HomeMy WebLinkAbout2025 06-17 CC PacketCITY OF GEM LAKE
Heritage Hall
4200 Otter Lake Road | Gem Lake, MN 55110
651-747-2790/92 | 651-747-2795 (fax)
E-mail city@gemlakemn.org
City Council Meeting – June 17, 2025
Call to Order of City Council Meeting
By Mayor Artig-Swomley at 7:_____ p.m.
Call of Roll
Artig-Swomley Cacioppo Patrick Johnson Lindner
Approve Agenda and Minutes
• Accept the Agenda for the June 17, 2025, City Council Meeting
• Approve the Minutes from the May 20, 2025, City Council Meeting
• Accept the Minutes from the June 10, 2025, Planning Commission Meeting
Special Presentations/Public Hearings
• None
Consent Agenda
• Resolution #2025-018 June 2025 Donation to White Bear Lake Area Food Shelf
• Monthly Financial Report(s)
• Claims
Committee Reports
• Planning Commission
Old Business
• Newsletter Updates / Topics / Suggestions
• Code Enforcement Issues Discussion
• Potential Water System Funding / Planning
o Resolution #2025-019 2026 Bonding Bill Request
o SEH Engineering Proposal
New Business
• Councilmember Head Shots for Website Discussion
• Ordinance No. 64F, 129, and 131 Report
• Future Charitable Gambling Donations
o White Bear Lake Emergency Food Shelf
Community Outreach to Other Cities and Government Bodies
Presentations from the Public, 2 minutes maximum
Open Items for Council Members to Bring Up
Future Council Meetings
• Next City Council Meeting, Tuesday, July 15, 2025
o Attendance Inquiry
• Next City Council Workshop, Monday, July 8, 2025 – CANCELED
Adjournment – The meeting adjourned at ________
City of Gem Lake City Council Meeting Minutes May 20, 2025 1
City of Gem Lake
City Council Meeting – May 20, 2025
Meeting Minutes
Mayor Gretchen Artig-Swomley called the meeting to order at 7:00 p.m. Councilmembers Jim Lindner, Len
Cacioppo, Ben Johnson and Joshua Patrick were present. Also present: City Attorney Martin Norder, City Treasurer
Tom Kelly, White Bear Lake Fire Chief Greg Peterson, White Bear Lake Police Chief Dale Hager and White Bear
Lake Police Administrative Captain Isaac Tuma, Gem Lake Business Owners Jeff Taylor, Max Vannelli, Tiffanie
Taylor, Mitchell Vannelli and Ron Vannelli, Acting City Clerk Melissa Lawrence, and residents Jim Wilson and
Rick Bosak.
May 20, 2025, Agenda
A motion was introduced by Councilmember Linder to accept the agenda, seconded by Councilmember Cacioppo.
Motion carried 5-0.
Minutes
A motion was introduced by Councilmember Lindner, seconded by Councilmember Cacioppo to approve the April
15, 2025, City Council Meeting minutes. Motion carried 5-0.
A motion was introduced by Councilmember Lindner, seconded by Councilmember Cacioppo to approve the April
15, 2025, Closed city Council Meeting Minutes. Motion carried 5-0.
Special Presentations/Public Hearings
White Bear Lake Fire and Police – Fire Chief Greg Peterson and Police Chief Dale Hager
White Bear Lake Fire Chief Greg Peterson gave an overview of fire operations in the past year for the
city’s coverage area, which includes the City of Gem Lake. He explained that the Fire Department is
responsible for coverage in a 35 square mile area and serves 38,000 plus people. There were 4,784 calls in
2024. Overall, 72% of calls to the department were medical calls and 28% were fire/rescue related calls.
Chief Peterson described his current staffing (3 full-time Captains, 15 full-time Firefighters/Paramedics,1
full-time Firefighter/EMT, 12 part-time staff and an Assistant Chief of Operations and Training) and then
went on to discuss a variety planned community events, IV Acetaminophen medication trial, Vial of Life
Program and annual training their team receives.
White Bear Lake Police Chief Dale Hager gave an overview of police operations in the past year for the
city’s coverage area, which includes the City of Gem Lake. There are approximately 66 personnel in the
department, including sworn officers and support staff. In 2024 there were 17,839 Department Case
Numbers (440 Gem Lake), 301 Department-Wide Arrests (9 Gem Lake), 3,506 Department Traffic Stops
(84 Gem Lake), 305 Department-Thefts (5 Gem Lake), and 151 Department Domestics (1 Gem Lake). The
department participated in 75 community engagement events in 2024 but could have done many more.
