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Home My WebLink About02-09-15-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, Regular City Council December 15, 2014, City Council Work Session January 5, 2015, Special City Council Work Session January 12, 2015, Special City Council Work Session January 12, 2015, Regular City Council 12 -08 -14 R.PDF, 12 -15 -14 -WS.PDF, 01 -05 -15 -WS.PDF, 01 -12 -15 - WS.PDF, 01 -12 -15 -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 PULLED CONSENT ITEMS Those items that are pulled from the Consent Calendar will be removed from the general order of business and considered separately in its normal sequence on the agenda. PUBLIC HEARINGS Under this Public Hearing section, citizens have an opportunity to discuss ideas regarding TCAAP development. Please be sure to complete a "Request to Appear before City Council" form (available at the back table). Completed forms may be given to the City Clerk. TCAAP Development Discussion Opportunity For Residents Mayor Grant MEMO.PDF NEW BUSINESS County Road E Bid Award A.County Road E Bid Award Award Contract Approve Cooperative Agreement with Ramsey County Approve Elfering and Associates Contract for Construction Services Terry Maurer, Public Works Director MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDF, ATTACHMENT C.PDF, ATTACHMENT D.PDF, ATTACHMENT E.PDF UNFINISHED BUSINESS COUNCIL COMMENTS ADJOURN Mayor: David Grant Councilmembers: Brenda Holden Fran Holmes Dave McClung Robert Woodburn Regular City Council Agenda February 9, 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: 6. 7. 7.A. Documents: 8. 8.A. Documents: 9. 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, Regular City CouncilDecember 15, 2014, City Council Work SessionJanuary 5, 2015, Special City Council Work SessionJanuary 12, 2015, Special City Council Work SessionJanuary 12, 2015, Regular City Council12-08 -14 R.PDF, 12 -15 -14 -WS.PDF, 01 -05 -15 -WS.PDF, 01 -12 -15 -WS.PDF, 01 -12 -15 -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 PULLED CONSENT ITEMS Those items that are pulled from the Consent Calendar will be removed from the general order of business and considered separately in its normal sequence on the agenda. PUBLIC HEARINGS Under this Public Hearing section, citizens have an opportunity to discuss ideas regarding TCAAP development. Please be sure to complete a "Request to Appear before City Council" form (available at the back table). Completed forms may be given to the City Clerk. TCAAP Development Discussion Opportunity For Residents Mayor Grant MEMO.PDF NEW BUSINESS County Road E Bid Award A.County Road E Bid Award Award Contract Approve Cooperative Agreement with Ramsey County Approve Elfering and Associates Contract for Construction Services Terry Maurer, Public Works Director MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDF, ATTACHMENT C.PDF, ATTACHMENT D.PDF, ATTACHMENT E.PDF UNFINISHED BUSINESS COUNCIL COMMENTS ADJOURN Mayor:David Grant Councilmembers:Brenda Holden Fran HolmesDave McClungRobert Woodburn Regular City Council Agenda February 9, 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: 6. 7. 7.A. Documents: 8. 8.A. Documents: 9. 10. Page 1 of 1 DATE: February 9, 2015 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: Jill Hutmacher, Community Development Director SUBJECT: TCAAP Update Staff has met with Ramsey County and Kimley Horn to discuss the fit test which will be primarily comprised of two components: 1. An analysis of what could be built based on the current market, recent residential developments, and the requirements of the draft TCAAP Redevelopment Code (TRC). 2. An analysis of what could be built that would meet the City Council’s vision for TCAAP, but that would need additional flexibility from zoning regulations in the draft TRC. Assuming that the City Council tentatively approves the draft TRC in late February, Kimley Horn believes they would be prepared to present findings to the City Council in mid - to late- March. Upcoming Meetings February 24 and 25, Special Work Session at 6:00 pm, Council Chambers  Final Review of TCAAP Redevelopment Code STAFF COMMENTS – 3A MEMORANDUM Approved: CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING DECEMBER 8, 2014 7:00 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor David Grant called to order the regular City Council meeting at 7:00 p.m. Present: Mayor David Grant, Councilmembers Brenda Holden, Fran Holmes, 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; Assistant City Engineer John Anderson; Community Development Director Jill Hutmacher; and City Planner Ryan Streff PLEDGE OF ALLEGIANCE 1. APPROVAL OF AGENDA MOTION: Councilmember Holmes moved and Councilmember Holden seconded a motion to approve the meeting agenda as presented. The motion carried unanimously (5-0). 2. PUBLIC INQUIRIES/INFORMATIONAL Steve Gericke, 1840 West County Road E, explained he came before the Council four months ago regarding his water bill. He indicated he received no response from the City to date and questioned if the Council or staff could provide him with a response. He questioned why the City had dropped the senior rate. Mayor Grant requested staff to respond to Mr. Gericke as soon as possible. He also requested staff to copy the City Council with the response. Director of Finance and Administrative Services stated that she would follow-up with Mr. Gericke. ARDEN HILLS CITY COUNCIL – DECEMBER 8, 2014 2 3. STAFF COMMENTS A. TCAAP Update Community Development Director Hutmacher stated staff and consultants are scheduling work for the regulations and policies component of the master planning process. The following schedule allows for City Council adoption of the TCAAP Redevelopment Code (TRC) by the end of February. Approval of the Comprehensive Plan Amendment could occur either on February 23, 2015, or shortly thereafter. December 8, 2014, Special Work Session at 5:30 pm, Community Room  Preview of Infrastructure Open House scheduled for December 9, 2014  Master Plan Document December 15, 2014, Regular Work Session at 5:00 pm, Council Chambers  Panel Discussion with Multi-Family Developers  Town Center and Neighborhood Transition Zoning  Multi-Family Design Standards January 5, 2015, Special Work Session at 6:30 pm (following JDA meeting), Council Chambers  Design Standards for Retail, Office, Flex Office and Gateway Districts  Exterior Materials January 12, 2015, Special Work Session at 5:30 pm, Community Room  Preliminary Plat Review (Infrastructure)  Final Review Chapters 6-7 (Building Site Development Standards, Building Design Standards) January 20, 2015, Regular Work Session at 5:00 pm, Council Chambers  JDA Approval Process  Final Review Chapters 1-3 (Introduction, Components of the Code, Administration)  Ramsey County Response to Draft TRC and Future Land Use Map January 26, 2015, Special Work Session at 5:30 pm, Community Room  Final Review Future Land Use Map  Final Review Chapters 4-5 (Definitions, Permitted Uses) 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) o Final Comments and Revisions February 17, 2015, Regular Work Session at 5:00 pm, Council Chambers  Comprehensive Plan Amendment Discussion ARDEN HILLS CITY COUNCIL – DECEMBER 8, 2014 3 February 18, 2015, Special Planning Commission meeting at 6:30 pm, Council Chambers  Public Hearings o Final Master Plan document o TCAAP Redevelopment Code o Future Land Use Map February 23, 2015, Regular Meeting at 7:00 pm, Council Chambers  Approval of Master Plan  Adoption of TRC Community Development Director Hutmacher explained that additional regular meetings and special work sessions may be scheduled to discuss regulations and policies, the infrastructure study, and other TCAAP issues. 4. APPROVAL OF MINUTES A. October 13, 2014, City Council Work Session B. October 27, 2014, City Council Work Session C. October 27, 2014, Regular City Council Meeting D. November 3, 2014, City Council Work Session MOTION: Councilmember Holmes moved and Councilmember Werner seconded a motion to approve the October 13, 2014, City Council work session minutes, October 27, 2014, City Council work session minutes, October 27, 2014, regular City Council meeting minutes; and November 3, 2014, City Council work session minutes as presented. The motion carried unanimously (5-0). 5. CONSENT CALENDAR A. Motion to Approve Consent Agenda Item - Claims and Payroll B. Motion to Approve Ordinance 2014-006 Adopting the 2015 Fee Schedule and Authorizing the Publication of the Ordinance Summary C. Motion to Approve 2015 Liquor License Renewals D. Motion to Approve 2015 Tobacco License Renewals E. Motion to Adopt Resolution 2014-067 Establishing Service Fee Charge for 2015 Residential Curbside Recycling Program F. Motion to Approve Pay Estimate for Round Lake Road #6 G. Motion to Adopt Resolution 2014-061 Receiving the Feasibility Report and Ordering the Public Hearing for the Venus/Crystal Neighborhood Improvement (2015 PMP) H. Motion to Adopt Resolution 2014-062 Receiving the Feasibility Report and Ordering the Public Hearing for the Grant, Noble, and Lake Lane Improvement (2015 PMP) MOTION: Councilmember Holmes moved and Councilmember Holden seconded a motion to approve the Consent Calendar as presented and to authorize ARDEN HILLS CITY COUNCIL – DECEMBER 8, 2014 4 execution of all necessary documents contained therein. The motion carried unanimously (5-0). 6. PULLED CONSENT ITEMS None. 7. PUBLIC HEARINGS A. TCAAP Development Discussion Opportunity for Residents Mayor Grant stated that under the Public Hearing section, citizens have an opportunity to discuss ideas regarding the TCAAP development. Mayor Grant opened the public hearing at 7:11 p.m. With no one coming forward to speak, Mayor Grant closed the public hearing at 7:12 p.m. B. Truth-In-Taxation Hearing Director of Finance and Administrative Services Iverson provided the Council with a presentation on the 2015 budget and tax levy. She described the notices that were published for the Truth-In -Taxation Hearing and noted that tonight’s presentation was available on the City’s website. She then explained why property tax levels varied from year to year, due in part to property values, school district referendums, and special assessments, in addition to changes in federal and state law. Director of Finance and Administrative Services Iverson reported that property values in Arden Hills were on the rise. She discussed how this would impact the median value homeowner with the proposed 5.05% tax levy increase for 2015. She provided comment on the property tax valuation paperwork that was sent to each Arden Hills’ property owner from Ramsey County. How the City’s tax levies have changed from 2008 to 2015, along with how tax dollars are divided between the City, County, school district and other agencies was reviewed. Director of Finance and Administrative Services Iverson explained how property taxes were spent by the City for public safety, public works, parks and recreation, and other governmental expenses. She provided a tax rate comparison between Arden Hills and other communities in Ramsey County. She commended the Council for their work in keeping the City’s tax rate low. Revenues and expenditures for 2015 were reviewed. She presented the key budget elements and noted the contracted expense for fire, police and dispatch services were all rising by approximately 5% in 2015. She asked for questions or comments from the Council. Councilmember Holden questioned why the fire contract was proposed to increase so dramatically in 2015. Director of Finance and Administrative Services Iverson reported this was the final year of the implementation for the duty crew. The City would now have a 24 hour, seven day a week, full- time fire department. ARDEN HILLS CITY COUNCIL – DECEMBER 8, 2014 5 Mayor Grant opened the public hearing at 7:46 p.m. Mr. Gericke was pleased that the City has been able to keep the levy increases over the past several years at or around 3%. He questioned if residents would be responsible for any expenses within TCAAP. Mayor Grant responded that the expenses to develop TCAAP would be billed back to the future developers of TCAAP. Chuck Martinsdale, 3473 Lake Johanna Boulevard, discussed the continued increases for the police and fire departments. He questioned if these expenses were audited. Councilmember Holden explained that the fire department’s finances were audited on a yearly basis. She reported the fire department had three contributing cities which included Shoreview, North Oaks and Arden Hills. Further discussion ensued regarding the concerns Councilmember Holden has with the fire departments expenses. Mayor Grant believed that the Lake Johanna Fire Department was a value for residents when compared to other fire departments. Mr. Martinsdale thanked Ms. Iverson for the thorough report she provided to the residents. Councilmember McClung discussed the cost savings that the City would receive after the fire department duty crew was fully staffed. Mayor Grant closed the public hearing at 8:01 p.m. C. Resolution 2014-066, Adopting and Confirming Quarterly Special Assessments for Delinquent Utilities Director of Finance and Administrative Services Iverson stated that the City confirms delinquent utilities on a quarterly basis. She explained that all property owners with outstanding balances were sent a notice from the City. Those who have not made payment would have their outstanding balance assessed to their property taxes through Ramsey County with an 8% penalty. Staff recommended that the Council adopt a resolution confirming the quarterly special assessments. Mayor Grant opened the public hearing at 8:03 p.m. Chris Sears, 3815 New Brighton Road, indicated that he is a new resident in Arden Hills. He stated that after he purchased his home, he learned it had a delinquent utility balance. He has discussed this matter with staff and the previous homeowners. He questioned how he could get this balance paid so as not to have it assessed to his property taxes. Director of Finance and Administrative Services Iverson recommended that Mr. Sears use his escrow account from closing to pay off the outstanding utility balance prior to the end of December as this would ensure the outstanding balance was not assessed to the property. ARDEN HILLS CITY COUNCIL – DECEMBER 8, 2014 6 With no one else coming forward to speak, Mayor Grant closed the public hearing at 8:06 p.m. MOTION: Councilmember Holden moved and Councilmember McClung seconded a motion to adopt Resolution #2014-066 – Certifying the List of Delinquent Utility Accounts to Ramsey County. Councilmember McClung expressed frustration that so many of his fellow Arden Hills residents were delinquent on their utility accounts. He recommended that an article on this issue be placed in an upcoming City newsletter. Councilmember Holden agreed that residents should be paying their bills; however, the City was collecting an 8% penalty on all of the outstanding bills. The motion carried (5-0). 