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Home My WebLink About01/11/2018 Meeting M eeting L ocation: M unicipal C enter 7100 147th S treet West Apple Valley, M innesota 55124 J anuary 11, 2018 C IT Y C O UN C IL IN F O RMA L MEET IN G T EN TAT IVE D IS C USSIO N IT EMS 5:30 P M 1.C ouncil Discussion Items (10 min.) 2.Discuss Options for C apital Project with Ameresco (30 min.) 3.Discuss Valleywood Food and Beverage Option (25 min.) 4.Discuss Teen C enter/Redwood C ommunity Center (10 min.) 5.Adjourn C IT Y C O UN C IL REG ULA R MEET IN G T EN TAT IVE A G EN D A 7:00 P M 1.C all to Order and Pledge 2.Approve Agenda 3.Audience - 10 Minutes Total Time Limit - For Items N O T on this Agenda 4.Approve C onsent Agenda Items C onsent Agenda Items are considered routine and will be enacted with a single motion, without discussion, unless a councilmember or citizen requests to have any item separately considered. It will then be moved to the regular agenda f or consideration. A.A pprove Minutes of December 28, 2017, Regular Meeting B.A dopt Resolution Designating Apple Valley Sun Thisweek as Official N ewspaper for 2018 C .A dopt Resolution Designating Anchor Bank of A pple Valley as Official D epository for City Funds in 2018 D.A dopt Resolution Designating Additional Depositories and Financial Security Dealers for C ity Funds in 2018 E.A ppoint Statutory Members to Apple Valley Firefighters Relief A ssociation (AVF RA) Board of Trustees for 2018 F.A dopt Resolution Submitting Fiscal Year 2018 C ommunity D evelopment Block G rant (C D BG) Funding Application G.A pprove Reduction of Various Financial Guarantees H.A pprove Temporary License Agreement with Magellan Midstream Partners, LP, for Access A cross Property I.A pprove 2nd Extension Notice to Lease Agreement with C harter C able Partners, LLC J .A pprove Agreement with Pro-Tec Design, Inc., for Fire Station Security Camera System K.A pprove Change Order No. 1 to Agreement with S EH, Inc., for Project 2017-101, Valleywood Reservoir Rehabilitation L.A pprove Acceptance and Final Payment on Agreement with Hawkins, Inc., for Project 2017-134, Outdoor Pool Water Management M.A pprove Personnel Report N.A pprove Claims and Bills 5.Regular Agenda Items A.Presentation of Letter of A ppreciation to Citizen D aniel C ave B.Introduction and Oath of Office of Police Officer Sean Marben C .A dopt Resolution Appointing Member to Fill Vacancy on Urban Affairs A dvisory C ommittee with Term Expiring March 1, 2018 D.A dopt Resolution Appointing Acting Mayor for 2018 6.Staff and C ouncil C ommunications 7.Approve C alendar of Upcoming Events 8.Adjourn Reminder: C ity Of f ices are closed Monday January 15, 2018, in Observance of Martin Luther K ing D ay Regular meetings are broadcast, live, on C harter C ommunications C able Channel 180 and on the C ity's website at www.cityof applevalley.org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anuary 11, 2018 S E C T I O N:I nf ormal Agenda I tem Description: Discuss Options for C apital Project with A meresco (30 min.) S taff Contact: Charles Grawe, A ssistant City Administrator D epartment / Division: Administration / I nf ormation Technologies AC T I O N RE Q UE S T E D: N/A S UM M ARY: At the previous C ouncil informal meeting, there were a number of questions regarding the individual projects and costs in the project scope options presented. Staff has created a detailed report that provides a description and justification for each proposed project and explains how different projects could be packaged together and financed. Staff hopes to provide the C ouncil with the necessary information to determine a desired project scope. B AC K G RO UND : Staff has been exploring ways in which to address deficiencies in the C ity's buildings and have been investigating options with an innovative concept known as an Energy Savings Performance C ontract (ESP C ’s). C ities are increasingly using ESP C ’s as a means to identify, implement, and finance deeper level energy savings improvements in city facilities. Staff has been in conversation with one such independent firm known as Ameresco. T he City used A meresco for a similar project in 2012. Earlier in 2017, the C ity C ouncil authorized staff and Ameresco to develop a detailed cost proposal to address some of the C ity’s building projects and evaluate potential energy efficiency upgrades that could save the C ity money in the longer term. Ameresco has been working with staff to develop detailed project cost estimates. Staff is presenting these findings to the C ity C ouncil so that the City can decide on a project scope that it would like to pursue. B UD G E T I M PAC T: T he budget would be dependent on the size and scope of the project chosen. AT TAC HM E NT S: R eport Presentation 1 City of MEMO Administration TO: Mayor and City Council FROM: Charles Grawe Assistant City Administrator DATE: January 5, 2018 SUBJECT: 2017-2018 Ameresco Project Options Introduction The City maintains numerous buildings and facilities valued at many tens of millions of dollars. Between 1986 and 2001, the City invested heavily in new facilities, constructing or adding to facilities at an unprecedented rate through 26 different projects (See Appendix E). As these facilities reach 20 to 30 years of age, many of the building systems and components reach an end of useful life and require replacement or rehabilitation. City staff has been engaged in an ongoing process to improve tracking and planning of necessary maintenance projects to provide extended value and use of the facilities. In order to address the bubble of necessary maintenance projects, City staff has been investigating innovative methods to fund these replacements. Energy Savings Performance Contracts The Minnesota State Legislature approved a funding mechanism known as an Energy Savings Performance Contract (ESPC’s) as a tool that allows governments to leverage cost savings from energy efficiency improvements to pay for those improvements and other energy-savings-related capital needs. The City can work with an ESPC provider that guarantees pre-determined utility bill and operational savings from energy efficiency improvements. The ESPC provider finances the purchase of the energy efficiency improvements. The City pays back the financing over time using the pre-determined savings. This means that the department budgets need to be reduced by a corresponding amount in the utility categories so the funds can repay the financing. Cities are increasingly using ESPC’s as a means to identify, implement, and finance deeper level energy savings improvements in city facilities. ESPC’s are a popular funding mechanism because the impact on the taxpayer is often felt less than a levy increase. There are two basic types of ESPCs. Some are tied to equipment manufacturers who want to implement their products in the solution and often require maintenance agreements as well. Others are independent companies that utilize solutions from a variety of different vendors to best meet the needs of the client and their facilities. Past Experience with Ameresco as an ESPC In 2012, the City contracted with Ameresco, an independent ESPC provider, to accomplish a number of energy-related capital improvement projects. However, at that time, the City chose to pay cash for the improvements, rather than using the financing mechanism. Ameresco 2 functioned as the engineers and construction managers of the projects. On the whole, staff was very satisfied with the contractors chosen by Ameresco and the quality of the work done. 2017 Ameresco Project Proposal Process In 2017, as staff worked on the Capital Improvements Program (CIP) and proposed operating budget, staff began looking at different methods to address the oncoming bubble of facility maintenance and rehabilitation projects. One idea was to work with Ameresco to leverage energy savings from energy efficiency projects to help finance other end-of-life replacement energy-savings-related capital projects. Staff began working with Ameresco early in the year. In April, the City Council authorized Ameresco to proceed with a feasibility analysis. This preliminary study identified projects that had the most potential for inclusion in a successful project. In August, the City Council approved a Project Development Agreement with Ameresco to develop firm project cost options. Under that agreement, there is a $35,000 fee to reimburse engineering and planning fees if the City would choose not to enter into a final project agreement. Types of Projects Evaluated for Inclusion in a Final Project The process for evaluating projects for potential inclusion in the final project was a collaborative effort between Ameresco engineers and City staff. Staff from Administration, Finance, Parks, Public Works, and Fire met many times with Ameresco in both meeting and site tour settings to evaluate a wide variety of possible projects. Ameresco engineers were able to identify low- hanging fruit energy efficiency improvements commonly used to generate rapid project payback. These are often projects that are better bundled into a single project, rather than attempting to piece-meal over time. Staff identified end-of-life capital projects where some energy efficiency could be gained, but also there would be cost savings from economies of scale associated with bundling related projects together for engineering, bidding, and project management. Staff also attempted to include some projects where alternate forms of financing could be challenging and the benefits of the ESPC financing might be preferable to the Council. Potential Projects Working with Ameresco, staff identified a final list of potential projects to present to the City Council. Appendix A provides a summary page for each project, including cost and justification information. In addition to those projects presented to the Council, several other projects were initially explored, but did not make the final list as they were found not to be a good fit for the final project. These considered projects included CMF garage heating, Water Treatment Plant generator room heating, Former City Hall HVAC system, Hayes Arena rooftop solar arrays, various building envelope improvements, and various vending machine controls. It is important to recognize that the list presented to the City Council is a menu of possible options. The Council could choose some, all, or none of the projects. However, there would be different financing options and potential costs associated with different combinations of projects. Project Financing Considerations When determining what projects to include, the Council may want to keep these financing considerations in mind. Under the existing project development agreement with Ameresco, the City is required to reimburse Ameresco $35,000 for engineering fees if it decides not to go forward with a project. Even if the City chooses not to move forward with a project, the data provided by the studies done to date are still of significant value to the City. The State law limits how the ESCP process can be used by limiting the total project amount by what can be recovered in energy and operational savings over 20 years. The City can choose projects that don’t provide 3 much energy savings by adding more energy savings projects or by adding cash to pay for the non-savings projects. Supplemental Funding Sources Depending on the projects chosen, the entire project may or may not be fully funded by annual energy and operational savings. Staff has identified supplemental funding sources that can be used for certain projects. For enterprise funds, some of these amounts were considered in the 2018 budget process and earmarked as Ameresco projects. Generally, the net project cost for each enterprise fund would be charged to the benefiting fund, if funds exist. The enterprise funds could draw from the budget’s reserves for their projects. Designated or Identified 2018 Funding Sources Related to Proposed Ameresco Projects Fund Amount Budgeted Purpose General Fund $6,000 Information Technology Division Office Lighting Municipal Building Fund $28,000 Fire roof top unit (RTU), Community Center Lighting Water Fund $50,000 Water Treatment Plant Boiler Hayes Arena $235,000 Roof and Lighting Sports Arena $17,500 Lighting Total $336,500 During the CIP and annual budget preparation processes, staff anticipated that some form of financing may be necessary to accomplish the capital goals for 2018. As part of the approved levy for 2018, $95,000 was identified to support capital improvement debt payments. This could be applied to financing done through an ESCP or other financing forms. Staff did not assume that this entire amount would necessarily be used for the different project options, so the levy contribution varies with the project proposals that were presented. Funds not used to support the capital financing would be directed toward the other capital needs in the Municipal Building Fund. Recurring energy and maintenance savings become a source of funding because each respective operating budget will be reduced and these funds will be directed to the projects. The annual energy savings are estimated to total $80,915. The annual operations savings are estimated to total as much as $52,279, depending on the project package chosen. See Appendix F for more details concerning the operational savings. Sample Project Explanations The Council has considerable latitude in selecting individual projects to be included in the final project scope. Staff has worked with Ameresco to create recommended project package concepts that may help the Council in evaluating its options. Additional project combinations can easily be created. Option 1 (Self-Funded Project) This option presents a group of projects that provides enough energy and operational savings that it could be self-funded through savings, not requiring supplemental funding sources. These projects are primarily lighting retrofits and boiler replacements. This 4 project would also include the Hayes Arena roof replacement. This project totals approximately $2 million. (See Appendix B) Option 2 (Option 1 Projects Plus 2 Boilers and JCRP Field Lighting) This option presents the same group of projects from Option 1, but also includes $237,342 for boiler replacement at the Community Center and Water Treatment Plant, as well as the replacement of the JCRP field lighting with LED retrofits. The field lighting totals $954,437. In order to make this project finance through this method, $336,500 in supplemental funding would be required from the Water, Arena General, and Municipal Building Funds. This option also requires the allocation of $62,000 of the debt support levy. This project totals approximately $3.2 million. (See Appendix C) Option 3 (Option 2 Projects Plus Sports Arena Upgrades) The Sports Arena ice plant is well past its end-of-life and requires replacement. The risk for a critical failure that would prevent use of the Arena for the ice season is already high and climbs higher with every day. This project presents all of the previously described projects and includes the $3.7 million Sports Arena project (new ice plant, new hockey boards, and new air handling unit). This option would require significant supplemental funding including all funding sources in Option 2 as well as the full $95,000 of the debt support levy. This project totals approximately $6.9 million. (See Appendix D) Projects with Time Sensitivity While all of the projects are important and many are pressing, there are three projects that have some degree of urgency. The Fire Station #1 roof top unit is at a point where further repair is not feasible. Staff believes it is important to replace this unit early in 2018 to avoid a possible catastrophic failure. The building control software for the Municipal Center and Central Maintenance Facility is well past its useful life and is no longer supported. If the software fails, it is very possible that all of the setting controls for the building will be lost. Staff believes it is important to accomplish this upgrade in early 2018. Finally, the Sports Arena project is difficult because there is a very small window of time in which the building is not used for ice and can be under construction. This project would need to begin no later than March in order to have the ice ready for the fall season. Staff Recommendation Staff believes that all of the proposed projects are justified, worthy of consideration, and will benefit the City in the long-term. All of the proposed projects involve facility components that have reached or will effectively reach end-of-life in the next five years and will require some form of remediation or replacement. The question is how many of these projects the City prefers to address now and how many will be addressed over the next five years. There are benefits to combining similar projects that will save on engineering, project management, and project bidding. At the same time, this does create a larger front-end expenditure. Below are some considerations for the Council when evaluating the desired scope of the project. Option 1 Staff recommends proceeding with the Option 1 projects for several reasons. These items have faster payback times, allowing the City to capture energy and maintenance savings to use on the other projects. Removing faster payback items from the scope will reduce the amount of money available for longer payback items. Staff believes that the ESPC method to bundling these projects and capturing energy cost savings to fund replacements would be of benefit to the City. 5 Option 1 includes $.919 million in rapid payback items that are spread across many buildings that will experience considerable cost savings due to economies of scale of engineering, bidding, installing and managing these smaller individual items across many buildings that have a significant collective savings to the City. These items include light bulbs, software, insulation and water conservation plumbing improvements which are usually found in operations maintenance budgets because the individual units have lower dollar values. The up-front number appears large because all of the replacements would be done at a single time under one budget, rather than annual break-fix replacement spread over time and multiple budgets. Staff recommends that these items be included because they are highly inefficient and savings can be readily achieved. The $1.069 million value of the capital projects in Option 1 represents a little more than one quarter of the total $3.816 million value of facility rehabilitation and repair projects listed in the five-year window of the 2017-2021 Capital Improvements Program (CIP). Option 2 Option 2 adds $1.191 million in cost by adding $237,342 for boiler replacement at the Community Center and Water Treatment Plant, as well as the replacement of the JCRP field lighting with LED retrofits. The field lighting totals $954,437. Staff recommends adding two additional boilers which are not suffering major maintenance expenses at this time, but are very near end-of-life and would provide cost savings from bundling these with the other boiler projects. Staff also recommends using this opportunity to address problematic field lighting at the Johnny Cake Ridge complex. The lighting is highly inefficient, but has a longer payback because of the limited seasonal use of the lights. Unlike the Arena, where a system failure could mean no ability to maintain ice for an entire season, when a portion of the field lighting fails, it may still allow some continued use of the fields under non-ideal conditions. Repairs and maintenance are often quite expensive due to the equipment necessary to reach the lights. LED bulbs have much longer life-spans, requiring less maintenance over time. Staff believes that there are advantages to bundling this project into the Ameresco project and raising the level of playing field conditions significantly for safety. Option 3 The Ice Arena has an urgent problem that staff believes needs to be addressed in the very near future. Staff recommends that inclusion in the Ameresco project may be the best way to accomplish this project given the very short time frame available for construction. There are very significant risks to a catastrophic system failure if this project is not addressed in the very near future. Staff welcomes further dialogue with the Council to help them understand the proposed projects and various financing mechanisms. Appendix A 1 Ameresco Project Scope Options ECM Descriptions and Justifications Appendix A 2 2017 Proposed Ameresco Project Element Information Sheet ECM Project Description: Building Lighting ECM