Loading...
HomeMy WebLinkAbout01-26-15-RAPPROVAL OF AGENDA PUBLIC INQUIRIES/INFORMATIONAL Public inquiries/informational is an opportunity for citizens to bring to the Council ’s attention any items not currently on the agenda. In addressing the Council, please state your name and address for the record, and a brief summary of the specific item being addressed to the Council. To allow adequate time for each person wishing to address the Council, we ask that individuals limit their comments to three (3) minutes. Written documents may be distributed to the Council prior to the meeting, or as bench copies, to allow a more timely presentation. STAFF COMMENTS TCAAP Update Jill Hutmacher, Community Development Director MEMO.PDF APPROVAL OF MINUTES Approval Of Minutes December 8, 2014, Special City Council Work Session December 15, 2014, Special City Council Meeting 12 -08 -14 -WS.PDF, 12 -15 -14 -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. Claims And Payroll Sue Iverson, Director of Finance and Administrative Services Ashley Bertrand, Accounting Analyst MEMO.PDF Appointment Of Recreation Programmer Amy Dietl, City Clerk MEMO.PDF Adopt Resolution 2015 -005 Entering Into A Limited Use Permit With MnDOT For Lexington Ave Improvements Terry Maurer, Public Works Director MEMO.PDF, ATTACHMENT A.PDF Adopt Resolution 2015 -006 Requesting A Municipal State Aid Advance To Fund Projects In 2015 Terry Maurer, Public Works Director MEMO.PDF, ATTACHMENT A.PDF Appointment Of Steve Heikkila As Chair Of The Economic Development Commission (EDC) Amy Dietl, City Clerk MEMO.PDF, ATTACHMENT A.PDF Merrick, Inc. Gambling Permit Amy Dietl, City Clerk MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.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 2015 Pavement Management Program - Grant Noble Neighborhood Provide Staff with Street Improvement Criteria - Reconstruction or Reclamation Adopt Resolution 2015 -007 Ordering the Improvement and Preparation of Plans and Specifications John Anderson, Assistant City Engineer MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDF NEW BUSINESS Planning Case 14 -032 - Minor Subdivision And Variance - Arden Manor Matthew Bachler, Associate Planner MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDF, ATTACHMENT C.PDF, ATTACHMENT D.PDF, ATTACHMENT E.PDF, ATTACHMENT F.PDF Planning Case 14 -035 - Site Plan Review - 1203 County Road E Matthew Bachler, Associate Planner MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDF, ATTACHMENT C.PDF, ATTACHMENT D.PDF, ATTACHMENT E.PDF UNFINISHED BUSINESS 2015 PMP Final Plans And Specifications - Elfering And Associates Proposal Terry Maurer, Public Works Director MEMO.PDF, ATTACHMENT A.PDF COUNCIL COMMENTS ADJOURN Mayor: David Grant Councilmembers: Brenda Holden Fran Holmes Dave McClung Robert Woodburn Regular City Council Agenda January 26, 2015 7:00 p.m. City Hall Address: 1245 W Highway 96 Arden Hills MN 55112 Phone: 651 -792 -7800 Website : www.cityofardenhills.org City Vision Arden Hills is a strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, well -maintained infrastructure, fiscal soundness, and our long -standing tradition as a desirable City in which to live, work, and play. CALL TO ORDER 1. 2. 3. 3.A. Documents: 4. 4.A. Documents: 5. 5.A. Documents: 5.B. Documents: 5.C. Documents: 5.D. Documents: 5.E. Documents: 5.F. Documents: 6. 7. 7.A. Documents: 8. 8.A. Documents: 8.B. Documents: 9. 9.A. Documents: 10. APPROVAL OF AGENDAPUBLIC INQUIRIES/INFORMATIONALPublic 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 COMMENTSTCAAP UpdateJill Hutmacher, Community Development DirectorMEMO.PDFAPPROVAL OF MINUTESApproval Of MinutesDecember 8, 2014, Special City Council Work SessionDecember 15, 2014, Special City Council Meeting12-08 -14 -WS.PDF, 12 -15 -14 -R.PDFCONSENT CALENDARThose 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. Claims And Payroll Sue Iverson, Director of Finance and Administrative Services Ashley Bertrand, Accounting Analyst MEMO.PDF Appointment Of Recreation Programmer Amy Dietl, City Clerk MEMO.PDF Adopt Resolution 2015 -005 Entering Into A Limited Use Permit With MnDOT For Lexington Ave Improvements Terry Maurer, Public Works Director MEMO.PDF, ATTACHMENT A.PDF Adopt Resolution 2015 -006 Requesting A Municipal State Aid Advance To Fund Projects In 2015 Terry Maurer, Public Works Director MEMO.PDF, ATTACHMENT A.PDF Appointment Of Steve Heikkila As Chair Of The Economic Development Commission (EDC) Amy Dietl, City Clerk MEMO.PDF, ATTACHMENT A.PDF Merrick, Inc. Gambling Permit Amy Dietl, City Clerk MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.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 2015 Pavement Management Program - Grant Noble Neighborhood Provide Staff with Street Improvement Criteria - Reconstruction or Reclamation Adopt Resolution 2015 -007 Ordering the Improvement and Preparation of Plans and Specifications John Anderson, Assistant City Engineer MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDF NEW BUSINESS Planning Case 14 -032 - Minor Subdivision And Variance - Arden Manor Matthew Bachler, Associate Planner MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDF, ATTACHMENT C.PDF, ATTACHMENT D.PDF, ATTACHMENT E.PDF, ATTACHMENT F.PDF Planning Case 14 -035 - Site Plan Review - 1203 County Road E Matthew Bachler, Associate Planner MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDF, ATTACHMENT C.PDF, ATTACHMENT D.PDF, ATTACHMENT E.PDF UNFINISHED BUSINESS 2015 PMP Final Plans And Specifications - Elfering And Associates Proposal Terry Maurer, Public Works Director MEMO.PDF, ATTACHMENT A.PDF COUNCIL COMMENTS ADJOURN Mayor:David Grant Councilmembers:Brenda Holden Fran HolmesDave McClungRobert Woodburn Regular City Council Agenda January 26, 20157:00 p.m. City Hall Address:1245 W Highway 96 Arden Hills MN 55112 Phone:651 -792 -7800 Website : www.cityofardenhills.org City VisionArden Hills is a strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, well -maintained infrastructure, fiscal soundness, and our long -standing tradition as a desirable City in which to live, work, and play.CALL TO ORDER1.2.3.3.A.Documents:4.4.A.Documents:5. 5.A. Documents: 5.B. Documents: 5.C. Documents: 5.D. Documents: 5.E. Documents: 5.F. Documents: 6. 7. 7.A. Documents: 8. 8.A. Documents: 8.B. Documents: 9. 9.A. Documents: 10. APPROVAL OF AGENDAPUBLIC INQUIRIES/INFORMATIONALPublic 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 COMMENTSTCAAP UpdateJill Hutmacher, Community Development DirectorMEMO.PDFAPPROVAL OF MINUTESApproval Of MinutesDecember 8, 2014, Special City Council Work SessionDecember 15, 2014, Special City Council Meeting12-08 -14 -WS.PDF, 12 -15 -14 -R.PDFCONSENT CALENDARThose 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.Claims And PayrollSue Iverson, Director of Finance and Administrative ServicesAshley Bertrand, Accounting AnalystMEMO.PDFAppointment Of Recreation ProgrammerAmy Dietl, City ClerkMEMO.PDFAdopt Resolution 2015 -005 Entering Into A Limited Use Permit With MnDOT For Lexington Ave ImprovementsTerry Maurer, Public Works DirectorMEMO.PDF, ATTACHMENT A.PDFAdopt Resolution 2015 -006 Requesting A Municipal State Aid Advance To Fund Projects In 2015Terry Maurer, Public Works DirectorMEMO.PDF, ATTACHMENT A.PDFAppointment Of Steve Heikkila As Chair Of The Economic Development Commission (EDC)Amy Dietl, City ClerkMEMO.PDF, ATTACHMENT A.PDFMerrick, Inc. Gambling PermitAmy Dietl, City ClerkMEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDFPULLED CONSENT ITEMSThose 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 HEARINGS2015 Pavement Management Program - Grant Noble NeighborhoodProvide Staff with Street Improvement Criteria - Reconstruction or ReclamationAdopt Resolution 2015 -007 Ordering the Improvement and Preparation of Plans and Specifications John Anderson, Assistant City Engineer MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDF NEW BUSINESS Planning Case 14 -032 - Minor Subdivision And Variance - Arden Manor Matthew Bachler, Associate Planner MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDF, ATTACHMENT C.PDF, ATTACHMENT D.PDF, ATTACHMENT E.PDF, ATTACHMENT F.PDF Planning Case 14 -035 - Site Plan Review - 1203 County Road E Matthew Bachler, Associate Planner MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDF, ATTACHMENT C.PDF, ATTACHMENT D.PDF, ATTACHMENT E.PDF UNFINISHED BUSINESS 2015 PMP Final Plans And Specifications - Elfering And Associates Proposal Terry Maurer, Public Works Director MEMO.PDF, ATTACHMENT A.PDF COUNCIL COMMENTS ADJOURN Mayor:David Grant Councilmembers:Brenda Holden Fran HolmesDave McClungRobert Woodburn Regular City Council Agenda January 26, 20157:00 p.m. City Hall Address:1245 W Highway 96 Arden Hills MN 55112 Phone:651 -792 -7800 Website : www.cityofardenhills.org City VisionArden Hills is a strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, well -maintained infrastructure, fiscal soundness, and our long -standing tradition as a desirable City in which to live, work, and play.CALL TO ORDER1.2.3.3.A.Documents:4.4.A.Documents:5.5.A.Documents:5.B.Documents:5.C.Documents:5.D.Documents:5.E.Documents:5.F.Documents:6.7.7.A. Documents: 8. 8.A. Documents: 8.B. Documents: 9. 9.A. Documents: 10. Page 1 of 1 DATE: January 26, 2015 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: Jill Hutmacher, Community Development Director SUBJECT: TCAAP Update A final draft of the TCAAP Redevelopment Code (TRC) will be presented to the City Council on February 2, 2015. Ramsey County has requested that a “fit test” be completed prior to official approval of the TRC and Comprehensive Plan amendment. The County’s stated purpose of the fit test is to:  See how the neighborhoods meet the City’s and County’s shared vision;  Offer the market a more complete view of the TRC; and  Add financial perspective for the TRC and County marketing efforts through a market study. Work on the fit study is expected to take approximately 60 days following the City Council’s completion of work on the TRC. Ramsey County has offered to pay for this study. A revised meeting and approval schedule will be compiled. Upcoming Meetings January 26, 2015, Special Work Session at 5:30 pm, Community Room  Final Review Chapters 1-2 (Introduction, Components of the Code)  Review Land Use Map February 2, 2015, Special Work Session at 6:30 pm (following JDA meeting), Council Chambers  Final Gateway Planning Workshop o Presentation of Final Draft of TCAAP Redevelopment Code (TRC) Additional regular and special work session meetings will be scheduled to discuss the infrastructure study and other TCAAP issues. STAFF COMMENTS MEMORANDUM Approved: CITY OF ARDEN HILLS, MINNESOTA SPECIAL CITY COUNCIL WORK SESSION DECEMBER 8, 2014 5:30 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 5:30 p.m. Present: Mayor David Grant; Councilmembers Brenda Holden, Fran Holmes, Dave McClung, and Ed Werner Absent: None Also present: City Administrator Patrick Klaers; Director of Finance and Administrative Services Sue Iverson; Public Works Director Terry Maurer; Community Development Director Jill Hutmacher; Associate Planner Matthew Bachler; and City Planner Ryan Streff 1. AGENDA ITEMS A. TCAAP Community Development Director Hutmacher stated the Open House for the TCAAP infrastructure was scheduled for tomorrow from 4:00 to 6:00 pm in the Marsden Room. Ramsey County has sent out approximately 8,000 invitations along with targeted email notices. The announcement has been posted for a few weeks on the City website and paper invitations have been available at the front counter of City Hall. Public Works Director Maurer explained that at tonight’s meeting the Kimley Horn Infrastructure Team was present to give the Council a “first peek” at what attendees of the Open House will see. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION – DECEMBER 8, 2014 2 Jon Horn, Kimley Horn, discussed the seven project stations and graphics that would be displayed at the Open House. He further reviewed the actual boards that residents would see in each station at the Open House. Councilmember Holmes expressed concerns with the traffic flow to and from, as well as, through the site. Mr. Horn further reviewed how traffic would flow in and through the TCAAP site, along with the pedestrian lighting plan. Further discussion ensued regarding the land use map and the proposed roundabouts for TCAAP and for County Road I. Councilmember Holmes stated that the connect from the TCAAP Creek neighborhood to County Road I may give the public the wrong perception as there are no current plans for this road. Councilmember Holden noted that this connection from TCAAP to County Road I was taken off the Master Plan Land Use map before it was approved by the City Council in June. Discussion took place regarding the wetlands and storm water display board. Councilmember Holden requested that the area shown in blue be reduced to accurately reflect where bodies of water would be located as compared to the wetlands areas. Discussion took place regarding the County Road H interchange and the accesses at County Road 96 and County Road I. Bill Matzek, Kimley Horn, reviewed the differences in the County Road I and County Road H roundabouts. He also noted how the two roundabouts would function and the capacity of each roundabout. The Council expressed concerns with the County Road I connection to the Creek neighborhood being shown on the map. Beth Engum, Ramsey County, provided a summary of the discussions that have taken place between the National Guard and the County on this possible future road connection. She noted that this connect could help in providing access to the wildlife corridor and in providing emergency vehicle access to TCAAP. Councilmember McClung expressed concern with the emergency access in and through the TCAAP Creek neighborhood. The Council concurred with this concern. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION – DECEMBER 8, 2014 3 After further discussion, the Council agreed to have this connect from the Creek neighborhood to County Road I shown on the display board; but, it should be noted that this road is not firm at this time. This would allow for public feedback on the possible connection. Community Development Director Hutmacher gave an overview of the Master Plan document. She noted that most of these maps and graphics, and comments within the document, were prepared over the past 12 months as the Master Plan Land Use map was being developed. She also noted that some of the comments reflect opinions and recommendations from the consulting planners and that the document does not just include facts about the TCAAP site. The Council discussed the Master Plan document and expressed concerns that the document doesn’t accurately state the Council’s position on the land use issues in TCAAP. The Council agreed to not accept the document at this time and indicated that at a later date they may consider having the document updated in order for it to accurately reflect what the Council has approved for the Master Plan Land Use map. 2. COUNCIL COMMENTS AND STAFF UPDATES None. ADJOURN Mayor Grant adjourned the City Council work session at 6:56 p.m. __________________________ __________________________ Patrick Klaers David Grant City Administrator Mayor Approved: CITY OF ARDEN HILLS, MINNESOTA SPECIAL CITY COUNCIL MEETING DECEMBER 15, 2014 ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor David Grant called to order the special City Council meeting at 8:35 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; Associate Planner Matthew Bachler; and City Clerk Amy Dietl 1. APPROVAL OF MINUTES A. November 10, 2014, Regular City Council B. November 17, 2014, City Council Work Session MOTION: Councilmember Holmes moved and Councilmember Holden seconded a motion to approve the November 10, 2014, regular City Council meeting minutes; and the November 17, 2014, City Council work session minutes as presented. The motion carried unanimously (4-0). 2. CONSENT CALENDAR A. Motion to Approve Consent Agenda Item - Claims and Payroll B. Motion to Adopt the 2015-2019 CIP C. Motion for Approval to Cancel December 29, 2014, City Council Meeting D. Motion to Appoint Roberta Thompson as Chair of the Planning Commission MOTION: Councilmember Holmes moved and Councilmember Holden seconded a motion to approve the Consent Calendar as presented and to authorize ARDEN HILLS SPECIAL CITY COUNCIL – DECEMBER 15, 2014 2 execution of all necessary documents contained therein. The motion carried unanimously (4-0). 3. PULLED CONSENT ITEMS None. ADJOURN MOTION: Mayor Grant moved and Councilmember Holmes seconded a motion to adjourn. The motion carried unanimously (4-0). Mayor Grant adjourned the regular City Council meeting at 8:38 p.m. __________________________ __________________________ Amy Dietl David Grant City Clerk Mayor Page 1 of 1 DATE: January 26, 2015 TO: Honorable Mayor and City Council Members Patrick Klaers, City Administrator FROM: Sue Iverson, Director of Finance and Administrative Services, Ashley Bertrand, Accounting Analyst SUBJECT: Claims & Payroll Requested Action: 1. Motion to Approve Consent Agenda Item – Claims and Payroll Supporting Documents: Payroll 2015 Payroll #2 ...................................................................................... $ 83,633.39 Total Payroll $ 83,633.39 Accounts Payable Claims Through 01/23/2015 Paid Claims (Check No 0 Sales Tax) ..................................................... $ 2.00 Paid Claims (Check No 44337-Check No 44373) ................................. $ 43,675.25 Paid Claims (ACH Transmission).......................................................... $ 88,756.75 Total Accounts Payable $ 132,432.00 Total Claims $ 216,065.39 CONSENT ITEM - 5A MEMORANDUM CITY OF ARDEN HILLS PAYROLL # 2 CHECKS DATED: 01/16/15 Biweekly: 12/27/14 - 01/09/15 EMPLOYEE DEDUCTIONS AMT.Payment Method FIT 6,872.18 EFT SIT 2,741.63 EFT FICA Oasdi 4,206.37 EFT FICA Medicare 983.73 EFT TOTAL TAXES 14,803.91 Health Premium 1,927.07 A/P Check* Dental Premium A/P Check* FSA Health Care Reimb. 275.00 A/P Check* FSA Dependent Care Reimb. 