HomeMy WebLinkAbout04-08-13-R--
Dave McClung
Ed Werner
www.cityofardenhills.org
Arden Hills is a strong community that values its unique environmental setting, strong residential
neighborhoods, vital business community, wellmaintained infrastructure, fiscal soundness, and our
longstanding tradition as a desirable City in which to live, work, and play.
CALL TO ORDER
APPROVAL OF AGENDA
Public inquiries/informational is an opportunity for citizens to bring to the Council's attention any items
not currently on the agenda. In addressing the Council, please state your name and address for the
record, and a brief summary of the specific item being addressed to the Council. To allow adequate time
for each person wishing to address the Council, we ask that individuals limit their comments to three (3)
minutes. Written documents may be distributed to the Council prior to the meeting, or as bench copies,
to allow a more timely presentation.
STAFF COMMENTS
3.A.TCAAP Update
Documents:Memo.pdf
Transportation Update
Documents:
APPROVAL OF MINUTES
4.A.Approve Draft Minutes
January 28, 2013, Regular City Council
January 28, 2013, City Council Work Session
February 11, 2013, Regular City Council
February 11, 2013, City Council Work Session
Documents:---R.pdf,---WS.pdf,---R.pdf,---WS.pdf
Those items listed under the Consent Calendar are considered to be routine by the City Council and will
be enacted by one motion under a Consent Calendar format. There will be no separate discussion of
these items, unless a Councilmember so requests, in which event, the item will be removed from the
general order of business and considered separately in its normal sequence on the agenda.
5.A.
Documents:Memo.pdf
Motion to Authorize City Staff to Begin Summer Work Hours on May 28, 2013, and
Conclude on August 30, 2013
Documents:Memo.pdf
Motion to Approve Payment to Boston Scientific for Pond Dredging at Innovation
Way and County Road F
Documents:Memo.pdf,Attachment A.pdf, Attachment B.pdf, Attachment C.pdf,
Attachment D.pdf, Attachment E.pdf
Motion to Approve the Purchase of a One-Ton Truck
Documents:Memo.pdf,Attachment A.pdf, Attachment B.pdf, Attachment C.pdf
Motion to Approve the Purchase of a Trailer
Documents:Memo.pdf,Attachment A.pdf, Attachment B.pdf
5.F.Motion to Approve Hiring Seasonal Maintenance Workers and Engineering Intern
Documents:Memo.pdf
Park Dedication Escrow Release
Documents:Memo.pdf,Attachment A.pdf
PULLED CONSENT ITEMS
Those items that are pulled from the Consent Calendar will be removed from the general order of
business and considered separately in its normal sequence on the agenda.
8.A.Selection of Consultant for Master Planning Process
Documents:Memo.pdf
Union Contract Negotiations
Documents:Memo.pdf
Street Improvement District Bill
Documents:Memo.pdf,Attachment A.pdf, Attachment B.pdf
9.A.Consider 2013 PMP Bids and Resolution 2013-017 a Resolution Declaring the Amount
to be Assessed and Ordering Preparation of the Assessment Roll and Resolution 2013-
018 a Resolution Setting the Date for the Assessment Hearing
Documents:Memo.pdf,Attachment A.pdf, Attachment B.pdf, Attachment C.pdf,
Attachment D.pdf
COUNCIL COMMENTS
STAFF COMMENTS
MEMORANDUM
DATE: April 8, 2013
TO: Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
FROM: Jill Hutmacher, Community Development Director
SUBJECT: TCAAP Update
The congressional oversight committee and the General Services Administration have approved
closing documents, and t
Determination. Closing is expected to occur in mid-April. On-site building demolition may
begin before the end of April.
The Joint Development Authority met on April 1. The JDA approved contracts for a financial
consultant and attorney and reviewed draft bylaws. The bylaws will be revised according to
Commissioner comments and brought back for consideration at the next JDA meeting scheduled
for May 6, 2013, 5:30 pm in the Arden Hills Council Chambers. The approved JDA minutes for
Two consultant teams for the TCAAP AUAR, Master Plan, and Regulations & Policies were
interviewed on March 29 and April 2. The selection commit
presented to the City Council on April 8.
11
Page of
STAFF COMMENTS
MEMORANDUM
DATE: April 8, 2013
TO: Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
FROM: Terry Maurer, Public Works Director
SUBJECT: Transportation Update
Background
A brief oral update will be provided at the meeting on the US Highway 10 and County Road 96
project.
11
Page of
Approved:
CITY OF ARDEN HILLS, MINNESOTA
REGULAR CITY COUNCIL MEETING
JANUARY 28, 2013
7:00 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS
CALL TO ORDER/ROLL CALL
Pursuant to due call and notice thereof, Mayor David Grant called to order the regular
City Council meeting at 7:03 p.m.
Present:
Mayor David Grant, Councilmembers Brenda Holden, Fran Holmes, Dave
McClung, and Ed Werner
Absent:
None
Also present
: City Administrator Patrick Klaers; Public Works Director Terry Maurer;
Community Development Director Jill Hutmacher; City Planner Meagan Beekman; and
Deputy Clerk Amy Dietl
PLEDGE OF ALLEGIANCE
1. APPROVAL OF AGENDA
MOTION: Councilmember Holden moved and Councilmember Werner seconded a
motion to approve the meeting agenda as presented. The motion carried
unanimously (5-0).
2.PUBLIC INQUIRIES/INFORMATIONAL
Rebecca Synder
, 737 Second Avenue NW, discussed the need for a sidewalk along Valentine
Road to increase safety for students. She presented the Council with a handout and suggested an
additional tax bracket to cover the expense.
Mayor Grant Councilmember Holden
and thanked Ms. Snyder for her presentation.
A. Recognition of Years of Service and Employee of the Year
Mayor Grant
recognized Kyle Howard for his service to the City of Arden Hills and presented
him with an award naming Mr. Howard the Employee of the Year for the City.
ARDEN HILLS CITY COUNCIL JANUARY 28, 2013 2
Mayor Grant
then requested the Council recognize five City employees for their Years of
Service. He noted Meagan Beekman, Sonja Klingberg and Sue Iverson have all been with the
City for five years. Pang Silseth has been with the City for 10 years and Dave Scherbel has been
with the City for 15 years.
B. NYFS Presentation
Jerry Hromatka
, Northwest Youth and Family Services (NYFS), thanked the Council for their
time this evening. He provided a summary of services provided by NYFS to the City of Arden
Hills. He discussed the three main program areas of NYFS as being mental health services, youth
development, and day treatment programs. Mr. Hromatka reviewed the finances and highlights
from 2012, stating corporate partnerships and social media were at the forefront. He explained
NYFS focused on 5-21 year olds and noted 4,500 youth, families and individuals were served on
a yearly basis. He thanked the Council for their continued support and stated that he looked
forward to working together in 2013.
Councilmember Holden
requested Miriam Ward introduce herself to the Council.
Miriam Ward
, Arden Hills representative to Northwest Youth and Family Services, introduced
herself to the Council stating she has served in this role for the past six months. She announced
that she is thrilled to be a part of this organization.
Mayor Grant
thanked Mr. Hromatka for his presentation and commended him on the leadership
he provides to this organization.
3. STAFF COMMENTS
A. TCAAP Update
Community Development Director Hutmacher
stated the TCAAP project continues to build
momentum. She noted City staff is meeting now on a weekly basis with Ramsey County to
discuss projectissues such as the permitting process and utility planning. Staff discussed the
demolition and cleanup work that would be completed by Bolander. She anticipates the closing
on this property will occur in April 2013.
4. APPROVAL OF MINUTES
A. November 19, 2012, Work Session
B. December 10, 2012, Work Session
th
Councilmember Holden
requested a minor change to the top of page four of the November 19
d return to the JPA discussion after
MOTION: Councilmember Holden moved and Councilmember Holmes seconded a
motion to approve the November 19, 2012, Work Session Meeting minutes as
amended, and the December 10, 2012, Work Session Meeting minutes as
presented. The motion carried unanimously (5-0).
ARDEN HILLS CITY COUNCIL JANUARY 28, 2013 3
5. CONSENT CALENDAR
A.Motion to Approve Consent Agenda Item - Claims and Payroll
B.Motion to Approve City Code Amendments to Section 330.02 Gambling
C.Motion to Accept Metropolitan Council I/I Grant Agreement
D.Motion to Authorize Acquisition of Triangle Parcel Property
MOTION: Councilmember Holmes moved and Councilmember Werner seconded a
motion to approve the Consent Calendar as presented and to authorize
execution of all necessary documents contained therein. The motion carried
unanimously (5-0).
6. PULLED CONSENT ITEMS
None.
7. PUBLIC HEARINGS
None.
8. NEW BUSINESS
A. Proposals for Engineering Services South Water Tower Rehabilitation
Public Works Director Maurer
stated that in 2012, both o
inspected; inside and outside. The recommendation based on the inspections is for the South
Water Tower to be completely rehabilitated inside and out within the next two years. This project
was programmed in the 2013 CIP at an estimated cost of $900,000.
Public Works Director Maurer
indicated this project required specialized engineering and
inspection services. For this reason, Staff requested proposals from three engineering firms. All
three responded to the request with proposals that reflected an understanding of the project and a
team capable of completing the work. He recommended the Council enter into a contract with
Bolton & Menk for the engineering and inspection services work for the South Water Tower.