Project Cost: $637,237 Location(s): Municipal Center, Senior Center, Community Center, Water Treatment Plant, Aquatic Center, Fire Stations, Liquor Stores, CMF Complex, Salt Storage Building, Johnny Cake Ridge Park Date of Installation/ Recent Replacement: Lighting retrofits in 2009 and 2013 Current Years of Service: 5 to 9 years Expected Useful Lifespan: 2 to 5 years depending on conditions and demands for lighting Projected Annual Energy Savings: $27,291 Annual Non-energy Costs to Operate and Maintain in Current Condition: $5,003 Estimated Rebates: $45,754 Estimated Payback Period: 18.3 years Benefits of Replacement in Proposed Ameresco Project: This is largely an energy efficiency project . Staff believes there are economies of scale and cost reductions to bundling multiple lighting projects together for engineering, bidding, and managing the project. Lighting is an area where there is significant pay-back, allowing savings to be used to finance other projects. Lighting is an important part of the work environment. Replacing lighting should be done in large work areas as a whole. Replacing individual lamps with different types of light emission and color temperature is likely to cause great annoyance to workers in the area. Alternate Financing Options for Project: This project is not in the CIP. Liability or Risks Associated with Delayed Replacement: There is little risk associated with delaying replacement other than cost due to inefficiency. Lighting technology has changed rapidly in recent years and many of the existing lamps are inefficient and cost the City more in operation costs than would be incurred using more efficient lamps. The existing lamps also have shorter lifespans requiring more frequent change-out. This increases time spent on maintenance and money spent on replacement parts. Appendix A 3 2017 Proposed Ameresco Project Element Information Sheet ECM Project Description: Lighting Retrofit, Sports Arena ECM Project Cost: $48,983 Location(s): Apple Valley Sports Arena Date of Installation/ Recent Replacement: 2007 Current Years of Service: 10 years Expected Useful Lifespan: 2 to 5 years depending on conditions and demands for lighting Projected Annual Energy Savings: $2,273 Annual Non-energy Costs to Operate and Maintain in Current Condition: $0 Estimated Rebates: $3,054 Estimated Payback Period: 20.2 years Benefits of Replacement in Proposed Ameresco Project: This is largely an energy efficiency project, but also has significant impact on the arena operations. Staff believes there are economies of scale and cost reductions to bundling multiple lighting projects together for engineering, bidding, and managing the project. Because the changing of the lights over the ice floor requires the use of a lift and a considerable minimum time period to get the lift into place, it is very difficult for staff to find adequate downtime in the schedule to make necessary replacements. When lights are out for an extended period of time, they take a toll on the ballasts, increasing the maintenance cost and time required. Alternate Financing Options for Project: This project was in the Budget for 2017 from the Ice Arena and ISD 196 Funds in the amount of $35,000. Liability or Risks Associated with Delayed Replacement: The longer that the fluorescent bulbs are used, the more frequent the light replacement will need to be and the greater the toll will be on the ballasts. Upgrading to longer-lasting LED bulbs will extend the life of the existing ballasts. Appendix A 4 2017 Proposed Ameresco Project Element Information Sheet ECM Project Description: Lighting Retrofit, Hayes Arena ECM Project Cost: $45,261 Location(s): Hayes Arena Date of Installation/ Recent Replacement: 2011 Current Years of Service: 6 years Expected Useful Lifespan: 2 to 5 years depending on conditions and demands for lighting Projected Annual Energy Savings: $4,110 Annual Non-energy Costs to Operate and Maintain in Current Condition: $0 Estimated Rebates: $3,076 Estimated Payback Period: 10.3 years Benefits of Replacement in Proposed Ameresco Project: This is largely an energy efficiency project, but also has significant impact on the arena operations. Staff believes there are economies of scale and cost reductions to bundling multiple lighting projects together for engineering, bidding, and managing the project. Because the changing of the lights over the ice floor requires the use of a lift and a considerable minimum time period to get the lift into place, it is very difficult for staff to find adequate downtime in the schedule to make necessary replacements. When lights are out for an extended period of time, they take a toll on the ballasts, increasing the maintenance cost and time required. Alternate Financing Options for Project: This project is in the CIP for 2017 from the Ice Arena Fund in the amount of $35,000, but was not included in the budget under the assumption that it would be accomplished through a project with Ameresco. Liability or Risks Associated with Delayed Replacement: The longer that the fluorescent bulbs are used, the more frequent the light replacement will need to be and the greater the toll will be on the ballasts. Upgrading to longer-lasting LED bulbs will extend the life of the existing ballasts. Appendix A 5 2017 Proposed Ameresco Project Element Information Sheet ECM Project Description: Lighting Retrofit, LED Street Lighting Cedar Ave Decorative (Black) Posts ECM Project Cost: $135,827 Location(s): Cedar Avenue Date of Installation/ Recent Replacement: 2012 Current Years of Service: 5 years Expected Useful Lifespan: 5 years Projected Annual Energy Savings: $12,413 Annual Non-energy Costs to Operate and Maintain in Current Condition: $5,729 Estimated Rebates: $8,096 Estimated Payback Period: 7.0 years Benefits of Replacement in Proposed Ameresco Project: This is largely an energy efficiency project, but also has significant impact on the maintenance operations. Staff believes there are economies of scale and cost reductions to bundling multiple lighting projects together for engineering, bidding, and managing the project. The HPS lamps have met the end of their useful lifespan and are into the replacement phase. Replacing them with more efficient LED lamps will improve lighting, reduce maintenance costs, and reduce energy consumption. Alternate Financing Options for Project: This project was not in the CIP. Liability or Risks Associated with Delayed Replacement: Changing the lamps on a high volume roadway, like Cedar Avenue, is costly because of the impacts on traffic and the safety risks to the workers. The workers require additional safety measures, traffic controls, and lane closures to conduct their work. These measures not only have a direct impact on the cost of the project, but also cause delays for traffic and thus have a cost to roadway users. Because LED lamps have much longer useful lifespans, they require less frequent maintenance and lower the cost to the City. Appendix A 6 2017 Proposed Ameresco Project Element Information Sheet ECM Project Description: Lighting Retrofit, JCRP Field Lighting, Softball Fields ECM Project Cost: $586,024 Location(s): Johnny Cake Ridge Park Date of Installation/ Recent Replacement: 1988 Current Years of Service: 30 years Expected Useful Lifespan: Bulbs: 2 to 5 years depending on conditions and demands for lighting; pole wiring 30 years Projected Annual Energy Savings: $12,338 Annual Non-energy Costs to Operate and Maintain in Current Condition: $4,956 Estimated Rebates: $43,455 Estimated Payback Period: 31.4 years Benefits of Replacement in Proposed Ameresco Project: This is an end-of-life replacement project and energy efficiency project. Staff believes there are economies of scale and cost reductions to bundling multiple lighting projects together for engineering, bidding, and managing the project. The Metal Halide lamps can be replaced with much more efficient LED lighting. We have been replacing lamps for many years as they are long past their original lifespans. In addition, the wiring in the poles has becomes susceptible of over time due to exposure to sunlight, pole sway, and vermin activity. The project includes new wiring, new fixtures, and new lamps. The project also includes new lamp controls that allow simplified remote control over the lights. Alternate Financing Options for Project: This project is in the CIP for 2019 from the General Fund in the amount of $500,000 (entire complex) Liability or Risks Associated with Delayed Replacement: The lights are grouped in banks. When an entire bank goes out, it is generally not possible to play games. Because it requires a minimum of 30 minutes to re-engage a light bank, most outages result in loss of play for an entire evening. The Illuminating Engineering Society (IES) makes recommendations for safe field lighting conditions. These have changed dramatically since 1987. The field is far less lit than the current recommendation. The softball fields have existing infield foot-candle output of 13 and the outfield is at 5. The IES recommendation and proposed system would have an infield output of 30 and outfield output of 20. The new lights would better focus light on the fields to improve play and reduce spillover onto neighboring areas. Appendix A 7 2017 Proposed Ameresco Project Element Information Sheet ECM Project Description: Lighting Retrofit, JCRP Field Lighting, Baseball Field ECM Project Cost: $222,475 Location(s): Johnny Cake Ridge Park Date of Installation/ Recent Replacement: 1988 Current Years of Service: 30 years Expected Useful Lifespan: Bulbs: 2 to 5 years depending on conditions and demands for lighting; pole wiring 30 years Projected Annual Energy Savings: $5,142 Annual Non-energy Costs to Operate and Maintain in Current Condition: $2,379 Estimated Rebates: $16,839 Estimated Payback Period: 27.3 years Benefits of Replacement in Proposed Ameresco Project: This is an end-of-life replacement project and energy efficiency project. Staff believes there are economies of scale and cost reductions to bundling multiple lighting projects together for engineering, bidding, and managing the project. The Metal Halide lamps can be replaced with much more efficient LED lighting. We have been replacing lamps for many years as they are long past their original lifespans. In addition, the wiring in the poles has becomes susceptible of over time due to exposure to sunlight, pole sway, and vermin activity. The project includes new wiring, new fixtures, and new lamps. The project also includes new lamp controls that allow simplified remote control over the lights. Alternate Financing Options for Project: This project is in the CIP for 2019 from the General Fund in the amount of $500,000 (entire complex) Liability or Risks Associated with Delayed Replacement: The lights are grouped in banks. When an entire bank goes out, it is generally not possible to play games. Because it requires a minimum of 30 minutes to re-engage a light bank, most outages result in loss of play for an entire evening. The Illuminating Engineering Society (IES) makes recommendations for safe field lighting conditions. These have changed dramatically since 1987. The field is far less lit than the current recommendation. The baseball field has existing infield foot-candle output of 22 and the outfield is at 10. The IES recommendation and proposed system would have an infield output of 50 and outfield output of 30. The new lights would better focus light on the fields to improve play and reduce spillover onto neighboring areas. Appendix A 8 2017 Proposed Ameresco Project Element Information Sheet ECM Project Description: Lighting Retrofit, JCRP Field Lighting, Soccer Field ECM Project Cost: $145,938 Location(s): Johnny Cake Ridge Park Date of Installation/ Recent Replacement: 1992 Current Years of Service: 26 years Expected Useful Lifespan: Bulbs: 2 to 5 years depending on conditions and demands for lighting; pole wiring 30 years Projected Annual Energy Savings: $2,854 Annual Non-energy Costs to Operate and Maintain in Current Condition: $1,322 Estimated Rebates: $10,864 Estimated Payback Period: 32.3 years Benefits of Replacement in Proposed Ameresco Project: This is an end-of-life replacement project and energy efficiency project. Staff believes there are economies of scale and cost reductions to bundling multiple lighting projects together for engineering, bidding, and managing the project. The Metal Halide lamps can be replaced with much more efficient LED lighting. We have been replacing lamps for many years as they are long past their original lifespans. In addition, the wiring in the poles has becomes susceptible of over time due to exposure to sunlight, pole sway, and vermin activity. The project includes new wiring, new fixtures, and new lamps. The project also includes new lamp controls that allow simplified remote control over the lights. Alternate Financing Options for Project: This project is in the CIP for 2019 from the General Fund in the amount of $500,000 (entire complex) Liability or Risks Associated with Delayed Replacement: The lights are grouped in banks. When an entire bank goes out, it is generally not possible to play games. Because it requires a minimum of 30 minutes to re-engage a light bank, most outages result in loss of play for an entire evening. The new lights would better focus light on the fields to improve play and reduce spillover onto neighboring areas. Appendix A 9 2017 Proposed Ameresco Project Element Information Sheet ECM Project Description: Boiler Replacement, Municipal Center ECM Project Cost: $320,870 Location(s): Municipal Center Date of Installation/ Recent Replacement: 2 units installed in 1993, 1 unit installed in 2001 Current Years of Service: 2 units at 25 years and 1 unit at 17 years Expected Useful Lifespan: 20 to 35 years depending on conditions and demands on unit(s) Projected Annual Energy Savings: $4,113 Annual Non-energy Costs to Operate and Maintain in Current Condition: $7,588 Estimated Rebates: $11,200 Estimated Payback Period: 26.5 years Benefits of Replacement in Proposed Ameresco Project: This is an end-of-life replacement project and energy efficiency project. Staff believes there are economies of scale and cost reductions to bundling multiple boiler replacement projects together for engineering, bidding, and managing the project. The design of the original two-unit system in the construction of the Police Facility is inefficient because it requires the boilers to run year-round and run at high water temperatures. This system was expanded with an additional boiler and additional pumps and motors when the Municipal Center constructed as an addition in 2001. The pumps and motors are failing at a high frequency requiring expensive repairs. In order to solve these problems for the long term, the system needs to be re-engineered to work efficiently and use fewer pumps and motors. In addition, newer boilers allow for much lower minimum water temperatures, so that running them year round will cost less. Alternate Financing Options for Project: This project is in the CIP for 2020 from the Municipal Building Fund in the amount of $250,000. Liability or Risks Associated with Delayed Replacement: The boiler system has redundancy with the three boilers so that with a bit of time, heat can be restored. The problem is that when the components go down, they can shut-down the boilers, no longer heating the water in the system. The building has a distribution system with gaskets between the large pipes. When the water in the distribution system cools, the gaskets shrink. When the gaskets shrink, they leak water causing damage to the building and increasing costs. This project is moving up the priority list as we have already experienced a boiler shut-down and water damage in the building this fall. Appendix A 10 2017 Proposed Ameresco Project Element Information Sheet ECM Project Description: Boiler Replacement, Family Aquatic Center ECM Project Cost: $338,214 Location(s): Family Aquatic Center (Original Pool Area) Date of Installation/ Recent Replacement: 1998 Current Years of Service: 20 years Expected Useful Lifespan: 20 to 35 years depending on conditions and demands on unit(s) Projected Annual Energy Savings: $2,069 Annual Non-energy Costs to Operate and Maintain in Current Condition: $5,545 Estimated Rebates: $8,400 Estimated Payback Period: 43.3 years (long pay-back period due to short seasonal use) Benefits of Replacement in Proposed Ameresco Project: This is an end-of-life replacement project and energy efficiency project. Staff believes there are economies of scale and cost reductions to bundling multiple boiler replacement projects together for engineering, bidding, and managing the project. The existing environment around the boiler is highly corrosive due to the presence of pool chemicals in the air. The corrosion has taken a toll on all of the mechanical equipment associated with the boiler and has resulted in significant annual maintenance costs. Part of this project includes improving air flow to the boiler and reducing exposure to the corrosive chemicals in the air and using corrosive-resistant materials so that the new equipment will last longer. Alternate Financing Options for Project: This project is in the CIP for 2021 from the General Fund in the amount of $230,000. Liability or Risks Associated with Delayed Replacement: The current system has reached end of life and is consuming significant resources for annual maintenance. As the system is located in a highly corrosive environment, replacement is necessary in the near future. The system contains two boilers and provides some redundancy. However, both boilers are needed to keep the pool at a comfortable temperature when outside air temperatures are cooler. If a comfortable water temperature can’t be maintained, staff would expect a significant decrease in customers at the pool and could possibly force closure of the pool. Appendix A 11 2017 Proposed Ameresco Project Element Information Sheet ECM Project Description: Boiler Replacement, Community Center ECM Project Cost: $182,254 Location(s): Community Center Date of Installation/ Recent Replacement: 1988 Current Years of Service: 30 years Expected Useful Lifespan: 20 to 35 years depending on conditions and demands on unit(s) Projected Annual Energy Savings: $912 Annual Non-energy Costs to Operate and Maintain in Current Condition: $4,229 Estimated Rebates: $7,000 Estimated Payback Period: 34.1 years Benefits of Replacement in Proposed Ameresco Project: This is an end-of-life replacement project and energy efficiency project. Staff believes there are economies of scale and cost reductions to bundling multiple boiler replacement projects together for engineering, bidding, and managing the project. The existing system is made up of eight individual boilers to meet different demands for heating. All eight units are original to the building. The plan would reduce the number of boiler units and replace them with higher efficiency units. There is benefit from energy savings from more efficient units, but the existing system is not particularly inefficient. Alternate Financing Options for Project: This project is in the CIP for 2021 from the Municipal Building Fund in the amount of $250,000. Liability or Risks Associated with Delayed Replacement: The current system has reached end of life and is consuming significant resources for annual maintenance. As the system is at the upper end of the expected useful lifespan, replacement is necessary in the near future. The system is, however, robust with redundancy, so that catastrophic failure is not a high risk. Appendix A 12 2017 Proposed Ameresco Project Element Information Sheet ECM Project Description: Boiler Replacement, Water Treatment Plant ECM Project Cost: $55,088 Location(s): Water Treatment Plant Date of Installation/ Recent Replacement: 1989 Current Years of Service: 29 years Expected Useful Lifespan: 20 to 35 years depending on conditions and demands on unit(s) Projected Annual Energy Savings: $473 Annual Non-energy Costs to Operate and Maintain in Current Condition: $0 Estimated Rebates: $1,400 Estimated Payback Period: 37.6 years Benefits of Replacement in Proposed Ameresco Project: This is an end-of-life replacement project and energy efficiency project. Staff believes there are economies of scale and cost reductions to bundling multiple boiler replacement projects together for engineering, bidding, and managing the project. Alternate Financing Options for Project: This project was proposed as part of the operating budget but removed to be included as part of the potential Ameresco project. Funding is available in the Water Fund. Liability or Risks Associated with Delayed