Old Business. Ordinances and Resolutions

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1 City of Dundas Administrator/Clerk s Report City Council Meeting, March 26, 2018 To: Mayor and Council From: John M. McCarthy Date: March 23, 2018 Old Business Approve Labor Agreement With LELSI Local #327: Law Enforcement Labor Services, Inc. business agent Renee Zachman has indicated acceptance of the latest proposal from the City. Zachman has requested the City accept an additional text amendment clarifying how an employee with previous law enforcement experience who has been hired at a step which reflects their experience will qualify for a step increase. The language requested complies with the understanding of the City. The contract will continue to run for three years, include an increase in the number of steps from 5 to 7, increase the starting wage for 2018 from $19.77 (84% of top rate) to $21.25 (85% of top rate), increase the top rate for 2018 by 6.25% from $23.53 to $25.00, provide for a 4.0% general increase in 2019 and a 3.50% increase in 2020, add language for a higher starting rate for new hires with experience in law enforcement and additionally compensate officers acting as Field Training Officers. Recommend Council authorize the Mayor and City Administrator to sign the three year labor agreement upon receipt of a signed agreement from LELSI Local #327. (Motion) Consider Response to RFQ for Downtown Development: The City has received one response to the Request for Qualifications for Architectural and Construction Services to redevelop the Old School property. The proposal submitted by Brennan Companies of Mankato is to develop a mixed use project with a City Hall, retail and up to 40 units of market rate housing. Brennen intends to partner with the Rochester office of Widseth Smith Nolting and has obtained letters of interest from US Bank and First National Bank Minnesota. The proposal indicates it will take slightly over 1 year to complete the project. It is recommended Council authorize staff and the Mayor to enter into negotiations with Brennen Companies for the redevelopment of the property. (Motion) Consider Rescheduling Joint Meeting with Bridgewater Township: Bridgewater Township requested the joint meeting be rescheduled to April 25, (Motion) Ordinances and Resolutions Resolution Extending Time to File Plat When preparing the documents including the plat to be recorded, the title company found several errors in the text. The errors included identifying the developer as a corporation instead of a limited liability company and spelling DeMann with a lower case m (Demann). The resolution approving the Final Plat required the survey to be recorded within 100 days of passage or February 21, Recommend approval of Resolution which will extend the date to record the survey for an additional 50 days from February 21 to April 12, (Motion) Resolution Authorizing Use of the Pavilion in Memorial Park by ISD 659 SUPER Kids Program: Northfield School District Community Services is again requesting the use of the pavilion at Memorial Park for their summer SUPER Kids program. The District has provided this service to residents of Dundas and the surrounding area for 8 years. Recommend approval of Resolution (Motion) New Business Accept Proposal to Lease Copier: The City currently leases the large copier used as the default printer by staff in the administrative office. The current lease with Marco expires on May 9, The company is proposing a new lease including a maintenance agreement for a new copier. The proposed five year lease for a new Sharp 1

