all right at 7 o'clock we'll call the Whitebear Town board [Music] for think we got here May 20th to order first item on the agenda is the approval of the agenda I understand we have some just actual we have yes agenda items added and a supplement yes we've got uh under consent item 5e there is a change to or from West Baldo Boulevard to just Baldo Boulevard and the resolution was redrafted for your approval and also under consent we have five I uh the bald eagle Yak Club will be uh making an annual request for a sailing course on baligo Lake 5j a records retention resolution and 5K special Town board meeting for a joint Park Board Town board meeting on June 20th 2019 um there was some discussion this afternoon about items 8 A and B Tom are we going to just delete those yeah continue those to your next meeting table those to the Planning Commission for review yes so we're taking 8 A and B off yeah I okay I think those should really go to the Planning Commission before we look at them okay so deleting A and B tbling to to Planning Commission y when were those applications made how long ago uh I don't think it's been 30 days 30 less than 30 days okay that's fine then we're okay with the time yeah we're okay then and Planning Commission meets Thursday perfect with those additions Mr chair I would submit to the approved agenda right do I have a motion uh motion to approve the uh agenda with the uh additions of items well the revised consent item 5e the added consent agenda items 5 i j and k and the the tabling of 8 A and B all right do I have a second I'll second that motions made in second all in favor say I I I I'll opposed motion carries item number three the approval of payment of the bills so moved second all in favor say I I I I all opposed that motion item number four is the approval of the minutes of the May 8th 2019 I only found one and I talked to Patrick about it it said instead of one way it said none way I did see that and that was in your statement Steve so I didn't Oh I thought well nobody can use the road it's a nunway I didn't read my statement problem solve I meant to bring this up but I did notice that in last last meeting's minutes we approved the minutes of April 2018 which okay that is inaccurate although we didn't approve those last year yeah but it should be noted of uh 2019 yes details details all right with those Corrections do I have a motion to approve the minutes so moved second all favor say I I I all opposed all right item number five consent agenda item yeah you'll be here for a while pretty lengthy all right F item 5A conditional use permit request at Three Oaks of Whitebear Township call a public hearing for Monday June 3rd 2019 at 700 p.m. to consider a conditional use request to modify the Landscaping plan Mr chair if I may I'm sorry Scott give you a minute to breathe check with you we did make a correction to the resolution under uh Inc consent 5e do we need to pull that officially as uh because it was changed I don't believe so it's a typographical error okay that's you going just approve as amended okay thanks sorry just want to make sure yeah you'll be fine item 5B a special Town board meeting call a special Town board meeting for Friday June 14th 2019 beginning at 4:30 p.m. to attend the Manito day's Grand parade item 5 C two side yard setback variance requests at 2630 Southshore Boulevard call a public hearing for Monday June 3rd 2019 at 700 p.m. to consider two 5-t sidey yard setback variance requests item 5D administrative driveway variance in accordance with the town ordinance number 35 section 963 sub and based on staff review and recommendation and approval ratify the town clerk's issuance of an administrative driveway variance at 1630 Highway 96 East item 5e bald eagle Boulevard adopt a resolution ending discussion of a one-way Parkway on Bald Eagle Boulevard and approve the press release you I think we need to pull press release approval we are not going to do that we got enough coverage all right that that doesn't be pulling off consent just the means omitting it yeah okay do I need to restate that yeah I would amend I restated yeah right with the deletion uh item 5e amended bald eagle Boulevard adopt a resolution ending discussion of a one-way Parkway on Bal eagal Boulevard item 5f White Bear Lake Conservation District 2018 financial report based on the finance officer review and recommendation receive and accept the 2018 financial report of the Whitebear Lake Conservation District District item 5G right of way permit based on Town engineer review and recommendation and including his recommended conditions approve XL Energy permit to install underground gas service for the residents at 5642 Aspen Lane including Directional Boring item 5H construction activity report receive item five I bald eagle Yacht Club annual requests for sailing course on bald Eagle Lake notify the Ramsey County Sheriff's Office water Patrol unit and the applicant of the Township's approval of the 2019 B legal Yacht Club sailing course on B legal Lake item 5j records retention resolution adopt a resolution adopt a resolution adopting the Minnesota General records retention schedule for the town of white bear item 5K special Town board meeting call a special joint Park Board Town board meeting meeting for Thursday June 20th 2019 at 5:30 p.m. to attend the annual Park tour did I cover it all sounds good to me nice job Scot sent the agenda been motion do I have a second second with the uh changes and additions all in favor say I I I opposed all right the motion carries moving on item six is old business uh we have just have one the administrative office upgrades y Mr chair um what you'll see in your packet is a revised uh plan for the administrative offices um 1281 Hammond uh based upon the comments that you gave us at last month's or last our first meeting of the month um if anybody's got any questions about that or further suggestions um I'm here to take them from you otherwise if we're good with it uh part of uh se's proposal to us was to um not only construct the plans for administrative offices but to also kind of play point for us in um soliciting bids for that work as well as our overall Capital Improvement plan um at township [Applause] hul you got anything um the the one question so the plans they they leave open the options for sliding glass half glass full glass and they're going to solicit it a number of different ways a number of different ways see what we get yep okay and and so just so I'm clear when we're talking these plants those doors that come in from the lobby from the front door into the lobby yep those are going to be some form of access doors that are controlled that is correct okay fob key fobs key fobs all right um and we made the change to make that a room versus a storage closet right and we double the space so I we would also add in a window um I I'd asked to add in a window facing towards the lobby especially if the sheriff station is in there he can see in the lobby it would it doesn't even have to be an operator just a piece of glass so was it like over thisa somewhere in this area okay and I'd also like to see that these two doors are glass so it feels a little more open yep when they're yeah otherwise it's going to feel kind of concealed yeah we did make that request that will be part of the bid okay anything else the only question I had is the key fob for the entry doors is that for after hours that's not during the day is it no okay not during the day okay that was all I had no my looks good so we will um like I said we will submit this plan with uh the overall Capital Improvement plan for our administrative offices here I'll make the call tomorrow if