HomeMy WebLinkAbout12-09-13-R--
Dave McClung
Ed Werner
www.cityofardenhills.org
Arden Hills is a strong community that values its unique environmental setting, strong residential
neighborhoods, vital business community, wellmaintained infrastructure, fiscal soundness, and our
longstanding tradition as a desirable City in which to live, work, and play.
CALL TO ORDER
APPROVAL OF AGENDA
Public inquiries/informational is an opportunity for citizens to bring to the Council's attention any items not
currently on the agenda. In addressing the Council, please state your name and address for the record, and a
brief summary of the specific item being addressed to the Council. To allow adequate time for each person
wishing to address the Council, we ask that individuals limit their comments to three (3) minutes. Written
documents may be distributed to the Council prior to the meeting, or as bench copies, to allow a more timely
presentation.
STAFF COMMENTS
3.A.TCAAP Update
Jill Hutmacher, Community Development Director
Documents:MEMO.PDF
3.B.Transportation Update
Terry Maurer, Public Works Director
Documents:MEMO.PDF
APPROVAL OF MINUTES
4.A.Approval Of Minutes
October 21, 2013, Work Session
October 28, 2013, Regular
November 12, 2013, Work Session
Documents:WS.PDF,R.PDF,WS.PDF,
R.PDF
CONSENT CALENDAR
Those items listed under the Consent Calendar are considered to be routine by the City Council and will be
enacted by one motion under a Consent Calendar format. There will be no separate discussion of these items,
unless a Councilmember so requests, in which event, the item will be removed from the general order of
business and considered separately in its normal sequence on the agenda.
5.A.Claims And Payroll
Ashley Bertrand, Accounting Analyst
Sue Iverson, Director of Finance and Administrative Services
Documents:MEMO.PDF
5.B.Adoption Of The 2014 Employee Compensation Plan Union Employees
Sue Iverson, Director of Finance and Administrative Services
Documents:MEMO.PDF,ATTACHMENT A.PDF, ATTACHMENT B.PDF
Adoption Of The 2014 City Contribution For Employee Benefits
Sue Iverson, Director of Finance and Administrative Services
Documents:MEMO.PDF,ATTACHMENT A.PDF
Approve 2014 Liquor License Renewals
Amy Dietl, City Clerk
Documents:MEMO.PDF
5.E.Approve 2014 Tobacco License Renewals
Amy Dietl, City Clerk
Documents:MEMO.PDF
5.F.013 Adopting The 2014 Fee Schedule And Authorizing The
Publication Of The Ordinance Summary
Amy Dietl, City Clerk
Documents:MEMO.PDF,ATTACHMENT A.PDF, ATTACHMENT B.PDF
5.G.2013 Capital Reimbursement To Lake Johanna Fire Department
Sue Iverson, Director of Finance and Administrative Services
Documents:MEMO.PDF,ATTACHMENT A.PDF
CAD And Mobile Data Agreement Among Ramsey County And Members
Patrick Klaers, City Administrator
Documents:MEMO.PDF,ATTACHMENT A.PDF
South Water Tower Rehabilitation Payment No. 3 And No. 4
Terry Maurer, Public Works Director
Documents:MEMO.PDF,ATTACHMENT A.PDF, ATTACHMENT B.PDF
2013 Sanitary Sewer Lining Improvement Final Payment No. 3
Terry Maurer, Public Works Director
Documents:MEMO.PDF,ATTACHMENT A.PDF
5.K.County Road E B2 District Feasibility Report
Terry Maurer, Public Works Director
Documents:MEMO.PDF,ATTACHMENT A.PDF, ATTACHMENT B.PDF,
ATTACHMENT C.PDF
Ramsey Conservation District Shared Service Agreement
Terry Maurer, Public Works Director
Documents:MEMO.PDF,ATTACHMENT A.PDF
PULLED CONSENT ITEMS
Those items that are pulled from the Consent Calendar will be removed from the general order of business and
considered separately in its normal sequence on the agenda.
PUBLIC HEARINGS
7.A.TCAAP Development Discussion Opportunity For Residents
Documents:MEMO.PDF
7.B.Delinquent Utilities
Sue Iverson, Director of Finance and Administrative Services
Documents:MEMO.PDF,ATTACHMENT A.PDF, ATTACHMENT B.PDF
Sue Iverson, Director of Finance and Administrative Services
Documents:MEMO.PDF
NEW BUSINESS
8.A.Resolution 2013049 Adopting And Confirming Quarterly Special Assessments For
Delinquent Utilities
(same as 7B)
Documents:MEMO.PDF,ATTACHMENT A.PDF, ATTACHMENT B.PDF
8.B.Adoption Of The 2013 Budget And Tax Levy
Resolution 2013050 Adopting the Proposed 2014 Budget in the Amount of
Resolution 2013051 Setting the Final Tax Levy for Taxes Payable in 2014 in
the Amount of $3,289,027
Sue Iverson, Director of Finance and Administrative Services
Documents:MEMO.PDF,ATTACHMENT A.PDF
UNFINISHED BUSINESS
9.A.Round Lake Road Area Feasibility Report
Resolution 2013044 Ordering the Preparation of the Round Lake Road,
Gateway Boulevard and Gateway Court Feasibility Report
Resolution 2013045 Receiving the Round Lake Road, Gateway Boulevard
and Gateway Court Feasibility Report and Ordering the Public Hearing for
January 27, 2014
the Round Lake Road, Gateway Boulevard, Gateway Court Improvements
Terry Maurer, Public Works Director
Documents:MEMO.PDF,ATTACHMENT A.PDF, ATTACHMENT B.PDF,
ATTACHMENT C.PDF, ATTACHMENT D.PDF, ATTACHMENT E.PDF
December 9, 2013
Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
Jill Hutmacher, Community Development Director
TCAAP Update
The City Council will review the first Master Plan draft at the December 16, 2013, work session
meeting.The Joint Development Authority and the Planning Commission will review the draft
on January 6 and 8, 2014, respectively.
The next TCAAP open house is scheduled for Wednesday, January 22, 2014, 5:30 to 7:30 pm in
the Marsden Conference Room of the Ramsey County Public Works Facility.
Page of
STAFF COMMENTS -3B
MEMORANDUM
DATE: December 9, 2013
TO: Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
FROM: Terry Maurer, Public Works Director
SUBJECT: Transportation Update
Background
A brief oral update will be provided at the meeting on the US Highway 10 and County Road 96
project.
11
Page of
Approved:
CITY OF ARDEN HILLS, MINNESOTA
CITY COUNCIL WORK SESSION
OCTOBER 21, 2013
5:00 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS
CALL TO ORDER/ROLL CALL
Pursuant to due call and notice thereof, Mayor Pro-Tem Holmes called to order the City
Council work session at 5:00 p.m.
Present:
Mayor David Grant (arrived at 5:15 p.m.); Councilmembers Brenda Holden
(arrived at 5:07 p.m.), Fran Holmes, Dave McClung, and Ed Werner
Absent:
None
Also present
: City Administrator Patrick Klaers; Director of Finance and Administrative
Services Sue Iverson; Public Works Director Terry Maurer; Parks and Recreation Manager
Michelle Olson; Community Development Intern Matthew Bachler; and City Planner
Ryan Streff
Mayor Pro-Tem Holmes
requested the Council discuss Item 1E until Mayor Grant and
Councilmember Holden arrived.
1. AGENDA ITEMS
E.
Policy
Director of Finance and Administrative Services Iverson
explained that during the 2011 goals
session,
reviewed several proposed language changes regarding the post employment health care savings
plan and personal time off (PTO) in detail and requested comment from the Council. This is the
same language that was adopted earlier this year in the union contract. This change would make it
uniform across the City and was discussed at the time of the union contract.
Councilmember McClung
supported the proposed changes.
Councilmember Werner
asked the maximum number of hours an employee can accrue in PTO.
ARDEN HILLS CITY COUNCIL WORK SESSION OCTOBER 21, 20132
Director of Finance and Administrative Services Iverson
indicated the maximum number of
hours is 240 hours.
The Council supported the revisions and directed staff to prepare a resolution for the consent
agenda.
Councilmember Holden
arrived.
D.Update on City Cell Phones and Tablets
Director of Finance and Administrative Services Iverson
explained that the City provides cell
phones to public works employees to communicate while on the job and on-call; this includes the
Assistant City Engineer and the Public Works Superintendent. Cell phones are also provided to
the Parks and Recreation Manager and the Recreation Programmer. The Parks and Recreation
Manager gets building alarm calls and both the manager and the programmer receive calls from
recreation staff on duty during recreation programs. She indicated that Building and Code
Enforcement staff have cell phones as they are out on inspections and often need to call staff. In
addition, one phone is set aside for Emergency Management purposes. In 2007, it was decided
that all management staff should also have cell phones.
Director of Finance and Administrative Services Iverson
stated that in 2007, one
Councilmember requested a laptop to respond to resident emails. This required a Sprint air card
to enable web access. After discussions with the Council, all Councilmembers received laptops
and Sprint air cards. In 2010, the Council explored changing to tablets instead of laptops, as staff
started to utilize . Councilmembers were able to make
changes to agenda packets and save those changes to their tablets for use at meetings. All
Councilmembers received tablets. The old laptops were then used to replace outdated laptops at
City Hall and Public Works. Since the advent of the new website, the Council does not seem to
be using the tablets for their packets.
Mayor Grant
arrived.
Councilmember McClung
reported that he no longer had a need for his tablet.
Councilmember Holmes
indicated that her email no longer worked on her tablet.
Director of Finance and Administrative Services Iverson
stated that she could reaffirm the
email address. She then reported that the Public Works Department currently has three tablets
that are being used for as-builts, locates, and new systems for the lift stations and the water tower.
The tablets, along with new smart phones, are allowing the Public Works Department to work
much more efficiently. She reported that the smart phones were free under the state contract and
the City only pays for cell service. It was noted that cell phone minutes for the City were pooled.
Councilmember Holden
expressed concern with the amount of minutes that were being used for
personal calls by City employees.
ARDEN HILLS CITY COUNCIL WORK SESSION OCTOBER 21, 20133
Director of Finance and Administrative Services Iverson
commented that she closely monitors
the cell phone bill along with a Sprint representative to ensure that the City was staying within the
allowed minutes.
Councilmember Holmes
explained that she requested this item be reviewed in order to reduce
Councilmember Holden
suggested that
Director of Finance and Administrative Services Iverson
commented that she will be
recommending amendments to the Personnel Policy (which contains the technology policy) in the
near future.
Mayor Grant
stated that his tablet subscription could be canceled as he will be turning in his
tablet. He suggested that the City buy tablets that work with wi-fi networks and not require a
monthly contract.
Councilmember Werner Councilmember Holden
and reported that they would be turning in
their tablets as well.
A.2014-2018 Capital Improvement Plan (CIP)
City Administrator Klaers
reported that the Finance Department has updated the proposed
2014-2018 Capital Improvement Plan (CIP). He indicated that this document was revised per the
e 17, 2013, work session. He requested that the Council provide
comment on how the franchise fee revenues should be earmarked by the City. In addition, staff
needed input on the PIR and PMP funds.
Discussion ensued regarding lift station #11, the status of the Old Snelling Avenue project, the
proposed Round Lake Road project, the Valentine Park pathway, and the future funding for street
projects between assessments, MSA, TIF and City funds. The Council asked that the Valentine
Park pathway be removed from the CIP.
Councilmember McClung
requested that
document. It was his opinion that the Council could not make decisions on the CIP until the
Council addressed Item 1B on the agenda, and make a final decision on how to proceed with the
franchise fees.
Mayor Grant
was pleased tha
sanitary sewer lines.
The Council had no changes to the CIP.
B.Franchise Fees
City Administrator Klaers
explained that a year ago, the Council discussed franchise fees when
It was noted that when compared to property
ARDEN HILLS CITY COUNCIL WORK SESSION OCTOBER 21, 20134
taxes, a franchise fee would be charged to a broader base within the City as it would apply to all
utility users and not just non-exempt property owners. He indicated that the Council has since
discussed this topic at three different work sessions. Information from Xcel Energy has been
provided at these work sessions. He reported that if the Council wants to continue consideration
of a franchise fee, the following issues should be discussed:
Uses for franchise fee revenues.
Amount to be collected.
When a program should be formally considered, and, if approved, when it should be
started.
How to obtain public input.
City Administrator Klaers
stated that he has spoken with representatives from Boston Scientific
and Bethel University regarding their concerns with a proposed franchise fee.
Councilmember Holden
requested the definition of a franchise fee.
Collette Jurek
, Xcel Energy, indicated that there was a State Statute that required Xcel Energy to
work in conjunction with municipalities to negotiate a fee and these monies were then collected
and passed through to the customers. She explained that a right-of-way permit fee is currently
paid to the City for excavation or ground breaking work. She explained that if Arden Hills were
to establish a franchise fee, Xcel would no longer be paying right-of-way or ground breaking fees.
Once a franchise agreement is established with a City, a fair rate can be charged to customers and
these funds can then be remitted back to the City by Xcel.
Mayor Grant
commented that this State Statute has been in place for the past 20 years.
Councilmember McClung
indicated that, according to Ms. Jurek, the fee was not being charged
to Xcel for doing business in the City, but rather is just a fee being charged to the end user.
Ms. Jurek
stated that Xcel Energy acts as a collection or administrative provider for the fee.
Mayor Grant
questioned if staff had evaluated this loss in income.
Public Works Director Maurer
reported that this varied year-by-year depending on the
construction work taking place in the City. He estimated that the City collected anywhere
between $2,000 to $3,000 during a busy year.
Mayor Grant
questioned how franchise fees differed from cable fees.
City Administrator Klaers
stated that there was no real difference as both fees are charged to the
company and then passed along to the end user. This revenue is then made available to the City.
Councilmember Werner
questioned how the franchise fee would appear on the utility bills.
Ms. Jurek
noted the franchise fee would be a line item and would be defined as a City Fee.
ARDEN HILLS CITY COUNCIL WORK SESSION OCTOBER 21, 20135
Mayor Grant
requested the Council discuss how the franchise fees would be used by the City.
Councilmember Holmes
was in favor of having the franchise fee funds set aside solely for trails.
Councilmember Holden
agreed with this suggestion. She then discussed the difference between
trails and sidewalks; and the fact that most sidewalks would need to be constructed along streets
and in the front yards of some homeowners.
Mayor Grant
recommended the franchise fees be used strictly for public benefit or
system. He indicated that he could support the funds being used for other City capital outlay
items including City parks.
Councilmember Holden
questioned how the funds would be used for parks.
Mayor Grant
suggested that the funds only be used for capital improvements or equipment, and
not for general park maintenance.
Councilmember Holden
supported the franchise funds being used for park acquisition as well.
Councilmember McClung
commented that there were several general maintenance items within
the budget, being parks/trail and streets, that were currently being funded through PIR funds. He
wanted to see general maintenance items covered by the general fund. This would allow the PIR
fund to then be used for other public improvements. He did not want to see the City constrained
or delaying necessary street improvement projects. He commented that if franchise fees were not
pursued, the Council could consider a park referendum or bonding. He indicated he could support
franchise fees being used for parks, trails and City streets after the funding issues were resolved.
Councilmember Werner
stated that he was not in favor of the proposed franchise fee.
Councilmember Holden
explained that she supported franchise fees versus bonding. She stated
she could support franchise fees being used for street improvements.
Mayor Grant
also supported franchise fees being used for street improvements. He proposed the
funds be broken down to have 30% used for streets, 50% for trails and 20% for parks.
Councilmember McClung
indicated that he would need more information on the funding that
would be generated before he could agree to any percentages. He recommended the Council
provide the public with a great deal of information on how the franchise fees would be used by the
City in order to gain their approval.
Councilmember Holden
stated that the franchise fees will in part come from tax-exempt
properties. She stated that she could go higher on the road percentage and proposed it be
increased to 40%.
Councilmember Holmes
proposed combining the parks and trails funding.
ARDEN HILLS CITY COUNCIL WORK SESSION OCTOBER 21, 20136
Mayor Grant
agreed to this stating that the split between roads and parks/trails could be 40/60.
Councilmember Holden
supported this split noting that residents would benefit from street and
trail improvements.
Councilmember Holmes
indicated that this split seemed acceptable.
Mayor Grant
recommended the Council now discuss the amount of franchise fees that should be
collected.
Ms. Jurek
discussed how multiple premise units would be charged franchise fees.
Councilmember Holden
discussed the scenarios along with the funding that would be created
through franchise fees. She supported electrical scenario three and gas scenario one. She
recommended the franchise fee begin in January of 2015.
Councilmember Holmes
suggested scenario three be selected for both electricity and gas.
Mayor Grant
was in favor of scenario three for electricity with no franchise fee for gas. This
would raise approximately $320,000.
Councilmember Holmes
indicated that she could support scenario three for electric and scenario
one for gas.
Councilmember McClung
also indicated that at this time he could support scenario three for
electric and scenario one for gas.
Mayor Grant
also indicated that he could support scenario three for electric and scenario one for
gas.
Mayor Grant
asked the Council to move on to the issue of timing for the franchise fee.
Councilmember Holmes
stated that she supports the fees starting in January 2015.
Councilmember Holden
agreed with a start date of January 2015.
Councilmember McClung
indicated that he supported a start date of January 2015. He also
stated that the City needed a good communications plan for this proposal and it needed to include
a City newsletter article. He further noted that he would like a Council decision on this proposal
by the end of March 2014.
Mayor Grant
agreed that the Council needed to make a decision no later than the end of March
2014 and that communication with residents and businesses is very important.
Ms. Jurek
informed the Council that after the Council made a decision and adopted an ordinance,
Xcel would need 90 days to implement the franchise fees.
ARDEN HILLS CITY COUNCIL WORK SESSION OCTOBER 21, 20137
The Council discussed meeting dates for the public to give comments on the proposed franchise
fee. It was the consensus of the Council to hold a public hearing on February 10 and February 24,
2014, on the proposal for a franchise fee. These dates would allow time for the Council to
consider public feedback before making any decision on a franchise fee.
City Administrator Klaers
noted that the communications plan could include an article or two in
the Bulletin
further noted that staff would get public hearing notices published in the Bulletin and that staff
would be working on a franchise fee information plan for the public hearings.
C.Off-Leash Dog Area Proposal
Parks and Recreation Manager Olson
introduced the off-leash dog proposal and welcomed
Parks, Trails and Recreation Committee (PTRC) presenters: Chuck Michaelson and John Van
Valkenburg.
PTRC Member Michaelson
presented the off-leash dog area proposal. He reviewed
recommendations on potential locations, liability concerns, rules/signs, seasonal hours of
operation, and maintenance/labor costs.
Mr. Michaelson
indicated that the PTRC is recommending one off-leash dog area location at
Hazelnut Park. If that site goes well, other locations could be considered in the future.
PTRC Member Van Valkenburg
reviewed input received from surrounding organizations
regarding off-leash dog areas.
Councilmember Holden
asked about the proposed hours of sunrise to sunset, May 1 through
November 1. She voiced concern that noise could be an issue, especially early in the morning.
She suggested 8:00 a.m. until 8:00 p.m.
Councilmember Holden
indicated that she would like to see this first year as a pilot program.
She shared concern that dog barking could be a problem. It could then be re-evaluated at the end
of the season.
Mayor Grant
inquired about the proposed staging area and if this temporary area could be
designed to make it easy for set up and take down.
Public Works Director Maurer
replied that staff would work with the crew to find the best
design.
Parks and Recreation Manager Olson
indicated that staff has already been working with the
Public Works Superintendent on the design.
Council consensus was to move forward on offering an off-leash dog park pilot program at
Hazelnut Park with hours set at 8:00 a.m. until 8:00 p.m.
F.B-2 Design Standards
ARDEN HILLS CITY COUNCIL WORK SESSION OCTOBER 21, 20138
Community Development Intern Bachler
reviewed the proposed amendments to the B-2 and B-
3 district design standards. He explained the guiding plan for the B-2 district was accepted in
October of 2008. This plan included design guidelines for development in the B-2 district and
proposed standards for building and site design, façade treatment, pedestrian circulation, and
parking. He noted that four projects have been completed under the new standards: the
Walgreens PUD, 1201 County Road E Master PUD and the Lexington Station
Master PUD. Lexington Station is the only project of the four that is in the B-3 district.
Community Development Intern Bachler
stated that through the process of reviewing these
developments, the City has had the opportunity to identify aspects of the design standards that
may require adjustments or additions. Staff is currently drafting changes to requirements on
building materials, commercial façade transparency, and bicycle parking. These revisions will
expectations in the development review process and to ensure that future development in the B-2
and B-3 districts are well-designed. This draft was reviewed by the Planning Commission at their
May 3, 2013, meeting.
Community Development Intern Bachler
discussed the proposed language changes to the
sections addressing building materials, commercial façade transparency and bicycle parking in
detail with the Council. He requested feedback on the proposed changes from the Council.
Councilmember Holden
Community Development Intern Bachler
stated this could be amended to simulated brick.
Mayor Grant
recommended that the approved building material language requires that brick
construction includes mortar.
Councilmember Holden
recommended the transparent window issue that arose with Walgreens
be addressed in revising the B-2 design standards.
Councilmember Holmes
supported this recommendation.
Community Development Intern Bachler
agreed that this issue needed to be addressed.
Mayor Grant
commented on Section 4 regarding awnings and overhangs. He questioned if
canvas should be used on awnings. It was his opinion that canvas materials fade and stretch out
over time.
Councilmember Holden
indicated that the language requires that overhangs remain in good
condition. She recommended that this be followed for all future developments.
Mayor Grant
reported canvas awnings were just installed at 1201 County Road E by Mr.
DavidsonIn
addition, he recommended the language be amended to read that
ARDEN HILLS CITY COUNCIL WORK SESSION OCTOBER 21, 20139
Councilmember McClung
agreed this language needed to be addressed. He recommended the
language read awnings or overhangs shall be provided at a buildings primary entry way.
City Planner Streff
suggested staff review this language further and come back with a
recommendation.
Councilmember Holden
regarding the monotony of the architectural design.
Councilmember Holmes
asked if outdoor plantings were covered in the design standards.
Mayor Grant
questioned if the Council wanted to require outdoor seating and fencing for
restaurants in the B-2 district.
Councilmember Holden
did not oppose this requirement.
Community Development Intern Bachler
indicated that if a restaurant was looking to locate in
the B-2 district and this requirement did not fit their use, the matter could be further discussed
with the Council.
G.
City Administrator Klaers
explained that staff has been in contact with the broker for the
property and he understands that the property is being marketed for $450,000.
According to Ramsey County tax records, this is the approximate value for the land. He was not
certain of the cost to demolish and remove the existing building.
City Administrator Klaers
commented that according to the broker, there have been a number of
prospects that have expressed interest in the property. All of the prospects have indicated they
would reuse the existing building in a manner that was consistent with City ordinances. Staff
plans to work with any new owner on driveway improvements, a sidewalk easement, and building
façade improvements.
Mayor Grant
questioned the level of interest the Council had in purchasing this property.
Councilmember Holden
stated that the City may also have to purchase land for a sidewalk.
City Administrator Klaers
indicated this would have to be further reviewed and it depends on
the interpretation of the easement. He noted that a sidewalk through this property would reduce
the number of parking stalls.
Councilmember Holden
She indicated this was a pivotal piece of property in the downtown business district.
Councilmember McClung
anticipated that the City would have to pay to litigate the property for
a sidewalk if it did not purchase the property outright.
ARDEN HILLS CITY COUNCIL WORK SESSION OCTOBER 21, 201310
City Administrator Klaers
recommended a Phase I environmental study be completed prior to
the Council making an offer on the site.
Councilmember McClung
questioned if the Council had funds available for this purchase.
City Administrator Klaers
discussed the amount of increment funds available in the PIR fund
for this purchase. He indicated that the Council would not get their money back on the
redevelopment of this property.
Councilmember Holden
agreed that the City may not recoup the purchase price, however, if the
site was improved properly, the entire downtown business district would be greatly enhanced.
She expressed concern about what may go into the property if the City did not purchase the site.
She asked if the City had received any inquiries regarding the property.
City Administrator Klaers
discussed the calls City staff had received to date.
Mayor Grant
recommended that the site only be considered for demolition and not for
redevelopment. He stated that the site could be problematic given the low level of parking.
Mayor Grant
suggested that the Council authorize staff to contact the broker regarding the
/remediation study would cost.
The Council was in agreement.
H.Bethel Update
th
City Administrator Klaers
explained there was a public hearing held at the October 9 Planning
Commission meeting on the Bethel CUP. The Commission heard the case and recommended
th
approval of the CUP. This planning case will be on the October 28 Council agenda.
Councilmember McClung
discussed the issues raised at the Planning Commission meeting.
City Administrator Klaers
indicated there was concern with the trails to the south of the
building. Residents in this area wanted to see the trails remain open to the public. He indicated
that he has spoken with Kathleen Nelson and Bethel was willing to convey their intent to keep the
trails open and Bethel would be responsible for trail maintenance.
City Administrator Klaers
explained that he has also spoken with Bethel regarding the trail from
the Pine Tree campus to the existing campus. The cost and location of the trail has been further
discussed. Bethel was being asked to fund the trail in an amount not to exceed $800,000 and a
payment plan was created. He then reviewed the proposed trail development and location.
Councilmember Holden
was pleased that Bethel would keep the Pine Tree trails open for public
use. She questioned how the third Pine Tree parcel would be used by Bethel.
ARDEN HILLS CITY COUNCIL WORK SESSION OCTOBER 21, 201311
City Administrator Klaers
commented that this wetland property was part of purchase
agreement. The site would be used as a buffer. He questioned if the Council wanted to allow for
th
public comment at the October 28 meeting.
Councilmember McClung
requested the Pine Tree PUD be provided to the Council prior to the
th
October 28 meeting along with the Planning Commission report and minutes.
The Council was in favor of allowing public comment.
2. COUNCIL COMMENTS AND STAFF UPDATES
Councilmember Werner
stated that the Rice Street Water Treatment Facility would be toured on
th
Thursday, October 24 at 6:00 p.m. with the Ramsey County League of Local Government.
Councilmember Holmes
commented that she would be attending the tour.
Councilmember Holden
stated that e street flats still had large signs out front.
City Administrator Klaers
indicated that these signs could remain in place for 30 days after
receiving the final Certificate of Occupancy.
Mayor Grant
explained that Mr. Welsh from the Big 10 contacted him and stated he has been
greatly impacted by the road construction project this summer. He was requesting a credit for the
months he has not been able to effectively utilize his liquor license. He explained that he could go
either way on this issue.
Councilmember Holmes
was willing to consider a partial credit.
Councilmember McClung
was not willing to support a credit on fees paid to the City. He
recommended Mr. Welsh pursue a credit from MnDOT or Ramsey County for economic dollar
loss.
Mayor Grant
commented that a new restaurant opened in Arden Hills called the Green and
Ginger Garden and is located next to Great Clips. He indicated that the property was under new
ownership and management.
ADJOURN
Mayor Grant adjourned the City Council work session at 8:10 p.m.
__________________________ __________________________
Amy Dietl David Grant
City Clerk Mayor
Approved:
CITY OF ARDEN HILLS, MINNESOTA
REGULAR CITY COUNCIL MEETING
OCTOBER 28, 2013
7:00 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS
CALL TO ORDER/ROLL CALL
Pursuant to due call and notice thereof, Mayor David Grant called to order the regular City
Council meeting at 7:01 p.m.
Present:
Mayor David Grant, Councilmembers Brenda Holden, Fran Holmes, Dave
McClung, and Ed Werner
Absent:
None
Also present
: Director of Finance and Administrative Services Sue Iverson; City
Attorney Joel Jamnik; Community Development Director Jill Hutmacher; Community
Development Intern Matthew Bachler; City Planner Ryan Streff; Assistant City Engineer
John Anderson; and City Clerk Amy Dietl
PLEDGE OF ALLEGIANCE
1. APPROVAL OF AGENDA
Councilmember Holden
requested Item 8B on the agenda be pulled and discussed at a future
work session meeting.
Councilmember Holmes
requested Item 5B be removed from the Consent Agenda for discussion
as Agenda Item 6A.
MOTION: Councilmember Holmes moved and Councilmember Holden seconded a
motion to approve the meeting agenda as amended. The motion carried
unanimously (5-0).
2. PUBLIC INQUIRIES/INFORMATIONAL
Gregg Larson
, 3377 North Snelling Avenue, did not understand the rationale behind the
proposed franchise fees. He stated the Chamber of Commerce and local businesses did not
support the franchise fee. He expressed frustration with the Council for hiding discussion on this
item at Council worksession meetings. He explained he listened to the recent worksession
ARDEN HILLS CITY COUNCIL OCTOBER 28, 20132
meeting and encouraged the Council increase property taxes instead of proceeding with a
franchise fee.
A.
Sheriff Matt Bostrom
thanked the Council for their time. He discussed the special relationship
bet
ties were kept busy
Department manages 9,000 warrants at any given time and online warrant searches were now
available to assist with managing this task. In addition to these efforts, the County also provides
water patrol, crime scene and canine services in Ramsey County.
Sheriff Bostrom
noted the County was working to improve its crime scene processing and joint
training was now being offered to local departments. Partnerships in these areas were improving
policing services throughout the entire County. The benefits of the Code Red notification
program were discussed. He then encouraged all residents in Arden Hills to turn in their unused
prescriptions
Councilmember Holden
requested information on the neighborhood watch program.
Sheriff Bostrom
explained John Easton was in charge of the neighborhood watch program. He
discussed the growing success of Night to Unite in Ramsey County. It was noted further
Mayor Grant
thanked Sheriff Bostrom for his thorough report this evening.
3. STAFF COMMENTS
A. TCAAP Update
Community Development Director Hutmacher
stated Ramsey County received notice that the
Minnesota Pollution Control Agency (MPCA) and the Environmental Protection Agency (EPA)
have approved the Quality Assurance Project Plan which means that below-grade remediation
work can begin in the 30 acres that are subject to the lease agreement with the federal government.
Community Development Director Hutmacher
indicated Kimley-Horn was working on
analysis and pre-design work for the County Road H and Highway 96 intersections with I-35W
related to the contract amendment requested by Ramsey County. City and County staff and
consultants have met to discuss design options and their advantages and challenges related to
traffic capacity, cost, MnDOT requirements, and development needs. The consultants are refining
the options based on staff input prior to presentation to MnDOT for further comment.
Community Development Director Hutmacher
explained Kimley-sub consultant for the
regulations and policies, will be meeting with staff and consultant
existing policies and consider which regulations or policies may need to be amended for TCAAP.
ARDEN HILLS CITY COUNCIL OCTOBER 28, 20133
Work on the regulations and policies will accelerate as details of the Master Plan emerge in late
2013 and early 2014.
Community Development Director Hutmacher
commented that Staff was working with the St.
November. The event will be very similar, in terms of information presented and the land use
exercise, to the September 17, 2013, TCAAP open house. The purpose of the event is to engage
young professionals in the master planning process.
B. Transportation Update
Assistant City Engineer Anderson
provided the Council an update on the US 10 and Highway
96 road construction project. He indicated MnDOT, Ramsey County and Shafer Construction
have been extremely busy trying to wrap up the US 10/Highway 96 and I-694 projects. He
reviewed several photographs of the paved roadways and discussed the progress of each project.
Mayor Grant
asked if there would be a trail under I-694 along Old Snelling.
Assistant City Engineer Anderson
stated this roadway would allow for a trail outside of the
roadway on either side.
Councilmember McClung
questioned when the roadways would be open for use.
Assistant City Engineer Anderson
commented the contractor has told MnDOT that the
roadways would be open as per the schedule in November.
4. APPROVAL OF MINUTES
None.
