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HomeMy WebLinkAbout2024 04-16 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 – April 16, 2024 Call to Order of City Council Meeting By Mayor Artig-Swomley at 7:_____ p.m. Call of Roll Artig-Swomley Cacioppo Hynes-Amlee Johnson Lindner Approve Agenda and Minutes • Accept the Agenda for the April 16, 2024, City Council Meeting • Approve the Minutes from March 19, 2024, City Council Meeting Special Presentations/Public Hearings • None Consent Agenda • Resolution #2024-006 April 2024 Donation to White Bear Lake Area Food Shelf • Monthly Financial Report(s) • Claims Committee Reports • Planning Commission Old Business • Newsletter Updates / Topics / Suggestions • Municipal Water Funding Request Update – Kristin Prososki, SEH Community Development Specialist • White Bear Montessori School Conduit Debt Update • City Clerk Compensation Study Results • 2024 Minnesota Municipal Clerks Institute (MMCI) – Year 1 – May 6 - 10 New Business • Fee Schedule Updates • Gem Lake Villas – Seeking permission to place bird houses and duck houses on public land • Gem Lake Trail Reseeding / Tree Planting • Heritage Hall Maintenance o Spring Window Cleaning Quote o Fall Window Cleaning Quote o Holiday Lights Quote o Janitorial Services Quotes o Service Window Quote o Clerk’s Office Door Keypad Quote • 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, May 21, 2024 o Attendance Inquiry • Next City Council Workshop, Monday, May 13, 2024 - CANCELED Performance Review / Pay Discussion – Closed Meeting Council Only Adjournment – The meeting adjourned at ________ City of Gem Lake City Council Meeting Minutes March 19, 2024 1 | Page City of Gem Lake City Council Meeting – March 19, 2024 Meeting Minutes Mayor Gretchen Artig-Swomley called the meeting to order at 7:00 p.m. Councilmembers Jim Lindner, Ben Johnson, and Laurel Amlee were present. Councilmember Len Cacioppo was not present. Also present: City Attorney Kevin Beck, City Treasurer Tom Kelly, Acting City Clerk Melissa Lawrence, Planning Commission Chair Joshua Patrick, White Bear Montessori Head of School Marnie McPherson, Premier Banks White Bear Lake President Doug Schultze and Gem Lake residents Nick Cress, Rick Bosak and Paul Emeott. March 19, 2024, Agenda A motion was introduced by Councilmember Linder to accept the agenda, seconded by Councilmember Johnson. Voice vote taken, all voted yes, motion passes, agenda accepted. Minutes A motion was introduced by Councilmember Lindner, seconded by Councilmember Johnson to approve the February 20, 2024, City Council Meeting Minutes. Voice vote taken, all voted yes, motion carried. A motion was introduced by Councilmember Lindner, seconded by Councilmember Johnson to accept the March 12, 2024, Planning Commission Meeting Minutes. Voice vote taken, all voted yes, motion carried. Special Presentations/Public Hearings None Consent Agenda Resolution #2024-004 March 2024 Donation to White Bear Lake Area Food Shelf Monthly Financial Reports(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 as is, seconded by Councilmember Johnson. Voice vote taken, all in favor, motion carried. Committee Reports Planning Commission Chair Joshua Patrick shared with the Council that three (3) items are being forwarded to the Council for approval. The first being the updated Garbage and Refuse Ordinance No. 45, second being the Agricultural and Wild Animals Ordinance No. 142 which has a newly added a Beekeeping section, and the third being a list of FAQs for the city website on trees and what to do in certain situations. With the help of City Planner Evan Monson and City Attorney Kevin Beck, these documents are suggested for approval by the Council. Mayor Artig-Swomley thanked the Commission, City Planner and City Attorney for their work on these topics over the last several months. Mayor Artig-Swomley also shared that it was brought to her attention that the Commission would like to request to cancel the Tuesday, April 9, Planning Commission meeting. Mayor Artig-Swomley was ok with cancelling the April 9 meeting and would like the Commission to start working on other ordinances in May when the Commission returns. Acting City Clerk Melissa Lawrence has identified several other ordinances posted on the city’s website that need attention. Old Business Newsletter Updates / Topics / Suggestions Mayor Artig-Swomley shared that a current City Newsletter is almost ready to be sent to the printers. There is room for one other story and the mayor would like to include a piece on the White Bear Montessori School, based on the information that will be discussed later in the meeting. Once the piece has been added to the Newsletter it will be sent to all Councilmembers for review before being sent to the printers. City of Gem Lake City Council Meeting Minutes March 19, 2024 2 | Page Gem Lake Clean-Up White Bear Township passed Resolution 24-09 at their February 21, 2024, Town Board meeting authorizing the City of Gem Lake to enter into a joint clean-up day event agreement for the event beginning for fiscal year 2024. The 2024 Clean-Up days are scheduled to take place on Saturday, May 11, 2024, for household hazardous waste collection only from 9 a.m. – 3 p.m., and Saturday, May 18, 2024, for the White Bear Township Spring Cleanup from 7 a.m. – 2 p.m. Both clean-up events will be held at Otter Lake Elementary School. The City of Gem Lake and White Bear Township agree that White Bear Township will charge $10.00 per household to cover the cost of the city’s participation at the May 18, 2024, event. This cost will be charged to the City, not the participants. Resolution #2024-005 2024 Joint Recycling Event with White Bear Township A resolution authorizing the City of Gem Lake to enter into a joint recycling event agreement with White Bear Township for the event beginning for fiscal year 2024 is being presented to the Council for adoption. The motion for adoption of the foregoing Resolution was duly introduced by Councilmember Lindner and supported by Councilmember Johnson, and upon vote being taken thereon, the resolution passed with a vote of 4 in favor and 0 against. Municipal Water Funding Request Update Last year, the City of Gem Lake applied for various state and federal funding programs to subsidize the cost of a municipal water system. This system would potentially serve several homes, generally in the northwest part of the city, where small amounts of the chemical 1,4-dioxane was found in 20-22 wells. The city was recently awarded $959,757 in federal funding through support from Congresswoman Betty McCollum. The current estimated project cost is $6,860,000, meaning the award is roughly 14% of the total project cost. The original request was for $5,488,000, which is 80% of the project cost. Due to the competitive nature of the funding awards, many, if not most, of the project requests received less than applied for, according to Community Development Specialist Kristin Prososki of SEH, the city’s engineering firm. A bonding bill request was submitted in June of 2023 to the Minnesota Legislature and is currently being considered. An outcome on this request is expected this coming May. Based on feedback from Prososki, it was suggested that the city reapply for Community Project Funding through the State of Minnesota, in the amount of $4,528,243. If awarded, the combined federal amount would be 80% of the project cost, which is the maximum that can be obtained. If state bonding bill funds are obtained, they would be part of the required non-federal match. Other possible strategies were also discussed, such as awaiting next steps from the Environmental Protection Agency assigned to oversee funding requests. In the past few years there hasn’t been any immediate need for the community to decide about municipal water or proceed with next steps within a certain deadline. This allows time to find out the results of the Minnesota bonding bill and whether a funding gap remains. SEH has also suggested that the city apply for another round of government earmarks, which are expected to open to applications very soon. Councilmember Lindner introduced a motion to authorize SEH to apply for another round of government funding, seconded by Councilmember Johnson. Voice vote taken, all voted yes, motion carried. Ordinance No. 45 Garbage and Refuse Updates City Planner Evan Monson prepared a memo for the Council regarding Ordinance No. 45. Under the direction of the City Council, the Planning Commission has discussed potential updates to the garbage and refuse ordinance (ordinance 45) over the last few months. The ordinance was adopted in 1983 and has not been updated since. The commissioners reviewed different examples of garbage ordinances from nearby communities, discussed the pros and cons of requiring licenses, and reviewed results of a survey that was sent out by city staff last fall to