Consent Agenda
Resolution #2025-014 May 2025 Donation to White Bear Lake Area Food Shelf.
Resolution #2025-015 May 2025 Jordan Jonas Scholarship
Resolution #2025-016 May 2025 Lydia Erickson Scholarship
Resolution #2025-017 May 2025 Bianca Sauer Scholarship
Monthly Financial Report(s)
Claims
All items on the consent agenda were reviewed by the Council. Councilmember Lindner introduced a
motion to approve all the items listed on the consent agenda, seconded by Councilmember Cacioppo.
Motion carried 5-0.
Committee Reports
No meeting was held in May, nothing to report.
City of Gem Lake City Council Meeting Minutes May 20, 2025 2
Old Business
Newsletter Updates / Topics / Suggestions
A newsletter was given to the Council for edits. The Acting City Clerk will send the newsletter to the
printers by Thursday, May 22, to have ready to send out for June.
Acting City Clerk Performance Review / Pay Discussion Summary (per MN State 13D.03; 13D.05)
Mayor Artig-Swomley summarized the evaluation and pay discussion. At the April 15 closed session
meeting Councilmember Johnson introduced a motion to approve the evaluation and pay increase,
seconded by Councilmember Lindner. Motion was carried 5-0.
Code Enforcement Issues Discussion
The initial rental inspection and reinspection both took place for the rental property located on Scheuneman
Road. It all comes down to the non-permitted structure built on the back on the property, all other
violations were corrected. The city was informed that it was separated into two pieces, after a drive by from
the building official he has stated it is still standing and is still in violation.
Potential Water System Funding / Planning
The city currently has the 2023/2024 federal funding award of $959,757. The Mayor and the City
Engineering firm (SEH) had a meeting and discussed options for using the money, so it does not get
revoked. SEH suggested that the city use some of the funds to go towards a bid for a design. This will make
future applications look more appealing because it will show that the city has a plan ready.
Councilmember Lindner introduced a motion authorizing City Engineer, SEH, to request a bid for a
municipal water system design, seconded by Councilmember Cacioppo. Motion carried 5-0.
Comprehensive Plan / Met Council Interaction
Mayor Artig-Swomley met with a person from the Met Council that has City Planner experience to discuss
the City of Gem Lake’s Comprehensive Plan and Hoffman’s Corner. Mayor Artig-Swomley was informed
that no Comp Plan change would need to take place if a strictly commercial business rather than a
commercial/residential mixed development wanted to go into Hoffman’s Corner.
Barnett KIA Developers Agreement Draft
A final redlined draft was sent to the city and its contracted departments for review. The final copy will be
signed within a couple of days and then work can begin on the new dealership. Councilmember Lindner
introduced a motion to authorize the mayor to sign the agreement when it is ready, seconded by
Councilmember Cacioppo. Motion carried 5-0.
New Business
VLAWMO JPA Comment Period
VLAWMO is working to update its Joint Powers Agreement (JPA) in conjunction with its work to develop
the 2027-2036 Watershed Plan. The current JPA was adopted in 2016 and will expire on December 31,
2026. While the current JPA will not expire until next year, VLAWMO determined the concurrent review
of the JPA, and the Watershed Plan is the most efficient and will help ensure the documents are properly
aligned. VLAWMO staff requests any comments on the draft JPA be provided via email to Phil Belfiori at
Phil.belfiori@vlawmo.org by Wednesday May 28, 2025. Any comments will be used to prepare an updated
draft of the JPA for review by the VLAWMO Board.
Cannabis Registration Application
1599 County Road E East
An application for a cannabis microbusiness registration in Gem Lake was received. Gem Lake is
allowed a minimum of one (1) retailer per 12,500 residents. Councilmember Lindner introduced a
motion to approve the registration, seconded by Councilmember Cacioppo. Motion carried 5-0.
City of Gem Lake City Council Meeting Minutes May 20, 2025 3
Heritage Hall Room Rental Coverage
Wednesday, June 4, 2025 – Hillary Farm HOA – No AV Needed – 6:30 p.m. – 8:30 p.m.
Councilmember Lindner volunteered to cover this rental.
Future Charitable Gambling Donations
White Bear Lake Emergency Food Shelf
Mayor Artig-Swomley suggested that the Council make a donation in June in the amount of
$1,500.00 to the White Bear Lake Emergency Food Shelf. Councilmember Lindner introduced a
motion to request a donation in the amount of $1500.00 for the White Bear Lake Emergency Food
Shelf, seconded by Councilmember Cacioppo. Motion carried 5-0.
