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Home My WebLink About06-13-16-RAPPROVAL OF AGENDA PUBLIC INQUIRIES/INFORMATIONAL Public inquiries/informational is an opportunity for citizens to bring to the Council ’s attention any items not currently on the agenda. In addressing the Council, please state your name and address for the record, and a brief summary of the specific item being addressed to the Council. To allow adequate time for each person wishing to address the Council, we ask that individuals limit their comments to three (3) minutes. Written documents may be distributed to the Council prior to the meeting, or as bench copies, to allow a more timely presentation. STAFF COMMENTS Rice Creek Commons (TCAAP) And Joint Development Authority (JDA) Update Sue Iverson, Interim City Administrator and Director of Finance and Administrative Services MEMO.PDF, ATTACHMENT A.PDF Transportation Update John Anderson, Acting Director of Public Works MEMO.PDF APPROVAL OF MINUTES April 25, 2016, Regular City Council 04 -25 -16 -R.PDF May 16, 2016, City Council Work Session 05 -16 -16 -WS.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. Motion To Approve Claims And Payroll Sue Iverson, Interim City Administrator and Director of Finance and Administrative Services Ashley Bertrand, Accounting Analyst MEMO.PDF Authorization To Appoint Seasonal Maintenance Worker Sue Iverson, Interim City Administrator and Director of Finance and Administrative Services MEMO.PDF, ATTACHMENT A.PDF Lakeshore Place Landscaping John Anderson, Acting Public Works Director MEMO.PDF Round Lake Road Area Improvement - Payment #11 John Anderson, Acting Public Works Director MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDF Resolution 2016 -18 Ordering Public Hearing For I -35W MnPASS Project John Anderson, Acting Public Works Director MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDF, ATTACHMENT C.PDF, ATTACHMENT D.PDF PULLED CONSENT ITEMS Those items that are pulled from the Consent Calendar will be removed from the general order of business and considered separately in its normal sequence on the agenda. PUBLIC HEARINGS Under this Public Hearing section, citizens have an opportunity to discuss ideas regarding TCAAP development. Please be sure to complete a "Request to Appear before City Council" form (available at the back table). Completed forms may be given to the City Clerk. TCAAP Development Discussion Opportunity For Residents NEW BUSINESS UNFINISHED BUSINESS COUNCIL COMMENTS ADJOURN Mayor: David Grant Councilmembers: Brenda Holden Fran Holmes Dave McClung Jonathan Wicklund Regular City Council Agenda June 13, 2016 7:00 p.m. City Hall Address: 1245 W Highway 96 Arden Hills MN 55112 Phone: 651 -792 -7800 Website : www.cityofardenhills.org City Vision Arden Hills is a strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, well -maintained infrastructure, fiscal soundness, and our long -standing tradition as a desirable City in which to live, work, and play. CALL TO ORDER 1. 2. 3. 3.A. Documents: 3.B. Documents: 4. 4.A. Documents: 4.B. Documents: 5. 5.A. Documents: 5.B. Documents: 5.C. Documents: 5.D. Documents: 5.E. Documents: 6. 7. 7.A. 8. 9. 10. APPROVAL OF AGENDAPUBLIC INQUIRIES/INFORMATIONALPublic inquiries/informational is an opportunity for citizens to bring to the Council ’s attention any items not currently on the agenda. In addressing the Council, please state your name and address for the record, and a brief summary of the specific item being addressed to the Council. To allow adequate time for each person wishing to address the Council, we ask that individuals limit their comments to three (3) minutes. Written documents may be distributed to the Council prior to the meeting, or as bench copies, to allow a more timely presentation.STAFF COMMENTSRice Creek Commons (TCAAP) And Joint Development Authority (JDA) UpdateSue Iverson, Interim City Administrator and Director of Finance and Administrative Services MEMO.PDF, ATTACHMENT A.PDFTransportation UpdateJohn Anderson, Acting Director of Public Works MEMO.PDFAPPROVAL OF MINUTESApril 25, 2016, Regular City Council04-25 -16 -R.PDF May 16, 2016, City Council Work Session 05 -16 -16 -WS.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. Motion To Approve Claims And Payroll Sue Iverson, Interim City Administrator and Director of Finance and Administrative Services Ashley Bertrand, Accounting Analyst MEMO.PDF Authorization To Appoint Seasonal Maintenance Worker Sue Iverson, Interim City Administrator and Director of Finance and Administrative Services MEMO.PDF, ATTACHMENT A.PDF Lakeshore Place Landscaping John Anderson, Acting Public Works Director MEMO.PDF Round Lake Road Area Improvement - Payment #11 John Anderson, Acting Public Works Director MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDF Resolution 2016 -18 Ordering Public Hearing For I -35W MnPASS Project John Anderson, Acting Public Works Director MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDF, ATTACHMENT C.PDF, ATTACHMENT D.PDF PULLED CONSENT ITEMS Those items that are pulled from the Consent Calendar will be removed from the general order of business and considered separately in its normal sequence on the agenda. PUBLIC HEARINGS Under this Public Hearing section, citizens have an opportunity to discuss ideas regarding TCAAP development. Please be sure to complete a "Request to Appear before City Council" form (available at the back table). Completed forms may be given to the City Clerk. TCAAP Development Discussion Opportunity For Residents NEW BUSINESS UNFINISHED BUSINESS COUNCIL COMMENTS ADJOURN Mayor:David Grant Councilmembers:Brenda Holden Fran HolmesDave McClungJonathan Wicklund Regular City Council Agenda June 13, 20167:00 p.m. City Hall Address:1245 W Highway 96 Arden Hills MN 55112 Phone:651 -792 -7800 Website : www.cityofardenhills.org City VisionArden Hills is a strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, well -maintained infrastructure, fiscal soundness, and our long -standing tradition as a desirable City in which to live, work, and play.CALL TO ORDER1.2.3.3.A.Documents:3.B.Documents:4.4.A.Documents: 4.B. Documents: 5. 5.A. Documents: 5.B. Documents: 5.C. Documents: 5.D. Documents: 5.E. Documents: 6. 7. 7.A. 8. 9. 10. APPROVAL OF AGENDAPUBLIC INQUIRIES/INFORMATIONALPublic inquiries/informational is an opportunity for citizens to bring to the Council ’s attention any items not currently on the agenda. In addressing the Council, please state your name and address for the record, and a brief summary of the specific item being addressed to the Council. To allow adequate time for each person wishing to address the Council, we ask that individuals limit their comments to three (3) minutes. Written documents may be distributed to the Council prior to the meeting, or as bench copies, to allow a more timely presentation.STAFF COMMENTSRice Creek Commons (TCAAP) And Joint Development Authority (JDA) UpdateSue Iverson, Interim City Administrator and Director of Finance and Administrative Services MEMO.PDF, ATTACHMENT A.PDFTransportation UpdateJohn Anderson, Acting Director of Public Works MEMO.PDFAPPROVAL OF MINUTESApril 25, 2016, Regular City Council04-25 -16 -R.PDFMay 16, 2016, City Council Work Session05-16 -16 -WS.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.Motion To Approve Claims And PayrollSue Iverson, Interim City Administrator and Director of Finance and Administrative ServicesAshley Bertrand, Accounting Analyst MEMO.PDFAuthorization To Appoint Seasonal Maintenance WorkerSue Iverson, Interim City Administrator and Director of Finance and Administrative Services MEMO.PDF, ATTACHMENT A.PDFLakeshore Place LandscapingJohn Anderson, Acting Public Works Director MEMO.PDFRound Lake Road Area Improvement - Payment #11John Anderson, Acting Public Works Director MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDFResolution 2016 -18 Ordering Public Hearing For I -35W MnPASS ProjectJohn Anderson, Acting Public Works Director MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDF, ATTACHMENT C.PDF, ATTACHMENT D.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 TCAAP development. Please be sure to complete a "Request to Appear before City Council" form (available at the back table). Completed forms may be given to the City Clerk. TCAAP Development Discussion Opportunity For Residents NEW BUSINESS UNFINISHED BUSINESS COUNCIL COMMENTS ADJOURN Mayor:David Grant Councilmembers:Brenda Holden Fran HolmesDave McClungJonathan Wicklund Regular City Council Agenda June 13, 20167:00 p.m. City Hall Address:1245 W Highway 96 Arden Hills MN 55112 Phone:651 -792 -7800 Website : www.cityofardenhills.org City VisionArden Hills is a strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, well -maintained infrastructure, fiscal soundness, and our long -standing tradition as a desirable City in which to live, work, and play.CALL TO ORDER1.2.3.3.A.Documents:3.B.Documents:4.4.A.Documents:4.B.Documents:5.5.A.Documents:5.B.Documents:5.C.Documents:5.D.Documents:5.E.Documents:6.7. 7.A. 8. 9. 