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Home My WebLink AboutCouncil Information Memorandum 06-24-2011CITY OF PLYMOUTH rp) COUNCIL INFO MEMO June 24, 2011 UPCOMING MEETINGS AND EVENTS Special PACT Meeting Notice 07/13/11.............................................................................................. Page 1 Special PACT Agenda 07/13/11........................................................................................................... Page 2 June, July, August 2011 Official City Meeting Calendars.................................................................. Page 3 Tentative List of Agenda Items for Future City Council Meetings ..................................................... Page 6 INFORMATION News Articles, Releases, Publications, Etc ... Letter from MN Dept of Labor & Industry, RE: Potential Disruption in State Operations ............... Page 8 Ehlers Market Commentary, 06/21/11................................................................................................ Page 9 MEETING MINUTES HRAMinutes 04/28/11..................................................................................................................... Page 11 PRACMinutes 05/12/11.................................................................................................................... Page 16 STAFF REPORTS HCACF Population Report, 06/24/11................................................................................................ Page 22 CORRESPONDENCE Letter RE: Minnesota Pollution Control Agency Public Notice of Availability of the Draft Shingle Creek and Bass Creek Biota and Dissolved Oxygen TMDL Report and Request for Comment .......... Page 23 Letter to Resident, RE: Request by Oppidan, Inc. (2011014) Crossroads Commons PUD .............. Page 27 Letter to Resident, RE: Rezoning and PUD plan for Summit Dance Shoppe (2011033) ................. Page 28 Letter to Resident, RE: Plymouth Dog Park Improvements (2011040) ............................................ Page 29 Letter to Resident, RE: Rezoning and PUD for Cornerstone Auto Resource (2011037) ................... Page 30 Letter to Resident, RE: Project Meeting #2, Conor Meadows Erosion Repair Project 11019........... Page 32 Letter from MPCA, RE: Petroleum Tank Release Site File Closure LEAK00018194 ...................... Page 34 Letter to US Dept. of HUD, RE: Response to On -Site Monitoring of Community Development Block Grant (CDBG) Program Letter — Plymouth, MN......................................................................... Page 36 June 24, 2011 I hereby declare that a special meeting of the Plymouth Advisory Committee on Transit (PACT) will be held on Wednesday, July 13, 2011 at 7:00 p.m., in the Medicine Lake Conference Room, City Hall. The agenda is discussion of contingency plans for Plymouth Metrolink in the event of a State shutdown. Jeff Wosje, PACT Chair ` Page 1 PLYMOUTH ADVISORY COMMITTEE ON TRANSIT AGENDA Special Meeting Monday, July 13, 2011, 7:00 p.m. Medicine Lake Room, City Hall 1. Approve agenda 2. Discuss contingency plans for Plymouth Metrolink in the event of a State shutdown that would affect transit 3. Adjourn Plymouth Advisory Committee on Transit, 05-25-11 Agenda Page 111 Page 2 City of Plymouth Adding Quality to Life June 2011 Modified on 06124111 Page 3 1 2 3 4 7:00 PM PLANNING COMMISSION MEETING Council Chambers 5 6 7 8 9 10 11 7:00 PM 7:00 PM ENVIRONMENTAL PARK & REC QUALITY ADVISORY COMMITTEE COMMISSION (EQC) MEETING (PRAC) MEETING Council Chambers Plymouth Creek Center 12 13 14 15 7:00 PM 16 17 18 5:30 PM SPECIAL COUNCIL PLANNING MEETING' COMMISSION Medicine Lake Room MEETING Council Chambers 7:00 PM REGULAR COUNCIL MEETING Council Chambers 19 20 21 22 23 24 2 5 7:00 PM 8:00 AM 7:00 PM HRA MEETING MUSIC IN SPECIAL PACT Parkers Lake Room PLYMOUTH MEETING 5K RUN Medicine Lake Room Hilde Performance Metrolink Condgency Center Plans 26 27 28 6:00 PM 29 30 SPECIAL COUNCIL 5:00 PM MEETING MUSIC IN Discuss Vacant Prop- PLYMOUTH erty in City Center Hilde Performance Medicine Lake Room Center 7:00 PM REGULAR COUNCIL' MEETING Review Budge, Council Expectations and Up ate with City Manager Council Chambers Modified on 06124111 Page 3 City rp) Plymoutho Adding Quality t0 Life July 2011 Modified on 06/24/11 CHANGES ARE NOTED IN RED Page 4 1 2 3 4 5 6 7:00 PM 7 8 9 PLANNING COMMISSION INDEPENDENCE INDEPENDENCE DAY MEETING DAY OBSERVED Council Chambers CITY OFFICES CLOSED 10 11 12 7:00 PM 13 7:00 PM 14 15 16 REGULAR SPECIAL COUNCIL MEETING PACT MEETING Council Chambers Medicine Lake Room Metrolink Contigency Plans 7:00 PM ENVIRONMENTAL QUALITY COMMITTEE (EQC) MEETING Council Chambers 17 18 19 20 7:00 PM 21 22 23 PLANNING 7:00 PM COMMISSION HRA MEETING MEETING Parkers Lake Room Council Chambers 25 26 5:00 PM 27 7:00 PM 28 29 30 SPECIAL COUNCIL PLYMOUTH MEETING ADVISORY Budget Study Session COMMITTEE ON /31 Medicine Lake Room TRANSIT (PACT) MEETING 7:00 PM Medicine Lake Room REGULAR COUNCIL. MEETING Council Chambers Modified on 06/24/11 CHANGES ARE NOTED IN RED Page 4 City of Plymouth Adding Quality to Life August 2011 ModI ffed on 061241 It Page 5 Z:30-5:00 PM 1 2 3 4 5 6 NIGHT TO UNITE 7:00 PM 7:00 PM KICKOFF PLANNING HUMAN RIGHTS Plymouth Creek Center COMMISSION COMMITTEE 6:00 PM MEETING MEETING SPECIAL COUNCIL Council Chambers Medicine Lake Room MEETING 2012-2016 CIP Medicine Lake Room 6:30-4:30 PM NIGHT TO UNITE 7 8 9 6:00 PM 10 7:00 PM 11 12 13 SPECIAL COUNCIL ENVIRONMENTAL MEETING' QUALITY Medicine Lake Roam COMMITTEE 7:00 PM (EQC) MEETING REGULAR COUNCIL Council Chambers MEETING Council Chambers 14 15 16 17 18 19 20 6:00 PM 7:00 PM SPECIAL COUNCIL PLANNING MEETING COMMISSION Budget Study Session MEETING Medicine Lake Room Council Chambers 21 22 23 24 25 26 27 7:00 PM 7:00 P M REGULAR COUNCIL HRA MEETING MEETING Parkers Lake Room Council Chambers 28 29 30 31 'Joint meeting with PACT to discuss operations ModI ffed on 061241 It Page 5 Tentative Schedule for City Council Agenda Items July 12, Regular, 7:00 p.m., Council Chambers • Approve bid for the Council Chambers renovation project • Receive Administrative Service Department's Annual Report • Approve submission of a Metropolitan Council Livable Communities Demonstration Account application on behalf of Quest Development • Recognition of the Plymouth Fire Department Extrication Team July 26, Special, 5:00 p.m., Medicine Lake Room • Discuss 201212013 Budget • Set Future Study Sessions July 26, Regular, 7:00 p.m., Council Chambers • Announce "Night to Unite" on August 2 • Project hearing for Edge and Mill Overlay Project (11012) August 2, Special, 6:00 p.m., Medicine Lake Room • Discuss 2012-2016 Capital improvement Program • Set Future Study Sessions August 9, Special, 6:00 p.m., Medicine Lake Room • Joint meeting with Plymouth Advisory Committee on Transit to discuss operations • Set Future Study Sessions August 9, Regular, 7:00 p.m., Council Chambers August 16, Special, 6:00 p.m., Medicine Lake Room • Discuss 201212013 Budget • Set Future Study Sessions August 23, Regular, 7:00 p.m., Council Chambers September 6, Special, 6:00 p.m., Medicine Lake Room • Discuss 2011,21013 Budget (if rneeded) • Set Future Study Sessions September 13, Regular, 7:00 p.m., Council Chambers • Approve 2012/2013 proposed budgets, preliminary tax levies and budget hearing date September 27, Regular, 7:00 p.m., Medicine Lake Room October 11, Regular, 7:00 p.m., Medicine Lake Room October 25, Regular, 7:00 p.m., Medicine Lake Room November 8, Regular, 7:00 p.m., Council Chambers ,?Vote: Special Meeting topics have been set by Council: all other topics are tentative. Page 6 November 22, Regular, 7:00 p.m., Council Chambers December 13, Regular, 7:00 p.m., Council Chambers • .Adopt the 2012 Budgets and Tax Levies and 2012-2016 Capital Improvement Program Page 7 443 Lafayette Road N.MINNE OTA DEPARTMENT OF (651) 284-5005 St. Paul, Minnesota 55155 r r 1-800-DIAL-DLI www.dii.mn.gov 1 TTY: (651) 297-4198 tAmkk June 17, 2011 To: Stakeholders, Customers and Other Users of Department of Labor and Industry Services Re: Potential Disruption in State Operations We are writing because you or your organization is regulated in some manner by the Minnesota Department of Labor and Industry ("DLI") or you are a user of one or more of the services offered by DLI. As you may know, the Minnesota State Legislature adjourned May 23, 2011 without reaching an agreement with the executive branch to appropriate money to fund the operations of state government for the fiscal year that begins July 1, 2011. DLI operates on a biennial budget. Funds are appropriated by the Minnesota Legislature every two years, with each fiscal year beginning on July 1 and ending on June 30 of the following calendar year. Our current biennial budget is due to end after June 30, 2011. In the absence of legislation specifically appropriating funds for the continuing operations of DLI for the next biennium, we will have no or very limited authority to continue agency operations. In this event, only those limited services that are deemed to be "critical" by a court will continue. Because we do not know whether the biennial budget process will conclude in time to avoid a disruption to our operations nor do we know which, if any, services provided by DLI will continue in such an event, we must advise you that in the absence of legislatively authorized appropriations as of July 1, 2011, we anticipate that virtually all of DLI's operations will cease. These include, but are not limited to, the issuance of licenses, permits, and building plan approvals; vocational rehabilitation services; workers' compensation dispute resolution and mediation services; OSHA consultations; the administration of exams required for licensure; the approval of apprenticeship agreements; and electrical and other inspection services not related to incidents of imminent danger or catastrophic situations. For questions about a potential disruption of DLI services, please e-mail us at