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Agenda and PacketAGENDA CHANHASSEN CITY COUNCIL MONDAY, NOVEMBER 23, 2020 CHANHASSEN CITY HALL, 7700 MARKET BOULEVARD A.5:30 P.M. WORK SESSION Note: Work sessions 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. 1.Emergency Preparedness Planning Discussion 2.Budget follow up B.7:00 P.M. CALL TO ORDER (Pledge of Allegiance) C.PUBLIC ANNOUNCEMENTS 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. 1.Approve City Council Minutes Dated November 13, 2020 2.Approve City Council Minutes dated November 12, 2020 3.Approve City Council Minutes dated November 9, 2020 4.Receive Planning Commission Minutes dated October 20, 2020 5.Receive Economic Development Commission Minutes dated October 13, 2020 6.Receive Park & Recreation Commission Minutes dated September 22, 2020 7.Award Consultant Contract for 2021 Street Improvement Project 2005 8.Adopt Snow and Ice Removal Policy Update 9.Resolution 2020XX: Ratification of Amendments to the Chanhassen Fire Relief Association ByLaws 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) AGENDACHANHASSEN CITY COUNCILMONDAY, NOVEMBER 23, 2020CHANHASSEN CITY HALL, 7700 MARKET BOULEVARDA.5:30 P.M. WORK SESSIONNote: Work sessions are open to the public.If the City Council does not complete the worksession items in the time allotted, the remaining items will be considered after the regularagenda.1.Emergency Preparedness Planning Discussion2.Budget follow upB.7:00 P.M. CALL TO ORDER (Pledge of Allegiance)C.PUBLIC ANNOUNCEMENTSD.CONSENT AGENDAAll items listed under the Consent Agenda are considered to be routine by the city council andwill be considered as one motion. There will be no separate discussion of these items. Ifdiscussion is desired, that item will be removed from the Consent Agenda and consideredseparately. City council action is based on the staff recommendation for each item. Refer to thecouncil packet for each staff report.1.Approve City Council Minutes Dated November 13, 20202.Approve City Council Minutes dated November 12, 20203.Approve City Council Minutes dated November 9, 20204.Receive Planning Commission Minutes dated October 20, 20205.Receive Economic Development Commission Minutes dated October 13, 20206.Receive Park & Recreation Commission Minutes dated September 22, 20207.Award Consultant Contract for 2021 Street Improvement Project 20058.Adopt Snow and Ice Removal Policy Update9.Resolution 2020XX: Ratification of Amendments to the Chanhassen Fire ReliefAssociation ByLawsE.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.FIRE DEPARTMENT/LAW ENFORCEMENT UPDATE 1.Monthly Fire Department Update 2.Law Enforcement Update G.OLD BUSINESS H.PUBLIC HEARINGS I.NEW BUSINESS J.COUNCIL PRESENTATIONS K.ADMINISTRATIVE PRESENTATIONS L.CORRESPONDENCE DISCUSSION 1.September 2020 Revenue/Expenditures Budgets vs. Actual 2.Review of Claims Paid 11232020 3.CDA Community and Economic Development Updates November 18, 2020 M.ADJOURNMENT N.GUIDELINES 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.ci.chanhassen.mn.us/action or paper forms are available in the city council chambers prior to the meeting. 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. 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. AGENDACHANHASSEN CITY COUNCILMONDAY, NOVEMBER 23, 2020CHANHASSEN CITY HALL, 7700 MARKET BOULEVARDA.5:30 P.M. WORK SESSIONNote: Work sessions are open to the public.If the City Council does not complete the worksession items in the time allotted, the remaining items will be considered after the regularagenda.1.Emergency Preparedness Planning Discussion2.Budget follow upB.7:00 P.M. CALL TO ORDER (Pledge of Allegiance)C.PUBLIC ANNOUNCEMENTSD.CONSENT AGENDAAll items listed under the Consent Agenda are considered to be routine by the city council andwill be considered as one motion. There will be no separate discussion of these items. Ifdiscussion is desired, that item will be removed from the Consent Agenda and consideredseparately. City council action is based on the staff recommendation for each item. Refer to thecouncil packet for each staff report.1.Approve City Council Minutes Dated November 13, 20202.Approve City Council Minutes dated November 12, 20203.Approve City Council Minutes dated November 9, 20204.Receive Planning Commission Minutes dated October 20, 20205.Receive Economic Development Commission Minutes dated October 13, 20206.Receive Park & Recreation Commission Minutes dated September 22, 20207.Award Consultant Contract for 2021 Street Improvement Project 20058.Adopt Snow and Ice Removal Policy Update9.Resolution 2020XX: Ratification of Amendments to the Chanhassen Fire ReliefAssociation ByLawsE.VISITOR PRESENTATIONSVisitor Presentations requesting a response or action from the City Council must complete andsubmit the Citizen Action Request Form (see VISITOR GUIDELINES at the end of this agenda)F.FIRE DEPARTMENT/LAW ENFORCEMENT UPDATE1.Monthly Fire Department Update2.Law Enforcement UpdateG.OLD BUSINESSH.PUBLIC HEARINGSI.NEW BUSINESSJ.COUNCIL PRESENTATIONSK.ADMINISTRATIVE PRESENTATIONSL.CORRESPONDENCE DISCUSSION1.September 2020 Revenue/Expenditures Budgets vs. Actual2.Review of Claims Paid 112320203.CDA Community and Economic Development Updates November 18, 2020M.ADJOURNMENTN.GUIDELINES GUIDELINES FOR VISITOR PRESENTATIONSWelcome to the Chanhassen City Council Meeting. In the interest of open communications, the Chanhassen CityCouncil wishes to provide an opportunity for the public to address the City Council. That opportunity is providedat every regular City Council meeting during Visitor Presentations.Anyone seeking a response or action from the City Council following their presentation is required tocomplete and submit a Citizen Action Request Form. An online form is available athttps://www.ci.chanhassen.mn.us/action or paper forms are available in the city council chambers prior tothe meeting.Anyone indicating a desire to speak during Visitor Presentations will be acknowledged by the Mayor. Whencalled upon to speak, state your name, address, and topic. All remarks shall be addressed to the CityCouncil as a whole, not to any specific member(s) or to any person who is not a member of the CityCouncil.If there are a number of individuals present to speak on the same topic, please designate a spokespersonthat can summarize the issue. Limit your comments to five minutes. Additional time may be granted at the discretion of the Mayor. If youhave written comments, provide a copy to the Council.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 understandingof 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. CITY COUNCIL STAFF REPORT Monday, November 23, 2020 Subject Emergency Preparedness Planning Discussion Section 5:30 P.M. WORK SESSION Item No: A.1. Prepared By Don Johnson, Fire Chief/Emergency Management Director File No: SUMMARY Presentation and Discussion on Work Planning around Emergency Response. BACKGROUND City staff have held several meetings in response to the current COVID19 pandemic. Formalized plans for continuity of services, telecommuting, and employee guidelines have been developed for continued response to the current situation. Additionally, many of these plans can be used for response to a variety of incidents the City could experience in the future. RECOMMENDATION Staff recommends the City Council adopt the Telecommuting Policy developed as part of the emergency management planning process at the next Council meeting. ATTACHMENTS: Presentation PowerPoint Continuity of Services Plan Final Draft TeleWork Policy Draft Telecommuting Work Agreement Draft Crisis Communication Plan Master List by Department Emergency Preparedness Plan COVID-19 City of Chanhassen •Initial Emergency Mgmt meeting with Carver County on February 6 with a “business as usual” recommendation. •Identified as a Public Health Incident •Initial City Meeting was held on March 16 •Fire Department “locks down” to scheduled crews with COVID staffing beginning March 20 •Several assembly businesses closing down •Chanhassen Dinner Theatres, Paisley, Etc. •Senior/Recreation Centers Close Highlights – Initial Response •Discussions on Essential/Non-Essential services with the goal of developing city wide plan •No Plan developed •Discussions on Quarantine of employees based on several instances of international and local “hot spot” travel •No formal plan developed –case by case decision making •Spent remainder of Stay at Home order adjusting to Executive Orders related to pandemic •Partial Re-opening of City in June A New Perspective •Interim City Manager meets with Department Heads to discuss incident outcomes to develop formalized plan for the future •Interim City Manager determines the need for After Action Review (AAR); Fire Chief and Manager facilitate the process •AAR is conducted and a work plan is developed to address issues •Interim City Manager assigns action items and moves process along What is the Purpose of an After Action Review (Standard Emergency Management Planning Tool) •A guided analysis of an organizations performance, conducted at appropriate times during and at the conclusion of an incident with the objective of improving future performance. •We want to; ▪Establish What Happened ▪Determine What was “Right” and What was “Wrong” with our response ▪Determine What could be approved upon for the duration of the event or, if the event were to happen again. The published AAR will be used for Planning for the duration of the incident or planning for future incidents. Ground Rules for an AAR •Restricted to upper level administrators to allow open communication. •Discuss events leading up to the incident, response to the incident, recovery from the incident. •Each individual should provide honest feedback without fear of ridicule or retaliation. Feedback of all types is encouraged: opinion*, fact-based details, perceptions*, observations with the intent of the group to learn from the experience and improve future outcomes. •The “Leader” should be an active listener and not make this about a critique of a unit or individual’s performance. * “I feel Like” statements that are neither right or wrong What Went Well •No documented staff transmission during duration of incident •Essential City services to the community continued •Transition to virtual meetings went well •City staff adjusted to Executive Orders with minimal impacts Work Plan to Address –Challenges and Opportunities (not in rank order) •Develop a formalized Continuity of Services Plan •Develop and communicate formal telecommuting policy •Identify layered leadership within the organization to manage through incidents •Identify strategies to communicate decisions and plans across the organization •Organizational Development •Eliminate Silos •Identify Trust Building Opportunities Continuity of Services Plan •Lists of Phases of a plan and is scalable for several types of incidents •Identifies primary Phase of an incident and steps each department may take to meet the overall goals of the plan •Essential Services Lists provided by department •Generalized activities covered by applicable Phase with the understanding that some incidents may require variation or be non-applicable •Complements CDC Guidelines for COVID recommendations based on exposures and work place controls Develop Telecommuting Plan •Major component to staff dissatisfaction with City response to the incident •Department Heads left to determine their own guidelines by department creating perceived equity issues among department •Telecommuting Plan developed based on best practices and required guidelines. A major component requires City Manager to approve telecommuting work city wide with standardized expectations Develop Crisis Communications Plan •Need for clear, consistent communication identified in AAR •Plan identifies types of communication to occur during an incident and groups to whom communication should be made •Clarifies roles of leadership in communication Emergency Operations Center Base Assignments •Staff Assigned to begin education on specific roles within the EOC •Layered back ups assigned to EOC staffing in the event primary is unavailable •Staff assignments may be changed based on the type of incident •Will be updated on a regular basis and used as part of the city preparedness plan Emergency Operations Center Base Assignments Layered Back Ups Identified Incident Command Heather Johnston Jake Foster Public Information Officer Jake Foster Ana Fatturi EOC Coordinator/Support Kim Meuwissen Jean Steckling Finance Kelly Strey Danielle Washburn Planning Kate Aanenson Sharmeen Al-Jaff Logistics Jerry Ruegemer Priya Tandon Operations Charles Howley G. Bender/C. Burke Liaison Lt. Lance Pearce Sgt. Tyler Stahn Safety Fire Chief Don Johnson Asst Chief Don Nutter Volunteer Coordinator Mary Blazanin Jodi Sarles Documentation Unit Leader FF Ana Fatturi Alison Vance IT Coord & Support Rick Rice Matt Kerr Remaining Action Items •Organizational Development Strategies •Eliminate Silos •Team/Trust Development Activities Continuity of Services Plan Purpose: To develop and document a plan to guide city operations through various operational phases during times of crisis or emergency incidents. This is intended to be an All Hazards Response Policy for pandemics, tornadoes and severe weather, hazardous materials incidents, Mass Casualty Incidents, etc. The City of Chanhassen supports a safety first, objective approach for both the public, and all city employees to provide a continuity of essential city services during times of crisis. The plan will be utilized by city leadership, employees, and stakeholders to identify a scalable, phased response of city operations that is flexible and clearly communicated. Essential Services are outlined on Attachment A, along with actions associated with each Phase. The plan will be reviewed on a continuous basis and may need some modifications based on the type of incident the city is faced with. The City Manager, or designee, is responsible for setting the appropriate Operational Phase for city response to any given incident. While the City is in Phase 3, the Incident Commander will determine day to day operational work based on Emergency Management Planning Guidelines in compliance with federal, state, and other local authorities. Operational Phases Normal Operations: City in normal operations mode with no modified work schedules or services. Daily operations are coordinated through operating divisions and managed by Department Heads, according to established policies. Phase 1: City operations may be modified to meet the needs of incident response with the goal of minimal impacts to daily operations.  Remote work may be approved by Department Heads on a limited basis, however each department is required to have a minimum # of staff at public facilities to conduct business  Public facilities are open but virtual meetings are encouraged  Special considerations for specific public health emergencies, such as pandemics, may include: o Physical distancing for staff and visitors is required. o Staff and visitors shall wear approved face coverings  Consider temporary or modified restrictions to Non-Essential Services city wide Phase 2: City operations are impacted and resources and priorities set toward providing Essential Services only.  All Non-Essential Services are restricted depending on incident  All public facilities are closed to the Public, but staff may report in person if deemed appropriate  Public meetings shall be held virtually as allowed for per MN Statutes, Section 13D.02 Sub 1  All in-person programming is canceled or postponed  Remote work should be encouraged and supported based on Essential/Non-Essential Services Guidelines  Employees with Non-Essential duties may be reassigned to support Essential Services  Consider emergency scheduling of Public Works and Parks staff to support Essential Services but adhere to stricter distancing guidelines depending on type of incident  Scheduled offsite training activities for staff shall be postponed Phase 3: City operations significantly impacted and city is placed under a “State of Emergency” by the City Council.  Emergency Operations Center (EOC) is stood up at the Public Works facility and is staffed by City Manager or designee  EOC planning processes guides day to day work plans based on the incident  If a Stay At Home Order is in place, Remote Work is supported as a priority based on city guidelines and policies  Staff with Non-Essential work not able to work remotely may be reassigned to support Essential Services or be placed on Furlough or Lay Off Status CITY OF CHANHASSEN | Tele-Worker Policy City of Chanhassen, Minnesota Tele-Worker Policy Policy Overview The purpose of this policy is to establish a set of guidelines under which city staff may work remotely during emergencies, when other circumstances prohibit the use of their normal city workspaces, or under a special circumstance when it is beneficial to the employer and employee. The public nature of the city’s work requires a physical presence in most cases. Remote work is not appropriate for all city employees and no city employee is entitled or guaranteed the opportunity to work remotely. Conditions of this policy include:  All teleworking arrangements must have prior department approval and ensure that quality public services are maintained, which may include authorization by the City Manager as detailed in the Emergency Operations Plan. All long-term teleworking arrangements must have final approval by the City Manager. Temporary arrangements must be approved by the department head (e.g., inclement weather, project-based work).  Duties, obligations, responsibilities, and conditions of employment with the City of Chanhassen remain unchanged including salary and benefits.  Those who are teleworking must comply with all state and federal laws, bargaining agreements, and City policies, procedures, and processes that apply to all employees. Failure to comply may result in the loss of teleworking privileges and/or disciplinary action.  Teleworkers must comply with state and federal employment laws that apply to all City employees including, but not limited to, the Fair Labor Standards Act (FLSA) which regulates payment of overtime for exempt and non-exempt employees.  The teleworker is responsible for establishing and maintaining adequate workspace that is protected from any danger or hazards and that can accommodate any required equipment and is set up to limit interruptions so employee can focus on work tasks.  Teleworking arrangements must be scheduled in a manner that ensures appropriate on-site coverage under normal working conditions. CITY OF CHANHASSEN | Tele-Worker Policy Supervisors Responsibility Supervisors shall be responsible for monitoring the teleworker and ensuring this policy and the Teleworking Guidelines are followed. Supervisors shall ensure work product is measurable for performance evaluation purposes and the quality of public services is not compromised. Employee Responsibility Employees understand teleworking is not a benefit or a right but a privilege and agree to the terms and conditions of the Teleworking Agreement. 1. Procedures a. An employee shall request teleworking privileges from his/her supervisor. b. The employee and the supervisor begin the process of determining suitability according to the “Employee Eligibility Criteria” and other applicable sections in the Teleworking Guidelines. c. The MIS Department is contacted to ensure telephone, voice data, electronic equipment, and/or software is available and can support the teleworker’s needs. The IT Manager must approve the technology requirements before final approval for teleworking is given d. Employee and supervisor agree to teleworking terms, complete the “Teleworking Agreement.” The form is then forwarded with the request for departmental approval according to department procedures (i.e., next level of supervision or division director). e. The City Manager shall be responsible for final authorization of all long-term teleworking arrangements. Teleworking agreements can be modified or terminated at any point, based on business needs. 2. Employee Eligibility Criteria Supervisors should assess requests for teleworking on a case by case basis considering at a minimum the following criteria: a. The needs of the department and the City b. The employee’s duties and responsibilities c. Expectations for future performance by the employee and how performance will be measured. d. Positive or negative effects on quality customer service. CITY OF CHANHASSEN | Tele-Worker Policy e. Positive or negative effects on the department and the City as a whole. f. Availability of electronic equipment and software, including access to documents required for work. g. Availability of adequate equipment and workspace at the alternative work site. h. Demonstrated work skills, such as time management, organization skills, self- motivation, and the ability to work independently. i. Individual department or division parameters. 3. Remote Workspace The employee is responsible to provide a suitable workspace to accommodate the ability to reasonable perform their assigned work. The workspace should meet the following criteria: a. The teleworking location should comply with building code and be free of health and safety hazards and/or obstructions. b. The teleworker will be responsible for all costs related to improvements in the home necessary to ensure an adequate and safe workspace, including appropriate ergonomic office furniture. Home utility costs (e.g., water, heat, electricity, internet service fees, furniture, etc.) will not be reimbursable by the City. c. The teleworker must take appropriate steps to minimize damage to city-owned equipment at the home work site and ensure that it is not used by any unauthorized person. d. The teleworker must provide sufficient internet bandwidth to support the work to be performed. The teleworker is responsible for any costs associated with providing sufficient internet bandwidth. The City may temporarily issue mobile hotspots if such equipment is available. 4. Vehicles, Equipment and Supplies The City will provide eligible employees the necessary computing equipment and software to perform their remote work. Teleworkers must follow the Computer Use Policy when using this equipment. Laptops or other city computing equipment will be configured for a secured connection to the City network. The City does not provide internet bandwidth. For employees who use city-owned vehicles the employee should follow the use of city vehicles policy. CITY OF CHANHASSEN | Tele-Worker Policy 5. Terms and Conditions a. The supervisor and the employee must develop, agree to, and sign the Teleworker Agreement and obtain approval according to this policy before teleworking begins. A final copy of the agreement will go to the employee, supervisor, and Assistant City Manager to place in his/her personnel file. b. All terms and conditions of employment according to city policy will remain consistent while teleworking, including salary, benefits, and job classification. c. In the event of a work-related injury while teleworking, the employee is directed to notify the supervisor and complete all necessary reports for reporting an accident/incident. d. The work schedule and hours of work shall be consistent with the requirements as agreed upon with the employee’s supervisor. During agreed upon core hours, the employee shall be available for consultation with his/her supervisor or other City staff. An employee shall inform the supervisor of any major absences from the teleworking location during the core hours. e. Employees who are teleworking from their home location must determine adequate arrangements for child or dependent care to maintain a professional working environment. f. To reduce the liability to the City and the employee, business meetings and client visits to the employee’s home are prohibited. g. To limit security issues, teleworkers will not be allowed to access the City networks through personal equipment. City of Chanhassen Telecommuting Working Agreement Employee Info 1. Remote work location: Employee residence Other (Specify) Employee Name Street Address City State Zip Telecommuting will benefit the City of Chanhassen by: Schedule 2. Teleworking schedule On a weekly basis M Tu W T h F Occasional basis On a monthly basis (regular commuting days e.g., 1st Tu): 3. Core hours Equipment 1. City of Chanhassen equipment (if any) provided for use at remote work locations: Description Approved by IT (if applicable) 5. Databases and information systems the employee will have access to from remote work location (if any): 6. Non-City of Chanhassen equipment, software and data permitted to be used. Items Contacts 7. Frequency and type of contact between employee and supervisor on teleworking days will be: 8. Employee will monitor telephone calls from the remote work location and will respond to calls as if at permanent work location. Yes No. If no, Employee will call the permanent work location at least times per day. 9. Conditions/expectations/performance measures/agreed upon by the employee and supervisor: My signature below indicates that I have read and accept the terms and conditions of this Agreement as described in the City of Chanhassen Telecommuting Policy I agree that this employee may telecommute with the conditions identified in the City of Chanhassen’s telecommuting policy. Employee Signature Date: Signature of City Manager: Date: Department Head Signature: Date: Dept Head / Supervisor: Date: Teleworking Terms As a City of Chanhassen Teleworker, I understand and agree to the following: 1. I agree to perform services for the City of Chanhassen as a teleworker. I understand that teleworking is voluntary and may be terminated at any time, by City of Chanhassen or me, with or without cause 2. I agree that my duties, obligations, responsibilities and conditions of employment with Chanhassen remain unchanged. My salary, retirement, benefits, and City sponsored insurance coverage remain unchanged. 3. I agree to follow the City of Chanhassen Computer Use policy when using any City provided equipment, software, data, and supplies, in my alternative work location. 4. I agree to designate an alternative workspace, subject to the approval of my supervisor. The workspace will accommodate any equipment to be used in my work and I will protect the workspace from any hazards and dangers that could affect the equipment and me. 5. In the event of equipment malfunctions, I agree to notify my supervisor immediately or return to my permanent work station. If the malfunction precludes me from working on my teleworking work assignment, I understand that I will be assigned other work and/or work location pending the repair of my equipment. If City owned equipment malfunctions, the City will take expedient action to complete the repairs or provide alternate equipment. 6. With advance notice, I agree that City representatives can make on site visits to my remote work location. This visit may be necessary to inspect or investigate an injury, theft, loss, or tort liability related to teleworking. 7. I agree that business meetings and client visits to my home are prohibited. 8. I understand I will be liable for injuries to third persons and members of my family at my home/work location. 9. I agree that my remote workspace is considered an extension of my City of Chanhassen workspace and therefore I am governed by the provisions of workers’ compensation. If I have a job-related accident during my teleworking hours, I will report it to my supervisor immediately and complete the required reports. 10. I agree that any software, products, documents, reports, or data created as a result of my work-related activities are owned by City of Chanhassen. 11. I agree to return any City-owned equipment, software, products, documents, and data if I stop teleworking, leave my employment with City of Chanhassen, or take an extended leave of absence. 12. I agree to protect the privacy and confidentiality of data when transporting the data to and from my remote work location and using the data at my remote work location. I understand that I must follow the provisions of the MN Government Data Practices Act, other data privacy legislation, and City of Chanhassen data privacy policies when transporting the data or working at my remote work location. 13. I agree to comply with all applicable laws and City of Chanhassen policies, including the City of Chanhassen Policy on Teleworking. I understand that failure to comply may result in loss of teleworking privileges and discipline 14. I understand that my remote working will be allowed, assuming a same level of service as if I were physically present on the work site. As such, I will be responsive to phone calls and emails in a timely manner, as well as make myself available to participate in meetings remotely. Operational Stages Normal Operations: City in normal operations mode with no modified work schedules. Daily operations are coordinated through operating divisions and managed by department heads. Phase 1: City operations are modified to meet the needs of incident response with minimal impacts to daily operations. Phase 2: City operations are impacted and resources and priorities set towards essential functions Phase 3: City operations significant impacted and city is placed under a “state of emergency” Communications Specific staff designated to roles such as Incident Command, Public Information Officer (PIO), etc. are outlined in the EOC Staffing 8.2020 Document. If for any reason the primary designated staff person is unavailable to perform duties, the designated backup staff will be responsible. 1. Generation of Messaging a. Incident Command is responsible for generating and approving messaging and communications. b. Incident Command is responsible for gathering input from appropriate stakeholders such as the mayor, city council, law enforcement, individual department heads, and the communications team during the development of messaging. c. Incident command may delegate specific message development to individual department heads or the Public Information Officer (PIO). 2. Internal Communications a. The specified internal parties should be notified of initial messaging and changes at the following times during each successive stage of operation. i. City Council 1. Phase 1: Regularly scheduled work sessions and meetings. Via email by Incident Command as necessary. 2. Phase 2: Regularly scheduled work sessions and meetings. Weekly communication via email by Incident Command to all city staff & council. Via email by Incident Command as necessary. 3. Phase 3: Regularly scheduled work sessions and meetings. Special meetings as required. Daily communication via email by Incident Command to all city staff & council. Via email by Incident Command as necessary. ii. Department Heads 1. Phase 1: Weekly meetings with all department heads, Incident Command, and Public Information Officer (PIO). Via email by Incident Command as necessary. 2. Phase 2: Bi-weekly meetings with all department heads, Incident Command, and PIO. Via email by Incident Command as necessary. 3. Phase 3: Daily meetings with all department heads, Incident Command, and PIO. Via email by Incident Command as necessary. iii. City Staff 1. Phase 1: Weekly department meetings or email from department head. Via email by Incident Command as necessary. 2. Phase 2: Weekly department meetings. Weekly communication via email by Incident Command to all city staff & council. 3. Phase 3: Bi-weekly department meetings. Weekly communication via email by Incident Command to all city staff & council. b. If a city staff person does not have a city email account, direct supervisors are responsible for sharing all communications (from dept./sect. heads and Incident Command) with their direct reports. This includes part-time and seasonal staff without city email accounts. 3. External Communications The following external parties should be notified of initial messaging and changes at the following times, during each successive stage of operation. a. Residents/General Public i. Phase 1: As needed via website and social media. Weekly via e-blast. Initial press release to local media outlets, including Chanhassen Villager. Updates as needed. ii. Phase 2: The public will be notified that all official City meetings will be held virtually, until otherwise noted. Weekly via website, social media, and e-blast. Initial press release to local media outlets, including Chanhassen Villager. Updates as needed. iii. Phase 3: Bi-weekly via website and social media. Weekly via e-blast. Initial press release to local media outlets, including Chanhassen Villager. Updates every two weeks. Meetings will continue to be held virtually. b. Carver County, Carver County Sheriff’s Department, and State Officials i. All phases: Directly, as needed by Incident Command. Can delegate to appropriate department heads. c. Neighboring Communities i. All phases: Directly, as needed by Incident Command. Can delegate to appropriate department heads. 4. Delivery of External Communications The communications team is led by the PIO and consists of the PIO, EOC Coordinator/Support, Communications Specialist, and Admin Support/Communications Specialist. a. Prior to delivery of external communications, Incident Command should communicate messaging updates with the communications team the following ways, during each successive stage of operation. i. Phase 1: As necessary, via in-person meeting, online meeting, or email. Incident Command may delegate messaging communication to department heads or the PIO with notification to the communications team. ii. Phase 2: Weekly, via in-person or online meeting. iii. Phase 3: Bi-weekly, via in-person or online meeting. b. Delivery of communication on the listed platforms are the responsibility of these positions under all stages: i. Website: Communications Specialist and Admin Support /Communications Specialist ii. Social Media (Facebook, Twitter, and Instagram): Communications Specialist and Admin Support /Communications Specialist iii. E-Blast: Mayor iv. Press: Incident Command. Incident Command may delegate press release development to specific department heads or the communications team. 5. Chronological Process of Communications In all phases, prior to external initial communication or updates, the message should be delivered internally to all City Staff and City Council, according to the methods described in Section 2. Phase 1 Phase 2 Phase 3 Service Essential Actions Essential Actions Essential Actions Water Treatment Plant Operation (2 Plants) Y •No change to service or staffing Y •No change to service •Operators potentially report directly to/from plant w/o going into PW •Plant closed to non-essential staff Y •No Change to service •Potential to assign 1 operator for operating both plants, rotating operators Street Maintenance Y •No change to service or staffing Y •No change to service •Consider split shifts Y •Discontinue all preventative maintenance activites •Maintain passable streets for emergency response needs, including clearing debris, response to flooding and providing traffic control Fleet Maintenance Y •No change to service or staffing Y •No change to service •Consider split shifts •Top off on-site fuel supply •Prioritize maintenance of specific essential services vehicles and equipment needs Y •Service only essentail services vehicles and equipment •staffing reduced Facility Maintenance Y •No change to service or staffing Y •No change to service •Potential to minimize contractor work Y •Focus all work on maintenance of facilities that support performing essential services •Self perform all work to the extent able Utility Locates Y •No change to service or staffing Y •No change to service •Locator to report directly to/from field Y •No change to service •Staffing reduced and locating performed amongst other emergency utility services Sewer/Water Infrastructure Maintenance (Pipes, Wells, Lift Stations) Y •No change to service or staffing Y •No change to service •Consider split shifts Y •Discontinue all preventative maintenance activites •Staffing reduced to cover only emergency repair CIP Project Development Y •No change to service or staffing Y •Re-prioritize projects based on potential budget impacts •Remote work potential N •Discontinue Construction Administration/Inspection Y •No change to service or staffing Y •Perform as needed •Report directly to/from field N •Discontinue Permitting/Plan Review Y •No change to service or staffing Y •Process as needed •Work Remote potential N •Discontinue Water Meter Replacement Y •No change to service or staffing N •Discontinue N •Discontinue PUBLIC WORKS/ENGINEERING Phase 1 Phase 2 Phase 3 Service Essential Actions Essential Actions Essential Actions Recreational Programs Y •Modify to meet executive orders •Manage cancellations •Provide communication N •Depends on executive order •Potential for virtual programming N •Virtual programming only •Close program registration Recreation Center Y •Open to public based on guidelines •Limited events based on guidelines •Coordinate facility operations with ECCS N •Close facility or reduce hours based on guidelines •Approved occupancy based on guidelines •Modify facility program offerings •Reduce or eliminate facility rentals N •Facility closed Senior Center Y •Open facility to create safe space for visitors •Modify programs and events to meet guidelines N •Likely closed based on guidelines •Partner with other agencies to provide safety checks for home bound seniors N •Senior Center closed •Work with other agencies on programming and other care strategies Park facilities •Skate park •Park rental facilities Y •Youth sport scheduling for athletic fields •Maintain safe facilities for use based on guidelines N •Use based on guidelines •Work on postponement or rescheduling N •Facilities closed but parks open for use dependent on guidelines •Cancel community events and games based on guidelines Park Maintenance Y •Snow removal as needed •Trash collection in parks and on parks/trail systems •Mowing as needed on parks/trail systems Y •Modify trash collection based on usage and guidelines •Modify mowing schedules based on usage and guidelines Y •Modify work schedules and support essential services where needed PARK & RECREATION Phase 1 Phase 2 Phase 3 Service Essential Actions Essential Actions Essential Actions Payroll Process Y •A combination of remote work and modified, shared office time Y •Primarily remote work Y •Remote work Accounts Payable Y •A combination of remote work and modified, shared office time Y •Primarily remote work Y •Remote work with delays in processing Utility Billing Y •A combination of remote work and modified, shared office time Y •Primarily remote work Y •Remote work Investments, Debt Management, Long Term Planning/Reporting Y •A combination of remote work and on site work N •Primarily remote work N •Remote work Emergency Response and Cost Tracking to include EOC Operations Y •A combination of remote work and on site work Y •A combination of remote and on site work based on the incident demands Y •A combination of remote and on site work requirements to meet the needs of the incident FINANCE Phase 1 Phase 2 Phase 3 Service Essential Actions Essential Actions Essential Actions Crisis Leadership •Attend EOC Ops Briefings •Align with partner jurisdictions for collaboration or mutual aid Y •Monitor incident and set appropriate Phase for incident Y •Determine need for EOC based on needs of incident •Determine need for Emergency Declaration Y •Establish Emergency Operations Center and designate Incident Commander •Attend EOC Briefings and emergency planning processes •Align with partner jurisdictions for collaborations and mutual aid •Ensure resources are available for operational management •Determine if special circumstances warrant emergency provisions in labor contracts Communication •Refer to Crisis Communication Plan Y •Communicate with staff about work, policy changes, and provide situational updates Y •Contiunous communication of pertinent information to staff •Support other areas with communication based on postponements or cancelations of programming and city services •Cancel any non-crisis related advertising Y •Identify a Public Information Officer and assign to the EOC •Identify and support communication needs based on essential services from other departments and support the plan Determine Community needs Y •Based on guidelines Y •Public events canceled Y •No public events •Work with County and non-profits based on incident to determine crisis needs within the community Community Services Officers Y •Work with L/E and Fire on Essential Services Y Y Data Requests Y •Continue based on Freedom of Information Act Y Y Elections Y •Will be conducted based on state and federal law Y •Enhanced safety precautions based on incident and guidelines Y •Reassign all resources to ensure elections are conducted Licensing Y Y •May suspend collecting fees Y •License fees deferred Front Desk Reception Y •No impact on service level Y •Front/Desk Reception staff continue to report, but may have schedule altered or be reassigned to other essential services Y •Likely reassign and/or some service level adjustments made to support some remote work ADMINISTRATION Phase 1 Phase 2 Phase 3 Service Essential Actions Essential Actions Essential Actions Maintain City core technology Y •Ensure bandwidth exists to support city technology Y •System support based on priority and essential services Y •Prioritized by EOC Maintain end user technology Y •Ensure resources to support remote work •Support end users working in remote environment Y •Prioritize support to essential services only in remote work environment Y •Prioritized by EOC Virtual Council environment Y Y Y Support Internal virtual environment for other meetings Y Y Y •Prioritized by EOC MIS Phase 1 Phase 2 Phase 3 Service Essential Actions Essential Actions Essential Actions Respond to 911 Calls Y •Collaborate with Mutual Aid Partners to manage call volumes and staffing levels •Utilize proper PPE for calls Y •Casual use of station prohibited by active FFs •Non Fire Department personnel prohibited from station Y •Station restricted to on-shift personnel and those responding to general alarms •Strict distancing guidelines in place for calls •Auto start call response reviewed and modified based on EOC guidelines Staffing Y •Maintain budget approved staffing levels with duty crews Y •Review needs of incident and adjust duty crew hours to meet the needs of the incident Y •Consider 24 hour coverage with approval of the Incident Commander Training Y •Maintain training in small groups to meet guidelines Y •Move to virtual training environment for group training •Maintain hands-on training on duty crew shifts N •Training suspended Construction Inspections Y •Support construction needs Y •Prioritize based on needs for response N •Will be considered based on need and incident priorities Annual Fire Inspections Y •Continue as necessary N N Internal Social Events •Black Hat Ceremony •Promotional Ceremony •Annual Banquet N •Continue based on guidelines N •Postpone or cancel N External Community Events •Open House •Fire Prevention Visits N •Continue based on guidelines N •Postpone or cancel N FIRE DEPARTMENT Phase 1 Phase 2 Phase 3 Service Essential Actions Essential Actions Essential Actions Review applications per State Statue 1599 Y •Continue as necessary Y •Some staff may be working remotely Y •Depend on EOC direction Hold PC meetings Y •Remote meeting if necessary Y •Some staff may be working remotely N •Depend on EOC direction Provide P and Z information Y •Continue as necessary Y •Some staff may be working remotely N •Depend on EOC direction Forestry & Environmental Commission Y •Continue as necessary •Commission meeting remotely N •Staff may be working remotely •Commission meeting remotely if necessary N •Depend on EOC direction Senior Commission Y •Continue as necessary •Commission meeting remotely N •Discontinue •Depend on EOC direction Economic Development Commission Y •Continue as necessary N •Discontinue N COMMUNITY DEVELOPMENT-PLANNING Phase 1 Phase 2 Phase 3 Service Essential Actions Essential Actions Essential Actions Review Application Y •Staff to plan review Y •Some staff may be working remotely Y •Depend on EOC direction Inspections Y •Staff to continue inspections Y •Continue inspections based on guidelines Y •Depend on EOC direction COMMUNITY DEVELOPMENT-BUILDING & INSPECTIONS Phase 1 Phase 2 Phase 3 Service Essential Actions Essential Actions Essential Actions Respond to Dispatched Calls for Service (CFS) Y •Maintain current staffing levels for CFS •Ensure proper PPE is worn for calls Y •Community Relations type of work would discontinue •Postpone or cancel scheduled community events •Evaluate and assess community engagement requests to maintain regulations and restrictions from government entities Y •Evaluate certain types of self-initiated public contact to limit exposure to employees and the public CARVER COUNTY SHERIFF'S OFFICE CITY COUNCIL STAFF REPORT Monday, November 23, 2020 Subject Budget follow up Section 5:30 P.M. WORK SESSION Item No: A.2. Prepared By Kelly Strey, Interim Finance Director File No: BACKGROUND At the September 14th Council Work Session, the Council discussed options for a preliminary tax levy and at the September 28th Council meeting Council approved a preliminary levy at an increase of 2.77% with direction to staff to continue to work on budget details to reduce the final levy to a 2.5% increase. Council Work Sessions in October and November included discussion on the CIP, the utility rate study and the budgets for the Enterprise and Special Revenue Funds. Additionally, on November 9 staff presented information about longterm financial planning. During tonight's presentation, staff will provide follow up information from questions from those meetings and proposed budget changes. ATTACHMENTS: CARES Funding for Chanhassen Businesses Budget Presentation Nov 23 ID Funding Source First Name Last Name Title/Role Legal Name of Business DBA or Trade Name (if different)Address Address 2 City/Town Which category best describes your business:Please specify principal business or industry:Budget Cleared SBEA 92 Chanhassen Shahriar Rahman Manager Barakah llc Pizzaioli 588 west 78th st Chanhassen Food Pizzeria 10000 A 216 Chanhassen Barbara Huston-Truempi Owner Boutique 78 B78 511 Main St Chanhassen Retail Retail Womens Clothing and Jewelry 10000 A 154 Chanhassen Dawn Dvorak Sole Proprietor/Owner/Cosmotologist Hair by Dawn at Salon Concepts of Chanhassen Dawn Dvorak Hair by Dawn (at Salon Concepts of Chanhasen)582 W. 78th St, Suite 20 Chanhassen Service for Consumers Hair Salon/Cosmotology 9900 A 85 Chanhassen Donna Primozich Donna Primozich Inc 568 West 78th St Chanhassen Service for Consumers Nail Industry 5300 A 189 Chanhassen Justin Holtkamp Owner Go Forward Brands 4, LLC Orangetheory Fitness 460 Lake Dr #170 Chanhassen Other Fitness studio specializing in High Intensity Interval Training 10000 A 193 Chanhassen DONALD HALLA PRESIDENT HALLS GREENS GOLF COURSE 495 PIONEER TRAIL Chanhassen Service for Consumers GOLF 10000 A 79 Chanhassen Kim Shiely Owner/Teacher Kindermusik With Friends 1351 Park Road Chanhassen Service for Consumers Music Education 9400 A 200 Chanhassen Paul Modeen Managing Member PMR LLC 7580 Quattro Drive Chanhassen Construction Retail and Commercial Construction 10000 A 163 Chanhassen Nicole Bandklayder Owner The Cookie Cups, LLC 600 Market Street. #105 Chanhassen Food Bakery Storefront 10000 A 167 Chanhassen Tracy Standal Owner Tracy Standal The Dance Warehouse 2471 Galpin Court Suite 122 Chanhassen Other Dance studio 10000 A 90 Chanhassen Kristina Holtzleicer Owner, Dance Instructor U Can Danz! Dance Company Kristina L. Holtzleicer DBA U Can Danz! Dance Company 7928 Kerber Blvd Chanhassen Other Dance Studio for children & teens ~ Arts & Fitness 10000 A 104 Chanhassen Carrie Kearney Owner/CEO Yoga Bella 521 Lake Dr Chanhassen Other Yoga 3400 A 215 Chanhassen Sri Latha Ganti Owner Young Minds LLC Mathnasium Chanhassen West 2645 W 78th St Chanhassen Service for Consumers Tutoring 10000 A 179 Chanhassen sharon naik owner ASPI Scholars LLC Kumon 402 west 78th street Chanhassen Other Tutoring 10000 A 146 Chanhassen Jennifer Owen Salon owner J.Bellas Salon LLC 7810 Market Blvd Chanhassen Other Salon 10000 A 14 CDA Ashley Kerber Owner A & M Chanhassen Child Care, Inc Next Steps Learning Center 1430 Park Court Chanhassen Other Child Care Learning Center 10000 A 4 CDA Eric Ronning Owner Arete Providers, Inc.Express Employment Professionals 2679 W 78th St Chanhassen Service to Business Full service staffing and recruiting agency 10000 A 22 CDA Geeyoun (Nicole)Kwon Owner Bonsai Inc Bonsai Sushi & Korean Cuisine 420 Pond Promenade Chanhassen Food Restaurant 10000 A 52 CDA Cam-Tu Dalluge owner Cam-Tu N Dalluge, DDS, PA Radiance Dental 500 W 79th St Suite 300 Chanhassen Health Care & Wellness Dentistry 10000 A 21 CDA Jacob Chartier Owner/Orthodontist Chartier Orthodontics 854 West 78th St, Ste 205 Chanhassen Health Care & Wellness Dental 10000 A 54 CDA Jessica Pettingill Owner chefjess llc Cafe Thyme 8702 Chanhassen Hils Dr N Chanhassen Food Full Service Restaurant 10000 A 43 CDA Tom Gillham Business Owner Code Logic LLC Code Ninjas - Chanhassen 426 Pond Promenade Chanhassen Service for