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HomeMy Public PortalAbout01.21.2020 Complete City Council Regular Meeting Packet Posted 01/16/2020 Page 1 of 1 AGENDA FOR THE REGULAR MEETING OF THE MEDINA CITY COUNCIL Tuesday, January 21, 2020 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 January 7, 2020 Council Work Session B. Minutes of the January 7, 2020 Regular Council Meeting V. CONSENT AGENDA A. Appoint Justin Hanson to Police Officer Position B. Authorize to Begin Recruitment for Full-time Public Works Maintenance Technician Position C. Authorize Internal Job Posting for Police Sergeant Position D. Approve 2020 Work Plan Goals E. Approve Ball Field Rental Agreement with Orono Baseball Association F. Approve Amended and Restated Grounds Services Agreement with Hamel Athletic Club G. Approve Tennis Court Rental Agreement with Carrie Agre H. Approve Third Amendment to Site Agreement with T-Mobile I. Resolution Appointing Election Judges for the March 3, 2020 Presidential Nomination Primary Election J. Resolution Appointing Absentee Ballot Board Election Judges for the March 3, 2020 Presidential Nomination Primary Election K. Resolution Accepting Donation from Doboszenski and Sons Inc. L. Ordinance Amending the Official Zoning Map to Rezone Lot 1, Block 1 and Outlot A Cavanaughs Meadowwoods Park Third Addition M. Resolution Authorizing Publication of Ordinance Amending the Official Zoning Map to Rezone Lot 1, Block 1 and Outlot A Cavanaughs Meadowwoods Park Third Addition by Title and Summary N. Resolution Granting Preliminary Approval of the Cavanaughs Meadowwoods Park Third Addition Plat O. Resolution Granting Approval of a Site Plan Review and Amended Conditional Use Permit to Open Systems International, Inc. (OSI) P. Resolution Vacating Drainage and Utility Easements within Lot 1, Block 1 and Outlot A, Cavanaughs Meadowwoods Park and Lot 1, Block 1, Cavanaughs Meadowwoods Park 2nd Addition VI. COMMENTS A. From Citizens on Items Not on the Agenda B. Park Commission C. Planning Commission VII. NEW BUSINESS A. Arrowhead Drive Railroad Improvement Project 1. Resolution Approving Plans and Specifications for the Arrowhead Drive Railroad Crossing Improvement Project and Ordering the Advertisement for Bids VIII. CITY ADMINISTRATOR REPORT IX. MAYOR & CITY COUNCIL REPORTS X. APPROVAL TO PAY BILLS XI. ADJOURN Meeting Rules of Conduct:  Fill out and turn in white comment card  Give name and address  Indicate if representing a group  Limit remarks to 3-5 minutes MEMORANDUM TO: Medina City Council FROM: Scott Johnson, City Administrator DATE OF REPORT: January 16, 2020 DATE OF MEETING: January 21, 2020 SUBJECT: City Council Meeting Report V. CONSENT AGENDA A. Appoint Justin Hanson to Police Officer Position – The background/reference checks and exams are now complete for the Police Officer position finalist. Staff recommends appointment of Justin Hanson to the Police Officer position with a start date of February 10, 2020. See attached appointment memo. B. Authorize to Begin Recruitment for Full-time Public Works Maintenance Technician Position – Staff requests City Council authorization to begin the recruitment process to replace the vacant Public Works Maintenance Technician position. The anticipated timeline would be to hire someone in early spring. Staff recommends approval. See attached memo and job description. C. Authorize Internal Job Posting for Police Sergeant Position – Staff requests City Council authorization to internally post the Police Sergeant Position to replace Sergeant Nelson’s position as he moves into the Public Safety Director Position upon Chief Belland’s retirement on March 31, 2020. Staff recommends approval. See attached memo and job description. D. Approve 2020 Work Plan Goals – The City Council established the 2020 work plan goals at the January 7th work session. Staff recommends approval. See attached 2020 goals. E. Approve Ball Field Rental Agreement with Orono Baseball Association – Staff recommends approval of the 2020 field rental agreement with Orono Baseball Association to conduct youth baseball in Medina Morningside Park. See attached agreement. F. Approve Amended and Restated Grounds Services Agreement with Hamel Athletic Club – Staff recommends approval of the 2020 grounds and services agreement with the Hamel Athletic Club to conduct youth little league baseball in Medina. See attached agreement.  2 G. Approve Tennis Court Rental Agreement with Carrie Agre – Agre Tennis has been providing summer tennis camps in Hamel Legion Park since 2009. The City Council updated the tennis court rental fees in 2019 with the provision that organized groups could negotiate a fee through a separate contract. Staff proposes the same contract terms as 2019, which includes a fee of $6 per hour per court. Staff recommends approval. See attached agreement. H. Approve Third Amendment to Site Agreement with T-Mobile – Staff recommends approval of the third amendment to site agreement with T-Mobile to lease a portion of property located at 3576 Pinto Drive. See attached agreement. I. Resolution Appointing Election Judges for the March 3, 2020 Presidential Nomination Primary Election – Staff recommends approval of the resolution appointing election judges for the March 3, 2020 Presidential Nomination Primary Election. See attached resolution. J. Resolution Appointing Absentee Ballot Board Election Judges for the March 3, 2020 Presidential Nomination Primary Election – Staff recommends approval of the resolution appointing absentee ballot board election judges for the March 3, 2020 Presidential Nomination Primary Election. See attached resolution. K. Resolution Accepting Donation from Doboszenski and Sons Inc. – Staff recommends approving the resolution accepting the donation from Doboszenski and Sons Inc. to be dedicated to crime prevention programs. See attached memo and resolution. L. Ordinance Amending the Official Zoning Map to Rezone Lot 1, Block 1 and Outlot A Cavanaughs Meadowwoods Park Third Addition – City Council reviewed this request at the January 7th meeting and directed staff to prepare the documents for approval. Staff recommends approval. See attached ordinance. M. Resolution Authorizing Publication of Ordinance Amending the Official Zoning Map to Rezone Lot 1, Block 1 and Outlot A Cavanaughs Meadowwoods Park Third Addition by Title and Summary – Staff recommends approval of the resolution authorizing publication of the ordinance by title and summary. See attached resolution. N. Resolution Granting Preliminary Approval of the Cavanaughs Meadowwoods Park Third Addition Plat – City Council reviewed this request at the January 7th meeting and directed staff to prepare the documents for approval. Staff recommends approval. See attached resolution.  3 O. Resolution Granting Approval of a Site Plan Review and Amended Conditional Use Permit to Open Systems International, Inc. (OSI) – City Council reviewed this request at the January 7th meeting and directed staff to prepare the documents for approval. Staff recommends approval. See attached resolution. P. Resolution Vacating Drainage and Utility Easements within Lot 1, Block 1 and Outlot A, Cavanaughs Meadowwoods Park and Lot 1, Block 1, Cavanaughs Meadowwoods Park 2nd Addition – City Council held a public hearing at the January 7th meeting regarding the vacation request, but decided to wait to adopt the resolution until the other documents were ready for approval. Staff recommends approval. See attached resolution. VII. NEW BUSINESS A. Arrowhead Drive Railroad Improvement Project – Approve Plans & Specifications and Order Advertisement for Bids – On August 7, 2019 the City Council passed a motion to authorize the preparation of plans and specifications for the proposed Arrowhead Drive Railroad Crossing Improvement Project. Since that time, plans and specifications have been prepared in accordance with MnDOT State Aid, Hennepin County, and CP/FRA standards. Enclosed is an abridged set of the construction plans showing the proposed improvements. The next step is for the City Council to approve final plans/specifications and authorize advertisements for bidding of the project. We are recommending bidding this project electronically in a similar way as the Hickory Drive project in 2019. See attached memo, resolution, and plans. Recommended Motion: Move to adopt resolution approving plans and specifications for the Arrowhead Drive Railroad Crossing Improvement Project and ordering the advertisement for bids X. APPROVAL TO PAY BILLS Recommended Motion: Motion to approve the bills, EFT 005364E-005383E for $99,416.86 and order check numbers 049759-049843 for $330,739.26 and payroll EFT 0509950-0509980 for $58,015.60. INFORMATION PACKET:  Planning Department Update  Police Department Update  Public Works Department Update  Claims List  Medina City Council Special Meeting Minutes 1 January 7, 2020 MEDINA CITY COUNCIL WORK SESSION MEETING MINUTES OF JANUARY 7, 2020 - DRAFT The City Council of Medina, Minnesota met in work session on January 7, 2020 at 5:00 p.m. at the Medina City Hall, 2052 County Road 24, Medina, MN. I. Call to Order Members present: Martin, Pederson, Albers (5:44 p.m.), Anderson Members absent: DesLauriers Also present: City Administrator Scott Johnson, Planning Director Dusty Finke, Public Works Director Steve Scherer, Public Safety Director Ed Belland, Police Sergeant Jason Nelson, Assistant City Administrator Jodi Gallup, and Finance Director Erin Barnhart II. Introduction and Overview of Goal Setting Session Johnson provided a brief overview of the meeting purpose and facilitation. III. Overview of 2019 Work Plan Johnson provided an overview of the 2019 Work Plan which illustrated the accomplishment of goals by all departments. He provided information on the past year work plan and indicated that 28 goals have been completed and that 15 of the 2019 goals are on-going tasks or were not completed in 2019. The on-going goals from 2019 will be incorporated into the 2020 Goals. IV. Administration Department Johnson and Gallup provided background on the department’s functions and list of goals for 2020. The Council directed staff to continue to work to recruit new commissioners and volunteers for the City. Also, staff was asked to continue to look for opportunities to work with neighboring communities on ways to partner on public works, public safety, and in other capacities. V. Planning Department Finke provided background on the department’s functions and list of goals for 2020. No further direction was provided by the Council VI. Public Works Department Scherer provided background on the department’s functions and list of goals for 2020. No further direction was provided by the Council Medina City Council Special Meeting Minutes 2 January 7, 2020 VII. Finance Barnhart provided background on the department’s functions and list of goals for 2020. The Council directed staff to work with the Park Commission to put together a game plan for the Bob Mitchell Park Fund and a cost/benefit analysis for property zoning change requests. VIII. Police Department Belland and Nelson provided background on the department’s functions and list of goals for 2020. Meeting was recessed at 6:59 p.m. The Council directed staff to look into options to budget the Fire Study over two budget cycles if Medina receives the Fire Marshal grant and to review compensation. IX. Other Discussion Topics No further topics were discussed. Adjournment Martin closed the meeting at 8:47 p.m. _________________________ Kathleen Martin, Mayor Attest: ____________________________ Jodi M. Gallup, City Clerk Medina City Council Meeting Minutes 1 January 7, 2020 DRAFT 1 2 MEDINA CITY COUNCIL MEETING MINUTES OF JANUARY 7, 2020 3 4 The City Council of Medina, Minnesota met in regular session on January 7, 2020 at 5 7:00 p.m. in the City Hall Chambers. Mayor Martin presided. 6 7 I. ROLL CALL 8 9 Members present: Albers, Anderson, Martin, and Pederson. 10 11 Members absent: DesLauriers. 12 13 Also present: City Administrator Scott Johnson, Assistant City Administrator Jodi 14 Gallup, City Attorney Ron Batty, Finance Director Erin Barnhart, City Engineer Jim 15 Stremel, City Planning Director Dusty Finke, Public Works Director Steve Scherer, and 16 Chief of Police Ed Belland. 17 18 II. PLEDGE OF ALLEGIANCE (7:00 p.m.) 19 20 III. ADDITIONS TO THE AGENDA (7:00 p.m.) 21 The agenda was approved as presented. 22 23 IV. APPROVAL OF MINUTES (7:00 p.m.) 24 25 A. Approval of the December 17, 2019 Special City Council Meeting Minutes 26 Moved by Anderson, seconded by Pederson, to approve the December 17, 2019 special 27 City Council meeting minutes as presented. Motion passed unanimously. 28 29 B. Approval of the December 17, 2019 Regular City Council Meeting Minutes 30 Martin noted that comments from herself and Anderson were distributed to the Council 31 for incorporation. 32 33 Moved by Anderson, seconded by Pederson, to approve the December 17, 2019 regular 34 City Council meeting minutes as amended. Motion passed unanimously. 35 36 V. CONSENT AGENDA (7:01 p.m.) 37 38 A. Approve 2020 Meeting Calendar 39 B. Approve Amended and Restated Agreement with Randy’s Environmental 40 Services 41 C. Appoint Part-Time Temporary Election Assistant 42 D. Approve Portable Sanitation Services Agreement with Jimmy’s Johnnys 43 Martin asked when the staff appreciation dinner would be held. 44 45 Johnson replied that the dinner would be on the first Thursday of December, which 46 would be December 3rd. 47 48 Martin asked staff to send a reminder so that the Council could add the event to their 49 schedules. 50 51 Medina City Council Meeting Minutes 2 January 7, 2020 Anderson noted that during the previous work session he was struck by the amount of 1 time staff puts into elections. He stated that he believes that if it is necessary the City 2 should be open to allowing a second election assistant, as he believes that this voting 3 year will have a record turnout. 4 5 Martin asked if Item 5C should be removed from the Consent Agenda. 6 7 Johnson noted that staff will follow Council’s direction regarding the election assistant 8 position, and it was not necessary to remove the item. 9 10 Moved by Pederson, seconded by Anderson, to approve the consent agenda. Motion 11 passed unanimously. 12 13 VI. COMMENTS (7:04 p.m.) 14 15 A. Comments from Citizens on Items not on the Agenda 16 There were none. 17 18 B. Park Commission 19 Scherer reported that the Park Commission met in December and considered the OSI 20 request. He stated that the Commission decided to request cash in lieu as no additional 21 trail easements were desired. He stated that the park dedication for the northern parcel 22 will be deferred until that property develops. 23 24 Martin asked if the deferred park dedication is based on the amount that would be due 25 now or the amount that would be due when the property develops. 26 27 Finke explained the calculation that was used. 28 29 Scherer reported that the parks are being heavily used, specifically the sledding hills and 30 rinks. 31 32 C. Planning Commission 33 Finke reported that the Planning Commission will not be meeting the following week as 34 there are no cases to consider and therefore will meet in February. 35 36 VII. NEW BUSINESS 37 38 A. Arrowhead Holdings, LLC (OSI) – 4101 Arrowhead Drive Rezoning, 39 Preliminary Plat, Site Plan Review, Amended Conditional Use Permit, 40 Easement Vacation (7:07 p.m.) 41 Finke stated that OSI is looking to build an addition onto its existing facility and reviewed 42 the required land use applications. He identified the location of the subject site and 43 highlighted the location of the proposed addition to the south, with additional parking 44 north of the existing building. He stated that the proposal would shift approximately 12 45 acres from the vacant property to the north to the existing OSI site. He stated that the 46 rezoning would align the zoning of the OSI property and the lot to the north, noting that 47 the existing OSI site and newly added land, would be Commercial-Highway while the 48 outlot to the north would be Business Park. He noted that a portion of the OSI property 49 would be designated as business under the Comprehensive Plan. He explained that 50 portion of the property would be encompassed by parking which would be a suitable use 51 Medina City Council Meeting Minutes 3 January 7, 2020 under the business designation. He stated that additional right-of-way for Arrowhead 1 Drive on the east and Chippewa Road to the north would be required, noting that the 2 applicant has shown that right-of-way dedication on the Plat. He stated that staff has 3 been working with the applicant regarding the existing OSI driveway, as that currently is 4 not aligned with Meander Road. He noted that those discussions will continue, and it 5 appears the best option may be to align the driveway with Meander Road. He provided 6 additional input on the park dedication calculation, noting that the value from 2010 was 7 used. 8 9 Martin stated that she would think the calculation should be based off current values. 10 11 Batty stated that certainly if the outlot was being replatted and further subdivided there 12 would be no question that the valuation would be based on today’s comparables. He 13 stated that if the deferral of collection is going to continue, it would seem reasonable to 14 recalculate the value or charge some type of interest. 15 16 Anderson stated that he would not be in favor of attempting to recalculate the interest 17 but would support recalculating the value based on today’s value. 18 19 Batty explained that the City could have collected park dedication on the entire parcel 20 when OSI developed ten years ago, but the City allowed that northern portion to be 21 deferred. He agreed that it would make sense to recalculate the park dedication for this 22 request and to then again recalculate the value when the northern most outlot is 23 developed in the future. 24 25 Finke reported that the Planning Commission unanimously recommended approval of 26 the rezoning request with the conditions noted in the staff report. He noted that the Site 27 Plan would be contingent upon the approval of the rezoning. 