HomeMy WebLinkAbout11-12-13-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
CONSENT CALENDAR
Those items listed under the Consent Calendar are considered to be routine by the City Council and will be
enacted by one motion under a Consent Calendar format. There will be no separate discussion of these items,
unless a Councilmember so requests, in which event, the item will be removed from the general order of
business and considered separately in its normal sequence on the agenda.
5.A.Claims And Payroll
Sue Iverson, Director of Finance and Administrative Services
Ashley Bertrand, Accounting Analyst
Documents:MEMO.PDF
5.B.Continuation Of Planning Case #13
Ryan Streff, City Planner
Documents:MEMO.PDF
Michelle Olson, Parks and Recreation Manager
Documents:MEMO.PDF,ATTACHMENT A.PDF
2013 3rd Quarter Actuals
Sue Iverson, Director of Finance and Administrative Services
Kyle Howard, Finance Analyst
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
Under this Public Hearing section, citizens have an opportunity to discuss ideas regarding
7.A.TCAAP Development Discussion Opportunity For Residents
Public Hearing
Documents:MEMO.PDF
NEW BUSINESS
UNFINISHED BUSINESS
If more time is needed for the special City Council work session that began at
6:00 p.m., the City Council will adjourn after the regular meeting and reconvene
the work session.
November 12, 2013
Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
Jill Hutmacher, Community Development Director
TCAAP Update
In collaboration with the St. Paul Chamber of Commerce, the City held an on-site master
determine whether the City could reach a younger and more diverse demographic with targeted,
off-site events.
Comments received included the 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
yards. Back yards should be jus
Participants wanted to minimize their time spent on household chores and maintenance
care of mowing and shoveling.
When asked how to reach a younger demographic, attendees responded that events such as the
makes them want to seek additional opportunities to be involved. Attendees also suggested
using social media tools such as Facebook, Instagram, and Linked-In.
Page of
STAFF COMMENTS 3B
MEMORANDUM
DATE: November 12, 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
CONSENTITEM
MEMORANDUM
DATE:November 12, 2013
TO:Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
FROM:Ashley Bertrand, Sue Iverson
SUBJECT:Claims & Payroll
Requested Action:
Motion to Approve Consent Agenda Item –Claims and Payroll
1.
Supporting Documents:
Payroll
2013Payroll #23............................................................................$103,490.27
Total Payroll $103,490.27
Accounts Payable Claims Through 11/08/2013
Paid Claims (Check No 0 US Bank)..................................................$2,104.05
Paid Claims (Check No 42584-Check No 42616).............................$19,734.26
VOID (Check No 42617)...................................................................$0
Paid Claims (Check No 42618-CheckNo 42621).............................$959,092.81
Paid Claims (Check No 42622-Check No 42643).............................$49,448.01
Paid Claims (Check No 42644-Check No 42647).............................$162,975.07
Total Claims$1,193,354.20
11
Page of
CITY OF ARDEN HILLS
PAYROLL # 23
CHECKS DATED:11/08/13
Biweekly:10/19/13-11/01/13
Payment Method
EMPLOYEE DEDUCTIONSAMT.
CITY BENEFIT
EFT
FIT8,015.67
EFT
SIT3,365.87
EFT
FICA Oasdi4,484.614,484.61
EFT
FICA Medicare1,048.951,048.95
TOTAL TAXES16,915.105,533.56
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
TOTAL FLEXIBLE SPENDING1,812.0014,386.15
HSA Health Saving 443.963,746.77
EFT
Health Care Savings Plan
39.55
EFT
Health Care Savings Plan-2%292.77
EFT
Health Care Savings Plan-4%187.30
TOTAL HEALTH SAVINGS924.033,786.32
EFT
PERA3,974.754,610.70
EFT
ICMA3,977.58334.37
A/P Check*
Central Pension Fund-Union614.40
EFT
MN State Retirement System318.66
TOTAL RETIREMENT8,885.394,945.07
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 Support341.94
A/P Check*
Public Employee Long Term Care 40.60
A/P Check*
UNUM 132.05
A/P Check*
Avesis-Vision Care8.94
TOTAL VOLUNTARY2,017.8896.20
Total Employee Deductions30,554.40
PR Check # 17560-17565
Net Payroll1,865.56
EFT
Direct Deposit42,323.01
Gross Payroll Tie-Out74,742.97
STD/LTD Gross - Up0.00
Plus City Paid Benefit28,747.30
ICMA Benefit Held0.00
TOTAL PAYROLL COST103,490.27
FICA TIE-OUT
Gross Payroll74,742.97
Less Total FSA1,812.00
Plus Employer Match ICMA0.00
Plus ICMA Benefit Held0.00
Net P/R Subject to FICA72,930.97
FICA Oasdi @ 6.20%4,484.61
FICA Medicare @ 1.45%1,048.95
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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November 12, 2013
Honorable Mayor and City Council Members
Patrick Klaers, City Administrator
Ryan Streff, City Planner
Continuation of Planning Case #13-013
Approve the continuation of Planning Case #13-013 to the November 25, 2013, City
Council meeting for a Conditional Use Permit at 2 Pine Tree Drive to allowHigher
Education.