Consumers Child Education 10000 A 50 CDA Dan Reeves Owner DR Graphics, LLC Minuteman Press 1701 LAKE DR W Chanhassen Manufacturing Printing and marketing services 10000 A 11 CDA Susan Kibler Managing Partner Friends and Family Creative Enterprises, LLC Board and Brush Creative Studios 7882 Market Blvd N/A Chanhassen Other Arts and Education 10000 A 46 CDA Chris Helsene Owner Helsene Partners LLC 7874 Century Blvd Chanhassen Asset & Property Management Retail Mall Rental Real Estate 10000 A 49 CDA Holly Strack Salon Suite Owner/Sole Proprietor Holly Strack Holly Strack - Stylist 582 West 78th Street Suite 13 Chanhassen Service for Consumers Salon Suite Owner/Hair Stylist 10000 A 17 CDA Kelsey Berres Controller Ledgestone Hospitality LLC n/a 1709 Lake Dr W n/a Chanhassen Other Hotel management 10000 A 59 CDA Martin Hubbard Owner M & M Entertainment, inc Chanhassen Cinema 570 Market Street Chanhassen Other Movie Exhibition 10000 A 37 CDA Sommana Monthisane Owner Na's Thai Cafe Inc.Na's Thai Cafe 566 West 78th Street Chanhassen 10000 A 9 CDA Kristine Bye Owner Salon 79 Salon 79 500 79th st 500 79th st Chanhassen Other Hair salon/ personal care 9800 A 7 CDA Amanda Bloomer Owner Thrive Physical Therapy, LLC Thrive Physical Therapy 600 Market St. Suite 150 Chanhassen Health Care & Wellness Physical Therapy 10000 A HOMEBASED BUSINESS 254 HOME Logan Joyce Founder, Principal Consultant Gray Matter Growth, LLC 8021 Dakota Ave.Chanhassen 5000 A 256 HOME Fred Penteado Treasurer Penteado Leadership Consulting LLC the People Side 6739 Brenden Court Chanhassen 5000 A 247 HOME Brett Long Partner/Founder Prairie Wind Partners 2629 Orchard Lane Chanhassen 5000 A 58 HOME James Rothstein Owner The Maid Man LLC 1820 Plymouth Ln Unit 6 Chanhassen Service for Consumers House and office cleaning 5000 A 156 HOME Lesley Fahey Owner Seed Supplements LLC 2843 Arboretum Village Trl Chanhassen Service to Business Food Safety 5000 A 239 HOME Mark Schrempp President/Owner EEasy LLC Allinliner 951 Butte CT Chanhassen 5000 A City of Chanhassen 2021 Budget Budget Follow-up Meeting Nov. 23, 2020 Budget Calendar Feb 10 Council Work Session – Discuss Early 2021 Budget Estimates June 8 Council Work Session - Discussion of 2020 and 2021 Budget Aug 10 Council Work Session – Initial 2021 Budget Discussion Aug 24 Council Work Session – Detailed Budget Discussion Sept 14 Council Work Session – Max Tax Discussion Sept 28 Council Meeting – Set Preliminary Tax Levy Oct 12 Council Work Session – Special Revenue & Enterprise Funds Oct 12 Council Work Session – Capital Improvement Plan (CIP) 2021-2025 Oct 26 Council Work Session – Review of 2020 Utility Rate Study Nov 9 Council Work Session – Long-term Financial Planning Nov 23 Council Work Session – Budget Follow-up Dec 7 Council Meeting – Truth In Taxation (TNT) Hearing Dec 14 Council Meeting – Adopt 2021 Tax Levy and Budget No increase to healthcare costs A 2% increase for cost of living and merit pay (KFS Avg 1.9%) A 3.5% increase in the police services contract Includes new technology fee for enhanced building software Includes planning intern funded by sign permit fee From Sept 14 CITY OF CHANHASSEN TAX LEVY 2021 Budget 2020 2021 Dollar Percent OPERATIONAL & CAPITAL LEVY Levy Levy Change Change General Fund $9,181,833 $9,503,900 Capital Replacement Fund (for equipment)800,000 800,000 Revolving Imp Street Reconstruction 728,523 930,000 Pavement Mgmt Fund (Sealcoating)93,000 353,000 Total Operational & Capital Levy 10,803,356 11,586,900 783,544 7.25% DEBT LEVY Public Works Facility 480,600 479,800 Library Referendum 457,412 Total Debt Levy 938,012 479,800 (458,212) -48.85% TOTAL TAX LEVY $11,741,368 $12,066,700 $325,332 2.77% Major Changes: • Includes adjustment to police contract • Revenue estimate updates • Streets & Parks Snowplowing policy savings ($19,000) Current Proposed CITY OF CHANHASSEN TAX LEVY 2021 Budget 2020 2021 Dollar Percent OPERATIONAL & CAPITAL LEVY Levy Levy Change Change General Fund $9,181,833 $9,472,000 Capital Replacement Fund (for equipment)800,000 800,000 Revolving Imp Street Reconstruction 728,523 930,000 Pavement Mgmt Fund (Sealcoating)93,000 353,000 Total Operational & Capital Levy 10,803,356 11,555,000 751,644 6.96% DEBT LEVY Public Works Facility 480,600 479,800 Library Referendum 457,412 Total Debt Levy 938,012 479,800 (458,212) -48.85% TOTAL TAX LEVY $11,741,368 $12,034,800 $293,432 2.5% Reference for Impact of Changes to the Levy Percent Change in the Levy Total Dollar Increase 0.1% $12,000 1.0% $120,000 Estimated Impact of Changes to the Levy on Sample Property Values 2020 Tax Levy + Ref Levy 2021 Prelim Levy 2.77% increase 2021 Proposed 2.5% increase Net Change from Prelim City Tax on $300,000 Home 642 641 638 -3 City Tax on $450,000 Home 997 995 991 -4 City Tax on $600,000 Home 1,382 1,382 1,377 -5 Note: Market value increases will vary on individual properties. This table does not reflect market value increases. Impact of Changes to Quarterly Utility Rates (assume 26,000 gallon usage) 2020 2021 Rate Study Option to fund enhanced pond maintenance 2022 Water 78.06 85.46 85.46 89.73 Sanitary Sewer 140.69 147.74 147.74 155.64 Storm Water 15.63 16.51 21.33 22.61 Quarterly Total 234.38 249.71 254.53 267.99 Quarterly Increase 15.33 20.15 13.46 Total Bill Increase 6.5% 8.6% 5.3% Increase Storm Water CIP to a total of $3m over 10 years Adjust Storm Water Rate one time and then 6% annually thereafter CIP Questions • No revolving fund projects – reallocated funding to Lyman project • MSA funded projects • Sealcoat & other Roads • Plan included a project estimate of $3.2 with $2.1m to be assessed to property owner with a planned issuance of a TIF note to reimburse the annual payments from available TIF from the project. There is a 5-year rule which would require this to happen by 2023 TIF – What was the original plan for Market Blvd improvements • Would need to reallocate $3m of funding from other projects • Consider bonding Galpin – can this be done sooner? Question: Parks Naming Rights Has the City pursued park naming rights? The City had an agreement with Chanhassen Athletic Association in 2000 to sell advertising on some ballfields but no advertising was ever placed. No other naming rights have been discussed. Question: Debt Issuance Considerations? •Long-term assets / term less than life of the asset •Who pays? Debt service spreads cost to future users •Larger than usual projects / asset purchases •Revenue stream is in the future (ie: user fees, special assmts) •Inflationary risk vs. cost of borrowing rates When to use debt as a funding tool? • On-going operations costs • Annually recurring projects • Uncertain revenue sources When should you avoid debt? Which businesses received CDA CARES grants? CDA & Chanhassen Allocations Combined $327,800 Food, Hospitality & Entertain (7) $70,000 Education & Childcare (5) $49,400 Salons (5) $45,000 Services (7) $45,000 Sports & Fitness (5) $43,400 Retail (4) $40,000 Health & Wellness (4) $35,000 IT Position •Long-term financial planning identified critical need for a Network Technician position ($100k). •New assets and services provided by the MIS Department over the past five years is significant Network Connectivity – build out of fiber ring in Carver County Access Control System – card readers added for improved security Public Works Asset Management System – Cartegraph upgrade required three additional servers; this system allows for automated scheduling and enhanced mapping capabilities Storage Area Network Hardware – Current system requires two separate applications Records Retention System – Two major upgrades have occurred, additional efficiencies have not been achieved due to workload COVID Response – Improvements made to AV systems and computers allowed for staff to work remotely—support is needed for these new systems Video Surveillance – System has increased from 9 to 54 cameras – responsibility for supporting the system moved to MIS when Crime Prevention Specialist was eliminated •Back-up and cross training needed for additional staff – after hours and weekend work difficult for staff of two; workload limits ability to train staff proactively Financial Management Policies to Consider Debt Issuance & Management Reserve Balances Operating Budget Financial Resiliency Compensation Philosophy Risk Management Capital Improvements Planning Capital Equipment Management Revenue Management Long-term Planning Fee Structure Cash & Investment Management CITY COUNCIL STAFF REPORT Monday, November 23, 2020 Subject Approve City Council Minutes Dated November 13, 2020 Section CONSENT AGENDA Item No: D.1. Prepared By Kim Meuwissen, Office Manager File No: PROPOSED MOTION “The City Council approves the summary minutes for the November 13, 2020 Special City Council meeting.” Approval requires a Simple Majority Vote of members present. ATTACHMENTS: Summary Minutes CHANHASSEN CITY COUNCIL SPECIAL MEETING CANVASS BOARD SUMMARY MINUTES NOVEMBER 13, 2020 Mayor Ryan called the canvass board meeting to order at 12:00 p.m. COUNCIL MEMBERS PRESENT: Elise Ryan, Jerry McDonald, Julia Coleman COUNCIL MEMBERS ABSENT: Dan Campion, Bethany Tjornhom STAFF PRESENT: Heather Johnston, Interim City Manager CANVAS RESULTS OF GENERAL ELECTION ON NOVEMBER 3, 2020. Oath of Canvas Board was performed by all members of the City Council. Heather Johnston explained the results of the general election held on November 3, 2020. The City Council of Chanhassen declared the results of the November 3, 2020 General Election made by the election judges as true and correct. Resolution 2020-63: Councilman McDonald moved, Councilwoman Coleman seconded to approve the resolution approving the results of the general election held on November 3, 2020. All voted in favor and the motion carried unanimously with a vote of 3 to 0. ADJOURNMENT: The meeting adjourned at 12:10 pm. Submitted by Heather Johnston Interim City Manager Prepared by Kim Meuwissen Office Manager/Deputy City Clerk g:\minutes\cc\2020\summary\11-13-20-cc-sum.docx CITY COUNCIL STAFF REPORT Monday, November 23, 2020 Subject Approve City Council Minutes dated November 12, 2020 Section CONSENT AGENDA Item No: D.2. Prepared By Kim Meuwissen, Office Manager File No: PROPOSED MOTION “The City Council approves the summary minutes for the November 12, 2020 Special City Council meeting.” Approval requires a Simple Majority Vote of members present. ATTACHMENTS: Summary Minutes CHANHASSEN CITY COUNCIL SPECIAL MEETING SUMMARY MINUTES NOVEMBER 12, 2020 Mayor Ryan called the meeting to order at 5:15 p.m. COUNCIL MEMBERS PRESENT: Elise Ryan, Jerry McDonald, Dan Campion, Bethany Tjornhom (Zoom) COUNCIL MEMBERS ABSENT: Julia Coleman STAFF PRESENT: Heather Johnston and Jake Foster PUBLIC PRESENT: Lynn Barboza (SGR – Zoom) Haley Pemrick Schubert (Zoom) Lucy Rehm (Zoom) The City Council reviewed 42 applicants for the City Manager position. Council identified 12 candidates to move forward as semi-finalists. These candidates will provide additional information to the Council. Council will review these candidates at the December 14, 2020, Work Session. ADJOURNMENT: The meeting adjourned at 7:29pm. Submitted by Heather Johnston Interim City Manager Prepared by Kim Meuwissen Office Manager/Deputy City Clerk g:\minutes\cc\2020\summary\11-12-20-cc-sum.docx CITY COUNCIL STAFF REPORT Monday, November 23, 2020 Subject Approve City Council Minutes dated November 9, 2020 Section CONSENT AGENDA Item No: D.3. Prepared By Nann Opheim, City Recorder File No: PROPOSED MOTION “The City Council approves the City Council Minutes dated November 9, 2020.” Approval requires a Simple Majority Vote of members present. ATTACHMENTS: City Council Summary Minutes dated November 9, 2020 City Council Verbatim Minutes dated November 9, 2020 City Council Work Session Minutest dated November 9, 2020 CHANHASSEN CITY COUNCIL REGULAR MEETING SUMMARY MINUTES NOVEMBER 9, 2020 Mayor Ryan called the meeting to order at 7:00 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: Heather Johnston, Jake Foster, Kate Aanenson, Charlie Howley, Kelly Strey, and Andrea Poehler PUBLIC PRESENT: Mark Webster 6527 2nd Avenue South Luis Berrospid 7406 Frontier Trail PUBLIC ANNOUNCEMENTS: Mayor Ryan shared information CONSENT AGENDA: Councilman McDonald moved Councilman Campion seconded to approve the following consent agenda items pursuant to the Interim City Manager’s recommendations: 1. Approve City Council Minutes dated October 26, 2020 2. Resolution #2020-61: Adoption of Livable Communities Act 3. Approve Contract for Lakeridge Road Stormwater Pond Repair 4. Tort Liability Waiver 5. Approve Access Easement Agreement with John and Carrie Tietz All voted in favor and the motion carried unanimously with a vote of 5 to 0. VISITOR PRESENTATIONS. None. REQUEST FOR RENAMING TH5/AUDUBON ROAD/MCGLYNN ROAD. City Council Summary – November 9, 2020 2 Charlie Howley presented the staff report on this item which was a Citizen Action Request Form from Mr. Bob Finn. Speaking on behalf of Mr. Finn, Mark Webster, 6527 2nd Avenue, Richfield, Minnesota explained discussions with State legislators on renaming Trunk Highway 5 and/or Audubon Road. Councilwoman Tjornhom asked for clarification on what the policy has been in the past. After comments from commission members the following motion was made. Resolution #2020-62: Councilman Campion moved, Councilwoman Coleman seconded that the City Council approves a Resolution of Support for designating a portion of Trunk Highway 5 as a memorial highway named after Prince Rogers Nelson. All voted in favor and the motion carried unanimously with a vote of 5 to 0. APPROVE PRELIMINARY AND FINAL PLAT, DEVELOPMENT CONTRACT,. AND CONSTRUCTION PLANS AND SPECIFICATIONS FOR A SUBDIVISION CREATING THREE LOTS (BERROSPID ADDITION) WITH A VARIANCE FOR THE USE OF A PRIVATE STREET ON PROPERTY LOCATED AT 7406 FRONTIER TRAIL. Kate Aanenson presented the staff report and Planning Commission update on this item. Charlie Howley discussed surface water management plans. Councilman McDonald asked if the applicant, Luis Berrospid was going to be the general contractor for the project and construction of the underground water retention system. Mayor Ryan asked about the use of a private street, safety concerns with construction traffic, stormwater runoff, tree removal, a turn around for a fire truck, and whether the council wants to allow construction work to occur on Saturdays. Councilman McDonald moved, Councilman Campion seconded that the Chanhassen City Council approves: 1. The preliminary and final plat for a 3 lot subdivision with a variance for the use of a flag lot and private street subject to the following conditions: 2. Development Contract for Berrospid Addition, and 3. The construction plans for the development. And adopts the Planning Commission Findings of Fact: Building 1. A building permit must be obtain prior to beginning work at the property. Engineering 1. All driveways shall have direct access only to the proposed private street. City Council Summary – November 9, 2020 3 2. Calculations supporting the 7-ton private street design shall be submitted by a professional engineer for review and approval prior to grading operations. 3. The applicant shall submit updated designs for the private street utilizing either a crowned street or a uniform and continuous cross-sloped street to adequately direct stormwater to the proposed stormwater conveyance system prior to grading operations. 4. The final plat shall be updated prior to recording to include public drainage and utility easements as follows: a 10’ wide D&U on the west property line of Lot 2 and 10’ wide D&Us centered over all newly proposed public utilities including stormwater, sanitary sewer, and water mains. 5. An updated existing condition survey shall be submitted prior to grading operations that includes all existing utilities within and surrounding the property. 6. An encroachment agreement for all existing structures within public drainage and utility easements shall be filed concurrently with the recording of the final plat. 7. Updated grading plans shall be submitted that illustrate drainage arrows and adequate grading to drain stormwater away from structures, specifically the proposed home on Lot 1, prior to grading operations. 8. Updated utility plans shall be submitted illustrating draintile locations for Lot 1. 9. Updated grading plans shall illustrate the location, width, and grades of the driveway to Lot 1. 10. The applicant shall conduct a soil boring near the proposed structure on Lot 1 to ensure groundwater elevations are a minimum of 3 feet below the lowest floor elevation. 11. An erosion and sediment control plan, a stand-alone document (separate sheet), in accordance with CCO Sec. 19-145 shall be included with updated plan submittals prior to grading operations. 12. All newly installed sanitary sewer, water, and stormwater mains and appurtenances shall be publicly owned and maintained by the city after acceptance of the public improvements by the City Council. 13. Construction plans shall be updated to show the 25’ D&U located on 7404 Frontier Trail, the means of how utility work in the D&U will not encroach onto private property, and a note prescribing restoration methods of the disturbed areas within the D&U. 14. All applicable permits required by Riley Purgatory Bluff Creek Watershed District shall be obtained and adhered to. CONSTRUCTION PLANS 1. On sheet 1.0, Title Sheet: show hydrant symbol at end of leader for benchmark call-outs; update contact information for City Engineer to “Jason Wedel”. 2. On sheet 2.0, Grading Plan: all references to “shared driveway” or “driveway”, as it pertains to the private street, shall be updated to read “private street”; show tree protection methodology on plans; show stockpile locations, including required topsoil; reference detail plate #5202A for street patching where Frontier Trail and private street meet; update the symbol for “proposed silt fence” as it closely resembles “existing retaining wall”, for clarity; on the private street profile section call-out 10% grade as “maximum”. 3. On sheet 3.0, Utility Plan: provide profile views for all public utilities; call-out detail plate #2204 for insulated pipe section; relocate sanitary MH-2 within the private drive City Council Summary – November 9, 2020 4 hard surface area; relocate curb box for Lot 2 to be and within the drainage and utility easement over the water main; update material type for public water main to be C900; call-out for “ex. curb stop damaged” shall add note to remove and abandon service and lateral; call-out for FES-1 should note that no guard shall be installed; all sanitary service sewer laterals shall be updated to be 6”; extents of removal of existing services shall be illustrated to go from where the new sanitary service and water service are being connected to Lot 2 down to the curb stop for Lot 1’s water service and the property line for Lot 1’s sewer service; use a darkened line type for proposed storm sewer within the “Legend”; add a note regarding coordination with Public Works 48-hours prior to any work on public utilities; add a note that the governing specifications for utility work shall be the City Standard Specifications and Detail Plates. 4. On sheet 4.1, Construction Details; remove detail plate #3101 and replace with detail plate #3102; add a note to detail plate #3108 that no trash guard shall be installed on FES-1 (outlet). 5. On sheet 4.2, Construction Details; Add detail for tree protection, street patching detail plate #5202A, and pipe crossing insulation detail plate #2204. Fire 1. Private road will need to follow City of Chanhassen Code for Private Roads – including a turnaround for emergency vehicles. Parks 1. Full park fees in lieu of additional parkland dedication and/or trail construction shall be collected at the rate in force upon final plat submission and approval. Planning 1. The front lot line for Lot 1 shall be the northerly property line. 2. The front setback for Lot 1 shall be from the point at which the lot measures 100 feet. 3. An access and maintenance agreement for the private street shall be recorded with the plat. All voted in favor and the motion carried unanimously with a vote of 5 to 0. COUNCIL PRESENTATIONS. Mayor Ryan noted that breakfast will be served at the Rec Center on Tuesday for seniors. ADMINISTRATIVE PRESENTATIONS. None. CORRESPONDENCE DISCUSSION. None. City Council Summary – November 9, 2020 5 Councilman McDonald moved, Councilman Campion 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 8:00 p.m. Submitted by Heather Johnston Interim City Manager Prepared by Nann Opheim CHANHASSEN CITY COUNCIL REGULAR MEETING NOVEMBER 9, 2020 Mayor Ryan called the meeting to order at 7:00 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: Heather Johnston, Jake Foster, Kate Aanenson, Charlie Howley, Kelly Strey, Andrea Poehler, Richard Rice and Matt Kerr PUBLIC PRESENT: Mark Webster 6527 2nd Avenue South Luis Berrospid 7406 Frontier Trail Mayor Ryan: Good evening again everyone. Thank you for joining us tonight. For the record we have all of our council members present tonight with two of them attending via Zoom. Since we are operating with City Council members both present and online I will be taking roll call votes this evening. Our first action is our agenda approval. Council members are there any modifications to the agenda as printed. Please with respond with yeah or nay. After the roll call vote there were not changes to the published agenda. PUBLIC ANNOUNCEMENTS: Mayor Ryan: There were no public announcements that were posted but I did want to bring something up for public consumption and to share with City Council. Although there’s no action item related to this it was something that I think we all received today as part of, or on an email and it has to do with some lock down measures that Governor Walz is going to take and I just wanted to bring it to council’s attention as well as a public. There was an article in the Star Tribune that was released just before noon today and it states that Governor Walz will be speaking with legislators on Tuesday and unveil some plans for a more targeted approach to lockdown due to rising Coronavirus numbers. The point that I wanted to bring up and share with council is that Walz also stated today that the State is looking closely at the use of mobile devices that can record the movements of people and their proximity to other people and this just jumped out and was alarming to me so I wanted to share with council that I did forward that onto our legislators so Senator Osmek and Jensen as well as Representatives Morris and Boe to let them know of the concern about tracking the movements that we have so there’s no action from council but I did want to make that public comment and share that with council as well as the public. I did hear back from Senator Jensen and he is going to be discussing it with his Chanhassen City Council – November 9, 2020 2 colleagues as well in preparation for his meeting with the Governor tomorrow so I just wanted to share that as part of the public announcements. Are there any questions from council? Councilman McDonald: How are they going to track us? Mayor Ryan: Well that’s what I don’t know and so that’s what I asked for them to follow up on to get some clarify around a statement like that was concerning to me so I asked to make sure that there is some questioning and clarity provided to you know the folks of Minnesota on what exactly that means. Councilman McDonald: Thanks. Thank you. CONSENT AGENDA: Councilman McDonald moved Councilman Campion seconded to approve the following consent agenda items pursuant to the Interim City Manager’s recommendations: 1. Approve City Council Minutes dated October 26, 2020 2. Resolution #2020-61: Adoption of Livable Communities Act 3. Approve Contract for Lakeridge Road Stormwater Pond Repair 4. Tort Liability Waiver 5. Approve Access Easement Agreement with John and Carrie Tietz All voted in favor and the motion carried unanimously with a vote of 5 to 0. VISITOR PRESENTATIONS. None. REQUEST FOR RENAMING TH5/AUDUBON ROAD/MCGLYNN ROAD. Charlie Howley: Thank you Mayor, council. No prepared power point here. This is a two part agenda item. One would be to consider passing a resolution of support and the other one is more informational feedback from council to staff if we want to proceed down the path of potentially renaming two of our local roads. So we’ll do, I’ll talk about all of it and then you can take the motion for the resolution and then the direction as you wish. So if you remember at a council meeting on August 22nd I believe it was we received a citizen action request form from Mr. Bob Finn requesting potentially renaming two local streets in honor of Prince Rogers Nelson. So those streets would be Audubon Road essentially between Lyman and Trunk Highway 5 and the McGlynn what is it Drive, and I’ll show a little map here in a second. And then other ask was the Trunk Highway 5 itself potentially renaming the highway as a memorial so on that front that that’s not anything the City can do. That’s has to be done by the State and the State Legislature Chanhassen City Council – November 9, 2020 3 so Mr. Finn is talking to Representative Boe and potentially some others to bring this forward to the legislature. So other than that we really haven’t provided much information. We don’t have much to say so a resolution has been prepared should you wish to pass it. It was in your packet and it would generally be the City’s support for renaming a portion of Trunk Highway 5 in the honor of Prince Rogers Nelson. What that name would be I guess we’ll let them figure it out. The other part which is where I’ll put up the map right here. Hopefully that comes up. So if you look here’s Paisley Park. That’s Paisley Park. Here’s Trunk Highway 5. Here’s Audubon all the way down and here’s Lyman. McGlynn Drive is that short little segment right there that has the, where the daycare property right on the corner. Otherwise this is all undeveloped land. So the ask was should the City should consider renaming either or both McGlynn Drive and Audubon Road or a potion of Audubon Road to something that would honor the memory of Prince. The purpose of this map really is to identify the properties that have a mailing address on Audubon Road and there are 11 of them and they are highlighted in red. These are obviously single family residential properties on the south closer to Lyman and then these are commercial industrial businesses on the north, and Paisley Park is one of them. So let me go back to the staff report here if I may. Heather Johnston: And while Mr. Howley’s doing that just to clarify, the initial request was for just a small portion of Audubon Road and so the staff though, it’s somewhat confusing sometimes if you have different segments of a road so we, which is why as Mr. Howley said we looked into the entire segment of that because it just made more sense from a road naming standpoint so. Charlie Howley: Yes thank you. So McGlynn Drive let’s tackle that one first. It’s a short little segment. This may be helpful. Zoom here on the resolution. Oh yeah so you can’t see it. So there’s the daycare. Short segment undeveloped land. So that address is McGlynn Drive for the daycare facility. Staff’s opinion is that due to the uncertainty of any future development of this large tract of land that there is a potential at least for this roadway, right-of-way McGlynn Drive to be vacated. Not saying anything is eminent. There’s no applications in. Kate can correct me if I’m wrong but we don’t think going through the process of renaming this little short segment of street if one year, two year, five years the street goes away. So that property isn’t highlighted. Staff would say maybe not the best idea but you know welcoming your feedback on that. As far as Audubon, go back to the staff report here. Again 11 properties. What we did, and things to think about would be what should we change the name to? It’s not up to us. The applicant has some suggestions but we need to make sure that we have a name that would be selected, doesn’t have any conflicts with any other existing road names in the city and I know The Park development has got a lot of Prince related road names so we’d have to figure out the best name there. We’d have to alert the post office of the change. We’d have to update the County’s property information database. We’d have to of course consider the impacts to the private property owners. Drivers license. Utility billings and things that they have a mailing address associated with would need to be changed. Private utility companies need to know the new name of roads so that they can appropriately react and figure out their systems. Then if there’s some costs incurred by this whole process who should bear the cost? Should that be a City cost? Chanhassen City Council – November 9, 2020 4 Should the applicant who is requesting the change pay for this cost? All of those things would have to be thought about and we haven’t spent a ton of time thinking about all those things until you think yeah, this might be a good idea. Then we’ll take it to the next level. What we did do because one of the biggest ones is the impacts to those 11 properties and what we did as a planning staff made calls. Tried to reach out to all of them and we heard back from 5, is that the latest number? And 3 were strongly opposed and 2 were in favor. So whatever that’s worth we wanted to bring that to you as part of that. Talking about costs that potentially being incurred from the City’s point of view is we’ve got street signs that might have to get changed so there’s a cost to replace them. A couple thousand dollars. Not a huge deal but something to consider. So with that unless there’s anything else that we need to talk about we want to hear feedback from you about whether we should take this to the next step and those steps would be identifying a name. Certainly reaching back out to all of the property owners and getting out in front of that outreach and communication. This would have to be done by an ordinance and we would have to hold a public hearing and take action on it and then go through with the actual logistics of making the name change. So with that I think I missed anything? Heather Johnston: Nope I think that’s good and Mr. Finn couldn’t be here tonight but his colleague is here so that if there are questions for the folks who raised this they are here to represent. Thank you. Mayor Ryan: Great, thank you. Thank you Mr. Howley. So just for clarification for the council tonight we can do a couple things or one thing but what is presented, if we wanted to pursue the route of Trunk Highway, the memorial Trunk Highway 5, that’s the motion in terms of moving it forward with a resolution of support to rename Trunk Highway 5 between Audubon and Powers or would it be up to the State or MnDOT? Who would determine the length of the road or the portion of the road? Charlie Howley: Mayor, council I believe the request was to name, renaming or identify Trunk Highway 5 from where 5 and 212 split in Eden Prairie all the way to Galpin, right? And then west it would stay Arboretum Boulevard or what have you. Mayor Ryan: All the way to Galpin. Okay. Okay. Charlie Howley: Which is the map’s not up on your screen but you know obviously half a mile west of Audubon. Mayor Ryan: Okay. Charlie Howley: And we don’t make that decision. That would be the negotiations with MnDOT and the State Legislature obviously of what they would allow. What’s being asked. The things along those lines. Chanhassen City Council – November 9, 2020 5 Mayor Ryan: Okay. Okay. And may I ask the applicant before I turn over to council for any additional questions, have you been in touch with Representative Boe or any of the legislators and what has their feedback been? If you wouldn’t mind coming up to the podium that would be great. And just your name and address for the record. Mark Webster: Mark Webster. My address is 6527 2nd Avenue, Richfield, Minnesota. Mayor Ryan: Thank you Mr. Webster. Mark Webster: So the question was? Mayor Ryan: The question was have you been in touch with legislators and what is their response been to date? Mark Webster: Yeah, Bob Finn has gotten in touch with I think is name is Boe. Last name is Boe and he was very delighted and favored. He did tell us that we would probably have to research a little bit more but he was more in favor of trying to rename the highway. Mayor Ryan: Okay, thank you. I appreciate it. Mark Webster: Yep. Mayor Ryan: Council do you have any questions for the applicant or staff? Councilman McDonald: Yeah I’ve got a question. Mayor Ryan: Councilman McDonald. Councilman McDonald: At one time there was a thing where there used to be brown signs. You know they would rename a memorial road or something with that but they would keep the original name. Have we looked, is that a possibility and then would that alleviate some of the problems of Audubon Road? Heather Johnston: Madam Mayor, Councilman McDonald. I did talk to Mr. Finn and please correct me if your understanding is different and he said that they had thought about that. Their preference would be to actually change the name itself but certainly that is something that you all could consider and that’s just a question of you know the official name change versus having signs and the signs just you know, I think the preference was to change the actual road itself. Mark Webster: That’s correct. That’s correct. Chanhassen City Council – November 9, 2020 6 Councilman McDonald: And then what about, you say you don’t want to do just a piece of Audubon because that causes as much problem but like from Audubon and 5 down to Coulter. That would have minimal impact on anybody. Heather Johnston: Madam Mayor, Councilman McDonald you certainly could do that. You could choose to do that. I think it’s, we try to avoid generally having portions of streets names different things just so there’s not confusion from a navigational standpoint. Obviously people have navigation on their phones so it’s probably not as much of an issue as it used to be from a public safety standpoint. I think that concern is more of a make sure you don’t name it the same as something else but I don’t know if Charlie feels… Charlie Howley: Yeah I would agree. It’s all about difficulty of navigation and the emergency response right? Oh I’m on Audubon. Oh wait this isn’t Audubon anymore. The name changed as I’m flying down the street. All things that are just stopping completely. But one of the things in my mind about Audubon, and potentially renaming the whole thing is there’s always some navigational challenges with the word Audubon as it is because of the County State Aid highway Audubon that goes south of Lyman, right? There’s this job right where you’ve got to go over on Lyman and then north on Audubon which Heather first hand knowledge kind of got messed up the first time she was here trying to get around. It’s confusing to some people. If there was any road in the whole city limits that would make sense to change it’s name frankly this might be one of them. Right? That’s not the compelling reason to do it but it may soften the blow if you will of the, not the pain and suffering but the challenges of doing it right? My position would be do all of it or do none of it but that doesn’t mean that it can’t be done. Just go to Coulter. And then if that’s the direction you come up with we’ll you know research it and make sure that there isn’t something there that would create more problems than what we’re thinking of here. Councilman McDonald: So the process is if we decide to go forward with it there has to be a public hearing and we have to do a lot more research about the name of the road and all like that and then before the public hearing would you have a proposed name at that point or is that after the public hearing? Heather Johnston: Councilman McDonald we would hope to have a name. I think one of the things that we were going through the applicant, with Mr. Finn was you know what are all the names that are out there and what are their preferences? I think it wasn’t clear. Initially it was Paisley Parkway was the request right? And so it was really just, there’s a Paisley Road in the Prince development. Now all of this has to be approved by the family. Any use of some sort of likeness. My understanding is that Mr. Finn and his colleague have reached out to the family and they’re supportive of the concept. Ultimately they would have to approve whatever name that was but we would like it to be sufficiently different from the names that are already in The Park development. That’s really where we end up with confusion I think from a navigational and public safety response standpoint. Chanhassen City Council – November 9, 2020 7 Mark Webster: We did get to talk to the family and the family approved a name change is possible so. Mayor Ryan: Alright thank you. Councilman McDonald: I have nothing else right now? Mayor Ryan: Councilman Campion, you look like you want to say something. I’m not sure if you want to wait and I can turn it over to Councilwoman Tjornhom or Coleman unless you want to speak. Councilman Campion: I’m supportive of the idea. You know I think having a public hearing on it to gather even more input you know I think Paisley Park being in Chanhassen and all that is special and potentially having a road names after it as well, you know right there would draw even more attention to it. Mayor Ryan: Okay. Councilwoman Tjornhom. We can see you. Councilwoman Tjornhom: Can you hear me? What I’m wondering is in recent past…longer than recent past I guess, I’m trying to recall have we ever had any other of these requests and what has our policy been? Mayor Ryan: They’re looking at…that’s why there’s the silence. Charlie Howley: To our knowledge, no. Certainly there’s no policy developed on the situation right? Councilwoman Tjornhom: Yeah so I mean this is kind of obviously a new concept for all of us to be considering and so I think that we just need to be mindful, excuse me. That is why I’m not there tonight. We just need to be mindful of you know what the community’s will is and you know whatever we do moving forward will kind of set a precedence for whatever we do in the future when it comes to renaming roads and how that would happen so I’m certainly in favor of community involvement and making this a joint effort. Mayor Ryan: Great, thank you. Councilwoman Coleman. Councilwoman Coleman: Thank you Madam Mayor. I’m fully in support of this. Prince is one of the things that Chanhassen is known for. It’s one of the things people are most proud to say when they try to explain to people who aren’t familiar with Chanhassen, where and what it is all about and you know on the concern of setting precedent. I would love if we had another superstar at the level of Prince come here so I, you know I’m not even sure if that will ever happen again and I think that this is such a great way to honor someone who did so much for Chanhassen City Council – November 9, 2020 8 music in the world and for Chanhassen. I am still interested in the other gentleman’s idea though if the sign could be purple. Mayor Ryan: Thank you. My two cents is, you know I think asking staff to get some more feedback around the street name. I really support pursuing the state highway aspect. I think there’s a lot more visibility along Highway 5. I think you know Prince is special to Chanhassen but I think he’s equally as special to all Minnesotans and I think it would be really important for our legislators to get behind acknowledging the contributions he’s made to the state and then of course Chanhassen so I would very support a resolution asking our legislators to pursue changing the, or recognizing for the highway and we can obviously in going along the same time pursue what impacts there would be. Some costs. Get public feedback if we wanted to do Audubon but my preference is the acknowledgement along Highway 5. I think that is grander and has more of an impact for people traveling east and west on Highway 5 so I think we need two things. One if anyone from City Council wants to make the motion which would be in support of a resolution and then from what I’m hearing from council is we’d still like to pursue what impacts, costs associated with changing Audubon to a different name and just getting a little more you know information for council to review at that time but I think well two things really. One pursuing it from, with Representative Boe or we have other legislators that we would share this resolution with as well but if you’re looking from Highway 212 then that involves Eden Prairie. You know and we could share this with the folks in Eden Prairie to get their support as well so I think it’s bigger than just Chanhassen. It is Chanhassen. That’s where Paisley Park is. That’s Prince but I’d like to see it on a bigger scale on Highway 5 so with that staff I think the direction is clear with Audubon Road and then I would wait for council to see if there’s any motion in terms of the resolution. Is there any motion from council? Councilman Campion: I’ll make a motion. Mayor Ryan: Councilman Campion. Councilman Campion: I move that the City Council approves a Resolution of Support for designating a portion of Trunk Highway 5 as a memorial highway named after Prince Rogers Nelson. Mayor Ryan: Thank you Councilman Campion. We have a valid motion. Is there a second? Councilwoman Coleman: So moved. Mayor Ryan: Thank you Councilwoman Coleman. With a valid motion and a second I will now take a roll call vote. Resolution #2020-62: Councilman Campion moved, Councilwoman Coleman seconded that the City Council approves a Resolution of Support for designating a portion of Trunk Chanhassen City Council – November 9, 2020 9 Highway 5 as a memorial highway named after Prince Rogers Nelson. All voted in favor and the motion carried unanimously with a vote of 5 to 0. Mayor Ryan: That motion carries 5-0 so thank you. We will get that letter as a resolution of support off to our legislators and then we’ll be in touch with you in terms of follow up and Mr. Finn in terms of following up with the next steps with Audubon Road. Thank you for being here tonight. Appreciate it. Mark Webster: Thank you very much. Appreciate it. APPROVE PRELIMINARY AND FINAL PLAT, DEVELOPMENT CONTRACT,. AND CONSTRUCTION PLANS AND SPECIFICATIONS FOR A SUBDIVISION CREATING THREE LOTS (BERROSPID ADDITION) WITH A VARIANCE FOR THE USE OF A PRIVATE STREET ON PROPERTY LOCATED AT 7406 FRONTIER TRAIL. Mayor Ryan: This is Ms. Aanenson. Kate Aanenson: Thank you Mayor, members of the council. This is an application for a subdivision from Luis Berrospid and it did appear before the Planning Commission on October 20th and I apologize the Minutes didn’t get in because we didn’t have a meeting on election day, we got off the cycle so we did forward those to you because there was some good discussion at the Planning Commission level on this project. We also included in there a number of comments from the neighbors too so I’ll go through that in a little bit more detail but again this is a request for an existing home to split into two lots so it uses the flag lot which does require a variance for the use of a private street for up to 3 homes which this would include. So the location here is on 7406 Frontier Trail. The property is guided single family residential so typically if you look at a single family residential subdivision the minimum lot size would have to be 15,000 square feet and it is guided low density which this then does conform to. So just to kind of show you the existing conditions as you go from Frontier Trail it gets steeper as you go up. This is the existing driveway here shaded and that driveway is what would be used, improved to make the private which is the 30 foot right-of-way in 20 ton design. So what this subdivision does, it’s hard to see and I’ll show it illustratively on another slide but there’s some right-of-way of this property that actually goes out into Frontier Trail so that provides right-of-way that crosses all the big property lines and removes the driveway from going onto the neighboring lot with the new private drive so it resolves a couple of problems. Originally this came in with a one lot subdivision and it ended up being 3 lots and I’ll go through that in a minute here but so creating these two lots, additional lots so the existing home is shown on that other slide is on Lot 3 and that lot’s going to be 44,000. The middle lot would be just over the 15,000 minimum and then Lot number 1 would be at the 18,000 square footage so again this subdivision will create the 3 lots. Two new ones. Dedicate the right-of-way. Kind of more illustratively shown here on Frontier Trail. Get access via the private street. Extend sewer and water and then provide stormwater treatment. The variance then is for the private street. Again in order to serve these homes via a private street that does require a variance so that’s really the Planning Commission and City Council can Chanhassen City Council – November 9, 2020 10 weigh in on their discretion. We looked at when we do a subdivision we always look at what would be the impact on serving this with a private street. Those 2 homes and the staff looking at the impact of that in the wooded area felt like the private street was sufficient kind of falling in the same place where the existing driveway was. So we thought based on the variance criteria it met that criteria. So the variance findings are here. I’m not going to go through those all, all of them but if you have questions on that again the staff felt like it met the criteria. The one vote in the dissenting was the fact that there was some tree loss and I’ll go through that and that’s one of the things that they felt, again the staff position by putting in the private street they could make all the 15,000 square foot lots work. You’re just going to lose more trees. So there is some grading to the site. Again here’s the existing home. Let me see if I can make that a little bit brighter here. The existing home and that driveway so that, the road would be improved. Again moving it further away from the property. Adjacent property. There’ll be a retaining wall and then the grading on the two lots so there was two private retaining walls that will be about 4 feet in height. Again that’s to hold back the grades as it drops down. Also showing the existing drainage pattern. If I get off the mark I’ll let the City Engineer jump in and correct me. So private street will have a 10 percent grade and transition to 2 so it flattens out as we like as it gets towards Frontier Trail. Again the cut and fill within the flood plain is reviewed and approved by the watershed district. So I’m going to just go back to this, so there’s some stormwater here. I think there’s a little bit more detail in the slides on that but that was one of the original proposes when the applicant did the one lot subdivision. The watershed district asked them to put in a more significant containment and so the cost of that motivated the applicant to go with two lots to cover those costs. There was a wetland. Concern about the potential of being a wetland on the site so a wetland delineation was done and we did receive a wetland delineation issuing a Notice of Decision so that wetland concern has been removed from the situation and that’s new information since this went to the Planning Commission so we just got that I believe just today. So the surface water management. Maybe Charlie if you want to talk a little bit about that that would be good. Charlie Howley: You bet. So what they’re proposing is an underground system. It’s kind of over sized pipes and it’s in the area shaded in yellow or orange if you will. That would be a private system owned and operated privately. Not public so it’s not going to be in our stormwater pond list. Upstream of that is a sunk catch basin. That’s kind of the yellow dot and that would be a public structure that we would vac out and inspect from time to time and that’s a pre-treatment not only for their underground system but it also acts as a water quality treatment for the flow that’s by-passed around these new lots and down to the ditch along Frontier Trail so it is intercepting a mix of off site flow and on site flow and that’s why there’s some elaborate re- routing of storm water as part of this system. So it meets all of the rules and requirements in what’s noted in the conditions and the stormwater of the watershed district has blessed it. Ready to get for permits so they did a real nice job of getting that ironed out before coming through the Planning Commission and having a lot of back and forth so the applicant approached it the right way as far as I’m concerned. Kudos to them. Chanhassen City Council – November 9, 2020 11 Kate Aanenson: So also I would add too that one of the conditions of the staff report is not only the private drive but they too have to be managed by those 3 homes. They would manage it. Not the City as Charlie mentioned but that’s put into a condition of approval so however they set it up through a cross access agreement or an HOA but that’s how that would be managed. Charlie Howley: The public utilities, the green is sewer and the blue is water so they’d extend a public water main off of the street. There’d be a hydrant there and then all 3 homes