28 29 Anderson commented that he has always believed that OSI is one of the most attractive 30 buildings along Highway 55 and was pleased to see that the quality of materials would 31 continue. He agreed with the recommendation of staff related to the color. 32 33 Martin confirmed that there were no additional questions or comments related to the 34 Preliminary Plat or Site Plan. She referenced the minimum plantings, noting that the 35 required and proposed amounts did not seem to match. 36 37 Finke replied that the applicant is proposing to install more overstory trees rather than 38 ornamental trees. He explained that the overall number of planted trees on the site 39 would exceed the requirement. He stated that the applicant proposes more ornamental 40 grasses as opposed to shrubs. He reviewed the conditions related to the Conditional 41 Use Permit. He noted that the Planning Commission recommended approval of the 42 Preliminary Plat, Site Plan and Conditional Use Permit. He provided additional input on 43 the easements that would need to be vacated in order to support the development. He 44 explained that it would be easier to vacate all of the easements on the original plat, with 45 the applicant then dedicating new easements in the proper locations. He noted that a 46 public hearing would be required for vacation of the easements. 47 48 Martin referenced the Preliminary Plat, noting that it does not include easements on the 49 westerly boundary and asked if there were easements on the original plat. 50 51 Medina City Council Meeting Minutes 4 January 7, 2020 Finke stated that perhaps the western most easement sits further into the site to match 1 the wetland location. 2 3 Martin recognized the large drainage and utility easement near that location. 4 5 Martin opened the public hearing. 6 7 No comments made. 8 9 Martin closed the public hearing. 10 11 Finke noted that the Planning Commission recommended approval of all the land use 12 requests presented tonight. 13 14 Martin referenced the conditions related to the rezoning in the staff report and noted that 15 those should be carried forward to the list of conditions for all approvals with the value of 16 the park dedication updated as discussed. She commented that OSI is a valued 17 business partner in the community that keeps a high standard of development. 18 19 Pederson echoed those comments noting that OSI is a well-kept site and is one of the 20 best building aesthetics along Highway 55. He stated that the City appreciates OSI 21 being a member of the community. 22 23 Moved by Pederson, seconded by Anderson, to direct staff to prepare documents 24 approve the rezoning, preliminary plat, site plan review, and conditional use permit 25 subject to the conditions noted in the staff report and that park dedication should be 26 recalculated based on the current value of the property and the deferred park dedication 27 for the outlot to the north should be recalculated when that property develops. Motion 28 passed unanimously. 29 30 Finke noted that the resolution for the vacation easement has already been prepared but 31 staff could be directed to present that resolution when the resolutions for the other land 32 use approvals are brought forward. 33 34 1. Resolution Vacating Drainage and Utility Easements within Lot 1, 35 Block 1 and Outlot A Cavanaughs Meadowwoods Park and Lot 1, 36 Block 1, Cavanaughs Meadowwoods Park 2nd Addition – Public 37 Hearing 38 Moved by Anderson, seconded by Pederson, to ratify the notice to move forward with 39 the vacation process. Motion passed unanimously. 40 41 B. Ordinance No. 652 Amending the Regulations Pertaining to Signs; 42 Amending Chapter 8 of the City Code (7:37 p.m.) 43 Martin noted that this is another example of proactive thinking by City staff and 44 commended staff for continuing to think ahead. 45 46 Finke explained that the proposed amendment would address two changes to the 47 ordinance. He stated that the first portion would apply to internal illumination of signs. 48 He stated that currently that type of signage is only allowed on Highway 55. He stated 49 that there are property owners along other roadways, such CR 116, that desire that type 50 of signage. He noted that the proposal would allow internally illuminated signs along 51 Medina City Council Meeting Minutes 5 January 7, 2020 arterial roadways. He stated that the Planning Commission expressed concern in 1 opening up the allowance too broadly near residential properties and therefore 2 recommended that internally illuminated signs not be allowed within 200 feet of 3 residential property. He stated that the second portion of the amendment would allow 4 transference of signage to create opportunity for shared signage within a development 5 area. He stated that one of the limitations deals with the scale of the sign receiving the 6 transference. He provided examples of the size of sign that would be allowed and 7 compared that to other signs in the community. He explained that a property would be 8 allowed to transfer up to half of their allowed freestanding sign square footage. He 9 noted that the receiving property would also have to be within 1,000 feet of the property 10 desiring to transfer square footage. He stated that the Planning Commission held a 11 public hearing at its meeting in December and one member of the community, 12 representing Adam’s Pest Control, spoke in support of the amendment. 13 14 Moved by Anderson, seconded by Pederson, to Adopt Ordinance No. 652 Amending the 15 Regulations Pertaining to Signs, Amending Chapter 8 of the City Code, with the changes 16 directed by the Council. Motion passed unanimously. 17 18 1. Resolution No. 2020-01 Authorizing Publication of Ordinance No 652 19 by Title and Summary 20 Moved by Anderson, seconded by Pederson, to Adopt Resolution No. 2020-01 21 Authorizing Publication of Ordinance No. 652 by Title and Summary. Motion passed 22 unanimously. 23 24 C. Resolution No. 2020-02 Establishing 2020 Appointments and Designations 25 to Various City Services, Authorities, Commissions and Agencies (7:50 26 p.m.) 27 Johnson stated that staff updated the list which was distributed to the Council. 28 29 Finke noted that information was included in the staff report related to the Planning 30 Commission terms. 31 32 Martin stated that the Council had a difficult issue to address, as there are excellent 33 applicants but not enough room for them. She stated that perhaps it would be time to 34 review the issue of term limits to make room for new candidates. She noted that Reid 35 has provided great service to the Planning Commission and has provided great 36 leadership. She asked if the policies of the City are causing hurt, as there are qualified 37 candidates that have been declined because there is not a vacant position. 38 39 Pederson asked if an additional member could be added to the Commission if there are 40 qualified candidates. 41 42 Anderson also inquired if an additional member could be added to the Commission. 43 44 Martin stated that it is helpful to have an odd number to prevent a tie vote. 45 46 Batty stated that there is no legal limit to the number the City can have. He stated that 47 the City has had nine members in the past but noted that in his experience that is large. 48 He noted that as the group expands people sometimes feel less obligated to show up. 49 50 Albers asked if there is a minimum number required. 51 Medina City Council Meeting Minutes 6 January 7, 2020 1 Batty stated that he does not recall a minimum. He noted that most Planning 2 Commissions have either five or seven members, with seven being the most common. 3 4 Albers stated that he believes the issue is not only consecutive years but also total 5 number of years. He stated that perhaps it states three consecutive terms or ten total 6 years. 7 8 Finke stated that ultimately the Council has that discretion but recognized that it can be 9 difficult. 10 11 Martin agreed that it is a difficult decision as the Council can see the value a person 12 adds over a period of time. 13 14 Batty stated that the ordinance currently reads nine years. 15 16 Albers stated that he would not be in favor of expanding the Commission to add more 17 members. 18 19 Anderson agreed that he could also see the downside of having too many members. 20 21 Batty stated that this is a good problem to have and may not be a permanent problem, 22 as there is sometimes a drought of applicants. He stated that rather than binding the 23 Council, perhaps criteria is developed that will be reviewed for appointments. He used 24 the example of geographical mix, a mix of backgrounds, and a balance of longevity and 25 new members. 26 27 Martin stated that the consensus of the interview panel was to appoint Robin Reid to the 28 one-year term, to appoint Cindy Piper to the three-year term, and Ron Grajcyk to the 29 three-year term. 30 31 Pederson stated that it is astounding to see the quality of the candidates. He stated that 32 he would tend to appoint the additional candidate to a one-year term, even if that creates 33 eight members on the Commission. 34 35 Anderson stated that he would agree, as he would hate to see that person discouraged 36 from applying again. 37 38 Albers noted that this would create eight members for only one year and in 2021 the 39 Commission would reset to seven members. 40 41 Finke noted that he is unsure how that would work under the ordinance. 42 43 Batty confirmed that the current ordinance states seven members appointed to three-44 year terms. 45 46 Albers noted that another option would be to switch out an existing Commissioner for 47 reappointment to the remaining applicant that has “come in second” for the second year. 48 49 Pederson asked if there is any indication that a member of the Commission may not 50 wish to continue in the future. 51 Medina City Council Meeting Minutes 7 January 7, 2020 1 Finke stated that is difficult to anticipate. 2 3 Batty stated that the City could always turn someone down with a sincere explanation of 4 what happened without promising something in the next year. 5 6 Albers noted that the Planning Commission will not be meeting in January which would 7 allow the decision to be delayed to the next Council meeting. 8 9 Finke noted that the applicants were made aware that staff would alert them to a 10 decision following tonight’s meeting. 11 12 Martin noted that an alternate position could be created for the Planning Commission. 13 14 Pederson stated that while he would hate to turn down the applicant that has applied for 15 a second time, he would propose to reappoint the two current members that are 16 reapplying. He agreed that Reid should be appointed to the one-year term with the other 17 two appointed to three-year terms, as suggested by Martin. 18 19 Moved by Albers, seconded by Pederson, to appoint Robin Reid to a one-year term, 20 Cindy Piper to a three-year term, and Ron Grajcyk to a three-year term on the Planning 21 Commission. Motion passed unanimously. 22 23 Barnhart requested to update the investment brokers to the current brokers used by the 24 City. 25 26 Martin noted that the updated list also shows Albers remaining as the liaison to the 27 Planning Commission and Anderson remaining as the liaison to the Parks Commission. 28 29 Moved by Albers, seconded by Pederson, to Adopt Resolution No. 2020-02 Establishing 30 2020 Appointments and Designations to Various City Services, Authorities, 31 Commissions and Agencies with the changes suggested by staff. Motion passed 32 unanimously. 33 34 VIII. CITY ADMINISTRATOR REPORT (8:15 p.m.) 35 Johnson had no further comments. 36 37 IX. APPROVAL TO PAY THE BILLS (8:15 p.m.) 38 Moved by Anderson, seconded by Pederson, to approve the bills, EFT 005350E-39 005363E for $50,696.06, order check numbers 049695-049758 for $193,820.38, and 40 payroll EFT 0509922-0509949 for $51,920.90. Motion passed unanimously. 41 42 X. MAYOR & CITY COUNCIL REPORTS (8:15 p.m.) 43 Albers reported that he most likely will not be present at the February 4th meeting. 44 45 Martin noted that she will also be absent. 46 47 It was noted that Pederson, DesLauriers and Anderson are planning to attend that 48 meeting. 49 50 Medina City Council Meeting Minutes 8 January 7, 2020 XI. ADJOURN 1 Moved by Anderson, seconded by Pederson, to adjourn the meeting at 8:16 p.m. 2 Motion passed unanimously. 3 4 5 6 __________________________________ 7 Kathleen Martin, Mayor 8 Attest: 9 10 ____________________________________ 11 Jodi M. Gallup, City Clerk 12 1 MEMORANDUM TO: Medina City Council FROM: Sergeant Jason Nelson and HR Representative Jodi Gallup DATE OF REPORT: January 15, 2020 DATE OF MEETING: January 21, 2020 SUBJECT: Police Officer Appointment General Background On September 17, 2019, the City Council authorized staff to begin the recruitment process to hire a new full-time Police Officer. Based on the final scoring of applicants, committee interviews, background/reference checks, and psychological and physical exams, we are recommending the appointment of Justin Hanson to the position of police officer. Mr. Hanson has verbally accepted the position with a starting date of February 10, 2020, contingent on City Council approval. Appointee Background Mr. Hanson has seven and a half years of experience working as a Police Officer for the Ponca City Police Department in Ponca City, OK, where he is still currently employed. Mr. Hanson is also a member of the Oklahoma National Guard Infantry Division. Mr. Hanson’s educational background includes a Master of Arts in Criminology from Oklahoma City University, a Bachelor of Science in Justice Administration from Southwest Minnesota State University and certificates in law enforcement training. Mr. Hanson has passed his MN POST Board Reciprocity exam on May 16, 2019. Mr. Hanson’s professional development includes serving as a Field Training Officer (FTO), Standard Field Sobriety Test (SFST) certified, Advanced Roadside Impaired Driving Enforcement (ARIDE) certified, completion of Law Enforcement Driving Tactics (LEDT), among additional trainings and certifications. The Medina Police Department has confidence in his abilities, communication, character, and problem-solving skills in law enforcement. Selection Process • The City Council directed staff to recruit for a full-time Police Officer position on September 17, 2019. • Advertisements for the position were published through the League of Minnesota Cities, POST website, Minnesota Colleges and Universities offering Criminal Justice Programs, and the City Website. • 34 applications were received, reviewed and scored on October 24, 2019 by Assistant City Administrator Jodi Gallup and Police Chief Ed Belland. Agenda Item # 5A 2 • The top 24 applicants were invited to an initial oral interview on November 6, 2019. The oral interview was conducted with Chief Belland, Sergeant Nelson, Administrative Assistant Klaers and Assistant City Administrator Gallup. • The top 7 candidates were invited back for an interview with two of our police officers, Finance Director Barnhart, Council member Anderson, a Medina business owner, and Medina resident on November 14, 2019. The interview panel scored the candidates and recommended the top three return for a final interview. • Chief Belland and Sergeant Nelson conducted final interviews with the top three finalists and recommended Justin Hanson as the top candidate. The other finalists have been put on an eligibility list in the event we have an opening within the next year. • The Medina Police Department conducted an extensive background check on Mr. Hanson, which he passed. Mr. Hanson also completed the physical and psychological exams which he also passed. • Mr. Hanson’s starting date will be February 10, 2020, with an hourly wage (non- exempt) of $32.49/hr. (STEP 3 in Union Contract), vacation to begin accruing at 10 days per year with one personal floating holiday, and other benefits to be at the same rate as other union employees, in accordance with the City Personnel Policies. Following a one-year probationary period, Mr. Hanson’s performance will be reviewed, with a positive review Mr. Hanson will become a non- probationary employee and move to pay STEP 4 in the union contract on February 10, 2021. Mr. Hanson has been notified that our recommendation is contingent upon City Council approval. Recommendation We recommend the appointment of Justin Hanson to the position of full-time Police Officer, effective February 10, 2020, with an hourly wage (non-exempt) of $32.49/hr., vacation to begin accruing at 10 days per year, and other benefits to be at the same rate as other union employees, in accordance with the City Personnel Policies. Following a one-year probationary period, Mr. Hanson’s performance will be reviewed with a possible raise up to STEP 4 of the union contract on February 10, 2021. 1 TO: Medina City Council FROM: Jodi Gallup, Assistant City Administrator DATE: January 14, 2020 RE: Authorization to Begin Recruitment for Public Works Tech Position On November 22, 2019 Public Works Maintenance Technician Austin Roerick resigned from his position with the City of Medina. The City Council authorized a part-time temporary appointment of retired employee Ivan Dingmann to assist the City with snowplow driving through the winter months. Staff requests City Council authorization to begin the recruitment process to replace the vacant Public Works Maintenance Technician position. The anticipated timeline would be to hire someone in early spring. Recommendation Authorize staff to begin the recruitment process for a full-time Public Works Maintenance Technician. MEMORANDUM Agenda Item # 5B City of Medina Position Description PUBLIC WORKS MAINTENANCE TECHNICIAN Position Title: Public Works Maintenance Technician Department: Public Works Accountable To: PW Director/ PW Foreman Pay Grade: 3-4 FLSA Status: NON-EXEMPT Work Status: Full-time PRIMARY OBJECTIVE OF POSITION To perform non-supervisory, manual, semi-skilled, and skilled work to assist in maintenance tasks performed in all public works areas. To operate a variety of equipment, to participate in snow plowing/sanding, and to perform routine maintenance on City-owned buildings/facilities. To respond to emergency situations and work beyond normal hours. ESSENTIAL FUNCTIONS OF POSITION  Assists in street maintenance activities: patches potholes and fills cracks; cleans/repairs storm sewers/catch basins; paints crosswalks; and repairs street lights/signals. Operates sweeper to clean street surfaces, maintains signs and trims trees in right-of-way; and uses traffic control procedures.  