HomeMy WebLinkAbout9-16-13-WSDavid Grant
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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
AGENDA ITEMS
1.A.Gateway Signs
PM
Terry Maurer, Public Works Director
Documents:MEMO.PDF,ATTACHMENT A.PDF, ATTACHMENT B.PDF, ATTACHMENT C.PDF,
ATTACHMENT D.PDF, ATTACHMENT E.PDF, ATTACHMENT F.PDF, ATTACHMENT G.PDF,
ATTACHMENT H.PDF, ATTACHMENT I.PDF
1.B.Benchmarks For Compensation Study
PM
Sue Iverson, Director of Finance and Administrative Services
Documents:MEMO.PDF,ATTACHMENT A.PDF
Franchise Fees
PM
Patrick Klaers, City Administrator
Documents:MEMO.PDF,ATTACHMENT A.PDF, ATTACHMENT B.PDF, ATTACHMENT C.PDF
Bethel Concept Review
PM
Ryan Streff, City Planner
Documents:MEMO.PDF,ATTACHMENT A.PDF, ATTACHMENT B.PDF, ATTACHMENT C.PDF
1.E.Retreat Ideas/Date
PM
Sue Iverson, Director of Finance and Administrative Services
Documents:MEMO.PDF,ATTACHMENT A.PDF
1.F.Policy Regarding Newsletter Articles
PM
Patrick Klaers, City Administrator
Documents:MEMO.PDF
1.G.Upcoming Meeting Schedule/Agendas
PM
Patrick Klaers, City Administrator
Documents:MEMO.PDF
COUNCIL COMMENTS
AGENDA ITEM
MEMORANDUM
DATE: September 16, 2013
TO: Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
FROM: Terry Maurer, Public Works Director
SUBJECT: Gateway Signs
Background/Discussion
The City Council directed staff to investigate possible gateway signs at three locations:
County Road E2 and Cleveland Avenue
County Road D and Lexington Avenue
Highway 96 and Lexington Avenue
Attached is a map (Attachment A) that shows the three general locations that were reviewed.
In reviewing these three sites staff, consulted with Nick Tamble of LLG Gardens and Jay
Higgins of Fourth Dimension, both of whom were involved with the gateway sign and
landscaping recently installed at the triangle property. Both Nick and Jay are going to try to be
Also, for each of these sites staff reviewed the Ramsey County GIS map for ownership,
investigated the location of City water if irrigation is considered, and for the top two sites listed
above, called for Gopher One utility locations and created a map of the site using our handheld
GPS unit.
Staff is also trying to schedule a meeting with the Ramsey County R-O-W Permits person prior
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Attached is the following information for each of the three sites:
1.County Road E2 and Cleveland Avenue
Ramsey County GIS map (Attachment B)
Site map showing features (Attachment C)
Photo of southwest corner with gateway sign (Attachment D)
2.County Road D and Lexington Avenue
Ramsey County GIS map (Attachment E)
Site map showing features (Attachment F)
Photo of northwest corner (Attachment G)
3.Highway 96 and Lexington Avenue
Ramsey County GIS map (Attachment H)
Nick Tamble sketch plan (Attachment I)
The following is a general discussion about issues, timing, and estimated costs for the three sites:
A.County Road E2 and Cleveland Avenue
The sign size should be similar to the triangle property (10 ft. wide X 6 ft. high).
The sign placement on the southwest corner will likely have to be set back from the
corner to keep the site triangle clear for the motoring public.
The sign can be installed without a garden or other amenities because of the well kept
lawn area.
The sign should be lighted (both Nick and Jay feel this is important).
The sign should be set back from County Road E2 for a possible future sidewalk/trail
after the 35W bridge is rebuilt.
The cost of the sign with installation would be similar to the triangle property ($10,000-
$11,000). The cost of an electrical drop would need to be added to this amount.
A site on the north side of County Road E2 could be considered. It would have more of a
natural backdrop but could be placed closer to Cleveland/35W providing more visibility
of traffic exiting 35W.
B.County Road D and Lexington Avenue
A similar sized sign (10 ft. X 6 ft.) would work well.
The site would require additional landscaping and garden to provide a backdrop and a
visually pleasing site.
City water is right adjacent to the site so irrigation is possible.
Sign costs would be in the $10,000-$11,000 range. A garden, trees/bushes, sod and
irrigation could add another $8,000-$12,000.
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C.Highway 96 and Lexington Avenue
The sign would need to be enlarged; Nick and Jay thought perhaps 12-14 feet wide and 8
feet high.
No City water is readily available to the site (800 feet west on Hwy 96) so irrigation may
be cost prohibitive.
However the City
tanker would be needed to get the vegetation established and during times of extended
draught.
would represent the top end of cost. Lower costs could be achieved
by removing items (vegetation and/or rock features) as long as a critical mass sufficient
for the size and prominence of the site were maintained (this is something that Nick can
comment on).
The cost of a larger sign would be in the $15,000 range and the full implementation of the
sketch plan could run an additional $45,000 to $55,000.
Both of the first two sites could be completed in 2013 if the Council gave direction to proceed at
an upcoming meeting. The Hwy 96/Lexington site will take longer to plan and implement. Staff
would like some discussion about these three sites and direction on how to proceed.
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Attachment A
Attachment C
AGENDA ITEM
MEMORANDUM
DATE: September 16, 2013
TO: Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
FROM: Sue Iverson , Director of Finance and Administrative Services
SUBJECT: Compensation Study Discussion on Benchmark Cities
Background
At the June 24, 2013 regular City Council meeting, the City Council authorized staff to enter into
a contract with Springsted, Inc., for a Position and Classification Study along with Pay Equity
reporting. As part of that process, benchmark cities need to be determined and a Pay Philosophy
discussion should be held with the City Council.
Discussion
Ann Antonson, Springsted, Inc., will be present at the work session to discuss benchmarks and
Pay Philosophy with the City Council. To give the Council some background, attached is a copy
of the RFP which includes the objectives for this phase of the study and other information
(please note, the complete original RFP was included in the June 24, 2013, packet).
Ann will be bringing materials with her to the work session to facilitate the benchmark and Pay
Philosophy discussion with the Council.
Requested Action
Staff requests Council direction on setting benchmark cities for the compensation study.
Attachment
Attachment A: Springsted Proposal
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Attachment A
City of Arden Hills, Minnesota
Proposal to Provide
a Position Classification and Compensation System Study
1. References of Municipalities in the State of Minnesota
Springsted has complete comprehensive classification and compensation studies for the following within
the last 5 years.
Pope County, Minnesota City of Sauk Centre, Minnesota
Mr. Jim Thoreen Ms. Vicki Willer
County Coordinator City Administrator
320-634-5029 320-352-2203
Waseca County, Minnesota City of Waite Park, Minnesota
Ms. Laura Elvebak Ms. Shaunna Johnson
County Administrator City Administrator
507-835-0630 320-252-6822
City of Becker, Minnesota City of New Hope, Minnesota
Mr. Greg Pruszinske Mr. Rich Johnson
City Administrator Human Resources Manager
763-261-4302 763-531-5115
City of Bemidji, Minnesota City of Moorhead, Minnesota
Mr. John Chattin Ms. Jean Thompson
City Manager Human Resource Director
218-759-3565 218-299-5166
City of Dayton, Minnesota City of Cloquet, Minnesota
Ms. Erin Stwora Mr. Brian Fritsinger
Assistant to the City Administrator City Administrator
763-427-4589 218-879-3347
Yellow Medicine County, Minnesota
Mr. Ryan Krosch
County Administrator
320-564-3132
Springsted has also recently completed studies for the following Minnesota public sector organizations:
City of Baudette
City of Crystal
City of Grand Rapids
Le Sueur County
City of New Brighton
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City of Arden Hills, Minnesota. Proposal to Conduct a Position Classification and Compensation System Study
Springsted is in the process of conducting studies for the following Minnesota public sector organizations:
Beltrami County
City of Bemidji
City of Carver
City of Coon Rapids
City of Mahtomedi
City of Moorhead
City of New Prague
Renville County
City of Shakopee
Todd County
Wabasha County
City of Warroad
Springsted Incorporated has been providing classification, compensation and benefits and organizational
analysis consulting services for approximately 25 years. We work specifically for local government entities,
including Cities, Counties, Towns and public agencies. We have provided these services for a wide range of
public sector organizations, from those with fewer than 10 employees to those with more than 3,000 employees.
