HomeMy WebLinkAbout12-19-05 Mayor: 1245 W.Highway 96
Beverly Aplikowski EN HILLS Arden Hills,Minnesota
55112
Councilmembers: 651.634.5120
�-- David Grant Arden Hills City Council
www.ci.arden-hills.mn.us
Brenda Holden
Gregg Larson SPECIAL COUNCIL MEETING
Lois Rem AND
REGULAR WORK SESSION
5:00 p.m.
Monday, December 19, 2005
Agenda
1. Call to Order
2. Regular Meeting Agenda Item:
A. Approve Claims and Payroll
3. Work Session Agenda Items Staff/Presenters Time
A. Code Enforcement Issues Dave Scherbel 5:05
B. Cable TV and Technology Issues Craig Wilson 5:30
C. 2006 PMP-Ridgewood Neighborhood Greg Brown/Tom Moore 6:00
Project Update
D. Lift Station #7 Repair Agreement—In Greg Brown/Tom Moore 7:00
Conjunction with Presbyterian Homes
E. Fraud Case: City Response to Residents Michelle Wolfe 7:30
F. Neighborhood Meetings Recap Michelle Wolfe 8:00
G. Various Updates: .f
Michelle Wol e 8:30
a. City Council/City Staff Retreat
b. City Council Vacancy
c. New Engineer/City Engineer Status
H. Fund Transfer Discussion (verbal) Murtuza Siddiqui 9:00
4. Council Reports
A. Councilmember Holden
B. Councilmember Larson
C. Councilmember Rem
D. Councilmember Grant
E. Mayor Aplikowski
ARQEN HILLS
City of Arden Hills
Request for Council Action
Prepared by: Murtuza Siddiqui V(VS Agenda Item 2 /q
Dept.: Finance
Council Mtg. Date: December 19,2005 Claims&Payroll
Final Action Needed By: December 19,2005 Budgeted Amount: Across City Budget-All Funds
Actual Amount: See Financial Implications
Funding Source: Across City Budget-All Funds
Council Action Request:
Review and Approve Consent Agenda Item 3.A.-Claims and Payroll
Staff Recommendation:
Approve Consent Agenda Item 3.A. -Claims and Payroll
Advisory Commission Action:
Commission Date Action
Planning Not Applicable
PTRC Not Applicable
-- -
„ Not applicable
Supporting Documents(which are attached to this Action Form):
❑ Memo/Letter:
❑ Resolution (No. )
❑Ordinance(No. )
❑ Engineering Recommendation:
❑Attorney Recommendation:
❑ Other:
Payroll and Claims Reports
Financial Implications:
Payroll#25-$54,956.12
Accounts Payable Claims Since 12/12/05 Council Meeting:
1. Paid Claims-Batch 004-12-2005: $ 53.91
2. Paid Claims- Batch 005-12-2005: $ 4,746.21
3. Paid Claims-Batch 007-12-2005: $163,668.87
4. Unpaid Claims-Batch 006-12-2005: $310,771.72
Claims Total $479,240.71
Administrator/Staff Comments:
Page 1 of 1
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EN HILLS
MEMORANDUM
DATE: December 14, 2005 Agenda Item 3.A
TO: Honorable Mayor and City Councilmembers
Michelle Wolfe, City Administrator
FROM: Dave Scherbel, Building Official
SUBJECT: Code Enforcement Issues
CC: Karen Barton; Community Development Director
John Mennenga; Building Inspector
Background
Staff seeks input and direction from council on a few zoning code enforcement issues.
Waste Receptacles
In the past, staff has spent considerable time on enforcing complaints regarding trash cans.
Chapter 6, sec. G-2a of our zoning code reads as follows:
"Containment. In all districts, all waste materials, debris, refuse, or garbage shall
be kept in an enclosed building or be properly screened and contained in a closed
container designed for such purpose so as not to be visible from adjoining
properties or public streets."
In addition, Section 620.04 of the City Code states:
"The containers shall be kept in an accessible location for collection and shall be
kept in a location on the owner's premises that is as nonconspicuous as
practicable from adjoining premises."
As policy, staff has allowed refuse containers to be placed on the side of the home, in the least
conspicuous position, as long as they were not located in the front yard. Recently staff received
a complaint on a refuse container being located in the front yard. When staff investigated the
complaint, staff noticed that numerous other surrounding homes were also in violation. Staff
ended up sending out over 20 letters for the refuse violation. Many of the homes were unable to
properly screen the containers from adjacent properties and had to place the containers in the
Memo Regarding Code Enforcement Issues
December 14, 2005
Page 2 of 2
garage or shed. Most residents complied. Others complied for the inspection date but not for the
long term.