Replacement: As the system is at the upper end of the expected useful lifespan, replacement is necessary in the near future. This provides the primary heat for the Water Treatment Plant and failure of the boiler could lead to freezing domestic water supply pipes and water damage. This component was not replaced as part of the Plant expansion project several years ago. Appendix A 13 2017 Proposed Ameresco Project Element Information Sheet ECM Project Description: Water Conservation ECM Project Cost: $19,574 Location(s): Municipal Center, Senior Center, Hayes Arena, Aquatic Center Date of Installation/ Recent Replacement: varies with building Current Years of Service: 9 to 20 years Expected Useful Lifespan: 25 years Projected Annual Energy Savings: $2,950 Annual Non-energy Costs to Operate and Maintain in Current Condition: $0 Estimated Rebates: $0 Estimated Payback Period: 6.6 years Benefits of Replacement in Proposed Ameresco Project: This is largely an energy efficiency project . Staff believes there are economies of scale and cost reductions to bundling multiple water conservation projects together for engineering, bidding, and managing the project. Water conservation is an area where there is relatively quick pay-back, allowing savings to be used to finance other projects. Alternate Financing Options for Project: This project is not in the CIP. Liability or Risks Associated with Delayed Replacement: There is little risk associated with delaying replacement other than cost due to inefficiency. Appendix A 14 2017 Proposed Ameresco Project Element Information Sheet ECM Project Description: Heating Ventilation and Air Conditioning (HVAC) Building Automation System (BAS) Control Software ECM Project Cost: $69,934 Location(s): Municipal Center and CMF main building Date of Installation/ Recent Replacement: 2001 Current Years of Service: 17 years Expected Useful Lifespan: 15 years Projected Annual Energy Savings: $0 Annual Non-energy Costs to Operate and Maintain in Current Condition: $500 Estimated Rebates: $0 Estimated Payback Period: 139.9 years Benefits of Replacement in Proposed Ameresco Project: This is an end-of-life replacement project. Staff believes there are economies of scale and cost reductions to bundling multiple boiler replacement projects together with the building controls project. The existing software controls the heating and cooling systems of the Municipal Center and Central Maintenance Facility main building. The software dates back to 2000, is no longer supported, and is unable to interface with newer component interfaces. Replacement is necessary to prevent catastrophic failure of the control system. Alternate Financing Options for Project: As this project is software, not equipment, it was not projected in the current CIP. Liability or Risks Associated with Delayed Replacement: The software is no longer supported and can’t be reloaded from a new installation. We are dependent on a successful reload of the software from our network back-ups. However, we may not be able to reload successfully if certain firmware pieces also fail. Some systems can be brought on-line manually, but many individual area controls will be lost. The software jeopardizes the controls for the entire Municipal Center and Central Maintenance main office buildings. Appendix A 15 2017 Proposed Ameresco Project Element Information Sheet ECM Project Description: Mechanical Insulation ECM Project Cost: $56,163 Location(s): Municipal Center, Senior Center, Community Center, Sports Arena Date of Installation/ Recent Replacement: Non-existent Current Years of Service: N/A Expected Useful Lifespan: 20 to 35 years depending on conditions and demands on unit(s) Projected Annual Energy Savings: $3,082 Annual Non-energy Costs to Operate and Maintain in Current Condition: $0 Estimated Rebates: $0 Estimated Payback Period: 18.2 years Benefits of Replacement in Proposed Ameresco Project: This is largely an energy efficiency project . Staff believes there are economies of scale and cost reductions to bundling multiple mechanical projects together for engineering, bidding, and managing the project. Mechanical insulation is an area where there is relatively quick pay-back, allowing savings to be used to finance other projects. Alternate Financing Options for Project: This project is not in the CIP. Liability or Risks Associated with Delayed Replacement: There is little risk associated with delaying replacement other than cost due to inefficiency. Appendix A 16 2017 Proposed Ameresco Project Element Information Sheet ECM Project Description: Fire Station #1 Roof Top Unit (RTU) Replacement ECM Project Cost: $22,406 Location(s): Fire Station #1 Date of Installation/ Recent Replacement: 1990 Current Years of Service: 28 years Expected Useful Lifespan: 20 to 35 years depending on conditions and demands on unit(s) Projected Annual Energy Savings: $395 Annual Non-energy Costs to Operate and Maintain in Current Condition: $0 Estimated Rebates: $233 Estimated Payback Period: 10.6 years Benefits of Replacement in Proposed Ameresco Project: This is an end-of-life replacement project. Staff believes there are economies of scale and cost reductions to bundling multiple boiler and HVAC replacement projects together for engineering, bidding, and managing the project. Further attempts to repair are not recommended due to the high cost of repair versus the cost of replacement. The current unit does not provide efficient zoned heating between the upper and lower levels. The City desires to have an engineer work to ensure that the new unit will have zones that better serve the heating and cooling needs of the different areas of the building. Ameresco is providing such engineering services for other parts of the proposed project. Alternate Financing Options for Project: This project was not identified in the CIP. If failure occurs, an emergency purchase would be required from contingency funds. Liability or Risks Associated with Delayed Replacement: Failure of the unit could occur at any time. If the unit fails, there would be no heat to the occupied spaces of the Fire Station. Appendix A 17 2017 Proposed Ameresco Project Element Information Sheet ECM Project Description: Roof Replacement ECM Project Cost: $258,752 Location(s): Hayes Arena Date of Installation/ Recent Replacement: 1995 Current Years of Service: 23 years Expected Useful Lifespan: 15 to 20 years depending on conditions and type of material used Projected Annual Energy Savings: $500 Annual Non-energy Costs to Operate and Maintain in Current Condition: $0 Estimated Rebates: $0 Estimated Payback Period: 517.5 years Benefits of Replacement in Proposed Ameresco Project: This is an end-of-life replacement project. Staff was originally investigating the potential to install solar panels on top of the roof. Ameresco was used to evaluate the feasibility of the solar panels and to ensure the new roof was engineered to support the panels. The solar panel component is no longer part of the recommended Ameresco budget. This project could be done independently. Alternate Financing Options for Project: This project is in the Budget for 2018 from the Arena Fund in the amount of $200,000. Liability or Risks Associated with Delayed Replacement: The roof has been developing leaks on a more frequent basis, increasing the annual maintenance costs. Appendix A 18 2017 Proposed Ameresco Project Element Information Sheet ECM Project Description: Arena Upgrades ECM Project Cost: $3,697,172 Location(s): Apple Valley Sports Arena Date of Installation/ Recent Replacement: 1976 Current Years of Service: 42 years Expected Useful Lifespan: 20 years Projected Annual Energy Savings: $0 Annual Non-energy Costs to Operate and Maintain in Current Condition: $16,350 Estimated Rebates: minimal Estimated Payback Period: 104.6 years Benefits of Replacement in Proposed Ameresco Project: This is an end-of-life replacement project. Staff believes there are economies of scale and cost reductions to bundling multiple boiler and chiller replacement projects together for engineering, bidding, and managing the project. The current refrigeration plant uses R22 refrigerant. R22 production set to cease in 2020, greatly increasing the cost to obtain R22. The current system does not have the ability to report critical failures. The new system has the ability to alert staff when failure occurs. Alternate Financing Options for Project: This project is in the CIP for 2018 from the Arena Fund in the amount of $1,800,000. ISD 196 has committed $1 million for its portion of the project. Liability or Risks Associated with Delayed Replacement: R22 costs about $35 per pound. The current system holds 5,000 pounds. If we experience a catastrophic leak, it would cost $175,000 to buy new refrigerant. Other refrigerants are not compatible with the existing system. Due to the age of the plant, it is very difficult to obtain parts. If certain parts go out, there is a minimum of 6 weeks to get a replacement. Any significant repair will need redesign and refit of some pipes. It wouldn’t be feasible to conduct repairs during the ice season and would mean the loss of ice availability for the schools and other ice patrons. We have already experienced one ice melt incident this year due to system failure. Ameresco Project Option 1 Self-Funded Project (Ameresco Project A) Energy Conversation Measures Energy Savings Operational Savings Cost One-time City Funds ISD 196 Rebates Simple Payback Period Includes 1 Building LED Lighting $ 27,291 $ 5,003 $ 637,237 $ 16,000 $ 45,754 18.3 Municipal Center, Hayes, Senior Center, Community Center, WWTP, Aqua Center, Fire Station 1-3, Liquor Stores 1-3, CMF, Police Storage, Salt Storage, Johnny Cake Park 1a Building LED Lighting $ 2,273 $- $ 48,983 $ 17,500 $ 24,492 $ 3,054 20.2 Apple Valley Sports Arena 1b Building LED Lighting $ 4,110 $- $ 45,261 $ 35,000 $ 3,076 10.3 Hayes Ice Arena Building Lighting Subtotal $ 33,674 $ 5,003 $ 731,481 $ - $ 51,884 2 LED Street Lighting Retrofit $ 12,413 $ 5,729 $ 135,827 $ - $ 8,096 7.0 Cedar Avenue Decorative Teardrops (174) 4a Boiler Replacement $ 4,113 $ 7,588 $ 320,870 $ - $ 11,200 26.5 Municipal Center 4b Boiler Replacement $ 2,069 $ 5,545 $ 338,214 $ - $ 8,400 43.3 Aquatic Center 5 Water Conservation $ 2,950 $- $ 19,574 $ - $- 6.6 Municipal Center, Hayes Arena, Senior Center 6 BAS Controls $- $ 500 $ 69,934 $ - $- 139.9 Municipal Center 7 Mechanical Insulation $ 3,082 $- $ 56,163 $ - $- 18.2 Municipal Center, AVSA, Senior Center, Community Center 8 RTU Replacement $ 395 $- $ 22,406 $ 18,000 $ 233 56.1 Fire Station #1 9 Roof Replacement $ 500 $- $ 258,752 $ 200,000 $- 517.5 Hayes Ice Arena IGA Fee $ - $ - $ 35,000 $ - $ - Total 59,196$ 24,365$ 1,988,221$ 286,500$ 24,492$ 79,813$ * Assumes Capital contributions are not financed. Includes 3% energy and O&M annual escalation. Assumes 3% finance rate Appendix B Ameresco Project Option 2 Self-Funded Plus JCRP Field Lighting, CC & WTP Boilers (Ameresco Project B+) Energy Conversation Measures Energy Savings Operational Savings Cost One-time City Funds ISD 196 Annual City Levy Rebates Simple Payback Period Includes 1 Building LED Lighting $ 27,291 $ 5,003 $ 637,237 $ 16,000 $ 45,754 18.3 Municipal Center, Hayes, Senior Center, Community Center, WWTP, Aqua Center, Fire Station 1-3, Liquor Stores 1-3, CMF, Police Storage, Salt Storage, Johnny Cake Park 1a Building LED Lighting $ 2,273 $- $ 48,983 $ 17,500 $ 24,492 $ 3,054 20.2 Apple Valley Sports Arena 1b Building LED Lighting $ 4,110 $- $ 45,261 $ 35,000 $ 3,076 10.3 Hayes Ice Arena Building Lighting Subtotal $ 33,674 $ 5,003 $ 731,481 $ - $ 51,884 2 LED Street Lighting Retrofit $ 12,413 $ 5,729 $ 135,827 $ - $ 8,096 7.0 Cedar Avenue Decorative Teardrops (174) 3 Softball Fields $ 12,338 $ 4,956 $ 586,024 $ - $ 43,455 Baseball Field $ 5,142 $ 2,379 $ 222,475 $ - $ 16,839 Soccer Field $ 2,854 $ 1,322 $ 145,938 $ - $ 10,864 LED Field Lighting Subtotal $ 20,334 $ 8,657 $ 954,437 $ - $ 71,158 30.5 Baseball (1), Softball (5), Soccer (1) Athletic Fields 4a Boiler Replacement $ 4,113 $ 7,588 $ 320,870 $ - $ 11,200 26.5 Municipal Center 4b Boiler Replacement $ 2,069 $ 5,545 $ 338,214 $ - $ 8,400 43.3 Aquatic Center 4c Boiler Replacement $ 912 $ 4,229 $ 182,254 $ - $ 7,000 34.1 Community Center 4d Boiler Replacement $ 473 $ - $ 55,088 $ 50,000 $ 1,400 37.6 Water Treatment Plant 5 Water Conservation $ 2,950 $- $ 19,574 $ - $- 6.6 Municipal Center, Hayes Arena, Senior Center 6 BAS Controls $- $ 500 $ 69,934 $ - $- 139.9 Municipal Center 7 Mechanical Insulation $ 3,082 $- $ 56,163 $ - $- 18.2 Municipal Center, AVSA, Senior Center, Community Center 8 RTU Replacement $ 395 $- $ 22,406 $ 18,000 $ 233 56.1 Fire Station #1 9 Roof Replacement $ 500 $- $ 258,752 $ 200,000 $- 517.5 Hayes Ice Arena IGA Fee $ - $ - $ 35,000 $ - $ - Total 80,915$ 37,251$ 3,180,000$ 336,500$ 24,492$ 62,000$ 159,371$ * Assumes Capital contributions are not financed. Includes 3% energy and O&M annual escalation. Assumes 3% finance rate Appendix C Ameresco Project Option 3 Self-Funded Plus JCRP Field Lighting, CC & WTP Boilers, Ice Arena (Ameresco Project D) Energy Conversation Measures Energy Savings Operational Savings Cost One-time City Funds ISD 196 Annual City Levy Rebates Simple Payback Period Includes 1 Building LED Lighting $ 27,291 $ 5,003 $ 637,237 $ 16,000 $ 45,754 18.3 Municipal Center, Hayes, Senior Center, Community Center, WWTP, Aqua Center, Fire Station 1-3, Liquor Stores 1-3, CMF, Police Storage, Salt Storage, Johnny Cake Park 1a Building LED Lighting $ 2,273 $- $ 48,983 $ 17,500 $ 24,492 $ 3,054 20.2 Apple Valley Sports Arena 1b Building LED Lighting $ 4,110 $- $ 45,261 $ 35,000 $ 3,076 10.3 Hayes Ice Arena Building Lighting Subtotal $ 33,674 $ 5,003 $ 731,481 $ - $ 51,884 2 LED Street Lighting Retrofit $ 12,413 $ 5,729 $ 135,827 $ - $ 8,096 7.0 Cedar Avenue Decorative Teardrops (174) 3 Softball Fields $ 12,338 $ 4,956 $ 586,024 $ - $ 43,455 Baseball Field $ 5,142 $ 2,379 $ 222,475 $ - $ 16,839 Soccer Field $ 2,854 $ 1,322 $ 145,938 $ - $ 10,864 LED Field Lighting Subtotal $ 20,334 $ 8,657 $ 954,437 $ - $ 71,158 30.5 Baseball (1), Softball (5), Soccer (1) Athletic Fields 4a Boiler Replacement $ 4,113 $ 7,588 $ 320,870 $ - $ 11,200 26.5 Municipal Center 4b Boiler Replacement $ 2,069 $ 5,545 $ 338,214 $ - $ 8,400 43.3 Aquatic Center 4c Boiler Replacement $ 912 $ 4,229 $ 182,254 $ - $ 7,000 34.1 Community Center 4d Boiler Replacement $ 473 $ - $ 55,088 $ 50,000 $ 1,400 37.6 Water Treatment Plant 5 Water Conservation $ 2,950 $- $ 19,574 $ - $- 6.6 Municipal Center, Hayes Arena, Senior Center 6 BAS Controls $- $ 500 $ 69,934 $ - $- 139.9 Municipal Center 7 Mechanical Insulation $ 3,082 $- $ 56,163 $ - $- 18.2 Municipal Center, AVSA, Senior Center, Community Center 8 RTU Replacement $ 395 $- $ 22,406 $ 18,000 $ 233 56.1 Fire Station #1 9 Roof Replacement $ 500 $- $ 258,752 $ 200,000 $- 517.5 Hayes Ice Arena New Glycol System $ - $ 11,350 $ 3,327,691 $ 1,000,000 $ 1,000,000 $ - New Boards/ Glass $ - $ 5,000 $ 190,971 $ - New Air Handler $ - $ - $ 178,510 $ - AV Sports Arena Subtotal $- $ 16,350 $ 3,697,172 $ 1,000,000 $ 1,000,000 $- 104.6 Apple Valley Sports Arena IGA Fee $ - $ - $ 35,000 $ - $ - Total 80,915$ 53,601$ 6,877,172$ 1,336,500$ 1,024,492$ 95,000$ 159,371$ * Assumes Capital contributions are not financed. Includes 3% energy and O&M annual escalation. Assumes 3% finance rate ** The ISD 196 $1 million contribution to the Sports Arena would be up front cash ** Additional O & M Savings Needed of $18,000 Appendix D City of Apple Valley Major Facility Construction History Building Year Redwood Community Center 1965 Former City Hall Original Chambers and Fire Garage 1967 Former City Hall Addition (Finance Offices)1971 Hayes Athletic Complex 1971 Hayes Park Building (demolished)1972 CMF Original Garage 1973 Valleywood Golf Course 1975 Sports Arena 1976 Fire Station #1 Original 1977 Liquor Store #2 1977 Former City Hall Addition (Police later Inspections)1978 Fire Station #2 Original 1979 Fire Station #3 Original 1979 Valleywood Clubhouse Original (demolished)1982 CMF Addition (Parks Bay?)1984 CMF Addition 1986 CMF Storage Building #1 1986 Community Center 1988 Johnny Cake Ridge East 1988 Redwood Remodel 1988 Former City Hall Addition (Administration Offices)1988 Water Treatment Plant 1989 CMF Storage Buildings #2 and #3 1990 Fire Station #1 Addition 1990 Liquor Store #1 1990 Liquor Store #2 Interior Remodel 1 (remodeled since)1990 Valleywood Clubhouse Addition (demolished)1990 Law Enforcement Center 1993 Johnny Cake Ridge East Addition 1994 Hayes Arena 1995 Senior Center Original (demolished)1995 CMF Addition 1998 Community Center Sport Court Addition 1998 Family Aquatic Center Main Pool and Body Slides 1998 Johnny Cake Ridge West 1998 Liquor Store #1 Remodel 1 (remodeled since)1998 Teen Center 1998 Liquor Store #2 Exterior Remodel 2000 CMF Storage Building (Clear Well?)2001 Municipal Center 2001 Salt Storage Building 2001 Appendix E Fire Station #1 Office Addition 2002 Former City Hall Remodel 1 (DCTC Lease)2002 Fire Station #2 Addition 2003 Fire Station #3 Addition 2003 Municipal Center Locker Rooms and Fitness 2007 Liquor Store #3 2008 Aquatic Center Lazy River and Tube Slide 2009 Quarry Point Athletic Complex 2009 Senior Center 2009 Liquor Store #1 Interior Remodel 2 2012 Valleywood Clubhouse 2012 Municipal Center Planning and Inspections Windows 2014 Municipal Center Reception Desk 2015 Liquor Store #2 Remodel 2 2015 Water Treatment Plant Addition 2015 CMF Wash Bay Expansion 2015 Former City Hall Remodel 2 (MacPhail space)2017 Municipal Center Admin Window 2017 Former City Hall Remodel (MacPhail Lease)2017 Site Option A Option B+Option D Source Apple Valley Sports Arena General Supplies -$ -$ 2,000$ Equipment Parts -$ -$ 2,750$ Repairs -$ -$ 5,500$ Boards -$ -$ 5,000$ R22 -$ -$ 5,100$ Ammonia System Preventative Mx -$ -$ (4,000)$ Typical - RinkTec AVSA Total -$ -$ 16,350$ Street Lighting 5,729$ 5,729$ 5,729$ Matt Saam material replacement Facility Lighting 5,003$ 5,003$ 5,003$ AMERESCO calculation Field Lighting Mx and Lamps / Ballasts -$ 7,335$ 7,335$ Calculated - minus soccer field Municipal Center Boilers 7,588$ 7,588$ 7,588$ $22k in boiler maintenance last 3 years Aquatic Center Boiler 5,545$ 5,545$ 5,545$ $55,453 projected maint. over 10 years Municipal Center Controls 500$ 500$ 500$ Estimated Community Center Boiler -$ 4,229$ 4,229$ $25k in 6 years Total Recurring Maintenance 24,365$ 35,929$ 52,279$ Hayes Lighting 35,000$ 35,000$ 35,000$ Budgeted - Brian Christianson Hayes Roof 200,000$ 200,000$ 200,000$ Budgeted - Brian Christianson WTP Boiler -$ 50,000$ 50,000$ Budgeted - Ron Hedberg IT Department Lighting 6,000$ 6,000$ 6,000$ Budgeted - Nathan Bang Sports Arena Lighting 17,500$ 17,500$ 17,500$ Budgeted - Ron Hedberg Community Center Lighting 10,000$ 10,000$ 10,000$ Budgeted - Ron Hedberg Fire Station #1 RTU Replacement 18,000$ 18,000$ 18,000$ Budgeted - Nealon Thompson Total Avoided Cost 286,500$ 336,500$ 336,500$ Annual Budgeted Dollars for 20 Years -$ 63,500$ 95,000$ Reported, (not inflated) - Ron Hedberg AV Sports Arena Replacement -$ -$ 1,000,000$ Budgeted - Ron Hedberg AV Sports Arena Replacement -$ -$ 1,000,000$ Budgeted - Ron Hedberg Appendix F School District 196 Sports Arena Budget Allocation Recurring Operation & Maintenance Savings Reported - Brian Christianson One-Time City Funds Annual City Levy Dollars City Sports Arena Budget Allocation Options for Capital Project with Ameresco 2017-2018 26 Major Facility Projects Between 1986 and 2001 Energy Savings Performance Contract (ESPC) is Vehicle to Fund Projects •Uses guaranteed energy savings (reducing operating budget costs) to fund capital purchase (higher efficiency equipment) •For past year, staff has been working with Ameresco to identify projects that would be a good fit. •Not all capital projects found to be a good fit and are not included on project list. –7 EMC’s and Teen Center were eliminated during the process Proposed Project Options Conservation Measure Option 1 Option 2 Option 3 Various Building LED Lighting $637,237 $637,237 $637,237 Sports Arena LED Lighting $48,983 $48,983 $48,983 Hayes Arena LED Lighting $45,261 $45,261 $45,261 Cedar Street Lighting LED $135,827 $135,827 $135,827 Municipal Center Boiler $320,870 $320,870 $320,870 Aquatic Center Boiler $338,214 $338,214 $338,214 Various Building Water Conservation $19,574 $19,574 $19,574 Municipal Center Building Control Software $69,934 $69,934 $69,934 Various Building Mechanical Insulation $56,163 $56,163 $56,163 Fire Station 1 Roof Top Unit Replacement $22,406 $22,406 $22,406 Hayes Arena Roof Replacement $258,752 $258,752 $258,752 Engineering Fee (All Projects) $35,000 $35,000 $35,000 Community Center Boiler $182,254 $182,254 