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4/3/2023 - City Council - Regular - Agendas* The Consent Agenda lists those items of business which are considered to be routine, recommended for approval, and/or which need no discussion. The several separate items listed on the Consent Agenda are acted upon by one motion. There will be no separate discussion of these items unless a Council Member makes a request, in which event the item will be removed from the Consent Agenda and placed elsewhere on the regular agenda for Council discussion and action. ** Under Public Comment, individuals may address the City Council about any item not contained on the regular agenda. Each speaker should keep their statements to three minutes to allow sufficient time for others. The Council will take no official action on items discussed at the forum, with the exception of referral to staff for future report. CITY OF SPRING PARK CITY COUNCIL AGENDA APRIL 3, 2023 – 6:30 PM SPRING PARK CITY HALL 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. APPROVAL OF AGENDA 4. PUBLIC COMMENT 5. REQUESTS & PRESENTATIONS 6. CONSENT AGENDA a. Approve Regular City Council Minutes from March 20, 2023 b. Approve April 3, 2023, Claims for Payment c. Approve 2023 Garbage Hauler: Curbside Waste d. Approve The Mulch Store for 2023 (Fall cleanup and resident drop off) e. Approve Rainbow Treecare: Resident Treatment Only LOI 7. ACTION AGENDA 8. REPORTS a. Mayor & Council b. Staff; i. West Arm should begin later this month/Early May ii. Pre-Con meeting for BLR iii. Tennis Court Update 9. ANNOUNCEMENTS/MISCELLANEOUS (INFORMATION ONLY) a. April 12, 2023 - Planning Commission Meeting – CANCELLED b. April 17, 2023 - City Council Meeting – 6:30PM c. April 17, 2023 - Council Work Session – 5:30PM d. April 27, 2023 - Hennepin County Tax Assessor Open Book Meeting – 3:00-7:00PM - Mound 10. ADJOURNMENT CITY OF SPRING PARK CITY COUNCIL MINUTES MARCH 20, 2023 – 6:30 PM SPRING PARK CITY HALL 1. CALL TO ORDER The meeting was called to order at 6:30 p.m. Council: Mayor Rockvam, Council Member’s Chase, Hoffman, Horton and Sippel were present. Staff: City Administrator Anderson 2. PLEDGE OF ALLEGIANCE Mayor Rockvam led the audience in the Pledge of Allegiance 3. APPROVAL OF AGENDA Council Member Sippel motioned, being seconded by Council Member Hoffman, to approve the agenda as presented. On vote being taken, the motion was unanimously approved. 4. PUBLIC COMMENT – none 5. REQUESTS & PRESENTATIONS – none 6. CONSENT AGENDA Council Member Horton motioned, being seconded by Council Member Chase to: a. Approve Regular City Council Minutes from March 6, 2023 b. Approve March 20, 2023, Claims for Payment c. Approve 2023 Garbage Hauler’s: Aspen Waste, Republic Services, and Waste Management d. Special Event Permit #23-05: Lord Fletcher’s Live Summer Music Series e. Special Event Permit #23-06: MN Bound Crappie Contest On vote being taken, the motion was unanimously approved. 7. ACTION AGENDA a. Resolution #23-13: Appointing Data Practices Responsible Authority & Adopting Data Practices Policy Council Member Hoffman motioned, being seconded by Council Member Horton, to approve Resolution #23-13: Appointing Data Practices Authority & Adopting Data Practices Policy. On vote being taken, the motion was unanimously approved. b. Ordinance #23-02: Amending Chapter 36: Telecommunications, Sec. 36-47 (d): Joint Trench Language Council Member Hoffman motioned, being seconded by Council Member Horton, to approve Ordinance #23-02: Amending Chapter 36: Telecommunications, Sec. 36-47, (d): Joint Trench Language. On vote being taken, the motion was unanimously approved. c. Review Lawn Mowing Proposals: City Administrator Anderson stated staff received a total of five (5) proposals for lawn mowing services. The RFP asked for quotes for a seasonal price with the option of a 1- or 3-year contract. The bid range received was $7500 - $16,800 and did not include haul away for mulching in the Fall. Shaughnessy Lawn Care was the lowest bid at $7,500.00. Discussion was had. Council Member’s Hoffman, Horton, and Chase questioned if the bids were apples to apples and if they were itemized to show what was included. Anderson stated they are all basically the same and provided a flat amount but that some may have included travel costs. Council Member Sippel and Mayor Rockvam questioned whether we should go with Larson since we seem to have a good working relationship with them. Council Member Horton motioned, being seconded by Council Member Hoffman, to accept the lowest bid from Shaughnessy Lawn Care for seasonal mowing. On Roll Call vote: Hoffman – yes, Sippel – no, Horton – yes, Chase – yes, Rockvam – no. Motion carried 3-2. 