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07-29-13-R
David 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 Patrick Klaers, City Administrator Documents:MEMO.PDF,ATTACHMENT A.PDF 3.B.Transportation Update Terry Maurer, Public Works Director Documents:MEMO.PDF Night To Unite Amy Dietl, Deputy Clerk Documents:MEMO.PDF APPROVAL OF MINUTES 4.A.Approval Of Minutes JUNE 10, 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.Approve Claims And Payroll Ashley Bertrand, Accounting Analyst Sue Iverson, Director of Finance and Administrative Services Documents:MEMO.PDF 5.B.Approve Valentine Park Improvements Payment #4 Terry Maurer, Public Works Director Documents:MEMO.PDF,ATTACHMENT A.PDF, ATTACHMENT B.PDF Approve 2013 Pavement Management Program Payment #2 Terry Maurer, Public Works Director Documents:MEMO.PDF,ATTACHMENT A.PDF Approve Lift Station #1 And #12 Improvements Final Payment #5 Terry Maurer, Public Works Director Documents:MEMO.PDF,ATTACHMENT A.PDF, ATTACHMENT B.PDF 5.E.Planning Case #13 Lexington Station Development Agreement Matthew Bachler, Community Development Intern Documents:MEMO.PDF,ATTACHMENT A.PDF, ATTACHMENT B.PDF 5.F.Planning Case #13 1201 County Road E PUD Amendment Agreement Matthew Bachler, Community Development Intern Documents:MEMO.PDF,ATTACHMENT A.PDF 5.G.Approve Resolution 2013031 Cable Franchise Extension Patrick Klaers, City Administrator Documents:MEMO.PDF,ATTACHMENT A.PDF 008 Amending City Code Chapter 3, Section 350.11 (Administrative Fine, Suspension Or Revocation) Amy Dietl, Deputy Clerk Documents:MEMO.PDF,ATTACHMENT A.PDF Approve Interfund Transfers And Budget Adjustments For 2013 Sue Iverson, Director of Finance and Administrative Services Documents:MEMO.PDF Approve 2013 2nd Quarter Actuals Sue Iverson, Director of Finance and Administrative Services Kyle Howard, Finance Analyst Documents:MEMO.PDF,ATTACHMENT A.PDF, ATTACHMENT B.PDF, ATTACHMENT C.PDF 5.K.Approve Special Budget Work Session 2013 Budget Sue Iverson, Director of Finance and Administrative Services Documents:MEMO.PDF PULLED CONSENT ITEMS Those items that are pulled from the Consent Calendar will be removed from the general order of business and considered separately in its normal sequence on the agenda. PUBLIC HEARINGS NEW BUSINESS 8.A.Planning Case #13 Walgreens PUD Amendment Matthew Bachler, Community Development Intern Documents:MEMO.PDF,ATTACHMENT A.PDF, ATTACHMENT B.PDF, ATTACHMENT C.PDF UNFINISHED BUSINESS 9.A.Round Lake Road Feasibility Report Consultant Selection Terry Maurer, Public Works Director Documents:MEMO.PDF,ATTACHMENT A.PDF COUNCIL COMMENTS 10.A.2014 LJFD Budget Patrick Klaers, City Administrator Brenda Holden, Councilmember Documents:MEMO.PDF,ATTACHMENT A.PDF, ATTACHMENT B.PDF, ATTACHMENT C.PDF STAFF COMMENTS MEMORANDUM DATE: July 29, 2013 TO:Honorable Mayor and City Councilmembers FROM: Patrick Klaers, City Administrator SUBJECT: TCAAP Update Panel Discussion th The first TCAAP public involvement event will be held tomorrow, July 30 from 6:00 p.m. to 8:00 p.m. at the Marsden Conference Room located in the Ramsey County Public Works Facility. The event will start off with a panel discussion of relevant TCAAP development issues followed by a Q & A session. After the panel discussion and Q & A topics: Transportation and Access Commercial and Residential Development Active and passive Open Space Energy and Sustainability th This July 30 event is open to the public, but RSVPs are requested so that the City can plan for the appropriate number of tables/chairs, facilitators, and notetakers that are needed for the break out groups. Denver Trip The Joint Development Authority (JDA) and staff will be taking a trip to Denver on stnd August 1 and 2. The group will be touring the Stapleton, Fitzsimons, and Lowry redevelopment projects. Attached is a short narrative on these redevelopment projects. JDA Meeting The next meeting of the JDA is scheduled for Monday, August 5, 2013 starting at 5:30 p.m. at City Hall. Attachment A STAFF COMMENTS MEMORANDUM DATE: July 29, 2013 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: Terry Maurer, Public Works Director SUBJECT: Transportation Update Background A brief oral update will be provided at the meeting on the US Highway 10 and County Road 96 project. 11 Page of STAFF COMMENTS MEMORANDUM DATE: July 29, 2013 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: Amy Dietl, Deputy Clerk SUBJECT: Night to Unite Background/Discussion The fifth annual Night to Unite is Tuesday, August 6, 2013, and is held from 5 to 9 p.m. 25 neighborhoods in Arden Hills have signed up to participate in holding a Night to Unite event. be visiting neighborhood gatherings. A final list of neighborhoods participating in Night to Unite will be sent to the City Council on Monday, August 5, 2013. 11 Page of Approved: CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING JUNE 10, 2013 7:00 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor David Grant called to order the regular City Council meeting at 7:03 p.m. Present: Mayor David Grant, Councilmembers Brenda Holden, Fran Holmes, Dave McClung, and Ed Werner Absent: None Also present : City Administrator Patrick Klaers; Public Works Director Terry Maurer; Community Development Director Jill Hutmacher; and Deputy Clerk Amy Dietl PLEDGE OF ALLEGIANCE 1. APPROVAL OF AGENDA MOTION: Councilmember Holmes moved and Councilmember Holden seconded a motion to approve the meeting agenda as presented. The motion carried unanimously (5-0). 2. PUBLIC INQUIRIES/INFORMATIONAL None. 3. STAFF COMMENTS A. TCAAP Update Community Development Director Hutmacher stated that a groundbreaking ceremony took th place on Friday, June 7 on the TCAAP property. She noted that the Irondale Band attended and played at the event. Speeches were given by local and state representatives. She commented that the event was very well attended. ARDEN HILLS CITY COUNCIL – JUNE 10, 2013 2 Mayor Grant noted that the ceremony was covered by the local news stations and he hoped to have video footage of the event posted on the City’s website. He was pleased with the demolition work being completed by Bolander. He then discussed the recycling efforts being made by the contractor. B. Transportation Update Public Works Director Maurer reported that work on TH 10 and County Road 96 continues. He stated the pilings on the south side should be completed this week. It was noted that work Public Works Director continues on the temporary bypass. Regarding the I-694 project, Maurer explained that old roadway material that has been stockpiled will be crushed in the coming weeks. 4. APPROVAL OF MINUTES A. April 29, 2013, Regular City Council MOTION: Councilmember Holmes moved and Councilmember Werner seconded a motion to approve the April 29, 2013, Regular 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.Motion to Approve Seal Coat Bids C.Motion to Approve Sod and Irrigation Quotes for the Triangle Property D.Motion to Approve Appointment of City Planner MOTION: Councilmember Holmes moved and Councilmember Holden seconded a motion to approve the Consent Calendar as presented and to authorize execution of all necessary documents contained therein. The motion carried unanimously (5-0). 6. PULLED CONSENT ITEMS None. 7. PUBLIC HEARINGS None. 8. NEW BUSINESS None. 9. UNFINISHED BUSINESS A. Draft Public Involvement Plan ARDEN HILLS CITY COUNCIL – JUNE 10, 2013 3 Community Development Director Hutmacher stated that the first task in the master planning process is the development of a public engagement plan. She explained that Kimley-Horn has drafted a Public Involvement Plan (PIP) which defines: the purpose of the PIP; roles and responsibilities of City staff, the JDA, Ramsey County, and City Council; the goals, objectives, and expected outcomes of the public involvement process; project stakeholders; public involvement techniques; project schedules; and the evaluation of public involvement techniques. Community Development Director Hutmacher explained that the Council previously reviewed th this draft document at their May 28 Council meeting and provide input on the plan. The comments made at that meeting regarding public involvement were taken into consideration and were incorporated into this document. She indicated that the Joint Development Authority reviewed the draft PIP at their June 3, 2013, meeting and recommended approval. Councilmember Holden asked who would be invited to attend the Development Panel. Community Development Director Hutmacher stated that the invite list has not been drafted. Discussions have led her to believe that Committee and Commission members would be invited along with other members of the community as recommended by Council. Mayor Grant recommended that Arden Hills’ business owners participate in the Development Panel event on July 30th. th Brian Smalkoski , Kimley-Horn, commented that the invite list for the July 30 event will be created by working with staff. He welcomed recommendations from the Council. Jessica Laabs , Kimley-Horn, indicated that approximately 50 people will attend the event. She encouraged the Council to forward names to Kimley-Horn as all will be considered to assure a good cross section of representation in these discussions. She suggested that the City forward a list of 15 names for the invitation list to represent the City of Arden Hills. Councilmember Holden wanted to be assured that the interests of Arden Hills is kept in mind throughout this process. Councilmember McClung agreed stating that the master planning process is the responsibility of th event to the City. He encouraged the City to find a diverse group to participate in the July 30 properly represent the community. Mayor Grant suggested that Councilmembers from adjacent communities also be invited to the event. Mayor Grant recommended that comments from the public be taken at the first City Council meeting of each month for the TCAAP redevelopment as this will provide another method for taking public input. He stated that this will encourage early participation from the public. The Council supported this suggestion. Councilmember McClung encouraged staff and Kimley-Horn to be as inclusive as possible throughout the master planning process. ARDEN HILLS CITY COUNCIL – JUNE 10, 2013 4 Mayor Grant requested that the open house meeting be held in September and not in August because he feels there will be better attendance at that time. He questioned if this change would alter the completion of the report. Mr. Smalkoski did not anticipate that this would affect the project completion date. Councilmember Holmes questioned how developers will be selected for involvement in the planning process. Mr. Smalkoski stated that this will be discussed with staff. Developers who have already expressed interest will be invited along with others who work in the metro area. Councilmember Holden commented that the economy has changed since the original Maxfield study was completed five years ago. She indicated that the vision for the property has shifted and this will have to be considered throughout the planning process. MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to approve the Public Involvement Plan for the TCAAP Master Planning Process. The motion carried (5-0). B. Consider Sanitary Sewer Lining Improvement Bids Public Works Director Maurer stated that in 2013, the City applied for and received a grant from the Metropolitan Council Environment Services (MCES) to assist with the cost of sanitary sewer lining. The grant amount is up to $162,000 and can be used for 25% of the construction cost of sanitary sewer lining. This grant is from bond monies provided by the State Legislature specifically to assist with the elimination of inflow and infiltration into the metropolitan sanitary sewer system. Public Works Director Maurer explained that the 2013 Capital Improvement Program (CIP) has an item for sanitary sewer lining in the amount of $500,000. He explained that bids for the 2013 project were opened on May 23, 2013. The project consisted of 4.5 miles of sewer lining in a base bid and three alternate bid areas that could be added in whole or in part. The low bid was submitted by SAK Construction from O’Fallon, Missouri. It was noted that SAK Construction’s bid was below the engineer’s estimate which meant there was some room within the budget to add additional length to the project. Staff recommended the Council award the contract for the 2013 sanitary sewer lining project base bid plus approximately half of alternate bid B which would be completed for $625,526.05. Mayor Grant explained that the sewer lining process allowed for the installation of plastic pipe inside of the City’s existing pipe. Councilmember Holden questioned how long the new pipes will last. Public Works Director Maurer indicated that he anticipates that the relined pipes will last forever due to the fact that the pipes will now be plastic instead of clay. ARDEN HILLS CITY COUNCIL – JUNE 10, 2013 5 MOTION: Councilmember McClung moved and Councilmember Werner seconded a motion to 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 $625,526.05. The motion carried (5-0). 10. COUNCIL COMMENTS Mayor Grant commented that earlier this evening, the Council appointed a new City Planner named Ryan Streff. He welcomed Mr. Streff to the City of Arden Hills. Mayor Grant indicated that he received a letter from a gentleman in Texas thanking the Lake Johanna Fire Department and the City of Arden Hills for providing necessary emergency care to his son. Councilmember Werner stated he would be out of town next week and will not be attending the th June 17 work session meeting. Councilmember Holden requested that staff provide an update to the Council on the Round Lake project at a future meeting. Councilmember Holden noted that Sand Companies has begun developing their apartment building. Councilmember Holden encouraged staff to speak with the business owners regarding their grass in the B-2 business district. Councilmember Holmes stated that in 2013, Legislation was approved whereby cities will not need to pay sales tax for city purchases beginning in 2014. th Councilmember Holmes indicated that there would be a farewell celebration on June 18 at rd Aldrich Arena for the 203 Transportation Company. ADJOURN MOTION: Mayor Grant moved and Councilmember Holmes seconded a motion to adjourn to a closed work session for the annual performance review of the City Administrator. The motion carried unanimously (5-0). Mayor Grant adjourned the regular City Council meeting at 8:10 p.m. __________________________ __________________________ Patrick Klaers David Grant City Administrator Mayor CONSENT ITEM MEMORANDUM DATE: July 29, 2013 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM:Ashley Bertrand, Sue Iverson SUBJECT: Claims & Payroll Requested Action: Motion to Approve Consent Agenda Item – Claims and Payroll 1. Supporting Documents: Payroll 2013 Payroll #15 ............................................................................$ 85,019.69 Total Payroll $ 85,019.69 Accounts Payable Claims Through 07/26/2013 Paid Claims (Check No 0 Department of Revenue Sales Tax) .........$ 5.00 Paid Claims (Check No 0 US Bank EFT) ..........................................$ 7,727.50 Paid Claims (Check No 42067-Check No 42096) .............................$ 58,565.37 Paid Claims (Check No 42097-Check No 42120) .............................$ 32,480.20 Paid Claims (Check No 42121-Check No 42157) .............................$ 41,359.12 Paid Claims (Check No 42158-Check No 42162) .............................