residents and businesses regarding their garbage hauling service. Based on the results of the survey and direction from the Council, the commissioners focused on updates to the ordinance language to ensure the rules work for the community today. At their March Planning Commission meeting, the commissioners recommended the Council approve the amended ordinance. City of Gem Lake City Council Meeting Minutes March 19, 2024 3 | Page Included with the memo was a redlined draft of the ordinance, as well as a ‘clean’ copy of the ordinance for the Council to review. A summary of the changes includes updated definitions, text revisions, section reformatting, and a section regarding ‘severability and savings was added, as is common/standard practice for ordinances. The Planning Commission recommended that the City Council approve the revised ordinance at the March 19, 2024, meeting. Councilmember Lindner introduced a motion to approve the updated/revised version of Ordinance No. 45, seconded by Councilmember Johnson. Voice vote taken, all voted yes, motion carried. Gem Lake Snow & Ice Policy Final At the January 16, 2024, City Council meeting a temporary snow and ice policy was approved while the city worked to create one more tailored to Gem Lake. A final snow and ice policy that references White Bear Township’s was presented to the Council for approval since White Bear Township manages the city’s snow removal for all city-maintained roads. Councilmember Lindner introduced a motion to adopt the snow and ice policy being presented, seconded by Councilmember Amlee. Voice vote taken, all voted yes, motion carried. This would replace the temporary policy adopted in January. New Business White Bear Montessori Conduit Debt Proposal City Treasurer Tom Kelly explained conduit debt as the IRS allows certain entities to issue debt in the city’s name with the city’s tax exemption status. This debt ends up going against the annual max debt amount the city is allowed to have per year. The city is not liable for the debt, but the business gets a better rate by having it issued in the city’s name. Premier Banks White Bear Lake President Doug Schultze shared that White Bear Montessori School is requesting a $3,000,000 Bank Qualified Education Revenue Note through the City of Gem Lake. This will be conduit financing for the City of Gem Lake, utilizing the City’s bonding capacity. At closing, Premier Bank will purchase the Note, thus assuming all financial and collateral of the transaction. White Bear Montessori School wants to construct a 5,350 sf addition to the existing 16,625 sf Montessori school facility located at 1201 East County Road E in Gem Lake. The new addition will include two (2) large classrooms, two (2) new restrooms, a home economics space, and a music room. The project will also include a hallway connecting to the existing space, plus additional parking and patio space. The hallway will include reinforced walls, ceiling, etc. so it can be used as a tornado shelter, per code. A small portion of the funds will be used for exterior siding and several replacement windows in the existing facility. The debt will have a 6.20% fixed interest rate for five (5) years, repricing at the end of each subsequent five- year (5) period at a fixed rate equal to the then Wall Street Journal Prime Rate minus 2.0%, with a minimum rate of 4.0% for the life of the loan. Mr. Schultze also requested that they have the authority to appoint Bond Council for the proposed issue of bonds of the City of Gem Lake. The Council didn’t see any issue with that. The lawyer handling this debt proposal will reach out with a document requesting they be granted the authority to serve as Bond Counsel. The final step will be to schedule a public hearing for a future meeting once all documents have been submitted for review. Councilmember Lindner introduced a motion to schedule a public hearing, seconded by Councilmember Johnson. Voice vote taken, all voted yes, motion carried. Goose Lake Speed Limit Signs Quote The two (2) speed limit signs installed on Goose Lake Road about ten (10) years ago are unpermitted according to Ramsey County. The sign itself is ok, but the posts are not permitted. To salvage the existing speed signs City Engineer SEH requested a quote to have both replaced with a County approved option. Forest Lake Contracting does a fair amount of work locally and is also the County’s main signage contractor per SEH. A quote in the amount of $6,500.00 was received and presented to the council for consideration. City of Gem Lake City Council Meeting Minutes March 19, 2024 4 | Page Councilmember Lindner introduced a motion to accept the quote from Forest Lake Contracting in the amount of $6,500.00, seconded by Councilmember Amlee. Voice vote taken, all voted yes, motion carried. Sewer Billing Rate Letter Acting City Clerk Melissa Lawrence created a Utility Rate Change letter to send out to all flat rate sewer customers for the changes taking effect in the first quarter of 2024. During the review of all utility billing customers to put together a mailing list for the letter Mrs. Lawrence discovered that there were three (3) properties in Gem Lake that had never been set up to receive utility bills in the Hillary Farm development. This was quite concerning to discover as one of the properties was built as far back as 2005, with the latest of the three (3) being built in 2016. Mrs. Lawrence put together a letter to send to those three (3) properties informing them that they would begin receiving utility bills beginning with the first quarter of 2024. Another concerning issue that was discovered is that there are still three (3) properties on Scheuneman Road that are still not connected to the city sewer. Mrs. Lawrence will work with City Code Enforcement Officer Mike Johnson and City Attorney Kevin Beck on the best way to approach this problem. Gem Lake Website Gem Lake’s website is in need of a refresh. Acting City Clerk Melissa Lawrence had a zoom meeting with Mindy, a web developer from Red Lily Digital that helps manage the website. During this meeting it was brought to Mrs. Lawrence’s attention that one of the versions of WordPress being used to manage the site was no longer supported and outdated. Plugins were also in need of updating to bring current. Mindy suggested that the city move to a more secure hosting platform. Two (2) quotes were received, one (1) for a Gem Lake Hosting Proposal and the other for a Gem Lake Website Build Proposal. Hosting Proposal to Enhance Security Red Lily Digital will set up a new Flywheel ‘Tiny’ account, move Gem Lake’s current database and file system from GoDaddy hosting to Flywheel hosting. (https://getflywheel.com) After the move, Red Lily Digital will test the site to ensure everything was moved successfully. Once final approval is given, the DNS will be updated to point ‘https://www.gemlakemn.com’ to new the Flywheel server. The Flywheel Tiny Plan will cost $150.00 a year and includes one (1) site, five thousand (5,000) monthly visitors, 5GB storage, 20GB of bandwidth, simple SSL certificates, staging site, and nightly backups. Some benefits of hosting with Flywheel include servers and services that are tailored specifically for WordPress. This means the site will experience the highest quality of performance and security because every server is optimized for a single CMS. Automatic nightly backups which store backups of the city’s site on a separate server for 30 days. Free malware cleanup, maximum security against hackers and malware, flycache, auto-healing technology, and lightning-fast, reliable performance are included. The quote for the project includes activating the new Flywheel Tiny Plan for $150.00 a year and an estimated 4 hours of time and materials at $80/hour to equal an estimated $320.00. The total estimated cost of the project is $470.00. Mayor Artig-Swomley shared a request from Councilmemebr Cacioppo who was unable to make the meeting that Acting City Clerk Melissa Lawrence send him a list of all the plugins currently being used for the city’s website. Councilmember Lindner introduced a motion to accept the estimated quote of $470.00 to update the city’s hosting, seconded by Mayor Artig-Swomley. Voice vote taken, all voted yes, motion carried. Future Website Redesign Proposal for 2025 After approval on the site architecture, Red Lily Digital will begin creating a unique, custom concept for creative direction for the site, incorporating the Gem Lake color scheme, logo, and brand elements. Red Lily Digital will design key page types showing variations in the design City of Gem Lake City Council Meeting Minutes March 19, 2024 5 | Page patterns to be used site wide. Red Lily Digital will present and discuss initial layouts with Gem Lake, and Gem Lake will have the opportunity to direct changes. Red Lily Digital will then revise these layouts, incorporating Gem Lake