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SARTELL CITY COUNCIL AGENDA Monday, February 26, 2018 Sartell City Hall 6:00 P.M.
1. PLEDGE OF ALLEGIANCE
2. AGENDA REVIEW AND ADOPTION
3. OPEN FORUM/PUBLIC COMMENT (up to 5 speakers allowed for up to 3 minutes each – no Council response is given to open forum comments other than possible referral to City staff or Commission)
4. SPECIAL PRESENTATIONS
5. APPROVAL OF CITY COUNCIL MINUTES a. February 12, 2018 – Regular Meeting
6. CONSENT AGENDA a. Approval of Voucher Payments 73932-74007 and Electronic Payments 3425E-3428E b. Approval of Fund Transfers c. Approval of County Road 29 Engineering and Testing Proposals
7. PUBLIC HEARINGS a. Wellhead Protection Plan b. Street Reconstruction Plan c. Capital Improvement Plan
8. OLD BUSINESS a. Watab Park Improvements
9. NEW BUSINESS a. Final Plat - Lakeview Estates 10. CITY COUNCIL UPDATES & MISCELLANEOUS BUSINESS
11. ADJOURN
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SARTELL CITY COUNCIL MEETING MINUTES FEBRUARY 12, 2018
Pursuant to due call and notice thereof, a regular meeting of the Sartell City Council was held on February 12, 2018, in the Council Chambers of Sartell City Hall. Mayor Sarah Jane Nicoll called the meeting to order at 6 p.m. COUNCIL PRESENT: Mayor Nicoll, Council Members: Chisum, Lynch, Peterson, and Fitzthum COUNCIL ABSENT: None STAFF PRESENT: Mary Degiovanni, City Administrator; Anita Archambeau, Community Development Director; Jon Halter, City Engineer; April Ryan, City Engineer; John Kothenbeutel, Public Works Director; Dale Struffert, Deputy Police Chief; Heidi Ostlie, Finance Director; Rebecca Wicklund, Recording Secretary, Ted Venske, AV Technician.
PLEDGE OF ALLEGIANCE
AGENDA REVIEW AND ADOPTION Direction/Action A motion was made by Lynch and seconded by Chisum to approve the agenda as presented. The following voted: Aye Votes: Peterson, Nicoll, Lynch, Chisum, Fitzthum Nay Votes: None Motion Carried.
APPROVAL OF CITY COUNCIL MINUTES January 22, 2018 – Regular February 7, 2018 – Special Direction/Action A motion was made by Chisum and seconded by Fitzthum to approve the above minutes as presented. The following voted: Aye Votes: Peterson, Fitzthum, Nicoll, Chisum, Lynch Nay Votes: None Motion Carried.
CONSENT AGENDA a. Acceptance of Building Permit Activity Report b. Acceptance of Inspections Activity Report c. Approval of Voucher Payments 73762-73931 and EFT Payments 3394E-3424E d. Acceptance of Fire Department Report e. Approval of Carbon System for LS #1 f. Approval of Sanitary Sewer Repairs g. Approval of Resolution Appointing Fire Officer h. Approval of Compost Site Use Changes
February 12, 2018 Sartell City Council Meeting 2
i. Calling Annual EDA Meeting for 5:30 pm on Monday, March 12, 2018 j. Approval of Upgraded Water Plant Communications System k. Calling Public Hearing on Wellhead Protection Plan l. Approval of MNDOT Agency Agreement m. Approval of Administration Agreement – County Road 29 n. Approval of Charitable Gambling Premises Permit – Granite City Lumberjacks o. Approval of Transfer of 3.2% off-sale Liquor License – Walmart p. Approval of Resolution Ordering Celebration Feasibility and Authorizing Engineering Contract q. Approval of Budgeted PD Equipment r. Approval of Network Security Proposal s. Approval of Manhole Repairs
Councilmember Peterson removed items F, J, M and P for further discussion
Direction/Action A motion was made by Chisum and seconded by Fitzthum to approve the consent agenda without items F, J, M and P. The following voted: Aye Votes: Peterson, Fitzthum, Nicoll, Chisum, Lynch Nay Votes: None Motion Carried.
Consent Agenda Item F: Councilmember Peterson confirmed funding source for the repairs.
Direction/Action A motion was made by Peterson and seconded by Lynch to approve consent agenda item F. The following voted: Aye Votes: Peterson, Fitzthum, Nicoll, Chisum, Lynch Nay Votes: None Motion Carried.
Consent Agenda Item J: Councilmember Peterson confirmed funding source for the system.
Direction/Action A motion was made by Peterson and seconded by Fitzthum to approve consent agenda item J. The following voted: Aye Votes: Peterson, Fitzthum, Nicoll, Chisum, Lynch Nay Votes: None Motion Carried.
Consent Agenda Item M: Councilmember Peterson objected to the cost participation for right of way. Engineer Halter explained that both Benton County and Stearns County have the same policy.
Direction/Action A motion was made by Lynch and seconded by Nicoll to approve consent agenda item M. The following voted: Aye Votes: Fitzthum, Nicoll, Chisum, Lynch Nay Votes: Peterson Motion Carried.
February 12, 2018 Sartell City Council Meeting 3
Consent Agenda Item P: Councilmember Peterson asked for clarification on the process moving forward on the project and staff also confirmed this project does not impact East Side Street plans.
Direction/Action A motion was made by Peterson and seconded by Fitzthum to approve consent agenda item P. The following voted: Aye Votes: Peterson, Fitzthum, Nicoll, Chisum, Lynch Nay Votes: None Motion Carried.
OLD BUSINESS
PINECONE ROAD NORTH Halter presented an overview of the plans and specifications for the Pinecone Road North project. Council discussed the intersection at 7th Street North and Pinecone Road. Pros and cons of improving that intersection now or waiting for further study after high school location changes were discussed. Council majority favored waiting to ensure any final decision on intersection control is based on actual traffic and not estimates.
Direction/Action A motion was made by Fitzthum and seconded by Lynch to adopt the Resolution Approving Plans and Specifications and Ordering Bids. The following voted: Aye Votes: Fitzthum, Nicoll, Lynch, Chisum Nay Votes: Peterson Motion Carried.
Direction/Action A motion was made by Lynch and seconded by Fitzthum to approve the Resolution relating to parking restrictions on S.A.P. 220-103-007, Pinecone Road North from 7th Street North to 35th Street North. The following voted: Aye Votes: Peterson, Fitzthum, Nicoll, Chisum, Lynch Nay Votes: None Motion Carried.
VAL SMITH PARKING LOT Halter presented the plans for expansion of the parking lot at Val Smith Park.
Direction/Action A motion was made by Peterson and seconded by Chisum to approve the engineering proposal and authorizing plans and specifications and obtaining quotes for the parking lot improvement at Val Smith Park. The following voted: Aye Votes: Peterson, Fitzthum, Nicoll, Chisum, Lynch Nay Votes: None Motion Carried.
February 12, 2018 Sartell City Council Meeting 4
NEW BUSINESS
FINAL PLAT – LAKEVIEW ESTATES The developer was unable to attend tonight’s meeting so staff recommended tabling this item to the next meeting.
Direction/Action A motion was made by Chisum and seconded by Fitzthum to table this item to the February 26th meeting. The following voted: Aye Votes: Peterson, Fitzthum, Nicoll, Chisum, Lynch Nay Votes: None Motion Carried.
DEPARTMENT REPORTS Police Department: Struffert presented the monthly report.
Public Works: Kothenbeutel presented the monthly report.
City Engineer: Halter presented the monthly report.
Community Development: Archambeau presented the monthly report.
Administration/Finance: Ostlie and Degiovanni presented the monthly report.
CITY COUNCIL UPDATES AND MISCELLANEOUS BUSINESS There were no updates.
ADJOURN A motion was made by Fitzthum and seconded by Lynch to adjourn the meeting at 7:16 p.m. The motion carried unanimously.
______Rebecca Wicklund, Recording Secretary
______Sarah Jane Nicoll, Mayor
February 12, 2018 Sartell City Council Meeting CITY OF SARTELL 02/22/18 9:42 AM Page 1 *Check Detail Register©
January 2018 to February 2018
Check Amt Invoice Comment
10100 US BANK Paid Chk# 073932 2/8/2018 MNGFOA E 101-41-414-340 TRAINING $15.00 09122 FEB 2018 MNGFOA LUNCH MEETING H. OSTLIE E 101-41-414-434 DUES & SUBSCRIPTIONS $50.00 09123 2018 MNGFOA MEMBERSHIP DUES H OSTLIE Total MNGFOA $65.00
Paid Chk# 073933 2/8/2018 SARTELL BASEBALL ASSOCIATION E 101-45-452-210 SUPPLIES/MATERIALS $44.40 052416 REPLACEMENT CHECK FOR CHECK 69388 ISSUED 5- 24-16 Total SARTELL BASEBALL ASSOCIATION $44.40
Paid Chk# 073934 2/12/2018 DEPARTMENT OF FINANCE/TREASURY E 222-42-421-430 MISCELLANEOUS $31.50 021218 10% OF DRUG FORFEITURE 17908008 Total DEPARTMENT OF FINANCE/TREASURY $31.50
Paid Chk# 073935 2/12/2018 STEARNS CNTY ATTYS OFFICE E 222-42-421-430 MISCELLANEOUS $63.00 021218 STEARNS COUNTY PORTION OF DRUG FORFEITURE 17908008 Total STEARNS CNTY ATTYS OFFICE $63.00
Paid Chk# 073936 2/12/2018 FBI/LEEDA E 101-42-421-434 DUES & SUBSCRIPTIONS $50.00 42389307-18 FBI-LEEDA DUES - HUGHES E 101-42-421-434 DUES & SUBSCRIPTIONS $50.00 42390224-18 FLI-LEEDA DUES - STRUFFERT Total FBI/LEEDA $100.00
Paid Chk# 073937 2/14/2018 MN RURAL WATER ASSOCIATION E 601-49-493-340 TRAINING $230.00 021418 MN RURAL WATER ASSOCIATION TECHNICAL CONFERENCE GERADS Total MN RURAL WATER ASSOCIATION $230.00
Paid Chk# 073938 2/16/2018 ADVANCED INTEGRATED TECH E 101-43-434-320 COMM/TELE/INTERNET $174.21 180315434 PHONE SERVICE E 101-42-421-320 COMM/TELE/INTERNET $1,515.24 180315434 PHONE SERVICE E 101-42-422-320 COMM/TELE/INTERNET $100.73 180315434 PHONE SERVICE E 101-41-414-320 COMM/TELE/INTERNET $729.87 180315434 PHONE SERVICE E 101-45-451-320 COMM/TELE/INTERNET $258.43 180315434 PHONE SERVICE E 601-49-493-320 COMM/TELE/INTERNET $65.38 180315434 PHONE SERVICE Total ADVANCED INTEGRATED TECH $2,843.86
Paid Chk# 073939 2/16/2018 AMERIPRIDE LINEN/APPAREL SERV E 101-43-434-170 CLOTHING ALLOWANCE $27.50 2201015983 UNIFORMS E 101-45-452-170 CLOTHING ALLOWANCE $20.00 2201015983 UNIFORMS E 601-49-493-170 CLOTHING ALLOWANCE $26.00 2201015983 UNIFORMS E 602-49-496-170 CLOTHING ALLOWANCE $5.00 2201015983 UNIFORMS E 101-43-434-406 R & M - BLDG $119.91 2201015983 UNIFORMS E 101-43-434-210 SUPPLIES/MATERIALS $94.55 2201015983 TOWELS, MATS, MOPS, MAINT E 101-43-434-406 R & M - BLDG $30.00 2201015985 TOWELS, MOPS, MATS- UTILITY SHOP E 101-41-414-406 R & M - BLDG $43.73 2201016000 TOWELS, MATS- CITY HALL CITY OF SARTELL 02/22/18 9:42 AM Page 2 *Check Detail Register©
January 2018 to February 2018
Check Amt Invoice Comment
Total AMERIPRIDE LINEN/APPAREL SERV $366.69
Paid Chk# 073940 2/16/2018 APPLIED CONCEPTS INC E 412-42-421-500 CAPITAL OUTLAY $2,503.00 322011 QUIP FOR NEW SQAUD Total APPLIED CONCEPTS INC $2,503.00
Paid Chk# 073941 2/16/2018 AXON ENTERPRISE INC E 101-42-421-210 SUPPLIES/MATERIALS $1,702.00 SI1521011 SUPPLIES- PD E 217-42-421-210 SUPPLIES/MATERIALS $1,590.00 SI1521012 RESERVE TAZER CARTRIDGES Total AXON ENTERPRISE INC $3,292.00
Paid Chk# 073942 2/16/2018 CENTRA CARE HEALTH SYSTEM E 101-42-421-430 MISCELLANEOUS $457.00 CC102789292 PRE-EMPLOYMENT- CSO CANDIDATE Total CENTRA CARE HEALTH SYSTEM $457.00
Paid Chk# 073943 2/16/2018 CITI LITES INC E 101-43-434-305 CONSULTANTS-OTHER $65.00 057207 LOCATES Total CITI LITES INC $65.00
Paid Chk# 073944 2/16/2018 CLOUDNET INC E 101-41-414-320 COMM/TELE/INTERNET $20.00 20180245069 2018 DOMAIN RENEWAL 04/20/18 TO 04/20/19 Total CLOUDNET INC $20.00
Paid Chk# 073945 2/16/2018 CMS AUTOBODY E 101-42-421-405 R & M - VEHICLES $899.05 13365 SQUAD REPAIR/INSURANCE CLAIM- PD Total CMS AUTOBODY $899.05
Paid Chk# 073946 2/16/2018 EARTH SCIENCE ASSOCIATES INC E 101-43-434-305 CONSULTANTS-OTHER $5,940.00 24-002 FORMER GREDE, MPCA SW-380, CLOSED LAND FILL, SARTELL E 601-49-414-311 LBG ADMIN FEES $7,290.00 24-002 LAGOON #3 HAZARDOUS WASTE SITE E 601-49-414-311 LBG ADMIN FEES $6,240.00 24-002 SARTELL CLOSED LANDFILL (NORTHSIDE PARK) MPCA SW-279 Total EARTH SCIENCE ASSOCIATES INC $19,470.00
Paid Chk# 073947 2/16/2018 FLAHERTY & HOOD PA E 101-42-421-308 LEGAL $181.25 02062018 LEGAL SERVICES- JAN 2018 Total FLAHERTY & HOOD PA $181.25
Paid Chk# 073948 2/16/2018 FSSOLUTIONS E 101-43-434-305 CONSULTANTS-OTHER $83.33 FL00194698 2018 ANNUAL FEES E 101-45-452-305 CONSULTANTS-OTHER $83.33 FL00194698 2018 ANNUAL FEES E 601-49-493-305 CONSULTANTS-OTHER $83.34 FL00194698 2018 ANNUAL FEES E 101-43-434-305 CONSULTANTS-OTHER $50.95 FL00194698 RANDOM DOT TEST Total FSSOLUTIONS $300.95
Paid Chk# 073949 2/16/2018 HERC U LIFT E 101-43-434-404 R & M- EQUIPMENT $145.20 W355790 PLANNED MAINT ON LIFT Total HERC U LIFT $145.20 CITY OF SARTELL 02/22/18 9:42 AM Page 3 *Check Detail Register©
January 2018 to February 2018
Check Amt Invoice Comment
Paid Chk# 073950 2/16/2018 INNOVATIVE OFFICE SOLUTIONS LL E 101-42-421-200 OFFICE SUPPLIES $320.57 IN1924992 OFFICE SUPPLIES Total INNOVATIVE OFFICE SOLUTIONS LL $320.57
Paid Chk# 073951 2/16/2018 JOHN HENRY FOSTER MN INC E 601-49-493-410 R & M-WATER PLANTS $771.54 10342847-00 REPAIRS Total JOHN HENRY FOSTER MN INC $771.54
Paid Chk# 073952 2/16/2018 LITTLE FALLS MACHINE INC. E 101-43-434-404 R & M- EQUIPMENT $381.31 351016 HANGER ASSEMBLY Total LITTLE FALLS MACHINE INC. $381.31
Paid Chk# 073953 2/16/2018 LYNN PEAVEY COMPANY E 101-42-421-210 SUPPLIES/MATERIALS $43.80 340863 SUPPLIES-PD Total LYNN PEAVEY COMPANY $43.80
Paid Chk# 073954 2/16/2018 MARUDAS PRINT SERVICES E 101-41-414-210 SUPPLIES/MATERIALS $312.26 13181 ENVELOPS Total MARUDAS PRINT SERVICES $312.26
Paid Chk# 073955 2/16/2018 MENARDS E 101-45-451-210 SUPPLIES/MATERIALS $31.13 73436 BASEBALL ASSOC. Total MENARDS $31.13
Paid Chk# 073956 2/16/2018 MIDWAY IRON & METAL E 101-45-452-210 SUPPLIES/MATERIALS $156.57 379392 ANGLES STEEL- PARKS E 101-43-434-210 SUPPLIES/MATERIALS $207.92 379770 MAIL BOXES Total MIDWAY IRON & METAL $364.49
Paid Chk# 073957 2/16/2018 MINNESOTA PUMP WORKS E 602-49-496-404 R & M- EQUIPMENT $930.00 00002857 ON SITE SERVICE Total MINNESOTA PUMP WORKS $930.00
Paid Chk# 073958 2/16/2018 MUSTANG SIGNS & GRAPHICS E 101-42-421-405 R & M - VEHICLES $64.95 20625 911 EMERGENCY & FLAG DECALS- INSURANCE CLAIM PD Total MUSTANG SIGNS & GRAPHICS $64.95
Paid Chk# 073959 2/16/2018 OFFICE DEPOT OFFICEMAX E 601-49-493-200 OFFICE SUPPLIES $45.98 100508082001 LAMINATING SHEETS- PW E 227-41-414-240 SMALL TOOLS $89.98 7236584 NEW CC AIV EQUIPMENT E 101-41-414-200 OFFICE SUPPLIES $49.97 995117246001 GENERAL BANK STAMP Total OFFICE DEPOT OFFICEMAX $185.93
Paid Chk# 073960 2/16/2018 OXYGEN SERVICE COMPANY E 101-43-434-210 SUPPLIES/MATERIALS $17.06 08139734 SPOOL OF ALUMINUM- SUPPLIES SHOP E 101-43-434-210 SUPPLIES/MATERIALS $75.10 08140116 SUPPLIES-SHOP Total OXYGEN SERVICE COMPANY $92.16 CITY OF SARTELL 02/22/18 9:42 AM Page 4 *Check Detail Register©
January 2018 to February 2018
Check Amt Invoice Comment
Paid Chk# 073961 2/16/2018 PROFESSIONAL OFFICE SERV INC E 601-49-414-354 PRINTING AND BINDING $1,732.62 002749439 POSTAGE CHARGE FOR UTIL BILL E 602-49-414-354 PRINTING AND BINDING $1,732.62 002749439 POSTAGE CHARGE FOR UTIL BILL Total PROFESSIONAL OFFICE SERV INC $3,465.24
Paid Chk# 073962 2/16/2018 RESOURCE TRAINING & SOLUTIONS E 101-41-414-434 DUES & SUBSCRIPTIONS $162.00 30124 2018 MEMBERSHIP Total RESOURCE TRAINING & SOLUTIONS $162.00
Paid Chk# 073963 2/16/2018 RINKE-NOONAN E 429-46-465-308 LEGAL $5,032.00 279752 AIM DEVELOPMENT (USA) LLC ASSESSMENT APPEAL E 101-41-465-308 LEGAL $1,263.50 279753 ANNEXATION ISSUES Total RINKE-NOONAN $6,295.50
Paid Chk# 073964 2/16/2018 ROYAL TIRE INC E 101-43-434-404 R & M- EQUIPMENT $170.38 108-90327 STREETS TRAILER Total ROYAL TIRE INC $170.38
Paid Chk# 073965 2/16/2018 SARTELL HARDWARE HANK E 601-49-493-210 SUPPLIES/MATERIALS $23.55 106905 SUPPLIES- WATER DEPT E 101-45-452-210 SUPPLIES/MATERIALS $6.29 160553 GARBAGE CANS-PARKS E 101-45-451-210 SUPPLIES/MATERIALS $4.98 160621 WINDOW CLEANING- COMM CENTER E 101-43-434-210 SUPPLIES/MATERIALS $12.99 160945 SUPPLIES- FD E 101-43-434-210 SUPPLIES/MATERIALS $28.45 160966 SUPPLIES E 101-45-451-210 SUPPLIES/MATERIALS $10.39 160995 SUPPLIES- COMM CENTER E 601-49-493-210 SUPPLIES/MATERIALS $10.36 161021 SUPPLIES- WATER DEPT Total SARTELL HARDWARE HANK $97.01
Paid Chk# 073966 2/16/2018 SARTELL NEWSLEADER E 101-41-411-350 PUBLICATIONS $450.00 401722 LEGAL ADVERTISITING E 601-49-493-350 PUBLICATIONS $80.00 401764 LEGALS ADVERTISING- WELLHEAD PROTECTION PLAN PART2 Total SARTELL NEWSLEADER $530.00
Paid Chk# 073967 2/16/2018 SHORT ELLIOTT HENDRICKSON INC E 602-49-496-303 ENGINEERING $15,615.14 345182 JAN 2018 COMP SEWER PLAN Total SHORT ELLIOTT HENDRICKSON INC $15,615.14
Paid Chk# 073968 2/16/2018 STAPLES BUSINESS ADVANTAGE E 101-43-434-200 OFFICE SUPPLIES $47.81 3368097260 PAPER AND INK- STREETS E 101-41-414-200 OFFICE SUPPLIES $3.76 3368097260 FOLDERS-CITY HALL Total STAPLES BUSINESS ADVANTAGE $51.57
Paid Chk# 073969 2/16/2018 STEARNS ELECTRIC ASSOCIATION E 101-43-434-386 UTIL-PROTECTIVE LIGHTING $30.00 02152018 20TH AVE S E 602-49-496-381 UTILITY ELECTRICITY $84.80 02152018 LIFT STATION E 101-43-434-386 UTIL-PROTECTIVE LIGHTING $1,604.40 02152018 PINETREE POND E 101-43-434-386 UTIL-PROTECTIVE LIGHTING $367.00 02152018 PINECONE RD N LIGHT CKT CITY OF SARTELL 02/22/18 9:42 AM Page 5 *Check Detail Register©
January 2018 to February 2018
Check Amt Invoice Comment
E 101-43-434-386 UTIL-PROTECTIVE LIGHTING $427.00 02152018 PINECONE RD S LIGHT CKT E 101-42-425-381 UTILITY ELECTRICITY $20.00 02152018 SIREN/FERCHE SOUTH E 101-43-434-386 UTIL-PROTECTIVE LIGHTING $196.00 02152018 2 & 1/2 STREET LIGHT CKT E 101-45-453-381 UTILITY ELECTRICITY $29.95 02152018 1021 19TH AVE E 101-43-436-381 UTILITY ELECTRICITY $29.74 02152018 COMPOST SITE E 101-43-434-386 UTIL-PROTECTIVE LIGHTING $54.78 02152018 MADISON CROSSING E 101-43-434-386 UTIL-PROTECTIVE LIGHTING $24.90 02152018 NEWPORT II STR LIGHTS E 101-43-434-386 UTIL-PROTECTIVE LIGHTING $29.88 02152018 AVALON VLG 5 STR LIGHT E 101-43-434-386 UTIL-PROTECTIVE LIGHTING $14.94 02152018 FOX RUN III E 101-43-434-386 UTIL-PROTECTIVE LIGHTING $19.92 02152018 TIFFANY MEDOWS E 101-43-434-386 UTIL-PROTECTIVE LIGHTING $9.96 02152018 PINE LAKE VILLAGE E 101-42-425-381 UTILITY ELECTRICITY $21.38 02152018 FOX RUN SIREN E 101-43-434-386 UTIL-PROTECTIVE LIGHTING $42.81 02152018 SIERRA LOOP STR LIGHTS E 101-43-434-386 UTIL-PROTECTIVE LIGHTING $120.00 02152018 15TH ST S E 101-43-434-386 UTIL-PROTECTIVE LIGHTING $88.66 02152018 SCOUT DR & UTAH RD E 101-43-434-386 UTIL-PROTECTIVE LIGHTING $102.24 02152018 1300 PINECONE RD S E 101-43-434-386 UTIL-PROTECTIVE LIGHTING $52.20 02152018 1729 PINECONE RD S E 101-43-434-386 UTIL-PROTECTIVE LIGHTING $129.00 02152018 ST LIGHT CIRCUIT/2ND ST & THEISEN RD E 601-49-493-387 UTIL ELEC-WATER PLANTS $2,663.00 02152018 1201 COUNTY RD 4 E 101-43-434-386 UTIL-PROTECTIVE LIGHTING $73.00 02152018 1901 11TH ST N E 601-49-493-388 UTIL ELEC-WELLS $1,455.15 02152018 WELLS 15 &16 E 101-43-434-386 UTIL-PROTECTIVE LIGHTING $24.90 02152018 AVALON VILLAGE PLATS 7&8 E 101-43-434-386 UTIL-PROTECTIVE LIGHTING $35.00 02152018 NEXT TO 2063 SANDSTONE LOOP N E 101-43-434-386 UTIL-PROTECTIVE LIGHTING $19.92 02152018 SANDSTONE VLG STR LIGHT Total STEARNS ELECTRIC ASSOCIATION $7,770.53
