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Home My WebLink About2001-05-23 CC CITY COUNCIL AGENDA '':;7.... K CALL TO ORDER ~ Roll Call ~ SET AGENDA ~ PUBLIC HEARING(S) ~ ~PPEARANCES/AWARDS v(' CONSIDERA TION OF MINUTES ~ May 5, 2001 Meeting Minutes tyr:' PETITIONS AND COMPLAINTS ~ UNFINISHED BUSINESS ~LD BUSINESS ~ Downtown Revitalization Timeline ~/ Laurie LaMotte Memorial Park Improvements- B,'J ~. Goals Document ~ WEDNESDAY, MAY 23,2001 6:30 P.M. Of Q.Io1; 41 j . NEW BUSINESS ~Eagle Pass Town Home Association Petition ~ ~21st Avenue Update tK: Commercial Building Design Concepts (Downtown Revitalization - Shea _ / Architects) ~ Ad Hoc Communications Update -~ 5__/ rvorou ( ~ r~~ M~j.~;~:~ ~~llf~ ~ vi- C'ONSENT AGENDA L vf The City of Centerville May 10, through May 23, 2001 Expenditures tZ. Centennial Fire District Expenditures a Successful completion of year 7 (public Works Director/Building Official, _ / Paul Palzer) Recomwended Step Increase from Step 7 to Step 8. ut.. S""P~' Uo..,Jste-ffw COMMITTEE REPORTS ~ INISTRATOR'~PORT . ~~, rJ)~iJ.I. &4, . ~I.~ ADJOURNMENT ~~ Pursuant to due call and notice thereof, the City of Centerville held their regularly sch died meeting on May 9,2001, at City Hall, 1880 Main Street. CITY OF CENTERVILLE CITY COUNCIL MEETING MAY 9, 2001 6:30 p.m. PRESENT: Mayor Tim Swedberg Council Member Dick Travis Council Member Mary Capra Council Member Mari Nelson Council Member Linda Broussard Vickers ABSENT: None. STAFF: City Engineer, Tom Peterson City Attorney, Jim Hoeft I. CALL TO ORDE Mayor Swedberg II. t Parks and Recreation Candidate e t genda for discussion. added under Unfinished Business. on econded b Council Member Ca ra to in favor. Motion carried unanimous} . III. IV. 1. Mr. Dean HaveL Bald Eagle Water-Ski Club Mr. Dean Havel requested permission for the Bald Eagle Ski Club to install its water ski jump in front of Waterworks Beach Club. Mr. Havel stated that Council approval is required prior to Anoka County issuing a permit for same. Page 1 of9 May 9,2001 Council Meeting Minutes Council Member Capra questioned whether Anoka County had expressed concern due to the high lake level. Mr. Havel stated that Anoka County did not anticipate a problem being that the lake level was dissipating. Mr. Havel stated that the ski club would delay activity until the water level is lower to comply with the wake zones. Council Member Nelson questioned whether the ski jump would be the same as previous years. Mr. Havel concurred. Motion by Council Member Broussard Vickers, seconded by Council Member Capra to authorize the installation of the ski jump in front of the Waterworks Beach Club bv the Bald Ea~le Water Ski Club pendine: all required permits and approvals by other entities. All in favor. Motion carried unanimously. 2. Mr. Buechler Mr. Buechler stated that he had not used the previously received overweight permit granted by Council due to the use of a vehicle that weighed under the posted tonnage. Mr. Buechler requested that Council consider granting an additional overweight permit for seven (7) tons in order to bring a pumper truck into the construction site and pump concrete for the floors. Mr. Peterson questioned if Mr. Buechler would be bringing in only one (1) truck. Mr. Buechler concurred. Council Member Capra questioned whether a permit would need to be granted due to road restrictions being anticipated to be lifted within several days. Mr. Peterson stated that Mound Trail is posted for five (5) tons when weight restrictions are removed. Mr. Peterson stated that Council previously approved Mr. Buechler's request because Mound Trail is in good condition and stated that he felt that one (1) vehicle would not degrade same. Council Member Broussard Vickers questioned whether the concrete trucks would also be over the roads posted limit. Mr. Buechler stated that the trucks would not be filled to maximum capacity. Council Member Capra questioned whether the wet conditions in the area posed a problem for the roadway. Mr. Peterson recommended approval ofthe permit. Motion by Council Member Broussard Vickers, seconded by Council Member Travis to approve a seven (7) ton. one-time overweie:ht permit for Mr. Buechler. All in favor. Motion carried unanimously. V. CONSIDERA TION OF MINUTES Council Member Nelson requested the following changes: Page 3, change "her" to "she" and Page 8, change "stripe" to "strip". Under the Public Works Report, change the sentence to indicate that the bobcat rental would cost the City a total of $365 plus tax. Page 2 of9 May 9,2001 Council Meeting Minutes Council Member Capra requested the following change: Page 7, indicate that Council Member Capra requested an evaluation of the ponds to be completed by Mr. Peterson prior to setting any type of maintenance schedule. Motion by Council Member Nelson. seconded by Council Member Capra to approve the April 25. 2001 Council Minutes as amended. All in favor. Motion carried unanimously. VI. PETITIONS AND COMPLAINTS None. VII. UNFINISHED BUSINESS 1. City Goals Mayor Swedberg stated that he agreed with Mr. March regarding the removal of the dollar amounts previously included in the document. Mayor Swedberg stated he would like Council to adopt the goals this evening. Council Member Nelson questioned whether to forward the goals to the other committees/commission for their review. Mayor Swedberg stated that residents had been given the opportunity to express their feelings and no major modifications were requested. Mayor Swedberg thanked the Quad Press for publishing an article on the goals. Council Member Capra stated that several of the goals had already been enacted and she felt that only the community garden item was questionable. Motion by Council Member Nelson. seconded by Council Member Capra to adopt the goals document as drafted by Mayor Swedberg and forward same to committees/commission for their review. Council Member Travis questioned whether, subsequent to obtaining public input, any modifications were made to the document. Mayor Swedberg concurred. Mayor Swedberg stated that residents reacted to the presented document and did not offer any significant modifications. Council Member Broussard Vickers stated she did not find anyone who said the entire document was wonderful and no one said the idea was terrible. She indicated she had gotten the impression that residents were fine with the goals provided taxes were not raised and current City services were not sacrificed in order to pay for the goals. Council Member Broussard Vickers stated that she would prefer to see the original draft rewritten slightly prior to acting on same. Page 3 of9 May 9,2001 Council Meeting Minutes Mayor Swedberg stated that Council could adopt the document with any requested modifications. Council Member Broussard Vickers indicated she would like to review any modifications prior to feeling comfortable enough to vote on same. Motion by Mayor Swedber2. seconded by Council Member Nelson. to table adoption of the 20als document until the document is edited and nrovided to Council for review. All in favor. Motion carried unanimously. Mayor Swedberg stated Council Members would receive a copy of the document for reVIew. vnI. OLD BUSINESS 1. County Bank Reimbursement Request Mr. Peterson presented Council with a sketch of the water mains in the area of the Willow Glen Development and Main Street. Mr. Peterson stated that the water main had been extended an additional 300 feet. Mr. Peterson explained the estimated value to extend services further north, the City of extended water main. Mr. Peterson estimated a cost of $50,000 to extend services further north. Mr. Peterson explained that three (3) parcels, totaling fifteen (15) acres would benefit from same. Mr. Peterson stated that The County Bank would be responsible for $8,700 and the City's portion would be approximately $5,000. Mr. Peterson also stated that The County Bank did obtain a permit to extend the water main and expressed concern that there is no right of way to the north to run utilities. Council Member Broussard Vickers suggested deducting the permit fee from the $5,000 and then asked Mr. Hoeft what should be done concerning the easement situation. Mr. Hoeft stated that the City needed to obtain an easement as part of the resolution of this issue. Mr. Hoeft also stated that if the water main is located on private property, there is no benefit to the City. Motion by Council Member Broussard Vickers. seconded by Council Member Nelson to direct staff to inform Mr. Bode of the $5.000 amount and the fi2ures used to determine that amount. to direct statY to investieate the easement issue. and to direct staff to investi2ate the permit situation. All in favor. Motion carried unanimously. 2. Laurie LaMotte Memorial Park Electrical Specifications Mr. Peterson explained he had consulted with Xcel Energy and they had agreed to install a power pole along the street and then run the power under ground rather than overhead. Council Member Broussard Vickers stated that she and the Parks and Recreation Committee were concerned that Council voted to expend funds from the Park Dedication Fund rather than to expend funds from the General Fund for the electrical services. Page 4 of9 May 9,2001 Council Meeting Minutes Council Member Broussard Vickers stated that if Park Dedication Fees were used for the project, the Committee would be unable to accomplish their goals for the year. Mayor Swedberg stated that previously Council met with the Committee to discuss goals for the year 2001 and the Committee expressed that their two (2) priorities were to provide electrical services at Laurie LaMotte Memorial Park and the Wheels Park. Consensus of the Committee was to use Park Dedication Fees for these projects. Council Member Broussard Vickers stated that it was her understanding from that same meeting, that the Committee did not want to expend Park Dedications Fees for the electrical services due to the fact that numerous community events take place in the park. Council Member Travis concurred with Council Member Broussard Vickers but added that the Committee determined that they had an ample amount of money in their budget to cover same. Council Member Capra stated that Council anticipated that the Parks and Recreation Committee would request additional funds for other projects at the time Council made their decision to expend funds from the Park Dedication Funds. Council Member Broussard Vickers stated that she was unsure whether the Committee had enough money to fund its current projects. Council Member Broussard Vickers stated that she desired Council to consider requests for future funding form the Parks and Recreation Committee. Consensus was to consider future requests from the Parks and Recreation Committee. IX. NEW BUSINESS 1. Bald Eagle Ski Jump This item was previously considered. 2. Planning Intern Mayor Swedberg suggested that due to Mr. March's absence, this item be tabled. Council Member Broussard Vickers stated that if Council considered this item this evening, rather than waiting, which would expedite the process. Motion by Council Member Broussard Vickers. seconded bv Council Member Travis to authorize the hiring of a Planning Intern as recommended bv Mr. March. All in favor. Motion carried unanimously. 3. 21 st Avenue Feasibility Study Mayor Swedberg expressed surprise and concern for the request received from the City ofLino Lakes to share in the costs associated with the reconstruction of21 st Avenue. Page 5 of9 May 9,2001 Council Meeting Minutes Council Member Capra stated that she had concerns with the projected timetable for the reconstruction and discussed same with Mr. Patzer. Mr. Patzer stated that Staff has been unable to locate a signed agreement between the two (2) for the joint reconstruction effort. Mayor Swedberg stated that the City had received a letter from the City of Lino Lakes requesting sharing of the expenditures along with the Feasibility Study. Council Member Capra requested that Mr. Peterson contact the City of Lino Lakes' Engineer to ascertain whether the proposal meets the City's criteria for road reconstruction. Mr. Peterson stated that he had contacted the Engineer and found several issues that needed to be addressed. Mr. Peterson stated that the City of Lino Lakes Council would be holding a public hearing on this matter on May 28, 2001. The Lino Lakes Engineer was unsure of the project's likelihood of approval due to costly assessments associated with same. Mr. Peterson stated that five (5) Centerville parcels would be affected by same and that the cost would be approximately $188,000. Council Member Capra stated she did not feel there was any Centerville drainage in the area. Mr. Peterson disagreed and stated that half of the street is owned by the City of Centerville. Mr. Peterson stated that the cost associated with the reconstruction appears to be appropriate and added that the City of Centerville has different criteria for road construction and same was not included in the original estimate. Mayor Swedberg questioned the need for the City to obtain an easement from the City of Lino Lake for the pond. Council Member Travis stated that a parcel in the vicinity had yet to give an easement for same. Mayor Swedberg noted that a plan of this magnitude would take time to prepare and questioned why Centerville was not made aware of it until this point. Mr. Peterson stated that the plan has been in the works since 1998. Mayor Swedberg questioned whether the City anticipated the request this year. Council Member Broussard Vickers commented that the request is being driven by development on the Lino Lakes side of the street. Mayor Swedberg stated that not enough properties benefit from the reconstruction with the City of Centerville to offset the associated costs of the road. Mr. Peterson stated that the road itself is a sufficient benefit to the City. Mayor Swedberg questioned whether a bridge would be constructed over the creek. Mr. Peterson stated that the current culvert would remain so there would be no need for a bridge over the creek. Mayor Swedberg stated that he was concerned that the City was just reviewing the plan in May and the City ofLino Lakes was considering approval on May 28. Page 60f9 May 9, 2001 Council Meeting Minutes Council Member Broussard Vickers stated that if the City signed the agreement then they are bound to the agreement. Council Member Broussard Vickers suggested tabling this item to allow further investigation. Council Member Travis stated that installation of the road would allow approximately 80 acres to be developed. Council Member Broussard Vickers stated that Arcade Asphalt is operating under a Special Use Permit until the road is installed. Mayor Swedberg stated he would like staff to ensure that the road is built to handle the heavy truck traffic it is proposed to have. Mr. Peterson indicated the road would be constructed to ten (10) ton road specifications. Council Member Capra stated she would like the City of Lino Lakes to meet Centerville's standards when reconstructing the street. Mayor Swedberg expressed concern for traffic management in the area and questioned whether traffic would be looked at as part of the process of reconstructing the street. Mayor Swedberg stated that the City of Lino Lakes could allow only commercial development in the area and that may cause congestion problems. Council Member Travis stated that the City of Centerville could also allow commercial development in the area, expanding its commercial base. Motion by Mayor Swedbel1!. seconded by Council Member Nelson to table this item for further investi2ation by Staff. All in favor. Motion carried unanimously. 4. Parks and Recreation Candidate Recommendations (Ms. Kathy Peil & Mr. Tom Lee) Council Member Broussard Vickers explained that there were three (3) items on the list of recommendations from the Parks and Recreation Committee. The Committee requested that the first item be removed for consideration. The second item was to consider placement of an ADA accessible satellite at Eagle Park. Council Member Broussard Vickers stated that several complaints had been received and the satellite was relocated. Council Member Broussard Vickers stated that the Committee is recommending the appointment of Ms. Kathy Peil and Mr. Tom Lee. Motion by Mayor Swedbere. seconded by Council Member Nelson to appoint Ms. Kathy PeU and Mr. Tom Lee to the Parks and Recreation Committee. All in favor. Motion carried unanimously. X. CONSENT AGENDA 1. The City of Centerville April 26, through May 9, 2001 Expenditures 2. Centennial Fire District Expenditures Page 7 of9 May 9,2001 Council Meeting Minutes Motion by Council Member Nelson. seconded by Council Member Capra to approve Consent A2enda Items 1 and 2 as presented. All in favor. Motion carried unanimously. XI. COMMITTEE REPORTS Council Member Broussard Vickers reported that the Parks and Recreation Committee would be holding a public meeting concerning the Wheels Park next Wednesday. Council Member Broussard Vickers reported there would be a public hearing to discuss the proposed amendments to the Comprehensive Plan at the next Planning and Zoning Committee meeting. Council Member Nelson requested that the financial reports reflect the appropriate CD renewal dates. . . Mayor Swedberg reported that the Police Commission had interviewed eleven (11) candidates for the available position. , ,'00 Council Member Travis reported ~he Business Appreciation Dinner was scheduled for Tuesday, May 15, 2001 at~l;~~ Council Member Broussard Vickers noted that there would be a presentation of a water feasibility study and discussion of downtown streetscaping would immediately follow the dinner. XII. ADMINISTRATOR'S REPORT Mayor Swedberg reviewed the memorandum submitted by Mr. March. Mayor Swedberg stated that Mr. March requested that Council Members interested in attending the LMC Conference in Duluth contact City Hall by 10:00 a.m. of Friday, May 11. Mayor Swedberg stated that Mr. March would be meeting with On-Sync Corporation and he would be notifYing members to ascertain their interest in attending same. On-Sync Corporation is a document imaging software vendor. Mayor Swedberg stated that the final version of the Turcotte purchas~ agreement was anticipated the following week. Page 8 of9 May 9,2001 Council Meeting Minutes XUI. ADJOURNMENT Motion by Council Member Travis. seconded by Council Member NelsoD to adjourn the May 9. 2001 City Council meetine: at 7:40 p.m. All in favor. Motion carried unanimously. Transcribed by: Joan Lenzmeier, Recording Secretary TimeSaver Off Site Secretarial, Inc. Proofed by: Teresa Bender, Clerk/Treasurer Page 90f9 MEMO DATE: May 17,2001 TO : Honorable Mayor and Council FROM: Jim March RE Downtown Revitalization Update I........................................................................... As we discussed after the Business Appreciation Dinner, City Engineer Tom Peterson is going to create a proposed timeline for this potential project. Since the meeting, I have heard that there may be some properties adjoining Centerville Road that may be interested in connecting to City water. I would like to hold an additional meeting and invite all ofthe property owners in the downtown area to attempt to finalize the initial scope of the project. MEMO DATE: May 17, 2001 TO : Honorable Mayor and Council FROM: Jim March RE : Laurie LaMotte Memorial Park Improvements ............................................................................ City Engineer Tom Peterson should have the results of the bid opening available at the Council meeting on this item. The contract is for electrical installation and concrete work in the existing hockey rink. I will have Jill Lien notifY the Park and Recreation Committee that this item may be addressed by Council at the meeting. MEMO DATE: May 17, 2001 TO : Honorable Mayor and Council FROM: Jim March RE Goals Document ............................................................................ A revised goals document was e-mailed by Mayor Swedberg after the last Council meeting. Comments were on the document were to be sent back to the Mayor by May 18th. This item is back on the agenda for final discussion and potential adoption by Council. A copy ofthe final document is included in the packet. Date: May 11,2001 To: Council and Jim March From: Tim Swedberg, Mayor RE: Final Goal Draft Reply Due May 18,2001 At the May 9,2001 Council meeting, members agreed to table adoption of the goals pending final document review by members. The intent of the Final Goal document is to provide a plan of action for the next 2 years. I have written the document a bit differently in an attempt at clarity. This is in response to comments from the Park and Recreation Committee and a presentation by Terry Sweeney who appeared at a recent Council meeting. I tried not to alter the basic concepts that people have voiced during the process. Please give me your comments, corrections, and omissions by May 18. If I do not receive your comments by that date, I will assume the language is sufficient. At the May 23rd Council meeting I will ask that the Final Goals document be adopted. Because there has been little interest in the Garden concept, I am removing that from the document. I am adding a statement about public safety for additional clarity. Our citizens receive exceptional value from our volunteers at the Centennial Fire Department. Centennial Lakes Police Department service is also exceptional. Our community is growing and we will be asked to provide increased financial support for our public safety agencies. I think it is appropriate to include a comment about public safety as always the first priority . Criteria Each goal must be: . Focused and lead to action . Researched and factual information provided to Council . Implemented without raising taxes . Communicated and seek public input and participation The Process Council began a process in January to define the goals for the City. Councilmembers Mary Nelson, Dick Travis, Mary Capra, and Tim Swedberg initially met on December 28 with Jim March, Paul Palzer, Paul Montaine, Ray Devine and Wayne LeBlanc at the Public Works Conference Room. Each person described their views of important projects, ideas, and goals for the City. In January, Jim March summarized the initial meeting and Council identified several priority areas from all of the suggestions. Council met in workshop on January 31 and formulated the original priority goals presented to the committees in February as follows: . Council wants advice on communication methods. Council will form an Ad Hoc committee Chaired by Theresa Brenner to make recommendations on Websites, newsletters, cable television, document archival, document imaging, and surveying citizens for their needs. The Council will ask for citizen members from the computer, journalism, and graphics arts fields for their advice and counsel. Citizen participation is a must and Ad Hoc committees are ideal for those who can not commit extended time. The City must provide information in advance for citizens to participate and we need methods to facilitate citizen opinion once preliminary information has been distributed. Also linked with this discussion, will be items we need to clarify and explain about City procedures and processes so the information can be presented to the citizens. . Economic Development is an urgent issue. Council wants professional advice on design criteria for the commercial properties east of 20th Avenue towards the freeway and help with old town renovations. We want to get ahead of the development curve that Council views as accelerating. Along with this would be topics ranging from what type of commercial activities do we want, how can we provide a business environment that welcomes new business and retains existing business, in a prosperous community. Are there opportunities that the City can leverage into successful commercial development? Original Goals Presented to Committees (Continued) . Parks and recreation is another area identified by Council. Items mentioned are youth recreation progams, trail and pedestrian access linking public facilities and neighboring communities including a plan for Main Street, improvements at La Motte Park including a range of items from skateboarding, concession buildings, electrical improvements. Council keeps the option of a Community Center as a longer-term goal, but it is not viable in this 2-year window. Perhaps the biggest challenge in recreation is which model will Centerville adopt to provide opportunities for our citizens. One model is YMCA/Boys and Girls Clubs. A second model is school- community partnerships as described by the Wallace-Readers Digest Foundation. A third option is to develop our own program. Let's demonstrate success with small pilot projects that can be evaluated for the long term. . Infrastructure planning is a major concern of the Council. Maintenance of roads, water, and sewer facilities must be planned with regular maintenance and replacement before systems fail. Within this category are items such as a new watertower, sewer and water line extension, pavement management plan, surface water management plan, capital improvements plan, and storm drainage and pond maintenance. . Traffic management is another goal, but is focused externally towards the State and Federal Governments. We will ask for assistance in fixing the safety problems at 135E and Main Street. We will encourage the dialog to build ramps to connect 135E and 135W at the "Y" north of Centerville. Council will take the lead on these issues. . Financial stewardship, budget allocation, and policy are Council's responsibility and will be discussed regularly throughout the year. Committee Visits and Open Houses In February, Council scheduled meetings with every committee to inform them of the ideas and solicit input. From these meetings a new document was drafted and distributed to all committees, city staff and Council on March 19. Comments were solicited to modify the second draft document. At the end of March, open houses for citizen input were scheduled for Saturday morning April 7 and Tuesday evening April 10. Funding was eliminated from the draft document for the open houses as a discussion of the ideas was important not the budget amount. Less than 10 citizens offered comments. Additional Comments from Open Houses, Letters, E-mails Members asked at the May 10 Council meeting to review a final document reflecting comments from the public meetings. Following are general comments from the open house meetings: . Is there a process to this goal setting? . With an increased tax base, why can't property taxes go down? . How can you afford to increase stipends for committee members? . Where is the money in the budget for streetscape plans, LaMotte Park electrical, wheels park, public works water traps etc.? . Infrastructure plans were discussed for roads, sewers, and especially pond maintenance and that plans exist. . Park and recreation from park improvements, to kids bicycle and pedestrian access for safety were discussed. Looping trails were talked about. . Overlaying the St. Paul water pipe was offered as a good idea to get bikes and pedestrians off Centerville Road . Access to the lakefront was mentioned and the possibility of trading land with the church was also talked about . Downtown water, sewer, revitalization, and architecture themes were mentioned including a major grant application several years ago for mixed use business on first floor with apartments and living spaces above much like a early 1900's theme . Comprehensive plan update process was mentioned . Communication options were touched on and we heard negative comments on our website . Citizens want the budget printed and available to them as decisions are formulated and they want the budget that is adopted followed. . Folks talked about quality of life issues - keep it a small town . Youth and crime prevention were talked about and need for programs such as YMCA/Lino Lakes Park etc. . Couldn't hear the tornado siren was talked about . Comments were received that the plan emphasis/look ahead was good . The draft document does not preclude any existing youth programs that exist such as Little League or soccer, but tries to enhance recreation programs. . The park dedication fee was discussed for the LaMotte Park improvements. . Open space planning was mentioned as an issue . Architectural and environmental design was mentioned as a possible item to incorporate in ordinances . In addition, I visited Chauncey Barrett Gardens and learned: 1. They have concerns with the next phase of development in Eagle Pass 2. Pedestrian access to church, into Eagle Pass, and along Centerville Road to get downtown or to church is important 3. They seem to have constant muddy water in the facility and would like that addressed 4. They are interested in pond maintenance issues 5. They do not want assisted living or multistory buildings in the next phase of Chauncey Barrett Public Safety Police and Fire services were not mentioned in the original document and most people take it for granted because of the exceptional service. The dedication of our firefighters and police officers is without question -- superb. Centerville has a full contingent of dedicated, trained firefighters with modern equipment to provide prevention, protection, and medical assistance. By combining with Lino Lakes and Circle Pines in the Centennial Fire Department, citizens receive quality, cost efficient fire services. The Centennial Lakes Police Department combines the cities of Centerville, Circle Pines and Lexington into a 16-member force. The Department is dedicated to community policing, prevention and safety through education, citizen involvement in neighborhood watch programs, and thorough investigation, apprehension, and prosecution of criminals. Public safety will always be the first priority for any community. Centerville, in cooperation with our partner cities must continue to invest in our firefighters and officers to maintain training proficiency, adopt new technologies, and quickly respond to emergencies. Action Taken: . The need for a reliable tornado siren was identified in the goals process and will be purchased and installed by summer 2001. . The County has performed a safety study concerning the stop sign at Centerville Road and Main Street. Council is waiting for recommendations. . Although not identified in the goal process, an emergency snow removal policy was adopted by Council in 2001. . Council members discussed 135E Highway 14 traffic safety with Senator Krentz. On the Horizon: . A new radio system for Countywide dispatching is needed now . Additional police officers as the community continues to grow Examine Communication Methods Council formed an Ad Hoc Committee Chaired by Theresa Brenner to make recommendations on Websites, newsletters, cable television, and records management such as document archival and imaging. Council desires a comprehensive review of all areas of communication and particularly is interested in methods that enhance participation from the citizens of Centerville. Responsible Leader: Theresa Brenner Product: Final Report to Council Plan to be Approved: Wednesday, November 12, 2001 Council Meeting Plan to be implemented: Progress reports from the Committee would be helpful. Council may implement committee recommendations prior to the final report date. Action Taken: . Staff has investigated Laserfiche document archival software and is exploring other vendors that can provide electronic storage of City documents and plans. Council will probably get a recommendation this year . A new bimonthly magazine called Town Life may offer an opportunity to inform and promote Centerville to our residents and surrounding communities. . Progress reports and recommendations from the committee are being implemented as they come before Council . A survey of residents has been sent out about communications. On the Horizon: Continued progress Parks and Recreation Already improvement dollars from the Parks and Recreation Development Fee Fund are allocated for LaMotte Park to build a combination skateboard rink/hockey rink (Wheels Park) and to provide electrical power for the park and Fete de Lacs celebrations. These facilities must be built for the 2001 summer recreation season and our out for bid at this writing. Now is the time to focus on a comprehensive recreation plan for all of the citizens of this community. Item 1 focuses on the immediate recreation needs of this summer. Item 1: To accomplish the Wheels Park and LaMotte electrical, dedicated fees from the Park development fund were used. Council recognizes the need for General Fund support for maintenance and program. These dollars will be authorized as the Park and Recreation Committee expresses budget needs. In the FY2002 budget, a new General Fund line item called Recreation Programs will be established. This money is to be accounted for in a new budget code 45300 and used only for the purpose of funding recreational programs to benefit Centerville residents. In the current FY2001 , Council will work with the City Administrator to reallocate existing FY 2001 dollars to accommodate pilot projects that can be accomplished this summer. A. Provide safe and supervised swimming opportunities at Centerville Beach for all citizens. Included in this item may be bus service, supervision, lifeguards and other items that may be deemed necessary to accomplish the goal of safe access and supervision of the Centerville Beach swimming area. Hours of operation and other implementation issues are to be determined through a cooperative agreement with the County Park. It may not be feasible to launch this program this summer, but it should be implemented by next summer. Responsible Leaders: Jim March and Park and Recreation Committee Product: Develop an appropriate agreement with Anoka County Parks for approval of Council and implementation. Plan to be Approved: Plan to Implemented: Pilot Plan Evaluation: Summer 2001 or Summer 2002 September 2001 or 2002 Action Taken: · Council approval for construction bids for the Wheels Park and electrical improvements as LaMotte Park. On the Horizon: · May receive DNR grant money for additional LaMotte Park improvements Parks and Recreation Item 1. B. Determine appropriate vendors to provide summer youth recreational activities using city parks and facilities. YMCA is already developing a program for 6-10 year olds, but a program needs to be developed for older youth as well. Weeklong camps for sports (soccer, baseball, basketball etc.), science, nature, or any other item of interest should be implemented for summer 2001 as a pilot program using the dollars allocated. The committee should also explore using Centerville Elementary School for supervised recreational activities throughout the year. The committee is encouraged to contact Lino Lakes Park and Recreation to determine if there are any opportunities that could benefit citizens of both communities. This item is intended to enhance recreational opportunities that already exist such as Little League Baseball and soccer et.a!. Again in may be too late to implement this in 2001. If so, summer 2002 is the target date for implementation. Responsible Leaders: Parks and Recreation Commission and Jim March Product: A recommendation to Council on recreational activities the City will provide this summer through either fee for service contracts, partnerships, sponsorships, or direct service from the City. Plan to be Approved: No later than October of 2001 Plan to be Implemented: Summer 2001 or 2002 Pilot Plan Evaluation: September 2001 or 2002 Item 2. Pedestrian and Bicycle Access Plan, Construction and Maintenance It is important that citizens have access to businesses, schools, parks, and public buildings by walking and bicycling. Based on the input of citizens and the committee, we must come to agreement on a final plan. Some will say this is already completed. If so, we must move to implement the access plans. The plan should include not only trail locations, guidelines or standards for construction, but priorities for construction. In conjunction with water lines in the downtown area, we can improve access for seniors at Chauncey Barrett. Another small segment could connect the new retail area with the sidewalk at the Cemetary. Main Street on the south side would enable children to get to parks and Corner Express. Council has already allocated $10,000 in the existing budget from the General Fund for item 46000 Trailways construction and maintenance and we need to proceed with building priority projects. Trail construction is an ideal opportunity for citizen participation and volunteer help. Responsible Leaders: Product: Plan to be Approved: Plan to Implemented: Plan Evaluation: Park and Recreation Committee and Council Pedestrian and bicycle access action plan Council needs an action plan by mid June As development occurs and per recommendations Of Park and Recreation Committee and possible Street Scaping Plans Yearly Review by Council with Committee Parks and Recreation Item 3. Long-term Recreation Plan Committee and citizen advice is needed to determine recreation services and facilities priorities. What services do citizens want by age group? a. Elementary School youth b. Middle Schoolers c. High Schoolers d. Adults e. Seniors Who should provide the desired recreation services? a. City staff b. Partnership with another city or cities c. Partnership with the school district d. Private vendor fee-for-service contracts e. Volunteers f. A combination of the above options What facilities are needed to provide the services? The answers to these types of questions will drive the timing and features of community multipurpose facilities to be designed in 2002 and constructed in 2003. Responsible Leaders: Product: Plan to be Approved: Park and Recreation Committee and Council Recreational Service and Facilities Plan November 14, 2001 Council Meeting - Public Hearing November 28, 2001 Council Meeting - Plan Approval Plan will direct Council Budget Allocation for 2002 and Capital Improvement Plan Allocation Yearly Review by Council with Committee Plan to Implemented: Plan Evaluation: Economic Development and Planning Item 1. Commercial and Industrial Concept and Streetscape Plans Council wants professional advice on design criteria for the commercial and industrial properties east of 20th Avenue towards the freeway and help with old town renovations. We want to get ahead of the development curve that Council views as accelerating. Council will use the existing Boonestro streetscape plan as a guide during water rennovations in the downtown area. The architect for the County Bank project will provide architectural guidelines for the commercial development east of 20th Avenue. The plan will be referenced as part of the planning and zoning requirements for the commercial area near the freeway. Responsible Leaders: Council with input and review from Economic Development Committee, Planning and Zoning Committee, and Jim March Products: Concept Plans for Commercial and Industrial Property Streetscape Plans for Main Street, 20th Avenue, Downtown Design Criteria Options for Developers Plan to be Approved: Upon completion and review Plan to be Implemented: As commercial and industrial properties are developed and Streetscapes phased in to complete Action Taken: . Bonestroo