At the City Council meeting onOctober 28, 2013, the City Council discussed Planning
Case #13-013 for a Conditional Use Permit to allow Higher Education at 2 Pine Tree
Drive. The Council continued consideration of this application until the next meeting.
Due to a full council not being available on November 12, itisrequested that this
application be continued until the November 25, 2013, meeting.
City of Arden Hills
City Council Meeting for November 12, 2013
P:\Planning\Planning Cases\2013\PC 13-013 - Bethel University CUP - Higher Education
Use\Memos_Reports_13-013
Page 1 of 1
CONSENT ITEM
MEMORANDUM
DATE: November 12, 2013
TO: Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
FROM: Michelle Olson, Parks and Recreation Manager
SUBJECT: 2014 Tree Removal Contract
Budgeted Amount: Actual Amount: Funding Source:
$32,000 TBD General Fund
Park Maintenance
Requested Action
Motion to award the 2014 Tree Removal Services to Precision Landscape and Tree at the
attached rate schedule.
Background/Discussion
In January of 2010, quotes were solicited for the City tree removal services. Four companies
submitted quotes. Precision Landscape and Tree, located in Little Canada submitted the lowest
overall quote. Within the 2010 agreement, it stated if the City is satisfied with the performance
of the contractor, the agreement may be extended to future calendar years with no more than a 3
percent increase in the proposed costs each year. Precision agreed to extend the contract with no
increase for 2011. In 2012 and 2013, the City approved an extension of the contract with a three
percent increase. Precision is interested in extending the contract through 2014 with a 3 percent
increase. Insurance, fuel, maintenance costs and wages have all gone up since the contract was
originally bid. The City continues to be very satisfied with the service we receive from Precision
Landscape and Tree. Included in the contract price is providing a certified arborist to meet on
site for all potential tree services. This was something lacking in previous years with other tree
vendors who were awarded the City contract. This will be crucial moving forward now that
Emerald Ash Borer (EAB) has been discovered nearby. Precision Landscaping is committed to
working with the City on EAB management options. The municipality EAB trunk injection
pricing is included in the proposed 2014 contract, in case Council decides in the future to either
treat public trees or work with residents on private trees. Staff recommends extending the
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agreement through 2014. The proposed 2014 tree contract and proposed 2014 rate schedule
(Attachment A) are included for Council review.
Budget
The 2014 Tree Removal Budget is listed at $32,000.
Attachments
Attachment A: Proposed 2014 tree contract and rate schedule
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Attachment A
TREE REMOVAL SERVICESAGREEMENT
1.In accordance with Arden Hills City Code Chapter 7(Section 710.12),
homeowners are given an opportunity to remove diseased trees from their
property.Trees remaining can be assigned to the contractor for removal.
Thereafter, the contractor agrees to remove all trees on a given list within 20 days
after notification.All accessible stumps must be removed and properly backfilled
within 30 days of the notification date.
2.The contractor could be called upon at short notice to remove non-diseased storm
-damaged, "nuisance" or hazardous trees at the agreementprice from both public
and private property.
3.The City of Arden Hillsexpects its contractors to conduct themselves with respect
and proper behavior regarding all interactions with residents, other contractors
and City employees.
4.The successful Contractor may be required to perform emergency work, with
twenty four hour, seven day weekavailability. Emergency telephone number(s)
will be required. A telephone answering service willnot be acceptable. Upon
Notification, the Contractor shall report to the designated site within two hours.
5.It is understood that all prices listed onthe proposal form should be firm for the
January 1, 2014thru December 31, 2014
period of .If the City is satisfied with
the performance of the contractor, the agreement maybe extended to future
calendar years with no more than a 3% increase in the proposed costs each year.
6.Acceptance of this agreementmust be accompanied by a certificate of insurance
evidencing that the Contractor's equipment and employees are covered by liability
and property damage insurance and should be kept current throughout the
duration of the agreement. If insurance is canceled or expired and not renewed
during the agreement period, the contractor must notify the City of Arden Hills.
