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04-29-13-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 3.B.Transportation Update Documents:MEMO.PDF Community Cleanup Day Update Documents:MEMO.PDF APPROVAL OF MINUTES 4.A.Approval Of Minutes FEBRUARY 19, 2013, CITY COUNCIL WORK SESSION FEBRUARY 25, 2013, REGULAR CITY COUNCIL MARCH 11, 2013, REGULAR CITY COUNCIL MARCH 18, 2013, SPECIAL CLOSED CITY COUNCIL MARCH 25, 2013, SPECIAL CLOSED CITY COUNCIL APRIL 8, 2013, SPECIAL CLOSED CITY COUNCIL Documents:WS.PDF,R.PDF,R.PDF, CLOSED.PDF,CLOSED.PDF,CLOSED.PDF CONSENT CALENDAR 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.Claims And Payroll Documents:MEMO.PDF 5.B.Approve Budget Calendar For 2014 Documents:MEMO.PDF,ATTACHMENT A.PDF Shoreview/Arden Hills Cleanup Day Agreement Documents:MEMO.PDF,ATTACHMENT A.PDF Adopt Resolution 2013023 Approving State Of Minnesota Joint Powers Agreements With The City Of Arden Hills On Behalf Of Its City Attorney And Police Department Documents:MEMO.PDF,ATTACHMENT A.PDF, ATTACHMENT B.PDF, ATTACHMENT C.PDF, ATTACHMENT D.PDF 5.E.Accept Resignation Of City Planner Documents:MEMO.PDF,ATTACHMENT A.PDF 5.F.Authorization To Advertise For The Position Of City Planner Documents:MEMO.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. PUBLIC HEARINGS UNFINISHED BUSINESS 8.A.Approval Of Contract With KimleyHorn For The Master Planning Process Documents:MEMO.PDF, 8.B.Consider Award Of South Water Tower Repainting Bids Documents:MEMO.PDF,ATTACHMENT A.PDF, ATTACHMENT B.PDF, ATTACHMENT C.PDF, ATTACHMENT D.PDF NEW BUSINESS 9.A.Consider Purchase Of A Large Format Printer Documents:MEMO.PDF,ATTACHMENT A.PDF, ATTACHMENT B.PDF 9.B.Business Subsidy Criteria And City Public Financing Guidelines Documents:MEMO.PDF, Request For ProRated Refund Of Liquor License Fees Documents:MEMO.PDF,ATTACHMENT A.PDF Consider Police Week Proclamation Documents:MEMO.PDF,ATTACHMENT A.PDF STAFF COMMENTS MEMORANDUM DATE:April 29, 2013 TO:Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM:Jill Hutmacher, Community Development Director SUBJECT:TCAAP Update Ramsey County closed on the purchase of TCAAP on April 15. The full Notice to Proceed has been issued to Bolander and Sons. Installation of erosion control and the pre-demolition removal of hazardous materials (i.e., fluorescent bulbs/ballasts, asbestos)has begun. Building demolition will begin in approximately two weeks. The gate at Highway Avenue/County Road H will be the main gate, and everyone entering the site will need to check in at the Bolander construction office. The area outside of the perimeter at Highway Avenue/County Road H will be signed No Parking to eliminate conflicts with construction traffic. Barriers will beplaced to separate Rice Creek trail users from construction traffic. The Ramsey County sheriff will be patrolling the property. Trespassing and theft of building materials will be prosecuted. Ramsey County will hold apublic informational meeting for the demolition and remediation project on Tuesday, May 7, 5:00 to 7:00 pmin the Marsden Room at the Ramsey County Public Works Facility. Postcards have been mailed to residents in Arden Hills and surrounding communities. 11 Page of STAFF COMMENTS MEMORANDUM DATE: April 29, 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 10 and Hwy 96 project. 11 Page of Staff Updates MEMORANDUM DATE: April 29, 2013 TO: Honorable Mayor and City Council Members Patrick Klaers, City Administrator FROM: Meagan Beekman, City Planner SUBECT:Community Cleanup Day Update th The community cleanup day event is scheduled for Saturday, May 18 from 8am to 3pm. It will be held at the Ramsey County Public Works Facility at 1425 Paul Kirkwold Drive. The event is co-sponsored by the City of Arden Hills and Shoreview and open to residents of both cities. The structure of the event will be the same as past cleanup days. Participants will pay based on the amount and type of items being dropped off. The Salvation Army will also be on site collecting any items that are salvageable for reuse. Notices have been in the City newsletter for the past two months. In addition, direct mail fliers are being sent out to residents next week. City of Arden Hills City Council Meeting for April 29, 2013 11 Page of Approved: CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL WORK SESSION MEETING FEBRUARY 19, 2013 5:00 PM 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 5:00 p.m. Present: Mayor David Grant; Councilmembers Brenda Holden, Fran Holmes, Dave McClung (arrived at 5:04 p.m.) and Ed Werner Absent: None Also present : City Administrator Patrick Klaers; Director of Finance and Administrative Services Sue Iverson; Public Works Director Terry Maurer; Community Development Director Jill Hutmacher; City Planner Meagan Beekman; Parks and Recreation Manager Michelle Olson; and Deputy Clerk Amy Dietl 1. AGENDA ITEMS A.US 10/Hwy 96 Grade Separation Discussion Public Works Director Maurer stated that the bids for the US 10/Hwy 96 grade separation project have been received and Ramsey County and MnDOT are currently reviewing them. He noted that the project is anticipated to begin mid to late March, and a public informational meeting will be held on March 26. Beth EngumRamsey County , , stated that MnDOT is scheduled to be on-site on March 25, as that is the date the contractor will be on the ground and working. She noted that some small th utility relocation is underway and will be on-going up to March 25. She indicated that work will begin in the northwest quadrant of the intersection where trees will be cleared in order to build the ponds that are planned for that corner. She stated that a temporary access road will be built to maintain access to the businesses and homes located there. Ms. Engum stated that the contractor should complete the temporary access road within approximately one month, which means that road should be done in April. She indicated that ARDEN HILLS CITY COUNCIL WORK SESSION FEBRUARY 19, 2013 2 contract provisions require that westbound Hwy 96 to westbound US 10 traffic movement be open within 90 days of closure of Hwy 96, which means that traffic is anticipated to be switched over to the permanent ramp in August. Ms. Engum stated that the construction project was originally expected to take two years, but now will be completed within one year. She indicated that Hwy 96 is expected to be closed from about May until November 2. She explained that November 2 is the date by which the contractor is required to have everything substantially completed. Public Works Director Maurer stated that MnDOT added to the project an unbonded concrete overlay of all of US 10 diagonal from I-694 to I-35W. He noted that the concrete overlay will be completed within the same time frame as the main US 10 and Hwy 96 project. Councilmember Holden questioned where the road will be closed on Hwy 96. Ms. Engum stated that it will be closed in both directions from North Heights Church all the way to east of Round Lake Road. She noted that provisions have been made to make sure there is access to Lakeshore Place. Mayor Grant asked for clarification to better understand the concrete overlay process. Public Works Director Maurer explained that it is an unbonded overlay, which basically means that new concrete pavement will be poured over the existing road. Ms. Engum stated that it is approximately eight inches of concrete, and it is similar to the project that was done on I-35E from Forest Lake to County Road E. Councilmember Werner questioned if Old Highway 10 is going to be open during this project. Ms. Engum stated that Old Highway 10 will not be open at all except for access to Lakeshore Place. Public Works Director Maurer noted that Highway 96 will be lowered about 17 feet, and US 10 will either be raised very slightly or will remain at the same elevation. He stated that some of the watermain and sanitary sewer will need to be relayed. When that happens, the City will be actively involved in the inspection process. Councilmember Holden inquired when the signalized light will be installed at County Road F and Snelling/Hamline Avenue. Public Works Director Maurer stated that should occur sometime in April/May. Mayor Grant requested that a link be put on th detailed project information. ARDEN HILLS CITY COUNCIL WORK SESSION FEBRUARY 19, 2013 3 Public Works Director Maurer MnDOT and Ramsey County websites, both of which offer details regarding the upcoming project. Mayor Grant Boston Scientific, and Scherer Brothers to make them aware of the impact the construction project may have on their businesses. Councilmember Holmes stated that the Mounds View High School should also be notified of the project. She indicated that they provide announcements every morning to staff and students. She suggested that a week or so before the start of construction that an announcement be made at the school so everyone is aware that they need to plan a different route to school. Councilmember Holden asked if Lakeshore Drive will be totally rebuilt. Public Works Director Maurer stated that Lakeshore Drive will be rebuilt and a 52 inch retaining wall/barrier will be provided. Landscaping will also happen after this construction project is complete. City Administrator Klaers stated that in terms of communication, Community Development Director Hutmacher has put together a newsletter that will be distributed to the Round Lake businesses. Councilmember Holden questioned what is going to be done to notify residents of the project. Public Works Director Maurer stated that a mailing will be done by either MnDOT or Ramsey County to residents in the City and bordering areas. Discussion ensued regarding the impact of the US 10/Hwy 96 construction project. Mayor Grant thanked Beth Engum for attending the meeting and for providing information regarding the construction project. B.Discussion Regarding Park Events Parks and Recreation Manager Olson stated that this is a follow-up discussion regarding possible park events that might be chosen in lieu of not having the Celebrating Arden Hills event in 2013. Parks and Recreation Manager Olson indicated that staff recommends hosting an event to celebrate the reopening of Valentine Park. She noted that if additional events are desired, staff recommends moving forward on them slowly in order to gauge their success. Councilmember McClung stated that because of the positive impact to the community at minimal cost, he is in favor of option two, which is a public works/public safety open house. Councilmember Holden noted that the location may be an issue. ARDEN HILLS CITY COUNCIL WORK SESSION FEBRUARY 19, 2013 4 Parks and Recreation Manager Olson stated that one of the three larger parks work best because the parking situation is better. Mayor Grant stated that he is leery of the outdoor movie on an inflatable screen idea because he is unsure whether a large enough number of people will participate. He does like the idea of doing something at Valentine Park, but the nature and size of the park limits what can be done there. Discussion continued regarding various event options. The consensus among the Council was to focus on one park event at Valentine Park. Suggestions were made for staff to explore such as ribbon cutting, picnic shelter dedication, ice cream social, and music. Council asked staff to bring back options at a future Council meeting for this type of event. C.City Council Goals Update Mayor Grant stated that staff is working on a number of items, so that should be kept in mind when looking at goal attainment. City Administrator Klaers indicated that each of the Directors will discuss their departmental goals. He noted that this is a living document that is subject to change, and he thinks that good progress has been made. Director of Finance and Administrative Services Iverson discussed the goals of Finance and Administrative Services. Councilmember Holden stated that goal 2e, which is to provide staff and Council training on sexual harassment, hostile work environment, and technology use, is important, but it is not in progress yet. She sees this as a high priority and thinks it should get done. Director of Finance and Administrative Services Iverson explained that she had that particular goal down for fourth quarter, but hopes to complete it this summer. Mayor Grant requested that another column be added to the goals worksheet, which would read, timeframe allow a place for staff to indicate to the Council what they think they can get done. Councilmember Holden inquired about goal 2d, which is to review/update the personnel policy. Director of Finance and Administrative Services Iverson stated that a Personnel Committee meeting will be held in March and a list of minor changes to the personnel policy will be discussed. Councilmember Holmes requested that charging fees to non-profits be researched. It is not currently on the goal worksheet, but she would like to add it. ARDEN HILLS CITY