Engineers selected for downtown streetscape using existing plan. Plan to be discussed in May at Business Appreciation Dinner. . Shea Architects to develop design guidelines that compliment County Bank design. Economic Development and Planning Item 2. Develop presentation quality brochures and summary packets that: A. Welcome business and homeowners to the City. B. Explain development processes for commercial, industrial, and residential property including permits, certifications, current code requirements, and review processes. C. Explore options with State of Minnesota Economic Development agencies to promote the commercial and industrial land east of 20th Avenue. We want the first impression of Centerville to potential residents and investors to be welcoming, factual, and thorough. If you are a prospective business they should know processes, timelines, references and contacts, ways to get questions quickly answered, and the advantages of Centerville and the northeast Metro area. Planing and Zoning will also probably playa role in this. Some of this may already exist but it needs to be in formats that can be readily updated. Item C. May not be a priority based on the activity we are now starting to see in the industrial park. Are there opportunities to work with area realtors? Responsible leader: Economic Development Committee Products: Brochures, fact sheets, etc. Plan to be Approved: Upon completion and Council review Plan to be Implemented: Upon completion Infrastructure Planning Item 1. Long-term and Annual Infrastructure planning Maintenance of roads, water, and sewer facilities must be planned with regular maintenance and replacement before systems fail. Within this category are items such as a new watertower, sewer and water line extension, pavement management plan, surface water management plan, capital improvements plan, and storm drainage and pond maintenance. Council is interested in not only a current assessment of infrastructure, but a glimpse of the City's infrastructure for the useful life of facilities. The key question for each of these plans is what fee structure and general fund allocation is needed to ensure that the City's infrastructure is designed, built and maintained to applicable standards. If there is industry standard software that can display the needed information, Council would like a recommendation. A. Sewer Management Plan B. Surface Water and Storm Water Plan C. Drinking Water System Plan D. Pavement Maintenance Plan E. Drinking Water Wellhead Protection Plan F. Emergency Preparedness Civil Defense Siren Enhancements Responsible Leader: Products: Public Works Director Plans as outlined above with yearly costs and annual schedule of maintenance, construction, and costs for each area Costs for design, maintenance, and construction by August 15 to Council Plan to be Implemented: Annually with review in August Plan to be Approved: Action Taken: . City Engineer directed to submit and revise surface water management plan for inclusion in Comprehensive Plan Review by Rice Creek and Metro. . City Engineer directed to develop process for evaluation of ponds and water catchments within the City and suggest a plan of maintenance. Planning and Zoning Item 1. Education and Training Every member of Planning and Zoning and the City Council should be trained in the fundamental requirements to function as a Planning and Zoning Commissioner. The City will arrange for training in Centerville and invite adjacent communities to attend the seminars. Council also recognizes the need for professional expertise and will contract for architectural support services on an as needed basis. Responsible Leader: Jim March and Planning and Zoning Commission Products: Train Council and P&Z to accepted standards Plan to be Approved: Take advantage of training opportunities by all members Plan to be Implemented: Completed by July 2002 Action Taken: . Members have attended Advanced Training with GIST that was very informative . Members have become affiliated with the American Planning Association to keep current on trends and developments in planning and zoning. Item 2. Ordinances and Checklists Council needs a system of checklists that ensure a developer has met all the ordinance and planning criteria. Also in the checklist are steps and procedures to ensure that appropriate officials such as Centerville committees, police and fire chiefs, County, and other agencies have had proper time to offer comment before Council approval or disapproval. Of particular interest is to determine if a modification or new ordinance should require radon sampling in new construction. Also a question to be raised is a requirement to provide sump pump drainage in all new construction. Current trends on energy seem to favor geothermal heat pumps. Can these types of questions be answered and accommodated in our current ordinances? The questions about environmental friendly fixtures and design should also be discussed. Also developers agreements or administrative procedures should state what conditions require reconsideration by Council per the recent issue on Mounds Trail. It is extremely important that citizens understand the processes for new construction and remodeling and that the public is presented consistent accurate information. Responsible Leader: Products: Plans to be approved: Plans to implemented Planning and Zoning and Jim March Rules, procedures, ordinances and checklists September 2001 or sooner October 2001 or sooner Traffic Safety Management Traffic management is another goal, but is focused externally towards the County, State and Federal Governments. Council will make a resolution to seek financial assistance to fix the safety problems at 135E and Main Street. Council also supports ramp construction to connect 135E and 135W at the "Y" north of Centerville. Council opposes an interchange at 135W and County 14 adjacent to Rice Creek Chain of Lakes Reserve and will make a resolution to remove this from the Metropolitan Council's 20-year road plan. Responsible leader: Products: Mayor, Senator Krentz, Representative Vandeveer Resolution by end of June Mayor will lobby for the major road improvements with governement agencies (See also Public Safety) Financial Stewardship Financial stewardship, budget allocation, and policy are Council's foremost responsibility. Council will schedule a quarterly workshop to provide needed oversight and guidance on financial matters and strategic direction. All financial questions by Council should be directed to Jim March. To provide clarity in financial matters: . Staff will ensure timely payment of all bills without exception . The account which is being expensed will be shown on all checks . The purpose of the expense or fund transfer will be explained . Two signatures are required on all checks except payroll and taxes · Activity in all fund accounts will be listed monthly for presentation to Council · The General Fund Reserve will be listed as a budget item and maintained at 50% of projected General Fund expenditures. . Fee schedules will be commensurate with service rendered. . Review assessment fee schedules for consistent implementation Council will adopt a preliminary budget by September 15 and all committees and staff departments will provide preliminary estimates of need by August 15 each year. Responsible leader: Council and City Administrator, City ClerklTreasurer Fete de Lacs Community pride and celebration are important components of the health of every city. Council appreciates the volunteer spirit and effort of the many people and sponsors who make the annual event a success. Council will pay in advance up to $35,000 annually for bills properly identified as necessary for the conduct and performance of the annual festival. The committee is encouraged to broaden its activities and events to be inclusive of all segments of the population from youth to seniors, businesses to churches and nonprofit groups. Council particularly would like the committee to work with and engage the staff of Centerville Elementary and St. Genevieves Sunday School, plus Chauncey Barrett Gardens and senior citizens. Responsible Leader: Fete de Lacs Committee Products: Organize, plan,direct, and evaluate annual celebration Plan to be approved: Budget plan by August 15 for next year Plan to be implemented: Each summer :" ~,~ I" ',j) ;f TO: Honorable Mayor and Council Members FROM: Teresa Bender;(~' SUBJECT: Petition to make Ojibway Drive a city street DATE: May 18,2001 Attached, you will find a petition presented to me on May 10, 2001 by Mr. Bill Ingison, 1762 Ojibway Drive. At the Planning and Zoning meeting they considered a preliminary plat for the Eagle Pass 2nd Addition. Many citizens that reside within the Eagle Pass Development attended and expressed concern regarding ownership and maintenance responsibilities of Ojibway Drive and suggested that same become a city street. It was suggested that they compile a petition to declare Ojibway Drive a city street. . ~ \ \0\ lO ..; --yY Petition: 'iWe, the residents of Eagle Pass Twin homes Association of Centerville, MN, and citizens of Centerville, MN, petition the city to declare Ojibway Drive a city street. Aationate: 1. Ojibway Drive is currently a private road belonging to our association. 2. Only 33% of our 18 member associates live on Ojibway Drive. 3. The developer's plan is to create a new and separate association when construction is complete. Ojibway Drive would then be shared by two separate groups of citizens. 4. Declaring Ojibway Drive a city street would also allow access to residents of Chauncey Barrett Senior Center for walking and exercise in our area. Currently many Chauncey Barrett residents choose to do this daily. We welcome that, but it could not be continued because access would not be available on a private road. 5. This will.DQt set a precedent for other private strreets, as Ojibway Drive is uncompleted and appropriate planning can continue. 6. The turnaround loop at end of the proposed addition to Ojibway Drive is not large enough for an emergency vehicle or school bus to turn around. 7. This is not an outlying, "fringe'i, project as we live in the center of Centerville. a. This would allow the Planning and Loning Committee and the City Council to change, correct, and improve the design. Thank You. /~{llvd #,:))0/ C"-'-'~ ~ 5.&4 I J1-YElfY ~TT..t:-1f6It'E.1/ 7tJb3 DiJP-fE /(D name: address: sig~1'~~M-~ {Ih 70 [5 / fJ{ 1-.( 1. ,51t!-C-- /N61.:30"....} name: 6r/-t..{Z '1- ti-9z..9 telephone: 2. .JeA-# name: t !J. LJA v'1-.S .b51-.63-1-~2JJ~ ~ telephone: 3. ..JE-A'd I. g~l A,..j R.A:w'-1 .vt?~ name: --':1.'5 I - ~q 2 - 00 I b telephone: 4. '~?Il i J (J~6 name: ~~- 26,J-- 2'.:2 ~6- telephone: 65 / oS3~ L/77:L telephone: .... 17t:.-z- OJll3iVR'1 PtG c..CIVTClZ.l/f/-(,.,t::; /?1N s!Soo8 , ) address: p~~ signature: / ? b 'f C;--J j:.b tv.4 Y 0 i~ ' address: ~~.9 a~ Sl ature: "70 b Cj "J:> J f R...\Z ~ A,:'t> a~~rL . ~G ~.. ,~. =- ~ sIgnature: u .4 7. ::S--&"HLj L.. -.5'fe "/4..,J~ I ~ 70 rl7 Dup(\.IL i2..~ na~~f. <107 'o~1 ~~.. telephone: a.lll1/);\) "~SJjJr;:itJ;N /o?-.5 PL"~r'~~ name: add':.J?~!___=' ~., 7/J- kil l6~ ~'f,8vI/.f::L~~ telephone: I signature: 9. /n J k 2"-- J1Jhl2 name:.. . address: - C1 !?si-r;i~ ~sl:)7 ~ telephone: signatur . 10. //YJt4c1#1/1? J! C,V-Vt?2...L' name: address: b..5-- ~ - 7' ~ 2 -,3 f' ~ ;;( 2?? ~~22~ .?'.r<.€.. % 071-L::>_ telephone: signature: 11? ANQ,~ A L ~ '.-?L-in f:5r?:7<:.~" '70 l;') '/) UPK-E name: address: ~tJ-L-S;3-J{13 "j // i ': I :J~ telephone: (Signature:' " ~" 12. A_CJQc~i' ~.e~()N 7i)h~ J)UpL~ i?(-, na~e: . Vddress:. "</) T- ". {;5/-7~;l-t)350 ~ljJV---a. ~~ telephone: p" "?gn~r';'" -' .... . 13. r\o.x 6Y\ \"'\Ctr~hcd ( name: ~~Co- 57 4-3 ~~= telephone: '[ 071 ~fre "\2-& address: ~fm~ signature: 14.3e?f (jo'ei.s'€-I\ name: ~s3-~4S~ telephone: '76 '} q {Jf.,f fJf e... It q Jfl:~~. signature: 15.11N >! elERf{Y 1+/...I3RIfCIIT 707 I DuP/<G /2o/t"?> name: address:, ) w- J+(Lq- 6Lf73 ~ /(p~4.t(~)..'.Jf6Ef?Ry!l'BR<F<:II' telephone: I signature: . 16. N01 50'-1:1 name: AS or s/IQfOJ adCfress: telephone: signature: 17. No. SC!::Jl_l:> name: "q-.c; 0 r-:- 5/1 0 ( 0 i address: signature: telephone: 18. No'T SOl-V name: Its vC :5J10{OI a dress: telephone: signature: Thank you, again. 0(' .' MEMO DATE: May 17, 2001 TO : Honorable Mayor and Council FROM: Jim March RE : 21 sl Avenue Update ............................................................................ I have requested a meeting with the Lino Lakes City Engineer and the City Administrator. Tom Peterson and I will meet with the Lino staff prior to the Council meeting and report back the results of our visit. Included in your packet is an e-mail correspondence that Tom had sent to the Lino Engineer that asks some questions that need to be clarified. Jim March rom: ;ent: To: Cc: Subject: Peterson, Tom W [tpeterson@bonestroo.com] Wednesday, May 16, 2001 4:51 PM 'John Powell' 'jmarch@centervillemn.com' RE: 21st Avenue Improvements John, I got your voice mail and this message. Some issues/questions that were brought up include: 1. Signed Joint Powers Agreement. anything. 2. Street section- Centerville uses draintile and geotextile fabric. 3. Parking allowed on one side. Which side? 4. Who decided the proposed length of street? To reduce costs, maybe only go to south side of Lot 2. 5. I assume the existing ditch on Centerville's side will be filled in and sloped to drain over the curb. 6. Your Preliminary Cost Estimate does not address traffic control, concrete driveway aprons, removals, draintile, sidewalk(?), etc. Also, my calculations on select granular, aggregate base, and bituminous differ from yours. I think all-in-all though the estimated cost will end up close to the $193,820.00. 7. There are 4 businesses on the Centerville side. Your estimated cost is $188,300. This works out to approximately $47,000 each or $235 per lineal foot. This is very expensive, considering there is no water or anitary sewer costs. Schedule. On page 5 of your report, May 28th Order Plans and Specs. Two weeks later (June 11) of plans for approval. You're good! Assuming this is construction will likely begin after Labor Day. I'm not sure if Centerville found is the Hearing and you have submittal one month off, These are some of the issues. The City may have more. We would like to have an Informational Meeting at some point with affected business owners. The earliest this could happen would be early June. > -----Original Message----- > From: John Powell [SMTP:jpowell@ci.lino-lakes.mn.us] > Sent: Wednesday, May 16, 2001 2:09 PM > To: Thomas W. Peterson (E-mail) > Subject: 21st Avenue Improvements > > > > > > > > > > > > > > Tom, Mr. March from the City of Centerville has requested a meeting regarding the referenced project. to provide thorough responses to the City of Centerville when we meet, please forward any questions you have to my office at your earliest convenience. It would be very helpful if you forwarded your questions via e-mail in order to save time. This meeting would occur early next week. In order Thank you for your assistance. 1 . MEMO DATE: May 17, 2001 TO : Honorable Mayor and Council FROM: Jim March RE : Commercial Building Design Concepts - Shea Architects ............................................................................ Included in your packet is a proposal that was received from Shea Architects. The proposal outlines the work that Shea would perform in creating building design guidelines for the commercial property near the County Bank. The proposal is rather self-explanatory. It may be important to strongly consider this proposal since the property was recently tied up with a purchase agreement. Having a guideline in hand will give the City leverage on future building design in this area. << minneapolis >> << new york >> MAY , 6 2001; May 15, 2001 Mr. Jim March Centerville City Hall 1880 Main Street Centerville, MN 55038-9794 Subject: City of Centerville Design Guidelines Proposal #S600.00 100 north sixth street Dear Jim: suite 650c minneapolis mn Shea is pleased to have this opportunity to provide professional services for the above project. The following details our understanding of the project including scope of services, professional fees and billing terms: 55403-1594 612 339 2257 PROJECT DESCRIPTION healink.com The project includes writing a brief development guidelines for the property on Main Street, west of the 35E interchange. The guildelines will be based on the conceptual approach to design The County Bank, and will be three to six pages, including photographs. 612 349 2930 wwwshea/ink.com SCOPE OF SERVICES A. Research and Exploration 1. Provide up to three examples of design guidelines developed by other cities, with a summary outlining how the concepts used may provide direction for the City of Centerville. 2. Meet up to two times with representatives from the City, to discuss the goals and vision for future development in the City. B. Design Guidelines 1. Provide a draft document, including sketches/photographs as required, to outline the goals for future development, and the expectations the City has for potential developers. 2. Meet up to two additional times with the City, and provide up to two sets of revisions of up to twenty-five percent of the document. C. Implementation 1. Work with individual developers and the City to ensure the guidelines are understood and implemented in a way that best reflects the intent of the guidelines. 2 City of Centerville Design Guidelines Our Proposal #S600.00 May 15, 2001 EXCLUSIONS/ADDITIONAL SERVICES A. Contingent Additional Services The following services are not included in the Basic Services outlined above: 1. Revisions to the documents when the revisions are inconsistent with the approvals obtained from the City. 2. Providing services required because of significant changes in the Project including, but not limited to size, quality, complexity, Client's schedule, or method of documenting the guidelines. 3. Site visits and meetings beyond those outlined in above scope of services. B. Optional Additional Services The following services are not included in the Basic Services outlined above, however, they can be provided as an Additional Service: 1. Development of sample site layouts or building image sketches. 2.. Design or selection of graphics and signage. Additional Services beyond the current scope will be billed on an hourly basis plus reimbursable expenses. It is our intention to discuss any additions to the fee prior to additional work beginning and/or invoicing of additional work. PROFESSIONAL FEES/BILLING TERMS We have assigned our Proposal #600.00 to this project. The following summarizes fees and estimated reimbursable expenses for your budget purposes: A. Research and Exploration, and Design Guidelines B. Implementation $ 2,200 To be billed hourly, as incurred Estimated Reimbursable Expenses $ 400 The fixed fee for our services will be billed upon substantial completion. We have enclosed a copy of our current hourly rates, standard reimbursable expenses and billing terms, which are incorporated herein by reference. Reimbursable expenses will be billed in addition to the fee for our services, including but not limited to: reproductions, plotting, copies, color printing, long-distance calls, reductions, postage, deliveries, facsimile transmissions, mileage, lettering, boards, photographs, renderings, etc. All projects are invoiced monthly for the preceding month's work. Invoices are payable 30 days from invoice date. Amount unpaid 31 days after the invoice date shall bear interest at the prevailing legal rate. 3 City of Centerville Design Guidelines Our Proposal #S600.00 May 15, 2001 If you find these terms acceptable, please sign and return one copy of this fee proposal at your earliest convenience. If you have any questions or require any modifications to this agreement, please give us a call. We appreciate this opportunity to work with you and your s~aff. Sincerely, Shea ~~~ Michael F. Kraft Vice President, Architecture and Interior Design Enclosures APPROVED BY: City of Centerville: (Individual/entity contractually responsible) Signature: Title: By: Date: (Printed name) O:IPROM0\600 - General MarketinglCenterville.doc << minneapolis >> << new york >> HOURLY RATES Classification shealink.com Principal Senior Director Director Senior Project Director Project Director Senior Project Manager 1 Senior Project Manager 2 Project Manager/Designer 1 Project Manager/Designer 2 Designer/Drafter 1 Designer/Drafter 2 Assistant Designer/Drafter Technical 1 Technical 2 Technical 3 $130.00 120.00 105.00 90.00 84.00 77.00 69.00 63.00 58.00 53.00 47.00 39.00 65.00 50.00 35.00 100 north sixth street suite 650c minneapolis mn 55403-1594 612 339 2257 612 349 2930 wwwshealink.com The rates set forth above may be annually adjusted in accordance with normal salary review practices of the Architect. Updated 8/17/00 ,I> i8 ~; ~,~ TO: Honorable Mayor and Council Members FROM: Teresa Bender..