7.By signing this agreement, the Contractorcertifiesto the City that they, their
operators and equipment are in complete compliance with all applicable state and
All work crews assigned to work
federal D.O.T. requirements and regulations.
in the City are required tohave at a minimum one ISA Certified Arborist on
the crew
. It is preferred that the successful contractor also be Accredited by the
Tree Care Industry Association.
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TECHNICAL SPECIFICATIONS
1.Disposal of Trees
All logs and branches shall be removed from the property on which they are cut
and disposed of by the Contractor in accordance with the rules and regulations of
the Minnesota Department of Agriculture. Logs or brush stored safely on site
must be removed the following day. No material shall ever be stored in the street
or at a location that might impair safety of driving or walking.
2.Chipping
a.City streets may be used for the Contractor's chipping operation.
The Contractor will be required to clean-up the street and
boulevard after the chipping operation.
b.Chips may be deposited upon a pre-selected site in the City
providing the Contractor has permission from the City specifying
the dumping site and the amount allowed.
3.Stump Removal
a.All stumps and roots will be removed to a distance of not less than
twelve inches (12") below established grade between the curb and
sidewalk. If no sidewalk exists, grade is considered below the
curb, or as determined by the Public WorksDirector.
b.The Contractor will remove all chips and other debris caused by
the stump removal operation.
c.The Contractor will furnish and spread soil of a quality equal to or
better than soil of abutting areas, over the areas of the removed
stump and all other areas disturbed by theiroperation, to a level
equal to or greater than the adjacent area. No brush, chips, stumps,
etc., shall be used as filler in such holes. No holes are to be left
open overnight.
d.The Contractor will spread grass seed onall disturbed soil areas.
Thegrass seed will be provided by the tree Contractor.
e.If, in the event the Public WorksDepartment deems it impractical
and/or unnecessary to remove the stump, it may direct the
Contractor to debark the stump to a point two inches (2") above
ground level.
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4.Tree Measurement
Trees will be measured at 4 feet off ground level.Those trees forking below the 4
foot mark will be measured directly below the union and can be considered one
tree.
5.Delay Penalty
If the removal work is not completed within the given deadline of 20 days; 30
days for stumps, (allowing for excusable delays), a sum of $25.00 per day per list
may be deducted from the payment.
6.Protection and Restoration of Property
The Contractor shall not enter upon private property without having previously
obtained permission from the Owner. The Contractor shall be responsible for the
preservation of, and shall use every precaution to prevent damage to all trees,
shrubbery, plants, lawns, fences, culverts, bridges, driveways, sidewalks, etc.; all
water, sewer, gas lines; all conduits; all overhead pole lines or appurtenance
thereof; and all other public or private property along or adjacent to the work. Any
adjacent shrubs, trees or other growth receiving or sustaining breakage, injury or
other damage during the removal project shall be given remedial or corrective
treatment, and cleanup.
The Contractor shall notify the proper representative of any public utility
forty-eight (48) hours
corporation and company or individual, not less than in
advance of any work which might damage or interfere with the operation of their
Gopher State One Call
utilitiesor property along or adjacent to the workzone.
telephone number 1-800-252-1166.
The Contractor shall be responsible for all damages or injury to property of any
character resulting from any act, omission, neglect, or misconduct in the manner or
method of executing the work, or due to non-execution of the work, or at any time
due to defective work or materials.
The Contractor shall restore, or have restored at his/her own cost and expense, such
property to a condition similar or equal to that existing before such damage or
injury was done, by repairing, rebuilding, or otherwise restoring as may be
directed, or shall make good such damage, or injury in a manner acceptable to the
Owner and the City.
The City shall be indemnified and held harmless from any suit, or expense claim
brought for or on account of any damage, maintenance, removal and/or
replacement or relocation of mains, conduits, pipes, poles, wires, cables or such
other structures of private utility firms, or corporation, whether underground or
overhead, that may be caused or required by the Contractor during the time the
work is in progress.
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CITY OF ARDEN HILLSTREE REMOVAL
PRICINGFORM 2014
I.Tree Removal (Accessible Trees)
$14.20
Cost per diameter* inch:
$22.95
Cost per diameter inch over 35”:
*Trees over 40”diameter or with unusual removal circumstances (as determined
by forester),to be specially quoted.
Tree and Stump Removal (Accessible Trees)
$16.39
Cost per diameter* inch:
$25.13
Cost per diameter inch over 35”:
*Trees over 40” diameter or with unusual removal circumstances (as determined
by forester),to be speciallyquoted.
Note: Some larger trees in this category may warrant cost adjustment due to excessive
stump flare removal.
