HomeMy WebLinkAboutCity Council - 10/19/2010 AGENDA
CITY COUNCIL WORKSHOP
& OPEN PODIUM
TUESDAY, OCTOBER 19, 2010 CITY CENTER
5:00—6:25 PM, HERITAGE ROOM II
6:30—7:00 PM, COUNCIL CHAMBER
CITY COUNCIL: Mayor Phil Young, Council Members Brad Aho, Ron Case, Jon Duckstad, and
Kathy Nelson
CITY STAFF: City Manager Scott Neal, Police Chief Rob Reynolds, Fire Chief George Esbensen,
Public Works Director Eugene Dietz, Community Development Director Janet Jeremiah, Parks and
Recreation Director Jay Lotthammer, Communications Manager Joyce Lorenz, City Attorney Ric
Rosow, and Recorder Lorene McWaters
Heritage Room II
I. WORKING SESSION WITH M & A EXECUTIVE SEARCH REGARDING THE
CITY MANAGER SEARCH PROCESS
Council Chamber
II. OPEN PODIUM
III. ADJOURNMENT
AGENDA
EDEN PRAIRIE CITY COUNCIL MEETING
TUESDAY, OCTOBER 19, 2010 7:00 PM, CITY CENTER
Council Chamber
8080 Mitchell Road
CITY COUNCIL: Mayor Phil Young, Council Members Brad Aho, Jon Duckstad, Kathy
Nelson, and Ron Case
CITY STAFF: City Manager Scott Neal, Parks &Recreation Director Jay Lotthammer, Public
Works Director Eugene Dietz, City Planner Michael Franzen, Community Development Director
Janet Jeremiah, City Attorney Ric Rosow and Council Recorder Jan Curielli
I. ROLL CALL/CALL THE MEETING TO ORDER
II. COLOR GUARD /PLEDGE OF ALLEGIANCE
III. COUNCIL FORUM INVITATION
IV. PROCLAMATIONS/PRESENTATIONS
V. APPROVAL OF AGENDA AND OTHER ITEMS OF BUSINESS
VI. MINUTES
A. COUNCIL WORKSHOP HELD TUESDAY, OCTOBER 5, 2010
B. CITY COUNCIL MEETING HELD TUESDAY, OCTOBER 5, 2010
VII. REPORTS OF ADVISORY BOARDS & COMMISSIONS
A. PARKS, RECREATION & NATURAL RESOURCES COMMISSION
VIII. CONSENT CALENDAR
A. CLERK'S LICENSE LIST
B. APPROVE PROPOSED MODIFICATIONS TO THE POLICY
GUIDELINES FOR COMMUNITY USE OF CITY CENTER RENTAL
FACILITIES
C. SET DATE FOR CANVASS OF RESULTS OF MUNICIPAL ELECTION
FOR TUESDAY,NOVEMBER 9,AT 6:30 P.M.
D. APPROVE REALLOCATION OF BUDGET AMONG EXISTING
PROJECTS FOR PHASE 3 OF 20/40/15
CITY COUNCIL AGENDA
October 19, 2010
Page 2
E. APPROVE CONTRACT WITH VANCO FOR THE CITY TO RECEIVE
UTILITY PAYMENTS FROM CUSTOMERS VIA ELECTRONIC DEPOSIT
INSTEAD OF PAPER CHECK
F. APPROVE CHANGE ORDER NO. 1 WITH G.F. JEDLICKI AND AMEND
CONTRACT FOR HTPO FOR THE RIVERVIEW ROAD POND REPAIR
PROJECT
G. AWARD WESTWIND &WINDWARD CIRCLES' WATERMAIN
REPLACEMENT CONTRACT TO MACHTEMES CONSTRUCTION INC.
H. AWARD CONTRACT FOR IMPROVEMENTS TO ROUND LAKE SKATE
PARK TO KAMIDA INC.
IX. PUBLIC HEARINGS/MEETINGS
A. 2010 SPECIAL ASSESSMENTS (Resolution)
B. CHANGES TO UTILITY RATES AND THE UTILITY RATE STRUCTURE
(Resolution)
X. PAYMENT OF CLAIMS
XI. ORDINANCES AND RESOLUTIONS
A. RESOLUTION APPOINTING INTERIM CITY MANAGER
XII. PETITIONS, REQUESTS AND COMMUNICATIONS
XIII. APPOINTMENTS
XIV. REPORTS
A. REPORTS OF COUNCIL MEMBERS
B. REPORT OF CITY MANAGER
1. BAC Appointment Process
2. Parting Thoughts . . .
C. REPORT OF THE COMMUNITY DEVELOPMENT DIRECTOR
D. REPORT OF PARKS AND RECREATION DIRECTOR
1. Acknowledge Art Center Donation
E. REPORT OF PUBLIC WORKS DIRECTOR
CITY COUNCIL AGENDA
October 19, 2010
Page 3
F. REPORT OF POLICE CHIEF
G. REPORT OF FIRE CHIEF
H. REPORT OF CITY ATTORNEY
XV. OTHER BUSINESS
XVI. CLOSED SESSION TO DISCUSS COLLECTIVE BARGAINING STRATEGY
XVII. ADJOURNMENT
ANNOTATED AGENDA
DATE: October 15, 2010
TO: Mayor and City Council
FROM: Scott Neal, City Manager
RE: City Council Meeting for Tuesday, October 19, 2010
TUESDAY, OCTOBER 19, 2010 7:00 PM, COUNCIL CHAMBER
I. ROLL CALL/CALL THE MEETING TO ORDER
II. COLOR GUARD /PLEDGE OF ALLEGIANCE
III. OPEN PODIUM INVITATION
Open Podium is an opportunity for Eden Prairie residents to address the City Council on
issues related to Eden Prairie city government before each Council meeting, typically the first
and third Tuesday of each month, from 6:30 to 6:55 p.m. in the Council Chamber.
If you wish to speak at Open Podium,please contact the City Manager's office at 952.949.8412
by noon of the meeting date with your name, phone number and subject matter. If time permits
after scheduled speakers are finished, the Mayor will open the floor to unscheduled speakers.
Open Podium is not recorded or televised. If you have questions about Open Podium, please
contact the City Manager's Office.
IV. PROCLAMATIONS/PRESENTATIONS
V. APPROVAL OF AGENDA AND OTHER ITEMS OF BUSINESS
MOTION: Move to approve the agenda.
VI. MINUTES
MOTION: Move to approve the following City Council minutes:
A. COUNCIL WORKSHOP HELD TUESDAY, OCTOBER 5, 2010
B. CITY COUNCIL MEETING HELD TUESDAY, OCTOBER 5, 2010
VII. REPORTS OF ADVISORY BOARDS & COMMISSIONS
A. PARKS, RECREATION & NATURAL RESOURCES COMMISSION
Parks, Recreation & Natural Resources Commission Chair Geri Napuck
will provide an update on the Commission.
VIII. CONSENT CALENDAR
MOTION: Move approval of items A-H on the Consent Calendar.
ANNOTATED AGENDA
October 19,2010
Page 2
A. CLERK'S LICENSE LIST
B. APPROVE PROPOSED MODIFICATIONS TO THE POLICY GUIDELINES
FOR COMMUNITY USE OF CITY CENTER RENTAL FACILITIES
C. SET DATE FOR CANVASS OF RESULTS OF MUNICIPAL ELECTION FOR
TUESDAY,NOVEMBER 9,AT 6:30 P.M.
D. APPROVE REALLOCATION OF BUDGET AMONG EXISTING PROJECTS
FOR PHASE 3 OF 20/40/15
E. APPROVE CONTRACT WITH VANCO FOR THE CITY TO RECEIVE
UTILITY PAYMENTS FROM CUSTOMERS VIA ELECTRONIC DEPOSIT
INSTEAD OF PAPER CHECK
F. APPROVE CHANGE ORDER NO. 1 WITH G.F.JEDLICKI AND AMEND
CONTRACT FOR HTPO FOR THE RIVERVIEW ROAD POND REPAIR
PROJECT
G. AWARD WESTWIND &WINDWARD CIRCLES' WATERMAIN
REPLACEMENT CONTRACT TO MACHTEMES CONSTRUCTION INC.
II. AWARD CONTRACT FOR IMPROVEMENTS TO ROUND LAKE SKATE
PARK TO KAMIDA INC.
IX. PUBLIC HEARINGS/MEETINGS
A. 2010 SPECIAL ASSESSMENTS (Resolution)
Official notice of this public hearing was published in the September 30, 2010,Eden
Prairie News and sent to 12 property owners.
Synopsis: Each year, the City Council holds a public hearing to consider levying the
Special Assessments that have been identified over the previous 12 months. This
year, the Council will address one improvement project and is being requested to
reduce the interest rate for the project—Singletree Lane Improvements—from 7.5%
to 5.25%. Staff also recommends Council approve the list of supplemental
assessments for such things as trunk utility assessments and contracted removal
assessments.
In regard to the Singletree Lane Improvement project, there is a signed and recorded
Agreement Regarding Special Assessments dated September 4, 2007, in which the
owner of the properties agrees to the levying of assessments at an interest rate of
7.5%. Due to the recent drop in interest rates, City Staff is recommending that the
interest rate for the project be set at 5.25% in line with other assessments for this year.
City Council established the amount to be assessed for this fall's assessment hearing
at its regular meeting on September 17, 2010. Since that time, the owners of Randy's
ANNOTATED AGENDA
October 19,2010
Page 3
Bobby and Steve's have requested that the City portion of the sewer and water access
charges in the amount of$55,800.00 be levied as an assessment rather than paying the
cost in cash at time of building permit. We have accommodated these requests in the
past for businesses that have high water use, which translates into high access
charges. We have received a 100%Petition from the partnership, which waives their
right to public hearing for the cost to be assessed. Therefore, even thought the
adoption of the resolution setting the amount to be assessed did not include their
amount, the waiver allows the process to be finalized at the scheduled assessment
hearing.
The total amount proposed to be assessed in 2010 is $1,284,177.31.
MOTION: Move to:
• Close the public hearing for the approval of the 2010 Special
Assessments; and
• Adopt the resolution approving all Special Assessments presented in
the fall of 2010
B. CHANGES TO UTILITY RATES AND THE UTILITY RATE STRUCTURE
(Resolution)
Official notice of this public hearing was published in the October 7, 2010,Eden
Prairie News.
Synopis: The City is currently transitioning from a period of utility expansion and
shifting its focus toward facilitating sustainability of existing system infrastructure
through continuous and proactive maintenance and rehabilitation. The City aims to
develop a long-term and comprehensive plan for funding operation and maintenance
(O&M) of its utilities through the establishment of strategic utility rate structures and
reserve accounts. Comprehensive rate planning, revenue stability, and overall revenue
adequacy of the Water, Sewer, and Storm Drainage Utilities are high priorities for the
City of Eden Prairie.
The City retained Advanced Engineering and Environmental Services, Inc. (AE2S) to
develop a ten-year utility rate study for its Water, Sewer, and Storm Drainage
Utilities. Continuing to provide above average service at affordable rates, while
providing for the long term sustainability of the utilities is a primary goal for the City
of Eden Prairie. This study and the implementation of the recommendations is an
important step in planning for the challenges associated with successfully and
equitably meeting future utility revenue requirements.
The proposed changes will transition the operations from a period of utility expansion
and shifting focus toward facilitating sustainability of existing system infrastructure,
increase the stability of revenues, and promote conservation efforts not only for
environmental reasons but to minimize the need for future significant infrastructure
expansion
ANNOTATED AGENDA
October 19,2010
Page 4
MOTION: Move to:
• Close the public hearing; and
• Adopt resolution approving changes to utility rates and the utility
rate structure
X. PAYMENT OF CLAIMS
MOTION: Move approval of the Payment of Claims as submitted (Roll Call Vote).
XI. ORDINANCES AND RESOLUTIONS
A. RESOLUTION APPOINTING INTERIM CITY MANAGER
Synopsis: The attached resolution approves the appointment of
to the position of Interim City Manager. The assignment to this position will begin at
12:01 am on Friday, October 29, 2010. The assignment ends upon future direction
from the City Council. The resolution also authorizes the Council to set a salary for
the Interim City Manager. The salary of the City Manager is established by the City
Council. The same would be true for the Interim City Manager. Edina paid a
temporary salary increase of 10%to its Interim City Manager. I would suggest that
Eden Prairie do the same.
The resolution has been prepared with blanks because I cannot presume to know your
collective will on this matter. I have previously provided the Council with my
recommendation on this matter, but as I said in that recommendation, this decision is
the exclusive opportunity of the Council.
MOTION: Move to: Adopt the Resolution approving the appointment
of as the Interim City Manager for the City of
Eden Prairie, Minnesota.
XII. PETITIONS, REQUESTS AND COMMUNICATIONS
XIII. APPOINTMENTS
XIV. REPORTS
A. REPORTS OF COUNCIL MEMBERS
B. REPORT OF CITY MANAGER
1. BAC Appointment Process
Synopsis: The Council established an application deadline of Friday, October
15, 2010 for residents to express interest in an appointment to the Budget
Advisory Commission. I will provide the Council with an update on the
number of applicants at the Council's October 19 Council meeting. The
ANNOTATED AGENDA
October 19,2010
Page 5
Council has established November 9 as the date of a special meeting at which
the Council will interview the candidates for the BAC. The Council is
tentatively scheduled to appoint the new BAC commissioners at the
November 16 Council meeting.
There are two issues the Council should address prior to the November 9
interviews. The first issue is whether or not you wish to interview the
incumbent commissioners. The City's regular practice on this question has
been to interview incumbents, but the Council has also expressed opinions
that this might not be necessary. I would like the Council to make a decision
on this question so that staff can inform the two incumbents about whether or
not they need to be prepared to interview on November 9.
The Council should give consideration to how it intends to consider Mr. Proops
and his desire to continue serving on the BAC. City Code Section 2.22 sets out
the process the Council must follow to appoint residents to its advisory boards
and commissions. This section includes the following language concerning
reappointments: "No person may be appointed to more than two (2) full
consecutive terms, except by unanimous vote of the Council." Mr. Proops has
served two full consecutive terms on the BAC. His two terms were not three or
four years in duration, but they were, nonetheless, full terms.
2. Parting Thoughts . . .
C. REPORT OF THE COMMUNITY DEVELOPMENT DIRECTOR
D. REPORT OF PARKS AND RECREATION DIRECTOR
1. Acknowledge Art Center Donation
Synopsis: Mrs. Elaine Sampson donated $3,000 to purchase a gas-fired kiln.
This type of kiln will be used for porcelain and other unique types of clay art
work.
On May 29, 2008, the City of Eden Prairie officially took ownership of the
building donated by the Sampson Family. The building was offered to the
City of Eden Prairie from the Sampson Family with the intent to be used as an
Art Center. Mrs. Sampson has continued to support the Art Center since it
opened.
MOTION: Move to acknowledge the donation from Mrs. Elaine
Sampson in the amount of $3,000 to be used for purchasing a gas-
fired kiln at the Eden Prairie Art Center.
E. REPORT OF PUBLIC WORKS DIRECTOR
F. REPORT OF POLICE CHIEF
G. REPORT OF FIRE CHIEF
ANNOTATED AGENDA
October 19, 2010
Page 6
H. REPORT OF CITY ATTORNEY
XVI. CLOSED SESSION TO DISCUSS COLLECTIVE BARGAINING STRATEGY
MOTION: Move to enter into closed session.
XVII. ADJOURNMENT
MOTION: Move to adjourn the City Council meeting.
ITEM NO.: VI.A.
UNAPPROVED MINUTES
CITY COUNCIL WORKSHOP
& OPEN PODIUM
TUESDAY, OCTOBER 5, 2010 CITY CENTER
5:00—6:25 PM, HERITAGE ROOM II
6:30—7:00 PM, COUNCIL CHAMBER
CITY COUNCIL: Mayor Phil Young, Council Members Brad Aho, Ron Case, Jon Duckstad, and
Kathy Nelson
CITY STAFF: City Manager Scott Neal, Police Chief Rob Reynolds, Fire Chief George Esbensen,
Public Works Director Eugene Dietz, Community Development Director Janet Jeremiah, Parks and
Recreation Director Jay Lotthammer, Communications Manager Joyce Lorenz, City Attorney Ric
Rosow, and Recorder Lorene McWaters
Heritage Room II
Mayor Young was absent. Council Member Nelson joined the meeting at 5:35. Council Member
Aho joined the meeting at 5:45.
I. WORKING SESSION WITH M & A EXECUTIVE SEARCH REGARDING THE
CITY MANAGER SEARCH PROCESS
City Manager Scott Neal said it is important for the City Council to determine how they will
gather input on City Manager candidates from staff. He said when he interviewed for Eden
Prairie's position, there were two employee panels—one that included the five department
directors and another that included approximately 20 field staff. Council Member Case said
the Council needs to have a discussion on the value of staff input.
Greg Albrecht, the City's consultant for the City Manager search process, said the first step
in the process is for the City Council Members to fill out a survey, which was distributed to
them on Monday via e-mail and fax. Albrecht will then interview each Council Member to
get additional input. Albrecht said he will combine the information gathered during the
interviews with the survey data to create a draft profile. He said he can also interview each
department head and consolidate that information.
Albrecht said the next step would be for the City Council to meet to discuss points of
agreement and difference and work toward a consensus profile. Case said there is the
possibility that four out of five Council Members will be new in January, depending on the
results of the election. Nelson suggested getting input from the candidates running for the
City Council and Mayor seats. Albrecht said he can work that into the process. He said it
would also be possible to involve those who are elected, once results of the election are
known. Case said it will be important to select the type of City Manager who is able to
work with whatever Council is in place in January.
City Council Workshop
October 5,2010
Page 2
Council Member Aho joined the meeting at 5:45.
Neal referenced an expedited timeline from Albrecht that would result in an offer the week
of December 6. Albrecht said a lot of recruitment activities can happen concurrently. For
instance, it is possible to identify candidates while compiling the profile. Nelson said she
thinks an expedited timeline would still probably not culminate in an offer until sometime in
January.
Case asked why there is such a rush. He said he does not sense urgency from the
community, especially since the new Council will not be in place until January. Aho said
they need to get the process going as soon as possible. He said there are important things
happening in the City that require a City Manager. He said he would like the new City
Manager to have input on the budget. Nelson said that even with the most expedited
process, the budget process would be completed by the time a new City Manager is on
board.
Albrecht said that an aggressive schedule would have a City Manager in place in 60 days, if
everything falls perfectly in place. Otherwise, 90 days is a reasonable estimate. He said a
February 1 start date is very possible.
Neal said he strongly advises that the deadline for application be after the election. He said
some potential candidates have expressed concern over applying for the position before the
results of the election are known. Aho suggested setting the application deadline a week
after the election; however, he said, a lot of work can be done before that time. Albrecht
said he typically conducts background checks on candidates before passing them along to
the City Council. He said he should be able to forward recommendations to the Council
around November 18. He said he anticipates a lot of interest in the position. He is already
hearing from people who want to apply.