5. CONSENT CALENDAR
A.Motion to Approve Consent Agenda Item - Claims and Payroll
B.Motion to Approve Planning Case #13-016 Variance 1226 Ingerson Road
C.Motion to
Personnel Policy
D.Motion to Approve Cable Services Agreement
E.Motion to Approve Agreement with SEH for Review of Proposed
Telecommunications Upgrade
F.Motion to Approve South Water Tower Rehabilitation Payment #2 & Change
Order #1
G.Motion to Approve 2013 Seal Coat Improvement Final Payment
H.Motion to Approve 2013 Sanitary Sewer Lining Improvement Payment #2
I.Motion to Approve North Snelling Avenue Mill & Overlay Final Payment
MOTION: Councilmember Holmes moved and Councilmember Werner seconded a
motion to approve the Consent Calendar as amended removing Item 5B and
ARDEN HILLS CITY COUNCIL OCTOBER 28, 20134
to authorize execution of all necessary documents contained therein. The
motion carried unanimously (5-0).
6. PULLED CONSENT ITEMS
A.Planning Case #13-016 Variance 1226 Ingerson Road
Councilmember Holmes
requested further information regarding the variance requested.
City Planner Streff
stated the applicant has requested two (2) variances for the proposed project
located at 1226 Ingerson Road.
1) The first variance is being requested to exceed the Floor Area Ratio (FAR) by 313
square feet.
2) The second variance is being requested to allow flexibility in the setback
regulations to expand the existing deck, construct a front entrance overhang and
add sunshades to the south facing elevations of the home.
City Planner Streff
indicated the applicants own the property located at 1226 Ingerson Road,
which is zoned R-1 Single Family Residential. The property is generally positioned north of Lake
Josephine, south of Ingerson Road, east of Snelling Avenue/Highway 51 and west of Lexington
Avenue. The existing structure is a two-story home on slab with no basement with its front access
positioned along Ingerson Road to the north. The topography on the site is fairly flat, slopping
approximately two (2) feet from north to south. Ingerson Court curves to the north, wrapping
around the west side of the parcel, where it intersects with Ingerson Road creating a triangular
shaped lot, which for zoning purposes has three (3) front yards along the north, south and west
sides of the lot. On this property the Zoning Code requires a forty (40) foot front yard setback on
the north, south and west sides. The existing structure encroaches approximately fourteen (14) feet
along Ingerson Road and thirty-three (33) feet along Ingerson Court. The remaining yard on the
east side of the lot has a typical side yard setback of ten (10) feet. The residential structure has
been determined to be non-conforming as it relates to the setback requirements within the R-1
Single Family Residential District.
City Planner Streff
stated the property owner is proposing to construct a 787 square foot third
floor addition to the existing home. The proposed addition would exceed the Floor Area Ratio
(FAR) by 313 square feet. For this particular lot, a maximum principle structure size of 2,977
square feet is permitted under the Zoning Code. The proposed project would expand the structure
to 3,290 square feet. A variance is being requested to increase the FAR by 313 square feet.
City Planner Streff
explained a deck addition is being proposed on the southern side of the
structure along Ingerson Court. The deck addition would expand approximately three (3) feet
along the eastern half of the south façade and four (4) to four and one half (4.5) feet along the
western half of the south façade. Sunscreens are also being proposed along the entire southern
façade that would mirror the decks dimensions. The deck and sunscreens would encroach further
into the existing setback along Ingerson Court than the existing structure. At its closest point the
deck would be approximately two (2) feet from the south property line. A variance is being
requested to encroach an additional four and one half (4.5) feet into the existing setback.
ARDEN HILLS CITY COUNCIL OCTOBER 28, 20135
City Planner Streff
commented the applicant is also proposing to construct an entrance
roof/overhang on the north side of the structure fronting Ingerson Road. The addition as proposed
is approximately four (4) feet in depth and eight (8) feet in length. This addition would not
encroach any further into the existing setback than the existing home. At its closest point the
roof/overhang would be approximately twenty-seven and one half (27.5) feet from the north
property line. A variance is being requested to expand approximately four (4) feet into the existing
setback. The applicant has submitted a narrative of the proposed addition, a response to the
variance evaluation criteria, a survey and a site plan of the property along with building
elevations.
City Planner Streff
stated the submitted plans and findings of fact for this variance request
support a recommendation for approval. He explained the Planning Commission reviewed this
case on October 9, 2013 and recommended approval on a 5-1 (Holewa) vote with the following
four conditions:
1. That the project shall be completed in accordance with the plans submitted and dated
September 6, 2013, 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. That the structure shall conform to all other regulations in the City Code.
3. That the addition shall be the same color and use the same type or similar construction
materials as the existing structure.
4. That a drainage plan shall be submitted and approved by the City if the current grade of the
lot is altered. An erosion control permit shall be obtained if the City Engineer determines it
is necessary for the project.
Councilmember Holmes
expressed concern that the Planning Commission minutes from October
9, 2013, She indicated the minutes would have
provided the Council with further information on the Planning Case.
Community Development Director Hutmacher
discussed the 5-1 vote noting that the opposing
vote was due to the fact that a Commissioner believed this lot was not unique in Arden Hills and
that these situations should be addressed through revisions to the Zoning Code. She apologized to
the Council for not having the minutes within the packet.
Councilmember Holden
agreed it would have been nice to have been able to review the Planning
Commission minutes.
Councilmember McClung
reviewed his impression of the Planning Case based on the discussion
held at the Planning Commission meeting. He also agreed the minutes should have been provided
to the Council.
Mayor Grant
asked if the Council had to approve the case this evening.
City Attorney Jamnik
commented if the Council were to table the item, the Council would need
to provide the applicant with written notification that the case was being extended.
ARDEN HILLS CITY COUNCIL OCTOBER 28, 20136
Rick Okada
, Chowa Studio Architects, Inc., 2500 University Avenue West in St. Paul,
commented that the lot at 1226 Ingerson Road was extremely narrow and had very little buildable
area. He reviewed the proposed improvements for the property in detail with the Council.
Councilmember Holden
asked if the third floor could be reduced by 100 square feet.
Mr. Okada
explained the third floor addition was already smaller than the second floor foot print.
He then reviewed the dimensions of the third floor addition. He reported that the home had no
basement due to the high water table. He reported that the homeowners were looking to add more
livable space above grade.
Councilmember Werner
questioned how long the applicants have owned the home.
Mr. Okada
stated the applicants have owned this home for the past 20 years.
Councilmember Holden
inquired how the request met the character of the neighborhood.
City Planner Streff
commented the property is residential and meets the zoning criteria. He
reported that the surrounding homes were much larger than the home at 1226 Ingerson Road.
Discussion ensued regarding the trees and screening of the property.
Mayor Grant
requested information from staff on the distance the deck was from the property
line.
City Planner Streff
indicated the proposed deck addition would be approximately two feet from
the property line at its closest point.
Councilmember Holden
expressed concern that if the City required additional right-of-way along
Ingerson Court, the house would only be 10 feet from the roadway.
Mayor Grant
questioned how the Council wanted to proceed with this Planning Case.
Councilmember McClung
stated he was prepared to act on the Planning Case this evening;
however, he understood if the Council wanted to hold off until the next Council meeting.
Mayor Grant
was also comfortable making a decision on this item.
Councilmember Holmes
was in favor of tabling action on the Planning Case.
Councilmember Werner
was willing to move forward on the matter.
MOTION: Councilmember McClung moved and Councilmember Werner seconded a
motion to Approve Planning Case #13-016 for two (2) variances to allow the
proposed construction project located at 1226 Ingerson Road, based on the
findings of fact and the submitted plans as amended by the conditions in the
October 28, 2013, Report to the City Council.
ARDEN HILLS CITY COUNCIL OCTOBER 28, 20137
1)The first variance is being requested to exceed the Floor Area Ratio
(FAR) by 313 square feet.
2)The second variance is being requested to allow flexibility in the
setback regulations to expand the existing deck, construct a front
entrance overhang and add sunshades to the south facing
elevations of the home.
The motion carried (3-2) (Holden and Holmes opposed).
7. PUBLIC HEARINGS
None.
8. NEW BUSINESS
A. Planning Case #13-013 Bethel University 2 Pine Tree Drive CUP Higher
Education (Public Comments will be accepted)
City Planner Streff
indicated the City has received a proposal from Bethel University to obtain a
conditional use permit to allow higher education as the principal use of the property at 2 Pine Tree
Drive. The University has negotiated a purchase agreement in order to acquire the property from
Country Financial, contingent on the approval of a conditional use permit that would allow the
entire facility to be used for higher education and other general administrative uses. If approved
this site would function as the east Campus for Bethel University.
City Planner Streff
explained the applicant has applied to expand the higher educational use at 2
Pine Tree Drive to encompass the entire 189,804 square foot facility. Their objective is to
purchase the building, and as leases expire, fully occupy the structure within 5 to 15 years. Bethel
University has a plan to slowly expand their higher education uses, including administrative
offices, general and specialized classrooms, meeting rooms and other general educational uses
into the space. Bethel University previously obtained a conditional use permit (Planning Case
#13-008) from the City to occupy approximately 26,000 square feet of the County Financial
building for higher education. The approval was granted for higher education but requires the
University to seek additional approval for any expansion or intensification of the use.
City Planner Streff
stated the property located at 2 Pine Tree Drive is currently owned by Mutual
Services Life Insurance Company (c/o Country Life Insurance Company) also known as Country
Financial. The property is generally positioned north of Lake Josephine, south of County Road E,
east of Highway 51/Snelling Avenue and west of Lexington Avenue. The property consists of
three (3) parcels that total approximately forty-three (43) acres. Of the three (3) continuous parcels
only the northern two have associated functions that currently relate to the proposed principle use
of the property. The northern parcel which is 21.52 acres in size contains the access road off of
Pine Tree Drive and the majority of the surface parking. The center parcel which is 19.16 acres in
size contains the one (1) existing building and a small fraction of the surface parking. The
remaining undeveloped parcel to the south is 2.43 acres in size and is made up of mainly
woodlands and wetlands.
ARDEN HILLS CITY COUNCIL OCTOBER 28, 20138
City Planner Streff
commented the property is located within the B-2 General Business District,
where higher educational uses are permitted by conditional use permit. The property includes a
five (5) story, 189,804 square foot multi-tenant office building, of which 181,432 is rentable. At
this time approximately 75,000 square feet of the building is occupied by Country Financial and
other tenants of the building. Approximately sixty percent (60%) of the building is currently
vacant.
According to the information provided by Bethel University the property would have a mixture of
normal daytime office uses along with both daytime and evening classes. The University is
planning for a mix of transportation modes to be used between the two campuses, including
shuttle service, carpooling, personal vehicles, walking and biking. Shuttle services to and from the
main campus would be provided to the students, guests, faculty and administration staff on a daily
basis. A pedestrian and bicycle trail connecting the two campuses is also a desire of the University
in order to provide safe routes for their entire student body.
City Planner Streff
reported daytime classes at the Pine Tree location would be held between the
hours of 7:00 am and 5:00 pm, Monday through Friday. Evening classes would also be offered
and would generally be between the hours of 5:00 pm and 9:00 pm, Monday through Thursday.
Peak classroom usage, Monday through Friday, is between 350 and 500 students during daytime
hours and peaks between 240 and 375 students during the evening hours, Monday through
Thursday. As shown by the applicant, two scenarios have been developed to understand the use of
the Pine Tree Campus in terms of its student, faculty and administrative populations. Scenario 1
indicates the likely use of the facility at full capacity would be 797 people/seats. This scenario
accounts for 237 staff or faculty and 560 classroom seats. Scenario 2 suggests the maximum
capacity of the facility would be 873 people/seats. This scenario indicates that 203 staff or faculty
and 670 classroom seats would utilize the facility.
City Planner Streff
commented the current surface parking lot on the property consists of
approximately 777 parking spaces, or roughly one (1) space per 260 square feet of gross building
area. The zoning ordinance states that one (1) space per 250 square feet of gross floor area is
required for business and professional office uses. Bethel has prepared a class scheduling analysis
indicating how their staggered classroom usage mitigates the parking concern on the property.
Site Data
Future Land Use Plan: CMU: Commercial Mixed Use
Existing Land Use: Commercial
Zoning: B-2: General Business District
Current Lot Sizes: 43.11 acres (3 Parcels - 2 Pine Tree Drive, 12 Pine Tree Drive, and
4300 Dunlap Street N) with an 189,804 square foot office building
Topography: Relatively flat
City Planner Streff
reviewed the surrounding area, the Plan Evaluation and the Conditional Use
Permit Evaluation Criteria. He provided the following Findings of Fact for review:
General Findings:
1. The applicant is proposing a use of higher education for the facility located at 2 Pine Tree
Drive.
ARDEN HILLS CITY COUNCIL OCTOBER 28, 20139
2. The proposed use within 5-15 years will encompass the entire building which is 189,804
square feet.
3. Higher education uses are permitted by conditional use permit within the B-2 General
Business District.
4. No additional buildings or facilities are being planned for this property at this time.
5. In order to provide safe pedestrian movements between campuses a trail will need to be
constructed.
6. The property consists of three (3) parcels of land totaling 43.11 acres.
7. Approximately 777 surface parking spaces exist on the property.
8. The proposed use will not increase the occupancy beyond the original design of the
building.
9. No changes in lot coverage, landscaping, setbacks or height are being proposed.
Conditional Use Permit Evaluation Findings:
1. The proposed use will occupy the existing building and parking areas during both daytime
and evening hours for students, administration staff and faculty. Shared parking on the site
will be used for other weekday office users.
2. The proposal will have minimal impacts on noise, glare, odors, vibration, smoke, dust, air
pollution, heat, liquid and solid waste.
3. The proposal will not affect drainage on the property.
4. The proposed use will not affect the population density on the property beyond the original
occupancy design of the building.
5. The proposed land use complies with the intent of the zoning ordinance and is compatible
with uses and structures on surrounding property.
6. The proposal is unlikely to significantly affect land values on the subject property or on
neighboring properties.
7. The park dedication requirement does not apply in this application.
City Planner Streff
stated the findings of fact for this conditional use permit request support a
recommendation for approval. It was noted the Planning Commission discussed this item at their
October 9, 2013, meeting and unanimously recommended approval of the conditional use permit
with the following twelve (12) conditions:
1. That 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. That the permitted use shall exclusively pertain to the existing building that is 189,804
square feet in size. That any additional buildings, facilities, recreational fields or structures
shall require City Approval.
3. That a trail connection shall be provided to address pedestrian movements between the
determine the best route to ensure safe pedestrian and bicycle movements.
4. That bus transit between the two campuses shall be provided to accommodate class
schedules at the University.
5. That no undergraduate programs shall be implemented on the site until a shuttle service is
operational between the two campuses.
ARDEN HILLS CITY COUNCIL OCTOBER 28, 201310
6. That bicycle parking shall be provided at a minimum of one (1) space per ten (10) vehicle
parking spaces.
7. That vehicle parking on the site shall be provided at a minimum of (1) space per 250
square feet of gross floor area.
8. That a lighting plan shall be submitted and approved by the City and the Ramsey County
Sheriff.
9. That loading/unloading zones and shuttle service routes shall be consistent with the
recommendations made by SRF Consulting in the Traffic Study and Parking Analysis.
10. That the applicant will apply for City approval for any changes to exterior signage.
11. That the applicant will request an amendment to the conditional use permit for any
increase in intensity of the higher education use.
12. That all Building Code and Fire Marshal requirements shall be met prior to occupancy of
each area being remodeled.
Based on the agreement reached between Bethel and the City in regards to the trail connection
between the two campuses, staff is recommending the addition of the following condition:
13. That Bethel shall contribute up to $800,000 over a period of years towards a City
constructed trail between the main campus and the new off-campus site as described in the CUP
and Development Contract attached as Attachment N to this report.
Matthew Pacyna
, SRF Consulting Group, Inc., One Carlson Parkway in Plymouth, reviewed the
traffic study completed by SRF on behalf of the City. He explained that each phase of the project
was considered within the traffic study, along with parking and shuttle services. He indicated the
study area focused mainly on County Road E. He focused on the number of total daily trips that
were forecasted through the three phases of Bethel. The peak demands for parking
were then reviewed, along with the proposed shuttle routes.
Mr. Pacyna
discussed the existing pedestrian and bike routes available from the main campus to
the Pine Tree Drive property. The gaps within the route were noted. He reviewed the route that
would improve connectivity between the two properties.
Mayor Grant
requested comment from the City Attorney regarding the tax implications of Bethel
University locating a second campus at the 2 Pine Tree Drive property.
City Attorney Jamnik
indicated the City is legally precluded from making a decision regarding a
land use application based on the tax exempt status of the applicant. This status is provided to the
University by the constitution. He cautioned members of the public and City Council from
engaging in conversations regarding the taxable status of the applicant and to confine conversation
to that which would be relevant to the conditional use permit.
Mayor Grant
opened the meeting for public comments at 8:49 p.m.
Rebecca Pederson
, 3484 Glen Arden Road, reviewed a letter she sent to the City Council. She
expressed concern with the proposed land use and trails. She reported she received a letter in
response to her concerns from Bethel and thanked them for addressing her concerns.
ARDEN HILLS CITY COUNCIL OCTOBER 28, 201311
Patrick Mazorol
, Senior Vice President for University Relations at Bethel University, thanked
be a valuable asset to Arden Hills. He reported the University was 150 years old and was
continuing to grow and expand its programs. He reviewed the recent national awards Bethel had
received for Science and Business/Economics.
Mr. Mazorol
discussed how the 2 Pine Tree Drive property would allow Bethel to expand while
remaining within the City of Arden Hills. He explained the trails on the property would remain
open to the public. Bethel has agreed to provide the City $800,000 toward a connection trail from
n campus to the Pine Tree property. He reviewed the proposed phasing of the Pine
Tree property by Bethel. It was noted Bethel had no intention of building new facilities on the
Pine Tree property in the foreseeable future.
Mr. Mazorol
addressed one of the concerns raised by the Planning Commission concerning when
undergraduate classes could begin at the Pine Tree location and the need for a shuttle service to be
conditional use permit request.
Jeremy Morris
, Country Financial, explained that Country Financial has had a presence in Arden
Hills for a number of years and has greatly contributed to the community. He stated he was
extremely grateful to staff and the City Council for considering the request from Bethel.
Gregg Larson
, 3377 North Snelling Avenue, expressed concern that while Bethel has no plans
for further developing the Pine Tree Drive property, this issue should be further addressed by the
Council. He stated it was likely that at some point in the future Bethel would be back before the
City requesting approval for additional buildings or other facilities on the property. He
encouraged the Council to keep its eyes open regarding this matter. He described a discrepancy
leted master plan, noting it did not align with the proposed
expansion onto the Pine Tree Drive property. He questioned why this proposal was not brought to
the residents for discussion on how the campus expansion would affect the general public. He
encouraged the Council to increase communication efforts with their constituents.
Mark Arend
, 1301 Canon Avenue, explained his home bordered the 2 Pine Tree Drive property.
He reported four months ago, while walking the paths, he was notified that the building would be
put up for sale. He was pleased when he learned that Bethel University may purchase the
property. He supported the request for higher education at the Pine Tree property.
John Wicklund
, 4510 Keithson Drive, commented he has lived in Arden Hills for 35 years and
grew up on Chatham Avenue near Bethel. He fully supported Bethel University expanding to the
Pine Tree Drive property. He stated this would increase jobs in Arden Hills while improving the
Rod Larson
, 1566 Royal Hills Drive, indicated he sent an email to the Council last week and
appreciated the responses he received from several Councilmembers. He explained he attended
Bethel and was a proud alum. He encouraged the Council to support the conditional use permit.
Mayor Grant
closed the public comment portion of the meeting at 9:12 p.m.
ARDEN HILLS CITY COUNCIL OCTOBER 28, 201312
Councilmember Holmes
questioned where the bicycle and trail easement was located.
City Planner Streff
reviewed the location of the easement with the Council.
Councilmember Holden
asked if the undeveloped lot on the southern end of the Pine Tree
property was zoned R-1.
City Planner Streff
commented this parcel was zoned R-1 as part of the original approval.
Councilmember McClung
inquired if the site had an approved landscaping or lighting plan.
City Planner Streff
explained the landscaping plan would have been developed between the
years of 1977 and 1980. This plan would have been reviewed and approved by the Planning
Commission and Council. He noted the applicant has not submitted a lighting plan. This would
be required by the applicant through the conditions for approval, and would be reviewed by the
.
Councilmember McClung
discussed the recent campus master plan completed by Bethel
University reiterating that the expansion to the Pine Tree Drive property was not included. He
questioned how the main campus would be altered in the future if the school were to expand to
the Pine Tree property.
City Planner Streff
referred this question to the applicant. He explained the City has not
received a revised master plan for the main campus.
Mayor Grant
commented that the master plan took over a year to complete and the revisions to
the plan would take time given the new opportunity offered to Bethel through the Pine Tree Drive
property.
Councilmember Holden
stated Bethel had reviewed how the master plan would be altered if the
property was purchased at a work session meeting.
Councilmember Holmes
asked if the master plan was a governing document.
City Planner Streff
commented that the master plan document the Council is referring to is
actually an internal planning document for Bethel and has not been approved by the Council.
Mayor Grant
proposed adding Attachment K as Condition 14 for approval of the conditional use
permit. He asked if Bethel had plans to develop the Pine Tree site with athletic facilities.
Mr. Mazorol
stated there were no plans to add athletic facilities to the Pine Tree site. He
commented that it would take Bethel approximately 15-20 years to fully occupy the Pine Tree
building. He indicated Bethel was currently focused on building a health and wellness center on
the main campus. He discussed how the additional square footage available at the Pine Tree site
would allow Bethel to expand.
ARDEN HILLS CITY COUNCIL OCTOBER 28, 201313
Councilmember Holden
inquired if staff had considered how the additional higher education
square footage would affect the number of single-family residential rental properties in Arden
Hills.
Community Development Director Hutmacher
stated this had not been evaluated by staff. She
reported the rental registration information had been passed along to Bethel to be distributed to its
students.
Kathleen Nelson
, Senior Vice President for Finance at Bethel University, commented the rental
registra
office.
Mayor Grant
commented the Council may not have time to get through all of the information
this evening. He asked if Bethel had provided the City with a signage plan.
City Planner Streff
indicated the current signage on the property would be updated to reflect
Bethel University and that no further changes were proposed at this time.
Mayor Grant
inquired if the proposed phasing was made a part of the conditions for approval.
City Planner Streff
stated that the Phasing Plan was not part of the conditions for approval.
Councilmember Holmes
discussed the phasing plan in further detail noting the timeframe was
quite vague.
Councilmember Holden
suggested the classroom use not exceed the numbers and dates as stated
in Phase I. She recommended Phase II be split into two sections allowing for 3,500 square feet of
classroom space in 2015-2016 with another 3,500 square feet of classroom space in 2017-2018.
She indicated these numbers closely aligned with the projections from Bethel in Attachment C.
She reported Phase III would then come in from 2018-2025 as written.
Councilmember McClung
discussed how Condition 5 was amended by the Planning
Commission so that undergraduate classes could begin only after a shuttle service was put in place
between the two campuses.
Councilmember Holden
expressed concern that students could be fully occupying the space in
2014 as the request was written and for this reason, she suggested Phase II be split into two
separate phases.
Councilmember Holmes
requested comment from the applicant on the proposed phasing.
Mr. Mazorol
indicated movement to the Pine Tree property would be by program and not by a
single classroom. He stated the 3,500 square feet of classroom space per phase could limit
programs into the facility in the coming years.
Ms. Nelson
added that Bethel has worked with staff extensively on the phasing. She anticipated
the earliest possible beginning date for Phase II would be the fall of 2016. She stated it was
ARDEN HILLS CITY COUNCIL OCTOBER 28, 201314
difficult for Bethel to provide comment on how the phasing would work as suggested by the
Council as Bethel was proposing to move entire departments to the new facility and space needs
may be higher than 3,500 square feet.
Councilmember Holmes
asked if the Council could reach an agreement with Bethel that Phase II
would not begin until the fall of 2015 or 2016.
Mr. Mazorol
stated this was correct.
Ms. Nelson
reported that Bethel had no plan to occupy the Pine Tree space with undergraduate
programs during the 2013-2014 or 2014-2015 school years. Classroom space would be used in
MOTION: Councilmember Holmes moved and Mayor Grant seconded a motion to
extend the Council meeting 30 minutes. The motion carried (5-0).
Mayor Grant
inquired if Councilmember Holden would support Phase II as presented if it was
pushed back to 2015, as this would allow them more flexibility.
Councilmember Holden
did not support this recommendation.
Councilmember Holmes
commented another concern with Bethel relocating to this location is
that in 2015 the County Road E bridge across Highway 51 would be closed. She indicated it did
not seem fair to require the applicant to provide more specifics than the plans already provided.
Councilmember Holden
agreed but felt the phasing should be completed slowly to reduce the
impact on the community and the adjacent property owners.
MOTION: Councilmember Holden moved and Mayor Grant seconded a motion to
Approve Planning Case 13-013 for a conditional use permit (CUP) at 2 Pine
Tree Drive to allow a higher education use in up to 189,804 square feet in the
existing office building located at 2 Pine Tree Drive, based on the findings of
fact and submitted plans, as amended by the conditions of approval as
presented in the October 28, 2013, report to the City Council.
AMENDMENT: Mayor Grant moved and Councilmember Holmes seconded a motion
to add Attachment K as Condition 14. The amendment carried (5-0).
AMENDMENT: Councilmember Holden moved a motion to add Condition 15 stating
there would be no overnight parking (from 2:00 a.m. to 6:00 a.m.) on
the property.
Ms. Nelson
indicated the Country Financial building was currently a multi-tenant building and
those employees may work late hours.
Councilmember Holden
understood the main campus had a parking shortage. She did not want
to see the Pine Tree property become an overnight parking lot for students living on the main
ARDEN HILLS CITY COUNCIL OCTOBER 28, 201315
campus. She recommended employees of the building be given an employee sticker to avoid this
concern. She did not want to see the site become an off-site or overflow parking lot when it was a
commercial business.
Mayor Grant
questioned if cars parked in a private lot could be given a ticket.
City Attorney Jamnik
commented this would be a violation of the CUP and not a ticketable
offense. He indicated the long term operations of the building were somewhat unknown and the
applicant could be required to provide the Council with a parking plan for approval that would
address the concerns of satellite parking.
Councilmember Holmes
did not feel it was necessary to restrict overnight parking at this time.
She recommended that Bethel manage this issue.
Councilmember Werner
asked how many cars were parked on the main campus overnight.
Mr. Mazorol
discussed the parking situation on the main campus noting bottlenecks occur during
the daytime hours.
Councilmember Holden
withdrew her overnight parking amendment.
AMENDMENT: Mayor Grant moved and Councilmember Holmes seconded a motion
adding Condition 15 which would require the applicant to submit to
the City a parking plan annually for approval.
Bob Revoir
, Cushman and Wakefield, recommended the Council keep in mind that several of the
tenants would remain in the building for the next seven years. These businesses may have
overnight parking or company cars on site for several years.
Mayor Grant
reported the City would not ticket or tow cars parked overnight, this would instead
be a violation of the CUP, which would have to be addressed by the parking plan.
Mayor Grant
called the question.
The amendment carried (5-0).
Councilmember Holmes
requested another Condition be added stating the staging of the property
will be Phase I 2013-2014 as indicated in Attachment C, Phase II 2015-2018, and Phase III
would remain as written.
AMENDMENT: Councilmember Holmes moved and Mayor Grant seconded a motion
adding Condition 16, stating the staging of the Pine Tree Drive
property will be Phase I which will take place in 2013-2014 as
indicated; and Phase II which will take place in 2015-2018.
Councilmember Werner
asked if the square footage would be addressed.
ARDEN HILLS CITY COUNCIL OCTOBER 28, 201316
Councilmember Holmes
recommended the proposed square footage within the phasing remain
as is.
Councilmember McClungCouncilmember Holden
and did not support this amendment.
The amendment carried (3-2) (Holden and McClung opposed).
AMENDMENT: Councilmember McClung moved and Councilmember Holden
seconded a motion amending Condition 5 to read that no
undergraduate programs shall be implemented on the site until a trail
connection is completed between the two campuses.
Councilmember Holmes
commented the trail may not be completed until 2018 given the
roadway improvements planned by MnDOT. She felt this amendment was over burdensome and
unfair to Bethel.
Councilmember McClung
indicated he was concerned with the safety of the students moving
from one campus to the other. He stated Bethel would have two years to complete the necessary
trail connections before undergraduate programs were offered on the new campus.
Councilmember Holden
requested comment from SRF regarding the gaps within the trail
connection.
Mr. Pacyna
discussed the gaps within the system noting students would still be able to travel
from the main campus to the Pine Tree campus at this time. However, additional connections
would increase pedestrian safety.
Mayor Grant
explained the $800,000 payment from Bethel for the trail connection would be
phased over the next several years. He questioned if the Council wanted to extend the Council
meeting an additional 30 minutes to finish discussing this item.
Councilmember McClung
was in favor of not finishing this item, but rather continuing it to the
Councilmember Holden
recommended the Council take action on the motion on the floor.
Mayor Grant
requested the Council extend the meeting another 15 minutes to allow for Council
Comments.
Councilmember McClung
withdrew his motion regarding the proposed amendments to
Condition 5.
Councilmember Holden
withdrew her second.
MOTION: Councilmember McClung moved and Councilmember Holden seconded a
motion to extend the Council meeting an additional 10 minutes for Council
Comments. The motion carried (5-0).
ARDEN HILLS CITY COUNCIL OCTOBER 28, 201317
MOTION: Councilmember McClung moved and Councilmember Holden seconded a
motion to table action on Planning Case #13-013 Bethel University -
Conditional Use Permit and that it be reviewed at the November 12, 2013,
Council meeting. The motion carried (5-0).
B. Planning Case #13-004 Zoning Code Amendment Parks and Open Space
District and Conservation District
This item was removed from the agenda and will be discussed at an upcoming work session.
9. UNFINISHED BUSINESS
None.
10. COUNCIL COMMENTS
Mayor Grant
was pleased to see that the TCAAP site had received MPCA and EPA approvals.
This would put the site ahead of schedule. He discussed how public inquiries should be handled
at City Council meetings. He then requested the upcoming newsletter have an article addressing
franchise fees.
Councilmember McClung
commented an article would be included in the newsletter sent out at
the end of December.
Mayor Grant
recommended two public hearings be held regarding franchise fees. He then
reviewed a number of letters he received regarding upcoming events.
Councilmember Holden
asked if the City had a policy for communications with the newsletter
committee.
Councilmember McClung
indicated items brought to the newsletter committees attention were
always considered, but reminded the Council that the newsletter was only published 10 times per
year. For this reason, along with the limited staff, space constraints and delay in printing, some
items were getting missed or delayed. He explained the newsletter committee was in need of
additional writers.
Mayor Grant
understood the limitations and constraints of the newsletter committee and he
commended them for the excellent work completed on this publication.
Councilmember Holden
reviewed an article she received from City Administrator Klaers
regarding potential franchise fees that was printed in the Arden Hills Bulletin. It was noted this
article was received by the entire Council.
Councilmember Werner
stated he would be having cataract surgery tomorrow and the second
th
surgery would be completed on November 12.
ARDEN HILLS CITY COUNCIL OCTOBER 28, 201318
Councilmember McClung
thanked the Mayor for his comments regarding how public inquires
would be handled at future Council meetings. He then encouraged the public to get involved in
the upcoming public hearing process surrounding the proposed franchise fees.
ADJOURN
MOTION: Councilmember Holden moved and Mayor Grant seconded a motion to
adjourn. The motion carried unanimously (5-0).
Mayor Grant
adjourned the regular City Council meeting at 10:45 p.m.
__________________________ __________________________
Amy Dietl David Grant
City Clerk Mayor
Approved:
CITY OF ARDEN HILLS, MINNESOTA
SPECIAL CITY COUNCIL WORK SESSION
NOVEMBER 12, 2013
6:00 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS
CALL TO ORDER/ROLL CALL
Pursuant to due call and notice thereof, Mayor Grant called to order the City Council work
session at 6:00 p.m.