MOTION: Councilmember Holden moved and Councilmember Holmes seconded a
motion to authorize entering into a contract with Bolton & Menk for the
engineering and inspection services for the South Water Tower Rehabilitation
Project on an hourly basis not to exceed $48,800. The motion carried (5-0).
B. US 10/Highway 96 Agreements
Public Works Director Maurer
stated that MnDOT and Ramsey County are working
cooperatively to complete the grade separation of the intersection of US Highway 10 and
Highway 96. Ramsey County will be funding the entire construction cost while MnDOT has
completed the design and will be providing bidding and construction services. Staff anticipates
thth
that the project would be bid on February 8 with construction beginning on March 25.
ARDEN HILLS CITY COUNCIL JANUARY 28, 2013 4
Public Works Director Maurer
explained the City was being asked to approve and enter into
three cooperative agreements with Ramsey County and MnDOT for this project. One agreement
is a MnDOT Cooperative Construction Agreement, the second is a Ramsey County Cooperative
Agreement and the last is a MnDOT/Ramsey County Signal Agreement. Staff discussed with the
Council each document in detail, as well as and recommended
approval of the agreements as presented.
Councilmember Holden
expressed concern with the level of communication between the City
and MnDOT. She questioned how this agreement would assist.
Public Works Director Maurer
stated that from a construction standpoint, staff would be able to
attend weekly meetings. He explained he had a good relationship with Ramsey County, which
would assist with gathering additional information from MnDOT when necessary. He
commented that some of the same MnDOT staff would be working on this project as was done in
the I-694 project.
Mayor Grant
encouraged staff to be proactive in communicating regularly with MnDOT to
He requested further information on the
new intersection to Arden Manor.
Public Works Director Maurer
discussed the new alignment stating the existing entrance would
be closed. He stated the entrance would be opposite Round Lake Road and would havea
signalized system. He commented that Ramsey County would be covering the expense of this
realignment.
Councilmember Holden
asked if Ramsey County had addressed any landscaping issues in this
agreement.
Public Works Director Maurer
indicated that landscaping is not covered in this agreement and
that it is a separate project that will be completed after the grade separation. He noted that
Ramsey County will be applying for a grant from MnDOT to complete the landscaping at this
intersection.
MOTION:Mayor Grantmoved and Councilmember Holmesseconded a motion to
Adopt Resolution 2013-010 - Entering into MnDOT Agreement No. 02885 for
the US 10/Hwy 96 Grade Separation Project, to Adopt Resolution 2013-011
Entering into Ramsey County Agreement PW 2013-002 for the US 10/Hwy 96
Grade Separation Project, and to Adopt Resolution 2013-012 Entering into
MnDOT Signal Agreement No. 02212-R for the Signal System in the US
10/Hwy 96 Grade Separation Project. The motion carried (5-0).
9. UNFINISHED BUSINESS
A. Motion to Approve Resolution 2013-013, Approving a Premise Permit
Application for Spring Lake Park Lions for Charitable Gambling License at
ARDEN HILLS CITY COUNCIL JANUARY 28, 2013 5
Deputy Clerk Dietl
stated that a premise permit application from the Spring Lake Park Lions for
originally brought to the Council on November 26, 2012, for consideration at which time the item
was tabled for further discussion. After several work sessions and considerable discussion
regarding Section 330.02 Gambling of the City Code, the review process of City Code is now
complete and a decision may be made regarding the application.
Deputy Clerk Dietl
commented that a successful background check has been completed by the
Ramsey Cotaff is in possession of all necessary paperwork
required of the Spring Lake Park Lions. She made the Lions aware of the anticipated adoption of
require 75% of
net profits to be donated in the trade area. Staff recommended the Council approve the premise
permit.
MOTION: Councilmember Holden moved and Councilmember Werner seconded a
motion to Adopt Resolution 2013-013 Approving a Premise Permit for
avern;
license to expire June 30, 2015. The motion carried (5-0).
10. COUNCIL COMMENTS
Councilmember Werner
thanked the Public Works staff for fixing the watermain break in the
Valentine Hills area over the weekend. Staff responded Friday night and quickly finished up the
repairs on Saturday morning.
Councilmember Holden
noted that there was information in the Admin Update regarding the
e noted that one thing not
mentioned is the work the City has done to assist with the creation of a monetary financial policy,
which was adopted at their board meeting.
Councilmember Holden
expressed concern over the 2013 Water, Sewer, Surface Water
Management Rule mailing that she received. She stated that it is unclear what the rates were and
what they went up to. She noted that when sending information, it would be helpful to include
comparative data.
Councilmember Holmes
also commented on the watermain break. She noted that this was the
first time she used the Public Works on-call phone list. She indicated that it was well-organized
and the Public Works staff she spoke with was pleasant and accommodating. Staff called her
with an update once they had more information regarding the progress of the repairs, which
allowed her to return calls received from residents inquiring about the watermain break.
Mayor Grant
commented on the census he received from the US Department of Commerce. He
is passing it on to staffso it can be completed and returned to the Census Bureau.
Mayor Grant
to
a City Council work session to discuss TCAAP. He indicated that it is a public meeting and
anyone interested in staying for the meeting is welcome.
ADJOURN
ARDEN HILLS CITY COUNCIL JANUARY 28, 2013 6
MOTION: Mayor Grant moved and Councilmember Holmes seconded a motion to
adjourn. The motion carried unanimously (5-0).
Mayor Grant
adjourned the regular City Council Meeting at 8:07 p.m.
__________________________ __________________________
Patrick Klaers David Grant
City Administrator Mayor
Approved:
CITY OF ARDEN HILLS, MINNESOTA
CITY COUNCIL WORK SESSION MEETING
JANUARY 28, 2013
IMMEDIATELY FOLLOWING THE REGULAR CITY COUNCIL MEETING
ARDEN HILLS COMMUNITY ROOM
CALL TO ORDER/ROLL CALL
Pursuant to due call and notice thereof, Mayor Grant called to order the City Council work
session meeting at 8:15 p.m.
Present:
Mayor David Grant; Councilmembers Brenda Holden, Fran Holmes, Dave
McClung, and Ed Werner
Absent:
None
Also present
: City Administrator Patrick Klaers; Public Works Director Terry Maurer;
Community Development Director Jill Hutmacher; City Planner Meagan Beekman; and
Deputy Clerk Amy Dietl
1. AGENDA ITEMS
A.TCAAP Market Analysis and Comprehensive Plan Discussion
City Planner Beekman
stated that the County has commissioned a market study to be done by
Maxfield on the market potential for the TCAAP site. The study has been completed in draft
form and willbe released in public form once finalized. The draft executive summary has been
provided to the Council in their packet. She discussed the preliminary findings.
City Planner Beekman
Zoning Code with regard to TCAAP. She commented that the City has two land use designations
on the property and caps the number of housing units at 1,750. This was based on the mixed
use/Ryan plan. This number has since been reviewed and reduced to 1,500 with parameters for
the amount of single family versus multi-family and rental housing.
City Planner Beekman
discussed the mixed business district and what that encompasses and
also reviewed the park dedication framework. She stated the build-out scenario in the market
study was planned over the next fs to complete another market
study in two years with updates each year after that. This would provide the County and City
with moving guidelines as shifts and changes in the market are anticipated.
ARDEN HILLS CITY COUNCIL WORK SESSION JANUARY 28, 2013 2
City Planner Beekman
reviewed a table summarizing the comparison between the draft
Maxfield single family
and multi-family units. She noted the biggest difference between the market analysis and the
Zoning Code is the number of single family units compared with the number of multi-family
units.
City Administrator Klaers
reiterated that this market study was preliminary in nature. He
recommended that the focus of th
and Zoning Code.
Mayor Grant
stated that he was not surprised by the variances between the study and the
Comprehensive Plan. He questioned if this information was discussed with the County.
Community Development Director Hutmacher
stated that the density and numbers were
discussed with County s
the TCAAP development to create a commercial/industrial tax base with good jobs. The County
is willing to hold off on some of the residential in the short term, which is consistent with the jobs
and tax base goals of the County Board.
Councilmember McClung
commented that he is looking forward to seeing the study in more
detail, and he is not uncomfortable with where the City is with the Comp Plan going forward.
Mayor Grant
asked what direction staff was seeking at this time.
City Planner Beekman
stated that the market study was provided for informational purposes this
evening and after the final analysis is provided to the City, further discussions can be held on the
Master Planning Process/Comprehensive Plan. She discussed the Master Planning Process in
further detail with the Council.
Councilmember Holden
asked for further clarification on the differences between the Master
Plan that the City is currently working to complete and the Comprehensive Plan.
City Planner Beekman
noted the Master Plan will be more detailed than the current Comp Plan.
She anticipates the Master Plan will
Community Development Director Hutmacher
stated a fine level of specificity will need to be
finalized by the Council within the Master Plan and that would need to comply with the
Comprehensive Plan.
Councilmember Holden
questioned if there was a difference between industrial and commercial
properties.
Community Development Director Hutmacher
stated this category included all properties that
were not residential; for example, retail, office, Class I and Class II Industrial. She indicated that
the market study did not greatly define how the industrial and commercial properties were to be
broken down and it will have to be further reviewed by the City.
