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05-20-2024 City Council Agenda and PacketA.5:30 P.M. - WORK SESSION Note: Unless otherwise noted, work sessions are held in the Fountain Conference Room in the lower level of City Hall and are open to the public. If the City Council does not complete the work session items in the time allotted, the remaining items will be considered after the regular agenda. A.1 Presentation of Audit Results A.2 Downtown Design Guidelines and Standards Plan Review Follow Up A.3 Bluff Creek Sewer Area Extension and Development Update A.4 Development Fee Discussion - SAC and WAC Policy, and Lateral Charges Discussion A.5 Chanhassen Market Street Addition Redevelopment Contract (Chanhassen Cinema and Country Inn & Suites Redevelopment) - Project Update A.6 Future Work Session Schedule B.7:00 P.M. - CALL TO ORDER (Pledge of Allegiance) C.PUBLIC ANNOUNCEMENTS C.1 National Public Works Week (NPWW) C.2 Invitation to Memorial Day Ceremony D.CONSENT AGENDA All items listed under the Consent Agenda are considered to be routine by the city council and will be considered as one motion. There will be no separate discussion of these items. If discussion is desired, that item will be removed from the Consent Agenda and considered separately. City council action is based on the staff recommendation for each item. Refer to the council packet for each staff report. AGENDA CHANHASSEN CITY COUNCIL MONDAY, MAY 20, 2024 CITY COUNCIL CHAMBERS, 7700 MARKET BOULEVARD 1 D.1 Approve City Council Work Session Minutes dated April 22, 2024 D.2 Approve City Council Minutes dated April 22, 2024 D.3 Receive Economic Development Commission Minutes dated February 13, 2024 D.4 Receive Planning Commission Minutes dated April 16, 2024 D.5 Receive Environmental Commission Minutes dated February 14, 2024 D.6 Receive Environmental Commission Minutes dated March 13, 2024 D.7 Receive Environmental Commission Minutes dated April 10, 2024 D.8 Approve Claims Paid dated May 20, 2024 D.9 Approve Temporary Modification of the Licensed Premises to serve Beer in the Hackamore Brewing Company Parking Lot Area D.10 Approve Final Plat for Chanhassen Civic Campus D.11 Award Construction Materials Testing Contract for Civic Campus D.12 Resolution 2024-XX: Approve Application of Chanhassen Brewing Company to Dispense Intoxicating Liquor off premises in Lake Ann Park during the 2024 Chanhassen Summer Concert Series D.13 Resolution 2024-XX: Utilities Crane Truck Replacement (#302) D.14 Resolution 2024-XX: Approve Construction Materials Testing Agreement for Construction of the 2024 Pavement Rehabilitation Project No. 24-01 E.VISITOR PRESENTATIONS Visitor Presentations requesting a response or action from the City Council must complete and submit the Citizen Action Request Form (see VISITOR GUIDELINES at the end of this agenda). F.PUBLIC HEARINGS F.1 Resolution 2024-XX Approve Issuance of CIP Bonds and Adopt Capital Improvement Plan G.GENERAL BUSINESS G.1 Award Bid Package #2 for the Civic Campus Project H.COUNCIL PRESENTATIONS I.ADMINISTRATIVE PRESENTATIONS I.1 Communications Plan 2024-2027 J.CORRESPONDENCE DISCUSSION 2 K.ADJOURNMENT GUIDELINES FOR VISITOR PRESENTATIONS Welcome to the Chanhassen City Council Meeting. In the interest of open communications, the Chanhassen City Council wishes to provide an opportunity for the public to address the City Council. That opportunity is provided at every regular City Council meeting during Visitor Presentations. Anyone seeking a response or action from the City Council following their presentation is required to complete and submit a Citizen Action Request Form. An online form is available at https://www.chanhassenmn.gov/action or paper forms are available in the city council chambers prior to the meeting. A total of thirty minutes is alloted for Visitor Presentations. Priority is given to Chanhassen residents. An additional thirty minutes may be provided after General Business items are complete at the discretion of the City Council. Anyone indicating a desire to speak during Visitor Presentations will be acknowledged by the Mayor. When called upon to speak, state your name, address, and topic. All remarks shall be addressed to the City Council as a whole, not to any specific member(s) or to any person who is not a member of the City Council. If there are a number of individuals present to speak on the same topic, please designate a spokesperson that can summarize the issue. Limit your comments to five minutes. Additional time may be granted at the discretion of the Mayor. If you have written comments, provide a copy to the Council. Comments may also be emailed to the City Council at council@chanhassenmn.gov. During Visitor Presentations, the Council and staff listen to comments and will not engage in discussion. Council members or the City Manager may ask questions of you in order to gain a thorough understanding of your concern, suggestion or request. Please be aware that disrespectful comments or comments of a personal nature, directed at an individual either by name or inference, will not be allowed. Personnel concerns should be directed to the City Manager. Members of the City Council and some staff members may gather at Tequila Butcher, 590 West 79th Street in Chanhassen immediately after the meeting for a purely social event. All members of the public are welcome. 3 City Council Item May 20, 2024 Item Presentation of Audit Results File No.Item No: A.1 Agenda Section 5:30 P.M. - WORK SESSION Prepared By Kelly Grinnell, Finance Director Reviewed By SUGGESTED ACTION N/A Motion Type N/A Strategic Priority Operational Excellence SUMMARY Andy Berg, from Abdo, will attend the work session to present the results of the audit of the 2023 financial statements. BACKGROUND DISCUSSION BUDGET RECOMMENDATION 4 ATTACHMENTS 5 City Council Item May 20, 2024 Item Downtown Design Guidelines and Standards Plan Review Follow Up File No.N/A Item No: A.2 Agenda Section 5:30 P.M. - WORK SESSION Prepared By Eric Maass, Community Development Director Reviewed By Laurie Hokkanen SUGGESTED ACTION No formal action suggested. Discussion purposes only. Motion Type N/A Strategic Priority Development & Redevelopment SUMMARY The City Council previously reviewed the draft documents for the Downtown Design Standards and Design Guidelines. During that discussion, the City Council had a number of questions related to proposed street designs within the downtown. The project team has updated the streetscape graphics to response to City Council questions and to better articulate potential roadway design, specifically along W 78th street. Those graphics will be presented during the work session. BACKGROUND The Planning Commission is scheduled to hold a public hearing on the Downtown Design Guidelines and Design Standards at their meeting on June 4, 2024. Following review by the Planning Commission on June 4, the City Council is scheduled to consider adoption of the Downtown Design Guidelines and Design Standards at the June 24, 2024 City Council meeting. DISCUSSION 6 N/A BUDGET N/A RECOMMENDATION N/A ATTACHMENTS 7 City Council Item May 20, 2024 Item Bluff Creek Sewer Area Extension and Development Update File No.ENG 08-09, CIP SS-020 Item No: A.3 Agenda Section 5:30 P.M. - WORK SESSION Prepared By Charlie Howley, Director of Public Works/City Engineer Reviewed By Laurie Hokkanen SUGGESTED ACTION Staff is recommending the following potential actions: 1. Recommend entering into a contract for services related to the design and construction services for the 2010 MUSA lift station. 2. If not ready to move forward with option 1, City Council should provide staff what questions they'd like answered before the City Council would be comfortable to initiate the lift station project. Motion Type N/A Strategic Priority Development & Redevelopment SUMMARY The City Council was previously shown a conceptual alignment of sanitary sewer for the area in the general vicinity of Highway 212, Pioneer Trail, and Powers Boulevard. The proposed alignment would require an amendment to the city's comprehensive sanitary sewer plan but would allow for approximately 51 acres of land guided for residential development and approximately 30 acres of land guided for office/commercial development to advance, which cannot currently be developed due to the lack of sewer availability. City staff have been working with two residential developers on concepts for approximately nine acres 8 near the intersection of Pioneer Trail and Bluff Creek Drive and approximately 30 acres along Bluff Creek Drive south of Hwy 212. BACKGROUND City Council had directed staff to obtain proposals for the lift station design services as a first step. Staff prepared an RFP and solicited proposals from qualified firms, and received four submitted proposals back. DISCUSSION Once a design contract is awarded, it will take approximately 18 months to complete the necessary work in order for the lift station to become operational. BUDGET The Lift Station project is identified in the city's 5-yr CIP, with an overall budget of $3M. The costs have been accounted for in the city's recent Utility Rate Studies. The staff recommended consultant's proposal cost is $258,890, which is in line with what is budgeted for the overall project cost. RECOMMENDATION Staff recommends that the City Council give direction to staff to move forward with a contract for design and construction services related to the lift station. ATTACHMENTS Bluff Creek Sanitary Sewer Service Exhibit Brandl Anderson Concept Design (north side of Hwy 212) Klingelhutz Property - Draft Development Concept CIP SS-020_MUSA 2010 Lift Station 9 18 15 14 212 212 101 18 212 101 14 212 61 61 101 101 Chanhassen, MetroGIS, Carver, Hennepin Legend Lift Station Lift Station City Sewer Pressurized Mains Private Sewer Pressurized Mains Planned Sewer Pressurized Mains City Sewer Lateral Lines Private Sewer Lateral Lines Planned Sewer Lateral Lines City Sewer Gravity Mains Private Sewer Gravity Mains Planned Sewer Gravity Mains City Water Lateral Lines Private Water Lateral Lines Planned Water Lateral Lines City Water Mains Water Main Private Water Mains Water Main Planned Water Mains Water Main City Boundary Bluff Creek Sanitary Sewer Exhibit May 14, 2024 ± 1 in = 1,000 Ft 10 ∆∆∆∆∆∆∆∆∆∆∆∆∆∆∆∆∆ ∆∆∆∆∆∆∆∆∆∆∆∆∆∆ ∆ ∆ ∆ ∆ ∆ ∆300301302SSXXPOHPOHPOHPOHPOHPOHPOHPOHPOHPOHPOHPOHPOH POHPOHPOHPOHPOHPOHSTOSTOSANSANSANSANSTOSTOSTOSTOSTOSTOSTOSTOSTOSTOSTOSTO STOWATWATWATWATWATWATWATWATWATWATWATWATWATWATWATWATWATWATWATWATWATWAT WATWATWATWATWATWATWATWATWATSTOPOH POHPOHPOHPOHSTO STOHHFOFO12345678910111213141516171819202122232425262728293031323334353637383940123456789101112131415161718192021414141112STREET ASTREET BCOMMON / BOTANICAL NAMESIZEROOTSPACING O.C.MATURE SIZEDECIDUOUS TREESAUTUMN GOLD MAIDENHAIR TREE / GINKGO BILOBA 'AUTUMN GOLD'2.5" CAL.B&BAS SHOWNH 50` W 30`COMMON HACKBERRY / CELTIS OCCIDENTALIS2.5" CAL.B&BAS SHOWNH 50`-75` W 50`DECAF® KENTUCKY COFFEETREE / GYMNOCLADUS DIOICA 'MCKBRANCHED'2.5" CAL.B&BAS SHOWNH 50` W 40`FALL FIESTA® SUGAR MAPLE / ACER SACCHARUM 'BAILSTA'2.5" CAL.B&BAS SHOWNH 50`-75` W 50`FRONTYARD® AMERICAN LINDEN / TILIA AMERICANA 'BAILYARD'2.5" CAL.B&BAS SHOWNH 60`-70` W 30`-40`NORTHERN CATALPA / CATALPA SPECIOSA2.5" CAL.B&BAS SHOWNH 40`-60` W 20`-40`PRINCETON AMERICAN ELM / ULMUS AMERICANA 'PRINCETON'2.5" CAL.B&BAS SHOWNH 60`-80` W 40`-60`RED OAK / QUERCUS RUBRA2.5" CAL.B&BAS SHOWNH 50`-70` W 40`-50`RED SUNSET® MAPLE / ACER RUBRUM 'FRANKSRED'2.5" CAL.B&BAS SHOWNH 45` W 35`RIVER BIRCH / BETULA NIGRA2.5" CAL.B&BAS SHOWNH 50`-75` W 50`SIENNA GLEN® MAPLE / ACER X FREEMANII 'SIENNA'2.5" CAL.B&BAS SHOWNH 40`-50` W 35`-40`SKYLINE® HONEY LOCUST / GLEDITSIA TRIACANTHOS INERMIS 'SKYCOLE'2.5" CAL.B&BAS SHOWNH 50` W 30`-35`SWAMP WHITE OAK / QUERCUS BICOLOR2.5" CAL.B&BAS SHOWNH 50`-60` W 60`-80`EVERGREEN TREESBLACK HILLS SPRUCE / PICEA GLAUCA DENSATA6` HT.B&BAS SHOWNH 35`-45` W 20`-25`CONCOLOR FIR / ABIES CONCOLOR6` HT.B&BAS SHOWNH 40`-50` W 15`-30`NORWAY PINE / PINUS RESINOSA6` HT.B&BAS SHOWNH 50`-80` W 30`-40`NORWAY SPRUCE / PICEA ABIES6` HT.B&BAS SHOWNH 50`-70` W 25`-30`PONDEROSA PINE / PINUS PONDEROSA6` HT.B&BAS SHOWNH 60`-80` W 25`-30`ORNAMENTAL TREESAUTUMN BRILLIANCE APPLE SERVICEBERRY / AMELANCHIER X GRANDIFLORA 'AUTUMN BRILLIANCE'6` HT., CLUMPB&BAS SHOWNH 20`-25` W 15`-18`QUAKING ASPEN / POPULUS TREMULOIDES2.0" CAL.B&BAS SHOWNH 30`-40` W 20`ROYAL SPLENDOR CRABAPPLE / MALUS X 'ROYAL SPLENDOR'2.0" CAL.B&BAS SHOWNH 20` W 20`SHOWTIME™ CRABAPPLE / MALUS X 'SHOTIZAM'2.0" CAL.B&BAS SHOWNH 15`-20` W 12`-15`SHEET NUMBER:VERTICAL SCALE:DATE:PREPARED FOR:OFHORIZONTAL SCALE:DRAWN:CHECKED:DESIGNED:INITIAL ISSUE:REVISIONS:Phone :hLWeZaWer 'rLYe 6XLWe Fax 0LnneWonNa 01 Toll Free DATE:LICENSE NO.I HEREBY CERTIFY THAT THIS PLAN WAS PREPARED BY MEOR UNDER MY DIRECT SUPERVISION AND THAT I AM ADULY LICENSED LANDSCAPE ARCHITECT UNDER THE LAWSOF THE STATE OF MINNESOTAN:\0050930.00\DWG\CIVIL\PRELIM PLANS\0050930C-PLP01.DWG 1917CHANHASSEN, MINNESOTA04/01/24RMBRMBEJKPIONEER RIDGEOVERALL PRELIMINARYLANDSCAPE PLAN221 RIVER RIDGE CIRCLE SBURNSVILLE, MN 55337PIONEER RIDGE04/01/24PIONEER RIDGE, LLC.04/01/2453774NICHOLAS T. MEYER© 2024 Westwood Professional Services, Inc.###### or ##..........PROJECT NUMBER: 0050930.00PRELIMINARY PLANT SCHEDULELANDSCAPE PROVISIONS & REQUIREMENTSPRELIMINARYPLANS0'80'160'240'1" = 80'ABBREVIATIONS: B&B = BALLED AND BURLAPPED CAL. = CALIPER HT. = HEIGHT MIN. =MINIMUM O.C. = ON CENTER SP. = SPREADQTY .= QUANTITY CONT. = CONTAINERNOTE: QUANTITIES ON PLAN SUPERSEDE LIST QUANTITIES IN THE EVENT OF A DISCREPANCY. GROUNDCOVER LEGENDSTORMWATER NATIVESEED MIX 33-261(0.7 AC)EVERGREENTREEDECIDUOUSOVERSTORYSTREET TREEORNAMENTALTREEDECIDUOUSOVERSTORYTREEPLANT LEGENDGENERAL NOTES* ALL STREET BOULEVARDS TO BE SODDED.* ALL DISTURBED AREAS TO BE SODDEDUNLESS NOTED OTHERWISE.1.TREE LOCATIONS AND SPACING ARE SUBJECT TO CHANGE BASED ON CONSTRUCTED PARKING LOT,SIDEWALK, AND UTILITY LOCATIONS.2.PARKING LOT TREES SHALL BE PLANTED 5' FROM BACK OF CURB IN A LOCATION THAT DOES NOTINTERFERE WITH CURBSTOPS OR INDIVIDUAL SEWER & WATER CONNECTIONS.3.STREET TREES (ON THE PUBLIC RIGHT OF WAY) SHALL BE PLANTED MIN 11' FROM BACK OF CURB ORSIDEWALK IN A LOCATION THAT DOES NOT INTERFERE WITH INDIVIDUAL SEWER, WATER CONNECTIONS,AND EASEMENTS.3.STREET TREES (ON THE PRIVATE RIGHT OF WAY) SHALL BE PLANTED MIN 9' FROM BACK OF CURB ORSIDEWALK IN A LOCATION THAT DOES NOT INTERFERE WITH INDIVIDUAL SEWER, WATER CONNECTIONS,AND EASEMENTS.4.NO PLANTING WILL BE INSTALLED UNTIL ALL GRADING AND CONSTRUCTION HAS BEEN COMPLETED INTHE IMMEDIATE AREA.5.DECIDUOUS TREES SHOULD BE LOCATED A MINIMUM OF 5' OFF ANY UTILITY PIPE AND CONIFEROUSTREES TREES SHOULD BE LOCATED A MINIMUM OF 15' OFF ANY UTILITY PIPE.6.NO TREE SHOULD BE LOCATED WITHIN 10' OF A HYDRANT OR 15' FROM A STREETLIGHT.7.NO DECIDUOUS TREE WITHIN 5' OF A SIDEWALK OR TRAIL AND NO CONIFEROUS TREES WITHIN 15' OF APROPOSED SIDEWALK OR TRAIL.EXISTINGCONIFEROUS TREETO REMAINEXISTINGDECIDUOUS TREETO REMAIN11 BLUF F C R E E K C O R R I D O R STORMWATER POND STORMWATER PONDBLUFF CREEKHWY 212BLUFF CREEK DR.BL U F F C R E E K D R . BLUFF CREEK TOP OF B L U F F 50’ BU F F E R CORRI D O R B O U N D A R Y CO R R I D O R B O U N D A R YTOP OF BLUFFCORRIDOR BOUNDARY50’ B U F F E R 50’ BUFFER 5-10-24 BLUFF CREEK DR CHANHASSEN, MN ILLUSTRATIVE CONCEPT PLAN 12 This requests information is generated from Final Adopted CIP 2024-2028 CIP 2024-2028 FINAL ADOPT, Adopted Version. Sewer - Proposed 2010 MUSA Sanitary Sewer Lift Station Overview Request Owner Charlie Howley, PW Director/City Engineer Department Sanitary Sewer Gen Operations Type Capital Improvement Project Number SS-020 Description This proposed lift station (#33) will be located on Powers Blvd south of TH 212 to service the 2010 MUSA (the area of the City south of Pioneer Trail). The project needs to be constructed before this area starts to develop and is contingent on when that happens. This is required for future development of the 2010 and 2015 MUSAs. The cost for this improvement will be paid for by future developments with future connection fees and development assessments. Note - $48,725 was paid by the Foxwood developer in escrow for this lift station; however, the Erhart Farm development completed in 2023 relocated temporary LS #32 to become a permanent lift station and therefore the Foxwood escrow was used for that. Details Type of Project New Construction Location 13 Capital Cost Breakdown Capital Cost FY2028 Total Engineering $220,000 $220,000 Construction/Maintenance $2,780,000 $2,780,000 Total $3,000,000 $3,000,000 Capital Cost Total Budget (all years) $3M Project Total $3M Capital Cost by Year (Adopted) Construction/Maintenance Engineering 2028 $3,000,000.00 $0 $800K $1.6M $2.4M Capital Cost for Budgeted Years (Adopted) TOTAL $3,000,000.00 Construction/Maintenance (93%)$2,780,000.0 Engineering (7%)$220,000.00 14 Funding Sources Breakdown Funding Sources FY2028 Total Utility Fund - Sewer $1,500,000 $1,500,000 Utility Assessments-Developer $1,500,000 $1,500,000 Total $3,000,000 $3,000,000 Funding Sources Total Budget (all years) $3M Project Total $3M Funding Sources by Year (Adopted) Utility Assessments-Developer Utility Fund - Sewer 2028 $3,000,000.00 $0 $800K $1.6M $2.4M Funding Sources for Budgeted Years (Adopted) TOTAL $3,000,000.00 Utility Assessments-Developer (50%)$1,500,00 Utility Fund - Sewer (50%)$1,500,000.00 15 City Council Item May 20, 2024 Item Development Fee Discussion - SAC and WAC Policy, and Lateral Charges Discussion File No.Item No: A.4 Agenda Section 5:30 P.M. - WORK SESSION Prepared By Sam DiMaggio, Economic Development Manager Reviewed By Laurie Hokkanen SUGGESTED ACTION N/A Motion Type N/A Strategic Priority Operational Excellence SUMMARY The City Council established review of the City's Sewer Availability Charge (SAC) and Water Availability Charge (WAC) programs as a priority for 2024. City Staff from community development, finance, engineering, and building collaborated in review of our current policies and practices as it relates to SAC and WAC charges in the community. BACKGROUND The Metropolitan Council Environmental Services (MCES) manages wastewater for the entire metro region. The MCES then charges a SAC for access to that utility as a means to finance the large scale infrastructure that is installed to manage wastewater for the entire metro area. The 2024 rate per SAC unit charged by the MCES is $2,485.00. Similar to MCES, the city charges SAC and WAC fees as a means to finance the utility infrastructure that the city installs and maintains related to sanitary sewer and potable water. The 2024 rate per City 16 WAC unit is $9,190 and the City SAC per unit is $2,480.00. The city also charges a surcharge of $75.00 per each MCES SAC unit. The Metropolitan Council requires that a "SAC Determination" be completed associated with building permit applications. Based on the specifics of the building or business tenant such as number of toilets, sinks, etc., the MCES provides the applicant their "SAC Determination". The city then simply uses the same number of MCES SAC units for the number of City SAC and WAC units to charge. The city is the entity that charges the applicant for both the MCES and the City SAC/WAC units. DISCUSSION City Staff are proposing the following changes in policy as it relates to SAC/WAC fees: 1. Removal of the "SAC Surcharge" in the fee schedule which is currently $75.00 per SAC unit. 2. To promote private investment in existing commercial buildings, the city will waive the first five (5) city "SAC" and "WAC" units determined by the MCES determination. This is a fee savings of $11,670.00 per waived SAC/WAC. This would not alter any charges levied by the MCES for SAC. City Staff are proposing the following changes in policy implementation as it relates to Lateral Charges: 1. In cases where a property was assessed for the initial sewer and water build out to their property but is then further split or subdivided, the city will not charge a "lateral charge" to the newly created buildable lot. The city will only charge a hook-up fee. The 2024 Sewer lateral charge is $8,590 per unit and the water lateral charge is $11,350 per unit. This is a net reduction in fees of $19,940.00 per lot in these particular instances. BUDGET The City's Utility Rate Studies have only utilized anticipated green field development (new development) and potential major redevelopment when estimating revenue generation needed to fund the city's ongoing operational expenses and Capital Improvement Plan (CIP) expenses. They have not included any estimates for SAC/WAC on remodels. As a result, forgoing charging the first five City SAC/WAC fees when an existing commercial or industrial building is being renovated or repurposed for a new tenant does not impact the city's long term financial needs as it relates to funding our annual operations or CIP. In addition, Lateral Charge revenue as also not been part of the revenue forecasts in the Utility Rate Studies. RECOMMENDATION ATTACHMENTS 2022-2024 SAC Charges (Commercial) 2022 Chanhassen Utility Rate Study Report Presentation 17 Year Address Project SAC Determination SAC Credits SAC Due 18888 Lake Drive East Equilibrim Brain Body Balance 2 2 0 432 Pond Promenade Studio Pilates 0.8 0.42 0 7770 Dell Road Fern Endodontics 1.22 1.06 0 1420 Lake Drive West Office 2.69 2.3 0 1420 Lake Drive West WanTcom 1.33 0.96 0 7945 Stone Creek Drive Fastest Labs 0.49 0.5 0 1709 Lake Drive West Ultimate Sustinability 0.82 0.7 0 8000 Century Blvd Super Radiator Coils 5.11 5.42 0 18888 Lake Drive East RK Tech Construction Services 2.28 1.59 1 464 Lake Drive Food & Drink 13.03 3.46 10 550 Lake Drive Kiddie Academy 12.12 3.33 9 290 Lake Street E American Legion Expansion 37.28 33.29 4 18872 Lake Drive E Sunny Days 1.21 0.72 0 600 Market Street E Wink Eyecare 1.13 1.49 0 18940 Lake Drive E Prairie School of Dance 6.85 3.96 3 18651 Lake Drive E Hackamore Brewing Patio 11.17 10.81 0 501 West 78th Street Chanhassen Dinner Theatre 97.32 126.02 0 1724 Lake Drive West Park Dental Studio 8.73 8.73 0 18912 Lake Drive East Metro Karate & Jiu Jitsu Academy 2.66 1.98 1 190 Lake Street East JP Morgan Chase Bank 1.03 1.47 0 7770 Dell Road Be Well Chiropractic 0.5 0.55 0 880 West 78th Street Pet Evolution 9.1 1.11 8 2100 Stoughton Ave Surfacing Solution 7.75 7.69 0 7860 Century Blvd Nautical Bowls 4.98 4.98 0 18651 Lake Drive E Hackamore Brewing 11.7 4.84 7 7770 Dell Road QC Kinetix 0.81 0.69 0 7830 Century Blvd US Bank 1.05 1 0 1363 Park Road Wholesale Group 1.66 0.9 1 880 West 78th St Retail - FedEx 0.99 1.01 0 2681 West 78th St Ivy Aesthetics Med Spa 0.67 0.48 0 7945 Stone Creek Drive Pilates Plus 0.87 0.5 0 18640 Lake Drive E Wellbeats 8.2 8.2 0 600 Market Street Ellie Family Services 1.2 1.33 0 8120 Mallory Ct Precision Ortho 1.61 1.37 0 7951 Powers Blvd IWCO Direct 59.8 59.02 1 975 West 78th St Taco Bell 7.17 6.73 0 2024 2023 2022 18 BUILDING COMMUNITIES. IT’S WHAT WE DO. January 2023 UTILITY RATE STUDY ANALYSIS FOR 2023 RATES: City of Chanhassen, MN Prepared by: Ehlers 3060 Centre Pointe Drive Roseville, Minnesota 55113 19 City of Chanhassen, MN Utility Rate Study Analysis 1 TABLE OF CONTENTS I. INTRODUCTION II. BACKGROUND INFORMATION ON ENTERPRISE FUNDS III. METHODOLOGY AND ASSUMPTIONS IV. WATER FUND V. SEWER FUND VI. STORM WATER FUND VII. COMMUNITY COMPARISON VIII. PUTTING IT ALL TOGETHER: SAMPLE BILLS IX. SUMMARY APPENDIX A: CAPITAL IMPROVEMENT PLANS APPENDIX B: PROJECTIONS 2 2 3 4 7 11 15 17 18 19 23 20 City of Chanhassen, MN Utility Rate Study Analysis 2 I. INTRODUCTION The goal of a rate study is to ensure the long-term financial health of the utility enterprise funds. The City of Chanhassen conducts periodic updates to its utility rate study with the last update being completed in 2020. This rate study uses the current water, sanitary sewer, and storm water rate structures and seeks to accommodate higher capital and operating cost estimates with inflationary increases to rates. The utilities are capital intensive operations with over almost $81 million in capital costs estimated for 2023-2032. By comparison, the 2020 utility rate study projected almost $54 million in capital costs for the 2021-2030 ten-year projection period. This represents a 50% increase in capital spending, largely due to an increase in street reconstruction projects. The rate study assumes the City will finance the majority of its capital costs in the future. Operation costs have also increased since 2020. A City-led evaluation of how public works staff are spending their time has resulted in reallocating more personnel costs to the utilities. Between the three utilities, projected 2024 personnel costs have increased a total of 69% since the 2020 rate study was completed. This rate study aims to find solutions to the increased capital and operating costs for each utility. The rate study reviews each utility fund to ensure the recommended rates and fees will support operations, capital costs, capacity expansion projects, and maintain adequate cash reserves. This report details the findings and recommendations for each utility, provides a recommendation for the 2023 user rates and development fees, and forecasts annual increases thereafter for the water, sanitary sewer, and storm water utilities. II. BACKGROUND INFORMATION ON ENTERPRISE FUNDS Most city operations, such as public works, public safety, administration, and parks, are accounted for under governmental funds, primarily embedded in the General Fund. These operations rely on a variety of revenues including property taxes, intergovernmental aid, and charges for services. Municipal utility funds are considered enterprise funds. They are intended to be operated like a private enterprise in which the fee revenue pays for all operations and capital expenses. City utility operations include three funds: water, sanitary sewer and storm water. Together these utilities are over a $12 million annual operation. In the City’s Annual Comprehensive Financial Report (ACFR), enterprise funds are segregated funds that recognize the unique purpose and revenue streams of these functions. 21 City of Chanhassen, MN Utility Rate Study Analysis 3 In addition to the ACFR segregating the enterprise funds, the City’s Capital Improvement Plan (CIP) distinguishes between projects that will be funded by the enterprise funds and those to be funded by governmental funds. III. METHODOLOGY AND ASSUMPTIONS As part of this year’s study, Ehlers prepared a 10-year cash flow projection for the water, sewer, and storm water utility funds through the year 2032. This projection examines anticipated cash flows in future years and estimates the user rate increases necessary to meet all financial obligations of the utility funds while maintaining adequate cash reserves. The cash flow analysis method determines future revenue requirements by incorporating operating and maintenance expenses, transfer payments, current and future debt service and anticipated future capital projects. We also include future growth estimates in the model for calculating connection fees. The primary financial inputs in the analysis were the City’s audited financial statements, budget documents, and the City’s latest Capital Improvement Plan. The cashflow projections include the following assumptions: • 5% annual inflation on personnel costs • 3% annual inflation on non-personnel operating costs • 6% annual inflation on Metropolitan Council Environmental Services (MCES) disposal charges • Growth projections assume the completion of the Avienda development. The number of new SAC units projected over the study period is shown in the chart below. Table 1. Projected Growth Estimates • Projected usage revenues from future Avienda customers and other new households were incorporated into the study using the following conservative assumptions about residential water consumption. Year # SAC Units 2023 139 2024 431 2025 425 2026 – 2029 94 2030 - 2032 72 22 City of Chanhassen, MN Utility Rate Study Analysis 4 Table 2. Assumed Water Consumption from Growth Funding capital improvements for a developing community as well as replacing aging utility infrastructure drives the need for adequate utility revenue. City staff developed a 10-year Capital Improvement Plan for each utility (See Appendix A). All capital costs listed in Appendix A assume historic inflation levels. If current inflation levels continue the costs will be understated. IV. WATER FUND Water usage fees need to increase 5% annually over the next ten years to meet the revenue requirements of the water fund. There are two components to the City’s monthly or quarterly water bill: • Fixed Charges • Volumetric Usage Fees The fixed charge is a quarterly fee each customer pays regardless of the amount of water used. The fixed charge is established to recover certain administrative expenses, such as meter reading and billing, plus a portion of distribution costs. The 2022 fixed charge was $15.81 per quarter and it will increase to $16.60 in 2023. Usage fees are based on the metered use of water. Water is sold in units and one unit represents 1,000 gallons. The billing structure for Chanhassen single-family residential customers is tiered so that the rate per unit depends on the amount of water used per quarter. The current tier structure and 2023 rates can be seen in Table 3. Housing Type Gallons Water per Meter per Day Gallons Sewer per Meter per Day Single Family 50 35 Apartment/Condo 40 25 Commercial 100 75 23 City of Chanhassen, MN Utility Rate Study Analysis 5 Table 3. Water Usage Rates To meet the revenue requirements of the water fund, all user rates will need to increase 5% annually in 2023 and thereafter. Developers also pay water hook-up fees for new homes and businesses when land is platted or a building permit is pulled. The hook-up fees help pay for 50% of the debt service on Treatment Plant #2 as well as additional capital costs related to serving new development. We recommend the City increase its water hook-up fees 3.5% annually. The 2022 and 2023 hook-up fees are shown in Table 4. Table 4. Water Hook-Up Fees The 5% annual increase in user rates will help pay for the reinvestment in the City’s aging water system. The development fees will allow the City to expand its infrastructure to meet growing water demand. Between 2023 and 2032, the City plans to spend $36 million on capital improvements from the water utility fund (see Appendix A). The table below outlines some of the major water capital projects in the City’s Capital Improvement Plan. Consumption per Quarter 2022 Rate per 1,000 gallons 2023 Rate per 1,000 gallons Up to 15,000 gallons $2.31 $2.43 15,001 – 30,000 gallons $3.57 $3.75 30,001 to 60,000 gallons $4.24 $4.45 60,001 to 90,000 gallons $4.73 $4.97 Over 90,000 gallons $5.78 $6.07 When Fee is Paid 2022 2023 At time of Plat $2,562 $2,652 With Building Permit $5,979 $6,189 Total per SAC Unit $8,542 $8,841 24 City of Chanhassen, MN Utility Rate Study Analysis 6 Table 5. Water Utility Major Capital Improvements Major Projects Year Cost Street Improvement Program Annual Average $1,850,000 Lower Bluff Creek Trunk Improvement 2027 $1,100,000 Pleasantview Road 2026-2027 $1,600,000 Galpin Boulevard Improvements 2023-2024 $550,000 WTP Improvements 2023 $370,000 Capital and debt expenditures comprised 63% of the total cash expenditures in the Water Fund in 2022 as shown in Figure 3. These are fixed costs that do not fluctuate with consumption; therefore, the revenue stream needs to be reliable from year to year. Figure 1. 2022 Water Expenditures (Excluding Depreciation) The proposed rate increases will maintain the financial health of the water fund. The graph in Figure 2 compares the projected cash balance in the fund (in orange) with the City’s target cash reserve (in blue). The target cash reserve for each utility is set at an amount necessary to provide adequate operating reserves plus fund next year’s debt service and the portion of capital projects that are to be paid with cash. See Appendix B for the full 10-year cash flow analyses for the City’s water fund. Operating Exp (excl. depreciation) 37% Capital 22% Debt 41% Water Expenditures 2022 $6.65 million 25 City of Chanhassen, MN Utility Rate Study Analysis 7 Figure 2. Projected Water Fund Cash Balances V. SEWER FUND Sewer usage fees need to increase 8.5% annually over the next ten years to meet the revenue requirements of the sanitary sewer fund. There are two components to the City’s monthly or quarterly water bill: • Fixed Charges • Volumetric Usage Fees The fixed charge is a quarterly fee each customer pays regardless of the amount of sewer used. The fixed charge is established to recover certain administrative expenses, such as meter reading and billing, plus a portion of distribution costs. The 2022 fixed charge was $36.75 per quarter and it will increase to $39.87 in 2023. The fixed charge includes the first 6,000 gallons of sewer used. Usage fees are based on the metered use of water in the winter quarter. Winter quarter averaging is used for single-family residential properties to avoid billing for irrigation usage. Run-off due to water used for irrigation is part of the storm water collection system and should not be part of the sewer charge. The 2022 and 2023 sewer fees are shown in Table 6. 0 2,000,000 4,000,000 6,000,000 8,000,000 10,000,000 2022 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 Water Fund Projected Ending Cash Balance Target minimum working capital Actual working capital-cash balance 26 City of Chanhassen, MN Utility Rate Study Analysis 8 Table 6. Sewer Usage Fees The fixed charge provides revenue stability for the sewer fund. Residents who travel to warmer climates in the winter still incur the fixed charge when no water is used. In smaller households the 6,000 gallons included in the fixed charge is sometimes more than actual usage. Implementing sewer fixed charges that include minimum usage is a common rate-setting practice throughout Minnesota. The City of Chanhassen participates in the MCES sewer system. This means that the City’s sanitary sewer system flows to the MCES treatment plant and the City receives a bill from the MCES for the service. One of the factors putting upward pressure on sewer rates are the MCES disposal charges. MCES allocates the cost of the metro area sanitation system to user Cities based on their relative percent of flow into the system. Currently the MCES charge for services is budgeted at $2,752,128 in 2023 and is the single biggest expense in the City’s sewer fund, comprising almost 59% of budgeted 2023 operating expenditures (excluding depreciation). Table 5 below shows the historical increase to the MCES charge. Most years it has exceeded the City’s 5% rate increases, and the annual increase has been as much as 17% in 2021. This study assumes future increases to the MCES charge for service will be 6% per year. Table 7. History of MCES Disposal Fee Increases in the City of Chanhassen Year MCES Charges % Increase 2017 $1,564,754 2018 $1,830,942 17% 2019 $1,904,789 4% 2020 $2,120,208 11% 2021 $2,476,920 17% 2022 $2,604,463 5% 2023 $2,752,128 6% 2022 2023 Volumetric Rate per 1,000 gallons $5.97 $6.48 Fixed Charge (includes 6,000 gallons) $36.75 $39.87 27 City of Chanhassen, MN Utility Rate Study Analysis 9 The second biggest expenditure in the sewer fund after the MCES charge is capital purchases, most of which are designated for replacing the sewer mains under road reconstruction projects. Between 2023 and 2032, the City plans to spend $20.3 million on capital improvements from the sewer fund (see Appendix A). The table below outlines some of the major sewer capital projects in the City’s capital improvement plan. Table 8. Sewer Utility Major Capital Improvements Major Projects Year Amount Street Improvement Program Annual Average $950,000 2010 MUSA Lift Station 2024 $1,400,000 Lower Bluff Creek Trunk Improvements 2027 $1,800,000 Pleasantview Road 2026-2027 $400,000 Inflow and Infiltration Abatement Annual Average $250,000 While the capital costs in the sewer fund have increased, it remains less capital intensive than the water fund as shown in the graph in Figure 3. Only 32% of total 2022 expenditures were comprised of capital and debt. Figure 3. 2022 Sewer Expenditures (Excluding Depreciation) Operating Exp (excl. depreciation) 20% Capital 29% Debt 3% MCES 48% Sewer Expenditures 2022 $5.4 million 28 City of Chanhassen, MN Utility Rate Study Analysis 10 The City has historically been able to pay cash for most sewer improvements and thus does not have a significant amount of outstanding debt in the sewer fund. The future projections shown in Appendix B rely on debt to finance the capital improvements. To meet the financial challenges facing the sewer fund, we have assumed that 95% of future capital projects will be financed. Development fees will allow the City to expand its infrastructure to meet growing sewer service demand. Sewer hook-up fees are paid by developers of new homes and businesses when land is platted and when a building permit is pulled. The hook-up fees help pay for the capital costs of serving the new properties. The City of Chanhassen has not increased its sewer hook-up fees for several years because the prior analyses showed that increases were not needed to fund expansion projects. This year, due to a higher estimate for the 2010 MUSA Sanitary Sewer Lift Station cost and additional sewer main expansion projects identified as needed, we recommend increasing sewer hook-up fees by 3.5% annually over the next ten years. The 2022 and 2023 sewer hook-up fees are shown in Table 9. Table 9. Sewer Hook-Up Fees In addition to the City’s hook-up fees, developers pay a fee of $2,485 per SAC unit directly to the Metropolitan Council. The City charges a $75 fee to collect and transmit the Met Council fee. This $75 charge is not proposed to increase. The proposed increases to user rates and development fees will maintain the financial health of the sanitary sewer fund. The graph in Figure 4 compares the projected cash balance in the fund (in orange) with the City’s target cash reserve (in blue). The target cash reserve for each utility is set at an amount necessary to provide adequate operating reserves plus fund next year’s debt service and the portion of capital projects that are to be paid with cash. See Appendix B for the full 10-year cash flow analyses for the City’s sanitary sewer fund. When Fee is Paid 2022 2023 At time of Plat $ 691 $ 715 With Building Permit $1,611 $1,667 Total per SAC Unit $2,302 $2,382 29 City of Chanhassen, MN Utility Rate Study Analysis 11 Figure 4. Projected Sanitary Sewer Fund Cash Balances VI. STORM WATER FUND Storm water fees need to increase over the next ten years to meet the revenue requirements of the sanitary sewer fund (see Table 10). The storm water fund was created to pay for the management of storm water runoff in concert with the local watershed. City projects include repair and maintenance of storm water infrastructure such as catch basins, manholes, pipes, and sediment collection devices. Over time, capital costs for the storm water system have increased to meet increasingly stringent state standards intended to improve water quality. In addition, there are storm water related construction costs in connection with street reconstruction projects and preserving and improving the water quality in Chanhassen’s many lakes. Single family residential properties pay a fixed quarterly storm water fee. Commercial property owners are charged based on residential equivalency unit, acreage, and the storm water rate. The proposed storm water fees for a single-family home are shown in Table 10. 0 1,000,000 2,000,000 3,000,000 4,000,000 5,000,000 6,000,000 7,000,000 8,000,000 2022 2023 2024 2025 2026 2027 2028 2029 2030 2031 Sanitary Sewer Utility Projected Ending Cash Balance Target minimum working capital Actual working capital-cash balance 30 City of Chanhassen, MN Utility Rate Study Analysis 12 Table 10. Proposed Storm Water Fees for a Single-Family Home The formula for calculating the fee for commercial and multi-family property’s storm water charge is: Residential Equivalency Factor x Acreage x Rate Two primary factors are contributing to the upward pressure on storm water rates and the need to generate more revenue. First, the City completed a periodic review of how public works staff are spending their time and determined that significantly more time is being spent on storm water activities than had previously been allocated to the storm water fund. As a result, operating costs for storm water personnel services has increased over the last two years. Secondly, and more significantly, projected capital expenditures shown in detail in Appendix A are more than double historical expenditures. Part of the increase is due to the new focus on street reconstruction projects which typically have a large storm water component for curbs, gutters, and underground conveyance structures. Other contributing factors include addressing deferred maintenance of storm water ponds and the purchase of a street sweeper in 2023. The major capital improvements are shown in Table 11. Table 11. Major Storm Water Utility Capital Improvements Major Projects Year Amount Street Improvement Program Annual Average $1,275,000 Pond Improvements Annual Average $460,000 Upper Riley Creek Channel Stabilization 2023 $600,000 Red Cedar Point Improvements 2023 $200,000 Street Sweeper 2023 $350,000 2022 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 % Increase 15% 15% 15% 14% 8.25% 8.25% 8.25% 5.00% 5.00% 5.00% Quarterly Rate $22.53 $25.91 $29.80 $34.27 $39.06 $42.29 $45.77 $49.55 $52.03 $54.63 $57.36 31 City of Chanhassen, MN Utility Rate Study Analysis 13 Capital and debt expenditures comprised 59% of the total cash expenditures in the Storm Water Fund in 2022 as shown in Figure 5. Figure 5. 2022 Storm Water Expenditures (Excluding Depreciation) Development fees will allow the City to expand its infrastructure to meet growing demand for storm water management as the community continues to develop. The City’s surface water area charge is based on the future use of the property and a rate per acre. Credit is provided for on-site ponding. This rate study did not change or evaluate the rate structure for the surface water area charges but compared the projected revenues they will generate with the projected cost of growth-related capital improvements to ensure that development fees would not be used to pay for operations or replacement costs. The analysis was based on the assumed platting of property as shown in Table 12. The surface water area charges for the Avienda Development were separately calculated by City staff and added to the development fee estimates in the cashflows in Appendix B. Table 12 does not include Avienda property. Operating Exp (excl. depreciation) 41%Capital 55% Debt 4% Storm Water Expenditures 2022 $3.3 million 32 City of Chanhassen, MN Utility Rate Study Analysis 14 Table 12. Platting Assumptions for Surface Water Area Charges Excluding the Avienda Development Land Use Acres Platted per Year Single-Family Residential 10 Townhomes 2 Apartments/High-Density Residential 1 Commercial 2 Industrial 2 The rate study proposes 4% annual increases to the surface water area charges. The 2022 and 2023 rates are shown in Table 13. Most developments have credits applied to these charges for on-site management of storm water. Table 13. Surface Water Area Charges Before Credits Land Use Fee per Acre 2022 Fee per Acre 2023 Single-Family Residential $8,830 $9,183 Townhomes $15,870 $16,505 Apartments/High-Density Residential $15,870 $16,505 Commercial $33,460 $34,798 Industrial $22,900 $23,816 The proposed rate increases to storm water user rates and development fees will maintain the financial health of the storm water fund. The graph in Figure 6 compares the projected cash balance in the fund (in orange) with the City’s target cash reserve (in blue). The target cash reserve for each utility is set at an amount necessary to provide adequate operating reserves plus fund next year’s debt service and the portion of capital projects that are to be paid with cash. See Appendix B for the full 10- year cash flow analyses for the City’s storm water fund. 33 City of Chanhassen, MN Utility Rate Study Analysis 15 Figure 6. Projected Storm Water Fund Cash Balances VII. COMMUNITY COMPARISON Each community has different demands on its utility systems that make it unique – different growth patterns, groundwater sources, soil conditions, usage patterns and infrastructure. Each city should set rates based on documented need, as the City of Chanhassen does through its periodic rate studies. Nevertheless, it is helpful to know how the City compares to surrounding communities because residents and businesses often expect to pay similar rates. In Chanhassen, water use varies significantly based on personal usage, lot size, irrigation, season and weather. Figure 7 compares quarterly utility bills for a single-family residential customer using 26,000 gallons of water and 12,000 gallons of sewer in a quarter. This graph compares Chanhassen customers with neighboring communities. 0 500,000 1,000,000 1,500,000 2,000,000 2,500,000 3,000,000 3,500,000 2022 2023 2024 2025 2026 2027 2028 2029 2030 2031 Storm Water Projected Year End Cash Balance Target minimum working capital Actual working capital-cash balance 34 City of Chanhassen, MN Utility Rate Study Analysis 16 Figure 7. Quarterly Bill Comparison of Neighboring Communities Figure 8 compares quarterly utility bills for a single-family residential customer using 26,000 gallons of water and 12,000 gallons of sewer in a quarter. This graph compares Chanhassen customers with other developing suburbs in the metropolitan area. Figure 8. Quarterly Bill Comparison of Developing Communities 35 City of Chanhassen, MN Utility Rate Study Analysis 17 The City of Chanhassen’s hook-up fees remain high in comparison with other developing communities. This is especially true for multi-family properties. Figure 9 shows a comparison of the City’s hook-up fees for a single-family home. One can see that sanitary sewer and storm water fees are comparable to other communities, but that Chanhassen’s water hook-up fees are higher. This is due to the need for the second water treatment plant, of which 50% of the costs were attributed to growth and are recovered from development fees. Again, the unique terrain and development patterns in Chanhassen make serving expansion of the system costly with the need for two water treatment plants. Furthermore, prior City Councils have affirmed the policy of having “growth pay for growth.” Each community sets its fees based on its own geography, infrastructure needs to serve growth, and policy direction. Figure 9. Single-Family Hook-Up Fees Comparison of Developing Communities VIII. PUTTING IT ALL TOGETHER: SAMPLE BILLS Table 14 shows sample bills for two sample residential and commercial customers. The sample residential customer uses 26,000 gallons of water and 12,000 gallons of sewer; the sample commercial customer uses 50,000 gallons each of water and sewer. 