Water Treatment Plant Boiler $55,088 $55,088 Johnny Cake Softball Field LED Lighting $586,024 $586,024 Johnny Cake Baseball Field LED Lighting $222,475 $222,475 Johnny Cake Soccer Field LED Lighting $145,938 $145,938 Sports Arena Ice Plant Replacement $3,327,691 Sports Arena Board & Glass Replacement $190,971 Sports Arena Air Handling Unit Replacement $178,510 Total Option Costs $1,988,221 $3,180,000 $6,877,172 Projects With Critical Time Elements Conservation Measure Option 1 Option 2 Option 3 Various Building LED Lighting $637,237 $637,237 $637,237 Sports Arena LED Lighting $48,983 $48,983 $48,983 Hayes Arena LED Lighting $45,261 $45,261 $45,261 Cedar Street Lighting LED $135,827 $135,827 $135,827 Municipal Center Boiler $320,870 $320,870 $320,870 Aquatic Center Boiler $338,214 $338,214 $338,214 Various Building Water Conservation $19,574 $19,574 $19,574 Municipal Center Building Control Software $69,934 $69,934 $69,934 Various Building Mechanical Insulation $56,163 $56,163 $56,163 Fire Station 1 Roof Top Unit Replacement $22,406 $22,406 $22,406 Hayes Arena Roof Replacement $258,752 $258,752 $258,752 Engineering Fee (All Projects) $35,000 $35,000 $35,000 Community Center Boiler $182,254 $182,254 Water Treatment Plant Boiler $55,088 $55,088 Johnny Cake Softball Field LED Lighting $586,024 $586,024 Johnny Cake Baseball Field LED Lighting $222,475 $222,475 Johnny Cake Soccer Field LED Lighting $145,938 $145,938 Sports Arena Ice Plant Replacement $3,327,691 Sports Arena Board & Glass Replacement $190,971 Sports Arena Air Handling Unit Replacement $178,510 Total Option Costs $1,988,221 $3,180,000 $6,877,172 Core Faster Payback Energy Savings Projects Conservation Measure Option 1 Option 2 Option 3 Various Building LED Lighting $637,237 $637,237 $637,237 Sports Arena LED Lighting $48,983 $48,983 $48,983 Hayes Arena LED Lighting $45,261 $45,261 $45,261 Cedar Street Lighting LED $135,827 $135,827 $135,827 Municipal Center Boiler $320,870 $320,870 $320,870 Aquatic Center Boiler $338,214 $338,214 $338,214 Various Building Water Conservation $19,574 $19,574 $19,574 Municipal Center Building Control Software $69,934 $69,934 $69,934 Various Building Mechanical Insulation $56,163 $56,163 $56,163 Fire Station 1 Roof Top Unit Replacement $22,406 $22,406 $22,406 Hayes Arena Roof Replacement $258,752 $258,752 $258,752 Engineering Fee (All Projects) $35,000 $35,000 $35,000 Community Center Boiler $182,254 $182,254 Water Treatment Plant Boiler $55,088 $55,088 Johnny Cake Softball Field LED Lighting $586,024 $586,024 Johnny Cake Baseball Field LED Lighting $222,475 $222,475 Johnny Cake Soccer Field LED Lighting $145,938 $145,938 Sports Arena Ice Plant Replacement $3,327,691 Sports Arena Board & Glass Replacement $190,971 Sports Arena Air Handling Unit Replacement $178,510 Total Option Costs $1,988,221 $3,180,000 $6,877,172 Priority Capital Projects Conservation Measure Option 1 Option 2 Option 3 Various Building LED Lighting $637,237 $637,237 $637,237 Sports Arena LED Lighting $48,983 $48,983 $48,983 Hayes Arena LED Lighting $45,261 $45,261 $45,261 Cedar Street Lighting LED $135,827 $135,827 $135,827 Municipal Center Boiler $320,870 $320,870 $320,870 Aquatic Center Boiler $338,214 $338,214 $338,214 Various Building Water Conservation $19,574 $19,574 $19,574 Municipal Center Building Control Software $69,934 $69,934 $69,934 Various Building Mechanical Insulation $56,163 $56,163 $56,163 Fire Station 1 Roof Top Unit Replacement $22,406 $22,406 $22,406 Hayes Arena Roof Replacement $258,752 $258,752 $258,752 Engineering Fee (All Projects) $35,000 $35,000 $35,000 Community Center Boiler $182,254 $182,254 Water Treatment Plant Boiler $55,088 $55,088 Johnny Cake Softball Field LED Lighting $586,024 $586,024 Johnny Cake Baseball Field LED Lighting $222,475 $222,475 Johnny Cake Soccer Field LED Lighting $145,938 $145,938 Sports Arena Ice Plant Replacement $3,327,691 Sports Arena Board & Glass Replacement $190,971 Sports Arena Air Handling Unit Replacement $178,510 Total Option Costs $1,988,221 $3,180,000 $6,877,172 Secondary Projects Conservation Measure Option 1 Option 2 Option 3 Various Building LED Lighting $637,237 $637,237 $637,237 Sports Arena LED Lighting $48,983 $48,983 $48,983 Hayes Arena LED Lighting $45,261 $45,261 $45,261 Cedar Street Lighting LED $135,827 $135,827 $135,827 Municipal Center Boiler $320,870 $320,870 $320,870 Aquatic Center Boiler $338,214 $338,214 $338,214 Various Building Water Conservation $19,574 $19,574 $19,574 Municipal Center Building Control Software $69,934 $69,934 $69,934 Various Building Mechanical Insulation $56,163 $56,163 $56,163 Fire Station 1 Roof Top Unit Replacement $22,406 $22,406 $22,406 Hayes Arena Roof Replacement $258,752 $258,752 $258,752 Engineering Fee (All Projects) $35,000 $35,000 $35,000 Community Center Boiler $182,254 $182,254 Water Treatment Plant Boiler $55,088 $55,088 Johnny Cake Softball Field LED Lighting $586,024 $586,024 Johnny Cake Baseball Field LED Lighting $222,475 $222,475 Johnny Cake Soccer Field LED Lighting $145,938 $145,938 Sports Arena Ice Plant Replacement $3,327,691 Sports Arena Board & Glass Replacement $190,971 Sports Arena Air Handling Unit Replacement $178,510 Total Option Costs $1,988,221 $3,180,000 $6,877,172 Secondary Projects Conservation Measure Option 1 Option 2 Option 3 Various Building LED Lighting $637,237 $637,237 $637,237 Sports Arena LED Lighting $48,983 $48,983 $48,983 Hayes Arena LED Lighting $45,261 $45,261 $45,261 Cedar Street Lighting LED $135,827 $135,827 $135,827 Municipal Center Boiler $320,870 $320,870 $320,870 Aquatic Center Boiler $338,214 $338,214 $338,214 Various Building Water Conservation $19,574 $19,574 $19,574 Municipal Center Building Control Software $69,934 $69,934 $69,934 Various Building Mechanical Insulation $56,163 $56,163 $56,163 Fire Station 1 Roof Top Unit Replacement $22,406 $22,406 $22,406 Hayes Arena Roof Replacement $258,752 $258,752 $258,752 Engineering Fee (All Projects) $35,000 $35,000 $35,000 Community Center Boiler $182,254 $182,254 Water Treatment Plant Boiler $55,088 $55,088 Johnny Cake Softball Field LED Lighting $586,024 $586,024 Johnny Cake Baseball Field LED Lighting $222,475 $222,475 Johnny Cake Soccer Field LED Lighting $145,938 $145,938 Sports Arena Ice Plant Replacement $3,327,691 Sports Arena Board & Glass Replacement $190,971 Sports Arena Air Handling Unit Replacement $178,510 Total Option Costs $1,988,221 $3,180,000 $6,877,172 Ice Arena Project Conservation Measure Option 1 Option 2 Option 3 Various Building LED Lighting $637,237 $637,237 $637,237 Sports Arena LED Lighting $48,983 $48,983 $48,983 Hayes Arena LED Lighting $45,261 $45,261 $45,261 Cedar Street Lighting LED $135,827 $135,827 $135,827 Municipal Center Boiler $320,870 $320,870 $320,870 Aquatic Center Boiler $338,214 $338,214 $338,214 Various Building Water Conservation $19,574 $19,574 $19,574 Municipal Center Building Control Software $69,934 $69,934 $69,934 Various Building Mechanical Insulation $56,163 $56,163 $56,163 Fire Station 1 Roof Top Unit Replacement $22,406 $22,406 $22,406 Hayes Arena Roof Replacement $258,752 $258,752 $258,752 Engineering Fee (All Projects) $35,000 $35,000 $35,000 Community Center Boiler $182,254 $182,254 Water Treatment Plant Boiler $55,088 $55,088 Johnny Cake Softball Field LED Lighting $586,024 $586,024 Johnny Cake Baseball Field LED Lighting $222,475 $222,475 Johnny Cake Soccer Field LED Lighting $145,938 $145,938 Sports Arena Ice Plant Replacement $3,327,691 Sports Arena Board & Glass Replacement $190,971 Sports Arena Air Handling Unit Replacement $178,510 Total Option Costs $1,988,221 $3,180,000 $6,877,172 Funding Source Option 1 Total Cost $ 1,988,221 Combinations of Funding Sources Funding Source Option 1 Total Cost $ 1,988,221 Less: Rebates 79,813 Up-Front - ISD 196 24,492 Up-Front City Contribution 286,500 Potential Amount Financed $ 1,597,416 Combinations of Funding Sources Funding Source Option 1 Total Cost $ 1,988,221 Less: Rebates 79,813 Up-Front - ISD 196 24,492 Up-Front City Contribution 286,500 Potential Amount Financed $ 1,597,416 Annual Debt Service(20yrs @3%) $ 107,371 Debt Service Covered By: Annual Energy Savings $ 59,196 Annual Operations Savings 24,365 Annual City Levy 6,810 Redirect Existing Ice Support Levy $ 17,000 -0- Combinations of Funding Sources Funding Source Amount Budgeted Purpose General Fund $ 6,000 Information Technology Division Office Lighting Municipal Building Fund 28,000 Fire station 1 Roof Top Unit, Community Center Lighting Hayes Arena 235,000 Roof and Lighting Sports Arena 17,500 Lighting Total Option 1 $ 286,500 2018 Budget Funding Sources Funding Source Option 2 Total Cost $ 3,180,000 Less: Rebates 159,371 Up-Front - ISD 196 24,492 Up-Front City Contribution 336,500 Potential Amount Financed $2,996,137 Annual Debt Service(20yrs @3%) $ 201,387 Debt Service Covered By: Annual Energy Savings $ 80,915 Annual Operations Savings 37,251 Annual City Levy 66,221 Redirect Existing Ice Support Levy $ 17,000 -0- Combinations of Funding Sources Funding Source Amount Budgeted Purpose General Fund $ 6,000 Information Technology Division Office Lighting Municipal Building Fund 28,000 Fire station 1 Roof Top Unit, Community Center Lighting Hayes Arena 235,000 Roof and Lighting Sports Arena 17,500 Lighting Total Option 1 $ 286,500 Water Fund 50,000 Water Treatment Plant Boiler Total Option 2 $336,500 2018 Budget Funding Sources Funding Source Option 3 Total Cost $ 6,877,172 Less: Rebates 159,371 Up-Front - ISD 196 1,024,492 Up-Front City Contribution 1,336,500 Potential Amount Financed $4,356,809 Annual Debt Service(20yrs @3%) $ 292,846 Debt Service Covered By: Annual Energy Savings $80,915 Annual Operations Savings $53,601 Annual City Levy $95,000 Redirect Existing Ice Support Levy $63,330 -0- Combinations of Funding Sources Funding Source Amount Budgeted Purpose General Fund $ 6,000 Information Technology Division Office Lighting Municipal Building Fund 28,000 Fire station 1 Roof Top Unit, Community Center Lighting Hayes Arena 235,000 Roof and Lighting Sports Arena 17,500 Lighting Total Option 1 $ 286,500 Water Fund 50,000 Water Treatment Plant Boiler Total Option 2 $ 336,500 Future Capital Projects Fd 1,000,000 Ice Arena Refrigeration Total Option 3 $ 1,336,500 2018 Budget Funding Sources Funding Source Amount Budgeted Purpose General Fund $ 6,000 Information Technology Division Office Lighting Municipal Building Fund 28,000 Fire station 1 Roof Top Unit, Community Center Lighting Hayes Arena 235,000 Roof and Lighting Sports Arena 17,500 Lighting Total Option 1 $ 286,500 Water Fund 50,000 Water Treatment Plant Boiler Total Option 2 $ 336,500 Future Capital Projects Fd 1,000,000 Ice Arena Refrigeration Total option 3 $ 1,336,500 Street Light Fund 135,827 Cedar Ave - LED Lighting (would reduce savings credits) 2018 Budget Funding Sources Funding Source Option 1 Option 2 Option 3 Total Cost $ 1,988,221 $ 3,180,000 $ 6,877,172 Less: Rebates 79,813 159,371 159,371 Up-Front - ISD 196 24,492 24,492 1,024,492 Up-Front City Contribution 286,500 336,500 1,336,500 Potential Amount Financed $ 1,597,416 $2,996,137 $4,356,809 Annual Debt Service(20yrs @3%) $ 107,371 $ 201,387 $ 292,846 Debt Service Covered By: Annual Energy Savings $ 59,196 $ 80,915 $80,915 Annual Operations Savings 24,365 37,251 53,601 Annual City Levy 6,810 66,221 95,000 Redirect Existing Ice Support Levy $ 17,000 $ 17,000 $63,330 -0- -0- -0- Combinations of Funding Sources Various Building Lighting •Cost: $637,237 •Locations: Municipal Center, Senior Center, Community Center, Water Treatment Plant, Aquatic Center, Fire Stations, Liquor Stores, CMF Complex, Salt Storage, Johnny Cake Ridge Park •Current Years of Service: 5-9 Years •Expected Useful Life: 2-5 Years •Projected Annual Savings: $27,291 Energy, $5,003 Operations Retrofit fixtures with Type-A LED tubes (20 year life expectancy, 5 year warranty) Type -A lamps are compatible with the existing fluorescent ballasts (Ph1) Glass tube for best optics Replace HID Wallpacks at all buildings Increase in energy efficiency & better light levels Less maintenance and standardization Sports Arena Building Lighting •Cost: $48,983 •Location: Sports Arena •Current Years of Service: 10 Years •Expected Useful Life: 2-5 Years •Projected Annual Savings: $2,273 Energy, $0 Operations New fixtures and Type-A LED tubes (20 year life expectancy, 5 year warranty) Type-A lamps are compatible with the existing fluorescent ballasts (Ph1) Glass tube for best optics Hayes Arena Building Lighting •Cost: $45,261 •Location: Hayes Arena •Current Years of Service: 6 Years •Expected Useful Life: 2-5 Years •Projected Annual Savings: $4,110 Energy, $0 Operations New fixtures and Type-A LED tubes (20 year life expectancy, 5 year warranty) Type-A lamps are compatible with the existing fluorescent ballasts (Ph1) Glass tube for best optics LED Street Lighting on Cedar •Cost: $135,827 •Location: Cedar Avenue •Current Years of Service: 5 Years •Expected Useful Life: 2-5 Years •Projected Annual Savings: $12,413 Energy, $5,729 Operations Keep fixture housing and provide 174 OEM retrofit kits (LED lamp and driver) for existing metered HID street lights on Cedar Ave (20 year life expectancy, 5 year warranty) Retain existing light poles Optimize light levels, lower energy costs, and lower maintenance costs Continue investigation with the City and Dakota Electric for possible conversion of utility- owned street lights to LED (~3,000 Poles) 5 year warranty JCRP Field Lighting •Cost: Softball $586,024; Baseball $222,475; Soccer $145,938 •Location: Johnny Cake Ridge Park East •Current Years of Service: 30 Years Softball & Baseball, 26 Years Soccer •Expected Useful Life: Bulbs 2-5 Years; Pole Wiring 30 Years •Projected Annual Savings (All 3): $20,334 Energy, $8,657 Operations Replace field and parking lot lighting fixtures w/LED technology (20 year life expectancy, 10 year warranty) Reduces energy and operating costs Improves overall lighting quality Decreases future O&M and capital cost needs LEDs are “Instant On” and don’t require a warm-up cycle Standardization of lighting type Infield Outfield Infield Outfield Infield Outfield Baseball 22 10 50 30 51 32 Softball x 5 13 5 30 20 39 24 Soccer 295,000$ 570,000$ 42 26 26 Existing Proposed Ephesus Proposed MuscoFoot- Candle City Contribution Municipal Center Boiler •Cost: $320,870 •Location: Municipal Center •Current Years of Service: 2 Units 25 Years, 1 Unit 17 Years •Expected Useful Life: 20 to 35 Years •Projected Annual Savings: $4,113 Energy, $7,588 Operations Robust cast iron heat exchanger for long life expectancy On-board HeatNet controller Domestic water indirect heater and tank Reuse existing vent – option to sleeve Family Aquatic Center Boiler •Cost: $338,214 •Location: Family Aquatic Center (Original Pool Area) •Current Years of Service: 20 Years •Expected Useful Life: 15 to 20 Years •Projected Annual Savings: $2,069 Energy, $5,545 Operations Titanium plate-frame heat exchanger for pool water Sealed combustion to minimize corrosion Community Center Boiler •Cost: $182,254 •Location: Community Center •Current Years of Service: 30 Years •Expected Useful Life: 20 to 25 Years •Projected Annual Savings: $912 Energy, $4,229 Operations Replace existing eight boilers with two boilers and maintain capacity Water Treatment Plant Boiler •Cost: $55,088 •Location: Water Treatment Plant •Current Years of Service: 29 Years •Expected Useful Life: 20 to 25 Years •Projected Annual Savings: $473, Energy, $0 Operations Single boiler replacement Water Conservation Measures •Cost: $19,574 •Locations: Municipal Center, Senior Center, Hayes Arena, Aquatic Center •Current Years of Service: 9 to 20 Years •Expected Useful Life: 25 Years •Projected Annual Savings: $2,950, Energy, $0 Operations Replace/Retrofit water fixtures with low-flow devices at Aquatic Center, Hayes, and Senior Center Install tamper proof low-flow aerators Replace showerheads with low-flow devices Municipal Center Control Software •Cost: $69,934 •Locations: Municipal Center and CMF Main Building •Current Years of Service: 17 Years •Expected Useful Life: 15 Years •Projected Annual Savings: $0, Energy, $500 Operations Recommission existing controls, optimize occupied space set back operations and settings at the Municipal Center and CMF Standardize user interface to look like the Community Center controls Upgrade graphical display for easy operation, monitoring and reports Mechanical Insulation •Cost: $56,163 •Locations: Municipal Center, Senior Center, Community Center, Sports Arena •Current Years of Service: non-existent •Expected Useful Life: N/A •Projected Annual Savings: $3,082, Energy, $0 Operations Insulate Exposed Piping and Equipment in the boiler rooms Fire Station 1 Roof Top Unit •Cost: $22,406 •Location: Fire Station 1 •Current Years of Service: 28 Years •Expected Useful Life: 20 to 35 Years •Projected Annual Savings: $395, Energy, $0 Operations Provide high efficient 7.5 ton RTU Provide hail guard and guard rails to meet code requirements Installed with curb adapter Provide screens to meet the 2015 International Mechanical Code Hayes Arena Roof Replacement •Cost: $258,752 •Location: Hayes Arena •Current Years of Service: 23 Years •Expected Useful Life: 15 to 20 Years •Projected Annual Savings: $500, Energy, $0 Operations Mechanically fasten 1 inch ISO over the existing insulation (increased insulation value and energy savings) Provide loose-laid, 60 mil EPDM reuse existing rock for Section 1-6 Provide fully-adhered 60 mil TPO for Section 7 Flash all existing penetrations and provide new walking pavers Provide 8 inch tapered cedar boards on top of all the parapets to provide proper slope Sports Arena Upgrades •Cost: $3,697,172 •Location: Sports Arena •Current Years of Service: 42 Years •Expected Useful Life: 20 Years •Projected Annual Savings: $0, Energy, $16,350 Operations Provide new ammonia chiller (current refrigeration is phasing out) Provide new concrete floor Provide snow melt heat exchanger in existing snow melt pit Provide new boards and glass Replace air handling unit connected to existing chiller Upgrade building electrical feed Construct new refrigeration room within existing structure Relocate boilers to mezzanine Move domestic water heat exchanger and water softener in room Option 1 (Self-Funded Project) Energy Conversation Measures Energy Savings Operational Savings Cost One-time City Funds ISD 196 Rebates Simple Payback Period Includes 1 Building LED Lighting $ 27,291 $ 5,003 $ 637,237 $ 16,000 $ 45,754 18.3 Municipal Center, Hayes, Senior Center, Community Center, WWTP, Aqua Center, Fire Station 1-3, Liquor Stores 1-3, CMF, Police Storage, Salt Storage, Johnny Cake Park 1a Building LED Lighting $ 2,273 $- $ 48,983 $ 17,500 $ 24,492 $ 3,054 20.2 Apple Valley Sports Arena 1b Building LED Lighting $ 4,110 $- $ 45,261 $ 35,000 $ 3,076 10.3 Hayes Ice Arena Building Lighting Subtotal $ 33,674 $ 5,003 $ 731,481 $ - $ 51,884 2 LED Street Lighting Retrofit $ 12,413 $ 5,729 $ 135,827 $ - $ 8,096 7.0 Cedar Avenue Decorative Teardrops (174) 4a Boiler Replacement $ 4,113 $ 7,588 $ 320,870 $ - $ 11,200 26.5 Municipal Center 4b Boiler Replacement $ 2,069 $ 5,545 $ 338,214 $ - $ 8,400 43.3 Aquatic Center 5 Water Conservation $ 2,950 $- $ 19,574 $ - $- 6.6 Municipal Center, Hayes Arena, Senior Center 6 BAS Controls $- $ 500 $ 69,934 $ - $- 139.9 Municipal Center 7 Mechanical Insulation $ 3,082 $- $ 56,163 $ - $- 18.2 Municipal Center, AVSA, Senior Center, Community Center 8 RTU Replacement $ 395 $- $ 22,406 $ 18,000 $ 233 56.1 Fire Station #1 9 Roof Replacement $ 500 $- $ 258,752 $ 200,000 $- 517.5 Hayes Ice Arena IGA Fee $ - $ - $ 35,000 $ - $ - Total $ 59,196 $ 24,365 $ 1,988,221 $ 286,500 $ 24,492 $ 79,813 * Assumes Capital contributions are not financed. Includes 3% energy and O&M annual escalation. Assumes 3% finance rate Option 2 (Opt 1 Plus CC & WTP Boilers and JCRP Field Lighting) Energy Conversation Measures Energy Savings Operational Savings Cost One-time City Funds ISD 196 Annual City Levy Rebates Simple Payback Period Includes 1 Building LED Lighting $ 27,291 $ 5,003 $ 637,237 $ 16,000 $ 45,754 18.3 Municipal Center, Hayes, Senior Center, Community Center, WWTP, Aqua Center, Fire Station 1-3, Liquor Stores 1-3, CMF, Police Storage, Salt Storage, Johnny Cake Park 1a Building LED Lighting $ 2,273 $- $ 48,983 $ 17,500 $ 24,492 $ 3,054 20.2 Apple Valley Sports Arena 1b Building LED Lighting $ 4,110 $- $ 45,261 $ 35,000 $ 3,076 10.3 Hayes Ice Arena Building Lighting Subtotal $ 33,674 $ 5,003 $ 731,481 $ - $ 51,884 2 LED Street Lighting Retrofit $ 12,413 $ 5,729 $ 135,827 $ - $ 8,096 7.0 Cedar Avenue Decorative Teardrops (174) 3 Softball Fields $ 12,338 $ 4,956 $ 586,024 $ - $ 43,455 Baseball Field $ 5,142 $ 2,379 $ 222,475 $ - $ 16,839 