HomeMy WebLinkAbout06-10-13-RDavid Grant
--
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
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
Jill Hutmacher, Community Development Director
Documents:MEMO.PDF
3.B.Transportation Update
Terry Maurer, Public Works Director
Documents:MEMO.PDF
APPROVAL OF MINUTES
4.A.Approval Of Minutes
April 29, 2013, Regular City Council
Documents:R.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
Sue Iverson, Director of Finance and Administrative Services
Ashley Bertrand, Accounting Analyst
Documents:MEMO.PDF
5.B.Consider Seal Coat Bids
Terry Maurer, Public Works Director
Documents:MEMO.PDF,ATTACHMENT A.PDF, ATTACHMENT B.PDF,
C.PDF
Consider Sod And Irrigation Quotes For The Triangle Property
Terry Maurer, Public Works Director
Documents:MEMO.PDF
Appointment Of City Planner
Sue Iverson, Director of Finance and Administrative Services
Documents:MEMO.PDF,ATTACHMENT A.PDF
PULLED CONSENT ITEMS
Those items that are pulled from the Consent Calendar will be removed from the general order of business and considered
separately in its normal sequence on the agenda.
PUBLIC HEARINGS
NEW BUSINESS
UNFINISHED BUSINESS
9.A.Draft Public Involvement Plan
Jill Hutmacher, Community Development Director
Documents:MEMO.PDF,ATTACHMENT.PDF
9.B.Consider Sanitary Sewer Lining Improvement Bids
Terry Maurer, Public Works Director
Documents:MEMO.PDF,ATTACHMENT A.PDF, ATTACHMENT B.PDF,
C.PDF,ATTACHMENT D.PDF
COUNCIL COMMENTS
STAFF COMMENTS
MEMORANDUM
DATE:June 10, 2013
TO:Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
FROM:Jill Hutmacher, Community Development Director
SUBJECT:TCAAP Update
Background
A brief verbalupdate on the TCAAP project willbe provided at the meeting.
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STAFF COMMENTS
MEMORANDUM
DATE: June 10, 2013
TO: Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
FROM: Terry Maurer, Public Works Director
SUBJECT: Transportation Update
Background
A brief oral update will be provided at the meeting on the US Highway 10 and County Road 96
project.
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Approved: June 10, 2013
CITY OF ARDEN HILLS, MINNESOTA
REGULAR CITY COUNCIL MEETING
APRIL 29, 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 7:04 p.m.
Present:
Mayor David Grant, Councilmembers Brenda Holden, Fran Holmes, Dave
McClung, and Ed Werner
Absent:
None
Also present
: City Administrator Patrick Klaers; Director of Finance and Administrative
Services Sue Iverson; Public Works Director Terry Maurer; Community Development
Director Jill Hutmacher; City Planner Meagan Beekman; and Deputy Clerk Amy Dietl
PLEDGE OF ALLEGIANCE
1. APPROVAL OF AGENDA
MOTION: Councilmember Holden moved and Councilmember McClung seconded a
motion to approve the meeting agenda as presented. The motion carried
unanimously (5-0).
2. PUBLIC INQUIRIES/INFORMATIONAL
Kenneth Henick
, 4139 Norma Avenue, expressed concern with the dramatic increases in his
water bill. He commented that his bill has gone up by $50 per month and his consumption has not
increased. He also stated that he does wash vehicles and the outside of his home and as such, he
requested the external water usage not be charged for the sewer fees.
Mayor Grant
suggested Mr. Henick review this matter further with staff.
Henry Snyder
, 1364 Arden View Drive, stated that he is a 30 year resident of Arden Hills and
has enjoyed living in the community. He commented he lives alone and his last water bill was
$515. He noted his previous bill was $405. He then provided the Council with a handout of his
ARDEN HILLS CITY COUNCIL APRIL 29, 20132
water usage history and requested this matter be reviewed by the Council as he could not afford to
continue paying these bills.
Mr. Snyder
explained that staff has visited his home and could find no reason to explain the
extraordinary usage. He commented he also had a plumber visit his home.
Mayor Grant
recommended this matter be further reviewed by staff and reported back to the
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Council at the May 20 work session meeting.
Mr. Snyder
questioned if he could get any relief from the City on this bill.
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Mayor Grant
stated no action would be taken by the Council until the May 20 work session
meeting.
Director of Finance and Administrative Services Iverson
stated the City could work out a
payment plan with Mr. Snyder and no late fees would be charged.
3. STAFF COMMENTS
A. TCAAP Update
Community Development Director Hutmacher
stated Ramsey County closed on the purchase
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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 have begun.
Building demolition will begin in approximately two weeks. She noted the gate at Highway
Avenue/County Road H will be the main gate and anyone entering the site will need to check in at
the Bolander construction office. It was noted barriers will be placed to separate Rice Creek trail
users from construction traffic.
Community Development Director Hutmacher
explained Ramsey County would be patrolling
the property. She reported Ramsey County will hold a public informational meeting for the
demolition and remediation project on Tuesday, May 7, 2013, from 5:00 to 7:00 p.m. in the
Marsden Room at the Ramsey County Public Works Facility.
Mayor Grant
asked if Bolander and Sons had all necessary permits in place.
Community Development Director Hutmacher
stated it was her understanding all permits were
in place except that the Rice Creek Watershed permit would not be in place until Ramsey County
had proof of ownership.
Mayor Grant
noted the Joint Development Authority would be meeting again on Monday, May
th
6 at 5:30 p.m. at City Hall.
Councilmember Holden
requested further information on the TCAAP brochure.
Community Development Director Hutmacher
stated this brochure was created to assist
Ramsey County with promoting the redevelopment of the TCAAP site.
ARDEN HILLS CITY COUNCIL APRIL 29, 20133
B. Transportation Update
Public Works Director Maurer
provided the Council with an update on the US Highway
10/Highway 96 intersection improvements. He explained the intersection was closed last
Wednesday. It was noted the Xcel power poles have been put in on Lakeshore Drive and trees in
this area have been trimmed.
Public Works Director Maurer
commented there would be another closing associated with the
I-694 project, as the I-694/Lexington Avenue westbound ramp would be closing until November
2013. He stated he would update the Council on this matter further after speaking with MnDOT.
Councilmember Holden
requested staff speak with Ramsey County about traffic bottlenecking at
the corner of Linde Park.
Councilmember McClung
added that the County Road E and Connelly Avenue intersection has
turned into a huge mess. He requested Ramsey County monitor this intersection as well.
Mayor Grant
anticipated that traffic would begin to reroute itself as the summer went on.
C.Community Cleanup Day Update
City Planner Beekman
explained the Community Cleanup Day event is scheduled for Saturday,
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May 18 from 8:00 a.m. to 3:00 p.m. The event will be held at the Ramsey County Public Works
Facility at 1425 Paul Kirkwood Drive. The clean up event is being co-sponsored by Arden Hills
and the City of Shoreview. She commented the structure of the event will be the same as in the
past.
4. APPROVAL OF MINUTES
A.February 19, 2013, City Council Work Session
B.February 25, 2013, Regular City Council
C.March 11, 2013, Regular City Council
D.March 18, 2013, Special Closed City Council
E.March 25, 2013, Special Closed City Council
F.April 8, 2013, Special Closed City Council
MOTION: Councilmember Holmes moved and Councilmember Werner seconded a
motion to approve the 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; and April 8, 2013, Special Closed City Council
meeting minutes as presented. The motion carried unanimously (5-0).
5. CONSENT CALENDAR
A.Motion to Approve Consent Agenda Item - Claims and Payroll
B.Approve Budget Calendar for 2014
ARDEN HILLS CITY COUNCIL APRIL 29, 20134
C.Shoreview/Arden Hills Cleanup Day Agreement
D.Adopt Resolution 2013-023 Approving State of Minnesota Joint Powers
Agreement with the City of Arden Hills on behalf of its City Attorney and Police
Department
E.Accept Resignation of City Planner
F.Authorization to Advertise for the Position of City Planner
MOTION: Councilmember Holmes moved and Councilmember McClung 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. UNFINISHED BUSINESS
A. Approve Contract with Kimley-Horn for Master Planning Process
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Community Development Director Hutmacher
stated on April 8 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 which has been executed by Kimley-Horn. Staff
recommended the Council approve the contract with Kimley-Horn for the TCAAP AUAR, Master
Plan, and Regulations and Policies.
Brian Swalkoski
, Kimley-Horn, introduced himself to the Council noting he has been with
Kimley-Horn for the past 10 years. He explained he was excited to be working with the City of
Arden Hills on this project.
Mayor Grant
requested further information on the project timeline.
Mr. Swalkoski
commented the AUAR and Master Plan would begin shortly. He anticipated the
Regulations and Policies would begin in three or four months. He estimated the AUAR and
Master Plan would take approximately one year. The Regulations and Policies should be
complete in the fall of 2014.
Mayor Grant
questioned when the public comment portion of this process would take place.
Mr. Swalkoski
stated two public forums would be held with the first scheduled for August of
2013. The second public forum would be held in January of 2014. He noted additional
discussions would be held with the Council, Planning Commission and local businesses.
ARDEN HILLS CITY COUNCIL APRIL 29, 20135
Councilmember Holmes
asked what work Cunningham Group and Gateway Planning would be
completing on the AUAR and Master Plan.
Mr. Swalkoski
indicated the Cunningham Group would be assisting with the urban design and
landscape architecture. He noted Andrew Dresdner of the Cunningham Group would be
partnering with him on this work. He explained Gateway Planning was located in Texas and
would be taking the lead on the Regulations and Policies.
Councilmember Holmes
inquired if the City would be receiving rate schedules from
Cunningham Group and Gateway Planning.
Mr. Swalkoski
stated that the subcontractor hours are included in the contract cost, and any City
approved change orders for subcontractor work will be billed as an expense to the City.
Mayor Grant
explained the City was looking for a single source to manage this project and he
was pleased that Kimley-Horn was able to manage this project for the City of Arden Hills.
Councilmember Holden
asked what work would be completed by Kimley-Horn.