$ 219,204.15 Total Claims $ 359,341.34 11 Page of CITY OF ARDEN HILLS PAYROLL # 15 CHECKS DATED:07/19/13 Biweekly:06/29/13-07/12/13 Payment Method EMPLOYEE DEDUCTIONSAMT. CITY BENEFIT EFT FIT7,044.64 EFT SIT2,926.96 EFT FICA Oasdi4,450.334,450.33 EFT FICA Medicare1,040.831,040.83 TOTAL TAXES15,462.765,491.16 A/P Check* Health Premium1,426.59378.50 A/P Check* Dental Premium 40.18 A/P Check* FSA Health Care Reimb.177.08 A/P Check* FSA Dependent Care Reimb.208.33 TOTAL FLEXIBLE SPENDING1,812.00418.68 HSA Health Saving 443.96278.74 EFT Health Care Savings Plan 7.91 EFT Health Care Savings Plan-2%274.25 EFT Health Care Savings Plan-4%161.40 TOTAL HEALTH SAVINGS879.61286.65 EFT PERA3,750.534,350.62 EFT ICMA3,961.60334.37 A/P Check* Central Pension Fund-Union614.40 EFT MN State Retirement System312.26 TOTAL RETIREMENT8,638.794,684.99 A/P Check* IUOE 49 Dues (Union)131.04 A/P Check* LTD/STD Insurance40.00 * PERALifeInsurance32.00.A/PCheck PERALifeInsurance3200 A/PCheck A/P Check* Life/Addl/Dep Life121.801.95 EFT 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 VOLUNTARY848.371.95 Total Employee Deductions27,641.53 PR Check # 17495-17507 Net Payroll4,259.72 EFT Direct Deposit42,235.01 Gross Payroll Tie-Out74,136.26 STD/LTD Gross - Up0.00 Plus City Paid Benefit10,883.43 ICMA Benefit Held0.00 TOTAL PAYROLL COST85,019.69 FICA TIE-OUT Gross Payroll74,136.26 Less Total FSA1,812.00 Plus Employer Match ICMA0.00 Plus ICMA Benefit Held0.00 Net P/R Subject to FICA72,324.26 FICA Oasdi @ 6.20%4,450.33 FICA Medicare @ 1.45%1,040.83 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. Ashley Bertrand From:eservices.mdor@state.mn.us Sent:Wednesday, July 17, 2013 4:34 PM To: Ashley Bertrand Subject:Your Recent Return and Payment Requests This email is an automated notification and is unable to receive replies. Sales and Use Tax - Return Submitted Thank you, your request has been submitted. Please allow 3 business days for your return to appear online. Please allow 3 business days from 17-Jul-2013 for your payment to appear online. You can change or cancel this request until 5:00 p.m. Central time. Confirmation Summary Submitted Date and Time: 17-Jul-2013 4:33:13 PM Legal Name: ARDEN HILLS CITY OF Federal Employer ID: 41-6008992 User Who Submitted: Accounting Analyst Type of Request Return for 6/30/2013 Submitted: Account Name: ARDEN HILLS CITY OF Minnesota ID: 9047998 Return Summary Return Confirmation 1-105-787-648 Number: Account Type: Sales & Use Tax Filing Period: 30-Jun-2013 Projected Amount/Credit $5.00 Due: Payment Summary Payment Confirmation 0-568-916-736 Number: Account Type: Sales & Use Tax Filing Period: 30-Jun-2013 Payment Amount: $5.00 Payment Type: Return Payment Date: 17-Jul-2013 Bank Name: US BANK NA Bank Account Number: ********9377 1 Contact Us If you need further assistance, contact our Sales and Use Tax Division at (Metro Area) 651-296-6181, (Greater Minnesota) 800-657-3777, (TTY Users) Call 711 for Minnesota Relay, or (email) SalesUse.Tax@state.mn.us. Business hours are 8:00 a.m. - 4:30 p.m. Monday - Friday. 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Background The City of Arden Hills awarded Interstate Pavement Maintenance of Forest Lake, Minnesota, the Valentine Park Improvement Project on April 30, 2012, for a total contract amount of $321,757.00. There have been two change orders. The first decreased the total cost by $3,014.85 and the second added $9,018.78, resulting in a total contract amount of $327,760.93. Discussion This pay estimate covers all work performed in 2013. The major components of this work include the parking lot, trail construction, basketball court, picnic shelter foundation and the concrete work in the park. The bulk of the work covered by this pay estimate will be funded by the PIR fund with a small amount funded by the Surface Water Management fund. Attached is a copy of Pay Estimate #4 and a letter from Elfering and Associates recommending payment to Interstate Pavement Management. Attachments 1.Pay Estimate #4 2.Letter from Elfering and Associates 11 Page of Attachment A CONSENT ITEM MEMORANDUM DATE: July 29, 2013 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: John Anderson, Assistant City Engineer SUBJECT: 2013 Pavement Management Program - Payment #2 Budgeted Amount: Actual Amount: Funding Sources: $1,700,000 $937,523.26 PIR, Sanitary Sewer, Water and Surface Water Utility Funds, and Assessments Requested Action Approve Payment #2 to North Valley, Inc., in the amount of $174,185.15 for the 2013 Pavement Management Program. Background The City Council awarded the 2013 Pavement Management Program to North Valley, Inc., on May 13, 2013, in the amount of $723,366.70. Discussion This second pay request includes work through July 1, 2013. The payment is in the amount of $174,185.15 and includes: Water Main Improvements Drainage Improvements Sanitary Sewer Forcemain Subgrade Excavation 12 Page of Financial Implications Funding Source Amount this Payment Amount to Date PIR/Assessment $ 75,108.64 $ 92,934.65 Surface Water Management $ 40,445.79 $ 49,980.63 Sanitary Sewer $ 13,325.16 $ 16,641.63 Water $ 45,305.56 $ 56,084.07 TOTAL $174,185.15 $215,640.98 Attachment 1.Pay Estimate #2 22 Page of Attachment A CONSENT ITEM MEMORANDUM DATE: July 29, 2013 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: Terry Maurer, Public Works Director SUBJECT: Lift Station #1 and #12 Improvements Final Payment #5 Budgeted Amount: Actual Amount: Funding Sources: $291,620.00 $5,896.40 Sanitary Sewer Fund ($294,820.00 Final Amount) Requested Action Approve Final Payment #5 to Magney Construction, Inc., in the amount of $5,896.40 for Lift Station #1 and #12 Improvements. Background Lift Station #1 and #12 Improvements were bid to have a contractor install new structures and piping at each location, remove the old lift station structure and then install new pumps, control panels and other equipment provided by the City. The City contracted directly with Electric Pump Company to provide these items for Lift Station #1 and #12. The City Council awarded Magney Construction, Inc., Lift Station #1 and #12 Improvements on April 30, 2012, including the forcemain replacement at Lift Station #12 in the amount of $291,620.00. Discussion This project was generally complete in late 2012 but retainage was not released pending the growth of the turf in 2013. Now that all restoration has been accepted and all required paperwork has been submitted by the contractor, the final retainage is being released. The project was awarded to Magney Construction, Inc., at a price of $291,620.00. There was one added item for lowering the forcemain at LS #12 in the amount of $3,200.00 due to a changed site condition. This brought the total contract to $294,820.00. Releasing the final retainage of $5,896.40 brings the total payment to Magney Construction, Inc., to $294,820.00. 12 Page of Also attached is a letter from Elfering and Associates, the engineers for this project, recommending final payment. Attachment 1.Final Pay Estimate #5 2.Letter from Elfering and Associates 22 Page of Attachment A CONSENT ITEM MEMORANDUM DATE: July 29, 2013 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: Matthew Bachler, Community Development Intern SUBJECT: Planning Case #13-003 Applicant: Roberts Management Group Property Location: 3833 Lexington Avenue Subject: Lexington Station Development Agreement Approval Requested Action Motion to approve the Development Agreement for the PUD Master Plan and Phase I Final Plan regarding the Lexington Station redevelopment at 3833 Lexington Avenue based on the July 8, 2013, City Council approval of Planning Case 13-003. Background On July 8, 2013, the City Council approved Planning Case 13-003 for a 7.6 acre, multi-phased mixed retail-office redevelopment project at the southwest corner of Red Fox Road and Lexington Avenue. The Council added two conditions of approval at the meeting: 1.The applicant shall construct the entire length of sidewalk along Red Fox Road as shown in the Master PUD Site Plan during Phase I of the project. 2.The applicant shall include a minimum of four planters or planting areas on the east side of the Phase I building. A revised landscaping plan shall be submitted and shall be subject to City approval. City of Arden Hills City Council Meeting for July 29, 2013 Page 1 of 2 The applicant has submitted a revised landscaping plan for Phase I that includes 25.5 additional caliper inches of tree plantings on the site and four planters on the east side of the Phase I building (Attachment A). City Staff and the City Attorney have prepared a development agreement that addresses the conditions of approval (Attachment B). The document has been reviewed and signed by Lexington Station, LLC and Roberts Commercial Properties, LLC. Staff Recommendation Staff recommends approval of the Development Agreement for the PUD Master Plan and Phase I Final Plan regarding the Lexington Station redevelopment at 3833 Lexington Avenue based on the July 8, 2013, City Council approval of Planning Case 13-003. Requested Action Motion to approve the Development Agreement for the PUD Master Plan and Phase I Final Plan regarding the Lexington Station redevelopment at 3833 Lexington Avenue based on the July 8, 2013, City Council approval of Planning Case 13-003. Attachments A.Revised Phase I Site Plan B.Development Agreement City of Arden Hills City Council Meeting for July 29, 2013 Page 2 of 2 Attachment A (reserved for recording information) MASTER PLANNED UNIT DEVELOPMENT AGREEMENT AND PHASE 1 FINAL PLAN LEXINGTON STATION (PC# 13-003) THISMASTERPLANNED UNIT DEVELOPMENT AGREEMENT AND PHASE 1 FINAL PLAN ve July ____, 2013, and is entered into by and CITY OF ARDEN HILLS between the , and LEXINGTON STATION, LLC , a Minnesota limited liability company Lexington Station ROBERTS COMMERCIAL PROPERTIES, LLC and , a Minnesota limited liability company , LLC and Roberts Commercial Properties, LLC collectively . 1. RECITALS. th A. On the 5 day of June, 2013, the Developer submitted an application requesting the approval of a Planned - and approval of a Phase 1 Final Plan (Phase 1-Final Plan), and a preliminary plat for its redevelopment plan, to be known as LEXINGTON STATION; for the property at 3771 and 3833 Lexington Avenue, and 1120 Red Fox Road, Arden Hills, legally described as: Lots 1, 2, and 3, Block 1, Roberts Addition to Arden Hills 1.Roberts is the fee owner of Lot 1 and 3, Block 1. 2. Lexington Station is the fee owner of Lot 2, Block 1. B. The Lexington Station redevelopment plan is illustrated and described on the The Plans shall not be attached to this Agreement. The Plans will be prepared and submitted to the City for approval. 1.Master and Final PUD Plan Set, consisting of: a. Cover sheet dated 4/30/2013, as revised on 6/28/2013 b. Concept Color Elevations dated 4/30/2013, as revised on 6/28/2013 c. Master Site Plan dated 4/30/2013, as revised on 6/28/13 d. ALTA/ACSM Land Title Survey dated 12/20/12 e. Site Demo Plan Phase One dated 4/30/2013, as revised on 6/28/2013 f. Site Plan Phase One dated 4/30/2013, as revised on 7/25/2013 g. Floor Plan Phase One dated 4/30/2013, as revised on 6/28/2013 h. Roof Plan Phase One dated 4/30/2013, as revised on 6/28/2013 i. Building Elevations Phase One (A3.1) dated 4/30/2013, as revised on 6/28/2013 j. Building Elevations Phase One (A3.2) dated 4/30/2013, as revised on 6/28/2013 k. Building Sections Phase One dated 4/30/2013, as revised on 6/28/2013 168952 l. Wall Sections Phase One (A4.2) dated 4/30/2013, as revised on 6/28/2013 m. Wall Sections Phase One (A4.3) dated 4/30/2013, as revised on 6/28/2013 n. Schedules Phase One dated 4/30/2013, as revised on 6/28/2013 o. Site Plan Photometrics dated 3/25/2013 p. Exterior Building Lighting dated 4/30/2013, as revised on 5/6/2013 q. Site Plan (C2.0) dated 5/28/13 r. Site Plan (C2.1) dated 5/15/13, as revised on 6/5/2013 s. Grading and Erosion Control Plan dated 5/15/2013, as revised on 6/5/2013 t. Utility Plan dated 5/15/2013, as revised on 6/5/2013 u. Details (C5.0) dated 5/15/2013, as revised on 6/5/2013 v. Details (C5.1) dated 5/15/2013, as revised on 6/5/2013 w. Details (C5.2) dated 5/15/2013, as revised on 6/5/2013 2. Preliminary Plat of Roberts Addition to Arden Hills dated 5/6/2013 3. Materials Board as presented on 7/8/2013 identifying the following Materials and color pallet: a.McNear Sandmold Series Stratford Modular Brick 4.Written Statement consisting of pages 1-2 dated 6/3/2013 C. Subject to the conditions and modifications contained herein, the Redevelopment Plan Documents represent the nature, scope and configuration of the Redevelopment Project which the Developer is requesting the City to approve. D. The PUD-Master Plan and the Redevelopment Plan Documents indicate that the Property will be redeveloped in multiple phases: 168952 i. Phase 1 will include the demolition of the existing structure and the construction of a multi-tenant commercial building on Lot 2, Block 1, Roberts Addition to Arden Hills. ii. Phase 2 will include the remodeling of the existing building on Lot 1, Block 1, Roberts Addition to Arden Hills. iii. Phase 3 will include the demolition of the existing structure and the construction of a multi-tenant commercial building and two mixed retail-office buildings on Lot 3, Block 1, Roberts Addition to Arden Hills. 2. CITY PLANNING COMMISSION REVIEW AND RECOMMENDATION. th On the 19 day of June, 2013, the City Planning Commission reviewed the application at a public hearing and after considering the a and consultants, reports and comments of the Developer, and other public comments; and, subject to conditions, recommended approval of the PUD Master Plan; the Phase 1 Final Plan; and the preliminary plat of the property. th 3. CITY COUNCIL REVIEW . On the 8 day of July, 2013, the City Council reviewed the a the reports and requests of Lexington Station; and the recommendations of the City Planning Commission; and has approved the PUD Master Plan; the Phase 1 Final Plan; and the preliminary plat of the property; all subject to the terms and conditions contained herein. 4.TERMS AND CONDITIONS . approvals; in compliance with the and in consideration of the undertakings expressed herein, the parties agree: A.PUD Master Plan. 1.Lexington Station is authorized to apply for and obtain building permits consistent with the approved plans for Phase I of the Redevelopment Project in conjunction with or following final plat approval for Phase I. 168952 2.The Redevelopment Project shall be completed in accordance with the Redevelopment Plan Documents as amended by the conditions of approval. Any significant changes to the Redevelopment Plan Documents, as determined by the City Planner, shall require review by the Planning Commission; and review and approval by the City Council. 3.Lexington Station shall apply for and obtain building permits for Phase I of the Redevelopment Project no later than July 8, 2014 or, at least forty- five (45) days prior to such date, shall request an extension of time to obtain building permits for Phase I. Failure to either obtain building permits or request an extension within the required time period means that any redevelopment of the area included in Phase I may require an amendment to the PUD-Master Plan and shall require compliance with the urrent development regulations. 4.Roberts shall apply for a PUD-Final Plan for Phase II of the Redevelopment Project no later than July 8, 2018 or, at least forty-five (45) days prior to such date, shall request an extension of time to apply for the PUD-Final Plan for Phase II. Failure to apply for either an approval or an extension within the required time period means that any redevelopment of the area included in Phase II may require an amendment to the PUD-Master Plan and the redevelopment of the area included in Phase II shall comply with the then current City regulations. 5.Roberts shall apply for a PUD-Final Plan for Phase III of the Redevelopment Project no later than July 8, 2023 or, at least forty-five (45) days prior to such date, shall request an extension of time to apply for the PUD-Final Plan for Phase III. Failure to apply for either an approval or an extension within the required time period means that any redevelopment of the area included in Phase III may require an amendment to the PUD-Master Plan and the redevelopment of the area included in Phase III shall comply with the then current City regulations. 6.The Developer shall provide yearly updates, on the anniversary date of the -Master Plan, to the City regarding the status of subsequent phases of the Redevelopment Project. 7.Prior to the approval of any PUD-Final Plan for future development phases, the City shall evaluate the existing parking lot circulation and may require alterations if deemed warranted by the City Engineer. 