370.83 A/P Check* TOTAL FLEXIBLE SPENDING 2,572.90 HSA Health Saving 1,642.35 Health Care Savings Plan EFT Health Care Savings Plan-2% 326.77 EFT Health Care Savings Plan-4% 193.35 EFT TOTAL HEALTH SAVINGS 2,162.47 PERA 4,288.74 EFT ICMA 5,025.24 EFT Central Pension Fund-Union 614.40 A/P Check* MN State Retirement System 341.33 EFT TOTAL RETIREMENT 10,269.71 IUOE 49 Dues (Union) 132.00 A/P Check* LTD/STD Insurance 0.00 A/P Check* PERA Life Insurance 32.00 A/P Check* 5,305.06 0.00 0.00 0.00 4,948.56 356.50 657.08 0.00 657.08 CITY BENEFIT 4,206.37 983.73 5,190.10 PERA Life Insurance 32.00 A/P Check Life/Addl/Dep Life 124.45 A/P Check* Public Employee Long Term Care 93.72 A/P Check* UNUM 42.55 A/P Check* AFLAC 257.62 EFT Avesis-Vision Care 5.22 A/P Check* TOTAL VOLUNTARY 687.56 Total Employee Deductions 30,496.55 Net Payroll 0.00 Direct Deposit 41,984.60 EFT Gross Payroll Tie-Out 72,481.15 STD/LTD Gross - Up 0.00 Plus City Paid Benefit 11,152.24 ICMA Benefit Held 0.00 TOTAL PAYROLL COST 83,633.39 FICA TIE-OUT Gross Payroll 72,481.15 Less Total FSA 2,572.90 Plus Employer Match ICMA 0.00 Plus ICMA Benefit Held 0.00 Net P/R Subject to FICA 69,908.25 FICA Oasdi @ 6.20%4,206.37 FICA Medicare @ 1.45%983.73 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. * A/P Checks can be found on the ACCOUNTS PAYABLE Check Approval report. Checks may be paid this week or the following week. 0.00 0.00 1 Ashley Bertrand From:MN Revenue e-Services [eservices.mdor@state.mn.us] Sent:Wednesday, January 07, 2015 12:44 PM To:Ashley Bertrand Subject:Your Recent Return Request This email is an automated notification and is unable to receive replies. Sales and Use Tax - Return Submitted Thank you, your request has been submitted. Please allow 3 business days for your return to appear online. Please allow 3 business days from 20-Jan-2015 for your payment to appear online. You can change or cancel this request until 5:00 p.m. Central time. Confirmation Summary Submitted Date and Time: 7-Jan-2015 12:43:40 PM Legal Name: ARDEN HILLS CITY OF Federal Employer ID: 41-6008992 User Who Submitted: Accounting Analyst Type of Request Submitted: Return for 12/31/2014 Account Name: ARDEN HILLS CITY OF Minnesota ID: 9047998 Return Summary Return Confirmation Number: 0-606-728-576 Account Type: Sales & Use Tax Filing Period: 31-Dec-2014 Projected Amount/Credit Due: $2.00 Payment Summary Payment Confirmation Number: 1-680-470-400 Account Type: Sales & Use Tax Filing Period: 31-Dec-2014 Payment Amount: $2.00 Payment Type: Return Payment Date: 20-Jan-2015 Bank Name: US BANK NA Bank Account Number: ********9377 2 Contact Us If you need further assistance, contact our Sales and Use Tax Division at (Metro Area) 651-296-6181, (Greater Minnesota) 800-657-3777, (TTY Users) Call 711 for Minnesota Relay, or (email) SalesUse.Tax@state.mn.us. Business hours are 8:00 a.m. - 4:30 p.m. Monday - Friday. How to View and Print this Request You can see copies of your requests by going to the History Tab. This message and any attachments are solely for the intended recipient and may contain nonpublic / private data. If you are not the intended recipient, any disclosure, copying, use, or distribution of the information included in this message and any attachments is prohibited. If you have received this communication in error, please notify us and immediately and permanently delete this message and any attachments. Thank you. Accounts Payable User: Printed: ashley.bertrand 1/23/2015 8:52 AM Checks by Date - Detail by Check Date Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 0602 US BANK 01/20/2015ACH Arvidson-111214 Nov/Dec 2014 Credit Card Statement-PW Truck Seat RepairNov/Dec 2014 Credit Card Statement 965.00 Freyberg-111214 Nov/Dec 2014 Credit Card Statement-Freyberger Uniform ExpenseNov/Dec 2014 Credit Card Statement 63.99 Grant-111214 Nov/Dec 2014 Credit Card Statement-GingerbreadNov/Dec 2014 Credit Card Statement 74.91 Grant-111214 Nov/Dec 2014 Credit Card Statement-Rec SuppliesNov/Dec 2014 Credit Card Statement 25.62 Grant-111214 Nov/Dec 2014 Credit Card Statement-Gingerbread/Holiday CraftNov/Dec 2014 Credit Card Statement 199.04 Grant-111214 Nov/Dec 2014 Credit Card Statement-Holiday CraftNov/Dec 2014 Credit Card Statement 61.48 Iverson-111214 Nov/Dec 2014 Credit Card Statement-You Send It Monthly ChargeNov/Dec 2014 Credit Card Statement 14.99 Iverson-111214 Nov/Dec 2014 Credit Card Statement-GFOA Committee MeetingNov/Dec 2014 Credit Card Statement 26.89 Iverson-111214 Nov/Dec 2014 Credit Card Statement-GFOA Committee MeetingNov/Dec 2014 Credit Card Statement 380.00 Mikacevi-111214 Nov/Dec 2014 Credit Card Statement-PW TrainingNov/Dec 2014 Credit Card Statement 124.00 Mikacevi-111214 Nov/Dec 2014 Credit Card Statement-PW Equipment RepairNov/Dec 2014 Credit Card Statement 32.00 Mooney-111214 Nov/Dec 2014 Credit Card Statement-PW Parts Nov/Dec 2014 Credit Card Statement 45.91 Mooney-111214 Nov/Dec 2014 Credit Card Statement-PW Parts Nov/Dec 2014 Credit Card Statement 469.12 Mooney-111214 Nov/Dec 2014 Credit Card Statement-PW Parts Nov/Dec 2014 Credit Card Statement 254.96 Nowlan-111214 Nov/Dec 2014 Credit Card Statement-Nowlan Uniform ExpenseNov/Dec 2014 Credit Card Statement 112.95 Rebate-111214 Nov/Dec 2014 Credit Card Statement-Rebate Nov/Dec 2014 Credit Card Statement -17.44 Rebate-111214 Nov/Dec 2014 Credit Card Statement-Rebate Nov/Dec 2014 Credit Card Statement -121.24 Rebate-111214 Nov/Dec 2014 Credit Card Statement-Rebate Nov/Dec 2014 Credit Card Statement -37.78 Rebate-111214 Nov/Dec 2014 Credit Card Statement-Rebate Nov/Dec 2014 Credit Card Statement -0.64 Rebate-111214 Nov/Dec 2014 Credit Card Statement-Rebate Nov/Dec 2014 Credit Card Statement -15.48 Scherbel-111214 Nov/Dec 2014 Credit Card Statement-Code BooksNov/Dec 2014 Credit Card Statement 881.21 Schifsky-111214 Nov/Dec 2014 Credit Card Statement-PW Parts Nov/Dec 2014 Credit Card Statement 361.16 Schifsky-111214 Nov/Dec 2014 Credit Card Statement-PW Parts Nov/Dec 2014 Credit Card Statement 248.78 Schifsky-111214 Nov/Dec 2014 Credit Card Statement-PW Parts Nov/Dec 2014 Credit Card Statement 149.92 4,299.35Total for this ACH Check for Vendor 0602: 0220 Minnesota Deptartment of Labor & Industry 01/20/2015ACH 01152015-MDLI Q4 2014 Building Surcharge Report Q4 2014 Building Surcharge Report 2,751.96 2,751.96Total for this ACH Check for Vendor 0220: 0285 Xcel Energy 01/20/2015ACH 439012205 November 2014 Utility Bill November 2014 Utility Bill 2,182.71 2,182.71Total for this ACH Check for Vendor 0285: 0453 Continental Research Corp.01/20/2015ACH 414574-CRC-1 PW Parts PW Parts 152.00 152.00Total for this ACH Check for Vendor 0453: 1125 Bolton & Menk, Inc.01/20/2015ACH 0173339 November 2014 MS4 Compliance November 2014 MS4 Compliance 697.50 0173339 November 2014 MS4 Compliance November 2014 MS4 Compliance 697.50 0173552 November 2014 County Road E Improvements November 2014 County Road E Improvements 4,696.50 6,091.50Total for this ACH Check for Vendor 1125: Page 1AP Checks by Date - Detail by Check Date (1/23/2015 8:52 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 1195 Eureka Recycling 01/20/2015ACH 14574 November 2014 Recyclling Costs November 2014 Recyclling Costs -877.93 14574 November 2014 Recyclling Costs November 2014 Recyclling Costs 7,991.88 7,113.95Total for this ACH Check for Vendor 1195: 4447 Braun Intertec Corporation 01/20/2015ACH B016909 November 2014 Round Lake Road Professional ServicesNovember 2014 Round Lake Road Professional Services 4,691.00 4,691.00Total for this ACH Check for Vendor 4447: 5587 CES Imaging 01/20/2015ACH INV013431 December 2014 Plotter Rental Charges December 2014 Plotter Rental Charges 60.00 60.00Total for this ACH Check for Vendor 5587: 7507 Egan, Field & Nowak, Inc.01/20/2015ACH 12928 November 2014 Round Lake Road Professional ServicesNovember 2014 Round Lake Road Professional Services 2,469.31 2,469.31Total for this ACH Check for Vendor 7507: FPTC Flexible Pipe Tool Company 01/20/2015ACH 18215 PW Parts PW Parts 2,885.00 2,885.00Total for this ACH Check for Vendor FPTC: TOII Tokle Inspections, Inc 01/20/2015ACH 01012015-Tokle December 2014 Inspections December 2014 Inspections 1,501.60 1,501.60Total for this ACH Check for Vendor TOII: 0382 ICMA Retirement Trust - 106944 01/20/2015ACH PR Batch 00200.01.2015 ICMA Employee Percent 401PR Batch 00200.01.2015 ICMA Employee Percent 401 308.96 PR Batch 00200.01.2015 ICMA Employer Percent 401PR Batch 00200.01.2015 ICMA Employer Percent 401 356.50 665.46Total for this ACH Check for Vendor 0382: 0387 ICMA Retirement Trust- #302482 01/20/2015ACH PR Batch 00200.01.2015 ICMA Employee PercentPR Batch 00200.01.2015 ICMA Employee Percent 578.20 PR Batch 00200.01.2015 ICMA Employee DeductionPR Batch 00200.01.2015 ICMA Employee Deduction 4,138.08 4,716.28Total for this ACH Check for Vendor 0387: A1HY A-1 Hydraulic Sales & Service 01/20/201544337 0105194-IN PW Parts PW Parts 228.26 228.26Total for Check Number 44337: 5574 All Poolside Services Inc.01/20/201544338 01202015-APSI GE 2014-00240 Escrow Release GE 2014-00240 Escrow Release 3,615.20 3,615.20Total for Check Number 44338: CPF1 Central Pension Fund 01/20/201544339 12312014-CPF December 2014 Contributions December 2014 Contributions 1,228.80 1,228.80Total for Check Number 44339: 0342 City of Shoreview 01/20/201544340 5481 2014 Semaphore Billing 2014 Semaphore Billing 268.59 268.59Total for Check Number 44340: Page 2AP Checks by Date - Detail by Check Date (1/23/2015 8:52 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 5383 Crysteel Truck Equipment 01/20/201544341 F35938 Vehicle #430 Repair Vehicle #430 Repair 6,914.99 6,914.99Total for Check Number 44341: 0339 Ferguson Waterworks 2516 01/20/201544342 0123292 PW Supplies PW Supplies 26.63 26.63Total for Check Number 44342: 5548 Finance & Commerce, Inc.01/20/201544343 741946831 County Road E Improvement Bids County Road E Improvement Bids 281.81 281.81Total for Check Number 44343: 8636 Lee Homes 01/20/201544344 01202015-LHGE GE 2012-00870 Escrow Release GE 2012-00870 Escrow Release 2,355.60 01202015-LHTCO Temp CO 1958 Thom Dr Escrow Release Temp CO 1958 Thom Dr Escrow Release 10,000.00 12,355.60Total for Check Number 44344: 5322 MBPTA-C/O Julie Hultman 01/20/201544345 01152015-MBPTA 2015 Membership Dues 2015 Membership Dues 100.00 100.00Total for Check Number 44345: 0242 Met Council Environ. Service-SAC 01/20/201544346 01142015-SAC November 2014 Adjusted SAC Payment November 2014 Adjusted SAC Payment 99.40 99.40Total for Check Number 44346: 0147 Moundsview Public Schools 01/20/201544347 5663 12.19.14 Island Lake 12.19.14 Island Lake 20.25 5664 12.15.14 Island Lake 12.15.14 Island Lake 20.25 5665 12.09.14 Valentine Hills 12.09.14 Valentine Hills 33.64 5666 12.17.14 Valentine Hills 20.25 5667 12.18.14 Valentine Hills 12.18.14 Valentine Hills 20.25 114.64Total for Check Number 44347: 1208 Premium Waters, Inc 01/20/201544348 610207-12-14 December 2014 City Hall Supplies December 2014 City Hall Supplies 77.81 613317-12-14 December 2014 City Hall Supplies December 2014 City Hall Supplies 74.60 152.41Total for Check Number 44348: UB*00108 Muriel Snyder 01/20/201544349 Utility Bill Refund Check Utility Bill Refund Check 15.87 15.87Total for Check Number 44349: 0925 T-Mobile 01/20/201544350 01222015-T-Mobi December 2014 Tablet Charges December 2014 Tablet Charges 359.91 359.91Total for Check Number 44350: 5718 VAL-MATIC 01/20/201544351 304752 PW Parts PW Parts 162.25 162.25Total for Check Number 44351: 0101 Winnick Supply 01/20/201544352 287394 PW Parts PW Parts 355.05 Page 3AP Checks by Date - Detail by Check Date (1/23/2015 8:52 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 355.05Total for Check Number 44352: CANON Canon Financial Services 01/20/201544353 14481902 January 2015 Copier Lease January 2015 Copier Lease 145.20 14481902 January 2015 Copier Lease January 2015 Copier Lease 822.80 968.00Total for Check Number 44353: 4470 GLTC Premium Payments 01/20/201544354 1483370 January 2015 Long Term Care January 2015 Long Term Care 187.44 187.44Total for Check Number 44354: GFOA Government Finance Officers Association 01/20/201544355 0154001-2015 2015 Membership Dues 2015 Membership Dues 170.00 170.00Total for Check Number 44355: 0916 Lakes Country Service Coop 01/20/201544356 77347 2015 Membership Dues 2015 Membership Dues 117.00 117.00Total for Check Number 44356: 9035 Noodles & Company 01/20/201544357 01142015-NC 2015-00196 Background Check Fee Refund 2015-00196 Background Check Fee Refund 158.00 158.00Total for Check Number 44357: 7084 OmniSite 01/20/201544358 43269 Lift Station Security 2015 Lift Station Security 2015 1,932.00 43269 Lift Station Security 2015 Lift Station Security 2015 1,932.00 3,864.00Total for Check Number 44358: 0282 Republic Services #899 01/20/201544359 0899-002600297 January 2015 Trash Service January 2015 Trash Service 634.46 0899-002600297 January 2015 Trash Service January 2015 Trash Service 304.01 938.47Total for Check Number 44359: 8354 Rowekamp Associates, Inc 01/20/201544360 2014350 2015 Service Agreement 2015 Service Agreement 400.00 400.00Total for Check Number 44360: 4464 Saint Paul Area Chamber of Commerce 01/20/201544361 2485360 2015 Service Agreement 2015 Service Agreement 450.00 450.00Total for Check Number 44361: 73,112.44Total for 1/20/2015: 0225 Lillie Suburban Newspapers 01/23/2015ACH 12312014-LSN PC 14-034 Charges Admin/Cty Rd E Bids/PC Charges 36.75 12312014-LSN PC 14-032 Charges Admin/Cty Rd E Bids/PC Charges 31.50 12312014-LSN Cty Rd E Bid Charges Admin/Cty Rd E Bids/PC Charges 154.88 12312014-LSN Admin Charges Admin/Cty Rd E Bids/PC Charges 23.63 12312014-LSN PC 14-036 Charges Admin/Cty Rd E Bids/PC Charges 34.13 Page 4AP Checks by Date - Detail by Check Date (1/23/2015 8:52 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 280.89Total for this ACH Check for Vendor 0225: 0285 Xcel Energy 01/23/2015ACH 439883635 December 2014 Utility Bill December 2014 Utility Bill 1,297.26 439883635 December 2014 Utility Bill December 2014 Utility Bill 890.92 439883635 December 2014 Utility Bill December 2014 Utility Bill -98.73 439883635 December 2014 Utility Bill December 2014 Utility Bill 538.62 439883635 December 2014 Utility Bill December 2014 Utility Bill 1,754.31 439883635 December 2014 Utility Bill December 2014 Utility Bill 997.91 5,380.29Total for this ACH Check for Vendor 0285: 2129 Elfering & Associates 01/23/2015ACH 2063 December 2014 10/96 Charges December 2014 10/96 Charges 1,085.00 2064 December 2014 Round Lake Road Charges December 2014 Round Lake Road Charges 2,512.50 3,597.50Total for this ACH Check for Vendor 2129: 7501 Kelly & Lemmons, P.A.01/23/2015ACH 41867 December 2014 Prosecution Charges December 2014 Prosecution Charges 2,120.62 2,120.62Total for this ACH Check for Vendor 7501: 0706 Certified Laboratories 01/23/2015ACH 1773081 PW Parts PW Parts 155.23 155.23Total for this ACH Check for Vendor 0706: 0940 Zee Medical Services 01/23/2015ACH 54055967 Finance/PW Supplies Finance/PW Supplies 148.15 54055967 Finance/PW Supplies Finance/PW Supplies 33.85 182.00Total for this ACH Check for Vendor 0940: 1223 Adam's Pest Control, Inc.01/23/2015ACH 949528 January 2015 Pest Control January 2015 Pest Control 62.54 62.54Total for this ACH Check for Vendor 1223: JOHC Johnson Controls 01/23/2015ACH 1-17250096476 2015 Service Agreement 2015 Service Agreement 4,401.00 4,401.00Total for this ACH Check for Vendor JOHC: 2129 Elfering & Associates 01/23/2015ACH 2065 2015 PMP Venus/Crystal Feasibility Report December 20142015 PMP Venus/Crystal Feasibility Report December 2014 17,050.00 2066 2015 PMP Grant/Noble December 2014 Charges 2015 PMP Grant/Noble December 2014 Charges 14,127.50 31,177.50Total for this ACH Check for Vendor 2129: 0755 Boyer Trucks, Inc.01/23/201544362 920789 PW Vehicle #120 Parts PW Vehicle #120 Parts 21.82 21.82Total for Check Number 44362: 5599 Frontier Precision, Inc 01/23/201544363 132992 Water Expense Water Expense 445.00 445.00Total for Check Number 44363: 1372 Hillcrest Animal Hospital 01/23/201544364 11116-1214 December 2014 Animal Control Services December 2014 Animal Control Services 239.00 Page 5AP Checks by Date - Detail by Check Date (1/23/2015 8:52 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 239.00Total for Check Number 44364: 0811 Ramsey County 01/23/201544365 EMCOM-003751 December 2014 Fleet Support Fee December 2014 Fleet Support Fee 24.96 EMCOM-003801 December 2014 911 Dispatch December 2014 911 Dispatch 4,671.37 EMCOM-003816 December 2014 CAD Services December 2014 CAD Services 358.00 5,054.33Total for Check Number 44365: 0318 Rosedale Chevrolet 01/23/201544366 938694 PW Vehicle #503 Parts PW Vehicle #503 Parts 137.34 137.34Total for Check Number 44366: 3099 Tri-State Bobcat, Inc.-Little Canada 01/23/201544367 A11596 PW Parts PW Parts 250.00 250.00Total for Check Number 44367: AMPU APWA 01/23/201544368 616357-2015JA 2015 Membership Dues-Anderson 2015 Membership Dues-Anderson 223.75 616357-2015TM 2015 Membership Dues-Maurer 2015 Membership Dues-Maurer 223.75 447.50Total for Check Number 44368: CANO Canon Solutions America 01/23/201544369 4014750995 Feb-April 2015 Maintenance Fee Feb-April 2015 Maintenance Fee 420.00 420.00Total for Check Number 44369: 0841 Ehlers & Associates, Inc.01/23/201544370 165201076955037 2015 Public Finance Seminar Bachler/Streff 2015 Public Finance Seminar Bachler/Streff 137.50 165201076955037 2015 Public Finance Seminar Bachler/Streff 2015 Public Finance Seminar Bachler/Streff 137.50 165201076955037 2015 Public Finance Seminar Bachler/Streff 2015 Public Finance Seminar Bachler/Streff 137.50 165201076955037 2015 Public Finance Seminar Bachler/Streff 2015 Public Finance Seminar Bachler/Streff 137.50 550.00Total for Check Number 44370: 7070 International Code Council, Inc.01/23/201544371 INV0513676 Inspections Training Inspections Training 280.00 280.00Total for Check Number 44371: ASSM Metro Cities 01/23/201544372 4 2015 Membership Dues 2015 Membership Dues 3,961.00 3,961.00Total for Check Number 44372: 7025 On Site Sanitation 01/23/201544373 A-574016 January 2015 Rental-Hazelnut Park January 2015 Rental-Hazelnut Park 52.00 A-574093 January 2015 Rental-Cummings Park January 2015 Rental-Cummings Park 52.00 A-574136 January 2015 Rental-Freeway Park January 2015 Rental-Freeway Park 52.00 156.00Total for Check Number 44373: 59,319.56Total for 1/23/2015: Page 6AP Checks by Date - Detail by Check Date (1/23/2015 8:52 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription Report Total (59 checks): 132,432.00 Page 7AP Checks by Date - Detail by Check Date (1/23/2015 8:52 AM) CONSENT ITEM – 5B MEMORANDUM DATE: January 26, 2015 TO: Honorable Mayor and City Council Patrick Klaers, City Administrator FROM: Amy Dietl, City Clerk SUBJECT: Appointment of Recreation Programmer Background On November 6, 2014, the Personnel Committee met to discuss possible staffing changes within the Recreation Department due to the recent vacancy in the Park and Recreation Manager position. It was suggested that a new position of Recreation Coordinator be created rather than filling the position of Park and Recreation Manager. A promotion for Sara Grant into this newly created position was recommended. Subsequently, recognizing that her former position as Recreation Programmer would need to be filled, the Personnel Committee recommended that the City Council grant authorization to advertise for the position of Recreation Programmer. City Council appointed Sara Grant to the Recreation Coordinator position at their meeting on November 10, 2014; and authorized staff to advertise for the position of Recreation Programmer. Discussion In total, the City received 113 applications for the Recreation Programmer position. The Recreation Coordinator and Public Works Director interviewed eleven of those applicants. The top candidate is Aaron Thelen. Aaron’s application materials are being provided to the City Council under separate cover. Criminal background checks have been submitted to the Ramsey County Sheriff’s Office. Staff Recommendation Staff recommends appointing Aaron Thelen to the position of Recreation Programmer for the City of Arden Hills at Pay Grade 4, Step 1, contingent upon satisfactory reference and background checks. Page 1 of 1 DATE: January 26, 2015 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: Terry Maurer, Public Works Director SUBJECT: Lexington Avenue Improvements Limited Use Permit Resolution Requested Action Adopt Resolution 2015-005 Entering into a Limited Use Permit with MnDOT for the Lexington Avenue trail within the I-694 right-of-way. Background/Discussion Ramsey County is completing plans for their improvement to Lexington Avenue from I-694 to just north of County Road F. Along with the improvements to the roadway, Arden Hills has asked that the trail on the east side of Lexington Avenue be continued southerly to the on/off ramps on the north side of I-694. This is a location where pedestrians can safely cross Lexington Avenue at the traffic signal to get to or from the pedestrian crossing on the east side of the bridge. A small portion of this trail extension will be built within the I-694 right-of-way. Ramsey County will be applying for a Limited Use Permit to construct this portion of the new trail within MnDOT right-of-way. The permit submittal requires a resolution from the City stating they will operate and maintain the facility within the MnDOT right-of-way. Attached is Resolution 2015-005 which is in the format suggested by MnDOT. Staff would recommend adoption of Resolution 2015-005. Attachments Attachment A: Resolution 2015-005 CONSENT AGENDA – 5D MEMORANDUM CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 2015-005 A RESOLUTION ENTERING INTO A LIMITED USE PERMIT WITH THE STATE OF MINNESOTA, DEPARTMENT OF TRANSPORTATION, FOR A PEDESTRIAN TRAIL IN THE RIGHT OF WAY OF TRUNK HIGHWAY 694 AT COUNTY STATE AID HIGHWAY 51 (LEXINGTON AVENUE) WHEREAS, the City of Arden Hills is a political subdivision, organized and existing under the laws of the State of Minnesota, and, WHEREAS, the City Council of the City of Arden Hills has approved a plan to construct a pedestrian trail in the right-of-way of Trunk Highway 694 (Lexington Avenue) WHEREAS, the State of Minnesota, Department of Transportation, requires a Limited Use Permit for the construction and utilization of said pedestrian trail. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF ARDEN HILLS, MINNESOTA: 1. The City hereby enters into a Limited Use Permit with the State of Minnesota, Department of Transportation, to construct, operate and maintain a pedestrian trail within the right-of-way of Trunk Highway 694 of the State of Minnesota. The City of Arden Hills shall construct, operate, and maintain said trail in accordance with the Limited Use Permit granted by the Minnesota Department of Transportation. 2. The Mayor and City Administrator are authorized to execute a Limited Use Permit and any amendments to the Permit. ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 26th DAY OF JANUARY, 2015. ____________________________________ David Grant, Mayor ATTEST: ______________________________________ Amy Dietl, City Clerk Page 1 of 2 DATE: January 26, 2015 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: Terry Maurer, Public Works Director SUBJECT: Municipal State Aid Advance Request Requested Action Adopt Resolution 2015-006 Requesting an Advance from the Municipal State Aid Street Fund up to the amount of $1,100,000 for projects in 2015. Background/Discussion There are numerous projects happening in 2015 for which the City will have some financial obligation. These include City led projects, Ramsey County led and MnDOT led projects. Much of the City’s financial obligation for these projects is eligible for the use of Municipal State Aid (MSA) Funds. The total financial obligation is greater than the MSA funds the City has in its account. The MSA system does allow cities to request an interest-free advance from the Municipal State Aid Street Fund. The specific projects moving forward in 2015 and the City’s estimated financial obligation for each is as follows: 1. Round Lake Road (Estimate Remaining MSA Eligibility) $267,000 2. Lexington Avenue (Ramsey County) $ 77,700 3. Lexington Avenue Right-of-Way (Ramsey County) $183,600 4. County Road E $487,000 5. Pine Tree Drive Sidewalk $ 43,600 6. I-35W/Hwy 96 Interchange (Ramsey County) $140,000 7. Lake Valentine Road Bridge (MnDOT) $150,000 8. Mounds View High School Trail $250,000 CONSENT ITEM – 5E MEMORANDUM Page 2 of 2 Staff has informed MnDOT Municipal State Aid staff that the City may be needing an advance in 2015. Staff has been informed by MnDOT that sufficient funds should be available in the MSA Street Fund to accommodate the requested advance and the City should forward the required Resolution as soon as possible. It should be noted, submitting the attached Resolution only puts the City in line to receive an MSA Street Fund advance. The decision whether or not to request advanced funds for each of the projects noted above still lies with the City Council. Funds are not advances to the City until a formal MSA project specific funding request is submitted for each project. As noted in the Resolution, funds are advanced on a first come basis for cities on that year’s list. One final note, an update on the City’s MSA system is scheduled for the February 9th Work Session. Attachments Attachment A: Resolution 2015-006 CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 2015-006 A RESOLUTION REQUESTING AN ADVANCE FROM THE MUNICIPAL STATE AID STREET FUND WHEREAS, the Municipality of Arden Hills is planning to implement Municipal State Aid Street Projects in 2015 which will require State Aid funds in excess of those available in its State Aid Construction Account, and WHEREAS, said municipality is prepared to proceed with the construction of said project(s) through the use of an advance from the Municipal State Aid Street Fund to supplement the available funds in their State Aid Construction Account, and WHEREAS, the advance is based on the following determination of estimated expenditures: Account Balance as of date January 12, 2015 $ 166,985.86 Less Estimated Disbursements: Project #187-106-003 $267,000 Project #187-020-015 $ 77,700 Project #187-020-016 $183,600 Project #187-020-017 $487,000 Project #187-104-001 $ 43,600 Project #187-020-016 $140,000 Project #187-108-001 $150,000 Project #187-108-002 $250,000 Total Estimated Disbursements $1,598,900 Advance Amount (amount in excess of account balance) $1,100,000 WHEREAS, repayment of the funds so advanced will be made in accordance with the provisions of Minnesota Statutes 162.14, Subd. 6, and Minnesota Rules, Chapter 8820.1500, Subp. 10b, and WHEREAS, the Municipality acknowledges advance funds are released on a first-come-first- serve basis and this resolution does not guarantee the availability of funds. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF ARDEN HILLS, MINNESOTA: 1. That the Commissioner of Transportation be and is hereby requested to approve this advance for financing approved Municipal State Aid Street Project(s) of the Municipality of Arden Hills in an amount up to $1,100,000. Arden Hills hereby authorizes repayments from subsequent accruals to the Municipal State Aid Street Construction Account of said Municipality from future year allocations until fully repaid. ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 26th DAY OF JANUARY, 2015. ____________________________________ David Grant, Mayor ATTEST: ______________________________________ Amy Dietl, City Clerk DATE: January 26, 2015 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: Amy Dietl, City Clerk SUBJECT: Appointment of Steve Heikkila as Chair of the Economic Development Commission (EDC) Background Ed von Holtum, the current Chair of the Economic Development Commission, has renewed his membership on the commission, but has requested that someone else fill the Chair position. As such, member Steve Heikkila has agreed to fulfill the role as Chair of the EDC. Mr. Heikkila’s current term expires December 31, 2015. Recommendation It is recommended that the City Council approve Resolution 2015-009 appointing Steve Heikkila as Chair of the Economic Development Commission (EDC) with a term expiration of December 31, 2015. Attachment Attachment A: Resolution 2015-009 CONSENT ITEM – 5E MEMORANDUM CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 2015-009 A RESOLUTION APPOINTING STEVE HEIKKILA AS THE CHAIR OF THE ECONOMIC DEVELOPMENT COMMISSION (EDC) FOR A TERM EXPIRING DECEMBER 31, 2015. WHEREAS, the City Council appoints residents to serve in an advisory capacity to the City Council regarding development and redevelopment in the City of Arden Hills on the Economic Development Commission (EDC). NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Arden Hills, Minnesota: That Steve Heikkila is appointed to serve as the Chair of the Economic Development Commission (EDC) for a term expiring on December 31, 2015. ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 26TH DAY OF JANUARY 2015. _________________________________________ DAVID GRANT, MAYOR ATTEST: _______________________________________ AMY DIETL, CITY CLERK Page 1 of 1 DATE: January 26, 2015 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: Amy Dietl, City Clerk SUBJECT: Merrick, Inc. Gambling Permit Background/Discussion The City has received an application from Merrick, Inc. for an off-site gambling permit to conduct gambling activity at Flaherty’s Arden Bowl on March 15, 2015. Per Minnesota’s Lawful Gambling regulations, Merrick, Inc. is required to obtain acknowledgment and approval by resolution from the City to conduct off-site gambling. Merrick, Inc. is holding its 13th Annual Bowl-A-Thon with all proceeds of the event going to support adults with intellectual and developmental disabilities at Merrick, Inc. Merrick, Inc. is a private nonprofit 501(c)(3) corporation dedicated to empowering adults with disabilities. It currently supports over 375 adults and is one of the largest Day Training and Habilitation (DT&H) programs in the state. The money raised at this event with help provide services to Merrick, Inc.’s clients (self-advocacy; social/leisure activities; physical, occupational, speech, and sensory therapies; and a retirement program). Requested Action Staff recommends approving Resolution 2015-010 Approving LG230 Application to Conduct Off-Site Gambling for Merrick, Inc. Attachments: Attachment A: LG230 Application Attachment B: Resolution 2015-010 CONSENT ITEM – 5F MEMORANDUM MINNESOTA LAWFUL GAMBLING 5/13 Page 1 of 2 LG230 Application to Conduct Off-site Gambling No Fee Organization Information Organization name A ecr C k, 1 License number ()0 7U-,q Address 3 Z U L c, boN,- 1 or, cA City Va Jno(_5 j,5.MN Zip code s r County 1(L U-5C'A Daytime phoneGamblingmanagernameW Gambling Activity 1. Twelve off-site events are allowed each calendar year not to exceed a total of 36 days. from V to 515- 2. Check the type of games that will be conducted. raffle pull-tabs bingo tipboards paddlewheel Gambling Premises 3. Name of location where gambling activity will be conducted r=11 C. .•" 1 !30t .) j 4. County [where gambling activity will be conducted S. Street address and city [or township] , W ( tJ'+'1 a CCS Zip code Do not use a post office box. If no street address, write in road designations. Example: 3 miles east of Hwy 63 on County Road 42. 6. Does your organization own the gambling premises? Yes If yes, a lease is not required. No If no, the lease agreement below must be completed, and signed by the lessor. Lease Agreement for Off-site Activity A lease agreement is not required for raffles. 7. Rent to be paid for the leased area 1/ If If none, write "0." S. All obligations and agreements between the organization and the lessor are listed below or attached. Any attachments must be dated and signed by both the lessor and lessee. This lease and any attachments is the total and only agreement between the lessor and the organization conducting lawful gambling activities. Other terms, if any 9. Lessor's signature Date J Print lessor's name CONTINUE TO PAGE 2 LG230 Application to Conduct Off-site Gambling 5/13 Page 2 of 2 Acknowledgment by Local Unit of Government: Approval by Resolution CITY APPROVAL for a gambling premises COUNTY APPROVAL for a gambling premises located within city limits. located in a township City name County name Date approved by city council Date approved by county board Resolution number (if none, provide meeting minutes) Resolution number (if none, provide meeting minutes) Signature of city personnel Signature of county personnel Title Date Signed Title Date Signed Chief Executive Officer [CEO] Acknowledgment 10. The person signing this application must be your organization's CEO and have their name on file with the Gambling Control Board. If the CEO has changed and the current CEO has not filed a LG200B Organization Officers Affidavit with the Gambling Control Board, he or she must do so at this time. 11. I have read this application, and all information is true, accurate, and complete, and if applicable, agree to the lease terms as stated in t 's application. CEO signature Date i 1 1O 12. Print CEO name Q Daytime phone 7k ' '" 65 Mail or fax to: No attachments required. Gambling Control Board 1711 West County Road B, Suite 300 South Roseville, MN 55113 FAX: 651-639-4032 This publication will be made available in alternative format(i.e. large print, Braille) upon request. Data privacy notice: The information requested on this form provided will become public. If the Board does not issue a and any attachments) will be used by the Gambling Control permit, all information provided remains private, with the Board (Board)to determine your organization's qualifications exception of your organization's name and address which will to be involved in lawful gambling activities in Minnesota. Your remain public. organization has the right to refuse to supply the information; Private data about your organization are available to: however, if your organization refuses to supply this information, Board members, Board staff whose work requires access to the the Board may not be able to determine your organization's information; Minnesota's Department of Public Safety; Attorney qualifications and, as a consequence, may refuse to issue a General; Commissioners of Administration, Minnesota Manage- permit. If your organization supplies the information requested, ment&Budget, and Revenue; Legislative Auditor, national and the Board will be able to process your organization's application. international gambling regulatory agencies; anyone pursuant Your organization's name and address will be public information to court order; other individuals and agencies specifically when received by the Board. All other information provided will authorized by state or federal law to have access to the information; individuals and agencies for which law or legalbeprivatedataaboutyourorganizationuntiltheBoardissues order authorizes a new use or sharing of information after thisthepermit. When the Board issues the permit, all information notice was given; and anyone with your written consent. CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION No. 2015-010 RESOLUTION APPROVING LG230 APPLICATION TO CONDUCT OFF-SITE GAMBLING FOR MERRICK, INC. WHEREAS, Minnesota’s Lawful Gambling regulations requires LG230 applicants to obtain acknowledgment and approval by resolution from the City in which gambling events are being held; and WHEREAS, Merrick, Inc. has applied for an LG230 Application to Conduct Off-Site Gambling through the State of Minnesota to conduct gambling activity at Flaherty’s Arden Bowl in the City of Arden Hills at its 13th Annual Bowl-A-Thon to be held on March 15, 2015; NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF ARDEN HILLS, MINNESOTA: The City Council hereby acknowledges and approves Merrick, Inc.’s LG230 Application to Conduct Off-Site Gambling. ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 26TH DAY OF JANUARY, 2015. _________________________________________ David Grant, Mayor ATTEST: _______________________________________ Amy Dietl, City Clerk Page 1 of 5 PUBLIC HEARING – 7A MEMORANDUM DATE: January 26, 2015 TO: Honorable Mayor and City Council Members Patrick Klaers, City Administrator FROM: John M. Anderson P.E., Assistant City Engineer SUBJECT: 2015 Pavement Management Program – Public Hearing Grant / Noble / Lake Neighborhood Council Actions Requested  Hold the Public Improvement Hearing for the 2015 Pavement Management Program – Grant / Noble /Lake Neighborhood  Provide staff with street improvement criteria - (reconstruction or reclamation)  Adopt Resolution 2015-007 Ordering the Improvement and preparation of plans and specifications. Background On December 8, 2014 the City Council received the feasibility report, for the 2015 PMP- Venus Crystal Neighborhood Improvement Project (Attachment A) and ordered the public hearing for January 26, 2015. Prior to opening the hearing, City staff will present general information regarding construction, standards, and assessments that apply for this project. Following Minnesota Statutes, Chapter 429, notice of the public hearing must be posted twice prior to the meeting; this was done in the Bulletin on January 14 and January 21, 2015. A notice was also sent to each property proposed to be assessed as a part of this project. Once the hearing is closed, the next step in the process is for the City Council to order the improvements and preparation of plans and specifications. Discussion The following is a brief summary of proposed improvements; for more detail, please reference the attached feasibility report. Street Improvements: Two options for street improvements have been proposed in the feasibility study. The first option, Reconstruction, involves fully rebuilding the road base and surface and is the most intrusive option as well as the more costly option. The reconstruction option Page 2 of 5 also includes addition of concrete curb and gutter throughout the entire neighborhood. The second option, Reclamation, involves pulverizing the existing bituminous surface and recycling that material to be used as an aggregate base. This option is less expensive and has less impact to the surroundings. The existing street has bituminous curb in some locations to direct drainage or support steep boulevard grades. Bituminous curb would not be possible to replace in the reclamation option due to the grades and the need to build the road surface up. Storm Drainage and Storm Water Quality Improvements: Storm Drainage improvements involve increasing the storm collection capacity of the system already inplace in the neighborhood. Storm Water Quality Improvements, as required by Rice Creek Watershed District, are dependent on the type of work proposed in the permit. City staff has met with watershed district staff and established that street reclamation is not an activity that requires storm water treatment and falls under the definition of rehabilitation. The amount of storm water treatment required by Rice Creek Watershed will be dependent on the level of improvement to the roadway. At this point based on our conversations with the watershed staff estimates the following amount of treatment to be required for each option: Alternative 1 – Reconstruction – 7,778 Cubic Feet Alternative 2 – Reclamation – 5,715 Cubic Feet Water System Improvements: Watermain in this neighborhood shows no history of breaks and therefore the only water improvements involve replacement of all hydrants and gate valves in the neighborhood. Sanitary Sewer System Improvements: The sanitary sewer improvements associated with the project include replacement of the manhole frames and covers to match the new street grade. The sanitary sewer in this neighborhood was lined in 2011. Financial Implications The estimated total project cost for the improvements is $1,642,370 which includes all overhead costs. Page 3 of 5 Consistent with the City’s Assessment Policy, 37% overhead costs for the street improvements has been included, which was used to calculate preliminary assessment rates. The overhead is broken down as follows: City Administration 2.5% Design Engineering Construction