Further discussion ensued regarding the direction of the Master Plan.
ARDEN HILLS CITY COUNCIL WORK SESSION JANUARY 28, 2013 3
Councilmember McClung
stated he was pleased with the document thus far and looked forward
to moving through this process.
Councilmember Werner
agreed stating the market study will provide the City with a great deal
of information while planning for the TCAAP redevelopment.
City Administrator Klaers
indicated that the benefit of the Master Plan is that the City will be
proactive and is allowed to provide land use feedback at the base level before development
proposals are submitted.
Mayor Grant
asked if the City is to consider the market analysis when completing the Master
Plan.
Community Development Director Hutmacher
commented that the Master Plan does not have
to genuinely mirror the study as it is only a snapshot for a short period of time. She indicated the
City and County were more interested in seeing high value commercial with fewer rentals. The
City will need to consider its long term goalswhen doing the Master Plan.
City Planner Beekman
added that the City has the advantage of development being conducted
over the next 15 years and being able to adjust to the changing market shifts.
Councilmember Holden
asked when the final market study would be complete.
Community Development Director Hutmacher
anticipated this would be in the next few
weeks.
Councilmember Holden
questioned which traffic study the Master Plan would be based on.
Community Development Director Hutmacher
stated the County provided specific
information for the Master Plan Request for Proposals with intersection improvements at
Highway 96 and at I-35W/County Road H.
B.TCAAP Request for Proposals for Master Plan AUAR
Community Development Director Hutmacher
noted
with the Master Planning process which includes three tasks. The first was the Alternative Urban
Areawide Review (AUAR), the Master Plan itself, and finally to draft Regulations and Policies.
Responders to the RFP are required to submit proposals for each of the three tasks. She explained
Attorney, and Ramsey County administrative and engineering staff.
Community Development Director Hutmacher
explained that the RFP is scheduled to be
released to proposers by February 1, 2013. The submission deadline is March 15, 2013, and a
recommendation willbe made to the Council on April 8, 2013.
Councilmember Holden
asked if the City is required to choose the low bidder on this RFP.
ARDEN HILLS CITY COUNCIL WORK SESSION JANUARY 28, 2013 4
Public Works Director Maurer
explained that the Council will select the most qualified vendor
and that it did not have to select the lowest bidder.
Mayor Grant
questioned how much documentation could be reused with this bidding process.
City Planner Beekman
stated that as much as possible will be reused to assist with the RFP
process.
Councilmember Holmes
inquired if the Council will continue with the RFP process if the Offer
to Purchase does not go through.
City Administrator Klaers
stated that the RFP will be delayed if the Offer to Purchase is
delayed as the City does not want to get ahead of the County in this process.
Councilmember Holmes
asked if the City would be responsible for the Regulations and Policies.
Community Development Director Hutmacher
to draft this document to be alignedstandards. She
recommended the City have authorship of this document.
Councilmember Holmes
questioned the estimated expense for the required documents.
City Administrator Klaers
stated that the cost for this work is uncertain and that staff has only
been able to obtain an estimate for the AUAR. He stated that a guess is that the cost could be as
high as $500,000 for the AUAR, Master Plan, and the Regulations and Policies.
City Planner Beekman
anticipated that the number could come in lower due to the high level of
planning that has already been completed by the City for the property. She hopes that by
providing all of the detailed background information, the necessary documentation could be
completed more easily and lower the expense for the project.
Councilmember Holmes
expressed frustration that staff never addressed the need for the
Regulations and Policies document prior to this evening. She questioned where the money would
come from to cover this expense.
Community Development Director Hutmacher
stated the Joint Powers Agreement (JPA) did
include Regulations and Policies and staff found it a crucial part of the planning process.
Councilmember Holden
indicated when this issue was previously discussed the Council
anticipated spending $450,000 for the Master Plan and AUAR. She questioned if the Regulations
and Policies would increase this amount.
City Administrator Klaers
clarified the Regulations and Policies document was included in the
original estimate. Since the Joint Powers Agreement discussions in November, staff has gotten a
better understanding of the importance of the Regulations and Policies part of the Master Plan.
Accordingly, staff has highlighted this importance by making it a separate document within the
RFP.
ARDEN HILLS CITY COUNCIL WORK SESSION JANUARY 28, 2013 5
Mayor Grant
explained that the expense for these TCAAP planning documents would be
recaptured by the City through certain permitting fees. He questioned if staff was seeking
direction from the Council this evening.
Community Development Director Hutmacher
stated this was the case.
There was a consensus of Council for staff to proceed with the RFP.
C.Joint Development Authority (JDA) Interviews Update
City Administrator Klaers
explained that letters were sent to the four applicants regarding the
th
February 4 interviews for the JDA citizen appointment. At this time, staff has confirmed with
all four applicants and he suggested the meeting/interviews begin at 6:00 p.m. He requested
further direction regarding the interview questions and how the Council would like the interviews
to be conducted.
Councilmember Holden
indicated some of the proposed questions were leading. She asked if
the questions had to be preapproved.
City Administrator Klaers
indicated this was the procedure that the Council followed when
interviews were held for the open Council seat.
Mayor Grant
agreed with the topic areas suggested by staff but requested the questions be
reworded.
Councilmember Holmes
agreed and recommended that each topic area be turned into questions.
Councilmember McClung
also supported this recommendation and wanted to be assured the
questions were general in nature.
th
Mayor Grant
requested the questions be drafted and finalized prior to February 4 to assure that
each candidate was asked the same list of questions in the interviews.
The Council directed staff to reword the questions based on the stated topics and send them back
out to Council for further review prior to the interviews.
2. COUNCIL COMMENTS AND STAFF UPDATES
Councilmember Holmes
presented staff with an article from the Star Tribune regarding the need
for City and tax exempt groups to pay for services.
ADJOURN
Mayor Grant adjourned the City Council work session meeting at 9:40 p.m.
__________________________ __________________________
Patrick Klaers David Grant
City Administrator Mayor
Approved:
CITY OF ARDEN HILLS, MINNESOTA
REGULAR CITY COUNCIL MEETING
FEBRUARY 11, 2013
7:00 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS
CALL TO ORDER/ROLL CALL
Pursuant to due call and notice thereof, Mayor David Grant called to order the regular
City Council meeting at 7:01 p.m.
Present:
Mayor David Grant, Councilmembers Brenda Holden, Fran Holmes, and
Ed Werner
Absent:
Councilmember Dave McClung (excused)
Also present
: City Administrator Patrick Klaers; Community Development Director Jill
Hutmacher; City Planner Meagan Beekman; and Deputy Clerk Amy Dietl
PLEDGE OF ALLEGIANCE
1. APPROVAL OF AGENDA
Councilmember Holden
requested that Consent Item 5C (Planning Case 12-019 1201 County
Road E Development Agreement) be pulled and discussed as Item 6A.
MOTION: Councilmember Holden moved and Councilmember Werner seconded a
motion to approve the meeting agenda as amended. The motion carried
unanimously (4-0).
2. PUBLIC INQUIRIES/INFORMATIONAL
Gregg Larson
, 3377 N Snelling Avenue, stated that he attended the special City Council meeting
on February 4, 2013, which is when the City Council interviewed candidates for the Joint
Development Authority (JDA). He stated that he was encouraged by the high caliber of
candidates, and he likes the proposal of David Sand as the resident representative and also noted
that he likes Blake Huffman being one of the County appointments. He stated that he was not
encouraged by Mayor Grant and Councilmember Holden being chosen as the Council
representatives of the JDA Board.
ARDEN HILLS CITY COUNCIL FEBRUARY 11, 2013 2
3. STAFF COMMENTS
A.TCAAP Update
Community Development Director Hutmacher
stated that Ramsey County and the City
continue to work together to perform the preparation work for the TCAAP development project.
She indicated that the County has issued a Limited Notice to Proceed to Bolander & Sons, Inc.
which allows Bolander to begin working on the schedule, work plan, and permitting process.
This process is anticipated to take approximately 60 to 90 days and it will occur prior to the
County closing on the land with the General Services Administration (GSA). She further
explained that the Limited Notice to Proceed allows Bolander to begin demolition shortly after
the closing on the TCAAP property, which is scheduled to take place in April.
Community Development Director Hutmacher
indicated that on February 1, 2013, the City
issued a Request for Proposal (RFP) for the TCAAP Alternative Urban Areawide Review
(AUAR), Master Plan, and Regulations and Policies. She noted that the RFP is posted on the
Chapter of the
thst
by noon on February 15 and a pre-proposal meeting will be held on February 21. She
explained that written responses to submitted questions will be distributed at the pre-proposal
4. APPROVAL OF MINUTES
A.December 10, 2012, Regular City Council
B.December 17, 2012, City Council Work Session
C.December 17, 2012, Special City Council
D.January 14, 2013, City Council Work Session
E.February 4, 2013, Special City Council
Councilmember Werner
indicated that his name is spelled incorrectly on page three of the
January 14, 2013, City Council work session minutes.