8. NEW BUSINESS A. Adoption of the 2015 Budget and Tax Levy Director of Finance and Administrative Services Iverson recommended that the Council adopt the 2015 Budget and Tax Levy. Councilmember Holden asked about the proposed cost of living adjustment (COLA) for employees. Director of Finance and Administrative Services Iverson stated that the proposed budget includes a 2% COLA for non-union employees. She noted that a 1.5% COLA would reduce the levy by $4,518. MOTION: Councilmember McClung moved and Councilmember Holmes seconded a motion to approve Resolution #2014-063 – Adopting the 2015 Budget in the amount of $17,829,554. Councilmember McClung stated that he was not happy about the increases in public safety; however, there is nothing the Council can do. He explained that he could support a 2.6% increase in the levy to cover the public safety increases, but he would not be able to support a levy increase beyond this amount. He reported that if a 2.6% levy increase were approved, this would leave the City with a $95,173 shortfall that would need to be covered by reserves or excess from the 2014 budget. He suggested that the Council support the budget at the reduced level. Councilmember Holmes explained that in the past the excess from a budget has been placed in the Capital Reserve Fund. She believed that these funds were needed to ensure street improvements and utility projects could continue to move forward in the City. For this reason, she would not support the reduced levy amount. She requested that the Council move forward with the 5.05% levy as recommended by staff. ARDEN HILLS CITY COUNCIL – DECEMBER 8, 2014 7 Mayor Grant commented that as the City ages, infrastructure improvements are becoming more necessary and are quite costly. Councilmember McClung indicated that the PIR fund had a healthy balance at this time to cover the projects planned for the coming years. Mayor Grant proposed the Council discuss this further as he could not support a 5% tax levy increase either. Councilmember Holden asked if staff had posted for the Parks and Recreation Programmer position. She questioned whether staff anticipated any additional salary savings in 2015. Director of Finance and Administrative Services Iverson stated that this position had been posted. She indicated that the staffing changes in Parks and Recreation should result in a savings of about $20,000 and that no additional savings in salaries was anticipated. Mayor Grant suggested that the finance intern position be removed from the budget. He believed that the department would become more efficient with the new finance software and electronic bill-pay coming on line. Director of Finance and Administrative Services Iverson commented that this would provide the Council with a gross savings of $17,224 on the overall City budgets. Councilmember Holden asked if the engineering intern was included in the 2015 budget. Director of Finance and Administrative Services Iverson indicated that this position had been included. Public Works Director Maurer discussed the work that was planned for the engineering intern in 2015. AMENDMENT: Mayor Grant moved and Councilmember McClung seconded a motion to remove the Finance Department Intern Position from the 2015 Budget. Councilmember Holmes supported the finance intern position, especially with the TCAAP development moving forward. The amendment failed 2-2-1 (Holmes and Werner opposed) (Holden abstained). Councilmember Holden supported the COLA increase at 1.5%. AMENDMENT: Councilmember Holden moved and Councilmember Holmes seconded a motion setting the Cost of Living Adjustment at 1.5% for 2015. ARDEN HILLS CITY COUNCIL – DECEMBER 8, 2014 8 Councilmember Holmes stated that because the compensation study was not yet complete, she supported the 1.5% COLA. The amendment carried 4-1 (McClung opposed). Councilmember Holden recommended that the HSA contributions to employee accounts be capped at $2,000. AMENDMENT: Councilmember Holden moved and Mayor Grant seconded a motion capping the HSA contribution by the City for each employee to $2,000 in 2015. The amendment carried (5-0). Councilmember Holden thanked staff for their efforts on the budget. She understood that the majority of the budget increases were related to public safety. She did not believe that any FTE’s should be cut due to the high cost to attract and re-train employees. Mayor Grant commented that the Council has been discussing the 2015 budget since June of this year. He reported that after months and months of work, the Council was still trying to make cuts. Councilmember Holden questioned who would complete the work of the finance intern if the position were eliminated. Director of Finance and Administrative Services Iverson discussed the duties of each member within the Finance Department. It was her hope that new software programs would assist her department in streamlining several different processes. Councilmember Holden asked if the intern was serving both the finance and administrative departments. She asked how much more scanning work needed to be completed. Director of Finance and Administrative Services Iverson stated that this was the case and stated that there was a great deal of scanning work that remained. AMENDMENT: Councilmember Holden moved and Mayor Grant seconded a motion to add a .75 FTE for the Finance and Administrative Services department for 2015 for the purpose of scanning documents. Mayor Grant withdrew his second to the motion. The amendment failed for lack of a second. AMENDMENT: Councilmember Holden moved and Mayor Grant seconded a motion reducing the proposed Finance and Administrative Services department intern position from a .75 FTE to .25 FTE. The amendment carried 3-2 (Holmes and McClung opposed). Director of Finance and Administrative Services reviewed how the budget would be impacted by the Council’s budget amendments. ARDEN HILLS CITY COUNCIL – DECEMBER 8, 2014 9 Further discussion ensued regarding the budget and where it stands at this point, given the amendments proposed by the Council. City Administrator Klaers proposed that the Council use reserves to balance the budget. Director of Finance and Administrative Services reported that the Council has reduced the budget by $20,374 through the budget amendments approved this evening. This would make the 2015 budget amount to be approved to be $17,809,180. The amended motion carried 4-1 (McClung opposed). MOTION: Councilmember Holmes moved and Mayor Grant seconded a motion to approve Resolution #2014-064 – Setting the Final Levy to Taxes Payable in 2015 to be $3,401,576. Councilmember McClung proposed an amendment to the levy and that the increase be capped at 2.6% with the remaining unallocated budget amount to be funded by reserves. AMENDMENT: Councilmember McClung moved and Councilmember Holmes seconded a motion capping the 2015 tax levy be $3,345,775 with the remaining unallocated budget amount to be funded by reserves. Mayor Grant estimated that the City would need approximately $70,000 in reserves to cover the budget shortfall. Director of Finance and Administrative Services explained that the tax levy would be decreased to $3,345,775. She reported that the amount that would be needed from reserves would be $74,799. Councilmember McClung indicated that the City has had overages for the last three years. He believed that this overage should be used to assist with budget expenses in order to reduce the tax levy amount. Mayor Grant commented that he could support the use of $30,000-35,000 in reserve funds but not $75,000. Councilmember Holmes agreed stating that she did not believe it made sense to balance a budget through reserves. She believed that the overage should be placed in the PIR fund. She indicated that residents wanted their streets improved and were willing to pay higher taxes in order for this work to get done. Councilmember Holden suggested that $50,000 be taken from reserves to balance the budget, which would set a levy amount of 3%. Mayor Grant suggested a friendly amendment requesting that only $35,000 from reserves be allocated in 2015. ARDEN HILLS CITY COUNCIL – DECEMBER 8, 2014 10 Director of Finance and Administrative Services reported that this would create a tax levy of $3,385,574. FRIENDLY AMENDMENT: Mayor Grant moved and Councilmember McClung seconded a motion recommending that only $35,000 be used from reserves in 2015, which would set the tax levy amount at $3,385,574. The friendly amendment failed 2-3 (Holden, Holmes and McClung opposed). The amendment failed 1-4 (Holden, Holmes, Werner and Mayor Grant opposed). Councilmember Holden requested further information on the cost of the police, fire and dispatch increases proposed for 2015. Director of Finance and Administrative Services stated that these increases totaled $86,118, which was 2.6%. AMENDMENT: Councilmember Holden moved and Mayor Grant seconded a motion increasing the tax levy by 3.1% in 2015 to an amount of $3,359,775. The amendment carried 3-2 (Holmes and McClung opposed). The amended motion carried 3-2 (Holmes and McClung opposed). A. Adoption of the 2015 Employee Compensation Plan – Non-Union Employees Director of Finance and Administrative Services Iverson requested that the Council adopt the 2015 Employee Compensation Plan for non-union employees, which would set the COLA at 1.5% until the results of the compensation study were presented to the Council. MOTION: Councilmember Holden moved and Mayor Grant seconded a motion to approve the 2015 Employee Compensation Plan for non-union employees effective January 1, 2015, as presented and the Seasonal Employee 2015 Part- time scale as presented. The motion carried (5-0). B. Adoption of the 2015 City Contribution for Employee Benefits Director of Finance and Administrative Services Iverson requested that the Council adopt a Resolution that would set the City contribution for employee benefits per month to be $699.61 with a cap of $2,000 of HSA contributions, where applicable. MOTION: Councilmember Holden moved and Mayor Grant seconded a motion to adopt Resolution #2014-065 – Setting the City Contribution to Employee Monthly Benefits at the amount of $699.61 per month, per employee, with a cap of $2,000 of HSA contributions where applicable. The motion carried (5-0). ARDEN HILLS CITY COUNCIL – DECEMBER 8, 2014 11 C. Approve Purchase of Jet/Vac Vehicle Public Works Director Maurer recommended that the Council approve the purchase of a jet/vac vehicle. He explained that this purchase has been pushed back for a number of years and the City needs to move forward with this purchase. He indicated this was a necessary piece of equipment to keep the City’s sewer lines clean and the current equipment was failing. Staff reviewed the State contract price for the truck and recommended Council approve the vehicle purchase. MOTION: Councilmember Holden moved and Councilmember Werner seconded a motion to authorize staff to order an Aquatect combination jet/vac truck through the State Contract from Flexible Pipe Tool Company, the State Contract vendor, in the amount of $328,444.98 including tax and registration. The motion carried (5-0). 9. UNFINISHED BUSINESS A. Comprehensive Plan Amendment – Comprehensive Sanitary Sewer Update – Kimley Horn Proposal Public Works Director Maurer reported that Kimley Horn had been asked for a proposal to assist the City with completing a Comprehensive Plan and a Comprehensive Sanitary Sewer update for the TCAAP property. The total cost for this project would be $52,240. Staff recommended that the Council approve the Kimley Horn proposal noting that the cost would be recovered through development fees on TCAAP. MOTION: Councilmember Holden moved and Councilmember McClung seconded a motion to accept Kimley Horn’s proposal for the Comprehensive Plan Amendment and the Comprehensive Sanitary Sewer Plan Update in the amount of $52,240. Councilmember Holmes asked if this was a budgeted expense for 2014. Public Works Director Maurer stated that this expense would be refunded to the City through development fees of TCAAP. The motion carried (5-0). 