dli.communications@state.mn.us prior to July 1, 2011; emails received on or after July 1 will not be responded to until DLI resumes operations. We also suggest that you monitor state web sites, bulletins and media outlets for updates and further information regarding any disruption in state government services. Sincerely, d�w�� essica Looman Assistant Commissioner This information can be provided to you in alternative formats (Braille, large print or audio). An Equal Opportunity Employer C2 Page 8 Ehlers Market u Top Reason to Argue for Relative Calm Municipal interest rates have remained relatively calm during the past two weeks. Last Friday, the 10 year "AAA" MMD benchmark yield stayed at 2.63%, while the 30 year yield stood near 4.23% (the lowest since November 12, 2010). During this same time frame, 10 year Treasuries increased slightly about a week ago, but stayed at 2.93% (June 18), approximately the same as two weeks ago (June 6 hwhen it was 2.99%). Top Reason to Argue for Market Uncertainty While there is currently relative calm in the municipal bond market, the following four factors could shake this up: 1. Supply Increases 2011 has been defined, one could argue, by low new -issue volume of municipal bonds. This week, however, issuance is expected to top $5.2B. While still on the lower end of historic levels, it does mark the first time this year there has been three consecutive weeks of volume exceeding $5B. Many market participants believe that current rates are being held artificially low due to low volume. Should volume continue to increase, the laws of supply and demand could raise municipal rates. 2. Debt Ceiling The Federal Government continues to wrestle with - and approach - the debt ceiling. Treasury has re -affirmed it will hit the debt ceiling August 2nd and run out of options for paying all its obligations. Moody's and S&P have taken negative credit action on the United States. While both rating agencies believe it's a small (but growing) risk of short- lived default, such a scenario would be unprecedented and have unknown, but likely disruptive, implications. 3. Tax -Exemption Status The tax-exempt status of municipal bonds is re -visited periodically. However, there is anecdotal concern that this discussion is rising in importance at the Federal level. While this would help increase revenues for the Federal government, it would increase borrowing costs at the state and local level, potentially making borderline projects unfeasible. While this seems like a monumental change in policy, it's worth noting that the Senate just voted to repeal $6B in tax credits for ethanol production — a three decades long policy that has had strong political support for a variety of reasons. EHLERS LEADERS IN PUBLIC FINANCE vvww.ehiers-inc.com Offices in Minnesota: (800) 552-1171 Wisconsin: (800) 717-9742 Illinois: (800) 417-1119 Page 9 Ehlers Market Commentary June 21, , . If your community benefits from the tax-exempt status of municipal debt, contact your representatives and advise them of the negative impact it would have on your community and residents. 4. State Revenues For some time, local governments have been bracing for the waterfall impact of weak state revenues and budget deficits. Specifically, local governments have been bracing for — or reacting to — reductions in local aid. However, in the lst quarter of 2011, many States experienced revenue increases for the first time since the recession started. The question is: what does this mean for State financial decisions, and for local governments? While 2011 first quarter revenues have come back, they are still 9% shy of pre -recession levelsl, and uncertainty remains in the national economy. Additionally, it is unclear how potential future revenue growth would be spent. Would it cover budget gaps, replenish expenditures or be rebated to taxpayers? All this creates a lack of clarity for communities who may be somewhat dependent on these answers. Top Reason for Confidence in these Lingering Uncertain Times While all this uncertainty remains, communities like yours have a common strength: the ability to pro -actively plan for uncertain outcomes. Develop contingency plans, collaborate with other communities to exchange ideas or work together, discuss ideas with your financial advisor, and engage the community through the process. Each of these actions can position your community to maintain relative stability despite the uncertain world. Center on Budget and Policy Priorities EHLERS LEADERS IN PUBLIC FINANCE PLOT Irk MIM 21 .. Page 10 Page 2 APPROVED MINUTES PLYMOUTH HOUSING AND REDEVELOPMENT AUTHORITY April 28, 2011 PRESENT: Chairman Jeff Kulaszewicz, Commissioners Paul Caryotakis, Bob Stein and David Miller ABSENT: Commissioner Jim Willis STAFF PRESENT: Housing Program Manager Jim Barnes, Support Services Manager Denise Whalen and Office Support Representative Janice Bergstrom 1. CALL TO ORDER Chairman Kulaszewicz called the Plymouth Housing and Redevelopment Authority meeting to order at 7:00 P.M. 2. CONSENT AGENDA Housing Manager Barnes distributed a shortened version of the financials for Plymouth Towne Square and Vicksburg Crossing for the first three months of the year. A. Approve HRA Meeting Minutes from March 24, 2011. B. Plymouth Towne Square. Accept March 2011 housing report. C. Vicksburg Crossing. Accept March 2011 housing report. MOTION by Commissioner Caryotakis, seconded by Commissioner Miller, to approve the consent agenda. Vote. 4 Ayes. MOTION approved unanimously. 3. NEW BUSINESS A. Vicksburg Crossing March 2011 Marketing Report. Housing Manager Barnes reported that all affordable units at Vicksburg Crossing are occupied. He said traffic is picking up and there were 34 calls resulting in 8 appointments. Housing Manager Barnes said the open house on April 12 was a huge success. He added continuing the open house into the evening proves to be more productive than on a weekend. Housing Manager Barnes said it is unknown if people on the sidelines are still trying to sell their homes and are waiting for equity to be realized. Housing Manager Barnes said the maintenance items noted for Plymouth Towne Square are the result of an aging building. Chairman Kulaszewicz asked if advertising continues with the Lakeshore Weekly News and Sun Sailor. Page 11 Approved Plymouth Housing and Redevelopment Authority April 28, 2011 Page 2 Housing Manager Barnes answered affirmatively. He said Manager Sarah Paquette communicates with senior centers and looks for opportunities to sponsor an event at senior centers in neighboring communities. Housing Manager Barnes said for $250, or half the cost of advertising, we would get our name as the sponsor of the event. Chairman Kulaszewicz asked if advertising money would be better spent on events rather than ads in the paper. Housing Manager Barnes said he would discuss options with Grace Management Representative Bodigheimer. Commissioner Miller asked if Facebook advertising would be more cost effective. Housing Manager Barnes said that medium has not been looked at. Commissioner Miller said adult children would see ads on Facebook but may not look at the Lakeshore or Sun Sailor. He said on Facebook some click -on ads are free, and then information could be shared with parents. Housing Manager Barnes said he would look into the Facebook option. B. Sand Companies Support Services Manager Whalen gave an overview of the staff report to award seven (7) project -based units for the Westview Estates development and authorize execution of HUD - 5253 1-A — Agreement to Enter Into Housing Assistance Payments Contract for new construction. Support Services Manager Whalen introduced Neil Fortier and Nikki Sand, representing Sand Companies Chairman Kulaszewicz asked about the funding source for project -based and tenant -based vouchers. Support Services Manager Whalen said the City of Plymouth HRA receives federal funding from Housing and Urban Development (HUD) for 210 vouchers. She said we can choose to take seven of those vouchers and put in Westview Estates as project -based vouchers for a term of at least ten years. Chairman Kulaszewicz asked if we would still get the funding if we did not have those seven vouchers. Page 12 Approved Plymouth Housing and Redevelopment Authority April 28, 2011 Page 3 Support Services Manager Whalen said we would still retain those seven vouchers, but they would be tenant -based. She explained that we are using 210 vouchers currently, and when we know this project is nearing completion of construction we would begin to hold vouchers as they become available in order to have seven available. Support Services Manager Whalen added that there are on average 14 voucher turnovers per year. She said two recent turnovers occurred because the tenants purchased homes; other vouchers become available due to death of an elderly tenant. Support Services Manager Whalen said the seven vouchers are used whether tenant - based or project -based. Chairman Kulaszewicz asked if the number of vouchers would change from 210 after a census or what would affect a change in this number. Support Services Manager Whalen said the Plymouth HRA started with 87 certificates. Periodically HUD puts out a request for proposal for funding of new vouchers. She said the last time we applied was 8 or 9 years ago and received 15 mainstream vouchers for handicapped and elderly. Chairman Kulaszewicz said one of our mandates is to have more affordable housing and one of the ways to get affordable housing is to get more vouchers. Housing Manager Barnes clarified that it gives a rent subsidy but does not give us points to create a new affordable unit. He said we have not been applying when the request for funding of new vouchers comes out because we don't compete well under the new criteria ranking. Housing Manager Barnes said with the proposed project we are getting 67 affordable units toward our overall goal, and seven are getting additional assistance with project -based vouchers. Chairman