MOTION: Councilmember Holden moved and Councilmember Werner seconded a
motion to approve the December 10, 2012, regular City Council meeting
minutes; the December 17, 2012, City Council work session minutes; the
December 17, 2012, special City Council meeting minutes, and the February
4, 2013, special City Council meeting minutes as presented; and the January
14, 2013, City Council work session minutes as amended. The motion carried
unanimously (4-0).
5. CONSENT CALENDAR
A.Motion to Approve Consent Agenda Item - Claims and Payroll
B.Motion to Approve Appointment of Public Works Maintenance Worker
C.Motion to Approve Planning Case 12-019 1201 County Road E Development
Agreement
ARDEN HILLS CITY COUNCIL FEBRUARY 11, 2013 3
MOTION: Councilmember Holmes moved and Mayor Grant seconded a motion to
approve the Consent Calendar as amended and to authorize execution of all
necessary documents contained therein. The motion carried unanimously (4-
0).
6. PULLED CONSENT ITEMS
A.Planning Case 12-019 1201 County Road E Development Agreement
Councilmember Holden
stated that the Development Agreement references the plan set which is
included in the packet. She indicated that several of the plans reference future property and sewer
lines, which is unacceptable since the Council has not agreed to a subdivision of the property.
City Planner Beekman
indicated that staff will ensure that the submission of the final plan set
does not reference a future subdivision.
MOTION: Councilmember Holden moved and Councilmember Holmes seconded a
motion to approve the Development Agreement for the Master and Final PUD
regarding the redevelopment of 1201 County Road E subject to the final plan
set not referencing a future subdivision.
Councilmember Holmes
inquired if anything is currently happening with the parcel.
Mayor Grant
asked if there will be proof of parking.
City Planner Beekman
stated that the applicant is not intending to use proof of parking.
The motion carried unanimously (4-0).
7. PUBLIC HEARINGS
None.
8. NEW BUSINESS
A.JDA Appointments
Mayor Grant
stated that the City and Ramsey County entered into a Joint Powers Agreement
(JPA), which specifies how the redevelopment of TCAAP will take place. The JPA also specifies
that its governing body will be the Joint Development Authority (JDA) Board. He noted that the
JDA Board will consist of two members from the City Council, two members from the Ramsey
County Board of Commissioners, and one resident of Arden Hills to be appointed by the City
Council. He noted that the resident will serve as the Chair of the Board and will commit to a two-
year appointment.
Mayor Grant
stated that Rafael Ortega and Blake Huffman were chosen as the two
representatives from the Ramsey County Board of Commissioners.
ARDEN HILLS CITY COUNCIL FEBRUARY 11, 2013 4
Mayor Grant
indicated that after the City Council interviewed four candidates on February 4,
2013, the consensus of the Council was to nominate David Sand for the position of JDA Board
Chair. He noted that Mr. Sand is a long-time resident of the City. He has served on the Parks,
Trails and Recreation Committee, and has also served as the Chair of the Planning Commission.
Mayor Grant
stated that once the JDA Board members have been appointed, it will have its first
meeting, which will include discussion regarding the organization and procedures of the Board
and how they will conduct business.
Mayor Grant
explained that the recommended appointments to the JDA Board are David Sand,
himself, and Councilmember Holden.
MOTION: Councilmember Holmes moved and Councilmember Holden seconded a
motion to appoint David Sand as the Chair of the Joint Development
Authority, and the appointment of Mayor Grant and Councilmember Holden
as Commissioners to the Joint Development Authority.
Councilmember Werner
stated that he has heard positive comments from the community
regarding the appointment of David Sand.
Councilmember Werner
stated that both he and Councilmember McClung had expressed
interest in serving on the JDA Board.
The motion carried unanimously (4-0).
B.Resilient Communities Project Application
City Planner Beekman
stated that the Resilient Communities Project (RCP) is a program
available through the University of Minnesota and administered by the Center for Urban and
Regional Affairs (CURA). She explained that one Minnesota city is chosen per year to
participate, and in 2012, the City of Minnetonka was selected, and its staff has spoken highly of
the program.
City Planner Beekman
noted that the program matches University coursework with 15-30
community projects that have a sustainability impact. She stated that not all of the proposed
projects will be selected.
City Planner Beekman
stated that staff is interested in applying for this program, and that a
broad-range of 20 possible project ideas have been identified for inclusion with the application.
She reviewed the project list and indicated that staff is seeking approval to move forward with the
application process.
Councilmember Werner
inquired if it was known how many communities will apply.
City Planner Beekman
stated that it is estimated that five to seven cities will apply for the
Resilient Communities Project.
Councilmember Werner
questioned how long the process takes.
ARDEN HILLS CITY COUNCIL FEBRUARY 11, 2013 5
City Planner Beekman
stated that after a City is selected for the program, it will probably take
about three months to identify which projects will be selected. Work will commence on the
chosen projects during the fall 2013 semester, with deliverables being due in May, which
correlates with the end of the school year.
Mayor Grant
stated that the City of Minnetonka indicated that the quality of work they received
through this program was at or near professional level quality.
Councilmember Holden
questioned, if chosen for this program, how staff will balance their
daily work with the addition of the Resilient Communities projects.
City Administrator Klaers
stated that it will be a challenge; however, the projects would be
divided up among multiple staff members. He noted that a time estimation cannot be given by the
administrator of the program until projects have been selected.
Councilmember Holmes
asked if activities related to the B2 project should be included in the
application.
Discussion took place regarding the timing of the B2 project compared to the RCP.
Discussion continued regarding the list of proposed projects.
Mayor Grant
noted that the work product would be owned by the City.
MOTION: Councilmember Holmes moved and Councilmember Werner seconded a
motion to direct staff to move forward with an application to be considered
for the Resilient Communities Project (RCP) program. The motion carried
unanimously (4-0).
C.Public Entity Innovation Grant (PEIG) Application
City Planner Beekman
stated that as part of the Resilient Communities Project (RCP), staff is
identifying multiple funding sources to include as a financial contribution to the program. One
such source is a grant opportunity through Ramsey County Environmental Health through a
Public Entity Innovation Grant (PEIG).
City Planner Beekman
explained that PEIG is a program that provides financial assistance to
public entities for the purpose of creating and implementing innovative programs to increase
source reduction and residential recycling efforts, initiate residential organic management
programs, expand public space recycling, and address bulky waste management.
City Planner Beekman
indicated that the Ramsey County Environmental Health staff feels the
Resilient Communities Project (RCP) would be a good fit with the PEIG program, and the City is
eligible to apply for up to $25,000 of grant funding.
Councilmember Holden
questioned whether cities are eligible for this grant.
ARDEN HILLS CITY COUNCIL FEBRUARY 11, 2013 6
City Planner Beekman
confirmed that cities are eligible.
MOTION: Councilmember Holden moved and Councilmember Holmes seconded a
motion to direct staff to move forward with an application for the Public
Entity Innovation Grant (PEIG). The motion carried unanimously (4-0).
9. UNFINISHED BUSINESS
None.
10. COUNCIL COMMENTS
Councilmember Werner
reminded everyone that there are openings on the Economic
Development Commission (EDC) and if anyone is interested, they should contact City Hall.
Councilmember Holden
noted that there is a Communications Committee meeting tomorrow
night.
Mayor Grant
stated that he received information from the Community Awareness Emergency
Response in regard to pipeline safety. He noted that the City is not currently a member. He
passed the information on to staff.
Mayor Grant
noted that Northwest Youth and Family Services (NYFS) presented the City
Council with a report dated January 1, 2012, through December 31, 2012. He stated that the
annual contract for NYFS services is $14,674 and the total benefit received by the City is
$64,125. He noted that NYFS is doing an outstanding job for the community.
Mayor Grant
stated that Barr Engineering, on behalf of the City of New Brighton, sent a disc
containing their wellhead protection plan to the City of Arden Hills. They have asked the City to
review and respond to the plan within sixty days.
ADJOURN
MOTION: Mayor Grant moved and Councilmember Werner seconded a motion to
adjourn. The motion carried unanimously (4-0).
Mayor Grant
adjourned the regular City Council meeting at 7:53 p.m.
__________________________ __________________________
Patrick Klaers David Grant
City Administrator Mayor
Approved:
CITY OF ARDEN HILLS, MINNESOTA
CITY COUNCIL WORK SESSION MEETING
FEBRUARY 11, 2013
IMMEDIATELY FOLLOWING THE REGULAR CITY COUNCIL MEETING
COUNCIL CHAMBERS
CALL TO ORDER/ROLL CALL
Pursuant to due call and notice thereof, Mayor Grant called to order the City Council work
session meeting at 7:58 p.m.
Present:
Mayor David Grant; Councilmembers Brenda Holden, Fran Holmes, and
Ed Werner
Absent:
Councilmember McClung (excused)
Also present
: City Administrator Patrick Klaers; Community Development Director Jill
Hutmacher; City Planner Meagan Beekman; and Deputy Clerk Amy Dietl
1. AGENDA ITEMS
A.Discussion Regarding Agenda Center Module
City Administrator Klaers
stated that with the launch of the website, staff has
learned more about the capability of producing agendas electronically through the website
software. He indicated that staff has had some concern regarding the amount of time it takes to
produce the current City Council agenda packets, and although it is hard to put a number on it, he
estimates that it takes as many as six hours per week to produce the agenda. He would like to
discuss the possibility of
and change the way the agenda packets are produced.