(~" SUBJECT: Pheasant Marsh Feasibility Study DATE: May 18, 2001 Mr. Peterson will review the presented Feasibility Study for the Pheasant Marsh Development with you at the meeting. As of today, however, Staffhas not obtained same to contain in your packet. Subsequent to contacting Mr. Peterson, copies will be available for your review on Monday, May 21, 2001 at City Hall. Mr. Peterson apologizes for any inconvenience this may cause. Centennial Fire District 7741 Lake Drive Lino Lakes, MN 55014 (651) 784-7472 - Office (651) 784-2427 - Fax May 16,2001 TO: City Council City of Centerville City Council City of Circle Pines City Council City ofLino Lakes FROM: Milo Bennett SUBJECT: Ratification of expenditures and approval for payment of expenses. Your approval of expenses, as listed on the attached copy of the check register, checks #12669 - 12690, in the amount of $8,408.98 is hereby requested. Centennial Fire District Check Register Page 1 of 1 DATE CHECK# NAME ACCOUNT AMOUNT 05/16/2001 12669 American Fastener 42110 - Other Maintenance 7.67 05/16/2001 12670 Anoka-Technical College 42220 - Travel, Conference, School 255.00 05/16/2001 12671 Bill's Rental Center 42280 - Miscellaneous Expense 293.55 05/16/2001 12672 Connexus Energy 42252 - Station 1 - Electric 315.96 05/16/2001 12673 Dama Metal Products, Inc. 42130 - Equipment Expense 410.57 05/16/2001 12674 VOID 00000 - Void 0.00 05/16/2001 12675 Fire/EMS/Safety Center 42130 - Equipment Expense 235.07 05/16/2001 12676 Fratlallone's Hardware 42110 - Other Maintenance 68.44 05/16/2001 12677 Image Printing & Graphics 42180 - Office Supplies 93.57 05/16/2001 12678 Jefferson Fire & Safety, Inc. 42130 - Equipment Expense 224.22 05/16/2001 12679 Johnson & Hinschberger, Ltd. 42160 - Accounting Services 62.50 05/16/2001 12680 McLeod USA 42240 - Telephone 352.13 05/16/2001 12681 Northland Fire & Security, Inc. 42110 - Other Maintenance 122.00 05/16/2001 12682 Oxygen Service Company, Inc. 42270 - Breathing Air 109.00 05/16/2001 12683 Photoworld 42180 - Office Supplies 80.04 05/16/2001 12684 Qwest 42240 - Telephone 297.85 05/16/2001 12685 Reliant Energy Minnegasco 42253 - Station 2 - Gas 438.44 05/16/2001 12686 Ross Industries, Inc. 42190 - Fire Prevention Supplies 757.19 05/16/2001 12687 Twin City Garage Door Company 42110 - Other Maintenance 3,600.00 05/16/2001 12688 Verizon Wireless 42240 - Telephone 125.57 05/16/2001 12689 Xcel Energy 42254 - Station 2 - Electric 438.58 05/16/2001 12690 Davco Technologies, Inc. 42130 - Equipment Expense 1.2J.M Total $8,408.98 ~ HJ tlay 9 · lay 23 BALANCE IN CHECKING ACCOUNTS AS OF May 9,2001 RECEIPTS $38,566.96 DISBURSEMENTS $146,788.46 PAYROLL PERIOD ENDING 5-10-01 BALANCE IN CHECKING ACCOUNT AS OF May 23,2001 $1,909,630.00 $ 38,566.96 ($146,788.46) ($8,916.67) $1,792,491.83 tervi{{e 'Esta6[ished 1857 / CITY OF CENTERVILLE Cash Receipts 05/17/01 4:15 PM Page 1 Tran Batch Amount Date Refer Comments Name FUND 101 Act Type R Revenue $80.50 5/7/01 o 1662 Hunter's Trail - 3 Way EI 5-7-01 $2,421.60 517101 07313 Deer Pass - Avalon Ho 5-7-01 $225.00 5/7/01 o 7313 Deer Pass - Avalon Ho 5-7-01 $25.00 5/7/01 07313 Deer Pass - Avalon Ho 5-7-01 $55.00 517101 o 7117 Brian Way 5-7-01 $225.00 5/7/01 o 1922 Eagle Trail - Avalon Ho 5-7-01 $302.30 5/7/01 o 1558 Sorel Street - T. Vucinov 5-7-01 $80.00 5/7/01 o M & M Endeavors, LLC 5-7-01 $44.50 5/7/01 o 7117 Brian Way - James Hes 5-7-01 $1,992.20 5/7/01 o 1922 Eagle Trail - Avalon Ho 5-7-01 $140.50 5/7/01 01662 Hunter's Trail- GenEric 5-7-01 $20.00 5/7/01 o Registered Abstracters, Inc. 5-7-01 $50.00 5/7/01 o David Kapaun 5-7-01 $2,324.30 5/7/01 06971 Brian Drive - Avalon Ho 5-7-01 $225.00 5/7/01 o 6971 Brian Drive - Avalon Ho 5-7-01 $25.00 517101 o 6971 Brian Drive - Avalon Ho 5-7-01 $25.00 5/7/01 o 1922 Eagle Trail- Avalon Ho 5-7-01 $25.50 5/7/01 01843 -73rd St - Haakenson EI 5-7-01 $20.50 5/7/01 o 1637 Peltier Lake Dr 5-7-01 $80.00 517101 o 1915 Eagle Trail - deck 5-7-01 $80.50 517101 o 6972 Brian Drive - Mellas Ele 5-7-01 $33.50 5/7/01 o 7247 Twin Lakes Ave - Count 5-7-01 $115.30 5/7/01 o 1694 Lakeland Circle - Chad 5-7-01 $24.56 5/7/01 o Parks & Rec Jacket - Karla D 5-7-01 Act Type R Revenue $8,640.76 FUND 101 $8,640.76 FUND 415 Act Type R Revenue $2.00 5/7/01 o Utilities - Batch #1329 5-7-01 $200.00 5/7/01 o 6971 Brian Drive - Avalon Ho 5-7-01 $7.34 5/7/01 o Utilities - Batch 1330 5-7-01 $200.00 5/7/01 01922 Eagle Trail- Avalon Ho 5-7-01 $14.00 5/7/01 o Utilities - Batch 1328 5-7-01 $200.00 517101 o 7313 Deer Pass - Avalon Ho 5-7-01 Act Type R Revenue $623.34 FUND 415 $623.34 FUND 436 Act Type R Revenue $15,050.41 5/7/01 o Hunter's Crossing 5-7-01 Act Type R Revenue $15,050.41 CITY OF CENTERVILLE Cash Receipts 05/17/01 4:15 PM Page 2 Tran Batch Amount Date Refer Comments Name FUND 436 $15,050.41 FUND 601 Act Type R Revenue $276.00 5/7/01 o 6971 Brian Drive - Avalon Ho 5-7-01 $26.40 5/7/01 o Utilities - Batch 1330 5-7-01 $1,300.00 5/7/01 o 6971 Brian Drive - Avalon Ho 5-7-01 $128.00 5/7/01 o Utilities - Batch 1330 5-7 -01 $19.68 5/7/01 o Utilities - Batch # 1329 5-7-01 $6.32 5/7/01 o Utilities - Batch # 1329 5-7-01 $1,300.00 5/7/01 o 1922 Eagle Trail - Avalon Ho 5-7-01 $88.00 5/7/01 o Utilities - Batch 1328 5-7-01 $276.00 5/7/01 o 7313 Deer Pass - Avalon Ho 5-7-01 $276.00 5/7/01 o 1922 Eagle Trail - Avalon Ho 5-7-01 $5.21 5/7/01 o Utilities - Batch 1328 5-7-01 $39.24 5/7/01 o Utilities - Batch 1328 5-7-01 $1,300.00 5/7/01 07313 Deer Pass - Avalon Ho 5-7-01 Act Type R Revenue $5,040.85 FUND 601 $5,040.85 FUND 602 Act Type R Revenue $1,750.00 5/7/01 o 6971 Brian Drive - Avalon Ho 5-7-01 $1,150.00 5/7/01 07313 Deer Pass - Avalon Ho 5-7-01 $1,150.00 5/7/01 o 6971 Brian Drive - Avalon Ho 5-7-01 $42.00 5/7/01 o Utilities - Batch # 1329 5-7-01 $168.00 5/7/01 o Utilities - Batch 1330 5-7-01 $289.60 5/7/01 o Utilities - Batch 1328 5-7-01 $1,750.00 5/7/01 o 1922 Eagle Trail - Avalon Ho 5-7-01 $1,750.00 5/7/01 07313 Deer Pass - Avalon Ho 5-7-01 $1,150.00 5/7/01 o 1922 Eagle Trail - Avalon Ho 5-7-01 Act Type R Revenue $9,199.60 FUND 602 $9,199.60 FUND 620 Act Type R Revenue $12.00 5/7/01 o Sally Carpenter - T-Shirt 5-7-01 Act Type R Revenue $12.00 FUND 620 $12.00 Report Total $38,566.96 CITY OF CENTERVILLE Check Summary Register Name Check Date 10100 THE COUNTY BANK UnPaid UnPaid UnPaid UnPaid UnPaid UnPaid UnPaid UnPaid UnPaid UnPaid UnPaid UnPaid UnPaid UnPaid UnPaid UnPaid UnPaid UnPaid UnPaid UnPaid UnPaid UnPaid UnPaid UnPaid UnPaid UnPaid UnPaid UnPaid UnPaid UnPaid UnPaid UnPaid UnPaid UnPaid UnPaid UnPaid UnPaid UnPaid UnPaid UnPaid 15748 15749 15750 15751 15752 15753 15754 15755 ABDO, ABDO, EICK BARNA, GUZY & STEFFEN L TO BILL WEIGEL SIGNS BOYER TRUCKS CENTENNIAL LAKES POLICE DEPT CITY OF ST. PAUL COLUMBUS AUTO & TRUCK SERVICES CONNEXUS ENERGY CULLIGAN FRATTALONES HARDWARE INC GEPHART ELECTRIC GOETZ LANDSCAPE & IRRIG. GOPHER STATE ONE CALL INC HAWKINS WATER TREATMENT HUGO FEED MILL IMAGE PRINTING & GRAPHICS INSTRUMENTAL RESEARCH INC M-R SIGN COMPANY, INC. MET. COUNCIL ENV. SERVo (SDS) METROPOLITAN COUNCIL ENVIROMEN MINN. DEPT. OF HEALTH MINNESOTA PIPE & EQUIPMENT PALZER, PAUL PETERSON, TEDD PINKERTON SERVICES GROUP POSTMASTER PRESS PUBLICATIONS PUBLIC EMPLOYEES INS PROGRAM QWEST REGISTRAR GOVT 0013 SWEENEY, KRIS THE HUGONIAN TIME SAVER TOWN CRIER PROMOTIONS TRADE PRESS TRI-STATE BOBCAT, INC. TRU GREEN - CHEM LAWN U. S. FILTER DISTIWATERPRO VERIZON WIRELESS, BELLEVUE XCELENERGY Total Checks MANUAL CHECKS NATIONWIDE RETIREMENT SOLUTIONS MINNESOTA DEPARTMENT OF REVENUE POSTMASTER IRS/COUNTY BANK THERESA BRENNER PERA MARY YELLE-CAPRA TERESA BENDER TOTAL MANUAL CHECKS TOTAL CHECKS Thursday, May 17, 2001 Page 1 of 1 Check Amt $6,000.00 $4,508.80 $692.25 $53,948.00 $31 , 111.25 $104.99 $361.55 $367.19 $14.22 $13.29 $4,000.00 $3,771.00 $6.40 $753.98 $31.54 $128.23 $21.00 $261.52 $9,062.40 $7,969.50 $639.00 $718.88 $37.60 $4.45 $16.00 $82.24 $117.00 $2,037.44 $52.00 $335.00 $10.86 $12.00 $177.50 $437.36 $2,781.78 $308.20 $1,334.46 $6,665.34 $267.72 $1,035.07 $140,197.01 601.94 545.74 298.00 3582.66 162.25 1214.22 42.64 144.00 $ 6591.45 $146,788.46 " :2 <l: Q) 0 Cl Cll -q- C- eO ...- 0 05 0 in 0 ..><: 1Il 0 0 -q- r--. 0 III 0 III '" '" 0 0 0 0 r--. (J 1Il 0 N III ~ ~ r--. 0 N r--. <Xl 0 0 0 0 III Q) 0 6 M r--: ...- ...- cO r--: .,f r--: .,f 6 6 6 6 cO ..c::'- III 0 N (0 0 ...- '" N 0) r--. III 0 0 III 0) uC) N """. 0) '" ...- Y7 """. Ill. "'. q N '" N N """ Y7 ...- Y7 N N ...- ...- ...- ~ Y7 Y7 Y7 Y7 M Y7 Y7 Y7 Y7 Y7 Y7 ...- Y7 . Chief of Police Joel D. Heckman " Centennial Lakes Police Department 200 Civic Heights Circle Circle Pines MN 55014 763-784-2501 jheckman@centenniallakespd.com May 11,2001 To: The Honorable Mayor, Council, and City Administrator City of Centerville, Circle Pines, and Lexington Re: 2002 Joint Council / Commission Budget Meeting JUNE 28, 2001 @ 7: 00 P. M. LEXINGTON CITY HALL At their regularly scheduled meeting held on May 10, 2001, the Centennial Lakes Joint Police Commission requested that a joint meeting be held between the Cities and the Commission to discuss the Department's 2002 budget request. The meeting has been scheduled for Thursday, June 28, 2001, at 7:00 p.m. at Lexington City Hall. Please contact me should you not be able to attend. Thank you. ~ PROPOSAL TO PROVIDE LaserFiche Document Imaging System May 07, 2001 Prepared Especially for the The City of Centerville By Gary Mercer Crabtree Companies, Inc. 1301 Corporate Center Dr. #190 Eagan, MN. 55121 (651) 688-2727 (651) 688-2041 Fax - . - . - i r:~t1iIG: 01:ryi (li.cr~-lDrreeC C!npall1eS . C~)n:l 1bis proposal contains proprietary and confidential information that should not be disclosed to the general public or people unconnected with the review and evaluation of proposals for The City of Centerville except as required by law. TABLE OF CONTENTS EXECUTIVE SUMMARY ................................................................................................................... 1 WORK PLA!{. ............... .............. ................... .... ..... .......... .............................................................. ........... ......... 1 CONCLUSION........................................................................................................................... .......................... 2 CO MP ANY BACK G ROUND ............................................................................................................. 3 COMPULINK ORGANIZATIONAL CHART........................................................................................ .................... 4 PRO POSED SYS TEM ............................................................................................................................ 6 SOFTWARE .... .............. ................ ..................... ..... ...... ..... ......... ...... .......... ........... ....... ........... .............. ....... ...... 6 LaserPiche NT CHen t/Server ..... ........... ........... ........... ......... ... ........ .... ....... ....... ........ ..... ..... 6 LaserPiche Retrieval Clients " ... .... .... .......... ...... ...... .... ...... .................. .................... .... ......... 9 LaserPiche Snapshot U tiJj ty............................................................................................... 10 LaserPiche Plus....................... ............................... .................................. ......................... 10 LaserPiche MAP I E-mail.................................................................................................... 11 LaserPiche WebLink............ .... ................. ................. ...... ................. ........................... ... ...11 POST INSTALLATION SUPPORT.... .................... .... ............... ............. ...... .... ......... .... .... .......................... ........... 12 Documen ta don.................................................................................................................. 12 Support Services ................................................................................................................ 13 Training. ......... ............. ........... ........ ............................. ..................................................... 14 CO S T SUMMARy.............. .....~. ......... ............ ............ ............. ....... .......................... ............. ................. 15 SOFTWARE ................... ............... ...... ......................... .......... '" ............... .................... ..................... ....... '" ... ... 15 SUPPORT ................ ..........................................................................,.............................................................. 15 PROFESSIONAL SERVICES: .......... ............... ..... ..................... .......... ......... ...... ............. .... ..... ............................ 15 SYSTEM TOTAL........ ................. ............. ....... ...... ..... .............. ......... ............................... .............. ........ ........... 15 THE CITY OF CENTERVILLE LASERFICHE DOCUMENT IMAGING SYSTEM SOFTWARE EXECUTIVE SUMMARY The City of Centerville is seeking to implement a Document Imaging and Retrieval System in order to streamline document management. This proposed system would entail installing a document imaging system, based on the award-winning LaserFiche@ document imaging software, on a dedicated imaging server and existing PC's. This solution would interface completely with their network configuration. In addition, the system will have the ability to be expanded once connected via wide area network to the Public Works Department. The goal is to have a scaleable turnkey solution in place that will allow for the scanning and distribution of documents. These scanned documents would be indexed into a comprehensive imaging system that would allow search and retrieval through keyword searches, index card information or content text. The selected solution will have the ability to conduct searches on the specified criteria using either standard search parameters or using Boolean searches, fuzzy logic or proximity searches to locate desired documents. Crabtree Companies, Inc. is proposing a system that will meet all of their stated needs. In addition, it will provide a working environment that allows users to acclimate easily to the new computerized system. The proposed LaserFiche system has the advantage of creating a simple, easy to learn user interface combined with the power and efficiency of a robust database structure and full-text search capabilities. To fully implement the proposed system, the following work plan will be developed to modify the current environment WORK PLAN · Administrative and/or MIS Staff will be consulted to detennine whether any modifications are necessary to the network routing structure. If necessary, additional network segments or switching equipment will be used to protect against bandwidth dilution from imaging system traffic. . A dedicated imaging server will be added to the network. TIlls system could be connected to a single subsystem and use existing network protocols and backbone. Crabtree can provide this server or the customer may supply this server provided it meets the specifications recommended by Crabtree. · The imaging server will be configured for operation with the LaserFiche Server Software. A document scanner will be attached to the imaging server and configured for operation with the imaging system. LaserPiche Pull Client Software and Snapshot.will be installed on the imaging server. LaserPiche Retrieval Software will be provided with an additional nine retrieval only licenses. · The optional LaserPiche WebLink Software could be installed and configured to read the LaserPiche database. WebLink allows private or public access to all or part of the LaserPiche database using the Internet or a Corporate Intranet. This option is not included in the Cost Summary section of this proposal. THE CITY OF CENTERVILLE LASERFICHE DOCUMENT IMAGING SYSTEM SOFTWARE 1 . System consulting will be conducted with the appropriate staff to provide a solid foundation for a successful installation. Tbis will create an organized transition from paper to document imaging and instruct personnel on the proper installation procedures, operation, and maintenance of the system. · After the hardware and software installation, thorough testing of the system will be conducted and end-user training will begin. Tbis training consists of two parts. The initial training is designed to introduce users to the operation and functions of the LaserFiche system. The second phase consists of hands-on training designed to provide real-time assistance to general and specific working environment concerns. CONCLUSION Compulink Management Center, Inc. has over twenty years of experience working with records management professionals in all types of organizations, and our experience has taught us what works best in the development and execution of effective imaging systems. One of the most important lessons has been how to implement document imaging for actual work environments while protecting company resources. Compulink developed LaserFiche software using the concepts of an open, scaleable architecture to store images and text as TIFF and ASCII files. LaserFiche uses an industry standard ODBC compliant database and a native DDE server structure to create the most easily accessible platform for integration into native applications available. In addition, the optional LaserFiche Integrator's Toolkit enables technical staff to create the perfect match for existing computer systems. The proposed LaserFiche System will provide all of the components necessary to scan, import, and retrieve scanned images and electronic documents. When Crabtree completes the proposed turnkey solution, the Gty of Centerville will have a document management system that satisfies all their requirements and can be integrated with existing platforms and applications. This scaleable solution will provide a simple client graphical user interface, built in scanner and OCR engines for fast full-text search, and a robust, accessible database. Scanning stations and additional software licenses can easily be added to the existing system should they have a need to expand to other departments or locations. THE CITY OF CENTERVILLE LASERFICHE DOCUMENT IMAGING SYSTEM SOFTWARE 2 COMPANY BACKGROUND Crabtree Companies, Inc. is an Authorized Dealer of LaserFiche Document Imaging Software. We've specialized in office