Kulaszewicz asked Mr. Fortier if the seven vouchers are affordable anyway, do these seven make this project work. Mr. Fortier answered affirmatively, and said in order for this project to get selected there were points awarded because the City of Plymouth stated they would provide seven project -based units, and then Sand Companies committed for 10 years. Mr. Fortier stated their application would not have been selected without the project -based vouchers. Commissioner Stein asked how a tenant finds a rental unit when project -based. Support Services Manager Whalen said letters would go to persons already on the Section 8 waiting list informing them this project is opening up. They would apply directly at the building. Once accepted and approved we provide assistance based on income just like a tenant -based voucher. They only get assistance as long as they live in that unit. If they move out, we move someone else in from our waiting list. Support Services Manager Whalen added that if other tenant -based vouchers become available we can offer it to someone on a project -based voucher because we are supposed to at some time give them a tenant -based voucher. She said many prefer to keep their project -based voucher as they don't want to move elsewhere. Page 13 Approved Plymouth Housing and Redevelopment Authority April 28, 2011 Page 4 Commissioner Stein asked if people turn you down because they do not want to live at that building. Support Services Manager Whalen said some decline because they want a tenant -based voucher only. Commissioner Stein asked Mr. Fortier if they have to meet Sand Companies' criteria when they move in. Mr. Fortier answered yes, and said they have to continue to meet our criteria. He said in the cases where a tenant is evicted, they lose their assistance at their building and in the state of Minnesota when there is a violation of lease. Chairman Kulaszewicz asked how frequently someone leaves a project -based voucher for a tenant -based voucher. Support Services Manager Whalen said there were three recent tenant -based vouchers which were issued to tenants who had communicated to us they preferred a tenant -based voucher. Commissioner Stein said the HRA will be losing some CDBG funding; he asked about funding for the Section 8 program. Support Services Manager Whalen said we are 100% funded for housing assistance payments this year. She said a portion of the administrative fees were cut. Chairman Kulaszewicz asked if funds would come from some of our services, such as Tree House. Housing Manager Barnes said those funds could not be used. He said that CDBG will be cut 16.2%, resulting in the funding the HRA board approved in February will be lower. Commissioner Stein asked if funding was decreased for Section 8 housing, would you keep the same number of vouchers but there would be less subsidy. Support Services Manager Whalen stated the housing assistance payments are still 100% and we may have to use the operating reserve for administrative fees. Support Services Manager Whalen said there is $650,000 in the operating reserve which is adequate for 2011, but we do not know what will happen next year. Support Services Manager Whalen said if funding is cut options range from lowering payment standards to tightening the subsidy standards; the last thing we would do is cut anybody from the program. Commissioner Caryotakis asked when the project is scheduled to start. Page 14 Approved Plymouth Housing and Redevelopment Authority April 28, 2011 Page 5 Mr. Fortier said they have to start by June 3th 0. Housing Manager Barnes clarified there are competing interests from the funding sources. The TIF district requires construction begin by July 1. Housing Manager Barnes said other funding sources want everything approved before construction can start. He said Sand Companies will be moving dirt to meet the Jobs Bill requirement, while we are finalizing details with the funding partners. Housing Manager Barnes said hopefully there will not be any work stoppages. Mr. Fortier said they are getting a "bridge loan" which will help with flexibility and timing to keep them on track. Chairman Kulaszewicz said it is exciting to have some development going on and good for the construction industry. Mr. Fortier said they are excited and this will be an absolutely gorgeous building. He said they are excited to get moving forward and thanked the HRA for the seven project -based units and the $600,000 in assistance. Mr. Fortier said without that, this application would not have been accepted. MOTION by Commissioner Miller, seconded by Commissioner Caryotakis, to award seven (7) project -based units for the Westview Estates development and authorize execution of HUD - 52531 -A — Agreement to Enter Into Housing Assistance Payments Contract for new construction. Vote. 4 Ayes. MOTION approved unanimously. El �kll 1211110U010 I MOTION by Commissioner Caryotakis, seconded by Commissioner Miller to adjourn the meeting at 7:31p.m. Page 15 MINUTES OF THE PARKS AND RECREATION ADVISORY COMMISSION MEETING May 12, 2011 PRESENT: Commissioners: G. Anderson, N. Carroll, M. Riley, A. Vanderwall, J. Vecere, K. Wyse Staff: E. Blank, D. Evans, D. Sankey Planning Commission Liaison: D. Kobusson ABSENT: J. Zwack 1. CALL TO ORDER Chair Carroll called the meeting to order at 7:05 p.m. 2. APPROVAL OF MINUTES MOTION was made by Commissioner Anderson and seconded by Commissioner Vanderwall to approve the February minutes. Vote: 5 Ayes. Motion carried. Note: Commissioner Riley arrived after the vote. 3. OPEN FORUM 4. STAFF UPDATE: a. Staff Presentation: Jackie Maas. Volunteer Coordinator Jackie Maas presented the Volunteer Program Annual Report. She said that 2010 was a fantastic year. We had 1,400 volunteers donating 27,000 hours, the equivalent of approximately 13 full time employees. The majority of time was in Parks & Recreation, which was an integral part in the success of our department. It shows pride and ownership of our neighborhoods. We had 714 volunteers give 15,000 hours, for an equivalent of $320,000 in Parks & Recreation alone. We updated our database last year to a program called Volgistics. The upgrade was led by a volunteer, Jean Anderson, who lives in St. Paul. She is experienced in Volgistics. She contributed 232 hours on the upgrade. Another 40 hours were put in by two other volunteers. It is a huge leap forward technologically for us. Chair Carroll asked if the teen volunteers are YES students. Maas said some of them are, but not all. Also, not all volunteers live in Plymouth. In fact, residents of 28 different communities have served as volunteers. b. Staff Presentation: Travis Karlen, Recreation Supervisor, "Arts" Page 16 PRAC Minutes/May 12, 2011 Page 2 Travis Karlen explained that his primary focus is arts programming, including dance, music lessons, playgrounds, Friday activities, art classes, and the Entertainment in the Park series. He is the liaison for the Arts Council, which recently rebranded to PAC, Plymouth Arts Council. PAC's signature event is Primavera. We had 70 adult and 50 students display their art this year. Participation was down a little bit this year, perhaps because the Hopkins Art Fair coincided with ours. We recently held the 5th annual public art banner competition. We had 21 individuals enter, and PAC decided to make banners from the top three in each category plus honorable mentions. We will have 26 new banners for exhibiting on the streets. We have a great response to our sponsorship program — $20,000 has been donated for programs. We couldn't do these programs without it. Superintendent Evans mentioned that in the past, we never received more sponsorships than about $5,000. Prairie Fire Theater had 70 participants last year and we turned away 30. This year, we are offering two plays, Beauty and the Beast and Aladdin. There are only a few openings left. We are offering the Mad Hatters Tea Party, a preschool program for parents and children with an Alice in Wonderland theme. Chair Carroll commented on how impressed he is with Travis' programs. c. Receive 2010 Annual Report and Work Plan Superintendent Evans discussed the Annual Report, which was handed out to the commissioners. She said this is the version approved by PRAC at their February meeting. d. Bassett Creek Regional Trail Superintendent Evans said we would turn over the 36th Ave trail to Three Rivers to manage and bring to their standards. They want to incorporate it into their overall trail plan. The trail also goes through New Hope, Golden Valley, Crystal. Commissioner Anderson noticed that there was a June 14 open house for the project. Evans said Three Rivers will have public meetings for the people in the neighborhoods. e. Gold Medal Award Superintendent Evans reported that we applied for this award in 2003 and 2004 and were named a finalist both times but not picked. We are again a finalist and have great hopes for this year. It will be awarded at the National Conference. We must produce a video to supply to the committee, and Northwest Television is working with us to get this done. Chair Carroll noticed that none of the past winners has been a #1 city.. Evans said this is certainly a plus for us, and only one other finalist has accreditation. Carroll noticed that the winners seem to all be Midwest cities. Evans said that Illinois has park districts and taxing authority so they can do big projects. The National Conference is November 1-3 in Atlanta. f. CIP Project Updates Page 17 PRAC Minutes/May 12, 2011 Page 3 1) Playfield Lighting Superintendent Evans explained that playfield light projects were in the CIP as individual projects starting next year, updating one park at a time over nine years. If we had done it by that process, we probably would have depleted the Park Reserve Fund. Staff was creative and packaged it into one big project in 2011, and the savings was great. The plan is to use the Community Improvement Fund to make a loan to the Park Replacement Fund, with payback over ten years. Council gave approval. The project has slowed down a bit because of weather. Commissioner Anderson asked if the contractor is picking the order of the projects. Evans said we picked the order and chose Zachary and Elm Creek to be first. We recently met with the associations to give them an update on the projects. Chair Carroll asked about the new lights. Evans said the lights are designed to keep the light from seeping into the neighborhoods as much as the current lights. This is a huge benefit for the community. There will be energy savings from the new lights. Also, the lights can be turned on by staff from home by computer. Commissioner Vecere asked about the timing on the Zachary project. Evans explained that because of new fields being lit, we must go to Planning for a conditional use permit. The fields will be completed one at a time to be as non -intrusive as possible. Commissioner Vanderwall mentioned he doesn't really like turf fields. Evans said we need to provide some because of groups wanting to use the fields so early in the season. 