In 2009 through 2011, we completed more than 90 classification and compensation projects and in addition
started and completed multiple compensation and classification projects in 2012 in various locations throughout
the United States. Springsted can provide a comprehensive listing of classification and compensation projects
upon request.
2. Names and Backgrounds of the Personnel to be Assigned to the
The Springsted team consists of staff with extensive experience in classification and pay, human resources
management, organizational and productivity improvement, financial management and local government
(both city and county) operations. All consulting team members have excellent academic credentials
hands-on local government and human resources management experience.
Ann S. Antonsen
Vice President and Consultant
Ms. Ann Antonsen will serve as the project manager and the CityÓ
the compensation study. She will coordinate the Springsted proj
all work products meet the City's needs and objectives. Ms. Antonsen is a consultant
with a strong background in organizational management and human resources that she
uses effectively in developing position analyses, classification
studies, performance evaluation studies and in conducting executive search efforts for
the public sector. She also specializes in performing organizat
personnel policies and manuals and in conducting organizational management training sessions.
2
City of Arden Hills, Minnesota. Proposal to Conduct a Position Classification and Compensation System Study
Rebecca J. ÐBeccaÑ Edberg
Project Manager
Ms. Becca Edberg joined SpringstedÓs Management Consulting Group in the fall of
2008. She has a human resources generalist knowledge base, spec
classification and compensation studies, performance evaluations, executive search and
benefits review. Ms. Edberg has a degree in Human Resources Management from
Winona State University in Minnesota and is a certified human re
3. Information Stating your OrganizationÔs Approach to the Development of a Compensation
System and Organizational Review for City of Arden Hills
Springsted is pleased to submit this proposal to conduct a comprehensive review and update and/or the
design/development and implementation of a classification and compensation system for the City of Arden Hills.
The City currently uses a system which was reviewed and updated in 2007. Since that time there have been
changes in classification and adjustments to the compensation schedule.
Springsted will conduct a study of the CityÓs 18 positions (covering 26 employees, both non-represented
employees and employees covered by the CityÓs Local 49 bargainin
in developing a classification and compensation system which meets the goals established by the City and
that can be maintained by the City.
The system Springsted will develop will:
Comply with Minnesota Statutes 471.991-471.999;
Establish fair and equitable compensation relationships between positions within the City;
Reflect relevant market conditions outside the organization;
Apply to all City positions professionally, consistently and objectively;
Include employee input and participation as an integral part of
Provide a strategic plan for implementation and ongoing maintenance in accordance with best practices; and
Meet the requirements of the State of Minnesota Local Government
Our experience and project approach in the development of a compensation system and organizational review
takes into consideration two key variables: process credibility and outcome credibility. Process credibility is
the realization to all involved, in particular the staff that the methodology used is credible, reasonable and fair
to all concerned. In addition, the information and communication must be transparent, honest and timely.
Outcome credibility is the realization that the information and data used to develop the findings and
conclusions is comprehensive, complete and applied consistently and appropriately without bias or preference
to any particular person, persons or individual agenda. If these two objectives are realized,
recommendations, outcomes and future implementation are on a strong foundation. This distinction is unique
in our business and is a contributing factor to the benefits and strengths of the Springsted team.
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City of Arden Hills, Minnesota. Proposal to Conduct a Position Classification and Compensation System Study
The proposed project approach and study methodology are outlined below. The scope of services, timeline, tasks and
staffing necessary to successfully complete this project are disssed in subsequent sections of this proposal. The project
approach was developed to include employee and management involvement and communication as requested by City of
Arden Hills. Springsted is willing to adjust any aspect of this study to respond to the CityÓs needs.
1.Project Initiation
The Springsted project director will meet with the CityÓs designated project manager and other
appropriate personnel to establish working relationships and to finalize a comprehensive work plan and
timetable. At this meeting, we will request that the project manager provide us with the background
materials necessary to conduct this study, including current jobescriptions, classification and
compensation documents, a copy of the labor agreement currently
fringe benefit information and other relevant data. This information will be evaluated to determine
status of existing human resource management programs and to identify apparent issues and
opportunities. The purpose of the meeting is to:
1.Introduce the Project Director and the consulting team;
2.Discuss the background and experience of Springsted and the consulting team;
3.Discuss, in detail, the methodology to be used in conducting the study; the role of the consulting
team and management and employees and the amount and type of employee participation;
4.Ascertain the major issues the City wants the study to address;
5.Review the project schedule and determine significant milestones
6.Determine the frequency and content of status reports; and
7.Discuss methods of communicating the status of the study to empl
In order to assess the existing Compensation Plan, Springsted will meet individually with department heads
to become familiar with department structure and services, staffing levels, hiring and retention issues, any
concerns with the current compensation plan and any other issues that may need to be addressed during the
course of the study.
2.Data Collection
Employees play a major role in providing the data needed for this study. Therefore, it is imperative that
employees receive information about the study and why it is being conducted, be given opportunities for
employee involvement throughout the process, learn the expected
to ask questions and express concerns.
Springsted will conduct employee informational meetings to introduce the study, explain study procedures
and answer any questions employees may have about the process. These meetings will be scheduled and
conducted to ensure that all employees have the opportunity to attend and to not disrupt the operations of
the City. Union representatives will be invited to attend this meeting to ensure that they are familiar with
the study and have the opportunity to ask questions regarding th
Employees will receive a Position Analysis Questionnaire (PAQ) at this time. The questionnaire provides an
opportunity for each employee to provide input on education, tra
requirements of the position and provide input on the various job factors which apply to their position.
Employees will also identify the specific physical requirements
in the consultantÓs review for compliance with the Americans with Disabilities Act. Springsted will spend time
at the meeting reviewing the PAQ and responding to employee ques
review the current job description for their position and provide input regarding suggested or required changes.
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City of Arden Hills, Minnesota. Proposal to Conduct a Position Classification and Compensation System Study
The information gathered from the PAQs will provide the information to be used during the job evaluation
process and, along with the CityÓs updated job descriptions, to assist in gathering wage data from comparable
organizations. Information provided and included in the job descriptions and job evaluation is based
requirements of the position, not on individual employee qualifi
During the informational meeting, we will also explain the supervisorsÓ role in completing and signing off on
the PAQs. The questionnaire is designed to allow supervisors to provide information and comment on
employee responses without altering employee responses. This allows the consultant to review complete,
unedited responses from employees and supervisors. Supervisors will also be asked to review job descriptions
and provide input for change and on employee submitted revisions. In instances where the employee and
supervisor view the position requirements differently, Springsted will conduct job audits to obtain more
information. Audits will be scheduled to minimize disruption to City operations. If necessary, meetings can be
scheduled at the beginning or end of a shift to facilitate employee attendance. A sample PAQ is provided for
the CityÓs review, in Appendix I.
3.Preliminary Classification and Position Descriptions Review
Upon receipt of the completed PAQs and proposed job description Springsted will review the
information provided by employees and theirsupervisors. Based on the information provided, Springsted
will make recommendations for any changes in existing job descriptions, creation of new job
descriptions and any revisions in the physical requirements and working conditions which may be
necessary to assure compliance with the Americans with Disabilities Act. At this time, we will also
review each positionÓs designation under the Federal Fair Labor Standards Act.
Revised and proposed job descriptions will be submitted to the City for review and comment. Springsted
will make modifications to the descriptions as deemed appropriate. Any disputed content in job
descriptions will be presented to the CityÓs project manager for
4.Job Evaluation and Development of Pay Plan
In order to determine appropriate salary levels of positions in the workforce and to address the issue of
comparable compensation, Springsted will conduct a comprehensive salary and benefits survey to
compare City positions with analogous positions in other comparable agencies in the area labor market.
