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Home My WebLink About10-12-15-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. PUBLIC PRESENTATIONS Proclamation In Recognition Of Sue Schroeder, Former Communications Committee Member Mayor Grant MEMO.PDF, ATTACHMENT.PDF 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 Transportation Update John Anderson, Acting Public Works Director MEMO.PDF APPROVAL OF MINUTES September 14, 2015 Regular City Council 09 -14 -15 -R.PDF September 21, 2015 City Council Work Session 09 -21 -15 -WS.PDF September 28, 2015 Regular City Council 09 -28 -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 2015 Pavement Management Program (PMP) Pay Estimate #5 John Anderson, Acting Public Works Director MEMO.PDF, ATTACHMENT.PDF PULLED CONSENT ITEMS Those items that are pulled from the Consent Calendar will be removed from the general order of business and considered separately in its normal sequence on the agenda. PUBLIC HEARINGS Under this Public Hearing section, citizens have an opportunity to discuss ideas regarding Rice Creek Commons (TCAAP) development. Please be sure to complete a "Request to Appear before City Council" form (available at the back table). Completed forms may be given to the City Clerk. Rice Creek Commons (TCAAP) Development Discussion Opportunity For Residents Mayor Grant MEMO.PDF NEW BUSINESS Advertise For Council Vacancy Sue Iverson, Acting City Administrator Director of Finance and Administrative Services MEMO.PDF, ATTACHMENT.PDF UNFINISHED BUSINESS COUNCIL COMMENTS ADJOURN Mayor: David Grant Councilmembers: Brenda Holden Fran Holmes Dave McClung Robert Woodburn Regular City Council Agenda October 12, 2015 7:00 p.m. City Hall Address: 1245 W Highway 96 Arden Hills MN 55112 Phone: 651 -792 -7800 Website : www.cityofardenhills.org City Vision Arden Hills is a strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, well -maintained infrastructure, fiscal soundness, and our long -standing tradition as a desirable City in which to live, work, and play. CALL TO ORDER 1. 2. 3. 3.A. Documents: 4. 4.A. Documents: 4.B. Documents: 4.C. Documents: 5. 5.A. Documents: 5.B. Documents: 5.C. Documents: 6. 6.A. Documents: 6.B. Documents: 7. 8. 8.A. Documents: 9. 9.A. Documents: 10. 11. 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.PUBLIC PRESENTATIONSProclamation In Recognition Of Sue Schroeder, Former Communications Committee MemberMayor Grant MEMO.PDF, ATTACHMENT.PDFSTAFF COMMENTSRice Creek Commons (TCAAP) UpdateJill Hutmacher, Community Development Director MEMO.PDFJoint Development Authority UpdateJill Hutmacher, Community Development Director MEMO.PDF Transportation Update John Anderson, Acting Public Works Director MEMO.PDF APPROVAL OF MINUTES September 14, 2015 Regular City Council 09 -14 -15 -R.PDF September 21, 2015 City Council Work Session 09 -21 -15 -WS.PDF September 28, 2015 Regular City Council 09 -28 -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 2015 Pavement Management Program (PMP) Pay Estimate #5 John Anderson, Acting Public Works Director MEMO.PDF, ATTACHMENT.PDF PULLED CONSENT ITEMS Those items that are pulled from the Consent Calendar will be removed from the general order of business and considered separately in its normal sequence on the agenda. PUBLIC HEARINGS Under this Public Hearing section, citizens have an opportunity to discuss ideas regarding Rice Creek Commons (TCAAP) development. Please be sure to complete a "Request to Appear before City Council" form (available at the back table). Completed forms may be given to the City Clerk. Rice Creek Commons (TCAAP) Development Discussion Opportunity For Residents Mayor Grant MEMO.PDF NEW BUSINESS Advertise For Council Vacancy Sue Iverson, Acting City Administrator Director of Finance and Administrative Services MEMO.PDF, ATTACHMENT.PDF UNFINISHED BUSINESS COUNCIL COMMENTS ADJOURN Mayor:David Grant Councilmembers:Brenda Holden Fran HolmesDave McClungRobert Woodburn Regular City Council AgendaOctober 12, 20157:00 p.m. City Hall Address:1245 W Highway 96 Arden Hills MN 55112 Phone:651 -792 -7800 Website : www.cityofardenhills.org City VisionArden Hills is a strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, well -maintained infrastructure, fiscal soundness, and our long -standing tradition as a desirable City in which to live, work, and play.CALL TO ORDER1.2.3.3.A.Documents:4.4.A.Documents:4.B.Documents: 4.C. Documents: 5. 5.A. Documents: 5.B. Documents: 5.C. Documents: 6. 6.A. Documents: 6.B. Documents: 7. 8. 8.A. Documents: 9. 9.A. Documents: 10. 11. 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.PUBLIC PRESENTATIONSProclamation In Recognition Of Sue Schroeder, Former Communications Committee MemberMayor Grant MEMO.PDF, ATTACHMENT.PDFSTAFF COMMENTSRice Creek Commons (TCAAP) UpdateJill Hutmacher, Community Development Director MEMO.PDFJoint Development Authority UpdateJill Hutmacher, Community Development Director MEMO.PDFTransportation UpdateJohn Anderson, Acting Public Works Director MEMO.PDFAPPROVAL OF MINUTESSeptember 14, 2015 Regular City Council09-14 -15 -R.PDFSeptember 21, 2015 City Council Work Session09-21 -15 -WS.PDFSeptember 28, 2015 Regular City Council09-28 -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 Analyst MEMO.PDF2015 Pavement Management Program (PMP) Pay Estimate #5John Anderson, Acting Public Works Director MEMO.PDF, ATTACHMENT.PDFPULLED CONSENT ITEMSThose items that are pulled from the Consent Calendar will be removed from the general order of business and considered separately in its normal sequence on the agenda.PUBLIC HEARINGSUnder this Public Hearing section, citizens have an opportunity to discuss ideas regarding Rice Creek Commons (TCAAP) development. Please be sure to complete a "Request to Appear before City Council" form (available at the back table). Completed forms may be given to the City Clerk. Rice Creek Commons (TCAAP) Development Discussion Opportunity For Residents Mayor Grant MEMO.PDF NEW BUSINESS Advertise For Council Vacancy Sue Iverson, Acting City Administrator Director of Finance and Administrative Services MEMO.PDF, ATTACHMENT.PDF UNFINISHED BUSINESS COUNCIL COMMENTS ADJOURN Mayor:David Grant Councilmembers:Brenda Holden Fran HolmesDave McClungRobert Woodburn Regular City Council AgendaOctober 12, 20157:00 p.m. City Hall Address:1245 W Highway 96 Arden Hills MN 55112 Phone:651 -792 -7800 Website : www.cityofardenhills.org City VisionArden Hills is a strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, well -maintained infrastructure, fiscal soundness, and our long -standing tradition as a desirable City in which to live, work, and play.CALL TO ORDER1.2.3.3.A.Documents:4.4.A.Documents:4.B.Documents:4.C.Documents:5.5.A.Documents:5.B.Documents:5.C.Documents:6.6.A.Documents:6.B.Documents:7.8.8.A. Documents: 9. 9.A. Documents: 10. 11. Page 1 of 1 DATE: October 12, 2015 TO: Honorable Mayor and City Councilmembers Sue Iverson, Acting City Administrator FROM: Mayor Grant SUBJECT: Proclamation in Recognition of Sue Schroeder, Former Communications Committee Member Background/Discussion Attached for your review is a Proclamation in recognition of Sue Schroeder, former Communications Committee Member. Attachment Attachment A: Proclamation for Sue Schroeder, former Communications Committee Member PUBLIC PRESENTATION – 3A MEMORANDUM i'';'"'w".wut:=`' u•• y.. ."""' w'.:`'w"w.""',,:` .. ..i 'a'S'^.e 5i`u.'""",. ,• vu' tuu uuW`u"u11 yy" i. '. fs UI,A.K!Ll/.YL&.%u'yLp,'I;'d4 1%)LLy.2 Lk!L ulALd.41A1„J.1k d.4C lAJ.,.. A,S..d..AiY21,C A,!d d4?CU dSAC 7A,.;LdS2 l.,L,WU,.V!,;CC,1 Al/lp,,v,Y. A...C..J.1. 1yA.g... l'lr• ',7'C yCCC ASy:.YlhYN 74g7.; }6'!YpLYLLY4 G'.M.'';GAr'. :'. yyy Il cz cd" bA cn401 v Cd t O x 3 -o O t, r~O Cd cn x 0.4 C r cz U Cd ur. CA to Cd d - 0 on O 4' SII o CA ME d r ,., iaa:7,,haw;aaw ia,a;.y i wati'l d;simkz r nw wsxzwai na.r e,,,.rrr a+axnur r: is1,r .rew,,i r;1t v x'..w,ntiti r...r nR .sae`tis..we avufia'enrarew'tiYe.nsa rTwrwN aGaY w`rw:sa :i.:w:a lbw: s r I Page 1 of 1 DATE: October 12, 2015 TO: Honorable Mayor and City Councilmembers Sue Iverson, Acting City Administrator FROM: Jill Hutmacher, Community Development Director SUBJECT: Rice Creek Commons (TCAAP) Update The Metropolitan Council has notified the City that its application for the TCAAP Comprehensive Plan Amendment (CPA) is complete. The TCAAP CPA will be reviewed by the Community Development Committee on October 19, 2015 and considered for approval by the Metropolitan Council on October 28, 2015. The 60-day review period for the Metropolitan Council expires on November 1, 2015. STAFF COMMENTS – 4A MEMORANDUM Page 1 of 1 DATE: October 12, 2015 TO: Honorable Mayor and City Councilmembers Sue Iverson, Acting City Administrator FROM: Jill Hutmacher, Community Development Director SUBJECT: Joint Development Authority Update The TCAAP Joint Development Authority met on Monday, October 5, 2015. JDA Attorney Mike Norton presented information on the quasi-judicial authority of the JDA and the procedures and standards required for that authority under Minnesota law. The presentation was part of on- going discussions on JDA governance. Heather Worthington, JDA Administrative Director, provided an update on site activities. She noted that site remediation will be complete by the end of October. The County is moving forward with the purchase of the primer-tracer property for a solar array project, and the County Board will consider a Memorandum of Understanding with Xcel Energy at an upcoming meeting. Bids for the reconstruction of the County Road H interchange, including the Rice Creek remeander, are due in late October. STAFF COMMENTS – 4B MEMORANDUM Page 1 of 1 DATE: October 12, 2015 TO: Honorable Mayor and City Councilmembers Sue Iverson, Acting City Administrator FROM: John Anderson, Acting 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 – 4C MEMORANDUM Approved: October 12, 2015 CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING SEPTEMBER 14, 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 Fran Holmes, Dave McClung, and Robert Woodburn Absent: Councilmember Brenda Holden (excused) Also present: City Administrator Patrick Klaers; Director of Finance and Administrative Services Sue Iverson; Public Works Director Terry Maurer; Community Development Director Jill Hutmacher; and Deputy Clerk Julie Hanson PLEDGE OF ALLEGIANCE 1. APPROVAL OF AGENDA Mayor Grant requested Item 6D be pulled from the Consent Agenda for discussion under Pulled Consent Item 7A. MOTION: Councilmember McClung moved and Councilmember Woodburn seconded a motion to approve the meeting agenda as amended. The motion carried unanimously (4-0). 2. PUBLIC INQUIRIES/INFORMATIONAL Richard Wenzel, 1931 Noble Road, reported that he attended the Council’s last meeting where he discussed his frustrations with the City’s street improvement project. He stated that Public Works Director Maurer did come to his home the day after the meeting, but the project supervisor did not. He explained that City Staff stopped just short of accusing him of lying about the situation on his property. Mr. Wenzel indicated that he watched the Public Inquiries/Information portion of the last City Council meeting again and believed that his statements regarding the concerns on his property were fair and accurate. ARDEN HILLS CITY COUNCIL – SEPTEMBER 14, 2015 2 Mayor Grant understood that Mr. Wenzel had a list of concerns at his property. He reported that he was interested in meeting Mr. Wenzel’s needs at this time. He requested comment from staff regarding the property at 1931 Noble Road. Public Works Director Maurer discussed the status of the property at 1931 Noble Road. He explained he met with Mr. Wenzel after the last City Council meeting and did not feel it was necessary to bring the project superintendent. He recalled that there were three issues of concern, with the first being the small area of bituminous base that is rutted near the stop sign. He explained that the pavement had been marked and would be corrected before the final lift was placed on the roadway. He reported that the invisible fencing issue had been resolved by the time he visited the property as the contractor had told Mr. Wenzel to have it repaired and the contractor (Valley Paving) would pay the bill. There was one area of concern still on the property which is turf issues. He indicated that Assistant City Engineer Anderson met with Mr. Wenzel and reported that when the turf contractor was onsite he would meet with Mr. Wenzel to address the grading and soil concerns. Mr. Wenzel discussed the number of his neighbors that have concerns with the street improvement project. He did not believe that the base was prepared correctly which has caused cracks to form already in the roadway surface. He did not want to see a patch simply put over the cracking at the stop sign, but rather wanted the subsurface issues to be addressed. Public Works Director Maurer explained that the area needing repair near the stop sign would be dug up, the base would be addressed and a patch would be placed over the surface prior to the wear course being put in place. 