Mr. Swalkoski
noted he did not have a visual to describe the matter entirely, but noted he would
serve as the project manager to assure the project came in on time and on budget for Arden Hills.
He noted he would have several team managers within Kimley-Horn working for him. He
commented Beth Kunkel with Kimley-Horn would be responsible for the AUAR.
Councilmember Holden
questioned if the contract amount had a contingency written into the
expense of the contract.
Community Development Director Hutmacher
stated anything beyond the original contract
amount would require a change order approved by the Council.
Councilmember Holmes
asked if the City had any control over potential change orders. She
recommended that change orders only be initiated by the City.
Community Development Director Hutmacher
explained there would be no change orders
unless approved in advance by the Council. She noted that staff is comfortable with the language
within the contract as this was reviewed and recommended by the City Attorney.
Mayor Grant
stated Kimley-Horn would be following Project Management Best Practices. In
addition, staff has worked to identify all processes that needed to be completed.
Councilmember Holden
anticipated that if a change request were brought to the Council it would
be initiated by staff due to a need within the project.
Councilmember Holmes
was in favor of having no change orders within this contract. She was
trying to avoid additional expenses to the City, as has been done in the past with road construction
projects.
ARDEN HILLS CITY COUNCIL APRIL 29, 20136
Public Works Maurer
reported that construction projects and professional service projects are
different and that there are more uncertainties with construction projects. He indicated that there
would only be a change order brought to the Council if the project were to have an item added to
the scope of the project.
Mayor Grant
commented that change orders allowed for a certain level of flexibility if something
unforeseen were to happen throughout the AUAR/Master Planning process.
Councilmember McClung
had faith in staff and Kimley-Horn to complete this project within the
scope of the contract.
Councilmember Holden
questioned how many change orders Kimley-Horn anticipated having in
the next year.
Mr. Swalkoski
noted he has discussed this matter with staff and hopes to have no change orders
come to staff for this project. It is his goal to bring the project in on time and under budget.
MOTION: Councilmember McClung moved and Councilmember Werner seconded a
motion to approve the contract with Kimley-Horn and Associates, Inc. for the
TCAAP AUAR, Master Plan, and Regulations and Policies. The motion
carried (5-0).
B. Consider Award of South Water Tower Repainting Bids
Public Works Director Maurer
stated
from these inspection reports, the south water tower was scheduled for full repainting, inside and
outside, along with some minor repairs in 2013 through the Capital Improvement Program. He
noted $900,000 was budgeted for this work.
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Public Works Director Maurer
indicated that on April 16 bids were taken for this project and
the low bid was submitted by Classic Protective Coatings, Inc. at $783,250. He noted the bid
included the option of placing the City logo on the tower up to three times, for $4,000 per logo.
The scope of the work was discussed in detail. He requested the Council consider what color
should be used for both the exterior of the tower and logo. Staff recommended the Council
approve a resolution awarding the south water tower rehabilitation project to Classic Protective
Coatings, Inc. as the lowest responsive bidder.
Mayor Grant
questioned what paint colors could be selected.
Public Works Director Maurer
commented the contractor would come forward with standard
paint selections and if the Council was in favor with matching the north tower this would come
back to the Council before the work was completed.
Councilmember Holden
asked if this contractor had completed work successfully in the metro
area.
ARDEN HILLS CITY COUNCIL APRIL 29, 20137
Public Works Director Maurer
stated Bolton & Menk reviewed the work history of the
contractor noting they had recently completed the Shoreview water tower and came highly
recommended.
Councilmember Werner
questioned if the tower had enough space for three City logos and
asked for the size of the logos.
Public Works Director Maurer
indicated he had the contract bid for up to three logos and stated
the Council could proceed with one, two or three logos. He noted there was enough space on the
million gallon tower for three logos. He noted he would have to report back to the Council with
the potential size of the logo.
Mayor Grant
inquired how many logos most cities had on their water towers.
Public Works Director Maurer
stated one or two logos were placed on typical water towers. He
stated if the Council opted to proceed with only two logos there would be a $4,000 savings in the
contract.
Mayor Grant
requested comment from the Council regarding the color of the water tower.
Councilmember Werner
was in favor of painting the water tower white.
Councilmember Holden
suggested the tower remain the same color.
Councilmember Holmes
recommended both water towers in the City be the same tan color.
Mayor Grant
agreed and stated he would like to see the two towers in the City be uniform in
color. He was hesitant to paint the tower white as this would show rust and dirt. He commented
that two logos would be sufficient.
Councilmember McClung
asked if there would be an additional expense for choosing tan paint.
Public Works Director Maurer
explained this would not be an additional expense if the Council
selected a standard tan color from the paint supplier. He anticipated that the color would be close
to the north tower, but may not be exact.
Councilmember McClung
supported the tan color scheme to create consistency. He suggested
the tower have two logos.
The Council consensus was to have two logos on the water tower.
Public Works Director Maurer
stated he would report back to the Council on the tan paint
colors, along with the logo design prior to having any of the work completed.
MOTION: Mayor Grant moved and Councilmember Holden seconded a motion to adopt
Resolution 2013-022, Awarding the South Water Tower Rehabilitation
ARDEN HILLS CITY COUNCIL APRIL 29, 20138
Project to Classic Protective Coatings, Inc. as the lowest responsive bidder in
the amount of $783,250. The motion carried (5-0).
9. NEW BUSINESS
A. Consider Purchase of a Large Format Printer/Copier/Scanner
Deputy Clerk Dietl
stated that the City does not currently have a large-format
printer/copier/scanner. Printing needs are currently being met by Roseville, Ramsey County and
Kinkos. She explained that a large format printer/copier/scanner is needed to assist staff with
printing full-sized construction plans, printing address maps, copying large-format maps, scanning
as-builts, and scanning other large format paper copies.
Deputy Clerk Dietl
indicated that in the past, the City has outsourced its large-format scanning
needs to Cities Digital. However, since one of the 2013 work plan goals for staff is to scan and
organize files in storage, having a large-scale scanner onsite would be a valuable tool for
achieving this goal. Funding for this project was included in the budget in the 2013 CIP in the
amount of $10,000 and half of the expense could be appropriated to the Cable Fund, since the
device will be used for scanning large-scale documents for records that will be viewed via
received three bids for the large-format printer and
recommended that the Council authorize 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.
Councilmember Holden
asked what will happen with the current device and questioned where
this new device will be located.
Deputy Clerk Dietl
explained that this is a new piece of equipment and it will be placed upstairs
at City Hall.
Mayor Grant
requested comment from the vendor.
Mark Olsen,
CES Imaging, stated that the monthly contract includes up to 400 square feet of
paper per month along with ink and service.
Councilmember Holmes
inquired if the service level is limited per month.
Mr. Olsen
explained that the service per month is unlimited and includes travel time.
Councilmember Werner
questioned what the lifespan of this printer will be.
Mr. Olsen
estimated the life span to be five to eight years, depending on use.
Councilmember Holmes
asked if the printer could be rented on a monthly basis.
Director of Finance and Administrative Services Iverson
commented that a rental option was
not investigated as the purchase price was quite reasonable.
ARDEN HILLS CITY COUNCIL APRIL 29, 20139
Mr. Olsen
explained that the rental rate would be $279 per month plus $60 per month for
paper/ink and maintenance.
Mayor Grant
inquired if the City has an increased need for this piece of equipment due to the
redevelopment of the TCAAP site.
Director of Finance and Administrative Services Iverson
stated that this is the case noting the
printer will also be used for public works and parks items.
MOTION: Councilmember Holden moved and Councilmember McClung seconded a
motion to authorize 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, toner/ink, and service on the device. The
motion carried (5-0).
B. Business Subsidy Criteria and City Public Financing Guidelines
Community Development Director Hutmacher
stated earlier this evening that the EDA met and
discussed the business subsidy criteria and City public financing guidelines. She commented the
maximum that could be captured within tax increment
financing districts was also discussed. The EDA made several changes to the business subsidy
criteria. She reviewed the document changes in detail with the Council and recommended
approval of the business subsidy criteria and public financing guidelines as amended; along with
approval of the Public Financing Proposal Grading and Report Card.
MOTION: Councilmember McClung moved and Councilmember Werner seconded a
motion to approve the Business Subsidy Criteria and City Public Financing
Guidelines as amended by the EDA; to approve the Public Financing Proposal
Grading and Report Card; and, adopting a City guideline of 6% for the
maximum
within tax increment financing districts.
Councilmember Holden
suggested the
written into one of the two documents for future reference.
City Administrator Klaers
stated that the percentage amount could be written into the Public
Financing Proposal Grading and Report Card.
Councilmember Holden
requested that this percentage be written into the Business Subsidy
Criteria and City Public Financing Guidelines.
Councilmember Holmes
suggested that a line be added to the Public Finance Principles section,
friendly amendment
under Item 12. The Council agreed with this .
The motion carried (5-0).
C. Request for Pro-Rated Refund of Liquor License Fees
ARDEN HILLS CITY COUNCIL APRIL 29, 201310
Deputy Clerk Dietl
explained that 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. It was noted
that Chapter 5, Section 500.9 (Refund of Fee), Subd. 2 states that the Council may refund a pro
rata portion of the license fee at its discretion. She commented that Mr. Cossack paid $158 in
background fees, $200 for an on-sale Sunday license, and $5,775 for an on-sale license for 2013.
Deputy Clerk Dietl
indicated that it is not common for the City to receive requests to refund
licensing fees. She commented that fees are charged by the City to recoup costs incurred. The
City has already incurred some costs associated with Mr. Cossacr license; therefore, staff
is looking for direction from the Council on this matter.
Mayor Grant
requested staff read Section 500.9 of City Code.
Deputy Clerk Dietl
read the Code out loud for the Council.
Councilmember Werner
asked when closing on the establishment took place.
Deputy Clerk Dietl
estimated that this took place sometime in April.
Councilmember McClung
questioned if the liquor license had been surrendered to the City.
Deputy Clerk Dietl
explained the license has not been surrendered by Mr. Cossack.
Councilmember Holden
was not in favor of pro-rating the license as costs have been incurred by
the City.
Mayor Grant
opposed the pro-rated refund as the general requirements within City Code were
not being met.