Present:
Mayor David Grant; Councilmembers Brenda Holden, Fran Holmes, and
Dave McClung
Absent:
Councilmember Ed Werner (excused)
Also present
: City Administrator Patrick Klaers; Director of Finance and Administrative
Services Sue Iverson; Public Works Director Terry Maurer; Community Development
Director Jill Hutmacher; City Planner Ryan Streff; and Parks and Recreation Manager
Michelle Olson
1. AGENDA ITEMS
A.2014 Budget
City Administrator Klaers
provided the Council with an overview of the 2014 budget along
with the proposed tax levy increase. He reported that the police contract came in lower than
anticipated. He discussed how the TCAAP expenses would be budgeted for in 2013 (amendment)
and in 2014 along with several proposed personnel changes. He requested that the Council review
the proposed wage increase, noting it had a minor impact on the general fund budget. He
commented that the most significant personnel issue was in regard to the Community
Development Intern position. He stated that if the Community Development Intern were to
continue employment with the City, he should be considered for a Planner I position.
Councilmember Holden
asked what work the intern is completing that the City Planner cannot
complete.
City Administrator Klaers
indicated that TCAAP and economic development efforts have
received more time and attention from the entire department as compared to a few years ago, and
this work moves more general Planning and Community Development assignments to the intern.
ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION NOVEMBER 12, 20132
Community Development Director Hutmacher
explained that her department is extremely
busy. She noted that for a number of years during the recession, the City only had a Planner and a
Director. However, at this time, there is more development in Arden Hills as well as the
upcoming redevelopment of the TCAAP site. She then discussed the work being completed by
the Community Development Intern and noted that the position is necessary to maintain the
current level of service and response to residents, businesses, and developer inquiries.
Mayor Grant
stated that the annual impact to the budget for the Community Development Intern
position is $33,460. He questioned the impact of the proposed Finance Intern.
Director of Finance and Administrative Services Iverson
explained that a regular part-time
employee in the Finance Department would actually decrease the General Fund expenditures by
$70.00 over 2013 as 1.5 FTE positions were being removed; but the proposed position would be
allocated across funds and would result in an overall increase of $9,460.00 over all funds. This is
due to the fact the Finance and Administrative Intern positions were removed from the budget.
She then reviewed the year-to-date expense for the Engineering Intern position. She reported that
last year a portion of reserves was used to balance the budget. This would be done again this year.
Councilmember McClung
stated that it was his goal to get the Council to a 0% levy increase.
Mayor Grant
recommended that staff use this as a take away and report back to the Council at
Councilmember Holden
indicated that she did not support the Finance part-time position in 2014
and recommended that this expense be removed from the budget. She questioned if the full-time
Community Development Intern position is necessary when the City just hired a full-time City
Planner.
Councilmember Holden
inquired if the City had a policy regarding staff attending conferences.
Councilmember McClung
stated that the expense for the Finance Intern and part-time position
should be reduced.
Councilmember Holmes
was in favor of keeping all of the proposed staff, given the level of
development taking place in the City. She suggested that the technology portion of the budget be
reduced.
Mayor Grant
supported the elimination of the Finance Intern/part-time employee from the 2014
budget.
Director of Finance and Administrative Services Iverson
reported that eliminating the Finance
Intern/part-time employee may lead to the City needing to file for extensions on certain items due
to the reduced staffing level in the Finance Department.
Councilmember McClung
did not see adequate justification to keep any of the three interns/part
time employees. He would like to see the Community Development Intern continue his
employment with the City; however, at some point, choices have to be made. He supported all
ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION NOVEMBER 12, 20133
three interns/part time employees being removed from the 2014 budget until their necessity can be
quantified or justified by staff. He does not believe in long-term interns.
Director of Finance and Administrative Services Iverson
stated that she had a memo she could
forward to the Council regarding this matter.
Councilmember Holden
suggested that the Council address the staffing issues at an upcoming
goal setting session.
City Administrator Klaers
indicated that a position could be added in the future in order for the
department to focus more on economic development if this is a priority of the Council.
Discussion ensued regarding the staffing level in the Community Development Department.
Mayor Grant
recommended that the planning and zoning consultant expenses (professional
services) be reduced.
City Administrator Klaers
indicated that the recommended staffing level for 2014 and the
proposed budget increase would have a minimal impact on that
staff has been extremely busy this past year.
Mayor Grant
recessed the special work session meeting at 6:58 p.m.
Mayor Grant
reconvened the special work session meeting at 7:40 p.m.
B.Snelling Avenue Bus Rapid Transit (BRT)
Matt Kramer
, St. Paul Chamber of Commerce, discussed Bus Rapid Transit (BRT) with the
Council. He stated that in May local legislators visited Arden Hills and discussed local transit
options. He commented that TCAAP is an area being considered for future extension of the
Snelling Avenue BRT line.
Charles Carlson
, Senior Manager Metro Transit Project Office, discussed the numerous benefits
of a potential BRT line. He reviewed the bus usage on the current metro bus lines noting this was
highly dependent on the availability of park and ride facilities. He stated that the North Star
Commuter Rail Line has approximately 2,200 riders daily.
Mr. Carlson
commented that the BRT lines would bring people to points of interest, rather than
just heading downtown. The focus on this effort began in the last legislative session. He
discussed how the Snelling Avenue A Line was being considered for extension and expansion.
He explained how the buses would have priority when approaching intersections.
Councilmember Holden
questioned if the proposed signal changes would come at a cost to the
City or County.
Mr. Carlson
stated that this would depend on the signal cabinets and that some of the older
signals may require replacement.
ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION NOVEMBER 12, 20134
Councilmember Holmes
asked if the proposed BRT would bring Arden Hills residents to
Rosedale. She expressed frustration that residents of Arden Hills could easily get to Minneapolis
but not to St. Paul.
Mr. Carlson
stated that this is in the plan; however, he indicated that the BRT route would not
coincide with park and ride lots. He stated that the expense for the proposed BRT project would
be $25 million which would cover the cost of new stations, technology, purchasing the BRT
vehicles, and signal changes. He reported that Metro Transit is taking into consideration how this
route could be extended into TCAAP once the redevelopment of the site is complete.
Mayor Grant
thanked Mr. Carlson for his presentation this evening.
Councilmember Holden
questioned if the Met Council supported the line extension.
Jonathan Weinhagen
, St. Paul Chamber of Commerce, stated that he has been encouraging the
Met Council and Metro Transit to evaluate this line. He anticipated that the Met Council would
thoroughly evaluate the proposal given the demand and need for additional public transportation
in the area.
Mayor Grant
questioned when work on the BRT plan would begin.
Mr. Carlson
stated that he was uncertain at this time.
Councilmember Holmes
recommended that Metro Transit further consider a park and ride
facility in association with the BRT line. She questioned how Metro Transit would be able to
increase their ridership if all riders along the BRT would have to walk to a bus stop.
Mr. Carlson
acknowledged that the need for park and ride facilities should be considered in the
study.
Councilmember McClung
stated that a transit hub could be built into the line on the TCAAP site
to allow for park and ride facilities.
Mr. Carlson
reiterated that one of the benefits of the BRT line was that it would connect to
numerous bus routes and different employment sites or activity centers. The goal would be to
connect the route to larger employers.
Councilmember McClung
was pleased that the City had the opportunity to work with Metro
Transit while the TCAAP project was being developed to assure that the transit needs of that area
were going to be met.
Mayor Grant
found the BRT route to be a good thing. It would leverage infrastructure already in
place, with the end goal being to increase ridership while reducing traffic.
A. 2014 Budget (Continued)
Mayor Grant
requested the Council continue their discussion on the 2014 budget.
ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION NOVEMBER 12, 20135
Councilmember Holden
reported that she would not be able to attend the November 18, 2013,
Council work session.
Councilmember McClung
stated that he would not be uncomfortable with any or all of the
proposed cuts listed on Page 9. He indicated that the City has to recognize its size and understand
that not everything can be done all at once. He wants to see the City get its priorities and funding
mechanisms properly aligned.
Councilmember McClung
stated that the 2% COLA for City employees could remain in the
2014 budget.
Mayor Grant
questioned if the Celebrating Arden Hills event needed to be held in 2014. He
stated that a net of $10,000 was budgeted for this event. He was in favor of cutting this item,
along with the national training conferences for the City Council. He questioned if the Council
wanted to consider franchise fees in the 2014 budget.
Councilmember Holden
stated that if the Council were to approve franchise fees, they would not
begin until 2015.
Councilmember Holmes
commented that not all Councilmembers were in favor of getting to the
point where there was a zero percent levy increase. She was in favor of cutting out the fat and
providing staff necessary direction, but did not feel it was necessary to cut everything in order to
arrive at a zero percent levy. She recommended that the Council focus on setting priorities rather
than making cuts.
Councilmember Holden
indicated that the budget is a working document. She wanted to see a
budget approved that did not require numerous amendments throughout the year. She expressed
concern with the overages experienced each year.
Director of Finance and Administrative Services Iverson
reported that staff was extremely
conservative with the revenue estimates in 2011 and 2012. This led to surpluses within the Fund
Balance.
Councilmember McClung
City had an excess in reserves in the Fund Balance on a yearly basis.
Councilmember Holmes
asked if the excess funds were placed in the PIR fund.
Director of Finance and Administrative Services Iverson
stated that this has not been done;
rather the funds have remained in the General Fund. She reported that FPAC recommended the
City to have a 50% fund balance to cover expenses on behalf of the City. She explained that the
Council could review the fund balance transfer policy at a future meeting.
Mayor Grant
recommended the discussion on this item be continued to the November 18, 2013,
Council work session.
1. Clean-Up Day Event
ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION NOVEMBER 12, 20136
City Planner Streff
discussed the proposed 2014 Clean-Up Day event with the Council. He
suggested a one-year pilot program be considered in order to increase resident participation. He
did not believe the budget would need to be increased because of the pilot program.
Mayor Grant
questioned why the City was receiving pressure to increase participation.
Community Development Director Hutmacher
commented that the pressure being received
was from the County. The County was hoping to decrease solid waste in current facilities, while
increasing recycling efforts. She stated that the proposed cleanup events would be free of charge,
and electronics would no longer be accepted.
Mayor Grant
requested further information on how much the administrative fees would be
reduced through the new pilot program.
City Administrator Klaers
reported that the City spends an average of $2,500 in personnel and
administrative costs for the event. This amount was projected to be reduced through the new pilot
program.
Councilmember McClung
recommended that a number of benchmarks be established with
Shoreview to determine how the City will evaluate whether the pilot program is successful or not.
City Planner Streff
stated that the benchmarks in place would begin with the budgeted amount of
$20,000 and the number of participants in past years.
Councilmember Holden
suggested that the City partner with the Boy Scouts on the electronics
Mayor Grant
stated that this type of partnership would assist in reducing administrative costs.
He recommended the pilot program be pursued for two years, instead of one. He suggested that
each car pay $5 to assist with covering the expense for the event.
City Administrator Klaers
commented that staff would raise these suggestions to the City of
Shoreview.
Councilmember McClung
suggested the County take over this program.
Councilmember HoldenCouncilmember McClung
agreed with .
City Administrator Klaers
stated that the program was to be managed by local jurisdictions.
Councilmember Holmes
indicated that she was not interested in participating in this event given
the long lines and congestion.
Councilmember McClung
agreed and stated that he would rather pay another company or
service to get rid of his waste than take part in the cleanup day.
ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION NOVEMBER 12, 20137
Councilmember Holden
recommended that the program only proceed if the City can show an
Mayor Grant
suggested that staff speak with Shoreview and see if they would be willing to
The Council agreed to participate in the pilot program for the Clean-Up Day event with the City
of Shoreview as presented and discussed.
C.Emerald Ash Borer Update
Parks and Recreation Manager Olson
explained that Emerald Ash Borer is an invasive beetle
that kills ash trees and was discovered in St. Paul in the spring of 2009, in Shoreview in the
summer of 2011, and in Roseville and Arden Hills in 2013. She reviewed a map stating where
Emerald Ash Borer has been positively identified in Arden Hills. She reported that staff has
worked closely with the Department of Agriculture on inspections.
Parks and Recreation Manager Olson
commented that the City parks have 70 ash trees and 43
are of significant size. These 43 trees could be treated with injections at an expense of $3,990.
Or, the other option is to remove all the trees at a cost of $11,375 (not including stump grinding).
She reported that the injections would have to be completed every two years in order to be
effective. It was noted that Precision Landscaping has agreed to offer the injections for $6-8 per
diameter at breast height (DBH) as a municipality rate. This rate could be passed along to private
residents, but the work would have to be billed through the City.
Parks and Recreation Manager Olson
reported that the ash borer treatments have come a long
way, while the expense has come down. She requested that the Council discuss this matter in
further detail and direct staff on how to proceed.
Mayor Grant
questioned why the tree work would have to be billed through the City.
Public Works Director Maurer
stated that this could become a billing and collection issue for
the contractor. From the t would be simpler to have a contract with the
City only.
Mayor Grant
requested that staff seek a resident rate from the vendor in order to cut City staff
out of the equation and reduce the amount of time needed to administer the program. He
questioned if the City should be seeking quotes from other vendors.
Public Works Director Maurer
indicated that this could be done by staff; however, the City has
been pleased with the services provided by Precision Landscaping.
Councilmember Holden
asked if the proposed treatments were safe for bees.
Parks and Recreation Manager Olson
explained that her research has shown that soil drenching
is more of a concern than the TREE-age chemical treatments.
ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION NOVEMBER 12, 20138
Councilmember Holden
suggested that the Council consider the entire expense of treating the
significant ash trees due to the fact that the injections would take place over the next several years
and are not guaranteed.
Mayor Grant
agreed stating that the Council should begin looking at which trees should be
treated and which should be removed and other trees replanted.
Public Works Director Maurer
stated that staff could report back to the Council with a
recommendation for the 43 park trees that are candidates for treatment.
D.Sandeen Drive Parking Issues
City Administrator Klaers
asked if residents have previously been given permission to park
overnight on Sandeen Drive. He commented that this roadway is extremely narrow and that
parked vehicles are becoming a safety concern.
Councilmember Holden
did not recall any approval of permitted parking along Sandeen Drive.
The Council recommended that staff draft letters to be sent to residents in this area stating that
overnight parking along Sandeen Drive is not allowed.
ADJOURN
Mayor Grant adjourned the City Council work session at 9:42 p.m.
__________________________ __________________________
Patrick Klaers David Grant
City Administrator Mayor
Approved:
CITY OF ARDEN HILLS, MINNESOTA
REGULAR CITY COUNCIL MEETING
NOVEMBER 12, 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 7:00 p.m.
Present:
Mayor David Grant, Councilmembers Brenda Holden, Fran Holmes, and
Dave McClung
Absent:
Councilmember Ed Werner (excused)
Also present
: City Administrator Patrick Klaers; Director of Finance and Administrative
Services Sue Iverson; Public Works Director Terry Maurer; Parks and Recreation Manager
Michelle Olson; Community Development Director Jill Hutmacher; and City Planner
Ryan Streff
PLEDGE OF ALLEGIANCE
1. APPROVAL OF AGENDA
Mayor Grant
requested Item 5C be removed from the Consent Agenda and be tabled to the work
session meeting that follows the regular meeting.
MOTION: Councilmember Holmes moved and Councilmember Holden seconded a
motion to approve the meeting agenda as amended. The motion carried
unanimously (4-0).
2. PUBLIC INQUIRIES/INFORMATIONAL
None.
3. STAFF COMMENTS
A. TCAAP Update
ARDEN HILLS CITY COUNCIL NOVEMBER 12, 20132
Community Development Director Hutmacher
stated that in collaboration with the St. Paul
Chamber of Commerce, the City held an on-site master planning event
Thursday, November 7, 2013. This was a pilot project designed to determine whether the City
could reach a younger and more diverse demographic with targeted, on-site events. The twelve
early
following:
Participants wanted to be able to walk to bars, restaurants, and entertainment venues from
their homes, but acknowledged that cars will still be their primary mode of transportation.
Participants suggested that a transit center or park and ride should be included to provide
transportation options.
Participants felt that professionals moving to the area and starting careers would be most
interested in townhomes and condominiums, but young families would prefer single-
family homes.
Participants mostly (but not unanimously) favored public open space over large private
Participants wanted to minimize their time spent on household chores and maintenance
care of mowing and shoveling.
Community Development Director Hutmacher
explained that when asked how to reach a
younger demographic, attendees r
innovative and effective way to reach their age group. Participation encourages them to seek
additional opportunities to become involved. Attendees also suggested using social media tools
such as Facebook, Instagram, and Linked-In.
Councilmember Holden
stated that she was encouraged by the feedback received from this
demographic group and noted that it was consistent with what the City has previously heard.
B. Transportation Update
Public Works Director Maurer
provided the Council with an update on the US 10 and Highway
96 road construction project. Photographs of the roadways and sound wall were reviewed with
the Council. He indicated that MnDOT reported that all roadway movements would be open for
use by the end of the day on Friday, November 15, 2013. It was noted that only one lane in each
direction would be open along Highway 96.
Mayor Grant
requested that staff speak to MnDOT regarding Highway 96 as the City was led to
believe that both lanes would be completed by this time.
Councilmember Holden Mayor Grant
agreed with .
Public Works Director Maurer
stated that Ramsey County would be holding an open house on
Tuesday, November 19, 2013, from 4:30 p.m. to 6:30 p.m. in the Marsden Room regarding
concepts for the interchanges at Highway 96 and I-35W and County Road H and I-35W. He
encouraged the public to attend.
ARDEN HILLS CITY COUNCIL NOVEMBER 12, 20133
4. APPROVAL OF MINUTES
None.
5. CONSENT CALENDAR
A.Motion to Approve Consent Agenda Item - Claims and Payroll
B.Motion to Approve Continuation of Planning Case #13-013
C.Motion to Approve 2014 Tree Removal Contract
D.Motion to Approve 2013 Third Quarter Actuals
MOTION: Councilmember Holmes moved and Councilmember Holden seconded a
motion to approve the Consent Calendar as amended and to authorize
execution of all necessary documents contained therein. The motion carried
unanimously (4-0).
6. PULLED CONSENT ITEMS
None.
7. PUBLIC HEARINGS
A.TCAAP Development Discussion Opportunity for Residents
Mayor Grant
stated that under the Public Hearing section, citizens have an opportunity to discuss
ideas regarding the TCAAP development.
Mayor Grant
opened the public hearing at 7:25 p.m.
With no one coming forward to speak, Mayor Grant closed the public hearing at 7:26 p.m.
8. NEW BUSINESS
None.
9. UNFINISHED BUSINESS
None.
10. COUNCIL COMMENTS
Councilmember Holden
indicated that she would not be able to attend the November 18, 2013,
work session and maybe the November 25, 2013, Council meeting.
Councilmember Holmes
noted that she attended a tour of the St. Paul water treatment center
with the Ramsey County League of Local Government on October 25, 2013. She discussed the
tour in detail noting that all water for St. Paul, Roseville, and Arden Hills was treated from this
location.
ARDEN HILLS CITY COUNCIL NOVEMBER 12, 20134
Councilmember Holmes
stated that she recently attended the dedication event and ribbon cutting
ceremony at Presbyterian Homes.
Mayor Grant
requested an item be added to future agendas for public presentations during Staff
Comments.
ADJOURN
MOTION: Councilmember Holmes moved and Councilmember McClung seconded a
motion to adjourn. The motion carried unanimously (4-0).
Mayor Grant
adjourned the regular City Council meeting at 7:35 p.m.
__________________________ __________________________
Patrick Klaers David Grant
City Administrator Mayor
December 9, 2013
Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
Ashley Bertrand, Sue Iverson
Claims & Payroll
2013 Payroll #25 ............................................................................$ 97,525.84
Paid Claims (Check No 0 US Bank) ..................................................$ 1,283.06
Paid Claims (Check No 42749-CheckNo 42787) .............................$ 143,648.19
Paid Claims (Check No 42788-Check No 42793) .............................$ 90,126.36
Page of
Payment Method
EFT
FIT7,373.45
EFT
SIT2,955.94
EFT
FICA Oasdi3,849.583,849.58
EFT
FICA Medicare972.51
972.51
A/P Check*
Health Premium1,426.5913,388.33
A/P Check*
Dental Premium 997.82
A/P Check*
FSA Health Care Reimb.177.08
A/P Check*
FSA Dependent Care Reimb.208.33
HSA Health Saving 443.963,746.77
EFT
Health Care Savings Plan39.55
EFT
Health Care Savings Plan-2%276.40
EFT
Health Care Savings Plan-4%216.81
EFT
PERA3,978.334,614.88
EFT
ICMA3,951.01334.37
A/P Check*
Central Pension Fund-Union614.40
EFT
MN State Retirement System327.18
A/P Check*
IUOE 49 Dues (Union)131.04
A/P Check*
LTD/STD Insurance1,207.76
*
PERALifeInsurance32.00.A/PCheck
PERALifeInsurance3200 A/PCheck
A/P Check*
Life/Addl/Dep Life123.5596.20
EFT
MN Child Support145.82
A/P Check*
Public Employee Long Term Care 40.60
A/P Check*
UNUM 132.05
A/P Check*
Avesis-Vision Care8.94
Total Employee Deductions28,593.33
PR Check # 17573-17575
Net Payroll1,374.54
EFT
Direct Deposit39,517.96
Gross Payroll Tie-Out69,485.83
STD/LTD Gross - Up0.00
Plus City Paid Benefit28,040.01
ICMA Benefit Held0.00
Gross Payroll69,485.83
Less Total FSA1,812.00
Plus Employer Match ICMA0.00
Plus ICMA Benefit Held0.00
Net P/R Subject to FICA67,673.83
FICA Oasdi @ 6.20%3,849.58
FICA Medicare @ 1.45%972.51
Note: Federal and State Payroll Tax obligations are satisfied by means
of utilizing the "Taxtel" Electronic Tax Deposit Service. Trans-
fers are typically made two business days after the payroll date.
ACCOUNTS PAYABLE Check Approval
* A/P Checks can be found on the report.
Checks may be paid this week or the following week.
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CONSENT ITEM 5B
MEMORANDUM
DATE:
December 9, 2013
TO:
Honorable Mayor and City Council Members
Patrick Klaers, City Administrator
FROM:
Sue Iverson, Director of Finance and Administrative Services
SUBJECT:
2014 Employee Compensation Plan Non Union Employees
Background
Annually the City sets the compensation for non-union employs for the next calendar
year at its meeting in December.
Discussion
Annually the City Council evaluates its compensation plan and determines if a cost of
living adjustment (COLA) is appropriate. The 2014 budget was prepared with a 2%
increase for employees in 2014 and discussed with the City Council who were in favor of
this increase.
The seasonal employee compensation plan has been reviewed by staff and no adjustments
have been made to this plan for 2014.
Attached are the compensation plans for January 1, 2014, for non-union employees for
Council approval.
Council Action
Motion to approve the 2014 Employee Compensation Plan for non-union employees
effective January 1, 2014 as presented and the Seasonal Employee 2014 Part-time scale
as presented.
Attachment A
2014 City of Arden Hills Pay Matrix2.00%COLA
2014 - Yearly
Step OneStep TwoStep ThreeStep FourStep FiveStep SixStep SevenStep Eight
13$ 97,841$ 101,335$ 104,831$ 108,326$ 111,819$ 115,314$ 118,808$ 122,302
12$ 87,829$ 90,964$ 94,102$ 97,238$ 100,376$ 103,511$ 106,649$ 109,786
11$ 78,642$ 81,451$ 84,258$ 87,067$ 89,876$ 92,685$ 95,493$ 98,302
10$ 72,027$ 74,600$ 77,172$ 79,743$ 82,317$ 84,888$ 87,461$ 90,033
9$ 64,954$ 67,273$ 69,592$ 71,913$ 74,231$ 76,551$ 78,872$ 81,191
8$ 57,879$ 59,946$ 62,013$ 64,080$ 66,147$ 68,215$ 70,283$ 72,348
7$ 54,022$ 55,951$ 57,879$ 59,809$ 61,737$ 63,667$ 65,596$ 67,526
6$ 48,233$ 49,956$ 51,678$ 53,401$ 55,123$ 56,846$ 58,568$ 60,291
5$ 43,365$ 44,913$ 46,461$ 48,010$ 49,558$ 51,109$ 52,656$ 54,204
4$ 39,873$ 41,296$ 42,722$ 44,144$ 45,568$ 46,994$ 48,417$ 49,842
3$ 34,821$ 36,065$ 37,309$ 38,552$ 39,794$ 41,038$ 42,282$ 43,526
2$ 31,697$ 32,829$ 33,959$ 35,093$ 36,225$ 37,359$ 38,489$ 39,621
1$ 28,848$ 29,880$ 30,911$ 31,939$ 32,971$ 34,001$ 35,031$ 36,062
2014 - Monthly
Step OneStep TwoStep ThreeStep FourStep FiveStep SixStep SevenStep Eight
13$ 8,154$ 8,445$ 8,736$ 9,028$ 9,319$ 9,610$ 9,901$ 10,192
12$ 7,320$ 7,581$ 7,842$ 8,104$ 8,365$ 8,626$ 8,888$ 9,149
11$ 6,554$ 6,788$ 7,022$ 7,256$ 7,490$ 7,724$ 7,958$ 8,192
10$ 6,003$ 6,217$ 6,431$ 6,646$ 6,860$ 7,074$ 7,289$ 7,503
9$ 5,413$ 5,607$ 5,800$ 5,993$ 6,186$ 6,380$ 6,573$ 6,766
8$ 4,824$ 4,996$ 5,168$ 5,340$ 5,513$ 5,685$ 5,857$ 6,029
7$ 4,502$ 4,663$ 4,824$ 4,985$ 5,145$ 5,306$ 5,467$ 5,628
6$ 4,020$ 4,163$ 4,307$ 4,451$ 4,594$ 4,738$ 4,881$ 5,025
5$ 3,614$ 3,743$ 3,872$ 4,001$ 4,130$ 4,260$ 4,388$ 4,517
4$ 3,323$ 3,442$ 3,561$ 3,679$ 3,798$ 3,917$ 4,035$ 4,154
3$ 2,902$ 3,006$ 3,110$ 3,213$ 3,317$ 3,420$ 3,524$ 3,628
2$ 2,642$ 2,736$ 2,830$ 2,925$ 3,019$ 3,114$ 3,208$ 3,302
1$ 2,404$ 2,490$ 2,576$ 2,662$ 2,748$ 2,834$ 2,920$ 3,006
2014 - Hourly
Step OneStep TwoStep ThreeStep FourStep FiveStep SixStep SevenStep Eight
13$ 47.04$ 48.72$ 50.40$ 52.08$ 53.76$ 55.44$ 57.12$ 58.80
12$ 42.23$ 43.74$ 45.25$ 46.75$ 48.26$ 49.77$ 51.28$ 52.79
11$ 37.81$ 39.16$ 40.51$ 41.86$ 43.21$ 44.57$ 45.92$ 47.27
10$ 34.63$ 35.87$ 37.11$ 38.34$ 39.58$ 40.82$ 42.05$ 43.29
9$ 31.23$ 32.35$ 33.46$ 34.58$ 35.69$ 36.81$ 37.92$ 39.04
8$ 27.83$ 28.83$ 29.82$ 30.81$ 31.81$ 32.80$ 33.79$ 34.79
7$ 25.98$ 26.90$ 27.83$ 28.76$ 29.69$ 30.61$ 31.54$ 32.47
6$ 23.19$ 24.02$ 24.85$ 25.68$ 26.51$ 27.33$ 28.16$ 28.99
5$ 20.85$ 21.60$ 22.34$ 23.09$ 23.83$ 24.58$ 25.32$ 26.06
4$ 19.17$ 19.86$ 20.54$ 21.23$ 21.91$ 22.60$ 23.28$ 23.97
3$ 16.75$ 17.34$ 17.94$ 18.54$ 19.14$ 19.73$ 20.33$ 20.93
2$ 15.24$ 15.79$ 16.33$ 16.88$ 17.42$ 17.97$ 18.51$ 19.05
1$ 13.87$ 14.37$ 14.87$ 15.36$ 15.86$ 16.35$ 16.85$ 17.34
PW Seasonal/Parks and Recreation
2014 Part-Time Pay Scale
Playground Leaders/Special Event/Trip Chaperone:
Steps: 1 2 3 4 5+
$8.25 $8.50 *$8.75 $9.00 $9.25
* College Entry
Program Instructor I:
Soccer/pre-soccer; basketball; sports hour/Pee Wee sports; pre-t-ball;
flag football; soccer/tball mini camp; art programs, floor hockey; volleyball
Steps: 1 2 3 4 5
$11.50 $11.75 $12.00 $12.25 $12.50
Program Instructor II:
Tennis, Baby-Sitting
Steps: 1 2 3 4 5
$13.00 $13.25 $13.50 $13.75 $14.00
Program Instructor III:
Specialty crafts/ceramics; drawing; special event classes, ice skating
instructor, hockey skills instructor.
Steps: 1 2 3 4 5+
$15.00 $15.25 $15.50 $15.75 $16.25
Youth Umpires/Referees:
Softball Umpire per game / Soccer referee
per game.
Steps: 1 2 3 4 5
$14.00 $14.50 *$15.00 $15.50 $16.00
* Certified Entry
Contracted Services:
Dance $3.75 per participant per class
Acting $40.00 per class
Hunter Education Programs Firearm Safety - $7.50 per participant (DNR Certification)
Program Instructor III, Golf $60.00 per participant (4 lessons)
Program Instructor III, Track Coach Based on participant count.
Adult Softball Umpires $24.00 per game
Maintenance Worker:
Steps: 1 2 3+ 4 5+
$10.00 $10.50 $11.00 $11.50 $12.00
Ice Rink Attendants:
Steps: 1 2 3 4 5+
$7.75 $8.00 $8.25 $8.50 $8.75
Park Attendants:
Adult Softball; Soccer.
Steps: 1 2 3 4 5+
$8.50 $8.75 $9.00 $9.25 $9.50
CONSENT ITEM 5C
MEMORANDUM
DATE:
December 9, 2013
TO:
Honorable Mayor and City Council Members
Patrick Klaers, City Administrator
FROM:
Sue Iverson, Finance Director of Finance and Administrative Services
SUBJECT:
Adoption of the 2014 City Contribution for Employee Benefits
Background
Each year in December, the City sets the monthly contribution rate for employee benefits
for the next year.
Discussion
As part of the annual budget and levy adoption process, the Council is also asked to
approve the 2014 City contribution for employee benefits. The City contribution rate is
currently set by increasing the current contribution by 50% of the increase in premiums
for the next year of the HSA plan plus dental. Since the City had an excellent rating with
our current insurance carrier, there was no increase in the medical premium for 2014
(even with the new health care fees), there was only a modest increase in the dental
premium. In 2013 the employer contribution rate was $697.42 per month per employee,
for 2014 it has been proposed to increase this to $699.61 per month per employee and has
been calculated into the proposed 2014 budget.
Council Action
Motion to adopt Resolution 2013-047, a Resolution setting the City Contribution to
Employee Monthly Benefits at the amount of $699.61 per month, per employee.
Attachments:
Attachment A: Resolution 2013-047
City Council Meeting
P:\Admin\Council\Agendas & Packet Information\2013\12-09-13-R\Sue\Benefits\memo.doc
Page 1 of 1
Attachment A
CITY OF ARDEN HILLS
COUNTY OF RAMSEY
STATE OF MINNESOTA
RESOLUTION NO. 2013-047
A RESOLUTION APPROVING THE 2014 CITY CONTRIBUTION TO
EMPLOYEE MONTHLY BENEFITS
WHEREAS,
the City Council of Arden Hills does hereby approve the contribution of six
hundred ninety-nine dollars and sixty-one cents ($699.61) per month, per employee toward
bargaining unit employees benefits;
WHEREAS,
the City Council of Arden Hills does hereby approve the contribution of six
hundred ninety-nine dollars and sixty-one cents ($699.61) per month, per employee toward non-
bargaining unit employees benefits;
THEREFORE BE IT RESOLVED,
that the City Council of Arden Hills does hereby
approve the contribution toward bargaining and non-bargaining unit employee benefits as stated
above.
ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS
9th DAY OF DECEMBER, 2013.
_________________________________________
David Grant, Mayor
ATTEST:
_______________________________________
Amy Dietl, City Clerk
CONSENT ITEM 5D
MEMORANDUM
DATE:
December 9, 2013
TO:
Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
FROM:
Amy Dietl, City Clerk
SUBJECT:
2014 Liquor License Renewals
Background
The following Arden Hills businesses have requested renewal of their City liquor licenses
for 2014:
On-Off-Sunday Wine 3.2 2:00
Establishment Name
Sale Sale Sale Only Beer a.m.
Big Ten Supper Club X X X X
Cub Foods X
Cub Discount Liquor X
Davanni's X X
Flaherty's Arden Bowl X X
Great China Restaurant X
Lindey's Steakhouse X X
Fire inspection reports have been completed for each location, and the City has received
the required application forms (one business is finalizing its paperwork) and Certificates
of Insurance. Of the seven businesses, all have successfully passed background checks
with Department.
Requested Action
Motion by the City Council to approve the 2014 liquor license renewals.
CONSENT ITEM
MEMORANDUM
DATE:
December 9, 2013
TO:
Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
FROM:
Amy Dietl, City Clerk
SUBJECT:
2014 Tobacco License Renewals
Background
ThefollowingArdenHillsbusinesseshaverequestedrenewaloftheirCitytobacco
licenses for 2014:
Arden Hills Shell
Arden Hills Tobacco, Inc.
Big Ten Supper Club
Cub Foods
Holiday Station
Walgreens
Fireinspectionreportshavebeencompletedforeachlocation,andtheCityhasreceived
therequiredapplicationformsandCertificatesofInsurance.Additionally,allsixofthese
businesseshavesuccessfullypassedbackgroundcheckscompletedbytheRamsey
County Sheriffs Department.
TheRamseyCountySheriffconductedcompliancechecksonalllicensedtobacco
establishmentsonTuesday,June12,2013,andagainonNovember26,2013.CubFoods
failedtheJune12,2013,compliancecheck,andArdenHillsShellfailedtheNovember
26,2013,compliancecheck.Ineachsituation,anemployeeofthebusinesssoldtobacco
productstoaminor.CubFoodspaida$100administrativefinetotheCitypursuantto
CityCodeSection350.11,Subd.1.TheCitywasjustnotifiedoftheArdenHillsShell
compliancefailure,butisintheprocessofworkingwiththemtocollectthe
administrative fine.
Requested Action
Motion by the City Council to approve the 2014 tobacco license renewals.
CONSENT ITEM 5F
MEMORANDUM
DATE:
December 9, 2013
TO:
Honorable Mayor and City Council Members
Patrick Klaers, City Administrator
FROM:
Amy Dietl, City Clerk
SUBJECT:
2014 Fee Schedule
Background
The City 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.
The following proposed changes were discussed at the August 19, 2013, Council work
session and have been incorporated in the attached ordinance.
Include the 3% local gambling tax (staff also included the lawful gambling fund
percentagesee page eight of fee schedule).
Change utility billing rate language (see pages nine and 10 of fee schedule).
Picnic shelter fees should be waived (see page three of fee schedule).
Clarify room rental business hours (see page four of fee schedule).
Another item discussed at the August work session was in reference to legal fees incurred
in dangerous dog situations. The City is experiencing legal costs that are exceeding the
current fee that is charged. After much research, staff is proposing to increase the
dangerous dog fee from $63 to $500 as well as adding a potentially dangerous dog fee of
$250 to the 2014 Fee Schedule. This fee is found on page one of the fee schedule.
At the time of the August 19, 2013, Council work session, the 2014 Fee Schedule did not
include any adjustments to the Sewer Availability Charge (SAC) rate. In September,
staff learned that the Metropolitan Council adopted a $50 increase in the base
metropolitan SAC rate effective January 1, 2014. The new rate will be $2,485; therefore,
staff proposes raising the SAC charge found on page six of the 2014 Fee Schedule to
match that rate.
Staff also learned since the August work session that the current water meter distributor is
terminating its service agreement. A new distributor will be supplying water meters by
the end of the year, and staff has been told to expect a 5 to 7% increase in current water
meter prices. Since there is uncertainty regarding the increase in price, staff is proposing
in the fee
Customer Requested Water Meter
. Staff can revisit the water meter fees at a later date.
Business Licensing. Staff increased the fee in 2013 when Council approved to increase
all fees on the fee schedule by five percent. Staff has learned that State Statute 449.15
limits the maximum fee amount to $15 per location and $15 per machine. Staff is
proposing to update that on page seven of the fee schedule.
Requested Action
Motion to approve Ordinance 2013-013 adopting the 2014 Fee Schedule and authorizing
publication of the Ordinance Summary.
Attachments
Attachment A: Redline Version of 2014 Fee Schedule
Attachment B: Memo from Jill Hutmacher dated December 5, 2013
Attachment A
REDLINED VERSION
City of Arden Hills
Ordinance 2013-013 Appendix A
2014 Fee Schedule
I. Administrative
Dogs/Cats Licenses Two years (Pro-rated for second $26.00
year @ $13.00)
Dogs/Cats Duplicate Tags Each $6.50
Dogs/Cats Boarding $19.00 per day
Dogs/Cats Impoundment Fee $44.00
Dogs/Cats Surrender Fee Each $25.00
Dogs Residential Kennel Annual $21.00
License
Dogs Dangerous Dog Fee Annual $63.00 500.00
Dogs Potentially Dangerous Annual $250.00
Dog Fee
Copying Minutes, City Council Annual $69.00
Meetings
Copying Minutes, Planning Annual $56.00
Commission Meetings
Copying Agendas, City Annual $14.00
Council Meetings
Copying Agendas, Planning Annual $7.00
Commission Meetings
Copying Agenda Packets, City Annual Cost based on per sheet, staff
Council Meetings labor, and postage
Copying Agenda Packets, Annual Cost based on per sheet, staff
Planning Commission labor, and postage
Copying General Any Size $0.25 per side
Assessment Search $53.00 per half hour
II. Building Construction
Building Permits Permit Fee Fees shall be based according to
the 2011 State Statute 326B.153
Building Official
Building Permits Plan Review 65% of Building Permit Fee
Fee
Building Permits Re-inspection $40.00
Building Permits Manufactured $55.00 + $5.00 State Surcharge
Home Location, Swimming
Pools, and Demolition
Building Permits Special 100% of Permit Fee
Investigations
Page 1 of 11
State Surcharge based on fee based on 2011 State Statute
valuation326B.148
State Surcharge Fixed Fees $5.00
Plumbing Permits Minimum $40.00
Fee
Plumbing Permits Residential 1.25% of Project Value
Plumbing Permits Non- 1.25% of Project Value + $50.00
Residential
Electrical Permits Minimum $35.00
Fee
Electrical Permits Maximum $150.00
Single Family Dwelling Fee
Electrical Permits General
schedule
Mechanical Permits Minimum $40.00
Fee
Mechanical Permits Residential 2% of Project Value
Mechanical Permits Non- 1.25% of Project Value + $50.00
Residential
Fire Protection Permits Permit Fees shall be based according to
Fee the 2011State Statute 326B.153
Building Official
Fire Protection Permits Plan 65% of Permit Fee
Review Fee
Fire Protection Permits Re- $40.00
inspection
III. Liquor Licensing
On-sale 1,999 square feet (SF) or less $3,465.00
On-sale 2,000 (SF) 2,999 (SF) $4,620.00
On-sale 3,000 (SF) 3,999 (SF) $5,775.00
On-sale 4,000 (SF) or more $6,930.00
On-sale, Sunday $200.00 (340A.504 Subd. 3(b)
limits $200 fee for Sunday sales)
Off-sale $210.00
Club Fee $315.00
On-sale, Malt Beverage $126.00
Off-sale, Malt Beverage $42.00
On-sale, Wine $2,100.00 (or half of on-sale
license fee, whichever is less)
Strong Beer No Charge (as part of On-Sale
Wine License)
Investigation Fee $158.00
First Violation $105.00
Second Violation $525.00
Minor Consumption Violation
with Server Training
Third Violation $1,050.00
Fourth Violation $1,575.00
Minor Consumption Violation First Violation $525.00
Page 2 of 11
without Server Training
Second Violation $1,050.00
Third Violation $1,575.00
$2,100.00 and may be subject to
Fourth Violation
license revocation
IV. Maps and Ordinances
Zoning Ordinance $0.25 per side
Municipal Code
Comprehensive Plan
Color Maps (8.5 x 11) $2.00
Color Maps (11 x 17) $4.00
Street Maps $2.00
As-Builts (11 x 17) Based on number of copies and
staff time
V. Parks & Recreation
Youth Athletic Association Field Per four hour time block $8.00 per time block
Rental + applicable tax
Adult Club / Intramural Field Per two hour time block $21.00 per time block
Rental + applicable tax
Ball Field Rental, Unlighted Per four hour time block. $33.00 per time block
Tournament fees are extra. + applicable tax
Ball Field Rental, Lighted Per four hour time block. $84.00 per time block
Tournament fees are extra. + applicable tax
Ball Field Tournament Fee Includes all day maintenance $525.00 per day + $105.00
(Adult), Full Maintenance staff on site damage deposit + applicable tax
Ball Field Tournament Fee Includes prep for fields and $315.00 per day + $105.00
(Adult), Minimum Maintenance midday drag of fields damage deposit + applicable tax
Warming House Rental/Ice Rink Only allowed during non-public $26.00 per hour +
Rental use hours $105.00 damage deposit
+ applicable tax
Picnic Shelters, Resident Includes up to three picnic tables $37.00 per day + applicable tax
Available for reservation $0
Picnic Shelters Non-Resident Includes up to three picnic tables $53.00 per day + applicable tax
Picnic Shelters Includes up to three picnic tables $11.00 per day
Resident Non-Profit
Picnic Shelters Includes up to three picnic tables $37.00 per day
Other Non-Profit
Picnic Pavilions Resident Includes up to five picnic tables $53.00 per day + $105.00
damage deposit + $53.00 key
deposit + applicable tax
Picnic Pavilions Non-Resident Includes up to five picnic tables $79.00 per day + $105.00
damage deposit + $53.00 key
deposit + applicable tax
Picnic Pavilions Includes up to five picnic tables $26.00 per day + $105.00
Resident Non-Profit damage deposit & $53.00 key
deposit
Picnic Pavilions Includes up to five picnic tables $63.00 per day + $105.00
Other Non-Profit damage deposit & $53.00 key
deposit
Page 3 of 11
Additional Picnic Tables For every two extra tables $5.00 + applicable tax
Community Garden Plot One Annual $34.00 + applicable tax
Plot
Community Garden Plot Annual $17.00 + applicable tax
Second Plot
Room Rental City Hall, Per Day (Scheduling a room after Daytime Regular business hour
Community Room regular hours is contingent upon usage: No charge
the presence of a city employee; Army National Guard: No charge
In the event staff is not available, City Government: No charge
the City reserves the right to Resident, Non-profit: $63.00
deny application). Resident, For-profit: $74.00
Non-Resident, Non-profit:
$105.00
Non-Resident, For-profit:
$137.00
(+ applicable tax)
Room Rental City Hall, Small Per Day (Scheduling a room after Daytime Regular business hour
Conference Room regular hours is contingent upon usage: No charge
the presence of a city employee; Army National Guard: No charge
In the event staff is not available, City Government: No charge
the City reserves the right to Resident, Non-profit: $26.00
deny application). Resident, For-profit: $32.00
Non-Resident, Non-profit:
$42.00
Non-Resident, For-profit: $53.00
(+ applicable tax)
Room Rental Damage Deposit Required $105.00
Equipment Rental DVD, VCR, $11.00 + applicable tax
T.V.
VI. Planning and Zoning (Each separate land use request shall be charged a separate fee even if
submitted on the same application. In addition to the application fee, all planning cases are subject to a
minimum escrow fee to cover any consulting costs the City may incur. Additional charges may apply if
the consulting costs exceed the escrow amount. The escrow may be waived, reduced, or increased by the
City Planner on a project by project basis.)
Description Escrow Fees Initial Application Fees
Preliminary Plat Administrative Fee $630.00 + $26.00 per lot
Escrow $1,575.00
Final Plat Administrative Fee $525.00 + $26.00 per lot
Escrow No charge
Lot Split/Minor Subdivision Administrative Fee $473.00
Escrow $1,050.00
Rezoning Administrative Fee $630.00
Escrow $1,050.00
Comprehensive Plan Amendment Administrative Fee $893.00
Escrow $1,050.00
Variance Administrative Fee $315.00
Escrow $630.00
Conditional Use Permit or Administrative Fee $630.00; $315.00 for Home
Amendment Occupation or if no Site Plan
Review is required
Page 4 of 11
Escrow $630.00
Interim Use Permit or Administrative Fee $630.00; $315.00 if no Site Plan
Amendment Review is required
Escrow $735.00
Planned Unit Development Administrative Fee $630.00
Master Plan
Escrow $2,100.00
Final Planned Unit Development Administrative Fee $315.00
Escrow $630.00
Planned Unit Development Administrative Fee $630.00; $315.00 if no Site Plan
Amendment Review is required
Escrow $2,100.00
Planned Unit Development Administrative Fee $315.00
Concept Review
Escrow No Charge
Vacation of Easement Administrative Fee $420.00
Escrow $630.00
Site Plan Review Administrative Fee $315.00
Escrow $630.00
City Code Amendment Administrative Fee $630.00
Escrow $1,050.00
Zoning Code Amendment Administrative Fee $630.00
Escrow $1,050.00
Zoning Letter Per half hour $53.00 + $53.00 per half hour
after one hour of staff research
time
Land Use Requests Not Administrative Fee (Escrow may $210.00
Already Specified also apply)
Zoning Permit New Fence $53.00 for first 100 lineal feet +
Construction or Expansion $11.00 each additional 100 lineal
feet, or fraction thereof
Zoning Permit New Driveway $53.00 for first 1,000 square feet
Construction or Expansion + $11.00 each additional 1,000
square feet, or fraction thereof
Recreational Vehicle Parking 7 Day Permit, renewable once $11.00
Permit per 12 months
Home Occupation I Permit No charge
Home Occupation II Permit Consulting fees and $368.00
administrative escrow
Right-of-Way Permit Per Excavation $184.00
Grading & Erosion Control Fees Administrative Fee $158.00
Escrow $3,675 / acre
Appeal of Administrative Cost of staff time to prepare $105.00
Zoning, Sign, or Subdivision appeal information
Decisions
VII. Utility Hookup Charges
Water Permits Service Per inspection $40.00
Installation/Repairs/Alteration
Water Permits Interior $40.00
Plumbing, New Home
Water Turn On/Off, Temporary $40.00
Page 5 of 11
Water Permanent Disconnect $215.00
Curb Box and Service $165.00
Service Connection on
Unsurfaced Street
Restoration of Typical Road Mix $105.00
Street
Restoration of Higher-Type Set by Engineer
Street
Set by Inspector
Connection
Water Permits Plan Check Fee Set by Inspector
Water Permits Re-inspection $40.00
Water Meter/Spacer Charges Fee includes removal of meter, $140.00 Residential
Customer Requested Water bench test at maintenance $160.00 - Commercial
Meter Accuracy Test facility, and returning meter to Based on Meter Size
residence; Fee will not be applied Contact Public Works for Quote
if the meter is found to be
inaccurate to a degree exceeding
three percent (3%) from the
result of the bench test
Water Meter/Spacer Charges $390.00
Water Meter/Spacer Charges Contact Public Works for Quote
Water Meter/Spacer Charges $480.00
Water Meter/Spacer Charges Contact Public Works for Quote
Water Connection Fee $840.00 per acre or portion
Connection fee for previously thereof
un-served or expanded lots
Water Availability Fee The units are based on the $525.00 per unit
New or Additional Connections
for calculating new sewer
availability charge (SAC) units
Sewer Connection Fee $840.00 per acre or portion
Connection fee for previously thereof
un-served or expanded lots
Sewer Availability Fee The units are based on the $525.00 per unit
New or Additional Connections
for calculating new sewer
availability charge (SAC) units
Sewer Permits Service Per inspection $40.00
Installation/Alternations/Repairs
Sewer Permits Plan Review Set by Inspector
Fee
Sewer Permits Reinspections $40.00 per hour
Sewer Access Charge Set by Met Council Annually $2,435.00 2,485.00
Page 6 of 11
Sanitary Sewer Utility Prohibited $100.00 per month
Sump Pump Connection
Surcharge
VIII. Miscellaneous/Retail Activities
3/4" Hydrant Meter Rental No monthly fee if returned within $20.00 for permit + $100.00
7 days deposit + $30.00 per month
rental + water usage + $5.00 state
surcharge
3" Hydrant Meter Rental No monthly fee if returned within $20.00 for permit + $1,200
7 days deposit + $30.00 per month
rental + water usage + $5.00 state
surcharge
Boutique/Garage Sale Application/notification of City No charge
Hall required
Casual Roadside Stands Application/notification of City No charge
Hall required
Tent Permit $55.00+ State Surcharge
Sidewalk Sales $53.00
Business Licensing Includes arcade, dance hall, $105.00
Amusement Facilities movie theater, pool/billiard
tables, bowling alleys, indoor
tennis, skating facility, outdoor
tennis, driving ranges, etc.
Business Licensing Wholesale Liability insurance required $210.00
Bulk Fuel Storage
Business Licensing $6.50 per room
Hotel/Motel
Business Licensing Courtesy $26.00
Bench, Non-advertising
Business Licensing Courtesy $79.00
Bench, Advertising
Business Licensing Includes musical devices, $156.00 per location + $156.00
Mechanical/Electronic Devices amusement rides, bowling alleys, per machine
etc. (MN Statute 449.15 sets
maximum permit fee at $15 per
location and $15 per machine)
Business Licensing Retail Sales Includes antique shops, $53.00
beauty/barber shops, boat
dealers, Christmas tree sales, dry
cleaning, laundry, bakery, candy,
meats, wholesale foods, caterers,
motor vehicle sales, optometrist,
mortuary, video sales/rentals,
over-the-counter tobacco sales,
vending machines (excluding
tobacco), & other retail goods not
listed
Page 7 of 11
Business Licensing $21.00 per 1,000 square feet, or
Restaurants, Cafes, Coffee fraction thereof
Houses, etc.
Business Licensing $315.00
Restaurants, Drive-Thru
Business Licensing Service $105.00
Stations
Business Licensing Grocery $21.00 per 1,000 square feet, or
fraction thereof
Charitable Gambling Permit Includes investigation fee $158.00
Per Minnesota State Statute,
Chapter 349
Local Gambling Tax Shall not exceed 3% of
from all lawful gambling, less
prizes paid out
Lawful Gambling Fund10% of net profits
Tobacco Sales License Includes investigation fee $300.00
Fireworks Sales As part of existing business $100.00 (MN Statute 624.20 sets
maximum permit fee at $100.00)
Fireworks Sales Exclusive Business $350.00 (MN Statute 624.20 sets
maximum permit fee at $350.00)
Massage Therapist Annual Fee, Includes $53.00
investigation fee
Massage Therapist Establishment Annual Fee, Includes $158.00
investigation fee
Recreational Outdoor Archery $200 first year
Range $50 annual renewal
Solicitors, Peddlers, Transient Please reference Section 340 of $158.00 background
Permit For-Profit Organizations the Municipal Code for more investigation + $105.00 per
information month permit fee
Solicitors, Peddlers, Transient Please reference Section 340 of No charge
Permit Non-Profit the Municipal Code for more
Organizations information
IX. Signs
Initial Fee Per Sign $53.00
Permanent Signs, Annual Per Sign, 100 square feet or less $21.00
Renewal (maximum allowable size)
Temporary Signs $53.00
Signs, Impoundment First Offense $26.00
Signs, Impoundment Second Offense $53.00
Signs, Impoundment Third Offense $105.00
X. Miscellaneous Fees/Permits
Rubbish Hauler Annual $158.00
Recycling Hauler Annual $158.00
Page 8 of 11
Contractor License Annual $55.00
Miscellaneous Permit Fee For all other permits not listed $40.00
Staff Research $53.00 per half hour
Penalties for Late Payment Failure to pay any penalty 10% of license fee or $32.00,
imposed shall be grounds for the whichever is greater
suspension or termination of any
license issued by the City
Tobacco Sales, Illegal First Offense $105.00
Tobacco Sales, Illegal Second Offense within 24 $525.00
months
Tobacco Sales, Illegal Third Offense within 24 months $1,050.00 and 7 business day
suspension or 30 day suspension
of license + admin fine of $250
Tobacco Sales, Illegal Fourth Offense within 24 months Revocation of the license for a
one year period
Candidate Filing Fee $2.00
Insufficient Funds/Returned $35.00
Check Fee
Rental Registration Fee $42.00 per rental unit
Rental Registration Penalty Fee $84.00 per rental unit
Residential Contractor License $5.00
Check
Business Subsidy Application Required to reimburse City for $2,100.00 + $10,500.00 escrow
Fee full cost of review
Construction Activity Waiver Per Waiver Application $263.00
XI. False Alarm Fees
False Alarm First two alarms No charge + letter
False Alarm Three through ten alarms $60.00 per alarm
False Alarm Over ten alarms $160.00 per alarm
XII. Investigation Fees
Tobacco, Liquor, Charitable $158.00
.
XIIIUtility Use Charges
Residential Water Per Quarter:
Meter Charge $22.50
Meter Charge $ 22.95
Meter Charge $ 55.45
Meter Charge $ 117.29
Meter Charge $ 188.95
Meter Charge $ 411.27
Meter Charge $ 616.52
Meter Charge $ 1026.96
Meter Charge $ 2070.28
Meter Charge r Size $ 2942.45
Meter Charge $ 4173.86
Page 9 of 11
$2.50 2.55 per 1,000 gallons
Consumption: 0 1-10,000 gals. per 1,000 gallons
(pro-rated)
Consumption: 10,001-35,000 $3.25 3.32 per 1,000 gallons
per 1,000 gallons
gals. (pro-rated)
$5.75 5.87 per 1,000 gallons
Consumption: Over 35,000 gals. per 1,000 gallons
(pro-rated)
Standby $7.71 per account
Water Test Fee set by MN State Health Dept $1.59
Residential Sanitary Sewer Per Quarter:
Base Charge - Residential $85.55 87.26
Consumption: Usage Over $4.93 5.03 per 1,000 gallons
per 1,000 gallons
15,000gals. - Residential (pro-rated)
Sanitary Sewer - Commercial per 1,000 gallons $ 5.44
Sanitary Sewer - Mobile Home per unit $ 94.38
Residential Surface Water Per Quarter:
Residential - Single Family per lot $11.71 13.47 per lot
Residential Townhomes
per dwelling $15.18 17.46 per unit
Multiple Family
Apartment / Condominium per acre $95.57 109.91 per acre
Industrial / Commercial per acre $ 171.61
Undeveloped per acre $ 20.19
Commercial Water Standby Per Quarter:
Meter Charge $22.50
Meter Charge $54.36
Meter Charge $114.99
Meter Charge $185.25
Meter Charge $403.21
Meter Charge $604.43
Meter Charge $1,006.82
Meter Charge $2,029.69
Meter Charge $2,884.76
Meter Charge $4,092.02
Consumption: 0-10,000gals. $2.50 per 1,000 gallons
Consumption: 10,00135,000
$3.25 per 1,000 gallons
gals.
Consumption: Over 35,000 gals. $5.75 per 1,000 gallons
Standby Service Line or smaller $6.62 7.86
Standby Service Line $11.11 11.33
Standby Service Line $15.30 15.61
Standby $23.37 23.84
Standby Service Line $52.74 53.79
Standby Service Line $94.05 95.93
Standby Service Line $210.89 215.11
Standby $375.32 382.83
Standby Service Line $587.08 598.82
Standby 12 $843.76 860.63
Standby Shared 6.95 $25.15 25.65
Page 10 of 11
Water Test Fee set by MN State Health Dept $1.59
Commercial Sanitary Sewer Per Quarter:
Commercial Usage $5.33 per 1,000 gallons
Mobile Home/Apartment $92.53 per unit
Commercial Surface Water Per Quarter:
Apartment $95.57 per acre
Industrial and/or Commercial $149.23 per acre
Undeveloped Land $17.56 per acre
XIV. Recycling Fee and Bins
Per Residential Parcel with
Annual $42.60
curbside recycling
Per Residential Parcel without
Annual $2.00
curbside recycling
Recycling Bin One bin provided free of charge $6.00 for each additional bin
to each newly constructed home
Page 11 of 11
MEMORANDUM
DATE: December 5, 2013
TO: Sue Iverson, Director of Finance and Administrative Services
Patrick Klaers, City Administrator
Amy Dietl, City Clerk
FROM: Jill Hutmacher, Community Development Director
SUBJECT: Dangerous Dog and Potentially Dangerous Dog Fees
The City of Arden Hills currently has a dangerous dog fee of $63. The staff and legal costs
related to dangerous and potentially dangerous dog designations and appeals often greatly exceed
the current fee. Martin Norder, Kelly and Lemmons, has advised the City that it may want to
increase the dangerous dog fee to reflect true costs. Following are fees charged by nearby
municipalities:
Little Canada $500
Shoreview $250
Vadnais Heights $250
White Bear Township $250/$150 for potentially dangerous
Roseville $50 ($100 for subsequent violations)
Blaine $500
Minneapolis $500
St. Paul $500
Martin Norder has suggested that the City could reasonably increase the dangerous dog fee to
$500 and initiate a potentially dangerous dog fee of $250. Mr. Norder has considered options for
the recovery of appeal costs. He does not feel, however, that there is a method which would
survive a challenge, and the collection of appeal costs would likely involve small claims court,
thereby incurring additional legal expenses.
Staff recommends that the dangerous dog fee be increased to $500, and a potentially dangerous
dog fee of $250 be added to the fee schedule.
11
Page of
CONSENT ITEM
MEMORANDUM
DATE: December 9, 2013
TO: Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
FROM: Sue Iverson, Director of Finance and Administrative Services
SUBJECT: 2013 Capital Reimbursement to Lake Johanna Fire Department
Budgeted Amount: Actual Amount: Funding Sources:
$508,000 $494,584 Public Safety Capital
Requested Action
Motion to approve a payment in the amount of $15,480.01 to the Lake Johanna Fire Department,
and Station #4 addition. This is a result of change orders to the original contract as per attached.
Background
The City has received an invoice from the Lake Johanna Fire Department (LJFD) for capital
expenditures in 2013 (Attachment A). This invoice relates to capital expenditures which were
included and approved in the 2013 budget, with change orders as attached.
These projects were originally budgeted at $508,000 of which Arden Hills budgeted costs were
$133,096. The actual amount of the total construction and fixtures is $494,584 which is less than
a
Attachments
Attachment A Invoices #454 from Lake Johanna Fire Department, Inc.
11
Page of
According to some recent correspondence from Scott Williams, Director of Emergency
Communications for Ramsey County, the contract for the new Computer Aided Dispatch
(CAD) and Mobiles System has been signed and the CAD replacement project is
underway. As part of this project, the responsibility for management and maintenance of
CAD will be transferred from St. Paul to Ramsey County. This means that the cities will
need a new CAD and Mobile Data Agreement with Ramsey County.
Attached is the final version of the CAD Agreement for the new CAD/Mobile system and
related services. The version has been approved by the Ramsey County Board on
November 12, 2013.
Our City Attorney reviewed this agreement in September and has no problems with this
document.
anticipated to be in early 2015.
It is recommendation that the City Council approves and authorizes executing the
attached CAD Agreement.
Attachment A: CAD and Mobile Data Agreement
Attachment A
CAD and Mobile Data Agreement Among Ramsey County and Members
This is an agreement between the County of Ramsey, a political s
th
Minnesota, through the Emergency Communications Department, 388 13 Street, Saint Paul,
MN 55101 the City of Arden Hills, 1245 Hwy 96 W, Arden Hills, MN 55112 (a
WHEREAS, All public safety agencies in Ramsey County currently u
WHEREAS, The County operates the Ramsey County Emergency Communications Center
WHEREAS, The County has Dispatch Joint Powers Agreements in placthe Members to
provide dispatch services that will expire on December 31, 2016;
WHEREAS, Due to the CAD System nearing the end of its life cycle, the County issued a
to
be owned by the County and used County-wide by the ECC, the White Bear Lake Emergency
Communications Ce
across the County; and
WHEREAS, The County anticipates that implementation of the Syste2015;
and
WHEREAS, The parties to this Agreement hereby agree as follows:
1.Purpose: Th
parameters for the provision of Computer-
which the County will provide these CAD Services. All Parties agree to work cooperatively
to fulfill the terms and purpose of this Agreement.
2.Definitions
For purposes of this Agreement, the following terms have the ind
2.1 Additional Member means any Governmental Unit that signs this Agreement with
the County on or after January 1, 2015.
2.2 Agreement means this CAD and Mobile Data Agreement among Ramsey County and
Members, as may be amended from time to time.
2.3 AVL/Automatic Vehicle Location System means a combination of hardware and
services that can detect the near-real time location of a vehicle and send that
information to the CAD System so it can be displayed on a map.
2.4 CAD/Computer-Aided Dispatch or Dispatching is a computer-based system that
allows persons in a dispatch center to create and update records of calls for service
and to easily view and understand the status of all units being dispatc
CAD and Mobile Data Agreement Ramsey County and User Members Page 1 of 48
provides displays and tools so the dispatcher can handle calls-for-service as
efficiently as possible.
2.5 CAD System means the combination of hardware, software and services the Cou
utilizes to provide CAD System functionality to Members as described in the System
Purchase Agreement Between TriTech Software Systems and Ramsey County, MN,
dated July 12, 2013 (pursuant to Ramsey County Board Resolution 2012-313),
incorporated herein in its entirety and made a part of this Agreement by reference.
The County owns the CAD System hardware and software.
2.6 CAD System Vendor means one or more entities from whom the County procures
the CAD System.
2.7 County means Ramsey County.
2.8 Department means the Ramsey County Department of Emergency Communications.
2.9 Director means the Director of the Ramsey County Department of Emergency
Communications, who reports to and serves at the pleasure of the County Manager.
2.10 Emergency Communications Center/ECC means the location from which the County
provides dispatching services for police, fire, emergency medical services, and other
public safety functions.
2.11 Governmental Unit means, for purposes of this Agreement, the definition set forth
in Minnesota Statutes §471.59.
2.12 Initial Member means any Governmental Unit that signs this Agreement with the
County before January 1, 2015.
2.13 Member means either an Initial Member or an Additional Member.
2.14 Mobile Data System means the combination of hardware, software, and services
used by System on mobile devices.
2.15 Operational Contact means a person and an alternate person representing a
Member who will receive technical notifications and provide technical c
between that Member and the County.
2.16 Party means the County or any Member.
2.17 Qualified Committee/Subcommittee Member means an individual sitting as a
named Committee or Subcommittee member and not legally disqualified. Qualified
members may be represented by designees where provided by this A
2.18 Recovery Time Objective means the duration of time within which a business
process must be restored after a disaster or disruption in order to avoid
unacceptable consequences.
2.19 System means the combined CAD System, Mobile Data System, AVL System and Fire
Alerting System.
2.20 System Investment Fund means a budget fund to pay for equipment replacement
and make ongoing investments in the System.
CAD and Mobile Data Agreement Ramsey County and User Members Page 2 of 48
2.21 System Manager means the Ramsey County employee who is responsible for
management of the System and who reports to the Director.
2.22 System Replacement Fund means a budget fund for eventual replacement of the
System.
2.23 System User means an individual or agency of a Governmental Unit that is
authorized to utilize the System.
2.24 Year means one calendar year.
3.Membership
3.1Only a Governmental U
and is within the boundary of Ramsey
County may become a Member under this Agreement.
3.2An Entity that is not an Initial Member may become an Additional
following process:
3.2.1The Entity submits to the Chair of the CAD Policy Committee a re
governing body approving the submission of a request to become
a Member under the terms and conditions of this Agreement.