10. MEMORANDUM DATE: June 13, 2016 TO: Honorable Mayor and City Councilmembers FROM: Sue Iverson, Interim City Administrator SUBJECT: Authorization to Appoint Julie Hanson as City Clerk Background At the May 31, 2016, Regular City Council meeting the City Council accepted the resignation of Amy Dietl as City Clerk effective June 10, 2016. Discussion The Personnel Committee posted the position internally per the Personnel Policy. One letter of interest in the position was received from Deputy Clerk Julie Hanson. The Personnel Committee reviewed this and recommends Julie Hanson for this position as she is currently the Deputy Clerk and the backup to the City Clerk position. The Personnel Committee recommends that the City Council appoint Julie Hanson as the City Clerk and place her in the current pay grade for the City Clerk at Step 3. Staff Recommendation 1. A motion to appoint Julie Hanson as the City Clerk, Grade 13, Step 3, effective June 13, 2016. Page 1 of 1 DATE: June 13, 2016 TO: Honorable Mayor and City Councilmembers FROM: Sue Iverson, Interim City Administrator/Finance and Administrative Services Director SUBJECT: Rice Creek Commons (TCAAP) and Joint Development Authority (JDA) Update Attached is an update on recent activities as prepared by Stacie Kvilvang of Ehlers. Attachment A: June 10, 2016 TCAAP Update from Ehlers STAFF COMMENTS – 3A MEMORANDUM Project Status Memo 1 Date: June 10, 2016 To: City Council From: Stacie Kvilvang Subject: TCAAP Update Preliminary Development Agreement • On June 6, 2016 the JDA approved a Preliminary Development Agreement (PDA) with Alatus Arden Hills LLC. which provides them with exclusive development rights to the property until December 31, 2016. During this time they will work in good faith to negotiate the terms of a Master Development Agreement (MDA). If by October 31, 2016 the JDA and the master developer have not reached substantial agreement on terms of an MDA or the developer determines the project isn’t feasible, either party can terminate the PDA with 30 days written notice. Meetings • City and County staff, consultants (Ehlers, Kimley Horn, etc.), attorneys (County, City, JDA and Master Developer) and the master developer continue to meet regularly to provide (1) required information to the master developer team (2) work on framework for MDA; and (3) weekly project management to make sure all elements of the development are progressing. City and County staff as well as the Master Developer are present at all meetings. Attorneys and other consultants are present at meetings as required. Following are the meetings held in the last two weeks: o May 31, 2016 –Design guidelines/standards review and site issues o June 1 and June 8, 2016 - Weekly project management meeting o June 2, 2016 – Infrastructure meeting with Kimley Horn o June 7, 2016 - Environmental conditions overview Page 1 of 1 DATE: June 13, 2016 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 – 3B MEMORANDUM Approved: June 13, 2016 CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING APRIL 25, 2016 7:00 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor David Grant called to order the regular City Council meeting at 7:00 p.m. Present: Mayor David Grant, Councilmembers Brenda Holden, Fran Holmes, Dave McClung and Jonathan Wicklund Absent: None Also present: Interim City Administrator Sue Iverson; Community Development Director Jill Hutmacher; Acting Public Works Director John Anderson; City Planner Ryan Streff; Senior 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 the addition of Item 2A a Police Week Proclamation. Acting Public Works Director Anderson requested Items 8B and 8C be switched. MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to approve the meeting agenda as amended. The motion carried unanimously (5-0). 2. PUBLIC INQUIRIES/INFORMATIONAL Ann Marie Hoelscher, 1750 Gramsie Road, explained that she represents 120 residents in Valentine Hills. She expressed concern with the quality of the work conducted during the 2015 street restoration project in her neighborhood. She reviewed the streets that were reconstructed and questioned when the lawns would be replaced. She indicated that a great deal of soil was missing and that the replacement sub soil/crab grass was unsatisfactory. She noted that the ARDEN HILLS CITY COUNCIL – APRIL 25, 2016 2 subsoil had glass and plastic in it. She stated that the topsoil needs to be removed, along with the crab grass and that the contractor needs to try again. She requested further information from the City regarding the plan to address this concern. Mayor Grant stated that he toured the site and he understood that the current situation was inadequate. He thanked Ms. Hoelscher for bring this concern before the Council. He requested comment from staff regarding the status of this project. Acting Public Works Director Anderson explained that the houses in this neighborhood were restored at various times throughout the project and that the grass growth was in different stages. He indicated that staff has had multiple communications with the neighborhood last fall and this spring. He reported that staff has not signed off on the turf work and that this would not be signed off until the City was satisfied with the work. Councilmember Holden commented that she has only received two calls regarding the turf in this neighborhood. She asked if crab grass seed was planted in the boulevard. Acting Public Works Director Anderson stated that this did not occur, but that the crab grass seed may have been imported in the topsoil. Councilmember Holden requested further information regarding the substandard topsoil. Acting Public Works Director Anderson explained that this was the first time he had heard that the topsoil contained glass and plastic. Mayor Grant stated that he believed that the contractor needed to come forward and address this issue. He suggested that the fill height be addressed and be made even on properties and that proper seed be planted where necessary. Councilmember Holmes stated that she lives on Venus Avenue and that her grass was planted early. She indicated that she has no complaints regarding the situation but understood that the streets that were planted in late October were still waiting for their grass to germinate. She discussed the letters that were sent from the City to the residents within the project area. She understood that staff is aware of this situation and encouraged the homeowners to be patient. Mayor Grant requested that staff review the soil grades and conditions. Acting Public Works Director Anderson explained that staff had a punch list that addressed the concerns of residents. He noted that Valley Paving would have to address these items this spring before the City would sign off on the contract. A. Police Week Proclamation Mayor Grant read a Proclamation in full for the record declaring May 15 through May 21, 2016, to be Police Week in the City of Arden Hills. 3. STAFF COMMENTS ARDEN HILLS CITY COUNCIL – APRIL 25, 2016 3 A. Rice Creek Commons (TCAAP) Update Community Development Director Hutmacher stated that on Tuesday, April 19, the JDA interviewed Alatus, LLC and the Opus/Pulte Homes team for the TCAAP Master Developer. The final interview with the Ryan Corporation/Lennar team is scheduled for Tuesday, April 26 at 5:00 pm at Arden Hills City Hall. Agendas for all JDA meetings are posted on the City’s website. The JDA is scheduled to select a master developer at its regular meeting on Monday, May 2 at 5:30 pm at Arden Hills City Hall. B. Transportation Update Acting Public Works Director Anderson discussed the I-694 traffic shift noting that work has begun on this project. Acting Public Works Director Anderson stated that work continues on Lexington Avenue from I-694 to County Road F. He described the utility work that would be completed through this project. Acting Public Works Director Anderson indicated that the County Road E2 bridge was closed today and would be demolished this weekend. He noted that I-35W would be closed overnight during the bridge demolition. Traffic along I-35W would have to use the ramps during the overnight hours. Acting Public Works Director Anderson explained that the contractor was working to complete the concrete trail on the County Road 96 bridge. He anticipated that this project would be finished soon. Acting Public Works Director Anderson commented that staff met with Valley Paving and a punch list from the PMP was delivered. He stated that the rainy weather this spring has led to delays. Mayor Grant questioned why the County Road E2 bridge was already closed. Acting Public Works Director Anderson explained that this would allow the contractor time to relocate utilities and cable lines prior to the bridge being demolished. Councilmember McClung asked how long the County Road 96 ramp would be closed. Acting Public Works Director Anderson stated that he would check with MnDOT and report back to the City Council. Councilmember Holden noted that Fairview Avenue south of Lydia was closed. She questioned how long this would occur and requested staff to discuss this matter with MnDOT. C. Clean-Up Day Event Update ARDEN HILLS CITY COUNCIL – APRIL 25, 2016 4 City Planner Streff stated that the Spring Cleanup Day event is scheduled for Saturday, May 21, from 7 am to 12 pm. 