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CC VER 2019 01 28CHANHASSEN CITY COUNCIL REGULAR MEETING JANUARY 28, 2019 Mayor Ryan called the meeting to order at 7:05 p.m. The meeting was opened with the Pledge to the Flag. COUNCIL MEMBERS PRESENT: Mayor Ryan, Councilwoman Tjornhom, Councilman McDonald, Councilman Campion, and Councilwoman Coleman STAFF PRESENT: Todd Gerhardt, Chelsea Petersen, Kate Aanenson, Paul Oehme, Todd Hoffman and Roger Knutson PUBLIC PRESENT: Josh Kimber 2060 Majestic Way Mayor Ryan: Thank you and welcome to this evening’s meeting. I apologize for our tardiness in starting the meeting tonight. Our work session ran a little bit over. To those of you that are watching at home either on Mediacom cable channel or those who are streaming from Chanhassen’s website, we are glad you can join us. For the record we have all of our council members present tonight so our first action is our agenda approval. Council members are there any modifications to the agenda as printed? If not we will proceed with the published agenda. PUBLIC ANNOUNCEMENTS. Mayor Ryan: We have a couple public announcements tonight. First and foremost our Feb Fest announcement. The City of Chanhassen is proud to announce the first community event of 2019. It’s the 26th Annual February Festival, otherwise known as Feb Fest. This is the first in the year long series of special events that are sponsored by the City of Chanhassen, local service organizations and the local business community. February Festival will be held on Saturday, this Saturday, February 2nd and I invite the residents, their families, friends to join us on Lake Ann. Events begin at 12:00 noon and include ice skating, sledding, sleigh rides, dog sled rides snow shoeing. This one’s really cool, fat tire bike demo’s, kick sled demo’s, bonfires, medallion hunt and the always popular ice fishing contest. Hot food and concessions will be sold on the ice by the Rotary Club of Chanhassen and Culver’s. Boy Scout Troop #330 will be selling live bait and yummy S’mores kits. The ice fishing contest will run from 1:00 p.m. and includes, or 1:00 to 3:00 p.m. It includes over $6,000 dollars in prizes and each Feb Fest attendee will receive one free door prize ticket at the event for a chance to win over $3,000 dollars in door prizes. Ice fishing tickets are $10 a person and are available at City Hall and online on the City’s Feb Fest page. For more information watch the Chanhassen Villager or visit the City’s website and I look forward to seeing everyone there and I believe that we are going to get up into the 30’s by Saturday so everybody can come out of their homes and join us this Saturday and Mr. Hoffman Chanhassen City Council – January 28, 2019 2 one of my favorite stats from Feb Fest always is the number of holes that you drill. So do you have an approximate number that you’re going to? Todd Hoffman: We have an exact number, 1,000. Mayor Ryan: 1,000 awesome. I’m always very impressed. So we hope you can join us. It’s a great event and you know friends and family and people of all ages we’d love to see you on Saturday so thank you to the Park and Rec Commission for all your hard work on that. Next we have, I just want to provide an update on our outdoor rinks and warming house weather policy. Obviously it’s very important in this very cold weather just so everybody has a clear understanding on what our policy is with our rinks Rinks will remain open but ice conditions vary with the weather conditions so they will, we want you to come out and skate but these are the guidelines to determine warming house closures. When the temperatures soften the ice. When the actual or wind chill temperatures reach negative 15 degrees or colder, so that will be this week. And if more than one inch of snow accumulates on the ice when maintenance crews are not available so this policy is on our website so please look for it there. I know it’ been posted on our Facebook page as well but just so there’s no confusion and we want to make sure everybody is safe when they’re out on the ice so come enjoy our great rinks. And one final announcement, I just would like to personally thank our road and trail crews for the great job that they did early this morning in clearing all our streets and trails. I couldn’t believe when I made it to the bus stop at 8:30 this morning and all our trails were already wide open for the kids to get safely to the bus stop for please along our thanks. Todd Gerhardt: We will. CONSENT AGENDA: Mayor Ryan: Next is our consent agenda. Tonight we have consent agenda items 1 through 4. All items listed under the consent agenda are considered to be routine by the City Council and will be considered as a single motion based on staff recommendation. There will be no separate discussion of these items. If discussion is desired by anyone on council or here in the chambers you may request to have an item removed and have it considered separately on our agenda this evening. Are there any items that council would like to consider separately? I would. I’d like to remove D(3) and we will address that right after the approval of the consent agenda. With that is there a motion to approve consent agenda items 1, 2 and 4? Councilwoman Coleman: So moved. Mayor Ryan: Is there a second? Councilman Campion: Second. Chanhassen City Council – January 28, 2019 3 Councilwoman Coleman moved, Councilman Campion seconded to approve the following consent agenda items pursuant to the City Manager’s recommendations: 1. Approve City Council Minutes dated January 14, 2019 2. Resolution #2019-06: Approve Establishment of County State Aid Highway 101 between Pioneer Trail and Lyman Boulevard 4. Resolution #2019-07: Approve Purchase of 2019 CIP Equipment All voted in favor and the motion carried unanimously with a vote of 5 to 0. CONSENT AGENDA: 3. APPROVE LAKE ANN PARK EXPANSION FEASIBILITY STUDY. Mayor Ryan: Mr. Gerhardt, is this something that you could talk about please? Todd Gerhardt: The Lake Ann Park expansion feasibility study is broken into several phases and it’s a tool that our park and rec department, Todd Hoffman uses in laying out trails as developments come in so as you looked at the Galpin property this evening you saw some proposed trail layouts of where they would best as a part of that development. So we have expended money out of that feasibility study. We’ve done phase 1 and staff is suggesting you approve phase 1 in the feasibility study not to exceed $10,000 and then if and when the council feels comfortable if part of the Galpin property approval down the line then we would bring that feasibility study for the next phase. So right now what…approve phase 1 of the Lake Ann Park expansion feasibility study. Mayor Ryan: So instead of the $35,000 it would be the $10,000. Todd Gerhardt: Correct. Mayor Ryan: Correct, okay. And I had brought this to Mr. Gerhardt’s attention earlier just because I know earlier tonight we were discussing the Galpin project and nothing has been approved or moved forward so just asked about the approval of what has been spent so far and then in the next, or phase 1 as Mr. Gerhardt pointed out and then as we continue on this process we can approve further funds. So thank you for the clarification Mr. Gerhardt. Is there a motion, is there a motion on this agenda item? Councilwoman Coleman: Do we have to read it out differently with the $10,000? Mayor Ryan: Yes. Chanhassen City Council – January 28, 2019 4 Councilwoman Coleman: Okay. So correct me if I am wrong here. The City Council approves $10,000 for Phase 1 of the 2019 Park and Trail Acquisition and Development Improvement Program