HomeMy WebLinkAbout2C, Review City Representatives on City and Local Committees & Boards i
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,-S�EN HILLS
Request for Council Action
2C
Prepared By: Patrick Klaers, City Administrator i Work Session Date: January 30,2012
Review City Representatives on City and Local Committees/Boards
Budgeted Amount: Actual Amount: Funding Source:
N/A N/A N/A
Discussion topic:
Discussion regarding appointments for the Beyond the Yellow Ribbon Organization, the B2 Corridor
Advisory Committee, the Ramsey County League of Local Governments (RCLLG), the Karth Lake
Improvement Committee,and for Northwest Youth and Family Services(NYFS).
Supporting Documents:
1. Memorandum dated January 30, 2012,from Patrick Klaers,City Administrator.
2. Attachment A: Beyond the Yellow Ribbon Information(2 pages).
3. Attachment B: B2 Work Plan for Phase I.
4. Attachment C: B2 Appointment Memo from Jill Hutmacher.
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MEMORANDUM
DATE: January 30, 2012
TO: Honorable Mayor and City Councilmembe s
FROM: Patrick Klaers, City Administrator *�
SUBJECT: City Representatives on City and Local Committees/Boards
Back2round/Discussion
Annually the Mayor requests City Council approval of Council Liaison appointments
and the appointment of City representatives to various City and local Boards and
Commissions. This item is on the January 30, 2012, agenda for Council consideration
and approval.
Some of the appointees remain the same for a few years in a row and some
appointments change frequently. It just depends on the makeup of the Council,
individual requests, and how the Mayor recommends the appointments get balanced out
between the Councilmembers.
Before the 2012 appointments are approved, a few items should be discussed by the
Council.
• The Beyond the Yellow Ribbon (BYR) Organization is a new committee for
Suburban Ramsey County. The Council may want to make an appointment to
the Steering Committee of this organization. The City representative is not
required to be a City Councilmember. In fact, at the Ramsey County League of
Local Governments meeting on January 26th, it was stated during an update by
Ady Wickstrom, that the BYR Organization should be a community lead effort
and not a city lead effort, and that it is best if the City representative is not a City
Councilmember. I am not sure if the Council wants this BYR appointment
included in the Organizational Resolution or not. At this time this BYR
appointment is not included in the Resolution. The BYR Steering Committee
meets monthly at 7:00 p.m. at the Roseville City Hall (see attachments).
• A new committee appointment is being requested. The appointment request is
for two Councilmembers to be placed on the B2 Corridor Advisory Committee
(CAC). During Phase I of the B2 Improvement project,the CAC is expected to
City Council Meeting
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meet 3 times. They will likely meet during the work day. Phase I should take
about six months to complete. I assume the CAC will continue to meet
throughout the project (to be completed in about 2015). This appointment does
not need to be part of the Organizational Resolution as it will be a short term
type of appointment - much like Nick being on the City Website ad hoc
Committee (although the website group is meeting 2 or 3 times a month). The
B2 CAC will include Councilmembers, business owners and the staff/consultant
management team (please see the attached B2 Phase I Work Plan). I would
respectfully suggest that Fran and Ed be appointed as Council representatives to
the CAC. Ed is scheduled to be appointed to the EDC and has expressed interest
in this B2 Committee and Fran has previously expressed concerns over the
current B2 plan and has also expressed interest in being on this committee. Staff
will also be looking for Council direction regarding the appointment of business
owners onto the CAC. Please see the attached memo from Jill on this Corridor
Advisory Committee and the appointment of business representatives.
• Someone from the Council should be appointed to the Ramsey County League of
Local Governments (RCLLG). I am the Alternate and either the representative
or the Alternate can vote at the Board meeting. The RCLLG meets about 6 times
a year at night for 2 hours and the Board usually meets prior to the RCLLG at
5:30 p.m. for 1 hour. I have been going to about half of the meetings.
• There does not appear to be a need for a Council appointment and a staff
member to both attend the Karth Lake meetings. This group meets at 7:00 p.m.
on a quarterly basis. The meetings are scheduled for the second Tuesday of
April, July, October, and December. Typically, some of these meetings get
cancelled. The group is in existence due to state law requirements for the Karth
Lake Improvement Project and assessment that was approved by the City
Council
• Northwest Youth & Family Services (NYFS) - the responsibilities of the
appointee need to be discussed. Based on a telephone conversation I had with
Jerry Hromatka, NYFS president and CEO, the NYFS expects a substantial
commitment from the appointee. However, the City is not required to have a
representative on the Board; it is the City's option and opportunity to have
someone on the Board. The City of Saint Anthony does not have any
representative on the Board. Also, the City representative does not have to be a
City Councilmember. The NYFS meets monthly on the 3rd Thursday at 7:00
a.m. The Board has a limit of 19 members (there currently are 16 members).