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 would be open to residents of both cities. City Planner Streff explained that residents who participate in the event will pay a nominal fee based on the vehicle type and load they bring. Car loads will be charged $10; trucks, sport utility vehicles and vans will be charged $25; and trailers will be charged $35. Oversized loads and large trailers will be subject to additional charges. Residents must remember to bring their ID and payment in the form of cash or check only. No credit cards will be accepted during the Cleanup Day event. City Planner Streff indicated that notice of the Spring Cleanup Day has been included in the April issue of the Arden Hills Notes and that it will also be in the May edition. The event will be advertised on the City’s website, placed on the TV Bulletin Board, and a flyer will be mailed to every resident in the City. 4. APPROVAL OF MINUTES A. March 14, 2016, Regular City Council B. March 28, 2016, Regular City Council C. March 28, 2016, Special City Council Work Session D. April 11, 2016, Regular City Council MOTION: Councilmember McClung moved and Councilmember Holden seconded a motion to approve the March 14, 2016, regular City Council meeting minutes, the March 28, 2016, regular City Council meeting minutes, March 28, 2016, special City Council work session minutes; and the April 11, 2016, regular City Council meeting minutes as presented. The motion carried unanimously (5-0). 5. CONSENT CALENDAR A. Motion to Approve Consent Agenda Item - Claims and Payroll B. Motion to Approve Summer Hours C. Motion to Approve 2017 Budget Calendar D. Motion to Accept 2016 1st Quarter Actuals E. Motion to Approve Ordinance 2016-006 in Planning Case 16-009 (Mixed Business & Mixed Residential Districts) and a Motion to Approve Publishing a Summary of Ordinance 2016-006 F. Motion to Approve Planning Case 16-006 – Sign Standard Adjustment – Scherer Brothers Lumber Company G. Motion to Approve Planning Case 16-008 – Variance – 1865 County Road D H. Motion to Approve Handbook for Public Works Seasonal Employees I. Motion to Support becoming a GreenStep City J. Motion to Approve Toro Workman Purchase K. Motion for the Cancellation of May 9, 2016 City Council Meeting ARDEN HILLS CITY COUNCIL – APRIL 25, 2016 5 L. Motion for Authorization to Appoint Seasonal Maintenance Workers M. Motion for Authorization to Appoint Public Works Maintenance Worker Position MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to approve the Consent Calendar as presented and to authorize execution of all necessary documents contained therein. The motion carried unanimously (5-0). 6. PULLED CONSENT ITEMS None. 7. PUBLIC HEARINGS None. 8. NEW BUSINESS A. PC 16-003 – Master and Final PUD – 1160 County Road E (Arden Square) Senior Planner Bachler stated that the property at 1160 County Road E was first developed as a seasonal ski and golf shop in the early 1970s. In 1992, the Commers Company completed site modifications to accommodate a new bank user, including the removal of a portion of the west side of the building for five drive-up lanes under the existing building roof. Today, the 4,500 square foot space that was occupied by TCF Bank is vacant and the roof over the drive-up lanes has been removed. American Red Cross is the only tenant in the building and occupies approximately 5,000 square feet of space. Senior Planner Bachler indicated that the proposed site modifications are part of a broader reinvestment in the property being undertaken by Arden Square in an effort to attract a new tenant to the building. In conjunction with the County Road E improvements completed in 2015, the property owner agreed to close off two driveways that were replaced with one, 24-foot wide driveway. Arden Square also recently completed renovations to the front façade of the building. These improvements included the removal of the mansard and gable roof on the west side of the building, increasing window and brick masonry coverage, and adding awnings and decorative lighting. Senior Planner Bachler explained that the proposed site improvements would modify the property’s drive lanes and parking stalls for a more efficient use of space. The existing parking area on the north side of the building would be rearranged to include two one-way drive aisles and angled parking stalls. One drive-up lane on the west side of the building would be retained while the remaining lanes would be removed and replaced with parking. As a result of the project, the overall parking lot area would expand by 2,182 square feet and 21 additional parking stalls would be constructed. Other site modifications would include a new monument sign, a trash enclosure constructed with decorative rock face concrete block, bicycle racks, and updated pavement and sidewalk surfaces. Landscaping on the property would be enhanced as well with additional tree ARDEN HILLS CITY COUNCIL – APRIL 25, 2016 6 and perennial plantings at the County Road E entrance driveway and new parking lot landscape islands. Senior Planner Bachler reported that the project will require a separate permit from the Rice Creek Watershed District (RCWD) because of the increase in impervious surface coverage. Arden Square will improve existing stormwater management on the site to comply with RCWD regulations on rate control and water quality. This would be accomplished with a new subsurface basin and EcoStorm Plus structure that will capture the majority of the runoff from the property and allow for a slower release of stormwater into the City’s sewer system. Currently, the property does not include any rate control or water quality facilities to manage runoff. Senior Planner Bachler stated that the Special Requirements for the B-2 General Business District in Section 1320.085 of the Zoning Code state that Site Plans approved for properties before November 24, 2008, will remain in effect, but that the PUD process will be used for any future site amendments. In this case, a Master and Final PUD are required for the proposed site modifications. Senior Planner Bachler noted that the PUD process is a tool that provides additional flexibility for development that an underlying zoning district would not otherwise allow. For example, a PUD may make exceptions to setbacks, lot coverage, parking requirements, signage, building materials, or landscaping requirements. It is intended to overcome the limitations of zoning regulations and improve the overall design of a project. While the PUD process allows the City to negotiate certain aspects of the development, any conditions imposed on the PUD must have a rational basis related to the expected impact of the development. Senior Planner Bachler reviewed the Plan Evaluation and offered the following Findings of Fact: 1. The property at 1160 County Road E West is located in the B-2 - General Business Zoning District and in Sign District 4. 2. Section 1320.085 of the Zoning Code states that Site Plans approved for properties in the B-2 District before November 24, 2008 will remain in effect, but that the PUD process will be used for any future site amendments. 3. Arden Square, LLC has requested a Master and Final PUD at 1160 County Road E West to amend the Site Plan approved for the property in Planning Case 92-016. 4. The proposed Master and Final PUD includes expanding and rearranging the property’s drive lanes and parking spaces, and installing a new monument sign, trash enclosure, bicycle racks, and stormwater management system on the property. 5. The City has adopted the Guiding Plan for the B-2 District that outlines future development principals for the area. 6. The City has adopted Design Standards for the B-2 District within the Zoning Code. 7. The proposed Master and Final PUD is in substantial conformance with the requirements of the City’s Zoning Code. The applicant has requested flexibility for landscape lot coverage of 14.6 percent where the zoning regulations require a minimum of 20 percent coverage. 8. The proposed Master and Final PUD is in conformance with the Guiding Plan for the B-2 District. ARDEN HILLS CITY COUNCIL – APRIL 25, 2016 7 9. The proposed Master and Final PUD is in substantial conformance with the requirements of the City’s Sign Code. The applicant has requested flexibility to install a monument sign that exceeds the height, sign copy area, and total sign area requirements for Sign District 4. 10. The proposed Master and Final PUD is in conformance with the City’s Comprehensive Plan. 11. The PUD process allows for flexibility within the City’s regulations through a negotiated process with a developer. Where the plan is not in conformance with the City’s Zoning or Sign Code, flexibility has been requested by the applicant and/or conditions have been placed on an approval that would mitigate the nonconformity. 