feedback, and create layouts for additional unique page types to be used throughout the website. Red Lily Digital will integrate WordPress, a fully featured, open-source Content Management System (CMS) with a WYSIWYG editor, allowing Gem Lake admin users to log in and make updates to website pages/articles and sidebar/repeating elements, including text, links, images, forms, downloadable files, SEO/Meta content, and navigation (including publishing and unpublishing pages), via a web browser. The website is in need of a rebuild, and Mayor Artig-Swomley would like to budget for it in 2025. The quote given includes a custom word press website for $6,000.00 (estimated 75 hours; time and materials $80/hour). Some optional choices to implement include: • Accessibility (ADA) Compliance-Related Functionality via accessiBe for $490.00/year • Setup and install of accessiBe for $160.00 (estimated 2 hours; time and materials $80/hour) • GDPR and CCPA Compliance-Related Functionality via Complianz for $320.00 (estimated 4 hours; time and materials $80/hour) • Additional Requests (AD Hoc or Project-based) at $80/hour Mindy will honor the proposal until January 2025 for planning purposes. Council Pay Discussion Acting City Clerk Melissa Lawrence noticed while reviewing ordinances that the council pay has not been reviewed since 2014. City Council pay can only be reviewed in an election year (every 4 years), and this happens to be an election year. Any changes would not take effect until January 1, 2025. Mrs. Lawrence shared some examples of Council pay from neighboring cities. Councilmember Lindner feels that an increase might encourage others to run for office. Mayor Artig-Swomley would prefer that no changes be made. At this time the Council would like to table the discussion on this topic and revisit it later in the year. Councilmember Amlee introduced a motion to table the discussion on council pay, seconded by Councilmember Lindner. Voice vote taken, all voted yes, motion carried. City Clerk Pay Parameter Review / Annual Review In 2023 the Council expressed interest in having a compensation study completed to ensure that the one (1) position the city offers is being compensated fairly compared to others in the industry and to create a compensation structure. Acting City Clerk Melissa Lawrence contacted MRA to complete this study, who recently completed one for White Bear Township. A quote was received for a total of up to $580.00. Councilmember Lindner introduced a motion to accept the quote for a compensation study, seconded by Councilmember Johnson. Voice vote taken, all voted yes, motion carried. Acting City Clerk Melissa Lawrence’s annual review is set to take place at the end of March which lines up with the anniversary of her start date. Mayor Artig-Swomley shared with the Council that an email will be sent with an employee evaluation form for everyone to supply feedback if they would like to contribute to the review process. Results of the review and proposed results will be the subject of a closed meeting with the Council at the April Council meeting. Gem Lake Tree FAQ Sheet City Attorney Kevin Beck created a FAQ sheet of common questions that property owners may have when it comes to trees on private property. The Planning Commission reviewed these common FAQs and suggested approval to be added to the city’s website to the Council. The Council reviewed the FAQs and felt that it was a good list and to add it to the website. Acting City Clerk Melissa Lawrence will work on getting it added to the website. City of Gem Lake City Council Meeting Minutes March 19, 2024 6 | Page Ordinance No. 142 Agricultural and Wild Animals Beekeeping Section Many communities in the Twin Cities metropolitan area have an ordinance regulating beekeeping, whether it be prohibited, permitted with regulations, or permitted in any case. Beekeeping is typically regulated as a permitted use within a community’s zoning ordinance, as a separate ordinance, or within the community’s ordinance that manages agricultural animals and activities. Gem Lake’s ordinances do not mention bees, giving the city the opportunity to either allow or prohibit beekeeping, and determine what permits and requirements are appropriate if the city decides to allow beekeeping. At the February 13th Planning Commission meeting, the commissioners reviewed beekeeping ordinances from cities and townships in the metropolitan area. Commissioners recommended allowing beekeeping as an activity within the city and discussed how they would like to see beekeeping regulated in Gem Lake. The recommendation was for beekeeping regulations to be placed within the ‘Agricultural and Wild Animal Ordinance,’ No. 142. The Minnesota Hobby Beekeepers Association has a model ordinance for beekeeping. The proposed additions to Ordinance 142 are derived from this model ordinance, as well as the beekeeping ordinances adopted by the cities of St. Paul Park, Shakopee, and White Bear Lake. A summary of the proposed additions and changes to Ordinance No. 142 include the addition of beekeeping related terms, beekeeping operations, permitted operations such as location requirements, colony density, and standards of practice, and permitting and inspections. At the March 12th Planning Commission meeting, the commissioners reviewed and discussed the proposed changes to Ordinance No. 142. The Planning Commission unanimously recommended the draft to the City Council for approval of the proposed Ordinance No. 142 permitting beekeeping. The Council reviewed the proposed ordinance addition and liked that it was derived from the Minnesota Hobby Beekeepers Association model ordinance. Councilmember Lindner introduced a motion to approve the suggested additions to Ordinance No. 142, seconded by Councilmember Johnson. Voice vote taken, all voted yes, motion carried. Future Charitable Gambling Donations White Bear Lake Emergency Food Shelf Mayor Artig-Swomley suggested that the Council make a donation in April in the amount of $1,000.00 to the White Bear Lake Emergency Food Shelf. Councilmember Lindner introduced a motion to request a donation in the amount of $1000.00 for the White Bear Lake Emergency Food Shelf, seconded by Councilmember Johnson. Voice vote taken, all voted yes, motion carried. Following the award of any scholarships in May, it was discussed that the food shelf donation could return to $1,500.00 monthly if possible. Community Outreach to Other Cities and Government Bodies City Attorney Kevin Beck sent a letter to the City of White Bear Lake regarding the additional charges for the building upgrades and at this time he has received a response. White Bear Lake does not agree with the statements in the city’s letter and claims that the city knew this charge would be coming. Mr. Beck is hoping to have a discussion with White Bear Lakes lawyer before the April meeting. Mr. Beck also shared that he heard from the City of Vadnais Heights, and they may have a decision in May regarding Gem Lakes proposal. Councilmember Lindner shared that he is once again the chair of VLAWMO Board of Directors. Councilmember Johnson had some information to share regarding the County Road E corridor project involving Gem Lake, Vadnais Heights and The City of White Bear Lake. A vote was taken to approve the recommendation of Civic Brand out of Texas for the RFP request. The first kickoff meeting is set to take place on March 25 where the discussion on brand strategy will take place to combine the three (3) communities. Phase two (2) is just getting started. City of Gem Lake City Council Meeting Minutes March 19, 2024 7 | Page Presentations from the Public, 2 Minutes Maximum Premier Banks White Bear Lake President Doug Schultze is a White Bear Township resident and was curious if any of the Councilmembers have noticed Gem Lake trees being cut down without permission due to emerald ash borer (EAB) disease and then being billed to the property owners. He was curious if there was a process in place to let residents know that this could happen. Currently the Council and city staff have not heard of this happening. Open Items for Council Members to Bring Up Mayor Artig-Swomley has a few items to share with the Council. There are two (2) entry post signs ready to go in the ground along the Gem Lake trail. Resident Kim Anderson-Uzpen, a master gardener, recommended reseeding along the trail. Acting City Clerk Melissa Lawrence hopes to have a quote available at the April meeting. Gem Lake Hills Golf Course is working on doing some expansion. Acting City Clerk Melissa Lawrence is working on pulling together a list of ordinances that the Planning Commission can begin to review and is also requesting a window cleaning quote for Heritage Hall. Future Council Meetings City Council, Tuesday, April 16, 2024. City Council Workshop, Monday, April 8, 2024, is CANCELED. Attendance Inquiry At this time all Councilmembers in attendance will be at the March meeting. Adjournment Being there no further business, following a motion from Councilmember Lindner, seconded by Councilmember Johnson, the meeting adjourned at 8:04 p.m. Respectfully submitted, Melissa Lawrence City of Gem Lake, MN Resolution No. 2024-006 April 16, 2024 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 March 19, 2024 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 $1,000.00 to support the White Bear Lake Area Food Shelf for the month of April 2024. 