2) Hilde Performance Center Superintendent Evans reported that we are having a problem with the ground being wet at the Hilde. We are trying to get things done where we can. We have a section of trail to do, plantings, electrical, and the fountain. It is going to be tough to get it done by Music in Plymouth. The Civic League asked Council to approve the installation of an endowment monument on the site. The intention of the endowment is to provide money to keep Music in Plymouth going into the future. Al Hilde provided $200,000 seed money for the endowment. Zachary Skating Rink Superintendent Evans said this was in the CIP, and the whole package came in under the $240,000 budget. The project will look very similar to the Plymouth Creek site. Planning Commissioner Kobussson asked how the Plymouth Creek site worked out. Evans said they poured the concrete so late in the year that the cement didn't cure adequately before ice season. The concrete would heat up and melt the ice. The ice got better later in the season. We want to get the concrete poured earlier this time around. 5. NEW BUSINESS Page 18 PRAC Minutes/May 12, 2011 Page 4 a. Potential Trail Protects Superintendent Evans explained that over the years, we have been putting in trail projects based on neighborhood requests or safety issues. We want to start filling in the gaps. It is always harder to put trails in people's back yards. We will probably do an open house for whatever trail PRAC selects. The Medina Road trail goes from the Greenwood Park entrance to Yellowstone Lane. It provides access to a school. The Carlson Parkway trail is off 494 and Xenium Lane. There is a lot of use by people walking on a dirt trail there. Planning Commissioner Kobusson asked on which side of the road the trail would be located. Superintendent Evans said the south side. Chair Carroll asked if there have been any requests or opposition. Evans responded that there have been no requests, and since we haven't publicized, there is no opposition at this time. The Old Rockford Road Trail is from Vicksburg Lane to Dunkirk Lane. This one is difficult to pave, and the estimate is over $300,000. It would affect a lot of people's front yards and back yards. Chair Carroll asked if we have a sense of how much the Carlson Parkway trail would cost. Evans said that we think it will be within our budget of $130,000. He asked if the department has a preference. Evans replied that we don't, but Medina trail has been in the queue longer. Commissioner Riley said she thought the Medina trail was more interesting. Commissioner Anderson asked if Old Rockford Road is up for any improvement. Evans said we could check on this. Anderson said it would be wise to wait on that trail until after any road project. Evans pointed out that there is a section of trail planned along County Road 24, but the County has said that road will be improved in the future, so we are waiting on our project Evans asked if the commissioners had a preference among these projects. They agreed that the Medina Road trail looked like the best choice. Evans said we could invite the neighborhood to our next meeting to get feedback. Carroll said he was also interested in the Carlson Parkway trail because it was close to a school. Evans said we could invite that neighborhood also. MOTION was made by Commissioner Riley to ask staff to do more development of information on the Medina Road and Carlson Parkway trails and invite neighborhoods to come to a meeting to give feed back. Commissioner Anderson seconded. Vote: 6 Ayes. Motion approved. Commissioner Anderson asked about a trail along Vicksburg Lane and Rockford Rd. Superintendent Evans said that area belongs to Comcast, and typically, the Page 19 PRAC Minutes/May 12, 2011 Page 5 landowner is responsible for building a sidewalk. Chair Carroll also pointed out a stretch of road along Co 6 west of 101 as a possibility. b. Skate Park Superintendent Evans reported that staff and City Council are interested in moving the location of the Skate Park to Plymouth Creek Park. This is the center of Plymouth. Director Blank has always felt that when we have only one of something, it should be in the central park - Plymouth Creek. The A location on the map is the old hockey rink. The B location is the old archery range. Council likes the A location. It is more visible and easier to patrol. Commissioner Vanderwall said he agreed - the archery range is too isolated. Evans said that the Hilde Center is being used by the skateboarders extensively right now. Chair Carroll asked if skateboarding is an activity that will continue into the future. Evans said she used to wonder about this, too, but the demand is still really high. Commissioner Anderson asked if roller bladers could use the skate park too. Evans said she anticipates roller bladers and perhaps bikers could use it. Commissioner Wyse said in his former city, they built a skateboard park. The police officers would park nearby to write their reports to be visible and foster a good relationship with the kids. Commissioner Riley asked if we would shut down the current site. Evans said yes, although we may move some of the pieces to other parks. Most of the equipment is in pretty bad shape, however. c. Plymouth Dog Park Superintendent Evans stated that we have hired a designer for the Dog Park parking lot. We are not sure yet if the entrance will be adjusted or not. It might be aligned with the driveway across the street. The County may require us to add a third lane to the road for the entrance if we move it, so we won't move the entrance if this is the case. 6. COMMISSIONER/STAFF UPDATES a. Director Eric Blank spoke on the transition taking place in the department upon his retirement. We have had several other staff members also leaving this past year. The transition has been well planned out. We have top-notch employees, and they will handle it well. The Commission is an integral part of the department's success. Commissioners have been committed to making the City of Plymouth a good place to live. A meeting was held this week with the Council to discuss the future of the Parks system. We looked back to 1980 and gave a walkthrough of the history of the department. Superintendent Evans put together a powerpoint presentation on what is in our future. Neighborhood parks, trails, a playfield, and our largest project, the Northwest Greenway are still coming up. Nobody else has done anything quite like the Northwest Greenway. It is nature -oriented through the entire 7'/2 miles. A lot of work is ahead - many key decisions need to be made. Blank is really pleased that we have more money now than we have ever had because we have managed it well. We have $300,000 in the Park Dedication Fund and $4.5 million in the Park Replacement Fund. The Dome has been a moneymaker for us. The Ice Arena has needed some repairs, but we have never needed taxpayer's dollars to pay for them. Not too many ice arenas have accomplished this. We have money in the bank to be used to keep Page 20 PRAC Minutes/May 12, 2011 Page 6 the Arena looking nice and in good repair. The Recreation Fund has close to $500,000 on hand. We can probably take less tax dollars in the upcoming budget and still grow. "My message is thank you for what you are doing," Blank said. Chair Carroll said his hat is off to Eric. Eric has always been fair minded and helpful to the neighborhoods, and he is greatly appreciated. We will really miss him. Commissioner Riley said she struggles to find anyone else who can look back on their body of work and feel as satisfied as Eric should. b. Superintendent Evans reported that we are working with Plymouth Creek Christian Church on Vicksburg and old Rockford Rd. The church is interested in partnering with us for community gardens. We currently have 87 garden plots at our original site, with 46 on the waitlist. We are suggesting that the Church take up the lead on the project, and the city will just consult. No", BK1IJ:1ilu112 "1 1 Chair Carroll entertained the motion to adjourn. MOTION was made by Commissioner Vanderwall and seconded by Commissioner Riley. Vote: 6 Ayes. Motion approved. The meeting adjourned at 8:50 p.m. The next meeting will be held on June 9 at the Plymouth Creek Center. Donna Sankey — PRAC recorder Page 21 DATE: June 24, 2011 TO: Laurie Ahrens, City Manager cc: Steve Juetten FROM: Barbara Thomson, Planning Manager SUBJECT: Hennepin County Adult Correctional Facility (HCACF) Population Report Hennepin County community corrections staff has submitted their monthly report on average daily population for the month of May 2011. The average daily population reported for the Plymouth facility was 419, which is less than the occupancy limit of 601 set by the conditional use permit. The chart below shows the average monthly population since May of 2004. As noted previously, in January 2010, Hennepin County closed the building housing