automation for over 21 years. President and founder Richard Crabtree, has been involved in the computer and printing industry for over 25 years. Compulink Management Center, Inc., manufacturer and developer of the LaserFiche@ Document Imaging Software, has been providing information management solutions to municipal, corporate, and professional data processing organizations for over twenty years. Located in Torrence, California, LaserFiche was originally incolporated in 1976 to provide specialized data processing services to management in governmental, industry, commerce, and institutional organizations. Compulink is a certified WBE and J\1BE, and has a successful track record in assisting organizations in establishing electronic document management systems. The finn's prime resource is a group of exceptionally competent and experienced professionals who are well rounded in both the theoretical and practical aspects of computers and office automation. Our analysts and programmers have held significant professional positions in business and industry before entering the field of program development, consulting and custom computer solutions. Among our personnel may be found a wide variety of outstanding academic, professional and business backgrounds, which enable us to provide our clients with highly specialized skills, as well as a broad understanding of the fundamentals of office automation. Among our clients are represented organizations in all fields of endeavor. We actively serve management in educational institutions, numerous state, local and Federal government agencies, all types of business and industrial firms, and professional societies. For functional area assignments, our personnel have had broad experience and responsibilities in their chosen field of endeavor in the business world and in consulting. To each assignment, we strive to bring: · Objectivity, competendy and impartially maintained. . Experience, in analysis and solution of similar problems for other organizations. . Understanding, of the complexities and interrelationships of human beings. . Time, to concentrate without interruption upon solution of the problem at hand. Our individual aim is to arrive at sound conclusions and recommendations, to assist in the implementation of problem solutions and the development of client personnel capable of carrying on after the assignment has been completed. It is our customary practice to work closely with clients in the purchase of our products and during the course of our professional engagements. This makes it possible for the client to be well informed of our system, its design base, its operation and its applicability to the client's needs, and to avoid surprises. This team approach also ensures that the client understands what we are doing, and assures that we are meeting the client's requirements. THE CITY OF CENTERVILLE LASERFICHE DOCUMENT IMAGING SYSTEM SOFTWARE 3 Periadic pragress reparts, typically made verbally an an engagement such as this, will be pravided to. appropriate management persannel during the caurse af the engagement. .Matters invalving palicy decisions will be discussed with the client whenever necessary. Campulink is arganized araund five principle teams. The teams and their principal members are described belaw. COMPULINK ORGANIZATIONAL CHART · Development Team. The Develapment Team cantinually enhances LaserPiche in arder to. assure its pre-eminent pasitian in the dacument imaging, digital archival and research market. Team members alSo. provide custamer suppart to. build a fallawing af satisfied LaserPiche custamers and assure custamer feedback directly to. the develapment process. · Technical Support Team. The Support Team pravides custamer suppart via the telephane, thraugh remote access and by an-site visits. The suppart team also provides feedback to. the Develapment Team to. make them aware af suggestians far future enhancements. · ProCessional Services Team. The Professional Services Team is charged with the respansibility af installing systems, training personnel, and working with clients to. review their systems and procedures, and where apprapriate pravide reengineering assistance in designing impravements in aperatians. · Sales & Marketing Team. The Sales and .Marketing Team creates awareness and acceptance af LaserPiche amang camputing and informatian prafessionals, and in selected end user markets. The Marketing Team accomplishes this missian thraugh a camprehensive program af public relatians, advertising, direct mail, marketing materials, trade shaw participatian, and praduct pricing strategy. THE CITY OF CENTERVILLE LASERFICHE DOCUMENT IMAGING SYSTEM SOFTWARE 4 · Administration Team. The Administration Team assures that Compulink operates smoothly and cost-effectively with the implementation of procedures and practices to minimi7.e overhead costs and administrative burdens. This includes accounting systems and controls, and maintaining a healthy financial position. Compulink also retains the services of a certified public accountant to compile financial statements, and advise on tax, finance and accounting matters. The experience of working with records management professionals over the past twenty-five years has taught Compulink Management Center Inc a lot about what works, what works better, and what works best. It is such insight that makes this company unique. Because Compulink understands the users' point of view, it is able to select services and configurations that will easily be accepted into the work place. Unlike companies whose only expertise is in technology, Compulink will combine its knowledge of working systems with the capabilities of technology to create a better working environment. Many companies find Compulink's experience in the imaging arena to be very helpful as they make the transition from paper and microfilm to digital storage. Organizations find Compulink's ability to assist and advice in the document capture function of imaging very attractive in utilizing the new technology. Compulink understands the serious impact of everyday dependence on these systems. With this background, we are confident that Crabtree Companies, Ine. can install and customize a LaserPiche System to meet your requirements. Crabtree welcomes the opportunity to both demonstrate the LaserPiche system, and to answer in detail any question regarding our responses contained in this proposal. We look forward to the opportunity to assist your organization on this important and exciting project. We are confident that the results will be very successful! THE CITY OF CENTERVILLE LASERFICHE DOCUMENT IMAGING SYSTEM SOFTWARE 5 PROPOSED SYSTEM SOFTWARE The following software modules have been proposed: LaserFiche Client/Server Software LaserFiche Retrieval Software LaserFiche Snapshot Plug in LaserFiche MAPI E-mail Plug in LaserFiche WebIink (Optional) LASERFICHE CUENT /SERVER Design Concept LaserFiche NT Client/Server Software was designed specifically for Microsoft NT 4.0 OS and higher. It utilizes the superior performance of client/server architecture to offer users greater efficiency and power, making it an attractive enterprise-wide solution. LaserFiche NT was created to provide mainframe performance on the client/server platform for effective, affordable enterprise-wide document imaging. LaserFiche NT uses true client/server architecture, distinct from some applications that use this term but are actually Wmdows-based file-sharing applications. LaserFiche's server engine runs as an NT on the imaging server, which manages the document database. The client, which manages the user interface, is an application that runs on a standard Microsoft Windows Pc. The client passes only information requests to the server, and the server returns only requested information to the client. The result is a dramatic reduction in network data traffic and complete insulation of the database from client interrupts. Under this architecture, LaserFiche performs folder and document management tasks on the server, and performs scanning, OCR., image compression-decompression, and most user interface functions on the client. Heavy disk I/O throughput is confined to the server and never transferred over the network lines, and the client never opens database files direcrly. It also reduces overall system memory requirements, freeing the client to focus on user-oriented functions like a graphical user interface (GUI). Finally, it utilizes the full 32-bit processing capabilities of the Intel Pentium instruction sets. LaserFiche NT runs on the same level as other computers in the Network. It was built using MS NT- specific interfaces that tighrly couple the program to the network. Once loaded, LaserFiche NT is treated as an SERVER on the MS NT Network. And clients react to it with the same privileges as setup on other workstations. Other programs run as applications on top of the operating system. Open Architecture LaserFiche is designed to plug easily into existing networks. Neither the client nor the server software make or require modifications to the existing operating system. As a Wmdows application, it runs on industry-standard Intel-based PCs, and supports most Wmdows-compatible printers and monitors. THE CITY OF CENTERVILLE LASERFICHE DOCUMENT IMAGING SYSTEM SOFTWARE 6 LaserFiche uses standard file formats and data structures. All images are stored as TIFF or JPEG/TIFF objects and text is stored as ASCII. Currently, LaserFiche uses Pervasive SQL 7 as its database. This database is a Level 2 ODBC compliant relational database that fully integrates with Oracle, Sybase, Infonnix, .Microsoft SQL and other industry standard databases. Database information is completely accessible and configurable as an ODBC data source. %th Pervasive 2000, LaserFiche utilizes the strength of a full 32-bit SQL server engine as its core database. LaserFiche is easy to administer, customize, and integrate with other applications and existing hardware. In addition, its non-proprietary :file formats ensure compatibility with future document management systems. IT personnel, system integrators and data miners can use ODBC database knowledge to query and manipulate stored data. Intuitive User Intcifacc The LaserFiche user interface was designed to blend two important themes: simplicity and familiarity. The only thing that any user has to have to operate the system is knowledge of Windows Explorer: there are no confusing, multiple modes to recognize and master. Moreover, all commonly used functions can be executed with the click of the mouse on a toolbar. Less commonly used functions are activated via standard Wl1ldows pull-down menus. LaserFiche has the look and feel of Wl1ldows File Manager or Explorer. All dialog boxes have been designed with strict adherence to Microsoft standards, rendering their use familiar to anyone who has used other Wl1ldows applications. High Capaciry Up to 100 million objects (lffiage or text pages) can be stored on a single LaserFiche database. As supporting software technology improves, this limit will increase up to two billion pages. Moreover, these are limitations for a single database only. Using the Enterprise Edition of LaserFiche effectively removes this limit. Furthermore, the database can span multiple physical drives or volumes, so disk space should not be a long-term problem. A single document can contain up to 32,000 pages. Portabiliry The open architecture design of LaserFiche frees the user from being limited to anyone storage platform and media format. Using its media independence, LaserPiche can create volumes on CD-ROM, DVD, MO-disk, ZIP and JAZ disks, or any selected storage media. Using any media format and media device, LaserPiche expands the portable format from simple storage media to archival distribution media, all with the same powerful search engine. LaserFiche's portable volumes allow these multiple media formats to be easily regrouped and attached to a LaserPiche database. CD-ROM or other "portable" volumes can be reattached to any LaserPiche server for comprehensive searching and retrieval that can span multiple volumes. The feature eliminates the time spent copying huge document volumes to keep records updated at multiple sites. The "additive synchronization" of portable volumes allows users to create volumes for distribution, which can be reattached to any other LaserFiche systems. THE CITY OF CENTERVILLE LASERFICHE DOCUMENT IMAGING SYSTEM SOFTWARE 7 Import and Export Functions LaserFiche can import or export text files or raster image files in a variety of popular formats, including PCX; BMP; JPEG; TIFF Group IV, IIi and LZW; and uncompressed formats. LaserFiche also provides for transferring documents from one LaserFiche system to another by means of <1Jriefcase" files. Briefcase files contain the images, text, index fields and folder structure of a folder of LaserFiche documents and can be read into another LaserFiche system. Importing fax files, graphics or images created by another document imaging system requires no re- scanning. Text files, including those created by word processors and COLD applications, can easily be imported into LaserFiche. Full- Text Indexing If scanned images contain clearly laser printed or typewritten text, they can be indexed by every word in their content. Las erFiche' s ExperVision optical character recognition (OCR) module will create searchable ASCII text from the scanned images. Each word in the text is placed in a master word list with full-text indexing. It becomes less necessary to manually code documents that have clearly printed text, saving hours of data entry time. Traditional Index Fields In addition to full text indexing, LaserFiche allows up to 250 index fields templates, each of which can have up to 30 index fields. It supports ASCII (up to 254 characters), true date, integer and long integer data types. Users can retrieve documents that are not OCRed through a variety of ways, and can restrict the scope of searches to text and index fields or templates. Hierarchical Folder Browser LaserFiche has a hierarchical document folder browser that emulates WIndows File Manager's look-and- feel, and supports folders nested up to 650 levels deep, with up to 32,000 folders and/or documents in a folder. Folder and document names can have up to 31 characters, including letters, digits, spaces and punctuation marks. System administrators can design their electronic filing system to mirror the structure of any existing paper or microfilm filing systems, thereby shortening the learning curve. Document Retrieval LaserFiche has a powerful text and index integrated search function, capable of searching through millions of documents in only seconds. It supports both full-text and traditional field searches, which can be used either in combination or separately. Any of the standard <<wildcard" characters (*, ?, and []) can be used. The Boolean operators AND, OR, and NOT are also supported, as is a text proximity search and "fuzzy" search. Search results can be either printed or saved in a folder. Finally, the folder browser can also be used to retrieve documents. THE CITY OF CENTERVILLE LASERFICHE DOCUMENT IMAGING SYSTEM SOFTWARE 8 Printing and Faxing LaserFiche works with most Wmdows compatible printers. Compulink recommends using a laser printer (not dot matrix, bubble-jet or inkjet) with at least 4 :ME of RAM for image printing. LaserFiche can print images, OCR'd text, or files stored in their native format. LaserFiche can fax documents using nearly any fax software (single user or network) that includes a Wmdows printer driver and supports faxing of raster images. Users' ability to print and fax documents is determined by their security rights. Electronic Document Support The latest version of LaserFiche offers support of electronic documents in their native file format. With the addition of electronic document support, users can now archive documents in LaserFiche in their native format with "drag and drop" simplicity. These files can be easily viewed by launching their native application from within LaserFiche. S ecuriry LaserFiche's security system provides for system <<feature rights" that govern users' global access to system functions, including viewing annotations, as well as <<object rights" to specific documents or folders. The system administrator can specify exactly what each user can do with any document on the system. Furthermore, by allowing for the inheritance of rights via user groups and parent folders, the system administrator can gready simplify the assignment of rights. Administrators can also use redaction to keep specific information confidential. LASERFICHE RETRIEVAL CLIENTS To bring basic document imaging to every dedicated PC, Compulink recommends LaserFiche Retrieval Clients. Retrieval clients can work with the LaserFiche Client/Server to bring imaging to networked PCs. Expanded Access and S calabiliry Retrieval clients represent a new concept in licensing designed by Compulink Management Center, Inc. as a benefit for customers. Retrieval clients create a separate pool of view-only licenses from which the LaserFiche server can draw to allow access to the database. These clients are in addition to the pool of full-access licenses, which the server normally carries. Retrieval clients are able to search for, view and print documents, but cannot add, delete, move or modify files. Retrieval clients work with full-access LaserFiche clients to dramatically increase access to documents with minimal cost. By using retrieval clients, organizations can give every member access to documents. Retrieval clients fill the need for information management systems that are scaleable, open and accessible without sacrificing security or affordability. As organizations need to enhance the range of document imaging and document management, increasing access to existing systems will become increasingly important. Compulink designed retrieval clients to meet the demands on IT departments in organizations that need to expand access to their imaging systems. THE CITY OF CENTERVILLE LASERFICHE DOCUMENT IMAGING SYSTEM SOFTWARE 9 Full Access to Intuitive Search Used in conjunction with full-access users, retrieval clients can find documents using the folder browser, template index fields or full text searches using Boolean and "fuzzy logic." There is no functional difference in finding, viewing and printing files. The City should designate specific PCs as retrieval-only when installing the system. When designating clients, organizations need to ensure that those people with heavy workloads who need unconstrained access to LaserPiche have full-access clients. The server controls the total number of clients who can concurrendy use LaserPiche documents based on the combined number of Laser Fiche full-access and retrieval licenses. S ecuriry LaserPiche's comprehensive security options are extended to the retrieval clients in the same way as they apply to full-access users. Records Managers or System Administrators can control browser and view access based on documents and folders, along with controlling access to page level with annotations and redaction. Each retrieval client can be assigned a different level of security. Purthermore, using retrieval clients provides an additional level of security by preventing users from adding, deleting, moving or modifying documents. LASERFICHE SNAPSHOT UTiliTY LaserPiche Snapshot enables users to "print" files generated by any WlOdows application (such as MS Excel, MS Word, AutoCAD, etc.) direcdy to LaserPiche for archiving, storing and retrieving. The "imaging" process retains all formatting and generates an associated ASCII text file captured from the native application. This