there's no further it's well it's I guess now I'm thinking about it these two doors going east and west yes are they uh electronically controlled also yes okay that's the on I was talking about that oh I thought you meant uh no they I went those side doors as they're key fobbed okay but Scott brought up the front entry and that has to remain open during business hours yeah but that won't unlock we're we're planning not to have all doors unlocked those side doors that we correct yeah correct okay um we also get to we'll also have a a panic button installed for our front desk as well okay um do we need to reference that existing restroom that the plan was and if Dale were here he would talk about it uh our plan is since it has not been used for years we're going to have um Public Works take out most of the restroom equipment in there and that will be an office supply storage locker and one other question on the restrooms themselves M as they exist today do they meet ADA requirements uh yes they do actually okay so we don't have to we're not looking at modifications bathrooms can stay the same okay good all right any other suggestions all right so then they'll they'll be able to take those and go into a full set of working plans yes um you also will see in your package here later on we've got uh language for our Landscaping uh at the administrative offices as well so we're going to we got a busy summer at 1281 Hammond so um well that too and I'd be interested to see how long it's going to take how disruptive it's going to be for us otherwise you don't need any formal action on this it's just I don't okay looking for input all right anything else one other uh Ed what about and Pad lighting is are we satisfied with the way if we're you know are we going to have to change any lighting patterns in this I don't think so just because the the skylights will remain on comped um and the walls that we are suggesting to be built are only going to go up about 8 and 1/2 ft so still got overview so you got still decent overview and lighting coming through there and as it exists today the the ligh I mean if we're going to remodel we better make sure we've covered all of our bases as far as need the current lighting scheme that exists in the building is it satisfactory for the staff yeah I think so or is that something that has to be upgraded maybe to led oh well a couple reasons I know it's a little more expensive to start with but energy cost it's way better lighting yeah that's you know what I'm going to add that as part of this that's a good idea and do we have motion good job and and are are all of our light light lighting areas controlled by motion so that they uh not the not the common areas no just the offices are controlled by motion okay uh talking motion does that affect the security system in the building is there anything have to be modified because of that besides these additions of electronic and I guess we we'll have to find that one out so you're you and the staff will get together to talk about what all the needs are and then put put s it get it ready for send out for a proposal righty all right sounds good I we're way overdue and obviously we need Paint and carpet but this is the time to do this kind of remodel before that happens yeah and we were under the impression too um that we were going to have to arrange for Storage off permit or outside they've got equipment that elevates everything so that we're not goingon to have to move anything outside um we were a little concerned about that but uh it sounds cabinet files and all that stuff yeah so well we are in the 21st century yes all right looking forward to seeing the end result on this so my this will be a good project just one last comment um several times over the last couple years we've talked about uh the hooking in backup generators and things is it will I don't want to remodel and find out we got to bust up walls if we we're overdue for having this would be strictly on the the mechanical room area okay as long as we keep that in mind that it's all there good I'm done okay uh let's see I number s public hearing you don't want me to highlight where we're putting the hot tub and barbecue for yeah no all right do you think it's necessary maybe we'll just do it then I'll show you um know I will I yeah don't I'll bite my tongue all right um it's been a while since we haven't had a public hearing so item number eight new uh new business we're tabling A and B so we'll move on to 8C Joe and Charlotte Mott uh 3949 East County Line request for a second driveway access is you Tom yes all right well looks this looks better on cable TV but mons are down on East County Line the south side of White Bear Lake uh they have the property at 3949 East County Line driveway access onto East County Line Road right here long property actually abouts the epis Road right away on the West Side epis Road in this area is just a short stub that leads uh to the town's water tower two driveway accesses off of epis uh North this is Martin Way right here uh Ms again have a driveway access right here uh but they would like to add a second ACC access off of epis in this location right here so they could park a camper uh during the off seon um uh several notes relative to this proposal you can see FIS road is a full rideway up to the m property and then it's a half rway so this 30 ft has actually been dedicated from these two properties here there's been no rightaway dedication uh from the properties fronting on East County Line right here uh it's not to say they can't access the RightWay in this location right here it's just a little bit narrower uh contacted our public works department specifically the uh snowplow truck driver in that area down there wanted to make sure whatever is done if it's permitted to have the second driveway that uh they uh we can accommodate some snol storage uh which sometimes goes beyond the RightWay there um probably in the form of an easement or some type an agreement to allow some snow storage there um switch plants here which is uh okay we'll work the way down here so this is the AIS East County Line Road existing driveway with the home see Garage in this area right here there's really no reasonable access to the rear yard for a vehicle on either side of the home here so what they're proposing again off of Eis road on the Northerly portion of the property there would be to construct a driveway and a parking pad initially with plans longterm for a good sized S Storage structure there uh you can see the setback is proposed at 20 ft for that garage had some discussion with the MS on site there let them know that a structure like a garage would have to be set back to meet 35 ft that's a future plan for them so uh they're aware of a setback requirement and I believe they can work with that the other thing I pointed out again is because uh they're currently on East County Line Road which is county road really no access or use at all of epis road but if they were to tap a driveway and parking area onto epis Road likely would open them up to open them up to assessment when that road is uh rown in the future again we mentioned that so there could be a cost uh for that for a second driveway regulated by section 529 of ordinance number 8 does permit a second driveway but it's based on Town board approval so they're here tonight seeking Town board approval to uh add that second driveway Tom can you put the the other um sheet up there the lot explain go to the parking pad the new parking pad explain the issue with the snow plowing coming up the road that's what I was interested in yeah what happens maybe I'll put this one next to it or can you sketch on that