would take their water services from that new line. And then the sanitary sewer, it’s a stub. A public sewer stub that would connect to an existing manhole just to the north of the property line and the new homes would tie into that so pretty straight forward from a utility perspective. Kate Aanenson: Okay. And then finally tree removal. The quantitative stuff is in the staff report but it’s like 55 percent being saved. I think so there’s this, what was thought to be a wetland area down here and then the improvement for the underground containment system took out some, quite a bit of trees there too so the 55 percent is the minimum they can remove and that is where they’re at. I also want to point out one of the questions that was brought up at the Planning Commission was whether or not this lot could be split again in the future so if that was to be split it would have to come from the north in order to make that work so that would be, this property here would have to work with this property owner here to provide that but that would be a whole separate application. A whole another subdivision. They’d have to demonstrate they would meet all the criteria of the zoning district. Sewer and water and those kind of things but that question was asked and I just want to point that out, that would have to be a separate application in the future. So again the Planning Commission did hold a public hearing and reviewed the development. The 6 to 1 vote. Again the concern was the amount of tree removal on the property and then again talked about that westerly, I wanted to show that a little bit more in a picture whether or not it was technically feasible and again that’s the steeper part of that lot so they’d have to demonstrate that they could make that lot work so they’d have to accommodate everything that would be part of a future subdivision. Also with this with the 2 lots, there’s a condition in the staff report that they again would be obligated for their park and trail fees and that would go towards the improvements in that area. So with that the Planning Commission 6-1 did recommend approval so the staff is forwarding that onto you and recommending approval. Again this is a preliminary and final plat and then approval of the construction plans and so with that I’d be happy to answer any questions you may have. Mayor Ryan: Great, thank you Ms. Aanenson. I know the applicant’s here. Kate Aanenson: Yes. Mayor Ryan: I mean why don’t you, if you want to come forward. If you have anything to add feel free and then if questions arise from council we can ask them at that time. So just your name and address for the record please. Chanhassen City Council – November 9, 2020 12 Luis Berrospid: Hello my name is Luis Berrospid. I’m at 7406 Frontier Trail. I’ve been working on this project for over a year and a half. Thank you for the great presentation. I think you guys did a good job presenting it and the only thing I have to add I guess is that I think I’m also improving the property value of the houses around it and I’m also improving how the water goes inbetween I guess my property and the neighboring property. I’m trying to take some of that relief I guess of the water into my driveway and going into a system and so I think that will also help the neighbor next to me trying to relieve some of the water that comes into his property too so beyond that I’m here for any type of questions you guys have and thank you. Mayor Ryan: Thank you. Appreciate it. Thank you. We’ll begin with questions for either the applicant or staff. Councilwoman Coleman, any questions at this time? Councilwoman Coleman: No questions at this time, thank you. Mayor Ryan: Councilwoman Tjornhom? Councilwoman Tjornhom: No questions at this time. Mayor Ryan: Alright. Councilman Campion? Councilman Campion: None at this time. Mayor Ryan: Councilman McDonald? Councilman McDonald: Well I have to ask the applicant. You mentioned that you’ve been working on this for a year and a half. Do you intend to be the general contractor or have you got somebody else that’s going to do all the construction and things like that? Luis Berrospid: I am not the construction company. I will probably develop what is called a…and then I will have a builder property buy the lots. I do work for a construction company and what we do is excavation so I’m pretty family with the grading and utility work. So I intend to do that with my own company. I guess with the company I work with because that’s what we do. We work for Mortenson, Ryan Company, McGough and we do all the excavation and grading and utility work for them so I might do that on my own. I’m not sure yet but they houses I am pretty sure I will sell that and have somebody else build the houses. Councilman McDonald: Well the other thing that’s intriguing about this development is you’re going to do a water retention system and an underground water retention system. There’s been a couple of those I think done within the city and they seem to work okay but do you have experience doing that type of work or is that something that you company does? Chanhassen City Council – November 9, 2020 13 Luis Berrospid: No I do, yes I mean the company has been operating for 35 years but nowadays everybody has underground systems for anything now. I mean if you see, if you go to any parking lot you won’t see them but they are below that. We probably do about 40 to 50 a year. Councilman McDonald: Okay. Luis Berrospid: So I am pretty familiar with it if we do with the company I work for. Councilman McDonald: Okay well that’s also an improvement to the land and if you’re able to capture the water and retain it for a while. I have no further questions Your Honor. Mayor Ryan: Thank you Councilman. I have just a few questions that came up. Thank you sir. I went out and looked at the land because I was having a hard time picturing it on the map and you know just because was such a strange compared to the neighboring lots you know just how the length of the, the size or shape I guess was a little peculiar for that neighborhood so I was just curious. I know you answered some of the questions of the private street. So by putting in the private street that is to lessen hard cover surface? Kate Aanenson: Exactly, yes. It lessens the hard, so what would you achieve by putting in that way for the 3 lots is you’d be increasing the hard cover. The City would maintain it at that point and then in addition there’d be more tree losses so. Mayor Ryan: Because would the, if you just did, you couldn’t just do additional driveways off of Frontier? Kate Aanenson: No. Mayor Ryan: They’d also have to come off that driveway? Kate Aanenson: The City Engineer prefers one location so that’s also for safety reasons so we have one point of visual contact and less turning movements especially when they’re coming around that corner as you may be aware. There’s sometimes speeding on that street so there’s better sight line, yeah. Mayor Ryan: Okay. Which I’ll get to that. I know there was a lot of, well I’m there so obviously there was a lot of concern about construction traffic. I mean it is a very narrow part of Frontier and with that sharp curve, how are we going to manage that? I mean that just seems to be a challenge in that area. Kate Aanenson: So, I’ll address from the building side. That’s something that we inform the builders themselves. There are homes being constructed across the street. A lot was recently split there too so as the inspectors go out those are things that they try to manage too. I know the street department does too. Chanhassen City Council – November 9, 2020 14 Charlie Howley: Well and there’s a development agreement as part of this approval which sets expectations and construction meetings and going over and talking at length with the applicant about things to be cautious of and I mean they have to do the work. Mayor Ryan: Right. Charlie Howley: That goes without saying so just make sure you proceed and do it safely and use traffic control as needed and follow the hours of operation that are in city code and things along these lines and erosion and sediment control, all these things that come with every construction project so. Mayor Ryan: Okay. Charlie Howley: So yeah a heighten level of traffic control because of the location on the curve certainly. Mayor Ryan: Okay. And then we, Councilman McDonald talked a little bit about the private water system in catching storm water and I know, I think it was Commissioner McGonagill that asked in the commission meeting about the time line of when we go out and inspect to make sure. Is it one year? Is it two year to make sure that they are operating correctly and being maintained? Charlie Howley: The template for the owner agreement, operations and maintenance agreement has one year required inspections. They have to submit a report if you will to, in this case our Water Resources Coordinator Matt. Mayor Ryan: Okay. Charlie Howley: And the nice thing about this new BS&A system we’re going to get, we’re going to get it loaded because it’s going to be put in there and it’s not going to get overlooked or forgotten about on some spreadsheet so I’m really looking forward to that automatic alerts but yeah they’ll be required to submit a report and a system like that, if everything is kind of stabilized upstream and they’ve got that sump structure upstream of it they’ll have to look at it every year but they won’t have to clean it out for many, many, many years for the most part. Mayor Ryan: Okay. And so when, and I don’t know if it was you or Matt, I guess it doesn’t matter who went out and looked. I know some of the neighbors concern was the water runoff and you can’t really get the sense of the grade change. You know it’s like 50 feet grade change I think you know from where the current house is down to where these two new homes are going to be built. And then you have now a bigger driveway and so I just think of the hard cover and the water and we get so many concerns from water spilling over Frontier and the drainage into Lotus Lake and the impact to the water clarity on Lotus Lake and so I guess, I mean it’s multiple Chanhassen City Council – November 9, 2020 15 questions in one just kind of triple checking to make sure that the way that it’s going to be graded and set up is going to do it’s job effectively because it’s not just the neighbors to the north and south but it’s also the impact to Lotus Lake and some of those neighbors so I just, I know you answered this or Mr. Bender answered this or I guess it was Mr. Unmacht who answered it in the commission meeting. Just to reiterate that it’s going to do it’s job with this grading because that’s always the danger especially to the neighbors with the water runoff. Charlie Howley: Absolutely and it’s a nicely designed system. The existing condition once the project comes in and if it gets built per design it’s going to be an improvement. It will because we’re actively managing the water where right now it’s not, right? And so this is an opportunity to help and that’s why we have these permits and why the watershed district is so keen on developments is for that very reason that you just explained so this is a good thing for the water quality and storm water management. Mayor Ryan: Perfect. Well thank you for the clarity and then I’m getting to the end of my questions here. I noticed you know in terms of the cutting of the trees, obviously that’s always a sensitive issue with neighbors. Understanding that with development trees get cut down. I did notice that there some trees already cut down so how does that then impact, recent I mean it was fairly recent. How does that impact the overall number of trees? Do we go back out there to evaluate or, okay. Kate Aanenson: So just like any other project there’ll be a preconstruction meeting and the City Forester is still going to go out and make sure everything is properly staked. Those preservation areas and then engineering will also make the erosion control is up. Mayor Ryan: Okay, and I think most of those were up by your house. If you want to come forward and answer. I just noticed some big trees down. Luis Berrospid: Yeah, since I bought the house I’ve been piling up I guess a lot of dead trees and branches that sometimes a storm comes and they just come down so I’m pulling it all the way down to the lower area because you know I was thinking I was going to develop so whoever constructs, he was going to go and take it away so I’ve been just piling it up there. And then I did remove some trees, actually in my back yard and that has nothing to do with the developer. It has something to do with my wife wanted more back yard and more kids. Mayor Ryan: I was thinking more on the, the more easterly side of the property. I wasn’t in our back yard. Luis Berrospid: Yep, no. Yep the back yard was we just wanted more yard for the kids but for the developing side it’s just me just piling up dead branches and things like that that over the two years. Just leaving it down there because I was thinking in my head okay someday somebody would come and remove everything out and clear it out. Chanhassen City Council – November 9, 2020 16 Mayor Ryan: Understood, thank you. And just to the one with the next to where the new road is going to be, those all stay the same so that would be on the north side of the driveway. Kate Aanenson: Yeah if we could just maybe put that illustration up really quick. So where he may have removed some trees, those aren’t included in the calculations so this is the area that I think that you were saying so this is where the road’s coming up. The private drive. Mayor Ryan: Right. Okay. Kate Aanenson: So again I think the City Forester is really good at walking these sites and seeing if there’s areas that we can preserve additional trees. I think she’s done that on pretty much every project and maybe tweaked a few things that we can, if there’s significant trees that should be saved. Mayor Ryan: Okay. And then the last question that I have, thank you again. I appreciate it. Is that there was some concern and I don’t know if I saw it in this about the turn around for a fire truck. There was a concern about a turn around for a fire apparatus and no one had seen that yet so I didn’t know if we had seen it or approved, or the Chief had approved it. Could you answer that, that would be great please. Luis Berrospid: Yes. It was brought up on, actually it was a fixed, before the Planning Commission but it didn’t get to the meeting but it was fixed on the plans so the plans that you guys have actually show the turn around that actually meets the requirements from the fire truck, yep. Mayor Ryan: Okay perfect. I just wanted clarification, I know there was some question around whether or not a fire truck could get into that. Kate Aanenson: They do have construction plans. They’re not part of this slide but so it would be rectified on the construction plans. Mayor Ryan: Okay. I guess there was one more. I didn’t see the construction agreement in here. Kate Aanenson: It’s in the motion to approve it and it was on the beginning… Mayor Ryan: And my only question is, I’m going back to this again because it caused some consternation with the Lennar thing is the working on a Saturday. I’m still hearing about that and I just think we should address it now as council. This is a tight area for working and I’d rather establish whether or not we believe that working grading and cutting trees and work on a Saturday is appropriate in this area so before they get to construction meetings and we approve this I’d rather have council address it now if we want to allow. It is a tight residential area and I again have concerns about working on a Saturday because I’m still getting calls with the other Chanhassen City Council – November 9, 2020 17 projects so I would open, or I would take feedback on that before we move forward with any final construction agreements. Development contract I think is usually where it’s in is in the development contract correct? Charlie Howley: Yep, Madam Mayor may I ask a question? Mayor Ryan: Sure. Charlie Howley: Maybe we can ask the applicant what his schedule is for doing the grading and utilities and maybe it’s not a non-issue or is he trying to get it started tomorrow and he needs every working hour. I really have no idea. It might be worth the question. Luis Berrospid: The company I work with we don’t work Saturday or Sundays. It’s an exception when the GC want to work us you know but yeah I’m not planning on working on Saturdays and Sundays. I’m not planning on paying overtime for Saturdays and Sundays so that’s not my plan. Mayor Ryan: Okay perfect, thank you for the clarification. Alright I think most of the, those are my questions so thank you for answering them. Council is there any further questions of staff or the applicant who’s been so great with answering a lot of the questions so thank you or a motion? Councilman McDonald: I’ll make the motion. Mayor Ryan: Councilman McDonald. Councilman McDonald: I would recommend that the Chanhassen City Council approves the preliminary and final plat for a 3 lot subdivision with a variance for the use of a flag lot and private street subject to the conditions of the staff report. That the development contract for Berrospid Addition and the construction plans for the development and adopts the Planning Commission Findings of Fact. Mayor Ryan: We have a valid motion. Do we have a second? Councilman Campion: Second. Mayor Ryan: Okay we have a valid motion from Councilman McDonald, second by Councilman Campion. I will now take a roll call vote. Please say aye or nay. Councilman McDonald moved, Councilman Campion seconded that the Chanhassen City Council approves: 1. The preliminary and final plat for a 3 lot subdivision with a variance for the use of a flag lot and private street subject to the following conditions: Chanhassen City Council – November 9, 2020 18 2. Development Contract for Berrospid Addition, and 3. The construction plans for the development. And adopts the Planning Commission Findings of Fact: Building 1. A building permit must be obtain prior to beginning work at the property. Engineering 1. All driveways shall have direct access only to the proposed private street. 2. Calculations supporting the 7-ton private street design shall be submitted by a professional engineer for review and approval prior to grading operations. 3. The applicant shall submit updated designs for the private street utilizing either a crowned street or a uniform and continuous cross-sloped street to adequately direct stormwater to the proposed stormwater conveyance system prior to grading operations. 4. The final plat shall be updated prior to recording to include public drainage and utility easements as follows: a 10’ wide D&U on the west property line of Lot 2 and 10’ wide D&Us centered over all newly proposed public utilities including stormwater, sanitary sewer, and water mains. 5. An updated existing condition survey shall be submitted prior to grading operations that includes all existing utilities within and surrounding the property. 6. An encroachment agreement for all existing structures within public drainage and utility easements shall be filed concurrently with the recording of the final plat. 7. Updated grading plans shall be submitted that illustrate drainage arrows and adequate grading to drain stormwater away from structures, specifically the proposed home on Lot 1, prior to grading operations. 8. Updated utility plans shall be submitted illustrating draintile locations for Lot 1. 9. Updated grading plans shall illustrate the location, width, and grades of the driveway to Lot 1. 10. The applicant shall conduct a soil boring near the proposed structure on Lot 1 to ensure groundwater elevations are a minimum of 3 feet below the lowest floor elevation. 11. An erosion and sediment control plan, a stand-alone document (separate sheet), in accordance with CCO Sec. 19-145 shall be included with updated plan submittals prior to grading operations. 12. All newly installed sanitary sewer, water, and stormwater mains and appurtenances shall be publicly owned and maintained by the city after acceptance of the public improvements by the City Council. 13. Construction plans shall be updated to show the 25’ D&U located on 7404 Frontier Trail, the means of how utility work in the D&U will not encroach onto private property, and a note prescribing restoration methods of the disturbed areas within the D&U. Chanhassen City Council – November 9, 2020 19 14. All applicable permits required by Riley Purgatory Bluff Creek Watershed District shall be obtained and adhered to. CONSTRUCTION PLANS 1. On sheet 1.0, Title Sheet: show hydrant symbol at end of leader for benchmark call-outs; update contact information for City Engineer to “Jason Wedel”. 2. On sheet 2.0, Grading Plan: all references to “shared driveway” or “driveway”, as it pertains to the private street, shall be updated to read “private street”; show tree protection methodology on plans; show stockpile locations, including required topsoil; reference detail plate #5202A for street patching where Frontier Trail and private street meet; update the symbol for “proposed silt fence” as it closely resembles “existing retaining wall”, for clarity; on the private street profile section call-out 10% grade as “maximum”. 3. On sheet 3.0, Utility Plan: provide profile views for all public utilities; call-out detail plate #2204 for insulated pipe section; relocate sanitary MH-2 within the private drive hard surface area; relocate curb box for Lot 2 to be and within the drainage and utility easement over the water main; update material type for public water main to be C900; call-out for “ex. curb stop damaged” shall add note to remove and abandon service and lateral; call-out for FES-1 should note that no guard shall be installed; all sanitary service sewer laterals shall be updated to be 6”; extents of removal of existing services shall be illustrated to go from where the new sanitary service and water service are being connected to Lot 2 down to the curb stop for Lot 1’s water service and the property line for Lot 1’s sewer service; use a darkened line type for proposed storm sewer within the “Legend”; add a note regarding coordination with Public Works 48-hours prior to any work on public utilities; add a note that the governing specifications for utility work shall be the City Standard Specifications and Detail Plates. 4. On sheet 4.1, Construction Details; remove detail plate #3101 and replace with detail plate #3102; add a note to detail plate #3108 that no trash guard shall be installed on FES-1 (outlet). 5. On sheet 4.2, Construction Details; Add detail for tree protection, street patching detail plate #5202A, and pipe crossing insulation detail plate #2204. Fire 1. Private road will need to follow City of Chanhassen Code for Private Roads – including a turnaround for emergency vehicles. Parks 1. Full park fees in lieu of additional parkland dedication and/or trail construction shall be collected at the rate in force upon final plat submission and approval. Planning 1. The front lot line for Lot 1 shall be the northerly property line. Chanhassen City Council – November 9, 2020 20 2. The front setback for Lot 1 shall be from the point at which the lot measures 100 feet. 3. An access and maintenance agreement for the private street shall be recorded with the plat. All voted in favor and the motion carried unanimously with a vote of 5 to 0. Mayor Ryan: That motion carries 5-0. Thank you very much. Thank you for being here tonight. Thank you Ms. Aanenson and Mr. Howley. COUNCIL PRESENTATIONS. Mayor Ryan: Council do we have any council presentations tonight? Councilwoman Coleman or Tjornhom any council presentations? Councilwoman Coleman: Nothing from me. Councilwoman Tjornhom: Nothing from me. Mayor Ryan: Councilman McDonald? Councilman McDonald: Nope. Mayor Ryan: Councilman Campion? I don’t have a presentation but Wednesday is Veterans Day and so I would like to thank all of our residents, or all veterans. How much we value and appreciate your service to our country. I’d like to extend particularly thank you for your service to Councilman McDonald who is a proud veteran so thank you for your service. We have tomorrow we’re serving breakfast at the Rec Center for seniors correct from 9:00 to 11:30? 9:00 to 10:30? Heather Johnston: Is that tomorrow or Wednesday? Mayor Ryan: Tomorrow, yes. That’s fantastic. Yes on Tuesday. I will be there so I look forward to seeing those who can stop by and attend. I look forward to seeing you there. ADMINISTRATIVE PRESENTATIONS. Mayor Ryan: Anything in terms of administrative presentations? Heather Johnston: No Madam Mayor. CORRESPONDENCE DISCUSSION. None. Chanhassen City Council – November 9, 2020 21 Councilman McDonald moved, Councilman Campion 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 8:00 p.m. Submitted by Heather Johnston Interim City Manager Prepared by Nann Opheim CHANHASSEN CITY COUNCIL WORK SESSION NOVEMBER 9, 2020 Mayor Ryan called the work session to order at 5:00 p.m. COUNCIL MEMBERS PRESENT: Mayor Ryan, Councilwoman Tjornhom, Councilman McDonald, Councilman Campion, and Councilwoman Coleman STAFF PRESENT: Heather Johnston, Jake Foster, Kate Aanenson, Charlie Howley, Kelly Strey, George Bender, Richard Rice and Matt Kerr ARBORETUM AREA TRANSPORTATION PLAN UPDATE. George Bender introduced team members associated with this project. Angie Stenson, Senior Transportation Planner with Carver County provided an overview of the study for Phase 4 of the Arboretum Area Transportation plan and the agencies involved in the project. Eric Johnson with Bolton and Menk reviewed the design specifics for the study area. Mayor Ryan discussed the concern she has received about making the intersection at Minnewashta Parkway as the main entrance to the Arboretum with increased traffic on Minnewashta Parkway and conveyed that improving West 82nd Street is not a high priority for Chanhassen. Eric Johnson continued with discussion of funding options for proposed street projects for the next 5 years and outlined the upcoming meeting schedule to obtain input from the public and city councils. Councilman McDonald asked for clarification of the costs associated with each phase of the project and the need to see a more compelling reason for Chanhassen to be included with the 82nd Street improvements. Councilwoman Tjornhom thanked everyone for their presentation before discussing the safety concerns of residents along Minnewashta Parkway. George Bender discussed what staff is doing to address those concerns and the warrants needed to install a traffic signal at the intersection of Minnewashta Parkway and Highway 5. Mayor Ryan reiterated the concern about traffic on Minnewashta Parkway and possible safety improvements that can be done since Minnewashta Parkway is being upgraded. Councilwoman Coleman asked about the meeting schedule to obtain public feedback. Mayor Ryan asked about communication with residents on Crimson Bay Road, the possibility for federal funding, and suggested that council is supportive of this project but has concerns with funding from the city. LONG TERM FINANCIAL ASSESSMENT DISCUSSION. Heather Johnston introduced Kelly Strey, the Interim Finance Director, who discussed highlights of the long term financial planning components. Mayor Ryan asked staff to bring tax impact examples for all levels of housing in Chanhassen. Kelly Strey continued discussing highlights of the long term financial plan. Council members expressed appreciation for the thorough presentation. City Council Work Session – November 9, 2020 2 Mayor Ryan recessed the work session meeting at 6:55 p.m. The work session was reconvened at 8:00 p.m. 2021 STREET AND TRAIL PAVEMENT MANAGEMENT PLAN UPDATE. Charlie Howley presented highlights from his power point presentation regarding the pavement management plan. Councilman McDonald asked about the possibility of using bonding for street projects. Councilman Campion asked about the possibility of selling naming rights to generate revenue for the street and trail pavement management plan. Council members and staff discussed possible funding sources for improvements to Galpin Boulevard. Councilman McDonald asked about the use of TIF funds for the upgrade of Market Boulevard to offset MSA funding. Heather Johnston stated staff would research that question and bring back an answer at a future meeting. Charlie Howley continued with discussion of funding options for the trail management plan and asked for council feedback prior to the November 23rd City Council meeting. Councilman McDonald discussed hard choices that need to be made on how to stretch maintenance fees for trails and roads. Mayor Ryan discussed the future of MSA dollars and what happens if that funding source goes away. She asked staff to research grant opportunities as possible funding sources in the future. Mayor Ryan adjourned the work session meeting at 9:05 p.m. Submitted by Heather Johnston Interim City Manager Prepared by Nann Opheim CITY COUNCIL STAFF REPORT Monday, November 23, 2020 Subject Receive Planning Commission Minutes dated October 20, 2020 Section CONSENT AGENDA Item No: D.4. Prepared By Nann Opheim, City Recorder File No: PROPOSED MOTION “The City Council receives the Planning Commission minutes dated October 6, 2020.” Approval requires a Simple Majority Vote of members present. ATTACHMENTS: Planning Commission Summary Minutes dated October 20, 2020 Planning Commission Verbatim Minutes dated October 20, 2020 CHANHASSEN PLANNING COMMISSION REGULAR MEETING SUMMARY MINUTES OCTOBER 20, 2020 Chairman Weick called the meeting to order at 7:00 p.m. MEMBERS PRESENT: Steven Weick, Mark Randall, Michael McGonagill, Doug Reeder, Laura Skistad, Eric Noyes, and Mark Von Oven STAFF PRESENT: Kate Aanenson, Community Development Director; Bob Generous, Senior Planner; George Bender, Assistant City Engineer; and Matt Unmacht, Water Resources Coordinator PUBLIC HEARING: CONSIDER A REQUEST FOR SUBDIVISION APPROVAL TO CREATE THREE LOTS (BERROSPID ADDITION) WITH A VARIANCE FOR THE USE OF A PRIVATE STREET ON PROPERTY LOCATED AT 7406 FRONT TRAIL. Bob Generous, George Bender and Matt Unmacht presented the staff report on this item. Chairman Weick asked if the subdivision could support a turn around for fire vehicles, lot coverage, and poor soils in the area. Commissioner Reeder asked about a maintenance agreement between the 3 property owners for the private road and construction standards for the private drive. Commissioner McGonagill asked about the possibility of future subdivision of Lot 3 and if there will be maintenance agreements for annual inspection of the underground infiltration systems. Commissioner Von Oven asked for clarification regarding the concerns of the neighbor at 7404 Frontier Trail. The applicant Luis Berrospid discussed his plans for developing his property at 7406 Frontier Trail and conversations he has had with his neighbor at 7404 Frontier Trail. Chairman Weick opened the public hearing. No one spoke and the public hearing was closed. After comments from commission members the following motion was made. Randall moved, McGonagill seconded that the Chanhassen Planning Commission recommends that City Council approve a three-lot subdivision with a variance for the use of a flag lot and private street subject to the following conditions and adopts the Findings of Fact and Recommendation: Building 1. A building permit must be obtain prior to beginning work at the property. Engineering Planning Commission Summary – October 20, 2020 2 1. All driveways shall have direct access only to the proposed private street. 2. Calculations supporting the 7-ton private street design shall be submitted by a professional engineer for review and approval prior to grading operations. 3. The applicant shall submit updated designs for the private street utilizing either a crowned street or a uniform and continuous cross-sloped street to adequately direct stormwater to the proposed stormwater conveyance system prior to grading operations. 4. The final plat shall be updated prior to recording to include public drainage and utility easements as follows: a 10’ wide D&U on the west property line of Lot 2 and 10’ wide D&Us centered over all newly proposed public utilities including stormwater, sanitary sewer, and water mains. 5. An updated existing condition survey shall be submitted prior to grading operations that includes all existing utilities within and surrounding the property. 6. An encroachment agreement for all existing structures within public drainage and utility easements shall be filed concurrently with the recording of the final plat. 7. Updated grading plans shall be submitted that illustrate drainage arrows and adequate grading to drain stormwater away from structures, specifically the proposed home on Lot 1, prior to grading operations. 8. Updated utility plans shall be submitted illustrating draintile locations for Lot 1. 9. Updated grading plans shall illustrate the location, width, and grades of the driveway to Lot 1. 10. The applicant shall conduct a soil boring near the proposed structure on Lot 1 to ensure groundwater elevations are a minimum of 3 feet below the lowest floor elevation. 11. An erosion and sediment control plan, a stand-alone document (separate sheet), in accordance with CCO Sec. 19-145 shall be included with updated plan submittals prior to grading operations. 12. All newly installed sanitary sewer, water, and stormwater mains and appurtenances shall be publicly owned and maintained by the city after acceptance of the public improvements by the City Council. 13. Construction plans shall be updated to show the 25’ D&U located on 7404 Frontier Trail, the means of how utility work in the D&U will not encroach onto private property, and a note prescribing restoration methods of the disturbed areas within the D&U. 14. All applicable permits required by Riley Purgatory Bluff Creek Watershed District shall be obtained and adhered to. CONSTRUCTION PLANS 1. On sheet 1.0, Title Sheet: show hydrant symbol at end of leader for benchmark call-outs; update contact information for City Engineer to “Jason Wedel”. 2. On sheet 2.0, Grading Plan: all references to “shared driveway” or “driveway”, as it pertains to the private street, shall be updated to read “private street”; show tree protection methodology on plans; show stockpile locations, including required topsoil; reference detail plate #5202A for street patching where Frontier Trail and private street meet; update the symbol for “proposed silt fence” as it closely resembles “existing retaining wall”, for clarity; on the private street profile section call-out 10% grade as “maximum”. Planning Commission Summary – October 20, 2020 3 3. On sheet 3.0, Utility Plan: provide profile views for all public utilities; call-out detail plate #2204 for insulated pipe section; relocate sanitary MH-2 within the private drive hard surface area; relocate curb box for Lot 2 to be and within the drainage and utility easement over the water main; update material type for public water main to be C900; call-out for “ex. curb stop damaged” shall add note to remove and abandon service and lateral; call-out for FES-1 should note that no guard shall be installed; all sanitary service sewer laterals shall be updated to be 6”; extents of removal of existing services shall be illustrated to go from where the new sanitary service and water service are being connected to Lot 2 down to the curb stop for Lot 1’s water service and the property line for Lot 1’s sewer service; use a darkened line type for proposed storm sewer within the “Legend”; add a note regarding coordination with Public Works 48-hours prior to any work on public utilities; add a note that the governing specifications for utility work shall be the City Standard Specifications and Detail Plates. 4. On sheet 4.1, Construction Details; remove detail plate #3101 and replace with detail plate #3102; add a note to detail plate #3108 that no trash guard shall be installed on FES-1 (outlet). 5. On sheet 4.2, Construction Details; Add detail for tree protection, street patching detail plate #5202A, and pipe crossing insulation detail plate #2204. Fire 1. Private road will need to follow City of Chanhassen Code for Private Roads – including a turnaround for emergency vehicles. Parks 1. Full park fees in lieu of additional parkland dedication and/or trail construction shall be collected at the rate in force upon final plat submission and approval. Planning 1. The front lot line for Lot 1 shall be the northerly property line. 2. The front setback for Lot 1 shall be from the point at which the lot measures 100 feet. 3. An access and maintenance agreement for the private street shall be recorded with the plat. All voted in favor except for Chairman Weick who opposed. The motion carried with a vote of 6 to 1. APPROVAL OF MINUTES: Commissioner Noyes noted the verbatim and summary Minutes of the Planning Commission meeting dated October 6, 2020. ADMINISTRATIVE PRESENTATIONS. Kate Aanenson provided an update on action taken by the City Council at their last meeting and future Planning Commission agenda items. Planning Commission Summary – October 20, 2020 4 Von Oven moved 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 8:10 p.m. Submitted by Kate Aanenson Community Development Director Prepared by Nann Opheim CHANHASSEN PLANNING COMMISSION REGULAR MEETING OCTOBER 20, 2020 Chairman Weick called the meeting to order at 7:00 p.m. MEMBERS PRESENT: Steven Weick, Mark Randall, Michael McGonagill, Doug Reeder, Laura Skistad, Eric Noyes, and Mark Von Oven STAFF PRESENT: Kate Aanenson, Community Development Director; Bob Generous, Senior Planner; George Bender, Assistant City Engineer; and Matt Unmacht, Water Resources Coordinator Weick: Just quickly reviewing the guidelines for this evening’s meeting. It is a Zoom meeting. I would ask that commission members not hold chats, text messages or discussions on the side. Everything needs to be vocalized and on the record for the public. There is one hearing this evening on tonight’s agenda. Staff will begin by presenting the item. When staff is finished commission members may ask questions. Get clarification on the item. The applicant will then be asked if they would like to make any additional comments or presentations and also would be open to questions at the conclusion of their presentation. After that we would open the public hearing. We will summarize all emails for the record. Anyone here in chambers in person will be welcome to come forward and speak their opinion on tonight’s matter and we will also offer a telephone number for anyone listening that would like to call in and have their opinion added to the record. When everyone has had a chance to be heard we will close the public hearing. One more chance for commissioners to discuss the item and then we will consider a motion and a vote as appropriate. Tonight’s item is item number, Case number 2019-13. PUBLIC HEARING: CONSIDER A REQUEST FOR SUBDIVISION APPROVAL TO CREATE THREE LOTS (BERROSPID ADDITION) WITH A VARIANCE FOR THE USE OF A PRIVATE STREET ON PROPERTY LOCATED AT 7406 FRONT TRAIL. Generous: Thank you Chairman, commissioners. As you stated this is a public hearing to review a subdivision request to create 3 lots with a variance for a flag lot and private street. The property is located at 7406 Frontier Trail. It’s zoned single family residential which means a minimum lot size of 15,000 square feet with property served via private streets have to have 100 feet of lot width at the building setback line. These lots all comply with that and they need a minimum of 125 feet of depth and they all comply with that. The smallest lot is just over 15,000 square feet. The middle lot is about 18,000 square feet and the rear lot is 56,000 square feet. The site has about a 50 foot elevation drop from the west end of the property to the east end of the property. It’s currently 96 percent with canopy coverage on the property. Slide please. Again it’s a 3 lot subdivision. They’re dedicating right-of-way for Frontier Trail, the existing roadway encroaches onto this property and this puts it within, creates the public right-of-way so Chanhassen Planning Commission – October 20, 2020 2 that would be continued and memorialized. Access is via a private street. In conjunction with private streets and subdivisions they will have to record access and maintenance agreements with the subdivision documents. As part of the project they are extending public sewer and water lines into the development and they’re providing a stormwater treatment system for the site hard cover that’s going into the development. With that Steve will discuss the public improvements. Or George, I’m sorry. Bender: As Bob noted the site slopes from the western side to the eastern side towards Frontier Trail and there’s approximately about 50 feet of grade change across the site. You know due to the grade changes there was a need to design several retaining walls. They all are on individual lots so they can be private walls that are owned by the lots. And subsequently maintained by them. The private street itself is going to have the maximum allowed grade for about 100 feet of it which is 10 percent by code and then it will generally transition down to about a 2 percent grade as it accesses down to Frontier Trail. There will be some cut and fill within the 100 year floodplain. This was reviewed and approved by the watershed district. This is noted in the pink and the green on the slide that’s up currently. The retaining walls are in red. Matt Unmacht, our Water Resources Coordinator is going to discuss the wetland impacts. Unmacht: Good evening. Can everybody hear me? Aanenson: Yeah. Unmacht: So this property does have the potential to contain or to have wetlands, specifically on the south, or excuse me the east side of the property. Bob had mentioned it. It slopes west to east. A soils, a review of the wet soils survey shows, you can see in the orange area that’s considered a hydric soil and City staff including myself did stop out at the site this week and we did see some vegetation that is commonly found in wetlands in kind of a low depression right at the eastern portion of the parcel. So since staff believes that a delineation should be done at least to confirm or deny, or confirm whether or not there is a wetland present. It is marginal. It’s not most obvious site that I’ve seen but I think it warrants a delineation and then getting a delineation and then a MNRAM done would determine any, if a wetland exists on the property and if there’s any required buffers or setbacks. Bender: As far as stormwater goes, the applicant has done any design to establish volume, rate control and water quality treatment. They’ve provided for this through an underground system. There is an inlet control manhole that has a sump structure that will grab the initial heavier sediments and allow for fairly easy cleaning and then it will go into an underground infiltration chamber to allow the increased, the water from the increased hard cover to infiltrate as much as possible. The applicant has worked with the watershed district to the maximum extent possible to abstract or meet their abstraction requirements. In this case they were able through their geotechnical report to prove Type D soils exist which from the watershed district’s perspective reduce the abstraction by half from 1.1 inches to .55 and then through their rules they have a very strict and prescribed proof to reduce abstraction below that restricted amount and in this case the Chanhassen Planning Commission – October 20, 2020 3 applicant went through that with the watershed district and was able to get a restricted abstraction amount of .27 inches and you know that, per the watershed district that’s the deemed amount for the maximum extent practical. So this has been provided. This system will need to be maintained by the applicant. It will require an operation and maintenance plan be worked out with the City. And then the benefitting properties it will need to be, that plan will need to be recorded against. The City recommends that a homeowners association be created by the applicant so that the maintenance cost for the system can be split across the properties and be the responsibility of all the properties. This will require Lot 1’s low floor elevation as submitted to be adjusted to achieve an extra foot of free board from the high water level in the underground system. Regarding the public utilities, the blue line is the watermain extension from the right-of- way for Frontier Trail and the green line is where the applicant is proposing to connect to the sanitary, public sanitary sewer system which comes up the easement along 7404 Frontier Trail’s property. The City will be requiring all services to, the services for sewer and water to all 3 lots to come off of the new extensions. There are existing services that cut across the lot where Lots 2, Lot 3 where Lots 1 and 2 are and the City is going to require that these be abandoned and then reserved off of the sewer lines that are being extended. There will be coordination required with the property owner to the north at 7404 Frontier Trail where the sanitary sewer and main extension will extend to meet the existing sanitary sewer main that’s within the easement. The area will need to be restored to either match or improve the existing condition as part of this and if any temporary construction easements are needed they will need to coordinate that with the 7404 Frontier Trail to be able to do the installation so that they remain within the easement. They will need to survey that easement so that it is known in the field when that work is being done. And with that I will turn it back over to Bob. Generous: Part of our subdivision review we review the amount of tree removal on the site. They have provided us with preliminary numbers for tree removal. As I stated originally there’s 96 percent canopy coverage on this property. The proposed plan estimates that they will have 55 percent canopy coverage after the development is done. City code uses that as a target amount of preservation so they do meet city code requirements. However we are requiring that they verify these numbers for us before it goes to final approval and do all the calculations so that we can determine whether any replacement plantings would be required. Right now the only condition is that they provide one tree for every front lot in the development. And then that they provide tree protection fencing prior to any on site construction activity. With that staff is recommending. Oh, we’ve got multiple. One call regarding, concerning this development, they wanted, well actually there were two. They are concerned about the construction traffic on Frontier Trail and that any construction would degrade the right-of-way. And the other thing, they were just concerned that there’s enough housing on Frontier Trail. They don’t need any more so. And then the second call was regarding the stormwater that’s generated on top of the hill off of Del Rio Drive and it comes, crosses this property and if you look at the topo’s you can see there’s like a swale system that comes down the hill and that’s one of the things that George had addressed. We had a second, an email tonight regarding the location of the manhole connection for the sanitary sewer on 7404 Frontier Trail. We did respond to it that it’s approximately 75 feet downstream from the existing manhole. And then also he had questions Chanhassen Planning Commission – October 20, 2020 4 about the natural drainage pattern which comes from the top of the hill down this property. Our response was that they are not creating any of that stormwater and they’re directing some of it onto their street system but it will follow the natural course that it has currently and so. Bender: You want me to expand on that? Generous: Yes if you could. Bender: So you’re in the mouse here on the slide. There’s a development to the west here that’s between Del Rio Drive and Cimarron Circle and the back yards from those properties have natural drainage that heads to the east and crossed the subject property and generally the water is following this topography. There’s a small culvert here and then hitting the northeasterly property line. This is showing the grading that’s being done within the property’s limits. It is directing it onto the road and then it will, the road is actually sloped as shown here from north to south. And then the water will eventually cross the road, hit this curb line that’s right here and then be collected down in the stormwater collection basin. So this should improve it. Any water that gets off of the property as it’s coming down here, you know the applicant is not proposing and not really authorized to regrade the neighboring property to do this. If they wanted to work together you know they certainly could have discussions about that but as shown in these plans there is no regrading on the neighbor’s property. If there was some we would flagged that you know as part of this for remaining on the subject property unless there’s an agreement in place. So that’s about it. Generous: And then one other email, there was a gentleman questioning whether they met the variance requirements and I had to explain to him that the