By gathering and analyzing information on wages, wage equivalents and benefits, a comparison of total
compensation can be reviewed in comparison to the CityÓs established market area. External market
comparisons for positions will be based on similar organizational structure, population, geographic location,
.
job responsibilities, scope of authority, financial, socio-economic, growth and other relevant factorsThe
study team will consult with City management and designated staff in identifying the appropriate sources
of survey data. Springsted will develop the salary survey in conjunction with the City.
It is recommended that potential survey data pertain to organizations comparable to City of Arden Hills,
relate to those organizations with which the City is competing for employees and represents the
appropriate labor market.
There are different labor markets for positions. Some positions are recruited from the local area, while
others are recruited regionally and/or nationally. The consulting team will work closely with the staff
and the CityÓs Personnel Committee in determining the appropriate labor market for positions.
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City of Arden Hills, Minnesota. Proposal to Conduct a Position Classification and Compensation System Study
While salary survey data will assist the City in establishing its position in the competitive market, job
evaluation is the mechanism that ensures that internal relationships are equitable and in compliance
the Minnesota Local Government Pay Equity Act.
Springsted has developed and copyrighted a job evaluation system known as Systematic Analysis and
®®
Factor Evaluation (SAFE) System. The SAFE system is a unique job evaluation method designed to
measure job factors which apply specifically to local government. This system has been successfully
used for many years, both in Minnesota and throughout the country and has been reviewed by the
United States District Court, in conjunction with an Equal Employment Opportunity (EEO) suit, and
found acceptable to the Court. The system has also been accepted by the State of Minnesota under the
requirements of the Local Government Pay Equity Act.
The system rates and ranks jobs based on various skill levels and work factors. The result is an
equitable and consistent method of evaluating jobs and relating positions to the compensation plan.
system facilitates proper and equitable comparisons between and among positions, and minimizes the
appearance of favoritism in evaluating, rating and ranking jobs.
Each position will be evaluated and assigned to an appropriate salary grade based on the classification
system and prevailing rates paid by survey participants.
The elements considered in determining the relative value of classifications are:
Training and Ability Experience Required
Level of Work Human Relations Skills
Physical Demands Working Conditions/Hazards
Independence of Actions Impact on End Results
Supervision Exercised
This system can be maintained by City of Arden Hills. Springsted provides training to individuals
®
assigned by the City to this task on utilizing the SAFE System to evaluate newly created positions
and re-evaluate revised positions, ensuring that the City has the capability to maintain the system
internally if it so chooses.
Based on the wage and benefits data analysis and the job evaluation system, Springsted will recommend
revisions/updates to the compensation plan or development of a n
The plan will be developed in accordance with information obtained from the City regarding its pay
philosophy as well as goals and objectives established for its compensation program, including the
option for a performance based component. Recommendations for the CityÓs compensation plan will
have the ability to coordinate with the CityÓs labor agreement with Local 49. In the development of the
proposed compensation plan, Springsted will attempt to equal the market rate for all positions and
identify any deviations from the market rate in writing in the Final Report prepared for the City.
Springsted will review options with the City to address compensation plan structure, the spread for pay
ranges, the relationship between ranges and adjustments needed to ensure that the City remains
competitive with the labor market.
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City of Arden Hills, Minnesota. Proposal to Conduct a Position Classification and Compensation System Study
5.Development of the CityÔs Compensation Policy
A pay philosophy guides the design of a compensation system and answers key questions regarding pay
strategy. It generally takes a comprehensive, long term focus and explains the compensation programÓs
goals and how the program supports the employerÓs long-range strategic goals. Without a pay
philosophy, compensation decisions tend to be viewed from a short-term tactical standpoint apart from
the organizationÓs overall goals.
Market competitiveness and internal equity are among the most important areas addressed in a pay
philosophy. An organizationÓs desired market position involves defining the market and identifying where the
organization wants to be positioned within that market. Market position should balance what it takes to attract
new employees and retain skilled employees (in other words, elim
leave the organization) with the organizationÓs financial resources. Internal equity expresses an organizationÓs
desire to provide comparable pay to positions with comparable duties and responsibilities.
A pay philosophy should be developed that establishes a compensation program based on individual em
performance as a key feature of the pay philosophy. Therefore, we emphasize references to performance in the
pay philosophy discussion. As part of the study, it is recommended that the City consider these concepts in the
adoption of a formal pay philosophy:
Providing fair and equitable rates of pay to employees;
Defining the CityÓs market area;
Developing a system that establishes a Ðmarket rateÑ for each po
and maximum rates that the City will pay individuals within a po
Establishing rates of pay that allow the City to compete successfully for new employees within
its market area;
Establishing a market position that is fiscally responsible with public resources;
Ensuring that pay rates for existing employees are based on individual performance that meets or
exceeds expectations and reflects changing economic conditions;
Developing a compensation system that allows employees to progre
long as their performance consistently meets expectations;
Developing pay administration policies and procedures that ensure their consistent application
between departments; and
Ensuring that the compensation program is understandable to employees, supervisors, managers,
the City Council and the public.
Springsted will meet with the CityÓs Personnel Committee to discuss development of the CityÓs pay
philosophy.
6.Employee Communications
Springsted will develop a communications strategy to inform employees of job evaluation and pay grade
assignments. Employee communications will be developed explaining the study methodology, employee input
opportunities, study recommendations and the process used for reviewing requests for reconsideration by
employees who do not agree with the assigned classification. The consultant will participate in the review of
employee requests for reconsideration.
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City of Arden Hills, Minnesota. Proposal to Conduct a Position Classification and Compensation System Study
7.Implementation Strategy
Springsted will propose a plan to implement the study recommendations that coincides with the financial and
budgetary requirements of City of Arden Hills and the needs of employees. An estimate of the cost of
implementation will be provided. The consultant will ensure that the new plan is in compliance with the
requirements of the State of Minnesota Local Government Pay Equi
8.Staff Training
At the conclusion of the study, Springsted will train members of the staff in the methodology used to develop,
maintain and update all aspects of the compensation plan, and how to determine the validity of requests for
reclassification. The training program will include the rating, ranking and salary grade assignments of positions.
Instruction manuals pertaining to the job evaluation system will be prepared and presented. The Springsted team
will remain available to the staff for additional consultation after the study has been completed.
9.Final Report
The final report will be a document containing the following:
Detailed study methodology;
Discussion of the consulting teamÓs findings, conclusions and recommendations regarding proposed
changes in job descriptions, salary structure, compensation philosophy, pay and compensation
mechanisms, estimated cost and implementation plan;
List of positions and the assignment of each to the compensation
Identification of positions that are exempt from FLSA overtime r
Updated job descriptions;
Salary and benefits survey results;
Job evaluation factor analysis for each position; and
Status under the State of Minnesota Local Government Pay Equity
Springsted staff will meet with designated City officials to present and explain the findings outlined above
at a time designated by the Project Director.
Copies of study documents will be provided in both written (in a number to be identified by the City) and
electronic form.
10.Post Contract Maintenance
Springsted Incorporated can provide ongoing assistance to clients after completion of a classification and
compensation study. Post-contract maintenance services include assisting the City with development of new or
revised job descriptions, assignment of positions to the classification plan, determining the FLSA status of a new or
revised position and conducting job evaluations for reclassification requests and new positions created by the City.
Springsted can also assist the City in preparation and submission of its next Minnesota Pay Equity report.
Springsted will assist the City in the revision or development of policies and procedures for administering and
maintaining the classification and compensation plan, including policies concerning requests for reclassifications,
compensation plan administration and adjustments and how employe
schedule.