36 City of Chanhassen, MN Utility Rate Study Analysis 18 Table 14. Sample Quarterly Utility Bills for Residential and Commercial Customers IX. SUMMARY The utility funds have been well managed and have adequate cash reserves. However, each utility is facing unique challenges putting upward pressure on rates. The annual inflationary rate increases are summarized in the chart below. Table 15. Proposed Rate Increases in 2023 through 2032 The proposed utility rate and connection fee increases accommodate the City’s commitment to funding street reconstruction projects, expanding and maintaining the systems, achieving water conservation, and maintaining adequate cash reserves. Actual 2022 2023 2024 2025 2026 2027 Residential Property Water (26,000 gallons/quarter)89.73$ 94.22$ 98.93$ 103.87$ 109.07$ 114.52$ Sewer (12,000 gallons/quarter)72.57 78.74 85.43 92.69 100.57 109.12 Storm Water 22.53 25.91 29.80 34.27 39.06 42.29 Total Quarterly Utility Bill 184.83$ 198.87$ 214.16$ 230.83$ 248.70$ 265.93$ $ Increase/(Decrease)14.04 15.29 16.67 17.88 17.22 % Increase/(Decrease)7.6%7.7%7.8%7.7%6.9% Commercial Property Water (50,000 gallons/quarter)131.31$ 137.88$ 144.77$ 152.01$ 159.61$ 167.59$ Sewer (50,000 gallons/quarter)299.43 324.88 352.50 382.46 414.97 450.24 Storm Water (Classified 6 w/1 acre)185.61 213.45 245.47 282.29 321.81 348.36 Total Quarterly Utility Bill 616.35$ 676.21$ 742.74$ 816.76$ 896.39$ 966.19$ $ Increase/(Decrease)59.86 66.53 74.02 79.63 69.80 % Increase/(Decrease)9.7%9.8%10.0%9.7%7.8% Proposed Quarterly Bills 2023 2024 2025 2026 2027 2028 2029 2030-2032 Water 5% 5% 5% 5% 5% 5% 5% 5% Sewer 8.5% 8.5% 8.5% 8.5% 8.5% 8.5% 8.5% 8.5% Storm Water 15% 15% 15% 14% 8.25% 8.25% 8.25% 5% 37 City of Chanhassen, MN Utility Rate Study Analysis 19 Appendix A – Capital Improvement Plans Water Fund Capital Improvement Plan Sewer Fund Capital Improvement Plan Storm Water Fund Capital Improvement Plan 38 Capital ProjectProject Number Multiple YearFirst Year Last YearCost 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032Utility Billing Software Replacement TUtil-177 Yes 2025 2026 40,000 - - 40,000 40,000 - - - - - - Breaker Bar Attachment F-100C 2025 2,500 - - 2,500 - - - - - - - Compacting Attachment for Excavator F-100D 2026 2,500 - - - 2,500 - - - - - - Pickup - 2012 Ford F450 w/ Crane F-302 2024 80,000 - 80,000 - - - - - - - - 1/2 Ton Pickup Ext 4x4 F-303 Yes 2024 2027 3,600 - 3,600 3,600 3,600 3,600 - - - - - Chev Silverado 3500 HD F-305 Yes 2023 2026 4,461 4,461 4,461 4,461 4,461 - - - - - - Chev Silverado 3500 HD F-305 2027 4,905 - - - - 4,905 - - - - - 1/2 Ton Pickup Ext 4x4 F-306 Yes 2024 2027 3,600 - 3,600 3,600 3,600 3,600 - - - - - 2023 Chev Equinox AWD F-307 Yes 2023 2026 3,600 3,600 3,600 3,600 3,600 - - - - - - 2023 Chev Equinox AWD F-307 2027 3,950 - - - - 3,950 - - - - - 2022 Ford F150 4x4 Reg Cab F-308 Yes 2023 2026 3,600 3,600 3,600 3,600 3,600 - - - - - - 2022 Ford F150 4x4 Reg Cab F-308 2027 3,950 - - - - 3,950 - - - - - 1/2 Ton Pickup Ext 4x4 F-310 Yes 2024 2027 3,600 - 3,600 3,600 3,600 3,600 - - - - - Vactor/Sewer Jetting Truck F-313 2027 145,000 - - - - 145,000 - - - - - 1/2 Ton Pickup Ext 4x4 F-314 Yes 2024 2027 3,600 - 3,600 3,600 3,600 3,600 - - - - - 1/2 Ton Pickup Ext 4x4 F-315 Yes 2025 2027 7,200 - - 7,200 7,200 7,200 - - - - - 1/2 Ton Pickup Ext 4x4 F-316 Yes 2026 2027 3,600 - - - 3,600 3,600 - - - - - 1/2 Ton Pickup Ext 4x4 F-317 Yes 2026 2027 7,200 - - - 7,200 7,200 - - - - - Scrubber - 2006 Tennant F-396 2026 28,900 - - - 28,900 - - - - - - PW Facility - Fuel Island Canopy MBPW-042 2024 50,000 - 50,000 - - - - - - - - PW Facility - Fuel Tank Monitoring MBPW-043 2023 3,500 3,500 - - - - - - - - - PW Security Fencing & Access MBPW-045 2025 47,000 - - 47,000 - - - - - - - Lower Bluff Creek Trunk Imp SS-024 2027 1,100,000 - - - - 1,100,000 - - - - - Pavement Management (PMP) ST-012 2023 700,000 700,000 - - - - - - - - - Pavement Management (PMP) ST-012 2024 1,852,000 - 1,852,000 - - - - - - - - Pavement Management (PMP) ST-012 2025 1,876,000 - - 1,876,000 - - - - - - - Pavement Management (PMP) ST-012 2026 1,888,000 - - - 1,888,000 - - - - - - Pavement Management (PMP) ST-012 2027 1,900,000 - - - - 1,900,000 - - - - - Galpin Blvd Imp ST-040 Yes 2023 2024 275,000 275,000 275,000 - - - - - - - - Market Blvd ST-048 2025 120,000 - - 120,000 - - - - - - - Lake Drive East/Great Plains ST-049 2026 50,000 - - - 50,000 - - - - - - Crimson Bay Road/Dogwood Road Connection ST-050 2024 200,000 - 200,000 - - - - - - - - Pleasantview Road ST-054 Yes 2026 2027 800,000 - - - 800,000 800,000 - - - - - Downtown Water Reuse Project SWMP-057 2025 50,000 - - 50,000 - - - - - - - Mats with Skid Steer Attachments SWMP-062 2023 7,000 7,000 - - - - - - - - - Utility Fiber Connectivity Tutil-041S 2023 15,500 15,500 - - - - - - - - - Utility Fiber Connectivity Tutil-041S 2024 16,000 - 16,000 - - - - - - - - Utility Fiber Connectivity Tutil-041S 2025 16,500 - - 16,500 - - - - - - - Utility Fiber Connectivity Tutil-041S 2026 17,000 - - - 17,000 - - - - - - Utility Fiber Connectivity Tutil-041S 2027 17,500 - - - - 17,500 - - - - - WTP Server & SCADA Replacement Tutil-041w 2023 70,000 70,000 - - - - - - - - - Well Rehabilitation Program W-032 2023 177,000 177,000 - - - - - - - - - Well Rehabilitation Program W-032 2024 110,000 - 110,000 - - - - - - - - Well Rehabilitation Program W-032 2025 51,000 - - 51,000 - - - - - - - Well Rehabilitation Program W-032 2026 124,000 - - - 124,000 - - - - - - Well Rehabilitation Program W-032 2027 76,000 - - - - 76,000 - - - - - Trunk Watermain Maintenance W-065 2025 280,000 - - 280,000 - - - - - - - Trunk Watermain Maintenance W-065 2026 290,000 - - - 290,000 - - - - - - Trunk Watermain Maintenance W-065 2027 300,000 - - - - 300,000 - - - - - Water Treatment Plant Bldg & Equip W-068 2023 80,000 80,000 - - - - - - - - - Water Treatment Plant Bldg & Equip W-068 2024 82,000 - 82,000 - - - - - - - - Water Treatment Plant Bldg & Equip W-068 2025 84,000 - - 84,000 - - - - - - - Water Treatment Plant Bldg & Equip W-068 2026 86,000 - - - 86,000 - - - - - - Water Treatment Plant Bldg & Equip W-068 2027 88,000 - - - - 88,000 - - - - - WTP Mechanical Improvements W-069 2023 120,000 120,000 - - - - - - - - - PRV Improvements W-072 2023 150,000 150,000 - - - - - - - - - EWTP Site Improvements W-073 2023 100,000 100,000 - - - - - - - - - Placeholder N/A Yes 2028 2032 3,000,000 - - - - - 3,000,000 3,150,000 3,307,500 3,472,875 8,283,615 Total Capital Projects1,709,661 2,691,061 2,600,261 3,370,461 4,471,705 3,000,000 3,150,000 3,307,500 3,472,875 8,283,615 Water39 Capital ProjectProject Number Multiple YearFirst Year Last YearCost 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032Utility Billing Software Replacement TUtil-177 Yes 2025 2026 40,000 - - 40,000 40,000 - - - - - - Breaker Bar Attachment F-100C 2025 2,500 - - 2,500 - - - - - - - Compacting Attachment for Excavator F-100D 2026 2,500 - - - 2,500 - - - - - - Pickup - 2012 Ford F450 w/ Crane F-302 2024 80,000 - 80,000 - - - - - - - - 1/2 Ton Pickup Ext 4x4 F-303 Yes 2024 2027 3,600 - 3,600 3,600 3,600 3,600 - - - - - Chev Silverado 3500 HD F-305 Yes 2023 2026 4,461 4,461 4,461 4,461 4,461 - - - - - - Chev Silverado 3500 HD F-305 2027 4,905 - - - - 4,905 - - - - - 1/2 Ton Pickup Ext 4x4 F-306 Yes 2024 2027 3,600 - 3,600 3,600 3,600 3,600 - - - - - 2023 Chev Equinox AWD F-307 Yes 2023 2026 3,600 3,600 3,600 3,600 3,600 - - - - - - 2023 Chev Equinox AWD F-307 2027 3,950 - - - - 3,950 - - - - - 2022 Ford F150 4x4 Reg Cab F-308 Yes 2023 2026 3,600 3,600 3,600 3,600 3,600 - - - - - - 2022 Ford F150 4x4 Reg Cab F-308 2027 3,950 - - - - 3,950 - - - - - 1/2 Ton Pickup Ext 4x4 F-310 Yes 2024 2027 3,600 - 3,600 3,600 3,600 3,600 - - - - - Vactor/Sewer Jetting Truck F-313 2027 435,000 - - - - 435,000 - - - - - 1/2 Ton Pickup Ext 4x4 F-314 Yes 2024 2027 3,600 - 3,600 3,600 3,600 3,600 - - - - - 1/2 Ton Pickup Ext 4x4 F-316 Yes 2026 2027 3,600 - - - 3,600 3,600 - - - - - Equipment - Trailer Mounted F-397 2023 50,000 50,000 - - - - - - - - - PW Facility - Fuel Island Canopy MBPW-042 2024 50,000 - 50,000 - - - - - - - - PW Facility - Fuel Tank Monitoring MBPW-043 2023 3,500 3,500 - - - - - - - - - PW Security Fencing & Access MBPW-045 2025 47,000 - - 47,000 - - - - - - - Lake Ann Park Beach Imp P-LAB 2026 20,000 - - - 20,000 - - - - - - Inflow and Infiltration Abatement SS-012 2023 210,000 210,000 - - - - - - - - - Inflow and Infiltration Abatement SS-012 2024 220,000 - 220,000 - - - - - - - - Inflow and Infiltration Abatement SS-012 2025 230,000 - - 230,000 - - - - - - - Inflow and Infiltration Abatement SS-012 2026 240,000 - - - 240,000 - - - - - - Inflow and Infiltration Abatement SS-012 2027 250,000 - - - - 250,000 - - - - - Lift Station Rehab Program SS-017 2023 170,000 170,000 - - - - - - - - - Lift Station Rehab Program SS-017 2024 150,000 - 150,000 - - - - - - - - Lift Station Rehab Program SS-017 2025 95,000 - - 95,000 - - - - - - - Lift Station Rehab Program SS-017 2026 100,000 - - - 100,000 - - - - - - Lift Station Rehab Program SS-017 2027 105,000 - - - - 105,000 - - - - - 2010 MUSA Sanitary Lift Station SS-020 2024 1,400,000 - 1,400,000 - - - - - - - - Lower Bluff Creek Trunk Imp SS-024 2027 1,800,000 - - - - 1,800,000 - - - - - Lift Station Access Imp SS-027 Yes 2024 2025 125,000 - 125,000 125,000 - - - - - - - LS #3 Forcemain Replacement SS-028 2023 130,000 130,000 - - - - - - - - - Pavement Management (PMP) ST-012 2023 250,000 250,000 - - - - - - - - - Pavement Management (PMP) ST-012 2024 926,000 - 926,000 - - - - - - - - Pavement Management (PMP) ST-012 2025 938,000 - - 938,000 - - - - - - - Pavement Management (PMP) ST-012 2026 944,000 - - - 944,000 - - - - - - Pavement Management (PMP) ST-012 2027 950,000 - - - - 950,000 - - - - - Galpin Blvd Imp ST-040 Yes 2023 2024 125,000 125,000 125,000 - - - - - - - - Market Blvd ST-048 2025 40,000 - - 40,000 - - - - - - - Lake Drive East/Great Plains ST-049 2026 50,000 - - - 50,000 - - - - - - Crimson Bay Road/Dogwood Road Connection ST-050 2024 200,000 - 200,000 - - - - - - - - Pleasantview Road ST-054 Yes 2026 2027 200,000 - - - 200,000 200,000 - - - - - Mats with Skid Steer Attachments SWMP-062 2023 7,000 7,000 - - - - - - - - - Utility Fiber Connectivity Tutil-041S 2023 15,500 15,500 - - - - - - - - - Utility Fiber Connectivity Tutil-041S 2024 16,000 - 16,000 - - - - - - - - Utility Fiber Connectivity Tutil-041S 2025 16,500 - - 16,500 - - - - - - - Utility Fiber Connectivity Tutil-041S 2026 17,000 - - - 17,000 - - - - - - Utility Fiber Connectivity Tutil-041S 2027 17,500 - - - - 17,500 - - - - - Placeholder N/A Yes 2028 2032 1,625,000 - - - - - 1,625,000 1,706,250 1,791,563 1,881,141 1,975,198 Total Capital Projects972,661 3,318,061 1,560,061 1,643,161 3,788,305 1,625,000 1,706,250 1,791,563 1,881,141 1,975,198 Sewer40 Capital ProjectProject Number Multiple YearFirst Year Last YearCost 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032Utility Billing Software Replacement TUtil-177 Yes 2025 2026 20,000 - - 20,000 20,000 - - - - - - Compacting Attachment for Excavator F-100D 2026 2,500 - - - 2,500 - - - - - - Street Sweeper 2003 Elgin Broom F-136 2023 350,000 350,000 - - - - - - - - - Equipment - Trailer Mounted F-397 2023 50,000 50,000 - - - - - - - - - Fire Station 1 Improvments MBFire-047 2023 25,000 25,000 - - - - - - - - - PW Facility - Fuel Island Canopy MBPW-042 2024 50,000 - 50,000 - - - - - - - - PW Facility - Fuel Tank Monitoring MBPW-043 2023 3,500 3,500 - - - - - - - - - PW Security Fencing & Access MBPW-045 2025 47,000 - - 47,000 - - - - - - - Lake Ann Park Beach Improvements P-LAB 2026 60,000 - - - 60,000 - - - - - - Lift Station Access Improvements SS-027 2024 50,000 - 50,000 - - - - - - - - Lift Station Access Improvements SS-027 2025 75,000 - - 75,000 - - - - - - - Pavement Management (PMP) ST-012 2023 750,000 750,000 - - - - - - - - - Pavement Management (PMP) ST-012 2024 1,389,000 - 1,389,000 - - - - - - - - Pavement Management (PMP) ST-012 2025 1,407,000 - - 1,407,000 - - - - - - - Pavement Management (PMP) ST-012 2026 1,416,000 - - - 1,416,000 - - - - - - Pavement Management (PMP) ST-012 2027 1,425,000 - - - - 1,425,000 - - - - - Market Blvd ST-048 2025 40,000 - - 40,000 - - - - - - - Lake Drive East/Great Plains ST-049 2026 100,000 - - - 100,000 - - - - - - Crimson Bay Road/Dogwood Road Connection ST-050 2024 100,000 - 100,000 - - - - - - - - TH41 MMSW Access Improvments ST-051 2024 100,000 - 100,000 - - - - - - - - Stormwater Pond Improvments SWMP-032 2023 150,000 150,000 - - - - - - - - - Stormwater Pond Improvments SWMP-032 2024 500,000 - 500,000 - - - - - - - - Stormwater Pond Improvments SWMP-032 2025 525,000 - - 525,000 - - - - - - - Stormwater Pond Improvments SWMP-032 2026 550,000 - - - 550,000 - - - - - - Stormwater Pond Improvments SWMP-032 2027 575,000 - - - - 575,000 - - - - - Lotus Lake Channels & Outfall Improvements SWMP-046 2023 50,000 50,000 - - - - - - - - - Upper Riley Creek Channel Stabiliziation SWMP-048 2023 600,000 600,000 - - - - - - - - - Downtown Water Reuse Project SWMP-057 2025 50,000 - - 50,000 - - - - - - - Red Cedar Point Stormwater Improvements SWMP-061 2023 200,000 200,000 - - - - - - - - - Mats with Skid Steer Attachments SWMP-062 2023 7,000 7,000 - - - - - - - - - Placeholder N/A Yes 2028 2032 2,150,000 - - - - - 2,150,000 2,257,500 2,370,375 2,488,894 2,613,338 Total Capital Projects2,185,500 2,189,000 2,164,000 2,148,500 2,000,000 2,150,000 2,257,500 2,370,375 2,488,894 2,613,338 Storm41 City of Chanhassen, MN Utility Rate Study Analysis 23 Appendix B – Projections Water Fund Projections Sewer Fund Projections Storm Water Fund Projections 42 City of Chanhassen , MNUtility Rate StudyBase Model with Avienda GrowthEstimated Budgeted2019 2020 20212022 2023 2024 2025 2026 2027 2028 2029 20302031 2032 2033Rates Inflation 5.00% 5.00% 5.00% 5.00% 5.00% 5.00% 5.00% 5.00% 5.00% 5.00% 5.00%Revenue growth - non-usage1.00%2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00%1.00%Expense growth - operating3.00%3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00%Expense growth - personnel3.00%5.00% 5.00% 5.00% 5.00% 5.00% 5.00% 5.00% 5.00% 5.00% 5.00% 5.00%2.00%Expense growth - MCES0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00%5.00%Beginning net assets 34,742,933 33,858,830 33,591,189 36,268,724 35,830,632 36,041,618 39,068,414 42,667,090 43,117,503 43,755,457 44,584,425 45,627,388 46,628,287 47,868,575 49,343,797Operating Revenues Water revenues 2,816,932 3,418,138 4,231,073 4,265,357 3,918,000 4,113,900 4,319,595 4,535,575 4,762,353 5,000,471 5,250,495 5,513,019 5,788,670 6,078,104 6,382,009 Revenues from Growth29,164 59,268 94,035 113,682 135,394 158,928 184,009 208,176 234,655 263,511 Sanitary sewer revenues 0000000000000 Storm sewer revenues Penalties and other 114,732 111,772 136,115 106,000 118,000 120,360 122,767 125,223 127,727 130,282 132,887 135,545 138,256 141,021 143,841 Total Operating Revenues 2,931,664 3,529,910 4,367,188 4,371,357 4,036,000 4,263,424 4,501,631 4,754,832 5,003,763 5,266,147 5,542,3105,832,574 6,135,102 6,453,780 6,789,361Operating Expenses Personnel Services 798,372 882,002 853,164 1,062,800 1,123,636 1,179,818 1,238,809 1,300,749 1,365,787 1,434,076 1,505,780 1,581,069 1,660,122 1,743,128 1,830,285 Reduction Materials and supplies 314,739 307,496 391,556 412,600 464,800 478,744 493,106 507,900 523,136 538,831 554,996 571,645 588,795 606,459 624,652 Repair and maintenance 369,890 395,947 762,056 350,700 404,700 416,841 429,346 442,227 455,493 469,158 483,233 497,730 512,662 528,042 543,883 Contractual other 1,747,925 650,247 721,824 625,000 711,560 732,907 754,894 777,541 800,867 824,893 849,640 875,129 901,383 928,424 956,277 MCES00000000000 MCES related to growth Depreciation 1,955,887 1,935,991 1,915,739 1,915,739 1,915,739 1,915,739 1,915,739 1,915,739 1,915,739 1,915,739 1,915,739 1,915,739 1,915,739 1,915,739 1,915,739 Total Operating Expenses 5,186,813 4,171,683 4,644,339 4,366,839 4,620,435 4,724,049 4,831,894 4,944,155 5,061,023 5,182,697 5,309,3875,441,312 5,578,701 5,721,792 5,870,836Net Operations(2,255,149) (641,773) (277,151)4,518(584,435) (460,625) (330,264) (189,323) (57,260)83,450 232,923 391,261 556,401 731,988 918,525Non operating revenues (expenses) Investment Income (Loss) 281,251 181,155(32,585)55,000 140,000 125,848 168,900 199,389 183,041 169,977 163,234 154,677 154,879 152,809 151,097 Unrealized Gain (Loss) on Investments(230,000) Interest on existing debt(655,693) (736,794) (600,679) (695,650) (627,206) (576,538) (530,988) (493,763) (460,638) (422,838) (385,563) (348,913) (315,488) (290,288) (269,213) Connection fees 1,450,925 566,833 1,794,283 400,000 1,277,627 3,933,009 4,285,826 928,803 967,398 992,858 1,026,738 798,130 838,637 874,737 917,823 Other income (expense) 7,377 5,824 17,415 26,000 5,000 5,100 5,202 5,306 5,412 5,520 5,631 5,743 5,858 5,975 6,095 Capital contribution 679,114 1,908,677 1,770,049 Intergovermental 173,100 486 209 1,040 Transfers in 9,453 Transfers out-(578,477) (1,555,846) Special assessments 3,996 3,797 5,994 1,000 Gain (loss) on disposal of asset Total non operating revenue (expenses) 1,371,046 374,132 2,954,686(442,610)795,421 3,487,420 3,928,940 639,736 695,214 745,518 810,040 609,638 683,887 743,234 805,803Net increase (decrease) in resources(884,103) (267,641)2,677,535(438,092)210,986 3,026,795 3,598,677 450,413 637,954 828,967 1,042,963 1,000,899 1,240,288 1,475,222 1,724,328Change in accounting principleEnding net assets 33,858,830 33,591,189 36,268,724 35,830,632 36,041,618 39,068,414 42,667,090 43,117,503 43,755,457 44,584,425 45,627,38846,628,287 47,868,575 49,343,797 51,068,125ActualWaterProjected43 City of Chanhassen , MNUtility Rate StudyBase Model with Avienda GrowthEstimated Budgeted2019 2020 20212022 2023 2024 2025 2026 2027 2028 2029 20302031 2032 2033Rates Inflation 5.00% 5.00% 5.00% 5.00% 5.00% 5.00% 5.00% 5.00% 5.00% 5.00% 5.00%Revenue growth - non-usage1.00%2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00%1.00%Expense growth - operating3.00%3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00%Expense growth - personnel3.00%5.00% 5.00% 5.00% 5.00% 5.00% 5.00% 5.00% 5.00% 5.00% 5.00% 5.00%2.00%Expense growth - MCES0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00%5.00%ActualWaterProjectedCIP Funding Purchase of Capital Assets(113,171) (377,180) (1,694,680) (1,500,000) (1,709,661) (2,691,061) (2,600,261) (3,370,461) (4,471,705) (3,000,000) (3,150,000) (3,307,500) (3,472,875) (8,283,615) (3,756,262) Interfund loan(96,802) (193,225) (193,593) (185,367) (190,002) Bond Proceeds 4,682,300(962,030)0 500,000 1,000,000 1,500,000 3,000,000 2,000,000 2,150,000 3,000,000 3,000,000 7,500,000 3,200,000 Bond P&I - Future(59,366) (59,366) (59,366) (59,366) (59,366)(59,366) (59,366) (59,366) (59,366) (59,366) Bond P&I - Future(120,241) (120,241) (120,241) (120,241) (120,241) (120,241) (120,241) (120,241) (120,241) Bond P&I - Future00000000 Bond P&I - Future(184,936) (184,936) (184,936) (184,936) (184,936) (184,936) (184,936) Bond P&I - Future(369,873) (369,873) (369,873) (369,873) (369,873) (369,873) Bond P&I - Future(246,582) (246,582) (246,582) (246,582) (246,582) Bond P&I - Future(265,076) (265,076) (265,076) (265,076) Bond P&I - Future(369,873) (369,873) (369,873) Bond P&I - Future(369,873) (369,873) Bond P&I - Future(924,682) Bond Prin - Existing(1,787,500) (1,807,500) (1,865,000) (1,820,000) (1,502,500) (1,470,000) (1,515,000) (970,000) (1,240,000) (1,280,000) (1,320,000) (1,355,000) (1,150,000) (690,000) (715,000)Beginning Cash 9,573,902 7,823,529 9,859,680 7,607,062 5,809,342 5,033,904 6,756,012 7,975,560 7,321,644 6,799,089 6,529,379 6,187,083 6,195,148 6,112,353 6,043,881 Add net operations(2,255,149) (641,773) (277,151)4,518(584,435) (460,625) (330,264) (189,323) (57,260)83,450 232,923 391,261 556,401 731,988 918,525 Add back depreciation 1,955,887 1,935,991 1,915,739 1,915,739 1,915,739 1,915,739 1,915,739 1,915,739 1,915,739 1,915,739 1,915,739 1,915,739 1,915,739 1,915,739 1,915,739 Add back change in market value 0 0 0 230,00000000000000 Add net non operating 518,832(1,534,545)1,184,637(442,610)795,421 3,487,420 3,928,940 639,736 695,214 745,518 810,040 609,638 683,887 743,234 805,803 Add capital and bond (1,997,473)2,304,395(4,715,303) (3,505,367) (2,902,163) (3,220,427) (4,294,868) (3,020,068) (3,076,248) (3,014,416) (3,300,998) (2,908,574) (3,238,821) (3,459,434) (4,181,763) Net change in balance sheet items 27,530(27,917) (360,540)000000000 Other investmentsEnding Cash 7,823,529 9,859,680 7,607,062 5,809,342 5,033,904 6,756,012 7,975,560 7,321,644 6,799,089 6,529,379 6,187,083 6,195,148 6,112,353 6,043,881 5,502,184 Other investmentsEnding net assets 33,858,830 33,591,189 36,268,724 35,830,632 36,041,618 39,068,414 42,667,090 43,117,503 43,755,457 44,584,425 45,627,38846,628,287 47,868,575 49,343,797 51,068,125Target minimum working capital 5,827,155 4,868,667 4,127,713 4,572,775 5,699,023 4,478,146 4,590,456 4,587,058 4,934,477 4,605,398 5,001,608 5,290,915 6,084,789Actual working capital-cash balance 7,823,529 9,859,680 7,607,062 5,809,342 5,033,904 6,756,012 7,975,560 7,321,644 6,799,089 6,529,379 6,187,083 6,195,148 6,112,353 6,043,881 5,502,184Over (Under) target working capital 7,823,529 4,032,525 2,738,395 1,681,629 461,130 1,056,989 3,497,414 2,731,187 2,212,031 1,594,902 1,581,685 1,193,540 821,439(40,909)44 City of Chanhassen , MNUtility Rate StudyBase Model with Avienda GrowthRates Inflation Revenue growth - non-usageExpense growth - operatingExpense growth - personnelExpense growth - MCESBeginning net assetsOperating Revenues Water revenues Revenues from Growth Sanitary sewer revenues Storm sewer revenues Penalties and other Total Operating RevenuesOperating Expenses Personnel Services Reduction Materials and supplies Repair and maintenance Contractual other MCES MCES related to growth Depreciation Total Operating ExpensesNet OperationsNon operating revenues (expenses) Investment Income (Loss) Unrealized Gain (Loss) on Investments Interest on existing debt Connection fees Other income (expense) Capital contribution Intergovermental Transfers in Transfers out- Special assessments Gain (loss) on disposal of asset Total non operating revenue (expenses)Net increase (decrease) in resourcesChange in accounting principleEnding net assetsEstimated Budgeted2019 2020 2021 2022 2023 2024 2025 2026 2027 2028 2029 2030 2031 20328.50% 8.50% 8.50% 8.50% 8.50% 8.50% 8.50% 8.50% 8.50% 8.50%1.00%2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00%1.00%3.00%3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00%3.00%5.00% 5.00% 5.00% 5.00% 5.00% 5.00% 5.00% 5.00% 5.00% 5.00%2.00%6.00% 6.00% 6.00% 6.00% 6.00% 6.00% 6.00% 6.00% 6.00%5.00%18,008,680 18,143,625 17,593,026 18,724,024 17,748,573 17,205,505 17,508,207 18,076,227 17,945,959 18,026,947 18,305,703 18,818,942 19,523,179 20,520,64100000000000015,280 41,357 90,343 146,684 173,934 205,179 240,237 279,374 323,4173,067,469 3,160,226 3,392,197 3,583,299 3,900,537 4,232,082 4,591,809 4,982,113 5,405,593 5,865,068 6,363,599 6,904,505 7,491,388 8,128,15676,489 51,885 76,255 60,000 75,628 77,141 78,683 80,257 81,862 83,499 85,169 86,873 88,610 90,3823,143,958 3,212,111 3,468,452 3,643,299 3,976,165 4,324,503 4,711,850 5,152,713 5,634,139 6,122,501 6,653,947 7,231,615 7,859,372 8,541,955494,444 506,832 438,624 681,345 874,080 917,784 963,673 1,011,857 1,062,450 1,115,572 1,171,351 1,229,918 1,291,414 1,355,98525,603 40,497 39,880 75,000 113,745 117,157 120,672 124,292 128,021 131,862 135,817 139,892 144,089 148,411101,492 121,819 719,329 133,500 114,500 117,935 121,473 125,117 128,871 132,737 136,719 140,821 145,045 149,397397,901 534,877 383,668 180,000 195,850 201,726 207,777 214,011 220,431 227,044 233,855 240,871 248,097 255,5401,904,789 2,120,208 2,476,920 2,604,463 2,752,128 2,917,256 3,092,291 3,277,828 3,474,498 3,682,968 3,903,946 4,138,183 4,386,474 4,649,6623,445 7,304 19,357 41,411 65,547 75,671 86,914 99,136 112,406951,542 942,382 919,246 919,246 919,246 919,246 919,246 919,246 919,246 919,246 919,246 919,246 919,246 919,2463,875,771 4,266,615 4,977,667 4,593,554 4,969,549 5,194,549 5,432,437 5,691,708 5,974,928 6,274,976 6,576,606 6,895,845 7,233,501 7,590,647(731,813) (1,054,504) (1,509,215) (950,255) (993,384) (870,046) (720,587) (538,996) (340,789) (152,474)77,341 335,770 625,871 951,308218,757 173,691(34,969)80,000 140,000 141,455 157,255 176,996 174,386 171,574 162,509 154,873 147,168 140,410(350,000)(3,810) (22,577) (48,199) (27,196) (36,873) (31,475) (26,450)(21,275) (15,950) (10,475) (5,800) (3,900) (3,900) (3,900)438,417 161,614 790,780 260,000 337,189 1,052,568 1,147,398 242,394 252,517 259,091 267,926 206,007 216,606 226,0053,823 47,969 12,000 10,000 10,200 10,404 10,612 10,824 11,041 11,262 11,487 11,717 11,951261,894 1,149,307 1,745,738206,353 486 1,039185,794(258,810) (983,663)134 82 30(23,004)866,758 503,905 2,640,213(25,196)450,316 1,172,748 1,288,607 408,727 421,777 431,231 435,897 368,467 371,590 374,466134,945(550,599)1,130,998(975,451) (543,068)302,702 568,020(130,269)80,988 278,757 513,238 704,237 997,462 1,325,77418,143,625 17,593,026 18,724,024 17,748,573 17,205,505 17,508,207 18,076,227 17,945,959 18,026,947 18,305,703 18,818,942 19,523,179 20,520,641 21,846,415Sanitary SewerActualProjected45 City of Chanhassen , MNUtility Rate StudyBase Model with Avienda GrowthRates Inflation Revenue growth - non-usageExpense growth - operatingExpense growth - personnelExpense growth - MCESCIP Funding Purchase of Capital Assets Interfund loan Bond Proceeds Bond P&I - Future Bond P&I - Future Bond P&I - Future Bond P&I - Future Bond P&I - Future Bond P&I - Future Bond P&I - Future Bond P&I - Future Bond P&I - Future Bond P&I - Future Bond Prin - ExistingBeginning Cash Add net operations Add back depreciation Add back change in market value Add net non operating Add capital and bond Net change in balance sheet items Other investmentsEnding Cash Other investmentsEnding net assetsTarget minimum working capital Actual working capital-cash balanceOver (Under) target working capitalEstimated Budgeted2019 2020 2021 2022 2023 2024 2025 2026 2027 2028 2029 2030 2031 20328.50% 8.50% 8.50% 8.50% 8.50% 8.50% 8.50% 8.50% 8.50% 8.50%1.00%2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00%1.00%3.00%3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00%3.00%5.00% 5.00% 5.00% 5.00% 5.00% 5.00% 5.00% 5.00% 5.00% 5.00%2.00%6.00% 6.00% 6.00% 6.00% 6.00% 6.00% 6.00% 6.00% 6.00%5.00%Sanitary SewerActualProjected(210,611) (72,287) (253,883) (1,600,000) (972,661) (3,318,061) (1,560,061) (1,643,161) (3,788,305) (1,625,000) (1,706,250) (1,791,563) (1,881,141) (1,975,198)711,609 962,030 0 900,000 3,000,000 1,500,000 1,575,000 3,700,000 1,550,000 1,650,000 1,750,000 1,800,000 1,900,000(106,858) (106,858) (106,858) (106,858) (106,858) (106,858) (106,858) (106,858) (106,858)(360,724) (360,724) (360,724) (360,724) (360,724) (360,724) (360,724) (360,724)(182,642) (182,642) (182,642) (182,642) (182,642) (182,642) (182,642)(194,183) (194,183) (194,183) (194,183) (194,183) (194,183)(456,176) (456,176) (456,176) (456,176) (456,176)(191,101) (191,101) (191,101) (191,101)(203,430) (203,430) (203,430)(215,759) (215,759)(221,924)(62,500) (62,500) (125,000) (125,000) (227,500) (165,000) (170,000)(175,000) (180,000) (185,000) (190,000) (195,000) (195,000) (195,000)5,686,989 6,308,496 6,169,090 7,013,372 5,582,167 5,658,184 6,290,213 7,079,836 6,975,428 6,862,950 6,500,369 6,194,919 5,886,725 5,616,418(731,813) (1,054,504) (1,509,215) (950,255) (993,384) (870,046) (720,587) (538,996) (340,789) (152,474)77,341 335,770 625,871 951,308951,542 942,382 919,246 919,246 919,246 919,246 919,246 919,246 919,246 919,246 919,246 919,246 919,246 919,2460 0 0 350,0000000000000604,864(645,402)894,475(25,196)450,316 1,172,748 1,288,607 408,727 421,777 431,231 435,897 368,467 371,590 374,466(273,111)576,822 583,147(1,725,000) (300,161) (589,919) (697,643) (893,385) (1,112,712) (1,560,584) (1,737,935) (1,931,677) (2,187,015) (2,402,995)70,025 41,296(43,371)000000006,308,496 6,169,090 7,013,372 5,582,167 5,658,184 6,290,213 7,079,836 6,975,428 6,862,950 6,500,369 6,194,919 5,886,725 5,616,418 5,458,44218,143,625 17,593,026 18,724,024 17,748,573 17,205,505 17,508,207 18,076,227 17,945,959 18,026,947 18,305,703 18,818,942 19,523,179 20,520,641 21,846,4151,078,940 3,754,211 2,137,315 2,615,070 2,835,294 3,149,980 3,498,944 4,088,425 4,415,800 4,760,357 5,175,314 5,560,1236,308,496 6,169,090 7,013,372 5,582,167 5,658,184 6,290,213 7,079,836 6,975,428 6,862,950 6,500,369 6,194,919 5,886,725 5,616,418 5,458,4426,308,496 5,090,151 3,259,162 3,444,852 3,043,113 3,454,919 3,929,856 3,476,485 2,774,526 2,084,570 1,434,562 711,411 56,295 46 City of Chanhassen , MNUtility Rate StudyBase Model with Avienda GrowthRates Inflation Revenue growth - non-usageExpense growth - operatingExpense growth - personnelExpense growth - MCESBeginning net assetsOperating Revenues Water revenues Revenues from Growth Sanitary sewer revenues Storm sewer revenues Penalties and other Total Operating RevenuesOperating Expenses Personnel Services Reduction Materials and supplies Repair and maintenance Contractual other MCES MCES related to growth Depreciation Total Operating ExpensesNet OperationsNon operating revenues (expenses) Investment Income (Loss) Unrealized Gain (Loss) on Investments Interest on existing debt Connection fees Other income (expense) Capital contribution Intergovermental Transfers in Transfers out- Special assessments Gain (loss) on disposal of asset Total non operating revenue (expenses)Net increase (decrease) in resourcesChange in accounting principleEnding net assetsEstimated Budgeted2019 2020 20212022 2023 2024 2025 2026 2027 2028 2029 20302031 203215.00% 15.00% 15.00% 14.00% 8.25% 8.25% 8.25% 5.00% 5.00% 5.00%1.00%2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00%1.00%3.00%3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00%3.00%5.00% 5.00% 5.00% 5.00% 5.00% 5.00% 5.00% 5.00% 5.00% 5.00%2.00%0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00%5.00%15,786,052 16,024,686 16,082,972 17,433,991 16,740,740 16,114,571 15,831,942 15,674,878 15,811,335 16,115,220 16,602,800 17,297,052 18,102,767 19,019,09200000000000025,029 45,158 69,360 84,622 102,149 121,834 139,580 159,146 180,594000000000000978,585 1,063,616 1,434,752 1,511,822 1,744,000 2,005,600 2,306,440 2,629,342 2,846,262 3,081,079 3,335,268 3,502,031 3,677,133 3,860,99020,185 16,982 23,952 32,000 31,300 31,926 32,565 33,216 33,880 34,558 35,249 35,954 36,673 37,406998,770 1,080,598 1,458,704 1,543,822 1,775,300 2,062,555 2,384,162 2,731,917 2,964,764 3,217,786 3,492,351 3,677,565 3,872,952 4,078,990280,571 363,057 338,304 960,000 1,120,881 1,176,925 1,235,771 1,297,560 1,362,438 1,430,560 1,502,088 1,577,192 1,656,052 1,738,854(69,000) (71,070) (73,202) (75,398) (77,660)(79,990) (82,390) (84,861) (87,407) (90,029)27,612 15,198 17,834 40,000 77,305 79,624 82,013 84,473 87,007 89,618 92,306 95,075 97,928 100,865614 2,851 847,666 21,800 50,000 51,500 53,045 54,636 56,275 57,964 59,703 61,494 63,339 65,239691,110 318,135 380,269 325,000 454,800 468,444 482,497 496,972 511,881 527,238 543,055 559,347 576,127 593,4110 0 0 0000000918,471 956,000 936,298 936,298 936,298 936,298 936,298 936,298 936,298 936,298 936,298 936,298 936,298 936,2981,918,378 1,655,241 2,520,371 2,283,098 2,570,284 2,641,721 2,716,422 2,794,542 2,876,240 2,961,687 3,051,060 3,144,545 3,242,336 3,344,638(919,608) (574,643) (1,061,667) (739,276) (794,984) (579,167) (332,260) (62,624)88,524 256,099 441,291 533,021 630,616 734,35248,739 35,758(10,425)20,000 40,000 21,906 29,606 34,945 43,163 50,723 58,212 65,667 70,465 75,711(87,000)(38,385) (21,343) (29,975) (26,525) (23,000) (19,325) (15,500) (11,600) (7,625) (4,200) (1,400)00758,822 262,559 225,159 105,000 117,340 259,631 126,915 141,636 145,798 150,383 160,948 170,427 177,244 184,33438,855 3,235 38,009529,353 604,290 2,181,286251,924 38,580 38,000 38,000 38,000 38,000 38,000 38,000 38,000 38,000 38,000 38,000 38,000(469,451) (272,644)(464)1,158,242 632,929 2,412,686 46,025 168,815 296,537 175,196 199,081 215,361 231,481 252,960 272,694 285,709 298,045238,634 58,286 1,351,019(693,251) (626,169) (282,630) (157,064)136,457 303,885 487,580 694,252 805,715 916,325 1,032,39716,024,686 16,082,972 17,433,991 16,740,740 16,114,571 15,831,942 15,674,878 15,811,335 16,115,220 16,602,800 17,297,052 18,102,767 19,019,092 20,051,489Storm SewerActualProjected47 City of Chanhassen , MNUtility Rate StudyBase Model with Avienda GrowthRates Inflation Revenue growth - non-usageExpense growth - operatingExpense growth - personnelExpense growth - MCESCIP Funding Purchase of Capital Assets Interfund loan Bond Proceeds Bond P&I - Future Bond P&I - Future Bond P&I - Future Bond P&I - Future Bond P&I - Future Bond P&I - Future Bond P&I - Future Bond P&I - Future Bond P&I - Future Bond P&I - Future Bond Prin - ExistingBeginning Cash Add net operations Add back depreciation Add back change in market value Add net non operating Add capital and bond Net change in balance sheet items Other investmentsEnding Cash Other investmentsEnding net assetsTarget minimum working capital Actual working capital-cash balanceOver (Under) target working capitalEstimated Budgeted2019 2020 20212022 2023 2024 2025 2026 2027 2028 2029 20302031 203215.00% 15.00% 15.00% 14.00% 8.25% 8.25% 8.25% 5.00% 5.00% 5.00%1.00%2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00%1.00%3.00%3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00%3.00%5.00% 5.00% 5.00% 5.00% 5.00% 5.00% 5.00% 5.00% 5.00% 5.00%2.00%0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00%5.00%Storm SewerActualProjected(445,010) (129,024) (308,508) (1,800,000) (2,185,500) (2,189,000) (2,164,000) (2,148,500) (2,000,000) (2,150,000) (2,257,500) (2,370,375) (2,488,894) (2,613,338)1,374,365 2,150,000 2,150,000 2,100,000 2,100,000 1,950,000 2,100,000 2,200,000 2,300,000 2,400,000 2,550,000(186,674) (186,674) (186,674) (186,674) (186,674) (186,674) (186,674) (186,674) (186,674)(190,008) (190,008) (190,008) (190,008) (190,008) (190,008) (190,008) (190,008)(188,876) (188,876) (188,876) (188,876) (188,876) (188,876) (188,876)(192,193) (192,193) (192,193) (192,193) (192,193) (192,193)(181,572) (181,572) (181,572) (181,572) (181,572)(195,539) (195,539) (195,539) (195,539)(204,850) (204,850) (204,850)(214,162) (214,162)(223,473)(115,000) (115,000) (115,000) (120,000) (125,000)(130,000) (130,000) (135,000) (140,000) (140,000)001,128,485 852,598 2,658,156 2,301,583 716,630 876,259 1,184,254 1,397,806 1,726,503 2,028,934 2,328,489 2,626,676 2,818,601 3,028,456(919,608) (574,643) (1,061,667) (739,276) (794,984) (579,167) (332,260) (62,624)88,524 256,099 441,291 533,021 630,616 734,352918,471 956,000 936,298 936,298 936,298 936,298 936,298 936,298 936,298 936,298 936,298 936,298 936,298 936,29800087,0000000000000628,889 28,639 231,400 46,025 168,815 296,537 175,196 199,081 215,361 231,481 252,960 272,694 285,709 298,045(445,010)1,245,341(423,508) (1,915,000) (150,500) (345,674) (565,682) (744,058) (937,751) (1,124,323) (1,332,362) (1,550,088) (1,642,768) (1,840,686)(458,629)150,221(39,096)0 0000000852,598 2,658,156 2,301,583 716,630 876,259 1,184,254 1,397,806 1,726,503 2,028,934 2,328,489 2,626,676 2,818,601 3,028,456 3,156,46516,024,686 16,082,972 17,433,991 16,740,740 16,114,571 15,831,942 15,674,878 15,811,335 16,115,220 16,602,800 17,297,052 18,102,767 19,019,092 20,051,489773,129 2,707,037 823,900 1,162,667 1,418,394 1,634,121 1,866,873 2,094,294 2,345,057 2,607,469 2,746,891 2,993,705852,598 2,658,156 2,301,583 716,630 876,259 1,184,254 1,397,806 1,726,503 2,028,934 2,328,489 2,626,676 2,818,601 3,028,456 3,156,465852,598 1,885,028(405,454) (107,270) (286,407) (234,140) (236,315) (140,370) (65,360) (16,568)19,208 71,710 34,751 48 Sewer Availability Charge (SAC), Water Availability Charge (WAC) and Lateral Charge Fee Discussion City Council 2024 Priority May 20, 2024 49 Framing The Discussion 1)What are Sewer Access Charges (SAC) and Water Access Charge (WAC) fees? 2)Who levies SAC and WAC fees? 3)When are SAC and WAC fees charged? 4)What are “Lateral Charges” and when are they charged? Policy Considerations 1)What could the City consider changing from a policy standpoint to provide SAC/WAC relief while still maintaining necessary utility funding levels? 50 Framing The Discussion 1)What are Sewer Access Charges (SAC) and Water Access Charge (WAC) fees? 2)Who levies SAC and WAC fees? 3)When are SAC and WAC fees charged? 4)What are “Lateral Charges” and when are they charged? •The Metropolitan Council Environmental Services (MCES) is a “wholesaler” of wastewater services for the seven-county metro area. •Efficient regional approach vs city by city. •Large sewer interceptor and treatment plant infrastructure. •SAC is used to recoup the capital cost invested to build out the MCES system. •MCES also bills the City annually based on volume discharged into the system. •The City provides local water and sanitary sewer services and charges SAC and WAC fees to property owners connecting to the city’s system. •City provides up front investment into water and sewer infrastructure and then pays off that infrastructure over time in part through SAC/WAC fee revenue. •City also bills users based on volume as part of monthly utility bill. 51 Framing The Discussion 1)What are Sewer Access Charges (SAC) and Water Access Charge (WAC) fees? 2)Who levies SAC and WAC fees? 3)When are SAC and WAC fees charged? 4)What are “Lateral Charges” and when are they charged? •What informs the amount charged by the City for City SAC/WAC? •Community characteristics define SAC/WAC fee amounts needed to be charged by the city to install and maintain both sewer and water infrastructure •Informed by the city’s utility rate study •Existing debt •Two water treatment plants and 32 lift stations •Unique topography (north to south elevation) •Assumes development will pay its own way •Allows monthly user utility bills to remain competitive 52 Framing The Discussion 1)What are Sewer Access Charges (SAC) and Water Access Charge (WAC) fees? 2)Who levies SAC and WAC fees? 3)When are SAC and WAC fees charged? 4)What are “Lateral Charges” and when are they charged? •MCES charges the City the SAC fees for a project based on a determination they do. •Chanhassen charges our own SAC and WAC fees in addition to the MCES SAC fee. MCES City CityCity 53 Framing The Discussion 1)What are Sewer Access Charges (SAC) and Water Access Charge (WAC) fees? 2)Who levies SAC and WAC fees? 3)When are SAC and WAC fees charged? 4)What are “Lateral Charges” and when are they charged? •Chanhassen issue permits (building, sewer connection, or plumbing permits) indicating that development or redevelopment is occurring and that the demand for sewer service is likely to change. •The change in demand or use triggers a SAC determination by the MCES. •1 SAC = 1 WAC •The SAC determination is based on the property’s estimated maximum wastewater flow potential or maximum demand. 54 Framing The Discussion 1)What are Sewer Access Charges (SAC) and Water Access Charge (WAC) fees? 2)Who levies SAC and WAC fees? 3)When are SAC and WAC fees charged? 4)What are “Lateral Charges” and when are they charged? •Lateral Charges – When a property had previously been assessed for the initial sewer and water build out to their property but is then further split or subdivided, the City has been charging a “Lateral Charge” to the newly created buildable lot. •2024 Lateral Charges - $8,590 for sewer, and $11,350 for water, for a total lateral charge of $19,940.00 per lot. •This fee has been ambiguous over time as to whether or not it is charged at the time the lot is being split or subdivided. 55 Policy Considerations - 1. SAC Surcharge 2. Commercial Remodels 3. SAC Credit Program 4. City Lateral Fees 56 Policy Considerations Proposed Policy Change – •The 2024 fee schedule includes a city surcharge of $75.00 per SAC unit. This is intended to offset city costs in coordinating SAC determinations on behalf of projects. •Staff proposes either eliminating the surcharge entirely or removing the “per SAC” portion of the surcharge. 1. SAC Surcharge 2. Commercial Remodels 3. SAC Credit Program 4. City Lateral Fees 57 Policy Considerations A commercial remodel triggers the need for a SAC determination by MCES. •Businesses have expressed these upfront fees are a barrier or make their projects more difficult to finance •Typically, these remodels do not trigger any change in city infrastructure •Increased flow, if any, is metered and the user pays higher utility bills which offsets cost of increased flow •City utility rate study to fund future capital projects based only on expected new development or major redevelopment Proposed Policy Change: Waive the first 5 City SAC/WAC units when renovating an existing commercial/industrial building. Reasonable to assume anything over 5 is a more quantifiable impact. 1. SAC Surcharge 2. Commercial Remodels 3. SAC Credit Program 4. City Lateral Fees 58 Policy Considerations 1. SAC Surcharge 2. Commercial Remodels 3. SAC Credit Program 4. City Lateral Fees 2022-2024 Commercial Remodels •36 projects •26 did not trigger SAC’s due •6 triggered less than 5 SAC’s due •4 triggered more than 5 SAC’s due •If the first 5 city SAC/WAC fees had been waived for all projects that triggered an increase, it would have been a reduction of 30 city SAC/WAC units charged. 59 Policy Considerations SAC Credit Program •Example from City of Maple Grove - Community Credit Program •When a redeveloping property’s new use requires lower wastewater capacity than what was demanded previously, net credits may occur. •If credits do occur, the community has the option to take the net credit community-wide or leave it site-specific. •Maple Grove leaves the credits site-specific for five (5) years, if they aren’t claimed in five (5) years, they then can be used community-wide. •The goal is to help spur new small businesses who are choosing to relocate into the city. •Would the City Council be generally supportive of the EDC administering a Community Credit Program? 1. SAC Surcharge 2. Commercial Remodels 3. SAC Credit Program 4. City Lateral Fees 60 Policy Considerations 1. SAC Surcharge 2. Commercial Remodels 3. SAC Credit Program 4. City Lateral Fees Proposed Policy Change: •When a parent property has paid (or cannot be proven to have paid) for initial S/W installation, a child parcel shall not be assessed a Lateral Charge ($19,940.00). •A hook-up fee would still be charged ($2,652.00 for water and $715.00 for sewer). 61 City Council Discussion 62 Additional Technical Slides AKA the hidden slides 63 History - METC •The Metropolitan Sewer Board, was created in 1969 by Minnesota Statutes, Chapter 473C. •The board’s mandate was to provide service for the rapidly growing population in the metro area and to clean up the area’s rivers and lakes. •At the time the law was passed, metro area communities were struggling to keep up with rapid growth and were operating about 35 wastewater treatment facilities. •Many treatment facilities served limited local areas and they often caused serious water quality problems in the lakes and rivers that received their effluent. •Heavy capital costs were inevitable because the METC Sewer board needed to expand and improve treatment and collection capacity for a population that grew 20% in the 1950s and 23% in the 1960s. 64 History - METC •Treatment facilities and interceptors provide capacity not only for today’s population but also for the population growth expected over the next 20 to 80 years. •There is a “reserved” share that represents excess capacity built into the current capital projects. •In 1971 and 1972, its first two years of operation, the board allocated the cost of reserved capacity to individual communities based on each unit’s projected demand. •However, many communities, particularly those in the early stages of development, found it difficult, if not impossible, to pay lump-sum charges for reserved capacity. •These developing communities often had neither the population nor the tax base to finance the cost of capacity they would need in future years. •It quickly became apparent that an alternative payment method for reserved capacity had to be developed. •Following intensive study and discussion with communities, the board developed and instituted the SAC system of paying for reserved capacity in 1973. 65 History - METC •MCES is a “wholesaler” of wastewater services for the seven-county metro area. •MCES collects SAC from and grants SAC credits to, communities. Communities are responsible for paying SAC to the Council whether they charge local SAC or not. •Communities have the option to pass on their SAC costs to property or business owners. •Generally, communities issue permits (building, sewer connection, or plumbing permits) or a business license indicating that development or redevelopment is occurring and that the demand for sewer service is likely to change. •The change in demand or use triggers a SAC determination. •The SAC determination is based on the commercial property’s estimated maximum wastewater flow potential or maximum demand. 66 Current Code & Fee Schedule Section 19-47: Service Availability Charge •In addition to, and not in lieu of, all other charges imposed from time to time by the city for building permits, sewer connection permits, sewer usage rates, and sewer trunk connection charges, the then prevailing Metropolitan Council Environmental Services service availability charge (SAC) shall be paid to the city at the time a building permit for new construction is issued, or at the time a sewer connection permit is issued for the connection of an existing building to the city sanitary sewer system. The amount of the service availability charge shall be established by the Metropolitan Council Environmental Services. •(Ord. No. 5, §7.02, 3-11-85; Ord. No. 362, §15, 12-8-03) 67 Current Code & Fee Schedule Section 19-20: Lateral Connection Charge (a)No permit shall be issued to tap or connect with any watermain of the city either directly of indirectly from any lot or tract of land unless the city clerk shall have certified: 1)That the lot or tract of land, or portion of said lot or tract, to be served by such connection to tap has been assessed for the cost of construction of the watermain with which the connection is made; or 2)If no assessment has been levied for said construction cost, that proceedings for levying such assessment have been or will be commenced in due course; or 3)If no assessment has been levied, and no assessment proceedings will be completed in due course, that a sum equal to the portion of cost of constructing said watermain has been paid to the city pursuant to subsection (b). (b)The applicant shall pay a lateral connection fee that is just and equitable in an amount established pursuant to the ordinance adopting fees. (c)Upon written request of the owner of the benefited property showing good cause, the city council may provide that the lateral connection charge be specially assessed against the benefited property payable in semiannual installments for a term of eight years at an interest rate that is two percent above the prime rate. Unless deferred payment is so authorized, all connection charges shall be payable in full prior to the issuance of a building permit. (Ord. No. 6, § 7, 3-11-85; Ord. No. 236, § 1, 3-27-95; Ord. No. 261, § 1, 1-27-97; Ord. No. 362, § 2, 12-8-03; Ord. No. 589, § 1, 12-9-13) 68 City of Chanhassen •Residential •New Home (1) •Home Addition or Remodel (0) •New Apartment (every unit 1 and common areas have individual determinations) •Commercial •New (Use determination) •Change of Use (Use determination) 2024 SAC & ?WAC? Fees 69 Example = Change of Use - Dance Studio •Original classification was Office (1 SAC/2,400 Sq. Ft.) and Warehouse (1 SAC/7,000 Sq. Ft.) •New use Dance Studio •Applied for a Building permit AND they were a Change of Use •METC Manual •Dance studio falls under the “Fitness” Category (1 SAC/1,600 Sq. Ft) 70 Change of Use (Office/Warehouse to Fitness) Total Area Sq. Ft. 80% of Sq. Ft. used as Office 2,400 Sq. Ft. = 1 SAC 20% of Sq. Ft. used as Warehouse 7,000 Sq. Ft. = 1 SAC Total SAC Charges 2000 Original Determination 32,889 26,311.20 10.963 6,577.8 0.939685714 11.90268571 (10.963+.939) 2023 "Credits"10,963 8,770.4 3.654333333 2,192.6 0.313228571 3.967561905 (3.654+.313) Total Area Sq. Ft.100% Fitness 1,600 Sq. Ft. = 1 SAC Total "Credits" from 2000 Determination Balance Due in 2023 Round Up Total SAC Charges Due 2023 Determination 10,963 10,963 6.851875 3.96 2.89 3 10,963 Sq. Ft. 10,963 Sq. Ft. 10,963 Sq. Ft. = 32,889 Sq. Ft. •Original SAC Determination was based on three identical units (10,963 Sq. Ft), a total of 32,889 Sq. Ft. 71 Communication •2024 Fee Schedule •https://www.chanhassenmn.gov/departments/community-development/building-permits-inspections/building-housing-permits •City Staff is very diligent in mentioning these fees to developers. •When appropriate, we also mention Section 19-20 as a financing option. 72 Comparables SANITARY SEWER WATER OTHER – SAC SURCHARGE METC Total $/SAC Shakopee $568 $5,693 $0 $2,485 $8,746 Chaska $4,062 $4,951 $0 $2,485 $11,498 Eden Prairie $1,470 $4,670 $0 $2,485 $8,625 Farmington $590 $2,610 $0 $2,485 $5,685 Victoria $6,600 $8,290 $0 $2,485 $17,375 Savage $2,947.20 $2,947.20 $0 $2,485 $8,379.40 Chanhassen $2,480 $9,190 $75 $2,485 $14,230 AVERAGE $2,673.88 $5,478.74 $2,485 $10,648.34 *Some cities charge per acre – these are comparable cities that charge per unit like Chanhassen. 73 City Council Item May 20, 2024 Item Chanhassen Market Street Addition Redevelopment Contract (Chanhassen Cinema and Country Inn & Suites Redevelopment) - Project Update File No.Planning Case File 24-01 Item No: A.5 Agenda Section 5:30 P.M. - WORK SESSION Prepared By Eric Maass, Community Development Director Reviewed By Laurie Hokkanen SUGGESTED ACTION No formal action suggested. Motion Type N/A Strategic Priority Development & Redevelopment SUMMARY This work session agenda item is meant to provide an update on the negotiations between the city and Roers. Staff is not planning to present this agenda item. If the City Council has an questions or concerns about the information shared below, council members are encouraged to express them and staff will be available to respond. The City Council approved the preliminary plat and site plan for the redevelopment of the Chanhassen Cinema and Country Inn & Suites properties. The City Council and the Economic Development Authority (EDA) approved a Tax Increment Financing (TIF) plan associated with this redevelopment. The next step in the redevelopment process related to TIF is for the EDA to approve a Redevelopment Contract between the EDA and the developer. A later step will also include the City Council approving the projects Final Plat and regular Development Contract. Since the City Council approval of the preliminary plat and site plan, city staff and the city's TIF financial and legal consultants have been negotiating the terms of the Redevelopment Contract with the 74 developer, consistent with what was presented throughout the approval process. BACKGROUND Through the entitlement process, the City Council expressed that the following shall be included in the redevelopment contract: Construction of the project shall be in compliance with fair labor laws. If the project is sold prior to the expiration of the TIF payments, then there shall be a lookback provision included so that the city can review the financial specifics of that sale to determine if the terms of the sale provided an adequate Internal Rate of Return (IRR) such that the TIF payments are no longer necessary. If the city acquires necessary interest in the land currently owned by Kraus Anderson that would be necessary for Laredo Drive to extend south and connect to Market Street, then Roers would be responsible for constructing the full extent of Laredo Drive. The draft redevelopment agreement gives the city up to December 31, 2025 to acquire the necessary right of way. If the city does so, then the Laredo Drive South extension would be required to be built by the Developer per the terms of the redevelopment contract. Estimated $400,000 in city right of way acquisition costs. Those funds would be recouped by the city through TIF on the front end of the term of TIF assistance. Estimated $1,100,000 in additional construction and design costs for the southern half of the Laredo Drive extension. The current agreement is structured such that the EDA would only remit 80% of generated tax increment back to the Developer for the base project for a period of up to 16 years. In the event that the city acquires the necessary additional right of way, then the Developer would construct the southern half of Laredo Drive. If that were to occur, the redevelopment contract is structured such that the EDA would remit up to 95% of the generated TIF back to the developer to offset the increased cost associated with designing and building the Laredo Drive south extension. The agreement stipulates that the TIF amount increase would be up to but the lesser amount of $1,100,000 or the actual reasonable amount it costs to design and build the southern extension of Laredo Drive to Market Street. Each of the above is currently included in the draft Redevelopment Contract between the Developer and the city's EDA. DISCUSSION City staff met with representatives from Kraus Anderson on April 30 to discuss the southern half extension of Laredo Drive to understand what their primary concerns and interests would be as it would relate to a new public road adjacent to Market Street Station. Conversations with Kraus Anderson will continue into the summer. Per the draft agreement, the city would have up to December 31, 2025 to acquire interest in the land necessary for the public road extension. BUDGET RECOMMENDATION No formal recommendation at this time. The redevelopment contract will be on the Economic Development Authority (EDA) agenda on June 10, 2024. 