variance is for the use of a private street, not to have a 3 lot subdivision. We did look at this development originally providing a public street. It can be done. However it adds a significant amount of additional hard surface to this area and there’s no resulting benefit so we directed him to go through the variance process for that. He also requested information about the tree removal on the site. He says it looks like they’re taking out 70 trees. I estimated, I counted 65. Again the subdivision ordinance encourages the preservation of trees but it doesn’t prohibit it. Based on his, the calculations that were provided he is meeting city code requirements so. This person also expressed concerns about the drainage issues from the property to the west draining across this site. As George pointed out he is making some improvements but he can’t develop off site and so he can’t make any improvements to that and also that is beyond the purview of his requirements under our subdivision ordinance. He needs to treat and direct all the stormwater within his property that is generated by the development. And also he was concerned that with the removal of trees the City was allowing the elimination of a wildlife corridor that uses the existing lot. However that, we’re a merging community. He’s following the zoning ordinance requirements so we believe that he’s within his rights to propose it and again he’s meeting the City target for tree preservation and this person also had concern about construction traffic on Frontier Trail. Again that’s something that we try to minimize and require that we have weight limits and everything like that but it is a public road and it’s designed to carry traffic so. That’s it. And then I guess Chanhassen Planning Commission – October 20, 2020 5 the last thing is our, we’re recommending approval of the subdivision subject to the conditions in the staff report and adoption of the Findings of Fact and Recommendation. With that I’d be happy to answer any questions. Weick: Thank you Bob and George for your presentation. I will give commission members a chance to collect their thoughts and perhaps ask a couple of questions that came up. Not only during your presentation but also as I was reading the report. One being the, did the existing drawings show an approved turn around for the fire truck? Bender: They do show one. There are requirements that it needs to be adjusted to meet Engine Number 1. That will need to be coordinated with the Fire Marshal when the final construction plans are done so it is a condition. Weick: Okay. But that could potentially make that area, that could add lot coverage to that area. Bender: It could make some minor adjustments, that is correct and it might adjust like their retaining wall and there’s another requirement that that area that’s supported by that retaining wall has to use the surcharge from the fire vehicle to make sure that when it’s designed that you know it can support it. Weick: Okay. The other question kind of also related to the road is the road included in the lot coverage calculation? Generous: The private street or the front? Weick: Private street. Generous: It’s not. The common portion is not included in the lot area calculation. But we don’t include the hard cover nor the area in that lot. The flag lot so. Weick: So it wouldn’t benefit or be a detraction from the lot coverage? Generous: No. Weick: It’s an area that’s just not included. Generous: Right it’s covered under the stormwater improvements that they’re providing but it’s not, we may come in if they wanted to expand the house it would not be added to. Weick: Okay. Generous: The fire truck turn around would but the rest of the private street would not. Chanhassen Planning Commission – October 20, 2020 6 Weick: Okay. And then there was mention on, bear with me. Page 6. No, further. It was about the soil and I can just say it from memory because I can’t find it right now but there was a report that the soil wasn’t sufficient to support road foundation and other things and it would need to be replaced. I’m just not familiar with building. Is that like a normal thing or is that a difficult thing to do? Bender: Basically they’re going to have to meet the supportive requirements of burying for not only the road but the foundations associated with the residences so it’s not like they have to take out all of the soil or anything. They have to put back, they’re going to have to take out some soil that doesn’t have the right bearing capacity and replace it with probably what we call select granular material and compact that in place to increase the support of capacity of those areas. Weick: Okay. I think for right now that was all the questions I had for staff. I would open it up also for the commission members if you’ve had a chance to collect your thoughts. Any questions? Reeder: Mr. Chairman one question on the road. Do we require an agreement between the 3 property owners to maintain that road, A. And B, the actual construction of that road do we have some standard for that? Bender: Yes we do. Yes is the answer to both questions. Basically we are recommending a homeowners association be created by the developer in order to provide for the maintenance of that private street and equally share the costs associated with it’s maintenance. Ultimately that is up to the developer to determine whether an HOA is going to be created but at the same time they will have to have some sort of agreement in place in order to make sure that the road can be maintained and it just doesn’t fall upon the Lot 3 where it is because the private street is not shown on the preliminary plat in an outlot. There will also have to be access agreements provided for Lots 1 and 2 so that are essentially relative to ingress and egress along the private street. So and yes there are design standards. You know this has to be a 20 foot minimum wide road which the applicant has provided. It has to have a maximum of 10 percent grade which the applicant meets. It will also need to meet a 7 ton design which the, there is a condition that the applicant’s engineer will need to submit those calculations for our review. Weick: Thanks Commissioner Reeder. Other questions for staff at this time? McGonagill: Mr. Chairman this is Commissioner McGonagill. Weick: Hello, good evening. McGonagill: George I’ve got a couple questions for you. If I look on page 6 and I’m just really looking at the grading and drainage plan on the plot. I think I know the answer to this but I just want to be sure. On Lot 1, can Lot 1 down the road be subdivided again? Chanhassen Planning Commission – October 20, 2020 7 Generous: No it’s at the minimum requirement in the RSF district. McGonagill: Okay so there’s no potential that they could come into that… Generous: The one on top Lot 3 potentially if they could get the property over to the west, or to the south of them to grab the property there’s a potential. They could meet the minimum 15,000 and have 90 feet of. McGonagill: On Lot 3. Generous: Yeah the one on the top of the hill. McGonagill: Okay I call that Lot 1. I’m confused. So it’s the one to the west they could subdivide that one? Generous: If they got the property from the property to the south to have access onto Del Rio. McGonagill: Yeah that was really the question I was coming from. You know does that potential then does exist to do that if they could get access to Del Rio right? Generous: Yes. If that property owner would sell them enough land to do that. McGonagill: Okay and that’s why I assume that issue the property owner to the west is why the road, I think there’s two reasons that road doesn’t come in from Del Rio. One is you just answered is access. The other is there’s quite a bit of an elevation grade to come down into that house which I call house on Lot 3, is that correct? Bender: I’d add to that, that it’s an existing house that was constructed in 1969 and you know it’s currently served off of Frontier Trail so you know it’s kind of designed from a garage perspective and to face that way so to change it and have it come from the other way would have quite a few impacts. McGonagill: Yeah I understand. But I just think about the potential down the road. So if Lot, I guess you call it Lot 1. If Lot 1 gets subdivided then access, would the access have to come off of Del Rio or could it actually come off the private drive? What I’m hearing you say it cannot come off the private drive because when they extended the private drive into that new subdivided lot they would not meet lot cover minimums, is that correct? Generous: No. When you said Lot 1 I was thinking you meant the most easterly property which is only a little over 15,000 square feet. At the top of the hill. Aanenson: Can you put a map up so everybody can see? Chanhassen Planning Commission – October 20, 2020 8 McGonagill: Yeah and I’m sorry. I’m sorry. You know I had my numbers wrong. That’s my error. Weick: Commissioner McGonagill while we’re pulling that up can you just restate your question again? McGonagill: Okay it really is fairly simple. I’m trying to look at the next step of the larger lot. The lot to the west, can it be subdivided again and what that would require if that were to occur because then you’ve got plan, in my mind I’m planning for the next step that logically could come. Generous: Well the first part of it he could conceivably extend the private street up to service the most westerly part of the parcel. McGonagill: Okay. Generous: It would need to go through a public hearing process again and they’d have to revise the variance again to use a private street. However if you could get the right-of-way or the property to connect to Del Rio there then they could access that lot from the south and come in and have a lot there. It’s contingent on the property owner selling him the land. McGonagill: Correct. But if the property owner didn’t he still could let’s say when it’s, the gentleman that’s living to the west in the large parcel decides to leave he could subdivide this again and just extend the private drive and it would just be another variance. Aanenson: Wouldn’t it be over the 10 percent grade? Bender: Kate just mentioned that it would be over the, it may be over the 10 percent grade so for that to be extended you know it would still have to meet the code requirements of the maximum of 10 percent and the grade lines do tighten up as it goes up the hill so that would more than likely require regrading in order to extend the drive far enough to accommodate another lot. McGonagill: That’s a technically challenging issue when you get into that…is what you’re saying. Bender: Yeah. I mean if the property could be you know generated to access Del Rio Drive it’s likely that one driveway would come off of it for a house that would be placed further to the west and the house that’s currently located on Lot 3 or if it was a tear down and rebuild would access the private drive. McGonagill: Okay. And I realize that’s not what we’re talking about here tonight and it doesn’t really enter in. I’m just trying to think about what the next step would look like. That’s where I’m trying to come from. George next question I have is on the stormwater system. Could you Chanhassen Planning Commission – October 20, 2020 9 cover that drawing that had the underwater containment stuff that you showed? Please sir. It had the catch basin and then what I call the silos in your presentation. That one. Question I had, this water containment system, when it leaves the system, you know if it doesn’t go to infill, does it go into some sort of stormwater system into Lotus Lake? Bender: Well it would enter our stormwater system that’s out in Frontier Trail so there’s an overflow pipe shown in the control structure so that would essentially connect into our stormwater system in Frontier Trail and then if I can here, you know it would more than likely make it’s way right down to these ponds that are here. McGonagill: Okay. So and then ultimately that with the way the flow is going through ground filtration or whatever if it overflows it does end up in Lotus Lake, does it? Bender: Ultimately. McGonagill: Maybe not. Maybe that’s a question for Matt. Bender: Yeah Matt are you still here? Unmacht: Yeah I’m still here. I got the datalink pulled up here at home and best I can tell, I believe it ultimately does. Bender: I think it’s going to make it’s way through those ponds Matt and then this drainage channel. Unmacht: Yep, that red triangle that you’re, that right there. That’s outfall into that drainage channel into Lotus Lake is what I believe. McGonagill: Okay. So that’s if we stay right there, you said it would go through several systems like a pond which are containment basins. Settlement basins, etcetera before it gets into another outfall that would end up in Lotus Lake because I’m worried about Lotus Lake quality obviously. That’s a recreation lake. Is that right Matt? Unmacht: Yes that’s correct. It would go through at least those two basins along with the infiltration, or excuse me the underground stormwater treatment system that’s already proposed on the project. McGonagill: George on those underground infiltration systems you said there has to be a maintenance plan for them and you can just stay on this picture which would be fine. In that agreement is there any requirement for those systems to be annually inspected to be sure they’re not full of debris and that report provided to Matt or can we put that in there because again I want to be sure that those systems are working on an annual basis. You know you get a hard rain Chanhassen Planning Commission – October 20, 2020 10 or hard year those things can fill up full of junk and suddenly you don’t have anything that’s working anymore, you follow me? Unmacht: Yep. So yeah we are definitely going to have required inspections and maintenance done on a system like this so we’ll work with the applicant as to what the inspection and reporting details will be but they absolutely will have at the very least annual reporting and the most likely after a specific rainfall amount events. McGonagill: That’s perfect. Yeah that way you know if it’s still working properly and if you had that working and you’ve got the rest containment basin you’ve done just about everything you can. Unmacht: Correct, yep. McGonagill: Okay that’s quite helpful. Mr. Chairman that’s my questions. Bender: I’d add one part to that please if you don’t mind. Get it back to the right slide here. So as part of this structure that they’re putting in, in the control structure there is a 4 foot sump in it to collect the heavier solids before it ever gets to the infiltration chamber. In addition it’s kind of hard to see but they also have an energy dissipater that they’re putting in non the inlet pipe and then a skimmer on the outlet pipe to the infiltration chamber to keep as many solids as possible in the control structure so that’s as easy to maintain as possible. So over time they’ll learn you know how many solids they’re collecting and kind of at what type of timeframe that fills up that sump. Whether it ends up needing to be annually cleaned or maybe it could be you know every 2 years. That will be kind of a to be determined aspect associated with it but you know the easier that they can make the maintenance, you know the more often it will happen and be better for the overall Lotus Lake water quality. McGonagill: Well George that’s very helpful. I think the thing that’s going to be real important and I have to guess Matt this will be in your purview with inspectors is to insure they’ve got really good erosion control on there so you don’t load that whole structure up during construction because that could happen. It’s an underground. You’ve got an underground system. You really…load it up bad and you just wreck the thing and it never works, you follow me? Unmacht: Yep absolutely. They’ll be required to get an approved erosion and sediment control plan that needs to be approved by city staff before any grading can happen. We’ll make sure that they’re doing their due diligence when it comes to keeping erosion on site, especially around that inlet structure. McGonagill: Yeah, then you follow my point. Thank you very much. Chanhassen Planning Commission – October 20, 2020 11 Bender: There’s inspection points associated with this underground system that allow our inspectors to you know insure that there is no sediment in the chamber system when it’s activated and the site work has been kind of completed. McGonagill: Yeah I’m just not too familiar with these and so I’m sorry for the rudimentary questions. I’m just not too, I haven’t seen too much how they work and so this is helping me so I appreciate it. Mr. Chairman I think that takes care of me. Weick: Thank you Commissioner McGonagill. Other commissioners with questions for staff? Von Oven: Yeah Mr. Chairman this is Commissioner Von Oven. Weick: Good evening. Von Oven: During the presentation I heard mention and I didn’t quite understand it. I heard mention of the potential of striking a deal on something with the neighbor to the north. 7404 with respect to was it grading? Bender: I’ll take it first. The neighbor to the north was one of the comments that we received. We received it you know just within an hour, hour and a half before the meeting and responded to it but essentially the concern was related to a stream of water that comes down you know especially in larger rainfall events between the two properties and he’s wondering whether that would be addressed to avoid any further damage in this area or potentially make it go away completely. And the response to that was, you know the water pattern as it crosses 7406, you know and this is water that’s essentially just crossing the property also drains in part onto the bordering area of 7404. And if this resident wants you know this problem to go away completely it may require regrading to help with that and at that point you know the two properties would have to have some sort of agreement if they’re trying to, you know as part of this development improve something that’s not on the property. Does that answer your question? Von Oven: Yes and so it actually leads to my second question which is, you’ve got an existing stream of water. It’s kind of directing itself near or at that property line and now there’s going to be a hard surface put in a private road. Based on all of these finds is there any chance that this situation is going to get worst for 7404 in terms of the amount of water floating onto his property? And if so is there any recourse for that resident? Bender: I don’t believe so because there’s no grading going on essentially on that drainage pathway across Lot 1 which is the western most lot. And then as the water hits where the private street is going to be constructed on the western end some of that water is going to find it’s way onto the street and then be collected, you know directed to the south curb line and then be collected in the stormwater basin so there will be less water but you know how that water actually directs itself at the point of where that water path hits the border between the two properties. You know there can be some on each side of that and you know because that’s pretty Chanhassen Planning Commission – October 20, 2020 12 much what the comment says is where it’s headed and that’s what the grade lines show that it is. So some of that water is going to kind of go a little more to the south via the private street. Does that answer your question? Von Oven: It does thank you. No further questions from me. Weick: Thanks Commissioner Von Oven. Other questions? Hearing none at this time from the commissioners. Hearing no other comments from the commissioners I would invite the applicant to either come forward and make their presentation thank you, and welcome this evening. Luis Berrospid: Hi. Thank you everybody. I don’t…I want to thank Bob and George for the great presentation. I’ve been on the property for over 2 years and I have….and I moved to Chanhassen back in January, 2018 and I’ve been working with Bob for probably over a year and a half on this project. My family and me we do love the community here and the Chanhassen area and I’m hoping that we can you know approve this project and move forward with it. Like I said I think you guys did a good presentation on it and I’m here to answer any questions that you guys might have on any additional questions so. Weick: Thank you and thank you for coming this evening. Stay up there just in case there’s, yeah. I will open it up for commissioners. If there are any questions of the applicant at this time. Give everybody a second. Are there any conditions? Generous: Your neighbor to the north? Luis Berrospid: My neighbor to the north? Generous: Yes. Luis Berrospid: I did talk to the neighbor to the north. Basically him yesterday and I, maybe that’s where the question arise but I went to his home and we talked about the center manhole that I’m going to be putting into his property. He did ask me about you know pretty much the grading that is coming down, sometimes erosion control it’s not running off right now from the property. The problem is that the existing road that is right now the driveway, somewhat like George was saying some of it comes into my property and some already goes into the line but today everything goes into what I call the kind of like a, whether it’s an RC pipe that goes across the road but I think he has been having issues with that erosion control problem and he was asking if maybe we can fix it and that’s something that I would probably like to fix too with him. Something that if I end up developing the project on my own I would probably end up working with him on how to get that problem solved for him and myself too. So that’s one thing. And then I did mention that I will encroach into the property into the easement so I can hook up to a sanitary line. It seems to me that he was fine and he said yep go ahead but I will definitely work with him during construction if I end up developing the project. You know to work with him on Chanhassen Planning Commission – October 20, 2020 13 coordination and things like that. I will definitely try to minimize, I don’t think I will open cut that. I would probably have a trench box to minimize the tree removal in that area because there is small trees in that area but hey I would probably do it with a trench box. That’s probably one of the contingencies with the notes that they ask me on how I’m going to connect to it. But I think it’s just minimizing you know with a 6 to 8 foot trench box to get into a connection for the sanitary line that we have. Weick: Okay thank you. One more opportunity for commissioners to ask any questions of our applicant this evening. And hearing none thank you very much for coming forward and thank you for the project. Luis Berrospid: Yeah. Weick: With that I will open up the public hearing portion of tonight’s item. If you are watching the number 952-227-1100 is on your screen. You may call that number and enter your opinion for the record. Anyone here this evening who would like to come forward and speak their opinion on this item may do so at this time. And we also did receive and will add to the record any and all calls or emails, and/or emails that came in this afternoon and thank you Bob and George for summarizing those for us. Appreciate it. Seeing nobody come forward this evening and seeing no phone calls I will close the public hearing portion of tonight’s item and move to commissioner discussion. Any thoughts? Skistad: This is Commissioner Skistad and I would just say that it looks like a great project and I think that mitigation with the drainage, I mean it seems like maybe with what’s being suggested it might actually help Lotus Lake with the drainage anyway so I don’t really have any questions but I expect to approve this. Weick: Thank you Commissioner Skistad. Appreciate your input. I can offer a few comments. I read this one several times actually and really tried to collect my thoughts on it. You know it’s two parts as you’re aware. There’s the plat and there’s the variance and the variance is for the road that has to be put on the property. The things that concern me about this project are the soil replacement was, I think that was answered pretty well. It sounds like something that isn’t you know any kind of deal breaker for the applicant. The idea of the wetland conservation sort of raises, it raises concern for me and it all relates back to what I would classify as poor, a poorly treated preservation plan and those that know me know that I often comment on this kind of thing but it’s disappointing to me to see all of the trees taken out on the front side of the property. It’s just an uneven solution to the problem and the trees that are taken out, it was taken down all the way down to the minimum coverage or canopy coverage which doesn’t give us a whole lot of leeway if there’s changes that need to be made either to the road or to the turn around or if something comes up over the wetland itself and so you know those, it’s just there’s a feeling to me that this is, this is a case where sometimes I call it, it just doesn’t feel like a great property to develop. I’m not sure that there’s enough, it meets all the regulations as far as I can see so it’s difficult for me to say that I couldn’t vote for this but it is, it just doesn’t feel right to me and it Chanhassen Planning Commission – October 20, 2020 14 doesn’t, it really comes down to kind of that wetland question. The soil question and the fact that so many of those trees have to be taken out on the front half of that property. Those are just my thoughts on that. I’d certainly welcome feedback from commissioners or you know helping me manage through those thoughts. Or a motion. It’s quiet. It is a quiet group tonight and that is rare. Randall: I’ll make a motion. Weick: Commissioner Randall, please go ahead. Randall: The motion is for the Chan Planning Commission, I was reading it off the screen here. Recommends the City Council approve a 3 lot subdivision with a variance for the use of a flag lot and private street subject to the conditions of the staff report and adopts the Findings of Fact and Recommendation. Weick: I’m sorry, caught me daydreaming there for a second. We have a valid motion from Commissioner Randall. Do we have a second? McGonagill: I’ll second it Mr. Chair. Weick: I’ll give that second to Commissioner McGonagill. Any comment prior to a vote? Reeder: Mr. Chairman? Weick: Yeah. Reeder: I agree with your concern about the trees in this particular case but I think because the proposal meets most of our requirements. Weick: Understood. Reeder: That we need to move forward with it. That’s unfortunate. Weick: Yeah I, and I think the only thing I would say is there’s something to me about the private road and if that were a driveway it would be included in your lot coverage and it’s certainly bigger than a driveway and has more impact on the area than a driveway so you know that was kind of my concern. But thank you for your comments and with that I will take a roll call vote. Randall moved, McGonagill seconded that the Chanhassen Planning Commission recommends that City Council approve a three-lot subdivision with a variance for the use of a flag lot and private street subject to the following conditions and adopts the Findings of Fact and Recommendation: Chanhassen Planning Commission – October 20, 2020 15 Building 1. A building permit must be obtain prior to beginning work at the property. Engineering 1. All driveways shall have direct access only to the proposed private street. 2. Calculations supporting the 7-ton private street design shall be submitted by a professional engineer for review and approval prior to grading operations. 3. The applicant shall submit updated designs for the private street utilizing either a crowned street or a uniform and continuous cross-sloped street to adequately direct stormwater to the proposed stormwater conveyance system prior to grading operations. 4. The final plat shall be updated prior to recording to include public drainage and utility easements as follows: a 10’ wide D&U on the west property line of Lot 2 and 10’ wide D&Us centered over all newly proposed public utilities including stormwater, sanitary sewer, and water mains. 5. An updated existing condition survey shall be submitted prior to grading operations that includes all existing utilities within and surrounding the property. 6. An encroachment agreement for all existing structures within public drainage and utility easements shall be filed concurrently with the recording of the final plat. 7. Updated grading plans shall be submitted that illustrate drainage arrows and adequate grading to drain stormwater away from structures, specifically the proposed home on Lot 1, prior to grading operations. 8. Updated utility plans shall be submitted illustrating draintile locations for Lot 1. 9. Updated grading plans shall illustrate the location, width, and grades of the driveway to Lot 1. 10. The applicant shall conduct a soil boring near the proposed structure on Lot 1 to ensure groundwater elevations are a minimum of 3 feet below the lowest floor elevation. 11. An erosion and sediment control plan, a stand-alone document (separate sheet), in accordance with CCO Sec. 19-145 shall be included with updated plan submittals prior to grading operations. 12. All newly installed sanitary sewer, water, and stormwater mains and appurtenances shall be publicly owned and maintained by the city after acceptance of the public improvements by the City Council. 13. Construction plans shall be updated to show the 25’ D&U located on 7404 Frontier Trail, the means of how utility work in the D&U will not encroach onto private property, and a note prescribing restoration methods of the disturbed areas within the D&U. 14. All applicable permits required by Riley Purgatory Bluff Creek Watershed District shall be obtained and adhered to. CONSTRUCTION PLANS 1. On sheet 1.0, Title Sheet: show hydrant symbol at end of leader for benchmark call-outs; update contact information for City Engineer to “Jason Wedel”. Chanhassen Planning Commission – October 20, 2020 16 2. On sheet 2.0, Grading Plan: all references to “shared driveway” or “driveway”, as it pertains to the private street, shall be updated to read “private street”; show tree protection methodology on plans; show stockpile locations, including required topsoil; reference detail plate #5202A for street patching where Frontier Trail and private street meet; update the symbol for “proposed silt fence” as it closely resembles “existing retaining wall”, for clarity; on the private street profile section call-out 10% grade as “maximum”. 3. On sheet 3.0, Utility Plan: provide profile views for all public utilities; call-out detail plate #2204 for insulated pipe section; relocate sanitary MH-2 within the private drive hard surface area; relocate curb box for Lot 2 to be and within the drainage and utility easement over the water main; update material type for public water main to be C900; call-out for “ex. curb stop damaged” shall add note to remove and abandon service and lateral; call-out for FES-1 should note that no guard shall be installed; all sanitary service sewer laterals shall be updated to be 6”; extents of removal of existing services shall be illustrated to go from where the new sanitary service and water service are being connected to Lot 2 down to the curb stop for Lot 1’s water service and the property line for Lot 1’s sewer service; use a darkened line type for proposed storm sewer within the “Legend”; add a note regarding coordination with Public Works 48-hours prior to any work on public utilities; add a note that the governing specifications for utility work shall be the City Standard Specifications and Detail Plates. 4. On sheet 4.1, Construction Details; remove detail plate #3101 and replace with detail plate #3102; add a note to detail plate #3108 that no trash guard shall be installed on FES-1 (outlet). 5. On sheet 4.2, Construction Details; Add detail for tree protection, street patching detail plate #5202A, and pipe crossing insulation detail plate #2204. Fire 1. Private road will need to follow City of Chanhassen Code for Private Roads – including a turnaround for emergency vehicles. Parks 1. Full park fees in lieu of additional parkland dedication and/or trail construction shall be collected at the rate in force upon final plat submission and approval. Planning 1. The front lot line for Lot 1 shall be the northerly property line. 2. The front setback for Lot 1 shall be from the point at which the lot measures 100 feet. 3. An access and maintenance agreement for the private street shall be recorded with the plat. All voted in favor except for Chairman Weick who opposed. The motion carried with a vote of 6 to 1. Chanhassen Planning Commission – October 20, 2020 17 Weick: With that the item passes 6 approval, one opposed. The item will be moved forward. Generous: It’s going to City Council on November 9th. Weick: Thank you to the applicant for coming this evening. All of the public input as well as the staff report. Very thorough and very good as always. APPROVAL OF MINUTES: Commissioner Noyes noted the verbatim and summary Minutes of the Planning Commission meeting dated October 6, 2020. ADMINISTRATIVE PRESENTATIONS. Weick: And I will turn it back over for city presentation. I think we do have a couple presentations this evening. Aanenson: First I’m going to give you an update and then we’ll go into adjournment. McGonagill: Can’t hear. Aanenson: First we’re going to do the City Council update and also then just some Planning Commission business. So at the City Council update, there was a discussion for TIF for the last building at the Powers Ridge Apartment buildings because in order to get the density bonus they needed to do some affordable so there was tacit approval on that so that project will go back. They need to do a PUD amendment because. McGonagill: Kate can you speak into the microphone. Aanenson: Yes I apologize. McGonagill: There you go, thank you. Aanenson: So they need to do a PUD amendment and a site plan approval so we’ll be seeing that project probably after the first of the year. Secondly the council did approve the two code amendments. One is for the, excuse me for one and that was for the certain constructions in outlots. As you recall we did do a variance for somebody that wanted to do a shed. That’s typically associated with a beachlot but this was concerned an outlot. They did have a lot of discussion on this, the zoning permits. I think that was a split vote and so they wanted to remand that back to the Planning Commission but we’re going to do a little bit more work on that before you see that again. And then finally they approved the development contract for the, the development contract was approved for the Bluffs at Lake Lucy. It was being held up at the County for recording. They were backlogged and so they wanted to proceed with the grading to keep things moving so they went forward and broke off the grading development contract from the rest of the development contract. So that grading contract was approved except on the north Chanhassen Planning Commission – October 20, 2020 18 end where the hours were limited to no Saturdays. The developer’s probably coming back to the next City Council meeting to talk about that. Meanwhile we also just, we did receive the 3rd Addition for Lennar so that will just be going to City Council. So anyway that project’s underway. That projects been…The Bluffs, the northern part, The Bluffs at Lake Lucy which is Gonyea Homes so they are grading right now so they do have permission for that. As it turns out they’ll probably get the entire development contract maybe in, to get recorded yet this week so they’re trying to as they say make hay when the sun shines so we’ll see how the weather cooperates there. So I also just wanted to remind the rest of the Planning Commission that we do not have a meeting in 2 weeks because that is election day so hopefully everybody’s voting but we do have a meeting on the 17th of November and we do have a subdivision. As it turns out it’s Deerwood so that’s actually Mr. Ashfeld who spoke, the other project that he spoke on coming off Yosemite. I think I talked about this before and Mr. Randall may recuse himself but it’s up in that area off Yosemite coming in off of a private drive so you’ll see another example of a private drive in the application of that so I just wanted to let you know kind of our schedule. We do have a couple things that are floating out there. We were expecting an amendment to the PUD down at 101 and Lyman. That building. Sharmeen did a very good job on the architecture on that and I think they want to kind of go back, we had some suggestions on that and I think they want to rethink it before you see that so we have a couple things that are floating out there. I’m not sure they’ll all land before, we just have one meeting in December so after this there’s just a couple more meetings and then we’re into the new year. So with that Chairman you could adjourn. McGonagill: Mr. Chair just for Kate your information. I will be out of town on the 17th. November 17th. Aanenson: Okay thank you. So just an FYI everybody else then if Commissioner Randall chooses to then we’re down to 5 so if somebody can’t make it they’d give us a heads up on that, that would be great. So with that Chairman you can adjourn the meeting and then we’ll just go into open discussion which we won’t be broadcast live. It’s just kind of really for education for the Planning Commission. Weick: Okay, I would entertain a motion to adjourn. Von Oven moved 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 8:10 p.m. Submitted by Kate Aanenson Community Development Director Prepared by Nann Opheim CITY COUNCIL STAFF REPORT Monday, November 23, 2020 Subject Receive Economic Development Commission Minutes dated October 13, 2020 Section CONSENT AGENDA Item No: D.5. Prepared By Nann Opheim, City Recorder File No: PROPOSED MOTION “The City Council Receives the Economic Development Commission Minutes dated October 13, 2020.” Approval requires a Simple Majority Vote of members present. ATTACHMENTS: Summary Minutes CHANHASSEN ECONOMIC DEVELOPMENT COMMISSION REGULAR MEETING OCTOBER 13, 2020 Greg Sticha called the meeting to order at 7:00 p.m. MEMBERS PRESENT: Stephen Stamy, James Ebeling, and Adam Schafer. Kathleen Donovan arrived late for the meeting. MEMBERS ABSENT: Jim Sanford STAFF PRESENT: Greg Sticha, Finance Director; Bob Generous, Senior Planner; and Jake Foster, Assistant City Manager PUBLIC PRESENT: Vernelle Clayton Buy Chanhassen Darren Noble Southwest Metro Chamber of Commerce APPROVAL OF MINUTES: Stamy moved, Ebeling seconded to approve the summary Minutes of the Economic Development Commission meeting dated September 8, 2020 as presented. All voted in favor and the motion carried unanimously with a vote of 3 to 0. JOINT DISCUSSION WITH SOUTHWEST CHAMBER AND BUY CHANHASSEN. Greg Sticha introduced Vernelle Clayton with Buy Chanhassen and Darren Noble with Southwest Metro Chamber of Commerce to discuss possible partnerships between the City and local businesses. Commissioner Ebeling explained that the commission would like to see a directory formulated of local businesses. Commissioner Stamy asked Vernelle Clayton and Darren Noble to provide background information of their organizations. Vernelle Clayton discussed that the best way to improve communications is to work together with local businesses with Buy Chanhassen and buying local and discussed changes being made in the Villager newspaper. She explained the possibility of having articles in the Chanhassen Villager explaining what the Economic Development Commission is doing. Greg Sticha discussed what the Economic Development Commission has been doing since it’s inception which is mostly education and formulating goals with the goal of setting up a business subsidy program and the need to find a funding source in the future to improve communication between local businesses and the City. Vernelle Clayton discussed that the commission needs to be wary of not becoming a complaint commission and tax increase impacts on small businesses. Greg Sticha discussed the need to build trust between local businesses and City Hall. He explained that if small businesses have issues with their tax valuations they need to meet with the Carver County Assessor’s Office. Darren Noble discussed on ways to improve communications between the Economic Development Commission – October 13, 2020 2 City and small local businesses explaining his background in public and private businesses and the advantages of incorporating apps such as Next Door, meeting in person, and sharing articles in local newspapers. Commission Stamy asked what benefits local businesses have had with Buy Chanhassen and Southwest Metro Chamber of Commerce. Commissioner Schafer asked for clarification about accessibility to emails and newsletters going out from Southwest Metro Chamber of Commerce and Buy Chanhassen. Vernelle Clayton asked about the results of the CARES Act grant program. Commissioner Donovan discussed the need to increase communications with local businesses. Greg Sticha explained that the City can start sending a link to the Economic Development Commission agendas and Minutes to Vernelle and Darren. FOLLOW UP DISCUSSION ON COMMUNICATION PLATFORMS. Greg Sticha discussed actions taken by the Communication committee which has been investigating apps i.e. Next Door, and maybe the best option is creating a private Facebook page. Jake Foster explained that the City is looking into apps such as Civic Engage that could be used by the EDC. Commissioner Donovan thinks Next Door is a good choice for an app and asked how local businesses would feel about being involved with that app and problems that can be associated with using social media apps. Greg Sticha discussed that that could be a conversation Buy Chanhassen and Southwest Metro Chamber of Commerce could have with their membership to ask about their preferred method of communicating with the Economic Development Commission in the future. Darren Noble stated he will have a conversation with a connection who is on the cutting edge of technology on possible apps. Greg Sticha explained that the EDC group is interested in setting up a local lodging tax and asked Vernelle Clayton to begin discussions working with the Meet Minneapolis group to formulate a more detailed plan to bring to the City Council. Vernelle Clayton provided an update on the work that’s been done with Buy Chanhassen and Meet Minneapolis and the possibility of bringing that information back on the EDC’s December meeting. Vice Chairman Donovan thanked Greg Sticha for his work in getting this commission established and wished him well in his new job. Bob Generous explained what new information he will be providing the Economic Development Commission in the future as he takes over his role with the commission. Stamy moved, Schafer seconded to adjourn the meeting. All voted in favor and the motion carried unanimously with a vote of 4 to 0. The Economic Development Commission was adjourned at 8:25 p.m. Submitted by Greg Sticha Finance Director Prepared by Nann Opheim CITY COUNCIL STAFF REPORT Monday, November 23, 2020 Subject Receive Park & Recreation Commission Minutes dated September 22, 2020 Section CONSENT AGENDA Item No: D.6. Prepared By Nann Opheim, City Recorder File No: PROPOSED MOTION “The City Council receives the Park and Recreation Commission Minutes dated September 22, 2020.” Approval requires a Simple Majority Vote of members present. ATTACHMENTS: Summary Minutes Verbatim Minutes CHANHASSEN PARK AND RECREATION COMMISSION REGULAR MEETING SUMMARY MINUTES SEPTEMBER 22, 2020 Chairman Boettcher called the meeting to order at 7:00 p.m. MEMBERS PRESENT: Jim Boettcher, Joe Scanlon, Karl Tsuchiya, Matt Kutz, Haley Schubert, Sandy Sweetser, Jim Peck and Youth Commissioner Zoe Erpelding STAFF PRESENT: Jerry Ruegemer, Park and Rec Director; Priya Tandon, Recreation Supervisor; Adam Beers, Park Superintendent; Jodi Sarles, Rec Center Manager; and Mary Blazanin, Senior Center Coordinator APPROVAL OF AGENDA: Peck moved, Kutz seconded to approve the agenda as presented. All voted in favor and the motion carried unanimously with a vote of 6 to 0. Karl Tsuchiya and Zoe Erpelding arrived after the previous motion. PUBLIC ANNOUNCEMENTS. Jerry Ruegemer announced that on Monday, September 28th at 7:00 the City Council will recognize the Chanhassen Red Birds for their third consecutive Class B State Championship with cake and Mayor Ryan reading a proclamation. VISITOR PRESENTATIONS. None. APPROVAL OF MINUTES: Kutz moved, Sweetser seconded to approve the verbatim and summary Minutes of the Park and Recreation Commission meeting dated August 25, 2020 as presented. All voted in favor and the motion carried unanimously with a vote of 8 to 0. NEW BUSINESS. None. OLD BUSINESS. None. PARK MAINTENANCE QUARTERLY REPORT. Adam Beers provided an update on park maintenance projects such as replacing the pavers at City Center Park, the playground equipment replacement program, and fall maintenance of ballfields and parks. Chairman Boettcher asked that Adam Beers thank his staff for the good work they provide. CHANHASSEN REC CENTER QUARTERLY UPDATE. Jodi Sarles provided an update on improvements being made to the HVAC system at the Rec Center, how the Rec Center is approaching sanitizing protocols and class sizes due to COVID, and programming that is making Park and Recreation Commission Summary – September 22, 2020 2 a come back. Commissioner Peck asked the limit of 5 people in the fitness room. Chairman Boettcher asked for clarification on how the Rec Center is marketing programs. SENIOR CENTER QUARTERLY REPORT. Mary Blazanin provided an update on activities and program being offered through the Senior Center. 