12. The proposed Master and Final PUD is not anticipated to create a negative impact on the immediate area or the community as a whole. Senior Planner Bachler stated that the Planning Commission was supportive of the request to reduce landscape coverage on the property to 14.6 percent. The Commissioners discussed the challenges associated with redeveloping commercial properties in order to provide sufficient parking and meet RCWD requirements for stormwater management. It was the consensus of the Planning Commission that the proposed subsurface basin and treatment system would be an improvement to the existing conditions on the site and beneficial to the City. Senior Planner Bachler indicated that the Planning Commission was concerned that the location of the monument sign on the opposite side of the property from where the driveway is located could result in confusion for drivers. Several of the Commissioners did not support the request for a larger sign. The applicant noted that the main purpose of the sign was to provide advertising for the building tenants and not to indicate the entrance to the site. Senior Planner Bachler noted that as a condition of their recommendation for approval, the Planning Commission directed staff to evaluate the location and size of the monument sign with the applicant prior to City Council review. The applicant has provided an addendum to the project narrative describing this evaluation process and an alternative location for the sign along the eastern edge of the entrance drive. To address their concerns about the visibility of the sign from Lexington Avenue, the applicant believes that the sign height and size in the original proposal is necessary. Staff is requesting that the City Council review the proposal and make a final determination regarding the location and size of the monument sign in their motion language. Senior Planner Bachler explained that the Planning Commission recommends approval (6-1, Zimmerman) of Planning Case 16-003 for a Master and Final PUD at 1160 County Road E West, based on the Findings of Fact and the submitted plans in the April 25, 2016, Report to the City Council, as amended by the following nine (9) conditions: 1. The project shall be completed in accordance with the submitted plans as amended by the conditions of approval. Any significant changes to these plans, as determined by the City Planner, shall require review and approval by the Planning Commission and the City Council. 2. The Developer shall obtain the required development permits within one year of the approval date or the approval shall expire, unless extended by the City Council prior to the approval’s expiration date. Extension requests must be submitted in writing to the City at least 45 days prior to the expiration date. ARDEN HILLS CITY COUNCIL – APRIL 25, 2016 8 3. A PUD Agreement shall be prepared by the City Attorney and subject to City Council approval. The Agreement shall be executed prior to the issuance of any development permits. 4. The Developer shall submit a financial surety in the amount of 125 percent of the estimated costs of landscaping prior to the issuance of any development permits. The financial surety shall be in the form of a letter of credit issued by a FDIC-insured Minnesota bank. The purpose of the letter of credit is to ensure that landscaping is completed in the event that the developer defaults on the Development Agreement. The City will hold the letter of credit for two years after the installation of landscaping. The letter of credit should not expire during the two-year period. 5. The Developer shall provide the City with a copy of the Rice Creek Watershed District permit for the project prior to the issuance of any development permits. 6. Final grading, drainage, utility, and site plans shall be subject to approval by the City Engineer, Building Official, City Planner, and Fire Marshall prior to the issuance of a Grading and Erosion Control Permit or other development permits. 7. The Developer shall maintain a minimum drive aisle width of twenty (20) feet along the west side of the building between the drive-up lane and parking stalls at all times. 8. No certificate of occupancy will be issued or remain in effect for tenant or business space using the existing drive-up window on the west side of the building for a fast food restaurant use. In the event that the Developer or subsequent owner sells or leases building space or otherwise proposes to use the drive-up window on the west side of the building for a fast food restaurant use, the Developer or subsequent owner shall submit a PUD Amendment application proposing modifications to the Site Plan that provides the minimum vehicle stacking spaces required as specified by the City Code, conform to the additional minimum requirements included in Section 1325.04 of the City Code, and satisfies any conditions of approval imposed by the Council. 9. A Sign Permit shall be required for the monument sign on County Road E. Councilmember McClung understood that the Fire Marshal recommended a 20-foot width be maintained for the drive aisle. He indicated that this had been made a Finding of Fact but asked if this should also be written into the conditions for approval. Senior Planner Bachler stated that this recommendation was made by the Lake Johanna Fire Department and explained that as the site was currently designed, a 20-foot drive aisle was being provided. He noted that the matter would be addressed by Condition 7. Councilmember Holden questioned how many parking spaces were required for the building. Senior Planner Bachler indicated that the Zoning Code requires 35 parking spaces for the existing Red Cross use, and that up to 30 spaces may be required for the remaining space if used for retail. He reported that the site plan shows 67 parking spaces, which meets the City’s minimum parking requirements. Councilmember Holden inquired if the extra two parking stalls should be eliminated and that the applicant be required to put more landscaping on the site. She stated that she was not thrilled with the fact the site would have only 14.6% landscaping coverage, noting that this did not align with the vision for the B2 Zoning District. ARDEN HILLS CITY COUNCIL – APRIL 25, 2016 9 Senior Planner Bachler explained that if these two parking spaces were replaced with a landscaped area, this would assist in increasing the percentage of the lot covered by landscaping. Community Development Director Hutmacher reported that the landscaping coverage would be increased to 15.3% if the two parking spaces were converted. Councilmember Holden feared that this property was not properly connected to the adjacent properties. She questioned if a sidewalk connection should be made. Senior Planner Bachler suggested that the applicant respond to this question. Councilmember Holden asked if the drive-up window was already agreed to. Senior Planner Bachler indicated that the previous tenant, TCF Bank, had a drive-up window with five lanes on the west side of the building. The drive-up window and one lane would be retained to allow the property owner more flexibility in attracting a tenant to this space. Further discussion ensued regarding the City’s car stacking requirements. He explained that the future use of the drive-up window was further addressed by Condition 8, which was drafted by the City Attorney. Mayor Grant questioned if the City had a limit on the number of drive-up windows and asked if Walgreens was considered to have a drive-up. Senior Planner Bachler stated that drive-up windows were required to be spaced at least 1,320 feet apart from one another. He noted that Walgreens and Goodwill had drive-up facilities. Councilmember Wicklund inquired if the City had made other variances for monument signs along County Road E. Senior Planner Bachler indicated that E Street Flats was granted a PUD amendment for their two monument signs. He explained that flexibility was requested to allow this property to have two signs on their County Road E frontage when only one was allowed. Staff noted that both of these signs were 10 feet in height with a sign copy area of 51.2 square feet. Councilmember Wicklund questioned if there was a plan to remove any of the trees along County Road E where the monument sign would be placed. Senior Planner Bachler reviewed the landscape plan with the Council and stated that the original location of the monument sign would not impact any of the existing trees. He commented the alterative location may impact the trees. Councilmember Holmes expressed concern with the fact that 50% of the greenspace by the sidewalk would be eliminated by the extra parking. She requested further information from staff on the number of trees currently on the site. Senior Planner Bachler discussed the landscaping plan further and noted the location of existing trees. ARDEN HILLS CITY COUNCIL – APRIL 25, 2016 10 Councilmember Holden was in favor of moving some of the trees to allow better sight lines for the monument sign along with having additional perennial plantings. Mayor Grant commented that a very