Community Outreach to Other Cities and Government Bodies
Mayor Artig-Swomley shared that at her last meeting with Vadnais Heights that they gave a proposal to Gem Lake
regarding water billing that wasn’t what the city needed because it didn’t address the mayor’s problem. The mayor is
waiting for a counter proposal.
Presentations from the Public, 2 Minutes Maximum
None
Open Items for Council Members to Bring Up
None
Future Council Meetings
City Council, Tuesday, June 17, 2025. City Council Workshop, Monday, June 9, 2025, is CANCELED.
Attendance Inquiry
At this time all Councilmembers in attendance will be at the June meeting.
Adjournment
Being there no further business, following a motion from Councilmember Lindner, seconded by Councilmember
Johnson, the meeting adjourned at 8:42 p.m.
Respectfully submitted, Melissa Lawrence
City of Gem Lake Planning Commission Meeting Minutes June 10, 2025 1
City of Gem Lake
Planning Commission Meeting – June 10, 2025
Meeting Minutes
Planning Commission Chairman Don Cummings called the meeting to order at 7:06 p.m. The following people were
present: Don Cummings, Art Pratt, Brad Naylor, C.J. Sycks from TKDA, Gretchen Artig-Swomley, and intern
Sarah Scott from TKDA.
June 10, 2025
Pratt introduced a motion to approve the agenda for today’s meeting. Cummings seconded the motion, and the
motion passed all in favor.
Discussion of an Alternate Commission Member
Cummings asked the commission to allow for a slight change in the agenda so the topic of alternates to the
commission to step up when there is an attendance does not allow for a quorum. Because several commission
members were not present, Cummings called upon the alternate commission member Brad Naylor to take part in this
meeting. It was agreed that an alternate to the commission was necessary sometimes and there was some discussion
about how that system would work, such as when and how the alternate would take part in meetings. Cummings said
he would discuss the matter with the absent commission members and report back with ideas.
Minutes
Pratt introduced a motion to approve the minutes from the March 11, 2025, Planning Commission Meeting.
Cummings seconded the motion, and the motion passed.
Public Hearings
None
Old Business
Summary of Met Council Meeting / Early Comp Plan Planning
Artig-Swomley gave a review of her virtual meeting with the City’s representative on the Metropolitan
Council, Emma Dvorak. The objectives of the meeting were to discuss future development of sections
within Gem Lake’s Gateway District and whether changes to the city’s existing comprehensive plan would
be needed, and second, to discuss early planning for the next required City Comprehensive Plan.
Regarding the topic of development in the Gateway District, Dvorak felt the current comprehensive plan
for the City of Gem Lake did not preclude the Hoffman’s Corner area from developing as a strictly
commercial property someday, and a property that might be trending towards automotive uses. She felt the
overall goal of the comprehensive plan in place was to develop the whole Gateway District as a mixed-use
commercial/residential area and that reflected what was really happening. Some areas were trending
commercial, while others were trending residential. The Met Council would tend to consider the area as a
whole, and in that regard, things were trending in the right direction. She did not feel a comp plan change
of any kind would be necessary at this point.
The second topic was the development of the next comprehensive plan, which will be due in several years.
The Metropolitan Council is currently looking at ways to streamline the development process, particularly
for smaller cities with limited resources. She said the council will be sending out data to each city late this
year that can form the basis of about 70-80% of a city’s future comprehensive plan. For the rest of the plan,
cities can use Met Council templates as guides. Some sections will still need the assistance of expert
engineering services. The Council intends to be as helpful as possible in plan development in the coming
cycle.
Ordinance No. 64F Municipal Sewer Proposed Ordinance
City Planner C.J. Sycks reviewed the proposed ordinance and recommended that the commission ask the
council to repeal the existing ordinance, 64E, and replace it with the updated 64F. This action should be
incumbent upon a legal review by the City’s attorney. After some discussion, Cummings introduced a
City of Gem Lake Planning Commission Meeting Minutes June 10, 2025 2
motion to recommend that Ordinance 64E be repealed to make way for an improved and streamlined
ordinance. Pratt seconded the motion, and the motion carried.
Pratt introduced a motion to recommend the City Council accept the newly proposed Ordinance 64F, based
on a legal review by the City’s attorney. Naylor seconded the motion, and the motion carried.