one on this one here I've been up that road but it's been a while so yeah it's basically the road comes in it's it's double wide here and then it comes into a narrow Lane right here so the snow gets plowed here but at this point there's really not much snow storage on the east side of the road there well so is Public Works pushing it all the way to the end then well may the water tower might be better off explaining that than I am uh but yeah this is the access driveway to the tower up here so it does get plowed all the way up here winter the power excuse me if you if you want to come up to the podium at least uh give your name and address thank you so the audience can at least hear what what you're saying Joe M uh and my wife Charlotte here also were the homeowners at 3949 County Line and so we've made the application for the uh approval of a second Drive way access to access the rear of the property as Tom stated we don't have reasonable access to the back half of the property because the the house and garage structures are built out pretty much to the setback side yard setback requirements so you there's no way to make a drive to get to the back of the property our challenges are you know initially because we don't have access for landscaping or tree removal or the like we have difficulty accessing the property you have to remove a fence to get to get in there at all uh but we've had a you know a desire to put a parking pad back there so that we can do the offseason parking of a motor home um the front of the property accommodates that because the township regulations requires just so many months of the year that you can park on a driveway or adjacent to a driveway uh in the front yard but it does allow year round access to rear yard we just don't have reasonable access to the back half of the property the um the way the property is set up the the the fence or the the gate for the water tower I think is set bit of an angle you can see it right at the barrier the 3949 Eis property yeah there it is it's set off at an angle so when the when snow removal is done typically the the snow is banked on the east side of the road we are we have a fence there chain link fence that's set back about 5 foot from the pavement and that tends to be a reasonable amount of accommodation of snow we know and recognize that if it's plowed in that fashion uh if we have a gate there opposite the driveway for 3949 Eis that that snow would likely Bank up against our gate we have no objection to that because it's only really a seasonal access requirement for us so you wouldn't be moving in and out of there moving in and out of there in the winter especially after this last winter there had to be a lot of snow there and we recognize if we had to get in there for a purpose of Maintenance that we'd have to remove the snow well right now Public Works wasn't removing snow they were just storing it there right or did they have to actually I think you know I I don't find that it Banks unusually high I mean not compared to anything because it's such a narrow roadway it doesn't generate that much snow and it is there's a fairly good-sized margin there that Banks the snow today and we don't consider it to be an issue the fact that the that the as uh Tom indicated that that fence uh and gate for the water tower is angled toward the north most of the snow tends to be stored in that pie-shaped area um north of our property line so there's a there's a fair amount of space there that snow is banked and and that that property there is has similarly has no access to to the Eis extension how's the grade there I mean you're not changing any of the grade you you pretty flat there at the peak of the hill we are we are flat there uh in the lower portion there it grades away rapidly where it gets to be down the the full width there that drop is you know maybe six feet or more it so it it Banks away quite strongly from the middle of our property to the South but the but the topmost part of it is is pretty much on a a common grade and this going to be an AS driveway or no a permeable probably a crushed granite so either way You' probably still have to work with the bill inspector to make sure you're not creating a runoff issue for one of your neighbors because of you're if you're making that even class five sometimes it tends to shed away so I'm sure true but we would be we would be far to the we would be in the north third of the property with that permeable Paving and it's treed area leading down toward the uh the full width version most your run off will stay on the property and there also is a storm drain at that okay at the that where that corner is there Steve you got any question no I think you've asked the questions about the driveway itself my my only real question and dilemma is the uh agreement to provide area for snow storage in the winter and or easement if required only from the standpoint that if you you know you may be well acceptable to have that but you know there's no sells the property we have we may have an issue so I guess my question how do we deal with that do we have to come up to a formal agreement for the snow for the snow some of them are all along there MH when they plow they haven't been plowing the snow off on that five or six foot strip misunderstanding and because we're going to remove those that's going to give them an added area area okay my wife makes the point that we've had lilac bushes along that fence line so the the snow removal tends to avoid those by pushing the snow further up there we're going to remove those lilac bushes so that that actually gives additional area for snow storage along the the full length of that property line a lot of the bushes are dying so we were this year going to be having them completely removed which would give what a five or a six foot strip of land in right by the curb the full length of the so is that outside the fence or inside you outside of the fence so that normally was hasn't been a place where they could put much snow technically that part of their property is that uh part of the RightWay or not or is that there an easement there outside the what we looked at the Ste there and as I recall the fence was inside the St so that's RightWay where you're talking the Ste is right the snow being piled on the RightWay anyway yeah just getting close there so they're just cleaning it up for easier right push up snow so all that snow can go along the whole back of the property line well we're just concerned is as long as it stays on the RightWay the township has the right to do that yeah so if it if it goes on the private property and it gets to be an issue then well it wouldn't be an issue for us but I mean somebody down the road would want I can't imagine that there'd be that much snow that they wouldn't be able to push it all aside it's it's only a single Lane Road sure um but but you know the township has a long history beyond what you may be there and I I I just want to make sure that you know we can we're not opening up a a dilemma saying oh they so we can push the snow there and and find out that it's it it is a problem is there a way to to come to an agreement that we can do that I I mean I I have no problem with the driveway and I would like to see an opportunity to have our snow so it's not an issue but do we have to do anything more formal than well I don't know Chad with our with our minutes on this stating that most of the snow is stockpiled on the easement is that good enough yeah I think it is and I I'd be concerned about conditioning an an approval on on an easement I don't think that's the proper way to go about it but way it's been described snow's going to go on the