Paid Chk# 073970 2/16/2018 TENVOORDE FORD INC E 101-42-421-405 R & M - VEHICLES $17.56 5115634 SINDSCHEILD HOSE- PD Total TENVOORDE FORD INC $17.56
Paid Chk# 073971 2/16/2018 VERIZON WIRELESS E 221-45-452-320 COMM/TELE/INTERNET $14.90 9801136572 PCRS SIGNS JAN 2018 Total VERIZON WIRELESS $14.90
Paid Chk# 073972 2/16/2018 VOGT, JASON E 101-43-434-210 SUPPLIES/MATERIALS $7.21 02122018 SUPPLIES FOR WINDOW CLEANING Total VOGT, JASON $7.21
Paid Chk# 073973 2/16/2018 WACOSA E 101-41-414-409 CONTRACTED CLEANING $320.72 1485 JAN 2018 CITY HALL CLEANING Total WACOSA $320.72
Paid Chk# 073974 2/16/2018 XCEL ENERGY E 101-43-434-386 UTIL-PROTECTIVE LIGHTING $1,351.76 579505649 STREET LIGHTING Total XCEL ENERGY $1,351.76
Paid Chk# 073975 2/16/2018 XCEL ENERGY E 101-43-434-386 UTIL-PROTECTIVE LIGHTING $8,719.67 579279665 STREET LIGHTS CITY OF SARTELL 02/22/18 9:42 AM Page 6 *Check Detail Register©
January 2018 to February 2018
Check Amt Invoice Comment
Total XCEL ENERGY $8,719.67
Paid Chk# 073976 2/16/2018 XCEL ENERGY E 101-43-434-386 UTIL-PROTECTIVE LIGHTING $283.62 579025703 ELECTRICITY SERVICES 01/02/18 TO 01/31/18 Total XCEL ENERGY $283.62
Paid Chk# 073977 2/16/2018 XCEL ENERGY E 101-43-434-386 UTIL-PROTECTIVE LIGHTING $167.26 579043404 ELECTRICITY SERVICE 01/04/18 TO 01/31/18 Total XCEL ENERGY $167.26
Paid Chk# 073978 2/22/2018 WEX BANK E 101-42-421-212 FUELS $87.00 53145107 JAN 2018 FUEL CARDS Total WEX BANK $87.00
Paid Chk# 073979 2/22/2018 SARTELL ST STEPHEN EDUC FOUND G 101-20200 ACCOUNTS PAYABLE $24,000.00 CITYOFSART 2017 SARTELL-STSTEPHEN SUMMER RECREATION CONTRIBUTION Total SARTELL ST STEPHEN EDUC FOUND $24,000.00
Paid Chk# 073980 2/22/2018 AMERICAN PAYMENT CENTERS E 601-49-414-413 RENTALS $75.00 15-17533 BOX SERVICE AT BOTH COBORNS E 602-49-414-413 RENTALS $75.00 15-17533 BOX SERVICE AT BOTH COBORNS Total AMERICAN PAYMENT CENTERS $150.00
Paid Chk# 073981 2/22/2018 AMERIPRIDE LINEN/APPAREL SERV E 101-45-451-210 SUPPLIES/MATERIALS $241.07 2201018602 TOWELS, MOPS, MATS- COMM CENTER Total AMERIPRIDE LINEN/APPAREL SERV $241.07
Paid Chk# 073982 2/22/2018 ANDERSON, R K E 101-42-421-305 CONSULTANTS-OTHER $100.00 02212018 PD HIRING CONSULTING Total ANDERSON, R K $100.00
Paid Chk# 073983 2/22/2018 CENTRAL MN MENTAL HEALTH CENTE E 101-42-421-550 CAP OUTLAY-EQUIP $11,725.00 02072018 CRIZIZ RESPONSE INITIATIVE Total CENTRAL MN MENTAL HEALTH CENTE $11,725.00
Paid Chk# 073984 2/22/2018 EMERGENCY RESPONSE SOLUTIONS E 101-42-422-404 R & M- EQUIPMENT $389.08 10290 FD EQUIPMENT Total EMERGENCY RESPONSE SOLUTIONS $389.08
Paid Chk# 073985 2/22/2018 GRANITE ELECTRONICS INC E 101-42-422-404 R & M- EQUIPMENT $20.00 150003319-1 BATTERY- FD Total GRANITE ELECTRONICS INC $20.00
Paid Chk# 073986 2/22/2018 HUGHES, JAMES J. E 101-42-421-330 TRANSPORTATION/LODGING $74.12 02162018 REIMB MILEAGE- HUGHES- PD Total HUGHES, JAMES J. $74.12
Paid Chk# 073987 2/22/2018 KEEPRS INC CITY OF SARTELL 02/22/18 9:42 AM Page 7 *Check Detail Register©
January 2018 to February 2018
Check Amt Invoice Comment
E 101-42-421-170 CLOTHING ALLOWANCE ($43.00) 361994-80 CREDIT- POLO SHIRT- PD E 101-42-421-170 CLOTHING ALLOWANCE $107.00 362771 NEW HIRE- MILLER- PD E 101-42-421-170 CLOTHING ALLOWANCE $42.00 366365 POLO- WALTERS- PD E 217-42-421-170 CLOTHING ALLOWANCE $110.02 366598-01 UNIFORM FOR RESERVES WALZ- PD E 101-42-422-170 CLOTHING ALLOWANCE $287.97 366619 FD GEAR- DINGMANN E 101-42-422-170 CLOTHING ALLOWANCE $69.99 367341-01 FD GEAR- FITZTHUM E 101-42-422-170 CLOTHING ALLOWANCE $101.36 367641 FD GEAR- FITZTHUM E 101-42-422-170 CLOTHING ALLOWANCE $70.60 367800 FD GEAR- BUGLES E 101-42-422-170 CLOTHING ALLOWANCE $369.59 368141 FD GEAR- MORSE E 101-42-422-170 CLOTHING ALLOWANCE $454.95 368141-01 FD GEAR- MORSE E 101-42-421-170 CLOTHING ALLOWANCE $53.37 370821 NEW HIRE- MILLER E 101-42-421-240 SMALL TOOLS $828.00 370822 GLOCK REPAIR- PD E 101-42-421-170 CLOTHING ALLOWANCE $382.85 370842 NEW HIRES- MILLER Total KEEPRS INC $2,834.70
Paid Chk# 073988 2/22/2018 MARCO TECHNOLOGIES LLC NW7128 E 101-42-421-414 LEASES-EQUIPMENT $17.50 INV4997659 CONTRACT 02/15/18 TO 03/14/2018 Total MARCO TECHNOLOGIES LLC NW7128 $17.50
Paid Chk# 073989 2/22/2018 MARCO TECHNOLOGIES LLC-COPIERS E 101-42-421-404 R & M- EQUIPMENT $410.02 350917712 CONTRACT PAYMENT 02/10/18 TO 03/10/2018 E 101-41-414-414 LEASES-EQUIPMENT $568.64 351388558 CONTRACT 2/15/18 TO 3/15/18 Total MARCO TECHNOLOGIES LLC-COPIERS $978.66
Paid Chk# 073990 2/22/2018 MARTIN-MCALLISTER E 101-42-421-305 CONSULTANTS-OTHER $500.00 11486 ASSESSMENT FOR CSO CANDIDATE- PD Total MARTIN-MCALLISTER $500.00
Paid Chk# 073991 2/22/2018 MN DEPT OF HEALTH G 601-20819 SAFE DRINKING WATER ACT $7,619.00 02132018 1ST QRT. 2018 Total MN DEPT OF HEALTH $7,619.00
Paid Chk# 073992 2/22/2018 MN STATE FIRE CHIEFS ASSN E 101-42-422-340 TRAINING $285.00 200002418 2018 ALEX FOS REGISTRATION- LUKE JOHNSON E 101-42-422-340 TRAINING $285.00 200002418 2018 ALEX FOS REGISTRATION- BRIAN HEIM E 101-42-422-340 TRAINING $285.00 200002418 2018 ALEX FOS REGISTRATION-BEN KLOCKER Total MN STATE FIRE CHIEFS ASSN $855.00
Paid Chk# 073993 2/22/2018 MOSS & BARNETT E 101-41-414-308 LEGAL $57.00 682893 LEGAL SERVICE ON CHARTER FRANCHISE RENEWAL Total MOSS & BARNETT $57.00
Paid Chk# 073994 2/22/2018 NELSON, JEFF E 101-42-424-330 TRANSPORTATION/LODGING $305.20 02212018 CONTINUING ED MILEAGE Total NELSON, JEFF $305.20
Paid Chk# 073995 2/22/2018 O REILLY AUTO PARTS E 101-42-424-210 SUPPLIES/MATERIALS $35.70 1572-168970 WIPER BLADES- INSPECTIONS CITY OF SARTELL 02/22/18 9:42 AM Page 8 *Check Detail Register©
January 2018 to February 2018
Check Amt Invoice Comment
Total O REILLY AUTO PARTS $35.70
Paid Chk# 073996 2/22/2018 PROFIELDS LLC E 101-45-451-206 CONTRACTS PAYMENTS $17,250.00 18009 FEB 2018 COMM CENTER CONTRACT PAYMENT E 101-45-451-201 CONCESSIONS PRODUCTS $1,293.23 18010 REIMB CONCESSIONS PRODUCT PURCHASED 1/1/18 TO 2/18/18 Total PROFIELDS LLC $18,543.23
Paid Chk# 073997 2/22/2018 PURCHASE POWER-PITNEY BOWES E 101-41-414-322 POSTAGE $1,005.00 800090000113 POSTAGE Total PURCHASE POWER-PITNEY BOWES $1,005.00
Paid Chk# 073998 2/22/2018 RUHLAND COMMERCIAL CONSL LTD E 433-46-465-305 CONSULTANTS-OTHER $18,100.00 18637 PINECONE RD N APPRAISALS Total RUHLAND COMMERCIAL CONSL LTD $18,100.00
Paid Chk# 073999 2/22/2018 SHORT ELLIOTT HENDRICKSON INC E 601-49-493-303 ENGINEERING $10,557.76 345628 JAN 2018- WATER SYSTEM PLAN E 433-46-465-303 ENGINEERING $28,755.00 345980 JAN 2018- PINECONE ROAD IMPRO E 417-43-431-303 ENGINEERING $453.50 345981 JAN 2018- 27TH ST N E 101-41-465-303 ENGINEERING $500.00 345984 JAN 2018- LAKEVIEW ESTATES E 603-49-850-303 ENGINEERING $2,560.63 345984 JAN 2018- GEN ENGERRING E 601-49-493-303 ENGINEERING $2,560.63 345984 JAN 2018- GEN ENGENEERING E 602-49-496-303 ENGINEERING $2,560.64 345984 JAN 2018- GEN ENGENEERING E 402-46-465-303 ENGINEERING $587.50 345985 JAN 2018- WATAB PARK E 601-49-493-303 ENGINEERING $3,338.00 345989 JAN 2018- SMARTCONNCET SERVICE E 436-42-360-303 ENGINEERING $1,557.36 345990 JAN 2018- PUBLIC SAFETY FA E 429-46-465-303 ENGINEERING $5,297.48 346041 JAN 2018 4TH AVE S CONS SER E 402-46-465-303 ENGINEERING $1,000.00 346042 JAN 2018- CHAMPION FIELD E 434-46-465-303 ENGINEERING $14,245.00 346043 JAN 2018- CR 29 UTILITY IMPS E 603-49-850-303 ENGINEERING $6,320.25 346044 JAN 2018- DRAINAGE COMP PLAN E 402-46-465-303 ENGINEERING $10,488.00 346045 JAN 2018- PCP BALL FIELDS Total SHORT ELLIOTT HENDRICKSON INC $90,781.75
Paid Chk# 074000 2/22/2018 SIMON, RENJU R 601-49-400-37710 WATER SALES $871.61 820 10TH ST REIMB OVERPAYMENT ON UNTILITY BILL Total SIMON, RENJU $871.61
Paid Chk# 074001 2/22/2018 SIRCHIE FINGER PRINT LABORATOR E 101-42-421-170 CLOTHING ALLOWANCE $375.66 0335982-IN HELMETS Total SIRCHIE FINGER PRINT LABORATOR $375.66
Paid Chk# 074002 2/22/2018 SMOKE-EATER E 101-42-422-434 DUES & SUBSCRIPTIONS $216.00 02222018 MEMBERSHIP-FD Total SMOKE-EATER $216.00
Paid Chk# 074003 2/22/2018 THEIS, CATHY E 101-42-421-305 CONSULTANTS-OTHER $37.50 04-2018 PROF SERVICE- 2/8/18 TO 2/21/18 CITY OF SARTELL 02/22/18 9:42 AM Page 9 *Check Detail Register©
January 2018 to February 2018
Check Amt Invoice Comment
Total THEIS, CATHY $37.50
Paid Chk# 074004 2/22/2018 TOTAL ADMIN SERVICES CORP E 101-41-414-131 BENEFIT PLAN ADMIN FEES $1,101.76 IN1220506 FLEX PLAN ADMIN FEES Total TOTAL ADMIN SERVICES CORP $1,101.76
Paid Chk# 074005 2/22/2018 TUMBERG, HEIDI E 101-41-414-330 TRANSPORTATION/LODGING $84.48 02212018 MILEAGE TO MNGFOA Total TUMBERG, HEIDI $84.48
Paid Chk# 074006 2/22/2018 VERIZON WIRELESS E 601-49-493-320 COMM/TELE/INTERNET $35.01 9800841571 PHONE SERVICES 01/02/18 TO 02/01/18 E 602-49-496-320 COMM/TELE/INTERNET $35.01 9800841571 PHONE SERVICES 01/02/18 TO 02/01/18 E 101-45-451-320 COMM/TELE/INTERNET $24.27 9800841571 PHONE SERVICES 01/02/18 TO 02/01/18 E 101-45-454-320 COMM/TELE/INTERNET $48.54 9800841571 PHONE SERVICES 01/02/18 TO 02/01/18 E 101-42-421-320 COMM/TELE/INTERNET $927.13 9800841571 PHONE SERVICES 01/02/18 TO 02/01/18 Total VERIZON WIRELESS $1,069.96
Paid Chk# 074007 2/22/2018 WATCHGUARD VIDEO E 412-42-421-500 CAPITAL OUTLAY $90.00 ACCINV00141 NEW SQUAD EQUIPMENT Total WATCHGUARD VIDEO $90.00
10100 US BANK $261,882.09 Fund Summary 10100 US BANK 101 GENERAL $96,180.83 217 POLICE RESERVES $1,700.02 221 BEAUTIFICATION $14.90 222 FORFEITURE $94.50 227 PEG ACCESS FEES $89.98 402 PUBLIC IMPROVEMENT REVOLVING $12,075.50 412 PD EQUIPMENT FUND $2,593.00 417 STREET FUND $453.50 429 4TH/50TH CAPITAL PROJECT $10,329.48 433 PINECONE ROAD 2018 $46,855.00 434 CR 29 & EAST SIDE STREETS $14,245.00 436 PUBLIC SAFETY FACILITY $1,557.36 601 WATER FUND $45,773.93 602 SEWER FUND $21,038.21 603 STORMWATER FUND $8,880.88 $261,882.09 CITY OF SARTELL 02/22/18 9:42 AM Page 1 *Check Detail Register©
January 2018 to February 2018
Check Amt Invoice Comment
10100 US BANK Paid Chk# 003425E 2/12/2018 MN DEPT OF REVENUE-SALES/USE G 101-20813 SALES TAX PAYABLE $836.00 013118 JAN 2018 SALES TAX G 601-20813 SALES TAX PAYABLE $1,089.00 013118 JAN 2018 SALES TAX Total MN DEPT OF REVENUE-SALES/USE $1,925.00
Paid Chk# 003426E 2/12/2018 US BANK (CREDIT CARD) E 101-43-434-340 TRAINING $50.00 020518 LICENSE FEE FOR HAAKONSON'S BOILER'S LICENSE E 101-45-451-210 SUPPLIES/MATERIALS $251.93 020518 HANERS AND HANGER ORGANIZERS FOR COMMUNITY CENTER E 101-45-451-210 SUPPLIES/MATERIALS $141.82 020518 REPLACEMENT FILTERS FOR WATER FILLING STATIONS E 227-41-414-430 MISCELLANEOUS $115.00 020518 TRAINING FOR NEW AV EQUIPMENT E 101-45-451-210 SUPPLIES/MATERIALS $584.06 020518 FUTSAL GOALS E 101-42-421-405 R & M - VEHICLES $72.84 020518 GPS NAVIGATOR UNIT FOR PD SQUAD E 101-45-451-210 SUPPLIES/MATERIALS $89.97 020518 FUTSAL DT SOCCER BALLS Total US BANK (CREDIT CARD) $1,305.62
Paid Chk# 003427E 2/12/2018 US BANK (CREDIT CARD) E 101-41-411-330 TRANSPORTATION/LODGING $11.46 020518MD PUBLIC SAFETY COMMITTEE MEETING E 101-41-411-330 TRANSPORTATION/LODGING $46.77 020518MD PUBLIC SAFETY COMMITTEE MEETING E 602-49-496-320 COMM/TELE/INTERNET $99.00 020518MD THINK CREATIVE DIGITAL E 101-41-414-203 SOFTWARE/SUPPORT FEES $5.00 020518MD TRANSFER BIG FILES E 101-41-414-203 SOFTWARE/SUPPORT FEES $25.00 020518MD SURVEY MONKEY E 101-41-414-203 SOFTWARE/SUPPORT FEES $1.00 020518MD STEARNS COUNTY FEE Total US BANK (CREDIT CARD) $188.23
Paid Chk# 003428E 2/12/2018 US BANK (CREDIT CARD) E 101-41-414-203 SOFTWARE/SUPPORT FEES $16.13 020518AA ADOBE ACROBAT PRO SUBSCRIPTION E 101-41-465-434 DUES & SUBSCRIPTIONS $295.00 020518AA ECONOMIC DEVELOPMENT ASSOCIATION OF MN DUES ARCHAMBEAU E 101-41-465-340 TRAINING $165.00 020518AA MN ECONOMIC DEVELOPMENT ASSOCIATION WINTER CONFERENCE 1 DAY ARCHAMBEAU E 101-42-424-340 TRAINING $125.00 020518AA PLUMBING CONTINUING EDUCATION TRAINING SESSION NELSON E 101-45-451-210 SUPPLIES/MATERIALS $276.18 020518AA DEPOSITORY SAFE - COMMUNITY CENTER E 101-42-424-434 DUES & SUBSCRIPTIONS $130.00 020518AA ASSOCIATION OF MN EMERGENCY MANAGERS REILAND E 101-41-465-330 TRANSPORTATION/LODGING $3.00 020518AA PARKING ST CLOUD STATE UNIVERSITY Total US BANK (CREDIT CARD) $1,010.31
10100 US BANK $4,429.16 CITY OF SARTELL 02/22/18 9:42 AM Page 2 *Check Detail Register©
January 2018 to February 2018
Check Amt Invoice Comment Fund Summary 10100 US BANK 101 GENERAL $3,126.16 227 PEG ACCESS FEES $115.00 601 WATER FUND $1,089.00 602 SEWER FUND $99.00 $4,429.16 SARTELL AGENDA CITY COUNCIL COVER SHEET Meeting Date Agenda Item No. Originating Department: Administration February 26, 2018 6b Item: Fund Transfers Agenda Section: Consent
RECOMMENDATION: Staff recommends approval of the following fund transfers/closures effective December 15, 2017:
Budgeted transfer of $33,737 each from Funds 601, 602 and 603 (utility funds) to Fund 101 General Fund.
COUNCIL ACTION REQUESTED: Consent agenda approval serves as approval of the recommendations. If item is removed from Consent, separate motion is requested approving fund transfers and closures.
SARTELL AGENDA CITY COUNCIL COVER SHEET
Originating Department: Meeting Date: Agenda Item No. Engineering February 26, 2018 6c
Agenda Section: Consent Item: 2018 County Road 29 Utility Improvements – Construction Services & Material Testing Services STAFF RECOMMENDATION: Staff recommends approval of the SEH construction services proposal and Braun Intertec construction materials testing services for the County Road 29 Utility Improvements.
PREVIOUS COUNCIL ACTION: Council authorized the preparation of the feasibility study at the May 8, 2017 council meeting. August 14, 2017 Council accepted the feasibility study, and approved SEH’s agreement for design services. September 11, 2017 - Council approved revised project with removing the Stearns County portion of the project. January 22, 2018 - Council approved a resolution of Municipal Consent for CR 29 Plans.
BACKGROUND: Benton County will complete the reconstruction of County Road 29 from the Mississippi River to 14th Avenue East. In conjunction with the County’s planned improvements, the Council approved utility improvements along the County Road 29 street and utility improvements to 2nd Street NE and 3rd Avenue East, utility improvements through the AIM site, and the river crossing improvements. Benton County will be leading the project. Bid opening is scheduled for March 9, 2018 with construction expected to commence in April 2018.
BUDGET/FISCAL IMPACT: SEH proposal for Construction Services and Braun Intertec’s proposal for Construction Materials Testing Services is within the City’s budget for this project.
ATTACHMENTS: SEH Proposal Braun Proposal
COUNCIL ACTION REQUESTED: Consent agenda approval serves as approval of the proposals. If the item is removed from consent, a separate motion is requested to approve the proposals.
Supplemental Letter Agreement
In accordance with the Master Agreement for Professional Services between City of Sartell, Minnesota (“Client”), and Short Elliott Hendrickson Inc. (“Consultant”), effective January 12, 2017, this Supplemental Letter Agreement dated February 12, 2018 authorizes and describes the scope, schedule, and payment conditions for Consultant’s work on the Project described as: 2018 County Road 29 Utility Improvements – Construction Services.
Client’s Authorized Representative: Mary Degiovanni, City Administrator Address: 125 Pinecone Road North Sartell, MN 56377 Telephone: 320.258.7309 email: [email protected]
Project Manager: April Ryan, PE Address: PO Box 1717 St. Cloud, MN 56302-1717 Telephone: 320.229.4329 email: [email protected]
Scope: The Basic Services to be provided by Consultant:
Our services will consist of project oversight and construction services for the City Utility portion of the Benton County 29 project which includes the following: • Replace and upsize trunk sanitary sewer under County Road 29 from 3rd Avenue NE to 12th Avenue East. • Re-align trunk sanitary sewer to go north on 3rd Avenue NE and west of 2nd Street NE, and then north on 1st Avenue NE to 3rd Street NE. • Replace and upsize existing sanitary sewer main thru the old Verso site up to the bridge crossing. • Replace and upsize existing sanitary sewer main on existing bridge. • Replace and upsize trunk water main under County Road 29 from 3rd Avenue NE to 11th Avenue East. • Replace and upsize existing water main thru the old Verso site up to the bridge crossing. • Replace and upsize existing water main on existing bridge. • Reconstruct one block of 3rd Avenue NE and half a block of 2nd Street NE to accommodate the trunk utility main realignments. • Reconstruct portions of the Verso site that have been disturbed with the utility installations.
Task 1: Construction Services Consultant will provide construction administration for public improvements at an hourly fee estimated to be $242,800. This fee includes: • Conduct public information meeting. • Attend preconstruction conference. • Provide full time Resident Project Representation (RPR) services as described in attached Exhibit B. • Construction staking. • Consult with and advise the Client, act as the Client's representative at the Project site, issue all instructions of the Client to the Contractor, and prepare routine change orders as required. • Review samples, schedules, shop drawings, the results of tests and inspections, and other data which the Contractor is required to submit, for conformance with the design concept of the project and compliance with the information given in the Contract Documents. • Weekly site meetings. • Prepare project newsletters to residents. • Pay application quantity review and coordination with Benton County and Contractor. • Prepare and coordinate punch list with Benton County and Contractor. • Review and recommend contract closeout procedures. • Review and coordinate contract close-out documents with Benton County, including final payment application, and forward to Owner with recommendation for final acceptance and payment.