Councilmember McClung
agreed.
MOTION: Councilmember Holmes moved and Councilmember Holden seconded a
motion to deny Mr. Thomas -rated refund of his
2013 liquor license fees. The motion carried (5-0).
D.Consider Police Week Proclamation
City Administrator Klaers
requested the Council review a proclamation designating May 12-18,
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2013 as National Police Week. This proclamation was distributed at the April 18 meeting of the
hat this item be
put on the Council agenda for discussion and consideration.
Councilmember McClung
did not oppose the proclamation and suggested the same
MOTION: Mayor Grant moved and Councilmember Holmes seconded a motion to
proclaim May 12-18, 2013, as National Police Week.
ARDEN HILLS CITY COUNCIL APRIL 29, 201311
Mayor Grant
read the proclamation in full for the record.
The motion carried (5-0).
10. COUNCIL COMMENTS
rd
Councilmember McClung
stated that newsletter articles were due Friday, May 3. He noted
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from May 15 through June 1 he would out of the country on vacation.
Councilmember Werner
asked when the Valentine Park lot would be completed.
Public Works Director Maurer
stated this work would be completed once the area was dry
enough to support the heavy equipment. He anticipated the work would begin next week.
Councilmember Holden
questioned when potholes would be filled by City staff.
Public Works Director Maurer
commented staff has begun filling potholes, and encouraged
residents to contact City Hall with areas of concern.
Councilmember Holden
requested the JDA meetings be placed on the City calendar. She then
wished City Planner Beekman all the best noting she would be dearly missed.
Councilmember Holmes
indicated the spring cleanup took place this past Saturday at Tony
Schmidt Park.
Mayor Grant
noted he gave a presentation regarding TCAAP and the e-Street Flats to the
Shoreview-Arden Hills Business Council last week. He estimated there were 20 people in
attendance. He explained he attended an event sponsored by Country Financial regarding energy
conservation. He stated he attended a CTV awards ceremony last week as well.
Mayor Grant
congratulated the Irondale Robotics team for their great success both locally and
nationally. He also congratulated the Mounds View Robotics team for their huge success this
year.
Mayor Grant
requested further information from staff on the Windows 7 upgrades.
Director of Finance and Administrative Services Iverson
explained staff was taking an
was noted that after April 8, 2014, this operating system would no longer be supported and the
City is looking to upgrade all units to Windows 7 prior to that time.
Mayor Grant
ving a facelift. He noted the e-
Street Flats has been worked on at this time. He stated he would be touring the site once units
were ready for rental.
Mayor Grant
wished City Planner Meagan Beekman all the best in her career stating she would
be truly missed by the Council and staff.
ARDEN HILLS CITY COUNCIL APRIL 29, 201312
City Administrator Klaers
asked if the Council was available to hold a work session meeting
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with Bolton & Menk on June 10 at 6:00 p.m. to discuss the B2 feasibility study district.
The consensus of the Council was to hold a work session meeting on this date and time.
ADJOURN
MOTION: Councilmember McClung moved and Councilmember Holmes seconded a
motion to adjourn. The motion carried unanimously (5-0).
Mayor Grant
adjourned the regular City Council meeting at 9:15 p.m.
__________________________ __________________________
Patrick Klaers David Grant
City Administrator Mayor
CONSENT ITEM
MEMORANDUM
DATE:
June 10, 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 #12 ............................................................................$ 103,262.83
Total Payroll $ 103,262.83
Accounts Payable Claims Through 06/07/2013
VOID (Check No 41880) ...................................................................$ 0
Paid Claims (Check No 41881) .........................................................$ 181.56
Paid Claims (Check No 41882) .........................................................$ 149,460.30
Paid Claims (Check No 41883 thru Check No 41911) ......................$ 21,725.64
Paid Claims (Check No 41912 thru Check No 41914) ......................$ 144,832.15
Total Claims $ 316,199.65
11
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CITY OF ARDEN HILLS
PAYROLL # 12
CHECKS DATED:06/07/13
Biweekly:05/18/13-05/31/13
Payment Method
EMPLOYEE DEDUCTIONSAMT.
CITY BENEFIT
EFT
FIT7,397.50
EFT
SIT3,028.79
EFT
FICA Oasdi4,580.814,580.81
EFT
FICA Medicare1,071.291,071.29
TOTAL TAXES16,078.395,652.10
A/P Check*
Health Premium1,426.5912,631.33
A/P Check*
Dental Premium 838.77
A/P Check*
FSA Health Care Reimb.177.08
A/P Check*
FSA Dependent Care Reimb.208.33
TOTAL FLEXIBLE SPENDING1,812.0013,470.10
HSA Health Saving 443.963,267.98
Health Care Savings Plan
31.64
Health Care Savings Plan-2%278.56
Health Care Savings Plan-4%182.76
TOTAL HEALTH SAVINGS905.28
3,299.62
EFT
PERA3,578.884,151.49
A/P Check*
ICMA2,864.66334.37
A/P Check*
Central Pension Fund-Union614.40
A/P Check*
MN State Retirement System317.71
TOTAL RETIREMENT7,375.65
4,485.86
A/P Check*
IUOE 49 Dues (Union)130.00
A/P Check*
LTD/STD Insurance1,116.69
A/P Check*
PERA Life Insurance32.00
A/P Check*
Life/Addl/Dep Life116.8088.80
A/P Check*
MN Child Support341.94
A/P Check*
Public Employee Long Term Care 40.60
A/P Check*
UNUM 132.05
A/P Check*
Avesis-Vision Care8.94
TOTAL VOLUNTARY1,919.02
88.80
Total Employee Deductions28,090.34
PR Check # 17462-17468
Net Payroll2,443.18
EFT
Direct Deposit45,732.83
Gross Payroll Tie-Out76,266.35
STD/LTD Gross - Up0.00
Plus City Paid Benefit26,996.48
ICMA Benefit Held0.00
TOTAL PAYROLL COST103,262.83
FICA TIE-OUT
Gross Payroll76,266.35
Less Total FSA1,812.00
Plus Employer Match ICMA0.00
Plus ICMA Benefit Held0.00
Net P/R Subject to FICA74,454.35
FICA Oasdi @ 6.20%4,580.81
FICA Medicare @ 1.45%1,071.29
Note: Federal and State Payroll Tax obligations are satisfied by means
of utilizing the "Taxtel" Electronic Tax Deposit Service. Trans-
fers are typically made two business days after the payroll date.
ACCOUNTS PAYABLE Check Approval
* A/P Checks can be found on the report.
Checks may be paid this week or the following week.
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CONSENT ITEM
MEMORANDUM
DATE: June 10, 2013
TO: Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
FROM: Terry Maurer, Public Works Director
SUBJECT: 2013 Seal Coat Bids
Budgeted Amount: Actual Amount: Funding Sources:
$140,000 $96,433.95 PIR
Requested Action
Adopt Resolution 2013-029 Awarding the 2013 Seal Coat Contract to Pearson Brothers, Inc., of
Hanover, Minnesota, in the amount of $96,433.95.
Discussion
The 2013 Capital Improvement Program (CIP) has an item in the amount of $140,000.00 for seal
coating and other street maintenance items. A copy of the CIP detail sheet is attached. This year
the staff recommendation is to spend the majority of the budget on seal coating with a portion of
the funds used for mill and patching streets that will be seal coated in future years. The proposed
streets to be seal coated are shown on the attached exhibit. The total length to be seal coated is
approximately 3.6 miles. The streets proposed to be milled and patched will be presented to the
Council at a future meeting.
On Tuesday, June 4, 2013, bids were opened for the 2013 Seal Coat Improvement. There were
two bidders. The bidders name and their total bid are provided below:
Pearson Brothers, Inc. $ 96,433.95
Allied Blacktop Company $100,171.70
Pearson Brothers, Inc., has successfully completed seal coating in the City of Arden Hills in the
past. Staff would recommend award of the 2013 Seal Coat Improvement to them as the lowest
responsible bidder.
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Attachments
1.Attachment A - Resolution 2013-029 Awarding the 2013 Seal Coat Improvement Contract
2.Attachment B - CIP Detail Sheet
3.Attachment C - Exhibit
22
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Attachment AAttachment A
CITY OF ARDEN HILLS
COUNTY OF RAMSEY
STATE OF MINNESOTA
RESOLUTION NO. 2013-029
A RESOLUTION AWARDING THE 2013 SEAL COAT IMPROVEMENT PROJECT
WHEREAS,
pursuant to advertisement for bids for the 2013 Seal Coat Improvement
Project, bids were received, opened, and tabulated according to the law;
AND WHEREAS
, it appears that Pearson Brothers, Inc., Hanover, Minnesota, is the
lowest responsible bidder,
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF ARDEN
HILLS, MINNESOTA
:
1.The Mayor and City Administrator are hereby authorized and directed to enter into a
contract with Pearson Brothers, Inc., for a total cost of $96,433.95 in the name of the City
of Arden Hills for the above improvements according to the plans and specifications
thereof on file in the office of the City Administrator.
2.The City Administrator is hereby authorized and directed to return forthwith to all
bidders the deposits made with their bids, except that the deposits of the successful bidder
and the next lowest bidder shall be retained until contracts have been signed.
ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 10th
DAY OF JUNE, 2013.
____________________________________
David Grant, Mayor
ATTEST:
_______________________________________
Patrick Klaers, City Administrator
Attachment C Attachment C
TODD DR (Private)
?A÷@
?@A÷
COUNTY ROAD 96 WCOUNTY ROAD 96 W
COUNTY ROAD 96 W
KEITHSON DR
PLEASANT DR
Round
ARDEN
Lake
CT
WEDGEWOOD
CIR
)m
DAWN
DAWN
CIR W
CIR E
%(&
h
VALENTINE
CREST RD
Valentine
%(&
h
Lake
GRAMSIE RD
VENUS AVE
COUNTY ROAD E2 W
GRANT RD
Lake
Johanna
AVE
µ
2013 Seal Coat
2013, Sealcoat
00.0750.150.30.450.6
Miles
CONSENT ITEM
MEMORANDUM
DATE: June 10, 2013
TO: Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
FROM: Terry Maurer, Public Works Director
SUBJECT: Sod and Irrigation Quotes for the Triangle Property
Budgeted Amount: Actual Amount: Funding Sources:
$10,150.00-$14,900.00 $9,193.00 EDA Reserve, PIR and
Donation
Requested Action
Authorize staff to enter into contracts for work on the Triangle Property with Anderson Irrigation
for the irrigation system in the amount of $3,587.30 and LLG for the sod installation in the
amount of $5,605.70.