Participates in snow plowing tasks: plows with trucks and loaders, hauls and blows snow; and applies sand/salt on roads as needed.  Performs preventive maintenance and basic repairs on vehicles/equipment and keeps written records; cleans public works garage and maintenance areas.  Assists in park maintenance activities: mows grass and trims grass/trees/bushes; inspects playground equipment and areas and keeps free of trash and other hazards; repairs and cleans buildings/facilities; and maintains courts, ball fields and ice rinks.  Assist in the maintenance of the municipal water system and components.  Assist in the maintenance of the municipal wastewater system and components.  Inspect new and old utilities and handles utility locates for water and sewer lines as well as street lighting; reads water meters and makes repairs as necessary; and responds to, or refers to appropriate staff person, complaints regarding high utility bills.  Assists in the maintenance of City buildings: cleans/sanitizes, performs basic carpentry, and works with building systems/equipment, assisting in troubleshooting problems.  Performs preventative maintenance and repair of Street Department vehicles and heavy and light equipment including minor repair or adjustment to hydraulic systems, motors, brakes, steering, electrical and cooling systems, starters, etc.; maintains vehicle maintenance records.  Maintains and repairs city streets including patching holes and sealing cracks using a bituminous cold mix or hot mix; rakes, grades, and operates the roller.  Operates a one-ton truck with a hoist, pickup trucks, street sweeper, backhoe, road grader, dump truck, pony grader, blacktop and self-propelled rollers, tractor loader, tractor-snow blower, riding and push lawn mowers, string trimmer, pumps, leaf blower, and generator.  Operates a cutting torch and welder as needed in repairing equipment; makes some repairs to vehicle and equipment bodies.  Removes snow from sidewalks, intersections, catch basins, municipal parking lots, and around City buildings.  Assists in repairing and replacing sewer and water mains.  Cleans, installs, repairs, and replaces utility covers; cleans and repairs culverts.  Assists in responding to sewer backups, water main breaks, or other public works emergency.  Maintains inventory of shop and equipment supplies, including small engines and hand tools.  Keeps up-to-date on topics such as safety and hazardous materials through meetings, seminars, and workshops; and shares in work place safety through individual and team efforts. OTHER DUTIES AND RESPONSIBILITIES  Performs other related duties as delegated by the Supervisor or apparent.  Provides good working habits and a willingness to cooperate with others and contribute in a positive way to a pleasant working climate. City of Medina Position Description PUBLIC WORKS MAINTENANCE TECHNICIAN HIRING AND PERFORMANCE ASSESSMENTS WILL INCLUDE THE FOLLOWING KNOWLEDGE, SKILLS, AND ABILITIES:  Knowledge of relevant City ordinances, policies, and procedures.  Knowledge of OSHA-related rules & ability to follow applicable safety guidelines while performing works tasks.  Knowledge of City’s geography and various infrastructures, and ability to read as-builts.  Skill in operating equipment for snow removal/sanding/sweeping/patching City streets.  Skill in repair and maintenance of public works tools, equipment and facilities.  Ability to exert moderate to considerable physical effort to perform the position’s essential functions.  Ability to communicate effectively with other City employees and the general public.  Ability to follow oral and written instructions.  Skill to operate all equipment and tools of public works department including in inclement weather and various traffic situations.  Skill in troubleshooting problems and taking corrective measures.  Ability to work independently and as part of a team.  Ability to regularly lift/carry objects weighing up to 60 pounds & occasionally lift objects weighing up to 150 lbs.  Ability to perform various movements such as lifting, bending, carrying while performing essential functions.  Ability to respond quickly and decisively to emergency situations in absence of supervisor.  Ability to safely enter & work in confined spaces; work at heights including occasionally climbing water tower.  Ability to safely work around chemicals and other hazardous substances. Machines, tools, and equipment used: Pick-up, dump truck, loader, backhoe, sweeper, skid-steer, grader, roller, lawn mower, shovel/pick/mall, grinder, various saws, drills and other hand/power tools. MINIMUM REQUIREMENTS  High school diploma or equivalent and some knowledge/skills related to public works.  Mechanical aptitude.  Minimum Class B commercial driver's license, with the ability to obtain a Class A within a year.  Ability to be trained in all public works areas and the operation and use of all public works equipment.  Ability to respond when on-call within 45 minutes. DESIRABLE QUALIFICATIONS  Ability to run heavy equipment, including large trucks, front end loaders and backhoes.  Possession of a Class C water and Class S-D Sewer license or willingness to obtain in a reasonable time frame.  Class A commercial driver’s license WORK ENVIRONMENT: The Public Works Maintenance Technician functions in a varying work environment depending on the circumstances. Work is achieved in the office, within a motor vehicle, operating heavy and/or light equipment, and consistently outdoors often under adverse weather conditions. Position requires the use of paving and patching materials during hot or humid weather conditions, application of, and exposure to, a variety of hazardous chemicals, contact with sanitary sewage, and exposure to noise due to maintenance activities. This position works in confined places and is exposed to raw sewage and hot asphalt which may contain a variety of hazardous and toxic materials, and will occasionally work at high elevations such as water towers. The position is highly visible to public while performing work tasks. 1 TO: Medina City Council FROM: Jodi Gallup, Assistant City Administrator DATE: January 14, 2020 RE: Authorization to Post for Sergeant Position At the November 19, 2019, the City Council finalized the Public Safety Director recruitment by appointing Sergeant Jason Nelson to the position with an effective date of April 1, 2020. Staff now requests City Council authorization to begin the process in finding Sergeant Nelson’s replacement by posting the Sergeant position internally. As previously stated, Public Safety Director Belland has observed great leadership within the existing officer ranks and believes there are qualified internal applicants worthy of consideration for the Sergeant position. Recommendation Authorize staff to begin the recruitment process to promote an internal officer to the Sergeant position. MEMORANDUM Agenda Item # 5C City of Medina Position Description POLICE SERGEANT City Council Approved: 02/15/2011 Position Title: Police Sergeant Department: Police Department Supervisor’s Title: Police Chief Pay Grade: 8 FLSA Status: NON-EXEMPT Work Status: Full-time PRIMARY OBJECTIVE OF POSITION Provides leadership and supervision to assigned officers and personnel in a manner consistent with the mission and goals of the Medina Police Department. Ensures effective and efficient delivery of law enforcement services to the residents of Medina and Loretto. Works directly with citizens and staff to resolve problems/conflicts in a manner that commands public respect and confidence at all times. Performs all the essential duties and responsibilities of patrol officer. During the absence of the chief, the sergeant shall be designated as the officer in charge of the Department. ESSENTIAL FUNCTIONS OF POSITION  Informs Chief of Police of all pertinent matters through daily activity reports and regular intradepartmental communications.  Communicates internally with administrative staff, public works, fire employees, and City Attorney; and, externally with Hennepin County law enforcement, judicial and social services personnel, area police departments, state and federal law enforcement agencies, business people, City visitors, and residents.  Supervision: Assumes responsibilities for the direction and supervision of patrol and investigations services. Manages and directs all resource allocation for assigned operations area, including scheduling, training, supervision and special assignments. Guides the activities and work of patrol officers and ensures effective use of all available working hours by each officer. Maintains a favorable working climate for department members. Evaluates performance of each patrol officer assigned and report training needs or ability deficiencies that need to be corrected. Provides council to motivate and commend good performance as justified. Initiates disciplinary action when justified. Reviews log sheets and approves reports prepared by officers, ensuring that they are timely, accurate and complete. Ensures proper use and maintenance of equipment.  Investigation: Conducts and/or oversees investigations including crime scene processing, interview and interrogation, statements, search warrant preparation, case organization and court preparation.  Training and Development: Fosters competence and facilitates development of all subordinates. Ensures that all patrol officers have knowledge of Federal, state and local laws; interpretation and application (case law). Ensures that each officer has knowledge of procedures and techniques for legally and safely detaining, searching and arresting suspects.  Develops subordinates by encouraging them to take responsibility for various operations and special projects. Assist subordinates by procuring equipment, training and by removing obstacles. Identified needs of department and subordinates through monitoring of individual experience, abilities and performance observations. Indicates problems especially in important tasks.  Planning and Coordination: Participates in short term and long range planning to set and achieve organizational goals. Receives and organizes information regarding public safety hazards, trends, resources and changes which might affect resource allocation and/or officer performance; formulates assignments and responsibilities. Participate in budget preparation. Defines areas of individual accountability, selects strategies for monitoring and evaluating effectiveness, develops back up plans.  Command: Maintains contact with radio in order to provide assistance and support to patrol. Assists first responding officers with command and coordination of incidents when needed. Assumes command and coordination of personnel, equipment, traffic and communications.  Fleet Maintenance OTHER DUTIES AND RESPONSIBILITIES  Perform other related duties as delegated by the Chief of Police.  Provides good working habits and a willingness to cooperate with others and contribute in a positive way to a pleasant working climate. City Council Approved: 02/15/2011 HIRING AND PERFORMANCE ASSESSMENTS WILL INCLUDE THE FOLLOWING KNOWLEDGE, SKILLS, AND ABILITIES:  Knowledge to establish and maintain effective working relationships with public and enforcement officials, other employees and the general public.  Knowledge of theories, principles and practices of modern police science, technology and administration.  Knowledge of department policies, rules and regulations, and of controlling laws, ordinances and court decisions, or the ability to acquire such knowledge in a relatively short period of time.  Knowledge of the geography of the City and local areas, the resources available for disaster and other emergencies, or the ability to acquire this knowledge in a relatively short period of time.  Knowledge of the use of police records and their application to police administration, planning and problem solving.  Knowledge of the organization and function of the County, State and Federal enforcement, regulatory and licensing agencies.  Ability to plan, schedule, supervise and review the work and performance of subordinates in a manner conducive to full performance and high morale.  Ability to prepare and direct the preparation of comprehensive reports, departmental materials, correspondence and programs of police service.  Ability to express ideas clearly and concisely, orally and in writing. MINIMUM REQUIREMENTS  Associate’s degree in law enforcement and completion of skills training.  Possession of or ability to obtain an appropriate valid Minnesota driver’s license.  Licensed Peace Officer in the State of Minnesota.  Five years experience as a Police Officer in local government.  Two years experience as a Medina Police Officer.  Superior written and oral communication skills.  Decisive individual who clearly communicates decisions and directions. DESIRABLE QUALIFICATIONS  Experience working in a variety of assignments as a Police Officer (FTO, School Liaison, Investigator, supervisor, firearms instructor, etc.).  Projects a leadership style characterized by confidence, energy and enthusiasm.  Standard of excellence that sets the tone for the department.  Good public speakers, capable or projecting a positive images.  Good listener, capable of empathizing with the concerns of department staff, other city employees and community residents.  Associates or Bachelor’s degree in Law Enforcement or related field.  Management Training. SUPERVISION OF OTHERS Supervises Patrol Officers, Investigations, Community Service Officers and volunteers of the Medina Police Department. WORKING CONDITIONS Work is performed both indoor at the Police Department and in the field. The exceptions include response to emergency, police or fire incidents and trips to meetings, training, and conferences. Generally, the position requires light lifting, usually less than 10 pounds, with up to 150 pounds on occasion, climbing stairs/ladders, and performing life-saving and rescue procedures. Some hazardous materials or chemicals are exposed to on this job, including toxic materials, blood borne pathogens and other infectious environments. Other hazardous conditions may include having to deal with unruly or dangerous individuals, confined or high work spaces, dangerous animals, loud noises, emergency driving, unsafe building sites and deadly force, traffic control and working in and near traffic, inclement weather, and natural or man-made disasters. 2020 Goals Overarching (1) Institutionalize Employee Shared/Core Values. Hold an employee training session and continue the employee discussion on our core values (On-going). (2) Continue to stay involved with business networking groups, business forums, business tours, attract business and other opportunities to strengthen ties with our local businesses (On-going). (3) Continue to implement electronic document management in the City (includes Laserfiche at City Hall) (4) Continue to work to recruit new commissioners and volunteers for the City of Medina. (5) Continue to look for opportunities to work with neighboring communities on ways to partner on public works, public safety, and in other capacities. Administration (1) Work with Council and Staff to try and attract campus business users on Highway 55 (On-going) (2) Continue planning process for Hackamore Road project with the City of Corcoran (4th Quarter) (3) Implement electronic email notification system instead of manually saving in outlook when people want to subscribe or unsubscribe. (1st Quarter). This item will be implemented in conjunction with the full address database switch. (4th Quarter) (4) Switch the address database away from Microsoft Access to a new system that is functional in the cloud. (4th Quarter) (5) Negotiate new police union contract, which currently ends 12/31/2020. (4th Quarter) (6) Complete hiring processes for two new police officers, internal sergeant promotion, and vacant public works position. (1st Quarter) (7) Successfully administer new Presidential Primary election, along with the State Primary and General Elections. (1st - 4th Quarter) (8) Introduce new voting assistance equipment called the Omni Ballot to replace the Automarks. Medina will be one of four pilot cities in Hennepin County introducing the new voting equipment in 2020. (3rd Quarter) Public Works Streets (1) Complete 2020 overlay CIP. (2) Work with Corcoran on Hackamore Road reconstruct plans and agreements (3) Work to update pavement management plan and format (4) Street visioning for Tamarack Drive and Highway 55 intersection Stormwater (5) Replace Ardmore Creek culvert (6) Replace Deerhill Road East culvert (7) Complete Ardmore Creek and Lakeshore Park projects (8) Complete storm water asset management plan Water/Sewer (9) Plan for the 2021 filter media replacement at the water treatment plant (10) Plan for the Chippewa watermain extension (11) Continue with inflow and infiltration reduction into the sewer system (12) Replace control panel at the Morningside lift station (13) Bring Loretto on board with the sewer system Parks/Trails (14) Work with Three Rivers Park to complete the Baker Park ravine project Agenda Item # 5D (15) Work with Three Rivers Park to begin studying Diamond Lake Regional Trail Master Plan (16) Begin Hunter Park future concept plan (17) Replace damaged portions of the Hamel Legion Park Trail (18) Look at options for park land purchase in the Chippewa/Mohawk area Finance (1) Research and implement new city credit cards or p-cards; specifically, cards with cash back benefits. (2nd quarter) (2) Research workflow software and costs within Laserfiche to have implemented in 2021 or 2022 budget. (2nd quarter) (3) Long-term budget analysis (General Fund and Municipal Park Fund.) (2nd quarter) Public Safety (1) Provide quality public safety services for our citizens, businesses and visitors by working professionally (2) Personnel: - 1st Quarter Replace Public Safety Director Replace Patrol Sergeant Hire two officers (3) Complete Fire Grant Process (4) Evaluate possible second sergeant - 2nd Quarter (5) Evaluate part-time administrative assistant - 2nd Quarter (6) Review Tobacco Ordinance -2nd Quarter (7) Review Third Party Gift Card Procurement Ordinance - 2nd Quarter (8) Review Policy and Procedure Manual -4th Quarter (9) Equipment Replacement: Squad Radios - 1st Quarter Evaluate Thermal Cameras – 4th Quarter Evaluate two Squads - 3rd Quarter Research Bodycam/Squad Camera Solutions for 2021 – 3rd Quarter Digital Speed Sign - 3rd Quarter (10) Retention Compensation study how do we compare to our competition - 3rd Quarter Planning (1) Tamarack Drive Corridor Study (1st Quarter) (2) Stormwater Inventory (1st Quarter) (3) Diamond Lake Regional Trail Master Plan (2nd Quarter) (4) Affordable and Lifecycle Housing Strategy (3rd Quarter) (5) Electric Vehicle charging requirements (3rd Quarter) (6) Stormwater Maintenance Policy (4th Quarter) (7) Developer’s Handbook updates (4th Quarter) 1 BALL FIELD RENTAL AGREEMENT This Agreement is made this 21st day of January 2020, 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 April 20, 2020 through June 26, 2020 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 April 20, 2020. 