COUNCIL WORK SESSION FEBRUARY 19, 2013 5 Director of Finance and Administrative Services Iverson stated that this topic has been on researching the topic. Mayor Grant directed staff to assign it to FPAC, and if it does not get looked at, it will be assigned to staff. Councilmember Holden requested that information be reported back before the end of the year. Director of Finance and Administrative Services Iverson stated that FPAC meets in March, so it will be discussed as part of the 2013 Work Plan at that meeting. City Administrator Klaers discussed the goals listed under the Administration portion of the goals worksheet. Councilmember Holmes stated that she would like more out of the police contract, such as one- on-one interaction between the Councilmember Holden stated that she would like to see less expensive police services. City Administrator Klaers stated that the City is under contract with the Ramsey County noted that the City voted against the police budget, but it still passed because of the majority vote of the other members. Councilmember Holden inquired if there is an additional charge for CodeRED. City Administrator Klaers explained that there is not an additional charge for CodeRED, nor their annual attendance at a City Council meeting. Councilmember Holden questioned what is happening with the 9-1-1 system. City Administrator Klaers indicated that the CAD system is being updated. He stated that in recent meetings, no problems with address locations have been reported during 9-1-1 calls. City Administrator Klaers noted that he will continue to communicate Fire Joint Powers information throCity Council newsletter article policy. Community Development Director Hutmacher Councilmember Holden asked how goal 10a (maximize participation in the 2011 rental registration program) is determined. Community Development Director Hutmacher stated that maximizing participation in the rental registration program will continue on an on-going basis. ARDEN HILLS CITY COUNCIL WORK SESSION FEBRUARY 19, 2013 6 Councilmember Holmes inquired about goals 10c (work with Ramsey County on enforcement issues) and 10d (research legal constraints and opportunities for enforcement) and whether the new City Attorney has been made aware of the issues. Community Development Director Hutmacher stated that the City Attorney is aware of the issues and has been actively working on them. She noted that the enforcement process is in place, and issues are being dealt with on a case-by-case basis. Community Development Director Hutmacher explained that the Economic Development Authority (EDA) has been meeting, and they are working on their 2013 Work Plan. She indicated that there will be a State-of-the-City address in 2013 and other ideas are being discussed to increase business contacts. Public Works Director Maurer presented an overview of the Public Works goals worksheet. Mayor Grant inquired about the SCADA system being abandoned from the goals. Public Works Director Maurer stated that purchasing the Omni system, which is more cost-effective, there is no longer a need to pursue the SCADA system so that is why it has been abandoned from the worksheet. D.Lexington Station Concept PUD Review City Planner Beekman pt review of a possible Planned Unit Development (PUD) at the southwest corner of Red Fox Road and Lexington Avenue. She introduced the applicant, Nick Roberts, and two of the people who are working with him on the project: Christian Hendrie, with Hoefler Architects, LLC, and Tim Gilbert, with Roberts Management Group. City Planner Beekman explained that the applicant is present tonight seeking feedback from the City Council on the development concept. She noted that a formal application will be subject to the full review process, and will include a public hearing with the Planning Commission as well as City Council review. City Planner Beekman stated that the landscaping requirements have not been discussed at this time. The Roberts Development Company is looking to demolish the building and replace it with approximately 15,000 square feet of retail space. She noted that they propose to remove three driveways and connect the parcels for better internal circulation. Mayor Grant noted that the proposed intersection lines u inquired if that is part of Phase I of the development plan. Nick Roberts, building owner and applicant, confirmed that the plan would be to line up the intersections as part of Phase I. Councilmember Holden inquired if the traffic analysis. ARDEN HILLS CITY COUNCIL WORK SESSION FEBRUARY 19, 2013 7 Mr. Roberts stated that his company did have access to that particular traffic study. Mr. Roberts explained that his goal is to improve the community by taking an older-looking building and making it nice-looking. He stated that this would be a phased development that would start with tearing down the Blue Fox. He has plans for future phases of the development, which include work on the other two buildings to the west. He explained that lining up the intersection directly across from Target is essential to the project, and he would like to be able to add a signalized light there to improve traffic flow. Mayor Grant stated that he likes the idea of redeveloping the site. He noted that with the back of the building facing Lexington Avenue, it is going to be important to add architectural improvements to make the building look nice. He stated that the same situation occurred with the d that building did not turn out looking as good as he had hoped. Mr. Roberts stated that the goal is to make it a higher-end development with a lot of brick and better quality tenants. Mayor Grant noted that he likes the proposed improvements for traffic circulation. He would like to see the project done all in one phase, but understands the need for multiple phases. Councilmember McClung stated that he would like to see a narrowed-down timing of the phases for this project. Mr. Roberts explained that Phase I would begin next year. The building directly to the west has tenants whose lease is coming due in three to four years. Once the lease is up, he plans to decrease the size of the building and, by bringing the building back approximately 80 feet, it will allow for additional parking. The tenants at 3771 Lexington Avenue have longer leases and they have invested a lot of money in their space. For that reason, that phase of development will not happen for approximately eight to ten years. Councilmember McClung noted that the back of two of the buildings will face Lexington Avenue; therefore, it is essential to use high-quality materials and get good-quality tenants in those buildings. Councilmember Holden stated that she has an issue with the proposed location of the drive-thru window, and explained that the walkability seems to be lacking. She inquired if a trail or sidewalk will be proposed. City Planner Beekman indicated that a parking analysis has not been done yet, but the number of stalls does seem tight to her. Mr. Roberts questioned how to move forward on obtaining a traffic analysis. City Planner Beekman stated that a Request for Proposal (RFP) with Ramsey County could be requested and the applicant can decide whether it fits with his time schedule. If not, it is possible ARDEN HILLS CITY COUNCIL WORK SESSION FEBRUARY 19, 2013 8 to have an independent traffic study done as part of the application process. She stated that the City does not want to hold up the project. Councilmember Holden advised the applicant to not offer closing any driveways until he is granted permission to put in a signalized light at the intersection. E.Urban Fowl Discussion City Planner Beekman stated that Councilmember Werner requested this topic be brought to the Council for discussion. She noted that fowl are considered farm animals, and although they are not prohibited, they must be kept 200 feet away from property lines. This requirement ends up making the keeping of fowl prohibitive for most properties in Arden Hills. City Planner Beekman shared a Star Tribune article that discussed the topic of keeping chickens and it listed surrounding cities that allow and do not allow fowl. She stated that staff is seeking direction from the Council regarding how to proceed with an amendment to City Code. She noted that b interest in changing the Code at this time. Councilmember Werner stated that a number of communities allow fowl and others do not. He feels the biggest concern is what the neighbors will think. He is in support of allowing fowl if it is tightly regulated. He feels no roosters should be allowed, there should be a limit on the number of hens, there should be regulations regarding where they are kept, and he supports the regulation of a setback from the lot line for housing requirements. He said he was surprised by the number of neighboring communities who do allow fowl. Councilmember McClung stated that he has done some research on this topic. He noted that his concern is regarding setting precedence by allowing chickens. He worries about issues with wild turkeys and the anticipated smaller lots on the TCAAP property. He feels there is potential for problems in the future and unfavorable responses from neighbors. Councilmember Holden stated that when she first moved to Arden Hills, some farm animals were allowed, but over the years, the City began eliminating the keeping of farm animals. She is concerned about the smell, and the unsightliness of fencing materials. She feels that the communities who are allowing fowl have not had the allowance long enough to provide adequate feedback. She stated she is not in favor of allowing fowl. Councilmember Holmes noted that whatever the decision is, it is not going to please everyone. She stated that she is not in favor of allowing chickens. Mayor Grant explained that he is concerned about creating neighbor issues. He feels that asking a neighbor to allow another neighbor to keep chickens pits people against each other. He stated that a situation may be created in which a neighbor agrees to allow another neighbor to keep chickens and then that neighbor moves and the new neighbor has a potential issue with the keeping of chickens. The consensus of the Council is to not have staff move forward with this item. ARDEN HILLS CITY COUNCIL WORK SESSION FEBRUARY 19, 2013 9 F.Discuss Response to Trial Agenda Center Packet Deputy Clerk Dietl of the agenda packet using the Agenda Center module for agenda creation. The Council consensus is to continue creating agendas using the Agenda Center module, but they would like staff to eliminate putting the proposed motion on the agenda. The proposed motion should only appear on the memo created by staff. COUNCIL COMMENTS 2. Councilmember Holden inquired about the property off Snelling Avenue that is in tax foreclosure. City Planner Beekman stated that the City is waiting for the County to send an official document stating the City has an opportunity to purchase the property, along with information such as the price and time frame to purchase. Councilmember Holden inquired if the City Administrator followed up with Rob Davidson on concerns with the condition of the building. Mayor Grant noted that the television in the lobby has resolution issues, and it is an old 32-inch tube. He stated that it might be time for the City to purchase a flat screen. Councilmember Holmes stated that she does not think a television is needed in the lobby; therefore, she is against it. Councilmember Holden thinks we should replace the television. Councilmember McClung stated that he does not have an opinion one way or another. Mayor Grant stated that with upcoming TCAAP meetings, it may get to the point in which large numbers of people begin attending the meetings. He noted that the television in the lobby could be important for the overflow of people who do not fit in the Council Chambers. He also noted that staff needs to monitor the slide show of information that plays on the local cable channel. He directed staff to look into purchasing a new television and possibly relocating it over the fireplace. Mayor Grant stated that the City has been asked to re-join the I-35W Corridor Coalition. He noted that it costs approximately $10,000 per year. Councilmember Holden asked what that membership would provide to the City. She noted that she was told it would provide power. She stated that the coalition includes other communities all the way up to Forest Lake, which means we are competing for dollars with those communities. She stated she is not for it. ARDEN HILLS CITY COUNCIL WORK SESSION FEBRUARY 19, 2013 10 Councilmember McClung stated that he is a no vote as he does not feel that group is going to help the City. He noted that the City has the clout of the TCAAP project, and he feels the City would just be competing with the other pet projects, which would actually hurt us. Councilmember Werner stated that he also is not in favor of rejoining the coalition. Councilmember Holmes stated that she does not know enough about it to weigh in. Mayor Grant summarized the Council comments and stated that the consensus is not to rejoin the I-35W Corridor Coalition. Mayor Grant requested that staff update and distribute the laminated cards containing staff and Council contact phone numbers. Mayor Grant inquired about the CURA application. City Planner Beekman stated that a response should be received in mid-March. Councilmember Holden stated that there is a neighborhood blood drive on Lake Johanna Boulevard, across from Presbyterian Homes. She explained that three blood mobiles park outside a private residence, so anyone interested in donating should contact Councilmember Holden to register. The drive will be held on Saturday, March 2 from 8:00 a.m. until 5:00 p.m. Mayor Grant inquired about the E-Street Flats sign on the side of the building and whether it violates the sign ordinance. City Planner Beekman stated that staff has not received a sign permit request. Staff will research further. ADJOURN Mayor Grant adjourned the City Council work session meeting at 7:50 p.m. __________________________ __________________________ Patrick Klaers David Grant City Administrator Mayor Approved: CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING FEBRUARY 25, 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, Dave McClung, and Ed Werner Absent: None Also present : City Administrator Patrick Klaers; Community Development Director Jill Hutmacher; and Deputy Clerk Amy Dietl PLEDGE OF ALLEGIANCE 1. APPROVAL OF AGENDA MOTION: Councilmember Holmes moved and Councilmember Holden seconded a motion to approve the meeting agenda as presented. The motion carried unanimously (5-0). 