4.5 SR 11-06-2023Request for Action
To Item Number
Ma Tor and CinT Council 4.5
Agenda Section Meeting Date Prepared by
Consent November 6, 2023 Tim Sevcik, Street and Park Superintendent
Item Description Reviewed by
Snow and Ice Control Services Agreement with ustin Femrite, Public Works Director
Sherburne Soil and Water Conservation District Reviewed by
Cal Portner, Ci r Administrator
Action Requested
Approve, byT motion, the maintenance agreement for snow and ice control services for the Sherburne SWCD
facility located at 425 Jackson Avenue NW, Elk River, �.
Background/Discussion
The Sherburne Soil and Water Conservation District currentlyT occupies the former Sherburne CountyT public
works building next to Fire Station #1 on Jackson Avenue. Plowing the combined lots is the most efficient
manner to handle the aYea. FoY the past several yeaYs the cityr and SWCD have had an informal agreement foY the
cityT to provide sno`v and ice control services at the facility.
Staff and the Sherburne SWCD are looking to formalize this service agreement for continued services. After
discussions between public `vorks staff and the SWCD District Manager, we have agreed to provide snow and ice
control services for a fee of $150.00 per snow event with a ma�mum amount per yTear of $5,000.00.
This will be a five-yrear service agreement between the cityr and SWCD with the ability of either paYty to
discontinue services upon 30 day s`vritten notice. Sno`v removal `vill be conducted as part of the cinT's sno`v
response and be conducted in conjunction `vith sno`v removal at Fire Station #1.
Financial Impact
Revenue of $150.00 per snow event with a maximum amount per yTear of $5,000.00 to the Public Works Snow
Removal budget.
Mission/Policy/Goal
Ethical, efficient, and responsible.
Attachments
■ Maintenance Agreement for Sno�v and Ice Control Services
The Elk River Vision
A 2a�elcolning co�nlnunity 2a�ith T evolutiona� y and spizzted T esou� cefulness, exceptional
se�vice, and coln�nunity engagelnent that encou�ages and ins�iz•es pTo�pe�zty.
rowEREo ar
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Up�iited.• August 2020
Agreement # 23-
Maintenance Agreement for Snow and Ice Control Services
THIS AGREEMENT is made as of this 6`�' day of NovembeY 2023 (the "Effective date")
and entered into b�T and between the Cit�T of Elk River hereinafter referred to as the "CityT" and the
Sherburne Soil and WateY Conservation District referred to as the "SheYburne SWCD".
WHEREAS, it is deemed to be in the best interest of all parties that the duties and
responsibilities of both the CityT and the Sherburne SWCD that winter snow and ice control services
for the Sherburne SWCD building, located at 425 Jackson Avenue NW, Elk River, MN (see attached
Exhibit A) be clearly defined.
NOW THEREFORE, IT IS AGREED with regard to the building's snow and ice control:
CITY IS RESPONSIBLE FOR:
(1) Removal of snow from parking lot surfaces prior to the start of the business da�T,
generally before 7:00 a.m.:
(2) Periodic clearing of accumulated snow during business hours throughout the snow event
when accumulations exceed 2 inches and it is activelyT snowing:
(3) Spreading of ice melt pYoducts (salt, treated salt, or salt/sand miY) as needed based on
the determination of the CityT Street and Park Superintendent or their designated
representative:
(4) Removal of snow from side�valks prior to the start of the business dayT:
(5) Periodic hauling of snow from the properttT if storage capacityT is diminished.
SHERBURNE SWCD RESPONSIBLE FOR:
(1) Periodic clearing of sno`v on side`valks `vhile it is activel�T sno�ving during the business
day;
(2) SpYeading of ice melt pYoducts on the sidewalks as Yequired based on the determination
of the Sherburne SWCD District Manager.
The agreement bet�veen the CityT and Sherburne SWCD shall run from November 6, 2023,
to November 1, 2028.
SheYburne SWCD agrees to pay the Cit�r the sum of $150.00 peY snow event not to exceed
$5,000.00 in anyT snow season. A sno�v event is determined to be any 24-hour period of sno�v
and/or ice precipitation beginning at 12:00 a.m. and ending at 11:59 p.m. in �vhich City crews are
activated for sno�v response.
Payment fYom the Sherburne SWCD to the Cit�r shall be made by May 15`�� of each yeaY.
Either partyT may terminate this agreement at anyT time byT providing a 30-dayT written notice.
1 OF 3
Agreement # 23-
IN WITNESS WHEREOF, the parties have executed this agYeement to be effective on the
Effective Date noted above.
Cit�T of Elk River
Sherburne Soil and Water Conservation District
.
� . '. .. _i . . . �y
C
B�T
John J. Dietz, MayTor Francine Larson, District Manager
ByT
Tina Allard, CityT Clerk
20F3
Agreement # 23-
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