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 June 26, 2020. 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 divets, 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 April 20, 2020. 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 ORONO BASEBALL ASSOCIATION (LICENSEE) By________________________________ Print Name:_______________________ 3 Exhibit A Medina Morningside Park Ball Field Subject Property 1 AMENDED AND RESTATED GROUNDS SERVICES AGREEMENT This Amended and Restated Grounds Services Agreement (“Agreement”) is made this 21st day of January, 2020, by and between the Hamel Athletic Club, P.O. Box 62, Hamel, MN 55340, a Minnesota non-profit 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 grounds services; and 2. The City has approved the contract for grounds services with the Contractor; and 3. The parties wish to redefine 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 “grounds services” for the City on all fields except Maple Park field in Area F on the attached Exhibit A. “Grounds services” will consist of:  Picking up paper, trash, and debris following ball field use. This shall include keeping all dugouts clean and sweeping daily. Individual parties renting the fields will be responsible for cleaning up their own trash and debris, however, the Contractor will be responsible should the renters fail to perform their duties.  Grooming and dragging ball fields for Contractor’s scheduled practices, games, and tournaments.  Chalking ball fields for Contractor’s scheduled games and tournaments.  Preparing fields after rain to get them in playing condition to include getting rid of standing water and use of diamond dry when needed.  Maintaining the lips of all fields and re-edging each field every year as determined by the City.  Maintaining pitcher’s mound and home plate daily for all fields.  Working with the City on rolling the fields once during the contract term, at a time and date designated by the City. In consideration for providing the grounds services, the Contractor shall have the first option for dates reserved prior to March 31st for games and practices taking place between April 1 and July 31, 2020 to schedule and conduct youth baseball and softball practices and games on the Hamel Legion Park excluding Area D and Hunter Lions Park ball fields as defined in Exhibit A (the “Subject Property”). Contractor will also erect temporary back stops for younger youth leagues in the open field areas of Hamel Legion Park as defined in Exhibit A. Contractor will remove backstops by July 31, 2020. Contractor shall be allowed to conduct youth softball/baseball tournaments Agenda Item # 5F 2 and unlimited development clinics on the Hamel Legion Park and Hunter Lions ball fields during the duration of this Agreement. Contractor will conduct its team formation tryouts on a Saturday in April. The Contractor will also use this day to do field preparation. All Contractor schedules of activities shall be coordinated and approved by the City’s Staff Liaison. When possible, the Contractor will receive notification 30 days in advance of any events scheduled for the fields, so conflicts can be avoided. The Contractor will provide the City Staff Liaison with an email contact list, to help facilitate this communication. 2.0. TERM. The term of this contract will be from April 1, 2020 to October 31, 2020. 2.01 RIGHT OF FIRST OFFER. Prior to marketing the Subject Property, including Area D (the Paul Fortin Memorial Field), to others at the end of the Term of this Agreement, the City shall give notice to the Contractor that the Subject Property will be made available to others and the terms (including the same number of fields, days and hours identified in Section 3.02 and Section 3.03 of this Agreement) to be contained in any such offer. The Contractor will have the right to accept the terms of any such offer referred to in the preceding sentence by giving the City notice of its election within 30 days of receipt of the terms of the City’s proposed offer. 3.0 COMPENSATION. 3.01 The Contractor shall provide the City with a $1,000.00 deposit by April 1, 2020 as a deposit for use of the City ball fields and facilities. The City shall retain a portion or all the deposit for actual costs incurred to repair damages to facilities as a result of the Contractor’s use or for costs incurred by the City to perform services which Contractor failed to perform under this Agreement. The City shall return any remaining balance of the deposit to the Contractor within 30 days following termination of the Agreement. If additional expenses are incurred by the City in repairs and in the performance of services otherwise obligated to be performed by the Contractor under this Agreement in an amount in excess of the deposit, the City will submit a bill for the difference between the actual cost and the deposit to the Contractor and the Contractor agrees to pay such balance within 30 days of receipt. 3.02 The Contractor shall pay the City in the amount of $2,500.00 for use of the Hamel Legion Park recreational fields Area A, Area B, and Area C per the attached Exhibit A from Monday through Friday, 4:00 p.m. to 10:00 p.m. in Area A and Area B from April 1st through July 31st and Area C from April 15th through July 31, 2020. The Contractor will also receive priority for use of the batting cages from Monday through Thursday, 5:00 p.m. to 8:00 p.m. from April 15th to July 15th. The Contractor may also use the Hamel Legion Park recreational fields on weekends for training events at no additional cost with the condition that priority would be given to a scheduled group that has paid for a weekend field reservation. Payment shall be submitted by Contractor to the City by June 1, 2020. 3 3.03 The Contractor shall notify the City by March 31st if the Contractor intends to use the Hamel Legion Park recreational field Area D per the attached Exhibit A. If the Contractor intends to use Area D, the Contractor shall pay the City in the amount of $450 for use of Area D from Monday through Friday, 4:00 p.m. to 10:00 p.m. from April 1st through July 31st with the understanding that the Contractor will work around Heritage Christian Academy’s spring schedule and work with the Hamel Hawks to allow for up to four evening weekday home games per season. 3.04 The Contractor shall pay the City in the amount of $250.00 for use of the Hunter Lions Park ball field Area E per the attached Exhibit A from Monday through Fridays, 4:00 p.m. to dusk, from April 1 through July 31, 2020. Payment shall be submitted to the City by June 1, 2020. 3.05 The Contractor shall pay the City in the amount of $250.00 for use of the Maple Park ball fields Area F per the attached Exhibit A from Monday through Thursdays, 5:00 p.m. to 8:00 p.m., from April 15 through July 11, 2020 if this field is needed. Payment shall be submitted to the City by June 1, 2020. 3.06 The Contractor shall pay the City $60.00 per field each day for use of the Hamel Legion Park and/or Hunter Lions Park ball fields for youth softball/baseball tournaments. Payments shall be submitted to the City within 15 business days of the tournament completion. 3.07 The Contractor shall pay the City a $4.00 per participant surcharge fee by June 1, 2020 for use of the bathrooms, building utilities, and general facilities to help pay for utilities and building maintenance. The Contractor shall provide the City a roster of participants in their program by May 1, 2020. 3.08 The Contractor shall pay the City $150 each time the Contractor requests that the City conduct a second weekly mowing of the open fields in Area C per the attached Exhibit A. 3.09 If the Contractor fails to pay the City for any of the fees, bills, deposits, expenses, repairs or damages listed in this Agreement by its due date, a 10% late fee will be applied per month of non-payment. 3.10 The Contractor shall have access to store equipment and tools in the field house garage located in Hamel Legion Park and the storage shed located in Hunter Lions Park. i) The Contractor shall submit all construction plans to the City and receive approval from the Public Works Director prior to making any changes to the storage area, shelves, or other items in the field house or field house garage at Hamel Legion Park. 3.11 The Contractor shall have access to the Hamel Community Building Assembly Hall for the purpose of youth ball team organizing meetings. The Contractor shall be limited to conducting five organizing meetings for the duration of this Agreement. The Contractor 4 shall schedule these meetings in advance through the City’s rental agent to avoid scheduling conflicts. 3.12 The City will grant the Contractor a temporary sign permit on the premises at Hamel Legion and Hunter Lions Parks at no cost to the Contractor for event and registration signage in compliance with City sign regulations. 3.13 The City shall supply Ag Lime for the inner fields and for the outer tracks around the fields in an amount to be mutually agreed upon by both parties. 3.14 The City shall provide reasonable repair to ball fields upon receiving sufficient notice from Contractor of repair requests and upon sufficient City equipment, materials and labor being available. These repairs are not the grounds services provided by the Contractor, but damages to the ball fields which the Public Works Director defines as arising outside of the responsibilities of the Contractor as defined in this Agreement. 3.15 The City shall provide cleaning services of the Field House bathroom facilities once a week between the dates of April 25 and July 31. 3.16 The City shall provide a garbage enclosure and garbage and recycling containers at the ball fields and shall coordinate collection at the garbage enclosure once a week between the dates of April 25 and July 31. 3.17 The City shall provide grass mowing of the ball fields excluding the infields twice a week from April 25 to July 31 and once a week from August 1-22, or as needed in the area listed as Exhibit A, and weed control of the ball fields as needed. To help league play, Contractor requests that the mowing be performed on Mondays and Thursdays (weather permitting), so that grass length does not hamper play. 4.0 SIGN ADVERTISEMENT PROGRAM. The Contractor shall be allowed to sell sign advertisements to area businesses to be placed on the ball field fences in Hamel Legion Park per the following conditions: 4.01 All proceeds from the program must be used for capital improvements within Hamel Legion Park such as ball field lights, irrigation system, dugouts, scoreboards, pitching mounds, etc. 4.02 The Contractor must maintain records of revenues and expenses from sign program and provide records to the City. 4.03 Sign dimensions and materials must be uniform and be approved by the City Staff Liaison. 4.04 Signs may be placed on the outfield fences facing home plate or on the ball field fences facing the walkway toward the field house as long as the signs do not restrict anyone’s view of the fields. No signs may be placed facing Brockton Lane. 5 4.05 Signs will be purchased, installed and maintained by the Contractor. It will be the sole responsibility of the contractor to repair and replace damaged signs and any damage such signs may cause to the fence on the fields of the park. 4.05 Signs will only be allowed to be displayed in the park during the regular season from April 1st to July 31st. It is the responsibility of the Contractor to remove signs by July 31, 2020. 5.0 SALE OF FOOD AND BEVERAGES. The sale of food and beverages during Contractor use of premises is prohibited unless separate agreement or license is granted by the City. 6.0 INDEPENDENT CONTRACTOR. 6.01 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. 6.02 The Contractor will supply and use its own equipment and tools to complete the services under this Agreement. 6.03 The Contractor acknowledges that any general instruction it receives from the City has no effect on its status as an independent contractor. 7.0 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 employees, agents and subcontractors under this Agreement. The Contractor shall name the City as an additional insured under its general liability policy which shall remain in force during the term of this Agreement and shall maintain limits of liability under such policy of not less than $1,000,000 per occurrence and $1,000,000 in the aggregate, issued by an insurance company rated no less than A- by AM Best Company. Prior to performing any services under this Agreement, the Contractor shall provide evidence to the City that acceptable insurance coverage is effective. 8.0 WORKER’S COMPENSATION. 8.01 The Contractor will comply, and will ensure that each of its subcontractors comply, with the provisions of the Minnesota worker’s compensation statute as an independent contractor before commencing work under this Agreement. 8.02 The Contractor and any subcontractors will provide their own worker’s compensation insurance and will provide evidence to the City of such coverage before commencing work under this Agreement. 6 9.0 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 or failure to perform under this Agreement. 10.0 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. 11.0 APPLICABLE LAW. The execution, interpretation, and performance of this Agreement will, in all respects, be controlled and governed by the laws of Minnesota. 12.0 ASSIGNMENT. The Contractor may not assign this Agreement or procure the services of another individual or entity to provide services under this Agreement without first obtaining the express written consent of the City. The Contractor shall provide the City with copies of all contracts for assigned or subcontracted services. 13.0 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. 14.0 NO WAIVER BY CITY. By entering into this Agreement, the City does not waive its entitlement to any immunities under statute or common law. 15.0 TERMINATION. The City may terminate this Agreement at any time, for any reason. The Contractor must give no less than a 30 day written notice to the City to terminate this Agreement. The Contractor shall pay the City all sums due and the Contractor shall remain obligated to meet all applicable provisions of this Agreement. IN WITNESS WHEREOF, the parties have executed this Agreement on the date and year written above. CITY OF MEDINA By __________________________________ Kathleen Martin, Mayor By__________________________________ Scott T. Johnson, City Administrator 7 HAMEL ATHLETIC CLUB (CONTRACTOR) By____________________________ Andrew Servi, President 8 1 TENNIS COURT RENTAL AGREEMENT This Agreement is made this 21st day of January, 2020, 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 31 to September 27 from 6:00 p.m. to 7:30 p.m. and from Monday through Thursday from 8:30 a.m. to 11:45 a.m. and from 1:00 p.m. to 2:30 p.m. for the weeks of June 8 to June 11, June 15 to June 18, July 6 to July 9, July 13 to July 16, July 20 to July 23, and July 27 to July 30. 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 Assistant City Administrator 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, 2020. 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, 2020. 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 require 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 by the crosshatch marks on Exhibit A attached hereto. Agenda Item # 5G 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. All payments shall be submitted to the City by August 3, 2020 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 Exhibit A Tennis Courts in Hamel Legion Park Subject Property Subject Property Designated Parking Area Subject Property 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 DocuSign Envelope ID: B88B75DF-5901-46A8-B312-1F2CDDAD3AD5 THIRD AMENDMENT TO SITE AGREEMENT This Third Amendment to Site Agreement (the "Amendment") is effective as of the date of execution by the last party to sign (the "Effective Date") by and between City of Medina, a Minnesota municipal corporation ("City") and T -Mobile Central LLC, a Delaware limited liability company ("T -Mobile") (each a "Party", or collectively, the "Parties"). City and T -Mobile (or their predecessors -in -interest) entered into that certain Site Agreement dated May 20, 1997, including that certain First Amendment to Site Agreement dated June 3, 1997, and Second Amendment to Site Agreement dated August 10, 2012 (including all amendments, collectively, the "Agreement") providing for the lease of a portion of the property located at 3576 Pinto Drive, Medina, MN 55340 as described and depicted in the Agreement (the "Property"). For good and valuable consideration, City and T -Mobile agree as follows: 1. The Agreement is in full force and effect and neither City nor T -Mobile is in breach under the terms of the Agreement. 