75 ATTACHMENTS 76 City Council Item May 20, 2024 Item Future Work Session Schedule File No.Item No: A.6 Agenda Section 5:30 P.M. - WORK SESSION Prepared By Laurie Hokkanen, City Manager Reviewed By Laurie Hokkanen SUGGESTED ACTION N/A Motion Type N/A Strategic Priority N/A SUMMARY The City Council is tentatively scheduled to hold the following work sessions: May 20, 2024 Audit Presentation SAC and WAC Policy Discussion June 10, 2024 Road Funding and Assessment Policy (continued) Chanhassen Bluffs Recreational Facility June 24, 2014 Consider Draft Recommendations Updating SAC/WAC Policy 2025 Preliminary Budget and Levy Discussion City Council Roundtable 77 July 8, 2024 Pending items: Police and Fire Staffing Levels BACKGROUND Staff or the City Council may suggest topics for work sessions. Dates are tentative until the meeting agenda is published. Work sessions are typically held at 5:30 pm in conjunction with the regular City Council meeting, but may be scheduled for other times as needed. DISCUSSION BUDGET RECOMMENDATION ATTACHMENTS 78 City Council Item May 20, 2024 Item National Public Works Week (NPWW) File No.N/A Item No: C.1 Agenda Section PUBLIC ANNOUNCEMENTS Prepared By Charlie Howley, Director of Public Works/City Engineer Reviewed By Laurie Hokkanen SUGGESTED ACTION Proclamation recognizing National Public Work Week Motion Type N/A Strategic Priority Operational Excellence SUMMARY National Public Works Week, which is the week of May 19-25, 2024, is sponsored by the American Public Works Association (APWA) and celebrates the public works industry. Various Departments/Divisions within the city included in this recognition include Fleet, Streets, Utilities, Parks, Facilities, and Engineering. This years' motto is "Advancing Quality of Life for All". Various members of of city staff will be in attendance at the Council meeting for recognition. We will also have an APWA branded poster available at the work session for the City Council to write a few words if desired. The city frames and hangs the posters at the Public Works Building. BACKGROUND N/A 79 DISCUSSION N/A BUDGET N/A RECOMMENDATION N/A ATTACHMENTS National Public Works Week Proclamation 2024 NPWW Banner-2024 80 OFFICE OF THE MAYOR CITY OF CHANHASSENMay 20, 2024 Mayor Elise Ryan NATIONAL PUBLIC WORKS WEEK PROCLAMATION MAY 19-25, 2024 WHEREAS, public works professionals focus on infrastructure, facilities and services that are of vital importance to sustainable and resilient communities and to the public health, high quality of life and well-being of the people of the Chanhassen; and, WHEREAS, these infrastructure, facilities and services could not be provided without the dedicated efforts of public works professionals, who are responsible for maintaining, improving and protecting our city’s transportation, drinking water supply, wastewater collection, public buildings, parks, drainage, and other structures and facilities essential for our citizens; and, WHEREAS, it is in the public interest for the citizens, civic leaders, and children in Chanhassen to gain knowledge of and to maintain an interest and understanding of the importance of public works and public works programs in our community; be it now, RESOLVED, I, Mayor of the City of Chanhassen, do hereby designate the week May 19-25, 2024 as National Public Works Week; I urge all citizens to join the City Council to pay tribute to our public works professionals, and to recognize the substantial contributions they make to protecting our community’s health, safety, and quality of life. IN WITNESS WHEREOF, I have hereunto set my hand and caused the Seal of the City, DONE at the City of Chanhassen, Minnesota this 20th day of May, 2024. 81 82 City Council Item May 20, 2024 Item Invitation to Memorial Day Ceremony File No.Item No: C.2 Agenda Section PUBLIC ANNOUNCEMENTS Prepared By Jerry Ruegemer, Park and Recreation Director Reviewed By SUGGESTED ACTION N/A Motion Type N/A Strategic Priority Communications SUMMARY The City of Chanhassen along with the Chanhassen American Legion Post 580 are proud to co-host the annual Memorial Day Ceremony on Monday, May 27. Please join us as we honor those who have died in service to our great country during a traditional Memorial Day Cemetery service in addition to a ceremony in City Center Park. Cemetery services will take place at Leach Cemetery (7:45 am), Chanhassen Pioneer Cemetery (8:15 am), and St. Hubert's Cemetery (10:15 am). The Memorial Day Ceremony will take place at City Center Park at 12:00 pm. Dan Tengwall with the United States Department of Veterans Affairs and United States Senator Amy Klobuchar will be joining us as the keynote speakers for our ceremony. This event is free to the public and we invite all Chanhassen residents, friends, and family to attend to help honor those who have fallen in service. BACKGROUND 83 DISCUSSION BUDGET RECOMMENDATION ATTACHMENTS 2024 Memorial Day Flyer 84 MEMORIAL DAY CEREMONY CHANHASSEN’S ANNUAL Hosted by the Chanhassen American Legion Post 580 and City of Chanhassen. MONDAY, MAY 27 CHANHASSEN VETERANS MONUMENT CITY CENTER PARK, 7700 MARKET BOULEVARD DOWNTOWN CHANHASSEN ChanhassenMN.gov/memorialday MEMORIAL DAY SCHEDULE 7:45 AM Leach Cemetery Service 8:15 AM Chanhassen Pioneer Cemetery Service 10:15 AM St. Hubert’s Cemetery Service 12:00 PM City Center Park, Memorial Day Ceremony Please join us as Chanhassen honors the fallen who have served our great country along with the Chanhassen American Legion Post 580 during a traditional Memorial Day Cemetery service in addition to a ceremony in City Center Park. 85 City Council Item May 20, 2024 Item Approve City Council Work Session Minutes dated April 22, 2024 File No.Item No: D.1 Agenda Section CONSENT AGENDA Prepared By Jenny Potter, Sr. Admin Support Specialist Reviewed By SUGGESTED ACTION "The Chanhassen City Council approves the City Council Work Session Minutes dated April 22, 2024." Motion Type Simple Majority Vote of members present Strategic Priority N/A SUMMARY BACKGROUND DISCUSSION BUDGET RECOMMENDATION ATTACHMENTS 86 April 22, 2024 City Council Work Session Minutes 87 CHANHASSEN CITY COUNCIL WORK SESSION MINUTES April 22, 2024 CLOSED SESSION 5:15 p.m.: City Manager Review Mayor Ryan called the work session to order at 5:45 p.m. COUNCIL MEMBERS PRESENT: Mayor Ryan, Councilman McDonald, Councilwoman Schubert, and Councilman Kimber, Councilman von Oven COUNCIL MEMBERS ABSENT: None STAFF PRESENT: Laurie Hokkanen, City Manager; Charlie Howley, Public Works Director/City Engineer; Kelly Grinnell, Finance Director; Jerry Ruegemer, Parks Director; Pryia Tandon, Recreation Manager; Samantha Dimaggio, Economic Development Manager PUBLIC PRESENT: Bryan Harjes, HKGi, Jeff Miller HKGi Downtown Design Guidelines Bryan Harjes and Jeff Miller from HKGi gave an overview of the design guidelines. The guidelines are recommendations for potential developers. Downtown standards are the required elements. Streets were included to have a guide for how they should look in the future. How the streets meet the buildings in the future. There was also a summary of the wayfinding for the future. for buildings and the character. Parking, trees and landscaping, stormwater management strategies, lighting, and art are all addressed in the design guidelines. After the presentation, the City Council asked for more discussion about W 78th Street on-street parking, bike lane, and what are the goals for that street. The Mayor is looking for consistency along W 78th Street from east to west. The council would like to discuss landscaping in the medians and allowing on-street parking, as well as crosswalks. They would also like to hear more about signage. FUTURE WORK SESSION SCHEDULE April 29, 2024 (special meeting) • Civic Campus Update May 13, 2024 • Road Funding Discussion May 20, 2024 • SAC and WAC Policy Discussion June 10, 2024 • June 24, 2024 • 2025 Preliminary Budget and Levy Discussion 88 City Council Work Session Minutes – April 22, 2024 2 • Consider Draft Recommendations Updating SAC/WAC Policy Discussion • City Council Roundtable Mayor Ryan adjourned the work session at 6:56 p.m. Submitted by Laurie Hokkanen City Manager Prepared by Jenny Potter City Clerk 89 City Council Item May 20, 2024 Item Approve City Council Minutes dated April 22, 2024 File No.Item No: D.2 Agenda Section CONSENT AGENDA Prepared By Jenny Potter, Sr. Admin Support Specialist Reviewed By SUGGESTED ACTION "The Chanhassen City Council approves the City Council minutes dated April 22, 2024." Motion Type Simple Majority Vote of members present Strategic Priority N/A SUMMARY BACKGROUND DISCUSSION BUDGET RECOMMENDATION ATTACHMENTS City Council Minutes dated April 22, 2024 90 CHANHASSEN CITY COUNCIL REGULAR MEETING MINUTES APRIL 22, 2024 Mayor Ryan called the meeting to order at 7:00 p.m. The meeting was opened with the Pledge of Allegiance. COUNCIL MEMBERS PRESENT: Mayor Ryan, Councilman McDonald, Councilwoman Schubert, Councilman von Oven, and Councilman Kimber. COUNCIL MEMBERS ABSENT: None. STAFF PRESENT: Laurie Hokkanen, City Manager; Charlie Howley, Public Works Director/City Engineer; George Bender, Assistant City Engineer; Jerry Ruegemer, Parks and Recreation Director; Andrew Heger, Fire Chief; Lance Pearce, Lieutenant; Andrea McDowell- Poehler, City Attorney. PUBLIC PRESENT: Debbie Larson, 931 Penamint Court Jodi Edstrom, Library Director for Carver County Patrick Jones, Chanhassen and Victoria Library Branch Manager Juan Roman, 731 Bighorn Drive Tim Stewart, 7287 Fawn Hill Road Jody Bunkelman, 7615 Laredo Drive Allen Kreemer, 7615 Kiowa Avenue Andrew Klinkner, 7606 Kiowa Avenue Arlis Bovy, 7339 Frontier Trail PUBLIC ANNOUNCEMENTS: 1. Proclamation: Kim Meuwissen Day Mayor Ryan read the proclamation declaring Kim Meuwissen Day on April 25, 2024. The City Council took a photograph with Kim Meuwissen. Kim Meuwissen read a statement summarizing her career and thanked city staff for the positive work environment and opportunities. Mayor Ryan voiced appreciation for the support of the City Council. 2. Presentation of Certificates of Appreciation and Maple Leaf Awards to Outgoing Commissioners 91 City Council Minutes – April 22, 2024 2 Mayor Ryan provided an overview of the service of previous commissioners and presented a maple leaf award to each outgoing commissioner. The City Council took a photograph with the commissioners. 3. Invitation to Arbor Day Celebration – May 4, 2024 Mayor Ryan read a statement about the Arbor Day Celebration. She invited residents to attend the Arbor Day Celebration on May 4, where they can help plant trees. 4. Presentation of 2024 Arbor Day Poster Contest Winners Mayor Ryan congratulated the winners of the 2024 Arbor Day Poster Contest and thanked area elementary students for their excellent work. She announced the winners of the poster contest and invited them up to take a photograph and receive a certificate. The winners took a photograph with the City Council. CONSENT AGENDA: Councilman McDonald moved, Councilman Kimber seconded that the City Council approve the following consent agenda items 1 through 8 pursuant to the City Manager’s recommendations: 1. Receive Planning Commission Minutes dated March 19, 2024 2. Approve Claims Paid dated April 22, 2024 3. Approve the Annual Renewal of Laserfische Software Subscription Municipality Site License 4. Approve Temporary On-Sale Liquor License to St. Hubert Catholic Church 5. Approve Temporary On-Sale Liquor License, July 3 & 4, 2024, Rotary Club of Chanhassen 6. Designate Official Newspaper 7. Resolution 2024-25: Resolution Calling for a Public Hearing on The Intention to Issue GO Capital Improvement Plan Bonds and the Proposal to Adopt a Capital Improvement Plan Therefor 8. Ordinance 725: Amend 2024 City Fees and Charges Schedule to add an On-Sale Intoxicating Club Liquor License Fee All voted in favor, and the motion carried unanimously with a vote of 5 to 0. 92 City Council Minutes – April 22, 2024 3 VISITOR PRESENTATIONS. 1. Citizen Action Request: Debbie Larson Debbie Larson, 931 Penamint Court, requested improvements to Meadow Green Park and encouraged converting the existing tennis courts to pickle ball courts. She provided images to show the state of the city’s current tennis courts and the pickle ball courts located in Eden Prairie. 2. State of the Library Presentation Jodi Edstrom, Library Director for Carver County, reviewed library system achievements in Carver County. Patrick Jones, Chanhassen and Victoria Library Branch Manager, presented activities happening at the Chanhassen and Victoria library branch, including STEM programming, a quilt show, and the 20th Anniversary. Mayor Ryan thanked Ms. Edstrom and Mr. Jones for the great work they are doing at the library in Chanhassen. FIRE DEPARTMENT/LAW ENFORCEMENT UPDATES. 1. Quarterly Law Enforcement Update Lieutenant Lance Pearce updated the Council on calls of service for 2024 quarter one including calls of service include felony crimes and non-criminal calls. He reviewed the number of traffic stops, DUIs, and vehicle crashes, noting there was a decrease in mental health calls, which he hoped could be related to additional mental health resources. He commented that high-level offenses have increased and provided an overview of current cases under investigation. Mayor Ryan thanked the Chanhassen law enforcement officers for their service. 2. Quarterly Fire Department Update Fire Chief Andrew Heger provided an update on activities that the fire department participated in during the 2024 first quarter, noting the fire department experienced an 11 percent increase. He highlighted successful calls, including a sudden cardio arrest incident. He stated that there were very few fires in the city of Chanhassen. He discussed the training activities completed each week and presented multiple slides to recap the statistics of the calls the fire department responded to. 93 City Council Minutes – April 22, 2024 4 Mayor Ryan thanked Fire Chief Heger for the report, which demonstrated positive changes for the Fire Department. PUBLIC HEARINGS. 1. Resolution 2024-26: Cable Franchise Public Hearing Brian Grogran, Chanhassen’s telecommunications attorney, presented information regarding the legal, technical, and financial qualifications with the proposed franchise with Comcast. He discussed the authority the city has to regulate cable services and reviewed the franchise application timeline and the technical and financial qualifications. Councilman Von Oven asked if Comcast is operating in 19 states, but their LLC is only in six states. Mr. Grogran answered that Comcast has a complicated corporate tree. He stated that the operating entity assigned to this is identified in the report. He commented there are states on the east and west coast who have a different operating entity, but they all fall under the same parent company. Mayor Ryan opened the public hearing. Juan Roman, 731 Bighorn Drive, stated that Comcast does not overbuild other cable providers. He stated concerns with the Comcast cable franchise consideration since Mediacom is an incumbent cable provider. He questioned why Comcast was entering a market that already had providers. He asked the City Council to consider requiring a contractor damage liaison in the franchise contract for residents to contact if they experience any damages, report construction deadlines and delays, and consider removal of the data cap. Mayor Ryan offered the Comcast representative to respond to the concerns stated by Juan Roman. The Comcast representative stated they would respond later. Mayor Ryan closed the public hearing. Mr. Grogran explained that the Mediacom extension is short-term and will need to be reconsidered this fall. Metronet will not offer cable services, and the city cannot determine where and how the build would be completed. He stated that the liaison is addressed in the contractor issue. He will double-check the construction deadlines and delays. He commented that the city cannot insist upon removal of the data cap but can discuss the consideration with the company. 94 City Council Minutes – April 22, 2024 5 Councilwoman Schubert moved, Councilman McDonald seconded that the City Council adopt a resolution establishing findings of fact regarding Comcast’s qualifications including legal, technical, and financial. The City Council also authorizes the staff to negotiate the proposed franchise with Comcast. All voted in favor, and the motion carried unanimously with a vote of 5 to 0. 2. Resolution 2024-27: Accept the Bids and Award the Contract for the 2024 City Pavement Rehabilitation Project; and Resolution 2024-28: Adopt Final Assessment Roll for the 2024 City Pavement Rehabilitation Project; and Resolution 2024-29: Approving the Establishment and Execution of the Volunteer Rain Garden Program Associated with the 2024 City Pavement Rehabilitation Project George Bender, Assistant City Engineer, provided an overview of the project schedule for the 2024 city pavement rehabilitation project. He presented the proposed project areas and scope and noted that Laredo Drive was removed from the project area. He reviewed the public engagement over the course of the project. He explained the bid results and the bid selection method, which was awarded to Park Construction. Charlie Howley, Public Works Director, reviewed the single-family residential assessments for each rehabilitation type. He provided the final assessment amounts for Chan View area, Del Rio/Santa Fe area, and the Stone Creek area. He provided the assessment amounts for mixed-use property, including Chapel Hill Academy, Heritage Park, 12-unit multi-family complexes, 11- unit multi-family complexes, JZTL Coin Laundry, and Colonial Square Commercial strip mall. He noted that Chapel Hill requested a 15-year repayment term and that the Colonial Square Commercial strip mall was halved due to additional entrances. He reviewed the Chanhassen Assessment Policy, the assessment methodology, and the assessment map. Mr. Bender summarized the budget and the cost of the project, noting that the budget is currently under budget with bid amount with alternates and engineering. He explained the remaining schedule for beginning construction and final completion. He noted that the Parks Department and Rotary have coordinated the relocation of the 4th of July parade of 2024. He summarized public feedback received focused on the ‘no parking’ areas, the proposed sidewalk connections, and the assessments. He stated that one impacted property owner felt strong opposition to the proposed sidewalk connections. He explained the bid alternates for the Great Plains sidewalk extension, the Chan View sidewalk extension, and the Stone Creek area pond cleanout. He stated that an adjustment was made on the Chan View sidewalk extension after the last public hearing. Mr. Howley reviewed the rain garden program, including the $2500 payment for joining the program. He explained how the rain garden would lessen the burden on the downtown regional reuse system. He provided an overview of the private property I/I program and stated that seven properties have signed up. He provided the staff recommendation and explained the pavement management strategy and commented that the Frontier trail project has been adjusted to add additional poor OCI streets into the project because this project is under the PMP budget. 95 City Council Minutes – April 22, 2024 6 Councilman von Oven stated that he was happy to see the preliminary notification sent out more than a year in advance. He voiced disappointment for the increase for those individuals in Chan View and asked for an explanation. Mr. Howley answered that the cost was spread around the single-family properties and the mixed-use type properties. He stated that Chapel Hill is the largest traffic generator but was based on units and not trips. Mr. Howley followed the guidance of the policy and tried to be reasonable and fair. He displayed the methodology used to calculate the assessment values, which aligned with the policy. Councilman von Oven clarified that Chapel Hill paid more, the commercial property ended up paying less, and the cost was passed on to the residents. He asked if the halving of the commercial property sets a precedent or if that precedent had previously been set. Mr. Howley responded that they are setting the precedent. He commented that corner lots in single-family neighborhoods are not assessed for roads that do not touch their driveway. He stated the assessment policy could be discussed during the workshop. He noted that there had not been a commercial property with two driveways and they did not want to lose the ability to assess a high traffic generating property for future projects. He commented that this would be a policy amendment suggestion from staff. Councilman von Oven asked if Conestoga and De Rio property owners had been notified since they were added to next year’s projects. Mr. Howley answered that they had not been notified but would be shortly. Mayor Ryan asked for an explanation of why the Chan View sidewalk was not on the south side. Mr. Bender responded that property owners did not want the sidewalk on the south side and that they expressed opposition. Mayor Ryan questioned whether the houses on the north side wanted the sidewalk. Mr. Bender answered that they did not necessarily want the sidewalk. The staff developed an alternate way to keep connectivity and a sidewalk in the area while responding to the received feedback. He stated that the north side would be the less impactful alternative. Mayor Ryan asked why it was less impactful. Mr. Bender responded there are four properties on the north side, while there are seven properties on the south side. The four properties on the north side include three side yards and one front yard. He stated it is difficult to get sidewalks in the neighborhood communities that did not have sidewalks in the past. 96 City Council Minutes – April 22, 2024 7 Mayor Ryan asked what type of curb was present. Mr. Bender stated that there was presently no curb except on the east end of Chan View. The city was proposing to go to the standard curb for a majority, but there was some b-style curb in the project as well. He pointed out where the surmountable curb and b-style curb would be located. Mayor Ryan questioned the difference between the b-style curb and the surmountable curb. Mr. Bender explained that the b-style curb was a solid back with the gutter pain and a six-inch rise. Mayor Ryan commented that older neighborhoods prefer the surmountable curbs for children riding bikes and ease for walking. She requested feedback. Mr. Bender commented that Chan View experiences additional traffic, so more individuals expressed interest in a sidewalk for a safety perspective. This is why the city bid this area as an alternate to provide opportunities for discussion. Mayor Ryan opened the public hearing. Tim Stewart, 7287 Fawn Hill Road, stated he owns one of the 12-unit apartment buildings at 7610 Great Plains Boulevard. He commented there were new neighborhoods installed at Fawn Hill Road a few years ago. He reviewed the assessment amount and stated that the assessment is a bit high. He stated that the numbers used for trips in and out of the building per unit are not feasible. He commented that he was being over-assessed and his residents were not making seven trips per day. He stated that the interest rate over the ten-year period would be $4,800 and questioned why they were being assessed a 6.5 percent interest rate. He stated that the city should repair and replace the new driveway if it is impacted by heavy vehicles. Jody Bunkelman, 7615 Laredo Drive, commented that the sidewalk proposal would impact 150 feet of his property. He requested to not have a sidewalk with the street proposal. He stated that crossing back and forth in front of traffic did not make sense to a pedestrian. He commented that the residents have managed without a sidewalk for many years. He asked who would maintain 150 feet of sidewalk in the winter when the snowplow comes to clean out the fire station and other areas numerous times a day. He stated the sidewalk proposal did not make sense based on the sidewalk maintenance. He commented if the sidewalk is approved, there would be a blind spot on the corner with the bush planted on the property. Allen Kreemer, 7615 Kiowa Avenue, asked how the total assessment project was determined. He stated it comes out to 40 percent. He commented that he was charged 6.5 percent and did not believe he should be charged interest. He asked when the streets were repaved last, and that the neighborhood was due for maintenance. He requested the city extend the interest-free repayment period until the project is completed in June 2025. He commented that he was not in favor of the 97 City Council Minutes – April 22, 2024 8 sidewalk since they benefit the apartments more than the single-family homes. He voiced concerns about sidewalk maintenance in the winter, especially with the possibility of hiring snow removal. He asked whether the project could include a budget for drilling holes for sump pump drains in the curbs and voiced opposition to the ramp-style curbs for numerous reasons. Jack Ogens, 505 Chan View, commented that the neighborhood has been very welcoming. He was originally excited for the roadways to be updated since they receive traffic for school drop- offs, the apartments, and as a main thoroughfare. He stated the sidewalks were not necessary from a safety concern since the road was wide enough to walk on. He commented that with the traffic during the day, vehicles drive a foot or two over in the yards, and voiced concern that a sloped curb would allow vehicles to continue to drive into the yards. He compared the old and the new assessment and commented that it did not make sense since Chapel Hill creates the most traffic. Andrew Klinkner, 7606 Kiowa Avenue, stated that the 35 percent increase on the assessment was heavy, especially when the Chapel Hill assessment and single-family homes assessments both were increased. He requested an extension of the interest-free repayment period until the project is completed in June 2025. He commented that the full curb would benefit his neighbors. He questioned why Chapel Hill drives west and then south into congestion where the new apartment buildings would be located. He questioned if there would be a way to redirect cars to go south out of Chapel Hill. He stated that if Chapel Hill would redirect traffic, a sidewalk was not necessary in the neighborhood. He asked why individuals would cross south and north on the east side and the west side of the sidewalks from a safety standpoint. He encouraged the installation of yellow lights at sidewalk crossing points if they are installed. He did not think a sidewalk would be beneficial near Laredo Drive because of the limited view with the shrubs at that location. Arlis Bovy, 7339 Frontier Trail, stated that she has lived in Chanhassen since 1961 and also owns a double bungalow at 7610 and 7612 Huron Street. She commented she received a notice that she would be assessed at about $4,600. She is not used to this amount and discussed that she would need to increase the rent for the tenants. She received another statement and the assessment increased to $12,500. She asked how she should explain this increase to the tenants. She had asked an employee at city hall about the differences in the assessment values and was told that the city made a mistake since they initially thought it was a private home rather than a double bungalow. She commented that she could not afford this increase. Mayor Ryan closed the public hearing. Mayor Ryan requested that the city staff explain the interest rate. Mr. Bender commented that the finance department establishes the interest rate based on the city’s AAA bond rating and include an additional 2 percent for the use of the money and the processing. The finance department pulls the rate as close to the date of sending out the letters. 98 City Council Minutes – April 22, 2024 9 Mayor Ryan asked if the city had ever extended the beginning of paying interest until the end of the project. Mr. Bender responded that he was not aware of this practice, and it is written into policy that the final assessment is paid at the end of the majority of the expenditure of the city. A resident could typically expect this to occur in mid-November. Mayor Ryan asked whether, when it moves into the final year, it is just finalizing pieces of the project like planting the grass. Mr. Bender answered that the final restoration will be completed in the spring, such as the final punch list items. The substantial use is defined as the full use of the street and right-of-way. Mr. Howley commented that for residents who do not prepay this assessment value, it goes on their taxes. The finance department needs the time to receive this information and send it to the county to be included on the tax rolls. Mayor Ryan stated that there were concerns about the trip calculations and the costs related to the apartments and requested review. Mr. Howley responded that a single-family residence takes nine trips per day based on nationwide data. In multi-family residence, each unit takes 6.7 trips per day. Mr. Bender stated that there is a private parking lot adjacent to the public street. He stated anything that they damage, including a private parking lot, they will repair it. Mayor Ryan asked about the ability to redirect traffic coming out of Chapel Hill. She asked if there was signage or any other steps the city could take to help alleviate the traffic. Mr. Bender answered that they can continue using their working relationship with Chapel Hill to encourage decisions that will benefit the school and the neighborhood. He stated they have seen improvements in the previously suggested changes to traffic. He stated they can try to direct traffic, and the school has done some staggering of when students arrive to help alleviate traffic in the past. He stated that this could be an ongoing conversation. Mayor Ryan stated when the road is redone and they are fixing the gutters and curbs, she wondered if there could be any changes to the entrances and exit. She stated that the increase of assessment seems to be the main concern for residents and asked if there was another way to address the assessment. Mr. Howley stated that the cost for the original assessment and what the city received for bids were the same. Certain properties received an increase, such as the Chapel Hill Academy and 99 City Council Minutes – April 22, 2024 10 single-family units. He apologized for the calculation and stated they attempted to provide a fair assessment. Mr. Bender stated they were attempting to come up with a fair strategy for assessment based on previous conversations with the City Council. He stated that the assessments are under the historical rate for reconstruction. He commented that if the city pays more, it would be going against the policy. Councilman von Oven asked when the last time Chan View was worked on. Mr. Howley stated that Chan View had never been addressed except for patching and small maintenance work. He stated that the cost of improvement is not anymore, and the city is happy to update the road. Councilman Kimber asked why the residents’ numbers were higher than the original assessment. Mr. Howley responded that the numbers do not cancel each other out in the commercial, multi- family housing, and school. These funds would come from the single-family residents. Councilman Kimber asked about the multi-family decrease is based on the trip assessment data. Mr. Howley answered that the difference is segregating the blue road from the yellow road. He assigned the trips and specific units to the units that are impacted most. He commented that they broke down the costs based on where the trips are generated, which decreased the amount for the multi-family units. Councilwoman Schubert stated that a majority of traffic at the strip mall comes out onto Great Plains. She commented that there is not a good procedure for these, and asked if the city is considering the traffic usage coming out on Great Plains. Mr. Howley answered that they did not complete a traffic study specific to Great Plains, and instead the trip was split 50-50. He commented that a 50-50 seemed reasonable and easy to explain. Mr. Bender commented that there were to exits off Great Plains for the strip mall. This solution seemed the most appropriate. Mayor Ryan asked why there is an intersection in the middle of the street to cross from the south side to the north side other than to appease the residents on the south side. She stated that if the sidewalk is installed for safety reasons, it should be installed on the south side. She asked how the bid alternate impacted the assessment amounts. Mr. Bender explained it is about a $233 difference and that all areas would decrease equitably. 100 City Council Minutes – April 22, 2024 11 Councilmember von Oven asked if the alternate is eliminating the west sidewalk or all of Chan View sidewalk. Mr. Bender stated they considered moving the entire sidewalk to the north side, but it does not fit. Mayor Ryan asked if the overall size of the road is a larger width road. Mr. Bender commented that Chan View is 26 feet, while the standard size is 31 feet. Mayor Ryan clarified that the b-curve was proposed. Mr. Bender answered that the b-curve was proposed for a certain percentage of the road. He stated that the b-style curb is to match into the existing grading. He commented that if they lower the streets, there would be additional concerns. He stated that this area is flat, so they are trying to create a minimal drainage slope. He stated that Kimley Horn installed a standard apron curve to keep the water in the gutter. Mr. Howley commented that in brand new neighborhoods, it is surmountable curves everywhere. There would be no vertical curb installed. He stated that the park department would maintain the sidewalk. Mr. Bender stated that this was new information and not all residents were aware of this. Councilwoman Schubert stated that she had never felt unsafe while walking the sidewalk. She stated she would possibly walk on the street if the sidewalks crossed the road. Councilman Kimber asked if there were past years that the city has added sidewalks to the neighborhoods He stated that the assessment discusses improvements to promote the function of pavement structure. He asked if there were past projects where sidewalks were added to roads. Mr. Bender provided examples of pavement projects that considered adding sidewalks for safety concerns, including the 2023 Currie Farms project and the 2019 Lake Drive East project. Councilman von Oven stated it should be either a continuous sidewalk or no sidewalk. The disjointed sidewalk is weird. He commented that residents did not support the sidewalk. Mayor Ryan stated that if all properties on the south side are opposed to the sidewalk, it should not be added. She suggested removing bid option number two from the project. She asked about cutting the curb for sump pump discharge. 101 City Council Minutes – April 22, 2024 12 Mr. Bender answered that the sump pump discharge was considered in the project. He commented that the residents are allowed to tie into the drain tile. The engineering department would work with them to explain how to complete this tie-in. Mayor Ryan asked whether a number for the repayment term would need to be discussed tonight. Mr. Howley stated that if they were to deviate from the policy to allow for fifteen years rather than ten years, it would need to be discussed tonight. Councilman von Oven clarified that the interest rate would be the same. Mr. Bender confirmed this information. Attorney McDowell-Poehler restated the resolution to allow for the fifteen-year extension. Councilman Kimber asked for clarification if residents could sign up for the I & I program for the rain program and repayment options. Mr. Bender answered that the rain gardens can be installed at the low points of the curb. Not all residents will qualify for the rain garden. The I & I program can be utilized until they extend beyond the grant funding. Mayor Ryan stated if there would be a strong desire for residents to install rain programs, it would be great to have the watershed districts financial support. Mr. Howley stated that the watershed purgatory has these programs, but he did not know the qualification standards. Councilman Kimber asked if Chapel Hill is aware of the construction start possibilities and if they plan to discuss the construction timeline with the school. Mr. Bender answered that the city staff will work with Chapel Hill so they have access to their driveway as appropriate. Councilman Kimber moved, Councilman von Oven seconded that the Chanhassen City Council adopt a resolution accepting the bids and awarding a contract including Alternates 1 and 3; adopts a resolution adopting the assessment roll; and adopts a resolution approving the establishment of the Volunteer Rain Garden Program for the 2024 City Pavement Rehabilitation Project, Project No. 24-01, and include the verbiage mentioned by the City Attorney in regard to the repayment period for residents. All voted in favor, and the motion carried unanimously with a vote of 5 to 0. GENERAL BUSINESS. None. 102 City Council Minutes – April 22, 2024 13 COUNCIL PRESENTATIONS. 1. Report on City Manager’s Performance Review Mayor Ryan stated that the annual review was held for City Manager Laurie Hokkanen. She provided collective thoughts of the City Council based on her positive performance. She thanked City Manager Laurie Hokkanen for her great work in the community. ADMINISTRATIVE PRESENTATIONS. None. CORRESPONDENCE DISCUSSION. None. Councilwoman Schubert moved, Councilman von Oven seconded to adjourn the meeting. All voted in favor, and the motion carried unanimously with a vote of 5 to 0. The City Council meeting was adjourned at 10:19 p.m. Submitted by Laurie Hokkanen City Manager Prepared by Jenny Potter City Clerk 103 City Council Item May 20, 2024 Item Receive Economic Development Commission Minutes dated February 13, 2024 File No.Item No: D.3 Agenda Section CONSENT AGENDA Prepared By Amy Weidman, Admin Support Specialist Reviewed By SUGGESTED ACTION "The Chanhassen City Council receives the Economic Development Commission minutes dated February 13, 2024." Motion Type Simple Majority Vote of members present Strategic Priority N/A SUMMARY BACKGROUND DISCUSSION BUDGET RECOMMENDATION ATTACHMENTS 104 Economic Development Commission minutes dated February 13, 2024 105 CHANHASSEN ECONOMIC DEVELOPMENT COMMISSION REGULAR MEETING February 13, 2024 Vice Chair Zurek called the meeting to order at 5:39 p.m. MEMBERS PRESENT: Vice Chair Duke Zurek, Chris Freeman, Stacy Goff, Cohen Lee MEMBERS ABSENT: Chair Eric Anderson, Luke Bame STAFF PRESENT: Samantha DiMaggio, Economic Development Manager PUBLIC PRESENT: Judy Harder Commissioner Freeman moved, and Commissioner Lee seconded to approve the agenda. All voted in favor and the motion carried unanimously with a vote of 4 to 0. APPROVAL OF MINUTES: APPROVE ECONOMIC DEVELOPMENT COMMISSION MINUTES DATED JANUARY 9, 2024 Commissioner Goff moved, and Commissioner Lee seconded to approve the Minutes of the Economic Development Commission meeting dated January 9, 2024, as presented. All voted in favor and the motion was carried unanimously with a vote of 4 to 0. DISCUSSION/GENERAL BUSINESS ITEMS: 1. EDC Approval of a Three-Year Economic Development Plan Economic Development Manager, Samantha DiMaggio, presented a Three-Year Economic Development Plan to review the current economic conditions of the city and to use it as a guide for staff and the EDC through the next three years in Chanhassen. Commissioner Lee moved, and Commissioner Freeman seconded to approve the Three-Year Plan and present it to City Council. The motion carried with a vote to 4 to 0. ADJOURNMENT: Commissioner Lee moved, and Commissioner Goff seconded to adjourn the meeting. All voted in favor and the motion carried unanimously with a vote of 3 to 0 as Commissioner Freeman had left. The Economic Development Commission meeting was adjourned at 6:47 p.m. Submitted by Samantha DiMaggio Economic Development Manager 106 City Council Item May 20, 2024 Item Receive Planning Commission Minutes dated April 16, 2024 File No.Item No: D.4 Agenda Section CONSENT AGENDA Prepared By Amy Weidman, Admin Support Specialist Reviewed By SUGGESTED ACTION "The Chanhassen City Council receives the Planning Commission minutes dated April 16, 2024." Motion Type Simple Majority Vote of members present Strategic Priority N/A SUMMARY BACKGROUND DISCUSSION BUDGET RECOMMENDATION ATTACHMENTS Planning Commission Minutes dated April 16, 2024 107 CHANHASSEN PLANNING COMMISSION REGULAR MEETING MINUTES APRIL 16, 2024 CALL TO ORDER: Chairman Noyes called the meeting to order at 6:00 p.m. MEMBERS PRESENT: Chairman Eric Noyes, Edward Goff, Steve Jobe, Jeremy Rosengren, Perry Schwartz, Ryan Soller, Katie Trevena. MEMBERS ABSENT: None. STAFF PRESENT: Rachel Arsenault, Associate Planner; Rachel Jeske, Planner; Eric Maass, Community Development Director; Jenny Potter, Senior Administrative Support Specialist. PUBLIC PRESENT: Mark Bliss 7333 Hazletine Boulevard Linda Paulson 7603 Frontier Trail ADMINISTRATIVE PRESENTATIONS: 1. PLANNING COMMISSION APPOINTMENT & OATH OF OFFICE Jenny Potter, Senior Administrative Support Specialist, read the oath of office for Katie Trevena and Jeremy Rosengren. 2. ELECTION OF CHAIR AND VICE-CHAIR Eric Maass, Community Development Director, explained the election process for chair and vice-chair. Commissioner Goff suggested an individual should be on the Planning Commission for at least one year to serve as the chair. Commissioner Goff moved, Commissioner Schwartz seconded that the Planning Commission elect Chairman Eric Noyes as the chair and Commissioner Steve Jobe as the vice-chair. All voted in favor and the motion carried unanimously with a vote of 7 to 0. 3. ADOPTION OF BYLAWS Eric Maass, Community Development Director, noted there were no revisions to the 2024 bylaws. He noted that the 2023 bylaws allowed for a change to the meeting time to 6:00 p.m. and for each public comment to be for five minutes. 108 Planning Commission Minutes – April 16, 2024 2 Commissioner Schwartz suggested allowing the Planning Commission to have one work session per year to have informal discussion and whether this should be incorporated into the bylaws. Mr. Maass answered that it would be most appropriate to leave this request out of the bylaws to allow flexibility with the work session as necessary. Commissioner Jobe moved, Commissioner Soller seconded that the Planning Commission approve the bylaws. All voted in favor and the motion carried unanimously with a vote of 7 to 0. PUBLIC HEARINGS: 1. ORDINANCE XXX: AMENDING REGULATIONS OF SHORT-TERM RENTALS Rachel Jeske, Planner, presented background information on the short-term rental ordinance adopted in 2022. Ms. Jeske outlined the discussion and feedback with City Council prior to presenting this ordinance to the Planning Commission and reviewed the staff-proposed ordinance amendments. Chairman Noyes asked how the city staff handle property owners with more than one short-term rental in the city if one property does not meet the ordinance, but their other properties do. He asked if revocation was a property or an ownership basis. Ms. Jeske answered that each property has its own license and the violations run with the license. Commissioner Schwartz voiced concerns regarding short-term rentals and the impact on neighbors. He stated the 2023 complaints were regarding noise, parking limits, and property maintenance. He voiced that the new ordinance reduces the penalties and he asked for the reason. Ms. Jeske responded that a large percentage of properties did not receive complaints. Commissioner Schwartz commented that the ordinances should address the few property owners who do not comply or show concern for their neighbors. He provided an example of the complaints only being submitted at the time of the violation and provided an example of difficulties with this ordinance. Ms. Jeske responded that the example would fall within the ordinance. She commented that the ordinance would cover violations that do not actively impact a neighbor, such as the driveway being blocked when the neighbor was not even home. Commissioner Schwartz asked about the proposed increases of maximum vehicles being allowed to be parked on the property and the background reasoning for this change. Mr. Maass stated that it does not impact the regulations of the adults to be on the premise after the evening but limits the number of vehicles allowed. The current ordinance limits parking to garage spaces and a vehicle for each garage space, but it does not say the vehicles need to be in the garage space. He commented that the vehicles inside the garage do not have an impact on the 109 Planning Commission Minutes – April 16, 2024 3 neighboring properties because they are not visible, but the maximum occupancy inside is still in place. Commissioner Schwartz voiced concerns about the number of vehicles parked in the driveway based on a resident’s complaint who shared a driveway with a short-term rental property. The resident was concerned because they could not access their property because of the number of cars parked on the driveway. Mr. Maass clarified that this ordinance referred to the number of vehicles parked overnight. Commissioner Jobe asked how to ensure the number of adults within the house, as the city would not see inside the house. Mr. Maass responded that the limit was based on the number of bedrooms. There would be two adults permitted per bedroom plus two additional guests. Commissioner Jobe provided a hypothetical scenario if law enforcement showed up to respond to a noise complaint and there was a set amount of people, would law enforcement keep records of the number of individuals present to verify. Mr. Maass answered that the city has worked with the ownership to access the rental records. The ownership is required to maintain a roster of who stays on the property. Chairman Noyes stated that the ordinances come to terms when there is a violation. The violations can still occur even if the correct numbers of individuals or cars are utilized. He stated that there have been a few minor complaints in the first year, but no licenses have been revoked. This shows that the ordinances provide protection for residents as appropriate. These ordinances are just receiving a few tweaks. Commissioner Schwartz asked if the ordinance is working, then why make these changes. Chairman Noyes stated that these changes might not be material but provide effective administration based on the visual checks of the rosters and the cars parked in the driveway. Commissioner Goff asked how to know the number of non-registered rentals. Ms. Jeske states that the host compliance software pulls up the listings that look like they are in the approximate area and compare photos on hosting websites to the Zillow listings. This alerts the city staff and they can send a letter about needing a license. Commissioner Goff asked if there was a fine for running an unlicensed rental. Ms. Jeske answered that there was not a fine, but the goal is to receive compliance. Chairman Noyes asked how many notifications the city received of unlicensed short-term rentals. 110 Planning Commission Minutes – April 16, 2024 4 Ms. Jeske stated that there were four or five listings. A few of these properties applied for the license and a few properties were now long-term rentals or no longer rentals. Commissioner Goff suggested publicizing this ordinance amendment and asked how to file a complaint. Commissioner Rosengren questioned that the language in the proposed ordinance does not match what was stated. Instead, the ordinance stated that the complaint can only be filed while the nuisance is occurring, rather than when the nuisance is recognized. He requested clarification. Ms. Jeske answered that the intention was the same. The nuisance entails a violation, or it does not, and this is determined by the city staff. Mr. Maass stated that there were three terms to discuss – complaint, violation, and nuisance. He defined these terms and how the city staff responds to each of these terms. The city staff will review the language in the draft ordinance to ensure clarity. Commissioner Jobe asked if law enforcement is called to a short-term rental, the city staff was alerted. Mr. Maass responded that staff is notified of complaints and law enforcement action. Commissioner Schwartz asked what mechanism is in place for a neighbor experiencing a violation and how they could determine a path to respond to the violation. Ms. Jeske answered that the city website has a short-term rental page and a facts and question page. This shows all properties with short-term rentals and their respective parking and occupancy limits. Commissioner Schwartz answered that the information is available but stated that many residents are not aware of ordinances and projects in the city. He asked if the city should notify neighbors that they live near a short-term rental. Ms. Jeske responded that the city does not require a letter to be sent to the neighbors. The city staff found most of the time, neighbors do not know they live near a short-term rental. Commissioner Schwartz encouraged the ability to communicate short-term rental status to neighbors. Mr. Maass stated that the city invests in host compliance software. He stated that the city could consider notifying properties when a short-term rental license is approved and provide the steps a neighbor could notify the city of concerns. Commissioner Soller asked if this occurs with other licensing in the city. If a property owner decides to do something with their property, are they mandated to notify the neighbors. 