Expenditure for Lake Ann Park Expansion Feasibility Study. Mayor Ryan: Perfect. Is there a second? Councilman Campion: Second. Mayor Ryan: We have a valid motion and a second. Councilwoman Coleman moved, Councilman Campion seconded that the City Council approves $10,000 for Phase 1 of the 2019 Park and Trail Acquisition and Development Improvement Program Expenditure for Lake Ann Park Expansion Feasibility Study. All voted in favor and the motion carried unanimously with a vote of 5 to 0. FIRE DEPARTMENT/LAW ENFORCEMENT UPDATE. Mayor Ryan: Next is our monthly fire department and law update. Chief, welcome. Chief Don Johnson: Thank you Mayor and council, good evening. Tonight I’ll talk a little bit about where we’re at with staffing. We’ve got 42 current firefighters. One’s on leave. This year’s hiring cycles started out with quite a bit of interest. We had about 20 applications and once you whittle down the, you actually have to live in Chanhassen. It’s a paid on call department because it starts to weed some of that down a little bit so we actually took about 10 candidates starting through the interview process. They’ve been through oral panel interviews. They’ve been through chief’s interviews. They had a physical agility test and after all of that lined up we ended up offering 6 candidates conditional offers so the still have 3 major steps in their process so it doesn’t mean that we’ll necessarily get 6 out of that but we’ll be sitting pretty well. Two of them were already through school so we like to call them freebee’s because we don’t have to hold onto them for a year and pay for them to go to school so we’re hoping that all 6 can get through the process. Our current set of rookies that are in training are completing their emergency medical technician course work right now which is probably some of the more grueling stuff that they’re going to have to do and that ends in February with the National Certification exam. So I’ll start here with December stats so we went to 101 calls in December which is, I can’t find another month in Chan’s history that we went to that many calls. We finished the year at 921 which now sets the new record for Chanhassen back from 2003 when it ended at 830 calls. The years after that we went to a prioritized medical which actually took the call load down a little bit and we stopped going on what we call band aid runs where we’re in the community and you don’t necessary need the fire department because you’re just not feeling well so that prioritized dispatch hasn’t changed within the last month or two. We’ve had some changes with our CAD system which allows some flexibility in fire departments across Carver County to decide which calls they want to go on and which ones they don’t. It hasn’t changed systemically for us here in Chanhassen but our calls continue to move north. Significant calls in Chanhassen City Council – January 28, 2019 5 December. We had 65 rescue calls which included 7 motor vehicle accidents. Responded to 3 fires. One mutual aid fire in Excelsior. We had an equipment fire at Palm Beach Tan here on West 79th and then a fire in an industrial oven at Robert’s Automatic. Training wrapped up. We had an officers training off leadership development training. We’ve had 2 EMS trainings and then I had the January 14th we had our annual fire department training which we bring in a motivational speaker and do dinner and we actually had, enjoyed that at the Chanhassen Dinner Theater this year which was kind of a prelude to where our banquet will be later in May. The other thing with Don’s been very active, the other Don. Don Nutter, the Fire Marshal has been very active with starting to build some of our fire prevention activities so he actually did CPR and fire extinguisher training for Cortera, one of the businesses here in town. I did the tenant meetings with Summerwood as well as did all their fire extinguisher training for their staff this month and then we’re at Powers Ridge Senior tomorrow doing tenant meetings and set up some fire prevention activities for them. I hope to have a more detailed annual report for you within the next couple of months in regards to all of our activities over December and lay some of that out and I did in the graphics if you look there’s a Councilman McDonald requested some, when do these calls comes in so I also added some graphs and charts based on that so with that I can stand for questions. Mayor Ryan: Perfect thank you. Council any questions? Councilwoman Coleman: Not a question but if I may Chief Johnson, last night in the weather when that pager went off it just reminded me again of how much the men and women at your department do for the city. Getting up in the middle of the night, going out in God’s know what to face God’s know what. And same with law enforcement so I just want to again please along my sincere thank you. Chief Don Johnson: Thank you. Mayor Ryan: Alright thank you. Thanks Chief. Chief Don Johnson: You bet, thank you. Mayor Ryan: Lieutenant Kittelson. Lt. Eric Kittelson: Good evening Madam Mayor, council members. I have the annual law enforcement update for you this evening so in the interest of brevity I’ll review the 2018 totals and I’ve included the December, 2018 monthly report for your review. Annual calls for service summary for 2018. We had 523 Group A crimes, 175 Group B crimes, 4,914 miscellaneous non-criminal calls for service, 4,478 total traffic incidents, 582 administrative tasks. Those are mostly permits and background checks and things like that, and these totals represent 10,672 calls for service and traffic stops handled by our deputies annually with an average of 5 calls for service per shift per deputy. The types of incidents most commonly responded to were DUI 54, drug violations 89, theft 185, medicals 1,012, alarm response 561 and suspicious activity 744. Chanhassen City Council – January 28, 2019 6 The busiest day of the week is Monday which for as long as I can remember it had always been Tuesday. For 2018 the busiest day of the week is Monday and the busiest time of day for us is 5:00 p.m. to 8:00 p.m. Arrest citations and verbal warnings summary. Arrests for 2018, we had 445 individuals were arrested and charged with 641 crimes in 348 separate incidents. Some of the highest offenses per arrest were DUI 54, drug violations 59 and theft and shoplifting 37. We issued 790 citations with the most common violations being speed 246, no proof of insurance 92 and driving after suspension 61. We also issued 2,207 verbal warnings on all violations with 1,858 of those being on traffic stops. Community relations update. Deputies worked a special detail at St. Hubert’s on November 29th. We attended the annual tree lighting ceremony at City Center Park on December 1st. I attended the Southwest Chamber of Commerce General Membership luncheon with city staff on December 19th. Just last week I met with Park Nicollet. Their entire system in Minnesota is doing a collaboration with law enforcement just discussing response and different security issues so I had a meeting with their clinic manager last week. I’ll be meeting with Summerwood on a similar initiative next week and then deputies will be assisting with February Fest events at Lake Ann Park on February 2nd. Our 2019 policing work plan mission is to develop an atmosphere of policing that works in partnership with the community to creatively problem solve and deter crime. Our goal is to coordinate and tailor the delivery of police services in a manner that is aligned with city and county core values, goals and strategies and just a few of the methods that we’ll utilize is to