3.2.2The CAD Policy Committee reviews the request in consultation wit
appropriate County staff (which may include ECC staff, Attorney(s) and/or
Administration staff), and takes action on such request within 120 days of
receipt of the request.
3.2.3Upon approval of membership by the CAD Policy Committee, the req
Entity and the County execute a duplicate of this Agreement, or
of this Agreement then in effect for all Members.
3.2.4Within 60 days of Agreement execution, the Additional Member pays an
initial one-time fee to cover licensing and other startup costs as described in
section 8. Cost/Payment.
3.3Upon final execution of this Agreement and receipt of the initia-time fee, the
Entity shall become an Additional Member and shall have all of t
responsibilities of a Member as set forth in this Agreement.
4.Governance
4.1CAD Policy Committee
4.1.1The CAD Policy Committee is hereby created with the duties, powe
responsibilities as set forth in this Agreement.
4.1.2The CAD Policy Committee shall be comprised of the
members of the Dispatch Policy Committee as identified in section 4.02 of
the 2005 Joint Powers Agreement Between Ramsey County and the Ci
an excerpt
of which is attached hereto and made part of this agreement as Exhibit 1,
CAD and Mobile Data Agreement Ramsey County and User Members Page 3 of 48
and the Officers of the Dispatch Policy Committee shall serve as
of the CAD Policy Committee.
4.1.3The CAD Policy Committee Officers shall have the duties, powers
responsibilities set forth in this Agreement.
4.1.4Officers
4.1.4.1The duties of the Chair shall be as follows:
4.1.4.1.1approve the agenda for Committee meetings, with the
input and assistance of the Director and other
Committee members;
4.1.4.1.2preside at Committee meetings;
4.1.4.1.3sign all official documents as authorized by the
Committee;
4.1.4.1.4make reports, directly or through a designee, to the
Committee and the Ramsey County Board as required
or deemed appropriate; and
4.1.4.1.5perform such other duties as are incident to the office
and properly expected by the Committee.
4.1.4.2The duties of the Vice Chair shall be as follows:
4.1.4.2.1in the absence of the Chair, to perform the duties of
the Chair; and
4.1.4.2.2to perform such duties as may be requested by the
Chair.
4.1.4.3The Director shall serve as executive secretary to the Committee
and shall provide all correspondence, reporting, and
recordkeeping functions for the Committee, consistent with
Minnesota Statutes Chapter 13 and statutory retention laws.
4.1.5Powers and Authority of the CAD Policy Committee
4.1.5.1The Committee shall assist the County in reviewing and evaluatin
the performance of the System to ensure that the service meets
the needs and expectations of the Members and System Users.
4.1.5.2The Committee shall make recommendations to the County
Manager, the Director and the System Manager concerning the
facilitation of public safety services through use of the System
4.1.5.3The Committee shall periodically review operations and make
recommendations to the Director on the operations, standards,
and budget for the System.
4.1.5.4The Committee shall serve as an appeals body as provided in this
Agreement.
CAD and Mobile Data Agreement Ramsey County and User Members Page 4 of 48
4.1.5.5The Committee shall review the proposed annual budget
prepared by the Director, and after any agreed-upon
modifications, make a recommendation to the County Board to
approve the budget.
4.1.5.6The Committee will approve fund balance goals for the System
Investment Fund every two years.
4.1.5.7The Committee may report issues regarding the performance of
the Director to the County Manager. The County Manager will
work with the Director in an expeditious manner to resolve any
concerns raised by the Committee.
4.1.6Meetings and Voting
4.1.6.1The Committee shall meet at least quarterly during the first yea
this Agreement is in effect. Thereafter, the Committee members
shall determine the frequency of regular meetings. In addition,
special meeting may be called by the Chair.
4.1.6.2Each Party and each representative on the Committee shall be
responsible for complying with requirements of State statutes
relating to open meetings.
4.1.6.3Each Committee member may cast one vote.
4.1.6.4Committee members may not appoint proxies or designees.
4.1.6.5A decision of the Committee requires a quorum and approval by a
majority of the Committee members present.
4.1.6.6A quorum of the Committee means one half of the Qualified
Committee Members plus one.
4.1.6.7At its first meeting, the Committee shall adopt a process for
resolving tie votes.
4.1.7Unless earlier dissolved by mutual written agreement of all of the then-
current Members, the CAD Policy Committee will continue to operate for the
duration of this Agreement.
4.2CAD Command Subcommittee
4.2.1A CAD Command Subcommittee shall be formed, to be
comprised of one Chief or Command level person from each of the following
System Users:
4.2.1.1The Ramsey County ;
4.2.1.2If Saint Paul signs this Agreement, Saint Paul Police and Saint Paul
Fire;
4.2.1.3If Maplewood signs this Agreement, Maplewood Police and
Maplewood Fire;
CAD and Mobile Data Agreement Ramsey County and User Members Page 5 of 48
4.2.1.4For other System Users, one suburban fire department and one
suburban police department.
4.2.2CAD Command Subcommittee Membership, Voting, and Meetings.
4.2.2.1The System Users identified in this Agreement as members of the
Subcommittee shall each select their own representatives except
that the suburban fire department representative (other than
Maplewood) will be selected annually by the Ramsey County Fire
Chiefs Association and the suburban police department
representative (other than Maplewood) will be selected annually
by the Ramsey County Chiefs of Police.
4.2.2.2The Subcommittee members shall select a Chair and a Vice Chair
at its first meeting.
4.2.2.3The Subcommittee will meet quarterly or at such other intervals
as determined by the Subcommittee members.
4.2.2.4Voting representation on the CAD Command Subcommittee shall
be as follows:
4.2.2.4.1The City of Saint Paul Fire Chief (or designee) shall have
two (2) votes
4.2.2.4.2The City of Saint Paul Police Chief (or designee) shall
have two (2) votes
4.2.2.4.3designee) shall
have one (1) vote
4.2.2.4.4The City of Maplewood Fire Chief (or designee) shall
have one (1) vote
4.2.2.4.5The City of Maplewood Police Chief (or designee) shall
have one (1) vote
4.2.2.4.6The remaining suburban Fire agencies shall be
represented by one Fire Chief (or designee) to be
selected by those agencies. That representative shall
have one (1) vote.
4.2.2.4.7The remaining suburban Police agencies shall be
represented by one Police Chief (or designee) to be
selected by those agencies. That representative shall
have one (1) vote.
4.2.2.5A decision of the Subcommittee requires a quorum and approval
by a majority of the Subcommittee members present.
4.2.2.6A quorum of the Subcommittee means one half of the Qualified
Subcommittee Members plus one.
4.2.2.7Subcommittee members may appoint designees.
CAD and Mobile Data Agreement Ramsey County and User Members Page 6 of 48
4.2.3CAD Command Subcommittee roles and responsibilities:
4.2.3.1Provide System User input to the System Manager into the
process of developing protocols and standards for the System.
4.2.3.2Provide a forum for the exchange of ideas between System staff
and System Users for the purpose of improving service, reviewing
critical incidents, and resolving complaints.
4.2.3.3Provide input to the CAD Policy Committee as to the overall
performance of the System in serving the needs of the System
Users.
4.2.3.4
recommendations to the CAD Policy Committee. CAD Command
Subcommittee members may invite Member finance staff to
budget meetings.
4.2.3.5Review and approve System and security standards as those
standards may change over time. See section 10.
4.2.4Issues that cannot be resolved by the Subcommittee shall be referred to the
CAD Policy Committee.
4.3CAD Operations Groups (Law Enforcement and Fire/EMS)
4.3.1 Membership: these groups consist of end user representatives, with
technical personnel invited as needed:
4.3.1.1The Law Enforcement Operations Group shall be comprised of
one police officer, deputy, or supervisor from each law
enforcement agency served by the System.
4.3.1.2The Fire/EMS Operations Group shall be comprised of one
firefighter, emergency medical responder, or supervisor from
each fire and EMS agency served by the System.
4.3.2 Roles and responsibilities: The Operations Groups bring forward, document,
discuss and attempt to resolve technical and operational matters
Groups provide advice and recommendations regarding technical and
operational issues to the CAD Command Subcommittee.
4.4Conducting business (for all committees, subcommittees and operations groups)
4.4.1There will be a Charter for each group.
4.4.2There will be written minutes of each meeting.
CAD and Mobile Data Agreement Ramsey County and User Members Page 7 of 48
5.System Operation: Responsibilities of the Parties
5.1General/Overview
5.1.1The County will own and operate the System, as defined in this Agreement,
for the use and benefit of the Members. This section delineates the
responsibilities of the County and the Members for the procurement and
operation of hardware, software, and services necessary for the System.
5.1.2The County and the Members will ensure that their equipment used to
access and use the System meets standard specifications established by the
CAD System Vendor, and that equipment is in good working order, software
is up-to-date and services are managed to meet agreed-upon service levels.
5.1.3In order to meet the requirements of 5.1.2, the County and the Members will
develop and implement refresh cycles for equipment and budget fo
software upgrades, maintenance and services.
5.1.4The County will ensure that its CAD operations are sufficiently resourced and
budgeted to fulfill the terms of this Agreement.
5.1.5All Parties to this Agreement will make internal practices, books, and records
available for audit as authorized or required by this Agreement
applicable law.
5.1.6All Parties to this Agreement will work cooperatively to address audit
findings.
5.2CAD System
5.2.1The CAD System provides functionality such as call input, call d
status maintenance, base map, event notes, field unit status and tracking,
and call resolution and disposition.
5.2.2County Responsibilities. The County is responsible for procuring and
maintaining the following CAD System hardware, software, and related
services:
5.2.2.1Computing hardware, platform and systems capable of running
the CAD server and client software per the CAD System
standard specifications for the version in use.
5.2.2.2CAD System firmware updates.
5.2.2.3Operating system (OS) software that runs on the CAD computing
hardware, and appropriate licensing for the OS software.
5.2.2.4Centralized CAD software applications that run on the computing
platform (server software).
5.2.2.5Applications that are licensed to the County as part of the Syste.
5.2.2.6Licenses to use the CAD software at dispatch stations/consoles,
and the ongoing maintenance of that software.
CAD and Mobile Data Agreement Ramsey County and User Members Page 8 of 48
5.2.2.7Loading of the CAD software at dispatch stations/consoles.
5.2.2.8Display and input devices at the ECC and Disaster Recovery (DR)
sites.
5.2.2.9Printers at the ECC and DR sites.
5.2.2.10Access to web-based CAD end-user software that allows System
Users to view CAD information.
5.2.2.11Installation of CAD client software on end user computer systems
24/7 on-call
troubleshooting support for Members who load the CAD client
software at their own fixed remote locations.
5.2.2.12Manage System User accounts to ensure System Users are able to
access needed services and information, in accordance with
approved security standards.
5.2.2.13Database maintenance to keep up to date incident type codes,
priority codes, emergency response area/beats, response plans,
and resource assignment tables.
5.2.2.14Written instructions for self-installation of CAD client software (as
applicable) on one version each of up to three (3) operating
system platforms (e.g., Windows, iOS, Android).
5.2.3Member Responsibilities. Each Member is responsible for procuring and
maintaining the following CAD System hardware, software, and related
services:
5.2.3.1Computing systems capable of running the CAD client software
per the CAD System . This may
include desktop or laptop computers, tablets or other computing
devices.
5.2.3.2Internal testing of approved System modifications against
Member-owned hardware and software.
5.2.3.3Installation of CAD client software at fixed locations
(if agency chooses not to bring the systems
service location).
5.2.3.4
5.3Mobile Data System
5.3.1The Mobile Data System provides an interface between the user of
client software on mobile devices and the ECC, as well as an interface to field
reporting software accessed by the mobile device. This system provides two-
way data transfer regarding dispatched incidents. Types of data transferred
include time at which the responding vehicle arrives and clears .
CAD and Mobile Data Agreement Ramsey County and User Members Page 9 of 48
5.3.2County Responsibilities. The County is responsible for the following Mobile
Data System hardware, software, and related services:
5.3.2.1Computing hardware platform (e.g., servers) on which the
County-provided Mobile Data System software operates.
5.3.2.2Mobile Data System server firmware updates.
5.3.2.3Server/host-based CAD mobile data application software for the
County-provided Mobile Data System, including maintenance of
licenses and implementation of patches and updates.
5.3.2.4Applications that are licensed to the County as part of the Mobil
Data System.
5.3.2.5Mobile data client software for Members, including maintenance
of licenses. Maintenance of System User accounts to ensure
System Users are able to access needed services and information.
5.3.2.6Database maintenance to keep up to date incident type codes,
priority codes, emergency response areas/beats, response plans
and resource assignment tables.
5.3.3Member Responsibilities. Each Member is responsible for the following
Mobile Data System hardware, software, and related services:
5.3.3.1Wireless connectivity service (e.g., commercial cellular data
services) over which to transmit CAD and CAD-related data.
5.3.3.2Wireless signal antennas and receivers/transmitters for
computing devices, which may be built in or external to the
device.
5.3.3.3Client computing devices/hardware on which to run the Mobile
Data System software that meet standard specifications
established by the CAD System Vendor.
5.3.3.4Security on Member-owned devices according to applicable state
and federal security requirements.
5.4Wireless Data Security and Persistent Connectivity Service
5.4.1The Wireless Data Security and Persistent Connectivity Service e
and Mobile Data information that is sent over commercial wireles
The Wireless Data Security and Persistent Connectivity Service also maintains
usability when the wireless service is unavailable and reconnects
automatically when that service is again available.
5.4.2Services by other than County
5.4.2.1After submitting a written plan to the ECC Director and after
receiving written approval of that plan from the ECC Director and
the CAD Command Subcommittee, a Member may elect to
provide wireless data security and persistent connectivity servi
CAD and Mobile Data Agreement Ramsey County and User Members Page 10 of 48
on its own, and/or to contract with entities other than the Coun
to provide these services. This is applicable only to wireless data
security and persistent connectivity services and will be known
5.4.2.2A Member may choose to opt out of services for a subset of its
System Users, for example, for only Law Enforcement personnel.
5.4.2.3Should a Member
5.4.3.6.
5.4.2.4A Member that opts out is responsible for all elements of the
provision and maintenance of the wireless data security and
persistent connectivity service except 5.4.3.6.
5.4.3County Responsibilities. The County is responsible for the following Wireless
Data Security and Persistent Connectivity Service hardware, software, and
related services for Members who do not opt out of having the County
provide wireless data security and persistent connectivity servi:
5.4.3.1Acquisition of the service(s) and management of any necessary
contracts.
5.4.3.2Working with the Members and State of Minnesota to transition
from existing licenses and agreements.
5.4.3.3Distribution of client software (as needed) to subscribing
Members, and maintaining licenses and updates for that
software.
5.4.3.4Applications that are licensed to the County as part of the
Wireless System.
5.4.3.5Maintenance of System User accounts to ensure that System
Users are able to access needed services and information.
5.4.3.6
5.4.3.7Written installation standards/guidelines.
5.4.3.8Initial installation of client software on end user computing
.
5.4.4Member Responsibilities. Each Member is responsible for the following
Wireless Data Security and Persistent Connectivity Service hardw
software, and related services:
5.4.4.1Allowing the County to push software updates to end user
computing devices. This does not apply to Members that opt out.
5.4.4.2Management of wireless accounts to ensure that System Users
are able to access needed services and information.
CAD and Mobile Data Agreement Ramsey County and User Members Page 11 of 48
5.5AVL System
5.5.1An Automatic Vehicle
Agreement, acquires vehicle location information via GPS signali
antenna and receiver in each vehicle. That location information
transmitted by the Mobile Data System in the vehicle (via commercial
wireless) to the ECC.
5.5.2County Responsibilities. The County is responsible for the following AVL
System hardware, software, and services:
5.5.2.1Computing hardware platform (e.g., servers) on which the
County-provided AVL System software operates.
5.5.2.2Server/host-based AVL application software for the County-
provided AVL System.
5.5.2.3Applications that are licensed to the County as part of the AVL
System.
5.5.2.4Interfaces between the AVL System and the CAD and Mobile
Systems.
5.5.2.5Licenses for AVL System client software to be used on end user
computing devices, and software maintenance, including updates.
5.5.2.6Written installation standards/guidelines.
5.5.3Member Responsibilities. Each Member is responsible for the following AVL
System hardware, software, and services:
5.5.3.1Vehicle antennas and the installation of those antennas including
cabling and other required hardware and services.
5.5.3.2GPS receivers (radios) and the installation of those in vehicles
5.5.3.3Physical connections between the GPS receivers and the mobile
data system computing devices (laptop, tablet) in the vehicles (if
GPS is not built into the devices) and verification that GPS pos
data is being relayed to the device and mobile application.
5.6End User Computing Devices
5.6.1End user computing devices such as desktops, laptops and tablets provide a
means to access and input CAD and Mobile Data information. End u
computing devices may be handheld, connected to building networks or
installed in vehicles.
5.6.2County Responsibilities. The County is responsible for the following end user
computing device hardware, software, and related services:
5.6.2.1Providing and maintaining end user computing devices and
associated operating system software for the end user computing
devices at the ECC.
CAD and Mobile Data Agreement Ramsey County and User Members Page 12 of 48
5.6.2.2Informing Members of changes to end user computing devices
that are driven by the System, i.e., Operating System compatibil
issues.
5.6.2.3First call troubleshooting for System software.
5.6.3Member Responsibilities. Each Member is responsible for the following end
user computing device hardware, software, and services:
5.6.3.1Providing and maintaining end user computing devices and
associated software for use of Member personnel.
5.6.3.2Ensuring that end user computing devices and associated
software that will be used to access the System comply with
standard specifications established by the CAD System Vendor.
5.6.3.3Providing and maintaining all non-System related (third-party)
software, hardware and peripherals on end user computing
devices.
5.6.3.3.1Should any Member decide to install additional third-
party software on, or alter the configuration of, its end
user computing devices, it does so at its own risk.
Members must provide staff capable of providing
support for the preparation, installation, maintenance
and upgrades of such additional software. The County
will test additional software for compatibility with the
System at the request of Members. Such testing will be
charged to the requesting Member.
5.6.3.4Keeping operating systems, applications and web browsers on
Member end user computing devices up to date by applying
appropriate patches, updates and upgrades in a timely manner,
and according to standards to be developed per section 10.
5.7Fire Department Alerting
5.7.1Definitions:
5.7.1.1Fire Department Alerting means the process and method used by
the ECC to notify an agency that a call for service exists. This
process begins at the dispatch console when a call is received a
continues through the System until the notification is received by
any or all of the following means: the Fire Station Controller, a
two-tone voice paging device, or a messaging device that receives
email, text, SMS, etc.
5.7.1.2Fire Station Alerting means the process and method used by the
Fire Station Controller to disseminate the alert within the station
(using peripheral devices such as speakers, lights, menu boards,
CAD and Mobile Data Agreement Ramsey County and User Members Page 13 of 48
monitors, printers, etc.) that is received through the Fire
Department Alerting process.
5.7.2County Responsibilities. The County is responsible for the following:
5.7.2.1Related to Fire Department Alerting services, the County will
provide and maintain all necessary software and equipment
(servers, routers, radio systems, two-tone paging systems, digital
messaging systems, etc.) required at the ECC to operate a
communications gateway that interfaces with the CAD System to
generate and transmit messages/alerts to remote Fire Station
Controllers and/or devices using both primary/secondary means
of communications (existing data networks, radio systems, phone
lines, etc.).
5.7.2.2Related to Fire Department Alerting services at fire station
locations, the County is responsible to provide and maintain a
device (Fire Station Controller) to receive dispatched calls at
fire station that uses an alerting system.
5.7.3Members Responsibilities. Each Member is responsible for the following:
5.7.3.1Fire Station Alerting each Member that utilizes Fire Station
Alerting is responsible for providing and maintaining all
connections and peripherals beyond the Fire Station Controller
that are used to disseminate the alert. Peripherals may include
such items as speakers, lights, menu boards, monitors, printers,
any device that the Fire Station Controller communicates with in
the fire station.
5.7.3.2Fire Department Paging each Member that utilizes fire
department two-tone voice paging is responsible for providing
and maintaining all devices necessary to receive two-tone voice
pages from the ECC.
5.7.3.3Fire Department Messaging each Member that utilizes fire
department messaging (email, text, SMS, etc.) is responsible for
providing and maintaining all devices necessary to receive digital
messages from the ECC.
5.8Network Infrastructure
5.8.1A Wide Area Network (WAN) is a telecommunication network that covers a
broad area.
5.8.1.1The point of WAN demarcation between the County and a
Member is the firewall system designated to support the
CAD/Mobile Data/AVL/Fire Alerting System
location. Note: If a Member uses web-based access, a dedicated
WAN connection to the ECC may not be required.
CAD and Mobile Data Agreement Ramsey County and User Members Page 14 of 48
5.8.1.2County Responsibilities
5.8.1.2.1The County is responsible for procuring and
maintaining secured WAN connections needed to
support the System (for example, to the State).
5.8.1.3Member Responsibilities
5.8.1.3.1Each Member is responsible for procuring and
maintaining any necessary secured WAN connections
from their site(s) to the ECC in order to access the
System.
5.8.1.3.2Moves, additions, and changes to WAN connections
that are initiated by a Member are the responsibility of
that Member.
5.8.2 Firewall systems are used to help keep a network secure. The primary
objective is to control the incoming and outgoing traffic by det
whether data packets should be allowed through.
5.8.2.1County Responsibilities. The County will provide and maintain
firewall systems for the ECC and backup ECC sites.
5.8.2.2Member Responsibilities. Members who wish to have a dedicated
WAN connection to the System must provide and maintain their
own firewall systems at their locations.
5.8.3 Routing systems forward data packets between different types of networks,
such as from WANs to LANs. For this System, routing services are required at
the ECC and at the backup dispatch facility. The County is responsible for
these systems.
5.8.4 Local area network (LAN) infrastructure consists of network cabling, local
wireless (e.g., WiFi), and switching systems within a building.
5.8.4.1County Responsibilities. The County is responsible for LAN
infrastructure at the ECC.
5.8.4.2Member Responsibilities. Each Member is responsible for LAN
systems within the own facilities.
5.8.5 Antivirus services protect operating systems and other software from
malicious code.
5.8.5.1The County and all Members are individually responsible to
maintain antivirus services on all computing devices that access
the System. Those antivirus services must meet all applicable
state and federal requirements.
5.8.5.2The County and all Members have the right to disconnect
systems/hardware/devices found to be compromised in a way
that poses an immediate threat.
CAD and Mobile Data Agreement Ramsey County and User Members Page 15 of 48
5.8.6 Authentication is used to ensure that only authorized users may access the
System.
5.8.6.1Members must use authentication methods that comply with
applicable state and federal security requirements.
5.8.6.2Members are responsible for the costs to implement and maintain
authentication.
5.9Interfaces these are software programs developed specifically to link other
software applications to the System. For cost allocations, refersection 8.
5.9.1The entities named below will be responsible to ensure the identified
interfaces or their replacements or version changes listed below operate
according to applicable specifications.
5.9.2County Responsibilities.
5.9.2.1The County is responsible for of the following
interfaces:
5.9.2.1.1Alphanumeric paging
5.9.2.1.2ANI/ALI/E9-1-1
5.9.2.1.3BCA LEMS
5.9.2.1.4Apparatus move-up management (one-way data
export out of System) [DECCAN Live MUM at the time
of the original Agreement]
5.9.2.1.5Fire Department/Station alerting (one-way from
System to alerting application)
5.9.2.1.6Knowledge Center (Emergency Management)
5.9.2.1.7Pictometry
5.9.2.2The County is responsible for the end of the following
interfaces:
5.9.2.2.1CAD-to-CAD interface with Allina Medical. Note: Allina
Medical will pay for its end, both initially and ongoing.
5.9.2.2.2Fire Records Management System (one-way data
export out of System) [ImageTrend at the time of the
original Agreement].
5.9.2.2.3HazMat, pre-plan, and premise information [via
ImageTrend at the time of the original Agreement].
5.9.2.2.4Law Enforcement Records Management Systems (one-
way data export out of System).
5.9.2.2.5EMS RMS (one-way data export out of System) [Sansio
ePCR at the time of the original Agreement].
CAD and Mobile Data Agreement Ramsey County and User Members Page 16 of 48
5.9.2.2.6Field Reporting (one-way data export out of System).
5.9.2.3The County is responsible for ensuring that information from the
System is transferred via the provided Interfaces.
5.9.2.4The of identified
interfaces.
5.9.3Member Responsibilities. Members are responsible for the User/Member
end of the following interfaces:
5.9.3.1HazMat, pre-plan, and premise information, by those Members
that use it.
5.9.3.2
Management System, by the City of Saint Paul.
5.9.3.3
.
5.9.3.4Law Enforcement Records Management System used by the cities
of Roseville, Lauderdale, Falcon Heights, and North St. Paul.
5.9.3.5EMS RMS [Sansio ePCR at the time of the original Agreement], by
those Members that use it.
5.9.3.6Field Reporting, by those Members that use it.
5.9.4Protocol for changes to interfaces: when either the System or th
application undergoes a modification (e.g., patches, updates and/or
upgrades) that could affect the interface between the System and/or the
linked applications, the Party that is identified as responsible for that
interface under the terms of this Agreement must arrange for the
software modifications, and have all changes tested in a non-production
environment prior to implementation in the production system. The County
shall notify the Members at least 60 days prior to implementing
interfaces for which the County is responsible. A Member shall notify the
County at least 60 days prior to implementing changes to interfaces for
which the Member is responsible, and shall work with the County to
coordinate and schedule the change in the production environment
5.9.5Troubleshooting problems due to interface changes is a joint responsibility of
the Member and the County.
5.9.6The County may charge for support services required due to chang
Member interfaces.
5.10Responsible Use Policy
5.10.1Execution of this Agreement by a Party is deemed to include agreement to
CAD and Mobile Data Agreement Ramsey County and User Members Page 17 of 48
5.10.2Data Privacy and Security
5.10.2.1All Parties to this Agreement will:
5.10.2.1.1comply with applicable federal and state statutes,
regulations and agreements regarding data privacy and
security;
5.10.2.1.2not obtain, use, share or disclose Protected Data other
than as permitted or required by law. For purposes of
this provision, the term Protected Data means "not
public data", defined under the Minnesota
Government Data Practices Act, Section 13.02,
Subdivision 8a;
5.10.2.1.3implement appropriate administrative, physical, and
technical safeguards to protect the confidentiality,
integrity, and availability of Protected Data and
prevent unauthorized use or disclosure by any
Member or User;
5.10.2.1.4if allowed under Minnesota Statutes chapter 13, report
to the other Parties any known unauthorized use or
incident, as appropriate;
5.10.2.1.5ensure that any agents or contractors with access to
Protected Data agree to the same restrictions and
conditions and implement reasonable and appropriate
privacy and security safeguards imposed by this
Agreement and applicable law;
5.10.2.1.6make Protected Data available for amendment and
incorporate any amendments as required and
authorized by law;
5.10.2.1.7make available the information required to provide an
accounting of disclosures of Protected Data; and
5.10.2.2If this Agreement is terminated as to any Party, all other Parties
will either destroy or return the Protected Data of the terminating
Party to the terminating Party and retain no copies of such data, if
feasible, or if such destruction or return is not feasible, extend the
protections of this Agreement to the Protected Data and limit
further uses and disclosures of the Protected Data to those
purposes that make the return or destruction of the Protected
Data infeasible.
Each Party shall require all individuals who use the CAD and
5.10.2.3
Mobile Systems to review and sign the System Users Agreement,
attached to and made a part of this Agreement as Exhibit 2
.
CAD and Mobile Data Agreement Ramsey County and User Members Page 18 of 48
5.10.3Records Retention
5.10.3.1All Parties to this Agreement shall comply with all state and
federal laws and regulations regarding the retention of public
records, including but not limited to Minnesota Statutes §138.17.
6.Ongoing County Services
6.1The County shall operate, manage, and maintain the System under the direction of
the Director of the Ramsey County Department of Emergency Communications.
6.2The County warrants that its initial and ongoing configuration of the Sys
provision of County services will be compliant with applicable p
regulations, including CJIS and HIPAA requirements and standards
6.3Operational and Management Services. Under the supervision of the System
Manager, the County will:
6.3.1Establish and maintain a secure network.
6.3.2Manage the System network servers, System software, databases, and
network connectivity.
6.3.3Manage and maintain test, training, and production environments for the
System. The County will provide access to testing and training environments
to Members upon request.
6.3.4Test new patches, updates, upgrades and other modifications before they
are applied to production systems.
6.3.5Perform quality control/quality assurance operations during testing and
implementation of patches, updates and upgrades.
6.3.6If at any time configuration changes implemented by the County interfere
with operation of the System, the County will correct the problem.
6.3.7If software conflicts develop between System configuration changes required
for the successful use of the System and end user software previously
installed by a Member, the County shall work with the Member staff to
resolve the problem.
6.3.8Maintain the System network in such a manner as to provide a minimum of
99.9% availability, except during such periods when downtime is due to
circumstances beyond the control of the County or during scheduled
downtime for maintenance/upgrades.
6.3.9Maintain a system of frequent backups and data files in such a manner as to
minimize System recovery time and prevent data corruption. The backup
procedure will be in writing and approved by the CAD Command
Subcommittee.
6.3.10Monitor, maintain and troubleshoot network connectivity and cybe
issues in the System network.
CAD and Mobile Data Agreement Ramsey County and User Members Page 19 of 48
6.3.11Monitor performance to ensure adequate System resources and storage to
handle peak traffic loads.
6.3.12Manage System, Fire Department Alerting, Wireless Data Security and
Persistent Connectivity Service vendor contracts with the County, to ensure
continuous service.
6.3.13Maintain and manage licenses for software described within this
6.3.14Coordinate maintenance upgrades with the CAD System Vendor and
Members.
6.3.15Manage the implementation of patches, updates and upgrades to the CAD
System, including appropriate testing in a non-production environment prior
to implementation.
6.3.16Provide timely notices to the Members of System status changes, such as
server maintenance, that will affect System availability or performance. Any
planned System downtime will be scheduled during periods of light call
traffic.
6.3.17Install, configure, and maintain CAD client software, along with
software required to maintain a secure connection to the CAD SysThis
excludes physical installation in in-vehicle systems, but includes remote
maintenance.
6.4Support Services (Maintenance, Helpdesk, Upgrades). The County will:
6.4.1Provide support services as described herein during the hours id
below.
6.4.1.1Live technical support will be provided during regular business
hours, which are defined as 8:00 AM 4:00 PM Monday through
Friday, excluding County-observed holidays. Refer to section 6.4.2
for response times Priori.
6.4.1.2On-call technical support will be provided at all other times. Refer
to 6.4.2, below, Prio
6.4.2Provide response to System issues/problems according to the foll
Priority Levels:
6.4.2.1Priority Level 1: Critical Priority, as described in the excerpt from
the CAD System , attached hereto
and made a part of this Agreement as Exhibit 3.
6.4.2.1.1County Response to Priority Level 1: live telephone
response within 30 minutes of initial notification.
6.4.2.2Priority Level 2: Urgent Priority, as described in Exhibit 3
6.4.2.2.1County Response to Priority Level 2: live telephone
response within 1 hour of initial notification.
CAD and Mobile Data Agreement Ramsey County and User Members Page 20 of 48
6.4.2.3Priority Level 3: High Priority, as described in Exhibit 3
6.4.2.3.1County Response to Priority Level 3: live (non-
automated) email response within 3 hours of initial
notification. If voice response is requested by the
Member, such response will be provided within the
same timeframe.
6.4.2.4Priority Level 4: Medium Priority, as described in Exhibit 3
6.4.2.4.1County Response to Priority Level 4: live (non-
automated) email response within 2 business days of
initial notification. If voice response is requested by the
Member, such response will be provided within the
same timeframe.
6.4.2.5Priority Level 5: Low Priority, as described in Exhibit 3
6.4.2.5.1County Response to Priority Level 5: live (non-
automated) email response within 2 business days of
initial notification. If voice response is requested by the
Member, such response will be provided within the
same timeframe.