right away right away belongs you know the town has right to use the right away so I think you're fine okay then I have no questions I'm good I'm good all right thanks folks thank you you Tom obviously it's a pretty big lot so this doesn't affect any green space or if it's if it's not perious so it doesn't matter exactly yeah so that's not an issue all right any other questions Noe hearing none do I have a motion for approval sure I'll I'll make a motion based on staff review and recommendations and in accordance with Excuse me ordinance number 8 section 529 L approve the construction of a second driveway to the property at 3949 East County Line Road noting the property owners well will provide an area for snow storage in the winter if it's required but or I think the minutes will reflect it yeah I think with with the change of the easement probably is plenty so I'll make it without that last little caveat that so we're going to strike that last yeah I think we'll just noting just leave it at East County Line Road all right motions made do I have a second I will approve the amended motion all right all in favor say I I I all opposed there you go folks good luck good luck all right moving on item D the comp plan Consulting Services Larry are you GNA do this NOP no I got it Larry's done his part Larry and T have done their part they're doing their part correspondents from Metropolitan Council currently our comprehensive plan 2040 version is at the Met Council for review we have wrapped up our review and the plan that we have proposed is under the in their hands now to review it they have suspended their review sending us a letter saying uh there's a several items that they find outstanding and they'd like us to complete those items before uh and revise the plan accordingly um before they'll pick up a review again so the the letter from the consultant uh we've been using HK gii uh proposes an amount not to exceed $10,000 to complete the proposal since that time uh tkda had some assignments to do and they have provided the information so I think that proposal is going to be something in the neighborhood of $5,000 no more than $5,000 for them to complete uh the checklist um so staff is requesting Town board approval to uh uh provide an additional five let's say5 to $7,000 for additional funding to finish up the comprehensive plan as submitted um what this bring our total up to seems like this got way out of hand didn't we originally have something like 50 budgeted I don't remember the exact numbers uh you know I don't either I'd have to take a look you want me to do that and well well well we need to kind of get a handle out this for next time so oh I guess that's a great question is this happens once every 10 years yes is that right so was there this degree of feedback and clarification needed to last time I didn't recall as much no seems like this kind of caught us off guard I thought all this was taken care of yeah they're very detailed comments coming back pages of them historically it's not been that detailed or that many pages and this is the pre-review Well I this is the review I would they said they stopped reviewing it until we do this yeah yeah but I think that's the the hammer to say that you need do these it won't go any further but what's to say there's nothing to say that I bet maybe what Scott's trying to say is that okay so they've held up on all review until we've addressed these are we going to get more now that they're going to go through our expectations would be no okay because the list that they sent was similar to a previous list the preliminary review tweaked a few things and then this letter came back so this is the second preliminary review okay yes I want working our way to the intermediate review I think the budget was 375 thank you I know we're over that cuz we already yeah CU we've already approved one extension and a little bit of additional funding so this would be the second and hopefully the last so kind of the squishy number you went between five and 75 or seven so it's down from the 10 that you're looking at yes I would say no more than seven to exceed seven would be good cuz I think in her letter the consultant letter she thought that that I thought I saw that someplace in here um she she thought the range if if tkda did their work it would move to the seven more towards the seven range so I I I mean I it is it we have to go forward with this so we're kind of between a rock and a hard place but um I would prefer to have some ltitude in case this thing morphs a little bit more so he doesn't have to bring it back for another th000 or $2,000 I'd prefer to just say 10 up to not to exceed 10 got you it it's just it's really frustrating these are unfunded mandates that they keep pounding on us and we don't have this in the budget we got to keep coming up with money for this yes that is a true statement met Council has a lot of power they do and the funding source for this would be general fund reserves and I don't even want to you know give another option here but it seems to me there's a what page am I on here um they don't they talk about uh a page 60 they're talking about um copy of inter interc community service agreements between North Oaks Li lakes and White beir Lake uh don't we have one with Birchwood yeah we do have that now how come it's not listed in here maybe we which I probably shouldn't have said that now another there's another [Laughter] $10,000 it could be the fact that Birchwood is simply a maintenance contract versus North Oak and Lio Lakes which are jpa and are actual water supply contracts good perfect answer perfect answer I like that you want to see Jim link yeah yeah Tom I hate to give you more money than than you want but I'm I I'm I know we have to move forward with this and I'd like to have it not to exceed so I'd like to make the motion on staff review and recommendation approve the additional compensation to hkg wiing ton klaren Group Inc in an amount not to exceed the 10,000 to complete this 20 240 comprehensive plan and get it submitted to the Met Council hoping that it'll come in at 7 or less work here scottt sure all right is that a formal motion there it is and I'll formally second it motions main second all in favor say I I I all opposed okay thank you spend our money wisely all right uh item 8e uh brandlewood Park upgrades I'm a few Tom that's me again yeah we've that's our Park project this year is a redo of the uh the brandwood park primarily the playground at at branderwood Park Park board has been working uh solicited proposal osal for bids uh to local playground equipment suppliers to redo uh the playground at Belair no not at B brandwood Park uh solicited proposals we only received one and have been working with Northland Recreation Who provided that uh proposal uh over the last month that has been reviewed by the park board they made some recommendation to modify a couple of things [Music] um Tom can you just give the address of the park do you have it just for audience yeah let me see if I can find it quick uh 5800 Meadow View Drive which those you aren't familiar is up around the Cub area nope that's metal lands Park actually this is in uh this is near the otter Lake Regional Park the dog park yep off of Otter Lake Road yep off of Otter Lake Road North there H that's why I need the address it was Park put in when the brandlewood development was put together which is yep so it's been in place for a good 30 years up for a redo so this is the plan this year we're proposing to remove one of the uh existing playground structures take out plastic borders take out the existing surfacing which is both wood fiber and sand depending on