the work release population. The closure was related to staff layoffs. Any work release individuals not eligible for electronic home monitoring are now housed in the men's or women's sections. Page 22 June, 2011 Minnesota Pollution Control Agency Regional Division, Public Notice of Availability of the Draft Shingle Creek and Bass Creek Biota and Dissolved Oxygen TMDL Report and Request for Comment. Public Comment Period Begins: June 20, 2011 Public Comment Period Ends: July 20, 2011 The Minnesota Pollution Control Agency (MPCA) is requesting comments on the draft Shingle Creek and Bass Creek Biota and Dissolved Oxygen Total Maximum Daily Load (TMDL) Report. The draft Report for Shingle and Bass Creeks is available for review at: http✓/www.pca. state. mn. us/water/tmdl/tmdl-draft. html Following the comments, the MPCA will revise the draft Report and submit it to the U.S. Environmental Protection Agency (EPA) for approval. Comments must be sent to the MPCA contact person listed below by July 20, 2011. Required by the federal Clean Water Act, a TMDL is a scientific study that calculates the maximum amount of a pollutant that a waterbody can receive and still meet water quality standards for that pollutant. It is a process that identifies all the sources of the pollutant causing an impairment and allocates necessary reductions among them. This multi-year effort results in a pollution reduction plan and engages stakeholders and the general public. An approved TMDL is followed by implementation activities for achieving the necessary reductions. Shingle and Bass Creeks are located in the Twin Cities Metro Area and Hennepin County. The creeks are also within the Shingle Creek Watershed which includes the municipalities of Brooklyn Center, Brooklyn Park, Crystal, Maple Grove, Minneapolis, New Hope, Osseo, Plymouth, and Robbinsdale. Lower Bass Creek starts at the outlet of Bass Lake in Plymouth and travels about 2.4 miles before it flows into Shingle Creek. Shingle Creek begins at the junction of Bass Creek and Eagle Creek in Brooklyn Park, flows easterly, then southerly for about 11 miles through Brooklyn Center and Minneapolis before discharging into the Mississippi River. The Shingle Creek Watershed is almost entirely developed and the largest land use classification is single family residential at 44 percent. Shingle Creek was first placed on the State of Minnesota's 303(d) list of impaired waters in 2004 for low levels of dissolved oxygen impairing aquatic life. In 2006 it was placed on the 303(d) list for impaired biotic integrity as measured by Page 23 bioassessment of macroinvertebrates. Bass Creek was placed on the 303(d) list in 2002 for impaired biotic integrity as measured by fish bioassessment. The total oxygen demand needs to be reduced by 86 percent for Upper Shingle Creek and 47 percent for Lower Shingle Creek to meet water quality standards. Strategies to improve water quality in Shingle and Bass Creeks include re -aerating wetland outlets, restoring the channel morphology and habitat of the streams, managing storrawater runoff, and reducing chloride loading. Agency Contact Person: Written or oral comments, petitions, questions, or requests to receive a draft of the TMDL Report, and requests for more information should be directed to: Barb Peichel Minnesota Pollution Control Agency 520 Lafayette Road North St. Paul, MN 55155-4194 651-757-2646 Minnesota Toll Free: 1-800-657-3864 Fax: 651-297-8676 E-mail: Barbara.Peichel@state.mn.us TTY users may call the MPCA teletypewriter at 651-282-5332 or 1-800-657-3864. Preliminary Determination on the draft TMDL Report: The MPCA Commissioner has made a preliminary determination to submit this TMDL Report to the EPA for final approval. A draft TMDL Report is available for review at the MPCA office at the address listed above, and at the MPCA website: http://Wwwpea.state. mn. us/water/tnidlltmd1Vraft.html Suggested changes will be considered before the final TMDL Report is sent to the EPA for approval. Written Comments: You may submit written comments on the conditions of the draft TMDL Report or on the Commissioner's preliminary determination. Written comments must include the following: 1. A statement of your interest in the draft TMDL Report; 2. A statement of the action you wish the MPCA to take, including specific references to sections of the draft TMDL that you believe should be changed; and 3. The reasons supporting your position, stated with sufficient specificity as to allow the Commissioner to investigate the merits of your position. Petition for Public Informational Meeting: You also may request that the MPCA Commissioner hold a public informational meeting. A public informational meeting is an informal meeting that the MPCA may hold to solicit public comment and statements on matters before the MPGA, and to help clarify and resolve issues. A petition requesting a public informational meeting must include the following information: Page 24 1. A statement identifying the matter of concern; 2. The information required under items 1 through 3 of "Written Comments," identified above; 3. A statement of the reasons the MPCA should hold a public informational meeting; and 4. The issues that you would like the MPCA to address at the public informational meeting. Petition for Contested Case Hearing: You also may submit a petition for a contested case hearing. A contested case hearing is a formal evidentiary hearing before an administrative law judge. In accordance with Minn. R. 7000.1900, the MPCA will grant a petition to hold a contested case hearing if it finds that: 1. There is a material issue of fact in dispute concerning the application or draft TMDL Report; 2. The MPCA has the jurisdiction to make a determination on the disputed material issue of fact; and 3. There is a reasonable basis underlying the disputed material issue of fact or facts such that the holding of the contested case hearing would allow the introduction of information that would aid the MPCA in resolving the disputed facts in making a final decision on the draft TMDL Report. A material issue of fact means a fact question, as distinguished from a policy question, whose resolution could have a direct bearing on a final MPCA decision. A petition for a contested case hearing must include the following information: 1. A statement of reasons or proposed findings supporting the MPCA decision to hold a contested case hearing according to the criteria in Minn. R. 7000.1900, as discussed above; and; 2. A statement of the issues proposed to be addressed by a contested case hearing and the specific relief requested or resolution of the matter. In addition and to the extent known, a petition for a contested case hearing should also include the following information: 1. A proposed list of prospective witnesses to be called, including experts, with a brief description of proposed testimony or summary of evidence to be presented at a contested case hearing; 2. A proposed list of publications, references, or studies to be introduced and relied upon at a contested case hearing; and 3. An estimate of time required for you to present the matter at a contested case hearing. MPCA Decision: You may submit a petition to the Commissioner requesting that the MPCA Citizens' Board (Board) consider the TMDL Report approval. To be considered timely, the petition must be received by the MPCA by 4:30 p.m. on the date the public comment period ends, identified on page 1 of this notice. Under the provisions of Minn. Stat. § 116.02, subd 6(4), the decision whether to submit the TMDL Report and, if so, under what terms will be presented to the Board for decision if - 1. f 1. The Commissioner grants the petition requesting the matter be presented to the Board; 2. One or more Board members request to hear the matter before the time the Commissioner Page 25 makes a final decision on the TMDL Report; or 3. A timely request for a contested case hearing is pending. You may participate in the activities of the MPCA Board as provided in Minn. R. 7000.0650. The written comments, requests, and petitions submitted on or before the last day of the public comment period will be considered in the final decision on this TMDL Report. If the MPCA does not receive written comments, requests, or petitions during the public comment period, MPCA staff as authorized by the Board, will make the final decision on the draft TMDL Report. Page 26 :ch City ofym Adding Quo(ity to Life June 24, 2011 Dear Resident/ Land Owner: Pursuant to the provisions of the Plymouth Zoning Ordinance, this letter is to inform you of a request by Oppidan, Inc., under File No. 2011014, for approval of the following items for "Crossroads Commons," a proposed redevelopment of the former Plymouth Shopping Center site: 1) a comprehensive plan amendment to reguide the site from C (commercial) to MXD (mixed use); 2) a preliminary plat; and 3) a PUD (planned unit development) amendment. The proposal would include a fast-food restaurant, a 90 -unit senior housing development, and an outlot for future commercial development. A map showing the location of the subject property is provided below. Hennepin County records indicate your property is located within 750 feet of the site of this proposal. You are hereby notified of, and cordially invited to attend a public hearing to be held by the Plymouth Planning Commission at 7:00 p.m., on Wednesday, July 6, 2011, in the Council Chambers at Plymouth City Hall, 3400 Plymouth Boulevard. The public will be invited to offer questions and comments concerning this application at that time, or feel free to call the city planning department at (763) 509-5450 for more information. You may also submit comments in writing. All written comments will become part of the public record. INFORMATION relating to this request may be examined at the community development information counter (lower level of City Hall), on Mondays and Wednesday through Friday from 8:00 a.m. to 4:30 p.m., and Tuesdays from 