Deputy Clerk Dietl
explained that since the new website rolled out, she has been producing the
agenda two different ways: the traditional way and the new way through the Agenda Center. She
showed the Council the Agenda Center portion of the website and walked through an agenda that
was produced electronically. She demonstrated how the proposed new printed agenda packets
look differentthan the currentway of producing the packets.
City Administrator Klaers
inquired if the agenda that is being shown under the Agenda Center
area of the website is what the public is seeing.
ARDEN HILLS CITY COUNCIL WORK SESSION FEBRUARY 11, 2013 2
Deputy Clerk Dietl
confirmed that it is the new agenda format that the public is seeing. She
explained how to view the packet in its entirety and how to view it in HTML mode, which allows
the viewer to click on individual HTML links rather than being required to download the entire
.pdf packet.
Councilmember Holden
asked for clarification regarding the purpose of discussing the
differences in the printed packets.
City Administrator Klaers
stated that staff needs to hear if the Council is agreeable to the new
look of the agenda and packet; and stated that the goal will be to eventually quit producing a
paper packet, but for now, staff will continue to provide a hard copy of the agenda as a means of
easing into the process.
Mayor Grant
stated that perhaps there are two phases to this process. The first phase is to stop
producing the agenda packet the old way and begin using the Agenda Center process, which will
save a considerable amount of staff time. He noted that phase two would be to distribute agenda
packets electronically and quit printing copies, but he is not sure at this time how or when phase
two would begin.
City Administrator Klaers
explained that all of the information that used to be on the yellow
sheets is now on the agenda (i.e. the name of the person writing the memo, the budgeted amounts,
the background information, and the requested action information). He noted that the yellow
sheets, which will no longer be used with the new process, formerly provided easy visual
identification of where the new agenda item started in the paper packet. He indicated that the first
page of the new agenda item will still be yellow in color but will now simply be the memo written
by staff. It was noted that the narrative of the first page of the memo can be adjusted as needed.
Mayor Grant
stated that on the yellow sheets that were used in the past, the item number was
printed in the upper right corner. With the current yellow sheets being eliminated, he asked if
staff could simply indicate in the upper right hand corner of the memo whether it is a consent
item, staff comment, new business, etc. to assist the Council in identifying the type of memo they
are reviewing.
Deputy Clerk Dietl
stated that she has experimented with .pdf stamps that can be electronically
placed on documents to indicate that they are attachments. She noted that the stamps could also
be used to print the memo types as the Mayor has requested. She also noted that staff could print
the memo on yellow paper for the printed packet to continue the practice of providing a visual aid
indicating a new topic of discussion.
Councilmember Holmes
inquired about attachments that are 11 x 17 in size.
Deputy Clerk Dietl
stated that staff had discussed the topic of the larger attachments and
indicated that the 11 x 17 paper can still be distributed to Council in their packets just like what
has been done.
City Planner Beekman
stated that when developers provide their plan sets, they generally
provide them as 11 x 17 documents. She reiterated that staff can continue to insert the 11 x 17
as part of the paper packet. She noted that in cities that only provide their agendas electronically,
ARDEN HILLS CITY COUNCIL WORK SESSION FEBRUARY 11, 2013 3
people are accessing those larger documents on their iPads and other devices, but staff is not
proposing that the City go completely electronic at this time.
Deputy Clerk Dietl
noted that one advantage of the new way of assembling the agenda packet is
that it allows staff to put the page numbers on the documents in the packet, which is something
that has been requested by the Council in the past.
Discussion continued regarding the new look of the agenda and Council provided feedback on
things they liked and things they would like changed.
The consensus among the Council was to do
meeting.
ADJOURN
Mayor Grant adjourned the City Council work session meeting at 8:32 p.m.
__________________________ __________________________
Patrick Klaers David Grant
City Administrator Mayor
CONSENT ITEM
MEMORANDUM
DATE:
April 8, 2013
TO:
Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
FROM:Ashley Bertrand, Sue Iverson
SUBJECT: Claims & Payroll
Requested Action:
Motion to Approve Consent Agenda Item – Claims and Payroll
1.
Supporting Documents:
Payroll
2013 Payroll #7 ..............................................................................$ 79,380.29
Total Payroll $ 79,380.29
Accounts Payable Claims Through 04/05/2013
Paid Claims (Check No 41592 thru Check No 41639) ......................$ 69,085.21
Paid Claims (Check No 41640 thru Check No 41640) ......................$ 641.92
Paid Claims (Check No 41641 thru Check No 41643) ......................$ 77,888.60
Total Claims $ 147,615.73
11
Page of
CITY OF ARDEN HILLS
PAYROLL # 7
CHECKS DATED:03/29/13
Biweekly:03/09/13TO03/22/13
Payment Method
EMPLOYEE DEDUCTIONSAMT.CITY BENEFIT
EFT
FIT7,778.17
EFT
SIT3,175.48
4,307.47 EFT
FICA Oasdi4,307.47
EFT
FICA Medicare1,007.411,007.41
5,314.88
TOTAL TAXES16,268.53
0.00 A/P Check*
Health Premium0.00
0.00 A/P Check*
Dental Premium
A/P Check*
FSA Health Care Reimb.0.00
A/P Check*
FSA Dependent Care Reimb.0.00
TOTAL FLEXIBLE SPENDING0.000.00
0.00
HSA Health Saving 0.00
Health Care Savings Plan0.00
TOTAL HEALTH SAVINGS0.000.00
4,590.41 EFT
PERA3,957.25
A/P Check*
ICMA2,818.39334.37
A/P Check*
Central Pension Fund-Union691.20
A/P Check*
MN State Retirement System312.26
TOTAL RETIREMENT7,779.104,924.78
A/P Check*
IUOE 49 Dues (Union)0.00
A/P Check*
LTD/STD Insurance0.00
A/P Check*
PERA Life Insurance0.00
0.00 A/P Check*
Life/Addl/Dep Life0.00
A/PCheck*
MNChildSupportuppor32302.
MNChildSt32302 A/PCheck*
A/P Check*
Public Employee Long Term Care 0.00
A/P Check*
UNUM 0.00
A/P Check*
Avesis-Vision Care0.00
TOTAL VOLUNTARY323.020.00
Total Employee Deductions24,370.65
PR Check # 17435-17438
Net Payroll1,569.81
EFT
Direct Deposit43,200.17
Gross Payroll Tie-Out69,140.63
STD/LTD Gross - Up0.00
Plus City Paid Benefit10,239.66
ICMA Benefit Held0.00
TOTAL PAYROLL COST79,380.29
FICA TIE-OUT
Gross Payroll69,140.63
Less Total FSA0.00
Plus Employer Match ICMA0.00
Plus ICMA Benefit Held0.00
Net P/R Subject to FICA69,140.63
FICA Oasdi @ 6.20%4,307.47
FICA Medicare @ 1.45%1,007.41
Note: Federal and State Payroll Tax obligations are satisfied by means
of utilizing the "Taxtel" Electronic Tax Deposit Service. Trans-
fers are typically made two business days after the payroll date.
ACCOUNTS PAYABLE Check Approval
* A/P Checks can be found on the report.
Checks may be paid this week or the following week.
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CONSENT ITEM
MEMORANDUM
DATE: April 8, 2013
TO: Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
FROM: Sue Iverson, Director of Finance and Administrative Services
SUBJECT: Motion to Authorize City Staff to Begin Summer Work Hours on May 28, 2013,
and Conclude on August 30, 2013
Overview
City staff is seeking City Council authorization to begin summer work hours on May 28, 2013
and conclude on August 30, 2013.
Background
For many years, the City changed its hours The summer
hours schedule enables extended hours of City services for construction contractors and residents
who have construction projects or other city business.
Traditional Hours Proposed Summer Hours
City Hall Staff 8:00 a.m. to 4:30 p.m. 7:30 a.m. to 5:00 p.m.
Monday Friday Monday Thursday
7:30 a.m. to 11:30 a.m.
on Friday
Maintenance Facility Staff 7:00 a.m. to 3:30 p.m. 6:30 a.m. to 4:00 p.m.
Monday Friday Monday Thursday
6:30 a.m. to 10:30 a.m.
on Friday
Recommendation
Motion by the City Council to authorize City staff to begin summer work hours on May 28, 2013
and conclude on August 30, 2013.
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CONSENT ITEM
MEMORANDUM
DATE: March 8, 2013
TO: Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
FROM: Terry Maurer, Public Works Director
SUBJECT: Innovation Way/County Road F Pond Dredging
Budgeted Amount: Actual Amount: Funding Source:
$12,500 $11,070 Surface Water Management
Utility Fund
Requested Action
dredging of the storm water located at Innovation Way and County Road F.
Discussion
In late 2011 City staff was contacted by Boston Scientific about the possibility of sharing in the
cost of dredging the storm water pond located at Innovation Way and County Road F. Their
request was to commit to a one-third share along with Xcel Energy (who has a substation located
adjacent to the pond) and Boston Scientific. The rationale for the City to share in the costs is that
Innovation Way was previously a City street and the storm sewer system drains to this pond.