Discussion
At the May 28, 2013, City Council meeting the Council approved the final concept for the
development of the Triangle Property along with the installation of the gateway sign. The
Council did ask staff to return with the quotes for the irrigation system and sod installation at the
site. Staff attempted to get at least three quotes for each, but was only able to get two quotes
submitted for each work item.
th
For the irrigation system on the site, the estimate cost presented at the May 28 meeting was
between $4,550.00 and $9,000.00. Staff received the following two quotes:
Anderson Irrigation, Inc. $3,587.30
Northway Irrigation $4,551.00
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Anderson Irrigation has previously done successful projects for the City of Arden Hills.
th
The estimate for the sod installation from the May 28 meeting was $5,600.00. The two quotes
received were as follows:
LLG $5,605.70
Exterior Companies $9,600.00
LLG has previously successfully completed similar sod installation projects.
Based on the quotes received, staff would recommend entering into contracts with Anderson
Irrigation, Inc., and LLG for the irrigation system and sod installation at the Triangle Property.
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CONSENT ITEM
MEMORANDUM
DATE: June 10, 2013
TO: Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
FROM: Sue Iverson, Director of Finance and Administrative Services
SUBJECT: Appointment of City Planner
Background
The City currently has a vacancy in the position of City Planner. The top priority is to fill the
as listed in the attached City Planner job description, continue to be effectively carried out. This
workload has temporarily been absorbed by the Community Development Director and
Community Development Intern.
Discussion
There were 45 applicants for this position. Six applicants were interviewed by phone by the
Community Development Director and the Building Official. Four of these applicants were
brought in for second interviews with the City Administrator, Director of Finance and
Administrative Services, Community Development Director, and Public Works Director. The
person staff believes is the top candidate is Ryan Streff. Attached, under separate cover for
Criminal background checks, professional evaluations, personal references, and employment
background checks have been completed. All data received has been satisfactory.
Staff Recommendation
Staff recommends appointing Ryan Streff to the position of City Planner for the City of Arden
Hills at Pay Grade 8, Step 2
.
Attachment
City Planner Job Description
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Attachment AAttachment A
CITY OF ARDEN HILLS
POSITION DESCRIPTION
City Planner
Position Title:
Department: Community Development
Accountable to: Community Development Director
Positions Supervised: None
Status: Full-Time, Salary Exempt
May 2013
PRIMARY OBJECTIVES
To assist the Community Development Director in a wide variety of planning, zoning, and
code enforcement work, including but not limited to: administration of zoning and
development regulations; architectural and site plan design review; development and
implementation of land use plans, regulations and polices and enforcement of City plans,
policies and ordinances; inspection of properties to verify compliance with the city zoning
code; the developmeand serving
as staff liaison to the Planning Commission.
ESSENTIAL FUNCTIONS OF THE POSITION
Coordinates, reviews and evaluates proposed land use development plans.
Conducts research and analysis of development proposals and other projects based upon
appropriate plans, policies and ordinances.
Staff liaison to Planning Commission including: presenting planning cases to Planning
Commission and City Council, maintaining case files, preparation of agendas, preparation
and publication/mailing of public hearing notices in accordance with legal requirements,
research and analysis of issues, and makes recommendations to the Planning
Commission and the City Council.
Negotiate development agreements and work with the City Attorney to prepare legal
agreements.
Assists in the review of plans and permit applications, the issuance of permits, the
inspection of works-in-progress and of completed projects.
Represents Planning Commission at City Council meetings and represents the
department at meetings as needed.
Responds to inquiries concerning City land use plans, policies and ordinances and
development review procedures.
ce and
other ordinances.
Maintains Comprehensive Plan materials, GIS information, and demographic data;
provides information and advice on necessary changes, and recommended modifications.
Assists with and prepares periodic updates of and amendments to
Comprehensive Plan.
provide interpretation of the City Code language and requirements.
Assists the Community Development Director in long range planning activities including
the TCAAP master planning and zoning process and small area planning.
Provides work direction to the Community Development Intern.
-annual community
cleanup day events, and collaborates with Ramsey County on recycling related goals.
Works with the Finance and Administrative Services department to administer the Rental
Registration Program.
Monitors developer compliance with Council directives and development contracts by
reviewing approved documents and inspecting sites. Advises developers, petitioners and
their agents, and other City departments on status of required improvements and
conditions and makes recommendations to City Council for enforcement and disposition of
agreements.
Works with Building Official and Building Inspector on code enforcement activities as
necessary.
Analyzes information and notices on planning and zoning activities of other agencies and
jurisdictions.
Performs other duties as apparent or assigned.
MINIMUM QUALIFICATION REQUIREMENTS
To perform this job successfully, an individual must be able to perform each essential duty
satisfactorily and is proficient in the essential functions andknowledge, skill, and/or ability
required. Reasonable accommodations may be made to enable individuals with
disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE
, Public Administration or related
field. Minimum two (2) years experience in zoning administration, code
enforcement, comprehensive planning, architectural and site plan design
review.
or related field preferred. AICP desirable.
LANGUAGE SKILLS
Ability to read and interpret documents such as state statutes, reports, policies, and
regulations, contracts, and procedure manuals. Ability to prepare reports and
correspondence. Ability to give verbal presentations and speeches. Ability to
communicate effectively both orally and in writing with supervisors, City staff, elected and
appointed officials, legal counsel, builders, developers, other governmental agencies, and
the general public.
MATHEMATICAL SKILLS
Ability to make arithmetic computations using whole numbers, fractions and decimals.
Ability to compute rates, ratios, and percentages. Ability to use predetermined formulas
for land use calculations. Knowledge of elementary statistical calculations and principles.
Knowledge of basic geometry for survey evaluation and various land use controls.
OTHER KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of computers and software applications including word processing, database,
spreadsheets, presentation and web authoring software.
Skill in the use and administration of Geographic Information Systems (GIS).
Thorough knowledge of planning and zoning techniques and principles.
Effective problem solving and communication skills.
Ability to establish effective working relationships with contractors, developers, architects,
engineers, owners and the general public.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the
essential functions.
While performing the duties of this job, the employee is regularly required to use hands to
finger, handle, or feel objects, tools, or controls. The employee is frequently required to sit;
and talk or hear. The employee is occasionally required to stand; walk; and reach with
hands and arms; and stoop, kneel, crouch or crawl.
The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities
required by this job include close vision, distance vision, and the ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an
employee encounters while performing the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the
essential functions.
While performing the duties of this job, the employee is occasionally required to work in
outdoor weather conditions.
The noise level in the work environment is usually moderate.
EXAMPLES OF PERFORMANCE CRITERIA
Assisting in the development, revision and implementation of the Zoning Ordinance and
Comprehensive Plan to reflect the needs and desires of the Community.
Effective working relationships established with the Community Development Director,
City Staff, local and regional governments, community groups and the general public.
Ability to complete assigned work effectively and in a timely manner.
Maintain communication with City staff, City officials, committees and commissions, as
well as community members.
Maintain a pleasant, tactful, and courteous manner in dealing with the public and fellow
employees.
Good working habits and a willingness to cooperate with others and contribute in a
positive way to a pleasant working environment.
SELECTION GUIDELINES
Formal application, rating of education and experience; oral interview and reference
check; job related tests may be required.
The duties listed above are intended only as illustrations of the various types of work that
may be performed. The omission of specific statements of duties does not exclude them
from the position if the work is similar, related or a logical assignment to the position
CITY OF ARDEN HILLS IS AN EQUAL OPPORTUNITY EMPLOYER
___________________________________________________________________
NON-DISCRIMINATION POLICY
The City of Arden Hills does not discriminate
on the basis of handicapped status
in the admission or access to or treatment or employment
in its programs and activities.
__________________________________________________________________
UNFINISHED BUSINESS
MEMORANDUM
DATE:June 10, 2013
TO:Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
FROM:Jill Hutmacher, Community Development Director
SUBJECT:Draft Public Involvement Plan
Budgeted Amount:Actual Amount:Funding Sources:
NANANA
Requested Action
Approve the Public Involvement Plan for the TCAAP Master Planning Process.
Discussion
The first task in the master planning process is the development of the public engagement
process. Kimley-Horn has drafted a Public Involvement Plan (PIP) (attached) which describes
the following:
The purpose of the PIP;
The roles and responsibilities of City staff, the Planning Commission, City Council,
Ramsey County, and the Joint Development Authority;
The goals, objectives, and expected outcomes of the public involvement process;
Project stakeholders;
Public involvement techniques;
Project schedule; and
The evaluation of public involvement techniques and outcomes.
Due to previous public input opportunities and the amount of data already compiled, the RFP
document, which was reviewed by the City Council on January 28, 2013, stated the following:
Formalplanning efforts for the site go back to the early 1990’s. The City has led and
participated in extensive community outreach over the years to develop a shared
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community vision for the site that has its roots in the Vento Plan, and was further
detailed during the Ryan Companies planning efforts. The City’s 2030 Comprehensive
Plan and zoning regulations mirror the mixed use concept that was developed through
past planning efforts.
The vision for the site has been firmly established. The City does not intend to begin the
process over, but rather build on the work that has already been done, while taking into
account current market conditions and transportation limitations around the site.
The draft PIP is consistent with the scope of work outlined in the RFP, including the estimated
number of public meetings. The City Council comments that were provided on May 28, 2013,
regarding additional public involvement events earlier in the process have been very helpful and
are incorporated into the draft document. Comments from the Joint Development Authority,
which reviewed the draft PIP on June 3, 2013, regarding clarification of the role of the City of
Arden Hills have also been incorporated. A memo from Kimley-Horn describing the changes is
attached.
