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Home My WebLink About06-08-15-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 Rice Creek Commons (TCAAP) Update Jill Hutmacher, Community Development Director MEMO.PDF Joint Development Authority Update Jill Hutmacher, Community Development Director MEMO.PDF, ATTACHMENT.PDF Transportation Update Terry Maurer, Public Works Director MEMO.PDF APPROVAL OF MINUTES Draft Minutes April 13, 2015, Regular City Council April 27, 2015, Special City Council Work Session April 27, 2015, Regular City Council 04 -13 -15 -R.PDF, 04 -27 -15 -WS.PDF, 04 -27 -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 Findings Of Fact And Decision Regarding Application Of Holiday Stationstores Inc for a PUD Amendment for Property at 1920 West Highway 96 - PC 15 -008 Matthew Bachler, Associate Planner MEMO.PDF, ATTACHMENT A.PDF Round Lake Road Area Improvement - Payment 8 John Anderson, Assistant City Engineer MEMO.PDF, ATTACHMENT A.PDF County Road E - Pine Tree Drive Improvements - Payment 2 Terry Maurer, Public Works Director MEMO.PDF, ATTACHMENT A.PDF 2015 Pavement Management Program - PMP - Pay Estimate 1 John Anderson, Assistant City Engineer MEMO.PDF, ATTACHMENT A.PDF Lake Johanna Fire Department Capital Expenditures Sue Iverson, Director of Finance and Administrative Services MEMO.PDF, ATTACHMENT A.PDF Approve Amendment To Joint Cooperation Agreement for Community Development Block Grant Program Jill Hutmacher, Community Development Director MEMO.PDF, ATTACHMENTS.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 Rice Creek Commons (TCAAP) Development Discussion Opportunity For Residents MEMO.PDF Public Hearing For Presbyterian Homes Request For Conduit Debt Financing Sue Iverson, Director of Finance and Administrative Services MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDF, ATTACHMENT C.PDF NEW BUSINESS UNFINISHED BUSINESS COUNCIL COMMENTS ADJOURN Mayor: David Grant Councilmembers: Brenda Holden Fran Holmes Dave McClung Robert Woodburn Regular City Council Agenda June 8, 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: 3.B. Documents: 3.C. Documents: 4. 4.A. Documents: 5. 5.A. Documents: 5.B. Documents: 5.C. Documents: 5.D. Documents: 5.E. Documents: 5.F. Documents: 5.G. Documents: 6. 7. 7.A. Documents: 7.B. Documents: 8. 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 COMMENTSRice Creek Commons (TCAAP) UpdateJill Hutmacher, Community Development DirectorMEMO.PDFJoint Development Authority UpdateJill Hutmacher, Community Development Director MEMO.PDF, ATTACHMENT.PDFTransportation UpdateTerry Maurer, Public Works DirectorMEMO.PDFAPPROVAL OF MINUTES Draft Minutes April 13, 2015, Regular City Council April 27, 2015, Special City Council Work Session April 27, 2015, Regular City Council 04 -13 -15 -R.PDF, 04 -27 -15 -WS.PDF, 04 -27 -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 Findings Of Fact And Decision Regarding Application Of Holiday Stationstores Inc for a PUD Amendment for Property at 1920 West Highway 96 - PC 15 -008 Matthew Bachler, Associate Planner MEMO.PDF, ATTACHMENT A.PDF Round Lake Road Area Improvement - Payment 8 John Anderson, Assistant City Engineer MEMO.PDF, ATTACHMENT A.PDF County Road E - Pine Tree Drive Improvements - Payment 2 Terry Maurer, Public Works Director MEMO.PDF, ATTACHMENT A.PDF 2015 Pavement Management Program - PMP - Pay Estimate 1 John Anderson, Assistant City Engineer MEMO.PDF, ATTACHMENT A.PDF Lake Johanna Fire Department Capital Expenditures Sue Iverson, Director of Finance and Administrative Services MEMO.PDF, ATTACHMENT A.PDF Approve Amendment To Joint Cooperation Agreement for Community Development Block Grant Program Jill Hutmacher, Community Development Director MEMO.PDF, ATTACHMENTS.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 Rice Creek Commons (TCAAP) Development Discussion Opportunity For Residents MEMO.PDF Public Hearing For Presbyterian Homes Request For Conduit Debt Financing Sue Iverson, Director of Finance and Administrative Services MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDF, ATTACHMENT C.PDF NEW BUSINESS UNFINISHED BUSINESS COUNCIL COMMENTS ADJOURN Mayor:David Grant Councilmembers:Brenda Holden Fran HolmesDave McClungRobert Woodburn Regular City Council Agenda June 8, 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:3.B.Documents:3.C.Documents:4. 4.A. Documents: 5. 5.A. Documents: 5.B. Documents: 5.C. Documents: 5.D. Documents: 5.E. Documents: 5.F. Documents: 5.G. Documents: 6. 7. 7.A. Documents: 7.B. Documents: 8. 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 COMMENTSRice Creek Commons (TCAAP) UpdateJill Hutmacher, Community Development DirectorMEMO.PDFJoint Development Authority UpdateJill Hutmacher, Community Development Director MEMO.PDF, ATTACHMENT.PDFTransportation UpdateTerry Maurer, Public Works DirectorMEMO.PDFAPPROVAL OF MINUTESDraft MinutesApril 13, 2015, Regular City CouncilApril 27, 2015, Special City Council Work SessionApril 27, 2015, Regular City Council04-13 -15 -R.PDF, 04 -27 -15 -WS.PDF, 04 -27 -15 -R.PDFCONSENT CALENDARThose items listed under the Consent Calendar are considered to be routine by the City Council and will be enacted by one motion under a Consent Calendar format. There will be no separate discussion of these items, unless a Councilmember so requests, in which event, the item will be removed from the general order of business and considered separately in its normal sequence on the agenda.Claims And PayrollSue Iverson, Director of Finance and Administrative ServicesAshley Bertrand, Accounting AnalystMEMO.PDFFindings Of Fact And Decision Regarding Application Of Holiday Stationstores Incfor a PUD Amendment for Property at 1920 West Highway 96 - PC 15 -008Matthew Bachler, Associate PlannerMEMO.PDF, ATTACHMENT A.PDFRound Lake Road Area Improvement - Payment 8John Anderson, Assistant City EngineerMEMO.PDF, ATTACHMENT A.PDFCounty Road E - Pine Tree Drive Improvements - Payment 2Terry Maurer, Public Works DirectorMEMO.PDF, ATTACHMENT A.PDF2015 Pavement Management Program - PMP - Pay Estimate 1John Anderson, Assistant City EngineerMEMO.PDF, ATTACHMENT A.PDFLake Johanna Fire Department Capital ExpendituresSue Iverson, Director of Finance and Administrative ServicesMEMO.PDF, ATTACHMENT A.PDFApprove Amendment To Joint Cooperation Agreementfor Community Development Block Grant Program Jill Hutmacher, Community Development Director MEMO.PDF, ATTACHMENTS.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 Rice Creek Commons (TCAAP) Development Discussion Opportunity For Residents MEMO.PDF Public Hearing For Presbyterian Homes Request For Conduit Debt Financing Sue Iverson, Director of Finance and Administrative Services MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDF, ATTACHMENT C.PDF NEW BUSINESS UNFINISHED BUSINESS COUNCIL COMMENTS ADJOURN Mayor:David Grant Councilmembers:Brenda Holden Fran HolmesDave McClungRobert Woodburn Regular City Council Agenda June 8, 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:3.B.Documents:3.C.Documents:4.4.A.Documents:5.5.A.Documents:5.B.Documents:5.C.Documents:5.D.Documents:5.E.Documents:5.F.Documents:5.G. Documents: 6. 7. 7.A. Documents: 7.B. Documents: 8. 9. 10. Page 1 of 1 DATE: June 8, 2015 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: Jill Hutmacher, Community Development Director SUBJECT: Rice Creek Commons (TCAAP) Update The City Council preliminarily approved the TCAAP Redevelopment Code (TRC) on May 26, 2015. The City Council will discuss the Comprehensive Plan Amendment (CPA) at work sessions on June 8 and 15. Public hearings on the TRC and the CPA are tentatively schedu led for July 8, 2015 at the Planning Commission meeting. The draft TRC is posted on the City’s website with a link from the home page. STAFF COMMENTS – 3A MEMORANDUM Page 1 of 1 DATE: June 8, 2015 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: Jill Hutmacher, Community Development Director SUBJECT: Joint Development Authority Update The TCAAP Joint Development Authority met on Monday, June 1, 2015. A presentation on the TCAAP Redevelopment Code was given. Commissioners discussed the need for flexibility within the TRC and the density needed to support transit. Attachment Approved Joint Development Authority minutes – April 6, 2015 STAFF COMMENTS – 3B MEMORANDUM Joint Development Authority Monday, April 6, 2015 Arden Hills City Council Chambers Minutes 5:30 pm Present: Joint Development Authority: Chair David Sand, Commissioner Blake Huffman, Commissioner Brenda Holden, Commissioner David Grant, Commissioner Rafael Ortega Also present: Patrick Klaers, Jill Hutmacher, (Arden Hills); Heather Worthington, (Ramsey County), Mike Norton (Attorney for the JDA) Chair Sand called the meeting to order and roll call was taken at 5:04 p.m. Approval of agenda. Motion by Commissioner Huffman seconded by Commissioner Holden to approve the agenda as presented. Motion carried. Approval of February 2, 2015 minutes. Motion by Commissioner Ortega seconded by Commissioner Holden to approve the February 2, 2015 meeting minutes as presented. Motion carried. Public Inquiries/Informational Lyle Salmela, Chair of the ERAB, recommended the JDA consider reorienting the streets within the Hill and Creek neighborhoods east and west as the current orientation would limit the ability to maximize solar energy production. Consent Agenda None Old Business None Public Hearing None New Business Election of 2015 Officers JDA Attorney Norton requested the JDA reconfirm officers for 2015. Chair Sand understood that the City Council reappointed him as Chair of the JDA in February of 2015 and the County reappointed Commissioner Ortega as Vice Chair. He recommended that the JDA make a motion confirming these reappointments. Motion by Commissioner Holden seconded by Commissioner Huffman to confirm the reappointment of Chair Sand and Vice Chair Ortega on the JDA for 2015. Motion carried. Presentation of Energy Integration Resiliency Framework (EIRF) from Energy Resilience Advisory Board (ERAB) —Lyle Salmela Chair ERAB; Greg Mack, Staff Liaison; Michael Ahern, Ever-Green EnergV Greg Mack, ERAB Staff Liaison, thanked the members of the Energy Resilience Advisory Board for their contributions. He appreciated the partnerships that were created between the ERAB and local energy providers while working on the framework. It was his hope that these partnerships would continue in the future. Lyle Salmela, Chair of the ERAB, introduced the Energy Integration Resiliency Framework (EIRF) with the JDA. He introduced the team of consultants and ERAB members present. Michael Ahern, Ever-Green Energy, explained that the goal of the EIRF was to create partnerships while establishing a framework or model that other communities can look to for redevelopment. He wanted to see the City leverage new technologies and energy sources as they become available in order to optimize opportunities, while remaining environmentally conscious. He reported that Xcel Energy would be a valuable partner throughout the energy infrastructure planning process. He then reviewed the solar and geothermal options that were available on the TCAAP site. He discussed the investment tax credit that would be available through the end of 2016. Colonel Herke, National Guard, introduced himself to the JDA and discussed the geothermal energy in place on the National Guard site. He commented that Camp Ripley would be constructing a similar large-scale solar array in the near future. Chair Sand questioned what action the JDA had to take with regard to the EIRF. Administrative Director Worthington requested the JDA adopt the EIRF and direct staff to move forward with the implementation steps outlined in the document, including negotiations with the General Services Administration for conveyance of the excess portion of the former primer tracer property. Commissioner Grant understood there were a number of hurdles in place prior to the TCAAP site being developed. He asked if the JDA would be receiving updates on the progress of the EIRF. Administrative Director Worthington noted that JDA staff would be providing updates to the JDA on a regular basis as negotiations progress with the GSA and the Army. Further comment was provided on the negotiation process. Chair Sand asked if JDA staff would be negotiating on the primer tracer property. Administrative Director Worthington indicated she would be working to negotiate the acquisition of the entire 60 acres of the primer tracer property. John Marshall, Xcel Energy, introduced himself to the JDA and commended the ERAB on their efforts. He was excited about the potential for TCAAP and looked forward to working with the JDA, Ramsey County and the City of Arden Hills on this project. He discussed how Xcel was working to expand their solar utilities. Motion by Commissioner Huffman seconded by Commissioner Holden to adopt the EIRF and to direct staff to move forward with the implementation steps outlined in the document. Motion carried. Governance Overview—Mike Norton, Attorney for the JDA Mike Norton, Attorney for the JDA, provided the group with a governance overview. He discussed the role of Ramsey County as the property owner of TCAAP and noted the County would be responsible for drafting purchase agreements. He advised that the JDA would be responsible for drafting an appropriate RFP. Development Director's Report Development Director Hutmacher reviewed her report and upcoming meeting schedule with the JDA. She noted that the City Council recently reviewed Option 1 of the Fit Test. Administrative Director's Report Administrative Director Worthington presented the March activity report. She discussed the Highway 96 diverging diamond interchange project noting work would begin May 1St. She noted that Building 502 had been demolished. Commissioner Updates None Future Meeting Schedule The next meeting will be Monday, May 4, 2015, at Arden Hills City Hall. Meeting adjourned at 6:40 pm. Approved David B. Sand, Chair D 9te Page 1 of 1 DATE: June 8, 2015 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: Terry Maurer, Public Works Director SUBJECT: Transportation Update Background A brief oral update will be provided at the meeting regarding road construction/transportation in the City of Arden Hills. STAFF COMMENTS – 3C MEMORANDUM Approved: CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING APRIL 13, 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 7:01 p.m. Present: Mayor David Grant, Councilmembers Brenda Holden, Fran Holmes, Dave McClung, and Robert Woodburn Absent: None Also present: City Administrator Patrick Klaers; Director of Finance and Administrative Services Sue Iverson; Finance Analyst Dave Perrault; Public Works Director Terry Maurer; Community Development Director Jill Hutmacher; City Planner Ryan Streff; Associate Planner Matthew Bachler; City Attorney Joel Jamnik; and City Clerk Amy Dietl PLEDGE OF ALLEGIANCE 1. APPROVAL OF AGENDA MOTION: Councilmember McClung moved and Councilmember Holden seconded a motion to approve the meeting agenda as amended. The motion carried unanimously (5-0). 2. PUBLIC INQUIRIES/INFORMATIONAL None. 3. STAFF COMMENTS A. Rice Creek Commons (TCAAP) Update Community Development Director Hutmacher stated that the results of the second part of the Fit Test were presented to the City Council today at a special work session at 5:30 pm. She also noted that with the approach of spring and completion of demolition, Councilmembers are requested to notify staff if they would like a site tour. ARDEN HILLS CITY COUNCIL – APRIL 13, 2015 2 B. Joint Development Authority Update Community Development Director Hutmacher stated that on Monday, April 6, 2015, the Joint Development Authority (JDA) adopted the Energy Integration Resiliency Framework (EIRF) and authorized staff to move forward with the implementation steps identified by the EIRF including:  Negotiate with the General Services Administration for conveyance of the excess portion of the former Primer Tracer Area (PTA) for use as a Solar PV site;  Secure a demolition/remediation contract to prepare the PTA for Solar PV installation;  Prepare a RFP and solicit proposals for construction and operation of Solar PV; and  Continue to work with the Army to secure long term rights to utilize heat from the ground water treatment system and install a heat exchanger/pumping station within the ground water filtration building for operation of a low-temperature district energy system. Community Development Director Hutmacher reported that the Joint Development Authority also had a preliminary discussion of the Request for Proposals (RFP) process. The JDA will approve the RFP process, forms, and documents. The JDA will outline criteria for selection of proposals, review evaluations of proposals, and make recommendations to Ramsey County regarding preferred developers. The JDA anticipates having a more detailed discussion of the RFP process after the approval of the TCAAP Redevelopment Code. Councilmember Woodburn requested that staff provide the Council with information on how much residents would be asked to pay for the energy plans for TCAAP. He questioned why staff had sent out an RFP for the TCAAP site when the Council was unaware if this was the best option for the site. Community Development Director Hutmacher explained that the JDA was pursuing a solar array on the Primer Tracer site on TCAAP and the RFP was for this energy option. She indicated that experts from this field could be invited to speak with the Council. Councilmember Holden stated that the Army has provided the JDA with information on solar panels for the Primer Tracer site. She discussed the urgency of the RFP noting that the Federal Government was offering major tax grants at this time. She commented that Xcel Energy would be a major player with the solar panels and was interested in assisting with upfront costs. Councilmember Woodburn discussed the cost to install and use solar power. He feared that solar power would raise utility rates for Arden Hills’ residents. He believed there was not enough evidence to prove this was the best option for the City. Mayor Grant explained that the JDA has authorized the investigation of a solar panel. This was due in part to have it operational by 2016 in order to receive tax credits. He explained that surrounding issues would still be investigated by the JDA and its staff. He reported that the City has not committed any funds to this endeavor. ARDEN HILLS CITY COUNCIL – APRIL 13, 2015 3 Councilmember Holden clarified that the City of Arden Hills and its Energy Resilience Task Force had been the driving force of the EIRF. She explained that this information was not stated correctly in a recent Star Tribune article, where credit was given solely to the County. C. Recycling Cart Delivery City Planner Streff stated that the recycling carts that were purchased by the City are expected to arrive from Cascade Engineering between April 20th and April 24th. Cascade Engineering will be delivering the recycling carts to the staging area at the Ramsey County Public Works Facility to prepare for distribution to City residents. City Planner Streff explained that following the delivery from Cascade Engineering, Republic Services will distribute a sixty-four (64) gallon recycling cart to each property that participates in the Arden Hills Curbside Recycling Program. The new recycling carts will be delivered between April 27th and May 1st. Once the cart delivery is complete, the new recycling services provided by Republic Services will begin on May 5th and May 6th depending on the collection schedule. City Planner Streff indicated that the current weekly recycling collection schedule will remain unchanged with Republic Services as the new recycling hauler. Recycling collection for properties south of I-694 is on Tuesday and collection for properties north of I-694 is on Wednesday. D. Transportation Update Public Works Director Maurer provided the Council with a transportation update. He explained that the County Road E bridge was closed this morning and demolition would begin this weekend. He discussed the proposed restrictions for Snelling Avenue for the next 35 days. Signs for rerouting traffic would be posted soon. Public Works Director Maurer indicated that there would be a preconstruction meeting for the County Road E improvements next week. Work was scheduled to begin the second week of May. Public Works Director Maurer stated that the County Road F bridge (over I-35W) project was nearing award and would start on May 11th. The bridge would be demolished the weekend of May 15th through May 17th. Public Works Director Maurer reported that the interchange of I-35W and Highway 96 would be awarded shortly by the County. He indicated that he would provide the Council with further information on this project after a contractor was selected. Public Works Director Maurer commented that the Lexington Avenue from I-694 to County Road F project was moving forward. The County expects to receive MnDOT approval of their plans by the end of April. The project would be bid in May with construction to beginning at the end of June or early July. Public Works Director Maurer stated that the Round Lake Road project would be completed by the end of June. ARDEN HILLS CITY COUNCIL – APRIL 13, 2015 4 Councilmember Holden expressed concern with how the work on Lexington Avenue would impact Arden Hills’ residents and businesses. She reported that traffic was already backed up along this corridor without any construction taking place. Public Works Director Maurer noted that staff has the same concern. He explained that Highway 51 would be reopened to four lanes before the Lexington Avenue project begins. He commented that the Lexington Avenue project was a mill and overlay and not a complete reconstruction. He indicated that the County would be adjusting the timing on the signals where necessary. He stated that he would speak with the County regarding the traffic concerns along this corridor. 4. APPROVAL OF MINUTES A. February 23, 2015, Regular City Council B. March 9, 2015, Regular City Council Councilmember Holden requested a change to the March 9, 2015, regular City Council meeting minutes on page 3, noting that agenda Item 8 should reference TCAAP in addition to Rice Creek Commons as people become accustomed to the new name. MOTION: Councilmember McClung moved and Councilmember Holden seconded a motion to approve the February 23, 2015, regular City Council meeting minutes; and March 9, 2015, regular City Council meeting 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 Appointment of Seasonal Public Works Employees C. Motion to Approve Advertisement of Deputy Clerk Position MOTION: Councilmember McClung moved and Councilmember Holden seconded a motion to approve the Consent Calendar as presented and to authorize execution of all necessary documents contained therein. The motion carried unanimously (5-0). 