Once the request was received from Boston Scientific, staff discussed the issue with the City
Attorney to determine if there were any agreements on the turn back of Innovation Way that
would deal with this issue. The answer from the City Attorney was the turn back agreement was
silent on this issue. Therefore, this item was presented to the City Council as part of the 2012
CIP discussion. The $12,500 item for our share of the pond dredging was included in the 2012
CIP. Due to procurement issues, the project was not completed in 2012 so the item was moved
to 2013 in the most recent CIP.
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Attached are the following additional items:
1. CIP page
2. Invoice from Boston Scientific
3. Quote from CoBeck Construction who (alternate not accepted)
4. Aerial photo of the site dredged
5. Photograph of the completed work
22
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Attachment A
Attachment C
Attachment D
CONSENT ITEM
MEMORANDUM
DATE: April 8, 2013
TO: Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
FROM: Terry Maurer, Public Works Director
SUBJECT: One-Ton Truck Purchase
Budgeted Amount: Actual Amount: Funding Sources:
$65,000 $71,591.84 Equipment/Building
Replacement Fund
Requested Action
The City Council is requested to authorize the purchase of a Ford one-ton diesel chassis from
Midway Ford and the outfitting of the chassis with a lift box, plow and sander at Truck Utilities
for a total cost of $71,591.84. The Council is also requested to authorize sending the 2001 Ford
one-ton to auction in the fall of this year once the new truck has arrived.
Discussion
The 2013 Capital Improvement Plan (CIP) includes an item for the replacement of a 2001 Ford
one-ton truck equipped with a plow and sander. A copy of the detailed sheet from the CIP is
attached.
The City of Arden Hills maintains a free membership in the Minnesota Cooperative Purchasing
Venture Program. This allows the City to participate in the State specifications and bid prices,
resulting in the City paying the same amount for a single piece of equipment as the State does for
numerous pieces.
The 2013 CIP has an estimated budget for the purchase of the new one-ton with plow and sander
of $65,000 including an estimated $9,000 auction value for the old truck. Midway Ford is the
State vendor for the one-ton truck chassis. The State contract price for the one-ton diesel chassis
is $38,281.84 (a copy of the quote from Midway Ford is attached). Truck Utilities of St. Paul is
the State contract vendor for outfitting the chassis. The outfitting would include a lift box, plow
and sander. The total cost from the State contract for the outfitting is $33,310 (a copy of the
quote from Truck Utilities is attached).
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Finally, the 2001 Ford one-ton that this new truck is replacing would be sent to auction after we
take delivery of the new vehicle and closer to fall when prices for plow trucks is generally the
highest.
Attachments
1.Equipment CIP
2.Copy of the quote from Midway Ford
3.Copy of the quote from Truck Utilities
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CONSENT ITEM
MEMORANDUM
DATE: April 8, 2013
TO: Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
FROM: Terry Maurer, Public Works Director
SUBJECT: New Trailer Purchase
Budgeted Amount: Actual Amount: Funding Sources:
$10,000 $10,587.38 Equipment/Building
Replacement Fund
Requested Action
The City Council is requested to authorize the purchase of a Felling (Model FT-14-2) tilt trailer
from Scharber & Sons, Inc (the State contract vendor) in the amount of $10,587.38.
Discussion
The 2013 Capital Improvement Plan (CIP) contains a $10,000 item for the purchase of a new tilt
trailer (a copy of the CIP detail page is attached). The new trailer would be a 22 foot Felling tilt
trailer rated for 14,000 lbs. The trailer also has a self-lifting ramp, thus eliminating a lifting
is intended to be replaced is not
only 17 years old but also slightly undersized for some of our newer equipment such as the skid
steer and tool cat.
The City of Arden Hills maintains a free membership in the Minnesota Cooperative Purchasing
Venture Program. This allows the City to participate in State specifications and bid prices,
resulting in the City of Arden Hills paying the same amount for a single piece of equipment as
the State does for numerous pieces.
Scharber & Sons, Inc., of Rogers is the vendor for Felling trailers. The pricing of $10,587.38 for
a Model FT-14-2 comes directly from the State contract. This is the lowest priced trailer that is
of adequate size and rating on the State contract. Attached is the quote and specification sheet
for the new Felling trailer.
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The CIP item assumed that this trailer would be a replacement to an existing 17 year old one
currently in our fleet. However, the age of the existing trailer makes its value virtually zero.
Therefore, we are requesting that the current trailer remain
some equipment such as the roller on the trailer to save time when the roller is to be used. Once
the old trailer becomes too expensive to repair we would dispose of it.
Attachment
1.CIP Detail Sheet
2.Trailer quote and specification sheet
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CONSENT ITEM
MEMORANDUM
DATE: April 8, 2013
TO: Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
FROM: Sue Iverson, Director of Finance and Administrative Services
Amy Dietl, Deputy Clerk
SUBJECT: Motion to Approve Hiring Seasonal Maintenance Workers and Engineering
Intern
Requested Action
Motion to approve hiring seven Seasonal Maintenance Workers and one Engineering Intern.
Background
Each year, the City seeks Seasonal Public Works Maintenance Workers to assist with the
maintenance of City streets, water, sewer, and parks.
Eighteen applications were received for the seasonal positions. Twelve applicants were
interviewed by the Director of Finance and Administrative Services, the Public Works Director,
the Public Works Superintendent, and a Public Works Maintenance Worker; with seven
individuals identified to move forward in the hiring process. Background and reference checks
are currently being completed.
In addition, a former Engineering Intern/Seasonal Maintenance Worker has been selected to
return as an Engineering Intern. This position will be paid out of the Engineering budget, which
is an internal service fund that is charged back to other departments and/or projects. It is
anticipated that this individual would provide valuable assistance due to the workload and road
construction projects in the City this summer (this individual has completed his Engineering
degree and has interned with MnDOT).
Staff Recommendation
Staff recommends appointing Brett Burckhardt, Andrew Evans, Chad Goertzen, Nicholas Jensen,
Jared Nydahl, Blake Ryan, and Austin Wikstrom to the position of Seasonal Maintenance
Worker and Josh Hauswirth to the position of Engineering Intern; all of which are contingent
upon successful background and reference checks.
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CONSENT ITEM
MEMORANDUM
DATE:
April 8, 2013
TO:
Honorable Mayor and City Council
Patrick Klaers, City Administrator
FROM:
Meagan Beekman, City Planner
SUBJECT: Fox Ridge Park Dedication Escrow Release
Requested Action
Motion to authorize refund to Pulte Homes in the amount of $30,000 for the construction of a
trail segment as part of the Fox Ridge residential subdivision.
Background
The City Council approved the Final Plat and Development Agreement for the Fox Ridge
project on April 25, 2011. The approval was for a 39-unit single family residential
subdivision. The developer, Pulte Homes, began site work in June 2011, and completed the
first model home on the property in the fall of 2011.
At this time all 39 parcels have been sold. 38 building permits for new home construction
have been issued, 25 of the homes are complete, and 12 of the homes are substantially
complete with minor items outstanding such as sod and tree installation.
Park Dedication
At the time of the approval of the Final Plat, the City Council required a park dedication fee
of $133,248. The amount was the highest permitted by the City Code and was based on the
density of the project and the value of the land at the time of subdivision. As part of the park
dedication amount, the City Council required the developer to construct a trail connection
from Keithson Avenue to the north-south trail that runs along the east side of the
development area. The connection would allow new residents of the subdivision to access
City of Arden Hills
City Council Meeting for April 8, 2013
P:\Admin\Council\Agendas & Packet Information\2013\04-08-13-R\Packet\Meg\Memo.doc
Page 1 of 2
At the time of approval it was estimated that the trail connection would cost between $10,000
and $30,000. The agreement between the City and the developer stated that the developer
would pay the full park dedication amount and construct the trail connection, but that up to
$30,000 would be returned to the developer upon completion of the trail. Through
engineering of the trail it was determined that the best course of action would be to construct
a boardwalk over the wetland area and to connect the boardwalk on either side with
bituminous sections to the existing trail and Keithson Avenue. The actual cost of the trail
connection was $36,061.88.
Pulte Homes has submitted an invoice for the construction of the trail and is requesting a
return of $30,000, which they paid as part of their park dedication fee. The development
agreement between the City and Pulte states that the City will reimburse Pulte for the
construction of the trail.
Requested Action
Motion to authorize refund to Pulte Homes in the amount of $30,000 for the construction of a
trail segment as part of the Fox Ridge residential subdivision.
Attachments
A.Boardwalk Reimbursement Request
City of Arden Hills
City Council Meeting for April 8, 2013
P:\Admin\Council\Agendas & Packet Information\2013\04-08-13-R\Packet\Meg\Memo.doc
Page 2 of 2
Attachment A
Attachment A
NEW BUSINESS
MEMORANDUM
DATE: April 8, 2013
TO: Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
FROM: Jill Hutmacher, Community Development Director
SUBJECT: Selection of a Consultant for the TCAAP Master Planning Process
Budgeted Amount: Actual Amount: Funding Sources:
$450,000 discussed as an $426,004 Internal loan from PIR fund to
estimate be repaid with development
fees
Requested Action
Authorize staff to negotiate a contract with Kimley-Horn for the TCAAP AUAR, Master Plan,
and Regulations & Policies.
Discussion
On March 15, the City received five proposals for the TCAAP master planning process. Firms
which submitted proposals included Hoisington Koegler Group, Kimley-Horn and Associates,
Landform, SRF Consulting Group, and WSB & Associates. The proposals ranged in price from
$203,933 to $524,422.