111 Planning Commission Minutes – April 16, 2024 5 Mr. Maass responded that a resident applying for a land use application that requires a conditional use permit or site plan, there is a statutory notification. If a resident applies for a liquor license, there is no adjacent property notification. He commented that the ordinance is working, and this review is more about the administration of the program. Ms. Jeske stated that a zoning permit that requires notice to neighbor is for bees and chickens. For this permit, the homeowner is required to talk with their neighbor and complete a notarized statement. Chairman Noyes stated that a short-term rental might be a different situation as the property owner might not live in Chanhassen. Commissioner Soller asked if every licensed property is publicly available. Ms. Jeske answered that there is a PDF on the short-term rental page on the city website. Commissioner Soller stated that there was one property that received 23 out of the 25 complaints and only 2 of those complaints resulted in a violation being issued. He commented that some individuals seek issues that might not exist. He stated the purpose of this ordinance is to encourage good neighborhood environment and there is no purpose for stringent regulation. Chairman Noyes suggested having a point-of-time reference to the violation language. Commissioner Soller agreed with the comment from Chairman Noyes. Mr. Maass stated that the ordinance aims to reasonableness. They want the ordinance to be measurable and will refine the language prior to bringing it to the City Council. He commented that if the Planning Commission passes the ordinance with proposed changes, it will go to the City Council who will decide what is ultimately included in the adopted ordinance. Chairman Noyes opened the public hearing. Mark Bliss, 7333 Hazleton Boulevard, is the property owner who has encountered difficulty living near a short-term rental. He stated that the ordinance is not working. The short-term rental has had two violations, but he stated that the city has not enforced other complaints that he believed constituted violations of the ordinance. He voiced disappointment with the Planning Commission considering making the ordinance more lax. Chairman Noyes requested information about the lack of enforcement. Mr. Bliss stated that the city did not enforce the parking requirements. Linda Paulson, 7603 Frontier Trail, stated that Chanhassen is a city for life. There needs to be enforcement of the ordinance and neighbors should be aware if there is a short-term rental. She requested transparency. 112 Planning Commission Minutes – April 16, 2024 6 Chairman Noyes closed the public hearing. Commissioner Goff asked if there was a path for resolution for Mr. Bliss. Mr. Maass stated that Ms. Jeske will administer the short-term rental program. The city received and reviewed complaints when Mr. Young-Walters departed. The city has extensive reporting of review of these complaints. He voiced concerns about shared driveways. Commissioner Schwartz stated that it is unfair for the neighbor of a short-term rental property violating the ordinance to jump through the hoops and not receive a resolution if the violations are accurate. He asked for the motivation for relaxing the ordinance. Chairman Noyes stated difficulty in understanding the differences between a nuisance and a violation. The neighbor might not be hurt, but there might be a violation of the ordinance. He requested clarification of the ordinance language. Commissioner Soller stated that the changes in the ordinance do not impact the issues at the property in question. He commented that concerns are not resulting in violations and questioned the solution to this problem. He asked whether these remediations were fixed recently and still need to take hold. Mr. Maass stated the changes listed on the work session slide were implemented gradually throughout the year. Commissioner Soller stated that the remediation with property owners is a good intent, but the city is still missing the mark if the complaints remain. He questioned what the actual solution is. Commissioner Jobe asked if the processes were correct and fair, while still supporting the ordinance. Commissioner Schwartz asked if any city had a short-term rental ordinance and experienced similar problems and decided to forbid short-term rentals. He asked if any cities have solved short-term rental concerns through a process. Mr. Maass answered that peer communities handle the complaints administratively and other cities have their city councils review complaints. Mr. Maass stated that if the City Council chooses to review them, the program can be administered that way. Commissioner Schwartz asked if other pathways have been successful. Mr. Maass responded that the complaints are not different, it is just who is reviewing the complaints. It could be slower if complaints are going through the City Council. 113 Planning Commission Minutes – April 16, 2024 7 Commissioner Soller stated that the ordinance provides an appeal process for the licensee, but not for neighbors or residents. He asked if there is a balance to also support neighbors. He suggested building a governance process. Chairman Noyes stated that the property owner should be responsible for renters understanding the rules. Commissioner Noyes stated that the property owner should establish expectations for their renters. He asked whether there was information provided with the short-term rental contract. Ms. Jeske stated that there is a long list of stipulations on the short-term rental license and application. Commissioner Soller stated the city should empower residents. He encouraged striking through the violation timing bullet point. Commissioner Goff asked why the violation timing was included. Mr. Maass stated that if the city staff is not made aware of the violation in a timely manner, the city cannot react accordingly. The goal was to better utilize the software tool. Commissioner Schwartz stated that timely would be more appropriate language. Commissioner Soller suggested striking this language through so the City Council understands the concerns of the neighbors regarding short-term rentals. Commissioner Schwartz asked whether we would recommend the ordinance with changes to the timeliness language and a communication mechanism to neighbors near a short-term rental. Commissioner Jobe suggested including language to allow a process for a resident to address concerns that are not resolved. Chairman Noyes asked if there could be a motion and can provide guidelines for revision. Mr. Maass stated that the city puts out the newspaper and can include necessary information regarding tools to learn more about short-term rentals. Commissioner Soller moved, Commissioner Schwartz seconded that the Chanhassen Planning Commission recommends the approval of the proposed ordinance amending the regulations of short-term rentals with the adjustment to strike through section C, subpoint 2 under violations, and recommending language in the staff procedurals to provide notification to adjacent property owners and define a process for aggrieved neighbors to appeal the decision of staff. All voted in favor and the motion carried unanimously with a vote of 7 to 0. GENERAL BUSINESS: 114 Planning Commission Minutes – April 16, 2024 8 1. DOWNTOWN DESIGN GUIDELINES AND DESIGN STANDARDS DRAFT PLAN REVIEW Eric Maass, Community Development Director, gave a summary of the downtown design guidelines and design standards draft plan. Bryan Harjes, Vice President of HKGi, and Jeff Miller, Planner with HKGi reviewed the project purpose, design guidelines, and considerations for the site design, such as the landscaping, lighting, furnishing, service delivery and storage areas, and utilities. He provided an overview and the goals for the building design. He explained the goals of the streets, focusing on unifying the streetscape. He displayed the design features for different street locations. He explained the overview of the wayfinding regarding signage. Mr. Maass stated that planning documents are high-level, but when the survey crew is out there, they can better understand the needs of the project. The City Engineer has worked closely to determine the streetscapes. He stated West 78th is not on the city’s plan for reconstruction. There are multiple streets that require attention prior to West 78th Street. Mr. Harjes stated that the sign materials are based on the location of the sign and the proposed sign locations. Mr. Maass stated that the intent is to not install all of the signs in one year, but to install the signs while projects are being completed. The green locations for signs are subject to change. Commissioner Schwartz asked why these signs are not considered at the city’s boundaries with Eden Prairie and Victoria. Mr. Maass answered that the signage package is focused on the downtown, but the City Council can consider installing signage at the municipal boundary as well. Mr. Harjes stated that the design standards for the central business district are narrower. He read the purpose and intent of the design standards. He stated that the design standards apply to redevelopment in the central business district. He explained the requirements for parking downtown. He reviewed the building standards, including the massing and façade. Commissioner Jobe asked if there was a diversity of trees to be planted in case of changing climate and the infection of ash borers. Mr. Maass answered that the city ordinance requires species diversity. Commissioner Trevena asked if the guidelines would be encouraged if a property was completing a certain percentage of work. She asked if the guidelines would apply to a building that had significant renovation or if they would just be for new developments. 115 Planning Commission Minutes – April 16, 2024 9 Mr. Maass responded that this would apply to any project that comes in for site plan review. If any existing property is renovated more than 10 percent, they require a site plan review. These specific guidelines are only applicable to properties in the central business district. Commissioner Schwartz asked for the real-world application of the guidelines. He asked if an architect would find the guidelines helpful or restrictive. Mr. Harjes answered that the guidelines are expansive, but they are not required. Mr. Maass clarified that the guidelines are not required, but the standards are required and need to be met. He stated that the advantage to the guidelines and standards is to provide predictability. The guidelines and standards are thought-out in hopes of preventing numerous variance requests. Mr. Maass requested feedback from other architects. Chairman Noyes stated that this provides a general direction for developers and helps to create a common ground as to what the city is looking for. Commissioner Schwartz asked about the main entrance for buildings where the parking is at the back of the building and whether the entrance would be near the parking lot or near the street. Mr. Harjes stated that the intent is to provide an entrance for the public but also possibly a secondary entrance at the parking lot area. Nothing prevents a business from placing an entrance in the parking lot, but the ordinance requires that the primary entrance is on the street side. Mr. Maass provided an example of the dual entrances at the medical arts building. Commissioner Soller asked about the approach for design guidelines for the City of Chanhassen. Mr. Harjes answered that the design guidelines are established from previous successful designs. This design is meant to guide the blending between public buildings and private development. Chairman Noyes asked who the intended audience is; the document tells people how design will happen. He asked how to use these guidelines as an informant to help the city feel connected to projects. Mr. Maass stated that this comment was a good reminder to include information like this in city communication pieces. This gives an idea to property owners what the city wants. This provides an indication of what Chanhassen would want. Commissioner Soller questioned if this information would only apply to streets downtown. He asked how these guidelines play into future development. 116 Planning Commission Minutes – April 16, 2024 10 Commissioner Soller asked if there were guidelines for charging in the central business district. Mr. Maass answered that some communities require the conduit to be put in place if the project is large enough. He stated that private development recognizes the need and the demand. Commissioner Schwartz asked if the design standards require EV charging or to lay down the conduit. Mr. Maass stated the design standards would not dictate the number of EV stalls needed. Commissioner Trevena asked for the process to amend or make changes in the future. Mr. Maass answered that the process for the design standards would require the ordinance process to amend the requirements. He stated that the design guidelines are not adopted into the ordinance. He stated that as the city updates the comprehensive plan, it allows for a good marker to analyze the changes. Commissioner Jobe asked as the design guidelines are developed if this helps to recruit investors into the model. Mr. Harjes answered that in Chanhassen, it is more about getting the message out and setting the tone. He stated that there has not been specific identification for redevelopment sites. Commissioner Schwartz asked if there was a reason to not promote the design guidelines and standards to existing business community and prospective developers through different mechanisms to draw interest to the community. Mr. Maass answered that this is a good point and would apply to the Economic Development Manager. She brings awareness to the development community to mitigate and manage risks. Commissioner Goff stated that the city did a good job referring to other cities when developing standards. Commissioner Soller clarified that this is a draft plan. He asked for the timeline and asked if the draft was subject to major changes. Mr. Maass answered that this is a completed draft and that it would come back before the Planning Commission in May. Commissioner Soller asked whether this replaces something existing or is a set of specific amendments. Mr. Maass answered that the current ordinance has design standards by use regardless of city location. These design standards are specific to downtown. 117 Planning Commission Minutes – April 16, 2024 11 APPROVAL OF MINUTES: 1. APPROVAL OF PLANNING COMMISSION MINUTES DATED MARCH 19, 2024 Commissioner Goff requested a revision to page 105. Commissioner Goff asked whether the clock tower would be on both sides. Commissioner Goff also asked whether the campus adhered to the central business guidelines. Commissioner Goff moved, Commissioner Jobe, seconded to approve the Chanhassen Planning Commission summary minutes dated March 19, 2024 as corrected above. All voted in favor, and the motion carried unanimously with a vote of 7 to 0. COMMISSION PRESENTATIONS: Chairman Noyes stated that the Chanhassen Villager is being eliminated. He asked what the publication strategy for the city would be when the publication no longer exists. Mr. Maass answered that the city is required to have a publication as the official newspaper for public notices. The City Council discussed the Sun Sailor as the official newspaper. Mr. Maass stated that the City Council approved the site plan and ordinance for the civic campus project. Phase one remains on track to begin construction following Memorial Day. Phase two would roughly begin in July 2025. During this phase, the senior center will be relocated. He commented that the Roers project was approved for the preliminary plat, site plan, and TIF plan on a 4-1 vote. Commissioner Schwartz asked if there was any potential to save the trees on the corner of the city campus. Mr. Maass responded that the city has identified which trees could be saved. Chairman Noyes asked if there would be any updates to Avenda. Mr. Maass answered that when the city receives land use applications, it will be presented to the Planning Commission. ADJOURNMENT: Commissioner Soller moved, Commissioner Schwartz seconded to adjourn the meeting. All voted in favor and the motion carried unanimously with a vote of 7 to 0. The Planning Commission meeting was adjourned at 8:43 p.m. Submitted by Eric Maass Community Development Director 118 City Council Item May 20, 2024 Item Receive Environmental Commission Minutes dated February 14, 2024 File No.Item No: D.5 Agenda Section CONSENT AGENDA Prepared By Amy Weidman, Admin Support Specialist Reviewed By SUGGESTED ACTION "The Chanhassen City Council receives the Environmental Commission minutes dated February 14, 2024." Motion Type Simple Majority Vote of members present Strategic Priority N/A SUMMARY BACKGROUND DISCUSSION BUDGET RECOMMENDATION ATTACHMENTS 119 Environmental Commission minutes dated February 14, 2024 120 Chanhassen Environmental Commission (EC) 6:00 pm February 14, 2024 Members Present: Greg Hawks, Leslie Elhadi, Scott Grefe, Ryan Farnan Members Absent: Billy Cripe, Kaisa Buckholz, Kristin Fulkerson, Scot Lacek Staff Present: Jamie Marsh, Environmental Resources Specialist Visitors: Judy Harder, Resident Minutes January minutes approval delayed until March. Minnesota Native Landscaping Law Jamie Marsh, Environmental Resources Specialist, discussed a new State Law that requires cities to allow natural landscaping on private property. The law states that if residents have purposeful planning those plants will be allowed. Property owners cannot plant noxious weeds. The city is amending the code to reflect the state law. Discussion was had regarding whether residents would need to supply a plan to the city prior to planting. It was decided that the April social media post would be in reference to this ordinance. Commissioner Grefe will be in charge of writing the social media posts. The Ordinance will go before the Planning Commission in March for a public hearing. Invasive Species Management Application Ms. Marsh reported that residents have been requesting to do buckthorn removal on city property to assist in invasive species management. The city would like to have a management plan where residents could assist the city with the removal of buckthorn or other invasive species. Residents would be able to fill out an application to help with the removal of buckthorn or other invasive species. Arbor Day Planning – Developing Activities 121 The first Saturday in May is the Arbor Day event for the City of Chanhassen. A park needs to be picked for where to plant. Twenty trees are planted usually during this activity. Commissioners discussed milkweed bombs, frisbees, and tic tac toe. Juice and snacks were provided at last year’s planting event. Invasive education was a topic decided upon. Partner with Minnetonka High School for Earth Day Event This was on the work plan from years past. This will be revisited next meeting. Commissioner Farnan will follow up with the Minnetonka High School to see if they have interest in partnering. Promote Earth Hour March 23, 2024, is the day of Earth Hour. This should be added as social media posts in March. Finalized Trivia Night Details Commissioners discussed the Trivia Night at Chanhassen Brewing on Tuesday, February 20, 2024. Commission Presentation Chair Grefe reported that he will be attending the interviews for the potential Environmental Commissioners. He also was invited to be involved in the task force event for bonding for Chanhassen Sports Bluff Complex. Commissioner Hawks reported that Conservation Minnesota will have the State Environmental Commission meeting in May. There will be a tour event and then a social event afterward. Ms. Marsh reviewed the agenda items for March. Adjournment Meeting adjourned at 7:09. Minutes prepared by Jenny Potter, Senior Administrative Assistant Minutes Submitted by Jamie Marsh, Environmental Resources Specialist 122 City Council Item May 20, 2024 Item Receive Environmental Commission Minutes dated March 13, 2024 File No.Item No: D.6 Agenda Section CONSENT AGENDA Prepared By Amy Weidman, Admin Support Specialist Reviewed By SUGGESTED ACTION "The Chanhassen City Council receives the Environmental Commission minutes dated March 13, 2024." Motion Type Simple Majority Vote of members present Strategic Priority N/A SUMMARY BACKGROUND DISCUSSION BUDGET RECOMMENDATION ATTACHMENTS 123 Environmental Commission minutes dated March 13, 2024 124 Chanhassen Environmental Commission (EC) 6:00 pm March 13, 2024 Members Present: Greg Hawks, Leslie Elhadi, Scott Grefe, Ryan Farnan, Billy Cripe, Kristin Fulkerson, Scot Lacek Members Absent: Kaisa Buckholz Staff Present: Jamie Marsh, Environmental Resources Specialist Visitors: Judy Harder, Resident Minutes January 10, 2024, minutes Commissioner Fulkerson motioned to approve, Commissioner Cripe seconded. All voted in favor. January minutes passed. February 14, 2024, minutes Commissioner Fulkerson motioned to approve amended minutes, Commissioner Cripe seconded. All voted in favor. February minutes passed. Environmental Trivia Follow Up There were 20 teams that attended the trivia night. A well-attended event. The next event will be planned for the fall. Dave Ryan talked about the Better Bin app on the radio the next day. Jamie Marsh created a checklist for communications to use for each trivia night. The commissioners reviewed and updated the information for all the communications that will happen for future trivia nights. Finalize Arbor Day Activities Ms. Marsh shared the ideas they had from the last meeting that included: invasive education, milkweed bombs, tic tac toe, and refreshments. Ms. Marsh will check with Manuel Jordan to see if he can attend the Arbor Day planting event. Some buckthorn could be cut prior to the event and put on a table to show what it looks like. The event is on Saturday, May 4, 2024 at 10 a.m. Partner with Minnetonka High School for Arbor Day Event Commissioner Farnen sent an email to the Environmental Club at Minnetonka High School to see if they would be interested in Arbor Day. They were initially interested but he needs to get back to the club to give more details. The Commission on Aging has reached out to Ms. Marsh to connect with the Chanhassen High School students and they would like to assist with Arbor Day along with the Minnetonka High School Earth Club. 125 Discuss Involvement with Water Resources Open House Ms. Marsh reported that there will be an event for the Water Resources Open House. Communications reached out to Ms. Marsh to invite the Environmental Commission to attend. The event will be in August and there will be more information to come. Review Onboarding Packet Ms. Marsh presented the onboarding packet and updated home and email addresses. She redlined the changes that were made and will distribute it to the commissioners. Green Step Cities-Best Management Practices Ms. Marsh sent out an update from the Green Steps coordinator. Each commissioner would choose a category and see what steps we could take to continue working on the best practices. The commissioners will use a shared document and update things that have been done already. A March 28 deadline was set to have comments back. Commission Presentation Chair Grefe reported that he applied for the Carver County Solid Management Stakeholder group and is part of that group. Meetings in April, May, and June. Ms. Marsh thanked Commissioners Fulkerson, Hawks, and Lacek for all their work. Commissioner Fulkerson asked that people use the Better Bin app and shared that she will be moving to the Park & Recreation Commission. Commissioner Hawks said that he had learned much being on the Commission and it was enjoyable to him. Adjournment Meeting adjourned at 7:59. Minutes prepared by Jenny Potter, Senior Administrative Assistant Minutes Submitted by Jamie Marsh, Environmental Resources Specialist 126 City Council Item May 20, 2024 Item Receive Environmental Commission Minutes dated April 10, 2024 File No.Item No: D.7 Agenda Section CONSENT AGENDA Prepared By Amy Weidman, Admin Support Specialist Reviewed By SUGGESTED ACTION "The Chanhassen City Council receives the Environmental Commission minutes dated April 10, 2024." Motion Type Simple Majority Vote of members present Strategic Priority N/A SUMMARY BACKGROUND DISCUSSION BUDGET RECOMMENDATION ATTACHMENTS 127 Environmental Commission Minutes dated April 10, 2024 128 1 Chanhassen Environmental Commission (EC) Chanhassen City Hall, Fountain Conference Room 6:00 pm April 10, 2024 Members Present: Leslie Elhadi, Scott Grefe, Billy Cripe, Ryan Farnan, Sid Lindmark, Paget Pengelly, John Stutzman Members Absent: Kaisa Buckholz Staff Present: Jamie Marsh, Environmental Resource Specialist; Jenny Potter, Admin Support Specialist Visitors: Judy Harder Oaths of Office: Jenny Potter administered Oaths of Office to Paget Pengelly, Sid Lindmark, and John Stutzman. Elect Environmental Commission Chair and Vice-Chair Commissioners re-elected Scott Grefe as Chair and Billy Cripe as Vice-Chair. Both votes were unanimous. Minutes Commissioner Cripe motioned to approve the minutes as amended, and Commissioner Elhadi seconded. The March 13 minutes were approved unanimously. Adopt Environmental Commission Bylaws Commissioner Elhadi motioned to approve the bylaws as written. Commissioner Cripe seconded the motion. Bylaws were adopted as written. July 3rd Expo Planning The Commission discussed last year’s expo and how they can build off the success of the event. Commissioners in attendance agreed that having the Master Gardeners there was a successful partnership. Commissioner Pengelly agreed to reach out to Master Gardeners for the event this year. The Commission also discussed how they can expand their outreach through gathering contact information and potentially starting an Environmental Commission Newsletter. Jamie Marsh will confirm the hours the expo will be taking place, and that the location of the table will not be impacted by summer construction. Ms. Marsh will also reserve a table for the Environmental Commission. Finalize Arbor Day Event Plan 129 2 The event will be held at Meadow Green Park beginning at 10 a.m. on May 4. Ms. Elhadi will finish making an invasive species identification game and Ms. Marsh will see if there are existing invasive species on site she can point out to the volunteers at the event. Other activities will include yard tic-tac- toe, stump frisbee, and milkweed seed bombs. Volunteers from Minnetonka High School will assist with activities and setting up tools and materials. Manuel Jordan will be in attendance and will do a planting demo before volunteers plant trees. Tree stock will be different this year- bare root and containerized instead of B&B trees that have been used in the past. Holes will be tilled beforehand to loosen up the soil and volunteers will do the rest of the digging. There will have been postcards mailed to neighboring residents about the event and social media posts to let people know where and when the event is happening. The Commissioners will arrive around 9:15 am to help Ms. Marsh prepare for the event. Select Arbor Day Poster Contest Winner Winners were selected through a voting system, and the student artists will be presented with their awards at the City Council meeting on April 22. Commission Presentations: Billy presented the idea of partnering with the Buy Local group and the Economic Development Commission on outreach efforts related to downtown development. The outreach would focus on what steps the city takes to ensure construction impacts on the environment are minimal. The Commission also discussed how supporting local businesses relates to the environment because buying locally reduces the need for importing products from overseas and therefore reduces carbon footprint. Billy will bring more information about the Commission's involvement to the May meeting. The meeting adjourned at 7:57 pm Minutes prepared by Jamie Marsh, Environmental Resource Specialist 130 City Council Item May 20, 2024 Item Approve Claims Paid dated May 20, 2024 File No.Item No: D.8 Agenda Section CONSENT AGENDA Prepared By Danielle Washburn, Assistant Finance Director Reviewed By Kelly Grinnell SUGGESTED ACTION "The Chanhassen City Council Approves Claims Paid dated May 20, 2024." Motion Type Simple Majority Vote of members present Strategic Priority Financial Sustainability SUMMARY BACKGROUND DISCUSSION The following claims are submitted for review and approval on May 20, 2024: Total Claims $284,321.90 BUDGET RECOMMENDATION 131 ATTACHMENTS Payment Summary Payment Detail 132 Accounts Payable Checks by Date - Summary Vendor Name Check Date Void Checks Check Amount @ TITLE LLC 05/08/2024 0.00 12.50 ALL AMERICAN TITLE 05/08/2024 0.00 30.61 ALLAN & JEANNE NELSON 05/08/2024 0.00 171.49 ANDREW & AMY LEMKUIL 05/08/2024 0.00 115.59 CITY OF SHOREWOOD 05/08/2024 0.00 96.94 DeeAnn Triethart 05/08/2024 0.00 72.53 EXECUTIVE TITLE 05/08/2024 0.00 17.81 FIRST FINANCIAL TITLE AGENCY 05/08/2024 0.00 74.91 FLEX TITLE COMPANY 05/08/2024 0.00 35.80 FLEX TITLE COMPANY 05/08/2024 0.00 16.86 HAGEN LIVING TRUST 05/08/2024 0.00 12.18 KENNETH & SARA KUCIK 05/08/2024 0.00 453.84 LEGACY TITLE 05/08/2024 0.00 65.88 Marco Inc 05/08/2024 0.00 1,010.00 NEIL & KRYSTEL REIERSON 05/08/2024 0.00 363.17 NOVEL SOLAR THREE, LLC 05/08/2024 0.00 10,175.84 RESULTS TITLE 05/08/2024 0.00 21.00 RESULTS TITLE 05/08/2024 0.00 18.73 RUBY BEEBE 05/08/2024 0.00 28.79 RYAN WOOD 05/08/2024 0.00 6.99 SUSA Treasurer 05/08/2024 0.00 125.00 THOMAS & NICOLE O'BRIEN 05/08/2024 0.00 104.09 TITLE WERKS LLC 05/08/2024 0.00 133.26 WATERMARK TITLE AGENCY 05/08/2024 0.00 108.41 WATERMARK TITLE AGENCY 05/08/2024 0.00 78.99 WILLIAM J. KILBY 05/08/2024 0.00 43.83 Adam Weliver 05/09/2024 0.00 100.00 AK Rose Company 05/09/2024 0.00 206.07 Alphagraphics Aurora 05/09/2024 0.00 251.68 Appliance Connections, Inc. 05/09/2024 0.00 84.50 Ben Rakers 05/09/2024 0.00 100.00 Blackburn Manufacturing Company 05/09/2024 0.00 497.95 BOLTON & MENK INC 05/09/2024 0.00 201.00 BRAUN INTERTEC CORPORATION 05/09/2024 0.00 7,949.00 BS & A Software 05/09/2024 0.00 8,528.00 Carver County 05/09/2024 0.00 25,361.48 CEMSTONE PRODUCTS CO 05/09/2024 0.00 896.50 Cleaning Solutions Services 05/09/2024 0.00 8,147.20 DEM-CON LANDFILL 05/09/2024 0.00 1,230.73 Dultmeier Sales LLC 05/09/2024 0.00 85.74 EHLERS & ASSOCIATES INC 05/09/2024 0.00 6,000.00 Enterprise FM Trust 05/09/2024 0.00 21,618.17 FACTORY MOTOR PARTS COMPANY 05/09/2024 0.00 799.08 GS DIRECT INC 05/09/2024 0.00 457.03 Page 1 of 2 133 Vendor Name Check Date Void Checks Check Amount Guard Guys, LLC 05/09/2024 0.00 143.60 Homes by Tradition LLC 05/09/2024 0.00 16,100.00 Innovative Office Solutions LLC 05/09/2024 0.00 50.89 Jeff & Charlotte Snegosky 05/09/2024 0.00 2,000.00 KATH FUEL OIL SERVICE 05/09/2024 0.00 1,010.60 KENNEDY & GRAVEN, CHARTERED 05/09/2024 0.00 2,073.50 Loch Monster Plumbing, LLC 05/09/2024 0.00 710.00 Mary Jubenville 05/09/2024 0.00 30.00 METROPOLITAN COUNCIL 05/09/2024 0.00 1,000.00 MN Pollution Control Agency 05/09/2024 0.00 375.28 MOSS & BARNETT 05/09/2024 0.00 24,618.14 NAPA AUTO & TRUCK PARTS 05/09/2024 0.00 123.50 North Country Chevrolet 05/09/2024 0.00 45,864.20 NORTHWESTERN POWER EQUIP CO 05/09/2024 0.00 7,969.75 NYSTROM PUBLISHING COMPANY INC 05/09/2024 0.00 794.79 O'Reilly Automotive Inc 05/09/2024 0.00 247.66 Schwickert Company 05/09/2024 0.00 64,966.00 SHERWIN WILLIAMS 05/09/2024 0.00 77.72 SOFTWARE HOUSE INTERNATIONAL 05/09/2024 0.00 100.00 Sophia Martin 05/09/2024 0.00 182.00 Val Roder / Olivine Yoga LLC 05/09/2024 0.00 150.00 WAYTEK INC 05/09/2024 0.00 611.50 WM MUELLER & SONS INC 05/09/2024 0.00 281.60 WS & D PERMIT SERVICE 05/09/2024 0.00 120.00 ZAHL-PETROLEUM MAINTENANCE CO 05/09/2024 0.00 18,812.00 Report Total:284,321.90 Page 2 of 2 134 AP Check Detail User: dwashburn Printed: 5/14/2024 8:09:49 AM Last Name Acct 1 Amount Check Date Description @ TITLE LLC 701-0000-2020 5.00 5/8/2024 Refund Check 104216-000, 8508 WATERS EDGE DRIVE @ TITLE LLC 700-0000-2020 0.08 5/8/2024 Refund Check 104216-000, 8508 WATERS EDGE DRIVE @ TITLE LLC 720-0000-2020 7.42 5/8/2024 Refund Check 104216-000, 8508 WATERS EDGE DRIVE 12.50 5/8/2024 @ TITLE LLC 12.50 AK Rose Company 101-1550-4573 206.07 5/9/2024 Arbor Day Poster Contest Winner 206.07 5/9/2024 AK Rose Company 206.07 ALL AMERICAN TITLE 720-0000-2020 4.70 5/8/2024 Refund Check 097015-000, 7061 MILL CREEK LANE ALL AMERICAN TITLE 701-0000-2020 16.76 5/8/2024 Refund Check 097015-000, 7061 MILL CREEK LANE ALL AMERICAN TITLE 700-0000-2020 0.38 5/8/2024 Refund Check 097015-000, 7061 MILL CREEK LANE ALL AMERICAN TITLE 700-0000-2020 8.77 5/8/2024 Refund Check 097015-000, 7061 MILL CREEK LANE 30.61 5/8/2024 ALL AMERICAN TITLE 30.61 Alphagraphics Aurora 101-1320-4340 83.89 5/9/2024 leave request forms Alphagraphics Aurora 701-0000-4340 83.90 5/9/2024 leave request forms Alphagraphics Aurora 701-0000-4340 83.89 5/9/2024 leave request forms 251.68 5/9/2024 AP - Check Detail (5/14/2024)Page 1 of 15 135 Last Name Acct 1 Amount Check Date Description Alphagraphics Aurora 251.68 Appliance Connections, Inc.101-0000-2033 84.50 5/9/2024 Duplicate Permit - 2024-01132 - 690 Bighorn Dr 84.50 5/9/2024 Appliance Connections, Inc. 84.50 BEEBE RUBY 700-0000-2020 9.81 5/8/2024 Refund Check 011782-000, 874 KIMBERLY LANE BEEBE RUBY 700-0000-2020 1.05 5/8/2024 Refund Check 011782-000, 874 KIMBERLY LANE BEEBE RUBY 701-0000-2020 12.96 5/8/2024 Refund Check 011782-000, 874 KIMBERLY LANE BEEBE RUBY 720-0000-2020 4.97 5/8/2024 Refund Check 011782-000, 874 KIMBERLY LANE 28.79 5/8/2024 BEEBE RUBY 28.79 Blackburn Manufacturing Company 701-0000-4150 248.98 5/9/2024 locating flags Blackburn Manufacturing Company 700-0000-4150 248.97 5/9/2024 locating flags 497.95 5/9/2024 Blackburn Manufacturing Company 497.95 BOLTON & MENK INC 701-0000-4303 201.00 5/9/2024 2024 CIPP Specification 201.00 5/9/2024 BOLTON & MENK INC 201.00 BRAUN INTERTEC CORPORATION 420-0000-4300 720.00 5/9/2024 2024 Pavement Inspection/Consulting BRAUN INTERTEC CORPORATION 601-6060-4300 7,229.00 5/9/2024 #24-01 City Pavement Project-Geotechnical Services 7,949.00 5/9/2024 BRAUN INTERTEC CORPORATION 7,949.00 AP - Check Detail (5/14/2024)Page 2 of 15 136 Last Name Acct 1 Amount Check Date Description BS & A Software 400-0000-4707 8,528.00 5/9/2024 BS&A Cloud Upgrade Payment 2 of 3 - SaaS Fee 8,528.00 5/9/2024 BS & A Software 8,528.00 Carver County 101-1210-4506 24,086.48 5/9/2024 1st Quarter 2024 OT Carver County 700-1160-4326 650.00 5/9/2024 Dark Fiber WWTP-W3-W7-W8-LS24 Carver County 101-1160-4326 625.00 5/9/2024 500MB Internet Service + Dark Fiber CH-FD1-FD2-PW 25,361.48 5/9/2024 Carver County 25,361.48 CEMSTONE PRODUCTS CO 700-0000-4510 896.50 5/9/2024 concrete for apron at well house 896.50 5/9/2024 CEMSTONE PRODUCTS CO 896.50 CITY OF SHOREWOOD 720-0000-2020 96.94 5/8/2024 Refund Check 018505-002, PID# 25-7700060 96.94 5/8/2024 CITY OF SHOREWOOD 96.94 Cleaning Solutions Services 101-1190-4511 4,049.23 5/9/2024 Cleaning Services-April 2024 Cleaning Solutions Services 700-0000-4511 64.27 5/9/2024 Cleaning Services-April 2024 Cleaning Solutions Services 701-0000-4511 64.27 5/9/2024 Cleaning Services-April 2024 Cleaning Solutions Services 101-1312-4511 514.19 5/9/2024 Cleaning Services-April 2024 Cleaning Solutions Services 101-1170-4511 3,198.15 5/9/2024 Cleaning Services-April 2024 Cleaning Solutions Services 101-1220-4511 257.09 5/9/2024 Cleaning Services-April 2024 8,147.20 5/9/2024 Cleaning Solutions Services 8,147.20 DEM-CON LANDFILL 101-1320-4150 1,230.73 5/9/2024 street sweeping debris AP - Check Detail (5/14/2024)Page 3 of 15 137 Last Name Acct 1 Amount Check Date Description 1,230.73 5/9/2024 DEM-CON LANDFILL 1,230.73 Dultmeier Sales LLC 101-1550-4120 85.74 5/9/2024 hose 85.74 5/9/2024 Dultmeier Sales LLC 85.74 EHLERS & ASSOCIATES INC 101-0000-2076 6,000.00 5/9/2024 Tax Increment Financing Dist No 13 6,000.00 5/9/2024 EHLERS & ASSOCIATES INC 6,000.00 Enterprise FM Trust 400-0000-4811 346.61 5/9/2024 203 - 23 Chev Silv #26RPC3 Enterprise FM Trust 400-0000-4810 509.55 5/9/2024 501 - 23 Chev Silv #26RL44 Enterprise FM Trust 400-0000-4810 671.19 5/9/2024 134 - 23 Chev Silv #25WNKR Enterprise FM Trust 400-0000-4811 338.93 5/9/2024 505 - 23 Chev Silv #26RP8Z Enterprise FM Trust 400-0000-4811 268.03 5/9/2024 419 - 23 Chev Silv #25XGMJ Enterprise FM Trust 400-0000-4811 288.19 5/9/2024 402 - 23 Chev Silv #25XGMF Enterprise FM Trust 400-0000-4810 383.32 5/9/2024 001 - 22 Ford Esca #26M3MH Enterprise FM Trust 400-0000-4810 556.98 5/9/2024 214 - 22 Chev Silv #25G5D2 Enterprise FM Trust 400-0000-4810 582.41 5/9/2024 411 - 22 Chev Silv #25G8CL Enterprise FM Trust 400-0000-4810 525.59 5/9/2024 430 - 24 Chry Paci #275N63 Enterprise FM Trust 400-0000-4810 393.88 5/9/2024 606 - 22 Ford Rang #25G23Z Enterprise FM Trust 700-0000-2317 289.42 5/9/2024 305 - 22 Chev Silv #25G5QR Enterprise FM Trust 400-0000-4810 596.29 5/9/2024 203 - 23 Chev Silv #26RPC3 Enterprise FM Trust 400-0000-4811 268.00 5/9/2024 403 - 23 Chev Silv #25XGMK Enterprise FM Trust 700-0000-4811 78.50 5/9/2024 307 - 23 Chev Equinox #262P8K Enterprise FM Trust 400-0000-4810 632.55 5/9/2024 505 - 23 Chev Silv #26RP8Z Enterprise FM Trust 701-0000-4811 78.51 5/9/2024 307 - 23 Chev Equinox #262P8K Enterprise FM Trust 400-0000-4811 148.45 5/9/2024 214 - 22 Chev Silv #25G5D2 Enterprise FM Trust 400-0000-4811 168.01 5/9/2024 001 - 22 Ford Esca #26M3MH Enterprise FM Trust 400-0000-4811 322.34 5/9/2024 202 - 23 Chev Tahoe #25WDVJ Enterprise FM Trust 400-0000-4810 639.43 5/9/2024 401 - 23 Chev Silv #26RPBZ Enterprise FM Trust 400-0000-4811 322.34 5/9/2024 204 - 23 Chev Tahoe #25WDVL Enterprise FM Trust 400-0000-4811 336.98 5/9/2024 401 - 23 Chev Silv #26RPBZ AP - Check Detail (5/14/2024)Page 4 of 15 138 Last Name Acct 1 Amount Check Date Description Enterprise FM Trust 701-0000-2317 179.70 5/9/2024 307 - 23 Chev Equinox #262P8K Enterprise FM Trust 701-0000-2317 289.42 5/9/2024 305 - 22 Chev Silv #25G5QR Enterprise FM Trust 400-0000-4810 484.92 5/9/2024 412 - 22 GMC Sier #25H28F Enterprise FM Trust 700-0000-2317 179.71 5/9/2024 307 - 23 Chev Equinox #262P8K Enterprise FM Trust 400-0000-4810 553.86 5/9/2024 204 - 23 Chev Tahoe #25WDVL Enterprise FM Trust 400-0000-4811 321.92 5/9/2024 430 - 24 Chry Paci #275N63 Enterprise FM Trust 400-0000-4811 147.80 5/9/2024 605 - 22 Ford Rang #25G25M Enterprise FM Trust 400-0000-4810 479.59 5/9/2024 502 - 23 Chev Blazer #25XQVB Enterprise FM Trust 400-0000-4811 263.03 5/9/2024 134 - 23 Chev Silv #25WNKR Enterprise FM Trust 400-0000-4810 667.47 5/9/2024 403 - 23 Chev Silv #25XGMK Enterprise FM Trust 700-0000-4811 75.86 5/9/2024 305 - 22 Chev Silv #25G5QR Enterprise FM Trust 400-0000-4811 152.28 5/9/2024 606 - 22 Ford Rang #25G23Z Enterprise FM Trust 400-0000-4810 682.53 5/9/2024 201 - 22 GMC Yuko #25MPSN Enterprise FM Trust 400-0000-4810 433.98 5/9/2024 605 - 22 Ford Rang #25G25M Enterprise FM Trust 400-0000-4811 152.83 5/9/2024 411 - 22 Chev Silv #25G8CL Enterprise FM Trust 400-0000-4811 133.86 5/9/2024 140 - 22 Chev Silv #25G5J6 Enterprise FM Trust 400-0000-4811 267.28 5/9/2024 420 - 23 Chev Silv #25XGMS Enterprise FM Trust 400-0000-4810 647.50 5/9/2024 402 - 23 Chev Silv #25XGMF Enterprise FM Trust 400-0000-4811 167.95 5/9/2024 201 - 22 GMC Yuko #25MPSN Enterprise FM Trust 400-0000-4810 671.19 5/9/2024 132 - 23 Chev Silv #25WNCN Enterprise FM Trust 701-0000-4811 75.86 5/9/2024 305 - 22 Chev Silv #25G5QR Enterprise FM Trust 400-0000-4811 263.05 5/9/2024 132 - 23 Chev Silv #25WNCN Enterprise FM Trust 400-0000-4810 532.58 5/9/2024 405 - 22 Chev Silv #25G5QQ Enterprise FM Trust 400-0000-4811 351.21 5/9/2024 501 - 23 Chev Silv #26RL44 Enterprise FM Trust 400-0000-4810 553.86 5/9/2024 202 - 23 Chev Tahoe #25WDVJ Enterprise FM Trust 400-0000-4811 240.04 5/9/2024 502 - 23 Chev Blazer #25XQVB Enterprise FM Trust 400-0000-4810 667.55 5/9/2024 419 - 23 Chev Silv #25XGMJ Enterprise FM Trust 400-0000-4810 575.11 5/9/2024 408 - 22 Chev Silv #25G89X Enterprise FM Trust 400-0000-4810 665.97 5/9/2024 416 - 23 Chev Silv #25XGMC Enterprise FM Trust 400-0000-4810 575.36 5/9/2024 140 - 22 Chev Silv #25G5J6 Enterprise FM Trust 400-0000-4810 665.66 5/9/2024 420 - 23 Chev Silv #25XGMS Enterprise FM Trust 400-0000-4811 116.33 5/9/2024 412 - 22 GMC Sier #25H28F Enterprise FM Trust 400-0000-4811 206.70 5/9/2024 405 - 22 Chev Silv #25G5QQ Enterprise FM Trust 400-0000-4811 163.32 5/9/2024 408 - 22 Chev Silv #25G89X Enterprise FM Trust 400-0000-4811 267.39 5/9/2024 416 - 23 Chev Silv #25XGMC 21,618.17 5/9/2024 Enterprise FM Trust 21,618.17 EXECUTIVE TITLE 700-0000-2020 5.35 5/8/2024 Refund Check 098010-000, 6435 PLEASANT VIEW LANE EXECUTIVE TITLE 701-0000-2020 4.68 5/8/2024 Refund Check 098010-000, 6435 PLEASANT VIEW LANE AP - Check Detail (5/14/2024)Page 5 of 15 139 Last Name Acct 1 Amount Check Date Description EXECUTIVE TITLE 720-0000-2020 7.19 5/8/2024 Refund Check 098010-000, 6435 PLEASANT VIEW LANE EXECUTIVE TITLE 700-0000-2020 0.59 5/8/2024 Refund Check 098010-000, 6435 PLEASANT VIEW LANE 17.81 5/8/2024 EXECUTIVE TITLE 17.81 FACTORY MOTOR PARTS COMPANY 101-1220-4140 799.08 5/9/2024 Batteries 799.08 5/9/2024 FACTORY MOTOR PARTS COMPANY 799.08 FIRST FINANCIAL TITLE AGENCY 701-0000-2020 35.60 5/8/2024 Refund Check 097871-002, 320 DEERFOOT TRAIL FIRST FINANCIAL TITLE AGENCY 700-0000-2020 1.59 5/8/2024 Refund Check 097871-002, 320 DEERFOOT TRAIL FIRST FINANCIAL TITLE AGENCY 700-0000-2020 18.23 5/8/2024 Refund Check 097871-002, 320 DEERFOOT TRAIL FIRST FINANCIAL TITLE AGENCY 720-0000-2020 19.49 5/8/2024 Refund Check 097871-002, 320 DEERFOOT TRAIL 74.91 5/8/2024 FIRST FINANCIAL TITLE AGENCY 74.91 FLEX TITLE COMPANY 701-0000-2020 9.00 5/8/2024 Refund Check 101653-000, 7749 BUTTERCUP COURT FLEX TITLE COMPANY 720-0000-2020 0.53 5/8/2024 Refund Check 101653-000, 7749 BUTTERCUP COURT FLEX TITLE COMPANY 700-0000-2020 0.51 5/8/2024 Refund Check 101653-000, 7749 BUTTERCUP COURT FLEX TITLE COMPANY 700-0000-2020 6.82 5/8/2024 Refund Check 101653-000, 7749 BUTTERCUP COURT FLEX TITLE COMPANY 720-0000-2020 14.07 5/8/2024 Refund Check 101571-000, 8046 ERIE SPUR FLEX TITLE COMPANY 701-0000-2020 14.67 5/8/2024 Refund Check 101571-000, 8046 ERIE SPUR FLEX TITLE COMPANY 700-0000-2020 1.15 5/8/2024 Refund Check 101571-000, 8046 ERIE SPUR FLEX TITLE COMPANY 700-0000-2020 5.91 5/8/2024 Refund Check 101571-000, 8046 ERIE SPUR 52.66 5/8/2024 FLEX TITLE COMPANY 52.66 GS DIRECT INC 101-1120-4110 457.03 5/9/2024 Plotter toner and paper 457.03 5/9/2024 AP - Check Detail (5/14/2024)Page 6 of 15 140 Last Name Acct 1 Amount Check Date Description GS DIRECT INC 457.03 Guard Guys, LLC 101-1120-4352 143.60 5/9/2024 Background checks 143.60 5/9/2024 Guard Guys, LLC 143.60 HAGEN LIVING TRUST 700-0000-2020 2.03 5/8/2024 Refund Check 007042-001, 3940 LINDEN CIRCLE HAGEN LIVING TRUST 700-0000-2020 0.52 5/8/2024 Refund Check 007042-001, 3940 LINDEN CIRCLE HAGEN LIVING TRUST 701-0000-2020 3.35 5/8/2024 Refund Check 007042-001, 3940 LINDEN CIRCLE HAGEN LIVING TRUST 720-0000-2020 6.28 5/8/2024 Refund Check 007042-001, 3940 LINDEN CIRCLE 12.18 5/8/2024 HAGEN LIVING TRUST 12.18 Homes by Tradition LLC 101-0000-2073 16,100.00 5/9/2024 Erosion escrow 1570 W Farm Rd #509973 16,100.00 5/9/2024 Homes by Tradition LLC 16,100.00 Innovative Office Solutions LLC 101-1120-4110 50.89 5/9/2024 Envelopes Labels 50.89 5/9/2024 Innovative Office Solutions LLC 50.89 Jubenville Mary 720-7202-3640 30.00 5/9/2024 Refund-Garden Plot 30.00 5/9/2024 Jubenville Mary 30.00 KATH FUEL OIL SERVICE 101-1370-4170 1,010.60 5/9/2024 grease AP - Check Detail (5/14/2024)Page 7 of 15 141 Last Name Acct 1 Amount Check Date Description 1,010.60 5/9/2024 KATH FUEL OIL SERVICE 1,010.60 KENNEDY & GRAVEN, CHARTERED 101-1140-4302 217.50 5/9/2024 Xcel Franchise Utility Permit Fees KENNEDY & GRAVEN, CHARTERED 101-0000-2076 1,856.00 5/9/2024 TIF District No. 13 2,073.50 5/9/2024 KENNEDY & GRAVEN, CHARTERED 2,073.50 KILBY WILLIAM J.720-0000-2020 3.54 5/8/2024 Refund Check 012724-001, 2940 WASHTA BAY ROAD KILBY WILLIAM J.720-0000-2020 40.29 5/8/2024 Refund Check 012724-001, 2940 WASHTA BAY ROAD 43.83 5/8/2024 KILBY WILLIAM J. 43.83 KUCIK KENNETH & SARA 720-0000-2020 14.86 5/8/2024 Refund Check 100451-000, 2080 BOULDER ROAD KUCIK KENNETH & SARA 700-0000-2020 3.25 5/8/2024 Refund Check 100451-000, 2080 BOULDER ROAD KUCIK KENNETH & SARA 700-0000-2020 154.56 5/8/2024 Refund Check 100451-000, 2080 BOULDER ROAD KUCIK KENNETH & SARA 701-0000-2020 5.62 5/8/2024 Refund Check 100451-000, 2080 BOULDER ROAD KUCIK KENNETH & SARA 700-0000-2020 1.21 5/8/2024 Refund Check 100451-000, 2080 BOULDER ROAD KUCIK KENNETH & SARA 701-0000-2020 274.34 5/8/2024 Refund Check 100451-000, 2080 BOULDER ROAD 453.84 5/8/2024 KUCIK KENNETH & SARA 453.84 LEGACY TITLE 700-0000-2020 16.43 5/8/2024 Refund Check 100464-000, 738 MAGGIE WAY LEGACY TITLE 720-0000-2020 6.15 5/8/2024 Refund Check 100464-000, 738 MAGGIE WAY LEGACY TITLE 700-0000-2020 2.61 5/8/2024 Refund Check 100464-000, 738 MAGGIE WAY LEGACY TITLE 701-0000-2020 40.69 5/8/2024 Refund Check 100464-000, 738 MAGGIE WAY 65.88 5/8/2024 AP - Check Detail (5/14/2024)Page 8 of 15 142 Last Name Acct 1 Amount Check Date Description LEGACY TITLE 65.88 LEMKUIL ANDREW & AMY 700-0000-2020 33.38 5/8/2024 Refund Check 021022-000, 517 BIG WOODS BLVD LEMKUIL ANDREW & AMY 700-0000-2020 1.17 5/8/2024 Refund Check 021022-000, 517 BIG WOODS BLVD LEMKUIL ANDREW & AMY 720-0000-2020 14.31 5/8/2024 Refund Check 021022-000, 517 BIG WOODS BLVD LEMKUIL ANDREW & AMY 701-0000-2020 66.73 5/8/2024 Refund Check 021022-000, 517 BIG WOODS BLVD 115.59 5/8/2024 LEMKUIL ANDREW & AMY 115.59 Loch Monster Plumbing, LLC 101-1220-4510 710.00 5/9/2024 Backflow Prevention service 710.00 5/9/2024 Loch Monster Plumbing, LLC 710.00 Marco Inc 101-1170-4410 757.50 5/8/2024 Copier lease Marco Inc 701-0000-4410 101.00 5/8/2024 Copier lease Marco Inc 720-0000-4410 50.50 5/8/2024 Copier lease Marco Inc 700-0000-4410 101.00 5/8/2024 Copier lease 1,010.00 5/8/2024 Marco Inc 1,010.00 Martin Sophia 101-1539-4343 182.00 5/9/2024 4 participants May 6 art class 182.00 5/9/2024 Martin Sophia 182.00 METROPOLITAN COUNCIL 700-7043-4509 500.00 5/9/2024 MCES Industrial Waste Permit METROPOLITAN COUNCIL 700-7019-4509 500.00 5/9/2024 MCES Industrial Waste Permit for EWTP 1,000.00 5/9/2024 AP - Check Detail (5/14/2024)Page 9 of 15 143 Last Name Acct 1 Amount Check Date Description METROPOLITAN COUNCIL 1,000.00 MN Pollution Control Agency 101-1312-4329 375.28 5/9/2024 hazardous waste fee 375.28 5/9/2024 MN Pollution Control Agency 375.28 MOSS & BARNETT 210-0000-1193 20,218.14 5/9/2024 Comcast Franchise-March 2024 MOSS & BARNETT 210-0000-4300 1,986.00 5/9/2024 Mediacom Renewal-March 2024 MOSS & BARNETT 210-0000-4300 2,414.00 5/9/2024 Cable TV Admin-March 2024 24,618.14 5/9/2024 MOSS & BARNETT 24,618.14 NAPA AUTO & TRUCK PARTS 101-1220-4140 123.50 5/9/2024 Filters 123.50 5/9/2024 NAPA AUTO & TRUCK PARTS 123.50 NELSON ALLAN & JEANNE 700-0000-2020 50.58 5/8/2024 Refund Check 096711-000, 6613 BRENDEN COURT NELSON ALLAN & JEANNE 701-0000-2020 80.54 5/8/2024 Refund Check 096711-000, 6613 BRENDEN COURT NELSON ALLAN & JEANNE 700-0000-2020 3.04 5/8/2024 Refund Check 096711-000, 6613 BRENDEN COURT NELSON ALLAN & JEANNE 720-0000-2020 37.33 5/8/2024 Refund Check 096711-000, 6613 BRENDEN COURT 171.49 5/8/2024 NELSON ALLAN & JEANNE 171.49 North Country Chevrolet 400-4108-4704 45,864.20 5/9/2024 414 GMC Sierra 3500 HD 4WD Reg Cab 45,864.20 5/9/2024 North Country Chevrolet 45,864.20 AP - Check Detail (5/14/2024)Page 10 of 15 144 Last Name Acct 1 Amount Check Date Description NORTHWESTERN POWER EQUIP CO 700-0000-4550 7,969.75 5/9/2024 repairing PRV at Bandimere Park 7,969.75 5/9/2024 NORTHWESTERN POWER EQUIP CO 7,969.75 NOVEL SOLAR THREE, LLC 701-0000-4320 3,490.47 5/8/2024 Electric Charges NOVEL SOLAR THREE, LLC 700-0000-4320 6,549.92 5/8/2024 Electric Charges NOVEL SOLAR THREE, LLC 101-1350-4320 135.45 5/8/2024 Electric Charges 10,175.84 5/8/2024 NOVEL SOLAR THREE, LLC 10,175.84 NYSTROM PUBLISHING COMPANY INC 101-1120-4110 794.79 5/9/2024 envelopes 794.79 5/9/2024 NYSTROM PUBLISHING COMPANY INC 794.79 O'BRIEN THOMAS & NICOLE 700-0000-2020 1.53 5/8/2024 Refund Check 005536-000, 449 SUMMERFIELD DRIVE O'BRIEN THOMAS & NICOLE 720-0000-2020 18.72 5/8/2024 Refund Check 005536-000, 449 SUMMERFIELD DRIVE O'BRIEN THOMAS & NICOLE 700-0000-2020 30.18 5/8/2024 Refund Check 005536-000, 449 SUMMERFIELD DRIVE O'BRIEN THOMAS & NICOLE 701-0000-2020 53.66 5/8/2024 Refund Check 005536-000, 449 SUMMERFIELD DRIVE 104.09 5/8/2024 O'BRIEN THOMAS & NICOLE 104.09 Olivine Yoga LLC Val Roder /101-1560-4343 150.00 5/9/2024 Seated Yoga Instructor Fee 150.00 5/9/2024 Olivine Yoga LLC Val Roder / 150.00 O'Reilly Automotive Inc 701-0000-4140 0.22 5/9/2024 Chargeback O'Reilly Automotive Inc 101-1550-4140 0.96 5/9/2024 Chargeback O'Reilly Automotive Inc 101-1250-4140 113.63 5/9/2024 cv shaft brake pads AP - Check Detail (5/14/2024)Page 11 of 15 145 Last Name Acct 1 Amount Check Date Description O'Reilly Automotive Inc 101-1320-4120 -9.80 5/9/2024 Battery Core Return O'Reilly Automotive Inc 101-1320-4140 39.67 5/9/2024 Battery core O'Reilly Automotive Inc 101-1320-4120 25.70 5/9/2024 urethane O'Reilly Automotive Inc 101-1550-4140 6.43 5/9/2024 sand paper O'Reilly Automotive Inc 101-1250-4140 6.22 5/9/2024 Chargeback O'Reilly Automotive Inc 101-1550-4140 64.63 5/9/2024 Clearcoat Activator 247.66 5/9/2024 O'Reilly Automotive Inc 247.66 Rakers Ben 700-7204-4901 50.00 5/9/2024 Water Wise Rebate- Toilet Rakers Ben 700-7204-4901 50.00 5/9/2024 Water Wise Rebate- Toilet 100.00 5/9/2024 Rakers Ben 100.00 REIERSON NEIL & KRYSTEL 700-0000-2020 3.88 5/8/2024 Refund Check 099001-000, 7540 FAWN HILL ROAD REIERSON NEIL & KRYSTEL 720-0000-2020 47.62 5/8/2024 Refund Check 099001-000, 7540 FAWN HILL ROAD REIERSON NEIL & KRYSTEL 701-0000-2020 203.82 5/8/2024 Refund Check 099001-000, 7540 FAWN HILL ROAD REIERSON NEIL & KRYSTEL 700-0000-2020 107.85 5/8/2024 Refund Check 099001-000, 7540 FAWN HILL ROAD 363.17 5/8/2024 REIERSON NEIL & KRYSTEL 363.17 RESULTS TITLE 720-0000-2020 3.17 5/8/2024 Refund Check 099651-000, 540 MISSION HILLS DRIVE RESULTS TITLE 700-0000-2020 1.00 5/8/2024 Refund Check 099651-000, 540 MISSION HILLS DRIVE RESULTS TITLE 700-0000-2020 4.84 5/8/2024 Refund Check 099651-000, 540 MISSION HILLS DRIVE RESULTS TITLE 701-0000-2020 11.99 5/8/2024 Refund Check 099651-000, 540 MISSION HILLS DRIVE RESULTS TITLE 720-0000-2020 3.66 5/8/2024 Refund Check 005308-000, 158 LAKEVIEW ROAD E RESULTS TITLE 700-0000-2020 0.52 5/8/2024 Refund Check 005308-000, 158 LAKEVIEW ROAD E RESULTS TITLE 701-0000-2020 9.21 5/8/2024 Refund Check 005308-000, 158 LAKEVIEW ROAD E RESULTS TITLE 700-0000-2020 5.34 5/8/2024 Refund Check 005308-000, 158 LAKEVIEW ROAD E 39.73 5/8/2024 AP - Check Detail (5/14/2024)Page 12 of 15 146 Last Name Acct 1 Amount Check Date Description RESULTS TITLE 39.73 Schwickert Company 402-0000-4702 32,483.00 5/9/2024 Lake Ann Park Pavilion Roof Schwickert Company 401-0000-4702 32,483.00 5/9/2024 Lake Ann Park Pavilion Roof 64,966.00 5/9/2024 Schwickert Company 64,966.00 SHERWIN WILLIAMS 101-1550-4150 54.54 5/9/2024 Aerosol turf paint for field lay-outs (restock). SHERWIN WILLIAMS 101-1312-4510 23.18 5/9/2024 Paint for PW Building 77.72 5/9/2024 SHERWIN WILLIAMS 77.72 Snegosky Jeff & Charlotte 101-0000-2073 2,000.00 5/9/2024 1570 W Farm Road -Receipt #563719 2,000.00 5/9/2024 Snegosky Jeff & Charlotte 2,000.00 SOFTWARE HOUSE INTERNATIONAL 101-1160-4216 100.00 5/9/2024 Adobe Acrobat Pro Licenses - New Employees 100.00 5/9/2024 SOFTWARE HOUSE INTERNATIONAL 100.00 SUSA Treasurer 700-0000-4360 125.00 5/8/2024 annual membership 125.00 5/8/2024 SUSA Treasurer 125.00 TITLE WERKS LLC 700-0000-2020 1.42 5/8/2024 Refund Check 005758-000, 1030 LAKE SUSAN DRIVE TITLE WERKS LLC 701-0000-2020 74.79 5/8/2024 Refund Check 005758-000, 1030 LAKE SUSAN DRIVE TITLE WERKS LLC 700-0000-2020 39.57 5/8/2024 Refund Check 005758-000, 1030 LAKE SUSAN DRIVE AP - Check Detail (5/14/2024)Page 13 of 15 147 Last Name Acct 1 Amount Check Date Description TITLE WERKS LLC 720-0000-2020 17.48 5/8/2024 Refund Check 005758-000, 1030 LAKE SUSAN DRIVE 133.26 5/8/2024 TITLE WERKS LLC 133.26 Triethart DeeAnn 101-1120-4110 72.53 5/8/2024 Plates Silverware Plastic Forks 72.53 5/8/2024 Triethart DeeAnn 72.53 WATERMARK TITLE AGENCY 701-0000-2020 59.38 5/8/2024 Refund Check 008862-000, 2401 HUNTER DRIVE WATERMARK TITLE AGENCY 700-0000-2020 31.05 5/8/2024 Refund Check 008862-000, 2401 HUNTER DRIVE WATERMARK TITLE AGENCY 700-0000-2020 1.35 5/8/2024 Refund Check 008862-000, 2401 HUNTER DRIVE WATERMARK TITLE AGENCY 720-0000-2020 16.63 5/8/2024 Refund Check 008862-000, 2401 HUNTER DRIVE WATERMARK TITLE AGENCY 720-0000-2020 15.01 5/8/2024 Refund Check 103888-000, 7440 CHIPPEWA TRAIL WATERMARK TITLE AGENCY 700-0000-2020 22.59 5/8/2024 Refund Check 103888-000, 7440 CHIPPEWA TRAIL WATERMARK TITLE AGENCY 700-0000-2020 1.22 5/8/2024 Refund Check 103888-000, 7440 CHIPPEWA TRAIL WATERMARK TITLE AGENCY 701-0000-2020 40.17 5/8/2024 Refund Check 103888-000, 7440 CHIPPEWA TRAIL 187.40 5/8/2024 WATERMARK TITLE AGENCY 187.40 WAYTEK INC 101-1550-4120 611.50 5/9/2024 wire zip ties 611.50 5/9/2024 WAYTEK INC 611.50 Weliver Adam 700-7204-4901 100.00 5/9/2024 Water Wise Rebate 100.00 5/9/2024 Weliver Adam 100.00 WM MUELLER & SONS INC 101-1320-4157 281.60 5/9/2024 pothole patching AP - Check Detail (5/14/2024)Page 14 of 15 148 Last Name Acct 1 Amount Check Date Description 281.60 5/9/2024 WM MUELLER & SONS INC 281.60 WOOD RYAN 700-0000-2020 0.08 5/8/2024 Refund Check 011766-000, 7611 NICHOLAS WAY WOOD RYAN 701-0000-2020 5.01 5/8/2024 Refund Check 011766-000, 7611 NICHOLAS WAY WOOD RYAN 720-0000-2020 1.90 5/8/2024 Refund Check 011766-000, 7611 NICHOLAS WAY 6.99 5/8/2024 WOOD RYAN 6.99 WS & D PERMIT SERVICE 101-1250-3301 120.00 5/9/2024 Refund - Permit 2023-03295 - 8045 Cheyenne Ave 120.00 5/9/2024 WS & D PERMIT SERVICE 120.00 ZAHL-PETROLEUM MAINTENANCE CO 402-0000-4706 7,524.80 5/9/2024 fuel system update ZAHL-PETROLEUM MAINTENANCE CO 701-7025-4706 3,762.40 5/9/2024 fuel system update ZAHL-PETROLEUM MAINTENANCE CO 720-7025-4706 3,762.40 5/9/2024 fuel system update ZAHL-PETROLEUM MAINTENANCE CO 700-7025-4706 3,762.40 5/9/2024 fuel system update 18,812.00 5/9/2024 ZAHL-PETROLEUM MAINTENANCE CO 18,812.00 284,321.90 AP - Check Detail (5/14/2024)Page 15 of 15 149 City Council Item May 20, 2024 Item Approve Temporary Modification of the Licensed Premises to serve Beer in the Hackamore Brewing Company Parking Lot Area File No.Item No: D.9 Agenda Section CONSENT AGENDA Prepared By Jenny Potter, Sr. Admin Support Specialist Reviewed By Laurie Hokkanen SUGGESTED ACTION “The Chanhassen City Council approves a temporary modification to the licensed premises of Hackamore Brewing Company to include the parking lot area on the east side of the building, as shown in the attached map, for the purpose of serving beer during the Summer Concert Series scheduled for June 8, 15,22 & 29, 2024 between the hours of 3:00p.m. and 10:00p.m." Motion Type Simple Majority Vote of members present Strategic Priority N/A SUMMARY Hackamore Brewing Company has submitted a Special Event Permit Application to hold a Summer Concert Series outdoor event on their property between 3:00p.m.