identify regular opportunities for quality, constructive engagement with the public at community events. The deputies will assist in planning, coordinating, and attending events such as February Fest, July 4th, National Night Out just to name a few and we work very closely with Todd’s staff for those events and they do a phenomenal job. We’ll work collaboratively with the City Community Service officers to utilize the city’s speed signs to confirm neighborhood speeding concerns and respond with follow up patrol if warranted and we’ll maintain our neighborhood vitality and a sense of safety through consistent follow up to calls for service through the continuance of the community policing project that we implemented in 2017. And just as a reminder winter parking. On street parking is prohibited by Chanhassen City Ordinance between November 1st and April between the hours of 1:00 a.m. and 7:00 a.m. On street parking is also prohibited when there are 2 inches or more of snow on a street until the street has been plowed from curb to curb. And that concludes my report. I will stand for questions. Mayor Ryan: Great thank you Lieutenant. Council any questions, comments? Todd Gerhardt: Mayor, council. At our next work session Eric Kittelson will be giving both the mayor and council an update on the 5 year history of law enforcement activity in the community. This is something I’ve been asking for for a while. What it does is it compares from year to year and gives you a good background on the activities that our law enforcement have engaged in and any trends that they might see in developing our annual work plan. So Eric will give… Lt. Eric Kittelson: Yes and if I may, so if some of you recall so we went to NIBRS which is National Incident Based Reporting System which is actually required by the FBI. Will be implemented everywhere I believe by 2020. We were a pilot project for this and started this July Chanhassen City Council – January 28, 2019 7 1, 2016 and so these 5 year stats we’re going from summary based report to national incident based reporting. There are now one major changes that drug crime is not a victimless crime. It’s now counted as a crime against society so it does things to our numbers that we need to analyze and it’s taken us some time so I put together a report that will combine Group 1, or Type 1 and Type 2 crimes and Group A and Group B crimes to a point where it will make sense with limited interpretation at this point so it will be a document that’s being submitted to Mr. Gerhardt’s staff that is a 5 year crime trend analysis and comprehensive exam of all crime in the city. It took us a long time to get there but it’s a document that I think you’ll be able to reference for some time. Todd Gerhardt: It’s our largest contract that the City entertains and as a part of that it shows you what we’re buying as a part of that contract. There’s sub-sets to the contract. We brought in the Drug Task Force element at our last meeting to give you some background on what the Drug Task Force does. Eric is going to show you what the detectives have been working on. How many cases they’ve opened and closed and investigated over the last several years and also I’ve added prosecution portion to Eric’s overall presentation because what the prosecutor does is takes those misdemeanors that the deputies write and determines if they are worth investigating and taking through the court process. In some cases there’s just not enough information to prosecute so it will talk about open and closed cases. Sometimes these cases will linger into 2 or 3 years so there’s no real correlation of open and closed cases but it shows you how many cases that Eric’s team has sent over to Roger’s office to be prosecuted and also how many cases that Roger’s office has closed and also a comparison of the cost benefit of working with Roger’s office versus working with Carver County’s prosecutor. Lt. Eric Kittelson: Yeah misdemeanor FTE is hard to capture if you look at it the wrong way because detectives open and close cases that take months or years sometimes they remain open and so as Todd mentioned Mr. Knutson’s staff will have statistics of all the misdemeanor cases that they’ve prosecuted. What I did in my report, and I think Mr. Knetsch will have the other report, is if you look at the police contract there’s a separate line item for misdemeanor investigator so I took the numbers of cases that they closed and that were assigned to them. Or I’m sorry, the cases that were closed and cleared because if we do the cases that were assigned to them in a year it’s not going to make sense because a case assigned on December 21, 2018 will potentially be closed in March of 2019 or we might have a warrant for DNA that is out there until a suspect is developed so it could be years and so the most accurate way to look at it would be, because we do also assign and that’s what Sergeant Breunig, one of his main functions is, is he reviews all calls for service and all cases in Chanhassen and then he assigns them appropriately to the misdemeanor investigator. That’s going to take more time to develop or he’ll assign it to an on duty deputy so I didn’t, those numbers are already represented in the calls for service so I didn’t include those. I wanted to separate those out so you know what that separate line item in the contract, what you’re getting for that essentially. Mayor Ryan: Alright. Todd Gerhardt: So what Eric and I are telling you is. Chanhassen City Council – January 28, 2019 8 Lt. Eric Kittelson: We did a good job. Todd Gerhardt: It’s very thorough. Todd Gerhardt: It’s not always going to be apples to apples when you look at or average but we’re going to do our best to explain each to you but the key thing is, is that they’re out there patrolling. They’re not sitting around and you can see that based on the activities hours. Mayor Ryan: Great well thank you. Look forward to that report. You said next. Lt. Eric Kittelson: February 11th. Mayor Ryan: At our next work session. Todd Gerhardt: February 11th. Mayor Ryan: February 11th, great. Look forward to that. Todd Gerhardt: And Elliott also will be here. Mayor Ryan: Okay perfect. Todd Gerhardt: You’ll get a chance to him. Mayor Ryan: Great, thank you Lieutenant. Lt. Eric Kittelson: Thank you. Mayor Ryan: Appreciate it. PUBIC HEARING: ORCHARD LANE AREA STREET & UTILITY RECONSTRUCTION PROJECT-ADOPT ASSESSMENT ROLL AND AWARD CONTRACT. Mayor Ryan: The first item I believe is Mr. Oehme. The Orchard Lane and street and utility reconstruction project. Mr. Oehme. Paul Oehme: Thank you Mayor, City Council members. So tonight staff would like to have the council consider holding an assessment hearing and awarding the contract for the 2018 Orchard Lane area street improvement project. So the project is located on the north side of Lake Minnewashta. It’s about .7 miles worth of streets that we’d like to have considered for improvement. This is the last section of neighborhood that, on the north side of Lake Chanhassen City Council – January 28, 2019 9 Minnewashta that needs reconstruction so over the last I think 8 years we’ve been reconstructing all these neighborhoods annually. This is the, showing the streets that we’d like to have reconstructed. They include Orchard Lane, Forest Avenue, Forest Circle, Oriole Avenue and 64th Street and the numbers that are shown on each of these segments of roadway, that’s pavement condition index so that’s the rating that the, we have put on each of these sections of roadway for the pavement condition so the rating goes from 100 which is basically a brand new street down to zero which is basically a gravel street so the streets segments here are shown in more half to scale for the pavement condition. So they are considered in need of the reconstruction area. So with that a little background on the street and the neighborhood itself. Orchard Lane and the areas around it were constructed in 1974 and most of the utilities were put in at that same time. The water and the sanitary sewer improvements. 