6.4.3Provide technical support to System Users for System client software.
6.4.4Establish and maintain County-owned CAD interfaces to records
systems, mobile data system networks, and local PSAP 911 premise
equipment.
6.4.5Load and configure Mobile Data client so If
Member agencies choose not to bring the systems in to that location, the
County will provide troubleshooting assistance for agencies that load Mobile
Data client software at their own locations.
6.4.6Perform troubleshooting, characterization, and documentation of System
problems or anomalies and communicate findings to CAD System Vendor(s).
Follow up with CAD System Vendor(s) as necessary to resolve problems.
6.4.7Perform troubleshooting to address System User access issues and reports.
6.4.8Provide technical assistance to System Users for local CAD interfaces.
6.4.9Distribute information about changes to System User requirements
(hardware and software) as the CAD System Vendor publishes those
requirements to the County.
6.4.10Notify Members of planned and unplanned System outages and repor
issues via the following process:
CAD and Mobile Data Agreement Ramsey County and User Members Page 21 of 48
6.4.10.1Planned Outages
6.4.10.1.1Initial email contact will be made with each Member
Operational Contact as soon as possible, giving the
following information:
1.Portion of the System that will be down
2.Date and time of the outage
3.Reason for the outage
4.Estimated duration of the outage
5.Effect outage will have on business
operations
6.End User expectations
6.4.10.1.2Two days prior to the planned outage a reminder email
notification containing the same information will be
sent to the Member
for their use, and to distribute within their agencies.
6.4.10.1.3Immediately prior to the outage, ECC will make an
announcement over the radio identifying the sub-
system that will be taken down and instructing System
Users to log off.
6.4.10.1.4When the planned outage/upgrade is complete an
announcement will be made over the radio informing
System Users the portion of the System that was down
is available for use, plus a follow up email will be sent.
6.4.10.2Unplanned Outage
6.4.10.2.1As soon as reasonably possible a radio announcement
will be made and email contact will be made with each
MemberOperational Contact giving the following
information:
1.Identifying the portion or portions of the
system that is/are down
2.When the outage began
3.Initial cause of outage, if known
4.Estimated duration of the outage.
5.Effect outage will have o
operations
6.4.10.2.2Periodic notifications will be provided as appropriate
and/or when new information is available.
6.4.10.2.3When the unplanned outage is resolved an
announcement will be made over the radio and via
CAD and Mobile Data Agreement Ramsey County and User Members Page 22 of 48
email informing System Users that the System is
available for use.
6.4.10.2.4Within two weeks of the resolution ECC will document
the outage and resolution, and distribute this to the
Operational Contacts.
6.4.11Test System software patches, updates and upgrades before installation.
6.4.12Plan for the installation of software updates and upgrades so as to minimize
service disruptions to System Users.
6.4.13Maintain the software configurations for the network security eq
6.4.14Be responsible for initial troubleshooting of access issues from
used for System access at Member sites.
6.4.15Be responsible for initial (first call) troubleshooting of acces
6.4.16Update the GIS base map (layers, centerlines, street names, etc.) at a
minimum quarterly.
6.4.17Manage user access (adds, changes, etc.), notification data, and
administrative information when notified by Members of such changes.
6.5Disaster Recovery and Continuity of Operations Services
6.5.1The County will provide and maintain Disaster Recovery (DR) and Continuity
of Operations services for functions identified in Exhibit 4, attached hereto
and made a part of this Agreement, in accordance with procedures
established by the Department in consultation with the CAD Command
Subcommittee.
6.5.2In the event of a System failure that is not resolved through bu-in
redundancy and resiliency, an authorized ECC manager or designee will
authorize a change over from the primary System to the DR system.
6.5.3The County will configure the System so DR services are operation
two (2) hours after authorization to change over from the primarSystem to
the DR system.
6.5.4The County will provide personnel trained in how to implement a
over from the primary System to the DR system.
6.6Training
6.6.1The County will provide and maintain a Training Environment for the System.
6.6.2The County will provide System User training as follows:
6.6.2.1Initial training of System Users prior to go-live of the new System
will be provided in a Train-the-Trainer mode. The County will
provide training and training materials to individuals designated
CAD and Mobile Data Agreement Ramsey County and User Members Page 23 of 48
by the Members. The trained Member personnel will then provide
training to other Member System Users.
6.6.2.2Mobile Data System training for System Users will take place at
mutually agreed upon locations using Member-provided devices.
6.6.2.3After go-live the County will update training materials as needed
and make those available to Members.
6.6.2.4After go-live the County will provide training on the System for
Member
6.7Reports
6.7.1The System Manager will provide a set of standard reports availa
CAD System Vendor.
6.7.2Upon request the County will generate one or more export files,
standard fields and parameters and standard data export methods
by the CAD System Vendor. The export file(s) will contain raw data so a
Member may create its own reports using its own resources.
6.7.3If a Member needs reports other than from these sources, the Coumay
charge the Member for creating custom reports. Members may submit a fee
refund request for charges for a custom report that becomes a standard
report.
6.7.4Open Database ODBC connections may be requested
through and must be approved by the CAD Command Subcommittee.
Members are responsible for software licenses and support of ind
reporting tools.
6.8Public Information Requests
6.8.1The System Manager will assist Members in responding to data requests by
providing the requested data that is in the System to the Member within a
reasonable time from the request. Member(s) will be provided with a data
export file containing the System data along with documentation of the data
fields provided. It will be the Merespond to the data
request and to filter, format, and redact data as needed to fulfill the public
information request in accordance with applicable law.
7.Ongoing Member Responsibilities (see also section 5. System Operation: Responsibilities of
the Parties)
7.1Base Map:
7.1.1Members will submit new information on property key holders
(ownership/lease) and common place names for businesses in accordance
with County established standards.
7.1.2Members will notify the Department of changes to streets and all addresses
at least quarterly.
CAD and Mobile Data Agreement Ramsey County and User Members Page 24 of 48
7.2Information Security/System Protection:
7.2.1Members remain responsible for the protection of information the
the System and connecting networks.
7.2.2Members must comply with applicable federal and state statutes, laws, and
regulations regarding data security.
7.2.3Members must notify the System Manager as soon as possible of any
security breach or known potential threat.
7.2.4Members will ensure that any System User or third-party software does not
interfere with System applications, network connections, or security.
7.2.5Members will restrict access to the System to only those individ
have received CAD training and are authorized to use the System.
7.2.6Members will maintain current operating systems, applications, secu
software, web-browsers, and networked devices through patches, updates,
and upgrades in compliance with section 10 of this Agreement.
7.2.7Members will notify the System Manager as soon as possible but not later
than the last day of employment when an employee with System access
leaves employment.
7.2.8Members will notify the System Manager as soon as possible but not later
than the change of status or rank when an employee with System access has
7.3Testing and Training
7.3.1Members shall test Member-owned interfaces, devices and software when
planning internal hardware or software changes or changes to business
processes that may affect the System, before putting such into use.
7.3.2-way
interfaces, firewalls or routers.
7.3.3Members shall perform quality control/quality assurance operatio
testing and implementation of patches, updates and upgrades of Member-
owned interfaces, devices and software.
7.3.4If at any time configurations implemented by a Member interfere with
operation of the System or if software conflicts develop between
required for the successful use of the System and additional software
installed by a Member, the County will charge the Member to correct the
problem. Member staff must work with the County as requested to resolve
the problem or remove the software.
7.3.5Members will make their personnel available to attend System training, as
appropriate.
CAD and Mobile Data Agreement Ramsey County and User Members Page 25 of 48
7.3.6When System upgrades or process changes that require training of Syste
Users are to be implemented, the Members will train their own personnel
using County-provided training materials.
7.4Operational Contact
7.4.1Each Member shall maintain an Operational Contact, and an altern
operational contact, as the primary persons who will receive technical
notifications and provide technical coordination.
7.4.2Within 30 days of the execution of this Agreement, Members shall
Operational Contact information to the System Manager.
7.4.3Members shall immediately notify the ECC of changes to Operation
Contacts.
7.5Reporting System Issues
7.5.1During business hours, System Users must contact the CAD/Mobile/AVL
Helpdesk via phone or email, and provide:
7.5.1.1
7.5.1.2Agency name
7.5.1.3Call back number
7.5.1.4Number of users affected, if known
7.5.1.5Brief description of the problem.
7.5.2After business hours, System Users must contact the on-duty ECC Shift
Supervisor and provide the same information listed above.
8.Cost/Payment
8.1County Payments: The County will pay the following:
8.1.1All costs for the initial implementation of the System as defined by the CAD
budget approved by the County in Resolution #2012-313, including all related
debt service, but excluding loading of non-CAD related software onto mobile
devices.
8.1.2Both initial and ongoing costs for of the following interfaces
8.1.2.1Alphanumeric paging
8.1.2.2ANI/ALI/E9-1-1
8.1.2.3BCA LEMS
8.1.2.4Apparatus move-up management (one-way data export out of
System) [DECCAN LiveMUM at the time of the original
Agreement]
8.1.2.5Fire Department/Station alerting (one-way from System to
alerting application)
CAD and Mobile Data Agreement Ramsey County and User Members Page 26 of 48
8.1.2.6Knowledge Center (Emergency Management)
8.1.2.7Pictometry
8.1.3Both initial and ongoing costs for the end of the following
interfaces:
8.1.3.1CAD-to-CAD interface with Allina Medical. Note: Allina Medical
will pay for its end, both initially and ongoing.
8.1.3.2Fire Records Management System (one-way data export out of
System) [ImageTrend at the time of the original Agreement]
8.1.3.3HazMat, pre-plan, and premise information [via ImageTrend at
the time of the original Agreement]
8.1.3.4EMS RMS (one-way data export out of System) [Sansio ePCR at
the time of the original Agreement]
8.1.4Initial costs only for the of Law Enforcement Records
Management Systems (one-way data export out of System)
8.1.5Upgrades of the System software and hardware that are part of the CAD
System Vendor maintenance package and of County-owned interfaces will
be paid for out of the System Investment Fund.
8.1.6Upgrades of the System software and hardware that are not part of the CAD
System Vendor maintenance package must go through the Review and
Approval Process set forth in section 9. System Modifications. Upon
approval, upgrades of the System software and hardware and of County-
owned Interfaces will be paid by the County out of the System Investment
Fund.
8.1.7Initial and ongoing costs for firewall systems at the ECC and DR sites.
8.2Individual Member Payments. Each Member will pay the following:
8.2.1The cost of Member-owned hardware, software, and application installation
and maintenance not otherwise addressed by this Agreement.
8.2.2Costs for the provision of ongoing cellular or other wireless services
connect the M mobile devices.
8.2.3State data access charges for mobile wireless connectivity, whic
billed through by the Department.
8.2.4Fees for wireless data and persistent connectivity services.
8.2.5All non-recurring and recurring costs for encrypted WAN connections to the
CAD/Mobile Data/AVL/Fire Station Alerting Systems. Costs for moves,
additions, and changes to WAN services that are initiated by a M
the responsibility of that Member.
8.2.6Initial and ongoing costs for firewall systems at Member locations.
CAD and Mobile Data Agreement Ramsey County and User Members Page 27 of 48
8.2.7Initial and ongoing costs of Fire Station Alerting connections and peripherals
beyond the Fire Station Controller that are used to disseminate .
8.2.8Initial and ongoing costs of Fire Department Paging each Member that
utilizes fire department two-tone voice paging is responsible for providing
and maintaining all devices necessary to receive two tone voice
the ECC.
8.2.9Initial and ongoing costs of Fire Department Messaging (email, text, SMS,
etc.) each Member that utilizes fire department messaging is responsible
for providing and maintaining all devices necessary to receive digit
messages from the ECC.
8.2.10Ongoing costs, including updates, for the both end of the following
software interfaces in all environments:
8.2.10.1System, to
be paid for by those Member(s) that utilize such software.
8.2.10.2Other interfaces to the System not otherwise provided for in thi
Agreement and not used by all Members, to be paid for by those
Member(s) that utilize those applications, e.g. Law Enforcement
Records Management System applications and Amanda.
8.2.11Ongoing costs, including updates, for the Member ends of the following
software interfaces:
8.2.11.1HazMat, pre-plan, and premise information [via ImageTrend at
the time of the original Agreement], with the costs to be paid for
by those Member(s) that utilize the application.
8.2.11.2EMS Records Management System [Sansio ePCR at the time of the
original Agreement], with the costs to be paid for by those
Member(s) that utilize the application.
8.2.11.3Field Reporting, with the costs to be paid for by those Member(s
that utilize the application.
8.3Payments by All Members as a Group. All Members shall pay the following:
8.3.1Forty percent (40%) of all costs for ongoing System operating, maintenance
and technical and administrative support, minus any offsetting revenue that
8.7.
8.3.2Each Individual Member will be billed based on a three-year rolling
average of
calculating the percentage of calls for service shall follow the same
methodology described in the Dispatch Joint Powers Agreement article
entitled Cost and Funding.
8.3.3The Director shall prepare an annual CAD budget in consultation
CAD Command Subcommittee. The CAD budget will then be presented to
CAD and Mobile Data Agreement Ramsey County and User Members Page 28 of 48
the CAD Policy Committee for review. The CAD Policy Committee wi
make a budget recommendation to the County Board. Members will r
written notification of their share of CAD operating costs as re
st
by the CAD Policy Committee by June 1.
8.3.4If the County Manager recommends a CAD budget to the County Boar
is not consistent with the recommendation of the CAD Policy Comm
Director shall notify the members of the CAD Policy Committee pr
County Board public budget hearings.
8.3.5The County will notify the CAD Policy Committee of budget changes
exceeding 5% of an adopted budget as soon as possible before adoption of
the budget change.
8.4Additional Members
8.4.1-. Buy-in costs may include a
share of the initial implementation costs, a share of the System Replacement
and Investment Funds, any subsequent major investments, and any
additional expansion required to support this Additional Member. Buy-in
-
8.4.2-
Member and as one of the Members as a Group, as indicated within
applicable sections of this Agreement.
8.5Payment for System Changes, New Interfaces and System Modifications (see also
section 9)
8.5.1System Modifications will be paid according to the cost allocation and
funding mechanism approved under section 9.4. System Modifications that
will be used by fewer than all the Members will be paid for by t Members
that use it, including Members that add the System Modification after
implementation.
8.5.2Costs for changes to interfaces.
8.5.2.1The County will pay for changes to interfaces necessitated by
System Modifications. This includes incremental costs due to
upgrades or other modifications up to a limit of 50% of the initial
implementation cost for those interfaces, unless otherwise
approved by the CAD Policy Committee.
8.5.2.2Individual Members will pay for changes to interfaces
necessitated by modifications to that
applications. This includes incremental costs due to upgrades or
other modifications. The County may charge Members up to 50%
of the initial implementation cost for modified interfaces for w
performed or provided by the County, unless otherwise agreed to
by the Member.
CAD and Mobile Data Agreement Ramsey County and User Members Page 29 of 48
8.5.3Unapproved change cost control. Costs for changes that are not approved
according to section 9.1, and that are necessitated by changes by the County
to the System or environment, or by changes by a Party to associated
applications or interfaces, will be paid by the Party making the
8.6System Replacement and Investment Funds
8.6.1CAD/Mobile/AVL/Fire Alerting Syste
8.6.1.1 The Parties will make annual contributions for eventual
replacement of the System according to the contribution
allocations set out in section 8.6.3 below. This amount will be
$350,000 in 2015 and increase each year thereafter by three
percent (3%) or the Consumer Price Index for Urban Consumers,
whichever is less. County and Member contributions will be
suspended if the fund balance reaches $10,000,000.
8.6.1.2 When determined appropriate after consideration of input from
the CAD Subcommittee and the Director, the CAD Policy
Committee shall recommend to the County Board that the Board
initiate the replacement of the System, or a portion thereof, using
the System Replacement fund.
8.6.2CAD/Mobile/AVL/Fire Alerting System Investment Fund
8.6.2.1The following will be used to determine the amount of the annual
contribution to the System Investment Fund:
8.6.2.1.1Hardware/Equipment replacement: The amount will
be $150,000 for 2015. Thereafter, the annual amount
will be as determined by 8.6.2.2.
8.6.2.1.2Ongoing System investments (investments not covered
by software maintenance fees, e.g., upgrades,
additional licensing, misc. software, expansion of
functionality): the amount will be $300,000 for 2015.
Thereafter the annual amount will be as determined by
8.6.2.2.
8.6.2.2The Director will develop forecasting models to ensure that the
System Investment Fund is sufficient, but not over funded. The
Director must present forecasting models and a proposed System
Investment Fund funding goal to the CAD Policy Committee every
two years for approval of the funding goal. The approved funding
goal will be used by the Director when submitting the proposed
CAD Operating Budget as required in section 8.3.
8.6.2.3The CAD Policy Committee may transfer amounts between the
hardware/equipment replacement and ongoing System
CAD and Mobile Data Agreement Ramsey County and User Members Page 30 of 48
investment portions of the System Investment Fund, which are
defined under sections 8.6.2.1.1 and 8.6.2.1.2
8.6.3Contributions to the System Replacement and Investment Funds will be
allocated to the County and the Members as follows: 60% will be paid by the
County and 40% will be paid by the Members, divided proportionat
according to the provisions of section 8.3.2.
8.6.4The County will track the System Replacement and Investment Funds
separately, showing line item balances and adding any interest e
fund balance. Interest earned on fund deposits will be credited toward
County and Member contributions to the respective Replacement and
Investment Funds according to the provisions of section 8.6.3.
8.6.5If this Agreement is terminated or expires, any remaining money in the
System Replacement and System Investment Funds will be distributed in
proportion to the contributions of the County and the Members. Each
under section 8.3.2.
8.7Provision of System Services outside Ramsey County
8.7.1It is possible that Governmental Units (individually or in group [hereafter,
Entity or Entities] outside of Ramsey County may request that the County
provide CAD, Mobile Data and/or AVL services within their servic
8.7.2In the event such an arrangement is requested, the Director will identify the
potential advantages, disadvantages, costs, and fees proposed to be charged
to the potential Entity/Entities, and report this information to the CAD
Command Subcommittee.
8.7.3The CAD Command Subcommittee will then examine the information and
recommend for or against approval of the arrangement.
8.7.4If the CAD Command Subcommittee does not recommend approval, the
Director will so inform the requesting Entity/Entities and no further action
will be taken.
8.7.5If the CAD Command Subcommittee recommends approval, the Department
will submit a proposed written agreement including service terms and fees to
the requesting Entity/Entities.
8.7.6If the requesting Entity/Entities agree(s) to the provisions of the proposed
written agreement, the Director will take the request to the CAD Policy
Committee, which will make a final decision as to whether to approve the
agreement.
8.7.7If the CAD Policy Committee approves the agreement, the Department will
begin providing services according to the agreement upon final execution by
the County and the requesting Entity/Entities.
CAD and Mobile Data Agreement Ramsey County and User Members Page 31 of 48
8.7.8Department will
track fees collected compared to actual costs on a semi-annual basis, and
make adjustments as needed and as permitted by contract terms. Any
necessary adjustments will be ma
8.7.9Any revenues collected in excess of costs will be applied to System operating
expenses according to the 60/40 contribution formula.
8.8The County may only charge for services as expressly authorized
and at rates that are set in conjunction with the annual CAD budget pro
9.System Modifications Approval Process
9.1Following initial System Implementation any Party to this Agreement may submit a
request for a System Modification per the Review and Approval Process, below.
9.2The Members as a group may submit a request for a System Modification that all will
use per the Review and Approval process, below.
9.3Review and Approval Process
9.3.1The System Modification request will first be reviewed by the CAD System
Manager to determine impact and cost implications.
9.3.1.1Impact means an operational change would be required to
implement the System Modification.
9.3.1.2Cost means there would be an additional non-budgeted cost to
implement the System Modification.
9.3.1.3Upon determination of impact and cost implications, the System
Modification request will proceed in accordance with the
following System Modification Request Review and Approval
Matrix:
CAD and Mobile Data Agreement Ramsey County and User Members Page 32 of 48
System Modification Request Review and Approval Matrix
BUDGETED COST NON-BUDGETED COST
1.Review and recommendation
by CAD Command
Review and final Subcommittee
OPERATIONAL
approval by System 2.Final approval by CAD Policy
IMPACT - NO
Manager Committee
3.Budget amendment by
Director
1.Review and recommendation
by CAD Command
Review and final
Subcommittee
OPERATIONAL approval by CAD
2.Final approval by CAD Policy
IMPACT - YES Command
Committee
Subcommittee
3.Budget amendment by
Director
9.4No System Modification may be made to the System unless approved by the
appropriate person or body as indicated in the matrix. Such approval must be in
writing and shall describe the Modification, cost allocation, and the funding
mechanism for initial and ongoing costs.
9.5Upon implementation, the System Modification shall be subject to
provisions of this Agreement.
10.Establishment and Maintenance of Standards
10.1Standards Establishment
10.1.1The CAD Command Subcommittee is responsible to establish standar
System security, user equipment, and user training.
10.1.1.1For each area of standardization identified by the Subcommittee
to be addressed, ECC personnel, the CAD Operations Groups,
and/or other technical resources shall develop draft standards for
review and approval by the Subcommittee.
10.1.1.2Any Party to this Agreement may submit suggested language for
any standard under consideration or in revision to the Chair of
CAD Command Subcommittee or his/her designee. The
Subcommittee will consider such suggestions in light of all
CAD and Mobile Data Agreement Ramsey County and User Members Page 33 of 48
on the functioning of the System
processes.
10.1.1.3The CAD Command Subcommittee will review drafts, seek
necessary clarifications and have each draft standard document
revised until it meets the approval of the majority of a quorum
the Subcommittee.
10.1.1.4Once a draft is approved, it will be circulated to the CAD
Operations Groups and Members for review and further
comment.
10.1.1.5After review comments have been incorporated the CAD
Command Subcommittee shall vote whether to approve the draft
standard.
10.1.1.6A standard, once approved by the CAD Command Subcommittee,
shall be distributed to all Parties who shall thereafter comply with
the approved standard.
10.1.1.7Any Party to this Agreement may appeal a standard adopted by
the CAD Command Subcommittee to the CAD Policy Committee.
10.2Standards Maintenance and Modifications
10.2.1The CAD Command Subcommittee will review each approved standard every
two (2) years, after its initial approval, for potential updating or modification
as necessitated by changes in technology or the needs or capabil
Parties.
10.2.2Standards may also be modified whenever needed due to changes in
operating procedures, software or hardware changes, changes in applicable
law or other factors that affect System operations or functionality according
to the process identified in section 10.1.
11.Dispute Resolution and Remedies
11.1If a Member or the System Manager or the Director of the ECC has a dispute under
this Agreement, that Member or the System Manager or the Director may bring that
dispute forward for resolution according to the following process:
11.1.1Technical issues shall first be submitted to the System Manager
resolution. If the System Manager initiated the dispute resolution request or
if technical issues submitted by others cannot be resolved by the System
Manager, the matter shall be referred by the System Manager to the Director
of the ECC. If the Director of the ECC and the disputing System Manager or
Party cannot resolve a technical issue, the issue shall be forwarded to the
CAD Command Subcommittee.
11.1.2Financial issues shall first be submitted to the Director for re the
Director first identified the financial issue or if the financial issue cannot be
CAD and Mobile Data Agreement Ramsey County and User Members Page 34 of 48
resolved by the Director, the matter shall be referred to the CAD Command
Subcommittee. However, any financial issues that involve changes in the CAD
operating budget shall be immediately submitted by the Director to the CAD
Policy Committee for resolution.
11.1.3Issues that do not fall into the two previous categories shall f
submitted to the Director for resolution. If the Director first identified the
issue or if the issue cannot be resolved by the Director, the ma
referred to the CAD Command Subcommittee.
11.2If the issue is not resolved to the satisfaction of the disputing System Manager,
Director or Party by the CAD Command Subcommittee, the disputing System
Manager, Director or Party may escalate the matter to the CAD Policy Committee.
11.3If the matter is not resolved to the satisfaction of the disputing System Manager,
Director or Party by the CAD Policy Committee, the disputing System Manager,
Director or Party may appeal the decision of the CAD Policy Committee to the
Ramsey County Board.
11.4At any point in the process, the County or a Member may request mediation
regarding the dispute. The Party requesting the mediation will be responsible for the
costs of mediation. However any parties to the mediation may agr
as part of a negotiated settlement.
11.5Each Party maintains the right to pursue any remedy for material breach of this
Agreement or System failure otherwise available at law or equity if the dispute is not
resolved to the disputing System Manager, Director or
process.
12.General Terms and Conditions
12.1Term
12.1.1This Agreement is effective as of the last date of execution by the County and
eight Governmental Units, and thereafter will become effective as to other
Governmental Units when each of the Governmental Units executes
Agreement. This Agreement will remain in effect through December 31, 2016
, unless earlier terminated pursuant to the provisions of this
Agreement.
12.1.2Thereafter, the Term shall automatically renew for one (1) year periods
, up to a maximum of ten (10) Renewal Periods, subject
to the termination provisions of section 12.2.
12.2Termination and Withdrawal
12.2.1This Agreement shall terminate:
12.2.1.1upon the consent of the County and all Members, as evidenced by
written resolutions of their governing bodies; or
12.2.1.2when necessitated by operation of law; or
CAD and Mobile Data Agreement Ramsey County and User Members Page 35 of 48
12.2.1.3as a result of a decision by a court of competent jurisdiction.
12.2.2The County may terminate this Agreement on twenty-four
written notice of action of the County Board.
12.2.3A Member may not withdraw from this Agreement during the Initial Term.
12.2.4Following the end of the Initial Term, a Member may withdraw fro
Agreement only at the same time it withdraws from the Dispatch A
A Member may only terminate this Agreement at the end of a calen
by action of its governing body and upon a minimum of twelve (12) months
prior written notice to the other Parties to this Agreement.
12.2.5A Member that withdraws forfeits any claim to any outstanding fund balance
in the System Replacement and Investment Funds.
12.2.6Withdrawal from this Agreement by a Member shall not constitute
withdrawal by any other Member.
12.3Indemnification and Insurance
12.3.1Each Party agrees that it will be responsible for its own acts and the
its employees, elected officials, and agents as they relate to this Agreement
and for any liability resulting therefrom, to the extent authori
shall not be responsible for the acts of other Parties to this Agreement or
their employees, elected officials, and agents, or for any liability r
therefrom. Each P
Municipal Tort Claims Act, Minn. Stat. Chapter 466 and other app
12.3.2The County agrees to maintain property insurance coverage throug
Term of this Agreement, including the Initial Term and all Renewal Terms, on
the ECC facility and all of the County-owned equipment.
12.3.3The County and each Member waive all rights against the other Parties for
damages caused by fire or other perils to the extent covered by
insurance obtained pursuant to this Section. The policies shall provide such
waivers of subrogation by endorsement or otherwise. A waiver of
subrogation shall be effective as to a person or entity even though that
person or entity would otherwise have had a duty of indemnification,
contractual or otherwise, did not pay the insurance premium dire
indirectly, or had or did not have an insurable interest in the property
damaged.
12.4Non-Assignability
12.4.1No Party shall assign any interest in this Agreement nor transfer an
in the same, whether by subcontract, assignment or novation.
12.5Compliance With Applicable Law
12.5.1All Parties agree to comply with all federal, state and local laws, resolutions,
ordinances, rules, regulations and executive orders pertaining t
CAD and Mobile Data Agreement Ramsey County and User Members Page 36 of 48
discrimination on account of race, color, creed, religion, natio
gender, marital status, status with regard to public assistance, sexua
orientation, disability, or age.
12.5.2All Parties agree to comply with all federal, state and local laws or
ordinances, and all applicable rules, regulations, and standards
by any agency of such Governmental Units, which are now or hereafter
promulgated insofar as they relate to the P
provisions of this Agreement.
12.6Data Practices
12.6.1All data collected, created, stored, received, maintained or dis
any purpose in the course of any P
governed by the Minnesota Government Data Practices Act, Minn. Stat. Ch.
13, or any other applicable state statutes, any state rules adop
implement the Act and statutes, as well as federal statutes and
on data privacy.
12.7Management and Access to Data
12.7.1Each Party shall manage all data the Party collects, creates, stores, receives,
maintains, or disseminates. Member
shall be in accordance with the Minnesota Government Data Practices Ac
and other applicable federal, state, and local laws and rules governing data
privacy.
12.8Audit
12.8.1Until the expiration of six (6) years after the termination of t
each Party shall, upon written request of another Party, make available to
the requesting Party, the State Auditor or the requesting P
funding sources, a copy of this Agreement and the books, documen
records and accounting procedures and practices relating to this
12.8.2All parties will comply with and address audit findings.
12.9Alteration
12.9.1Any alteration, variation, modification, or waiver of the provisi
Agreement shall be valid only after it has been reduced to writiin the form
of an amendment and duly signed by all Parties.
12.10Notice
12.10.1Any notice required to be given by this Agreement shall be made by
delivery by first class mail, postage applied, to the person holding the title
and at the address identified on the signature page.
12.11Interpretation of Agreement; Venue
12.11.1This Agreement shall be interpreted and construed according to the laws of
the State of Minnesota. All litigation regarding this Agreement
CAD and Mobile Data Agreement Ramsey County and User Members Page 37 of 48
venued in the appropriate state or federal district court in Ram
Minnesota.
12.12Conditions Outside Control of a Party/Force Majeure
12.12.1No Party to this Agreement can be held responsible for failure to per
as a direct result of events outside the control of the Party. F
this Agreement, events outside the control of a party or Force M
means: acts of public enemies; strikes or lockouts; enforceable
governmental or judicial orders; outbreak of war or insurrection
terrorism; riots; civil disturbances; earthquakes, floods, fires
other similar catastrophes or events not reasonably within the Party's
control.
12.13Severability
12.13.1The provisions of this Agreement shall be severable, and if any
hereof or the application of any such provision under any circum
held to be invalid, it shall not affect any other provision of t
or the application of any provision thereof.
12.14Entire Agreement
12.14.1This Agreement shall constitute the entire agreement among the Parties on
the subject matter hereof and shall supersede all prior oral or
negotiations.
WHEREFORE, this Agreement is duly executed on the last date signed by all Parties.
CAD and Mobile Data Agreement Ramsey County and User Members Page 38 of 48
RAMSEY COUNTY
_____________________________
Rafael Ortega, Chair
Board of County Commissioners
_____________________________
Bonnie Jackelen, Chief Clerk
Board of County Commissioners
Date: ________________________
Approved as to form:
_____________________________
Assistant County Attorney
Designee for receipt of notice:
Title: ________________________
Address: ______________________
CAD and Mobile Data Agreement Ramsey County and User Members Page 39 of 48
CITY OF ARDEN HILLS
_____________________________
Authorized Signature
_____________________________
Title
Date: ________________________
Designee for receipt of notice:
Name: _______________________
Title: ________________________
Address: _____________________________
_____________________________
CAD and Mobile Data Agreement Ramsey County and User Members Page 40 of 48
Exhibit 1
Excerpt from the Joint Powers Agreement between Ramsey County and the City
of Saint Paul for Consolidated Dispatch Operation re: Policy Committee
Membership
4.02 Membership
a. If the Cities of Maplewood, Saint Paul, and White Bear Lake sign
Center, the Committee is to be made up of the following elected
1. The Ramsey County Sheriff
2. Four members of the Saint Paul City Council
3. The Mayor of the City of Saint Paul
4. The Mayor or one member of the Maplewood City Council
5. The Mayor or one member of the White Bear Lake City Council
6. Two elected representatives of the other cities in Ramsey County that
do not operate independent PSAP/Dispatch Centers and that sign
agreements with Ramsey County to receive dispatching services fr
the Dispatch Center, to be selected in a manner to be determined the
involved cities.
b. If either the City of Maplewood or the City of White Bear Lake does not sign
PSAP/Dispatch Center, the number of Saint Paul City Council memb
be reduced by one. If both the City of Maplewood and the City of White
Bear Lake do not sign agreement to merge their PSAP/Dispatch Cen
members will be reduced by two.
c. If the individual appointed to the Committee leaves the elected office, t
replacement representative in a timely fashion.
d. Committee members shall be appointed by the jurisdiction they reresent for
such period of time as determined by each jurisdiction.