Ordinance No. 129 Municipal Water Proposed Amendments
City Planner C.J. Sycks reviewed the proposed changes to Ordinance 129. After some discussion, Pratt
introduced a motion to recommend to the City Council that these changes be accepted based on a legal
review by the City’s attorney. Naylor seconded the motion, and the motion carried.
To tie in these changes, City Planner Sycks recommended the commission suggest to the council to accept
suggested changes to the city’s existing fee schedule. Pratt introduced a motion to recommend these fee
changes. Naylor seconded the motion, and the motion carried.
New Business
Ordinance No. 131, Sections 5, 10, 13, 15, 17, and 25 Proposed Amendments
City Planner Sycks reviewed proposed amendments to Ordinance No. 131, which were extensive. The
goals were to clarify language in the ordinance, to unify content and to clean up formatting to make it more
uniform throughout.
Ordinance No. 131 Appendix Definition Updates
Sycks reviewed appendix changes, and the matter was discussed by the commission. Several suggestions
were made.
After this discussion from the Planning Commission, Pratt introduced a motion to table the proposed
amendments and appendix changes until the July meeting, to allow a more thorough review, especially by
commission members who were unable to be present at this meeting. Cummings seconded the motion, and
the motion carried.
Open Items for Commission Members to Bring Up
None.
Future Meetings
City Council Meeting, Tuesday, June 17, 2025, at Heritage Hall, and Planning Commission Meeting, Tuesday, July
8, 2025, at Heritage Hall.
Adjournment
With no further business, Cummings introduced a motion for adjournment at 8:42 p.m. Pratt seconded the motion,
and the motion carried.
Respectfully submitted, Gretchen Artig-Swomley
City of Gem Lake
County of Ramsey
State of Minnesota
Resolution No. 2025-018
A RESOLUTION AUTHORIZING THE CITY TREASURER TO DISTRIBUTE A
PORTION OF THE CHARITABLE GAMBLING FUNDS TO THE WHITE BEAR
LAKE AREA FOOD SHELF.
WHEREAS, the City of Gem Lake participates in the distribution of charitable gambling funds
received from the Country Lounge
WHEREAS, the City of Gem Lake distributes these funds to local 501(c)(3) tax-exempt
organizations
WHEREAS, the City of Gem Lake City Council suggested a donation at their May 20, 2025
meeting in support of the White Bear Lake Area Food Shelf.
NOW, THEREFORE BE IT RESOLVED, by the City of Gem Lake, Minnesota, the City
Treasurer is authorized to send $1,500.00 to support the White Bear Lake Area Food Shelf for
the month of June 2025.
The motion for adoption of the foregoing Resolution was duly introduced by Councilmember
__________ and supported by Councilmember __________, and upon vote being taken thereon,
the resolution passed with a vote of _____ in favor and _____ against.
ATTEST
I, Melissa Lawrence, the duly qualified Acting City Clerk of the City of Gem Lake, County of
Ramsey, State of Minnesota, do hereby certify that the foregoing Resolution is a true and
accurate representation of action taken by the City Council of the City of Gem Lake on the date
first written.
June 17, 2025
Melissa Lawrence, Acting City Clerk Date
Claims For Payment
CIry OF GEM LAKE
Gretchen Artig-Swomley, Mayor
Ben Johnson, Council
Jim Lindner, Council
Len Cacioppo, Council
Joshua Patrick, Council
Tom Kelly, Treasurer
Period Ending 6t1712025
Signatures Approving Claims Date of Approval
S AmountFund TotalsI
General Fund
Parks & Playgrounds
2004 Debt Service Fund
2006 Debt Service Fund
2015 Debt Service Fund
2018 Debt Service Fund
lmprovement Fund
Scheuneman Road lmprovements
Hoffman Road lmprovements
6o2-Sewer Fund
601-Water Fund
lnvestment Trust Fund
16,090.47
6,780.39
Total All Funds
Claims for Payment Check Numbers 12841 lhtough 12862
22,870.86
CHECK REGISTER FOR CITY OF GEM LAKE
CHECK DATE 06/17/2025 - 06/17/2025
Check Date Check Vendor Name Amount
Bank GEN GENERAL CHECKING
06/17/2025 12841 CINTAS 130.50
06/17/2025 12842 CINTAS 31.95