64th Street is a little bit different. That was built a little later in 1988. Little different pavement section. Little different pavement condition. And then the, again the OCI ranges for these areas are between 13 and 36 for the Orchard area and anything we say below a 45 range, grades pavement section is considered for reconstruction. That means that the pavement has deteriorated to such a point that minor maintenance techniques such as sealcoat or just patching, oil patches really not cost effective at this time. Here’s just a couple photos of some of the pavements in the area. So you can see Orchard Lane has been patched several times. The edge of the pavement is starting to alligator just because of the weights of the traffic that’s going through the neighborhood. 64th Street is alligatored. Really difficult to sealcoat that type of street with this condition. Forest Circle, Orchard Avenue again these are heavily alligatored. Black cracking and heavy patched. So what the city staff is proposing to reconstruct the streets and what we’ve done in the other neighborhoods is digging down and replacing the entire pavement section so the proposed pavement section would be 18 inches of basically sand section to help drain the pavement section so it doesn’t get into the asphalt. 10 inches of aggregate gravel basically on top of that for stabilization and then you’d have 4 inches of asphalt on top of that. Included in the pavement design would be 4 inches, a 4 inch drain tile on each edge of the pavement section. That would direct water away from the pavement section for longevity and also it allows homeowners to tie into that drain tile if they have sump pump discharges in the front of their house they can tie into that so it doesn’t run into our street or into our curb and potentially freeze during the winter months. The pavement width of the roads is going to vary. We tried to match the existing pavement width for each of the streets that are out there so, and that’s basically the curb line that’s shown here. We are proposing the surmountable curb. The concrete surmountable curb that we have put in in several other neighborhoods to match those areas as well. It seems like the property owners seem to approve that curb type. So we also, staff has also looked at the, all the utilities in this area. There’s only one documented watermain break in this area off of Forest Avenue. However the watermain in this area is cast iron and again it was constructed in 1974 and it’s very susceptible to breaks, especially this time of year. So what we’d like to do is replace that watermain with a PVC pipe that’s, we’ve standardized our watermain pipe width. And then also the watermain that would go underneath the street we’d have to tie into that with copper services to each of the new properties. Each of the properties and replace the curb stops at the property line as well so everything within the right-of-way in terms of the water would be replaced. The City has also televised all the sanitary sewer pipes in the neighborhood. There are Chanhassen City Council – January 28, 2019 10 3 areas that are being proposed for replacement from a manhole little section. These areas can’t be lined or improved without digging that section up. Particularly their bellies and they’re holding water then they can hold debris and then potentially have clogging issues so we’d like to address those issues as long as we have the streets torn up. And then also with the manholes we’ll also be routing some of the manholes and some of the leaking joints that we’ve identified in the area and then also including I and I barriers with the manholes as well so that water that potentially is sitting next to the manholes doesn’t get into the sanitary sewer system. Staff has looked at several options for storm sewer improvements in this area. Again the roads are rural section roads so the water just sheet flows off into the neighbor’s yards and kind of goes, meanders where it wants so with that curb and gutter we want to put in a robust storm sewer system so the green line here is basically showing the new storm sewer system that we’d be constructing. A lot of the storm sewer would be along Orchard Lane and Forest Avenue as well. A lot of storm sewer again on Orchard as well to capture that storm water before it ends up in people’s yards and direct it so we can treat the water as well. So one of the treatment options that we’ve looked at is to install rain gardens. This is a rendering of a rain garden that we’re proposing at a corner of Oriole and Orchard. We do, we did work with the property owner on this property to acquire an easement to make the improvements so we’d like to treat the water in the rain garden before it discharges into the lakes and streams in the area so the water that would come off of the streets again would be directed into the rain gardens. Potentially sit there and infiltrate for up to 24 hours and discharge at a lower rate into the existing storm sewer system in the area. So that’s a brief background on the scope of the project. Staff did solicit bids for this project and we did open bids on December 13th. We did receive 6 bids from local contractors. The bids were tabulated and checked for accuracy. The engineer’s estimate from WSB was a little over $2 million dollars. The lowest responsible bidder was from Northwest Asphalt out of Shakopee at a little over $1.987 million dollars. Northwest Asphalt has worked in the city of Chanhassen before and most recently in the rehabilitation project in 2016 and 2017. So with street improvement projects we do have an assessment practice that the City follows so the practice in general is to assess 40 percent of the street cost back to the benefiting property owners. We do not assess for utilities such as watermain, sanitary and storm sewer improvements. That would come out of the utility funds. So looking at the improvements associated with Orchard Lane, Oriole Avenue, Forest Circle and then Forest Avenue the total estimated assessment cost is a little over $7,800. Again that’s based upon the bid that we received back in December from Northwest Asphalt. So if you take that number, take 40 percent of that and it’s a little over $283,000. Divide that up amongst the 36 units that are associated or abut, have driveways on these 4 streets, the total assessment amount comes to $7,876.89 per unit. With that the terms of the assessment is proposed over a 10 year period with an interest rate of 7.25 percent. That’s based upon prime rate plus 2 percent. The last, or the other section of street proposed for assessment is 64th Street is a little bit different section of pavement that we’re looking at here that we’re not completing a whole reconstruction. This is more of a mill up the existing pavement and so some corrections and repave the streets so it’s a little bit different assessment calculation. So on 64th Street a total cost for the street section is a little over $97,000 and taking that number and looking at the 40 percent assessment amount is $38,000 and there’s 12 units on 64th Street. That comes to a proposed assessment of $3,238.54. Again the terms of Chanhassen City Council – January 28, 2019 11 the assessment if the