small variance was approved for E Street Flats but noted that this was done due to the fact that the property had multiple tenants. Senior Planner Bachler added that the City also allowed flexibility in that both signs fronted County Road E. Staff noted that the second monument sign was only to be 25 square feet based on the sign code requirement and was allowed to be 51.2 square feet in size. Mayor Grant provided further comment on the monument sign location discussion that was held by the Planning Commission. He did not support this site having a larger monument sign in an effort to attract traffic from Lexington Avenue. He stated that the building was where the building was. He did not believe the Sign Code should be disregarded because of the building’s location. Councilmember McClung feared that even at the sign size requested by the applicant, the sign would not be seen from Lexington Avenue. Mayor Grant agreed. Councilmember Holmes understood that Now Bike & Fitness believed that their sign was too small. Councilmember Holden appreciated the renovations that would be put into the building. She recommended that the applicant consider a sidewalk or safe passageway connection from this property to Arden Plaza. She requested further comment from the applicant regarding the landscaping plan. Andrew Commers, Commers Property Development, appreciated the Council’s consideration. He explained that his small family-owned company has a 25 year history with this building. He was happy to be working with the City on the planned renovations for this property. He discussed the proposed landscaping noting the site was currently under parked. For this reason, additional parking was being proposed. He highlighted the plantings that would be added and noted that the property would only have one entrance to County Road E after the project was completed. He reported that he was willing to make a pedestrian connection to the neighboring property. Councilmember Wicklund did not object to the percentage of landscaping coverage. He recommended that the Council address the proper placement of the monument sign and trees in exchange for the monument sign size. Councilmember Holmes further discussed the landscape plan. She understood that the three trees to be planted by the monument sign would be new. She wanted to see more perennial plantings along County Road E versus the trees. She feared that the monument sign would be hidden by all of the trees. Mr. Commers supported the perennial beds along County Road E being expanded and enhanced. ARDEN HILLS CITY COUNCIL – APRIL 25, 2016 11 Councilmember Holmes believed a pedestrian connection was a good idea. Mr. Commers explained that he would be happy to create a connection to the adjacent property but noted that this would reduce the landscaping on the property slightly. He added that the connection would run only to his property line. Mayor Grant asked if the building would have signage. Senior Planner Bachler stated that each tenant would be allowed up to 50 square feet of wall signage. He reported the American Red Cross sign conformed with City Code. MOTION: Councilmember Wicklund moved and Councilmember McClung seconded a motion to approve Planning Case 16-003 for a Master and Final PUD at 1160 County Road E West, based on the findings of fact and submitted plans, as amended by the nine (9) conditions in the April 25, 2016, Report to the City Council. AMENDMENT: Councilmember Holden moved and Councilmember Holmes seconded a motion to add Condition 10 requiring the landowner to work with City staff to create a three or four foot sidewalk or trail connection for safe pedestrian passage to the property line. Councilmember McClung stated that he would be supporting this amendment. Councilmember Holmes asked if the applicant supported this recommendation. Mr. Commers believed that he would be able to work with staff to make a pedestrian pathway on the property. Senior Planner Bachler asked if the connection had to be made at the southeast corner. Councilmember Holden stated that she was not making that determination on the connection location but rather, wanted the safe pedestrian passage location to be worked out between the applicant and staff. Mayor Grant stated that he would be supporting the amendment. The amendment carried 4-1 (Wicklund opposed). AMENDMENT: Councilmember McClung moved and Councilmember Wicklund seconded a motion to amend Condition 9 to include language that would limit the freestanding sign to the size permitted in Sign District 4. Mr. Commers understood the Council’s concern with the sign size and the precedent that could be set. He discussed the sign that was approved by the City 25 years ago and hoped the Council ARDEN HILLS CITY COUNCIL – APRIL 25, 2016 12 could support the larger sign as this would improve visibility of the site from Lexington Avenue. He commented on the importance of gaining a high quality tenant for this space. Councilmember Holden asked if sign height included the base of the monument sign. Senior Planner Bachler reported that this was the case. Mayor Grant questioned if the sign would sit in a valley from the general view of the roadway. Senior Planner Bachler indicated that there was a slight grade change from the roadway to the proposed monument sign location. Councilmember Holden estimated the grade change to be two feet. Councilmember Holmes understood that the applicant wanted the monument sign on the east side of the property for visibility reasons. She asked if the applicant would support moving the sign to the entrance. Mr. Commers supported the sign remaining at the east corner of the property. However, after speaking with local real estate brokers, he would rather have a 13-foot monument sign and explained that he would be willing to move the sign. Councilmember Holden suggested that the sign be located in the middle of the property versus to one end or the other. Mr. Commers indicated that the original monument sign location was proposed based on view- shed with respect to the existing trees on the property. Councilmember Wicklund inquired how the sign height would be measured on a sloping hill. Senior Planner Bachler stated that he believed the City would measure the height based on the lowest elevation point to the highest point of the sign. Councilmember Wicklund recommended that the sign be moved to the alternative location and that the sign height be measured from the tallest point on the sloping hill. AMENDMENT TO THE AMENDMENT: Councilmember Wicklund moved and Councilmember McClung seconded a motion to amend the amendment requiring the monument sign to be moved to the alternative location and that the sign height be measured from the tallest point on the sloping hill. Councilmember Holden did not support the amendment. She believed it would be difficult for staff to properly measure the height of the sign on the slope. ARDEN HILLS CITY COUNCIL – APRIL 25, 2016 13 Senior Planner Bachler reviewed the City Code language regarding sign height and sign height measurements. He explained that this language would address how staff would measure the height of the monument sign. Mayor Grant requested that Councilmember Wicklund withdraw the second portion of his amendment to the amendment. Councilmember Wicklund withdrew the second portion of his amendment to the amendment. AMENDMENT TO THE AMENDMENT: Councilmember Wicklund moved and Councilmember McClung seconded a motion to amend the amendment requiring the monument sign to be moved to the alternative location. The amendment to the amendment carried 4-1 (Holmes opposed). The amendment carried 4-1 (Holmes opposed). Councilmember Holden questioned why there was no handicap parking in front of the new tenant space. Mr. Commers reviewed the location of the handicap parking stalls in front of the building noting they would serve both tenants. Mayor Grant questioned if the site had adequate handicap parking. Senior Planner Bachler reported that the Building Inspector reviewed the plans and verified that the number of handicap parking stalls met ADA requirements. AMENDMENT: Councilmember Holden and Mayor Grant seconded a motion to add Condition 11 requiring 320 square feet or two parking spaces be used for additional landscaping to bring the landscaping coverage to 15.3%. Councilmember Holden believed the City consistently had too much parking for its retail sites. She believed it would be advantageous to convert two parking spaces into additional landscaping for this site. Councilmember Holmes did not believe this site was over parked. She recommended that the parking remain as is. She indicated that she would not be supporting this amendment. Further discussion ensued regarding the City’s retail parking requirements. The amendment carried 3-2 (Holmes and Wicklund opposed). Councilmember Holmes asked if the three new trees would hurt the applicant’s sign visibility. Mr. Commers stated that this would be the case. ARDEN HILLS CITY COUNCIL – APRIL 25, 2016 14 Councilmember Holmes recommended only one new tree be planted on the property