2 model MX-M3050 will cost $ per month. Marco has provided excellent response for any problems. Recommend accepting the proposal dated March 23, 2018 and authorizing the City Administrator Clerk to sign on behalf of the City of Dundas. (Motion) Approve Expenses for LMC Annual Conference: The League of Minnesota Cities is holding its annual conference in St. Cloud on June Recommend approval of normal and customary expenses for the councilors and administrator to attend. (Motion) Administrator s Report Major Fund Financial Report: The City s General Fund operating expenditures for the first two months of the year are $156,601 or $25,997 more than last year. The year to date GF expenditures are 16.7% of the budget. Departments over budget are Fire Protection which is driven by the semi-annual payment to NAFRS and costs related to building inspections. Water Fund revenue for the first two months of the year is $78,570 or $40,482 more than the same period last year. Trunk charges related to a new development and the sale of water meters are the major drivers of the increase Water fund expenditures are $28,680 a decline of $2,805 from last year. Sanitary Sewer Fund revenue is $95,059 or $28,858 more than last year. The increase is entirely related to trunk charges for a new development. Revenue from sewer use is down by $8,696 but is tracking closely to the budget. Sewer fund expenditures are $39,737 or $65 more than last year. Total fund balances as of the end of February are $3,209, Park and Recreation Advisory Board: The P&RAB met on March 13. The Board reviewed the process and schedule for the annual Easter egg hunt, discussed responses to a survey to gauge interest in youth programs prepared by the Northfield Area YMCA, discussed the spring park clean-up and reviewed the Capital Improvement Plan for parks including funding for the rebuilding or replacement of the play structure at Memorial Park. NAFRS: The Northfield Area Fire and Rescue Service Board met on March 15. Board member Bron Sherer, one of the trustees of the Relief Association, reviewed the Association s financial position and indicated an intent to increase the distribution to qualified fire fighters when they retire. Information regarding a 360 degree evaluation of the fire chief was reviewed by Leah Davis of AEM Workforce Solution. AEM provides HR services to the Board. Board member and Facility Committed Chair Jessica Peterson-White and ex-officio board member Ben Martig reported on the facility and process being used to re-bid the project. Planning Commission: The Dundas Planning Commission met on March 15.Planner Nate Sparks reviewed several alternatives to allow ground mounted solar generating equipment in the City. After a significant amount of discussion, Sparks will prepare a proposal to permit the ground mounted equipment as a primary use in the Rural Service Zone. PUD Compliance for Dundas Dome: Staff and owners of the Dome met to discuss how the project can be brought into compliance with building and zoning issues. The meeting reviewed all of the 20 items identified in the October 11, 2017 memo prepared by City Engineer Powell. Open Book Meetings: Rice County will be holding Open Book Meetings to review property valuation and classifications on Monday April 9 th in Lonsdale, Northfield and Faribault. Information on the time and place has been included in all of the property tax notices which should have been received. Public Works: Director Meliza has reported the annual pump performance inspection has been completed and the pumps on both wells are classified as good, the highest rating, on all of the items checked. Livability Minnesota Marketing: Dundas will participate, along with Rice County and other communities, in a fuill page advertisement in the Minnesota Department of Employment and Economic Development (DEED). Ballot Boxes: Rice County will be replacing the ballot scanner/tabulators with new equipment this year. All local governments need to return the ballot boxes this year. Public Facilities Authority Infrastructure Loan: The City has received a notice from the PFA that the Water Infrastructure loan is paid in full and will not have to continue to fund a capital replacement fund as required by the terms of the 1997 loan. The City has used the replacement reserve to assist in the reconstruction and replacement of Lift Station #1 and the associated sanitary sewer force mani. Page 2

3 Future Meeting Items Items listed may be moved. April 9, Approve plans, specifications and advertise for bids for 2018 Street Projects 2. Consider Amendment to NAFRS JPA Section 17.a. 3. Work Session a CIP Review 4. Closed Meeting for Employee Evaluation April 23, Approve response to Codifier 2. Summarize Conclusions Regarding Employee Evaluation Administration: 1. Codification 2. City Hall Project Budget Continuing Projects Public Safety: 1. Electronic Speed Signs Public Works: 1. PUD Compliance for Dundas Dome 2. CSAH #1 Rebuild Capital Projects Capital Improvement Plan Page 3

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10 John McCarthy From: Sent: To: Cc: Subject: Bridgewater Clerk Saturday, March 17, :50 PM John McCarthy John Holden; Gary Ebling; Glen Castore Joint Meeting between Bridgewater and Dundas John, As a result of our recent election, the township does not currently have a full Board of Supervisors. As the joint meeting will be more productive with a full township board present, we would like to reschedule this meeting to April 25 at 7pm. Please let me know if this date is acceptable to your city council. Thank you. -Frances Boehning Bridgewater Township Clerk 1

11 CITY OF DUNDAS COUNTY OF RICE STATE OF MINNESOTA RESOLUTION NUMBER A Resolution Extending the Time to File a Final Plat for Cannon River Valley Estates WHEREAS, DeMann Riverside Properties, LLC ( DeMann ) has applied for approval of a Final Plat identified as Cannon River Valley Estates for property located in the 400 Block of Railway Street South of the City of Dundas, MN, (the City ) and legally described as: Tract B, Registered Land Survey No.16, City of Dundas, Rice County MN (hereinafter referred to as the Property ); and WHEREAS, the City approved a Planned Unit Development for the site in Ordinance ; and WHEREAS, on November 13, 2017, the City approved a Final Plat for the site in Resolution ; and WHEREAS, a condition of Resolution is that the Final Plat be recorded within 100 days of approval of the Resolution; and WHEREAS, in preparing to record the Final Plat, the title company found several technical errors in the document as it was drafted; and WHEREAS, the errors consisted of misidentifying the organizational structure and misspelling of names; and WHEREAS, DeMann has caused the errors to be corrected and submitted the corrected document to the City for the appropriate signatures; NOW THEREFORE, BE IT RESOLVED, that the Dundas City Council hereby extends the date to record the Final Plat for an additional 50 days from November 13, 2017 to April 12, ADOPTED by the City Council of Dundas, Minnesota, on this 26th day of March CITY OF DUNDAS BY: ATTEST: Glenn Switzer, Mayor John M. McCarthy, Administrator/Clerk Resolution Switzer Cruz Fowler Modory Pribyl