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. Melissa Lawrence April 16, 2024 Melissa Lawrence, Acting City Clerk Date Water Supply Funding Update City of Gem Lake March 19, 2024 Community Project Funding •City recently awarded $959,757 in federal funding through support from Congresswoman Betty McCollum •Current estimated project cost is $6,860,000 ‒Amount awarded is roughly 14% of the total project cost ‒Original request was $5,488,000, which is 80% of the project cost ‒Very competitive funds, many projects receive less than the initial request Additional funding strategy •Bonding bill request was submitted in June of 2023 and is currently being considered in the legislature ‒Original request was full funding of $6,860,000 ‒Outcomes are typically known by the end of May •Suggest reapplying for Community Project Funding in the amount of $4,528,243 ‒If awarded, the combined federal amount would be 80% of the project cost, which is the maximum •If Minnesota bonding bill funds are awarded, they will be part of the required non-federal match Next Steps •Await next steps from the Environmental Protection Agency (EPA) staff assigned to oversee the funding ‒In the past few years there hasn’t been any immediate need for a community to make a decision or proceed with next steps by a certain deadline ‒Allows the City time to find out the results of the Minnesota bonding bill and whether a funding gap remains •Discuss applying for another round of earmarks, expected to open very soon ‒No resolution required but want to ensure City is comfortable with applying for $4,528,243 in additional funding Position Compensation Summary of GL24-01 Cristy Ad Hoc 23 Administrative Assistant / City Clerk 1 | Report Date: Apr 5, 2024 Internal Data Job Code GL24-01 Job Code Key Cristy Ad Hoc 23 Job Title Administrative Assistant / City Clerk # of ees Structure Cristy Ad Hoc 23 Grade n/a Base Salary Amt Avg Min Mid Max Market Base Range 39,828 46,278 51,485 57,931 10th 25th 50th 75th Pricing Details 44,190 49,134 50,576 55,314 44,293 49,443 50,885 55,623 48,271 53,563 54,063 58,705 48,413 53,563 54,771 59,606 49,503 54,919 57,055 64,284 50,128 54,919 57,487 64,845 Market Base Salary Market Total Cash 1 1 1 1 1 1 25th 50th Avg 75th 25th 50th Avg 75th 1 1 1 Administrative Assistant II (Senior)20200 National Data; Profit Status: Not-For-Profit CompData Benchmark Pro - National - April, 2023 1089 cos, 12993 ees, USD, eff 2023-04-01 Secretary/Administrative Assistant - Experienced Para-Professional (S2)AFS.01.020.S20 Employee Location (Workplace) - State: Minnesota Mercer Metro Benchmark - North Central, 2023 82 cos, 399 ees, USD, eff 2023-04-01 Administrative Assistant II (Experienced)16011 Minnesota; Minneapolis/St. Paul Metro Area MRA Benchmark, 2023 49 cos, 287 ees, USD, eff 2023-01-01 Survey Job Match Adj Geo Wgt Position Compensation Summary of GL24-01 Cristy Ad Hoc 23 Administrative Assistant / City Clerk 2 | Report Date: Apr 5, 2024 43,150 48,323 48,220 53,418 43,150 48,739 48,326 53,558 46,278 51,485 52,478 57,931 46,496 51,666 52,867 58,408 1 1 Survey Job Description Administrative Assistant II (Senior)20200 COMPD-BEN-APR23 Provides general secretarial and administrative support to a department or group of professionals under general supervision. Performs work that is varied and generally administrative or project oriented. Requires a broad understanding of organization operations, organizational procedures, and personnel. Handles confidential and sensitive material. Makes some independent decisions regarding planning, organizing, and scheduling work. Associate's degree required and five years experience. JOB FAMILY: General Office. Secretary/Administrative Assistant - Experienced Para-Professional (S2)AFS.01.020.S20 MER-MBC-NC23 Secretary/Administrative Assistant work is focused on supporting individuals, small teams or departments (vs. the entire office) including: Document editing, proofing, formatting, and production; Data entry and paper/electronic document filing/archiving; Scheduling/coordinating meetings, diaries, and travel arrangements; Receiving/relaying telephone messages from internal and external sources. FAMILY NAME: Administration, Facilities & Secretarial. FAMILY DESCRIPTION: This job family coordinates, integrates and administers a range of diverse administrative or staff functions. Areas of responsibility include delivering secretarial, administrative and related support services to the organization; managing reception, greeting guests/visitors, issuing security passes, receiving and relaying telephone messages from internal and external sources; providing office mailroom support; vehicle fleet administration; document management; managing, planning, repairing and maintaining the organization's facilities and assets; maintaining buildings, facilities, and grounds in clean/hygienic condition; ensuring safety and security of the organization’s employees, clients, visitors and property; and managing the operations of the library network and associated services. SUBFAMILY NAME: Administration & Secretarial. SUBFAMILY DESCRIPTION: Positions in this sub-family are responsible for providing administrative and secretarial services to the organization. Activities include producing documents, collecting, recording, sorting and filing information, handling mail, preparing routine reports, making travel arrangements, arranging appointments, responding to inquiries, data entry, and operating office equipment. Also includes responsibilities for reception/telephone/switchboard and greeting visitors. CAREER STREAM NAME: Para-Professional/ Support. CAREER STREAM DESCRIPTION: Individual contributors provide organizational related support or service (administrative or clerical) OR roles operating in a “hands on” environment in support of daily business activities (e.g. , technical, production or craft levels). The majority of time is spent in the delivery of support services or activities, typically under supervision. Work typically requires a high school degree or 1-2 year vocational training / associates degree. CAREER LEVEL NAME: S2 Experienced Para-Professional. CAREER LEVEL DESCRIPTION: An Experienced Para-Professional (S2) requires basic knowledge of job procedures and tools obtained through work experience and may require vocational or technical education. Responsibilities typically include: Works under moderate supervision. Problems are typically of a routine nature, but may at times require interpretation or deviation from standard procedures. Communicates information that requires some explanation or interpretation. Administrative Assistant II (Experienced)16011 MRA-BEN23 Experienced level administrative assistant job. The job typically requires high school graduate level reading, communication, math and problem solving skills and 3+ years of experience, or equivalent. Incumbents perform administrative support work; specific duties vary with department(s) assigned. Assists the department or function manager and other department or function staff by performing a variety of support duties, such as conference or meeting planning, preparing complex documents or coordinating activities. Collects, compiles, records or otherwise gathers data and prepares standard and custom reports with information necessary for decision-making. Incumbents typically use computer applications for word processing, spreadsheets, databases, graphics, web page content preparation or scheduling. Other skills may include use of a programmable telephone system, audiovisual equipment or the internet. Incumbents must have the ability to exercise independent judgment and discretion. Incumbents make non-routine choices within established guidelines, with minimal supervision. JOB FAMILY: Administrative. 