at the previously requested sign location. All other trees will not be required, but instead the City will require additional perennial plantings on the site. Mr. Commers supported this recommendation. Councilmember Holden suggested another tree species be selected in order to keep more trees on the site. She supported the applicant further working on the landscaping plan with staff. Senior Planner Bachler believed that staff had enough direction from the City Council regarding this matter to work through the landscaping plan with the applicant. He noted the plan could be modified and would then be reviewed by the Council in the PUD Amendment Agreement. AMENDMENT: Councilmember Holmes and Councilmember Holden seconded a motion requiring the applicant to amend the landscaping plan to accommodate the change in the monument sign location. The amendment carried (5-0). Mayor Grant called the question for the original motion with the amendments. The amended motion carried (5-0). C. Lift Station 11 Reconstruction Bids Acting Public Works Director Anderson stated that the 2016 Capital Improvement Plan (CIP) included a sanitary sewer item to rebuild lift stations 11. Lift Station #11 is located at 1861 Highway 96 which was the main entrance to the manufactured home park prior to the County Road 96 reconstruction. The CIP programmed $235,000 for the reconstruction of this lift station. Acting Public Works Director Anderson reported that Seth Peterson of Bolton and Menk was hired to provide engineering services for the reconstruction. The project was bid on Tuesday, April 19, 2016. There were a total of two bids received. The following table contains the bidder and their base bid for the reconstruction of lift station #11. BIDDER AMOUNT Pember Companies Inc. $ 214,250.00 Geislinger and Sons, Inc. $ 301,709.75 Acting Public Works Director Anderson indicated that the lowest responsive/responsible bidder is Pember Companies, Inc. of Menomonie, WI in the amount of $214,250.00. Staff reviewed a memo from Bolton & Menk recommending award to Pember Companies, Inc. It was noted that the contract includes installation of both contractor supplied equipment and city purchased equipment. The city has been working to standardize lift station components with upgrades over the last 5 years. As part of this process, lift stations 1, 12 and 13 have been reconstructed with this model of city supplied pumps and controls. Staff is recommending that the same process be utilized in this reconstruction. The next item on the council agenda this evening is approval of a ARDEN HILLS CITY COUNCIL – APRIL 25, 2016 15 quote from Electric Pump for the pumps and control panel that will be installed by this contractor. The total cost of this lift station rehabilitation, $276,279.00 is the amount of this contact, $214,250.00 plus the cost of the city supplied equipment $62,029.00. Bolton & Menk had estimated a construction cost of this project to fall in the range of $250,000 to $300,000, the combined total cost of construction and owner supplied equipment falls right in the middle of this range. The project will be funded by the Sanitary Sewer Utility Fund Councilmember Holden questioned why the City only received two bids for this project. Acting Public Works Director Anderson commented that the vendors were busy and the City only received two quotes for this project. Staff believed the bids were competitive. Councilmember Holmes asked if this project would cost more than what was set aside within the CIP. Acting Public Works Director Anderson stated that this was correct. He indicated that the project would cost approximately $31,000 more than was budgeted. He reported that Bolton & Menk had estimated the project would cost between $250,000 and $300,000. He noted that the project cost came in within this range. Further discussion ensued regarding the proposed transfer switch. MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to adopt Resolution 2016-014, Awarding the Reconstruction of Lift Station #11 to Pember Companies, Inc. of Menomonie, WI, in the amount of $214,250.00. The motion carried (5-0). B. Lift Station 11 Equipment Procurement Acting Public Works Director Anderson stated that back in 2010, Public Works undertook a process to standardize 14 lift stations. Up until that time, the City had several different types of pumps, different controllers and different software operating the controller. Through several months of evaluating different pump and controller manufacturers, including site visits to two repair facilities, the Public Works Department developed a standard for all lift stations. Acting Public Works Director Anderson explained that since that process was completed, the City totally rebuilt three of our oldest lift stations (#1, #12 and #13) and retrofitted six others (#2, #4, #5, #7,#8 and #9). In addition, the City changed the way the lift stations are monitored by converting all 14 stations to the Omni System. Acting Public Works Director Anderson reported that the proposal includes an optional piece of equipment that will sense a power failure and automatically start a generator. Staff believes that this is an important option to include and is most economical to incorporate this with the initial construction as the control cabinet size needs to accommodate room for the automatic transfer switch. Mayor Grant asked if other vendors could provide these pumps. ARDEN HILLS CITY COUNCIL – APRIL 25, 2016 16 Acting Public Works Director Anderson commented that the pumps were proprietary. MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to authorize the acceptance of the proposal from Electric Pump Company in the amount of $62,029.00 for the pumps and control panel for the reconstruction of Lift Station 11. The motion carried (5-0). 9. UNFINISHED BUSINESS None. 10. COUNCIL COMMENTS Mayor Grant noted that the JDA would be meeting on Tuesday, April 26th to interview the Ryan/Lennar team at 5:00 p.m. at the Arden Hills City Hall. Councilmember Holden requested an update on Round Lake and the Goodwill. She wanted to see the City follow-up with Walgreens regarding their windows. Mayor Grant discussed an upcoming Beyond the Yellow Ribbon event. ADJOURN MOTION: Councilmember Holmes moved and Councilmember Holden seconded a motion to adjourn. The motion carried unanimously (5-0). Mayor Grant adjourned the regular City Council meeting at 9:38 p.m. __________________________ __________________________ Amy Dietl David Grant City Clerk Mayor Approved: June 13, 2016 CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL WORK SESSION MAY 16, 2016 5:00 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Pro-Tem Holden called to order the City Council Work Session at 5:00 p.m. Present: Mayor David Grant (arrived at 5:01 p.m.); Councilmembers Brenda Holden, Fran Holmes, and Dave McClung Absent: Councilmember Jonathan Wicklund (excused) Also present: Interim City Administrator Sue Iverson; Community Development Director Jill Hutmacher; Acting Public Works Director John Anderson; City Planner Ryan Streff; Senior Planner Matthew Bachler; and Deputy Clerk Julie Hanson Councilmember McClung recommended that discussion on Item 1L be tabled. 1. AGENDA ITEMS A. Strategic Planning Discussion for CTV North Suburbs Interim City Administrator/Director of Finance and Administrative Services Iverson stated that as part of its strategic planning process, the Board of Directors of CTV North Suburbs is looking at the services it provides. CTV North Suburbs also wants to ensure that, over the next few years, it is meeting the needs of its constituents as effectively and efficiently as possible. She reported Barbara Raye, Executive Director of the Center for Policy, Planning and Performance was present to provide information on the video programming and technical services provided to the City and to the residents of Arden Hills. CTV North Suburbs is also seeking input from the Councils of the other member cities, from the three school boards and from the community organizations and agencies that CTV works with. Barbara Raye, Executive Director of the Center for Policy, Planning and Performance, serving as facilitator for CTV North Suburbs, introduced herself to the Council. She explained she was visiting the member cities and organizations to gather information on their priorities for the next four to five years. She provided an overview of the last year and shared a video with the Council. She then described the programming currently being provided to Arden Hills’ residents. ARDEN HILLS CITY COUNCIL WORK SESSION – MAY 16, 2016 2 Councilmember Holden understood that a number of residents were eliminating cable and opting to have online streaming services such as Netflix. She questioned how residents could still view the local cable programming. Ms. Raye explained this would require residents to have a separate box for the local cable programs. She knew this was a growing trend and had heard this from other municipal partners. Mayor Grant understood that PEG fees would be changing in the future. He requested