Membrane Structures
Another item staff would like to discuss is membrane structures. These are typically made of an
aluminum frame with poly, canvas, or similar material. They are intended to be temporary, but
most residents usually leave for periods greater than a year. Chapter 6, sec. F-lh of our zoning
code reads:
"Private Garages. The minimum setbacks of private garages shall be as
required for accessory structures in the district and the exterior finish shall be
compatible with the principal building served by the private garage."
Staff has interpreted this to mean that all accessory structures are intended to blend or have
similar materials as the principal structure. Membrane structures have not been allowed.
Vehicle Parking on Grass, Fences,Etc.
Staff would also like to discuss the issue that vehicles are not allowed to be parked on grass, but
motorized 30 foot RV's are allowed. Maximum height of fences, no more than four vehicles
parked in driveway, and any other code enforcement issues council may wish to discuss.
\\Metro-inet.us\ardenhills\Building\Building Official\Memo\Code Enforcement Issues.DOC
It
EN HILLS
MEMORANDUM
DATE: December 14, 2005 AGENDA ITEM 3.B
TO: Mayor and City Council
FROM: Michelle Wolfe, City Administrator
SUBJECT: Discussion of Cable TV and Related Communications Issues
Craig Wilson, who represents Arden Hills on the North Suburban Cable Commission, will be
present at the Work Session to provide an update on Cable TV and related technology issues.
\\Metro-inet.us\ardenhills\Admin\City Administrator\Memo\2005\12-14-05 Memo RE Cable.doc
URS
Agenda Item 3.0
MEMORANDUM
Thresher Square
700 Third Street South
Minneapolis,MN 55415
Phone: (612)370-0700
Fax: (612)370-1378
To: Ms.Michelle Wolfe/ Copy: Tom Moore/AH File: 31809837
City of Arden Hills Frank Ticknor/URS
From: Greg Brown
Arden Hills City Engineer
Date: December 14,2005
Subject: 2006 PMP Discussion
Background
The Ridgewood Neighborhood was identified for pavement reconstruction in 2006 as a part of the
ongoing City pavement management program.Neighborhood meetings were held in January and March
and meetings with the Lake Johanna Beach Club were held in April and July.The feasilibity Report for
the project was received by Council on August 8,2005 and a public hearing was conducted on August 29,
2005.
Worksession Discussion
We are seeking direction from the council regarding the options outlined in the feasibility report and
formal authorization to proceed with final design of the project.If general consensus is reached on the
options a formal motion will be prepared for the January 9'h Meeting.The following is a summary of the
design issues outlined in the feasibility report:
a. Ridgewood Court Option
— Reconstruct or No Improvement
— Staff recommendation: No Improvement
b. Street Widths
Report recommends 22 foot face to face of curb
C. Siems Court Wall Option
1 -Reconstruct roadways and driveways essentially as is
2 -Remove portion of joint driveway and retaining wall, lower Siems Court 1 ft
remove trees as necessary,reconstruct individual driveways,minimize new retaining
wall area
-Staff recommendation: Option 2 (work with affected residents on final configuration of
driveways and walls)
d. Ridgewood Road ROW Issue: A portion of Ridgewood Road currently exists on private property
1 —Shift new roadway to the northeast(impacts trees, landscaping,decorative stone walls)
2—Acquire approximately 2,030 square feet of right of way(market value approx.
$10,000 however city may be able to invoke adverse possession statute and minimize cost)
Memorandum
December 14, 2005
Page 2
-Staff recommendation: Option 2
e. Roundabout Option
-Staff recommendation:No roundabouts.
f. Sidewalk Option
-Staff recommendation:No sidewalks.
g. Curb and Gutter Option
-6"Barrier Curb
-4"Barrier Curb
-4"Surmountable Curb
-Staff recommendation: 6"barrier curb is preferred by staff for maintenance purposes
however through the public meetings to date there appears to be a majority of residents
who favor the 4"surmountable curb. Past decisions on curb have been largely based upon
neighborhood input.
h. Assessments
-Include Beach Club Association property as an assessable entity(12 equivalent units)
resulting in an estimated unit assessment rate of$6,500
-Do not include Beach Club Association as an assessable entity resulting in an estimated
unit assessment rate of$8,800
-Conduct Assessment Hearing prior to construction or following construction
Staff Recommendation: Include Beach Club Association as an assessable entity and hold
assessment hearing following construction(October,2006)
i. Watermain Improvement Scope
-Staff recommendation: Include replacement of all valves,hydrants in neighborhood as
well as the watermain along Arden Place.Additional watermain would only be replaced if
conditions warrant from field inspection.