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City of Arden Hills, Minnesota. Proposal to Conduct a Position Classification and Compensation System Study
AGENDA ITEM
MEMORANDUM
DATE: September 16, 2013
TO:Honorable Mayor and City Council Members
FROM: Patrick Klaers, City Administrator
SUBJECT: Franchise Fees
Background/Discussion
The City Council has discussed the possibility of establishing a franchise fee for gas and
electric utilities at a number of work sessions. The most recent discussion was on July
th
15 and these work session minutes are attached for your reference.
Colette Jurek, Manager, Community Relations/Economic Development, for Xcel Energy
th
is our representative and contact on this franchise fee issue and was at the July 15 work
th
session. Colette took the feedback that she received from the Council on July 15 and
worked on the numbers. The numbers that she analyzed related to both the desired
revenue level and the amount/type of utility customers. A Franchise Fee Scenarios report
from Colette is attached for your review. The consideration points at the bottom of the
attachment will need some Council discussion at the work session on Monday. Colette
will be at this work session.
When looking at the customer count information that Colette provided to the City in her
June 14, 2013 email (see attachmentwith the Scenarios report
and come to the following conclusions:
34.16% of the electric revenues come from the Residential classification
51.43% of the gas revenues come from the Residential classification
When combining the electric and gas together, 39.47% of the total
revenues come from the Residential classification.
Additionally, 69.25% of the total revenues come from the electric utility and 30.25% of
the revenues come from the gas utility.
Attachments
Attachment A: July 15, 2013 Minutes
Attachment B: Franchise Fee Scenarios Report
Attachment C: June 14, 2013, Email from Colette Jurek
Attachment A
ARDEN HILLS CITY COUNCIL WORK SESSION JULY 15, 20133
Councilmember Holden
stated that dynamic display has not been allowed in the past and the
City was successful in a previous signage lawsuit. She indicated that she is open, but cautious
about possible changes to the City sign ordinance.
Councilmember Holmes
was open to amending the sign code to allow dynamic display signs to
an extent. She thought it only fair to consider the sign application given the fact a similar sign
was already approved for Holiday.
Mayor Grant
stated that one thing to consider with gas station price signs is that the sign may
only change once a day, or every couple of days. He commented that the overall size of the sign
should also be taken into consideration. He reported LED does not cast a great deal of light. He
recommended reviewing the provisions in the City Code regarding lighting to see if updates are
needed to address LED lights.
Councilmember Werner
questioned the dimensions of the existing sign.
Community Development Intern Bachler
stated that the sign is roughly 75 square feet in size
and is currently non-conforming.
Councilmember McClung
did not object to the LED gas station price sign so long as the price is
only changed once a day. He recommended that all future LED sign requests be reviewed on a
case by case basis.
The Council supported reviewing the sign request further, but their consensus is that the sign code
should not be amended at this time.
C.Franchise Fees
City Administrator Klaers
stated that per Council direction, earlier this year he discussed
franchise fees with neighboring City Managers and learned that Mounds View and New Brighton
have existing franchise fee programs and that Shoreview has just approved a franchise fee. Staff
has also
He has also spok
evaluating a franchise fee program.
City Administrator Klaers
commented that the Council discussed the possibility of establishing
a franchise fee program during the June 17, 2013, work session. The additional revenue would
maintenance issues. Benefits of a franchise fee were further reviewed, noting an electric franchise
fee would generate more income than a gas franchise fee.
City Administrator Klaers
reviewed the estimated revenues that would be generated noting
properties within the City would be charged a flat fee. He requested that the Council discuss the
matter further and provide staff with feedback.
Colette Jurek
, Xcel Energy, introduced herself to the Council, and stated that she would be the
Xcel Energy issues.
ARDEN HILLS CITY COUNCIL WORK SESSION JULY 15, 20134
Ms. Jurek
reviewed the proposed flat rate further with the Council and discussed the history of
franchise fees. She commented that the flat rate allowed residents to better budget for their
heating and electrical bills. She explained that the flat rate would be charged once per meter on a
premise.
Councilmember Holden
expressed concern that all properties would be charged a flat fee by
classification and that the revenues generated would not be based on user consumption.
Discussion ensued regarding how apartment complexes, Presbyterian Homes, and Bethel
University would be charged franchise fees.
Ms. Jurek
explained that if a franchise fee were pursued, a bilateral agreement would be signed
between the City and Xcel after all terms were agreed upon by both parties. She commented that
the fee would have to be fair and balanced and not be burdensome to any user within the City.
Councilmember McClung
stated that originally he was supportive of the franchise fee, but after
reviewing the information further, he has concerns with the regressiveness of the plan. He did not
feel it was fair that a flat rate was being charged to all homeowners. He wanted to see the rate
vary by use or by home value.
Councilmember Holden
asked if residents on energy assistance would be charged the fee.
Ms. Jurek
stated that this was the case.
Councilmember Holmes
questioned if two residential franchise fee rates could be established for
large users and small users.
Ms. Jurek
stated that this would not be possible.
Councilmember Holden
supported the flat rate due to the fact the proposed park improvements
would benefit each residential property regardless of their value in the same manner. She
commented that homes with higher property values were already charged higher property taxes.
Mayor Grant
discussed the proposed flat rate and how this would affect Arden Hills' residents.
He questioned if commercial properties could be charged a higher flat rate than residential
properties.
Ms. Jurek
stated that there is a little bit of flexibility in this area. She questioned what level of
funding the City was hoping to generate. She reported it would take Xcel approximately 60 days
to set up the franchise fee on the Arden Hills bills.
Mayor Grant
estimated that the City might want to generate approximately $600,000.
Councilmember Holden
was in favor of increasing the rate to 2.9% which would raise
approximately $650,000.
ARDEN HILLS CITY COUNCIL WORK SESSION JULY 15, 20135
Councilmember McClung
stated that if he were to support the franchise fee, he wanted to see the
maximum amount pursued so that the benefit could be passed along to the residents. He
suggested the rate be higher than 3%.
Councilmember Werner
supported the $600,000-650,000 range.
Councilmember Holmes
agreed with this range.
Mayor Grant
was in favor of the $650,000 range and did not agree with going any higher. He
recommended that residential properties franchise fees be lower than commercial properties for
electric.
Councilmember Holmes
stated that she did not want to see the Council drive its commercial
property owners out of the City. She encouraged the Council to be sensitive to this issue. She
recommended the franchise fees be flat between both residential and commercial properties. She
questioned if the franchise fee could be put in place by year end.
Ms. Jurek
stated that this timeline would be possible.
The Council was in favor of proceeding with a franchise fee. The Council suggested staff
continue working on the numbers and report back to the Council at a future meeting.
D. South Water Tower Logo and Color
Public Works Director Maurer
stated that the south water tower was being repainted at this
time. He presented the colors from the north water tower that Council had at an earlier meeting
decided the south water tower should be painted.
He also presented a graphic layout of the logo and a plan view which showed the two logos
generally facing east and west I-694.
E. State of the City Topics
City Administrator Klaers
reviewed an Economic Development Commission list of State of the
City topics with the Council. He noted that the TCAAP redevelopment, B-2 District
improvements, recent development projects, and transportation improvements are recommended
as the main topics of discussion.
Councilmember Werner
indicated that the EDC was in favor of providing a full report on
TCAAP.
Mayor Grant
stated that in the past, each Councilmember presented a topic at the State of the
City meeting.
Councilmember McClung
commented that he would not be able to attend the State of the City
meeting.
Attachment C
AGENDA ITEM
MEMORANDUM
DATE: September 16, 2013
TO: Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
FROM: Ryan Streff, City Planner
SUBJECT: Bethel University Conditional Use Permit
Background/Discussion
During the City Council Work Session on August 19, 2013, Bethel University approached the
City Council with a proposal that included the purchase of the Country Financial property
located at 2 Pine Tree Drive to permit higher education. Bethel spoke with the Council about
their plan to exclusively use the facility for higher education and general office space within the
next 5 to 15 years. Their goal from the work session was to obtain direction from the Council in
order to proceed with their request.