Soccer Field $ 2,854 $ 1,322 $ 145,938 $ - $ 10,864 LED Field Lighting Subtotal $ 20,334 $ 8,657 $ 954,437 $ - $ 71,158 30.5 Baseball (1), Softball (5), Soccer (1) Athletic Fields 4a Boiler Replacement $ 4,113 $ 7,588 $ 320,870 $ - $ 11,200 26.5 Municipal Center 4b Boiler Replacement $ 2,069 $ 5,545 $ 338,214 $ - $ 8,400 43.3 Aquatic Center 4c Boiler Replacement $ 912 $ 4,229 $ 182,254 $ - $ 7,000 34.1 Community Center 4d Boiler Replacement $ 473 $ - $ 55,088 $ 50,000 $ 1,400 37.6 Water Treatment Plant 5 Water Conservation $ 2,950 $- $ 19,574 $ - $- 6.6 Municipal Center, Hayes Arena, Senior Center 6 BAS Controls $- $ 500 $ 69,934 $ - $- 139.9 Municipal Center 7 Mechanical Insulation $ 3,082 $- $ 56,163 $ - $- 18.2 Municipal Center, AVSA, Senior Center, Community Center 8 RTU Replacement $ 395 $- $ 22,406 $ 18,000 $ 233 56.1 Fire Station #1 9 Roof Replacement $ 500 $- $ 258,752 $ 200,000 $- 517.5 Hayes Ice Arena IGA Fee $ - $ - $ 35,000 $ - $ - Total $ 80,915 $ 37,251 $ 3,180,000 $ 336,500 $ 24,492 $ 62,000 $ 159,371 * Assumes Capital contributions are not financed. Includes 3% energy and O&M annual escalation. Assumes 3% finance rate Option 3 (Opt 2 Plus Ice Arena) Energy Conversation Measures Energy Savings Operational Savings Cost One-time City Funds ISD 196 Annual City Levy Rebates Simple Payback Period Includes 1 Building LED Lighting $ 27,291 $ 5,003 $ 637,237 $ 16,000 $ 45,754 18.3 Municipal Center, Hayes, Senior Center, Community Center, WWTP, Aqua Center, Fire Station 1-3, Liquor Stores 1-3, CMF, Police Storage, Salt Storage, Johnny Cake Park 1a Building LED Lighting $ 2,273 $- $ 48,983 $ 17,500 $ 24,492 $ 3,054 20.2 Apple Valley Sports Arena 1b Building LED Lighting $ 4,110 $- $ 45,261 $ 35,000 $ 3,076 10.3 Hayes Ice Arena Building Lighting Subtotal $ 33,674 $ 5,003 $ 731,481 $ - $ 51,884 2 LED Street Lighting Retrofit $ 12,413 $ 5,729 $ 135,827 $ - $ 8,096 7.0 Cedar Avenue Decorative Teardrops (174) 3 Softball Fields $ 12,338 $ 4,956 $ 586,024 $ - $ 43,455 Baseball Field $ 5,142 $ 2,379 $ 222,475 $ - $ 16,839 Soccer Field $ 2,854 $ 1,322 $ 145,938 $ - $ 10,864 LED Field Lighting Subtotal $ 20,334 $ 8,657 $ 954,437 $ - $ 71,158 30.5 Baseball (1), Softball (5), Soccer (1) Athletic Fields 4a Boiler Replacement $ 4,113 $ 7,588 $ 320,870 $ - $ 11,200 26.5 Municipal Center 4b Boiler Replacement $ 2,069 $ 5,545 $ 338,214 $ - $ 8,400 43.3 Aquatic Center 4c Boiler Replacement $ 912 $ 4,229 $ 182,254 $ - $ 7,000 34.1 Community Center 4d Boiler Replacement $ 473 $ - $ 55,088 $ 50,000 $ 1,400 37.6 Water Treatment Plant 5 Water Conservation $ 2,950 $- $ 19,574 $ - $- 6.6 Municipal Center, Hayes Arena, Senior Center 6 BAS Controls $- $ 500 $ 69,934 $ - $- 139.9 Municipal Center 7 Mechanical Insulation $ 3,082 $- $ 56,163 $ - $- 18.2 Municipal Center, AVSA, Senior Center, Community Center 8 RTU Replacement $ 395 $- $ 22,406 $ 18,000 $ 233 56.1 Fire Station #1 9 Roof Replacement $ 500 $- $ 258,752 $ 200,000 $- 517.5 Hayes Ice Arena New Glycol System $ - $ 11,350 $ 3,327,691 $ 1,000,000 $1,000,000 $ - New Boards/ Glass $ - $ 5,000 $ 190,971 $ - New Air Handler $ - $ - $ 178,510 $ - AV Sports Arena Subtotal $- $ 16,350 $ 3,697,172 $ 1,000,000 $1,000,000 $- 104.6 Apple Valley Sports Arena IGA Fee $ - $ - $ 35,000 $ - $ - Total $ 80,915 $ 53,601 $ 6,877,172 $ 1,336,500 $1,024,492 $ 95,000 $ 159,371 * Assumes Capital contributions are not financed. Includes 3% energy and O&M annual escalation. Assumes 3% finance rate ** The ISD 196 $1 million contribution to the Sports Arena would be up front cash ** Additional O & M Savings Needed of $18,000 Questions? I T E M: 3. C O UNC I L ME E T I NG D AT E :J anuary 11, 2018 S E C T I O N:I nf ormal Agenda I tem Description: Discuss Valleywood F ood and Beverage O ption (25 min.) S taff Contact: B arry B ernstein, Director of Parks and Recreation Department / Division: Parks and Recreation Department AC T I O N RE Q UE S T E D: N/A S UM M ARY: Staff would like to discuss with the City C ouncil a partnership with A’BriTin Hospitality to be the exclusive catering partner of Valleywood Golf C ourse. A’BriTin Hospitality is a Farmington-based company that includes three distinct catering companies under one roof. T hey are fully self-contained and would require no use of Valleywood equipment or access to the kitchen. Valleywood will retain all rental fees (room rental, audio visual, décor), alcoholic and non-alcoholic beverage sales as well as 12% of all food sales through the caterer. Under the umbrella of A'BriTin Hospitality, three distinct levels of catering are available: - T his Little Piggy C atering is a cost conscious concept mainly doing BBQ style food and casual set ups. - A pples 2 Apples Catering is a farm-to-table concept with mid-priced dining options for all types of events. - Distinctive C atering is a premium concept targeted towards higher-end weddings and parties. B AC K G RO UND : Valleywood staff has been actively working to solve the food service challenges associated with the demand for events in the clubhouse and the extremely limited supply of qualified cooks and chefs to work in a variable hour capacity. After attempting and failing to attract qualified cooks for the last three years we have been left to reduce the number of events in the clubhouse. Hoping to drive more event business to Valleywood, we began researching outside caterers and companies to serve as our potential partners. Over a dozen caterers were contacted to gauge their interest in providing food service at Valleywood. While virtually all the caterers we contacted would be interested in providing their services to Valleywood clientele, and most would provide a 10-12% commission on food sales under an exclusive food agreement, their requirement for providing alcoholic beverages and limited catering choices under a singular brand would not provide enough options to the various clientele Valleywood services. Staff was pleased to find A’BriTin Hospitality which offers three unique brands within their company. We are also impressed that they want to assist in marketing Valleywood to attract more events to the facility. By making them the exclusive event caterer at Valleywood, they are willing to provide (in addition to the 12% commission) a guarantee of availability 365 day per year, online access to their catering schedules, advertising and promotion of our facility at the various food and wedding shows they attend, as well as including us in their print, website and social media advertising campaigns. T his partnership would be defined in a two-year agreement which would allow both parties a reasonable period of time to assess the merits of the partnership. G iven the long lead time associated with booking certain events (i.e., weddings), two years is deemed to be a reasonable amount of time to determine the success of the partnership. Staff is excited by the prospect of working with A 'BriTin Hospitality to better serve our customers, to improve the financial performance of the facility and to help raise the visibility of Valleywood as a wonderful place to hold special events. We look forward to further discussing this idea with the C ity C ouncil at the J anuary 11 meeting. If the C ouncil is amendable to moving in this direction, staff would then work with A'BriTin Hospitality and the C ity Attorney's office to prepare the necessary agreement which would be brought back for formal Council approval at an upcoming meeting. B UD G E T I M PAC T: N/A AT TAC HM E NT S: Presentation 1/11/2018 1 Valleywood Food & Beverage 2018 Catering Discussion Valleywood F & B Current State Currently, Valleywood food & beverage employs one full-time food & beverage coordinator. As such, we have had to look into alternative options to operating the bar, restaurant & full-service banquet room. The following plan utilizes our current abilities with staff and equipment while optimizing banquet room use by allowing an exclusive caterer into our venue. 1/11/2018 2 Valleywood F & B How we got here While we were growing the banquet operations in 2013 & 2014, the difficulty in attracting qualified seasonal staff in the last few years has restricted both the quantity and quality of events Valleywood is capable of hosting. Valleywood F & B Plan for 2018 To allow for more use of the banquet room and more revenue, it is proposed to allow an exclusive caterer (partner) into our facility for food service only for all non-golf events & golf events greater than 75 guests. Advantages •Valleywood continues to operate bar (Alcohol Services) to generate revenue •Elimination of positions (Banquet cooks, Banquet servers) •Decrease in required tracking & reporting •Decrease in inventory on hand •If exclusive, some companies offer a percentage of their food revenue to the venue 1/11/2018 3 Valleywood F & B Catering Operations After discussions with CRAVE to run the entire F & B operation fell through, Valleywood contacted a few catering operations including Surdyk’s Catering, Deco Catering & CRAFT Mobile Catering. While all the companies we spoke with were interested in the catering opportunities at Valleywood, we found a company that is interested more in a business partnership. Valleywood also spoke with a hospitality company only 10 miles away from the golf course. A’BriTin Hospitality is home to 3 distinct catering companies and emphasizes partnering and promotion of their exclusive venues to grow both businesses while providing great service to their clients. 1/11/2018 4 Apples 2 Apples Catering— Apples 2 Apples Catering offers a unique Farm to Table catering concept using ingredients fresh from local farms across Minnesota and Wisconsin. The menu offers organic, grass fed, and gluten free options. Per plate pricing ranges from $30-$50. This Little Piggy Catering– This Little Piggy Catering has been a Minnesota favorite for 30 years. Our chefs and staff with outstanding cooking and service skills will help make your event special while staying on budget. The online cost calculator is a valuable tool for our guests. Distinctive Catering— Distinctive Catering has planned and catered thousands of events from large galas to small intimate affairs. With our meticulous approach to planning and executing, we promise your event will be delivered flawlessly. 1/11/2018 5 A’BriTin Partnership A’BriTin guarantees they have availability for our events 365 days/year Online booking calendar 12% Commission on all food sold at venue Greater accountability between both parties A’BriTin Hospitality works with the venue to find tradeshows, wedding shows, etc. that would be beneficial to both parties and attends them with the venue. A’BriTin Media Presence Exclusive Venues receive placement & links on all 4 websites: http://www.abritincatering.com/ https://distinctivecateringandevents.com/ http://www.thislittlepiggycatering.com/ http://www.apples2applescatering.com/ 6,908 Facebook Followers & Growing On their facebook pages 80% of their posts are promoting their exclusive venues. A’BriTin Hospitality has a sponsored listing on “The Knot” which all their exclusive venues rotate through. 1/11/2018 6 Estimates of event costs and revenues based on a 5-hour event Estimated Expenses Low Item High $80 Building supervisor (5 hours @ $16) $80 $60 Building Support (5 hours @ $12) $60 $60 Bartender (1 for small even, 2 for large event @ $12/hour) $120 N/A Plowing of parking lot (4 hours of OT @ $45) $180 N/A Sidewalk Clearing (2 hours @ $14) $28 $200 TOTAL ESTIMATED EXPENSES $468 Potential Revenue Low Item High $375 Room Rental (M-TH: $75/hour, Sat: $175/hour) $875 N/A Décor, Audio/Visual, Ceiling Drapery $1,200 $150 Beverage Revenue (Low: Soda Package, High: Kegs & cases of wine)$1,200 N/A Food Revenue (Low: No Food, High: $12,500 (@ 12%) $1,500 $525 TOTAL POTENTIAL REVENUE $4, 775 $325 ESTIMATED NET PROFIT FROM EVENT $4, 307 A Low end event rental is a meeting or training A high end event is based on a wedding for 150 with a pre-paid bar and $12,500 in food. 1/11/2018 7 Valleywood Food & Beverage 2018 Catering Discussion I T E M: 4. C O UNC I L ME E T I NG D AT E :J anuary 11, 2018 S E C T I O N:I nf ormal Agenda I tem Description: Discuss Teen C enter/Redwood Community Center (10 min.) S taff Contact: B arry B ernstein, P arks & Recreation D irector Department / Division: Parks and Recreation Department AC T I O N RE Q UE S T E D: N/A S UM M ARY: Staff is recommending closure of the Teen C enter site in J anuary and continuing, as a pilot project, teen operations at Redwood through the summer of 2018. B AC K G RO UND : T he Teen C enter located in J ohnny Cake Ridge Park was the result of a successful bond referendum in 1997. T he site was chosen because it is geographically located near the center of the city. Upon opening, there was positive community support, the attendance numbers were good and participation was high. As the years have gone by, numbers have dwindled. Reasons for this could include; 1. Land development design doesn’t promote ease of facility access. T he location is not in a neighborhood and requires rides to get to, 2. Less access to distribute promotional information within the area schools, 3. Teens have more choices when it comes to their free time, more technology available in their own homes, they may be working, and there are more options for after school activities, etc. Staff has heard through the years that the teens on the west side of town would enjoy a place to hang out, but crossing multi-lane highways to get to J ohnny C ake Ridge Park across town is not an option. T hrough staff discussions with teens, school staff and parents, the idea of opening an additional site for teens on the west side of the city was proposed. Redwood Community C enter presented itself as a good option for a pilot program. T here is a high density of teens and the neighborhood is trending toward younger families. At the beginning of this year staff evaluated teen operations taking into account expenditures, staffing levels, and user impact. At the March Parks and Recreation Advisory C ommittee Meeting the idea of relocating the teen center drop in site to Redwood C ommunity Center was introduced. T he committee voted favorably to moving the majority of Teen Center operations to the Redwood C ommunity C enter. Operating hours at the Teen Center were adjusted to one day per week (T hursdays) and Redwood Community C enter was opened as a teen drop in site Monday through Saturday. T he topic was again discussed in November, 2017. At this meeting the committee recommended repurposing of the Teen C enter into a rentable and programmable space, and to concentrate teen programming at Redwood. Staff agreed with the recommendation and, in order to not entirely turn away the few participants that had been visiting the Teen Center, continued teen recreation activities there one day per week. Prior to 2017, an hourly head count was used to track attendance. Example – if two teens stayed for five hours, they would be counted each hour, as a total of ten for the day. In 2017 the methodology was changed to a per visit count. Example – two teens stayed for five hours, they are counted as a total of two for the day. T his gives a better idea of how many teens we are actually serving. T he following charts show the total visitors for the month. RED WO O D – T EEN C EN T ER MO N T HLY AT T EN D A N C E C O MPA RISO N - 2017 T EEN C EN T ER 2015-2017 & RED WO O D 2017 MO N T HLY VIS ITO R C O MPA RISO N T here are several options to proceed with teen programming; • Resume multi-day schedule at the Teen Center and close Redwood. T he Teen C enter is currently open on T hursdays. T here has been a small group that has been attending. We do not know if this group would attend more days if it were open or if they make a point to attend on T hursdays. T he numbers at Redwood started out strong and interest was high. Numbers have fallen off a bit which could be due to weather, holidays or some other cause. Staff is trying to determine the cause and get the numbers back up. • Repurpose the Teen C enter into a rentable and programmable space and concentrate teen programming at Redwood. T he staff at Redwood sees the teens as more engaged and excited about this location. Daily attendance numbers were steady and special events have had good participation. Parents are very supportive of their kids having this opportunity. Staff would welcome the opportunity to make Redwood a viable option and a facility that can make a difference in the lives of the kids who make use of the facility. Utilizing the Teen Center building as a rentable/programmable space would allow Parks and Recreation staff to expand recreation program offerings as well as provide meeting and event rental space for the general public. • Continue to operate one day per week at Teen Center and six days per week at Redwood. T his option would continue to serve both sides of town but would make scheduling staff difficult in the long term. It also spreads amenities (movies, video games, air hockey tables, etc.) across two locations so neither location is at full strength. • Discontinue prov iding a teen drop in facility, but offer teen programs. While this option would save the C ity money, it doesn’t provide the informal drop in opportunities of a fun, safe, and welcoming place for teens to gather. T he staff feels that the renewed energy and audience at Redwood is exciting and worth continuing to try and make it a great facility. Participation numbers started steady and teens have been engaged in activities. It has become a safe and enjoyable place for kids to hang out. Staff would recommend closing the Teen C enter site in J anuary and continuing teen operations at Redwood, as a pilot program, through the summer of 2018. T his will allow us to evaluate numbers during school and during the summer when attendance has been historically higher. Attendance numbers can be reviewed in September and a decision about the future of teen programming and the drop in center at Redwood can be made at that time. B UD G E T I M PAC T: AT TAC HM E NT S: Presentation 1/11/2018 1 Apple Valley Teen Center Apple Valley Teen Center 1/11/2018 2 Yearly Attendance Hourly Visits 0 2,000 4,000 6,000 8,000 10,000 12,000 14,000 16,000 18,000 2012 2013 2014 2015 2016 Yearly Total 1/11/2018 3 Neighboring Teen Centers •Eagan o The Oasis opened in 2000 o Was a teen room in their Community Center o Closed in 2009 •Due to budget cuts and declining numbers •Burnsville o The Garage opened in 1999 with a full time staff person on site o Freestanding building that included café, computer lab, gym, music space, kitchen, multi-purpose room o Repurposed in 2014 to be an all ages music venue o City leases the building to a non-profit organization, Twin Cities Catalyst Music •They offer music shows, classes, workshops •Shakopee o Enigma opened in 2004 o A room inside their Community Center (4900 square feet) o Closed in 2016 due to building construction – reopened with 1500 square feet Where are the teens? •Working •Extracurricular Activities •School District has increased afterschool activities •Church Activities •Playing on-line video games at home •Coffee shops 1/11/2018 4 2017 Changes •May o Teen Center location open one day per week o Redwood opened for Teen programming Monday-Saturday •Added amenity to the west side of town •Located in a neighborhood – walkable destination •Great support from nearby schools •More visible location •Pool/Teen crossover to increase attendance for both 2017 Teen Center‐ Redwood Comparison 0 50 100 150 200 250 300 350 400 Redwood Teen Center 1/11/2018 5 Monthly Visitor Comparison 0 50 100 150 200 250 300 350 400 Redwood‐2017 2015 2016 2017 Where do we go from here? •Resume original schedule at the Teen Center and close Redwood •Repurpose Teen Center into a programmable/rentable space and concentrate on Redwood •Continue to operate 1 day per week at the Teen Center and 6 days per week at Redwood •Discontinue Teen drop in facility I T E M: 4.A . C O UNC I L ME E T I NG D AT E :J anuary 11, 2018 S E C T I O N:C onsent Agenda Description: A pprove Minutes of December 28, 2017, R egular Meeting S taff Contact: P amela J . G ackstetter, C ity C lerk D epartment / D ivision: C ity C lerk’s Office AC T I O N RE Q UE S T E D: Approve the minutes of the regular meeting of December 28, 2017. S UM M ARY: T he minutes from the last regular C ity Council meeting are attached for your review and approval. B AC K G RO UND : State statute requires the creation and preservation of meeting minutes which document the official actions and proceedings of public governing bodies. B UD G E T I M PAC T: N/A AT TAC HM E NT S: Minutes CITY OF APPLE VALLEY Dakota County, Minnesota December 28, 2017 