2. PUBLIC INQUIRIES/INFORMATIONAL Terence Dragich , 1838 Beckman Avenue, stated that he had an anomaly in his utility bill in late September 2012 and into early October 2012. He noted that his water usage chart showed a solid black line (indicating consistent usage) during that time period, yet he reported being out of the country at that time. He stated that no one else lives in the home, and that he shut the main water supply off before going on vacation. He reported that he has had his water meter reader tested, but the results did not indicate that there were any problems with the equipment. Councilmember Holden asked if Mr. Dragich was present to appeal his utility bill. Mr. Dragich stated that he is appealing the bill and wanted to make the Council aware of anomalies in water meter readings. ARDEN HILLS CITY COUNCIL FEBRUARY 25, 2013 2 Mayor Grant reader. The main water supply valve was turned off, and readings were taken. The results showed that the valve was shut off. When the valve was turned back on, the readings read as such. Mayor Grant noted that this will be treated as an appeal, and that he would like to further discuss this utility billing issue at a work session on March 18, 2013. A.Acknowledge Receipt of CAFR Award Mayor Grant announced that a letter was received from the Government Finance Officers Association (GFOA) stating that the City is the recipient of the Comprehensive Annual Financial Report (CAFR) Award. He noted that this award represents a significant accomplishment, and he extended his appreciation to the entire Finance Department for their outstanding work. He noted that the Finance Department has consistently received the CAFR Award throughout the years and he thanked the department for their continued efforts. City Administrator Klaers stated that the official plaque should arrive in approximately six weeks. Mayor Grant stated that a formal presentation of the award will be given once the plaque has been received. 3. STAFF COMMENTS A.TCAAP Update Community Development Director Hutmacher stated that the City held a pre-proposal meeting for the TCAAP Alternative Urban Areawide Review (AUAR), Master Plan, and Regulations and Policies on February 21, 2013. She noted that in addition to City and County staff, 18 representatives from planning and engineering consulting firms were also in attendance. Community Development Director Hutmacher indicated that the list of those who attended the meeting as well as responses to questions submitted regarding the Request for Proposal (RFP) is bsite. She stated that the proposals are due on March 15, 2013. Community Development Director Hutmacher noted that the Joint Development Authority (JDA) will have its first meeting on Wednesday, February 27. The meeting will be held in the Council Chambers and it will begin at 5:30 p.m. 4. APPROVAL OF MINUTES A.January 14, 2013, Regular City Council B.January 22, 2013, City Council Work Session ARDEN HILLS CITY COUNCIL FEBRUARY 25, 2013 3 MOTION: Councilmember Holden moved and Councilmember Werner seconded a motion to approve the January 14, 2013, regular City Council meeting minutes and the January 22, 2013, City Council work session minutes as presented. The motion carried unanimously (5-0). 5. CONSENT CALENDAR A.Motion to Approve Consent Agenda Item - Claims and Payroll B.Motion to Approve the Eureka Recycling Contract Renewal C.Motion to Approve the Safety Committee Policy MOTION: Councilmember Holmes moved and Councilmember Holden 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 None. 9. UNFINISHED BUSINESS None. 10. COUNCIL COMMENTS Councilmember McClung reminded offering presales of good, quality trees. He indicated that people may purchase trees for their own yards or donate trees to the City. He stated that more information is available via brochures at City Hall or by visiting their website at www.FriendsoftheParks.org . He noted that the tree sale ends on Friday, April 19. Councilmember Werner noted that MnDOT is holding an open house on Wednesday, March 6 from 4:00 to 7:00 p.m., at the Fridley Community Center to discuss I-694 improvement plans. Councilmember Holden stated that in regard to the Ramsey County Friends of the Park tree sale, City staff will update the website with information about the Ctree needs should anyone be interested in purchasing and donating trees to the City. ARDEN HILLS CITY COUNCIL FEBRUARY 25, 2013 4 Councilmember Holmes stated that at work session, discussion took place regarding the Highway 10 and County Road 96 construction project. She requested that contact be made with Bethel College regarding the project. She noted that there will be a public meeting at City Hall on March 26 on the project and the closure of County Road 96 from May to early November. Mayor Grant requested that due to the Highway 10 and County Road 96 construction project, staff provide a transportation update at City Council meetings beginning in March. He also requested that information be made available on the Ce of road closures. Mayor Grant noted that the five mayors meeting, which consists of the mayors from the cities of Arden Hills, Roseville, New Brighton, Shoreview, and Mounds View, will be held on March 18. Mayor Grant stated that the Joint Development Authority (JDA) will meet on Wednesday, February 27at 5:30 p.m. in the Council Chambers. City Administrator Klaers announced that Representative Barb Yarusso will be moving forward to the Transportation Committee the bill that Ramsey County is proposing for $35 million for TCAAP transportation improvements. The bill was heard at the senate level a couple of weeks ago, and will be heard at the House Committee on February 28 at 10:00 a.m. He noted that both our senator and representative are working on the proposal with Ramsey County. ADJOURN MOTION: Councilmember Holmes moved and Councilmember Holden seconded a motion to adjourn. The motion carried unanimously (5-0). Mayor Grant adjourned the regular City Council meeting at 7:25 p.m. __________________________ __________________________ Patrick Klaers David Grant City Administrator Mayor Approved: CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING MARCH 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, Dave McClung, and Ed Werner Absent: None Also present : City Administrator Patrick Klaers; Director of Finance and Administrative Services Sue Iverson; Public Works Director Terry Maurer; Assistant City Engineer John Anderson; and Deputy Clerk Amy Dietl PLEDGE OF ALLEGIANCE 1.APPROVAL OF AGENDA Councilmember Holmes requested that Consent Item D 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 (5-0). 2. PUBLIC INQUIRIES/INFORMATIONAL None. 3. STAFF COMMENTS A.TCAAP Update City Administrator Klaers stated that since the last TCAAP update, the Joint Development Authority (JDA) held its first meeting on Wednesday, February 27. He noted that several business ARDEN HILLS CITY COUNCIL MARCH 11, 2013 2 items were discussed at the meeting such as the appointment of the JDA Chair and Vice-Chair, the establishment of the monthly meeting date as the first Monday of each month at 5:30 p.m., and authorizing the hiring of legal and financial consultants. City Administrator Klaers stated that Mike Norton, Kennedy and Graven, was selected as the legal consultant, and Mark Ruff, Ehlers Inc., was chosen as the financial consultant. He noted that working on the JDA Bylaws. A draft of the bylaws will be discussed at the next JDA meeting on April 1, 2013. City Administrator Klaers noted that, as related to transportation funding, a House hearing on March 6 was held regarding a companion bill to a senate bill that was heard in February. The bill calls for $35 million in transportation improvements around the TCAAP site. Councilmember Holden indicated that the hearing went very well, and that Representative Barb Yarusso was well received. She stated that the County Commissioners met with the House Chair prior to the meeting. It has not been determined at this time if Transportation Economic Development (TED) funding will be used, but other sources of funding are also being discussed. Councilmember Holmes indicated that she had a couple of questions regarding the Ramsey County TCAAP Development Monthly Report dated February 2013. She noted that the report talked about SAC credits, and she would like clarification as to what that means. City Administrator Klaers stated that the Sewer Availability Charge (SAC) is the payment of fees to Met Council by the City for new connections to the sewer system. This fee is passed on by the City to the developers. He indicated that credits have been given to this property based on past sewer connections and usage. He noted that as businesses move into TCAAP, they will still pay a sewer availability charge to the City and the City will then use this money for development related expenses. Director of Finance and Administrative Services Iverson explained that when a building is constructed, a sewer access charge is paid at the time of construction. If a building is demolished and a new building is rebuilt on the site, credit is given for the sewer connections that were paid during the original construction. When SAC credits exist, they are netted against the new sewer connection charges. Public Works Director Maurer stated that money collected by the City for SAC credits will be used to recover costs associated with bringing sewer and water services to the TCAAP site. Councilmember Holmes inquired why prosecution responsibilities related to TCAAP are being assigned to the City of Arden Hills when Ramsey County has such a large legal staff, and why that decision made. City Administrator Klaers stated that he will be talking with the Ramsey County Sheriff to determine what type of p Councilmember Holmes stated that the responsibility of prosecution services being given to the City is an affirmative statement in this newsletter yet staff does not know much about it. ARDEN HILLS CITY COUNCIL MARCH 11, 2013 3 City Administrator Klaers indicated that he will verify with the City Attorney, but he believes that there will be no change in our current practice and that what criminal charges are currently being prosecuted by the City will continue to be prosecuted by the City. Mayor Grant requested that staff research the responsibility of the City regarding prosecution services to get better clarification. Discussion continued regarding litigation and prosecution services on the TCAAP property. B.Transportation Update Public Works Director Maurer stated that the US 10 / Hwy 96 construction will begin in approximately two to three weeks. He noted that MnDOT has already opened and awarded the bid for the project. Public Works Director Maurer noted that the preconstruction meeting will be held on Monday, March 18,and staff will be in attendance. Additionally, the County and MnDOT have scheduled an open house on March 26 to be held at City Hall in the Council Chambers from 4 to 7 p.m. He stated that the open house will allow the public and local businesses the opportunity to talk with representatives from MnDOT, the County, and City staff regarding the project. He indicated that postcard notices have been sent out by MnDOT, as have email updates. Public