Short Elliott Hendrickson Inc. Supplemental Letter Agreement - 1 City of Sartell, Minnesota (Rev. 04.04.14) • Maintain and prepare project record drawings. • Final assessment hearing.
Additional Services: Services from Consultant not listed above, if required or requested, can be provided to the Client at our normal hourly rates. The following services are not included in the scope of work and fee but, if required, can be provided as an Additional Service: • Construction soil and materials testing services are not included in this proposed fee. Consultant will help coordinate soils, material, and compaction testing throughout the construction project at no charge, but the testing services fee is not included in Consultant’s fee.
Assumptions: • Construction administration and RPR services have been budgeted assuming the construction contract duration for construction operations do not exceed 30 weeks. • Construction soils testing to be paid for directly by the Client.
Resident Project Representative Services RPR services will be provided in accordance with attached Exhibit B.
Schedule: Consultant will begin work upon receiving a signed agreement. Estimated construction to start April 2018, and be substantially complete by November 2018.
Payment: The fee is hourly estimated to be $242,800, including expenses and equipment.
The payment method, basis, frequency and other special conditions are set forth in attached Exhibit A-1.
Other Terms and Conditions: Other or additional terms contrary to the General Conditions that apply solely to this project as specifically agreed to by signature of the Parties and set forth herein: None. p:\pt\s\sarte\141890\1-genl\10-setup-cont\03-proposal\construction services\suppl letter agreement - cr 29 construction services - 021218.docx
Short Elliott Hendrickson Inc. City of Sartell, Minnesota
By: By: April A. Ryan, PE Title: Project Manager | Assistant City Engineer Title:
Short Elliott Hendrickson Inc. Supplemental Letter Agreement - 2 City of Sartell, Minnesota (Rev. 04.04.14) Exhibit A-1 to Supplemental Letter Agreement Between City of Sartell, Minnesota (Client) and Short Elliott Hendrickson Inc. (Consultant) Dated February 12, 2018
Payments to Consultant for Services and Expenses Using the Hourly Basis Option
The Agreement for Professional Services is amended and supplemented to include the following agreement of the parties: A. Hourly Basis Option The Client and Consultant select the hourly basis for payment for services provided by Consultant. Consultant shall be compensated monthly. Monthly charges for services shall be based on Consultant’s current billing rates for applicable employees plus charges for expenses and equipment. Consultant will provide an estimate of the costs for services in this Agreement. It is agreed that after 90% of the estimated compensation has been earned and if it appears that completion of the services cannot be accomplished within the remaining 10% of the estimated compensation, Consultant will notify the Client and confer with representatives of the Client to determine the basis for completing the work. Compensation to Consultant based on the rates is conditioned on completion of the work within the effective period of the rates. Should the time required to complete the work be extended beyond this period, the rates shall be appropriately adjusted. B. Expenses The following items involve expenditures made by Consultant employees or professional consultants on behalf of the Client. Their costs are not included in the hourly charges made for services and shall be paid for as described in this Agreement but instead are reimbursable expenses required in addition to hourly charges for services: 1. Transportation and travel expenses. 2. Long distance services, dedicated data and communication services, teleconferences, Project Web sites, and extranets. 3. Lodging and meal expense connected with the Project. 4. Fees paid, in the name of the Client, for securing approval of authorities having jurisdiction over the Project. 5. Plots, Reports, plan and specification reproduction expenses. 6. Postage, handling and delivery. 7. Expense of overtime work requiring higher than regular rates, if authorized in advance by the Client. 8. Renderings, models, mock-ups, professional photography, and presentation materials requested by the Client. 9. All taxes levied on professional services and on reimbursable expenses. 10. Other special expenses required in connection with the Project. 11. The cost of special consultants or technical services as required. The cost of subconsultant services shall include actual expenditure plus 10% markup for the cost of administration and insurance. The Client shall pay Consultant monthly for expenses.
Short Elliott Hendrickson Inc. Exhibit A-1 - 1 City of Sartell, Minnesota (Rev. 02.06.14) C. Equipment Utilization The utilization of specialized equipment, including automation equipment, is recognized as benefiting the Client. The Client, therefore, agrees to pay the cost for the use of such specialized equipment on the project. Consultant invoices to the Client will contain detailed information regarding the use of specialized equipment on the project and charges will be based on the standard rates for the equipment published by Consultant. The Client shall pay Consultant monthly for equipment utilization. p:\pt\s\sarte\141890\1-genl\10-setup-cont\03-proposal\construction services\exhibit a1 021218.docx
Short Elliott Hendrickson Inc. Exhibit A-1 - 2 City of Sartell, Minnesota (Rev. 02.06.14) Exhibit B to Supplemental Letter Agreement Between City of Sartell, Minnesota (Client) and Short Elliott Hendrickson Inc. (Consultant) Dated February 12, 2018
A Listing of the Duties, Responsibilities and Limitations of Authority of the Resident Project Representative
Through more extensive on site observations of the construction work in progress and field checks of materials and equipment by the Resident Project Representative (RPR), Consultant shall endeavor to provide further protection for Client against defects and deficiencies in the work of Contractor (Work); but, the furnishing of such services will not make Consultant responsible for or give Consultant control over construction means, methods, techniques, sequences or procedures or for safety precautions or programs, or responsibility for Contractor’s failure to perform the Work in accordance with the Contract Documents. Contract Documents are the documents that govern or are pertinent to Contractor’s Work including but not limited to the agreement between Client and Contractor, the Contractor’s bid, the bonds, specs, Drawings*, Field Orders*, Addenda*, clarifications, interpretations, approved Shop Drawings* and reports collectively called the Contract Documents. The duties and responsibilities of the RPR are further defined as follows: A. General RPR is an agent of Consultant at the site, will act as directed by and under the supervision of Consultant, and will confer with Consultant regarding RPR’s actions. RPR’s dealings in matters pertaining to the on site work shall in general be with Consultant and Contractor keeping the Client advised as necessary. RPR’s dealings with subcontractors shall only be through or with the full knowledge and approval of Contractor. RPR shall generally communicate with Client with the knowledge of and under the direction of Consultant. B. Duties and Responsibilities of RPR 1. Schedules: Review the progress schedule, schedule of Shop Drawing submittals and schedule of values prepared by Contractor and consult with Consultant concerning acceptability. 2. Conferences and Meetings: Attend meetings with Contractor, such as preconstruction conferences, progress meetings, job conferences and other project-related meetings, and prepare and circulate copies of minutes thereof. 3. Liaison: (a) Serve as Consultant’s liaison with Contractor, working principally through Contractor’s superintendent and assist in understanding the intent of the Contract Documents; and assist Consultant in serving as Client’s liaison with Contractor when Contractor’s operations affect Client’s on-site operations. (b) Assist in obtaining from Client additional information, when required for proper execution of the Work. 4. Shop Drawings and Samples*: (a) Record date of receipt of Shop Drawings and Samples. (b) Receive Samples furnished at the site by Contractor, and notify Consultant of availability of Samples. (c) Advise Consultant and Contractor of the commencement of any Work requiring a Shop Drawing or sample if the submittal has not been approved by Consultant. 5. Review of Work, Observations and Tests: (a) Conduct on-site observations of the Work in progress to assist Consultant in determining if the Work is in general proceeding in accordance with the Contract Documents. (b) Report to Consultant whenever RPR believes that any Work is unsatisfactory, faulty or defective or does not conform to the Contract Documents, or has been damaged, or does not meet the requirements of any inspection, test or approval required to be made; and advise Consultant of
Short Elliott Hendrickson Inc. Exhibit B - 1 City of Sartell, Minnesota (Rev. 10.21.10) Work that RPR believes should be corrected or rejected or should be uncovered for observation, or requires special testing, inspection or approval. (c) Determine if tests, equipment and systems start-ups and operating and maintenance training are conducted in the presence of appropriate personnel, and that Contractor maintains adequate records thereof; and observe, record and report to Consultant appropriate details relative to the test procedures and start-ups. (d) Accompany visiting inspectors representing public or other agencies having jurisdiction over the Project, record the results of these inspections and report to Consultant. 6. Interpretation of Contract Documents: Report to Consultant when clarification and interpretations of the Contract Documents are requested by Contractor and transmit to Contractor clarifications and interpretations as issued by Consultant. 7. Modifications: Consider and evaluate Contractor’s suggestions for modifications in Drawings or Specifications* and report with RPR’s recommendations to Consultant. Transmit to Contractor decisions as issued by Consultant. 8. Records: (a) Maintain at the job site orderly files for correspondence, reports of job conferences, shop drawings and samples, reproductions of original Contract Documents including all Work Change Directive*, Addenda, Change Orders*, Field Orders, additional Drawings* issued subsequent to the execution of the Contract, Consultant’s clarifications and interpretations of the Contract Documents, progress reports, and other related documents. (b) Keep a diary or log book, recording Contractor hours on the job site, weather conditions, data relative to questions of Work Change Directive Change Orders or changed conditions, list of job site visitors, daily activities, decisions, observations in general, and specific observations in more detail as in the case of observing test procedures; and send copies to Consultant. (c) Record names, addresses and telephone numbers of all Contractors, subcontractors and major suppliers of materials and equipment. 9. Reports: (a) Furnish Consultant periodic reports as required of progress of the Work and of Contractor’s compliance with the progress schedule and schedule of Shop Drawing and sample submittals. (b) Consult with Consultant in advance of scheduled major tests, inspections or start of important phases of the Work. (c) Draft proposed Change Orders and Work Change Directive, obtaining backup material from Contractor and recommend to Consultant Change Orders, Work Change Directive, and Field Orders. (d) Report immediately to Consultant and Client upon the occurrence of any accident. 10. Payment Requests: Review applications for payment with Contractor for compliance with the established procedure for their submission and forward with recommendations to Consultant, noting particularly the relationship of the payment requested to the schedule of values, Work completed and materials and equipment delivered at the site but not incorporated in the Work. 11. Certificates, Maintenance and Operation Manuals: During the course of the Work, verify that certificates, maintenance and operation manuals and other data required to be assembled and furnished by Contractor are applicable to the items actually installed and in accordance with the Contract Documents, and have this material delivered to Consultant for review and forwarding to Client prior to final payment for the Work. 12. Completion: (a) Before Consultant issues a Certificate of Substantial Completion, submit to Contractor a list of observed items requiring completion or correction. (b) Conduct final inspection in the company of Consultant, Client, and Contractor and prepare a final list of items to be completed or corrected. (c) Observe that all items on final list have been completed or corrected and make recommendations to Consultant concerning acceptance.
Short Elliott Hendrickson Inc. Exhibit B - 2 City of Sartell, Minnesota (Rev. 10.21.10) C. Limitations of Authority Resident Project Representative: 1. Shall not authorize any deviation from the Contract Documents or substitution of materials or equipment, unless authorized by Client. 2. Shall not exceed limitations of Consultant’s authority as set forth in the Agreement for Professional Services. 3. Shall not undertake any of the responsibilities of Contractor, subcontractors or Contractor’s superintendent. 4. Shall not advise on, issue directions regarding or assume control over safety precautions and programs in connection with the Work. 5. Shall not accept Shop Drawing or sample submittals from anyone other than Contractor. 6. Shall not authorize Client to occupy the Project in whole or in part. 7. Shall not participate in specialized field or laboratory tests or inspections conducted by others except as specifically authorized by Consultant. *All instances in this Exhibit of this capitalized term are as defined in the EJCDC form C-700, copyrighted in 2013. p:\pt\s\sarte\141890\1-genl\10-setup-cont\03-proposal\construction services\exhibit b 021218.docx
Short Elliott Hendrickson Inc. Exhibit B - 3 City of Sartell, Minnesota (Rev. 10.21.10) Braun Intertec Corporation Phone: 320.253.9940 3900 Roosevelt Road, Suite 113 Fax: 320.253.3054 Saint Cloud, MN 56301 Web: braunintertec.com
February 7, 2018 Proposal QTB072162
April Ryan, PE City of Sartell 125 Pine Cone Road North Sartell, MN 56377
Re: Proposal for Construction Materials Testing Services 2018 CSAH 29 Utility Improvements Sartell, Minnesota
Dear Ms. Ryan:
Braun Intertec Corporation is pleased to submit this proposal to provide construction materials testing services for the 2018 County State-Aid Highway (CSAH) 29 Utility Improvements project in Sartell, Minnesota.
Our Understanding of Project
This project will include improvements to the sanitary, storm, and water main utilities along CSAH 29, Sartell Street, CSAH 33, 2nd Street, and 3rd Avenue. The project will also include pavement subgrade preparation, aggregate base placement, new concrete curb and gutter, sidewalk, and driveways along with a new bituminous pavement along Sartell Street, 2nd Street, and 3rd Avenue.
We understand the pavement subgrade preparation, aggregate base placement, new bituminous pavement, and associated concrete placements for sidewalk and curb and gutter along CSAH 29 and CSAH 33 is not included in this project’s scope of work.
We understand this project is not state-aid, state or federally funded.
Available Project Information
This proposal was prepared using the following documents and information.
. Partial project plans and specifications prepared by SEH, dated January 9, 2017.
. A geotechnical report prepared by Braun Intertec, dated October 11, 2017.
. Discussions with you, Ms. April Ryan.
AA/EOE City of Sartell Proposal QTB072162 February 7, 2018 Page 2
Braun Intertec Project Personnel
On the CSAH 29 and 33 portions of this project, we will provide technicians that are MnDOT certified in each specialized field. We have many MnDOT certified employees. For the proposed scope of services on CSAH 29 and CSAH 33, our staff will have the following certifications:
. Aggregate Production . Grading & Base I
Scope of Services
Services are performed under the direction of a licensed professional engineer. Observation and testing services will be performed on an on-call, as-needed basis as requested and scheduled by you or your on- site project representative. After reviewing available information to determine compliance with project plans and/or specifications and other design or construction documents, our scope of services for the project will be limited to the tasks defined below.
Soil Related Services
. Measure the in-place dry density, moisture content and relative compaction of fill placed for pavement and/or utility support, and of utility backfill for compliance with the project documents. This task includes performing laboratory Proctor tests to provide maximum dry densities from which the relative compaction of fill can be determined, as well as the use of a nuclear density gauge to measure in-place dry densities and moisture contents.
. Sample and test aggregate base materials for compliance with the project documents. This task includes laboratory gradation and percent crush testing of aggregate base material.
Concrete Related Services
. Sample and test fresh concrete associated with sidewalk, curb-and-gutter, and driveway aprons for compliance with the project documents, and cast test cylinders for laboratory compressive strength testing. We assume that we will be able to appropriately dispose of excess concrete (and associated wash water) on site at no additional cost to us.
. Measure and report the compressive strength of the concrete test cylinders for compliance with the project documents.
Bituminous Related Services
. Collect one verification sample per mix per day of production. Perform quality assurance tests on these samples which include Rice specific gravity, asphalt content, extracted aggregate gradation, and gyratory density.
City of Sartell Proposal QTB072162 February 7, 2018 Page 3
Riprap Related Services
. Perform one on-site visual gradation of proposed riprap material.
. Sample and test granular filter materials for compliance with the project documents. This task includes laboratory gradation of granular filter material.
. Sample and test fresh grout associated matrix grouted riprap for compliance with the project documents, and cast test cylinders for laboratory compressive strength testing. We assume that we will be able to appropriately dispose of excess grout (and associated wash water) on site at no additional cost to us.
. Measure and report the compressive strength of the concrete test cylinders for compliance with the project documents.
Consulting, Project Communication and Reporting Services
. Project management, including scheduling of our field personnel.
. Review observation and test reports, and communicating with you and the parties you may designate such as the project contractor(s), and other project team members, as needed.
. Transmit test results to the project team on a weekly basis.
Basis of Scope of Work
The costs associated with the proposed scope of services were estimated using the following assumptions. If the construction schedule is modified or the contractor completes the various phases of the project at different frequencies or durations than shown in this proposal, we may need to adjust the overall cost accordingly. The scope of work and number of trips required to perform these services are as shown in the attached table. Notable assumptions in developing our estimate include:
. Compaction testing will be performed using the nuclear density method on utility backfill, fill, subgrade, select granular borrow material, and aggregate base; a minimum of three tests will be conducted each trip with thirty-six trips estimated.
. We assume six sets of concrete tests will be required to complete the project. Cylinders will be broken at an age of 28 days for all general concrete placements.
. Bituminous paving will be completed in three days for this project.
. The contractor will be responsible for establishing role patterns.
. We assume one riprap gradation will be required for this project. We also assume the contractor will provide equipment and/or personnel to assist in segregating stone if the size
City of Sartell Proposal QTB072162 February 7, 2018 Page 4
requires. If this is not the case we will provide an additional technician at the rate shown on the attached cost tabulation.
. We have assumed five sets of matrix grout tests will be required to complete this project. Cylinders will be broken at an age of 28 days.
. We assume the project engineer of record will review and approve contractor’s quality control submittals and test results.
. You, or others you may designate, will provide us with current and approved plans and specifications for the project. Modification to these plans must also be sent to us so we can review their incorporation into the work.
. We will require a minimum of 24 hours’ notice for scheduling inspections for a specific time. Shorter than 24 hours’ notice may impact our ability to perform the requested services, and the associated impacts will be the responsibility of others.
If the work is completed at different rates than described above, this proposal should be revised. If the pace of construction is different than described above, this proposal should be revised.
Cost and Invoicing
We will furnish the services described herein for an estimated fee of $22,432. Our estimated costs are based on industry averages for construction production. Depending on the contractor’s performance, our costs may be significantly reduced or slightly higher than estimated. A tabulation showing our estimated hourly and/or unit rates associated with our proposed scope of services is also attached.
Because our services are directly controlled by the schedule and performance of others, the actual cost may vary from our estimate. Invoices for our services will be based on the actual number of hours provided for the project and the units tested. We will invoice you on a monthly basis.
Additional Services and Overtime
It is difficult to estimate all of the services, and the quantity of each service, that will be required for any project. Our services are also directly controlled by the schedule and performance of others. For these reasons, our actual hourly or unit quantities and associated fees may vary from those reported herein.
If the number of hours or units ultimately required exceed those assumed for purposes of this proposal, they will be invoiced at the hourly or unit rates shown in the attached tabulation. If services are ultimately required that have not been identified or described herein, they will be invoiced in accordance with our current Schedule of Charges. Prior to exceeding our estimated fees, we will update you regarding the progress of our work. Fees associated with additional services will be summarized in a Change Order and submitted to you for review and authorization.
City of Sartell Proposal QTB072162 February 7, 2018 Page 5
This cost estimate was developed with the understanding that the scope of services defined herein will be required and requested during our normal work hours of 7:00 a.m. to 4:00 p.m., Monday through Friday. Services that we are asked to provide to meet the project requirements or the contractor’s construction schedule outside our normal work hours will be invoiced using an overtime rate factor. The factor for services provided outside our normal work hours or on Saturday will be 1.25 times the normal hourly rate for the service provided. The factor for services provided on Sunday or legal holidays will be 1.5 times the normal hourly rate for the service provided. We have not included premiums for overtime; however, we recommend that allowances and contingencies be made for overtime charges. You will be billed only for services provided on a time and material basis.
General Remarks
We will be happy to meet with you to discuss our proposed scope of services further and clarify the various scope components.
We appreciate the opportunity to present this proposal to you. After reviewing this proposal, please sign and return one copy to our office as notification of acceptance and authorization to proceed. If anything in this proposal is not consistent with your requirements, please let us know immediately. Braun Intertec will not release any written reports until we have received a signed agreement. Also, ordering services from Braun Intertec constitutes acceptance of the terms of this proposal including the attached General Conditions.
The proposed fee is based on the scope of services described and the assumption that our services will be authorized within 30 days and that others will not delay us beyond our proposed schedule.
City of Sartell Proposal QTB072162 February 7, 2018 Page 6
We include the Braun Intertec General Conditions, which provide additional terms and are a part of our agreement.
To have questions answered or schedule a time to meet and discuss our approach to this project further, please contact Brett Gruber at 320.428.8578 ([email protected]).