1Administrative Services - Intermediate (Business Support)AAS-U2 Profit Status: Not-for-profit; State: Minnesota WTW General Industry Mid-Mgmt, Prof & Support TAC Version, 2023 12 cos, 440 ees, USD, eff 2023-04-01 Overall Composite Position Compensation Summary of GL24-01 Cristy Ad Hoc 23 Administrative Assistant / City Clerk 3 | Report Date: Apr 5, 2024 Administrative Services - Intermediate (Business Support)AAS-U2 TW-MMPS-TAC23 Provides various office and location support activities. Identifies, enhances and follows specific processes and procedures to maximize the efficiencies of the business to which the support is being provided; ensures the correct functioning of facilities, office and/or business support services. LEVEL: Intermediate (Business Support) (U2). ALIGNS WITH: Global Grades 05 and 06. Has working knowledge and skills developed through formal training or work experience. Works within established procedures with a moderate degree of supervision. Identifies the problem and all relevant issues in straightforward situations, assesses each using standard procedures and makes sound decisions. Global Grade 06 Differentiators: Has prior relevant training or related work experience. Performs routine tasks following specific instructions or under close supervision. Work is clearly defined and completed according to instruction. Global Grade 05 Differentiators: Has limited prior relevant training or work experience. Has limited discretion to vary from established procedures. NOTE: Treat as a rollup job. DO NOT MATCH FOR PURPOSES OF PARTICIPATION. 2024 Minnesota Municipal Clerks Institute Agenda Holiday Inn & Suites, St. Cloud (See Whova for more details) Monday, 6:00 – 7:00 PM: Welcome Social Thursday, 6:45-9:00 PM: Banquet Continental Breakfast, Breaks, & Registration – Pre-Function Hot Meals & Banquet – Celebration Room Combined Sessions in Minnesota Ballroom for Years One, Two, & Three - Thursday, 2:45 – 5:45 PM YEAR ONE – Huskies Room Sunday, May 5 Monday, May 6 Tuesday, May 7 Wednesday, May 8 Thursday, May 9 Friday, May 10 4:30-7:00 PM – Early On-Site Registration 7:00-7:30 AM – Continental Breakfast 7:00-7:30 AM – On-Site Registration 7:30-7:45 AM – MN Ballroom WELCOME/INTRODUCTION TO THE INSTITUTE Kassidi Andres, MN Institute Director Margaret Webb, MCFOA Institute Comm Chair 7:45-10:30 AM Open Meeting Law (Melissa Manderschied) 10:30 AM BREAK 10:45 AM-12:30 PM Elected Officials (Kyle Hartnett) 7:00-7:30 AM – Continental Breakfast 7:30-10:30 AM Fund Accounting & Budget Preparation Pt I (Jessi Sturtz & Julie McMackins) 10:30 AM BREAK 10:45 AM-12:30 PM Fund Accounting & Budget Prep. Pt II, Round Table (Kary Tillmann) 7:00-7:30 AM – Continental Breakfast 7:30-10:30 AM Minute-Taking, Meetings, Parliamentary Procedure (Amber Eisenschenk) 10:30 AM BREAK 10:45 AM-12:30 PM Effective Interpersonal Communication (Laine Larson) 7:00-7:30 AM – Continental Breakfast 7:30-10:30 AM Intergenerational Comm (Scott Nelson) 10:30 AM BREAK 10:45 AM-12:30 PM Liquor Licensing (Mike McManus & Kellie Murray) 6:30-7:30 AM – Breakfast Buffet in Celebration Room 7:30-10:15 AM Elections Training (David Maeda) 10:15 AM BREAK 10:30 AM-12:45 PM HR Issues & Approaches (Donyelle Mikacevich) Adjourn 12:45 PM (Assessment Deadline: Monday, May 13th at 11:59 PM) 12:30-1:15 PM - LUNCH Celebration Room 12:30-1:15 PM - LUNCH Celebration Room 12:30-1:15 PM - LUNCH Celebration Room 12:30-1:15 PM - LUNCH Celebration Room 1:15-2:45 PM Building Relationships with Decision Makers (John Eller) 2:45-3:00 PM BREAK 3:00-5:30 PM Key Employment Law Issues (Betsey Lund Ross) 6:00-7:00 PM – Welcome Social Celebration Room 1:15-3:30 PM Capital Planning & Budgeting (Nick Anhut & Dan Tienter) 3:30 PM BREAK 3:45-5:30 PM Working w/Vol. Fire Depts (Troy Walsh) 1:15-3:30 PM Effective Listening (Laine Larson) 3:30 PM BREAK 3:45-5:30 PM Fundamentals Of Data Practices (Corrine Heine) 1:15-2:30 PM Minnesota Property Taxes (Darren Esser, Kristie Strum, and Bill Sparks) 2:30 PM BREAK 2:45-5:45 PM Municipal Issues (Scott Nelson) 6:45-9:00 PM Banquet in Celebration Room Mailing Address Listed Below Roxann Neu: reneu@stcloudstate.edu, 320-308-4962, Registration Specialist St. Cloud State University Professional and Continuing Education / PACE Invoice No. MMCI.09.2024/217885-9387 355 5th Avenue South St. Cloud, MN 56301-4498 Invoice Date: March 27, 2024 Payment due: April 27, 2024 Bill to: Melissa Lawrence City of Gem Lake 4200 Otter Lake Rd Gem Lake MN 55110 Description Unit Price 2024 Minnesota Municipal Clerks Institute (MMCI) May 6-10, 2024 Melissa Lawrence - $100 MCFOA Grant Purchase Order Number: Invoices not paid within 30 days of invoice date will incur a $25.00 late payment fee. Thank you! $560.00 - $100.00 Total $ 460.00 Please make check payable to St. Cloud State University Mail payment to: SCSU Welcome Center 355 5th Ave S Attn: Roxann Neu St. Cloud, MN 56301 Please reference your payment with the Invoice Number MMCI.09.2024/217885-9387 Office Use Only Deposit funds to 217885-9387 Holiday Inn St. Cloud 75 S 37th Avenue St. Cloud, MN United States 56301 View More Reservation Details Thank you for booking with Holiday Inn Hotels & Resorts.View with Images Make a Reservation | IHG One Rewards | Need Help? Hotel Front Desk: 13202539000 Email: higuestservices@sandcompanies.com Guest Name: Melissa Lawrence Check In: Check Out: 05 May 2024 — 10 May 2024 4:00 PM 11:00 AM Rooms: Adults: 1 1 Modify Reservation Customer Care Property Overview Download the IHG App Ground Transportation Cancel Reservation Your confirmation number is: 48086898. Select your preferences beforeyour stay. 1 King Bed Standard Rate Type: Mmci -- Minnesota Mu Number of Rooms: 1 Room Rate Per Night: Sun 05 May 2024 - Fri 10 May 2024 $109.00 (USD) Total Taxes:$70.20 (USD) Estimated Total Price:$615.20 (USD) Rate Description: ANYONE CAN BOOK RESERVATIONS Pet Policy: Our property does not allow pets. Unauthorized pets will incur a pet fee. Service animals are welcome at no charge but any damages to rooms will incur minimum 150 dollars Weapon Policy: † This hotel does not allow any guns on its premises. This prohibition includes concealed and openly carried handguns. Discover your new benefits Estimated Earnings: 5450 IHG REWARDS POINTS Things to do Make the most of your stay, check out local information and nearby attractions. See What’s Local Places to Dine Explore St. Cloud dining and restaurants in the nearby area. See What’s on the menu From:Jo Wilson To:Melissa Lawrence Subject:Written permission for bird houses Date:Sunday, April 7, 2024 3:26:29 PM Caution: This email originated outside our organization; please use caution. Melissa We are asking for written permission from the city to put two small bird houses (house wrens) in the city property just beyond our property. See attached picture. The white bird house is easy to see but the gray one is a bit hidden. We are asking for written permission as we are on the HOA board and on the ACC committee and want to set an example to others to do things correctly and with permission as stated in our newly updated rules and regulations We would also like to make and add two wood duck houses to put on the edge of the water on the pond behind our house. Neither of these houses would attract geese. Thank you in advance for your consideration of this request. We look forward to hearing from you soon. Thank you JoAnne and Jim Wilson 42 Summit Farm Lane Thank You for the Opportunity to Provide you with a Free Service Es Ɵmate! Here are a few reasons we believe we are the best choice to serve you! :  We are a Local, Family Owned Business and we have the same ownership as when we started in 2008!  Our team members go through a 4-6 week training program and are incenƟvized to do quality work!  We are insured, bonded and background checked; We only hire people we would trust in our own homes!  We include everything most people want in our standard pricing ( including a complimentary wipe of your screens and lower sills* ). Some companies reel you in with a great “price” but then start up-selling these extra items. With that said, we can always take either of those off and reduce the price OR price out a detailed service if you would like more aƩenƟon paid to these items!  We are nose-to-glass only. This means that we do not use any poles, water fed systems or any means other than the good old fashioned ladder and squeegee!  We do not use any razor blades. Many window cleaners use razor blades as a default tool in their cleaning process. Almost every window manufacturer has forbid their use at this point. On top of that, when you sign their work order, you are likely signing that they will not be held responsible for any damage to your windows resulƟng from their decision to use a razor blade. Did you know all the ways we can save you money on your service?  We offer Group/Neighborhood discounts! o 2-6 homes receives a 10% discount o 7-15 homes receives a 15% discount o 16+ homes receives a 20% discount  We offer Frequency Discounts! o The more oŌen you want your windows cleaned; the bigger the discount!  