Works Director Maurer stated that an exact date of the Hwy 96 closure is unknown at this time, but he hopes to find out more information at the preconstruction meeting. He noted that a requirement within the contract states that within 90 days of closing Hwy 96, the traffic movement from westbound Hwy 96 to westbound US 10 needs to be open. Therefore, that ramp will need to be open, but the rest of the intersection will remain closed until mid November. Public Works Director Maurer noted that the City website contains information about the project as well as links to the County and websites. He stated that anyone who regarding the US 10 / Hwy 96 project. He encouraged those who have not signed up for email Public Works Director Maurer stated that this project was combined with an overlay project of US 10. In essence, once construction has been completed, I-694 and Hwy 96 will have been reconstructed at this intersection and portions of US 10 that were not involved in the project will receive a new overlay. It will result in a new road from I-694 to I-35W. Public Works Director Maurer stated that the intersection of County Road F and Hamline Avenue is scheduled to have the all-way stop replaced with a permanent signal system. He stated that the preconstruction meeting has been held and equipment will be available sometime in April. He noted that it should take less than two weeks for the signal to be up and operational. ARDEN HILLS CITY COUNCIL MARCH 11, 2013 4 Councilmember Werner stated that he was driving on Old Highway 10 to Hwy 96 and saw a sign regarding a temporary closing of Old Highway 10 in the future and he wondered what that was about. Public Works Director Maurer stated that it probably has something to do with I-694 and setting up bridge piers. He indicated that if that is the case, the closure is typically done in the late afternoon until morning or over a weekend. He stated that he will research further and report back to the Council. Public Works Director Maurer noted that there will be additional periodic closings in that area sometime this spring or early summer to allow MnDOT to replace part of Old Highway 10 under the I-694 bridges due to damage caused during demolition. 4. APPROVAL OF MINUTES None. 5. CONSENT CALENDAR A.Motion to Approve Consent Agenda Item - Claims and Payroll B.Motion to Approve the Appointment of Matthew Bachler to the Position of Community Development Intern C.Motion to Approve a City Code Update to Chapter 5 D.Motion to Approve City Code Updates to Chapters 10 and 6 MOTION: Councilmember Holmes moved and Councilmember Holden seconded a motion to approve the Consent Calendar as amended and to authorize execution of all necessary documents contained therein. The motion carried unanimously (5-0). 6. PULLED CONSENT ITEMS A.City Code Updates to Chapters 10 and 6 Councilmember Holmes stated that she pulled the item in order for the Deputy Clerk to explain the corrected bench copy that the City Council received tonight regarding the update to Chapter 6 of the City Code. Deputy Clerk Dietl stated that she received a phone call this afternoon from Councilmember Holmes who noticed an inconsistency in the language in Subd. 5 (B) of Chapter 6 of the City She noted that the number should readfor everything to be consistent with the language in the 2013 Fee Schedule. She noted that the correction in the City Code language as well as a clean copy of Resolution 2013-003 showing the corrected language in Subd. 5 (B) was provided for the Council as a bench copy tonight. Councilmember Holmes explained that the fee schedule was updated at a previous meeting and one of the updates in the fee schedule was to lower the number of false alarms allowed before a ARDEN HILLS CITY COUNCIL MARCH 11, 2013 5 fee is charged. The fee schedule previously allowed for three false alarms and now it only allows for two, which is how the City Code and fee schedule languages ended up becoming inconsistent. MOTION: Councilmember Holmes moved and Councilmember Holden seconded a motion to approve Ordinance 2013-003 amending City Code Chapter 10, Subd. 3 and Chapter 6, Subd. 5 (A) and (B) as amended and authorizing the publication of a summary Ordinance of 2013-003. The motion carried unanimously (5-0). 7. PUBLIC HEARINGS None. 8. NEW BUSINESS None. 9. UNFINISHED BUSINESS A.2013 PMP Resolution Approving Plans and Specifications and Ordering the Advertisement for Bids Public Works Director Maurer noted that this proposed project had a public hearing in January 2013, at which time the Council authorized the preparation of plans and specifications. He stated that discussion took place that night regarding whether it should be a complete reconstruction project with concrete curb and gutter or a reclamation project. He stated that the neighborhood expressed interest in the reclamation approach which would keep the rural feel as well as keeping project costs and assessments down. Public Works Director Maurer stated that the Council ordered plans based on a reclamation improvement. He noted that there will be no concrete curb and gutter other than a few properties bordering the City of Roseville that currently have partial curb and gutter. He explained that the plans allow for the completion of those curbs and gutters. He noted that there will also be some concrete curb and gutter installed around a few stormwater inlets, and all other areas will be reclamation with new bituminous pavement. Public Works Director Maurer explained that if the Council was to proceed with the adoption of this resolution, bids will be opened on April 2. He stated that the bids would then be presented to the Council at a subsequent meeting. Public Works Director Maurer stated that an open house will be held on March 19 at City Hall in the Council Chambers to allow those in the neighborhood one last look at the plans. He noted that the total project costs were budgeted at $1.7 million in the CIP based on full reconstruction; however, with the project now becoming a reclamation project, staff expects costs to be lower at approximately $1.2 million plus minor contingency and overhead. ARDEN HILLS CITY COUNCIL MARCH 11, 2013 6 MOTION: Councilmember McClung moved and Councilmember Werner seconded a motion to adopt 2013 PMP Resolution 2013-014 approving plans and specifications and ordering the advertisement for bids. The motion carried unanimously (5-0). ARDEN HILLS CITY COUNCIL MARCH 11, 2013 7 10. COUNCIL COMMENTS Councilmember McClung reminded offering presales of good, quality trees. He indicated that people may purchase trees for their own yards or donate trees to the City. He stated that more information is available via brochures at City Hall or by visiting their website at www.FriendsoftheParks.org. He noted that the tree sale ends on Friday, April 19. Councilmember Werner stated that there are still openings on the Economic Development Commission (EDC), which meets once per month in the morning on the first Wednesday of every month. Please contact City Hall if interested. Councilmember Holden stated that she was looking at Claims and Payroll and saw the payment to the City of Shoreview for the community clean-up day event. She inquired if the terms of the clean-up day were going to be changing as has been discussed at previous meetings. City Administrator Klaers explained that although the City of Shoreview proposed some changes for the next clean-up event, they have decided not to make changes and the event will proceed as it has in the past. Councilmember Holmes thanked the Public Works Department for their snow removal efforts after all the snow event we have had recently. Councilmember Holmes inquired about AHATS and whether there will be another meeting to discuss potential shared use of the amenities in the Training and Community building that will be constructed near TCAAP as well as future ball fields around the site. City Administrator Klaers stated that the City opted out of contributing money towards the construction of the building; therefore, passing up on adding items inside the building. He noted that there will be continued discussion regarding the fields and possible use of the Training building. Mayor Grant requested that staff follow-up on this item and report back to the City Council at a future work session. Councilmember Holmes Mayor Grant stated that the Financial Planning and Analysis Committee (FPAC) will be meeting March 12 to discuss their work plan for 2013. Mayor Grant noted that the five-city area m will be held on March 18. ADJOURN MOTION: Mayor Grant moved and Councilmember Holmes seconded a motion to adjourn. The motion carried unanimously (5-0). ARDEN HILLS CITY COUNCIL MARCH 11, 2013 8 Mayor Grant adjourned the regular City Council meeting at 7:45 p.m. __________________________ __________________________ Patrick Klaers David Grant City Administrator Mayor Approved: CITY OF ARDEN HILLS, MINNESOTA SPECIAL CLOSED CITY COUNCIL MEETING MARCH 18, 2013 IMMEDIATELY FOLLOWING CITY COUNCIL WORK SESSION ARDEN HILLS CITY HALL CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor David Grant called to order the special closed City Council meeting at 8:04 p.m. Present: Mayor David Grant; Councilmembers Brenda Holden, Fran Holmes, Dave McClung, and Ed Werner Absent: None Also present : City Administrator Patrick Klaers 1. APPROVAL OF AGENDA The Council accepted the agenda as presented. 2. AGENDA ITEMS Public Works Union Contract Negotiations A. The City Council and City Administrator met in closed session to discuss Public Works Union contract negotiations. ADJOURN Mayor Grant adjourned the special closed City Council meeting at 8:18 p.m. __________________________ __________________________ Patrick Klaers David Grant City Administrator Mayor ARDEN HILLS CITY COUNCIL WORK SESSION JUNE 18, 2012 2 Approved: CITY OF ARDEN HILLS, MINNESOTA SPECIAL CLOSED CITY COUNCIL MEETING MARCH 25, 2013 6:30 PM - ARDEN HILLS CITY HALL CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor David Grant called to order the special closed City Council meeting at 6:30 p.m. Present: Mayor David Grant; Councilmembers Brenda Holden, Fran Holmes, Dave McClung, and Ed Werner Absent: None Also present : City Administrator Patrick Klaers; Director of Finance and Administrative Services Sue Iverson; Public Works Director Terry Maurer; and Deputy Clerk Amy Dietl 1. APPROVAL OF AGENDA The Council accepted the agenda as presented. 2. AGENDA ITEMS Discuss 2013 Union Negotiations A. The City Council and staff met in closed session to discuss 2013 union negotiations. ADJOURN Mayor Grant adjourned the special closed City Council meeting at 6:55 p.m. __________________________ __________________________ Patrick Klaers David Grant City Administrator Mayor Approved: CITY OF ARDEN HILLS, MINNESOTA SPECIAL CLOSED CITY COUNCIL MEETING APRIL 8, 2013 6:00 PM - ARDEN HILLS CITY HALL CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor David Grant called to order the special closed City Council meeting at 6:07 p.m. Present: Mayor David Grant; Councilmembers Fran Holmes, Dave McClung, and Ed Werner Absent: Councilmember Holden (excused) Also present : City Administrator Patrick Klaers; Director of Finance and Administrative Services Sue Iverson; Public Works Director Terry Maurer; and Deputy Clerk Amy Dietl 1. APPROVAL OF AGENDA The Council accepted the agenda as presented. 2. AGENDA ITEMS Public Works Union Contract Negotiations A. The City Council and staff met in closed session to discuss 2013 union negotiations. ADJOURN Mayor Grant adjourned the special closed City Council meeting at 6:19 p.m. __________________________ __________________________ Patrick Klaers David Grant City Administrator Mayor CONSENT ITEM MEMORANDUM DATE: April 29, 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 #8 ..............................................................................$ 99,120.99 2013 Payroll #9 ...............................................................................$ 81,848.91 Total Payroll $ 180,969.90 Accounts Payable Claims Through 04/26/2013 Paid Claims (Check No 41644 thru Check No 41666) ......................$ 43,824.17 Paid Claims (Check No 41667 thru Check No 41692) ......................$ 23,287.68 Paid Claims (Check No 41693 thru Check No 41715) ......................$ 29,640.75 Paid Claims (Check No 41716 thru Check No 41718) ......................