Neal said he received e-mail input from Mayor Young. Young said he has a permanent
child care conflict that prevents him from attending meetings before 6:15 p.m. Young's e-
mail included the following points:
1. Young disagrees with the notion of candidates participating in the selection process
2. Young feels whoever is elected on November 2 should be included in the process
3. Young recommends a citizen panel, chaired by Rick King, consisting of no more
than 5 —7 members. The panel should include organizations like the Chamber of
Commerce.
Aho asked what kind of process Edina used when Scott Neal was interviewed. Neal said
anyone in the community who was willing to attend all of the public interviews was allowed
to participate. Case said he likes that kind of open-ended process. Nelson said she would
City Council Workshop
October 5,2010
Page 3
like a panel that includes the chair of each City commission, the Chamber of Commerce,
PROP, Women of Today, the Eden Prairie Foundation, and the head of the school district.
Aho suggested that each Council Member compile a list of who they think should be
included on the public panel and submit it to Greg Albrecht.
Case said he is intrigued with the democracy aspect of involving anyone who is interested.
Albrecht said one possibility is a meet and greet event where employees and members of the
public are invited to meet each of the candidates and their spouses. A form could be filled
out by each participant at the end of the event, and Albrecht would then collate the
information. Aho said he favors the meet and greet format for staff and the general public.
Case said he likes the idea of getting public input, but would also like to have a committee-
type interview with community leaders. Aho said he likes the idea of getting input from
staff. There was general agreement that both a meet and greet and a committee interview
should be scheduled.
Lorene McWaters will facilitate scheduling of meetings between Greg Albrecht and the
Council Members and Department Directors. Albrecht also asked that Council Members
return completed surveys to him by Friday, October 8.
Albrecht will let City staff know how long he anticipates needing for the October 19
Workshop after he has received all of the surveys from the City Council.
Council Chamber
II. OPEN PODIUM
Mayor Young was absent. Council Member Aho conducted the Open Podium.
A. Jeff Strate—Birch Island Woods Conservation Area Parking
Strate said he does not see an overwhelming demand for additional parking in the
Birch Island Woods Conservation Area. He asked the City Council to delay the
planned parking lot construction. Strate said Ed Stracke of Friendship Ventures has
also expressed concerns about the proposed parking lot. Strate presented a concept
design created by landscape architect Jerry Bailey. The design calls for parallel
parking along Indian Chief Road. Strate said he feels that the Friends of Birch Island
Woods would be willing to help implement this plan. Strate said he is personally
committed to seeing a parallel parking plan implemented. Aho noted that Parks and
Recreation Director Jay Lotthammer would be presented more information about the
proposed project during the City Council meeting.
III. ADJOURNMENT
ITEM NO.: VI.B.
UNAPPROVED MINUTES
EDEN PRAIRIE CITY COUNCIL MEETING
TUESDAY, OCTOBER 5, 2010 7:00 PM, CITY CENTER
Council Chamber
8080 Mitchell Road
CITY COUNCIL: Mayor Phil Young, Council Members Brad Aho, Ron Case, Jon Duckstad and
Kathy Nelson
CITY STAFF: City Manager Scott Neal, Parks &Recreation Director Jay Lotthammer, Public
Works Director Gene Dietz, Community Development Director Janet Jeremiah, City Attorney Rick
Rosow and Council Recorder Jan Curielli
I. ROLL CALL/CALL THE MEETING TO ORDER
Mayor Young called the meeting to order at 7:00 PM. All Council Members were present.
II. COLOR GUARD /PLEDGE OF ALLEGIANCE
III. OPEN PODIUM INVITATION
IV. PROCLAMATIONS/PRESENTATIONS
V. APPROVAL OF AGENDA AND OTHER ITEMS OF BUSINESS
Neal said there was an item on goldenrod paper that replaces Item VIII.F.Nelson asked
that Item VIII.B.be pulled from the Consent Calendar and discussed under Ordinances
and Resolutions as Item XI.B. Rosow added Items XIV.H.1. and XIV.H.2.
MOTION: Duckstad moved, seconded by Aho, to approve the agenda as amended.
Motion carried 5-0.
VI. MINUTES
A. COUNCIL WORKSHOP HELD TUESDAY, SEPTEMBER 21, 2010
MOTION: Case moved, seconded by Duckstad, to approve the minutes of the City
Council workshop held Tuesday, September 21, 2010, as published. Motion carried
5-0.
B. CITY COUNCIL MEETING HELD TUESDAY, SEPTEMBER 21, 2010
MOTION: Aho moved, seconded by Case, to approve the minutes of the City
Council meeting held Tuesday, September 21, 2010, as published. Motion carried
5-0.
VII. REPORTS OF ADVISORY BOARDS & COMMISSIONS
CITY COUNCIL MINUTES
October 10,2010
Page 2
VIII. CONSENT CALENDAR
A. CLERK'S LICENSE LIST
B. APPROVE SECOND READING OF ORDINANCE AMENDING CITY CODE
SECTION 11.03, SUBD. 3H, RELATING TO SPECIAL REQUIREMENTS
FOR OFF STREET PARKING AND OFF STREET LOADING FACILITIES
AND ADOPT RESOLUTION APPROVING SUMMARY PUBLICATION
C. APPROVE SECOND READING OF ORDINANCE NO. 17-2010
AMENDING CITY CODE SECTION 2.05 RELATING TO SALARIES OF
MAYOR AND COUNCIL MEMBERS AND ADOPT RESOLUTION 2010-71
APPROVING SUMMARY PUBLICATION
D. APPROVE PROFESSIONAL SERVICES AGREEMENT WITH ERICKSON
ENGINEERING FOR 2010/2011 BRIDGE INSPECTIONS
E. ADOPT RESOLUTION NO. 2010-72 AUTHORIZING ISSUANCE AND
SALE OF GENERAL OBLIGATION PERMANENT IMPROVEMENT
REVOLVING FUND BONDS, SERIES 2010A(SINGLETREE LANE
IMPROVEMENTS)
F. APPROVE USE OF UP TO $75,000 IN CDBG FUNDS TO REHABILITATE
TWO GROUP HOMES WHICH SERVE ELDERLY PEOPLE
G. AUTHORIZE MAYOR AND CITY CLERK TO EXECUTE DOCUMENTS
TO TRANSFER THE ICMA-RC 457 RETIREMENT ACCOUNT FOR CITY
MANAGER SCOTT NEAL TO THE CITY OF EDINA
MOTION: Case moved, seconded by Aho, to approve Items A and C-G on the
Consent Calendar. Motion carried 5-0.
IX. PUBLIC HEARINGS/MEETINGS
X. PAYMENT OF CLAIMS
MOTION: Duckstad moved, seconded by Nelson, to approve the payment of claims as
submitted. Motion was approved on a roll call vote,with Aho, Case,Duckstad,Nelson
and Young voting "aye."
XI. ORDINANCES AND RESOLUTIONS
A. ADOPT RESOLUTION NO. 2010-73 APPROVING THE CITY OF PRIOR
LAKE AS A MEMBER OF THE SUBURBAN TRANSIT ASSOCIATION
Neal said the City has received a request from the Board of South West Transit
requesting the City Council's approval of a resolution which will allow the City of
Prior Lake to join the Suburban Transit Association. The authorization of the City
CITY COUNCIL MINUTES
October 10,2010
Page 3
Council for this action is required by the bylaws of South West Transit and the
Suburban Transit Association. Neal said he has discussed the matter with Len
Simich, the Executive Director of South West Transit, and he believes it is in the
best interests of all parties for the Council to consent to this request.
Case noted he served on the Board of South West Transit for six years. He said he
was in favor of the action; however, he was concerned with the implications if we
jump over some cities to pick up others. He thought there was a transit opt-out that
could service Prior Lake. He noted transit opt-out used to be funded by taxes, but it
is a little bit different now in that each time a rider rides on the South West Transit
system it costs us money. It is not a money maker so we will not gain by adding
Prior Lake. He was not sure what is in it for Eden Prairie nor why we would want
to proceed down this path. Neal said this request isn't for Prior Lake to begin being
part of South West Transit, rather it is to be part of the Suburban Transit
Association which is an advocacy group that deals with transit issues all over the
metropolitan area.
Young asked why we need to approve their joining the Suburban Transit
Association. Rosow said the by-laws of the Suburban Transit Association state it is
a city-run organization, and the by-laws require member consent to allow new
members into the organization.
Duckstad said it looked as though the City Manager has had an opportunity to talk
with the CEO of South West Transit, Len Simich. He said he was sure Mr. Simich
would not make such a recommendation unless it was in the best interest of
everybody. Neal said Mr. Simich has asked us to approve this.
MOTION: Aho moved, seconded by Nelson, adopt Resolution No. 2010-73
authorizing the City of Prior Lake to join the Suburban Transit Association.
Motion carried 5-0.
B. APPROVE SECOND READING OF ORDINANCE NO. 16-2010 AMENDING
CITY CODE SECTION 11.03, SUBD. 3H,RELATING TO SPECIAL
REQUIREMENTS FOR OFF STREET PARKING AND OFF STREET
LOADING FACILITIES AND ADOPT RESOLUTION NO. 2010-70
APPROVING SUMMARY PUBLICATION
Nelson said she supports the approval of this ordinance but she thought this needs
to get similar wording throughout, and we might want to mention pavers in the text.
She said this is an amendment to the City ordinance that specifies what kinds of
surfaces can be used in parking areas, driveways and loading areas. The current
ordinance states it has to be bituminous or concrete, and now we are adding other
things to the list. She thought it needs a little work before second reading. She
asked if a comma belongs after"natural stone"in Section 3.(d) as it appears in
Section 2.(d), and if natural stone would include gravel. She thought we should
make it clear that green pavers are something that could be used.
Rosow said the Council can send it back to staff to take at least one comma out and
CITY COUNCIL MINUTES
October 10,2010
Page 4
add pavers in a couple of places. Nelson said she wanted to make sure that green
pavers are a legal surface. Neal said staff will bring this back outside of the consent
calendar so the changes can be discussed.
XII. PETITIONS, REQUESTS AND COMMUNICATIONS
XIII. APPOINTMENTS
XIV. REPORTS
A. REPORTS OF COUNCIL MEMBERS
1. City Manager Search & Appointment of Interim City Manager
Neal said tonight he wanted to gauge how the Council felt about making the
interim City Manager appointment as there are several ways to go about
this. The Council can appoint someone from the management staff to be the
interim City Manager. In 2002 there was a period when a former City
Manager, Carl Jullie, served as the interim City Manager. There is a group
of retired city managers called"Range Riders"who work in a consortium
with the League of Minnesota Cities doing this kind of work.
Duckstad said he would welcome any additional information the City
Manager could give us about our department heads. He would also
appreciate getting information on former city managers, either former Eden
Prairie city managers or the retired"Range Riders."Young asked if Mr.
Duckstad was suggesting we don't go a particular route this evening.
Duckstad said he would like some additional information before making a
decision.
Case said at the workshop tonight we were talking about accelerating the
City Manager search process, but either way that works out we are looking
at January or February at the latest to fill the spot. He didn't see us waiting a
long period of time for this process, and we should make a decision fairly
quickly. He thought it would be less expensive and a lot better to hire an
internal interim manager because there would be less of a learning curve.
He said he would hope we would pay an additional stipend to that
individual, but it would still be an incredibly cheaper route to go. He said he
would be willing to talk about it tonight,but he thought we have a little time
to spend on it.
Duckstad said he would be in favor of choosing one of our department
heads because we have a lot of good department heads. He would be
amenable to one of them if one was available.
Aho said he would vote for going with one of our department heads because
that does expedite the process and it is cost effective. He would like to
know if Mr. Dietz is available and wondered if we have had discussion with
CITY COUNCIL MINUTES
October 10,2010
Page 5
him about filling this role.
Nelson agreed that with the budget process coming up it would be hard for
anyone who isn't internal to get up to speed quickly.
Case noted Mr. Dietz has stepped in before and has done an incredible job;
however, several department heads have come forward to say they would be
willing to serve. He thought there might be an advantage to groom someone
else for the position. He noted Mr. Lotthammer has volunteered to serve.
Young asked if there has been some discussion with the department heads.
Neal said there has been. Young thought perhaps we can plan for a selection
to be made at the next meeting.
B. REPORT OF CITY MANAGER
C. REPORT OF THE COMMUNITY DEVELOPMENT DIRECTOR
D. REPORT OF PARKS AND RECREATION DIRECTOR
1. Birch Island Woods Parking Lot Review
Lotthammer said at the September 19, 2010 open podium, Mr. Jeff Strate
approached the City Council and asked that his alternative parking plan be
examined in lieu of the plan that was arrived upon during the Birch Island
Woods master plan process. Council Member Nelson, along with the
concurrence of the Council, asked staff to present an overview of the past
process and a current status of the project.
Lotthammer said in 2002 a task force comprised of a group of citizens, a
landscape architect and staff members put together a master plan for Birch
Island Woods. The parking lot plan that began to be implemented a couple
of weeks ago was what was recommended in 2002. It has nine stalls for car
parking and is fairly typical of conservation area parking. He showed slides
of the road showing the entrance into the parking area. He said the
buckthorn will be removed so there will be greater visibility into the parking
lot. As Mr. Strate pointed out, there has been a regular party that happens
near there. We know having more positive activity in an area generally
leads to some of the negative activity going away. The intent was to get
more access in terms of numbers of people and in handicapped accessibility.
Lotthammer said in 2003 the master plan was approved by the Parks
Commission and City Council and was put into the CIP. Since that time it
has been pushed forward in the CIP. In 2006 the Friends of Birch Island
Woods (FBIW)went back and took a second look at the recommendation
for the parking situation. They came back and recommended the same
parking as the 2002 master plan. It achieves off-road parking and gives
better accessibility.
CITY COUNCIL MINUTES
October 10,2010
Page 6
Lotthammer said we planned to use internal resources to hold construction
costs as low as possible. He noted we have received quite a few emails from
the FBIW encouraging us to keep this project on track and to stay with the
recommendation of the task force. He said staff developed a timeline to
clear the area of invasive species and do prep work for the site. They
worked with the Watershed District to mitigate storm water runoff, and the
preliminary wetland evaluation report shows no impact to the wetlands
based on the design concept. They had planned to install a rainwater garden
in and the parking area this fall.
Case said just because this had an original plan doesn't mean we can't
question it tonight. He asked if there are any other parking areas in our City
parks that are tucked back in areas that might have safety concerns.
Lotthammer said there are two, one at the Edenbrook Conservation Area
and another at the north lot for the Richard T. Anderson Conservation Area.
Case asked if there will be a gate at the entrance to the parking lot.
Lotthammer said there will be a gate right off Indian Chief Road and that
gate was important to the task force.
Case asked if the placement of the concrete slab for the hog barn is driving
the placement of the parking area. Lotthammer said the task force talked
about that, and this placement is really the least ecologically damaging spot.
Case asked why they brought it all the way in to the hog barn site.
Lotthammer said the planned parking area connects with the nature trail,
and there are some issues with the grade if we pull it back towards the road.
Case asked if this location was chosen because there would be possible cost
impacts and possible wetland impacts at other locations. Lotthammer said
the wetland impact is not an absolute. Case asked if they looked at costs to
relocate it to different areas. He said he was trying to figure out why we
wouldn't save money by moving it 20-30 feet off the road. Lotthammer said
the contours near the road go up dramatically on the north side and it
actually drops off on the southwest side, so we don't have much of an
opportunity to slide it in any direction.
Case asked about traffic on Indian Chief Road. Lotthammer said he was
there for ten minutes the other day taking these pictures and was surprised at
how many people came through.. Young noted there are a number of people
who cut through that area and they tend to drive fairly fast.
Duckstad said in the information provided by Mr. Strate he stated the
parking lot would be an invitation to increased nuisance behavior in the
conservation area. He asked if Mr. Lotthammer was aware of any extensive
problems in the conservation areas in the last ten years. Lotthammer he
knows of two examples but they are on railroad property, not in the
conservation areas. One is on railroad property near this area, and the other
one is west of there, fairly close to Duck Lake Trail. He said when he sees a
parking lot he sees it as inviting people to come and use what is there. A lot
CITY COUNCIL MINUTES
October 10,2010
Page 7
of people who use a conservation area are using it for what it should be and
that deters nuisance behavior. He said he would concur with the task force
that it is a good benefit to have something up there if we want to promote it
as a usable space. The FBIW want people to make positive use of the area.
Duckstad asked if he was suggesting going ahead with the plan as originally
intended without any modifications. Lotthammer said that is correct. We see
this as a well-thought out plan that had a lot of citizen input. It was
reconfirmed in 2006, and it is similar to what we do in other conservation
areas. The feedback he gets from the public is when is it going to happen,
not why are we doing it.
Nelson said she was concerned about how far back the parking is. At the
Richard T. Anderson area you can see into the parking lot from the road.
She didn't think you will be able to see into this one. She didn't understand
why we can't put it out closer to the road and then turn the road we planned
into a trail. Lotthammer said we could look at that in terms of how much we
could pull it back. Even with the buckthorn there you would be able to see
vehicles in the parking lot from the road. Once the buckthorn is removed it
would be even easier to see the parking lot. Nelson said the parking lot
curves off the road and with the curve she didn't see how you could see into
the parking lot. Lotthammer said there are not that many big trees between
the road and the parking lot, and once the buckthorn is removed you will be
able to see back in there quite easily. Nelson said the distance reminds her
of the parking lot in the Anderson Lakes parking area where you can't see
the lot from the road. Lotthammer said this area is at grade with the
roadway and is less than half the distance off the road as the Anderson
Lakes parking area. Nelson said she would feel a lot better if it was a bit
closer to the road, and she thought that would mean wider use of the park.
She thought there are some common sense rules about what you do and she
was not sure this parking lot meets a common sense rule.
Young said he was hard pressed to visualize the slopes so he was not in a
position to second guess the recommended location. He had a bias to not
reopen the results of the task force's well thought out plan, and noted the
same issues could have been brought up in opposition to the plan when it
was developed.
Aho asked if we have any lighting planned for the parking area.
Lotthammer said we do not, and that is consistent with other conservation
areas. Aho asked if the gate we plan to install will potentially keep people
from parking there late at night. Lotthammer said it would, and prior to the
last Council meeting we were about to put the gate in for construction
purposes. Aho asked if there are any concerns with the alternate plan shown
in terms of safety for people using the area. Lotthammer said he has only
seen the alternate plan tonight, but he did notice that cars move fairly
quickly on the road. It would be hard to build near the road without
damaging some of the trees near the road, and we were trying to find the
CITY COUNCIL MINUTES
October 10,2010
Page 8
least invasive method of doing the parking lot. He was not even sure if that
would meet our code for doing on-street parking. He said he knew of no
other place in our park system where we do something like that.
Aho noted he has used the parking around the Minneapolis lakes, and it is a
little disconcerting to be so close to traffic on the roads around the lakes. He
asked if the FBIW have indicated their support for this current plan.