Sincerely,
BRAUN INTERTEC CORPORATION
Brett P. Gruber Project Manager
Shaun W. Sevigny, PE Principal / North Central Region Director
Attachments: Cost Estimate Table General Conditions – CMT (1/1/18)
The proposal is accepted. We will reimburse you in accordance with this agreement, and you are authorized to proceed:
Authorizer’s Firm
Authorizer’s Signature
Authorizer’s Name (please print or type)
Authorizer’s Title
Date
Project Proposal QTB072162 2018 CSAH 29 Utility Improvements
Client: Work Site Address: Service Description: City of Sartell CSAH 29, Sartell St., CSAH 33, 2nd St., 3rd Ave. Construction Materials Testing April Ryan Sartell, MN 125 Pine Cone Road North Sartell, MN 56377 (320) 253-2171
Description Quantity Units Unit Price Extension Phase 1 MnDOT Testing Activity 1.1 Soil Testing $12,742.00 207 Compaction Testing - Nuclear 90.00 Hour 78.00 $7,020.00 Work Activity Detail Qty Units Hrs/Unit Extension Utilities, Storm, Sanitary, Water Main 28.00 Trips 2.50 70.00 Granular Borrow 2.00 Trips 2.50 5.00 Aggregate Base 3.00 Trips 2.50 7.50 Subgrade Preparation 3.00 Trips 2.50 7.50 209 Sample pick-up 6.00 Hour 78.00 $468.00 1318 Standard Proctor Test(ASTM D 698) 6.00 Each 185.00 $1,110.00 1162 Sieve analysis & 200 wash (ASTM C 136 & C 117) per sample 9.00 Each 132.00 $1,188.00 1688 Percent crushed (ASTM D5821), per sample 2.00 Each 82.00 $164.00 1308 Nuclear moisture-density meter charge, per hour 90.00 Each 23.00 $2,070.00 1861 CMT Trip Charge 38.00 Each 19.00 $722.00 Activity 1.2 Concrete Testing $2,290.00 261 Concrete Testing 15.00 Hour 78.00 $1,170.00 Work Activity Detail Qty Units Hrs/Unit Extension Sidewalks 2.00 Trips 2.50 5.00 Curb & Gutter 3.00 Trips 2.50 7.50 Exterior Concrete & Driveway Aprons 1.00 Trips 2.50 2.50 1364 Compressive strength of concrete cylinders (ASTM C 39), per 18.00 Each 30.00 $540.00 specimen Work Activity Detail Qty Units Hrs/Unit Extension Sidewalks 2.00 Set 3.00 6.00 Curb & Gutter 3.00 Set 3.00 9.00 Sign Basese & Misc. Items 1.00 Set 3.00 3.00 278 Concrete Cylinder Pick up 5.00 Hour 78.00 $390.00 Work Activity Detail Qty Units Hrs/Unit Extension Cylinder Pickup 4.00 Trips 1.25 5.00 1861 CMT Trip Charge 10.00 Each 19.00 $190.00 Activity 1.3 Pavement Testing $2,239.00 1530 Asphalt Content (ASTM D 2172/6307), per sample 3.00 Each 155.00 $465.00 209 Sample pick-up 6.00 Hour 78.00 $468.00 1532 Extracted aggregate gradation (ASTM D 5444), per sample 3.00 Each 105.00 $315.00 1528 Rice specific gravity (ASTM D 2041), per sample 3.00 Each 82.00 $246.00 1568 Gyratory gravity (AASHTO T312), per sample 3.00 Each 185.00 $555.00 1861 CMT Trip Charge 10.00 Each 19.00 $190.00 Activity 1.4 Riprap Testing $2,800.00 102 Riprap Technician 6.00 Hour 78.00 $468.00
02/07/2018 07:44 AM Page 1 of 2 Project Proposal QTB072162 2018 CSAH 29 Utility Improvements
261 Concrete Testing 15.00 Hour 78.00 $1,170.00 Work Activity Detail Qty Units Hrs/Unit Extension Matrix Grout Testing 5.00 Trips 3.00 15.00 278 Concrete Cylinder Pick up 5.00 Hour 78.00 $390.00 Work Activity Detail Qty Units Hrs/Unit Extension Cylinder Pickup 4.00 Trips 1.25 5.00 1861 CMT Trip Charge 10.00 Each 19.00 $190.00 1412 Compressive strength of grout, per specimen 15.00 Each 30.00 $450.00 1162 Sieve analysis with 200 wash (ASTM C 136 and C 117), per sample 1.00 Each 132.00 $132.00 Activity 1.5 Project Management $2,361.00 226 Project Manager 10.00 Hour 167.00 $1,670.00 228 Senior Project Manager 1.00 Hour 187.00 $187.00 238 Project Assistant 6.00 Hour 84.00 $504.00 Phase 1 Total: $22,432.00
Proposal Total: $22,432.00
02/07/2018 07:44 AM Page 2 of 2 General Conditions Construction Material Testing and Special Inspections
Section 1: Agreement further that site conditions may vary over distance costs and agree to pay for those services at the 1.1 Our agreement with you consists of these or change over time. rates listed in our cost estimate. General Conditions and the accompanying written proposal or authorization (“Agreement”). This 2.4 Our duties do not include supervising or 3.6 You agree to include us as an indemnified Agreement is the entire agreement between you directing your representatives or contractors or party in your contracts, if any, for work by others and us. It supersedes prior agreements. It may be commenting on, overseeing, or providing the on the project, protecting us to the same degree modified only in a writing signed by us, making means and methods of their services unless as you are protected. You agree to list us as an specific reference to the provision modified. expressly set forth in this Agreement. We will not Additional Insured under your liability insurance be responsible for the failure of your contractors, policies and to require subrogation be waived 1.2 The words “you,” “we,” “us,” and “our” and the providing of Services will not relieve against us and that we will be added as an include officers, employees, and subcontractors. others of their responsibilities to you or to others. Additional Insured on all policies of insurance, including any policies required of your contractors 1.3 In the event you use a purchase order or 2.5 We will provide a health and safety program or subcontractors, covering any construction or other documentation to authorize our scope of for our employees, but we will not be responsible development activities to be performed on the work (“Services”), any conflicting or additional for contractor, owner, project, or site health or project site. terms are not part of this Agreement. Directing us safety. to start work prior to execution of this Agreement Section 4: Reports and Records constitutes your acceptance. If, however, mutually 2.6 You will provide, at no cost to us, 4.1 Unless you request otherwise, we will acceptable terms cannot be established, we have appropriate site safety measures as to work areas provide our report(s) in an electronic format. the right to terminate this Agreement without to be observed or inspected by us. Our employees liability to you or others, and you will compensate are authorized by you to refuse to work under 4.2 Our reports, notes, calculations, and other us for fees earned and expenses incurred up to the conditions that may be unsafe. documents and our computer software and data time of termination. are instruments of our service to you, and they 2.7 Unless a fixed fee is indicated, our price is an remain our property. We hereby grant you a Section 2: Our Responsibilities estimate of our project costs and expenses based license to use the reports and related information 2.1 We will provide Services specifically on information available to us and our experience we provide only for the related project and for the described in this Agreement. You agree that we and knowledge. Such estimates are an exercise of purposes disclosed to us. You may not transfer our are not responsible for services that are not our professional judgment and are not guaranteed reports to others or use them for a purpose for expressly included in this Agreement. Unless or warranted. Actual costs may vary. You should which they were not prepared without our written otherwise agreed in writing, our findings, opinions, allow a contingency in addition to estimated costs. approval. You agree to indemnify, defend, and and recommendations will be provided to you in hold us harmless from claims, damages, losses, writing. You agree not to rely on oral findings, and expenses, including attorney fees, arising out Section 3: Your Responsibilities opinions, or recommendations without our of such a transfer or use. 3.1 You will provide us with prior environmental, written approval. geotechnical and other reports, specifications, plans, and information to which you have access 4.3 If you do not pay for Services in full as 2.2 In performing our professional services, we about the site. You agree to provide us with all agreed, we may retain work not yet delivered to will use that degree of care and skill ordinarily plans, changes in plans, and new information as to you and you agree to return to us all of our work exercised under similar circumstances by site conditions until we have completed Services. that is in your possession or under your control. reputable members of our profession practicing in the same locality. If you direct us to deviate from 3.2 You will provide access to the site. In the 4.4 Electronic data, reports, photographs, our recommended procedures, you agree to hold performance of Services some site damage is samples, and other materials provided by you or us harmless from claims, damages, and expenses normal even when due care is exercised. We will others may be discarded or returned to you, at our arising out of your direction. If during the one year use reasonable care to minimize damage to the discretion, unless within 15 days of the report date period following completion of Services it is site. We have not included the cost of restoration you give us written direction to store or transfer determined that the above standards have not of damage in the estimated charges. the materials at your expense. been met and you have promptly notified us in writing of such failure, we will perform, at our Section 5: Compensation cost, such corrective services as may be necessary, 3.3 If we notify you that radiographic or gamma 5.1 You will pay for Services as stated in this within the original scope in this Agreement, to ray equipment or other nuclear testing or Agreement. If such payment references our remedy such deficiency. Remedies set forth in this measuring device will be used, you will be Schedule of Charges, the invoicing will be based section constitute your sole and exclusive recourse responsible for the cooperation of your employees upon the most current schedule. An estimated with respect to the performance or quality of and your contractors in observing all radiation amount is not a firm figure. You agree to pay all Services. safety standards. sales taxes and other taxes based on your payment of our compensation. Our performance is 3.4 You will notify us of any knowledge or 2.3 We will reference our field observations and subject to credit approval and payment of any suspicion of the presence of hazardous or sampling to available reference points, but we will specified retainer. not survey, set, or check the accuracy of those dangerous materials present on any work site. If points unless we accept that duty in writing. we observe or suspect the presence of 5.2 You will notify us of billing disputes within 15 Locations of field observations or sampling contaminants not anticipated in this Agreement, days. You will pay undisputed portions of invoices described in our report or shown on our sketches we may terminate Services without liability to you upon receipt. You agree to pay interest on unpaid are based on information provided by others or or to others, and you will compensate us for fees balances beginning 30 days after invoice dates at estimates made by our personnel. You agree that earned and expenses incurred up to the time of the rate of 1.5% per month, or at the maximum such dimensions, depths, or elevations are termination. rate allowed by law. approximations unless specifically stated otherwise in the report. You accept the inherent 3.5 The time our field personnel spend on the risk that samples or observations may not be job site depends upon the scheduling of the work 5.3 If you direct us to invoice a third party, we representative of things not sampled or seen and we are observing or testing. You agree that any may do so, but you agree to be responsible for our changes in scheduling may result in additional compensation unless the third party is GC-CMT Page 1 of 2 creditworthy (in our sole opinion) and provides business opportunity, loss of profit or revenue, 6.7 No officer or employee acting within the written acceptance of all terms of this Agreement. loss of product or output, or business scope of employment shall have individual liability interruption. for his or her acts or omissions, and you agree not 5.4 Your obligation to pay for Services under this to make a claim against individual officers or Agreement is not contingent on your ability to 6.3 You and we agree that any action in relation employees. obtain financing, governmental or regulatory to an alleged breach of our standard of care or this agency approval, permits, final adjudication of any Agreement shall be commenced within one year Section 7: General Indemnification lawsuit, your successful completion of any project, of the date of the breach or of the date of 7.1 We will indemnify and hold you harmless receipt of payment from a third party, or any substantial completion of Services, whichever is from and against demands, damages, and other event. No retainage will be withheld. earlier, without regard to the date the breach is expenses of others to the comparative extent they discovered. Any action not brought within that are caused by our negligent acts or omissions or 5.5 If you do not pay us in accordance with this one year time period shall be barred, without those negligent acts or omissions of persons for Agreement, you agree to reimburse all costs and regard to any other limitations period set forth by whom we are legally responsible. You will expenses for collection of the moneys invoiced, law or statute. We will not be liable unless you indemnify and hold us harmless from and against including but not limited to attorney fees and staff have notified us within 30 days of the date of such demands, damages, and expenses of others to the time. breach and unless you have given us an comparative extent they are caused by your opportunity to investigate and to recommend negligent acts or omissions or those negligent acts ways of mitigating damages. You agree not to or omissions of persons for whom you are legally 5.6 You agree to compensate us in accordance make a claim against us unless you have provided responsible. with our Schedule of Charges if we are asked or us at least 30 days prior to the institution of any required to respond to legal process arising out of legal proceeding against us with a written a proceeding related to the project and as to 7.2 To the extent it may be necessary to certificate executed by an appropriately licensed which we are not a party. indemnify either of us under Section 7.1, you and professional specifying and certifying each and we expressly waive, in favor of the other only, any every act or omission that you contend constitutes immunity or exemption from liability that exists 5.7 If we are delayed by factors beyond our a violation of the standard of care governing our under any worker compensation law. control, or if project conditions or the scope or professional services. Should you fail to meet the amount of work changes, or if changed labor conditions above, you agree to fully release us Section 8: Miscellaneous Provisions conditions result in increased costs, decreased from any liability for such allegation. efficiency, or delays, or if the standards or 8.1 We will provide a certificate of insurance to methods change, we will give you timely notice, you upon request. Any claim as an Additional 6.4 For you to obtain the benefit of a fee which the schedule will be extended for each day of Insured shall be limited to losses caused by our includes a reasonable allowance for risks, you delay, and we will be compensated for costs and negligence. agree that our aggregate liability for all claims expenses incurred in accordance with our will not exceed the fee paid for Services or Schedule of Charges. 8.2 You and we, for ourselves and our insurers, $50,000, whichever is greater. If you are waive all claims and rights of subrogation for unwilling to accept this allocation of risk, we will losses arising out of causes of loss covered by our 5.8 If you fail to pay us in accordance with this increase our aggregate liability to $100,000 respective insurance policies. Agreement, we may consider the default a total provided that, within 10 days of the date of this breach of this Agreement and, at our option, Agreement, you provide payment in an amount terminate our duties without liability to you or to that will increase our fees by 10%, but not less 8.3 Neither of us will assign or transfer any others, and you will compensate us for fees than $500, to compensate us for the greater risk interest, any claim, any cause of action, or any earned and expenses incurred up to the time of undertaken. This increased fee is not the purchase right against the other. Neither of us will assign or termination. of insurance. otherwise transfer or encumber any proceeds or expected proceeds or compensation from the project or project claims to any third person, 5.9 In consideration of our providing insurance 6.5 You agree to indemnify us from all liability whether directly or as collateral or otherwise. to cover claims made by you, you hereby waive to others in excess of the risk allocation stated any right to offset fees otherwise due us. herein and to insure this obligation. In addition, all indemnities and limitations of liability set 8.4 This Agreement may be terminated early Section 6: Disputes, Damage, and Risk Allocation forth in this Agreement apply however the same only in writing. You will compensate us for fees 6.1 Each of us will exercise good faith efforts to may arise, whether in contract, tort, statute, earned for performance completed and expenses resolve disputes without litigation. Such efforts equity or other theory of law, including, but not incurred up to the time of termination. will include, but not be limited to, a meeting(s) limited to, the breach of any legal duty or the attended by each party’s representative(s) fault, negligence, or strict liability of either party. 8.5 If any provision of this Agreement is held empowered to resolve the dispute. Before either invalid or unenforceable, then such provision will of us commences an action against the other, 6.6 This Agreement shall be governed, be modified to reflect the parties' intention. All disputes (except collections) will be submitted to construed, and enforced in accordance with the remaining provisions of this Agreement shall mediation. laws of the state in which our servicing office is remain in full force and effect. located, without regard to its conflict of laws rules. 6.2 Notwithstanding anything to the contrary in The laws of the state of our servicing office will 8.6 No waiver of any right or privilege of either this Agreement, neither party hereto shall be govern all disputes, and all claims shall be heard in party will occur upon such party's failure to insist responsible or held liable to the other for the state or federal courts for that state. Each of on performance of any term, condition, or punitive, indirect, incidental, or consequential us waives trial by jury. instruction, or failure to exercise any right or damages, or liability for loss of use, loss of privilege or its waiver of any breach.
GC-CMT Revised 1/1/2018 Page 2 of 2 SARTELL AGENDA CITY COUNCIL COVER SHEET Originating Department: Meeting Date: Agenda Item No. Public Works and Planning Departments 2/26/18 7a
Agenda Section: Public Hearing Item: Wellhead Protection Plan Part Two BACKGROUND: The City’s consultant Bayerl Water Resources (Marilyn Bayerl), along with the Wellhead protection team, has developed the City’s Wellhead Protection Plan Part Two for the City’s drinking water supply wells. Part two identifies strategies and implementation procedures to help protect the drinking water supply. Approving this item officially adopts Part Two of the Wellhead Protection Plan. Part One was adopted on February 27th, 2017. Part One defined through an Environmental Study the boundaries of the Drinking Water Supply Management Area. Before approval of Part Two an Public Hearing must be conducted. Our consultant Marilyn from Bayerl Water Resources will be providing a brief presentation on Part Two of the Plan. Karen Voz from Minnesota Dept. of Health is also planning to be present.
PREVIOUS COUNCIL ACTION: • January 23rd, 2017 Council approved consultant to complete Part Two of the Wellhead Protection Plan • February 27th, 2017 Part One of the Wellhead Protection Plan was approved
RECOMMENDATION: Approve the resolution which adopts Part Two of the Plan.
BUDGET/FISCAL IMPACT: None – wellhead protection is an on-going requirement we comply with under your water utility fund.
ATTACHMENTS: 1. Resolution 2. Wellhead Protection Plan Part Two (without the appendixes)
COUNCIL ACTION REQUESTED: Motion to approve the resolution which adopts the Wellhead Protection Plan Part Two.
Resolution No. ______
WHEREAS, the City of Sartell recognizes the importance of its groundwater supply as a natural resource used for drinking; and
WHEREAS, it is within the responsibility of the City of Sartell, as a public water supplier, to consider the health, safety and welfare of its customers; and
WHEREAS, the protection of current and potential future sources of groundwater used for drinking water is worthwhile from the standpoint of resource protection; and
WHEREAS, the City has been presented and has reviewed a plan from the City of Sartell wellhead protection team which details the locations of the potential contaminant sources within the wellhead protection areas, identifies goals, opportunities, and action measures to address potential risks to groundwater quality, a plan to evaluate WHP plan implementation efforts by the City of Sartell, and an Emergency/Contingency Plan in the event of a water system disruption.
NOW THEREFORE BE IT RESOLVED that the City of Sartell does hereby agree to take action to: protect their well(s) or well field (s) recharge area(s) which have/has been determined in compliance with the State of Minnesota Wellhead Protection Program; and
BE IT ALSO RESOLVED that the City of Sartell does hereby agree that the Wellhead Protection Plan developed for the aforementioned Wellhead Protection Area, Drinking Water Supply Management Area for the City of Sartell wells and water supply aquifer is correct and accurate according to the best available information and will be submitted to the governing authority Minnesota Department of Health for review and approval; and
BE IT FURTHER RESOLVED that the City of Sartell does hereby agree to continue the wellhead protection planning process by implementing the plan which focuses resources on reaching the goals, objectives, and management for the contaminants of concern in addition to maintaining an effective Plan Evaluation Program and Emergency/Contingency Plan.
Adopted this _____26th______day of ____February___, __2018___.
______Mary Degiovanni, City Administrator Date
______Sarah Jane-Nicoll, Mayor Date CITY OF SARTELL
WELLHEAD PROTECTION PLAN AMENDMENT PART II
POTENTIAL CONTAMINANT SOURCE MANAGEMENT STRATEGY
JULY 2018 – JULY 2028
TABLE OF CONTENTS Page Number
PUBLIC WATER SUPPLY PROFILE iii DOCUMENTATION LIST iv MEMBERS OF WELLHEAD PROTECTION TEAM v ABBREVIATIONS v EXECUTIVE SUMMARY 1 CHAPTER 1 - Data Elements and Assessment 5 CHAPTER 2 - Impact of Changes on Public Water Supply Well 14 CHAPTER 3 - Issues, Problems and Opportunities 16 CHAPTER 4 - Wellhead Protection Goals 19 CHAPTER 5 - Objectives and Plans of Action 20 CHAPTER 6 - Evaluation Program 28 CHAPTER 7 - Alternative Water Supply; Contingency Strategy 29 Figures One A, B, C – DWSMAs: Boundaries and Vulnerability Two A, B, C – Soils: Erodibility Three A, B, C – Soils: Infiltration Four A, B, C – Waters, Wetlands, Floodplain, Ditches Five A, B, C – Land Use: 2016 National land use statistics Six A, B, C – Agricultural Crop Data Seven A, B, C – Current Zoning Eight A, B, C – Future Land Use Nine A, B, C – Potential Contaminant Source Inventory Appendix I – Wellhead Protection Plan – Part I II – Scoping Documents – Part I and II III – PCSI Database and DWSMA Parcel List IV – Inner Well Management Zone (IWMZ) V – Old Municipal Well Report VI – City of Sartell Public Utilities Map VII – DNR Water Supply Plan Approval Letter VIII – Glossary of Terms and Acronyms IX – Implementation Schedule
Part 2 Wellhead Protection Plan Amendment Page ii City of Sartell
PUBLIC WATER SUPPLY PROFILE
PUBLIC WATER SUPPLY NAME City of Sartell ADDRESS 125 Pinecone Road North Sartell, MN 56377 TELEPHONE NUMBER 320-253-2171 E-MAIL [email protected]
WELLHEAD PROTECTION MANAGER NAME Jeff Bemboom Utility Systems Supervisor ADDRESS 125 Pinecone Road North Sartell, MN 56377 TELEPHONE NUMBER 320-258-7373 E-MAIL [email protected]
CONSULTANT NAME Marilyn Bayerl Bayerl Water Resources ADDRESS 9083 State Hwy 114 SW Alexandria, MN 56308 TELEPHONE NUMBER 320-766-6126 E-MAIL [email protected]
GENERAL INFORMATION UNIQUE WELL NUMBERS: Well #3 (Unique Number: 236174) Well #7 (Unique Number: 456036) Well #8 (Unique Number: 507645) Well #11 (Unique Number: 654482 Well #12 (Unique Number: 654481) Well #13 (Unique Number: 680527) Well #14 (Unique Number: 759389) Well #15 (Unique Number: 759390) Well #16 (Unique Number: 759391) COUNTY: Stearns / Benton
Part 2 Wellhead Protection Plan Amendment Page iii City of Sartell
DOCUMENTATION LIST
STEP DATE PERFORMED
Scoping Meeting 2 Held February 27, 2017 (4720.5340, subp. 1)
Scoping 2 Letter Received March 22, 2017 (4720.5340, subp. 2)
Remaining Portion of Plan Submitted to Local December 4, 2017 Units of Government (LGUs) (4720.5350)
Review Received From Local Units of Government February 19, 2017 (4720.5350, subp. 2)
Review Comments Considered February 20, 2017 (4720.5350, subp. 3)
Public Hearing Conducted February 26, 2017 (4720.5350, subp.4)
Remaining Portion WHP Plan Submitted March 2017 (4720.5360, subp. 1)
Final WHP Plan Review Received May 2017 (4720.5360, subp. 4)
Part 2 Wellhead Protection Plan Amendment Page iv City of Sartell
Members of the Wellhead Protection Team
NAME REPRESENTING Jeff Bemboom Sartell Utility Systems Supervisor Nate Keller Sartell Community Development Technician Katie Breth Stearns County Soil and Water Conservation District Dan Heim LeSauk Township Board Chair Karen Voz Planner – MDH Drinking Water Protection Marilyn Bayerl Bayerl Water Resources
Abbreviations
BMP Best Management Practices OHW Ordinary High Water Level BNSF Burlington Northern Santa Fe PCSI Potential Contaminant Source Railroad Inventory BWSR Board of Water and Soil Resources PWS Public Water Supply CMWEA Central Minnesota Water Education RST Registered Storage Tank Alliance SCnty Stearns County CRP Conservation Reserve Program SPubWks Sartell Public Works Department DNR MN Department of Natural SPlanning Sartell Planning and Zoning Resources Department DWSMA Drinking Water Supply Management SSTS Sub-surface Sewage Treatment Area Systems EPA Environmental Protection Agency SWCD Soil & Water Conservation GIS Geographic Information Systems District HWGP Hazardous Waste Generator Permit ST Storage Tank ISD 748 Independent School District #748 STOR Ag Chemical Storage Permit IWMZ Inner Wellhead Management Zone SWUDS State Water Use Permit LGU Local Government Unit TMDL Total Maximum Daily Load LStwp LeSauk Township TOT Time-of-travel LUST Leaking Underground Storage UST Underground Storage Tank Tanks WHP Wellhead Protection LWMP Local Water Management Plan WHPA Wellhead Protection Area MDA MN Department of Agriculture WHPP Wellhead Protection Plan MDH MN Department of Health Mg/Y Million Gallons per year MN Minnesota MNDOT MN Department of Transportation MPCA MN Pollution Control Agency MRWA MN Rural Water Association NRCS Natural Resources Conservation Services NWI National Wetlands Inventory OBWEL Observation Well
Part 2 Wellhead Protection Plan Amendment Page v City of Sartell
EXECUTIVE SUMMARY
Part Two of the City of Sartell’s Wellhead Protection Plan Amendment speaks to sections 4720.5220 through 4720.5290 of MN Rules. This portion of the plan is based on the requirements outlined in the scoping document found in Appendix II of this plan. It addresses: Data elements and their assessments; Impacts of changes on the public water supply well; Issues, problems and opportunities; Wellhead protection goals, objectives and action plans; Program evaluation; and Alternative water supply/contingency strategy.
In Part One of the Plan, the re-delineation of the Wellhead Protection Area (WHPA), the Drinking Water Supply Management Area (DWSMA), vulnerability of the wells, and vulnerability status of the aquifer in which the city’s wells are located was completed and approved by the Minnesota Department of Health (MDH). This important information was utilized in the completion of this document.
The vulnerability of the aquifer that underlies the city’s well fields was assessed based on geologic logs from wells in the area, soils maps, and chemical and isotope data. Figures One A, B and C map the areas of vulnerability for the city’s wells. The DWSMA encompasses three areas – the East DWSMA (187.2 acres), North DWSMA (8,811.8 acres) and Southwest DWSMA (1,446.9 acres), all with high groundwater vulnerability. The North DWSMA encompasses a surface water runoff that is also high in vulnerability. The total DWSMA acres is 10,445.9. This plan will differentiate between the three areas based on required potential contaminant considerations required for each.
The vulnerability within the Quaternary Water Table Aquifer and Quaternary Buried Artesian Aquifer has generated more questions about the geology between the surface and the aquifer. Further monitoring over the next ten years will help to gain a better understanding of the aquifer and the layers between it and the land above. Management Strategies in Chapter Five focus on actions the city, along with the wellhead team, can focus on for the next ten years. These strategies focus on the following areas of concern: Inner Wellhead Management Zone, One-year Time of Travel, Transportation Corridors, Surface Water Discharges, Tanks, Hazardous Waste, Spills, Chemical / Nutrient Use, Septic Systems, Feedlots, Wells and Class V Wells.
The Wellhead Protection Team intends to work with Benton and Stearns Counties, LeSauk, St. Wendel and Brockway Townships, and the Cities of Sartell and St. Steven along with state and local agencies to mitigate land use within the DWSMAs to the extent available. It is the hope of the Wellhead Protection Team that through increased public awareness, habits will be established that will decrease the potential for future water problems and the community can continue to enjoy the current quality of water it has come to expect.
Part 2 Wellhead Protection Plan Amendment Page 1 City of Sartell Sartell Minnesota Department of Health Stearns & Benton Counties Environmental Health Minnesota Sartell East Drinking Water Supply Management Area Source Water Protection Unit (DWSMA) MN-00952 - High Vulnerability Figure One A
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Emergency Response Area5thN Ave 1st St N 4thNE Ave Wellhead Protection Area 3rd St NE DWSMA River St County Boundary Ave Park Local Government Boundary STEARNS CO 2nd St NE Scenic Dr S PLSS Section Line BENTON CO Riverside Ave N Le SaukHigh Township Vulnerability W Sartell St Benton Dr N DWSMA Approved January 23, 2017 W Sartell St 1st St NE Wellhead Protection data from Stantec, Inc. 2015 Digital Orthorectified Images from W Highview Dr National Agricultural WatabImagery ProgramCt Local Government Boundaries from MnGeo Roads from MnDOT 78 16 High Dr 1:11,000 6th Ave S 6thAve «¬ 15 0 1,000 2,000
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2nd St S 11th Ave NE Ave 11th Feet NE12thAve 28 E 5thAve Part 2 Wellhead Protection Plan Amendment R 28 W R 31 W Page 2 Sartell Minnesota Department of Health Stearns & Benton Counties Environmental Health Minnesota Sartell North Drinking Water Supply Management Area Source Water Protection Unit (DWSMA) MN-00953 - High Vulnerability Figure One B
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DWSMA Ave 95th 11th St SW Watab Township X X X X X X X X X X 390th St County Boundary 389th St Local Government Boundary 22 PLSS Section Line 2 21 385th St 35 «¬ 10thAve NW 32 High33 Vulnerability X X X X X X X X X X X 31 385th St High Vulnerability Surface Water34 Brockway Township 32 33 Tallow Rd
DWSMA Approved January 23, 2017 Ave 55th Wellhead Protection data from Stantec, Inc. 36
2015 Digital Orthorectified Images from 105thAve T 126 N NationalAve 115th Agricultural 380thImagery St Program 70th Ave 70th 34 T 125 N Local Government Boundaries from MnGeo X X X X X X X X 380th St X X Roads from MnDOT : 378th St
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OakRd 29 28 27 19thAve 2nd St S Sauk Rapids X X X X X X X X X X Part 2 Wellhead Protection PLan Amendment R 29 W R 28 W R 28 W R 31 W Page 3 Figure One C
CHAPTER ONE
DATA ELEMENTS/ASSESSMENT Minnesota Rules 4720.5200
I. REQUIRED DATA ELEMENTS
A. PHYSICAL ENVIRONMENT DATA ELEMENTS 1. Precipitation Average annual precipitation during the past five years in the Sartell area is just over 31 inches, with variation between 26 and 35 inches, as shown in Part One - Appendix I. Data was obtained from the Minnesota Climatology website at http://climate.umn.edu/hidenannual/. Rain falling on the ground can filter through the layers of sediment and enter the aquifer containing the city’s vulnerable wells. Eight of the nine city wells are vulnerable to contamination. City well #8 has not been tested for tritium so vulnerability is assumed non-vulnerable. The north DWSMA is also vulnerable to the uses on the land where surface water runoff moves water into the high vulnerability area and could potentially end up in the public water supply. It is important to address areas where rainfall could cause infiltration of contaminants. 2. Geology Geologic atlases of Stearns and Benton County have been completed. Geologic data elements pertinent to the Wellhead Protection Area (WHPA) delineation and vulnerability status are included in Part One of this Wellhead Protection Plan (WHPP) and were utilized in the delineation. Part One can be found in Appendix I and is on file with the Minnesota Department of Health (MDH) and the City of Sartell.