6. PULLED CONSENT ITEMS None. 7. PUBLIC HEARINGS A. Rice Creek Commons (TCAAP) Development Discussion Opportunity for Residents Mayor Grant stated that under the Public Hearing section, citizens have an opportunity to discuss ideas regarding the Rice Creek Commons (TCAAP) development. ARDEN HILLS CITY COUNCIL – APRIL 13, 2015 5 Mayor Grant opened the public hearing at 7:36 p.m. With no one coming forward to speak, Mayor Grant closed the public hearing at 7:37 p.m. 8. NEW BUSINESS A. Consider Sewer Lining Bids and Resolution 2015-026 Public Works Director Maurer reported that staff received four bids for the 2015 Sanitary Sewer Lining project. The low bid was received by Hydro-Klean LLC out of Des Moines, Iowa and amounted to $507,465.50. He reviewed the project area in further detail noting that a major area of I&I concern would be improved. He explained that the Council has $400,000 within the CIP for sewer lining and received a $37,000 grant. Staff recommended that the Council award the project including alternates A through E, which includes lining storm sewers in the PMP. Mayor Grant asked if any manhole work would be conducted through this project. Public Works Director Maurer explained that some manhole work was included to properly seal the manholes, but the bulk of the project was sewer lining. Mayor Grant questioned if the County Road E bridge work would impact the sewer lining project. Public Works Director Maurer did not anticipate any problems because the sewer lining project would be done underground. The work would be done below the streets through the sewer lines and does not involve any excavation. Councilmember Holden inquired if the City has worked with Hydro-Klean in the past. Public Works Director Maurer reported that the City has not worked with this company before but reference checks have been conducted by staff. He was confident that Hydro-Klean could complete the contract for the City. MOTION: Councilmember McClung moved and Councilmember Holden seconded a motion to adopt Resolution #2015-026 – Awarding the 2015 Sanitary Sewer Lining Project including alternates A through E to Hydro-Klean LLC of Des Moines, Iowa. The motion carried (5-0). 9. UNFINISHED BUSINESS A. Planning Case 15-002 Arden Plaza Frattallone’s Garden Center Associate Planner Bachler stated that the City Council reviewed Planning Case 15-002 for a Preliminary Plat, Planned Unit Development Amendment (PUD), and Conditional Use Permit (CUP) Amendment for the Arden Plaza retail center at their Regular Meeting on February 23, 2015. The Council voted to table this request to allow the applicant time to provide the City with ARDEN HILLS CITY COUNCIL – APRIL 13, 2015 6 information on the business plan for the Frattallone’s Ace Hardware Store and to address alternative options for exterior storage and seasonal outdoor displays on the property. Associate Planner Bachler noted that at the work session on March 16, 2015, the City Council reviewed a proposed Garden Center Site Plan submitted by Frattallone’s Ace Hardware. The Site Plan addressed the proposed location of exterior storage, outdoor displays and sales, and trash and recycling collection on the property. Staff met with the applicant following the meeting to discuss the feedback provided at the work session and determined that additional time was needed to refine the garden center Site Plan prior to City Council consideration. Associate Planner Bachler indicated that on March 30, 2015, the City Council continued consideration of Planning Case 15-002 and voted to approve the components of the planning case not pertaining to the expanded Frattallone’s seasonal garden center area. These components included the Preliminary Plat for the Arden Plaza subdivision and a PUD Amendment, which accounted for the subdivision, increased the footprint for Building #4, and modified the parking lot at the north and south end of the retail center. At this meeting, the City Council also approved a motion to postpone consideration of the remaining requests in Planning Case 15-002 relating to the expansion of the Frattallone’s seasonal garden center area to this April 13, 2015, regular City Council meeting. Associate Planner Bachler explained that the applicant has requested a CUP Amendment in order to expand the overall area of the previously approved and operating garden center on the property. A CUP was originally issued in Planning Case 97-009 allowing for the use of a 3,500 square foot portion of the retail center parking lot for a seasonal garden center. The seasonal garden center continues to operate, but the footprint has expanded beyond the original approval. The Zoning Code states that any enlargement or intensification of a conditional use shall require an amended permit and all procedures shall apply as if a new permit were being requested. Associate Planner Bachler reported that the expanded seasonal garden center area would measure approximately 155 feet by 61 feet for a total area of 9,455 square feet. This total area includes the space underneath the building canopy that is now used for outdoor sales year-round and the five-foot wide concrete curb along the north and east perimeter of the garden center that would provide display space for materials such as soil, mulch, and compost. A small outdoor sales area on the right-hand side of the store’s front door is not included in this total square footage. The proposal also includes an exterior storage area along the south side of the retail center building that would measure approximately 150 feet long by 12 feet wide. The use of this area for storage purposes would be limited to materials and products directly associated with the approved garden center use. Associate Planner Bachler stated that with the expansion of the seasonal garden center footprint, the existing bituminous surface would be replaced with a new concrete surface. A five-foot wide concrete curb and a six-foot tall metal fence along the entire perimeter of the area would help define and separate the space from the adjacent parking and service areas. Customer access aisles would also be provided adjacent to the parking stalls along the north and east side to facilitate customer pick-up of materials. ARDEN HILLS CITY COUNCIL – APRIL 13, 2015 7 Associate Planner Bachler commented that the Garden Center Exhibit provides details on the locations of exterior storage, outdoor displays and sales, and trash and recycling collection on the property. The following operational requirements are depicted on the Site Plan: • The west side of Frattallone’s Hardware store would be restricted to trash and recycling collection only. Materials placed in this area would be required to be collected within seven days. No exterior storage or seasonal sales would be permitted in this area. • The south side of Frattallone’s Hardware store would be designated for short-term exterior storage of seasonal materials and products only. The space would be divided into three separate areas each with an approximate dimension of 50 feet in length by 12 feet in width. Different parameters on allowed storage periods are established for each area: storage would be allowed in the western section (Zone C) from March 1st – July 1st, in the central section (Zone B) from March 1st – August 1st, and in the eastern section (Zone A) from March 1st – December 1st. • Seasonal sales would be permitted along the north and east side of the garden center fence. These areas would be restricted to 5 feet in width. A maximum height of 5 feet would be permitted for products displayed on the east side of the garden center. • No exterior storage or sales would be permitted within the open-air, fenced garden center area during the months of January and February. Winter sales would continue to be permitted under the existing canopy in front of the Frattallone’s Hardware store and in the designated outdoor sales area on the right-hand side of the store’s front door. Associate Planner Bachler reported that as part of the CUP Amendment request for the expanded seasonal garden center area, a PUD Amendment is also required due to the parking lot modifications that will be needed to accommodate the expansion. The Master Site Plan depicts how parking stalls at the south end of the retail center parking lot will be reorganized around the perimeter of the garden center. These modifications would not result in any change to the overall number of parking stalls in the approved Master PUD for the site. Associate Planner Bachler reviewed the Plan Evaluation and provided the following Findings of Fact: PUD Amendment Findings 1. The applicant is requesting approval of an amendment to the PUD for Arden Plaza property. 2. The original Master PUD for the development was approved in Planning Case #09-011. Subsequent PUD Amendments were approved in Planning Case #11-016 and Planning Case #15-002. 3. The PUD Amendment is being requested to complete minor modifications to the existing parking lot in order to accommodate the expanded seasonal garden center area. 4. The Arden Plaza development is located in the B-2 General Business District. 5. The City has adopted the Guiding Plan for the B-2 District that outlines future development principles for the area. 6. The City has adopted Design Standards for the B-2 District within the Zoning Code. ARDEN HILLS CITY COUNCIL – APRIL 13, 2015 8 7. The PUD Amendment is in conformance with the requirements of the City’s Zoning Code. 8. The PUD Amendment is in conformance with the Guiding Plan for the B-2 District. 9. The PUD Amendment is in conformance with the City’s Comprehensive Plan. 10. The application is not anticipated to create a negative impact on the immediate area or the community as a whole. CUP Amendment Findings 11. The City approved a Conditional Use Permit in Planning Case 97-009 for a 3,500 square foot seasonal garden center on the Arden Plaza site. 12. The proposed Frattallone’s Hardware seasonal garden center area would measure approximately 155 feet by 61 feet for a total area of 9,455 square feet. This total area includes the five foot wide display curb along the north and east perimeter of the garden center. 13. Section 1345.03 of the Zoning Code states that any enlargement or intensification of a conditional use not specifically permitted by the permit shall require an amended permit and all procedures shall apply as if a new permit were being requested. 14. Section 1355.04 Subd. 3 of the Arden Hills Zoning Code lists criteria for evaluating a Conditional Use Permit. 15. The proposal will have limited impacts on existing and anticipated traffic and parking conditions. 16. The proposal will not affect noise on the property. 17. The proposal will not affect glare, odors, vibration, smoke, dust, air pollution, heat, liquid and solid waste on the property. 18. The proposal will have limited impacts on drainage on the property. 19. The proposal will not affect the population density on the property. 20. The proposal is unlikely to significantly affect land values on the subject property or on neighboring properties. 21. The park dedication requirement does not apply in this case. Associate Planner Bachler explained that the Planning Commission recommended approval (4- 2, Zimmerman and Bartel) of Planning Case 15-002 for a Preliminary Plat, Planned Unit Development Amendment, and Conditional Use Permit Amendment at 3527-3557 Lexington Avenue North. The Planning Commission recommended that the following thirteen (13) conditions pertaining to the Conditional Use Permit Amendment and PUD Amendment be included in the approval: 1. The applicant shall continue to abide by the conditions of all previous Master PUD Agreements, permits, and reviews, except as hereinafter amended. 2. The project shall be completed in accordance with the submitted plans as amended by the conditions of approval. Any significant changes to these plans, as determined by the City Planner, shall require review by the Planning Commission and approval by the City Council. 3. A Development Agreement Amendment shall be prepared by the City Attorney and subject to City Council approval. The agreement shall be executed by all parties within the Arden Plaza development prior to the issuance of any building or development permits. 4. The Developer shall submit a financial surety in the amount of 125 percent of the estimated costs of site improvements including grading, utilities, paving, and fence ARDEN HILLS CITY COUNCIL – APRIL 13, 2015 9 installation prior to the issuance of any development permits related to the construction of the seasonal garden center area. The financial surety shall be in the form of a letter of credit issued by a FDIC-insured Minnesota bank, and be in a form acceptable to the City. The purpose of the letter of credit is to ensure that site improvements are completed in the event of a developer default. 5. The Developer shall submit a cash escrow in the amount of 25 percent of the estimated costs of site improvements including grading, utilities, paving, and fence installation prior to the issuance of any development permits related to the construction of the seasonal garden center area. The escrow will be used for City costs related to review, approval, and inspection of site improvements or any costs incurred by the City in the event of a developer default. 6. Final grading and erosion plans shall be submitted to the City Engineer for approval prior to the issuance of any development permits related to the construction of the seasonal garden center area. 7. The operations of the Bio-Filtration Area #2 identified on the Master Site Plan shall be corrected to the satisfaction of the City Engineer prior to the issuance of any development permits related to the construction of the seasonal garden center area. 8. The fence around the perimeter of the seasonal garden center area shall be made of wrought iron materials and shall not exceed six (6) feet in height. 9. No exterior signage shall be attached to the fence around the seasonal garden center area. 10. The seasonal garden center area must be an extension of and consistent with the applicant’s permitted principal use. 11. The seasonal garden center area shall be used exclusively for the seasonal sale of nursery and garden items, including but not limited to flowers, plants, landscaping materials, and Christmas trees. 12. The site shall be kept in a neat and orderly fashion, free from litter, refuse, debris, junk, or other waste which results in offensive odors or unsightly conditions. 13. Exterior storage and outdoor display and sales shall be permitted on Lot 3, Arden Plaza 2nd Addition. Associate Planner Bachler explained that since the Planning Commission review of Planning Case 15-002 on February 4, 2015, staff has worked with the City Attorney on three (3) additional recommended conditions of approval pertaining to the CUP Amendment request: 14. The site shall be maintained and the business operated per the requirements depicted in the Garden Center Exhibit included in Attachment D. 15. Applicant/Owner shall install, at the City’s discretion, up to $20,000 of additional landscaping or other type of screening to screen storage along the south and west side of the property following an operational review by the City after the second full year of operations. City staff will base their recommendation on the need for additional screening after an evaluation of complaint and code violation history, if any. If the Applicant/Owner disagrees with the staff recommendation, the disagreement shall be resolved by the City Council. Landscaping or screening may be installed on the property or on adjacent properties. Prior to the issuance of any development permits, the Applicant/Owner shall provide the City with a Letter of Credit in the amount of $20,000 issued by a FDIC - insured Minnesota bank. If the Applicant/Owner refuses to comply with the direction ARDEN HILLS CITY COUNCIL – APRIL 13, 2015 10 provided by the City, the City may without further notice enter the property and place the additional landscaping or screening and draw upon the Letter of Credit. 16. Applicant/Owner shall install evergreen plantings along the west property line of Lot 3, Arden Plaza 2nd Addition to provide additional screening of the trash and recycling collection area associated with the Frattallone’s Ace Hardware portion of the retail center building. Mayor Grant requested further comment on the three additional conditions. Associate Planner Bachler reviewed the three conditions with the Council and explained that staff worked with the City Attorney on these items. It was noted that these three conditions for approval were added by staff after the Planning Commission considered this case. Councilmember Holden recommended that winter storage be more closely defined by staff. Associate Planner Bachler commented that this language could be amended to read: “Sales Area Inside Fence and not under canopy, no January or February storage”. Councilmember Woodburn discussed Roberts Rules of Order and asked if the Council had to pull this item from the table before taking action. He feared that the Council had already approved this case based on the draft minutes from March 30th. City Attorney Jamnik advised that this agenda item was tabled to a date certain, which means no motion was necessary to remove the item from the table. He provided further comment on the action taken by the Council at the March 30, 2015, meeting regarding Planning Case 15-002. Councilmember Woodburn asked if the southern road around the property was included in the site plan. He inquired if the berm was on the Frattallone’s property. Associate Planner Bachler reviewed the preliminary plat approved by the Council on March 30th. He reported that there is a service drive on the southern end of the site between the building and the south property line. He commented that a portion of the berm and tree plantings were on the Frattallone’s property. Mayor Grant indicated that the Council was assuming that Frattallone’s would be purchasing the additional parcel. He understood that this would be important for the staff recommended tree plantings. Councilmember Woodburn reviewed several photos viewing the Frattallone’s site from surrounding properties with the Council. He expressed concern with the precedent that would be set if the Council approved outdoor storage for this business. Councilmember McClung asked if the pallets on the south side of the building were allowable under current City Code. Associate Planner Bachler commented that the pallet storage was not allowed under current City Code. He reviewed what was allowed for outdoor storage and sales for the garden center. ARDEN HILLS CITY COUNCIL – APRIL 13, 2015 11 Councilmember McClung indicated that the applicant has expanded far beyond their original request for outdoor storage and the Council was now being asked for further expansion. He feared that the applicant would not abide by their Conditional Use Permit. He appreciated the pictures provided by Councilmember Woodburn as this provided a great visual of the outdoor storage concerns on this site. He did not object to the garden center but would not support outdoor storage unless it was screened on the southern side of the building. Councilmember Holden asked if the applicant was aware of Conditions 14 through 16. Associate Planner Bachler noted that staff has met with the applicant to discuss the operational requirements that are depicted in the garden center exhibit. The applicant was comfortable with these operational requirements and was aware of Conditions 14 through 16. Councilmember Holden questioned if the City has received any complaints from Hunter’s Park Condos regarding the south elevation of Frattallone’s. Associate Planner Bachler stated that to his knowledge, the City has not received any complaints from residents in the Hunter’s Park condo development. Councilmember McClung inquired where the original recommendation from staff to the Planning Commission was within the staff report. Associate Planner Bachler explained that this language was on page four of the Staff Report. Councilmember Woodburn provided further comment on the recommendation from the Planning Commission noting it allowed for outdoor storage outside of the seasonal sales area and passed on a 4-2 vote. Councilmember Holmes understood that outdoor storage was not allowed in the B-2 zoning district under City Code. However, she stated that there was an exception for outdoor garden centers. Councilmember McClung indicated that the south side of the Frattallone’s was not included in the outdoor garden center. Therefore, the storage along the south elevation of the building should not be considered outdoor garden storage. Councilmember Holmes requested comment from the City Attorney on this matter. City Attorney Jamnik provided comment on the demarcation of the garden center from the 1997 Conditional Use Permit request. He explained that the applicant was requesting outdoor storage be allowed in the purple area on the garden center exhibit. He clarified that approval of staff’s recommendation this evening would combine the purple area on the site plan with the garden center. Mayor Grant asked if the purple area would be part of the garden center or storage along-side the building. ARDEN HILLS CITY COUNCIL – APRIL 13, 2015 12 City Attorney Jamnik advised that the way it was written in the staff recommendation and conditions for approval, the purple area would be a supplement to the garden center and non- garden center items could not be stored there. In other words, the purple area would support the green area. Mayor Grant questioned if pallet storage would be allowed in the purple area. City Attorney Jamnik clarified that pallets of garden center items would be allowed, and empty pallets would have to be placed behind the building for recycling pickup. Councilmember McClung did not see how the purple area tied into the garden center and for that reason he would not be supporting the request. Councilmember Woodburn commented that staff understood the purple area was separate from the garden center, but was requesting it be made a part of the garden center for outdoor storage purposes. Councilmember Holmes discussed the garden center exhibit noting that this document defines the purple area as being a part of the garden center. Councilmember McClung understood this to be the case, but stated that this was based on staff recommendation and was not the original recommendation from the Planning Commission. He feared that the City will create a burdensome mechanism to allow outdoor storage that would be difficult for staff to