$ 164,458.65 Total Claims $ 261,211.25 11 Page of CITY OF ARDEN HILLS PAYROLL # 8 CHECKS DATED:04/12/13 Biweekly:03/23/13768404/05/13 Payment Method EMPLOYEE DEDUCTIONSAMT.CITY BENEFIT EFT FIT7,684.15 EFT SIT3,100.38 4,252.23 EFT FICA Oasdi4,252.23 EFT FICA Medicare994.47994.47 5,246.70 TOTAL TAXES16,031.23 13,441.33 A/P Check* Health Premium1,426.59 919.13 A/P Check* Dental Premium A/P Check* FSA Health Care Reimb.177.08 A/P Check* FSA Dependent Care Reimb.416.66 TOTAL FLEXIBLE SPENDING2,020.3314,360.46 3,772.46 HSA Health Saving 508.17 Health Care Savings Plan39.55 TOTAL HEALTH SAVINGS508.173,812.01 4,493.16 EFT PERA3,873.42 A/P Check* ICMA2,875.85334.37 A/P Check* Central Pension Fund-Union599.04 A/P Check* MN State Retirement System317.71 TOTAL RETIREMENT7,666.024,827.53 A/P Check* IUOE 49 Dues (Union)130.00 A/P Check* LTD/STD Insurance1,223.82 A/P Check* PERA Life Insurance32.00 96.20 A/P Check* Life/Addl/Dep Life123.30 A/PCheck* MNChildSupportuppor32302. MNChildSt32302 A/PCheck* A/P Check* Public Employee Long Term Care 0.00 A/P Check* UNUM 132.38 A/P Check* Avesis-Vision Care8.94 TOTAL VOLUNTARY1,973.4696.20 Total Employee Deductions28,199.21 PR Check # 17439-17444 Net Payroll2,037.88 EFT Direct Deposit40,541.00 Gross Payroll Tie-Out70,778.09 STD/LTD Gross - Up0.00 Plus City Paid Benefit28,342.90 ICMA Benefit Held0.00 TOTAL PAYROLL COST99,120.99 FICA TIE-OUT Gross Payroll70,778.09 Less Total FSA2,020.33 Plus Employer Match ICMA0.00 Plus ICMA Benefit Held0.00 Net P/R Subject to FICA68,757.76 FICA Oasdi @ 6.20%4,252.23 FICA Medicare @ 1.45%994.47 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. CITY OF ARDEN HILLS PAYROLL # 9 CHECKS DATED:04/26/13 Biweekly:04/06/13-04/19/13 Payment Method EMPLOYEE DEDUCTIONSAMT. CITY BENEFIT EFT FIT7,170.81 EFT SIT2,931.79 EFT FICA Oasdi4,054.214,054.21 EFT FICA Medicare948.17948.17 TOTAL TAXES15,104.985,002.38 A/P Check* Health Premium1,426.590.00 A/P Check* Dental Premium 0.00 A/P Check* FSA Health Care Reimb.177.08 A/P Check* FSA Dependent Care Reimb.416.66 TOTAL FLEXIBLE SPENDING2,020.330.00 HSA Health Saving 508.170.00 Health Care Savings Plan 0.00 Health Care Savings Plan-2%2,401.70 Health Care Savings Plan-4%1,751.75 TOTAL HEALTH SAVINGS4,661.62 0.00 EFT PERA4,116.084,774.63 A/P Check* ICMA2,898.99334.37 A/P Check* Central Pension Fund-Union614.40 A/P Check* MN State Retirement System312.26 TOTAL RETIREMENT7,941.73 5,109.00 A/P Check* IUOE 49 Dues (Union)130.00 A/P Check* LTD/STD Insurance0.00 * PERALifeInsurance32.00.A/PCheck PERALifeInsurance3200 A/PCheck A/P Check* Life/Addl/Dep Life123.300.00 A/P Check* MN Child Support323.02 A/P Check* Public Employee Long Term Care 0.00 A/P Check* UNUM 132.38 A/P Check* Avesis-Vision Care8.94 TOTAL VOLUNTARY749.640.00 Total Employee Deductions30,478.30 PR Check # 17445-17447 Net Payroll954.70 EFT Direct Deposit40,304.58 Gross Payroll Tie-Out71,737.53 STD/LTD Gross - Up0.00 Plus City Paid Benefit10,111.38 ICMA Benefit Held0.00 TOTAL PAYROLL COST81,848.91 FICA TIE-OUT Gross Payroll71,737.53 Less Total FSA2,020.33 Plus Employer Match ICMA0.00 Plus ICMA Benefit Held0.00 Net P/R Subject to FICA69,717.20 FICA Oasdi @ 6.20%4,054.21 FICA Medicare @ 1.45%948.17 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. 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C/!*$@"*D$.&"*C/!*$@"*D$.*# 1/E"/ !C/!*$@"*D$ !" 5675:785:; E1/)$85:;$P+$N,*1/QQ:5:<68:55<6;:85$B6G86?3BF @!A$NOPJC<55:85?$K "&)$$B6G86?3BF $6:>:B$K "&)2$B6G86?3BF =E//"1"F)%8 G" ,$-*G";,*)3<$B6G86?3BF %<+,* -$.*"&/)$R6789785:;$<$$;29:$%=S%&I*$: !"#$%& ' !"()* +%,$-* K "&)2$:?6G69B3?9 %<+,* -$.*"&/)$R6789785:;$<$$;29:$%=S%&I*$8 CONSENT MEMORANDUM DATE: April 29, 2013 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: Sue Iverson, Director of Finance and Administrative Services Kyle Howard, Finance Analyst SUBJECT: 2014 Budget Calendar Background Each year the City Administrator is to submit a budget to the City Council. The Council then th adopts a preliminary budget and levy to certify to the county by September 15 of each year. Once this preliminary levy is set, it cannot be increased but may be decreased. A final budget and levy are adopted by the City Council and certified to the county by late December each year. By statute, the City Council is legally required to adopt budgets for the general fund and all special revenue funds. Discussion Staff discussed preliminary budget parameters with the City Council at its worksession on April 15, 2013. In order to officially start the budget process, a budget calendar needs to be approved by the council. Attached is a draft calendar for council approval. Council Action A motion to approve the 2014 budget calendar as presented. Attachment Attachment A: 2014 Budget Calendar 11 Page of CITYOFARDENHILLS 2014BUDGETCALENDAR April29,2013 CityCouncilApprovalofBudgetInstructionsandParameters. April30,2013a ä31,2013 DepartmentHeadsPrepare20142018CIPRequestsandBackgroundMaterial. May31,2013 DepartmentheadSubmitCIPRequeststoFinanceDepartment. June3,2013WÒ;7,2013 CityAdministratorandFinanceDirectorreviewDepartment CIPRequestsandConferwithDepartments. June10,2013 FormsDistributedtoallDepartmentHeadsfor2014OperatingBudget. June14,2013 20142018CIPisdraftedforPresentationtoCouncilatworksession. June17,2013 CityCouncilWorksessiontodiscuss20142018CIP. June10,2013July5,2013 DepartmentHeadsPrepareBudgetsandBackgroundMaterial. July5,2013 DepartmentHeadsSubmitBudgetRequeststoFinancedepartment. July22,2013July26,2013 CityAdministratorandFinanceDirectorreviewDepartmentBudgetsandConfer withDepartments. August9,2013 FinancedepartmentcompletesPreliminaryRevenueEstimates. August16,2013 CityAdministratorBudgetisdraftedforPresentationtoCouncilatworksession. August19,2013 CityCouncilworksessiontodiscussPreliminary2014Budget. September6,2013 City!7zz·© ·©xrecommendedPreliminary2014Budgetdistributedtothe CityCouncil. September9,2013 CityCounciladoptsthePreliminary2013PropertyTaxLevy(Payable2014) September9,2013 CouncilCertifiesdateforpublic(TNT)hearingandcontinuationhearing(if necessary)tocounty. September16,2013 FinanceDirectorsubmitspreliminary2013propertytaxlevy(Payable2014)to Countyforcertification. MidNovember TruthinTaxationNoticesandPublicHearingsScheduledistributedbyCounty. EarlyDecember PublicHearingforBudgetandLevyConsideration. MidDecember ContinuationHearing,ApprovalofBudgetandCertificationofPropertyTaxLevy forsubmissiontoCounty. LateDecember FinanceDirectorSubmitsfinallevytoCountyandpreparesFinal BudgetDocument. Consent MEMORANDUM DATE: April 29, 2013 TO: Honorable Mayor and City Council Members Patrick Klaers, City Administrator FROM: Meagan Beekman, City Planner SUBECT:Community Cleanup Day Agreement Requested Action Approve the Shoreview/Arden Hills Cleanup Day Agreement. Background The City of Arden Hills has been partnering with the City of Shoreview for the community cleanup day event for many years. The event is held twice a year and is located in Arden Hills at the Ramsey County Public Works Facility. Historically, Shoreview has managed the event and billed Arden Hills for 1/3 of the cost. The proportion has been based on the approximate proportion of total Arden Hills residents to Shoreview residents. In addition, Shoreview has provided 4-6 maintenance workers and Arden Hills has provided 2-4 maintenance works plus a front loader. The Shoreview and Arden Hills maintenance staff and equipment are provided in-kind and no charges are incurred by either city for this cost. Shoreview also has historically collected all of the participant fees during the event. As part of this responsibility they separate out Arden Hills revenue and return it to the City where it goes back into the Recycling Enterprise fund to help cover the cost of the event. The arrangement between the cities has always been based on verbal agreements. Staff from both communities agree that having a formal agreement that outlines the roles and responsibilities of each city, along with the liability and compensation arrangements is a good idea. City of Arden Hills City Council Meeting for April 29, 2013 12 Page of Cleanup Day Agreement Together staff from Arden Hills and Shoreview have drafted an agreement that details the existing arrangement regarding the community cleanup day events. Shoreview will continue to plan and manage the event, prepare the event flier, market within their own community, provide staff for the day of the event, provide equipment and materials on the day of the event, collect participant fees, and return Arden Hills’ portion of the fees to the City. Arden Hills will continue to market the event to our residents and provide 2-4 maintenance workers and a front loader on the day of the event, along with a sanitary satellite. Shoreview will continue to bill Arden Hills for a proportion of the event. The Shoreview invoice will include the cost of having Allied Waste collect materials at the event and staff time, with the exception of maintenance workers which are provided in-kind. One item that would be different from past years is how the proportion of cost is shared between Arden Hills and Shoreview. Historically the proportion has been split based on the total resident populations, and thus the potential for participants to attend. Moving forward Arden Hills’ staff proposed shifting the proportional share of cost by averaging the previous years’ actual split between participating residents. Looking at participation over time it appeared that a larger proportion of Shoreview residents participated in the event compared with Arden Hills’ residents and that dividing cost by actual participation rates would be fairer. Shoreview has agreed to this change. Either party may terminate the agreement at any time provided that notice is given in writing at least 90 days in advance of the next event. The City Attorney, Public Works Director, and Director of Finance and Administrative Services have reviewed the agreement. The Shoreview City Council reviewed and approved the agreement last week. Requested Action Approve the Shoreview/Arden Hills Cleanup Day Agreement. Attachments Attachment A – Shoreview/Arden Hills Cleanup Day Agreement City of Arden Hills City Council Meeting for April 29, 2013 22 Page of Shoreview/Arden Hills Cleanup Day Agreement This Agreement dated this ________ day of ___________________, 2013, is entered into by and between the City of Shoreview, a Minnesota municipal corporation (“Shoreview”) and the City of Arden Hills a Minnesota municipal corporation (“Arden Hills”). EVENT EXPLANATION The Cities of Arden Hills and the City of Shoreview conduct combined Cleanup Day events at the Ramsey County Public Works facility located at 1425 Paul Kirkwold Drive Arden Hills, MN 55112. Ramsey County operates a Household Hazardous Waste drop-of facility that operates on-site during these events. It is the desire of the communities to continue holding these events as an extension of their environmental/recycling programs. SECTION I RESPONSIBILITIESOF THE PARTIES 1.01.Shoreview’s Responsibilities. Shoreview shall be responsible for the following with respect to the administration and operations of all Cleanup Day events. A.Sufficiently advertise the event and be responsible for Shoreview marketing materials. B.Provide to the City of Arden Hills a marketing flier at least six weeks prior to the event. C.Provide Recycling Contractor as well as coordinate other event contractors for electronics, appliances, donations and house hold hazardous waste. D.Provide four (4) to six (6) maintenance workers to help unload vehicles. E.Provide administrative setup for the event prior to and the day of the event. F.Provide administrative tools and equipment for the event. (Admin Tools, Tent, Signage and Cones) G.Provide sufficient staff for vehicle inspections and cash handling. H.Separate out City payments after event and invoice Arden Hill for pre-agreed percentage of event cost. I.Report tonnage for Ramsey County tracking purposes; as specified in Section VII 1.02.Arden Hill’s Responsibilities. Arden Hills shall be responsible for the following with respect to the administration and operations of all Cleanup Day events. A.Sufficiently advertise the event and be responsible for Arden Hills marketing materials. B.Will provide one (1) sanitation satellite for event use. C.Provide two (2) to four (4) maintenance workers to help unload vehicles and a front loader for lifting and packing materials. D.Will have gates to the complex area unlocked and open at 7:15 AM the morning of the event. E.Report tonnage for Ramsey County tracking purposes; As specified in Section VII 1 SECTION II BUDGET AND FINANCE Each year, staff from both parties will meet to decide event dates, rates and will review the percentage of cost-share. The standard formula will be Shoreview 2/3 and Arden Hills 1/3. This formula must be adjusted one year in advance for budgeting purposes and will be based on the percentage of actual attendees from each City. Shoreview will invoice Arden Hills once all bills have been received. All Shoreview invoices must be paid within 30 days of receiving. Shoreview will be responsible for overseeing and handling all funds. Shoreview will be responsible for setting the cost of items to be collected. Shoreview reserves the right to raise the price up to 3% each year depending on the cost of contract hauler. SECTION III EQUIPMENT AND PROPERTY Shoreview will provide four (4) to six (6) maintenance workers to help unload vehicles Arden Hills will provide two (2) to four (4) maintenance workers to help