3. Soils Maps of the soils, Figures Two A, B and C show the erodibility of soils located within the DWSMAs. Most of the soils within this area are loamy sands, sandy loams and outwash sands of various slopes and is not considered highly erodible. Over ninety-one percent of the DWSMA areas are considered not highly erodible, with four percent highly erodible in the North DWSMA. The rest is designated partially erodible, water and a mining pit. When soil leaves the land through erosion, it could transport contaminants to surface waters which may have connectivity to the city wells. Land near the city wells does not have erodibility characteristics. Best Management Practices (BMPs) to prevent soil erosion will be promoted through partnering with the SWCD on available programs. Hydric soil is permanently or seasonally saturated by water. Permeability of soils, as shown in Figures Three A, B and C and Table 1, describe how fast water on the surface of the land travels through the soils to the aquifer below. Approximate infiltration rates per hour for the soil groups are:
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North East Southwest Infiltration Hydrologic Table 1 DWSMA DWSMA DWSMA Rate Soil Group Soil Texture Acres Acres Acres (inches/hour) A 2,538 94 985 0.8 Gravel/Sand A/D 2,548 10 328 loamy sand/sandy B 622 0.3 loam B/D 1,010 72 loam/silty loam C 980 21 0.2 Sandy loam C/D 991 8 Sandy clay loam Water 65 75 41 The hydrologic soil group “A” is the most rapid infiltrator. These soils will soak 0.8-inches of moisture per hour. All three DWSMAs have this as the predominant soil type. This is the reasoning for land use practices for the protection of the aquifer in this area. Strategies to address land use regarding erosion and sedimentation/infiltration will be discussed in Chapter Five.
4. Water Resources The city DWSMAs are located entirely within the Mississippi River - Sartell Watershed in the Mississippi River Basin as depicted on the waters maps in Figures Four A, B, and C. These maps show waterways, wetlands, floodplain and known ditches (both public and private). Water from the Mississippi River flows through the east DWSMA from north to south. The Watab River runs through the West DWSMA, along the southern border of the North DWSMA and enters the Mississippi River just west of the East DWSMA. This river flows through Watab Lake (DNR lake number 73007000) on the southwest end of the DWSMA. It is a 96-acre lake with a maximum depth of 54-feet and a clarity of 9.0-feet. According to the Minnesota Pollution Control Agency (MPCA), this lake is on the low end of mesotrophic – meaning it has good clarity most of the season with some algal growth. It is considered a Recreational Development Lake, which guides setbacks and lot sizes. The northern end of the lake is developed, while the rest of the lake in the DWSMA is mainly wetland and considered agricultural in use. The Mississippi River runs along the western boundary of the East DWSMA from north to south. Wetlands can provide a “nutrient sink” where the water flows into the wetland and is allowed to settle nutrients to the bottom while evaporation and movement through the soils takes some of the water out of the overland system. There are wetlands left in the DWSMAs but the land has been maximized for agricultural use. Stormwater Flows overland outside the city limits of Sartell, LeSauk Township and St. Stephen. It is managed by a ditch system that is both public and private. Water is conveyed to the Mississippi River via this ditch system. Floodplain areas occur along the Mississippi and Watab Rivers. Land use in this area provides runoff into the river system during high water states.
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B. LAND USE DATA ELEMENTS 1. Land Use and Zoning The City of Sartell is located in Benton and Stearns Counties in mid Minnesota. The total area of the DWSMAs is 10,446 acres – 8,816 in the north, 1,447 in the southwest and 187 in the east DWSMA. Sartell city limits encompass an area on the east side of the north DWSMA and most of the east DWSMA. The majority of the DWSMA area lies within LeSauk Township in Stearns County. Based on the 2016 land use by the USDA national land statistics, land use within the DWSMAs of the city is predominantly cropland, deciduous forest and grass/pasture – as shown in Table 2 and Figures Five A, B, and C. The east DWSMA is mainly developed with some forested areas. Designated cropland within the city limits is utilized as grassland and is not farmed. North Southwest East Table 2 - 2016 Land Use / Land Cover DWSMA DWSMA DWSMA Barren 0.2 0.4 Cropland 3,158.0 860.0 Deciduous Forest 2,343.4 205.7 27.9 Developed/High Intensity 8.7 0.4 26.8 Developed/Low Intensity 152.8 27.4 15.9 Developed/Med Intensity 91.1 4.7 18.7 Developed/Open Space 418.4 49.3 23.7 Evergreen Forest 18.0 0.2 Grass/Pasture 1,694.5 142.2 0.8 Herbaceous Wetlands 782.0 106.5 2.2 Open Water 76.3 48.3 70.9 Shrubland 20.5 1.7 Woody Wetlands 53.1 1.0 Total 8,816.8 1,447.7 187.3
Specific crop information will be utilized as part of the potential contaminant source inventory. This information can be seen on Figures Six A, B, and C. In the North DWSMA, 3,494-acres are either in pasture or some type of crop rotation. In the Southwest DWSMA, 1,049.1-acres include the above designations. The City will work with the Stearns SWCD to promote land application practices that will be protective of the sensitive groundwater protection areas in all three DWSMAs. Land use can potentially impact the aquifer containing the City wells. Land use activities will be considered in the strategies outlined in Chapter Five. Official zoning within the DWSMAs are shown in Table 3 and Figures Seven A, B, and C. The City has regulatory authority within their city limits, as does St. Stephen. LeSauk, St. Wendel and Brockway Townships have zoning restrictions. In the East DWSMA, Sauk Rapids Township has a small area on the northern edge of the DWSMA. Stearns County regulates feedlots (except in LeSauk Township), SSTS, shoreline and permitting. Stearns County issues all zoning permits in St. Wendel and Brockway Township after township approval.
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Southwest Table 3 North DWSMA East DWSMA DWSMA ZONING Current * Future Current Future Current Future Agricultural - AG 2,756.8 LS 4,768.4 50.4 208 Agricultural A-40 4,185.1 ST 1,128.4 Limited Res - LR 197.8 305.8 Farm Residence - FR 287.9 SS Limited Business - LB 8.6 General Business -B-2 29.5 SS 28.8 32.6 3.7 2.4 Commercial - C 20.3 LS Heavy Industrial - I-2 46.4 50.1 Shoreland - S 8.1 Protected Lake - PL 44.2 LS 33.0 Very Low Res - VLRD 2,283.6 Low Density Res - LDR 1,479.1 64.1 41.6 Single Family - R-1 145.9 S Single Family - R-1 164.5 SS 21.6 29.0 Moderate Res - MDR 99.6 Rural Residential - RR 44.1 LS Suburban Residential - SR 157.4 LS Residential - R-5 541.7 S Residential - R-5 161.0 ST Residential - R-10 11.2 ST 54.1 Single & Multi - R-3 39.1 Urban Expansion - UE 302.4 SC 10.0 160.4 687.3 Public - PUB 7.9 Total 8,817.8 8,775.6 1,447.9 1,414.1 118.2 94.2 * Township: LeSauk=LS, BR=Brockway, Cities: S=Sartell, SS=St. Stephen, County: ST=Stearns Future land use/zoning is shown in Figure Eight A, B, and C and above in Table 3. It can be summarized as follows: North DWSMA shows a shift from agriculture to low and very low density residential use; in the Southwest DWSMA a shift from agricultural use to limited residential, limited business, and general business is predicted and the urban expansion will increase from 160 to 687-acres. The East DWSMA will remain close to the same with regards to ratios of business, industrial, and residential but residential is slated to become less dense. The land use changes are moving from agricultural to less intense residential use.
2. Potential Contaminant Source Inventory The land located within the DWSMAs of the City of Sartell water supply wells is 87.6-percent within Stearns County (29-percent of this located within LeSauk Township), 0.4-percent within Benton County, 4.6-percent within the city limits of St. Stephen, and 7.4-percent within the Sartell city limits. Existing land uses and potential sources of contamination located within the DWSMAs were reviewed by the WHP Team. The Potential Contaminant Source Inventory (PCSI), utilizing EPA database for Class V Wells, State databases such as MPCAs “What’s In My Neighborhood” site, National Pipeline Mapping System (public viewer) combined with local knowledge, LeSauk Township, Sartell City GIS, and Stearns and Benton County Zoning Offices were used to identify most of the contaminant sources.
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Table 4 and Figure Nine A, B, and C show the location of identified Potential Contaminant Sources. A listing of parcels identified as having potential contaminant sources is shown in the Appendix. A list of property owners within the DWSMAs (736 in total), addresses, parcel identification numbers, and current use classification is located at the city office.
Table 4 - Potential contaminant sources and assigned risk
Potential Source Type Number Within North Number Within East Number Within *A=Active, C=Closed, I=Inactive, Total DWSMA, and Level of DWSMA, and Level of Southwest DWSMA, R=Removed, U=Unknown, L/R=Level of Risk No. Risk* Risk and Level of Risk (H=High, M=Medium, L=Low)
A C I R U L/R A C I R U L/R A C I R U L/R Leak/Spill Sites 2 1 L 1 H Hazardous Waste Generators (Sm. to Min.) 4 3 M 1 M Above Ground Storage Tanks 121 69 52 L Underground Storage Tanks 2 2 L Voluntary Investigative Cleanup 2 1 1 H Wastewater Discharge 1 1 L Stormwater Permit 7 5 H 2 L Mining Pit 1 1 L Petroleum Brownfield 2 1 1 H Public Water Supply Wells 9 3 L 3 L 3 L Domestic Wells 62 9 1 H 2 H 12 38 H Feedlots 33 22 6 H 4 1 H Sub Surface Sewage Treatment Systems 248 166 34 M 2 M 36 10 M Land Application Sites 149 123 H 26 H Class V Wells 0 Total 643 Class V injection wells are typically shallow disposal systems that are used to place a variety of fluids below the land surface. Examples of Class V injection wells include: motor vehicle waste disposal wells, large capacity cesspools, storm water drainage wells, aquifer remediation wells and large capacity septic systems. Class V wells are a concern because, in some situations, they may pose a risk to underground sources of drinking water. The risk a Class V well may present depends on factors such as: the type of fluid(s) it receives, its location in relation to water supply sources, its construction, maintenance and local geology. There are no known Class V wells located in the DWSMAs. Identification of Class V injection wells will be addressed further in the management strategies found in Chapter Five. Many of the potential contaminant sources are regulated by the Minnesota Pollution Control Agency (MPCA). The City will address these issues by providing education and information to the property owners. There is an active leak site in the East DWSMA that is part of a petroleum brownfield site and voluntary investigative cleanup. There is a closed spill site in the North.
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The City will follow the mitigation of the active site to ensure any potential contaminants to the drinking water system are removed. There are no known active above or underground storage tanks. In the East DWSMA, 52 above ground tanks have been removed and 69 closed – all on the same site. Two underground tanks have also been removed from this site. Potential hazards from overland and/or runoff include hazardous waste generators and storm/wastewater discharges. Inventory and management of existing stormwater systems will be addressed in the strategies section of this plan. Education in best management practices for the mining pit owner will be the implementation focus. Sub Surface Sewage Treatment Systems are regulated by Stearns County. The City will work with the county to determine the status of the unknown systems in the DWSMAs. There are forty-four unknown status systems out of the total of 248. Any noted to be out of compliance will be offered assistance in the form of low interest loans if available through the county and/or SWCD. Education of the property owners will be considered in the strategies section of this plan. Of the 62 wells in the high vulnerability groundwater areas, 41 have unknown well logs. Based on the air photos, SSTS on site and general knowledge of the wellhead team, these 41 sites likely have an active well. The City will attempt to determine the status and depth/well number for these wells if feasible. Unused, unsealed wells located within the DWSMAs will be targeted for sealing. The City will provide information to property owners and determine a method to find and seal these wells. The City will investigate the Old Municipal Well report provided by MDH to determine if any old wells exist that require sealing. 3. Inner Wellhead Management Zone A copy of the IWMZ forms and measures that have been identified are included in the Appendix of this plan. The WHP team discussed the importance of on- going monitoring for land use changes and potential contaminants near the public water supply wells and awareness of State Well Code isolation distances and the need to maintain these setback requirements. Existing land uses, management and local land use controls within the Inner Well Management Zone (IWMZ or 200’ radius around the public water supply wells) and the immediate one-year time of travel area is shown in Table 5 and was considered by the WHP team during the development of this plan. Table 5 Well Number/Contaminant 3 7 8 11 12 13 14 15 16 L/R* SOUTHWEST EAST WELLFIELD NORTH WELLFIELD WELLFIELD SD1 – STORM DRAIN PIPE 2 H WEL – OPERATING WELL 2 2 1 1 1 1 L SB1 – BURRIED SEWER – 1-2 RES 3 M WT2 – WATER TREAT BACKWASH 1 1 1 1 L AMA – ANIMAL MANURE APP 2 2 2 H *Level of Risk Recommendations from MDH include management of the stormwater pipe for well #3 and maintaining a 50-foot setback from the wells in the Southwest wellfield and animal manure applications.
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Existing land uses, potential contaminants and future land use changes were also considered within the one-year time of travel. Based on the land uses and potential contaminants identified in the IWMZ and one-year time of travel area described, the City will consider the potential contaminants and land uses a high priority during the implementation of management strategies found in Chapter Five of this plan. 4. Public Utility Services Ground transportation corridors provide a potential source of contamination due to accidental spills and discharges. Transportation corridors located within the DWSMAs include Stearns County Road 133 – through southwest wellfield (one-year time-of-travel) Stearns County Road 2 – western border for north and southwest DWSMAs Stearns County Road 4 – south border of north DWSMA and eastern edge of southwest DWSMA Pinecone Road – eastern edge of north DWSMA North Benton Drive – center of east DWSMA Burlington Northern Santa Fe Railway (BNSF) – west of North Benton Drive in east DWSMA. Water from the Highway flows overland and infiltrates into the soil. The Minnesota Department of Transportation (MNDOT) has developed a protocol to address spills within the right of way, including notification of a duty officer who assigns clean up. An 800 report number is on file with the city. This number is also used for railroad spills. BNSF also has an emergency number: 800-832- 5452 to report incidences and/or spills. The DNR Water Supply Plan found in the Appendix addresses options for back up water supplies and emergency preparedness in the event of a catastrophic event such as a hazardous release that may impact the public water supply. Stormwater from the City of Sartell drains toward the Mississippi River. The city’s utility and public drainage system map is shown in the Appendix and on file at the City Public Works Department. LeSauk and Brockway Townships and the City of Sartell all have MS4 requirements from the MPCA to manage stormwater. An inventory of all stormwater structures within the DWSMAs will be considered. Water and wastewater lines should have negligible impact on groundwater quality. There are no gas and oil pipelines in any of the DWSMAs. There are numerous public and private water conveyances, especially through the north DWSMA. Buffers along these waterways will be a priority in this plan. Unused municipal or other high capacity wells located within the DWSMAs must be investigated to determine sealing protocol. A copy of the municipal well report, compiled by the MDH, is located in the Appendix of this plan.
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C. WATER QUANTITY DATA ELEMENTS 1. Surface Water Quantity There are no known surface water conflicts to the City drinking water supply in any of the three DWSMAs. 2. Groundwater Quantity Adequacy of volume during drought periods has been addressed in Part One of the Plan. Any new proposed high-capacity wells will be evaluated by the City and MDH to determine impact to the public water supply. If a new well is needed by the City, they will work with the MDH to determine placement. There are no known well interferences or water use conflicts within two miles of the DWSMA.
D. WATER QUALITY DATA ELEMENTS 1. Surface Water Quality The Watab River runs through the Southwest DWSMA, along the southern border of the North DWSMA and enters the Mississippi River just west of the East DWSMA. This river flows through Watab Lake on the southwest end of the DWSMA. It is a 96-acre lake with a maximum depth of 54-feet and a clarity of 9.0-feet. According to the Minnesota Pollution Control Agency (MPCA), this lake is on the low end of mesotrophic – meaning it has good clarity most of the season with some algal growth. It is considered a Recreational Development Lake, which guides setbacks and lot sizes. The northern end of the lake is developed, while the rest of the lake in the DWSMA is considered agricultural in use. The Mississippi River runs along the western boundary of the East DWSMA from north to south. Numerous studies are being completed along the Mississippi River to set guidelines for protection of the water quality for recreation and as a drinking water resource. information on the on-going studies can be found at: https://www.pca.state.mn.us/water/watersheds/mississippi-river-sartell 2. Groundwater Quality Tritium is a radioactive isotope of hydrogen that was released into the atmosphere during testing of hydrogen bombs. When Tritium is found in groundwater in amounts greater than one tritium unit, it is an indicator that recharge due to rainfall has occurred in the United States. Results of the Tritium testing for all the city wells tested were greater than one tritium unit, showing water in the aquifer is “young” in these wells. It has leached from the surface since 1953. The city will work with MDH to conduct tritium testing on the wells in the north and southwest wellfields and isotope testing in the southwest wellfield to determine interaction with the surface waters. This will be completed prior to the next amendment. The City of Sartell will work to maintain their good water quality the community has come to expect.
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II. ASSESSMENT OF DATA ELEMENTS A. USE OF THE WELL The City of Sartell utilizes nine wells ranging in depth from 92 to 157-feet. An average of 607.3-million gallons per year is pumped from these wells. Usage has varied over a five-year period between a low of 643-million gallons per year in 2011 and a high of 819-million gallons per year in 2012. The city pumps an average of 1.5-million gallons per day and has three elevated storage tanks and three underground clearwells with a total capacity of 2.9-million gallons. The city water system provides drinking water to 4,720 metered service connections through appurtenant distribution mains, lines and services. Historic water usage from 2010 through 2014 has averaged approximately 716-million gallons annually. Water use is expected to increase with development. A State licensed operator currently manages the water system.
B. WELLHEAD PROTECTION AREA DELINEATION CRITERIA The following data inputs were used in determination of the boundaries of the wellhead protection area. 1. Time of Travel - 10 year 2. Flow Boundaries 3. Daily Volume 4. Ground Water Flow Field 5. Aquifer Transmissivity A detailed discussion of the delineation is found in Part One of the Plan. Part One of the City’s plan was completed by Mark Janovec, P.G., Stantec. Part One is located in the Appendix of this plan.
C. QUALITY AND QUANTITY OF WATER SUPPLYING THE PUBLIC WATER SUPPLY WELL Sartell’s wells pumped about 607.3-million gallons in 2016. Results of routine sampling conducted by the MDH in 2016 discovered no violations of any parameters monitored under the Federal Safe Drinking Water Act.
D. THE LAND AND GROUNDWATER USES IN THE DRINKING WATER SUPPLY MANAGEMENT AREA The City will work with Stearns County, LeSauk, Brockway and St. Wendel Townships and the city of St. Stephen, along with Stearns Soil and Water Conservation District providing both education and incentives for residential and agricultural land use practices. Education of landowners about the importance of proper management of Sub-surface sewage treatment systems, hazardous wastes, proper turf management, tank management, Brownfield sites, old leak sites and monitoring are issues of concern and will be the focus of management strategies in the high vulnerability areas of the DWSMA. Stormwater management and contributing factors to overland runoff will be the focus of the surface water contribution area. The intent of this WHPP is to heighten awareness regarding the impact of land use activities on groundwater quality. Through awareness, it is hoped that citizens will voluntarily take the necessary steps, which will maintain the quality of groundwater and drinking water produced by the city.
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CHAPTER TWO
IMPACT OF CHANGES ON PUBLIC WATER SUPPLY WELL Minnesota Rules 4720.5220
I. CHANGES IDENTIFIED IN: A. PHYSICAL ENVIRONMENT The City of Sartell anticipates residential and limited commercial growth outward, converting agricultural land to rural residential. In the East DWSMA, the existing treatment plant will potentially be decommissioned within the next ten years. B. LAND USE Changes from Industrial to mixed use is anticipated on the old paper mill site after mitigation of pollution sources has been completed. The city also anticipates changes from agricultural use to rural residential in the north and Southwest DWSMAs. C. SURFACE WATER The City can expect improvements in the quality of the Mississippi River due to the studies and planning currently under way. The prioritization and implementation of the plans produced will bring water quality improvements. D. GROUNDWATER No changes in groundwater are anticipated. II. IMPACT OF CHANGES A. EXPECTED CHANGES IN WATER USE The City anticipates an increase in water usage with development. B. INFLUENCE OF EXISTING WATER AND LAND GOVERNMENT PROGRAMS AND REGULATION Both Stearns and Benton Counties have regulatory authority over zoning land use permitting and septic systems. LeSauk and Brockway Townships have zoning and permit approval authority as do the Cities of St. Stephen, Sartell, Sauk Rapids and St. Joseph. The City of St. Wendel is regulated by Stearns County as is St. Wendel Township per a memorandum of understanding with the county. Controls and programs for the various governmental units are outlined in Tables 6 and 7 below. Table 6 - Controls and Programs of the City of Sartell Type of Control Program Description Joint Planning with LeSauk Township Provides orderly annexation and seamless zoning. Building Code Provides an opportunity to require performance Plumbing Code standards to offset potential risk posed by a land use. Ordinance Requiring Hookup to City Reduces the likelihood that the pumping of other Services wells will impact contaminant movement to the Cross connection ordinance city wells.
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Table 7 - Local Agency Controls and Programs Government Name of Control/Program Program Description Unit Planning and Zoning Land Use Permitting Shoreline Permitting County Comprehensive Plan Stearns SSTS Permitting County Feedlot Permitting Environmental Services Local Water Management Plan Source Water Protection Wetland Conservation Act Education and grant funding for water quality priorities Nutrient Management, Buffers, Best Management Practices and Agricultural Programs Stearns Well Sealing Cost-Share SWCD Cost-share Programs Wellhead Protection Low-interest loans for SSTS Planning and Zoning Land use permitting LeSauk Feedlot Permitting Township Comprehensive Plan Joint planning with Sartell MS4 Water quality/quantity management Planning and Zoning Approval of land use permit Brockway Comprehensive Plan applications prior to Stearns Township County issuance. MS4 Water quality/quantity management
St. Wendel Administered by Stearns County Planning and Zoning Township via memorandum of agreement
City of St. Planning and Zoning Land use permitting Stephen Planning and Zoning Land use permitting Benton County Comprehensive Plan County SSTS Permitting Wetland Conservation Act Feedlot Permitting
Nutrient Management, Buffers, Agricultural Programs Best Management Practices and Benton Cost-share Programs Well Sealing Cost-Share SWCD Local Water Management Plan Education and grant funding for water quality priorities.
C. ADMINISTRATIVE, TECHNICAL, AND FINANCIAL CONSIDERATIONS The WHP Manager will be the designated contact person for implementation of this Plan. The committee will continue to meet at least every two years, with intent to try to meet annually to review and discuss implementation programs. The city will work with the Stearns SWCD providing incentive programs and education opportunities as they arise. Stearns County Local Water Management, SWCD and Environmental Services have provided and will continue to provide technical assistance for this plan.