enforce. Mayor Grant stated that he was proud of the long history of Frattallone’s in the City of Arden Hills. He understood this business has grown over the years and he did not see this as overly burdensome to the City. Councilmember Holden discussed the outdoor storage concerns with other businesses in the City. She questioned if the Council was prepared to direct staff to complete an entire sweep of the City. Councilmember Holmes believed that Condition 15 addressed the view from Hunter’s Park and called for additional landscaping or screening if the City were to receive complaints. She stated her support for this growing business. Mayor Grant requested some comments from the applicant. He questioned how many pallets could be stored on the north side of the garden center. Tom Frattallone, 1900 Emerson Avenue South, estimated that 40 pallets could fit along the north and east sides of the garden center fence. Mayor Grant inquired if April, May, and June were the busiest months for the garden center. ARDEN HILLS CITY COUNCIL – APRIL 13, 2015 13 Mr. Frattallone stated that generally April was a slower month when compared to May and June. He provided further comment on the percentage of outdoor sales that occurred April through October. Mayor Grant requested further comment on how the outdoor storage would ebb and flow throughout the year. Mr. Frattallone explained that this topic was discussed at length with staff. He appreciated staff’s time and patience in addressing his outdoor storage needs. He then discussed how purchases for dirt and mulch were made in the fall for spring sales. It was noted that spring sales differed year by year depending on the weather. He reported that the dates within the conditions for approval were slightly more lenient in order for him to adhere to the Conditional Use Permit from day 1. Councilmember Woodburn believed it would be easy to decipher between items for sale and storage items in the outdoor storage area. He stated that he could support the outdoor storage compromise as proposed by staff this evening. Councilmember Holden suggested that the City not wait to receive complaints from Hunter’s Park before requesting the outdoor storage changes from Frattallone’s. She believed that staff should be able to address concerns with or without complaints from Hunter’s Park. Mr. Frattallone explained that he has been running this site in the same manner since 1996 when his store received the original Conditional Use Permit. He did not recall any complaints being registered with the City in the past 20 years. Mayor Grant stated that the view from Hunter’s Park was a concern to him and he agreed that any concerns regarding the outdoor storage should not be solely based on complaints received from Hunter’s Park residents. Councilmember Holden questioned how staff addressed the amendments made by the Council at their February 23rd meeting. Associate Planner Bachler explained that he was not in attendance at the February 23rd City Council meeting. Councilmember Holmes referred to the approved February 23, 2015, City Council meeting minutes. Councilmember McClung commented that two amendments were discussed, but in the end the Council tabled action on the item. City Attorney Jamnik advised that the recommendation before the City Council this evening addressed the Council’s previous concerns. Councilmember McClung did not believe that the amendment previously approved by the Council, which states: No outdoor storage, display or sales shall be permitted outside of the ARDEN HILLS CITY COUNCIL – APRIL 13, 2015 14 seasonal sales area, was being considered this evening. He asked if the entire south side of the building should be considered a part of the seasonal sales area. Councilmember Holden supported the comment from City Attorney Jamnik in that the purple and the green areas on the garden center exhibit were being viewed as the seasonal sales area. Councilmember Woodburn inquired if staff had a clear definition within City Code for outdoor storage or an open sales lot. Associate Planner Bachler reported that outdoor storage was defined as the storage of goods, materials, equipment or manufactured products or similar items not fully enclosed by a building. He indicated that an open sales lot was defined as any land used or occupied for the buying and selling of materials, goods or merchandise, and for the storing of same under the open sky prior to sale. He commented that open sales lots were not allowed within the B-2 zoning district but that approved open air garden centers were exempt. Councilmember Holden asked if the amendment made to Condition 22 on February 23rd was included in the Council’s approval of the preliminary plat. Associate Planner Bachler stated that when Planning Case 15-002 was presented to the Planning Commission there was a total of 22 conditions for approval. The numbers associated with the original 22 conditions were altered when the Planning Case was bifurcated for the City Council meetings on March 30th and April 13th. He explained that Condition 22 was not considered by the Council on March 30th and was not included this evening. Councilmember McClung discussed the amendment that occurred to Condition 22 on February 23rd noting that the amendment passed on a 3-0 vote. He noted that a portion of the Planning Case was approved by the Council at the March 30th Council meeting. He questioned why the amendment previously approved by the Council was not included in the recommendation for approval this evening. City Attorney Jamnik commented that the Master PUD Amendment was approved by the Council on March 30th and noted that Condition 22 applies to the remainder of the Arden Plaza development. Councilmember Holmes stated that she was in favor of clearly stating the Council’s intent regarding outdoor storage to ensure that there were no issues in the future, considering that Condition 22 was no longer attached to this portion of the planning case. MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to approve Planning Case 15-002 for a Conditional Use Permit Amendment and Planned Unit Development Amendment at 3527-3557 Lexington Avenue North, based on the findings of fact and submitted plans, as amended by the sixteen (16) conditions in the April 13, 2015, Report to the City Council. ARDEN HILLS CITY COUNCIL – APRIL 13, 2015 15 Councilmember Holden requested an amendment to the motion adding Condition 17 which should read: No storage, displays or sales will be permitted outside of the seasonal sales area (the green and purple areas on the garden center exhibit). AMENDMENT: Councilmember Holden moved and Mayor Grant second a motion to add Condition 17 which should read: No storage, displays or sales will be permitted outside of the seasonal sales area (the green and purple areas on the site plan). The amendment carried 3-2 (McClung and Woodburn opposed). Councilmember Holmes asked if the winter storage language should be amended. She suggested that this be amended to read January and February storage instead of winter storage. Councilmember Holden recommended that the language within Condition 14 be amended to read: Sales area inside fence and not under existing canopy, shall have no January or February storage. AMENDMENT: Councilmember Holmes moved and Councilmember Holden second a motion to amend Condition 14 and Exhibit D changing any reference to winter storage to be January or February storage. The amendment carried (5-0). Mayor Grant asked if a parking arrangement had been reached between the two properties. He asked if all ADA requirements would be met. Associate Planner Bachler reported that there is an existing shared parking agreement that covers the entire Arden Plaza site and that this agreement would be amended as needed to reflect the sale of the new lot to Frattallone’s. He noted that the property owners would be required to meet ADA requirements. City Attorney Jamnik commented that the striping plan for the parking lot from the applicant and Wellington includes this site as well as others. He discussed how the joint parking would accommodate ADA requirements noting that one handicap parking space would be required near the front door. Mayor Grant requested that the applicant keep the parking requirements for the site in mind. He asked how the Frattallone’s site would be altered after moving its offices into the former Carroll’s Furniture property. Mr. Frattallone reported that the entire building would be remodeled and the 3,700 square feet of space on the main level would be gained. Councilmember McClung suggested that Condition 13 be amended to read: No storage, displays or sales shall be permitted outside of the fenced outdoor seasonal sales area, striking Condition 14 Condition 15, and Condition 17; turning Conditions 16 into the new Condition 14. ARDEN HILLS CITY COUNCIL – APRIL 13, 2015 16 AMENDMENT: Councilmember McClung moved and Councilmember Woodburn second a motion to amend Condition 13 be amended to read: No storage, displays or sales shall be permitted outside of the fenced outdoor seasonal sales area, striking Condition 14 Condition 15, and Condition 17; turning Conditions 16 into the new Condition 14. Mayor Grant commented that this amendment would remove the amendment previously made by Councilmember Holmes which defined winter storage. He believed that this amendment would not pass given the fact Councilmember McClung was proposing to not allow outdoor storage in the purple area. The amendment failed 2-3 (Holden, Holmes and Mayor Grant opposed). Mayor Grant expressed concern with how Condition 15 may be interpreted. He supported requiring screening on this side of the building. Councilmember McClung agreed and recommended that Condition 15 be amended to require screening between the Frattallone’s building and Hunter’s Park Condos. Councilmember Holden was uncertain what type of plantings could be put in this location because additional pine trees would not receive any sunlight. She proposed that any violations or complaints be brought to the City Council at a work session for a decision instead of to staff. Mayor Grant supported this recommendation. AMENDMENT: Mayor Grant moved and Councilmember Holmes second a motion to amend Condition 15 to read: Staff will annually review the situation and bring it to a City Council worksession each April for three years and the City Council will make a recommendation for additional screening, if deemed necessary. The amendment carried 4-1 (Holden opposed). The amended motion carried 3-2 (McClung and Woodburn opposed). 10. COUNCIL COMMENTS Councilmember Holden asked if the Council wanted to review the outdoor sales taking place in the City. She questioned if the Council should review the current Ordinance. Mayor Grant recommended that staff review the current outdoor sales situation in the City, along with current Ordinances and report back to the Council at a future meeting. ADJOURN ARDEN HILLS CITY COUNCIL – APRIL 13, 2015 17 MOTION: Mayor Grant moved and Councilmember Woodburn seconded a motion to adjourn. The motion carried unanimously (5-0). Mayor Grant adjourned the regular City Council meeting at 9:58 p.m. __________________________ __________________________ Amy Dietl David Grant City Clerk Mayor Approved: CITY OF ARDEN HILLS, MINNESOTA SPECIAL CITY COUNCIL WORK SESSION APRIL 27, 2015 5:30 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Grant called to order the special City Council work session at 5:35 p.m. Present: Mayor David Grant; Councilmembers Brenda Holden (arrived at 5:42 p.m.), Fran Holmes (arrived at 5:43 p.m.), Dave McClung, and Robert Woodburn 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; City Planner Ryan Streff; Associate Planner Matthew Bachler; Finance Analyst Dave Perrault; and City Clerk Amy Dietl 1. AGENDA ITEMS A. Rice Creek Commons (TCAAP) Community Development Director Hutmacher stated that at the April 20, 2015, City Council work session, staff believes that the City Council provided the following direction: 1. Adjust the density in the NB-1 Subdistrict to allow lot sizes of approximately 85 to 90 feet wide by 150 feet deep; 2. Limit multi-family to 450 units and adjust acreage accordingly; 3. Combine the NT-1 and NT-2 Subdistricts with an allowed density range of 6 to 12 units per acre; 4. Adopt the Town Center layout for Fit Test Option #2 which expands the retail area and the green space along the pedestrian corridor, but adjust acreages and densities for the Town Center and Neighborhood Transition Districts as noted above; and ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION – APRIL 27, 2015 2 5. Allow the location of subdistricts in the Hill and Creek Neighborhoods to be moved provided that it occurs at the time of plat application for the entire neighborhood and provided that the proportional size of subdistricts do not change. Community Development Director Hutmacher explained that the meeting objectives were as follows: 1. Confirm City Council consensus direction on the results of the April 20, 2015, City Council work session meeting. 2. Establish an approval schedule. Community Development Director Hutmacher reported that staff provided a graphic that compares the draft and revised land use plans with estimates of actual built unit yield. In most cases, it is difficult to achieve maximum allowable units in an actual development plan due to irregularly shaped parcels and the needs of roads, parks, and storm water infrastructure. The revised land use plan chart reflects the City Council direction previously discussed. Lot Sizes in the NB-1 Subdistrict ~ Michael Lamb, Kimley-Horn, provided information on lot sizes in the NB-1 Subdistrict. A gross density of 2.75 units per acre would allow lot sizes of 90 feet by 151 feet, or 85 feet by 161 feet. Limit of 450 Multi-Family Units ~ The City Council has heard from multi-family and senior residential developers that those housing products are typically built at a density of approximately 40 units per acre. If multi-family units are limited to no more than 450, the acreage for multi- family development should be reduced from 17 to 11.25 acres. Adjustments to Town Center ~ Fit Test Option #2 adjusted the layout of the Town Center to allow a larger green space along the pedestrian corridor and a larger retail area to allow for parking required by a commercial mixed-use building. The Council supported this layout which removes 4.9 acres of residential development area. Of the remaining 49.6 acres for residential development, staff proposes to allocate 11.25 acres for multi-family and 38.35 acres for Neighborhood Transition. Draft Approval Schedule ~ In order for private development to begin in 2017, the Spine Road, the County Road H interchange, and trunk utilities need to be constructed in 2016. In order for that to happen, final design work needs to begin by early summer. The City should not proceed to final design of utilities without some sort of assessment agreement with Ramsey County, and Ramsey County is not able to enter into an assessment agreement without an estimate of revenue from land sales and fees. Much of the work that remains to be done rests on the completion of the TCAAP Redevelopment Code (TRC). Community Development Director Hutmacher stated that the following draft approval schedule allows infrastructure design and construction to continue as planned. Council provides direction on changes to TRC Work Session, May 11 Preliminary Approval of TRC Regular Meeting, May 26 Discussion of Comp Plan Amendment Work Sessions, June 8 & 15 ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION – APRIL 27, 2015 3 Public Hearings Planning Commission, July 8 Authorization to Submit to Met Council Regular Meeting, July 13 Final approval Regular Meeting, Nov 30 Community Development Director Hutmacher noted the following on the draft approval schedule: 1. The Comprehensive Plan Amendment (CPA) cannot be completed until the TRC has been at least preliminarily approved. Any changes to land uses or densities after the preliminary TRC approval will require duplicative work on the CPA. 2. Any changes to the draft CPA should be made prior to public hearing notices being posted which would occur on approximately June 24 according to the draft schedule above. Mayor Grant thanked staff for the recap and asked the Council for comments. He inquired if the Council could support the May 26th approval date. Community Development Director Hutmacher explained that the proposed approval schedule hinged on the May 26th approval date. Councilmember Woodburn asked why there was so much time between the authorization to submit to the Met Council and final approval of the TRC. Community Development Director Hutmacher commented that there was a 60-day required review process for adjacent municipalities, along with a 60-day review for Met Council. This equated to 120 days between when the Council approves the submittal of the document to the Met Council and when the Met Council can grant approval. Further discussion ensued regarding the approval process. Mayor Grant provided comment on the approval process and noted that the Fit Test completed by the County created delays. Councilmember Holden explained that it was going to be difficult for her to make 5:30 p.m. work sessions in June. She stated that she would not be able to attend the June 8th work session. Mayor Grant asked what Council action would be required on June 8th and 15th. Community Development Director Hutmacher reported that the Council would be discussing a Comprehensive Plan Amendment which would require consensus and direction to staff, but no Council action is required on June 8th or 15th. Councilmember Holden questioned how the Council would address comments at the Public Hearing given the fact that it would be held after the TRC was granted preliminary approval. Community Development Director Hutmacher stated that staff did not anticipate significant changes as a result of the Public Hearing as the City has been holding public hearings at regular City Council meetings on a monthly basis to allow for comments on the TRC. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION – APRIL 27, 2015 4 Mayor Grant reviewed the May and June meeting schedule and explained that the important meeting dates that would require four votes would be May 26th, July 13th and November 30th. Mayor Grant recessed the special City Council work session at 6:00 p.m. Mayor Grant reconvened the special City Council work session at 6:45 p.m. Mayor Grant questioned if the Council was available to attend a special work session to further discuss the TRC. Councilmember Holden was in favor of holding a special Saturday work session. Mayor Grant asked if the Council was available to hold a special work session on Saturday, May 2nd. He indicated that he would be available. Councilmember McClung stated that he was not available on May 2nd. Councilmember Holden and Councilmember Holmes were both available. Councilmember Woodburn was available. Mayor Grant questioned what time the Council would like to meet. The Council was in favor of meeting on Saturday, May 2nd at 9:00 a.m. City Administrator Klaers inquired what the Council planned to discuss at this meeting, in order for staff to be fully prepared. Mayor Grant anticipated that the Council would further review and discuss the TRC based on the comments made on April 20th. Community Development Director Hutmacher commented that she would not be available on May 2nd. Mayor Grant stated that staff could be in attendance, but he wanted to have this be the final discussion the Council had on the TRC. He requested that staff ask the County how they would define a “good job”. Councilmember McClung wanted to better understand what level of flexibility was required in order to achieve 1450 units within the TRC. 2. COUNCIL COMMENTS AND STAFF UPDATES Councilmember Holden requested that in the future, the County provide their information to the Council prior to meetings versus providing the Council with handouts at meetings. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION – APRIL 27, 2015 5 ADJOURN Mayor Grant adjourned the special City Council work session at 6:54 p.m. __________________________ __________________________ Amy Dietl David Grant City Clerk Mayor Approved: CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING APRIL 27, 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; Director of Finance and Administrative Services Sue Iverson; Public Works Director Terry Maurer; Assistant City Engineer John Anderson; Community Development Director Jill Hutmacher; City Planner Ryan Streff; Associate Planner Matthew Bachler; Finance Analyst Dave Perrault; and City Clerk Amy Dietl PLEDGE OF ALLEGIANCE 1. APPROVAL OF AGENDA MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to approve the meeting agenda as presented. The motion carried unanimously (5-0). 2. PUBLIC INQUIRIES/INFORMATIONAL None. 3. STAFF COMMENTS A. Rice Creek Commons (TCAAP) Update Community Development Director Hutmacher reported that the City Council continues to meet in work sessions to discuss the draft TCAAP Redevelopment Plan (TRC). The Council hoped to preliminarily approve this document by the end of May. ARDEN HILLS CITY COUNCIL – APRIL 27, 2015 2 B. Transportation Update Public Works Director Maurer reported that the County Road E bridge was removed a week ago. Snelling Avenue was down to one lane in each direction and would remain this way for the next four weeks to allow the contractor to work on the center support structure. He indicated that the ramp work would be completed in 14 days. It was noted that the bridge was scheduled to be open by August 14th. Public Works Director Maurer explained that staff attended a preconstruction meeting with the County for the County Road E project. He commented that work would begin on this project on May 11th after the ramps reopen. He stated that the contractor would be handing out notices to local businesses prior to work beginning. It was anticipated that the work would be completed in late July. Public Works Director Maurer indicated that MnDOT rejected all of the bids for the County Road F bridge over I-35W. There was a problem with the bid documents and MnDOT administration would be rebidding the project on June 5th. MnDOT was confident that the bridge could still be completed in 2015. Public Works Director Maurer stated that the Highway 96/I-35W interchange project has been bid and awarded to Ames Construction. A preconstruction meeting will be held with the contractor in the coming week. He would report back to the Council with additional information after this meeting. Public Works Director Maurer reported that the Round Lake Road contractor mobilized last week and has been working. The contractor planned to pour curbs this week with paving completed next week. He anticipated that the project would be completed by early June. Councilmember McClung questioned when the Highway 96/I-35W interchange would be completed. Public Works Director Maurer stated that it was the intent of the County to have this interchange open by the end of the 2015 construction season. 