file can be used for full-text indexing of the document. Originally introduced in 1995, the LaserPiche Snapshot utility was created to accommodate customers who wanted to archive computer-generated documents as well as paper. LASERFICHE PLUS (OPTIONAL NOT liSTED IN PRICING TOTALS) LaserPiche Plus is the perfect turnkey solution for creating archived media for distribution. It is now possible to create a CD bundled with a state-of-the-art "intuitive search" engine and free image viewer, distributed royalty-free. Archived documents can be easily and quickly dispensed to any users equipped with a Windows PC and a CD-ROM drive. Simple Distribution Every CD created by LaserPiche Plus is fully equipped with the LaserPiche client viewer and the powerful search engine. Anyone with basic computer experience can search and retrieve documents by folders or index cards. An exhaustive full-text or fuzzy logic search can quickly assist the user in retrieving and viewing those documents that are harder to find. After retrieval, the selected documents can be easily printed and faxed. LaserPiche Plus documents can be sent around the world or across the office. Once the storage media has been created, anyone can accesS archived documents anywhere. The Plus CD is created in an THE CITY OF CENTERVILLE LASERFICHE DOCUMENT IMAGING SYSTEM SOFTWARE 10 "Autorun" fonnat, which allows it to be played instantly on a Wlndows Pc. TIlls technology allows records managers to effortlessly distribute documents. LASERFICHE MAPI E-MAIL Compulink uses the Wlndows environment to communicate with e-mail programs. The LaserFiche MAPI E-mail plug-in enables users to send any LaserFiche documents through any MAPI -compliant e- mail system such as GroupWise, Lotus Notes or Microsoft Exchange. LaserFiche sends either a 16 or 32-bit call to the existing e-mail application through the Wmdows interface. Users can attach LaserFiche documents to e-mails that can be read by any TIFF viewer by the recipient. In, addition, users of 32-bit MAPI programs have the option of sending either single or multi-page TIFF images as attachments. LASERFICHE WEBLINK (OPTIONAL NOT LISTED IN PRICING TOTALS) LaserFiche WebIink is a vital component of Compulink's award-winning family of document imaging solutions: it provides a cost-effective means of providing access to documents through the Internet or an existing intranet. The search engine in LaserFiche WebUnk enables users to search, view and print documents themselves, which could save staff countless hours and improve service. LaserFiche WebIink can be a valuable addition to any website by allowing public or private access to corporate documents. An example of a functioning LaserFiche WebLink installation can be viewed at - , ,~ . '.';~T';\;--:,-:;.:-.l;.l~~'(:r~L.;i-~~.;~ <~.:I=-"i./ ",;;-ei=iL'~i'~. Gatewqy to Imaging The LaserFiche WebLink product serves as an intermediary between an HTTP (Web) server running on the Wmdows NT platform and a LaserFiche server. Links are generated with a CGI executable to a LaserFiche server. When the LaserFiche server responds, LaserFiche WebIink translates that response into an easily processed fonnat and returns that information to the CGI executable. The program then provides standard HTML to the Web server. Any browser (following Netscape 2.0 or Microsoft Internet Explorer 1.0) that can display images and tables can perform viewing regardless of whether the platform is Wmdows, Unix or Macintosh. All features and settings are done through one configuration file located on the LaserFiche WebLink server and are completely user-customizable. Authorized users can view documents without needing the latest equipment or the fastest Internet or network connections, and plug-ins, client-software and Java-support are not required. System &quirements No hardware changes need to be made to existing systems to integrate organized infonnation access using the powerful LaserFiche search engine. LaserFiche WebLink can run using Netscape's Fastrack or Enterprise, Apache, or Microsoft's Internet Infonnation Server software. A simple HTML page can be customized by the Webmaster to give users access to the LaserFiche search engine, imaging system folder structure and full-text search capabilities. Every connection to LaserFiche WebLink uses one license on the LaserFiche server. THE CITY OF CENTERVILLE LASERFICHE DOCUMENT IMAGING SYSTEM SOFTWARE 11 Opening the document imaging system to a LAN or WAN that has an existing intranet is a simple process. Administrators can grant authorized users the ability to access documents without expanding their existing network installation. System administrators can easily control document access using the power of LaserPiche's security and the simplicity of a web browser. LaserPiche WebLink can be configured to require passwords to access different levels of information. LASERFICHE INTEGRATOR'S TOOLKIT (OPTIONAL NOT USTED IN PRICING TOTALS) This toolkit contains database utilities and documentation on LaserPiche DDE calls, ActiveX controls and database structure. It allows users to integrate LaserPiche with other applications through easily created DDE links or ActiveX calls, or by ODBC connectivity with external database engines to access and manipulate LaserPiche files. Some possible integration applications are to: 1. Image-enable existing databases using DDE links. Compulink Management Center, Inc. can write these links, and Redondo Beach's Visual Basic/DDE programmers can create additions to them. 2. Import/Export data to and from other databases. This ability would be needed to automate and synchronize LaserPiche with external databases. TIlls feature also allows the creation and generation of system reporting and database monitoring. 3. Use external database engines to manipulate files. Using the ODBC drivers included in the toolkit, LaserPiche database files can be manipulated and accessed by other databases such as Oracle, Sybase or Microsoft SQL. Applications include generating reports and making global changes in database files POST INSTALLATION SUPPORT DOCUMENTATION The proposed Compulink Solution will include the following documentation. Hardware Diagrams, Specifications and Configurations: Hardware documentation is to be supplied by the manufacturer. This documentation will include operating instructions and troubleshooting guides. Crabtree will be responsible for ensuring that the server and peripheral devices are assembled using acceptable and supported hardware configurations. Specific configuration documentation should not be needed, since the proposed LaserPiche solution does not use non-standard hardware configurations. Operating System and Hardware Specific Software and Configuration: The proposed solution requires a dedicated imaging server, a DLT tape backup, and an ISIS scanner. The imaging server is supplied with an operating system, which will include manuals for the NOS. User, installation, and administration guides will be provided if additional software is required for the DLT drives. Technical Administrative Instructions: Compulink provides an Installation Guide, which will be included with the server software that details the step-by-step procedures to proper software installation. In addition, a System Administration Guide is included to direct staff on procedures and features. This guide is normally shipped in hardcopy only. However, you could easily create an on-line version by scanning it into your new LaserPiche database. THE CITY OF CENTERVILLE LASERFICHE DOCUMENT IMAGING SYSTEM SOFTWARE 12 User Manuals: Compulink provides detailed manuals a Software User's Guide as well as individual guides for each software plug-ins purchased. The User's Guide comes as both a paper manual and an on- line W1ndows Help file that also serves as the context-sensitive help screens used in the program. The contents of the electronic and paper documentation are the same. SUPPORT SERVICES Crabtree provides both telephone and on-site support options to ensure the success of the LaserPiche installation. Pricing for telephone support including software upgrades is included in the Support Section of the Cost Summary. Pricing for software installation, implementation consulting, administrative & end user training, and on-site support is included in the Professional Services Section of the Cost Summary. Hardware Support The hardware used for server and storage is up to your Computer Department, However, we recommend that you use name brand, industry standard components. Crabtree will provide on-site support for all scanners and peripheral devices not directly covered by a manufacturer warranty for an additional cost. This pricing may vary depending on the equipment selected. Hardware support pricing options should be provided with your hardware equipment proposal and are not included in the Cost Summary of this proposal. Software Support LaserPiche Software Assurance Plan. Software will be supported directly by Crabtree via the LaserFiche Software Assurance Plan (LSAP). The LSAP plan provides phone support and software updates on an annual basis. The LSAP Plan Includes: 1. Phone support with 24 hour or less response time 2. All Services of the LaserPiche Software Assurance Plan On-Site Support Crabtree also offers personalized on-site support for LaserFiche users. This on-site support is above and beyond the standard LaserFiche Software Assurance Plan listed above. This on-site support coverage includes travel to your location to diagnose and solve any problems with the LF system. On-site support will be billed in prepaid blocks of time and rolled to the following year if not used. Pricing for on-site support is included in the Professional Services Section of the Cost Summary. On-site and telephone support customers receive the same 24-hour guaranteed response time for imaging system problems. This response time commitment begins from the time of the initial report This ensures that all problems are catalogued, diagnosed, and remedied as quickly as possible. THE CITY OF CENTERVILLE LASERFICHE DOCUMENT IMAGING SYSTEM SOFTWARE 13 Hardware Support In addition to software troubleshooting, maintenance and repair, Crabtree will provide hardware support for our standard rate of $95.00 per hour plus parts. This would include Crabtree traveling to your location as necessary to repair and replace any hardware items that are not directly covered by a manufacturer warranty. For manufacturer warranty items, Crabtree will. offer first-line support for hardware malfunctions. This will include contacting the correct hardware manufacturer and scheduling the earliest possible on-site visit. TRAINING Crabtree provides a training program that normally consists of the following elements: End User Training. This involves teaching end users the mechanics of the system. This training should probably be conducted at the client's site. Each group of 8 or fewer individuals will receive any instruction necessary to ensure comfort with the new imaging system. The amount of training necessary will depend on their level of familiarity with Windows applications. Our experience has shown us that most users can become proficient in a short time period, provided that the class size is normally limited to no more than 8 individuals, and that participants are free from interruption due to phone calls and other day-to-day business. System Administration. This can usually be accomplished in one day, with a total enrollment of three persons. This phase of the training is typically conducted at the client's facilities, but can also be conducted at our own facility, giving access to our engineers to answer highly technical questions, and freedom from interruption from phone calls. Implementation Consulting. This training is highly recommended. It involves assisting those responsible for the record management functions develop strategies for translating existing paper filing and indexing structures into their electronic form. Electronic filing is different from paper filing, and records managers need to take the differences into account in setting up their systems. This can take anywhere from a one to three days, depending on the complexity of the filing system. It is also normally conducted on-site. Supervised Hands-on. Tbis optional training involves supervision of employees in using the system in actual operation, where they can pose questions directly to our trainer as they arise. Time for this training is normally one day per group, with the physical layout of the facility being the only limitation on group size. Training is at the customer's site. THE CITY OF CENTERVILLE LASERFICHE DOCUMENT IMAGING SYSTEM SOFTWARE 14 COST SUMMARY SOFTWARE Product # Description Unit Cost Qty Extended Cost 9452 LF NT Workgroup Group Pack (1 Full User + 9 Retrieval Users) $5,495 1 $5,495 97860 LF Snapshot - Single User $295 1 $295 97880 LF E-mail- Single User $195 1 $195 Software Subtotal: $5,985.00 Sales Tax 0.065 $389.03 Software Total $6,374.03 SUPPORT 945200 LF NT Workgroup Group Pack LSAP $1,190 1 $1,190 9786000 LF Snapshot LSAP - Single User $90 1 $90 9788000 LF Email LSAP - Single User $40 1 $40 Support Total: $1,320.00 PROFESSIONAL SERVICES: So~areInstallation $1,500 1 day $1,500 Implementation Consulting $1,500 1 day $1,500 Administrator Training $1,500 1 day $1,500 End User Training $1500 1 days $1,500 Annual Onsite Support'" $1,000 1 $1,000 ProCessional Services Total: $7,000 SYSTEM TOTAL $14,694.03 THE CITY OF CENTERVILLE LASERFICHE DOCUMENT IMAGING SYSTEM SOFTWARE 15 Nates: . This is a single database applicatian with capacity to. 100 millian dacuments. . The WebLink upgrade could be added to this configuration far approximately $9,000 plus yearly LSAP. . Scanner and scanning warkstatian is yet to. be determined - Estimate $2,000 to. $5,500 (scanners in the 25 to. 57 ppm speed range). Crabtree can pravide a file server or warkstations ar yaur camputer supplier could build them, pravided they meet system and warkstatian requirements. . Scanning af existing documents is yet to be detennined. This can be done at yaur affice ar aff-site. . Leasing Terms available upan request. * Prepaid an-site suppart services billed at $125.00 per haur far 8 hours. If prepaid suppart is nat used it will be rolled into. the fallowing year. Additianal support if necessary can be purchased in pre-paid blocks af rime o.r invoiced at $135.00 per haur. THE CITY OF CENTERVILLE LASERFICHE DOCUMENT IMAGING SYSTEM SOFTWARE† 16 FULL USER LICENSES SOFTWARE Product # Description Unit Cost Qty Extended Cost 2 Full Users 9400 LF NT Entry Pack - 2 Full Users $4,995 1 $4,995 9400UB LF NT Entry Pack - LSAP $1,190 1 $1,190 97861 LF Snapshot - 2 User $595 1 $595 97861UB LF Snapshot - LSAP $160 1 $160 97881 LF E-mail- 2 User $295 1 $295 97881UB LF E-mail- LSAP $60 1 $60 5 Full Users 9401 LF NT Standard Pack - 5 Full Users $8,995 1 $8,995 9401UB LF NT Standard Pack - LSAP $2,190 1 $2,190 97862 LF Snapshot - 5 User $995 1 $995 97862UB LF Snapshot - LSAP $200 1 $200 97882 LF E-mail- 5 User $595 1 $595 97882UB LF E-mail- LSAP $120 1 $120 10 Full Users 9402 LF NT Group Pack - 10 Full Users $13,995 1 $13,995 9402UB LF NT Group Pack - LSAP $3,390 1 $3,390 97863 LF Snapshot-10 User $1,995 1 $1,995 97863UB LF Snapshot - LSAP $400 1 $400 97883 LF E-mail-10 User $995 1 $995 97883UB LF E-mail- LSAP $200 1 $200 RETRIEVAL LICENSES SOFTWARE Product # Description Unit Cost Qty Extended Cost 25 Retrieval Users 9443 LF NT Retrieval Pack 1 - 2S Users $4,995 1 $4,995 944300 LF NT Retrieval Pack 1 - LSAP $790 1 $790 50 Retrieval Users 9445 LF NT Retrieval Pack 2 - 50 Users $7,495 1 $7,495 9445UB LF NT Retrieval Pack 2 - LSAP $1,290 1 $1,290 100 Retrieval Users 9446 LF NT Retrieval Pack 3 - 100 Users $11,995 1 $11,995 944600 LF NT Retrieval Pack 3 - LSAP $2,090 1 $2,090 Nabilis i402 Pro - ~'~' . 1.4 GHz Intel P4 Pentium Processor . 2S6 MB (2x128) 600 MHz RDRAM . 40 GB Quantum/Maxtor ATA/100 7200 RPM HDD . Intel D8S0GB ATX P4 Motherboard . In-Win IW-S508IW P4 ATX Case . ASUS V3800 Magic 32MB Nvidia TNT2 Graphic Card . 1S" NobleView Monitor . 52X IDE CD-ROM . Panasonic 1.44M Floppy Drive . Microsoft Windows NT / Factory Installed . NobleNet 10/100PCI Fast Ethernet Network Card . Seagate Tapestore 20GB IDE w / media · APA PS2 Keyboard . MS Intellimouse PS/2 · 1 Year Depot Warranty $2,100.00 Nobilus Server Price $2,450.00 Ricoh ISOl Scanner Price Ricoh ISO] Type Configuration Documents Document Size Scanning Area Scanning Time Basic Scanning Density Gray Scale Interface Software Interface Power Supply Dimensions (W x D x H) Weight Access to ADF Stack Volume Document Size Image Processing Unit for Dynamic ThreshoJding and Automatic PhotofText Mode Maintenance Kit for use after every 60,000 scans Desktop Flatbed Scanner Flatbed with built-in ADF Reflective documents (books, flat sheets) Up to 11" x 17" Main Scanning 11.69" min., Sub Scanning 17" max 1.65 seconds (8.5" x 11" Portrait at 200dpi) 3.30 seconds. (8.5" x 11" Portrait @ 400 dpi) 400 dpi 256 gradations (8bitslpixel) SCSI 2 TWAIN and ISIS 100 to 120V, SO/60Hz 21.65" x 19.7" x 11.8" Approx. 61.7 Ibs. Front loading operation 30 sheets (8.5" x 11" size paper) Main Scanning Max 12.0", Min. 2.7" Sub Scanning Max 17.0", Min. 4.7" ,"'~--'--~"-'--! ,...LIlT -. , ". ';. ..~ .,; "._____-~._-- '<..,,1 . . - . .~. ,:_::;",;''f~~~;r''2''~ . , CENTERVILLE ECONOMIC DEVELOPMENT COMMITTEE MEETING MINUTES April 26, 2001 Pursuant to due call and notice thereof, the Centerville Economic Development Committee held their regularly scheduled meeting on April 26, 2001 at City Hall, 1880 Main Street. Present: Chairperson Aimee Fairbrother Betsy Scheller Absent: Tim Rehbine Rick Terway Paul Montain Dick Travis (Council liaison) Staff: Kris Sweeney CALL TO ORDER Chairperson Aimee Fairbrother called the meeting to order at 6:30 p.m. on April 26, 2001. APPEARANCES Jordon Sabageau and Bridget Backman did not appear at this meeting. Tabled. APPROVAL OF MINUTES The March 20,2001 minutes were tabled. UNFINISHED BUSINESS Design Team -" Ideas in Action" Tabled. Downtown Revitalization Tabled Star City Goals Tabled. a). A brief discussion was held on the 2001 EDC Objectives and Goals. Some of what was discussed was the Welcome Neighbor packet and the Welcome Business packet. There was a discussion held regarding the development of a brochure for new businesses that could be handed to prospective new businesses. It was also mentioned that maybe Mr. March could hand out this brochure. Promotional items were discussed to add to the Welcome Packets, for examples: coupons. Winter Carnival A brief discussed was held and then tabled. Ms. Scheller stated that she met with Mr. March representing the Lions and Mr. Murawski, Wargo Nature Center. They discussed combining the Winter Carnival activities. A dated was mentioned, February 8, 9, and 10. She also mentioned maybe someone could talk to Mr. Biesk at Kelly's Komer in coordinating a dance at the same time. Business and Citizen of the Year A wards Tabled. Lifetime Achievement A wards Tabled. This committee has not met at this time. Business Appreciation Dinner A discussion was held regarding the menu. Letters of Interest. Mr. Jordan Sabageau and Ms. Bridget Backman did not show at this meeting. This item was tabled. Goals and Objectives: A brief discussion was held in regards to the EDC goals and objectives and the addition on Objective 1, E. Coordinate a quarterly event focusing on the needs of area businesses. This item was table until further discussion could be had by the entire committee. NEW BUSINESS 1. Rental Ordinance - tabled. 2. Stipend were discussed briefly - tabled. 3. Fete de Lacs was mentioned in regards to a booth for EDC - tabled. 