Minutes of the regular meeting of the City Council of Apple Valley, Dakota County, Minnesota, held December 28, 2017, at 7:00 o’clock p.m., at Apple Valley Municipal Center. PRESENT: Mayor Hamann-Roland; Councilmembers Bergman, Goodwin, Grendahl, and Hooppaw. ABSENT: None. City staff members present were: City Administrator Lawell, City Clerk Gackstetter, City Attorney Dougherty, City Engineer Anderson, Parks and Recreation Director Bernstein, Planner Bodmer, Assistant City Administrator Grawe, Human Resources Manager Haas, Finance Director Hedberg, Police Chief Rechtzigel, Public Works Director Saam, and Fire Chief Thompson. Mayor Hamann-Roland called the meeting to order at 7:00 p.m. Everyone took part in the Pledge of Allegiance led by Boy Scout Matthew Kirchhoff from Troup 205. APPROVAL OF AGENDA MOTION: of Grendahl, seconded by Bergman, approving the agenda for tonight’s meeting, as presented. Ayes - 5 - Nays - 0. AUDIENCE Mayor Hamann-Roland asked if anyone was present to address the Council, at this time, on any item not on this meeting’s agenda. No one requested to speak. CONSENT AGENDA Mayor Hamann-Roland asked if the Council or anyone in the audience wished to pull any item from the consent agenda. There were no requests. Councilmember Grendahl inquired whether the City is able to provide input to the Convention and Visitors Bureau (CVB) throughout the year. Mr. Grawe offered options for providing input to the CVB. MOTION: of Grendahl, seconded by Hooppaw, approving all items on the consent agenda with no exceptions. Ayes - 5 - Nays - 0. CONSENT AGENDA ITEMS MOTION: of Grendahl, seconded by Hooppaw, approving the minutes of the regular meeting of December 14, 2017, as written. Ayes - 4 - Nays - 0 - Abstain - 1 (Bergman). CITY OF APPLE VALLEY Dakota County, Minnesota December 28, 2017 Page 2 MOTION: of Grendahl, seconded by Hooppaw, approving issuance of a lawful gambling exempt permit, by the State Gambling Control Board, to Sons of the American Legion, Squadron 1776, for use on February 11, 2018, at Apple Valley American Legion, 14521 Granada Drive, and waiving any waiting period for State approval. Ayes - 5 - Nays - 0. MOTION: of Grendahl, seconded by Hooppaw, approving issuance of a new 2018-2019 Tobacco Sales License, to Holiday Stationstores, LLC, at 5980 149th Street W, as described in the City Clerk’s memo. Ayes - 5 - Nays - 0. MOTION: of Grendahl, seconded by Hooppaw, approving issuance of a new 2018 Fuel Dispensing Facility Permit to Holiday Stationstores, LLC, 5980 149th Street W., as described in the City Clerk’s memo. Ayes - 5 - Nays - 0. MOTION: of Grendahl, seconded by Hooppaw, approving renewal and issuance of licenses and permits for 2018, as listed in the City Clerk’s memo. Ayes - 5 - Nays - 0. MOTION: of Grendahl, seconded by Hooppaw, appointing Councilmember Bergman as Primary Director and Councilmember Hooppaw as Alternate Director to the Dakota Communications Center (DCC) Board, and appointing Tom Lawell as DCC Executive Committee Primary Member, Charles Grawe as DCC Executive Committee Alternate Member, Jon Rechtzigel as DCC Police Operations Committee Primary Member, John Bermel as DCC Police Operations Committee Alternate Member, Nealon Thompson as DCC Fire Operations Committee Primary Member, and Chuck Russell as DCC Fire Operations Committee Alternate Member, all for a two-year term commencing January 2018. Ayes - 5 - Nays - 0. MOTION: of Grendahl, seconded by Hooppaw, adopting Resolution No. 2017-211 committing December 31, 2017, General Fund balances for 2017 Financial Statement purposes. Ayes - 5 - Nays - 0. MOTION: of Grendahl, seconded by Hooppaw, adopting Resolution No. 2017-212 amending 2018 budgets for uncompleted 2017 projects and specific items. Ayes - 5 - Nays - 0. MOTION: of Grendahl, seconded by Hooppaw, approving the release of subdivision financial guarantees for Embry Place Second Addition and Embry Place Third Addition, as listed in the Community Development Department Assistant’s memo. Ayes - 5 - Nays - 0. MOTION: of Grendahl, seconded by Hooppaw, approving the Joint Powers Agreement for Dakota County Broadband Board with Dakota County and other Dakota County cities, and authorizing the Mayor and City Clerk to sign the same. Ayes - 5 - Nays - 0. CITY OF APPLE VALLEY Dakota County, Minnesota December 28, 2017 Page 3 MOTION: of Grendahl, seconded by Hooppaw, approving an extension of the agreement with the Apple Valley Chamber of Commerce, for provision of Convention and Visitors Bureau services, through December 31, 2018, as attached to the Assistant City Administrator’s memo, and authorizing the Mayor and City Clerk to sign the same. Ayes - 5 - Nays - 0. MOTION: of Grendahl, seconded by Hooppaw, approving the Apple Valley Convention and Visitors Bureau 2018 budget and marketing plan, as attached to the Assistant City Administrator’s memo. Ayes - 5 - Nays - 0. MOTION: of Grendahl, seconded by Hooppaw, approving the release of American Family Mutual Insurance Company for damages by Crown Underground, LLC, to the sanitary sewer main at the location of 13035 Hamlet Avenue on November 6, 2016, in the amount of $13,237.12, and authorizing the City Attorney to sign the necessary documents. Ayes - 5 - Nays - 0. MOTION: of Grendahl, seconded by Hooppaw, approving the Professional Services Agreement for Inspections with Electrical Installations with Midwest Electrical Technologies, Inc., and authorizing the Mayor and City Clerk to sign the same. Ayes - 5 - Nays - 0. MOTION: of Grendahl, seconded by Hooppaw, approving the agreement with Rinkside Advertising Network, Inc., for Cub Foods’ lease of advertising space within Hayes Park Arena, in the amount of $400.00, and authorizing the Mayor and City Clerk to sign the same. Ayes - 5 - Nays - 0. MOTION: of Grendahl, seconded by Hooppaw, approving the agreement with Rinkside Advertising Network, Inc., for TRIA’s lease of advertising space within Hayes Park Arena, in the amount of $400.00, and authorizing the Mayor and City Clerk to sign the same. Ayes - 5 - Nays - 0. MOTION: of Grendahl, seconded by Hooppaw, approving the agreement with Rinkside Advertising Network, Inc., for Health Partners’ lease of advertising space within Hayes Park Arena, in the amount of $400.00, and authorizing the Mayor and City Clerk to sign the same. Ayes - 5 - Nays - 0. MOTION: of Grendahl, seconded by Hooppaw, approving the agreement for 2018 cleaning services with ProAct, Inc., in the amount of $9,882.00, and authorizing the Mayor and City Clerk to sign the same. Ayes - 5 - Nays - 0. MOTION: of Grendahl, seconded by Hooppaw, approving the agreement for Project 2018- 102, Traffic Signal and Street Light Maintenance, with Egan Company, and authorizing the Mayor and City Clerk to sign the same. Ayes - 5 - Nays - 0. CITY OF APPLE VALLEY Dakota County, Minnesota December 28, 2017 Page 4 MOTION: of Grendahl, seconded by Hooppaw, approving the agreement for Project 2018- 106, 2018 Ash Tree Removals, with Twin City Tree Authority, in the amount of $12,286.50, and authorizing the Mayor and City Clerk to sign the same. Ayes - 5 - Nays - 0. MOTION: of Grendahl, seconded by Hooppaw, approving the agreement for Project 2018- 108, 2018 Water Treatment Plant Chemicals - Chlorine and Hydrofluorosilicic Acid, with DPC Industries, Inc., in the amount of $22,000.00, and authorizing the Mayor and City Clerk to sign the same. Ayes - 5 - Nays - 0. MOTION: of Grendahl, seconded by Hooppaw, approving the agreement for Project 2018- 108, 2018 Water Treatment Plant Chemicals - Sodium Permanganate, with Hawkins, Inc., in the amount of $40,830.00, and authorizing the Mayor and City Clerk to sign the same. Ayes - 5 - Nays - 0. MOTION: of Grendahl, seconded by Hooppaw, approving Change Order No. 1 to the agreement with Avolve Software Corporation, for Building Inspections Plan Review Software, in the amount of an additional $4,725.00. Ayes - 5 - Nays - 0. MOTION: of Grendahl, seconded by Hooppaw, approving Change Order No. 1 to the agreement with McNamara Contracting, Inc., in the amount of an additional $134,881.73, and accepting Project 2017-105, 2017 Street Improvements, as complete and authorizing final payment in the amount of $204,739.37. Ayes - 5 - Nays - 0. MOTION: of Grendahl, seconded by Hooppaw, accepting Project 2017-104, 2017 Street and Utility Improvements, as complete and authorizing final payment on the agreement with McNamara Contracting, Inc., in the amount of $363,936.23. Ayes - 5 - Nays - 0. MOTION: of Grendahl, seconded by Hooppaw, accepting Project 2017-153, Pergola and Seat Bench Concrete and Stone Construction, as complete and authorizing final payment on the agreement with Hage Construction Company, d/b/a Hage Concrete Works, in the amount of $76,500.00. Ayes - 5 - Nays - 0. MOTION: of Grendahl, seconded by Hooppaw, accepting Project 2017-165, Galaxie Avenue Mill and Overlay Improvements, as complete and authorizing final payment on the agreement with McNamara Contracting, Inc., in the amount of $50,034.49. Ayes - 5 - Nays - 0. MOTION: of Grendahl, seconded by Hooppaw, adopting Resolution No. 2017-213 confirming the position of Fire Inspector remains in the Public Employee Retirement Association Police and Fire Plan. Ayes - 5 - Nays - 0. CITY OF APPLE VALLEY Dakota County, Minnesota December 28, 2017 Page 5 MOTION: of Grendahl, seconded by Hooppaw, approving the 2018-2019 Labor Agreement with AFSCME Council 5, Local No. 479, Maintenance Employees, as attached to the Human Resources Manager’s memo, and authorizing execution of the necessary documents. Ayes - 5 - Nays - 0. MOTION: of Grendahl, seconded by Hooppaw, approving the Memorandum of Agreement for annual leave cash out with AFSCME Council 5, Local No. 479, Maintenance Employees, as attached to the Human Resources Manager’s memo, and authorizing execution of the necessary documents. Ayes - 5 - Nays - 0. MOTION: of Grendahl, seconded by Hooppaw, adopting Resolution No. 2017-214 approving the revised 2018 Pay and Benefit Plan. Ayes - 5 - Nays - 0. MOTION: of Grendahl, seconded by Hooppaw, approving hiring the seasonal, part-time and full-time employees, acting assignment of employee, and the assignment of paid on call volunteer employees, as listed in the Personnel Report dated December 28, 2017. Ayes - 5 - Nays - 0. MOTION: of Grendahl, seconded by Hooppaw, to pay the claims and bills, on the check register dated December 6, 2017, in the amount of $1,625,115.78; and December 13, 2017, in the amount of $964,490.01. Ayes - 5 - Nays - 0. END OF CONSENT AGENDA BIGOS KELLEY PARK PHASE III Ms. Bodmer reviewed the request by Bigos Management, Bigos-Fortino, LLC, and IMH Special Asset 175-AVN, LLC, to amend Planned Development zoning district No. 739 to allow construction of a 61-unit apartment building on Block 9 and 114-unit apartment building on Block 10, Legacy of Apple Valley North, and to consider a vacation of drainage and utility easements to reconfigure the storm water ponds to better fit the site plan. Although the public hearing for the vacation is scheduled for this evening, formal action completing the vacation of the easements will be requested when the City Council considers approval of the final plat. She noted the City received letters of objections from Dakota Electric and Center Point Energy regarding the vacation of easements. She added that the Planning Commission reviewed this item on December 6, 2017, and voted unanimously to recommend approval of the zoning amendments and site plan/building permit authorization with conditions. Mayor Hamann-Roland asked if there could be sculptured art on the site. Ms. Beth Koeppel, from Kaas Wilson Architects, offered possible locations for public art. Discussion followed. CITY OF APPLE VALLEY Dakota County, Minnesota December 28, 2017 Page 6 Ms. Bodmer reviewed excerpts from the draft 2040 Comprehensive Guide which included statistics on housing unit permits as well as owner-occupied and rental housing. Discussion continued. Mr. Ted Bigos, from Bigos Management, commented about parking on the site. The Council continued discussion. Mayor Hamann-Roland asked about the construction phase during the Music in Kelley Park series. Ms. Beth Koeppel reported on how the project will be phased and noted their construction plans should have minimal impact on pedestrian and vehicle access to Kelley Park during the summer. Mayor Hamann-Roland called the public hearing to order, at 7:51 p.m., to consider vacating drainage and utility easements on Blocks 9 and 10, Legacy of Apple Valley North. The Mayor asked for questions or comments from the Council and the public. There were no additional comments than those reported by staff and the hearing was declared closed at 7:52 p.m. MOTION: of Bergman, seconded by Goodwin, waiving the procedure for a second reading and passing Ordinance No. 1037 amending PD-739 (Planned Development). Ayes - 5 - Nays - 0. MOTION: of Bergman, seconded by Hooppaw, adopting Resolution No. 2017-215 approving the site plan and authorizing issuance of a building permit for construction of a 61-unit apartment building on Block 9, Legacy of Apple Valley North, and a 114-unit apartment building on Block 10, Legacy of Apple Valley North, with conditions as recommended by the Planning Commission. Ayes - 5 - Nays - 0. Ms. Beth Koeppel, Mr. Ted Bigos, Mr. Luke Hedberg, from Bigos Management, and Mr. Matt Pavek, from Civil Site Group, addressed the Council. They highlighted various aspects of the project, reviewed some of the amenities and features of the buildings, presented market trends, and displayed key project materials. Mr. Bernstein briefly described future plans for Kelley Park. Mayor Hamann-Roland welcomed Bigos to Apple Valley. COMMUNICATIONS Mr. Saam provided an update regarding the water main break at 147th Street and Granada Avenue on December 28, 2017. CITY OF APPLE VALLEY Dakota County, Minnesota December 28, 2017 Page 7 Fire Chief Thompson announced Apple Valley recently obtained a Class 2 rating from the Insurance Service Office (ISO). Mr. Lawell invited everyone to the 2018 Frozen Apple concerts at Valleywood Clubhouse. CALENDAR OF UPCOMING EVENTS MOTION: of Grendahl, seconded by Hooppaw, approving the calendar of upcoming events as included in the Deputy City Clerk’s memo, and noting that each event listed is hereby deemed a Special Meeting of the City Council. Ayes - 5 - Nays - 0. MOTION: of Bergman, seconded by Grendahl, to adjourn. Ayes - 5 - Nays - 0. The meeting was adjourned at 8:29 o’clock p.m. Respectfully Submitted, /s/ Pamela J. Gackstetter Pamela J. Gackstetter, City Clerk Approved by the Apple Valley City Council on . Tom Goodwin, Acting Mayor I T E M: 4.B . C O UNC I L ME E T I NG D AT E :J anuary 11, 2018 S E C T I O N:C onsent Agenda Description: A dopt Resolution Designating Apple Vall ey Sun Thisweek as Official Newspaper f or 2018 S taff Contact: P amela J . G ackstetter, C ity C lerk D epartment / D ivision: C ity C lerk’s Office AC T I O N RE Q UE S T E D: Adopt the resolution designating Apple Valley S un Thisweek as the official newspaper of the City of Apple Valley for the year 2018. S UM M ARY: T he Apple Valley S un Thisweek meets the requirements for a qualified newspaper under Minnesota Statutes § 331A .02. Staff is recommending the C ity C ouncil designate the Apple Valley Sun Thisweek as the City’s official newspaper. Ordinances, financial reports, and other information as required by law, as well as matters the Council deems advisable shall be published in the C ity’s designated official newspaper. B AC K G RO UND : Minnesota Statutes § 412.831 requires that the C ity C ouncil, at its first meeting of each year, designate a legal newspaper of general circulation in the C ity as its official newspaper. B UD G E T I M PAC T: Printing/publishing costs for legal notices are included in the 2018 budget. AT TAC HM E NT S: R esolution CITY OF APPLE VALLEY RESOLUTION NO. 2018- A RESOLUTION DESIGNATING THE 2018 OFFICIAL CITY OF APPLE VALLEY NEWSPAPER WHEREAS, Apple Valley Sun Thisweek newspaper has been designated as the official City newspaper in past years; and WHEREAS, ECM Publishers, Inc., has submitted a proposal for having the Apple Valley Sun Thisweek designated as the 2018 City of Apple Valley official newspaper; and WHEREAS, Apple Valley Sun Thisweek qualifies as an official newspaper of the City, pursuant to State law; provides publication of legal notices in a newspaper widely distributed in the City; and the publisher has satisfactorily fulfilled its duties as the official newspaper of the City in the past. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Apple Valley, Dakota County, Minnesota, that Apple Valley Sun Thisweek be and hereby is designated as the official newspaper of the City of Apple Valley for the year 2018. ADOPTED this 11th day of January, 2018. Mary Hamann-Roland, Mayor ATTEST: Pamela J. Gackstetter, City Clerk I T E M: 4.C. C O UNC I L ME E T I NG D AT E :J anuary 11, 2018 S E C T I O N:C onsent Agenda Description: A dopt Resolution Designating Anchor B ank of Apple Valley as Off icial D epository for C ity F unds in 2018 S taff Contact: Ronald Hedberg, F inance D irector D epartment / D ivision: F inance Department AC T I O N RE Q UE S T E D: Adopt resolution designating Anchor Bank as official depository for C ity funds in 2018. S UM M ARY: Each year the C ity Council is to designate an official depository for the coming year. T he attached resolution designates Anchor Bank of Apple Valley as the C ity’s depository for the coming year. T he C ity has used Anchor Bank for the past few years and has been pleased with the services provided and we are currently receiving a very favorable rate on amounts held in the depository accounts. B AC K G RO UND : N/A B UD G E T I M PAC T: N/A AT TAC HM E NT S: R esolution CITY OF APPLE VALLEY RESOLUTION NO. 2018-___ A RESOLUTION DESIGNATING ANCHOR BANK AS OFFICIAL DEPOSITORY FOR CITY FUNDS IN 2018 WHEREAS, Anchor Bank of Apple Valley has been selected to be the City of Apple Valley's official depository; and WHEREAS, said bank has provided certain collateral for City deposits in excess of FDIC insurance. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Apple Valley, Dakota County, Minnesota, that Anchor Bank of Apple Valley be designated the City's official depository for 2018 for the payroll, savings, and checking accounts, and certificates of deposit with deposits not to exceed the limits of pledged collateral; BE IT FURTHER RESOLVED that, as of November 30, 2017, the following collateral is currently pledged at the following market values: Market Value Security CUSIP $ 227,730 FHR REMIC 3735KA 3137GAFS1 2,951,941 FNMA POOL AP9710 3138MDYG1 2,650,672 FNMA POOL MA 1237 31418ALT3 1,051,071 LITCHFIELD MN #465 BLDG 536699KB6 912,358 MONTGOMERY ISD 2905 613877AC3 1,946,389 FNMA REMIC 2013-20 KA 3136ACTL5 234,016 GNMA REMIC 2010-47 CL 38376YQ20 1,191,861 WASHINGTON ST 2011A 93974CSH4 1,098,940 WILSON CNTY TN 97217PC20 $ 12,264,978 Subtotal 110% Required coverage $ 11,149,980 Total permitted Deposits BE IT FURTHER RESOLVED that the following conditions shall be followed: 1. Said collateral shall be deposited in a trust account at Wells Fargo Bank, N.A. 2. Anchor Bank of Apple Valley may furnish both collateral and a bond; deliver additional collateral from time to time; withdraw excess collateral; and substitute other collateral from that previously furnished. 3. The City Treasurer is hereby authorized to invest and transfer City funds in said institution; checks for these activities shall be included on the check approval list submitted to the Council at its next regular meeting. 2 4. That the permitted municipal deposit may be increased from time to time, subject to collateral and F.D.I.C. Insurance exceeding the amount deposited by at least ten percent (10%). ADOPTED this 11th day of January, 2018. ____________________________________ Mary Hamann-Roland, Mayor ATTEST: _____________________________________ Pamela Gackstetter, City Clerk I T E M: 4.D. C O UNC I L ME E T I NG D AT E :J anuary 11, 2018 S E C T I O N:C onsent Agenda Description: A dopt Resolution Designating Additional D epositories and F inancial S ecurity Dealers f or City F unds in 2018 S taff Contact: Ronald Hedberg, F inance D irector D epartment / D ivision: F inance Department AC T I O N RE Q UE S T E D: Adopt resolution designating additional depositories and financial security dealers for C ity funds in 2018. S UM M ARY: Each year the C ity C ouncil is asked to designate additional official depositories beyond the designation of the depository for the main account, for the coming year. T he attached resolution includes a list of the firms recommended to be designated as additional depositories. Prior to placing investments with each of the firms it is required that the C ity obtain a Broker C ertification in a form determined by the State Auditor which acknowledges the broker ’s receipt of the C ity’s investment policy and includes a provision that all future investments are to be made in accordance with Minnesota Statutes. If the investments are considered bank deposits (C ertificates of Deposit, Savings and or C hecking accounts) collateral shall be pledged by the institution for any amounts exceeding F D IC insurance Coverage. B AC K G RO UND : N/A B UD G E T I M PAC T: N/A AT TAC HM E NT S: R esolution CITY OF APPLE VALLEY RESOLUTION NO. 2018-____ A RESOLUTION DESIGNATING ADDITIONAL DEPOSITORIES AND FINANCIAL SECURITY DEALERS FOR CITY FUNDS IN 2018 WHEREAS, the City Council, by Resolution No. 2017-5 adopted on the 12th day of January, 2017 designated certain banking, savings and financial institutions as additional official depositories of City funds, and WHEREAS, the City Treasurer has requested the designation of depositories and finance security dealers for City funds in 2018. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Apple Valley: 1. The following are hereby designated as additional depositories or financial security dealers: A. Wells Fargo Securities, LLC B. Wells Fargo Bank, NA C. Northland Securities, Inc. D. RBC Capital Markets Corporation E. Robert W. Baird & Co. Inc F. Stifel Nicolaus & Co, Inc. G. U.S. Bank H. U.S. Bankcorp Investments I. Eagle Valley Bank, N.A. J. Think Mutual Bank K. BMO Harris Bank N.A. 2. The permitted municipal deposit may be increased from time to time, subject to collateral and F.D.I.C. Insurance for time deposits exceeding the amount deposited by at least ten percent (10%). 3. For time deposits, the institutions may furnish both collateral and a bond; deliver additional collateral from time to time; withdraw excess collateral; and substitute other collateral from that previously furnished. 4. Each year each investment broker must acknowledge receiving a statement of investment restrictions which shall include a provision that investments are to be made in accordance with Minnesota Statutes governing the investment of public funds. Such statement shall be in a form provided by the State Auditor. 2 5. The City Treasurer or Asst. Treasurer, together with the Mayor or Acting Mayor, are hereby authorized to invest City funds in said institutions and in such other government securities as permitted by law. ADOPTED this 11th day of January, 2018. ___________________________________ Mary Hamann-Roland, Mayor ATTEST: __________________________________ Pamela J. Gackstetter, City Clerk I T E M: 4.E . C O UNC I L ME E T I NG D AT E :J anuary 11, 2018 S E C T I O N:C onsent Agenda Description: A ppoint Statutory Members to A pple Valley F iref ighters Relief Association (AV F R A ) Board of Trustees for 2018 S taff Contact: P amela J . G ackstetter, C ity C lerk D epartment / D ivision: C ity C lerk’s Office AC T I O N RE Q UE S T E D: Appoint Mary Hamann-Roland and Pamela Gackstetter as statutory members to the A pple Valley Firefighters Relief Association (AVF RA) Board of Trustees for the year 2018. S UM M ARY: T he current A pple Valley Firefighters Relief Association statutory board members are Mary Hamann-Roland and Pamela Gackstetter. Both individuals have indicated an interest in serving on the Board in 2018. T he C ity C ouncil is requested to appoint the A FVRA statutory members to the Board of Trustees for 2018. B AC K G RO UND : Article II, Board of Trustees, Sec. 2.1, of the Apple Valley Firefighters Relief Association Bylaws requires the C ity C ouncil annually designate one elected municipal official and one elected or appointed municipal official to the Firefighters Relief A ssociation Board of Trustees. B UD G E T I M PAC T: N/A I T E M: 4.F. C O UNC I L ME E T I NG D AT E :J anuary 11, 2018 S E C T I O N:C onsent Agenda Description: A dopt Resolution S ubmitting F iscal Year 2018 Community D evelopment Block Grant (C D B G) F unding Application S taff Contact: T homas L ovelace, City P lanner D epartment / Division: C ommunity D evelopment Department Applicant: N/A P roject Number: P C16-03-Misc. Applicant Date: 60 Days: 120 Days: AC T I O N RE Q UE S T E D: Adopt the res olution approving the allocation of the C ity’s fiscal year 2018 C ommunity Development Block Grant (C D BG) funds be used for the Apple Valley Home Improvement Program for low-and moderate-income households in Apple Valley, which will be administered by the Dakota County C ommunity Development Agency (C D A); and D A RT S Outdoor C hore Service, Home Repair and Homemaking Service Programs for older residents, to be administered by the D akota Area Resources and Transportation for Seniors (D A RT S) organization. S UM M ARY: For your consideration is a draft resolution approving the application for C D BG funds for fiscal year 2018, which runs from J uly 1, 2018, to J une 30, 2019. T he estimated 2018 C D BG allocation for the C ity of Apple Valley is expected to be $158,054. T his number is based on Dakota C ounty’s FY 2017 allocation of $1,780,366 and is an estimate only for planning purposes. It should not be considered to be the final allocation for A pple Valley. It is subject to change depending on the final amount that is allocated to Dakota C ounty by the Department of Housing and Urban Development for the 2018 program year, which starts J uly 1, 2018. Final amounts will be provided as soon as the final C D BG allocation amounts are determined. Over the years, the C ity’s C D BG allocation has been used for a variety of projects, with the primary use of funding for single-family residential housing rehabilitation. Staff is recommending that the majority of the C ity’s 2018 allocation be dedicated for the home improvement program. T his program provides no interest deferred loans to low and moderate income homeowners for home repairs and improvements. T he maximum loan amount is $25,000. T his program has typically provided loans to 5 to 6 homeowners for home improvements each year and staff is confident that Apple Valley residents will continue to take advantage of this program. Finally, staff is recommending the dedication of $18,000 of the proposed 2018 fiscal year allocation to D A RT S for their Outdoor C hore Service, Home Repair and Homemaking Service programs. T he Outdoor Chore Service program assists older residents with heavy chores and outdoor yard work such as raking leaves; snow shoveling, lawn mowing, cleaning gutters, and cleaning garages and basements. T he Home Repair Program is a handyperson service for older homeowners who need assistance with household tasks that aren't cleaning in nature, such as replacing bath and kitchen fixtures or lights, installing a handrail, or replacing light bulbs that require standing on a ladder. T his will be a new service for our residents that will be funded with our C D BG allocation. And finally, the Homemaking Service program assists seniors with housekeeping, laundry, and other indoor chores. Services may also include grocery shopping and errands. In fiscal year 2016, D A RT S assisted 58 older homeowners with indoor and outdoor home maintenance chores and in the first quarter of fiscal year 2017, 18 homeowners have been helped. T he recommended amount will allow D A RT S to continue to provide their outdoor chore and homemaking services; as well offer the home repair services to more elderly households in the community in fiscal year 2018. B AC K G RO UND : In 1984, Federal C D BG funds became available to Dakota C ounty on an entitlement basis. T hese funds must be used primarily for programs that benefit either disadvantaged or low- and moderate-income persons (the elderly are categorized as “disadvantaged”). Other eligible uses are planning studies (up to 20% of annual fund expenditures) or projects addressing “imminent threats to health and safety” (rarely used). For fund allocation purposes, Dakota County is divided into four Community Development Districts, with each district containing communities of similar characteristics and needs. Apple Valley is in District #3, which also contains the cities of Burnsville and Eagan. Each year, the total amount of C D BG funds is divided up among the four districts based on a formula of population and numbers of low-income households. Past use of funds has ranged from joint programs effective in all three cities, to individual city programs allocated on a pro rata share of yearly fund allocations (based on population), and to individual city programs using the full or “lion’s share” amount of the annual district allocations on a rotating basis. Currently, the funds are allocated on a pro rata basis to each individual city, with the C D A designated as the program administrator. B UD G E T I M PAC T: N/A AT TAC HM E NT S: R esolution Application CITY OF APPLE VALLEY RESOLUTION NO. 2018- A RESOLUTION APPROVING THE APPLICATION FOR FISCAL YEAR 2018 DAKOTA COUNTY COMMUNITY DEVELOPMENT BLOCK GRANT FUNDING WHEREAS, the City of Apple Valley is participating jurisdiction with the Dakota County Community Development Block Grant (CDBG) Entitlement Program for Fiscal Year 2018 (ending June 30, 2019); and WHEREAS, the Dakota County Community Development Agency (CDA) is a Subgrantee of Dakota County for the administration of the CDBG Program; and WHEREAS, the Dakota County CDA has requested Fiscal Year 2018 CDBG applications be submitted by January 19, 2018, based on an allocation of funds approved in the Annual Action Plan. NOW, THEREFORE, BE IT RESOLVED that the City of Apple Valley hereby approves the following: 1. The Fiscal Year 2018 CDBG application is approved for submission to the Dakota County CDA. 2. The Mayor for the City is authorized to execute the application and all agreements and documents related to receiving and using the awarded CDBG funds. 3. The Dakota County CDA is designated as the administrative entity to carry out the CDBG program on behalf of the City, subject to future Subrecipient Agreements that may be required for specific CDBG-funded activities. ADOPTED this 11th day of January, 2018. Mary Hamann-Roland, Mayor ATTEST: Pamela J. Gackstetter, City Clerk I T E M: 4.G. C O UNC I L ME E T I NG D AT E :J anuary 11, 2018 S E C T I O N:C onsent Agenda Description: A pprove Reduction of Various F inancial G uarantees S taff Contact: J oan Murphy, D epartment Assistant D epartment / Division: C ommunity D evelopment Department AC T I O N RE Q UE S T E D: Approve reduction of various financial guarantees. S UM M ARY: T he City holds numerous financial guarantees to ensure the installation of certain improvements in new developments, as well as to assure protection of natural resources. Staff review of the status of this development indicates that the following actions are in order: 1.C ortland Sixth Addition (PC 16-37-F) LO C No. 006363715 Original Deposit on 4/28/17 $964,104.00 Reduce now to $25,000.00 2.C ortland Sixth Addition (PC 16-37-F) N RMP LO C No. 00636792 Original Deposit on 4/28/17 $29,000.00 Reduce now to $27,500.00 B AC K G RO UND : N/A B UD G E T I M PAC T: N/A I T E M: 4.H. C O UNC I L ME E T I NG D AT E :J anuary 11, 2018 S E C T I O N:C onsent Agenda Description: A pprove Temporary L icense Agreement with Magellan Midstream P artners, L P, f or Access A cross P roperty S taff Contact: Matt Saam, P ublic Works Director D epartment / D ivision: P ublic Works D epartment AC T I O N RE Q UE S T E D: Approve a Temporary License Agreement with Magellan Midstream Partners, LP, for temporary access across the City's property in Eagan. S UM M ARY: Magellan Midstream Partners, LP, is requesting use of the driveway on C ity-owned property in the C ity of Eagan, located at 1785 Yankee Doodle Road. Magellan is making this request to gain access to the C ity of Eagan’s adjacent property to the east (see attached map). Magellan has a pipeline easement north of the C ity of Eagan’s property which they are interested in doing some tree trimming and clearing on. T hey are requesting access through the C ity of Eagan’s property for the tree maintenance work. Magellan would like to start the work on Friday, J anuary 15, 2018. T he tree work may take up to a month to complete. For this situation, the C ity Attorney’s office recommends the use of a Temporary License Agreement. T his agreement will allow Magellan to access through the City’s property from Monday thru Friday beginning J anuary 15 to February 23, 2018. B AC K G RO UND : N/A B UD G E T I M PAC T: No budget impact. AT TAC HM E NT S: Map Agreement Legend Magellan Pipeline Access Location 125 0 125 250Feet Magellan Pipeline Access I I CITY OF APPLE VALLEYPROPERTY CITY OF EAGAN Approximate Pipeline Access Location TEMPORARY LICENSE AGREEMENT This Temporary License Agreement (hereinafter “Agreement”) is made this _____ day of _______________ 2018, by and between the City of Apple Valley, a Minnesota municipal corporation (hereinafter the “City”) and Magellan Midstream Partners, L.P., a Delaware limited partnership, (hereinafter “Magellan” (collectively referred to as the “Parties”). Whereas, the City is the fee owner of certain property located in the City of Eagan, County of Dakota, West of Yankee Doodle Road, which is legally described as Lot 1, Block 1 Valley Acres (the “Property”); and WHEREAS, Magellan has submitted a request to the City to use the Property for temporary access to a pipeline facility west of the Property; and WHEREAS, the City is willing to grant the license to Magellan all upon the terms and conditions contained herein. NOW, THEREFORE, in consideration of the mutual covenants contained herein, and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the Parties agree as follows: 1. LICENSE TO THE PROPERTY. The City hereby grants a non-exclusive temporary license to Magellan to use the Property for access from-to-over and upon the Property subject to the terms and conditions contained herein. 2. NOTICE OF INTENT TO USE PROPERTY. Magellan must provide notice to the City of its intent to use the Property for access. Such access shall occur between the hours of 7:00 a.m. to 3:30 p.m, Mondays through Fridays, January 15 to February 23. Notice under this paragraph shall be made to the City representative identified in paragraph 8. 3. RESTORATION. In the event that this Agreement is terminated by either party, Magellan shall restore the Property to the condition that it existed prior to this Agreement, save and except for any alterations approved by the City. 4. INSURANCE AND INDEMNIFICATION. Magellan and its agents shall maintain throughout the term of this Agreement the following minimum insurance 2 requirements with limits of liability not less than the amounts stated below and meeting the requirements set forth herein: a. Comprehensive Liability Insurance. (i) Combined single limit for bodily injury and property damage of $2,000,000 for each occurrence and annual aggregate, such policy to include the City as additional insured for all activities arising out of the performance; and (ii) coverage for completed operations; liability from contractual liability explosion hazard and underground property damage hazard in the amount of $2,000,000.00 throughout the term of this Agreement. b. Comprehensive Automobile Liability. Combined single limit for bodily injury, death and property damages of $1,000,000 per occurrence and $1,000,000 in the aggregate. c. Workers’ Compensation Insurance and Employer’s Liability Insurance. Limits of liability not less than those required by law. Magellan (see 4a.) shall provide a copy of said insurance certificate(s) to the City contemporaneously with the execution of this Agreement. Magellan shall indemnify and hold the City harmless from any and all claims, costs, expenses, damages and liabilities, including reasonable attorney’s fees and court costs arising out of or relating to any breach of this Agreement and/or Magellan’s use of the Property. The terms of this Agreement shall survive the termination of this Agreement. 5. TERMINATION. Either party may terminate this Agreement at any time by providing the other party with ten (10) days prior written notice. 6. COMPLIANCE WITH LAWS. Magellan shall be responsible for complying with all federal, state and local laws and ordinances regarding its use of the Licensed Property and operation of equipment thereon. 7. NOTICE. Except as otherwise provided by the Agreement, any notices under this Agreement shall be delivered personally or mailed to the respective parties by registered or certified mail, return receipt requested, at the following respective addresses: 3 If to the City: City of Apple Valley Attn: Matt Saam, Public Works Director 7100 147th Street West Apple Valley, MN 55124 With a copy to: Robert B. Bauer, City Attorney Dougherty, Molenda, Solfest, Hills & Bauer P.A. 14985 Glazier Ave, Suite 525 Apple Valley, MN 55124 If to Magellan: Magellan Midstream Partners, L.P. Attn: Donald Jensen 2451 W County Road C St Paul, MN 55113 8. COVENANT. This Agreement shall be binding upon and inure to the benefit of the parties. 9. REMEDIES. In the event that Magellan fails to properly restore the Licensed Property, in accordance with Paragraph 3 above, at the termination of this Agreement or breaches this Agreement in any other manner (subject to the cure period), Magellan shall be liable to the City for any and all damages, costs and liabilities caused by such breach of this Agreement including but not limited to any and all attorneys fees incurred by the City in enforcing the terms of this Agreement. IN WITNESS WHEREOF, the Parties have entered into this Temporary License Agreement as of the date first set forth above. CITY OF APPLE VALLEY, A Minnesota Municipal Corporation By: _______________________________ Mary Hamann-Roland Its: Mayor By: ________________________________ Pamela J. Gackstetter Its: Clerk 4 Magellan Midstream Partners, L.P. A Delaware Limited Partnership By: ________________________________ Its: ___________________________ STATE OF MINNESOTA) )ss. COUNTY OF DAKOTA) The foregoing instrument was acknowledged before me this ______ day of ________________, 2018, by Mary Hamann-Roland and Pamela J. Gackstetter, the Mayor and City Clerk of the City of Apple Valley, a Minnesota municipal corporation, on behalf of the municipal corporation. ____________________________________ Notary Public STATE OF MINNESOTA) )ss. COUNTY OF __________) The foregoing was acknowledged before me this _______ day of __________________, 2018, by _______________________________________, the __________________________ of Magellan Midstream Partners, L.P., a Delaware limited partnership, on behalf of the limited partnership. ____________________________________ Notary Public THIS INSTRUMENT WAS DRAFTED BY: DOUGHERTY, MOLENDA, SOLFEST, HILLS & BAUER P.A. 14985 Glazier Ave, Suite 525 Apple Valley, MN 55124 (952) 432-3136 I T E M: 4.I . C O UNC I L ME E T I NG D AT E :J anuary 11, 2018 S E C T I O N:C onsent Agenda Description: A pprove 2nd E xtension Notice to L ease A greement with Charter C able Partners, L L C S taff Contact: Carol Blommel J ohnson, P ublic Works S uperintendent - Utilities D epartment / D ivision: Utilities D ivision AC T I O N RE Q UE S T E D: Approve the 2nd Extension Notice to Lease Agreement with C harter C able Partners, LLC . S UM M ARY: Charter C able Partners, LLC , has requested a 2nd lease extension related to their assets located at the C entral Maintenance Facility, 6442 140th Street. T he existing lease agreement with C harter C able Partners is through September 30, 2017. A short-term lease extension was approved from October 1 through December 31, 2017. T he lease details have not yet been agreed upon. T his 2nd extension is from J anuary 1 through February 28, 2018, to permit the City and C harter to finalize negotiations on a new lease agreement. T he attached extension will keep the current lease terms in force through February 28, 2018. T he C ity A ttorney has been contacted to assist with the lease renewal. B AC K G RO UND : T he current lease was approved on September 25, 1997. B UD G E T I M PAC T: N/A AT TAC HM E NT S: Agreement I T E M: 4.J . C O UNC I L ME E T I NG D AT E :J anuary 11, 2018 S E C T I O N:C onsent Agenda Description: A pprove Agreement with Pro-Tec Design, I nc., for F ire S tation S ecurity C amera S ystem S taff Contact: Charles Grawe, A ssistant City Administrator D epartment / Division: Administration / I nf ormation Technologies AC T I O N RE Q UE S T E D: Approve agreement with Pro-Tec Design, Inc., for Fire Station Security C amera System in the amount of $32,660.78. S UM M ARY: T he C ity has been migrating its