06/17/2025 12843 Coverall of the Twin Cities 320.00
06/17/2025 12844 Gopher State One Call 13.50
06/17/2025 12845 Innovative Office Solutions, 13.19
06/17/2025 12846 INVOICE CLOUD INC 565.25
06/17/2025 12847 Jim Lindner 40.00
06/17/2025 12848 Kelly & Lemmons, PA 2,141.10
06/17/2025 12849 MCFOA 50.00
06/17/2025 12850 Melissa Lawrence 20.44
06/17/2025 12851 METRO-INET 1,160.00
06/17/2025 12852 Metropolitan Council 6,766.89
06/17/2025 12853 Nykanen Inspections LCC 100.00
06/17/2025 12854 PLUNKETT'S PEST CONTROL 598.49
06/17/2025 12855 PRAIRIE RESTORATIONS INC 800.00
06/17/2025 12856 Ramsey County 1,013.00
06/17/2025 12857 RED LILY 2,610.00
06/17/2025 12858 REPUBLIC SERVICES 1,084.71
06/17/2025 12859 SEH 3,035.13
06/17/2025 12860 TKDA 672.59
06/17/2025 12861 White Bear Township 914.20
06/17/2025 12862 Xcel Energy 789.92
GEN TOTALS:
Total of 22 Checks:22,870.86
Less 0 Void Checks:0.00
Total of 22 Disbursements:22,870.86
06/17/2025 08:59 AM Page:1/1
CHECK DISBURSEMENT REPORT FOR CITY OF GEM LAKE
CHECK DATE 06/17/2025 - 06/17/2025
Check Date Bank
Account
Check #Payee Description Accoun
t
Dept Amount
Fund: 100 GENERAL
06/17/2025 GEN 12841 CINTAS CINTAS AED 40319 41940 130.50
06/17/2025 GEN 12842 CINTAS CINTAS RUGS 40319 41940 31.95
06/17/2025 GEN 12843 Coverall of the Twin Cities CLEANING SVCS 6/1/25-6/30/25 40319 41940 320.00
06/17/2025 GEN 12845 Innovative Office Solutions, LLC INNOVATIVE CUPS 40200 41400 13.19
06/17/2025 GEN 12846 INVOICE CLOUD INC INVOICE CLOUD LICENSE FEE 40309 41500 565.25
06/17/2025 GEN 12847 Jim Lindner HILARY FARM HOA MEETING 36400 00000 40.00
06/17/2025 GEN 12848 Kelly & Lemmons, PA GENERAL COUNSEL 40304 41600 971.00
GENERAL COUNSEL 40304 41600 1,170.10
Check GEN 12848 Total for Fund 100 GENERAL 2,141.10
06/17/2025 GEN 12849 MCFOA MCFOA MEMBERSHIP RENEWAL 40440 41900 50.00
06/17/2025 GEN 12850 Melissa Lawrence MILEAGE REIMBURSEMENT 40331 41900 4.06
MILEAGE REIMBURSEMENT 40331 41900 16.38
Check GEN 12850 Total for Fund 100 GENERAL 20.44
06/17/2025 GEN 12851 METRO-INET IT SUPPORT 40309 41900 1,160.00
06/17/2025 GEN 12853 Nykanen Inspections LCC MAY 2025 INSPECTIONS 32213 00000 100.00
06/17/2025 GEN 12854 PLUNKETT'S PEST CONTROL GENERAL PEST CONTROL 40319 41940 598.49
06/17/2025 GEN 12855 PRAIRIE RESTORATIONS INC SERVICE INTEGRATED PLANT MANAGEMENT 40300 41940 800.00
06/17/2025 GEN 12856 Ramsey County 2025 JPA PAYMENTS 40300 41900 1,013.00
06/17/2025 GEN 12857 RED LILY WEBSITE MAINTENANCE & REDESIGN 40300 41940 2,610.00
06/17/2025 GEN 12858 REPUBLIC SERVICES REPUBLIC SERVICES MAY 2025 40384 41900 1,084.71
06/17/2025 GEN 12859 SEH GENERAL ENGINEERING SERVICES 40303 41910 3,035.13
06/17/2025 GEN 12860 TKDA GENERAL PLANNING SERVICES 40308 41910 672.59
06/17/2025 GEN 12861#White Bear Township POSTAGE 40322 41900 296.70
CODE ENFORCEMENT SERVICES 40313 42401 617.50
Check GEN 12861 Total for Fund 100 GENERAL 914.20
06/17/2025 GEN 12862#Xcel Energy XCEL STREET LIGHTS 40386 43122 135.36
XCEL ENERGY GAS 40383 41940 74.70
XCEL ENERGY ELECTRIC 40381 41940 579.86
Check GEN 12862 Total for Fund 100 GENERAL 789.92
Total For Fund: 100 16,090.47
Fund: 602 SEWER UTILITY FUND
06/17/2025 GEN 12844 Gopher State One Call GOPHER STATE LOCATES 40319 43200 13.50
06/17/2025 GEN 12852#Metropolitan Council WASTE WATER SERVICES JULY 2025 11500 00000 4,281.89
APRIL 2025 SAC 40380 43200 2,485.00
Check GEN 12852 Total for Fund 602 SEWER UTILITY FUND 6,766.89
Total For Fund: 602 6,780.39
06/17/2025 09:00 AM Page:1/2
CHECK DISBURSEMENT REPORT FOR CITY OF GEM LAKE
CHECK DATE 06/17/2025 - 06/17/2025
Check Date Bank
Account
Check #Payee Description Accoun
t
Dept Amount
Report Total:22,870.86
'#'-INDICATES CHECK DISTRIBUTED TO MORE THAN ONE DEPARTMENT
06/17/2025 09:00 AM Page:2/2
City of Gem Lake
County of Ramsey
State of Minnesota
Resolution No. 2025-019
A RESOLUTION AUTHORIZING THE CITY CLERK TO FILE AN APPLICATION WITH
THE MINNESOTA MANAGEMENT AND BUDGET OFFICER FOR THE PURPOSE OF
MUNICIPAL WATER SYSTEM FUNDING.