4. Ad Hoc Communication Committee contacted Ms. Fairbrother regarding donating $100 or merchandise for their survey - tabled. ADJOURNMENT Meeting was adjourned at 7:45 p.m. April 26, 2001. Respectfully submitted: Kris Sweene,y City Staff " ~ NOT APPROVED PARKS AND RECREATION COMMITTEE MEETING MINUTES May 2, 2001 Pursuant to due call and notice thereof, the Parks and Recreation Committee of the City of Centerville held their regularly scheduled meeting on May 2, 2001 at City Hall, 1880 Main Street. Chairperson Doug Porter called the meeting to order at 6:00 p.m. The meeting time was modified to accommodate interviews. Present: Chairperson Doug Porter Wayne LeBlanc Karla DeVine T edd Peterson Brian Walter Linda Broussard Vickers (Council Liaison) Absent: Sta1f: Jill Lien INTERVIEWS Ms. Lien had sent invitations to the following candidates who had expressed interest in filling the vacancies on the Parks and Recreation Committee: Tom Babcock, Bill Bisek, Tom Lee and Kathy Peil. The informal interviews began at 6:00 p.m. and each were allowed 15 minutes with the Committee. APPEARANCES Satellite at Eagle Park The following residents appeared before the Parks and Recreation Committee to express their concerns over the placement ofthe satellite at Eagle Park: Tom and Mary Johnson (1829 Voyager Ct.), Russ and Pat Lucas (1833 Voyager Ct.) and Janice Hackman (7034 Dupre Rd.). Mr. Johnson explained that he and his wife were very displeased with the placement of the satellite at Acorn Creek Park. He stated it is an unwelcomed addition to the neighborhood, it is a visual eyesore, it diminishes property values, it's too far away from the playground equipment, and the odor and appearance diminish the quality of the neighborhood. He requested the Parks and Recreation Committee look to other alternatives for placement of the satellite (i.e.: other side of path, additional pathway to another location, closer to the center of activity, etc.). Additionally, the youth are using drugs in the satellites. 1 " " ~ .Mr. Lucas thanked the Committee for their time and for listening to their concerns related to the satellite. Ms. Hackman thanked the Committee for all they have done at all of the parks, commenting specifically that Eagle Park has turned into a very nice park. .Mr. Porter thanked the residents for attending the meeting and expressing their concerns. Lions Shelter/Concession Stand at Laurie LaMotte Park .Mr. Terry Sweeney appeared before the Parks and Recreation Committee on behalf of the Lions Club, to amend the plans originally submitted to the Committee for a concession stand. The Lions would like to add a second floor to the building plans. The second floor would be used for a meeting room and storage for the Lions Club. Additionally, the Lions would like to expand from 18' to 20' in length. .Mr. Sweeney requested feedback from the Committee on their feelings related to the concession stand. The consensus of the Committee would be to see sewer/water run to the stand for restrooms, drinking fountains, running water, etc. Additionally, the Committee is concerned about who exactly is funding this project? .Mr. Sweeney will relay the concerns to the Lions Club and then contact Ms. Lien with their response. CONSIDERATION OF MINUTES April 4. 2001 Parks and Recreation Committee Meeting Minutes Motion by Mr. LeBlanc, seconded by Ms. DeVine to approve the April 4, 2001 Parks and Recreation Committee Meeting Minutes with noted changes. All in favor. Motion carried unanimously. UNFINISHED BUSINESS Soccer Field (LaMotte Park) Ms. DeVine explained she had spoke with.Mr. Palzer regarding the soccer fields. They determined that the size requirements are not met on the adult field. Specifically, the field is not wide enough. .Mr. Peterson commented that the cost to move the backstop and fencing at the park will run approximately $1,200. .Mr. Porter questioned ifa temporary fence would work this year to get us through the summer. Discussion ensued regarding making either the softball fields or the soccer fields regulation size. Both cannot be made regulation size, but one can. If the Committee chooses to make one ofthe sports areas (softball or soccer) regulation size, then the other area will not be within regulation. Both fields are heavily used and have received either equipment or a monetary donation from their perspective organizations (Centennial Little League and Soccer Club). These donations were in lieu of priority use of the fields. 2 Mr. Walter commented that as many kids use the soccer fields, as do the softball fields. He doesn't agree with taking away land from either one to make the other within regulation standards. Ms. Broussard Vickers suggested contacting the church to see if they would be willing to rent the land adjacent to the park property to the City. If the church is willing to rent to the City, this property could be used for several soccer fields, and additional parking space. Ms. Broussard Vickers shared the importance of explaining the needs of the entire City to the parish, and not just the needs of one individual. There is a social aspect that the parish will need to consider, which will benefit the entire City and the church as well. Mr. Walter and Ms. DeVine will write a letter to the church requesting to rent the property abutting the parkland, and will figure the cost estimates to make all of the fields within regulation size. Mr. Peterson will obtain cost estimates for moving the backstops and outfield fencing. Motion by Mr. Peterson, seconded by Mr. LeBlanc to recommend to City Council to move the backstop on field # 2, and the outfield fencing on field # 3, at Laurie LaMotte Memorial Park, per USSSA standards and requirements. Porter, DeVine, Peterson, LeBlanc - aye. Walter - nay. Motion carried. Mr. Peterson will measure the soccer field. Mr. Porter will write a letter to Mr. Johnson of the Centennial Soccer Club regarding the situation, after he receives Mr. Petersons measurements. Trail Map Brochure Samples Mr. LeBlanc submitted brochures distributed by the City of Circle Pines, and his own drawings/proposals for the City of Centerville. His proposals are very similar to what Circle Pines offers. Ms. De Vine forgot to bring her samples. Mr. LeBlanc will attend the Economic Development Committee Meeting in July to see if they would be willing to participate in the trail map brochures. Wargo Nature Center Activities Flyer Ms. Lien explained she had included two (2) copies of the flyer for approval. One is in black and white, the other in color. Per her experience, color copies will be too expensive to print for distribution at the schools. Ms. Lien had contacted Kathy Millington at Centerville Elementary, who commented that it shouldn't be a problem distributing the flyer with the children. Ms. Millington suggested contacting Kathy Weiland at the District Office for her approval first. The Committee requested moving the "Call City Hall" to the top of the page instead of being on the bottom. Ms. Lien will update, forward to Kathy Weiland for approval, bring to the printer and distribute accordingly. 3 Laurie LaMotte Park: Specifications for Electrical and Concrete Ms. Lien explained she had included a copy of the specifications for running electrical and pouring concrete in the ice rink from City Engineer, Tom Peterson. She also included copies ofthe advertisement for bids. The bids will be accepted at City Hall on Tuesday, May 22, 2001 at 1 :30 p.m. Ms. Lien mentioned that Mr. March had suggested the Committee recommend that the section where a proposed overhead power wire (OHP) be placed underground along with the rest of the underground wire. Ms. Broussard Vickers shared that City Council is already looking into this issue with Mr. Peterson. Apparently he can change the plans by amending the bid process. The Committee agrees with Mr. March and Council regarding eliminating the OHP. Wheels Park Ms. Lien shared that she had received information from Earl F. Anderson (EFA) regarding their "Skate Wave" equipment. They have a complete line of skate park equipment, including rails (which are very popular with the youth). Ms. Lien mentioned that after reviewing the information, it seems to be much nicer equipment and constructed better than what SunRamp Solutions offers. Mr. Peterson suggested having another informational meeting with the youth to let them help determine what type of equipment/ramps they would like to see at the park. The Committee elected to have another "Informational Meeting on Wheels Park" on Wednesday, June 20,2001 at 7:00 p.m. at City Hall. Ms. Lien will notifY the Quad, create a flyer to distribute at the local businesses for promotion, place it on the sign in front of City Hall, and on the cable channel and web site. NEW BUSINESS Parks and Recreation Coordinator Mr. LeBlanc explained he had requested this be placed on the agenda for the Committee to consider the following reasons to consider a Park Coordinator: 1. Promote and advertise activities 2. Registrations 3. Collect fees / Issue Receipts 4. Track and coordinate use offields / leagues 5. Communications (record budget items / keep running balance) Mr. Peterson commented that he felt the Committee should wait with hiring a coordinator until next year. After this first year, the Committee can review the level of interest and be able to wage the necessities better for next year. Additionally, this hasn't been included in the budget for this year. 4 Eagle Park Satellite After some discussion the Committee made the following motion: Motion by Ms. DeVine, seconded by Mr. Porter to request Public Works move the satellite at Eagle Park around the corner to the east side of the trail, behind the trees. Porter, De Vine, LeBlanc Walter - aye. Peterson - nay. Motion carried. Softball Fields Ms. DeVine explained she had been contacted by Mr. Todd Hassel who requested reserving the softball fields every Monday and Wednesday from 6:30 - 7:30 p.m., for a period offour (4) weeks, prior to game season. Ms. Lien explained that Mr. Hassel also contacted her, prior to Ms. DeVine. She had explained to him that he would have to submit a letter to the Parks and Recreation Committee for approval by the entire Committee. Mr. Peterson commented that the Centennial Little League strictly enforces the rule of "first come - first serve basis," and that he, as a softball coach, has to arrive at the field by 4: 15 in order to get one for his team to practice on. If there is already a team there, it is his responsibility as a coach to get there earlier next time. The Committee elected not to grant use ofa field to Mr. Hassel. Ms. DeVine will contact Mr. Hassel with the response. Comp Plan Updates Mr. LeBlanc wanted to touch base with the Committee before he contacted Mr. March with his recommendations for updating the Comp Plan. He feels the Parks and Recreation Committee should have a "mission statement" included in the Comp Plan. He drafted a statement for consideration by the Committee, as follows: The mission of the Parks and Recreation Committee is to make recommendations relating to Park and Recreation resources and activities to the City of Centerville. The recommendations should strive to provide value for whatever resource may be allocated, whether it be money, space, or people's time. The scope ofthe Parks and Recreation Committee includes but may not be limited to: parks, park equipment, children/youth/adult recreation activities - both organized and unorganized, trails, pedestrian routes, and environmental quality of life. Mr. LeBlanc also mentioned that he would like to see all development plans brought before the Parks and Recreation Committee more than one time for approval by the Committee. DISCUSSION ITEMS 5 Monthly Financial Statement The Committee reviewed the financial statement. The current balance in the Park Fund is $147,462.55. Discussion / Recommendations to Council for Filling Vacancies After discussion, the following motion was made: Motion by Ms. DeVine, seconded by Mr. LeBlanc to recommend to City Council appointment of Tom Lee and Kathy Peil for the two (2) vacancies on the Parks and Recreation Committee. All in favor. Motion carried unanimously. Set Agenda 1. Update on Rental of Church Property - DeVine and WaIter 2. Quotes on Relocating Backstops and Fencing at LaMotte Park - Peterson 3. Lions Concession Stand Update 4. Building Plans for Concession Stand in St. Paul- Peterson 5. Wheel Park 6. Budget Request for 2002 (to include P&R Coordinator) 7. McBride Park Timbers and Brush Abutting Pond. Motion by Mr. Peterson, seconded by Ms. DeVine to adjourn the May 2, 2001 Parks and Recreation Committee Meeting. All in favor. Motion carried unanimously. Meeting adjourned at 9:55 p.rn. Respectfully Submitted, Jill Lien Staff Liaison 6 ) CITY OF CENTERVILLE PLANNING AND ZONING COMMISSION May 1, 2001 Pursuant to due call and notice thereof, the Planning and Zoning Commission held their regularly scheduled meeting on May 1, 2001, at 6:30 p. In. at City Hall, 1880 Main Street. PRESENT: Chair Brian Hanson Commissioner David Kilian Commissioner John McLean Commissioner Ray DeVine Commissioner Rob Sheppard ABSENT: Commissioner Barry Brainard COUNCIL: None STAFF: City Administrator, Jim March I. CALL TO ORDER The meeting was called to order at 6;35 p.m. II. PUBLIC HEARING(S) 1. Preliminary Plat - Eagle Pass 2nd Addition Chairperson Hanson opened the public hearing at 6:36 p.m. Mr. Quigley gave a brief overview of the proposed development. He then noted the developer intended to provide a berm and tree plantings to screen the development from the Parkview development. Mr. Rawlings, 7069 Dupre Road, stated that he was President ofthe Townhome Association and indicated the Association had some concerns they would like addressed. The first concern is Ojibway Drive being a private road. With two (2) Associations, he feels it would be difficult to come to an agreement as to maintenance and repair of the road. His second concern is that part of the driveway is on Association property and the Association takes exception to that. Mr. Rawlings then requested that the Planning and Zoning Commission recommend to Council that the street be made a public street, and to ensure that the City Council requires sufficient documentation is received from the developer and the builder to ensure they build what they are supposed to build. Page 1 of 12 ( Mr. Rawlings noted there are some inconsistencies in the construction of the units in the Association The Association finds that unacceptable, but without documentation it is impossible to force the builder to rectify the situation. He noted there is one unit with a halfbrick front garage rather than full brick, one unit without bars on the patio door window, and one unit with a brass coach lamp rather than white. He then asked that the City require a landscaping plan which clearly indicates where and what type of plantings are to be used. Mr. Quigley explained that the developer platted the property and Swift Construction is the builder. The construction issues needed to be taken up with Swift Construction. Mr. March explained the City has no regulations in regards to siding color and Swift has allowed property owners to make choices as to how the units will look. Mr. Rawlings stated he did not feel it was right to allow the builder and developer to do whatever they wished. Mr. Quigley explained some ofthe issues Mr. Rawlings had raised should be covered in the covenants and conditions in the T ownhome documents. He then noted those covenants and restrictions are between the buyer and the builder not the developer. Chairperson Hanson explained that the developer is looking to the Planning and Zoning Commission for approval ofthe building sites and road plans. He then noted that the City does not have much control over how the buildings are built. Mr. Rawlings stated he felt the City was the entity that could control the way the buildings should look, otherwise the only alternative is to settle the matter with litigation. He then noted he has sold townhomes for many years and in every City there has been a detailed landscaping plan required before the building permits are issued. Mr. Gerald Albrecht, 7071 Dupre Road, questioned whether the developer could go across the Association's land with buildings one (1) and two (2). Mr. Quigley stated that, to the best of his knowledge, they are within the outlot area. Mr. Albrecht questioned what the lines on the map were that he thought was a driveway crossing the street. Mr. Quigley explained it was not the property line. Mr. Albrecht asked when Gor-Em would come and level the land behind their townhomes. Mrs. Albrecht explained they have ruts in their backyard that were never repaired. Chairperson Hanson requested that the civil issues be kept separate from the issues concerning the preliminary plat. Ms. Albrecht questioned the weight restriction on Ojibway Drive. Mr. March indicated the road could be posted at whatever the Association desired, however, the road was designed to be of seven (7) ton specifications. Mr. March noted it was up to the developer to work out with the Association how the road is going to be extended and Page 2 of 12 maintained. Mr. March noted there is an issue with a trail coming from Chauncy Barrot Gardens connecting to the subdivision between units 2 and 3. Mr. March noted there is also an issue with unit 3' s building pad encroaching into the easement. Mr. Rawlings noted the trail would connect to a private road. He then asked if the City has authorization to revert the road to a public road. Ms. Jean Davis, 1764 Ojibway Drive, stated she did not know when she bought her home that the road was private. She then explained that since the street is not on the map of Centerville it took the post office three weeks to find her. Whenever she receives deliveries they are delayed because they aren't able to find her. Mr. Larry Boerner, 7014 Dupre Road, questioned why they are stuck with private roads. Mr. Quigley explained that private roads are quite common in townhome developments. He then noted the private road information was on the plat from the beginning, and on the plat in the sales office. Mrs. Peterson, 7065 Dupre Road, noted the original plat showed Ojibway Drive going through and exiting on Meadow Lane, not as a cul-de-sac. Mr. Quigley explained that it was requested at a previous meeting that Ojibway end in a cul-de-sac. Mrs. Peterson stated she did not want a cul-de-sac. Mr. Brian Carlson, 1771 Meadow Lane, questioned the type of trees to be planted as a screen from Parkview. He then noted the building with units 7 and 8 would be very close to his backyard and asked that the building be moved forward ten (10) or more feet to provide more privacy. Commissioner McLean noted the City Engineer had recommended the building be moved ten (10) or twenty (20) feet forward to provide more privacy to the home on Meadow Lane. Chairperson Hanson read the rest of the recommendations of the City Engineer concerning the preliminary plat for Eagle Pass 2nd Addition. Mr. Quigley stated he would look at all the issues raised and noted the screening was done as a request during the sketch plan phase. Mr. Jim Juhl, 1825 Voyager Court, questioned if the density for the new development is the same as his Association. He noted that Lot 6, Block 2 is really close to the last unit on his street. Mr. Quigley stated he thought the density is less than the original development and noted there are fewer units than originally planned. Mr. March requested the developer's response to the easement between Lots 2 and 3, Block 1. Mr. Quigley stated he felt it was appropriate to plat over an easement line. Mr. March explained the edge of the house would be built adjacent to the