CAD and Mobile Data Agreement Ramsey County and User Members Page 41 of 48
Exhibit 2
System User Agreement
1.
to use these resources in a secure, efficient, effective, ethica
2.The following policies, rules and conditions apply to all System Users.
2.1Each System User WILL:
2.1.1Use passwords and security devices provided at all times.
2.1.2Safeguard his/her password or passwords from discovery by othersSystem
Users are responsible for all transactions made using their pass
2.1.3Assist in the duty to maintain the privacy and confidentiality of Protected
Data. For the purposes of this Agreement, Protected Data means "not public
data", defined under the Minnesota Government Data Practices Act, Section
13.02, Subdivision 8a.
2.1.4Comply with all software licenses, copyrights and all other state and federal
laws governing intellectual property.
2.1.5Report any weaknesses in computer security, any incidents of pos
misuse or violation of this System User Agreement to the proper authorities
by contacting ______________ (name, phone number and email address).
2.2Each System User will NOT:
2.2.1Install or use software programs or hardware devices that attachCAD
System, the Mobile Data System and the AVL System that are not authorized
by the Party that has permitted use by the System User.
2.2.2Download, install or run programs or utilities that create weakn
security of the CAD System, the Mobile Data System and/or the AVL System.
2.2.3Attempt to access any data or programs contained on or accessibl
the CAD System, the Mobile Data System and the AVL System for which
he/she does not have authorization.
2.2.4Purposely engage in activity with the intent to: degrade the per
the CAD System, the Mobile Data System and the AVL System; deprive an
authorized System User access to a resource; obtain extra resources beyond
those allocated; or circumvent security measures.
2.2.5Knowingly create, transmit, or store destructive programs (e.g.,
self-replicating code).
2.2.6Forward any communications that specifically prohibit dissemination,
without permission of the originator.
CAD and Mobile Data Agreement Ramsey County and User Members Page 42 of 48
2.3Each System User understands that:
2.3.1The County may monitor any and all aspects of the CAD System, the Mobile
Data System and the AVL System to ensure compliance with the terms of this
System User Agreement.
2.3.2There is no expectation of privacy in anything the System User creates, sends
or receives on the CAD System, the Mobile Data System and the AVL System.
2.3.3The software and accounts are provided by the County only to assSystem
Users in performance of their legitimate job-related duties.
I, ______________________________ of ___________________________
acknowledge, by my signature below, that I have read and underst
comply with the provisions of this System User Agreement.
________________________________________ Date: ___________________
CAD and Mobile Data Agreement Ramsey County and User Members Page 43 of 48
Exhibit 3
TriTech Software Support Agreement
Following is an excerpt from the TriTech Software Support Agreement (pages 24-26). The
remainder of the TriTech Software Support is incorporated herein and made a part of this
Agreement by reference.
Inform CAD, Mobile, Browser, Interface, IQ, and GIS Link Response Matrix
If the Client wants an acknowledgement, a tracking number to validate Priority 3 and 4 issue submissions outside of business
hours, such issues need to be entered via the web portal: Support@TriTech.com. When using the web portal, such
acknowledgements are sent via automated e-mail within two (2) hours to the individual within the submitted ticket.
Priority Issue Definition Response Time
Priority 1 24x7 Support for live operations on the Normal Customer Services Hours: Telephone
Critical Priority production system: A system down event which calls to 800. 987.0911 will be immediately
severely impacts the ability of Users to dispatch by the first available
answered and managed
emergency units. This is defined as the following:
representative but not longer than 5 minutes.
Inform CAD, Inform Mobile, or Interfaces
After Normal Customer Services Hours: Thirty
are down as further defined in the Special
(30) minute callback after client telephone contact
Note #1 below.
to 800. 987.0911.
Critical servers inoperative, as listed in
Special Note #1.
Priority 1 issues must be called in via 800.
Complete interruption of call taking and/or
987.0911 in order to receive this level of response.
dispatch operations
Loss of data & data corruption
This means one or more critical server
components are non-functional disabling Inform
CAD or Inform Mobile workstations. These
Special Note #1
Software Errors are defined in ,
below.
Priority 2 24x7 Support for live operations on the Normal Customer Services Hours: Telephone
Urgent Priority production system: A serious Software Error with calls to 800. 987.0911 will be immediately
no workaround not meeting the criteria of a answered and managed by the first available
Critical Priority, but which severely impacts the representative but not longer than 5 minutes.
ability of Users to enter incoming calls for service
and/or dispatch emergency units. Such errors will After Normal Customer Services Hours: One (1)
be consistent and reproducible. hour callback after client telephone contact to 800.
987.0911.
A significant number of the Inform CAD or
Inform Mobile workstations are negatively Priority 2 issues must be called in via 800.
impacted by this error (e.g., does not apply to a 987.0911 in order to receive this level of response.
minimal set of Inform CAD or Inform mobile
workstations). These Software Errors are defined
in more detail in Special Note #2, below.
CAD and Mobile Data Agreement Ramsey County and User Members Page 44 of 48
Priority Issue Definition Response Time
Priority 3 - Normal Customer Services Hours Support: A Normal Customer Services Hours: Telephone
High Priority Software Error not meeting the criteria of a calls to 800. 987.0911 by the first available
Critical or Urgent Priority, has a workaround representative but not longer than 5 minutes after
available, but which does negatively impact the the initial phone call.
User from entering incoming calls for service
and/or dispatching emergency units. Such errors After Normal Customer Services Hours: This
will be consistent and reproducible. priority of issue is not managed after hours.
A significant number of Inform CAD or Inform
Mobile workstations are negatively impacted by
this error (e.g., does not apply to a minimal set of
workstations).
Priority 4 Normal Customer Services Hours Support: A Normal Customer Services Hours: Telephone
Medium Priority Software Error related to a user function which calls to 800. 987.0911 will be answered and
does not negatively impact the User from entering managed by the first available representative but
incoming calls for service and/or dispatch not longer than 5 minutes after the initial phone
emergency units. This includes system call.
administrator functions.
After Normal Customer Services Hours: This
priority of issue is not managed after Hours.
Priority 5 Normal Customer Services Support: Cosmetic or Normal Customer Services Hours: Telephone
Low Priority Documentation errors, including Client technical calls to 800. 987.0911will be answered and
questions or usability questions. managed by the first available representative but
not longer than 5 minutes after the initial phone
call
After Normal Customer Services Hours: This
priority of issue is not managed after hours.
Priority Resolution Process Resolution Time
Priority 1 TriTech will provide a procedural or configuration TriTech will work continuously (including after
Critical Priority workaround or a code correction that allows the hours) to provide the Client with a solution that
Client to resume live operations on the production allows the Client to resume live operations on the
system. production system.
TriTech will use commercially reasonable efforts to
resolve the issue as soon as possible and not later
than 12 hours after notification.
Priority 2 TriTech will provide a procedural or configuration TriTech will use commercially reasonable efforts to
Urgent Priority workaround or a code correction that allows the resolve the issue as soon as possible and not later
Client to resume normal operations on the than 36 hours after notification.
production system.
Priority 3 - TriTech will provide a procedural or configuration TriTech will work to provide the Client with a
High Priority workaround that allows the Client to resolve the resolution which may include a workaround or
problem. code correction within a timeframe that takes into
consideration the impact of the issue on the Client
3 issues have
priority scheduling in a subsequent release.
Priority 4 If TriTech determines that a reported Medium TriTech will work to provide the Client with a
Medium Priority Priority error requires a code correction, such resolution which may include a workaround or
issues will be addressed in a subsequent release code correction in a future release of the software.
when applicable. Priority 4 issues have no guaranteed resolution
time.
CAD and Mobile Data Agreement Ramsey County and User Members Page 45 of 48
Priority Resolution Process Resolution Time
Priority 5 Low Priority issues are logged by TriTech and There is no guaranteed resolution time for Low
Low Priority addressed at the company's discretion according to Priority issues.
TriTech's roadmap planning process.
Special Note #1:
Priority 1 - Critical Priority issues meeting the previously noted criteria are defined as follows:
A. Inform CAD:
a. The Inform CAD System is down and all workstations will not launch or function.
b. The Inform CAD System is inoperable due to data corruption caused by TriTech Software.
c. The Inform CAD Reporting and Archiving Server is down and the system is configured to use the Reporting
Server for dispatching functions (e. g., Premise History).
d. Law enforcement users are unable to send or receive justice queries (this priority applies if the functionality
is available through no other available methods).
B. Inform Mobile:
a. The Inform Mobile System is down and all unit mobile devices are unable to log in or function.
b. The Inform Mobile System is inoperable due to data corruption caused by TriTech Software.
c. Law enforcement users are unable to send or receive justice queries (this priority applies if the functionality
is available through no other available methods).
C. Inform Browser, Inform IQ and GISLink:
a. There are no Critical Priority (Priority 1) issues for these products.
Special Note #2:
Priority 2 - Urgent Priority issues, meeting the previously noted criteria, are defined as follows:
A. Inform CAD:
a. Inform CAD users are severely impacted due to one of the following conditions:
i. Unable to enter new requests for service via the emergency or scheduled call-taking screen (using
all available methods).
ii. A user is unable to verify an address from within the emergency or scheduled call-taking screen.
iii. The inability to view/edit premise or caution note information.
iv. The inability to send and receive text messaging (within CAD, CAD to Mobile, or Mobile to
Mobile).
v. The system does not perform unit recommendations.
vi. Inability to assign a unit to an incident (using all available methods).
vii.
viii. Inability to close an incident (using all available methods).
ix. Inability to view incident information needed to dispatch an incident (using all available methods).
B. Inform Mobile:
a. Inform Mobile users are severely impacted due to one of the following conditions:
i. Inability to receive new requests for service from TriTech CAD (using all available methods).
ii. Inability to view incident information needed to dispatch an incident (using all available methods).
iii. The inability to send and receive text messaging (within CAD, CAD to Mobile, or Mobile to
Mobile).
iv. Inability to enter a traffic stop or on-view incident.
v. The inability to view premise or caution note information.
C. Inform CAD/Mobile Interfaces:
a. An Inform CAD Station Alerting Interface is down or Inform CAD Station Alerting Interface repeatedly fails
to process a station alert, as part of a unit assignment, or if there is a reoccurring significant delay in the
interface processing a station alert as part of a unit assignment (once it is diagnosed that is not being caused
by the station alerting system).
b. An Inform CAD Paging Interface is down.
c. An interface used for personnel rostering is down.
d. A CAD-to-CAD interface is down or repeatedly fails to process information into an incident.
e. An Inform CAD Paging Interface repeatedly fails to process a unit alert as part of a unit assignment.
f. An ANI/ALI interface repeatedly fails to process information into an incident.
g. An interface to an external rostering system used to logon units is down.
CAD and Mobile Data Agreement Ramsey County and User Members Page 46 of 48
h. An AVL interface fails to process updates for over 50% of units.
i. A mobile interface (MDT or MDC) repeatedly fails to process incident or status change information.
j. A Standard CAD to External System Incident Data Transfer Interface License (RMS) is down.
D. Inform IQ, Browser and GISLink:
a. There are no Urgent Priority (Priority 2) issues for these products.
Additional Information:
Disaster Recovery and Training CAD/Mobile Systems do not generally qualify for after Normal Customer Services Hours
support. This would change if the Production System has failed over to the Disaster Recovery System or following a test
failover, and it is inoperable for more than one (1) business day, TriTech will work to resolve the problem.
A. Modifications to installed TriTech CAD/Mobile Licensed Software that operates with State and National Criminal
Justice Information Systems (State CJIS/NCIC) systems to accommodate Government Mandated Changes dictated
by State and Federal agencies having authority over these programs.
CAD and Mobile Data Agreement Ramsey County and User Members Page 47 of 48
Exhibit 4
Functions Supported by Disaster Recovery and Continuity of Opera
The following applications and functions will be maintained by t
Recovery Environment. This list can be amended through the procsection 9
s
TriTech Inform CAD
TriTech Inform Mobile
Fire Alerting
Alphanumeric Paging Module
RMS interfaces owned by the County
CAD and Mobile Data Agreement Ramsey County and User Members Page 48 of 48
CONSENT ITEM
MEMORANDUM
DATE: December 9, 2013
TO: Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
FROM: Terry Maurer, Public Works Director
SUBJECT: South Water Tower Rehabilitation - Payment No.3 and No. 4
Requested Action
Approve Payment No. 3 and Final Payment No. 4 to Classic Protective Coatings, Inc., for the
South Water Tower Rehabilitation Project in the total amount of $185,350.
Background
The City of Arden Hills awarded the South Water Tower Rehabilitation Project to Classic
Protective Coatings, Inc., on April 29, 2013, in the amount of $783,250. On October 28, 2013,
Change Order No. 1 was approved to replace the service door and frame and to add an LED
aviation light on top. The cost for Change Order No. 1 was $3,650 bringing the total contract
amount to $786,900.
Discussion
Payment No. 3 (a copy is attached), after 5% retainage, is in the amount of $146,205 and covers
work through October 2013. The major components of work completed for this payment
include:
Containment System
Final Paint Interior Wet
Final Paint Interior Dry
Final Paint Exterior
Final Payment No. 4 simply releases the 5% retainage of $39,145 now that the contractor has
completed all punch list work and provided all necessary paperwork.
12
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The total construction cost of the project was $782,900 which is 4,000 under the revised contract
amount of $786,900.
All funding for the South Water Tower Rehabilitation Project comes from the Water Utility
Fund.
Attachments
Attachment A: Payment No. 3
Attachment B: Final Payment No. 4
22
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CONSENT ITEM
MEMORANDUM
DATE: December 9, 2013
TO: Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
FROM: Terry Maurer, Public Works Director
SUBJECT: 2013 Sanitary Sewer Lining Improvement - Final Payment No. 3
Requested Action
Approve Final Payment No. 3 to SAK Construction, LLC, for the 2013 Sanitary Sewer Lining
Improvement in the amount of $31,791.98.
Background
The City of Arden Hills awarded the 2013 Sanitary Sewer Lining Improvement to SAK
Construction, LLC, on June 10, 2013, in the amount of $625,178.73.
Discussion
The final contract amount is $635,839.55; approximately $10,000.00 over the original award
amount. This increase is due to two items; first two protruding sewer services were found and
staff had SAK remove them at a cost of $1,250.00 and second staff had SAK line a small section
on the Snelling Avenue Mill and Overlay project rather than dig it up to
make the repair and risk a trench settlement at a cost of $9,500.00 (this cost will be funded by the
Surface Water Management Fund).
Final Payment No. 3 (a copy is attached), simply releases the 5% retainage now that all punch
list work has been completed and final paperwork has been submitted. The payment is in the
amount of $31,791.98.
All funding for the 2013 Sanitary Sewer Lining Improvement comes from the Sanitary Sewer
Utility Fund and a grant received from the Metropolitan Council Environmental Services
(MCES) with the exception of the storm sewer work on Snelling Avenue which will be paid for
from the Surface Water Management Fund.
Attachment
Attachment A - Payment No. 3
11
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CONSENT ITEM
MEMORANDUM
DATE: December 9, 2013
TO: Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
FROM: Terry Maurer, Public Works Director
SUBJECT: County Road E (B-2 District) Feasibility Report
Requested Action
Adopt Resolution 2013-043 Receiving the Feasibility Report and authorizing the Preparation of
Plans and Specifications in the matter of the County Road E (B-2 District) Improvements.
Background/Discussion
This project has a long history. In 2008 the City Council prepared a Guiding Plan for the B-2
District with input from several of the business owners. In 2011 the Council hired Bolton and
Menk to prepare an Implementation Plan for the B-2 District based on the findings in the
Guiding Plan. The Implementation Plan was prepared over about an 18 month period which
included three meetings with the Corridor Advisory Committee (CAC), numerous meetings with
individual business owners and a few discussions at Council Work Sessions.
In December 2012 the Council accepted the final Implementation Plan and adopted Resolution
2013-054 Ordering the Preparation of a Feasibility Report for County Road E (B-2 District) and
authorized Bolton and Menk to proceed with this work. The Feasibility Report was a refinement
of the Phase 1 improvements discussed in the Implementation Plan and included a topographic
survey of the corridor. During the process several meetings were held with Ramsey County staff
concerning the proposed improvements and in September a written commitment was received
from Ramsey County to fund their portion of the improvements according to their Cost
Participation Policy. There were also two presentations at Council Work Sessions - June 10,
2013, to discuss the refined layout for Phase 1 improvements and October 14, 2013, to discuss
cost and assessment scenarios. A copy of the final Feasibility Report is attached.
12
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As the Council is aware, the construction of these proposed improvements is planned for 2015 to
coincide with the MnDOT reconstruction of the bridge over TH 51.
recommendation that the Council accept the report and authorize Bolton and Menk to begin work
of the preparation of plans and specifications. This will allow work to proceed on more detailed
questions such as what will the new lights look like and where will they be placed; how many,
what variety and where will trees be planted; what existing sidewalks and driveways will be
repaired along with where will new sidewalks be placed; and maybe most important how will
customers continue to access businesses during construction. Also, in the schedule in the
Feasibility Report -
schedule a time to walk the corridor with 90% complete plans to answer specific business
owners questions before being invited to a Council Meeting for the Public Hearing/Assessment
Hearing.
Staff has asked Bolton and Menk to prepare a scope and budget to prepare plans and
specifications and to take the project through bidding and public/assessment hearings. That
scope of services and budget are attached. The total hourly cost not to exceed for these next
phase services is $135,960. -
043 which Accepts the Feasibility Report and Authorizes the Preparation of Plans and
Specifications.
Attachments
Attachment A - Final Feasibility Report
Attachment B - Resolution 2013-043
Attachment C Bolton and Menk Letter
22
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ATTACHMENT A
ATTACHMENT B
ATTACHMENT C
CONSENT ITEM
-5L
MEMORANDUM
DATE: December 9, 2013
TO:Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
FROM: Terry Maurer, Public Works Director
SUBJECT:Ramsey Conservation District Shared Service Agreement
Council Action Requested
City Council is requested to approve the Shared Service Agreement with Ramsey
Conservation District for 2014 and authorize the Mayor and City Administrator to
execute it
Background
Since 2009 Ramsey Conservation District has been assisting the City with inspections
and Sediment Control Ordinance. The service provided by Ramsey Conservation District
has been working very well.
Attached is the Shared Service Agreement between the City of Arden Hills and Ramsey
Conservation District to continue this service through 2014. There are no changes to the
Agreement from 2012 including the price which is exactly the same per hour. Staff is
recommending approval of the Shared Service Agreement for 2014.
Attachment
Attachment A Shared Service Agreement
1 of 1
Attachment A
PUBLIC HEARING 7A
MEMORANDUM
DATE: December 9, 2013
TO: Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
FROM: Mayor Grant
SUBJECT: TCAAP Development Discussion Opportunity for Residents
Discussion
Under this Public Hearing, citizens have an opportunity to discuss ideas regarding TCAAP
development.
11
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PUBLIC HEARING 7B
MEMORANDUM
DATE:
December 9, 2013
TO:
Honorable Mayor and City Council Members
Patrick Klaers, City Administrator
FROM:
Susan Iverson, Director of Finance and Administrative Services
Pang Silseth, Accounting Clerk
SUBJECT:
Adopting and Confirming Special Assessments for Delinquent Utilities
Background:
Delinquent utility amounts are certified to Ramsey County quarterly.
A list of utility accounts with a delinquent balance was compiled and notices dated November 7,
2013, were mailed. These customers were informed of their delinquent status and were asked to
make payment of the delinquent balance by December 3, 2013. Utility accounts with an unpaid
delinquent balance after December 3, 2013, would be certified to Ramsey County to be added to
property taxes and payable in 2014. The certification amount is equal to the unpaid delinquent
balance and an eight percent penalty.
A list of remaining delinquent utility accounts, as of December 3, 2013, is attached. The City
will request that Ramsey County levy the delinquent balances against the respective properties.
Recommended Action:
Motion to approve Resolution 2013-049, certifying the attached list of delinquent utility accounts
to Ramsey County.
Attachments
Attachment A: Resolution No. 2013-049
Attachment B: List of Delinquent Utility Accounts
Attachment A
CITY OF ARDEN HILLS
COUNTY OF RAMSEY
STATE OF MINNESOTA
RESOLUTION NO. 2013-049
RESOLUTION ADOPTING AND CONFIRMING QUARTERLY SPECIAL
ASSESSMENTS FOR DELINQUENT UTILITIES
WHEREAS
, the amount to be specially assessed for DELINQUENT UTILITIES has
been duly calculated in accordance with the provisions of the Municipal Code and Minnesota
Statues; and
WHEREAS
, notices have been duly mailed as required by law; and
WHEREAS
, said proposed assessments have at all times since their filling been open
for public inspection, and an opportunity has been given to all interest parties to present
objections if any, to the proposed assessments; and
WHEREAS
, there were no oral or written objections received.
1.The amounts so calculated and set forth in said notices are hereby levied against
the respective parcels of land described therein, and
2.The proposed assessments are hereby adopted and confirmed as special
assessments for each of said parcels of land and the assessments together with an
additional penalty of eight percent (8%) of the original unpaid amount, inclusive
of any previous delinquency penalty, shall be a lien concurrent with general taxes
upon such parcel.
NOW THEREFORE, BE IT RESOLVED
by the City Council of the City of Arden
Hills, Minnesota, that the City Administrator be authorized and directed to transmit to the
County Auditor a certified duplicate of the assessment roll to be extended upon the property
tax lists of the County, and the County Auditor shall collect said special assessments with
taxes levied in 2013, payable in 2014:
ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS
th
THIS 9 DAY OF DECEMBER, 2013.
____________________________________
ATTEST: David Grant, Mayor
__________________________________________
Amy Dietl, City Clerk
CITY OF ARDEN HILLS
UTILITY ACCOUNTS DELINQUENT SPECIAL ASSESSMENTS
RESOLUTION NO. 2013-049
December 9, 2013
Prop IDAccountPrior Cert.CustomerProperty AddressUtility Arrears
223023230082
000138-000XKassandra Kuchenmeister4326 Snelling Avenue N156.02
223023340051
000147-000XWilliam & Pam Ross4123 Norma Circle243.77
223023340011
000171-000XMike & Molley Redden1365 Eide Circle340.62
223023240278
000293-000XThomas Simon4445 Arden View Court515.52
223023240326
000375-000XJane Larson4370 Arden View Court154.32
223023210020
000431-000Henry Snyder1364 Arden View Drive473.32
223023210108
000502-000XThomas & Luann Riester1444 Arden View Drive77.65
223023240171
000533-000Robert & Rie Anderson1469 Arden View Drive26.42
223023310051
000555-000James Petrykowski1439 Indian Oaks Court230.44
223023110064
000561-000XCarmen Diestler4500 Pleasant Drive158.83
223023120013
000569-000XRobert & Sherrie Besser1307 Karth Lake Circle372.12
223023110063
000572-000XJohn & Cheryl Berg4510 Pleasant Drive259.22
223023340047
000602-000XGregory Wagner4101 Gale Circle159.66
223023110072
000605-000XMonday Inc1184 Highway 96168.24
223023310019
000759-000XDaniel Yaman1423 Colleen Avenue304.34
223023420032
000777-000XKristine Teut1286 Wyncrest Lane240.95
223023120008
000784-000Amy & Doua Vang1331 Karth Lake Circle45.75
223023230019
000808-000XLee Ann Gryc1522 Colleen Avenue11.71
223023320035
000860-000XPatrick & Bonnie Haik1550 Briarknoll Circle291.68
213023440005
001144-000Michelle Brink4097 Snelling Avenue183.83
283023330013
001255-000XJoseph Mauricio2027 Thom Drive187.47
213023140006
001271-000XCaren Cushing4401 Old Highway 10114.02
213023140007
001276-000XJoan Carlson4375 Old Highway 10114.02
163023340015
001285-000XWayne Erickson4627 Highway 10157.15
283023410038
001344-000XPaul Markegard3757 McCracken Lane259.31
283023440022
001441-000Paul & Jennifer Harrington1683 Chatham Avenue323.56
273023340029
001477-000XMargaret Brunner1387 County Road E W178.46
213023430017
001534-000Sally Paulsen1791 Janet Court162.39
273023330005
001546-000XMark & Colleen Nagel1469 Arden Oaks Drive181.14
333023110036
001551-000XDave Moberg1611 Lake Johann Boulevard343.48
283023120052
001575-000XGene Erickson1761 Lake Valentine Road180.76
213023410051
001584-000XMary Fresonke1681 Brueberry Lane153.29
283023120048
001602-000XScott Heineman1707 Valentine Avenue171.98
343023330018
001639-000XTim Ronchak1516 Edgewater Avenue194.11
343023330030
001640-000T & M Albertson1543 Glenhill Road153.53
343023330050
001671-000XRenae Peterschick3130 Ridgewood Road162.61
333023320006
001720-000Steven Jones1988 Stowe Avenue168.62
343023210018
001763-000John Weis1423 Arden Place173.28
343023240003
001775-000Peter Plisek3466 Glenarden Road337.34
343023210013
001801-000Brett & Laurel Dallmann3564 Snelling Avenue N179.28
343023410055
001808-000XChristopher & Ann Whiting1171 Carlton Drive346.73
333023340020
001884-000XMichael Johnson3223 Lake Johanna Boulevard241.92
343023410053
001887-000Kristy Burns1191 Carlton Drive168.00
333023120003
001893-000XCharles Mertensotto3491 Lake Johanna Boulevard584.58
343023310046
001898-000XJoann Kulman1468 Bussard Court114.02
343023210016
001920-000Sharon Davies1437Arden Place177.21
333023330083
002016-000XCatherine Callahan2009 County Road D W298.33
333023340099
002028-000XMarc & Jenny Skowronek1921 County Road D W199.06
333023240032
002096-000XCourtney McCloskey1876 Grant Road254.84
333023240094
002105-000XGregory Weeks1873 Stowe Avenue181.52
343023210004
002144-000XTroy Fields1404 County Road E W166.35
343023410009
002164-000Jerome Wasley1171 Ingerson Road113.39
343023440077
002194-000XTodd & Jennifer Spalding3205 Lexington Avenue N165.97
333023310012
002279-000XLori Orth1910 Stowe Avenue160.74
Prop IDAccountPrior Cert.CustomerProperty AddressUtility Arrears
343023310015
002293-000XEllen Campbell3354 Snelling Avenue N140.76
343023140062
002397-000Chad Eiswald1150 Benton Way231.57
333023320003
002476-000XJudie Prayfrock1950 Stowe Avenue167.88
343023140011
002480-000XKellye Macleod1113 Benton Way 297.68
343023140042
002482-000Margaret Marinoff1177 Benton Way173.02
343023140051
002484-000Deborah Fellows1168 Benton Way185.47
333023330034
002487-000XRobert Morrissette2028 Edgewater Avenue508.06
333023240108
002512-000XPaul Trites1850 Indian Place177.51
343023210066
002590-000XScott & Cheryl Miles1421 Skiles Lane418.23
223023320070
002717-000XSteve Mikkelsen1478 Dawn Circle140.29
223023110014
002876-000David & Amy Wielinski1136 Karth Lake Drive149.42
283023310016
002879-000XJeff & Kathy Smith3786 Brighton Way295.95
333023240076
002960-001Rob & Annette Abel1884 Lake Lane138.35
223023240195
002996-000XDavid Elias4384 Arden View Court179.02
223023240270
003077-000XConnie Nelson4451 Arden View Court267.62
343023330025
003091-000Richard & Annette Nelson1564 Edgewater Avenue89.55
343023210039
003180-000XStephanie Baldridge1450 Arden Place159.58
223023240240
003444-000XJoseph Ordos4412 Arden View Court154.75
343023420040
003660-000Bryan & Kristin Jones1305 Tiller Lane221.51
343023110009
003858-000XSusan Payne1192 Benton Way153.41
223023240283
003898-000Mary Speggen4463 Arden View Court180.25
343023440017
004036-000XFrancis Madden3143 Lexington Avenue166.72
223023320058
004631-000XJamie Jensen1517 Dawn Circle388.00
223023330015
004713-000XDustin Foghe4149 Norma Avenue225.20
223023310011
005075-000XKasandra Kuchenmeister1388 Colleen Avenue151.76
223023210117
005368-000XJohn Herber1450 Arden View Drive171.63
343023210077
005889-000XGary Findell1401 Skiles Lane214.06
223023240301
006360-000XKathryn Lovelace4392 Arden View Court153.60
213023430004
006414-000Norman Rosenkranz4108 Valentine Crest Road140.29
223023130049
006495-000XJonathan Thornton1301 Amble Road172.33
283023420011
006932-000Nathan Larson1753 Chatham Avenue277.73
223023240248
007082-000Shardae Okeleye4416 Arden View Court162.63
273023340044
007114-000Dan Altstatt3632 Pascal Avenue N165.73
223023230016
007235-000XKurt & Erin Lynne Battles1528 McClung Drive200.63
223023220055
007241-000Lenie Hermanson1501 Arden View Drive191.39
223023220043
007633-000KeSung & Sechany Anderson1521 Keithson Drive160.97
Total Deliquent Amount19,143.05
MEMORANDUM
DATE:
December 9, 2013
TO:
Honorable Mayor and City Council
FROM:
Patrick Klaers, City Administrator
Sue Iverson, Director of Finance and Administrative Services
SUBJECT:
2014 Proposed Budget and Tax Levy
INTRODUCTION
In preparation for adoption of the tax levy, this memo addresses the following information:
preliminary tax levy, residential property values, operating budget, salary and benefit changes,
and preliminary fund balance projections.
RESIDENTIAL PROPERTY VALUES
According to information provided by Ramsey County in May of this year, the median home
value in Arden Hills will increase from $257,500 for 2013 taxes, to $264,700 for 2014 taxes
which is a 2.8% increase in value compared to the county average increase of 0.2%. According
to Ramsey County, assessed value had declined for five consecutive assessments as a result of
the recession and loss of financing liquidity and had been fueled by pessimistic buyer
expectation. There are now encouraging signs that the markets have stabilized, or are stabilizing;
we are now experiencing a slight increase of residential values, rising apartment values, and the
commercial markets are also showing promise of appreciation but are still down (from Ramsey
County Assessor Stephen Baker). Foreclosures are at a lower percentage than they have been in
many years.
In order to evaluate the true impact to the residential property owner, you need to take into
account the increase in fiscal disparities (increase of 5.8%) and the change in the taxable value
(increase of 1.7% after exclusions).
To help illustrate this, the following table shows the impact to the residential property owner due
This results
to the increase in fiscal disparity dollars and changes in the assessed market value.
in a net tax rate decrease of 2.1% before any levy changes are made.
Memo - City Council
2014 Proposed Budget and Tax Levy
2
ActualProposed%
ItemPay 2013Pay 2014Change
(A)(B)(C)
1.Levy before reduction for state aids$3,191,230$3,191,2300.0%
2.State Aids- $0$00.0%
3.Certifed Property Tax Levy= $3,191,230$3,191,2300.0%
4.Fiscal Disparity Portion of Levy- $240,789$254,7385.8%
5.Local Portion of Levy= $2,950,441$2,936,492-0.5%
6.Local Taxable Value÷ 10,563,16910,741,7491.7%
7.Local Tax Rate= 27.931%27.337%-2.1%
8.Market Value Referenda Levy $0$00.0%
9.Fiscal Disparity Portion of Levy (SDs only)- $0$00.0%
10.Local Levy= $0$00.0%
11.Referenda Market Value÷ 1,035,471,7001,055,008,7001.9%
12.Market Value Referenda Rate= 0.00000%0.00000%0.0%
TaxableTaxing
MarketHomesteadTaxableDistrict
ValueExclusionMarketTaxNet
B/4 CreditCreditValueCapacityTax
Proposed Pay 2014
Impact from Market Shifts
Pay 2013 MV76,000@.40%500,000@1.0%(B7 x G) +
Total Changeand Fiscal Disparities
X 0.988(D - E)rem @ 1.25%(B12 x D)
Annual IncreaseMonthly incr.Annual IncreaseMonthly incr.