Engineering 10.0% 10.0% Legal 2.0% Fiscal 3.0% Interest During Construction 4.5% Assessment Roll Preparation 1.0% Contingencies 4.0% TOTAL 37.0% The project is proposed with alternatives for roadway rehabilitation. The costs of these alternatives are broken down in the following tables taken from the Feasibility Study: Alternative 1 – Reconstruction ESTIMATED PROJECT COSTS Street Improvements Construction Cost $ 767,000 Contingency & Overhead (37%) $ 284,000 Total Estimated Cost $ 1,051,000 Watermain Improvements Construction Cost $ 106,500 Contingency & Overhead (30%) $ 31,950 Total Estimated Cost $ 138,450 Sanitary Sewer Improvements Construction Cost $ 32,400 Contingency & Overhead (30%) $ 9,720 Total Estimated Cost $ 42,120 Storm Drainage Improvements Construction Cost $ 316,000 Contingency & Overhead (30%) $ 94,800 Total Estimated Cost $ 410,800 Total Street Improvements Cost $ 1,051,000 Total Utility Improvements Cost $ 591,370 Total Project Cost $ 1,642,370 Page 4 of 5 Alternative 2 - Reclamation ESTIMATED PROJECT COSTS Street Improvements Construction Cost $ 654,000 Contingency & Overhead (37%) $ 242,000 Total Estimated Cost $ 896,000 Watermain Improvements Construction Cost $ 106,000 Contingency & Overhead (30%) $ 31,950 Total Estimated Cost $ 138,450 Sanitary Sewer Improvements Construction Cost $ 32,400 Contingency & Overhead (30%) $ 9,720 Total Estimated Cost $ 42,120 Storm Drainage Improvements Construction Cost $ 282,000 Contingency & Overhead (30%) $ 84,600 Total Estimated Cost $ 366,600 Total Street Improvements Cost $ 896,000 Total Utility Improvements Cost $ 547,170 Total Project Cost $ 1,443,170 The City’s portion of the project costs are currently budgeted from the PIR and Utility Enterprise Funds (sanitary sewer, surface water management and water funds). The proposed project funding summary is listed in the table below. Alternative 1 – Reconstruction Funding Source Cost Residential Assessments $ 525,500 PIR Fund $ 525,500 Sanitary Sewer Enterprise Fund $ 42,120 Water Enterprise Fund $ 138,450 Surface Water Management Fund $ 410,800 Total Funding $1,642.370 Page 5 of 5 Alternative 2 - Reclamation Funding Source Cost Residential Assessments $ 448,000 PIR Fund $ 448,000 Sanitary Sewer Enterprise Fund $ 42,120 Water Enterprise Fund $ 138,450 Surface Water Management Fund $ 366,600 Total Funding $1,443,170 Assessments As detailed in the feasibility report, two preliminary assessment rates have been established; the first for alternative one, Reconstruction and the second for alternative two, Reclamation. Based on 80 residential equivalent unit (REU), and the estimated street improvement costs, the estimated assessment rate per REU is $6,600 for Alternative 1, Reconstruction and $5,600 for Alternative 2 Reclamation. Neighborhood Survey Results A survey was conducted to solicit input from the neighborhood on a few key items. The results of the survey are included in Appendix G of the Feasibility study. As of December 8, 2014 there were 43 responses to the survey out of 80 properties proposed to be assessed. One question dealt with the preferred type of roadway rehabilitation. Of those responding to this question, 16 (44%) favored the reconstruction option while 17 (47%) preferred the reclamation alternative. Another question dealt with storm water treatment, of those responding to this question, eight properties indicated a willingness to have a rain garden or participate in the maintenance of a rain garden. Resident Comments/Concerns Resident comments received in the survey are included in the Feasibility Report in Appendix G. Any additional comments received after the council packet is issued and prior to the public hearing will be provided at the public hearing. Attachments  Attachment A - Feasibility Report for the 2015 Pavement Management Program – Grant / Noble / Lake Neighborhood  Attachment B - Resolution 2015-007 CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 2015-007 A RESOLUTION ORDERING IMPROVEMENT AND PREPARATION OF PLANS AND SPECIFICATIONS FOR THE 2015 PAVEMENT MANAGEMENT PROGRAM – GRANT / NOBLE / LAKE NEIGHBORHOOD WHEREAS, a resolution of the City Council adopted December 8, 2014, fixed a date for a Council hearing on the proposed improvement of the following streets:  Grant Road, New Brighton Road to Fairview Avenue  Fairview Avenue, Grant Road to Alley  Noble Road, Fairview Avenue to New Brighton Road  Lake Lane, Lake Johanna Boulevard to West end WHEREAS, ten days mailed notice and two weeks published notice of the hearing was given, and the hearing was held on January 26, 2015, at which time all persons desiring to be heard were given an opportunity to be heard thereon, NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF ARDEN HILLS, MINNESOTA: 1. Such improvement is necessary, cost-effective, and feasible as detailed in the feasibility report. 2. Such improvement is hereby ordered as proposed in the Council resolution adopted September 8, 2014. 3. The City of Arden Hills Engineering Department is hereby designated as the engineer for this improvement. The engineer shall prepare plans and specifications for the making of such improvement. ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 26th DAY OF JANUARY, 2015. ____________________________________ David Grant, Mayor ATTEST: ______________________________________ Amy Dietl, City Clerk NEW BUSINESS – 8A MEMORANDUM DATE: January 26, 2015 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: Matthew Bachler, Associate Planner SUBJECT: Planning Case #14-032 Applicant: Arden Manor-550 Associates Property Address: 4605 Prior Avenue North and 4703 U.S. Highway 10 Request: Minor Subdivision, Lot Consolidation, and Variance Requested Action There are two separate motions being requested related to Planning Case 14-032: 1. Motion to approve Planning Case 14-032 for a Minor Subdivision, Lot Consolidation, and Variance at 4605 Prior Avenue North and 4703 U.S. Highway 10, based on the findings of fact and the submitted plans, as amended by the three (3) conditions in the January 26, 2015, Report to the City Council. 2. Motion to approve Resolution 2015-008 for a Minor Subdivision and Lot Consolidation for 4605 Prior Avenue North. Background Arden Manor-550 Associates has applied for a minor subdivision to sell a 2,673 square foot portion of the Arden Manor manufactured home park property to the adjacent Big Ten Supper Club at 4703 U.S. Highway 10. A portion of the Big Ten parking lot encroaches on an area approximately 22 feet by 121 feet on the Arden Manor property along the southeast property line. Staff has reviewed historic aerial images of the area and estimates that the parking lot was expanded creating this encroachment sometime between 1991 and 2003. The purpose of the subdivision and lot consolidation is to address this encroachment through the sale of that portion of land where the encroachment has occurred to the Big Ten Supper Club. The subdivision City of Arden Hills City Council Meeting for January 26, 2015 P:\Planning\Planning Cases\2014\PC 14-032 - Minor Subdivision - Arden Manor - 4605 Prior Avenue\Memos_14-032 Page 1 of 5 would not result in the creation of any new developable parcels. The parties have signed a purchase agreement that will be carried out if the proposal is approved by the City Council. Discussion The Arden Manor manufactured home park operates under a series of Conditional Use Permits first approved by the City in 1971 that set minimum development standards specific to this property. The Conditional Use Permit requires Arden Manor to maintain minimum areas, setbacks, and structure coverage for each manufactured home lot. Additionally, a 20 foot landscaped buffer around the perimeter of the property is required to be maintained. The proposed lot line adjustment would not result in the Arden Manor property being out of compliance with these previous agreements. With the proposed subdivision and lot consolidation, the Big Ten Supper Club property would be in conformance with the Neighborhood Business District requirements for lot size and dimension and structure setbacks. A variance is needed in this case because the subdivision would result in a reduction in the nonconforming landscape coverage on the property and the continuance of a nonconforming parking area setback. A minimum landscape lot coverage of 35 percent is required for properties in the Neighborhood Business District. The existing landscaped area on the lot is 6,710 square feet, or 14.1 percent of the total lot area. Approximately 88 percent of parcel to be consolidated with the Big Ten property is covered by bituminous surface and as a result overall landscape coverage on the property would decrease to 13.9 percent. Section 1325.06 of the Zoning Code requires that an off-street parking area containing four or more parking spaces be located a minimum of five feet from any side or rear lot lines. The existing parking area for the Big Ten property encroaches into this required five foot setback along the northwest and southeast side lot lines and the southwest rear lot line. With the expansion of the lot boundaries, the parking lot would continue to encroach along the southeast lot line. Existing and Proposed Lot Coverage – 4703 U.S. Highway 10 Existing Conditions Proposed Conditions Square Feet Percentage Square Feet Percentage Lot Area (min. 13,000 sq. ft.) 47,622 - 50,295 - Landscape Coverage (min 35%) 6,710 14.1% 7,025 13.9% City of Arden Hills City Council Meeting for January 26, 2015 P:\Planning\Planning Cases\2014\PC 14-032 - Minor Subdivision - Arden Manor - 4605 Prior Avenue\Memos_14-032 Page 2 of 5 Findings of Fact The Planning Commission reviewed Planning Case 14-032 at their regular meeting on January 7, 2015. Draft minutes from the meeting are included in Attachment F. The Planning Commission offers the following findings of fact for consideration: Subdivision Findings: 1. Arden Manor-550 Associates is the owner of the property located at 4605 Prior Avenue, which is operated as the Arden Manor Manufactured Home Park. 2. John Welsch is the owner of the property located at 4703 U.S. Highway 10, which is operated as the Big Ten Supper Club. 3. A portion of the parking lot located at 4703 U.S. Highway 10 encroaches across an area approximately twenty-two (22) feet wide by one hundred and twenty-one (121) feet long onto the property at 4605 Prior Avenue. 4. Arden Manor-550 Associates has requested a Minor Subdivision and Lot Consolidation to address the encroachment through the sale of the 2,673 square foot portion of land where the encroachment has occurred to John Welsch. 5. The two parties have signed a purchase agreement that will be carried out if the Minor Subdivision and Lot Consolidation is approved by the City Council. 6. The property at 4605 Prior Avenue is located in the R-3 Townhouse & Low Density Multiple Dwelling District. The site operates under a Conditional Use Permit and the proposed lot line adjustment would not result in the property being out of compliance with previous agreements. 7. The property at 4703 U.S. Highway 10 is located in the N-B Neighborhood Business Zoning District. The property is considered to be nonconforming due to an encroachment into the required off-street parking area setback and landscape lot coverage. 8. The resultant parcel at 4703 U.S. Highway 10 would be in conformance with the minimum lot dimension, lot area, and structure setback requirements for the Neighborhood Business Zoning District. 9. With the expansion of the lot boundaries at 4703 U.S. Highway 10 the parking lot would continue to encroach along the southeast lot line and the overall landscape lot coverage would decrease from 14.1 percent to 13.9 percent. 10. The resultant parcels abut on and have access to an existing public street, road, thoroughfare or highway. 11. The subdivision will not involve the opening, widening or extension of any public or private street, road, thoroughfare or highway and will not involve the dedication, reservation or construction of any type of public utility. 12. The subdivision will not obstruct future streets which have been planned by the City. 13. The subdivision will not be detrimental to the public welfare or injurious to adjacent tracts in the area in which the subdivision tract is located. 14. The registered land survey conforms to all requirements. 15. The resultant parcel at 4605 Prior Avenue will be in conformance with the Zoning Code and the existing Conditional Use Permit that the property operates under. City of Arden Hills City Council Meeting for January 26, 2015 P:\Planning\Planning Cases\2014\PC 14-032 - Minor Subdivision - Arden Manor - 4605 Prior Avenue\Memos_14-032 Page 3 of 5 16. The resultant parcel at 4703 U.S. Highway would not be in conformance with the Zoning Code and a variance is needed. 17. A twenty (20) foot wide sanitary sewer easement will be provided across the property at 4703 U.S. Highway 10 where an existing sanitary sewer line is located. 18. No grading plan is required for the proposed subdivision. 19. The proposed subdivision is not subject to the City’s park dedication fee. Variance Findings: 20. The proposal is in harmony with the purpose and intent of the Zoning Ordinance as the Ordinance generally allows flexibility for unique situations when impacts to surrounding properties are minimized. 21. The proposal is consistent with the Arden Hills Comprehensive Plan as it allows the reasonable use of a residential and commercial property. 22. The proposed variance would have no appreciable impact on the site conditions as the parking area in question has already been constructed. 23. The proposed subdivision and lot consolidation is unlikely to have negative impacts to the property or to the neighborhood as a whole. 24. The proposed subdivision and lot consolidation and requested variances do not appear to be based on economic considerations alone. Recommendation The Planning Commission reviewed this request and recommends approval (5-1, Holewa) of Planning Case 14-032 for a Minor Subdivision, Lot Consolidation, and Variance at 4605 Prior Avenue and 4703 U.S. Highway 10, based on the findings of fact and the submitted plans in the January 26, 2015, Report to the City Council, as amended by the following three (3) conditions: 1. The applicant shall file a copy of the City Council resolution approving the subdivision and lot consolidation with Ramsey County and a copy shall be provided to the City on or before November 1, 2015, as in accordance with relevant State and County statutes. 2. The applicant shall file the twenty (20) foot wide sanitary sewer easement as depicted on the survey with Ramsey County and a copy of the document shall be provided to the City within ninety (90) days of the final approval date. The easement document shall be approved by the City Attorney before filing with the County. 3. Monuments or stakes shall be placed and installed at all corners and angle points of the resultant parcel at 4703 U.S. Highway 10. Options 1. Approve the proposal as submitted. 2. Approve the proposal with conditions (Recommended Action). City of Arden Hills City Council Meeting for January 26, 2015 P:\Planning\Planning Cases\2014\PC 14-032 - Minor Subdivision - Arden Manor - 4605 Prior Avenue\Memos_14-032 Page 4 of 5 3. Deny the application with reasons for denial. If the City denies the petitioners request, “…it must state in writing the reasons for the denial at the time it denies the request.” 4. Table for additional information. Public Comments The City has not received any comment regarding this application. Deadline for Agency Actions The City of Arden Hills received the completed application for this request on December 3, 2014. Pursuant to Minnesota State Statute, the City must act on this request by February 2, 2015 (60 days), unless the City provides the petitioner with written reasons for an additional 60-day review period. The City may extend the review period beyond the 120 days, with the applicant’s permission. Attachments A. Resolution 2015-008 for a Minor Subdivision and Lot Consolidation for 4605 Prior Avenue North B. Land Use Application C. Aerial and Site Maps D. Certified Land Survey E. Planning Commission Report, January 7, 2015 F. Planning Commission Draft Minutes, January 7, 2015 City of Arden Hills City Council Meeting for January 26, 2015 P:\Planning\Planning Cases\2014\PC 14-032 - Minor Subdivision - Arden Manor - 4605 Prior Avenue\Memos_14-032 Page 5 of 5 CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 15-008 RESOLUTION APPROVING A MINOR SUBDIVISION/LOT CONSOLIDATION FOR 4605 PRIOR AVENUE NORTH WHEREAS: on December 3, 2014, 550 Associates Two, the property owner of 4605 Prior Avenue North, submitted a completed application for review of a Minor Subdivision and Lot Consolidation to subdivide a 2,673 square foot rectangular piece of property from 4605 Prior Avenue North and consolidate the 2,673 square foot piece with the adjacent property at 4703 U.S. Highway 10 in Arden Hills, as depicted on the attached Exhibit “A”. WHEREAS: on January 7, 2015, the Planning Commission reviewed the application by 550 Associates Two and at the conclusion of the public hearing recommended approval subject to three (3) conditions after making a finding that the proposed Minor Subdivision and Lot Consolidation will not have an adverse impact on the surrounding properties or on the community as a whole. WHEREAS: on January 26, 2015, the City Council received and considered the recommendations of the Planning Commission. NOW THEREFORE BE IT RESOLVED: That the Council of the City of Arden Hills approves the Minor Subdivision and Lot Consolidation for 4605 Prior Avenue North, dated January 26, 2015, subject to the following three conditions: 1. The applicant shall file a copy of the City Council resolution approving the subdivision and lot consolidation with Ramsey County and a copy shall be provided to the City on or before November 1, 2015, as in accordance with relevant State and County statutes. 2. The applicant shall file the twenty (20) foot wide sanitary sewer easement as depicted on the survey with Ramsey County and a copy of the document shall be provided to the City within ninety (90) days of the final approval date. The easement document shall be approved by the City Attorney before filing with the County. 3. Monuments or stakes shall be placed and installed at all corners and angle points of the resultant parcel at 4703 U.S. Highway 10. ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 26th DAY OF JANUARY, 2015. ______________________________________________ David Grant, Mayor ATTEST: _________________________________________ Amy Dietl, City Clerk EXHIBIT “A” TO RESOLUTION NO. 15-008 This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable. © Ramsey County Enterprise GIS 1,666.7 THIS MAP IS NOT TO BE USED FOR NAVIGATION NAD_1983_HARN_Adj_MN_Ramsey_Feet Feet1,666.70833.33 Planning Case 14-032 - 4605 Prior Avenue North 10,0001: Pl anni ng Case 14-032 - 4605 Pr ior Avenue N or th Ma p Dat e: De ce mb er 2 9, 2 014P:\G I S_Da ta \P la nning \P la nning C ase s\201 4\PC 14-03 2K U.S. High w ay 10 Hig hway 96 Arden Mano r4605 Prior Avenue North Big Ten Supper Club4703 U.S. Hig hway 10 I n t e r s t a t e 3 5 W Pl anni ng Case 14-032 - 4605 Pr ior Avenue N or th Ma p Dat e: De ce mb er 2 9, 2 014P:\G I S_Da ta \P la nning \P la nning C ase s\201 4\PC 14-03 2K U.S. High w ay 10 Big Ten S upper Cl ub4703 U.S . Highway 10 Area where existing parking lot is encroaching on adjacent propertyat 4605 Pr ior Avenue MEMORANDUM DATE: January 7, 2015 PC Agenda Item 4.B TO: Planning Commission FROM: Matthew Bachler, Associate Planner SUBJECT: Planning Case #14-032 – Public Hearing Required Applicant: Arden Manor-550 Associates Property Address: 4605 Prior Avenue and 4703 U.S. Highway 10 Request: Minor Subdivision, Lot Consolidation, and Variance Requested Action Arden Manor-550 Associates has requested a minor subdivision to sell a 2,673 square foot portion of their 48.2 acre property at 4605 Prior Avenue to the Big Ten Supper Club located at 4703 U.S. Highway 10. This parcel would be consolidated with the existing lot at 4703 U.S. Highway 10. A variance is needed because the lot consolidation will result in the continuance of a nonconforming parking area setback and a reduction in the nonconforming landscape lot coverage on the Big Ten Supper Club property. Background 1. Overview of Request Arden Manor-550 Associates has applied for a minor subdivision to sell a 2,673 square foot portion of the Arden Manor manufactured home park property to the Big Ten Supper Club at 4703 U.S. Highway 10. Currently, a portion of the Big Ten parking lot along the southeast property line encroaches on an area approximately 22 feet wide and 121 feet long on the Arden Manor property. Staff has reviewed historic aerial images of the area and has determined that the parking lot was expanded creating this encroachment sometime between the years of 1991 and 2003. The purpose of the subdivision and lot consolidation is to address this encroachment through the sale of that portion of land where the encroachment has occurred. The parties have signed a purchase agreement that will be carried out if the proposal is approved by the City Council. City of Arden Hills Planning Commission Meeting for January 7, 2015 P:\Planning\Planning Cases\2014\PC 14-032 - Minor Subdivision - Arden Manor - 4605 Prior Avenue\Memos_14-032 Page 1 of 8 A variance is needed because the lot consolidation will result in the continuance of a nonconforming parking area setback and a reduction in the nonconforming landscape coverage at 4703 U.S. Highway 10. The existing off-street parking area on the lot encroaches into the required five foot setback along the northwest, southwest, and southeast property lines. With the expansion of the lot boundaries, the parking lot would continue to encroach along the southeast lot line. Since the parcel to be subdivided is almost entirely covered by bituminous surface, landscape coverage on the Big Ten property would decrease as a result of the lot consolidation from 14.1 percent to 13.9 percent. The minimum landscape lot coverage for the properties in the Neighborhood Business District is 35 percent. The Arden Manor manufactured home park operates under a series of Conditional Use Permits first approved by the City in 1971. While 4605 Prior Avenue is zoned R-3 Townhouse and Low Density Multiple Dwelling District, the CUP agreements set minimum standards specific to the property. These permits require Arden Manor to maintain minimum areas, setbacks, and structure coverage for each mobile home lot. Additionally, a 20 foot landscaped buffer around the perimeter of the property is required to be maintained. The proposed lot line adjustment would not result in the Arden Manor property being out of compliance with these previous agreements. The required standards for each mobile home lot and the 20 foot landscaped buffer would be maintained. 2. Surrounding Area: Direction Future Land Use Plan Zoning Existing Land Use North Mixed Business I-2 General Industrial Commercial South Light Industrial and Office, Low Density Residential G-B Gateway Business R-1 Single Family Residential Commercial, Single Family Detached East Mixed Business M-B Mixed Business Public and Institutional West Light Industrial, Mixed Use (New Brighton) I-1 Lighting Industrial, MX Mixed Use (New Brighton) Light Industrial and Office (New Brighton) 3. Site Data: 4605 Prior Avenue Future Land Use Plan: Medium Density Residential Existing Land Use: Manufactured Home Park Zoning: R-3 Townhouse & Low Density Multiple Dwelling District Size: 48.2 acres (2,099,614 square feet) Topography: Generally flat City of Arden Hills Planning Commission Meeting for January 7, 2015 P:\Planning\Planning Cases\2014\PC 14-032 - Minor Subdivision - Arden Manor - 4605 Prior Avenue\Memos_14-032 Page 2 of 8 4703 U.S. Highway 10 Future Land Use Plan: Neighborhood Business Existing Land Use: Neighborhood Business Zoning: N-B Neighborhood Business District Size: 1.09 acres (47,622 square feet) Topography: Generally flat Plan Evaluation 1. Zoning Ordinance The focus of the plan evaluation for compliance with the Zoning Code is on the property at 4703 U.S. Highway 10, which is zoned Neighborhood Business District. A. District Provisions – Section 1320 Lot Size and Dimensions - Conforming With the proposed subdivision and lot consolidation, the Big Ten Supper Club property would increase from 47,622 square feet to 50,295 square feet in size. The lot dimensions would be 260 feet in width and 175 feet in depth. Structure Setbacks - Conforming The existing building on the property is in conformance with the setback requirements for principal structures. The lot line adjustment would not result in the principal structure being any closer to a property line. Lot Coverage - Variance Required The maximum structure coverage in the Neighborhood Business District is 35 percent. The principal building has a footprint of 4,806 square feet and currently covers 10.1 percent of the lot. With the proposal, the structure coverage would decrease to 9.6 percent. A minimum of 35 percent of the lot must be maintained with landscape coverage. The existing landscaped area on the lot is 6,710 square feet, or 14.1 percent of the total lot area. Approximately 88 percent of parcel to be subdivided is covered by bituminous surface and as a result, overall landscape coverage on the property would decrease slightly to 13.9 percent. Applicable N-B Lot Requirements 1. Minimum Lot Area (sf.) 13,000 2. Minimum Lot Size (ft., width/depth) 100/130 3. Height (ft.) 35 4. Lot Covered by Structure 35% 5. Minimum Landscape Lot Area 35% 6. Minimum Building Setbacks (ft) Front Yard 20 Rear Yard (Principal) 20 Rear Yard (Accessory) 10 Side Yard Interior - Principal (Minimum/total both yards on lot) 5/15 Side Yard Interior - Accessory 10 Side Yard Corner 20 City of Arden Hills Planning Commission Meeting for January 7, 2015 P:\Planning\Planning Cases\2014\PC 14-032 - Minor Subdivision - Arden Manor - 4605 Prior Avenue\Memos_14-032 Page 3 of 8 B. Requirements for Parking, Loading and Circulation – Section 1325.06 Setbacks - Variance Required Section 1325.06, Subdivision 1 of the Zoning Code requires that an off-street parking area containing four or more parking spaces be located a minimum of five feet from any side or rear lot lines. The existing parking area for the Big Ten property encroaches into this required five foot setback along the northwest and southeast side lot lines and the southwest rear lot line. With the expansion of the lot boundaries, the parking lot would continue to encroach along the southeast lot line. 2. Subdivision Ordinance Section 1150.03 of the City Code lists the following evaluation criteria for minor subdivisions of unplatted property. Instead of requiring that the subject property be entirely replatted, the subdivision may be processed by means of a registered land survey provided that the following requirements have been met: 1. The resultant parcels abut on and have access to an existing public street, road, thoroughfare or highway; 2. The subdivision will not involve the opening, widening or extension of any public or private street, road, thoroughfare or highway and will not involve the dedication, reservation or construction of any type of public utility; 3. The subdivision will not obstruct future streets which have been planned by the City; 4. The subdivision will not be detrimental to the public welfare or injurious to adjacent tracts in the area in which the subdivision tract is located; 5. The registered land survey conforms in all respects to the provisions of M.S. § 508.47 (4), as amended, and the terms of which are incorporated herein by reference. 6. Monuments or stakes shall be placed and installed at all corners and angle points of the resultant parcels; 7. The resultant parcels will not have setbacks and dimensions less than those required in the Zoning Ordinance, as amended; Existing and Proposed Lot Coverage – 4703 U.S. Highway 10 Existing Conditions Proposed Conditions Square Feet Percentage Square Feet Percentage Lot Area (min. 13,000 sq. ft.) 47,622 - 50,295 - Structure Coverage (max 35%) 4,806 10.1% 4,806 9.6% Landscape Coverage (min 35%) 6,710 14.1% 7,025 13.9% City of Arden Hills Planning Commission Meeting for January 7, 2015 P:\Planning\Planning Cases\2014\PC 14-032 - Minor Subdivision - Arden Manor - 4605 Prior Avenue\Memos_14-032 Page 4 of 8 8. Drainage and utility easements along lot lines and any other easements required by this chapter. 9. A grading plan with drainage calculations shall be submitted if required by the City Engineer. 10. The subdivider has complied with the requirements of this chapter which the Planning Commission or City Council have made the subdivision by registered land survey or survey specifically subject to. Since the resultant parcel at 4703 U.S. Highway 10 would not meet the Zoning Code requirements for parking lot setback and landscape lot coverage, a variance is being requested as part of the proposed minor subdivision. As part of the proposed subdivision, the City Engineer has requested that a 20 foot wide sanitary sewer easement be provided centered on an existing sanitary sewer line that cuts across 4703 U.S. Highway 10. Variance Evaluation Criteria On May 5, 2011, the Governor signed into law new variance legislation that changed the review criteria City’s must use when evaluating variance requests. The new law renames the municipal variance standard from “undue hardship” to “practical difficulties,” but otherwise retains the familiar three-factor test of (1) reasonableness, (2) uniqueness, and (3) essential character. Also included is a sentence new to city variance authority that was already in the county statutes: “Variances shall only be permitted when they are in harmony with the general purposes and intent of the ordinance and when the terms of the variance are consistent with the comprehensive plan”. Therefore, in evaluating variance requests under the new law, in order to find a practical difficulty, cities should adopt findings addressing the following questions: • Is the variance in harmony with the purposes and intent of the ordinance? • Is the variance consistent with the comprehensive plan? • Does the proposal put property to use in a reasonable manner? • Are there unique circumstances to the property not created by the landowner? • Will the variance, if granted, alter the essential character of the locality? As was the case before the new legislation took effect, economic considerations alone cannot constitute a practical difficulty. Furthermore, the new law clarifies that conditions may be imposed on granting of variances if those conditions are directly related to and bear a rough proportionality to the impact created by the variance. Findings of Fact Staff offers the following findings of fact for review: City of Arden Hills Planning Commission Meeting for January 7, 2015 P:\Planning\Planning Cases\2014\PC 14-032 - Minor Subdivision - Arden Manor - 4605 Prior Avenue\Memos_14-032 Page 5 of 8 Subdivision Findings: 1. Arden Manor-550 Associates is the owner of the property located at 4605 Prior Avenue, which is operated as the Arden Manor Manufactured Home Park. 2. John Welsch is the owner of the property located at 4703 U.S. Highway 10, which is operated as the Big Ten Supper Club. 3. A portion of the parking lot located at 4703 U.S. Highway 10 encroaches across an area approximately twenty-two (22) feet wide by one hundred and twenty-one (121) feet long onto the property at 4605 Prior Avenue. 4. Arden Manor-550 Associates has requested a Minor Subdivision and Lot Consolidation to address the encroachment through the sale of the 2,673 square foot portion of land where the encroachment has occurred to John Welsch. 5. The two parties have signed a purchase agreement that will be carried out if the Minor Subdivision and Lot Consolidation is approved by the City Council. 6. The property at 4605 Prior Avenue is located in the R-3 Townhouse & Low Density Multiple Dwelling District. The site operates under a Conditional Use Permit and the proposed lot line adjustment would not result in the property being out of compliance with previous agreements. 7. The property at 4703 U.S. Highway 10 is located in the N-B Neighborhood Business Zoning District. The property is considered to be nonconforming due to an encroachment into the required off-street parking area setback and landscape lot coverage. 8. The resultant parcel at 4703 U.S. Highway 10 would be in conformance with the minimum lot dimension, lot area, and structure setback requirements for the Neighborhood Business Zoning District. 9. With the expansion of the lot boundaries at 4703 U.S. Highway 10 the parking lot would continue to encroach along the southeast lot line and the overall landscape lot coverage would decrease from 14.1 percent to 13.9 percent. 10. The resultant parcels abut on and have access to an existing public street, road, thoroughfare or highway. 11. The subdivision will not involve the opening, widening or extension of any public or private street, road, thoroughfare or highway and will not involve the dedication, reservation or construction of any type of public utility. 12. The subdivision will not obstruct future streets which have been planned by the City. 13. The subdivision will not be detrimental to the public welfare or injurious to adjacent tracts in the area in which the subdivision tract is located. 14. The registered land survey conforms to all requirements. 15. The resultant parcel at 4605 Prior Avenue will be in conformance with the Zoning Code and the existing Conditional Use Permit that the property operates under. 16. The resultant parcel at 4703 U.S. Highway would not be in conformance with the Zoning Code and a variance is needed. 17. A twenty (20) foot wide sanitary sewer easement will be provided across the property at 4703 U.S. Highway 10 where an existing sanitary sewer line is located. 18. No grading plan is required for the proposed subdivision. 19. The proposed subdivision is not subject to the City’s park dedication fee. City of Arden Hills Planning Commission Meeting for January 7, 2015 P:\Planning\Planning Cases\2014\PC 14-032 - Minor Subdivision - Arden Manor - 4605 Prior Avenue\Memos_14-032 Page 6 of 8 Variance Findings: 20. The proposal is in harmony with the purpose and intent of the Zoning Ordinance as the Ordinance generally allows flexibility for unique situations when impacts to surrounding properties are minimized. 21. The proposal is consistent with the Arden Hills Comprehensive Plan as it allows the reasonable use of a residential and commercial property. 22. The proposed variance would have no appreciable impact on the site conditions as the parking area in question has already been constructed. 23. The proposed subdivision and lot consolidation is unlikely to have negative impacts to the property or to the neighborhood as a whole. 24. The proposed subdivision and lot consolidation and requested variances do not appear to be based on economic considerations alone. Recommendation If the Planning Commission recommends approval of this request, staff recommends the following three conditions: 1. The applicant shall file the Registered Land Survey with Ramsey County and a copy of the survey shall be provided to the City within ninety (90) days of the final approval date. 2. The applicant shall file the twenty (20) foot wide sanitary sewer easement as depicted on the approved Registered Land Survey with Ramsey County and a copy of the document shall be provided to the City within ninety (90) days of the final approval date. The easement document shall be approved by the City Attorney before filing with the County. 3. Monuments or stakes shall be placed and installed at all corners and angle points of the resultant parcels. Options 1. Recommend Approval with Conditions: Motion to recommend approval of Planning Case 14-032 for a Minor Subdivision, Lot Consolidation, and Variance at 4605 Prior Avenue and 4703 U.S. Highway 10, based on the findings of fact and the submitted plans, as amended by the three (3) conditions in the January 7, 2015, Report to the Planning Commission. 2. Recommend Approval as Submitted: Motion to recommend approval of Planning Case 14- 032 for a Minor Subdivision, Lot Consolidation, and Variance at 4605 Prior Avenue and 4703 U.S. Highway 10, based on the findings of fact and the submitted plans in the January 7, 2015, Report to the Planning Commission. 