4. APPROVAL OF MINUTES A. February 24, 2015, Special City Council Work Session B. March 16, 2015, City Council Work Session C. March 30, 2015, Special City Council Work Session MOTION: Councilmember McClung moved and Councilmember Holden seconded a motion to approve the February 24, 2015, special City Council work session minutes, the March 16, 2015, City Council work session minutes; and the March 30, 2015, special City Council work session minutes as presented. The motion carried unanimously (5-0). ARDEN HILLS CITY COUNCIL – APRIL 27, 2015 3 5. CONSENT CALENDAR A. Motion to Approve Consent Agenda Item - Claims and Payroll B. Motion to Approve Planning Case 15-007 – Text Amendments C. Motion to Approve Planning Case 15-006 – Site Plan Review and CUP – Big Ten Bar and Grill D. Motion to Accept Proclamation for National Police Week 2015 MOTION: Councilmember McClung moved and Councilmember Holmes seconded a motion to approve the Consent Calendar as presented and to authorize execution of all necessary documents contained therein. The motion carried unanimously (5-0). 6. PULLED CONSENT ITEMS None. 7. PUBLIC HEARINGS A. Venus-Crystal PMP Assessment Hearing Assistant City Engineer Anderson stated that on February 23, 2015, the City Council adopted Resolution No. 2015-013 Approving the Plans and Specifications and Ordering the Advertisement for Bids. Bids were solicited during March and opened on Thursday March 19, 2015. Assistant City Engineer Anderson indicated that a portion of the costs for the 2015 PMP project are proposed to be assessed against the benefitting properties according to the City’s Assessment Policy. In order to assess these costs, the City must follow the process outlined in State Statute 429. On March 30, 2015, after the bids were opened, the City Council adopted Resolution 2015- 015 Declaring the Amount of the Cost to be Assessed and set today as the date for the assessment hearing. A public hearing prior to adopting the assessments is a requirement of the State Statute 429. Assistant City Engineer Anderson explained that the project is proposed to be assessed consistent with the City’s Assessment Policy and past practices, which states that 50% of the costs for roadway improvements will be assessed in residential areas, with the remaining portion financed by City funds. Financing for the project is consistent with City policy and past practices. The project costs include engineering and overhead costs as outlined in the Assessment Policy. Assistant City Engineer Anderson reported that the Assessment Policy states that the City Council shall retain the right to review each project on its own merit and deviate from any portion of the policy as it deems proper. As was discussed at the public hearing held on January 12, 2015, there are six properties currently in this proposed assessment that were previously assessed for street projects in 1995 and 1998. The 1995 project dealt with the reconstruction of County Road F (Lake Valentine Road) and it affected two properties. The following list provides the address and amount of the 1995 assessment: 1. 3988 Glenview Road $4,527.32 ARDEN HILLS CITY COUNCIL – APRIL 27, 2015 4 2. 1691 Crystal Avenue $5,158.30 Assistant City Engineer Anderson stated that the 1998 project reconstructed Fairview Avenue from Lake Valentine Road to Gramsie Road. It affected four properties in the current assessment project. The following list provides the property address and the amount of the 1998 assessment: 1. 1759 Crystal Avenue $3,598.20 2. 1758 Crystal Avenue $3,998.00 3. 1761 Gramsie Road $3,998.00 4. 1777 Gramsie Road $3,998.00 Assistant City Engineer Anderson indicated that these six properties are in the current assessment roll. There were a number of comments about these lots at the public hearing. The minutes from the January 12, 2015, public hearing are included in the agenda packet as is an exhibit showing these properties. The Council is being asked by staff to give direction on these six properties. They could be left in the project at full assessment amounts, they could be removed from the project and not assessed, or they could be left in the project but given some or full credit for the previous assessment paid. When the Council considers adoption of the resolution adopting the assessment roll, staff will need direction on how to deal with these six properties. If their assessment amount is changed by the Council they will be sent a letter documenting the change. Assistant City Engineer Anderson commented that as provided for in State Statute, no appeal may be taken as to the amount of any assessment adopted unless a written objection signed by the affected property owner is filed with the City at or prior to the assessment hearing. After the adoption of the assessment roll, property owners who have submitted an objection in writing have 30 days to serve notice of an appeal to the City, and within 10 days after serving notice to file with the District Court. Assistant City Engineer Anderson recommended that the Council hold the assessment hearing first. Staff is prepared to make a presentation with a full discussion of the unique parcels discussed previously in this memo. After the assessment hearing is closed, Council should consider adopting Resolution 2015-028 Adopting the Assessment Roll for the 2015 Pavement Management Program-Venus/Crystal Neighborhood with any changes they deem appropriate. Following the May 4th assessment hearing for the Grant/Noble/Lake Lane portion of the project, staff will be recommending award of the contract to Valley Paving as the lowest responsible bidder. Mayor Grant questioned how the 2004 assessment policy states future assessments shall occur after 10 years. Assistant City Engineer Anderson reported that the 2004 policy recommends that a 10-year period be selected for reconstruction projects. He did not believe that the 2004 policy exempted a homeowner from paying another assessment after 10 years. Councilmember Holden asked the life expectancy of a residential roadway. ARDEN HILLS CITY COUNCIL – APRIL 27, 2015 5 Assistant City Engineer Anderson anticipated that the proposed roadways would last 40 to 50 years with proper maintenance. Mayor Grant opened the public hearing at 7:29 p.m. Assistant City Engineer Anderson reported that he received one written objection to the proposed project and assessment. The written objection was received from Ed Werner, 1758 Crystal Avenue. This information was provided to the Council. Bertil Erickson, 1678 Glenview Court, asked when a detailed construction schedule would be available. Assistant City Engineer Anderson indicated that a newsletter would be sent to the neighborhood later this week or early next week. Leslie Croswell, 1622 Glenview Court, questioned if the City would be replacing the curbs in his cul-de-sac when the plows wreck it. Public Works Director Maurer did not anticipate that this would be a concern. He commented that if any damage to the concrete curb were to occur over time from snow plows, the areas would be repaired by the City. Debbie Dondlinger, 1761 Gramsie Road, explained that she was appealing the assessment being charged to her property. She explained that her property was assessed in 1997 for work completed on Fairview Avenue. She felt that it was unfair that her corner property was not being offered any relief. She thanked the Council for considering her concerns. Britt Lundgren, 1777 Gramsie Road, commented that she was appealing her assessment. Ed Werner, 1758 Crystal Avenue, reported that he submitted a written objection to his assessment. He opposed the $8,614.27 assessment as he was previously assessed for the Fairview Avenue project in 1998. He indicated that some residents were previously assessed for the Fairview Avenue project. He understood that the assessment policy was amended in 2004 which impacted how corner lots would be assessed. He respectfully requested that the Council not reassess the four properties that were assessed under the Fairview Avenue project. George Rehbein, 1759 Crystal Avenue, agreed with Mr. Werner and opposed paying the full assessment for the 2015 street reconstruction project. He stated that he has lived in his home since 1978. Mayor Grant recommended that those individuals appealing their assessment submit their objection in writing to staff. Miriam Ward, 3964 Fairview Avenue North, congratulated the Council for selecting the Venus/Crystal neighborhood for reconstruction as the roadways are in need of repair. She stated ARDEN HILLS CITY COUNCIL – APRIL 27, 2015 6 that she has lived in Arden Hills since 1993. She commented that she was speaking as a neighbor this evening, on behalf of her six neighbors that would be double assessed. She encouraged the Council to reconsider the assessments and not reassess the homes that were included in the previous projects. Jerry Ciresi, 1831 Venus Avenue, read an email the he previously sent to the Councilmembers for the record. He expressed his concerns with the proposed assessment and how it would impact him and his wife, as they are retired and living on a fixed income. He noted that he spoke with the Finance Department about making a special consideration for seniors and was told that his income would have to be less than $26,000 a year. He commented that he and his wife were concerned about how the assessment would impact them financially. He stated that after living in the City for 38 years, he may have to move out of his home. He understood that the project was needed, but he also understood that not all residents could afford the assessment. Debbie Dondlinger, 1761 Gramsie Road, commented that she was on disability after having Stage 4 cancer. William Gillies, 1736 Crystal Avenue, asked if the sanitary sewer lines would be televised. Assistant City Engineer Anderson indicated that staff televised the main lines in 2014. Donald Young, 1621 Glenview Court, encouraged the Finance Department to be fair and not have the corner lots pay two assessments. In addition, he asked that the interest rate be reconsidered. He recommended that the City properly maintain these new roadways. William Dalrymple, 3901 Dellview Avenue, questioned why the project had a 30% overhead expense. He inquired why his neighborhood assessments were higher than in the other neighborhood. Assistant City Engineer Anderson commented that these fees assisted the City with drafting plans and specifications, while also covering City Attorney and consultant fees. He then explained why the assessment fees differed between the two neighborhoods. Mr. Dalrymple asked if private driveways could be completed in conjunction with the street improvement project. Assistant City Engineer Anderson stated that it was his understanding that the contractor was not interested in completing this work. He recommended that if homeowners were interested in replacing their driveway that this work be completed after the new driveway aprons were in place. Mayor Grant closed the public hearing at 7:58 p.m. Mayor Grant questioned how the Council wanted to approach the assessments for the six homes that were assessed on the previous projects. ARDEN HILLS CITY COUNCIL – APRIL 27, 2015 7 Councilmember Holmes stated that she believed that the proper procedure going forward would be to allow the six homes to receive a credit for the previous assessment amounts paid in order to equalize the change in the assessment policy. It was her opinion this was the fairest option. Councilmember Holden reiterated that the previous assessment policy required corner lots to pay 100% for both streets. This has since been amended to require corner lots to only be assessed for the roadway of their address. Councilmember McClung commented that he appreciated Councilmember Holmes sentiments. However, he was in favor of exempting the six properties from the 2015 street reconstruction project assessments. Mayor Grant believed that logical arguments could be made from both sides of this issue. He stated that it has been quite some time since these properties were previously assessed, but he supported the six properties being pulled from the assessment roll. Councilmember Woodburn supported Councilmember Holmes suggestion and that a credit should be given to the six homeowners for their previous assessment payment. Councilmember Holden stated that she could support Councilmember Holmes on this matter. MOTION: Councilmember Holmes moved and Councilmember Woodburn seconded a motion to Adopt Resolution #2015-028, Adopting Assessment Roll for the 2015 Pavement Management Program-Venus/Crystal Neighborhood, crediting the six properties from the previous projects dollar for dollar for their previous assessments. Mayor Grant was in favor of increasing the assessment period beyond 10 years. Councilmember Holmes reviewed the assessment policy stating that the time limit is 10 years. Councilmember McClung stated that he would be supportive of a 12-year assessment time period. Councilmember Holden did not approve of the term “fixed income” as she believed everyone was living on a fixed income these days. AMENDMENT: Councilmember McClung moved and Councilmember Holden seconded a motion increase the assessment time period from 10 years to 12 years. Councilmember Woodburn did not believe that a two-year extension would change the payment rates that drastically. The amendment carried 4-1 (Woodburn opposed). Mayor Grant questioned if the Council wanted to adjust the senior hardship income levels. ARDEN HILLS CITY COUNCIL – APRIL 27, 2015 8 Director of Finance and Administrative Services Iverson explained that the income limits were set by State Statute. She reviewed the statute with the Council. The amended motion carried (5-0). 8. NEW BUSINESS A. Budget Parameters Director of Finance and Administrative Services Iverson stated that City staff was beginning the process of developing a Preliminary 2016 Budget. She indicated that staff needs general direction and guidance from the Council with regard to the budget for the coming year. She noted that as of this time, the City is not under levy limits for 2016. She requested feedback from the Council as staff begins to prepare the 2016 budget. Councilmember Holden expressed concern with the City’s use of interns. She stated that the engineering intern should be done at the end of 2015. She questioned if staff would be able to meet the budget deadlines with City Administrator Klaers adjusting his hours this summer. Director of Finance and Administrative Services Iverson explained that staff had built extra time into the schedule for that purpose. Mayor Grant agreed that he did not want to see interns in the 2016 budget. Councilmember McClung asked if the Council had any concerns with the fire budget that he should be bringing to the Fire Board prior to addressing the 2016 budget. Councilmember Holden stated that she did not believe that the Fire Relief needed another increase in 2016. She questioned when the department would be 24/7. Councilmember McClung anticipated that this would occur in 2016. Councilmember Holden did not believe there was a full-time need for a technological person for the fire department. Mayor Grant discussed the percentage of the budget that was necessary for police and fire coverage on an annual basis. He encouraged the City to keep a tight control over increased expenditures in these areas. MOTION: Mayor Grant moved and Councilmember Holden seconded a motion to approve the Budget Calendar as presented by staff . The motion carried (5- 0). 9. UNFINISHED BUSINESS None. ARDEN HILLS CITY COUNCIL – APRIL 27, 2015 9 10. COUNCIL COMMENTS Councilmember Holmes discussed the great job Ramsey County did in serving the public and thanked all police officers in honor of National Police Week. Councilmember Holden reported that the Personnel Committee has been meeting and recently received documentation from Springsted regarding the pay study. This document would be reviewed by the Personnel Committee on Wednesday night. Councilmember Holden requested an update from staff in the future on the Wellness Funds, where they came from and what they are used for. Mayor Grant discussed several procedural concerns he had. These included the process by which Councilmembers may request to add items for discussion to the agenda, as well as, reminding the Council to allow staff to complete their staff presentations before interrupting with questions. City Administrator Klaers commented that there would be active shooter police training taking place at the Army Reserve Center at Lexington Avenue and Highway 96 on Friday, May 1st. 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 8:46 p.m. __________________________ __________________________ Amy Dietl David Grant City Clerk Mayor Page 1 of 1 DATE: June 8, 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 #12 .................................................................................... $ 101,747.66 2015 Payroll #12-1 ................................................................................. $ 5,451.66 Total Payroll $ 107,199.32 Accounts Payable Claims Through 06/05/2015 Paid Claims (Check No 44716-Check No 44761) ................................. $ 175,737.05 Paid Claims (Check No 44762-Check No 44762) ................................. $ 191,381.96 Total Accounts Payable $ 367,119.01 Total Claims $ 474,318.33 CONSENT ITEM - 5A MEMORANDUM CITY OF ARDEN HILLS PAYROLL # 12 CHECKS DATED: 06/05/15 Biweekly: 05/16/15 - 05/29/15 EMPLOYEE DEDUCTIONS AMT.Payment Method FIT 7,014.27 EFT SIT 2,854.35 EFT FICA Oasdi 4,320.11 EFT FICA Medicare 1,010.35 EFT TOTAL TAXES 15,199.08 Health Premium 2,117.50 A/P Check* Dental Premium A/P Check* FSA Health Care Reimb. 275.00 A/P Check* FSA Dependent Care Reimb. 370.83 A/P Check* TOTAL FLEXIBLE SPENDING 2,763.33 HSA Health Saving 902.35 Health Care Savings Plan EFT Health Care Savings Plan-2% 277.18 EFT Health Care Savings Plan-4% 166.28 EFT TOTAL HEALTH SAVINGS 1,345.81 PERA 4,152.94 EFT ICMA 2,453.85 EFT Central Pension Fund-Union 614.40 A/P Check* MN State Retirement System 342.85 EFT TOTAL RETIREMENT 7,564.04 IUOE 49 Dues (Union) 132.00 A/P Check* LTD/STD Insurance 1,208.14 A/P Check* PERA Life Insurance 32.00 A/P Check* CITY BENEFIT 4,320.11 1,010.35 5,330.46 14,215.56 1,194.66 15,410.22 2,093.54 2,093.54 4,791.86 268.56 5,060.42 PERA Life Insurance 32.00 A/P Check Life/Addl/Dep Life 124.45 A/P Check* Public Employee Long Term Care 93.72 A/P Check* UNUM 42.55 A/P Check* AFLAC 237.92 EFT Avesis-Vision Care 5.22 A/P Check* TOTAL VOLUNTARY 1,876.00 Total Employee Deductions 28,748.26 Net Payroll 0.00 Direct Deposit 44,989.85 EFT Gross Payroll Tie-Out 73,758.11 STD/LTD Gross - Up 0.00 Plus City Paid Benefit 27,989.55 ICMA Benefit Held 0.00 TOTAL PAYROLL COST 101,747.66 FICA TIE-OUT Gross Payroll 73,758.11 Less Total FSA 2,763.33 Plus Employer Match ICMA 0.00 Plus ICMA Benefit Held 0.00 Net P/R Subject to FICA 70,994.78 FICA Oasdi @ 6.20% 4,320.11 FICA Medicare @ 1.45% 1,010.35 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. 94.91 94.91 CITY OF ARDEN HILLS PAYROLL # 12-1 CHECKS DATED: 06/05/15 Biweekly: 05/16/15 - 05/29/15 EMPLOYEE DEDUCTIONS AMT.Payment Method FIT 377.62 EFT SIT 170.19 EFT FICA Oasdi 242.36 EFT FICA Medicare 56.68 EFT TOTAL TAXES 846.85 Health Premium 157.28 A/P Check* Dental Premium A/P Check* FSA Health Care Reimb.A/P Check* FSA Dependent Care Reimb.A/P Check* TOTAL FLEXIBLE SPENDING 157.28 HSA Health Saving 765.00 Health Care Savings Plan EFT Health Care Savings Plan-2%EFT Health Care Savings Plan-4%EFT TOTAL HEALTH SAVINGS 765.00 PERA 278.56 EFT ICMA 21.82 EFT Central Pension Fund-Union A/P Check* MN State Retirement System EFT TOTAL RETIREMENT 300.38 IUOE 49 Dues (Union)A/P Check* LTD/STD Insurance A/P Check* PERA Life Insurance A/P Check* Life/Addl/Dep Life A/P Check* Public Employee Long Term Care A/P Check* UNUM A/P Check* AFLAC EFT Avesis-Vision Care A/P Check* TOTAL VOLUNTARY 0.00 Total Employee Deductions 2,069.51 Net Payroll 0.00 Direct Deposit 2,761.69 EFT Gross Payroll Tie-Out 4,831.20 STD/LTD Gross - Up 0.00 Plus City Paid Benefit 620.46 ICMA Benefit Held 0.00 TOTAL PAYROLL COST 5,451.66 FICA TIE-OUT Gross Payroll 4,831.20 Less Total FSA 157.28 Plus Employer Match ICMA 0.00 Plus ICMA Benefit Held 0.00 Net P/R Subject to FICA 4,673.92 FICA Oasdi @ 6.20% 242.36 FICA Medicare @ 1.45% 56.68 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. 