WHEREAS, the Minnesota Management and Budget Office, has released application instructions for
local governments and political subdivisions for 2026 capital budget requests; and,
WHEREAS, the City of Gem Lake has need for and intends to significantly improve its Municipal Water
System in the community; and,
WHEREAS, all requests must be made to the Minnesota Management and Budget Office by June 13,
2025, with final edits by October 17, 2025; and,
WHEREAS, the City of Gem Lake has identified this project as its number one priority;
NOW, THEREFORE BE IT RESOLVED, the City Clerk through actions of the Mayor and City
Council, is hereby authorized to execute and file an application on behalf of the City of Gem Lake, with
the Minnesota Management and Budget Office for the project described above.
The motion for adoption of the foregoing Resolution was duly introduced by Councilmember
__________ and supported by Councilmember __________, and upon vote being taken thereon,
the resolution passed with a vote of _____ in favor and _____ against.
ATTEST
I, Melissa Lawrence, the duly qualified Acting City Clerk of the City of Gem Lake, County of
Ramsey, State of Minnesota, do hereby certify that the foregoing Resolution is a true and
accurate representation of action taken by the City Council of the City of Gem Lake on the date
first written.
June 17, 2025
Melissa Lawrence, Acting City Clerk Date
Engineers | Architects | Planners | Scientists
Short Elliott Hendrickson Inc., 3535 Vadnais Center Drive, St. Paul, MN 55110-3507
651.490.2000 | 800.325.2055 | 888.908.8166 fax | sehinc.com
SEH is 100% employee-owned | Affirmative Action–Equal Opportunity Employer
June 11, 2025 RE: City of Gem Lake, Minnesota
Gem Lake Water Main Extension
SEH No. GEMLK 185575 14.00
Ms. Gretchen Artig-Swomley
Mayor
City of Gem Lake
4200 Otter Lake Road
Gem Lake, MN 55110-5231
Dear Ms. Artig Swomley:
We are pleased to submit this letter proposal for the preparation of a feasibility report, development of
construction documents, assistance with the bidding process, and construction administration and
inspection services for the proposed water main extension from Vadnais Heights along Labore Road. The
project includes extending the water main from the planned Vadnais Heights system from Labore Road.
This letter serves as a supplement to the existing Agreement for Professional Services between the City
of Gem Lake, Minnesota (Owner), and Short Elliott Hendrickson Inc. (SEH®) (Consultant) for the provision
of professional services.
SCOPE OF WORK
We understand the scope of the project includes preparing a feasibility report, including a special benefit
appraisal to help the City determine a potential assessable amount. The work will also involve developing
construction plans for approximately 7,000 linear feet of new water main. The proposed improvements
will primarily utilize horizontal directional drilling along the less impactful side of the roadway, with the
main positioned approximately 4 feet off the edge of the road to reduce disturbance.
The new water main will extend from Labore Road approximately 3,100 feet along Goose Lake Road. It
will start again on Goose Lake Rd continue north along Haven Lane to its terminus and separately extend
north along Tessier Road to its end. An additional segment will extend from Goose Lake Road along the
private drive near Labore Road approximately 400 feet south. The project will also include a water main
extension from Labore Road east along Little Fox Lane for approximately 1,200 feet, then continuing
north along Big Fox Road for another 350 feet. Attachment B highlights the proposed project area.