-10:00p.m. on the following dates in June: June 8 June 15 June 22 June 29 As part of the event, the Brewery is requesting the expansion of their licensed premises to include the parking lot area on the east side of the building. City Council approval is required for this request. 150 BACKGROUND Hackamore Brewing Company currently holds a Brewer off-sale and an on-sale and Sunday Brewer Taproom liquor license. The licensed premises currently consists of the building and the outdoor patio. In order to provide an expanded outdoor area for the event and to serve alcohol in the parking lot on June 8, 15, 22 & 29, Hackamore Brewing Company is requesting that the City Council grant a temporary modification to expand the licensed premises to include the east parking lot area as shown in the attached map. DISCUSSION In order to expand liquor service beyond the current licensed premises, Hackamore Brewing Company is requesting the City Council grant a temporary modification to the licensed premises to include the east parking lot as shown on the attached map with the following conditions: 1. The applicant must apply for and receive a permit through the temporary outdoor event ordinance from the City for the expanded seating area. 2. The applicant must provide a specific diagram of the area in which the temporary modification to the licensed premises is to occur. The diagram must indicate how the area will be physically enclosed and the location of tables, chairs, food and beverage stations, and any other important features. 3. The applicant must submit proof of the necessary liquor liability insurance coverage for the expanded serving area. The applicant has met all of the required conditions. BUDGET RECOMMENDATION Staff recommends that the City Council approve Hackamore Brewing Company's request to expand the licensed premises to include the east portion of the parking lot as shown on the attached map. ATTACHMENTS Location Map Certificate of Liquor Liability Insurance 151 152 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. INSURER(S) AFFORDING COVERAGE INSURER F : INSURER E : INSURER D : INSURER C : INSURER B : INSURER A : NAIC # NAME: CONTACT A/C, No): FAX E-MAILADDRESS: PRODUCER A/C, No, Ext): PHONE INSURED REVISION NUMBER:CERTIFICATE NUMBER:COVERAGES IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. OTHER: Per accident) Ea accident) N / A SUBR WVD ADDL INSD THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. PROPERTY DAMAGE BODILY INJURY (Per accident) BODILY INJURY (Per person) COMBINED SINGLE LIMIT AUTOS ONLY AUTOSAUTOSONLY NON-OWNED SCHEDULEDOWNED ANY AUTO AUTOMOBILE LIABILITY Y / N WORKERS COMPENSATION AND EMPLOYERS' LIABILITY OFFICER/MEMBER EXCLUDED? Mandatory in NH) DESCRIPTION OF OPERATIONS below If yes, describe under ANY PROPRIETOR/PARTNER/EXECUTIVE E.L. DISEASE - POLICY LIMIT E.L. DISEASE - EA EMPLOYEE E.L. EACH ACCIDENT EROTH-STATUTEPER LIMITS(MM/DD/YYYY) POLICY EXP( MM/DD/YYYY) POLICYEFFPOLICYNUMBERTYPEOFINSURANCELTRINSR DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) EXCESS LIAB UMBRELLA LIAB $EACH OCCURRENCE AGGREGATE OCCUR CLAIMS-MADE DED RETENTION $ PRODUCTS - COMP/OP AGG GENERAL AGGREGATE PERSONAL & ADV INJURY MED EXP (Any one person) EACH OCCURRENCE DAMAGE TO RENTED $ PREMISES (Ea occurrence) COMMERCIAL GENERAL LIABILITY CLAIMS-MADE OCCUR GEN'L AGGREGATE LIMIT APPLIES PER: POLICY PRO- JECT LOC CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) CANCELLATION AUTHORIZED REPRESENTATIVE ACORD 25 (2016/03) 1988-2015 ACORD CORPORATION. All rights reserved. CERTIFICATE HOLDER The ACORD name and logo are registered marks of ACORD HIRED AUTOS ONLY 2/26/2024 Miller-Hartwig Insurance PO Box 1177 Lakeville MN 55044 952-469-5502 952-469-1881 Cincinnati Insurance Co 10677 HACKBRE-01 Security National19879HackamoreBrewingCoLLC 18651 Lake Dr E Chanhassen MN 55317 510651536 A X 1,000,000 X 500,000 5,000 1,000,000 2,000,000 X Y Y ETD 0658673 7/1/2023 7/1/2024 2,000,000 A 1,000,000 X X ETD 0658673 7/1/2023 7/1/2024 A X X 4,000,000ETD06586737/1/2023 7/1/2024 4,000,000 B SWC1477154 2/1/2024 2/1/2025 500,000 500,000 500,000 Micro Brewery and Taproom- Liquor Liability is continuous until cancelled meaning notice will be given for any cancellation,non-renewal,failure to pick up a renewal,or any other policy interruption.Liquor liability coverage is not location specific and covers any patios and off-premises events provided a valid liquor license is in-force. City of Chanhassen 7700 Market Blvd PO Box 147 Chanhassen 55317 153 City Council Item May 20, 2024 Item Approve Final Plat for Chanhassen Civic Campus File No.(24-02) Chanhassen Civic Campus Plat, Site Plan, and Rezoning Item No: D.10 Agenda Section CONSENT AGENDA Prepared By Eric Maass, Community Development Director Reviewed By Eric Maass SUGGESTED ACTION Motion to approve the Final Plat for "Chanhassen Civic Campus" as presented. Motion Type Simple Majority Vote of members present Strategic Priority Asset Management SUMMARY The City Council previously approved the preliminary plat, site plan, and rezoning for the Chanhassen Civic Campus project. The final plat as presented conforms with the previously approved preliminary plat. Following approval by the City Council, the Final Plat will be recorded with Carver County which will establish the revised property lines and easements necessary to facilitate the civic campus project. BACKGROUND N/A DISCUSSION N/A BUDGET 154 N/A RECOMMENDATION Staff recommends approval of the final plat as presented. ATTACHMENTS Final Plat - Chanhassen Civic Campus 155 CHANHASSEN CIVIC CAMPUSFINAL PLAT - DRAFT - 2024-03-05 SHEET 1 OF 2 SHEETSKNOW ALL PERSONS BY THESE PRESENTS: That the City of Chanhassen, a Minnesota municipal corporation, fee owner, of thefollowing described property situated in the County of Carver, State of Minnesota, to wit:The North 864.98 feet of the East 424.72 feet of the SW 1/4 of SW 1/4 of Section 12, Township 116 North, Range 23 West, except theNorth 660.0 feet thereof and also excepting therefrom the East 8 feet thereof; together with an easement for right-of-way purpose overthe East 8 feet thereof, Carver County, Minnesota.andLot 1, Block 1, Schneider Park Second Addition, Carver County, Minnesota.andLot 2, Block 1, Schneider Park Second Addition, Carver County, Minnesota.Has caused the same to be surveyed and platted as CHANHASSEN CIVIC CAMPUS, and does hereby dedicate to the public for publicuse forever the public ways, and does also dedicate the easements as shown on this plat for drainage and utility purposes only.In witness whereof said City of Chanhassen, a Minnesota municipal corporation, has caused these presents to be signed by its properofficer this _______ day of ____________________, 20_____.SIGNED: City of Chanhassen, a Minnesota municipal corporationBy: , as STATE OF MINNESOTACOUNTY OF The foregoing instrument was acknowledged before me this _______ day of ____________________, 20_____, by , of the City of Chanhassen, a Minnesota municipal corporation.Notary Public, County, MinnesotaNotary Printed NameMy Commission Expires I Jeremy R. Honga do hereby certify that this plat was prepared by me or under my direct supervision; that I am a duly Licensed LandSurveyor in the State of Minnesota; that this plat is a correct representation of the boundary survey; that all mathematical data and labelsare correctly designated on this plat; that all monuments depicted on this plat have been, or will be correctly set within one year; that allwater boundaries and wet lands, as defined in Minnesota Statutes, Section 505.01, Subd. 3, as of the date of this certificate are shownand labeled on this plat; and all public ways are shown and labeled on this plat.Dated this day of , 20 .Jeremy R. Honga, Licensed Land Surveyor,Minnesota License No. 58013STATE OF MINNESOTACOUNTY OF The foregoing instrument was acknowledged before me this _______ day of ____________________, 20_____, by Jeremy R. Honga, aLicensed Land Surveyor.Notary Public, County, MinnesotaNotary Printed NameMy Commission Expires CITY OF CHANHASSEN, MINNESOTAThis plat of CHANHASSEN CIVIC CAMPUS was approved and accepted by the City Council of Chanhassen, Minnesota, at a regularmeeting thereof, held this ______ day of ____________________, 20___, and is in compliance with the provisions of Minnesota Statutes,Section 505.03, Subd. 2. All monuments will be set as specified by the City Council and as stated on this plat, according to MinnesotaStatute, 505.02, Subd. 1.City Council, Chanhassen, MinnesotaBy: Mayor By: ClerkCOUNTY SURVEYOR, Carver County, MinnesotaPursuant to Chapter 395, Minnesota Laws of 1971, this plat has been approved this _______ day of ____________________, 20___.By: Carver County SurveyorCOUNTY AUDITOR/TREASURER, Carver County, MinnesotaI hereby certify that taxes payable in 20___ and prior years have been paid for land described on this plat. Dated this _______ day of____________________, 20___.By: Carver County Auditor/TreasurerCOUNTY RECORDER, Carver County, MinnesotaI hereby certify that this plat of CHANHASSEN CIVIC CAMPUS was filed this _______ day of ____________________, 20___, at______ o'clock ____ .M. as Document No. ____________________.By: Carver County RecorderC.R. DOC. NO. PLAT FILE NO. 156 N89°11'30"W 945.71N00°16'25"E 204.99N89°11'30"W 429.02N00°16'25"E 414.31N2 5 ° 3 6 ' 5 3 " E 7.7 2S88°29'47"E 488.04N00°16'25"E 594.63 S88°48'17"E 516.74S88°06'20"E (PLAT)N00°58'22"E (PLAT) N00°16'25"E 204.99 528.97416.74S88°29'33"E (PLAT)S89°11'30"E 12.28416.74253.38 160.93 N89°11'30"W 36.33N88°29'33"W (PLAT)N00°16'25"E 204.99N00°58'22"E (PLAT)N89°11'30"W 36.33N88°29'33"W (PLAT)49.87505049.8786.2086.20990.00N88°06'20"W (PLAT)S88°48'17"E 396.2376.24 OWNER: CITY OF CHANHASSENADDRESS: 7700 MARKET BLVDPID: 257740010OWNER: CITY OF CHANHASSENADDRESS: 7711 KERBER BLVDPID: 257740020OWNER: CITY OF CHANHASSENADDRESS: 7610 LAREDO DRPID: 250122100424.728N88°29'33"W (PLAT)N00°58'22"E (PLAT)S87°47'50"E (PLAT)N2 6 ° 1 8 ' 5 0 " E ( P L A T ) N00°58'22"E (PLAT)L=40.28R=26.00Δ=88°46'12"W. LINELOT 1N. LINELOT 1E. LINELOT 1E. LINELOT 2S. LINELOT 1S. LINE LOT 2W. LINELOT 2N. LINELOT 2S. LINE N. 660.00 FEET SW 1/4 SW 1/4S. LINE N. 864.98 FEET SW 1/4 SW 1/4E. LINE SW 1/4 SW 1/4 W. LINE E. 424.72 FEET SW 1/4 SW 1/4SW COR. SW 1/4SEC. 12, T.116, R. 23S. LINE SW 1/4864.98 660.00 ROADWAY AND UTILITYEASEMENT PERDOC. NO. 1691678OWNER: AREA INVEST LLCADDRESS: 7730 LAREDO DRPID: 250122000OWNER: IND SCHOOL DIST 112ADDRESS: 7600 LAREDO DRPID: 250125200S89°11'30"E 158.89N00°16'25"E 160.00 N00°16'25"E 203.00 N00°16'25"E 215.68 S89°11'30"E 195.00S89°11'30"E 149.00123.0072.00254.00254.0025.0025.00652.91150.02S00°16'25"W 204.99 LAREDO DR33 33217.74270.30LOT 3LOT 1LOT 2LOT 4BLOCK 1369.47 247.99 13.80 10 10 101010 10151520 20 L=28.14Δ=62°00'56"L=12.14Δ=26°45'16"13.8013.801010DRAINAGE & UTILITY EASEMENT D R A I N AG E & U T I L I T Y E A S EM E N T DRAINAGE & UTILITYEASEMENTBLVDN00°16'25"E 617.46 362.43232.20 KERBER CHANHASSEN CIVIC CAMPUSFINAL PLAT - DRAFT - 2024-03-05 SHEET 2 OF 2 SHEETSDENOTES 1/2 INCH X 14 INCH IRON MONUMENTSET AND MARKED BY LICENSE NO. 58013.DENOTES FOUND MONUMENT.DENOTES FOUND CARVER COUNTY SECTIONMONUMENT.THE SOUTH LINE OF THE SOUTHWEST QUARTEROF SEC. 12, T. 116, R. 23, IS ASSUMED TO HAVE ABEARING OF S88°48'17"E.NOTE: ALL UNDERLYING DRAINAGE AND UTILITYEASEMENTS DEDICATED BY THE PLAT OFSCHNEIDER PARK SECOND ADDITION HAVEBEEN VACATED PER DOC. NO. .0Graphic Scale (in feet)50100N1 inch = 50 feetVICINITY MAPSECTION 12, TOWNSHIP 116, RANGE 23,CARVER COUNTY, MINNESOTANNOT TO SCALENW 1/4NE 1/4SE 1/4SW 1/4W 78TH STKERBER BLVDLAREDO DR 157 City Council Item May 20, 2024 Item Award Construction Materials Testing Contract for Civic Campus File No.23-10 Item No: D.11 Agenda Section CONSENT AGENDA Prepared By Charlie Howley, Director of Public Works/City Engineer Reviewed By Laurie Hokkanen SUGGESTED ACTION "The Chanhassen City Council approves a contract with Braun Intertec for Construction Materials Testing Services related to the Civic Campus project." Motion Type Simple Majority Vote of members present Strategic Priority Development & Redevelopment SUMMARY Construction Materials Testing (CMT) is a Quality Control service that owner's utilize to verify a whole host of tests and inspections. Items such as structural steel, masonry, concrete, reinforcing bars, fire proofing, soil, and pavements are all tested by a 3rd party to ensure compliance with codes and project specifications. Kraus Anderson solicited and received proposals from three qualified firms, with Braun Intertec being the most cost effective. Braun has worked for the city on numerous projects and already performed the geotechnical investigation work for the Civic Campus project. BACKGROUND N/A DISCUSSION 158 N/A BUDGET $140,000 has been budgeted for this work. The contract is the city's standard Professional Services Agreement (PSA) and is written with a not-to-exceed fee of $86,632, but is based on the number of hours, trips, and tests performed. RECOMMENDATION Staff recommends approval of the Civic Campus CMT Contract with Braun Intertec. ATTACHMENTS Civic Campus Contract with Braun Intertec 159 1 PROFESSIONAL SERVICES AGREEMENT AGREEMENT made this 6th day of May, 2024, by and between the CITY OF CHANHASSEN, a Minnesota municipal corporation ("City") and Braun Intertec Corporation, a Minnesota corporation ("Consultant"). IN CONSIDERATION OF THEIR MUTUAL COVENANTS, THE PARTIES AGREE AS FOLLOWS: 1. SCOPE OF SERVICES. The City retains Consultant for Special Inspection and Testing Services related to the proposed Civic Campus Project. 2. CONTRACT DOCUMENTS. The following documents shall be referred to as the "Contract Documents," all of which shall be taken together as a whole as the contract between the parties as if they were set verbatim and in full herein: A. This Professional Services Agreement; B. Request for Proposals as prepared by Kraus Anderson – dated April 2, 2024 (“RFP”); C. Insurance Certificate; D. Consultant’s proposal, excluding the General Conditions – dated April 11, 2024 (“Proposal”). In the event of conflict among the provisions of the Contract Documents, the order in which they are listed above shall control in resolving any such conflicts, with Contract Document “A” having the first priority and Contract Document “D” having the last priority. 3. COMPENSATION. Consultant shall be paid by the City for the services described in the Proposal a not to exceed fee of Eighty Six Thousand Six Hundred Thirty Two Dollars ($86,632.00), inclusive of expenses). Services performed by Consultant shall be paid at rates in accordance with the Proposal, subject to the not to exceed fee. Consultant shall bill the City as the work progresses. Payment shall be made by the City within thirty-five (35) days of receipt of an invoice. 4. DOCUMENT OWNERSHIP. All reports, plans, models, diagrams, analyses, and information generated in connection with performance of this Agreement shall be the property of the City. The City may use the information for its purposes. Notwithstanding the foregoing, the information is not intended or represented to be suitable for reuse by the City or others on extensions or modifications of the services or on any other project. Any such reuse without written verification or adaptation by Consultant for the specific purpose intended will be at the City’s sole risk, and the City agrees to hold Consultant harmless for all costs and liability arising out of such unauthorized use. 160307 2 5. CHANGE ORDERS. All change orders, regardless of amount, must be approved in advance and in writing by the City. No payment will be due or made for work done in advance of such approval. 6. COMPLIANCE WITH LAWS AND REGULATIONS. In providing services hereunder, Consultant shall abide by all statutes, ordinances, rules and regulations pertaining to the provisions of services to be provided. 7. STANDARD OF CARE. Consultant shall exercise the same degree of care, skill, and diligence in the performance of the services as is ordinarily possessed and exercised by a professional consultant under similar circumstances, at the same time and in the same locality. No other warranty, expressed or implied, is included in this Agreement. City shall not be responsible for discovering deficiencies in the accuracy of Consultant’s services. 8. INDEMNIFICATION. Consultant shall indemnify and hold harmless the City, its officers, agents, and employees, of and from any and all claims, demands, actions, causes of action, including costs and reasonable attorney's fees, to the extent caused by the negligent performance of the services provided for herein and further agrees to defend at its sole cost and expense any action or proceeding commenced for the purpose of asserting any claim of whatsoever character arising hereunder. 9. INSURANCE. Consultant shall secure and maintain such insurance as will protect Consultant from claims under the Worker’s Compensation Acts, automobile liability, and from claims for bodily injury, death, or property damage which may arise from the performance of services under this Agreement. Such insurance shall be written for amounts not less than: Commercial General Liability $2,000,000 each occurrence/aggregate Automobile Liability $2,000,000 combined single limit Professional Liability $2,000,000 each claim/aggregate The City shall be named as an additional insured on the general liability policy on a primary and non- contributory basis. Before commencing work, the Consultant shall provide the City a certificate of insurance evidencing the required insurance coverage in a form acceptable to City. 10. ALLOCATION OF LIABILITY. Neither party shall be liable to the other for any consequential, punitive, indirect, incidental, or special damages, or loss of use or rental, loss of profit, loss of business opportunity or revenue, or cost of financing or such other similar and related damages asserted in third-party claims or claims by either party against the other. 11. INDEPENDENT CONTRACTOR. The City hereby retains Consultant as an independent contractor upon the terms and conditions set forth in this Agreement. Consultant is not an employee of the City and is free to contract with other entities as provided herein. Consultant shall be responsible for selecting the means and methods of performing the work. Consultant shall furnish any and all supplies, equipment, and incidentals necessary for Consultant’s performance under this Agreement. City and Consultant agree that Consultant shall not at any time or in any manner represent 161308 3 that Consultant or any of Consultant's agents or employees are in any manner agents or employees of the City. Consultant shall be exclusively responsible under this Agreement for Consultant’s own FICA payments, workers compensation payments, unemployment compensation payments, withholding amounts, and/or self-employment taxes if any such payments, amounts, or taxes are required to be paid by law or regulation. 12. SUBCONTRACTORS. Consultant shall not enter into subcontracts for services provided under this Agreement without the express written consent of the City. Consultant shall comply with Minnesota Statutes § 471.425. Consultant must pay subcontractors for all undisputed services provided by subcontractors within ten (10) days of Consultant’s receipt of payment from City. Consultant must pay interest of one and five-tenths percent (1.5%) per month or any part of a month to subcontractors on any undisputed amount not paid on time to subcontractors. The minimum monthly interest penalty payment for an unpaid balance of One Hundred Dollars ($100.00) or more is Ten Dollars ($10.00). 13. CONTROLLING LAW/VENUE. This Agreement shall be governed by and construed in accordance with the laws of the State of Minnesota. In the event of litigation, the exclusive venue shall be in the District Court of the State of Minnesota for Carver County Minnesota. 14. MINNESOTA GOVERNMENT DATA PRACTICES ACT. Consultant must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to (1) all data provided by the City pursuant to this Agreement, and (2) all data, created, collected, received, stored, used, maintained, or disseminated by Consultant pursuant to this Agreement. Consultant is subject to all the provisions of the Minnesota Government Data Practices Act, including but not limited to the civil remedies of Minnesota Statutes Section 13.08, as if it were a government entity. In the event Consultant receives a request to release data, Consultant must immediately notify City. City will give Consultant instructions concerning the release of the data to the requesting party before the data is released. Consultant agrees to defend, indemnify, and hold City, its officials, officers, agents, employees, and volunteers harmless from any claims resulting from Consultant’s officers’, agents’, city’s, partners’, employees’, volunteers’, assignees’ or subcontractors’ unlawful disclosure and/or use of protected data. The terms of this paragraph shall survive the cancellation or termination of this Agreement. 15. COPYRIGHT. Consultant shall defend actions or claims charging infringement of any copyright or software license by reason of the use or adoption of any software, designs, drawings or specifications supplied by it, and it shall hold harmless the City from loss or damage resulting therefrom. 16. PATENTED DEVICES, MATERIALS AND PROCESSES. If the Contract requires, or the Consultant desires, the use of any design, devise, material or process covered by letters, patent or copyright, trademark or trade name, the Consultant shall provide for such use by suitable legal agreement with the patentee or owner and a copy of said agreement shall be filed with the City. If no such agreement is made or filed as noted, the Consultant shall indemnify and hold harmless the City from any and all claims for infringement by reason of the use of any such patented designed, device, material or process, or any trademark or trade name or copyright in connection with the services agreed to be performed under the Contract, and shall indemnify and 162309 4 defend the City for any costs, liability, expenses and attorney's fees that result from any such infringement. 17. RECORDS. Consultant shall maintain complete and accurate records of hours worked and expenses involved in the performance of services. 18. ASSIGNMENT. Neither party shall assign this Agreement, or any interest arising herein, without the written consent of the other party. 19. WAIVER. Any waiver by either party of a breach of any provisions of this Agreement shall not affect, in any respect, the validity of the remainder of this Agreement. 20. ENTIRE AGREEMENT. The entire agreement of the parties is contained herein. This Agreement supersedes all oral agreements and negotiations between the parties relating to the subject matter hereof, as well as any previous agreements presently in effect between the parties relating to the subject matter hereof. Any alterations, amendments, deletions, or waivers of the provisions of this Agreement shall be valid only when expressed in writing and duly signed by the parties, unless otherwise provided herein. 21. TERMINATION. This Agreement may be terminated by the City for any reason or for convenience upon written notice to the Consultant. In the event of termination, the City shall be obligated to the Consultant for payment of amounts due and owing including payment for services performed or furnished to the date and time of termination. Dated: , 2024. CITY OF CHANHASSEN BY: Elise Ryan, Mayor BY: Laurie Hokkanen, City Manager Dated: , 2024. BRAUN INTERTEC CORPORATION BY: Its Vice President Matthew Ruble 5/8/2024 163310 City Council Item May 20, 2024 Item Resolution 2024-XX: Approve Application of Chanhassen Brewing Company to Dispense Intoxicating Liquor off premises in Lake Ann Park during the 2024 Chanhassen Summer Concert Series File No.Item No: D.12 Agenda Section CONSENT AGENDA Prepared By Jenny Potter, Sr. Admin Support Specialist Reviewed By Laurie Hokkanen SUGGESTED ACTION "The Chanhassen City Council adopts a resolution approving the application of Chanhassen Brewing Company to dispense intoxicating liquor off premises in Lake Ann Park during the 2024 Chanhassen Summer Concert Series." Motion Type Simple Majority Vote of members present Strategic Priority N/A SUMMARY BACKGROUND DISCUSSION As part of the 2024 Summer Concert Series, the Parks & Recreation Department has again invited Chanhassen Brewing Company to sell beer at the 2024 Summer Concert Series events between 5:30- 8:00 p.m. in Lake Ann Park on the following Thursdays: June 6 164 June 13 June 20 June 27 July 11 July 18 July 25 August 1 August 8 As shown on the attached map, the serving location for the beer would be restricted to the east of the lower parking lot of Lake Ann, with the consumption area restricted to the area shown on the map. Chanhassen Brewing Company will need to pay a $50 application fee prior to approval of selling at the 2024 Concert Series. BUDGET RECOMMENDATION Staff recommends the City Council adopt a resolution authorizing Chanhassen Brewing Company to sell beer off premises at Lake Ann Park between 5:30-8:00 p.m. during the 2024 Summer Concert Series on the dates outlined in the resolution. ATTACHMENTS Resolution Community Festival Permit Application 2024 Lake Ann Liquor License Map 165 1 CITY OF CHANHASSEN CARVER AND HENNEPIN COUNTIES, MINNESOTA DATE: May 20, 2024 RESOLUTION NO: 2024-XX MOTION BY: SECONDED BY: A RESOLUTION AUTHORIZING CHANHASSEN BREWING COMPANY TO DISPENSE INTOXICATING LIQUOR OFF PREMISES IN LAKE ANN PARK DURING THE 2024 CHANHASSEN SUMMER CONCERT SERIES WHEREAS,the City’s Parks & Recreation Department annually hosts a Summer Concert Series during the Summer in Lake Ann Park; and WHEREAS,Chanhassen City Code authorizes the City Council to authorize a holder of a retail on-sale intoxicating liquor license issued by the City to dispense intoxicating liquor off premises at a Community Festival occurring at a park within the City; and WHEREAS,a Community Festival is an event held within the City that has broad community appeal and the objective of promoting a spirit of pride in the City, a sense of community and an atmosphere of celebration for all residents of the City, and which has been organized by or in partnership with the City of Chanhassen; and WHEREAS, the Summer Concert Series is considered a Community Festival; and WHEREAS,the City has invited Chanhassen Brewing Company to sell beer at this summer’s concert events; and WHEREAS,Chanhassen Brewing Company has submitted an application and paid the required application fee requesting City Council authorization to sell beer at the 2024 Summer Concert Series. NOW, THEREFORE, BE IT RESOLVED that the Chanhassen City Council hereby authorizes Chanhassen Brewing Company to dispense intoxicating liquor off premises at the 2024 Summer Concert Series located in Lake Ann Park between 5:30 p.m. and 8:00 p.m. on the following Thursdays in June, July, and August, 2024: June 6 June 13 June 20 June 27 July 11 July 18 July 25 August 1 August 8 166 2 PASSED AND ADOPTED by the Chanhassen City Council this 20 th day of May, 2022. ATTEST: Jenny Potter, City Clerk Elise Ryan, Mayor YES NO ABSENT 167 Submission #3193227 IP Address 97.127.19.145 Submission Recorded On 05/09/2024 12:24 PM Time to Take Survey 5 minutes, 3 seconds Page 4 A Community Festival is an event held within the city that has broad community appeal and the objective of promoting a spirit of pride in the city, a sense of community, and an atmosphere of celebration for all residents of the city, and which has been organized by or in partnership with the City of Chanhassen. Minn. Stat. § 340A.404, subd. 4(b) and Chapter 10, Article II, Division 2, Section 10-19(o) of the Chanhassen City Code authorizes the holder of a retail on-sale intoxicating liquor license issued by the City of Chanhassen to apply for a permit to dispense intoxicating liquor off the licensed premises at a Community Festival held within the City. This form shall be submitted by an on-sale licensee seeking approval under the above-cited authority. NOTE: This application requires City Council approval and must be submitted at least thirty (30) days prior to the desired City Council date. City Council meetings are held on the second and fourth Monday of every month. APPLICANT INFORMATION * Chanhassen Brewing Co *Business Address 951 W 78th St Sub-Heading *Type of Liquor License Issued On-Sale Brewer Taproom *Applicant Name Matthew Rosati * mrosati@chanhassenbrewing.com *Applicant Phone Number (952) 239-6419 COMMUNITY EVENT INFORMATION * Summer Concert Series * June 6, 13, 20, & 27; July 11, 18, & 25; August 1 & 8 * Lake Ann Park (1456 W 78th St.) * The event location will be at Lake Ann Park (1456 W 78th St.). Beer sales will be restricted to the Lakeside Pavilion/Beach parking lot and grass area just north of the parking lot. Serving hours will be between 5:30-8pm at each event. The beer consumption area will be restricted to the Lakeside Pavilion/Beach parking lot and areas north of the lot including the grass, concessions, and beach areas Optional - Upload a Map or Drawing showing the specific location where liquor will be dispensed 2024 Lake Ann Liquor License Map 8.5x11.pdf * Craft Beer produced at Chanhassen Brewing * two beers max- everone under the age of 45 will be carded Optional - Upload additional liquor sales security and prevention of underage consumption information **SKIPPED** *Attach Certificate of Liquor Liability Insurance stating that the liquor liability insurance covers the area of the Event, as required by law Chan_Brewing_insurance_2023.pdf **SKIPPED** SIGNATURE By entering your full name in the Signature Box below, you hereby authorize the City of Chanhassen to access all sources of information which may be Business Name Applicant Email Name of Event Date(s) of Community Event Location where Community Event will be held Describe the specific location where liquor will be dispensed List the liquor product(s) that will be served Describe liquor sales security and how your establishment will determine if customers are of legal drinking age in order to prevent consumption by underage individuals Additional Information you would like to provide (if any) 168 consulted to verify the information provided above. You also certify that you have completed this application truthfully and correctly to the best of your knowledge. * Matthew Rosati FEE A $50 Permit Fee must be paid as a part of this application prior to permit issuance. Online payment is currently unavailable. Mail to or drop off a check at City Hall during regular business hours: Chanhassen City Hall Attn: City Clerk 7700 Market Boulevard PO Box 147 (use PO Box if mailing) Chanhassen, MN 55317 Or pay by credit card at City Hall during regular business hours. Please direct questions to the Chanhassen City Clerk by calling 952-227-1107 or emailing clerk@chanhassenmn.gov. Signature Box 169 170 City Council Item May 20, 2024 Item Resolution 2024-XX: Utilities Crane Truck Replacement (#302) File No.CIP Project No. F-302 Item No: D.13 Agenda Section CONSENT AGENDA Prepared By Alison Albrecht, Public Works Support Specialist Reviewed By Charlie Howley SUGGESTED ACTION The Chanhassen City Council adopts a resolution authorizing the purchase of a replacement for the Utilities crane truck. Motion Type Simple Majority Vote of members present Strategic Priority Asset Management SUMMARY The city annually considers replacement of various vehicles and pieces of equipment in the city fleet that need replacement and/or are new additions to the fleet to support our desired Level of Service for our public services. The fleet must remain reliable and be the right tools for the job to maintain said Levels of Service. This purchase is outlined in the Capital Improvement Plan (CIP) as Project No. F-302 and therefore has been budgeted for. This truck includes a cab and chassis with a utility box and crane, which is used by the Utility Division primarily for Lift Station Maintenance. BACKGROUND N/A DISCUSSION 171 N/A BUDGET The Budget identified in CIP Project No. F-302 is $191,000 The Quote received (which is a State Contract Purchase) for the purchase is as follows: F600 Cab & Chassis $57,394.86 Crane and Body $122,486.00 TOTAL $179,880.86 There will be some minor additional expenses to get the truck fully outfitted. RECOMMENDATION Staff recommends the purchase of the new truck. ATTACHMENTS Resolution_2024-XX_Approve_Utilities Crane Truck Replacement (#302) CIP F-302 Quotes 172 CITY OF CHANHASSEN CARVER AND HENNEPIN COUNTIES, MINNESOTA DATE: May 20, 2024 RESOLUTION NO: 2024-XX MOTION BY: SECONDED BY: A RESOLUTION AUTHORIZING THE PURCHASE OF A REPLACEMENT FOR THE UTILITIES CRANE TRUCK WHEREAS,the City manages a fleet of vehicles and equipment; and WHEREAS,the approved 2024 Capital Improvement Plan includes the replacement of Utilities Truck #302 as part of annual fleet asset management; and WHEREAS,the City obtained quotes from a reputable dealer of the equipment which is under the State Contract program; and WHEREAS,the quote received is within the budgeted amount. NOW, THEREFORE, BE IT RESOLVED that the Chanhassen City Council hereby approves a resolution authorizing the purchase of a replacement for the Utilities Crane Truck. PASSED AND ADOPTED by the Chanhassen City Council this 20 th day of May2024. ATTEST: Jenny Potter, City Clerk Elise Ryan, Mayor YES NO ABSENT 173 This requests information is generated from Final Adopted CIP 2024-2028 CIP 2024-2028 FINAL ADOPT, Adopted Version. Vehicle #302 - Utilities Lift Station Service Truck Overview Request Owner Charlie Howley, PW Director/City Engineer Department Sanitary Sewer Gen Operations Type Capital Equipment Project Number F-302 Description This is a replacement for the existing 2012 Ford F450 with crane (#302). This vehicle is the primary lift station service vehicle. The old vehicles are primarily sold at auction. The cost shown does not include offsets from trade-in or auction revenue. Details New Purchase or Replacement Replacement New or Used Vehicle New Vehicle Useful Life 10 or more years 174 Capital Cost Breakdown Capital Cost FY2024 Total Vehicle Cost $95,500 $95,500 Vehicle Cost 2 $95,500 $95,500 Total $191,000 $191,000 Capital Cost FY2024 Budget $191,000 Total Budget (all years) $191K Project Total $191K Capital Cost by Year (Adopted) Vehicle Cost Vehicle Cost 2 2024 $191,000.00 $0 $50K $100K $150K Capital Cost for Budgeted Years (Adopted) TOTAL $191,000.00 Vehicle Cost (50%)$95,500.00 Vehicle Cost 2 (50%)$95,500.00 175 Funding Sources Breakdown Funding Sources FY2024 Total Utility Fund - Water $95,500 $95,500 Utility Fund - Sewer $95,500 $95,500 Total $191,000 $191,000 Funding Sources FY2024 Budget $191,000 Total Budget (all years) $191K Project Total $191K Funding Sources by Year (Adopted) Utility Fund - Sewer Utility Fund - Water 2024 $191,000.00 $0 $50K $100K $150K Funding Sources for Budgeted Years (Adopted) TOTAL $191,000.00 Utility Fund - Sewer (50%)$95,500.00 Utility Fund - Water (50%)$95,500.00 176 177 178 179 180 181 182 183 City Council Item May 20, 2024 Item Resolution 2024-XX: Approve Construction Materials Testing Agreement for Construction of the 2024 Pavement Rehabilitation Project No. 24-01 File No.24-01 Item No: D.14 Agenda Section CONSENT AGENDA Prepared By Erik Henricksen, Project Engineer Reviewed By Charlie Howley SUGGESTED ACTION "The Chanhassen City Council adopts a resolution awarding a consulting agreement for construction materials testing to Braun Intertec for the 2024 Pavement Rehabilitation Project No. 24-01" Motion Type Simple Majority Vote of members present Strategic Priority Asset Management SUMMARY The 2024 Pavement Rehabilitation Project No. 24-01 requires a consultant for construction materials testing and associated engineering services to provide the required quality assurance testing set forth in the project documents and city specifications. BACKGROUND N/A DISCUSSION The Engineering Department solicited proposals from American Engineering Testing, Inc. and Braun Intertec Corporation for the materials testing and associated engineering services required to facilitate the construction of the project. Both firms submitted proposals. 184 The proposals were reviewed to compare the proposed work scopes, testing rates, and estimated costs. This also included review of the level of effort and clarity of each firm's proposal in meeting the specifications of the project. As needed, assumed quantity and/or testing rate amounts in the proposal were adjusted to facilitate a comparison of equal amounts. The proposals were analyzed and the results are as follows: Braun Intertec - $55,796.00 American Engineering Testing - $77,372.00 Both firms have the required certified personnel, are capable of completing the required work, and have successfully completed past work for the city. Based on the review of the proposals, staff recommends that Braun Intertec be selected for the work. Braun Intertec's proposal is on a unit-cost basis and billed per personnel hours and/or tests at set rates provided in their proposal. Staff recommends an agreement amount of $61,500.00 be awarded to allow for minor adjustments to the testing quantities without the need for processing a contract modification. Braun will submit monthly invoices that staff will review before processing. Staff will review the invoices for accuracy and conformance with the contract. BUDGET Funding for the 2024 Pavement Rehabilitation Project No. 24-01 will be through the budgets established by the city. RECOMMENDATION Staff recommends the City Council adopt a resolution to approve entering into the contract with Braun Intertec for construction material testing services for $61,500.00 which includes a small contingency for additional services that routinely arise during construction. ATTACHMENTS Resolution 2024-XX - Award Materials Testing Contract PROFESSIONAL SERVICES AGREEMENT Braun Proposal AET Proposal 185 CITY OF CHANHASSEN CARVER AND HENNEPIN COUNTIES, MINNESOTA DATE: May 20, 2024 RESOLUTION NO:2024-XX MOTION BY: SECONDED BY: A RESOLUTION AWARDING A CONSULTANT AGREEMENT FOR CONSTRUCTION MATERIALS TESTING ON THE 2024 PAVEMENT REHABILITATION PROJECT NO. 24-01 PROJECT WHEREAS,pursuant to a request for proposals for construction material testing for the 2024 Pavement Rehabilitation Project No. 24-01, two proposals were received and evaluated that complied with the request for proposal: Bidder Quote Amount Braun Intertec $55,796.00 American Engineering and Testing $77,372.00 WHEREAS,it was evaluated by staff that Braun Intertec had the lowest responsible quote and best met the scope of the request for proposals. A consultant contract amount of $61,500.00 is recommended to be awarded to allow for minor revisions to unit price testing quantities during construction to facilitate not needing to approve a contract revision. NOW, THEREFORE, BE IT RESOLVED bythe Chanhassen City Council that the Mayor and City Manager are hereby authorized and directed to enter into a consulting agreement with Braun Intertec in the name of the City of Chanhassen for the materials testing services for the 2024 Pavement Rehabilitation Project No. 24-01 according to the proposal and the plans and specifications on file in the office of the City Engineer. PASSED AND ADOPTED by the Chanhassen City Council on this 20th day of May2024. ATTEST: Jenny Potter, City Clerk Elise Ryan, Mayor YES NO ABSENT 186 1 201749v1 PROFESSIONAL SERVICES AGREEMENT AGREEMENT made this ________ day of ___________________, 2024, by and between the CITY OF CHANHASSEN,a Minnesota municipal corporation ("City") and BRAUN INTERTEC CORPORATION "Consultant"). IN CONSIDERATION OF THEIR MUTUAL COVENANTS, THE PARTIES AGREE AS FOLLOWS: 1.SCOPE OF SERVICES. The City retains Consultant for construction materials testing and evaluation services. 2.CONTRACT DOCUMENTS. The following documents shall be referred to as the "Contract Documents," all of which shall be taken together as a whole as the contract between the parties as if they were set verbatim and in full herein: A.This Professional Services Agreement; B.Request for Proposal for Construction Materials Testing for 2024 Pavement Rehabilitation Project No. 24-01dated May 6, 2024; C.Insurance Certificate; D.Consultant’s May 13, 2024 proposal QTB196779 for 24-01 Construction Material Testing City Project No. 24-01 (“Proposal”). In the event of conflict among the provisions of the Contract Documents, the order in which they are listed above shall control in resolving any such conflicts, with Contract Document “A” having the first priority and Contract Document “D” having the last priority. 3.COMPENSATION. Consultant shall be paid by the City for the services described in the Proposal a not to exceed fee of Sixty One Thousand Five Hundred Dollars ($61,500.00), inclusive of expenses. Services performed directly by Consultant shall be paid at an hourly rate in accordance with the Proposal, subject to the not to exceed fee. The not to exceed fees and expenses shall not be adjusted if the estimated hours to perform a task, the number of required meetings, or any other estimate or assumption is exceeded. Consultant shall bill the City as the work progresses. Payment shall be made by the City within thirty-five (35) days of receipt of an invoice. 4.DOCUMENT OWNERSHIP. All reports, plans, models, diagrams, analyses, and information generated in connection with performance of this Agreement shall be the property of the City. The City may use the information for its purposes. 187 2 201749v1 5.CHANGE ORDERS. All change orders, regardless of amount, must be approved in advance and in writing by the City. No payment will be due or made for work done in advance of such approval. 6.COMPLIANCE WITH LAWS AND REGULATIONS. In providing services hereunder, Consultant shall abide by all statutes, ordinances, rules and regulations pertaining to the provisions of services to be provided. 7.STANDARD OF CARE. Consultant shall exercise the same degree of care, skill, and diligence in the performance of the services as is ordinarily possessed and exercised by a professional consultant under similar circumstances. No other warranty, expressed or implied, is included in this Agreement. City shall not be responsible for discovering deficiencies in the accuracy of Consultant’s services. 8.INDEMNIFICATION. Consultant shall indemnify and hold harmless the City, its officers, agents, and employees, of and from any and all claims, demands, actions, causes of action, including costs and attorney's fees, arising out of or by reason of the execution or performance of the services provided for herein and further agrees to defend at its sole cost and expense any action or proceeding commenced for the purpose of asserting any claim of whatsoever character arising hereunder. 