building surveillance cameras and recording systems onto a common platform. T he three fire stations do not currently have security cameras. T his project would add cameras to the stations and connect them to the C ity's network. B AC K G RO UND : Security surveillance is a critical part of the C ity's security systems. T he City is migrating all of its site surveillance to a common system that can be easily monitored over the C ity's network. T his project covers all three fire stations in a total amount of $32,660.78. T he goods and services are being purchased through the State of Minnesota purchasing contract S-813(5). Staff intends to use the C ity's standard contract form. Staff recommends approval of a standard form agreement with Pro-Tec Design, Inc. for Fire Station Security C amera System in the amount of $32,660.78. B UD G E T I M PAC T: Funds of $25,700 for this project were included in the 2017 Fire operating budget and carried over to 2018. T he remaining $6,960.78 would come from the C able T V C apital Fund which is providing funds for other portions of the camera project this year. I T E M: 4.K . C O UNC I L ME E T I NG D AT E :J anuary 11, 2018 S E C T I O N:C onsent Agenda Description: A pprove Change Order No. 1 to Agreement with S E H, I nc., for Project 2017-101, Valleywood Reservoir R ehabilitation S taff Contact: Carol Blommel J ohnson, P ublic Works S uperintendent - Utilities D epartment / D ivision: Utilities D ivision AC T I O N RE Q UE S T E D: Approve C hange Order No. 1 to the agreement with S EH, Inc., for Project 2017-101, Valleywood Reservoir Rehabilitation, in the additional amount of $57,533.09. S UM M ARY: On J uly 17, 2017, V & T Painting began rehabilitation work on the Valleywood Reservoir as scheduled. T his project was projected to be completed within 9 weeks (September 17). When work was not completed prior to October 31, 2017, a stop work order was administered. T here has been an unusual amount of project delays, and the reservoir rehabilitation work is not yet complete. Project management and inspections costs beyond the 9-week schedule are the responsibility of V & T Painting per the agreement. Since September 17, SEH has incurred costs of $57,533.09. Staff has had frequent conversations regarding this project with the C ity attorney's office. B AC K G RO UND : On February 17, 2017, the C ity C ouncil approved an agreement with S EH, Inc. for reservoir rehabilitation engineering services. On May 25, 2017, the C ity C ouncil approved the resolution awarding the Valleywood Reservoir Rehabilitation to V & T Painting, LLC . B UD G E T I M PAC T: T he agreement specifications Supplementary Conditions and Section 01 11 00, Summery of Work, state the contractor is responsible for services outside of standard working hours of which fees are to be deducted from progress or final payments. V & T Painting has submitted their draft Pay Request 2 for $133,950. T he intent is to deduct SEH's project management and inspection costs from the pay request. AT TAC HM E NT S: C hange Order D ocument(s) I T E M: 4.L . C O UNC I L ME E T I NG D AT E :J anuary 11, 2018 S E C T I O N:C onsent Agenda Description: A pprove Acceptance and F inal Payment on Agreement with Hawkins, I nc., for Project 2017-134, Outdoor Pool Water Management S taff Contact: Director Barry B ernstein Department / Division: Parks and Recreation Department AC T I O N RE Q UE S T E D: Motion to accept and authorize final payment on the agreement with Hawkins, Inc., for Project 2017-134, Outdoor Pool Water Management, in the amount of $26,545.00. S UM M ARY: Hawkins, Inc., has completed work at the Apple Valley Family Aquatic C enter and Redwood Outdoor Pool as stated in the 2017 Outdoor Pool Water Management Agreement. All final paperwork has been submitted to the C ity Clerk’s office. Staff has found the work satisfactory and recommends authorization of final payment to Hawkins, Inc., in the amount of $26,545.00 to complete this agreement. B AC K G RO UND : Written quotations were solicited for the purpose of providing water treatment at A pple Valley Family Aquatic Center and Redwood Pool for the 2017 summer season. Hawkins, Inc., was awarded the contract agreement in the amount of $79,635.00. T he payments were broken into three installments, with final payment due at the end of the season. B UD G E T I M PAC T: Funds have been allocated within the 2017 Budget for this service. AT TAC HM E NT S: F inal Pay Documents I T E M: 4.M. C O UNC I L ME E T I NG D AT E :J anuary 11, 2018 S E C T I O N:C onsent Agenda Description: A pprove P ersonnel R eport S taff Contact: Melissa Haas, Human Resources Manager D epartment / D ivision: Human Resources D ivision AC T I O N RE Q UE S T E D: Approve the personnel report. S UM M ARY: T he employment actions attached to this memo are recommended for City Council Approval. B AC K G RO UND : T he C ity C ouncil's approval of the Personnel Report includes the ratification of the C ity Administrator's actions in carrying out the terms and conditions of the employment of the City personnel. B UD G E T I M PAC T: Budgeted positions. AT TAC HM E NT S: Personnel Report PERSONNEL REPORT January 11, 2018 City of Apple Valley Human Resources EMPLOYMENT ACTIONS The following employment actions are recommended for City Council approval: First Name Last Name Action Position Status Dept. Base Pay Rate Pay Type Pay Scale Date (on or about) Lucas Aronson Rehire Recreation Attendant ‐ Warming House Seasonal 1800 $ 10.25 Hourly C‐01 12/23/2017 Gracie Dexter Rehire Recreation Attendant ‐ Warming House Seasonal 1800 $ 9.75 Hourly C‐01 12/29/2017 Mary Keating Rehire Recreation Attendant ‐ Warming House Seasonal 1800 $ 10.00 Hourly C‐01 12/23/2017 Nicole Lewandowski Rehire Recreation Attendant ‐ Warming House Seasonal 1800 $ 11.05 Hourly C‐01 12/23/2017 Annemarie OKeeffe Hire Recreation Attendant ‐ Warming House Seasonal 1800 $ 9.75 Hourly C‐01 12/23/2017 The Council’s approval of the Personnel Report includes the ratification of the City Administrator’s actions in carrying out the terms and conditions of the employment of the City personnel. Page 1 of 1 I T E M: 4.N. C O UNC I L ME E T I NG D AT E :J anuary 11, 2018 S E C T I O N:C onsent Agenda Description: A pprove Claims and Bills S taff Contact: Ron Hedberg, F inance Director D epartment / D ivision: F inance Department AC T I O N RE Q UE S T E D: Approve claims and bills. S UM M ARY: Attached for C ity C ouncil review and approval are check registers for recent claims and bills. B AC K G RO UND : N/A B UD G E T I M PAC T: Check registers dated December 20, 2017, and December 28, 2017, in the amounts of $596,649.39, and $1,388,618.72, respectively. AT TAC HM E NT S: C laims and B ills C laims and B ills I T E M: 5.A . C O UNC I L ME E T I NG D AT E :J anuary 11, 2018 S E C T I O N:Regular Agenda Description: P resentation of L etter of Appreciation to C itizen Daniel C ave S taff Contact: J on R echtzigel, P olice C hief D epartment / D ivision: P olice Department AC T I O N RE Q UE S T E D: N/A S UM M ARY: On March 8, 2017, at 11:18 P M, officers responded to a report of a burglary in progress at a restaurant in Apple Valley. Mr. Cave lives behind the building. He noticed a man loitering and thought it was suspicious knowing the restaurant had been closed for over an hour. Mr. Cave watched the suspect for several minutes and observed him tampering with a security flood light and the back door of the restaurant. Mr. C ave called 911 and relayed information about the suspect's activity and provided a detailed description. He stayed on the line and continued to monitor the suspect until officers arrived. When officers arrived, they found the suspect dressed in clothing that matched Mr. C ave's description. He had concealed his face and was wearing thin gloves to conceal fingerprints and shoe covers to conceal his footprints. He would have been difficult to identify later on. When officers arrested the suspect, they found unprescribed Morphine and Oxycodone pills in his possession. Officers jailed the suspect for burglary, possession of burglary tools, and possession of a controlled substance. Because of Mr. C ave's awareness and willingness to get involved, he was instrumental in preventing a burglary from occurring and the apprehension of the suspect. Mr. C ave is an outstanding example of the benefits of a solid police-community partnership like the A pple Valley Police Department has with our community. B AC K G RO UND : N/A B UD G E T I M PAC T: N/A I T E M: 5.B . C O UNC I L ME E T I NG D AT E :J anuary 11, 2018 S E C T I O N:Regular Agenda Description: I ntroduction and O ath of Of f ice of P olice O f f icer S ean Marben S taff Contact: J on R echtzigel, Chief of Police D epartment / D ivision: P olice Department AC T I O N RE Q UE S T E D: N/A S UM M ARY: T he Police C hief will introduce O fficer Marben and the City Clerk will administer his oath of office. B AC K G RO UND : Officer Marben was hired in September 2017 and has since completed his field training program. B UD G E T I M PAC T: N/A I T E M: 5.C. C O UNC I L ME E T I NG D AT E :J anuary 11, 2018 S E C T I O N:Regular Agenda Description: A dopt Resolution Appointing Member to F ill Vacancy on Urban A ffairs A dvisory Committee with Term Expiring March 1, 2018 S taff Contact: P amela J . G ackstetter, C ity C lerk D epartment / D ivision: C ity C lerk’s Office AC T I O N RE Q UE S T E D: Adopt the resolution appointing the member to the Urban Affairs Advisory C ommittee for a term expiring March 1, 2018. S UM M ARY: Four applications for the Urban Affairs A dvisory C ommittee were received by the deadline and provided to you under separate cover. Listed below are the names of the individuals interested in serving on the Urban Affairs Advisory C ommittee. T homas Adamini Milo Holsten Hue N guyen Mason Smith T here is one vacancy. T his appointment has a three-year term expiring March 1, 2018. If the C ity Council would like to proceed with filling the vacancy, ballots will be distributed. Following the balloting process, a motion should be made adopting the resolution appointing the individual to the C ommittee. B AC K G RO UND : On October 26, 2017, the C ity C ouncil authorized accepting applications to fill the Urban Affairs Advisory C ommittee vacancy through December 15, 2017. A copy of the resolution establishing procedures for appointing committee members is attached for your reference. B UD G E T I M PAC T: N/A AT TAC HM E NT S: Background Material R esolution CITY OF APPLE VALLEY RESOLUTION NO. 1997-165 A RESOLUTION ESTABLISHING A PROCEDURE FOR APPOINTMENT TO FILL POSITIONS ON COMMISSIONS AND COMMITTEES WHEREAS, the City Council has established advisory commissions and committees whose members are appointed by the Council and any vacancies during a term are also filled by Council appointment, and WHEREAS, the City Council desires to establish a written procedure by which to make such appointments, and WHEREAS, this procedure will be used as a preliminary process and not a binding Council action; further Council action, by motion, will be necessary to appoint candidates for the positions. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Apple Valley, Dakota County, Minnesota, that the following procedure will be used to reduce the number of candidates considered by the Council in making appointments to advisory commissions and committees and to fill any vacancies thereon: 1. The Mayor will call for nominations for a position or positions from the Councilmembers. 2. A nominee may decline the nomination at any point up to the time that nominations are closed. 3. When no further nominations are offered, the Mayor will close nominations. 4. If the number of nominations is equal to the number of positions to be filled, a motion to make the appointment shall be in order. The motion shall be in the form of: "I move to appoint ________________to the position of _________________." Vote shall be by roll call with the Mayor casting the first vote and the Council alternating from right to left of the Mayor, starting with the member to the right of the Mayor. 5. If the number of nominations is greater than the number of positions to be filled, a written roster will be prepared listing the nominees and the Council shall proceed in the following manner: a) On the first round, and any subsequent rounds, each Councilmember shall, in writing, select that certain number of names which is one less than the total number of the names appearing. b) After the City Clerk has received the selection from each Councilmember, the City Clerk shall record the selection and announce the remaining names. c) Any name or names not having been selected by more than two of the Councilmembers shall be stricken by the City Clerk from the succeeding round and shall no longer appear as a name(s) to be considered by the Council; except that, if after selection by the Council there results a tie between or among all the names appearing on the round, the Council, in writing shall again select until one or more names have been stricken; provided, however, that if such a situation exists, the Council shall not reselect more than three times. In such a situation, the process shall end. Otherwise, the process shall end when only one name remains. d) After the process has ended, a motion to make the appointment shall be in order. The motion shall be in the form of: "I move to appoint _______________ to the position of _________________.” Vote shall be by roll call with the Mayor casting the first vote and the Council alternating from right to left of the Mayor, starting with the member to the right of the Mayor. ADOPTED this 10th day of July, 1997. /s/ Gary L. Humphrey Gary L. Humphrey, Mayor ATTEST: /s/ Mary E. Mueller Mary E. Mueller, City Clerk CITY OF APPLE VALLEY RESOLUTION NO. 2018- RESOLUTION APPOINTING URBAN AFFAIRS ADVISORY COMMITTEE MEMBER WHEREAS, Section 32.02 of the Apple Valley City Code, as amended, provides for appointment by the City Council of members of the Urban Affairs Advisory Committee; and WHEREAS, a vacancy now exists on the Urban Affairs Advisory Committee due to the resignation of Edwin Holmes. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Apple Valley, Dakota County, Minnesota, that _____________________ is hereby appointed to the Urban Affairs Advisory Committee for a term expiring March 1, 2018. BE IT FURTHER RESOLVED that members of the Urban Affairs Advisory Committee are then as follows: Name Term Expires 1. ________________ March 1, 2018 2. Sharon Schwartz March 1, 2018 3. Barry Berg March 1, 2019 4. Sandy Breuer March 1, 2019 5. Walton Mahlum March 1, 2019 6. Pamela Sohlberg March 1, 2020 7. John Vegter March 1, 2020 ADOPTED this 11th day of January, 2018. Mary Hamann-Roland, Mayor ATTEST: Pamela J. Gackstetter, City Clerk I T E M: 5.D. C O UNC I L ME E T I NG D AT E :J anuary 11, 2018 S E C T I O N:Regular Agenda Description: A dopt Resolution Appointing A cting Mayor for 2018 S taff Contact: P amela J . G ackstetter, C ity C lerk D epartment / D ivision: C ity C lerk’s Office AC T I O N RE Q UE S T E D: Adopt the resolution appointing the Acting Mayor for the year 2018. S UM M ARY: T he Acting Mayor shall perform the duties of Mayor during the disability or absence of the Mayor from the C ity, or in the case of vacancy in the office of Mayor, until a successor has been appointed and qualifies. T he C ity C ouncil is requested to appoint the Acting Mayor for 2018. T he attached resolution will be completed according to the Council’s decision. B AC K G RO UND : Minnesota Statutes § 412.121 requires that the C ity C ouncil, at its first meeting of each year, choose an Acting Mayor from the Council Members. B UD G E T I M PAC T: N/A AT TAC HM E NT S: R esolution CITY OF APPLE VALLEY RESOLUTION NO. 2018- RESOLUTION APPOINTING THE ACTING MAYOR FOR 2018 BE IT RESOLVED, that the City of Apple Valley, Dakota County, Minnesota, that Councilmember ________________ be appointed as Acting Mayor for the year 2018. BE IT FURTHER RESOLVED, that the Acting Mayor shall perform the duties of the Mayor during the disability or absence of the Mayor from the City. Absence of the Mayor from the City is defined as a continuous period of over 24 hours. ADOPTED this 11th day of January, 2018. Mary Hamann-Roland, Mayor ATTEST: Pamela J. Gackstetter, City Clerk 1/12/2018 1 PARKING ORDINANCES AND ENFORCEMENT IN APPLE VALLEY City Code Chapter 71 www.cityofapplevalley.org Highlighted Parking Ordinances No parking on street 3am – 6am No parking on grass No parking during plow operations (2 or more inches of snow) 1/12/2018 2 Parking Enforcement Strategies Proactive Responsive Collaborative Preventing Parking Woes A.We recommend people use their garages and driveways for parking. B.Citizens can call when special circumstances exist. 1/12/2018 1 Tips on Managing Trash and Recycling Containers City Council Meeting January 11, 2018 1/12/2018 2 Things to know: •Use covered containers provided by your contracted licensed hauler •Set out containers on your day of pick‐up (after 6:00 p.m. the night before is allowed) •3 feet behind the curb at your driveway is recommended (automatic arms will reach) Things to know – (continued) •Behind the curb, never in the street •All other times: keep containers in garage or at side yard if screened from street and adjoining property •Never leave containers in front of house after day of pick‐up 1/12/2018 3 Storage Needs to be Screened Not in Street, Behind Curb 1/12/2018 4 Good Storage with Fencing Good Storage with Plantings 1/12/2018 5 Always Behind the Front Line of House Trash Violations Dominate (Average –713, 2017 –1,338) 1/12/2018 1 2018 FROZEN APPLE CONCERT SERIES The Michael Handler Project– January 13 Patty Peterson presents Jazz Women Allstars– Feb. 10 The Riverside Hitmen– March 10 Valleywood Golf Course Clubhouse 4851 McAndrews Road Music 6:00 to 9:00 p.m. (doors open at 5:00 p.m.) All concerts are FREE and open to the public Enjoy delicious food and a full cash bar Concert attendees are encouraged to enter drawings for prizes awarded at the end of each concert Must be present to win I T E M: 7. C O UNC I L ME E T I NG D AT E:J anuary 11, 2018 S E C T I O N:Calendar of Upcoming Events Description: Approve Calendar of Upcoming Events Staff Contact: Stephanie Marschall, D eputy City Clerk Department / Division: City Clerk’s Office AC T IO N RE Q UE S T E D : Approve the calendar of upcoming events as listed in the summary below, and noting each event listed is hereby deemed a Special Meeting of the C ity Council. S UM M ARY: Day/Date Time Location Ev ent Wed./J an. 10 7:00 p.m.Municipal C enter Special Informal Planning C ommission Meeting Wed./J an. 10 7:00 p.m.Municipal C enter Traffic Safety Advisory Committee Meeting T hur./J an. 11 5:30 p.m.Municipal C enter Informal C ity C ouncil Meeting T hur./J an. 11 7:00 p.m.Municipal C enter Regular City C ouncil Meeting * Sat./J an. 13 5:00-9:00 p.m.Valleywood C lubhouse Apple Valley Arts Foundation Frozen Apple C oncert Series Mon./J an. 15 City Offices C losed Martin Luther King J r. Day Mon./J an. 15 7:00 p.m.Apple Valley Community C enter EVAA Annual Board Meeting Tue./J an. 16 2:00 p.m.Municipal C enter Cemetery Advisory Committee Meeting Wed./J an. 17 9:00 a.m.Municipal C enter Firefighters Relief Association Meeting Wed./J an. 17 7:00 p.m.Municipal C enter Planning Commission Meeting Tue./J an. 23 6:00 p.m.Municipal C enter Special Informal C ity Council Meeting with Planning Commission T hur./J an. 25 4:30-6:30 p.m.Image360 Chamber Business After Hours T hur./J an. 25 6:00 p.m.Municipal C enter ED A Meeting T hur./J an. 25 7:00 p.m.Municipal C enter Regular City C ouncil Meeting * Fri./J an. 26 6:00-10:00 p.m.Apple Valley Senior Center City of Apple Valley Employee Recognition Event Sat./Feb. 3 City of Apple Valley 2018 Mid-Winter Fest Celebration Wed./Feb. 7 7:30-9:00 a.m.Eagan C ommunity Center MLC Regional Legislative Breakfast Meeting Wed./Feb. 7 8:00 a.m.360 C ommunities J oint Chamber C offee Connection Wed./Feb. 7 7:00 p.m.Municipal C enter Planning Commission Meeting T hur./Feb. 8 5:30 p.m.Municipal C enter Informal C ity C ouncil Meeting T hur./Feb. 8 7:00 p.m.Municipal C enter Regular City C ouncil Meeting * Sat./Feb. 10 5:00-9:00 p.m.Valleywood C lubhouse Apple Valley Arts Foundation Frozen Apple C oncert Series B AC K GRO UND : Each event is hereby deemed a Special Meeting of the City Council, the purpose being informational or social gathering. Only at events marked with an asterisk will any action of the Council take place. gathering. Only at events marked with an asterisk will any action of the Council take place. B UD GE T IM PACT: N/A