where you are uh leaving some of the structures there and then adding several items here which are this is the uh proposal uh from Northland Recreation here uh again focusing on this part this is the new part of the playground there's an existing climbing Boulder over here that'll stti a uh smaller younger kid play structure that was is not that old the swing set will stay in place there we'll change out one of the swings we'll provide full handicapped accessibility with concrete padding concrete under here with poured in place surfacing uh for protection adding a couple of uh benches replacing the benches here and here and then the one thing that the par board wanted to and then relocating the existing spring Riders parkboard wanted to make sure uh based on input from the supervisors uh adult we cover the whole Gambit of people in the neighborhood so a couple pieces of adult exercise equipment were also recommended uh and proposed by Northland the park board had excuse me a suggestion to change a couple of those pieces um bottom line is the proposal which had a budget of $80,000 is uh increased up to 86 856 the uh uh overage well the town's general fund will cover the $80,000 expenditure it's proposed and the overage is recommended from the park board to come from the park acquisition and Development Fund which is a uh okay um as far as an expenditure into New Park equipment so so the park board recommendation from their meeting last week was to move forward with the proposal with a couple different pieces of exercise equipment as spelled out uh in The Proposal uh for an amount not to exceed 86,87 you have a timeline on this one Tom would be this summer and this is all being uh would all be done by professional Consultants the town's public work staff would not be involved we've had them involved in some demolition in the past or some finish work uh seating but found is just very time consuming those guys are pretty busy so we the park still stay open during the construction or is it shut down uh we'll shut down the playground okay but the room remainer the park which is basically open space we'll stay open that any questions what was the what was well just again what was the total amount with the changes now prove the upgrade to 86,000 86 856 is what I have the beauty of of a lot of these projects is that you know the neighborhood is asked for input on what needs to stay or leave and so they were satisfied with some of the things it's just awful expensive to upgrade our Parks but they need to make them accessible so no I I I think we've done the best we can uh with that site it's it's got a lot of neighborhood action going on there and we did get our input so I'm I'm comfortable with it so so I'll make motion based on the Park Board and staff review and recommendations approve the upgrades to brandlewood park and I'm do we need to put the dollar down I mean that's you said 8685 yeah so that would be the total is that not to exceed not always always rest comes out of your pocket I will second that except for the out of the pocket thing skip that part so not to exceed 8685 all right motions made in seconded all in favor say I I I opposed all right item 8 F the faloma uh sounds like a novel we might have to explain that Tom oh boy okay uh in the 1990s a Township adopted a policy that would assist residents who are finding that their properties are being declared within the flood zone it's a this is a FEMA Federal program it's for insurance purposes uh Insurance properties are rated based on how far they are from Wetlands Lakes Etc a number of properties in the town that AB but lakes or Wetlands of which portions of the lot are in the Wetland or jet out into the lake in a couple of rare cases but the homes themselves were all required to be constructed at least two or lately 3 feet above the 100-year high water elevation or the water taable so from our perspective there's none of these homes are in the flood zone even though they're being flagged the maps which were last amended in 8 5 were amended again in 2010 based on a number of requests for letter of map amendments so when the map is amended it's done on an individual property basis by this letter of map Amendment request so individual properties fill out forms which are sent to FEMA with some elevation information that which would generally have to be provided by a surveyor that information is submitted to FEMA FEMA does their review and typically in all cases since they've declared these homes outside the flood zone and the map is amended accordingly we've done over 200 of these things lately there's not been as many but they're seeming to be a little bit more complicated the town charges a fee of $150 which basically covers some of the cost to have tkda our Consulting engineer and surveyors go out and shoot the elevations and fill out the paperwork uh and that is sent to the town offices or the property owner and they sign it just ship it off to FEMA so it's it's a nice package that the town provides for 150 bucks the actual cost probably closer to $500 uh the town has historically subsidized these things uh just putting this on the agenda for consideration if we want to raise the fee it hasn't been raised since it was initiated back in the early 90s and uh just throwing that out for Town board consideration um to change the policy and amend the fee be a suggestion is part of your work you you surveyed other communities that we're not the only ones that do this um and our current rate is where in relation to what you're finding uh pad did some surveying today I have not done any recently but I can for you um hug Go's at a thousand to perform the same service uh Still Water I believe is at 450 those are the two that I got responded that are in the immediate area I did not hear back from the city um I would suggest that Tom's numbers um for our staff time as it applies to this that around $500 would probably be a good starting point I think Lono Lakes was mentioned in here is a,2 so y um you know I I think it's it's well worth our time to look at these and adjust them as time goes on instead of losing money uh it's not the issue here so I I'm okay with raising I 500 sounds like a reasonable approach I I think that's a fair number and we were talking earlier before um if it turns out to be com still completely out of the realm of what is being offered around us we can adjust it again um I think one of the um projects that we have lined up for this fall is evaluation of our ordinances and fees in general um but this is I think at least a timely one that we should adjust well I think the town's always had a policy of working with the residents and trying to make this a smooth you know procedure but it gets to the point where we can't subsidize them and make the rest of the the residents pay for these application so we at least have to cover our costs yes whatever those costs are we we at least have to cover that I don't think we're going to be making anything on $500 I think we are going to be flat I don't know Scott you said uh I think utilities looked at this public utilities we did um but I think it was presented to them just as FYI only so we had not asked for any input okay but one uh item I was noticing was Lino is mentioned here um but they charge a certain fee and if there's any uh overage it's returned so is that a alternative rather than say let's see what 500 is and adjust it again uh that way we know that we should pretty well have her so set it higher and if there's any back we just adjust it that's a good point I think that's probably a better way of it going after this because we don't know because these fees seem to change every second my