9.INSURANCE. Consultant shall secure and maintain such insurance as will protect Consultant from claims under the Worker’s Compensation Acts, automobile liability, and from claims for bodily injury, death, or property damage which may arise from the performance of services under this Agreement. Such insurance shall be written for amounts not less than: Commercial General Liability $2,000,000 each occurrence/aggregate Automobile Liability $2,000,000 combined single limit Professional Liability $2,000,000 each occurrence/aggregate The City shall be named as an additional insured on the general liability policy on a primary and non- contributory basis. Before commencing work, the Consultant shall provide the City a certificate of insurance evidencing the required insurance coverage in a form acceptable to City. 10.INDEPENDENT CONTRACTOR. The City hereby retains Consultant as an independent contractor upon the terms and conditions set forth in this Agreement. Consultant is not an employee of the City and is free to contract with other entities as provided herein. Consultant shall be responsible for selecting the means and methods of performing the work. Consultant shall furnish any and all supplies, equipment, and incidentals necessary for Consultant’s performance under this Agreement. City and Consultant agree that Consultant shall not at any time or in any manner represent that Consultant or any of Consultant's agents or employees are in any manner agents or employees of the City. Consultant shall be exclusively responsible under this Agreement for Consultant’s own FICA payments, workers compensation payments, unemployment compensation payments, 188 3 201749v1 withholding amounts, and/or self-employment taxes if any such payments, amounts, or taxes are required to be paid by law or regulation. 11.SUBCONTRACTORS. Consultant shall not enter into subcontracts for services provided under this Agreement without the express written consent of the City. Consultant shall comply with Minnesota Statutes § 471.425. Consultant must pay subcontractors for all undisputed services provided by subcontractors within ten (10) days of Consultant’s receipt of payment from City. Consultant must pay interest of one and five-tenths percent (1.5%) per month or any part of a month to subcontractors on any undisputed amount not paid on time to subcontractors. The minimum monthly interest penalty payment for an unpaid balance of One Hundred Dollars ($100.00) or more is Ten Dollars ($10.00). 12.CONTROLLING LAW/VENUE. This Agreement shall be governed by and construed in accordance with the laws of the State of Minnesota. In the event of litigation, the exclusive venue shall be in the District Court of the State of Minnesota for Carver County Minnesota. 13.MINNESOTA GOVERNMENT DATA PRACTICES ACT. Consultant must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to (1) all data provided by the City pursuant to this Agreement, and (2) all data, created, collected, received, stored, used, maintained, or disseminated by Consultant pursuant to this Agreement. Consultant is subject to all the provisions of the Minnesota Government Data Practices Act, including but not limited to the civil remedies of Minnesota Statutes Section 13.08, as if it were a government entity. In the event Consultant receives a request to release data, Consultant must immediately notify City. City will give Consultant instructions concerning the release of the data to the requesting party before the data is released. Consultant agrees to defend, indemnify, and hold City, its officials, officers, agents, employees, and volunteers harmless from any claims resulting from Consultant’s officers’, agents’, city’s, partners’, employees’, volunteers’, assignees’ or subcontractors’ unlawful disclosure and/or use of protected data. The terms of this paragraph shall survive the cancellation or termination of this Agreement. 14.COPYRIGHT. Consultant shall defend actions or claims charging infringement of any copyright or software license by reason of the use or adoption of any software, designs, drawings or specifications supplied by it, and it shall hold harmless the City from loss or damage resulting therefrom. 15.PATENTED DEVICES, MATERIALS AND PROCESSES. If the Contract requires, or the Consultant desires, the use of any design, devise, material or process covered by letters, patent or copyright, trademark or trade name, the Consultant shall provide for such use by suitable legal agreement with the patentee or owner and a copy of said agreement shall be filed with the City. If no such agreement is made or filed as noted, the Consultant shall indemnify and hold harmless the City from any and all claims for infringement by reason of the use of any such patented designed, device, material or process, or any trademark or trade name or copyright in connection with the services agreed to be performed under the Contract, and shall indemnify and 189 4 201749v1 defend the City for any costs, liability, expenses and attorney's fees that result from any such infringement. 16.RECORDS. Consultant shall maintain complete and accurate records of hours worked and expenses involved in the performance of services. 17.ASSIGNMENT. Neither party shall assign this Agreement, or any interest arising herein, without the written consent of the other party. 18.WAIVER. Any waiver by either party of a breach of any provisions of this Agreement shall not affect, in any respect, the validity of the remainder of this Agreement. 19.ENTIRE AGREEMENT. The entire agreement of the parties is contained herein. This Agreement supersedes all oral agreements and negotiations between the parties relating to the subject matter hereof, as well as any previous agreements presently in effect between the parties relating to the subject matter hereof. Any alterations, amendments, deletions, or waivers of the provisions of this Agreement shall be valid only when expressed in writing and duly signed by the parties, unless otherwise provided herein. 20.TERMINATION. This Agreement may be terminated by the City for any reason or for convenience upon written notice to the Consultant. In the event of termination, the City shall be obligated to the Consultant for payment of amounts due and owing including payment for services performed or furnished to the date and time of termination. Dated: _______________, 2024.CITY OF CHANHASSEN BY: _____________________________________________ Elise Ryan, Mayor BY: _____________________________________________ Laurie Hokkanen, City Manager Dated: _______________, 2024.BRAUN INTERTEC BY: _____________________________________________ Its 190 AA/EOE Braun Intertec Corporation 11001 Hampshire Avenue S Minneapolis, MN 55438 Phone: 952.995.2000 Fax: 952.995.2020 Web: braunintertec.com May 13, 2024 Proposal QTB196779 George Bender, PE City of Chanhassen 7700 Market Boulevard PO Box 147 Chanhassen, MN 55317 Re: Proposal for 24-01 Construction Materials Testing Chanhassen – 2024 Pavement Rehabilitation Project City Project No. 24-01 Chanhassen, MN 55317 Dear Mr. Bender: Braun Intertec Corporation is pleased to submit this proposal to provide construction materials testing services for the 2024 Pavement Rehabilitation Project in Chanhassen, Minnesota. We have completed the geotechnical/pavement evaluation, so we have a unique understanding of the site and construction challenges. We can aid the construction team by applying this experience and transferring our knowledge developed during the design phase which will provide professional continuity to the construction. Our work on the project to date gives us familiarity with the project team and design development which allows us to understand some of the considerations used when developing the project’s design. Our Understanding of Project We understand this project will include the three different rehabilitation techniques. The first is a full depth reconstruction which will include removing the existing bituminous, pavement subgrade preparation, aggregate base placement, new concrete curb and gutter, sidewalk, median, and driveways along with a new bituminous pavement. Improvements to the sanitary, storm, and water main utilities will also be part of this project. The full depth reconstruction included the Chan View Area, Great Plains Boulevard, 76th, 77th, and Iroquois Streets, and Huron and Kiowa Avenues. The second pavement rehabilitation technique includes full depth reclaiming the existing bituminous and underlying apparent aggregate base, new spot curb and gutter concrete replacements and new bituminous paving. The full depth reclaim rehabilitation technique will be in the Stone Creek Area. The third pavement rehabilitation technique includes a bituminous mill and overlay and spot concrete curb and gutter replacements. The mill and overlay portion of this project includes the Santa Fe Del Rio area. 191 City of Chanhassen Proposal QTB196779 May 13, 2024 Page 2 Available Project Information This proposal was prepared using the following documents and information.  Project plans and specifications prepared by Kimley-Horn, dated February 29, 2024 and March 12, 2024, respectively.  Request for Proposals prepared by the City of Chanhassen, dated May 6, 2024.  A geotechnical/pavement evaluation report prepared by Braun Intertec, Project Number B2311661 and dated January 31, 2024. Project Team For this project we propose to use Tom Loosbrock as our lead Senior Technician and Jacob Collins as our Project Manager. Tom and Jacob will be supported by Senior Project manager Andrew Valerius, Senior Geotechnical Engineer Josh Kirk and Principal Engineer, Charles Cadenhead. The project team has provided services on many City of Chanhassen projects in the past including: 2023 Mill and Overlay Project, Orchard Lane Area Improvements, Minnewashta Manor Neighborhood Street Reconstruction, and the 2023, 2022, 2017, and 2016 Street Resurfacing and Rehabilitation Projects and state-aid projects Lake Lucy Road Rehabilitation, Lake Drive Improvements, and Minnewashta Parkway Rehabilitation. Tom Loosbrock is a Senior Engineering Assistant with more than 20 years of experience in materials testing and is responsible for field operation coordinating, general project management; soil density testing using nuclear and sand cone methods; soil excavation observations; DCP testing, concrete testing and bituminous testing. Tom has worked on many state-aid projects throughout his career and is familiar with MnDOT specification, and the schedule of materials control. Jacob Collins is a Project Manager and will be the main point of contact for this project. Jacob has more than 16 years of experience with special inspections and testing. His extensive on-site testing and special inspection experience related to concrete, masonry, structural steel, fireproofing, soils as well as with MnDOT testing for transportation will help any project as project manager. Jacob also assists technicians on-site with training to help ensure the tests and observations are done properly in accordance with the project at hand. Andrew Valerius is a Senior Project Manager with more than 18 years experience who is responsible for overseeing the quality control and day-to-day operations of engineering technicians involved in roadway and bridge projects, especially for state-aid and federally-funded projects. Andrew has extensive experience working with the Minnesota Department of Transportation’s (MnDOT) Schedule of Materials Control and MnDOT’s Standard Specifications for Construction. Internally, he help leads the Braun Intertec transportation construction materials testing group for the State of Minnesota. Andrew also helps organize and presents at many educational sessions that focus on MnDOT’s specifications and procedures. Andrew’s past experience providing field services, such as soil density testing, concrete testing, bituminous and concrete batch plant observations, and testing services has allowed him to gain the necessary knowledge of field testing practices and practical site experience to perform his senior project manager role at a high level and deliver quality results safely. 192 City of Chanhassen Proposal QTB196779 May 13, 2024 Page 3 We propose to use Josh Kirk as our lead Geotechnical Engineer during construction as soil recommendations are needed and to observe the soils are similar to those encountered during the geotechnical evaluation. In addition to Josh we have a group of over 30 engineers to assist if needed for this project. Resumes for Tom Loosbrock, Jacob Collins, Andrew Valerius, and Josh Kirk are attached to highlight their expertise and experience with projects similar to this one. Scope of Services Services are performed under the direction of a licensed professional engineer. Testing services will be performed on an on-call, as-needed basis as requested and scheduled by you or your on-site project representative. After reviewing available information including the City of Chanhassen’s Request for Proposal, our scope of services for the project will be limited to the tasks defined below. Soil Related Services ▪ Measure the in-place dry density, moisture content and relative compaction of fill placed for pavement and/or utility support, and of utility backfill for compliance with the project documents. This task includes performing laboratory Proctor tests to provide maximum dry densities from which the relative compaction of fill can be determined, as well as the use of a nuclear density gauge to measure in-place dry densities and moisture contents. ▪ Sample and test full depth reclaim, select granular borrow, and aggregate base materials for compliance with the project documents. This task includes laboratory gradation testing of these materials. ▪ Perform MnDOT dynamic cone penetrometer (DCP) tests on aggregate base and reclaim materials. Concrete Related Services ▪ Sample and test fresh concrete associated with pavement and/or curb-and-gutter for compliance with the project documents and cast test cylinders for laboratory compressive strength testing. We assume that we will be able to appropriately dispose of excess concrete (and associated wash water) on site at no additional cost to us. ▪ Measure and report the compressive strength of the concrete test cylinders for compliance with the project documents. A set of four cylinders will be tested for each set cast. One cylinder will be tested at 7-days with the remaining three tested at 28-days. If field cure cylinders are requested, each additional cylinder will be charged at the unit price listed in our cost estimate. We have provided twenty field cure cylinders per the request for proposal. Bituminous Related Services ▪ Sample and test bituminous pavement materials for compliance with the project documents. This task includes Rice specific gravity, Gyratory density, fine aggregate angularity, percent crushed, asphalt content and extracted aggregate gradation tests of the bituminous. 193 City of Chanhassen Proposal QTB196779 May 13, 2024 Page 4  Measure the in-place wet density of the fresh bituminous with a nuclear density gauge to observe and document the contractor’s roll pattern. Consulting, Project Communication and Reporting Services  Project management, including scheduling of our field personnel.  Review test reports and communicating with you and the parties you may designate such as the project contractor(s), and other project team members, as needed.  Transmit test results to the project team on a weekly basis. Basis of Scope of Work The costs associated with the proposed scope of services were estimated using the following assumptions. If the construction schedule is modified or the contractor completes the various phases of the project at different frequencies or durations than shown in this proposal, we may need to adjust the overall cost accordingly. The scope of work and number of trips required to perform these services are as shown in the attached table. Notable assumptions in developing our estimate include:  We understand, per the RFP, the soils and aggregate testing portion of the project is estimated at 100 hours of technician time with 50 total trips. In the technician hours nuclear density testing, material sampling, and DCP testing will be conducted.  We understand, per the RFP, laboratory testing of 16 gradation samples and 15 proctor samples will be conducted as well as 2 samples for topsoil testing.  We understand, per the RFP, the concrete testing portion of the projects will involve 25 hours of technician time for testing and 15 hours for sample pick up with a total of 20 trips. We also understand that a total of 140 cylinders are estimated to be needed, with each set being four cylinders, with an additional 20 field-cured cylinders to be cast as directed by Engineer.  We understand, per the RFP, the bituminous testing portion of the projects will include a total of 20 hours of technician time for sampling and/or receiving bulk samples and nuclear density testing for roll patterns with an additional 30 hours for roll pattern determination. We also understand that 10 bulk samples of the bituminous mixes will be tested for MnDOT gyratory mix properties.  We understand, per the RFP, that an additional $3,500 allowance of effort is potentially needed for geotechnical and/or pavement evaluation and only be used if very poor soils or unstable base is encountered during excavations or if questions regarding pavements arise.  We assume the project engineer of record will review and approve the contractor’s quality control submittals and test results. 194 City of Chanhassen Proposal QTB196779 May 13, 2024 Page 5  You, or others you may designate, will provide us with current and approved plans and specifications for the project. Modification to these plans must also be sent to us so we can review their incorporation into the work.  We will require a minimum of 24 hours’ notice for scheduling inspections for a specific time. Shorter than 24 hours’ notice may impact our ability to perform the requested services, and the associated impacts will be the responsibility of others.  You, or others you may designate, will provide us with current and approved plans and specifications for the project. Modification to these plans must also be sent to us so we can review their incorporation into the work.  We will require a minimum of 24 hours’ notice for scheduling inspections for a specific time. Shorter than 24 hours’ notice may impact our ability to perform the requested services, and the associated impacts will be the responsibility of others. If the work is completed at different rates than described above, this proposal should be revised. If the pace of construction is different than described above, this proposal should be revised. Cost and Invoicing We will furnish the services described herein for an estimated fee of $55,796. Our estimated costs are based on industry averages for construction production. Depending on the contractor’s performance, our costs may be significantly reduced or slightly higher than estimated. A tabulation showing our estimated hourly and/or unit rates associated with our proposed scope of services is also attached. The actual cost of our services will be based on the actual units or hours expended to meet the requirements of the project documents. This cost estimate was developed with the understanding that the scope of services defined herein will be required and requested during our normal work hours of 6:00 a.m. to 4:00 p.m., Monday through Friday. Services that we are asked to provide to meet the project requirements or the contractor’s construction schedule outside our normal business hours will be invoiced using an overtime rate factor. The factor for services provided outside our normal work hours or on Saturday will be 1.25 times the listed hourly rate for the service provided. The factor for services provided on Sunday or legal holidays will be 1.5 times the listed hourly rate for the service provided. We have not included premiums for overtime in our cost estimate; however, we recommend that allowances and contingencies be made for overtime charges based on conversations with the contractor. You will be billed only for services provided on a time and materials basis. Because our services are directly controlled by the schedule and performance of others, the actual cost may vary from our estimate. It is difficult to project all of the services and the quantity of services that may be required for any project. If services are required that are not discussed above, we will provide them at the rates shown in the attached table or, if not shown, at our current Schedule of Charges. We will invoice you on a monthly basis. 195 City of Chanhassen Proposal QTB196779 May 13, 2024 Page 6 General Remarks We will be happy to meet with you to discuss our proposed scope of services further and clarify the various scope components. We appreciate the opportunity to present this proposal to you. After reviewing this proposal, please sign and return one copy to our office as notification of acceptance and authorization to proceed. If anything in this proposal is not consistent with your requirements, please let us know immediately. Braun Intertec will not release any written reports until we have received a signed agreement. The proposed fee is based on the scope of services described and the assumption that our services will be authorized within 30 days and that others will not delay us beyond our proposed schedule. 196 City of Chanhassen Proposal QTB196779 May 13, 2024 Page 7 We understand if selected for this project a professional services agreement will executed with this proposal as an attachment. To have questions answered or schedule a time to meet and discuss our approach to these projects further, please contact Jacob Collins at 612.418.8570 (jacollins@braunintertec.com) or Andrew Valerius at 952.995.2242 (avalerius@braunintertec.com). Sincerely, BRAUN INTERTEC CORPORATION Jacob D. Collins Project Manager Andrew M. Valerius Associate Director, Senior Project Manager Joshua L. Kirk, PE Director, Senior Engineer Attachments: Cost Estimate Table City of Chanhassen Provided – Quantity Item Price List Resumes for Tom Loosbrock, Jacob Collins, Andrew Valerius and Josh Kirk 197 Client:Service Description:Work Site Address: Chan View & Laredo / Santa Fe Area and Stone Creek Area Chanhassen, MN 55317 City of Chanhassen George Bender 7700 Market Blvd PO Box 147 Chanhassen, MN 55317 (952) 227-1100 Construction Materials Testing Description Quantity Units Unit Price Extension Phase 1 Construction Materials Testing Activity 1.1 Project Management $8,460.00 226 Project Manager (Item 1A)20.00 Hour 174.00 $3,480.00 138 Project Assistant (Item 1B)45.00 Hour 94.00 $4,230.00 228 Senior Project Manager Hour 200.00 $.00 1230 Evaluation, Reporting, & Analysis Documentation (Item 14)1.00 Each 750.00 $750.00 Activity 1.2 Soils Testing $21,006.00 1308 Nuclear moisture-density meter charge, per hour (Item 2, Item 3)55.00 Each 28.00 $1,540.00 Work Activity Detail Qty Units Hrs/Unit Extension Soils 50.00 Hours 1.00 50.00 Granular 5.00 Hours 1.00 5.00 1861 CMT Trip Charge (Item 4)50.00 Each 40.00 $2,000.00 207 Compaction Testing - Nuclear (Item 5)55.00 Hour 94.00 $5,170.00 Work Activity Detail Qty Units Hrs/Unit Extension Soils 50.00 Hours 1.00 50.00 Granular 5.00 Hours 1.00 5.00 217 Compaction Testing - DCP (Item 5)35.00 Hour 94.00 $3,290.00 209 Sample pick-up (Item 5)10.00 Hour 94.00 $940.00 1318 Moisture Density Relationship (Standard), per sample (Item 6)15.00 Each 200.00 $3,000.00 1228 Topsoil Testing with nutrients, per sample (Item 7)2.00 Each 410.00 $820.00 1162 Sieve Analysis with 200 wash, per sample (Item 8)16.00 Each 156.00 $2,496.00 1230 Geotechnical Evaluation Allowance (Item 15)1.00 Each 1,750.00 $1,750.00 Activity 1.3 Concrete Testing $10,640.00 1364 Compressive strength of concrete cylinders (ASTM C 39), each (Item 10, Item 10B) 160.00 Each 38.00 $6,080.00 Work Activity Detail Qty Units Hrs/Unit Extension Cylinders for Sets 35.00 Sets 4.00 140.00 Field Cure Cylinders 20.00 Cylinders 1.00 20.00 1861 CMT Trip Charge (Item 10A)20.00 Each 40.00 $800.00 261 Concrete Testing (Item 11A)25.00 Hour 94.00 $2,350.00 278 Concrete Cylinder Pick up (Item 11B)15.00 Hour 94.00 $1,410.00 Activity 1.4 Pavement Testing $15,690.00 2689 MnDOT Asphalt Verification, per sample (Item 12A)10.00 Each 740.00 $7,400.00 209 Sample pick-up (Item 12B)20.00 Hour 94.00 $1,880.00 Work Activity Detail Qty Units Hrs/Unit Extension Verification Samples 20.00 Hours 1.00 20.00 1861 CMT Trip Charge (Item 12C, Item 13B)25.00 Each 40.00 $1,000.00 Work Activity Detail Qty Units Hrs/Unit Extension Verification Samples 10.00 Trips 1.00 10.00 Roll Pattern 15.00 Trips 1.00 15.00 Page 1 of 205/13/2024 02:58 PM Project Proposal QTB196779 Chanhassen - 2024 City Pavement Rehabilitation 24-01 198 Proposal Total:$55,796.00 207 Compaction Testing - Nuclear (Item 13A)30.00 Hour 94.00 $2,820.00 1308 Nuclear moisture-density meter charge, per hour (Item 13A)30.00 Each 28.00 $840.00 1230 Pavement Evaluation Allowance 1.00 Each 1,750.00 $1,750.00 Phase 1 Total:$55,796.00 Page 2 of 205/13/2024 02:58 PM Project Proposal QTB196779 Chanhassen - 2024 City Pavement Rehabilitation 24-01 199 *EA indicates a set of 4 cylinders Chanhassen ‐ 2024 City Pavement Rehabilitation 24‐01 $140 11A Concrete Testing Hours HR 25 $94 $2,350 3 Compaction Testing on Granular Materials (Nuclear Density Test)EA 10 $14 $760 10B Concrete Testing & Casting Field‐Cured Cylinders (Compressive Strength, Curing, & Handling)EA 20 $38 $9,400 4 Soils & Granular Materials Testing Trip Charge EA 50 2 Compaction Testing on Soils (Nuclear Density Test) EA 100 $14 $1,400 20 $40 $800 9 DCP Tests for Aggregate Base (Class 5) EA 35 $0 $0 10 Concrete Testing & Casting Cylinder Sets (Compressive Strength, Curing, & Handling)*EA 35 $152 $5,320 10A Concrete Testing and Cylinder Pickup Trip Charge 6 $2,000 5 Soils & Granular Materials Testing Hours HR 100 $94 $3,000 $40 2 $410 $820 7 Topsoil Borrow Sample & Testing EA 12B Bituminous Verification Sample Pickup and Testing Hours HR 20 $94 $122 Proctor Sample & Testing (including Moisture Content) EA 15 $200 EA ITEM NO. ITEM UNITS QUANTITY UNIT PRICE TOTAL PRICE 1B Project Administration HR 45 $94 $4,230 1A Project Management & Oversight HR 20 $174 $3,480 16 $156 $2,496 8 Gradation Sample and Testing EA $55,796 TOTAL 15 Evaluation, Reporting, & Analysis Documentation LS 1 $750 $750 COMMENTS Activity 1.1, code 226 Activity 1.1, code 138 Billed per hour of Density Gauge Usage, code 1308 Billed per hour of Density Gauge Usage, code 1308 Activity 1.2, code 1861 Activity 1.2, codes 207, 217, and 209 Activity 1.2, code 1318, Lab Test Unit Charge Only Activity 1.2, code 1228, Lab Test Unit Charge Only Activity 1.4, code 1861 $400 Activity 1.4, code 1861 13A Roll Pattern Testing Hours HR 30 Activity 1.2, code 1162, Lab Test Unit Charge Only DCP Testing billed only per hour, no unit cost Activity 1.3, 4 cylinders per Set, code 1364 per cylinder Activity 1.3, code 1861 Activity 1.3, code 1364 Activity 1.3, code 261 Activity 1.3, code 278$1,410 11B Cylinder Pick Up Hours HR 15 $94 EA 10 $40 13B $600 Roll Pattern Testing Trip Charges EA 15 $40 $3,660 Activity 1.4, code 207 (hours) and 1308 (nuke gauge) 12A MnDOT Gyratory Bituminous Mix Properties Verification Testing & Rice Testing EA 10 16 Geotechnical and Pavement Evaluation Allowance Allowance 1 $3,500 $3,500 Activities 1.2 and 1.4, will be billed as Time & Materials Activity 1.1, billed as codes 138, 226, and 228 $1,880 Activity 1.4, code 209 12C Bituminous Verification Sample Pickup Trip Charge $740 $7,400 Activity 1.4, code 2689, Lab Test Unit Charge Only 200 . THOMAS R. LOOSBROCK Field Operations Coordinator EDUCATION B.S., Agricultural Systems Technology, South Dakota State University CERTIFICATIONS International Code Council (ICC) Certified: Reinforced Concrete Special Inspector Structural Masonry Special Inspector Prestressed Concrete Special Inspector Soils Special Inspector No. 1136593 American Concrete Institute (ACI) Concrete Field Testing Technician Grade I No. 00936257 MnDOT Certified: Aggregate Production Grading & Base Level I & II Bituminous Street Level I Bituminous Plant Inspection Level I Concrete Field Level I & II Concrete Plant Inspection Level I Bridge Construction Level I & II No. 07515 CERTIFICATIONS 40-Hour HAZWOPER Certification and Annual Refresher Training OSHA 29 CFR 1910.120 Hazmat Training OSHA 29 CFR 1910.132 Personal Protective Equipment Training OSHA 29 CFR 1910.134 Respiratory Protection Training OSHA 29 CFR 1910.146 Confined Space Entry Training Hazardous Materials Transportation Radiation Safety Mr. Loosbrock is a Field Operations Coordinator responsible for field scheduling; general project management; soil excavation observations; soil density testing; reinforced concrete observations & testing; reinforced masonry observations & testing and pre-stressed concrete inspections. Tom is familiar with MnDOT Specifications, and MnDOT’s Schedule of Materials Control and has been the lead technician on many state-aid and federal projects throughout his career. Tom was responsible for managing, performing field observations and testing on the following projects and has more than 20 years of experience: PROJECT EXPERIENCE  2023 City of Chanhassen Mill & Overlay Projects, Chanhassen, MN (Summer 2023 to Fall 2023)  2023 City of Chanhassen Pavement Rehabilitation Project, Chanhassen, MN (Summer 2023)  2023 City of Chaska Street Reconstruction, Chaska, MN (Summer 2023)  2022 Lake Lucy Road Rehab Project, Chanhassen, MN (Summer 2022)  2022 City of Chanhassen Pavement Rehabilitation Project, Chanhassen, MN (Summer 2022)  2022 City of Chanhassen Reconstruction, Chanhassen, MN (Summer 2022)  2022 City of Chaska Street Reconstruction, Chaska, MN (Summer 2022)  2021 City of Chanhassen Street Reconstruction, Chanhassen, MN (Summer 2021)  2021 City of Chaska Street Reconstruction, Chaska, MN (Summer 2021)  2020 City of Chanhassen Reconstruction, Chanhassen, MN (Summer 2020)  Creek Road Phase 1 & 2, Chaska, MN (Summer 2023 to Present)  2020 City of Chaska Street Reconstruction, Chaska, MN (Summer 2020)  2019 City of Chaska Street Reconstruction (Summer 2019)  City of Chanhassen Lake Drive Improvements, Chanhassen, MN (Summer 2019)  2018 City of Chaska Street Reconstruction (Summer 2018)  CSAH 83, Shakopee, MN (Summer 2016 to Fall 2017)  2016 City of Chanhassen Street Reconstruction, Chanhassen, MN (Summer 2016)  TH 5 Reconstruction, Waconia, MN (Summer 2015 to Spring 2016)  2015 City of Chaska Street Reconstruction, Chaska, MN (Summer 2015 to Fall 2015)  Vicksburg Lane Reconstruction, Plymouth, MN (Summer 2015 to Fall 2015)  2014 City of Chaska Street Reconstruction, Chaska, MN (Summer 2014 to Fall 2014)  2014 Minnewashta Shores & Bandimere Heights Reconstruction, Chanhassen, MN (Summer 2014 to Fall 2014)  Lyman Blvd. Reconstruction, Chanhassen, MN (Summer 2014)  TH 101 Reconstruction, Chanhassen, MN (Spring 2013-Summer 2014) 201 *While employed by another firm. JACOB D. COLLINS Project Manager EDUCATION University of Minnesota – Civil Engineering CERTIFICATIONS PTI Level 2 Unbonded PT Inspector ICC Structural Steel 1 Framing and Bolting ICC Structural Steel 2 Welding ICC Steel Reinforced Concrete ICC Fireproofing ICC Soils ACI Field Technician 1 MnDOT Aggregate Production MnDOT Concrete Field Tester MnDOT Bituminous Street Inspector MnDOT Bituminous Plant Tester MnDOT Grading & Base Tester Mr. Collins recently joined Braun Intertec in early 2022 as a project manager. Jacob has more than 16 years of experience with special inspections and testing. He now acts as a project manager for commercial and transportation projects. His extensive on-site testing and special inspection experience related to concrete, masonry, structural steel, fireproofing, soils as well as with MnDOT testing for transportation will help any project as project manager. Jacob also assists technicians on-site with training to help ensure the tests and observations are done properly in accordance with the project at hand. PROJECT EXPERIENCE  Chanhassen – 2023 City Pavement Rehabilitation – CP 23-01 – Chanhassen, MN  Chanhassen – 2023 Mill and Overlay Project – CP 23-04 – Chanhassen, MN  Chanhassen – 2022 Lake Lucy Road Rehabilitation – SAP 253-102-001 – Chanhassen, MN  Chanhassen – 2022 City Pavement Rehabilitation – Chanhassen, MN  Cottage Grove – E Point Douglas and Jamaica Avenue – SAP 180-110-014, Cottage Grove, MN (2023-Current)  City of Brooklyn Center – 2023 Street and Utility Improvements – CP 23-01, CP 23-02, and CP 23-03 – Brooklyn Center, MN (2023)  Cottage Grove 100th Street, 105th Street, & Ideal Avenue Improvements – Cottage Grove, MN (2022-2023)  City of Maple Grove – Lakeview Knolls Site Pickleball – Maple Grove, MN (2023)  Cottage Grove – Low Zone Water Treatment Plant – Cottage Grove, MN (2023- Current)  Farmington – 2022 Street and Utility Improvements – Farmington, MN (2022)  Robbinsdale Water System Improvements – Water Treatment Facility – Robbinsdale, MN – (2020-2022) *  Northfield 2022 NW Area Mill and Overlay Project – Northfield, MN (2022)  Brooklyn Center – Woodbine Area Improvements / 53rd Avenue Mill & Overlay – SAP 109-116-003, SAP 109113-002 – Brooklyn Center, MN (2022)  Edina Community Center 2022 Improvements – Edina, MN (2022)  City of Cottage Grove – Glacial Valley Park Improvements (2022-2023)  City of Carver – Ironwood Park Improvements – Carver, MN (2022-2023)  Carver Elementary 2022 Addition – Carver, MN (2022-2023)  St. Therese Senior Community – Corcoran, MN (2022-Current)  Cottage Grove – South District Street and Utility Improvements – Cottage Grove, MN (2022-Current)  Preska Hall – Mankato State University – Mankato, MN (2011-2012) *  St. Cloud State University Integrated Science and Engineering Laboratory Facility (ISELF) – St. Cloud, MN (2012-2013) *  Herb Brooks National Hockey Center – Entrance Expansion – St. Cloud, MN – 2012-2013) * 202 *Multiple projects can be furnished upon request. ANDREW M. VALERIUS Account Leader, Senior Project Manager EDUCATION B.S., Technology Assessment and Management St. Cloud State University PROFESSIONAL CERTIFICATIONS MnDOT Certified Aggregate Production Level I No. 13631 MnDOT Certified Concrete Field Level I & II No. 13631 MnDOT Certified Grading and Base Level I & II No. 13631 MnDOT Certified Concrete Plant Level I No. 13631 MnDOT Certified Bituminous Plant Level I No. 13631 MnDOT Certified Bituminous Street Level I No. 13631 Radiation Safety 49 CFR Part 172 Mr. Valerius is a senior project manager responsible for overseeing the quality control and day-to-day operations of engineering technicians involved in roadway and bridge projects, especially for state-aid and federally-funded projects. Andrew has more than 18 years of experience and more specifcally has extensive experience working with the Minnesota Department of Transportation’s (MnDOT) Schedule of Materials Control and MnDOT’s Standard Specifications for Construction. As a result of past work, he has a working relationship with MnDOT staff and is able to get timely responses to questions and resolve issues to keep projects on schedule. Internally, he helps lead the Braun Intertec transportation construction materials testing group for the State of Minnesota. Andrew also helps organize and presents at many educational sessions that focus on MnDOT’s specifications and procedures. Andrew’s past experience providing field services, such as soil density testing, concrete testing, bituminous and concrete batch plant observations, and testing services has allowed him to gain the necessary knowledge of field testing practices and practical site experience to perform his senior project manager role at a high level and deliver quality results safely. MUNICIPAL PROJECT EXPERIENCE Andrew has worked on numerous municipal projects including many MnDOT state- aid and federally funded projects while with Braun Intertec. He has provided material testing oversight and review for the following cities:  City of Chanhassen, Chanhassen, MN- Oversaw the Construction Material Testing for a number of City of Chanhassen’s state aid/federal projects since 2008. *  City of Chaska, Chaska, MN  Oversaw the Construction Material Testing for the City of Chaska’s state aid/federal projects since 2009. *  City of Bloomington, Bloomington, MN  Oversaw the Construction Material Testing for the City of Bloomington’s projects during the 2019, 2017, 2016, 2015, 2014, and 2011 construction season. * Also provided oversight of the Normandale Boulevard Reconstruction Project and the Old Cedar Avenue Roadway and Trail Improvement Project during the 2017 and 2018 Construction Seasons for the City of Bloomington.  City of Lakeville, Lakeville, MN — Oversaw the Construction Material Testing for the City of Lakeville’s projects since 2009. *  City of Apple Valley, Apple Valley, MN — Oversaw the Construction Material Testing for the City of Apple Valley’s projects since 2010. *  City of Edina, Edina, MN  Oversaw the Construction Material Testing for the City of Edina’s state aid/federal projects since 2009. *  City of Plymouth, Plymouth, MN  Oversaw the Construction Material Testing for various City of Plymouth’s state aid/ federal projects since 2009. * 203 JOSHUA L. KIRK, PE Director, Senior Engineer EDUCATION Bachelor of Geological Engineering and Geology University of Wisconsin-Madison PROFESSIONAL REGISTRATIONS Professional Engineer: MN No. 45005 PROFESSIONAL AFFILIATIONS Minnesota Geotechnical Society Minnesota ACEC MSES Minnesota Transportation Alliance Mr. Kirk’s responsibilities include project management of geotechnical investigations and construction materials testing projects. His work on geotechnical projects includes examining soil samples, design calculations, preparing recommendations for engineering reports, and monitoring project budgets. His work on construction testing projects includes soil excavation observations, soils compaction testing, concrete observations and testing, reviewing paperwork for field tests, monitoring budgets, communicating with clients and contractors, attending project meetings, and troubleshooting issues that may arise. PROJECT EXPERIENCE ▪ City of Chaska, Chaska, MN ⎯ Downtown reconstruction projects 2013-2019. Managed geotechnical and construction materials testing for utility and roadway reconstruction projects throughout Chaska’s downtown area. ▪ City of Caver, Carver, MN ⎯ Ongoing downtown reconstruction projects. Managed geotechnical and construction materials testing for utility and roadway reconstruction projects throughout city of Carver. ▪ City of Hastings, Hastings, MN ⎯ 2018 reconstruction work. Senior engineer during geotechnical investigation for street and utility improvements. ▪ City of St. Louis Park, St. Louis Park, MN ⎯ Senior engineer overseeing geotechnical investigations for street and utility improvements 2020-2024. ▪ City of Apple Valley, Apple Valley, MN ⎯ Senior engineer overseeing geotechnical investigations for street and utility improvements 2020-2024. ▪ City of Chanhassen, Chanhassen, MN ⎯ Senior engineer overseeing geotechnical investigations for street and utility improvements including Crimson Bay Road, Galpin Boulevard, and proposed 2024 Street Improvements. ▪ City of Fridley, Fridley, MN ⎯ Senior engineer overseeing geotechnical investigations for street and utility improvements 2021 and 2022. ▪ City of Falcon Heights, Falcon Heights, MN ⎯ Senior engineer overseeing geotechnical investigations for street and utility improvements 2021 and 2022. ▪ Metropolitan Council Environmental Services, MN ⎯ Managed over 10 MCES projects for sanitary sewer and interceptor improvements. This work includes both geotechnical investigations and construction materials testing, including pavement reconstruction. Project locations include Minnetrista, Mound, Chanhassen, Wayzata, Orono, Minneapolis, and St. Paul. ▪ TH 169/ 494 Interchange, Bloomington, MN ⎯ Performed three Foundation Analysis and Design Reports (FADR) for retaining walls. Coordinated drilling efforts and performed most of the soils classification for the drilling program. (2010-2011) 204 550 Cleveland Avenue North | Saint Paul, MN 55114 Phone (651) 659-9001 | (800) 972-6364 | Fax (651) 659-1379 | teamAET.com | AA/EEO This document shall not be reproduced, except in full, without written approval from American Engineering Testing, Inc. May 8, 2024 City of Chanhassen 7700 Market Boulevard Chanhassen, MN 55317 Attn: George Bender, PE – Assistant City Engineer gbender@chanhassenmn.gov RE: Quality Assurance Testing Proposal 2024 City Pavement Rehabilitation Project City Project No. 24-01 Chanhassen, Minnesota AET Proposal No. P-0033596 Dear Mr. Bender: Thank you for the opportunity to provide a proposal to perform testing services on the referenced project. This proposal has been prepared in response to your email request on May 7, 2024, and describes our understanding of the project, our anticipated scope of services, our unit rates, and an estimated total fee to perform these services. PROJECT INFORMATION The City of Chanhassen (the City) will be performing a street and utility improvements and reconstruction project during the 2024 construction season. Construction is anticipated to begin May 2024, and be substantially completed by October 2024. The project will include the Chan View, Laredo/Santa Fe, and Stone Creek areas. The project will be funded with municipal funds. Plans and Specifications were prepared by Kimley-Horn and Associates, Inc. We understand the Construction Inspection and Contract Management of the project will be performed by the City. GEOTECHNICAL INFORMATION A geotechnical exploration and analysis was performed for this project by Braun Intertec. The results were presented in their Geotechnical/Pavement Evaluation Report, dated January 31, 2024 (Braun Project No. B2311661). In the report, the site soil profile is generalized as fill underlain by glacial till. Reference should be made to that report for more details regarding site conditions and recommendations. 205 Quality Assurance Testing Proposal 2024 City Pavement Rehabilitation Project, Chanhassen, MN May 8, 2024 AET Proposal No. P-0033596 Page 2 of 5 PROJECT APPROACH During the construction improvements, AET will provide experienced MnDOT certified Engineering Technicians to perform sampling and material testing services in accordance with the project specific testing requirements referenced in the Project Manual. For this project, Ryan Schaefer will be AET’s contact. He can be reached at 651-603-6639 (office). AET requires a minimum of 24 hours’ notice of the need for Services. SCOPE OF SERVICES Based on our review of the available plans, the scope of services requested in the RFP, our anticipated scope of services is outlined below. These services will be provided on an on-call basis coordinated through authorized City field personnel. Soils Sampling and Testing Our estimate of the sampling and testing to be performed on the grading and base items is based on the requirements of the Request for Proposal (RFP). AET will perform MnDOT Relative Density testing (Proctor) as well as in-place density and moisture testing on the following materials: • Utility Trench Backfill • Embankment Fill • Subgrade Preparation The MnDOT Dynamic Cone Penetrometer will be used to test compaction on the Class 5 Aggregate Base sections of the project following the MnDOT Penetration Index procedures in accordance with the Project Manual. AET will perform the sampling of the aggregate base, select granular, and aggregate backfill materials and transport the samples to our St. Paul, Minnesota laboratory. City personnel will update AET on the schedule of material placement, material sources (including changes in source), and changes in quantities. AET will also perform the sampling of the imported topsoil borrow and transport the samples to our Saint Paul, Minnesota laboratory for topsoil borrow testing. 206 Quality Assurance Testing Proposal 2024 City Pavement Rehabilitation Project, Chanhassen, MN May 8, 2024 AET Proposal No. P-0033596 Page 3 of 5 Full Depth Reclamation (FDR) AET will perform dynamic cone penetrometer (DCP) testing and moisture content testing of the full depth reclamation material and gradations in accordance with the RFP. The frequency of these gradations are at the discretion of the Engineer. We assume the City’s Inspector will perform depth checks of the FDR material. Bituminous Pavement Sampling and Testing When placement of the bituminous base and wear layers begins, a MnDOT Certified Technician will make site visits on an on-call basis to observe the placement and rolling of the bituminous layers and to perform testing of the bituminous. The technician will help to establish a rolling pattern each day by observing the number of passes the roller makes over the bituminous, and measuring the density of the bituminous during the rolling to evaluate how many passes are needed to reach the maximum density. AET personnel will pick up companion samples provided by the contractor, during each day of paving, and transport the samples to our St. Paul, Minnesota laboratory. Samples will be tested in our laboratory for MnDOT Gyratory Mix Properties as follows: • Gyratory Density (AASHTO T 312) MnDOT Modified • Rice Specific Gravity (ASTM D2041) • Asphalt Extraction and Aggregate Gradation (ASTM D2172 Method E-11) MnDOT Modified C137 and C117 • Fine Aggregate Angularity (AASHTO T 304, Method A, MnDOT 1206.5) • Coarse Aggregate Angularity, One Face (ASTM D5821) We understand that the City will not require verification core testing. Concrete Sampling and Testing During the placement of concrete, AET will perform field testing consisting of slump, air content, temperature of the plastic concrete, and casting of cylinders for compression testing. The RFP requires field testing for slump, air content, and temperature per every 100 cubic yards of each type of concrete placed each day. Compressive strength cylinders (1 set of 4 cylinders) are required once per every 100 cubic yards of each type of concrete placed each day; the cylinders will be retrieved the following day for curing and testing in our laboratory. 3 cylinders are to be tested at 28 days. The 4th cylinder will be tested at the discretion of the engineer or held in reserve and broken at 56 days if the average of the 28-day cylinders do not meet the required strength. 207 Quality Assurance Testing Proposal 2024 City Pavement Rehabilitation Project, Chanhassen, MN May 8, 2024 AET Proposal No. P-0033596 Page 4 of 5 REPORTING AET staff will prepare reports for the City to review. These reports will include the results of our field and laboratory testing as performed per the testing frequencies referenced in the project documents. Daily field reports will also be prepared and made available. Once the project is complete, AET will provide a final project report summarizing all testing completed on the project. ESTIMATED FEES Our services will be provided on a unit cost basis according to the unit rates provided in the attached Materials Testing Estimate. Our invoices will be determined by multiplying the number of personnel hours or tests by their respective unit rates. The rates are from the annual fee schedule for 2024 projects. Our services will be provided on a unit cost basis according to the unit rates provided in the attached Fee Schedule tabulation. Our monthly invoices will be determined by multiplying the number of personnel hours or tests by their respective unit rates. We have also estimated a total cost which we anticipate will be required to complete the previously described observations and testing services. This estimated total cost is based on our experience with similar projects and the testing requested in the RFP. Our estimated total cost is $77,372.00. We refer you to the attached Fee Schedule for an itemization of how we arrived at this estimated cost. We caution that this is only an estimated cost. Often, variations in the overall cost of the services occur due to reasons beyond our control, such as weather delays, changes in the contractor’s schedule, unforeseen conditions, or retesting. These variations will affect the actual invoice totals, either increasing or decreasing our total costs for the project from those estimated in this proposal. If more time or tests are required, additional fees may be needed to complete the project testing services. If less time or tests are needed, a cost savings will be realized. We will not, however, exceed the estimated total cost for the project without first obtaining your authorization. TERMS AND CONDITIONS Our services will be provided subject to a signed Professional Services Subconsultant Agreement between the City of Chanhassen and American Engineering Testing, Inc. ACCEPTANCE The City will provide AET with formal authorization prior to the commencement of AET’s services, which are outlined in this proposal. 