With further direction from the City Council, Bethel has gathered additional information
regarding their plans to occupy the property at 2 Pine Tree Drive. At this time they would like
the Council to review the proposal an additional time before they proceed to the Planning
Commission.
Bethel has provided a detailed summary of their proposed use in terms of growth, traffic and
transportation, parking, lighting and security and signage. Again their objective is to purchase
the building, and as leases expire, fully occupy the structure within 5 to 15 years. During this
time Bethel University would slowly expand their higher education uses, including
administrative offices, general and specialized classrooms, meeting rooms and other general
educational uses into the space.
Traffic & Trails
Planning staff has been in contact with SRF Consulting in regards to the traffic study and parking
analysis for the property. The traffic study and parking analysis will need to be complete before
s proposal moves forward to the Planning Commission.
Staff has also had discussions with Bethel regarding the need for a trail connection between their
main campus and the proposed property at 2 Pine Tree Drive. As a result of these discussions,
12
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the Public Works Director is compiling a cost estimate for the trail connections that are needed
for safe pedestrian movements between the two campuses.
2 Pine Tree Drive
The Country Financial property, currently a multi-tenant building, is approximately 200,000
square feet in size on two tracts of land that total 40.68 acres. The property is located within the
B2 Zoning District, where higher educational uses by conditional use permit are allowed.
Relevant Planning Cases
In June of 2013, the City Council approved CUP #13-008 to allow a higher educational use
within the Country Financial building. The approval granted Bethel University the ability to
occupy approximately 26,000 square feet of space in the building, and required Bethel
University to seek City approval for any expansion or intensification of the use.
Attachments
A.Conditional Use Permit application material September 9, 2013
B.Work Session Minutes August 19, 2013
C.Site Map
22
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Attachment A
Approved:
CITY OF ARDEN HILLS, MINNESOTA
CITY COUNCIL WORK SESSION MEETING
AUGUST19,2013
5:00 P.M. -ARDEN HILLS CITY COUNCIL CHAMBERS
CALL TO ORDER/ROLL CALL
Pursuant to due call and notice thereof, Mayor Grantcalled to order the City Council work
session meeting at 5:03p.m.
Present:
Mayor David Grant;CouncilmembersBrenda Holden, Fran Holmes, Dave
McClung, and Ed Werner
Absent:
None
Also present
: City AdministratorPatrick Klaers;Director of Finance and Administrative
Services Sue Iverson;Public Works Director Terry Maurer; Community Development
Intern Matthew Bachler; City Planner Ryan Streff; Parks and Recreation Manager
Michelle Olson; and Deputy Clerk Amy Dietl
1.APPROVAL OF AGENDA
The Council accepted the agendaas presented.
2.AGENDA ITEMS
A.2014 Fee Schedule
Deputy Clerk Dietl
explained that the Council annually establishes a fee schedule for
administrative, building construction, liquor licensing, copying of maps and ordinances, park and
recreation facility usage, planning and zoning, utilities, business licenses, false alarms, utility fees,
and other miscellaneous permits and penalties that are enforced by the City. Staff reviewed the
current fee schedule in detail with the Council along with the proposed changes for 2014. Staff
requested the Council discuss the proposed fee schedule and provide staff with further direction.
Councilmember Holden
understoodthat the City’s attorney fees are going to increase. She
asked if this increase is reflected in the fee schedule.
ARDEN HILLS CITY COUNCIL WORK SESSION –AUGUST 19, 20132
Councilmember Holmes
wanted to see the increase in attorney fees fairly reflected in the City’s
fee schedule.
Discussion ensued regarding a recent dangerous dog situation that required legal assistance.
Director of Finance and Administrative Services Iverson
commented that these are
administrative fees and are passed along to residents as billed to the City.
Councilmember Holden
requested that staff research whetherfield and irrigation expenses are
adequately being covered and accounted for inthe proposed fee schedule.
Parks and Recreation Manager Olson
explained that the proposed fees docover the City’s
costs.
Councilmember Holden
questioned if the refuse hauler permit covered the City’s expenses.She
requested that staff investigate this further and report back to Council.
Director of Finance and Administrative Services Iverson
stated that the fee for refuse haulers
was established to cover the yearly expense incurred for an administrative background fee.
Mayor Grant
discussed the local gambling tax and questioned what amount the City is
authorizedto collect.
Deputy Clerk Dietl
indicated that City Ordinance states that the Council shall not exceed 3% of
gross receipts.
The Council recommended that the 3% local gambling tax be included in the fee schedule.
Mayor Grant
reviewed the utility rates and expressed concern with the billing rate language.
Director of Finance and Administrative Services Iverson
discussed the language in detail with
the Council.
Councilmember Holmes
inquired if staff would be recovering the City’s fees for expenses on
TCAAP.
City Administrator Klaers
recommended that the TCAAP fees be further analyzed by staff.
Councilmember Holmes
discussed the use of City picnic shelters and inquired why a $50 fee is
charged to residents.She recommendedthat the fee be waived for preapproved neighborhood
groups and National Night Out events.
Further discussion ensued regarding the park fees.
Public Works Director Maurer
supported Councilmember Holmes suggestion by allowing
preapproved neighborhood groups free access to picnic shelters.
ARDEN HILLS CITY COUNCIL WORK SESSION –AUGUST 19, 20133
Councilmember Holden
agreed stating that neighborhood meetings promotea sense of
community.
The Council was in favor of allowing the City’s picnic shelters to be free of charge to preapproved
neighborhood groups.
B.TCAAP Redevelopment Partnership
Community Development Director Hutmacher
stated that Ramsey County has established a
TCAAP Redevelopment Partnership (TRP) to educate the public and build support for the project
and the legislative funding request. The TRP is not a formal or legal entity such as the Joint
Development Authority (JDA). The TRP consists of organizations that have a common goal –the
successful redevelopment of the TCAAP site. TRP members include Ramsey County,the City of
Arden Hills, the Mounds View School District, and the St. Paul Chamber of Commerce (SPACC).
It is anticipated that other municipalities and entities will join the TRP as the project moves
forward. She explained that representatives from the Chamber of Commerce and Ramsey County
were present this evening to address the Council.
Heather Worthington,
Deputy County Manager with Ramsey County, discussed the TRP further
with the Council. She noted that the TRPwilladdress the broader issues regarding the TCAAP
redevelopment. She explained that theCity Managers in the County seethe benefits of this
project and have been kept apprised of the latest happenings at the site. She thanked the Council
for their time this evening and noted that she was present to take questions or comments from the
Council.
Mayor Grant
requested further information regarding the learning center.
Ms. Worthington
commented that the learningcenter willbe a joint effort between the St. Paul
Area Chamber and the County,in addition to contractors and vendors working onsite. The
learning center willbe a construction trailer that could move around the site and willserve as a
mobile classroom for the Mounds View School District. The classesprovided from the trailer
willhave real-world experiences.
Councilmember Holden
expressed frustration with the lines of communication between the City
and the County. She wants to see that communicationimprovesthroughout the redevelopment
process.
Ms. Worthington
stated that the County willcontinue to work on this to improve the partnership
between the City and the County.
Councilmember Holmes
asked if the surrounding communities willtake part in the planning
process.
Ms. Worthington
explained that the surrounding communities have a deep interest in the
TCAAP project and willbe kept apprised of the redevelopmentplans.
City Administrator Klaers
requested further information on the $35 million bonding bill.
ARDEN HILLS CITY COUNCIL WORK SESSION –AUGUST 19, 20134
Matt Kramer,
President of the St. Paul Area Chamber of Commerce,stated that the Chamber is
working to educate the County and business partners to leverage the legislature to gain support on
the bonding for this project. He stated that the redevelopment offered future jobs and tax base
growth, among other things. He explained that by bringing partners together upfront on this
project, the entire community willbenefit.
Mayor Grant
asked who willbe handling correspondence for the TRP.
Ms. Worthington
explained that this willbe conducted by the Chamber of Commerce.
The Council thanked the representatives for the information presented this evening.