2020 HALLOWEEN PARTY PREVIEW. Priya Tandon outlined the schedule of events planned for the 2020 Halloween celebration. COMMISSION MEMBER COMMITTEE REPORTS: None. COMMISSION PRESENTATIONS: None. ADMINISTRATIVE PACKET: None. Tsuchiya moved, Schubert seconded to adjourn the meeting. All voted in favor and the motion carried unanimously with a vote of 8 to 0. The meeting was adjourned at 8:00 p.m. Submitted by Jerry Ruegemer Park and Rec Director Prepared by Nann Opheim CHANHASSEN PARK AND RECREATION COMMISSION REGULAR MEETING SEPTEMBER 22, 2020 Chairman Boettcher called the meeting to order at 7:00 p.m. MEMBERS PRESENT: Jim Boettcher, Joe Scanlon, Matt Kutz, Karl Tsuchiya, Haley Schubert, Sandy Sweetser, Jim Peck, and Youth Commissioner Zoe Erpelding STAFF PRESENT: Jerry Ruegemer, Park and Rec Director; Priya Tandon, Recreation Supervisor; Adam Beers, Park Superintendent; Jodi Sarles, Rec Center Manager; and Mary Blazanin, Senior Center Coordinator APPROVAL OF AGENDA: Peck moved, Kutz seconded to approve the agenda as presented. All voted in favor and the motion carried unanimously with a vote of 6 to 0. PUBLIC ANNOUNCEMENTS. Ruegemer: So public announcements I just have one. Just wanted to let the commission know that the City Council is going to be recognizing the Red Birds next Monday night at the City Council meeting. Mayor Ryan will be reading a proclamation for the Red Birds for their three- peat. So 3 in a row Class B Champion so we’ll have a cake there that night. We’re going to do the kind proclamation reading and kind of celebration outside like we did with Todd’s retirement. That way we can get a few more people in. We don’t have to kind of limit numbers inside the council chambers so we’ll be doing that. 7:00 next Monday night, the 28th and that will be right kind of right by the fountain south of City Hall so please feel free to attend. We’d love to see you there so just wanted to make everybody aware of that. VISITOR PRESENTATIONS. None. APPROVAL OF MINUTES: Kutz moved, Sweetser seconded to approve the verbatim and summary Minutes of the Park and Recreation Commission meeting dated August 25, 2020 as presented. All voted in favor and the motion carried unanimously with a vote of 8 to 0. NEW BUSINESS. None. OLD BUSINESS. None. PARK MAINTENANCE QUARTERLY REPORT. Boettcher: We’ll start with park maintenance quarterly report with Adam Beers, our Park Maintenance Supervisor. Park and Recreation Commission – September 22, 2020 2 Beers: Thank you Chair Boettcher. It’s been a while since seen everyone so this is my first meeting outside of council chambers so glad to be here. Just going to provide you guys a little update on what maintenance staff has been working on and where we’re at with some of our capital improvement projects. So don’t know if anyone’s been bumming around City Center Park and noticed the new pavers. Glacial Ridge just finished that about a week and a half ago so the project went really, really smooth. Ran into just very minor things right on the first day. We had to change a little base course but after that the project just, it just never stopped so we were fortunate to have good weather and nobody, we had no issues with working around Mary’s senior center or the library so it was a good opportunity to get that taken care of and we were able to address the worst of the worst so I think depending on the appetite for the park board and the council this could kind of pacify us for a while. So it’s exciting to get that taken care of and we can see the improvement. We’ve been working on the park equipment replacement schedule which included a new playground at Power Hill Park and Lake Ann Beach. Two playgrounds that were about 26-27 years old so they were in desperate need of an overhaul. We finished the Power Hill Park early this spring, or early this summer I should say and staff just finished pouring concrete at Lake Ann this last Friday so we’ll move into tomorrow and the concrete crews were there today to pull all the forms and get all of their equipment out so now we’re going to move back in and start doing some of the dirt work around the new container and start building away so that’s kind of what we’ve been working on for the big projects. Ruegemer: So kind of waited for the Lake Ann Beach equipment after the beach season. Obviously with COVID going on Lake Ann Beach was extremely busy this year so we didn’t really want to interrupt the flow of the beach area so Adam and crew made a choice to kind of wait until after Labor Day to kind of start that project here just to make sure that people had an opportunity without interruption down there so they’ll start making a lot of progress right now. It’s all poured and kind of ready to go and they can start kind of assembling now so really a great addition to that park. Beers: Yeah it’s going to be a huge improvement that’s for sure. Ruegemer: And if the container’s a little bit bigger than it was before so. Beers: Yep. It went from 90 feet to 107 so, not a lot but enough. It’s a small footprint down there. We’re kind of landlocked with obviously the lake and big hill behind us so, anyway it’s going to be a great improvement. You guys should, if anyone’s available to stop down and take a look… Ruegemer: We’ll see how the weather is in October. We may go and take a look prior to this meeting and kind of check out the finished product so we’ll kind of play that by ear and I’ll let you know by email if we’re going to do that change of schedule. Park and Recreation Commission – September 22, 2020 3 Beers: I can keep everyone up to date too on progress. Some of the other items staff’s been working on. Ball fertilizing. We started mid-September so we’re actually pretty close to wrapping that up. Every year we try to address the community parks first and then we kind of go in rotation geographically for the neighborhood parks and so that process is getting close to being done. Our irrigation shut down finished today which has been, it’s usually about a month process so we were able to get some good kind of weather to do it so we didn’t get burned on getting too hot again so feel comfortable kind of putting everything to bed now for the season. It’s been a weird year with the COVID so we, you know where we would normally spend more time working, you know spending on the fields and working with the associations, we’ve been actually able to work on a lot of just miscellaneous projects that kind of got put to the wayside so we’ve had a lot of drain tile. Had a lot of different places worked with the street department on patching. So yeah to kind of wrap it up we know a few months ago we started, usually about July we start getting into our winter trail pruning so that way we can get through the entire infrastructure of the entire trail system before plowing season starts so that all of vehicles can get down and things are safe for everybody so we’re just wrapping that up as well. In the next couple weeks we should have that finished and we’ll kind of cruise into the fall here so. That’s kind of what we’ve been working on with the bigger projects and just the daily routine things. I would like to just throw a little nod in the cap to our seasonal staff. You know every year these guys and gals provide a huge service to help just with the day to day operations with weed whipping, and push mowing, and doing the dead heading of the flower beds and cleaning the restrooms and just gives us an opportunity with our full time staff to work on projects so I just want to let you guys know how much we appreciate their help and their work. There’s only a few left so getting down to the end. So that’s what I had up to offer but if you have any questions I’d like to be able to answer. Ruegemer: Just to let the commission know too, Adam was down not quite half but he was down quite a few seasonals this year that weren’t hired because of COVID so obviously we’re trying to reduce expenditures across the board. Not only in Adam’s division but certainly everybody’s division here so with that so the crew that Adam have on full time and seasonal kids, not kids but workers are not just kids but did a great job and really tried to step up and really work across the board and we really did a lot with less this year so just a hats off to Adam and his crew for getting that done with that so it was a different year. Beers: And just getting more strange it seems as we go. Boettcher: So what is your normal number for seasonals and what did you have this year? Beers: We normally have 18 and kind of fluctuated between, I think we were up to 9 for like 2 weeks and then one had to self quarantine and just never came back so we were 8 was mostly what we had so. Boettcher: What’s their normal, like May to September? Is that pretty much? Park and Recreation Commission – September 22, 2020 4 Beers: Pretty close. They start to trickle back, the college kids attending, it’s a little big staggered but we still were able to keep some of our retirees that do a lot of mowing and then our full time staff jumps in to help with the cleaning of trash. So now we’re working on projects and kind of carrying the coat tails I guess to try to finish up the season. Tsuchiya: They’re doing a good job. Beers: I let them know every day. Tsuchiya: I go to Bandimere and ride the ridge all the time with my kids and those places look great so. Beers: Glad to hear it and I’ll pass that along. Boettcher: I know everybody appreciates it. I drive by Lake Ann Park probably 4 or 5 times a week and I just can’t pick, everything just looks good. I try to find something to complain about. Beers: Oh I’m sure we could find something. Boettcher: Eventually maybe but thank you Adam and tell everyone everybody appreciates the job they do very much. Beers: Absolutely. CHANHASSEN REC CENTER QUARTERLY UPDATE. Boettcher: Ms. Jodi Sarles. Sarles: Thank you Chair Boettcher. Welcome back to the Rec Center. We’re happy to host you guys here so it’s fun to bring you out and at least we’ve got a little bit of activity going on right now so that’s good. I think my heater right here probably introduced my first item that’s coming up here so. We are undergoing some significant HVAC repairs this year and next year and we’ve got a system they can no longer service or we can’t find parts. It’s obsolete so we’re kind of re-tooling things and they’re going to be a much larger change next year that we’ve started to budget. We added in the budget for next year. So basically right now what we’re doing is the heat comes on to try to balance some of the humidity in the building. It gets ridiculous when it’s 95 degrees outside and you walk into this room and the heat starts blaring at you but apparently there is a reason for it. I haven’t found it yet so hoping that we see improvements next year once those operating controls get updated. We also just were recharged. This was really just for about $17,000 worth of…because it was down that far and it had never been replaced over the years so, so that should help us to help throughout the winter. And then they have modified things for COVID so now we no longer recirculate indoor air so we’re going to notice a little more heat in the summer and a little more, or a lot more cooler in the winter because we’re going Park and Recreation Commission – September 22, 2020 5 to be only bringing in fresh air so, so that’s kind of the one big things that’s going on here. And then of course just we’re all between us and the school district, we’re all just increased our cleaning and sanitizing protocols where you disinfect multiple times throughout the day. All the equipment that gets used gets sprayed down and rotated. Spray down again so we are really, really trying hard to well to stay open and keep a safe environment for classes and things. And talking about classes and I’m sure Priya and Mary will talk about this as well but basically our days are spent making plans and changing plans and then making those plans all over again tomorrow because it didn’t quite match what we had anticipated so, if you go down to the dance studio there are giant squares on the floor. Each danger has a square in their space that is so far away from the next dancer. The gym has that same set up going on for Fit for Life class and for Tae Kwon Do so just trying to give as much possible room. Keep it as safe as we possibly can. Of course we have all the disinfecting and sanitizing materials everywhere you can go. We’ve got additional masks behind the front desk so if somebody doesn’t have one when they come in we’ll get it for them so just, you know just trying our best to be good community partners out here and then working with the school district on what their needs are right now so between our Fit for Life class and the school district gym classes, it gets a little dewy in the grass still. They’re going out into the hockey rinks so they do a lot of the gym program out there so they can do all sorts of kid games all day long so if you’re around this building you’ll see more kids than you ever thought outside. Is every class a gym class? …outside space for giving that to the kids. It’s going to change probably next week but for now we’re happy with that. And with that we kind of reduced class sizes so we have a smaller dance group run program. We offer classes Monday, Tuesday, Thursday, Saturdays out here. We were doing two rooms. Now we’re down to just the one room so we can just use the studio for that class and meetings have shrunk. They can only have 10 people in one room so we’ve had to do a lot of adjustments with our space in here just to meet those COVID protocols. So kind of going on there. We also have a back up plan for that program so anybody who is nervous can stay home. If they’ve tested positive they can follow the class via Zoom so it’s just one other way that we kind of keep in touch with our dancers. And we also that addition for the Fit for Life class so we’re able to offer that to folks and it’s appreciated so it’s a nice back up plan for us but you know everybody would rather be here in person of course. We started back our Rec Center Sports programs so you may have seen fall t-ball it started a few weeks ago so the kids are out there playing and everything has started small. So right now we’ve got a few teams out there going and just a whole different feeling right now trying to, we can’t necessarily space 3 and 4 year olds and when you try to it gets, and I think it gets worst and worst but we have our bubbles and we walk around. We sanitize that bat every time. We change the helmets. We sanitize everything so all sorts of protocols we’ve put in place and parents and kids are really appreciative because just getting back to something that’s almost normal so if you look out there all staff that are with kids have to wear masks and those things. The coaches have to wear masks but the kids are able to at that age participate without, and I talked about Fit for Life. That group they’re happy to be in the gym or outside so it’s just a nice group to get back together and they were missing, definitely each other so it was nice to be able to bring them back. And my pickleball players, they’re a funny group but I’m sure you saw those guys coming in but we added a whole new protocol for them. They tend to like to arrive in mass when they come inside so just now we have created a reservation system for them to sign Park and Recreation Commission – September 22, 2020 6 up for a spot during that 2 hour session. We’ll have up to 20 people available to come into the gym but that’s it. Then we also can track them easily that way too so you know we’ll see how it works out. Right now the reservations we opened them up this week and it’s been a beautiful week so 2 people have signed up but they don’t want to play inside anyway so that’s how that one goes. And then kind of the last one I’ll put here. We’ve got a bunch of other programs that are going on as well but Pilates are, and this was supposed to start this spring during COVID but our yoga instructor is fantastic and she was certified last fall to teach Pilates. So finally her first session here started 2 weeks ago and it’s a full class. We had to expand the space so she could add a few extra people in there so it’s been another really good program and people have been really appreciating coming inside. I think what we’re seeing now is a lot of people did drop gym memberships and the classes they missed they’re starting to come back to try to take so Zumba’s added a few more people than we normally had seen in the past. It’s all coming back just a little weak but it’s coming back so that’s good to see. So that’s my report so if anybody has any questions. Peck: Do you still limit the workout room to 5 people? Sarles: Yes. Yep and we’re at that 25 percent so that kind of fits the bill there. We haven’t set up reservations yet for that. Right now the only time we really get in trouble with the 5 person limit is when personal trainers come so they are allowed to train here but some resident wants to come and use the facility the first person out of the fitness center is that personal trainer and they usually end up in the gym doing different exercises in there so, we really are trying to work hard with people to give them their space and making sure they’re safe too so that’s where we at with the fitness center. Boettcher: You said for the indoor pickleball masks are required while they’re playing? Is that right? Sarles: Not while they’re playing but while sitting in the bleachers and if you walk by there we’ve got giant blue squares that all throughout the bleachers so we measured it out 6 feet or actually 7 feet I think in there and they each have a section and we will use that once we bringing Rec Sports inside…so we keep our pods using that. Boettcher: What is participation like? I mean pickleball was climbing and climbing and climbing every year. Is it still, do you still see an increase? Sarles: Yes. Boettcher: This year with COVID did it drop or not? Sarles: Well it did not drop but they do not want to come inside. You’ll see every park is full right now so here or at Roundhouse, they’re always up there. Park and Recreation Commission – September 22, 2020 7 Boettcher: I almost had to park on the street as I was coming in. It’s like the mall on Black Friday so I backed out and I don’t know where these 3 cars came from but all 3 of them were shooting in front of me and there was a big traffic jam. I’m like okay I have a meeting here…but I can see the aggressiveness out there. Sarles: They’re a fun group. Boettcher: Right. Sarles: They’re a vocal group and they love the sport so it’s great to see. I love to have people out there being active and doing different things around here but boy you’ve got to give them their pickleball. They thought we were taking down those nets this spring and boy, I got emails. Boettcher: So all the new programs they come up, your advertising there such that you would do, is that only on the City website? Do you have flyers? Do you do word of mouth? What works the best for you? Sarles: So right now we, everything goes out in the Chanhassen Connection and currently a quarterly publication here. We then also will back that up with a lot of website updates or email blasts and then our Facebook page and Instagram so right now we’re not doing a lot of flyers just because of paper so basically anything that’s paper has come down. Anything that’s posted is laminated here so that we can clean and spray but yeah so it’s, it’s tricky because you have a population that really wants to come out and participate and have somewhat of a normal life and you have another population that you’re not going to risk anything and they’re going to stay home so I’ve got some young, which really surprised me. 3 and 4 year old dancers participating in their first dance class via Zoom so it’s, just so they are safer and whoever in the family has a problem then too that they stay safe as well. So yeah it’s just a whole different world right now. It’s hard some days to get your head around trying to introduce something new or even what you currently do has now shifted. You know 3 times I have to walk out and remember shoot, I didn’t grab that sanitizing bottle for the bat and the rages that we need to wipe it down. I’ll back inside or send the kids back inside for something so it’s just you know, it’s all a learning process right now. Boettcher: I’ve got a little mileage on my shoes this year from turning around and going back… people at Cub must think I’m psychotic. I go into the door and I turn and go back. Ruegemer: Just to let that, they kind of go on maybe Jim’s kind of question of Jodi. The City is really taking more of a kind of a proactive approach now to really enhance our communication out to not only our residents but also to city staff as well and other valued community members so staff from our department and other departments have been meeting at least once every couple three weeks to a month on a communications committee so we’re really trying to look at and formulate some policy related to you social media. You know website design content. Branding is going to be kind of a big thing and kind of be consistent with our message as far as look and I Park and Recreation Commission – September 22, 2020 8 guess format of how it is so we’re really trying to do a lot of enhancements for that so you kind of steer people towards our web page and kind of go and maybe start to look at going away from some of the Connection information to kind of go a little bit more paperless to save some money that way. It seems like a lot of our constituents and residents are really kind of more web and text savvy that way so they’re really getting their information. We’re doing a lot of Next Door and Insta and Twitter and Facebook. A lot of those type of things. We’re really trying to get the information out in a lot of different platforms with that as well so we have a lot of staff that are here that are working on that as well and really trying to enhance really our hold out with the community so really trying to get a lot of information out there so we’re trying to be keep working on more and more transparency and getting information out there so make it easy for people to find and to get, Priya could give an example of the, you know the fishing kits for the Chaska area you know. She had created a social media post on Facebook and I think in a day and a half all the spots were filled or a couple days. Tandon: I think it was like a half an hour. Ruegemer: And to Priya’s credit that was not in the Connection. That was kind of one of those kind of last minute type of things to try to think outside the box and create some more programming during the COVID time and Priya headed up that program. Got the information out there and like you said, within a short period of time that class was filled so that’s what we’re trying to do is really get that information. Work on the serves and information Jodi talked about. Kind of our distribution list through Active and so really trying to kind of address those types of kind of new things with the City and get that information out so you know I think in COVID times it wasn’t a bit surprise that I think there was some deficiencies with the City. I think we’re all adult enough to admit that and so we’re really trying to correct those type of things with communications to our residents and really kind of learn from the situation. I hope to that we never have to go through a pandemic again but it’s much different than you know a natural disaster. A tornado, a flood type of thing where there’s kind of a start and an end so to speak so we’re working out all kinds of new contingency plans and phasing and a lot of different things with the City so that will see more of that in the future here coming up but, so it’s been busy around city hall with a lot of different things with that so we’re really trying to work. Heather’s really steering the ship very well and gathering department heads and other staff members to do better with that so it’s been a big challenge for us. All of us and to go through this process and we can be better for it so. So anyway an update. Boettcher: Anyone else have any questions for Jodi? Great job as always. I guess one other thing I have with the election coming up. Is most of the stuff, as far as sanitation, so the workers in the meeting rooms take care of it as people come in to vote? Are they taking care of cleaning everything? The voting booths and stuff like that. Your crew does not have to get involved with that is that right? Sarles: No my crew does not get involved so, and we’re going to rework a little bit. This voting site so just knowing that there’s going to be a lot more people voting this fall and we’re in the Park and Recreation Commission – September 22, 2020 9 primary. We’re going to move one precinct into the gym and have the rooms for the other one. That will be able, we won’t have two lines of people going down the hallway facing each other. We’ll be able to do a little bit more, much more space to utilize in the gym. Just trying to anticipate the crowds and how we can maintain that so if you were here before and we basically had stations in front of all the voting, you know the doors for each precinct and lots of sanitizer of course. Sanitizer up front but just really trying to make sure we can maintain some distance and getting, anticipating what’s going to come so fortunately we do have a lot of people getting their mail in ballots so that’s going to help out. Peck: The absentee ballot thing is huge. Sarles: Yep it is huge. Peck: I did mine yesterday. I decided I’d hand deliver the thing so I went down to the courthouse in Chaska and I was 10th in line standing outside because they were doing it one at a time to verify that you said was correct. That you were the person. Sarles: Yeah and the other thing we noticed is last Friday I think it was absentee voting or started. Well we had 3 people come in the 7:00 hour and I was working the desk at the time and looking to vote here so that’s why when you come in you’ll see the signs that say you need to Carver County. So I had it happen here. Mary had it over at the senior center and I’m not sure who else was getting barraged by early voters but it’s good to get people out. We want to make sure we’re doing it right and safe for everybody but yeah we will be out and cleaning as much as we possibly can that day. There’s whenever there’s election nothing else is going on here so that’s what we’re just trying to kind of help out with the madness that comes with those days. Peck: Their cleaning staff looked like it was all election volunteer people. It wasn’t Carver County employees as best as I could tell. Sarles: Yeah. Boettcher: Alright thank you very much Jodi. SENIOR CENTER QUARTERLY REPORT. Boettcher: Mary, looks like you’re next. Senior Center quarterly update. Blazanin: Yeah thank you Chair Boettcher, commissioners. So we also have opened with slow gradual reopening. As you can probably guess the people I serve are much more resonant to show up at anything but I do have a handful of folks who really are just anxious to see other faces and so I’ve opened up and made the space available but we’re pretty limited. The big senior center space can only hold 15 people so I’m trying to rethink, just been working hard at rethinking how can I offer things and reach the most people possible. The other challenge that I Park and Recreation Commission – September 22, 2020 10 have is that population group I serve aren’t so tech savvy and many don’t even own computers. Several seniors have contacted me. They don’t have internet service. It’s interesting thing with the COVID is families who are concerned about their seniors, rightfully so, have done a great job of getting technology into their parents or grandparents hands but they don’t have…and so I think when I first opened up I can’t even tell you how many folks came in with cell phones in hand saying I need help. Can you just help me put this together. Figure this out. All I want to do is call my daughter, whatever so I…but I did reconnect with…who is a senior in high school who put together a make your phone your friend class for me last spring. We started it. We got one class in and then COVID hit. We had to cancel so we’ve been rerunning that. We’re on our third session now and that’s been hugely popular. He devised a class and to Android versus iPhone and people bring their phones in and he tapes four hour and a half sessions and just walks them through the basics. Even you know just how to turn the phone on. How to turn it off. Texting. Everything to do with just managing the phone and that’s been a really popular class but again I’m limited. We typically got 8 or 10 folks coming per time which is a good amount because if he has to do any one on one, you know you need to space everybody out enough to make that happen. He’s also going to run two classes in October with PC’s again at the beginning of next year. One on how you use Facebook. How you sign up for it. How to use it and also how you use other video conferencing apps including Zoom because that’s a popular thing right now. And also how to better take photos and share photos and also just to figure out where…so it feels good to be able to set up classes like that. We’re really helping these seniors learn to be able to do these things. Communicate. Reach out. Stay in touch with families on this technology that most of us just take for granted so it’s nice. So at this point in time we’re not allowing any card groups or game groups to come in and play. We just haven’t figured out a safe way to play cards. Plus it’s really hard to be 6 feet apart and play game of cards. I get calls weekly from groups begging, begging to please let them come back. We just have not figured out a safe way to do that and most of the senior centers in the state have not figured out a way to do that. I am working on a system for being able to play Mahjong. I think that’s more doable and we do have a few groups that are interested in trying, kind of testing the waters with me on that. I do have a woman now teaching Mahjong class and she’s like everybody has to bring their own set and they have to sit separately and she’s basically just teaching them from beginning what the tiles are and how they work. That’s going really well. And then hopefully in November we’ll be able to move in to actually playing to 4 person games with a lot of hand sanitizer on the table. So games and Chan-o-Liers, the singing group were also really anxious to get back. They’ve been actually going to the parks. Has anybody caught them? They’ve been going to Lake Ann. Spreading out as far as they can singing as a group. They’re going to do that as long as they possibly can and then once they have to come indoors what they’re going to do is break down into smaller groups. They won’t be able to sing in the senior center. They’ll at least be able to come in and be with each other. Kind of make those connections. So that’s, those kind of groups are figuring out but we’ve been, I’ve been working hard on putting together events that are safe. Jodi has been gracious to give me a lot of space here at the Rec Center to host some gatherings and first one will be our Octoberfest concert. We can have up to 40 people in the space. Typically we serve a meal at that but we won’t do that this year. We’ll be instead just handing out probably pretzels and some root beer but I do have a band that, a polka band Park and Recreation Commission – September 22, 2020 11 that’s coming to play and so again we have folks that are just anxious to be doing something to get out of their homes and others who are still reticent to show up anywhere. Right now I think I have about 18 people signed up for that event. It’s not bad. We can have up to 40. We still have a little bit of time. We will be doing a Veterans Day Pancake Breakfast on November 10th that Mayor Ryan has graciously said she will come and help out and do a little speech which will be nice. Again we’re limited to 40 but we are also opening this up so folks can do a drive up option so if they want to take meals, pancake sausage meals we’ll have a take out option for them. So we’re working on the details of how we’re going to make that happen. You know getting it out to the cars, things like that but I have had a handful of people already sign up for that option so again I think people are just looking for something safe that they can do and be a part of. American Legion Auxiliary is sponsoring that one so all, any veteran that signs up will get that for free. I also will be doing a holiday celebration in the December. On December 3rd. Normally this one we pull in about 125 folks. Again we’ll have to keep it to 40 and this one I do have a catering company who will be serving food for us. They are COVID compliant. We’ve already talked to her about specifics on that. I think that is doable. We will have music there too. So we’ll see. You know we’ll just see how folks, how my patrons how willing they are to try to these things. I keep telling them to put everything in pencil on your calendar. If for some reason we have to pull the pin on it we will but just to give us something to look forward to… The other thing that we’ve been doing is I’ve been trying to focus on three things really. Meeting needs, providing information and assistance and then just having fun so we started up our...they meet once a month. Our foot care nurse clinic, we have two nurses that come in twice a month. Those have been very popular. People come in one on one for one on one care. I have a flu clinic happening next Tuesday. We have over 20 people signed up for that and Cub Pharmacy holds that with us. And then our home delivered meals program, we continue to get new people each week and I think those numbers will just keep going up as we…as people find out about it. Encouraging people to tell their neighbors. To make sure people, I think Jim has been using it a little bit. Peck: Yep, my wife’s laid up with a broken foot. Blazanin: It’s a nice option, yeah. Peck: It’s been very, very good. Blazanin: Yeah. One of the most popular classes that we’ve been running are the drug safety classes. That was something AARP for many, many years has been running directing these classes to allow people to get discounts on their insurance and they have quit doing that through COVID and I don’t know when they’re going to restart. They’re not running their classes at least to the end of the year but the Minnesota Safety Council continues to run their classes so I partnered up with them and they are doing them all remotely by Zoom. Many of my seniors it’s like they don’t have the capability so I open up the senior center for up to 15 folks to come in and watch it on Zoom on big screen and then other folks who are comfortable using Zoom can join us from home and so far every class is filled. We’ve done one or two each month and we Park and Recreation Commission – September 22, 2020 12 have reached over 75 people so far with those classes so that’s been going really well. Medicare information classes, we have several of those coming on. There’s open enrollment coming up soon for folks so we allow for questions about that and that also again is done by Zoom and people are going to watch it at the center or they can operate from home. Veterans benefits presentation will be held here next week. That class actually filled up and just now we’re only allowing folks to join by Zoom. And then we created some memory kits for our Memory Café folks who, I’ve just shut down Memory Café until further notice because there’s just no safe way to run that right now. But we did put together some home care kits. One is a…one is a music theme, one is birding theme and it’s just a box of books and CD’s and movies and just stuff that they can do in their own home because the caregivers now are caregiving 24/7 because a lot of the day programs have been shut down and people who have been relying on other help to kind of get them through a day aren’t there anymore so they’re full time caregiving and they’re just looking for something to do so we work together with the Act on Alzheimer’s team to pull those kits together and yeah, the word hasn’t gotten around yet that we’ve got them but we have a handful of people who use them and they really enjoy them so we’re going to keep pushing those. And then just for fun like I said we have the Mahjong. We started an Aging with Gusto class. It started last Friday. It’s a 3 part series and Carver County is covering the cost of that through their SHIFT funding. We’ve invited the commissioners and…several housing directors from Chanhassen to join us. Instead of pilot classes they’re learning how to do it via Zoom and we offer…and the whole class has just reached, helping people rethink what aging should look like. Trying to cut through stereotypes. Helping folks come up with a plan so that they themselves can age with gusto. This is their pilot program…and next year they’ve offered to supply the funds again so that we an run 3 sessions of Aging with Gusto class so one in the winter. One in the summer. One in the fall again. That will be open to the general community so… One of the funnest things we did and these guys helped out on September 11th we did a drive inn ice cream social and concert right out here in the parking lot. The Lions Club sponsored it. The Lions Club covered the ice cream treats. T-Mobile covered the band and all the other expenses. It was a little bit of a cool day but it didn’t slow people down in coming in. We had, we ended up serving 96 folks with ice cream. We parked over, almost 50 cars and it was just a lot of fun. It was a lot of fun. Some people got out and sat in their chairs. Socially distanced but I got a lot of very, very nice comments. That was just nice. Just nice to get out and I had one woman call and she thanked me and she said you know I’ve been really nervous about this virus. This is the first time I’ve actually left my apartment since we shut down in March. Everything she’s been getting was delivered… She said I think this was the perfect way for me to just get out and be safe and be in my car. Get some ice cream…so it was a fun, fun day. The Lions Club normally hosts the summer picnic for the senior center and we had to cancel that this year. They had so much fun though. They said I think next year we should do the picnic and drive in social so who knows. Who knows. So yeah I’m just keeping busy trying to come up, think outside the box. Trying to find things that will get more folks get connected with each other and be available for them. Any questions for me? Boettcher: I think it’s pretty awesome with everything going on you still have this many activities. I was going to say for the ice cream social if you need testers for the different flavors Park and Recreation Commission – September 22, 2020 13 the fourth Tuesday of every month we do meet you know so we would gladly sample 2 ounce, 4 ounce sample sizes. Blazanin: They hired an ice cream truck that was called the Whale of a Treat and so she had a lot of options. A lot of options for people. Boettcher: That’s good. Great job as always Mary. Anyone have any other questions? Thank you very much. 2020 HALLOWEEN PARTY PREVIEW. Boettcher: And Priya it looks like we’re getting a 2020 Halloween preview. Tandon: Yeah. Boettcher: Everyone already has masks. Tandon: Yep. Thank you Chair Boettcher and thank you commissioners. So typically as you all know the City does a Halloween Party that normally draws like 700 to 800 people which will not be happening this year and so we really wanted to modify the party to still have it and provide an option for parents and kids and I guess people of all ages to celebrate Halloween in a safe way if we could. So we kind of did 3 Halloween programs to replace the Halloween Party of the past with like a Halloween part of this year. So the first element of that is the Trick or Trail event which you have the flyers in front of you. Didn’t make it into your report but essentially we’re inviting kids and families to come to the Chan Rec Center here and walk along that trail that’s out past the ballfields so they’ll start by the warming house and walk in one direction down that trail in a loop and trick or treat and local businesses right now we have 15 of them. We’re hoping to get more local businesses, service organizations, volunteers will be along the trail giving candy and trinkets and things of that nature for the trick or treating. There will also be a few social distance activities along the trail. Nothing that would really provide contact but things that kids can kind of do in their lines down the trail like count the pumpkins. Unscramble this word. Get a prize at the end, things like that and then we will have a food truck at the event that will have mini donuts available for purchase. They’re gluten free so if anyone’s gluten free that’s a bonus. We are charging $3 per child. That is different than what is in the report. Speaking to Jodi’s point on how you try to plan something and it changes due to X, Y, Z reasons. Event will be held on Saturday, October 24th from 1:00 to 3:00 p.m. In terms of COVID safety arrival times are going to be staggered so when parents register their kids they’ll choose 1 of 4 arrival times in like half hour blocks and they can arrive anytime during that time to still give them flexibility and hopefully spread people out going down the trail so there’s never like a line of people waiting to go trick or treating. There will be dots all the way along the trail 6 feet apart. Anyone handling candy will be wearing masks, gloves. Signs you know encouraging to wear their masks down the trail. Stay home if you’re sick. We’re really encouraging pre- registration for this just to make sure our capacities are at the right level because we will have to Park and Recreation Commission – September 22, 2020 14 cap it on day of at 250 people which is the current guideline. Let’s see. And then yeah in the event that COVID-19 guidelines change to where the event can’t be run safely we can make it a drive through pretty easily and line the businesses off along the outside of the parking lot. Have kids and families drive through. Or if it even goes more extreme we could modify it to run like an as your own program in the park in the week ahead which is kind of a benefit so it’s really awesome that we got so many businesses agree to participate because they’ll provide the candy which takes a huge cost away from us and why we’re able to do it because we’re trying to have all of our bags be completely budget neutral just because of the situation we’re in. Like I said we’re looking for more, so if you know of anyone who would be interested in that let me know or if you’d like to volunteer but it should be a fun event. The other two pieces of the Halloween celebration, we’re doing a new Boo your Neighbor program so people can purchase these boos. They’re like Halloween goody baskets for $10 dollars. Not $12 as in the report because we had a sponsor step up since writing this and they’re going to cover a lot of the costs so we can take that down which is great. It’s T-Mobile who has sponsored a lot of things for us in the past few months so awesome. Basically you can order a $10 boo and we’ll personalize it to say here’s a boo for Priya from Anna and then you’ll pick it up at the Chan Rec Center. Bring it to the person. Ring their door bell and it’s this fun goody basket that you can either gear towards kids and families or adults so that will hopefully interest people who maybe don’t have the comfort level of going out to a physical event but may still want to participate in something. And then we’re also doing a completely virtual Halloween costume contest on Facebook so participants can email in a photo of their 2020 Halloween costume. Then we’ll put them all on Facebook the week prior to Halloween and then the 3 submissions with the most number of likes in the individual and group costume categories will win a prize and with that one we want to just speak to the people who completely want to stay home and don’t want contact so give them something to do so we’ve got in person, semi-in person, semi-not and then completely virtual to hopefully create like a well rounded Halloween celebration since we can’t do our normal Halloween party. And there was oh, speaking to your point about the masks. There is a best mask like bonus prize so that’s kind of fun. And advertisement for all this began today. A little bit yesterday and also speaking to Jerry’s point, none of this is in the Connection so we’re kind of relying on social media, the website. Hopefully getting some good features in the paper. Flyers to school via Peach Jar. Signs around town. Things of that nature to get the word out. Facebook events are really great for this sort of thing because you know you can invite your friends. People can share it on their Facebook pages. Just get the word out that way. Schubert: This literally just popped in my head. Since you guys are doing so much more marketing on Facebook it might be worth doing like a quick one pager on how people can put you as like what is it the favorite or like top interest so that Chanhassen posts always show up at the top of the feed because I have that first few serve groups that I wanted to make sure I don’t miss posts on and then that way all the residents have a higher ability to see all the posts you guys put out. Tandon: Yeah that’s a great idea. I had not thought of that, thank you. Park and Recreation Commission – September 22, 2020 15 Boettcher: So there will still be Halloween. Tandon: There will still be Halloween, yes. Boettcher: It is not cancelled. Tandon: No, Trick or Treating’s not cancelled. It will be a little different but it’s going to happen. Schubert: Is Market Square doing their Trick or Treating this year like they usually do with their stores? Tandon: Yeah so I talked to them and I believe they’re unsure. I think they’re planning as of right now to do it and they want to. Their’s would be on Halloween. Our’s is on the 24th so we did check with them and make sure there was no time conflicting. Schubert: Overlap. Tandon: To you know make sure hopefully both of us are successful and allow families and parents like multiple events to go to. Not two events from 1:00 to 3:00 on the same day. But I think they’re planning on it as of now. Schubert: Okay. Tsuchiya: How are the Boo Baskets for adults? Tandon: Well instead of if you want specifics, instead of like a treat pail it’s a basket. The kid theme they have balloons. Like helium balloons. The adults do not. More like practical stuff that adults would use like Halloween theme napkins and plates set like disposal versus like…a Slinky that’s plastic. Like you know we’re not trying to create clutter but things of that. More adult theme candies. Ruegemer: A liter of Fireball. Tsuchiya: Can you partner with Total Wine? Tandon: I wouldn’t be opposed to that. Tsuchiya: You know for a couple three bottles in there. Boettcher: Do you want me to send you one Karl so you don’t feel left out? Tsuchiya: If you deliver it I’d be happy… Park and Recreation Commission – September 22, 2020 16 Boettcher: Alright, any other questions for Priya? Sounds like it’s going to be a great event Priya. Thank you very much. And that looks like that’s pretty that’s all the reports. COMMISSION MEMBER COMMITTEE REPORTS: None. COMMISSION PRESENTATIONS: None. ADMINISTRATIVE PACKET: None. Boettcher: Nothing in the administrative packet so looks like the end of business. I’ll take a motion to adjourn. Ruegemer: Hey real quick before we adjourn Chair Boettcher. Tsuchiya: So moved.t Ruegemer: I hate to interrupt you but I just wanted to give a huge shout out to all those folks sitting over there as it was evident tonight in all their reports, they are thinking outside the box. They’re trying to be budget neutral. They’re looking for new sponsors. Square peg, round hole. They’ve been resilient. Creative. Inspiring. So I just want to say thank you to each one over there. You guys are going a great job of thinking outside the box. Making it happen. It was evident like I said throughout the reports, we’re really trying to scratch and claw our way back into normalcy right so we’re obviously very COVID aware. Really looking at what can we do to make our numbers work here at the Rec Center, Senior Center? Adam and crew have been very aware of kind of what’s going on out in the park system for those type of things as well and just being creative and thinking of new ways to kind of pack for the Halloween Party for example. Just there’s millions of examples of that so just really kudos to staff. They’re working extremely hard and have been since March. You know this thing was really thrown at us here and really dumped us upside down with that so just really just trying to get protocols in place. Just to be open by June 15th took really a lot of effort to do that so as Jodi kind of made a reference, it’s been a lot of you create. Throw it out the window. Recreate it. Throw that out the window. And do this all over again because it constantly changes with the Executive Orders and different things that kind of came down the line with contact tracing. Signing in. Hand sanitizer. We were you know doing everything from the helmets to the bats over and over and over again. Our adult softball program. Umpires with rags and disinfectant with foul balls that go out of play so we wipe them all down before they go, so all of that takes extreme amounts of effort so we’re just trying to get out in the community again and I think it’s evident by the numbers that we have for Mary’s program with the drive in movie theater and the Lions and T-Mobile’s been a great sponsor as of late. And these guys have really been shaking the bushes to try to go out and find out new sponsors to make these budget neutral. They’re doing a fantastic job so I just wanted to thank them all and just to make everybody aware of it. It was very evident through their reports Park and Recreation Commission – September 22, 2020 17 tonight everybody’s doing a great job trying to get this through so we’re doing more with less for sure so thanks again. That’s it for me. Boettcher: Are you taking credit for some of it? Ruegemer: I am not. Boettcher: Okay. Ruegemer: Just trying to walk out in my little world. Boettcher: I’m trying to do the same thing with my fishing. If I catch a fish I go somewhere else and try to catch another one in that area. Ruegemer: Do you disinfect it before you put it back in the water? Boettcher: I won’t kiss them. So on that note I’ll take a motion to adjourn. Tsuchiya moved, Schubert seconded to adjourn the meeting. All voted in favor and the motion carried unanimously with a vote of 8 to 0. The meeting was adjourned at 8:00 p.m. Submitted by Jerry Ruegemer Park and Rec Director Prepared by Nann Opheim CITY COUNCIL STAFF REPORT Monday, November 23, 2020 Subject Award Consultant Contract for 2021 Street Improvement Project 2005 Section CONSENT AGENDA Item No: D.7. Prepared By George Bender, Assistant City Engineer File No: ENG 2005 PROPOSED MOTION “The City Council approves an amendment to the consultant contract with KimleyHorn & Associates in the amount of $29,400 for the 2021 City Pavement Rehabilitation Project No. 2005.” Approval requires a Simple Majority Vote of members present. BACKGROUND On November 27, 2019, the Engineering Department prepared and released a request for proposals (RFP) for consultant services for the project. On December 20, 2019, the Engineering Department received two proposals from consultants for consultant services. On January 13, 2020, the City Council approved a contract with Kimley Horn & Associates and authorized preparation of a feasibility study. On February 11, 2020, the Engineering Department hosted an open house to introduce and discuss the project with the public. Notifications were sent to residents in the nearby areas who will be affected by the project. On April 13, 2020, the City Council accepted the feasibility report for the project and called for a public hearing to be held on April 27, 2020. On April 27, 2020, the City Council held a Public Hearing, ordered the improvements, and authorized preparation of plans and specifications. On May 26, 2020, the City Council accepted the plans and specifications and authorized publication of an advertisement to bid the project. On June 19, 2020, the City opened sealed bids for the project. On June 22, 2020, the City Council called a Public Hearing to be held on July 13, 2020. On July 13, 2020, the City Council held a Public Hearing and tabled adoption of the assessment roll and awarding a