8. REPORTS a. Mayor & Council: Mayor Rockvam stated he attended the LMCC meeting. He also stated Council Member Chase’s idea to film the road reconstruction. It could be posted on the website for residents to view and understand the process. Council Member Chase stated this has been done by other cities with their projects and it worked well. b. Staff; Council Member Sippel, stated there is more to come on the status of the LMCC. He stated they are still working on options for funding which may require a line item on the member cities’ budget to help pay for their services. Mayor Rockvam stated Mound and Tonka Bay are looking to come back to them for recording services so that should help. i. Spring Park eCommerce Store,: City of Spring Park | Sportacular, Inc. | powered by OrderMyGear (itemorder.com) City Administrator Anderson stated the ecommerce store has been set up and is up and running. Council Member Chase requested adding some baby clothes . Staff will work on that. 9. ANNOUNCEMENTS/MISCELLANEOUS (INFORMATION ONLY) a. April 03, 2023 - City Council Meeting – 6:30PM b. April 12, 2023 - Planning Commission Meeting – 6:00PM c. April 17, 2023 - City Council Meeting – 6:30PM d. April 17, 2023 - Council Work Session – 5:30PM e. April 27, 2023 - Hennepin County Tax Assessor Open Book Meeting – 3:00-7:00PM – Mound 10. ADJOURNMENT There being no further discussion, Council Member Hoffman motioned, being seconded by Council Member Horton, to adjourn the meeting at 6:56p.m. On vote being taken, the motion was unanimously approved. *Check Summary Register© CITY OF SPRING PARK 03/30/23 3:57 PM Page 1 Batch: 032823PAY Name Check Date Check Amt 10100 Wells Fargo Bank NA 33254 HAWKINS, INC.3/30/2023 $40.00 Purchased Chemicals for WTP 33255 JAMIE K. HOFFMAN 3/30/2023 $630.61 2023 MCFOA Conference Mile, Lodging, and M 33256 LEAGUE OF MN CITIES INS TRU 3/30/2023 $1,605.00 Annual Workers Comp.Premium 03/16/23-03/1 33257 LOFFLER COMPANIES, INC.3/30/2023 $218.37 Copier Usage Agreement 02/22/23 - 03/21/23 33258 MMKR & CO., P.A.3/30/2023 $3,500.00 Progress billing for services thru 02/28/23 on a 33259 SAMBATEK, INC.3/30/2023 $4,827.88 Engi. Fees for Sunset Drive Utility Repairs 02/1 33260 THE STANDARD INSURANCE CO 3/30/2023 $5.10 To record & pay April. 23' Life Insurance Premi 33261 UNICLEAN CLEANROOM SERVIC 3/30/2023 $138.45 March 23' Cleaning Services for Rugs 33262 VALLEY-RICH CO INC 3/30/2023 $5,562.33 Watermain Break Repair & Restoration Service 33263 XIONG, PATRIA 3/30/2023 $155.91 2023 MCFOA Conference Mile and Meal Reim Total Checks $16,683.65 Batch: 032823PAY Page 1 03/30/23 4:30 PMCITY OF SPRING PARK *Check Detail Register© Amount CommentInvoiceCheck #Check Date Vendor Name 10100 Wells Fargo Bank NA 33254 03/30/23 HAWKINS, INC. $40.00 Purchased Chemicals for WTPChemicals and Chem Pro 6422310E 601-49400-216 $40.00Total 33255 03/30/23 JAMIE K. HOFFMAN $630.61 2023 MCFOA Conference Mile, Lodging, and Meal Reimbursement Membership/Dues/Edu 032823E 101-41500-433 $630.61Total 33256 03/30/23 LEAGUE OF MN CITIES INS TRUST $481.50 Annual Workers Comp.Premium 03/16/23-03/16/24Liability/Prop Ins/WC 033023E 101-41500-361 $240.75 Annual Workers Comp.Premium 03/16/23-03/16/24Liability/Prop Ins/WC 033023E 101-41900-361 $160.50 Annual Workers Comp.Premium 03/16/23-03/16/24Liability/Prop Ins/WC 033023E 101-43100-361 $80.25 Annual Workers Comp.Premium 03/16/23-03/16/24Liability/Prop Ins/WC 033023E 101-45200-361 $353.10 Annual Workers Comp.Premium 03/16/23-03/16/24Liability/Prop Ins/WC 033023E 601-49400-361 $288.90 Annual Workers Comp.Premium 03/16/23-03/16/24Liability/Prop Ins/WC 033023E 602-49450-361 $1,605.00Total 33257 03/30/23 LOFFLER COMPANIES, INC. $72.79 Copier Usage Agreement 02/22/23 - 03/21/23Office Equipment/Rental 4306246E 101-41500-413 $72.79 Copier