easement, which is not a desirable situation. Page 3 of 12 .. Mr. March commented it was not crucial to have the plantings on the preliminary plat but stated the berming needed to be indicated so that the City Engineer could review it. Mr. March requested the developer's response to the question of maintenance of Ojibway Drive. Mr. Quigley explained there should be a line item in the Townhome Association dues for street maintenance. Mrs. Peterson asked why they should have to pay to maintain streets for other people to use. Mr. Rawlings indicated it was his understanding, from the original plat, that the western side would be twin townhomes that would be in his Association. That would mean the Association would be expanded and would get revenues from all of those homes for street maintenance. He also commented that now there are two (2) Associations and, in his opinion, maintenance of the streets is going to be a big problem. He then stated that if the City wanted them to maintain their own roads they should get property tax relief Mr. Bill Ingison, 1762 Ojibway Drive, stated it is almost impossible to receive any kind of delivery at his house because they cannot find the road. He then suggested turning the street back over to the City and providing an access for the residents at Chauncy Barrot Gardens to get to the sidewalk. Mr. Quigley explained the issue of the street is a Townhome Association problem. Mr. In:gison questioned if Ojibway Drive could be turned into a city street. Mr. March indicated the Townhome Association would need to petition the City to have the street become a city street. Chairperson Hanson asked Mr. March if the street would need to be widened ifit were to revert to a City street. Mr. March indicated it would not need to be widened but stated it may need to be posted as no parking. Mr. Don Barrett, 1845 Pioneer Lane, questioned iffire and rescue trucks could get turned around in the proposed cul-de- sac. Mr. March indicated the City Engineer had expressed concern for the tight radius of the cul-de-sac as a primary concern is for fire engine access. Mr. Barrett stated he felt now is the time to get the road turned into a City street before the developer gets his approval. Mr. March explained that the:final decision rests with Council as to whether the road stays private or becomes a public street. Council Liaison Broussard Vickers clarified that there were two (2) separate issues. One (1), being residents wishes to have the road become a City street rather than a private street. The other being issues with the preliminary plat. She then noted residents could petition the City Council concerning the road, and suggested they contact City Hall to learn the legal process for doing so. Page 4 of 12 Council Liaison Broussard Vickers then summarized the issues raised concerning the preliminary plat. Those issues are: The driveway crossing property of the current Townhome Association and concern for more detail for the buffering that will take place in the development. She then explained that the City has not gotten into a position of requiring exact details regarding the construction of the buildings as was suggested by a resident. Mrs. Albrecht stated they have no idea what the buildings will look like and said she is concerned that she will have to pay to maintain and repair Ojibway Drive after the construction truck traffic and the addition of twenty (20) more homes. She then noted she did not think it was fair to her Association, as construction trucks tear up roads. Council Liaison Broussard Vickers questioned whether the residents were interested in expanding their Association to include the new townhomes, if the City does not make the street public. Ms. Peterson explained the by-laws of the Association specify 18 units. Council Liaison Broussard Vickers explained that the bylaws could be amended if the Association chose to do so. She then asked if the residents were fine with the basic design for the townhomes. Mr. Albrecht questioned if there was an alternative plan that the developer could come up with. Mr. Quigley stated he was at the meeting to seek input and take it back for consideration. Council Liaison Broussard Vickers stated she would like to review the Association by- laws. She then noted the plan was in the preliminary stages and agreed that the City needed to review the road issue. Mr. Norm Freeberg, 7025 Dupre Road, asked if the new development would have silt barriers included. He noted that the developer dumped ten (10) loads of dirt right next to his townhome. He feels about one load a week goes into the sewer which runs into the lake. He feels this should not be allowed. He noted there is mud running everywhere and asked how the developer is allowed to get by without providing silt fencing. He understands that the trucks have to get in and out of the area, but those trucks are dragging the dirt and mud into the streets. He thinks they or the developer should have to clean up the mess, not the City. Council Member Broussard Vickers explained that silt fencing was not a part of Developer's Agreements at that time, but is required in all new Developer's Agreements. Mr. Quigley explained that all the silt fence requirements were met during the time of construction. He then noted Centerville does not require silt fencing around the building site. Mr. March explained the City requires, in new subdivisions, barrier around the curb and river rock where the driveway would be. He then noted it is a constant problem trying to get developers to clean up after their subcontractors. Page 5 of 12 Mr. March gave some background concerning the private roads in the townhome development. He indicated that Council was presented with information that the roads would be narrower and, therefore, less expensive for the property owners to maintain through the Townhome Association. At the time, Council agreed that the argument made sense and felt that the City should not dictate when maintenance is done on the townhome streets. He noted that the City could probably get a much better cost for repairs and maintenance of the streets. He then noted that the City would consider a petition for making the streets public. Mr. Ingison questioned how to start a petition. Mr. March explained he was not sure of the exact process but stated he would check with the City Attorney and report back to the President of the Townhome Association. Mr. lngison questioned ifthere would be enough time to petition the City before the developer received his approval. Mr. March explained the City is under statutory time requirements to provide a response to the developer. lfthe issues are not resolved, the City could request an extension of time to answer or deny the preliminary plat application. Mr. Ingison questioned ifhe could go to City Hall tomorrow to commence the process. Mr. March acknowledged that he could come to City Hall tomorrow and commence the process. Mr. Juhl stated that residents do not have many problems with Gor-Em but have many with Swift Construction. Mr. Albrecht questioned if Mr. Quigley would go back and see if there were some other way to design the development. He suggested giving up one house, coming in off of a different street, and dead-ending Ojibway Drive. Mr. Quigley stated he would go back and review the plan. He then noted there will be no unresolved issues as he would review the engineering comments and address the issues. Motion by Commissioner DeVine, seconded by Commissioner Kilian to close tbe public bearin2. All in favor. Motion carried unanimously. Chairperson Hanson closed the public hearing at 7:33 p.m. 2. Comprehensive Plan & MUSA Swap Updates - Pheasant Marsh Chairperson Hanson opened the public hearing at 7:34 p.m. Mr. Terry Hannah, Ground Development, updated the Commission on the status of the MUSA swap request. Page 6 of 12 I Mr. Hannah noted that he had spoken to Mr. March about.the Developer's Agreement, getting estimates from the City Engineer, reviewed 429 financing for the streets and talked about moving forward with the Comprehensive Plan process. He understands the City will be making changes to the Comprehensive Plan at the same time. He noted that during the month of April they had resolved the boundary issues with the Vickers to the south, and the driveways to the north. He then suggested the City approve the MUSA swap concept contingent on the work by the consultant, and the eventual review and approval by the Metropolitan Council and MUSA governing body. Mr. March explained the Planning Commission has seen the MUSA swap plan and Council has approved it, but a public hearing was not held at the Planning Commission level. He noted the MUSA swap is contingent upon final plat approval. Mr. March then indicated that the information has been forwarded to the consultant, and the consultant will forward it to Metropolitan Council for its response. Mr. March also noted that the consultant would be at the next Planning Commission meeting to discuss the proposed changes to the Comprehensive Plan. Chairperson Hanson questioned what year the second phase of the development came into the MUSA. Mr. March explained the top portion of the development is in the 2001 - 2005 timeframe and the bottom portion of the development is in the 2006 - 2011 timeframe. Commissioner De Vine questioned how much acreage was contained in Parcel A and how much acreage was contained in Parcel C. Mr. Hannah indicated Parcel A was 20.185 acres and Parcel C was 20 acres. Commissioner DeVine questioned what type of agreement was reached with the property owners to the north. Mr. Hannah explained the developer would be reconstructing the driveways as per the drawing that was agreed to and signed. He then noted there may be an issue with one ofthe driveways that would need City approval. Council Liaison Broussard Vickers noted there would need to be a public hearing on the other changes proposed. Mr. March explained the City is in the process of obtaining GIS data for maps that are needed as attachments to the Comprehensive Plan. He then noted the consultant hopes to have the maps done by the June Planning and Zoning meeting. Mr. Tom Wilharber, 6849 Centerville Road, explained that his property is to the west of Parcel C and that he wants to be sure he will not be assessed for City services, as he will not be serviced. He then noted there is drainage that comes from the west that flows through the Vickers' property and then through the proposed development, and asked the developer to be sure that the drainage is not interrupted. Motion by Commissioner Kilian, seconded by Commissioner DeVine to close the public hearinl!. All in favor. Motion carried unanimously. Chairperson Hanson closed the public hearing at 7:46 p.rn. Page 7 of 12 , 3. Ordinance #4 Amendments Chairperson Hanson opened the public hearing at 7:46 p.m. Motion by Commissioner DeVine. seconded by Commissioner Sheppard to table the public hearin2 until Mr. March returns with information needed. AU in favor. Motion carried unanimously. Chairperson Hanson reopened the public hearing at 7:53 p.m. Mr. March explained that he had not noticed Ordinance #4 for a public hearing for this meeting. Mr. March noted there were four items discussed at the last meeting and those were swimming pools, mini storage, therapeutic massage, and minimum and maximum setbacks. Mr. March explained that at the last Council meeting it was determined it: at this public hearing, no one was opposed to swimming pools being allowed, to be 50% of the rear yard. There would then be a telephone poll of Council to grant a permit for a resident who had requested her permit be released immediately to allow for construction of her pool. Mr. March explained that after the Council meeting he had additional questions and asked the City Attorney for an interpretation of the zoning ordinance. The City Attorney determined that pools should not be considered accessory structures but are structures that should require a building permit and inspection. Due to this determination, the telephone poll of Council was cancelled and the permit will be released tomorrow. Mr. March explained that he had spoken to Terry Sager concerning mini-storage and was told his partner has been out of town. They hope to have something before the Planning Commission at the June meeting. He then noted he would notice for a public hearing concerning swimming pools, mini storage, and minimum and maximum setbacks for the next meeting. Mr. March explained that Teresa Bender had put together an ordinance based on the Minnetonka ordinance covering therapeutic massage. He noted that the Minnetonka ordinance regulates tattoos and body piercing as well. He then asked if the Commission wished to have language in the ordinance governing tattoos and body piercing. It was the consent of the Commission that Mr. March should research the matter and present an ordinance for consideration at the next meeting. DI. APPEARANCES None. Page 8 of 12 I IV. OLD BUSINESS None. V. NEW BUSINESS 1. Preliminary Plat - Eagle Pass 2nd Addition Council Liaison Broussard Vickers stated she felt it would be appropriate to table the matter for more information. Commissioner Kilian questioned if Ojibway Drive is not extended, would it still need to be made into a turn around? The Commission agreed that it would. Commissioner De Vine suggested tabling the matter for more information because the residents on Quebec may post the road as a one-ton road, thereby prohibiting construction traffic from entering the development. Chairperson Hanson asked if Mr. Quigley would be willing to sign an extension. Mr. Quigley indicated that he would. He then indicated that all City setbacks were checked and everything on the preliminary plat either meets or exceeds those setbacks. Motion by Commissioner DeVine, seconded by Commissioner Sheppard to table this matter to allow Gor-Em to make the discussed chan2es and come back to Plannin2 and Zonin2 with a new plan. All in favor. Motion carried unanimously. 2. Comprehensive Plan & MUSA Swap Update - Pheasant Marsh Commissioner DeVine stated he felt it was evident that Mr. Hannah has been working with the property owners. He did not understand what was being asked ofthe Planning and Zoning Commission. Mr. March explained the MUSA swap was already approved but a public hearing was not held. He then noted that it might be possible to ask the consultant to submit the MUSA swap to the Metropolitan Council prior to the completion of all the City changes. Commissioner DeVine stated he would like to see Mr. Hannah be able to move forward with his project while the City completes its changes to the Comprehensive Plan. Motion by Commissioner DeVine. seconded by Commissioner Sheppard to recommend Council allow Ground Development to move ahead with the MUSA swap prior to the completion of the other Comprehensive Plan amendments. All in favor. Motion carried unanimously. Page 9 of 12 \ Mr. March noted this action did not guarantee anything other than that the MUSA swap is contingent upon the :final development plan. Mr. Wilharber commented that if the roads in the Eagle Pass development were made public versus private the City would be setting precedence and could expect that other developments with private roads would come in asking for the same consideration. He then suggested that residents have been paying into Swift Construction for road maintenance and the City may need to ask for a portion of those funds for street maintenance. He further stated he thinks the plan is a good plan but that the road issue is of major concern and should be carefully discussed and considered. VI. DISCUSSION ITEMS Mr. March handed out surveys from the Communications Ad Hoc Conunittee and asked that they be filled out and turned in. Mr. Wilharber questioned what the closing date for the Planning and Zoning Conunission opening was. He then noted he would go home and consider applying for the opening. Mr. Wilharber commented that the gentlemen who had asked that the City regulate construction materials and exact plantings for the developments, does not realize that the City does not have a committee to be in charge of those types of issues. This would require additional staff, which in turn would mean higher taxes. Conunissioner McLean noted he had heard through the grapevine that Associations liked having private roads. At this meeting he had heard an entirely different story. Conunissioner Kilian commented that the parking spaces in the development may need to be made public if the street were made public. Chairperson Hanson requested Mr. March have public works check into the culvert area on Center Street near Ivy Court as it is pushed up approximately two (2) feet. He feels it is a hazard for children playing in the area. Mr. March noted there are some other areas where the City has put asphalt on both sides to make it more of a ramp rather than a speed bump. He would ask Mr. Palzer to look at it. Commissioner McLean asked if public works could look at silt fencing in Eagle Pass to circumvent sewer issues down the road. Mr. March indicated he would ask public works to look into it. Mr. March noted that Rice Creek Watershed District has not had an inspector for approximately six (6) months, and anyone calling Rice Creek is having trouble getting their calls returned. Page 10 of 12 ! Commissioner Kilian handed out a plan for a 22x48 garage he would like to build and asked the Commission to review it. Council Liaison Broussard Vickers questioned why Commissioner Kilian had not just applied for a building permit rather than discussing the garage at the Planning Commission meeting. Commissioner Kilian indicated the building official had indicated he would only be able to build a garage that was two (2%) of the lot size. He then noted that he did not see a percentage of yard requirement in the ordinance for mixed use zorung areas. Mr. March explained there is a combined aggregate square footage of not greater than 200 square feet or two percent (2%) of the lot size whichever is greater in all zoning districts which would mean Commissioner Kilian would need a variance. Mr. March noted there is another gentlemen who wants to build a detached three (3) car garage in a mixed use district. Commissioner De Vine asked that the Kilian garage be put on the agenda for discussion and interpretation ofthe ordinance at the next meeting. Commissioner McLean noted if there was not a limit placed on accessory structure size, a person could build a structure that could take up the entire rest of the lot. Mr. March indicated he could publish a discussion oflot coverage for M-l districts at the next meeting. Mr. March handed out a memorandum to the Commission listing current issues he is working on or expects to be working on in the near future. Mr. March noted there is a staffing shortage and with the busy season beginning, things are getting worse. He then noted he intended to ask Council to hire a planning intern to handle some of the work. Motion by Commissioner DeVine, seconded by Commissioner McLean to recommend that Council approve the hirine: of a plannine: intern. All in favor. Motion carried unanimously. VII. CONSIDERATION OF MINUTES 1. April 3, 2001 Meeting Minutes Motion by Commissioner DeVine, seconded by Commissioner Kilian to approve the April 3, 2001 Meetine: Minutes as presented. Ayes - 4 Nays - 0 Abstain - l(Sheppard). Motion carried. Page 11 of12 ". VID. ADJOURNMENT Motion by Commissioner DeVine, seconded by Commissioner Sheppard to adjourn the May 1, 2001 Plannin2 Commission Meetin2 at 8:45 p.m. All in favor. Motion carried unanimously. Transcribed by: Joan Lenzmeier, Recording Secretary TimeSaver Off Site Secretarial, Inc. Page 12 of 12