construction contract to July 27, 2020. CITY COUNCIL STAFF REPORTMonday, November 23, 2020SubjectAward Consultant Contract for 2021 Street Improvement Project 2005SectionCONSENT AGENDA Item No: D.7.Prepared By George Bender, Assistant City Engineer File No: ENG 2005PROPOSED MOTION“The City Council approves an amendment to the consultant contract with KimleyHorn & Associates in the amountof $29,400 for the 2021 City Pavement Rehabilitation Project No. 2005.”Approval requires a Simple Majority Vote of members present.BACKGROUNDOn November 27, 2019, the Engineering Department prepared and released a request for proposals (RFP) forconsultant services for the project.On December 20, 2019, the Engineering Department received two proposals from consultants for consultant services.On January 13, 2020, the City Council approved a contract with Kimley Horn & Associates and authorizedpreparation of a feasibility study.On February 11, 2020, the Engineering Department hosted an open house to introduce and discuss the project withthe public. Notifications were sent to residents in the nearby areas who will be affected by the project.On April 13, 2020, the City Council accepted the feasibility report for the project and called for a public hearing to beheld on April 27, 2020.On April 27, 2020, the City Council held a Public Hearing, ordered the improvements, and authorized preparation ofplans and specifications.On May 26, 2020, the City Council accepted the plans and specifications and authorized publication of anadvertisement to bid the project.On June 19, 2020, the City opened sealed bids for the project.On June 22, 2020, the City Council called a Public Hearing to be held on July 13, 2020. On July 13, 2020, the City Council held a Public Hearing and tabled adoption of the assessment roll and awarding a construction contract to July 27, 2020. On July 27, 2020, the City Council decided to not move forward with the project in 2020. DISCUSSION The 2021 City Pavement Rehabilitation Project will consist of the same six neighborhood areas that were planned to be completed in 2020. Staff utilized the city's Pavement Management Program and site investigations to determine the project limits as shown in Figures 17 (attached). None of these areas have had major rehabilitation performed after the original urbanized street construction (only maintenance activities such as pothole patching, cracksealing, and seal coats). These neighborhood areas are as follows: The Lake Lucy Road area which lies east of Powers Blvd with approximately 0.7 miles of streets builtout between 1988 and 1992. The Redwing Lane area which also lies east of Powers Blvd with approximately 0.5 miles of streets builtout in 1980. The Trappers Pass area which lies north of Pleasant View Road and west of TH 101 with approximately three miles of streets builtout between 1985 and 1994. The Choctaw Circle area which lies west of TH 101 with approximately 0.4 miles of roads builtout in 1978. The Kurvers Point Road area which also lies west of TH 101 with approximately 0.6 miles of streets builtout between 1991 and 1992. The Marsh Drive area which lies north of Rice Marsh Lake and south of TH 5 with approximately 1 mile of streets builtout in 1986. All of these streets have deteriorated over the years and are in need of roadway pavement rehabilitation. The project was designed in 2020 but the City decided to not move forward with the project due to several factors. The city's revised Capital Improvement Plan for 202125 plans for the rehabilitation of the same project area and streets in 2021. The plan is to make minor adjustments to the drawings based on additional information obtained in 2020 after the project was cancelled. A pond cleanout in the Trappers Pass area is the largest item planned to be added to the project. After the contract documents have been updated the project will be rebid in the first quarter of 2021. The projected schedule for project is as follows: RECOMMENDATION Staff recommends the amendment to the consultant contract be approved to facilitate reinitiating this project. The amount of the amendment is $29,400. CITY COUNCIL STAFF REPORTMonday, November 23, 2020SubjectAward Consultant Contract for 2021 Street Improvement Project 2005SectionCONSENT AGENDA Item No: D.7.Prepared By George Bender, Assistant City Engineer File No: ENG 2005PROPOSED MOTION“The City Council approves an amendment to the consultant contract with KimleyHorn & Associates in the amountof $29,400 for the 2021 City Pavement Rehabilitation Project No. 2005.”Approval requires a Simple Majority Vote of members present.BACKGROUNDOn November 27, 2019, the Engineering Department prepared and released a request for proposals (RFP) forconsultant services for the project.On December 20, 2019, the Engineering Department received two proposals from consultants for consultant services.On January 13, 2020, the City Council approved a contract with Kimley Horn & Associates and authorizedpreparation of a feasibility study.On February 11, 2020, the Engineering Department hosted an open house to introduce and discuss the project withthe public. Notifications were sent to residents in the nearby areas who will be affected by the project.On April 13, 2020, the City Council accepted the feasibility report for the project and called for a public hearing to beheld on April 27, 2020.On April 27, 2020, the City Council held a Public Hearing, ordered the improvements, and authorized preparation ofplans and specifications.On May 26, 2020, the City Council accepted the plans and specifications and authorized publication of anadvertisement to bid the project.On June 19, 2020, the City opened sealed bids for the project.On June 22, 2020, the City Council called a Public Hearing to be held on July 13, 2020.On July 13, 2020, the City Council held a Public Hearing and tabled adoption of the assessment roll and awarding aconstruction contract to July 27, 2020.On July 27, 2020, the City Council decided to not move forward with the project in 2020.DISCUSSIONThe 2021 City Pavement Rehabilitation Project will consist of the same six neighborhood areas that were planned tobe completed in 2020. Staff utilized the city's Pavement Management Program and site investigations to determine theproject limits as shown in Figures 17 (attached). None of these areas have had major rehabilitation performed afterthe original urbanized street construction (only maintenance activities such as pothole patching, cracksealing, and sealcoats).These neighborhood areas are as follows:The Lake Lucy Road area which lies east of Powers Blvd with approximately 0.7 miles of streets builtoutbetween 1988 and 1992.The Redwing Lane area which also lies east of Powers Blvd with approximately 0.5 miles of streets builtout in1980.The Trappers Pass area which lies north of Pleasant View Road andwest of TH 101 with approximately three miles of streets builtout between 1985 and 1994.The Choctaw Circle area which lies west of TH 101 with approximately 0.4 miles of roads builtout in 1978.The Kurvers Point Road area which also lies west of TH 101 with approximately 0.6 miles of streets builtoutbetween 1991 and 1992.The Marsh Drive area which lies north of Rice Marsh Lake and south of TH 5 with approximately 1 mile ofstreets builtout in 1986.All of these streets have deteriorated over the years and are in need of roadway pavement rehabilitation. The projectwas designed in 2020 but the City decided to not move forward with the project due to several factors. The city'srevised Capital Improvement Plan for 202125 plans for the rehabilitation of the same project area and streets in2021.The plan is to make minor adjustments to the drawings based on additional information obtained in 2020 after theproject was cancelled. A pond cleanout in the Trappers Pass area is the largest item planned to be added to theproject. After the contract documents have been updated the project will be rebid in the first quarter of 2021. The projected schedule for project is as follows:RECOMMENDATION Staff recommends the amendment to the consultant contract be approved to facilitate reinitiating this project. The amount of the amendment is $29,400. ATTACHMENTS: Engineering Contract Amendment Figures 17 Project Area Mapping 1 INDIVIDUAL PROJECT ORDER (IPO) NUMBER 34A Describing a specific agreement between Kimley-Horn and Associates, Inc. (“Consultant”), and the City of Chanhassen (“City”) in accordance with the terms of the Agreement for Professional Services dated March 3, 2003, which is incorporated herein by reference. Identification of Project: 2020 Pavement Rehabilitation Project City Project No. 20-05 General Category of Services: Feasibility Report, Preliminary and Final Design, and Construction Phase Services Specific Scope of Basic Services: Provide additional final design services for the 2020 Pavement Rehabilitation Project as detailed in the attached Scope of Services (Exhibit A). Additional Services if Required: None identified at this time Deliverables: Feasibility Report Final Plans and Specifications As-Builts Method of Compensation: To be billed on an hourly (cost plus) basis as detailed in the attached Estimated Costs summary (Exhibit B) Schedule: See attached Project Schedule (Exhibit C) Special Terms of Compensation: None Other Special Terms of Individual Project Order: None ACCEPTED: CITY OF CHANHASSEN KIMLEY-HORN AND ASSOCIATES, INC. BY: BY: TITLE: TITLE: DATE: DATE: 2 EXHIBIT A SCOPE OF SERVICES INDIVIDUAL PROJECT ORDER (IPO) NO. 34A 2020 PAVEMENT REHABILITATION PROJECT CITY PROJECT NO. 20-05 IPO 34 included feasibility report, preliminary and final design and construction phase services for the rehabilitation of approximately 7 miles of local roadways. The general areas of improvement are as follows:  Lake Lucy Road Area  Choctaw Circle Area  Kurvers Point Road Area  Marsh Drive Area  Redwing Lane Area  Trappers Pass Area The improvements within the project limits will include the following:  Full depth reclamation and/or mill and overlay  Curb and gutter replacement at select locations  ADA ramps upgrades  Storm sewer spot repair  Sanitary sewer evaluation and spot repair  Water main condition analysis and valve bolt replacement This IPO is for additional final design and bidding services necessary to rebid the project for 2021 construction as described below: 1. Design and Bidding Services a) Preparation of Feasibility Report No additional services. b) Preparation of Preliminary and Final Plans We will provide the following additional final design and plan preparation services to rebid the project for 2021 construction:  We will update the plans and specifications to include all design information included in Addendum 1 from the 2020 project bidding.  We will update City Standard Plate 3110 and include it in the bidding documents.  We will address any final comments from City staff on the plans and specifications.  We will complete design and plan preparation for improvements to the wetland/pond south of Trap Line Circle in the Trappers Pass project area. These improvements may include a combination of pond dredging and/or storm sewer improvements. c) Obtain All Necessary Permits for the Project We will prepare, resubmit, and obtain all necessary permits and approvals for the project. We have assumed the following permits and approvals: 3  RPBCWD review and approval o Based on the current scope, the project will not trigger the watershed’s stormwater permitting requirements. However, the project will require review and approval by the watershed for their erosion control requirements.  Minnehaha Creek Watershed District review and approval o Based on the current scope, the project will not trigger the watershed’s stormwater permitting requirements. However, the project will require review and approval by the watershed for their erosion control requirements. d) Identify Right-of-Way/Easements Required No additional services e) Preparation of Assessment Rolls We will work with City staff to prepare a final assessment roll based on actual bid prices. f) Bidding Services We will prepare an advertisement for bids for the project, distribute plans and specifications, respond to bidder’s inquiries, issue addenda as needed, attend the bid opening, tabulate the bid results, and prepare a bid summary letter. 2. Surveying for Design Services No additional services. 3. Meetings We have assumed that we will prepare presentation materials for and attend the following meetings for the project:  One (1) City Council Meeting  One (1) Neighborhood Informational Meetings  Staff Meetings as Necessary – Assumed One (1) 4. Surveying for Construction Services No additional services. 5. Construction Observation and Administration No additional services. 6. As-Built Preparation No additional services. 4 EXHIBIT B ESTIMATED COSTS INDIVIDUAL PROJECT ORDER (IPO) NO. 34A 2020 PAVEMENT REHABILITATION PROJECT CITY PROJECT NO. 20-05 We propose to perform all services for the project on an hourly (cost plus) basis. The following is a summary of our estimated not to exceed costs for the project. Work Estimated Fees Task Description and Expenses 1. Design and Bidding Services $ 23,170 2. Surveying for Design Services $ 0 3. Meetings $ 4,580 4. Surveying for Construction $ 0 5. Construction Administration and Observation $ 0 6. As-Built Preparation $ 0 Subtotal $ 27,750 Reimbursable Expenses $ 1,650 Total Estimated Fees and Expenses $ 29,400 Our total estimated not to exceed cost for the Scope of Services included as a part of this IPO is, therefore, $29,400 including all labor and reimbursable expenses. 5 EXHIBIT C SCHEDULE INDIVIDUAL PROJECT ORDER (IPO) NO. 34A 2020 PAVEMENT REHABILITATION PROJECT CITY PROJECT NO. 20-05 The proposed schedule for the project is as follows: Approve Plans & Specifications Bid Opening Neighborhood Meeting Assessment Hearing/Award Contract Start Construction Substantial Construction Complete January 11, 2021 February 12, 2021 March 2021 April 12, 2021 May 2021 Fall 2021 DETAILED ESTIMATED COST SUMMARY 2020 CITY PAVEMENT REHABILITATION - CITY PROJECT 20-05 CHANHASSEN, MN PREPARED BY: KIMLEY-HORN AND ASSOCIATES, INC. NOVEMBER 6, 2020 TITLE PROJECT PROJECT DESIGN CADD CONSTRUCTION SUB- TOTAL TOTAL MANAGER ENGINEER ENGINEER TECHNICIAN INSPECTOR CONSULTANT COST HOURS 1. DESIGN AND BIDDING SERVICES a) Preparation of Feasibility Report 0 0 0 0 $0 0 b) Preliminary and Final Plans 12 40 80 0 $18,540 132 c) Permitting and Approvals 2 8 $1,310 10 d) Right of Way/Easement Identification 0 0 $0 0 e) Preparation of Assessment Rolls 2 4 $810 6 f) Bidding Services 2 4 12 $2,510 18 TOTAL 14 48 104 0 $23,170 166 2. SURVEYING FOR DESIGN SERVICES a) Design Surveying $0 TOTAL $0 3. MEETINGS a) City Council Meeting (1)4 $780 4 b) Neighborhood Information Meetings (1)4 4 8 $2,400 16 c) Staff Meetings As Necessary (1)4 4 $1,400 8 d) Individual Property Owner Meetings As Needed (0)$0 0 e) Weekly Construction Meetings (0)$0 0 TOTAL 12 8 8 0 $4,580 28 4. SURVEYING FOR CONSTRUCTION SERVICES a) Construction Staking $0 0 TOTAL $0 0 5. CONSTRUCTION ADMINISTRATION AND OBSERVATION a) Construction Administration 0 $0 0 b) Construction Observation 0 $0 0 TOTAL 0 0 $0 0 6. PREPARATION OF AS-BUILT DRAWINGS a) Prepare As-Built Drawings 0 0 0 $0 0 TOTAL 0 0 0 $0 0 PROJECT SUBTOTALS 26 56 112 0 0 $0 $27,750 194 REIMBURSABLE EXPENSES $1,650 PROJECT TOTALS $29,400 194 2020 City Pavement Rehabilitation Maps (Figures 1-7) Figure 1: Lake Lucy Road Area Map Figure 2: Choctaw Circle Area Map Figure 3: Kurvers Point Road Area Map Figure 4: Marsh Drive Area Map Figure 5: Redwing Lane Area Map Figure 6: Trappers Pass (West) Area Map Figure 7: Trappers Pass (East) Area Map CITY COUNCIL STAFF REPORT Monday, November 23, 2020 Subject Adopt Snow and Ice Removal Policy Update Section CONSENT AGENDA Item No: D.8. Prepared By Charlie Howley, Public Works Director/City Engineer File No: PW309 PROPOSED MOTION “The City Council adopts the 2020 Snow and Ice Removal Policy.” Approval requires a Simple Majority Vote of members present. SUMMARY At the City Council Workshop on 10/12/2020, staff presented to council a draft update to the City's 1996 Snow and Ice Removal Policy. The update generally consisted of: Aligning the written policy with how the activity was currently being managed and with City Code Defining route priorities and what events trigger the timing of snow and ice removal of those routes Updating reimbursement items for damage to private property Including guidance for use of overtime labor to perform various activities DISCUSSION Council generally supported the changes, but staff heard the following feedback: 1. Continue to perform ice rink maintenance on Saturdays as appropriate. The previous draft proposed discontinuing this work on Saturdays to reduce the cost of overtime labor. The revised version keeps the intent of Saturday rink maintenance. 2. Continue to clear snow from offroad corridor trails, even on smaller snow events. The previous draft proposed to discontinue clearing snow from these trails in less than 1inch snow events. The revised version does not eliminate this work but implies managing these trails as deemed necessary and generally keeping the same level of service as customary while being efficient with overtime labor. 3. For the sidewalks that will no longer be plowed by the City, proactive communication to the affected property owners should be provided. Letters have been prepared and subject properties have been identified in preparation for a mailing within the next week. NOTE: The City did plow these sidewalks after the early fall snow event we had in late October as this Policy was not formally adopted at that time. CITY COUNCIL STAFF REPORTMonday, November 23, 2020SubjectAdopt Snow and Ice Removal Policy UpdateSectionCONSENT AGENDA Item No: D.8.Prepared By Charlie Howley, Public WorksDirector/City Engineer File No: PW309PROPOSED MOTION“The City Council adopts the 2020 Snow and Ice Removal Policy.”Approval requires a Simple Majority Vote of members present.SUMMARYAt the City Council Workshop on 10/12/2020, staff presented to council a draft update to the City's 1996 Snow andIce Removal Policy. The update generally consisted of:Aligning the written policy with how the activity was currently being managed and with City CodeDefining route priorities and what events trigger the timing of snow and ice removal of those routesUpdating reimbursement items for damage to private propertyIncluding guidance for use of overtime labor to perform various activitiesDISCUSSIONCouncil generally supported the changes, but staff heard the following feedback:1. Continue to perform ice rink maintenance on Saturdays as appropriate. The previous draft proposed discontinuingthis work on Saturdays to reduce the cost of overtime labor.The revised version keeps the intent of Saturday rink maintenance.2. Continue to clear snow from offroad corridor trails, even on smaller snow events. The previous draft proposed todiscontinue clearing snow from these trails in less than 1inch snow events.The revised version does not eliminate this work but implies managing these trails as deemed necessary andgenerally keeping the same level of service as customary while being efficient with overtime labor.3. For the sidewalks that will no longer be plowed by the City, proactive communication to the affected propertyowners should be provided.Letters have been prepared and subject properties have been identified in preparation for a mailing within the next week. NOTE: The City did plow these sidewalks after the early fall snow event we had in late October as this Policy was not formally adopted at that time. RECOMMENDATION Staff recommends adoption of the updated Policy. ATTACHMENTS: 2020 Snow & Ice Policy Snow & Ice CITY OF CHANHASSEN Adopted Nov. 1996 Updated Nov. 2020 POLICY Chanhassen 2020 Snow and Ice Removal Policy Page 1 of 4 1. PURPOSE The city shall provide snow and ice management of public streets, trails/walks, parking lots and other public facilities in a safe and cost effective manner to support routine travel and emergency response services. Snow and ice management services shall be performed while prioritizing the safety of employees and the public, adhering to annual budget, observance of private property and being cognizant of environmental concerns. 2. POLICY The Public Works and Parks & Recreation Departments will maintain system maps showing the publically maintained streets, trails/walks and parking lots that show routes and priorities. These routes and priorities shall be reviewed annually to correspond with up to date budgetary, equipment and personnel resources. The prioritization of streets, trails/walks and parking lots shall be based on the city function, relative traffic volumes, geometrics, and safety considerations. Priorities are designated as A, B or C as shown on the attached maps, with Priority A routes being treated first. Priority A are routes that consistently see high traffic volumes, connect major sections of the city, and/or provide access to schools, commercial businesses, public buildings and access for emergency fire, police and medical services. Second tier Priority B routes consist of lower volume residential streets and neighborhood and off-corridor trails/walks. The last priority, Priority C, include cul-de-sacs, public facility hardscapes and non-critical parking lots. Overtime Labor Restrictions are typically defined as 12-hour maximum daily shifts and/or working on weekends or Holidays. The Superintendents or Directors shall approve deviation from these labor restrictions. 3. COMMENCEMENT OF OPERATIONS The Public Works and Parks & Recreation Department staff, with the assistance of Carver County Sheriff deputy’s, monitor conditions across the city after snow and ice precipitation events to determine the timing and the number of personnel and equipment needed to provide a response that meets the goals of this policy. Typically, the Superintendents will call in staff to start plowing in the early AM hours to stay ahead of the AM rush hour commute. Plowing operations greatly depend on the duration of a snow and ice precipitation event, along with amount, temperature and form of precipitation. No two storms are the same, so plowing operations shall be adjusted accordingly. 4. ROUTE OPERATIONS The following are the city’s general guidelines when determining the snow and ice management plan: A. With snow accumulations less than 1 inch, only Priority A routes will be plowed and/or treated. If a weather system produces, or is forecasting freezing rain or ice, additional areas may be treated per Superintendent discretion. Typically, all work shall be done without the need for overtime labor. B. With snow accumulation between 1 to 2 inches, all routes shall be maintained, beginning with Priority A routes. The management/plowing plan may be dependent on temperature and time of year as early or late season events may allow for ambient temperature to actively melt much of the accumulation. Streets shall be treated/plowed curb to curb with snow pushed onto the boulevard storage area; however, cul-de-sacs shall only be treated/plowed by one pass along the curb to provide an outlet for the driveways, with snow storage in the middle of the cul-de- Chanhassen 2020 Snow and Ice Removal Policy Page 2 of 4 sac. Trails that connect arterial streets may need to be plowed several times due to the street plows pushing snow from the street onto boulevards and trails. After completing Priority A trails, they will move onto the neighborhood trails. Once Priority A and B trails/walks are completed, staff can then move onto Priority C areas including parking lots and public building hardscapes. Overtime labor restrictions shall be utilized for Priority B and C routes. C. With snow accumulation of more than 2 inches, depending on the rate of accumulation and other weather factors, Priority A streets, trails, and parking lots may be treated/plowed repeatedly during the duration of the storm to keep travel lanes open. Cul-de-sacs will only be treated/plowed with one pass along the curb to provide an outlet for driveways. Once the snowfall has ceased, a complete curb-to-curb service will start wherein all streets, trails, and parking lots are treated/plowed starting with Priority A. In these types of events after the snow has stopped it may take up to 10 hours to clear Priority A, B, and C city streets, trails, and parking lots. Overtime Labor Restrictions shall be utilized for Priority C routes only. 5. ICE SKATING RINKS Clearing rinks from a snow event will not begin until after the completion of Priority A duties and shall be done using Overtime Labor Restrictions. Daily sweeping and flooding of rinks, other than Sundays and Holidays, shall be performed while not exceeding 12-hour labor shifts. More information concerning Ice Skating Rinks can be found on the City’s webpage at this location: https://www.ci.chanhassen.mn.us/289/Ice-Skating-Rinks 6. SNOW STORAGE Typical snow and ice control efforts require the use of city-owned right-of-way and easements for storage of plowed snow. Depending upon the volume of snow, available storage within right-of-way can become limited and/or create sight obstacles. Since it is infeasible to remove snow from all boulevards and intersection corners, the Superintendent may direct operations to “wing plow” snow banks along the right-of-way. This “wing plow” operation results in snow being pushed back further onto the right-of-way area and thus creates more snow storage in the boulevard for the next plowing event. Where space does not allow for a “wing plow” operation, such as in the downtown area, snow will be removed as needed and hauled to available city property for storage. Timing of such hauling will be at the discretion of the Superintendent. 7. USE OF SALT The City shall be conscientious about the detrimental effects of salt on the environment and will therefore be diligent in its use. The City shall strategically utilize either straight salt or a treated combination to calibrate the application to the lowest effective amount per lane mile. The goal of this strategy is to provide sufficient traction for vehicles but is not intended to provide a completely bare/dry pavement. Application of salt is generally limited to Priority A routes and other steep grades where a greater need for vehicular traction is warranted. The City shall not be held responsible for damage to private property caused by the use of salt, and therefore will not make repairs or compensate property owners for salt damage to areas in the public right-of-way. 8. SUSPENSION OF OPERATIONS Generally, operations shall continue until applicable route priorities are passable. Widening and clean-up operations may continue immediately or on the following working day depending upon conditions and circumstances. Safety of the staff and public is of primary importance, and therefore Chanhassen 2020 Snow and Ice Removal Policy Page 3 of 4 operations may be terminated by the Superintendent or Director to allow personnel adequate time for rest or in response to unsafe conditions. Any suspension of operations shall be weighed against the need to provide access for emergency fire, police and medical services during a major snow or ice storm. 9. PROPERTY DAMAGE Snow and ice control operations can cause property damage even under the best of circumstances and care on the part of the operators. The primary area of potential damage typically relates to private improvements made within public right-of-way. It is the city’s preference to provide reimbursement for damages rather than allocating staff for repairs. A. Mailboxes – Mailboxes shall be constructed sturdily enough to withstand snow rolling off a plow or wing. While the installation of mailboxes in the public right-of-way is permitted, the mailbox owner assumes all risk of damage except when a mailbox is damaged through direct contact by a plow blade, wing, or other piece of snow removal equipment. If the city determines a plow hit the mailbox, the city will replace the mailbox and post with a standard size non-decorative metal box and 4” x 4” decay resistant wood support post. Alternatively, the city will reimburse the mailbox owner a maximum amount of $50 for the replacement of the damaged mailbox and post. All replacement mailboxes and posts, whether installed by the city or property owner must be installed per the city’s standard detail as shown on the Mailbox ABC’s exhibit. Plow operators make every effort to plow as close to the curb line as possible to provide mail carriers access to mailboxes. However, it is not possible to align the plow perfectly with the curb while attempting to minimize damage to mailboxes from indirect contact given the size of equipment, visibility and amount of snow pushed into the boulevard. Thus, the final cleaning adjacent to mailbox is the responsibility of each resident and subject to the delivery requirements of USPS and other carriers. B. Landscaping – The property owner assumes all risk of damage to landscaping, including nursery and inanimate materials that are installed or encroach into the public right-of-way. The exception are lawns that are scraped or gouged by snow removal equipment. Under this scenario, the area will be repaired by top dressing with topsoil and seeding during the following growing season. Property owners are required to water the areas that are repaired during establishment period. C. Irrigation systems – Given the proper location for irrigation sprinkler heads necessitates that they typically be installed adjacent to the curb line, the city will reimburse the property owner up to $35 per sprinkler head for damage resulting from direct contact with snow removal equipment. Irrigation heads must be positioned at or below grade. If irrigation heads are above grade and damaged, the city shall not be responsible for repair or reimbursement. The property owner for reimbursement must provide documentation of costs incurred. D. Other Private installations - The city will assume no responsibly for exterior lighting systems, underground electronic dog fences or any other non-permitted private property installed in the public right-of-way. E. Timeframe for claims - The city will assume no responsibility for property damage if a claim is not received by the city by May 1 of any calendar year. 10. DRIVEWAYS The city recognizes that one of the most frequent and irritable problems for homeowners resulting from plowing snow off public street, trails, sidewalks, is snow deposited in driveways. The operators make every attempt to minimize the amount of snow deposited in driveways; however, due to the inherent design of the plow equipment, the amount can still be significant. Due to established Chanhassen 2020 Snow and Ice Removal Policy Page 4 of 4 priorities and staffing levels, city personnel do not provide driveway plowing. Exceptions are at the discretion of the Superintendent or if snow accumulation affects emergency services or situations. 11. GARBAGE/RECYCLING CONTAINERS The container(s) should be set back 3 feet behind the curb line and not placed in the street. Containers will not be repaired or replaced by the City if damaged during snow removal operations. 12. PARKING Per City Code Sec. 12-16, on-street parking is prohibited between November 1 and April 1 between the hours of 1:00 a.m. and 7:00 a.m, and also prohibited when there is 2 inches or more of snow on a street until the street has been plowed curb to curb. Representatives of the Carver County Sheriff's Department, Minnesota State Patrol, and Community Service Officers shall have the authority to impound vehicles in violation of this section. 13. CLEARING AROUND FIRE HYDRANTS Property owners or occupants are highly encouraged to keep fire hydrants clear of snow to assist the fire department with emergency response. It is not necessary to clear all the way to the edge of the street, but it is important to shovel approximately 3 to 4 feet around the hydrant down to the area where the fire hoses are connected. 14. SNOW AND ICE REMOVAL FROM SIDEWALKS Per City Code Sec. 17-50, Snow and ice removal from public sidewalks abutting private property is the responsibility of the property owners or occupants. Removal of snow and ice from such sidewalks shall be completed within 12-hours after the snow and ice has been deposited. 15. COMPLAINTS/INQUIRIES Complaints regarding snow and ice control operations, including damage claims, shall be made to the Public Works Department via phone 7:30 AM – 3:30 PM by calling (952) 227-1301 or via Request Tracker on the city’s website. Complaints involving access to property or problems requiring immediate attention shall be handled on a priority basis. Response time should not exceed twenty-four hours from any complaint. It shall be understood that the complaint responses are to ensure that the provision of this policy has been fulfilled and that all residents of the city have been treated uniformly. 16. PLACING SNOW OR ICE IN A PUBLIC RIGHT-OF-WAY Minnesota Statue 160.27 prohibits plowing, shoveling, blowing or placing snow from private property onto public streets. The act of placing snow onto a public street may subject a person or company to a civil liability if a street hazard such as a slippery area, frozen rut or bump occurs and causes a traffic accident. The civil liability may extend to both the property owner and the person or company who actually placed the snow on the street. 12345 LAKE VIEW NEWSPAPER 6 INCHES 42 - 48 INCHESCURB AND BOX FLUSHMINIMUM 36”Mailbox ABC ’s Helpful hints to protect your mailbox from the snowplow. Mailbox shown is at CORRECT height. Snowplow blade CLEARS the mailbox. Front of mailbox should be flush with the back of the curb. Bottom of mailbox should be 42 - 45 inces to top of the street. Newspaper boxes and other containers should be set back a minimum of 6 inches from the back of the curb. Mailbox shown is below the correct height. Snowplow blade hits the mailbox. CORRECT INCORRECT CITY OF CHANHASSEN PUBLIC WORKS DEPARTMENT 7901 Park Place, Chanhassen, MN 55317 952.227.1300 www.ci.chanhassen.mn.us A B C ³CH±"F) "F)!!!!! ! ! !!!!!!! !!!!!!! !!!!!!!!!!!!!!!! !!!!!!!!!!! !! !!!! !!!!!!!!!!!!!!!! ! ! ! ! ! ! ! ! !!!! ! !!! ! ! ! !!!!!! !! ! !!!! ! !!! ! ! ! !!!! ! !!!!!!!!!!! ! !!!!!!!!!!!!!!!!!!!!! !!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!! ! !!!!!!!!!!!!!!!!!!!!!!!!!!!!! !!!! !!!!!!!!!!!!!! ! ! !! !!!!!!!!!!!!! !!!!!!!!!!!!!!!! ! !!! ! !!!!!!!!!!!!!!!! ! !!!!!!!!!!!!!! ! ! ! ! !!!!!! !!!!!!!!!!!!!!!!! ! ! !!! ! ! ! !! !!!!! !!!!!!!!!!!!! ! ! ! !!!!!!!!! ! ! ! !! !!!!!!!!!!!! ! ! ! !!!!!!!!!!!!!! !!!!!!!!!!!!!!! !!!!!!!!!! !!!!!!!!!!! !!!!!!!!!!!!!!!!!!!!!!!! !!!!! ! !!!!!!!!! !!!!!!!!!!! !!!!!!!!!!!!!!!!! !!!!!!!!!!!!!!!!!!!!!!!!! !!!!!!!!!!!! !!!!! !!!!!!!!!!!!!!!!! ! !!!!!!!!! ! ! ! ! ! !!! ! ! !! ! !!!!!!!!!!!!!! !!!!!!!!!!!!!! !!!!!!!!!!!!!!!! !!!!!!!!!!!!!!!!!!!!!!!Lake Minnewashta Lake Lucy Lake Ann Lotus Lake Lake Susan Lake Riley Lake Harrison Rice Marsh Lake Rice Lake Lake Saint Joe Lake Virginia Lake Minnewashta Regional Park (County Park) Herman Field Park Roundhouse Park Minnewashta Heights Park Pheasant Hill Park North Lotus Lake Park Carver Beach Park Minnesota Landscape Arboretum Minnesota Landscape Arboretum Chanhassen Nature Preserve Bluff Creek Preserve Bluff Creek Preserve Bluff Creek Preserve Pioneer Pass Park Bluff Creek Golf Course Hesse Farm Preserve Seminary Fen Scientific and Natural Area (SNA) Raquet Wildlife Management Area (WMA) Raquet Wildlife Management Area (WMA) MN Valley National Wildlife Refuge Foxwoods Preserve Riley Ridge Park Bandimere Park Lake Susan Park Lake Susan Preserve Lake Ann Park Meadow Green Park South Lotus Lake Park Power Hill Park Pleasant View Preserve Minneso t a R i v e r Cathcart Park Keber Po n d Christmas Lake Brendan Pond ?©A@?©A@ ?©A@ ?©A@ +¢ +¢ +¢ ?ûA@ ?ûA@ ?«A@ ?«A@ ?ÌA@ ?ÌA@ ?ÌA@ ?ûA@ ?ûA@ GoWX GrWX GrWX GrWX GïWX GqWX GqWX GqWX GqWX GqWX GnWX GnWX GnWX GÇWX GÇWX GÇWX GïWX Route Priorities A B C 0 4,000 Feet 0 0.5 1 Mile Other Features Date Saved: 10/7/2020 11:37 AM City Boundary Parks Creeks Lakes Parcel Boundaries Road Not a Through Street Private Road Railroad Fire Station"F) City Hall³CH± ³CH±"F) "F)IA IA IA IA IA IA IA IA IA IA IA IA IA IA IA IA IA IA IA IA IA IA Lake Minnewashta Lake Lucy Lake Ann Lotus Lake Lake Susan Lake Riley Lake Harrison Rice Marsh Lake Rice Lake Lake Saint Joe Lake Virginia Lake Minnewashta Regional Park (County Park) Herman Field Park Roundhouse Park Minnewashta Heights Park Pheasant Hill Park North Lotus Lake Park Carver Beach Park Minnesota Landscape Arboretum Minnesota Landscape Arboretum Chanhassen Nature Preserve Bluff Creek Preserve Bluff Creek Preserve Bluff Creek Preserve Pioneer Pass Park Bluff Creek Golf Course Hesse Farm Preserve Seminary Fen Scientific and Natural Area (SNA) Raquet Wildlife Management Area (WMA) Raquet Wildlife Management Area (WMA) MN Valley National Wildlife Refuge Foxwoods Preserve Riley Ridge Park Bandimere Park Lake Susan Park Lake Susan Preserve Lake Ann Park Meadow Green Park South Lotus Lake Park Power Hill Park Pleasant View Preserve Minneso t a R i v e r Cathcart Park Keber Po n d Christmas Lake Brendan Pond ?©A@?©A@ ?©A@ ?©A@ +¢ +¢ +¢ ?ûA@ ?ûA@ ?«A@ ?«A@ ?ÌA@ ?ÌA@ ?ÌA@ ?ûA@ ?ûA@ GoWX GrWX GrWX GrWX GïWX GqWX GqWX GqWX GqWX GqWX GnWX GnWX GnWX GÇWX GÇWX GÇWX GïWX 0 4,000 Feet 0 0.5 1 Mile Other Features Date Saved: 10/7/2020 11:24 AM Railroad City Boundary Parks Creeks Lakes Parcel Boundaries Fire Station"F) Parking LotIA City Hall³CH±Route Priorities IA A Parking Lots A B C CITY COUNCIL STAFF REPORT Monday, November 23, 2020 Subject Resolution 2020XX: Ratification of Amendments to the Chanhassen Fire Relief Association By Laws Section CONSENT AGENDA Item No: D.9. Prepared By Kelly Strey, Interim Finance Director File No: A221 PROPOSED MOTION "The City Council approves the attached resolution and amended ByLaws of the Chanhassen Fire Relief Association effective January 1, 2021." Approval requires a Simple Majority Vote of members present. BACKGROUND Every three years, the City Council considers an adjustment to the Chanhassen Fire Relief Association lump sum retirement benefit. The amount is based on the average salary increases of the KFS cities over the past three years. The amount based on this average is $7,343. The City has traditionally rounded this amount to account for making an adjustment every three years, rather than annually. The current lump sum benefit is $6,800 per year of service, assuming all criteria have been met according to the eligibility rules stated in the bylaws of the relief association. Staff is recommending increasing the lump sum benefit from the current level of $6,800 per year of service to $7,500 per year of service. On November 2, 2020, the Fire Relief Association voted to amend the bylaws, with language changes reflecting the increase in the lump sum benefit. The City Council has to ratify the changes for it to become effective. The changes are highlighted in red in the attached amended bylaws. This amount is included in the draft 2021 budget. RECOMMENDATION Staff recommends that City Council approve the attached resolution authorizing the increase in the lump sum pension benefit for the Chanhassen Fire Relief Association and the amended ByLaws effective January 1, 2021. Approval requires a simple majority vote of the City Council. ATTACHMENTS: Fire Relief Resolution 2020 By Laws November 2020 Redline 123034 v4 CITY OF CHANHASSEN CARVER AND HENNEPIN COUNTY, MINNESOTA DATE: November 23, 2020 RESOLUTION NO: 2020- MOTION BY: SECONDED BY: RESOLUTION AMENDING THE BY-LAWS OF THE CHANHASSEN FIREFIGHTERS RELIEF ASSOCIATION WHEREAS, the Chanhassen Firefighter’s Relief Association has requested the City to approve amendments to Article X, Section 10.1, of the Association’s By-laws; and WHEREAS, it is in the best interest of the City and of the Relief Association that the By-law amendments be approved. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Chanhassen, Minnesota, that Article X., Section 10.1, be modified and approved as follows: ARTICLE X. BENEFITS Section 10.1. Pension. Effective January 1, 2021, the Association shall pay a defined benefit lump sum service pension in accordance with Minn. Stat. 424A02. The Association shall pay to each member who shall have served as an active firefighter in the Department for a period of 20 years or more prior to the member’s resignation from the Department and who has reached the age of 50 years or more, the sum of $7,500.00 for each year that the member served as an active member of the Department. The pension shall start on the first day of the month following retirement from the Association and shall not exceed the amount authorized under 424A.02, subd. 3. Passed and adopted by the Chanhassen City Council this 23 day of November, 2020. ATTEST: Heather A. Johnston, City Manager Elise Ryan, Mayor YES NO ABSENT 145847v10 Page 1 BY-LAWS OF THE CHANHASSEN FIREFIGHTER'S RELIEF ASSOCIATION ARTICLE I – NAME, PURPOSE AND TYPE Section 1.1 Name: The name of the relief association shall be “The Chanhassen Firefighter’s Relief Association.” Section 1.2 Purpose: The Purpose of the Chanhassen Firefighter's Relief Association is to provide retirement relief and other benefits to its members and dependents. The Chanhassen Firefighter's Relief Association is a governmental entity that receives and manages public money to provide retirement benefits for individuals providing the governmental services of firefighting. If the individual is a member of the fire department, probationary or not, then the individual must be offered membership in the Association. Section 1.3 Association Type: The Chanhassen Firefighter’s Relief Association is a defined benefit relief association subject to Minnesota Statutes Sections 69.771 to 69.774, 424A.015, and 424A.02. 145847v10 Page 2 ARTICLE II – GENERALDEFINITIONS Section 2.1 Fiduciary Responsibility: In the discharge of their respective duties, the officers and trustees shall be held to the standard of care enumerated in Minn. Stat. §11A.09. In addition, the trustees must act in accordance with Minn. Stat. §356A. Each member of the board is a fiduciary and shall undertake all fiduciary activities in accordance with the standard of care of section 11A.09, and in a manner consistent with Minn. Stat. §356A. No trustee of the Chanhassen Firefighter's Relief Association shall cause the Association to engage in a transaction if the fiduciary knows or should know that a transaction constitutes one of the following direct or indirect transactions: i. Sale or exchange or leasing of any real property between the Association and a board member; ii. lending of money or other extension of credit between the Association and a board member or member of the Association; iii. furnishing goods, services, or facilities between the Association and a board member; or iv. transfer to a board member, or use by or for the benefit of a board member, of any assets of the Association. Transfer of assets does not mean the payment of Association benefits or administrative expenses permitted by law. Section 2.2 Board of Trustees: The Board of Trustees of the Relief Association shall be as specified under Minn. Stat. §424A.04. There shall be three ex-officio members. The three ex- officio trustees shall be the mayor, the chief of the fire department, and the clerk, clerk treasurer or finance director. Section 2.3 Break in Service: A minimum of three months, occurring consecutively (computation period) during which the participant does not complete the fire departments Call, Training, Meeting and Performance requirements or during the duration of a suspension. The Relief President should receive a written official communication from the Fire Chief detailing which requirements were not met and the general reason for the break in service. If a suspension is the reason for the break in service, the written official communication from the Fire Chief should include the necessary details of the suspension. All written official communications regarding a suspension should state that the specified individual is not accruing pension credit for the duration of the suspension. All written official communication regarding a break in service must be made pursuant to Minnesota Government Data Practices Act, Minn Stat. Ch.13.A break in service does not include an approved leave of absence pursuant to the bylaws. Section 2.4 Year of Active Service: For the purpose of computing benefits or service pensions payable, a year of service shall be defined as a period of 12 full months of active service in the Chanhassen Fire Department. Service pensions will be prorated monthly for fractional years of service pursuant to Minn. Stat. §424A.02, subd. 1. Pursuant to Minn Stat. 424A.003 the Fire Chief shall deliver to the Relief Association a roster of 145847v10 Page 3 Chanhassen Firefighters and the associated “good time” service credits for each member for the specified calendar year. Additionally, each firefighter shall be notified of their service credits individually. The Relief Association shall provide by written memorandum an “acceptance” letter confirming the information is correct. Section 2.5 Active Service: The act of responding to paged calls as well as meeting the Fire Department’s call, training meetings and performance requirements. For purpose of computing benefits or service pensions payable, a year of service shall be defined as a period of 12 full months of active service in the Chanhassen Fire Department. Section 2.6 Leave of Absence: If the board has approved a leave of absence for the member, the treasurer shall prorate monthly, that year of service and pay the member accordingly. All leaves of absence of more than 6 months occurring during a year, except such as are granted to a member because of the member's disability due to sickness or accident, shall be excluded in computing the period of service. Any member returning from a leave of absence beyond six months must remain in active service equal in time to the leave of absence in order to qualify for any pension increases having occurred during the leave time. If this requirement is not met prior to the individual's resignation, the retirement benefits will refer to those in effect at such time the leave of absence began. Section 2.7 Trustees: The individuals designated as such by Minn. Stat. §424A.04 and by virtue of elected office, those that qualify as an ex-officio trustee. Section 2.8 Surviving Spouse: The spouse of a deceased member who was legally married to the member at the time of the member’s death. Section 2.9 Designated Beneficiary: Means a natural person. 145847v10 Page 4 ARTICLE III –MEMBERSHIP Section 3.1 Applicants: All members of the Chanhassen Volunteer Fire Department shall be eligible to join this Association. All applicants for membership shall be sent to the Board of Trustees. Each application shall be in writing on a form supplied by the Secretary of the Association, signed by the applicant, stating name, residence and the date that the applicant joined the department. Section 3.2 Categories of Members: Members of this Association shall be classified into four categories: active, deferred, disabled, and retired. (a) Active members are those that have not been suspended or expelled from this Association; (b) Deferred members shall be those former members who have retired from the Chanhassen Fire Department and who have had an active period or periods of service in the Chanhassen Fire Department for 5 years, but who have not reached the age of 50 years (c) Disabled members are those former members that have been permanently disabled due to injury or sickness while an active member and are no longer in active service with the Chanhassen Fire Department (d) Retired members shall be those drawing a pension under the applicable statutes and bylaws of this Association. 1. Active member is defined as a firefighter meeting a combination of; responding to emergency calls while not working assigned shifts, responding to emergency calls while working assigned shifts, and meeting department guidelines for working scheduled shifts or aggregate hours in a specified time period. 2. Active Career Firefighters, Officers, or Command staff are NOT eligible for membership in the Chanhassen Relief Association. Part Time or Full Time City Employees (Exception of Career Firefighters, Officers, or Command Staff) are eligible for active membership by meeting section 1 requirements. Section 3.3 Voting: Each member shall be entitled to one vote on any matter voted upon by the membership, except for probationary firefighters in the first year of their probationary period or members who are not in good standing such as members on disciplinary probation or suspension. Voting by proxy is not permitted. All votes, unless specified prior to the vote, shall be conducted by voice vote. If a majority cannot be determined by voice vote, the Officer in Charge of the vote shall ask for a show of hands. Except as otherwise provided in these Bylaws, all items requiring a vote must pass by a majority vote of all members present at a regular or special meeting of the general membership. Section 3.4 Rights and Privileges Forfeited: Any member may be expelled from the Association for cause by a 2/3 vote of all members present at a regular or special meeting of the general membership. The member shall have the right to a hearing before the general membership and written notice via registered mail will be sent to the individual at least 15 days prior to the hearing. Cause for expulsion includes but is not limited to, failure to account for money belonging to the Association or feigning illness or injury for the purpose of defrauding the Association. 