CTV keep the City in the loop on how these change in the future. Ms. Raye commented on how PEG fees were used to assist in covering CTV expenses, while providing residents with access to local governmental meetings and school events. Councilmember Holmes wanted to see the City maintain full coverage for its governmental meetings. This was important to her. Mayor Grant recommended CTV dive deeper when covering local school events by providing a feature story. He suggested a program be completed on TCAAP/Rice Creek Commons as this was a regional asset. He wanted to see additional programming created that would assist in building community. Further discussion ensued regarding local cable broadcasting. Councilmember McClung believed that the Planning Commission meetings should continue to be cablecast. Ms. Raye questioned if the City would be interested in staff generating earned revenue through contracted services. She stated CTV was non-profit, but questioned if this should be further explored in order to allow staff to assist other entities in creating cable programming. Councilmember Holden supported this suggestion and believed this would assist the City in completing more focused programming on Arden Hills. Councilmember McClung questioned how many hours the City typically used per year. Ms. Raye was uncertain of this number. Community Development Director Hutmacher understood some hours were used to upgrade the City Council Chambers and to assist in creating the City tour video. Ms. Raye asked if there was anything else the Board should consider as it continues to plan for the future. Councilmember Holden supported a video being created on the Lake Johanna Fire Department. However, she questioned if the City of Shoreview would have to pay to use this production. She asked if CTV had any idea how many households in Arden Hills had cable. ARDEN HILLS CITY COUNCIL WORK SESSION – MAY 16, 2016 3 Ms. Raye understood this would be a valuable statistic to have. She would look into this further and thanked the Council for their input. B. TCAAP Organized Collection Community Development Director Hutmacher stated that at the March 21, 2016, Work Session, the City Council directed staff to begin researching the necessary steps in order to pursue an organized solid waste collection system for TCAAP. The City Council was clear that the City would not be implementing organized collection for the remainder of Arden Hills south of Highway 96. Minnesota Statute 115A.94 outlines the requirements for cities pursuing organized collection. City Planner Streff commented that while the Minnesota Organized Collection Statute (M.S. 115A.94) outlines five basic steps for planning and implementing an organized collection system, other cities that have considered this process have utilized a variety of different tools in order to arrive at their final decision. Cities engaged in this process spend a significant amount of time conducting research; gathering data from the public; hosting hauler meetings; preparing meeting minutes, agendas and meeting schedules; and organizing public engagement to determine the best approach to organized collection for their City. In addition, because of the complexities associated with hauler contract negotiations, drafting any Request for Proposals (RFP) and final contract, coordinating the Organized Collection Options Committee (OCOC), and evaluating proposals, many cities have found it necessary to engage a consultant along with their City Attorney to assist in the process. The five basic steps for implementing organized collection are listed below: 1. Notice to public and to licensed haulers 2. 60-day negotiation period with licensed haulers 3. Organized Collection Options Committee (OCOC) 4. Public notice and public hearing 5. Approval of contract and implementation City Planner Streff stated that while the list of basic steps mentioned above may seem fairly straightforward, each step has multiple sub-steps that may require separate actions by the Council. For example, the City will need to provide a notice to the licensed haulers in Arden Hills that outlines the vision of the Council, and establishes the City’s priorities and goals to be referenced during the negotiation period. If the negotiation period with the haulers does not result in a suitable agreement, the City would then be required to create the OCOC. During this process, the Council would be asked to provide direction on the composition, schedule, and scope of this committee. The OCOC would then hold a series of meetings that are open to the public to determine the best proposal to bring forward to the Council for consideration. Community Development Director Hutmacher indicated to the best of our knowledge, no other open trash hauling municipality in the State has used the Minnesota Organized Collection Statute (M.S. 115A.94) as the planning process for an undeveloped area such as TCAAP. The Minnesota Organized Collection Statute has been used by other cities to organize residential solid waste where open collection services previously existed. ARDEN HILLS CITY COUNCIL WORK SESSION – MAY 16, 2016 4 City Planner Streff reported staff has conducted initial research on the cost to contract professional services to assist in the organized collection process depending on the scope and level of consultant effort requested. If a full consultant services scope is required for all five organized collection steps itemized above, these professional services could range from $100,000 to $220,000 on the high end of the range. The City Attorney has stated that the cost associated with legal review could range from $5,000 to $10,000. Other variables that would affect the cost of consultant services include: • The length of the negotiation period • Efficiency of hauler negotiations • Creation and execution of a final collection contract • Formation of the OCOC (if needed) • Development of an RFP for collection services (if needed) • Drafting a Code amendment for solid waste collection services on TCAAP • Creation and execution of an implementation plan • Organized collection for commercial establishments City Planner Streff stated based on the research staff conducted, the City can expect the process under the Minnesota Organized Collection Statute for TCAAP to take anywhere from 9 months to 2 years to complete, again depending on the length of the negotiation period and the possible formation of the OCOC. The preliminary timeline estimate has been provided below; however, a more refined timeline would be created once the extent of the City’s process is more defined. He requested the Council discuss this matter and provide staff with direction on how to proceed. Mayor Grant questioned if staff understood if the legislative moratorium on organized collection would be passed. Community Development Director Hutmacher did not believe this bill would pass in 2016. However, the legislation could return in 2017. Further discussion ensued regarding organized collection on TCAAP, along with the data gathering process. Attorney Monge described the 60-day notification process that must be followed by the City in order to gather data from the local trash haulers in order to begin the organized trash collection process. Mayor Grant believed that some of this process could be streamlined given the fact the TCAAP parcel was currently vacant. Councilmember Holmes suggested the City consider hiring an intern to complete the organized collection process versus hiring a consultant. Community Development Director Hutmacher stated that after speaking with several City representatives, she has learned that this was a very challenging process and could generate opposition from local haulers. She believed it would be greatly beneficial to staff to have ARDEN HILLS CITY COUNCIL WORK SESSION – MAY 16, 2016 5 assistance from a consultant that has already completed this process given the level of conflict that could arise. Mayor Grant questioned if the Hill or Creek neighborhood HOA could opt to have organized collection. Community Development Director Hutmacher indicated this could be one way for the City to proceed. Councilmember Holmes believed that the State Statute did not apply to TCAAP given the fact the area was vacant and had no haulers. Councilmember McClung clarified that the State Statute would still have to be followed for the data gathering and hauler selection process. Attorney Monge reported this was the case. Councilmember Holmes suggested a consultant and an intern be used given the fact TCAAP was a different situation. She was in favor of only spending $50,000 on a consultant and that an intern could handle calls that come in. Community Development Director Hutmacher stated the City would have to discuss if they were interested in providing organized collection for multi-family units or only for single-family units. Councilmember McClung reported his townhome association organizes their trash collection and stated that it is paid through association fees. Councilmember Holden supported the City organizing trash