0.00 321.42 0.00 321.42 0.00 0.00 CITY BENEFIT 242.36 56.68 299.04 Accounts Payable User: Printed: ashley.bertrand 6/4/2015 9:28 AM Checks by Date - Detail by Check Date Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 0189 Gopher State One-Call, Inc.05/29/2015ACH 134724 April 2015 Locates April 2015 Locates 225.48 134724 April 2015 Locates April 2015 Locates 225.47 450.95Total for this ACH Check for Vendor 0189: 0225 Lillie Suburban Newspapers 05/29/2015ACH 04302015-LSN April 2015 Publications April 2015 Publications 170.10 04302015-LSN April 2015 Publications April 2015 Publications 182.70 04302015-LSN April 2015 Publications April 2015 Publications 25.20 378.00Total for this ACH Check for Vendor 0225: 0292 Oxygen Service Company, Inc.05/29/2015ACH 03302098 April 2015 PW Rental April 2015 PW Rental 17.40 17.40Total for this ACH Check for Vendor 0292: 0320 Health Partners 05/29/2015ACH 58548779 June 2015 Dental Insurance June 2015 Dental Insurance 1,194.66 1,194.66Total for this ACH Check for Vendor 0320: 0750 Verizon Wireless 05/29/2015ACH 9745242281 Apr/May 2015 Cell Phone Charges 120.06 9745458472 Apr/May 2015 Cell Phone Charges Apr/May 2015 Cell Phone Charges 919.41 1,039.47Total for this ACH Check for Vendor 0750: 2249 Terry Maurer 05/29/2015ACH 05212015-TM April 2015 Mileage Reimbursement April 2015 Mileage Reimbursement 6.90 05212015-TM April 2015 Mileage Reimbursement April 2015 Mileage Reimbursement 20.99 05212015-TM April 2015 Mileage Reimbursement April 2015 Mileage Reimbursement 41.40 05212015-TM April 2015 Mileage Reimbursement April 2015 Mileage Reimbursement 6.04 05212015-TM2 May 2015 Mileage Reimbursement May 2015 Mileage Reimbursement 5.18 05212015-TM2 May 2015 Mileage Reimbursement May 2015 Mileage Reimbursement 16.10 05212015-TM2 May 2015 Mileage Reimbursement May 2015 Mileage Reimbursement 4.60 05212015-TM2 May 2015 Mileage Reimbursement May 2015 Mileage Reimbursement 9.20 05212015-TM2 May 2015 Mileage Reimbursement May 2015 Mileage Reimbursement 28.77 05212015-TM2 May 2015 Mileage Reimbursement May 2015 Mileage Reimbursement 3.45 142.63Total for this ACH Check for Vendor 2249: 5587 CES Imaging 05/29/2015ACH INV018929 April 2015 Plotter Rental Charges April 2015 Plotter Rental Charges 60.00 60.00Total for this ACH Check for Vendor 5587: 7501 Kelly & Lemmons, P.A.05/29/2015ACH 42572 April 2015 Prosecution April 2015 Prosecution 2,378.59 Page 1AP Checks by Date - Detail by Check Date (6/4/2015 9:28 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 2,378.59Total for this ACH Check for Vendor 7501: 7506 Presbyterian Homes of Arden Hills, LLC 05/29/2015ACH 05272015-PH GE #2011-01294 Refund GE #2011-01294 Refund 9,433.28 9,433.28Total for this ACH Check for Vendor 7506: SILP Pang Silseth 05/29/2015ACH 05262015-PS May 2015 Expense Reimbursement May 2015 Expense Reimbursement 30.48 30.48Total for this ACH Check for Vendor SILP: UB*00123 Sarah Betzold 05/29/201544716 Refund Check 95.10 95.10Total for Check Number 44716: 6987 Cities Digital 05/29/201544717 35851 Document Scanning Document Scanning 4,727.95 4,727.95Total for Check Number 44717: 0319 City of Roseville 05/29/201544718 0220175 May 2015 IT Bill May 2015 IT Bill 3,206.83 0220203 May 2015 Phone Bill May 2015 Phone Bill 403.85 3,610.68Total for Check Number 44718: 0719 City of St. Paul 05/29/201544719 IN00008734 April 2015 Asphalt Mix April 2015 Asphalt Mix 846.17 846.17Total for Check Number 44719: 3200 Dell-Comm 05/29/201544720 05272015-DC ROW#2014-00216 Refund ROW#2014-00216 Refund 1,000.00 1,000.00Total for Check Number 44720: 3136 David Fryd 05/29/201544721 05272015-DF GE Permit 2013-01014 Refund GE Permit 2013-01014 Refund 3,325.94 3,325.94Total for Check Number 44721: 8931 HR Specialist 05/29/201544722 SBQ3R05-2015 2015 Subscription Renewal 2015 Subscription Renewal 199.00 199.00Total for Check Number 44722: 5138 League of MN Cities Ins. Trust 05/29/201544723 C0038746 Claim# C0038746 Claim# C0038746 314.55 314.55Total for Check Number 44723: 5640 Lexington Station, LLC 05/29/201544724 05272015-813 GE#2013-00813 & Lexington Station Site Improvements RefundGE#2013-00813 & Lexington Station Site Improvements Refund 5,922.97 05272015-Site GE#2013-00813 & Lexington Station Site Improvements RefundGE#2013-00813 & Lexington Station Site Improvements Refund 112,500.00 118,422.97Total for Check Number 44724: 1738 Mastec 05/29/201544725 05272015-M ROW#2014-00384 Refund ROW#2014-00384 Refund 1,000.00 Page 2AP Checks by Date - Detail by Check Date (6/4/2015 9:28 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 1,000.00Total for Check Number 44725: UB*00121 Monday Inc 05/29/201544726 Refund Check 18.06 18.06Total for Check Number 44726: 0922 North Suburban Access Corporation 05/29/201544727 15-033 Q1 2015 Web Streaming Q1 2015 Web Streaming 696.54 696.54Total for Check Number 44727: 2151 Ramsey Conservation District 05/29/201544728 42815AE Q1 2015 GE Inspections-2013-00270 Q1 2015 Grading & Erosion Inspections 72.30 42815AE Q1 2015 GE Inspections-1501 Arden View Drive Q1 2015 Grading & Erosion Inspections 72.29 42815AE Q1 2015 GE Inspections-2014-00889 Q1 2015 Grading & Erosion Inspections 72.30 42815AE Q1 2015 GE Inspections-2014-00933 Q1 2015 Grading & Erosion Inspections 54.23 42815AE Q1 2015 GE Inspections-2013-00312 Q1 2015 Grading & Erosion Inspections 72.30 42815AE Q1 2015 GE Inspections-2012-00677 Q1 2015 Grading & Erosion Inspections 54.23 397.65Total for Check Number 44728: 0335 Scherer Bros. Lumber Co.05/29/201544729 41296375 Park Supplies Park Supplies 56.50 56.50Total for Check Number 44729: 5576 Schindler Elevator Corp.05/29/201544730 8103999026 2015 Elevator Maintenance 2015 Elevator Maintenance 948.48 948.48Total for Check Number 44730: 0327 Staples Business Advantage 05/29/201544731 3259529427 Office Supplies Office Supplies 32.97 32.97Total for Check Number 44731: UB*00122 Ed & Pam Stone 05/29/201544732 Refund Check 93.25 93.25Total for Check Number 44732: 8651 T-Ray Construction Co 05/29/201544733 05272015-TRC ROW #2014-00030 Refund ROW #2014-00030 Refund 1,000.00 1,000.00Total for Check Number 44733: 2218 Telcom Construction Inc 05/29/201544734 05272015-TC ROW#2014-00072 Refund ROW#2014-00072 Refund 1,000.00 1,000.00Total for Check Number 44734: 1300 UniFirst Corporation 05/29/201544735 090 0251658 May 2015 Mat Service May 2015 Mat Service 78.60 78.60Total for Check Number 44735: 12151 Universal Services Telecommunication 05/29/201544736 05272015-US ROW #2014-00061 Refund ROW #2014-00061 Refund 1,000.00 1,000.00Total for Check Number 44736: Page 3AP Checks by Date - Detail by Check Date (6/4/2015 9:28 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 13010 Anton Yerich 05/29/201544737 05262015-AY Refund Check: Payment for Arden Hills FoundationRefund Check: Payment for Arden Hills Foundation 60.00 60.00Total for Check Number 44737: 154,049.87Total for 5/29/2015: 0285 Xcel Energy 06/05/2015ACH 455924019 Additional Charges: April 2015 Additional Charges: April 2015 9.63 455924019 Additional Charges: April 2015 Additional Charges: April 2015 640.59 455924019 Additional Charges: April 2015 Additional Charges: April 2015 7.72 657.94Total for this ACH Check for Vendor 0285: 0382 ICMA Retirement Trust - 106944 06/05/2015ACH PR Batch 00100.06.2015 ICMA Employer Percent 401PR Batch 00100.06.2015 ICMA Employer Percent 401 268.56 PR Batch 00100.06.2015 ICMA Employee Percent 401PR Batch 00100.06.2015 ICMA Employee Percent 401 232.75 501.31Total for this ACH Check for Vendor 0382: 0387 ICMA Retirement Trust- #302482 06/05/2015ACH PR Batch 00100.06.2015 ICMA Employee DeductionPR Batch 00100.06.2015 ICMA Employee Deduction 1,688.08 PR Batch 00100.06.2015 ICMA Employee PercentPR Batch 00100.06.2015 ICMA Employee Percent 553.02 2,241.10Total for this ACH Check for Vendor 0387: 1001 Sprint/Nextel Communications 06/05/2015ACH 196110738-024 Apr/May 2015 Phone Bill Apr/May 2015 Phone Bill 169.04 169.04Total for this ACH Check for Vendor 1001: 1041 Aaron Thelen 06/05/2015ACH 06012015-AT April-May 2015 Mileage April-May 2015 Mileage 49.84 06012015-AT2 May 2015 Mileage 39.20 89.04Total for this ACH Check for Vendor 1041: 1408 Supply Solutions 06/05/2015ACH 5891 City Hall Supplies City Hall Supplies 129.81 129.81Total for this ACH Check for Vendor 1408: 2226 Sharrow Lifting Products 06/05/2015ACH 88081 2015 Felling Trailer Parts 2015 Felling Trailer Parts 1,279.72 1,279.72Total for this ACH Check for Vendor 2226: 5025 Sara Grant 06/05/2015ACH 06012015-SG May 2015 Expense Report May 2015 Expense Report 62.39 06012015-SG May 2015 Expense Report May 2015 Expense Report 58.80 06012015-SG May 2015 Expense Report May 2015 Expense Report 20.88 142.07Total for this ACH Check for Vendor 5025: 8029 MMKR & Co, PA 06/05/2015ACH 37916 2014 Auditwork Thru 04.30.15 2014 Auditwork Thru 04.30.15 295.00 37916 2014 Auditwork Thru 04.30.15 2014 Auditwork Thru 04.30.15 295.00 37916 2014 Auditwork Thru 04.30.15 2014 Auditwork Thru 04.30.15 295.00 37916 2014 Auditwork Thru 04.30.15 2014 Auditwork Thru 04.30.15 295.00 37916 2014 Auditwork Thru 04.30.15 2014 Auditwork Thru 04.30.15 295.00 Page 4AP Checks by Date - Detail by Check Date (6/4/2015 9:28 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 1,475.00Total for this ACH Check for Vendor 8029: ALPI Allegra Print & Imaging 06/05/2015ACH 144021 May 2015 Newsletter May 2015 Newsletter 1,575.44 1,575.44Total for this ACH Check for Vendor ALPI: 0243 Metropolitan Council-Waste Water 06/05/2015ACH 0001045230 July 2015 Wastewater Service Charges July 2015 Wastewater Service Charges 57,579.25 57,579.25Total for this ACH Check for Vendor 0243: 2129 Elfering & Associates 06/05/2015ACH 2101 April-May 2015 Round Lake Road Charges April-May 2015 Round Lake Road Charges 19,292.50 2103 April-May 2015 PMP Charges April-May 2015 PMP Charges 40,110.00 2104 April-May 2015 PMP Charges April-May 2015 PMP Charges 37,512.50 2105 April-May 2015 County Road E Charges April-May 2015 County Road E Charges 28,660.00 125,575.00Total for this ACH Check for Vendor 2129: 2597 AARP 06/05/201544738 06022015-AARP June 2015 AARP Class June 2015 AARP Class 110.00 110.00Total for Check Number 44738: 7504 Clarice Auluck-Wilson 06/05/201544739 06042015-CAW 2015 Music Together Program 2015 Music Together Program 1,212.40 1,212.40Total for Check Number 44739: 0131 Beisswenger's How-To Store 06/05/201544740 592856 PW Parts PW Parts 3.19 597084 PW Parts PW Parts 10.18 602625 PW Parts PW Parts 5.39 18.76Total for Check Number 44740: CPF1 Central Pension Fund 06/05/201544741 05312015-CPF May 2015 Contributions May 2015 Contributions 1,228.80 1,228.80Total for Check Number 44741: 1033 Comcast 06/05/201544742 44271-0515 May 2015 TV Services May 2015 TV Services 8.41 8.41Total for Check Number 44742: 1032 Commercial Asphalt Co.06/05/201544743 05152015-CA May 2015 Asphalt Expense May 2015 Asphalt Expense 239.82 05312015-CA May 2015 Asphalt Expense May 2015 Asphalt Expense 427.18 667.00Total for Check Number 44743: 0337 D-Rock Center Landscape Supply 06/05/201544744 2717 Water Damage Repair Water Damage Repair 75.00 75.00Total for Check Number 44744: 1785 EcoEnvelopes 06/05/201544745 1425 April 2015 UB Processing & Postage April 2015 UB Processing & Postage 587.50 1425 April 2015 UB Processing & Postage April 2015 UB Processing & Postage 587.49 1425 April 2015 UB Processing & Postage April 2015 UB Processing & Postage 587.50 Page 5AP Checks by Date - Detail by Check Date (6/4/2015 9:28 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 1,762.49Total for Check Number 44745: FAST Fastenal 06/05/201544746 MNSPR94990 PW Parts PW Parts 1.12 1.12Total for Check Number 44746: 0376 FirstLab 06/05/201544747 FL00120547 April 2015 Drug Testing April 2015 Drug Testing 89.00 89.00Total for Check Number 44747: 0176 Frattallone's Hardware, Inc.06/05/201544748 064591-A PW Parts PW Parts 3.17 064797-A PW Parts PW Parts 23.95 27.12Total for Check Number 44748: 0390 INT'L Union Operating Engineers-Union Dues06/05/201544749 05072015-INT May 2015 Union Dues May 2015 Union Dues 264.00 264.00Total for Check Number 44749: 0242 Met Council Environ. Service-SAC 06/05/201544750 06012015-SAC May 2015 SAC Charges May 2015 SAC Charges 4,920.30 4,920.30Total for Check Number 44750: 5443 Metro Products, Inc.06/05/201544751 107942 PW Parts PW Parts 71.37 108116 PW Parts PW Parts 290.40 10923 PW Parts Credit PW Parts -70.80 290.97Total for Check Number 44751: 1058 MIDC Enterprises 06/05/201544752 I0036098 PW Supplies PW Supplies 83.19 I0036125 PW Supplies PW Supplies 92.38 175.57Total for Check Number 44752: 1597 Midwest Lock & Safe, Inc.06/05/201544753 28906 Maintenance on City Hall Doors Maintenance on City Hall Doors 268.79 268.79Total for Check Number 44753: 0257 Minnesota Dept. of Health 06/05/201544754 05192015-MDH Mooney Water Supply Operator Renewal Mooney Water Supply Operator Renewal 23.00 23.00Total for Check Number 44754: 0422 Minnesota Pollution Control Agency 06/05/201544755 05122015-MPCA Mooney System Collection System Operator RenewalMooney System Collection System Operator Renewal 23.00 23.00Total for Check Number 44755: 0922 North Suburban Access Corporation 06/05/201544756 15-027 April 2015 Council Cable Services April 2015 Council Cable Services 257.40 257.40Total for Check Number 44756: 6073 Northstar Inspection Service, Inc 06/05/201544757 Page 6AP Checks by Date - Detail by Check Date (6/4/2015 9:28 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 05262015-NIS May 2015 Inspections May 2015 Inspections 195.00 195.00Total for Check Number 44757: 3100 Provident Life and Accident Ins Co 06/05/201544758 9672443-0415 April 2015 UNUM Payment April 2015 UNUM Payment 85.10 85.10Total for Check Number 44758: 0327 Staples Business Advantage 06/05/201544759 3265419802 Office Supplies Office Supplies 286.67 3265419804 Office Supplies Office Supplies 28.45 315.12Total for Check Number 44759: 1175 TNT Cleaning and Consulting, INC 06/05/201544760 270818 April 2015 Cleaning April 2015 Cleaning 845.00 271058 May 2015 Cleaning May 2015 Cleaning 563.36 1,408.36Total for Check Number 44760: 0495 Lake Johanna Fire Department Inc.06/05/201544761 500 2015 Capital Equipment: Station #2 Picnic Table 2015 Capital Equipment: Station #2 Picnic Table 172.06 172.06Total for Check Number 44761: 13725 Minnesota Equipment 06/05/201544762 E04814 2015 Felling Trailer 2015 Felling Trailer 8,055.65 8,055.65Total for Check Number 44762: 213,069.14Total for 6/5/2015: Report Total (69 checks): 367,119.01 Page 7AP Checks by Date - Detail by Check Date (6/4/2015 9:28 AM) City of Arden Hills City Council Meeting for June 8, 2015 P:\Planning\Planning Cases\2015\PC 15-008 - Holiday Station - PUD Amendment\Memos_15-008 CONSENT ITEM – 5B MEMORANDUM DATE: June 8, 2015 TO: Honorable Mayor and City Council Patrick Klaers, City Administrator FROM: Matthew Bachler, Associate Planner SUBJECT: Findings of Fact and Decision Regarding Application of Holiday Stationstores, Inc. for a PUD Amendment for Property at 1920 West Highway 96 (PC 15-008) Requested Action Motion to approve the Findings of Fact and Decision Regarding Application of Holiday Stationstores, Inc. for a PUD Amendment for Property at 1920 West Highway 96 in Planning Case 15-008. Background On May 26, 2015, the City Council considered the application of Holiday Stationstores, Inc. for a Planned Unit Development Amendment to install architectural accent lighting at the Holiday service station located at 1920 West Highway 96 (Planning Case 15-008). The City Council voted to deny Planning Case 15-008, and directed the City Attorney to draft the Findings of Fact and Decision to be reviewed by the City Council at the meeting on June 8, 2015. The City Attorney has completed the Findings of Fact and Decision document, which is included in Attachment A. Recommendation The City Council is asked to approve the Findings of Fact and Decision Regarding Application of Holiday Stationstores, Inc. for a PUD Amendment for Property at 1920 West Highway 96 in Planning Case 15-008. Attachments • Attachment A: Findings of Fact and Decision Regarding Application of Holiday Stationstores, Inc. for a PUD Amendment for Property at 1920 West Highway 96 (PC 15- 008) CITY OF ARDEN HILLS RAMSEY COUNTY, MINNESOTA IN RE: APPLICATION OF HOLIDAY STATIONSTORES, INC. FINDINGS OF FACT FOR A PUD AMENDMENT FOR PROPERTY AND DECISION AT 1920 WEST HIGHWAY 96 (PLANNING CASE 15-008) On May 26, 2015, the Arden Hills City Council met to consider the application of Holiday Stationstores, Inc. for a Planned Unit Development (PUD) Amendment at 1920 West Highway 96. The City Council considered the following information on the proposal: Previous land use actions involving the subject property, including Planning Case 05-013, a Master Planned Unit Development and Conditional Use Permit, the project application materials and proposed plans submitted by the applicant, the Staff Report, including Attachments, dated May 26, 2015; information from the Public Hearing and Planning Commission meeting of May 6, 2015, including its report and recommendation; testimony from all interested persons wishing to speak, including Michael Cronin, the applicant’s representative and, based upon its knowledge of the subject property and the community, now makes the following: FINDINGS OF FACT 1. The applicant has requested approval of a PUD Amendment for the property at 1920 West Highway 96. 2. A Master PUD was approved for 1920 West Highway 96 in Planning Case #05-013. 3. The applicant has requested an amendment to the PUD to install a single tube of LED illuminated architectural accents at the roofline of the canopy and building on the property. 4. The amendment would update the building and canopy elevations for the approved PUD. 5. Section 1240.02, Subd. 3 of the Sign Code does not permit service station canopies to be illuminated other than by lighting associated with approved signage. 6. The proposed accent lights would illuminate the canopy face beyond the illumination associated with the existing signs. 7. Section 1325.05, Subd. 3 of the Zoning Code states that direct glare shall not be directed at adjoining lots or public streets. 8. The accent lights would create glare that would have a negative impact for those travelling along Highway 96 and Round Lake Road, as well as for residents in the Arden Manor manufactured home park and residents on the east side of Round Lake 9. The proposed accents lights would be in conformance with the other requirements regarding exterior lighting within Section 1320.13 and Section 1325.05, Subd. 3 of the Zoning Code. 10. The proposal will not impact existing and anticipated traffic and parking conditions. 11. The proposal will not affect noise, odors, vibration, smoke, dust, air pollution, heat, liquid and solid waste on the property. 12. The proposed lighting would create glare visible from adjoining public streets and residential areas to the east and north of the property. 13. The proposal will not affect drainage on the property. 14. The proposal will not affect the population density on the property. 15. The proposal is unlikely to significantly affect land values on the subject property or on neighboring properties. 16. The park dedication requirement does not apply in this case. 17. Where the proposal is not in conformance with the Zoning Code and Sign Code the applicant has requested flexibility through the PUD process. 18. Based on the submitted plans and evaluation included in the staff report to the Planning Commission, the flexibility being requested through the PUD process would not be in the overall best interest of the community. Specifically to this point, the Council evaluation of the proposal has determined that: a. Though the intensity of the light source would be mitigated if the dimmer module is operated as suggested by the Planning Commission’s recommendation, the contrasting color and extent of the light along the full length of all sides of both the canopy and building roof line maximizes even moderated light levels visibility and distraction to neighboring residential properties. b. Though somewhat shielded by seasonal vegetation, site visits by council members and testimony of residents support a determination that the lighting treatment as proposed will be easily visible from residences from substantial distances, including across and along Round Lake and from the manufactured home park to the north. c. The lighting as proposed serves no safety or operational benefit, but is merely for corporate branding and advertising purposes. DECISION Based upon these findings and the Council’s knowledge of the subject property and community, the proposed PUD Amendment as detailed in the record for the Property located at 1920 West Highway 96 is hereby denied. ADOPTED by the Arden Hills City Council this 8th day of June, 2015. CITY OF ARDEN HILLS BY: ______________________________ David Grant, Its Mayor ATTEST: _______________________________ Patrick Klaers, Its City Administrator Page 1 of 2 DATE: June 8, 2015 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: John Anderson, Assistant City Engineer SUBJECT: Round Lake Road Area Improvement - Payment #8 Requested Action Approve Payment #8 to Meyer Contracting, Inc., in the amount of $327,824.88 for the Round Lake Road Area Improvement. Background The City Council awarded the Round Lake Road Area Improvement to Meyer Contracting, Inc., on May 12, 2014, in the amount of $1,766,605.41. Discussion This eighth pay request includes work through May 22, 2015. Five percent is being withheld from the work completed according to the contract documents. The payment is in the amount of $327,824.88. Major items of work for this payment are:  concrete curb and gutter  bituminous base  trail construction Financial Implications CONSENT ITEM – 5C MEMORANDUM Page 2 of 2 The following breakdown shows the funding sources and the amounts for Payment #8 Funding Source Amount Municipal State Aid/TIF $224,887.87 Surface Water Management $ 51,140.68 Water Utility Fund $ 51,796.33 Total $327,824.88 Attachments Attachment A: Payment Estimate #8 PARTIAL PAY ESTIMATE#8 FROM: May 1,2015 TO:May 22,2015 CONTRACTOR:MEYER CONTRACTING ADDRESS: 11000 93RD AVENUE N,MAPLE GROVE,MN 55369 OWNER:CITY OF ARDEN HILLS PROJECT: ROUND LAKE ROAD IMPROVEMENTS PROJECT SUBSTANTIAL COMPLETION DATE AMOUNT OF CONTRACT ORIGINAL:November 14,2014 ORIGINAL: $ 1,766,605.41 REVISED:REVISED: $ 1,821,782.31 TIEM '.;:; ... .. .....URIGINAL'GON'F Y1... TkBS R@RIOD : OTAi PRICNQ: THiA1!'