3. PUBLIC PRESENTATIONS A. Ramsey County Sheriff’s Office Update Ramsey County Sheriff Bostrom thanked the Council for their time. He provided an update on the activity taking place in the County. He discussed the positive outcomes from the Coffee with the Cop program that was being held on a monthly basis with Deputy Officers. He provided comment on how the Sheriff’s Department was working to address drug issues within the County. He noted two forums would be held in the County to address this matter. The first forum would be held on October 8th at North High School and the second would be held on October ____ from 7:00 p.m. to 8:30 p.m. at the Mounds View High School. A prescription drug collection would be held at both events to encourage residents to clean out their medicine cabinets. Ramsey County Sheriff Bostrom stated another important issue within his department was the vision for policing in America. He explained the Sheriffs in Minnesota would be taking input regarding what was going well, what needed work and how the community could become involved in policing. He reported he would be coming back to the City to gain input regarding these matters and would also be holding some Town Hall meetings to gather feedback from the community. Ramsey County Sheriff Bostrom discussed the presentencing detention system in place within Ramsey County. He was pleased to report that email was now being offered for inmates which ARDEN HILLS CITY COUNCIL – SEPTEMBER 14, 2015 3 allowed for secure messaging in a more timely manner. He explained that FAQ’s were now being managed within Ramsey County’s phone system which assisted with handling a large portion of questions regarding inmates. Ramsey County Sheriff Bostrom encouraged the Council and all Arden Hills’ residents to visit Fright Fest as this was the department’s largest fundraiser. He reported that all proceeds assisted with funding the DARE program and the school safety programs. He thanked the City Council for their continued support and he was proud to continue serving this community. Councilmember Woodburn asked if the rise in homicides throughout the nation due to less aggressive policing was a concern in Ramsey County. Ramsey County Sheriff Bostrom explained he has heard of this concern, however, he did not believe this to be the case in Ramsey County. He discussed the recent thank you’s he has received from members of the community. He then provided comment on the highly qualified staff that surrounded him within his department. Councilmember Woodburn questioned if the City would require additional patrols upon the development of TCAAP. Ramsey County Sheriff Bostrom anticipated this would depend on the type of property that developed within TCAAP. He believed that the department would continue to evaluate the situation as the site developed. Councilmember Woodburn inquired if the commercial retail within Arden Hills required additional policing. Ramsey County Sheriff Bostrom commented that most major retailers and their needs for police services were quite predictable. Councilmember McClung stated he has not received a call in over a year from residents regarding police visibility in the City. He thanked the Sheriff’s Department for the great work they do in the community to keep Arden Hills’ residents safe. Mayor Grant discussed a recent ride along that he did with two different officers. He enjoyed this experience and encouraged the rest of the Council to take advantage of this opportunity. 4. STAFF COMMENTS A. Rice Creek Commons (TCAAP) Update Community Development Director Hutmacher stated on June 29, 2015, the City of Arden Hills submitted the TCAAP Comprehensive Plan Amendment (CPA) to all affected jurisdictions including Ramsey County, MnDOT, the Rice Creek Watershed District, the Mounds View School District, and the cities of Shoreview, Roseville, New Brighton, and Mounds View. The 60-day comment period for affected jurisdictions expired on September 1, 2015. Comments were received from every affected jurisdiction except for the cities of Shoreview and New Brighton. All ARDEN HILLS CITY COUNCIL – SEPTEMBER 14, 2015 4 comments received were forwarded to the Metropolitan Council on September 2, 2015, for its 60- day review period. Staff expected to hear back from Met Council sometime in early November. B. Joint Development Authority Update Community Development Director Hutmacher stated the TCAAP Joint Development Authority meeting was scheduled for Monday, September 14, 2015, 5:30 pm in the Council Chambers. She reported Lee Merhkens and Beth Engum provided the JDA with presentations. C. State of The City Update Community Development Director Hutmacher stated two State of the City events will be held this year:  Tuesday, September 29, 6:30 to 8:00 pm at City Hall, and  Thursday, October 1, 7:30 to 9:00 am at Flaherty’s Arden Bowl. Community Development Director Hutmacher reported Councilmembers will give presentations covering Rice Creek Commons/TCAAP, development projects, transportation improvements, and more. Arden Hills businesses and residents are encouraged to attend one of the events (the presentations will be the same at both events.) D. Transportation Update Public Works Director Maurer reported work continues on the Highway 96 and I35-W interchange. Traffic has been shifted to the north side of the bridge and re-rod cages were being erected for the center pier. Public Works Director Maurer explained the County Road F bridge was progressing. The abutment in Arden Hills was nearing completion and the center pier would be poured shortly. He discussed how traffic has been rerouted to address school traffic concerns. Public Works Director Maurer commented the County Road E bridge was substantially complete and the contractor has begun to work on the signals. He noted minor cleanup work was needed. He stated the County Road E roadway improvements were also nearing completion. Public Works Director Maurer indicated the PMP Venus neighborhood curb pour should be completed on Thursday of this week. He anticipated that the neighborhood would have asphalt within 3 to 4 weeks. Public Works Director Maurer stated the County recently milled and overlaid Lexington Avenue from Highway 96 to County Road I. He anticipated the roadway would be restriped in the near future. Mayor Grant believed that the County Road E bridge was in need of lighting. It was his opinion that this was a safety issue and requested that staff come back to the Council with quotes to place lighting on this bridge. ARDEN HILLS CITY COUNCIL – SEPTEMBER 14, 2015 5 Councilmember Holmes thanked Assistant City Engineer Anderson and Kristie Elfering for attending her neighborhood picnic on Labor Day. 5. APPROVAL OF MINUTES A. August 17, 2015, City Council Work Session MOTION: Councilmember McClung moved and Councilmember Holmes seconded a motion to approve the August 17, 2015, City Council Work Session meeting minutes as presented. The motion carried unanimously (4-0). 6. CONSENT CALENDAR A. Motion to Approve Consent Agenda Item - Claims and Payroll B. Motion to Approve County Road E/Pine Tree Drive Improvements Payment #5 C. Motion to Approve 2015 Pavement Management Program (PMP) Pay Estimate #4 D. Motion to Accept Public Works Director/City Engineer’s Retirement 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 (4-0). 7. PULLED CONSENT ITEMS A. Accept Public Works Director/City Engineer’s Retirement Mayor Grant expressed his appreciation to Public Works Director Maurer for his years of service to the City of Arden Hills. He discussed the hiring process that would have to be conducted in order for the Council to hire a new Public Works Director/City Engineer, in addition to the City Administrator. MOTION: Mayor Grant moved and Councilmember McClung seconded a motion to accept Public Works Director/City Engineer’s Retirement effective October 2, 2015. The motion carried (4-0). 8. PUBLIC HEARINGS A. Rice Creek Commons (TCAAP) Development Discussion Opportunity for Residents Mayor Grant stated under the Public Hearing section, citizens would have an opportunity to discuss ideas regarding the Rice Creek Commons (TCAAP) development. Mayor Grant opened the public hearing at 7:57 p.m. With no one coming forward to speak, Mayor Grant closed the public hearing at 7:58 p.m. ARDEN HILLS CITY COUNCIL – SEPTEMBER 14, 2015 6 B. Adopting and Confirming Quarterly Special Assessment For Delinquent Utilities Director of Finance and Administrative Services Iverson stated delinquent utility amounts are certified to Ramsey County quarterly. A list of utility accounts with a delinquent balance was compiled and notices dated August 6, 2015, were mailed. These customers were informed of their delinquent status and were asked to make payment of the delinquent balance by September 2, 2015. Utility accounts with an unpaid delinquent balance after September 2, 2015, would be certified to Ramsey County to be added to property taxes payable in 2016. The certification amount is equal to the unpaid delinquent balance plus an eight percent penalty. It was noted the City will request that Ramsey County levy the delinquent balances against the respective properties. Staff recommended that the Council hold a public hearing and confirm the quarterly special assessments for delinquent utilities. Councilmember Holmes asked if the penalty amount could be increased. Director of Finance and Administrative Services Iverson reported the 8% penalty rate was set by statute and noted the City also charged a late fee. Mayor Grant commented that residents could always sign up for electronic payment of their utility bills with the City. Director of Finance and Administrative Services Iverson discussed the electronic payment options available to Arden Hills’ residents. Mayor Grant opened the public hearing at 8:00 p.m. With no one coming forward to speak, Mayor Grant closed the public hearing at 8:01 p.m. MOTION: Councilmember McClung moved and Councilmember Holmes seconded a motion to adopt Resolution No. 2015-040, Certifying the Delinquent Utility Accounts to Ramsey County. The motion carried (4-0). 9. NEW BUSINESS None. 10. UNFINISHED BUSINESS None. 11. COUNCIL COMMENTS Mayor Grant stated that the City’s website has a method to allow residents to report a concern. He requested that these concerns be passed along to the Mayor, along with any concerns that have been brought to staff over the past few months. ARDEN HILLS CITY COUNCIL – SEPTEMBER 14, 2015 7 Councilmember McClung requested this information be passed along to the entire City Council. Mayor Grant discussed his ride along with the Ramsey County Sheriff’s Department. He encouraged all Councilmembers to complete a ride along. Mayor Grant indicated last week he toured the Ramsey County 911 Dispatch Center and noted he was a member of the 911 Dispatch Committee. He was impressed by the technology and systems in place within the dispatch center. ADJOURN MOTION: Mayor Grant moved and Councilmember McClung seconded a motion to adjourn. The motion carried unanimously (4-0). Mayor Grant adjourned the regular City Council meeting at 8:09 p.m. __________________________ __________________________ Julie Hanson David Grant Deputy Clerk Mayor Approved: October 12, 2015 CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL WORK SESSION MEETING SEPTEMBER 21, 2015 5:00 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Grant called to order the City Council work session meeting at 5:01 p.m. Present: Mayor David Grant; Councilmembers Brenda Holden, Fran Holmes, and Dave McClung Absent: Councilmember Robert Woodburn Also present: Director of Finance and Administrative Services Sue Iverson; Public Works Director Terry Maurer; Community Development Director Jill Hutmacher; City Planner Ryan Streff; Associate Planner Matthew Bachler; and Deputy Clerk Julie Hanson 1. AGENDA ITEMS A. Outdoor Display and Sales Zoning Regulations Associate Planner Bachler stated that at the City Council Work Session on July 20, 2015, staff presented an inventory of properties in the B-2 and B-3 Zoning Districts with outdoor sales or exterior storage. Staff also reviewed the current regulations in the Zoning Code regarding outdoor sales and exterior storage uses in these two districts. The City Council directed staff to complete research on how other cities in the metro area regulate these types of activities in commercial districts and to report back at a future City Council Work Session. Associate Planner Bachler reported that staff reviewed Zoning Ordinances from the cities of Brooklyn Park, Eagan, Eden Prairie, Edina, Lakeville, Maple Grove, and Roseville for provisions that regulate outdoor display and sales by businesses. Regulations on exterior storage uses were not evaluated at this time. Outdoor display and sales uses are permitted in all seven cities but are restricted in terms of the zoning districts where they are allowed. These activities are regulated through required City approvals, the types of products that can be displayed, and dimension and location standards. Associate Planner Bachler stated that generally, the cities that were researched allow outdoor display and sales in most commercial zoning districts. Brooklyn Park allows these uses in their ARDEN HILLS CITY COUNCIL WORK SESSION – SEPTEMBER 21, 2015 2 General Business District and Vehicle Sales and Showroom District, but prohibits