12 CITY OF DUNDAS COUNTY OF RICE STATE OF MINNESOTA RESOLUTION NUMBER A Resolution Supporting SUPER Kids and Authorizing Use of the Pavilion at Memorial Park WHEREAS, Northfield Public Schools has a summer program for children ages four to nine (4 to 9); and WHEREAS, the Recreation Program Coordinator, Melissa Bernhard, has requested the City of Dundas allow a SUPER Kids Program to be conducted in Dundas and allow use and the Memorial Park along with the Pavilion; and WHEREAS, SUPER Kids has provided a summer program for children at Memorial Park since 2010, and: WHEREAS, the City Council of the City of Dundas believes it is a valuable program to serve the community of Dundas; NOW THEREFORE BE IT RESOLVED, that the City Council of the City of Dundas, Minnesota, permit the Northfield Public Schools Community Service Division to use Memorial Park and the Pavilion from 8:30 a.m. to 11:30 a.m. on all Fridays mornings except July 6 during the period from June 15 to July 27, 2018; and BE IT FURTHER RESOLVED, that the City does hereby waives any and all rental and deposit fees for the use of the Pavilion at Memorial Park and instruct City staff to make the Pavilion available to the Northfield Public Schools SUPER Kids program during the requested time period. ADOPTED by the City Council of Dundas, Minnesota, on this 26th day of March CITY OF DUNDAS BY: ATTESTED: Glenn Switzer, Mayor John M. McCarthy, Administrator/Clerk Resolution Switzer Cruz Fowler Modory Pribyl

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14 COPIER/PRINTER RECOMMENDATION A Proposal For: Client Name: Company Name: John McCarthy & Linda Ripka City of Dundas Address: 216 Railway St. N Dundas, MN Phone: (507) Date: Friday, March 23, 2018 Expiration Date: Prepared By: Technology Advisor: Garret Hassig Phone: garret.hassig@marconet.com Web: marconet.com 2017 MARCO. ALL RIGHTS RESERVED. MARCONET.COM 1

15 RECOMMENDED PRINT SOLUTION Sharp MX-M Black and White Pages Per Minute 100 Sheet Bypass Tray (4) 500 Sheet Paper Tray Right side Exit Tray Automatic Duplexing Staple Finisher 11x17 Network Printing Network Scanning Scan to /Network Folder MANAGED ACCOUNT PROGRAM (MAP) Marco s Managed Account Program includes all equipment, service and supplies. Sharp MX-M Month FMV Lease. $ Service Agreement.$28.13/month or $337.50/year o Includes 3,750 b/w impressions per month or 45,000 per year Total Monthly Cost $ *Pricing includes terminating current contract, returning current Sharp device to the leasing company, and installation of new device. The above pricing does not include applicable sales tax. Prices quoted are subject to change and should be verified before placing your order. Accepted by: Date: By signing this proposal, you are authorizing Marco Technologies LLC to order, install and invoice the above listed equipment MARCO. ALL RIGHTS RESERVED. MARCONET.COM 2

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17 540 Gateway Boulevard Suite 100 Burnsville, MN (952) MEMORANDUM To: From: Honorable Mayor and City Council Dundas, Minnesota John M. Powell, P.E. City Engineer Date: March 26, 2018 Re: City Engineer Update Following is an update on activities and tasks of the City Engineer; items are kept on the list for reference while there are ongoing or future activities Lift Station and Forcemain On 2/12/18 the City received the final contractor submittals; on 2/16/18 the City received the recommendation from the design engineer to release the final payment. City staff recently discovered a discharge pipe that had not been properly abandoned, the contractor has responded with a temporary repair; a permanent repair will be implemented. The contractor also needs to verify that the trace wire is intact throughout the project. Staff will not bring the final payment to City Council for consideration until construction issues have been resolved Sidewalk Improvements The first pay voucher for Healy Construction for work completed to date was approved at the 2/20/18 City Council meeting. We have requested a start date from the contractor as well as a meeting to review the 2018 work. Cannon Road The improvement public hearing was held and the preparation of plans and specifications was authorized at the 3/12/18 City Council meeting. We anticipate that we will request authorization to advertise for bids at the 4/9/18 meeting with construction beginning in June. It is planned that Cannon Road will be closed during construction. City Code and Policy Review We are working with city staff to review and identify updates to the City Code sections pertaining to sanitary sewer, water, storm sewer, special assessments, and sidewalk maintenance. Comprehensive Plan Update The overall schedule will be determined by the City Planner s schedule for updating the land use information. The Dundas Planning Commission considered the City Planner s proposal for this work at their 2/15/18 meeting. WSB will assist with the technical sections including transportation, water, wastewater, and storm water. Equal Opportunity Employer wsbeng.com