. :i'i I :F)ESCRIPIIO@I'';::!::i:i:iEEiiii i;ii SCHEDULE 1.0-STREET 1 1 2021.501 MOBILIZATION LS 1.00 78000.00 0.00 0.00 1.00 78000.00 2 1 2101.502 CLEARING TREE44.00 130.00 0.00 0.00 46.00 5,980.00 3 2101.507 GRUBBING TREE 44.00 179.00 0.00 0.00 46.00 8234.00 4 2104.501 REMOVE SEWER PIPE STORM LF 620.00 15.00 0.00 0.00 771.00 11,565.00 5 2104.501 REMOVE CONCRETE CURB AND GUTTER LF 1 650.00 3.20 100.00 320.00 1,792.00 5,734.40 6 2104.501 REMOVE FENCE LF 2,600.00 2.80 0.00 0.00 2,510.00 7,028.00 7 2104.503 REMOVE RETAINING WALL SF 1,000.00 2.40 0.00 0.00 602.00 1,444.80 8 1 2104.503 REMOVE RIP RAP SF 1.650.00 1.10 0.00 0.00 982.00 1.080.201 9 2104.505 REMOVE CONCRETE PAVEMENT SY 1,520.00 3.90 0.00 0.00 348.00 1,357.20 10 2104.505 REMOVE BITUMINOUS PAVEMENT SY 11 000.00 3.20 0.00 0.00 11 560.00 36,992.00 11 2104.509 REMOVE DRAINAGE STRUCTURE EACH 2.00 325.50 0.00 0.00 3.D0 976.50 12 2104.509 REMOVE SIGN EACH 14.00 35.001 0.00 0.00 8.00 280.00 13 2104.511 SAW CUT CONCRETE FULL DEPTH LF 45.00 6.00 45.00 270.00 45.00 270.00 14 2104.513 SAW CUT BITUMINOUS FULL DEPTH LF 300.00 2.10 300.00 630.00 300.00 630.00 15 2105.501 COMMON EXCAVATION P CY 10225.45 10.90 0.00 0.00 10225.45 111457.41 16 2105.522 SELECT GRANULAR BORROW C CY 9,170.00 17.00 0.00 0.00 9,071.00 154,207.00 17 2105.541 SALVAGE TOPSOIL E CY 2,500.00 11.75 500.00 5.875.00 2.5X00 29,375.00 18 2105.604 GEOTEXTILE FABRIC TYPE V BY 16 100.00 1.30 0.00 0.D0 16 635.00 21,625.50 19 2511.607 CALCIUM CHLORIDE SOLUTION GAL 1,000.00 1.90 0.00 0.00 0.00 0.00 20 2211.501 AGGRGATE BASE CLASS 7 TON 10 400.00 9.50 0.00 0.00 9,754.80 92,670.60 21 2211.501 AGGREGATE BASE CLASS 7 TRAIL TON 1,500.00 18.00 0.00 0.00 1 684.00 30,312.00 22 2504.602 MILL BITUMINOUS PAVEMENT SY 7.900.00 1.90 7,855.00 14,924.5 7,855.00 14,924.50 23 2350.501 TYPE SP 12.5 WEARING COURSE MIXTURE TON 2.650.00 56.65 0.00 0.00 0.00 0.00 24 2350.501 TYPE SP 9.5 WEARING COURSE MIXTURE TRAIL TON 290.00 82.40 311.76 25,689.02 311.76 25,689.02 25 1 2350.501 TYPE SP 12.5 NONWEARING COURSE MIXTURE TON 3,400.00 56.30 3,367.88 189,611.64 4,798.07 270,131.34 26 2357.502 BITUMINOUS MATERIAL FOR TACK COAT GAL 12 620.00 0.01 225.00 2.25 225.00 2.25 27 2502.541 4-INCH PERF TP PIPE DRAIN W/SOCK LF 5,200.00 3.30 0.00 0.00 6,338.00 20,915.40 28 2504.602 ADJUST VALVE EACH 4.00 318.50 4.00 1 274.00 4.00 1,274.00 29 2506.522 ADJUST FRAME RING AND CASTING EACH 5.00 334.00 5.00 1,670.00 5.00 1,670.00 30 2521.511 6"CONCRETE WALK SF 1,925.00 5.90 2,154.00 12,708.60 2.154.00 12,708.60 31 2531.501 CONCRETE CURB 8 GUTTER 8618 LF 6,135400 9.00 6,278.00 56,502.00 6,278.00 56,502.00 32 2531.503 CONCRETE MEDIAN NOSE SY 1 10.00 54.50 15.00 817.50 15.00 817.50 33 2531.604 T'CONCRETE VALLEY GUTTER SY 95.00 48.50 95.00 4,607.50 95.00 S4,607.501 34 2531.618 TRUNCATED DOMES SF 36.00 30.25 72.00 2.178.00 72.00 2,178.00 35 2557.501 WIRE FENCE DESIGN 48-9322 LF 2600.00 11.75 450.00 5287.50 450.00 5287.50 36 1 2563.601 TRAFFIC CONTROL LS 1.00 3,400.00 0.20 680.00 0.95 3,230.00 37 2564.531 F 8 I SIGN PANEL SF 136.00 25.00 131.50 3,287.50 136.00 3,400.00 38 2564.602 F 8 I SIGN POST EACH 17.00 75.00 15.00 1,125.00 17.00 1,275.00 39 2573.502 SILT FENCE TYPE MACHINE SLICED LF 6,435.00 1.50_L_ 0.00 0.00 6,D02.00 9,003.00 40 2573.52 SEDIMENT REMOVAL BACKHOE HR 40.00 199.00 0.00 0.00 2.00 398.00 41 1 2573.53 INLET PROTECTION WIMCO EACH 21.00 328.00 19.00 6,194.00 31.00 10106.00 T191 :.ERIOD: 6TJ1l::TO:DA.IOINAI.ONFRA :i i i F4342 2573.53 INLET PROTECTION STRUCTURE W/O CASTING EACH 21.00 326.00 3.00 978.00 19.00 6194.00 2573.602 TEMPORARY ROCK CONSTRUCTION ENTRANCE EACH 2.00 867.00 1.00 867.00 2.00 1 734.00 2573.602 INLET SEDIMENT REMOVAL EACH 60.00 200.00 16.00 3 0.0200.00 60.00 12 000 2573.607 ROADWAY ROCK CHECK DAM CY 45.00 62.50 0.00 0.00 2.00 125.00 46 1 2575.541 IMOWING ACRE 1.32 1140.00 1.32 1504.80 1.32 1504.80 47 2575.57 RAPID STABILZATION METHOD 2 ACRE 2.00 1,950.00 2.50 4,875.00 4.50 8,775.00 48 2575.604 SEEDING PE 25151 SY 22 920.00 0.95 0.00 0.00 178.00 169.10 49 2575.604 SEEDING PE 33-261 SY 6.400.00 1.40 0.00 0.00 0.00 0.00 50 2582.501 PAVT MSSG LT SYMBOL EPDXY EACH 39.00 75.00 0.00 0.00 0.00 0.00 51 2582.501 PAVT MSSG RT SYMBOL EPDXY EACH 2.00 75.00 0.00 0.00 0.00 0.00 52 2582.501 PAVT MSSG LT SYMBOL PAINT EACH 39.00 22.00 0.00 0.00 0.00 0.00 53 2582.501 PAVT MSSG RT SYMBOL PAINT EACH 2.00 22.00 0.00 0.00 0.00 0.00 54 2582.502 4"SOLID LINE WHITE-EPDXY LF 6.160.00 0.20 0.00 0.00 4.536.00 907.20 55 2582.502 4"BROKEN LINE YELLOW-EPDXY LF 1,225.00 0.25 0.00 0.00 530.00 132.50 56 2582.502 4"SOLID LINE YELLOW-EPDXY LF 4,850.00 0.25 0.00 0.00 233.00 58.25 57 2582.502 4"SOLID LINE WHITE-PAINT LF 6,160.00 0.20 0.00 0.00 0.00 0.00 58 2582.502 4"BROKEN LINE YELLOW-PAINT LF 1,225.00 0.25 0.00 0.00 0.00 0.00 59 2582.502 4"SOLID LINE YELLOW-PAINT LF 4,850.00 0.25 0.00 0.00 0.00 0.00 SCHEDULE 1.0-STREET-TOTAL 345 078.82 1,074,939.07 SCHEDULE 2.0-STORM SEWER 1 2503.511 8"PVC STORM SEWER LF 460.00 20.50 0.00 0.00 464.00 9,512.00 2 2503.511 12"HDPE STORM SEWER LF 567.00 22.75 0.00 0.00 607.00 13,809.25 3 2503.511 15"HDPE STORM SEWER LF 1,772.00 28.25 0.00 0.00 1,763.00 49,804.75 4 2503.541 18"HDPE STORM SEWER LF 995.00 35.50 0.00 0.00 992.00 35,216.00 5 1 2503.541 21"HDPE STORM SEWER LF 170.00 54.00 0.00 0.00 0.00 0.00 6 2503.541 24"HDPE STORM SEWER LF 499.00 43.75 0.00 0.00 1 665.00 29,093.75 7 2503.601 STORM SEWER SYSTEM UNDERGROUND LS 1.00 48 000.00 0.00 0.00 0.99 S47,520.00 8 2503.602 CONNECT TO EXISTING STORM SEWER EACH 6.00 470.00 0.00 0.00 7.00 3,290.00 9 2503.602 CONNECT TO EXISTING STORM STRUCTURE EACH 2.00 683.50 0.00 0.00 2.00 1,367.00 10 2506.502 CONST DRAINAGE STRUCTURE DESIGN SPEC 27" EACH 7.00 1,955.00 0.00 0.00 1.00 1,955.00 11 2506.502 CONST DRAINAGE STRUCTURE DESIGN SPEC 24"X36" EACH 6.00 2.678.00 0.00 0.00 6.00 16,068.00 12 2506.502 CONST DRAINAGE STRUCTURE DESIGN SPEC OUTLE EACH 2.00 3,581.00 0.00 0.00 2.00 7,162.00 13 2506.502 CONST DRAINAGE STRUCTURE DESIGN 48-4020 EACH 15.00 2,803.00 0.00 0.00 21.00 58,863.00 14 2506.502 CONST DRAINAGE STRUCTURE DESIGN 54-4020 EACH 1.00 4,104.00 0.00 0.00 1.00 4,104.00 15 2506.602 ADJUST DRAINAGE STRUCTURE EACH 1.00 2,397.00 0.00 0.00 0.00 0.00 SCHEDULE 2.0-STORM-TOTAL 0.00 277,764.75 SCHEDULE 3.0-WATERMAIN 1 2104.509 REMOVE HYDRANT EACH 4.00 457.50 0.00 0.00 4.00 1,830.00 2 2104.509 REMOVE VALVE EACH 6.00 305.00 0.00 0.00 6.00 1,830.00 3 2104.603 ABANDON WATERMAIN LF 2,680.00 1.90 0.00 0.00 2,645.90 5,027.21 4 1 2504.602 1 WET TAP W VALVE 12"X 12" EACH 1.00 4.085.0 0.00 0.00 1.00 4,085.00 5 2504.602 CONNECT TO EXISTING WATERMAIN 6" EACH 1.00 1,771.00 0.00 0.00 0.00 0.00 6 2504.602 CONNECT TO EXISTING WATERMAIN 8" EACH 4.00 1 824.00 0.00 0.00 5.00 9,120.00 7 2504.602 CONNECT TO EXISTING WATERMAIN 12"EACH 2.00 3,668.00 0.00 0.00 2.00 7,336.00 8 2504.602 INSTALL HYDRANT AND VALVE EACH 4.00 6584.00 0.00 0.00 4.65 30,615601 9 2504.602 6"GATE VALVE AND BOX EACH 1.00 2,017.001 0.00 0.00 1 1.00 -F- $2,017.00 0 1....CONTRACT 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UNI7:PR[C f9TY...,:: t[9TAI.P.RiCE:1 4T1F:::::1::: TQTAt PRIGS.:: 10 2504.602 8"GATE VALVE AND BOX EACH 3.00 2,581.00 0.00 0.00 4.00 10,324.00 11 2504.602 17'BUTTERFLY VALVE AND BOX EACH 2.00 2,733.00 0.00 0.00 3.00 8,199.00 12 2504.603 6"WATERMAIN LF 180.00 46.75 0.00 0.00 175.00 8,181.25 13 2504.603 8"WATERMAIN LF 180.00 51.75 0.00 0.00 133.00 S6,882.75 14 2504.603 12"WATERMAIN LF 2675.00 71.00 0.00 0.00 2675.00 189925.00 SCHEDULE 3.0-WATERMAIN-TOTAL 0.00 285,372.81 SCHEDULE 4.0-CHANGE ORDER 1 SPEC CHANGE ORDER NUMBER 1-ELECTROFUSION COUPLING EA 1.00 23 141.93 0.00 0.00 1.00 23,141.93 2 SPEC CHANGE ORDER NUMBER 2-STORM SEWER EA 1.00 29 996.78 0.00 0.00 1.00 29,99618 SCHEDULE 4.0-CHANGE ORDER-TOTAL 0.00 53,138.71 BID SUMMARY THIS PERIOD TOTAL TO DATE SCHEDULE 1.0-STREET--TOTAL 345,078.82 1,074,939.07 SCHEDULE 2.0-STORM--TOTAL 0.00 277,764.75 SCHEDULE 3.0-WATERMAIN--TOTAL 0.00 285,372.81 SCHEDULE 4.0-CHANGE ORDER--TOTAL 0.00 53,138.71 TOTAL BID SUMMARY THIS PERIOD 345,078.82 TOTAL BID SUMMARY TO DATE 1,691,215.34 7otr+I titls:pEalbti::::: AMOUNT EARNED 345,078.82 1691215.34 AMOUNT RETAINED 17,253.94 84,560.75 M ATE....................................................................RIAL ON SITE 0.000.00.............. MATERIALDEDUCT. 0.000.00 PREVIOUS PAYMENTS 1 278829.71::::............... AMOUNT DUE 327,624.88 3 Page 1 of 1 DATE: June 8, 2015 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: Terry Maurer, Public Works Director SUBJECT: County Road E/Pine Tree Drive Improvements Payment #2 Requested Action Approve Payment #2 to Park Construction, Inc., in the amount of $109,669.23 for the County Road E/Pine Tree Drive Improvements. Background The City Council awarded the County Road E/Pine Tree Drive Improvements to Park Construction, Inc., on February 9, 2015, in the amount of $1,349,913.06. Discussion This second pay request is primarily for removal and reconstruction of the center medians along with a portion of the mobilization. The pay request is in the amount of $109,669.23 after retainage of $5,772.06. Financial Implications Approximately eighty-seven percent of the construction cost is being funded by Ramsey County through a Cooperative Agreement. The remaining construction cost is being funded by Municipal State Aid funds and assessments to the benefitted properties. Attachments Attachment A: Payment Estimate #2 CONSENT ITEM – 5D MEMORANDUM PARTIAL PAY ESTIMATE 92 FROM:May 6,2015 TO:May 22,2015 CONTRACTOR: PARK CONSTRUCTION CO. ADDRESS: 1481 81 st AVENUE NE,SPRING LAKE PARK,MN 55432 OWNER:CITY OF ARDEN HILLS PROJECT:COUNTY ROAD E IMPROVEMENTS SUBSTANTIAL COMPLETION DATE AMOUNT OF CONTRACT ORIGINAL:July 31,2015 ORIGINAL: $ 1,349,913.06 REVISED: REVISED: seru........OR[e,IFWE l+tlN7RAG. Nb:: IEEAAIDHSCRIPlIONRRICE:::::'::::::: 3tAl SCHEDULE 1.0-STREET 1 2021.501 MOBILIZATION LUMP SUM 1.00 $60,000.00 0.50 30,000.00 0.50 30 000.00 2 2101.502 CLEARING TREE 7.00 $505.00 16.00 8,080.00 16.00 8,080.00 3 2101.507 GRUBBING TREE 7.00 $202.00 16.00 3232.00 16.00 3232.00 4 2104.501 REMOVE PIPE DRAIN LIN FT 70.00 5.65 1 0.00 0.00 0.00 0.00 5 2104.501 REMOVE SEWER PIPE STORM LIN FT 16.00 18.00 0.00 0.00 0.00 0.00 6 2104.501 REMOVE CURB&GUTTER LIN FT 2,797.00 6.55 0.00 0.00 0.00 0.00 7 1 2104.503 REMOVE BITUMINOUS WALK SQ FT 478.00 4.05 400.00 1 620.00 400.00 1,620.00 8 2104.503 REMOVE CONCRETE WALK SQ FT 6.548.00 1.25 0.00 0.00 0.00 0.00 9 2104.503 REMOVE CONCRETE NOSE SO FT 444.00 4.30 444.00 1.909.20 444.00 1,909.20 10 2104.503 REMOVE CONCRETE MEDIAN SQ FT 4,155. 0 1.60 4,155.00 6,648.00 4,155.00 S6,64&00 11 2104.505 REMOVE CONCRETE DRIVEWAY PAVEMENT SQ YD 289.00 15.10 0.00 0.00 0.00 0.00 12 1 2104.505 IREMOVE BITUMINOUS DRIVEWAY PAVEMENT SQ YD 498.00 7.65 0.00 0.00 0.00 0.00 r1613 2104.505 REMOVE BITUMINOUS PAVEMENT SQ YD 1,988.00 9.50 0.00 0.00 0.00 0.00 14 2104.509 REMOVE LIGHT UNIT EACH 16.00 $345.00 0.00 0.00 0.00 0.00 15 2104.509 REMOVE DRAINAGE STRUCTURE EACH 3.00 $348.00 0.00 0.00 0.00 0.00 2104.509 REMOVE LIGHT FOUNDATION EACH 16.00 $454.00 0.00 0.00 0.00 0.00 17 2104.509 REMOVE SIGN TYPE C EACH 20.00 40.40 20.00 808.00 20.00 808.00 18 2104.509 REMOVE MARKER EACH 5.00 35.40 5.00 177.00 5.00 177.00 19 2104.513 SAWING BITUMINOUS PAVEMENT FULL DEPTH LIN FT 820.00 3.55 0.00 0.00 0.00 0.00 20 2104.523 SALVAGE HYDRANT EACH 1.00 $283.00 0.00 0.00 0.00 0.00 21 2104.523 SALVAGE SIGN EACH 14.00 40.40 14.00 565.60 14.00 565.60 22 2104.523 SALVAGE DELINEATORS&MARKERS EACH 6.00 35.40 6.00 212.40 6.00 212.40 23 2104.601 REMOVE CABLES LUMP SUM 1.00 $1 590.00 0.00 0.00 0.00 0.00 24 2104.601 RELOCATE SPRINKLER SYSTEM A LUMP SUM 1.00 $4 490.00 0.00 0.00 0.00 0.00 25 2104.601 RELOCATE SPRINKLER SYSTEM B LUMP SUM 1.00 $4.490.001 0.00 0.00 0.00 0.00 26 2104.603 REMOVE AND REPLACE BITUMINOUS PAVEMENT LIN FT 230.00 20.00 0.00 0.00 0.00 0.00 27 2106.607 EXCAVATION-COMMON P CU YD 1,864.00 22.70 0.00 0.00 0.00 0.00 28 2106.607 COMMON EMBANKMENT CV P CU YD 25.00 68.70 0.00 0.00 0.00 0.00 29 1 2106.607 1 SELECT GRANULAR EMBANKMENT C P CU YD 598.00 37.10 0.00 0.00 0.00 0.00 30 2123.610 STREET SWEEPER WITH PICKUP BROOM HOUR 10.00 $126.00 0.00 0.00 0.00 0.00 31 2211.503 AGGREGATE BASE C CLASS 5 P CU YD 1,319.00 30.40 0.00 0.00 0.00 0.00 32 2231.604 BITUMINOUS PATCH SPECIAL SQ YD 427.00 59.90 633.00 37,916.70 633.00 37,916.70 33 2232.501 MILL BITUMINOUS SURFACE 2.0" SQ YD 18 204.00 1.15 0.00 0.00 0.00 0.00 34 2360.501 TYPE SP 12.5 WEARING COURSE MIXTURE(4,C) TON 2,860.0 84.301 0.00 0.00 0.00 0.00 35 2360.502 TYPE SP 12.5 NON-WEARING COURSE MIXTURE(4,B) TON 317.00 77.90 0.00 0.00 0.00 0.00 36 2411.618 MODULAR BLOCK RETAINING WALL SO FT 580.00 23.80 0.00 0.00 0.00 0.00 37 2502.521 6"PE NON PERF PIPE DRAIN LIN FT 74.00 18.70 0.00 0.00 0.00 0.00 38 2503.511 15"RC PIPE SEWER CLASS V LIN FT 22.00 64.70 0.00 0.00 0.00 0.00 39 2503.511 18"RC PIPE SEWER CLASS V LIN FT 8.00 68.80 0.00 0.00 0.00 0.00 40 2503.602 CONNECT TO EXISTING STORM SEWER EACH 3.00 $1,000.00 0.00 0.00 0.00 0.00 41 2504.602 CONNECT TO EXISTING WATERMAIN EACH 1.00 $1,490.00 0.00 0.00 0.00 0.00 tE::::::::ITEM..........................S3J11G8YAL C0 RAC3:;:;::;::: ...8...ERtO.......... ...... I' :::I:::::: tY::::::::::TbTAt PRIDE1: C :::::1:0T1:::;::::::::#OY71L.P.li C. ......:Q. 42 2504.602 INSTALL HYDRANT EACH 1.00 $5,120.00 0.00 0.00 0.00 0.00 43 2504.602 ADJUST GATE VALVE AND BOX EACH 2.00 96.40 0.00 0.00 0.00 0.00 44 2504.603 6"WATERMAIN DUCTILE IRON CL 52 LIN FT 10.00 93.40 0.00 0.00 0.00 0.00 45 2504.608 WATERMAIN FITTINGS POUND 152.00 4.45 0.00 0.00 0.00 0.00 46 1 2506.501 iCONST DRAINAGE STRUCTURE DESIGN G OR H LIN FT 3.30 $533.00 0.00 0.00 0.00 0.00 47 2506.501 CONST DRAINAGE STRUCTURE DESIGN 48-4020 LIN FT 4.60 $548.00 0.00 0.00 0.00 0.00 48 2506.516 CASTING ASSEMBLY EACH 2.00 $725.00 0.00 0.00 0.00 0.00 49 2506.522 ADJUST FRAME&RING CASTING EACH 3.00 $245.00 0.00 0.00 0.00 0.00 50 2506.602 CONST DRAINAGE STRUCTURE DESIGN SPECIAL EACH 2.00 $1,990.00 0.00 0.00 0.00 0.00 51 2521.501 4"CONCRETE WALK SQ FT 15 126.00 3.10 0.00 0.00 0.00 0.00 F12 2521.501 5'CONCRETE WALK SPECIAL SQ FT 2,624.00 7.95 0.00 0.00 0.00 0.00 2521.501 6"CONCRETE WALK SQ FT 1,811.00 4.90 297.50 1,457.75 297.50 1,457.75 2531.501 CONCRETE CURB&GUTTER DESIGN B624 LIN FT 2 719.00 17.40 0.00 0.00 0.00 0.00 2531.501 CONCRETE CURB&GUTTER DESIGN 8624 SPECIAL LIN FT 1346.00 18.00 633.00 14,994.00 833.00 14,994.00 56 2531.502 CONCRETE CURB DESIGN V6 LIN FT 24.00 37.30 0.00 0.00 0.00 0.00 57 2531.r8" CRETE DRIVEWAY PAVEMENT HIGH EARL SQ YD 857.00 56.00 0.00 0.00 0.00 0.00 58 2531. CRETE VALLEY GUTTER SQ YD 8.00 $104.00 0.00 0.00 0.00 0.00 59 2531. ATED DOMES SQ FT 218.00 39.00 0.00 0.00 0.00 0.00 60 2563. 0 CONTROL LUMP SUM 1.00 $11,500.00 0.25 2,875.00 0.25 2,875.00 61 1 2563.601 1 TEMPORARY PEDESTRIAN ACCESS CONTROL LUMP SUM 1.00 $2,420.001 0.00 0.00 0.00 0.00 62 2563.602 RAISED PAVEMENT MARKER TEMPORARY EACH 142.00 1.45 0.00 0.00 0.00 0.00 63 2563.602 TUBE DELINEATOR EACH 14.00 34.30 0.00 0.00 0.00 0.00 64 2564.531 SIGN PANEL TYPE C SQ FT 153.25 42.30 0.00 0.00 0.00 0.00 65 2564.552 HAZARD MARKER X4-2 EACH 3.00 50.50 0.00 0.00 0.00 0.00 66 2564.554 SNOW PLOW MARKER X4-5 EACH 2.00 50.50 0.00 0.00 0.00 0.00 67 2564.602 INSTALL SIGN EACH 14.001 $298.00 0.00 0.00 0.00 0.00 68 2564.602 INSTALL MARKER EACH 6.00 35.40 0.00 0.00 0.00 0.00 69 2565.601 TRAFFIC CONTROL INTERCONNECTION LUMP SUM 1.00 $30,600.00 0.00 0.00 0.00 0.00 70 2565.616 REVISE SIGNAL SYSTEM A SYS 1.00 $125,300.00 0.00 0.00 0.00 0.00 71 2565.616 REVISE SIGNAL SYSTEM B SYS 1.00 $247,300.001 0.00 0.00 0.00 0.00 72 2565.616 1 TEMPORARY SIGNAL SYSTEM B LUMP SUM 1.00 $13.700.00 0.00 0.00 0.00 0.00 r73 2571.502 DECIDUOUS TREE 2.5"CAL B&B TREE 56.00 $384.00 0.00 0.00 0.00 0.00 74 2572.502 CLEAN ROOT CUTTING LIN FT 255.00 10.10 0.00 0.00 0.00 0.00 75 2573.502 SILT FENCE TYPE MS LIN FT 590.00 2.60 0.00 0.00 0.00 0.00 76 2573.530 STORM DRAIN INLET PROTECTION EACH 12.00 $121.00 13.00 1.573.00 13.00 1 573.00 77 2574.525 COMMON TOPSOIL BORROW CU YD 200.00 44.60 0.00 0.00 0.00 0.00 78 2575.505 SODDING TYPE SALT TOLERANT SQ YD 4.735.00 4.65 0.00 0.00 0.00 0.00 79 2575.570 RAPID STABILIZATION METHOD 2 ACRE 1.20 $1,030.00 0.00 0.00 0.00 0.00 80 2581.501 REMOVABLE PREFORMED PAVEMENT MARKING TAPE LIN FT 2,872.00 1.25 2,000.00 2,500.00 2.000.00 2.500.00 81 2582.501 PAVEMENT MESSAGE LEFT ARROW)EPDXY EACH 29.00 $106.00 0.00 0.00 0.00 0.00 82 2582.501 PAVEMENT MESSAGE RIGHT ARROW EPDXY EACH 3.00 $106.00 0.00 0.00 0.00 0.00 83 2582.501 PAVEMENT MESSAGE ONLY EPDXY EACH 2.00 $206.00 0.00 0.00 0.00 0.00 84 2582.502 4"SOLID LINE WHITE-PAINT LIN FT 2,000.00 0.24 730.00 175.20 730.00 175.20 85 2582.502 4"BROKEN LINE WHITE-PAINT LIN FT 356.00 0.24 356.00 85.44 356.00 85.44 66 2582.502 4"SOLID LINE YELLOW-PAINT LIN FT 2,550.00 0.24 2,550.00 612.00 2,550.00 612.00 87 2582.502 4"DOUBLE SOLID LINE YELLOW-PAINT LIN FT 1,780.00 0.47 0.00 0.00 0.00 0.00 88 2582.502 4"SOLID LINE WHITE-EPDXY LIN FT 5692.00 0.25 0.00 0.00 0.00 0.00 89 2582.502 8"SOLID LINE WHITE-EPDXY LIN FT 216.00 0.76 0.00 0.00 0.00 0.00 90 2582.502 12"SOLID LIVE WHITE-EPDXY LIN FT 28.00 5.15 0.00 0.00 0.00 0.00 91 2582.502 4"BROKEN LINE WHITE-EPDXY LIN FT 780.00 0.25 0.00 0.00 0.00 0.00 2 2582.502 8"DOTTED LINE WHITE-EPDXY LIN FT 39.00 0.76 0.00 Omoo 0.00 0.00 2582.502 4"SOLID LINE YELLOW-EPDXY LIN FT 4 21 5.00 0.26 0.00 0.00 0.00 0.00 3 94 2582.502 12"SOLID LINE YELLOW-EPDXY LIN FT 4]4.00 4.15 0.00 0.00 0.00 0.00 95 2582.502 4"BROKEN LINE YELLOW-EPDXY LIN FT 580.00 0.26 0.00 0.00 0.00 0.00 96 2582502 4"DOUBLE SOLID YELLOW-EPDXY LIN FT 423.00 0.53 0.00 0.00 0.00 o , 97 2582503 CROSSWALK MARKING-EPDXY 1 185.00 515 0.00 000 000 SCHEDULE 1.0-STREET-TOTAL 115,441.29 115,441.29 BID SUMMARY THIS PERIOD TOTAL TO DATE SCHEDULE 1.0-STREET 115,441.29 116,441.29 TOTAL BID SUMMARY THIS PERIOD 115,441.29 TOTAL BID SUMMARY TO DATE 116,441.29 AMOUNT EARNED 115,441.29 115,441.29 AMOUNTRETAINED 5,772.06 5.772.06 MATERIAL ON SITE 0.00 138,475.54 MATERIAL DEDUCT. 0.00 0.00 PREVIOUS PAYMENTS 138,475.54 AMOUNT DUE 109,669.23 109,669.23...............:.2-3 Page 1 of 2 DATE: June 8, 2015 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: John Anderson, Assistant City Engineer SUBJECT: 2015 Pavement Management Program (PMP) Pay Estimate #1 Requested Action Approve Payment #1 to Valley Paving, Inc. in the amount of $256,857.93 for the 2015 PMP Improvements. Background The City Council awarded the 2015 PMP Improvements to Valley Paving, Inc. on May 4, 2015, in the amount of $3,826,471.88. Discussion This first pay request includes work through May 22, 2015. Five percent is being withheld from the work completed according to the contract documents. The payment is in the amount of $256,857.93. Major items of work for this payment are:  mobilization  removal of existing bituminous  storm sewer  water main CONSENT ITEM – 5E MEMORANDUM Page 2 of 2 Financial Implications The following breakdown shows the funding sources and the amounts for Payment #1 Funding Source Amount PIR $153,446.93 Surface Water Management $ 45,463.85 Water Utility $ 53,914.48 Sanitary Sewer Utility $ 4,032.67 Total $256,857.93 Attachments Attachment A: Payment Estimate #1 PARTIAL PAY ESTIMATE#1 FROM:May 5,2015 TO:May 22,2015 CONTRACTOR:Valley Paving,Inc ADDRESS:8800 13th Avenue E Shakopee,MN 55379 OWNER:City of Arden Hills,MN PROJECT:2015 PMP Improvements SUBSTANTIAL COMPLETION DATE AMOUNT OF CONTRACT ORIGINAL:October 31,2015 ORIGINAL: $ 3,896,796.88 REVISED:REVISED: $ 3,826,471.88 nRIGINAIEfSNYItriCY:::::.::::::::::Tw3:P.RIpD::: :: 7QT!l; q.pA ::N I... .....I.:s.......... T M.4r SGR 18+97::; SCHEDULE 1.0-STREET GRANT/NOBLE 1 2021.501 MOBILIZATION LS 1.00 52 200.00 0.50 26,100.00 0.50 26,100.00 2 2101.502 CLEARING TREE 8.00 255.00 5.00 1275.00 5.00 1275.00 3 2101.507 GRUBBING TREE 8.00 113.00 5.00 565.00 5.00 565.00 4 2104.505 REMOVE CONCRETE PAVEMENT SY 625.00 8.50 34.00 289.00 34.00 289.00 5 2104.505 REMOVE BITUMINOUS PAVEMENT SY 14 160.00 2.88 4,800.00 13,824.00 4 800.00 13,824.00 6 2104.523 SALVAGE SIGN EACH 25.00 25.60 0.00 0.00 0.00 0.00 7 2104.523 SALVAGE MAILBOX EACH 79.00 61.50 0.00 0.00 0.00 0.00 8 2104.511 SAW CUT CONCRETE FULL DEPTH LF 1,440.00 2.82 20.00 56.40 20.00 56.40 9 2104.513 SAW CUT BITUMINOUS FULL DEPTH LF 900.00 2.00 0.00 0.00 0.00 0.00 10 2105.501 COMMON EXCAVATION P CY 1 7,815.82 14.50 0.00 0.00 0.00 0.00 11 2105.507 SUBGRADE EXCAVATION CY 580.00 14.50 0.00 0.00 0.00 0.00 12 2105.522 SELECT GRANULAR BORROW C CY 580.00 24.00 0.00 0.00 0.00 0.00 13 2105.525 TOPSOIL BORROW CY 1,000.00 28.00 12.00 336.00 12.00 336.00 14 2105.604 GEOTEXTILE FABRIC TYPE V SY 1 750.00 0.85 0.00 0.00 0.00 0.00 15 2211.501 AGGREGATE BASE CLASS 7 TON 6,250.00 0.01 0.00 0.00 0.00 0.00 16 2211.501 AGGREGATE BASE CLASS 7 DRIVEWAY TON 650.00 17.40 0.00 0.00 0.00 0.00 17 2232.501 MILL BITUMINOUS PAVEMENT SY 60.00 6.75 0.00 0.00 0.00 0.00 18 2331.603 BITUMINOUS JOINT CONTROL LF 2,730.00 2.331 0.00 0.00 0.00 0.00 19 2357.502 BITUMINOUS MATERIAL FOR TACK COAT GAL 565.00 2.00 0.00 0.00 0.00 0.00 20 1 2360.501 ITYPE SP 12.5 WEARING COURSE MIXTURE TON 1,150.00 64.15 0.00 0.00 0.00 0.00 21 2360.501 TYPE SP 9.5 WEARING COURSE MIXTURE RAIL TON 15.00 105.00 0.00 0.00 0.00 0.00 22 2360.501 TYPE SP 12.5 WEARING COURSE MIXTURE DRIVEWAY TON 30.00 105.00 0.00 0.00 0.00 0.00 23 2360.501 TYPE SP 12.5 NONWEARING COURSE MIXTURE TON 1,500.00 62.70 0.00 0.00 0.00 50.00 24 2504.601 IRRIGATION REPAIR EACH 10.00 100.00 1.00 100.00 1.00 100.00 25 2531.501 CONCRETE CURB&GUTTER 8618 LF 8 100.00 10.10 0.00 0.00 0.00 0.00 26 2531.511 4"CONCRETE WALK SF 210.00 5.43 0.00 0.00 0.00 0.00 27 2531.511 CONCRETE PAVEMENT 6"THICK SF 11,310. 4.411 0.00 0.00 0.00 0.00 28 2531.511 CONCRETE PAVEMENT SPECIAL 6"THICK SF 300.00 12.71 0.00 0.00 0.00 0.00 29 2531.618 TRUNCATED DOMES SF 48.00 41.00 0.00 0.00 0.00 0.00 30 2540.603 LANDSCAPE EDGER PLASTIC REPLACEMENT LF 400.00 5.00 0.00 0.00 0.00 0.00 31 2563.601 TRAFFIC CONTROL LS 1.00 4 510.00 0.25 1,127. 0.25 1,127.50 32 2564.531 F&I SIGN PANEL SF 150.00 32.80 0.00 0.00 0.00 0.00 33 2564.602 F&I SIGN POST EACH 16.00 97.40 0.00 0.00 0.00 0.00 34 2573.502 SILT FENCE TYPE MACHINE SLICED LF 465.00 3.20 400.00 1,280.00 400.00 1,280.00 35 2573.520 SEDIMENT REMOVAL BACKHOE HR 20.00 50.00 0.00 0.00 0.00 0.00 36 2573.602 TEMPORARY ROCK CONSTRUCTION ENTRANCE EACH 3.0040.00 0.00 0.00 0.00 0.00 37 2573.607 ROADWAY ROCK CHECK DAM CY 100.00 31.00 9.27 287.37 9.27 287.37 38 2575.512 MULCH MATERIAL TYPE SPECIAL CY 140.00 55.00 0.00 0.00 0.00 0.00 39 2575.604 SEEDING TYPE 25-151 SY 9000, 1.28 0.00 0.00 0.00 0.00 40 2575.607 LANDSCAPE ROCK CY 30.00 100.00 0.00 0.00 0.00 O.DO 41 SPEC I DENSITY TEST EACH 25.00 80.00 0.00 0.00 1 0.00 0.00 i 42 SPEC PROCTOR TEST EACH 3.00 155.00 0.00 0.00 0.00 0.00 43 SPEC GRADATION TEST EACH 3.00 140.00 0.00 0.00 0.00 0-00 44 SPEC AIR VOIDS EACH 6.00 255.00 0.00 0.00 0.00 0.00 45 SPEC CONCRETE TESTING,CYLINDERS(SET OF 3) EACH 6.00 215.001 0.00 0.00 0.00 0.00 46 SPEC EXTRACTION/GRADATION EACH 6.00 255.00 0.00 0.00 0.00 0.00 47 SPEC NUCLEAR BITUMINOUS DENSITY EACH 18.00 28.00 0.00 0.00 0.00 0.00 SCHEDULE 1.0-STREET(GRANT/NOBLE)-TOTALI 1 1 $45,240.271 45,240.27, SCHEDULE 2.0-STREET(VENUS/CRYSTAL) 1 2021.501 MOBILIZATION LS 1.00 135000.00 0.00 0.00 0.00 0.00 2 2101.502 CLEARING TREE 15.00 255.00 0.00 Moo 0.00 0.00 3 2101.507 GRUBBING TREE 15.00 113.00 0.00 0.00 0.00 0.00 4 2104.501 REMOVE CONCRETE CURB AND GUTTER LF 254.00 4.901 0.00 0.00 0.00 0.00 6 2104.505 REMOVE CONCRETE PAVEMENT SY 1,055.00 8.50 0.00 0.D0 0.00 0.00 6 2104.505 REMOVE BITUMINOUS PAVEMENT SY 31,250.00 2.85 0.00 0.00 0.00 0.00 7 2104.523 SALVAGE SIGN EACH 61.00 25.60 0.00 0.00 0.00 0.00 5 2104.523 SALVAGE MAILBOX EACH 104.00 1 61.50 0.00 0.00 0.00 0.00 9 2104.523 SALVAGE MAILBOX(SPECIAL) EACH 1.00 3,500.001 0.00 0.00 0.00 0.00 10 2104.618 SALVAGE BRICK PAVERS SF 1,530.00 2.55 0.00 0.00 0.00 0.00 11 2104.618 SALVAGE RETAINING WALL SF 80.00 10.55 0.00 0.00 0.00 0.00 12 2104.511 SAW CUT CONCRETE(FULL DEPTH) LF 1.405.00 2.80 0.00 0.00 0.00 0.00 13 2104.513 SAW CUT BITUMINOUS(FULL DEPTH) ELF 1,175.00 2.00, 0.00 0.00 0.00 0.00 Cy142105.501 COMMON EXCAVATION(P) CY 21,622.74 12.35 0.00 0.00 0.00 0.00 15 2105.522 SELECT GRANULAR BORROW(CV)(P) CY 10,250.00 24.00 0.00 0.00 O.DO 0.00 16 2105.525 TOPSOIL BORROW CY 2 255.00 28.00 0.00 0.00 0.00 0.00 17 2105.603 MINOR GRADING LF 160.00 20.00 0.00 0.00 0.00 0.00 182105.604 GEOTEXTILE FABRIC TYPE V SY 30.660.00 0.851 0.00 0.00 0.00 0.00 19 2211.501 AGGREGATE BASE,CLASS 7 TON 13,500.00 0.01 0.00 0.00 0.00 0.00 20 2211.501 AGGREGATE BASE,CLASS 7(DRIVEWAY)TON 855.00 17.50 0.00 0.00 0.00 0.00 21 2232.501 MILL BITUMINOUS PAVEMENT SY 45.00 6.75 0.00 0.00 O.DO 0.00 22 2331.603 BITUMINOUS JOINT CONTROL LF 6,500.00 2.33 0.00 0.00 0.00 0.00 23 2357.502 BITUMINOUS MATERIAL FOR TACK COAT GAL 1225.00 2.001 0.00 0.00 0.00 0.00 24 2360.501 TYPE SP 12.5 WEARING COURSE MIXTURE TON 2,375.00 64.15 0.00 0.00 0.00 0.00 25 2360.501 TYPE SP 9.5 WEARING COURSE MIXTURE(TRAIL) TON 20.00 105.00 0.00 0.00 0.00 0.00 26 2360.501 TYPE SP 12.5 WEARING COURSE MIXTURE(DRIVEWAY) TON 120.00 105.00 0.00 0.00 0.00 O.DO 27 2360.501 TYPE SP 12.5 NONWEARING COURSE MIXTURE TON 3,050.00 63.40 0.00 0.00 0.00 0.00 28 2504.601 IRRIGATION REPAIR EACH 20.00 100.001 0.00 0.00 0.00 0.00 29 2531.501 CONCRETE CURB&GUTTER 8618 LF 17 600.00 10.10 0.00 0.00 0.00 0.00 30 2531.511 4"CONCRETE WALK SF 125.00 5.43 0.00 0.00 0.00 0.00 31 2531.511 CONCRETE PAVEMENT(6"THICK) SF 18 500.00 4.41 0.00 s0.00 0.00 0.00 32 2531.511 CONCRETE PAVEMENT(SPECIAL)(6"THICK) SF 400.00 12.71 0.00 0.00 0.00 0.00 33 2531.618 TRUNCATED DOMES SF_ 12.00 41.001 0.00 0.00 0.00 0.00 34 2540.603 ILANDSCAPE EDGER,PLASTIC(REPLACEMENT) LF 900.00 5.00 0.00 0.00 0.00 0.00 35 2540.618 INSTALL SALVAGED BRICK PAVERS SF 1,530.00 lobo 0.00 0.00 0.00 0.00 36 25634601 TRAFFIC CONTROL LS 1.00 3,280.00 0.00 0.00 0.00 0.00 37 2564.531 F&I SIGN PANEL SF 60.00 32.80 0.00 0.00 0.00 0.00 38 2564.602 F&I SIGN POST EACH 15.00 97.40 0.00 0.00 0.00 0.00 39 2573.502 .SILT FENCE TYPE MACHINE SLICED LF 750.00 3.02 0.00 0.00 O.DO 0.00 1 40 1 2573.520 ISEDIMENT REMOVAL BACKHOE HR 40.00 50.00 0.00 0.00 0.00 0.00 2 toe: IT A:WNTRACT i::: WOW 41 2573.602 TEMPORARY ROCK CONSTRUCTION ENTRANCE EACH 3.00 40.00 0.00 0.00 0.00 0.00 42 2573.607 ROADWAY ROCK CHECK DAM CY 100.00 30.00 0.00 0.00 0.00 0.00 43 2575.512 MULCH MATERIAL,TYPE SPECIAL CY 130.00 55.00 0.00 0.00 0.00 0.00 44 2575.604 SEEDING(TYPE 25-151) SY 20,300.00 1.28 0.00 0.00 0.00 0.00 45 2575.607 LANDSCAPE ROCK CY 50.00 100.00 0.00 0.00 0.00 0.00 46 . SPEC DENSITY TEST EACH 50.00 80.00 0.00 0.00 0.00 0.00 47 SPEC PROCTOR TEST EACH 5.00 155.00 0.00 0.00 0.00 0.00 48 SPEC GRADATION TEST EACH 5.00 140.001 0.00 0.00 0.00 0.00 49 SPEC AIR VOIDS EACH 16.00 255.00 0.00 0.00 0.00 0.00 50 SPEC CONCRETE TESTING,CYLINDERS(SET OF 3) EACH 16.00 215.00 0.00 0.00 0.00 000 51 SPEC EXTRACTION/GRADATION EACH 16.00 255.00 0.00 0.00 0.00 0.00 52 SPEC NUCLEAR BITUMINOUS DENSITY EACH 40.00 28.130 0.00 0.00 0.00 000 SCHEDULE 2.0-STREET(VENUS/CRYSTAL)-TOTAL s0.00 0.00 SCHEDULE 3.0-STORM SEWER 1 2104.501 REMOVE SEWER PIPE(STORM) LF 889.00 7.00 158.00 1,106.00 158.00 1,106.00 2 2104.501 REMOVE FENCE LF 165.00 4.10 20.00 82.00 20.00 82.00 3 2104.509 REMOVE DRAINAGE STRUCTURE EACH 40.00 400.00 4.00 1 600.00 4.00 1,600.00 4 2104.523 SALVAGE BENCH EACH 1.00 100.001 1.00 100.00 1.00 100.00 5 2105.501 POND EXCAVATION(RAINWATER GARDEN)(CV) CY 2,550.00 16.00 0.00 0.00 0.00 0.00 6 2502.603 6-INCH PERF TP PIPE DRAIN W/SOCK LF 20 450.00 6.95 15.00 104.25 15.00 104.25 7 2503.511 12"RCP CL V STORM SEWER LF 850.00 28.50 140.00 3,990.00 140.00 3,990.00 8 2503.511 15"RCP CL V STORM SEWER LF 3,277.00 28.50 1,427.00 40,669.50 1.427.00 40669.50 9 2501541 18"RCP CL III STORM SEWER LF 65.00 34.501 28.00 966.00 28.00 966.00 10 2503.541 21"RCP CL III STORM SEWER LF 82.00 37.00 0.00 s0.00 0.00 0.00 11 2503.541 24"RCP CL III STORM SEWER LF 82.00 38.75 O.DO 0.00 0.00 0.00 12 2503.602 CONNECT TO EXISTING STORM SEWER EACH 23.00 405.00 l.DO 405.00. 