8.Prior to the approval of any PUD-Final Plan for future development phases, the City shall evaluate parking needs and requirements based on the proposed mix of the retail, restaurant, and office uses and the performance of parking in previous phases. 168952 9.The issuance of a Certificate of Occupancy for Phase III shall be contingent on the closure of the existing access on Lexington Avenue and the construction of the southerly access across from the Target Service Road. 10.Except as otherwise modified herein, the development of Phase I and subsequent Phases shall comply with all applicable City Regulations. 11.Construction of Traffic Controls as set forth in (a) and (b) below: a.Full development of the PUD-Master Plan, as illustrated in the Redevelopment Plan Documents, will include a new access driveway at the southern end of the site aligned with the Target Service Road. Ramsey County has approved this as the sole permanent access off of Lexington Avenue and views the existing driveway at 3771 Lexington Avenue as a temporary access point. As a condition of subsequent phases, Developer will be required to close the existing access. b.Ramsey County will condition approval of the new access driveway on the installation of necessary traffic controls at the intersection as determined by a traffic study. The Developer shall be solely responsible for funding any accommodations necessary to provide safe access. As a condition of approval of subsequent phases, the Developer will be required to pay for or accept an assessment against the project property for the cost of the access improvements. The installation of these improvements shall be coordinated with the Ramsey County Department of Public Works. B.Preliminary and Final Plat. 1.The Developer shall file the Final Plat with Ramsey County for recording within 180 days of the approval from the City. The City will not issue any final occupancy permits until proof of filing the plat is provided by the Developer to the City. 2.Prior to the issuance of a grading and erosion control permit, the Developer shall provide an easement on the south side of Red Fox Road for the purpose of placing a public sidewalk and future right turn lane, as reflected on the Plans, subject to the approval of the City Engineer. C.Phase 1 Final Plan. 1.Lexington Station shall submit a financial surety in the amount of 125 percent of the estimated costs of Phase I site improvements including grading, utilities, and paving, prior to the issuance of a grading and erosion control permit. The financial surety shall be in the form of a letter of credit issued by a FDIC-insured Minnesota bank, and be in a form acceptable to the City. The purpose of the letter of credit is to ensure that 168952 site improvements are completed in the event that the developer defaults on the Development Agreement. 2. Lexington Station shall submit a cash escrow in the amount of 25 percent of the estimated costs of Phase I site improvements including grading, utilities, and paving, prior to the issuance of a grading and erosion control permit. The escrow will be used for City costs related to review, approval, and inspection of site improvements or any costs incurred by the City in the event of a developer default. 3. Lexington Station shall submit a financial surety in the amount of 125 percent of the estimated costs of Phase I landscaping prior to the issuance of a grading and erosion control permit. The financial surety shall be in the form of a letter of credit issued by a FDIC-insured Minnesota bank. The purpose of the letter of credit is to ensure that landscaping is completed in the event that the developer defaults on the Development Agreement. The City will hold the letter of credit for two years after the installation of landscaping. The letter of credit should not expire during the two-year period. 4. Lexington Station shall submit a cash escrow in the amount of 25 percent of the estimated costs of Phase I landscaping prior to the issuance of a grading and erosion control permit. The escrow will be held by the City for two years after installation of landscaping and used for City costs related to review, approval, and inspection of landscaping, or developer default. 5. Lexington Station shall submit a cash escrow in the amount of $7,350.00 for grading and erosion control prior to the issuance of a grading and erosion control permit. The escrow will be used for City costs related to review, approval, and inspection of grading and erosion control, or developer default. 6.Final grading, drainage, utility, and site plans shall be subject to approval by the Public Works Director, City Engineer, and City Planner prior to the issuance of a grading and erosion control permit. 7.The plans shall be subject to Fire Marshall and Ramsey County Sheriff approval prior to the issuance of a building permit. 8.A lighting and photometric plan shall be reviewed and approved by the City and the Ramsey County Sheriff prior to issuance of a building permit. 9.Upon completion of grading and utility work on the site, a grading as-built and utility as-built shall be provided to the City for review. 168952 10.The Developer shall consult with the County and the City of Shoreview regarding sidewalk placement to ensure that the sidewalk placement will align with the Lexington Avenue and Red Fox Road intersection changes planned for the future. 11.All of the parking stalls located on the three lots shall be shared. The form of agreements that provide shared parking in perpetuity between the properties at 3833 Lexington Avenue, 3771 Lexington Avenue, and 1120 Red Fox Road, as well as shared ingress, egress, and maintenance of these areas, shall be reviewed and approved by the City. Executed copies of shared parking agreements shall be provided to the City prior to the issuance of a building permit. 12.The Developer shall include an additional 25.5 caliper inches of trees on-site for the Phase I development or if tree planting on-site is not practical, a fee in lieu thereof may be paid for the trees required. The fee amount shall be the cost of materials and installation of trees, plus ten percent, and shall be provided by the applicant and approved by the City. 13.The Developer shall submit a Planned Unit Development Amendment at a later date for approval of monument, wall, and auxiliary signage to be included in the Phase I development. 14.A development agreement shall be prepared by the City Attorney and subject to City Council approval for Phase I and subsequent Phases of the project. The agreements shall be executed prior to the issuance of a grading and erosion control permit or other City permits for that Phase. 15.Lexington Station shall construct the entire length of sidewalk along Red Fox Road as shown in the Master PUD Site Plan during Phase I of the project. 16.Lexington Station shall include a minimum of four planters or planting areas on the east side of the Phase I building. A revised landscaping plan shall be submitted and shall be subject to City approval. 5.RELATIONSHIP OF PARTIES. No partnership or joint ventures established between the parties hereto by or under this Agreement or any agreement referenced herein. 6.SUCCESSORS AND ASSIGNS. This Agreement shall be binding upon and inure to the benefit of the parties and their respected successors and assigns, including without limitation, any and all future and present owners, tenants, occupants, licensee, mortgagee and 168952 any other parties with any interest in the Property. Should the Developer convey any lot or lots in the project to a third party, the City and the owner of that lot or those lots may amend the Master Plan or other city approvals for development or use of those lots without the approval or consent of the Developer or other lot owners in the project. Private agreements between the owners of lots within the Project for shared service or access and related matters necessary for the efficient use of the project shall be the responsibility of the lot owners and shall not bind or restrict City authority to approve applications from any lot owner in the Project. 7.LIMITATION OF LIABILITY . Not withstanding in this Agreement to the contrary, the liability of the Developer shall be limited to its ownership of the Property. Upon sale or conveyance of any portion of the Property, the transferee shall be liable for all obligations of the Developer which relates to the portions of the Property so transferred and the transferor shall be automatically released from any further obligation, liability, right or responsibility in respect to such transfer. Moreover, nothing herein shall be construed to create a cause of action on behalf of the City against the Developer with respect to its business operations beyond the obligations set forth herein relating to the development and maintenance of the Property. 8.RECORDING OF DOCUMENT . This Agreement shall run with the Property and shall be recorded in the office of the Ramsey County Recorder or Registrar of Titles with proof thereof shown to the City prior to the issuance of any permits there under. 9.GOVERNING LAW . The City and the Developer agree that the laws of the State of Minnesota shall govern all questions and interpretations concerning the validity and construction of this Agreement and the legal relations between the undersigned parties and performance under it without regard to principals of conflicts of law. The language of this Agreement is and shall be deemed a result of negotiations among the parties and the respective 168952 legal council and shall not be strictly extrude for or against any party. Each party agrees that any action arising out of or in connection with this Agreement shall be brought solely in the courts of the State of Minnesota, Second Judicial District, or the United States District Court for the District of Minnesota. 10.EVENT OF DEFAULT . The occurrence of any of the following shall be : 1.Failure of the Developer to comply with any of the terms and conditions contained in this Agreement; and 2.Failure of the Developer to comply with any applicable ordinance or statute with respect to the development of the Property. 11.REMEDIES . Upon the occurrence of an event of default, the City, in addition to any other remedy which may be available to it, shall be permitted to do any of the following: 1.City may make advances or take other steps to cure the default, and, where necessary, enter the Property for that purpose. The Developer shall pay all sums so advanced, or expenses incurred by the City, upon demand, with interest from the dates of such advances or expenses at the rate of 10% per annum or the maximum amount permitted by law if less than 10%. If no action taken by the City pursuant to this section shall be deemed to relieve the Developer from curing any such defaults to the extent that it is not cured by the City or from any other default hereunder. The City shall not be obligated, by virtue of the existence or exercise of this right, to perform any such act or cure any such default. The Developer shall save, indemnify, and hold harmless, including reasonable s fees, the City from liability or other damages which may be section. 2.Obtain an order from a Court of Competent Jurisdiction requiring the Developer to specifically perform its obligations pursuant to the terms and provisions of this Agreement. 3.Exercise any other remedies which may be available to it, including an action for damages. 4.Withhold the issuance of any building permits and/or prohibit the occupancy of all building which permits have been issued. 168952 5.In addition to the remedies and amounts payable as set forth herein, upon the occurrence of an event of default, the Developer shall pay the City all fees and expenses, including reasonable attorneys fees, engineering and consultant fees incurred by the City as a result of an event of default, whether or not a lawsuit or action is formally undertaking. IN WITNESS WHEREOF , the City and the Developer have caused this Agreement to be executed as of the date and year first above written. 168952 CITY OF ARDEN HILLS By: ______________________________________ David Grant, Mayor (SEAL) And _____________________________________ Amy Dietl, Deputy Clerk STATE OF MINNESOTA ) ( ss. COUNTY OF RAMSEY ) The foregoing instrument was acknowledged before me this _______ day of David Grant Amy Dietl _________________, 20___, by and by, respectively the Mayor and Deputy Clerk of the City of Arden Hills, a Minnesota statutory city, on behalf of the City and pursuant to the authority granted by its City Council. __________________________________________ Notary Public 168952 LEXINGTON STATION, LLC A Minnesota Limited Liability Company By: ______________________________________ Justin D. Bonestroo, Vice President STATE OF MINNESOTA ) ( ss. COUNTY OF RAMSEY ) The foregoing instrument was acknowledged before me this _______ day of Justin D. Bonestroo,Lexington Station, _________________, 20___, by the Vice President of LLC , a Minnesota limited liability company, on behalf of the limited liability company. __________________________________________ Notary Public 168952 ROBERTS COMMERICAL PROPERTIES, LLC A Minnesota Limited Liability Company By: ______________________________________ Justin D. Bonestroo, Vice President STATE OF MINNESOTA ) ( ss. COUNTY OF RAMSEY ) The foregoing instrument was acknowledged before me this _______ day of Justin D. Bonestroo,Roberts _________________, 20___, by the Vice President of Commercial Properties, LLC , a Minnesota limited liability company, on behalf of the limited liability company. __________________________________________ Notary Public DRAFTED BY: DRAFTED BY: Campbell Knutson Professional Association 317 Eagandale Office Center 1380 Corporate Center Curve Eagan, Minnesota 55121 Telephone: (651) 452-5000 (AMP/JJJ/jmo) 168952 168952 CONSENT ITEM MEMORANDUM DATE: July 29, 2013 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: Matthew Bachler, Community Development Intern SUBJECT: Planning Case #13-009 Applicant: StuartCo Property Location: 1201 County Road E Subject: 1201 County Road E PUD First Amendment Approval Requested Action Motion to approve the First Amendment to the Development Contract and PUD Agreement for 1201 County Road E based on the June 24, 2013, City Council approval of Planning Case 13- 009. Background On June 24, 2013, the City Council approved Planning Case 13-009 for a PUD Amendment for 1201 County Road E to include a master sign plan for the property. The Council added one condition of approval at the meeting: 1.The total wall signage for the property shall not exceed 275 square feet in area. Wall signage shall be split between two E Street Flats signs and three retail outlet signs. City Staff and the City Attorney have prepared an amendment to the development contract and PUD agreement (Attachment B). The document has been reviewed and signed by the chief managers of TAT Properties, LLC and 1201 County Road E, LLC. City of Arden Hills City Council Meeting for July 29, 2013 Page 1 of 2 Staff Recommendation Staff recommends approval of the First Amendment to the Development Contract and PUD Agreement for 1201 County Road E based on the June 24, 2013, City Council approval of Planning Case 13-009. Requested Action Motion to approve the First Amendment to the Development Contract and PUD Agreement for 1201 County Road E based on the June 24, 2013, City Council approval of Planning Case 13- 009. Attachments A.First Amendment to the Development Contract and PUD Agreement for 1201 County Road E City of Arden Hills City Council Meeting for July 29, 2013 Page 2 of 2 Attachment A ©;;©Ý;7 E© ©;-©7zm zE© ·z FIRST AMENDMENT TO DEVELOPMENT CONTRACT AND PLANNED UNIT DEVELOPMENT AGREEMENT 1201COUNTYROADE ARDENHILLS FIRST AMENDMENT TO DEVELOPMENT CONTRACT AND PLANNED UNIT DEVELOPMENT AGREEMENT First Amendment dated July _____, 201, by and between the CITY OF ARDEN HILLS, a TAT PROPERTIES, LLC, a Minnesota limited liability company and 1201 County Road E, LLC, a Minnesota limited liability company (collectively 1. BACKGROUND. On February 11, 2013, the City and Developer entered into a Development Contract and Planned Unit Development Agreement for 1201 County Road E, situated in the City of Arden Hills, County of Ramsey, State of Minnesota, and legally described as fol : All that part of the South ½ of the Southeast ¼ of the Southeast Range 23, lying between the Northerly right of way limits of U.Sd the Southerly right of way limits of the Minneapolis, St. Paul and S Westerly right of way limits of Lexington Avenue and Easterly of Southeast ¼ of the Southeast ¼ of Section 27, Township 30, Range 23, according to the plat thereof on file or of record in the office of County Recorder, R That Agreement was filed of record with Ramsey County on February 22, 2013 as Document No. 4386982. 