Lotthammer said he received an email last week from an FBIW board
member indicating the plan Mr. Strate presented to the City Council at the
last meeting did not reflect the thoughts or intentions of FBIW and stating
they unanimously support the current plan. He said the FBIW offered their
help with such things as interpretation signs on the trails and the restoration
plantings. Aho said, while he does understand the concerns of Mr. Strate
and others, he would support moving forward with the current plan.
Dietz said the traffic counts on Indian Chief Road will be more important in
the future, and they are estimating 4000 trips per day in the future. He didn't
think parking along the edge of that road is a good solution. Looking at the
sketch of the current plan, it appears that we are not talking about a long
distance to the parking lot from Indian Chief Road.
Case said he has great respect for Mr. Strate and his efforts for
environmental issues in this city,but he also has a deep respect for the
citizens' review process. This project has come through a detailed review
process twice. It seems staff is solidly behind this, so he would support the
staff plan.
Duckstad asked if going forward with the plans to proceed means next year,
the year after or immediately. He was not interested in proceeding with the
plan immediately because of the problems with the economy and our budget
constraints.
Young asked where the plans stand and what staff is asking from the City
Council this evening. Lotthammer said prior to the last meeting we were
moving forward following the CIP. Staff is asking for direction to go ahead
with the process or divert to another plan. We are in a position right now
that we can do the project this fall. There is a lot of work going on with the
Watershed District for the permit process and when that is completed we are
able to go in with in-house crews to put in the parking lot. We would put in
the rainwater garden and parking area in November of 2010. He said in
2003 funding was suggested to come out of the park development fund, so
this will not be taken from the general fund. He said the cost of materials
will be about $25-30,000, and we will use in-house labor.
E. REPORT OF PUBLIC WORKS DIRECTOR
F. REPORT OF POLICE CHIEF
CITY COUNCIL MINUTES
October 10,2010
Page 9
G. REPORT OF FIRE CHIEF
H. REPORT OF CITY ATTORNEY
1. Update On Discussions With The Metropolitan Airports Commission
(MAC)
Rosow gave an update on discussions with the MAC regarding the
Memorandum of Understanding (MOU) for development at the airport. He
said Mr. Neal and he have had a number of discussions with Dennis Probst
and Tom Anderson regarding the authority of the City to zone for non-
aeronautical uses. At the last meeting we suggested to them a way to avoid
conflict over this by entering into a cooperative process to pre-zone some
parcels the MAC would identify for commercial or office use. We would do
that through the City's normal process so they are not in doubt whether it
will get through the City's process when they go to a developer.
Rosow said as part of that process we asked them to identify for us the
development parcels that they thought could potentially be developed. He
showed a view of the airport property with potential development parcels
marked. He said he is not asking tonight for any approval of this type of
approach, but we will be approaching the MAC with some details about
this. We have reworked the MOU to say that we will initiate a process to go
through our formal process with input from them as to how some of the
parcels would be zoned. We would create two new zones for airport
commercial and airport office and at the end of the process the Council
would have an ordinance for consideration.
Duckstad asked if the MAC accepts the fact that the City of Eden Prairie has
the power to enforce any zoning restrictions over them. Rosow said they do
not,but the entire intent here is to avoid that argument and instead proceed
on a different path where we voluntarily undertake on our own to do the
rezoning in cooperation with them.
Aho asked if Mr. Rosow saw any pitfalls in setting this up and pre-
determining these zoning areas. He asked how we would go about
determining which area would be zoned in which way. Rosow said he
worked with the Community Development staff to review this and we
would anticipate bringing forward a specific zoning with specific
regulations just as there are with our other districts with respect to each
parcel identified. In the past we have required a real development and that
gave us control over the nature and design of what goes onto a parcel. With
this process we will give up a little control in order to have some control.
He noted other communities typically pre-zone properties. Aho asked if he
sees any pitfalls in doing this. Rosow said he was comfortable with it
because it is a reasonable compromise, and we should keep in mind the
location we are dealing with. He said we are building in the kinds of
controls the City Council is most interested in.
CITY COUNCIL MINUTES
October 10,2010
Page 10
Nelson asked if they have agreed to go with our standard building
requirements. Rosow said there is no agreement at this point, but in the
MOU they proposed to us they said they would follow the City's
performance standards. Nelson said she likes the idea of being able to have
some say about what goes where. She was concerned about the piece closest
to Hennepin Village, and asked if there is any way of guaranteeing those
performance standards and the sort of things that face the neighborhoods.
She wanted as much control as we can get our hands on for those buildings
that are immediately adjacent to residential neighborhoods. Rosow said
what we are contemplating would meet that requirement because we are not
changing the application of the performance standards. Nelson asked if we
would also include the number of trees and amount of green space required.
Rosow said we would. Nelson said she would rather do zoning beforehand
than not be able to do it at all.
Case asked if it would be possible to go through all this only to have the
FAA weigh in and nix the whole thing. Rosow said he didn't believe this is
a topic on which the FAA would weigh in. The FAA would just tell the
MAC they can't use the property in a manner that violates the Federal
diversion of funds policy.
Duckstad asked if we are talking about zoning where we will be required to
make an amendment to our zoning code to permit this. Rosow said that was
correct. Duckstad asked if we will be changing our zoning code as it
pertains to property owned by the MAC. Rosow said we are proposing we
amend the text of the code to provide for two new zones, and we would go
through a property rezoning process to rezone the property into one of those
two zones. He said the zoning code won't say property owned by the MAC
but that is the practical implication. Duckstad asked if he visualized we have
the authority to create a commercial zone over property owned by the MAC
when their permission to operate comes from a Minnesota statute that says
they have to use their property for aeronautical purposes. Rosow said they
have the authority to use excess property for non-aeronautical uses.
Nelson asked if this will also allow us to make sure the area where the ball
fields are will be zoned as open space. Rosow said he cautioned against
doing that because he did not want them to perceive this as an attempt to
side-step the three-year/one year limitation. Nelson asked if there would be
any commercial or office zoning on any of the places where the ball fields
sit. Rosow said this proposal would not call for the rezoning of those fields.
Neal said we will run this by our peers at the MAC and bring it back to the
respective governing bodies.
2. Obligations Under The Bearpath Development Agreement
Rosow said the 1993 development agreement with Bearpath called for
construction of a trail. The City and Bearpath voluntarily put off
CITY COUNCIL MINUTES
October 10,2010
Page 11
construction of the trail until the road was completed. Recently we have had
many discussions with representatives of the Bearpath Limited Partnership
about the construction of the trail. We said it was now time, and we thought
we had a proposal that was acceptable to them that would call for the special
assessing of limited partnership property, but not homeowner property nor
homeowner association property. That proposal was put on the table in late
spring, and we have not had a response. We have drafted a complaint
seeking to force through the legal process the construction of the trail as
required in the development agreement. He said he wanted to advise the
Council we were undertaking that action and to request a motion to
authorize the bringing of such an action.
MOTION: Case moved, seconded by Aho, to authorize beginning the legal
process to force the construction of the trail as required in the development
agreement. Motion carried 5-0.
XV. OTHER BUSINESS
XVI. ADJOURNMENT
MOTION: Duckstad moved, seconded by Case, to adjourn the meeting. Motion carried
5-0. Mayor Young adjourned the meeting at 8:15 PM.
CITY COUNCIL AGENDA DATE:
SECTION: Reports of Advisory Boards and Commissions October 19, 2010
DEPARTMENT/DIVISION: ITEM DESCRIPTION: ITEM NO.: VII.A.
Jay Lotthammer, Parks and Parks, Recreation and Natural Resources
Recreation Director Commission Update
Synopsis
Parks, Recreation and Natural Resources Commission Chair Geri Napuck will attend the meeting
to present an overview of the commission's recent activities.
CITY COUNCIL AGENDA DATE:
SECTION: Consent Calendar October 19, 2010
DEPARTMENT/DIVISION: ITEM DESCRIPTION: ITEM NO.: VIII.A.
Christy Weigel, Clerk's License Application List
Police/ Support Unit
These licenses have been approved by the department heads responsible for the licensed activity.
New Liquor License—New Ownership
Licensee name: Apple Minnesota LLC
(Formerly: Applebee's Restaurants North LLC)
DBA: Applebee's Neighborhood Grill & Bar
Amendment to Liquor License
2AM Closing Permit- Renewal
Champps Operating Corporation
DBA: Champps Americana
8080 Glen Lane
Amendment to Liquor License
2AM Closing Permit- Renewal
Leisery Inc
DBA: Brunswick Zone Eden Prairie
12200 Singletree Lane
- 1 -
CITY COUNCIL AGENDA DATE:
SECTION: Consent Calendar October 19, 2011
DEPARTMENT/DIVISION: ITEM DESCRIPTION: ITEM NO.: VIII.B.
Paul Sticha, Manager Approve the Proposed Modifications to
Facilities Department the Facilities Department Policies &
Procedures
Requested Action
Move to: Approve the proposed modifications to the Policy Guidelines for community use of
City Center rental facilities.
Synopsis
The significant proposed changes to the City Center Policy Guidelines are:
• There will be a 2-hour minimum booking requirement for all City Center meeting rooms
• The cancellation policy will be changed from 30 days to 10 days
• The Rental Classifications were modified for clarification purposes
Staff is submitting proposed changes to the Policies and Procedures document originally adopted
in 2000 and re-adopted in 2006. In the original document, the rental policies for the Parks
Division and City Center Rental Facilities were grouped together. The Parks Division and City
Center Division split off and composed separate policies in 2006. The City Center Facilities
Division is now seeking approval of proposed changes to its own Policies & Procedures
document.
Attachment
Proposed 2011 Facilities Division Rental Policies &Procedures
Approved by Eden Prairie City Council on September 19,2006
Readopted by Eden Prairie City Council on October 19,2010
COMMUNITY USE OF CITY CENTER RENTAL FACILITIES
Policies and Procedures 2011
Policy Statement
City Facilities are operated by the City of Eden Prairie under the following policies and guidelines adopted by
the Eden Prairie City Council. The Council recognizes the value of these facilities being available to serve Eden
Prairie residents, civic and religious groups and businesses.
The intent of this policy is to promote regular and active use of the facilities. It outlines scheduling procedures,
group classification, rental charges, and sets rules and regulations for use of the facilities. Rental charges are
based on the staffing, set-up and maintenance costs, as well as the market rates for similar facilities.
The City of Eden Prairie does not discriminate on the basis of race, color, religion, national origin, gender, age,
marital status, sexual orientation, status with regard to public assistance or disability in the admission or access
to programs, services, activities or employment.
Priority Rental Classifications
Eden Prairie City Government — Any activity related to or benefitting the operations of Eden Prairie's City
Government including, but not limited to, City Council, Board and Commission meetings, City sponsored or
hosted programs, events and public meetings. The Riley-Purgatory Creek Watershed District and the Eden
Prairie School District programs located at City Center are included in this category.—No Charge.
Group I—Eden Prairie Civic/Non-Profit Agencies: Includes Eden Prairie School District offsite offices, Eden
Prairie Youth Athletic Associations, PROP, SW Metro Transit, SW Suburban Cable and Eden Prairie-based
religious organizations. A civic, non-profit or resident group is considered as Eden Prairie-based if it has at
least 75% of its membership roster residing in the City (as in the case of Eden Prairie Homeowner/Townhome
Associations).
Group II — Eden Prairie Residents and Businesses: Eden Prairie-based businesses and commercial
organizations and Eden Prairie residents who wish to use the facilities for personal use.
Group III — Non-Eden Prairie Residents/Businesses/Groups: Non-resident individuals, groups, commercial,
and business organizations (including non-profits), as well as state and county-related committees, including
Minnesota's federal and state representatives and political groups (i.e., League of Women Voters, Town Hall
meetings,political conventions, etc.).
Note: Eden Prairie residents and businesses may NOT make reservations for non-Eden Prairie based residents and
businesses.
EDEN PRAIRIE CITY CENTER
8080 Mitchell Road
Eden Prairie MN 55344
General Hours of Operation
Monday through Thursday, 8:00 a.m. to 10:00 p.m. and
8:00 a.m. to 4:30 p.m. on Friday. Closed Friday evenings and weekends.
Scheduling
Groups or individuals desiring to use the City Center Facilities (excluding the Garden Room) shall make
arrangements through the Facilities Service Coordinator at the City Center Reservation Desk (952-949-8432).
Catering services for the Garden Room must be arranged directly with the Garden Room Manager (952-949-
8567).
All City-sponsored meetings, events, and activities will have priority over outside groups.
Due to parking restrictions, daytime meetings are allowed for up to 15 people only, between 8 a.m. —4:30 p.m.
The Heritage, Prairie and Atrium rooms are for business meeting use only. There will be a 2-hour minimum
booking requirement for all City Center meeting rooms.
Scheduling will be on a first-come, first-served basis, following the priority classification outlined in this policy.
The minimum age to rent facilities is twenty-one (21) years.
All meeting rooms may be scheduled on a continuing basis up to three months in advance only (i.e. daily,
weekly, monthly), with consent of Service Coordinator. The City Reserves the right to restrict the number of
dates an individual or group may reserve (up to three months in advance). This is to ensure that one group does
not dominate use of a particular room or facility.
The Council Chamber may be reserved no more than 30 days in advance and is subject to cancellation,
rescheduling, and/or being moved to another location within available City Center facilities. If no other
accommodations can be made, a 100% refund will be made.
Reservations are considered as confirmed when the reservation Permit is signed and returned with full payment.
Space is not held open.
Rental hours shall be calculated from the time the renter enters the space to the time of departure. User
groups must adhere to the hours requested and shown on the Permit.
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G:OCM/Facilities/Policies&Procedures/"Facility Rental Policies&Procedures 2011"
Eden Prairie residents may not reserve any meeting room or facility for a non-resident and/or non-Eden Prairie
business under the Eden Prairie resident group rate.
If deemed necessary, the City reserves the right to substitute a meeting room or facility other than the stated, in
order to minimize conflicts of compatibility, space, and scheduling.
Anyone renting or utilizing City facilities shall comply with the Equal Opportunity Statutes, and not
discriminate on the basis of race, color, religion, national origin, gender, age, marital status, sexual orientation,
status with regard to public assistance or disability.
Liability and Damage
All organizations, groups, or individuals using City facilities may be requested to sign a waiver of liability on a
form provided by the City and provide a Certificate of Insurance as proof of liability coverage.
The City will not assume liability for loss or damage to property belonging to an organization or group.
Any organization, group, or individual reserving space shall be fully responsible for any damage to that space or
equipment and any unlawful acts associated with the user's program or event.
Any damages to facilities or equipment must be reported immediately to staff on duty. The City reserves the
right to cancel future reservations.
Regulations, Supervision and Security
There will be no tables, chairs, or furniture of any kind in the hallways; everything must be contained within the
meeting rooms due to fire code regulations. Meetings and business related activities appropriate for this
business environment and which are compatible in nature to each other are scheduled accordingly and are
encouraged to have respect for each other's space.
There will be no storage of users' materials in the City Center. All materials may be brought in only during
rental hours and must be removed from the facility at the end of the rental time.
City facilities are smoke-free buildings. Use of tobacco is prohibited. The City reserves the right to evict or
reject a user in the case of regulation abuse.
Every user of the facility must be under competent adult leadership. The user shall assume full responsibility for
the group's conduct and for any damage to the building or equipment. Children must be kept under direct
supervision of adults at all times and kept confined to the reserved area of the user group. The City will not
assume liability for unsupervised children. The City will be paid for any costs incurred due to damages or
additional cleaning.
Youth groups shall be chaperoned on a ratio of one adult for each ten (10) or fewer youth under the age of 18.
The number of youth attending and the names of the chaperones shall be submitted with the facility use
contract. If the general public is invited, City staff shall determine the number of chaperones needed.
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G:OCM/Facilities/Policies&Procedures/"Facility Rental Policies&Procedures 2011"
If deemed necessary because of the type of function or activity, the City reserves the right to assign a room
attendant and/or licensed police officer for a user group and the cost will be paid by the user.
Meetings and activities must be confined to the areas reserved for their use.
Disorderly conduct shall be grounds for immediate termination of the activity/event without refund. This will
be determined by City staff or a licensed Eden Prairie police officer.
Rented space and common areas must be left in an orderly condition. If additional time beyond normal
cleaning is required, an additional charge for personnel and cleaning supplies will be made.
Violations of these regulations may result in denial of future use of City facilities. Denial of use does not
exempt violators from possible prosecution under applicable City Ordinances, State or Federal laws.
General Cancellation Policy
In the event of an emergency, the City reserves the right to cancel any scheduled activities. Reservation fees
will be returned accordingly.
The reservation Permit fee is refundable if cancellation notice is received not less than 10 days in advance of the
scheduled event.
Reservation, Special Use Fee and Damage Deposit
The reservation fee is required for all chargeable rentals and must be paid at the time the reservation is made.
Payment of the Permit is the renter's confirmation of reserved space. (See Rental Fee Structure)
In some instances, a special user fee may be required. This fee will be applied to cover unusual anticipated
expenses, such as banquet-style setup ($25/hr during the day, $37.50/hr after hours), excessive clean-up,
unusual set-up, excess electricity, and/or damages associated with the user's program or event. The special user
fee is payable at the time the reservation is made and will be held until it is determined by the City if any or all
of the fee was required. Any remaining balance will be returned to the user.
A $200 damage deposit, in addition to the rental fee, may be required by Group II and Group III clients. This
fee shall be returned within one (1)week after the event if no deductions are necessary.
Food and Beverage Services
Food and beverages are not permitted in the Council Chamber.
Commercially prepared or pre-packaged desserts and dry snack items (chips, pretzels, cookies, muffins, etc.)
and bottled beverages only are allowed in the Atrium, Prairie and Heritage Rooms. This does not include
appetizers, salads, sandwich trays and pizza type items.
Red beverages are not allowed(due to carpet staining).
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G:OCM/Facilities/Policies&Procedures/"Facility Rental Policies&Procedures 2011"
Meal and beverage service for meetings in the Atrium, Prairie and Heritage Room(s) and meetings in the
Garden Room's conference room will be handled by the City's designated caterer.
Arrangements for catering services shall be made directly between the renter and the City's designated catering
service.
No food or beverage may be sold without permission by City staff. The Hennepin County Health Department
will require a food service permit.
Alcoholic Beverages
Alcoholic beverages are not allowed in the meeting rooms.
Room Alterations and Decorations
A decoration plan and installation methods must be pre-approved.
The City reserves the right to remove all decorations which do not meet a pre-approved plan. Any decorating
time must be included in the rental hours.
Drafting tape only shall be used on flat painted walls. No tape shall be used on the ceiling.
Any other tables, chairs, staging, or other props brought in from other sources will not be stored in City
facilities, and shall be brought in only during rental hours; and must be removed from the facility at the end of
the rental time.
User groups must provide their own labor and supplies when decorating.
Candles are not allowed in meeting rooms due to Fire Code regulations.
The User Group is required to clean up all decorations. An additional damage deposit may be required to
ensure adequate clean up. Failure to comply may negate any future use of City facilities.