J. Sanitary Sewer Improvement Scope
-Staff recommendation: Replace forcemain from LS#3 and LS#7
k. Storm Drainage
-Pursue agreement with residents adjacent to Lift Station#3 to incorporate public pond
-Pursue agreement with Island Beach Club to incorporate ponding/infiltration in wetland
area along Ridgewood Road
UIC5
AGENDA ITEM 3D
Thresher Square
700 Third Street South
Minneapolis,MN 55415
Phone: (612)370-0700
Fax: (612)370-1378
To: Michelle Wolfe/Arden Hills File: 31809367
City Administrator
From: Gregory S.Brown
Arden Hills City Engineer
Date: December 19, 2005
Subject: Lift Station#7 Memorandum of Understanding with Presbyterian Homes
Background
The City of Arden Hills upgraded Lift Station#7 in 2004 with a submersible pump system as a part of the
systematic upgrade of the city's lift station network. Lift Station#7 is located on an easement within
Presbyterian Homes property adjacent to Lake Johanna.The lift station primarily serves Presbyterian
Homes and a few residences along Sandeen Road.
City maintenance staff had spent an increasing amount of labor over the past few years manually
removing significant amounts of fabric materials(clothes, rags,towels)from the pumps at Lift Station 7
to keep them operating properly. The City approached Presbyterian Homes earlier this year to discuss the
problem and develop potential solutions.The solution agreed to by Presbyterian Homes engineer and City
staff included the installation of pumps with ability to chop or shred materials moving through the station.
Presbyterian Homes purchased two chopper pumps and salvaged the existing pumps(one year old)for
future use by the city(planned for Lift Station#1). The station has been operating with normal
maintenance effort since the chopper pumps were installed this past summer.
Memorandum of Understanding
The attached Memorandum of Understanding formalizes the responsibilities for Presbyterian Homes and
the City regarding Lift Station#7 pumping equipment. The agreement requires Presbyterian Homes to
purchase the two chopper pumps and a spare parts kit(this was accomplished last summer). The City is
responsible to perform normal maintenance and operation of the station. In the future,when the chopper
pumps require replacement due to age or condition,Presbyterian Homes will reimburse the City for the
incremental cost of chopper pumps over standard 5HP sewage pumps at that time. The chopper pumps
currently cost approximately$9,000 more per pump than standard 5HP sewage pumps.
Recommendation
The Arden Hills City Engineer,City Administrator and City Attorney have reviewed the language in the
Memorandum of Understanding and recommend that the Council authorize the execution of the MOU at
the next Council meeting.
a
�
CITY OF ARDEN HILLS DRAFT
PRESBYTERIAN HOMES OF ARDEN HILLS, INC.
MEMORANDUM OF UNDERSTANDING
LIFT STATION #7
1.0 PARTIES. This Memorandum of Understanding is entered into by and between
THE CITY OF ARDEN HILLS, a Minnesota statutory city (the "City") and
PRESBYTERIAN HOMES OF ARDEN HILLS, INC., a Minnesota non-profit
corporation ("Presbyterian Homes").
2.0 RECITALS.
A. City Sanitary Lift Station #7 ("Lift Station #7) receives sewage from the
southwest portion of the City. Lift Station #7 was equipped with two (2)
submersible five (5) horse power standard sewage pumps ("5 HP
Pumps").
B. The southwest portion of the City is predominately a single family
residential neighborhood, but also includes an assisted living facility
owned and operated by Presbyterian Homes (the "Assisted Living
Facility").
C. The Assisted Living Facility residents and/or staff discharge soiled
clothing and diapers into the sanitary sewer system which flows from the
Assisted Living Facility to Lift Station #7.
D. The discharge of the sewage from the Assisted Living Facility clogs the
pumps in Lift Station #7 which requires constant and excessive
maintenance by the City's public work staff in order to ensure that Lift
Station #7 continues to function properly.
3.0 UNDERSTANDING. In recognition of the unusual and costly maintenance
necessitated by the discharge from the Assisted Living Facility, Presbyterian
Homes paid for the purchase of two (2) submersible chopper pumps (the
"Chopper Pumps") to be installed by the City at Lift Station #7 and for the
purchase of a spare part kit for such pumps, subject to the following
conditions:
A. The Chopper Pumps and spare part kit will be owned by the City.
B. Upon installation of the Chopper Pumps, the City will maintain the
Chopper Pumps as part of its routine maintenance program.
