................... $150.00 007249E GREAT AMERICA FINANCIAL SERVI ...................................... $178.95 007250E VALVOLINE FLEET SERVICES ................................................ $129.62 Total Electronic Checks $142,403.03 PAYROLL DIRECT DEPOSITS MARCH 27, 2024 0513462 METTAYER, STEPHEN A ......................................................... $793.61 0513463 ALTENDORF, JENNIFER L. ................................................... $1,279.12 0513464 BARNHART, ERIN A. ............................................................. $3,182.08 0513465 BOECKER, KEVIN D. ............................................................. $3,233.74 0513466 DEMARS, LISA ....................................................................... $1,682.89 0513467 DION, DEBRA A. .................................................................... $2,259.06 0513468 ENDE, JOSEPH...................................................................... $2,299.62 0513469 FINKE, DUSTIN D. ................................................................. $3,274.86 0513470 GLEASON, JOHN M. .............................................................. $2,273.53 0513471 GREGORY, THOMAS ............................................................ $2,458.43 0513472 GROTH, BRENNA L ............................................................... $1,473.45 0513473 HALL, DAVID M. ..................................................................... $2,766.85 0513474 HANSON, JUSTIN .................................................................. $2,651.71 0513475 JOHNSON, SCOTT T. ............................................................ $2,808.61 0513476 KLAERS, ANNE M. ................................................................. $1,820.22 0513477 LEUER, GREGORY J. ............................................................ $1,994.22 0513478 MCGILL, CHRISTOPHER R. .................................................. $3,048.01 0513479 MCKINLEY, JOSHUA D .......................................................... $2,438.63 0513480 MYHRE, JORDAN J ............................................................... $2,729.02 0513481 NELSON, JASON ................................................................... $3,223.78 0513482 RATKE, TREVOR J ................................................................ $2,024.47 0513483 REINKING, DEREK M ............................................................ $2,545.87 0513484 RUCKE, MARIA ...................................................................... $1,972.54 0513485 SCHEIBE, CONNIE L ............................................................. $1,483.81 0513486 SCHERER, STEVEN T. .......................................................... $2,864.63 0513487 VINCK, JOHN J ...................................................................... $2,731.60 0513488 WALKER, CAITLYN M. ........................................................... $2,286.94 0513489 WIESE, TANNER .................................................................... $2,098.88 0513490 WOESTEHOFF, CHRISTOPHER ........................................... $2,134.35 0513491 BURSCH, JEFFREY ............................................................... $1,705.21 Total Payroll Direct Deposit $69,539.74 PAYROLL MANUAL CHECK – MARCH 19, 2024 020448 CONVERSE, KEITH A. .......................................................... $9,865.33 Total Payroll Manual Check $9,865.33