208 Quality Assurance Testing Proposal 2024 City Pavement Rehabilitation Project, Chanhassen, MN May 8, 2024 AET Proposal No. P-0033596 Page 5 of 5 GENERAL REMARKS AET appreciates the opportunity to provide this service for you and looks forward to working with you on this project. If you have any questions or need additional information, please contact me. Sincerely, American Engineering Testing Ryan S. Schaefer Justin L. Staker, PE (MN) Geologist I/Project Manager Senior Engineer rschaefer@teamAET.com jstaker@teamAET.com 651-603-6639 651-523-1265 Attachments: Materials Testing Estimate 209 ϭϬ Ψͺͺͺͺͺͺͺͺͺͺͺͺͺͺ Ψͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺ ΎŝŶĚŝĐĂƚĞƐĂƐĞƚŽĨϰĐǇůŝŶĚĞƌƐ ϯϱ Ψͺͺͺͺͺͺͺͺͺͺͺͺͺͺ Ψͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺ ϭϰ ǀĂůƵĂƚŝŽŶ͕ZĞƉŽƌƚŝŶŐ͕ΘŶĂůǇƐŝƐŽĐƵŵĞŶƚĂƚŝŽŶ >^ ϭ Ψͺͺͺͺͺͺͺͺͺͺͺͺͺͺ Ψͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺ ϵ WdĞƐƚƐĨŽƌŐŐƌĞŐĂƚĞĂƐĞ;ůĂƐƐϱͿ Ψͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺ ϭϬ ŽŶĐƌĞƚĞdĞƐƚŝŶŐΘĂƐƚŝŶŐ&ŝĞůĚͲƵƌĞĚǇůŝŶĚĞƌƐ ;ŽŵƉƌĞƐƐŝǀĞ^ƚƌĞŶŐƚŚ͕ƵƌŝŶŐ͕Θ,ĂŶĚůŝŶŐͿ ϭϯ ZŽůůWĂƚƚĞƌŶdĞƐƚŝŶŐ,ŽƵƌƐ ,Z ϯϬ Ψͺͺͺͺͺͺͺͺͺͺͺͺͺͺ Ψͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺ ŝƚƵŵŝŶŽƵƐsĞƌŝĨŝĐĂƚŝŽŶ^ĂŵƉůĞWŝĐŬƵƉĂŶĚdĞƐƚŝŶŐ,ŽƵƌƐ Ϯ ŽŵƉĂĐƚŝŽŶdĞƐƚŝŶŐŽŶ^ŽŝůƐ;EƵĐůĞĂƌĞŶƐŝƚǇdĞƐƚͿ ϭϬϬ Ψͺͺͺͺͺͺͺͺͺͺͺͺͺͺ Ψͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺ ϭ Ψϯ͕ϱϬϬ Ψϯ͕ϱϬϬ ϭ WƌŽũĞĐƚĚŵŝŶŝƐƚƌĂƚŝŽŶ ,Z ϰϱ Ψͺͺͺͺͺͺͺͺͺͺͺͺͺͺ Ψͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺ ϮϬ Ψͺͺͺͺͺͺͺͺͺͺͺͺͺͺ Ψͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺ ϭϯ ZŽůůWĂƚƚĞƌŶdĞƐƚŝŶŐdƌŝƉŚĂƌŐĞ ϭϱ Ψͺͺͺͺͺͺͺͺͺͺͺͺͺͺ WƌŽũĞĐƚDĂŶĂŐĞŵĞŶƚΘKǀĞƌƐŝŐŚƚ ,Z ϮϬ Ψͺͺͺͺͺͺͺͺͺͺͺͺͺͺ Ψͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺ /dDEK͘ /dD hE/d^ YhEd/dz hE/dWZ/ dKd>WZ/ Ψͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺ ϭϱ 'ĞŽƚĞĐŚŶŝĐĂůĂŶĚWĂǀĞŵĞŶƚǀĂůƵĂƚŝŽŶůůŽǁĂŶĐĞ ůůŽǁĂŶĐĞ ϭ ϴ 'ƌĂĚĂƚŝŽŶ^ĂŵƉůĞĂŶĚdĞƐƚŝŶŐ ϭϲ Ψͺͺͺͺͺͺͺͺͺͺͺͺͺͺ Ψͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺ ϭϮ ΨͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺϭϬ ŽŶĐƌĞƚĞdĞƐƚŝŶŐĂŶĚǇůŝŶĚĞƌWŝĐŬƵƉdƌŝƉŚĂƌŐĞ ϮϬ Ψͺͺͺͺͺͺͺͺͺͺͺͺͺͺ ,Z ϮϬ Ψͺͺͺͺͺͺͺͺͺͺͺͺͺͺ Ψͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺ ϭϮ ŝƚƵŵŝŶŽƵƐsĞƌŝĨŝĐĂƚŝŽŶ^ĂŵƉůĞWŝĐŬƵƉdƌŝƉŚĂƌŐĞ ϰ ^ŽŝůƐΘ'ƌĂŶƵůĂƌDĂƚĞƌŝĂůƐdĞƐƚŝŶŐdƌŝƉŚĂƌŐĞ ϱϬ Ψͺͺͺͺͺͺͺͺͺͺͺͺͺͺ Ψͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺ ϭϱ Ψͺͺͺͺͺͺͺͺͺͺͺͺͺͺ Ψͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺ ϭϬ ŽŶĐƌĞƚĞdĞƐƚŝŶŐΘĂƐƚŝŶŐǇůŝŶĚĞƌ^ĞƚƐ;ŽŵƉƌĞƐƐŝǀĞ ^ƚƌĞŶŐƚŚ͕ƵƌŝŶŐ͕Θ,ĂŶĚůŝŶŐͿ Ύ ϯϱ Ψͺͺͺͺͺͺͺͺͺͺͺͺͺͺ Ψͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺ ϭϭ ŽŶĐƌĞƚĞdĞƐƚŝŶŐ,ŽƵƌƐ ,Z Ϯϱ Ψͺͺͺͺͺͺͺͺͺͺͺͺͺͺ Ψͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺ ϭϭ ǇůŝŶĚĞƌWŝĐŬhƉ,ŽƵƌƐ ,Z Ψͺͺͺͺͺͺͺͺͺͺͺͺͺͺ Ψͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺ ϲ WƌŽĐƚŽƌ^ĂŵƉůĞΘdĞƐƚŝŶŐ;ŝŶĐůƵĚŝŶŐDŽŝƐƚƵƌĞŽŶƚĞŶƚͿ ϭϱ Ψͺͺͺͺͺͺͺͺͺͺͺͺͺͺ Ψͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺ ϳ dŽƉƐŽŝůŽƌƌŽǁ^ĂŵƉůĞΘdĞƐƚŝŶŐ Ϯ Ψͺͺͺͺͺͺͺͺͺͺͺͺͺͺ dKd> ϯ ŽŵƉĂĐƚŝŽŶdĞƐƚŝŶŐŽŶ'ƌĂŶƵůĂƌDĂƚĞƌŝĂůƐ;EƵĐůĞĂƌ ĞŶƐŝƚǇdĞƐƚͿ ϭϬ Ψͺͺͺͺͺͺͺͺͺͺͺͺͺͺ Ψͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺ Ψͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺ ϭϮ DŶKd'ǇƌĂƚŽƌǇŝƚƵŵŝŶŽƵƐDŝǆWƌŽƉĞƌƚŝĞƐsĞƌŝĨŝĐĂƚŝŽŶ dĞƐƚŝŶŐΘZŝĐĞdĞƐƚŝŶŐ ϭϬ Ψͺͺͺͺͺͺͺͺͺͺͺͺͺͺ Ψͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺ ϱ ^ŽŝůƐΘ'ƌĂŶƵůĂƌDĂƚĞƌŝĂůƐdĞƐƚŝŶŐ,ŽƵƌƐ ,Z ϭϬϬ 190.00 3,800.00 85.00 3,825.00 42.00 4,200.00 42.00 420.00 180.00 9,000.00 115.00 11,500.00 184.00 2,760.00 341.00 682.00 135.00 2,160.00 63.00 2,205.00 168.00 5,880.00 180.00 3,600.00 42.00 840.00 115.00 2,875.00 115.00 1,725.00 625.00 6,250.00 115.00 2,300.00 180.00 1,800.00 115.00 3,450.00 180.00 2,700.00 1,900.00 1,900.00 77,372.00 210 City Council Item May 20, 2024 Item Resolution 2024-XX Approve Issuance of CIP Bonds and Adopt Capital Improvement Plan File No.Item No: F.1 Agenda Section PUBLIC HEARINGS Prepared By Kelly Grinnell, Finance Director Reviewed By Laurie Hokkanen SUGGESTED ACTION "The Chanhassen City Council approves the Resolution Giving Preliminary Approval to the Issuance of General Obligation Capital Improvement Plan Bonds in an Amount Not to Exceed $34,250,000 and Adopting the City of Chanhassen, Minnesota, Capital Improvement Plan for the Years 2024 Through 2028." Motion Type Simple Majority Vote of members present Strategic Priority Financial Sustainability SUMMARY The city is planning for the construction of a Civic Campus to include the construction of a new City Hall, Council Chambers, and Senior Center; the demolition of the existing City Hall, Council Chambers, and Senior Center; and the construction of a variety of park amenities. The city has received bids for the project and is finalizing acceptance of those bids and determining if any portions of the project will be rebid. Staff and the City's Financial Consultant, Ehlers & Associates, reviewed funding options for the Civic Campus and the city initiated the Capital Improvement Plan Bonding process as defined under Minnesota Statutes Section 475.521 (the CIP Act). To issue bonds under the CIP Act, the city must notice and hold a public hearing to obtain public comment on the adoption of a 5-year Capital Improvement Plan (CIP) designating the projects to be funded by the issuance of the bonds. This public 211 hearing will be held during tonight's (May 20, 2024) meeting. Notice of tonight's public hearing was published in the Sun Sailor on May 2, 2024. The city's intention is to issue General Obligation (GO) Capital Improvement Plan Bonds in an amount not to exceed $34,250,000. This amount is consistent with the project budget for the Civic Campus. The proposed uses of the bond funds include $33,000,000 for construction, and approximately $825,000 for capitalized interest and $425,000 for issuance costs. Nick Anhut, from Ehlers, will review the proposed CIP and funding during the meeting. The city's bond counsel has prepared the attached Resolution giving preliminary approval to issue GO Capital Improvement Plan Bonds and adopt the CIP Plan for the project. Upon completion of the public hearing, the issuance of bonds is subject to a 30-day window where a petition signed by voters equal to at least 5% of the votes cast in the last general election can require approval of voters at a referendum. The attached calendar shows other important dates for the bonding process. BACKGROUND DISCUSSION BUDGET RECOMMENDATION Staff recommends the City Council adopt the Resolution Giving Preliminary Approval to the Issuance of General Obligation Capital Improvement Plan Bonds in an Amount Not to Exceed $34,250,000 and Adopting the City of Chanhassen, Minnesota, Capital Improvement Plan for the Years 2024 Through 2028. ATTACHMENTS Chanhassen Resolution to Approve Issuance of CIP Bonds and Adopt Capital Improvement Plan CIP Bonds Chanhassen 2024 Public Hearing Calendar of Events - 2024 GO CIP Bonds 212 132368403v2 EXTRACT OF MINUTES OF A MEETING OF THE CITY COUNCIL OF THE CITY OF CHANHASSEN, MINNESOTA HELD: May 20, 2024 Pursuant to due call and notice thereof, a regular or special meeting of the City Council of the City of Chanhassen, Carver and Hennepin Counties, Minnesota, was held at the City Hall in Chanhassen, Minnesota on May 20, 2024, at 7:00 P.M. for the purpose, in part, of giving preliminary approval to the issuance of general obligation capital improvement plan bonds and adopting the capital improvement plan. The following members were present: and the following were absent: Member _____________ introduced the following resolution and moved its adoption: RESOLUTION NO. _____________ RESOLUTION GIVING PRELIMINARY APPROVAL TO THE ISSUANCE OF GENERAL OBLIGATION CAPITAL IMPROVEMENT PLAN BONDS IN AN AMOUNT NOT TO EXCEED $34,250,000 AND ADOPTING THE CITY OF CHANHASSEN, MINNESOTA, CAPITAL IMPROVEMENT PLAN FOR THE YEARS 2024 THROUGH 2028 A.WHEREAS, the City Council of the City of Chanhassen, Minnesota (the "City") proposes to issue its general obligation capital improvement plan bonds, in one or more series, (the "Bonds") and adopt the City of Chanhassen, Minnesota, Capital Improvement Plan for the years 2024 through 2028 (the "Plan"); and B.WHEREAS, the City has caused notice of the public hearing on the intention to issue the Bonds and on the proposed adoption of the Plan to be published pursuant to and in accordance with Minnesota Statutes, Section 475.521; and C.WHEREAS, a public hearing on the intention to issue the Bonds and on the proposed Plan has been held on this date, following published notice of the public hearing as required by law; and D.WHEREAS, in approving the Plan, the City Council considered for each project and for the overall Plan: 1.The condition of the City's existing infrastructure, including the projected need for repair and replacement; 2.The likely demand for the improvement; 3.The estimated cost of the improvement; 4.The available public resources; 5.The level of overlapping debt in the City; 6.The relative benefits and costs of alternative uses of the funds; 213 132368403v2 2 7.Operating costs of the proposed improvements; and 8.Alternatives for providing services more efficiently through shared facilities with other local governmental units; and E.WHEREAS, the City Council has determined that the issuance of general obligation capital improvement plan bonds in the aggregate principal amount of up to $34,250,000 is the best way to finance the capital improvements identified in the Plan. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Chanhassen, Minnesota that the City hereby adopts the Plan and authorizes the issuance of up to $34,250,000 aggregate principal amount of general obligation capital improvement plan bonds. The motion for the adoption of the foregoing resolution was duly seconded by member ____________ and, after full discussion thereof and upon a vote being taken thereon, the following voted in favor thereof: and the following voted against the same: Whereupon the resolution was declared duly passed and adopted. [Bonds must be approved by at least a three-fifths vote of the membership.] [Issuance of Bonds is subject to a 30-day reverse referendum after the public hearing.] 214 132368403v2 3 STATE OF MINNESOTA COUNTIES OF CARVER AND HENNEPIN CITY OF CHANHASSEN I, the undersigned, being duly qualified and acting City Manager of the City of Chanhassen, Minnesota, do hereby certify that I have carefully compared the attached and foregoing extract of minutes with the original minutes of a meeting of the City Council, duly called and held on the date therein indicated, which are on file and of record in my office, and the same is a full, true and complete transcript therefrom insofar as the same relates to a resolution giving preliminary approval to the issuance of the City's general obligation capital improvement plan bonds and adopting the City's capital improvement plan therefor. WITNESS my hand on May 20, 2024. _______________________________________ City Manager 215 216 217 218 219 220 221 Carver County 233,454,753 28.945%13,539,000 3,918,917 Hennepin County 2,859,451,218 0.053%1,071,970,000 572,634 I.S.D. 112 136,782,116 34.368%130,295,000 44,780,155 I.S.D. 272 154,598,368 0.988%102,535,000 1,013,081 I.S.D. 276 128,159,405 16.046%119,195,000 19,126,286 Three Rivers Parks 2,052,772,775 0.074%51,405,000 38,251 Metropolitan Council 6,313,906,529 1.094%191,435,000 2,095,140 71,544,464 City's Total Share of Overlapping Debt 222 223 Assessor's Estimated Market Value 6,189,048,100 Multiply by 3.0%0.03 Statutory Debt Limit 185,671,443 Less: Existing Debt Subject to the Limit (2,620,000) Less: Maximum Proposed CIP Bond Issue (34,250,000) Unused Debt Service Limit 148,801,443 224 Assessor's Estimated Market Value 6,189,048,100 Multiply by 0.16%0.0016 CIP Act Debt Service Limit 9,902,477 Less: Existing Debt Service Subject to the Limit (474,300) Less: Maximum Proposed CIP Bond Issue (2,286,295) Unused Debt Service Limit 7,141,882 225 2024 Civic Campus Phase I $ 24,250,000 2025 Civic Campus Phase II $ 10,000,000 2026 None Anticipated -$ 2027 None Anticipated -$ 2028 None Anticipated -$ TOTAL 34,250,000$ 2024 $ 2025 $ 24,250,000 10,000,000 2026 -$ 2027 -$ 2028 -$ TOTAL 34,250,000$ 226 City of Chanhassen, Minnesota $34,250,000 General Obligation Bonds Assumes Current Market Non-BQ "AAA" Rates plus 50bps as of 5/3/2024 Repayment structure wrapped around debt levy for 2016A Bonds Estimated Sources & Uses Sources Of Funds Par Amount of Bonds $34,250,000.00 Total Sources $34,250,000.00 Uses Of Funds Underwriter's Discount Allowance (0.80%)274,000.00 Estimated Costs of Issuance 133,000.00 Deposit to Capitalized Interest Fund (CIF)704,183.10 Deposit to Project Construction Fund 33,138,816.90 Total Uses $34,250,000.00 227 Estimated Debt Service Schedule and Levy Calculation Date Principal Coupon Interest Total New P+I 02/01/2025 --704,183.10 704,183.10 (704,183.10)436,200.00 436,200.00 458,010.00 02/01/2026 --1,500,035.00 1,500,035.00 -464,200.00 1,964,235.00 2,062,446.75 02/01/2027 320,000.00 3.900%1,500,035.00 1,820,035.00 -465,800.00 2,285,835.00 2,400,126.75 02/01/2028 330,000.00 3.700%1,487,555.00 1,817,555.00 -467,200.00 2,284,755.00 2,398,992.75 02/01/2029 335,000.00 3.600%1,475,345.00 1,810,345.00 -473,400.00 2,283,745.00 2,397,932.25 02/01/2030 345,000.00 3.550%1,463,285.00 1,808,285.00 -474,300.00 2,282,585.00 2,396,714.25 02/01/2031 835,000.00 3.550%1,451,037.50 2,286,037.50 --2,286,037.50 2,400,339.38 02/01/2032 860,000.00 3.500%1,421,395.00 2,281,395.00 --2,281,395.00 2,395,464.75 02/01/2033 895,000.00 3.600%1,391,295.00 2,286,295.00 --2,286,295.00 2,400,609.75 02/01/2034 925,000.00 3.650%1,359,075.00 2,284,075.00 --2,284,075.00 2,398,278.75 02/01/2035 960,000.00 3.700%1,325,312.50 2,285,312.50 --2,285,312.50 2,399,578.13 02/01/2036 995,000.00 3.900%1,289,792.50 2,284,792.50 --2,284,792.50 2,399,032.13 02/01/2037 1,035,000.00 3.950%1,250,987.50 2,285,987.50 --2,285,987.50 2,400,286.88 02/01/2038 1,075,000.00 4.100%1,210,105.00 2,285,105.00 --2,285,105.00 2,399,360.25 02/01/2039 1,115,000.00 4.150%1,166,030.00 2,281,030.00 --2,281,030.00 2,395,081.50 02/01/2040 1,165,000.00 4.250%1,119,757.50 2,284,757.50 --2,284,757.50 2,398,995.38 02/01/2041 1,215,000.00 4.350%1,070,245.00 2,285,245.00 --2,285,245.00 2,399,507.25 02/01/2042 1,265,000.00 4.450%1,017,392.50 2,282,392.50 --2,282,392.50 2,396,512.13 02/01/2043 1,320,000.00 4.500%961,100.00 2,281,100.00 --2,281,100.00 2,395,155.00 02/01/2044 1,380,000.00 4.550%901,700.00 2,281,700.00 --2,281,700.00 2,395,785.00 02/01/2045 1,445,000.00 4.600%838,910.00 2,283,910.00 --2,283,910.00 2,398,105.50 02/01/2046 1,510,000.00 4.600%772,440.00 2,282,440.00 --2,282,440.00 2,396,562.00 02/01/2047 1,580,000.00 4.650%702,980.00 2,282,980.00 --2,282,980.00 2,397,129.00 02/01/2048 1,655,000.00 4.650%629,510.00 2,284,510.00 --2,284,510.00 2,398,735.50 02/01/2049 1,730,000.00 4.700%552,552.50 2,282,552.50 --2,282,552.50 2,396,680.13 02/01/2050 1,815,000.00 4.700%471,242.50 2,286,242.50 --2,286,242.50 2,400,554.63 02/01/2051 1,900,000.00 4.700%385,937.50 2,285,937.50 --2,285,937.50 2,400,234.38 02/01/2052 1,985,000.00 4.750%296,637.50 2,281,637.50 --2,281,637.50 2,395,719.38 02/01/2053 2,080,000.00 4.750%202,350.00 2,282,350.00 --2,282,350.00 2,396,467.50 02/01/2054 2,180,000.00 4.750%103,550.00 2,283,550.00 --2,283,550.00 2,397,727.50 Total $34,250,000.00 -$30,021,773.10 $64,271,773.10 (704,183.10)$2,781,100.00 $66,348,690.00 $69,666,124.50 Significant Dates Dated 8/12/2024 First Coupon Date 2/01/2025 Yield Statistics Bond Year Dollars $663,023.47 Average Life 19.358 Years Average Coupon 4.5280106% Net Interest Cost (NIC)4.5693364% True Interest Cost (TIC)4.5557046% Bond Yield for Arbitrage Purposes 4.4908158% All Inclusive Cost (AIC)4.5874753% Capitalized Interest 2016A Debt Service Net Total CIP Bonds D/S 105% Levy Calculation 228 Schedule of Events for 2024 Bonding General Obligation CIP Bonds Date Item Scheduled City Council Meetings highlighted yellow 2/29/2024 Bid Package #1 Opening 3/11/2024 Award Bid Package #1 3/25/2024 Advertisement for Bid Package #2 4/23/2024 Bid Package #2 Opening 4/18/2024 Identify preliminary financing amount and repayment structure for CIP Bonds for purposes of the public hearing notice 4/22/2024 City Council calls for public hearing on adoption of 5-year Capital Improvement Plan and bond issuance 4/23/2024 Draft Public Hearing notice submitted to NEWSPAPER for May 2, 2024 publication (publication at least 14 but no more than 28 days prior to public hearing) 5/13/2024 Draft CIP Bonds public hearing document and Resolution submitted for City Council agenda packets 5/20/2024 Council approves Bid Package #2 for Project 5/20/2024 CIP Public Hearing; council to consider a resolution adopting the 5-year CIP and providing preliminary authorization to issue CIP bonds 5/21/2024 2024 Bonds General Certificate information request submitted to City staff 6/3/2024 Project costs confirmed with City staff and finance plan finalized (bonding amounts not to exceed City Council's preliminary authorization) 6/13/2024 Draft Preliminary Official Statement (POS) circulated to City staff and Bond Counsel for internal review 6/20/2024 30-day petition period closes By 6/28/2024 Rating call to discuss 2024 Bonds and updated credit analysis; Due Diligence call to review 2024 Bonds offering documents 7/8/2024 2024 Bonds offering documents distributed to the marketplace 7/15/2024 Draft Bond Award Resolution provided to City staff from Bond Counsel for inclusion in City Council agenda packets 7/22/2024 2024 Bonds - bids received and presented to Council for formal adoption of revised Bond Award Resolution 8/12/2024 2024 Bonds closing; funds wired to City account(s) for project 229 City Council Item May 20, 2024 Item Award Bid Package #2 for the Civic Campus Project File No.Item No: G.1 Agenda Section GENERAL BUSINESS Prepared By Charlie Howley, Director of Public Works/City Engineer Reviewed By Laurie Hokkanen SUGGESTED ACTION "The Chanhassen City Council awards contracts for the work scopes outlined in the Bid Award letter prepared by Kraus-Anderson, dated May 15, 2024. The City Council also approves amendment #2 to the contract for construction manager services with Kraus-Anderson." Motion Type Simple Majority Vote of members present Strategic Priority Asset Management SUMMARY A bid opening for bid package #2 was held on April 25, 2024. There was high participation, with 126 bids received. Pending award, construction is scheduled to begin on June 3, 2024. A groundbreaking is scheduled for Thursday, May 30 at noon. BACKGROUND In 2021-2022, a comprehensive Facility Study was completed by Snow Kreilich Architects and Kraus Anderson. The study provided an assessment of the current City Hall facility as well as other municipal buildings throughout the community. The Facility Study also provided an assessment on the overall condition of the building and projected needs. In particular, the study helped the City Council understand the costs of refurbishing or replacing City Hall. City Hall was built in 1981, with significant projects in 1988, 1996, and 2004. 230 The current City Hall has a Facility Condition Index of 0.32620, which is critical according to this industry standard of measurement. The building is in need of new furnaces, fixes to the ventilation system to control internal humidity, new windows and skylights, a roof replacement, water heaters and water main, elevator repairs, and more. It also needs interior construction such as updated restrooms, flooring, and casework. The total cost to complete these projects, to make the building more efficient for staff, and user-friendly for the public was estimated at $16-18 million. The cost of a new City Hall facility was projected to be $20-24 million. Building a new City Hall allows the project to not only impact City Hall and Senior Center users, but to create a new community focal point. The new amenities on the Civic Campus will provide entertainment and recreation options for all ages, create vibrancy in the downtown, and encourage additional private investment in downtown Chanhassen. The planning process included numerous conversations and open houses with residents, the City Council, Boards and Commissions, and city staff. For additional historical project information, click here. DISCUSSION While construction of the Civic Campus is underway, many Senior Center activities will move to the Rec Center. With patron safety and parking constraints in mind, Senior Center classes, programs, and weekly and monthly groups will shift to the Chanhassen Recreation Center. This is a temporary shift in service until construction of the civic campus is complete and the new Senior Center space is ready for operation. There are a few groups and activities that will still operate out of the current Senior Center. Please check in with Mary Blazanin, Senior Center Coordinator ((952) 227-1124; mblazanin@chanhassenmn.gov), for details. Woodcarving – Wednesdays, 9:00 a.m. - 12:00 p.m. Meals on Wheels pickup and drop-off – 9:00 a.m. - 1:30 p.m. Individual Trellis Insurance Counseling – 2nd Thursday each month on an appointment-only basis Puzzle/Book Exchange – open shelf BUDGET The total project budget is $35,458,000. A detailed spreadsheets of revenues and costs is attached. An additional $250,000 in revenue from interest earnings has been added to the project in order to include the heated sidewalk system between City Hall/Senior Center and the Library. Work Scope 32-F: Irrigation & Landscape will be rebid at a later date. At each stage of the project, value management to stay within the project budget has occurred. The following value management occurred after the opening of bid package 2: Updated playground and splash pads estimate to reflect current state contract pricing ($75,000 savings) 231 Adjusted skate park construction plans to have city supply some labor and reuse some elements in good condition ($100,000 savings) Made changes to light fixtures ($100,000) Removed "wood look" acoustic tiles in training and replaced with white tiles ($34,0000 savings) Changed metal panels ($100,000 savings) Removed Clean Agent system in IT closet ($50,000 savings) Made changes to the AV plans for City Hall offices and conference rooms (approximately $140,000 savings) The project maintains a contingency of $1,400,000. RECOMMENDATION Staff recommends awarding the contracts as outlined in the bid award letter and the contract amendment with KA. ATTACHMENTS 14 Chanhassen Civic Campus Budget Summary 05.14.24 Chanhassen Civic Campus VM 051424 CCC Award Letter BP 2 City of Chanhassen Civic Campus - AMENDMENT No. 2 232 Civic Campus City of Chanhassen 5/14/2024 Civic Campus Description Design Development Estimate Update Construction Budget Current Overall Budget Update Date 05/14/24 05/14/24 09/26/44 PROJECT REVENUE / FUNDING X DO NOT MODIFY Mark w/ "X" to specify which update carries forward Bonds $33,000,000.00 $33,000,000.00 $33,000,000.00 $35M less $2M for Bond Issuance Revenue from Sale of Generator $10,000.00 $10,000.00 $10,000.00 TBD Alternative Revenue $0.00 $0.00 $0.00 TBD Cable TV Revenue Source $140,000.00 $140,000.00 $140,000.00 Hard plug revenue sources and amount Interest Earnings on Bonds $700,000.00 $950,000.00 $950,000.00 Conservative Estimate. Increased the costs of snowmelt Tax Savings $800,000.00 $800,000.00 $800,000.00 Owner Estimated at $800K with Finance Park Dedication Funds $300,000.00 $300,000.00 $300,000.00 Park Stage Structure (Added after Concept) PMP Fund $225,000.00 $225,000.00 $225,000.00 Offsite Infra-Structure Improvements Rebates $33,000.00 $33,000.00 $33,000.00 Potential Xcel or Other Rebates (Wildan) Bundle 1 TOTAL PROJECT REVENUE $35,208,000.00 $35,458,000.00 $35,458,000.00 Project Revenue Proportions 99% 100% 100% Estimate Update / Current Overall Budget PROJECT AREA BREAKDOWN New City Hall 38,685 38,685 38,685 See DD Drawings New Park Pavillion & Band Shell 2,260 2,260 2,260 See DD Drawings Total GSF 40,945 40,945 40,945 Formula Site Area (Acres)6.25 6.25 6 CONSTRUCTION COSTS Bid Package 1 (Actual)$305,000 $5,805,252 $5,805,252 Bid Pack #1 Bid Package 2 (Actual)$22,267,559 $22,267,559 Bid Pack #2 includes Brick in lieu of Stone Alternates $250,500 #2 Snowmelt Site $5,743,154 $0 New Construction- City Hall $19,194,731 $0 see above New Construction- City Hall UG Parking $2,175,472 $0 see above New Construction- Park Pavillion $2,042,142 $0 Includes "living room" canopy at $295,270.00 - in above Splash Pad (State Contract)$344,797 $214,797 $214,797 Includes plumbing inside splash pad, custom leaf feature, and trellis Playground Area (State Contract) $622,837 $622,837 $622,837 Skate Park (State Contract)$130,000 $130,000 $130,000 Ice Rink (State Contract)$50,000 $50,000 $50,000 $0 Post Bid Value Management $0 ($797,000)Estimate Value Management ($2,537,935)$0 Priority 1 & 4's Value Management ($274,992)$0 Priority 2's Design Contingency $694,880 $0 Approx. 2.5% Escalation $712,252 $0 2.5% (Mix is due to staggered construction 2024-2025) Total Bid Day $29,202,338 $28,543,945 $28,543,945 Formula Contingency Construction Contingency $1,460,117 $1,400,000 $1,400,000 Hard plugged to $1,400,000 based on BP 2 Pending Changer Orders $0 PCO Log Totals Executed Change Orders $0 Executed Change Orders General Conditions $400,000 $400,000 Estimated at 20 Months CONSTRUCTION COSTS SUB TOTAL $31,062,455 $30,343,945 $30,343,945 Construction Cost / GSF $758.64 $741.09 #DIV/0! Construction Costs Sub Total / Total GSF Percent Construction Cost 86% 85% #DIV/0! Construction Costs Sub Total / Total Project Cost SOFT COSTS Design Fees and Reimbursable A/E Fee - BKV Group $1,895,000 $1,895,000 $1,895,000 Per Charlie 08.14.23 (6.85%) General Planning/Landscape - HKGi $368,000 $368,000 $368,000 Per Charlie 08.14.23 A/E Reimbursable $30,000 $30,000 $30,000 Per Charlie 08.14.23 Other Consultant Fees $0 TBD Construction Management $1,459,600 $1,538,975 $1,538,975 Permits, Plan Reviews & Fees Building Permit & Plan Review $0 $0 $0 Will Not Charge Itself for This Plumbing Plan Review & Plumbing Permit $5,000 $5,000 $5,000 DOLI Charges Dept. of Health (DOH) - Food Service Plan $3,000 $3,000 $3,000 Hold- Need to determine extent. Dept. of Health (DOH) - Water Main $1,500 $1,500 $1,500 Estimate City Project Review & Inspection Fee $0 $0 $0 Will Not Charge Itself for This State Surcharge $5,000 $5,000 $5,000 Metropolitan Council SAC $37,700 $37,700 $37,700 Met Council Calculator Founds Online WREC / WAC $0 $0 $0 Will Not Charge Itself for This SREC / SAC $0 $0 $0 Will Not Charge Itself for This Trunk Utilities (Storm, Sanitary, Water) $0 $0 $0 Does Not Apply Off Site Improvements $0 $0 $0 Removed $250K. See Site Infrastructure Improvements Park Dedication Fee $0 $0 $0 Will Not Charge Itself for This City/County Road Special Assessment $0 $0 $0 None Anticipated Sign Permits $0 $0 $0 Will Not Charge Itself for This Utilities - Connections Power $15,000 $15,000 $15,000 Xcel Gas $15,000 $15,000 $15,000 Centerpoint Fiber $10,000 $10,000 $10,000 CarverLink Metronet- Confirmed Through Rick Phone $0 $0 $0 Charlie to Confirm Pre-Construction Surveys & Studies Site Survey $17,000 $17,000 $17,000 Budget per Charlie 08.14.23 Geotechnical Survey - Soil Borings $40,000 $40,000 $40,000 Proposals due 08.25.23 Environmental Study (EAW Ph1/Ph2) $0 $0 $0 None Anticipated Wetland Delineation, Watershed, MPCA $0 $0 $0 Part of Design / Verify w/ Architect Traffic & Parking Study $0 $0 $0 Not Required per Charlie 08.14.23 Hazardous Material Survey $5,000 $5,000 $5,000 Field Environmental PO $4,900 Testing & Inspections Construction Surveying $5,000 $5,000 $5,000 See email from Charlie 11.28.23- No private locating Construction Testing & Inspections $140,000 $132,148 $132,148 Braun Proposal dated 4.11.24 HVAC - Testing & Balancing $0 $0 $0 In Estimates HVAC - Commissioning $50,000 $50,000 $50,000 Estimate- Includes both buildings Bidding, Legal, Finance & Misc. Bid Advertisement, Printing, Plan Distribution $1,500 $1,500 $1,500 Verify w/ Owner Bond Issuance Fees $0 $0 $0 Verify w/ Owner Legal Fee Allowance $0 $0 $0 Not anticipated to be charged to project. Salary Chargeback $0 $0 $0 Not Required Builders Risk Insurance $30,000 $30,000 $30,000 Charlie to confirm with Laurie/League Land Purchase $0 $0 $0 Not Required Land Acquisition Expenses $0 $0 $0 Not Required City Purchase Orders Final Cleaning $0 $0 $0 In Bidding Abatement $50,000 $50,000 $50,000 TBD Based on Haz. Material Survey Moving, Storage, Transition $20,000 $20,000 $20,000 State Contract Signage $0 $0 $0 Monument and Building Signage in Bidding Misc. Owner Expenditure $0 Verify w/ Owner Playground $0 $0 $0 In Construction Soft Cost Contingency $175,000 $125,000 $125,000 Reduced to $125,000.00 based on 5/7 OAC Meeting FF&E Expenses FFE City Hall $650,000 $650,000 $650,000 Estimate (BKV/KA) FFE Parks Building $50,000 $50,000 $50,000 Estimate (BKV/KA) Specialty Equipment (i.e.. Microwaves, Fridges/Kiosks) $75,000 $75,000 $75,000 Estimate Equipment Allowance $20,000 $20,000 $20,000 Estimate Technology Allowance $0 $0 $0 WAPS/Network Switches- BKV to Check with True-North on Budget Cameras/Security/Card Access $0 $0 $0 At DD moved to construction documents - BKV and HKGi to confirm SOFT COSTS SUB-TOTAL $5,173,300 $5,194,823 $5,194,823 Soft Costs / SF $126.35 $126.87 #DIV/0! Percent Soft Costs 14% 15% #DIV/0! TOTAL PROJECT COSTS $36,235,755 $35,538,768 $35,538,768 Constr. Cost + Soft Costs Project Cost / GSF $884.99 $867.96 #DIV/0! Total Project Cost / Total GSF VARIANCE (OVER) / UNDER ($1,027,755) ($80,768) ($80,768)Total Project Revenue / Total Project Costs Civic Campus 233 Description Qty Unit Unit Cost Total Remarks Priority or Option Playground Updated Quote 1 LS $50,000.00 $50,000.00 1 Updated Splash Pad Quote 1 LS $25,000.00 $25,000.00 Possible complete removal 1 Adjusted Skate Park Scope 1 LS $100,000.00 $100,000.00 Budget: $30,000 for by owner 1 Light Fixture Manufacturer Changes (Site) 1 LS $50,000.00 $50,000.00 Split 1 Light Fixture Manufacturer Changes (Building) 1 LS $50,000.00 $50,000.00 Split 1 Remove Fire Suppression in Pavilion Building 1 LS $20,000.00 $20,000.00 1 Remove Clean Agent System in IT Closet 1 LS $50,000.00 $50,000.00 Go to wet system 1 Mechanical Adjustments 1 LS $10,000.00 $10,000.00 Remove Duct Cleaning - Could we reduce VAV's???2 Light Pole Credit from Curb Master's 1 LS $110,000.00 $110,000.00 1 EPDM in lieu Standing Seam at Stage Structure 1 LS $0.00 $0.00 not at this time 2 ACT Finish Adjustments ACT-3 to ACT-1 in Training Room 135 1 LS $34,000.00 $34,000.00 1 ACT Finish Adjustments ACT-2 to ACT-1 in Session Conf 202 1 LS $2,000.00 $2,000.00 1 Metal Panel Finish Changes to Fast-Plank 1 LS $100,000.00 $100,000.00 1 Removal of 3D Modeling with 23B Combined Mechanical 1 LS $35,000.00 $35,000.00 1 Utility updates from Stantec 1 LS $0.00 $0.00 Need information from Stantec 2 AV Package - Remove flat panel screen and assoc. connect. 26 EA $3,500.00 $91,000.00 City to determine which offices need FP1 1 AV Package - Remove secondary screen from Training Room 1 LS $12,500.00 $12,500.00 2 AV Package - Remove assisted listening device 1 LS $2,000.00 $2,000.00 1 AV Package - Conf 121 to Meeting Room w/ rough-ins 1 LS $8,000.00 $8,000.00 1 AV Package - Conf 110 to Dumb Room w/ rough-ins 1 LS $15,000.00 $15,000.00 1 AV Package - Conf 235 to Dumb Room w/ rough-ins 1 LS $4,000.00 $4,000.00 Still need 1 display 1 AV Package - Conf 251 to Dumb Room w/ rough-ins 1 LS $4,000.00 $4,000.00 Still need 1 display 1 Remove custom wall graphics WC-2 and WC-3 1 LS $4,000.00 $4,000.00 All WC removal would be $13K 2 Subgrade detail from Stantec 1 LS $0.00 $0.00 Need information from Stantec 2 Revised WP to all WP 1A in lobby 1 LS $6,000.00 $6,000.00 in lieu of 1B and 1C 1 Ceramic tile in lieu of terrazzo tile 1 LS $41,000.00 $41,000.00 1 TOTAL VE $823,500.00 Sub Total by Priority / Option Priority / Option 1 $797,000.00 1 Priority / Option 2 $26,500.00 2 Priority / Option 3 $0.00 3 Priority / Option 4 $0.00 4 Priority / Option 5 $0.00 5 Priority / Option 6 $0.00 6 Post-Bid Chanhassen Civic Campus 234 Kraus-Anderson Construction Company 501 South Eighth Street, Minneapolis, MN 55404 Office 612-332-7281 | www.krausanderson.com | Fax 612-332-0217 Building enduring relationships and strong communities May 15th, 2024 Ms. Laurie Hokkanen City of Chanhassen 7700 Market Blvd Chanhassen, MN 55317 RE: Chanhassen Civic Campus Contract Award Letter Dear Ms. Hokkanen: This letter is concerning the contract awards for the above referenced project that was bid on April 25th, 2024. Kraus-Anderson has verified bidders and we submit the following lowest responsible bidders and their total bid amount: Work Scope Contractor, City, State Bid Amount WS 01-J Final Cleaning Prime Solutions, LLC dba Prime Minneapolis, MN Base Bid: Alternate #02: Alternate #08: Total Contract: $50,000.00 $0.00 $0.00 $50,00.00 WS 03-D Specially Finished Concrete (Polished) Quality Cleaning, Inc. dba QC Companies Ham Lake, MN Base Bid: Alternate #02: Alternate #08: Total Contract: $10,660.00 $0.00 $0.00 $10,660.00 WS 04-A Concrete & Masonry Dayco Concrete Company, Inc. Chanhassen, MN Base Bid: Alternate #02: Alternate #08: Total Contract: $2,367,405.00 $0.00 ($511,503.00) $1,927,664.00 WS 05-B Structural Steel – Erection Top Line Steel Corporation Mound, MN Base Bid: Alternate #02: Alternate #08: Total Contract: $533,000.00 $0.00 $0.00 $533,000.00 WS 05-D Miscellaneous Metals – Material Only American Structural Metals, Inc. Edina, MN Base Bid: Alternate #02: Alternate #08: Total Contract: $518,526.00 $0.00 $0.00 $518,526.00 WS 06-A Carpentry Kellington Construction, Inc. Minneapolis, MN Base Bid: Alternate #02: Alternate #08: Total Contract: $1,852,250.00 $0.00 $0.00 $1,852,250.00 235 WS 07-A Waterproofing C&S Management Company, Inc. Lino Lakes, MN Base Bid: Alternate #02: Alternate #08: Total Contract: $218,500.00 $0.00 $0.00 $218,500.00 WS 07-F Metal Panels Minnkota Architectural Products Company Centerville, MN Base Bid: Alternate #02: Alternate #08: Total Contract: $1,163,114.00 $0.00 $0.00 $1,163,114.00 WS 07-H Roofing Palmer West Construction Company, Inc. Rogers, MN Base Bid: Alternate #02: Alternate #08: Total Contract: $1,013,100.00 $0.00 $0.00 $1,013,100.00 WS 07-K Joint Sealant Carciofini Company Burnsville, MN Base Bid: Alternate #02: Alternate #08: Total Contract: $96,250.00 $0.00 $0.00 $96,250.00 WS 08-A Doors, Frames, & Hardware – Material Only Twin City Hardware Company Oakdale, MN Base Bid: Alternate #02: Alternate #08: Total Contract: $280,000.00 $0.00 $0.00 $280,000.00 WS 08-D Specialty Doors Crawford Door Sales Company St. Paul, MN Base Bid: Alternate #02: Alternate #08: Total Contract: $72,960.00 $0.00 $0.00 $72,960.00 WS 08-F Exterior Glass & Glazing Northern Glass & Glazing, Inc. Bloomington, MN Base Bid: Alternate #02: Alternate #08: Total Contract: $1,068,000.00 $0.00 $0.00 $1,068,000.00 WS 09-A Drywall Mulcahy Nickolaus, LLC Oakdale, MN Base Bid: Alternate #02: Alternate #08: Total Contract: $1,697,950.00 $0.00 $0.00 $1,697,950.00 WS 09-B Tile Grazzini Brothers & Company St. Paul, MN Base Bid: Alternate #02: Alternate #08: Total Contract: $243,885.00 $0.00 $0.00 $243,885.00 WS 09-C Ceiling & Acoustical Treatment Architectural Sales of Minnesota, Inc. Brooklyn Center, MN Base Bid: Alternate #02: Alternate #08: Total Contract: $696,800.00 $0.00 $0.00 $696,800.00 236 WS 09-D Flooring – Carpet & Resilient Floors By Beckers, LLC St. Paul, MN Base Bid: Alternate #02: Alternate #08: Total Contract: $229,483.00 $0.00 $0.00 $229,483.00 WS 09-K Wall Covering & Painting Swanson & Youngdale, Inc. Minneapolis, MN Base Bid: Alternate #02: Alternate #08: Total Contract: $185,990.00 $0.00 $0.00 $185,990.00 WS 21-A Fire Suppression Summit Fire Protection Company St. Paul, MN Base Bid: Alternate #02: Alternate #08: Total Contract: $359,500.00 $0.00 $0.00 $359,500.00 WS 23-B Combined Mechanical Chappell Central, Inc. Willmar, MN Base Bid: Alternate #02: Alternate #08: Total Contract: $3,442,000.00 $228,000.00 $0.00 $3,670,000.00 WS 26-A Electrical Laketown Electric Corporation Waconia, MN Base Bid: Alternate #02: Alternate #08: Total Contract: $3,720,000.00 $7,500.00 $0.00 $3,727,500.00 WS 32-A Asphalt Paving Minnesota Roadways Company Shakopee, MN Base Bid: Alternate #02: Alternate #08: Total Contract: $439,000.00 $0.00 $0.00 $439,000.00 WS 32-B Concrete Paving Ebert, Inc. dba Ebert Companies Corcoran, MN Base Bid: Alternate #02: Alternate #08: Total Contract: $943,200.00 $22,000.00 $0.00 $965,200.00 WS 32-C Athletic & Recreational Surface Upper Midwest Athletic Construction, Inc. Anoka, MN Base Bid: Alternate #02: Alternate #08: Total Contract: $41,004.00 $0.00 $0.00 $41,004.00 WS 32-D Site Fencing Peterson Companies, Inc. Wyoming, MN Base Bid: Alternate #02: Alternate #08: Total Contract: $271,000.00 $0.00 $0.00 $271,000.00 Total Base Bid: $21,379,934.00 Total Alternate #02: $ 257,500.00 Total Alternate #08: $ (511,503.00) Total Contract Amounts: $21,125,931.00 237 Work Scope 32-F: Irrigation & Landscape will be rebid at a later date. We have enclosed the Bid Tabulation sheets that reflect the bids received. If you have any questions regarding this information, please do not hesitate to contact me at 763- 453-5972. Very truly yours, KRAUS-ANDERSON® CONSTRUCTION COMPANY Dan Kjellberg Project Manager 238 BID TABULATIONSAPRIL 25TH, 2024 @ 2:00PMOWNER: City of ChanhassenARCHITECT: BKV GroupWORK SCOPE 01-J: FINAL CLEANING BIDDER BIDDER BIDDER BIDDER BIDDER BIDDERPrime Solutions, LLC dba PrimeMidwest Specialty Maintenance, Inc.BID SECURITYBid Bond Bid BondADDENDA REC'D.1-3 1-3BASE BID$50,000.00 $53,121.00Alt 6: Monument Sign$340.00CHANHASSEN CIVIC CAMPUSBP #2239 BID TABULATIONSAPRIL 25TH, 2024 @ 2:00PMOWNER: City of ChanhassenARCHITECT: BKV GroupWORK SCOPE 03-D: SPECIALLY FINISHED CONCRETE (POLISHED) BIDDER BIDDER BIDDER BIDDER BIDDER BIDDERQuality Cleaning, Inc. dba QC CompaniesGrazzini Brothers & Company Mavo Systems, IncAcoustics Associates, Inc.BID SECURITYBid Bond Bid Bond Bid Bond Bid BondADDENDA REC'D.1-31-31-31-3BASE BID$10,660.00 $11,700.00 $11,950.00 $53,000.00CHANHASSEN CIVIC CAMPUSBP #2240 BID TABULATIONSAPRIL 25TH, 2024 @ 2:00PMOWNER: City of ChanhassenARCHITECT: BKV GroupWORK SCOPE 04-A: CONCRETE & MASONRY BIDDER BIDDER BIDDER BIDDER BIDDER BIDDERDayco Concrete Company, Inc. Axel H Ohman, Inc.Northland Concrete & Masonry Company LLCKelleher Construction, Inc.B&D Associates, LLCGresser Companies, Inc.BID SECURITYBid Bond Bid Bond Bid Bond Bid Bond Bid Bond Bid BondADDENDA REC'D.1-31-31-31-31-31-3BASE BID$2,367,405.00 $2,761,000.00 $2,894,300.00 $3,103,400.00 $3,154,060.00 $3,414,000.00Alt 5: Seatwall$43,763.00 $58,000.00 $21,000.00 $28,000.00 $55,000.00 $170.00Alt 6: Monument Sign$15,091.00 $26,000.00 $23,000.00 $18,000.00 $27,600.00 $20,000.00Alt 7: Fireman's Monument Relocation$12,908.00 $16,000.00 $5,800.00 $11,500.00 $15,000.00 $14,800.00Alt 8: City Hall Exterior Stone Finish$511,503.00 $280,000.00 $410,000.00($695,000.00) ($377,400.00) ($310,000.00)CHANHASSEN CIVIC CAMPUSBP #2241 BID TABULATIONSAPRIL 25TH, 2024 @ 2:00PMOWNER: City of ChanhassenARCHITECT: BKV GroupWORK SCOPE 04-A: CONCRETE & MASONRY BIDDER BIDDER BIDDER BIDDER BIDDER BIDDERSteenburg-Watrud Construction, LLCRestoration and Construction Services, LLCBID SECURITYBid Bond Bid BondADDENDA REC'D.1-3 1-3BASE BID$3,928,300.00 $4,139,000.00Alt 5: Seatwall$30,900.00Alt 6: Monument Sign$22,500.00Alt 7: Fireman's Monument Relocation$17,600.00Alt 8: City Hall Exterior Stone Finish($833,890.00) ($21,000.00)CHANHASSEN CIVIC CAMPUSBP #2242 BID TABULATIONSAPRIL 25TH, 2024 @ 2:00PMOWNER: City of ChanhassenARCHITECT: BKV GroupWORK SCOPE 05-B: STRUCTURAL STEEL - ERECTION BIDDER BIDDER BIDDER BIDDER BIDDER BIDDERTop Line Steel CorporationRed Cedar Steel Erectors, Inc.Spartan Steel Erectors, Inc. Roden Iron, Inc. Sowles Co. Amerect, Inc. BID SECURITYBid Bond Bid Bond Bid Bond Bid Bond Bid Bond Bid BondADDENDA REC'D.1-31-31-31-31-31-3BASE BID$533,000.00 $650,000.00 $730,000.00 $754,000.00 $760,000.00 $789,000.00CHANHASSEN CIVIC CAMPUSBP #2243 BID TABULATIONSAPRIL 25TH, 2024 @ 2:00PMOWNER: City of ChanhassenARCHITECT: BKV GroupWORK SCOPE 05-D: MISC METALS - MATERIAL ONLY BIDDER BIDDER BIDDER BIDDER BIDDER BIDDERAmerican Structural Metals, Inc.Tru-Steel Services and Erection, LLCBID SECURITYBid BondADDENDA REC'D.1-3BASE BID$518,526.00 $551,150.00CHANHASSEN CIVIC CAMPUSBP #2244 BID TABULATIONSAPRIL 25TH, 2024 @ 2:00PMOWNER: City of ChanhassenARCHITECT: BKV GroupWORK SCOPE 06-A: CARPENTRY BIDDER BIDDER BIDDER BIDDER BIDDER BIDDERKellington Construction, Inc.Ebert, Inc. dba Ebert CompaniesTekton Construction CompanyBID SECURITYBid Bond Bid Bond Bid BondADDENDA REC'D.1-3 1-3 1-3BASE BID$1,852,250.00 $2,042,000.00 $2,052,000.00Alt 6: Monument Sign$97,300.00 $100,700.00 $70,000.00CHANHASSEN CIVIC CAMPUSBP #2245 BID TABULATIONSAPRIL 25TH, 2024 @ 2:00PMOWNER: City of ChanhassenARCHITECT: BKV GroupWORK SCOPE 07-A: WATERPROOFING BIDDER BIDDER BIDDER BIDDER BIDDER BIDDERPeak Spray FoamThe Caulkers Co., IncC&S Management Company, Inc Kremer Davis, Inc.Swanson & Youngdale, Inc. The Sopris GroupBID SECURITYBid Bond Bid Bond Bid Bond None Bid Bond Bid BondADDENDA REC'D.Yes 1-2 1-3 1-3 1-3 1-3BASE BID$84,857.00 $108,800.00 $218,500.00 $228,955.00 $270,000.00 $292,000.00CHANHASSEN CIVIC CAMPUSBP #2246 Spray Foam • Batt & Blown • Air Barrier • Water Proofing 8910 Ingram Ave NW Annandale, MN 55302 Office 612-562-7823 PeakSprayFoamLLC.com To whom in may concern, Peak Spray Foam Insulation request to withdraw our bid for the Chanhassen Civic Campus due to miss- ing work scopes. We bid for just the air barrier and did not include sheet waterproofing or the cold applied waterproofing. Sorry for any inconvenience. - Wayne Dearing President 247 From:Kjellberg, Dan To:Burton, Krystal Subject:FW: Chanhassen Civic Campus Date:Monday, May 6, 2024 10:54:08 AM Attachments:image001.png FYI Dan Kjellberg | Project Manager dan.kjellberg@krausanderson.com| direct 612.335.2773 KRAUS-ANDERSON CONSTRUCTION COMPANY 501 South Eighth Street, Minneapolis, MN 55404 Office 612.332.7281 | Cell 763.453.5972 | krausanderson.com Together, strengthening the communities we serve From: Brock Laffin <brock@thecaulkersco.com> Sent: Monday, May 6, 2024 10:18 AM To: Kjellberg, Dan <dan.kjellberg@krausanderson.com> Subject: Chanhassen Civic Campus CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe. Hello Dan, Please withdraw our bid from the waterproofing section, this proposal was intended for the Masonry Firestopping and joint Sealant work scope and was submitted under the wrong work scope category due to an error in the ITB upload prior to the 4/25/24 bid date. Regards, Brock Laffin Chief Estimator M(651) 788-2606 O(763) 574-8030 7501 Commerce Lane NE | Fridley | MN | 55432 www.thecaulkersco.com 248 BID TABULATIONSAPRIL 25TH, 2024 @ 2:00PMOWNER: City of ChanhassenARCHITECT: BKV GroupWORK SCOPE 07-A: WATERPROOFING BIDDER BIDDER BIDDER BIDDER BIDDER BIDDERHenkemeyer Coatings Inc.BID SECURITYBid BondADDENDA REC'D.YesBASE BID$376,533.00CHANHASSEN CIVIC CAMPUSBP #2249 BID TABULATIONSAPRIL 25TH, 2024 @ 2:00PMOWNER: City of ChanhassenARCHITECT: BKV GroupWORK SCOPE 07-F: METAL PANELS BIDDER BIDDER BIDDER BIDDER BIDDER BIDDERMinnkota Architectural Produts CompanyNordstrom Architectural Sheet Metal & RoofingAtomic Architectural Sheet Metal Inc.Berwald Roofing Company, IncSpecialty Systems Inc.Progressive Building SystemsBID SECURITYBid Bond Bid Bond Bid Bond Bid Bond Bid Bond Bid BondADDENDA REC'D.1-31-31-31-31-31-3BASE BID$1,163,114.00 $1,177,900.00 $1,220,510.00 $1,224,007.00 $1,396,840.00 $1,583,662.00CHANHASSEN CIVIC CAMPUSBP #2250 BID TABULATIONSAPRIL 25TH, 2024 @ 2:00PMOWNER: City of ChanhassenARCHITECT: BKV GroupWORK SCOPE 07-H: ROOFING BIDDER BIDDER BIDDER BIDDER BIDDER BIDDERHorizon Roofing, Inc.Palmer West Construction Company Inc.Central Roofing CompanyBID SECURITYBid Bond Bid Bond Bid BondADDENDA REC'D.1-3 1-3 1-3BASE BID$622,510.00 $1,013,100.00 $1,067,255.00CHANHASSEN CIVIC CAMPUSBP #2251 252 BID TABULATIONSAPRIL 25TH, 2024 @ 2:00PMOWNER: City of ChanhassenARCHITECT: BKV GroupWORK SCOPE 07-K: JOINT SEALANT BIDDER BIDDER BIDDER BIDDER BIDDER BIDDERCarciofini CompanyRight-Way Caulking, Inc.BID SECURITYBid Bond Bid BondADDENDA REC'D.1-3 1-3BASE BID$96,250.00 $130,920.00CHANHASSEN CIVIC CAMPUSBP #2253 BID TABULATIONSAPRIL 25TH, 2024 @ 2:00PMOWNER: City of ChanhassenARCHITECT: BKV GroupWORK SCOPE 08-A: DOORS, FRAMES, & HARDWARE - MATERIAL ONLY BIDDER BIDDER BIDDER BIDDER BIDDER BIDDERTwin City HardwareBredemus Hardware Company LaForce, Inc.Wheeler Hardware Company S&J CompaniesBID SECURITYBid Bond Bid Bond Bid Bond Bid Bond Bid BondADDENDA REC'D.1-31-31-31-31-3BASE BID$280,000.00 $299,717.00 $324,813.00 $329,699.00 $1,593,865.00CHANHASSEN CIVIC CAMPUSBP #2254 BID TABULATIONSAPRIL 25TH, 2024 @ 2:00PMOWNER: City of ChanhassenARCHITECT: BKV GroupWORK SCOPE 08-D: SPECIALTY DOORS BIDDER BIDDER BIDDER BIDDER BIDDER BIDDERCraword Door Sales CoBID SECURITYBid BondADDENDA REC'D.1-3BASE BID$72,960.00CHANHASSEN CIVIC CAMPUSBP #2255 BID TABULATIONSAPRIL 25TH, 2024 @ 2:00PMOWNER: City of ChanhassenARCHITECT: BKV GroupWORK SCOPE 08-F: EXTERIOR GLASS & GLAZING BIDDER BIDDER BIDDER BIDDER BIDDER BIDDERNorthern Glass & Glazing, Inc. FMI- Ford Metro IncBrin Glass Company DBA Brin Contract G;azingM&D Management LLC DBA Artic Glass Company Envision Glass, Inc. MT Contracting, IncBID SECURITYBid Bond Bid Bond Bid Bond Bid Bond Bid Bond Bid BondADDENDA REC'D.1-31-31-31-31-31-3BASE BID$1,068,000.00 $1,102,000.00 $1,118,800.00 $1,132,222.00 $1,188,700.00 $1,190,800.00CHANHASSEN CIVIC CAMPUSBP #2256 BID TABULATIONSAPRIL 25TH, 2024 @ 2:00PMOWNER: City of ChanhassenARCHITECT: BKV GroupWORK SCOPE 08-F: EXTERIOR GLASS & GLAZING BIDDER BIDDER BIDDER BIDDER BIDDER BIDDERMurphy Window and Door Commercial, Inc.BID SECURITYBid BondADDENDA REC'D.1-3BASE BID$1,295,250.00CHANHASSEN CIVIC CAMPUSBP #2257 BID TABULATIONSAPRIL 25TH, 2024 @ 2:00PMOWNER: City of ChanhassenARCHITECT: BKV GroupWORK SCOPE 09-A: DRYWALL BIDDER BIDDER BIDDER BIDDER BIDDER BIDDERMulcahy Nickolaus, LLC Custom Drywall, Inc.Commercial Drywall, Inc.RTL Construction, Inc.BID SECURITYBid Bond Bid Bond Bid Bond Bid BondADDENDA REC'D.1-31-31-31-3BASE BID$1,697,950.00 $1,699,999.00 $1,774,690.00 $1,849,390.00CHANHASSEN CIVIC CAMPUSBP #2258 BID TABULATIONSAPRIL 25TH, 2024 @ 2:00PMOWNER: City of ChanhassenARCHITECT: BKV GroupWORK SCOPE 09-B: TILE BIDDER BIDDER BIDDER BIDDER BIDDER BIDDERGulf Coast Tile & Marble, Inc.Grazzini Brothers & CompanyAcoustics Associates, Inc. CD Tile & Stone, Inc.Advance Terrazzo & Tile Co., Inc.BID SECURITYBid Bond Bid Bond Bid Bond Bid Bond Bid BondADDENDA REC'D.1-31-31-31-31-3BASE BID$126,218.00 $243,885.00 $251,495.00 $277,200.00 $374,470.00ALT 1: Terrazzo in Lobby($126,000.00)$85,430.00CHANHASSEN CIVIC CAMPUSBP #2259 260 BID TABULATIONSAPRIL 25TH, 2024 @ 2:00PMOWNER: City of ChanhassenARCHITECT: BKV GroupWORK SCOPE 09-C: CEILING & ACOUSTICAL TREATMENT BIDDER BIDDER BIDDER BIDDER BIDDER BIDDERArchitectural Sales of Minnesota, Inc.Twin City Acoustics, Inc.Acoustics Associates, Inc. Sonus Interiors, Inc.BID SECURITYBid Bond Bid Bond Bid Bond Bid BondADDENDA REC'D.1-31-31-31-3BASE BID$696,800.00 $794,500.00 $859,140.00 $984,793.00CHANHASSEN CIVIC CAMPUSBP #2261 BID TABULATIONSAPRIL 25TH, 2024 @ 2:00PMOWNER: City of ChanhassenARCHITECT: BKV GroupWORK SCOPE 09-D: FLOORING - CARPET & RESILIENT BIDDER BIDDER BIDDER BIDDER BIDDER BIDDERFloors by Becker, LLCCommercial Flooring Services, Inc.Acoustics Associates, Inc.M.C.I Inc. DBA Multiple Concepts InteriorsGrazzini Brothers & CompanyBID SECURITYBid Bond Bid Bond Bid Bond Bid Bond Bid BondADDENDA REC'D.1-31-31-31-31-3BASE BID$229,483.00 $235,060.00 $235,445.00 $237,965.00 $269,270.00CHANHASSEN CIVIC CAMPUSBP #2262 BID TABULATIONSAPRIL 25TH, 2024 @ 2:00PMOWNER: City of ChanhassenARCHITECT: BKV GroupWORK SCOPE 09-K: WALL COVERING & PAINTING BIDDER BIDDER BIDDER BIDDER BIDDER BIDDERSwanson & Youngdale, Inc. Sunrise Painting & Wallcoating, IncHigh Performance Coatings, Inc.Mulcahy Nickolaus, LLCWasche Commercial Finishes, Inc.Fransen Decorating, Inc.BID SECURITYBid Bond Bid Bond Bid Bond Bid Bond Bid Bond Bid BondADDENDA REC'D.1-21-31-31-31-31-3BASE BID$185,990.00 $198,900.00 $199,100.00 $228,280.00 $238,870.00 $253,734.00CHANHASSEN CIVIC CAMPUSBP #2263 BID TABULATIONSAPRIL 25TH, 2024 @ 2:00PMOWNER: City of ChanhassenARCHITECT: BKV GroupWORK SCOPE 09-K: WALL COVERING & PAINTING BIDDER BIDDER BIDDER BIDDER BIDDER BIDDERSteinbrecher Painting CompanyAdmiral Coatings, Inc.BID SECURITYBid Bond Bid BondADDENDA REC'D.1-3 1-3BASE BID$286,500.00 $327,500.00CHANHASSEN CIVIC CAMPUSBP #2264 BID TABULATIONSAPRIL 25TH, 2024 @ 2:00PMOWNER: City of ChanhassenARCHITECT: BKV GroupWORK SCOPE 21-A: FIRE SUPPRESSION BIDDER BIDDER BIDDER BIDDER BIDDER BIDDERDynamic Fire Protection, Inc.Summit Fire Protection CompanyViking Automatic Sprinkler CompanyNOVA Fire Protection, Inc.BID SECURITYBid Bond Bid Bond Bid Bond Bid BondADDENDA REC'D.1-31-31-31-3BASE BID$271,865.00 $359,500.00 $366,500.00 $405,000.00CHANHASSEN CIVIC CAMPUSBP #2265 Date: 5/10/24 Kraus Anderson 501 South 8th Street Minneapolis, MN 55404 Attn: Dan Kjellberg In regards to: Chanhassen Civic Campus - BP #2 Dynamic Fire Protection unfortunately writes to remove our bid for the above mentioned project. During the review process it was discovered there was an error/omission in the bid that makes our pricing not valid for this project. Sorry for this inconvenience and please accept our sincere apology as we look forward to another opportunity to work with you in the future. Jason Wittenberg Jason Wittenberg Sales Manager Ph. 507-910-8986 jason.wittenberg@dynamicfireprotection.net 266 BID TABULATIONSAPRIL 25TH, 2024 @ 2:00PMOWNER: City of ChanhassenARCHITECT: BKV GroupWORK SCOPE 23-B: COMBINED MECHANICAL BIDDER BIDDER BIDDER BIDDER BIDDER BIDDERWenzel-Plymouth Plumbing, LLCMasters Plumbing Heating & Cooling, LLCChappell Central, Inc.St Cloud Refrigation, Inc. DBA SCR, Inc.Thelen Heating & Roofing, Inc. Sentra-Sota Sheetmetal, Inc. BID SECURITYBid Bond Bid Bond Bid Bond Bid Bond Bid Bond Bid BondADDENDA REC'D.1-31-31-31-31-3BASE BID$3,394,910.00 $3,415,000.00 $3,442,000.00 $3,497,700.00 $3,526,000.00 $3,726,700.00ALT 2: Snow Melt$344,365.00 $325,000.00 $228,000.00 $229,000.00 $238,000.00 $236,550.00ALT 3: City Hall ERU$68,395.00 $68,000.00 $66,000.00 $62,000.00 $74,000.00 $75,800.00CHANHASSEN CIVIC CAMPUSBP #2267 BID TABULATIONSAPRIL 25TH, 2024 @ 2:00PMOWNER: City of ChanhassenARCHITECT: BKV GroupWORK SCOPE 23-B: COMBINED MECHANICAL BIDDER BIDDER BIDDER BIDDER BIDDER BIDDERMcDowall Company Pioneer Power, Inc.Weidner Plumbing and Heating Co. Go Fetch Mechanical, LLCKlamm Mechanical Contractors, Inc. Master Mechanical, Inc. BID SECURITYBid Bond Bid Bond Bid Bond Bid Bond Bid Bond Bid BondADDENDA REC'D.1-31-31-31-31-3BASE BID$3,775,900.00 $3,829,000.00 $3,834,000.00 $3,862,276.00 $4,065,900.00 $4,073,000.00ALT 2: Snow Melt$370,000.00 $340,000.00 $190,000.00 $92,857.00 $292,900.00 $260,000.00ALT 3: City Hall ERU$77,500.00 $65,600.00 $69,000.00 $82,243.00 $58,500.00 $69,000.00CHANHASSEN CIVIC CAMPUSBP #2268 BID TABULATIONSAPRIL 25TH, 2024 @ 2:00PMOWNER: City of ChanhassenARCHITECT: BKV GroupWORK SCOPE 23-B: COMBINED MECHANICAL BIDDER BIDDER BIDDER BIDDER BIDDER BIDDERModern Piping, Inc. Peterson Sheet Metal, Inc. Davis Mechanical Systems, IncNortland Mechanical Contractors, IncAssociated Mechanical Contracotrs, Inc.BID SECURITYBid Bond Bid Bond Bid Bond Bid Bond Bid BondADDENDA REC'D.1-31-31-31-31-3BASE BID$4,118,500.00 $4,135,000.00 $4,150,000.00 $4,195,200.00 $4,715,800.00ALT 2: Snow Melt$254,400.00 $205,000.00 $195,900.00 $274,900.00 $141,500.00ALT 3: City Hall ERU$82,000.00 $73,000.00 $71,000.00 $74,000.00 $70,000.00CHANHASSEN CIVIC CAMPUSBP #2269 BID TABULATIONSAPRIL 25TH, 2024 @ 2:00PMOWNER: City of ChanhassenARCHITECT: BKV GroupWORK SCOPE 26-A: ELECTRICAL BIDDER BIDDER BIDDER BIDDER BIDDER BIDDERLaketown Electric Corporation Fobbe Electric, Inc. AJ Moore Electric, Inc. Erickson Electric Company, Inc.Bloomington Electric CompanyPhasor Electric CompanyBID SECURITYBid Bond Bid Bond Bid Bond Bid Bond Bid Bond Bid BondADDENDA REC'D.1-31-31-31-31-3BASE BID$3,720,000.00 $3,954,000.00 $4,136,490.00 $4,294,000.00 $4,299,000.00 $4,620,000.00COMBINED BASE BIDALT 2: Snow Melt$7,500.00 $1,000.00 $6,000.00 $10,000.00 $6,000.00ALT 3: City Hall ERUAlt 4: Sound Masking$196,400.00 $30,000.00 $51,400.00 $190,000.00 $90,000.00 $195,000.00Alt 5: SeatwallAlt 6: Monument Sign$500.00 $3,500.00 $4,000.00 $10,000.00CHANHASSEN CIVIC CAMPUSBP #2270 BID TABULATIONSAPRIL 25TH, 2024 @ 2:00PMOWNER: City of ChanhassenARCHITECT: BKV GroupWORK SCOPE 26-A: ELECTRICAL BIDDER BIDDER BIDDER BIDDER BIDDER BIDDERRetrofit ElectricBID SECURITYBid BondADDENDA REC'D.1-3BASE BID$4,729,000.00COMBINED BASE BIDALT 1: Terrazzo in LobbyALT 2: Snow Melt$2,500.00ALT 3: City Hall ERUAlt 4: Sound Masking$35,000.00Alt 5: SeatwallAlt 6: Monument Sign$2,500.00Alt 7: Fireman's Monument RelocationAlt 8: City Hall Exterior Stone FinishCHANHASSEN CIVIC CAMPUSBP #2271 BID TABULATIONSAPRIL 25TH, 2024 @ 2:00PMOWNER: City of ChanhassenARCHITECT: BKV GroupWORK SCOPE 32-A: ASPHALT PAVING BIDDER BIDDER BIDDER BIDDER BIDDER BIDDERMinnesota Roadways Co. Bituminous Roadways, Inc. Northwest ASPHALT, Inc. GMH Asphalt CorporationOMG Midwest, Inc. dba Minnesota Paving & MaterialsBID SECURITYBid Bond Bid Bond Bid Bond Bid Bond Bid BondADDENDA REC'D.1-31-31-31-31-3BASE BID$439,000.00 $445,385.00 $514,050.00 $542,300.00 $690,000.00CHANHASSEN CIVIC CAMPUSBP #2272 BID TABULATIONSAPRIL 25TH, 2024 @ 2:00PMOWNER: City of ChanhassenARCHITECT: BKV GroupWORK SCOPE 32-B: CONCRETE PAVING BIDDER BIDDER BIDDER BIDDER BIDDER BIDDEREbert, Inc. dba Ebert CompaniesNorth Country Concrete, Inc. Curb Masters, Inc.BID SECURITYBid Bond Bid Bond Bid BondADDENDA REC'D.1-3 1-3 1-3BASE BID$943,200.00 $1,195,000.00 $1,250,000.00ALT 2: Snow Melt$22,000.00 $82,425.00 $15,000.00Alt 5: Seatwall$28,000.00 $23,940.00 $28,500.00$993,200.00 $1,301,365.00 $1,293,500.00CHANHASSEN CIVIC CAMPUSBP #2273 BID TABULATIONSAPRIL 25TH, 2024 @ 2:00PMOWNER: City of ChanhassenARCHITECT: BKV GroupWORK SCOPE 32-C: ATHLETIC & RECREATIONAL SURFACE BIDDER BIDDER BIDDER BIDDER BIDDER BIDDERUpper Midwest Athletic Construction, Inc. BID SECURITYBid BondADDENDA REC'D.1-3BASE BID$41,004.00CHANHASSEN CIVIC CAMPUSBP #2274 BID TABULATIONSAPRIL 25TH, 2024 @ 2:00PMOWNER: City of ChanhassenARCHITECT: BKV GroupWORK SCOPE 32-D: SITE FENCING BIDDER BIDDER BIDDER BIDDER BIDDER BIDDERKeller Fence CompanyPeterson Companies, Inc. BID SECURITYNone Bid BondADDENDA REC'D.1-3 1-3BASE BID$72,427.00 $271,000.00Alt 5: Seatwall($2,000.00)CHANHASSEN CIVIC CAMPUSBP #2275 CONTRACT AMENDMENT NO. 2 TO CONSTRUCTION MANAGER AGREEMENT THIS AMENDMENT TO CONSTRUCTION MANAGER AGREEMENT is made this 15th day of May, 2024 by City of Chanhassen ("Owner") and Kraus-Anderson Construction Company ("Construction Manager"). WITNESSETH THAT WHEREAS: A. Owner and Construction Manager are parties to that certain AIA C132 – 2019 Standard Form of Agreement Between Owner and Construction Manager as Adviser dated July 17th, 2023 (the “Contract”) with respect to construction management on the Chanhassen Civic Campus project for the Owner (the “Project”). B. Owner and Construction Manager now desire to amend the Contract. NOW, THEREFORE, in consideration of the foregoing recitals and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties hereby amend the Contract and agree as follows. 