3. Recommend Denial: Motion to recommend denial of Planning Case 14-032 for a Minor Subdivision, Lot Consolidation, and Variance at 4605 Prior Avenue and 4703 U.S. Highway 10 based on the following findings of fact… City of Arden Hills Planning Commission Meeting for January 7, 2015 P:\Planning\Planning Cases\2014\PC 14-032 - Minor Subdivision - Arden Manor - 4605 Prior Avenue\Memos_14-032 Page 7 of 8 4. Table: Motion to table Planning Case Planning Case 14-032 for a Minor Subdivision, Lot Consolidation, and Variance at 4605 Prior Avenue and 4703 U.S. Highway 10: a specific reason and/or information request should be included with a motion to table. Notice A public hearing notice was prepared by the City and mailed to property owners within five hundred (500) feet of 4605 Prior Avenue. Public Comments The City has not received any comment regarding this application. Deadline for Agency Actions The City of Arden Hills received the completed application for this request on December 3, 2014. Pursuant to Minnesota State Statute, the City must act on this request by February 2, 2015 (60 days), unless the City provides the petitioner with written reasons for an additional 60-day review period. The City may extend the review period beyond the 120 days, with the applicant’s permission. Attachments A. Land Use Application B. Aerial and Site Maps C. Certified Land Survey City of Arden Hills Planning Commission Meeting for January 7, 2015 P:\Planning\Planning Cases\2014\PC 14-032 - Minor Subdivision - Arden Manor - 4605 Prior Avenue\Memos_14-032 Page 8 of 8 Approved: CITY OF ARDEN HILLS, MINNESOTA PLANNING COMMISSION WEDNESDAY, JANUARY 7, 2015 6:30 P.M. - ARDEN HILLS CITY HALL A. Planning Case 14-032; Minor Subdivision, Lot Consolidation, and Variance – 4605 Prior Avenue and 4703 U.S. Highway 10 – Public Hearing Associate Planner Bachler stated that Arden Manor-550 Associates has applied for a minor subdivision to sell a 2,673 square foot portion of the Arden Manor manufactured home park property to the Big Ten Supper Club at 4703 U.S. Highway 10. Currently, a portion of the Big Ten parking lot along the southeast property line encroaches on an area approximately 22 feet wide and 121 feet long on the Arden Manor property. Staff has reviewed historic aerial images of the area and has determined that the parking lot was expanded creating this encroachment sometime between the years of 1991 and 2003. The purpose of the subdivision and lot consolidation is to address this encroachment through the sale of that portion of land where the encroachment has occurred. The parties have signed a purchase agreement that will be carried out if the proposal is approved by the City Council. Associate Planner Bachler indicated that a variance is needed because the lot consolidation will result in the continuance of a nonconforming parking area setback and a reduction in the nonconforming landscape coverage at 4703 U.S. Highway 10. The existing off-street parking area on the lot encroaches into the required five-foot setback along the northwest, southwest, and southeast property lines. With the expansion of the lot boundaries, the parking lot would continue to encroach along the southeast lot line. Since the parcel to be subdivided is almost entirely covered by bituminous surface, landscape coverage on the Big Ten property would decrease as a result of the lot consolidation from 14.1 percent to 13.9 percent. The minimum landscape lot coverage for the properties in the Neighborhood Business District is 35 percent. Associate Planner Bachler reported that the Arden Manor manufactured home park operates under a series of Conditional Use Permits first approved by the City in 1971. While 4605 Prior Avenue is zoned R-3 Townhouse and Low Density Multiple Dwelling District, the CUP agreements set minimum standards specific to the property. These permits require Arden Manor to maintain minimum areas, setbacks, and structure coverage for each mobile home lot. Additionally, a 20 foot landscaped buffer around the perimeter of the property is required to be maintained. The proposed lot line adjustment would not result in the Arden Manor property being out of compliance with these previous agreements. The required standards for each mobile home lot and the 20 foot landscaped buffer would be maintained. Site Data – 4605 Prior Avenue Future Land Use Plan: Medium Density Residential ARDEN HILLS PLANNING COMMISSION – January 7, 2015 2 Existing Land Use: Manufactured Home Park Zoning: R-3 Townhouse & Low Density Multiple Dwelling District Current Lot Sizes: 48.2 acres (2,099,614 square feet) Topography: Generally flat Site Data – 4703 U.S. Highway 10 Future Land Use Plan: Neighborhood Business Existing Land Use: Neighborhood Business Zoning: N-B Neighborhood Business District Current Lot Sizes: 1.09 acres (47,622 square feet) Topography: Generally flat Associate Planner Bachler reviewed the surrounding area, the Plan Evaluation and the Variance Evaluation Criteria. Associate Planner Bachler provided the following Findings of Fact for review: Subdivision Findings: 1. Arden Manor-550 Associates is the owner of the property located at 4605 Prior Avenue, which is operated as the Arden Manor Manufactured Home Park. 2. John Welsch is the owner of the property located at 4703 U.S. Highway 10, which is operated as the Big Ten Supper Club. 3. A portion of the parking lot located at 4703 U.S. Highway 10 encroaches across an area approximately twenty-two (22) feet wide by one hundred and twenty-one (121) feet long onto the property at 4605 Prior Avenue. 4. Arden Manor-550 Associates has requested a Minor Subdivision and Lot Consolidation to address the encroachment through the sale of the 2,673 square foot portion of land where the encroachment has occurred to John Welsch. 5. The two parties have signed a purchase agreement that will be carried out if the Minor Subdivision and Lot Consolidation is approved by the City Council. 6. The property at 4605 Prior Avenue is located in the R-3 Townhouse & Low Density Multiple Dwelling District. The site operates under a Conditional Use Permit and the proposed lot line adjustment would not result in the property being out of compliance with previous agreements. 7. The property at 4703 U.S. Highway 10 is located in the N-B Neighborhood Business Zoning District. The property is considered to be nonconforming due to an encroachment into the required off-street parking area setback and landscape lot coverage. 8. The resultant parcel at 4703 U.S. Highway 10 would be in conformance with the minimum lot dimension, lot area, and structure setback requirements for the Neighborhood Business Zoning District. 9. With the expansion of the lot boundaries at 4703 U.S. Highway 10 the parking lot would continue to encroach along the southeast lot line and the overall landscape lot coverage would decrease from 14.1 percent to 13.9 percent. 10. The resultant parcels abut on and have access to an existing public street, road, thoroughfare or highway. ARDEN HILLS PLANNING COMMISSION – January 7, 2015 3 11. The subdivision will not involve the opening, widening or extension of any public or private street, road, thoroughfare or highway and will not involve the dedication, reservation or construction of any type of public utility. 12. The subdivision will not obstruct future streets which have been planned by the City. 13. The subdivision will not be detrimental to the public welfare or injurious to adjacent tracts in the area in which the subdivision tract is located. 14. The registered land survey conforms to all requirements. 15. The resultant parcel at 4605 Prior Avenue will be in conformance with the Zoning Code and the existing Conditional Use Permit that the property operates under. 16. The resultant parcel at 4703 U.S. Highway would not be in conformance with the Zoning Code and a variance is needed. 17. A twenty (20) foot wide sanitary sewer easement will be provided across the property at 4703 U.S. Highway 10 where an existing sanitary sewer line is located. 18. No grading plan is required for the proposed subdivision. 19. The proposed subdivision is not subject to the City’s park dedication fee. Variance Findings: 20. The proposal is in harmony with the purpose and intent of the Zoning Ordinance as the Ordinance generally allows flexibility for unique situations when impacts to surrounding properties are minimized. 21. The proposal is consistent with the Arden Hills Comprehensive Plan as it allows the reasonable use of a residential and commercial property. 22. The proposed variance would have no appreciable impact on the site conditions as the parking area in question has already been constructed. 23. The proposed subdivision and lot consolidation is unlikely to have negative impacts to the property or to the neighborhood as a whole. 24. The proposed subdivision and lot consolidation and requested variances do not appear to be based on economic considerations alone. Associate Planner Bachler explained if the Planning Commission recommends approval of this request, staff recommends the following three conditions: 1. The applicant shall file the Registered Land Survey with Ramsey County and a copy of the survey shall be provided to the City within ninety (90) days of the final approval date. 2. The applicant shall file the twenty (20) foot wide sanitary sewer easement as depicted on the approved Registered Land Survey with Ramsey County and a copy of the document shall be provided to the City within ninety (90) days of the final approval date. The easement document shall be approved by the City Attorney before filing with the County. 3. Monuments or stakes shall be placed and installed at all corners and angle points of the resultant parcels. Associate Planner Bachler reviewed the options available to the Planning Commission on this matter: 1. Recommend Approval with Conditions 2. Recommend Approval as Submitted. 3. Recommend Denial 4. Table ARDEN HILLS PLANNING COMMISSION – January 7, 2015 4 Chair Thompson opened the floor to Commissioner comments. Commissioner Zimmerman asked if staff has discussed the landscape coverage on the property at 4703 U.S. Highway 10 with the applicant and wondered if the landscaped area could be increased in size. He expressed frustration that a variance was being requested after the fact that the parking lot had already been constructed. Associate Planner Bachler stated that due to how the property has been developed, there is not sufficient area on the lot to address the landscaping issue. Commissioner Holewa understood that the City was being asked to approve a variance for a nonconformity that already existed, but he noted that the reduction in landscape coverage was also being requested without the inclusion of any rain gardens. He did not support this situation and questioned how the site would manage its rainfall. Associate Planner Bachler stated that he was not aware of where stormwater falling on the site drained to. Commissioner Holewa questioned if the parking lot expansion required permits of any type. Associate Planner Bachler stated this type of project would typically require a building permit. Commissioner Bartel inquired if the lot should be squared off instead of running along the parking lot. He commented that this may provide additional space for landscaping. Associate Planner Bachler indicated this was discussed by staff and he did not believe it was appropriate to require additional land to be sold to the Big 10 Supper Club from Arden Manor. Jeff Johnson, attorney representing Arden Manor and 550 Associates, thanked staff for the thorough report and for recommending the proposed land conveyance. He spoke to the Commission regarding conditions one and three for approval. He requested that a registered land survey not be required. He discussed the tax implications and suggested the filing not be required until November of 2015. Mr. Johnson suggested that condition three be reconsidered to allow for monuments or stakes to be placed at the corners and angles of the newly created parcel at 4703 U.S. Highway 10. Commissioner Bartel asked if this was the intent of staff for condition three. Associate Planner Bachler stated this was the case. Commissioner Jones asked if Arden Manor had considered squaring off the parcel and selling more land to the Big 10 Supper Club. Mr. Johnson advised that he had not discussed this with his client. However, he did not believe this would be supported. Commissioner Hames asked how the language in condition one should be changed to meet the needs of the applicant. ARDEN HILLS PLANNING COMMISSION – January 7, 2015 5 Mr. Johnson requested that the term registered land survey be changed to certificate of survey, and that the time limit be changed from 90 days to November 1, 2015. Associate Planner Bachler supported the language change regarding the survey, but noted that the City Council would make the final determination on the filing deadline. Commissioner Hames questioned the State Statute regarding lot consolidation certification. Mr. Johnson did not believe lot consolidations were governed by State Statute, but rather by local governing bodies. He believed the City’s ordinance was quite tight, as other cities allowed six to twelve months for recording. Associate Planner Bachler commented that he could review the proposed date with the City Attorney and see if there were any issues with the later filing date. Chair Thompson opened the public hearing at 7:08 p.m. Chair Thompson invited anyone for or against the application to come forward and make comment. Jack Welsch, owner of the Big 10 Supper Club, discussed the history of his property and parking lot. He explained that the recent rezoning of his property required his parking lot to be asphalt. There being no additional comment Chair Thompson closed the public hearing at 7:10 p.m. Commissioner Hames supported staff’s recommendation. Commissioner Jones agreed. Chair Thompson appreciated the fact that Arden Manor was willing to sell a portion of their property to the Big 10 Supper Club. Commissioner Bartel was pleased that the site had enough drainage to support the asphalt parking lot. Commissioner Zimmerman agreed that the current situation was being grandfathered in and it was unfortunate that the landscaping situation could not be improved. Commissioner Holewa stated he would like to see the site capturing more rainwater on site and not have to send it downstream. He explained that due to the lot coverage issues with the Planning Case he would not be able to provide his support. Commissioner Hames moved and Commissioner Jones seconded a motion to recommend approval of Planning Case 14-032 for a Minor Subdivision, Lot Consolidation and Variance at 4605 Prior Avenue and 4703 U.S. Highway 10 based on the findings of fact and the submitted plans, as amended by the three (3) conditions in the January 7, 2015, Report to the Planning Commission, with the following amendments: changing Registered Land Survey to certified survey; that the lot consolidation be recorded on or before November 1, ARDEN HILLS PLANNING COMMISSION – January 7, 2015 6 2015 or in accordance with County and State Statute; and that the monuments and stakes be placed and installed at the corners and angle points of the newly created parcel at 4703 U.S. Highway 10. The motion carried 5-1 (Holewa opposed). NEW BUSINESS – 8B MEMORANDUM DATE: January 26, 2015 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: Matthew Bachler, Associate Planner SUBJECT: Planning Case #14-035 Applicant: Frattallone’s Hardware Inc. Property Address: 1203 County Road E Request: Site Plan Review Requested Action Motion to approve Planning Case 14-035 for a Site Plan Review at 1203 County Road E to reduce the number of required parking spaces for the proposed use of the property, based on the findings of fact and the submitted plans, as amended by the five (5) conditions in the January 26, 2015, Report to the City Council. Background Frattallone’s Hardware Inc. recently purchased the property at 1203 County Road E in order to remodel the former furniture store building on the site for use as administrative offices and storage. The existing building is a one story split-level with 23,155 square feet of space on the main level and an additional 18,661 square feet in the basement area. Frattallone’s is proposing to renovate 12,770 square feet on the main floor for general office space and 8,746 square feet of space in the basement area for storage space for off-season items for the hardware store operations. The remaining 20,300 square feet in the building would remain unoccupied at this time. The renovations do not include alterations to the exterior of the site other than resurfacing and restriping the existing parking area. A fifteen-foot wide one way traffic lane is proposed with vehicles entering at the eastern access driveway and exiting at the west end of the parking lot. The property is located in the City’s B-2 General Business District. The Zoning Code requires that proposals for new construction, redevelopment of a site, and significant modifications to existing sites in this district to use the Planned Unit Development (PUD) process. However, City of Arden Hills City Council Meeting for January 26, 2015 P:\Planning\Planning Cases\2014\PC 14-035 - Site Plan Review - 1203 County Road E\Memos_14-035 Page 1 of 5 minor internal alterations to buildings and the maintenance of existing exterior feature such as façades, signage, landscaping, and parking lots are not considered to be significant modifications and are exempt from the PUD process. The City has also adopted design standards for properties in the B-2 District. The standards in this section only apply to building or site elements being developed or significantly altered and are not applicable in this case. Discussion The applicant has requested a Site Plan Review for a reduction in the number of required parking stalls for the proposed use of the building. Under the City’s Zoning Code, the number of spaces required for a specific use may be reduced through the Site Plan Review process if documentation can be provided that a lesser number of spaces will actually be needed. The Zoning Code requires that a minimum of one parking stall be provided for every 250 square feet of gross floor area for office uses. Based on the proposal for 12,770 square feet of office space, 51 stalls would be required. For warehousing uses, one stall is required per 1,000 square feet of floor area. The additional 8,746 square feet used for storage would require 9 stalls for a combined total 60 required parking spaces for both uses. The proposed site plan includes a total of 26 parking spaces for a parking deficiency of 34 stalls. Off Street Parking Requirements Office (1 stall/250 sq. ft. gross floor area) Warehousing (1 stall/1,000 sq. ft. floor area) Total Area 12,770 sq. ft. 8,746 sq. ft. Required Spaces 51 9 Total Required Spaces 60 Provided Spaces 26 Parking Deficiency 34 It is unclear the total number of existing stalls within the parking area because the striping of the lot has faded. As part of a variance request that was approved by the City in Planning Case 75- 009, the property was permitted a reduction in the required number of parking spaces from 89 to 41 stalls. However, as noted by the property owner in their application, in order to satisfy the City’s dimensional requirements for individual parking spaces, only 26 spaces can be accommodated within the boundaries of the existing parking lot. The applicant has provided a letter explaining why a reduced number of parking stalls will be sufficient for the proposed uses on the site (Attachment A). Frattallone’s intends to only have 13 administrative staff working at the site and does not foresee growing their staff to more than 25. City of Arden Hills City Council Meeting for January 26, 2015 P:\Planning\Planning Cases\2014\PC 14-035 - Site Plan Review - 1203 County Road E\Memos_14-035 Page 2 of 5 The applicant also does not expect the storage use to have an impact on the parking needs for the site. The storage area in the building will be used for keeping winter materials in the summer months and lawn and garden equipment during the winter. Loading and unloading of materials will only occur seasonally with little or no freight traffic for the remaining part of the year. The City Code typically requires that the difference in the number of spaces provided and those required be shown on the site plan as “proof of parking” that can be constructed if the need for additional spaces arises. The proposed site plan does not include a proof of parking area. Since this property is already fully developed, the additional 34 required parking stalls could not be accommodated on the site unless a portion of the existing building were to be taken down. Findings of Fact The Planning Commission reviewed Planning Case 14-035 at their regular meeting on January 7, 2015. Draft minutes from the meeting are included in Attachment E. The Planning Commission offers the following findings of fact for consideration: 1. The property at 1203 County Road E is located in the B-2 General Business District. 2. The existing building on the property is a one story split-level with 23,155 square feet of space on the main level and an additional 18,661 square feet in the basement area. 3. The owner is proposing to renovate 12,770 square feet on the main floor for general office space and 8,746 square feet of space in the basement area for storage use. 4. The remaining 20,300 square feet of space in the building will remain unoccupied. 5. The proposal does not include any significant modifications to the exterior of the site. 6. The proposal includes restriping the existing parking area with a total of twenty-six (26) parking stalls that are in conformance with the City’s dimensional standards. 