Meeting packet november 2, 2016

Regular Meeting of the Capitol Region Watershed District (CRWD) Board Of Managers, for Wednesday, November 2, 2016 6:00 p.m. at the office of the CRWD, 1410 Energy Park Drive, Suite 4, St. Paul, Minnesota.

A portion of the meeting will be in closed session for the Board of Managers to meet with staff to develop or consider offers or counteroffers for the purchase or sale of real or personal property, pursuant to MN Statutes 13D.05, Subd 3(C(3).

REGULAR MEETING AGENDA Materials Enclosed

I.

Call to Order of Regular Meeting (President Joe Collins) A) Attendance B) Review, Amendments and Approval of the Agenda

II.

Public Comment – For Items not on the Agenda (Please observe a limit of three minutes per person.)

III.

Permit Applications and Program Updates (Permit Process: 1) Staff Review/Recommendation, 2) Applicant Response, 3) Public Comment, and 4) Board Discussion and Action.)

A) Permit # 07-009 Davern Street – Closure (Hosch)

IV.

Special Reports – No Special Reports

V.

Action Items A) AR: Approve Minutes of the October 19, 2016 Regular Meeting (Sylvander)

VI.

Unfinished Business A) FI: Snelling Midway Redevelopment Update (Eleria) B) FI: Highland Ravine Update (Eleria) C) FI: Adopt A Drain (Schwantes) D) FI: Master Water Stewards (Schwantes)

VII.

General Information A) Building Update (Doneux) Develop or consider offers or counteroffers for the purchase or sale of real or personal property at 595 Aldine St, St. Paul. This portion of the meeting will be closed pursuant to Minn. Stat. § 13D.05, subd. 3(c)(3).

Return to open session.

B) Administrator’s Update (Doneux) C) 2016 MAWD Annual Meeting (Doneux) VIII. Next Meetings A) Wednesday, November 9, 2016 CAC Meeting B) Wednesday, November 16, 2016, Board Meeting IX. Adjournment W:\04 Board of Managers\Agendas\2016\November 2, 2016 Agenda Regular Mtg.docx

Our Mission is to protect, manage and improve the water resources of Capitol Region Watershed District

November 2, 2016 III. Permit Applications (A) Permit Close Out (Hosch)

DATE: TO: FROM: RE:

October 25, 2016 CRWD Board of Managers Elizabeth Hosch Permit Closeout

Background Construction activity is complete for permit #07-009, Davern Street.

Issues Davern Street #07-009 This permit was issued for the reconstruction of Davern Street and associated utilities between W. 7th and Shepard Road. Sumps and hooded catch basins were installed for gross pollutant removal though the stormwater treatment volume was achieved through deduction from the City of St. Paul Public Works volume bank. The project is complete and stable. No surety was required by this public project.

Action Requested Approve Certificate of Completion for permit #07-009, Davern Street.

W:\07 Programs\Permitting\Board Memos\2016-11-02 Permit Closeout Board Memo.docx

Our Mission is to protect, manage and improve the water resources of Capitol Region Watershed District.

November 2, 2016 Board Meeting V. Action Item A) Approve Minutes of October 19, 2016 DRAFT Regular Board Meeting (Sylvander)

Regular Meeting of the Capitol Region Watershed District (CRWD) Board of Managers, for Wednesday, October 19, 2016 6:00 p.m. at the office of the CRWD, 1410 Energy Park Drive, Suite 4, St. Paul, Minnesota.

REGULAR MEETING MINUTES I. A) Call to Order of Regular Meeting (President Joe Collins) Managers Joe Collins Seitu Jones Mary Texer Mike Thienes Shirley Reider B)

Staff Present Mark Doneux, CRWD Anna Eleria, CRWD Elizabeth Hosch, CRWD Michelle Sylvander, CRWD

Public Attendees Pat Cavanaugh, CAC Member Carrie Wasley, RCD

Review, Amendments and Approval of the Agenda

President Joe Collins opened the meeting at 6:00 p.m. and asked for any additions or changes to the agenda. Administrator Doneux requested the addition of Action Item F) to approve the 2017 Employee Benefit Program and to add Unfinished Business B) Trout Brook Interceptor.

Motion 16-240: Approve the October 19, 2016 agenda.

Reider/Texer Unanimously approved II.

Public Comment

Ms. Wasley shared the 2016 State of the Waters will be held on Thursday, Oct. 20th at the Ramsey County Public Works. The speakers will be Steve Woods, the Executive Director at Freshwater Society and Bryan Baker, Lead Principal Investigator for Inland Climate Hydrology at US Army Corp of Engineers.