Neglect of these requests can require an additional fee for damage and clean up done by City staff and may
negate any future use of City facilities.
No banners, streamers or signs may be attached to any facility structure without prior approval by City staff.
Any such attachments which are permitted must be removed by the group using the facility immediately after
the reservation period.
5
G:OCM/Facilities/Policies&Procedures/"Facility Rental Policies&Procedures 2011"
CITY COUNCIL AGENDA DATE:
SECTION: Consent Calendar October 19, 2010
1
DEPARTMENT/DIVISION: ITEM DESCRIPTION: ITEM NO.: VIII.C.
Office of City Manager
Kathleen Porta, City Clerk Setting the Canvassing date for the November 2
Municipal Election Results
Requested Action:
Move to set the date of the canvass of the results of the municipal election held on November 2,
2010, for Tuesday, November 9 at 6:30 p.m.
Synopsis:
Minnesota Election Law 205.185, subd. 3 requires that between the third and tenth days after an
election, the governing body of a city shall act as the canvassing board, canvass the returns, and
declare the results of the election.
CITY COUNCIL AGENDA DATE:
SECTION: Consent Calendar October 19, 2010
DEPARTMENT/DIVISION: ITEM DESCRIPTION: ITEM NO.: VIII.D.
Paul Sticha, Office of the City Approve Reallocation of Budget Dollars
Manager, Facilities among Existing Projects for Phase 3 of
20/40/15
Requested Action
Move to: Approve reallocation of budget dollars among existing projects for Phase 3 of
20/40/15.
Synopsis
Reallocate funding from Park Trails to Dehumidifier for Rink 1.
• Original budget allocation(May 2009) was to complete 4 projects:
■ Ventilation System Improvements
■ Energy Management System
■ Replace Dehumidifier
■ LED Parking Lot Lighting
• Initial engineering calculations indicated that repair of the dehumidifier and ductwork
modifications would be adequate for most applications and conditions
■ We did not replace the aging dehumidifier, but modified the ductwork which has
improved the conditions in the Rink.
■ We recommended reallocating the savings (by not replacing the dehumidifier) to a
Park Trail project that was underway but also qualified for the EECBG funding.
■ This reallocation was approved by Council in September 2009.
• Further engineering work and actual operating conditions verified that while the ductwork
modifications improved rink conditions, the dehumidifier needs to be replaced.
■ Therefore, staff recommends that we reallocate the Park Trail project funding back to
the Dehumidifier project and that we replace the aging dehumidifier with a new and
more energy efficient one.
Attachment
Spreadsheet
Projects for the Energy Conservation Block Grant
Original Revised Revision 2
Budget Budget Estimated Budget Estimated
Building Protect (May 2009) (Sep 2009) Rebates (Oct 2010) Rebates Comments
Ventilation System
City Center Improvements $200,000 $234,696 $21,951 $235,000 $21,951 Completed
Energy Management
City Center System $100,000 $183,584 $25,000 $185,000 $25,000 Completed
Original Budget=Replace Aging Dehumidifier
Dehumidifier for Revised Budget=Repair Humidifier and Modify Ductwork
Comm Center Rink 1 $220,000 $52,074 $49,334 $170,000 $49,334 Revision 2 Budget=Modify Ductwork&Replace Dehumidifier
LED Parking Lot and
Various Building Lighting $80,000 $135,000 $0 $97,985 $0 Engineering Work In Process
Revised Budget=Fund Park Trails with Savings from Dehumidifier
Various Park Trails $0 $89,530 $0 $0 $0 Revision 2 Budget=Fund Park Trails with Other Funding Sources
McKinstry Consulting Consulting for engineering and energy savings verification as required by
All and Engineering $27,000 $28,101 $35,000 the Energy Conservation Stimulus Plan
Budget Subtotals $627,000 $722,985 $722,985
EECBG Grant $627,000 $627,000 $627,000
Estimated Rebates $0 $96,285 $96,285
Project Subtotals $627,000 $722,985 $722,985
Net Project Cost $0 $0 $0 PFS 10/12/10
CITY COUNCIL AGENDA DATE:
SECTION: Consent Calendar October 19, 2010
DEPARTMENT/DIVISION: ITEM DESCRIPTION: ITEM NO.: VIII.E.
Sue Kotchevar, Office of the Approve contract with Vanco to receive
City Manager/Finance utility payments via electronic deposit
Requested Action
Move to: Approve contract with Vanco for the City to receive utility payments from customers
via electronic deposit instead of paper check.
Synopsis
Yearly, the City receives approximately 10,500 utility billing checks from customer using the
direct bill payee service. When customers pay using the direct bill payee service, a check is sent
to the City but the payment stub is not included. Without the payment stub,utility billing is
unable to scan payment into the utility billing system and must hand enter the information.
With this agreement, Vanco will deposit customer payments into the City's account via
electronic deposit on a daily basis. Vanco will also send a detailed file of payments received.
This file will then be uploaded into the utility billing system. Vanco will charge the City$.10
per transaction plus a month fee of$25 or approximately$1,350 annually.
Attachment
Contract
e:sennceeGATEWAYAGRmVENT Return to:
THS AGREEMENT,is rime and entered as of the date that the last party to the agreement executes it Vanco Services, LLC
between VANCO SERVICES,LLC("Vamp")and 651-288-1124 (Fax)
("Qn en ').
RECITALS: Agreement. In no event shall Carpany be liable for any consequential,special,punitive or indirect lass
A Vanco provides services to its customers pursuant to various eservicea programs; damage.
B. Company desires to purchase"eserviceD Gateway'from Vanco pusuant to the terms and 7. VANCO L IABIIJTY. Vanco shall be responsible for pefiahring only those services expressly
canditiors of this to pun ant; provided for in this Agreement and shall be liable only for material cases directly resulting solely from its
intentional rrisocnduct in pe for rring those services. Except as provided in the precedng sentence and
C. For the purpose of this Agreement,the terns used herein are defined as follows: except for an obligation to account for all funds which it receives fray Cahpanys customers,Va ra
shall not have any liability for failing to perform,for delay in performing,a for negligently perfarring any
"ACH'refers to the Automated°eating House Network; Vices prrsuant to this Agreement and shall have no liability for any camsequerrtial,special,punitive a
"ACH Cptiai"referes to a unique ACH ranting and auount nurr t,er provided by Vanco indirect loss a damage.
to Carpany for use by its astamers;
"business day'means a calendar day other than a Saturday,Sunday or Federal holiday; 8.TERM. This Agreement shall eontirxae in effect unless temirated by either party upon thirty(30)days
notice.Provided,however,that in the event that any of the fdlcMng rrn rr.
"Company's Acconf"refers to the account maintained by Company at its financial
irstituficn;and a Warr)detehrines that Carpany has consistently failed to fulfill its obligations to timely post
payments and to timely make returns,
"notice"a"notification'nay be Men in person,by I hrited States Mail with postage b. Vanco attempts to make a debit to Camparny's Account for a return pursuant to Paragraph 3(b)
prepaid a by means of electronic cam unication to the last Mnw rh address of the other which is later retuned because the account has insuffident funds in it to permit the debit
transaction,
Varna and Company hereby agree as fellows: c. Vanco atterrpts to make a debit to Cerpan/s Account pursuant to Paagraph 4,which is later
returned because the account has insuffident funds in it to perrrit the debit transaction,or
1. eservicea GATEWAY. e.services Gateway includes services whereby Vanco receives d. Company beaches any of its warranties in Paragraph 5,
Company payments made by customers of Company where customers have used one of several
bill payment services, bill edledion agents a ACH Option. By using eservices Gateway, Vanco shall be entitled to terminate this contract irrrreciately upon the rrrurence of such event and
Company will receive payment data electronically and payments from Vanco by ACH crecit or wire thereafter gve notice to Company that this Agreement has been terminated.
transfer to Corpan/s Account.
9.CONFIDEMIAUTY. Vanco acknowledges that in perfarring serrvceas fa Carpany pursuant to this
2.COMPANY DUTIES.Company duties shall consist of complying with Paragraphs 5(a)and 5(c). Ageement that it will have arress to information about Company and its customers that is confidential
("Confidential Information"). Vanco agrees to maintain the amfidentiality of Confidential Information and
a VANCO DUTIES.Vanco shall have the fdlotiing duties: will not in any mama-dsseninate Confidential Information to third persons,either in Mole or in part,
a. Va i o will electronically transrrit payment data to Carpany the same day it receives the and will not in any manner use Confidential Information fa its ohm benefit. Va ra shall also take such
data from bill payment services,bill collection agents or via the ACH Option. steps as are reasonable and necessary to rause its employees to be individually subject to an obligation
b. Varna will pay Company by an ACH crecit to Carpen/s Account the rent business day to maintain the cox fidermtiality of Confidential Information.
after it receives funds from bill payment services,bill odlection agents or via the ACH 10. MSCELLAI EOUS. This Agreement shall constitute the entire ageement between the parties and
Option.In the alternative,at Corpan/s request,Vanco will pay Company by wire transfer supersedes al prior oral or written representations,condtic s,warranties,understandings,proposals or
the same business clay it receives funds fran bill payment services,bill cdlectian agents agreements regarcing eserviceDGateway.This Agreement shall be construed under the laws of the
a via the ACH Option. Vanco will timely process any returns received fran Company by State of Minnesota and the exclusive venue for any litigation shall be in the courts of the State of
MIKA) making an ACH debit to Company's Account. Returns will be made when Mnresota. The Carpany hereby submits tothejurisdidionof said courts.
Carpany rejects a payment that is uncured,irurrplete,not identifiable,a the account
was blocked a dosed prior to the tine that the payment was received by Company. This Agreement may hereafter be amended by Vanco giving Carpany advance notice of changes to the
terms and cohditias of this Agreement. Corpan>ys use of eservices Gateway from Vita
4.PROGRAM CHARGES AND TAXES. Company agees to pay Vanco r r u thiy for Program subsequent to such ratification shall oc stitute Cahpan/s consent to such modification.
Charges fa eservices Gateway by an ACH debt to Cahpanys Account or another account as is All of the provisions of this Agreement shall survive its termination except fa Vancds obligation to
designated by Cahpany. Said Program Charges,which Carpany adcndMedges receiving from
Varna,may be modfied at any time upon thirty(30)days notice. Any taxes or fees,except taxes provide eservice�Gateway to Cahpany.
based upon iruor r e,imposed by any federal,state,munidpal a other governmental authority that This Agreement may not be assigned by either party except that either party may assign this Agreement
may be applicable to the services provided to Company prrsuant to this Agreement,shall be paid to any sumcessa by merger,co nsdidation a corporate reorganization.
by Carpany regardless of whether such taxes or fees are added to the invoice which Vanco Eadh pay hereby ova ants and represents that the person whose signature appears below has been
provides to Company,and regardless of when such taxes or fees are determined to be due and dray authorized and that all of the necessary and appropriate corporate authority exists for said party to
owing. The Rogan Charges are small in relation to the amount of the funds proccoced by execute this Agreement.
Vanco pursuant to this Agreement. The Rogram Charges have been established based upon the
limitation of liability set forth in Paagaph 7.
5.COMPANY WARRANTIES. Company hereby warants as follows: VANCO SERVICES LLC
a That it will post payments to its customer's armnt on the day it receives payment data By
from Vanco,if possible,but in any event no later than me(1)business day after the date (Vanco Services,LLC Officer's Sigature)
of transmission of such data
b. That if a astane's payment is late by reason of the fad that the payment was not timely
posted in accordance with Subparagraph a above,Carpany may not charge its customer
(Vanco Services,LLC Office s Printed Name)
arty late fee; Its
c. Carpany shall notify Varna of any payment which has not posted within three (3) (VahcoServioes,LLC Officer's Title)
business clays after the date of receipt of payment data;and Dated:
d. No payment received from Vanco may be retuned unless such payment is itaurect,
iiuxrplete,not identifiable a the accost was blacked or dosed prig to the tine that the
payment was received by Company. COIVPANY
6.COMPANY UABIUTY AND INDEMVRCATION.
Company shall be liable fa all damages With Va La suffers by reason of Carpanys breach of (Legal Business Name)
any of its warranties set forth in Paragaph 5 of this Ageerent or by reason of any other
representation made by it in this Agreement. Carpany indemnifies Vann for all amounts which BY are due Vanco by Carpany pursuant to Paragaph 3 by reason of any ram. (gym Officers Signature)
Carpany hereby inderrnifies and holds Vanco harmless from all daims,damages,and cases of (Company Officers Printed Name)
action(inducing reasonable attane/s fees and costs)With may be asserted against Vanco by
any person by reason of Carpany's heath of the waranties and representatios made by this Its Dated:
(Carpany Officers Title)
Revised 06111/10
CITY COUNCIL AGENDA DATE:
SECTION: Consent Calendar October 19, 2010
DEPARTMENT/DIVISION: ITEM DESCRIPTION: I.C. 10-5772 ITEM NO.: VIILF.
Leslie A. Stovring Approve Change Order for the Riverview
Public Works/Environmental Pond Repair Project.
Requested Action
Move to:
• Approve Change Order No. 1, for the Riverview Road Pond Repair Project to G.F. Jedlicki, Inc.
in the amount of$93,113.88; and
• Approve Amendment to Professional Services Agreement with HTPO, Inc. in the amount of
$9,500
Synopsis
The City Council awarded a construction contract to G.F. Jedlicki on June 15, 2010 for the
Riverview Road Pond Repair Project within Lower Minnesota River Watershed District (LMRWD)
in the amount of $63,856 for the stilling basin portion of the project. However, during
construction, a slope failure due to wet conditions and the presence of underground springs resulted
in the need to excavate, stabilize and restore a much larger area. This resulted in additional
expenses of$93,113.88 for construction and$9,500 for engineering services for a total change order
amount of$102,618.88.
Background Information
The contractor began working on the easterly of the two construction sites that comprise the
contract this summer. This included repair of a stilling basin and erosion gully leading from the
stilling basin to Purgatory Creek. The stilling basin is located on a City outlot. The erosion gully
partly crosses private property at the southern end of the project area.
On August 23, 2010 there was a flow slide that occurred due to wet conditions and underground
springs that were unearthed during the repairs. Although not a technical definition, this might
loosely be described as soils turning to quicksand consistency. The flow slide resulted in a vertical
scarp or failure ridge of about 6 feet high and 150 feet long. The resulting emergency repairs on a
time and material basis to avoid displacement of sediment to Purgatory Creek created a much larger
area disturbed by the excavation, resulting in substantially more surface restoration, materials,
equipment and labor being required. HTPO, Inc. is also requesting additional fees for providing
design and monitoring services to repair the slope failure and down slope impacts to a bridge
located on private property.
The remaining work for repair of the westerly floodplain pond has been delayed due to recent
flooding conditions of the Minnesota River impacting the work site. The contractor will complete
some temporary stabilization efforts at the top of the project area until the site is cleared for
construction. This will likely occur during the summer of 2011.
Financial Implications
The change order and amendment for the project are attached, which results in $102,618.88 of
additional expenses. This amount in addition to the contract amount of $213,606.60 results in a
total project cost of$316,225.48. The project expenses are being paid from the Stormwater Utility
Fund.
Attachment:
Attachment 1 —Jedlicki Change Order
Attachment 2—HTPO Professional Services Agreement Amendment
CHANGE ORDER #1
Date: 10/11/2010
To: City of Eden Prairie
Project Name: Riverview Road Stormwater Repairs: Stilling Basin 36-42-C
City Improvement Contract: No. 10-5772
Contractor: G.F. Jedlicki, Inc.
Engineer: Hansen Thorp Pellinen Olson Inc.
Nature of Changes: Material, Equipment, and Labor needed for emergency repair of landslide.
1. Add 3"-4" rock
2. Add riprap class IV
3. Dump truck rental to haul material to onsite temporary stockpile
4. Dirt removal from site by subcontractor
5. Mat rental for access
6. Clean mats prior to returning to supplier(subcontractor)
7. Add Geofabric under rock and riprap
8. Add Bio logs
9. Add Cat. 1 blanket w/seed
10. Additional tree removal by subcontractor
11. G.F. Jedlicki equipment and labor to perform work
a. Wednesday 8-25-10
b. Thursday 8-26-10
c. Friday 8-27-10
d. Monday 8-30-10
e. Tuesday 8-31-10
Adjustments to Contract Price:
1. 3"-4"rock 362.07 T @ $18.94 per Ton,plus 15% $ 7,886.25
2. Rip rap CL IV 451.1 T @ $36.50 per Ton,plus 15% $ 18,934.92
3. Dump truck 6 hours @ $75.50, plus 15% $ 520.95
4. Dirt removal 391 CY @ $12.00 per CY $ 4,692.00
5. Mats& shipping $21803.64,plus 15% $ 25,074.19
6. Cleaning mats $1042.03,plus 15% $ 1,198.33
7. Geo grid $2470.47,plus 15% $ 2,841.04
8. Bio logs 100 LF @ $2.20 $ 220.00
9. Cat. 1 blanket 1400 @ $1.75 $ 2,450.00
10. Tree removal $600.00 L.S.,plus 15% $ 690.00
11. Labor and equipment costs
a. Wednesday $ 7,652.36
b. Thursday $ 9,759.52
c. Friday $ 9,029.32
d. Monday $ 615.00
e. Tuesday $ 1,550.00
$ 93,113.88
Summary of Contract Changes:
Contract Amount prior to Change Order#1 $ 156,605.50
Net Increase resulting from Change Order#1 $ 93,113.88
Current Contract Amount including
Change Order#1: $ 249,719.35
THE ABOVE CHANGES ARE APPROVED:
Hansen Thorp Pellinen Olson, Inc. City of Eden Prairie
By____. atehAd. By
Date /( //-/U Date
THE ABOVE CHANGES ARE ACCEPTED:
G.F. Jedlicki, Inc.
By 44,444W
Date Ja-If-f®
'� ,
p I I Engineering Surveying
Landscape Architecture
1 LI
September 13,2010
Ms. Leslie Stovring
City of Eden Prairie
8080 Mitchell Road
Eden Prairie,MN 55344
Re: Change Order Work at Stilling Basin 36-42-C
Dear Leslie,
The following estimate for additional services to the scope of work
identified in our Standard Agreement for Professional Services is
provided for your consideration.
Estimate Scope of Service
56,500.00 Construction Administration and
Inspection for Emergency Repair of
Landslide. Includes 40 hours of field time
for inspection and tracking of Contractor's
time and materials, and preparation of
change order.
$3,000.00 Construction Administration and
Inspection for Driveway Improvements
per property owner request (addition of
culvert and timber bridge replacement).
Includes drainage calculations to size
culvert,cost estimate, S hours of field time
for inspection and tracking of Contractor's
time and materials,and preparation of
change order.
$9,500.00 Total
In accordance with the Standard Agreement for Professional
Services,we respectfully request approval for these additional
services,
7510 Market Place Drive
Eden Prairie, MN 55344 Sincerely,
952-829-0700 Hansen Thorp Pellinen Olson, Inc.