2. SITE PLANS AND AMENDMENTS. The he Site shall be developed in accordance with the Application and Suppor accompanying Council approval , with the Agreement and the approved Plans. A sign plan was not submitted. The Agreement specifies that any significant changes to the Plans, as reasonably determined by the City Planner, shall require review and approval by the Planning cil. 3. SIGN PLAN. The Developer has requested the City approve a PUD Amendment to include a Sign for the Site and the Council approved a site-wide Sign Plan on June 24, 2013. The Site shall be improved and maintained consistent with the approved Sign Plan reviewed and aproved by the City in planning file PC 13-009, and described as e street flats and commercial shoppes Master Sign Plan Proposal, dated June 17, 2013. 4. TERMS AND CONDITIONS. A. The master sign plan shall be completed in accordance with thd as amended by the conditions of approval. Any significant changes to these plans, require review and approval by the Planning Commission and City Council. B. Freestanding signs shall be monument type ground signs with the copy resting on and supported by a solid base of brick or rock-faced block in a color similar to or complementary to the main s site. The material of the base must extend at least one-half way up the sides of the sign face. C. Freestanding signs shall be located at least five (5) feet from an over the property line. D. Wall signs shall be comprised of individual cut, back-lit letter and shall not extend more than twelve (12) inches from the wall they are attached to. E. In the event that the property at 1201 County Road E is subdi Lexington Avenue and County Road E, the new corner parcel will b and this sign shall be located on Lexington Avenue. F. The total wall signage for the property shall not exceed 275 squ split between two E Street Flats signs and three retail outlet s 5. RECORDING. This First Amendment to the Agreement may be recorded against all lots, blocks, and outlots in the PUD site. IN WITNESS WHEREOF this First Amendment was executed by the parties the day and year first above written. [w; z7;© E ¦ m; z·;·z ä ;E· , u {zm ·Ò©; ;ã· ¦ m;u City Signature page to First Amendment Redevelopment Contract and PUD Agreement 1201 County Road E CITY OF ARDEN HILLS BY: _____________________________________ David Grant, Mayor (SEAL) BY: _____________________________________ Pat Klaers, City Administrator STATE OF MINNESOTA ) ( ss. COUNTY OF RAMSEY ) The foregoing instrument was acknowledged before me this ______ day of ____________, 2013, by David Grant and by Pat Klaers, respectively the Mayor and City Administrator of the City of Arden Hills, a Minnesota municipal corporation, on behalf of the corporation and pursuant _______________________________________ NOTARY PUBLIC Developer Signature page to First Amendment to Redevelopment Contract and PUD Agreement 1201 County Road E DEVELOPER: TAT PROPERTIES, LLC BY: ____________________________________ Robin Davidson, Its Chief Manager STATE OF MINNESOTA ) ( ss. COUNTY OF Ramsey ) The foregoing instrument was acknowledged before me this ______ day of ___________, 2013, by Robin Davidson, the Chief Manager of Tat Properties, LLC, a Minnesota limited liability company, on behalf of the company. _______________________________________ NOTARY PUBLIC Developer Signature page First Amendment to Redevelopment Contract and PUD Agreement 1201 County Road E 1201 COUNTY ROAD E, LLC BY:____________________________________ Stuart H. Nolan, Its Chief Manager STATE OF MINNESOTA ) ( ss. COUNTY OF Hennepin ) The foregoing instrument was acknowledged before me this ____________________, 2013, by Stuart H. Nolan the Chief Manager of 1201 County Road E, LLC, a Minnesota limited liability company, on behalf of the company. _______________________________________ NOTARY PUBLIC DRAFTED BY: C,K AMPBELL NUTSON Professional Association 317 Eagandale Office Center 1380 Corporate Center Curve Eagan, MN 55121 Telephone: (651) 452-5000 JJJ CONSENT ITEM MEMORANDUM DATE: July 29, 2013 TO:Honorable Mayor and City Council Members FROM: Patrick Klaers, City Administrator SUBJECT: Cable Franchise Extension Background/Discussion Cor Wilson, Executive Director for NSCC/NSAC (CTV North Suburbs), was at the April 15, 2013, City Council work session and discussed with the Council the status of the cable franchise agreement negotiations. At that meeting, it was indicated that the franchise agreement was unlikely to be approved before the agreement expires and that and extension of the agreement was anticipated as negotiations continue. As expected, in early July, the North Suburban Communications Commission (NSCC) voted to recommend that the cities adopt the attached resolution extending the cable franchise with Comcast for one year, until November, 2014. Requested Action Approve the attached resolution extending the term of the cable television franchise ordinance and the agreement held by Comcast of Minnesota, Inc. Attachment A CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 2013-031 A RESOLUTION EXTENDING THE TERM OF THE CABLE TELEVISION FRANCHISE ORDINANCE AND AGREEMENT HELD BY COMCAST OF MINNESOTA, INC. WHEREAS, Arden Hills dinance and entered into a cable to provide cable television service within the territorial limits of the City; and WHEREAS, as a result of several transfers of the Franchise, Comcast of WHEREAS, Section 626(a)(1) of the Cable Communications Policy Act of 1984, request is submitted by a cable operator during the 6-month period which begins with the 36th month before franchise expiration and ends with the 30th month prior to franchise expiration, a franchising authority shall, within six months of the request, commence formal renewal proceedings to identify the future cable-related community needs and interests, and to review the performance of the cable operator under its franchise during the then current franchise term; and WHEREAS, the Franchise is scheduled to expire on October 1, 2013, unless sooner terminated or extended; and WHEREAS, by letter dated October 11, 2010, from Comcast to the City, Comcast invoked the formal renewal procedures set forth in Section 626 of the Cable Act, 47 U.S.C. § 546; and WHEREAS, the City has delegated to the North Suburban Communications the formal franchise renewal process under 47 U.S.C. § 546(a)-(g); and WHEREAS , pursuant to Resolution No. 2011-02, the NSCC, on behalf of the City, officially commenced formal franchise renewal and ascertainment proceedings on April 7, 2011; and WHEREAS, Comcast and the NSCC have not been able to agree on the terms a renewal franchise for the City under the informal franchise renewal process described in 47 U.S.C. § 546(h); and WHEREAS, Comcast and the NSCC are currently following the formal franchise renewal process set forth in 47 U.S.C. § 546(a)-(g); and WHEREAS, to enable the NSCC and Comcast to conduct and complete the formal renewal process, as necessary, in a fair and efficient manner that comports with applicable law, while eliminating any uncertainty that could possibly arise if the Franchise were to expire during the pendency of formal renewal proceedings, the parties believe it is reasonable, appropriate and in the public interest to extend the term of the Franchise; and WHEREAS , the NSCC and Comcast believe that a Franchise extension to November 23, 2014, will initially be sufficient to provide the time needed to complete the formal franchise renewal process, or to conclude that additional time will be needed. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS, MINNESOTA, THAT: 1. The term of the Franchise held by Comcast of Minnesota, Inc. is hereby extended until November 23, 2014, unless sooner revoked or terminated. All obligations, conditions, commitments, warranties and requirements set forth in the Franchise and in the July 15, 2002, Memorandum of Understanding, the June 5, 2009, Settlement Agreement, and the March 1, 2012, Settlement Agreement shall continue and remain in full force and effect during the term of the extension; and 2. This extension shall not constitute a waiver of any rights, remedies or defenses the City, Comcast and the NSCC may have under applicable laws and regulations. The parties specifically reserve all rights remedies and defenses they have under the renewal procedures set forth in 47 U.S.C. § 546; and 3. Nothing in this Resolution precludes Comcast, the City and the NSCC from agreeing to additional Franchise extensions; and 4. This Resolution shall not be interpreted to prevent Comcast, the City and the NSCC from utilizing the informal franchise renewal process specified in 47 U.S.C. § 546(h), and/or conducting informal franchise renewal negotiations simultaneously with the formal franchise renewal process; and 5. will jointly determine the process for selecting an administrative law judge, if necessary; and 6. This Resolution shall be effective immediately upon its adoption. 2 PASSED AND ADOPTED on this _________ day of ___________________, 2013. ARDEN HILLS,MINNESOTA By: _______________________________ Mayor ATTEST: _______________________ City Administrator COMCAST OF MINNESOTA, INC. By: _______________________________ Its: _______________________________ 3 CONSENT ITEM MEMORANDUM DATE: July 29, 2013 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: Amy Dietl, Deputy Clerk SUBJECT: City Code Update Requested Action Approve Ordinance 2013-008 to amend the fees noted in City Code Chapter 3, Section 350.11 (Administrative Fine, Suspension or Revocation) pertaining to tobacco sale violations to be consistent with the fee schedule. Background/Discussion As a housekeeping item, the tobacco sale violation fees noted in Chapter 3, Section 350.11 (Administrative Fine, Suspension or Revocation) of the City Code need to be amended to be consistent with the fees listed in the fee schedule. The fee schedule was amended and approved at the City Council meeting of December 10, 2012. Attachments Attachment A: Ordinance 2013-008 11 Page of Attachment A Ordinance 2013-008 STATE OF MINNESOTA COUNTY OF RAMSEY CITY OF ARDEN HILLS ORDINANCE 2013-008 AN ORDINANCE AMENDING CHAPTER 3, SECTION 350.11 (ADMINISTRATIVE FINE, SUSPENSION OR REVOCATION) OF THE CITY CODE The Arden Hills City Council hereby ordains that Chapter 3, Section 350.11 of the City Code shall hereby be amended as follows: 350.11 Administrative Fine, Suspension or Revocation. Any violation of the City's regulations relating to the issuance of Tobacco Products License or of any conditions/ restrictions attached to the issuance of such license shall be cause for the imposition of an administrative fine, the suspension of the license, or the revocation of the license. A licensee whose license has been revoked shall not be eligible for another Tobacco Product License for one year from the date of license revocation. If the violation relates to the sale of tobacco products to minors by licensee or licensee's employees, the following administrative fines, suspensions, or revocations shall be imposed by the City: (amended 3/26/07) Subd. 1 The first such violation shall subject the licensee to the payment of an administrative fine of $105; Subd. 2 The second violation within 24 months shall subject the licensee to the payment of an administrative fine of $525; Subd. 3 The third violation within 24 months shall subject licensee, at licensee's option, to the payment of an administrative fine of $1,050 and a seven (7) business day suspension or a thirty day suspension of the license and an administrative fine of $250; Subd. 4 The fourth violation within 24 months shall subject licensee to a revocation of the license for a one-year period. The imposition of an administrative fine and suspension of a license or to a license revocation pursuant to this section shall be preceded by a hearing before the City Council, unless the license holder elects to waive its right to a public hearing. Licensees, whose licenses have been revoked, shall not be eligible for another Tobacco Product License for one year from the date of license revocation. Page 1 of 2 Ordinance 2013-008 Effective Date . This Ordinance shall become effective the day following its publication. th Adoption Date. Passed by the City Council of the City of Arden Hills the 29 day of July, 2013. ___ DAVID GRANT, MAYOR ATTEST: PATRICK KLAERS CITY ADMINISTRATOR Page 2 of 2 CONSENT ITEM MEMORANDUM DATE: July 29, 2013 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: Sue Iverson, Director of Finance and Administrative Services SUBJECT: Interfund Transfers and Budget Adjustments for 2013 Background On July 9, 2012, staff discussed fund balances with the City Council at a worksession during a CIP discussion. At that time, two fund balance transfers were discussed and Council consensus was to bring them forward for approval. The first of these was a transfer of $188,893 from the PIR fund to the Park Fund to cover the deficit balance from 2011expenditures from the Safe Routes to School and Elmer L. Anderson trail project. While we used Park dedication fees and grants, there still remains costs that we need to cover from the PIR Fund. The 2012 audit and financials show a 2012 deficit balance of $70,126, which we will need to do in 2013 as a transfer and a budget adjustment. The second was a transfer from the General Fund to the EDA Operating Fund of $124,955. This was the transfer of the Presbyterian Homes Conduit Debt Fee to the EDA Operating Fund to fund EDA activities until a permanent funding source could be found. The EDA Operating Fund currently receives excess increment from the County as a result of the Round Lake TIF District. This will discontinue in 2015 when the district decertifies. In 2011, a tax petition on some properties in the district was settled and the amount of TIF received was reduced as well as the excess TIF received. In 2012, we received an additional $30,000 in Conduit Debt Fees on this project that needs to be transferred and a budget adjustment made to the 2013 budget. Staff Recommendation Motion to approve transfers of $70,126 from the PIR Fund to the Park Fund and $30,000 from the General Fund to the EDA Operating Fund, as well as budget adjustments for 2013 for these same items. 