The topics will include: Is our water improving, staying the same or getting worse, water planning next steps for local officials and local government staff, and how are precipitation trends affecting water resources.

Our Mission is to protect, manage and improve the water resources of Capitol Region Watershed District

III.

Permit Applications and Program Updates A)

12-022 Raymond Ave. Closeout (Hosch)

Ms. Hosch reviewed that the permit issued for the reconstruction of Raymond Avenue (#12-022) between Hampden Avenue and University. Two surface raingardens were constructed to treat stormwater, with function verified after post-construction corrections. The project is complete and stable. No surety was required by this public project.

Motion 16-241: Approve Certificate of Completion for permit #12-022, Raymond Avenue.

Texer/Reider Unanimously approved B)

13-007 MSU Science Educaton Building Closeout (Hosch)

Ms. Hosch reviewed that the permit #13-007 was issued for the construction of a new Science Education building, to include four surface infiltration planters and an underground infiltration trench to treat stormwater. The project is complete and stable. Site inspection and as-built review have verified stormwater treatment functionality. No surety was required for this public project.

Motion 16-242: Approve Certificate of Completion for permit #13-007, MSU Science Education Building.

Reider/Texer Unanimously approved C)

14-037 Midway YMCA Closeout (Hosch)

Ms. Hosch reviewed that a permit was issued for the reconstruction of a YMCA facility. One underground infiltration system and one surface raingarden were constructed, with function verified by asbuilt review and onsite inspection. The site is stable and $5,000 surety is available for return.

Motion 16-243: Approve Certificate of Completion for permit #14-037, Midway YMCA Closeout and $5,000 surety return.

Reider/Thienes Unanimously approved D)

15-001 Raymond Avenue Phase II Closeout (Hosch)

Ms. Hosch reviewed that a permit was issued for the reconstruction of Raymond Avenue between Hampden Avenue and Energy Park Drive. Stormwater treatment was provided through use of volume banking credits. The site is stable and no surety was required for this public project.

Our mission is to protect, manage and improve the water resources of Capitol Region Watershed District.

Motion 16-244: Approve Certificate of Completion for permit #15-001, Raymond Avenue Phase II Closeout.

Jones/Texer Unanimously approved President Collins asked what the problem was with the rain garden. Ms. Hosch replied that the soil was compacted and unable to allow stormwater to properly drain.

E)

16-016 Willow Reserve Development (Hosch)

Ms. Hosch reviewed Permit #16-016 Willow Reserve Development. The applicant, Twin Cities Habitat for Humanity, plans to construct eleven single family homes, alley, and sidewalks. The applicable rules are (Rule C), Stormwater Management, (Rule D), Flood Control (Rule E) Wetland Management and (Rule F) Sediment Control. Disturbed area 2.65 Acres with an Impervious Area 0.936 Acres.

Motion 16-245: Approve Permit #16-016 Willow Reserve Development with four conditions.

1. Receipt of $6,230 surety and documentation of maintenance agreement recorded with Ramsey County.

2. Provide plans signed by a professional engineer per the Minnesota Board of AELSLAGID. 3. Justify the outlet invert elevation of the 18” culvert. The detail on Sheet C-06 indicates the invert is 151.75 feet, but the existing topo on Sheet C-05 indicates the surface elevation is approximately 152.75.

4. Update callout for “Install Filtration Basin Sign See Detail 4 on Sheet C-06”. The detail for the filtration basin sign is on Sheet C-08.

Reider/Thienes Unanimously Approved F)

16-023 Linwood Lower School (Hosch)

Ms. Hosch reviewed Permit #16-023 Lindwood Lower School. The applicant, St. Paul Public Schools, plans to redevelop an existing school, including new building addition and parking lot. The applicable rules are (Rule C), Stormwater Management, (Rule D), and (Rule F) Sediment Control. Disturbed area 1.5 Acres with an Impervious Area 0.6 Acres.

Motion 16-246: Approve Permit #16-023 Linwood Lower School with nine conditions.

1. Receipt of documentation of maintenance agreement recorded with Ramsey County.

2. Provide a site specific plan, schedule and narrative for maintenance of the proposed stormwater management practices. At a minimum, require annual maintenance of infiltration areas to include removal of accumulated sediment and debris.

3. Provide plans signed by a professional engineer per the Minnesota Board of AELSLAGID. 4. Provide a copy of the NPDES permit.

Our mission is to protect, manage and improve the water resources of Capitol Region Watershed District.

5. Revise plans to include the following: a. Provide inlet protection for the proposed catch basins on site. CB 3 does not have inlet protection. b. Provide additional perimeter control along the east side of the site.