Upon completion of the design phase, we will assist with the bidding process and provide construction
administration and inspection services.
Our scope of work for the Water Main Extension described above would be as follows:
· Perform a topographic survey of the project area for use in preparation of the construction plans. The
survey will include a review of any of the existing infrastructure within the project area to identify
potential conflicts with the proposed improvements.
· Assist City in executing the 429 Assessment Process.
Ms. Gretchen Artig-Swomley
June 11, 2025
Page 2
· Prepare a feasibility report that will identify the proposed improvements, include an estimate of
probable construction costs, a proposed project schedule and a preliminary assessment role.
· Prepare construction plans and specifications for the improvements as described above.
· Coordinate with MnDOT, Ramsey County public works and private utilities to identify conflicts with the
proposed improvements.
· Review construction documents with the City prior to the advertisement for bids.
· Assist the City during the bidding process (advertisement for bids, bid opening, and contract award
processes).
· Construction services will include a representative on site during all relevant construction activities.
· Weekly construction meetings will be held to ensure the contractor remains on schedule
· Preparation of monthly pay app requests.
· Complete all paperwork and correspondence to complete the project closeout including punch lists
and final pay application.
We recommend the subsurface soils investigation and topographic survey identified as part of the design
phase be completed during the report phase. The soils investigation is critical to the design decisions and
cost estimating of the proposed improvements.
COMPENSATION
Based on our understanding of the project and the scope of services described above, SEH proposes to
complete this work for $218,200 which includes $8,250 for the appraisal, $24,000 for a preliminary
geotechnical exploration, and $13,000 for construction material testing. SEH will not exceed this cost
without prior authorization from the City. A detailed breakdown of tasks and fees is shown in Attachment
A along with listed assumptions. Compensation for the services identified in the scope of work will be
made on an hourly basis plus cost of reimbursable expenses.
SCHEDULE
We anticipate starting our services upon your authorization and will coordinate completing our services
per the anticipated project schedule shown below:
· Council orders preparation of feasibility report .................................................... June 17, 2025
· Neighborhood Meeting #1 .................................................................................................... TBD
· Complete topographic survey ....................................................................................... July 2025
· Complete geotechnical investigation ....................................................................... August 2025
· Council accepts feasibility report and calls for Improvement hearing ........ September 16, 2025
· Improvement Hearing ...................................................................................... October 21, 2025
· Prepare construction plans ....................................................................... January - March 2025
· Neighborhood Meeting #2 .................................................................................................... TBD
· Advertise project for bidding .......................................................................... March – April 2025
· Bid Opening ................................................................................................................. April 2025
· Accept Bids and Award Contract ........................................................................... May 19, 2025
· Assessment Hearing ............................................................................................ June 16, 2025
· Construction commence ............................................................................................... July 2025
· Construction complete ........................................................................................... October 2025
Ms. Gretchen Artig-Swomley
June 11, 2025
Page 3
AGREEMENT
You agree to furnish us with full information as to your requirements, including any special or
extraordinary considerations for the Project or special services needed, and also to make available all
pertinent existing information and data that we will need to perform our services.
This letter represents the entire understanding between you and SEH in respect of the Project and may
only be modified in writing signed by both of us. If it satisfactorily sets forth your understanding of our
agreement, please sign the enclosed copy of this letter, in the space provided below, and return it to us.
Sincerely,
SHORT ELLIOTT HENDRICKSON INC.