11 Page of CONSENT ITEM MEMORANDUM DATE: July 29, 2013 TO: Honorable Mayor and City Council Patrick Klaers, City Administrator FROM: Sue Iverson, Director of Finance and Administrative Services Kyle Howard, Finance Analyst nd SUBJECT: 2013 2 Quarter Actuals Background/Discussion: nd Attached are the 2 Quarter Actuals for 2013. Overall expenditures are running slightly below budget estimates with the exception of TIF #4 (Presbyterian Homes) which is just starting up. Revenue estimates are running above budget estimates as a result of increased building permit activity, and increased participation in recreation programs. (On a side note, under Charges for Services in the General Fund, the Plan Check Fees were originally budgeted in the Inspections department and have been moved to the Planning department.) Please remember that we receive 50% of our revenue from property taxes and did st not received the 1 half until July, and Administrative Fines are not received until the final contract number reconciliation next March. Governmental accounting is not done on an accrual basis, therefore the numbers reflect what was actually taken in as revenue or paid out as expenditures thru June 30, 2013. Accruals, deferred revenue adjustments, etc. are only done at year-end. Basically expenditures from operating activities are running close to the budget estimates or slightly below, revenues are slightly above budget estimates. (Please note that the overall percentages look lower because property taxes, liquor licenses, etc are collected at year-end.) Internal Service funds are charged back to the operating departments. We have included estimated th charges through June 30 in these reports. These costs may seem to appear double counted when you look at the organization in total, as they appear in the internal service funds and then again as charges in the departments which used them governmental accounting determines how we show this in our fund financial statements, but adjustments are made at audit time to show only the actual expenditures as any surplus or deficits in the internal service funds are rolled into the government-wide statements so actual expenditures and revenues are shown. They are meant to operate like the enterprise funds (our utility funds) bu , Insurance, Engineering, and Technology. Administrative Charges from and to other funds are only booked at year end. Memo City Council Quarterly Financial Reports 2 An Investment Portfolio has also been included with these financial reports. Per the Investment Policy, our Benchmark Rate is the 4M plus Rate. At June 30, 2013 this rate was 0.05% and our portfolio is averaging 2.169% in long-term investments and 1.848% overall. All of our investments are in government secured or government backed deposits. The section listed at the top of the portfolio are the (The large amount in the Wells Fargo Government Money Market Fund is a reflection of securities that were called in late June and have been reinvested, but settlement dates were not until July.) We are trying to stay diversified in this area and will be transferring between these accounts. We have had some of our high interest notes call and are working on cash flows with the PMP and other CIP projects to determine how much we can invest and for what time periods. We are also researching other liquid investment options that will possibly give us a better return, but are still determining our immediate cash flow needs. If you have any questions, please feel free to call us. You also have available to you the Detailed Summary Trial Balance which includes all transactions from the year on the Council Sharepoint page. We update this report monthly. Staff Recommendation: nd Staff requests that Council accept the 2 Quarter Financial Reports. Attachment A City of Arden Hills City-Wide Budget Summary 2013 Qtr. 2 Revenues BudgetAmendedYear To DateBalanceYTD FY 2013FY201306/30/2013Available% of Budget Operating Revenue Mayor & Council$ --$ -$ -$ 0% Elections -- - - 0% Administration 3,424,0113,424,011 185,724 3,238,287 5% Finance & Administrative Services68,993 68,993 4,864 64,129 7% TCAAP -- - - 0% Planning & Zoning 17,22117,221 69,715 (52,494) 405% Government Buildings92,065 92,065 - 92,065 0% Police & Animal Control88,203 88,203 9,072 79,132 10% Dispatch -- - - 0% Fire Protection -- - - 0% Emergency Management -- - - 0% Protective Inspections249,300 249,300 184,948 64,352 74% Street Maintenance 69,10969,109 38,227 30,883 55% Park Maintenance 9,5059,505 2,217 7,288 23% Recreation 97,00097,000 81,427 15,573 84% Celebrating Arden Hills15,000 15,000 - 15,000 0% Transfers -- - - 0% Total General Fund4,130,407 4,130,407 576,194 3,554,213 14% Cable Fund 91,13191,131 26,625 64,506 29% EDA General Fund 35,25035,250 3,227 32,023 9% EDA Revolving Fund2,500 2,500 - 2,500 0% EDA TIF #2 Round Lake290,000 290,000 - 290,000 0% EDA TIF #3 Cottage Villas43,000 43,000 - 43,000 0% EDA TIF #4 Pres Homes -- - - 0% Total Special Revenue Funds461,881 461,881 29,852 432,029 6% GO Tax Increment Bonds of 1998A- - - - 0% Total Debt Service Funds- - - - 0% Equipment, Bldg & Replacement- - - - 0% Public Safety Capital41,000 41,000 19,252 21,748 47% Parks Fund -- (30,000) 30,000 0% Capital Improvement Fund (PIR)1,535,000 1,535,000 213,738 1,321,262 14% Total Capital Funds1,576,000 1,576,000 202,990 1,373,010 13% Water 2,209,2132,209,213 514,937 1,694,276 23% Sanitary Sewer 1,695,1501,695,150 636,488 1,058,662 38% Recycling 147,480147,480 9,667 137,813 7% Surface Water Management574,554 574,554 169,192 405,362 29% Total Enterprise Funds4,626,397 4,626,397 1,330,284 3,296,113 29% Risk Management393,216 393,216 7,566 385,650 2% Engineering 124,647124,647 45,853 78,795 37% Central Garage 224,770224,770 84,158 140,612 37% Technology 120,797120,797 - 120,797 0% Total Internal Service863,430 863,430 137,576 725,854 16% Total Operating Revenues11,658,115 11,658,115 2,276,897 9,381,219 20% Other Financing Sources Mayor & Council -- - - 0% Elections -- - - 0% Administration -- - - 0% Finance & Administrative Services- - - - 0% TCAAP -- - - 0% Planning & Zoning -- - - 0% Government Buildings -- - - 0% Police & Animal Control -- - - 0% Dispatch -- - - 0% Fire Protection -- - - 0% Emergency Management -- - - 0% Protective Inspections -- - - 0% Street Maintenance -- - - 0% Park Maintenance -- - - 0% Recreation -- - - 0% Celebrating Arden Hills -- - - 0% Transfers -- - - 0% Total General Fund- - - - 0% Cable Fund -- - - 0% EDA General Fund -- - - 0% EDA Revolving Fund -- - - 0% EDA TIF #2 Round Lake -- - - 0% EDA TIF #3 Cottage Villas- - - - 0% EDA TIF #4 Pres Homes -- - - 0% Total Special Revenue Funds- - - - 0% GO Tax Increment Bonds of 1998A283,520 283,520 273,648 9,872 97% Total Debt Service Funds283,520 283,520 273,648 9,872 97% Equipment, Bldg & Replacement270,765 270,765 - 270,765 0% Public Safety Capital -- - - 0% Parks Fund -- - - 0% Capital Improvement Fund (PIR)200,000 200,000 - 200,000 0% Total Capital Funds470,765 470,765 - 470,765 0% Water -- - - 0% Sanitary Sewer -- - - 0% Recycling -- - - 0% Surface Water Management- - - - 0% Total Enterprise Funds- - - - 0% Risk Management -- - - 0% Engineering -- - - 0% Central Garage -- - - 0% Technology -- - - 0% Total Internal Service- - - - 0% Total Other Financing Sources754,285 754,285 273,648 480,637 36% Prior Period Adjustment- - - - 0% Total Revenues12,412,400$ 12,412,400$ 2,550,545$ 9,861,856$ 21% City of Arden Hills City-Wide Budget Summary 2013 Qtr. 2 Expenditures BudgetAmendedYear To DateBalanceYTD FY 2013FY201306/30/2013Available% of Budget Operating Expenses Mayor & Council$ 76,37176,371$ 29,930$ 46,441$ 39% Elections 18,00018,000 9,455 8,545 53% Administration 333,017333,017 120,363 212,654 36% Finance & Administrative Services170,058 170,058 76,538 93,520 45% TCAAP 50,00050,000 3,291 46,710 7% Planning & Zoning 249,037249,037 91,067 157,970 37% Government Buildings210,495 210,495 97,362 113,133 46% Police & Animal Control1,011,663 1,011,663 507,082 504,581 50% Dispatch 52,06752,067 21,695 30,372 42% Fire Protection 414,541414,541 414,541 0 100% Emergency Management15,464 15,464 1,495 13,969 10% Protective Inspections284,685 284,685 125,969 158,716 44% Street Maintenance318,834 318,834 159,251 159,583 50% Park Maintenance 444,647444,647 188,378 256,269 42% Recreation 232,628232,628 95,561 137,067 41% Celebrating Arden Hills25,000 25,000 - 25,000 0% Reserves/Contingency4,354 4,354 - 4,354 0% Transfers -- - - 0% Total General Fund3,910,861 3,910,861 1,941,976 1,968,885 50% Cable Fund 98,75698,756 46,438 52,318 47% EDA General Fund 86,04886,048 24,949 61,099 29% EDA Revolving Fund -- - - 0% EDA TIF #2 Round Lake2,300 2,300 - 2,300 0% EDA TIF #3 Cottage Villas4,400 4,400 - 4,400 0% EDA TIF #4 Pres Homes300 300 7,479 (7,179) 2493% Total Special Revenue Funds191,804 191,804 78,865 112,939 41% GO Tax Increment Bonds of 1998A- - - - 0% Total Debt Service Funds- - - - 0% Equipment, Bldg & Replacement- - - - 0% Public Safety Capital -- - - 0% Parks Fund -- - - 0% Capital Improvement Fund (PIR)- - - - 0% Total Capital Funds- - - - 0% Water 1,932,5581,932,558 441,902 1,490,656 23% Sanitary Sewer 1,516,2881,516,288 739,872 776,416 49% Recycling 126,570146,570 42,476 84,094 34% Surface Water Management420,852 420,852 143,664 277,188 34% Total Enterprise Funds4,016,268 3,996,268 1,367,913 2,628,355 34% Risk Management406,707 406,707 136,890 269,817 34% Engineering 124,647124,647 57,683 66,964 46% Central Garage 224,770224,770 88,928 135,842 40% Technology 120,797120,797 72,528 48,269 60% Total Internal Service876,921 876,921 356,029 520,892 41% Total Operating Expenses8,995,854 8,975,854 3,744,784 5,231,070 42% Capital Outlay Mayor & Council -- - - 0% Elections -- - - 0% Administration -- - - 0% Finance & Administrative Services- - - - 0% TCAAP -- - - 0% Planning & Zoning -- - - 0% Government Buildings -- - - 0% Police & Animal Control -- - - 0% Dispatch -- - - 0% Fire Protection -- - - 0% Emergency Management -- - - 0% Protective Inspections -- - - 0% Street Maintenance -- - - 0% Park Maintenance -- - - 0% Recreation -- - - 0% Celebrating Arden Hills -- - - 0% -- - - 0% Total General Fund- - - - 0% Cable Fund 24,54524,545 9,545 15,000 39% EDA General Fund 30,00030,000 - 30,000 0% EDA Revolving Fund -- - - 0% EDA TIF #2 Round Lake -- - - 0% EDA TIF #3 Cottage Villas- - - - 0% EDA TIF #4 Pres Homes -- - - 0% Total Special Revenue Funds54,545 54,545 9,545 45,000 17% GO Tax Increment Bonds of 1998A- - - - 0% Total Debt Service Funds- - - - 0% Equipment, Bldg & Replacement204,000 204,000 5,195 198,805 3% Public Safety Capital181,252 181,252 128,370 52,882 71% Parks Fund -- 5,555 (5,555) 0% Capital Improvement Fund (PIR)876,000 876,000 147,631 728,369 17% Total Capital Funds1,261,252 1,261,252 286,750 974,502 23% Water 1,214,5001,214,500 19,009 1,195,491 2% Sanitary Sewer 850,000850,000 3,316 846,684 0% Recycling -- - - 0% Surface Water Management554,500 554,500 9,535 544,965 2% Total Enterprise Funds2,619,000 2,619,000 31,861 2,587,139 1% Risk Management -- - - 0% Engineering -- 902 - 0% Central Garage -- 3,445 (3,445) 0% Technology -- 3,184 (3,184) 0% Total Internal Service- - 7,531 (6,629) 0% Total Capital Outlay3,934,797 3,934,797 335,687 3,600,012 9% Debt Service GO Tax Increment Bonds of 1998A283,520 283,520 273,648 9,873 97% Total Debt Service283,520 283,520 273,648 9,873 97% Other Financing Uses Mayor & Council -- - - 0% Elections -- - - 0% Administration -- - - 0% Finance & Administrative Services- - - - 0% TCAAP -- - - 0% Planning & Zoning -- - - 0% Government Buildings -- - - 0% Public Safety -- - - 0% Emergency Management -- - - 0% Police & Animal Control -- - - 0% Dispatch -- - - 0% Fire Protection -- - - 0% Street Maintenance -- - - 0% Park Maintenance -- - - 0% Recreation -- - - 0% Celebrating Arden Hills -- - - 0% Transfers 240,000240,000 - 240,000 0% Total General Fund240,000 240,000 - 240,000 0% Cable Fund -- - - 0% EDA General Fund -- - - 0% EDA Revolving Fund -- - - 0% EDA TIF #2 Round Lake283,520 283,520 273,648 9,872 97% EDA TIF #3 Cottage Villas- - - - 0% EDA TIF #4 Pres Homes -- - - 0% Total Special Revenue Funds283,520 283,520 273,648 9,872 97% GO Tax Increment Bonds of 1998A- - - - 0% Total Debt Service Funds- - - - 0% Equipment, Bldg & Replacement- - - - 0% Public Safety Capital -- - - 0% Parks Fund -- - - 0% Capital Improvement Fund (PIR)- - - - 0% Total Capital Funds- - - - 0% Water 68,39668,396 - 68,396 0% Sanitary Sewer 96,87096,870 - 96,870 0% Recycling -- - - 0% Surface Water Management65,499 65,499 - 65,499 0% Total Enterprise Funds230,765 230,765 - 230,765 0% Risk Management -- - - 0% Engineering -- - - 0% Central Garage -- - - 0% Technology -- - - 0% Total Internal Service- - - - 0% Total Other Financing Uses754,285 754,285 273,648 480,637 36% Total Expenditures13,968,456$ 13,948,456$ 4,627,766$ 9,321,592$ 33% City of Arden Hills General Fund Summary 2013 Qtr. 2 Revenues BudgetAmendedYear To DateBalanceYTD ActivityFY 2013FY201306/30/2013Available% of Budget Taxes 101-41300-31010Current Ad Valorem Taxes3,191,230$ 3,191,230$ 54,138$ 3,137,092 2% 101-41300-31011Payments in Lieu of Taxes- - - - 0% 101-41300-31020Delinquent Ad Valorem Taxes21,461 21,461 (14,360) 35,821 -67% 101-41300-31030Mobile Home Tax7,500 7,500 1,280 6,220 17% 101-41300-31040Fiscal Disparities -- 15,216 (15,216) 0% 101-41300-31510Aggregate Removal Tax600 600 - 600 0% 101-41300-31910Penalties & Interest on Taxes- - 1,063 (1,063) 0% 101-41300-31920Forfeited Tax Sales- - - - 0% Total Taxes3,220,791 3,220,791 57,337 3,163,454 2% Licenses and Permits 101-41300-32110Liquor, On Sale & Sunday26,250 26,250 24,971 1,279 95% 101-41300-32111Liquor, Off Sale -- 462 (462) 0% 101-41300-32150Inspection Fees -- 1,880 (1,880) 0% 101-41300-32160Contractors 5,7755,775 4,455 1,320 77% 101-41910-32170Rental Regulation Fee2,100 2,100 126 1,974 6% 101-41300-32180Business Licenses13,650 13,650 9,504 4,146 70% 101-41300-32181Other Business Lic/Permits4,200 4,200 - 4,200 0% 101-41300-32182Tobacco License1,377 1,377 1,205 172 88% 101-42400-32210Plan Review & Bldg Permits133,000 133,000 120,756 12,244 91% 101-42400-32220Mechanical Permits26,000 26,000 12,284 13,716 47% 101-42400-32230Plumbing Permits10,000 10,000 8,074 1,926 81% 101-41300-32240Animal Licenses2,100 2,100 978 1,122 47% 101-41910-32250Sign Permits 893893 530 363 59% 101-41300-32250Sign Permit Renewal2,100 2,100 1,760 340 84% 101-42400-32260Electrical Permits20,000 20,000 22,336 (2,336) 112% 101-42400-32270Utility Permit Fees300 300 2,024 (1,724) 675% 101-42400-32275Fire Suppression Permits6,000 6,000 6,925 (925) 115% 101-42400-32278Fire Permit Plan Check Fee3,000 3,000 4,172 (1,172) 139% 101-41910-32279Erosion/Grading Permit1,680 1,680 632 1,048 38% 101-41300-32280Other Non-business Lic/Permits2,100 2,100 - 2,100 0% Total Licenses and Permits260,525 260,525 223,075 37,450 86% Intergovernmental Revenues 101-41300-33402Market Value Homestead Credit- - - - 0% 101-41300-33403Mobile Home Homestead Credit- - - - 0% 101-41300-33420State PERA Aid5,179 5,179 - 5,179 0% 101-41500-33421Local Preformance Aid- - - - 0% 101-42100-33416Police Aid 42,12942,129 - 42,129 0% 101-43100-33418MSA Maintenance68,559 68,559 38,188 30,372 56% 101-41910-33422State Grants -- - - 0% 101-41410-33621Other County Grants & Aids- - - - 0% Other Intergovernmental115,867 115,867 38,188 77,680 33% Charges for Services 101-41910-34103Zoning and Subdivision Fees- - 100 (100) 0% 101-41910-34104Plan Checking Fees- - 62,975 (62,975) 0% 101-41300-34105Sale of Maps and Publications- - - - 0% 101-41910-34106Plat & Other Fees11,550 11,550 4,905 6,645 42% 101-41300-34108Admin Chgs from other funds17,984 17,984 - 17,984 0% 101-41500-34108Admin Chgs from other funds54,493 54,493 - 54,493 0% 101-41940-34108Admin Chgs from other funds92,065 92,065 - 92,065 0% 101-41910-34110Zoning Permit Fees893 893 447 446 50% 101-41500-34250Business Subsidiary App Fee2,000 2,000 - 2,000 0% 101-41300-34120Water Tower Antenna Rentals76,486 76,486 56,522 19,964 74% 101-41300-34121Other General Govt Charges3,400 3,400 3,390 10 100% 101-42400-34104Plan Check Fee42,000 42,000 - 42,000 0% 101-42100-34202False Alarms 1,0001,000 150 850 15% 101-42100-34206Impound Fees -- - - 0% 101-42400-34207State Building Code Surcharges8,000 8,000 7,911 89 99% 101-42400-34208City Building Code Surcharges1,000 1,000 465 535 47% 101-41940-34101City Hall Rental -- - - 0% 101-45200-34300Park Facility Rental Fees4,230 4,230 - 4,230 0% 101-45200-34301Youth Program Field Use3,675 3,675 2,217 1,458 60% 101-45200-34302Adult Program Field Use1,600 1,600 - 1,600 0% 101-45120-34730Summer Playground Fees13,500 13,500 15,362 (1,862) 114% 101-45120-34740Summer Trip Fees- - - - 0% 101-45120-34781Adult Programs31,000 31,000 23,033 7,967 74% 101-45120-34782Youth Programs40,000 40,000 35,673 4,327 89% 101-45120-34785Adult Softball -- - - 0% 101-45120-34790After School Programs10,000 10,000 6,421 3,579 64% 101-45120-34791Special Events Programs2,500 2,500 938 1,562 38% 101-41910-34950Other Charges for Services105 105 - 105 0% Total Charges for Services417,481 417,481 220,509 196,972 53% BudgetAmendedYear To DateBalanceYTD ActivityFY 2013FY201306/30/2013Available% of Budget Fines & Forfeits 101-42100-35110Highway Patrol Fines2,000 2,000 396 1,604 20% 101-42100-35130DWI Forfeitures1,000 1,000 - 1,000 0% 101-42100-35140Violations Bureau23,000 23,000 8,428 14,572 37% 101-42100-35150Tobacco Fines 300300 - 300 0% 101-42100-35160Administrative Fines12,001 12,001 - 12,001 0% 101-42100-35200Forfeits 2,0002,000 98 1,902 5% Total Fines & Forfeits40,301 40,301 8,922 31,379 22% Special Assessments 2,7692,769 - 2,769 0% 101-41300-36100Special Assessments- - - - 0% 