6. Provide a SWPPP for the site. The disturbed area (Subwatersheds 4 & 5) is 1.19 acres, which requires a SWPPP by NPDES standards. The SWPPP should include the following: a. Infiltration perimeter control and erosion control practices shall remain in place until the final completion of the project or vegetation has been established (whichever is later). b. Installation of infiltration practices shall be done during periods of dry weather and completed before a rainfall event. Placement of engineered soils shall be on dry native soil only. c. Excavation of infiltration areas shall be completed using a backhoe with a toothed bucket. d. Native soils in infiltration areas shall be de-compacted to a minimum depth of 18 inches prior to placing engineered soil. e. The bottom excavation surface of infiltration areas shall be level without dips or swales. f. Engineered soil shall remain uncontaminated (not mixed with other soil) before and during installation. g. During construction, stormwater must be routed around infiltration areas until all construction activity has ceased and tributary surfaces are cleaned of sediment.

7. Revise the height of the rock storage on Sheet C4 and Detail 9 on Sheet C5. HydroCAD shows 5foot rock height, while these two sheets show 4.3 feet.

8. Increase the depth of the pre-treatment sumps. The EPA recommends a sump depth of 4*Diameter of the outlet pipe.

9. Specify washed, non-carbonate angular rock on Detail 9 on Sheet C5.

Reider/Texer Unanimously Approved IV.

Special Reports – No Special Reports

V.

Action Items A)

AR:

Approve Minutes of the October 5, 2016 Regular Meeting (Sylvander)

Motion 16-247: Approve Minutes of the October 5, 2016 Regular Meeting, with one correction.

Jones/Texer Unanimously approved B)

AR:

Approve September 2016 Accounts Payable and Receivables (Sylvander)

Motion 16-248: Approve September 2016 Accounts Payable and Receivables.

Reider/Jones Unanimously approved Administrator Doneux reviewed a table with the year to date expenditures. The table also projected the year end to budget estimates.

Our mission is to protect, manage and improve the water resources of Capitol Region Watershed District.

C)

AR:

Approve Selection of Diversity Plan Consultant (Doneux)

The Diversity Committee made up of Board President Joe Collins, Board Secretary Seitu Jones, Citizen Advisory Committee Member Pat Cavanaugh and Administrator Doneux met on October 10, 2016. The Committee interviewed two firms for the consulting of the Development of a Diversity Plan. The goals of the Diversity Plan include: 1) The CRWD staff, Board, Citizen Advisory Committee, consultants should reflect the racial, gender and cultural demographics of the watershed and City of St. Paul.

2) Understand and incorporate cultural perspectives on water and government.

3) Create opportunities for people of color in the environmental/water resources profession through training and recruitment.

4) Consider equity and equality as a means to achieve diversity.

5) Use water management as a tool to help address local and community concerns.

The Diversity Committee interviewed both consultants on October 10, 2016. Both firms demonstrated understanding of our goals and would be capable of assisting the District developing a Diversity Plan.

After careful deliberation, the Committee recommends Azon Consulting to lead CRWD in the development of the Diversity Plan. Azon Consulting had a well-developed approach and had a very good understanding of the cultural diversity within CRWD. Motion 16-249: Approve the selection of Azon Consulting for the Development of a Diversity Plan and direct the Diversity Committee to develop a scope, budget and schedule to return to the Board for approval.

Jones/Texer Unanimously approved President Collins thanked Administrator Doneux for preparing questions for the interviewing process.

Manager Jones noted that the Committee felt both groups were well qualified. Ms. Cavanaugh felt Azon was well prepared for the interview. Administrator Doneux felt that Azon presented achievable results.

D)

AR:

Approve Revised Water Resource Position Description (Eleria)

Ms. Eleria reviewed that CRWD currently has a vacancy in the Water Resource Specialist position that was held by Gustavo Castro. The essential functions of this position included coordination of the Stewardship Grant Program, GIS work and coordination of CRWD’s BMP Maintenance Program. This position is classified as Technical/Specialist II at a grade 8 level. Staff have revised the Water Resource Specialist job description to better reflect the current and anticipated future needs of the Planning, Projects and Grants Division. With the exception of updating the salary range to reflect the recently updated CRWD salary structure, the job description revisions are not significant. A greater emphasis is placed on the most essential functions and the required and desired qualifications of this position. With these changes, the hope is to find a candidate with skills and experience in the planning, design, construction and maintenance of green infrastructure practices and strong project management skills.

Our mission is to protect, manage and improve the water resources of Capitol Region Watershed District.