question though would be would that be additional would that be additional work for the staff to keep track of the money and issue a check yeah well okay so I knew that that sounded funny um compared to the fact that we would be sure to cover our costs uh without having to do additional research I think it's a good premise but I but I think we are we would be adding additional work in steps if we ratcheted it up I I think the I think the number of 500 is a good place to start and if we have to adjust it we will but then it comes back for another resolution and another so well it it's hasn't been adjusted in you know 25 years we've kind I we've subsidized it for a long time I you know I think if you want to make a resolution that requires a higher fee I think you're well within your right to do so um but keep in mind too that that's going to be a shock much higher than 500 bucks right off the bat to anybody that's considered this and these are starting to dwindle away too we may not see one for when what what was that for a while they're kind of going away too we don't see a lot of them we've had a couple recently so it's but over the course of a year how many do you get lately I would say with all the rain coming less than five the the the real issue it goes way back and correct me if I'm wrong the FEMA Maps when they were done in the 40s they they a lot of it was considered wet and we live in a wetland and a lot lot of our Township has been developed so there probably is not a ton more we've made a lot of adjustments for neighborhoods over the years the area I lived in had to be looked at and mapped once upon a time I back in the 70s yeah um but the costs have changed I I I agree that $500 is if it hasn't been adjusted in a long time is probably a reasonable sum and I still think we should amend it to and then if it document as we get better at it to see if it changes but there are not a lot of ity but it's necessary to be ready to do this if we if we get called upon and I don't know what area we be called upon because we we're mainly developed we're about 98% mhm developed so we may be putting a change for very little reason but it covers our costs how does that do we have a kind of a unanimous 500 Works close enough that's fine all right anything else Tom no primarily what we're seeing now is uh homes that have not refinanced since the 9s or have sold uh and been in the same ownership for many many years these are the ones that are getting hit now with the LMA requests sure so this resolution we are just going to on page 71 we're going to fill in this resolution number three the fee of $500 yep correct so I'll make a motion to adopt the res for read that yep okay so based on the staff review and recommendation adopt the resolution amending the policy providing Township assistance to Property Owners to modify the FEMA flood maps and establish the fee of $500 needed to uh establish the V of $500 to for costs I'll second that all right motion made second and all in favor say I I I All Right Moving On uh 8G Town engineer lift station and Rehabilitation you take that one L yes I'm sorry I I uh was off on my agenda items all right um on January 23rd the town board um approve a resolution um authorizing plans and specifications for Lift Station number nine Rehabilitation um this is uh the last of 10 lift stations that need uh upgrades to current standards um the plans are now complete and the upgrades will include uh upgrades to the control panel pumps rails valves um communication equipment uh Force main and access road or access uh driveway the driveway is off of or the the location of this uh lift station is off Otter Lake Road and it's I got a an angled approach for the lift station so straightening out the uh the um access as well as widening it along the the county road to make it uh make it safer um the plans are are complete I have a set of plans here if anyone wishes to to look at them plans and specifications um getting uh ready to bid out the work so um tonight's actions are looking at approving the plans specifications and authorizing ad advertisements for bids for Lift Station number nine there there's no uh Wetland work involved is there this is surrounded by Wetlands right off of I mean are we getting into them at all with any of this so volo's not involved or okay all right Scott got anything nope Steve no all right so you want two motions here lar one to approve the plans and one to authorize advertising for bid sure yeah I'll move based on the town engineer review and recommendation approve the plans and specifications have a second I'll second second that motions made second and all in favor say I I I all oppos all right and then authorization based on Town engineer review and recommendation authorize advertisement for bids second that would that be immediate then lar uh this goes out right away then yeah we're looking at bringing it back I think it's in here uh June 17th right to the board for um those bids bringing those bids back motion is made in second in favor say I I I opposed all right uh moving on item H the gis authorize step two of the implementation yep thank you Mr chair board members on April 10th um we provided a a letter kind of outlining all the steps for GIS and uh Asset Management to get um our um assets mapped and um um establishing a a GIS database for our public work staff to be able to more quickly uh um access information relating to um items in the field such as manholes hydrants pipes networks and we outlined uh six steps to bring the the system into place and and used for Public Works um on that April 10th meeting you authorize step one for General setup and mapping conversion um that work is is nearing completion and we are looking to move on to step two which is um populating some of the attributes in the G GIS system you want to stop and just explain sure GIS just for the audience yes GIS is a geographic information system and it's a computerized database of uh of in this case our assets that um will allow for field Personnel to use use a tablet to access information about um certain assets such as manholes and hydrants um the current operation is to use institutional memory or maybe have to run back and forth to the office to get get plans and and uh documentation regarding assets and to document basic basically with paper at the moment or in spreadsheets which the township has 12,000 of them so 12,000 very cumbersome assets uh in in the community so this provides a computerized database that can be accessed in the field to get retrieve information which is especially helpful in emergencies um to gather information quickly and respond to um issues issues in the field so again the the kind of the step one was we we did have mapping we we we did have mapping in CAD AutoCAD but that accuracy was uh was was not that was not that accurate so um using what the step one did was to convert that that CAD information um into a GIS um um database which is a is is more accurate um um and so that work has been has been done we are continuing to work with uh staff on creating the the the right attributes for for uh each of the items um that we would would uh inventory so the next step would be to um um enter the specific data such as the year of installation the type of asset it is um the the elevations of the asset as much information as we can from the engineered drawings that have been prepared when the when the initial install was taken place for that for that asset so it's reviewing engineering drawings and putting it as much information into the database as we can um it's also providing a link and linking each manhole or each asset to that engineered drawing so