Board members also are expected to sit on one or two of the NYFS standing
committees. The NYFS has two main fundraising activities - one in the spring
and one in the fall and members are expected to network and promote these
events. The NYFS desires a 3-year commitment from its Board members.
Councilmember Holden has been active in the NYFS and can offer further
insight as to the expected workload for the next appointee.
City Council Meeting
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Attachments
Beyond the Yellow Ribbon Information(2 pages)
B2 Work Plan
B2 Appointment Memo from Jill Hutmacher
City Council Meeting
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Attachment A
Beyond the Yellow Ribbon Information
Beyond the Yellow Ribbon of
Suburban Ramsey County
Beyond the Yellow Ribbon is a comprehensive program that creates awareness for the purpose of
connecting service members,veterans and their families with community support,training,services and
resources.
We do this by:
l. Creating awareness through the community campaigns and synchronizing sustainable community support
networks.
2. Connecting and coordinating organizations, agencies, and companies to provide resources and support to
service members, veterans and their families.
3. Delivering a series of formal training events to service members,veterans and their families before,during
and after deployment.
4. Providing an opportunity for Minnesotans to support service members,veterans and their families.
Beyond the Yellow Ribbon is united to bring service members all the way home.
Suburban Ramsey County is building a Beyond the Yellow Ribbon organization for their community.The
community is made up of all cities in Suburban Ramsey County and supports service members,veterans and
their families in this area.
Steering Committee meetings are held monthly to develop and support a sustainable action plan for the Beyond
the Yellow Ribbon organization within Suburban Ramsey County.Meetings are attended by steering committee
members and are held the third Thursday of every month, at 7pm, in the lower level of the Roseville City Hall
building, 26660 Civic Center Drive,Roseville.
To participate in the Beyond the Yellow Ribbon of Suburban Ramsey County network,please complete the
volunteer form.
If you are a service member that would like to hear about events and activities networked through our
organization,please complete the Service Members' information form to begin receiving communications from
us.
For further questions contact:
Captain Jeff Pratt Alison Bibeau
Yellow Ribbon Outreach Coordinator Beyond the Yellow Ribbon of Suburban Ramsey County Chair
jeffrey d prattga us.army.mil becluadraboghotmail.com
Tel: 651.778.8221
93 Beyond the Yellow Ribbon- Suburban Ramsey County Facebook group
Beyond the Yellow Ribbon State Web site:www BeyondTheYellow Ubbon.or�
Beyond the Yellow Ribbon of Suburban
Ramsey County
Volunteer Form
Beyond the Yellow Ribbon is a comprehensive program that creates awareness for the purpose of connecting
service members,veterans and their families with community support,training,services and resources.
Name:
Address:
Phone#: E-mail:
I am interested in providing my support to the Beyond The Yellow Ribbon of Suburban Ramsey County program
in the following ways(check all that apply):
Ongoing Participation:
❑ Participate on the Steering Committee
❑ Participate on one or more of the following sub-committees(check all that apply):
❑ Businesses/Employers ❑ Public Safety/Judicial
❑ City Leadership ❑ Social.Services/Medical Providers
❑ Education/Youth ❑ Veteran Organizations/Civic Organizations
❑ Faith-based
Business/Program:
❑Provide discounts/deals/special offers to service members,veterans and/or their families
❑Donate money or goods from my business for events
❑Offer training/resources/professional services,etc.through my business/contacts
❑Distribute/market information within my organization/network
❑Other(please specify):
Ad-hoc Volunteer Work:
❑Assist with special events
❑ Seasonal outside maintenance tasks(e.g. lawn mowing,snow removal,etc.)
❑Provide meals for families or baked goods for special events such as birthdays
❑Provide babysitting to give wives/husbands with a deployed spouse time for errands,grocery shopping,or
medical appointments. (1 understand that there are specific requirements that must be met to be a volunteer
babysitter.)
❑Make cards/packages to be mailed to service members or distributed at a variety of yearly events.
❑Offer my professional service for a specific need(e.g.handyman,painter,plumber,or electrician),please specify skills:
❑ Donate money in response to a specific need of a military family,such as a new appliance,emergency
handyman work,or car maintenance.
❑ Other(please specify):
By volunteering,I give my permission and understand that I will be contacted by any member of the Beyond the Yellow
Ribbon of Suburban Ramsey County program.Additionally,I give my permission to include my e-mail in the groups'
distribution list so I receive volunteer requests and information about the Beyond the Yellow Ribbon of Suburban Ramsey
County meetings and action plans.I understand that my e-mail will not be shared or used for any other purpose.
I am aware that I can cancel any of the above permissions at any time.I am free to respond or not respond to any
correspondence.