President Collins asked for clarification of the GIS/BMP changes to the position title. Ms. Eleria replied that Mr. Castro had more GIS experience. The new position will have a more basic need for mapping since consultants provide most of the mapping needs. Mr. Zwonitzer will be filling in for the need of GIS and Monitoring Staff member Maddie Vargo is also experienced in GIS mapping. The new position will have a stronger focus on the Stewardship Grant Program with larger projects in mind that will be in need of feasibility studies. Manager Jones asked about the size of the talent pool and if other watershed have a position similar to this description. Administrator Doneux replied that the description is similar to others.

The last few job postings have resulted in a number of well qualified applicants. Manager Texer asked if the salary is reflective of the newly approved updated salary structure. Ms. Eleria replied that the salary is reflective of the updated salary structure.

Motion 16-250: Approve the revised Water Resource Specialist job description and authorize staff to solicit job applications and fill the position.

Texer/Reider Unanimously approved E)

AR:

Approve District Truck Purchase (Fossum)

Administrator Donuex reviewed that since 2005 CRWD has been leasing vehicles from the City of St. Paul. In 2013 staff conducted a solicitation of quotes and determined that Midway Ford is best suited for the needs of the District and had the most competitive costs. The District currently leases a sedan and SUV from Midway Ford. In 2015, the District purchased a customized monitoring truck from Midway Ford.

Previously, staff completed analysis that indicates purchasing a truck through the government fleet contract rate from Midway Ford would be more cost effective than leasing from the City of St. Paul. The District is currently paying $675.00/month for a two-wheel drive truck leased from the City of St. Paul.

Four-wheel drive trucks cost an estimated $750/month or $9,000/year. Staff have requested a quote to replace the other existing monitoring truck (leased from St. Paul) with a new one from Midway Ford.

Administrator Doneux shared a quotation of $29,464.75 for a new 2017 F150. Based on a 10-year analysis of truck costs, staff recommend buying the vehicle to lower costs over the next ten years, allow for maximum staff efficiency and maintain a trade-in or resale value of $3,000-$6,000. Funding would come from existing available funds in the 2016 Monitoring Budget (Fund #211).

Motion 16-251: Authorize Administrator to purchase a 2017 Ford F150 from Midway Ford for an amount not to exceed $30,000.

Texer/Reider Unanimously approved F)

AR:

Approve the 2017 Employee Benefit Program (Doneux)

Administrator Doneux reviewed that the District has purchased a health benefit package from Health Partners through Bearance since 2012. Each year the District must renew and enroll employees into benefit plans. Staff obtained benefit quotes from Bearance for health and dental coverage.

Our mission is to protect, manage and improve the water resources of Capitol Region Watershed District.

Motion 16-252: Approve the 2017 Employee Benefit Program as follows: 1.

2.

3.

4.

5.

The District requires a monthly employee contribution of $50.00, and $35.00 for single, $125.00, and $75.00 for single plus one and $175.00, and $125.00 for Family health insurance for the renewal plan, Alternate 1 and Alternate 2 respectively. Rates effective January 1, 2017.

The District requires a monthly employee contribution of $10.00 for single, $20.00 for Single Plus One and $40.00 for Family dental insurance, effective January 1, 2017.

The District will continue to provide ancillary employee benefits including life, short term disability and long term disability insurance. These programs and the employee/District contributions will be consistent to those offered in 2016. The District will continue to provide Life Insurance and Long Term Disability coverage consistent with the CRWD 2016 Program and allow employees to purchase additional coverage at their cost.

The District will contribute to a HSA plan for employees that select Alternative 2. First time enrollees will receive $1,000 for single, $2,000 for single plus one and $2,000 for family.

Employees that start mid-year will receive a prorated contribution based on effective date of benefits. Contributions will be paid out at ½ by January 1, 2017 and ½ paid out by June 30, 2017.

Renewing employees of Alternative 2 will receive $500 for single, $1,000 for single plus one and $1,000 for family.

The District provide payroll deductions and employee contributions to Health Care Flexible Spending Accounts, Health Savings Accounts, and Dependent Care Spending Accounts.

Thienes/Texer Unanimously approved Manager Texer thanked staff for a great job on the benefit package.

VI. A)

Unfinished Business FI: Snelling Midway Redevelopment Update (Eleria)

Ms. Eleria had no new updates for the Snelling Midway Redevelopment. The plans are still being finalized. Ms. Eleria will provide an update at a future meeting. Manager Texer asked if Arcade/Midway is selling their property. Ms. Eleria replied that a land swap is being proposed. President Collins noted an article he read about the University of Minnesota receiving money for leasing the space at the U of Minnesota stadium.