952-829-7806 fax y
www.htpo.com / UC (1. 5?0,4114,1 �
Laurie A.Johnson, P.E.
Principal
HANSEN THORP PELLINEN OLSON, INC.
Stovring/Johnson
September 13,2010
Page 2
Approved: City of Eden Prairie
Mayor
City Manager
Date
Engineering • Surveying HOURLY BUDGET
Landscape Architecture Project Riverview Road Emergency Repair
j')
Client City of Eden Prairie
Date 9/8/2010 Job No.
HOURS BILLING RATE TOTALS
PHASE: CATEGORY
500 CONSTRUCTION ADMINISTRATION
Proposed Fee Communications,coordination, and 6 Eng V 139 8.34
$2,500 change order preparation 16'Tech IV 100 1,600
1 Clerical 56 5h
Billable Total $2,434
550 CONSTRUCTION OBSERVATION
Proposed Fee Field inspection,tracking time and 40 Tech IV 100 4,000
$4,000 materials —
Billable Total 54,000
Expenses& Reimbursables
$0
$6,500 Total
Riverview Emergency Repair.xlsx page 1 of 1 9/8/2010
77
1 Engineering • Surveying HOURLY BUDGET
74) E.) Landscape Architecture Project Riverview Road Driveway Change Order
Client City of Eden Prairie
Date 9/13/2010 Job No.
HOURS BILLING RATE TOTALS
PHASE: CATEGORY
250 CONSTRUCTION DOCUMENTS
Proposed Fee Culvert Sizing 4 Eng I 77 308
$1,300 Research and Cost Estimate 6 Tech IV 100 600
Communications and Review 2.5 Eng V 139. 348
Billable Total. $1,256
500 CONSTRUCTION ADMINISTRATION
Proposed Fee Communications,coordination, and 2 Eng V
$9$0 jpreparatian of change order 6 Tech TV 1017 i)110
1 Clerical 56 5h
Billable I`otal $878
550 CONSTRUCTION OBSERVATION
Proposed Fee Field inspection, tracking time and 8-Tech IV 100 7�i
$800 materials
Billable Total 58001
Expenses&Reimbursables
$3,000 Total
Riverview Driveway Change Order.xisx page 1 of 1 9/15/2010
CITY COUNCIL AGENDA DATE:
SECTION: Consent Calendar October 19, 2010
DEPARTMENT/DIVISION: ITEM DESCRIPTION: I.C. 10-5775 ITEM NO.: VIII.G.
Mary Krause Award Contract to Machtemes
Public Works/Engineering Construction, Inc. for Westwind and
Windward Circles' watermain
replacement project
Requested Action
Move to: Award Contract for Westwind and Windward Circles' watermain replacement
project to Machtemes Construction Inc. in the amount of$111,574.25.
Synopsis
Bids were received on Thursday, October 14, 2010 for the Westwind and Windward Circles'
project. Twelve bids were received and are tabulated as indicated on the attached Bid
Tabulation.
Background Information
The watermain replacement is necessary due to numerous repairs/breaks that have occurred on
these lines over the past few years. The low bid is 12% lower than the Engineer's Estimate for
the project of$126,770. The project will be financed with Utility Funds.
Attachment
• Bid Tabulation
• HTPO Recommendation of Award
Bid Tabulation 10-14-2010 City of Eden Prairie
Windward&Westwind Circle Watermain Replacement I.C.#10-5775
Engineers Estimate I Machtemes Contraction Northwest Asphalt,Inc. Wm.Mueller&Sons,Inc. Minger Construction,Inc. Stocker Excavating,Inc. G.F.Jedlicki,Inc.
Item No. Item Qty Unit Unit Price Total Unit Price Total Unit Price Total Unit Price Total Unit Price Total Unit Price Total Unit Price Total
1 Mobilization 1 Lump Sum $6,000.00 $6,000.00 $3,500.00 $3,500.00 $9,765.00 $9,765.00 $7,950.00 $7,950.00 $5,785.00 $5,785.00 $5,000.00 $5,000.00 $6,300.00 $6,300.00
2 Pavement,Curb&Driveway Removal(includes 1150 Sq.Yd. $5.00 $5,750.00 $8.20 $9,430.00 $4.50 $5,175.00 $8.20 $9,430.00 $8.20 $9,430.00 $5.00 $5,750.00 $10.00 $11,500.00
sawcut)
3 Remove Watermain(includes related 400 Lin.Ft. $4.00 $1,600.00 $6.00 $2,400.00 $6.00 $2,400.00 $3.00 $1,200.00 $4.90 $1,960.00 $9.50 $3,800.00 $5.00 $2,000.00
appurtenances)
4 Remove Hydrant 1 Each $400.00 $400.00 $250.00 $250.00 $225.00 $225.00 $800.00 $800.00 $420.00 $420.00 $375.00 $375.00 $470.00 $470.00
5 Street Sweeping 4 Hour $110.00 $440.00 $125.00 $500.00 $100.00 $400.00 $105.00 $420.00 $140.00 $560.00 $110.00 $440.00 $125.00 $500.00
6 Wear Course(MVWE45035B) 105 Ton $90.00 $9,450.00 $85.00 $8,925.00 $94.50 $9,922.50 $85.20 $8,946.00 $84.10 $8,830.50 $95.00 $9,975.00 $90.00 $9,450.00
7 Nonwear Course(MVNW35035B) 122 Ton $85.00 $10,370.00 $81.00 $9,882.00 $80.00 $9,760.00 $81.00 $9,882.00 $78.80 $9,613.60 $95.00 $11,590.00 $85.00 $10,370.00
8 CL 5 Aggregate Base(100%crushed quarry rock) 625 Ton $22.00 $13,750.00 $16.70 $10,437.50 $11.00 $6,875.00 $16.70 $10,437.50 $21.35 $13,343.75 $25.00 $15,625.00 $19.00 $11,875.00
9 Bituminous Tack Coat 60 Gal $5.00 $300.00 $4.50 $270.00 $3.00 $180.00 $4.50 $270.00 $4.30 $258.00 $8.00 $480.00 $5.00 $300.00
10 Mountable Curb&Gutter 460 Lin.Ft. $20.00 $9,200.00 $19.50 $8,970.00 $21.00 $9,660.00 $18.00 $8,280.00 $15.75 $7,245.00 $20.00 $9,200.00 $27.00 $12,420.00
11 Concrete Curb(island restoration,match exs.) 65 Lin.Ft. $18.00 $1,170.00 $20.75 $1,348.75 $23.00 $1,495.00 $18.00 $1,170.00 $19.95 $1,296.75 $23.00 $1,495.00 $30.00 $1,950.00
12 Temporary Water Service 1 Lump Sum $8,000.00 $8,000.00 $4,000.00 $4,000.00 $1,300.00 $1,300.00 $5,500.00 $5,500.00 $2,225.00 $2,225.00 $6,000.00 $6,000.00$11,400.00 $11,400.00
13 6"DIP CL 52 Watermain 533 Lin.Ft. $28.63 $15,260.00 $32.00 $17,056.00 $29.90 $15,936.70 $36.00 $19,188.00 $42.00 $22,386.00 $29.00 $15,457.00 $37.00 $19,721.00
14 MJ DIP Fittings 860 Lbs. $5.00 $4,300.00 $3.50 $3,010.00 $3.35 $2,881.00 $2.58 $2,218.80 $2.10 $1,806.00 $8.00 $6,880.00 $6.00 $5,160.00
15 Hydrant 4 Each $3,000.00 $12,000.00 $2,650.00 $10,600.00 $2,564.00 $10,256.00 $3,191.00 $12,764.00 $3,670.00 $14,680.00 $2,600.00 $10,400.00 $3,400.00 $13,600.00
16 6"Gate Valve 7 Each $900.00 $6,300.00 $950.00 $6,650.00 $870.00 $6,090.00 $1,010.50 $7,073.50 $1,025.00 $7,175.00 $1,200.00 $8,400.00 $940.00 $6,580.00
17 6"x6"Wet Tap and Valve 1 Each $2,200.00 $2,200.00 $1,800.00 $1,800.00 $2,421.00 $2,421.00 $2,500.00 $2,500.00 $3,915.00 $3,915.00 $2,500.00 $2,500.00 $2,600.00 $2,600.00
18 1"Type K Copper Service 100 Lin.Ft. $18.00 $1,800.00 $15.25 $1,525.00 $26.50 $2,650.00 $7.00 $700.00 $22.55 $2,255.00 $19.00 $1,900.00 $20.00 $2,000.00
19 Reconnect Water Service(includes corp stop) 19 Each $350.00 $6,650.00 $175.00 $3,325.00 $400.00 $7,600.00 $825.00 $15,675.00 $675.00 $12,825.00 $295.00 $5,605.00 $450.00 $8,550.00
20 Pipe Bedding-Sand-Gravel Material 170 Ton $16.00 $2,720.00 $7.50 $1,275.00 $7.50 $1,275.00 $9.50 $1,615.00 $0.01 $1.70 $17.00 $2,890.00 $0.01 $1.70
21 Pipe Bedding-Binder Stone 170 Ton $18.00 $3,060.00 $15.00 $2,550.00 $20.00 $3,400.00 $0.01 $1.70 $0.01 $1.70 $25.00 $4,250.00 $0.01 $1.70
22 Topsoil Borrow(LV) 60 Cu.Yd. $20.00 $1,200.00 $26.00 $1,560.00 $20.00 $1,200.00 $26.00 $1,560.00 $20.60 $1,236.00 $20.00 $1,200.00 $18.00 $1,080.00
23 Sod 570 Sq.Yd. $5.00 $2,850.00 $3.00 $1,710.00 $7.00 $3,990.00 $5.25 $2,992.50 $4.60 $2,622.00 $5.90 $3,363.00 $5.00 $2,850.00
24 Curb Inlet Protection 2 Each $250.00 $500.00 $75.00 $150.00 $100.00 $200.00 $450.00 $900.00 $110.00 $220.00 $100.00 $200.00 $100.00 $200.00
25 Irrigation System Repair 3 Lot $500.00 $1,500.00 $150.00 $450.00 $400.00 $1,200.00 $275.00 $825.00 $1,075.00 $3,225.00 $200.00 $600.00 $600.00 $1,800.00
$126,770.00 $111,574.25 $116,257.20 $132,299.00 $133,316.00 $133,375.00 $142,679.40
HTPO 10-038 Page 1 10/14/2010
Bid Tabulation 10-14-2010 City of Eden Prairie
Ryan Contracting Co. Hennen Construction Co. Northdale Construction Co. Kuechle Underground,Inc. G.L.Contracting,Inc. Burschville Construction,Inc. I.C.#10-5775
Item No. Item Qty Unit Unit Price Total Unit Price Total Unit Price Total Unit Price Total Unit Price Total Unit Price Total
1 Mobilization 1 Lump Sum $5,000.00 $5,000.00 $6,000.00 $6,000.00 $27,257.50 $27,257.50 $6,800.00 $6,800.00 $9,142.90 $9,142.90 $6,500.00 86,500.00
2 Pavement,Curb&Driveway Removal(includes 1150 Sq.Yd. $8.00 $9,200.00 $6.00 $6,900.00 $5.00 $5,750.00 $5.00 $5,750.00 $6.30 $7,245.00 $6.00 $6,900.00
sawcut) _
3 Remove Watermain(includes related 400 Lin.Ft. $10.00 $4,000.00 $5.00 $2,000.00 $5.00 $2,000.00 $5.50 $2,200.00 $7.60 $3,040.00 $8.00 $3,200.00
appurtenances)
4 Remove Hydrant 1 Each $500.00 $500.00 $2,000.00 $2,000.00 $150.00 $150.00 $550.00 $550.00 $242.60 $242.60 $1,000.00 $1,000.00
5 Street Sweeping 4 Hour $100.00 $400.00 $85.00 $340.00 $125.00 $500.00 $120.00 $480.00 $178.50 $714.00 $110.00 $440.00
6 Wear Course(MVWE45035B) 105 Ton $78.00 $8,190.00 $115.00 $12,075.00 $89.46 $9,393.30 $90.00 $9,450.00 $98.60 $10,353.00 $90.00 $9,450.00
7 Nonwear Course(MVNW35035B) 122 Ton $73.00 $8,906.00 $105.00 $12,810.00 $85.05 $10,376.10 $90.00 $10,980.00 $98.60 $12,029.20 $85.00 $10,370.00
8 CL 5 Aggregate Base(100%crushed quarry rock) 625 Ton $18.00 $11,250.00 $18.00 $11,250.00 $15.08 $9,425.00_ $20.00 $12,500.00 $33.40 $20,875.00 $15.00 $9,375.00
9 Bituminous Tack Coat 60 Gal $4.00 $240.00 $4.00 $240.00 $4.73 $283.80 $3.00 $180.00 $1.10 $66.00 $4.00 $240.00
10 Mountable Curb&Gutter 460 Lin.Ft. _ $22.00 $10,120.00 $20.00 $9,200.00 $15.23 $7,005.80_ $25.00 $11,500.00 $20.20 $9,292.00 $25.00 $11,500.00
11 Concrete Curb(island restoration,match exs.) 65 Lin.Ft. $25.00 $1,625.00 $24.00 $1,560.00 $19.51 $1,268.15 $30.00 $1,950.00 $22.40 $1,456.00 $30.00 $1,950.00
12 Temporary Water Service 1 Lump Sum $8,000.00 $8,000.00 $5,000.00 $5,000.00 $5,000.00 $5,000.00_$100.00 $100.00 $8,087.90 $8,087.90 $5,000.00 $5,000.00
13 6"DIP CL 52 Watermain 533 Lin.Ft. $40.00 $21,320.00 $48.00 $25,584.00 $42.37 $22,583.21 $51.00 $27,183.00 $35.20 $18,761.60 $76.50 $40,774.50
14 MJ DIP Fittings 860 Lbs. _ $3.00 $2,580.00 $4.00 $3,440.00 $3.20 $2,752.00 $3.08 $2,648.80 $4.30 $3,698.00 $2.75 $2,365.00
15 Hydrant 4 Each $3,500.00 $14,000.00 $4,000.00 $16,000.00 $2,647.83 $10,591.32 $3,400.00 $13,600.00 $3,251.50 $13,006.00 $2,800.00 $11,200.00
16 6"Gate Valve 7 Each $1,300.00 $9,100.00 $1,500.00 $10,500.00 $1,251.11 $8,757.77 $1,500.00 $10,500.00 $1,090.70 $7,634.90 $1,100.00 $7,700.00
17 6"x6"Wet Tap and Valve 1 Each $4,000.00 $4,000.00 $4,000.00 $4,000.00 $3,074.77 $3,074.77 $5,500.00 $5,500.00 $2,570.00 $2,570.00 $3,000.00 $3,000.00
18 1"Type K Copper Service 100 Lin.Ft. $15.00 $1,500.00 $16.00 $1,600.00 $25.64 $2,564.00 $33.00 $3,300.00 $21.40 $2,140.00 $50.00 $5,000.00
19 Reconnect Water Service(includes corp stop) 19 Each $900.00 $17,100.00 $500.00 $9,500.00 $575.25 $10,929.75 $810.00 $15,390.00 $323.40 $6,144.60 $1,000.00 $19,000.00
20 Pipe Bedding-Sand-Gravel Material 170 Ton $0.01 $1.70 $0.01 $1.70 $0.01 $1.70 $16.00 $2,720.00 $34.70 $5,899.00 $20.00 $3,400.00
21 Pipe Bedding-Binder Stone 170 Ton $0.01 $1.70 $0.01 $1.70 $0.01 $1.70 $27.00 $4,590.00 $52.60 $8,942.00 $26.00 $4,420.00
22 Topsoil Borrow(LV) 60 Cu.Yd. $25.00 $1,500.00 $12.00 $720.00 $30.00 $1,800.00_ $20.00 $1,200.00 $20.00 $1,200.00 $20.00 $1,200.00
23 Sod 570 Sq.Yd. $5.00 $2,850.00 $4.50 $2,565.00 $4.46 $2,542.20_ $5.00 $2,850.00 $4.80 $2,736.00 $5.50 $3,135.00
24 Curb Inlet Protection 2 Each $300.00 $600.00 $150.00 $300.00 $250.00 $500.00 $300.00 $600.00 $364.00 $728.00 $200.00 $400.00
25 Irrigation System Repair 3 Lot $1,000.00 $3,000.00 $500.00 $1,500.00 $500.00 $1,500.00 $200.00 $600.00 $560.00 $1,680.00 $500.00 $1,500.00
$144,984.40 $145,087.40 $146,008.07 $153,121.80 $157,683.70 $169,019.50
HTPO 10-038 Page 2 10/14/2010
7.
1 I Engineering Surveying
Landscape Architecture
1
October 14,2010
Mr. Rod Rue
City of Eden Prairie
8080 Mitchell Road
Eden Prairie, MN 55344
Re: Construction Bids for Windward &Westwind Circle
Watermain Replacement, I.C. 10-5775
Dear Mr. Rue,
Bids were received and opened at 10:00 a.m. on Thursday October 14,
2010 for the above referenced project. The bids are shown on the attached
Summary of Bids.
The Engineer's Estimate for this project was$126,770.00. The low bidder,
Machtemes Construction, Inc., came in 12% below the Engineer's
Estimate with a bid of$111,574.25.
Recommendation is made that the City Council awards X.C. 10-5775 to
Machtemes Construction, Inc. in the amount of $111,574.25. This
recommendation considers that the City Council reserves the right to
waive minor irregularities and further reserves the right to award the
contract in the best interests of the City.
Respectfully,
Hansen Thorp Pellinen Olson, Inc.
74:11)/-.."
Laurie A.Johnson, P.E.
7510 Market Place Drive Enclosures
Eden Prairie MN 55344
952-829-0700
952-829-7806 fax
www.htpo.com
HANSEN THORP PELLINEN OLSON, INC.
SUMMARY OF BIDS
City of Eden Prairie
[.C. 10-5775
DESCRIPTION: Windward & Westwind Watermain Replacement
BID OPENED: October 14, 2010
CONSULTING ENGINEER: Hansen Thorp Pellinen Olson, Inc.
CHECKED BY: Hansen Thorp Pellinen Olson, Inc.
Bidder Bid Security Total Bid
Machternes Construction Yes $111.574.25
Northwest Asphalt, Inc. Yes $116,257.20
Wm. Mueller& Sons Yes $132,299.00
Minger Construction, Inc. Yes $133,316.00
Stocker Excavating, Inc. Yes $133,375.00
O.F. Jedlicki, Inc. Yes $142,679,40
Ryan Contracting Co. Yes $144,984.40
Hennen Construction Co. Yes $145.087.40
Northdale Construction Co. Yes $146.008.07
Kuechle Underground, Inc. Yes $153,121.80
G.I . Contracting. Inc. Yes $157.683.70
Burschville Construction, Inc. Yes $169,0I9.50
CITY COUNCIL AGENDA DATE:
SECTION: Consent Calendar October 19, 2010
DEPARTMENT/DIVISION: ITEM DESCRIPTION: ITEM NO.: VIII.H.