8:00 a.m. to 6:00 p.m., except holidays. Sincerely, Barbara G. Thomson, AICP Planning Manager O:/PI ail/Notices/PC/2011/2011014-p ro pilotice 3400 Ptymouth Btvd a Ptymouth, Minnesota 55447-1482 a Tet: 763-509-5000 0 %xwwptymouthmn.gov Page 27 R z L= Plymouth Adding Quality to Life June 24, 2011 SUBJECT: REZONING AND PUD GENERAL PLAN FOR SUMMIT DANCE SHOPPE AT 2800 FERNBROOK LANE. (2011033) Dear Resident/Land Owner: Pursuant to the provisions of the Plymouth Zoning Ordinance, this letter is to inform you of an application submitted by Omara Architects, under File No. 2011033, requesting approval of a rezoning from O, office to PUD, planned unit development and PUD general plan for an approximately 3,648 -square foot building addition on the north side of the existing building and related site improvements for Suminit Dance Shoppe. A map showing the location of the subject property is provided below. Hennepin County records indicate your property is located within 750 feet of the site of this proposal. You are hereby notified of, and cordially invited to attend a public meeting to be held by the Plymouth Planning Commission at 7:00 p.m., on Wednesday, July 6, 2011, in the Council Chambers at the Plymouth City Hall, 3400 Plymouth Boulevard. The public will be invited to offer questions and comments concerning this application at that time, or feel free to call the city planning department at (763) 509-5450 for more information. You may submit comments in writing. All written comments will become part of the public record. INFORMATION relating to this request may be examined at the community development information counter (lower level of City Hall), on Mondays and Wednesday through Friday from 8:00 a.m. to 4:30 p.m., and Tuesdays from 8:00 a.m. to 6:00 p.m., except holidays. Sincerely, Barbara G. Thomson, AICP Planning Manager notices/2011/201 1 03 3 propnotice 3400 Plymouth Blvd - Plymouth, Minnesota 55447-1482 a Tel: 763-509-5000 a www.ptymouthmn.gov Page 28 City of Plymouth MEN �2-17-z M-2 Adding Quality to Life June 24, 2011 SUBJECT: SITE PLAN AMENDMENT FOR THE CITY OF PLYMOUTH AT 17005 COUNTY ROAD 47. (2011040) Dear Resident/Land Owner: Pursuant to the provisions of the Plymouth Zoning Ordinance, this letter is to inform you of an application submitted by the City of Plymouth, under File No. 2011040, requesting approval of a site plan amendment for improvements at the Plymouth Dog Park located at 17005 County Road 47. A map showing the location of the subject property is provided below. The city proposes to improve the parking area by: 1) relocating the driveway to the center of the parking lot, 2) paving the lot, and 3) adding a handicapped accessible route. Hennepin County records indicate your property is located within 200 feet of the site of this proposal. You are hereby notified of, and cordially invited to attend a public meeting to be held by the Plymouth Planning Commission at 7:00 p.m., on Wednesday, July 6, 2011, in the Council Chambers at the Plymouth City Hall, 3400 Plymouth Boulevard. The public will be invited to offer questions and comments concerning this application at that time, or feel free to call the city planning department at (763) 509-5450 for more information. You may submit comments in writing. All written comments will become part of the public record. INFORMATION relating to this request may be examined at the community development information counter (lower level of City Hall), on Mondays and Wednesday through Friday from 8:00 a.m. to 4:30 p.m., and Tuesdays from 8:00 a.m. to 6:00 p.m., except holidays. Sincerely, t4l l�lm6n Barbara G. Thomson, AICP Plamling Manager notices/2011/201100 propnotice 3400 Plymouth Blvd ® Plymouth, Minnesota 55447-1482 o Tel 763-509-5000 e www.ptymouthmn.gov Page 29 T-1 --1- i 3400 Plymouth Blvd ® Plymouth, Minnesota 55447-1482 o Tel 763-509-5000 e www.ptymouthmn.gov Page 29 :rt of Nymout�4 Adding Quality to Life June 24, 2011 Dear Resident/ Land Owner: The city has recently received an application from Cornerstone Auto Resource, under File No. 2011037, requesting approval of the following two items: 1) a rezoning from C-4 (community commercial) to PUD (planned unit development); and 2) a PUD general site plan. The PUD proposal would allow C-4 uses and auto sales at the existing auto sales business located at 3901 Vinewood Lane, and at the former BP gas station site located at 3955 Vinewood Lane (see proposed site plan on the back of this sheet). A map showing the general location of the subject property is provided below. This letter is being mailed to all landowners within 750 feet of the site in order to provide notice and information about the application — in advance of the official notice that will be sent out prior to the Planning Commission's public hearing on the matter. The city will send out another letter notifying you of the Planning Commission public hearing date, not less than ten days prior to the hearing date. The purpose of the public hearing is to allow neighboring property owners to appear in front of the Planning Commission to ask questions and make comments relating to the application. You may also submit comments in writing. All written comments will become part of the public record. If you have any questions or comments concerning this application or the review procedures, please call Shawn Drill, Senior Planner, at (763) 509-5456. INFORMATION relating to this request may be examined at the community development information counter (lower level of City Hall), on Mondays and Wednesday through Friday from 8:00 a.m. to 4:30 p.m., and Tuesdays from 8:00 a.m. to 6:00 p.m., except holidays. Sincerely, Barbara G. Thomson, AICP Planning Manager 0:/P1anNotices/PC/2011/20 1103 7-fi rs t -notice 3400 Plymouth Blvd a Plymouth, Minnesota 55447-1482 a Tel 763-509-5000 . www ptymouthmn.Gov Page 30 Page 31 NVId ONUVOSONVI00 imnosia oinV 3NOISa3MOO erne 'ON[ 'S21VIO09SV V NOSE[BaBd '18VOOB W HinOVUld 30 A113 2 r - ia \- WE, OaOJ 3N01Sa3M03 -7 pk— �m Qp�.90 'mge MEN- MAPM ftI , , im A! MYM -M- - - - - --- - - - - - - - F A M Mz 4'5 xti;, I M 191V V. M; dLL1 I I kIN - A) - it J.- M 1AK W., M RM INV lid 1111 1 .-- Ev, Fgpff 21 el, Z .3i T M .0 - -------------- mi bo AN1,00-M Zell i 1 - 19's i -V al m IN MY Q, M! .M� TV -1 -M MR I Iryh W -4P- M !If ows All MT, MMUDY-i V Citi I i, AN - - - ------ ------- -00 — — — — — — — — -- "W 31 XMM 1 -WbWuE.'.,1m 'y t -x "N' "M U r from Gd H r4. � m; ""N Page 31 GIM June 21. 2011 SUBJECT: CONOR MEADOWS EROSION REPAIR PROJECT CITY PROJECT NO. 11019 PROJECT INFORMATION MEETING #2 Dear Resident: Surface water runoff from the area has eroded soil from a drainage area within the Conor Meadows neighborhood (see attached). The City of Plymouth is considering an erosion repair project in this area for approximately 600 feet from the railroad tracks, northerly to a water quality pond. A second informational meeting to discuss this project with area residents has been scheduled for July 7, 2011 at 6:30 PM, to be held in the Council Chambers at Plymouth City Hall, 3400 Plymouth Blvd., Plymouth, MN, 55447. This meeting will include a short presentation by City staff followed by a question and answer period. Draft plans will be available and you will have an opportunity to present questions and concerns you may have regarding the area or the project. City staff may still need to be in the area over the next several weeks to gather information regarding the existing conditions. If you have any questions or cannot attend the information meeting and wish to discuss the project, please contact me at (763)-509-5526. We look forward to your input on this project. Sincerely, Derek Asche Water Resources Manager Enclosure Cc: Judy Johnson, City Council Ward 1 Bob Moberg, City Engineer CIM Page 32 0:•EnOneerin2`PROIECTS'_'0t0--220(9` 11019`Itis Public lnformation ivleetine No "_'.docx k Minnesota Pollution Control Agency 520 Lafayette Road North I St. Paul, Minnesota 55155-4194 1651-296-6300 800-657-3864 1 651-282-5332 TTY I www.pca.state.mn.us I Equal Opportunity Employer June 20, 2011 Mr. Keith Yocum Holiday Companies PO Box 1224 Minneapolis, MN 55440 RE: Petroleum Tank Release Site File Closure Site: Holiday Station Store #140, 189 Cheshire Lane, Plymouth, MN 55441 Leak ID#: LEAK00018194 Dear Mr. Yocum: JUN 21 2011 We are pleased to let you know that the Minnesota Pollution Control Agency (MPCA) has determined that your investigation and/or cleanup have adequately addressed the petroleum tank release at the site listed above. Based on the information provided, the MPCA has closed the petroleum tank release site file. The closure of the petroleum tank release file means that the MPCA does not require any additional investigation and/or cleanup work at this time or in the foreseeable future. Please be aware that file closure does not necessarily mean that all petroleum contamination has been removed from this site. However, the MPCA has concluded that any remaining contamination, if present, does not appear to pose a threat to public health or the environment under current conditions. The MPCA reserves the right to reopen this file and to require additional investigation and/or cleanup work if new information, changing regulatory requirements or changed land use makes additional work necessary. If you or other parties discover additional contamination (either petroleum or nonpetroleum) that was not previously reported to the MPCA, Minnesota state law requires that the MPCA be immediately notified. You should understand that this letter does not release any party from liability for the petroleum contamination under Minn. Stat. ch. 115C (2010) or any other applicable state or federal law. In addition, this letter does not release any party from liability for nonpetroleum contamination, if present, under Minn. Stat. ch. 115B (2010), the Minnesota Superfund Law. Please note that as a result of performing the requested work you may be eligible to apply to the Petroleum Tank Release Compensation Fund (Petrofund) for partial reimbursement of the costs you have incurred in investigating and cleaning up this petroleum tank release. The Petrofund is administered by the Petroleum Tank Release Compensation Board (Petro Board) and the Minnesota Department of Commerce. To learn more about who is eligible for reimbursement, the type of work that is eligible for reimbursement, and the amount of reimbursement available, please contact Petrofund staff at 651-215-1775 or 1-800-638-0418. If future development of this property or the surrounding area is planned, it should be assumed that petroleum contamination may still be present. If petroleum contamination is encountered during future development work, the MPCA staff should be notified immediately. Page 34. Mr. Keith Yocum Page -2-.,-.