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CHAPTER THREE
ISSUES, PROBLEMS, AND OPPORTUNITES Minnesota Rules 4720.5230
I. LAND USE ISSUES, PROBLEMS, AND OPPORTUNITIES RELATED TO:
A. THE AQUIFER The quaternary buried artesian and quaternary water table aquifers providing the City’s public water supply has been determined to be influenced by land use based on the geologic setting and the existence of Tritium in all the city wells except number eight – as eight was not sampled. All wells with the exception of number eight are vulnerable due to the non-contiguous confining layers within the DWSMAs. B. THE WELL WATER The City of Sartell has adequate water for the projected use in the next ten years. Adding any high capacity well by the city may affect the WHPAs and DWSMAs and may require a new delineation. They will work with the MDH and DNR to assist with location and construction of any proposed new high capacity wells. Education is one of the main strategies in protection of drinking water supplies. C. THE DRINKING WATER SUPPLY MANAGEMENT AREA Land use within the East DWSMA of these aquifers has been relatively stable for years. The North and Southwest DWSMAs are slowly moving from agricultural use in the direction of residential use.
II. IDENTIFICATION OF:
A. PROBLEMS AND OPPORTUNITIES DISCLOSED AT PUBLIC MEETING AND IN WRITTEN COMMENT While no public comments were presented at any of the public meetings held in conjunction with this plan, the following Table 8 depicts problems and opportunities identified by the wellhead team.
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Problem Table 8 Opportunity Impacted Associated with Adequacy of Existing Issue Identified Associated with the Feature the Identified Controls to Address the Identified Issue Issue Issue The city needs to The city can partner The city does not have There may be assess which wells with Stearns SWCD Aquifer authority to require that unused and present a threat to and/or apply for MDH Well water quality unused wells be properly unsealed wells on the aquifer based Implementation funds DWSMA sealed. residential upon their depth, to help pay for the properties. construction, and costs of properly The MDH has authority to state of repair. sealing unused wells. require well sealing. There are 41 The city can contact The city does not have Aquifer unknown wells property owners authority to require Unknown wells Well water quality located within the requesting DWSMA residents to disclose well DWSMAs information. information. There may be The city can apply for Aquifer MDH requires sealing Old municipal unidentified OMW MDH SWP funds to Well water quality records when municipal wells that are seal unused/unsealed DWSMA wells are sealed. unused/unsealed. wells. The city does not have The city can authority to regulate land There are 7 LGUs collaborate with the Surface Water use outside city limits. with varying LGUs as appropriate to and Land Use is Aquifer St. Stephen, Stearns County regulatory authority protect the aquifer. controlled by Well water quality Environmental Services, involved in the The city has joint multiple entities. Benton County, LeSauk and DWSMAs. planning with LeSauk Brockway Townships control Township. land use regulation. The city can notify Transportation The city has an emergency Transportation MNDOT, the counties, Aquifer corridors run management team. Corridors / Spill and the Railroad of the Well water quality through the 1-year Response DWSMA boundaries MNDOT has spill response time-of-travel. and vulnerability. protocol. There is no tritium The city can complete data on the north or Lack of adequate Aquifer the collection of southwest information - Well water quality samples for testing. wellfields or isotope Monitoring DWSMA data for the The MDH can southwest. complete the tests. The city can work with Infiltration is not Aquifer the SWCD to complete MS4 regulation applies to appropriate within Stormwater Well water quality an inventory of all the city, LeSauk Township, high vulnerability DWSMA structures and outfalls and Brockway Township. areas. in the DWSMAs. The city can assess The well sites in the need for added security Aquifer north wellfield may The city owns the land the Security in the north wellfield. Well water quality be vulnerable to wells are located on. They can apply for grant vandalism. funding.
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Problem Table 8 (cont.) Opportunity Impacted Associated with Adequacy of Existing Issue Identified Associated with the Feature the Identified Controls to Address the Identified Issue Issue Issue There is an active The city can work with Aquifer brownfield MPCA has regulatory the MPCA to ensure Brownfield site Well water quality petroleum authority for brownfield proper mitigation of DWSMA mediation site in petroleum leak sites. on-site contaminants. the east DWSMA. Stearns County and LeSauk The city can work with There are 28 Township have regulatory the SWCD to prioritize Feedlots and land Aquifer feedlots in the authority over feedlots. and target projects application sites Well water quality north DWSMA and within the surface MPCA is the overall 5 in the southwest. water area. regulatory authority for feedlots. There is an existing Work with the landscaping site property owner and The MPCA permits Aquifer Landscape site within the north regulatory authority to hazardous wastes and Well water quality DWSMA, status verify if there is a chemical uses. unknown. potential threat. The city can apply for MDH grants to offer SubSurface Aquifer There are 248 SSTS mitigation of high Stearns County is the Sewage Well water quality located in the priority SSTS. The city regulatory authority for Treatment DWSMA DWSMAs. can request updated SSTS. Systems (SSTS) information from Stearns County. The city has The city can partner There are inventories from There are multiple with SWCD and local multiple three DWSMAs to regulatory authorities in the governments to assist DWSMAS maintain and three DWSMAs. in implementation. implement. Studies are being The city can send a completed on the There is an on- map of the DWSMA to Watab River and MPCA is overall authority of going study of the the MPCA to include. Aquifer County Ditch 12 the study, Mississippi River The city can participate Well water quality within the DWSMAs that includes the in the education for Morrison County SWCD is as part of the Upper DWSMAs residents within the the fiscal manager. Mississippi River DWSMAs. Sartell. The city needs to The city can apply for There may be Aquifer inform property MDH grant funding to unknown Class V The EPA has authority over Well water quality owners of what a inform the property Wells located in Class V Wells in Minnesota. DWSMA Class V Well is and owners within the the DWSMA. how to report. DWSMA.
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B. DATA ELEMENTS The State’s Wellhead Protection Rule requires that existing information be utilized in developing the initial Wellhead Protection Plan. Much of the data collected and utilized to delineate the City of Sartell’s WHPAs and DWSMAs and to determine vulnerability of the aquifer to possible contamination comes from regional sources on a large scale. While much regional information and data is being used as supplied by MDH, the City has initiated verification of many of the contaminant sites to further protect public drinking water supplies. The City will continue to compile data collected by all entities regarding groundwater and surface water to track potential changes in the quality of water. This plan will be updated on ten-year intervals as required by the State of Minnesota. Updated data will be utilized at that time. C. STATUS AND ADEQUACY OF OFFICIAL CONTROLS, PLANS, AND OTHER LOCAL, STATE, AND FEDERAL PROGRAMS ON WATER USE AND LAND USE The WHP committee feels adequate protection of the DWSMAs are available through existing land use ordinances in the cities of Sartell, St. Stephan and St. Joseph, along with LeSauk and Brockway Townships, Stearns and Benton counties, and state well and groundwater appropriation permits. Existing education programs promoting Best Management Practices (BMPs) and working with the SWCD and local landowners on management of potential contaminants is the approach proposed by the City. The MDH and Minnesota Rural Water Association (MRWA) will provide technical assistance towards the successful implementation of this Plan. Other State agencies including the DNR, MDA, MPCA, and BWSR are available to provide assistance as needed.
CHAPTER FOUR
WELLHEAD PROTECTION GOALS Minnesota Rules 4720.5240
Goals define the overall purpose for the WHP plan, as well as the end points for implementing objectives and their corresponding actions. The WHP team identified the following goals after considering the impacts that 1) changing land and water uses have presented to drinking water quality over time and 2) future changes that need to be addressed to protect the community’s drinking water: Maintain a safe and adequate drinking water supply for community residents; Prevent contaminants from reaching levels that present a risk to people’s health; and Create public awareness and general knowledge about the importance of WHP for maintaining an adequate and safe drinking water supply.
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CHAPTER FIVE OBJECTIVES AND PLANS OF ACTION Minnesota Rules 4720.5252 Objectives provide the focus for ensuring that the goals of the WHP plan are met and that priority is given to specific actions that support multiple outcomes of plan implementation. Both the objectives and the wellhead protection measures (actions) that support them are based on assessing 1) the data elements, 2) the potential contaminant source inventory, 3) the impacts that changes in land and water use present and 4) issues, problems, and opportunities referenced to administrative, financial, and technical considerations.
OBJECTIVES The following objectives have been identified to support the goals of the WHP plan for the City of Sartell: A. Create public awareness and general knowledge about the importance of WHP for maintaining an adequate and safe drinking water supply; B. Increase the knowledge base regarding quantity of water available – maintain adequate drinking water supply. C. Gather new information on potential contaminants. D. Manage potential contaminants. E. Ensure emergency preparedness of local agencies. F. Create awareness among LGUs about the importance of protection of the drinking water supply aquifer. G. Maintain communications with the MDH and other agencies able to assist with implementation of this plan. H. Collect additional data to substantiate information contained within this Plan, and to provide more detail for future Plan amendments. I. Conduct regular evaluations of Plan implementation and effectiveness.
WHP MEASURES AND ACTION PLAN Based upon this information, the WHP team has identified WHP measures that will be implemented by the city over the 10-year period that its WHP plan is in effect. The objective that each measure supports is noted as well as 1) the lead party and any cooperators, 2) the anticipated cost for implementing the measure and 3) the year or years in which it will be implemented. The following categories are used to further clarify the focus that each WHP measure provides, in addition to helping organize the measures listed in the action plan:
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Data Collection IWMZ Management Land Use Management Potential Contamination Source Management Public Education and Outreach Reporting and Evaluation Water Use and Contingency Strategy
ESTABLISHING PRIORITIES WHP measures reflect the administrative, financial, and technical requirements needed to address the risk to water quality or quantity presented by each type of potential contamination source. Not all of these measures can be implemented at the same time, so the WHP team assigned a priority to each. A number of factors must be considered when WHP action items are selected and prioritized (part 4720.5250, subpart 3): Contamination of the public water supply wells by substances that exceed federal drinking water standards. Quantifiable levels of contamination resulting from human activity. The location of potential contaminant sources relative to the wells. The number of each potential contaminant source identified and the nature of the potential contaminant associated with each source. The capability of the geologic material to absorb a contaminant. The effectiveness of existing controls. The time needed to acquire cooperation from other agencies and cooperators. The resources needed, i.e., staff, money, time, legal, and technical resources. The City of Sartell defines a priority for implementing a WHP measure as maintaining the quantity and high-quality drinking water they have come to expect. The following Table 9 lists each measure that will be implemented over the 10-year period that the City’s WHP plan is in effect, including the priority assigned to each measure. It is difficult to foresee and plan for the future. The City will use its planning and management capabilities within this plan to respond to any new/unknown source water protection issues that may impact the quality or quantity of its drinking water in the future.
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Table 9 - WHP Plan of Action
MONITORING, DATA COLLECTION, AND ASSESSMENT:
Responsible Implementation Time Frame
Description Objective Party & Cost
Priority Cooperators 2018 2019 2020 2021 2022 2023 2024 2025 2026 2027
1. Groundwater Quality Monitoring WHP Measure #1: At the recommendation of MDH, contact the Staff SPubWks MDH Hydrologist to determine monitoring needs such as tritium Time X G/H H MDH Hydro on the north and southwest wellfield and isotope monitoring on MDH the southwest wellfield. SPubWks 2. Inventory and Prioritization SPlanning WHP Measure #2: Update the PCSI as needed. Review status of Consultant C/H M TBD ------On-Going------ existing potential contaminants and remove abated/add any MDH new ones identified within the DWSMA. SCnty SWCD WHP Measure #3: Work with MDH to review old municipal well SPubWks Staff and boring information to help locate and determine efforts X G/D M MDH Time needed to address former city wells.
WELL AND CONTAMINANT SOURCE MANAGEMENT:
Responsible Implementation Time Frame
Description Objective Party & Cost
Priority Cooperators 2018 2019 2020 2021 2022 2023 2024 2025 2026 2027
1. Municipal Well Management Practices SPubWks Staff WHP Measure #4: Notify MDH and update the IWMZ survey D H MDH X form for all wells in the system in year 6 working in coordination MRWA Time with the MDH. WHP Measure #5: Monitor setbacks for all new potential SPubWks Staff ------On-Going------ contaminant sources within the IWMZ. D H MDH Time
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WELL AND CONTAMINANT SOURCE MANAGEMENT (CONT):
Responsible Implementation Time Frame
Description Objective Party & Cost
Priority Cooperators 2018 2019 2020 2021 2022 2023 2024 2025 2026 2027
WHP Measure #6: Manage the stormwater pipe near well #3 for SPubWks TBD ------As Needed------ optimal performance. D H MDH WHP Measure #7: Request SWCD to work with landowner to SPubWks maintain a 50-foot vegetative buffer around the wells in the TBD X D H SWCD southwest wellfield. WHP Measure #8: Provide a map of the DWSMAs to the local SPlanning Fire Department, City Street Department, Stearns County SCnty Staff Emergency Management, BNSF and MNDOT. Request their X E/F H MNDOT Time awareness and prompt response to accidents, spills and clean-up BNSF efforts along major highways and railroads. SPubWks WHP Measure #9: When annual MS4 training is provided, SPlanning provide maintenance staff with training on how to respond to TBD ------On-Going------ E/F M SWCD spills and releases of hazardous materials. MPCA SCnty 2. Private Well Management SPlanning WHP Measure #10: Provide information on the proper MDH Up to management and sealing of wells to landowners located in the X A H SWCD $2,500 DWSMA and why this is important. Place information on the City MRWA website and utilize social media. May apply for MDH SWP funds. SPlanning $600- WHP Measure #11: Apply for a MDH SWP Grant to seal the MDH $1,000 ------As Needed------ unused unsealed wells identified in the DWSMA if applicable. D H SWCD per well WHP Measure #12: Request SWCD to create a postcard and send it to the 41 property owners with unknown wells, SPlanning requesting information regarding status, well number (if known) D/H H MDH TBD X and depth. Provide well maintenance and sealing information SWCD link to city website on card.
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WELL AND CONTAMINANT SOURCE MANAGEMENT (CONT):
Responsible Implementation Time Frame
Description Objective Party & Cost
Priority Cooperators 2018 2019 2020 2021 2022 2023 2024 2025 2026 2027
3. Hazardous Waste Management WHP Measure #13: Place information regarding proper disposal SPlanning Staff and permitting of hazardous waste on the city website with A/D M MDH Time X information on hazardous waste and pharmaceutical drop off MRWA $250 sites and dates. 4. Storm Water and Surface Water Management SPlanning WHP Measure #14: Complete a desktop evaluation of likely Consultant TBD X outfall locations based on aerial photography, available LIDAR D/H H MDH information, and available storm water system information from SWCD the townships and City records if funding is available. SPlanning WHP Measure #15: Meet with City, LeSauk Township, MDH, SPubWks Consultant, and SWCD to review outfall information and D/H H MDH SWCD TBD X determine recommended next steps (ground verification intern if Consultant funding is available). LStwp WHP Measure #16: Work with Central Minnesota Water SPlanning Education Alliance (CMWEA) on providing stormwater and CMWEA TBD ------As Available------ surface water education via the website and provide a venue for A/D H SWCD training sessions offered to the public and local authorities. MPCA WHP Measure #17: Provide DWSMA maps with ditches identified SPlanning SPubWks to SWCD requesting priority buffers within the protection areas. TBD X D H SWCD BWSR 5. Class V Wells SPubWks Staff WHP Measure #18: Identify any new known potential Class V MDH ------On-Going------ C M Time Wells in the DWSMA. Contact MDH Planner for assistance EPA working with a suspected owner of a Class V well.
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WELL AND CONTAMINANT SOURCE MANAGEMENT (CONT):
Responsible Implementation Time Frame
Description Objective Party & Cost
Priority Priority Cooperators 2018 2019 2020 2021 2022 2023 2024 2025 2026 2027
6. Tank and Leak Management SPlanning WHP Measure #19: Send email to the MPCA requesting Staff MDH X X notification of status change for the VICs (Program IDs: PB4412 D H Time and PB4351) and Brownfield sites (Program IDs: VP30550 and MPCA VP30660) within the east DWSMA. WHP Measure #20: The City will send DWSMA map with tanks and leak sites identified to the MPCA requesting notification of SPlanning Staff X any activities such as new or removal of existing tanks and re- D/G M MPCA Time activation by state agencies regarding known leak sites. 7. Sub-Surface Sewage Treatment Systems (SSTS) Sartell WHP Measure #21: Place links to SSTS maintenance information, MDH Stearns County low-income grant and MDA program $250 X A/D H SWCD administered by the SWCD low interest loan program on the city SCnty website. 8. Mining Operations Sartell WHP Measure #22: Send information about wellhead protection Staff A/D L MDH X and provide BMP information for mining activities for parcel Time MRWA 04.02144.0020. 9. Feedlots and Land Application Sites SPubWks WHP Measure #23: Request the SWCD to prioritize and target TBD X A/D H SWCD projects within the surface water area. WHP Measure #24: Request the SWCD to provide education and outreach to targeted areas to provide information about SPlanning ------On-Going------ A/D H TBD chemigation, land management practices, feedlots and buffer SWCD management. WHP Measure #25: Request the SWCD and MDH to acquire SPubWks funding to implement priority practices for feedlot and/or land A/D H MDH TBD ------As Needed------ application sites. SWCD
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EDUCATION AND OUTREACH:
Responsible Implementation Time Frame
Description Objective Party & Cost
Priority Cooperators 2018 2019 2020 2021 2022 2023 2024 2025 2026 2027 SPlanning 1. Education and Outreach MRWA WHP Measure #26: Post and highlight WHP education A H CMWEA TBD X X X information on the city website and through social media. MDH SWCD WHP Measure #27: Participate in the Upper Mississippi River SPlanning Staff Sartell WRAPS and place information about the watershed on MRWA X ------On-Going------ A M Time the city website. MDH SPlanning Staff SWCD WHP Measure #28: Participate water festivals when feasible. Time A H CMWEA X X X X X Assist with funding when available from MDH SWP grant. plus ISD 748 $500 MDH WHP Measure #29: Provide plant tours and presentations for SPubWks Staff ------As Needed------ local schools and community groups as requested. A/F M ISD 748 Time
LAND USE AND PLANNING:
Responsible Implementation Time Frame
Description Objective Party & Cost
Priority Cooperators 2018 2019 2020 2021 2022 2023 2024 2025 2026 2027
1. Water Use Management SPlanning Staff WHP Measure #30: Educate the public on water conservation A/B M X X practices they can implement to reduce water use. Place MDH Time information on website.
WHP Measure #31: Review notifications of zoning and/or Staff regulation changes with regards to groundwater protection SPlanning ------As Needed------ F M Time within the DWSMA. Provide a response to pertinent changes.
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LAND USE AND PLANNING (cont.):
Responsible Implementation Time Frame
Description Objective Party & Cost
Priority Cooperators 2018 2019 2020 2021 2022 2023 2024 2025 2026 2027
2. Comprehensive Land Use Planning WHP Measure #32: Send DWSMA map and work with Benton and Stearns Counties, the City of St. Stephen, Brockway and Staff LeSauk Townships and the Joint Powers during update of their F M SPlanning X comprehensive plan to reflect existing WHP issues and identify Time changes to local controls that can be made to help protect the community water supply wells and the aquifer. Incorporate WHP plan by reference.
WHP COORDINATION, REPORTING, AND EVALUATION:
Responsible Implementation Time Frame
Description Objective Party & Cost
Priority Cooperators 2018 2019 2020 2021 2022 2023 2024 2025 2026 2027
1. WHP Coordination Sartell WHP Team Staff WHP Measure #33: Annually coordinate a meeting with the WHP I H X X X X X X X X X X team. Discuss funding needs and pursuit of SWP Grant funds to MRWA Time help implement activities identified in the WHP Plan. SWCD 2. Implementation Tracking and Reporting Activities WHP Measure # 34: Maintain a “WHP folder” that contains Staff documentation of WHP activities you have completed and a date I H Sartell X X X X X X X X X X Time that it was done. Identify each activity with the number of the measure contained in this table. 3. WHP Program Evaluation Plan Reporting WHP Measure #35: Complete an Evaluation Report every 2.5 Sartell Staff years that evaluates the “progress of plan of action and the I/G H X X X impact of any contaminant release on the aquifer supplying the MDH Time public water supply well” MN WHP Rule 4720.5270. Submit copy to MDH.
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CHAPTER SIX
EVALUATION PROGRAM Minnesota Rules 4720.5270
The success of the Potential Contaminant Source Management Strategy must be measured regularly to ensure the Plan is meeting the community needs on Wellhead understanding and compliance. The City of Sartell’s WHPAs have been designated as having high vulnerability to contamination with a surface water component in the North DWSMA. The designation of high vulnerability requires monitoring of the following potential contaminant sources within the DWSMAs: a. Above Ground Storage Tanks greater than 1,100 gallons b. Potential Class V Wells c. Leaking Underground Storage Tanks d. Potential Contamination Sites e. Solid Waste Management Sites f. Spills g. Storage or Preparation Areas (Chemicals, Fertilizers, Fuels, Gasses, Oils, Hazardous substances, Solvents and Coatings and Waste h. Suspected Contaminants of Concern i. Underground Storage Tanks j. Wells k. Animal Feedlot l. Graves m. Hazardous Waste Generator n. Hazardous Waste Handler o. Sub-surface sewage treatment systems p. LUST sites q. Gravel Pit r. Storage Sites (above plus Ag Chemicals, Road Salt, Waste (Solid, animal, oils tires)) The surface water contribution area (which encompasses the majority of the North DWSMA) has these additional requirements: s. Run-off Related Sources 1. Spills 2. Road Salt storage prep areas 3. Above ground storage tanks 4. Animal feedlots 5. Aggregate mining off-site discharges t. Stormwater – basins, unlined conveyance features, outlets that discharge to Serpent Lake. u. Wastewater Treatment Ponds or Disposal sites Sartell’s are outside the DWSMA).
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A program to ensure this is completed has been documented in Chapters One through Five. In addition to this, to ensure compliance, the City will:
o Track the implementation efforts completed; o determine the effectiveness of these efforts; and o identify any implementation changes needed to accomplish the goal of the plan. To accomplish the above, the following activities will be completed: 1. Changes in land use and other development within the DWSMA will be monitored. 2. It is recommended that the WHP team meets annually, although at a minimum they will meet every two-and-one-half years and develop a report which assesses the status of plan implementation and to identify issues that impact the implementation of action steps throughout the DWSMA. 3. A written report will be completed every 2.5 years and presented to the City Council stating progress in implementation of objectives. This report will be sent to the Minnesota Department of Health, Source Water Protection Planner; Minnesota Rural Water Association, Wellhead Liaison; The County Local Water Manager; and be placed on file at the Sartell offices.
CHAPTER SEVEN
ALTERNATIVE WATER SUPPLY / CONTINGENCY STRATEGY Minnesota Rules 4720.5280
PURPOSE The DNR Water Emergency and Conservation Plan approval letter can be found in the Appendix of this Plan. The purpose of this plan is to establish, provide and keep updated, certain emergency response procedures and information for the City of Sartell which may become vital in the event of a partial or total loss of public water supply services as a result of natural disaster, chemical contamination, or civil disorder of human-caused disruptions. .
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Originating Department: Meeting Date: Agenda Item No. Engineering & Administration February 26, 2018 7b
Agenda Section: Public Hearings Item: Street Reconstruction Plan
BACKGROUND: The City Council has reviewed street priorities and will complete street overlays and maintenance on an annual basis upon review of street needs and available funding each year. The Council also authorized proceeding with 2018 reconstruction of Pinecone Road North in anticipation of the new high school opening. Tonight’s public hearing is a step in the Pinecone Road North project to allow the City to bond for this project in the most cost effective manner for taxpayers. After the public hearing, the Council is asked to adopt the attached Resolution Adopting Street Plan & Approving Issuance of Bonds. We realize the Plan document does not represent the City’s total street plans – the Plan document is for current bonding purposes and that is why it only shows the Pinecone Road project. Staff will show your overlay plan map at your meeting so the public knows more streets are planned for improvement – those other projects just don’t use this funding mechanism. We have used this bonding tool in the past and it requires 4 votes of the Council.
BUDGET/FISCAL IMPACT: This step does not impact project budget other than to proceed with bonding using a method intended to achieve the best interest rate for taxpayers. The dollar amount shown in Resolution is “not to exceed” amount and our timeline for 2018 debt is: February 26, 2018 – approve Resolutions on Plans for Streets and CIP April 9, 2018 - Call for Sale of Bonds on new 2018 Borrowing May 14, 2018 – Sale of Bonds on 2018 Borrowing and Call for Sale of Bonds on two Refunding Issuances to achieve savings on older debt issues. June 11 and June 25, 2018 – Sale of Bonds on two Refunding Issuances
ATTACHMENTS: Resolution Adopting Street Plan with Plan attached.
COUNCIL ACTION REQUESTED: After public hearing, motion is requested to adopt Resolution.