unload vehicles and a front loader for lifting and packing materials. Arden Hills will supply a Sanitary Satellite for event use. Shoreview will have a tent for admin, cones, and signage for the event. Contractor will be in charge of bringing packing trucks, roll off dumpsters and sub contractor trailers. Ramsey County Household Hazardous Waste contractor supplies own equipment, personnel and transportation for Household Hazardous Waste drop off. SECTION IV EMPLOYEES Arden Hills employees will open gates at 7:15 a.m. All employees should be on site and ready by 7:45 AM. Certain positions may have earlier times depending on responsibilities. Maintenance personnel and front loader will be viewed as equal contributions and will not be billed or charged to either party. Shoreview staff will be in charge of inspecting vehicles and cash handling. Arden Hills will be billed for Shoreview staff time, with the exception of maintenance personnel, based on the percentage of cost share determined each year. Contractor will provide enough personnel for managing their equipment and helping residents unload. Each party shall be responsible for its own employees, including injuries to or death of its own employees in conjunction with services provided. Each party shall maintain workers compensation coverage or self-insurance coverage covering it own personnel while they are 2 performing work with respect to this event. The parties waive the right to sue for any workers compensation benefits paid to their own employees or their dependents even if the injuries were caused wholly or partially by the negligence of the other party or its officials, employees or agents. The parties acknowledge and agree that it is their sole responsibility to provide all salaries, compensation and fringe benefits to their separate employees. Benefits may include but are not limited to health care, disability insurance, life insurance, re-employment insurance, FICA, Medicare and PERA. Each Party’s employees will work cooperatively with the other party’s employees. SECTION V INDEMINIFICATION Shoreview agrees to defend and indemnify Arden Hills, and its officers, employees, volunteers and agents, from and against all claims, damages, losses and expenses, including attorney fees, arising out of or resulting from the Shoreview’s performance or failure to perform its obligations under this Agreement; but only to the extent caused in whole or in part by the negligent acts, errors or omissions of Shoreview or Anyone for whose acts Shoreview may be liable. Arden Hills agrees to defend and indemnify Shoreview, and its officers, employees, volunteers and agents, from and against all claims, damages, losses and expenses, including attorney fees, arising out of or resulting from the Arden Hill’s performance or failure to perform its obligations under this Agreement; but only to the extent caused in whole or in part by the negligent acts, errors or omissions of Arden Hills or Anyone for whose acts Arden Hills may be liable. Damage to resident or municipal property during the Cleanup Day event must be reported to the other party on the next available business day following the event. Each city retains the financial responsibility for damage to or loss of its own equipment that may occur. Parties shall provide an insurance certificate showing coverage for Commercial general liability, auto liability, and physical damage and premises operations extended to cover the event premises. Each city retains the financial responsibility for workers’ compensation benefits for its own employees and for any injuries that occur. . SECTION VI TERMINATION OF THE AGREEMENT Each Party holds the right to terminate this agreement for any reason. Termination notice must be given to the other party in writing at least 90 days prior to the next event. Notification must be hand delivered or mailed by certified mail. 3 Any unpaid debts or credits owed must be paid in full prior to termination of this contract. No fees shall be paid for planning future events as long as 90 days notice is given. SECTION VII RE-TRAC REPORTING Each Party will report information regarding Re-Trac on the same percentage that was annually agreed upon for the cost share amount. (Example: Shoreview pays 2/3s, Arden Hills pays 1/3 so all materials for reporting purposes will be divided in the same way.) CITY OF ARDEN HILLS CITY OF SHOREVIEW Date: Date: By: By: Terry Schwerm Patrick Klaers City Manager City Administrator 4 CONSENT MEMORANDUM DATE: April 29, 2013 TO: Honorable Mayor and City Councilmembers FROM: Patrick Klaers, City Administrator SUBJECT: Resolution Approving Joint Powers Agreements Background/Discussion The Bureau of Criminal Apprehension (BCA) is requesting that the City Council approve a new BCA Master Joint Powers Agreement (JPA) along with a Court Data Services Subscriber Amendment (Amendment) to the JPA. The change relates a new service that is called eCharging. The attached Resolution approved both documents. Attached for your information is a cover letter from the BCA regarding the request for the City to approve the JPA and Amendment; a brief email and memo from our City Prosecuting Attorney Joseph Kelly recommending the approvals as requested; a City Resolution approving the two documents (Legal Assistant Jessica Forstner, from Kelly and Lemmons, is identified in the Resolution as the as the designee for Joseph); and the JPA and Amendment. This topic was discussed at the last meeting of the Contracted Communities group. Sheriff Matt Bostrom was at this meeting. Discussion related to the fact that eCitiations are currently being issues and that eCharging is expected to be mandated to cities in the future. There is very little cost to the City associated with this request and hopefully there will be some efficiencies resulting from the program. Recommendation It is recommended that the City Council adopt Resolution 2013-023, approving the State of Minnesota Joint Powers Agreements with the City of Arden Hills on behalf of its City Attorney and Police Department. Attachments Attachment A: BCA Letter Attachment C: Resolution 2013-023 Attachment B: Joseph Kelly Email Attachment D: JPA and Amendment CONSENT MEMORANDUM DATE: April 26, 2013 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: Sue Iverson, Director of Finance and Administrative Services SUBJECT: City Planner Resignation Background On April 24, 2013, the City she has accepted a position with the City of Hopkins. Her last day of employment with the City of Arden Hills will be May 10, 2013. Attached is the letter referenced. Council Action Mot effective May 10, 2013. Attachment Attachment A: Letter of Resignation 11 Page of CONSENT MEMORANDUM DATE: February 19, 2013 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: Sue Iverson, Director of Finance and Administrative Services SUBJECT: Authorization to Advertise for the Position of City Planner Background she has accepted a position with the City of Hopkins. Her last date of employment will be May 10, 2013. Discussion In order to fill the position as timely as possible to keep work processes flowing in Community Development and Planning with minimal interruption of service and work, we would like to advertise to fill this upcoming vacancy. Council Action Authorize staff to advertise for a City Planner. 11 Page of UNFINISHEDBUSINESS MEMORANDUM DATE:April 29, 2013 TO:Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM:Jill Hutmacher, Community Development Director SUBJECT:Approval of Contract with Kimley-Horn for the Master Planning Process Budgeted Amount:Actual Amount:Funding Sources: $450,000 discussed as an $426,004Internal loan from PIR fund to estimatebe repaid with development fees Requested Action Approve acontract with Kimley-Horn and Associates, Inc. for the TCAAP AUAR, Master Plan, and Regulations & Policies. Discussion On April 8, 2013, the Council selected Kimley-Horn as the consultant for the TCAAP master planning process and authorized staff to negotiate a contract. Staff has since negotiated a contract (attached) which has been executed by Kimley-Horn. The City’s Request for Proposals and Kimley-Horn’s response to the RFP are included in the contract by reference. The City Attorney has reviewed and approved the contract language. Recommendation Approve the contract with Kimley-Horn and Associates, Inc. for the TCAAP AUAR, Master Plan, and Regulations & Policies. Attachment Professional Services Agreement for TCAAP AUAR, Master Plan, and Regulations and Policies 11 Page of UNFINISHED BUSINESS MEMORANDUM DATE: April 29, 2013 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: Terry Maurer, Public Works Director SUBJECT: South Water Tower Rehabilitation Bids Budgeted Amount: Actual Amount: Funding Sources: $900,000 Low Bid $783,250 Water Utility Funds Engineering $48,800 Requested Action Adopt Resolution 2013-022 Awarding the South Water Tower Rehabilitation Project to Classic Protective Coatings, Inc., as the lowest responsive bidder in the amount of $783,250. Discussion Kollmer Consultants of Stacy, Minnesota. Based on the recommendations from these inspection reports, the south water tower (Red Fox Road) was scheduled for full repainting, inside and outside, along with some minor repairs in 2013 through the Capital Improvement Program (CIP) process. The specific CIP item for this work was budgeted at $900,000 (a copy of the CIP sheet is attached). On January 28, 2013, the City Council hired Bolton and Menk to provide engineering and inspection services for the south water tower rehabilitation project in the amount of $48,800. Bolton and Menk prepared plans and specifications for the rehabilitation and in March advertised th for bids. A mandatory pre-bid meeting was held on Tuesday, April 9, which included a site th visit to the water tower. Then, on Tuesday, April 16, bids were opened. Of the five contractors at the pre-bid meeting, four submitted bids. The following table provides the bidders name and the total of their bid and attached is a complete bid tabulation: 12 Page of Bidder Bid Amount Classic Protective Coatings, Inc. $783,250 TMI Coatings, Inc. $882,400 MK Painting, Inc. $897,000 Abhe & Svoboda, Inc. $1,020,814 The low bid was submitted by Classic Protective Coatings, Inc., out of Menomonie, Wisconsin, in the amount of $783,250. It should be noted that the bid includes the option of placing the City logo on the tower up to three times. The bid for this work is $4,000 per logo, or a total of $12,000. Currently the tower does not have logos on it; however, the northern tower (Cummings Park Drive) does have logos. The two questions the Council will be asked is what color do you want the exterior to be painted and should logos be placed on the tower. Currently the south tower is light blue. The northern tower with the logos is a light tan with green logos. If the Council is prepared to give staff direction on whether or not to place logos on the south water tower, the issue could be addressed in the award of the contract. If not, there will be a time in the near future where the Council will be asked to answer both questions. Classic Protective Coatings, Inc., has successfully completed similar projects requiring a containment system. Attached is a letter from Bolton and Menk recommending Classic Protective Coatings as the lowest responsive bidder. Attachment Attachment A: CIP Sheet Attachment B: Bid Tabulation Attachment C: Letter from Bolton and Menk Attachment D: Resolution 2013-022 Awarding the Contract 22 Page of AGENDA ITEM MEMORANDUM DATE: April 29, 2013 TO: Honorable Mayor and City Councilmembers FROM: Patrick Klaers, City Administrator Amy Dietl, Deputy Clerk SUBJECT: Consider the Purchase of a Large-Format Printer/Copier/Scanner Budgeted Amount: Actual Amount: Funding Source: $10,000 $7,120 $3,560 Equipment, Building & Replacement Fund and $3,560 Cable Fund Background The City does not currently have a large-format printer/copier/scanner. Until June 2012 (which is when the City discontinued the City of Roseville Engineering contract), the City of Roseville provided for our large-format printing/copying/scanning needs. Since that time, staff has relied on Ramsey County, or other businesses such as Kinkos, for those needs. A large-format printer/copier/scanner is needed for printing full-size construction plans, printing address maps, copying large-format maps, scanning as-builts, scanning other large format paper copies such as building department plans for archiving purposes, and printing posters for activities and events. In the past, the City has outsourced its large-format scanning needs to Cities Digital. Since one of the 2013 work plan goals for staff is to scan and organize files currently in storage, having a large-scale scanner located on-site would be a valuable tool for achieving that goal. Funding for this project was included in the budgeted amount of $10,000 in the CIP for Equipment/Building Replacement. Since