10. COUNCIL COMMENTS Mayor Grant thanked Councilmember Werner for his four years of dedicated service to the City on the Council. Councilmember McClung stated that he has enjoyed working with Councilmember Werner over the past four years. Councilmember Werner stated that it was time for him to move on and he wished the Council well. ARDEN HILLS CITY COUNCIL – DECEMBER 8, 2014 12 Councilmember Holden encouraged all to attend the TCAAP Infrastructure Open House at the Ramsey County Public Works Building on December 9th from 4:00 to 6:00 p.m. in the Marsden Room. Councilmember Holmes reported that Planning Commission Chair Clayton Larson has resigned his position. She thanked Mr. Larson for his years of service to the City on the Planning Commission. She commented that the Planning Commission now had one open seat and two alternate seats vacant. Residents interested in serving in this capacity were encouraged to contact City Hall for further information. City Administrator Klaers indicated that the regular December 29th City Council meeting may be canceled and that a decision would be made next week. Councilmember McClung recommended that the meeting only be held if there were time- sensitive matters for the Council to address. ADJOURN MOTION: Mayor Grant moved and Councilmember Holden seconded a motion to adjourn. The motion carried unanimously (5-0). Mayor Grant adjourned the regular City Council meeting at 9:40 p.m. __________________________ __________________________ Patrick Klaers David Grant City Administrator Mayor Approved: February 9, 2015 CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL WORK SESSION DECEMBER 15, 2014 5:00 P.M. - ARDEN HILLS CITY HALL CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Grant called to order the City Council work session at 5:02 p.m. Present: Mayor David Grant; Councilmembers Brenda Holden, Fran Holmes, and Dave McClung Absent: 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; Associate Planner Matthew Bachler; City Planner Ryan Streff; and City Clerk Amy Dietl 1. AGENDA ITEMS A. TCAAP Community Development Director Hutmacher stated that on November 3 and 24, 2014, the City Council discussed the City’s vision for the Hill and Creek neighborhoods and provided direction to staff regarding zoning and single-family design standards. She reported that a panel of multi-family developers was in attendance to discuss market and design criteria for apartments, condominiums, and senior housing. She noted that staff was requesting feedback on the draft zoning and design standards for multi-family development and the Town Center and Neighborhood Transition Districts. Community Development Director Hutmacher indicated that as the TCAAP zoning is currently drafted, the Town Center District allows high-density housing and a mix of uses. Commercial uses would be allowed on the first floor of mixed-use buildings or in free-standing buildings. Commercial ready standards are required on the first floor along pedestrian-priority and pedestrian-friendly frontages. Based on developer feedback, a density of approximately 40 units per acre is assumed. While the market does not support mixed-use development at this time, that may change as the site develops. Commercial ready standards preserve flexibility for a future coffee shop, accounting office, or neighborhood store in locations facing the small public square. ARDEN HILLS CITY COUNCIL WORK SESSION – DECEMBER 15, 2014 2 Community Development Director Hutmacher explained that the Transition Neighborhood is zoned to allow medium-density multi-family as well as small-scale commercial uses such as restaurants, banks, daycares, and retail. This district is intended to provide a transition from the relatively low-density single-family neighborhoods to the higher-density Town Center District. Community Development Director Hutmacher reviewed how the current plan compared to the Ryan Companies plan with regard to density and requested comment from the Council regarding the following matters: 1. Are the residential and commercial uses currently permitted in the Town Center and Neighborhood Transition Districts acceptable? 2. Are the total number of units and the projected density of the Town Center and Neighborhood Transition Districts acceptable? 3. Should commercial uses be allowed in free-standing buildings in these districts? 4. Are any additional revisions needed for the design standards? Eric Anderson, Ryan Companies, introduced himself to the Council and explained that since he last saw the Council he has been heavily involved in the senior housing market. Kelly Doran, Doran Companies, introduced himself to the Council and discussed the types of housing projects his company has been completing. Paul Sween, Dominium, reported that his business was based out of Plymouth, Minnesota. He indicated that his company does some senior housing projects, but for the most part, it constructs multi-family general occupancy. Stacie Kvilvang, Ehlers & Associates, provided the Council with a presentation on the proposed housing for TCAAP and discussed the comments received from contractors who were contacted to provide feedback to staff. She stated that there was a good demand for multi-family housing in the area and believed that 600 units would be supported until 2019. She reviewed several existing multi-family developments that would work well on the TCAAP site. Mayor Grant asked if condos would be viable on TCAAP. Ms. Kvilvang stated that there was very little market for this housing style. She discussed two successful developments in the metro area noting that condos suited only a very specific area or market. Mr. Doran explained that many architectural and construction companies are no longer insured to build condos. Mayor Grant questioned why staff was referring mostly to four story buildings. Mr. Anderson reported that five story buildings were more costly and typically required structured parking. He discussed how apartment living has evolved over the past 20 years, given the numerous amenities that are now being offered. ARDEN HILLS CITY COUNCIL WORK SESSION – DECEMBER 15, 2014 3 Further discussion ensued regarding the vision for the multi-family unit types being proposed for TCAAP. Mr. Anderson estimated that rents in this area were roughly $1.60 per square foot. He discussed how this would impact the units on TCAAP. He anticipated that rent would be kept separate from utilities and reported that this led to renters more properly managing their use of energy. Mayor Grant understood that amenities were important. He questioned if staff had a list of desired amenities. Community Development Director Hutmacher stated that cities usually focus on requiring high quality buildings without requiring specific market-driven amenities. Councilmember Holden asked if retail uses could be mixed in with the proposed multi-family. Mr. Anderson did not believe that vertical mixed housing would be supported on TCAAP. He understood that the expectation would be to have new retail in the proximity, but did not recommend that the City pursue vertical mixed housing. The Council further discussed the potential locations for retail on TCAAP. Councilmember Holden questioned if contractors were able to build green on TCAAP. Mr. Sween explained that the energy for Pillsbury was now being generated through hydroelectric. He explained that he has also used micro-turbines for a recent project. He believed that there would have to be an incentive for contractors in order for them to build more green. Mr. Doran stated that people were becoming more mindful of their energy consumption even though energy is very inexpensive right now. Mr. Anderson indicated that broadband and fiber optic capacity would be huge issues for the TCAAP site. He cautioned the City against requiring contractors to construct LEED certified buildings as this would increase the overall expense of projects, which would trickle down to higher rents. Councilmember Holden requested further information on the differences between senior cooperatives, senior housing with services, and assisted living. Mr. Anderson explained that a senior cooperative was similar to a condo and would target a different market. He reported that he was currently building another product called an age in place facility. He stated that the age in place facilities were luxury apartments with amenities and meal options for independent, assisted, and memory care elders. He indicated that he likes to locate near market rate rental, libraries, schools and retail areas. Mr. Sween stated that the average age for his renters is 30. He stated that the longer people rent, the more likely they are to remain in the community after moving out of their rental. He anticipated that 60% of the rental units would be two or more bedrooms. ARDEN HILLS CITY COUNCIL WORK SESSION – DECEMBER 15, 2014 4 Community Development Director Hutmacher requested comments on the design standards. Mr. Anderson explained that from his perspective, he would like additional on-site walking and greenspace for seniors. In addition, his buildings would have ambulance access and for this reason, he was closer to 26 to 30 units per acre. Mr. Doran stated that he reviewed the design standards and he believed that there were guidelines that could be bent. He anticipated that much of the development for the TCAAP site would require some level of flexibility. Councilmember Holden reviewed the governing structure [Joint Development Authority (JDA)] that would be overseeing the development for TCAAP. Mayor Grant reported that the JDA would be acting as the planning commission for developments on TCAAP. Mr. Sween encouraged the City to set high standards for the future developments as each contractor at the table would want to have a high quality neighbor. Councilmember Holden encouraged the contractors to review the design standards further and provide feedback to the City. Mr. Sween stated that after all of the discussion this evening, he believed that all retail should be centralized in one location. Mayor Grant thanked the multi-family representatives for being present this evening and for providing the Council with their feedback. He then recommended that the Council address the questions raised by staff. Councilmember Holmes encouraged Council and staff to consider the comments made by the experts this evening and suggested that the vertical mixed use buildings not be allowed on TCAAP. Councilmember Holden agreed. Councilmember McClung was in favor of vertical mixed use being left up to a developer if one was willing to take a risk on this style of development. Mayor Grant summarized that the consensus was to not allow vertical mixed use on TCAAP. Community Development Director Hutmacher questioned if a free-standing apartment building should be allowed in office or retail districts. Councilmember Holmes was not opposed to having an apartment building adjacent to an office building. ARDEN HILLS CITY COUNCIL WORK SESSION – DECEMBER 15, 2014 5 Councilmember Holden did not support the use of residential units above retail. She was not in favor of having residential in an office building either. She suggested that multi-family residential remain separate from the office zoning district. Councilmember McClung was willing to support residential in the office zoning district. He was willing to take what the market would support. Mayor Grant believed that commercial should remain commercial alone and should not have residential units interspersed. In the same way, he wanted to see residential areas remain just that and not be mixed vertically with retail or office. Councilmember Holden commented that the original design of TCAAP was created to keep residential areas separated from the industrial and office uses. Community Development Director Hutmacher inquired if the Council would support mixed use between office and retail. Councilmember Holden and Mayor Grant supported this suggestion. Councilmember Holden reviewed the previous Ryan Companies plan from 2008 and reported that the plan called for 1,481.9 housing units on TCAAP. She was pleased that the new plans for TCAAP were suggesting roughly the same number of units. Her only concern with TCAAP was how the neighborhood transition areas would develop. Mayor Grant expressed concern with the Town Center and wanted to see this area be a high quality development with sustainability and amenities. The Council further discussed the type and quality of building materials for Town Center, along with how Town Center may be impacted by a spine road realignment. Councilmember Holden questioned how many acres were included in Town Center and the area above the park. Community Development Director Hutmacher noted that the Town Center was 15 acres in size. She discussed how the zoning parcels around the Town Center may still be shifted if the spine road is realigned. City Administrator Klaers discussed how the Town Center would be impacted if the spine road was realigned. Mayor Grant asked if the Council supported the proposed densities on the Town Center acreage, at or around 600 units. Councilmember Holden believed that 600 units would look and feel different if half of the units were for seniors. Councilmember Holmes questioned if the Council could set a maximum density level for the Town Center. ARDEN HILLS CITY COUNCIL WORK SESSION – DECEMBER 15, 2014 6 Community Development Director Hutmacher stated that this was