2. At the expiration of the Agreement, the Term of the Agreement will automatically be extended for four (4) additional and successive five (5) year terms (each a "Renewal Term"), provided, that either party may elect not to renew by providing twelve months (12) months notice to the other prior to the expiration of the then current Renewal Term. 3. At the commencement of the first Renewal Term provided for in this Amendment, T -Mobile shall pay City Forty Thousand and No/100 Dollars ($40,000.00) per year ("Rent") in advance, by the fifth (5th) day of each year. Any Rent previously paid from and after the commencement of the first Renewal Term provided for in this Amendment shall be offset against the new Rent. The Rent established by this paragraph 3 shall be payable during the first year of this Agreement. The annual Rent shall be adjusted each January 1st on the second year, and in each succeeding year, by the greater of: (i) the Consumer Price Index (CPI) published by the United States Department of Labor, Metropolitan Area, All Urban Consumers Index (Commencement Date = 100) or (ii) four percent (4%). This new Rent and Rent adjustment shall supersede and replace any prior Rent or Rent adjustments. 4. Any charges payable under the Agreement other than Rent shall be billed by City to T - Mobile within twenty-four (24) months from the date in which the charges were incurred or due; otherwise the same shall be deemed time -barred and be forever waived and released by City. 5. Notwithstanding any provision in the Agreement or this Amendment to the contrary, neither party shall be liable or responsible to the other, or its affiliates or customers, for any special, incidental, indirect, punitive or consequential costs, liabilities or damages, whether foreseeable or not, including without limitation economic loss or lost business or profits, 1 Site ID: A100038A Site Name: Hamel/Medina Lease ID: 75216 7/15/19 DocuSign Envelope ID: B88B75DF-5901-46A8-8312-1F2CDDAD3AD5 interruption of service damages, or any delay, error or loss of data or information arising in any manner out of, or in connection with use of the leased Premises. Nothing herein shall change or otherwise affect the City's liability limits established under applicable law including Minn. Stat. § 466.04, as amended. 6. All notices, requests, demands and other communications shall be in writing and shall be effective three (3) business days after deposit in the U.S. mail, certified, return receipt requested or upon receipt if personally delivered or sent via a nationally recognized courier to the addresses set forth below. City or T -Mobile may from time to time designate any other address for this purpose by providing written notice to the other Party. If to T -Mobile: If to City: T -Mobile USA, Inc. 12920 SE 38th Street Bellevue, WA 98006 Attn: Lease Compliance/ A100038A City of Medina 2052 County Road 24 Medina, MN 55340 7. T -Mobile and City will reasonably cooperate with each other's requests to approve permit applications and other documents related to the Property. 8. Except as expressly set forth in this Amendment, the Agreement otherwise is unmodified. To the extent any provision contained in this Amendment conflicts with the terms of the Agreement, the terms and provisions of this Amendment shall control. Each reference in the Agreement to itself shall be deemed also to refer to this Amendment. 9. This Amendment may be executed in duplicate counterparts, each of which will be deemed an original. Signed electronic copies of this Amendment will legally bind the Parties to the same extent as originals. 10. Each of the Parties represents and warrants that it has the right, power, legal capacity and authority to enter into and perform its respective obligations under this Amendment. City represents and warrants to T -Mobile that the consent or approval of a third party has either been obtained or is not required with respect to the execution of this Amendment. 11. This Amendment will be binding on and inure to the benefit of the Parties herein, their heirs, executors, administrators, successors -in -interest and assigns. [SIGNATURES TO APPEAR ON NEXT PAGE] 2 Site ID: A100038A Site Name: Hamel/Medina Lease ID: 75216 7/15/19 DocuSign Envelope ID: B88B75DF-5901-46A8-8312-1F2CDDAD3AD5 IN WITNESS, the Parties execute this Amendment as of the Effective Date. City: T -Mobile: City of Medina, a Minnesota municipal T -Mobile Central LLC, a Delaware limited corporation liability company f DoeuSigned by: By: By: "raliLer Print Name: Title: Mayor Date: By: Print Name: Title: City Clerk Date: 3 Site ID: A1O0038A Site Name: Hamel/Medina Lease ID: 75216 "`--66ma63 69Tay1 or Print Name: Title: VP Technology Procurement Date: 1/13/2020 ty ,Dtt iklaf?9 7/31/19 T -Mobile Contract Attorney as to form 7/15/19 Resolution No. 2020- January 21, 2020 Member ____ introduced the following resolution and moved its adoption: CITY OF MEDINA RESOLUTION NO. 2020- APPOINTING ELECTION JUDGES FOR THE MARCH 3, 2020 PRESIDENTIAL NOMINATION PRIMARY ELECTION WHEREAS, Minnesota Election Law 204B.21 requires that persons serving as election judges be appointed by the Council at least 25 days before the election; and WHEREAS, the individuals named on Exhibit A, and on file in the office of the City Clerk have submitted an application to be election judges for the March 3, 2020 Presidential Nomination Primary Election; and NOW, THEREFORE, BE IT RESOLVED by the city council of the city of Medina that the individuals named on Exhibit A be approved as election judges for March 3, 2020 Presidential Nomination Primary Election. BE IT FURTHER RESOLVED that the City Clerk is with this, authorized to make any substitutions or additions as deemed necessary. BE IT FURTHER RESOLVED that those election judges who attend trainings and/or serve on Election Day be paid a wage of $13.00 per hour with no benefits. Dated: January 21, 2020. _______________________________ Kathleen Martin, Mayor ATTEST: _____________________________________ Jodi M. Gallup, 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. Agenda Item # 5I Resolution No. 2020- January 21, 2020 2 Exhibit A ELECTION JUDGES FOR THE MARCH 3, 2020 PRESIDENTIAL NOMINATION PRIMARY ELECTION Jodi Gallup, Election Coordinator Erin Barnhart, Asst. Election Coordinator Nicole Jacobson, Election Staff Jennifer Altendorf, Election Staff Nichole Vogel, Election Assistant/Head Election Judge Beth Nielsen, Head Election Judge Margaret Garberick Elizabeth Weir Beverly Fry Ron VanBuren Terry Richmond Katie Schmidt Robin Reid Steve Lee Sharon Ressler Katherine Mohan Paul DeJute Patricia Gregor Bonnie Dowsett Judith Bohn Cynthia Dyste Resolution No. 2020- January 21, 2020 Member ______ introduced the following resolution and moved its adoption: CITY OF MEDINA RESOLUTION NO. 2020- RESOLUTION APPOINTING ABSENTEE BALLOT BOARD ELECTION JUDGES FOR THE MARCH 3, 2020 PRESIDENTIAL NOMINATION PRIMARY ELECTION WHEREAS, Minnesota Election Law 204B.21 requires that persons serving as election judges be appointed by the Council at least 25 days before the election. BE IT RESOLVED by the Medina City Council that the individuals named on Exhibit A, and on file in the office of the City Clerk be appointed as the City of Medina Absentee Ballot Board Election Judges for the March 3, 2020 Presidential Nomination Primary Election; and BE IT FURTHER RESOLVED the Medina City Council also appoints other individuals and all members appointed to the Hennepin County Absentee Ballot Board as authorized under Minn. Stat. 204B.21, subd. 2 under the direction of the Election Manager to serve as members of the Medina Absentee Ballot Board; and BE IT FURTHER RESOLVED that the City Clerk is with this, authorized to make any substitutions or additions as deemed necessary. BE IT FURTHER RESOLVED that those election judges who serve on the absentee ballot board be paid a wage of $13.00 per hour with no benefits. Dated: January 21, 2020. ______________________________ Kathleen Martin, Mayor Attest: _______________________________ Jodi M. Gallup, 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. Agenda Item # 5J Resolution No. 2020- January 21, 2020 2 Exhibit A ABSENTEE BALLOT BOARD ELECTION JUDGES FOR THE MARCH 3, 2020 PRESIDENTIAL NOMINATION PRIMARY ELECTION Jodi Gallup, Election Coordinator Erin Barnhart, Asst. Election Coordinator Nicole Jacobson, Election Staff Jennifer Altendorf, Election Staff Nichole Vogel, Election Assistant/Head Election Judge Beth Nielsen, Head Election Judge Margaret Garberick Elizabeth Weir Beverly Fry Ron VanBuren Terry Richmond Katie Schmidt Robin Reid Steve Lee Sharon Ressler Katherine Mohan Paul DeJute Patricia Gregor Bonnie Dowsett Judith Bohn Cynthia Dyste TO: City Administrator Scott Johnson and City Council FROM: Director Edgar J. Belland DATE: January 16, 2020 RE: Doboszenski & Sons, Inc. Donation On January 6, 2020, the police department received a check from Doboszenski & Sons, Inc. for $250.00 thanking us for our service. I would ask the Medina City Council to accept the donation for our crime prevention programs and direct staff to respond with a thank you letter to Doboszenski & Sons. MEMORANDUM Agenda Item # 5K Resolution No. 2020- January 21, 2020 Member _____ introduced the following resolution and moved its adoption: CITY OF MEDINA RESOLUTION NO. 2020- RESOLUTION ACCEPTING DONATION FROM DOBOSZENSKI & SONS, INC. WHEREAS, Doboszenski & Sons, Inc. has generously offered to donate a check in the amount of $250 (the “Donation”) to the city of Medina (the “City”); and WHEREAS, the Donation will be dedicated to the City’s Crime Prevention Fund; and WHEREAS, the City wishes to accept the Donation and express its gratitude to Doboszenski & Sons, Inc. 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 Doboszenski & Sons, Inc. Dated: January 21, 2020. ____________________________________ Kathleen Martin, Mayor ATTEST: ___________________________________ Jodi M. Gallup, City Clerk The motion for the adoption of the foregoing resolution was duly seconded by member _______ and upon a 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. Ordinance No. ### 1 DATE CITY OF MEDINA ORDINANCE NO. ### AN ORDINANCE AMENDING THE OFFICIAL ZONING MAP TO REZONE LOT 1, BLOCK 1 AND OUTLOT A CAVANAUGHS MEADOWWOODS PARK THIRD ADDITION THE CITY COUNCIL OF MEDINA, MINNESOTA ORDAINS AS FOLLOWS: Section 1. Arrowhead Holdings, LLC and the City of Minneapolis own and have requested to plat PIDs 03-118-23-44-0008 and 03-118-23-41-0005 and have requested that the City amend its zoning map such that the resultant Lot 1 is zoned Commercial-Highway (CH) and resultant Outlot is zoned Business Park (BP). Section 2. The property to be rezoned to CH is legally described as: Lot 1, Block 1, Cavanaughs Meadowwoods Park Third Addition, Hennepin County, Minnesota (“Lot 1”). Section 3. The property to be rezoned to BP is legally described as: Outlot A, Cavanaughs Meadowwoods Park Third Addition, Hennepin County, Minnesota (“Outlot A”). Section 4. The official zoning map of the City of Medina is hereby amended to change the zoning classification of all of Lot 1 to Commercial-Highway (CH). Section 5. The official zoning map of the City of Medina is hereby amended to change the zoning classification of all of Outlot A to Business Park (BP). Section 6. The amendment to the zoning map is displayed on the map attached hereto as Exhibit A. Section 7. A copy of this Ordinance and the updated map shall be kept on file at the Medina City Hall. Section 8. This Ordinance shall be effective upon its passage and publication and the recording of the Cavanaughs Meadowwoods Park Third Addition plat. Section 9. The City of Medina Zoning Administrator is hereby directed to make the appropriate changes to the official zoning map of the City of Medina to reflect the change in zoning classifications as set forth above upon recording of the Cavanaughs Meadowwoods Park Third Addition plat. Agenda Item # 5L Ordinance No. ### 2 DATE Adopted by the Medina City Council this _____ day of __________, 2020. CITY OF MEDINA By: Kathleen Martin, Mayor Attest: By: Jodi M. Gallup, City Clerk Published in the Crow River News on this _______ day of _________________, 2020. Ordinance No. ### 3 DATE EXHIBIT A Map Displaying Rezoning Location of the Outlot to be zoned to Business Park (BP) Location of Lot 1, Block 1, to be zoned to Commercial-Highway (CH) Resolution No. 2020-## DATE Member ________ introduced the following resolution and moved its adoption: CITY OF MEDINA RESOLUTION NO. 2020-## RESOLUTION AUTHORIZING PUBLICATION OF ORDINANCE NO. ### BY TITLE AND SUMMARY WHEREAS, the city council of the City of Medina has adopted Ordinance No. ###, an ordinance amending the official zoning map to rezoning Lot 1, Block 1 and Outlot A, Cavanaughs Meadowwoods Park Third Addition; and WHEREAS, Minnesota Statues § 412.191, subdivision 4 allows publications by title and summary in the case of lengthy ordinances or those containing charts or maps; and WHEREAS, the ordinance is three pages in length and contains a map; 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. ### to be published in the official newspaper in lieu of the ordinance in its entirety: Public Notice The city council of the City of Medina has adopted Ordinance No. ##, an ordinance amending the official zoning map to rezoning Lot 1, Block 1 and Outlot A, Cavanaughs Meadowwoods Park Third Addition. The rezoning applies to approximately 50 acres north of Highway 55 and west of Arrowhead Drive which is being replatted. The ordinance rezones property to align with the new property lines such that all of Lot 1, Block 1 (4101 Arrowhead Drive) is zoned Commercial- Highway (CH) and all of Outlot A is zoned Business Park (BP). The full text of the ordinance is available from the city clerk 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 in her office at city hall for public inspection and that she post a full copy of the ordinance in a public place within the city. Agenda Item # 5M Resolution No. 2020-## 2 DATE Dated: . ______________________________ Kathleen Martin, Mayor ATTEST: _________________________________ Jodi M. Gallup, 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. Resolution No. 2020-## DATE Member __________ introduced the following resolution and moved its adoption: CITY OF MEDINA RESOLUTION NO. 2020-## RESOLUTION GRANTING PRELIMINARY APPROVAL OF THE CAVANAUGHS MEADOWWOODS PARK THIRD ADDITION PLAT WHEREAS, the city of Medina (the “City”) is a municipal corporation, organized and existing under the laws of Minnesota; and WHEREAS, Arrowhead Holdings, LLC (the “Applicant”) and the City of Minneapolis (“Minneapolis”) own property located west of Arrowhead Drive and north of State Highway 55 (the “Property”), which is legally described as: Outlot A, Cavanaughs Meadowwoods Park, Hennepin County, Minnesota, Lot 1, Block 1, Cavanaughs Meadowwoods Park, Hennepin County, Minnesota, and Lot 1, Block 1, Cavanaughs Meadowwoods Park Second Addition, Hennepin County, Minnesota; and WHEREAS, the Applicant, with the consent of Minneapolis has made an application for preliminary approval to plat the Property into one lot and one outlot as Cavanaughs Meadowwoods Park Third Addition; and WHEREAS, on November 7, 2018, the City Council adopted Resolution 2018-75, which granted preliminary approval of a previous version of the Cavanaughs Meadowwoods Park Third Addition plat. Such preliminary approval has subsequently expired and is null and void; and WHEREAS, the Planning Commission held a duly noticed public hearing on December 10, 2019, reviewed the information provided by the Applicant and City staff, heard testimony from interested parties, and recommended approval of the preliminary plat; and WHEREAS, the City Council reviewed the proposed preliminary plat and the Planning Commission recommendation and heard additional testimony on January 7, 2020; and WHEREAS, subject to the fulfillment of the conditions noted below, the City Council makes the following findings of fact in regard to the preliminary plat based on the requirements of the Subdivision Ordinance: a. The proposed preliminary plat is not in conflict with the Comprehensive Plan and is not premature for consideration. b. The subdivision is appropriate for the physical conditions on the site including the topography, storm water, natural resources, and soils. c. That the site is physically suitable for the proposed density of development and meets minimum lot size standards. d. The proposed subdivision is not likely to cause substantial environmental damage. Agenda Item # 5N Resolution No. 2020-## 2 DATE e. The proposed subdivision is not likely to be injurious to public health. f. The proposed subdivision and its improvements will not conflict with public or private streets, easements, or right-of-ways. NOW, THEREFORE BE IT RESOLVED, that the City Council of Medina, Minnesota hereby grants preliminary plat approval for Cavanaughs Meadowwoods Park Third Addition, as depicted on the preliminary plat bearing revision date of December 17, 2019 subject to the following terms and conditions: 1. The Applicant shall enter into a development agreement with the City, which shall include the conditions described below as well as other requirements by City ordinance or policy. 2. The Applicant shall install all improvements shown on the plans dated December 18, 2019 except as may be modified herein. The design of all improvements shall be reviewed and approved by the City Engineer prior to commencing construction. 3. The Applicant shall enter into a petition and waiver agreement with the City related to required contribution towards improvements to Arrowhead Drive in the vicinity of the Property. 4. The Applicant shall update plans to relocate the driveway to intersect at Meander Road. 5. The Applicant shall pay $62,471 park dedication fee. Park dedication for Outlot A shall be deferred until such time as Outlot A is platted and developed, when the fee shall be calculated based upon then-current land values. 6. The plat shall dedicate additional right-of-way as recommended by the City Engineer, including 50-foot half right-of-way at all potential intersection locations. 7. Any agreement related to this approval shall require the consent of Minneapolis, as the owner of Property. 8. The plat shall dedicate drainage and utility easement over the public portion of the watermain, stormwater improvements, wetlands and 10 feet wide along the perimeter of the lot and outlot. 