-- L: r"Y- ; =t _ s un e�20; 2011 '.For specific inform.atidn'regarding petroleum contamination that may remain at this leak site, please call it[i Pefroleum Remediation Program File Request Program at 651-757-2799 or 651-757-2309. The MPCA fact sheet Request to Bill for Services Performed must be completed prior to arranging a time for file review. Thank you for your response to this petroleum tank release and for your cooperation with the MPCA to protect public health and the environment. If you have any questions regarding this letter, please contact MPCA project manager Roberta Wirth at 651-757-2830. Sincerely, Roberta Wirth Project Manager Petroleum Remediation Section Remediation Division RW:jmp cc: Sandy Engdahl, City Clerk, Plymouth Richard Kline, Fire Chief, Plymouth Dave Jaeger, Hennepin County Solid Waste Officer Valerie L. Wood, Groundwater & Environmental Services Minnesota Department of Commerce Petrofund Staff Page 35 ;F 1 C Plymouth m.rv_x..L: Adding Quality to Life June 23, 2011 U.S. Department of Housing and Urban Development Attn: Michele K. Smith, Director — Office of CPD Minneapolis Field Office 920 Second Avenue South, Suite 1300 Minneapolis, MN 55402 SUBJECT: Response to On -Site Monitoring of Community Development Block Grant (CDBG) Program Letter — Plymouth, Minnesota Dear Ms. Smith: We have received your Department's summary letter of the May 3-6, 2011 on-site monitoring of the City of Plymouth's CDBG Program. The following addresses your monitoring results findings in the order listed. Finding # 1 — Some income determinations are being calculated incorrectly. Income from assets has not been included in annual income calculations. Corrective Action Taken: The existing income worksheet that is currently used for both the Rehabilitation Loan and First Time Homebuyer (FTHB) Programs has been revised to include an Asset Worksheet and an "Income From Assets" line has been added to the Income Worksheet. That amount is generated by completing the asset worksheet. The revised Income/Asset Worksheet is enclosed. Finding #2 - The Homeol-veer Rehabilitation Program, Jewish Vocation Services (JVS) and the Hammer Residence activities are collecting demographic information incorrectly. Corrective Action(s) Taken: The Rehabilitation Loan Program Application (page 5) and The First Time Homebuyer Program Application (page 2) have been revised to reflect the 24 CFR Part 570.506 (g)(2) language on gathering data on the Etlnlicity and Race of participants. The revised applications are enclosed. The revised Hammer Residences reports from the 2010 Program have been enclosed. They were received via email and were inadvertently not yet part of the paper file at the time of the monitoring visit. 3400 Plymouth Blvd s Plymouth, Minnesota 55447-1482 - Tet 763-509-5000 ® www.ptymouthmn.gov � �= Page 36 An attachment has been created that will be part of all contracts between the City of Plymouth and any Social Service Agency. The attachment is titled Ethnicity and Racial Information and it outlines the requirement mentioned above and provides an example for the social service agencies to include in all applicant intake forms. The ethnicity and racial information attachment is enclosed. Finding 93 - The homeowner rehabilitation program is not completely documenting compliance with lead abatement requirements for projects over $25, 000. Corrective Action(s) Taken: All current homeowner rehabilitation projects have been reviewed and there are not any projects that are over $25,000 that contain lead which would require abatement. The Housing Rehabilitation Loan Program Section IV Checklist has been revised to include lead risk analysis information and includes the necessary steps of what lead risk analysis level of action is required to be taken based on the overall project cost. The revised checklist is enclosed. Additionally, the Plymouth HRA has reviewed the current lead-based paint abatement requirements and will continue to implement the policies. Specifically, in calculating the level of assistance for projects over $25,000. Using either per unit Federal assistance or per unit rehabilitation hard costs, calculated using only hard costs not including soft costs or the costs of lead hazard evaluation and reduction. Please feel free to contact me at 763-509-5412 should you have any additional questions regarding the City of Plymouth's on-site monitoring results response. Sincerely, Jim Barnes, Housing Programs Manager City of Plymouth Enclosures HRA/Conven/CDB G/Corres/2011 Page 37 Ms. Laurie Ahrens City Manager City of Plymouth 3400 Plymouth Blvd Plymouth, MN 55447 Dear Ms. Ahearns: U.S. Department of Housing and Urban Development Minneapolis Field Office 920 Second Avenue South, Suite 1300 Minneapolis. Minnesota 55402 JUN 1 0 2011 SUBJECT: On -Site Monitoring Community Development Block Grant (CDBG) On May 3-6, 2011, Ben Osborn and Christine DeLarbre, CPD Representatives, conducted an onsite monitoring visit of the City's CDBG program. A wide variety of activities were examined. Specifically, they reviewed the single-family rehabilitation program, the homebuyer assistance program, the rehabilitation of the Hammer Residences, and public service activities. The visit consisted of an examination of files and procedures for compliance with Federal statutes, regulations and policies. The information in the City files was reviewed for consistency with the information in the Integrated Disbursement and Information System (IDIS). In addition, two homeowner rehabilitation projects were visited and the program beneficiaries were interviewed. We also visited one of the Hammer Residence locations to do an onsite inspection. The enclosed report details the results of the monitoring visit. This information was conveyed to City staff on May 6, 2011. There were three Findings of non-compliance with program requirements and no Concerns. They are explained in the enclosed report. Please note a Finding is a violation of law, regulationor program requirement that requires a response. If you disagree with any of HUD's determinations regarding compliance or the proposed corrective actions, please indicate so. Mr. Osborn and Ms. DeLarbre are available to provide technical assistance to address the concerns noted in the enclosed report. .I would like to thank Jim Barnes and Kip Berglund for the courtesy they showed Mr. Osborn and Ms. DeLarbre during the monitoring visit. We commend the City staff for their efforts to promote quality affordable housing in Plymouth and their efforts to document compliance with Federal program regulations. We appreciate the City of Plymouth's ongoing partnership with HUD to address the needs of low- and moderate -income persons. www.hud.gov espanol.hud.gov Page 38 If you have any questions, please contact Ben Osborn, CPD Representative, at (612) 370- 3019; ext. 2237 or via email at Benjamin.M.Osborn(a)hud.gov. Enclosures Sincerely, -70 Michele K. Smith, Director Office of Community Planning and Development 2 Page 39 Community Development Block Grant (CDBG) City of Plymouth, Minnesota Monitoring Results —May 3-6, 2011 During the monitoring, we completed a review of compliance with statutes, regulations and policies through file reviews and discussions with City staff. Consistency with the information in the files and that contained in the Integrated Disbursement and Information System (IDIS) was also reviewed. In addition, a limited review was completed of the City's compliance with the Lead -Based Paint requirements. The exhibits that we used from the CPD Grantee Monitoring Handbook were: EXHIBIT 3-1 Guide for Review of Eligibility EXHIBIT 3-3 Guide for Review of National Objective of Low- and Moderate -Income Limited Clientele EXHIBIT 3-4 Guide for Review of National Objective of Low- and Moderate -Income Housing EXHIBIT 3-10 Guide for Review of CDBG-Funded Rehabilitation Program Management EXHIBIT 3-11 Guide for Review of Individual CDBG-Funded Rehabilitation Activities EXHIBIT 3-22 Guide for Review of CDBG Funded Homeownership Assistance - Program Management and Individual Activities EXHIBIT 24-1 Guide for Review of Lead -Based Paint Compliance in Properties Receiving Federal Rehabilitation Assistance These exhibits can be found on the internet at http://www.hud.gov/offices/cpd/library/monitoring/handbook cfm#contents. Homeowner Rehabilitation ProLyram The monitoring consisted of reviewing owner -occupied rehabilitation files from 2008 through the present and inspecting two completed projects. Of the City's 18 projects, the following four were reviewed: Rutten* Imgrund* Lopez Russell The projects with asterisks were also inspected onsite. The City provides loans or grants to eligible homeowners. The loans are zero percent interest deferred loans, with a current maximum loan amount of $30,000. The City also provides small emergency repair grants of up to $5,000. The City screens applicants for eligibility, conducts the initial inspection, helps homeowners create a scope of work, and helps them obtain a contractor. Overall, the files reviewed were complete and organized in a consistent manner. Each of the files contained income documentation for the participating