Arepresentative from Kimley-Horn will be available to answer questions regarding the PIP. The
Chair of the Joint Development Authority will also be available to address any questions
regarding the JDA’s review and recommendation.
Recommendation
The Joint Development Authorityrecommends approval of the TCAAP master planning process
Public Involvement Plan.
Attachments
Kimley-Horn memo dated June 6, 2013
Draft Public Involvement Plan, clean version
Draft Public Involvement Plan, redlined
Draft Appendix A, Public Involvement Schedule
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Memorandum
Suite 238N
2550 University Avenue West
St. Paul, Minnesota
55114
Date:June 6, 2013
To: Arden Hills City Council
From:Jessica Laabs, Kimley-Horn and Associates, Inc.
Subject:City Council comments on the Draft Public Involvement Plan for
TCAAP Master Planning process
Kimley-Horn has prepared a draft Public Involvement Plan (PIP) for the TCAAP
Master Planning process. The PIP was reviewed with members of the Arden
Hills City Councilduring a work session on May 28, 2013, and with the Joint-
Development Authority (JDA) at its meeting on June 3, 2013.
As a general summary, Council Members would like to ensure that residents are
engaged early in the process andallowed opportunities to voice their opinions
about the project.Similar comments were raised at the JDA.We appreciate the
feedback, and agree. The following paragraphs summarize our approach to
making changes to the PIP, in response to Council and JDA comments.
Early Engagement
To facilitate early engagement in the process, we have expanded the purpose and
the breadth of the Developer Panel with Citizen Participation, scheduled for the
end of July. Thelanguage stating the purpose of this activity(topof page6in the
PIP) has been revised, to more accurately reflect the intent of providing
information to the public on the development process/challenges, and soliciting
initial public input on site opportunities. A targeted invite list will be utilized,to
re-engage those residents and organizations (i.e. Restoration Advisory Board,
etc.) who have been involved with the project in the past/are presently involved.
While we originally envisioned this workshop to be 25-30 attendees, we have
expanded to 50,with not just Q&A, but active facilitated discussions for citizens.
The input received from developers and residents will help to define the
parameters by which the site can be developed.
TEL 651 645 4197
FAX 651 645 5116
Arden Hills City Council, June 6, 2013, Pg. 2
The first public open house remains scheduled for September 2013. With two
public open houses approved in the scope of work, we looked for the best points
in the process at which we can provide useful and informative facts about the site
to the public, and to solicit feedback from the public that will be meaningful for
them and the project. These two points, and the case for each, are described
below.
Open House #1-September 2013
We want the firstopen house to be well-attended, to build momentum and
excitement for the project, and to let people know they have a voice in the
project. To do this, we don’t feel we can show people the same things that have
been shown before; nor can we bring a blank slate. As a team we need a period of
discoveryto establish the parameters under which the site must be developed.
For example, traffic, with two access points instead of three as previously
planned, will play a defining role in dictating how much development can occur
on the site. We do not want to be disingenuous with the public by asking an
open-ended question too early –“what do you want to see on the site?” –when in
fact, there are limiting factorsto what can be done.Instead, we would like to
share information with them about the capacity of the site, and about the Master
Planning process and what it entails, so they can provide focused input that
makes a difference in determining specific development scenarios that will be
developed. We will nothave a draft Master Plan at this September meeting. Plans
will be drafted based on input received.We have refined the purposecolumn on
page7of the PIP to clarify this approach.
Open House #2 –early 2014
At the second open house, draft Master Planning scenarios will be presented to
the public for input, and the next steps for implementation will be provided. The
timing of this meeting allows for changes to be made based on this input, before
the plan is finalized and approved by the CityCouncil.Again, we have refined
the purposecolumn on page7of the PIP to clarify this approach.
Clarification of Stakeholders
To respond to additional JDA comments, we have also added specific references
to the City of Arden Hills and Ramsey County throughout the PIP document
(instead of just city and county) for clarification.
Conclusion
At Kimley-Horn we very much value transparency and integrity in a public
process, for all stakeholders. We know from experience that public input can
make a valuable difference in the final product, and that in a project like this,
public understanding and support is very important. We value the comments of
the City Council and JDA, as you know your communities best. We look forward
to working with you to make this a successful publicinvolvement process.
Public Involvement Plan
DRAFT June 2013
Prepared for:
CITY OF ARDEN HILLS, MN
Prepared by:
Revision History
Revision Number Date Description
1 5/22/13 Edits based on feedback from city, county staff
2 5/29/13 Edits based on feedback from City Council
3 6/5/13 Edits based on feedback from Joint Development Authority
Public Involvement Plan i June 2013
List of Acronyms
AUAR Alternative Urban Areawide Review
GSA General Services Administration
JDA Joint-Development Authority
PIP Public Involvement Plan
PMT Project Management Team
TCAAP Twin Cities Army Ammunition Plant
Public Involvement Plan ii June 2013
Table of Contents
Revision History .............................................................................................................................................................. i
List of Acronyms ............................................................................................................................................................ ii
Table of Contents .......................................................................................................................................................... iii
Contacts ........................................................................................................................................................................ iv
1.0Purpose of the Public Involvement Plan ........................................................................................................... 1
1.1Study Overview ............................................................................................................................................ 1
2.0Planning Process Roles and Responsibilities ................................................................................................... 1
2.1City of Arden Hills Staff ................................................................................................................................. 1
2.2City of Arden Hills Planning Commission ..................................................................................................... 1
2.3Ramsey County ............................................................................................................................................ 1
2.4Joint-DevelopmentAuthority (JDA) .............................................................................................................. 1
2.5City of Arden Hills City Council ..................................................................................................................... 1
3.0Public Involvement Process .............................................................................................................................. 2
3.1Goals, Objectives, and Expected Outcomes ................................................................................................ 2
3.2Stakeholders ................................................................................................................................................. 2
3.2.1Government Agencies, Institutions, and Representatives ........................................................................ 2
3.2.2Organizations ........................................................................................................................................... 3
3.2.3Business Associations and Their Members ............................................................................................. 3
3.2.4Other ........................................................................................................................................................ 3
4.0Public Involvement Techniques ........................................................................................................................ 3
5.0Schedule ........................................................................................................................................................... 3
6.0Evaluation of Public Involvement Techniques and Outcomes .......................................................................... 3
Appendix A ........................................................................................................................................................ A
Public Involvement Plan iii June 2013
Contacts
Jill Hutmacher, Project Manager Beth Kunkel, AUAR Task Manager
City of Arden Hills Kimley-Horn and Associates, Inc.
(651) 792-7819 651-643-0455
jhutmacher@cityofardenhills.org beth.kunkel@kimley-horn.com
Brian Smalkoski, Project Manager Andrew Dresdner, Master Planning Task Manager
Kimley-Horn and Associates, Inc. Cuningham Group Architecture
(651) 643-0472 (612) 379-5518
brian.smalkoski@kimley-horn.com adresdner@cuningham.com
Jessica Laabs, Public Involvement Task Manager Brad Lonberger, Regulations & Policies Task
Kimley-Horn and Associates, Inc. Manager
(651) 643-0437 Gateway Planning Group
jessica.laabs@kimley-horn.com (817) 348-9500
brad@gatewayplanning.com
Public Involvement Plan iv June 2013
1.0Purpose of the Public Involvement Plan
The purpose of the Public Involvement Plan (PIP) is to provide an overview of the proposed public involvement
strategy including roles and responsibilities, goals and objectives, activities, and outcomes. The PIP is, however, a
living document. As the planning process proceeds, changes to the public involvement strategy may be made in
response to changing needs, views or priorities. In addition, results from the public involvement activities will be
added to the document. At the end of the planning process, the PIP will serve as a full record of the community’s
involvement in the development of the final plan report.
1.1Study Overview
The Twin Cities Army Ammunition Plant (TCAAP) site consists of approximately 2,400 acres, representing more than
a third of the land area within the City of Arden Hills. The future use of the TCAAP site has been an important issue
within the Arden Hills community for many years, as it presents one of the last opportunities for new development
within the City limits. For the better part of a decade, the City of Arden Hills has been pursuing opportunities for the
redevelopment of the southwest portion of the TCAAP property through private and public partnerships. Ramsey
County has recently completed the purchase of the 430-acre western portion of the TCAAP site that has been made
available by the General Services Administration (GSA).
The TCAAP AUAR, Master Planning, and Regulations & Policies project has three distinct phases. The Alternative
Urban Areawide Review (AUAR) phase will investigate different development scenarios. The Master Plan phase will
integrate information from the market study, transportation data, and environmental conditions in order to develop a
framework that will act as a bridge between the vision for the site and implementation. The Regulations & Policies
phase will develop tools for the City to achieve the desired development laid out in earlier phases. While each of the
phases will have its own public engagement process, integration among the phases is vital to the success of the
project.
2.0Planning Process Roles and Responsibilities
2.1City of Arden Hills Staff
City of Arden Hills staff will act in a project management role. The City is charged with the role of providing the
Consultant Team with guidance and oversight throughout the planning process. In addition, staff will provide
feedback on the technical analysis, project concepts, and project deliverables and will make recommendations to the
Mayor and the Council on the consultant’s report and follow up actions that may be needed.
2.2City of Arden Hills Planning Commission
The City Planning Commission will work primarily on the Master Planning and Regulations & Policies phases of the
project. The Commission will review and receive input on proposed actions and final elements of the project.
2.3Ramsey County
Ramsey County has a stake in this project as owner of the TCAAP property. County representatives will be involved
as part of the Joint Development Authority, and the Ramsey County Board will approve the Master Plan.
2.4Joint-Development Authority (JDA)
The JDA is a partnership between the City of Arden Hills and Ramsey County tasked with the oversight of the project
implementation. The JDA will review and receive input on proposed actions and final elements of the project. The
JDA will also learn about the process of implementation.
2.5City of Arden Hills City Council
The City of Arden Hills City Council is the governing body and will ultimately approve the final products of the
process. The Council will review and receive input on proposed actions and final elements of the project.