7. The proposed site plan adequately addresses the Zoning Code requirements for internal traffic and circulation. 8. Based on the proposed mix of office and warehousing uses in the building, sixty (60) parking stalls would be required. 9. The proposed site plan has a deficiency of thirty-four (34) parking stalls. 10. Under the Zoning Code, the number of spaces required for a specific use may be reduced by the City Council if the property owner provides documentation that a lesser number of spaces will actually be needed than normally required. The difference in the number of spaces provided and those required needs be shown on the site plan as “proof of parking” and shall be constructed if and when the need for such additional spaces arises. 11. The applicant has stated that thirteen (13) administrative staff would work at the site and future staffing would not exceed twenty-five (25). The applicant also does not expect the proposed accessory warehousing use to have an impact on the parking needs for the site. 12. The proposed site plan does not include any proof of parking spaces. 13. The property is already developed and the required additional thirty-four (34) parking stalls could not be accommodated on the site. City of Arden Hills City Council Meeting for January 26, 2015 P:\Planning\Planning Cases\2014\PC 14-035 - Site Plan Review - 1203 County Road E\Memos_14-035 Page 3 of 5 14. In order to satisfy the Zoning Code parking requirements, parking stalls could be secured on a site within eight hundred (800) feet of the main entrance to the principal building. A properly drawn legal instrument between the parties would need to be executed and filed with the City and County, as determined by the City Attorney. Recommendation The Planning Commission reviewed this request and unanimously recommends approval of Planning Case 14-035 for a Site Plan Review at 1203 County Road E to reduce the number of required parking spaces for the proposed use of the property, based on the findings of fact and the submitted plans in the January 26, 2015, Report to the City Council, as amended by the following five (5) conditions: 1. The project shall be completed in accordance with the submitted plans 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. Final building plans shall be subject to approval by the City Building Official and the Fire Marshal prior to the issuance of a building permit. 3. If the property owner applies for building permits to remodel the remaining unoccupied area of the existing building, the City reserves the right to evaluate parking on the site at that time. 4. If it is determined that the provided off-street parking is not sufficient, the property owner will be required to construct an adequate number of parking stalls on the site or to secure off-site parking stalls located within eight hundred (800) feet of the main entrance to the building. Any agreement for use of off-site parking will be documented with a legal instrument approved by the City Attorney. 5. The property shall not be used for warehousing and distribution uses beyond the proposed storage for off-season items for the Frattallone’s Hardware Inc. store operations. Options 1. Approve the proposal as submitted. 2. Approve the proposal with conditions (Recommended Action). 3. Deny the application with reasons for denial. If the City denies the petitioners request, “…it must state in writing the reasons for the denial at the time it denies the request.” 4. Table for additional information. City of Arden Hills City Council Meeting for January 26, 2015 P:\Planning\Planning Cases\2014\PC 14-035 - Site Plan Review - 1203 County Road E\Memos_14-035 Page 4 of 5 Public Comments The City has not received any comment regarding this application. Deadline for Agency Actions The City of Arden Hills received the completed application for this request on December 1, 2014. Pursuant to Minnesota State Statute, the City must act on this request by January 30, 2015 (60 days), unless the City provides the petitioner with written reasons for an additional 60-day review period. The City may extend the review period beyond the 120 days, with the applicant’s permission. Attachments A. Land Use Application and Project Narrative B. Site and Aerial Maps C. Site Plan and Building Plans D. Planning Commission Report, January 7, 2015 E. Planning Commission Draft Minutes, January 7, 2015 City of Arden Hills City Council Meeting for January 26, 2015 P:\Planning\Planning Cases\2014\PC 14-035 - Site Plan Review - 1203 County Road E\Memos_14-035 Page 5 of 5 December 01, 2014 City of Arden Hills 1245 West Highway 96 Arden Hills, MN 55112 Attn: Matthew Bachler, Associate Planner Re: Site Plan Review for 1203 East County Road E Matthew, Enclosed is the Site Plan Review application for the property at 1203 East County Rd E owned by Frattallone’s Ace Hardware. The Owner intends to remodel the former furniture store building at this location for use as administrative offices for their retail hardware store chain. The existing building is a one storey split-level. The main level is 23,155 SF with an additional 18,661 SF of basement area. On the main level, 12,770 SF will be renovated into private offices with conference rooms, open office workstations, computer room, employee lounge, restrooms, etc… The remainder of the building will be minimally remodeled for use as seasonal storage. The entire building will be upgraded with a fire suppression system. The site, including the exterior façade, site lighting and parking lot, will remain primarily unchanged. The parking lot will be restriped and the parking space sizes will comply with code requirements. The existing parking lot cannot accommodate the number of parking spaces specified in the zoning code for an Office/Storage building of this size. The Owner does not intend to have more than 25 occupants in the building at any one time and therefore we request a reduction in the number of required parking spaces. Frattallone’s Ace Hardware will be relocating their current administrative staff of 13 from their Lexington retail store into this building. The remodeled space will be designed to accommodate up to 25 employees; which is the maximum growth they project over the next ten years. Sincerely, Jim Cox, AIA cc: Tom Frattallone Tom Greeninger Mike Frattallone Ron Riach Larry Frattallone attachments: 2014 Land Use Application Escrow Account Set Up Form $315 application fee + $630 escrow Afton Architect’s letter Owner’s letter Project drawings (1 set @ 22x34; 5 sets @ 11x17) City Council December 01, 2014 City of Arden Hills 1245 West Highway 96 Arden Hills, MN 55112 Council Members, I am Tom Frattallone and I am writing concerning the site plan review request for our property at 1203 County Road E. As the new owners, Frattallone’s Hardware Inc. plans to repurpose the building to house our offices, which are currently located in our retail store on Lexington Ave. As you are aware we are one of the oldest family owned businesses in the City of Arden Hills and wish to maintain our presence in the city. When we set out to find a spot to relocate our offices there were many opportunities open to us. Being a hardware company we were not looking for class A office space, and there is abundant class C space available throughout the Twin Cities. We looked at combining our offices with a mechanics shop/ warehouse in both Minneapolis and St. Paul, but decided that we wished to keep our staff in Arden Hills. We have at this time purchased a site in St. Paul for a combined mechanic shop, warehouse space, and retail store. We will not be using the County Road E site for retail or a mechanic shop. We believe that the use of this space will make us much more productive in our offices and in our store at Arden Plaza. We are planning to use roughly 12,000 square feet of the 41,000 square feet for office, computer-build, planning, document storage, and small group meeting rooms. We made these plans with low density in mind. We currently occupy 4000 square feet and need to make our offices and processes more functional; which this new space will accomplish. We request a reduction in the required number of parking spaces for this property. We plan to reuse the existing parking lot and are able to accommodate 26 parking spaces that meet city size requirements. We currently employ only 13 office staff; including all officers of the company. We do not anticipate growing our office staff beyond 25 in the foreseeable future. Some of our office staff is part time and some work remotely, so not all of these workers will be on site at the same time. We feel confident that the size of the current parking lot will be sufficient for our parking needs now and in the future. We also propose that the ancillary storage function at this site will have no effect on the number of parking spaces we need. We plan to store off-season items for our store operations. No trucks will stay on site and no shipping or warehouse employees will work out of this site. Shipments will arrive and leave seasonally using Frattallone’s trucks. Our driver will provide loading and unloading labor. Winter materials will be stored here all summer, and lawn and garden will be stored during the winter, so most of the year will have little or no freight traffic. This function will have no impact on employee density at this site. Frattallone’s Hardware has been a fixture in the City of Arden Hills for forty years, and we plan on continuing in the city. We are repurposing a building that has been vacant for 3 years and making it a functional asset to the city. We look forward to moving forward with this project as quickly as possible. Thank you, Tom Frattallone Cc: Sara Kelzenberg Tom Greeninger Ron Riach Larry Frattallone Mike Frattallone This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable. © Ramsey County Enterprise GIS 500.0 THIS MAP IS NOT TO BE USED FOR NAVIGATION NAD_1983_HARN_Adj_MN_Ramsey_Feet Feet500.00250.00 Planning Case 14-035 - 1203 County Road E 3,0001: Pl anni ng Case 14-035 - 1203 County Road E Ma p Dat e: De ce mb er 2 9, 2 014P:\G I S_Da ta \P la nning \P la nning C ase s\201 4\PC 14-03 5 Property Bound aryK County Road E X X X X X X W W E E E E E E E E E E OU O U O U E E E OU O U O U O U G G G G G G E E E E WOUTVTSTSGFOXE WE T L A N D MEMORANDUM DATE: January 7, 2015 PC Agenda Item 4.C TO: Planning Commission FROM: Matthew Bachler, Associate Planner SUBJECT: Planning Case #14-035 – No Public Hearing Required Applicant: Frattallone’s Hardware Inc. Property Address: 1203 County Road E Request: Site Plan Review Requested Action Frattallone’s Hardware Inc. has requested a Site Plan Review to allow for a reduction in the number of required parking spaces for the proposed office use at the property located at 1203 County Road E. Background 1. Overview of Request Frattallone’s Hardware Inc. recently purchased the property at 1203 County Road E with the intention of remodeling the former furniture store building on the site for use as administrative offices for their retail hardware chain. The existing building is a one story split-level with 23,155 square feet of space on the main level and an additional 18,661 square feet in the basement area. Frattallone’s is proposing to renovate 12,770 square feet on the main floor for general office space and an additional 8,746 square feet of space in the basement area for use as storage for off- season items for the hardware store operations. The remaining 20,300 square feet of space in the building would remain unoccupied at this time. The proposed renovations do not include any significant alterations to the exterior of the site other than resurfacing and restriping the existing parking area. A total of 26 parking spaces would be provided. A fifteen foot wide one way traffic lane is proposed with vehicles entering at the eastern access driveway and exiting at the west end of the parking lot. City of Arden Hills Planning Commission Meeting for January 7, 2015 P:\Planning\Planning Cases\2014\PC 14-035 - Site Plan Review - 1203 County Road E\Memos_14-035 Page 1 of 7 The applicant has requested a Site Plan Review for a reduction in the number of required parking stalls for the proposed use of the building. Under the City Zoning Code, the number of spaces required for a specific use may be reduced through the Site Plan Review process if documentation can be provided that a lesser number of spaces will actually be needed. Based on the proposed mix of uses 60 parking stalls would be required, 34 more than the number provided on the site plan. Frattallone’s intends to have only 13 administrative staff working at the site and does not foresee growing their office staff to more than 25. The applicant also does not expect the proposed accessory storage use to have an impact on the parking needs for the site. This area in the building will be used for storing winter materials in the summer months and lawn and garden equipment during the winter. Loading and unloading of materials will only occur seasonally with little or no freight traffic for the remaining part of the year. Frattallone’s would not maintain a regular warehousing staff on the site, therefore, off-street parking for this use in the building is not needed. The applicant has provided a letter explaining why a reduced number of parking stalls will be sufficient for the proposed use (Attachment A). A site plan and the construction plans for the office remodel have also been provided (Attachment C). 2. Surrounding Area: Direction Future Land Use Plan Zoning Existing Land Use North Community Mixed Use B-2 General Business District Light Industrial South Community Mixed Use B-2 General Business District Commercial, Office East Community Mixed Use B-2 General Business District Commercial, Multiple Family West Community Mixed Use B-2 General Business District Light Industrial 3. Site Data: Future Land Use Plan: Community Mixed Use Existing Land Use: Commercial Zoning: B-2 General Business District Size: 1.3 acres Topography: The elevation is generally flat Plan Evaluation 1. Section 1320 – District Provisions A. Allowable Uses (Section 1320.05) City of Arden Hills Planning Commission Meeting for January 7, 2015 P:\Planning\Planning Cases\2014\PC 14-035 - Site Plan Review - 1203 County Road E\Memos_14-035 Page 2 of 7 The proposed principal use of the building as office space is a permitted use in the B-2 General Business District. The secondary use of the property for storage of off-season equipment and materials for the hardware store chain is considered to be warehousing, which is a permitted accessory use and in the B-2 District. B. District Requirements (Section 1320.06) A complete evaluation of the setback and lot coverage requirements was not completed for this proposal as the only item under review is the proposed reduction in the number of required parking spaces. The existing property is not in compliance with the current Zoning Code regulations for the B-2 District due to structure coverage, impervious surface coverage, and an encroachment into the rear yard setback. The City Council approved Planning Case 75-009 in 1975 allowing for these variances on the property. C. Special Requirements for the B-2 General Business District (Section 1320.085) Section 1320.085 of the Zoning Code requires that proposals for new construction, redevelopment of a site, and significant modifications to existing sites in the B-2 District shall use the Planned Unit Development (PUD) process. Minor internal alterations to buildings and the replacement, maintenance, or repair of existing materials such as façades, signage, landscaping, and parking lots are not considered to be significant modifications and are exempt from the PUD process. 2. Section 1325 – General Regulations A. Additional Design Standards for New Development, Redevelopment, and Modifications to Existing Sites in the B-2 District (Section 1325.05, Subd. 8) The standards in this section only apply to building or site elements being developed or altered. Since the proposal includes only interior building alterations and the resurfacing of an existing parking area, the standards for building and parking design are not applicable in this case. B. Requirements for Parking, Loading, and Circulation (Section 1325.06) Area and Dimensions of Parking Spaces Parking stalls are required to be at least 9 feet in width and 18 feet in length. The proposed parking lot layout is in conformance with this requirement. Off Street Parking Spaces Required The Zoning Code requires that a minimum of one parking stall be provided for every 250 square City of Arden Hills Planning Commission Meeting for January 7, 2015 P:\Planning\Planning Cases\2014\PC 14-035 - Site Plan Review - 1203 County Road E\Memos_14-035 Page 3 of 7 feet of gross floor area for office uses. Based on the proposal for 12,770 square feet of office space, 51 stalls would be required. For warehousing uses, one stall is required per 1,000 square feet of floor area. The additional 8,746 square feet used for storage would require 9 stalls for a combined total 60 required parking spaces for both uses. The proposed site plan includes a total of 26 parking spaces. Off Street Parking Requirements Office (1 stall/250 sq. ft. gross floor area) Warehousing (1 stall/1,000 sq. ft. floor area) Total Area 12,770 sq. ft. 8,746 sq. ft. Required Spaces 51 9 Total Required Spaces 60 Provided Spaces 26 Parking Deficiency 34 It is unclear the total number of existing stalls within the parking area because the striping of the lot has faded. As part of the variance approved by the City in Planning Case 75-009, the property was permitted a reduction in the required number of parking spaces from 89 to 41 stalls. However, as noted by the property owner in the land use application, only 26 spaces that meet the City’s dimensional requirements can be accommodated within the existing parking lot. Reduction in Number of Required Spaces The number of spaces required for a specific use may be reduced by the City Council if the property owner provides documentation that a lesser number of spaces will actually be needed than normally required by the Zoning Code. The difference in the number of spaces provided and those required needs be shown on the site plan as “proof of parking” and shall be constructed if and when the need for such additional spaces arises. The proposed site plan does not include proof of parking. Since this property is already fully developed, the additional 34 required parking stalls could not be accommodated on the site unless a portion of the existing building were to be taken down. Traffic and Circulation Internal site traffic is required to be designed to avoid traffic hazards and accommodate pedestrians. The site plan depicts a fifteen foot wide one way traffic lane through the site with vehicles entering at the eastern access driveway. Parking stalls would be angled to ensure that traffic only exits at the west end of the parking lot. The proposal adequately addresses the Zoning Code requirements for internal traffic and circulation. City of Arden Hills Planning Commission Meeting for January 7, 2015 P:\Planning\Planning Cases\2014\PC 14-035 - Site Plan Review - 1203 County Road E\Memos_14-035 Page 4 of 7 2. Additional Review The City Engineer and Building Inspector have reviewed the project and have not expressed any objections to the proposal. Building permits will be required and all Building and Fire Code requirements will need to be met. Findings of Fact Staff offers the following findings of fact for review: 1. The property at 1203 County Road E is located in the B-2 General Business District. 