1. Section 1.1.3 of the Contract shall be amended to state the following: $30,375,545.00 2. Section 1.1.4.2 and of the Contract shall be amended to state the following: Construction Commencement Date of June, 2024 3. Section 11.1.2 of the Contract shall be amended to state the following: The Construction Manager shall be paid (i) a lump sum fixed fee of $486,000.00, (ii) a stipulated sum of $1,034,600.00 for administering and managing the Project based upon the hourly rates set forth in Section 11.5.1, (iii) the costs of Construction Manager’s field labor for general conditions work at the hourly rates set forth in section 11.5.2, and (iv) any Reimbursable Expenses. For the Construction Manager’s costs for administrating and managing the Project referenced in Section 11.1.2(ii), the stipulated sum assumes a 20-month schedule for the Construction Phase not including the pause. Should the Construction Phase extend beyond 20 months, the Construction Manager is entitled to charge additional amounts at the hourly rates set forth above not to exceed the following: (i) $11,950.00 per each additional week, or (iii) $51,730.00 per each additional month 276 4. This Amendment may be executed in any number of counterparts, each of which when so executed and delivered shall be deemed an original and all of which counterparts, taken together, shall constitute one and the same instrument. Delivery of an executed counterpart of a signature page of this document by email or other generally accepted electronic means shall be effective as delivery of a manually executed counterpart of this document. IN WITNESS WHEREOF, the parties hereto have executed this Amendment No. 2 to Construction Manager Agreement as of the date first set forth above. The undersigned further acknowledges that he or she is authorized to enter into this Amendment on behalf of the party designated below. CITY OF CHANHASSEN: Kraus-Anderson Construction Company: By: ________________________ By: ________________________ Laurie Hokkanen Its: City Manager Its: ________________________ Date: ________________ Date: ________________ 277 City Council Item May 20, 2024 Item Communications Plan 2024-2027 File No.Item No: I.1 Agenda Section ADMINISTRATIVE PRESENTATIONS Prepared By Arianna Lyksett, Communications Manager Reviewed By SUGGESTED ACTION "The Chanhassen City Council receives the three-year Communications Plan for 2024-2027" Motion Type N/A Strategic Priority Communications SUMMARY The 2024-2027 Communications Plan aims to clearly define the messages, priorities, strategies, and tools the City of Chanhassen will use when communicating with our residents and ensures the Chanhassen story is told effectively. Engagement between the city and the community will be implemented promptly and effectively. This communications plan aligns with the strategic priorities of the City of Chanhassen, furthering the city’s mission and enhancing community pride. BACKGROUND In 2023, the city contracted with Raftelis, a consulting group that aids local governments in assessing current conditions and planning for improvement for the future, to complete an operational study of all departments across the organization. The goal of this assessment was to review the operations, processes, procedures, and resource levels of the city’s departments, as well as identify what opportunities exist to enhance the efficiency and effectiveness of service delivery and position the city to meet anticipated growth. 278 Raftelis recommended that the city should develop a Communications Plan to develop a formal scope for the communications function. The Communications Manager should create a written plan that clearly defines the services that the Communications function will provide, including: Centralized social media management Centralized management of website content Media relations Graphic design and content development for any city materials Digital media management (photos and videos) Coordination of public information and public engagement campaigns, including coordination of regular community surveys Public relations and media relations training and support for city officials Development and management of city brands Emergency communication planning and management Internal communications management (e.g., support for city officials on all-staff communications, communication training for managers) DISCUSSION BUDGET RECOMMENDATION ATTACHMENTS Communications Plan 2024-2027.pdf 279 280 Plan Purpose 3 Our Strategic Priorities 4 Research Findings 5 Research Summary 6 Core Functions 8 Division Support Process 10 Brand Identity 12 Communication Priorities 14 Priority #1 15 Priority #2 17 Priority #3 19 Priority #4 21 Priority #5 23 Key Performance Indicators 25 Implementation Plan 27 Communications Matrix 28 TABLE OF CONTENTS 2 281 PLAN PURPOSE This communications plan aims to clearly define the messages, priorities, strategies, and tools the City of Chanhassen will use when communicating with our residents. The communications plan ensures the Chanhassen story is told effectively. Engagement between the city and the community will be implemented promptly and effectively. This communications plan aligns with the strategic priorities of the City of Chanhassen, furthering the city’s mission and enhancing community pride. This communications plan was identified as a need in the 2023 organizational assessment that was conducted by Reftelis and was created to centralize communications, make a formal internal communications management process, and identify issues with internal and external city communications. Innovation PLAN GOALS The communications plan aims to increase stakeholder engagement and community understanding of city services, initiatives, and resources to record measurable outcomes that inform future communication. The communications plan will help guide the priorities of the city’s communications division each year. FOUNDATIONAL MESSAGING Communication efforts should consistently support the city’s mission, vision, values, and strategic priorities. The following has been taken from the City of Chanhassen’s three year Strategic Plan (2021-2024). Respect Stewardship Engagement OUR MISSION Our mission is to serve the public. We do this by delivering reliable, cost-effective services designed to provide a safe, sustainable community. OUR VISION Chanhassen is a safe, welcoming community with engaged residents, abundant natural amenities, and vibrant businesses supported by valued services that make this a community for life. OUR VALUES 3 282 CHANHASSEN’S STRATEGIC PRIORITIES FINANCIAL STABILITY >Financial stability in all funds >Financial policies guide decision-making >Financial systems produce timely, accurate, and meaningful financial information ASSET MANAGEMENT >Effective utilization and protection of assets >Ability to pay for critical assets >Assets adequate to support adopted levels of service DEVELOPMENT & REDEVELOPMENT >Diversity in new development >Redevelopment consistent with our vision >New innovative places and spaces OPERATIONAL EXCELLENCE >Satisfied workforce >A competent workforce >Improved operational effectiveness, including through the use of technology and innovation COMMUNICATIONS >Improved understanding of city operations >Improved internal communication >Improved communication with outside organization 4 283 AUDIENCE RESEARCH SUMMARY In 2021, a FlashVote Survey was conducted with the public to get resident feedback about effective city communications. 244 residents responded to the survey, and the findings included: >There is broad agreement that the city effectively utilizes various communication tools and that those who want to know about city activities and programs have ample opportunities. >There is a strong interest in city-related topics, such as proposed developments, public safety, council meeting actions, council meeting recaps, and project updates. >There is still a firm reliance on traditional media (also known as print media) in the community, with many stating that they prefer digital and traditional communications. >Surveyed residents said they prefer to receive written updates through the Chanhassen Connection magazine and the local newspaper. >68 percent of surveyed residents responded that they receive information about city-related projects, programming, and essential information through social media. >There is a desire for regular communication through the bi-monthly Mayor’s Message email sent to over 12,210 recipients (last updated May 17, 2024). >Key issues identified include improved communications surrounding project updates, proposed developments, transparency around decision-making, and a balance between written and digital communication. 5 27,823 residents live in Chanhassen Median Age: 39.7 Median Household Income: $123,566 87.8% of Residents own their Home 75% of resident commute to work, averaging a 24 minute commute 63% Possess a Bachelor’s Degree or Higher The top three industries of employment are Manufacturing, Scientific/Technical Services, Health Care & Social Assistance RESIDENT OVERVIEW 284 AUDIENCE RESEARCH SUMMARY CHALLENGES >Engaging residents with public sector information is challenging. A new mindset is needed to revise how the city engages and communicates with target audiences: fewer words, more headlines, more digital graphic design, adoption of new communications platforms, and plain language. >Several upcoming major developments and projects will likely generate significant community discussion. These will require extensive strategic communications planning and community outreach programming. >Quality and effective programming can place a heavy burden on communications staff to maintain traditional efforts that predominantly rely on media relations, printed publications, and community outreach and develop and implement new cutting-edge communications platforms and channels. >Numerous communications channels, which are required for a successful strategic public information program, are housed in different city departments, resulting in fragmentation and a lack of a cohesive and coordinated effort. >Developing and distributing key messaging for all significant projects, events, and programming still needs improvement. >City employees are a vital audience and should know of and have access to information about all city programs and services. Creating an internal communications resource would be beneficial and help cultivate interdepartmental working relationships. 6 285 AUDIENCE RESEARCH SUMMARY OPPORTUNITIES >The community enjoys the benefits of having both digital resources and printed media cover Chanhassen news. >The city’s communications team receives high marks for progress made in the past year in creating a website that is accessible, searchable, and readily available for those who use that as their primary source of community outreach. >The functions integral to a successful communication team exist now, including website management, video production, graphic design, and external communications. >A team of communications liaisons from each department presents the opportunity to readily share communications issues and plans across internal operations. >Reaching new audiences via digital and printed communications will enhance engagement efforts from all city departments. 7 7 286 ROLE OF COMMUNICATIONS AND MEDIA RELATIONS The role of the communications division is to establish, cultivate, and sustain a high level of trust in Chanhassen’s city government among residents, businesses, visitors, and other key stakeholders. The city must maintain its organizational integrity and brand reputation through strategic communication efforts. Communications staff is a primary conduit for sharing timely, accurate, meaningful, and relevant information with the people the city serves. Below is an overview of the five communication pillars of the division and its communications process. STRATEGIC COMMUNICATION PLANNING PROCESS Implement City Council’s strategic planning goals and guiding principles through thoughtful, essential, and effective communications. This communication is about telling the stories of Chanhassen services and how those services impact the community. By uncovering and sharing the human aspect of the city’s work, we illustrate how city goals are translated into action for our residents and businesses. COMMUNICATIONS SUPPORT FOR DEPARTMENTS As department leaders and city staff seek communications support for programs and projects, the communications division helps to ensure that projects, initiatives, and events are communicated through the lens of the Chanhassen brand. PUBLIC ENGAGEMENT Communications staff works to develop and carry out successful strategies to engage the public in their local government through participation at events, through digital platforms, and with city services. BRAND MANAGEMENT The communications division ensures the Chanhassen brand is being used consistently and brand messages are used appropriately and often in all communication efforts. EMERGENCY COMMUNICATION This form of communication occurs unexpectedly and can take many forms. When a crisis occurs, the communications manager will develop and position emergency messages, correctly and effectively disseminate information, manage media relations, and prepare department leaders and key city stakeholders in partnership with the emergency management director. 8 287 WHO COMMUNICATES Every employee within the city communicates, whether interdepartmentally, intra-departmentally, or externally. The words, fonts, colors, graphics, and styles are used to communicate as much about the person, department, and organization as the actual content of the message. To appear as a unified, well-run organization, all employees must utilize and implement plain language and the city’s brand standards. The communications team strives to ensure that the city’s communications are as clear, professional, and well-made as possible through the content we create and the tools we equip other departments. AUDIENCE >City Council >Residents >Renters >Homeowners >Carver County >Employees >Businesses STORYTELLING The services delivered by every city department play a critical role in the lives of those in our community. We have a unique story to tell within each project and program the city oversees. The communications division helps create and sustain productive connections between city services and residents, businesses, and visitors. CHANHASSEN’S MOTTO A Community for Life. 9 288 DIVISION SUPPORT PROCESS Use the chart below to better understand how communication requests flow through the division and the responsibilities of each team member. Requesters should use the Communications Form on Asana. DEPARTMENT COMMUNICATIONS SUPPORT REQUEST https://chanhassen.info/CommunicationRequest • Provide background on your project • Outline project objectives • Provide examples • Identify needs and resources • Items to include: Timeline, budget, public forum details, outreach, history, support, & logistics. COMMUNICATIONS Meet One-On-One To Discuss Project Determine Project Scope & Required Resources Develop Communications Plan & Strategy Create Deliverables Advise on Implementation & Integration of Strategic Plan DISTRIBUTION OF COMMUNICATION MATERIALS Deliverables to Target Audiences PROVIDE MEASUREMENTS OF SUCCESS Gather Analytical Data Create Data Report 10 289 STRATEGIC COMMUNICATION PLANNING PROCESS To best support the city, the communications team utilizes this process to intake ideas, strategize key messages and create high-quality content in order to effectively communicate and engage the residents of Chanhassen. COMMUNICATIONS TEAM Creates Strategic Communication Plans CITY COUNCIL & CITY MANAGER CITY DEPARTMENTS Utilizes Communication Channels Coordinates with Partners Provides Measurement DELIVERABLES TO TARGET AUDIENCE 11 290 CHANHASSEN’S BRAND IDENTITY SUMMARY STATEMENT We will continue to provide consistent messaging to our residents, constituents, and business owners. We must provide a better understanding of city operations through our best communication practices and provide a veil of transparency to continue to create a better community for life. OUR PROMISE We promise to provide and create consistent and transparent communication for our residents, constituents, and business owners. OUR GUIDING PRINCIPLES >Community Oriented | Chanhassen is a community. It has a small city feel, where names are recognized and ideas are personal. Every message communicated from the City of Chanhassen keeps the community as its prime focus. >Transparency | Trust is the key to an effective and healthy relationship between a government and its people. The more transparent and open the communication, the more effective and trusted. OUR TONE The words we use are important. We’re informative, but not extraneous. We’re relaxed, but not informal. We highlight, but do not promote. We’re transparent, but not hazardous. We conform to the Associated Press (AP) style for grammar and spelling. UTILIZING PLAIN LANGUAGE Plain language (also called plain writing or plain English) is communication your audience can understand the first time they read or hear it. Language plain to one set of readers may not be plain to others. Chanhassen utilizes plain language so that residents, business owners, and constituents can understand what the city is communicating to them. Writing that is clear, concise, well-organized, and follows other best practices appropriate to the subject or field and intended audience 12 291 BRAND ANCHORS To guide our storytelling, the City of Chanhassen embraces three brand anchors created to embody the voice of Chanhassen. Similar to the city motto, brand anchor messages represent the community and celebrate what makes Chanhassen unique and should be considered when communicating with the public. PARKS & OUTDOORS Chanhassen is filled with trails, parks, and other outdoor activities to keep residents and welcomed visitors busy, no matter the time of the year. Between Lake Ann and its beach in the summer to the infamous outdoor February Festival, Chanhassen residents take pride in their parks and outdoor activities. Chanhassen has 66 miles of trails, 30 parks, and continues to invest in upcoming outdoor projects to maintain and add to its extensive trail system. COMMUNITY Chanhassen has an intense sense of community and pride. The fabric of our community is woven together through concerts, parades, festivals, celebrations, and community gathering spaces. ENTERTAINMENT HUB Chanhassen is the entertainment hub on the west side of the Twin Cities. It houses the Chanhassen Dinner Theatre and Paisley Park and continues to grow with must-visit businesses like our two new breweries, restaurants, and other shopping necessities. 1013 292 COMMUNICATION PRIORITIES Communications and media relations support, guide, and manage communications functions in the overall city organization. This Communications Plan is based on the priorities below. Practical strategies and tactics to achieve our goals follow each priority. The result of this plan is to create effective communications about local government, incorporating a broad community interaction, and a greater community understanding of city services. PRIORITY #1: LEAD STRATEGIC COMMUNICATION EFFORTS Work directly with the City Council, staff, and partners to ensure communication and outreach efforts, objectives, and outcomes align with the strategic goals and promote community understanding throughout Chanhassen. PRIORITY #2: PROVIDE OPEN AND TIMELY COMMUNICATION Share accurate, non-biased information promptly through a variety of communication channels. PRIORITY #3: REINFORCE BRAND IDENTITY Develop consistent messaging that builds Chanhassen’s brand and tells the city’s story with one voice. PRIORITY #4: CREATE OPPORTUNITIES FOR EFFECTIVE STAKEHOLDER PARTICIPATION & COLLABORATION Encourage engagement through audience-appropriate, two-way communication and opportunities for constructive feedback. PRIORITY #5: PROVIDE MEASUREMENTS OF PROGRESS AND SUCCESS Track metrics to evaluate communication efforts and effectiveness to guide future communications programs and projects. 14 293 LEAD STRATEGIC COMMUNICATION EFFORTS Work directly with the City Council, staff, and partners to ensure communication and outreach efforts, objectives, and outcomes align with the strategic goals and promote community understanding throughout Chanhassen. STRATEGIES TACTICS 1. EDITORIAL CALENDARS Develop an annual editorial calendar and review and update monthly to strategically plan out social media, newsletter, news media, and website content. This will help ensure communication campaigns are coordinated to reduce conflicts and resource bottlenecks and allow the city to be strategic about communicating important projects, overarching stories, and timely topics. This may include monthly themes or annual areas of focus like Emergency Preparedness Month or annual road projects. 2. ARTICLES, COLUMNS, AND PAID CONTENT OPPORTUNITIES To have a more significant presence and ensure consistent messages, feature articles and column opportunities should be developed in coordination with the communications division. The city will work to develop an editorial calendar of all printed and digital article opportunities. PRIORITY #1 15 KEY TAKEAWAYS 1. Develop and create a content calendar that provides a clear communication plan monthly and yearly. 2. Develop and create a content calendar for external communications. >Provide information that is convenient, timely, and easily accessible for all audiences. Chanhassen should quickly publish information in various channels appropriate for key audiences to inform the public as quickly as possible. Timely and effective distribution of relevant information will reinforce the city’s commitment to transparency and demonstrate that public feedback is highly valued. >Promote accurate, comprehensive local and regional media coverage. Building relationships between the city and local media is helpful to the community. By working with the media to establish greater trust, the city will have more influence over the accuracy of information communicated to the public and increase the likelihood of stories about Chanhassen receiving appropriate media coverage. 294 STRATEGIES TACTICS 1. MONTHLY MEETINGS WITH DEPARTMENTS Meet monthly, either in person or utilizing Teams, with each department to discuss projects and opportunities in the next quarter and beyond, identify communication priorities and resources, and develop key messages and communication strategies. 2. INTEGRATE THE CITY’S VISION, GOALS, AND STRATEGIES INTO COMMUNICATIONS EFFORTS The city’s central vision, goals, and strategies should be present in all forms of communication. By sharing these points with residents, the city can regularly articulate how services and actions are related and help achieve its goals. PROVIDE OPEN AND TIMELY COMMUNICATION Share accurate, non-biased information promptly through a variety of communication channels. 3. CREATE AN INTRANET FOR CITY EMPLOYEES Creating and managing an internal Intranet through SharePoint would break down communication barriers between departments, improving our internal communication and culture. PRIORITY #2 16 >Create a better understanding of the Chanhassen City Council’s goals and priorities. By clearly and consistently outlining the goals and city vision, residents will better understand why and how public policy decisions are made and how the local government implements actions. They will trust that policies, procedures, and programs consider their suggestions and feedback. >Work directly with department directors and division leaders to ensure messaging and communication efforts support the city’s strategic plan and City Council priorities. This includes internal and external communication shared with partner organizations. This coordination ensures consistency, strengthens strategic message delivery, and enhances mutual understanding. 295 KEY TAKEAWAYS 1. The correct tools, policies, and procedures are in place, but an official city-wide communications plan is needed to maximize communication effectiveness. 2. Residents engage most when the city communications topics related to the Fire Department, Parks and Recreations, events, programming, traffic issues, and major projects. 3. Residents are interested in city operations, and it is our job to assist in improving the general understanding of what the City of Chanhassen does for its residents. 4. The city has an opportunity to improve its communications with community organizations to maximize its communication reach. 5. The city can continue using new, innovative communications ideas by integrating digital communications, videos, social media, e-newsletters through govDelivery, and a digital version of the Connection. All while utilizing traditional communications for the growing older adult population. PRIORITY #2 17 296 STRATEGIES TACTICS 1. CITY MESSAGING Establishing core messages about the community and city departments will support staff and City Council efforts to help frame the Chanhassen story. 2. BRAND EDUCATION FOR EMPLOYEES Train employees to utilize the city’s brand, style guide, and online brand platform. For new employees and refreshers annually, offer training and education on the city’s brand, brand pillars, and the importance of brand consistency. REINFORCE BRAND IDENTITY Develop consistent messaging that builds Chanhassen’s brand and tells the city’s story with one voice. 18 PRIORITY #3 >Empower and train employees to use the city brand correctly. Employees can be empowered to help reinforce the city’s brand by incorporating personal stories during resident interactions and events, providing training on the city’s Style Guide, and offering suggestions on reinforcing the city’s motto in everyday work. Every interaction a staff member has with the public is an opportunity to build brand awareness, whether it is through email, a phone call, or face-to-face interactions. >Implement effective strategies for increasing brand awareness through external communications. With Chanhassen’s current demographics, the most significant impact through communication will come from traditional and digital communication tools. >Reinforce the notion that the city brand is not the logo, tagline, and motto of themselves; it’s our story and our voice. 3. CREATE EMPLOYEE AMBASSADORS Empower employees to be the eyes and ears of the organization and expand upon the city’s traditional communication reach. These employees serve as champions, helping to spread information about important topics, listening to community concerns and ideas, and reinforcing the city’s brand. 297 KEY TAKEAWAYS 1. Provide an annual update of the Brand Standards Guidebook in the administration folder. The guidebook includes color swatches, correctly using the city’s logo, AP Styleguide tips, and plain language information. 2. Ensure all communications are centrally coordinated and approved by the communications division before reaching Chanhassen residents. This approval process would allow the pipeline for external communication to be disseminated to the community correctly and provide: • Less risk of misinformation • Cohesive messaging • Less typos, grammatical errors, and misspelled words • Ensure the design fits with the city’s brand standards • Provide clarity for residents by utilizing plain language 19 PRIORITY #3 298 STRATEGIES TACTICS 1. COMMUNITY POLLS & MICRO-INTERACTIONS Separate from a large, formal survey, the communications division will offer smaller opportunities for resident input several times a year. It is a best practice only to ask questions about topics the city can truly influence, change, or resolve. When soliciting feedback, it is important to consider how the input will be used. If the city asks for feedback on projects or programs, the participant assumes that their feedback will be used in decision-making. Interactions should be focused on specific projects and initiatives. 2. CREATE OPPORTUNITIES FOR OPEN DIALOGUE Creating open dialogue on the website and social media for residents to participate. Adding and maintaining a Contact Us section of the website, a feedback button on each webpage, and providing surveys on our website so residents know it’s a trusted source are key initiatives to create a two-way communication system between residents and Chanhassen. CREATE OPPORTUNITIES FOR EFFECTIVE STAKEHOLDER PARTICIPATION & COLLABORATION Encourage engagement through audience-appropriate, two-way communication and opportunities for constructive feedback. 20 PRIORITY #4 >Use interactive communication approaches to maintain an ongoing dialogue between constituents and Chanhassen. Provide opportunities for two-way communication whenever possible. It is important to solicit feedback on how the city is doing and how it can best serve the community and its residents. Put tools in place that make it easier for residents to engage with their local government, better understand city services, and gain feedback for programs. >Use a variety of communication methods and platforms residents prefer to use for more effective communication and feedback. 299 KEY TAKEAWAYS 1. Providing an online survey for residents to take for every program, event, and project, or when necessary. 2. Create an annual plan to utilize FlashVote within the community. 3. Creating an open dialogue through social media and the website by providing opportunities for residents to respond and give feedback 24/7. 21 PRIORITY #4 300 STRATEGIES TACTICS 1. MONTHLY REPORTING A report will be created each month about social media trends, the top social media posts, the top five visited webpages, govDelivery subscribers, and other important communication information. This reporting will help the communications team better understand trends and how Chanhassen residents prefer to be communicated to and increase targeted communications to the audiences. 2. YEAR END REVIEW A year-end review will be reported to the Assistant City Manager and City Manager to showcase the communications teams’ successes, next year’s goals, and how the team continues to improve city communications. PROVIDE MEASUREMENTS OF PROGRESS AND SUCCESS Track metrics to evaluate communication efforts and effectiveness to guide future communications programs and projects. 3. EVENT REPORTING After each big city event, a digital media and survey report will be created and presented to the event programmer. 22 >There are a variety of standard metrics, also known as key performance indicators, which will be used to track the success of the city’s communication techniques. Communications will evaluate these metrics regularly and compare them to previous statistics to understand what techniques work well and which need improvements, refinement, or further implementation. >As part of our ongoing communication planning process and ahead of each major project launch, staff will set goals and then outline the key performance indicators that will be used to identify success, measure effectiveness, and refine plans. PRIORITY #5 301 KEY TAKEAWAYS 1. Providing an online survey for residents to take for every program, event, and project, or when necessary. 2. Create a reporting template and outline what specific data needs to be reported. 3. Work with city departments to ensure they recieve the reports and make changes to future communications plans when necessary. 23 PRIORITY #5 302 E-BLASTS & E-NEWSLETTERS The number of people who have signed up to receive the communication.Subscribers The average percentage of recipients who open the email or notification.Open Rate The average percentage of recipients who click on an active link within the email or publication.Click-Through Rate WEBSITE PRINTED MATERIALS, PAID ADVERTISING, & MEDIA COVERAGE The number of places a printed piece can be found – both physical and online – and the actual number of pieces distributed.Distribution Rates The reach of advertisements (both paid and unpaid) and news stories in media outlets. Examples include ads and news stories in print and online and the number of people who saw it based on the number of publications printed or the number of people who visited the webpage where the content is located. Reach The number of releases reacted to by the media.News Releases The number of distinct individuals visiting the site.Unique Visits The number of times a page on the site has been viewed.Page Views The pages that are visited most frequently – the top 5-10 should be tracked regularly.Top Pages The percentage of people that navigate away from the site after only viewing one page. A lower bounce rate means that people are exploring the page and finding the information they need. Bounce Rate The more frequently a term is searched, the more likely it is that visitors are not finding what they need, and suggest it may need to be displayed more prominently. Search Terms The sentiment of mentions, articles or interviews published by the media.News Sentiment 24 KEY PERFORMANCE INDICATORS 303 SOCIAL MEDIA The number of people who subscribe to, and follow, the city’s pages.Followers The number of people who take action by interacting with the city’s pages including likes, comments, tags, or shares.Engagement The number of people who saw the city’s posts.Reach Number of posts and metrics on content, including photos, videos, events, and polls. Quantity and Quality of Posts OTHER METRICS Quantity of survey responses Council feedback Reduction in unsolicited inquiries to departments (demonstrating that the proactive messaging is working at effectively delivering the message) Video views Poll results that demonstrate community understanding and engagement Consistency in brand use across departments Event and forum attendance 25 KEY PERFORMANCE INDICATORS 304 HIGH PRIORITY Identify ways to bring brand training to employees. Create a pathway with each department to approve all external communications. Integrate monthly, event, and annual reporting to identify reoccurring themes. Create and attend quarterly meetings with departments (either informal or formal) to ensure effective communication for upcoming projects, programs, and events. Develop a plan for community feedback, utilizing FlashVote, events, and programming. Research and establish campaign calendars, along with a process of developing a FAQ for when to use print and digital communications. Develop and implement an internal CMS website user guidebook for city employees. MEDIUM PRIORITY Develop and implement a city branding strategy. 26 IMPLEMENTATION PLAN 305 CHANHASSEN’S COMMUNICATIONS MATRIX EFFECTIVENESS TOOL COLOR KEY Most effective tool for this audience Potentially effective tool for this audience Least effective tool for this audience AUDIENCES City Website ChanhassenMN.govCommunity Newsletter Chan-HappeningsEmployee Newsletter Coming in 2024Flyer & Posters Posted in public areas where people view itPostcards & Utilities Insert Printed & mailed directly to householdsQuarterly Newsletter The Connection - mailed to each householdBrochure Found where business transactions occurQR Codes Used in only print communicationsDrone FootageBusiness CardsLocation Signage Displayed indoors, outdoors, & on streetsMedia Advisory Emailed directly to a targeted media listPress Release For website homepage or newspaperFacebookX (formally known as Twitter)InstagramNextdoorLinkedInYouTubeFact Sheet Quick, high-lever overviewPrint AdvertisingDigital AdvertisingPhotographyVideoAnnual ReportCity Council Community Wide Generation Z Millennials Generation X Boomers & Older Internal Employees Event Promotion City Projects County Projects TOOLS306 1 PROFESSIONAL SERVICES AGREEMENT AGREEMENT made this 6th day of May, 2024, by and between the CITY OF CHANHASSEN, a Minnesota municipal corporation ("City") and Braun Intertec Corporation, a Minnesota corporation ("Consultant"). IN CONSIDERATION OF THEIR MUTUAL COVENANTS, THE PARTIES AGREE AS FOLLOWS: 1. SCOPE OF SERVICES. The City retains Consultant for Special Inspection and Testing Services related to the proposed Civic Campus Project. 2. CONTRACT DOCUMENTS. The following documents shall be referred to as the "Contract Documents," all of which shall be taken together as a whole as the contract between the parties as if they were set verbatim and in full herein: A. This Professional Services Agreement; B. Request for Proposals as prepared by Kraus Anderson – dated April 2, 2024 (“RFP”); C. Insurance Certificate; D. Consultant’s proposal, excluding the General Conditions – dated April 11, 2024 (“Proposal”). In the event of conflict among the provisions of the Contract Documents, the order in which they are listed above shall control in resolving any such conflicts, with Contract Document “A” having the first priority and Contract Document “D” having the last priority. 3. COMPENSATION. Consultant shall be paid by the City for the services described in the Proposal a not to exceed fee of Eighty Six Thousand Six Hundred Thirty Two Dollars ($86,632.00), inclusive of expenses). Services performed by Consultant shall be paid at rates in accordance with the Proposal, subject to the not to exceed fee. Consultant shall bill the City as the work progresses. Payment shall be made by the City within thirty-five (35) days of receipt of an invoice. 4. DOCUMENT OWNERSHIP. All reports, plans, models, diagrams, analyses, and information generated in connection with performance of this Agreement shall be the property of the City. The City may use the information for its purposes. Notwithstanding the foregoing, the information is not intended or represented to be suitable for reuse by the City or others on extensions or modifications of the services or on any other project. Any such reuse without written verification or adaptation by Consultant for the specific purpose intended will be at the City’s sole risk, and the City agrees to hold Consultant harmless for all costs and liability arising out of such unauthorized use. 160307 2 5. CHANGE ORDERS. All change orders, regardless of amount, must be approved in advance and in writing by the City. No payment will be due or made for work done in advance of such approval. 6. COMPLIANCE WITH LAWS AND REGULATIONS. In providing services hereunder, Consultant shall abide by all statutes, ordinances, rules and regulations pertaining to the provisions of services to be provided. 7. STANDARD OF CARE. Consultant shall exercise the same degree of care, skill, and diligence in the performance of the services as is ordinarily possessed and exercised by a professional consultant under similar circumstances, at the same time and in the same locality. No other warranty, expressed or implied, is included in this Agreement. City shall not be responsible for discovering deficiencies in the accuracy of Consultant’s services. 8. INDEMNIFICATION. Consultant shall indemnify and hold harmless the City, its officers, agents, and employees, of and from any and all claims, demands, actions, causes of action, including costs and reasonable attorney's fees, to the extent caused by the negligent performance of the services provided for herein and further agrees to defend at its sole cost and expense any action or proceeding commenced for the purpose of asserting any claim of whatsoever character arising hereunder. 9. INSURANCE. Consultant shall secure and maintain such insurance as will protect Consultant from claims under the Worker’s Compensation Acts, automobile liability, and from claims for bodily injury, death, or property damage which may arise from the performance of services under this Agreement. Such insurance shall be written for amounts not less than: Commercial General Liability $2,000,000 each occurrence/aggregate Automobile Liability $2,000,000 combined single limit Professional Liability $2,000,000 each claim/aggregate The City shall be named as an additional insured on the general liability policy on a primary and non- contributory basis. Before commencing work, the Consultant shall provide the City a certificate of insurance evidencing the required insurance coverage in a form acceptable to City. 10. ALLOCATION OF LIABILITY. Neither party shall be liable to the other for any consequential, punitive, indirect, incidental, or special damages, or loss of use or rental, loss of profit, loss of business opportunity or revenue, or cost of financing or such other similar and related damages asserted in third-party claims or claims by either party against the other. 11. INDEPENDENT CONTRACTOR. The City hereby retains Consultant as an independent contractor upon the terms and conditions set forth in this Agreement. Consultant is not an employee of the City and is free to contract with other entities as provided herein. Consultant shall be responsible for selecting the means and methods of performing the work. Consultant shall furnish any and all supplies, equipment, and incidentals necessary for Consultant’s performance under this Agreement. City and Consultant agree that Consultant shall not at any time or in any manner represent 161308 3 that Consultant or any of Consultant's agents or employees are in any manner agents or employees of the City. Consultant shall be exclusively responsible under this Agreement for Consultant’s own FICA payments, workers compensation payments, unemployment compensation payments, withholding amounts, and/or self-employment taxes if any such payments, amounts, or taxes are required to be paid by law or regulation. 12. SUBCONTRACTORS. Consultant shall not enter into subcontracts for services provided under this Agreement without the express written consent of the City. Consultant shall comply with Minnesota Statutes § 471.425. Consultant must pay subcontractors for all undisputed services provided by subcontractors within ten (10) days of Consultant’s receipt of payment from City. Consultant must pay interest of one and five-tenths percent (1.5%) per month or any part of a month to subcontractors on any undisputed amount not paid on time to subcontractors. The minimum monthly interest penalty payment for an unpaid balance of One Hundred Dollars ($100.00) or more is Ten Dollars ($10.00). 13. CONTROLLING LAW/VENUE. This Agreement shall be governed by and construed in accordance with the laws of the State of Minnesota. In the event of litigation, the exclusive venue shall be in the District Court of the State of Minnesota for Carver County Minnesota. 14. MINNESOTA GOVERNMENT DATA PRACTICES ACT. Consultant must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to (1) all data provided by the City pursuant to this Agreement, and (2) all data, created, collected, received, stored, used, maintained, or disseminated by Consultant pursuant to this Agreement. Consultant is subject to all the provisions of the Minnesota Government Data Practices Act, including but not limited to the civil remedies of Minnesota Statutes Section 13.08, as if it were a government entity. In the event Consultant receives a request to release data, Consultant must immediately notify City. City will give Consultant instructions concerning the release of the data to the requesting party before the data is released. Consultant agrees to defend, indemnify, and hold City, its officials, officers, agents, employees, and volunteers harmless from any claims resulting from Consultant’s officers’, agents’, city’s, partners’, employees’, volunteers’, assignees’ or subcontractors’ unlawful disclosure and/or use of protected data. The terms of this paragraph shall survive the cancellation or termination of this Agreement. 15. COPYRIGHT. Consultant shall defend actions or claims charging infringement of any copyright or software license by reason of the use or adoption of any software, designs, drawings or specifications supplied by it, and it shall hold harmless the City from loss or damage resulting therefrom. 16. PATENTED DEVICES, MATERIALS AND PROCESSES. If the Contract requires, or the Consultant desires, the use of any design, devise, material or process covered by letters, patent or copyright, trademark or trade name, the Consultant shall provide for such use by suitable legal agreement with the patentee or owner and a copy of said agreement shall be filed with the City. If no such agreement is made or filed as noted, the Consultant shall indemnify and hold harmless the City from any and all claims for infringement by reason of the use of any such patented designed, device, material or process, or any trademark or trade name or copyright in connection with the services agreed to be performed under the Contract, and shall indemnify and 162309 4 defend the City for any costs, liability, expenses and attorney's fees that result from any such infringement. 17. RECORDS. Consultant shall maintain complete and accurate records of hours worked and expenses involved in the performance of services. 18. ASSIGNMENT. Neither party shall assign this Agreement, or any interest arising herein, without the written consent of the other party. 19. WAIVER. Any waiver by either party of a breach of any provisions of this Agreement shall not affect, in any respect, the validity of the remainder of this Agreement. 20. ENTIRE AGREEMENT. The entire agreement of the parties is contained herein. This Agreement supersedes all oral agreements and negotiations between the parties relating to the subject matter hereof, as well as any previous agreements presently in effect between the parties relating to the subject matter hereof. Any alterations, amendments, deletions, or waivers of the provisions of this Agreement shall be valid only when expressed in writing and duly signed by the parties, unless otherwise provided herein. 21. TERMINATION. This Agreement may be terminated by the City for any reason or for convenience upon written notice to the Consultant. In the event of termination, the City shall be obligated to the Consultant for payment of amounts due and owing including payment for services performed or furnished to the date and time of termination. Dated: , 2024. CITY OF CHANHASSEN BY: Elise Ryan, Mayor BY: Laurie Hokkanen, City Manager Dated: , 2024. BRAUN INTERTEC CORPORATION BY: Its Vice President Matthew Ruble 5/8/2024 163310