Public Involvement Plan 1 June 2013
3.0Public Involvement Process
3.1Goals, Objectives, and Expected Outcomes
The goal of the public involvement process is to develop a myriad of opportunities for a wide variety of stakeholders
within the community to be educated, engaged in, and enthusiastic about the planning process and the project. An
innovative and collaborative public participation process can be an opportunity to identify new ideas and assets within
a community, build civic capacity and engagement, and lay the foundation of support for the implementation of the
recommendations that result from the planning process.
The objectives of the public involvement process are as follows:
1.To provide clear and comprehensive information on the planning process and outcomes so that the
community feels educated and able to effectively participate in the process
2.To reach out to and engage stakeholders in ways which are effective and accessible to a variety of
participants
3.To create a planning process that is open and transparent so the community feels its input is heard and
valued
4.To seek input from the community at key milestones in the planning process to ensure key concepts and
recommendations are fully understood and reviewed
5.To lay the groundwork for community knowledge about and support for the plan concepts,
recommendations, and implementation
The expected outcome from the public involvement process is the development and adoption of a planning report
that clearly reflects the community’s input and has the community’s support for implementation. To achieve this
outcome, however, the public involvement process must be collaborative as well as flexible. It will be incumbent upon
the City of Arden Hills staff and the Consultant Team to continually evaluate the public involvement activities and
communication methods to ensure the process is meeting the needs of the various stakeholders.
3.2Stakeholders
The TCAAP site represents a very large portion of the City. In order for development to reflect the values and goals
of the people it will affect, a broad engagement in necessary to provide input. The result of quality stakeholder
outreach will be a project with strong support.
Anticipated stakeholders are listed below. Not all of these parties will be engaged at the same level; i.e. some will
receive notices for public meetings, while others will be engaged in specific dialogue. This will be determined based
on type of activities planned, the interest of the stakeholder in the particular issue(s) being discussed, and input from
city and county staff. The list is not intended to be all-inclusive, and it is expected that it will grow and/or change as
the project progresses.
3.2.1Government Agencies, Institutions, and Representatives
Minnesota Department of Transportation
Ramsey County
General Services Administration
Rice Creek Watershed District
Minnesota Pollution Control Agency
Metropolitan Council
City of Arden Hills
City of Arden Hills Planning Commission
City of Arden Hills Economic Development Commission
City of Shoreview
City of Mounds View
Public Involvement Plan 2 June 2013
City of New Brighton
University of Minnesota
Minnesota State Representative Connie Bernardy
Minnesota State Representative Barb Yarusso
Minnesota Senator Bev Scalze
Minnesota Senator Barb Goodwin
3.2.2 Organizations
Alliance for Metropolitan Stability
Friends of the Parks and Trails of St. Paul and Ramsey County
Active Living Ramsey County
Restoration Advisory Board
North Metro Mayors Association
I-35W Coalition
3.2.3Business Associations and Their Members
Twin Cities North Chamber of Commerce
St. Paul Chamber of Commerce
3.2.4Other
Area residents
Mounds View School District
Development community
National Guard
Police, fire, and emergency services
4.0Public Involvement Techniques
Table 4-1 describes public outreach techniques and activities that are anticipated to be used throughout the project
process. This is a general framework to be used for proactive planning and incorporation of public input into the three
project phases. It is anticipated that as the phases progress and planning for specific meetings is coordinated with
the Master Project Schedule and vetted through City staff and Council, that changes to these techniques may occur.
Changes may also be made based on public participation and feedback.
5.0Schedule
Public involvement activities are tied very closely to other project activities and milestones in the AUAR, Master
Planning, and Regulations & Policies phases of the project. As such, each of the meetings and techniques described
in Section 4.0 are reflected in the Master Project Schedule, included as Appendix A. This master schedule will be
updated periodically to reflect the most up-to-date project information and progress.
6.0Evaluation of Public Involvement Techniques and Outcomes
The PIP will be evaluated and updated up to three times over the course of the project, to gauge the effectiveness of
the current activities and determine if anything about the process needs to change in response to stakeholder
feedback. Evaluation of the PIP will be based on the following criteria:
Public Involvement Plan 3 June 2013
Quantitative:
How many people attended the meeting? (based on sign-in sheets)
How many different entities (neighborhoods, agencies, etc) were represented (if a larger meeting)?
How many additional meetings have taken place since the last PIP update?
How many meeting notices were sent? Were any returned?
Qualitative:
What kind of feedback was received? Positive or negative? Any common themes or trends?
Was the location of the meeting appropriate?
Have stakeholders expressed any particular challenges regarding their participation in the process?
Both quantitative and qualitative measures will be summarized in a meeting summary, which will be drafted following
each meeting and submitted to the City for review. Qualitative input will be collected from staff who attended the
meeting, via email following each meeting. Specific measures will be discussed as necessary. Updates to the PIP will
be made as necessary based on these discussions.
Results of the quantitative and qualitative evaluation criteria will be tracked and cumulative results and trends will be
considered when subsequent updates to the PIP are made. Any schedule changes will also be reflected in the
master project schedule, which will also be updated in the PIP appendix.
Public Involvement Plan 4 June 2013
Table 4-1. Anticipated Public Outreach Activities
Target
ActivityPurpose Anticipated Tools Frequency/Timing Logistics
Audience/Participant
Staff Meetings City of Arden Hills staff Up to 12 throughout all Arden Hills City Hall
ConfirmAgenda
Ramsey County staff three phases of the
methodologies and
Graphics/layouts
Ehlers project
approach
Action item list
Consultant Team
Review analysis and
Meeting summary
Approx. monthly with
deliverables
some exceptions (see
Establish direction
Master Project
regarding next steps
Schedule).
Agency and Government Agencies Up to 8 throughout all Arden Hills City Hall or
Identify and address Agenda
Stakeholder (including Ramsey three phases of the specific agency
any issues early
PowerPoint presentation (if
Meetings County Board) project locations
Facilitate a ”no
appropriate)
Business Groups
surprises” review
Graphics/layouts
Citizen Groups
during the AUAR
Facilitated discussion
comment period
Meeting summary
(those with direct
Collect input and
interest in the outcome
discuss
of the project)
recommendations
Website General Public, October 2013 Utilizes existing TCAAP
Inform the public on Simple graphics
Updates Residents, and February 2014 page on City website;
project progress
Concise text highlighting
Business Owners June 2014 other web updates may
Share plans and key points
be done by the City at
graphics
other times
Developer Potential developers 2 series over the course Arden Hills City Hall or
Solicit input on Agenda/questions
interviews (one at a time) of the project; 1 series other location depending
scenarios and
Graphics/layouts
early in the Master on participants
processes; draft
Facilitated discussion
Planning phase; 1 series
regulations –
Meeting summary
in the Regulations & Scheduled back-to-back
specific to a
Policies phase for efficiency
developer’s point of
view
Public Involvement Plan 5 June 2013
Table 4-1. Anticipated Public Outreach Activities
Target
ActivityPurpose Anticipated Tools Frequency/Timing Logistics
Audience/Participant
Developer Potential developers, 1 early in Master Arden Hills City Hall or
Provide information Panel where developers
Panel with targeted invite list of Planning process other location depending
on the development share development
Citizen residents/organizations on # of participants
process/challenges insights; followed by
Participation in the area (approx. 50 anticipated)
audience Q&A and
Solicit initial public
breakout groups for
input on site
discussion and citizen
opportunities
engagement
City Council City of Arden Hills City Up to 8 over the course Held as part of standing
Inform the Council of Handout for each City
Meetings and Council members and of the project Council meeting or work
progress Council Member
Work Sessions the general public session
(electronic)
Solicit input on
milestone decisions
and deliverables
Planning City of Arden Hills Up to 5 over the course Arden Hills City Hall
Receive input on Handout for each
Commission Planning Commission of the project
proposed and final Commission Member
Meetings and
Master Plan (electronic)
Work Sessions
elements and
proposed
Regulations &
Policies
JDA Meetings JDA Up to 2 over the course Arden Hills City Hall
Receive input on Agenda
of the project
proposed and final
PowerPoint presentation (if
Master Plan
appropriate to group/issue)
elements and
Graphics/layouts
proposed
Facilitated discussion
Regulations &
Policies
Provide information
on the process of
Master Plan
implementation
Public Involvement Plan 6 June 2013
Table 4-1. Anticipated Public Outreach Activities
Master Plan Interested stakeholders September 2013 Arden Hills City Hall or
Provide information Display boards/maps
Open House and the general public alternate location TBD
about the master
Smaller scale layouts on
#1
plan process
tables so people can
Share background gather and discuss, mark
information on the maps
redevelopment site
Active listening by project
Solicit input on site reps
opportunities and
Comment cards
issues
Master Plan Interested stakeholders January 2014 Arden Hills City Hall or
Solicit feedback on
Open House and the general public alternate location TBD
Master Plan
#2
Provide information
on Master Plan
implementation
R&P Design Stakeholders (including March 2014 Arden Hills City Hall
Generate a Daily agendas
and Policy agencies) and City staff Will take place over 3
Regulations and
Presentations
Workshop days
Policy Plan to align
Small and large group
with the Master Plan
facilitated discussions
for TCAAP and input
Draft plan language for
for development
review
guidelines,
Workshop summary
regulations, policies
and standards
Public Involvement Plan 7 June 2013
Public Involvement Plan
DRAFT May June 2013
Prepared for:
CITY OF ARDEN HILLS, MN
Prepared by:
Revision History
Revision NumberDateDescription
15/22/13Edits based on feedback from city, county staff
25/29/13Edits based on feedback from City Council
36/5/13Edits based on feedback from Joint Development Authority
Public Involvement PlaniMay June 2013
List of Acronyms
AUARAlternative Urban Areawide Review
GSAGeneral ServicesAdministration
JDAJoint-Development Authority
PIPPublic Involvement Plan
PMTProject Management Team
TCAAPTwin Cities Army Ammunition Plant
Public Involvement PlaniiMay June 2013
Table of Contents
Revision History..............................................................................................................................................................i
List of Acronyms............................................................................................................................................................ii
Table of Contents..........................................................................................................................................................iii
Contacts........................................................................................................................................................................iv
1.0 Purpose of the Public Involvement Plan...........................................................................................................1
1.1 Study Overview............................................................................................................................................1
2.0 Planning Process Roles and Responsibilities...................................................................................................1
2.1 City of Arden Hills Staff.................................................................................................................................1
2.2 City of Arden Hills Planning Commission.....................................................................................................1
2.3 Ramsey County............................................................................................................................................1
2.4 Joint-Development Authority (JDA)..............................................................................................................1
2.5 City of Arden Hills City Council.....................................................................................................................1
3.0 Public Involvement Process..............................................................................................................................2
3.1 Goals, Objectives, and Expected Outcomes................................................................................................2
3.2 Stakeholders.................................................................................................................................................2
3.2.1 GovernmentAgencies, Institutions, and Representatives........................................................................2
3.2.2 Organizations...........................................................................................................................................3
3.2.3 Business Associations and Their Members.............................................................................................3
3.2.4 Other........................................................................................................................................................3
Public Involvement Techniques........................................................................................................................3
4.0
5.0 Schedule...........................................................................................................................................................3
6.0 Evaluation of Public Involvement Techniques and Outcomes..........................................................................3
Appendix A........................................................................................................................................................A
Public Involvement PlaniiiMay June 2013
Contacts
Jill Hutmacher, Project ManagerBeth Kunkel, AUAR Task Manager
City of Arden HillsKimley-Horn and Associates, Inc.