18 Honorable Mayor and City Council City Engineer Update March 26, 2018 CSAH 1 Reconstruction The Cost Share Agreement was approved by the Dundas City Council on 2/12/18. At their 3/13/18 meeting, the Rice County Board considered the Cost Share Agreements and awarded the construction contract to Heselton Construction. East Cannon River Trail The City of Northfield hasn t invoiced Dundas for any costs related to the trail project. The City of Northfield will forward the contractor payment request for review as well as a draft summary of project costs that will be split per the cooperative agreement with Dundas. The latest update from Northfield is that they were meeting with the contractor to finalize quantities. GIS Database WSB will be setting up a GIS database of existing infrastructure. The field data is being processed, mapped, and prepared for access by City staff. WSB will be holding a kickoff meeting with City staff in early April to review the existing data, the proposed software for accessing the data, and the process/schedule for adding to the database. Northfield Wastewater Treatment Dundas staff is monitoring of wastewater flows to identify potential Suspended Solids (SS) and Biochemical Oxygen Demand (BOD) sources that are causing intermittent increases in the wastewater stream. We have also requested that the City of Northfield cease using portable sampling equipment, assuming the permanently installed sampling equipment is functioning properly. Park Parcel Consolidation We are assisting as needed with the City s consolidation of the Memorial Park parcels. Staff is also reviewing Mill Park and Millstone Park to determine if other park parcels could be consolidated. PRV Relocation The latest cost estimate was reviewed with the City Council at the 2/12/18 meeting; the total cost including construction, engineering, and contingency is about $347,215. The construction cost alone is about $278,000. The current schedule has the construction beginning in June. School/City Hall Site The Request for Qualifications was approved for distribution by the City Council on 2/12/18. Interested firms are to submit their qualifications by 3/22/18 at 4 p.m. One response has been forward to WSB for review. Speed Limit Sign We are working with City staff to confirm the technical specifications for an electronic speed limit sign that provides feedback to drivers, and that is somewhat portable. Once the technical specifications have been confirmed, the cost can be verified.

19 Honorable Mayor and City Council City Engineer Update March 26, 2018 Stafford Road North The improvement public hearing was held and the preparation of plans and specifications was authorized at the 3/12/18 City Council meeting. We anticipate that we will request authorization to advertise for bids at the 4/9/18 meeting with construction beginning in June. Water Supply Plan The Minnesota Department of Natural Resources (MnDNR) has contacted the City about an update to the City s Water Supply Plan. WSB will facilitate assembly of the required information by City staff. Wellhead Protection Plan (WHP) The City of Dundas is required to complete a Wellhead Protection Plan by 8/27/19. The Minnesota Department of Health will be developing the Part 1 plan. Development related A & J Storage On 2/28/18 the City received grading and storm water plan documents from the property owner s engineer showing two proposed and one future storage building on the site. These documents are under review. Bridgewater Heights Once all punch list work, and paving clean-up has been completed, the site will be re-inspected. The west half of Bluff Street was paved late last fall; due to the thickness of the bituminous lift, pavement cores will be taken this spring to verify density requirements have been met. Cannon River Valley Estates Construction of sanitary sewer, water, and storm sewer is partially complete; some work at the south end remains including the south watermain connection in Railway Street. A developer request for a partial reduction in the Letter of Credit amount (to reflect the work completed to date) has been reviewed and approved. The developer is in the process of working with their title company to file the plat documents. Chapel Brewing A field inspection was completed on 10/3/17 to determine the current level of compliance with the City-approved plans. The site will be re-inspected in the spring as additional work has been completed. Dundas Dome Site City staff met with the owner on 3/21/18 to review and discuss the 10/11/17 list of outstanding site work items. The Cannon Road project design includes the sidewalk along Cannon Road to help facilitate installation of this walk by the owner.

20 Honorable Mayor and City Council City Engineer Update March 26, 2018 Menard s Expansion On 2/26/18 we reviewed and commented on the plat revisions proposed as part of the expansion project. We have received no further submittals for review. Ruth s on Stafford A field inspection was completed on 9/22/17 to determine the current level of compliance with the City-approved plans; the findings have been forwarded to City staff. On 1/18/18 we reminded the owner s engineer again that we are still awaiting confirmation that the site as graded meets the storm water requirements.

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