Stuart Fox, Parks and Natural Award Quote for Round Lake Skate Park
Resources Manager, Parks and Concrete Pad to Kamida, Inc.
Recreation
Motion
Move to: Award the quote for a concrete pad at Round Lake Skate Park to Kamida, Inc. in
the amount of$25,039.00.
Synopsis
The City solicited price quotes for a concrete pad to replace the existing bituminous pad for the
skate park equipment at Round Lake Park. The plans and specifications were prepared for the 60
foot by 110 foot concrete pad(same size as the existing skate park area). The City received
quotes from three contractors.
Background
The scope of this project is to replace the existing bituminous pad for the Round Lake Skate Park
whose surface is rough, severely degraded and in poor condition. Due to its degraded condition
the bituminous surface has become very rough and cannot be restored to a smooth condition
which is necessary for safe skate park activities.
The funding for this reconstruction comes from approved 2009-13 Capital Improvement Budget.
The specific source of the funds is from the Park Improvement Funds (Park Dedication Fees).
Bid Summary and Recommendation
The summary of the three quotes submitted is as follows:
Kamida, Inc. $25,039.00
Curb Masters, Inc. $25,725.00
S.M. Hentges & Sons $30,870.00
Staff estimate for this project,based on 2009 bid/quote information, was $33,000.
Each of the submitters met the guidelines as detailed in the bid specification document. Staff
recommends the contract be awarded to Kamida,Inc.
CITY COUNCIL AGENDA DATE:
SECTION: Public Hearing October 19, 2010
DEPARTMENT/DIVISION: ITEM DESCRIPTION: ITEM NO.: IX.A.
Jim Richardson Special Assessment Hearing for the
Public Works/Engineering Approval of the 2010 Special
Assessments
Requested Action
Move to:
• Close the public hearing for the approval of the 2010 Special Assessments; and
• Adopt the resolution approving all Special Assessments presented in the fall of 2010
Synopsis
Each year, the City Council holds a public hearing to consider levying the Special Assessments that
have been identified over the previous 12 months. This year, the Council will address one
improvement project and is being requested to reduce the interest rate for the project— Singletree
Lane Improvements—from 7.5%to 5.25%. Staff also recommends Council approve the list of
supplemental assessments for such things as trunk utility assessments and contracted removal
assessments.
Background Information
In regard to the Singletree Lane Improvement project, there is a signed and recorded Agreement
Regarding Special Assessments dated September 4, 2007, in which the owner of the properties
agrees to the levying of assessments at an interest rate of 7.5%. Due to the recent drop in interest
rates, City Staff is recommending that the interest rate for the project be set at 5.25% in line with
other assessments for this year.
City Council established the amount to be assessed for this fall's assessment hearing at its regular
meeting on September 17, 2010. Since that time, the owners of Randy's Bobby and Steve's have
requested that the City portion of the sewer and water access charges in the amount of$55,800.00 be
levied as an assessment rather than paying the cost in cash at time of building permit. We have
accommodated these requests in the past for businesses that have high water use, which translates
into high access charges. We have received a 100% Petition from the partnership, which waives
their right to public hearing for the cost to be assessed. Therefore, even thought the adoption of the
resolution setting the amount to be assessed did not include their amount, the waiver allows the
process to be finalized at the scheduled assessment hearing.
See Exhibit A for the complete list of projects that the Council will be asked to approve for levying
Special Assessments for collection with property taxes. The total amount proposed to be assessed in
2010 is $1,284,177.31.
Attachments
• Resolution
• Exhibit A
CITY OF EDEN PRAIRIE
HENNEPIN COUNTY, MINNESOTA
RESOLUTION NO. 2010-
WHEREAS, pursuant to proper notice duly given as required by law, the City Council has met
and heard and passed upon all objections in the proposed assessments for the following
improvements to wit:
(See Exhibit A attached)
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Eden Prairie:
1. Such proposed assessments are hereby accepted and shall constitute the special assessment
against the lands in the final assessment rolls, and each tract of land therein included is
hereby found to be benefited by the improvement in the amount of the assessment levied
against it.
2. Such assessment shall be payable in equal annual installments extending over a period of
years as shown on Exhibit A. Installments shall bear interest at the rates shown on Exhibit
A, except no interest shall be charged if the entire assessment is paid on or before
November 30, 2010. To the first installment shall be added interest on the entire
assessment from November 1, 2010 until December 31, 2011. To each subsequent
installment when due shall be added interest for one year on all unpaid installments.
3. The Clerk shall forthwith transmit a certified duplicate of this assessment to the County
Auditor to be extended on the property tax lists of the County, and such assessments shall
be collected and paid over in the same manner as other municipal taxes beginning in 2011.
4. It is hereby declared to be the intention of the Council to reimburse itself in the future for
the portion of the cost of this improvement paid for from municipal funds by levying
additional assessments, on notice and hearings as provided for the assessments being
made, upon any properties abutting on the improvements but not herein assessed for the
improvement when changed conditions relating to such properties make such assessment
feasible.
ADOPTED by the Eden Prairie City Council on the 19th day of October, 2010.
Phil Young, Mayor
ATTEST: SEAL
Kathleen Porta, City Clerk
EXHIBIT A
1. I.C.07-5690
Singletree Lane Improvements Project Cost: $1,553,168.61
City Share: $421,079.61
Net Assessment: $1,132,089.00
Property Owner Parcel PID# Years/% Amount
Windsor Plaza,LLC 14-116-22-13-0049 15 Years at 5.25% $834,268.54
Windsor Plaza,LLC 14-116-22-13-0050 15 Years at 5.25% $75,558.84
Windsor Plaza,LLC 14-116-22-13-0051 15 Years at 5.25% $77,870.58
Windsor Plaza,LLC 14-116-22-13-0052 15 Years at 5.25% $77,870.58
Windsor Plaza,LLC 14-116-22-13-0053 15 Years at 5.25% $66,520.46
Supplementals
Trunk Sewer and Water Parcel PID# Years/% Amount
Kaerwer Addition 10-116-22-11-0050 5 Years/5.25% $1,559.44
Olympic Hills Chris Addition 25-116-22-24-0003 & 0027 5 Years/5.25% $8,475.30
Connection Fees
Olympic Hills Chris Addition 25-116-22-24-0003 &0027 5 Years/5.25% $50,832.00
SAC &WAC Fees
Aqua Addition 01-116-22-13-0036 10 Years/5.25% $30,200.00
Bobby& Steve's 14-116-22-13-0047 5 Years/5.25% $55,880.00
Snow Contracted Removal
Wade 23-116-22-23-0023 1 Years/5.25% $52.50
Tree Contracted Removal
Manley Land Development, Inc 20-116-22-33-0125 1 Years/5.25% $1,069.00
Tall Grass/Weed Contract ed Removal
Agri 04-116-22-31-0105 1 Years/5.25% $137.01
Wallace/Babbitt 16-116-22-41-0095 1 Years/5.25% $274.02
Lakewest Holdings,LLC 25-116-22-43-0260 1 Years/5.25% $287.01
Lihe/Hui 29-116-22-22-0015 1 Years/5.25% $137.01
Elashri/Hassan 35-116-22-14-0009 1 Years/5.25% $137.01
Neal 35-116-22-21-0066 1 Years/5.25% $137.01
CITY COUNCIL AGENDA DATE:
SECTION: Public Hearing October 19, 2010
DEPARTMENT/DIVISION: ITEM DESCRIPTION: ITEM NO.: IX.B.
Office of the City Manager/ Public Hearing on Proposed
Finance, Sue Kotchevar Changes to Utility Rates and the
Water Utility Rate Structure
Requested Action
Move to:
• Close the public hearing
• Adopt resolution approving changes to utility rates and the utility rate structure
Synopsis
The City is currently transitioning from a period of utility expansion and shifting its focus toward
facilitating sustainability of existing system infrastructure through continuous and proactive
maintenance and rehabilitation. The City aims to develop a long-term and comprehensive plan
for funding operation and maintenance (O&M) of its utilities through the establishment of
strategic utility rate structures and reserve accounts. Comprehensive rate planning, revenue
stability, and overall revenue adequacy of the Water, Sewer, and Storm Drainage Utilities are
high priorities for the City of Eden Prairie.
The City retained Advanced Engineering and Environmental Services, Inc. (AE2S) to develop a
ten-year utility rate study for its Water, Sewer, and Storm Drainage Utilities. Continuing to
provide above average service at affordable rates, while providing for the long term
sustainability of the utilities is a primary goal for the City of Eden Prairie. This study and the
implementation of the recommendations is an important step in planning for the challenges
associated with successfully and equitably meeting future utility revenue requirements.
The proposed changes will transition the operations from a period of utility expansion and
shifting focus toward facilitating sustainability of existing system infrastructure, increase the
stability of revenues, and promote conservation efforts not only for environmental reasons but to
minimize the need for future significant infrastructure expansion.
Background
The City of Eden Prairie Water, Sewer, and Storm Drainage Utilities serve approximately 65,500
people, including residential, commercial, and industrial users. The City is nearing complete
build-out and is planning for an ultimate population of approximately 77,000 residents, largely
through infill and redevelopment. As a result of prudent planning and expansion of the utility
systems over the past several years, it is anticipated that few major capital expansion projects are
required in the foreseeable future. However, as moderate growth continues and existing
infrastructure ages, the City is proactively planning for the development of appropriate financial
resources to provide responsible maintenance and rehabilitation of the existing utility systems.
Residents have been fortunate to be charged some of the most affordable rates for utility services
in the region. Based on the 2009 North Central Utility Rate Survey compiled by AE2S, the
combined Water, Sewer, and Storm Drainage Utility bill for an Eden Prairie resident generating
7,500 gallons of flow per month currently ranks near the lowest cost when compared to other
systems surveyed in the Minneapolis metropolitan.
The City awarded a contract with AE2 in January of 2010 to perform at utility rate study. The
goals/tasks of the study included the following:
• A high level engineering review of the status of the infrastructure to determine
appropriate amounts to collect for the capital needs of the system
• Preparation of budget projections
• Analysis of the current rate structure and evaluation of the need for rate adjustments
based on budget projections
• Possible recommendation(s) of a different rate design if it would better meet the needs of
citizens and the utility system
• Review of irrigation cost demand on the system and analysis to determine if irrigation
demand is paid by customers who irrigate
• Recommendation of reserve policies to ensure the utility is prepared to meet capital,
contingency and other needs.
The process included many meetings with AE2 staff and City staff, a session with the Budget
Advisory Commission, a session with the Conservation Commission, and a City Council
Workshop.
AE2 completed the study and staff is now moving forward with the implementation of the
recommended changes.
Recommendations included the following:
• Review Water COSA (Cost of Service Analysis) Every 5 Years
• Correct Inequities
o Reduce System Demand or Increase Cost of Water for Irrigation
• Support Recommended CIP
• Develop Independent Water& Sewer Utilities
• Evaluate Transition to Monthly Billing for All Customers
• Review Revenue Adequacy Annually
• Monitor Near-Term Revenue Stability
• Fund Operating, Debt Service, and Capital Reserves
• Adopt Annual Rate Indexing
• Annually Increase Misc. Utility Charges
• Consider Transition to Inclining Block Rate Structure
• Communicate Changes in Rate Structure & Increases to Public
Staff will review the proposed rate changes at the 10/19/2010 City Council Meeting and ask for
City Council approval of the changes. Staff can then move forward with the necessary computer
programming changes and a communication plan.
Staff recommends implementing all the recommendations. Staff does not plan to transition to
monthly utility billing at this time. This change was discussed with the Budget Advisory
Commission, the Conservation Commission and at the City Council Workshop. Based on the
cost/benefit analysis there was not strong support. This is a change that could occur in the
future. Also, this would be a more substantial change and require additional time for computer
programming changes.
Attachment
Resolution
CITY OF EDEN PRAIRIE
HENNEPIN COUNTY, MINNESOTA
RESOLUTION NO. 2010-
RESOLUTION AMENDING RESOLUTION NO. 2009-77, REGULATING FEES AND
CHARGES FOR BUSINESS LICENSES, PERMITS AND MUNICIPAL SERVICES
The City Council of the City of Eden Prairie amends Fee Resolution No. 2009-77 as follows:
Service Fee Description
Storm Drainage Land Use Quarterly Fee
Single-family homes $ 5.00 Each
Multifamily/apartments $ 49.75 per acre rates.Divide each by3 for monthly rates.
Industrial $ 49.75 per acre rates.Divide each by3 for monthly rates.
Commercial/office $ 64.80 per acre rates.Divide each by3 for monthly rates.
Institutions $ 56.40 per acre rates.Divide each by3 for monthly rates.
Airport/landfill $ 12.40 per acre rates.Divide each by3 for monthly rates.
Parks/open space/golf course $ 7.00 per acre rates.Divide each by 3 for monthly rates.
Undeveloped land $ 16.60 Each
User Charges
** Penahyfor billed charges:1%per month on account not paid within 30 days of billing
**A residential equivalent connection(R.E.C.)in one dwelling unit
**The minimum monthly use charge for uses otherthan residential shall be the same as 1R.E.0
Sanitary sewer $ 2.35 Per 1,000 gallons-Subject-to minimum of 4,000 gallons per quarter per R.E.C.
Water(Residential) Per 1,000 gallons-Subject to minimum of 4,000 gallons per quarter per R.E.C.
Flow Charge $ 1.80 0to36,000 gallons
Flow Charge $ 2.80 36,001 to 48,000 gallons
Flow Charge $ 3.30 48,001 to 60,000 gallons
Flow Charge $ 3.80 60,001 to 78,000 gallons
Flow Charge $ 4.30 78,001 and above
Water
All Other Classes
Includes Commerical,Apartments,Institutions,etc.
Irrigation Irrigation only Meters Residential and OtherClasses
Flow Charge $ 2.80 0to48,000gallons
Flow Charge $ 3.30 48,001 to 60,000 gallons
Flow Charge $ 3.80 60,001 to 78,000 gallons
Flow Charge $ 4.30 78,001 and above
Fixedcharges-PerQuarter $ 15.60 Per quarter
Each R.E.C.will be billed:$7.80 fixed charge for water and$7.80 fixed charge for sewer
Fixed charges are billed on the greater of the number of R.E.C.'s on connections
Fixed charges-Per Month $ 6.30 Per month
Each R.E.C.will be billed:$3.15fixed chargeforwaterand$3.15 fixed charge forsewer
Fixed charges are billed on the greater ofthe numberofREC.'s on connections
ADOPTED by the City Council of Eden Prairie this 19th day of October, 2010, to be effective
the 1st day of January, 2011.
Phil Young, Mayor
ATTEST:
Kathleen Porta, City Clerk
,
2011 Fee Resolution - Changes
Service Description 2009 2010 2011 %Change
10 to 11
Storm Drainage land Use Quarterly Fee
Single-family homes Each $ 4.00 $ 4.00 $ 5 00 25.0%
Multi-family/apartments per acre rates.Divide each by 3 for monthly rates. $ 39.60 $ 39.60 $ 49.75 25.696
Industrial per acre rates.Divide each by 3 for monthly rates. $ 39.60 $ 39.60 $ 49.75 25.6%
Commercial/office per acre rates.Divide each by 3 for monthly rates. $ 51.60 $ 51.60 $ 64.80 25.6%
Institutions per acre rates.Divide each by 3 for monthly rates. $ 44.88 $ 44.88 $ 56.40 25.79;
Airport/landfill per acre rates.Divide each by 3 for monthly rates. $ 9.84 $ 9.84 $ 12.40 26.0%
Parks/open space/golf course per acre rates.Divide each by 3 for monthly rates. $ 5.52 $ 5.52 $.: 7.00. 26.89;
Undeveloped land Each $ 13.20 $ 13.20 $ 16.60 25.89; I
User Charges 1
•`Penalty for billed charger 195 per month on account not paid within 30 days of billing
"A residential equivalent connection(RE.C.)is one dwelling unit
"The minimum monthly use charge for uses other than residential shall be the same as 1 RE.0
Sanitary sewer Per 1,000 gallons-Subject to minimum of 4,000 gallons per quarter per RE.C. $ 2.00 $ 2.20 $ 2.35 6.896
Water(Residential) Per 1,000 gallons-Subject to minimum of 4,000 gallons per quarter per RE.C. $ 1.75 $ 1.75 $ 100.09;
Flow Charge 0 to 36,000 gallons $ - 1.80
Flow Charge 36,001 to 48,000 gallons $ : 2.80
Flow Charge 48,001 to 60,000 gallons $ 3 30
Flow Charge 60,001 to 78,000 gallons $ 3 80
Flow Charge 78,001 and above $ 4.30
Water
All Other Classes $ 1.80
Includes Commerical,Apartments,Institutions,etc.
Irrigation Irrigation only Meters Residential and Other Classes
Flow Charge 0 to 48,000 gallons
Flow Charge 48,001 to 60,000 gallons
Flow Charge 60,001 to 78,000 gallons $ 3.80
Flow Charge 78,001 and above $!: ii4.30
Fixed charges-Per Quarter Per quarter $ 12.50 $ 12.50 $ 15.60 24.8%
Each R.E.C.will be billed$7.80 fixed charge for water and$7.80 fixed charge for sewer 0.0%
Fixed charges are billed on the greater of the number of RE.C:s on connections 0.0%
0.0%
Fixed charges-Per Month Per month $ 5.00 $ 5.00 $ 6.30 26.0%
Each RE.C.will be billed:$3.15 fixed charge for water and$3.15 fixed charge for sewer
Fixed charges are billed on the greater of the number of RE.C:s on connections _,_,
CITY COUNCIL AGENDA DATE:
SECTION: Payment of Claims October 19, 2010
DEPARTMENT/DIVISION: ITEM DESCRIPTION: ITEM NO.: X.