(651) 792-7819651-643-0455
jhutmacher@cityofardenhills.orgbeth.kunkel@kimley-horn.com
Brian Smalkoski, Project ManagerAndrew Dresdner, Master Planning Task Manager
Kimley-Horn and Associates, Inc.Cuningham Group Architecture
(651) 643-0472(612) 379-5518
brian.smalkoski@kimley-horn.comadresdner@cuningham.com
Jessica Laabs, Public Involvement Task ManagerBradLonberger, Regulations & Policies Task
Manager
Kimley-Horn and Associates, Inc.
(651) 643-0437GatewayPlanning Group
jessica.laabs@kimley-horn.com(817) 348-9500
brad@gatewayplanning.com
Public Involvement PlanivMay June 2013
1.0Purpose of the Public Involvement Plan
The purpose of the Public Involvement Plan (PIP) is to provide an overview of the proposed public involvement
strategy including roles and responsibilities, goals and objectives, activities, and outcomes. The PIP is, however, a
living document. As the planning process proceeds, changes to the public involvement strategy may be made in
response to changing needs, viewsor priorities. In addition, results from the public involvement activities will be
added to the document. At the end of the planning process,the PIP will serve as a full record of the community’s
involvement in the development of the final plan report.
1.1Study Overview
The Twin Cities Army Ammunition Plant (TCAAP) site consists of approximately 2,400 acres, representing more than
a third of the land area within the City of Arden Hills. The future use of the TCAAP site has been an important issue
within the Arden Hills community for many years, as it presents one of the last opportunities for new development
within the City limits. For the better part of a decade, the City of Arden Hills has been pursuing opportunities for the
redevelopment of the southwest portion of the TCAAP property through private and public partnerships. Ramsey
County has recently completed thepurchase of the 430-acre western portion of the TCAAP site that has been made
available by the General ServicesAdministration (GSA).
The TCAAP AUAR, Master Planning, and Regulations & Policies project has three distinct phases.The Alternative
Urban AreawideReview (AUAR) phase will investigate different development scenarios. The Master Plan phase will
integrate information from the market study, transportation data, and environmental conditions in order to develop a
framework that will act as a bridge between the vision for the site and implementation. The Regulations & Policies
phase will develop tools for the City to achieve the desired development laid out in earlier phases.While each of the
phaseswill have its own public engagement process,integrationamong the phases is vital to the success of the
project.
2.0Planning Process Roles and Responsibilities
2.1City of Arden Hills Staff
City of Arden Hills staff will act in a project management role. The City is charged with the role of providing the
Consultant Team with guidance and oversight throughout the planning process.In addition, staffwill provide
feedback on the technical analysis, project concepts, and project deliverables and will make recommendations to the
Mayor and the Council on the consultant’s report and follow up actions that may be needed.
2.2City of Arden Hills Planning Commission
The City Planning Commission will work primarily on the Master Planning and Regulations & Policies phases of the
project. The Commission will review and receive input on proposed actions and final elementsof the project.
2.3Ramsey County
Ramsey County has a stake in this project as owner of the TCAAP property. County representatives will be involved
aspart of the Joint Development Authority, and the Ramsey County Board willapprove the Master Plan.
2.4Joint-Development Authority (JDA)
The JDA is a partnership between the City of Arden Hills andtheRamsey County tasked with the oversight of the
project implementation. The JDA will review and receive input on proposed actions and final elements of the project.
The JDA will also learn about the process of implementation.
2.5City of Arden Hills City Council
The City of Arden Hills City Council is the governing body and will ultimately approve the final products of the
process. The Council will review and receive input on proposed actions and final elements of the project.
Public Involvement Plan1May June 2013
3.0Public Involvement Process
3.1Goals, Objectives, and Expected Outcomes
The goal of the public involvement process is to develop a myriad of opportunities for a wide variety of stakeholders
within the community to be educated,engaged in, and enthusiastic aboutthe planning process and the project. An
innovative and collaborative public participation process can be an opportunity to identify new ideas and assets within
a community, build civic capacity and engagement, and lay the foundation of support for the implementation of the
recommendations that result from the planning process.
The objectives of the public involvement process are as follows:
1.To provide clear and comprehensive information on the planning process and outcomes so that the
community feels educated and able to effectively participate in the process
2.To reach out to and engage stakeholders in ways which are effective and accessible to a variety of
participants
3.To create a planning process that is open and transparent so the community feels its input is heard and
valued
4.To seek input from the community at key milestonesin the planning process to ensure key concepts and
recommendations are fully understood and reviewed
5.To lay the groundwork for communityknowledge about andsupport for the plan concepts,
recommendations, and implementation
The expected outcome from the public involvement process is the development and adoption of a planning report
that clearly reflects the community’s input and has the community’s support for implementation. To achieve this
outcome, however, the public involvement processmust be collaborative as well as flexible. It will be incumbent upon
the City of Arden Hills staffand the Consultant Teamto continually evaluate the public involvement activities and
communication methods to ensure the process is meeting the needs of the various stakeholders.
3.2Stakeholders
The TCAAP site represents a very large portion of the City. In order for development to reflect the values and goals
of the people it will affect, a broad engagement in necessary to provide input. The result of quality stakeholder
outreach will be a project with strong support.
Anticipated stakeholders are listed below. Not all of these parties will be engaged at the same level; i.e. some will
receive notices for public meetings, while others will be engaged in specific dialogue. This will be determined based
on type of activities planned, the interest of the stakeholder in the particular issue(s) being discussed, and input from
city and county staff.The list isnot intended to be all-inclusive, and it is expected that itwill grow and/or change as
the project progresses.
3.2.1Government Agencies, Institutions, and Representatives
Minnesota Department of Transportation
Ramsey County
General Services Administration
Rice Creek Watershed District
Minnesota Pollution Control Agency
Metropolitan Council
City of Arden Hills
City of Arden Hills Planning Commission
City of Arden Hills Economic Development Commission
City of Shoreview
City of Mounds View
Public Involvement Plan2May June 2013
City of New Brighton
University of Minnesota
Minnesota State Representative Connie Bernardy
Minnesota State Representative Barb Yarusso
Minnesota Senator Bev Scalze
Minnesota Senator Barb Goodwin
3.2.2 Organizations
Alliance for Metropolitan Stability
Friends of the Parks and Trails of St. Paul and Ramsey County
Active Living Ramsey County
Restoration Advisory Board
North Metro Mayors Association
I-35W Coalition
3.2.3Business Associations and Their Members
Twin Cities North Chamber of Commerce
St. Paul Chamber of Commerce
3.2.4Other
Arearesidents
Mounds View School District
Development community
National Guard
Police, fire, and emergency services
4.0Public Involvement Techniques
Table 4-1describes public outreach techniques and activities that are anticipated to beused throughout the project
process.This is a general framework to be used for proactive planning and incorporation of public input into the three
project phases. It is anticipated that as the phases progress and planning for specific meetings is coordinated with
the Master Project Schedule and vetted through City staff and Council, that changes to these techniques may occur.
Changes may also be made based on public participation and feedback.
5.0Schedule
Public involvement activities are tied very closely to other project activities and milestones in the AUAR, Master
Planning, and Regulations & Policies phases of the project. As such, each of the meetings and techniques described
in Section 4.0 are reflected in the Master Project Schedule, included as Appendix A. This master schedule will be
updated periodically to reflect the most up-to-date project information and progress.
6.0Evaluation of Public Involvement Techniques and Outcomes
The PIP will be evaluated and updated up to threetimes over the course of the project, togauge the effectiveness of
the current activities and determine if anything about the process needs to change in response to stakeholder
feedback. Evaluation of the PIP will be based on the following criteria:
Quantitative:
How many people attended the meeting?(based on sign-insheets)
Public Involvement Plan3May June 2013
How many different entities (neighborhoods, agencies, etc) were represented (if a larger meeting)?
How many additional meetings have taken place since the last PIP update?
How many meeting noticeswere sent? Were any returned?
Qualitative:
What kind of feedback was received? Positive or negative? Any common themes or trends?
Was the location of the meeting appropriate?
Have stakeholders expressed any particular challenges regarding their participation in the process?
Both quantitative and qualitative measures will be summarized in a meeting summary, which will be drafted following
each meeting and submitted to the Cityfor review. Qualitativeinput will be collected from staff who attended the
meeting, via email following each meeting. Specific measures will be discussed as necessary. Updates to the PIP will
be made as necessary based on these discussions.
Results of the quantitative and qualitative evaluation criteria will be tracked and cumulative results and trends will be
considered when subsequent updates to the PIP are made. Any schedule changes will also be reflected in the
master project schedule, which will also be updated in the PIP appendix.