A selection committee consisting of the City Administrator, Public Works Director, City
Planner, Community Development Director, Ramsey County Deputy County Manager, and
Ramsey County Director of Public Works reviewed the proposals and invited two firms,
Hoisington Koegler Group and Kimley-Horn and Associates, for interviews.
The interviews were held on March 29 and April 2. Following the interviews, the selection
committee discussed the proposals and the consultant teams and unanimously recommended that
the City enter into a contract with Kimley-Horn and Associates.
The selection committee made its recommendation based on the following factors.
Strength of the team.
Kimley-Horn has proposed a consultant team that includes individuals
and sub-consultants with significant experience and reputations for top-quality work. Kimley-
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Horn has partnered with Cunningham Group and Gateway Planning for the master plan and
regulations & policies.
Similar experience.
The consultant team and project leaders have worked on the Target North
Campus Master Plan (Brooklyn Park), the AUAR for the West End Redevelopment (St. Louis
Park), the Trinity Lakes Master Plan and Development Code (Fort Worth), and the Uptown
Small Area Plan (Minneapolis).
Understanding of the project.
The Kimley-Horn proposal demonstrated the clearest
understanding of the project and its challenges and opportunities.
Fresh insight and ideas.
Because Kimley-Horn did not work on the Ryan Plan or other TCAAP
planning and engineering projects, they bring fresh insight and new ideas to the project. Given
the elimination of the US 10 access point and market changes in the last several years, the
selection committee felt that the master planning process should not be constrained by the Ryan
Plan.
High value to cost ratio.
The Kimley-Horn proposal at $426,004 is the middle or median cost
of the five proposals. Although Hoisington Koegler proposed a lesser price ($320,000), the
selection team concluded that the strength of Kimley-
their detailed approach to the project that was outlined in the response to the Request for
Proposals makes Kimley-Horn the best choice for the TCAAP master planning process.
Recommendation
Authorize staff to negotiate a contract with Kimley-Horn for the TCAAP AUAR, Master Plan,
and Regulations & Policies and present the contract for City Council consideration at a future
meeting.
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NEW BUSINESS
MEMORANDUM
DATE: April 8, 2013
TO: Honorable Mayor and City Councilmembers
FROM: Patrick Klaers, City Administrator
Sue Iverson, Director of Finance and Administrative Services
SUBJECT: 2013-2015 Union Contract
Background/Discussion
The Personnel Committee met on March 11, 2013, and provided feedback on the contract
proposal submitted by the Union.
Staff and our representative, Bill Joynes (Midwest Government Advisors), met with the Union
Business Agenda, Kent Korman, and the Union employee representative on March 15, 2013. At
this meeting we reached a tentative agreement pending approval of the City Council and the
Union employees.
The City Council, by consensus, accepted the proposal on March 18, 2013. However, the Union
employees rejected the proposal during their meeting on March 19, 2013.
A closed meeting was held prior to the regular City Council meeting on March 25, 2013, to
discuss the Union Contract. Based on that discussion, the item was withdrawn from the regular
City Council agenda.
Since the March 25, 2013, City Council meeting, it is believed that an agreement has been met.
A closed meeting will again be held prior to the regular City Council meeting on April 8, 2013.
Depending on how the discussion goes with the City Council during the closed meeting that is
scheduled for just prior to this regular City Council meeting, staff will either have contract terms
to present or this item will be withdrawn from the agenda.
11
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NEW BUSINESS
MEMORANDUM
DATE: April 8, 2013
TO: Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
FROM: Terry Maurer, Public Works Director
SUBJECT: Street Improvement Districts
Proposed Legislation (HF 745 and SF 607)
Background/Discussion
position. The League of Minnesota Cities (LMC) supports this proposed legislation and has
asked its member cities to also show support by passing a Council Resolution or having the
Mayor send a letter of support (Council Resolution is preferred).
consideration, attached is a two page summary of the proposed legislation prepared by LMC
along with a resolution in the format the LMC recommends.
Attachments
1.Summary of proposed legislation prepared by LMC
2.Resolution 2013-019
11
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CITY OF ARDEN HILLS
COUNTY OF RAMSEY
STATE OF MINNESOTA
RESOLUTION NO: 2013-019
A RESOLUTION SUPPORTING LEGISLATION AUTHORIZING THE
ESTABLISHMENT OF MUNICIPAL STREET IMPROVEMENT DISTRICTS
WHEREAS,
Minnesota contains over 135,000 miles of roadway, and over 19,000 miles, or 14
percent,
WHEREAS,
84 percent of municipal streets are ineligible for dedicated Highway User Tax
Distribution Fund dollars; and
WHEREAS,
the more than 700 Minnesota cities with populations below 5,000 are ineligible for
dedicated Highway User Tax Distribution Fund dollars; and
WHEREAS,
city streets are a separate but integral piece of the network of roads supporting
movement of people and goods; and
existing funding mechanisms, such as Municipal State Aid (MSA), property taxes
WHEREAS,
and special assessments, have limited applications, leaving cities under-equipped to address
growing needs; and
maintenance costs increase as road systems age, and no city - large or small - is
WHEREAS,
spending enough on roadway capital improvements to maintain a 50-year lifecycle; and
WHEREAS,
for every one dollar spent on maintenance, a road authority saves seven dollars in
repairs; and
WHEREAS,
the Council of the City of Arden Hills finds it is difficult to develop adequate
funding systems to support the City's needed street improvement and maintenance programs
while complying with existing State statutes; and
WHEREAS,
cities need flexible policies and greater resources in order to meet growing
demands for municipal street improvements and maintenance.
NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF
THE CITY OF ARDEN HILLS
supports enabling legislation that would authorize cities to
establish street improvement districts to fund municipal street maintenance, construction and
reconstruction.
ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 8th DAY
OF APRIL, 2013.
____________________________________
David Grant, Mayor
ATTEST:
_____________________________________
Patrick Klaers, Administrator
UNFINISHED BUSINESS
MEMORANDUM
DATE: April 8, 2013
TO: Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
FROM: Terry Maurer, Public Works Director
John Anderson, Assistant City Engineer
SUBJECT: 2013 Pavement Management Program (PMP)
Resolution Declaring Cost to be Assessed and Ordering Preparation of
assessment Roll
Resolution Setting Assessment Hearing Date
Budgeted Amount: Actual Amount: Funding Sources:
$1,700,000 $937,523.26 PIR, Sanitary Sewer, Water
and Surface Water Enterprise
Funds and Assessments
Requested Action
The City Council is requested to adopt the following two resolutions regarding the 2013 PMP
Resolution No. 2013-017 Declaring Cost to be Assessed and Ordering Preparation of
Assessment Roll
Resolution No. 2013-018 Setting the Date for Assessment Hearing
Background
On March 11, 2013, the City Council adopted Resolution No. 2013-014 Approving the Plans and
Specifications and Ordering the Advertisement for Bids. Bids were solicited during March and
opened on Tuesday, April 2, 2013.
A portion of the costs for the 2013 PMP project are proposed to be assessed against the
In order to assess these costs,
the City must follow the process outlined in State Statute 429. The next step in the process after
the bids are opened is to declare the amount of the cost to be assessed and set the date for the
assessment hearing. A public hearing prior to adopting the assessments is a requirement of the
statute.
14
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Bid Results
Bids were opened last Tuesday morning. There were a total of five bids received. The bids
ranged from $723,366.70 to $910,190.00.
their total bid:
North Valley, Inc $723,366.70
T.A. Schifsky & Sons, Inc $726,966.97
Hardrives, Inc. $756,010.84
Omann Brothers Paving, Inc $767,587.69
Midwest Asphalt Corp. $910,190.00
The lowest bid was submitted by North Valley, Inc., who has successfully completed similar
projects in the past. When the 2013 PMP gets to that point, staff will be recommending award of
the project to North Valley, Inc., as the lowest responsible bidder.
Financial
To establish a total project cost for the improvements, engineering and overhead costs need to be
included. The non-assessable items have 24% added for engineering (20%, and contingency
4%). The assessable portion, for the street improvements, includes 37% overhead, which
includes
City Administration 2.5%
Design Engineering 10.0%
Construction Engineering 10.0%
Legal 2.0%
Fiscal 3.0%
Interest During Construction 4.5%
Assessment Roll Preparation 1.0%
Contingencies 4.0%
TOTAL 37.0%
ed through the Capital Improvement
Program (CIP) and are scheduled to come from the Permanent Improvement Revolving (PIR)
Fund and Utility Enterprise Fund (sanitary sewer, water and surface water).
The project is proposed to be assessed according to the Cit
that 50% of the total (construction and overhead) cost for the street improvements will be
assessed to the benefitted properties. Since bids have been opened, it is proposed to use actual
construction costs of the low total bid received rather than the eestimate.
The following table provides a breakdown of the lowest bid construction cost by funding source
and compares it to the feasibility estimated construction cost without contingency.