them in the Neighborhood Retail District, except for vending machines, ice machines, and propane exchanges. Several cities do not permit outdoor display and sales on industrially zoned properties. Associate Planner Bachler commented that the cities of Eagan, Eden Prairie, Edina, and Maple Grove classify outdoor display and sales as a permitted accessory use that does not require any additional City approvals. In Lakeville and Roseville, the use is listed as a permitted accessory use but businesses must obtain an administrative permit. Brooklyn Park classifies outdoor display and sales, with the exception of vending machines, ice machines, and propane exchanges, as a conditional use that requires a Conditional Use Permit and approval by the City Council. Associate Planner Bachler explained that the cities of Eagan and Roseville specifically state that outdoor display items must consist of merchandise that is incidental to the primary use on the property. Maple Grove limits this activity to items that require an outdoor location (plants and fuel) and items that because of large volume or weight are more easily housed outdoors (vending machines, salt, and fertilizer). As discussed previously, Brooklyn Park limits outdoor display and sales to vending machines, ice machines, and propane exchanges in certain commercial districts. Associate Planner Bachler indicated that most of the cities reviewed place restrictions on where outdoor display and sales areas can be located on a property. Some examples of these requirements include being adjacent to customer entrances and within five feet of a building wall. It is also common for these uses to be prohibited from obstructing pedestrian access, occupying on-site parking spaces, and encroaching into required structure setbacks. Associate Planner Bachler stated that if the City Council chooses to create regulations for outdoor display and sales activities, staff has drafted a list of initial recommendations as outlined below. Staff requested that the City Council review the following recommendations and provide further direction. • Add a definition to the Zoning Code for Outdoor Display and Sales land use classification. • Restrict use to the B-2, B-3, B-4, and Gateway Business Zoning Districts. Complete additional research on which Zoning Districts on the TCAAP site should allow this use. • Permit outdoor display and sales as an accessory use to Retail Sales and Services and Service Station uses only. Require an Administrative Permit and Site Plan for each business proposing to have an outdoor display and sales area. • Limit types of products displayed or sold to merchandise incidental to the primary use on the property. • Require display areas to be adjacent to the principal building and on side of building with main entrance. • Prohibit display areas from obstructing pedestrian access and utilizing required on-site parking. • Limit display areas to a footprint of no more than 200 square feet. • Establish a maximum height of 6 feet for display areas, or as determined by the Community Development Department. • Require that merchandise be stacked and arranged neatly at all times and be located on a hard surface. ARDEN HILLS CITY COUNCIL WORK SESSION – SEPTEMBER 21, 2015 3 Associate Planner Bachler stated that based on the feedback provided by the City Council, staff will work on scheduling this item for a Planning Commission Work Session to discuss this issue further. Before bringing this item to the Planning Commission, staff will notify local businesses that currently have outdoor display and sales uses about the regulations under consideration. Councilmember McClung questioned what staff was hoping to gain from the proposed outdoor display and sales zoning regulations. Community Development Director Hutmacher explained that the City does not want outdoor storage to become messy looking and indicated staff does speak directly to the business owner if it becomes an issue. She commented that staff’s concern in drafting this language was meeting the needs of all commercial uses in the City while not being overly restrictive or allowing too much outdoor storage. Councilmember McClung wondered if the new regulations would open a can-of-worms and for that reason, did not want this item to proceed. Mayor Grant was in favor of the City taking some action in order to address the outdoor storage concerns in the community. He provided further comment on how the City managed its zoning concerns and encouraged staff to be more proactive in addressing zoning issues within the business community. Councilmember Holmes believed it would benefit staff to have a clear and definitive rule regarding outdoor storage and display. Further discussion ensued regarding the proper percentage of outdoor storage that should be allowed in the City of Arden Hills. Councilmember McClung indicated that he was talking himself out of this ordinance amendment. He supported the City’s current code language. Mayor Grant requested that staff bring the code language back to the Council at an upcoming work session meeting that includes some sort of cap or a percentage not to exceed a specified amount with no storage allowed on service station islands. B. Lake Johanna Fire Station No. 1 Reuse Discussion Community Development Director Hutmacher explained that at the City Council work session on August 17, 2015, Councilmember McClung asked that the Council discuss the potential closure of Fire Station No. 1. Lake Johanna Fire Chief Tim Boehlke and Assistant Fire Chief Eric Nordeen discussed the history, staffing, and the new operating model for the Lake Johanna Fire Department (LJFD). Fire Chief Boehlke explained how the 24-hour duty crew and the effective coverage of the three (3) other stations has made Fire Station No. 1 no longer necessary and recommended that the station be closed. The Council was generally supportive of the closure of Fire Station No. 1. ARDEN HILLS CITY COUNCIL WORK SESSION – SEPTEMBER 21, 2015 4 Community Development Director Hutmacher reviewed the site information for the fire station and stated given that the Council has expressed preliminary support for the closure of Lake Johanna Fire Station No. 1, staff is requesting further direction on the potential reuse of the site. 1) What is the Council’s preferred use of the Fire Station site? 2) Does the Council envision that the existing building would be part of the reuse or would the site be fully redeveloped and the existing building demolished? 3) If residential use is preferred, would the Council support smaller lot sizes or higher density than what is allowed in the R2 Zoning District? Councilmember McClung indicated that he discussed with the Fire Board comments made by the City Council at a previous worksession. He reported the Fire Board understands Fire Station No. 1 is in Arden Hills and the City has interest in how the site will be used. The Fire Chief was directed to work with City staff on creating a plan to decommission the building/site by 2016/2017 and to report back to the Board and City Council. Councilmember Holmes discussed the Ramsey County library site and noted the building was demolished. She was in favor of keeping the Fire Station site zoned R-2. Councilmember McClung agreed that the site should be zoned residential as this would be the best fit for the surrounding neighborhood. Mayor Grant agreed. C. Old City Hall Site Community Development Director Hutmacher explained that in 2011, the City Council considered disposition of the Old City Hall site and decided to wait to until the real estate market had improved and TCAAP was closer to development. The Council recently asked that this topic be brought forward for discussion. Community Development Director Hutmacher stated that the site located at 1450 Highway 96 West is the former location of City Hall and the Public Works Facility. In 2006, an office condominium use was proposed. The adjacent townhome association opposed the redevelopment proposal, and the City Council considered several conditions for development to mitigate community concerns. Ultimately, the proposal did not move forward. In 2009, the building was demolished and the site has remained vacant. Community Development Director Hutmacher reported that the site is zoned and guided NB Neighborhood Business. The townhome development to the south is zoned R-3 Townhouse & Low Density Multiple Dwelling District. The Neighborhood Business district allows the following as permitted uses: Clinics and medical offices, daycare facilities, financial institutions, offices, state-licensed residential facilities (1-6), and retail. The following are allowed as conditional uses: dry cleaning, multiple family residential, two-family residential, live-work units, houses of worship, multiple occupancy buildings, personal services, public uses, research and development facilities, state-licensed residential facilities (7-16), restaurants, and studios. ARDEN HILLS CITY COUNCIL WORK SESSION – SEPTEMBER 21, 2015 5 Community Development Director Hutmacher discussed the site opportunities and challenges and provided comment on the market feedback. She requested comment from the Council on the following questions. 1. Does the City Council want to move forward with marketing the site? If so, what is the Council consensus on land use and access? 2. In order to position the site for sale, does the Council want to rezone the site or investigate/mitigate any environmental issues? 3. Once TCAAP develops, additional space for Public Works equipment storage will be necessary. Does the Council want to retain any part of the site for that purpose, or should a more suitable site be secured? 4. What type of community outreach or public participation process is appropriate and when should that occur? 5. Would the City Council consider hiring a real estate broker for the Old City Hall site? Public Works Director Maurer discussed access to this site and stated a right-in/right-out may be the safest option for this property. He explained the traffic pattern for this site would remain unknown until a user was determined. Councilmember Holmes asked if townhomes or other residential use would be a good option for this site. Community Development Director Hutmacher could not say what use was the best fit without additional market information and Council input. She discussed the benefits and challenges of waiting to develop this site until TCAAP begins to develop as this would increase the value of the property for office uses, but would provide more competition for residential uses. Councilmember Holden questioned if the property was mitigated and ready to build on. Community Development Director Hutmacher reported that the underground fuel tank was removed and mitigated. She commented there may be road sweepings or road construction materials that may still need to be removed. Councilmember Holden discussed the 2006 development proposal and believed that the property was clear and ready for land sale at that time. She was in favor of staff investigating this matter further. Councilmember McClung was in favor of marketing the property for residential use at some point in the future. Councilmember Holden suggested that this wait until the Council could speak to several real estate experts. Mayor Grant stated that the Council was interested in rezoning the site. Councilmember Holmes questioned if any Public Works items are being stored on the site at this time. ARDEN HILLS CITY COUNCIL WORK SESSION – SEPTEMBER 21, 2015 6 Public Works Director Maurer commented that the City will run out of storage space and will need additional space for seasonal storage of Public Works maintenance items after TCAAP develops. He suggested that the City market the site to see if there are any takers. If not, the Council could consider using this site for Public Works storage in the future. Councilmember Holden was interested in learning if the ingress and egress to the site could be changed to Highway 96. D. State of the City Update Community Development Director Hutmacher explained that the draft State of the City presentation with speaker notes was distributed to the City Council on Monday, September 14. The City Council was asked to provide any comments or edits. The Arden Hills Foundation notified staff that Arlene Mitchell and Andy Holewa would be available for the State of the City events. She discussed the audio/visual arrangements that would be in place for the event. Mayor Grant discussed how the program would have to be shifted due to the fact that Councilmember Woodburn would not be available. He reported that he would address TCAAP at the State of the City. Councilmember McClung was willing to speak to Councilmember Woodburn’s items. Councilmember Holden indicated that she was now able to attend both events. She was interested in providing an update on Park and Recreation events that have taken place in the City the past year. Mayor Grant requested that all references to TCAAP be changed to Rice Creek Commons with TCAAP in parentheses. Councilmember McClung was in favor of maintaining the TCAAP name. Councilmember Holden agreed. Councilmember Holmes suggested that the Council acknowledge that the name was no