property owners so choose to pay it off over time and put it on their taxes would be a 10 year timeframe with 7.25 percent interest rate. Again that’s prime rate plus 2 percent. So the feasibility study, going back and looking at what the feasibility study said this is the total estimated cost was $2.296 million dollars which is very close to what the bids came in at. Looking at the improvement cost from the bids that we received versus the budget amount in our CIP, the totals are shown here. Again these are the total assessment amounts. A little over $322,000. The revolving assessment would pay for 60 percent of the City’s cost and again that comes out of the revolving assessment amount and we budgeted about $1.5 million dollars for that. The watermain improvements are a little over $585,000. That would come out of the water utility fund. The sanitary sewer costs for replacements of the sanitary sewer would come out of the sanitary sewer enterprise fund and the storm sewer improvements would come out of the storm sewer utility funds so a little over $353,000 for a total improvement cost of $2.271 million dollars. This, these improvement costs do include the engineering cost that we had with a consultant. We also include the surveying costs that we have in the construction survey. It also includes… That roughly involved 11 percent of the total bid price. So here’s a schedule of what we’ve completed to date and if this project were to move forward we anticipate construction so we did have a neighborhood meeting in January 17th. We did have 3 representatives from the neighborhood attend. All the neighbors being proposed for assessments were invited to the meeting. Tonight we are, we would like to hold the assessment hearing in consideration of the bids. And then if the project were to move forward we’d like to start the project some time in April right after road restrictions or right at road restrictions and then we’d like to have substantial completion of the project early September. The final wear course of the project would be in 2020. So with that I’d be willing to stand for questions. The assessment hearing or I request that an assessment hearing be held at this time. To date the City has, staff has not received any objections to the assessment amount and our typical practice is if, that assessments, objections to assessments after the assessment hearing are not valid so we’re looking for an assessment objection before the public or the assessment hearing is closed. So with that I’d stand for questions and again request that an assessment hearing be opened at this time. Mayor Ryan: Thank you Mr. Oehme. Before I open the public hearing are there any questions of council? Councilwoman Coleman: I have one. Yes I was wondering, I know you mentioned 3 members of the community came out for the neighborhood meeting. Has there been any other feedback via phone or email from people impacted by the assessment? Paul Oehme: We have had calls over the last couple months from property owners asking questions about the assessment. Specifically more towards the project itself. Storm sewer improvements that we’re proposing. That was one of the questions. One of the, when we had the public hearing we had one gentleman stand up and ask about his oak tree that was in the right-of-way so we’re definitely have been in contact with him and working around that oak tree to make sure that the project would impact that oak. Those are basically the questions that we’ve Chanhassen City Council – January 28, 2019 12 had. Overall the property owners have been supportive of the project and I think most of them would like to see the project go forward. Councilwoman Coleman: Thank you. Mayor Ryan: Thank you. Any other questions? I have a couple Mr. Oehme. Just for clarification with Oriole Avenue getting the full reconstruction and then the 64th getting partial, how do you make that transition? Are you connecting then the new curb and gutter or what does that transition look like? Paul Oehme: Yep it’s a good question. So what we do in both the reconstruction area and the overlay area we would be having the contractor mill up these areas for the roads and the pavement so the streets themselves, as you can see the 64th Street here that already has the curb and gutter, that’s the same type of curb that we’re looking at for the other areas on Orchard and Oriole. So the transition when the streets are going to be completed you really won’t see that there’s much difference between the neighborhoods. Between the streets in terms of design and layout of the street. The construction itself is going to be a lot different because say Orchard we’re going to be digging up and replacing the watermain so this whole section here is going to be completely removed and we’re going to replace that whole section where on 64th Street we’re just going to grind up the asphalt. We’re going to actually use that as base if we find any soft spots within the paving section itself we’re going to dig those out and use the RAF or the recycled asphalt as stabilizing the aggregate so there’s two different techniques for construction and, but overall after the project is complete you really won’t notice the difference between the two neighborhoods or two streets. Mayor Ryan: And thank you, and with that I guess they’re all somewhat like similar in terms of access and road closures and with, how will they get around? I mean there’s no alternative route to their homes. Paul Oehme: Exactly so that’s a good point so we do have a construction staging plan. You know we’re not going to be opening up all the streets at one time so we’re going to allow the contractor to do a couple sections of the project at first and allow the other neighborhoods that aren’t going to be worked on to be completed at a later date and then move to that next section when the first section of the neighborhood is more or less put back together. At least that gravel section so we do have a staging plan. We always work with the neighborhoods and we let them know how and when the project’s going to start and it’s going to be impacting their neighborhoods and their property. We do use the website for communication. The inspector gives out their cell phone to all the neighbors so if they have any questions on a day to day, hour to hour basically they can always get in contact with them…for those type of questions as well. Mayor Ryan: Okay. And that was a great lead in to my next question which I’m sure you anticipated because I asked it back in December, or at the last meeting is in terms of the communication. I know there was some challenges on the Minnewashta Manor project and I Chanhassen City Council – January 28, 2019 13 know a lot of it had to do with weather and the delays and the movement of some utilities I think was part of the issue so how, just a commitment in terms of communication and updating the website. I know that was some of the frustration was you know going to the website and not having that. To make sure that they have a contact so that they can be in touch when there are these road closures. Paul Oehme: Right yep, exactly. So again we allow, well we have the inspector’s phone number, cell number on the website. Mayor Ryan: Okay. Paul Oehme: We have the city staff, engineering staff’s numbers on the website. For example last year’s project was really difficult just because of the weather that we had and things changed from week to week sometimes and the contractor you know didn’t know if he was going to be there one week just because the soil conditions were so bad we had to postpone some of that work just to get access