After saving,e-mail this completed form to beguadrabona,hotmail.com
Beyond the Yellow Ribbon- Suburban Ramsey Cotmty Facebook group
Beyond the Yellow Ribbon State Web site: www BeyondTheYellowRibbon.org
Attachment B
B2 Work Plan for Phase 1
City of Arden Hills is interested in exploring potential corridor improvements along County Road E between
Hamline Avenue and Lexington Avenue as part of an enhancement of the B2 Zoning District. Main objectives of
the B-2 Implementation Plan include determining the scope of access management and streetscape enhancements
within the district. Two phases of implementation have been identified to establish a project prior to moving into
detailed design and construction.
We have identified necessary tasks for the successful completion of the B-2 Implementation Plan Phase 1 work as
requested by the City of Arden Hills staff. We anticipate building upon the work completed as part of the
Guiding Plan for B2 District Approved by the City Council—October 27,2008,and incorporating new
information related to land use,economic indicators,County's Master Road Plan,and stakeholder input. A
summary of our approach to the key project elements is outlined in the following task descriptions.
TASK 1: PROJECT MANAGEMENT
Objective:Provide accurate and timely coordination and facilitation services for the duration of the project.
Task 1,1:Project Administration and Coordination
The City of Arden Hills and its project partners can expect effective project management from the Bolton&
Menk/HKGi team. Our project team will be lead by Marcus Thomas as Project Manager. He will prepare a detailed
schedule of activities to illustrate the interdependence of various tasks and those which are on the critical path.Mr.
Thomas will ensure project expectations are understood and met in a timely and efficient manner.He will work
closely with the City of Arden Hill's Project Manager to ensure clear and consistent communications are occurring
and will institute foresight for upcoming tasks and challenges. Mr.Thomas will rely upon Chris Chromy to lead the
traffic and transportation tasks as well as Paul Paige to lead the urban design and landscape architecture tasks.
The consultant team will remain available to city staff to meet as needed to coordinate the project. Through
informal meetings and/or conference calls,we will proactively lead city staff through the study process.
Deliverables:Facilitation of work plan,monthly progress reports and invoices,schedule updates.
TASK 2: PUBLIC AND AGENCY COMMUNICATION
Objective`Present information at meetings,provide clear and understandable information,incorporate viable
public comments into design solutions,and promote an informed decision-making process for stakeholders.
Task 2.1:Project Management Team(PMT)
The PMT will include members of the consultant team,Arden Hills staff,Ramsey County staff,and other
agencies or stakeholders identified by PMT. The role of the PMT will be to consider technical findings and
public input to establish a recommended course of action. A critical objective of the PMT will be to balance the
goals of the City's B-2 District with the safety and mobility requirements of the County. A total of 6 PMT
meetings are anticipated in Phase 1 of the B-2 Implementation Plan.
Task 2.2: Corridor Advisory Committee(CAC)
The CAC will include members of the PMT,appointed city council member(s),3-5 business/property owners,
and other stakeholders identified by PMT. The purpose of the CAC will be to enable stakeholder involvement
and promote transparency in decision-making. A total of 3 CAC meetings are anticipated in Phase 1.
Task 2.3:Business and Property Owner Meetings
Consultant team staff will lead discussions with the business and property owners within the corridor in order to
garner input regarding desired streetscape and access needs. A primary objective of these meetings is to compile
local area interests in order to coalesce them with the overarching goals of the City and its existing Guiding Plan.
Two(2)public information meetings will be held during Phase 1. The first will reintroduce the purpose and need
for the B-2 District as well as collect input from those directly affected by the improvement. The second will
present Phase 1 findings and outline the next steps towards collaborative solutions. In between the two public
informational meetings,consultant staff will meet with individual business and/or property owners to establish a
better understanding of transportation and accessibilities needs,visual quality preferences,and input on proposed
concepts. There are up to 27 properties that rely on County Road E for access and/or visibility,including 14
properties that are immediately adjacent to the corridor. We anticipate up to 30 meetings with individuals or
small groups with common interests will be necessary during Phase 1.
Task 2.4:City Council Presentation
Bolton&Menk and HKGi will present input and findings from the business and property owner meetings as well
as CAC to the City Council for its input and consideration. We will attend one mid-term meeting with the City
Council to report on project progress and public participation received to date. A second meeting will be held at
the completion of Phase 1 to present our findings and recommendations.
City participation:Attendance and participation in PMT,CAC,and Public Informational Meetings;Provide
property owner contact information and assist with Public Information Meeting notifications and logistics.
Deliverables:PMT and CAC meeting agendas and summaries;Business/Property Owner Meeting Summaries,
PowerPoint presentation to City Council.