- rem up to 413799 @.09%
N/A
Estimated Tax District rate as % of total rate:
150,000 23,740 126,2601,263$345.27$5.07$ 0.42$5.07$ 0.42
264,700 13,417 251,2832,513$686.98$7.14$ 0.59$7.14$ 0.59
350,000 5,740 344,2603,443$941.21$8.59$ 0.72$8.59$ 0.72
500,000 - 500,0005,000$1,366.85$8.29$ 0.69$8.29$ 0.69
750,000 - 750,0008,125$2,221.13$22.96$ 1.91$22.96$ 1.91
You will see
Tax Capacity (line 6), which results in a 2.1% decrease in the tax rate.
A fiscal disparity runs on a one year lag and is based on the levy amounts that jurisdictions
submitted for 2013 (or last year). Jurisdictions who increased their levies will receive more,
while those that kept their levies flat or fairly small will see decreases.
RECAP OF RAMSEY COUNTY FINANCE DIRECTORS MEETING
On August 14, 2013, Ramsey County held a meeting with its Finance Directors from all taxing
districts. At this meeting it was noted that rising levy rates helped to offset some of the
decreased fiscal disparities for various districts. In our case this will helps the county, school
The Assessor is optimistic that Pay 2015 values will increase this next year. As previously
stated, the markets are now stabilizing and foreclosures are lower in percent than they have been
in many years.
Residential markets experienced the most positive improvements, with buyer activity improving;
there are fewer foreclosure and short sales. Apartment markets continue to be very healthy and
there is substantial construction of new apartments across the Twin Cities metro area.
Memo - City Council
2014 Proposed Budget and Tax Levy
3
Commercial and industrial markets have recovered most of the loss in value from the recession.
County-wide Commercial/Industrial aggregate values have increased 0.1%. In Arden Hills we
have seen a decrease in this area of 3.69%, but you must also factor in tax petitions and appeals
that have adjusted values.
PRELIMINARY TAX LEVY
The table below provides a comparison of the 2013 adopted levy and the 3.05% levy increase the
City Council directed staff to prepare for the preliminary levy at its August 26,2013
worksession. It shows a comparison of the tax rate at this levy amount.
ActualProposed%
ItemPay 2013Pay 2014Change
(A)(B)(C)
1.Levy before reduction for state aids$3,191,230$3,289,0273.1%
2.State Aids- $0$00.0%
3.Certifed Property Tax Levy= $3,191,230$3,289,0273.1%
4.Fiscal Disparity Portion of Levy- $240,789$254,7385.8%
5.Local Portion of Levy= $2,950,441$3,034,2892.8%
6.Local Taxable Value÷ 10,563,16910,741,7491.7%
7.Local Tax Rate= 27.931%28.248%1.1%
8.Market Value Referenda Levy $0$00.0%
9.Fiscal Disparity Portion of Levy (SDs only)- $0$00.0%
10.Local Levy= $0$00.0%
11.Referenda Market Value÷ 1,035,471,7001,055,008,7001.9%
12.Market Value Referenda Rate= 0.00000%0.00000%0.0%
You will see that the levy has been increased per Council directive, which combined with the
(line 6), results in a 1.1% increase in the tax rate.
The result to the medium valued ($264,7
(D)(E)(F)(G)(I)
TaxableTaxing
MarketHomesteadTaxableDistrict
ValueExclusionMarketTaxNet
B/4 CreditCreditValueCapacityTax
Proposed Pay 2014
Impact from Market Shifts
Pay 2013 MV76,000@.40%500,000@1.0%(B7 x G) +
and Fiscal DisparitiesImpact from Levy IncrTotal Change
X 0.988(D - E)rem @ 1.25%(B12 x D)
- rem up to 413799 @.09%Annual IncreaseMonthly incr.Annual IncreaseMonthly incr.Annual IncreaseMonthly incr.
Estimated Tax District rate as % of total rate:
150,000 23,740 126,2601,263$356.77$5.07$ 0.42$11.50$ 0.96$16.57$ 1.38
264,700 13,417 251,2832,513$709.87$7.14$ 0.59$22.89$ 1.91$30.03$ 2.50
350,000 5,740 344,2603,443$972.58$8.59$ 0.72$31.37$ 2.61$39.96$ 3.33
500,000 - 500,0005,000$1,412.40$8.29$ 0.69$45.55$ 3.80$53.84$ 4.49
750,000 - 750,0008,125$2,295.15$22.96$ 1.91$74.02$ 6.17$96.98$ 8.08
Memo - City Council
2014 Proposed Budget and Tax Levy
4
TAKING A LOOK AT ARDEN HILLS LEVY HISTORY
The State of Minnesota has granted local municipalities the authority to levy taxes to fund
operations and debt payments. tax levy goes for General Fund expenditures.
For the City of Arden Hills, the property tax levy accounts for approximately 78% of the General
however, due to the current economic environment $41,201 was used to balance the budget for
2010 and $20,000 was used in 2011, no reserves were used in 2012, and $20,454 were used in
2013 and the
proposed 2014 levy:
%%
YearTax LevyChangeTax RateChange
2002$ 2,201,002-25.092%-
2003$ 2,265,7122.94%23.930%-4.63%
2004$ 2,333,3372.98%23.367%-2.35%
2005$ 2,440,4534.59%21.299%-8.85%
2006$ 2,537,5203.98%20.191%-5.20%
2007$ 2,688,9445.97%20.206%0.07%
2008$ 2,797,3484.03%19.585%-3.07%
2009$ 2,948,6465.41%20.520%4.77%
2010$ 3,016,4652.30%22.647%10.37%
2011$ 3,040,9640.81%24.180%6.77%
2012$ 3,096,9941.84%25.544%5.64%
2013$ 3,191,2303.04%27.931%9.34%
2014$ 3,289,0273.06%28.248%1.13%
2009 saw the start of the LJFD duty crew implementation, while 2010 and 2011 saw the
unallotment of the MVHC to cities. 2012 saw the reduction in tax capacity as a result of the
market value exclusion (MVE). We have been very conservative in our budgeting and have
reduced department budgets or used reserves to deal with the increased costs of our contracted
services while still maintaining services the last few years.
OPERATING BUDGET
Salary and Benefits
The 2014 preliminary budget was prepared assuming a 2% wage adjustment for non-union staff
and a 1.5% wage adjustment for union staff. In surveying surrounding communities most have
included a 2.0% - 3.0% COLA increase in their preliminary estimates. Assumptions in this
budget also include: eliminating the interns in the Finance and Administration Department and
replacing them with a part-time support position; increasing the intern position in the Planning
and Zoning Department from half-time to full-time; and adding an intern to the Engineering
Budget. (It should be noted that most of engineering is allocated out to projects with some going
to other departments.) The effects of these changes can be seen on the charts on the next page:
Memo - City Council
2014 Proposed Budget and Tax Levy
5
Dept BudgetAllocatedFinal 2013ProposedIncr Cost/
Finance & Administrative Services2013Out 2013Budget Costs2014(Savings)
Part-time Employee0.0 FTE0.5 FTE
Temporary Employees1.5 FTE0.0 FTE
Impact on Budgets
General Fund$ 17,224.00$ (10,483.00)$ 6,741.00 $ 6,671.00$ (70.00)
Cable 1,049.00$ 1,049.00 (1,049.00)
Water Fund 2,890.00$ 2,890.00 6,671.00 3,781.00
Sewer Fund 2,890.00$ 2,890.00 6,671.00 3,781.00
Recycling 296.00$ 296.00 (296.00)
Surface Water Mgmt 2,890.00$ 2,890.00 6,671.00 3,781.00
EDA 215.00$ 215.00 (215.00)
Engineering 91.00$ 91.00 (91.00)
Risk Management 71.00$ 71.00 (71.00)
Central Garage 91.00$ 91.00 (91.00)
Total$ 17,224.00$ -$ 17,224.00$ 26,684.00$ 9,460.00
Planning & Zoning
Temporary Employees0.5 FTE1.0 FTE
Impact on Budgets
General Fund$ 13,456.00$ -$ 13,456.00$ 33,459.00$ 20,003.00
Engineering
Temporary Employees0.0 FTE0.5 FTE
Impact on Budgets
Engineering Fund$ -$ -$ -$ 12,918.00$ 12,918.00
Dept BudgetAllocatedFinal 2013ProposedIncr Cost/
2013Out 2013Budget Costs2014(Savings)
Total Overall Impact
Part-time Employee0.0 FTE0.5 FTE
Temporary Employees2.0 FTE1.5 FTE
Total Change2.0 FTE2.0 FTE
Total Impact on Budgets
General Fund$ 30,680.00$ (10,483.00)$ 20,197.00$ 40,130.00$ 19,933.00
Cable 1,049.00$ 1,049.00 (1,049.00)
Water Fund 2,890.00$ 2,890.00 6,671.00 3,781.00
Sewer Fund 2,890.00$ 2,890.00 6,671.00 3,781.00
Recycling 296.00$ 296.00 (296.00)
Surface Water Mgmt 2,890.00$ 2,890.00 6,671.00 3,781.00
EDA 215.00$ 215.00 (215.00)
Engineering 91.00$ 91.00 12,918.00 12,827.00
Risk Management 71.00$ 71.00 (71.00)
Central Garage 91.00$ 91.00 (91.00)
Total$ 30,680.00$ -$ 30,680.00$ 73,061.00$ 42,381.00
The budget also assumed a $12 per month increase in the City
insurance. The actual increase for 2014 is 0% for medical. Dental had been estimated at 10%,
but we now have the actual increase of 3.7% from the insurance carrier. Short-term Disability,
Long-term Disability, and Life Insurance rates will remain the same as 2013.
Memo - City Council
2014 Proposed Budget and Tax Levy
6
General Fund
ve
any LGA and we also do not have any special levies for bonds, as we do not have any bonds.
The proposed levy represents our calculated amount received from the Department of Revenue
(DOR). A final levy will be determined after the public hearing and more discussions with the
City Council. Revenues and expenditures are shown in the table below. We have highlighted
items that impact the preliminary tax levy and proposed budget on the next page to give you a
brief overview.
ActualActualBudgetAmendedYear To DateProposed% Change
FY 2011FY 2012FY 2013FY201311/05/2013FY 201413 vs 14
Revenues
Taxes
Taxes 2,913,248 3,087,160 3,220,791 3,220,791 1,678,791 3,319,1273.05%
Licenses and Permits 429,279 415,070 260,525 260,525 344,552 259,873-0.25%
Other Intergovernmental 126,691 118,800 115,867 164,447 78,965 138,100-16.02%
Charges for Services 491,548 526,334 417,481 417,481 293,322 418,7670.31%
Fines & Forfeits 29,151 33,192 40,301 40,301 12,023 31,900 -20.85%
Special Assessments 442 1,771 2,769 2,769 1,443 1,822-34.20%
Miscellaneous 190,705 127,300 72,673 72,673 43,024 88,850 22.26%
Transfers - - - 500,000 - --100.00%
Total Revenues$ 4,181,063$ 4,309,626$ 4,130,407$ 4,678,987$ 2,452,121$ 4,258,439-8.99%
Expenditures by Category
Personal Services$ 1,326,431$ 1,287,850$ 1,381,493$ 1,381,493$ 1,124,408$ 1,398,6961.25%
Materials and Supplies 206,303 201,997 140,150 140,150 132,049 123,941-11.57%
Other Services and Charges 2,032,114 2,255,221 2,384,864 2,689,046 2,033,609 2,826,5975.12%
Capital Outlay - - - - - -0.00%
Transfers 252,600 364,955 240,000 270,000 270,000 50,000 -81.48%
Contingency/Reserves - - 4,354 4,354 - --100.00%
Other Financing Uses - - - 8,750 - 15,000 71.43%
Total Expenditures$ 3,817,447$ 4,110,023$ 4,150,861$ 4,493,793$ 3,560,066$ 4,414,234-1.77%
Fund Balance - January 1 1,788,296 2,151,912 2,351,515 2,351,515 2,351,515 2,536,709
Excess Revenue Over Expenditure 363,616 199,603 (20,454) 185,194 (1,107,945) (155,795)
Fund Balance - December 31$ 2,151,912$ 2,351,515$ 2,331,061$ 2,536,709$ 1,243,570$ 2,380,914
Memo - City Council
2014 Proposed Budget and Tax Levy
7
Revenues
All revenue items were evaluated based on
General Fund Revenues
current economic conditions and past
Property Tax Levy$ 97,797
trends. The most notable item is the
Fines and Forfeits (7,000)
Council directed levy increase of 3% which
Forfeits (1,500)
equates to $97,797 in revenue. Highway
Interest Income 30,000
Patrol Fines have been decreased 30.4%,
Eliminate Celebrating Arden Hills (10,000)
and Forfeits have been decreased by 75%,
Other Misc Adjustments 18,735
mostly due to all the road construction in
$ 128,032
our City on major transportation routes.
Interest revenue has increased 85.7% as
interest rates have been improving. The donations to the Celebrating Arden Hills celebration
have been eliminated as it has also been eliminated from the expenditures below.
Expenditures
In 2012, the TCAAP department was established as GASB 54 regulations would no longer allow
this to be a special revenue fund. The City has entered into a joint powers agreement with
Ramsey County and has established a Joint Development Authority (JDA) to oversee TCAAP
redevelopment projects. City staff provides some support for the JDA. Some salary allocations
have been changed to account for this support including time from the City Administrator,
Community Development Director, and Public Works Director. Other costs are place holders at
this time. This department has the largest increase of any general fund department with
$279,340 in increases; however, some of these expenses were formally in other departments
within the General Fund. Additionally, the council authorized an interfund loan in 2013 to fund
the TCAAP master plan expenses. This loan
from the PIR Fund will be paid back at a
General Fund Expenditures
later date once development begins. The
Salary & Benefits$ 8,060
adjustment shown below is part of the
Public Safety Contract Incr. 52,130
reserves that remains for the TCAAP
Fin & Admin Svcs Intern (17,224)
expenses in 2014.
Fin & Admin Svcs part-time position 6,671
Planning & Zoning Intern 20,003
Public Safety is increased by $52,130 for
Aministration transfers to TCAAP (22,693)
increases in the Fire Contract ($16,465,
Planning & Zoning trans to TCAAP (28,531)
3.97 ($26,080,
Curb & Sidewalk repair 10,000
2.58%), Hillcrest Animal Hospital ($1,300,
Additional transfer to Equipment Fund 10,000
185.71%), and 911 Dispatch Services
TCAAP Expenses 279,340
($8,285, 15.91%).
Sales Tax Savings (10,000)
Eliminate Celebrating Arden Hills (10,000)
Finance and Support Services is proposing
Other Misc Adjustments (14,380)
to add an additional 0.5 FTE part-time
$ 263,373
position to help with utility billing, payroll,
Adj for TCAAP Interfund loan$ 195,818
accounts payable, agendas, records
$ 67,555
retention, and website duties. This position
Memo - City Council
2014 Proposed Budget and Tax Levy
8
will be split between the General Fund, Water, Sewer, and Surface Water with each receiving
25% of the costs. In order to add this position, the interns (1.5 FTEs) have been removed from
this budget. The cost to each fund for this position is $6,671 ($26,685 total), as opposed to the
intern positions in the General Fund at $17,224. (Although it should be noted that the net effect
to the General Fund is a $70 savings as the intern position is currently allocated out to other
funds as an administrative charge.)
Increases to the Council budget include Other Professional Services for retreat facilitation and
team building. The Community Development intern has been increased from a .5 FTE to a 1.0
FTE. Administration and Planning and Zoning have decreases associated with transferring costs
to the TCAAP department.
The Street department added $10,000 for curb and sidewalk repair and $10,000 was restored to
the Equipment and Building Fund transfer from the General Fund.
A structural issue in the funds was addressed by removing the maintenance costs that were
historically included in the Capital Improvement Plan (CIP) and paid out of the PIR Fund to the
General Fund for Trail and Street Maintenance and eliminating the $200,000 transfer from the
General Fund to the PIR Fund. These adjustments basically eliminated one another.
The Celebrating Arden Hills celebration has been eliminated per Council direction and an overall
Sales Tax savings to the General Fund under various departments has been calculated as a result
of the new legislation passed in 2013 effective for 2014 exempting most government purchases.
Other Funds
We have had previous discussion about the EDA Fund. Staff recommends that a stable,
reoccurring, funding source be found for this fund as the current funding source from the TIF
District and the conduit debt fees will not be ongoing. Staff also recommends a transfer of
$50,000 from the PIR Fund in 2014 for the Gateway signs. There were no significant changes to
the other Special Revenue Funds.
There are no significant changes to the Debt Service Fund.
Capital Funds were discussed at our June and October meetings during the Capital Improvement
Plan (CIP) review.
2014 Rate Increases
Enterprise Funds have been evaluated and changes made to
accurately reflect economic conditions and historical trends. An
Water2%
updated rate study was done and presented to the City Council at the
Sanitary Sewer2%
November 2012 worksession. The rates included in the proposed
Surface Water15%
budget are from that Rate Study.
Memo - City Council
2014 Proposed Budget and Tax Levy
9
GENERAL INFORMATION
A Truth-In Taxation hearing will be held on December 9, 2013 before the Council adopts the
final budget and levy. The items in the budget and this memo will be summarize and presented
at this time.
A final levy needs to be established and certified by December 26th. Once a preliminary levy is
established, the amount can be reduced, but it cannot be increased.
PUBLIC HEARING 7B
MEMORANDUM
DATE:
December 9, 2013
TO:
Honorable Mayor and City Council Members
Patrick Klaers, City Administrator
FROM:
Susan Iverson, Director of Finance and Administrative Services
Pang Silseth, Accounting Clerk
SUBJECT:
Adopting and Confirming Special Assessments for Delinquent Utilities
Background:
Delinquent utility amounts are certified to Ramsey County quarterly.
A list of utility accounts with a delinquent balance was compiled and notices dated November 7,
2013, were mailed. These customers were informed of their delinquent status and were asked to
make payment of the delinquent balance by December 3, 2013. Utility accounts with an unpaid
delinquent balance after December 3, 2013, would be certified to Ramsey County to be added to
property taxes and payable in 2014. The certification amount is equal to the unpaid delinquent
balance and an eight percent penalty.
A list of remaining delinquent utility accounts, as of December 3, 2013, is attached. The City
will request that Ramsey County levy the delinquent balances against the respective properties.
Recommended Action:
Motion to approve Resolution 2013-049, certifying the attached list of delinquent utility accounts
to Ramsey County.
Attachments
Attachment A: Resolution No. 2013-049
Attachment B: List of Delinquent Utility Accounts
Attachment A
CITY OF ARDEN HILLS
COUNTY OF RAMSEY
STATE OF MINNESOTA
RESOLUTION NO. 2013-049
RESOLUTION ADOPTING AND CONFIRMING QUARTERLY SPECIAL
ASSESSMENTS FOR DELINQUENT UTILITIES
WHEREAS
, the amount to be specially assessed for DELINQUENT UTILITIES has
been duly calculated in accordance with the provisions of the Municipal Code and Minnesota
Statues; and
WHEREAS
, notices have been duly mailed as required by law; and
WHEREAS
, said proposed assessments have at all times since their filling been open
for public inspection, and an opportunity has been given to all interest parties to present
objections if any, to the proposed assessments; and
WHEREAS
, there were no oral or written objections received.
1.The amounts so calculated and set forth in said notices are hereby levied against
the respective parcels of land described therein, and
2.The proposed assessments are hereby adopted and confirmed as special
assessments for each of said parcels of land and the assessments together with an
additional penalty of eight percent (8%) of the original unpaid amount, inclusive
of any previous delinquency penalty, shall be a lien concurrent with general taxes
upon such parcel.
NOW THEREFORE, BE IT RESOLVED
by the City Council of the City of Arden
Hills, Minnesota, that the City Administrator be authorized and directed to transmit to the
County Auditor a certified duplicate of the assessment roll to be extended upon the property
tax lists of the County, and the County Auditor shall collect said special assessments with
taxes levied in 2013, payable in 2014:
ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS
th
THIS 9 DAY OF DECEMBER, 2013.
____________________________________
ATTEST: David Grant, Mayor
__________________________________________
Amy Dietl, City Clerk
CITY OF ARDEN HILLS
UTILITY ACCOUNTS DELINQUENT SPECIAL ASSESSMENTS
RESOLUTION NO. 2013-049
December 9, 2013
Prop IDAccountPrior Cert.CustomerProperty AddressUtility Arrears
223023230082
000138-000XKassandra Kuchenmeister4326 Snelling Avenue N156.02
223023340051
000147-000XWilliam & Pam Ross4123 Norma Circle243.77
223023340011
000171-000XMike & Molley Redden1365 Eide Circle340.62
223023240278
000293-000XThomas Simon4445 Arden View Court515.52
223023240326
000375-000XJane Larson4370 Arden View Court154.32
223023210020
000431-000Henry Snyder1364 Arden View Drive473.32
223023210108
000502-000XThomas & Luann Riester1444 Arden View Drive77.65
223023240171
000533-000Robert & Rie Anderson1469 Arden View Drive26.42
223023310051
000555-000James Petrykowski1439 Indian Oaks Court230.44
223023110064
000561-000XCarmen Diestler4500 Pleasant Drive158.83
223023120013
000569-000XRobert & Sherrie Besser1307 Karth Lake Circle372.12
223023110063
000572-000XJohn & Cheryl Berg4510 Pleasant Drive259.22
223023340047
000602-000XGregory Wagner4101 Gale Circle159.66
223023110072
000605-000XMonday Inc1184 Highway 96168.24
223023310019
000759-000XDaniel Yaman1423 Colleen Avenue304.34
223023420032
000777-000XKristine Teut1286 Wyncrest Lane240.95
223023120008
000784-000Amy & Doua Vang1331 Karth Lake Circle45.75
223023230019
000808-000XLee Ann Gryc1522 Colleen Avenue11.71
223023320035
000860-000XPatrick & Bonnie Haik1550 Briarknoll Circle291.68
213023440005
001144-000Michelle Brink4097 Snelling Avenue183.83
283023330013
001255-000XJoseph Mauricio2027 Thom Drive187.47
213023140006
001271-000XCaren Cushing4401 Old Highway 10114.02
213023140007
001276-000XJoan Carlson4375 Old Highway 10114.02
163023340015
001285-000XWayne Erickson4627 Highway 10157.15
283023410038
001344-000XPaul Markegard3757 McCracken Lane259.31
283023440022
001441-000Paul & Jennifer Harrington1683 Chatham Avenue323.56
273023340029
001477-000XMargaret Brunner1387 County Road E W178.46
213023430017
001534-000Sally Paulsen1791 Janet Court162.39
273023330005
001546-000XMark & Colleen Nagel1469 Arden Oaks Drive181.14
333023110036
001551-000XDave Moberg1611 Lake Johann Boulevard343.48
283023120052
001575-000XGene Erickson1761 Lake Valentine Road180.76
213023410051
001584-000XMary Fresonke1681 Brueberry Lane153.29
283023120048
001602-000XScott Heineman1707 Valentine Avenue171.98
343023330018
001639-000XTim Ronchak1516 Edgewater Avenue194.11
343023330030
001640-000T & M Albertson1543 Glenhill Road153.53
343023330050
001671-000XRenae Peterschick3130 Ridgewood Road162.61
333023320006
001720-000Steven Jones1988 Stowe Avenue168.62
343023210018
001763-000John Weis1423 Arden Place173.28
343023240003
001775-000Peter Plisek3466 Glenarden Road337.34
343023210013
001801-000Brett & Laurel Dallmann3564 Snelling Avenue N179.28
343023410055
001808-000XChristopher & Ann Whiting1171 Carlton Drive346.73
333023340020
001884-000XMichael Johnson3223 Lake Johanna Boulevard241.92
343023410053
001887-000Kristy Burns1191 Carlton Drive168.00
333023120003
001893-000XCharles Mertensotto3491 Lake Johanna Boulevard584.58
343023310046
001898-000XJoann Kulman1468 Bussard Court114.02
343023210016
001920-000Sharon Davies1437Arden Place177.21
333023330083
002016-000XCatherine Callahan2009 County Road D W298.33
333023340099
002028-000XMarc & Jenny Skowronek1921 County Road D W199.06
333023240032
002096-000XCourtney McCloskey1876 Grant Road254.84
333023240094
002105-000XGregory Weeks1873 Stowe Avenue181.52
343023210004
002144-000XTroy Fields1404 County Road E W166.35
343023410009
002164-000Jerome Wasley1171 Ingerson Road113.39
343023440077
002194-000XTodd & Jennifer Spalding3205 Lexington Avenue N165.97
333023310012
002279-000XLori Orth1910 Stowe Avenue160.74
Prop IDAccountPrior Cert.CustomerProperty AddressUtility Arrears
343023310015
002293-000XEllen Campbell3354 Snelling Avenue N140.76
343023140062
002397-000Chad Eiswald1150 Benton Way231.57
333023320003
002476-000XJudie Prayfrock1950 Stowe Avenue167.88
343023140011
002480-000XKellye Macleod1113 Benton Way 297.68
343023140042
002482-000Margaret Marinoff1177 Benton Way173.02
343023140051
002484-000Deborah Fellows1168 Benton Way185.47
333023330034
002487-000XRobert Morrissette2028 Edgewater Avenue508.06
333023240108
002512-000XPaul Trites1850 Indian Place177.51
343023210066
002590-000XScott & Cheryl Miles1421 Skiles Lane418.23
223023320070
002717-000XSteve Mikkelsen1478 Dawn Circle140.29
223023110014
002876-000David & Amy Wielinski1136 Karth Lake Drive149.42
283023310016
002879-000XJeff & Kathy Smith3786 Brighton Way295.95
333023240076
002960-001Rob & Annette Abel1884 Lake Lane138.35
223023240195
002996-000XDavid Elias4384 Arden View Court179.02
223023240270
003077-000XConnie Nelson4451 Arden View Court267.62
343023330025
003091-000Richard & Annette Nelson1564 Edgewater Avenue89.55
343023210039
003180-000XStephanie Baldridge1450 Arden Place159.58
223023240240
003444-000XJoseph Ordos4412 Arden View Court154.75
343023420040
003660-000Bryan & Kristin Jones1305 Tiller Lane221.51
343023110009
003858-000XSusan Payne1192 Benton Way153.41
223023240283
003898-000Mary Speggen4463 Arden View Court180.25
343023440017
004036-000XFrancis Madden3143 Lexington Avenue166.72
223023320058
004631-000XJamie Jensen1517 Dawn Circle388.00
223023330015
004713-000XDustin Foghe4149 Norma Avenue225.20
223023310011
005075-000XKasandra Kuchenmeister1388 Colleen Avenue151.76
223023210117
005368-000XJohn Herber1450 Arden View Drive171.63
343023210077
005889-000XGary Findell1401 Skiles Lane214.06
223023240301
006360-000XKathryn Lovelace4392 Arden View Court153.60
213023430004
006414-000Norman Rosenkranz4108 Valentine Crest Road140.29
223023130049
006495-000XJonathan Thornton1301 Amble Road172.33
283023420011
006932-000Nathan Larson1753 Chatham Avenue277.73
223023240248
007082-000Shardae Okeleye4416 Arden View Court162.63
273023340044
007114-000Dan Altstatt3632 Pascal Avenue N165.73
223023230016
007235-000XKurt & Erin Lynne Battles1528 McClung Drive200.63
223023220055
007241-000Lenie Hermanson1501 Arden View Drive191.39
223023220043
007633-000KeSung & Sechany Anderson1521 Keithson Drive160.97
Total Deliquent Amount19,143.05
NEW BUSINESS 8B
MEMORANDUM
DATE:
December 9, 2013
TO:
Honorable Mayor and City Council
FROM:
Patrick Klaers, City Administrator
Sue Iverson, Director of Finance and Administrative Services
SUBJECT:
Final 2014 Budget and Levy Discussion for Adoption
Background
City staff previously sent the City Council a memo on the changes made to the budget since our
last meeting to give time for their review. Attached is that memo for review and discussion at
the meeting to set the levy and budget.
Also attached is a summary of the CIP that has been reviewed by the City Council at previous
work sessions.
Requested Action
1.Motion to approve the 2014- 2018 CIP as presented.
2.A motion to approve Resolution 2013-050, a resolution adopting the 2014 Budget.
3.A motion to approve Resolution 2013-051, a resolution setting the Final Levy to taxes
payable in 2014.
Attachments
Attachment A: Memo dated December 2, 2013, from Sue Iverson
Attachment B: CIP Summary
Attachment C: Resolution 2013-050
Attachment D: Resolution 2013-051
Attachment A
UNFINISHED BUSINESS
MEMORANDUM
DATE: December 9, 2013
TO: Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
FROM: Terry Maurer, Public Works Director
SUBJECT: Round Lake Road Area Feasibility Report
Requested Action
The Council is requested to consider adopting the following three resolutions:
Resolution 2013-044
1.Ordering the Preparation of the Round Lake Road, Gateway
Boulevard and Gateway Court Feasibility Report
Resolution 2013-045
2.Receiving the Round Lake Road, Gateway Boulevard and Gateway
Court Feasibility Report and Ordering the Public Hearing for January 27, 2014
Resolution 2013-046
3.Ordering Preparation of Plans and Specifications for the Round
Lake Road, Gateway Boulevard, Gateway Court Improvements
Background/Discussion
At the July 29, 2013, Council meeting the Council hired Elfering and Associates to prepare a
feasibility report for the reconstruction of Round Lake Road. Through research of City files of
past actions in this area, staff found feasibility reports from 1997 and 1998 that discussed
virtually the same improvements and proposed assessments to the benefitted properties but for
various reasons did not advance beyond the study phase. Staff also found a Development
Agreement dated March 4, 1998 between the Arden Hills Economic Development Authority and
Welch Development Company, LLC. That agreement anticipated the improvement to Round
Lake Road and that the properties covered by the agreement would be included in the
assessment. Based on this information, staff asked Elfering and Associates to review the
condition of Gateway Boulevard and Gateway Court to determine if any street improvements
were needed on these streets.
12
Page of
The attached feasibility report fully discusses the proposed improvements to Round Lake Road
and recommends a mill and overlay to both Gateway Boulevard and Gateway Court. Funding for
the proposed improvements are recommended through a combination of assessments in
Water Utility and Surface Water Management funds
and remaining Tax Increment Fund (TIF), Municipal State Aid (MSA) Funds and/or Permanent
Improvement Revolving (PIR) Funds. Kristie Elfering from Elfering and Associates will be in
ng to provide a brief presentation of the report.
In order to move this project forward to construction in 2014, three actions are required of the
Council. These three actions are:
1.Adopt Resolution 2013-044 Ordering the Preparation of a Feasibility Report for Round
Lake Road, Gateway Boulevard and Gateway Court. This is a necessary step in MN
Statute 429 in order for assessments to fund a portion of the project cost.
2.Adopt Resolution 2013-045 Receiving the Feasibility Report and Ordering a Public
Hearing Held on January 27, 2014.
3.Adopt Resolution 2013-046 Ordering Preparation of Plans and Specifications for the
Proposed Improvements. Elfering and Associates has provided the attached scope of
services and estimated hourly cost not to exceed $127,500 for the preparation of
plans/specifications, acquiring necessary permits and plan approvals, and to proceed
through bidding, Public Hearing and Assessment Hearing. Beginning work on the plans
before the Public Hearing will allow time for permit applications and agency reviews
while still allowing a spring 2014 bid date.
Attachments
Attachment A Feasibility Report
Attachment B Letter from Elfering and Associates
Attachment C Resolution 2013-044
Attachment D Resolution 2013-045
Attachment E Resolution 2013-046
22
Page of
ATTACHMENT A
ATTACHMENT B
ATTACHMENT C
ATTACHMENT D
ATTACHMENT E