the case and noted that a maximum density level per acre had been set for the Hill and Creek neighborhoods as well. City Administrator Klaers commented that the Town Center would be greatly impacted by who the County sells the property to and if the contractor is a quality builder. He believed that the County understood the importance of this matter. Councilmember McClung was willing to support 45 units per acre in the Town Center. Councilmember Holden indicated that she would have a hard time making a determination on this until she knew how many acres would be impacted in the Town Center through the spine road realignment. Community Development Director Hutmacher explained that the assumption was that with the realignment the Town Center would remain somewhere at or around 15 acres. Councilmember McClung discussed a potential option for the Town Center that would provide a corridor to funnel traffic to and from the retail areas creating a downtown block. Councilmember Holden stated that she could support 40 units per acre if the orange area on the zoning map was resized. Mayor Grant supported 40 units per acre in the Town Center as well. Community Development Director Hutmacher asked if the Council would like to set a density restriction on the neighborhood transition areas. Councilmember McClung was in favor of having 460 units within the neighborhood transition. Mayor Grant wanted to see no more than 10 units per acre on the neighborhood transition parcels. Community Development Director Hutmacher believed that the maximum would have to be over 10 in order meet the needs of future developers. She estimated that this number would have to be closer to 12 units per acre. She asked that the Council reserve some level of flexibility. Mayor Grant stated that his goal was to be within 10 to 12 units per acre in the neighborhood transition areas and he wanted to see a variety of products. Councilmember Holden recommended that the language regarding church spires be addressed within the zoning code. Community Development Director Hutmacher stated that she would work on this to provide further clarity. B. Residential Recycling Services Update ARDEN HILLS CITY COUNCIL WORK SESSION – DECEMBER 15, 2014 7 City Planner Streff explained that the current residential recycling services contract with Eureka Recycling expires on March 1, 2015. As a result, a Request for Proposals (RFP) was developed and approved by the Council on September 8, 2014. The RFP was then released by the City to the public on September 10, 2014, in order to obtain proposals for residential recycling services. City Planner Streff reported that proposals were received by five companies, including Eureka Recycling, Republic Services, Tennis Sanitation, Walters Recycling, and Waste Management. Once the proposals were collected, the review team evaluated each of the five proposals based on the criteria outlined in the RFP. City Planner Streff stated that each of the five proposals submitted to the City met the general criteria stated within the RFP for residential recycling services. However, the cost analysis indicated that Republic Services had the overall lowest price for the services requested by the City. The review team evaluated each proposal carefully to determine the value of each proposal based on the evaluation criteria and cost analysis completed for the various options in the RFP. The review team then discussed each option relative to the recycling needs of the City and its residents. The discussion and review led to the recommendation that a five (5) year contract with weekly service and City-owned carts be entered into with Republic Services. City Planner Streff commented that prices for four service options were requested in the City’s request for proposals (RFP) for both three (3) year and five (5) year contract terms: • Option 1 – Every other week (EOW), City-owned carts • Option 2 –Weekly, City-owned carts • Option 3 – Every other week (EOW), Contractor-owned carts • Option 4 – Weekly, Contractor -owned carts City Planner Streff explained that the lowest priced respondent was Republic Services in both the three (3) and five (5) year contract terms. As recommended by the review team, the five (5) year, weekly service (Tuesday/Wednesday Schedule), City-owned carts scenario is as follows (price estimates were in order of lowest to highest, after revenue sharing, rounded to the nearest $1,000): • Republic = $415,000 over five years o $3.03 /month/ household • Walters = $653,000 over five years o $4.32 /month/ household • Tennis = $665,000 over five years o $4.42 /month/ household • Eureka = $793,000 over five years o $5.65 /month/ household • Waste Management = $916,000 over five years o $6.11 /month/ household City Planner Streff noted that the cost for the contractor’s portion of recycling services to residents under the existing contract with Eureka Recycling is $3.27 per month per household for weekly service with recycling bins. The new service to residents would be $3.03 per month per ARDEN HILLS CITY COUNCIL WORK SESSION – DECEMBER 15, 2014 8 household for weekly service with recycling carts. As noted, these figures only reflect the amount due to the contractor for each month of service per household. For the total cost to residents per month/year the cost of the cleanup day events and administration must be added. In 2015, the total cost to residents for the complete recycling program is $3.92 per month or $47.00 per year. That breaks down to $3.27 for the contractor’s services and $0.65 for cleanup day and administration expense. City Planner Streff stated that staff is in the process of applying for a Public Entity Innovation Grant (PEIG) through Ramsey County for residential recycling carts. PEIG grants are typically awarded up to $100,000 for the purchase of recycling carts. However, the City is applying for $125,000 to cover the entire cost for the transition to recycling carts. If the City only receives a PEIG in the amount $100,000 for the purchase of recycling carts, the City would then need to use the reserves within the recycling fund or raise the current rate for recycling services to cover this additional expense. The recycling fund currently has approximately $80,000 in reserves. City Planner Streff reported that staff is continuing to work with Republic Services to negotiate the final contract for residential recycling services. Staff plans to have a final contract prepared for the Council’s consideration at the City Council meeting on January 12, 2015. A few highlights of the draft contract have been provided below. • The Contractor shall be responsible and pay for all aspects of cart management and operations including; receiving, assembly, distribution (aka new cart “roll out”), excess cart inventory, (i.e., provide “warehouse” services), cart switches/replacements, cart maintenance, repair or replace damaged carts, and manage all aspects of warranty repairs. • The Contractor shall provide recycling collection services at the City owned and operated buildings and parks at no additional cost to the City. • The Contractor and the City shall work together in the preparation and distribution of educational materials to insure accurate information and program directions. The Contractor shall pay for the annual design, printing and mailing of a curbside program flyer. • The Contractor shall conduct its own promotions and public education to increase participation. The publicity and promotion program may include articles for city newsletters, public appearances, provision of information for local environmental groups, or attendance at public events sponsored by the City. The Contractor shall at a minimum provide one (1) newsletter article per year. • Recyclables collection shall be $3.03 per eligible residential dwelling unit per month for weekly recycling service. Eligible residential dwelling units with more than one (1) cart will be charged an additional fee of $2.00 per household per month per cart. • Recyclables collection shall be $55.00 per eligible multi-dwelling unit per month for each four yard container serviced once per week or $4.25 per eligible multi-dwelling unit per month for each 65 gallon cart serviced once per week. ARDEN HILLS CITY COUNCIL WORK SESSION – DECEMBER 15, 2014 9 • The processing fee for all recyclable material commodities shall be $66.00 per ton. • The Revenue Share on all commodities shall be split between the City and the Contractor at a rate of 80% (City)/ 20% (Contractor). City Planner Streff indicated that the current residential recycling services contract with Eureka Recycling is set to expire on March 1, 2015. As proposed, the new contract with Republic Services is set to begin on May 4, 2015, in order to allow additional time for cart delivery and to avoid a cart rollout to approximately 2,500 households in winter weather conditions. Republic Services has indicated that a more efficient rollout of a new cart system can be completed if the current contract is extended. In order to cover this gap in services, Eureka Recycling has offered to extend their contract for this additional time. Staff intends to bring a contract extension agreement back to the Council at their next regular scheduled City Council meeting in January. Mayor Grant questioned what the rates would be if the recycling were picked up on an every- other-week basis. City Planner Streff reviewed the rates for every-other-week recycling pickup from the five vendors with the Council. Councilmember Holden supported the recommendation for recycling pickup on a weekly basis. 2. COUNCIL COMMENTS AND STAFF UPDATES Director of Finance and Administrative Services Iverson explained that Kyle Howard has accepted a job in North St. Paul and his last day with the City is January 2nd. She reported that this position would need to be advertised and filled. She suggested that the position be reviewed by the Personnel Committee. The Council supported the Personnel Committee reviewing this item. Councilmember McClung stated that on January 15th at 6:30 p.m. there will be a Ramsey County Legislators meeting at the Kelly Inn in St. Paul. Mayor Grant reviewed the Council Liaison assignments for 2015. ADJOURN Mayor Grant adjourned the City Council work session at 8:35 p.m. __________________________ __________________________ Amy Dietl David Grant City Clerk Mayor Approved: February 9, 2015 CITY OF ARDEN HILLS, MINNESOTA SPECIAL CITY COUNCIL WORK SESSION JANUARY 5, 2015 6:30 P.M. - ARDEN HILLS CITY HALL CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Grant called to order the special City Council work session at 6:30 p.m. Present: Mayor David Grant; Councilmembers Brenda Holden, Fran Holmes, Dave McClung, and Councilmember-elect Robert Woodburn Absent: None Also present: City Administrator Patrick Klaers; Public Works Director Terry Maurer; Community Development Director Jill Hutmacher; City Planner Ryan Streff; Associate Planner Matthew Bachler; and City Clerk Amy Dietl 1. AGENDA ITEMS A. TCAAP Community Development Director Hutmacher stated that representatives from Ramsey County were present to discuss the County’s ideas and concerns for the TCAAP Redevelopment Code (TRC). Heather Worthington, Ramsey County, explained that she wanted to speak with the Council tonight regarding infrastructure, density, and investment turnout prior to the meeting scheduled for January 20th. She explained that she would have better numbers to give the Council regarding infrastructure costs, market estimates for land sales, and return on investment information at that meeting. She appreciated that the Council invited the County to the table and for allowing an open discussion regarding the TCAAP project. Ramsey County Commissioner Blake Huffman reviewed the County’s goals for the TCAAP site. He stated that the County wanted to see the site cleaned up, good paying jobs established, an increase in the County’s tax base, and enough density to support transit. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION – JANUARY 5, 2015 2 Mayor Grant commented that the City would not be able to assess some of those goals, particularly the transit matter. However, he understood that transit would benefit TCAAP, the County, and the entire region. Councilmember McClung wanted to see transit brought to TCAAP as well, but he believed that the Metropolitan Council may have ownership of this issue. Ms. Worthington encouraged the Council to have the Master Plan be flexible enough to allow for enough density to support transit in the future, as the development continues to grow. Mayor Grant believed that the City should partner with its neighboring communities when addressing transit concerns. He anticipated that transit would hinge more on the number of jobs on TCAAP rather than the housing density. Ms. Worthington stated that she understood this point, but noted that the Met Council has a set of measurements to determine how and when to extend transit. She reported that some of these measurements will evaluate residential development. She believed that a case could be made to encourage the Met Council to consider the site beyond residential development numbers. Councilmember Holden questioned what the perceived “temporary impasse” was between the County and the City. Ms. Worthington stated that she appreciated this question and believed there was a communication breakdown between the County and the City Council. She wanted to be ensu red that the Council was receiving the all necessary information from the County. Mayor Grant thanked Commissioner Huffman for attending this evening and encouraged him to attend future Council meetings and work sessions. Mayor Grant directed the Council’s attention to the Energy Resilience Advisory Board’s (ERAB) zoning recommendations. Associate Planner Bachler reviewed the recommendations and requested comments from the Council. The Council agreed to add the word “Resilience” at the end of Section 1.1 of the TRC. Councilmember Holden questioned what the City would be asking developers to do by requiring “quality, adaptability, resiliency, efficiency, along with sustainability” in the Arden Hills housing stock. Associate Planner Bachler commented that the language would convey to the development community that when projects are brought forward, the Council wants to see them incorporate resiliency and efficiency into their designs. He believed that the language also conveyed the Council’s goals through the TRC. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION – JANUARY 5, 2015 3 Councilmember McClung feared that the proposed language would be misinterpreted. He suggested that the City’s intention be fully and clearly conveyed in the TRC to ensure there are no misunderstandings by future developers. Mayor Grant didn’t believe the proposed language worked either. He suggested that the term “energy efficiency” be considered. Councilmember Holden understood that the County would be offering extra points to TCAAP developments that were resilient and energy efficient. Community Development Director Hutmacher suggested that the word “energy” be placed in front of efficiency to create some clarity on the language and to address the Council’s intention. The Council supported this recommendation. Further discussion ensued regarding advanced energy resiliency, efficiency and educational plans. JDA Attorney Mike Norton commented that the educational value of each development would be subjective. He believed that the J oint Development Authority (JDA) would want language and documentation that was more objective. Community Development Director Hutmacher suggested that this item read, “the demonstration of advanced energy resilience”, which may have an educational value. The Council supported this language amendment. Councilmember Holmes asked if the County had an evaluation process in place, or scorecard, for rating future projects. JDA Attorney Mike Norton did not believe that anything had been drafted to date, but understood that this matter would have to be addressed. Councilmember Holden wanted to see something mentioned within the TRC to address the amount of glass surfaces in order to protect the birds within the wildlife area. She also wanted high-efficiency street lighting required. Community Development Director Hutmacher reviewed the amendments that staff had made to the TRC over the past weeks and asked for comments or questions from the Council. Councilmember Holden discussed Section 5.0 and suggested that this section refer to “light” industrial uses. She recommended that in Section 5.0 that commercial off-street parking not be allowed in the Neighborhood and Neighborhood Transition Districts. Associate Planner Bachler explained that the reference to off-street parking being allowed in the Neighborhood zoning district should be removed. Staff then discussed the various classes of industrial uses. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION – JANUARY 5, 2015 4 Councilmember Holden requested further information on how bicycle parking would be addressed within TCAAP. She suggested that the Council further discuss clear height for industrial uses and recommended that this height not exceed 20 or 22 feet. Mayor Grant expressed concern with TCAAP having too many warehouse uses, noting that these uses would not have as many jobs as office uses. Community Development Director Hutmacher suggested that the clear height limit be closer to 24 feet. She believed that the proposed language within the TRC would protect the City from large distribution centers. City Administrator Klaers commented that if the Council mandated that clear height be built below 24 feet, it would discourage developers from doing projects. Councilmember McClung and Councilmember Holmes were willing to support a 25 foot clear height as long as the 10% flexibility was not allowed. Mayor Grant agreed to this height and language as well. Councilmember Holden discussed the frontage setbacks on page 30 and requested clarification from staff. Public Works Director Maurer reported that the standard setbacks would be 15 feet; five feet for snow storage, five feet for sidewalk, and five feet for hardscape in front of buildings. Councilmember Holmes asked if the utilities would be under the hardscape. Public Works Director Maurer indicated that gas, water, sewer, fiber optic and electric would be located under the hardscape. He stated that this would be the only available location for the utilities in the Town Center area. Councilmember Holden inquired if three feet of screening would provide enough space. Community Development Director Hutmacher explained that the three feet would be enough for a decorative fence and some shrubs. Further discussion ensued regarding setbacks, sidewalks, curb cuts, and primary/secondary entrances for the Town Center retail area. Councilmember-elect Woodburn asked if the height of spires would be limited within TCAAP. He recommended that a standard be set and that they be no more than 24 ½ feet. Community Development Director Hutmacher reviewed the language within the TRC that addresses spires. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION – JANUARY 5, 2015 5 Mayor Grant recommended that staff review the language regarding church spires to set a maximum height to be 24 feet above the building façade. He requested further information on the quality building materials that were included within the TRC. Community Development Director Hutmacher discussed the building materials required within the TRC. It was noted that tip-up panels are allowed if the veneer finish met the City’s exterior materials standards. Councilmember Holden asked when the Council would receive an updated zoning land use map. Community Development Director Hutmacher explained that she would be meeting with Kimley-Horn later this week and would be discussing the spine road realignment and a revised land use map. 2. COUNCIL COMMENTS AND STAFF UPDATES Councilmember McClung reported that January 9th was the last day to RSVP for the legislative meeting on January 15th. He explained that this was a productive event and encouraged the entire Council to attend. Councilmember Holden requested that staff send the developers who provided feedback to the Council ‘thank you’ notes for assisting the City with the TRC. ADJOURN Mayor Grant adjourned the special City Council work session at 8:55 p.m. __________________________ __________________________ Amy Dietl David Grant City Clerk Mayor Approved: February 9, 2015 CITY OF ARDEN HILLS, MINNESOTA SPECIAL CITY COUNCIL WORK SESSION MEETING JANUARY 12, 2015 5:30 P.M. - ARDEN HILLS CITY HALL CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Pro-Tem Holmes called to order the special City Council work session at 5:35 p.m. Present: Mayor David Grant (arrived at 5:45 p.m.); Councilmembers Brenda Holden, Fran Holmes, Dave McClung, and Councilmember-elect Robert Woodburn Absent: None Also present: City Administrator Patrick Klaers; Public Works Director Terry Maurer; Community Development Director Jill Hutmacher; Assistant City Engineer John Anderson; City Planner Ryan Streff; Associate Planner Matthew Bachler; and City Clerk Amy Dietl 1. AGENDA ITEMS A. TCAAP Community Development Director Hutmacher requested that the Council discuss and provide staff with comments on the following three TCAAP topics: infrastructure costs, land use map, and chapters six and seven of the TCAAP Redevelopment Code (TRC). Jon Horn, Kimley Horn, distributed to the Council the executive summary and exhibits from the infrastructure feasibility report. He reviewed the summary with the Council and provided a detailed PowerPoint presentation on this topic. He also discussed the location of the stormwater runoff and water features. He explained that based upon the preliminary concept information, the spine road would cost $11.6 million and the thumb road would cost $4.5 million. The City portion of the cost for the sanitary sewer and water improvements, including a water tower and off-site booster station, are estimated at $8,700,000. The estimated total cost of all improvements is $37,700,000. Finally, he commented on the construction schedule noting that the majority of the work would be completed in the 2015-2016 timeframe. Discussion ensued regarding the stormwater plans for the TCAAP site. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION – JANUARY 12, 2015 2 Councilmember Holden asked if the water tower had to be placed at the highest elevation on TCAAP. Public Works Director Maurer advised that this would be economically beneficial to the City as the tower would need to be built to the same elevation if it were located at a lower site on TCAAP. A lower site would require the tower to be taller and it would be more expensive. Public Works Director Maurer stated that the tower is planned to be 1.5 MGD (million gallons per day) and to cost about $3.5 million and it would be constructed in 2016. Councilmember Holden asked about the trail under the spine road bridge. Mr. Horn stated that in this area the road would be two bridges which allows for an opening for sunlight on the trail. Discussion took place on the County Road I roundabout, the definition of mass grading, needed easements and right-of-way for construction, and cost-sharing for the improvements. Councilmember Holmes asked for clarification on the City expenses for the water system and the storm water improvements. Councilmember-elect Woodburn requested to review the Maxfield Market Study. Community Development Director Hutmacher reviewed the land use map with the Council. She stated that if the Council supported the document ‘as is’ it would be used to build on for the regulating map in TCAAP. Councilmember Holden commented that she was disappointed that the amount of neighborhood transition space had been reduced. Councilmember Holmes thought the plans were good, but believed that the retail area along Highway 96 should be further considered. Councilmember Holden anticipated that the retail near Town Center would be smaller, specialty shops. Councilmember McClung commented that this would be a great location for restaurants as well given its close proximity to the commercial and residential neighborhoods. He stated that after each refinement, the City was losing more residential units and this was a concern for him. City Administrator Klaers explained that staff was still working on finalizing the numbers since the spine road had been realigned. Mayor Grant recessed the work session at 6:50 p.m. to the regular City Council meeting. Mayor Grant reconvened the work session at 8:53 p.m. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION – JANUARY 12, 2015 3 Community Development Director Hutmacher reviewed chapters six and seven of the TRC with the Council and noted the revisions that had been made. She requested final comments from the Council on these two chapters. She provided comment on the approval timeline for the TRC. Councilmember McClung feared that there would not be enough time on February 2nd to sufficiently go through the TRC document. He liked the idea of bringing questions and changes to staff and having the Council walk through the entire document one more time prior to approval. Councilmember Holden was in favor of reviewing the entire TRC document in a work session. Councilmember Holmes indicated that she would be out of town from January 29th through March 6th. Councilmember McClung believed that this was an important enough project that the entire Council should be involved even if this meant pushing back the approval to early March. Community Development Director Hutmacher explained that the County would be in attendance at the Council’s meeting on January 20th and that the timeline could be discussed with them further. She understood that the County wanted to pursue a Request for Proposal (RFP) in 2015 and was waiting for the TRC to be complete. Mayor Grant recommended that staff speak with the County and inform them that the Council may be delayed in approving the TRC by several weeks. City Administrator Klaers indicated that the final TRC document would be ready for distribution prior to the February 2nd meeting and that the review and approval schedule can be further discussed at that meeting. Community Development Director Hutmacher inquired when the Council would like to hold an additional work session to review the TRC. She supported the Council in holding off the approval, but wanted input on the meeting schedule in order to ensure staff could properly prepare for the public hearings. Mayor Grant suggested that a special work session be held on Saturday, February 7th. Community Development Director Hutmacher indicated that she would be available Friday, February 6th in the afternoon and evening but would not be available on February 7th. The Council was tentatively in favor of meeting on Saturday, February 7th at 9:00 a.m., but would discuss this further during the February 2nd work session. Councilmember Holden discussed several language questions within chapter seven (pages 74, 75, 76, and 81) with staff. She requested further information on parking structures as referred to within the TRC. Community Development Director Hutmacher discussed how parking structures could be built on TCAAP. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION – JANUARY 12, 2015 4 Coundilmembers Holmes and Holden discussed several language questions within Chapter Six (pages 45, 49, 55, 59, 62, and 64) with staff. Councilmember Holden wanted to see the Town Center retail area be extremely walkable given the fact that the population is aging. She asked if any of the homes would abut lakeshore. Community Development Director Hutmacher stated that some homes in the Hill and Creek neighborhoods may back up to the natural resources area. 2. COUNCIL COMMENTS AND STAFF UPDATES Councilmember McClung discussed how his position at work was becoming more complex, which would reduce his level of flexibility in his schedule. ADJOURN Mayor Grant adjourned the special City Council work session at 9:57 p.m. __________________________ __________________________ Amy Dietl David Grant City Clerk Mayor Approved: February 9, 2015 CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING JANUARY 12, 2015 7:00 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor David Grant called to order the regular City Council meeting at 7:00 p.m. Present: Mayor David Grant, Councilmembers Brenda Holden, Fran Holmes, Dave McClung, and Robert Woodburn Absent: None Also present: City Administrator Patrick Klaers; Public Works Director Terry Maurer; Community Development Director Jill Hutmacher; Assistant City Engineer John Anderson; City Planner Ryan Streff; Associate Planner Matthew Bachler; and City Clerk Amy Dietl PLEDGE OF ALLEGIANCE 1. APPROVAL OF AGENDA MOTION: Councilmember Holmes moved and Councilmember Holden seconded a motion to approve the meeting agenda as amended. The motion carried unanimously (4-0) (Councilmember Woodburn abstained from the vote due to the fact that he had not officially been sworn in at that time.) 2. PRESENTATION A. Swearing In Ceremony for Mayor David Grant, Councilmember Fran Holmes and Councilmember Robert Woodburn City Clerk Dietl administered the Oath of Office to Mayor David Grant, Councilmember Fran Holmes and Councilmember Robert Woodburn. 3. PUBLIC INQUIRIES/INFORMATIONAL None. ARDEN HILLS CITY COUNCIL – JANUARY 12, 2015 2 4. STAFF COMMENTS A. TCAAP Update Community Development Director Hutmacher stated that staff and consultants are scheduling work for the regulations and policies component of the master planning process. The following schedule allows for City Council adoption of the TCAAP Redevelopment Code (TRC) by the en d of February: January 12, 2015, Special Work Session at 5:30 pm, Community Room  Preliminary Cost Estimates (Infrastructure)  Final Review Chapters 6-7 (Building Site Development Standards, Building Design Standards) January 20, 2015, Regular Work Session at 5:00 pm, Council Chambers  Ramsey County Presentation  Final Review Chapters 4-5 (Definitions, Permitted Uses) January 26, 2015, Special Work Session at 5:30 pm, Community Room  JDA Approval Process  Final Review Chapters 1-3 (Introduction, Components of the Code, Administration)  Final Review Future 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) o Final Comments and Revisions February 18, 2015, Special Planning Commission meeting at 6:30 pm, Council Chambers  Public Hearings o TCAAP Redevelopment Code o TCAAP Comprehensive Plan Amendment February 23, 2015, Regular Meeting at 7:00 pm, Council Chambers  Adoption of TCAAP Redevelopment Code  Authorization for distribution of TCAAP Comprehensive Plan for adjacent city and Metropolitan Council review Staff explained that additional regular and special work sessions may be scheduled to discuss the infrastructure study and other TCAAP issues. 4. APPROVAL OF MINUTES A. November 24, 2014, City Council Work Session B. November 24, 2014, Regular City Council C. December 1, 2014, Special City Council Work Session ARDEN HILLS CITY COUNCIL – JANUARY 12, 2015 3 Councilmember Holmes noted a correction to the December 1st minutes on Page 5 stating that her comment at the bottom of the page should read that she was concerned that the TCAAP redevelopment code was too restrictive. MOTION: Councilmember Holmes moved and Councilmember Holden seconded a motion to approve the November 24, 2014, City Council work session minutes and the November 24, 2014, regular City Council minutes as presented, and the December 1, 2014, special City Council work session minutes as amended. The motion carried unanimously (5-0). 5. CONSENT CALENDAR A. Motion to Approve Consent Agenda Item - Claims and Payroll B. Motion to Approve Organizational and Annual Appointments of the City of Arden Hills  Resolution 2015-002, a Resolution Relating to the Organization of the City of Arden Hills  Resolution 2015-003, a Resolution Relating to the Appointments to the Commissions and Committees of the City  Resolution 2015-004, a Resolution Appointing Council Liaisons to Commissions and Committees C. Motion to Approve the Ramsey Conservation District Shared Service Agreement D. Motion to Approve the Recycling Contract Addendum – Eureka Recycling Contract Extension E. Motion to Approve the 2014 Capital Reimbursement to Lake Johanna Fire Department MOTION: Councilmember Holmes moved and Councilmember Holden seconded a motion to approve the Consent Calendar as presented and to authorize execution of all necessary documents contained therein. T he motion carried unanimously (5-0). 7. PULLED CONSENT ITEMS None. 8. PUBLIC HEARINGS A. TCAAP Public Hearing Mayor Grant stated that under the Public Hearing section, citizens have an opportunity to discuss ideas regarding the TCAAP development. Mayor Grant opened the public hearing at 7:12 p.m. With no one coming forward to speak, Mayor Grant closed the public hearing at 7:13 p.m. ARDEN HILLS CITY COUNCIL – JANUARY 12, 2015 4 B. Public Hearing – 2015 Pavement Management Program – Venus/Crystal Neighborhood Assistant City Engineer Anderson stated that on December 8, 2014, the City Council received a feasibility report for the 2015 Pavement Management Plan for the Venus/Crystal Neighborhood Improvement Project and ordered a public hearing for January 12, 2015. He presented the Council with information regarding construction standards and utility improvements planned for the Venus/Crystal street improvement project. He discussed a community survey that was taken regarding the project and noted that 54% (34) of the residents were in favor of street reconstruction while 41% (26) supported a reclamation project. Assistant City Engineer Anderson reviewed the project costs for both a reconstruction project and a reclamation project. He provided further comment on the City’s assessment policy noting that assessments were done on a per unit basis. He explained that corner lots would be assessed as a single unit. He reported that the reconstruction option would have an assessment rate of $11,450 per unit and the reclamation option would have an assessment rate of $7,850 per unit. He noted that four properties that are proposed to be assessed for this improvement project were also assessed for the 1998 Fairview improvement project. Assistant City Engineer Anderson explained that 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 December 31, 2014, and January 7, 2015. A notice was also sent to each property proposed to be assessed as a part of this project. Staff reviewed the project timeline and explained that once the public hearing is closed, the next step in the process is for the City Council to decide on a reconstruction/reclamation project and then order the improvements and preparation of plans and specifications. Mayor Grant thanked Mr. Anderson for his presentation and asked if the Council had any questions. Councilmember Holden asked if the reclamation process would allow for the removal of the clay soils under the street. Assistant City Engineer Anderson explained that this process would not allow for the proper removal of the poor soils and noted that the new road could heave due to the clay-type soils under the roadway. Councilmember Woodburn questioned if the City had a sealcoating policy. He believed that a proper sealcoating schedule would assist the City in maintaining its roadways in the future. Assistant City Engineer Anderson commented that the City has increased the frequency with which roadways are sealcoated in recent years. Mayor Grant requested that staff provide Councilmember Woodburn with information on the sealcoating schedule for the past several years. Councilmember Woodburn was in favor of a reclamation project noting that the current road survived 40+ years with the current soil conditions. ARDEN HILLS CITY COUNCIL – JANUARY 12, 2015 5 Councilmember Holmes inquired what the PCI ratings were for these roadways. Assistant City Engineer Anderson noted that the PCI ratings for the Venus/Crystal neighborhood roadways were in the single digits. He stated that these numbers indicate that a street reconstruction is necessary given the poor condition of the streets. Councilmember McClung addressed the longevity of the roadway. He asked how much longer the roadways would last if a total reconstruction project were completed versus a reclamation project. Assistant City Engineer Anderson explained that a reconstruction approach would have limited maintenance in the future. The roadway would only require sealcoating or a mill and overlay in the future. He indicated that a reclamation project would need to be reclaimed again in the future. Councilmember Holden inquired if the inlet capacity could be increased through both the reclamation and reconstruction processes. Assistant City Engineer Anderson stated that this was the case. Mayor Grant questioned if the reclamation project would solve the water issues for the families currently using sump pumps. Assistant City Engineer Anderson explained that the water along these roadways would continue to flow in the same manner as it does today. Mayor Grant opened the public hearing at 7:46 p.m. Bill Gillies, 1736 Crystal Avenue, commented that only two houses in his neighborhood don’t have sump pumps. He explained that he moved into the neighborhood in the late 1960’s. He discussed the history of the roadway since that time. He supported new concrete curb and gutter being installed on the roadway. Joani Werner, 1758 Crystal Avenue, explained that she was representing herself and three of her neighbors (Britt Lundgren-1777 Gramsie Road; Deb Dondlinger-1761 Gramsie Road; George Rehbein-1759 Crystal Avenue). She noted that she and her neighbors were assessed for the Fairview project in 1998. She and her neighbors did not believe that they should be assessed again because they own corner lots. She reviewed how the City’s assessment policy had changed and requested that they not be assessed twice. Deborah Dondlinger, 1761 Gramsie Road, added that corner lots were not offered any bonuses these days. She requested that she not be charged two assessments given the fact her property was already assessed with the Fairview project. Angela Hames, 1839 Venus Avenue, commented that she supported her neighbors on the corner lots and did not want to see them assessed for a second time. She discussed the age of the roadways and noted the streets were overlaid in 1993. She provided comment on how a reclamation project would not address the concerns of the roadway and recommended the City pursue a full reconstruction project. ARDEN HILLS CITY COUNCIL – JANUARY 12, 2015 6 Britt Lundgren, 1777 Gramsie Road, noted that she lived on a corner lot and did not want to be assessed a second time by the City. She explained that she has an irrigation system in her yard and questioned how this would be impacted by the roadway project. Assistant City Engineer Anderson explained that staff would be in contact with homeowners regarding this situation and the City’s contractor would work to keep irrigation systems in place, or have them removed and replaced. Wally Johnson, 1755 Glenview Avenue, questioned the expense for curb and gutter within a reconstruction project. He commented that he currently supported the reconstruction project. Assistant City Engineer Anderson estimated the concrete expense to be roughly $300,000 for the curb and gutter for the reconstruction project. Andrew Strange, 1703 Crystal Avenue, was in favor of a sump pump connection. He stated that if a connection were available, he would lean his support towards a reconstruction project. Andrew Frye, 1745 Crystal Avenue, recommended that the City pursue the reconstruction project. He noted that he has a sump pump that runs often in the spring time and he wanted to see the water runoff issues in his neighborhood addressed. Earl Mellema, 3898 Dellview Avenue, expressed concern with how the new street would be blended into the existing driveways. Assistant City Engineer Anderson commented that the City would be replacing existing driveways with like material to match the grade of the new roadway as part of the improvement project. Sally Jones, 1691 Crystal Avenue, indicated that her property was previously assessed. She reviewed the assessments that were being charged to the Noble Road neighborhood and questioned why these assessments were $2,000 less than her neighborhood. Assistant City Engineer Anderson explained that the Venus/Crystal neighborhood was not as dense as the Noble