101-41300-36101Delinquent Sp Assessments- - - - 0% 101-41300-36102Penalties and Int Sp Assessments- - - - 0% 101-41300-36103Prepaid Special Assessments- - - - 0% Total Special Assessments2,769 2,769 - 2,769 0% Miscellaneous 101-41300-36210Interest Income35,000 35,000 21,610 13,390 62% 101-41300-36230Contributions/Donations3,600 3,600 - 3,600 0% 101-41940-36230Contributions/Donations- - - - 0% 101-45120-36230Contributions/Donations- - - - 0% 101-45400-36230Contributions/Donations15,000 15,000 - 15,000 0% 101-45200-36230Contributions/Donations- - - - 0% 101-41600-36230Contributions/Donations- - - - 0% 101-41300-36215Candidate Filing Fee- - - - 0% 101-41910-36240Developer Reimbursements- - - - 0% 101-41500-36245Conduit Debt Application Fee- - - - 0% 101-41500-36246Conduit Debt Fees9,500 9,500 4,809 4,691 51% 101-43100-36277Night Time Construction Waiver- - - - 0% 101-41910-36280Other Miscellaneous Revenue- - - - 0% 101-43100-36270Miscellaneous Reimbursements550 550 39 511 7% 101-41300-36270Miscellaneous Reimbursement1,250 1,250 1,651 (401) 132% 101-41500-36270Miscellaneous Reimbursement3,000 3,000 49 2,951 2% 101-41940-36270Miscellaneous Reimbursement- - - - 0% 101-43100-36275Private Street Light Reimbursements- - - - 0% 101-42100-36280Miscellaneous Reimbursement4,773 4,773 - 4,773 0% 101-42400-36280Fire Inspection Reimbursement- - - - 0% Total Miscellaneous72,673 72,673 28,159 44,515 39% 0% Total Operating Revenues 4,130,4074,130,407 576,189 3,554,219 14% Other Financing Sources 101-42100-39101Sales of General Fixed Assets- - - - 0% 101-45200-39203Transfer -- - - 0% Total Other Financing Sources -- - - 0% Total General Fund Revenue$ 4,130,4074,130,407$ 576,189$ 3,554,219$ 14% City of Arden Hills General Fund Summary 2013 Qtr. 2 Expenditures BudgetAmendedYear To DateBalanceYTD ActivityFY 2013FY201306/30/2013Available% of Budget Operating Expenses Mayor & Council76,371$ 76,371$ 29,930$ 46,441$ 39% Elections 18,00018,000 9,455 8,545 53% Administration333,017 333,017 120,363 212,654 36% Finance & Administrative Services170,058 170,058 76,538 93,520 45% TCAAP 50,00050,000 3,291 46,710 7% Planning & Zoning249,037 249,037 91,067 157,970 37% Government Buildings210,495 210,495 97,362 113,133 46% Police & Animal Control1,011,663 1,011,663 507,082 504,581 50% Dispatch 52,06752,067 21,695 30,372 42% Fire Protection414,541 414,541 414,541 0 100% Emergency Management15,464 15,464 1,495 13,969 10% Protective Inspections284,685 284,685 125,969 158,716 44% Street Maintenance318,834 318,834 159,251 159,583 50% Park Maintenance444,647 444,647 188,378 256,269 42% Recreation 232,628232,628 95,561 137,067 41% Celebrating Arden Hills25,000 25,000 - 25,000 0% Reserves/Contingency4,354 4,354 - 4,354 0% Transfers 240,000240,000 - 240,000 0% Total Operating Expenses 4,150,8614,150,861 1,941,976 2,208,885 47% Capital Outlay Mayor & Council -- - - 0% Elections -- - - 0% Administration -- - - 0% Finance & Administrative Services- - - - 0% TCAAP -- - - 0% Planning & Zoning -- - - 0% Government Buildings- - - - 0% Police & Animal Control- - - - 0% Dispatch -- - - 0% Fire Protection -- - - 0% Emergency Management- - - - 0% Protective Inspections- - - - 0% Street Maintenance- - - - 0% Park Maintenance -- - - 0% Recreation -- - - 0% Celebrating Arden Hills- - - - 0% Transfers -- - - 0% Total Capital Outlay -- - - 0% Total General Fund Expenses$ 4,150,8614,150,861$ 1,941,976$ 2,208,885$ 47% Revenue Over/(Under) Expenses(20,454) (20,454) (1,365,787) 1,345,334 Attachment C City of Arden Hills Investment Portfolio Analysis June 30, 2013 BrokerageLast PurchMaturityAvgTypeInvestment DescriptionCategoryConcen-Face/CostYield toAnnualizedInterest Accrued DateDateMaturityCUSIPTotaltrationMaturityCost Yield AmountMarket ValueEarned YTDInterest 4M Fund30 DaysMMMN Municipal Liquid Asset Fund (General)30%632,554.67 0.020%$126.51$632,554.6775.61 4M Fund30 DaysMMMN Municipal Liquid Asset Fund (Payroll)0% 0.020%$0.502,515.932,515.93 0.22 4M PLUS Fund90 DaysMMMN Municipal PLUS Fund (General)0%10.37 0.050%0.0110.37 - 4M PLUS Fund90 DaysMMMN Municipal PLUS Fund (PIR)0%0.25 0.050%0.000.25 - Affinity Plus30 daysMMShare-S1Affinity Plus Share Account11%225,182.370.170%382.81225,182.37 111.64 Affinity Plus12/30/13.50 YrMM/CDI16 Month Certificate7%150,186.060.250%375.47150,186.06 186.06 Affinity Plus12/17/174.50 YrMM/CDI1660 Month Certificate5%100,621.411.243%1,250.72100,621.41 621.41 Affinity Plus9/31/13.25 yrMM/CDI193 Month Certificate7%150,186.060.250%375.47150,186.06 186.06 Affinity Plus9/31/13.25 yrMM/CDI303 Month Certificate5%100,124.710.250%250.31100,124.71 124.71 Affinity Plus12/31/174.50 YrMM/CDI48Step-Up CD12%250,155.870.125%312.69250,155.87 155.87 Affinity Plus12/31/13.50 YrMM/CDI94WAHOO Certificate1%25,062.260.499%125.0625,062.26 62.26 Wells Fargo Securities30 DaysMMWells Fargo Govt MM Fund22%457,678.460.010%45.77457,678.46 18.61 Saloman Smith Barney30 DaysMMSB Cash Clearing Account0%0.000.010%0.00- - RBC Wealth Management30 DaysMMRBC Wealth Management MM Fund0%2,489.510.010%0.252,489.51 0.06 Wells Fargo Advisors30 DaysMMWells Fargo Adv 100% Treasury MM Fund1%16,996.110.010%1.7016,996.11 - Sub-Total16%2,113,764.040.154%3,247.27 2,113,764.04 1,542.51 - RBC Wealth Management03/28/1303/23/163.75 YrAgency94986TFM1Wells Fargo BK N A SAN1%95,000.001.000%950.0094,146.900.00 RBC Wealth Management09/20/1209/20/13.25 YrAgency3136G0B67Federal National Mtg Assn2%200,000.004.600%9,200.00198,914.002,489.45 Morgan Stanley12/19/1206/19/13.25 yrCD1728AQ4C9Salt Lake City UT2%245,000.001.600%3,920.00246,158.851,954.63 Morgan Stanley12/21/1212/21/174.50 YrCD856284J21New York NY2%245,000.001.200%2,940.00244,997.551,465.97 Wells Fargo Securities01/15/101/1/13CD4521518T3Illinois St GO0%0.002.800%0.000.00478.75 Wells Fargo Securities9/3/20093/8/13CD300185AN5Evergreen Bank Grp IL0%0.002.400%0.000.00562.18 Wells Fargo Securities6/14/20124/1/13Muni392643PE6Green Bay WI Area Public Schools0%0.000.300%0.000.00-4,385.37 Wells Fargo Securities6/14/20124/1/13Muni392643PB9Green Bay WI Area Public Schools0%0.000.300%0.000.00116.25 Wells Fargo Securities11/24/085/1/13Muni977100AS5Wisconsin St Gen Rev-Callable0%0.004.140%0.000.009,360.83 Wells Fargo Securities10/14/20106/1/13Muni68608DCQ5Oregon Local Gov Taxable0%0.000.980%0.000.00-10,620.53 Wells Fargo Securities1/12/20117/1/13Muni57582PTW0Commonwealth of Mass-Taxable Cons4%524,788.331.000%5,247.88500,000.007,500.00 Wells Fargo Securities7/24/20129/1/13.25 YrMuni591852US2Metropolitan Council MN GO Series 2012 F2%200,031.940.400%800.13200,044.000.00 Wells Fargo Securities6/21/201210/1/13.25 YrMuni64966JQT6New York Nt ULT Go Series 20122%302,973.330.400%1,211.89300,504.001,500.00 Wells Fargo Securities01/29/0912/1/13.50 YrCD604129LN4State of Minnesota GO Taxable3%355,484.502.900%10,309.05353,773.005,687.50 Wells Fargo Securities06/08/1212/8/13.50 YrMuni332135EJ7First Natl Bank Omaha NE2%245,000.000.500%1,225.00244,965.95610.82 Wells Fargo Securities07/12/1212/15/13.50 YrMuni283461YX3El Paso Cnty Colorado GO Ser. 20101%197,736.002.900%5,734.34199,014.000.00 Wells Fargo Securities07/02/121/2/13Agency31315PNR6Federal Agricultural Mortgage Corp Unnt0%0.002.900%0.000.00412.50 Wells Fargo Securities02/12/092/1/14.75 YrMuni777594WX6Rosemount MN Sch Dist 1963%337,461.303.500%11,811.15336,732.006,600.00 Wells Fargo Securities01/25/127/25/141 YrAgency3134G3JA9Freddi Mac UNNT0%0.000.625%0.000.00781.25 Wells Fargo Securities08/26/098/26/141.25 YrCD06740KAY3Barclays Bank DE-Willimgton DE1%95,000.003.150%2,992.5097,620.391,500.35 Wells Fargo Securities01/28/109/1/141.25 YrAgency52908EPV9Lexington-Fayette Urban Cnty Got Ky GO Bnh2%252,150.002.550%6,429.83255,527.503,437.50 Wells Fargo Securities05/21/131/1/151.50 YrMuni483836PK2Kane Cook & DU Page Countys II Debt Cert.4%552,754.722.550%14,095.25539,320.000.00 Wells Fargo Securities07/02/127/2/13Agency31315PQX0Farmer MAC1%150,000.002.550%3,825.00149,962.05442.50 Wells Fargo Securities01/21/1110/1/152 YrMuni610100RJ0Monona Wis Ult G.O. Series 2010-callable2%254,163.332.350%5,972.84250,995.003,250.00 Wells Fargo Securities01/11/121/11/13Agency31331K5T3Federal Farm Credit Bank0%0.001.020%0.000.001,275.00 Wells Fargo Securities01/07/092/1/173.50 YrMuni688443J27Osseo MN Sch Dist 279-OPEB2%259,692.505.400%14,023.40286,407.5023,725.00 Wells Fargo Securities01/19/122/1/184.50 YrMuni6621406G2North St Paul - Maplewood Muni1%179,792.171.900%3,416.05168,529.503,750.00 Wells Fargo Securities07/24/129/1/185.25 YrMuni591852UX4Metropolitan Council MN GO Series 2012 F2%200,166.111.900%3,803.16194,118.001,733.33 Wells Fargo Securities8/12/201110/1/185.25 YrMuni679384BQ9Olathe, KS BAB2%280,586.392.350%6,593.78270,877.505,000.00 Wells Fargo Securities01/11/116/15/196 YrMuni2596309VC3Elkhorn Sch Dist BAB-Douglas co NE2%286,174.024.000%11,446.96304,757.106,474.60 Wells Fargo Securities08/25/1112/1/196.50 YrMuni602245UK6Milwaukee Cnt Pension Prom Note2%278,607.002.770%7,717.41266,991.756,558.75 Wells Fargo Securities07/24/129/1/218.25 YrMuni591852VA3Metropolitan Council MN GO Series 2012 F1%150,182.083.000%4,505.46143,026.501,900.00 Wells Fargo Securities08/12/1110/1/196.25 YrMuni602245XE7Milwaukee Cnty GO Series3%389,251.043.375%13,137.22380,110.507,962.50 Wells Fargo Securities12/24/126/7/2211.25 YrAgency313381C60FHLB Agency4%500,491.112.078%10,400.21472,481.505,200.00 Wells Fargo Securities8/12/20112/1/195.75 YrMuni613868JS8Montgomery, MN ISD #3492%273,979.443.550%9,726.27272,415.006,250.00 Wells Fargo Securities6/27/201112/1/185.50 YrMuni68825ER27City of Oshkosh BAB5%655,579.813.828%25,095.60649,849.600.00 Wells Fargo Advisors01/17/1201/17/13Agency3134G3-GW-4FHLMC Step-up Med Term Note-Callable0%0.002.025%0.000.004,125.00 Wells Fargo Advisors12/27/1212/27/13.50 YrAgency313381-GY-5FHLBMSUB, Callable8%1,100,000.001.500%16,500.001,043,053.008,250.00 Wells Fargo Advisors12/28/1212/28/13.50 YrAgency313381-LR-4FHLBMSUB, Callable5%725,000.001.000%7,250.00705,454.003,625.00 Wells Fargo Advisors03/02/1312/28/13.50 YrAgency313382-FC-2FHLBMSUB, Callable4%500,000.001.000%5,000.00477,550.000.00 Wells Fargo Advisors06/27/1312/27/13.50 YrAgency313383-LF-6FHLBMSUB, Callable4%500,000.001.000%5,000.00486,855.000.00 Wells Fargo Advisors06/08/1206/08/174.25 YrCD90000N-FZ-9World Finl Network Jumbo2%200,000.001.850%3,700.00199,756.001,844.95 Wells Fargo Advisors06/13/1206/13/174.25 YrCD254671-CP-3Discover Bank2%200,000.001.750%3,500.00200,978.001,745.21 Wells Fargo Advisors06/08/1206/21/229.5 YrCD36157P-FB-0GE Capital Retail Bank2%245,000.002.000%4,900.00247,935.102,443.29 Sub-TotalFixed Rate Instruments84%11,177,045.122.169%242,380.3710,983,820.74125,007.210.00 Sub-TotalZero Coupon Instruments (Cost)0%0.000.000%0.000.00 Zero Instruments Interest Accretion0.00 Zero Instruments Book Carrying Value0.000.000.00 Total Investments100%$13,290,809.161.848%$245,627.63$13,097,584.78$126,549.72$0.00 = callable Overall Annualized Rate of Return1.848%Interest Rec' 2013$126,549.72 Annualized Rate of Return w/o Money Market2.169%2012 Int Rec'd 2013$68,859.34 2013 Int not Rec'd$0.00 Benchmark - 4M Plus Rate0.050%Total 2013 Int Income$57,690.38 CONSENT ITEM MEMORANDUM DATE: July 29, 2013 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: Sue Iverson, Director of Finance and Administrative Services SUBJECT: Special Budget Work Session 2013 Budget Background In preparation for adoption of the preliminary tax levy at the first meeting in September, staff is working to compile the data needed to prepare a budget that falls within the levy limits set by the last legislative session and balance this with the impact of the new health care reform, the new sales tax legislation for 2014, and department/city needs. th and no information will be available before that time on the median value home so I can provide the impact of our levy on our taxpayers to you. I will also not have numbers on our portion of Fiscal Disparities, or our taxable market value. According to State law, the Department of Revenue does not have to have levy information to cities until September 1, 2013. While the levy information from the State is not a big issue (I can pretty much estimate that), the information from the County is critical to give you the total picture. th Since the regular work session is on August 19, this does not give me enough time to pull all that data together and review and run scenarios for you. Council member McClung will also not be available for th that August 19 work session either. I would recommend that we have a special work session as we have had the last 3-4 years before the th regular City Council meeting on August 26, to discuss the preliminary budget. Staff Recommendation Motion to approve holding a Special City Council Budget Work Session to discuss the 2014 Preliminary Budget and Levy at 5:30 p.m. on August 26, 2013 preceding the regularly scheduled Council meeting on that day. 11 Page of NEW BUSINESS MEMORANDUM DATE: July 29, 2013 Honorable Mayor and City Councilmembers TO: Patrick Klaers, City Administrator FROM: Matthew Bachler, Community Development Intern SUBECT:Planning Case #13-010 Applicant: Walgreens Property Location: 3585 Lexington Avenue Request: Planned Unit Development Amendment Requested Action Motion to approve Planning Case 13-010 for an amendment to the Final PUD for Phase 1 for the Arden Plaza redevelopment proposal at 3585 Lexington Avenue, based on the findings of fact and submitted plans, as amended by the conditions in the July 29, 2013, Report to the City Council. Background On July 13, 2009, the City Council approved Planning Case 09-011 for a Master PUD and Final PUD for Phase One of the Arden Plaza redevelopment proposal. Phase One of the development included the property at 3585 Lexington Avenue where the Walgreens store is located. A sign plan for the site was included in the PUD agreement. At the time of approval, the Walgreens store was permitted up to 99 square feet of wall signage. and south building walls. Thave also been installed on these facades above the entry doorways located at the southeast corner of the building. The applicant has expressed concerns about the visibility of the Walgreens store from County Road E. are situated towards Lexington Avenue and the Arden Plaza shopping center, the use of the building is not readily City of Arden Hills City Council Meeting for July 29, 2013 14 Page of apparent to drivers travelling on County Road E. By adding wall signage to the back side of the building, the applicant is hoping to increase commercial activity at the store. The property at 3585 Lexington Avenue is located in Sign District 5. For developments not in a PUD, a typical property would be permitted up to 80 square feet of wall signage. Currently 97.6 square feet of wall signage is installed on the building. The applicant has requested an additional 97.6 square feet of wall signage, which would bring the total wall sign copy area allowed for the building to 196.6 square feet. This number represents an additional 116.6 square feet more than what is permitted by the Sign Code. Wall Signage Sign District 5 3585 Lexington 3585 Lexington Lexington Avenue Avenue South of 694 (Proposed) (Permitted) Total sign copy area 80 SF 99 SF 196.6 SF The additional signage each measuring 40.2 each measuring 8.6 square feet. The signs would be installed on the building to mirror the existing wall signs, with the two larger signs placed on the middle portion of the north and west building walls and the smaller signs located at the corner where the north and west walls meet. Planning Commission Review and Public Hearing The Planning Commission reviewed the proposed amendment at their July 10, 2013, regular meeting. This meeting also included a public hearing. The staff report to the Planning Commission regarding this planning case is included as Attachment C. The Planning Commission offers the following findings of fact: 1.The Walgreens building was approved by the City on July 13, 2009 as part of Phase One of the Arden Plaza Redevelopment Proposal in Planning Case 09-011. 2.The original Planned Unit Development was approved for 99 square feet of wall signage on the property. 3.An amendment to the PUD permit is required for additional wall signage. 4.The applicant is proposing 97.6 square feet of additional wall signage for the property. 