We offer an addiƟonal 3% discount if you pay for your service on the Same Day with a Check! (Cash and credit cards are not eligible for this discount) We would LOVE the Opportunity to Earn Your Business! Please call / text (763) 300-9245 or email at Mail@SqueegeeMagic.com to ask quesƟons or to schedule your appointment! *Complimentary sill service typically gets about 80-95% of dirt/debris out pending style of sill and how dirty they are; Detailing is available upon request for an addi Ɵonal charge. **Please note that addiƟonal charges may apply for removal of paint/varnish/stain/tape residue/construcƟon residue or any other stubborn residues that are discovered during the cleaning. We do the best we can to discover these issues during the esƟmate but these can be very difficult to see prior to beginning work as these things can hide in dirt! We will NOT remove, or charge, for these issues without your approval. Customer Info.Service Location Job Info. Name: Phone: Alt 1: Alt 2:Cross Street: Order Group: Order SubGroup: QTY Description Price Amount Notes: Thank you for your business Date Printed: Signature Date: SUBTOTAL TAX TOTAL PAYMENTS RECD CUR. BALANCE PAYMENT AMT. PAYMENT TYPE REF. NO. BALANCE DUE Start End Order No.Date Technician: Sales Rep: 52147 City of Gem Lake (651) 747-2792 4200 Otter Lake Rd White Bear Lake, MN 55110 Jake Norling Work Order $378.23 $378.23 DISCOUNT $42.03 All In/Out cleanings include a complimentary wipe of the screens and window sills. Please note that our complimentary wipe usually gets about 80-90% of the dirt out. Detailing is available upon request for an additional charge. Payment is due in full and/or must be postmarked within 30 days of the date work is performed. If payment is not submitted subject to these terms a $35 late fee will be added to the invoice total. 1 358.00 322.20Single Pane In/Out - REQUESTED SCENARIO- EXCLUDE THREE PANES THAT ARE FROSTED- ONE OFFICE AND TWO BATHROOM PANES; Inside & Out Inc a free screen and lower window sill wipe, typically removing 80-95% of dirt. Detailing is available for an extra charge. Please raise blinds before our arrival; we can open them but can't be responsible for any damage. 1 Interior Glass - This includes the second interior entrance glass wall and door, the two 62.26 56.03 picture windows walking in the front entrance on the left and right, the three doors to the left, the two big picture windows to the left. Two small panes on the French doors on the right walking in from the entrance. 3/27/2024 ADDITIONAL GRAND TOTAL Squeegee Magic (763) 300-9245 www.squeegeemagic.com 4/24/2024 12:15 PM 2:15 PM 8625 Jefferson Hwy Osseo, MN 55369 By signing below, you are agreeing to Squeegee Magics' terms of work. These terms are posted on our website at www.SqueegeeMagic.com as well as emailed to you upon making your appointment. Thank You for the Opportunity to Provide you with a Free Service Es Ɵmate! Here are a few reasons we believe we are the best choice to serve you! :  We are a Local, Family Owned Business and we have the same ownership as when we started in 2008!  Our team members go through a 4-6 week training program and are incenƟvized to do quality work!  We are insured, bonded and background checked; We only hire people we would trust in our own homes!  We include everything most people want in our standard pricing ( including a complimentary wipe of your screens and lower sills* ). Some companies reel you in with a great “price” but then start up-selling these extra items. With that said, we can always take either of those off and reduce the price OR price out a detailed service if you would like more aƩenƟon paid to these items!  We are nose-to-glass only. This means that we do not use any poles, water fed systems or any means other than the good old fashioned ladder and squeegee!  We do not use any razor blades. Many window cleaners use razor blades as a default tool in their cleaning process. Almost every window manufacturer has forbid their use at this point. On top of that, when you sign their work order, you are likely signing that they will not be held responsible for any damage to your windows resulƟng from their decision to use a razor blade. Did you know all the ways we can save you money on your service?  We offer Group/Neighborhood discounts! o 2-6 homes receives a 10% discount o 7-15 homes receives a 15% discount o 16+ homes receives a 20% discount  We offer Frequency Discounts! o The more oŌen you want your windows cleaned; the bigger the discount!  We offer an addiƟonal 3% discount if you pay for your service on the Same Day with a Check! (Cash and credit cards are not eligible for this discount) We would LOVE the Opportunity to Earn Your Business! Please call / text (763) 300-9245 or email at Mail@SqueegeeMagic.com to ask quesƟons or to schedule your appointment! *Complimentary sill service typically gets about 80-95% of dirt/debris out pending style of sill and how dirty they are; Detailing is available upon request for an addi Ɵonal charge. **Please note that addiƟonal charges may apply for removal of paint/varnish/stain/tape residue/construcƟon residue or any other stubborn residues that are discovered during the cleaning. We do the best we can to discover these issues during the esƟmate but these can be very difficult to see prior to beginning work as these things can hide in dirt! We will NOT remove, or charge, for these issues without your approval. Customer Info.Service Location Job Info. Name: Phone: Alt 1: Alt 2:Cross Street: Order Group: Order SubGroup: QTY Description Price Amount Notes: Thank you for your business Date Printed: Signature Date: SUBTOTAL TAX TOTAL PAYMENTS RECD CUR. BALANCE PAYMENT AMT. PAYMENT TYPE REF. NO. BALANCE DUE Start End Order No.Date Technician: Sales Rep: 52170 City of Gem Lake (651) 747-2792 4200 Otter Lake Rd White Bear Lake, MN 55110 Jake Norling Work Order $200.70 $16.81 $217.51 DISCOUNT $22.30 All In/Out cleanings include a complimentary wipe of the screens and window sills. Please note that our complimentary wipe usually gets about 80-90% of the dirt out. Detailing is available upon request for an additional charge. Payment is due in full and/or must be postmarked within 30 days of the date work is performed. If payment is not submitted subject to these terms a $35 late fee will be added to the invoice total. 1 223.00 200.70Single Pane Out Only - Outside Only Inc: Exterior Screens & Ext Sills. For SLIDE-OPEN windows, screens NEED to be removed from the inside. Please raise blinds before our arrival; we can open them but can't be responsible for any damage. 10% discount 3/27/2024 ADDITIONAL GRAND TOTAL Squeegee Magic (763) 300-9245 www.squeegeemagic.com 9/19/2024 10:30 AM 11:30 AM 8625 Jefferson Hwy Osseo, MN 55369 By signing below, you are agreeing to Squeegee Magics' terms of work. These terms are posted on our website at www.SqueegeeMagic.com as well as emailed to you upon making your appointment. Customer Info.Service Location Job Info. Name: Phone: Alt 1: Alt 2:Cross Street: Order Group: Order SubGroup: QTY Description Price Amount Notes: Thank you for your business Date Printed: Signature Date: SUBTOTAL TAX TOTAL PAYMENTS RECD CUR. BALANCE PAYMENT AMT. PAYMENT TYPE REF. NO. BALANCE DUE Start End Order No.Date Technician: Sales Rep: 52006 City of Gem Lake (651) 747-2792 4200 Otter Lake Rd White Bear Lake, MN 55110 Terra Pavelka Estimate DISCOUNT Please Note that the minimum total price for any lighting installation is $595+tax after any discounts. Pricing may change if rooflines are installed after snow is on the roof. Please ask for details! 1 712.50 712.50Holiday Lighting Display - Front roofline outlined in C-9as highlighted in GREEN; 114’ 1 Holiday Lighting Display - Left roofline outlined in C-9 asl highlighted in YELLOW; 62’387.50 387.50 4 Holiday Lighting Display - Two front pillars wrapped in mini lights highlighted in BLUE; 4 25.00 100.00 strands, 2 per pillar; ** DISCOUNT OF 25% BEGINS IN AUGUST.** 3/27/2024 PAYMENTS RECD CUR BALANCE Squeegee Magic (763) 300-9245 www.squeegeemagic.com Benjamin Whiteis 3/21/2024 8:50 AM 9:55 AM 8625 Jefferson Hwy Osseo, MN 55369 For All TREE estimates, please note that we assume a certain number of strands while estimating. We can add more lights or take away lights/increase spacing to adjust the price! Exhibit A © 2024 Coverall Health-Based Cleaning System. Confidential Information. Proposal Page 1 Customized Service Plan and Proposal Prepared for: City of Gem Lake 4200 Otter Lake Road Gem Lake, MN 55110 By: Chris A. LaBreche Franchise Dev. Consultant Date: March 26, 2024 www.coverall.com Exhibit A Initials: / Proposal Page 2 © 2024 Coverall Health-Based Cleaning System. Confidential Information. March 26, 2024 City of Gem Lake Melissa Lawrence 4200 Otter Lake RD Gem Lake, MN 55110 Melissa, Thank you for meeting with me this morning about your cleaning program and your business needs. Based on our discussion, I’ve created a service agreement proposal. Please review the attached documents to see exactly how the Coverall® Program will improve your facilities appearance for everyone. Thank you again for the opportunity to present this customized Service Plan. The entire Coverall team looks forward to the next steps! Respectfully, Chris A. LaBreche Franchise Development Consultant (952) 814-1010 | (612) 286-7880 (mobile) Christopher.LaBreche@coverall.com Exhibit A Initials: / Proposal Page 3 © 2024 Coverall Health-Based Cleaning System. Confidential Information. Coverall Service Plan The Coverall® Program has been customized to meet your requests and requirements for a clean, healthy work environment. The details of your Service Plan are documented below. Company: Phone: Contact: City of Gem Lake (651) 747-2792 Melissa Lawrence Email: melissa.lawrence@gemlakemn.org Address where service will be performed: Frequency of Regular Service: Total Cleanable Area: Areas to be serviced: Entrance Area – 1x week Office Areas – 1x week Office Restrooms (2) – 1x week Corridors– 1x week Meeting Hall – 1x week Conference Room – 1x week 4200 Otter Lake RD, Gem Lake, MN 55110 1x per week 2000 square feet Exhibit A Initials: / Proposal Page 4 © 2024 Coverall Health-Based Cleaning System. Confidential Information. Regular Services included in your Service Plan: The following tasks will be included in your Service Plan and delivered by a trained and certified Coverall Franchised Business using the Coverall® Program. Dusting and Disinfecting Over the years we've learned that there's more to cleaning than just appearance. The Coverall® System leads the industry in cleaning at a deeper level to help reduce the spread of illness- causing germs. INCLUDED TASKS FREQUENCY Damp Wipe and Disinfect Surfaces - Detail Clean Thoroughly dust and clean accessible horizontal and vertical surfaces, fixtures and office furniture such as file cabinets, desks, credenzas, counter tops, sinks, display units, and window sills. 1x per week Damp Wipe and Disinfect High Touch Points Clean and disinfect high touch points such as light switches and door knobs. Clean both sides of main entrance glass doors. 1x per week Damp Wipe and Disinfect Counters and Sinks Damp wipe and disinfect counters and sinks in areas other than restrooms or kitchens. 1x per week Clean Internal Glass or Mirrors - Spot Clean Spot clean internal partition glass or mirrors to remove smudges and fingerprints. 1x per week Damp Wipe and Disinfect Telephones Damp wipe and disinfect desktop telephones. 1x per week Damp Wipe and Disinfect Drinking Fountains and Water Coolers Damp wipe and disinfect exterior (outside) of drinking fountains and water coolers. 1x per week High and Low Dusting Clean items up to 12 feet from the floor (high dusting), such as ceiling vents, light fixtures, high window sills and corners not cleaned as part of normal wiping; and items near floor (low dusting), such as vents, corners, outlets, baseboards, etc. 1x per month Dust Vertical or Horizontal Blinds Clean vertical or horizontal blinds, not to exceed 12 feet from the floor, to remove dust and visible soil. 1x per month Vacuum Furnishings or Wet Wipe Vacuum fabric-covered furnishings and or wet wipe other furniture to remove visible dust or soil. 1x per month Carpet and Floor Care Extra attention for your carpets and hard floors using commercial grade vacuums to improve air quality by capturing up to 99.97% of dust, dirt, bacteria, mold, yeast and particles as small as 0.3 microns. INCLUDED TASKS FREQUENCY Wall-to-Wall Vacuum Carpet - Detail Clean Detail vacuum accessible carpeted areas with approved vacuum cleaner. 1x per week Exhibit A Initials: / Proposal Page 5 © 2024 Coverall Health-Based Cleaning System. Confidential Information. Carpet and Floor Care Extra attention for your carpets and hard floors using multi-filtration vacuums to improve air quality by capturing up to 99.97% of dust, dirt, bacteria, mold, yeast and particles as small as 0.3 microns. INCLUDED TASKS FREQUENCY Damp Mop Hard Surface Floors - Detail Clean Damp mop hard surface floors using a no-dip protocol and changing pad often to ensure removal of dirt. 1x per week Wall-to-Wall Vacuum or Dust Mop Hard Surface Floors Dry mop hard surface floors using a dust mop, vacuum or dry/wet mop. 1x per week Trash INCLUDED TASKS FREQUENCY Empty Cans and Remove Trash Empty trash that is contained in trash cans, in an area designated specifically for trash, or clearly labeled as trash and transport to customers trash removal or storage area. Replace liners, spot clean receptacles as needed and take trash to designated area on customer premises. Please note: Any item that is in trash cans, designated trash areas, or clearly labeled as trash will be considered trash regardless of the content, and its loss will not be the responsibility of the Coverall Franchised Business or Coverall. 1x per week Kitchen / Coffee Areas The Color Coding for Health® Program uses microfiber towels and mop pads to clean, disinfect, remove germs and prevent cross-contamination in the kitchen, cafeteria, lunch room and coffee area. INCLUDED TASKS FREQUENCY Damp Wipe and Disinfect Counters, Tables and Sinks- Detail Clean Thoroughly damp wipe and disinfect counters, tables and sinks. 1x per week Damp Wipe and Disinfect Refrigerator - Spot Clean Spot clean exterior (outside) of refrigerator to remove smudges and fingerprints. 1x per week Damp Wipe and Disinfect Microwave(s) - Detail Clean Thoroughly damp wipe and disinfect inside and outside of microwave with all- purpose disinfectant cleaner to rinse food contact surfaces. 1x per week Empty Cans and Remove Trash Empty trash that is contained in trash cans, in an area designated specifically for trash, or clearly labeled as trash and transport to customers trash removal or storage area. Replace liners, spot clean receptacles as needed and take trash to designated area on customer premises. Please note: Any item that is in trash cans, designated trash areas, or clearly labeled as trash will be considered trash regardless of the content, and its loss will not be the responsibility of the Coverall Franchised Business or Coverall. 1x per week Exhibit A Initials: / Proposal Page 6 © 2024 Coverall Health-Based Cleaning System. Confidential Information. Restroom Service Coverall Franchised Businesses use EPA-registered, hospital-grade disinfectant products, recommended by the Centers for Disease Control and Prevention (CDC) to limit the spread of germs especially in restrooms. INCLUDED TASKS FREQUENCY Clean and Disinfect Restrooms • Restroom Fixtures: Pre-spray, wipe and polish dispensers and fixtures. Clean and disinfect wash basins, toilet bowls, urinals and counter tops. • Restroom Walls: Clean accessible walls and toilet partitions to remove visible soil. • Restroom Floors: Mop all floors using coded microfiber flat mopping system and disinfecting finished floor cleaner. • Restroom Mirrors: Polish all chrome and mirrors. • Restroom Supplies: Restock expendable products such as paper towels, toilet tissue, hand soap, liners and deodorant products from customer inventory. • Restroom Trash Removal: Empty trash cans, replace liners, spot clean receptacles as needed and take trash to designated area. 1x per week Closing Tasks INCLUDED TASKS FREQUENCY Clean and organize the janitor closet 1x per week Turn off lights as instructed 1x per week Lock doors and windows as instructed 1x per week Set alarms as instructed 1x per week Exhibit A Initials: / Proposal Page 7 © 2024 Coverall Health-Based Cleaning System. Confidential Information. Coverall Value Summary The technology behind cleaning has changed a lot in the last 5-10 years. Just making things look nice is not enough. The Coverall® Program goes much deeper to help improve the health and wellness of your facility by removing the maximum amount of dirt and germs at each cleaning. Can you imagine what it will be like to have a cleaner, healthier work environment? Your Top Priorities: 1: Restrooms 2: Meeting Room 3: Offices Monthly Service Price for your Coverall® Service Plan: $ 320.00 Commercial cleaning services provided by an independently owned and operated Coverall Franchised Business. Team Clean | Minneapolis, MN 55421 |www.teamcleannow.com a custom proposal solution for Herritage Hall 4200 Otter Lake Rd, White Bear Lake, MN 55110 Christian Montoya Account Specialist D: 952.582.4581 E: christianm@teamcleannow.com Thursday, March 28, 2024 There is no job too small or too big! At Team Clean We Take care of all your cleaning needs. Working within your budget and you time schedule, we can customize a cleaning program that fits your cleaning needs. We are committed to provide excellent quality service guaranteed. Team Clean offers: well-trained cleaning specialist, quality control management, ecofriendly products as requested and competitive prices. Attention To detail Cleaning! We believe a clean place is crucial when it comes to protecting an organization’s brand. It impacts your customers experience and perceptions. That is why for us it is important to constantly deliver a clean, fresh, and healthy environment. Our services might be varied, but they all come with the same promise of quality, dedication, and durability. Team Clean has positioned itself as