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Home My WebLink About2C, Staff Updates ,-A�EN HILLS Request for Council Action 2C Prepared By: Patrick Klaers,City Administrator Worksession Date: December 6,2010 Staff Updates Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Recommendation: No action required Supporting Documents: I. Memo from City Administrator Patrick Klaers dated December 6, 2010. 2. Memo from City Administrator Patrick Klaers dated November 29, 2010. 3. Memo from Parks and Recreation Manager Michelle Olson. 4. Facility Fees for Surrounding Communities. 5. TIF Development District Map. 6. Memo From Terry Maurer Dated November 24, 2010, Regarding CAD Technician Hourly Billing Rates. �S )�EN HILLS MEMORANDUM DATE: December 6, 2010 TO: Honorable Mayor and City Council Members FROM: Patrick Klaers, City Ad 'n' ator SUBJECT: Staff Updates �'f ✓ Background At the November 29tb City Council meeting I did not get a chance to complete my staff - updates. As time allows, I would like to bring a few of those items to the Council's attention. Attached for your review is the material from the November 29th staff updates agenda item. In addition to the items identified in the attached memo, I have a few Holiday related updates and questions on which I would like some Council feedback. LAPEN HILLS MEMORANDUM DATE: November 29,2010 TO: Honorable Mayor and City Council Members - FROM: Patrick Klaers, City Administrator - SUBJECT: Staff Updates Background As time allows, I would like to verbally update the City Council on a number of current - activities. The list of update items includes the following: 1. Facility Fee discussion— PTRC 2. TIF Development District map 3. 2011 PMP auto cad services 4. Public Works union contract requests 5. City Council meeting schedule and agendas b. Library 1. Parks and Recreation Manager Michelle 41sen will be at this meeting to discuss with the Council the conversation that took place at the last PTRC meeting regarding fees to Youth Associations for field usage. This issue was noted in the last Admin Update. Attached is the Facility Fees chart that was also in the last Admin Update and a memo from Michelle on this topic. 2. At the last Council meeting on November I Sth, the meeting was running late and I didn't really have time to fully explain the TIF Development District map situation. Per conversations and emails with Stacie Kvilvang, the Development District is just identifying the area in which the City can expend TIF dollars. Placing the entire City in the Development District provides the City with the maximum flexibility in deciding where to best use available TIF funds. Areas excluded from a City-wide Development District map typically are done along lines of demarcation that are easily understood(i.e. roadways) and to exclude AHATS would require a legal description. Staff would have a challenge from a timing point of view and the City from a cost point of view in putting together the legal description for excluding some or all of the AHATS property from the Development District. As noted last meeting, the Development District map needs to be changed as it currently excludes the Presbyterian Homes site. The current Development District map is attached for your review. The recommendation from staff is that the entire City be established as the Development District. Notification of and information on the map boundaries need to be sent out the week of November 29tt' for the December 13`h public hearing_ 3. Please see the attached email from Public Works Director Terry Maurer regarding going out for some contracted auto cad services now in order to move the 2011 PMP forward in a timely fashion. I am in full support of this approach for moving the 2011 PMP forward. 4. I want to share with the Council what the union is initially requesting and hear from the - Council what their expectations are for their level of involvement in the union contract negotiations. 5_ I want to update the Council on the December meeting agendas and the work session schedule for the first few months of 2011. Also I need to hear more from the Council on their ideas for a Goals and Priorities Retreat. 6. Per voice mail message from Library Director Susan Nemitz, there has not been any change in the County plans to close the Arden Hills Library on January 1, 2011. _ EN HILLS MEMORANDUM DATE: November 29, 2010 TO: Honorable Mayor and City Council Members - Patrick Klaers, City Administrator FROM: Michelle Olson, Parks and Recreation Manager SUBJECT: Facility Fees Background In November of 2009, when the City Council included Cummings Park irrigation in the 2010 CIP, there was a brief discussion regarding charging facility fees. Based on that City Council discussion, this issue was added to the 2010 PTRC Goals. However, due to staff turnover, these goals may not have been reviewed and approved by City Council. The PTRC has begun discussions and analysis of this issue. Attached is staff's research on what surrounding communities currently charge and fee impact information. Staff would like to ensure that the City Council wants the PTRC to analyze this issue and present a reconnmendation to the City Council early in 2011. 