II.Tree Removal (No Driving Access to Trees)
$30.60_
Cost per diameter* inch:
$41.52
Cost per diameter inch over 28”:
*Trees over 40” diameter or with unusual removal circumstances (as determined
by City Forester), to be speciallyquoted.
Tree and Stump Removal (No Driving Access to Trees)
$33.88
Cost per diameter* inch:
$45.90
Cost per diameter inch over 28”:
*Trees over 40” diameter or with unusual removal circumstances (as determined
by City Forester), to be speciallyquoted.
Note:Some trees in this category may have extreme access or difficulty factors
(structures, wires, water) that might warrant adjustment of removal cost).
46
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$3.83
III.Excess stump removalper diameter inch
$21.86
Woodpile removalper cubic yard
$273.19
Brush removalper 20 yard load
$196.69
Tree Pruningper hour
*Diameter as measured at 4' off ground level.
IV.Chemical Treatment of Ash Trees (Trunk Injections)
TreeAge from Arbor Jet)
(
$6.00 per diameter inch
Trees 12-24”
$8.00 per diameter inch
Trees greater than 24”
PRECISION LANDSCAPE & TREE
Signed________________________________________Date:___________________
Contact Name:___________________________________________________________
Address:________________________________________________________________
Office Phone:____________________________________________
Cell Phone:______________________________________________
Fax:____________________________________________________
Email:__________________________________________________
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CITY OF ARDEN HILLS
Signed_________________________________________ Date:____________________
Contact Name:___________________________________________________________
Address:________________________________________________________________
Office Phone:_________________________________________
Cell Phone:___________________________________________
Fax:_________________________________________________
Email:_______________________________________________
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CONSENT ITEM 5D
MEMORANDUM
DATE:
November 12, 2013
TO:
Honorable Mayor and City Council
Patrick Klaers, City Administrator
FROM:
Sue Iverson, Director of Finance and Administrative Services
Kyle Howard, Finance Analyst
rd
SUBJECT:
2013 3 Quarter Actuals
Background/Discussion:
rd
Attached are the 3Quarter Actuals for 2013. Overall expenditures are running near budget estimates
with the exception of TIF #4 (Presbyterian Homes) which is just starting up. Revenue estimates are
running in line with budget estimates as a result of increased building permit activity, and increased
participation in recreation programs. Please remember that we receive 50% of our revenue from property
st
taxes and did not receive the 1 half until July, and Administrative Fines are not received until the final
contract number reconciliation next March. Governmental accounting is not done on an accrual basis,
therefore the numbers reflect what was actually taken in as revenue or paid out as expenditures thru
September 30, 2013. Accruals, deferred revenue adjustments, etc. are only done at year-end. When
looking at the numbers as they currently stand and adjustments that are made at year end, Revenues are
running at about 79% and Expenditures/Expenses are running at about 75% in total. (Please note that the
overall percentages look lower because property taxes, liquor licenses, etc are collected at year-end. We
also have a lag time in receiving invoices and charging internal service funds, so the numbers are not all
completed yet as some are only done at year end.)
Internal Service funds are charged back to the operating departments. We have included estimated
th
charges through September 30 in these reports. These costs may seem to appear double counted when
you look at the organization in total, as they appear in the internal service funds and then again as charges
in the departments which used them governmental accounting determines how we show this in our fund
financial statements, but adjustments are made at audit time to show only the actual expenditures as any
surplus or deficits in the internal service funds are rolled into the government-wide statements so actual
expenditures and revenues are shown. They are meant to operate like the enterprise funds (our utility
, Insurance,
Engineering, and Technology. Administrative Charges from and to other funds are only booked at year
end.
An Investment Portfolio has also been included with these financial reports. Per the Investment Policy,
our Benchmark Rate is the 4M plus Rate. At September 30, 2013 this rate was 0.05% and our portfolio
Memo
City Council
Quarterly Financial Reports
2
is averaging 2.310% in long-term investments and 2.108% overall. All of our investments are in
government secured or government backed deposits. The section listed at the top of the portfolio is the
We are trying to stay diversified in this area and will
be transferring between these accounts. We have had some of our high interest notes call and are working
on cash flows with the PMP and other CIP projects to determine how much we can invest and for what
time periods. We continue to research other liquid investment options that will possibly give us a better
return, but are still determining our immediate cash flow needs.
If you have any questions, please feel free to call us. You also have available to you the Detailed
Summary Trial Balance which includes all transactions from the year on the Council Sharepoint page.
Staff Recommendation:
rd
Staff requests that Council accept the 3Quarter Financial Reports.
Attachment A
PUBLIC HEARING
MEMORANDUM
DATE: November 12, 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.
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