1.00 405.00 13 2503.603 4"PVC SERVICE PIPE SCH 40 LF 120.00 37.25 41.00 1,527.25 41.00 1,527.25 14 2504.602 WATER SERVICE ADJUSTMENT EACH 6.00 800.001 TDO 5,600.00 7.00 5,600.00 15 2504.603 1"WATER SERVICE(ADJUSTMENT) LF 240.00 30.00 0.00 0.00 O.DO 0.00 16 2506,502 CONST DRAINAGE STRUCTURE DESIGN SPEC 24"X36" EACH 22.00 1,675.00 5.00 8,375.00 5.00 8,375.00 17 2506.502 CONST DRAINAGE STRUCTURE DESIGN 48-4020 EACH 39.00 2,165.00 10.00 21,650.00 10.00 21,650.00 18 2506.502 CONST DRAINAGE STRUCTURE DESIGN 60-4020 EACH 1.00 1 3,285.00 0.00 0.00 0.00 0.00 19 2506.502 CONST DRAINAGE STRUCTURE DESIGN 48-4020(SUMP) EACH 1 5.00 6,480.001 1.00 6,480.00 1.00 6,480.00 20 2506.602 ADJUST STORM STRUCTURE EACH 1.00 6,035.00 0.00 0.00 0.00 0.00 21 2511.501 RANDOM RIP RAP CLASS IV CY 130.00 95.00 0.00 0.00 0.00 0.00 22 2511.607 GRANULAR BEDDING,RAIN WATER GARDEN(CV) CY 811.00 31.30 0.00 0.00 0.00 0.00 23 2540.602 INSTALL SALVAGED BENCH EACH I.Do 200.00 0.00 0.00 0.00 0.00 24 2540.603 LANDSCAPE EDGER,STEEL(RAIN WATER GARDEN) LF 3,100.00 7.001 0.00 0.00 0.00 0.00 25 2540.618 ROCK RETAINING WALL SF 1,500.00 18.00 0.00 0.00 0.00 0.00 26 2554.602 12"FLARED END SECTION W/TRASHGUARD EACH 2.00 700.00 0.00 0.00 0.00 0.00 27 2557.603 SPLIT RAIL WOOD FENCE LF 290.00 12.30 0.00 0.00 0.00 0.00 28 2571.541 TRANSPLANT TREE TREE 4.00 500.00 1.00 500.00 1.00 500.001 29 2573.530 INLET PROTECTION(WIMCO) EACH 92.00 95.001 5.00 475.00 5.00 475.00 30 2573.530 INLET PROTECTION(STRUCTURE W/O CASTING) EACH 61.00 145.00 13.00 1,885.00 13.00 1,885.00 31 2573.602 INLET SEDIMENT REMOVAL EACH 75.00 35.00 0.00 0.00 O.Do 0.00 32 2575.512 MULCH MATERIAL,TYPE SPECIAL CY 80.00 55.00 0.00 0.00 0.00 0.00 33 2575.523 EROSION CONTROL BLANKET(CATEGORY 6) SY 35.00 7.70 0.00 0.00 0.00 O.DO 34 2575.550 COMPOST GRADE 2 CY 160.00 50.00 0.00 0.00 0.00 O.DO p,..::::::: UNIT-- - " lS PE No.: NTvIT I 35 SPEC TRACE WIRE(DRAIN TILE) LF 20,450.00 0.35 0.00 0.00 0.00 0.00 36 SPEC DRAIN TILE CONNECTION STUB EACH 25.00 250.00 0.00 0.00 0.00 0.00 37 SPEC STEEL FIBER(RAIN WATER GARDEN) TONS 65.00 1,265.00 0.00 0.00 0.00 s0.00 38 SPEC DENSITY TEST EACH 30.00 80.00 3.00 240.00 3.00 240.00 39 SPEC PROCTOR TEST EACH 3.00 155.001 1.00 155.00 1.00 155.00 SCHEDULE 3.0-STORM-TOTAL, 95,910.00, sq-,910.00 SCHEDULE 4.0-WATERMAIN 1 2104.509 REMOVE AND REPLACE HYDRANT AND VALVE EACH 15.00 6,765.00 8.00 54 120.00 8.00 54 120.00 2 2104.509 REMOVE AND REPLACE BUTTERFLY VALVE EACH----1.00 3,930.00 1.00 3,930.00 1.00 3,930.00 3 2104.509 REMOVE AND REPLACE GATE VALVE EACH 5.00 2,617.00 3.00 7,851.00 3.00 7,851.00 4 2104.509 REMOVE HYDRANT EACH 15.00 336.501 0.00 0.00 0.00 0.001 5 2104.509 REMOVE VALVE EACH 19.00 140.00 0.00 0.00 0.00 0.00 a 2104.509 REMOVE WATER SERVICE(GRANTINOBLE) EACH 3.00 285.00 0.00 0.00 0.00 0.00 7 2104.603 IABANDON WATERMAIN LF 6,505.00 3.90 0.00 0.00 0.00 0.00 8 2104.603 ABANDON SERVICE LF 2,755.00 0.52 0.00 0.00 0.00 0.00 9 2503.604 4"INSULATION SY 40.00 938.501 47.00 44,109.50 47.00 44,109.501 10 2504.601 TEMPORARY WATER SERVICE LS 1.00 26,660.00 0.00 0.00 0.00 0.00 11 2504.602 ADJUST VALVE EACH too 345.00 0.00 0.00 0.00 0.00 12 2504.602 ICONNECT TO EXISTING WATERMAIN EACH 14.00 1,858.00 0.00 0.00 0.00 0.00 13 2504.602 INSTALL HYDRANT AND VALVE EACH 15.00 4,937.00 0.00 0.00 0.00 0.00 14 2504.602 6"GATE VALVE AND BOX EACH 15.00 1,280.001 0.00 0.00 0.00 0.00 15 2504.602 12"BUTTERFLY VALVE AND BOX EACH 4.00 1 8r5 00 1.00 1,855.00 1.00 1,855.00 16 2504,602 WATER SERVICE CONNECTION 88.008.- 010 30 60400 0.00 0.00 0.00 0.00 go172504.603 1"WATER SERVICE LF 2755. 90 0.00 0.00 0.00 0.00 18 2504,603 6"WATERMAIN LF 5,370.00 26.00 0.00 0.00 0.00 0.00 19 2504.603 12"WATERMAIN LF 1,295.00 41.40 0.00 0.00 0.00 0.00 20 SPEC DENSITY TEST EACH 30.00 80.00 0.00 0.00 0.00 0.00 21 SPEC PROCTOR TEST EACH 3.00 155.00 0.00 0.00 0.00 0.00 SCHEDULE 4.0-WATERMAIN-TOTAL 1 $111,865.501 111,865.501 SCHEDULE 5.0-SANITARY SEWER 1 2104.501 REMOVE SEWER PIPE(SANITARY) LF 10.00 15.55 0.00 0.00 0.00 0.00 2 2503.602 CONNECT TO EXISTING SANITARY SEWER EACH 2.00 180.00 0.00 0.00 0.00 0.00 3 2503.603 8"PVC SANITARY SEWER MAIN LF 10.00 61.90 0.00 0.00 0.00 0.00 4 2506.522 ADJUST FRAME RING AND CASTING EACH 53.00 885.00 0.00 0.00 0.00 0.00 5 2506.602 ADJUST SANITARY STRUCTURE EACH 15.00 785.00 0.00 0.00 0.00 0.00 SCHEDULE 5.0-SANITARY SEWER-TOTAL 0.00 0.00 SCHEDULE 6.0-ASBURY AVENUE 1 2535,501 BITUMINOUS CURB LF 851.00 6.50 1,202.00 7,813.00 1,202.00 7,813.00 2 2575.604 RESTORATION SY 400.00 11.00 868.00 9,548.00 868.00 9,548.00 SCHEDULE 6.0-ASBURY AVENUE-TOTAL, 17,361.00, 17,361.001 ALTERNATE 2.0-ADDITIONAL WATERMAIN 1 2104.509 REMOVE AND REPLACE HYDRANT AND VALVE EACH -4.00 5,772.G0 0.00 0.00 0.00 0.00 2 2104.509 REMOVE HYDRANT EACH 4.00 336.50 0.00 0.00 0.00 0.00 3 2104.509 REMOVE VALVE EACH 1.00 140.00 0.00 0.00 0.00 0.00 OT ...............P fc 70M 4 2104.603 ABANDON WATERMAIN LF 2,320.00 3.90 0.00 0.00 0.00 0.00 5 2104.603 ABANDON SERVICE LF 950.00 0.52 0.00 0.00 0.00 0.00 6 2504.601 TEMPORARY WATER SERVICE LS 1.00 9,266.00 0.00 0.00 0.00 0.00 7 2504.602 ADJUST VALVE EACH -1.00 347.00 0.00 0.00 0.00 0.00 8 2504,602 CONNECT TO EXISTING WATERMAIN EACH -10.00 1,294.001 0.00 0.00 0.00 0.001 9 2504.602 INSTALL HYDRANT AND VALVE EACH 4.00 4,936.00 0.00 0.00 0.00 0.00 io 2504.602 8"GATE VALVE AND BOX EACH 1.00 1,710.00 0.00 0.00 0.00 0.00 11 2504.602 WATER SERVICE CONNECTION EACH 34.00 604.00 0.00 0.00 0.00 OZO 12 2504.603 1"WATER SERVICE LF 950.00 30.90 0.00 0.00 0.00 0.00 13 2504.603 6"WATERMAIN LF 1,920.00 26.001 0.00 0.00 0.00 0.00 14 2504.603 12"WATERMAIN LF 400.00 41.401 0.00 s0.00 0.00 0.00 ALTERNATE 2.0-ADDITIONAL WATERMAIN-TOTAL 0.001 0.00 BID SUMMARY THIS PERIOD TOTAL TO DATE SCHEDULE 1.0-STREET(GRANT/NOBLE)--TOTAL 45,240.27 45,240.27 SCHEDULE 2.0-STREET(VENUS/CRYSTAL) TOTAL 0.00 0.00 SCHEDULE 3.0-STORM--TOTAL 96,910.00 95,910.00 SCHEDULE 4.0-WATERMAIN--TOTAL 111,865.50 111,865.50 SCHEDULE 5.0-SANITARY SEWER--TOTAL 0.00 0.00 SCHEDULE 6.0-ASBURY AVENUE--TOTAL 17,361.00 17,361.00 ALTERNATE 2.0-ADDITIONAL WATERMAIN TOTAL 0.00 0.00 TOTAL BID SUMMARY THIS PERIOD 270,376.77 TOTAL BID SUMMARY TO DATE 270,376.77 OTA r0t'TA .1,7r.0 t) TF AMOUNT EARNED 270,376.77 270,376.77 AMOUNT:R TA NED 13.518.84 13,518.84 MATEIRIAL:ON SITE 50.00 0.00 MATERIAL DEDUCT. O.00 0.00 PREVIOUS PAYMENTS 0.00 256,857.93 256,857.93 r I hereby certify that all items and amounts shown by this pay estimate are correct for the work completed to date. CONTRACTOR: VALLEY FAVI BY: TITLE: DATE: Based on the ENGINEER'S on-site inspections as an experienced and qualified design professional and on review of application for payment and the accompanying data and schedules,the ENGINEER has determined,to the best of his knowledge and belief, that the quantities shown by this estimate are correct and that,based on such inspections and review,that the work has progressed to the point indicated(subject to an evaluation of such work as a functioning Project upon Substantial Completion,to the results of any subsequent tests required by the Contract Documents,and to any qualifications stated in his recommendation),and that payment of the amount recommended is due Contractor(s), but by recommending any payment,the ENGINEER will not thereby be deemed to have reviewed the means,methods,sequences,techniques,or procedures of construction or safety precautions or programs incident thereto or that the ENGINEER has made any examination to ascertain how or for what purpose any Contractor has used the monies paid on account of the Contract Price,or that title to any of the work,materials,or equipment has passed to the Owner free and clear of any lien,claims,security interests or encumbrances, or that the Contractor(s)have completed their work exactly in accordance with the Contract Documents. ENGINEER: ELFERING&ASSOCIATES BY: TITLE: DATE: UZ I l 1S Approved by Owner CITY OF ARDEN HILLS,MINNESOTA BY: TITLE: DATE: END,xls DATE: June 8, 2015 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: Sue Iverson, Director of Finance and Administrative Services SUBJECT: Lake Johanna Fire Department Capital Expenditures Budgeted Amount: Actual Amount: Funding Source: $174.30 $172.06 Public Safety Capital Background The City has received an invoice from the Lake Johanna Fire Department (LJFD) for a capital expenditure in 2015 (Attachment A). This invoice relates to capital equipment expenditures which were included and approved in the 2015 budget. The total LJFD budgeted cost for this item was $700.00 and the actual cost is $691.00. Arden Hills’ budget share for these items in the Public Safety Capital account was $174.30 (or 24.9%) and the actual cost is $172.06. Invoice #500 is for the replacement of a picnic table for Station 2. The Arden Hills budget for this expenditure was $174.30. Our actual expenditure is $172.06. Council Action Requested 1. Motion to approve a payment in the amount of $172.06 to the Lake Johanna Fire Department, which is the City’s share of the capital expenditures for a picnic table for Station 2. Attachment Attachment A: Invoice #500 CONSENT ITEM - 5F MEMORANDUM Lake Johanna Fire Dept. Inc. Invoice Shoreview, MN 55126 5545 Lexington Ave. No. Date Invoice# 5/11/2015 500 RECEED Bill To City of Arden Hills Y 14 0 1245 West Highway 96 City Of Arden HillsArdenHills, MN 55112 P.O. No. Terms Project Per Capitol Budget DUE UPON RECIE All Quantity Description Rate Amount 1 Reimbursement of Capital Expense 172.06 172.06 Picnic table Station 2 - Line item#3 -2015 Station Capital Budget This is 24.9%of$691.00 7015 CQ•Fitol HOZ•-$(Za•'-f'S 0 THANK YOU! Total 172.06 Page 1 of 1 DATE: June 8, 2015 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: Jill Hutmacher, Community Development Director SUBJECT: Approval of Amendment to Joint Cooperation Agreement for Community Development Block Grant Program Requested Action Approve the Amendment to Joint Cooperation Agreement for the Community Development Block Grant Program. Discussion The City of Arden Hills participates in the countywide program to receive and distribute Community Development Block Grant (CDBG) funds from the U.S. Department of Housing and Urban Development (HUD). The funds are designated for community development activities primarily benefiting low and moderate income residents of suburban Ramsey County. The cooperation agreement with Ramsey County is usually automatically renewed unless a jurisdiction submits notice that it wishes to opt out. This year, however, HUD is requiring that participating jurisdictions approve an amendment to the cooperation agreement prohibiting jurisdictions from selling, trading, or transferring CDBG funds to another jurisdiction. A letter from Ramsey County describing the amendment and providing additional information on the countywide CDBG program is attached. Attachment  Letter from Ramsey County dated May 15, 2015  Amendment to Joint Cooperation Agreement CONSENT ITEM MEMORANDUM May 15, 2015 Mayor David Grant City of Arden Hills 1245 West Highway 96 Arden Hills, MN 55112-5794 Dear Mayor Grant: Ramsey County has been an Entitlement Urban County and received an annual allocation of Community Development Block Grant (CDBG) dollars through the U.S. Department of Housing and Urban Development (HUD) since 1986. This money has been used to undertake housing and community development activities primarily benefiting the low and moderate income residents of suburban Ramsey County. In 1992, the Home Investment Partnership Act (HOME) program was also added as a resource for the County. Ramsey County’s eligibility for both programs and the actual dollar amount received are based upon the population accumulated through the number of jurisdictions that join with us. Sixteen suburban communities have chosen to participate in the agreement process over the past thirty years, ensuring a guaranteed annual allocation for the County and those suburban municipalities that desire to actively participate in the program. Our records show that since 1985 your community has signed cooperation agreements with the County to ensure eligibility. The agreement provides for automatic renewal unless a municipality notifies the county in writing by June 19, 2015 that you wish to opt out. This year, there is a required amendment to the agreement which must be made at the time of requalification. The amendment states that a: Municipality may not sell, trade, or otherwise transfer all or any portion of its CDBG funds to another metropolitan city, urban county, unit of general local government, or Indian tribe, or insular area that directly or indirectly receives CDBG funds in exchange for any other funds, credits or non-Federal considerations, but must use such funds for activities eligible under Title I of the CDBG Act. A copy of the amendment is attached to this letter. Please return a fully executed copy by June 1, 2015. In addition, HUD requires that all participants be notified that: 1. If a municipality chooses to remain with the urban county, it is ineligible to apply for grants under the State CDBG program (Small Cities) while part of the urban county. 2. If a municipality is part of the urban county, it is also a participant in the HOME program; and 3. If a municipality elects to “opt-out” it may not have an opportunity to participate with the urban county for the next three years. INCLUSION IN THE COUNTY ENTITLEMENT DOES NOT REQUIRE THAT YOU ACTIVELY PARTICPATE IN THE PROGRAM. IT DOES PROVIDE THE COUNTY WITH THE NEEDED POPULATION TO QUALIFY AND INFLUENCES OUR ANNUAL ALLOCATION. We are pleased with the active participation of our municipalities in the program. Ramsey County’s suburban communities have set county-wide priorities for use of CDBG and HOME funds. These priorities have resulted in the creation/retention of nearly 400 jobs, and over 2,000 low-income, suburban homeowners receiving rehabilitation funding. The HOME funds, which are used exclusively for affordable housing, have resulted in the addition of several large-scale rehabilitation projects, many new rental units, and expanded homeownership opportunities in suburban Ramsey County for families and senior citizens. HOME funds have provided down-payment assistance to over 200 first-time homebuyers. Should you have any questions, or need assistance, please contact Mary Lou Egan at 651-266-8025 or Denise Beigbeder, at 651-266-8005. Sincerely, Denise Beigbeder Mary Lou Egan Ramsey County Community and Economic Development AMENDMENT TO JOINT COOPERATION AGREEMENT Page 1 of 2 AMENDMENT TO JOINT COOPERATION AGREEMENT WHEREAS, the Ramsey County Housing and Redevelopment Authority (“Authority”) and ____________________ ("Municipality"), each a political subdivision of the State of Minnesota, entered into a joint cooperative agreement dated _____________, as amended _____________ (“Agreement”); and WHEREAS Title I of the Housing and Community Development Act of 1974, 42 U.S.C. §5301 et seq., as amended, (“CDBG Act”) provides for a program of community development block grants; and WHEREAS, computation of a county's population as an Urban County as that term is used in the CDBG Act included the Municipality with which it has entered into the Agreement to undertake or to assist in the undertaking of essential activities pursuant to community development block grants; and WHEREAS, HUD Notice CPD-15-04 requires that an Urban County requalifying in fiscal year (FY) 2015 for the FY 2016-2018 qualification period is required to make any necessary revisions to its cooperation agreements at the time that it requalifies; and WHEREAS, the Authority is requalifying for the FY 2016-2018 qualification period and therefore amends and restates the Agreement. Now, Therefore, the Parties agree to amend the Agreement as follows: 1. Paragraph 4 should be amended by the addition of the following: O. The Municipality may not sell, trade, or otherwise transfer all or any portion of its CDBG funds to another metropolitan city, urban county, unit of general local government, or Indian tribe, or insular area that directly or indirectly receives CDBG funds in exchange for any other funds, credits or non-Federal considerations, but must use such funds for activities eligible under Title I of the CDBG Act. 2. Except as modified herein, the terms of the Agreement shall remain in full force and effect. AMENDMENT TO JOINT COOPERATION AGREEMENT Page 2 of 2 RAMSEY COUNTY HOUSING AND MUNICIPALITY REDEVELOPMENT AUTHORITY By: ________________________________ By: _____________________________ Julie Kleinschmidt Ramsey County Manager Its: ___________________________ Dated: ________________________ Dated:________________________ APPROVED AS TO FORM __________________________________ Harry D. McPeak Assistant Ramsey County Attorney This Document Drafted By: Office of the Ramsey County Attorney 121 7th Place East, Suite 4500 St. Paul, Minnesota DATE: June 8, 2015 TO: City Councilmembers Patrick Klaers, City Administrator FROM: Mayor Grant SUBJECT: Rice Creek Commons (TCAAP) Development Discussion Opportunity for Residents Discussion Under this Public Hearing, citizens have an opportunity to discuss ideas regarding Rice Creek Commons (TCAAP) development. PUBLIC HEARING – 7A MEMORANDUM Page 1 of 2 PUBLIC HEARING – 7B MEMORANDUM DATE: June 8, 2015 TO: Honorable Mayor and City Council Members Patrick Klaers, City Administrator FROM: Sue Iverson, Director of Finance and Administrative Services SUBJECT: Public Hearing for Presbyterian Homes Request for Conduit Debt Financing Action Requested Approval of Resolution 2015-034, approving a housing program relating to a senior rental housing development to be located in the City of Arden Hills; granting preliminary approval to the issuance of revenue obligations by the City to finance the senior rental housing development, and approving and authorizing certain related actions. Background The City has issued Conduit Debt for Presbyterian Homes in the past and is now looking to proceed with Phase 2 of their development, the Johanna Shores Brownstones. On May 11, 2015 the City passed a resolution calling for a Public Hearing to be held on June 8, 2015. Discussion Presbyterian Homes of Arden Hills, Inc. has submitted an application to the City with respect to the requested host approval and has submitted a non-refundable application fee in the amount of $500 according to our City procedure for application for Private Activity Revenue Bond Financing. This issuance is done in accordance with the original development agreement dated December 20, 2010, and the fees established in that agreement in Section 7.1. The fees collected on this conduit debt issuance will be $25,000. In the attached letter from the City’s Bond Counsel, John Utley, the project is summarized and outlines the process needed to proceed with this request. Following the public hearing, the Council will be asked to approve the attached resolution. A summary of the housing program is also included. Page 2 of 2 The City’s Bond Counsel, John Utley and a representative from the Presbyterian Homes will be present to discuss this matter with the City Council. Attachment Attachment A: Letter from John Utley, Kennedy & Graven Letter Attachment B: Resolution 2015-034 Attachment C: Housing Program Document -1- CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 2015-034 APPROVING A HOUSING PROGRAM RELATING TO A SENIOR RENTAL HOUSING DEVELOPMENT TO BE LOCATED IN THE CITY OF ARDEN HILLS; GRANTING PRELIMINARY APPROVAL TO THE ISSUANCE OF REVENUE OBLIGATIONS BY THE CITY TO FINANCE THE SENIOR RENTAL HOUSING DEVELOPMENT; AND APPROVING AND AUTHORIZING CERTAIN RELATED ACTIONS WHEREAS, pursuant to the Constitution and laws of the State of Minnesota, particularly Minnesota Statutes, Chapter 462C, as amended (the “Housing Act”), statutory and home rule cities and other political subdivisions of the State of Minnesota are authorized to carry out the public purposes described therein and contemplated thereby in the financing of multifamily housing developments by issuing revenue obligations to defray, in whole or in part, the development costs of multifamily housing developments, and by entering into any agreements made in connection therewith and by pledging any such agreements as security for the payment of the principal of and interest on any