The Council took a five minute recess.
C. Bethel University Discussion
City Planner Streff
explained that Bethel University has submitted a letter of intent to purchase
the entire Country Financial property located at 2 Pine Tree Drive. Their objective is to purchase
the building, and as leases expire, to fully occupy the structure within 5 to 15 years. During this
time, Bethel Universitywillslowly expand their higher education uses, including administrative
officers, general and specialized classrooms, meeting rooms and other general educational uses
into the space. As part of their due diligence prior to purchasing the site, Bethel University
intends to apply for a conditional use permit that willallow the entire site to be converted to
educational use.
City Planner Streff
commented that the Country Financial property is currently a multi-tenant
building and is approximately 200,000 square feet in size on two tracts of land that total 40.68
acres. The property is located within the B2 Zoning District, where higher education uses are
allowed by a conditional use permit.
City Planner Streff
indicated that in June of 2013, the Council approved CUP #13-008 to allow a
higher educational use within the Country Financial building. The approval granted Bethel
University the ability to occupy 26,000 square feet of space in the building, and required Bethel
University to seek City approval for any expansion or intensification of the use.He noted that
representative’s from Bethel University are present this evening for comments or questions. Staff
requested that the Council discuss the consolidation of uses and other buildings used by Bethel
University along with the safe connections that could be created between the campuses.
Kathleen Nelson,
Senior Vice President for Finance and Administration at Bethel University,
thanked the Council for their time this evening. She reviewed the previous request from Bethel
University regarding the Country Financial building. She appreciated the City’s willingness to
have another conversation regarding this building and the proposed use by Bethel University. She
presented the Council with a handout and then discussed Bethel’s campus master plan.
Ms. Nelson
stated that the campus’s current limiting factor is size as it is physically constrained
on all boundaries. She explained how the continuing adult/professional studies programs are
expanding and willneed to move off campus. She noted that the original intent with the Country
ARDEN HILLS CITY COUNCIL WORK SESSION –AUGUST 19, 20135
Financial space was to move Bethel’s offices currently located on RedFox into the building along
with the new Physician’s Assistant program.
Ms. Nelson
explained that after the original CUP approval, Bethel received further information
regarding the fact thatCountry Financial was interested in selling their building before year end.
This led Bethel to completely change their approach to the space. Bethelis now interested in
purchasing the entire site toallow for the reconfiguring of the entire campus master plan.
Ms. Nelson
commented that a purchase agreement has been negotiated with Country Financial
and at this time, Bethel plans to proceed with renovating the requested and approved 26,000
square feet of educational space. However, Bethelis interested in seeking a new conditional use
permit that willallow Bethel to grow and expand into the propertyover the next five to 15 years.
She discussed a potential expansion scenario in further detail.She understood that safety and
traffic willbe concerns for the City. She requested feedback from the Council on this proposal.
Mayor Grant
requested further information on Bethel’s campus master plan.
Ms. Nelson
discussed the campus master plan in depth with the Council.
Jay Barnes,
President of Bethel University,provided comment on the growth in the adult
programs noting that the enrollment for traditional students is holding steadyat 2,800 students.
He explainedthat the additional space willallow for Bethel to have space forup to 3,250 students.
It willtake a number of years to reach the projected growth numbers.
Councilmember Holden
expressed concern with the changing vision for Bethel and their
continued need for additional space in Arden Hills.
Ms. Nelson
indicated that Bethel has outgrown its current campus and is proposing to shift around
administrative offices and classes to benefit the University in the long run. She discussed how
education is evolving along with the changing needsof the seminary and how all of these things
are being taken into consideration through the campus master plan.
Mayor Grant
anticipated that the City willneed to have additional conversations regarding how
the property willfit into Bethel’s master plan for future expansion.
Councilmember Holden
stated that Bethel currently rents and owns property in Arden Hills off
campus. She questioned how this property willbe addressed if the Country Financial property is
purchased.
Ms. Nelson
explained that theBethel office center (County Road F building) will be put up for
sale. She noted that the E2 library property has not been purposed to date.
Mr. Barnes
commented that the Pine Tree location willmake buildings 31 and 34 disappear from
thecampus master plan, which willpreserve more greenspace on the campus.
Ms. Nelson
added that the proposed parking garages willbe eliminated if the Pine Tree location is
purchased by Bethel.
ARDEN HILLS CITY COUNCIL WORK SESSION –AUGUST 19, 20136
Councilmember Holmes
asked what Bethelis proposing for a trail connection.She questioned if
Bethelis willing to contribute to a future trail connection, as this would greatly benefit Bethel’s
students.
Ms. Nelson
explained that there is a vision to connect to the trail on the west side of the campus.
It would greatly benefit the campus to have a trail connection from Highway 10, across Snelling
Avenue and down County Road E. She commented that Bethel would be willing to contribute to
the trail connection.
Councilmember Holden
indicated that the City has not budgeted fora trail connection in the
next 10 years. She saw the trail connection to be a safety concern for Bethel’s students. It was
her opinion that Bethel would have to bear a significant part of the expense for the trail
connection.She then asked if Bethel was proposing to have any additional ball fields constructed.
Ms. Nelson
stated that a multi-purposes turf field is proposed in the campus master plan which
willbe used for rec sports.
Councilmember Holden
recommended a traffic study be completed by Bethel to provide the City
with information on how traffic would be affected if the Country Financial building were
purchased by the college.She then discussed the impact on the City of taking the Country
Financial building off the tax rolls.
Mayor Grant
requested further information on the economic impacts Bethel has on the economy.
Ms. Nelson
explained that students are buying gas and shopping at local stores which brings a
great deal of commerce to the City of Arden Hills.In addition, the college offers a number of
cultural events and concerts that are open to the community.
Mayor Grant
stated that the Pine Tree proposal has become a game changer for Bethel
University and that the additional space would be a great strategic move for the campus.
Councilmember Werner
commented that the Country Financial building is currently
underutilized. He discussed how the City was working to revitalize the B2 business district.
Mayor Grant
indicated that the Council may need additional time to process the possibility of
Bethel taking over the Country Financial property. He questioned Bethel’s timeline on this
project and what additional feedback Bethel neededfrom the City.
Ms. Nelson
commented that she was looking for reasonable assurances that Bethel would beable
to use the entire site if the building were to be purchased. She understood that Bethel did not have
a fully developed master plan in place, but would still be seeking a conditional use permit beyond
the 26,000 square feet. She reported Bethel was hoping to close on the property by December 15,
2013.
Mayor Grant
stated transportation and public safety were very important to the City. These
issues would have to be considered further by Bethel.
ARDEN HILLS CITY COUNCIL WORK SESSION –AUGUST 19, 20137
Ms. Nelson
explained Bethel would complete further modeling on the Country Financial site.
Mr. Barnes
excused himself from the meeting, has he had another function to speak at this
evening. He thanked the Council for hearing and considering Bethel’s request.
Mayor Grant
commented the Council would continue to think through this proposition while
keeping in mind the plans put in place for the B2 district.
City Administrator Klaers
anticipated the City would have a CUP in early September, which
would go before the Planning Commission in early October. He indicated additional discussion
would be had by the Council at the work session meeting in September.
Ms. Nelson
thanked the Council for the feedback provided this evening.
Bob Revoir,
Cushman & Wakefield the broker for Country Financial, discussed the value of the
Country Financial property stating the site had dropped from $16 million to $6.25million; and
negotiations with Bethel were even less. He expected the site to sell for well below the property’s
value. He stated he has leased this space to Country for years and has been struggling to find a
buyer.
Further discussion ensued regarding the Country Financial building sale.
Mayor Grant
thanked Mr. Revoir for this information.
D. Gateway Signs
Mayor Grant
explained the Gateway sign was completed at Five Corners. He stated he has
received a great deal of positive feedback on this sign. He indicated the Council had plans to
complete two additional gateway signs in 2013.He recommended the shade of green remain
consistent.He questionedhow the Council wanted to move forward with these signs.