Usage Agreement 02/22/23 - 03/21/23Office Equipment/Rental 4306246E 601-49400-413 $72.79 Copier Usage Agreement 02/22/23 - 03/21/23Office Equipment/Rental 4306246E 602-49450-413 $218.37Total 33258 03/30/23 MMKR & CO., P.A. $1,166.66 Progress billing for services thru 02/28/23 on audit of financial statements year end 12/31/22 Auditing Services 53809E 101-41500-301 $1,166.67 Progress billing for services thru 02/28/23 on audit of financial statements year end 12/31/22 Auditing Services 53809E 601-49400-301 $1,166.67 Progress billing for services thru 02/28/23 on audit of financial statements year end 12/31/22 Auditing Services 53809E 602-49450-301 $3,500.00Total 33259 03/30/23 SAMBATEK, INC. $1,467.75 Engi. Fees - West Arm Road Pavement Project 12/11/22 - 03/11/23 Road Pavement Project 2 24001E 201-43100-528 $424.63 Engi.Fees - Black Lake Road 02/12/23-03/11/23Black Lake Rd Feasibility 24006E 201-43100-529 $978.50 Engi. Fees for Sunset Drive Utility Repairs 02/12/23-03/11/23 Engineering Fees 24007E 101-41910-303 $978.50 Engi. Fees for Sunset Drive Utility Repairs 02/12/23-03/11/23 Engineering Fees 24007E 601-49400-303 $978.50 Engi. Fees for Sunset Drive Utility Repairs 02/12/23-03/11/23 Engineering Fees 24007E 602-49450-303 $4,827.88Total 33260 03/30/23 THE STANDARD INSURANCE COMPANY $1.70 To record & pay April. 23' Life Insurance PremiumPERA/FICA/Hosp Ins 040123E 101-41500-121 $1.70 To record & pay April. 23' Life Insurance PremiumPERA/FICA/Hosp Ins 040123E 602-49450-121 $1.70 To record & pay April. 23' Life Insurance PremiumPERA/FICA/Hosp Ins 040123E 601-49400-121 $5.10Total 33261 03/30/23 UNICLEAN CLEANROOM SERVICES Batch: 032823PAY Page 2 03/30/23 4:30 PMCITY OF SPRING PARK *Check Detail Register© Amount CommentInvoiceCheck #Check Date Vendor Name $138.45 March 23' Cleaning Services for RugsContracted Services 201091E 101-41500-310 $138.45Total 33262 03/30/23 VALLEY-RICH CO INC $5,562.33 Watermain Break Repair & Restoration Services at Hazeldell & Northern 01/24/23 Repairs / Breaks 31809E 601-49400-411 $5,562.33Total 33263 03/30/23 XIONG, PATRIA $155.91 2023 MCFOA Conference Mile and Meal Reimbursement Membership/Dues/Edu 032823E 101-41500-433 $155.91Total 10100 Wells Fargo Bank NA $16,683.65 Fund Summary 10100 Wells Fargo Bank NA 101 GENERAL FUND $4,107.62 201 PUBLIC IMPROV REVOLVING FUND $1,892.38 601 WATER FUND $8,175.09 602 SEWER FUND $2,508.56 $16,683.65 STAFF MEMO 2023 GARBAGE/REFUSE HAULER ANNUAL LICENSE RENEWAL CURBSIDE WASTE 1. BACKGROUND: Spring Park Garbage/Refuse Hauler licenses expired March 31, 2023. Curbside Waste was late in returning their application and fees for hauling. Annual garbage/refuse hauler license renewals can be approved as part of the Consent Agenda. 2. DISCUSSION: We received the application from Curbside on March 27th, which was past the March 5th deadline but prior to expiration of their hauling license. 3. Curbside has returned the following required materials for issuance of a license: • Complete & signed renewal license applications. • Copy of Certificate of Liability Insurance • Performance Bond • List of motor vehicle information for all trucks operating in Spring Park • All required license fees. In addition, Curbside was made aware of the City’s noise ordinance and road restrictions and that there will be no exceptions granted to garbage haulers for either of these items. 3. FINANCIAL CONSIDERATIONS: All required licensing fees have been received. 4. RECOMMENDATION: Approve the license renewal for Curbside’s 2023 Garbage Hauler License. RE: SET-The Mulch Store 2023 season Each year we send out an invoice for $1,500 which covers 300 yards. Material after the 300 yards would be the $4.50 per yard and $1.00 per bag. It does include fall clean up. 2022 total paid $1,910.50. 