B) FI: Trout Brook Interceptor (Eleria) Ms. Eleria shared with the Board of Managers that the contractor, ECI, would like to begin the project earlier. A crew is ready to begin work by the end of this week. ECI will begin with prep work of mobilizing, cleaning and grubbing, adding power in the tunnel, and testing tuck points. No actual work will begin till the middle of November. Because the work will begin early the expenses were not budgeted in 2016 but for 2017.

Our mission is to protect, manage and improve the water resources of Capitol Region Watershed District.

VII.

General Information

A)

Building Update (Doneux)

Administrator Doneux shared that some findings were found with the test results provided by Barr Engineering. Manager Jones asked what the conditions were that have been identified. Administrator Doneux replied that the at one time there were underground storage tanks. Some asbestos was found inside the building that can be removed during the demolition and remodeling process. The costs to address a resolution need to be determined. A meeting is scheduled for next week with the sellers, the sellers Attorney, CRWD, and Attorney Mogen.

B)

2015 Audit Update (Doneux)

Administrator Doneux provided the Board of Managers with an update on the 2015 Audit. The audit has been completed. The audit was delayed by the State of Minnesota Auditors with county audits. There was one finding of an invoice that was recorded in 2015 that should have been in 2014. The error was corrected but we were still written up because of the dollar amount of the transaction.

C)

2016 Standard and Poor’s Rating Update (Doneux)

Administrator Doneux reported that CRWD has maintained a AA bond report rating.

VIII. Next Meetings A) B)

Wednesday, November 2, 2016 Board Meeting Wednesday, November 9, 2016 CAC Meeting President Collins will attend, Manager Jones will try to attend Wednesday, November 16, 2016 Board Meeting

C) IX.

Adjournment

Motion 16-253: Adjournment of the October 19, 2016, Regular Board Meeting at 6:48 p.m.

Texer/Reider Unanimously Approved Respectfully submitted, Michelle Sylvander W:\04 Board of Managers\Minutes\2016\October 19, 2016 Draft.docx

Our mission is to protect, manage and improve the water resources of Capitol Region Watershed District.

DATE: TO: FROM: RE:

October 27, 2016 CRWD Board of Managers and Staff Mark Doneux, Administrator October 2016 Administrator’s Report

1) Administrator Approved or Executed Agreements a) Work Order with Barr Engineering for 2016 TBI Services for an increase amount not to exceed $10,000. b) Consultant Services Agreement with Anderson Companies for consulting services for an amount not to exceed $8,500. c) Grant Agreement with Ad Green Roof for Penfield Green Roof Monitoring for an amount not to exceed $7300. d) Consultant Services Agreement Amendment No. 2 with Applied Ecological Services for Willow Reserve at an amount not to exceed $47,670.

2) Board Approved or Executed Agreements a) License Agreement with the Department of Parks and Recreation and Public Works for access to Willow Reserve. b) Cost Share Grant Agreement with East Side Neighborhood Development Company for design of BMP’s for Payne-Maryland Pocket Neighborhood for an amount not to exceed $37,500. c) Work Order with Barr Engineering Company for additional scope of work for TBI CIP Repair Station 0+00 to 28+49 in an amount not to exceed $153,000. The total contract budget including amendment No. 2 is $243,000.

3) General updates including recent and upcoming meetings and events a) Urban BMP Specialist job posted November 21st. (Applications accepted until November 14th) 4) CRWD events and meetings a) Watershed Stewards Award Committee is Tuesday, November 1st at 5:00 PM b) Next CAC meeting is Wednesday November 9, 2016 a. State of the River Report from 7:00 – 8:00 p.m. b. CAC Business Meeting from 8:00 – 9:00 p.m. c) Office closed, Friday, November 11th for Veteran’s Day d) Next Board meeting is Wednesday November 16, 2016 from 6:00 – 8:00 p.m. e) MAWD Annual Meeting, December 1-3, 2016 (Lodging deadline, November 21st) f) Ford Site Meeting (Zoning) Monday, November 14th, 6:00 p.m. at University of St. Thomas g) Moos Family Lecture Series, Tuesday, November 15th, U of M St Paul Campus with Janet Attarian h) CRWD Office Closed, Thursday and Friday, November 24-25th for Thanksgiving Holiday. i) Metro MAWD is Tuesday January 17, 2017 from 7:00-9:00 p.m.

W:\04 Board of Managers\Correspondence\Administrator's Report 2016\Administrator's Report 10-27-16.docx

Our Mission is to protect, manage and improve the water resources of Capitol Region Watershed District.