Public Involvement Plan4May June 2013
Table 4-1. Anticipated Public Outreach Activities
Target
ActivityPurposeAnticipatedToolsFrequency/TimingLogistics
Audience/Participant
Staff MeetingsCity of Arden Hills staffUp to 12 throughout all Arden Hills City Hall
Confirm Agenda
Ramsey County staffthree phases of the
methodologies and
Graphics/layouts
Ehlersproject
approach
Action item list
Consultant Team
Review analysis and
Meeting summary
Approx. monthly with
deliverables
some exceptions (see
Establish direction
Master Project
regarding next steps
Schedule).
Agency and Government AgenciesUp to 8 throughout all Arden Hills City Hallor
Identify and address Agenda
Stakeholder (including Ramsey three phases of the specific agency
any issues early
PowerPoint presentation (if
MeetingsCounty Board)projectlocations
Facilitate a ”no appropriate)
Business Groups
surprises” review
Graphics/layouts
Citizen Groups
during the AUAR
Facilitated discussion
comment period
Meeting summary
(those with direct
Collect input and
interest in the outcome
discuss
of the project)
recommendations
Website General Public,October2013Utilizes existing TCAAP
Inform the public on Simple graphics
UpdatesResidents, and February 2014page on City website;
project progress
Concise text highlighting
Business OwnersJune 2014other web updates may
Share plans and key points
be done by the City at
graphics
other times
Developer Potential developers 2 series over the course Arden Hills City Hallor
Solicit input on Agenda/questions
interviews(one at a time) of the project;1 seriesother location depending
scenarios and
Graphics/layouts
early in the Master on participants
processes; draft
Facilitated discussion
Planning phase; 1 series
regulations–
Meeting summary
in the Regulations & Scheduled back-to-back
specific to a
Policies phasefor efficiency
developer’s point of
view
Public Involvement Plan5May 2013
Table 4-1. Anticipated Public Outreach Activities
Target
ActivityPurposeAnticipatedToolsFrequency/TimingLogistics
Audience/Participant
Developer Potential developers, 1 early in Master Arden Hills City Hall or
Educate/inform–Panel where developers
Panel with targeted invite list of Planning processother location depending
“Economic speakshare development
Citizen residents/organizations on # of participants
Development 101”insights; followed by
Participationin the area(approx. 50 anticipated)
audience Q&A or and
Citizens develop
breakout groups for
understanding
discussionand citizen
ofProvide
engagement
information onthe
development
process/challenges
Solicitinitial public
input onsite
opportunities
City Council City of Arden Hills City Up to 8over the course Held as part of standing
Inform the Council of Handout for each City
Meetingsand Council members and of the projectCouncil meeting or work
progressCouncil Member
Work Sessionsthe general publicsession
(electronic)
Solicit input on
milestone decisions
and deliverables
Planning City of Arden Hills Up to 5over the course Arden Hills City Hall
Receive input on Handout for each
Commission Planning Commissionof the project
proposed and final Commission Member
Meetingsand
Master Plan (electronic)
Work Sessions
elements and
proposed
Regulations &
Policies
Public Involvement Plan6May 2013
Table 4-1. Anticipated Public Outreach Activities
Target
ActivityPurposeAnticipatedToolsFrequency/TimingLogistics
Audience/Participant
JDA MeetingsJDAUp to 2 over the course Arden Hills City Hall
Receive input on Agenda
of the project
proposed and final
PowerPoint presentation (if
Master Plan
appropriate to group/issue)
elements and
Graphics/layouts
proposed
Facilitated discussion
Regulations &
Policies
Educate Provide
informationon the
process of Master
Plan implementation
Public Involvement Plan7May 2013
Table 4-1. Anticipated Public Outreach Activities
Master Plan Interested stakeholders AugustSeptember 2013Arden Hills City Hallor
Educate Provide Display boards/maps
Open House and the general publicalternate location TBD
information the
Smaller scale layouts on
#1
public about the
tables so people can
master plan process
gather and discuss, mark
Share background maps
informationon the
Active listening by project
redevelopment site
reps
Solicit feedback
Comment cards
Formatted:Indent:Left:0.03",Hanging:
0.19",SpaceAfter:0pt
inputon plan
elementssite
opportunitiesand
issues
Master Plan Interested stakeholders January2014Arden Hills City Hallor
Solicit feedback on
Open House and the general publicalternate location TBD
Master Plan
#2
Educate Provide
informationthe public
on Master Plan
implementationof
the plan
Solicit final feedback
on plan elements
R&P Design Stakeholders(including March 2014Arden Hills City Hall
Generate a Daily agendas
and Policy agencies) and City staffWill take place over 3
Regulations and
Presentations
Workshopdays
Policy Plan to align
Small and large group
with the Master Plan
facilitated discussions
for TCAAP and input
Draft plan language for
for development
review
guidelines,
Workshop summary
regulations, policies
and standards
Public Involvement Plan8May 2013
Table 4-1. Anticipated Public Outreach Activities
Appendix A
Public Involvement Plan A June 2013
TCAAP AUAR, Master Plan, and Regulations & Policies
City of Arden Hills
ay,
MayJuneJulyAugustSeptemberOctoberNovemberDecemberJanuaryFebruaryMarchAprilMayJuneJulyAugustSeptemberOctoberNovemberDecemberJanuaryFebruary
M 23 2013
61320273101724181522295121926291623307142128411252930613273102431031714285122629307142841125182961327310241829512262923
City Staff Meetings7 additional meetings
gency/Stakeholder Meetings5 additional meetings
A
Developer Interviews1 additional series
Developer Panel with Citizen Participation
Public Open House1 additional open house
Planning Commission Meetings4 additional meetings
JDA Meetings3 meetings
City Council Meetings5 additional meetings
Design and Policy Workshop1 workshop
Website Update
AUA
R
Requirements and Timeline
Draft AUAR and Mitigation Plan
Revised AUAR and Mitigation Plan
Distribution of Decision
AUAR Public Engagement Process
Master Plan
Master Plan Public Engagement Process
Environmental Conditions Component
Land Use Component
Circulation and Movement Component
Utilities Component
Parks and Open Space component
Implementation Plan
Regulations & Policies
Regulations & Policies Public Engagement Process
Existing Regulations Analysis and Goal Setting
Regulations Principles and Protocols for TCAAP
Regulation Plan
Implementation of the Regulation Plan
UNFINISHED BUSINESS
MEMORANDUM
DATE: June 10, 2013
TO: Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
FROM: Terry Maurer, Public Works Director
SUBJECT: Sanitary Sewer Lining Improvement Bids
Budgeted Amount: Actual Amount: Funding Sources:
$662,000.00 $625,526.05 $500,000.00 Sanitary Sewer
Utility Fund
$162,000.00 MCES Grant
Requested Action
Adopt Resolution 2013-027 Awarding the 2013 Sanitary Sewer Lining base bid plus a portion of
alternate bid B to SAK Construction LLC in the amount of $625,526.05.
Discussion
In 2013, the City applied for and received a grant from the Metropolitan Council Environmental
Services (MCES) to assist with the cost of sanitary sewer lining. The grant amount is up to
$162,000.00 and can be used for 25% of the construction cost of sanitary sewer lining with the
City paying 75%. This grant is from bond monies provided by the State Legislature specifically
to assist with the elimination of inflow and infiltration (I/I) into the metropolitan sanitary sewer
system. The City of Arden Hills received a similar grant from this program in 2011.
The 2013 Capital Improvement Program (CIP) has an item for sanitary sewer lining in the
amount of $500,000.00 anticipating this MCES grant program and attempting to maximize it to
A copy of the CIP detail sheet is attached.
On Thursday May 23, 2013, City staff opened bids for the 2013 Sanitary Sewer Lining project.
The project consisted of a base bid and three alternate bid areas that could be added in whole or
13
Page of
in part. There were two bidders. The bidders name and their base and alternate bids are
provided below and a bid tabulation is attached.
nsituform Technologies
SAK Construction LLC I
Base Bid $518,304.70 $535,569.80
Alternate A 126,268.25 120,894.50
Alternate B 215,860.60 209,514.30
Alternate C 75,720.55 70,766.10
SAK Construction LLC is from . They are currently working on a sanitary
sewer lining project for the City of Roseville. Roseville staff indicated that they are performing
well on the project.
As the City Council is aware, it is the goal of the Public Works Department to eventually have
all of our non-plastic, small diameter, sanitary sewer pipes lined. There are several reasons for
this: first is to eliminate the major source of I/I into our system, second is to eliminate root
intrusion into the joints of non-plastic pipe, and finally it is to greatly reduce the man-hours
needed annually to clean the sewer system (eliminating root intrusion will greatly reduce the
which From a historical
perspective, the following gives an update on how we are doing towards this goal.
Total length of sanitary sewer pipe in system 244,500 ft
Total length of non-plastic pipe in system 115,000 ft
Total length of non-plastic pipe previously lined 27,800 ft
Total length proposed to be lined with the 2013 project 23,780 ft
Total length remaining to be lined after the 2013 project 63,420 ft
SAK Construction LLC is below the eng, so there is some room within
the budget to add additional length to the project. However, there is not enough room in the
budget to add the entire length of all three alternate bids. Staff is recommending approximately
half of alternate bid B which would include the sanitary sewer under County Road E between
Lexington Avenue and TH 51 and the sewer serving Hamline Avenue north of County Road E
and the reach west of Hamline along the County Road E boulevard (this is an area where there
were two backups this winter due to calcium buildup in the pipe due to low flow and ground
water infiltration). The attached exhibit shows the proposed base bid pipes to be lined and the
recommended additions to the project.
Recommendation
Adopt Resolution 2013-027 that awards the contract for the 2013 Sanitary Sewer Lining Project
base bid plus a portion on alternate bid B to SAK Construction LLC as the lowest responsible
bidder in the amount of $625,526.05.
23
Page of
Attachments
1.Attachment A: Resolution 2013-027 Awarding the Contract for the 2013 Sanitary Sewer
Lining Project
2.Attachment B: CIP Detail Sheet
3.Attachment C: Bid Tabulation
4.Attachment D: Exhibit showing proposed sanitary sewer lining
33
Page of
Attachment AAttachment A
Attachment C Attachment C
Attachment D Attachment D