C. When the Chopper Pumps for Lift Station #7 need to replaced,
Presbyterian Homes will reimburse the City for the difference between
the cost of the Chopper Pumps and the cost of 5 HP Pumps at the time
of replacement.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the day
and year first above written.
CITY OF ARDEN HILLS
By:
Beverly Aplikowski
Its: Mayor
PRESBYTERIAN HOMES OF ARDEN HILLS, INC.
By:
Name:
Its:
STATE OF MINNESOTA )
COUNTY OF )
On this day of , 2005, before me, a notary public within
and for said county, personally appeared Beverly Aplikowski, to me known to be the
Mayor of the City of Arden Hills, and she executed the foregoing instrument and
acknowledged that she executed the same by authority of and on behalf of City of
Arden Hills.
Notary Public
STATE OF MINNESOTA )
COUNTY OF )
On this day of , 2005, before me, a notary public within
and for said county, personally appeared , to me known to be
the of the Presbyterian Homes of Arden Hills, Inc., a
Minnesota corporation, and s/he executed the foregoing instrument and
acknowledged that s/he executed the same by authority of and on behalf of the
corporation.
Notary Public
,4
EN HILLS
MEMORANDUM
DATE: December 14, 2005 AGENDA ITEM 3.E
TO: Mayor and City Council
FROM: Michelle Wolfe, City Administrator
SUBJECT: Fraud Case: Response to Residents
At the December 12 City Council meeting, there was a great deal of discussion regarding the
desire to provide information to our residents about the alleged theft of City funds which was
made public during the past week. Suggestions included sending a letter to all of our residents,
including it in the newsletter or mailing sooner than that, and putting a message on the WEB
page. There was also discussion regarding content of the information.
I previously sent you a copy of the media statement that was provided to the press (another copy
is attached). Below is the statement I read at the City Council meeting on Monday:
"The City Council and staff are profoundly disappointed and dismayed by the actions taken by a
former employee. We have in place a series of safeguards and processes including an annual
audit to protect the City from incidents like this and we have taken additional steps to further
strengthen our processes so this type of incident would not occur in the future. The City is
insured against the losses so the impact on the City budget will be minimal."
While the information about the case is public,we still need to be careful what we say and how
we say it. To that end, I believe review of the material by both the City Attorney and the Media
Consultant would be wise.
I will prepare a draft statement for the WEB site, which can be edited and can also be updated as
new information is available. This same statement can serve as a starting point for a letter to
residents, if the Council desires.
REQUESTED ACTION
Provide direction to staff about the type and timing of communication to the public regarding the
case of alleged theft of City funds.
d Metro-inet.us'�ardenhills\Admin\City Administrator\Memo\2005\12-14-05 Memo RE Fraud Case.doc
4,
FOR IMMEDIATE RELEASE
MEDIA CONTACT: Michelle Wolfe
City Administrator
P: (651) 634-5127
michelle.wolfe ii ci.arden-hills.mn.us
Official Media Statement
ARDEN HILLS-December 9,2005-On Monday, June 27, the City of Arden Hills staff
became aware of some irregularities involving City finances. The irregularities appeared
to involve a City employee.
Immediate actions were undertaken to investigate the irregularities and substantiate the
facts. These steps included contacting the Ramsey County Sheriff's Department, City
Auditor, and City Attorney. On Wednesday, June 29,the City staff met with a Ramsey
County Deputy Sheriff to report information uncovered to date and to initiate a
complaint. A criminal investigation began at that time.
The City of Arden Hills was in possession of enough information to determine that fraud
was committed against the City. As a result, the City Administrator recommended to the
City Council at a Special Meeting on August 19'h that the employment of Sandra Berres,
Finance and Human Resources Assistant, be terminated on the basis of dishonesty in the
performance of duties. Upon approval of the recommendation by the City Council, the
termination was effective immediately.
The City contracted with their auditing firm to conduct an internal review process dating
back to November 2000. The process resulted in the discovery of altered checks totaling
approximately $225,000. All records relating to the internal review process were
provided to the Investigation Unit of the Ramsey County Sheriff's Department. The
Department then continued the criminal investigation,resulting in a report being filed
with the Ramsey County Attorney.
The City Council and staff are profoundly disappointed in the actions taken by this
employee and greatly dismayed by the resulting impacts on the City organization. A
great deal of faith is placed in our employees. We believe we conducted a process to
determine the extent of the situation and are actively putting procedures in place to
prevent such acts in the future.