longer TCAAP and was being marketed as Rice Creek Commons. The Council then reviewed the agenda and items that would be discussed at the State of the City meetings. Councilmember McClung questioned how the City video would be shown at the State of the City. Associate Planner Bachler commented that staff would create a link to the video within the presentation. ARDEN HILLS CITY COUNCIL WORK SESSION – SEPTEMBER 21, 2015 7 Community Development Director Hutmacher thanked the Council for their input and reported staff would make adjustments to the presentation and provide this information to the Council prior to the State of the City events. E. Public Works Director/City Engineer Position Director of Finance and Administrative Services Iverson commented that on September 14, 2015, the Council accepted Terry Maurer’s retirement as the City’s Public Works Director/City Engineer. His last day will be October 2, 2015. She requested the Council have a discussion on next steps in this process and how they would like to handle this. Terry Maurer is the appointed City Engineer per Resolution 2015-002, Section 9. She requested the Council appoint someone to this position as Acting Public Works Director/City Engineer until the Council decides how they want to handle this process or appoint someone to this position. Councilmember Holden asked if an Interim Public Works Director/City Engineer also had to be appointed. Mayor Grant stated that this was not the case. He recommended that John Anderson be named the Acting Public Works Director/City Engineer. He then discussed the history of this position and recommended that a new Public Works Director/City Engineer not be hired until after the City Administrator was appointed. Councilmember McClung agreed with this recommendation. Mayor Grant questioned if the Council was in favor of appointing John Anderson as the Acting Public Works Director/City Engineer and offering him 10% more in pay. The entire Council supported this suggestion. Councilmember Holden believed that if John Anderson was serving well as the Acting Public Works Director/City Engineer, the permanent position should be offered to him. Councilmember Holmes was in favor of making this decision after the Council hired a City Administrator. Councilmember McClung and Mayor Grant agreed. Councilmember Holmes questioned who would serve as the Acting City Administrator. Mayor Grant understood that Director of Finance and Administrative Services Iverson would serve as the Acting City Administrator and would receive a 10% increase in pay. 2. COUNCIL COMMENTS AND STAFF UPDATES Mayor Grant asked if staff had an update on the City Administrator position. Director of Finance and Administrative Services Iverson explained that 23 applicants have applied for the position as of Friday. ARDEN HILLS CITY COUNCIL WORK SESSION – SEPTEMBER 21, 2015 8 Mayor Grant commented that today he met with the neighboring mayors and the group discussed their upcoming tax levies. He briefly reviewed the levy levels for each community in comparison to Arden Hills. He reported that Rosedale would be remodeled and would be receiving a new anchor. He then provided an update on the recent Cable Commission meeting. Councilmember Holmes requested an update on Councilmember Woodburn. Mayor Grant explained that he received a call from Jeff Woodburn, Councilmember Woodburn’s son. It was his understanding that Councilmember Woodburn was involved in a car accident near Mankato with a larger vehicle. He was taken to the Mayo Clinic from the accident scene. He anticipated that Councilmember Woodburn would not be able to serve on the City Council for several months. He indicated the City would send a plant to Councilmember Woodburn. Councilmember Holmes asked if the City’s various commissions and committees were contacted and invited to attend the City event on Monday. Director of Finance and Administrative Services Iverson reported that this item was posted on the City’s website and all City consultants were invited as well. Councilmember McClung requested that all committee members be invited as well. Councilmember Holmes questioned if City staff would be attending the Ramsey County meeting the following day with the Met Council. Community Development Director Hutmacher reported that the City was not invited to the meeting. She explained that the City had heard about this meeting, but was not officially notified or invited to attend. She understood that the meeting would be an office visit and was not a public meeting. Councilmember Holden questioned why the City should be present at this meeting. Councilmember Holmes believed that representation would benefit the City to ensure proper information was being passed along to the Met Council. Councilmember Holmes suggested that the City honor Sue Schraeder for her efforts on the Arden Hills Notes. She stated that an existing bench could be selected and a plaque could be displayed in her honor. Mayor Grant questioned why this recognition had not come before the City prior to now. Councilmember Holmes explained that she had discussed the matter with Councilmember Holden and Councilmember McClung separately and both had agreed that it was a worthwhile item to bring before the Council. She also wanted Ms. Schraeder to receive the recognition in a timely manner as she was elderly and in ill health. ARDEN HILLS CITY COUNCIL WORK SESSION – SEPTEMBER 21, 2015 9 Mayor Grant supported this recommendation and requested Councilmember Holmes speak with Ms. Schraeder to see what area of the City should be selected for a park bench and when she would be available to attend a City Council meeting. Councilmember Holden discussed the pork chop at 1201 County Road E West and expressed concern with the look and design of the final product. Public Works Director Maurer reported that the design was presented to the City by the consultant and was then implemented. He understood that the pork chop was not six inches in height as was previously discussed. Councilmember Holden was in favor of looking at the B-2 design standards. She believed that the buildings were too close to the roadway, when compared to Shoreview. She did not like looking at the backsides of buildings along County Road E. ADJOURN Mayor Grant adjourned the City Council work session meeting at 7:23 p.m. __________________________ __________________________ Julie Hanson David Grant Deputy Clerk Mayor Approved: October 12, 2015 CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING SEPTEMBER 28, 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, and Dave McClung Absent: Councilmember Robert Woodburn (excused) Also present: City Administrator Patrick Klaers; City Attorney Joel Jamnik; Director of Finance and Administrative Services Sue Iverson; City Engineer Terry Maurer; Assistant City Engineer John Anderson; Community Development Director Jill Hutmacher; City Planner Ryan Streff; Associate Planner Matthew Bachler; Finance Analyst Dave Perrault; Accounting Analyst Ashley Bertrand; and City Clerk Amy Dietl PLEDGE OF ALLEGIANCE 1. APPROVAL OF AGENDA Mayor Grant requested Item 6F be pulled from the Consent Agenda for discussion. Councilmember Holmes requested Items 6C and 6D be pulled from the Consent Agenda for discussion. MOTION: Councilmember McClung moved and Councilmember Holmes seconded a motion to approve the meeting agenda as amended. The motion carried unanimously (4-0). 2. PUBLIC INQUIRIES/INFORMATIONAL Warren Pakulski, 4545 Pleasant Drive, was interested in seeing the pond dredged at Highway 96 at Lexington Avenue due to the high number of cattails. He feared that the pond would be lost to cattails and the wildlife would be forced out. ARDEN HILLS CITY COUNCIL – SEPTEMBER 28, 2015 2 Assistant City Engineer Anderson reported that funds will be budgeted for pond maintenance in the next five years. He indicated that the City will be establishing a pond maintenance program in order to prioritize maintenance needs. Gregg Larson, 3377 North Snelling Avenue, addressed the Council regarding TCAAP. He encouraged Mayor Grant, Councilmember Holmes and Councilmember Holden to support the County’s maximum buildout plan for the TCAAP site. He feared that the City was mistreating the County. He encouraged the City to act in the best interests of the community in order to make the entire development a success. He did not believe it was the Council’s responsibility to make TCAAP look like the rest of Arden Hills. He recommended that the Council reconsider th eir plans for TCAAP in order to bring more residents, public transit, and commercial uses to the development. 3. PUBLIC PRESENTATIONS A. Mayoral Proclamation in Recognition of Patrick Klaers, City Administrator Mayor Grant read a proclamation in full recognizing City Administrator Klaers for his years of dedicated service to the City of Arden Hills. He presented City Administrator Klaers with a plaque. B. Mayoral Proclamation in Recognition of Terry Maurer, Public Works Director/City Engineer Mayor Grant read a proclamation in full recognizing Public Works Director/City Engineer Maurer for his years of dedicated service to the City of Arden Hills. He presented Public Works Director/City Engineer Maurer with a plaque. 4. STAFF COMMENTS A. Rice Creek Commons (TCAAP) Update Community Development Director Hutmacher stated that the Metropolitan Council has notified the City that its application for the TCAAP Comprehensive Plan Amendment (CPA) is complete. The TCAAP CPA will be reviewed by the Community Development Committee on October 19, 2015, and considered for approval by the Metropolitan Council on October 28, 2015. The 60-day review period for the Metropolitan Council expires on November 1, 2015. B. State of the City Update Community Development Director Hutmacher stated that two State of the City events will be held this year:  Tuesday, September 29, 6:30 to 8:00 pm at City Hall, and  Thursday, October 1, 7:30 to 9:00 am at Flaherty’s Arden Bowl. ARDEN HILLS CITY COUNCIL – SEPTEMBER 28, 2015 3 Community Development Director Hutmacher indicated that Councilmembers will give presentations covering Rice Creek Commons/TCAAP, development projects, transportation improvements, and more. Arden Hills businesses and residents are encouraged to attend one of the events (the presentations will be the same at both events). C. Fall 2015 Community Cleanup Day Update City Planner Streff reported that the fall cleanup day event is scheduled for Saturday, October 3, from 7 A.M. to 12 Noon. It will be held at the Ramsey County Public Works Facility at 1425 Paul Kirkwold Drive. The event is co-sponsored by the cities of Arden Hills and Shoreview and open to residents of both cities. Residents that participate in the event will pay a nominal fee based on the vehicle type and load they bring to the event. Cars will be charged $10; trucks, sport utility vehicles, and vans will be charged $25; and trailers 8’x10’ or smaller will be charged $35. Oversized loads and trailers over 8’x10’ will be subject to an additional charge. City Planner Streff explained that residents must remember to bring their ID and payment in the form of cash or check only. No credit cards will be accepted during this event. Notice of the fall cleanup day was included in the August/September issue of the Arden Hills Notes, advertised on the City’s website, placed on the CTV Bulletin Board, and a flyer was mailed to all City residents. D. Transportation Update Assistant City Engineer Anderson stated that on Thursday of this week, the bridge at Highway 96 and I-35W will have beams set, and that the interstate will be closed overnight for this work. He commented that the deck for this bridge will be poured on October 9th. Assistant City Engineer Anderson reported that the County Road F bridge beams will be set on Friday evening of this week, and that the interstate will be closed overnight for this work. It was noted that the bridge deck would be poured on October 12th. Assistant City Engineer Anderson indicated that the Venus/Crystal neighborhood will have base pavement placed on September 29th and curb on the final phase should follow the week of October 5th. 5. APPROVAL OF MINUTES A. August 31, 2015, Regular City Council MOTION: Councilmember McClung moved and Councilmember Holden seconded a motion to approve the August 31, 2015, Regular City Council meeting minutes as presented. The motion carried unanimously (4-0). 6. CONSENT CALENDAR A. Motion to Approve Consent Agenda Item - Claims and Payroll B. Motion to Approve Planning Case 14-018 Site Plan Review – Schumacher Accessory Structure – 3180 Hamline Avenue N ARDEN HILLS CITY COUNCIL – SEPTEMBER 28, 2015 4 C. Motion to Approve Assignment of Development Agreement – Arden Plaza LLC and Frattallone LLC D. Motion to Approve Assignment of Development Agreement – Arden Plaza LLC and Hemisphere Restaurant Partners E. Motion to Approve MGA Access F. Motion to Accept Parks, Trails and Recreation Committee Member Resignation G. Motion to Approve Resolution Authorizing the Application for Recycling SCORE Grant Funds From Ramsey County H. Motion to Approve Appointment of Sue Iverson as Acting City Administrator I. Motion to Approve Appointment of John Anderson as Acting Public Works Director/City Engineer J. Motion to Approve 2016-18 Agreement for Law Enforcement Services MOTION: Councilmember McClung moved and Councilmember Holden seconded a motion to approve the Consent Calendar as amended and to authorize execution of all necessary documents contained therein. The motion carried unanimously (4-0). 