2. The existing building on the property is a one story split-level with 23,155 square feet of space on the main level and an additional 18,661 square feet in the basement area. 3. The owner is proposing to renovate 12,770 square feet on the main floor for general office space and 8,746 square feet of space in the basement area for storage use. 4. The remaining 20,300 square feet of space in the building will remain unoccupied. 5. The proposal does not include any significant modifications to the exterior of the site. 6. The proposal includes restriping the existing parking area with a total of twenty-six (26) parking stalls that are in conformance with the City’s dimensional standards. 7. The proposed site plan adequately addresses the Zoning Code requirements for internal traffic and circulation. 8. Based on the proposed mix of office and warehousing uses in the building, sixty (60) parking stalls would be required. 9. The proposed site plan has a deficiency of thirty-four (34) parking stalls. 10. Under the Zoning Code, the number of spaces required for a specific use may be reduced by the City Council if the property owner provides documentation that a lesser number of spaces will actually be needed than normally required. The difference in the number of spaces provided and those required needs be shown on the site plan as “proof of parking” and shall be constructed if and when the need for such additional spaces arises. 11. The applicant has stated that thirteen (13) administrative staff would work at the site and future staffing would not exceed twenty-five (25). The applicant also does not expect the proposed accessory warehousing use to have an impact on the parking needs for the site. 12. The proposed site plan does not include any proof of parking spaces. 13. The property is already developed and the required additional thirty-four (34) parking stalls could not be accommodated on the site. 14. In order to satisfy the Zoning Code parking requirements, parking stalls could be secured on a site within eight hundred (800) feet of the main entrance to the principal building. A properly drawn legal instrument between the parties would need to be executed and filed with the City and County, as determined by the City Attorney. City of Arden Hills Planning Commission Meeting for January 7, 2015 P:\Planning\Planning Cases\2014\PC 14-035 - Site Plan Review - 1203 County Road E\Memos_14-035 Page 5 of 7 Recommendation Staff is generally supportive of the request for a reduction in the required number of parking spaces on the site. As a result of how the property was developed, the existing conditions pose a challenge for repurposing the former furniture store building. The total amount of building floor area is not proportional to the size of the parking lot and there are very few uses that could occupy the building and provide the required number of parking spaces in the Zoning Code. Staff believes it is reasonable not to require the nine parking spaces required for the proposed warehousing use given that the space will be used for seasonal storage. The request for fewer parking stalls for the office use is also reasonable considering the small number of administrative staff that will be working in the building. Ultimately, the City Council will determine if the proposed number of stalls is adequate or if additional off-street parking is needed. If the Planning Commission recommends approval of this request, staff recommends the following five conditions: 1. The project shall be completed in accordance with the submitted plans 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. Final building plans shall be subject to approval by the City Building Official and the Fire Marshal prior to the issuance of a building permit. 3. If the property owner applies for building permits to remodel the remaining unoccupied area of the existing building, the City reserves the right to evaluate parking on the site at that time. 4. If it is determined that the provided off-street parking is not sufficient, the property owner will be required to construct an adequate number of parking stalls on the site or to secure off-site parking stalls located within eight hundred (800) feet of the main entrance to the building. Any agreement for use of off-site parking will be documented with a legal instrument approved by the City Attorney. 5. The property shall not be used for warehousing and distribution uses beyond the proposed storage for off-season items for the Frattallone’s Hardware Inc. store operations. Options 1. Recommend Approval with Conditions: Motion to recommend approval of Planning Case 14-035 for a Site Plan Review at 1203 County Road E to reduce the number of required parking spaces for the proposed use of the property, based on the findings of fact and the submitted plans, as amended by the five (5) conditions in the January 7, 2015, Report to the Planning Commission. City of Arden Hills Planning Commission Meeting for January 7, 2015 P:\Planning\Planning Cases\2014\PC 14-035 - Site Plan Review - 1203 County Road E\Memos_14-035 Page 6 of 7 2. Recommend Approval as Submitted: Motion to recommend approval of Planning Case 14- 035 for a Site Plan Review at 1203 County Road E to reduce the number of required parking spaces for the proposed use of the property, based on the findings of fact and the submitted plans in the January 7, 2015, Report to the Planning Commission. 3. Recommend Denial: Motion to recommend denial of Planning Case 14-035 for a Site Plan Review at 1203 County Road E to reduce the number of required parking spaces for the proposed use of the property based on the following findings of fact… 4. Table: Motion to table Planning Case 14-035 for a Site Plan Review at 1203 County Road E to reduce the number of required parking spaces for the proposed use of the property: a specific reason and/or information request should be included with a motion to table. Notice Although a Site Plan Review does not require a public hearing, a public meeting notice was prepared by the City and mailed to property owners within three-hundred fifty (350) feet of the subject property. Public Comments The City has not received any comment regarding this application. Deadline for Agency Actions The City of Arden Hills received the completed application for this request on December 1, 2014. Pursuant to Minnesota State Statute, the City must act on this request by January 30, 2015 (60 days), unless the City provides the petitioner with written reasons for an additional 60-day review period. The City may extend the review period beyond the 120 days, with the applicant’s permission. Attachments A. Land Use Application and Project Narrative B. Site and Aerial Maps C. Site Plan and Building Plans City of Arden Hills Planning Commission Meeting for January 7, 2015 P:\Planning\Planning Cases\2014\PC 14-035 - Site Plan Review - 1203 County Road E\Memos_14-035 Page 7 of 7 Approved: CITY OF ARDEN HILLS, MINNESOTA PLANNING COMMISSION WEDNESDAY, JANUARY 7, 2015 6:30 P.M. - ARDEN HILLS CITY HALL C. Planning Case 14-035; Site Plan Review – 1203 County Road E – Not a Public Hearing Associate Planner Bachler stated that Frattallone’s Hardware Inc. recently purchased the property at 1203 County Road E with the intention of remodeling the former furniture store building on the site for use as administrative offices for their retail hardware chain. The existing building is a one story split-level with 23,155 square feet of space on the main level and an additional 18,661 square feet in the basement area. Frattallone’s is proposing to renovate 12,770 square feet on the main floor for general office space and an additional 8,746 square feet of space in the basement area for use as storage for off-season items for the hardware store operations. The remaining 20,300 square feet of space in the building would remain unoccupied at this time. The proposed renovations do not include any significant alterations to the exterior of the site other than resurfacing and restriping the existing parking area. A total of 26 parking spaces would be provided. A fifteen foot wide one way traffic lane is proposed with vehicles entering at the eastern access driveway and exiting at the west end of the parking lot. Associate Planner Bachler indicated that the applicant has requested a Site Plan Review for a reduction in the number of required parking stalls for the proposed use of the building. Under the City Zoning Code, the number of spaces required for a specific use may be reduced through the Site Plan Review process if documentation can be provided that a lesser number of spaces will actually be needed. Based on the proposed mix of uses 60 parking stalls would be required, 34 more than the number provided on the site plan. Associate Planner Bachler reported that Frattallone’s intends to have only 13 administrative staff working at the site and does not foresee growing their office staff to more than 25. The applicant also does not expect the proposed accessory storage use to have an impact on the parking needs for the site. This area in the building will be used for storing winter materials in the summer months and lawn and garden equipment during the winter. Loading and unloading of materials will only occur seasonally with little or no freight traffic for the remaining part of the year. Frattallone’s would not maintain a regular warehousing staff on the site; therefore, off-street parking for this use in the building is not needed. Site Data Future Land Use Plan: Community Mixed Use Existing Land Use: Commercial Zoning: B-2 General Business District Current Lot Sizes: 1.3 acres ARDEN HILLS PLANNING COMMISSION – January 7, 2015 2 Topography: The elevation is generally flat Associate Planner Bachler reviewed the surrounding area and the Plan Evaluation. Associate Planner Bachler provided the following Findings of Fact for review: 1. The property at 1203 County Road E is located in the B-2 General Business District. 2. The existing building on the property is a one story split-level with 23,155 square feet of space on the main level and an additional 18,661 square feet in the basement area. 3. The owner is proposing to renovate 12,770 square feet on the main floor for general office space and 8,746 square feet of space in the basement area for storage use. 4. The remaining 20,300 square feet of space in the building will remain unoccupied. 5. The proposal does not include any significant modifications to the exterior of the site. 6. The proposal includes restriping the existing parking area with a total of twenty-six (26) parking stalls that are in conformance with the City’s dimensional standards. 7. The proposed site plan adequately addresses the Zoning Code requirements for internal traffic and circulation. 8. Based on the proposed mix of office and warehousing uses in the building, sixty (60) parking stalls would be required. 9. The proposed site plan has a deficiency of thirty-four (34) parking stalls. 10. Under the Zoning Code, the number of spaces required for a specific use may be reduced by the City Council if the property owner provides documentation that a lesser number of spaces will actually be needed than normally required. The difference in the number of spaces provided and those required needs be shown on the site plan as “proof of parking” and shall be constructed if and when the need for such additional spaces arises. 11. The applicant has stated that thirteen (13) administrative staff would work at the site and future staffing would not exceed twenty-five (25). The applicant also does not expect the proposed accessory warehousing use to have an impact on the parking needs for the site. 12. The proposed site plan does not include any proof of parking spaces. 13. The property is already developed and the required additional thirty-four (34) parking stalls could not be accommodated on the site. 14. In order to satisfy the Zoning Code parking requirements, parking stalls could be secured on a site within eight hundred (800) feet of the main entrance to the principal building. A properly drawn legal instrument between the parties would need to be executed and filed with the City and County, as determined by the City Attorney. Associate Planner Bachler stated that staff is generally supportive of the request for a reduction in the required number of parking spaces on the site. As a result of how the property was developed, the existing conditions pose a challenge for repurposing the former furniture store building. The total amount of building floor area is not proportional to the size of the parking lot and there are very few uses that could occupy the building and provide the number of parking spaces required by the Zoning Code. Staff believes it is reasonable not to require the nine parking spaces required for the proposed warehousing use given that the space will be used for seasonal storage. The request for fewer parking stalls for the office use is also reasonable considering the small number of administrative staff that will be working in the building. Ultimately, the City Council will determine if the proposed number of stalls is adequate or if additional off-street parking is needed. If the ARDEN HILLS PLANNING COMMISSION – January 7, 2015 3 Planning Commission recommends approval of this request, staff recommends the following five conditions: 1. The project shall be completed in accordance with the submitted plans 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. Final building plans shall be subject to approval by the City Building Official and the Fire Marshal prior to the issuance of a building permit. 3. If the property owner applies for building permits to remodel the remaining unoccupied area of the existing building, the City reserves the right to evaluate parking on the site at that time. 4. If it is determined that the provided off-street parking is not sufficient, the property owner will be required to construct an adequate number of parking stalls on the site or to secure off-site parking stalls located within eight hundred (800) feet of the main entrance to the building. Any agreement for use of off-site parking will be documented with a legal instrument approved by the City Attorney. 5. The property shall not be used for warehousing and distribution uses beyond the proposed storage for off-season items for the Frattallone’s Hardware Inc. store operations. Associate Planner Bachler reviewed the options available to the Planning Commission on this matter: 1. Recommend Approval with Conditions 2. Recommend Approval as Submitted. 3. Recommend Denial 4. Table Chair Thompson opened the floor to Commissioner comments. Commissioner Zimmerman asked if the reconfiguration and work proposed for County Road E would impact this property. Associate Planner Bachler understood that the County Road E improvements would include tree plantings and light fixtures in front of the property at 1203 County Road E. He noted the project includes a sidewalk up to the property line but not across the property. He explained that the improvements would be cost shared between the County, City and the benefiting property owners. Sarah Kalzenberg, Afton Architects, discussed the plans Frattallone’s had for the property. She explained that the one-way traffic would improve the traffic flow while reducing the number of curb cuts along County Road E. She believed this would improve safety as well. She reported that Frattallone’s was proposing to have 25 office spaces, but only had 13 staff members at this time. Commissioner Jones questioned if the building had a loading dock. ARDEN HILLS PLANNING COMMISSION – January 7, 2015 4 Ms. Kalzenberg commented the site had an existing loading dock and noted the property would not be used as a distribution center. She indicated that goods would only be brought to and from the site twice a year. Councilmember Holmes asked if the reduction in the required number of parking spaces would only be for the proposed use or if would remain with the property. Associate Planner Bachler stated he would need to speak with the City Attorney regarding this. Councilmember Holmes stated that a sidewalk could be placed directly adjacent to the road to allow for a continuous sidewalk along County Road E. It was her understanding that the Public Works Director did not support this suggestion. She believed the lights and trees could be placed along the sidewalk. Associate Planner Bachler understood that Public Works Director Maurer believed it would be difficult to accommodate a sidewalk on the property. Commissioner Zimmerman was pleased that Frattallone’s was willing to stay and invest in Arden Hills. He discussed the importance of the County Road E corridor and the B-2 Zoning District. He wanted to see a continuous sidewalk and landscaping through the corridor. Commissioner Jones questioned if vehicles could park on the east side of the building. Chair Thompson suggested that staff speak with the applicant and discuss ways that the parking lot could be reconfigured in order to allow for enough parking, while allowing for the sidewalk to be completed. Commissioner Holewa moved and Commissioner Hames seconded a motion to recommend approval of Planning Case 14-035 for a Site Plan Review at 1203 County Road E based on the findings of fact and the submitted plans, as amended by the five (5) conditions in the January 7, 2015, report to the Planning Commission. The motion carried unanimously (6- 0). Page 1 of 1 DATE: January 26, 2015 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: Terry Maurer, Public Works Director SUBJECT: 2015 PMP Final Plans and Specifications Elfering and Associates Proposal Requested Action Accept the proposal from Elfering and Associates to assist John Anderson, Assistant City Engineer, with the preparation of plans and specifications and the bidding process for the 2015 PMP (Crystal/Venus and Grant/Noble/Lake. Lane neighborhoods combined for bidding purposes) at hourly rates not to exceed $160,000 in total cost. Background/Discussion Now that plans and specifications have been ordered by the Council for both the Crystal/Venus and Grant /Noble/Lake Lane neighborhoods, it is staff’s intent to combine the two projects for bidding purposes. Staff believes this will make a larger project and enhance the opportunity for a competitive bid. Assistant City Engineer John Anderson will be leading the preparation of the final plans and specifications. However, as with the Feasibility Reports, he will need help from a consultant to assist with this work. John has discussed his needs with Elfering and Associates and asked them for the attached hourly proposal. The maximum amount of the proposal is $160,000 on an hourly basis to be directed by John. Elfering and Associates have provided similar services on past projects such as the 2013 PMP and the Round Lake Road Improvement. Staff recommends accepting the proposal from Elfering and Associates with a maximum cost not to exceed $160,000. Attachment Attachment A: Letter Proposal from Elfering and Associates dated January 16, 2015 UNFINISHED BUSINESS - 9A MEMORANDUM