9. The dead-end watermains and hydrants located on these dead-end watermains shall be privately maintained. 10. The Applicant shall submit a letter of credit in an amount of 150% of the cost of site improvements in order to ensure completion. 11. The final plat applicant shall be filed within 180 days of the date of the resolution granting preliminary approval or the approval shall be considered void, unless a written request for time extension is submitted by the applicant and approved by the City Council. 12. The Applicant shall pay to the City a fee in an amount sufficient to reimburse the City for the cost of reviewing the preliminary plat, construction plans, and other relevant documents. Resolution No. 2020-## 3 DATE Dated: By: ______________________ Kathleen Martin, Mayor Attest: By: ___________________________ Jodi M. Gallup, 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. Resolution No. 2020-## DATE Member __________ introduced the following resolution and moved its adoption: CITY OF MEDINA RESOLUTION NO. 2020-## RESOLUTION GRANTING APPROVAL OF A SITE PLAN REVIEW AND AMENDED CONDITIONAL USE PERMIT TO OPEN SYSTEMS INTERNATIONAL, INC. (OSI) WHEREAS, the city of Medina (the “City”) is a municipal corporation, organized and existing under the laws of Minnesota; and WHEREAS, the City of Minneapolis (“Minneapolis”) owns and Arrowhead Holdings, LLC (the “Applicant”) is the ground lessee of property at 4101 Arrowhead Drive (the “Property”), which is proposed to be platted and legally described as: Lot 1, Block 1, Cavanaughs Meadowwoods Park Third Addition, Hennepin County, Minnesota; and WHEREAS, the Applicant intends to expand the existing building by approximately 75,000 square feet and construct additional parking and other ancillary improvements upon the Property; and WHEREAS, City regulations require approval of a Site Plan Review for such expansion and require a conditional use permit for construction of structures in excess of 50,000 square feet; and WHEREAS, on March 16, 2010 the City Council adopted Resolution No. 2010-21 and on May 4, 2010, the City Council adopted Resolution 2010-28 granting site plan and conditional use permit approval for construction of the existing improvements upon the Property; and WHEREAS, the Applicant has requested approval of a Site Plan Review and Conditional Use Permit pursuant to City regulations; and WHEREAS, the Planning Commission held a duly noticed public hearing on December 10, 2019, reviewed the information provided by the Owner and City staff, heard testimony from interested parties, and recommended approval of the site plan review and conditional use permit; and WHEREAS, the City Council reviewed the proposed site plan and conditional use permit, considered the Planning Commission recommendation, and heard additional testimony on January 7, 2020; and WHEREAS, subject to the fulfillment of the conditions noted below, the City Council has determined that the proposed construction is consistent with relevant City requirements and finds that the use meets the requirements for conditional use permits as described in Sections 825.39 and 838.5.08 of the City Code. Agenda Item # 5O Resolution No. 2020-## 2 DATE NOW, THEREFORE BE IT RESOLVED, that the City Council of Medina, Minnesota hereby grants approval of the proposed Site Plan Review and amendment to the Conditional Use Permit, subject to the following terms and conditions: 1. Approval of this Site Plan Review shall be contingent upon final plat approval and approval of a rezoning of the subject property to the Commercial-Highway zoning district. 2. Approval of this Site Plan Review shall be contingent upon the vacation of easements in the location of the building addition. 3. The Applicant shall enter into a development agreement with the City, which shall include the conditions described below as well as other requirements by City ordinance or policy. 4. The Applicant shall enter into a petition and waiver agreement with the City related to required contribution towards improvements to Arrowhead Drive in the vicinity of the Property. 5. Any agreement related to this approval shall require the consent of Minneapolis, as the owner of Property. 6. The Applicant shall install construct new improvements as shown on the plans dated December 18, 2019, except as may be modified herein and existing improvements which are not proposed to be modified shall remain as previously approved. The design of all improvements shall be reviewed and approved by the City Engineer prior to commencing construction. 7. The Applicant shall abide by the requirements of the wetland protection ordinance, including installation of vegetative buffers, recordation of easements, and installation of signage. Plans shall be updated to meet minimum buffer width requirements. 8. The Applicant shall update plans to relocate the driveway to intersect at Meander Road. 9. The Applicant shall submit specifications confirming that proposed concrete panels are color impregnated in earth tones (rather than painted) and shall be patterned to create a high quality terrazzo, brick, stucco, or travertine appearance. 10. The Applicant shall update lighting plans to comply with the City’s lighting ordinance, limiting light trespass to 0.5 FC at the north and south property line and 0.0 FC at the east property line. 11. Plans shall be updated to improve pedestrian connections within the site and to Arrowhead Drive. 12. The Applicant shall identify transformer, generator, HVAC, and trash/recycling storage locations and provide screening measures for review and approval. 13. Outdoor storage shall be limited to seventeen service vehicles which shall be no more than either 24 feet in length or 12,000 lbs. of gross vehicle weight. Additional vehicles and larger vehicles may be stored in the loading dock area. No other outdoor storage shall be permitted. 14. All comments from the Elm Creek Watershed District shall be addressed. 15. All comments from the City Engineer shall be addressed. 16. All comments from the Fire Chief shall be addressed. Resolution No. 2020-## 3 DATE 17. The Applicant shall obtain necessary permits from the City, Elm Creek Watershed, Minnesota Department of Health, Minnesota Pollution Control Agency and any other relevant agency prior to commencing construction activity on the Property. 18. The site plan review approval shall be effective for one year and thereafter shall be considered null and void. 19. The Applicant shall pay to the City a fee in an amount sufficient to reimburse the City for the cost of reviewing the conditional use permit, site plan review, and related documents. BE IT HEREBY FURTHER RESOLVED, that the amended conditional use permit granted herein shall supersede that grated in Resolution Nos. 2010-21 and 2010-28, the relevant terms and conditions having been incorporated. Dated: By: ______________________ Kathleen Martin, Mayor Attest: By: ___________________________ Jodi M. Gallup, 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. Resolution No. 2020-## DATE Member ______ introduced the following resolution and moved its adoption: CITY OF MEDINA RESOLUTION NO. 2020-## RESOLUTION VACATING DRAINAGE AND UTILITY EASEMENTS WITHIN LOT 1, BLOCK 1 AND OUTLOT A, CAVANAUGHS MEADOWWOODS PARK AND LOT 1, BLOCK 1, CAVANAUGHS MEADOWWOODS PARK 2ND ADDITION WHEREAS, the city of Medina (the “City”) is a municipal corporation, organized and existing under the laws of Minnesota; and WHEREAS, the city of Minneapolis and Arrowhead Holdings, LLC (collectively the “Owners”) own property at 4101 Arrowhead Drive and immediately to the north which is legally described as: Lot 1, Block 1, Cavanaughs Meadowwoods Park, Hennepin County, Minnesota, Outlot A, Cavanaughs Meadowwoods Park, Hennepin County, Minnesota, Lot 1, Block 1, Cavanaughs Meadowwoods Park 2nd Addition, Hennepin County, Minnesota (collectively the “Property”); and WHEREAS, drainage and utility easements were dedicated to the public within certain portions of the Property on the plats of Cavanaughs Meadowwoods Park and Cavanaughs Meadowwoods Park 2nd Addition; and WHEREAS, the Owners have requested approval to replat the Property as Cavanaughs Meadowwoods Park 3rd Addition; and WHEREAS, Arrowhead Holdings, LLC proposes to relocate certain utilities which are currently located within the Property’s existing drainage and utility easements; and WHEREAS the Owners have petitioned the City to vacate those platted drainage and utility easements within the Property and have proposed to dedicate new easements within the Cavanaughs Meadowwoods Park 3rd Addition plat; and WHEREAS, pursuant to Minn. Stat. § 412.851, the City scheduled a public hearing to consider the proposed vacation; and WHEREAS, notice of the public hearing was posted, published in the official newspaper and mailed to the owners of affected properties, all in accordance with law; and WHEREAS, the City Council held a public hearing on the proposed vacation on January 7, 2020, at which hearing all interested parties were heard; and Agenda Item # 5P Resolution No. 2020-## 2 DATE WHEREAS, following the public hearing, the City Council determined that the drainage and utility easements proposed within the Cavanaughs Meadowwoods Park 3rd Addition plat would better serve the public interest than those originally dedicated; and WHEREAS, upon such finding, the City Council determined that the vacation of the previously dedicated drainage and utility easements is in the public interest, subject to required easements being dedicated to the public within the Cavanauaghs Meadowwoods Park 3rd Addition plat. NOW, THEREFORE, BE IT RESOLVED by the city council of the city of Medina, Minnesota as follows: 1. Subject to the Owners dedicating all easements required by the city within the Cavanaughs Meadowwoods Park 3rd Addition plat, the drainage and utility easements described in Exhibit A are vacated. 2. The city administrator or his designee is authorized and directed to prepare and present to the Hennepin County Auditor a notice that the City has completed these vacation proceedings and record with the Hennepin County Recorder the vacation of the easements described in Exhibit A only in coordination with and immediately prior to the recording of the Cavanaughs Meadowwoods Park 3rd Addition plat. Dated: ______________________________ Kathleen Martin, Mayor ATTEST: ______________________________________ Jodi M. Gallup, 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. Resolution No. 2020-## 3 DATE EXHIBIT A Legal Description of Vacated Drainage and Utility Easements All drainage and utility easements dedicated to the public on the plats of Cavanaughs Meadowwoods Park and Cavanaughs Meadowwoods Park 2nd Addition that are within the following described property: Lot 1, Block 1, Cavanaughs Meadowwoods Park, Hennepin County, Minnesota; Outlot A, Cavanaughs Meadowwoods Park, Hennepin County, Minnesota; and Lot 1, Block 1, Cavanaughs Meadowwoods Park 2nd Addition, Hennepin County, Minnesota. MEMORANDUM TO: City Council, through City Administrator Scott Johnson FROM: Jim Stremel, City Engineer DATE: January 16, 2020 MEETING: January 21, 2020 SUBJECT: Arrowhead Drive Railroad Improvement Project – Approve Plans/Specs and Authorize Advertisement for Bids Background: The Arrowhead Drive Railroad Improvement Project consists of establishing a new quiet zone on the Canadian Pacific Railroad (CP) corridor at the public highway-rail at-grade crossing on Arrowhead Drive on the south side of the intersection with Trunk Highway 55 (TH 55). Although Arrowhead Drive is a County roadway, the City of Medina received the LRIP grant from the state and so is required to be the lead agency. The proposed improvements to establish a quite zone will include raised concrete medians on the north and south sides of the railroad crossing. The length of the median on the north side of the crossing does not meet the typical FRA standards and so an application for approval of an Alternative Safety Measure (ASM) has been made. Based on past experience with similar projects, we anticipate that approval of the ASM by the Federal Railroad Administration will occur and is pending based on our last correspondence. The City’s long-range pedestrian facilities plan includes extending a bituminous trail along the east side of Arrowhead Drive from the south side of Loram (north side of AutoMotorPlex) to TH 55 (approximately 1000 feet). A pedestrian crossing at the railroad has been proposed with this project to facilitate this future trail extension to the south. In March of 2019, the City Council approved the railroad agreement to facilitate the construction of the pedestrian crossing surface; This work will be completed by CP Railroad’s crews. On August 7, 2019 the City Council passed a motion to authorize the preparation of plans and specifications for the proposed Arrowhead Drive Railroad Crossing Improvement Project. Since that time, plans and specifications have been prepared in accordance with MnDOT State Aid, Hennepin County, and CP/FRA standards. Enclosed is an abridged set of the construction plans showing the proposed improvements. A complete set of construction plans are available for review at city hall. The total estimated project cost is $424,000 which includes a 10% contingency factor and 30% indirect costs for legal, engineering, administrative, and financing. The LRIP grant awarded to the City was in the amount of $450,000. The grant can cover the cost of construction and railroad crossing improvements, but engineering costs are not eligible for reimbursement by this funding mechanism. 2 Next Steps: The next step is for the City Council to approve final plans/specifications and authorize advertisements for bidding of the project. We are recommending bidding this project electronically in a similar way as the Hickory Drive project in 2019. The proposed bid date is Friday February 21, 2020 at 10:00 AM. With that schedule in mind, it is anticipated bids will be presented at the City Council meeting on March 17th for consideration of award pending final agreement approvals from MnDOT and Hennepin County. City Council Action Requested: Adopt the resolution approving plans/specifications and authorizing the advertisement for bids. Resolution No. ________ January 21, 2020 Member ___________ introduced the following resolution and moved its adoption: CITY OF MEDINA RESOLUTION NO. _______ RESOLUTION APPROVING PLANS AND SPECIFICATIONS FOR THE ARROWHEAD DRIVE RAILROAD CROSSING IMPROVEMENT PROJECT AND ORDERING THE ADVERTISEMENT FOR BIDS WHEREAS, on August 7, 2019, the city council passed a motion to order the Arrowhead Drive Railroad Crossing Improvement Project (the “Project”) authorizing WSB and Associates, Inc., the city engineer, to prepare plans and specifications for such Project; and WHEREAS, the city engineer has prepared plans and specifications for the Project, the improvement of Arrowhead Drive south of TH 55 by constructing a raised concrete median, pedestrian railroad crossing and other improvements, bituminous pavement patching, installation of storm sewer, and pavement striping; and WHEREAS, on January 21, 2020, the plans and specifications were presented to the City Council for approval; NOW, THEREFORE, BE IT RESOLVED, by the city council of the city of Medina, as follows: 1. The plans and specifications for the Arrowhead Drive Railroad Crossing Improvement Project dated January 21, 2020 are hereby approved. 2. The city engineer is directed to insert in the official paper an advertisement for bids upon the making of such improvement under such approved plans and specifications. The advertisements shall be published for 21 days, shall specify the work to be done, shall state that the bids will be received by the clerk until 10:00 a.m. on Friday, February 21, 2020, at which time they will be publically opened in the council chambers of the city hall by the administrator and engineer, will then be tabulated, and will be considered by the council at 7:00 p.m. on March 17, 2020, in the council chambers of the city hall. Any bidder whose responsibility is questioned during the consideration of the bid will be given an opportunity to address the council on the issue of responsibility. No bids will be considered unless sealed and filed as set forth in the instructions to bidders in compliance with the requirements of electronic bidding and bid security. Dated: January 21, 2020 _________________________ Kathleen Martin, Mayor Resolution No. ________ January 21, 2020 2 Attest: ___________________________________ Jodi M. Gallup, City Clerk The motion for the adoption of the foregoing resolution was duly seconded by member ___________ and upon a 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. TH-5 5 PRAI R I E D R . AR R O W H E A D D R . ( C R - 1 1 8 ) HAMEL R D P I O N E E R T R A I L TH-5 5 PI N T O D R . K: \ 0 1 3 2 1 1 - 0 0 0 \ C a d \ P l a n \ 0 1 3 2 1 1 - 0 0 0 - C - T I T L . d w g 1/ 1 3 / 2 0 2 0 1 0 : 5 6 : 5 4 A M END S.A.P. 250-593-001 ARROWHEAD DR (CR118) STA 104+00.81 BEGIN S.A.P. 250-593-001 ARROWHEAD DR (CR118) STA 100+00.00 SCALE IN FEET 0 1,000 2,000 N ARROWHEAD DRIVE (CR-118) RAILROAD CROSSING IMPROVEMENT PROJECT CITY OF MEDINA, MINNESOTA CONSTRUCTION PLAN FOR LOCATED ONARROWHEAD DR (CR-118)FROM 483'± NORTH OF PRAIRIE DR.TOTH-55 (EASTBOUND) COUNTY:HENNEPIN SECT 10, TWP 188N, RNG 23W PROJECT LOCATION THE SUBSURFACE UTILITY INFORMATION IN THIS PLAN IS UTILITY QUALITY LEVEL D. THIS UTILITY QUALITY LEVEL WAS DETERMINED ACCORDING TO THE GUIDELINES OF CI/ASCE 38-02, ENTITLED "STANDARD GUIDELINES FOR THE COLLECTION AND DEPICTION OF EXISTING SUBSURFACE UTILITY DATA." GOPHER ONE CALL TICKET NUMBER: 183441173 UTILITY COORDINATION MEETING HELD ON: 1/10/20 UTILITY INFORMATION K: \ 0 1 3 2 1 1 - 0 0 0 \ C a d \ P l a n \ 0 1 3 2 1 1 - 0 0 0 - C - T I T L . d w g 1/ 1 3 / 2 0 2 0 1 0 : 5 6 : 5 4 A M MINNESOTA DEPARTMENT OF TRANSPORTATION PROJECT LOCATION MAP DESIGN DESIGNATION TRAIL BRIDGES-LENGTH STATE PROJ. NO. GROSS LENGTH EXCEPTIONS-LENGTH NET LENGTH FEET FEET FEET FEET MILES MILES MILES MILES 250-593-001 0.08 0.08 401 401 DESIGN SPEED 20 MPH BASED ON STOPPING SIGHT DISTANCE HEIGHT OF EYE 3.5 HEIGHT OF OBJECT 2.0 APPROVED BYSHEET NO.DATE PLAN REVISIONS DATE: DATE: ALL APPLICABLE FEDERAL, STATE, AND