11Metro-inet.us4ardenhillslPR&PMParkslMemoslCouncil MemosW 292010 Facility fees.doc a L w a -- rn _.e fl w m a� o q p °' v a vo Siv ' r®- N CL Z .a QLn q cn Co O v m` a a v y no Q CL ,s, aL CD C�o W o c o c cn o CDQ o o >- o �.i to CT; er i ro ri a�i ni rn v v ri v m r-E `� I-I N 0 N Vi- V}V} V} s s s OH a ro c: O Mail-N o (D v 0 0 0 CD Ln Srz r zn CD w 4 > : o ro c p you o o c o • oo m m r`nv W 0 s V} lI} N L v-} LL {/} to L in C Y ro ro cu ?gip v o E c J5 O C o ° -� n a ro 41 o cr- The majority of youth field use in Arden Hills comes from the Association Use. Below is an estimate of fees we would have collected from 2010—if we had a youth field fee. If we charged$5.00 per 4 hour time block: Association: Shoreview Area Youth Baseball (SAY$) _ Games: $ 520.00 _ Practice: 2,120.00 TOTAL $2,640.00 North Suburban Soccer Association (NSSA) Games/Practice: $ 180.00 TOTAL- $2,820.00 If we charged$15.00 per 4 hour block: Association: Shoreview Area Youth Baseball (SAYE) Games: $ 1,560.00 Practice: $6,360.00 TOTAL $ 7,920.00 North Suburban Soccer Association (NSSA) Games/Practice: $ 540.00 TOTAL: $8,460.00 Things to consider regarding fees: 1. Administration of the fees will take extra staff time. The per hour fee is more difficult to manage than a 3 or 4 hour time block. In most cases,groups will only book for an hour or two and use the fields for a longer period of time. 2. Practices for the associations are assigned in a block of time_ For example,Perry#3 is assigned to SAYB Mondays and Tuesdays all spring/summer from 5-dusk. They assign their own coaches. The associations would be reluctant to book time slots if they have to pay for each time slot,whether it is used or not. Therefore,they may send coaches to us to schedule and this would be very high maintenance for our staff. 3. If we decide not to charge associations,the youth facility/field fees would end up being minimal. The majority of field use comes from the associations. 4. Expectations for field conditions become a problem when fees are instituted. The users expect fields to be dragged daily versus our standard every other day and game days. Mowing expectations become unrealistic. 5. The association will use the fields as minimally as possible when there is a fee involved. They will go to surrounding suburbs that don't have fees. A�EN HILLS 31 �- Ji City of Arden Hills Development District No. 1 R 5' ' 1=1 Development District No. I 1 " TIF District#3 -man! .0 i ............. 0 M25 0.5 1 Miles .......... .............- Map Created., October 28, 2009 From:Terry Maurer Sent: Wednesday, November 24, 2010 8:00 AM To: Patrick Klaers Subject: FW: CAD Technician Hourly Billing Rates Pat, In thinking about the plan preparation process for the 2011 PMP project, I believe the best,fastest and most cost effective way to proceed would be to use the Roseville staff. Matt who prepared the feasibility study will be available until the end of January and could have plans and specs ready to be bid by that time_ I have checked with Roseville (Kris and Deb)and they have the capacity to do this work with the exception of an autocadd technician. I have asked Matt for an estimate of the number of hours he would need an autocadd technician to complete the plans. He estimated _ about 120 hours. I also asked Matt to pull out the consultant rates for autocadd technicians from the proposals we received for the Old Snelling work recently contracted with Kimley Horn. (The rates are in the email below)The lowest - hourly rate for a technician was$65/hour from Elfering and Associates- I did place a call to them to them to see if they _ were interested in contracting for this service and who would be available. (It's a technician I have had do work for me at Elk River) I am requesting that we contract with Elfering and Associates for a technician to assist Roseville staff in preparing the 2011 PMP plans so that the project will be ready to bid by the end of January. The total cost of this service would certainly be under$10,000 and probably more like$7,500. Let me know your thoughts on this suggestion. Terry From: Matt Woodruff Sent:Tuesday, November 16, 2010 4:03 PM To:Terry Maurer Subject: CAD Technician Hourly Billing Rates All of these were taken from the Snelling Avenue RFQ(September 2010): Elfering $50-$7S Kimley-Horn $80 WSB $105 Bolten&Menk $90 Kemper&Assoc $80 Passe Engineering $80 Hult&Assoc $70 M FRA ? Matt Woodruff, PE Civil Engineer City of Arden Hills (651)792-7057 i