such revenue obligations; and WHEREAS, a multifamily housing development financed under the Housing Act may consist of a multifamily housing development combined with a new or existing health care facility if: (i) the multifamily housing development is designed and intended to be used for rental occupancy; (ii) the multifamily housing development is designed and intended to be used primarily by elderly or physically handicapped persons; and (iii) nursing, medical, personal care, and other health-related, assisted-living services are available on a 24-hour basis in the multifamily housing development to the residents; and WHEREAS, Presbyterian Homes of Arden Hills, Inc., a Minnesota nonprofit corporation (the “Company”), and the City of Arden Hills (the “City”) entered into a Contract for Private Development, dated December 20, 2010 (the “Development Contract”), pursuant to which the City agreed to issue revenue bonds to finance senior housing facilities (the “Minimum Improvements”) the first phase of which was comprised of independent living units, assisted living units, and memory-care units (a combined total of approximately 200 dwelling units) located at 3120 and 3220 Lake Johanna Boulevard in the City (“Phase I”); and WHEREAS, the Company is prepared to commence the construction and equipping of the second phase of the Project (“Phase II”) to be comprised of forty (40) independent -living, rental apartments to be located in two buildings (twenty (20) apartments per building), together with necessary common areas and community space, to be located as 3200 Lake Johanna Boulevard in the City (the “Project”); and WHEREAS, the Company, has requested the participation of the City in the financing of the Project; and WHEREAS, a Housing Program for a Multifamily Housing Development (the “Housing Program”) with respect to the Project and the issuance of revenue obligations (“Revenue Obligations”) to finance the Housing Program and the Project has been prepared pursuant to the requirements of Section 462C.03, subdivision 1a, of the Housing Act, and is on file with the City; and -2- WHEREAS, Section 147(f) of the Internal Revenue Code of 1986, as amended (the “Code”), and regulations promulgated thereunder, require that prior to the issuance of the Revenue Obligations to finance the Project and the Housing Program, the City Council of the City must approve the financing of the Project and issuance of the Revenue Obligations after conducting a public hearing thereon and notice of such public hearing must be published at least once, not less than fourteen (14) days prior to the date fixed for the public hearing in a newspaper of general circulation within the City; and WHEREAS, Section 462C.04, subdivision 2, of the Housing Act provides that a public hearing must be held on the Housing Program after one publication of notice in a newspaper circulating generally in the City at least fifteen (15) days before the public hearing and on or before the date of publication of the notice of public hearing the Housing Program must be submitted to the Metropolitan Council for its review and comment; and WHEREAS, pursuant to Resolution No. 2015-032, adopted by the City Council of the City on May 11, 2015, the City Council: (i) determined to conduct a public hearing with respect to the Housing Program and the Project at a regular meeting of the City Council to be held on June 8, 2015; (ii) authorized publication of a notice of public hearing in the Shoreview-Arden Hills Bulletin; and (iii) authorized submission of the Housing Program to the Metropolitan Council on or before the date of publication of the notice of public hearing; and WHEREAS, the notice of public hearing provided a general, functional description of the Project, as well as the maximum aggregate face amount of the obligations to be issued to finance the Project, the identity of the initial owner, operator, or manager of the Project, and the location of the Project and such public notice was submitted to the Shoreview-Arden Hills Bulletin for publication and was published on May 20, 2015; and WHEREAS, a copy of the Housing Program was delivered to the Metropolitan Council on or before the date of publication of the notice of public hearing; and WHEREAS, on June 8, 2015, the City Council of the City conducted a public hearing on the Housing Program, the Project, and the issuance of the Revenue Obligations by the City to finance the Project and at such public hearing a reasonable opportunity was provided for interested individuals to express their views at the public hearing, both orally and in writing, on the Project and the proposed issuance of such Revenue Obligations. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY THAT: Section 1. Approval of Housing Program. The Housing Program is hereby approved. Section 2. Preliminary Approval of Revenue Obligations. Preliminary approval is hereby granted to the issuance of Revenue Obligations by the City in the aggregate principal amount of approximately $10,000,000 to finance the Project, subject to final approval following the preparation of documents, and subject to a final determination by the City Council that the financing of the Project and the issuance of the Revenue Obligations are in the best interests of the City. Section 3. Special Obligations. The Revenue Obligations to be issued by the City to finance the Project shall not constitute a pecuniary liability or charge, lien, or encumbrance, legal or equitable, upon any funds, assets, taxing powers, or any other property of the City except the City’s interest in the loan agreement or revenue agreement and any security specifically pledged to the Revenue Obligations ; and the Revenue Obligations, when, as, and if issued shall recite in substance that the Revenue Obligations, -3- including interest thereon, are payable solely from the revenues received from the Company and the Project and other property pledged to the payment thereof, and shall not constitute general or moral obligations of the City. The Revenue Obligations shall not constitute a debt of the City within the meaning of any constitutional or statutory limitation. The holder or holders of the Revenue Obligations shall never have the right to compel any exercise of the taxing power of the City to pay the outstanding principal of the Revenue Obligations, or the interest thereon, or to enforce payment thereof against any property of the City. Section 4. Compliance with the Housing Act. Based on representations of the Company set forth in the Development Contract, it is hereby found and determined that the Project furthers the purposes set forth in the Housing Act and the Project constitutes a “multifamily housing development” within the meaning of the Housing Act. Section 5. Bond Counsel. The law firm of Kennedy & Graven, Chartered is authorized to act as bond counsel and to assist in the preparation and review of necessary documents relating to the Revenue Obligations. The Mayor, the Administrator, and other officers, employees, and agents of the City are hereby authorized to assist bond counsel in the preparation of such documents. Section 6. Documents Furnished to Bond Counsel. The Mayor, the Administrator, and other officers of the City are authorized and directed to furnish to Kennedy & Graven, Chartered, as bond counsel, certified copies of all proceedings and records of the City relating to the Housing Program, the Project, and the Revenue Obligations, and such other affidavits, certificates, and other documents as may be required by bond counsel to show the facts relating to the legality of the Housing Program, the Project, and the Revenue Obligations and related documents, as such facts appear from the books and records in the custody and control of such officers or as otherwise known to them; and all such certified copies, certificates, affidavits, and other documents, including any heretofore furnished, shall constitute representations of the City as to the truth of all statements contained therein. Section 7. Costs. The Company shall pay or reimburse any and all costs incurred by the City in connection with the issuance of the Revenue Obligations, whether or not the Revenue Obligations are issued and the operative instruments are executed and delivered. The Company shall pay the administrative fees of the City in the event the Revenue Obligations are issued in accordance with the terms of the Development Contract. Section 8. Reimbursement. The United States Department of the Treasury has promulgated final regulations governing the use of the proceeds of tax-exempt obligations, all or a portion of which are to be used to reimburse a conduit borrower for project expenditures paid prior to the date of issuance of such tax-exempt obligations. Those regulations, Treasury Regulations, Section 1.150-2 (the “Treasury Regulations”), require that the City or a conduit borrower adopt a statement of official intent to reimburse an original expenditure not later than sixty (60) days after payment of the original expenditure. The Treasury Regulations also generally require that the tax-exempt obligations be issued and the reimbursement allocation made from the proceeds of the tax-exempt obligations occur within eighteen (18) months after the later of: (i) the date the expenditure is paid; or (ii) the date the project is placed in service or abandoned, but in no event more than three (3) years after the date the expenditure is paid. The Treasury Regulations generally permit reimbursement of capital expenditures and costs of issuance of the tax-exempt obligations. The Company has adopted a reimbursement resolution with respect to the Project that satisfies the requirements of the Treasury Regulations. Section 9. Expiration. All commitments of the City expressed herein are subject to the condition that by December 31, 2015, the City, the Company, and the initial purchaser of the Revenue Obligations shall have agreed to mutually acceptable terms and conditions of the loan or revenue agreement, the -4- Revenue Obligations, and the other instruments and proceedings relating to the Revenue Obligations, and that on or before such date the Revenue Obligations shall have been sold and issued. If the events set forth herein do not take place prior to such date, or any extension thereof, and the Revenue Obligations are not sold within such time, this resolution will expire and be of no further effect. Section 10. Rights of the City. The adoption of this resolution does not constitute a guaranty or firm commitment that the City will issue the Revenue Obligations as requested by the Company. The City retains the right in its sole discretion to withdraw from participation and accordingly not to issue the Revenue Obligations, or issue the Revenue Obligations in an amount less that the amount referred to herein, should the City at any time prior to issuance thereof determine that it is in the best interest of the City not to issue the Revenue Obligations, or to issue the Revenue Obligations in an aggregate amount less than the amount referred to in Section 2 hereof, or should the parties to the transaction be unable to reach agreement as to the terms and conditions of any of the documents required for the transaction. Section 11. Effective Date. This Resolution shall be in full force and effect from and after its passage this 8th day of June, 2015. -5- Adopted by the City Council of the City of Arden Hills, Minnesota, this June 8, 2015. CITY OF ARDEN HILLS, MINNESOTA By David Grant, Mayor Attest: By Amy Dietl, City Clerk AR200-016 (SEL) 462299v.1 1 HOUSING PROGRAM FOR A MULTIFAMILY HOUSING DEVELOPMENT PRESBYTERIAN HOMES OF ARDEN HILLS, INC. City of Arden Hills, Minnesota Section A. The Project, the City, and the Bonds. Pursuant to the Constitution and laws of the State of Minnesota, particularly Minnesota Statutes, Chapter 462C, as amended (the “Act”), cities and other political subdivisions of the State of Minnesota are authorized to carry out the public purposes described therein and contemplated thereby in the financing of multifamily housing developments by issuing revenue bonds or obligations to defray, in whole or in part, the development costs of a multifamily housing development, and by entering into any agreements made in connection therewith and by pledging any such agreements as security for the payment of the principal of and interest on any such revenue bonds or obligations. A multifamily housing development financed under the Act may consist of a multifamily housing development combined with a new or existing health care facility if: (i) the multifamily housing development is designed and intended to be used for rental occupancy; (ii) the multifamily housing development is designed and intended to be used primarily by elderly or physically handicapped persons; and (iii) nursing, medical, personal care, and other health-related, assisted-living services are available to the residents on a 24-hour basis in the multifamily housing development. Cities and other political subdivisions of the State of Minnesota are authorized to issue obligations to finance the improvement of real property located outside of the corporate boundaries of such cities or other political subdivisions if the property or properties constituting a single project is located in a city and the governing body of such city consents, by resolution, to the issuance of obligations by the other cities or other political subdivisions. Presbyterian Homes of Arden Hills, Inc., a Minnesota nonprofit corporation (the “Company”), has requested the participation of the City of Arden Hills, Minnesota (the “City”), in the financing of the development by the Company of a senior housing facility comprised of forty (40) independent-living, rental apartments to be located in two buildings (twenty (20) apartments per building), togeth er with necessary common areas and community space, to be located a t 3200 Lake Johanna Boulevard in the City (the “Project”). The Project will constitute the second phase of the Minimum Improvements proposed to be developed by the Company under a Contract for Private Development, dated December 20, 2010 (the “Development Contract”), between the City and the Company. The Project will be comprised of a mix of one-bedroom and two-bedroom apartments ranging in size from approximately 900 square feet up to approximately 1800 square feet. Ground-level apartments are expected to have a front door/porch and second-floor apartments will have a deck. Some apartments will have a sunroom. There will be garage parking for approximately 66 cars and a surface parking lot for an additional 40 cars. The two buildings comprising the Project will be connected through a link at both the garage-level and the ground-level. The projected costs of development of the Project and the estimated revenues to be derived from the Project are set forth in the tables attached in EXHIBIT A to this Housing Program. 2 The City is authorized and empowered, pursuant to the Act, to carry out the public purposes described therein by financing, in whole or in part, the cost of the demolition of such existing multifamily housing development and the acquisition, construction and equipping of the Project through the issuance of revenue bonds or obligations. In accordance with the requirements of Section 462C.04 of the Act, as a condition to the issuance of revenue bonds or obligations under the Act to finance the Project, a housing program must be prepared and approved with respect to the Project and the revenue bonds or obligations proposed to be issued to finance the Project and the housing program must be submitted to the Metropolitan Council for review and comment. In accordance with the requirements of Section 462C.04, subdivision 2, of the Act, the City must: (i) establish a date for a public hearing with respect to the housing program a nd the proposal to issue revenue bonds or obligations pursuant to the terms of the housing program; (ii) publish a notice of a public hearing in a newspaper of general circulation in the City at least fifteen (15) days prior to the date established for the public hearing; and (iii) conduct the public hearing with respect to the housing program and the proposal to issue revenue bonds or obligations pursuant to the terms of the housing program and the Act. This Housing Program for a Multifamily Housing Development, Presbyterian Homes of Arden Hills, Inc. (the “Housing Program”), is proposed to be undertaken by the City at the request of the Company with respect to the Project in accordance with the terms of the Act. The Project will be owned by the Company and will be initially managed by PHS Management, LLC, a Minnesota limited liability company whose sole member is a Minnesota nonprofit corporation, or another management entity selected by the Company. The representations herein are based entirely on repr esentations or other information provided to the City by or on behalf of the Company, and the City has not independently investigated the accuracy thereof. The total cost of the Project will be approximately $12,000,000. The revenue bonds or obligation proposed to be issued by the City under the Act (the “Bonds”) are expected to be issued in one or more series in a principal amount of approximately $10,000,000. The Bonds are expected to be issued on or before December 31, 2015. The proceeds derived from the sale of the Bonds are proposed to be loaned by the City to the Company under a loan agreement (the “Loan Agreement”) and the proceeds of the loan will be applied to the payment of the costs of the Project , including the funding of one or more reserves, the payment of a portion of the interest on the Bonds, and the payment of the costs of issuing the Bonds. The Company will agree to make loan repayments under the terms of such Loan Agreement in amounts sufficient to pay the principal of, premium, if a ny, and interest on the Bonds when due. The estimated cost of financing the Project may change between the date of approval of this Housing Program and the date of issuance of the Bonds. In determining to undertake and finance the Project, the City has considered the information available, including information concerning the population, housing stock and economic climate of the City, and the City has determined that undertaking the issuance of the Bonds, and the financing of the Project are in the best interests of the public health, safety, and welfare of the people of the City. Section B. Housing Program. The City is establishing this Housing Program to assist in financing the Project at a cost and upon such other terms and conditions as may be determined by the City in accordance with the Act. The Bonds will be secured by the loan repayments to be made by the Company under the terms of the Loan Agreement. The obligations of the Company to make the loan repayments under the Loan Agreement are to be secured by a mortgage lien on the land and buildings comprising the Project, by a 3 pledge of the leases and rents to be derived from the Project, and from a security interest in the fixtures and equipment financed as a part of the Project. If agreed to by the owners of the Bonds and the Company, the loan repayments may also be secured by one or more guaranty agreements of the Company or related parties. In the event the revenues and other security pledged to the payment of the loan repayments are not sufficient to pay the principal of, premium, if any, and interest on the Bonds when due, the owners of the Bonds will bear the loss. The Bonds will not constitute general or moral obligations of the City and will not be secured by the taxing powers of the City or any property of the City except the interests of the City in the Loan Agreement. The Bonds will be special, limited obligations of the City. Section C. Local Contributions to the Housing Program. The issuance of tax-exempt obligations for the Project is expected to allow the City to finance the Project at a lower interest cost than is otherwise available. The City believes the reduced financing cost will enhance the feasibility of the Project and result in lower rental rates for use of the Project than might otherwise be charged. Section D. Standards and Requirements Relating to the Financing of the Project Pursuant to the Housing Program. The following standards and requirements shall apply with respect to the operation of the Project: (1) Substantially all of the proceeds of the Bonds will be applied to the financing of the Project, the funding of reserves, the payment of a portion of the interest on the Bonds, and the payment of costs of issuance of the Bonds. The resolutions authorizing the issuance of the Bonds and the Loan Agreement pursuant to which the proceeds of the Bonds are to be loaned to the Company will include certain covenants to be made by the City and the Company regarding the use of proceeds, and by the Company regarding the character and use of the Project. (2) The Company will covenant that it will not arbitrarily reject an application from a proposed tenant because of race, color, creed, religion, national origin, sex, marital status, or status with regard to public assistance or disability. (3) The dwelling units of the Project will be occupied by, or held for occupancy by, elderly persons. (4) The Project is intended to be a “multifamily housing development” as defined in Section 462C.02 of the Act. Section E. Severability. The provisions of this Housing Program are severable, and if any of its provisions, sentences, clauses, or paragraphs shall be held unconstitutional, contrary to statute, exceeding the authority of the City, or otherwise illegal or inoperative by any court of competent jurisdiction, the decision of such court shall not affect or impair any of the remaining provisions. Section F. Amendment. The City shall not amend this Housing Program while the Bonds are outstanding, to the detriment of the holders of such obligations. The City may amend this Housing Program, to the extent authorized by law and the contractual obligations of the City, to the extent the City deems such amendment to be in the best interests of the City, the Project, and the owners of the Bonds. Section G. State Ceiling. The Bonds shall be issued as “qualified 501(c)(3) bonds” pursuant to Section 145 of the Internal Revenue Code of 1986, as amended, the interest on which is not includable in gross income for federal income tax purposes and which is not includable in taxable net income for 4 individuals, estates, and trusts for State of Minnesota income tax purposes (subject to certain qualifications). None of the state ceiling for private activity bonds is required to be a llocated to the Bonds. A-1 EXHIBIT A PROJECT COSTS AND PROJECT REVENUES A-2 AR200-016 (SEL) 461573v.2