7. PULLED CONSENT ITEMS A. Accept Parks, Trails and Recreation Committee Member Resignation Mayor Grant indicated that there was no letter of resignation within the packet for the Council to accept. Councilmember Holden stated that a lengthy email was sent from Jennifer Stephens to City staff which contained her resignation submittal. Councilmember Holmes noted that she had read the email as well and believed that this should serve as notice of her resignation. Mayor Grant was in favor of tabling action on this item until the City received a lett er of resignation from Ms. Stephens. MOTION: Mayor Grant moved a motion to table action on this item until the City received a letter of resignation from Jennifer Stephens. The motion failed 1-3 (Holden, Holmes and McClung opposed). MOTION: Councilmember Holmes moved and Councilmember McClung seconded a motion to Accept Parks, Trails and Recreation Committee Member Resignation. Mayor Grant requested that the email from Ms. Stephens be distributed to the entire City Council. The motion carried unanimously (4-0). ARDEN HILLS CITY COUNCIL – SEPTEMBER 28, 2015 5 B. Assignment of Development Agreement – Arden Plaza LLC and Frattallone LLC Councilmember Holmes requested further information regarding this item from staff. She believed that this item was important enough and should not have been on the Consent Agenda. Associate Planner Bachler discussed the proposed assignment development agreement between Arden Plaza, LLC and Frattallone, LLC. He noted that Arden Plaza, LLC has requested approval of two separate agreements in order to clarify certain terms and obligations between the parties. He reported that if these terms or responsibilities were not being met by Frattallone, LLC the City could then follow up with this property owner and would not have to be in contact with Arden Plaza, LLC. Councilmember Holmes expressed concern with being a part of this agreement. She believed that the agreement should only be between the two parties involved. She then provided further comment on the Release of Seller. City Attorney Jamnik discussed how the agreement came to the City. He advised that Arden Plaza, LLC was interested in selling two lots. He reported there was little in this transaction for the City but to provide a zoning letter. He commented that the City’s involvement was only to provide this assistance and would therefore release the Seller from obligations and allow these to be transferred to the Purchaser. He was satisfied with the obligations spelled out within the agreement and did not believe the City would assume any undue risk. Councilmember Holmes expressed concern with why the Seller was requesting the City be involved. She feared that not all scenarios were planned for and questioned how the City would react to that situation in the future. She was in favor of the City not being involved in these agreements. Further discussion ensued regarding the terms and conditions within the agreements. Councilmember Holden asked what leverage the City had with the Purchaser. City Attorney Jamnik reported that the City had letters of credit with both Purchasers, as well as the right to assess both properties for any necessary improvements. Councilmember McClung suggested that staff review these agreements further in case there were additional items that needed consideration or rewording. City Attorney Jamnik noted that the parking spaces and striping were the only areas of most concern to staff at this time. He did not feel it was necessary to delay the agreements and closing for these issues. Councilmember Holden questioned why the Council should support this agreement if Frattallone, LLC has already closed on the sale of the property. ARDEN HILLS CITY COUNCIL – SEPTEMBER 28, 2015 6 City Attorney Jamnik was uncertain if Frattallone, LLC has closed or not as the City is not party to that information. Mayor Grant understood Councilmember Holmes’ concerns, but did not believe the wording concerns should delay the agreements. Councilmember Holmes did not believe the agreements were necessary and should therefore not be approved. Mayor Grant commented that Hemisphere Restaurant Partners believed that the agreement is necessary and will not proceed without it. Therefore, the project will not move forward without the agreement in place. Associate Planner Bachler indicated that staff is still drafting the Development Agreement with Hemisphere for the Tavern Grill project. The parking and financial surety requirements will be addressed within this Agreement. MOTION: Mayor Grant moved and Councilmember McClung seconded a motion to Approve the Assignment of a Development Agreement between Arden Plaza, LLC and Frattallone, LLC. Councilmember Holden had trouble understanding why an agreement was necessary between Arden Plaza, LLC and Frattallone, LLC when the site was further along in the process. She understood why an agreement was necessary for Hemisphere Restaurant Partners. City Attorney Jamnik advised that the Seller had requested the assignment. Associate Planner Bachler provided further comment on the subdivision of Arden Plaza approved by the City in Planning Case 15-002 and how this resulted in two new parcels that Wellington Management is in the process of selling. Councilmember Holden requested further information on Exhibit A of the Frattallone’s agreement. She feared that the requirements within this Exhibit were not properly spelled out within the PUD and she did not want the City getting into the middle of this situation. City Attorney Jamnik commented that the Council was not being asked to approve the terms of the assignment. Rather, the Council was being asked to consent and release it. Councilmember Holmes believed that the apportionment should be different. Mayor Grant questioned if changes could be made to the document with regard to the proposed apportionment in the future. City Attorney Jamnik reported that this was the case. Councilmember Holden asked if the City Attorney supported Council approval of the assignment agreements. ARDEN HILLS CITY COUNCIL – SEPTEMBER 28, 2015 7 City Attorney Jamnik believed that the City was adequately secured to make sure the promised improvements would be made by both Frattallone’s and Hemisphere Restaurant Partners. The motion carried 3-1 (Holmes opposed). C. Assignment of Development Agreement – Arden Plaza, LLC and Hemisphere Restaurant Partners Councilmember Holmes requested further information on this item from staff. She believed that this item was important enough and should not have been on the Consent Agenda. Associate Planner Bachler discussed the proposed development agreement between Arden Plaza, LLC and Hemisphere Restaurant Partners. He noted that Arden Plaza, LLC has requested approval of two separate agreements in order to clarify certain terms and obligations between the parties, while also transferring a portion of the property for the development of the Tavern Restaurant. He reported that if these terms or responsibilities were not being met by Hemisphere Restaurant Partners, the City could then follow up with this property owner and would not have to be in contact with Arden Plaza, LLC. MOTION: Mayor Grant moved and Councilmember McClung seconded a motion to Approve the Assignment of the Development Agreement between Arden Plaza, LLC and Hemisphere Restaurant Partners. Councilmember Holden asked if the City would be charged by the City Attorney to prepare the assignment agreement documents. City Attorney Jamnik commented that the Seller prepared the documents and his review of the documents would be charged back to the Seller. The motion carried 3-1 (Holmes opposed). 8. PUBLIC HEARINGS None. 9. NEW BUSINESS A. Set Preliminary Levy and Establish Truth-In-Taxation Public Hearing Date for Proposed Taxes Payable in 2016 City Administrator Klaers stated that the proposed maximum tax levy needs to be approved by the City Council and certified to Ramsey County by the end of September 2015. The final 2016 tax levy amount is set by the City Council in December 2015, following the Truth in Taxation public hearing. The proposed maximum tax levy established by the City Council in September can be lowered in December but it cannot be increased in December. Accordingly, it is very important for the City Council to discuss the financial needs of the City before it establishes the proposed maximum levy amount. ARDEN HILLS CITY COUNCIL – SEPTEMBER 28, 2015 8 City Administrator Klaers explained that the Council last discussed the budget at a work session on August 17th. He discussed how the City’s tax base would increase this year due to the Round Lake taxing district coming back onto the tax rolls. As discussed by the Council in August, a 3% increase in the tax levy was being proposed by staff. The balance of the PIR fund balance was noted and staff provided comment on the larger expenditures planned for 2016. Mayor Grant believed there was general agreement among the Council in August to direct staff to look at the budget and bring back a 3% levy. However, staff has brought to the Council a document with a 6.5% levy. Director of Finance and Administrative Services Iverson reported that staff did prepare a 3% levy as a starting point which includes the use of $280,000 in reserves. Councilmember Holmes asked if the City staffing situation with retirements would provide savings or would recruiting costs offset this. Director of Finance and Administrative Services Iverson believed that the savings would be minimal in 2015. However, the City might achieve some savings in 2016 depending upon the rate at which the new employees are hired. Councilmember Holmes did not understand why the City had a deficit of $200,000 within the budget. Director of Finance and Administrative Services Iverson reviewed the budget document with the Council in further detail noting expenditures outweighed revenues by $200,000 at this time. It was noted that the expenditures for 2016, included a $100,000 contribution to the PIR fund. Mayor Grant reminded the Council that single line items could be addressed in the future and that the Council was only being asked to approve the preliminary levy this evening. Councilmember Holden explained that she was unable to attend the August work session where the budget was discussed. She believed that a 3% tax levy was low. She supported increasing the tax levy until the budget can be reviewed further. She noted that when the budget is discussed in December there should be a better understanding regarding the impact new staff will have on the City. Councilmember McClung supported the tax levy remaining at 3%. Councilmember Holmes indicated that she supported the 6.5% suggestion in staff’s memo. She believed that the proposed budget was well-reasoned. She indicated that the City will have increased costs for TCAAP and new staffing that would differ from 2015. She understood that Arden Hills’ residents took advantage and enjoyed the City’s parks and for this reason, she did not want to see cuts made in this area. Mayor Grant inquired if staff had looked into PIR spending reductions. ARDEN HILLS CITY COUNCIL – SEPTEMBER 28, 2015 9 Director of Finance and Administrative Services Iverson stated that 2016 expenditures were discussed at the July work session and that expenditures beyond 2016 would be discussed at a future work session. She commented that all other expenditures were status quo. Mayor Grant understood that police and fire expenses would remain constant and that staff would be receiving COLA. He reported that some neighboring communities were offering their employees 2.5% in COLA and not 3%. He was interested in the City staying within its means and not raising the tax levy higher than 3%. Councilmember Holden was interested in raising the levy to 4% and discussed how the new City Administrator and Public Works Director/City Engineer could impact the budget. She believed that the 4% tax levy would give the City a bit more leeway. Mayor Grant hoped that staff would be able to assist the Council in achieving the cuts that would be necessary to approve a 3% tax levy. Councilmember Holmes believed that staff has cut the budget to the bone and would not find any additional savings. She reported that the City has increased costs due to the fact that the City is growing. She did not support reduced contributions to the PIR fund. She recommended that the Council look at the budget more realistically and understand that additional cuts are not possible if the City wants to move forward. Councilmember Holden stated that it is up to the Council, not staff, to decide what no longer needs funding. She stated that perhaps the Council needs to review the budget further based on goals and priorities. Councilmember McClung commented that by setting the tax levy at 3% the Council would be setting goals and objectives. He indicated that the Council would then be forced to discuss its responsibilities and make adjustments before a final budget and tax levy could be approved in December. Councilmember Holmes indicated that a 6.5% tax levy increase is needed to support the City’s identified needs. She reported that the final decision rests with the Council, and Council needs to determine what to cut if the levy is set at 3%. She stated that she does not believe that the Council is offering ideas to save money. Councilmember Holden suggested that the parks maintenance schedule be considered. She was in favor of reducing the public works staff by one seasonal employee and to have parks mowed every four days instead of twice a week. She requested that staff investigate these suggestions and provide Council with information on the cost savings. Councilmember McClung stated that he has offered cost savings measures, however, his ideas have not always been supported by the majority of the Council. Councilmember Holmes questioned how the Council should proceed since there is no agreement on the tax levy at this time. ARDEN HILLS CITY COUNCIL – SEPTEMBER 28, 2015 10 Mayor Grant reported he would not agree to a 6.5% tax levy. Councilmember Holden asked if he could support a 3.5% tax levy increase. Mayor Grant commented that he could support 3.5% this evening, but wanted to see this brought down before December. MOTION: Mayor Grant moved and Councilmember Holden seconded a motion to adopt Resolution #2015-041, Setting the Proposed Maximum Tax Levy at $3,478,775 (3.5%). Councilmember McClung indicated he would support a 3.5% tax levy increase in order to avoid this matter being drawn out further; however, he would not support a tax levy increase above 3% in December. The motion carried 3-1 (Holmes opposed). MOTION: Mayor Grant moved and Councilmember McClung seconded a motion adopting Resolution #2015-042, Establishing the Truth-In-Taxation Public Hearing Date for December 14, 2015. The motion carried (4-0). 