The City of Arden Hills is committed to providing a strong community that values our
fiscal soundness and our tradition as a desirable city in which to live, work and play. Our
employees continue to carry out their duties with dedication and diligence. The City
takes this matter very seriously and is fully cooperating with all investigative agencies in
an effort to resolve this matter as quickly and as effectively as possible. '�
About the City of Arden Hills
The City of Arden Hills, located in Ramsey County, consists of 6,283 acres (including
the former Twin Cities Army Ammunition Plant). Incorporated in 1951, the current
population is 9,692. Visit the web site at www.ci.arden-hills.mn.us.
--A EN HILLS
MEMORANDUM
DATE: December 14, 2005 AGENDA ITEM 3.F
TO: Mayor and City Council
FROM: Michelle Wolfe, City Administrator
SUBJECT: Neighborhood Meetings Recap
BACKGROUND
This past fall the City held a series of four neighborhood meetings. This was the third year such
meetings were held. Prior to the neighborhood meetings, the City held a Town Hall meeting
once per year.
Attendance at the neighborhood meetings was markedly lower this year. Most of the Council
members have indicated to me a desire to revist the idea of neighborhood meetings and perhaps
look at different options for next year. Some of the ideas that have been mentioned include:
1. Reduce to three or two neighborhood meetings, still going to locations that are out in
"the neighborhoods."
2. Return to the Town Hall meeting concept.
3. Hold two Town Hall meetings at City Hall: one on a week night and one on a
Saturday morning.
There are several other options, including the option to continue with four meetings. While the
memories of the fall meetings were still somewhat fresh in our memories, we wanted to discuss
the options for next year.
REQUESTED ACTION
Discuss options for neighborhood/town hall meetings and provide direction to staff.
\\Metro-inet.us\ardenhiils\Admin\City Administrator\Memo\2005\12-14-05 Memo RE Neighborhood Meetings.doc
It
,-AEN HILLS
MEMORANDUM
DATE: December 14, 2005 AGENDA ITEM 3.G
TO: Mayor and City Council
FROM: Michelle Wolfe, City Administrator
SUBJECT: Various Updates:
1. City Council/City Staff Retreat
2. City Council Vacancy
3. New Engineer/City Engineer Status
CITY COUNCIL/STAFF RETREAT
The past two years we have held a Council/staff retreat in January. It is time to talk about the
2006 retreat. Staff needs directions regarding the following:
1. Timing of the Retreat— With the expected appointment of a new Council member in
later January, we may want to hold off the retreat until February. If everyone can
bring calendars, we can set a date or dates. (In the past we've met on a Friday
afternoon and Saturday morning.)
2. Selection of Facilitator — The City has had somewhat of a trend to have the same
facilitator for two years in a row and then change. Last year we had Jim Prosser from
Ehlers. Jim is now working out of the Illinois office, but I believe would still be
available. Otherwise, we can proceed with a process similar to last year, where we
got quotes from a few possible facilitators and then provided that information to
Council.
3. Topics for the Retreat — I would expect the facilitator to work with all of us on the
development of goals for the retreat. However, if there are any key points or requests
Council would like to make known at this time, it would be good to know.
CITY COUNCIL VACANCY
We will provide a verbal update as to the number of applications we've received. If we haven't
accomplished setting an interview date by Monday, we can select the date or dates on Monday
evening.
Various Updates
December 14, 2005
Page 2 of 2
NEW ENGINEER: CITY ENGINEER STATUS
With the new Civil Engineer starting in early January, we need to have a discussion as to who we
wish to designate as official "City Engineer". URS currently serves in that role for us. The City
Engineer is the person authorized to sign engineering plans. This responsibility was not
anticipated for the newly created Civil Engineer position — it would really mean the position
would be more of a department head level and would have higher job and salary requirements.
In addition, the Civil Engineer will not be able to fulfill all of the engineering needs that the City
has, so we will continue to have a strong need for consulting engineers. Therefore, I believe
there are two options for us: (1) Appoint the City of Roseville's City Engineer and our City
Engineer; or (2) Continue with URS serving as' our City Engineer. We could also delay the
decision for a little while, continuing with URS in that role until the Civil Engineer has been on
board for a while and we've worked closely with Roseville for awhile. My recommendation is
that we appoint Roseville's City Engineer as our City Engineer. Since that person will be the
direct supervisor of the Civil Engineer, and the Civil Engineer will be coordinating all of our
engineering needs, I think it makes more sense from an organizational perspective. City Council
needs to discuss the options and decide what you are most comfortable with.
\\Metro-inet.us\ardenhills\Admin\City Administrator\Memo\2005\12-14-05 Memo RE Various Updates.doc
s