EXTRACT OF MINUTES OF A MEETING OF THE CITY COUNCIL OF THE CITY OF SARTELL, MINNESOTA HELD: February 26, 2018
Pursuant to due call, a regular or special meeting of the City Council of the City of Sartell, Benton and Stearns Counties, Minnesota, was duly held at the Sartell City Hall on February 26, 2018, at 6:00 p.m., for the purpose, in part, of adopting a street reconstruction and overlay plan and authorizing issuance of street reconstruction bonds. The following members were present: and the following were absent:
Member ______introduced the following resolution and moved its adoption: RESOLUTION ADOPTING A STREET RECONSTRUCTION AND OVERLAY PLAN AND APPROVING THE ISSUANCE OF GENERAL OBLIGATION STREET RECONSTRUCTION BONDS
WHEREAS, the City of Sartell, Minnesota (the "City"), has determined that it is in the best interest of the City to authorize the issuance and sale of general obligation street reconstruction bonds pursuant to Minnesota Statutes, Section 475.58, subdivision 3b, as amended (the "Act"), to finance the cost of street reconstruction projects, as described in the proposed street reconstruction and overlay plan described below, a copy of which is on file in the City Clerk's office; and
WHEREAS, pursuant to the Act, the City is authorized to issue and sell general obligation street reconstruction bonds for street reconstruction under the circumstances and within the limitations set forth in the Act. The Act provides that a street reconstruction and overlay plan may be financed with general obligation street reconstruction bonds, following adoption of a street reconstruction and overlay plan, after a public hearing on the street reconstruction and overlay plan and on the issuance of general obligation street reconstruction bonds and other proceedings conducted in accordance with the requirements of the Act; and
WHEREAS, pursuant to the Act, the City has prepared a five year street reconstruction and overlay plan, which describes the streets to be reconstructed, the estimated costs and any planned reconstruction of other streets in the City, including the issuance of general obligation street reconstruction bonds under the Act (the "Plan"), to determine the funding strategy for street reconstruction projects; and
WHEREAS, on February 26, 2018, the City Council held a public hearing on the adoption of the Plan and the issuance of not to exceed approximately $7,000,000 general obligation street reconstruction bonds (the "Bonds") under the Plan for street reconstruction improvements to those streets described in the Plan (the "Street Reconstruction Projects") after publication of the notice of public hearing not less than 10 days nor more than 28 days prior to the date thereof in the City's official newspaper; and
WHEREAS, all parties who appeared at the public hearing were given an opportunity to express their views with respect to the proposal to adopt the Plan and to undertake and finance the Street Reconstruction Projects by the issuance of Bonds and any written comments submitted prior to the public hearing were considered.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Sartell, Minnesota, as follows: 1. City Policies and Goals. The financing of the Street Reconstruction Projects and the issuance and sale of the Bonds would further the policies and goals of the City as set forth in the Plan, hereby adopted by the City Council in connection with the issuance of the Bonds.
2. Public Hearing Notice. The City Council hereby ratifies the actions of the City Clerk in causing the publication of the Notice of Public Hearing to be published in the City's official newspaper as required by law; and
3. Adoption of Street reconstruction and overlay plan. Based on information received at the public hearing, such written comments (if any) and such other facts and circumstances as the City Council deems relevant, it is hereby found, determined and declared that:
(a) the Street Reconstruction Projects proposed in the Plan will allow the City to upgrade its transportation infrastructure to accommodate anticipated and existing residential and commercial development; and
(b) the Plan is hereby approved and adopted in the form presently on file with the City.
4. Authorization and Approval of Bonds. The City is hereby authorized to issue the Bonds, the proceeds of which will be used, together with any additional funds of the City which might be required, to finance certain costs of the Street Reconstruction Projects and to pay costs of issuance of the Bonds.
5. Execution of Documents. The Mayor and City Clerk are authorized and directed to execute such other documents and instruments as may be required to give effect to the transactions herein contemplated.
6. Voter Referendum Contingency. Pursuant to the Act, a petition requesting a vote on the question of issuing the Bonds, signed by voters equal to five percent of the votes cast in the last municipal general election, may be filed within thirty days of the public hearing. Upon receipt of such petition within the prescribed time period, the City may issue the Bonds only after obtaining the approval of a majority of the voters voting on the question of the issuance of the Bonds. The authorizations and approvals contained herein are subject to and contingent upon not receiving such a petition, or, in the event such a petition is filed, the approving vote of a majority of the voters voting on the question of the issuance of the Bonds.
The motion for the adoption of the foregoing resolution was duly seconded by member ______and, after a full discussion thereof and upon a vote being taken thereon, the following voted in favor thereof: and the following voted against the same: whereupon the resolution was declared duly passed and adopted.
[Bonds must be approved by at least a two-thirds vote of the membership.]
[Issuance of Bonds is subject to a 30-day reverse referendum after the public hearing.] STATE OF MINNESOTA COUNTIES OF BENTON AND STEARNS CITY OF SARTELL
I, the undersigned, being the duly qualified and acting Clerk of the City of Sartell, Minnesota, do hereby certify that I have compared the attached and foregoing extract of minutes with the original thereof on file in my office, and that the same is a full, true and complete transcript of the minutes of a meeting of the City Council, duly called and held on the date therein indicated, insofar as such minutes relate to adopting a street reconstruction and overlay plan and the issuance of general obligation street reconstruction bonds.
WITNESS my hand on February 26, 2018.
______Clerk
2018 through 2022
Five-Year Street Reconstruction Overlay Plan for the
City of Sartell, Minnesota
February 26, 2018
Prepared by:
Ehlers & Associates, Inc. 3060 Centre Pointe Drive Roseville, MN 55113
Table of Contents
I. INTRODUCTION ...... 3
II. PURPOSE ...... 4
III. THE STREET RECONSTRUCTION AND OVERLAY PLANNING PROCESS ...... 5
IV. PROJECT SUMMARY...... 6
V. FINANCING THE STREET RECONSTRUCTION AND OVERLAY PLAN ...... 7
PROJECT COSTS ...... APPENDIX A
PROPOSED SROP BOND ISSUES ...... APPENDIX B
PRE-SALE SCHEDULE...... APPENDIX C
Ehlers & Associates, Inc. Page 2
City of Sartell Five-Year Street Reconstruction and Overlay Plan 2018 through 2022
I. INTRODUCTION
In 2002, the Minnesota State Legislature passed into law a bill which generally exempts city bonds issued under a street reconstruction program from the referendum requirements usually required for bonding expenditures. In 2013, the Legislature amended the law to allow bituminous overlays to be included in the street reconstruction program.
Ehlers & Associates, Inc. Page 3
II. PURPOSE
Street reconstruction or bituminous overlay is a major expenditure of city funds for the reconstruction or overlay of streets. Street reconstruction and bituminous overlay may include utility replacement and relocation and other incidental costs, turn lanes and other improvements having a substantial public safety function, realignments, other modifications to intersect with state and county roads, and the local share of state and county road projects. Except in the case of turn lanes, safety improvements, realignments, intersection modifications, and local share of state and county road projects, street reconstruction does not include the portion of project costs allocable to widening a street or adding curbs and gutters where none previously existed. A Street Reconstruction and Overlay Plan (SROP) is a document designed to anticipate street reconstruction and overlay expenditures and schedule them over a five-year period so that they may be purchased in the most efficient and cost effective method possible. A SROP allows the matching of expenditures with anticipated income. As potential expenditures are reviewed, the city considers the benefits, costs, alternatives and impact on operating expenditures.
The City of Sartell, Minnesota (the “City”) believes the street reconstruction and overlay process is an important element of responsible fiscal management. Major capital expenditures can be anticipated and coordinated to minimize potentially adverse financial impacts caused by the timing and magnitude of capital outlays. This coordination of capital expenditures is important to the City in achieving its goals of adequate physical assets and sound fiscal management. In these financially difficult times good planning is essential for the wise use of limited financial resources.
The Street Reconstruction and Overlay Plan is designed to be updated on an annual basis. In this manner, it becomes an ongoing fiscal planning tool that continually anticipates future capital expenditures and funding sources.
Ehlers & Associates, Inc. Page 4
III. THE STREET RECONSTRUCTION AND OVERLAY PLANNING PROCESS
The street reconstruction and overlay planning process is as follows; the City Council authorizes the preparation of the SROP. The City staff is instructed to assemble the capital expenditures to be undertaken within the next five years. The City Council then reviews the expenditures according to their priority, fiscal impact, and available funding. From this information, a preliminary street reconstruction and overlay plan is prepared. A public hearing is held to solicit input from citizens and other governmental units. Changes are made based on that input, and a final project list is established.
The City Council then prepares a plan based on the available funding sources. If general obligation bonding is necessary, the City works with its financial advisor to prepare a bond sale and repayment schedule. Over the life of the SROP, once the funding, including proceeds from the bond sales becomes available, the individual capital expenditures can be made.
In subsequent years, the process is repeated as expenditures are completed as new needs arise. Street reconstruction planning looks five years into the future.
For a city to use its authority to finance expenditures under Chapter 475.58, Subdivision 3b, it must meet the requirements provided therein. Specifically, the City Council must approve the sale of street reconstruction bonds by a two-thirds majority of the members present at the meeting. In addition, it must hold a public hearing for public input. Notice of such hearing must be published in the official newspaper of the City at least 10, but not more than 28 days prior to the date of the public hearing. The City Council approves the SROP by a two-thirds majority of the members present at the meeting following the public hearing.
Although a referendum is not required, a reverse referendum is allowable. If a petition bearing the signatures of at least 5 percent of the votes cast in the last general election requesting a vote on the issuance of bonds is received by the municipal clerk within 30 days after the public hearing, a referendum vote on the issuance of the bonds shall be called (if a vote is taken and the referendum passes, the taxes would be levied on market value rather than tax capacity).
Ehlers & Associates, Inc. Page 5
IV. PROJECT SUMMARY
The expenditures to be undertaken with this Street Reconstruction and Overlay Plan (SROP) are limited to those listed in Appendix A. All other foreseeable capital expenditures within the City government will come through other means. The following expenditures have been submitted for inclusion in this SROP:
2018 Expenditures
Pinecone Road North Reconstruction
2019 Expenditures
No projects contemplated at this time
2020 Expenditures
No projects contemplated at this time
2021 Expenditures
No projects contemplated at this time
2022 Expenditures
No projects contemplated at this time
Ehlers & Associates, Inc. Page 6 V. FINANCING THE STREET RECONSTRUCTION PLAN
The total amount of requested expenditures under the Street Reconstruction and Overlay Plan is approximately $6,500,000. If these expenditures are to be funded, that amount of money is anticipated to be generated through the tax levy and the sale of approximately $7,000,000 in bonds over the five-year period.
In the financing of the Street Reconstruction Plan, one statutory limitation applies. Under Chapter 475, with few exceptions, cities cannot incur debt in excess of 3% of the assessor’s estimated market value (EMV) for the city. The City of Sartell’s EMV for Pay 2017 is $1,286,967,700 (pay 2018 is not yet available). Therefore, the total amount of outstanding debt cannot exceed $38,609,031. As of February 6, 2018, the City had $2,815,000 outstanding debt subject to the legal debt limit. If we include this bond issue (assuming $7 million), the amount outstanding would be $9,815,000, which is still well below the statutory maximum.
Under the Street Reconstruction Plan, the City will secure approximately $7,000,000 in general obligation bonds in the year 2018 to finance the reconstruction of Pinecone Road North within the City. The general obligation bond issue will be repaid over a 15-year period. The par amount of the issue is based on the amounts listed in Appendix A plus estimated issuance costs. The proposed general obligation street reconstruction bonds (including issuance costs) are shown in Appendix B.
Continuation of the Street Reconstruction and Overlay Plan
This Street Reconstruction and Overlay Plan should be reviewed annually by the City Council using the process outlined in this Plan. It should review proposed expenditures, make priority decisions, and seek funding for those expenditures it deems necessary for the City. If deemed appropriate, the Council should prepare an update to this Plan.
Ehlers & Associates, Inc. Page 7 APPENDIX A
PROJECT COSTS
(Capital Expenditures to be funded with Bond Proceeds)
The 2018 reconstruction of Pinecone Road North of approximately $6,500,000 is to be funded with bond proceeds not to exceed $7,000,000.
City of Sartell, Minnesota $6,730,000 General Obligation Street Reconstruction Bonds, Series 2018 Assumes Current Market BQ AA Rates plus 35bps
Sources & Uses
Dated 06/01/2018 | Delivered 06/01/2018
Sources Of Funds Par Amount of Bonds $6,730,000.00
Total Sources $6,730,000.00
Uses Of Funds Total Underwriter's Discount (1.000%) 67,300.00 Costs of Issuance 60,000.00 Deposit to Capitalized Interest (CIF) Fund 100,601.67 Deposit to Project Construction Fund 6,500,000.00 Rounding 2,098.33
Total Uses $6,730,000.00
Ehlers & Associates, Inc. Page 8 APPENDIX B
PROPOSED 2018 SROP BOND ISSUE
City of Sartell, Minnesota $6,730,000 General Obligation Street Reconstruction Bonds, Series 2018 Assumes Current Market BQ AA Rates plus 35bps
Debt Service Schedule
105% of Date Principal Coupon Interest Total P+I CIF Net New D/S Total 02/01/2019 - - 100,601.67 100,601.67 (100,601.67) - - 02/01/2020 390,000.00 1.450% 150,902.50 540,902.50 - 540,902.50 567,947.63 02/01/2021 395,000.00 1.550% 145,247.50 540,247.50 - 540,247.50 567,259.88 02/01/2022 405,000.00 1.650% 139,125.00 544,125.00 - 544,125.00 571,331.25 02/01/2023 410,000.00 1.700% 132,442.50 542,442.50 - 542,442.50 569,564.63 02/01/2024 415,000.00 1.900% 125,472.50 540,472.50 - 540,472.50 567,496.13 02/01/2025 425,000.00 2.000% 117,587.50 542,587.50 - 542,587.50 569,716.88 02/01/2026 435,000.00 2.150% 109,087.50 544,087.50 - 544,087.50 571,291.88 02/01/2027 440,000.00 2.250% 99,735.00 539,735.00 - 539,735.00 566,721.75 02/01/2028 450,000.00 2.350% 89,835.00 539,835.00 - 539,835.00 566,826.75 02/01/2029 465,000.00 2.450% 79,260.00 544,260.00 - 544,260.00 571,473.00 02/01/2030 475,000.00 2.550% 67,867.50 542,867.50 - 542,867.50 570,010.88 02/01/2031 485,000.00 2.600% 55,755.00 540,755.00 - 540,755.00 567,792.75 02/01/2032 500,000.00 2.700% 43,145.00 543,145.00 - 543,145.00 570,302.25 02/01/2033 515,000.00 2.800% 29,645.00 544,645.00 - 544,645.00 571,877.25 02/01/2034 525,000.00 2.900% 15,225.00 540,225.00 - 540,225.00 567,236.25 Total $6,730,000.00 - $1,500,934.17 $8,230,934.17 (100,601.67) $8,130,332.50 $8,536,849.13
Ehlers & Associates, Inc. Page 9 APPENDIX C
Schedule dated February 9, 2018 5-Year City Street Reconstruction Plan Bond Issuance City of Sartell, Minnesota
The City Council must take the following actions before Bonds can be issued:
City Council directs preparation of a 5-Year Street Reconstruction Plan.
City Council conducts a Public Hearing on issuance of Bonds and Street Reconstruction Plan.
City Council approves Bonds and Street Reconstruction Plan by two-thirds of member present at the meeting.
The table below lists the steps in the issuing process:
February 6, 2018 Close date to get Notice of Public Hearing on issuance of Bonds and on Street Reconstruction Plan to official newspaper for publication. February 9, 2018 Publish Notice of Public Hearing on issuance of Bonds and on Street Reconstruction Plan (publication no more than 28 days and no less than 10 days prior to hearing date). February 26, 2018 City Council holds Public Hearing on Bonds and on Street Reconstruction and Overlay Plan and adopts Resolution giving preliminary approval for their issuance and approving Street Reconstruction and Overlay Plan by two-thirds vote of its membership present. March 26, 2018 Reverse referendum period ends (within 30 days of the public hearing). April 9, 2018 City Council provides for sale of Bonds. Week of May 6, 2018 Rating call with rating agency - S & P May 14, 2018 City Council accepts offer for Bonds and adopts Resolution-Approving sale of Bonds. June, 2018 Closing/receipt of funds.
Net Debt Limit Assessor's Estimated Market Value 1,286,967,700 Multiply by 3% 0.03 Statutory Debt Limit 38,609,031 Less: Debt Paid Solely from Taxes (9,815,000) Unused Debt Limit 28,794,031
Ehlers & Associates, Inc. Page 10
SARTELL AGENDA CITY COUNCIL COVER SHEET
Originating Department: Meeting Date: Agenda Item No. Administration February 26, 2018 7c
Agenda Section: Public Hearings Item: Capital Improvement Plan
BACKGROUND: The City Council has included a public safety facility in its capital improvement plans for many years, and we added a public works expansion a number of years ago. You first planned to address the need for public safety facilities upgrades in 2009 but have delayed for 10 years in order to minimize impacts on taxpayers, which has now become attainable as other debt of the City is paid off. The Council has also seen some potential utility savings projects that we want to keep open to pursuing if the Council finds they benefit taxpayers, including lighting retrofits. Tonight’s public hearing is a step to allow the City to bond for these potential projects in the most cost effective manner without committing you to doing so. After the public hearing, the Council is asked to adopt the attached Resolution. The Plan document is for bonding purposes and that is why it only shows the potential bonding projects and not your entire capital plans as shown in the City’s Financial Management Plan.
BUDGET/FISCAL IMPACT: This step does not impact project budget other than to proceed with bonding using a method intended to achieve the best interest rate for taxpayers. The dollar amounts shown in Resolution are “not to exceed” amounts and not the final dollar amount the Council may opt to borrow.
ATTACHMENTS: Resolution Giving Preliminary Approval with Plan attached.
COUNCIL ACTION REQUESTED: After public hearing, motion is requested to adopt Resolution.
EXTRACT OF MINUTES OF A MEETING OF THE CITY COUNCIL CITY OF SARTELL MINNESOTA HELD: February 26, 2018
Pursuant to due call and notice thereof, a regular or special meeting of the City Council of the City of Sartell, Minnesota, was duly called and held at the City Hall in Sartell, Minnesota on February 26, 2018, at 6:00 p.m. for the purpose, in part, of giving preliminary approval to the issuance of general obligation capital improvement plan bonds and adopting the capital improvement plan. The following members were present: and the following were absent:
Member ______introduced the following resolution and moved its adoption: RESOLUTION GIVING PRELIMINARY APPROVAL TO THE ISSUANCE OF GENERAL OBLIGATION CAPITAL IMPROVEMENT PLAN BONDS IN AN AMOUNT NOT TO EXCEED $17,500,000 AND ADOPTING THE CITY OF SARTELL, MINNESOTA, CAPITAL IMPROVEMENT PLAN FOR THE YEARS 2018 THROUGH 2022
1. WHEREAS, the City Council of the City of Sartell, Minnesota (the "City") proposes to issue its general obligation capital improvement plan bonds (the "Bonds") and adopt the City of Sartell, Minnesota, Capital Improvement Plan for the years 2018 through 2022 the "Plan"); and
2. WHEREAS, the City has caused notice of the public hearing on the intention to issue the Bonds and on the proposed adoption of the Plan to be published pursuant to and in accordance with Minnesota Statutes, Section 475.521; and
3. WHEREAS, a public hearing on the intention to issue the Bonds and on the proposed Plan has been held on this date, following published notice of the public hearing as required by law; and
4. WHEREAS, in approving the Plan, the City Council considered for each project and for the overall Plan:
(a) The condition of the City's existing infrastructure, including the projected need for repair and replacement; (b) The likely demand for the improvement; (c) The estimated cost of the improvement; (d) The available public resources; (e) The level of overlapping debt in the City; (f) The relative benefits and costs of alternative uses of the funds; (g) Operating costs of the proposed improvements; and (h) Alternatives for providing services more efficiently through shared facilities with other local governmental units; and
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5. WHEREAS, the City Council has determined that the issuance of general obligation capital improvement plan bonds in the aggregate principal amount of up to $17,500,000 is the best way to finance the capital improvements identified in the Plan.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Sartell, Minnesota, that: 1. The City hereby ratifies the actions of the City Clerk in causing the publication of the Notice of Public Hearing to be published in the official newspaper of the City or in a newspaper of general circulation in the City as required by law; and
2. The City hereby adopts the Plan and authorizes the issuance of up to $17,500,000 aggregate principal amount of general obligation capital improvement plan bonds.
The motion for the adoption of the foregoing resolution was duly seconded by member ______and, after full discussion thereof and upon a vote being taken thereon, the following voted in favor thereof: and the following voted against the same: whereupon the resolution was declared duly passed and adopted.
[Bonds must be approved by at least a three-fifths vote of the membership.] [Issuance of Bonds is subject to a 30-day reverse referendum after the public hearing.]
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STATE OF MINNESOTA COUNTY OF STEARNS & BENTON CITY OF SARTELL
I, the undersigned, being duly qualified and acting Clerk of the City of Sartell, Minnesota, do hereby certify that I have carefully compared the attached and foregoing extract of minutes with the original minutes of a meeting of the City Council, duly called and held on the date therein indicated, which are on file and of record in my office, and the same is a full, true and complete transcript therefrom insofar as the same relates to a resolution giving preliminary approval to the issuance of the City's general obligation capital improvement plan bonds and adopting the City's capital improvement plan therefor.
WITNESS my hand on ______, 2018.
______City Clerk
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2018 through 2022
Five-Year Capital Improvement Plan for the
City of Sartell, Minnesota
February 26, 2018
Prepared by:
Ehlers & Associates, Inc. 3060 Centre Pointe Drive Roseville, MN 55113
Table of Contents
I. INTRODUCTION ...... 3
II. PURPOSE ...... 4
III. THE CAPITAL IMPROVEMENT PLANNING PROCESS ...... 5
IV. PROJECT SUMMARY ...... 7
V. FINANCING THE CAPITAL IMPROVEMENT PLAN ...... 11
PROPOSED CIP BOND ISSUES ...... APPENDIX A
PRE-SALE SCHEDULE ...... APPENDIX B
NOTICE OF PUBLIC HEARING ...... APPENDIX C
Ehlers & Associates, Inc. Page 2
City of Sartell Five-Year Capital Improvement Plan 2018 through 2022
I. INTRODUCTION
In 2003, the Minnesota State Legislature adopted a statute (Section 475.521, referred to herein as the “CIP Act”) that allows cities to issue municipal bonds under a capital improvement plan without the usual referendum requirement (except for the so-called “reverse referendum” described below). The CIP Act applies to capital improvements consisting of city halls, public works, and public safety facilities. The 2005 Legislature added towns to the meaning of a municipality and town halls and libraries to the meaning of a capital improvement under the CIP Act.
Throughout this plan, the term “capital improvement” refers only to those improvements identified in the CIP Act, as summarized above. Capital expenditures for other public improvements in the City will be financed through other means, and are not governed by this plan.
Ehlers & Associates, Inc. Page 3 II. PURPOSE
A capital improvement is a major expenditure of municipal funds for the acquisition or betterment to public lands, buildings, or other improvements used as a city hall, town hall, library, public safety, or public works facility, which has a useful life of 5 years or more. For the purposes of the CIP Act, capital improvements do not include light rail transit or related activities, parks, road/bridges, administrative buildings other than city or town hall, or land for those facilities. A Capital Improvement Plan (“CIP”) is a document designed to anticipate capital improvement expenditures and schedule them over a five-year period so that they may be purchased in the most efficient and cost effective method possible. A CIP allows the matching of expenditures with anticipated income. As potential expenditures are reviewed, the municipality considers the benefits, costs, alternatives and impact on operating expenditures.
The City of Sartell, Minnesota (the “City”) believes the capital improvement process is an important element of responsible fiscal management. Major capital expenditures can be anticipated and coordinated so as to minimize potentially adverse financial impacts caused by the timing and magnitude of capital outlays. This coordination of capital expenditures is important to the City in achieving its goals of adequate physical assets and sound fiscal management. In these financially difficult times good planning is essential for the wise use of limited financial resources.
The Capital Improvement Plan is designed to be updated on an annual basis. In this manner, it becomes an ongoing fiscal planning tool that continually anticipated future capital expenditures and funding sources.
Ehlers & Associates, Inc. Page 4 III. THE CAPITAL IMPROVEMENT PLANNING PROCESS
The process begins with analysis of the City’s five-year capital improvement needs and funding sources. The City may solicit input from citizens and other governmental units at an early stage, if desired.