this device will be used for scanning large-scale documents into LaserFiche for records retention purposes as well as being available for public , it is appropriate for half of the funding for this project to come from the Cable Fund. 12 Page of Discussion Staff has received three bids for large-format printer/copier/scanners. The lowest bid received is from CES Imaging for a Canon ipf760 M40 in the amount of $6,995 plus $125 for set-up, training and delivery. Additionally, CES Imaging will contract with the City on a monthly basis to provide paper, toner/ink, and service for the machine for a fee of $60 per month. Incidentally, IT Support purchased the same model large-format device for the City of Roseville from CES Imaging, and highly recommends the company and the device. The cities of North St. Paul, Mounds View and Forest Lake also have the same device and the monthly service contract. All are happy with the performance of the equipment and have found it to be cost-effective. Requested Action Staff requests that the Council consider the purchase of a Canon ipf760 M40 in the amount of $6,995 from CES Imaging and authorize the City to enter into a $60 monthly contract with them to provide paper, toner/ink, and service on the device. Attachments Attachment A: Memo of Support from Staff Attachment B: Quotes from CES Imaging, Tierney Brothers, and TR Thomas Reprographics 22 Page of MEMORANDUM DATE: April 29, 2013 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: John Anderson, Assistant City Engineer Meagan Beekman, City Planner Michelle Olson, Park & Recreation Manager SUBJECT: Large-Format Printer/Copier/Scanner Public works Public Works has a need for this piece of equipment and can utilize it in a number of ways. The large format printer/copier/scanner can be used to print large format plans generated in Arcview and Autocad as well as print plans that have been scanned. These plans include copies of existing asbuilts that have been previously scanned, city engineering projects such as the 2013 PMP, and Address maps which have not been updated since 2010. Changes to many of these maps are constant and currently staff is relying on outdated paper copies of these maps. As development occurs there is a need for revisions to be printed. For example the Fox Ridge es of these maps. Additionally the ability to scan large format documents will aid in our efforts to modernize record keeping. Public works is in the midst of creating a digital storage and retrieval system that will allow our staff to locate records very quickly even while working in the field. As we work through this process, we are constantly identifying paper copies of records that need to be stored in a digital format to allow for retrieval. Currently as we identify these records we have been paying an outside source to scan the documents and provide a digital copy. Community Development Community Development has identified a number of needs that can be addressed through the purchase of this piece of equipment. Cities Digital charges $1.50-$2.50 per page to scan large sized documents. At the time Laserfiche was installed the City paid Cities Digital to scan some plan sets, but primarily had them scan smaller documents. As a result very few plan sets have ever been scanned. The City continues to store these and older documents continue to deteriorate in quality. Having the ability to scan these items in-house would improve records retention and open up storage space. 12 Page of Further, the ability to print large-scale maps and documents without having to go through Ramsey County would save time and money. This would particularly be useful as TCAAP master planning moves forward. Parks and Recreation Parks and Recreation will benefit from the purchase of this equipment for printing of large posters for advertising, announcing and facilitating: Recreation programs, volunteer events, park events and City annual events. The Recreation Department utilizes City Hall for multiple programs and having information in the lobby about various activities will be beneficial for the public information. In the past, if we needed to print a poster, we would either go to Allegra or 22 Page of NEW BUSINESS MEMORANDUM DATE:April 29, 2013 TO:Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM:Jill Hutmacher, Community Development Director SUBJECT:Business Subsidy Criteria and City Public Financing Guidelines Requested Action 1.Approve the Business Subsidy Criteria and City Public Financing Guidelines 2.Approve the Public Financing Proposal Grading and Report Card 3.Adopt a City guideline on the maximum percentage of the City’s total tax capacity that should be captured within tax increment financing districts Background/Discussion The Economic Development Authority discussed the items listed above at the April 29, 2013 EDA meeting. Attachment Business Subsidy Criteria and City PublicFinancing Guidelines Public Financing Proposal Grading and Report Card 11 Page of City of Arden Hills Business Subsidy Criteria and City Public Financing Guidelines DRAFT AS OF APRIL 29, 2013 1. PURPOSE AND AUTHORITY A.The purpose of this document is to establish the criteria for the City of Arden Hills for granting of business subsidies and for City public financing for private development within the City. These criteria shall be used as a guide in processing and reviewing applications requesting business subsidiesand/or City public financing. B.The City's ability to grant business subsidies is governed by the limitations established in Minnesota Statutes 116J.993 through 116J.995(Statutes).The City may choose to apply its Business Subsidy Criteria to other development activities not covered under this statute.City public financing may or may not be considered a business subsidy as defined by the Statutes. C.Unless specifically excluded by the Statutes, business subsidies include grants by state or local government agencies, contributions of personal property, real property, infrastructure, the principal amount of a loan at rates below those commercially available to the recipient of the subsidy, any reduction or deferral of any tax or any fee, tax increment financing(TIF), abatement of property taxes, loans from the City’s Revolving Loan Fund,any guarantee of any payment under any loan, lease, or other obligation, or any preferential use of government facilities given to a business. D.These criteria are to be used in conjunction with other relevant policies of the City.Compliance with the Business Subsidy Criteria and City Public Financing Guidelines shall not automatically mean compliance with such separate policies. E.The City may deviate from these criteria by documenting in writing the reason(s) for the deviation. The documentation shall be submitted to the Department of Employment and Economic Development with the next annual report. F.The Citymay amend this document at any time. Amendments to these criteria are subject to public hearing requirements contained in the Statutes. 2.BUSINESS SUBSIDY PUBLIC PURPOSE REQUIREMENT A.All business subsidies must meet a public purpose with measurable benefit to the City as a whole. Public purpose may include, but not be limited to, creating needed services or facilities not currently available, providinga variety of housing ownership alternatives and housing choices, redevelopingand removingblight City of Arden Hills Public Financing Policy Page 1of 7 April 29, 2013 and encouragingredevelopment in the commercial and industrial areas of the City in order to encourage high levels of property maintenance and private reinvestment in those areas, retaininglocal jobs, increasingthe job base, and providingdiversity in that job base, enhancingexisting jobs through increased wages, encouragingadditional unsubsidized private development in the area, either directly, or through secondary “spinoff” development, offsettingincreased costs of redevelopment over and above those costs that a developer would incur in normal urban and suburban development, and meetingother uses of public policy, as adopted by the Council from time to time including the promotion of quality urban design, quality architectural design, energy conservation, decreasing the capital and operating costs of local government, etc. B.Job retention may only be used as a public purpose in cases where job loss is specific and demonstrable. The City shall document the information used to determine the nature of the job loss. C.The creation of tax base shall not be the sole public purpose of a subsidy. D.Unless the creation of jobs is removed from a particular project pursuant to the requirements of the Statutes, the creation of jobs is a public purpose for granting a subsidy. Creation of at least oneFull Time Equivalent (FTE)job is a minimum requirement for consideration of assistance. E.The wage floor for wages to be paid for the jobs created shall be not less than 150% of the State minimum wage in effect at the time the subsidy is granted. The City will seek to create jobs with higher wages as appropriate for the overall public purpose of the subsidy. Wage goals may also be set to enhance existing jobs through increased wages, which increase must result in wages higher than the minimum under this Section. 3.SUBSIDY AGREEMENT A.In granting a business subsidy, the Cityshall enter into a subsidy agreement with the recipient that provides the following information: wage and job goals (if applicable), commitments to provide necessary reporting data, and recourse for failure to meet goals required by the Statutes. B.The subsidy agreement may be incorporated into a broader development agreement for a project. C.The subsidy agreement will commit the recipient to providing the reporting information required by the Statutes. 4.CITY’SOBJECTIVEFOR THE USE OF PUBLIC FINANCING A.Asa matter of adopted policy, the City mayconsider using public financing which may include tax increment financing(TIF), tax abatement, bonds, waiver of City fees (excluding building permit fees),and other forms of public financing City of Arden Hills Public Financing Policy Page 2of 7 April 29, 2013 as appropriate,to assist private development projectswhen such assistance complies with all applicable statutory requirements to: 1.Remove blight and/or encourage redevelopment in designated redevelopment/development area(s)per the goals and visionsestablished by the City Council 2.To achieve thefollowing housing-related goals: a.To provide a balanced and sustainable housing stock to meet diverse needs both today and in the future b.To ensure all housing is safe and well-maintained c.To promote neighborhood stabilization and revitalization by the removal ofblightand the upgrading of existing housing stock. 3.To retain local jobs and/or increase the number and diversity of quality jobs 4.To encourage additional unsubsidized private development in the area, either directly or through secondary “spin-off” development. 5.To offset increased costs forredevelopment over and above thecosts that a developer would incur in normal urban and suburban development (determined as part ofthe But-For analysis). 6.To facilitate the development process and to achieve development on sites whichcouldnot be developed without this assistance. 7.To meet other uses of public policy, as adopted by the CityCouncil from time to time, includingbut not limited topromotion of quality urban design, quality architectural design,energyconservation, sustainable building practices,and decreasing the capital and operating costs of local government. 5.PUBLIC FINANCING PRINCIPLES A. The guidelines and principles set forth in this document pertain to all applications for City public financing regardless of whether they are considered a business subsidy as defined by the Statutes. The following general assumptions of redevelopment shall serve as a guide for City public financing: 1.All requests for City public financingassistance shall be reviewed by a third party financial advisorwho will inform the City of its findings and recommendations. 2.The City shall establish mechanisms within the development agreement to ensure that adequate checks and balances are incorporatedin the distribution of financial assistancewhere feasible and appropriate, including but not limited to: a.Third party review of the “but for” analysis City of Arden Hills Public Financing Policy Page 3of 7 April 29, 2013 b.Establishment of “look back provisions” c.Establishment of minimum assessment agreements 3.TIF and abatement will be provided on a pay-as-you-go-basis. Any request for upfront assistance will be evaluated on its own merits and mayrequire security to cover any risks assumed by the City. 4.The City will elect the fiscal disparities to come from inside applicable TIF district(s)to eliminate any impact to the existing tax payers of the community. 5.The City will target up to the maximum allowed by State Statute of tax increment for administrative purposesonly. 