5.The proposed PUD Amendment is in considerable conformance with the requirements of 6. Zoning Code. City of Arden Hills City Council Meeting for July 29, 2013 24 Page of 7.Where the plan is not in requested by the applicant due to site conditions unique to the property at 3585 Lexington Avenue. 8. through a negotiated process with a developer. 9.The proposed signage would not have a negative impact on adjacent properties or the City as a whole. Recommendation The Planning Commission reviewed Planning Case 13-010 and unanimously recommends approval of an amendment to the Final PUD for Phase 1 for the Arden Plaza redevelopment proposal at 3585 Lexington Avenue, based on the findings of fact and the submitted plans as presented in the July 29, 2013, Report to the City Council, as amended by the following five conditions: 1.The project shall be completed in accordance with the plans submitted as amended by the conditions of approval. Any significant changes to these plans, as determined by the City Planner, shall require review and approval by the Planning Commission and City Council. 2.The 97.6 square feet of wall signage shall be divided between two wall signs measuring 40.2 square feet and 8.6 square feet to be located on the north building wall, and two wall signs measuring 40.2 square feet and 8.6 square feet to be located on the west building wall. 3.Wall signs shall be comprised of individual cut letters and shall not extend more than twelve (12) inches from the wall they are attached to. 4.The applicant shall apply for a sign permit prior to installation of the signs. 5. revised development agreements pertaining to the property at 3585 Lexington Avenue. Requested Action Motion to approve Planning Case 13-010 for an amendment to the Final PUD for Phase 1 for the Arden Plaza redevelopment proposal at 3585 Lexington Avenue, based on the findings of fact and submitted plans, as amended by the conditions in the July 29, 2013, Report to the City Council. Options 1.Approve the proposal as submitted. 2.Approve the proposal with conditions. City of Arden Hills City Council Meeting for July 29, 2013 34 Page of 3.Deny the application with reasons for denial. If the City denies the petitioners request, 4.Table for additional information. Deadline for Agency Actions The City of Arden Hills received the completed application for the request on May 28, 2013. Pursuant to Minnesota State Statute, the City must act on this request within 60 days, unless the City provides the petitioner with written reasons for an additional 60 day review period. On July 8, 2013, the City notified the applicant that an additional 60 days for review was needed in order for the City Council to take action on this item at their meeting on July 29, 2013. The extension grants the City until September 24, 2013 to act on this request. The City may, with the consent of the applicant, extend the review period beyond the initial 120 days. Attachments A.Application and Supporting Material B.Draft Planning Commission Minutes, July 10, 2013 C.Report to the Planning Commission, July 10, 2013 City of Arden Hills City Council Meeting for July 29, 2013 44 Page of Attachment A 3585 Lexington Avenue North Existing Wall Signage View of southeast corner of building View of building from Lexington Avenue 3585 Lexington Avenue North Proposed Additional Wall Signage Proposed location for 40.2 square foot Proposed location for 40.2 square foot sign on west building wall sign on north building wall Proposed location for two 8.6 square signs on north and west building walls Approved: CITY OF ARDEN HILLS, MINNESOTA PLANNING COMMISSION WEDNESDAY, JULY 10, 2013 6:30 P.M. - ARDEN HILLS CITY HALL CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Chair Clayton Larson called to order the regular Planning Commission meeting at 6:30 p.m. ROLL CALL Present were: Chair Clayton Larson, Commissioners, Andrew Holewa, Janet Stodola (Alternate), and Roberta Thompson. Absent: Commissioners Angela Hames, Samuel Scott, and Clayton Zimmerman. Also present were: Community Development Intern Matthew Bachler; Councilmember Dave McClung; Community Development Director Jill Hutmacher; and City Planner Ryan Streff. APPROVAL OF AGENDA JULY 10, 2013 Chair Larson stated the agenda will stand as published. APPROVAL OF MINUTES June 19, 2013 Planning Commission Regular Meeting Commissioner Thompson moved, seconded by Commissioner Holewa, to approve the June 19, 2013, Planning Commission Regular Meeting as presented. The motion carried unanimously (4-0). PLANNING CASES A.Planning Case 13-010; PUD Amendment, Walgreens; 3585 Lexington Avenue North Public Hearing Community Development Intern Bachler stated the applicant has requested a Planned Unit Development (PUD) Amendment to include an additional 97.6 square feet of wall signage on the exterior of the building located at 3585 Lexington Avenue North. ARDEN HILLS PLANNING COMMISSION JULY 10, 20132 Background Community Development Intern Bachler explained that on July 13, 2009, the City Council approved Planning Case 09-011 for a Master PUD and Final PUD for Phase One of the Arden Plaza Redevelopment Proposal. Phase One of the development included the property at 3585 Lexington Avenue North where the Walgreens store is located. A sign plan for the site was included in the PUD agreement. At the time of approval, the Walgreens store was permitted up to 99 square feet of wall signage. on the east also been installed on these facades above the entry doorways located at the southeast corner of the building. Community Development Intern Bachler indicated the applicant has expressed concerns about the visibility of the Walgreens store from County Road E. Because the primary store entrance and and the Arden Plaza shopping center, the use of the building is not readily apparent to drivers travelling on County Road E. By adding wall signage to the back side of the building, the applicant is hoping to increase commercial activity at the store. Community Development Intern Bachler stated the applicant is requesting an additional 97.6 square feet of wall signage for the exterior of the building. This total would be divided between installed on the building to mirror the existing wall signs, with the two larger signs placed on the middle portion of the north and west building walls and the smaller signs located at the corner where the north and west walls meet. Site Data Future Land Use Plan: Community Mixed Use Existing Land Use: Commercial Zoning: B-2 Current Lot Sizes: 1.76 Acres Topography: Level Community Development Intern Bachler reviewed the surrounding area and the Plan Evaluation. 1. Chapter 12 - Sign Code: Section 1240.02 Permitted Sign Type, Area, Height, and Illumination by Sign District Wall Signage Sign District 5 Lexington 3585 Lexington 3585 Lexington South of 694 Avenue Avenue (Permitted) (Existing) (Proposed) Total sign copy area 80 SF 97.6 SF 195.2 SF The property at 3585 Lexington Avenue North is located in Sign District 5. For developments not in a PUD, a typical property would be permitted up to 80 square feet of wall signage. As ARDEN HILLS PLANNING COMMISSION JULY 10, 20133 mentioned previously, the PUD agreement for the site allowed the property up to 99 square feet of wall signage. Currently 97.6 square feet of wall signage is installed on the building. The applicant has requested an additional 97.6 square feet of wall signage, which would bring the total wall sign copy area on the building to 195.2 square feet. This number represents an additional 115.2 square feet than what is permitted by the Sign Code. 2. Chapter 12 - Sign Code: Section 1260.01 Sign Standard Adjustment Section 1260.01 of the Sign Code permits adjustments to sign height, number, type, lighting, area, and/or location through the site plan review process if criteria number 1 or 2 is met and the required criteria number 3 is met. The criteria are as follows: 1.There are site conditions which require a sign adjustment to allow the sign to be reasonably visible from a street immediately adjacent to the site; or, 2.The sign adjustment will allow a sign of exceptional design or a style that will enhance the area or that is more consistent with the architecture and design of the site; and, 3.The sign adjustment will not result in a sign that is inconsistent with the purpose of the zoning district in which the property is located or the current land use. While the above criteria are not directly referenced for a PUD Amendment request to add signage to a property, they do provide guidance for evaluating these types of applications. The PUD process itself permits the City to be flexible with signage standards depending on the needs of a particular use. In this case, criteria one and three are most applicable. 3. Chapter 13 Zoning Code: 1325.05, Subd. 8 Additional Design Standards for New Development Redevelopment, and Modifications to Existing Sites in the B2 and B3 Districts Section 1325.05, Subd. 8 of the Zoning Code establishes design standards for the business districts of Arden Hills. The standards in this section are only applicable to the building or site components being developed or altered. In this case, the specific guidelines on signs are pertinent: 1. Business signs shall be architecturally compatible with the style, composition, materials, colors and details of the building and should be an integral part of the building. Signs shall be incorporated into the facades of the building rather than extending past the roof line and should not project more than twelve (12) inches beyond the plane of the facades. Retail business wall signs shall be located in a position above the front window that is located consistently among stores. 2. All other provisions in Chapter 12, Sign Code, shall apply. The proposed signage in the plan meets the requirements contained in Section 1325.05, Subd. 8 of the Zoning Code. ARDEN HILLS PLANNING COMMISSION JULY 10, 20134 Community Development Intern Bachler provided the Findings of Fact for review: 1.The Walgreens building was approved by the City on July 13, 2009 as part of Phase One of the Arden Plaza Redevelopment Proposal in Planning Case 09-011. 2.The original Planned Unit Development was approved for 99 square feet of wall signage on the property. 3.An amendment to the PUD permit is required for additional wall signage. 4.The applicant is proposing 97.6 square feet of additional wall signage for the property. 5.The proposed PUD Amendment is in considerable conformance with the requirements of 6. Zoning Code. 7.Where the plan is not in conformanc requested by the applicant due to site conditions unique to the property at 3585 Lexington Avenue North. 8. through a negotiated process with a developer. 9.The proposed signage would not have a negative impact on adjacent properties or the City as a whole. Community Development Intern Bachler stated based on the submitted plans and findings of fact, Staff recommends approval of Planning Case 13-010 for a Planned Unit Development Amendment at 3585 Lexington Avenue North. Staff recommends the following five conditions be included with the approval: 1.The project shall be completed in accordance with the plans submitted as amended by the conditions of approval. Any significant changes to these plans, as determined by the City Planner, shall require review and approval by the Planning Commission and City Council. 2.The 97.6 square feet of wall signage shall be divided between two wall signs measuring 40.2 square feet and 8.6 square feet to be located on the north building wall, and two wall signs measuring 40.2 square feet and 8.6 square feet to be located on the west building wall. 3.Wall signs shall be comprised of individual cut letters and shall not extend more than twelve (12) inches from the wall they are attached to. 4.The applicant shall apply for a sign permit prior to installation of the signs. 5.y executed revised development agreements pertaining to the property at 3585 Lexington Avenue. Community Development Intern Bachler reviewed the options available to the Planning Commission on this matter: 1.Recommend Approval with Conditions 2.Recommend Approval as Submitted 3.Recommend Denial 4.Table Chair Larson opened the floor to Commissioner comments. ARDEN HILLS PLANNING COMMISSION JULY 10, 20135 Chair Larson commented the applicant was requesting double the amount of allowable signage, however, the elevations of the building do show a need for the proposed signage. He indicated the orientation of the building away from the street was also causing the need for additional signage. Commissioner Holewa questioned why the W monument sign was being used to advertise the store instead of additional age on the buildings north side. Dustin Cressen, Walgreens Manager, stated the original intention was to provide branding signs, but after receiving several customer complaints a day, he was now requesting additional signage for advertising and assisting with directing traffic. Commissioner Stodola asked if the proposed signs could be more diverse. Mr. Cressen commented it would be his preference to have all four signs uniform in design. Chair Larson opened the public hearing at 6:45 p.m. Chair Larson invited anyone for or against the application to come forward and make comment. There being no comment Chair Larson closed the public hearing at 6:46 p.m. Commissioner Thompson supported the uniformity of the proposed signage. She commented the additional signage would invite people in to Walgreens in a more pleasing manner. She monument sign size. Commissioner Holewa moved and Commissioner Thompson seconded a motion to recommend approval of Planning Case 13-010 for a Planned Unit Development Amendment at 3585 Lexington Avenue based on the findings of fact and the submitted plans, as amended by the five conditions in the July 10, 2013, report to the Planning Commission. The motion carried unanimously (4-0). REPORTS A.TCAAP Update Community Development Director Hutmacher reported several buildings on the TCAAP site have already been demolished. All buildings, with the exception of Building 502, will be demolished prior to the end of this year. Carl Bolander & Sons will recycle the majority of the construction debris. Community Development Director Hutmacher stated City and County staff have been meeting regularly with interested brokers and developers to provide information on the project timeline and master planning process. Initial developer feedback has been very positive regarding the the City and County. ARDEN HILLS PLANNING COMMISSION JULY 10, 20136 Community Development Director Hutmacher noted in July, the master planning project management team will be holding one-on-one interviews with several developers to gather insight on the challenges and opportunities of working with a public agency; how the master plan can influence private development decisions; and specific features that may make the TCAAP site more appealing for private investment. Community Development Director Hutmacher reported on June 10, 2013, the City Council docum planning two public involvement events. Development Panel and Engagement Workshop Community Development Director Hutmacher reported the first TCAAP public involvement event will be held on Tuesday, July 30, from 6:00 to 8:00 pm at the Marsden Conference Room, Ramsey County Public Works Facility. The event will begin with a panel discussion followed by a question and answer period. Following the panel discussion, small break-out groups will hold facilitated discussion on the following topics: Transportation and Access Commercial and Residential Development Active and Passive Open Space Energy and Sustainability This is a public event, but RSVPs are required so that the City can adequately plan for the number of tables, facilitators, and note takers that will be needed for the break-out groups. A meetings. two-hour time period. Public Open House Community Development Director Hutmacher indicated the first open house event has been tentatively scheduled for Tuesday, September 17, from 5:30 to 7:30 pm in the Marsden Conference Room. may arrive at any time that is convenient for them. Additional details on this event will be available in August. TCAAP Public Hearings