an industry leader in the COVID-19 fight and beyond. We have invested considerable time and resources to ensure our team is able to provide the very best advice to our customers on practical solutions for their business needs. You’ve taken the first step in the pursuit of quality and expertise by requesting this service offering. Based on our initial assessments and discussions, we are pleased to present this tiered services proposal for consideration. I look forward to following up on this preliminary offer for services and working together to further tailor a program that address all of your facility concerns. STAY SAFE. STAY WELL, CLEANING FOR HEALTH: BREAKING THE CHAIN OF INFECTION THE OPERATOR Effective execution of any level of service – whether cleaning, sanitizing & disinfecting, or remediation – requires operators that are fully trained in all aspects of cleaning delivery protocols. This includes but is not limited to: • Applied knowledge of commercial cleaning industry standards and best practices to maximize labor hours to results. • Fully versed on chemical usage, chemical safety, and OSHA standards • Personnel and resource supervision and management to ensure the right people are in the key positions for long term functional success • Processes in place to handle issue management and communications THE CHEMICALS Team chemistry is important. Knoweldge of cleaning product chemistry is critical. Utilizing the proper chemicals applied and removed correctly in the right situations requires education and hands-on training to ensure effective result and safety. Considerations include: • Use of commercial grade EPA approved chemicals that utilize both RTU (ready-to-use) and concentrates/dilution systems. • Understanding dwell times with the application of disinfectants to ensure maximum effectivenss in breaking the chain of infection. • Placement of SDS sheets THE TOOLS AND EQUIPMENT A chain is only as strong as its weakest link. Placement of tools and equipment that meet the demands for output and coverage within a site or facility are key to netting the expected results. Considerations include: • Implementing industry recognized equipment that aligns with the facility needs and ensuring operators know how to use the tools that are in place. • Maintaining the equipment and providing a schedule of maintenance or replacement as required. • Keep current with industry trends and new technology that could offer additional value and deliver efficiency and quality to the client. SCOPE OF WORK: Herritage Hall SUN MON TUE WED THU FRI SAT M/Q Vestibule/entrance Sweep, dust, damp mop, and or vacuum all carpet and non-carpet area x Detail vacuum corners and edges and pick up any trash/litter seen x Wipe all baseboards and cobwebs M Wipe down, within reach, with damp cloth windowsills M Squeegee clean/polish glass entrance, lobby windows up to 6ft. Clean windowsills and ledges M High dust tops of doors, partitions M Chamber Hall/ Conference room Sweep, dust, damp mop, and or vacuum all carpet and non-carpet area x Detail vacuum corners and edges and pick up any trash/litter seen x Empty trash and recycling; replace can liners and wipe down receptacles as needed x Wipe and sanitize conference tables X Wipe all baseboards and cobwebs M Wipe down, within reach, with damp cloth windowsills M High dust tops of doors, partitions, mirrors M Kitchenette Sweep, dust, damp mop, and or vacuum all carpet and non-carpet area x Empty trash and replace can liners and wipe down receptacles as needed x Clean kitchen sinks wipe down faucet x Wipe down cabinets, Wipe countertops, clean microwave. Polish stainless-steel appliances and any glass x Wipe door handles, partition handles, dispensers, and light switches x Wipe all baseboards and cobwebs M Wipe down, within reach, with damp cloth windowsills M Bathrooms Sweep and mop all floors in all restrooms to ensure a clean and germ-free surface x Thoroughly wash and clean all wash basins and sinks x Restock toilet paper, paper towels, hand soap, and other supplies x Empty trash and replace can liners as needed x Empty sanitary napkin receptacle and clean with disinfectant x Wipe door handles, partition handles, dispensers, and light switches x Clean restroom fixtures including toilet bowls, toilet seats, urinals, and sinks x Clean and polish mirrors, glass and chrome x Wipe down partittion M Pour hot water down floor drains to prevent dried traps and sewer gas back ups M High dust tops of doors, partitions, mirrors M Hallways Sweep, dust, damp mop, and or vacuum all carpet and non-carpet area x Detail vacuum corners and edges and pick up any trash/litter seen x Empty trash and recycling; replace can liners and wipe down receptacles as needed x Wipe and polish drinking fountain x Wipe all baseboards and cobwebs M Wipe down, within reach, with damp cloth windowsills M High dust tops of doors, artwork, partitions, mirrors M Office/cubicles Sweep, dust, damp mop, and or vacuum all carpet and non-carpet area x Detail vacuum corners and edges and pick up any trash/litter seen x Empty trash and recycling; replace can liners and wipe down receptacles as needed x Wipe all baseboards and cobwebs M Wipe down, within reach, with damp cloth windowsills M High dust tops of doors,cubicle tops, partitions M CONTRACT PRICING SERVICE LEVEL OPTIONS SITE(S): SERVICES QUOTED FOR Herritage Hall 4200 Otter Lake Rd, White Bear Lake, MN 55110 MONTHLY PRICING CLEANING Monthly Rate (+ Tax) $800.00+tax Service Frequency 1x per week Clean Service Type Janitorial Service Time Evenings Quote includes yearly carpet wash. Company Overview: Team Clean With a rich history spanning over 15 years in the janitorial industry, Team Clean has established itself as a trusted and experienced player in the field. Our unwavering commitment to excellence has allowed us to serve a diverse range of facilities throughout the twin city metropolitan area. Our Expertise: We specialize in providing top-tier cleaning services to a wide variety of establishments, including clinics, nurse-assisted housing environments, daycares, and schools. Our extensive experience within these sectors has honed our skills to deliver tailored cleaning solutions that meet the unique demands of each environment. Bonded and Insured: At Team Clean, we understand the importance of trust and peace of mind. That's why we are a fully bonded and insured Limited Liability Company (LLC). This not only safeguards our operations but also provides our clients with the assurance that they are partnering with a responsible and reliable cleaning service provider. Our Commitment: Our dedication to quality, attention to detail, and client satisfaction remains at the core of our operations. We take pride in maintaining hygienic and welcoming spaces for both employees and visitors, contributing to healthier and more productive environments. Choose Team Clean for a Partner You Can Rely On: When you choose Team Clean, you're choosing a seasoned team with a proven track record of delivering exceptional cleaning services. We value the relationships we build with our clients and are committed to upholding our reputation as a dependable and proficient cleaning service provider. Discover the difference that experience, expertise, and a commitment to excellence can make. Partner with Team Clean for all your janitorial needs. Estimate Date 3/20/2024 Estimate # 1862 Name / Address CITY OF GEM LAKE 4200 OTTER LAKE ROAD GEM LAKE, MN 55110 651-747-2790 Polar Glass & Mirror 5358 East Street White Bear Lake, MN 55110 Ph. 651-208-5983 Fax. 651-653-1058 Brian@PolarGlass.net Please contact me with any questions.Thanks, Brian Johnson. Total Subtotal Sales Tax (8.375%) Item Description Qty Rate Total Clear Tempe... 1/4" CLEAR TEMPERED GLASS WITH TOP & BOTTOM SATIN CHANNEL AND PASS THRU CUTOUT (INSTALLED) 960.00 960.00 $960.00 $960.00 $0.00 CITY 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 – May 21, 2024 Call to Order of City Council Meeting By Mayor Artig-Swomley at 7:_____ p.m. Call of Roll Artig-Swomley Cacioppo Hynes-Amlee Johnson Lindner Approve Agenda and Minutes • Accept the Agenda for the May 21, 2024, City Council Meeting • Approve the Minutes from April 16, 2024, City Council Meeting • Accept the Minutes from the May 14, 2024, Planning Commission Meeting Special Presentations/Public Hearings • White Bear Montessori School Conduit Debt Agreement Public Hearing Consent Agenda • Resolution #2024-007 May 2024 Donation to White Bear Lake Area Food Shelf • Resolution #2024-008 May 2024 Dov Nathanson Scholarship • Monthly Financial Report(s) • Claims Committee Reports • Planning Commission Old Business • Newsletter Updates / Topics / Suggestions New Business • 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, June 18, 2024 o Attendance Inquiry • Next City Council Workshop, Monday, June 10, 2024 - CANCELED Adjournment – The meeting adjourned at ________