2021 total paid $1,984.75 2020 total paid $2,408.75 Totals include the $1,500. Please note City residents will have to pay for disposal until I get a signed contract back. Please let me know if you need anything else. Thanks, Allison Guy SET-The Mulch Store Accounts Receivable 952-946-6999 From: Jamie Hoffman <jkhoffman@ci.spring-park.mn.us> Sent: Tuesday, March 28, 2023 1:14 PM To: Allison Guy <allison.guy@setmn.com> Subject: RE: SET-The Mulch Store 2023 season Do you happen to know what historically we have been paying on an annual basis for this? I know it includes the Fall clean up as well, right? Jamie Hoffman City Clerk City of Spring Park 4349 Warren Ave Spring Park, MN 55384 952.999.7491 (Direct) 952.471.9051 (City Hall) jkhoffman@ci.spring-park.mn.us www.ci.spring-park.mn.us City Hall Hours are Monday – Thursday, 7:30am – 5:00pm, Friday 7:30am - 11:30am From: Allison Guy <allison.guy@setmn.com> Sent: Tuesday, March 28, 2023 1:03 PM To: Jamie Hoffman <jkhoffman@ci.spring-park.mn.us> Subject: RE: SET-The Mulch Store 2023 season The 2023 rates would be $4.50 per yard and $1.00 per bag. Thanks, Allison Guy SET-The Mulch Store Accounts Receivable 952-946-6999 From: Jamie Hoffman <jkhoffman@ci.spring-park.mn.us> Sent: Tuesday, March 28, 2023 12:59 PM To: Allison Guy <allison.guy@setmn.com> Subject: RE: SET-The Mulch Store 2023 season Warning:This email originated from outside the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe. Hi Allison; I will find out and let you know. It will have to go to the Council which I can present on 4/3. What are the rates for this year? Jamie Hoffman City Clerk City of Spring Park 4349 Warren Ave Spring Park, MN 55384 952.999.7491 (Direct) 952.471.9051 (City Hall) jkhoffman@ci.spring-park.mn.us www.ci.spring-park.mn.us City Hall Hours are Monday – Thursday, 7:30am – 5:00pm, Friday 7:30am - 11:30am From: Allison Guy <allison.guy@setmn.com> Sent: Tuesday, March 28, 2023 12:50 PM To: Jamie Hoffman <jkhoffman@ci.spring-park.mn.us> Subject: SET-The Mulch Store 2023 season Hi Jamie, Will the City of Spring Park be wanting to do a disposal agreement for the 2023 season? Thanks, Allison Guy SET-The Mulch Store Accounts Receivable 952-946-6999 PROPOSAL__________________________________________________ 3731 Thurston Ave Suite 103 Anoka MN 55303 612-245-0750 www.surfacepromn.com Proposal Date: 3/14/2023 Proposal Submitted To: City of Orono Joshua Lemons Parks and Golf Superintendent 2750 Kelley Parkway | Orono, MN 55356 Office: (952) 249-4684 Email: jlemons@ci.orono.mn.us Website: http://www.ci.orono.mn.us RE: Resurface 2 tennis courts into one tennis and two pickleball or option two two tennis one with no pickleball and one with two lined onit. 1. Preparation: •Remove all objects and debris from the court surface. •Power wash the existing surface to remove any dirt, grime, or loose paint. •Repair any cracks, divots, or other damage to the surface using a USTA approved repair compound and a trowel. Allow the repairs to dry completely 2.Resurfacing application:Two Coats •Mix the acrylic resurfacing material ( we are a authorized Sport Master Products installer) according to the manufacturer's instructions. •Begin spreading the material onto the surface using a proprietary sport squeegee, starting from the back of the court and working towards the net. •Allow the resurfacing material to dry according to the manufacturer's instructions. 3.Acrylic paint application: •Mix the acrylic paint material ( we are a authorized Sport Master Products installer) according to the manufacturer's instructions. •Begin spreading the material onto the surface using a proprietary sport squgee, starting from the back of the court and working towards the net. •Allow the material to dry according to the manufacturer's instructions. •Repeat the process for a second coat of acrylic pain 4.Line painting: •Measure and mark the court lines using a chalk line. •Using a proprietary tape machine mask out the court to be painted. •Paint the court lines using a high-quality, water-resistant paint that is specifically designed for tennis courts and manufactured by Sport Master. •Allow the paint to dry completely. 