Sue Kotchevar, Office of the Payment of Claims
City Manager/Finance
Requested Action
Move to: Approve the Payment of Claims as submitted (roll call vote)
Synopsis
Checks 201955 - 202328
Wire Transfers 3975 - 3982
Attachments
City of Eden Prairie
Council Check Summary
10/19/2010
Division Amount Division Amount
General 45,002 316 WAFTA 4,703
100 City Manager 500 803 Escrow Fund 4,497
101 Legislative 26,814 Total Agency Funds 9,200
102 Legal Counsel 333
110 City Clerk 849 807 Benefits Fund 340,392
111 Customer Service 8,017 812 Fleet Internal Service 32,972
112 Human Resources 41 813 IT Internal Service 6,244
114 Benefits&Training 118 815 Facilites Operating ISF 16,060
130 Assessing 1,088 816 Facilites City Center ISF 17,440
131 Finance 140 817 Facilites Comm.Center ISF 14,977
132 Housing and Community Services 10,776 Total Internal Service Funds 428,085
133 Planning 563
136 Public Safety Communications 6,114 Report Total 1,584,937
150 Park Administration 1,687
151 Park Maintenance 12,181
153 Organized Athletics 4,608
154 Community Center 3,673
156 Youth Programs 31,579
158 Adult Recreation 2,213
159 Recreation Administration 537
160 Therapeutic Recreation 12
162 Arts 3,748
163 Outdoor Center 739
167 CC-Youth Programs 12,917
168 Arts Center 2,397
180 Police 6,106
183 Emergency Preparedness 67
184 Fire 24,385
200 Engineering 968
201 Street Maintenance 148,973
202 Street Lighting 316
Total General Funds 357,459
301 CDBG 4,705
303 Cemetary Operation 2,220
304 Senior Board 101
308 E-911 637
317 Eden Prairie Players 500
Total Special Revenue Funds 8,162
315 Economic Development 12,744
502 Park Development 265
503 Utility Improvement 18,896
512 CIP Trails 1,885
522 Improvement Projects 2006 26,193
Total Capital Project Funds 59,983
601 Prairie Village Liquor 89,639
602 Den Road Liquor 136,472
603 Prairie View Liquor 102,824
605 Den Road Building 900
701 Water Fund 32,557
702 Sewer Fund 277,086
703 Storm Drainage Fund 82,571
Total Enterprise Funds 722,049
City of Eden Prairie
Council Check Register
10/19/2010
Check# Amount Vendor/Explanation Account Description Business Unit Explanation
202034 276,694 METROPOLITAN COUNCIL ENVIRONME MCES User Fee Sewer Utility-General MCES Monthly Fees
3976 180,685 CERIDIAN State Taxes Withheld Health and Benefits Payroll Taxes
201975 146,043 BITUMINOUS ROADWAYS INC Asphalt Overlay Street Maintenance Bituminous Overlay
3981 118,360 PUBLIC EMPLOYEES RETIREMENT AS PERA Health and Benefits PERA
202116 59,843 G.F.JEDLICKI INC Improvement Contracts Storm Drainage
202291 43,550 SKYHAWKS SPORTS ACADEMY INC Instructor Service Camps
202221 40,606 JOHNSON BROTHERS LIQUOR CO Liquor Den Road Liquor Store
202010 28,994 HANSEN THORP PELLINEN OLSON Design&Engineering Utility Improvement Fund
202321 28,788 WIRTZ BEVERAGE MINNESOTA Transportation Prairie View Liquor Store
202022 27,017 JOHNSON BROTHERS LIQUOR CO Transportation Den Road Liquor Store
202229 26,744 LEAGUE OF MINNESOTA CITIES Dues&Subscriptions City Council
202081 26,523 SRF CONSULTING GROUP INC Design&Engineering Improvement Projects 2006
202177 22,122 DIVERSE BUILDING MAINTENANCE Janitor Service Arts Center
202102 20,883 WIRTZ BEVERAGE MINNESOTA BEER Beer Prairie View Liquor Store
3979 19,727 US BANK TRUST Other Deductions Health and Benefits
3978 19,519 ING Deferred Compensation General Fund
202279 18,899 QUALITY WINE&SPIRITS CO Wine Domestic Den Road Liquor Store
202107 18,711 YOCUM OIL COMPANY INC Motor Fuels Fleet Operating
202101 16,248 WIRTZ BEVERAGE MINNESOTA Wine Domestic Den Road Liquor Store
202063 15,849 QUALITY WINE&SPIRITS CO Transportation Den Road Liquor Store
202300 15,432 THORPE DISTRIBUTING Beer Prairie View Liquor Store
3977 15,425 ICMA RETIREMENT TRUST-457 Deferred Compensation General Fund
202270 15,084 PHILLIPS WINE AND SPIRITS INC Wine Imported Den Road Liquor Store
202087 14,386 THORPE DISTRIBUTING Misc Taxable Prairie View Liquor Store
202322 12,944 WIRTZ BEVERAGE MINNESOTA BEER Misc Taxable Prairie View Liquor Store
202202 12,724 HENNEPIN COUNTY TREASURER-TAXP Licenses,Permits,Taxes Economic Development Fund
202019 12,210 JJ TAYLOR DISTRIBUTING MINNESO Transportation Prairie View Liquor Store
202216 11,753 JJ TAYLOR DISTRIBUTING MINNESO Transportation Prairie View Liquor Store
3980 11,610 US BANK TRUST HRA Health and Benefits
202266 11,086 PAUSTIS&SONS COMPANY Transportation Prairie View Liquor Store
202172 8,849 DAY DISTRIBUTING Beer Prairie View Liquor Store
202054 8,281 PHILLIPS WINE AND SPIRITS INC Transportation Den Road Liquor Store
202133 8,171 MADISON NATIONAL LIFE Disability Ins Employers Health and Benefits
202273 7,750 PROP Other Contracted Services Housing and Community Service
202105 7,072 XCEL ENERGY Electric Prairie Village Liquor Store
202028 6,400 MARTIN-MCALLISTER Employment Support Test Fire
202200 6,276 GRAYMONT Treatment Chemicals Water Treatment Plant
202007 6,181 GRAYMONT Treatment Chemicals Water Treatment Plant
202210 5,633 INFRATECH Equipment Repair&Maint Infiltration/Inflow Study
202113 5,183 EMERGENCY APPARATUS MAINTENANC Equipment Repair&Maint Fire
202153 5,164 BELLBOY CORPORATION Transportation Prairie View Liquor Store
202319 4,766 WINE MERCHANTS INC Wine Domestic Den Road Liquor Store
202274 4,705 PROP Other Contracted Services CDBG-Public Service
Check# Amount Vendor/Explanation Account Description Business Unit Explanation
202314 4,698 WALL TRENDS INC Contract Svcs-General Bldg City Hall-CAM
202051 4,675 PAUSTIS&SONS COMPANY Transportation Den Road Liquor Store
202037 4,508 MIDWEST ASPHALT CORPORATION Repair&Maint. Supplies Storm Drainage
202242 4,501 MIDWEST ASPHALT CORPORATION Patching Asphalt Street Maintenance
202142 4,353 AMEC GEOMATRIX Other Contracted Services WAFTA
201987 4,073 DAY DISTRIBUTING Beer Prairie View Liquor Store
202317 4,041 WINE COMPANY,THE Transportation Prairie View Liquor Store
202106 3,715 YALE MECHANICAL INC Building Repair&Maint. Water Treatment Plant
202099 3,623 WINE MERCHANTS INC Transportation Den Road Liquor Store
202015 3,531 HOHENSTEINS INC Beer Prairie View Liquor Store
202160 3,386 CEMSTONE PRODUCTS COMPANY Improvement Contracts CIP Trails
202305 3,326 TURNKEY DIRECT MARKETING INC Printing Fire
202002 3,300 GE FANUC AUTOMATION AMERICAS I Process Control Equipment Water Treatment Plant
201992 3,245 ECOLAB INC Contract Svcs-Pest Control Community Center Maintenance
201970 3,215 BAUER BUILT TIRE AND BATTERY Tires Fleet Operating
202163 3,054 CERIDIAN Ceridian IT Operating
202125 3,000 POSTAGE BY PHONE RESERVE ACCOU Postage Customer Service
201993 2,901 EDEN PRAIRIE HIGH SCHOOL Deposits Escrow
201980 2,887 CEMSTONE PRODUCTS COMPANY Repair&Maint. Supplies Storm Drainage
202001 2,773 GALE-TEC ENGINEERING INC Design&Engineering Storm Drainage
202239 2,500 MEALS ON WHEELS Other Contracted Services Housing and Community Service
202123 2,430 MOBILE RADIO ENGINEERING INC Equipment Repair&Maint Public Safety Communications
202261 2,383 NORCOSTCO Capital Under$10,000 Summer Theatre
201972 2,373 BELLBOY CORPORATION Transportation Prairie View Liquor Store
202029 2,294 MCQUAY INTERNATIONAL Contract Svcs-HVAC Public Works/Parks
202011 2,280 HEALTH ACTIVATION SERVICES PLC Health&Fitness Fire
202185 2,138 ENVIRONMENTAL EQUIPMENT&SERV Equipment Parts Fleet Operating
202086 2,124 TESSMAN SEED CO Chemicals Park Maintenance
201981 1,920 CHEMSEARCH Supplies-HVAC City Hall-CAM
202004 1,915 GRAINGER Repair&Maint. Supplies Utility Operations-General
202023 1,872 KAISER,DAVID S Capital Under$10,000 Furniture
3982 1,841 GENESIS EMPLOYEE BENEFITS,INC Other Contracted Services Health and Benefits
201996 1,757 ESS BROTHERS&SONS INC Repair&Maint. Supplies Infiltration/Inflow Study
202092 1,708 VAN PAPER COMPANY Cleaning Supplies City Hall-CAM
202112 1,647 DAN'S SOUTHSIDE MARINE Equipment Repair&Maint Fire
202231 1,637 LIGHTNING PRINTING INC Miscellaneous Parks Administration
202176 1,600 DIETHELM,TAMMY L Other Contracted Services Pleasant Hill Cemetery
202006 1,460 GRAPE BEGINNINGS Transportation Prairie Village Liquor Store
202145 1,412 ANCHOR PRINTING COMPANY Printing Art Crawl
202134 1,403 US POSTMASTER Postage Water Accounting
202201 1,380 GUNDERSON,CONSTANCE L. Instructor Service Arts Center
202257 1,380 NEUMANN,NEAL Other Contracted Services Softball
202174 1,335 DECORATIVE DESIGNS INC Contract Svcs-Garden Rm/Caf. City Hall-CAM
202264 1,300 PAUL'S TWO-WAY RADIO Other Contracted Services Public Safety Communications
202238 1,290 MCQUAY INTERNATIONAL Contract Svcs-HVAC City Hall-CAM
202083 1,283 STRAND MANUFACTURING CO INC Equipment Parts Water Treatment Plant
202104 1,272 WORLD CLASS WINES INC Transportation Den Road Liquor Store
Check# Amount Vendor/Explanation Account Description Business Unit Explanation
202017 1,246 HWY 5 BP Equipment Repair&Maint Police
202245 1,240 MINNESOTA HUMAN SERVICES Other Contracted Services Park Maintenance
202050 1,201 OUTDOORS AGAIN INC Other Contracted Services Park Maintenance
202199 1,182 GRAPE BEGINNINGS Transportation Den Road Liquor Store
202324 1,171 WORLD CLASS WINES INC Transportation Prairie View Liquor Store
202232 1,165 LOTHENBACH,JACK WAC-Water Utility Improvement Fund
202249 1,152 MINNESOTA TROPHIES&GIFTS Operating Supplies Fire
202306 1,146 TWIN CITY SEED CO Chemicals Park Maintenance
202080 1,122 SPRINT Wireless Subscription IT Operating
202195 1,095 GE CAPITAL Other Rentals Customer Service
202267 1,046 PEPSI COLA COMPANY Merchandise for Resale Concessions
202197 1,031 GRAINGER Small Tools General Facilities
202159 1,022 BRYAN ROCK PRODUCTS INC Gravel Water System Maintenance
202108 1,014 ADVANCED ENGINEERING&ENVIRON Other Contracted Services Water Accounting
202089 1,008 TRUE FABRICATIONS Operating Supplies Den Road Liquor Store
202046 996 MTI DISTRIBUTING INC Equipment Parts Fleet Operating
202052 992 PETERBILT NORTH Equipment Parts Fleet Operating
202120 990 HENNEPIN COUNTY UT DEPT Equipment Repair&Maint Public Safety Communications
202307 983 UNIFORMS UNLIMITED Clothing&Uniforms Police
202033 970 METRO SALES INCORPORATED* Other Rentals Customer Service
202151 960 BAUER BUILT TIRE AND BATTERY Tires Fleet Operating
202121 950 JEFFERSON FIRE&SAFETY INC Protective Clothing Fire
202044 950 MINNESOTA SAFETY SERVICES LLC Other Contracted Services Pool Lessons
202056 945 PLANET SPIRIT Instructor Service CC-Camps
201979 945 CDW GOVERNMENT INC. Capital Under$10,000 Housing and Community Service
202030 938 MEDICINE LAKE TOURS Special Event Fees Trips
202078 938 SIR KNIGHT CLEANERS Clothing&Uniforms Fire
202146 924 ANDERBERG INNOVATIVE PRINT SOL Printing Police
202323 909 WORK CONNECTION,THE Other Contracted Services Park Maintenance
202055 899 PITNEY BOWES Postage Customer Service
201962 899 ANCHOR PAPER COMPANY Office Supplies Customer Service
202043 878 MINNESOTA ROADWAYS CO Patching Asphalt Street Maintenance
202136 863 PETTY CASH Cash Over/Short General Fund
202012 849 HENNEPIN COUNTY ELECTIONS Postage Elections
202258 841 NEW FRANCE WINE COMPANY Transportation Den Road Liquor Store
202198 833 GRANICUS INC Software Maintenance IT Operating
201968 832 BARR ENGINEERING COMPANY Other Contracted Services Storm Drainage
202008 824 GUNDERSON,CONSTANCE L. Instructor Service Arts Center
202240 802 METRO CLEANING Contract Svcs-HVAC Garden Room Repairs
202280 788 QWEST Process Control Services Water Treatment Plant
202036 700 MICHAELSON,ELIZABETH H Other Contracted Services Theatre Initiative
202299 690 SURLY BREWING CO Beer Den Road Liquor Store
202252 687 MOBILE RADIO ENGINEERING INC Equipment Repair&Maint Public Safety Communications
202297 680 STREICHERS Clothing&Uniforms Police
202166 667 CHRISTIANSEN,MIKE Other Contracted Services Softball
202085 650 T-MOBILE Deposits Escrow
202283 650 RAY,LEE Other Contracted Services Softball
Check# Amount Vendor/Explanation Account Description Business Unit Explanation
201974 647 BERTELSON TOTAL OFFICE SOLUTIO Office Supplies Utility Operations-General
202215 635 JEFFERSON FIRE&SAFETY INC Protective Clothing Fire
202294 627 STAPLES ADVANTAGE Office Supplies Customer Service
202196 627 GETTMAN COMPANY Misc Taxable Prairie View Liquor Store
202049 610 OPPORTUNITY PARTNERS Janitor Service Fire Station#2
3975 602 CERIDIAN Garnishment Withheld General Fund
202236 577 MATTS AUTO SERVICE INC Equipment Repair&Maint Fleet Operating
202281 566 QWEST Maintenance Contracts E-911 Program
202119 557 HEALTH ACT SRVS AIRPORT CLINIC Health&Fitness Fire
202243 552 MIDWEST COCA COLA BOTTLING COM Misc Non-Taxable Prairie View Liquor Store
202138 546 A-SCAPE INC Contract Svcs-Lawn Maint. Den Bldg.-CAM
202093 538 VINOCOPIA Liquor Den Road Liquor Store
201955 528 PETTY CASH-POLICE DEPT
201986 519 DALE GREEN COMPANY,THE Improvement Contracts CIP Trails
202157 512 BOURGET IMPORTS Transportation Prairie Village Liquor Store
202190 510 FASTENAL COMPANY Equipment Parts Fleet Operating
202302 510 TRI COUNTY BEVERAGE&SUPPLY Beer Prairie View Liquor Store
202289 507 SHORT ELLIOTT HENDRICKSON INC Design&Engineering Storm Drainage
201967 498 BANK BEER CO Beer Den Road Liquor Store
202065 494 RAY,LEE Other Contracted Services Softball
201965 493 ASPEN WASTE SYSTEMS INC. Waste Disposal Public Works/Parks
202161 493 CENTER FOR HEALTHY LIVING Instructor Service Classes/Programs/Events
202149 476 BARR ENGINEERING COMPANY Design&Engineering Storm Drainage
202137 475 4 ALL PROMOS Operating Supplies Recreation Administration
202066 469 REBS MARKETING Other Contracted Services Water Accounting
202223 466 KEEPERS Clothing&Uniforms Reserves
202026 460 KRAMER,TRENT C Other Contracted Services Softball
202124 460 PAUL'S TWO-WAY RADIO Equipment Repair&Maint Public Safety Communications
202141 428 ALTERNATIVE BUSINESS FURNITURE Capital Under$10,000 Furniture
201973 423 BERNICK'S WINE Wine Domestic Prairie View Liquor Store
202170 419 CONTINENTAL SAFETY EQUIPMENT Repair&Maint-Ice Rink Ice Arena Maintenance
201971 417 BECKER ARENA PRODUCTS INC Cleaning Supplies Ice Arena Maintenance
202059 413 PREMIUM WATERS INC Operating Supplies Fire
202014 413 HEUN ENTERPRISES,INC Liquor Den Road Liquor Store
202158 403 BOYER TRUCKS Equipment Parts Fleet Operating
202235 400 MAACO Equipment Repair&Maint Fleet Operating
201991 397 DNR Clothing&Uniforms Theatre Initiative
202009 385 HALDEMANN HOMME INC Cleaning Supplies Community Center Maintenance
201982 384 CHISAGO LAKES DISTRIBUTING Beer Prairie Village Liquor Store
202311 383 VERIZON WIRELESS Pager&Cell Phone Park Maintenance
202310 367 VAN PAPER COMPANY Cleaning Supplies Facilites Operating ISF
202111 363 COOK,BARB Mileage&Parking Assessing
202047 363 NEAL,SCOTT Dues&Subscriptions Administration
202069 359 REINDERS INC Repair&Maint. Supplies Park Maintenance
202244 350 MINNESOTA DEPARTMENT OF HEALTH Licenses&Taxes WAFTA
202194 348 FRANZEN,MICHAEL D Travel Expense Planning
202287 348 SHAMROCK GROUP,INC-ACE ICE Transportation Prairie View Liquor Store
Check# Amount Vendor/Explanation Account Description Business Unit Explanation
202098 339 WINE COMPANY,THE Wine Imported Den Road Liquor Store
202308 334 UNIVERSITY OF MINNESOTA Conference Expense Engineering
202173 327 DE LAGE LANDEN FINANCIAL SERVI Other Rentals Customer Service
202272 326 PRAIRIE RESTORATIONS INC Other Contracted Services Storm Drainage
202296 323 STRAND MANUFACTURING CO INC Equipment Repair&Maint Water Treatment Plant
202169 314 CONSTRUCTION MATERIALS,INC Repair&Maint. Supplies Storm Drainage
202256 313 MTI DISTRIBUTING INC Equipment Parts Fleet Operating
202126 312 SAMS,JOHN Mileage&Parking Assessing
202293 303 ST JOSEPH EQUIPMENT INC Equipment Parts Fleet Operating
201957 300 1 PLACE 2 PARTY INC Transportation Trips
202193 300 FRAGALE,ANNETTE Other Contracted Services Legal Council
201985 298 CUSHMAN MOTOR COMPANY INC. Equipment Parts Fleet Operating
201964 283 ANDERBERG INNOVATIVE PRINT SOL Printing Police
202139 276 AAA LAMBERTS LANDSCAPE PRODUCT Repair&Maint. Supplies Water System Maintenance
201995 276 ELIASON,STEVE J Other Contracted Services Softball
202301 275 TPCB INC Dues&Subscriptions Engineering
202131 275 WITT,BETH Mileage&Parking Aquatics&Fitness Admin
202082 274 STEMPF AUTOMOTIVE INDUSTRIES I Equipment Parts Fleet Operating
202248 271 MINNESOTA SAFETY SERVICES LLC Other Contracted Services Pool Lessons
202312 268 VINOCOPIA Transportation Den Road Liquor Store
202234 265 M.AMUNDSON LLP Operating Supplies Prairie View Liquor Store