LOCAL LAWS AND ORDINANCES WILL BE COMPLIED WITH IN THE CONSTRUCTION OF THIS PROJECT. DISTRICT STATE AID ENGINEER: REVIEWED FOR COMPLIANCE WITH STATE AID RULES/POLICY DATE: HENNEPIN COUNTY ENGINEER APPROVED: THIS PLAN SET CONTAINS 31 SHEETS APPROVED FOR STATE AID FUNDING: STATE AID ENGINEER I HEREBY CERTIFY THAT THIS PLAN WAS PREPARED BY ME OR UNDER MY DIRECT SUPERVISION, AND THAT I AM A DULY LICENSED PROFESSIONAL ENGINEER UNDER THE LAWS OF THE STATE OF MINNESOTA. LICENSE NUMBER:DATE:1/21/20 45782 JAMES L. STREMEL, PE SHEET 31S.A.P. 250-593-001 OF WSB PROJ. NO. 013211-000 1 DESIGN DESIGNATION R VALUE =N/A PRESENT ADT (2019)=1,074 PROJECTED ADT (2040)=1,659 ESALS =N/A DESIGN SPEED =40 MPH BASED ON: STOPPING SIGHT DISTANCE HEIGHT OF EYE = 3.5 HEIGHT OF OBJECT = 2.0 DESIGN SPEED NOT ACHIEVED AT: N/A FUNCTIONAL CLASSIFICATION: COLLECTOR NO. OF TRAFFIC LANES: 5 NO. OF PARKING LANES: 0 SHOULDER WIDTH: N/A STRUCTURAL DESIGN STRENGTH: 10 TON F/O UGT G EXISTING PLAN SYMBOLS PROPERTY LINES/RIGHT-OF-WAY UTILITY EASEMENT TREE LINE SIGN DECIDUOUS TREE SHRUB CONIFEROUS TREE EXISTING UTILITY SYMBOLS FIBER OPTIC CABLE UNDERGROUND TELEPHONE GAS LINE CATV VAULT POWER POLE ELECTRIC BOX CATCH BASIN STORM APRON CND CTV OH UNDERGROUND CABLE CABLE TV OVERHEAD COMMUNICATIONS LINE UGE OHE UNDERGROUND POWER OVERHEAD POWER UGEUNDERGROUND ELECTRIC OHTOVERHEAD TELEPHONE WATER MAIN SANITARY SEWER STORM SEWER GATE VALVE HYDRANT SANITARY SEWER MANHOLE STORM SEWER MANHOLE ST s GOVERNING SPECIFICATIONS THE 2018 EDITION OF THE MINNESOTA DEPARTMENT OF TRANSPORTATION "STANDARD SPECIFICATIONS FOR CONSTRUCTION" SHALL GOVERN. ALL TRAFFIC CONTROL DEVICES SHALL CONFORM TO THE LATEST EDITION OF THE MINNESOTA MANUAL ON UNIFORM TRAFFIC CONTROL DEVICES, INCLUDING THE LATEST FIELD MANUAL FOR TEMPORARY TRAFFIC CONTROL ZONE LAYOUTS. A CALL TO GOPHER STATE ONE (651-454-0002) IS REQUIRED A MINIMUM OF 48 HOURS PRIOR TO PERFORMING ANY EXCAVATION. EXCAVATION NOTICE SYSTEM PLAN SET INDEX THIS PLAN SET HAS BEEN PREPARED FOR: CITY OF MEDINA 2052 COUNTY ROAD 24 MEDINA, MN 55340 (763) 473-4643 DISTRICT:METRO GRADING, BITUMINOUS & CONCRETE, SURFACING, ADA IMPROVEMENTS, AND SIGNALS SHEET NUMBER SHEET TITLE TITLE SHEET1 2 3 4 5 6-11 12 13 14 15 16 17 18 19-27 X1-X4 GENERAL LAYOUT STATEMENT OF EXTIMATED QUANTITIES TYPICAL SECTIONS STANDARD DETAILS PEDESTRIAN PLANS ALIGNMENT PLAN & TABULATIONS STAGING & TRAFFIC CONTROL PLAN REMOVAL PLAN SITE STORM & PAVING PLAN GRADING PLAN SIGNING & STRIPING PLAN EROSION CONTROL PLAN SIGNAL PLANS CROSS SECTIONS NOTE:LENGTH AND DESCRIPTION BASED ON ARROWHEAD DRIVE (CR118) ALIGNMENT S.A.P. NO. 250-593-001 RIGHT OF WAY R/W CITY OF MEDINA, HENNEPIN COUNTY DATE: CITY OF MEDINA ENGINEER APPROVED: 6" CONCRETE (3F32) 6" CLASS 5 AGGREGATE BASE OR RECYCLED EQUAL (MNDOT 3138) APPROVED SUBGRADE (INCIDENTAL) CONCRETE MEDIAN & TRAIL INSET B 9" TYPE 12.5 NON-WEAR COURSE MIX (2,B) (SPNWB230B); PLACE USING AT LEAST THREE (3) LIFTS, OR AS DIRECTED BY THE ENGINEER 3" CLASS 5 AGGREGATE BASE OR RECYCLED EQUAL (MNDOT 3138) BITUMINOUS PAVEMENT INSET A 3" TYPE 9.5 WEAR COURSE MIX (2,B) (SPWEA240B) 6" CLASS 5 AGGREGATE BASE OR RECYCLED EQUAL (MNDOT 3138) APPROVED SUBGRADE (INCIDENTAL) BITUMINOUS TRAIL INSET C INSET ANEW MNDOT B624 C&G 13' THRU LANE 13' THRU LANE 5'12.5' LEFT TURN LANE B818 C&G EXISTING CONCRETE C&G VARIES 1:3± MA X 11' THRU LANE 12.5' RIGHT TURN LANE 24" APPROVED SUBGRADE (12" DEPTH MIN, SUBGRADE PREPARATION) 2' BLVD INSET B INSET AINSET A INSET C BLVD WIDTH 0' - 10' VARI E S 1:3± M A X 8' TRAIL STA. 102+32 TO STA. 103+10 EXISTING ROADWAY TO REMAIN (TYP.) 4" TYPE 9.5 WEAR COURSE MIX (2,B) (SPWEA240B); PLACE USING AT LEAST TWO (2) LIFTS, OR AS DIRECTED BY THE ENGINEER 6" CLASS 5 AGGREGATE BASE OR RECYCLED EQUAL (MNDOT 3138) APPROVED SUBGRADE (INCIDENTAL) BITUMINOUS DRIVEWAY INSET D 4" PERFORATED DRAINTILE IN FILTER ROCK, BEDDED IN PEA GRAVEL, 50' EACH DIRECTION FROM LOW POINT UNLESS NOTED OTHERWISE 1/ 2 : 1 ARROWHEAD DRIVE (CR-118) S.A.P. 250-593-001 STA: 101+85.57 TO 103+13.87 AND STA: 103+37.56 TO 103+91.18 EXISTING GRADE 6" BOULEVARD TOPSOIL SEED, FERTELIZER, AND BLANKET CROSS SLOPE (2.0% MAX.) EXISTING GROUND 6" BOULEVARD TOPSOIL, SEED, AND FERTILIZER BLANKET EXISTING SLOPE VARIES EXISTING SLOPE VARIES EXISTING SLOPE VARIES EXISTING SLOPE VARIES EXISTING SLOPE VARIES EXISTING SLOPE VARIES CROWNCROWN NEW MNDOT B624 C&G VARIES 1:3± MA X 2' BLVD 4" PERFORATED DRAINTILE IN FILTER ROCK, BEDDED IN PEA GRAVEL, 50' EACH DIRECTION FROM LOW POINT UNLESS NOTED OTHERWISE 1/ 2 : 1 EXISTING GRADE 6" BOULEVARD TOPSOIL SEED, FERTELIZER, AND BLANKET ARROWHEAD DRIVE (CR-118) S.A.P. 250-593-001 STA: 100+00 TO 101+85.57 C SOUTH BOUNDL C NORTH BOUNDL 4.0% * 2357 BITUMINOUS TACK COAT REQUIRED BETWEEN ALL BITUMINOUS LAYERS WSB PROJECT NO.: RE V I S I O N S NO . DA T E DE S C R I P T I O N K: \ 0 1 3 2 1 1 - 0 0 0 \ C a d \ P l a n \ 0 1 3 2 1 1 - 0 0 0 - C - T Y P - S E C T I O N . d w g 1/ 1 3 / 2 0 2 0 1 0 : 5 7 : 2 3 A M 013211-000 AR R O W H E A D D R I V E RA I L R O A D C R O S S I N G IM P R O V E M E N T P R O J E C T CI T Y O F M E D I N A TYPICAL SECTIONS SCALE: PLAN BY: DESIGN BY: CHECK BY: AS SHOWN MPM LME JLS I H E R E B Y C E R T I F Y T H A T T H I S P L A N , S P E C I F I C A T I O N , OR R E P O R T W A S P R E P A R E D B Y M E O R U N D E R M Y DI R E C T S U P E R V I S I O N A N D T H A T I A M A D U L Y LI C E N S E D P R O F E S S I O N A L E N G I N E E R U N D E R T H E LA W S O F T H E S T A T E O F M I N N E S O T A . LI C . N O : DA T E : JA M E S L . S T R E M E L 1/ 2 1 / 2 0 45 7 8 2 SHEET S.A.P.OF 31 4 250-593-001 E RIM: 994.67 989.1INV:INV:INV:INV:INV:INV: S RIM: 995.90 974.1INV: 966.1INV:INV:INV:INV:INV: RIM: 994.42 987.5INV: 987.5INV: 986.0INV:INV:INV:INV: VL T HH ERIM: 989.71 985.2INV:INV:INV:INV:INV:INV: E E V= 8 4 . 9 15 " R C P V= 8 5 . 0 S 18 " R C P 12 " R C P 18" RCP 24" RCP 21 " R C P 24 " R C P G R A V E L C O N C I S L A N D V=966.3 TC=995.0 HH HH HHHH WET WET WET WET WET WET WET WET WET WET WET WET WET WET WET WET WET WET WET WE T WE T WE T W E T WET WE T TH 5 5 - E A S T B O U N D G G G G G G G G G G G G G OHE OHE OHE OHE OHE OHE OHE OHE OHE OH E OH E OH E OH E OH E OH E OHE OHE OHE OHE OHE OHE OHE OHE OHE OHE OHE OHE OHE UGT UGT UGT F/O F/O F/O UGT UGT UGT UGT UG T F/ O F/ O F/ O F/ O F/ O F/ O F/O F/O F/O UG T UG T UG T UG T UG T UG T UG T UG T UG T UG T UG T UG T UG T UG T UG T U G T U G T UG T UG T UG T UG T UG T U G T U G T UG T UG T UG T UG T UG T U G T U G T UG T UG T UG T UG T U G T UG T UGT UGT UGT UGT UGT UGT UGT UGT UGT UGT UGT UGT UGT UGT UGT F/O F/O F/O F/O F/O F/O F/O F/O F/O F/O F/O F/O F/O F/O F/O UGT UGT UGT UGT UGT UGT UGT UGT UGT UGT UGT UGT UGT UGT UGT UGT UG T T T T T T T T T T T T T T T T T T T T T T T F/O F/O F/O F/O F/O F/O F/O F/O F/O F/O F/O F/O F/O F/O F/O F/O F/O F/O F/O T T T T T T T T T T T T T T T T T CA N A D I A N P A C I F I C R A I L W A Y MN D O T R O W 13 ' 5. 7 5 ' 12 . 5 ' 11 ' BEGIN 8' BITUMINOUS TRAIL 8' CONCRETE TRAIL WITH PEDESTRIAN CURB RAMP. SEE STANDARD PLANS (2) 9'x10' CROSSING SURFACE PANELS (CANADIAN PACIFIC RAILROAD TO F&I) BEGIN B624 CURB AND GUTTER END B624 CURB AND GUTTER BEGIN B818 CURB AND GUTTER END B818 CURB AND GUTTER END B818 CURB AND GUTTER BEGIN B818 CURB AND GUTTER EXISTING CONCRETE CURB & GUTTER TO REMAIN EXISTING CONCRETE CURB & GUTTER TO REMAIN 100+00 101+00 102+00 103+00 104+00104+11 10+00 11+00 12+00 13+00 13+29 13 ' 13 ' 5' 12 . 5 ' 11 ' 12 . 5 ' BEGIN S.A.P. 250-593-001 STA: 100+00.00 END S.A.P. 250-593-001 STA: 104+00.81 5000 APPROX. CONSTRUCTION LIMIT DELINEATED WETLAND LOCATION (TYP.) CONNECT TO EXISTING STORM SEWER PIPE R461' R1012.5' TH 5 5 - W E S T B O U N D 16' WIDE BITUMINOUS DRIVEWAY FOR RAILROAD ACCESS CROSS SLOPE OF PAR 2.0% MAX. 16' APPROX. CONSTRUCTION LIMIT (TYP.) 100' - 6" PERF HDPE DRAINTILE, BOTH SIDES END 8" BITUMINOUS WALK RECONSTRUCT STRUCTURE; INSTALL BOLTED CASTING SET HANDHOLE FLUSH WITH CONCRETE CONNECT TO EX DRAINAGE STRUCTURE BITUMINOUS ROAD / PATH CONCRETE MEDIAN / PATH -PAID AS 6" CONCRETE LEGEND PROPOSED CURB AND GUTTER RAILROAD PEDESTRIAN CROSSING PROPOSED STORM SEWER PIPE PROPOSED STORM SEWER CATCH BASIN MANHOLE TRUNCATED DOME 980 985 990 995 1000 1005 980 985 990 995 1000 1005 98 7 . 6 99 4 . 9 99 5 . 2 0+00 0+50 1+00 1+50 EXCB-7EXCB-8 EXISTING 12" RCP S T O R M S E W E R EXISTING 18" RCP STORM SEWER 5000 ST A 1 1 + 8 3 . 3 3 -2 . 1 0 L T RI M = 9 9 3 . 9 9 (4 8 " Ø ) 6' - 18" RCP CL III @ 3.31% 7' - 18" RCP CL III @ 2.57% INV: 987.33 (E) INV: 985.82 (W) PROPOSED ℄ PROFILE EXISTING ℄ PROFILE ARROWHEAD DRIVE (CR-118)LOCATION SCALE IN FEET 0 H: 20 40 N N TH 5 5 AR R O W H E A D D R ( C R - 1 1 8 ) HAMEL RD. TA M A R A C K D R . WSB PROJECT NO.: RE V I S I O N S NO . DA T E DE S C R I P T I O N K: \ 0 1 3 2 1 1 - 0 0 0 \ C a d \ P l a n \ 0 1 3 2 1 1 - 0 0 0 - C - S I T E - P L A N . d w g 1/ 1 3 / 2 0 2 0 1 0 : 5 8 : 3 6 A M 013211-000 AR R O W H E A D D R I V E RA I L R O A D C R O S S I N G IM P R O V E M E N T P R O J E C T CI T Y O F M E D I N A SITE STORM & PAVING PLAN SCALE: PLAN BY: DESIGN BY: CHECK BY: AS SHOWN MPM LME JLS I H E R E B Y C E R T I F Y T H A T T H I S P L A N , S P E C I F I C A T I O N , OR R E P O R T W A S P R E P A R E D B Y M E O R U N D E R M Y DI R E C T S U P E R V I S I O N A N D T H A T I A M A D U L Y LI C E N S E D P R O F E S S I O N A L E N G I N E E R U N D E R T H E LA W S O F T H E S T A T E O F M I N N E S O T A . LI C . N O : DA T E : JA M E S L . S T R E M E L 1/ 2 1 / 2 0 45 7 8 2 SHEET S.A.P.OF 31 15 250-593-001 E VL T HH E E E G R A V E L C O N C I S L A N D CO N C I S L A N D HH HH HHHH WET WET WET WET WET WET WET WET WET WET WET WET WET WET WET WET WET WET WET WE T WE T W E T WET WE T MN D O T R O W CA N A D I A N P A C I F I C R A I L W A Y MN D O T R O W C-1 24" STOP BAR C-2 4" SOLID WHITE LANE LINE 4" SOLID YELLOW LINE 4" SOLID WHITE LANE LINE 4" DASHED WHITE LANE LINE C-3 C-4 4" DASHED WHITE LANE LINE 24" STOP BAR CROSS WALK STRIPING 100+00 101+00 102+00 103+00 104+00 10+00 11+00 12+00 13+00 13+29 BEGIN ARROWHEAD DR CL STA: 100+00.00 END ARROWHEAD DR CL STA: 104+00.81 C-5 4" DOUBLE SOLID YELLOW LINE 4" SOLID WHITE LANE LINE C-6 C- 7 WSB PROJECT NO.: RE V I S I O N S NO . DA T E DE S C R I P T I O N K: \ 0 1 3 2 1 1 - 0 0 0 \ C a d \ P l a n \ 0 1 3 2 1 1 - 0 0 0 - S T R P - P L A N . d w g 1/ 1 3 / 2 0 2 0 1 0 : 5 8 : 5 2 A M 013211-000 AR R O W H E A D D R I V E RA I L R O A D C R O S S I N G IM P R O V E M E N T P R O J E C T CI T Y O F M E D I N A SIGNING & STRIPING PLAN SCALE: PLAN BY: DESIGN BY: CHECK BY: AS SHOWN MPM LME JLS I H E R E B Y C E R T I F Y T H A T T H I S P L A N , S P E C I F I C A T I O N , OR R E P O R T W A S P R E P A R E D B Y M E O R U N D E R M Y DI R E C T S U P E R V I S I O N A N D T H A T I A M A D U L Y LI C E N S E D P R O F E S S I O N A L E N G I N E E R U N D E R T H E LA W S O F T H E S T A T E O F M I N N E S O T A . LI C . N O : DA T E : JA M E S L . S T R E M E L 1/ 2 1 / 2 0 45 7 8 2 SHEET S.A.P.OF 31 17 250-593-001 ARROWHEAD DRIVE LOCATION SCALE IN FEET 0 H: 20 40 N TH 5 5 - E A S T B O U N D N HAMEL RD. TH 5 5 AR R O W H E A D D R TA M A R A C K D R . SIGN BASE PAVEMENT STRIPING (PAINT) CROSS WALK (PAINT) LEGEND TH 5 5 - W E S T B O U N D Planning Department Update Page 1 of 2 January 21, 2020 City Council Meeting MEMORANDUM TO: Mayor Martin and Members of the City Council FROM: Dusty Finke, Planning Director; through City Administrator Scott Johnson DATE: January 16, 2020 SUBJ: Planning Department Updates – January 21, 2020 City Council Meeting Land Use Application Review A) OSI Expansion – Arrowhead Drive, north of Highway 55 – Arrowhead Holdings (real estate company for OSI) has requested approval of a site plan review and preliminary plat to construct an expansion to the existing building and parking lot at 4101 Arrowhead Drive. The plat proposes to increase the size of the main lot and decrease the size of the outlot to the north. The Planning Commission held a public hearing at the December 10 meeting and recommended approval. The City Council reviewed at the January 7 meeting and directed staff to prepare documents for approval, which staff intends to present to the Council on January 21. B) Adam’s Pest Control Site Plan Review, Pre Plat, Rezoning – Jan-Har, LLP (dba Adam’s Pest Control) has requested various approvals for development of a 35,000 s.f. office building, restaurant, and 13,000 s.f. warehouse/repair shop north of Highway 55, west of Willow Drive (PIDs 04-118-23-21-0001 and 04-118-23-24-0001). The Planning Commission held a public hearing at the November 12 meeting and recommended approval. The City Council reviewed on December 3 and directed staff to prepare documents for approval, which are scheduled to be presented on February 4. C) Mark of Excellence Comp Plan Amendment, PUD Concept Plan – east of Mohawk Drive, north of Highway 55 – Mark Smith (Mark of Excellence Homes) has requested a Comp Plan Amendment and PUD Concept Plan for development of 76 twinhomes, 41 single- family, and 32 townhomes on the Roy and Cavanaugh properties. The Planning Commission held a public hearing at the October 8 meeting. A number of residents provided written comment and one spoke in opposition of the amendment. Following the hearing, the Planning Commission voted 4-2 to recommend denial of the Comprehensive Plan Amendment. The Council reviewed and tabled the request at the November 6 meeting to allow for a neighborhood meeting. D) Roehl Preliminary Plat – 1735 Medina Road – The Estate of Robert Roehl has requested a preliminary plat to subdivide 28 acres into two lots. The application is currently incomplete and will be scheduled for a hearing when necessary information is submitted. E) Cates Ranch Comp Plan Amendment and Rezoning – 2575 and 2590 Cates Ranch Drive – Robert Atkinson has requested a change of the future land use from Future Development Area to Business, a staging plan amendment to 2020, and a rezoning to Business Park. Staff is conducting a preliminary review. F) Johnson ADU CUP, Hamel Brewery, St. Peter and Paul Cemetery – The City Council has adopted resolutions approving these projects, and staff is assisting the applicants with the conditions of approval in order to complete the projects. G) Hamel Haven subdivisions – These subdivisions have received final approval. Staff is working with the applicants on the conditions of approval before the plats are recorded. Other Projects A) MSA Certification of Mileage – Staff completed the certification of mileage and submitted to MnDOT. The City has approximately ½ mile of unallocated MSA mileage as a result of new roads Planning Department Update Page 2 of 2 January 21, 2020 City Council Meeting being constructed (the City can allocate up to 20% of its streets). Staff intends to analyze to determine whether there is a good opportunity to allocate this mileage. B) Hennepin County grant opportunities – I attended a forum related to various economic development and housing grants from Hennepin County. Staff intends to submit a request for funding for technical assistance for Uptown Hamel efforts. C) Hackamore Road Preliminary Design – staff met with the City of Corcoran related to improvements for Hackamore Road between CR116 and CR101. Corcoran has indicated that they would like to consider improvements to the eastern 1/3 of this roadway as early as 2021. Staff from both cities agreed that it would be appropriate to prepare a preliminary design this year in order determine what options there are for improvements and potential costs. Staff is working with Corcoran to prepare a scope to receive bids from WSB and Wenck (Corcoran’s engineer). Staff intend to recommend a contract with one of the firms at the February 18 meeting. D) Residential Garage Requirements – staff met with a developer considering a townhome project in the City. The developer noted that the City requires each townhome to have a 440 square foot garage, which they indicated did not seem common, and would not be marketable. Staff is collecting information to present to the Planning Commission on February 11. TO: City Council FROM: Edgar J. Belland, Director of Public Safety, Through City Administrator Scott Johnson DATE: January 16, 2020 RE: Police Department Updates Department Meeting / Training On January 9th we held our first department meeting of 2020. We covered the department goals and other emerging topics. We are replacing the mobile radios that are at the end of life. With this we will be adjusting our fleet map to make it more user friendly. The fleet map has 12 different zones with 15 channels in each. It can be challenging to fine the correct channel when emergencies arise. Patrol: On 01-08-2020, we conducted a department meeting discussing 2020 goals and we then hosted DWI e-Charging class in which lakes area departments attended. For the dates of December 12, 2019 to January 16, 2020 our officers issued 126 citations and 186 warnings for various traffic infractions. There was a total of 8 traffic accidents, 23 medicals, and 15 alarms and 2 DWIs. On 12-25-19, Officer Scharf responded to a traffic complaint. Officer Scharf located the vehicle and stopped it for having expired tabs. The driver was found to have no driver license and a warrant for his arrest. The driver was subsequently arrested, and a search of the vehicle revealed stolen mail from several west metro cities including eastern Wright County, along with methamphetamines. The case was turned over to investigations. On 01-02-2020, Officer Scharf took a fraudulent credit card activity report involving the Hamel Fire Departments credit or debit card. Unknown persons had accessed the credit card information and were able to wire transfer $500 to another state. The case was turned over to investigations. On 01-06-2020, Officer Boecker was dispatched to a male sleeping in a car in the parking lot of HWY 55 Liquors. The caller reported that a male had been sleeping in his vehicle for over two hours. Officer Boecker was able to locate the vehicle and the driver was found to be intoxicated. The driver was subsequently arrested and tested .23 at 11:30 a.m. The driver had multiple DWI arrests on his record and his vehicle was seized. On 01-08-2020, Officers Scharf and Gregory were dispatched to a domestic disturbance. Upon arrival Officer Scharf was able to see a