The City Council then directs staff or consultants to prepare a plan that sets forth the estimated schedule, timing and details of specific capital improvements by year, together with the estimated cost, the need for the improvement, and the sources of revenue for the improvement. The City Council then holds a public hearing on the CIP, with notice published not more than 30 days and not less than seven days for the hearing (except as described below). The Council may either approve the CIP immediately after the hearing, or based on input may make revisions and approve the CIP at a later meeting.
If the CIP calls for general obligation bonds to finance certain improvements, the City Council must follow an additional set of procedures. The Council must hold a public hearing regarding issuance of the bonds. Notice of such hearing must be published in the official newspaper of the municipality at least 14, but not more than 28 days prior to the date of the public hearing. In addition, the notice may be posted on the City’s official web site. (The public hearings on the CIP and the bonds may be combined into a single hearing, in which case the notice requirements for bonds must be followed.)
The Council must approve the sale of CIP bonds by a 3/5ths vote of its membership. However, the bonds are subject to a so-called “reverse referendum:” if a petition signed by voters equal to at least five percent of the votes cast in the City in last general election is filed with the City Clerk within 30 days after the public hearing regarding the bonds, the bonds may not be issued unless approved by the voters (by a majority of those voting on the question). Further, the maximum debt service in any year on all outstanding CIP Bonds is .16% of the estimated market value of property in the city, using the market value for the taxes-payable year in which the bonds are issued.
After the CIP has been approved and bonds have been authorized, the City works with its municipal advisor to prepare a bond sale and repayment schedule. Assuming no petition for a referendum is filed, the bonds are sold, and when proceeds from the sale of the bonds (and any other identified
Ehlers & Associates, Inc. Page 5 revenue sources) become available, the expenditures for specified capital improvements can be made.
In subsequent years, the process is repeated as expenditures are completed and as new needs arise. Capital improvement planning looks five or more years into the future from the date of the CIP.
Ehlers & Associates, Inc. Page 6 IV. PROJECT SUMMARY
The expenditures to be undertaken with this CIP are limited to those listed below. All other foreseeable capital expenditures within the municipal government will come through other means. The following expenditures have been submitted for inclusion in this CIP:
2018 Expenditures
Acquisition of land and construction of a new Public Safety Facility and capital improvements to City Hall and Public Works facilities
2019 Expenditures
Construction of a new Public Safety Facility
2020 Expenditures
Public Works Facility Expansion
2021 Expenditures
None contemplated at this time
2022 Expenditures
None contemplated at this time
Ehlers & Associates, Inc. Page 7 The CIP Act requires the City Council to consider eight factors in preparing the CIP:
1. Condition of the City’s existing infrastructure, including projected need for repair or replacement. 2. Likely demand for the improvement. 3. Estimated cost of the improvement. 4. Available public resources. 5. Level of overlapping debt in the City. 6. Relative benefits and costs of alternative uses of funds. 7. Operating costs of the proposed improvements. 8. Alternatives for providing services most efficiently through shared facilities with other cities or local governments.
The City has considered the eight points as they relate to the New Public Safety facility, capital improvements City Hall and Public Works facility and expansion of the existing Public Works facility through the issuance of CIP Bonds. The findings are as follows:
PROJECTS
Conditions of City Infrastructure and Need for the Projects
Police are currently located within the old city hall facility. Fire Department is in a facility shared with Town Hall. Space is inadequate for current staff and won’t accommodate new staff required as the City continues to grow. In addition, neither facility has adequate interior garage space to store police and fire vehicles nor required storage of equipment, including evidence.
The expansion to the existing Public Works facility is required to accommodate future staff needed due the expansion of the City and to provide adequate interior space to accommodate more vehicles and storage area for equipment.
In addition, improvements will be made to the existing public works facilities and city hall to address deficiencies in the building’s envelope for energy savings and retrofitting lighting to LED for energy/operational cost savings.
Ehlers & Associates, Inc. Page 8 Demand for Projects
The City has a responsibility to deliver services that provide for the safety, health, and welfare of residents and their property. To serve residents and to do their jobs efficiently and safely, City employees need adequate facilities. Sartell’s existing Public Safety facility and Public Works facility are deficient and unable to meet the current and future operational needs.
Estimated Cost of the Project
The estimated cost of the new Public Safety facility is up to $15,000,000, the estimated cost of the expansion to the Public Works facility is $2,000,000 and the estimate of capital improvements to City Hall and the existing public works facilities is $500,000.
Availability of Public Resources
The City plans to fund the project through the issuance of up to $17,500,000 in General Obligation Bonds.
Level of Overlapping Debt
2016/17 City's Taxing District Taxable Net % in City Total GO Debt Proportionate Tax Capacity Share Benton County $ 29,284,974 4.7714% $ 8,205,000 $ 391,493 Stearns County $ 141,398,057 9.2298% $ 16,735,000 $ 1,544,607 ISD No. 47 (Sauk Rapids-Rice) $ 17,611,879 6.0701% $ 35,650,000 $ 2,163,991 ISD No. 742 (St. Cloud) $ 63,766,377 2.5379% $ 169,485,000 $ 4,301,360 ISD No. 748 (Sartell-St. Stephen) $ 15,186,980 75.2781% $ 116,614,160 $ 87,784,924 City's Share of Total Overlapping Debt $ 96,186,375
Ehlers & Associates, Inc. Page 9 Relative Costs and Benefits of Alternative Uses of the Funds
There are no significant alternatives for funds designated for this project.
Operating Costs of the Proposed Improvements
The physical dimensions of the new Police and City Hall facility and Public Works facility expansion will be larger than the existing facility, which means the operational costs may be higher than they currently are, but are being budgeted for accordingly. However, increased energy efficiency throughout the new buildings, coupled with the energy efficiency improvements to existing facilities and reduced repair and maintenance expenses of the existing public safety facility, will mitigate some of the operational costs increases
Options for Shared Facilities with Other Cities or Local Government
Sharing a Public Safety facility or Public Works facility with another community is not an option since police officers and public works employees would have to drive outside of their community to get to work and have access to their vehicles and computers. This would increase drive time and police response time in providing daily public safety services to residents and businesses. In addition, the shared facility would lead to increased costs for gasoline, etc. for both public works and police.
Ehlers & Associates, Inc. Page 10
V. FINANCING THE CAPITAL IMPROVEMENT PLAN
The total principal amount of requested expenditures under this Capital Improvement Plan is $17,500,000. This amount represents the maximum principal amount of CIP Bonds that may be issued to finance a new Public Safety Facility, capital improvements to City Hall and Public Works facility and for an expansion to the Public Works facility. Principal and interest on the CIP Bonds will be paid through a tax levy over the term of the CIP Bonds, further described in Appendix A.
At this time, the City anticipates issuing non-Bank Qualified (BQ) bonds in one year due to the small spread in interest rates between BQ and non BQ bonds and the overall interest cost savings over 15 years.
In the financing of the Capital Improvement Plan, two significant statutory limitations apply.
1. Under Chapter 475, with few exceptions, municipalities cannot incur debt in excess of 3% of the assessor’s estimated market value for the municipality. In the City, the estimated market value is $1,286,967,700. Therefore, the total amount of outstanding debt cannot exceed $38,609,031. These values are for 2016/17 tax year (the 2017/18 tax year were not yet available). As of February 6, 2018, the City has $2,815,000 subject to the legal debt limit (this amount includes the 2009B, 2012A (CIP portion), and 2017A Bonds (SROP portion). As such, issuance of the CIP Bonds will be within the overall statutory debt limit for the City.
2. A separate limitation under the CIP Act is that, without referendum, the total amount of principal and interest in any one year on all CIP Bonds issued by the City debt cannot exceed 0.16% of the total estimated market value in the municipality. In the City, that maximum annual debt service amount is $2,059,148 based upon the 2016/17 tax year, since the 2017/18 tax year amounts were not yet available ($1,286,967,700 x .0016). The annual principal and interest payments on the 2009B CIP bonds, CIP portion of the 2012A bonds and the CIP portion of the 2018, 2019 and 2020 Bonds proposed to be issued under this CIP will average approximately $1,847,307. As such, debt service on the CIP Bonds will be within the annual limits under the CIP Act.
Ehlers & Associates, Inc. Page 11
Details regarding the proposed terms of the CIP Bonds under this CIP are shown in Appendix A. A schedule of events for approval of the CIP and issuance of the CIP Bonds is shown in Appendix B; and the form of the public hearing notice and resolution approving the CIP are shown in Appendix C.
Continuation of the Capital Improvement Plan
This Capital Improvement Plan should be reviewed annually by the City Council using the process outlined in this Plan. It should review proposed expenditures, make priority decisions, and seek funding for those expenditures it deems necessary for the City. If deemed appropriate, the Council should prepare an update to this Plan.
Ehlers & Associates, Inc. Page 12
APPENDIX A
PROPOSED 2018 CIP BOND ISSUE
City of Sartell, Minnesota $6,100,000 General Obligation Bonds, Series 2018 Assumes Current Market BQ AA Rates plus 35bps
Sources & Uses
Dated 06/01/2018 | Delivered 06/01/2018
Sources Of Funds Par Amount of Bonds $6,100,000.00
Total Sources $6,100,000.00
Uses Of Funds Total Underwriter's Discount (1.000%) 61,000.00 Costs of Issuance 60,000.00 Deposit to Capitalized Interest (CIF) Fund 91,151.67 Deposit to Project Fund 5,887,848.33
Total Uses $6,100,000.00
Debt Service Schedule
105% of Date Principal Coupon Interest Total P+I CIF Net New D/S Total 02/01/2019 - - 91,151.67 91,151.67 (91,151.67) - - 02/01/2020 355,000.00 1.450% 136,727.50 491,727.50 - 491,727.50 516,313.88 02/01/2021 360,000.00 1.550% 131,580.00 491,580.00 - 491,580.00 516,159.00 02/01/2022 365,000.00 1.650% 126,000.00 491,000.00 - 491,000.00 515,550.00 02/01/2023 370,000.00 1.700% 119,977.50 489,977.50 - 489,977.50 514,476.38 02/01/2024 380,000.00 1.900% 113,687.50 493,687.50 - 493,687.50 518,371.88 02/01/2025 385,000.00 2.000% 106,467.50 491,467.50 - 491,467.50 516,040.88 02/01/2026 395,000.00 2.150% 98,767.50 493,767.50 - 493,767.50 518,455.88 02/01/2027 400,000.00 2.250% 90,275.00 490,275.00 - 490,275.00 514,788.75 02/01/2028 410,000.00 2.350% 81,275.00 491,275.00 - 491,275.00 515,838.75 02/01/2029 420,000.00 2.450% 71,640.00 491,640.00 - 491,640.00 516,222.00 02/01/2030 430,000.00 2.550% 61,350.00 491,350.00 - 491,350.00 515,917.50 02/01/2031 440,000.00 2.600% 50,385.00 490,385.00 - 490,385.00 514,904.25 02/01/2032 450,000.00 2.700% 38,945.00 488,945.00 - 488,945.00 513,392.25 02/01/2033 465,000.00 2.800% 26,795.00 491,795.00 - 491,795.00 516,384.75 02/01/2034 475,000.00 2.900% 13,775.00 488,775.00 - 488,775.00 513,213.75 Total $6,100,000.00 - $1,358,799.17 $7,458,799.17 (91,151.67) $7,367,647.50 $7,736,029.88
Ehlers & Associates, Inc. Page 13 PROPOSED 2019 CIP BOND ISSUE City of Sartell, Minnesota $9,400,000 General Obligation Bonds, Series 2019 Assumes Current Market BQ AA Rates plus 50bps
Sources & Uses
Dated 06/01/2019 | Delivered 06/01/2019
Sources Of Funds Par Amount of Bonds $9,400,000.00
Total Sources $9,400,000.00
Uses Of Funds Total Underwriter's Discount (1.000%) 94,000.00 Costs of Issuance 70,000.00 Deposit to Capitalized Interest (CIF) Fund 194,775.00 Deposit to Project Fund 9,041,225.00
Total Uses $9,400,000.00
Debt Service Schedule
Date Principal Coupon Interest Total P+I CIF Net New D/S 105% of Total 02/01/2020 - - 194,775.00 194,775.00 (194,775.00) - - 02/01/2021 515,000.00 2.300% 292,162.50 807,162.50 - 807,162.50 847,520.63 02/01/2022 525,000.00 2.400% 280,317.50 805,317.50 - 805,317.50 845,583.38 02/01/2023 540,000.00 2.500% 267,717.50 807,717.50 - 807,717.50 848,103.38 02/01/2024 550,000.00 2.550% 254,217.50 804,217.50 - 804,217.50 844,428.38 02/01/2025 565,000.00 2.750% 240,192.50 805,192.50 - 805,192.50 845,452.13 02/01/2026 580,000.00 2.850% 224,655.00 804,655.00 - 804,655.00 844,887.75 02/01/2027 595,000.00 3.000% 208,125.00 803,125.00 - 803,125.00 843,281.25 02/01/2028 615,000.00 3.100% 190,275.00 805,275.00 - 805,275.00 845,538.75 02/01/2029 635,000.00 3.200% 171,210.00 806,210.00 - 806,210.00 846,520.50 02/01/2030 655,000.00 3.300% 150,890.00 805,890.00 - 805,890.00 846,184.50 02/01/2031 675,000.00 3.400% 129,275.00 804,275.00 - 804,275.00 844,488.75 02/01/2032 700,000.00 3.450% 106,325.00 806,325.00 - 806,325.00 846,641.25 02/01/2033 725,000.00 3.550% 82,175.00 807,175.00 - 807,175.00 847,533.75 02/01/2034 750,000.00 3.650% 56,437.50 806,437.50 - 806,437.50 846,759.38 02/01/2035 775,000.00 3.750% 29,062.50 804,062.50 - 804,062.50 844,265.63 Total $9,400,000.00 - $2,877,812.50 $12,277,812.50 (194,775.00) $12,083,037.50 $12,687,189.38
Ehlers & Associates, Inc. Page 14 PROPOSED 2020 CIP BOND ISSUE City of Sartell, Minnesota $2,000,000 General Obligation Bonds, Series 2020 Assumes Current Market BQ AA Rates plus 100bps
Sources & Uses
Dated 06/01/2020 | Delivered 06/01/2020
Sources Of Funds Par Amount of Bonds $2,000,000.00
Total Sources $2,000,000.00
Uses Of Funds Total Underwriter's Discount (1.200%) 24,000.00 Costs of Issuance 43,000.00 Deposit to Capitalized Interest (CIF) Fund 48,240.00 Deposit to Project Fund 1,884,760.00
Total Uses $2,000,000.00
Debt Service Schedule
105% of Date Principal Coupon Interest Total P+I CIF Net New D/S Total 02/01/2021 - - 48,240.00 48,240.00 (48,240.00) - - 02/01/2022 105,000.00 2.800% 72,360.00 177,360.00 - 177,360.00 186,228.00 02/01/2023 110,000.00 2.900% 69,420.00 179,420.00 - 179,420.00 188,391.00 02/01/2024 110,000.00 3.000% 66,230.00 176,230.00 - 176,230.00 185,041.50 02/01/2025 115,000.00 3.050% 62,930.00 177,930.00 - 177,930.00 186,826.50 02/01/2026 120,000.00 3.250% 59,422.50 179,422.50 - 179,422.50 188,393.63 02/01/2027 120,000.00 3.350% 55,522.50 175,522.50 - 175,522.50 184,298.63 02/01/2028 125,000.00 3.500% 51,502.50 176,502.50 - 176,502.50 185,327.63 02/01/2029 130,000.00 3.600% 47,127.50 177,127.50 - 177,127.50 185,983.88 02/01/2030 135,000.00 3.700% 42,447.50 177,447.50 - 177,447.50 186,319.88 02/01/2031 140,000.00 3.800% 37,452.50 177,452.50 - 177,452.50 186,325.13 02/01/2032 145,000.00 3.900% 32,132.50 177,132.50 - 177,132.50 185,989.13 02/01/2033 150,000.00 3.950% 26,477.50 176,477.50 - 176,477.50 185,301.38 02/01/2034 160,000.00 4.050% 20,552.50 180,552.50 - 180,552.50 189,580.13 02/01/2035 165,000.00 4.150% 14,072.50 179,072.50 - 179,072.50 188,026.13 02/01/2036 170,000.00 4.250% 7,225.00 177,225.00 - 177,225.00 186,086.25 Total $2,000,000.00 - $713,115.00 $2,713,115.00 (48,240.00) $2,664,875.00 $2,798,118.75
Ehlers & Associates, Inc. Page 15 APPENDIX B
Schedule dated February 9, 2018 5-Year City Capital Improvement Plan Bond Issuance City of Sartell, Minnesota
The City Council must take the following actions before Bonds can be issued:
City Council conducts a Public Hearing on issuance of Bonds and Capital Improvement Plan. City Council approves Bonds and Capital Improvement Plan by at least a 3/5ths vote of the governing body membership.
The table below lists the steps in the issuing process:
February 6, 2018 Close date to get Notice of Public Hearing on issuance of Bonds and on Capital Improvement Plan to official newspaper for publication. February 9, 2018 Publish Notice of Public Hearing on issuance of Bonds and on Capital Improvement Plan (publication no more than 28 days and no less than 14 days prior to hearing date). Additionally, notice may be posted on the City’s official web site, if any. February 26, 2018 At or shortly after 6:30 p.m. - City Council holds Public Hearing on Bonds and on Capital Improvement Plan and adopts Resolution giving preliminary approval for their issuance and approving Capital Improvement Plan by at least a 3/5ths vote of the governing body membership. March 26, 2018 Reverse referendum period ends (within 30 days of the public hearing). April 9, 2018 City Council provides for sale of Bonds. May 14, 2018 City Council accepts offer for Bonds and adopts Resolution- Approving sale of Bonds. First week of June 2018 Tentative closing/receipt of funds.
Net Debt Limit Annual Levy Limit Assessor's Estimated Market Value 1,286,967,700 Assessor's Estimated Market Value 1,286,967,700 Multiply by 3% 0.03 Multiply by .16% 0.0016 Statutory Debt Limit 38,609,031 Statutory Levy Limit 2,059,148 Less: Debt Paid Solely from Taxes (2,815,000) Less: Annual Levy under CIP (1,847,307) Unused Debt Limit 35,794,031 Unused Levy Limit 211,841
Ehlers & Associates, Inc. Page 16 APPENDIX C
NOTICE OF PUBLIC HEARING
CITY OF SARTELL, MINNESOTA 2018-2022 CAPITAL IMPROVEMENT PLAN AND NOTICE OF INTENTION TO ISSUE CAPITAL IMPROVEMENT BONDS
NOTICE IS HEREBY GIVEN that the City Council of the City of Sartell, Minnesota (the “City”) will meet on Monday, February 26, 2018, at or after 6:00 p.m., at the City Hall in Sartell, Minnesota, in part to hold a public hearing concerning (1) the issuance of general obligation bonds (the “Bonds”) in an amount not to exceed $17,500,000 to finance a new Public Safety facility and expansion and various capital improvements to the Public Works facility within the City; and (2) the proposal to adopt a capital improvement plan for 2018 through 2022 pursuant to Minnesota Statutes, Section 475.521.
All persons interested may appear and be heard at the time and place set forth above.
If a petition requesting a vote on the issuance of the Bonds, signed by voters equal to five percent of the votes cast in the City in the last general election, is filed with the City Clerk within 30 days after the public hearing (i.e., by March 26, 2018), the City may issue the Bonds only after obtaining approval of a majority of voters voting on the question at an election.
A copy of the plan is available for inspection in the City Clerk’s Office, City Hall, 125 Pinecone Road North, Sartell, Minnesota 56377. Question or comments may be directed to the City Administrator’s Office at 320-253-2171.
All interested persons may appear and be heard at the public hearing either orally or in writing, or may file written comments with the City Clerk before the hearing.
Dated: February 9, 2018
BY ORDER OF THE CITY COUNCIL OF OF THE CITY OF SARTELL, MINNESOTA
_/s/ _____ City Clerk
[Submitted February 6, 2018; Published February 9, 2018]
Ehlers & Associates, Inc. Page 17 SARTELL AGENDA CITY COUNCIL COVER SHEET Originating Department: Meeting Date: Agenda Item No. Planning 2/26/18 08a
Agenda Section: Old Business Item: Watab Park Improvements Background: Per previous Council discussions, staff has put together a grant application for Watab Park improvements. The following are included in the project scope: Installation of new playground equipment. Existing swings will remain. Final playground design will be chosen by residents (through a poll and outreach activity at the new park shelter). Included in your packets are the three preliminary options staff are including in the grant proposal. All three options have appropriate features for younger and older children and Park Commission finds all of them acceptable and recommends resident input for final decision. Resurfacing of tennis courts with Versa Court surfacing (same court surface as new half- court basketball court at Celebration) Rehabilitate wading pool area. This includes new drains, gutters, grating, pool floor, replacement of deck, filters, pumps, new pool finish, and zero depth entry. Replacement of existing wading pool restroom facility with new restroom facility similar to Celebration. The final grant application will be submitted by March 30th, 2018. Funding awards will be announced in June. If grant is successful, staff projects improvements to start late Fall 2018 and be completed by Spring 2019.
Recommendation: Staff recommends approving the resolution as proposed.
Budget/Fiscal Impact: Total estimated project costs = $281,800. Grant requires up front payment with reimbursement of 50% of the total project cost. So final cost to City, if funded, is estimated to be $140,900. Intended funding source is sales tax project fund, and Council can opt to use an interfund loan structure once we know whether grant is approved. If grant is not approved, Council may opt to proceed with 100% City funding and possible interfund loan.
Attachments: 1. Overview Map 2. Resolution 3. Preliminary drafted budget 4. Playground renderings
Action Requested: Motion to approve the Resolution committing to match 50% of the grant.
Resolution No. ______
BE IT RESOLVED that CITY OF SARTELL act as legal sponsor for the project contained in the Outdoor Recreation grant application to be submitted on March 30th, 2018 and that the CITY OF SARTELL is hereby authorized to apply to the Department of Natural Resources for funding of this project.
BE IT FURTHER RESOLVED that the applicant has read the Conflict of Interest Policy contained in the Outdoor Recreation Grant Program Manual and certifies it will report any actual, potential, perceived or organizational conflicts of interest upon discovery to the state related to the application or a grant award.
BE IT FURTHER RESOLVED that CITY OF SARTELL has the legal authority to apply for financial assistance, and financial capability to meet the match requirement (if any) and ensure adequate construction, operation, maintenance and replacement of the proposed project for its design life.
BE IT FURTHER RESOLVED that CITY OF SARTELL has not incurred any development costs and has not entered into a written purchase agreement to acquire the property described in the Cost Breakdown section on this application.
BE IT FURTHER RESOLVED that CITY OF SARTELL has or will acquire fee title or permanent easement over the land described in the site plan included in the application.
BE IT FURTHER RESOLVED that, upon approval of its application by the state, CITY OF SARTELL may enter into an agreement with the State of Minnesota for the above-referenced project, and that CITY OF SARTELL certifies that it will comply with all applicable laws and regulations as stated in the grant agreement including dedicating the park property for uses consistent with the funding grant program into perpetuity.
NOW, THEREFORE BE IT RESOLVED that CITY OF SARTELL is hereby authorized to execute such agreements as are necessary to implement the project.
I CERTIFY THAT the above resolution was adopted by the City Council of Sartell on the 26th day of February, 2018.
SIGNED: WITNESSED:
______
(Signature) (Signature)
_Mayor______2-26-2018_ __City Administrator______2-26-2018_
(Title) (Date) (Title) (Date)
COST BREAKDOWN – ESTIMATED BUDGET
Facility Description Estimated Cost Expected Completion (e.g. picnic area, (linear feet, dimensions, material used, Date campground) number of components, etc.)
Playground Area Replace existing worn out playground $100,000 September2 structures with brand new playground (playground 018/April
features. Approximate playground area is area + wood 2019 7,675 square feet. New playground area fiber surfacing) will include: new playground, along with
new free-standing play features. (see preliminary design options on Playground Plan page. Final option will be decided by Community vote by residents). Engineered wood fiber surface will be used for surfacing needs (versus existing sand surface).
Wading pool Rehabilitation work on existing wading $70,000 (for September pool including surfacing, utilities, drains, wading pool 2018/April
filters, pumps, gutter/grating, zero depth improvements) 2019 entry; replace existing wading pool $76,800 (for restroom facility with new restroom new restroom facility facility)
Tennis Courts Resurfacing of tennis courts with Versa $35,000 September2 Court surfacing. Tennis court area is 018/April
approximately 88’ by 98’. 2019
Total $281,800 total
City Match=
$140,900
Grant request = $140,900