household. The documentation 0 Page 40 showed that they were eligible for assistance under the program and that the activity was meeting a National Objective by serving low and moderate income households. However, we did note some errors in the income calculation process. All files contained initial inspections and work write-ups. Bidding documentation was also contained in all files. The work performed was inspected and the homeowner signed off prior to any payment to contractors. Additionally, all files contained the recorded mortgages securing the homeowner obligation to the City. Additionally, a limited review of compliance with the lead-based paint regulations at 24 CFR Part 35 was done. Each of the files contained copies of lead assessments and clearance reports where applicable, and each file contained documentation that the required lead pamphlet was provided to the homeowner. There was one rehabilitation file that appeared to exceed the $25,000 threshold for lead abatement, but documentation of compliance with abatement requirements was unclear. Homebuyer Proaram The monitoring consisted of reviewing homebuyer assistance files from 2008 through the present. Of the City's nineteen projects, the following four were reviewed: Svihel Imes Schemper Burnham The City provides loans to eligible homebuyers for closing costs, principal reduction, and up to 50% of the downpayment. The loans are zero -percent interest deferred loans. Again, the files reviewed were complete and organized in a consistent manner. The City was documenting income and projecting it forward in a way that demonstrated the eligibility of persons assisted. However, we did note some errors similar to those found in the homeowner rehabilitation program. Public Services Each year Plymouth holds an RFP to fund small grants for public services in the community. In the years reviewed, approximately 7-10 agencies applied for and received funding. Most of them have a long-standing relationship with Plymouth's CDBG program. The review focused on two public service activities: Senior Community Services (2010) and Jewish Vocational Services (2009). Both files demonstrated eligibility and national objective compliance. Hammer Residence Rehabilitation The City of Plymouth has provided rehabilitation assistance to several locations of the Hammer Residences, a series of nonprofit run group homes for developmentally disabled adults. Originally, these activities were classified as multifamily rehabilitation assistance under the CDBG program, but after a review of the files and discussions with City staff, we agreed that these activities were best classified as public facilities. The documentation to be eligible as a Page 41 public facility was present in the files and was less burdensome to collect than the requirements for multifamily rehabilitation. The activities were determined to meet the limited clientele national objective. The 2009 and 2010 activities were reviewed and the 2009 activity was visited onsite. Finding #1 Condition: Some income determinations are being calculated incorrectly. Criteria: 24 CFR 570.3 Definitions. Income (1)(i) "Annual Income" as defined under the Section 8 Housing Assistance Payments program. 24 CFR 5.609(b)(3) "Where the family has net family assets in excess of $5,000, annual income shall include the greater of the actual income derived from all net family assets or a percentage of the value of such assets based on the current passbook saving rate". Cause: Plymouth staff members are doing an excellent job of verifying income and obtaining documentation in the form of W2s, Tax Forms, and Verification of Employment. They are using this information to project income for the next year as required by the regulations. However, there were a few instances where the calculation did not correctly address potential income from assets as required by the regulations. Effect: In four of the files reviewed, assets were not correctly included in the income calculations as required by the above regulations. Specifically, the rehab files for Rutten and Imgrand and the Hombuyer files for Burnham and Schemper contained deficiencies. No ineligible households were assisted. However, the City could unintentionally serve an ineligible household if assets are not correctly included in the calculation. Corrective Action: The City should revise its income calculation form to capture asset information more clearly and ensure it is accurately included in future income determinations. Please submit a copy of the revised income calculation worksheet to HUD. You may want to use the Technical Guide for Determining Income and Allowances for the HOME Program for additional information or contact our office for assistance. The guide is located online: http://wvw,.hud.gov/offices/cl2d/affordablehousin4/Iibrary/modeiguides/2005/1780 pdf 0 Page 42 Finding #2 Condition: The Homeowner Rehabilitation Program, Jewish Vocation Services (JVS), and the Hammer Residence activities are collecting demographic information incorrectly. Criteria: 24 CFR Part 570.506(g)(2) requires the County to gather data on the race and ethnicity of participants. In 2002, the Office of Management and Budget (OMB) required all reporting on ethnicity and race to follow a two -question format. The first question should be on ethnicity and ask the respondent if they are Hispanic/Latino or Non-hispanic/Latino. The second question should collect racial information. The respondent is to be given the choice of checking "one or more" of the following race categories: -American Indian or Alaska Native -Asian -Black or African American -Native Hawaiian or Other Pacific Islander -White Cause: The forms for the homeowner rehab program, Hammer Residence rehabilitation program, and for the JVS activities were not updated to reflect the correct two - question method for obtaining race and ethnicity information. The City of Plymouth is using the correct format for their homebuyer program and for other public service programs, such as Senior Community Services. Effect: The City is not gathering ethnicity and race information that is consistent with the requirements of the Department for all CDBG activities. Corrective Action: Provide a copy of the new forms to be used for the homeowner rehabilitation program and for future Hammer Residence activities. It is our understanding that JVS is no longer a CDBG subrecipient for public service funding, so we ask for an assurance that all public service activities will use the correct format going forward. Findin6 #3 Condition: The homeowner rehabilitation program is not completely documenting compliance with lead abatement requirements for projects over $25,000. Criteria: 24 CFR 35.915 explains how to calculate the amount of federal rehabilitation assistance and the required actions based on the level of assistance. It describes the abatement requirements for projects over $25,000. 24 CFR 35.175 requires that the City maintain abatement reports. 7 Page 43 Cause: Plymouth recently changed its homeowner rehabilitation program to allow for larger loans to homeowners. The new loan limits allow homeowners to receive more than $25,000 of rehabilitation assistance. The higher level of rehabilitation assistance would likely require that the City follow lead-based paint abatement requirements in many projects, but it was not clear that this requirement was incorporated into the program. The Imgrund file was the only project reviewed with a rehab loan greater than $25,000. HUD staff could not find a calculation of federal rehabilitation assistance to determine if abatement was required. Additionally, we could not find anything in the work write up that specifically mentioned that abatement of lead hazards was required. This project had two contractors with separate construction contracts which were under $25,000 when viewed separately. Staff indicated that they believed the individual contract amounts were under the limit and therefore the project would not have been subject to abatement requirements. This is incorrect. The overall project cost determines the level of lead hazard removal that is required, not individual contracts for work items. Where there is a question about the level of assistance, the grantee should do a calculation to determine what level of remediation is required. The calculation is explained in some of the resource links below. Effect: The Imgrund file showed that certified abatement contractors were used and that the major lead hazards identified in the risk assessment were likely abated, as the windows and the bathroom floor were replaced. So this project seems to be in compliance with the actual abatement requirements even if it was not intentionally documented. Plymouth, however, could be in noncompliance with lead-based paint regulations for other projects over $25,000 if the current process is not adjusted and documentation improved. Corrective Action: Please review all current homeowner rehabilitation projects over $25,000 and determine if abatement is required. If it is required, please review the lead risk assessment and the scope of work to determine if abatement requirements will be satisfied and if abatement certified contractors are being used. Submit a brief report of your Findings to HUD. Additionally, please review your current rehabilitation procedures and describe how you will incorporate the lead-based paint abatement requirements into your program. Please refer to the following resources or your HUD representative for further assistance. Online Lead Rule Compliance Advisor http://h-vwauap1153.hud.i�ov:8080/HUDLBP/welcome html Page 44 Interpretive guidance on calculating the level of rehabilitation assistance. http://hwvauap 1153.hLLd.,�ov:8080/HU,DLBP/info/documents/LSHRGu.idance2 l Jun e04.htm# SubB Worksheet for calculation http://hwvauap 1153 .hud. gov: 8080/HUDLB P/info/documents/07%20- %20Calculatin�z%2OLevcl% o20ofl/o2ORehabilitation%2OAssistance%o2O Work-shee.doc Page 45