Community Development Director Hutmacher stated in addition to the public events described above, the City Council will hold a public hearing on TCAAP at the first Council meeting of every month. Residents are invited to attend the public hearings to offer their thoughts and opinions on TCAAP development. Commissioner Holewa questioned how the Planning Commission would be involved in the TCAAP planning process. ARDEN HILLS PLANNING COMMISSION JULY 10, 20137 Community Development Director Hutmacher indicated at this time the consultants were gathering facts and public comments. Later this fall, further direction will be needed from the Planning Commission. B.Report from the City Council Councilmember McClung updated the Planning Commission on City Council activities including approval of the Public Involvement Plan for the TCAAP Master Planning Process at the June 10, 2013 City Council Meeting. The Plan outlines the roles and responsibilities of City staff, the JDA, County, and City Council; the goals, objectives, and expected outcomes of the public involvement process; public involvement techniques; and project schedules. June 24, 2013, City Council Meeting The City Council voted to approve Planning Case 13-008 for a Zoning Code Amendment and Conditional Use Permit to allow a higher education use as a tenant in the office building at 2 Pine Tree Drive. The Planning Commission recommended approval of this case at their June 5, 2013 meeting. The City Council also voted to approve Planning Case 13-009 for a PUD Amendment at 1201 County Road to permit a site-wide sign plan for the property. The Planning Commission recommended approval of this case at their June 5, 2013 meeting. Councilmember McClung thanked Community Development Intern Bachler for his dedicated service and assistance to the City of Arden Hills. Community Development Director Hutmacher introduced Ryan Streff to the Planning Commission explaining he was hired as the new City Planner. Ryan Streff introduced himself to the Commission stating he was looking forward to the exciting planning activities that would be taking place in Arden Hills. The Commission welcomed him to the City. C.Planning Commission Comments and Requests None. ADJOURN Commissioner Holewa moved, seconded by Commissioner Stodola, to adjourn the July 10, 2013, Planning Commission Meeting at 7:06 p.m. The motion carried unanimously (4-0). Attachment C MEMORANDUM 3.A DATE: July 10, 2013 PC Agenda Item TO: Planning Commission FROM: Matthew Bachler, Community Development Intern SUBJECT: Planning Case #13-010 - This application requires a PUBLIC HEARING Applicant: Walgreens Property Location: 3585 Lexington Avenue North Request: Planned Unit Development Amendment Requested Action The applicant has requested a Planned Unit Development (PUD) Amendment to include an additional 97.6 square feet of wall signage on the exterior of the building located at 3585 Lexington Avenue North. Background On July 13, 2009, the City Council approved Planning Case 09-011 for a Master PUD and Final PUD for Phase One of the Arden Plaza Redevelopment Proposal. Phase One of the development included the property at 3585 Lexington Avenue North where the Walgreens store is located. A sign plan for the site was included in the PUD agreement. At the time of approval, the Walgreens store was permitted up to 99 square feet of wall signage. on the east and south building walls. Thave also been installed on these facades above the entry doorways located at the southeast corner of the building. 1. Overview of Request The applicant has expressed concerns about the visibility of the Walgreens store from County Road E. are situated towards Lexington Avenue and the Arden Plaza shopping center, the use of the building is not readily City of Arden Hills Planning Commission Meeting for July 10, 2013 16 Page of apparent to drivers travelling on County Road E. By adding wall signage to the back side of the building, the applicant is hoping to increase commercial activity at the store. The applicant is requesting an additional 97.6 square feet of wall signage for the exterior of the each measuring 40.2 each measuring 8.6 square feet. The additional signs would be installed on the building to mirror the existing wall signs, with the two larger signs placed on the middle portion of the north and west building walls and the smaller signs located at the corner where the north and west walls meet. 1.Surrounding Area: Direction Future Land Use Plan Zoning Existing Land Use North Community Mixed Use B-2 General Business District Apartment 4+ Units, Retail South Community Mixed Use B-2 General Business District Neighborhood Shopping Center C-2 General Commercial Office, Gas Station East City of Shoreview City of Shoreview City of Shoreview West Community Mixed Use B-2 General Business District Commercial, Bank 2.Site Data: Future Land Use Plan: Community Mixed Use Existing Land Use: Commercial Zoning: B-2 General Business District Size: 1.76 Acres Topography: Level Plan Evaluation 1. Chapter 12 Sign Code: Section 1240.02 Permitted Sign Type, Area, Height, and Illumination by Sign District Wall Signage Sign District 5 3585 Lexington 3585 Lexington Lexington Avenue Avenue South of 694 (Existing) (Proposed) (Permitted) Total sign copy area 80 SF 97.6 SF 195.2 SF City of Arden Hills Planning Commission Meeting for July 10, 2013 26 Page of The property at 3585 Lexington Avenue North is located in Sign District 5. For developments not in a PUD, a typical property would be permitted up to 80 square feet of wall signage. As mentioned previously, the PUD agreement for the site allowed the property up to 99 square feet of wall signage. Currently 97.6 square feet of wall signage is installed on the building. The applicant has requested an additional 97.6 square feet of wall signage, which would bring the total wall sign copy area on the building to 195.2 square feet. This number represents an additional 115.2 square feet than what is permitted by the Sign Code. 2. Chapter 12 Sign Code: Section 1260.01 Sign Standard Adjustment Section 1260.01 of the Sign Code permits adjustments to sign height, number, type, lighting, area, and/or location through the site plan review process if criteria number 1 or 2 is met and the required criteria number 3 is met. The criteria are as follows: 1.There are site conditions which require a sign adjustment to allow the sign to be reasonably visible from a street immediately adjacent to the site; or, 2.The sign adjustment will allow a sign of exceptional design or a style that will enhance the area or that is more consistent with the architecture and design of the site; and, 3.The sign adjustment will not result in a sign that is inconsistent with the purpose of the zoning district in which the property is located or the current land use. While the above criteria are not directly referenced for a PUD Amendment request to add signage to a property, they do provide guidance for evaluating these types of applications. The PUD process itself permits the City to be flexible with signage standards depending on the needs of a particular use. In this case, criteria one and three are most applicable. 3. Chapter 13 Zoning Code: 1325.05, Subd. 8 Additional Design Standards for New Development Redevelopment, and Modifications to Existing Sites in the B2 and B3 Districts Section 1325.05, Subd. 8 of the Zoning Code establishes design standards for the business districts of Arden Hills. The standards in this section are only applicable to the building or site components being developed or altered. In this case, the specific guidelines on signs are pertinent: 1.Business signs shall be architecturally compatible with the style, composition, materials, colors and details of the building and should be an integral part of the building. Signs shall be incorporated into the facades of the building rather than extending past the roof line and should not project more than twelve (12) inches beyond the plane of the facades. Retail business wall signs shall be located in a position above the front window that is City of Arden Hills Planning Commission Meeting for July 10, 2013 36 Page of located consistently among stores. 2.All other provisions in Chapter 12, Sign Code, shall apply. The proposed signage in the plan meets the requirements contained in Section 1325.05, Subd. 8 of the Zoning Code. Findings of Fact The Planning Commission must make a finding as to whether or not the proposed PUD Amendment at 3585 Lexington Avenue North would adversely affect the surrounding neighborhood or the community as a whole based on the aforementioned factors. Staff offers the following findings for consideration: 1.The Walgreens building was approved by the City on July 13, 2009 as part of Phase One of the Arden Plaza Redevelopment Proposal in Planning Case 09-011. 2.The original Planned Unit Development was approved for 99 square feet of wall signage on the property. 3.An amendment to the PUD permit is required for additional wall signage. 4.The applicant is proposing 97.6 square feet of additional wall signage for the property. 5.The proposed PUD Amendment is in considerable conformance with the requirements of 6. Zoning Code. 7. requested by the applicant due to site conditions unique to the property at 3585 Lexington Avenue North. 8. through a negotiated process with a developer. 9.The proposed signage would not have a negative impact on adjacent properties or the City as a whole. Notice Notice was published in the Arden Hills/Shoreview Bulletin and notice was prepared by the City and mailed to residents within five hundred (500) feet of the subject property. Resident Comments Staff has not received any letters, e-mails, or telephone calls from property owners or occupants in regards to this planning case. City of Arden Hills Planning Commission Meeting for July 10, 2013 46 Page of Staff Recommendation Based on the submitted plans and findings of fact, Staff recommends approval of Planning Case 13-010 for a Planned Unit Development Amendment at 3585 Lexington Avenue North. Staff recommends the following five conditions to be included with the approval: 1.The project shall be completed in accordance with the plans submitted as amended by the conditions of approval. Any significant changes to these plans, as determined by the City Planner, shall require review and approval by the Planning Commission and City Council. 2.The 97.6 square feet of wall signage shall be divided between two wall signs measuring 40.2 square feet and 8.6 square feet to be located on the north building wall, and two wall signs measuring 40.2 square feet and 8.6 square feet to be located on the west building wall. 3.Wall signs shall be comprised of individual cut letters and shall not extend more than twelve (12) inches from the wall they are attached to. 4.The applicant shall apply for a sign permit prior to installation of the signs. 5.Pr revised development agreements pertaining to the property at 3585 Lexington Avenue. Options 1. Recommend Approval with Conditions: Motion to recommend approval of Planning Case 13- 010 for a PUD Amendment at 3585 Lexington Avenue North based on the findings of fact and the submitted plans as amended by the five conditions in the July 10, 2013, Report to the Planning Commission. 2. Recommend Approval as Submitted: Motion to recommend approval of Planning Case 13-010 for a PUD Amendment at 3585 Lexington Avenue North based on the findings of fact and the submitted plans in the July 10, 2013, Report to the Planning Commission. 3. Recommend Denial: Motion to recommend denial of Planning Case 13-010 for a PUD Amendment at 3585 Lexington Avenue North based on the following findings of fact: findings to deny should specifically reference the reasons for denial and why those reasons cannot be mitigated. 4. Table: Motion to table Planning Case 13-010 for a PUD Amendment at 3585 Lexington Avenue North in order to gather the following information: a specific reason and/or information request should be included with a motion to table. City of Arden Hills Planning Commission Meeting for July 10, 2013 56 Page of Deadline for Agency Actions The City of Arden Hills received the completed application for the request on May 28, 2013. Pursuant to Minnesota State Statute, the City must act on this request by July 27, 2013 (60 days), unless the City provides the petitioner with written reasons for an additional 60 day review period. The City may, with the consent of the applicant, extend the review period beyond the initial 120 days. Attachments A.Application and Supporting Materials B.Site Location and Aerial Map City of Arden Hills Planning Commission Meeting for July 10, 2013 66 Page of UNFINISHED BUSINESS MEMORANDUM DATE: July 29, 2013 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: Terry Maurer, Public Works Director SUBJECT: Round Lake Road Feasibility Report Consultant Selection Budgeted Amount: Actual Amount: Funding Sources: $2,627,650 Draft 2014 CIP $13,790 for Feasibility Report Sewer, Water and Surface Water Utility Funds, TIF District Requested Action Direct staff to enter into a contract for engineering services to complete a Round Lake Road feasibility report with Elfering and Associates based on the proposal submitted on July 22, 2013, at a cost not to exceed $13,790. Discussion As directed by the City Council at the June 24, 2013, meeting, staff requested proposals from the three consultants currently working for the City on other projects (Bolton and Menk, Elfering and Associates and Kimley Horn) for the completion of the Round Lake Road feasibility report. This direction followed the preliminary CIP discussion at the June 17, 2013, Work Session where it was suggested by staff that the Round Lake Road project be moved to 2014. The project is in the current version of the draft 2014-2018 CIP in 2014 at an estimated total project cost of $2,627,650. Attached is a copy of the Request for Proposals that was sent to our three consultants. All three responded with proposals. Kimley Horn and Elfering and Associates took virtually similar approaches to the work relative to the hours estimated per task. Bolton and Menk took a more in depth approach to the work scope estimating approximately twice as many hours. The costs provided for the scope of services requested for each of the consultants is as follows: 12 Page of Elfering and Associates $13,790 Kimley Horn $25,680 Bolton and Menk $38,250 Staff has met with Elfering and Associates to review their proposal to ensure that they had all requested items included. Staff is comfortable that the Elfering proposal is complete and will provide a complete feasibility report. It should be noted that the Request for Proposals states that the City will hire a geotechnical firm to provide a report on the subsurface soil conditions to be used in the preparation of the feasibility report so that will be an additional cost. Recommendation Staff has requested and received three proposals from engineering consultants for the preparation of the Round Lake Road feasibility report. After reviewing the three proposals, staff recommends that Elfering and Associates be retained at a cost not to exceed $13,790 for the preparation of the Round Lake Road feasibility report. Attachment Copy of the Request for Proposals 22 Page of Attachment A COUNCIL COMMENTS MEMORANDUM DATE: July 29, 2014 TO:Honorable Mayor and City Council Members FROM: Patrick Klaers, City Administrator SUBJECT: 2014 LJFD Budget Background The Lake Johanna Fire department (LJFD) draft budgets were presented and discussed at th the July 17 Board meeting. No decisions were made that this meeting and a special meeting of the Board is expected to be held in later August to consider the budget. Attach is the summary page for each of the two options being discussed for the 2014 operating budget. Also attached is the proposed 2014 Capital budget pages. The final share of the budget went down from 26.2% in 2013 to 25.6% in 2014. Board member Holden and I will be at this Council meeting to talk about the LJFD budget proposal. Attachments Attachment A: Two Proposed Budget Options Attachment B: 2014 Capital Budget Attachment C: Funding Formula Attachment A Attachment C