10. UNFINISHED BUSINESS None. 11. COUNCIL COMMENTS Mayor Grant thanked City Administrator Klaers for his years of dedicated service to the City of Arden Hills. He wished him well in his retirement. He thanked Public Works Director Maurer for his expertise and wished him well in his retirement as well. Mayor Grant indicated that the TCAAP plan was being reviewed by the Met Council at this time. He did not believe that some sort of maximum number (1,700) of units should be considered, but rather that a variety of units should be the focal point in order to meet the needs of both young and old. He understood that TCAAP would not look like the remainder of Arden Hills as it would be very densely populated. It was his opinion that the City approved plan with 1,431 units would still be a great success. He reported that TCAAP would be more dense than both Minneapolis and St. Paul. He believed that the Council has done a reasonable job to come up with a reasonable plan for the TCAAP site. He commended staff for their efforts through the entire TRC and CPA approval process. He looked forward to moving forward with the City’s approved plan. Mayor Grant encouraged the public to participate in the upcoming State of the City events. The first meeting will be held on September 29th at 6:30 p.m. at City Hall. He noted that another State of the City event would be held on Thursday, October 1st at 7:30 a.m. at Flaherty’s Arden Bowl. He explained that the presentations provided at each event would be the same. ARDEN HILLS CITY COUNCIL – SEPTEMBER 28, 2015 11 Councilmember McClung wished City Administrator Klaers and Public Works Director Maurer well in their retirement and stated that they would be missed. Councilmember Holden thanked City Administrator Klaers and Public Works Director Maurer for their service to the City of Arden Hills. She also appreciated staff’s efforts in honoring these two individuals. Councilmember Holmes appreciated the efforts of City Administrator Klaers and Public Works Director Maurer. She wished them all the best in retirement. City Administrator Klaers thanked the Council for their support. He stated that his time with Arden Hills was special due to the co-workers and the achievements that have been made with TCAAP. ADJOURN MOTION: Mayor Grant moved and Councilmember McClung seconded a motion to adjourn. The motion carried unanimously (4-0). Mayor Grant adjourned the regular City Council meeting at 9:09 p.m. __________________________ __________________________ Amy Dietl David Grant City Clerk Mayor Page 1 of 1 DATE: October 12, 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 #21 .................................................................................... $ 100,499.55 Total Payroll $ 100,499.55 Accounts Payable Claims Through 10/09/2015 Paid Claims (Check No 45076-Check No 45095) ................................. $ 68,322.72 Paid Claims (Check No 45096-Check No 45097) ................................. $ 43,138.65 Total Accounts Payable $ 111,461.37 Total Claims $ 211,960.92 CONSENT ITEM - 6A MEMORANDUM CITY OF ARDEN HILLS PAYROLL # 21 CHECKS DATED: 10/09/15 Biweekly: 09/19/15 - 10/02/15 EMPLOYEE DEDUCTIONS AMT.Payment Method FIT 7,164.75 EFT SIT 2,807.56 EFT FICA Oasdi 4,235.44 EFT FICA Medicare 990.55 EFT TOTAL TAXES 15,198.30 Health Premium 2,424.63 A/P Check* Dental Premium A/P Check* FSA Health Care Reimb.208.33 A/P Check* FSA Dependent Care Reimb.370.83 A/P Check* TOTAL FLEXIBLE SPENDING 3,003.79 HSA Health Saving 622.49 Health Care Savings Plan EFT Health Care Savings Plan-2%253.92 EFT Health Care Savings Plan-4%166.28 EFT TOTAL HEALTH SAVINGS 1,042.69 PERA 4,248.44 EFT ICMA 2,307.16 EFT Central Pension Fund-Union 614.40 A/P Check* MN State Retirement System 459.79 EFT TOTAL RETIREMENT 7,629.79 IUOE 49 Dues (Union)134.00 A/P Check* LTD/STD Insurance 1,289.15 A/P Check* PERA Life Insurance 32.00 A/P Check* 5,260.16 2,135.21 2,135.21 4,902.02 358.14 14,382.16 1,194.66 15,576.82 CITY BENEFIT 4,235.44 990.55 5,225.99 PERA Life Insurance 32.00 A/P Check Life/Addl/Dep Life 116.75 A/P Check* Public Employee Long Term Care 93.72 A/P Check* UNUM 42.55 A/P Check* AFLAC 199.56 EFT Avesis-Vision Care 5.43 A/P Check* TOTAL VOLUNTARY 1,913.16 Total Employee Deductions 28,787.73 Net Payroll 0.00 Direct Deposit 43,413.63 EFT Gross Payroll Tie-Out 72,201.36 STD/LTD Gross - Up 0.00 Plus City Paid Benefit 28,298.19 ICMA Benefit Held 0.00 TOTAL PAYROLL COST 100,499.55 FICA TIE-OUT Gross Payroll 72,201.36 Less Total FSA 3,003.79 Plus Employer Match ICMA 0.00 Plus ICMA Benefit Held 0.00 Net P/R Subject to FICA 69,197.57 FICA Oasdi @ 6.20%4,235.44 FICA Medicare @ 1.45%990.55 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. 100.01 100.01 Accounts Payable User: Printed: ashley.bertrand 10/8/2015 2:22 PM Checks by Date - Detail by Check Date Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 0320 Health Partners 10/02/2015ACH 61349039 October 2015 Dental Insurance October 2015 Dental Insurance 1,237.19 1,237.19Total for this ACH Check for Vendor 0320: 0382 ICMA Retirement Trust - 106944 10/02/2015ACH PR Batch 00200.09.2015 ICMA Employer Percent 401PR Batch 00200.09.2015 ICMA Employer Percent 401 358.14 PR Batch 00200.09.2015 ICMA Employee Percent 401PR Batch 00200.09.2015 ICMA Employee Percent 401 310.39 668.53Total for this ACH Check for Vendor 0382: 0387 ICMA Retirement Trust- #302482 10/02/2015ACH PR Batch 00200.09.2015 ICMA Employee DeductionPR Batch 00200.09.2015 ICMA Employee Deduction 1,468.08 PR Batch 00200.09.2015 ICMA Employee PercentPR Batch 00200.09.2015 ICMA Employee Percent 546.12 2,014.20Total for this ACH Check for Vendor 0387: 0750 Verizon Wireless 10/02/2015ACH 9751900800 August/September 2015 Cell Phone Charges August/September 2015 Cell Phone Charges 120.06 9752111596 August/September 2015 Cell Phone Charges August/September 2015 Cell Phone Charges 925.05 1,045.11Total for this ACH Check for Vendor 0750: 0761 Electric Pump, Inc 10/02/2015ACH 0056111-IN Lift Station Parts Lift Station Parts 677.85 677.85Total for this ACH Check for Vendor 0761: 1001 Sprint/Nextel Communications 10/02/2015ACH 196110738-028 August-September 2015 Phone Bill August-September 2015 Phone Bill 169.09 169.09Total for this ACH Check for Vendor 1001: 1041 Aaron Thelen 10/02/2015ACH 09182015-AT 9/8-9/15 Mileage Reimbursement 9/8-9/15 Mileage Reimbursement 7.84 7.84Total for this ACH Check for Vendor 1041: 1110 Pitney Bowes 10/02/2015ACH 09232015-PB September 2015 Postage September 2015 Postage 19.99 09232015-PB September 2015 Postage September 2015 Postage 605.36 625.35Total for this ACH Check for Vendor 1110: 1408 Supply Solutions 10/02/2015ACH 7234 City Hall Supplies City Hall Supplies 43.00 43.00Total for this ACH Check for Vendor 1408: 5596 Jamar Company 10/02/2015ACH 395366 PW Parts PW Parts 16.00 395463 PW Parts 121.00 Page 1AP Checks by Date - Detail by Check Date (10/8/2015 2:22 PM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 395527 PW Parts PW Parts 720.00 857.00Total for this ACH Check for Vendor 5596: 5648 Matthew Bachler 10/02/2015ACH 09212015-MB July-September 2015 Mileage Reimbursement July-September 2015 Mileage Reimbursement 26.91 26.91Total for this ACH Check for Vendor 5648: 6060 Batteries Plus 10/02/2015ACH 028-445899 PW Parts PW Parts 141.95 141.95Total for this ACH Check for Vendor 6060: ALPI Allegra Print & Imaging 10/02/2015ACH 145189 State of the City Post Card State of the City Post Card 256.98 256.98Total for this ACH Check for Vendor ALPI: HANSJ Julie Hanson 10/02/2015ACH 09252015-JH 9/24 Mileage Reimbursement 9/24 Mileage Reimbursement 13.17 13.17Total for this ACH Check for Vendor HANSJ: 0600 315800-NCPERS Minnesota 10/02/201545098 31581015 September 2015 Payroll Deductions September 2015 Payroll Deductions 64.00 64.00Total for Check Number 45098: UB*00138 Clifford & Ione Aamoth 10/02/201545099 Refund Check 97.63 97.63Total for Check Number 45099: 8371 Alliant Engineering, Inc 10/02/201545100 PC15-003 PC 15-003 Escrow Release PC 15-003 Escrow Release 560.00 560.00Total for Check Number 45100: 0131 Beisswenger's How-To Store 10/02/201545101 634498 PW Parts PW Parts 20.06 635041 PW Parts PW Parts 37.59 637819 PW Parts PW Parts 19.36 639903 PW Parts PW Parts 40.85 639904 PW Parts PW Parts 10.68 640107 PW Parts PW Parts 11.87 644940 PW Parts PW Parts 4.99 648522 PW Parts PW Parts 59.39 651233 PW Parts PW Parts 5.99 651360 PW Parts PW Parts 351.27 652959 PW Parts PW Parts 104.19 653347 PW Parts PW Parts 3.20 669.44Total for Check Number 45101: 4100 Boston Scientific 10/02/201545102 PC 14-015 PC 14-015 Refund PC 14-015 Refund 1,851.12 1,851.12Total for Check Number 45102: UB*00139 Brent Bunne 10/02/201545103 Refund Check 42.55 Page 2AP Checks by Date - Detail by Check Date (10/8/2015 2:22 PM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 42.55Total for Check Number 45103: CANON Canon Financial Services 10/02/201545104 15279088 September 2015 Copier Lease September 2015 Copier Lease 214.42 15279088 September 2015 Copier Lease September 2015 Copier Lease 1,215.08 1,429.50Total for Check Number 45104: 1033 Comcast 10/02/201545105 44271-0915 September 2015 TV Serivces September 2015 TV Serivces 4.48 4.48Total for Check Number 45105: 0337 D-Rock Center Landscape Supply 10/02/201545106 3019 Parks Supplies Parks Supplies 56.00 56.00Total for Check Number 45106: 5678 E&M Consulting, Inc.10/02/201545107 34918 EDA Publications EDA Publications 349.00 349.00Total for Check Number 45107: 3239 E.G. Rud & Sons, Inc., Land Surveying 10/02/201545108 31437 Lake Valentine Road Trail (MVHS)Lake Valentine Road Trail (MVHS) 2,942.50 2,942.50Total for Check Number 45108: 0841 Ehlers & Associates, Inc.10/02/201545109 68490 TCAAP General Services TCAAP General Services 105.00 105.00Total for Check Number 45109: 3775 Equity Transwestern, LLC 10/02/201545110 PC14-027 PC 14-027 Refund PC 14-028 Refund 630.00 PC14-028 PC 14-028 Refund PC 14-028 Refund 630.00 1,260.00Total for Check Number 45110: 7700 Eventis Telecom Inc. Attn: Dave Cormier 10/02/201545111 2015-00312 ROW #2015-00312 Refund ROW #2015-00312 Refund 1,000.00 1,000.00Total for Check Number 45111: 0176 Frattallone's Hardware, Inc.10/02/201545112 062290-A PW Parts PW Parts 24.05 066600-A PW Parts PW Parts 34.99 066639-A PW Parts PW Parts 6.99 66.03Total for Check Number 45112: 1200 Frattallone, Tom 10/02/201545113 09222015-TF PC 14-035 Refund PC 14-035 Refund 350.00 350.00Total for Check Number 45113: GFOA Government Finance Officers Association 10/02/201545114 2793866 Additional Expense: CAFR Review & SubmissionAdditional Expense: CAFR Review & Submission 65.00 65.00Total for Check Number 45114: 1342 Hanson Builders Inc 10/02/201545115 Page 3AP Checks by Date - Detail by Check Date (10/8/2015 2:22 PM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 2015-00795 Permit # 2015-00795 Refund Permit # 2015-00795 Refund 2,485.00 2,485.00Total for Check Number 45115: 1340 Landmark Center of Arden Hills, LLC 10/02/201545116 PC14-034TS PC 14-034 Traffic Study Refund PC 14-034 Traffic Study Refund 1,500.00 1,500.00Total for Check Number 45116: 5665 Metering & Technology Solution 10/02/201545117 4489 Water Meter Supplies Water Meter Supplies 1,092.07 1,092.07Total for Check Number 45117: 5443 Metro Products, Inc.10/02/201545118 111120 PW Parts PW Parts 303.93 303.93Total for Check Number 