5.Clean up and final inspection: •Remove any remaining debris or materials from the court. •Inspect the court to ensure that the resurfacing, line painting, applications have been completed. Court colors and other information: Court to be Blue pads and light green wrap Total for resurfacing for this project, includes all materials and labor for this project. Option one, two tennis with two pickleball lined on one court $24,350.00 Option two, one tennis and two pickleball on one court no tennis $25,910.00 Surface pro does not install net posts, nets or fencing, those items are not included in this bid. Water must be provided on site by the customer Payment information Payment of 50% at start project this will be invoiced do not send payment until you receive an invoice, thanks (To be received by Surface Pro LLC before starting project) Final payment of 50% upon completion. WARRANTY AND NOTES: All workmanship is warrantied for 2 years, this includes and is limited to issues of pealing or de-lamination due to improper installation. De-lamination can occur due to water penetration and sitting water in puddles or low corners of the court, this is not covered in the 2 year warranty. CRACKS: 1. Crack-filling does not imply crack elimination. Cracks can and often will reappear. This is normal, it is called reflection. 2. Surface Pro LLC is Not responsible for existing grades and drainage or compacting existing base. 3. Cracks if not patched will continue to expand over a period of time and conventional repair methods may become unavailable. 4. Surface Pro LLC is not responsible for cracks returning after repair. 5. A monthly finance charge of 3% will be added to any payments past due. *This estimate is based solely on the contractor's observations at the time of entering into this contract. If additional concealed conditions are discovered once the work has commenced, which were not visible at the time of entering into this contract, Contractor will identify the unforeseen conditions and notify the Customer of any additional costs, if any. *Customer agrees to pay for all unexpected or unanticipated extra costs, including but not limited to, soil corrections, protection of the project from weather conditions and all other similar costs. Customer will be responsible for all additional costs and time for work due to concealed conditions. Such conditions may also extend the time for completion of the work under this contract. *Estimate does not include any allowance for hazardous waste removal. All hazardous waste removal will be treated as an unforeseen condition. *The construction site will be a dangerous area. Customer waives all claims against builder for injuries or damages that customer or any member of customers family, friends, or guests may suffer while on or around the property during construction due to these and other hazards. *All unforeseen conditions will be treated on a time and materials basis at the rate of $65.00/ hour plus materials. - We will remove all waste generated from our work. - Contractor is not responsible for pets not properly restrained leaving the property. -Direct contact with your job supervisor will be available to you at all times should you have any questions or concerns. All material is guaranteed to be as specified, and the above work to be performed in a substantial workmanlike manner with payments made as follows. Pre -Lien Notice a.Any person or company supplying labor or materials for this improvement to your property may file a lien against your property if that person or company is not paid for the contributions. b.Under Minnesota law, you have the right to pay persons who supplied labor or materials for this improvement directly and deduct this amount from our contract price, or withhold the amounts due them from us until 120 days after completion of the improvement unless we give you a lien waiver signed by persons who supplied any labor or material for the improvement and who gave you timely notice. Respectfully submitted Mike Langmade Surface Pro LLC This proposal may be withdrawn by us if not accepted within 10 days. Any alteration or deviation from above specifications involving extra costs will be executed only upon written order (minimum change order cost is $100.00), and will become an extra charge over and above the proposal price. All agreements are contingent upon accidents, or delays beyond our control. ________________________________________________________________________ Acceptance of Proposal The above prices, specifications and conditions are satisfactory and are hereby accepted. You are authorized to do the work as specified. Payments will be made as outlined above. Signature__________________________________ Date Accepted_______________ PO#_____________________________________________________ (If applicable)