145847v10 Page 5 Section 3.5 Membership After Retirement: Any member who retires from said fire department after being vested shall remain a member of this Association. Once retiring from said fire department, however, a member shall not be eligible for disability relief from this Association. 145847v10 Page 6 ARTICLE IV –MEETINGS Section 4.1 Annual Meetings: The regular annual meeting of the Association shall be the first month after completion of the Annual Audit or as determined by a majority of all eligible voting members of the Relief Association Board and shall not start until after 6:00 PM. The place of the meeting shall be designated and may be changed from time to time by the Board of Trustees. Notice of the annual meeting shall be given to all members and the General Public at least ten (10) days in advance. Section 4.2 Quorum of Association Members: A majority of all the eligible voting members of the Association shall constitute a quorum for the transaction of business at annual, regular and special meetings. Section 4.3 Quorum of Board of Trustees: A majority of members of the Board of Trustees shall constitute a quorum for the transaction of business at meetings. Section 4.4 Order of Business: At the annual and regular meetings, the order of business shall be as follows: a) Call to Order b) Roll Call c) Reading of minutes of previous meeting d) Secretary's report e) Treasurer's report f) Committee report g) Unfinished Business h) New Business i) Adjournment Section 4.5 Special Meetings: Special meetings of the members may be called at any time upon the written order of the President and one other member of the Board of Trustees or 10% of the members of the Association. The Secretary shall give written notice to each member of the Board of Trustees and each member of the Association entitled to vote, of the time, place, and purpose of such meeting at least ten (10) days in advance. Section 4.6 Meeting Location: A meeting of the Board of Trustees shall be held at the registered office of the Association in the City of Chanhassen, unless noticed for another place within the state as designated by the Board. Section 4.7 Notice of Meetings: Subject to waiver, a notice of every meeting shall be sent or delivered by the Secretary to each trustee including ex-officio trustees, at least 5, but not more than 30 days before the meeting, excluding the date of the meeting. Such notice shall set forth the date, time, place, and in the case of a special meeting, the purpose. 145847v10 Page 7 ARTICLE V –OFFICERS AND TRUSTEES Section 5.1 Officers: The officers of this Association shall be a President, a Vice-President, a Secretary, and a Treasurer. Section 5.2 Election and Term of Office: Two Relief Association Board members shall be elected at each annual meeting of the Association for three year terms or until their successors have been elected and duly qualify. The terms of the elected trustees shall be staggered. Section 5.3 Board of Trustees: The Board of Trustees shall be composed of six members elected by the membership and three ex-officio members consisting of the Mayor, the Fire Department Chief, and the City Clerk, Clerk Treasurer or Finance Director. One of the six trustees elected from the Association may be a retired member receiving a monthly pension, who is elected by the membership of the Association. Section 5.4 Board of Trustees Elections: At any annual meeting of the Board of Trustees, the Board shall elect from their number, excluding ex Officio Trustees, a President, Vice President, Secretary, and Treasurer. These officers shall hold office until the next annual meeting. Section 5.5 Vacancies: A vacancy on the Board of Trustees may be filled by the remaining Board members at any regular or special Board meeting but the Board members so elected shall hold office only until the next special or annual meeting or the Association membership when the successor shall be elected by the membership. Section 5.6 Responsibilities: The Board of Trustees shall discharge their respective duties using the standard of care specified in Minn. Stat. Section 11A.09 and shall act in accordance with Minn. Stat. Ch. 356. Members of the Board are fiduciaries and shall undertake all fiduciary activities in accordance with the standard of care under Minn. Stat. Section 11A.09 and in a manner consistent with Minn. Stat. Ch. 356. 145847v10 Page 8 ARTICLE VI –DUTIES OF OFFICERS Section 6.1 President’s Duty: It shall be the duty of the President to preside at all meetings of this Association and the Board of Trustees. The President shall enforce the due observance of Minnesota State Statutes, the Articles of Incorporation and the Bylaws and see that the Officers properly perform the duties assigned to them. The President shall sign all checks issued by the Treasurer and all other papers requiring the President's signature. The President shall be a member of all committees and shall exercise careful supervision over the affairs of the Association. The President shall have other duties as assigned from time to time by the Board of Trustees. The President shall receive such salary as may be fixed from time to time by the Board of Trustees, subject to approval of the Association, and payable from the Special Fund of the Association. Section 6.2 Vice-President’s Duty: The Vice-President shall perform the duties of the President in his/her absence or disability and in the case a vacancy in the office of President, until a successor has been elected. In the absence of both the President and the Vice President it shall be the duty of the Association to elect a President pro tem., who shall perform the duties incident to the office. The Vice President shall have other duties as assigned from time to time by the Board of Trustees. The Vice President shall receive such salary as may be fixed from time to time by the Board of Trustees, subject to approval of the Association, and payable from the Special Fund of the Association. Section 6.3 Secretary’s Duty: It shall be the duty of the Secretary to keep and post a true and accurate record of the proceedings of all meetings of the Association and of the Board of Trustees. The Secretary shall keep a correct record of all amendments, alterations and additions to the Articles of Incorporation or the Bylaws in a separate book from the minute books of the Association. The Secretary shall properly notice all meetings of the Association and of the Board of Trustees. The Secretary shall prepare all paperwork and obtain required signatures for relief benefits due to membership and insure benefits are distributed to appropriate parties. The Secretary shall receive all monies due the Association and pay the same over to the Treasurer, taking a receipt for the same, and failing to do so the Secretary may be impeached and expelled from the Association. The Secretary shall keep individual files and a roll of membership, with the date of joining, resignation, discharge, leaves of absence, dues and assessments paid and relief or pensions furnished. The books of the Secretary shall at all times be open to inspection by the Board of Trustees. The Secretary shall have other duties as assigned from time to time by the Board of Trustees. He/she shall sign all orders for payment issued to the Treasurer, and jointly with the Treasurer, prepare and file all reports and statements required by law. He/she shall receive such salary as may be fixed from time to time by the Board of Trustees, subject to approval of the Association, and payable from the Association's Special Fund. Section 6.4 Treasurer’s Duty: It shall be the duty of the Treasurer to receive from the Secretary all funds belonging to the Association and hold them subject to the order of the President and countersigned by the Secretary. The Treasurer shall keep separate and distinct accounts of the Special and General Funds, and shall prepare and present to the Board of Trustees a full and detailed statement of the assets and liabilities of each fund separately at each meeting of the Board of Trustees, and prior to the annual meeting of the Association. 145847v10 Page 9 Failing in the Treasurer's obligations, the Treasurer may be impeached and expelled from the Association. The Treasurer shall deliver to the Treasurer's successor in office, or to any committee appointed by the Board of Trustees to receive the same, all monies, books, papers, and other items pertaining to the Treasurer's office immediately upon the expiration of the Treasurer's office. Prior to entering upon the duties of the Treasurer's office, the Treasurer shall give a bond in such amount and with such sureties as may be required and approved by the Board of Trustees and the City of Chanhassen, conditioned upon the faithful discharge of the Treasurer's trust and the faithful performance of the duties of the Treasurer's office, payable from the Association's Special Fund. The amount of the bond will be equal to at least 10% of the assets of the Association, however, the amount of the bond need not exceed $500,000. Jointly with the Secretary, the Treasurer shall prepare and file all reports and statements required by law. The Treasurer shall have other duties as assigned from time to time by the Board of Trustees. The Treasurer shall receive such salary as may be fixed by the Board of Trustees from time to time, subject to approval of the Association, and payable from Association's Special Fund. Section 6.5 Removals: Any officer or general trustee may be removed for just cause at a special meeting of the members by a 2/3 vote of those elected to vote at an election of officers and trustees. No officer or general trustee shall be removed unless notice of the meeting at which removal is to be considered states such purpose. When an officer or trustee has been removed, new officers or general trustees may be elected at the same meeting to serve until the next annual meeting of the members and until their successors have been elected and have qualified. Section 6.6 Debts Prohibited: No officer or member of this Association shall contract any debt for the same unless authorized by the Board of Trustees. 145847v10 Page 10 ARTICLE VII –COMMITTEES Section 7.1 Establishment: The Board of Trustees may establish committees to aid the Board in performing the business of the Association. Section 7.3 Reports: All reports and resolutions shall be submitted in writing and no report from a committee shall be received unless it is approved by a majority of such committee, but a minority report may always be presented. 145847v10 Page 11 ARTICLE VIII–INVESTMENTS Section 8.1 Discharge of Duties: Trustees shall discharge their duties in good faith and with that diligence and care which an ordinarily prudent person would exercise under similar circumstances. Section 8.2 Investments: The Board of Trustees shall investigate and prepare for the safe and profitable investment of Association funds in conformance with State Statutes, the bylaws and any investment policy adopted by the Association. Section 8.3 Investment Committee: The Board of Trustees may designate two or more Association members to sit on an investment committee. The treasurer, the president and an ex- officio member shall also sit on the committee. The investment committee shall investigate and make recommendations to the board of suitable investments for Association funds among those permitted by Statute, the bylaws and any investment policy adopted by the Association. 145847v10 Page 12 ARTICLE IX–FUNDS Section 9.1 Funds: The property and monies of this Association shall be kept in three separate and distinct funds known as the “General Fund”, the “Special Fund” and the “Memorial Fund”. Disbursements from the funds shall be in accordance with Minnesota Statutes and Rules and the bylaws of the Chanhassen Firefighter's Relief Association. Section 9.2 General Fund: The funds received by this Association from dues, donations, fines, initiation fees, entertainments, and other miscellaneous sources shall be kept in the General Fund and may be disbursed upon a majority vote of the Board of Trustees in an amount not to exceed $1,000 for any purpose reasonably suited to the welfare of the Association and its members. A vote of the majority of the members present and voting at a regular meeting or special meeting is required for any disbursement of funds in excess of $1,000. However, upon a vote of two-thirds of the members present and voting at a regular meeting or special meeting any such monies may be placed in the Special Fund. Section 9.3 Special Fund: All funds received by this Association which qualify as state aid received pursuant to law, all taxes levied by or other revenues received from the City pursuant to law providing for municipal support for the Association, any moneys or property donated, given, granted or devised excluding fundraiser proceeds, by any person which is specified for the use for the support of the special fund and any interest earned on the assets of the special fund shall be kept in a fund known as the Special Fund. Any tax sources and other money which may be directly donated or transferred to said fund, shall be kept in a separate account on the books of the Treasurer known as the Special Fund and shall be disbursed only for the following purposes: i) Payment of service pensions to retired members in accordance with these bylaws; ii) Payment of temporary or permanent disability benefits to disabled members; iii) Payment of survivor and death benefits; iv) Administrative expenses as limited by Minn. Stat. §69.80; and v) Payment of fees, dues and assessments to the Minnesota association, State Fire Department Association, to the Minnesota Area Relief Association Coalition, and to the State Volunteer Firefighters Benefit Association. Department Association, to the Minnesota Area Relief Association Coalition, and to the State Volunteer Firefighters Benefit Association. All other expenses shall be paid out of the General Fund. Section 9.4 Memorial Fund: This is a special fund created for the sole purpose of designing, constructing, maintaining and updating the Chanhassen Fire Department Memorial. Funds may be disbursed upon a majority vote of the Board of Trustees for any purpose reasonably suited to the servicing, maintaining, and updating of the Chanhassen Fire Department Memorial. Section 9.5 Deposits: All money belonging to this Association shall be deposited to the credit of the Association in such banks, trust companies, or other depositories as the Board of Trustees 145847v10 Page 13 may designate. The Board of Trustees shall make deposits in conformance with State Statutes, the bylaws and the investment policy. Section 9.6 Disbursements: No disbursement of funds of this Association shall be made except by checks drawn by the treasurer and countersigned by the President or Vice-President. Except when issued for salaries, pensions and other fixed charges, the exact amount of which has previously been determined by the Board of Trustees or the members, no check shall be issued until the claim to which it relates has been approved by the Board of Trustees. 145847v10 Page 14 ARTICLE X –BENEFITS Section 10.1 Pension: Effective January 1, 2020, the Association shall pay a defined benefit lump sum service pension in accordance with Minn. Stat. 424A02. The Association shall pay to each member who shall have served as an active firefighter in the Department for a period of 20 years or more prior to the member’s resignation from the Department and who has reached the age of 50 years or more, the sum of $7,500.00 for each year that the member served as an active member of the Department. The pension shall start on the first day of the month following retirement from the Association and shall not exceed the amount authorized under 424A.02, subd. 3. Section 10.2 Eligibility: To be eligible to receive a full service pension a member must meet all of the following requirements: i) Be at least 50 years of age; ii) Have retired from the Fire Department of the municipality; iii) Have completed at least 20 years of active service with such department before retirement; iv) Have been a member of the Association in good standing prior to such retirement. Section 10.3 Applications: All applications for pensions or deferred pension status shall be submitted in writing to the Board of Trustees at a regular or special meeting of the Board. An application form will be provided by the Secretary of the Association containing the following information: i) Age of the applicant; ii) Length of service the applicant has been a member of the Association; iii) Such other information s the Board of Trustees may require by including lawful requests for information or questions on an application form for benefits which has been adopted by the Board of Trustees. Application for benefits shall be made by or on behalf of the applicant within 90 days prior to the date that the pension commences, and no pension benefits shall be paid for a period covering more than 90 days before the application is made. Section 10.4 Board Approval: It shall be the duty of the Board to approve applications for service pensions if the applicant meets all of the eligibility requirements set forth in these bylaws. It shall also be the duty of the Board not to approve the application if any of the eligibility requirements are not met. If an application is not approved, the Board shall return the application to the applicant within 30 days, noting thereon, with particularity, which requirements the applicant does not meet. Thereafter, the applicant shall be furnished with the opportunity to be heard by the full Board, within the next 30 days, on the question of whether the applicant meets all of the eligibility requirements. When the application is approved, the service pension shall be paid as a service pension to such applicant. 145847v10 Page 15 ARTICLE XI –OPTIONAL FORMS OF PAYMENT Section 11.1 Payment Options: Because of the varying circumstances in each member's retirement planning, optional benefit payment methods are offered. Selection should occur after consultation with a tax consultant, insurance and/or estate planner, or an attorney. Alternate payment methods on the Application Form shall include: i) A single lump sum check payment payable to the eligible retiree. ii) Lump sum payment by the Association to a recognized insurance carrier licensed to do business in this state and approved for this product by the Commerce Commissioner under Minn. Stat. 60A.40. Section 11.2 Transfer to IRA Account: Upon written request from the retiring member who has given proper notice of retirement, the Secretary or Treasurer shall directly transfer the service pension amount into an Individual Retirement Account under Section 408(a) of the Internal Revenue Code, as amended. Section 11.3 Assignment: No service pension or ancillary benefits paid or payable form the special fund of the Association to any person receiving or entitled to receive a service pension or ancillary benefits shall be subject to garnishment, judgment, execution, or other legal process, except as provided Minn. Stat. Sections 518.58, 518.581 or 518A.53. No service pension or ancillary benefit paid or payable from the pension fund shall be assignable by any member nor shall any assignment be recognized by the board. 145847v10 Page 16 ARTICLE XII – SUPPLEMENTAL BENEFITS Section 12.1 Members: The Association shall pay a supplemental benefit to an active or deferred member who receive a lump sum distribution of pension or retirement benefits for service performed as a volunteer firefighter at the time the lump sum benefit is paid. The supplemental benefit is calculated as ten percent (10%) of the regular lump sum distribution, but not to exceed $1,000.00. Section 12.2 Survivor Benefit: Upon the payment of a lump sum survivor benefit to the survivor of a deceased active member or deceased deferred member, a supplemental survivor benefit will be paid to the married surviving spouse or, if none, to the surviving minor child or minor children. The survivor supplemental benefit is calculated as 20% of the survivor benefit distribution, but not to exceed $2,000.00. Section 12.3 Not Both: An individual may receive a supplemental benefit under Section 12.1 or under Section 12.2, but not under both Sections with respect to one lump sum benefit. 145847v10 Page 17 ARTICLE XIII –ANCILLARY BENEFITS Section 13.1 Survivor Benefits: A. A lump sum survivor benefit shall be paid to the surviving spouse or surviving child or children, or if none, to a designated beneficiary, or if none, a lump sum death benefit shall be paid to the estate of the deceased active or deferred member in an amount equal to the member’s total earned service pension, which is defined as the member’s years of service multiplied by the benefit level at the time of death, without regard to minimum or partial vesting requirements. A designated beneficiary may be a trust created under Chapter 501B if the survivor benefit will be distributed as a one-time lump sum payment. The years of services shall be determined as of: (i) the date the member or former member became entitled to the ancillary benefit; or (ii) the date the member or former member died entitling a survivor or the estate of the member or former member to the benefit. In no case shall the survivor benefit exceed five times the yearly service pension amount specified in the bylaws in the case of a member who dies before having performed five years of active service in the fire department. B. Following the receipt of a death benefit provided under this Article, neither a member's beneficiary, nor estate is entitled to any other or further financial relief or benefits from the Association. Section 13.2 Permanent Disability Relief: A member who is permanently disabled from being an active member in the Chanhassen Fire Department shall be eligible for a disability benefit in lieu of retirement. Upon approval of the Board of Trustees pursuant to this section the disability benefits will apply: A member who is totally and permanently disabled with a service related disability shall be eligible to collect a disability benefit in an amount equal to the benefit level in effect on the date of disability per year of active service. The member shall be eligible to receive the disability benefit immediately upon approval of the Board of Trustees. i) Any such disability benefit paid in accordance with this section shall be in lieu of all rights to further service pension and survivor's benefit. ii) A total and permanent disability is defined as the inability of an active member to engage in performance of his/her duties as a firefighter by reason of a medically determinable physical or psychological impairment arising out of an act of duty which can be expected to last for a continuous period of not less than twelve 145847v10 Page 18 months or can be expected to result in death, that was incurred in the line of duty. iii) Reports required: a. No member shall be paid disability benefits except upon the written report of an actively licensed medical doctor of the member's choice. This report shall set for the diagnosis and prognosis of the disability, disease or injury of the member. Each such report shall be filed with the Association. iv) Procedure: a. All applications for disability benefits shall be made within six months after such applicant has ceased to be an active member of the fire department. Written application shall be made to the Board setting out the nature and cause of such disability. This application shall be under oath by the member or his or her immediate family. The application shall be tabled until the next meeting so that the applicant may be examined by an actively licensed medical doctor of the member's choice. The actively licensed medical doctor will submit a written opinion concerning the diagnosis and prognosis of the applicant's permanent disability and its probable duration. The Board of Trustees has the discretion to request that another actively licensed medical doctor, selected by the Board, examine the patient. Final determination of disability will be based on the reports of at least one actively licensed medical doctor and by a 2/3 majority of a quorum of the Board of Trustees present at the subsequent Association meeting. v) An applicant shall not be considered under a disability unless he/she furnishes adequate proof of the existence thereof. An applicant's statement as to pain or other symptoms will not alone be conclusive evidence of disability as defined in this section. vi) Grievance: a. Procedure: If the applicant for disability benefits feels he/she has been aggrieved by any action of the Board, he/she shall, within sixty (60) days from notice of such action of the Board, file written objections and the reasons thereof with the Board and shall be allowed to appeal the determination pursuant to the review procedure in these bylaws. Section 13.3 Temporary Disability Benefits: Upon the approval of the application therefore, any member of this Association who becomes temporarily physically incapacitated for active duty in the Chanhassen Fire Department because of illness or injury sustained in the performance of such duty and who is unable to work for one week or longer shall be paid a 145847v10 Page 19 benefit of $5.00 per day for a period no longer than 120 days in any one fiscal year, providing he/she is under the care of an actively licensed medical doctor during this period and the actively licensed medical doctor submits a written opinion concerning the diagnosis and prognosis of the applicant's temporary disability and inability to work, its probable duration, and the cause of the injury or illness. Section 13.4 Military Leave: A. Authorization. Subject to restrictions stated in Minn. Stat. § 424A.021, a volunteer firefighter who is absent from firefighting service due to service in the uniformed services, as defined in United States Code, Title 38, section 4303(13), may obtain an allocation by the relief association as though the person was an active member for the period of the uniformed service, not to exceed five (5) years, unless a longer period is required under United States Code, title 38, section 4312. B. Limitations. (a) To be eligible for an allocation as though an active member under this section, the volunteer firefighter must return to firefighting service with coverage by this Association upon discharge from service in the uniformed service within the time frame required in United States Code, title 38, section 4312(e). (b) An allocation as though an active member is not authorized if the firefighter separates from uniformed service with a dishonorable or bad conduct discharge or under other than honorable conditions. An allocation as though an active member is also not authorized if the firefighter fails to provide notice to the fire department that the individual is leaving to provide service in the uniformed service, unless it is not feasible to provide that notice due to the emergency nature of the situation. Section 13.5 Approval of Claims: The Board of Trustees, upon being satisfied of the merit of any claim for benefits shall endorse its approval by a 2/3 majority of a quorum of the Board of Trustees present at the Association meeting. 145847v10 Page 20 ARTICLE XIV –EARLY VESTING PROVISION Section 14.1. Vesting: In the event a member with 5 years or more but less than 20 years of active service on the Chanhassen Fire Department resigns or otherwise becomes a nonmember, that person shall be entitled to the following benefits that represents the nonforfeitable portion of: Completed Years of Service Nonforfeitable Percentage of Pension Amount 5 40% 6 44% 7 48% 8 52% 9 56% 10 60% 11 64% 12 68% 13 72% 14 76% 15 80% 16 84% 17 88% 18 92% 19 96% 20 and thereafter 100% 145847v10 Page 21 ARTICLE XV –DEFERRED PENSION STATUS Section 15.1 Deferred Pension: Effective January 1, 2001, a member of the Association who is otherwise qualified for a service pension but who has not reached the age of fifty years may retire from the Chanhassen Fire Department without forfeiting his/her right to such pension. Upon the application of such member, he/she shall be placed on a deferred pension roll and shall be entitled to receive the pension upon reaching the age of fifty years and making application therefore. At that time, the Association shall pay the member amount payable per year of service in effect at the time of retirement. Deferred pensions prior to January 1, 2001 will be calculated as of January 1, 2001. During the time a member is on the deferred pension roll he/she will not be eligible for any disability benefits as provided in Section 1 of this article. 145847v10 Page 22 ARTICLE XVI –RETURN TO SERVICE Section 16.1 Active Service: Active service shall be defined as provided under Article II. Annually, the Board of Trustees shall obtain certification from the Fire Chief of each member’s active service. Section 16.2 Break in Service: A member unable to perform the duties of a firefighter because of a temporary disability incurred in the line of duty as a firefighter shall be considered to be on active duty. If the member is unable to perform the duties of a firefighter for any other reason, including approved leaves of absence, the member shall be considered to have a break in service and shall not receive service credit in the Association for that period of time. Parts of years may be added together to compute full years. A member, upon the resumption of active service with the Fire Department, shall recommence membership in the Association if the member’s break in service was less than 60 days. Breaks in service due to Uniform Service Leave, Minn. Stat. § 424.021, Family and Medical Leave Act (FMLA), 29 U.S.C. § 2601 et al., or any other periods of inactive service protected by Federal or State law shall be handled in accordance with the relevant law. Section 16.3 Return to Service: Any member who has ceased to perform or supervise fire suppression and fire prevention duties for at least 60 days, including former members that have received payment for an accrued pension or benefit, shall be eligible to resume active membership in the Association should the member resume active firefighting duties with the Chanhassen Fire Department. Upon a resumption of active service, the member must remain in active service with the Chanhassen Fire Department equal in time to the leave of absence to accrue any additional service credit with the Association. If the member completes the minimum period of resumption service specified in this Section prior to a subsequent cessation of firefighting duties, the member shall receive a service pension for all years of active service (and months, if applicable) calculated at the benefit level in effect on the date of the member’s final cessation of duties, however, no member may be paid a service pension twice for the same period of service. If the member does not complete the minimum period of resumption service specified in this Section prior to a subsequent cessation of duties, the member shall receive a service pension for the member’s original years of service calculated at the benefit level in effect upon the member’s original cessation of duties, with no credit for the subsequent period of active service. 145847v10 Page 23 ARTICLE XVII –AMENDMENTS Section 17.1 Amending By-Laws: The By-laws of this Association may be amended at any regular or special meeting thereof by a favorable vote of two-thirds of the members present and voting, provided that a quorum of 50% of voting members are present and provided further that a notice be mailed to each member at his/her last known address not less than ten (10) days prior to such meeting. If such amendment or amendments shall change the amount of, manner of payment of, or the conditions for qualification for services pensions or ancillary benefits or disbursements other than administrative expenses payable from the special fund of the Association, then the amendments shall be submitted to the Chanhassen City Council for approval. Approved by the Chanhassen City Council September 10, 1984 Approved by Amendment by the Chanhassen City Council March 3, 1986 Approved by Amendment by the Chanhassen City Council October 24, 1988 Approved by Amendment by the Chanhassen City Council January 28, 1991 Approved by Amendment by the Chanhassen City Council November 25, 1991 Approved by Amendment by the Chanhassen City Council October 25, 1993 Approved by Amendment by the Chanhassen City Council April 9, 2001 Approved by Amendment by the Chanhassen City Council February 13, 2006 Approved by Amendment by the Chanhassen City Council December 8, 2014 Approved by Amendment by the Chanhassen City Council December 11, 2017 Adopted by the Chanhassen Relief Association October 29, 1984 Amended by the Chanhassen Fire Relief Association March 17, 1986 Amended by the Chanhassen Fire Relief Association December 14, 1988 Amended by the Chanhassen Fire Relief Association October 15, 1990 Amended by the Chanhassen Fire Relief Association December 16, 1991 Amended by the Chanhassen Fire Relief Association August 31, 1993 Amended by the Chanhassen Fire Relief Association May 8, 2006 Amended by the Chanhassen Fire Relief Association December 8, 2014 Amended by the Chanhassen Fire Relief Association May 29, 2019 Amended by the Chanhassen Fire Relief Association November 1, 2020 CITY COUNCIL STAFF REPORT Monday, November 23, 2020 Subject Monthly Fire Department Update Section FIRE DEPARTMENT/LAW ENFORCEMENT UPDATE Item No: F.1. Prepared By Don Johnson, Fire Chief File No: SUMMARY Monthly update with response activity from October. ATTACHMENTS: Narrative Monthly Graphs and Charts TO: Heather Johnston, Interim City Manager FROM: Don Johnson, Fire Chief DATE: November 23, 2020 SUBJ: Monthly Fire Department Update Fire Department Staffing Department staffing remains at 44 paid on-call firefighters. One Firefighter is on extended personal leave. November held some challenges with several staff being impacted with exposure to COVID-19 through non-department contacts. Each case was cautiously reviewed with Jake Foster to ensure consistent application of city policies were applied and proper quarantine measures were followed. Fire Department Response The fire department responded to (84) calls for service in October. Call Breakdown for the month: 1 Chief Only 19 Day Only 31 Duty Crew 33 General Alarms Significant calls included the following:  (41) Rescue/EMS calls with (7) motor vehicle accidents.  (5) Fire Responses o (1) Small brush fire involving juveniles o (1) Cooking Fire o (3) Structure Fire Responses; (1) residential fire on Highland Drive (1) Long Lake Mutual Aid, (1) Excelsior Mutual Aid,  (1) Responses to Unauthorized Burning Heather Johnston Fire Department Update Page 2 Monthly Training  On Line Mental Health Training  Live Burn Training at the SCALE training facility in Jordan  On Line EMS Training: Trauma Assessments and Treatments  Incident Fire Ground Simulation Training on Response to Strip Mall Fires Other Activities  A/Chief Nutter, I, and Utility Superintendent Kevin Crooks met to discuss the Response Mitigation Plan (RMP) for the WWTP. This is a federal requirement based on the amount of chlorine on site. We discuss response, readiness, and guidelines for potential emergencies at the plant. We have agreed that a functional exercise to test capabilities will occur in the spring.  On November 5th, I provided a virtual tour of the fire station and a fire engine for an elementary school in Spain. It was a fun experience that we discussed continuing into the future.  (2) Firefighter EMTs covered the Chanhassen football home game on November 5 and November 21 Fire Marshal Council Update for October 2020  Assisted Dean’s Tanks with a permit for tank removal at the old Marathon site. Soil samples were taken to determine if further mitigation will be necessary.  Sent letters to approximately 70 businesses in town advising that they will be contacted for a fire inspection in the coming months. This included; businesses with liquor licenses, hotels, assisted living facilities, apartments, and child care facilities. 0 10 20 30 40 50 60 70 80 90 Aug Sept Oct 2020 Calls by Month and Type Rescue & Emergency Medical Service Alarm Calls Good Intent Call Hazardous Condition Service Call Fire 71 50 66 79 86 76 66 72 84 85 85 101 94 88 76 64 71 88 102 85 85 79 84 86 80 75 65 79 77 74 78 82 65 84 20 30 40 50 60 70 80 90 100 110 Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec Chanhassen Fire Department Calls By Month Comparison 2018 2019 2020 691 690 753 921 1,002 911 0 200 400 600 800 1000 1200 2015 2016 2017 2018 2019 2020 Projected Calls for Service by Year Rescue & Emergency Medical Service 58% Alarm Calls 11% Good Intent Call 11% Hazardous Condition 7% Service Call 8% Fire 5% 2020 Calls for Service by % of Call Type Rescue & Emergency Medical Service Alarm Calls Good Intent Call Hazardous Condition Service Call Fire S 13% M 15% T 14% W 15% TH 14% F 14% Sa. 15% 2020 CALLS BY DAY OF WEEK 0 50 100 150 200 250 12‐4a 4‐8a 8‐12p 12‐4p 4‐8p 8‐12a CALLS BY TIME OF DAY 2018 2019 2020 ³CH±"F) "F) Date Created: 11/3/2020 Document Path: K:\Departments\Fire\FireIncidents_RMS\2020-10(October)\FireIncidentMap_October2020.aprxCreated By: City of Chanhassen - Fire Department Calls For Service - October 2020 ³CH±City Hall "F)Fire Station Railroad Rivers Lakes Parks Parcel Boundaries Fire Box Alarm Zones North Box South Box West Box City of Chanhassen Fire Calls for Service - October 2020 µ0 4,000 Feet 0 0.5 Mile Basic Incident Date Time: Incident Type (Fd1.21): Elite mnfirereport Incident Type Report (Summary) Incident Type Total Incidents Total Incidents % of Incidents Total Property Loss Total Content Loss Total Loss Incident Type Category: 1 - Fire 111 - Building fire 3 3.6%100 100 200 113 - Cooking fire, confined to container 1 1.2% 142 - Brush or brush-and-grass mixture fire 1 1.2% Total: 5 Total: 6.0%Total: 100 Total: 100 Total: 200 Incident Type Category: 3 - Rescue & Emergency Medical Service Incident 321 - EMS call, excluding vehicle accident with injury 33 39.3% 322 - Motor vehicle accident with injuries 3 3.6% 324 - Motor vehicle accident with no injuries.4 4.8% 353 - Removal of victim(s) from stalled elevator 1 1.2% Total: 41 Total: 48.8%Total: 0 Total: 0 Total: 0 Incident Type Category: 4 - Hazardous Condition (No Fire) 412 - Gas leak (natural gas or LPG)6 7.1% 424 - Carbon monoxide incident 2 2.4% 444 - Power line down 4 4.8% Total: 12 Total: 14.3%Total: 0 Total: 0 Total: 0 Incident Type Category: 5 - Service Call 550 - Public service assistance, other 1 1.2% 554 - Assist invalid 1 1.2% 561 - Unauthorized burning 1 1.2%0 0 0 571 - Cover assignment, standby, moveup 1 1.2% Total: 4 Total: 4.8%Total: 0 Total: 0 Total: 0 Incident Type Category: 6 - Good Intent Call 611 - Dispatched and cancelled en route 4 4.8% 6111 - EMS Dispatched and cancelled en route 1 1.2% 622 - No incident found on arrival at dispatch address 4 4.8% 651 - Smoke scare, odor of smoke 3 3.6% 671 - HazMat release investigation w/no HazMat 1 1.2% Total: 13 Total: 15.5%Total: 0 Total: 0 Total: 0 Incident Type Category: 7 - False Alarm & False Call 731 - Sprinkler activation due to malfunction 1 1.2% 735 - Alarm system sounded due to malfunction 1 1.2% 736 - CO detector activation due to malfunction 1 1.2% 741 - Sprinkler activation, no fire - unintentional 1 1.2% 743 - Smoke detector activation, no fire - unintentional 1 1.2% 745 - Alarm system activation, no fire - unintentional 2 2.4% 746 - Carbon monoxide detector activation, no CO 2 2.4% Total: 9 Total: 10.7%Total: 0 Total: 0 Total: 0 Total: 84 Total: 100.0%Total: 100 Total: 100 Total: 200 Report Filters is after 'Last Month' Report Criteria Is Not Blank Printed On: 11/02/2020 10:00:22 AM1 of 1 CITY COUNCIL STAFF REPORT Monday, November 23, 2020 Subject Law Enforcement Update Section FIRE DEPARTMENT/LAW ENFORCEMENT UPDATE Item No: F.2. Prepared By Lt. Lance Pearce, CCSO File No: ATTACHMENTS: Cover memo Monthly breakdown Monthly report NIBRS codes Call trends Page 1 Memo TO: Mayor Ryan; Council Members Tjornholm, McDonald, Campion and Coleman FROM: Lieutenant Lance Pearce DATE: November 16, 2020 RE: Law Enforcement Update Attached are the agenda items for the City of Chanhassen council meeting November 23, 2020 for your review and consideration. 1. Carver County Sheriff’s Office City of Chanhassen October 2020 Calls for Service Summary; Group A, Group B, Non-Criminal, Traffic and Administrative. 2. Carver County Sheriff’s Office City of Chanhassen October 2020 Arrest Summary. 3. Carver County Sheriff’s Office City of Chanhassen October 2020 Citation Summary. 4. Staffing update: One vacancy for the city contract 5. Training update: None Lieutenant Chanhassen Office October 2020 Carver County Sheriff’s Office City of Chanhassen Call for Service Total Activity= 872 66 14 422 370 Felony Misdemeanor Non Criminal Traffic October 2020 Types of Calls CFS=872 0 10 20 30 40 50 60 Felony Assault Felony Theft Drug Felony Other October 2020 Group A January to October 2019 total CFS = 8955 January to September 2020 total CFS= 8785 Call for Service down 1.9% YTD from 2019 to 2020 0 10 20 30 40 50 60 70 80 90 October 2020 Non Criminal Call Trends 2019-2020 0 1 2 3 4 5 6 7 8 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Domestics by Month 2019 Domestics by Month 2020 Domestics by Month 0 1 2 3 4 5 6 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Domestic Assault by Month 2019 Domestic Assault by Month 2020 Domestic Assault by Month Call Trends 2019-2020 Total CFS January to October 2019= 8955 Total CFS January to October 2020= 8785 Total Activity comparison to 2019= 1.9% decrease from 2019-2020 0 5 10 15 20 25 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Mental Health by Month 2019 Mental Health by Month 2020 Mental Health by Month 0 10 20 30 40 50 60 70 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Fraud/ Theft by Month 2019 Fraud/ Theft by Month 2020 Fraud/ Theft by Month CITY COUNCIL STAFF REPORT Monday, November 23, 2020 Subject September 2020 Revenue/Expenditures Budgets vs. Actual Section CORRESPONDENCE DISCUSSION Item No: L.1. Prepared By Kelly Strey, Interim Finance Director File No: ATTACHMENTS: Revenue Budget vs. Actual Sept 2020 Expense Budget vs. Actual Sept 2020 Account Description Budget Actual $ Uncollected % Uncollected General Property Tax 3010 Current Property Tax 9,181,833.00 4,889,302.87 4,292,530.13 46.75 3002 Allowance for Delinquent Taxes (40,000.00) - (40,000.00) 100.00 3011 Delinquent Property Tax 20,000.00 48,907.23 (28,907.23) (144.54) 3090 Other Property Taxes - - - - Total General Property Tax 9,161,833.00$ 4,938,210.10$ 4,223,622.90$ 46.10% Licenses 3203 Dog Kennel 500.00 225.00 275.00 55.00 3206 Massage License 100.00 - 100.00 100.00 3213 Solicitor - 6,900.00 (6,900.00) - 3226 Liquor On/Off Sale 90,000.00 87,241.89 2,758.11 3.06 3284 Rubbish 3,000.00 300.00 2,700.00 90.00 Total Licenses 93,600.00$ 94,666.89$ (1,066.89)$ -1.14% Permits 3301 Building 520,000.00 506,376.12 13,623.88 2.62 3302 Plan Check 255,000.00 177,480.52 77,519.48 30.40 3305 Heating & A/C 119,300.00 120,133.57 (833.57) (0.70) 3306 Plumbing 90,000.00 70,045.96 19,954.04 22.17 3307 Trenching 30,000.00 80,793.32 (50,793.32) (169.31) 3308 Hunting/Shooting 1,400.00 340.00 1,060.00 75.71 3309 Sprinkler 11,000.00 7,430.41 3,569.59 32.45 3311 Sign 5,000.00 3,250.00 1,750.00 35.00 3316 Septic Tank - 1,390.90 (1,390.90) - 3320 Stable 300.00 325.00 (25.00) (8.33) 3331 Firework's Application Fee - 200.00 (200.00) - 3390 Misc Permits 3,000.00 5,165.00 (2,165.00) (72.17) Total Permits 1,035,000.00$ 972,930.80$ 62,069.20$ 6.00% Fines & Penalties 3401 Traffic & Ordinance Violation 115,000.00 39,363.91 75,636.09 65.77 3402 Vehicle Lockouts 1,000.00 50.00 950.00 95.00 3404 Dog/Cat Impound 500.00 437.40 62.60 12.52 3405 Other Fines & Penalties - - - - Total Fines & Penalties 116,500.00$ 39,851.31$ 76,648.69$ 65.79% Intergovernmental Revenue 3503 School District Reimbursement 55,000.00 53,737.50 1,262.50 2.30 3509 Other Shared Taxes 200,000.00 - 200,000.00 100.00 3510 Grants-State 180,000.00 6,604.00 173,396.00 96.33 3520 Grants-County - 906.90 (906.90) - 3530 Grants-Federal - - - - 3533 Other Grants 7,000.00 - 7,000.00 100.00 Total Intergovernmental Revenue 442,000.00$ 61,248.40$ 380,751.60$ 86.14% General Ledger Revenue Budget vs Actual Period 01 - 09 Fiscal Year 2020 Page 1 of 2 Account Description Budget Actual $ Uncollected % Uncollected General Ledger Revenue Budget vs Actual Period 01 - 09 Fiscal Year 2020 Charges for Current Services 3601 Sale of Documents 800.00 196.95 603.05 75.38 3602 Use & Variance Permits 25,000.00 10,563.00 14,437.00 57.75 3603 Rezoning Fees 2,000.00 725.00 1,275.00 63.75 3604 Assessment Searches - 75.00 (75.00) - 3605 Plat Recording Fees 2,000.00 2,632.60 (632.60) (31.63) 3607 Election Filing Fees - 25.00 (25.00) - 3613 Misc-General Government 5,000.00 6,089.57 (1,089.57) (21.79) 3614 Admin Charge-2% Const 50,000.00 55,657.09 (5,657.09) (11.31) 3615 Admin Charge-5% Street Re-Const - - - - 3617 Engineering General - - - - 3619 Investment Management Fee 75,000.00 - 75,000.00 100.00 3629 Misc-Public Safety 10,000.00 6,550.00 3,450.00 34.50 3630 Recreation Program Fees 62,000.00 4,056.04 57,943.96 93.46 3631 Recreation Center 226,000.00 36,190.61 189,809.39 83.99 3633 Park Equipment Rental 100.00 - 100.00 100.00 3634 Park Facility Usage Fee 19,000.00 3,079.56 15,920.44 83.79 3635 Watercraft Rental 18,000.00 - 18,000.00 100.00 3636 Self-Supporting Programs 42,000.00 11,989.22 30,010.78 71.45 3637 Senior Programs 45,000.00 6,399.65 38,600.35 85.78 3638 Food Concessions 11,000.00 475.45 10,524.55 95.68 3639 Misc-Park & Rec 1,200.00 1,620.50 (420.50) (35.04) 3641 Youth Sport Donation - - - - 3642 Recreation Sports 38,000.00 2,141.08 35,858.92 94.37 3649 Misc-Public Works 2,000.00 2,100.00 (100.00) (5.00) 3651 Merchandise Sales 2,800.00 46.56 2,753.44 98.34 3670 Internment Fee - - - - Total Current Services 636,900.00$ 150,612.88$ 486,287.12$ 76.35% Other Revenue 3801 Interest Earnings 40,000.00 - 40,000.00 100.00 3802 Equipment Rental & Sale 275,000.00 169,680.32 105,319.68 38.30 3803 Building Rental 5,800.00 2,020.00 3,780.00 65.17 3804 Land Sale - - - - 3807 Donations 25,867.00 29,581.37 (3,714.37) (14.36) 3808 Insurance Reimbursements 10,000.00 - 10,000.00 (1.00) 3816 SAC Retainer 6,000.00 969.15 5,030.85 83.85 3818 Sur-Tax Retainer 700.00 541.78 158.22 22.60 3820 Misc Other Revenue 500.00 340.00 160.00 32.00 3903 Refunds/Reimbursements 50,000.00 26,175.62 23,824.38 47.65 3910 Miscellaneous Revenue - - - - 3980 Cash Over/Short - (0.46) 0.46 - Total Other Revenue 413,867.00$ 229,307.78$ 184,559.22$ 44.59% Grand Total 11,899,700.00$ 6,486,828.16$ 5,412,871.84$ 45.49% Page 2 of 2 Description Budget Actual Dollars Unspent % Unspent Legislative 128,300.00 94,762.68 33,537.32 26.14 Administration 554,300.00 423,927.30 130,372.70 23.52 Finance 372,000.00 273,818.31 98,181.69 26.39 Legal 200,000.00 155,875.36 44,124.64 22.06 Property Assessment 161,000.00 1,020.00 159,980.00 99.37 Management Information Systems 258,200.00 189,719.24 68,480.76 26.52 City Hall Maintenance 411,300.00 635,346.89 (224,046.89) -54.29 Elections 48,000.00 23,482.33 24,517.67 51.08 Library Building 111,600.00 64,684.91 46,915.09 42.04 General Government 2,244,700.00$ 1,862,637.02$ 382,062.98$ 17.02% Police/Carver Co Contract 1,978,800.00 1,001,518.29 977,281.71 49.39 Fire Prevention & Admin 1,209,300.00 278,417.96 930,882.04 76.98 Code Enforcement 715,000.00 512,329.86 202,670.14 28.35 Community Service 63,800.00 37,514.60 26,285.40 41.20 Law Enforcement 3,966,900.00$ 1,829,780.71$ 2,137,119.29$ 53.87% Engineering 707,700.00 507,756.24 199,943.76 28.25 Street Maintenance 1,101,400.00 714,356.50 387,043.50 35.14 Street Lighting & Signals 370,500.00 286,497.19 84,002.81 22.67 Fleet Department 565,400.00 354,250.55 211,149.45 37.35 Public Works 2,745,000.00$ 1,862,860.48$ 882,139.52$ 32.14% Planning Commission 1,700.00 773.13 926.87 54.52 Planning Administration 531,500.00 385,418.53 146,081.47 27.48 Senior Commission 44,600.00 21,646.37 22,953.63 51.47 Community Development 577,800.00$ 407,838.03$ 169,961.97$ 29.42% Park & Rec Commission 1,200.00 - 1,200.00 100.00 Park & Rec Administration 256,200.00 187,425.13 68,774.87 26.84 Recreation Center 346,600.00 164,123.63 182,476.37 52.65 Lake Ann Park Operations 71,100.00 6,227.70 64,872.30 91.24 Park Maintenance 1,098,700.00 691,966.03 406,733.97 37.02 Senior Citizens Center 119,500.00 74,220.14 45,279.86 37.89 Recreation Programs 397,700.00 172,925.38 224,774.62 56.52 Self-Supporting Programs 35,700.00 16,649.54 19,050.46 53.36 Recreation Sports 38,600.00 3,749.86 34,850.14 90.29 Park & Recreation 2,365,300.00$ 1,317,287.41$ 1,048,012.59$ 44.31% Grand Total 11,899,700.00$ 7,280,403.65$ 4,619,296.35$ 38.82% General Ledger Expense Budget vs Actual Period 01 - 09 Fiscal Year 2020 CITY COUNCIL STAFF REPORT Monday, November 23, 2020 Subject Review of Claims Paid 11232020 Section CORRESPONDENCE