Councilmember Holmes
was in favor of keeping the gateway signs similar.
Councilmember Holden
agreed that the signs should remain the same. She commented this
would more easily make Arden Hills berecognized as a community. She requested further
information from staff on a potential sign at Lexington and County Road 96.
Public Works Director Maurer
stated the GIS shows that this corner was County right-of-way.
He explained the City would have toapply for a County permit, which would allow the City to
use the corner for a gateway sign.
Mayor Grant
commented the corner would need substantial landscaping. He stated the scale of
the sign may have to be adjusted given the level of traffic at this corner.
City Administrator Klaers
indicated the gateway sign at Lexington and County Road 96 may
have to be a 2014 project given the scope of the project.
ARDEN HILLS CITY COUNCIL WORK SESSION –AUGUST 19, 20138
Community Development Director Hutmacher
stated this location may require both 2013 and
2014 sign funds, given the size of the sign location. She commented the Five Corners project cost
just over $30,000 and estimated the proposed location may be $40,000+.
Councilmember Holmes
questioned why the gateway sign projects were becoming so large. She
stated this was not the original vision for the City’s gateway signs. She was in favor of moving
forward with the original $10,000 gateway signs without the large scale landscaping projects.
The Council further discussed the scope and scale of future gatewaysign projects.
Mayor Grant
explained the intersection of Highway 96 and Lexington was a key intersection in
the City. It made sense to him to complete this gateway sign to a larger scale given the traffic at
this intersection. He recommended the Council not proceed with this project, if not done well.
City Administrator Klaers
suggested Nick discuss this matter further with the Council at a
future meeting. This would allow the Council to review the potential scale, size and cost for a
sign at this intersection.
Mayor Grant
asked if the Council had a site in mind for a 2013 sign that would not require lights
and irrigation. He suggested the intersection of 35W and County Road E2be investigated further
by staff.
Councilmember Holden
requested the intersection of Lexington and County Road D also be
investigated for 2013.
3.COUNCIL COMMENTS AND STAFF UPDATES
Councilmember Holmes
asked if the triangle parcel was going to be named as it appeared to
residents to be a park.
Mayor Grant
did not feel itwas necessary to formally name this parcel as a City park. He
discussed a donation that was made to the triangle parcel from Presbyterian Homes.
Councilmember Holmes
discussed the recent State of the City meeting.
Councilmember Holden
reported the City had a large number of dead trees that needed to be
removed. He requested staff review this matter further.
ADJOURN
Mayor Grantadjourned the City Council Work Session meeting at8:10p.m.
____________________________________________________
Patrick KlaersDavid Grant
City AdministratorMayor
Attachment C
Property Boundary
The zoning district designations represented on this map
correspond to the City of Arden Hills official Zoning Map.
¯
Questions concerning the Zoning Map should be directed
to City Hall. Zoning designations are subject to change.
Please refer to the Zoning Code for complete information.
Map Date: August 15, 2013
P:\GIS_Data\Planning\Planning Cases\2013\PC 13-013
AGENDA ITEM
MEMORANDUM
DATE: September 16, 2013
TO: Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
FROM: Sue Iverson , Director of Finance and Administrative Services
SUBJECT: Continuation of Respectful Workplace Training Discussion
Background
In July we did a follow-up session of the May/June Council-Staff training on sexual harassment
and hostile work environment. One result of this session was Council consensus that they would
like to continue the work on team building and respectful work place with Sheila Krejci using a
this new assessment tool, there would be no cost to us for the profiles.
Council had expressed interest in having a retreat and working on this in a full or half day
approach. The results from the profiles of the Leadership Team (Council, City Administrator,
and Directors) have shown low scores for all areas of the five behaviors (trust, conflict,
commitment, accountability, and results).
Discussion
Given the results of the scores and the desire of the Council to work on this area (as it is listed as
one of our goals), we need to have a discussion on how the Council would like to structure this
retreat. Originally, Shelia suggested having a couple of sessions two weeks apart, but she did
say that she feels that we could see some positive results in a full day retreat. We could do
something similar to what we have done in the past where we start out with breakfast, breakout
for lunch, and then finish up our work with maybe a small break in the afternoon.
This would be interactive and not lecturing, so there will be a lot of activity to demonstrate the
five behaviour areas. It would also facilitate and help if each member could read the book as
pre-work so we would not have to spend a lot of time on context, but actually on the work we
need to do. The result would be to end up with a collective team action plan and create
accountabilities and rules of engagement for success.
12
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In order to accomplish this, we need to decide if we want a full day or two ½ day sessions, AND
staff know of possible dates (preferably a Friday) that would work for them, staff could then
coordinate with Shei
The books will not be a problem as I can get them very quickly and they are not that costly and a
very quick read as they are in somewhat of a story form. Staff will bring a copy of the book to
the session so you can see what it is like.
Attached is Sheil
two, and if the book was read by everyone it could reduce the need for coaching and speed the
process as participants would already understand the basic concepts.
Requested Action
Staff requests Council direction on how they would like to proceed with this project and
available dates.
Attachment
Attachment A: Drafted Letter of Agreement
22
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Attachment A
Letter of Agreement for
5 Behaviors of a
Cohesive City
Leadership Team
a follow
Workplace Initiative
Presented to Pat Klaers, City Administrator
And Sue Iverson, Director of Finance and
Administrative Services, City of Arden Hills
September 2, 2013
Sheila K Training, Inc.
www.sheilaktraining
sheilak@sheilaktraining.com
651-402-1274
About us
Sheila K Training, Inc. is recognized for high quality and effective research based
training design and teaching methods. Using exceptional presentation, facilitation and
evaluation techniques, we are comm
development event while emphasizing immediate and personal application of new
content and skills. Through our action learning process, all participants set goals for
their professional development as part of every session.
Lead Facilitator
Sheila Krejci, M.Ed. HRD
President and Senior Consultant
Sheila K Training, Inc.
Sheila Krejci, M.Ed. HRD University of Minnesota and an HPI specialist, (human
performance improvement), is a learning and development consultant influencing
organization managers, leaders, trainers and consultants in multiple industries
including healthcare, medical device, retail, financial and other professional services,
public education and city and state government since 1981.
As consultant, instructor and facilitator of adult learners, Sheila designs and delivers
training events, learning processes and peer coaching opportunities for government
organizations and corporations nationally. Integrating foundational adult learning
theory
participants while Developing Leaders, Fostering Respectful Workplaces, Performance
Consulting with Supervisors, Building Effective Teams, and Training Trainers or
Subject Matter Experts to facilitate incredible learning events.
Sheila is an adjunct staff member at the University of Minnesota, the University of St.
Thomas, the Dakota County Business & Professional Center and a customized trainer
for several MNSCU Colleges in addition to being President of her own training and
development consulting company.
As a Wiley Publishing Partner, Sheila interprets and integrates Everything DiSC®
Profiles and products, the Myers Briggs Type Inventory, (MBTI), the Thomas Kilman
Approaches to Conflict, (TKI), Social Styles and other assessments in her work with
Networking is a Lifetime Skill
newly Engaging Experts: Best Practices for Occasional Presenters and
Accidental Trainers Sheila is a frequent speaker at state and national professional
conferences.
As ASTD-TCC, (American Society of Training and Development-Twin Cities Chapter)
Board Director, Sheila initiated the first regional conference of nearly 400 learning and
Organization Development Network, (MNODN), the Association of Psychological
Type, (APT),AZODN, (Arizona Organization Development Network), and ASTD-VOS,
(American Society of Training and Development-Valley of the Sun) in Phoenix..
2
Sheila K Training, Inc.
Professional Development Opportunity
This session provides a unique professional development opportunity for participants
to focus on their individual contributions toward the goals, actions and relationships of
the leadership team for the City of Arden Hills. These two 4 hour sessions focuse on
the themes reported in the recent Five Behaviors of a Cohesive Team Profile
completed by all members of the City of Arden Hills Leadership Team including
Directors, Administrator, Council and Mayor.