and replace some of the watermain specifically so you know we always strive or we try to do our best for allowing for notifying the neighbors with that communication so you know there’s always room for improvement but we do our best to make sure that the website’s updated you know as much as we can when we get the information from the contractor. One thing we did do on this project was proactively approach the gas company on if they could move and relocate some of that gas main in this area because that was one of the biggest struggles we had with the last project was the gas main was in the way. They took forever to move that gas main and there were some problems associated with that so that really delayed that project so we did have the contractor last fall replace and relocate the gas main out of our way. There’s still some other smaller utilities that have to get relocated but the biggest one, the biggest hurdle we had in the last project was the gas…addressed under this project. Mayor Ryan: Perfect. And my last question. The rain garden that you spoke of, it says number one so is there a number two? And was that part of the easement acquisition that was mentioned in the packet? Paul Oehme: Yes. Mayor Ryan: And so then who’s responsibility is the rain garden? Will it be the City or will it be the property owner? Paul Oehme: Yep so the rain garden would be, like we have on other projects would be the City’s responsibility to take care of that rain garden since this is a public improvement and we have to work with the watershed district and try to do our best to infiltrate and to try to treat the water before it leaves the site so this is, this is the improvement that we’re, that we’ve completed in the past and it seems to work. We do contract out annually for maintenance of these rain gardens… There is only one rain garden that’s proposed. There was a bioswale, kind of an underground system that was proposed down by the park. Unfortunately we got into final design Chanhassen City Council – January 28, 2019 14 and the grade and soils out here really didn’t lend itself to putting a bioswale in this area so what we’re doing now is having the sump manhole and the SAFL baffle basically treating that water in the manhole before it discharges into the wetland. That’s the watershed district defines that. Mayor Ryan: Mr. Gerhardt wants you to repeat what that was. Paul Oehme: The SAFL baffle. It is a SAFL baffle so yeah so we do have a couple of those going into the project. One in the park. Herman Park and then there’s another one off of Orchard as well and I think, yeah there is another one up by the rain garden as well too. Todd Gerhardt: We have them farther west on the same street. Paul Oehme: We do. We have several in the last neighborhood that we constructed as well so those are sump manholes that catch the fine particulates before it discharges into the wetlands and the ponds and it allows access, easy access for our maintenance crew to suck out that debris and that sediment in the street before it ends up in the wetlands and ponds so it’s, we’ve put in a lot of these in recent improvement projects and they have been very successful. Mayor Ryan: Perfect thank you. I appreciate your answers. Todd Gerhardt: It means St. Anthony Falls, oh gosh now. Filtration? Paul Oehme: I’ll get back to you. Mayor Ryan: Thank you. Alright, with no further questions. Todd Gerhardt: I just want to make a point. Mayor Ryan: Oh sure. Todd Gerhardt: We talked about 64th Street. It already has curb and gutter. Paul talked about mill and overlay. If you go into the assessment roll you notice all the homes that are in on 64th Street, their assessments are typical with a mill and overlay. Not a total reconstruction. They’re in the range of $3,238 so when you don’t have curb and gutter you usually pay for curb and gutter the first time so they had curb and gutter. They’re just paying for the mill and overlay so I wanted to make that point. And then there’s also an assessment for $15,000. That individual has two lots is why it’s 15. If you divide it by 2 it comes out at the $7,876. Mayor Ryan: Perfect. Thank you. Therefore I’ll open the public hearing. Nobody is here so, pardon me? Could I get a motion to close the public hearing? Councilman Campion: So moved. Chanhassen City Council – January 28, 2019 15 Mayor Ryan: Is there a second? Councilwoman Coleman: Second. Councilman Campion moved, Councilwoman Coleman seconded to close the public hearing. All voted in favor and the motion carried unanimously with a vote of 5 to 0. The public hearing was closed. Mayor Ryan: I’ll bring it back to council for questions, comments or action. Councilman Campion: I’ll make a motion. Mayor Ryan: Mr. Campion. Councilman Campion: The City Council adopts a resolution accepting the bids and awards the contract for the Orchard Lane Area Street and Utility Reconstruction Project Number 18-01 to Northwest Asphalt Inc. in the amount of $1,987,011.56, and the City Council adopts a resolution adopting the assessment roll for the Orchard Lane Area Street and Utility Reconstruction Project Number 18-01. Mayor Ryan: We have a valid motion. Is there a second? Councilwoman Coleman: Second it. Resolution #2019-08: Councilman Campion moved, Councilwoman Coleman seconded that the Chanhassen City Council adopts a resolution accepting the bids and awards the contract for the Orchard Lane Area Street and Utility Reconstruction Project No. 18-01 to Northwest Asphalt Inc. in the amount of $1,987,011.56; and Resolution #2019-09: to adopt a resolution adopting the assessment roll for the Orchard Lane Area Street and Utility Reconstruction Project No. 18-01. All voted in favor and the motion carried unanimously with a vote of 5 to 0. Mayor Ryan: That motion passes 5-0. Thank you. APPROVE VACATION OF DRAINAGE AND UTILITY EASEMENTS AT 3790 LONE CEDAR LANE. Mayor Ryan: Next Mr. Oehme is this you as well? Paul Oehme: Yes. Mayor Ryan: Alright. Chanhassen City Council – January 28, 2019 16 Mayor Ryan: If you could provide a staff report please. Paul Oehme: Let me bring up the slide show. Mayor Ryan: Alright. Paul Oehme: So thank you Madam Mayor and City Council members. This is a proposed vacation for a drainage and utility easement at 3790 Lone Cedar Avenue. So Lone Cedar Avenue is just south of Lake Minnewashta, north of Highway 5 and the properties in question are the last two properties on Lone Cedar Lane. The easement in question that’s proposed for the vacation is located right between Lots 1 and 2. This property has recently been sold and the property owner, current property owner owns both lots. So again the drainage and utility easement was dedicated back in the original plat in 1962 between two lots shown here in a little bit more detail. It’s a 10 foot wide drainage and utility easement on both sides of the parcel line. The City does not have any utilities, water or sanitary sewer in this easement and there are no private utilities in this easement as well such as gas or electric and those type of easements so we did talk to the DNR, or contacted the DNR for this easement if they had any concerns for the vacation. They actually sent a letter back today, late this afternoon saying they didn’t have any issues with the vacation of this easement so, so staff’s in support of dedication. Kate Aanenson: Can I just give a little background on that too? Paul Oehme: Yep. Kate Aanenson: There was two lots of record. Can you just go back a little bit. So this, Lots 1 and 2, they were two lots of record and so the applicant on that lot actually got a variance to put a garage on that second lot so to vacate the