Road neighborhood. He reported that the Venus/Crystal neighborhood also required more soil corrections, which increased the expense. Miriam Ward, 3964 Fairview Avenue, supported her neighbors living on corners and requested they not be double assessed. Dave Clark, 1748 Venus Avenue, supported the four homeowners on the corner lots and recommended that these homes not be reassessed for the new project. He discussed an erosion concern near a storm water pipe along Venus Avenue and requested that the City address this issue. He commented that he was leaning his support towards a reconstruction project. Assistant City Engineer Anderson noted that the City was aware of this concern and the issue would be addressed as part of the street improvement project. ARDEN HILLS CITY COUNCIL – JANUARY 12, 2015 7 Jerry Ciresi, 1831 Venus Avenue, feared how he would be impacted by the assessment as he was a senior citizen living on a fixed income. He did not believe that a reconstruction project was the way to go as this would be a large burden for the taxpayers. Dean Bakken, 1802 Gramsie Road, supported the reconstruction project and recommended the four corner properties not be reassessed. Mayor Grant closed the public hearing at 8:28 p.m. Mayor Grant requested that the Council discuss the matter and provide staff with direction on how to proceed with this project. Councilmember Woodburn stated that the reclamation project was projected to be about $1 million less than the reconstruction project. He originally supported the reclamation project because it would cost the homeowners less, and he thought that reclamation was all that the street needed. Now, after hearing the presentation and the residents support for reconstruction, he is in favor of moving forward with the street reconstruction for this neighborhood. He sympathized with the senior citizens in this neighborhood and understood that the reclamation option would have reduced the amount assessed on the homeowners. Mayor Grant questioned how much the water runoff situation would be improved through a full reconstruction project. Assistant City Engineer Anderson discussed how the grading and soil conditions would be improved along the roadway and how this would impact the water runoff. Councilmember Holmes reported that the assessment amounts could be paid off over a period of 10 years. She also mentioned that a determination on the corner lots would be made at the assessment hearing. Mayor Grant noted that the Council had the ability to extend the length of the assessment period. MOTION: Councilmember McClung moved and Councilmember Woodburn seconded a motion to Adopt Resolution 2015-001 ordering the improvement and preparation of plans and specifications for the reconstruction of the Venus/Crystal neighborhood. Mayor Grant thanked the public for their comments this evening. He indicated that he was torn between the reclamation versus reconstruction project. However, in the end he believed that in order to do the job right, he would be supporting the reconstruction of the Venus/Crystal neighborhood roadways. Councilmember McClung agreed and believed that this neighborhood was in need of a complete street reconstruction. He was pleased to hear that a large number of homeowners in this neighborhood were voicing the same concern. Councilmember Holden discussed how the Council has been taking a proactive stance towards the City’s streets and trails. For this reason, she would be supporting the full reconstruction. ARDEN HILLS CITY COUNCIL – JANUARY 12, 2015 8 The motion carried (5-0). 9. NEW BUSINESS None. 10. UNFINISHED BUSINESS None. 11. COUNCIL COMMENTS Councilmember Holmes reviewed the Commission and Committee appointments. She thanked each of the individuals appointed for their willingness to serve. ADJOURN MOTION: Mayor Grant moved and Councilmember McClung seconded a motion to adjourn to the TCAAP work session. The motion carried unanimously (4-1) (Holden opposed). Mayor Grant adjourned the regular City Council meeting at 8:48 p.m. __________________________ __________________________ Amy Dietl David Grant City Clerk Mayor Page 1 of 1 DATE: February 9, 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 #3 ...................................................................................... $ 88,177.06 2015 Payroll #3-1 ................................................................................... $ 918.97 Total Payroll $ 89,096.03 Accounts Payable Claims Through 02/06/2015 Paid Claims (Check No 44374-Check No 44426) ................................. $ 171,494.54 Paid Claims (Check No 44427-Check No 44431) ................................. $ 158,070.34 Total Accounts Payable $ 329,564.88 Total Claims $ 418,660.91 CONSENT ITEM - 5A MEMORANDUM CITY OF ARDEN HILLS PAYROLL # 3 CHECKS DATED: 01/30/15 Biweekly: 01/10/15 - 01/23/15 EMPLOYEE DEDUCTIONS AMT.Payment Method FIT 7,391.69 EFT SIT 3,151.07 EFT FICA Oasdi 5,221.48 EFT FICA Medicare 1,221.12 EFT TOTAL TAXES 16,985.36 Health Premium 0.00 A/P Check* Dental Premium A/P Check* FSA Health Care Reimb. 0.00 A/P Check* FSA Dependent Care Reimb. 0.00 A/P Check* TOTAL FLEXIBLE SPENDING 0.00 HSA Health Saving 0.00 Health Care Savings Plan EFT Health Care Savings Plan-2% 270.73 EFT Health Care Savings Plan-4% 177.96 EFT TOTAL HEALTH SAVINGS 448.69 PERA 4,025.07 EFT ICMA 4,927.02 EFT Central Pension Fund-Union 614.40 A/P Check* MN State Retirement System 342.85 EFT TOTAL RETIREMENT 9,909.34 IUOE 49 Dues (Union) 0.00 A/P Check* LTD/STD Insurance 0.00 A/P Check* PERA Life Insurance 0.00 A/P Check* CITY BENEFIT 5,221.48 1,221.12 6,442.60 0.00 0.00 0.00 0.00 0.00 0.00 4,644.31 358.08 5,002.39 PERA Life Insurance 0.00 A/P Check Life/Addl/Dep Life 0.00 A/P Check* Public Employee Long Term Care 0.00 A/P Check* UNUM 0.00 A/P Check* AFLAC 0.00 EFT Avesis-Vision Care 0.00 A/P Check* TOTAL VOLUNTARY 0.00 Total Employee Deductions 27,343.39 Net Payroll 7,575.44 Direct Deposit 49,288.68 EFT Gross Payroll Tie-Out 84,307.51 STD/LTD Gross - Up 0.00 Plus City Paid Benefit 11,444.99 ICMA Benefit Held 0.00 TOTAL PAYROLL COST 88,177.06 FICA TIE-OUT Gross Payroll 84,307.51 Less Total FSA 0.00 Plus Employer Match ICMA 0.00 Plus ICMA Benefit Held 0.00 Net P/R Subject to FICA 84,307.51 FICA Oasdi @ 6.20%5,221.48 FICA Medicare @ 1.45%1,221.12 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 CITY OF ARDEN HILLS PAYROLL # 3-1 CHECKS DATED: 01/30/15 Biweekly: 01/10/15 - 01/23/15 EMPLOYEE DEDUCTIONS AMT.Payment Method FIT 0.00 EFT SIT 0.00 EFT FICA Oasdi 0.00 EFT FICA Medicare 0.00 EFT TOTAL TAXES 0.00 Health Premium 0.00 A/P Check* Dental Premium A/P Check* FSA Health Care Reimb. 0.00 A/P Check* FSA Dependent Care Reimb. 0.00 A/P Check* TOTAL FLEXIBLE SPENDING 0.00 HSA Health Saving 0.00 Health Care Savings Plan-Retirement 918.97 EFT Health Care Savings Plan-2% 0.00 EFT Health Care Savings Plan-4% 0.00 EFT TOTAL HEALTH SAVINGS 918.97 PERA 0.00 EFT ICMA 0.00 EFT Central Pension Fund-Union 0.00 A/P Check* MN State Retirement System 0.00 EFT TOTAL RETIREMENT 0.00 IUOE 49 Dues (Union) 0.00 A/P Check* LTD/STD Insurance 0.00 A/P Check* PERA Life Insurance 0.00 A/P Check* Life/Addl/Dep Life 0.00 A/P Check* Public Employee Long Term Care 0.00 A/P Check* UNUM 0.00 A/P Check* AFLAC 0.00 EFT Avesis-Vision Care 0.00 A/P Check* TOTAL VOLUNTARY 0.00 Total Employee Deductions 918.97 Net Payroll 0.00 Direct Deposit 0.00 EFT Gross Payroll Tie-Out 918.97 STD/LTD Gross - Up 0.00 Plus City Paid Benefit 0.00 ICMA Benefit Held 0.00 TOTAL PAYROLL COST 918.97 FICA TIE-OUT Gross Payroll 918.97 Less Total FSA 0.00 Plus Employer Match ICMA 0.00 Plus ICMA Benefit Held 0.00 Net P/R Subject to FICA 918.97 FICA Oasdi @ 6.20% 0.00 FICA Medicare @ 1.45% 0.00 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 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 CITY BENEFIT 0.00 0.00 0.00 Accounts Payable User: Printed: ashley.bertrand 2/6/2015 12:23 PM Checks by Date - Detail by Check Date Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 0189 Gopher State One-Call, Inc.01/30/2015ACH 128587 December 2014 Locates December 2014 Locates 43.55 128587 December 2014 Locates December 2014 Locates 43.55 87.10Total for this ACH Check for Vendor 0189: 0292 Oxygen Service Company, Inc.01/30/2015ACH 03288632 December 2014 PW Rental December 2014 PW Rental 16.12 16.12Total for this ACH Check for Vendor 0292: 5173 Badger Meter, Inc.01/30/2015ACH 1027745 Q4 2014 Service Charges Q4 2014 Service Charges 429.75 429.75Total for this ACH Check for Vendor 5173: 0382 ICMA Retirement Trust - 106944 01/30/2015ACH PR Batch 00300.01.2015 ICMA Employer Percent 401PR Batch 00300.01.2015 ICMA Employer Percent 401 358.08 PR Batch 00300.01.2015 ICMA Employee Percent 401PR Batch 00300.01.2015 ICMA Employee Percent 401 310.34 668.42Total for this ACH Check for Vendor 0382: 0387 ICMA Retirement Trust- #302482 01/30/2015ACH PR Batch 00300.01.2015 ICMA Employee PercentPR Batch 00300.01.2015 ICMA Employee Percent 478.60 PR Batch 00300.01.2015 ICMA Employee DeductionPR Batch 00300.01.2015 ICMA Employee Deduction 4,138.08 4,616.68Total for this ACH Check for Vendor 0387: 0706 Certified Laboratories 01/30/2015ACH 1783719 PW Parts PW Parts 413.28 413.28Total for this ACH Check for Vendor 0706: 5138 League of MN Cities Ins. Trust 01/30/201544374 C0035695 C#C0035695-Light Pole Damage C#C0035695-Light Pole Damage 2,890.00 2,890.00Total for Check Number 44374: SRFC SRF Consulting Group, Inc.01/30/201544375 08722.00-1 PC 14-036 December 2014 Escrow Charges PC 14-036 December 2014 Escrow Charges 1,653.33 08723.00-1 PC 14-034 December 2014 Escrow Charges PC 14-034 December 2014 Escrow Charges 1,483.78 3,137.11Total for Check Number 44375: 1300 UniFirst Corporation 01/30/201544376 090 0224722 October 2014 Mat Service October 2014 Mat Service 66.60 66.60Total for Check Number 44376: 2125 Max Arvidson 01/30/201544377 01232015-MA January 2015 Expense Report January 2015 Expense Report 9.00 Page 1AP Checks by Date - Detail by Check Date (2/6/2015 12:23 PM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 9.00Total for Check Number 44377: 6047 Avesis Third Party Administrators, Inc 01/30/201544378 15B5866-IN February 2015 Vision February 2015 Vision 10.86 10.86Total for Check Number 44378: BAZP Pamela Bazille 01/30/201544379 01272015-PB 2015 Babysitting Clinic Refund 2015 Babysitting Clinic Refund 45.00 45.00Total for Check Number 44379: ESRI ESRI 01/30/201544380 92917921 ArcGIS Renewal 2015 ArcGIS Renewal 2015 3,618.00 3,618.00Total for Check Number 44380: 1300 UniFirst Corporation 01/30/201544381 090 0236222 January 2015 Mat Service January 2015 Mat Service 80.60 80.60Total for Check Number 44381: 16,088.52Total for 1/30/2015: 0225 Lillie Suburban Newspapers 02/06/2015ACH 12312014 ROP Meeting ROP Meeting 281.60 281.60Total for this ACH Check for Vendor 0225: 0478 Truck Utilities Mfg. Company 02/06/2015ACH 0278999 PW Vehicle #211 Repair PW Vehicle #211 Repair 136.13 136.13Total for this ACH Check for Vendor 0478: 0750 Verizon Wireless 02/06/2015ACH 9738475805-2 December 2014 Cell Phone Bill December 2014 Cell Phone Bill 60.03 9738688475-2 December 2014 Cell Phone Bill December 2014 Cell Phone Bill 469.26 529.29Total for this ACH Check for Vendor 0750: 1001 Sprint/Nextel Communications 02/06/2015ACH 196110738-0202 December 2014 Cell Phone Charges December 2014 Cell Phone Charges 84.51 84.51Total for this ACH Check for Vendor 1001: 0189 Gopher State One-Call, Inc.02/06/2015ACH 129752 2015 Annual Fee 2015 Annual Fee 50.00 129752 2015 Annual Fee 2015 Annual Fee 50.00 100.00Total for this ACH Check for Vendor 0189: 0192 Grainger, Inc 02/06/2015ACH 9633878922 PW Supplies PW Supplies 244.42 9634575097 PW Supplies PW Supplies 29.13 9637430332 PW Supplies PW Supplies 71.84 9637430340 PW Supplies PW Supplies 39.36 9638609553 PW Supplies PW Supplies 47.40 432.15Total for this ACH Check for Vendor 0192: Page 2AP Checks by Date - Detail by Check Date (2/6/2015 12:23 PM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 0320 Health Partners 02/06/2015ACH 55334963 February 2015 Dental Premium February 2015 Dental Premium 1,240.81 1,240.81Total for this ACH Check for Vendor 0320: 0453 Continental Research Corp.02/06/2015ACH 415019-CRC-1 PW Supplies PW Supplies 815.00 815.00Total for this ACH Check for Vendor 0453: 0750 Verizon Wireless 02/06/2015ACH 9738475805 January 2015 Cell Phone Charges January 2015 Cell Phone Charges 60.03 9738688475 January 2015 Cell Phone Charges January 2015 Cell Phone Charges 469.26 529.29Total for this ACH Check for Vendor 0750: 1001 Sprint/Nextel Communications 02/06/2015ACH 196110738-020 January 2015 Cell Phone Bill January 2015 Cell Phone Bill 84.51 84.51Total for this ACH Check for Vendor 1001: 2112 Bertrand, Ashley 02/06/2015ACH 02022015-AB January 2015 Expense Report January 2015 Expense Report 37.49 37.49Total for this ACH Check for Vendor 2112: 5587 CES Imaging 02/06/2015ACH INV014637 January 2015 Plotter Rental Charges January 2015 Plotter Rental Charges 60.00 60.00Total for this ACH Check for Vendor 5587: 6060 Batteries Plus 02/06/2015ACH 029-544211 Vehicle #211 Parts Vehicle #211 Parts 246.95 246.95Total for this ACH Check for Vendor 6060: 1018 Bethel University 02/06/201544382 02022015-BU PC 13-013 Escrow Release PC 13-013 Escrow Release 383.84 383.84Total for Check Number 44382: 0296 City of Arden Hills 02/06/201544383 02022015-PC December 2014 Petty Cash Rec December 2014 Petty Cash Rec 74.92 74.92Total for Check Number 44383: 0841 Ehlers & Associates, Inc.02/06/201544384 66473 December 2014 TCAAP Charges December 2014 TCAAP