This Leadership Team had already completed the Everything DiSC® Workplace
iative. Everything DiSC®
Workplace is a simple, yet powerful foundational tool allowing individuals to peek into
them personal behaviors discovering strengths of their preferences that have been
critical to their success at work and in relationships. Alon
potential blind spotsregardless of work stylecontinue to create challenges to
influencing others in collaborative problem solving and decision making.
Personal work style then can become the common language used by participants and
leaders for multiple applications. This language is foundational to building skills in
identifying issues, connecting to influence, integrating innovation, resolving problems,
managing time and priorities and taking initiative for results as well as leading others.
In our initial session, team members shared selected strengths and strategies they
could leverage to enhance their collective success in serving the team and their
ng style was
also provided for consideration.
Follow up interviews with team members soliciting how members would like to apply
their new work style awareness and strategies for becoming more effective revealed a
strong desire for more focus on working together as a team of professionals. An
opportunity to participate in the beta testing of a new tool called The Five Behaviors of
a Cohesive Team allowed this group to further explore their specific strengths and
blind spots AS A TEAM.
This session will provide direction on the themes identified by this self reported
instrument. Each member will receive a personalized report of the findings including
team strengths and challenges and will work toward a realistic yet aggressive action
plan to address the issues surfaced.
Proposed Project Outcomes
Upon completion of this session, participants will:
Demonstrate understanding of the Five Behaviors required to function as a high
performing team as articulated by Patrick Lencioni in The Five Dysfunctions of a Team.
3
Sheila K Training, Inc.
Recognize; then commit to leverage suggested strategies to contribute professionally
to the needs of their Leadership Team building trust, engaging in unfiltered conflict in
order to attain commitment to strategic goals with accountability for results.
With a partner from the team, commit personal responsibility to articulate a vision and
develop commitment to strategies that strengthen one or more of the
behaviors using the Five Behaviors of a Cohesive Team as a guide. Each membe
strategies will be incorporated into an overall team action plan to be completed no later
than October 15 with specific guidelines for shared leadership and accountability for its
results in 2013.
Collaborate with Sheila in 1;1 or partner coaching session for support your strategies
prior to the second session.
Reinforce the results from this colleague trust to results building process to lay the
Leverage this team building process for their individual work and community teams
Logistics
2 4 hr facilitated sessions
1-2 hr coaching with partner groups of team members or individuals as assigned
during session 1 providing assistance in developing strategies to be presented for
team consideration and commitment.
Session 1 Prework: Completion of DiSC® Five Behaviors of a Cohesive Team
Optional: Read Five Dysfunctions of a Team, Lencioni, Patrick
Session 2 Prework: Develop strategies for assigned behavior, (trust, conflict,
commitment, accountability or results), to present to the team.
Assumptions:
Sheila K Training, Inc. will provide
Facilitation of 2 four hour sessions at least two weeks apart to allow individual
rk on contributions.
Administration of Five Behaviors of a Cohesive Team Profile process
Five Behaviors of a Cohesive Team
Profile Reports
Unlimited number of Comparison Reports as requested by team members.
A maximum
groups prior to session 2.
4
Sheila K Training, Inc.
City of Arden Hills will provide:
Names, titles and email addresses for participants to administer the Everything
DiSC® Five Behaviors of a Cohesive Team profile.
Copies of Five Dysfunctions of a Team.
Logistics such as facilities and refreshments.
AV equipment including projector/screen/laptop/DVD with speakers for PPT and
video presentations..
Post It charts with paper/markers.
Signed agreement
Payment within 30 days of bi monthly invoices*
Fees
Facilitation
2 Half Days @ $2000.00 discounted 15% for repeat government client or $1700.00
Coaching @ $200.00/hr
Materials
Everything DiSC® Five Behaviors of a Cohesive Team Beta Profile* --complimentary
Comparison reportsunlimited and complimentary
Other Expenses
None at this time
*Beta testing materials were at NO COST for these sessions.
Cancellation Policy
Cancellation by client two weeks before facilitated event incurs ½ fee.
Cancellation by client one week or less before facilitated event incurs full fee.
Thank you for the opportunity to present this letter of agreement!
Sheila K Training, Inc
Sheila@sheilaktrainng.com
651-402-1274
Acknowledged by
___________________________________________ Date ________________
City of Arden Hills .
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Sheila K Training, Inc.
AGENDA ITEM
MEMORANDUM
DATE: September 16, 2013
TO:Honorable Mayor and City Council Members
FROM: Patrick Klaers, City Administrator
SUBJECT: Policy on Newsletter Articles
Background
One of the original goals given to me by the City Council in mid 2011 dealt with the City
newsletter. Specifically, the Council wanted to talk about developing a City newsletter
policy on what is allowed/not allowed in the articles written by the Mayor and City
Council.
Discussion
In looking for some guidance on developing a City newsletter policy, I checked with the
League of Minnesota Cities (LMC) research department and with some of our
neighboring communities. Unfortunately, I did not find anything on file with the LMC or
with our neighbors that could help us in our discussion.
Once you put some guidelines on paper and adopt a policy, then you have to enforce the
policy. You also want to be careful about having a policy that can be open to
interpretation and typically, as soon as a policy is adopted, an exception or something not
considered comes up. In some respects the Council may be better served just having an
informal policy where common sense is the main guide.
If the Council wants to establish a City newsletter policy, it can be restricted to just the
Mayor and Council articles or it can reach further and deal with other newsletter content,
such as articles written by EDC or PTRC members.
Items to discuss in developing or deciding to develop a newsletter policy could include
the following:
Acceptable Topics
Current City activities and events (i.e., road construction projects)
Issues under consideration by the Council
Bills or issues under consideration by the State Legislature
Explanation of City Council positions or decisions
Unacceptable Topics
(or vote for anybody)
Subjects that could be considered disrespectful
Voicing opinions contrary to previous Council decisions
Trying to gain public support from the residents or business owners for a
position on an upcoming Council vote
State referendum questions (i.e., voter identification)
Federal government issues (i.e., debt limit, tax policies, Obamacare, etc.)
Ramsey County issues (i.e., funding for homeless shelters, county wide
recycling programs, taxes, etc.)
Programs or policies or projects in neighboring Cities
(i.e. legalize marijuana)
World events (i.e. Syria conflict/civil war)
It needs to be noted that an article is submitted to the Communications Committee about
five weeks before the newsletter gets delivered. Accordingly, writing about current
events can be challenging.
At first, I thought that this City newsletter policy was going to be an easy and
noncontroversial issue, ot so sure that this is the case. For example, when
drafting a policy it is difficult to consider all the possibilities and a unique situation will
likely pop up after the policy is adopted.
authorized to interpret and enforce the policy. What is acceptable to one Councilmember
may not be to another and this makes developing a City newsletter policy difficult. A
policy, if needed, may have to be general in nature.
AGENDA ITEM
MEMORANDUM
DATE: September 16, 2013
TO:Honorable Mayor and City Council Members
FROM: Patrick Klaers, City Administrator
SUBJECT: Meeting Schedule and Agendas
Background/Discussion
There are a number of issues and discussion topics that need the attention of the City
Council. I would like for the City Council to consider holding some special work
sessions before and/or after regular City Council meetings. At this time I would like to
see if the following can fit into your schedule:
provide input to Kimley-Horn on the TCAAP Master Plan
ty Council
meeting if necessary
1)Provide input to Kimley-Horn on the two development options for the AUAR
(the TCAAP environmental review document),
2)Discuss the CR E improvement project costs and assessment options, and
3)Discuss the Round Lake Road project
October 21 regular Council work session. Agenda topics at this time include:
1)Franchise Fees
2)CIP
3)EAB update
4)Dogs off leash dog park
October 28...no special work sessions needed (at this time)
November 12 (Tuesday)
th
preliminary 2014 budget that the Council discussed at the August 26 work session
November 19 regular Cotax levy and budget related agenda items