easement allows him to use it, which we were excited about as opposed to having a house that close to Highway 5 and it did have access so it’s really a better use of the property so that’s why we did support the variance and this is the last part of the condition of that variance was to get the vacation of the easement. Mayor Ryan: So are they done with any construction on the property? Kate Aanenson: They have to wait, yeah. Mayor Ryan: It will be a garage. Kate Aanenson: Yep it will be a garage but they had to get, they had to vacate the easement first in order to build a garage because they want to move it closer to the house. Mayor Ryan: Okay, perfect. Paul Oehme: Over the easement. Chanhassen City Council – January 28, 2019 17 Kate Aanenson: Correct, yep so it makes it closer. Correct. Mayor Ryan: Gotch ya, perfect. Thank you. Paul Oehme: So with that the staff’s in support of the vacation of the easement so, and we’d request that a public hearing be opened at this time for consideration of the vacation. Mayor Ryan: Perfect. Thank you Mr. Oehme. Any questions from council before I open the public hearing? Alright I hereby open the public hearing. No comments. Could I get a motion to close the public hearing please? Councilman Campion: So moved. Mayor Ryan: Is there a second? Councilwoman Coleman: Second it. Councilman Campion moved, Councilwoman Coleman seconded to close the public hearing. All voted in favor and the motion carried unanimously with a vote of 5 to 0. The public hearing was closed. Mayor Ryan: I again bring it back to council for any questions, comment or action please. Councilman Campion: I’ll make a motion. Mayor Ryan: Mr. Campion. Councilman Campion: The City Council adopts a resolution approving the vacation of a portion of public drainage and utility easements on Lot 1 and 2, Block 1 of Cedar Crest plat. Mayor Ryan: We have a valid motion. Is there a second? Councilwoman Coleman: Second. Resolution #2019-10: Councilman Campion moved, Councilwoman Coleman seconded that the Chanhassen City Council adopts a resolution approving the vacation of a portion of public drainage and utility easements dedicated as follows: 1. The westerly 10.00 feet of Lot 1, Block 1, CEDAR CREST, according to the recorded plat thereof, Carver County, Minnesota (P.I.D. No. 251700010); and 2. The easterly 10.00 feet of Lot 2, Block 1, CEDAR CREST, according to the recorded plat thereof, Carver County, Minnesota (P.I.D. No. 251700020). Chanhassen City Council – January 28, 2019 18 All voted in favor and the motion carried unanimously with a vote of 5 to 0. Mayor Ryan: That motion carries 5-0. Alright next we have no new business however everybody was so kind in not calling me out that I didn’t go through the visitor presentation so I was hoping not to make a mistake but I breezed through that. There was nobody in the chambers to, for the visitor presentation so I apologize for that but I did want to point out, we spoke about it at the January 14th meeting about the new visitor presentation process. As part of the emphasize on communication that we talked about at the last meeting we are implementing a new way to go about managing requests as they are presented during the visitor presentation portion of the meeting. So if you come forward and your request includes an action item from staff or council we would like to complete a Citizen Action Request form, and I think that’s on the monitor now. What it looks like. So this can be done in one of two ways. It can either be completed in council chambers the evening that you are making a request. There’ll be hard copies available or it may be completed online. The link to the form is part of our agenda and can be, and will be submitted accordingly and so Councilwoman Tjornhom asked me at the last meeting about if, if you’re just making a comment do you have to fill out a form so I just want to clarify again that if you’re just making a comment or here for a presentation the form does not need to be completed. And the reason for this new process is to ensure that your requests are clearly understood by both staff and council and that there is follow up and follow through and for transparency reasons the completed citizen action request form will be included in the correspondence section as part of the following meeting. So after, at the next meeting if you look at the correspondence packet that request form will be in there and it will show what action has been taken and whether or not the request has been completed or further discussion is required. So thank you for getting that form out there. I appreciate it and look forward to having that communication with the residents. COMMISSION PRESENTATIONS. Mayor Ryan: Going forward you know we have a lot of council members that sit on different boards and community, different commissions or boards and go to various meetings as representatives of council and so I had asked that if you are at one of those meetings to utilize this opportunity to share, share what happened at your meeting or at that commission so if anybody had attended a meeting or a board meeting of some sort if you have an update we’d appreciate it. Councilman McDonald: Madam Mayor. I’m on the Southwest Transit Board representing the City and at our last meeting we approved our budget for 2019. We also kind of looked at what our goals and summaries are going to be for the coming year and one of the things that Southwest is trying to do is, it’s a micro transit solution. What that means is we started the prime movement about 3 years ago and that has since taken on some national importance. In fact I was at a meeting this morning down at the State Legislature and that’s one of the big things that they’re interested in is how do we get transit to everybody so that it’s usable and affordable and Chanhassen City Council – January 28, 2019 19 what Southwest has been doing over the past 3 years has now become a model for doing that. Southwest called it their prime approach. We’re now looking at going to what’s called a prime medical which will only handle, much like the fire department. We’ve been overwhelmed by I think calls and now what we’ve tried to do is break them down into medical calls and just taking people to the mall shopping. If they have to go someplace to pick up something you know to get prescriptions so the medical will allow more or less, we can now take someone to their doctor’s office. To the hospital. Wherever they need to go for their clinic and that way they’re not part of this other chain where we’re picking up people and taking people to a number of different places so this is a new concept and everybody’s kind of interested in how it’s going to work. There’s a lot of interest I think within the state as to what the opt out’s have been doing. What we do as far as service and what Southwest has constantly tried to do is how do we better improve transit opportunities for the communities that we serve so we’re looking at a number of innovative practices to go forward with that and you know that was part of what our budget reflects is to be able to do all of those types of jobs. The other commission I’m serving on is Beyond the Yellow Ribbon. Not a lot has happened there in the past couple of months. We haven’t been hit with any big needs at this point but you know we’re always ready to do something. We act as kind of a clearinghouse to either get people in touch with agencies that can provide what the need is or we can try to do fundraising. One of the best examples was a couple years ago. There was a mother in the community who’s son was graduating out of boot camp down at