Dustin Cesafsky Justin Gese, PE
Project Manager City Engineer
(Lic. MN)
dc
x:\fj\g\gemlk\common\proposals\2025 gem lake wm project\ltr agmt 2025 6 11.docx
ACCEPTED THIS ____ DAY OF ______________, 2025
CITY OF GEM LAKE, MINNESOTA
By:
DESIGN AND BIDDING SERVICES PROPOSAL FEE ESTIMATE
GEM LAKE, MINNESOTA
GEM LAKE WATER MAIN EXTENSION
PROPOSAL FOR FEASIBILITY REPORT,FINAL DESIGN, BIDDING SERVICES AND CONSTRUCTION SERVICES
SEH NO. GEM LAKE 185575
NO. TASK
1 FEASIBILITY REPORT PREPARATION
Site review to determine potential route 2 2 2
Obtain mapping & coordination with private utility companies 2 2 4
Perform Topographic Survey on Project Area Streets (approx. 1.5 miles, Phase 1) 2 4 40
Draft/Process preliminary survey 2 3 4
Determine soil boring program with City and geotech consultant 8 2
Prepare Assessment Maps for report (40 parcels) 2 2 4 8
Prepare draft feasibility report 4 8 8
Prepare cost estimate 2 4 2 2
Develop and prepare the assessment roll (Priority 1, Option 1) 4 8 2 2
Host a public open house 2 2 2
Finalize the feasibility report 4 4 4 4 2
2 FINAL DESIGN AND PLAN PREPARATION
Project coordination & administration 4 3
Conduct One Private Utility Coordination Meeting 2 2 4
Update base map with record plan data & private utility facilities 2 6
Create existing sewer/water pipe profiles based on record plan data/field notes 4 4
Finalize watermain layout and create proposed pipe profile 1 8 8
Goose Lake Road Vadnais Heights and Ramsey County coordination 8 4
Prepare Title Sheet 2
Prepare Existing Typical Sections 2
Prepare Water Main Schedule 2 4 6
Prepare General Notes & Statement of Estimated Quantities 1 4
Prepare Detail Sheets 4
Prepare Construction Plan & Profile Sheets (9 SHEETS) 5 9 18
Prepare Erosion Control & Turf Establishment Plan 1 4 4
Submit draft Bidding Documents for City review 1 2
Meeting to review City comments 2 2 2
QA/QC review 4 2
Address Federal comments 60%/90%/95% 2 16 16 16 2
Address City comments & finalize Bidding Documents 2 1 4 2
3 SPECIFICATIONS AND PERMITS
Calculate quantities & prepare Engineer's Estimate 4 4 12
Prepare Specifications (Federal) 4 12 32 16 4
Prepare MDH Watermain Extension Permit Application 1 2
4 BIDDING
Place Ad for Bid 1 1 1
Respond to Contractors Questions & Prepare Addenda 1 2 2
Conduct eBidding 1 2
Tabulate Bids 1
Review Contractor's references & prepare recommendation of award letter 2 2
5 CONSTRUCTION OBSERVATION & ADMINISTRATION
Prepare for/conduct Preconstruction Meeting & prepare/send contracts 1 2 2
Perform construction administration 22 2 2
Conduct weekly construction meetings (11 meetings assumed)11 11
Shop Drawing Review 2 1 4 2
Take preconstuction photos 4
Perform construction staking (watermain) 4 80
Coordinate construction material testing with subconsultant 4 4
Construction observation of public improvements (10 weeks of full-time observation assumed)1 2 400
Conduct final site review/project closeout coordination (federal) 16 24
6 RECORD PLANS 1
Perform Record Plan survey 1 2 6 2
Prepare Record Plans 1 2 4 2
TOTAL HOURS 16 149 12 145 596 8 4 126 40
TOTAL FEE $218,200
ASSUMPTIONS:
1. Proposed improvements are not anticipated to trigger the City's/VLAWMO's permanent Stormwater Management requirements.
2. No easement acqusitions are anticipated to be needed for the proposed improvements.
3. Preparation of Traffic Control Plan will be the Contractor's responsibility.
4. No wetlands will be encountered along the proposed alignment.
6/11/2025
HOURS
PRINCIPAL
ENGINEER
PROJECT
ENGINEER
GRADUATE
ENGINEER
SURVEY
CREW
CHIEF
ADMIN.
SPECIALIST
PROJECT
MANAGER
GIS
ANALYST
LAND
SURVEYO
R
SR.
GEOTECHNICAL
ENGINEER
6/11/2025 2:56 PM X:\FJ\G\GEMLK\Common\Proposals\2025 Gem Lake WM project\Gem Lake Watermain Extension THB_5.19.2025
Attachment A
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Source: Esri, DigitalGlobe, GeoEye, Earthstar Geographics, CNES/Airbus DS, USDA, USGS, AeroGRID, IGN, and the GIS User Community
Ü
Gem Lake Municipal Water SupplyFeasibility Study Update
GEMLK 163931
Date: 3/15/22
Appendix I-1
Gem Lake Municipal Water SupplyPriority Level 1 Option 1Water System
Legend
XW Fire Hydrants
Priority Level 1 Watermain
Diameter (in)
6
8
10
12
Service Connections
Vadnais Heights Watermain
Ramsey Co. Tax Parcels
Currently Served by Vadnais Heights
1,4 Dioxane Detected
1,4 Dioxane Above HBGDRAFT