it's providing a link so when you when you click on that asset you can also click on a link to see the engineered drawings from when it was originally construct constructed so tonight we're looking for authorization to begin that step that step two um I should note that um our firm recently hired an engineering intern that uh will be trained properly and utilized for this activity to to keep costs down um I also should note that step three is hardware and software purchase um this Thursday um Township staff as well as um tkda staff will be visiting um a local vendor to review some of the certain Hardware packages that are around to to try to to determine which Hardware we we could use for future steps including the field D Gathering and of data so um just to mention that that on Thursday um Township staff will be kind of doing a demo of of certain types of Hardware to find the right fit for this community so again we are we're looking for some authorization here to begin um um Step two in our our six-step process right questions uh I see a comment here that over the the next two months over the course of two months should be able to complete step two or is that to get it going um that would be to complete step two it's not um it's not a a huge volume of work okay um and in the meantime while we're while we're looking at completing step two we want to also bring a software package to the board or a hardware package to the board for approval so we can um move on then to kind of the field workor um later this summer using again that engineering grad while he's um still around before he goes back to school to to gather as much field information as we can for these assets as that would be a future step that we'd bring to the board for approval obviously some of these steps are overlapping anyway so yeah yeah and I guess then just looking ahead to The Next Step where you said that you're actually looking at the hardware uh annual licenses could vary quite a bit depending on the number annual payment could vary quite a bit depending on the number of licenses have you thought much about how many people would be actually licensed to use this has that been considered much uh From staff's perspective we would have to at least get two I would assume for both Dale and Pete to be us we were thinking two to start with and and we can see where where things go and then ratchet it up from there okay if need be yep but uh Pete and Dale would be our initial users okay St F good it's all part of the larger picture yep data retention picture so this is a big one yeah you know you mentioned the 12,000 individual assets but you didn't kind of mention that it's $180 million with property that's should should really keep inventory on it we should keep 10 on what we got yeah this is this is a vital move forward we're not inventing the new wheel here so the other question I had would eventually when when we go around again in 10 years and we have to submit a new comprehensive plan would this assist when the Met Council comes back and says they want to have all these revisions could you more quickly pull that information together for them yeah we would have the electronic mapping in hand versus going to consultant so yeah that'll be very helpful okay well then maybe they should subsidize us for this SP so we make their job easier I believe they already brought up GIS in their questioning for for this plan so can't wait to send him a bill make sure Ed's name is you all right no more questions looking for a motion I'll make a motion based on Town Engineers review and recommendation authorized tkda to proceed with step two of the gis and Asset Management imple implementation for an amount not to exceed $119,500 with funding from the Capital Equipment fund and I will second that all right motions made second any further discussion hearing none all in favor say I I I I all opposed motion carries all right moving on 8i Improvement 2019-3 update yes thank you again um Mr chair and board members um there's no action with this item we just want to give an update on uh the 2019 Street improvements and really the the schedule and also put one more Public Service Announcement out there regarding some upcoming meetings and so at your last board meeting you approve the preparation of plans and specifications for the the street improvements and those that work is is underway at the moment um but some upcoming meetings that are coming up as soon as even um just after after Labor May 20 28th at 8:30 at otterlake elementary school be I'm sorry 6:30 at otterlake elementary school will be um our neighborhood meeting um regarding the 2019 Street improvements and those areas include the Hobie the Hobie area um Whitebear Parkway um or the Weston Woods area and uh Parkview Drive and Fenway Fenway Court and so we will have a meeting kind of discussing the findings of our feasibility report and prepping people for the public hearing with just real quickly the the the White Bear Parkway goes just because it's a that's a long Parkway so just I'm sorry yes it's just from from Oak Oak me to the east to Otter Lake thank you yes and will there be a mailer going out to has been okay yep last Thursday went out sorry so look for that if you're a resident in that in those areas so May 28th is is the the neighborhood meeting and then the public hearing is on June 4th at 6:30 at again Otter Lake Elementary School and that public hearing is uh um property owner's opportunity to speak to the board regarding the project um looking to bring those plans and specifications back on June 17th and also advertise for bids on June 17th um we haven't set exact date for opening bids but early July and bringing those bids back to the board July 15th and beginning construction kind of the end of July early August for this Mill and overlay project um later in September um work is either wrapping up or underway um determining am to be assessed we'd have another neighborhood meeting just to discuss assessments and then then have an assessment Hearing in October um wrapping up Construction in October as well so wanted to give an update on that we also have uh um or staff has put in on the website um information regarding this project and so on the homepage um if you look at the scrolling um messages you click on the current projects link and it'll bring you to the the current and future projects page and on that page is a a 2019 um Street project that they can click on and get information including a lot of the the background documents including the feasibility report that was prepared um also on that site is a the overall pavement um management booklet that we prepared and um you approved in January so just wanted to give that kind of the public service announcement to um folks uh one last time time before that neighborhood meeting occurs on on May 28th and we've had and we've actually had people contact us about what we've got or if we've got anything on the website so they're paying attention and it's been very handy uh has the cable cast been confirmed for that public hearing so they're available on that June 4th I will look into that if that's a public hearing they need they they're going to need to be there yep so just for my education perhaps what's the difference between a neighborhood meeting and a public hearing neighborh is just basically to sit and informally talk with the engineer the public hearing is going to we're going to be there to answer questions yeah but what I guess what is June 4th that is a Tuesday yeah okay well I'm just getting it then I I'm pretty sure we have to have that publicly uh cast or on it already was okay yeah you NE neighborhood meeting just is one