Charges 2,625.00 2,625.00Total for Check Number 44384: HOOP Hood Packaging Corporation 02/06/201544385 02022015-HP PC 14-012 Escrow Release PC 14-012 Escrow Release 272.37 272.37Total for Check Number 44385: 5640 Lexington Station, LLC 02/06/201544386 02022015-RM PC 14-010 Escrow Release PC 14-010 Escrow Release 1,395.78 02022015-RM1 PC 13-003 Escrow Release PC 13-003 Escrow Release 42.00 1,437.78Total for Check Number 44386: 0155 Office of MN IT Services 02/06/201544387 Page 3AP Checks by Date - Detail by Check Date (2/6/2015 12:23 PM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription W14120666 December 2014 Phone Bill December 2014 Phone Bill 716.42 716.42Total for Check Number 44387: 0298 Pitney Bowes-Meter Service 02/06/201544388 7212665-JA152 October - December 2014 Postage Lease October - December 2014 Postage Lease 827.56 827.56Total for Check Number 44388: 1074 Precision Landscape & Tree 02/06/201544389 1699 City Hall Tree Pruning City Hall Tree Pruning 1,975.87 1700 City Hall Tree Pruning City Hall Tree Pruning 2,566.09 4,541.96Total for Check Number 44389: 0811 Ramsey County 02/06/201544390 PUBW-014226 December 2014 Equipment & Labor Expenses December 2014 Sign Purchase 583.20 PUBW-014226 December 2014 Equipment & Labor Expenses December 2014 Sign Purchase 72.65 PUBW-014226 December 2014 Equipment & Labor Expenses December 2014 Sign Purchase 19.29 PUBW-014226 December 2014 Equipment & Labor Expenses December 2014 Sign Purchase 90.22 PUBW-014226 December 2014 Equipment & Labor Expenses December 2014 Sign Purchase 810.00 PUBW-014226 December 2014 Equipment & Labor Expenses December 2014 Sign Purchase 113.40 PUBW-014226 December 2014 Equipment & Labor Expenses December 2014 Sign Purchase 20.18 PUBW-014226 December 2014 Equipment & Labor Expenses December 2014 Sign Purchase 20.99 PUBW-014226 December 2014 Equipment & Labor Expenses December 2014 Sign Purchase 56.70 PUBW-014226 December 2014 Equipment & Labor Expenses December 2014 Sign Purchase 213.39 PUBW-014226 December 2014 Equipment & Labor Expenses December 2014 Sign Purchase 631.80 PUBW-014226 December 2014 Equipment & Labor Expenses December 2014 Sign Purchase 113.40 PUBW-014232 December 2014 Fuel Purchase December 2014 Fuel Purchase 2,787.63 PUBW-014238 December 2014 Sign Purchase December 2014 Sign Purchase 109.69 5,642.54Total for Check Number 44390: 0716 Springbrook Software 02/06/201544391 1555 50% Go Live Acceptance: Lockbox 50% Go Live Acceptance: Lockbox 1,500.00 1,500.00Total for Check Number 44391: 0576 TimeSaver Off Site Secretarial 02/06/201544392 M21000 12/1 & 12/8 CC Mtgs 12/1 & 12/8 CC Mtgs 612.00 M21034-2 12/1 & 12/8 CC Mtgs 298.00 910.00Total for Check Number 44392: 0600 315800-NCPERS Minnesota 02/06/201544393 3158215 January 2015 Payroll Deductions January 2015 Payroll Deductions 64.00 64.00Total for Check Number 44393: 0549 Able Hose & Rubber 02/06/201544394 1-863855 PW Parts PW Parts 96.27 96.27Total for Check Number 44394: ASTL Astleford International 02/06/201544395 T323385 Vehicle #120 Parts Vehicle #120 Parts 44.03 44.03Total for Check Number 44395: 0131 Beisswenger's How-To Store 02/06/201544396 547036 PW Parts PW Parts 17.67 547601 PW Parts PW Parts 8.07 Page 4AP Checks by Date - Detail by Check Date (2/6/2015 12:23 PM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 549031 PW Parts PW Parts 25.43 549377 PW Parts PW Parts 3.48 552776 PW Parts PW Parts 2.98 553182 PW Parts PW Parts 5.39 553265 PW Parts PW Parts 13.59 553423 PW Parts PW Parts 40.88 117.49Total for Check Number 44396: CAMC Charles Campbell 02/06/201544397 02062015-CC PC 14-020 Escrow Release PC 14-020 Escrow Release 630.00 630.00Total for Check Number 44397: CANON Canon Financial Services 02/06/201544398 14591541 February 2015 Copier Lease February 2015 Copier Lease 822.80 14591541 February 2015 Copier Lease February 2015 Copier Lease 145.20 968.00Total for Check Number 44398: CPF1 Central Pension Fund 02/06/201544399 01312015-CPF January 2015 Contributions January 2015 Contributions 1,843.20 1,843.20Total for Check Number 44399: 0319 City of Roseville 02/06/201544400 0219779 January 2015 IT Bill January 2015 IT i 3,206.83 0219810 January 2015 Phone Bill January 2015 Phone Bill 403.85 3,610.68Total for Check Number 44400: 6077 CIVICPLUS 02/06/201544401 152606 Jan-Feb 2015 Website Maintenance Charges Jan-Feb 2015 Website Maintenance Charges 166.67 166.67Total for Check Number 44401: 1033 Comcast 02/06/201544402 44281-0115 January 2015 TV Services January 2015 TV Services 8.41 8.41Total for Check Number 44402: 1785 EcoEnvelopes 02/06/201544403 1402 January 2015 UB Processing & Postage January 2015 UB Processing & Postage 595.48 1402 January 2015 UB Processing & Postage January 2015 UB Processing & Postage 595.49 1402 January 2015 UB Processing & Postage January 2015 UB Processing & Postage 595.49 1,786.46Total for Check Number 44403: 0887 Force America, Inc.02/06/201544404 01439471 PW Parts PW Parts 35.47 35.47Total for Check Number 44404: 0176 Frattallone's Hardware, Inc.02/06/201544405 063091-A PW Parts PW Parts 49.86 063102-A PW Parts PW Parts 37.46 063167-A PW Parts PW Parts 26.47 113.79Total for Check Number 44405: 0766 Greatland Corporation 02/06/201544406 4646484 RI 1099/W2 Forms 1099/W2 Forms 147.40 Page 5AP Checks by Date - Detail by Check Date (2/6/2015 12:23 PM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 147.40Total for Check Number 44406: 0447 I.U.O.E Local 49 Benefit Fund-Insurance 02/06/201544407 02152015 March 2015 PW Benefits March 2015 PW Benefits 1,200.00 1,200.00Total for Check Number 44407: 0381 ICMA Retirement Corporation 02/06/201544408 14861 Q1 2015 Annual Plan Fee Q1 2015 Annual Plan Fee 250.00 250.00Total for Check Number 44408: 0390 INT'L Union Operating Engineers-Union Dues02/06/201544409 01082015-INT January 2015 Union Dues January 2015 Union Dues 264.00 264.00Total for Check Number 44409: IREK Kyle Irestone 02/06/201544410 01202015-KI PC 14-014 Escrow Release PC 14-014 Escrow Release 350.00 350.00Total for Check Number 44410: 0916 Lakes Country Service Coop 02/06/201544411 CI073HA9-0215 February 2015 Health Insurance February 2015 Health Insurance 3,020.50 CI073HB7-0215 February 2015 Health Insurance February 2015 Health Insurance 1,851.00 CI073HE1-0215 February 2015 Health Insurance February 2015 Health Insurance 3,028.00 7,899.50Total for Check Number 44411: 5443 Metro Products, Inc.02/06/201544412 105165 PW Parts PW Parts 204.76 204.76Total for Check Number 44412: 1597 Midwest Lock & Safe, Inc.02/06/201544413 28389 Maintenance on City Hall Doors Maintenance on City Hall Doors 632.84 632.84Total for Check Number 44413: COMT Minnesota Department of Transportation 02/06/201544414 252687 TH 51 Bridge Project-Traffic Signals TH 51 Bridge Project-Traffic Signals 99,770.83 99,770.83Total for Check Number 44414: MYEC Chad Myers 02/06/201544415 02062015-CM PC 14-017 Escrow Release PC 14-017 Escrow Release 630.00 630.00Total for Check Number 44415: 6252 Office Depot 02/06/201544416 1749460360 Office Supplies Office Supplies 20.99 20.99Total for Check Number 44416: 3071 Peoples Electric Company 02/06/201544417 301417.00 Hockey Rink Repair Hockey Rink Repair 2,211.50 2,211.50Total for Check Number 44417: 0298 Pitney Bowes-Meter Service 02/06/201544418 7212665-JA15 January 2015 Postage Lease January 2015 Postage Lease 413.78 Page 6AP Checks by Date - Detail by Check Date (2/6/2015 12:23 PM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 413.78Total for Check Number 44418: 3100 Provident Life and Accident Ins Co 02/06/201544419 9672443-0115 January 2015 UNUM Payment January 2015 UNUM Payment 85.10 85.10Total for Check Number 44419: 0282 Republic Services #899 02/06/201544420 0899-02615140 February 2015 Trash Service February 2015 Trash Service 636.58 0899-02615140 February 2015 Trash Service February 2015 Trash Service 304.01 940.59Total for Check Number 44420: 1387 Standard Insurance Company 02/06/201544421 147490-0215 February 2015 LTD/STD/Life Insurance Premium February 2015 LTD/STD/Life Insurance Premium 1,529.22 1,529.22Total for Check Number 44421: 0576 TimeSaver Off Site Secretarial 02/06/201544422 M21034 CC Mtgs, Plan Com Mtg, JDA Mtg CC Mtgs, Plan Com Mtg, JDA Mtg 232.00 M21034 CC Mtgs, Plan Com Mtg, JDA Mtg CC Mtgs, Plan Com Mtg, JDA Mtg 267.50 M21034 CC Mtgs, Plan Com Mtg, JDA Mtg CC Mtgs, Plan Com Mtg, JDA Mtg 133.00 632.50Total for Check Number 44422: 1175 TNT Cleaning and Consulting, INC 02/06/201544423 270104 January 2015 Cleaning January 2015 Cleaning 845.00 845.00Total for Check Number 44423: TWAH Twang Holdings, LLC 02/06/201544424 02062015-TH PC 14-033 Release PC 14-033 Release 630.00 630.00Total for Check Number 44424: 1363 Water Conservation Service, Inc. 02/06/201544425 5695 January 2015 Leak Locates January 2015 Leak Locates 355.60 355.60Total for Check Number 44425: 0101 Winnick Supply 02/06/201544426 288047 PW Parts PW Parts 3,397.82 3,397.82Total for Check Number 44426: 8081 Kimley-Horn and Associates, Inc 02/06/201544427 6332757 November 2014 TCAAP Charges November 2014 TCAAP Charges 66,895.96 6338031 November 2014 MVHS Trail Expenses November 2014 MVHS Trail Expenses 14,136.13 81,032.09Total for Check Number 44427: 0811 Ramsey County 02/06/201544428 PUBW-014216 December 2014 Road Salt Purchase December 2014 Road Salt Purchase 9,456.00 9,456.00Total for Check Number 44428: 0447 I.U.O.E Local 49 Benefit Fund-Insurance 02/06/201544429 02.15.2015 March 2015 PW Benefits March 2015 PW Benefits 8,480.00 8,480.00Total for Check Number 44429: 5138 League of MN Cities Ins. Trust 02/06/201544430 Page 7AP Checks by Date - Detail by Check Date (2/6/2015 12:23 PM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 29015 Worker's Comp Payment Worker's Comp Payment 34,448.00 34,448.00Total for Check Number 44430: 0811 Ramsey County 02/06/201544431 PRMG-002664 Q1 2015 Rent Q1 2015 Rent 24,654.25 24,654.25Total for Check Number 44431: 313,476.36Total for 2/6/2015: Report Total (77 checks): 329,564.88 Page 8AP Checks by Date - Detail by Check Date (2/6/2015 12:23 PM) DATE: February 9, 2015 TO: City Councilmembers Patrick Klaers, City Administrator FROM: Mayor Grant SUBJECT: TCAAP Development Discussion Opportunity for Residents Discussion Under this Public Hearing, citizens have an opportunity to discuss ideas regarding TCAAP development. PUBLIC HEARING – 7A MEMORANDUM Page 1 of 2 DATE: February 9, 2015 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: Terry Maurer, Public Works Director SUBJECT: County Road E Bid Award Requested Action Adopt Resolution 2015-011 Awarding the County Road E Area Improvement contract project to Park Construction. Also, approve the Cooperative Agreement PW2015-02 with Ramsey County for funding of their share of the project. Finally, authorize accepting the proposal from Elfering and Associates for construction services on an hourly basis not to exceed $99,360. Background/Discussion Bids were opened for the County Road E Area improvements on Tuesday, January 6, 2015. There were a total of four bidders. Park Construction Company was the low bidder at $1,349,913.06. This is slightly below the Feasibility Report estimated construction cost of $1,452,200.00. The bidders and their total bid are shown in the following table and a full Bid Abstract is attached. BIDDERS TOTAL AMOUNT BID Park Construction Company $1,349,913.06 Northwest Asphalt, Inc. $1,483,093.60 Bituminous Roadways, Inc. $1,517,780.50 Forest Lake Contracting, Inc. $1,535,381.80 As the Council is aware, the majority of the construction cost for this project is being funded by Ramsey County. Attached is a split of the low bid submitted by Park Construction Company divided between City and County. The split is remarkably close to the estimated split provided at the Public/Assessment Hearing. At the Hearing the estimated County cost was $1,179,840.00 plus overhead. The summary cost split from Park Construction Company’s bid shows a County cost of $1,176,888.61 plus overhead. NEW BUSINESS – 8A MEMORANDUM Page 2 of 2 Attached is Resolution 2015-011 that Awards the County Road E Improvement Project to Park Construction Company as the lowest responsible bidder. Awarding the contract now when actual construction will not start until probably May, allows the contractor to get the signal system equipment ordered. Staff recommends adopting Resolution 2015-011. Also attached is Cooperative Agreement PW2015-02 between Ramsey County and Arden Hills. This Agreement is very similar to others the City has entered into with the exception that this one calls for the County to pay the City as the City holds the construction contract. As with agreements on similar projects, the agreement calls for the County to pay their construction cost plus 24% overhead (12% for design and 12% for construction). Staff recommends approving Cooperative Agreement PW2015-02. Finally, attached is a proposal from Elfering and Associates for construction services. The services include construction management, construction staking, and a full time inspector on site. The proposal is on an hourly basis not to exceed a total of $99,360. A similar proposal was received from Bolton and Menk but it was much higher. Staff recommends accepting the proposal from Elfering and Associates for construction services on an hourly basis with a total cost not to exceed of $99,360. Attachments Attachment A: Abstract of Bids Attachment B: Cost split between City and Ramsey County Attachment C: Resolution 2015-011 Attachment D: Cooperative Agreement PW2015-02 Attachment E: Proposal from Elfering and Associates