24
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Feasibility Estimated Low Bid
Item Funding Source
Construction Cost Construction Cost
Sanitary Sewer Utility
Sanitary Sewer $ 47,750.00 $ 55,351.81
Fund
Water 274,774.00 188,130.81 Water Utility Fund
Surface Water
Surface Water
245,900.00 167,972.20 Management Utility
Drainage
Fund
Street 311,528.00 311,911.88 PIR/Assessment
TOTAL $879,952.00 $723,366.70
the street improvement construction cost; adding 37% overhead (detailed earlier in this memo)
and then dividing by the total number of assessable units. There are 48 assessable units in the
project. This calculation is shown in the following table:
Item Calculation Result
Half of Construction Cost $311,911.88/2 $155,955.94
Add 37% Overhead $155,955.94 x 1.37 $213,659.64
Divide by Assessable Units $213,659.64/48 $ 4,451.24
Assessment Roll
The 2011 PMP involved reclaiming of the bituminous surface as is proposed with the 2013 PMP.
In the 2011 project a seven year repayment period was used for the assessment. That same seven
year period is proposed for the 2013 PMP project.
Director of Finance and Administrative Services Sue Iverson indicated that the City is realizing
about a 1.80% return on its investments and with 2.0% added to that return recommended an
assessment interest rate of 3.80%.
It is estimated that there are 48 assessable units in the project based on the Assessment Policy.
There are several properties in the southern area of the project on Asbury Avenue and
Ridgewood Road where the corporate border of Arden Hills/Roseville bisects the property.
Some of these properties have previously been assessed for the previous street project in
Roseville in 2008. One option for assessing these parcels would be a full 2013 PMP assessment
minus the previous amount paid for the Roseville project. There is also the parcel at 3012
Asbury Avenue that is getting concrete curb and gutter across the remainder of the lot that the
Roseville project did not construct. A method for dealing with this parcel may be to not give
credit for the previous Roseville assessment of $784.82 to offset the cost of the concrete curb and
gutter.
The other unique parcel is the one in the Ridgewood Road cul-de-sac owned by the homeowners
association. This is a lot of record and could have a house built on it so it is included in the
assessment roll. The following table and the attached exhibits provide additional information
about the total number of parcels and the unique ones described above.
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2013 PMP - Proposed Assessment Adjustments for Previously Assessed Parcels
2008 RV Arden Hills 2013 AH Proposed - RV
Parcel ID Assessment Proposed Previous Site Address City PrimaryTaxName1
$ 3111 Ridgewood
343023330045 - $ 4,451.24 $ 1,550.80 Rd Arden Hills John S Mccarthy
32923220081 $ 2,900.44 0 Ridgewood Rd Roseville John S Mccarthy
3116 Ridgewood
32923220072 $ 2,274.85 Rd Roseville Paul H Degeest
32923220083 $ 2,274.85 3117 Asbury St Roseville Patrick J Obrien
32923220079 $ 784.82 0 Asbury St Roseville Daniel M Erding
$
343023330044 * - $ 4,451.24 $ 3,666.42 3120 Asbury Ave Arden Hills Daniel M Erding
$ 3128 Ridgewood
343023330051 - $ 4,451.24 $ 4,451.24 Rd Arden Hills Dolores L Cox
$ 3120 Ridgewood
32923220071 - Rd Roseville Dolores L Cox
32923220082 $ 673.81 0 Ridgewood Rd Roseville Robert Jon Hames
$ 3121 Ridgewood
343023330046 - $ 4,451.24 $ 3,777.43 Rd Arden Hills Robert Jon Hames
$
343023330038 - $ 4,451.24 $ 4,451.24 3125 Asbury Ave Arden Hills Michael P Lukaska
$ 3130 Ridgewood Renae C
343023330050 - $ 4,451.24 $ 4,451.24 Rd Arden Hills Peterschick
$ James R
32923220070 - 0 Ridgewood Rd Roseville Peterschick
* This owner requested installation of concrete curb and gutter in front of his Arden Hills parcel
Council Action Requested
In order to continue with the State Statute 429 process for assessing a portion of the cost of the
2013 PMP, the next step for Council to consider would be adopting the attached two resolutions
which declare the amount to be assessed and orders the preparation of the assessment roll and the
second resolution sets the date of the assessment hearing as May 13, 2013.
Attachments
1.Boundary Parcels
2.Assessment Area
3.Resolution No. 2013-017 Declaring Cost to be Assessed and Ordering Preparation of
Assessment Roll
4.Resolution No. 2013-018 Setting the Date for Assessment Hearing
44
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Attachment A
343023330046
343023330050
343023330038
343023330044
343023330051
343023330045
032923220082
032923220079
032923220070
032923220081
032923220071
032923220083
032923220072
2013 Pavement Managment Project - Previously Assessed Parcels
µ
Legend
Feet
boundary parcels
037.575150225300
association owned lot
Lake Johanna
3213
3207
3201
1575
1569
1505
1563
1557
1523
1549
1535
1541
Johanna Marsh
3188
1564
1556
1536
1550
15401528
1520
1516
1504
3170
1525
1535
1517
1565
1543
3161
1555
3160
1485
1574
1526
1566
3137
1546
1538
3136
3135
3125
1488
3130
3121
3130
3125
3120
3128
2013 Pavement Managment Project - Proposed Assessment Area
µ
Legend
Feet
Proposed Assessment Area
085170340510680
Attachment C
CITY OF ARDEN HILLS
COUNTY OF RAMSEY
STATE OF MINNESOTA
RESOLUTION NO. 2013-017
A RESOLUTION DECLARING COST TO BE ASSESSED, AND ORDERING
PREPARATION OF PROPOSED ASSESSMENT FOR THE 2013 PAVEMENT
MANAGEMENT PROGRAM
WHEREAS
, a contract has been let for the City of Arden Hills 2013 Pavement Management
Program, the improvement of the following streets:
Asbury Avenue North from the municipal boundary to Glenhill Road
Asbury Avenue North from Glenhill Road to Edgewater Avenue
Ridgewood Road North from the municipal boundary to the cul-de-sac
Glenhill Road from Asbury Avenue North to Snelling Avenue North
Edgewater Avenue from Asbury Avenue North to Ridgewood Road
And the contract price for such improvement is $723,366.70 and the expenses incurred or to
be incurred in the making of such improvement amount to $214,156.56 so that the total cost
of the improvement will be $937,523.26.
NOW, THEREFORE, BE IT RESOLVED
by the Mayor and the City Council as follows:
1. The portion of the cost of such improvement to be paid by the city is hereby declared to
be $723,863.62 and the portion of the cost to be assessed against benefited property owners
is declared to be $213,659.64.
2. The City Administrator, with the assistance of the City Engineer, shall forthwith calculate
the proper amount to be specially assessed for such improvement against every assessable
lot, piece or parcel of land within the district affected, without regard to cash valuation, as
provided by law, and he shall file a copy of such proposed assessment in his office for public
inspection.
3. The City Administrator shall, upon the completion of such proposed assessment, notify
the council thereof.
ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS
THIS 8th DAY OF APRIL, 2013.
____________________________________
David Grant, Mayor
ATTEST:
_______________________________________
Patrick Klaers, Administrator
Attachment D
CITY OF ARDEN HILLS
COUNTY OF RAMSEY
STATE OF MINNESOTA
RESOLUTION NO. 2013-018
A RESOLUTION SETTING THE DATE FOR ASSESSMENT HEARING FOR THE
2013 PAVEMENT MANAGEMENT PROGRAM
WHEREAS
, by a resolution passed by the council on April 8, 2013, the City Administrator
was directed to prepare a proposed assessment of the cost for the City of Arden Hills 2013
Pavement Management Program improvement of the following streets:
Asbury Avenue North from the municipal boundary to Glenhill Road
Asbury Avenue North from Glenhill Road to Edgewater Avenue
Ridgewood Road North from the municipal boundary to the cul-de-sac
Glenhill Road from Asbury Avenue North to Snelling Avenue North
Edgewater Avenue from Asbury Avenue North to Ridgewood Road
WHEREAS
, the City Administrator has notified the council that such proposed
assessment has been completed and filed in his office for public inspection,
NOW, THEREFORE, BE IT RESOLVED
by the Mayor and the City Council as follows:
1. A hearing shall be held at 7:00 p.m. on the 13th day of May, 2013 in the city hall at 1245
West Highway 96, to pass upon such proposed assessment. All persons owning property
affected by such improvement will be given an opportunity to be heard with reference to
such assessment.
2. The City Administrator is hereby directed to cause a notice of the hearing on the proposed
assessment to be published once in the official newspaper at least two weeks prior to the
hearing, and he shall state in the notice the total cost of the improvement. He shall also cause
mailed notice to be given to the owner of each parcel described in the assessment roll not less
than two weeks prior to the hearing.
3. The owner of any property so assessed may, at any time prior to certification of the
assessment to the county auditor, pay the whole of the assessment on such property, with
interest accrued to the date of payment, to the City Administrator, except that no interest
shall be charged if the entire assessment is paid within 30 days from the adoption of the
assessment. An owner may at any time thereafter, pay to the County the entire amount of the
assessment remaining unpaid, with interest accrued to December 31 of the year in which
such payment is made. Such payment must be made before November 15 or interest will be
charged through December 31 of the succeeding year.
ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS
THIS 8th DAY OF APRIL, 2013.
____________________________________
David Grant, Mayor
ATTEST:
_______________________________________
Patrick Klaers, Administrator