that we may or may not have to you don't we don't necessarily have to attend that that's no actions taken at the neighborhood meeting just we're we're informing the the the property owners about the project we we want to try to answer as many questions at that neighborhood meeting so it doesn't those questions don't bog down the public hearing want to educate people so they can bring an informed perspective to the public hearing for the board's purpose we if we have probably decide by Friday if who's going to attend if we call a special meeting if we public hearing the neighborhood meeting yeah we we already yeah we already called for both yeah did we oh yeah I could remember oh yeah I think Scott read it officient man he gets the stuff done all right bad Mark for me there was too many things to listen to all right that it lar yes thank you thanks okay moving on under General business uh 8j we got the administrative and Public Works building Landscaping yeah Mr chair and and just for future reference I guess I don't know what the procedure has been in the past and whether I should have even submitted the language for your approval or if in the future you just want us to take this language and go out to bid with it but just to be safe I do have the language here for the work that we'd like to have done in terms of Landscaping on the administrative offices for the township um we do have money set aside uh through Tom's budget or the Township's budget in our Capital Improvement program uh and I'm looking for a blessing for this language to go forward with an RFP you're specifically asking about the document on page 86 is that that's the language you're talking about yes okay yes RFP is what for proposal request for proposal request request for proposal yep all these acronyms I just have a question on your little um scope of work here yeah it says remove and dispose of all landscape rock we're just going to trash all that or is there a way of saving that on the pavement Management program fill it up but it seems like that's that's some pretty decent Rock sitting out there can we use it somewhere else I mean to see it we are going to get suggestions or recommendations from whomever the firm is that ends up being awarded the contract what we should do with the the rock or if we should just keep it we we're not sure yet okay cuz I I mean even even around the Public Works building I mean that's that's the that's expensive stuff we're going to be just DP The Rock stuff there has value the green well that I'm sure the retaining The Greenery not so much the retaining wall you're not going to be able to save yeah so we're going to pull a lot of the stuff that's dead or dying um and evaluate what we want to do with the rocks or just keep them we're not sure yet or open and put them back down Oh I thought you were just going to replace with something else no we don't know yet okay yeah we don't know yet all right anything else on this no all right so you want a formal motion on uh this moving on with this proposal please do so sir well I'll be the Green Thumb based on staff review and recommendation approve the RFP request for proposal and authorized staff to solicit proposals for landscaping renovation of both the administration and Public Work sites I'll second I'll second that motions made in second and all in favor say I I I opposed thank you all right uh that's still something this year too correct yeah okay wow new carpeting new paint security Landscaping yeah hot tub pool oh that's strike all right item K under General business uh solicitors license request uh yes Mr chair did you want or this is just being submitted to the board's review uh to approve or disapprove of um this company soliciting Within in uh the township uh their actual license would go into effect as soon as you have approved it for 30 days I'm sorry oh okay so it'd be 30 days from when we approve it this is window concepts of Minnesota no they didn't they weren't licensed with us last year were they uh no they they were licensed within the city of Whitebear Lake um Patty did some background check on them through the through the city and found that there were no issues about them operating within wiper Lake and they are aware of our policy of badging and times and all that right yes yeah now there is a concern on who would be driving because there is a uh some how can I how do I say this uh after some additional background checks there's concern there's some driving issues with citations on some of these folks so I don't know if they will submit to who's driving and what they're driving I know they have on their deal here what their vehicles are I I know we've ran into this before where only one person was driving the van they would drop people off and they would come back to the van so I think that's something that has to be clarified with them I don't see that as a problem from stopping tonight's action but it needs to be at least verified on the license application who is in charge and whose uh whose Motor Vehicles are being used what Chad do you want to answer that or would you like me to no I think it's a it's a good question I it's a good U good idea we should just condition uh well I wouldn't condition so much just request that they provide uh provide the name of who is going to be driving the vehicles we would the town have designated drivers and vehicle descriptions yes so we would have the right to approve that yes uh designate the authority to the township yes to town staff and obviously it's only concerned because some of the driving records on these are are the most Stellar so we want to make sure that who's ever operating in the township is more than qualified so yes right any other discussion no NOP all right that's something that can be handled at at staff sure yes it could Absol once they give us some names all right so I'd be looking for a motion for the solicitor's license approval have to approve I'll authorize I'll make a motion auth to authorize the issuance of a solicitor's license to Windows concepts of Minnesota Inc 291 Eva Street Minnesota Eva Street Minnesota I don't know if that's such a street know that they must have an address a city have it anybody know St Paul okay so I'll change that so it says the authorized issuance of a solicitor's licens to Windows concept of Minnesota Inc 291 Eva Street St Paul Minnesota subject to the following individuals and subject to uh and subject to staff review of Designated Drivers and vehicles so noted the drive the individuals are Richard Brink krie husnik William Peta Junior and brandle juwel and only during the hours of as listed on the uh material from Monday to Thursday 11:30 a.m. to 8:00 p.m. Saturdays 9:00 a.m. to 2:30 :0 p.m. and no Sunday solicitation and no solicitation shall be allowed on property displaying a sign stating no peders solicitors or Transit mer Transit merchants or a comparable statement I will second that motion's made in second and all in favor say I I I I all opposed that motion carries thanks folks all right we have no added agenda items uh we have some open time students want to get up the podium and no okay you'd be the only ones that did yep of them do first other students have said the same thing no just one thing I would like to mention though our thoughts and prayers go out the Chad lemon's family they he lost his father last week so hang in there I know it'll it'll pass but lot of memories that's true all right item number 11 receipt of agenda material supplements so moved second all in favor say I I I opposed and motion to adjourn so move second Scott finally stepped up I was all in favor say I I we are adjourned at 819 bring your papers up