DISCUSSION Item No: L.2. Prepared By Kelly Strey, Interim Finance Director File No: SUMMARY The following claims are submitted for review on November 23, 2020: Check Numbers Amounts 174349 – 174422 $2,782,414.98 ACH Payments $430,548.08 Total All Claims $3,212,963.06 ATTACHMENTS: Check Summary Check Summary ACH Check Detail Check Detail ACH Accounts Payable User: Printed: dwashburn 11/13/2020 2:39 PM Checks by Date - Summary by Check Number Check No Check DateVendor NameVendor No Void Checks Check Amount ALLSTR ALLSTREAM 11/05/2020 0.00 490.84174349 ARAMAR ARAMARK Refreshment Services, LLC 11/05/2020 0.00 1,051.12174350 BERCOF BERRY COFFEE COMPANY 11/05/2020 0.00 95.61174351 CARLIC CARVER COUNTY LICENSE CENTER 11/05/2020 0.00 1,956.68174352 CARLIC CARVER COUNTY LICENSE CENTER 11/05/2020 0.00 6,949.60174353 EmbMinn CENTURYLINK 11/05/2020 0.00 1,855.10174354 CORMAI CORE & MAIN LP 11/05/2020 0.00 63.67174355 FlePri FleetPride, Inc.11/05/2020 0.00 276.74174356 GloEqu Global Equipment Company 11/05/2020 0.00 244.75174357 HarJos Joshua Hargrove 11/05/2020 0.00 209.95174358 HERLAN HERMAN'S LANDSCAPE SUPPLIES INC 11/05/2020 0.00 992.50174359 Loc49 IUOE Local #49 11/05/2020 0.00 700.00174360 KarChe Karl Chevrolet, Inc 11/05/2020 0.00 29,256.54174361 KnowBe KnowBe4 Inc.11/05/2020 0.00 1,094.24174362 Lennar Lennar 11/05/2020 0.00 2,500.00174363 MCARMARK MARK MCARTHUR 11/05/2020 0.00 100.00174364 NCPERS MN NCPERS LIFE INSURANCE 11/05/2020 0.00 80.00174365 MolMai Molly Maid of Chanhassen 11/05/2020 0.00 800.00174366 NEWSIG NEWMAN SIGNS INC 11/05/2020 0.00 1,014.00174367 POST POSTMASTER 11/05/2020 0.00 480.00174368 SHEWIL SHERWIN WILLIAMS 11/05/2020 0.00 57.19174369 Shred Shred-It 11/05/2020 0.00 544.74174370 SIGNSO SIGNSOURCE 11/05/2020 VOID 5,372.50 0.00174371 SOFHOU SOFTWARE HOUSE INTERNATIONAL 11/05/2020 0.00 116.44174372 TheHart The Hartford 11/05/2020 0.00 1,101.42174373 triedeea DeeAnn Triethart 11/05/2020 0.00 40.72174374 ZACKS ZACK'S INC.11/05/2020 0.00 415.85174375 ZerWas Zero Waste West Metro 11/05/2020 0.00 300.00174376 SMHEN SM HENTGES & SONS 11/06/2020 0.00 1,200,480.11174377 AFFEGR Affordable Egress Windows and Basements 11/12/2020 0.00 250.00174378 ArnAnn Anna Arndt 11/12/2020 0.00 16.50174379 BENPRO BENIEK PROPERTY SERVICES INC 11/12/2020 0.00 330.00174380 BenKim Kim Benjamin 11/12/2020 0.00 250.00174381 BORSTA BORDER STATES ELECTRIC SUPPLY 11/12/2020 0.00 292.24174382 BroaMusi Broadcase Music Inc.11/12/2020 0.00 348.84174383 BROSHARO HAROLD BROSE 11/12/2020 0.00 40.00174384 CenLin CenturyLink 11/12/2020 0.00 64.00174385 ChaFro Chanhassen Frontier LLC 11/12/2020 0.00 4,000.00174386 CLACCO CLASS C COMPONENTS INC 11/12/2020 0.00 191.84174387 DahCry Crystal Dahn 11/12/2020 0.00 151.25174388 DELTOO DELEGARD TOOL COMPANY 11/12/2020 0.00 387.56174389 DunAnt Anthony Dunham 11/12/2020 0.00 250.00174390 EULMAN Eull's Manufacturing Co Inc 11/12/2020 0.00 441.00174391 FACMOT FACTORY MOTOR PARTS COMPANY 11/12/2020 0.00 227.15174392 GREMEA GREEN MEADOWS INC 11/12/2020 0.00 220.00174393 HENTEC Hennepin Technical College 11/12/2020 0.00 300.00174394 HERLAN HERMAN'S LANDSCAPE SUPPLIES INC 11/12/2020 0.00 840.00174395 Page 1AP Checks by Date - Summary by Check Number (11/13/2020 2:39 PM) Check No Check DateVendor NameVendor No Void Checks Check Amount HomDir Homberger Dirty Worx LLC 11/12/2020 0.00 250.00174396 HoxHome Hoxie Home & Remodeling LLC 11/12/2020 0.00 4,200.00174397 IMOCON IMO Consulting Group Inc 11/12/2020 0.00 2,137.75174398 IndSig Indigo Signs 11/12/2020 0.00 5,372.50174399 JAGCOM Jaguar Communications Inc 11/12/2020 0.00 53.60174400 KavCom Kavanagh Company LLC 11/12/2020 0.00 1,500.00174401 KocWill William Koch 11/12/2020 0.00 500.00174402 LafThaKr Kristen Laffe-Thao 11/12/2020 0.00 500.00174403 LubTec Lube Tech ESI 11/12/2020 0.00 67.00174404 MeiEri Eric and Sarah Meier 11/12/2020 0.00 250.00174405 METCO2 METROPOLITAN COUNCIL 11/12/2020 0.00 172,654.49174406 NatSho Natural Shore Technologies, Inc.11/12/2020 0.00 16,411.00174407 NORASP NORTHWEST ASPHALT INC 11/12/2020 0.00 194,099.39174408 ParPool Paragon Pool and Patio 11/12/2020 0.00 2,500.00174409 PILDRY PILGRIM DRY CLEANERS 11/12/2020 0.00 533.98174410 QUAFIR Quality First Janitorial & Maintenance Inc 11/12/2020 0.00 1,125.00174411 REMSPE REMODELING SPECIALISTS LLC 11/12/2020 0.00 500.00174412 SamLaw Sam's Lawn & Landscape 11/12/2020 0.00 3,738.50174413 SOFHOU SOFTWARE HOUSE INTERNATIONAL 11/12/2020 0.00 3,095.36174414 SOUSUB Southwest Suburban Publishing 11/12/2020 0.00 733.94174415 StoMat Matthew and Tara Lee Stone 11/12/2020 0.00 250.00174416 TFOFIN TFORCE FINAL MILE 11/12/2020 0.00 151.75174417 TotMat Matthew and Heather Totin 11/12/2020 0.00 500.00174418 WalLee Lee and Jennifer Waldron 11/12/2020 0.00 250.00174419 WIDCON WIDMER CONSTRUCTION 11/12/2020 0.00 186,304.36174420 LeoDal Leo A Daly 11/13/2020 0.00 28,194.33174421 RJMCON RJM CONSTRUCTION 11/13/2020 0.00 894,673.84174422 Report Total (74 checks): 2,782,414.98 5,372.50 Page 2AP Checks by Date - Summary by Check Number (11/13/2020 2:39 PM) Accounts Payable Checks by Date - Summary by Check User: dwashburn Printed: 11/13/2020 2:40 PM Check No Vendor No Vendor Name Check Date Void Checks Check Amount ACH Z-4rfU 4RF USA Inc 10/16/2020 0.00 465.00 ACH Z-AMAZON Amazon 10/16/2020 0.00 16,699.74 ACH Z-Amepla American Planning Association 10/16/2020 0.00 702.00 ACH Z-AMEPUB American Public Works Association 10/16/2020 0.00 157.00 ACH Z-APPLE Apple.com 10/16/2020 0.00 1.98 ACH Z-BATPLU Batteries Plus 10/16/2020 0.00 99.80 ACH Z-CDWG CDW Government 10/16/2020 0.00 2,155.67 ACH Z-COMSIG ComplianceSigns.com 10/16/2020 0.00 211.21 ACH z-corfee Corporate Card Annual Fee 10/16/2020 0.00 12.00 ACH Z-CUBFOO Cub Foods 10/16/2020 0.00 36.85 ACH Z-Dell Dell 10/16/2020 0.00 11,320.86 ACH z-fedex FedEx Office 10/16/2020 0.00 26.83 ACH z-gallup Gallup Inc 10/16/2020 0.00 405.00 ACH Z-HACCOM Hach Company 10/16/2020 0.00 1,231.86 ACH Z-HAMSCH Hamline School of Business 10/16/2020 0.00 1,433.36 ACH Z-HOMDEP Home Depot 10/16/2020 0.00 1,405.65 ACH Z-HorCom Horizon Companies 10/16/2020 0.00 957.02 ACH Z-JJKel J.J. Keller & Associates Inc 10/16/2020 0.00 25.65 ACH Z-KWITRI Kwik Trip 10/16/2020 0.00 3.87 ACH z-mcdona McDonald's 10/16/2020 0.00 51.41 ACH Z-MCMCAR McMaster-Carr 10/16/2020 0.00 (561.86) ACH Z-MENARD Menards 10/16/2020 0.00 123.70 ACH Z-MERLIN Merlins Ace Hardware 10/16/2020 0.00 16.10 ACH z-mnfire Minn Fire Svc Cert Board 10/16/2020 0.00 525.00 ACH z-mnlabo MN Dept of Labor and Industry 10/16/2020 0.00 25.00 ACH z-mybind MyBinding.com 10/16/2020 0.00 201.70 ACH z-nortoo Northern Tool+Equipment 10/16/2020 0.00 515.04 ACH Z-OFFMAX Office Max/Office Depot 10/16/2020 0.00 173.10 ACH Z-OmeInd Omega Industries 10/16/2020 0.00 81.95 ACH Z-otcbra OTC Brands Inc 10/16/2020 0.00 243.29 ACH z-panbre Panera Bread 10/16/2020 0.00 133.44 ACH Z-Pelic Pelican 10/16/2020 0.00 70.28 ACH z-post Postmaster 10/16/2020 0.00 86.50 ACH Z-REDWIN Red Wing Store 10/16/2020 0.00 182.74 ACH z-senlan Sensible Land Use Coalition 10/16/2020 0.00 15.00 ACH z-shewil Sherwin-Williams 10/16/2020 0.00 167.50 ACH Z-TARGET Target 10/16/2020 0.00 70.66 ACH Z-UofM U of M Contlearning 10/16/2020 0.00 312.00 ACH Z-USreba US Bank Rebate 10/16/2020 0.00 (548.79) ACH Z-USABLU USABlueBook 10/16/2020 0.00 342.53 ACH z-versa Versalok 10/16/2020 0.00 333.59 ACH Z-Walgre Walgreens 10/16/2020 0.00 52.96 ACH Z-Walmar Wal-Mart 10/16/2020 0.00 71.20 ACH z-WerEle Werner Electric 10/16/2020 0.00 188.51 Page 1 of 2 Check No Vendor No Vendor Name Check Date Void Checks Check Amount ACH Z-WipSha Wiper Shaker 10/16/2020 0.00 30.64 ACH Z-WWGRAI WW Grainger 10/16/2020 0.00 307.46 ACH Z-zoom Zoom 10/16/2020 0.00 140.47 ACH BOYTRU Boyer Ford Trucks 11/05/2020 0.00 173.50 ACH EMEAUT EMERGENCY AUTOMOTIVE TECH INC 11/05/2020 0.00 307.77 ACH FASCOM FASTENAL COMPANY 11/05/2020 0.00 109.76 ACH GOPSTA GOPHER STATE ONE-CALL INC 11/05/2020 0.00 711.45 ACH InnOff Innovative Office Solutions LLC 11/05/2020 0.00 540.81 ACH KIMHOR KIMLEY HORN AND ASSOCIATES INC 11/05/2020 0.00 125,392.69 ACH MacEme Macqueen Emergengy Group 11/05/2020 0.00 89.58 ACH MVEC MN VALLEY ELECTRIC COOP 11/05/2020 0.00 6,192.52 ACH NAPA NAPA AUTO & TRUCK PARTS 11/05/2020 0.00 71.89 ACH NusEqu Nuss Truck & Equipment 11/05/2020 0.00 106,040.00 ACH OREAUT O'Reilly Automotive Inc 11/05/2020 0.00 193.27 ACH ProTec Pro-Tec Design, Inc. 11/05/2020 0.00 21,448.53 ACH SafFas Safe-Fast, Inc. 11/05/2020 0.00 279.10 ACH SPSCOM SPS COMPANIES INC 11/05/2020 0.00 126.47 ACH SunLif Sun Life Financial 11/05/2020 0.00 1,490.74 ACH UNIWAY UNITED WAY 11/05/2020 0.00 30.40 ACH VERIZO VERIZON WIRELESS 11/05/2020 0.00 4,453.45 ACH WMMUE WM MUELLER & SONS INC 11/05/2020 0.00 168.00 ACH WSB WSB & ASSOCIATES INC 11/05/2020 0.00 1,978.50 ACH XCEL XCEL ENERGY INC 11/05/2020 0.00 19,047.00 ACH 3DSPE 3D SPECIALTIES 11/12/2020 0.00 87.06 ACH ADAPES ADAM'S PEST CONTROL INC 11/12/2020 0.00 131.25 ACH BENEXT BENEFIT EXTRAS INC 11/12/2020 0.00 75.34 ACH BRAINT BRAUN INTERTEC CORPORATION 11/12/2020 0.00 1,674.00 ACH carcou Carver County 11/12/2020 0.00 1,040.00 ACH EMEAPP EMERGENCY APPARATUS MAINT. INC 11/12/2020 0.00 128.60 ACH engwat Engel Water Testing Inc 11/12/2020 0.00 500.00 ACH FASCOM FASTENAL COMPANY 11/12/2020 0.00 1,400.16 ACH GMHASP GMH ASPHALT CORP 11/12/2020 0.00 2,337.04 ACH GSDIR GS DIRECT INC 11/12/2020 0.00 9,990.00 ACH HenPro Henning Professional Services, Inc 11/12/2020 0.00 333.00 ACH INDLAN Indoor Landscapes Inc 11/12/2020 0.00 187.00 ACH JEFFIR JEFFERSON FIRE SAFETY INC 11/12/2020 0.00 58,846.75 ACH KATFUE KATH FUEL OIL SERVICE 11/12/2020 0.00 10,994.20 ACH MausKerr Kerry Maus 11/12/2020 0.00 502.50 ACH Marco Marco Inc 11/12/2020 0.00 1,372.75 ACH MERACE MERLINS ACE HARDWARE 11/12/2020 0.00 751.01 ACH NAPA NAPA AUTO & TRUCK PARTS 11/12/2020 0.00 8.51 ACH NorAmerS North American Safety, Inc. 11/12/2020 0.00 203.30 ACH PioEng Pioneer Engineering, P.A. 11/12/2020 0.00 2,100.00 ACH PRALAW PRAIRIE LAWN & GARDEN 11/12/2020 0.00 99.98 ACH PREMRM PRECISE MRM LLC 11/12/2020 0.00 176.82 ACH RBMSER RBM SERVICES INC 11/12/2020 0.00 250.00 ACH MINCON SUMMIT COMPANIES 11/12/2020 0.00 300.00 ACH TouPoi TouchPoint Logic LLC 11/12/2020 0.00 3,522.00 ACH WatCon Water Conservation Services, Inc. 11/12/2020 0.00 3,615.00 ACH WWGRA WW GRAINGER INC 11/12/2020 0.00 265.65 ACH ZIEGLE ZIEGLER INC 11/12/2020 0.00 108.26 Report Total:0.00 430,548.08 Page 2 of 2 Accounts Payable Check Detail-Checks User: dwashburn Printed: 11/13/2020 - 2:40 PM Name Check Da Account Description Amount Affordable Egress Windows and Basements 11/12/2020 815-8202-2024 Permit #2020-02888 - 770 Cree Drive 250.00 Affordable Egress Windows and Basements 250.00 ALLSTREAM 11/05/2020 101-1160-4300 Mitel Phone System Maintenance 490.84 ALLSTREAM 490.84 ARAMARK Refreshment Services, LLC 11/05/2020 101-1170-4110 Office Supplies 24.00 ARAMARK Refreshment Services, LLC 11/05/2020 101-1170-4110 Office Supplies 120.98 ARAMARK Refreshment Services, LLC 11/05/2020 101-1170-4110 Office Supplies 60.67 ARAMARK Refreshment Services, LLC 11/05/2020 101-1170-4110 Office Supplies 60.67 ARAMARK Refreshment Services, LLC 11/05/2020 101-1170-4110 Office Supplies 64.41 ARAMARK Refreshment Services, LLC 11/05/2020 101-1170-4110 Office Supplies 113.00 ARAMARK Refreshment Services, LLC 11/05/2020 101-1170-4110 Office Supplies 111.99 ARAMARK Refreshment Services, LLC 11/05/2020 101-1170-4110 Office Supplies 438.90 ARAMARK Refreshment Services, LLC 11/05/2020 101-1170-4110 Office Supplies 56.50 ARAMARK Refreshment Services, LLC 1,051.12 Arndt Anna 11/12/2020 101-0000-2022 Permit Valuation Refund 0.25 Arndt Anna 11/12/2020 101-1250-3301 Permit Valuation Refund 16.25 Arndt Anna 16.50 BENIEK PROPERTY SERVICES INC 11/12/2020 101-1550-4300 Lawn Service 330.00 BENIEK PROPERTY SERVICES INC 330.00 Benjamin Kim 11/12/2020 815-8202-2024 Permit 2020-02348 - 880 Lake Susan Hills Drive 250.00 Benjamin Kim 250.00 BERRY COFFEE COMPANY 11/05/2020 101-1170-4110 Office Supplies 95.61 BERRY COFFEE COMPANY 95.61 BORDER STATES ELECTRIC SUPPLY 11/12/2020 101-1170-4260 Time Clock 292.24 BORDER STATES ELECTRIC SUPPLY 292.24 Broadcase Music Inc.11/12/2020 101-1530-4300 Services 348.84 Broadcase Music Inc. 348.84 BROSE HAROLD 11/12/2020 701-0000-4551 Materials 40.00 Accounts Payable - Check Detail-Checks (11/13/2020 - 2:40 PM)Page 1 of 7 Name Check Da Account Description Amount BROSE HAROLD 40.00 CARVER COUNTY LICENSE CENTER 11/05/2020 400-4108-4704 Vehicle Registration 6,949.60 CARVER COUNTY LICENSE CENTER 11/05/2020 700-7025-4704 Vehicle Registration 978.34 CARVER COUNTY LICENSE CENTER 11/05/2020 701-7025-4704 Vehicle Registration 978.34 CARVER COUNTY LICENSE CENTER 8,906.28 CenturyLink 11/12/2020 700-0000-4310 Monthly Service 32.00 CenturyLink 11/12/2020 701-0000-4310 Monthly Service 32.00 CENTURYLINK 11/05/2020 101-1370-4310 Monthly Service 50.88 CENTURYLINK 11/05/2020 101-1170-4310 Monthly Service 860.25 CENTURYLINK 11/05/2020 700-0000-4310 Monthly Service 6.36 CENTURYLINK 11/05/2020 701-0000-4310 Monthly Service 6.36 CENTURYLINK 11/05/2020 101-1550-4310 Monthly Service 30.04 CENTURYLINK 11/05/2020 101-1350-4310 Monthly Service 30.04 CENTURYLINK 11/05/2020 101-1220-4310 Monthly Service 33.04 CENTURYLINK 11/05/2020 101-1160-4320 Monthly Service 125.00 CENTURYLINK 11/05/2020 700-0000-4310 Monthly Service 15.13 CENTURYLINK 11/05/2020 700-7019-4310 Monthly Service 210.27 CENTURYLINK 11/05/2020 701-0000-4310 Monthly Service 15.13 CENTURYLINK 11/05/2020 101-1160-4320 Monthly Service 250.00 CENTURYLINK 11/05/2020 101-1190-4310 Monthly Service 127.20 CENTURYLINK 11/05/2020 101-1540-4310 Monthly Service 95.40 CENTURYLINK 1,919.10 Chanhassen Frontier LLC 11/12/2020 815-8221-2024 Security Escrow - The Venue 4,000.00 Chanhassen Frontier LLC 4,000.00 CLASS C COMPONENTS INC 11/12/2020 101-1320-4240 Safety Equipment 123.67 CLASS C COMPONENTS INC 11/12/2020 101-1320-4240 Safety Equipment 68.17 CLASS C COMPONENTS INC 191.84 CORE & MAIN LP 11/05/2020 701-0000-4551 Parts 63.67 CORE & MAIN LP 63.67 Dahn Crystal 11/12/2020 101-1250-3301 Permit Refund - 1131 Dove Court 147.75 Dahn Crystal 11/12/2020 101-0000-2022 Permit Refund - 1131 Dove Court 3.50 Dahn Crystal 151.25 DELEGARD TOOL COMPANY 11/12/2020 101-1370-4260 Tools 23.26 DELEGARD TOOL COMPANY 11/12/2020 101-1370-4260 Tools 401.76 DELEGARD TOOL COMPANY 11/12/2020 101-1370-4260 Tools - Return -37.46 DELEGARD TOOL COMPANY 387.56 Dunham Anthony 11/12/2020 815-8202-2024 Permit # 2020-01767 - 8650 Apple Tree Lane 250.00 Dunham Anthony 250.00 Accounts Payable - Check Detail-Checks (11/13/2020 - 2:40 PM)Page 2 of 7 Name Check Da Account Description Amount Eull's Manufacturing Co Inc 11/12/2020 701-0000-4551 Materials 441.00 Eull's Manufacturing Co Inc 441.00 FACTORY MOTOR PARTS COMPANY 11/12/2020 101-1320-4140 Parts 227.15 FACTORY MOTOR PARTS COMPANY 227.15 FleetPride, Inc.11/05/2020 101-1370-4170 Supplies 276.74 FleetPride, Inc. 276.74 Global Equipment Company 11/05/2020 101-1320-4240 PPE/Safety 97.90 Global Equipment Company 11/05/2020 701-0000-4240 PPE/Safety 146.85 Global Equipment Company 244.75 GREEN MEADOWS INC 11/12/2020 101-1550-1193 Snow Plowing 220.00 GREEN MEADOWS INC 220.00 Hargrove Joshua 11/05/2020 101-1550-4240 Clothing Allowance 209.95 Hargrove Joshua 209.95 Hennepin Technical College 11/12/2020 101-1370-4370 Commercial Vehicle Inspector Recertification 300.00 Hennepin Technical College 300.00 HERMAN'S LANDSCAPE SUPPLIES INC 11/05/2020 720-7025-4150 Supplies 822.50 HERMAN'S LANDSCAPE SUPPLIES INC 11/05/2020 420-0000-4751 Supplies 170.00 HERMAN'S LANDSCAPE SUPPLIES INC 11/05/2020 420-0000-4751 Credit -272.00 HERMAN'S LANDSCAPE SUPPLIES INC 11/05/2020 420-0000-4751 Materials 272.00 HERMAN'S LANDSCAPE SUPPLIES INC 11/12/2020 720-7025-4150 Materials 840.00 HERMAN'S LANDSCAPE SUPPLIES INC 1,832.50 Homberger Dirty Worx LLC 11/12/2020 815-8202-2024 Permit # 2020-03452 - 3632 Hickory Road 250.00 Homberger Dirty Worx LLC 250.00 Hoxie Home & Remodeling LLC 11/12/2020 815-8202-2024 Permit #2019-03350 - 2820 Sandpiper Trail 4,200.00 Hoxie Home & Remodeling LLC 4,200.00 IMO Consulting Group Inc 11/12/2020 700-7025-4300 Professional Services 2,137.75 IMO Consulting Group Inc 2,137.75 Indigo Signs 11/12/2020 212-0000-4110 Covid Barriers 5,372.50 Indigo Signs 5,372.50 IUOE Local #49 11/05/2020 101-0000-2004 PR Batch 00406.11.2020 Local 49 dues 413.45 IUOE Local #49 11/05/2020 700-0000-2004 PR Batch 00406.11.2020 Local 49 dues 224.98 IUOE Local #49 11/05/2020 701-0000-2004 PR Batch 00406.11.2020 Local 49 dues 61.57 Accounts Payable - Check Detail-Checks (11/13/2020 - 2:40 PM)Page 3 of 7 Name Check Da Account Description Amount IUOE Local #49 700.00 Jaguar Communications Inc 11/12/2020 700-7043-4310 Monthly Service 53.60 Jaguar Communications Inc 53.60 Karl Chevrolet, Inc 11/05/2020 700-7025-4704 Vehicle 14,628.27 Karl Chevrolet, Inc 11/05/2020 701-7025-4704 Vehicle 14,628.27 Karl Chevrolet, Inc 29,256.54 Kavanagh Company LLC 11/12/2020 815-8202-2024 Permit #2020-00111 - 3739 Hickory Road 1,500.00 Kavanagh Company LLC 1,500.00 KnowBe4 Inc.11/05/2020 101-1160-4370 Annual Renewal 1,094.24 KnowBe4 Inc. 1,094.24 Koch William 11/12/2020 815-8202-2024 Permit #2020-01449 - 6300 Stellar Circle 500.00 Koch William 500.00 Laffe-Thao Kristen 11/12/2020 815-8202-2024 Permit #2020-03253 - 9034 Degler Lane 500.00 Laffe-Thao Kristen 500.00 Lennar 11/05/2020 815-8226-2024 Permit 2020-00631 - 2066 Paisley Path 2,500.00 Lennar 2,500.00 Leo A Daly 11/13/2020 212-0000-4300 COVID Improvements Design & CA 10,392.82 Leo A Daly 11/13/2020 212-0000-4300 COVID Improvements Design & CA 17,801.51 Leo A Daly 28,194.33 Lube Tech ESI 11/12/2020 700-0000-4120 Supplies 67.00 Lube Tech ESI 67.00 MCARTHUR MARK 11/05/2020 720-7204-4901 Waterwise Rebate 100.00 MCARTHUR MARK 100.00 Meier Eric and Sarah 11/12/2020 815-8202-2024 Permit #2020-02282 - 406 Del Rio Drive 250.00 Meier Eric and Sarah 250.00 METROPOLITAN COUNCIL 11/12/2020 701-0000-4509 Waste Water 172,654.49 METROPOLITAN COUNCIL 172,654.49 MN NCPERS LIFE INSURANCE 11/05/2020 101-0000-2011 PR Batch 00406.11.2020 NCPERS-Life Insurance 56.07 MN NCPERS LIFE INSURANCE 11/05/2020 210-0000-2011 PR Batch 00406.11.2020 NCPERS-Life Insurance 3.95 MN NCPERS LIFE INSURANCE 11/05/2020 700-0000-2011 PR Batch 00406.11.2020 NCPERS-Life Insurance 9.60 MN NCPERS LIFE INSURANCE 11/05/2020 701-0000-2011 PR Batch 00406.11.2020 NCPERS-Life Insurance 9.58 Accounts Payable - Check Detail-Checks (11/13/2020 - 2:40 PM)Page 4 of 7 Name Check Da Account Description Amount MN NCPERS LIFE INSURANCE 11/05/2020 720-0000-2011 PR Batch 00406.11.2020 NCPERS-Life Insurance 0.80 MN NCPERS LIFE INSURANCE 80.00 Molly Maid of Chanhassen 11/05/2020 212-0000-4300 Oct 11 - Oct 17 Lake Ann 700.00 Molly Maid of Chanhassen 11/05/2020 212-0000-4300 Oct 18 - Lake Ann 100.00 Molly Maid of Chanhassen 800.00 Natural Shore Technologies, Inc.11/12/2020 720-0000-4300 2020 Maintenance 16,411.00 Natural Shore Technologies, Inc. 16,411.00 NEWMAN SIGNS INC 11/05/2020 101-1320-4560 Parts 1,014.00 NEWMAN SIGNS INC 1,014.00 NORTHWEST ASPHALT INC 11/12/2020 601-6038-4751 Orchard Lane Area Street Recon 194,099.39 NORTHWEST ASPHALT INC 194,099.39 Paragon Pool and Patio 11/12/2020 815-8202-2024 Permit #2020-00940 - 350 Chesterfield Ln 500.00 Paragon Pool and Patio 11/12/2020 815-8202-2024 Permit #2020-0104 - 212 Lakeview Road E 1,000.00 Paragon Pool and Patio 11/12/2020 815-8202-2024 Permit #2020-01041 - 222 Lakeview Road E 1,000.00 Paragon Pool and Patio 2,500.00 PILGRIM DRY CLEANERS 11/12/2020 101-1220-4300 Laundry Services 533.98 PILGRIM DRY CLEANERS 533.98 POSTMASTER 11/05/2020 101-1120-4330 Permit #14 480.00 POSTMASTER 480.00 Quality First Janitorial & Maintenance Inc 11/12/2020 101-1370-4350 Public Works Cleaning 375.00 Quality First Janitorial & Maintenance Inc 11/12/2020 700-0000-4350 Public Works Cleaning 375.00 Quality First Janitorial & Maintenance Inc 11/12/2020 701-0000-4350 Public Works Cleaning 375.00 Quality First Janitorial & Maintenance Inc 1,125.00 REMODELING SPECIALISTS LLC 11/12/2020 815-8202-2024 Permit # 2017-02432 7644 South Shore Drive 500.00 REMODELING SPECIALISTS LLC 500.00 RJM CONSTRUCTION 11/13/2020 212-0000-4751 COVID upgrades 894,673.84 RJM CONSTRUCTION 894,673.84 Sam's Lawn & Landscape 11/12/2020 601-6045-4751 Rebuild Century 114.15 Sam's Lawn & Landscape 11/12/2020 420-4224-4751 Rebuild Century 76.00 Sam's Lawn & Landscape 11/12/2020 601-6038-4751 Rebuild Century 841.80 Sam's Lawn & Landscape 11/12/2020 601-6044-4751 Rebuild Century 2,706.55 Sam's Lawn & Landscape 3,738.50 SHERWIN WILLIAMS 11/05/2020 101-1550-4120 Supplies 57.19 Accounts Payable - Check Detail-Checks (11/13/2020 - 2:40 PM)Page 5 of 7 Name Check Da Account Description Amount SHERWIN WILLIAMS 57.19 Shred-It 11/05/2020 101-1160-4300 Shredding Service 544.74 Shred-It 544.74 SM HENTGES & SONS 11/06/2020 605-6503-4751 CSAH 101 Pioneer Trail to Flying Cloud Drive 136,489.33 SM HENTGES & SONS 11/06/2020 605-6502-4751 CSAH 101 Pioneer Trail to Flying Cloud Drive 1,063,990.78 SM HENTGES & SONS 1,200,480.11 SOFTWARE HOUSE INTERNATIONAL 11/05/2020 101-1160-4220 Bluebeam Revu Maint Renewal 116.44 SOFTWARE HOUSE INTERNATIONAL 11/12/2020 101-1160-4220 Netzoom Stencils Annual Renewal 648.90 SOFTWARE HOUSE INTERNATIONAL 11/12/2020 101-1160-4220 Renewals 2,446.46 SOFTWARE HOUSE INTERNATIONAL 3,211.80 Southwest Suburban Publishing 11/12/2020 101-1110-4340 Notices 88.28 Southwest Suburban Publishing 11/12/2020 101-1180-4340 Notices 145.99 Southwest Suburban Publishing 11/12/2020 101-1410-4340 Notices 30.56 Southwest Suburban Publishing 11/12/2020 700-0000-4340 Notices 200.31 Southwest Suburban Publishing 11/12/2020 720-7201-4340 Notices 268.80 Southwest Suburban Publishing 733.94 Stone Matthew and Tara Lee 11/12/2020 815-8202-2024 Permit #2020-01210 - 420 Trappers Pass 250.00 Stone Matthew and Tara Lee 250.00 TFORCE FINAL MILE 11/12/2020 101-1410-4300 Services 48.31 TFORCE FINAL MILE 11/12/2020 101-1410-4300 Services 48.31 TFORCE FINAL MILE 11/12/2020 700-0000-4330 Postage 55.13 TFORCE FINAL MILE 151.75 The Hartford 11/05/2020 101-1250-4040 November Insurance 110.94 The Hartford 11/05/2020 101-1310-4040 November Insurance 80.79 The Hartford 11/05/2020 101-1370-4040 November Insurance 48.31 The Hartford 11/05/2020 101-1320-4040 November Insurance 147.40 The Hartford 11/05/2020 101-1520-4040 November Insurance 35.58 The Hartford 11/05/2020 101-1530-4040 November Insurance 15.05 The Hartford 11/05/2020 101-1560-4040 November Insurance 12.59 The Hartford 11/05/2020 101-1600-4040 November Insurance 10.31 The Hartford 11/05/2020 101-1700-4040 November Insurance 1.15 The Hartford 11/05/2020 101-1120-4040 November Insurance 72.58 The Hartford 11/05/2020 101-1130-4040 November Insurance 31.25 The Hartford 11/05/2020 101-1160-4040 November Insurance 29.31 The Hartford 11/05/2020 720-0000-4040 November Insurance 42.46 The Hartford 11/05/2020 101-1550-4040 November Insurance 97.06 The Hartford 11/05/2020 101-1420-4040 November Insurance 84.05 The Hartford 11/05/2020 101-1430-4040 November Insurance 5.00 The Hartford 11/05/2020 210-0000-4040 November Insurance 18.67 The Hartford 11/05/2020 720-7201-4040 November Insurance 5.90 The Hartford 11/05/2020 720-7202-4040 November Insurance 5.90 The Hartford 11/05/2020 101-1170-4040 November Insurance 12.87 Accounts Payable - Check Detail-Checks (11/13/2020 - 2:40 PM)Page 6 of 7 Name Check Da Account Description Amount The Hartford 11/05/2020 101-1220-4040 November Insurance 44.67 The Hartford 11/05/2020 701-0000-4040 November Insurance 81.74 The Hartford 11/05/2020 700-0000-4040 November Insurance 107.84 The Hartford 1,101.42 Totin Matthew and Heather 11/12/2020 815-8202-2024 Permit # 2020-01423 - 2071 West 65th Street 500.00 Totin Matthew and Heather 500.00 Triethart DeeAnn 11/05/2020 101-1170-4110 Supplies 40.72 Triethart DeeAnn 40.72 Waldron Lee and Jennifer 11/12/2020 815-8202-2024 Permit #2020-02173 - 7020 Dakota Circle 250.00 Waldron Lee and Jennifer 250.00 WIDMER CONSTRUCTION 11/12/2020 700-7025-4751 Lake Lucy Ln/Powers Blvd 186,304.36 WIDMER CONSTRUCTION 186,304.36 ZACK'S INC.11/05/2020 101-1320-4120 138.62 ZACK'S INC.11/05/2020 101-1550-4120 138.62 ZACK'S INC.11/05/2020 701-0000-4120 138.61 ZACK'S INC. 415.85 Zero Waste West Metro 11/05/2020 720-7201-4300 Zero Waste Presentation 300.00 Zero Waste West Metro 300.00 2,782,414.98 Accounts Payable - Check Detail-Checks (11/13/2020 - 2:40 PM)Page 7 of 7 Accounts Payable Check Detail-ACH User: dwashburn Printed: 11/13/2020 - 2:47 PM Name Check Da Account Description Amount 3D SPECIALTIES 11/12/2020 101-1320-4240 Safety Glasses 87.06 3D SPECIALTIES 87.06 4RF USA Inc 10/16/2020 701-0000-4310 Phone Repair 465.00 4RF USA Inc 465.00 ADAM'S PEST CONTROL INC 11/12/2020 101-1170-4300 Monthly Service 131.25 ADAM'S PEST CONTROL INC 131.25 Amazon 10/16/2020 101-1565-4130 Memory Cafe Kit supplies 23.72 Amazon 10/16/2020 101-1170-4110 3 hole punch and printer cartridges 22.73 Amazon 10/16/2020 212-0000-4703 Surface LTE pens COVID 169.06 Amazon 10/16/2020 700-7043-4530 Replacement Printer WWTP 944.00 Amazon 10/16/2020 212-0000-4703 Laptop bags COVID 390.00 Amazon 10/16/2020 212-0000-4703 Dell Inspiron laptops Covid/ Pending Return 5,814.00 Amazon 10/16/2020 101-1565-4130 Refund on return - Memory Cafe Kit supplies -13.01 Amazon 10/16/2020 212-0000-4290 disposable masks - CARES 116.20 Amazon 10/16/2020 212-0000-4150 Disposable Rags 132.48 Amazon 10/16/2020 212-0000-4130 PPE Masks 34.95 Amazon 10/16/2020 212-0000-4150 Disinfectant 126.80 Amazon 10/16/2020 101-1530-4130 Needles for ball pumps 2.99 Amazon 10/16/2020 700-0000-4705 Fiber Transceivers + Patch Cables Lift Station 24 431.98 Amazon 10/16/2020 101-1160-4260 Leatherman Multitool 29.95 Amazon 10/16/2020 101-1170-4110 Stylus Pens Microfiber Cleaning Cloths 18.48 Amazon 10/16/2020 700-0000-4705 Fiber Patch Cables - Wells & Liftstations 84.95 Amazon 10/16/2020 101-1160-4300 AWS Sewer Video Access Fee - August 1.23 Amazon 10/16/2020 101-1170-4110 HP printer fuser kit WWTP 174.00 Amazon 10/16/2020 212-0000-4703 wireless mic for courtyard conf rm zoom COVID 87.99 Amazon 10/16/2020 212-0000-4703 Surface Docking Station COVID 133.46 Amazon 10/16/2020 101-1170-4110 Fuser Kit Return/Did not fix the printer issue -174.00 Amazon 10/16/2020 101-1170-4110 spare flash drives for staff 39.80 Amazon 10/16/2020 212-0000-4703 Surface Rugged Cases/ Dell laptop Dock COVID laptop Stuff 426.90 Amazon 10/16/2020 212-0000-4703 Surface Pen BLDG dept COVID 75.53 Amazon 10/16/2020 212-0000-4703 Surface Keyboard COVID 89.99 Amazon 10/16/2020 212-0000-4703 Surface Pens COVID 169.78 Amazon 10/16/2020 212-0000-4703 Surface Keyboard COVID 89.99 Amazon 10/16/2020 212-0000-4703 Surface docking stations COVID 321.98 Amazon 10/16/2020 212-0000-4703 Wireless mice for laptops COVID 99.90 Amazon 10/16/2020 101-1160-4530 Replacement cell phone screen protector Steve F 13.95 Amazon 10/16/2020 212-0000-4703 Surface Keyboard COVID 75.53 Amazon 10/16/2020 212-0000-4703 Surface LTE Keyboards COVID 179.98 Amazon 10/16/2020 212-0000-4703 Docking stations for surfaces COVID 482.97 Amazon 10/16/2020 212-0000-4703 Surface LTE keyboards COVID 229.98 Accounts Payable - Check Detail-ACH (11/13/2020 - 2:47 PM)Page 1 of 11 Name Check Da Account Description Amount Amazon 10/16/2020 212-0000-4703 Surface LTE Adam B Jake Mike COVID 3,840.00 Amazon 10/16/2020 212-0000-4703 Surface LTE keyboard COVID 89.99 Amazon 10/16/2020 212-0000-4703 Laptop docking stations COVID 847.62 Amazon 10/16/2020 101-1160-4530 Ipad case for fire station training ipad 15.29 Amazon 10/16/2020 212-0000-4703 Tough cases for surface LTEs COVID 199.35 Amazon 10/16/2020 101-1320-4120 Parts Return -27.99 Amazon 10/16/2020 700-7043-4120 Parts 310.54 Amazon 10/16/2020 700-7043-4120 Supplies 576.70 Amazon 16,699.74 American Planning Association 10/16/2020 101-1420-4360 APA membership 702.00 American Planning Association 702.00 American Public Works Association 10/16/2020 701-0000-4360 Membership 100.00 American Public Works Association 10/16/2020 700-0000-4360 Membership 57.00 American Public Works Association 157.00 Apple.com 10/16/2020 101-1220-4310 Additional storage for iCloud 0.99 Apple.com 10/16/2020 700-0000-4310 Additional storage for iCloud 0.99 Apple.com 1.98 Batteries Plus 10/16/2020 701-0000-4120 Battery 99.80 Batteries Plus 99.80 BENEFIT EXTRAS INC 11/12/2020 101-1120-4300 Insurance 36.34 BENEFIT EXTRAS INC 11/12/2020 101-0000-2012 Insurance 39.00 BENEFIT EXTRAS INC 75.34 Boyer Ford Trucks 11/05/2020 101-1220-4140 Supplies 173.50 Boyer Ford Trucks 173.50 BRAUN INTERTEC CORPORATION 11/12/2020 601-6043-4300 Professional Services 1,674.00 BRAUN INTERTEC CORPORATION 1,674.00 Carver County 11/12/2020 700-7043-4320 Carver Fiber 500.00 Carver County 11/12/2020 101-1160-4320 CarverLink 540.00 Carver County 1,040.00 CDW Government 10/16/2020 212-0000-4703 Latitude laptop COVID/ Pending Return 2,155.67 CDW Government 2,155.67 ComplianceSigns.com 10/16/2020 101-1370-4510 Signs 141.70 ComplianceSigns.com 10/16/2020 101-1220-4510 Signs 26.75 ComplianceSigns.com 10/16/2020 101-1550-4510 Signs 42.76 ComplianceSigns.com 211.21 Accounts Payable - Check Detail-ACH (11/13/2020 - 2:47 PM)Page 2 of 11 Name Check Da Account Description Amount Corporate Card Annual Fee 10/16/2020 101-1130-4300 Corporate Card Annual Fee 12.00 Corporate Card Annual Fee 12.00 Cub Foods 10/16/2020 101-1220-4290 Water for Training 18.83 Cub Foods 10/16/2020 101-1560-4130 Driver Safety class refreshments 14.46 Cub Foods 10/16/2020 700-7019-4150 Water 3.56 Cub Foods 36.85 Dell 10/16/2020 212-0000-4703 Dell laptop docking stations COVID/ Return Pending 661.64 Dell 10/16/2020 212-0000-4703 COVID Laptops/ Returned 3,630.29 Dell 10/16/2020 212-0000-4703 Dell Inspiron laptops Pending return/COVID 3,630.29 Dell 10/16/2020 212-0000-4703 Dell Docking Stations COVID/ RETURN PENDING 661.64 Dell 10/16/2020 212-0000-4703 Laptop Rick COVID/ Return Pending from Dell 2,737.00 Dell 11,320.86 EMERGENCY APPARATUS MAINT. INC 11/12/2020 101-1220-4140 Parts 128.60 EMERGENCY APPARATUS MAINT. INC 128.60 EMERGENCY AUTOMOTIVE TECH INC 11/05/2020 101-1260-4140 Supplies 307.77 EMERGENCY AUTOMOTIVE TECH INC 307.77 Engel Water Testing Inc 11/12/2020 700-0000-4300 October Water Samples 500.00 Engel Water Testing Inc 500.00 FASTENAL COMPANY 11/05/2020 101-1320-4120 Parts 30.68 FASTENAL COMPANY 11/05/2020 101-1320-4120 Parts 16.56 FASTENAL COMPANY 11/05/2020 101-1320-4240 PPE 62.52 FASTENAL COMPANY 11/12/2020 101-1320-4140 Parts 25.99 FASTENAL COMPANY 11/12/2020 101-1320-4260 Parts 186.16 FASTENAL COMPANY 11/12/2020 101-1370-4120 Parts 297.00 FASTENAL COMPANY 11/12/2020 101-1320-4120 Parts 297.00 FASTENAL COMPANY 11/12/2020 101-1550-4120 Parts 297.00 FASTENAL COMPANY 11/12/2020 701-0000-4120 Parts 297.01 FASTENAL COMPANY 1,509.92 FedEx Office 10/16/2020 101-1220-4290 Box to send Rebate Equipment to Equipment Rep 26.83 FedEx Office 26.83 Gallup Inc 10/16/2020 101-1120-4300 Employee Survey 405.00 Gallup Inc 405.00 GMH ASPHALT CORP 11/12/2020 601-6032-4751 Minneswashta Manor 2,337.04 GMH ASPHALT CORP 2,337.04 GOPHER STATE ONE-CALL INC 11/05/2020 400-0000-4300 Service calls 711.45 Accounts Payable - Check Detail-ACH (11/13/2020 - 2:47 PM)Page 3 of 11 Name Check Da Account Description Amount GOPHER STATE ONE-CALL INC 711.45 GS DIRECT INC 11/12/2020 400-4124-4703 Wide Format Scanner 9,990.00 GS DIRECT INC 9,990.00 Hach Company 10/16/2020 700-7043-4120 Materials 1,231.86 Hach Company 1,231.86 Hamline School of Business 10/16/2020 700-0000-4370 Training 1,433.36 Hamline School of Business 1,433.36 Henning Professional Services, Inc 11/12/2020 605-6502-4300 TH 101 Improvements 333.00 Henning Professional Services, Inc 333.00 Home Depot 10/16/2020 101-1550-4260 Tools 399.88 Home Depot 10/16/2020 101-1220-4370 Materials for Training 145.34 Home Depot 10/16/2020 101-1550-4140 Vehicle Supplies 159.02 Home Depot 10/16/2020 700-0000-4150 Supplies 190.47 Home Depot 10/16/2020 701-0000-4260 Tools 323.77 Home Depot 10/16/2020 700-0000-4530 Parts 98.38 Home Depot 10/16/2020 700-0000-4150 Supplies 78.31 Home Depot 10/16/2020 701-0000-4120 Supplies 10.48 Home Depot 1,405.65 Horizon Companies 10/16/2020 400-0000-1155 Preserve at Bluff Creek 6th Addition - tree watering bags 957.02 Horizon Companies 957.02 Indoor Landscapes Inc 11/12/2020 101-1170-4300 November Plant Service 187.00 Indoor Landscapes Inc 187.00 Innovative Office Solutions LLC 11/05/2020 400-0000-4703 Office Supplies 428.00 Innovative Office Solutions LLC 11/05/2020 101-1170-4110 Office Supplies 52.22 Innovative Office Solutions LLC 11/05/2020 101-1170-4110 Office Supplies 45.11 Innovative Office Solutions LLC 11/05/2020 101-1170-4110 Office Supplies - Return -26.32 Innovative Office Solutions LLC 11/05/2020 101-1170-4110 Office Supplies 41.80 Innovative Office Solutions LLC 540.81 J.J. Keller & Associates Inc 10/16/2020 101-1220-4120 Supplies 25.65 J.J. Keller & Associates Inc 25.65 JEFFERSON FIRE SAFETY INC 11/12/2020 212-0000-4240 Turn Out Gear 58,846.75 JEFFERSON FIRE SAFETY INC 58,846.75 KATH FUEL OIL SERVICE 11/12/2020 101-1370-4170 Fuel 10,994.20 Accounts Payable - Check Detail-ACH (11/13/2020 - 2:47 PM)Page 4 of 11 Name Check Da Account Description Amount KATH FUEL OIL SERVICE 10,994.20 KIMLEY HORN AND ASSOCIATES INC 11/05/2020 400-0000-1155 Private Developement Inspection 13,898.00 KIMLEY HORN AND ASSOCIATES INC 11/05/2020 605-6503-4300 Th 101 Reconstruction 8,460.60 KIMLEY HORN AND ASSOCIATES INC 11/05/2020 601-6043-4300 Minnewashta Parkway Rehab 27,891.94 KIMLEY HORN AND ASSOCIATES INC 11/05/2020 605-6502-4300 Th 101 Reconstruction 75,142.15 KIMLEY HORN AND ASSOCIATES INC 125,392.69 Kwik Trip 10/16/2020 700-0000-4170 Fuel 3.87 Kwik Trip 3.87 Macqueen Emergengy Group 11/05/2020 101-1220-4120 SCBA Parts 89.58 Macqueen Emergengy Group 89.58 Marco Inc 11/12/2020 101-1170-4410 Printer Rental 825.04 Marco Inc 11/12/2020 700-0000-4410 Printer Rental 115.00 Marco Inc 11/12/2020 701-0000-4410 Printer Rental 115.00 Marco Inc 11/12/2020 720-0000-4410 Printer Rental 57.50 Marco Inc 11/12/2020 101-1170-4410 Printer Rental 195.16 Marco Inc 11/12/2020 700-0000-4410 Printer Rental 26.02 Marco Inc 11/12/2020 701-0000-4410 Printer Rental 26.02 Marco Inc 11/12/2020 720-0000-4410 Printer Rental 13.01 Marco Inc 1,372.75 Maus Kerry 11/12/2020 101-1539-4300 Line Dancing Payment 502.50 Maus Kerry 502.50 McDonald's 10/16/2020 101-1220-4290 Extended fire response call - food 51.41 McDonald's 51.41 McMaster-Carr 10/16/2020 700-7019-4150 Materials return -561.86 McMaster-Carr -561.86 Menards 10/16/2020 700-0000-4150 Parts 30.50 Menards 10/16/2020 700-0000-4150 Supplies 38.10 Menards 10/16/2020 700-7043-4150 Tools 55.10 Menards 123.70 MERLINS ACE HARDWARE 11/12/2020 101-1220-4290 Materials 90.65 MERLINS ACE HARDWARE 11/12/2020 101-1250-4140 Supplies 2.51 MERLINS ACE HARDWARE 11/12/2020 101-1350-4120 Supplies 9.99 MERLINS ACE HARDWARE 11/12/2020 101-1370-4260 tools 62.98 MERLINS ACE HARDWARE 11/12/2020 101-1550-4120 Supplies 344.55 MERLINS ACE HARDWARE 11/12/2020 700-0000-4120 Supplies 22.12 MERLINS ACE HARDWARE 11/12/2020 700-7019-4150 Materials 98.91 MERLINS ACE HARDWARE 11/12/2020 700-7043-4150 Materials 98.81 MERLINS ACE HARDWARE 11/12/2020 701-0000-4150 Materials 20.49 Accounts Payable - Check Detail-ACH (11/13/2020 - 2:47 PM)Page 5 of 11 Name Check Da Account Description Amount Merlins Ace Hardware 10/16/2020 605-6502-4290 Supplies 16.10 Merlins Ace Hardware 767.11 Minn Fire Svc Cert Board 10/16/2020 101-1220-4300 Membership Cancellations -125.00 Minn Fire Svc Cert Board 10/16/2020 101-1220-4300 FF Certifications 650.00 Minn Fire Svc Cert Board 525.00 MN Dept of Labor and Industry 10/16/2020 101-1250-4370 Continuing Education - Virtual Seminar 25.00 MN Dept of Labor and Industry 25.00 MN VALLEY ELECTRIC COOP 11/05/2020 101-1350-4320 Monthly Service 85.62 MN VALLEY ELECTRIC COOP 11/05/2020 101-1350-4320 Monthly Service 23.78 MN VALLEY ELECTRIC COOP 11/05/2020 101-1350-4320 Monthly Service 28.18 MN VALLEY ELECTRIC COOP 11/05/2020 101-1350-4320 Monthly Service 186.71 MN VALLEY ELECTRIC COOP 11/05/2020 101-1350-4320 Monthly Service 137.85 MN VALLEY ELECTRIC COOP 11/05/2020 101-1350-4320 Monthly Service 39.64 MN VALLEY ELECTRIC COOP 11/05/2020 101-1350-4320 Monthly Service 111.90 MN VALLEY ELECTRIC COOP 11/05/2020 101-1350-4320 Monthly Service 4,991.55 MN VALLEY ELECTRIC COOP 11/05/2020 101-1600-4320 Monthly Service 32.42 MN VALLEY ELECTRIC COOP 11/05/2020 700-0000-4320 Monthly Service 67.32 MN VALLEY ELECTRIC COOP 11/05/2020 701-0000-4320 Monthly Service 410.91 MN VALLEY ELECTRIC COOP 11/05/2020 605-0000-4300 Monthly Service 76.64 MN VALLEY ELECTRIC COOP 6,192.52 MyBinding.com 10/16/2020 101-1170-4110 Office supplies 201.70 MyBinding.com 201.70 NAPA AUTO & TRUCK PARTS 11/05/2020 701-0000-4140 Core Return -44.44 NAPA AUTO & TRUCK PARTS 11/05/2020 700-0000-4120 Core Return 116.33 NAPA AUTO & TRUCK PARTS 11/12/2020 101-1550-4140 Parts 8.51 NAPA AUTO & TRUCK PARTS 80.40 North American Safety, Inc.11/12/2020 700-0000-4240 PPE/Safety 203.30 North American Safety, Inc. 203.30 Northern Tool+Equipment 10/16/2020 212-0000-4150 Sanitizer fogger 515.04 Northern Tool+Equipment 515.04 Nuss Truck & Equipment 11/05/2020 400-4108-4704 Vehicle 106,040.00 Nuss Truck & Equipment 106,040.00 Office Max/Office Depot 10/16/2020 101-1220-4290 Training materials 10.68 Office Max/Office Depot 10/16/2020 400-4126-4703 External USB Drive 5TB - Rice 138.93 Office Max/Office Depot 10/16/2020 700-7043-4150 Supplies 23.49 Office Max/Office Depot 173.10 Omega Industries 10/16/2020 700-7043-4300 Professional Services 81.95 Accounts Payable - Check Detail-ACH (11/13/2020 - 2:47 PM)Page 6 of 11 Name Check Da Account Description Amount Omega Industries 81.95 O'Reilly Automotive Inc 11/05/2020 101-1550-4140 Parts 66.44 O'Reilly Automotive Inc 11/05/2020 101-1550-4120 Parts -9.80 O'Reilly Automotive Inc 11/05/2020 101-1220-4120 Parts -0.47 O'Reilly Automotive Inc 11/05/2020 101-1220-4120 Parts 4.20 O'Reilly Automotive Inc 11/05/2020 101-1310-4140 Parts 34.98 O'Reilly Automotive Inc 11/05/2020 101-1320-4120 Parts 32.64 O'Reilly Automotive Inc 11/05/2020 101-1550-4120 Parts 32.64 O'Reilly Automotive Inc 11/05/2020 700-0000-4120 Parts 32.64 O'Reilly Automotive Inc 193.27 OTC Brands Inc 10/16/2020 101-1560-4130 TMobile gifts for Ice Cream social patrons on 11 Sept 243.29 OTC Brands Inc 243.29 Panera Bread 10/16/2020 101-1110-4370 City council dinner 133.44 Panera Bread 133.44 Pelican 10/16/2020 700-0000-4150 Parts 70.28 Pelican 70.28 Pioneer Engineering, P.A.11/12/2020 720-7202-4300 Kerber Pond Park Survey Marking 2,100.00 Pioneer Engineering, P.A. 2,100.00 Postmaster 10/16/2020 700-7019-4150 Postage to return excess tubing 86.50 Postmaster 86.50 PRAIRIE LAWN & GARDEN 11/12/2020 101-1320-4240 Safety 99.98 PRAIRIE LAWN & GARDEN 99.98 PRECISE MRM LLC 11/12/2020 101-1320-4310 2020-09 Subscription 176.82 PRECISE MRM LLC 176.82 Pro-Tec Design, Inc.11/05/2020 212-0000-4703 PW Pedestrian Doors - Reader Additions 21,448.53 Pro-Tec Design, Inc. 21,448.53 RBM SERVICES INC 11/12/2020 212-0000-4350 Public Works Cleaning 250.00 RBM SERVICES INC 250.00 Red Wing Store 10/16/2020 701-0000-4240 Clothing Allowance - Joey Gillen 91.37 Red Wing Store 10/16/2020 700-0000-4240 Clothing Allowance - Joey Gillen 91.37 Red Wing Store 182.74 Safe-Fast, Inc.11/05/2020 212-0000-4240 Masks - PPE/Safety 143.30 Safe-Fast, Inc.11/05/2020 101-1320-4240 PPE/Safety 135.80 Accounts Payable - Check Detail-ACH (11/13/2020 - 2:47 PM)Page 7 of 11 Name Check Da Account Description Amount Safe-Fast, Inc. 279.10 Sensible Land Use Coalition 10/16/2020 101-1420-4370 training 15.00 Sensible Land Use Coalition 15.00 Sherwin-Williams 10/16/2020 700-7019-4150 Paint 167.50 Sherwin-Williams 167.50 SPS COMPANIES INC 11/05/2020 101-1220-4530 Parts 43.24 SPS COMPANIES INC 11/05/2020 101-1220-4530 Parts 83.23 SPS COMPANIES INC 126.47 SUMMIT COMPANIES 11/12/2020 101-1370-4300 Professional Services 300.00 SUMMIT COMPANIES 300.00 Sun Life Financial 11/05/2020 101-1420-4040 Life Insurance - November 38.61 Sun Life Financial 11/05/2020 720-7202-4040 Life Insurance - November 2.69 Sun Life Financial 11/05/2020 210-0000-4040 Life Insurance - November 8.48 Sun Life Financial 11/05/2020 720-7201-4040 Life Insurance - November 2.69 Sun Life Financial 11/05/2020 101-1120-4040 Life Insurance - November 33.36 Sun Life Financial 11/05/2020 101-1130-4040 Life Insurance - November 14.23 Sun Life Financial 11/05/2020 101-1160-4040 Life Insurance - November 13.32 Sun Life Financial 11/05/2020 101-1250-4040 Life Insurance - November 50.51 Sun Life Financial 11/05/2020 101-1310-4040 Life Insurance - November 45.82 Sun Life Financial 11/05/2020 101-1320-4040 Life Insurance - November 57.65 Sun Life Financial 11/05/2020 101-1370-4040 Life Insurance - November 21.35 Sun Life Financial 11/05/2020 101-1520-4040 Life Insurance - November 16.13 Sun Life Financial 11/05/2020 101-1530-4040 Life Insurance - November 6.82 Sun Life Financial 11/05/2020 101-1560-4040 Life Insurance - November 5.76 Sun Life Financial 11/05/2020 101-1600-4040 Life Insurance - November 4.66 Sun Life Financial 11/05/2020 101-1700-4040 Life Insurance - November 0.52 Sun Life Financial 11/05/2020 101-1550-4040 Life Insurance - November 43.52 Sun Life Financial 11/05/2020 101-1430-4040 Life Insurance - November 2.28 Sun Life Financial 11/05/2020 101-1170-4040 Life Insurance - November 3.81 Sun Life Financial 11/05/2020 101-1220-4040 Life Insurance - November 20.74 Sun Life Financial 11/05/2020 701-0000-4040 Life Insurance - November 37.06 Sun Life Financial 11/05/2020 700-0000-4040 Life Insurance - November 48.95 Sun Life Financial 11/05/2020 720-0000-4040 Life Insurance - November 19.43 Sun Life Financial 11/05/2020 101-0000-2011 Life Insurance - November 627.99 Sun Life Financial 11/05/2020 210-0000-2011 Life Insurance - November 10.59 Sun Life Financial 11/05/2020 700-0000-2011 Life Insurance - November 147.26 Sun Life Financial 11/05/2020 701-0000-2011 Life Insurance - November 147.26 Sun Life Financial 11/05/2020 720-0000-2011 Life Insurance - November 8.59 Sun Life Financial 11/05/2020 101-0000-2011 Life Insurance Cobra - November 50.66 Sun Life Financial 1,490.74 Target 10/16/2020 212-0000-4130 hand sanitizer 14.92 Target 10/16/2020 212-0000-4130 Hand Sanitizer 14.97 Target 10/16/2020 700-7043-4150 Supplies 40.77 Accounts Payable - Check Detail-ACH (11/13/2020 - 2:47 PM)Page 8 of 11 Name Check Da Account Description Amount Target 70.66 TouchPoint Logic LLC 11/12/2020 212-0000-4703 Wireless Mic Setup 3,522.00 TouchPoint Logic LLC 3,522.00 U of M Contlearning 10/16/2020 101-1250-4370 Continuing Education 352.00 U of M Contlearning 10/16/2020 101-1250-4370 Continuing Education - Class Cancellation -255.00 U of M Contlearning 10/16/2020 720-0000-4300 Training 215.00 U of M Contlearning 312.00 UNITED WAY 11/05/2020 101-0000-2006 PR Batch 00406.11.2020 United Way 30.40 UNITED WAY 30.40 US Bank Rebate 10/16/2020 101-1130-3903 Rebate -548.79 US Bank Rebate -548.79 USABlueBook 10/16/2020 700-7043-4150 Parts 67.66 USABlueBook 10/16/2020 700-7043-4150 Parts 43.94 USABlueBook 10/16/2020 701-0000-4551 Parts 230.93 USABlueBook 342.53 VERIZON WIRELESS 11/05/2020 101-1250-4310 Monthly Service 287.95 VERIZON WIRELESS 11/05/2020 101-1310-4310 Monthly Service 223.08 VERIZON WIRELESS 11/05/2020 101-1370-4310 Monthly Service 100.53 VERIZON WIRELESS 11/05/2020 101-1320-4310 Monthly Service 325.09 VERIZON WIRELESS 11/05/2020 101-1220-4310 Monthly Service 502.97 VERIZON WIRELESS 11/05/2020 101-0000-2033 Monthly Service 11.30 VERIZON WIRELESS 11/05/2020 101-1220-4310 Monthly Service 40.04 VERIZON WIRELESS 11/05/2020 101-1550-4310 Monthly Service 508.92 VERIZON WIRELESS 11/05/2020 101-1520-4310 Monthly Service 41.45 VERIZON WIRELESS 11/05/2020 101-1600-4310 Monthly Service 70.81 VERIZON WIRELESS 11/05/2020 101-1530-4310 Monthly Service 41.45 VERIZON WIRELESS 11/05/2020 700-0000-4310 Monthly Service 586.41 VERIZON WIRELESS 11/05/2020 701-0000-4310 Monthly Service 441.22 VERIZON WIRELESS 11/05/2020 720-0000-4310 Monthly Service 198.85 VERIZON WIRELESS 11/05/2020 101-1160-4310 Monthly Service 92.90 VERIZON WIRELESS 11/05/2020 101-1120-4310 Monthly Service 216.49 VERIZON WIRELESS 11/05/2020 101-1170-4310 Monthly Service 336.43 VERIZON WIRELESS 11/05/2020 101-1260-4310 Monthly Service 386.11 VERIZON WIRELESS 11/05/2020 101-1130-4310 Monthly Service 41.45 VERIZON WIRELESS 4,453.45 Versalok 10/16/2020 101-1550-4150 Pavers 333.59 Versalok 333.59 Walgreens 10/16/2020 101-1560-4130 TMobile gifts for Ice Cream social patrons on 11 Sept 6.45 Walgreens 10/16/2020 101-1560-4130 TMobile gifts for Ice Cream social patrons on 11 Sept 29.31 Walgreens 10/16/2020 101-1560-4130 TMobile gifts for Ice Cream social patrons on 11 Sept 17.20 Accounts Payable - Check Detail-ACH (11/13/2020 - 2:47 PM)Page 9 of 11 Name Check Da Account Description Amount Walgreens 52.96 Wal-Mart 10/16/2020 212-0000-4350 hand sanitizer CARES 71.20 Wal-Mart 71.20 Water Conservation Services, Inc.11/12/2020 700-0000-4300 Annual Water Leak Survey 3,615.00 Water Conservation Services, Inc. 3,615.00 Werner Electric 10/16/2020 701-0000-4530 Parts 188.51 Werner Electric 188.51 Wiper Shaker 10/16/2020 101-1320-4140 Vehicle Supplies 30.64 Wiper Shaker 30.64 WM MUELLER & SONS INC 11/05/2020 101-1550-4300 Materials 168.00 WM MUELLER & SONS INC 168.00 WSB & ASSOCIATES INC 11/05/2020 101-1310-4300 2020 GIS/AMS Support 365.70 WSB & ASSOCIATES INC 11/05/2020 101-1320-4300 2020 GIS/AMS Support 365.70 WSB & ASSOCIATES INC 11/05/2020 700-0000-4300 2020 GIS/AMS Support 365.70 WSB & ASSOCIATES INC 11/05/2020 701-0000-4300 2020 GIS/AMS Support 365.70 WSB & ASSOCIATES INC 11/05/2020 720-0000-4300 2020 GIS/AMS Support 365.70 WSB & ASSOCIATES INC 11/05/2020 601-6039-4300 Lake Drive East Street Improvement 150.00 WSB & ASSOCIATES INC 1,978.50 WW Grainger 10/16/2020 700-7019-4150 Parts 64.84 WW Grainger 10/16/2020 701-0000-4120 Supplies 25.54 WW Grainger 10/16/2020 701-0000-4120 Supplies 217.08 WW Grainger 307.46 WW GRAINGER INC 11/12/2020 101-1170-4510 Safety Sign 265.65 WW GRAINGER INC 265.65 XCEL ENERGY INC 11/05/2020 101-1350-4320 Monthly Service 18,548.80 XCEL ENERGY INC 11/05/2020 601-0000-3080 Monthly Service 392.00 XCEL ENERGY INC 11/05/2020 101-1600-4320 Monthly Service 78.20 XCEL ENERGY INC 11/05/2020 601-0000-3080 Monthly Service 28.00 XCEL ENERGY INC 19,047.00 ZIEGLER INC 11/12/2020 700-0000-4120 Parts 108.26 ZIEGLER INC 108.26 Zoom 10/16/2020 212-0000-4703 Zoom Monthly charge/ upgrade for Rec center 11.09 Zoom 10/16/2020 212-0000-4300 Zoom webinar monthly charge COVID 42.95 Zoom 10/16/2020 212-0000-4300 Zoom monthly webinar charge/ council/ Rec Center 86.43 Accounts Payable - Check Detail-ACH (11/13/2020 - 2:47 PM)Page 10 of 11 Name Check Da Account Description Amount Zoom 140.47 430,548.08 Accounts Payable - Check Detail-ACH (11/13/2020 - 2:47 PM)Page 11 of 11 CITY COUNCIL STAFF REPORT Monday, November 23, 2020 Subject CDA Community and Economic Development Updates November 18, 2020 Section CORRESPONDENCE DISCUSSION Item No: L.3. Prepared By File No: ATTACHMENTS: CDA Community and Economic Development Updates CDA Community and Economic Development Updates November 18, 2020 CDA updates -Our housing counselors are available at any time to discuss pre-purchase/ homeownership, budget and credit counseling, rental counseling, foreclosure prevention, and home improvement loans. -Brenda Lano, whom many of you have worked with, is leaving the CDA in early December. She has accepted a job with Homes Within Reach and will be working on community land trust activities. If you are working on a project with Brenda, she and I will be reaching out to you in the upcoming weeks to discuss a transition plan. Upcoming meetings -There are no upcoming meetings planned at this time. Upcoming grant/funding opportunities -Three funding opportunities are available through MnDOT’s Safe Routes to School. These opportunities are for both planning funds and capital funds for infrastructure. Applications are due November 25. -The CDA still has pre-development funds available through the Community Growth Partnership Initiative program if you have any planning or pre-development work you are thinking about starting before the end of the year. -The 2021 Community Growth Partnership Initiative will be released in early 2021. Look for more information in January. -The SciTech Internship Program is seeking employers who are looking for a STEM intern for their organization. Employers receive a wage match of 50% of the intern’s wages worth up to $2,500. For more information visit the SciTech MN website. -MnDOT is launching a DBE Business Academy to help small DBE businesses learn how to improve their business and potentially win MnDOT work as a contractor. Businesses interested can learn more on MnDOT’s website. Other updates -The CARES programs administered by the CDA and County are pretty much complete at this point in time. If there are any residents seeking funding for mortgages or rent, you can direct them to the state’s CHAP program. They are still taking applications. -DEED is still running their #GoodJobsNow campaign. If you know of an employer who may have job openings, encourage them to fill out the following form to highlight their opportunities. It will then be posted on DEED’s website. -The CDA’s Community Development Strategy is starting an update. The purpose of this strategy is to guide the CDA’s community and economic development activities. In order to help with this update, please take five minutes and fill out the following survey to help us understand the opinions and priorities of our key partners. Please do this by December 1. Thank you in advance for your help!