Fort Jackson and she had no way to get down there so we went around, raised some money. Got her an airline ticket. Got her a hotel room. Provided for transportation back and forth from the hotel so we an do those kind of things for veterans and I think one of the things that we’re always asking the public to do is, we’re here. Just contact us and you know we’ll try to get resources together to address whatever the need is for the particular veteran or their family. And that’s pretty much it. That’s the two committees I work on. Mayor Ryan: Great, thank you Mr. McDonald. Could I ask a follow up question for your transit? Councilman McDonald: Sure. Mayor Ryan: So the, I’m sure the interest in the prime medical is huge so what is the timeline or how is this going to be implemented and what are you waiting for in terms of next steps? Councilman McDonald: Well it’s going to be rolled out this year and the problem that we’re having, which is what we talked to the State about is capital funding to buy these vehicles. You’re not using a bus. What you’re using in most cases, they call them a cut away but it’s like a regular van only a little bit bigger because again you’ve got passenger seats but those are not cheap and what we did for prime is we went out and got a lot of Metro Mobility’s vehicles that were already beyond their life and we refurbished them and all like this and used them to prove the concept and now we’re starting to get some attention from again it’s as far away as New Zealand has asked us how the program works but it’s really, it comes down to the software you use and again it’s the dedication of, it’s like a Lyft or an Uber. We go right to the house to pick Chanhassen City Council – January 28, 2019 20 people up. You can’t do that with a big bus so it’s trying to get transportation to those members of the community. What’s holding it up is again trying to get the funding to buy these new vehicles. We’ve got some funding to take care of some vehicles this year and we’ll convert a couple of them to be able to do this new service and we’ll see how it goes from there. Mayor Ryan: Great, thank you. Councilman Campion: I have a question too. Councilman McDonald: Sure. Councilman Campion: So is prime going away and being replaced with the prime medical or they’re both? Councilman McDonald: No it’s going to be both. Councilman Campion: Okay. Councilman McDonald: Again they’re two customer bases that you look at using and by having prime medical you can now call up and you know if you’re wheelchair bound or if you need special assistance we can now dedicate those services to that particular run. Councilman Campion: Okay cool. Mayor Ryan: Perfect thank you. Anybody else? I would like to just highlight one of the meetings that Mr. Gerhardt and I attended at the Carver County Leaders Meeting. We spent a significant amount of time on the opioid crisis facing Carver County. They brought in a woman from the Minnesota Department of Health to talk about overdose prevention and went through a resources dashboard and shared with us that that, the Department of Health is rolling out to address, it gives different statistics. It provides resources but it really just speaks to the crisis that we’re facing obviously as a nation but particularly in Carver County and not only the State and the County but locally ways you can get information and address this very scary crisis facing our community so you can go to Minnesota Department of Health and look for the resources dashboard on their website and it’s a great tool to use so really appreciated that update. ADMINISTRATIVE PRESENTATIONS. Mayor Ryan: Next are there any administrative presentations? Todd Gerhardt: I have a couple Mayor and council members. Councilmember Coleman thanked the volunteer fire department for their efforts going out in the cold weather. I’d also like to extend my appreciation to our utility department that worked until 1:30 last night on a watermain break. It was long after dealing with the watermain break then they jumped into their plow Chanhassen City Council – January 28, 2019 21 trucks and started plowing so it was a long early morning for those gentlemen. And I also want to extend my appreciation to Paul Oehme our Public Works Director who has decided to resign his position and become the Public Works Director for the City of Lakeville. I’ve been harassing Paul for the last 2 weeks since he’s announced this and because I still haven’t accepted the fact that he’s leaving me after 15 years. But Paul it’s truly that I appreciate everything that you’ve done here. Tonight is a perfect example. You just assessed probably close to 35 homes and nobody’s here to contest it and so credit to you and your staff for doing such a fantastic job and helping reinvest into our infrastructure. I know Todd Hoffman’s going to miss you because his parks will be saved and but again you’ve done a fabulous job in investing our citizen’s money tax money into our infrastructure and you should be very proud of that as we are for your efforts. Paul Oehme: City Council members thanks Todd for those kind words and I just wanted to say that it wasn’t an easy decision at all. There’s so many valuable friends and acquaintances that I’ve met in the city and Todd has a really strong and a great staff to work with so it’s just something that from a career opportunity it just seems like it was the right thing to do. I know the City will be in good hands with the next Public Works Director. Todd Gerhardt: Well they’ve got big shoes to fill and Justin is off my Christmas list so he’ll no longer be receiving Christmas Cards from me. He used to the Assistant here, City Manager but no he’ll still get Christmas Cards. Mayor Ryan: Well I will echo that comment, Mr. Oehme we’re very sad to see you go. In the last 4 years I’ve certainly enjoyed working with you. You’ve been, I know just great to work with from a resident standpoint but for me personally the many phone calls and emails and quick response. You know weekends, early mornings, night time is when I’ve emailed you with a question from a resident you’ve always been quick to respond and mostly I appreciate you sitting there while I pepper you with questions so, and always have good answers and if you don’t have an answer you’re, you look it up and get an answer and response so I will, we will definitely miss you at the City but wish you much success in your next endeavor and adventure. So thank you for your service and commitment to the City. Paul Oehme: Thank you very much. You do have me for one more council meeting. Mayor Ryan: Well then we’ll thank you again. Todd Hoffman: Maybe there’s something you don’t know. Todd Gerhardt: We don’t expect much out of your Paul. CORRESPONDENCE DISCUSSION. Mayor Ryan: Anything else in the correspondence discussion? Chanhassen City Council – January 28, 2019 22 Todd Gerhardt: There is the, the Mayor and I did attend the 276 Leaders Meeting and Dr. Peterson shared the school district’s legislative position statements, very similar to our legislative position paper that was handed out earlier and if you have any questions regarding that list don’t hesitate to call me. He was gracious enough to share that with the surrounding 276 community leaders and mayors and city managers. Mayor Ryan: Perfect. I think that’s it so if I could get a motion for adjournment please. Councilman Campion: So moved. Mayor Ryan: Is there a second? Councilwoman Coleman: Second. Councilman Campion moved, Councilwoman Coleman 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 8:15 p.m. Submitted by Todd Gerhardt City Manager Prepared by Nann Opheim