female being assaulted with a frying pan in the kitchen area of the residence. Officer Scharf noticed that the house was in disarray and there was blood all over the floors. Officer Scharf attempted to forcibly gain entry and was eventually able to get in with the MEMORANDUM assistance of a juvenile male that had also been assaulted and had large lacerations to his arms from being stabbed with a knife and scissors. A juvenile male was taken into custody. The case has been forwarded to the Hennepin County Juvenile division for review and charging. On 01-10-2020, Officer Scharf stopped a vehicle for speeding. The driver was found not to have a valid driver license and multiple drug warrants. The female passenger was also found to have outstanding warrants. Both parties were arrested. Located inside the vehicle was methamphetamine and drug paraphernalia. While transporting them to jail it was learned that the female had taken 10- 15 illegal prescription pills and was overdosing. An ambulance was called, and she was transported to the hospital. The driver was booked into the Hennepin County Adult Detention Center. The female will be charged via formal complaint. On 01-13-2020, Officer Boecker took a residential burglary report. The victim stated that she was at home in the shower when she heard someone knocking at the door. The victim stated that the residence was not hers and that she was just visiting her boyfriend from out of town. The victim stated that she heard someone walking around the lower level of the residence but just thought that it was a friend of her boyfriend and then looked outside and watched the person drive away. A short time later she discovered that her purse was missing from the kitchen area. Investigation showed that the unknown person had kicked in the garage service door to gain entry. Case forwarded to investigations. On 01-14-2020, Officer Boecker and McGill assisted the drug task force with a narcotic warrant at a residence in Medina. The suspect was arrested for possession of methamphetamines and being a felon in possession of firearms. Investigations Officers responded to a physical domestic involving a juvenile male as the suspect. I assisted by interviewing one of the victims involved. The juvenile male suspect was placed on a health/welfare hold and brought to the hospital. The case will be sent to the Hennepin County Attorney’s Office for review. Investigating a check forgery complaint. A check was cashed at the bank without the check owners’ consent. Suspect is unknown at this time. I have requested surveillance photographs from the bank. Investigating a burglary of a residence. A wallet was taken from the home but there was no activity on any of the credit cards. I sent out a crime alert with information about the suspect. Interviewed a suspect in a financial exploitation of a vulnerable adult case. The case will be forwarded to the County Attorney’s office for review. MEMORANDUM TO: City Council, through City Administrator Scott Johnson FROM: Steve Scherer, Public Works Director DATE: January 16, 2020 MEETING: January 21, 2020 SUBJECT: Public Works Update STREETS • Public Works has had a few snow and ice events since the last meeting. We will be working the forecasted snow event this coming weekend. We try to keep overtime to a minimum by strategizing on when plowing should take place and when further clean up can be addressed during regular hours. • Staff met with the City of Corcoran last week. We asked WSB and Wenck to put together the scope and quotes for the preliminary design work for the Hackamore Road project. WATER/SEWER/STORMWATER • There was a malfunction at the water treatment plant last week. Public Works was called out and resolved the issue. • There was a watermain break in Morningside on Tuesday January 14th. Frost and limited staff due to snowplowing made it difficult for Public Works to do the repair so Burschville Construction was hired for the job. Residents had water all day until only a short time during repair. • We will have to start removing snow around the fire hydrants once we get more snow this weekend. • We received our first quote on the filter media replacement at the water treatment plant. The quote came in at $167,107.00 and we will be getting at least one more. We plan to replace the media in 2021. PARKS/TRAILS • Public Works has been working on the ice-skating rinks and currently they are in good condition. • Public Works used the snow machine last week on the sliding hill. We have seen many families utilizing the hills at Hamel Legion Park and Maple Park. • Katrina and I have had discussions with a few weed control contractors to get some ideas on how to reduce costs along with possibly cutting down on fertilizer and chemical use in the parks. We will soon be gathering quotes and getting a company under contract. MISCELLANEOUS • Our new UTV has arrived and we are hoping to get the snow plow mounted in the next week or two. We plan to plow city trails and sidewalks at the Public Works/Police building. We are also looking into using it for fertilizing the parks, along with many other uses. Page 2 of 2 PERSONNEL • We have decided to start the search for the Public Works Maintenance Technician position. We are asking to advertise for the position in this packet and hope to have someone onboard in April. ORDER CHECKS JANUARY 7, 2020 – JANUARY 21, 2020 049759 BENDER, VICTORIA/GRANT .................................................... $632.19 049760 COUNTRYSIDE CAFÉ(1) .......................................................... $195.98 049761 DELINSKY, LAURA/DANIEL ...................................................... $250.00 049762 FAIRCHILD, MARK/SHARON .................................................... $250.00 049763 KOCHS KORNER, LLC ............................................................. $250.00 049764 LAHO, KATHY ........................................................................... $250.00 049765 LAUDER, STEVEN .................................................................... $250.00 049766 MAISER, PETER/LAURIE.......................................................... $350.01 049767 MARSHALL, ADAM/SUSAN ...................................................... $880.41 049768 MD QUALITY CONSTRUCTION ................................................ $250.00 049769 MEDINA MINI STORAGE ....................................................... $5,000.00 049770 NORTH, STEPHEN/CYNTHIA ................................................... $279.61 049771 SUN LIFE FINANCIAL ............................................................ $1,460.15 049772 THREE RIVERS PARK (BAKERPARK) .................................. $1,000.00 049773 ZEHNDER HOMES, INC ...................................................... $10,000.00 049774 BAUDLER, SHARON/DAVID ..................................................... $500.00 049775 CHARLES CUDD .................................................................. $10,000.00 049776 HENNING, SARAH .................................................................... $450.00 049777 RAJENDRAN, RAJKUMAR ........................................................ $100.00 049778 SUN LIFE FINANCIAL ............................................................ $1,394.65 049779 ACME TOOLS ........................................................................... $499.00 049780 ALDEN POOL & MUNICIPAL SUPPLY ...................................... $785.00 049781 ALLINA HEALTH SYSTEM .......................................................... $50.00 049782 BATTERIES + BULBS ............................................................ $1,086.90 049783 BEAUDRY OIL & PROPANE .................................................. $2,587.47 049784 CORE & MAIN LP ...................................................................... $440.04 049785 EHLERS & ASSOC INC. ............................................................ $585.00 049786 GO 2 HAMEL LLC ....................................................................... $85.00 049787 GOPHER STATE ONE CALL .................................................... $152.55 049788 HAKANSON ANDERSON ASSOCIATES I ................................ $500.00 049789 HAMEL LUMBER INC .................................................................. $57.54 049790 HAMEL LIONS CLUB ................................................................ $800.00 049791 HASSAN SAND & GRAVEL .................................................... $1,167.44 049792 HENN COUNTY CORRECTIONS .............................................. $192.50 049793 HENN COUNTY INFO TECH .................................................. $2,164.58 049794 HENN CTY RECORDER/REGISTRAR ........................................ $55.00 049795 HOLIDAY COMPANIES ............................................................... $19.50 049796 MATTHEW E HUNZ .................................................................. $425.00 049797 INTOXIMETERS INC ................................................................. $105.00 049798 JOHN HENRY FOSTER ......................................................... $1,476.73 049799 KELLY'S WRECKER SERVICE INC ............................................ $75.00 049800 LANGUAGE LINE SERVICES ..................................................... $14.18 049801 LEXISNEXIS RISK DATA MGMT INC .......................................... $43.50 049802 CITY OF LORETTO ................................................................ $1,076.02 049803 CITY OF MAPLE PLAIN ............................................................ $749.44 049804 MEDTOX LABS ........................................................................... $50.33 049805 METRO WEST INSPECTION ................................................. $6,348.88 049806 MN DEPT OF NAT RES - OMB .............................................. $1,569.38 049807 MN DEPT PUBLIC SAFETY (HSEM) ......................................... $200.00 049808 NAPA OF CORCORAN INC ...................................................... $133.99 049809 CITY OF ORONO ...................................................................... $893.78 049810 STREICHER'S ........................................................................... $192.95 049811 TALLEN & BAERTSCHI .......................................................... $2,410.97 049812 TIMESAVER OFFSITE .............................................................. $145.00 049813 TOTAL CONTROL SYSTEMS INC. ........................................ $6,248.75 049814 UFC FARM SUPPLY ................................................................... $25.94 049815 VIRIDIAN WEAPON TECHNOLOGIES ...................................... $525.00 049816 WESTERN ELECTRIC .............................................................. $620.00 049817 WSB & ASSOCIATES ........................................................... $41,787.25 049818 ABDO, EICK & MEYERS LLP ................................................. $7,000.00 049819 BEAUDRY OIL & PROPANE .................................................. $1,129.19 049820 BLUE CROSS BLUE SHIELD OF MN ................................... $34,094.10 049821 BOYER FORD TRUCKS INC ..................................................... $157.19 049822 DITTER COOLING & HEATING................................................. $416.07 049823 ECM PUBLISHERS INC ............................................................ $126.64 049824 ELM CREEK WATERSHED .................................................. $18,985.35 049825 GRAINGER................................................................................ $192.20 049826 HAMEL VOLUNTEER FIRE DEPT ....................................... $85,387.50 049827 KELLYS WRECKER SERVICE INC ............................................. $75.00 049828 KRIS ENGINEERING INC.......................................................... $282.60 049829 LAW ENFORCEMENT LABOR SERVICES ............................... $496.00 049830 LORETTO VOLUNTEER FIRE DEPT IN............................... $22,538.53 049831 MARCO (LEASE) ....................................................................... $795.61 049832 MET COUNCIL (WASTEWATER SVC) ................................ $30,736.53 049833 MN BCA (BUR CRIM APP) ........................................................ $750.00 049834 MN DVS ..................................................................................... $269.50 049835 OFFICE DEPOT ........................................................................ $554.49 049836 PIONEER-SARAH CREEK WATERSHED ............................ $15,184.56 049837 PREMIUM WATERS INC ............................................................. $15.50 049838 SIEMENS INDUSTRY INC......................................................... $240.00 049839 STREICHERS INC ..................................................................... $168.98 049840 SUBURBAN TIRE WHOLESALE INC ........................................ $595.96 049841 SURPLUS SERVICES - STATE OF MN ...................................... $12.00 049842 TEGRETE (CARLSON BLDG) ................................................... $234.15 049843 WESTSIDE WHOLESALE TIRE ................................................ $214.00 Total Checks $330,739.26 ELECTRONIC PAYMENTS JANUARY 7, 2020 – JANUARY 21, 2020 5364E PR PERA .............................................................................. $17,062.22 5365E PR FED/FICA ....................................................................... $17,464.16 5366E PR MN Deferred Comp ........................................................... $1,800.00 5367E PR STATE OF MINNESOTA .................................................. $3,838.07 5368E CITY OF MEDINA ........................................................................ $21.00 5369E FURTHER ............................................................................ $31,759.76 5370E CIPHER LABORATORIES INC. .............................................. $3,019.94 5371E VALVOLINE FLEET SERVICES .................................................. $81.69 5372E XCEL ENERGY ...................................................................... $9,019.95 5373E CIPHER LABORATORIES INC. .............................................. $1,220.00 5374E ELAN FINANCIAL SERVICE .................................................. $2,811.87 5375E PAYMENT SERVICE NETWORK INC ....................................... $845.86 5376E VERIZON WIRELESS ............................................................. $1,295.40 5377E AFLAC ....................................................................................... $375.36 5378E CIPHER LABORATORIES INC. .............................................. $4,753.00 5379E CULLIGAN-METRO ..................................................................... $33.70 5380E DELTA DENTAL ..................................................................... $2,419.45 5381E FRONTIER .................................................................................. $57.06 5382E MEDIACOM OF MN LLC ........................................................... $538.37 5383E PITNEY BOWES..................................................................... $1,000.00 Total Electronic Checks $99,416.86 PAYROLL DIRECT DEPOSITS JANUARY 8, 2020 0509950 BOEDDEKER, KAYLEN ............................................................ $627.91 0509951 JOHNSON, PATRICK M. ........................................................... $708.40 0509952 ALBERS, TODD M. .................................................................... $230.87 0509953 ALTENDORF, JENNIFER L. ................................................... $1,454.02 0509954 ANDERSON, JOHN G. .............................................................. $230.87 0509955 BARNHART, ERIN A. ............................................................. $2,544.68 0509956 BELLAND, EDGAR J. ............................................................. $2,810.81 0509957 BOECKER, KEVIN D. ............................................................. $2,729.38 0509958 CONVERSE, KEITH A. ........................................................... $1,942.37 0509959 DION, DEBRA A. .................................................................... $1,982.38 0509960 ENDE, JOSEPH...................................................................... $1,918.01 0509961 FINKE, DUSTIN D. ................................................................. $2,592.24 0509962 GALLUP, JODI M. ................................................................... $4,004.15 0509963 GLEASON, JOHN M. .............................................................. $2,583.48 0509964 GREGORY, THOMAS ............................................................ $2,303.78 0509965 HALL, DAVID M. ..................................................................... $2,379.10 0509966 JACOBSON, NICOLE ................................................................ $799.73 0509967 JESSEN, JEREMIAH S. .......................................................... $2,235.58 0509968 JOHNSON, SCOTT T. ............................................................ $2,453.91 0509969 JONES, KATRINA M............................................................... $1,418.14 0509970 KLAERS, ANNE M. ................................................................. $3,394.08 0509971 LEUER, GREGORY J. ............................................................ $1,888.67 0509972 MARTIN, KATHLEEN M ............................................................ $327.04 0509973 MCGILL, CHRISTOPHER R. .................................................. $2,055.93 0509974 MCKINLEY, JOSHUA D .......................................................... $2,068.60 0509975 NELSON, JASON ................................................................... $2,297.77 0509976 PEDERSON, JEFF .................................................................... $230.87 0509977 REINKING, DEREK M ............................................................ $2,530.97 0509978 SCHARF, ANDREW ............................................................... $2,108.87 0509979 SCHERER, STEVEN T. .......................................................... $2,368.26 0509980 SCHNEIDER, BENJAMIN .......................................................... $794.73 Total Payroll Direct Deposit $58,015.60