202061 260 QUALITY PROPANE Contract Svcs-Ice Rink Ice Arena Maintenance
202207 259 HORIZON COMMERCIAL POOL SUPPLY Supplies-Pool Pool Maintenance
202233 254 LUBRICATION TECHNOLOGIES INC Equipment Parts Fleet Operating
202213 254 J H LARSON COMPANY Other Contracted Services Street Lighting
202206 253 HOLMES,TOM Other Contracted Services Softball
202253 252 MORAN USA,LLC Transportation Den Road Liquor Store
201984 250 CROW WING COUNTY SHERIFF'S OFF Deposits Escrow
202224 250 KRAFT,MATTHEW E Other Contracted Services Summer Theatre
202250 249 MINNESOTA VALLEY ELECTRIC COOP Electric Traffic Signals
202241 245 METROPOLITAN FORD Equipment Parts Fleet Operating
202325 244 XCEL ENERGY Electric Forest Hills Park
202115 238 FIRE SAFETY USA INC Small Tools Fire
202148 235 BANK BEER CO Beer Prairie View Liquor Store
202076 235 SHAMROCK GROUP,INC-ACE ICE Transportation Prairie View Liquor Store
202222 234 KAISER,DAVID S Capital Under$10,000 Furniture
202286 232 SCHMIDT,COLIN Mileage&Parking Assessing
202132 230 DAKOTA COUNTY SHERIFFS DEPT Deposits Escrow
202150 225 BATTERY TECH INC Equipment Parts Fleet Operating
202097 224 WATER CONSERVATION SERVICES IN OCS-Utility Locates Water System Maintenance
202285 220 SCHARBER&SONS Equipment Parts Fleet Operating
202304 217 TRUE FABRICATIONS Misc Taxable Den Road Liquor Store
202254 215 MORGAN CREEK VINEYARDS Wine Domestic Prairie View Liquor Store
202204 215 HERRON,REGINA Mileage&Parking Planning
202227 206 LARSON,ALLEN R. Mileage&Parking Police
202016 200 HOUTZ,STEPHEN J Other Contracted Services Theatre Initiative
202130 200 VTI Equipment Repair&Maint Public Safety Communications
Check# Amount Vendor/Explanation Account Description Business Unit Explanation
202090 198 TWIN CITY SEED CO Other Contracted Services Pleasant Hill Cemetery
201959 195 AAA LAMBERTS LANDSCAPE PRODUCT Repair&Maint. Supplies Water System Maintenance
202205 193 HIGHWAY TECHNOLOGIES INC Equipment Repair&Maint Water System Maintenance
201960 190 AARP 55 ALIVE MATURE DRIVING Other Contracted Services Classes/Programs/Events
202271 190 PRAIRIE ELECTRIC COMPANY Contract Svcs-Electrical City Hall-CAM
202171 187 CUSTOM REMODELERS Building Permits General Fund
202178 182 DOMACE VINO Transportation Prairie View Liquor Store
202060 181 PROSOURCE SUPPLY Cleaning Supplies Community Center Maintenance
202259 178 NEWTON,J.RANDALL Mileage&Parking Engineering
201963 176 ANCHOR PRINTING COMPANY Printing Fire
202114 170 FEDEX Postage Human Resources
202143 169 AMERICAN PRESSURE INC Equipment Repair&Maint Fleet Operating
201976 168 BLOOMINGTON,CITY OF Kennel Services Animal Control
202018 168 JACO,LLC Misc Taxable Den Road Liquor Store
202140 166 AARP 55 ALIVE MATURE DRIVING Other Contracted Services Classes/Programs/Events
202188 163 FAGNANT,SUSAN Instructor Service Outdoor Center
202316 163 WALSER CHRYSLER JEEP Equipment Parts Fleet Operating
202005 161 GRAMPRE,DAVID A Other Contracted Services Softball
202013 160 HERBERT,MARTHA Instructor Service Outdoor Center
202129 160 VERNON,TED Mileage&Parking General Community Center
202203 160 HERBERT,MARTHA Instructor Service Outdoor Center
202303 155 TROPICANA CHILLED DSD Merchandise for Resale Concessions
202031 150 MEINERS,ERIC Tuition Reimbursement/School Fire
202003 149 GENERAL REPAIR SERVICE Equipment Parts Water Treatment Plant
202109 149 BOUND TREE MEDICAL LLC EMS Supplies Fire
201961 144 AMERIPRIDE LINEN&APPAREL SER Repair&Maint. Supplies Prairie View Liquor Store
202025 140 KOTCHEVAR,SUSAN Mileage&Parking Finance
202095 140 WALL TRENDS INC Contract Svcs-General Bldg Ice Arena Maintenance
202027 134 LOCATORS&SUPPLIES INC Small Tools Street Maintenance
202187 134 EXTREME BEVERAGE Misc Taxable Den Road Liquor Store
202214 130 JACO,LLC Misc Taxable Den Road Liquor Store
202042 130 MINNESOTA DEPT OF LABOR AND IN Building Repair&Maint. Water Treatment Plant
202230 130 LIFT BRIDGE BREWERY Beer Prairie View Liquor Store
202247 129 MINNESOTA PRINT MANAGEMENT LLC Office Supplies Customer Service
202057 127 PRAIRIE ELECTRIC COMPANY Contract Svcs-Electrical Public Works/Parks
202084 126 SUBURBAN CHEVROLET Equipment Parts Fleet Operating
201998 126 FAGNANT,SUSAN Instructor Service Outdoor Center
202094 124 VINTAGE ONE WINES INC Transportation Den Road Liquor Store
202211 123 IRMITER,JESSE Canine Supplies Police
202276 121 QUALITY PROPANE Motor Fuels Ice Arena Maintenance
202048 120 NORTHERN SAFETY TECHNOLOGY INC Equipment Parts Fleet Operating
202326 120 HENNEPIN COUNTY TREASURER Waste Disposal Park Maintenance
202088 120 TOUGH CUT SERVICES Other Contracted Services Park Maintenance
201978 120 CALIFORNIA CONTRACTORS SUPPLIE Operating Supplies Park Maintenance
202038 119 MINNEAPOLIS FINANCE DEPARTMENT Software Maintenance IT Operating
202064 118 QWEST Telephone IT Telephone
202175 117 DELEGARD TOOL CO Equipment Parts Fleet Operating
Check# Amount Vendor/Explanation Account Description Business Unit Explanation
202181 116 EDEN PRAIRIE NEWS Dues&Subscriptions Senior Center Administration
202024 116 KEEPERS Clothing&Uniforms Fire
202077 115 SHRED-IT Other Contracted Services Community Center Admin
201997 112 EXTREME BEVERAGE Misc Taxable Den Road Liquor Store
202103 111 WOODBURY,CITY OF Other Contracted Services Organizational Services
202144 108 AMERIPRIDE LINEN&APPAREL SER Repair&Maint. Supplies Den Road Liquor Store
202179 108 EARL F ANDERSEN INC Equipment Repair&Maint Staring Lake
202189 106 FALCK,TIMOTHY R Other Contracted Services Softball
202045 103 MN DEPT OF TRANSPORTATION Equipment Repair&Maint Traffic Signals
202260 101 NEXT DAY GOURMET Operating Supplies Senior Board
202070 100 REIVA,DANIEL P Other Contracted Services Theatre Initiative
202072 100 RODENZ,SANDRA K Other Contracted Services Theatre Initiative
202074 100 SCHULKE,REED Other Contracted Services Theatre Initiative
202180 100 EDEN PRAIRIE CHAMBER OF COMMER Miscellaneous Parks Administration
202000 95 G&K SERVICES-MPLS INDUSTRIAL Contract Svcs-General Bldg City Hall-CAM
202147 92 ANDREWS,TERRY S Other Contracted Services Softball
202255 92 MT GLOBAL LLC Transportation Prairie View Liquor Store
201983 90 COMCAST Wireless Subscription IT Operating
201988 90 DIRECTV Cable TV Community Center Admin
202217 90 JOHN DEERE LANDSCAPES/LESCO Landscape Materials/Supp Street Maintenance
202058 85 PRAIRIE LAWN AND GARDEN Equipment Parts Fleet Operating
202122 81 METRO FIRE Protective Clothing Fire
202284 81 RUE,RODNEY Mileage&Parking Engineering
202263 80 OEDEKOVEN,KIMBERLY R Instructor Service Arts Center
202186 79 ESBENSEN,GEORGE Reimbursement Fire
202040 77 MINNESOTA CLAY CO.USA Operating Supplies Arts Center
202041 75 MINNESOTA DEPARTMENT OF LABOR Tuition Reimbursement/School Water Treatment Plant
202162 74 CENTERPOINT ENERGY Gas Water Wells
202275 73 PROSOURCE SUPPLY Cleaning Supplies Community Center Maintenance
202328 72 UNDHEIM,NAOMI Mileage&Parking Community Center Admin
202118 72 HD SUPPLY FACILITIES MAINTENAN Supplies-Plumbing City Hall-CAM
202073 71 SCHARBER&SONS Equipment Parts Fleet Operating
202127 70 SINELL,STEVE Mileage&Parking Assessing
202292 69 SNEEN,NICOLE D Other Contracted Services Softball
202164 69 CHEMSEARCH Supplies-HVAC City Hall-CAM
202165 67 CHRISTENSEN,MARGE Accounts Receivable Community Center Admin
202184 67 ELFTMANN,SYLVIA Accounts Receivable Community Center Admin
202191 67 FELKER,BARBARA Accounts Receivable Community Center Admin
202192 67 FISCHER,MARLENE Accounts Receivable Community Center Admin
202212 67 IVERSON,MARGARET Accounts Receivable Community Center Admin
202237 67 MCCARTHY,ARDIS Accounts Receivable Community Center Admin
202251 67 MITCHELL,MARILYN Accounts Receivable Community Center Admin
202288 67 SHIMANSKI,BERMA Accounts Receivable Community Center Admin
202295 66 STODDARD SILENCERS Equipment Parts Water Treatment Plant
201977 65 BOLD,PAULINE Instructor Service Outdoor Center
202327 65 PERFORMANCE KENNELS INC Canine Supplies Police
202209 64 INDUSTRIAL FLOOR MAINTENANCE I Equipment Parts Fleet Operating
Check# Amount Vendor/Explanation Account Description Business Unit Explanation
202282 63 R&R MARINE INC Equipment Parts Fleet Operating
202079 62 SPRINT Telephone Engineering
202032 60 METRO DINING CLUB Deposits Escrow
202039 59 MINNESOTA CHIEFS OF POLICE ASS Printing Police
202298 57 SUBURBAN CHEVROLET Equipment Parts Fleet Operating
202075 56 SENIOR COMMUNITY SERVICES Other Contracted Services Classes/Programs/Events
202225 55 KUSSMAUL ELECTRONICS CO INC Equipment Parts Fleet Operating
202117 52 GOEDDERZ,KERI Accounts Receivable Community Center Admin
201990 52 DMX MUSIC Other Contracted Services Prairie Village Liquor Store
202262 51 NORTHERN SAFETY TECHNOLOGY INC Equipment Parts Fleet Operating
202183 50 EL-AMIN'S FISH HOUSE Events/Admission Fee International Festival
202096 49 WALSER CHRYSLER JEEP Equipment Parts Fleet Operating
202182 49 EDEN PRAIRIE WINLECTRIC Other Contracted Services Street Lighting
202154 48 BERTELSON TOTAL OFFICE SOLUTIO Office Supplies Utility Operations-General
202315 48 WALMART COMMUNITY Operating Supplies Police
202167 45 COMCAST Dues&Subscriptions City Council
202071 44 RICHFIELD,CITY OF Autos Fire
202156 40 BOLD,PAULINE Instructor Service Outdoor Center
202228 34 LAW ENFORCEMENT TARGETS,INC Training Supplies Police
202208 33 IND SCHOOL DIST 272 Operating Supplies Legal Council
202155 32 BLOOMINGTON SECURITY SOLUTIONS Supplies-Security Park Shelters
202290 32 SHRED-IT Other Contracted Services Community Center Admin
202067 30 REDDYPALLE,MANJULA Open Fees Day Care
202110 26 CARLSON,JODY Travel Expense Assessing
202309 26 UNLIMITED SUPPLIES INC Equipment Parts Fleet Operating
202068 25 REICHMUTH,DONNA Program Fee Outdoor Center
202246 24 MINNESOTA PIPE AND EQUIPMENT* Equipment Parts Water System Maintenance
201966 22 AT&T MOBILITY Pager&Cell Phone Park Maintenance
201958 20 A TO Z RENTAL CENTER Operating Supplies Street Maintenance
201999 19 FASTENAL COMPANY Other Contracted Services Street Lighting
202168 16 CONCRETE CUTTING&CORING INC Small Tools Street Maintenance
202128 16 UPS Equipment Repair&Maint Public Safety Communications
201994 13 EDEN PRAIRIE WINLECTRIC Other Contracted Services Street Lighting
202035 11 METROPOLITAN FORD Equipment Parts Fleet Operating
202091 11 UPS Postage Fire
202226 10 LAPPIN,VIOLET Accounts Receivable Community Center Admin
202313 10 WALKER,MARTHA Accounts Receivable Community Center Admin
201969 5 BAST,MARLENE Accounts Receivable Community Center Admin
1,584,937 Grand Total
CITY COUNCIL AGENDA DATE:
SECTION: Ordinances &Resolutions October 19, 2010
DEPARTMENT/DIVISION: ITEM DESCRIPTION: ITEM NO.: XI.A.
Office of the City Manager Resolution appointing an Interim
City Manager
Requested Action
Move to: Adopt the Resolution approving the appointment of as the
Interim City Manager for the City of Eden Prairie, Minnesota.
Synopsis
The attached resolution approves the appointment of to the position of
Interim City Manager. The assignment to this position will begin at 12:01 am on Friday,
October 29, 2010. The assignment ends upon future direction from the City Council. The
resolution also authorizes the Council to set a salary for the Interim City Manager. The salary of
the City Manager is established by the City Council. The same would be true for the Interim
City Manager. Edina paid a temporary salary increase of 10%to its Interim City Manager. I
would suggest that Eden Prairie do the same.
The resolution has been prepared with blanks because I cannot presume to know your collective
will on this matter. I have previously provided the Council with my recommendation on this
matter, but as I said in that recommendation, this decision is the exclusive opportunity of the
Council.
Attachment
Resolution
CITY OF EDEN PRAIRIE
HENNEPIN COUNTY, MINNESOTA
RESOLUTION NO. 2010-
A RESOLUTION OF THE CITY OF EDEN PRAIRIE, MINNESOTA
APPOINTING AN INTERIM CITY MANAGER
WHEREAS, City Manager Scott Neal has submitted his resignation effective October 28,
2010; and
WHEREAS, the City Council must appoint an Interim City Manager.
NOW THEREFORE, be it hereby resolved that the Eden Prairie City Council appoints
as the Interim City Manager.
During such time as serves as Interim City Manager, his/her salary on an
annualized basis shall be $ . The other terms of his/her employment shall remain
unchanged.
The City Council agrees to return to the position of at the
completion of the interim period at the same salary and benefit levels as had
on October 1, 2010.
ADOPTED by the Eden Prairie City Council on October 19, 2010.
Phil Young, Mayor
ATTEST:
SEAL
Kathleen Porta, City Clerk
CITY COUNCIL AGENDA DATE:
SECTION: Report of the City Manager October 19, 2010
ITEM DESCRIPTION: ITEM NO.: XIV.B.1.
DEPARTMENT/DIVISION:
Scott H. Neal, City Manager Budget Advisory Commission Appointment
Process
Synopsis:
The Council established an application deadline of Friday, October 15, 2010 for residents to
express interest in an appointment to the Budget Advisory Commission. I will provide the
Council with an update on the number of applicants at the Council's October 19 Council
meeting. The Council has established November 9 as the date of a special meeting at which the
Council will interview the candidates for the BAC. The Council is tentatively scheduled to
appoint the new BAC commissioners at the November 16 Council meeting.
There are two issues the Council should address prior to the November 9 interviews. The first
issue is whether or not you wish to interview the incumbent commissioners. The City's regular
practice on this question has been to interview incumbents, but the Council has also expressed
opinions that this might not be necessary. I would like the Council to make a decision on this
question so that staff can inform the two incumbents about whether or not they need to be
prepared to interview on November 9.
The second issue concerns Commissioner Proops. Mr. Proops was appointed to the BAC with
the initial group of commissioners in March 2007. His first term as a BAC member ended on
December 31, 2008. During 2008, at the request of the BAC, the Council approved a plan that
changed the term structure of the BAC. Instead of three year terms like the all of the City's other
advisory commissions, the BAC was restructured to have four-year terms that begin in January.
This change was approved by Ordinance No. 22-2008, which became effective on October 16,
2008.
In order to get a staggered term structure started, the initial terms under the new ordinance
required the Council to appoint three BAC positions to two year terms ending on December 31,
2010, and four BAC positions to four year terms ending on December 31, 2012. Staff solicited
preferences from the BAC members concerning which term they would prefer—a four year term
of a two year term—should they be reappointed by the Council. Mr. Proops asked for a two
year. The Council obliged his request.
The Council should give consideration to how it intends to consider Mr. Proops and his desire to
continue serving on the BAC. City Code Section 2.22 sets out the process the Council must
follow to appoint residents to its advisory boards and commissions. This section includes the
following language concerning reappointments: "No person may be appointed to more than two
(2) full consecutive terms, except by unanimous vote of the Council." Mr. Proops has served
two full consecutive terms on the BAC. His two terms were not three or four years in duration,
but they were, nonetheless, full terms.
CITY COUNCIL AGENDA DATE:
SECTION: Report of the Parks and Recreation Director October 19, 2010
DEPARTMENT/DIVISION: ITEM DESCRIPTION: ITEM NO.: XIV.D.1.
Jay Lotthammer, Director, Acknowledge Art Center Donation
Parks and Recreation
Motion
Move to: Acknowledge the donation from Mrs. Elaine Sampson in the amount of$3,000 to
be used for purchasing a gas-fired kiln at the Eden Prairie Art Center.
Synopsis
Mrs. Elaine Sampson donated $3,000 to purchase a gas-fired kiln. This type of kiln will be used
for porcelain and other unique types of clay art work.
Background
On May 29, 2008, the City of Eden Prairie officially took ownership of the building donated by
the Sampson Family. The building was offered to the City of Eden Prairie from the Sampson
Family with the intent to be used as an Art Center. Mrs. Sampson has continued to support the
Art Center since it opened.