6.The developer shall proactively attempt to minimize the amount of public assistance needed through the pursuit of grants, innovative solutions in structuring the deal, and other funding mechanisms. 7.Proposals should not be used to support speculative industrial, commercial, office or housing projects. In general the developer should be able to provide market data, tenant letters of commitment or financestatements which support the market potential/demand for the proposed project. 8.Public financing willnot be used in a project that involves an excessive land and/or property price. This will normally be where the acquisition price is more than 20% in excess of market value as determined by an independent appraisal of the property (exclusive of relocation benefits). The City shall commission an appraisal and the cost will be paid from Developer’s escrow. 9.Public financing will not be used in projects that would give a significant competitive financial advantage over similar projects in the area due to the use of public subsidies. Developers should provide information to support that assistance will not create such a competitive advantage. Priority consideration will be given to projects that fill an unmet market need. 10.TIF and Abatement will not be utilized for the construction of new rental housing units. The City will consider waivers of various City fees for new rental housing developments (building permit fees excluded). 11.Public financing will not be used for projects that would generate significant environmental problems in the opinion of the local, state, or federal governments. Priority will be given to projects that aim to clean-up existing contaminated sites and would facilitate the location of an industry or business that has an environmentally-sound track record, or that meets a housing need in the City. City of Arden Hills Public Financing Policy Page 4of 7 April 29, 2013 6.PROJECTS WHICH MAY QUALIFY FOR PUBLIC FINANCING ASSISTANCE A.All new applicationsfor assistanceconsidered by the City must meet each of the following minimum qualifications and will also be evaluated based on their not ability to meet the desired qualifications for assistance.However, it should be presumed that aproject meeting any of the qualifications will automatically be approvedfor assistance. Meeting the qualifications does not imply or create contractual rights on the part of any potential developer to have its project approvedfor assistance. 6.1Minimum Qualifications: A.In addition to meeting the applicable requirements of State law, the project should meet one or more of the Publicfinancing objectives outlinedin Section 4; butat a minimum shalleither: 1.Remove blight and/or encourage redevelopment in the City in order to encourage high quality development or redevelopment and private reinvestment in those areas; OR 2.Facilitate the development process and to achieve development on sites which would not be developed without this assistance. B.The developer must demonstrate to the satisfaction of the Citythat the project is not financially feasible “but for” the use of tax incrementor other public financing. C.The project must be consistent with the City’s Comprehensive Plan and Zoning Ordinances, Design Guidelines or any other applicable land use document. D.Prior to approval of a financing plan, the developer shall provide any requested market and financial feasibility studies, appraisals, soil boring, private lender commitment, and/or other information the City or its financial consultants may require in order to proceedwith an independent evaluationof the proposal. E.The developermust provide adequate financial guarantees to ensure the repayment of any public financing and completion of the project. These may include, but are not limited to, assessment agreements, letters of credit, personal deficiency guarantees, guaranteed maximum cost contract, etc. F.Any developer requesting assistance should be able to demonstrate past successful general development capability as well as specific capability in the type and size of development proposed. Public financing will not be used when the developer’s credentials, in the sole judgment of the City, are inadequate due to past history relating to completion of projects, general reputation, and/or bankruptcy, or other problems or issues considered relevant to the City. G.The developer, or its contractual assigns, should retain ownership ofany portion of theproject long enough to completeit, to stabilize its occupancy, to establish projectmanagementand/or needed mechanisms to ensure successful operation. City of Arden Hills Public Financing Policy Page 5of 7 April 29, 2013 6.2Desired Qualifications: A.Projects providing higher than a3 to 1 ratio of privateinvestment to City public investmentwill receive priority consideration.Private investment includes developer cash, government and bank loans, conduit bonds, tax credit equity, and land if already owned by the developer. B.Projects meeting the following minimum building valuationwill receive priority consideration: Minimum Value Use Per Sq/Ft or Unit Industrial$60 Commercial/Retail$125 Office$100 Rental Housing$100,000 C.Proposals that significantly increase the amount of property taxes paid after redevelopment will receive priority consideration. D.Proposals that encourage the following will receive priority consideration: 1.Provides significant improvement to surrounding land uses, the neighborhood, and/or the City 2.Provides opportunities for development of restaurants 3.Attracts or retains a significant employer within the City 4.Provides opportunity for hi-tech, med-tech and R & D facilitiesand/or office 5.Provides significant rehabilitation of an existing apartment complex or significant rehabilitation and/or expansion of existing office, commercial or industrial facility 6.Provides opportunities for high end and/or specialty retail that is not currently available to City residents 7.Redevelopsa blighted and/or challenged site 8.Provides opportunities for small businesses City of Arden Hills Public Financing Policy Page 6of 7 April 29, 2013 E.Preference will be given to projects that meet good public policy criteria as determined by the City Council, including: 1.High project quality (e.g. sound architectural design, quality construction and materials, sustainable building practices) 2.Projects that meet financial feasibility criteria established by the City 3.Projects that provide the highest and best desired use for the property 7.PUBLIC FINANCING PROJECT EVALUATION PROCESS A.The following fivemethods of analysis for all public financingproposals will be used: 1.Consideration of project meeting minimum qualifications 2.Consideration of project meeting desired qualifications 3.Project meets “but-for” analysis and/orstatutory qualifications 4.Project is deemed consistent with City’s Goals and Objectives 5.Score of a “B” or higher on the TIF report card Please note that the evaluation methodology is intended to provide a balanced review. Each area will be evaluated individually and collectively and in no case shouldone area outweigh another in terms of importance to determining the level of assistance. Adopted by Arden Hills City Council_____, 2013 City of Arden Hills Public Financing Policy Page 7of 7 April 29, 2013 Public Financing Proposal Grading and Report Card Business and Commercial Redevelopment FINAL GRADE:F 1Ratio of private investment to public investment in project: Points: 0 Note: Private investment includes developer cash, loans from banks, conduit bonds, tax credit equity and land if already owned by developer Private Funds/Public FundsPoints $-3to11 Private Investment $-4to12 Public Investment #DIV/0!5to13 Ratio of Private/Public Financing 6to14 7 & Upto15 2Minimum Valuation threshold Points: 0 Industrial ValuationPoints $-$601 Building Valuation 0$61to$702 Building Square Footage $0.00$71to$803 Value Per Sq/Ft $81&Up4 Points: 0 Retail ValuationPoints $-$1251 Building Valuation 0$126to$1502 Building Square Footage $151to$1753 Value Per Sq/Ft $176&Up4 Points: 0 Office ValuationPoints $-$1001 Building Valuation 0$101to$1102 Building Square Footage $111to$1203 Value Per Sq/Ft $121&Up4 Points: 0 3Increase in real estate value: Points: 0 Before/After Points $-1to1.90 Value of site before redevelopment $-1to21 Value of site after redevelopment #DIV/0!1to32 Ratio of value before/after redevelopment 1to43 1to54 1&Up5 4Bonus Points (18 points total) Points:0 Points AvailAwarded A. Project will add value to and likely stimulate further investment in surrounding neighborhood30 B. Provides opportunities for restaurant30 C. Project attracts or retains significant employer within the City30 D. Provides opportunity for hi-tech, med-tech and R & D facilities/office30 E. Provides significant rehabilitation or expansion of existing facility20 F. Provides opportunities for high end and/or specialty retail20 G. Project will redevelop a blighted and/or challenged site10 H. Provides opportunities for small business10 180 TOTAL 32 Total Points Available 5 TOTAL POINTS0Total PointsGrade:F 0to5F 6to10D 11to15C 16to21B 22to32A 1 AGENDA ITEM MEMORANDUM DATE: April 29, 2013 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: Amy Dietl, Deputy Clerk SUBJECT: Request for Pro-Rated Refund of Liquor License Fees Background/Discussion Thomas Cossack, former owner of the Blue Fox, contacted staff to request a refund of his liquor license fee now that he has sold his business. Chapter 5, Section 500.9, Subd. 2 states that the Council may refund a pro rata portion of the license fee at its discretion. Mr. Cossack paid the following fees to obtain his 2013 liquor licensing: $158 background investigation fee $200 on-sale Sunday license $5,775 on-sale license It is not common for the City to receive requests to refund licensing fees. Fees are charged by the City to recoup costs incurred. The City has already incurred the costs associated with Mr. for a refund of fees. Requested Action Staff -rated refund of his 2013 liquor license fees. Attachments Attachment A: Section 500.9 (Refund of Fee) of Chapter 5 Alcoholic Beverages of City Code 11 Page of AGENDA ITEM MEMORANDUM DATE: April 29, 2013 TO: Honorable Mayor and City Councilmembers FROM: Patrick Klaers, City Administrator SUBJECT: Police Week Proclamation Background/Discussion Attached for your review is a Proclamation designating May 12 18, 2013 as National Police Week. Communities group. Mayor Grant recommended that this item be put on the Council agenda for discussion and consideration. Attachment Attachment A: Proclamation 11 Page of CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA PROCLAMATION To recognize National Police Week 2013 and to honor the service and sacrifice of those law enforcement officers killed in the line of duty while protecting our communities and safeguarding our democracy. WHEREAS, there are approximately 900,000 law enforcement officers serving in RAMSEY communities across the United States, including the dedicated members of the COUNTY SHERIFFS OFFICE; WHEREAS, nearly 60,000 assaults against law enforcement officers are reported each year, resulting in approximately 16,000 injuries; WHEREAS, since the first recorded death in 1791, almost 20,000 law enforcement officers in the United States have made the ultimate sacrifice and been killed in the line of duty, RAMSEY COUNTY SHERIFFS OFFICE; including FOUR members of the WHEREAS, the names of these dedicated public servants are engraved on the walls of the National Law Enforcement Officers Memorial in Washington, D.C.; WHEREAS, 321 names of fallen heroes are being added to the National Law Enforcement Officers Memorial this spring, including 120 officers killed in 2012 and 201 officers killed in previous years; WHEREAS, the service and sacrifice of all officers killed in the line of duty will be th honored during the National Law Enforcement Officers Memorial Funds 25 Annual Candlelight Vigil, on the evening of May 13, 2013; WHEREAS, the service and sacrifice of all officers killed in the line of duty will be MINNESOTA LAW ENFORCEMENT MEMORIAL honored during the ASSOCIATIONS Annual Candlelight Vigil, on the evening of May 15, 2013; WHEREAS, the Candlelight Vigil is part of National Police Week, which takes place this year from May 12-18; WHEREAS, May 15 is designated as Peace Officers Memorial Day, in honor of all fallen officers and their families; NOW THEREFORE, BE IT RESOLVED ARDEN HILLS CITY COUNCIL that the THE CITY OF ARDEN HILLS, formally designates May 12-18, 2013, as Police Week in and publicly salutes the service of law enforcement officers in our community and in communities across the nation. __________________________ ___________________________ David Grant, Mayor Brenda Holden, Councilmember ___________________________ ___________________________ Fran Holmes, Councilmember Dave McClung, Councilmember ___________________________ Ed Werner, Councilmember