45118: 0240 Metropolitan Area Mgmt. Assn.10/02/201545119 1852 07-09.15 Mtg-Klaers 07-09.15 Mtg-Klaers 20.00 20.00Total for Check Number 45119: 6252 Office Depot 10/02/201545120 18365114454 Office Supplies Office Supplies 46.56 1836539306 Office Supplies Office Supplies 56.13 791145767001 Office Supplies Office Supplies 77.60 180.29Total for Check Number 45120: 0155 Office of MN IT Services 10/02/201545121 W15080685 August 2015 Phone Bill August 2015 Phone Bill 772.48 772.48Total for Check Number 45121: 7025 On Site Sanitation 10/02/201545122 101115 September/October 2015 Restroom Rental September/October 2015 Restroom Rental 460.00 460.00Total for Check Number 45122: 0072 Pine Bend Paving 10/02/201545123 15-586 Cummings Park Trail Cummings Park Trail 2,201.04 2,201.04Total for Check Number 45123: 4710 Roger Vadnais Plumbing & Pump Service 10/02/201545124 42575 City Hall Repair City Hall Repair 257.00 257.00Total for Check Number 45124: 1387 Standard Insurance Company 10/02/201545125 147490-1015 October 2015 STD/LTD/Life Insurance October 2015 STD/LTD/Life Insurance 1,622.68 1,622.68Total for Check Number 45125: 0327 Staples Business Advantage 10/02/201545126 3277184904 Office Supplies Office Supplies 546.95 3277184907 Office Supplies Office Supplies 63.49 610.44Total for Check Number 45126: 1319 David & Julie Stromberg 10/02/201545127 Page 4AP Checks by Date - Detail by Check Date (10/8/2015 2:22 PM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 09282015-DS 2 Bubble Soccer Refunds 2 Bubble Soccer Refunds 20.00 20.00Total for Check Number 45127: 0925 T-Mobile 10/02/201545128 09222015-TMobil August 2015 Tablet Charges August 2015 Tablet Charges 1,234.22 1,234.22Total for Check Number 45128: 1161 Valley-Rich Co., Inc.10/02/201545129 21969 Sanitary Sewer Pipe Repair Sanitary Sewer Pipe Repair 2,327.81 2,327.81Total for Check Number 45129: 33,783.38Total for 10/2/2015: 0192 Grainger, Inc 10/08/2015ACH 9839556355 PW Parts PW Parts 111.41 9841096994 PW Parts PW Parts 157.02 268.43Total for this ACH Check for Vendor 0192: 0220 Minnesota Department of Labor & Industry 10/08/2015ACH 23154123005 Q3 2015 Building Surcharge Report Q3 2015 Building Surcharge Report 7,375.63 7,375.63Total for this ACH Check for Vendor 0220: 0285 Xcel Energy 10/08/2015ACH 472309800 Aug-Sept 2015 Charges Aug-Sept 2015 Charges 3,340.34 3,340.34Total for this ACH Check for Vendor 0285: 0382 ICMA Retirement Trust - 106944 10/08/2015ACH PR Batch 00100.10.2015 ICMA Employer Percent 401PR Batch 00100.10.2015 ICMA Employer Percent 401 358.14 PR Batch 00100.10.2015 ICMA Employee Percent 401PR Batch 00100.10.2015 ICMA Employee Percent 401 310.39 668.53Total for this ACH Check for Vendor 0382: 0387 ICMA Retirement Trust- #302482 10/08/2015ACH PR Batch 00100.10.2015 ICMA Employee PercentPR Batch 00100.10.2015 ICMA Employee Percent 528.69 PR Batch 00100.10.2015 ICMA Employee DeductionPR Batch 00100.10.2015 ICMA Employee Deduction 1,468.08 1,996.77Total for this ACH Check for Vendor 0387: 1041 Aaron Thelen 10/08/2015ACH 10022015-AT 9/22-10/1 Mileage Reimbursement 9/22-10/1 Mileage Reimbursement 14.56 14.56Total for this ACH Check for Vendor 1041: 1782 Willie McCray 10/08/2015ACH 100 9/10-9/15 Umpire Services 9/10-9/15 Umpire Services 208.00 101 9/22, 9/24 Umpire Services 9/22, 9/24 Umpire Services 208.00 416.00Total for this ACH Check for Vendor 1782: 1785 EcoEnvelopes 10/08/2015ACH 10082015-Eco October 2015 Utility Billing Postage October 2015 Utility Billing Postage 329.67 10082015-Eco October 2015 Utility Billing Postage October 2015 Utility Billing Postage 329.66 10082015-Eco October 2015 Utility Billing Postage October 2015 Utility Billing Postage 329.67 Page 5AP Checks by Date - Detail by Check Date (10/8/2015 2:22 PM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 989.00Total for this ACH Check for Vendor 1785: 5596 Jamar Company 10/08/2015ACH 396193 PW Parts PW Parts 306.00 306.00Total for this ACH Check for Vendor 5596: 5648 Matthew Bachler 10/08/2015ACH 10052015-MB P&Z Conferences P&Z Conferences 230.62 230.62Total for this ACH Check for Vendor 5648: TOII Tokle Inspections, Inc 10/08/2015ACH 10012015-Tokle September 2015 Inspections September 2015 Inspections 2,864.80 2,864.80Total for this ACH Check for Vendor TOII: 0761 Electric Pump, Inc 10/08/2015ACH 0056147-IN Lift Station Repair Lift Station Repair 10,093.07 10,093.07Total for this ACH Check for Vendor 0761: CPF1 Central Pension Fund 10/08/201545130 09302015-CPF September 2015 Contributions September 2015 Contributions 1,228.80 1,228.80Total for Check Number 45130: 0296 City of Arden Hills 10/08/201545131 10052015-PC September 2015 Petty Cash Rec September 2015 Petty Cash Rec 67.95 10052015-PC September 2015 Petty Cash Rec September 2015 Petty Cash Rec 15.96 10052015-PC September 2015 Petty Cash Rec September 2015 Petty Cash Rec 102.67 186.58Total for Check Number 45131: 6200 Flaherty's Arden Bowl 10/08/201545132 FAB5054 2015 State of the City Meeting 2015 State of the City Meeting 613.60 613.60Total for Check Number 45132: 8931 HR Specialist 10/08/201545133 SBQ1R04-2016 2016 Subscription Renewal 2016 Subscription Renewal 249.00 249.00Total for Check Number 45133: 0390 INT'L Union Operating Engineers-Union Dues10/08/201545134 09112015-INT September 2015 Union Dues September 2015 Union Dues 268.00 268.00Total for Check Number 45134: 0147 ISD 621-Mounds View Community Ed 10/08/201545135 6005 Valentine Hills Facility Rental Valentine Hills Facility Rental 760.00 6075 Valentine Hills Facility Rental Valentine Hills Facility Rental 17.33 777.33Total for Check Number 45135: 1450 League of MN Cities Inc. Trust (SP) 10/08/201545136 09302015-LMC Claim #11053070 Q3/Q3 Payment Claim #11053070 Q3/Q3 Payment 921.20 921.20Total for Check Number 45136: 0214 LTG Power Equipment 10/08/201545137 194722 PW Parts PW Parts 70.96 Page 6AP Checks by Date - Detail by Check Date (10/8/2015 2:22 PM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 70.96Total for Check Number 45137: 9455 Minnesota Pump Works 10/08/201545138 7609 Sewer/Water Supplies Sewer/Water Supplies 55.34 7609 Sewer/Water Supplies Sewer/Water Supplies 55.34 110.68Total for Check Number 45138: 5663 Nova-Frost Incorporated 10/08/201545139 14-1464 County Road E Expenses County Road E Expenses 6,208.00 6,208.00Total for Check Number 45139: 3100 Provident Life and Accident Ins Co 10/08/201545140 9672443-0915 September 2015 UNUM Payment September 2015 UNUM Payment 85.10 85.10Total for Check Number 45140: 0811 Ramsey County 10/08/201545141 PRRLG-001443 Q3 2015 Election Contract Payment Q3 2015 Election Contract Payment 4,682.00 4,682.00Total for Check Number 45141: 0327 Staples Business Advantage 10/08/201545142 3277518667 Office Supplies Office Supplies 17.16 3277665521 Office Supplies Office Supplies 117.77 3277964243 Office Supplies Office Supplies 137.98 272.91Total for Check Number 45142: 0576 TimeSaver Off Site Secretarial 10/08/201545143 M21584 8/31 CC Mtg, 9/9 Plan Com Mtg 8/31 CC Mtg, 9/9 Plan Com Mtg 166.00 M21584 8/31 CC Mtg, 9/9 Plan Com Mtg 8/31 CC Mtg, 9/9 Plan Com Mtg 228.50 394.50Total for Check Number 45143: 0242 Met Council Environ. Service-SAC 10/08/201545144 10062015-SAC September 2015 SAC Payment September 2015 SAC Payment 19,681.20 19,681.20Total for Check Number 45144: 0811 Ramsey County 10/08/201545145 PUBW-014965 August 2015 Labor/Parts Expenses August 2015 Labor/Parts Expenses 9,840.00 PUBW-014965 August 2015 Labor/Parts Expenses August 2015 Labor/Parts Expenses 3,524.38 13,364.38Total for Check Number 45145: 77,677.99Total for 10/8/2015: Report Total (74 checks): 111,461.37 Page 7AP Checks by Date - Detail by Check Date (10/8/2015 2:22 PM) Page 1 of 2 DATE: October 13, 2015 TO: Honorable Mayor and City Councilmembers Sue Iverson, Acting City Administrator FROM: John Anderson, Acting Public Works Director SUBJECT: 2015 Pavement Management Program (PMP) Pay Estimate #5 Requested Action Approve Payment #5 to Valley Paving, Inc. in the amount of $891,657.91 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 fifth pay request includes work through September 25, 2015. Five percent is being withheld from the work completed according to the contract documents. The payment is in the amount of $849,164.38. Major items of work for this payment are:  road excavation/granular fill (Venus/Crystal)  water main replacement (Venus/Crystal)  storm sewer (Venus/Crystal) CONSENT ITEM – 6B MEMORANDUM Page 2 of 2 Financial Implications The following breakdown shows the funding sources and the amounts for Payment #5 Funding Source Amount PIR $ 507,375.72 Surface Water Management $ 150,302.10 Water Utility $ 178,239.60 Sanitary Sewer Utility $ 13,246.96 Total $ 849,164.38 Attachments Attachment A: Payment Estimate #5 PARTIAL PAY ESTIMATE #5 FROM: TO: CONTRACTOR: Valley Paving, Inc ADDRESS: 8800 13th Avenue E Shakopee, MN 55379 OWNER: City of Arden Hills, MN PROJECT: SUBSTANTIAL COMPLETION DATE AMOUNT OF CONTRACT October 31, 2015 ORIGINAL: 3,896,796.88 $ REVISED: 3,826,471.88 $ ITEM NO. ITEM DESCRIPTION UNIT QTY. UNIT PRICE QTY. TOTAL PRICE QTY. TOTAL PRICE SCHEDULE 1.0 - STREET (GRANT/NOBLE) 1 2021.501 MOBILIZATION LS 1.00 52,200.00 0.50 $26,100.00 1.00 $52,200.00 2 2101.502 CLEARING TREE 8.00 255.00 0.00 $0.00 6.00 $1,530.00 3 2101.507 GRUBBING TREE 8.00 113.00 0.00 $0.00 6.00 $678.00 4 2104.505 REMOVE CONCRETE PAVEMENT SY 625.00 8.50 0.00 $0.00 924.00 $7,854.00 5 2104.505 REMOVE BITUMINOUS PAVEMENT SY 14,160.00 2.88 8,298.00 $23,898.24 13,692.00 $39,432.96 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 60.00 $3,690.00 8 2104.511 SAW CUT CONCRETE (FULL DEPTH) LF 1,440.00 2.82 0.00 $0.00 458.00 $1,291.56 9 2104.513 SAW CUT BITUMINOUS (FULL DEPTH) LF 900.00 2.00 473.00 $946.00 723.00 $1,446.00 10 2105.501 COMMON EXCAVATION (P) CY 7,815.82 14.50 0.00 $0.00 5,246.00 $76,067.00 11 2105.507 SUBGRADE EXCAVATION CY 580.00 14.50 0.00 $0.00 758.00 $10,991.00 12 2105.522 SELECT GRANULAR BORROW (CV) CY 580.00 24.00 0.00 $0.00 355.00 $8,520.00 13 2105.525 TOPSOIL BORROW CY 1,000.00 28.00 889.00 $24,892.00 992.00 $27,776.00 14 2105.604 GEOTEXTILE FABRIC TYPE V SY 1,750.00 0.85 0.00 $0.00 972.00 $826.20 15 2211.501 AGGREGATE BASE, CLASS 7 TON 6,250.00 0.01 5,010.00 $50.10 5,010.00 $50.10 16 2211.501 AGGREGATE BASE, CLASS 7 (DRIVEWAY) TON 650.00 17.40 74.00 $1,287.60 103.00 $1,792.20 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 2.33 0.00 $0.00 0.00 $0.00 19 2357.502 BITUMINOUS MATERIAL FOR TACK COAT GAL 565.00 2.00 25.00 $50.00 115.00 $230.00 20 2360.501 TYPE SP 12.5 WEARING COURSE MIXTURE TON 1,150.00 64.15 0.00 $0.00 11.00 $705.65 21 2360.501 TYPE SP 9.5 WEARING COURSE MIXTURE (TRAIL) TON 15.00 105.00 0.00 $0.00 48.00 $5,040.00 22 2360.501 TYPE SP 12.5 WEARING COURSE MIXTURE (DRIVEWAY) TON 30.00 105.00 34.00 $3,570.00 34.00 $3,570.00 23 2360.501 TYPE SP 12.5 NONWEARING COURSE MIXTURE TON 1,500.00 62.70 0.00 $0.00 970.00 $60,819.00 24 2504.601 IRRIGATION REPAIR EACH 10.00 100.00 0.00 $0.00 10.00 $1,000.00 25 2531.501 CONCRETE CURB & GUTTER B618 LF 8,100.00 10.10 0.00 $0.00 5,772.00 $58,297.20 26 2531.511 4" CONCRETE WALK SF 210.00 5.43 0.00 $0.00 111.00 $602.73 27 2531.511 CONCRETE PAVEMENT (6" THICK) SF 11,310.00 4.41 0.00 $0.00 8,745.00 $38,565.45 28 2531.511 CONCRETE PAVEMENT (SPECIAL) (6" THICK) SF 300.00 12.71 0.00 $0.00 15.00 $190.65 29 2531.618 TRUNCATED DOMES SF 48.00 41.00 0.00 $0.00 68.00 $2,788.00 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 0.00 $0.00 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 0.00 $0.00 587.50 $1,880.00 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 3.00 40.00 0.00 $0.00 2.00 $80.00 37 2573.607 ROADWAY ROCK CHECK DAM CY 100.00 31.00 30.00 $930.00 39.27 $1,217.37 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 9,000.00 1.28 0.00 $0.00 5,760.00 $7,372.80 40 2575.607 LANDSCAPE ROCK CY 30.00 100.00 0.00 $0.00 0.00 $0.00 41 SPEC DENSITY TEST EACH 25.00 80.00 0.00 $0.00 0.00 $0.00 42 SPEC PROCTOR TEST EACH 3.00 155.00 0.00 $0.00 1.00 $155.00 August 29, 2015 September 25, 2015 2015 PMP Improvements THIS PERIOD ORIGINAL: REVISED: ORIGINAL CONTRACT TOTAL TO DATE 1 ITEM NO. ITEM DESCRIPTION UNIT QTY. UNIT PRICE QTY. TOTAL PRICE QTY. TOTAL PRICE THIS PERIOD ORIGINAL CONTRACT TOTAL TO DATE 43 SPEC GRADATION TEST EACH 3.00 140.00 0.00 $0.00 3.00 $420.00 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 6.00 215.00 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 2.00 $56.00 SCHEDULE 1.0 - STREET (GRANT/NOBLE) -- TOTAL $81,723.94 $418,262.37 SCHEDULE 2.0 - STREET (VENUS/CRYSTAL) 1 2021.501 MOBILIZATION LS 1.00 135,000.00 0.50 $67,500.00 1.00 $135,000.00 2 2101.502 CLEARING TREE 15.00 255.00 0.00 $0.00 18.00 $4,590.00 3 2101.507 GRUBBING TREE 15.00 113.00 0.00 $0.00 18.00 $2,034.00 4 2104.501 REMOVE CONCRETE CURB AND GUTTER LF 254.00 4.90 46.00 $225.40 46.00 $225.40 5 2104.505 REMOVE CONCRETE PAVEMENT SY 1,055.00 8.50 1,429.00 $12,146.50 1,548.00 $13,158.00 6 2104.505 REMOVE BITUMINOUS PAVEMENT SY 31,250.00 2.85 11,160.00 $31,806.00 25,067.00 $71,440.95 7 2104.523 SALVAGE SIGN EACH 61.00 25.60 0.00 $0.00 0.00 $0.00 8 2104.523 SALVAGE MAILBOX EACH 104.00 61.50 0.00 $0.00 104.00 $6,396.00 9 2104.523 SALVAGE MAILBOX (SPECIAL) EACH 1.00 3,500.00 0.00 $0.00 0.00 $0.00 10 2104.618 SALVAGE BRICK PAVERS SF 1,530.00 2.55 0.00 $0.00 197.00 $502.35 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 2.80 355.00 $994.00 530.00 $1,484.00 13 2104.513 SAW CUT BITUMINOUS (FULL DEPTH) LF 1,175.00 2.00 373.00 $746.00 672.00 $1,344.00 14 2105.501 COMMON EXCAVATION (P) CY 21,622.74 12.35 9,968.30 $123,108.51 19,120.30 $236,135.71 15 2105.522 SELECT GRANULAR BORROW (CV) (P) CY 10,250.00 24.00 5,086.00 $122,064.00 8,755.00 $210,120.00 16 2105.525 TOPSOIL BORROW CY 2,255.00 28.00 566.00 $15,848.00 566.00 $15,848.00 17 2105.603 MINOR GRADING LF 160.00 20.00 0.00 $0.00 0.00 $0.00 18 2105.604 GEOTEXTILE FABRIC TYPE V SY 30,660.00 0.85 15,485.00 $13,162.25 27,377.00 $23,270.45 19 2211.501 AGGREGATE BASE, CLASS 7 TON 13,500.00 0.01 5,005.00 $50.05 5,005.00 $50.05 20 2211.501 AGGREGATE BASE, CLASS 7 (DRIVEWAY) TON 855.00 17.50 271.00 $4,742.50 450.00 $7,875.00 21 2232.501 MILL BITUMINOUS PAVEMENT SY 45.00 6.75 0.00 $0.00 0.00 $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 1,225.00 2.00 75.00 $150.00 200.00 $400.00 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 61.00 $6,405.00 91.00 $9,555.00 27 2360.501 TYPE SP 12.5 NONWEARING COURSE MIXTURE TON 3,050.00 63.40 409.00 $25,930.60 902.00 $57,186.80 28 2504.601 IRRIGATION REPAIR EACH 20.00 100.00 2.00 $200.00 2.00 $200.00 29 2531.501 CONCRETE CURB & GUTTER B618 LF 17,600.00 10.10 3,691.00 $37,279.10 10,880.00 $109,888.00 30 2531.511 4" CONCRETE WALK SF 125.00 5.43 24.00 $130.32 52.00 $282.36 31 2531.511 CONCRETE PAVEMENT (6" THICK) SF 18,500.00 4.41 4,754.00 $20,965.14 14,276.00 $62,957.16 32 2531.511 CONCRETE PAVEMENT (SPECIAL) (6" THICK) SF 400.00 12.71 5.00 $63.55 161.00 $2,046.31 33 2531.618 TRUNCATED DOMES SF 12.00 41.00 0.00 $0.00 0.00 $0.00 34 2540.603 LANDSCAPE 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 10.00 0.00 $0.00 0.00 $0.00 36 2563.601 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 1,460.75 $4,411.47 40 2573.520 SEDIMENT REMOVAL BACKHOE HR 40.00 50.00 0.00 $0.00 0.00 $0.00 41 2573.602 TEMPORARY ROCK CONSTRUCTION ENTRANCE EACH 3.00 40.00 0.00 $0.00 3.00 $120.00 42 2573.607 ROADWAY ROCK CHECK DAM CY 100.00 30.00 93.00 $2,790.00 187.00 $5,610.00 2 ITEM NO. ITEM DESCRIPTION UNIT QTY. UNIT PRICE QTY. TOTAL PRICE QTY. TOTAL PRICE THIS PERIOD ORIGINAL CONTRACT TOTAL TO DATE 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 1.00 $155.00 48 SPEC GRADATION TEST EACH 5.00 140.00 0.00 $0.00 4.00 $560.00 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 3.00 $645.00 51 SPEC EXTRACTION/GRADATION EACH 16.00 255.00 0.00 $0.00 1.00 $255.00 52 SPEC NUCLEAR BITUMINOUS DENSITY EACH 40.00 28.00 0.00 $0.00 19.00 $532.00 SCHEDULE 2.0 - STREET (VENUS/CRYSTAL) -- TOTAL $486,306.92 $984,278.00 SCHEDULE 3.0 - STORM SEWER 1 2104.501 REMOVE SEWER PIPE (STORM) LF 889.00 7.00 348.00 $2,436.00 933.00 $6,531.00 2 2104.501 REMOVE FENCE LF 165.00 4.10 0.00 $0.00 20.00 $82.00 3 2104.509 REMOVE DRAINAGE STRUCTURE EACH 40.00 400.00 16.00 $6,400.00 41.00 $16,400.00 4 2104.523 SALVAGE BENCH EACH 1.00 100.00 0.00 $0.00 1.00 $100.00 5 2105.501 POND EXCAVATION (RAINWATER GARDEN) (CV) CY 2,550.00 16.00 315.00 $5,040.00 1,733.00 $27,728.00 6 2502.603 6-INCH PERF TP PIPE DRAIN W/SOCK LF 20,450.00 6.95 7,024.00 $48,816.80 14,388.00 $99,996.60 7 2503.511 12" RCP CL V STORM SEWER LF 850.00 28.50 201.00 $5,728.50 804.00 $22,914.00 8 2503.511 15" RCP CL V STORM SEWER LF 3,277.00 28.50 900.00 $25,650.00 2,471.00 $70,423.50 9 2503.541 18" RCP CL III STORM SEWER LF 65.00 34.50 0.00 $0.00 65.00 $2,242.50 10 2503.541 21" RCP CL III STORM SEWER LF 82.00 37.00 82.00 $3,034.00 82.00 $3,034.00 11 2503.541 24" RCP CL III STORM SEWER LF 82.00 38.75 82.00 $3,177.50 82.00 $3,177.50 12 2503.602 CONNECT TO EXISTING STORM SEWER EACH 23.00 405.00 14.00 $5,670.00 19.00 $7,695.00 13 2503.603 4" PVC SERVICE PIPE SCH 40 LF 120.00 37.25 7.00 $260.75 228.00 $8,493.00 14 2504.602 WATER SERVICE ADJUSTMENT EACH 6.00 800.00 0.00 $0.00 7.00 $5,600.00 15 2504.603 1" WATER SERVICE (ADJUSTMENT) LF 240.00 30.00 0.00 $0.00 0.00 $0.00 16 2506.502 CONST DRAINAGE STRUCTURE DESIGN SPEC 24"X36" EACH 22.00 1,675.00 6.00 $10,050.00 20.00 $33,500.00 17 2506.502 CONST DRAINAGE STRUCTURE DESIGN 48-4020 EACH 39.00 2,165.00 12.00 $25,980.00 35.00 $75,775.00 18 2506.502 CONST DRAINAGE STRUCTURE DESIGN 60-4020 EACH 1.00 3,285.00 1.00 $3,285.00 1.00 $3,285.00 19 2506.502 CONST DRAINAGE STRUCTURE DESIGN 48-4020 (SUMP) EACH 5.00 6,480.00 1.00 $6,480.00 4.00 $25,920.00 20 2506.602 ADJUST STORM STRUCTURE EACH 1.00 6,035.00 1.00 $6,035.00 1.00 $6,035.00 21 2511.501 RANDOM RIP RAP CLASS IV CY 130.00 95.00 22.00 $2,090.00 60.00 $5,700.00 22 2511.607 GRANULAR BEDDING, RAIN WATER GARDEN (CV) CY 811.00 31.30 90.00 $2,817.00 375.00 $11,737.50 23 2540.602 INSTALL SALVAGED BENCH EACH 1.00 200.00 0.00 $0.00 0.00 $0.00 24 2540.603 LANDSCAPE EDGER, STEEL (RAIN WATER GARDEN) LF 3,100.00 7.00 0.00 $0.00 1,395.00 $9,765.00 25 2540.618 ROCK RETAINING WALL SF 1,500.00 18.00 0.00 $0.00 720.00 $12,960.00 26 2554.602 12" FLARED END SECTION W/ TRASHGUARD EACH 2.00 700.00 0.00 $0.00 1.00 $700.00 27 2557.603 SPLIT RAIL WOOD FENCE LF 290.00 12.30 123.00 $1,512.90 123.00 $1,512.90 28 2571.541 TRANSPLANT TREE TREE 4.00 500.00 0.00 $0.00 1.00 $500.00 29 2573.530 INLET PROTECTION (WIMCO) EACH 92.00 95.00 34.00 $3,230.00 39.00 $3,705.00 30 2573.530 INLET PROTECTION (STRUCTURE W/O CASTING) EACH 61.00 145.00 11.00 $1,595.00 38.00 $5,510.00 31 2573.602 INLET SEDIMENT REMOVAL EACH 75.00 35.00 70.00 $2,450.00 70.00 $2,450.00 32 2575.512 MULCH MATERIAL, TYPE SPECIAL CY 80.00 55.00 0.00 $0.00 97.00 $5,335.00 33 2575.523 EROSION CONTROL BLANKET (CATEGORY 6) SY 35.00 7.70 0.00 $0.00 0.00 $0.00 34 2575.550 COMPOST GRADE 2 CY 160.00 50.00 0.00 $0.00 213.00 $10,650.00 35 SPEC TRACE WIRE (DRAIN TILE) LF 20,450.00 0.35 7,024.00 $2,458.40 14,388.00 $5,035.80 36 SPEC DRAIN TILE CONNECTION STUB EACH 25.00 250.00 8.00 $2,000.00 8.00 $2,000.00 37 SPEC STEEL FIBER (RAIN WATER GARDEN) TONS 65.00 1,265.00 0.00 $0.00 0.00 $0.00 3 ITEM NO. ITEM DESCRIPTION UNIT QTY. UNIT PRICE QTY. TOTAL PRICE QTY. TOTAL PRICE THIS PERIOD ORIGINAL CONTRACT TOTAL TO DATE 38 SPEC DENSITY TEST EACH 30.00 80.00 0.00 $0.00 3.00 $240.00 39 SPEC PROCTOR TEST EACH 3.00 155.00 0.00 $0.00 1.00 $155.00 SCHEDULE 3.0 - STORM -- TOTAL $176,196.85 $496,888.30 SCHEDULE 4.0 - WATERMAIN 1 2104.509 REMOVE AND REPLACE HYDRANT AND VALVE EACH 15.00 6,765.00 0.00 $0.00 12.00 $81,180.00 2 2104.509 REMOVE AND REPLACE BUTTERFLY VALVE EACH 1.00 3,930.00 0.00 $0.00 1.00 $3,930.00 3 2104.509 REMOVE AND REPLACE GATE VALVE EACH 5.00 2,617.00 0.00 $0.00 3.00 $7,851.00 4 2104.509 REMOVE HYDRANT EACH 15.00 336.50 9.00 $3,028.50 15.00 $5,047.50 5 2104.509 REMOVE VALVE EACH 19.00 140.00 10.00 $1,400.00 19.00 $2,660.00 6 2104.509 REMOVE WATER SERVICE (GRANT/NOBLE) EACH 3.00 285.00 0.00 $0.00 3.00 $855.00 7 2104.603 ABANDON WATERMAIN LF 6,505.00 3.90 3,787.00 $14,769.30 6,505.00 $25,369.50 8 2104.603 ABANDON SERVICE LF 2,755.00 0.52 0.00 $0.00 2,384.00 $1,239.68 9 2503.604 4" INSULATION SY 40.00 938.50 0.00 $0.00 78.00 $73,203.00 10 2504.601 TEMPORARY WATER SERVICE LS 1.00 26,660.00 0.00 $0.00 1.00 $26,660.00 11 2504.602 ADJUST VALVE EACH 1.00 345.00 0.00 $0.00 0.00 $0.00 12 2504.602 CONNECT 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 5.00 $24,685.00 15.00 $74,055.00 14 2504.602 6" GATE VALVE AND BOX EACH 15.00 1,280.00 3.00 $3,840.00 15.00 $19,200.00 15 2504.602 12" BUTTERFLY VALVE AND BOX EACH 4.00 1,855.00 0.00 $0.00 5.00 $9,275.00 16 2504.602 WATER SERVICE CONNECTION EACH 88.00 604.00 34.00 $20,536.00 88.00 $53,152.00 17 2504.603 1" WATER SERVICE LF 2,755.00 30.90 721.00 $22,278.90 3,105.00 $95,944.50 18 2504.603 6" WATERMAIN LF 5,370.00 26.00 457.00 $11,882.00 4,977.00 $129,402.00 19 2504.603 12" WATERMAIN LF 1,295.00 41.40 0.00 $0.00 1,295.00 $53,613.00 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 $102,419.70 $662,637.18 SCHEDULE 5.0 - SANITARY SEWER 1 2104.501 REMOVE SEWER PIPE (SANITARY) LF 10.00 15.55 0.00 $0.00 10.00 $155.50 2 2503.602 CONNECT TO EXISTING SANITARY SEWER EACH 2.00 180.00 0.00 $0.00 2.00 $360.00 3 2503.603 8" PVC SANITARY SEWER MAIN LF 10.00 61.90 0.00 $0.00 10.00 $619.00 4 2506.522 ADJUST FRAME RING AND CASTING EACH 53.00 885.00 18.00 $15,930.00 18.00 $15,930.00 5 2506.602 ADJUST SANITARY STRUCTURE EACH 15.00 785.00 3.00 $2,355.00 3.00 $2,355.00 SCHEDULE 5.0 - SANITARY SEWER -- TOTAL $18,285.00 $19,419.50 SCHEDULE 6.0 - ASBURY AVENUE 1 2535.501 BITUMINOUS CURB LF 851.00 6.50 0.00 $0.00 1,202.00 $7,813.00 2 2575.604 RESTORATION SY 400.00 11.00 0.00 $0.00 868.00 $9,548.00 SCHEDULE 6.0 - ASBURY AVENUE -- TOTAL $0.00 $17,361.00 ALTERNATE 2.0 - ADDITIONAL WATERMAIN 1 2104.509 REMOVE AND REPLACE HYDRANT AND VALVE EACH -4.00 6,765.00 0.00 $0.00 0.00 $0.00 2 2104.509 REMOVE HYDRANT EACH 4.00 336.50 0.00 $0.00 4.00 $1,346.00 3 2104.509 REMOVE VALVE EACH 1.00 140.00 0.00 $0.00 1.00 $140.00 4 2104.603 ABANDON WATERMAIN LF 2,320.00 3.90 1,568.00 $6,115.20 2,320.00 $9,048.00 5 2104.603 ABANDON SERVICE LF 950.00 0.52 0.00 $0.00 283.00 $147.16 6 2504.601 TEMPORARY WATER SERVICE LS 1.00 9,266.00 0.00 $0.00 0.30 $2,779.80 4 ITEM NO. ITEM DESCRIPTION UNIT QTY. UNIT PRICE QTY. TOTAL PRICE QTY. TOTAL PRICE THIS PERIOD ORIGINAL CONTRACT TOTAL TO DATE 7 2504.602 ADJUST VALVE EACH -1.00 345.00 0.00 $0.00 0.00 $0.00 8 2504.602 CONNECT TO EXISTING WATERMAIN EACH -10.00 1,858.00 0.00 $0.00 1.00 $1,858.00 9 2504.602 INSTALL HYDRANT AND VALVE EACH 4.00 4,937.00 0.00 $0.00 4.00 $19,748.00 10 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 34.00 $20,536.00 12 2504.603 1" WATER SERVICE LF 950.00 30.90 667.00 $20,610.30 950.00 $29,355.00 13 2504.603 6" WATERMAIN LF 1,920.00 26.00 0.00 $0.00 1,920.00 $49,920.00 14 2504.603 12" WATERMAIN LF 400.00 41.40 0.00 $0.00 390.00 $16,146.00 ALTERNATE 2.0 - ADDITIONAL WATERMAIN -- TOTAL $26,725.50 $151,023.96 BID SUMMARY SCHEDULE 1.0 - STREET (GRANT/NOBLE) -- TOTAL $81,723.94 $418,262.37 SCHEDULE 2.0 - STREET (VENUS/CRYSTAL) -- TOTAL $486,306.92 $984,278.00 SCHEDULE 3.0 - STORM -- TOTAL $176,196.85 $496,888.30 SCHEDULE 4.0 - WATERMAIN -- TOTAL $102,419.70 $662,637.18 SCHEDULE 5.0 - SANITARY SEWER -- TOTAL $18,285.00 $19,419.50 SCHEDULE 6.0 - ASBURY AVENUE -- TOTAL $0.00 $17,361.00 ALTERNATE 2.0 - ADDITIONAL WATERMAIN -- TOTAL $26,725.50 $151,023.96 TOTAL BID SUMMARY THIS PERIOD $891,657.91 TOTAL BID SUMMARY TO DATE $2,749,870.31 AMOUNT EARNED AMOUNT RETAINED MATERIAL ON SITE MATERIAL DEDUCT. PREVIOUS PAYMENTS AMOUNT DUE TOTAL THIS PERIOD $891,657.91 $42,493.53 $0.00 $0.00 ********************************** $849,164.38 $0.00 $1,763,212.41 $849,164.38 $0.00 TOTAL TO DATE $2,749,870.31 THIS PERIOD TOTAL TO DATE $137,493.52 5 DATE: October 12, 2015 TO: City Councilmembers Sue Iverson, Acting 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 – 8A MEMORANDUM NEW BUSINESS – 9A MEMORANDUM DATE: October 12, 2015 TO: Honorable Mayor and City Council Members FROM: Sue Iverson, Acting City Administrator Director of Finance and Administrative Services SUBJECT: Council Vacancy Background Do to the unexpected passing of Councilmember Robert Woodburn on October 2, 2015, a vacancy now exists on the City Council. This vacancy will need to be filled by Council appointment until an election is held. Since more than two years remain in the unexpired term, a special election will be held at the next regular City election. The appointed person shall serve until the qualification of a successor is elected at a special election to fill the unexpired portion of the term. Discussion The City Council will need to adopt a resolution declaring the vacancy which also indicates that we will hold the special election next November. Staff has been in contact with both Ramsey County and the City Attorney in order to insure that we file the proper paperwork and notices. The City Council will need to determine how they wish to proceed with appointing someone to this vacancy until a special election is held. Council Action A motion to approve Resolution 015-045, a resolution declaring a vacancy of the City Council. Attachment Attachment A: Resolution 2015-045 CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 2015-45 RESOLUTION DECLARING A VACANCY ON THE CITY COUNCIL WHEREAS, on October 2, 2015, City Councilmember Robert Woodburn passed away; and WHEREAS, under Minn. Stat. § 351.02 an elected office becomes vacant on the death of an incumbent; and WHEREAS, 38 months remain on Councilmember Woodburn’s unexpired term; and WHEREAS, pursuant to Minn. Stat. § 412.02 subd. 2a, the Arden Hills City Council is required to fill the vacancy on the City Council by appointment until the qualification of a successor elected at a special election to fill the unexpired portion of the term held on or before the next regular City election. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Arden Hills: 1. A vacancy is declared to exist on the City Council created by the death of Councilmember Woodburn. 2. Pursuant to Minn. Stat. § 412.02 subd. 2a, the Council will appoint a person to fill the vacancy until the qualification of a successor elected at a special election to fill the unexpired portion of the term held on or before the next regular City election. PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 12th DAY OF OCTOBER, 2015. ________________________________ DAVID GRANT, MAYOR ATTEST: AMY DIETL, CITY CLERK