TASK 3: CONCEPT DEVELOPMENT AND EVALUATION
Objective:Begin development of corridor improvement concepts,evaluate concepts' abilities to meet the project
purpose and need,narrow concepts.
Task 3.1:Streetscape Intensity and Identity
HKGi will lead discussions on corridor identify and potential levels of streetscape. HKGi will present multiple
levels of streetscape intensity and amenity options to the PMT,CAC,and business/property owners. A total
intensity levels will be described and illustrated to help gage agency and property ow ner preferences. General
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guidance on the benefits and cost of each will be provided.
Task 3.2. Utility Evaluation
Bolton&Menk will work with city public works staff and private utility owners to identify existing utilities
within the County Road E corridor and to determine what levels of relocations or upgrades that may be needed
within the corridor. We will engage Xcel Energy to consider relocation or improvement options for electrical
boxes within the corridor and associated costs for said improvements. Preliminary cost estimates will be prepared
for public utility improvements.
Task 3.3: Traffic and Transportation Concepts
The consultant team will update traffic and transportation work completed as part of the previous study in close
coordination with the PMT. We will collect updated turning movement data for each of the public street
intersections as well as high volume private access points. Data collection will include pedestrian volumes along
the corridor as well as those crossing the corridor. Depending on the time of year the data is collected,traffic and
pedestrian data may be adjusted for seasonal variations based on historic data collected in the Twin Cities. Data
will be collected at up to seven(7)public street intersections as well as mid-block high volume private accesses.
A comprehensive inventory and assessment of existing roadway access will be prepared including a description of
each access's purpose relative to the associated land use,its need and potential for removal,and any circulation
improvements necessary to mitigate closure. Several access concepts will be developed in close coordination
with potential circulation and land use modifications. We will evaluate existing and future traffic conditions
relative to proposed access and land use concepts and quantify mobility measures of effectiveness such as level of
service of intersections, corridor travel time,and intersection control needs.
We will build upon the work completed to date as well as identify new options for access management and traffic
control. Specific emphasis will be placed on the interdependence of land use and transportation. Our concepts
will consider land use configuration relative to access and vice versa. For redevelopment concepts,we will
review potential for higher density land use and quantify the net effect relative to automobile and pedestrian trips
generated and mobility measures. More specifically,we will focus on potential redevelopment concepts on the
Arden Plaza and former Holiday Inn sites and evaluate associated traffic implications with each.
Task 3.4: Funding and Financing Alternatives
Bolton&Menk will explore funding and financing alternatives for the concepts as an integral component to the
concept development and evaluation. We will work to quantify potential benefits to stakeholders including
adjacent properties,Ramsey County,utility customers,and others as a means to determine cost sharing between
agencies,potential approach to assessments,utility fund availability,and other public funding and financing
options.
Task 3.5: Reporting
A comprehensive Phase 1 Implementation report will be prepared to document CAC and public input,technical
recommendations,preliminary project costs,and an implementation process. The implementation process will
include a critical path schedule of activities and milestones that would need to be achieved in order to reach the
goal of construction in 2014.
City participation: Provide input and guidance on technical analysis and funding options,review and comments
on deliverables.
Detiverabias: Streetscape Intensity presentation;Access Management/Land Use Inventory and Conceptual
Layouts;Traffic Operations Analysis,Preliminary project cost estimates,Funding and financing options;Critical
Path and Milestone schedule to construction
Attachment C
B2 Appointment Memo
from Jill Hutmacher
'It
,- 1ZENHILLS
MEMORANDUM
DATE: January 30, 2012
TO: Honorable Mayor and Councilmembers
FROM: Jill Hutmacher, Community Development Director ;�1j
SUBJECT: B-2 District Advisory Committee
Work has begun on the B-2 Implementation Plan. Bolton& Menk would like to schedule a
meeting of the B-2 Advisory Committee as soon as possible. The Advisory Committee will
consist of City staff, consultants, 1 or 2 Councilmembers, and 3 to 5 business owners in the B-2
District.
The City Council is requested to discuss potential Advisory Committee members so that staff can
contact business owners and determine whether they are willing to participate. The City Council
will be asked to appoint members to the Advisory Committee at the February 13, 2012, regular
meeting.
The City Council may want to consider the following businesses for participation on the
Advisory committee. Each of these businesses has a long tenure in the City and will be directly
affected by the B-2 District Plan. Each of these businesses attended the State of the City event in
September 2011, with the exception of McDonald's which hosted its grant re-opening
celebration later on the same day. Councilmembers may have additional suggestions of potential
business members of the Advisory Committee.
Anchor Bank
Arden Plaza
Brausen's Automotive
Flaherty's Arden Bowl
McDonald's
TAT Properties
City of Arden Hills
City Council Work Session January 30, 2012
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