collection for all single-family residential units on TCAAP. She believed this would assist the City in protecting its streets while also being environmentally friendly. Mayor Grant agreed this would assist in making the TCAAP site a unique and environmentally friendly project. Councilmember McClung anticipated this would be a contentious issue; however, this project was unique given the fact there were no residents already on the site. He reiterated the fact that the Council was not looking to provide organized collection for the entire City of Arden Hills, but rather, strictly for TCAAP. He was in favor of the City beginning the process of pursuing organized collection for single-family residential units on TCAAP. Councilmember Holden did not support the City spending $220,000 on a consultant and wanted to better understand the expense for this project. Community Development Director Hutmacher explained staff could further revise the scope of work involved in this project and could report back to the City Council. ARDEN HILLS CITY COUNCIL WORK SESSION – MAY 16, 2016 6 Councilmember McClung believed this process might be more contentious given the fact that services would not be offered to all residents. Mayor Grant encouraged staff to find a way to do this project for less than was previously estimated. City Planner Streff indicated the cost for the project has already decreased given the fact City staff would not have to be pursue contracts for multi-family and commercial properties. C. 2040 Comprehensive Plan Update City Planner Streff stated that all cities in the seven county metropolitan area are required by the Metropolitan Land Planning Act to update their comprehensive plan every ten years to ensure consistency with the Metropolitan Council’s regional development plan. The current plan is Thrive MSP 2040 and was adopted in May 2014. Local comprehensive plans must also conform to the metropolitan system plans for transportation, water resources, housing, and regional parks and trails. The last Comprehensive Plan update was completed in 2008 and approved by the City Council and the Metropolitan Council in 2009. Although the next update to the City’s Comprehensive Plan is not due until December of 2018, staff will begin working on the update in 2016, in order to prepare for the Metropolitan Council submittal deadline. The Metropolitan Council and State Statutes require the Comprehensive Plan to address land use, transportation, water resources, parks & trails, housing, resilience, economic competitiveness, and implementation. City Planner Streff explained that the comprehensive planning process is an opportunity for the City to review the goals, policies, and strategies from the 2008 Comprehensive Plan; evaluate the progress the City has made; determine what policies should continue; and address new issues and concerns. This process is not meant to solve every problem in the City or prescribe a specific strategy for every issue; however, it will help the City set and prioritize policies and projects as well as inform the overall term decision-making process for the City. The planning process for this update will involve public meetings, workshops, and the review of all plan components, which will require involvement from the Planning Commission and the City Council. City Planner Streff reported that the majority of the work on the 2040 Comprehensive Plan would need to be completed by April of 2018, in order to provide a six-month review period by adjacent and affected jurisdictions before the December 2018 submittal deadline. Staff has provided a general draft timeline that outlines the work to be completed in each of the following years. • 2016 o Define scope of work for professional services o Consider and approve professional services contract o Define and implement the public engagement strategy o Organize, define, and prepare data o Review the City’s vision • 2017 o Develop draft Comprehensive Plan o Determine implementation strategies ARDEN HILLS CITY COUNCIL WORK SESSION – MAY 16, 2016 7 • 2018 o Seek approvals and finalize the Plan o Adjacent governmental review o Submit to the Metropolitan Council City Planner Streff stated that the 2040 Comprehensive Planning process is scheduled to begin in the summer of 2016, with work continuing through 2018. City staff will be very involved with all aspects of the 2018 update and will draft many of the Plan’s components. However, consultant services will still be required for the more technical components of the Plan such as protected resources, transportation, resiliency, and infrastructure planning. City Planner Streff indicated that City staff has completed preliminary research on the cost to contract professional services to assist in the Comprehensive Plan update and has found that these services could range from $80,000 - $150,000, depending on the defined scope of services and the elements of the Plan that can be completed in-house. The work is expected to include updates to specific technical plan elements, helping plan and implement a public engagement strategy, and providing general project management services to ensure the update is completed on schedule and complies with Metropolitan Council requirements. At this time, the City is not eligible for grant funding for planning assistance through the Metropolitan Council and staff is not aware of any other funding sources for 2016. The City has budgeted $20,000 for professional services in the Community Development Department budget for 2016. Staff is expecting the majority of the additional consultant costs needed to complete the update to be paid out during 2017. City Planner Streff reported that for the 2008 Comprehensive Plan update, the City approved two consultant contracts to assist with the planning process. The City contracted with HKGi for professional planning services to prepare most of the components within the Plan. For transportation related components, the City contracted with Bolton & Menk. Between the two contracts, the City spent approximately $55,000 for the services provided. However, the City did receive two grants that totaled $44,193.80 to help offset these costs. The City received an Active Community Living Grant from Blue Cross Blue Shield of Minnesota in the amount of $24,193.80 to incorporate active living principals into the Plan. A grant from the Metropolitan Council was also received in the amount of $20,000 for planning assistance. Staff is recommending the following next steps for work on the 2040 Comprehensive Plan: 1. Staff reviews the Metropolitan Council submittal requirements and prepares a scope of work for professional services. Staff expects consultant services to include at a minimum the following: a) Updates to specific technical plan elements b) Community engagement planning and implementation c) General project management services 2. Staff drafts RFP based on the defined scope of work. 3. City Council approves resolution to release RFP. 4. Staff reviews submittals and prepares a summary memo for City Council consideration. 5. City Council selects a consultant and awards the contract. Councilmember Holden asked if staff would be applying for any grants. ARDEN HILLS CITY COUNCIL WORK SESSION – MAY 16, 2016 8 City Planner Streff explained there were no grants available to the City of Arden Hills. He indicated staff would continue to monitor the grants available. Councilmember Holmes understood the Comprehensive Plan Update was a requirement. However, she believed the Comp Plan was a huge waste of staff time and resources. She supported only the minimum amount of staff time and consultants being used for the update. Councilmember McClung and Councilmember Holden agreed especially given the level of changes that would be coming to the City as TCAAP develops. City Planner Streff commented that because the City has made many adjustments to the Comp Plan for TCAAP, less work would be required in the end. Community Development Director Hutmacher discussed the budgeting process for the Comp Plan. She explained that staff would do as much of the text changes in house as possible, but understood that parts of the Comp Plan would require assistance. She indicated staff would begin a scope of work and would request proposals. Staff would report back to the Council at a future work session meeting. D. Exterior Lighting Design Standards Senior Planner Bachler stated the 2016 Planning Commission Work Plan was adopted at the City Council Work Session on January 19, 2016. One of the items on the Work Plan was to research and amend the exterior lighting design standards included in the Zoning Code. The Planning Commission and staff previously completed work on this item in 2014, which included researching exterior lighting ordinances adopted by other cities in the metro and identifying best practices, and discussing possible updates to the Zoning Code. Staff has gone back and reviewed this work and drafted an Amendment to Section 1325.05, Subd. 3 of the Zoning Code. Senior Planner Bachler explained Sections 1320 and 1325 of the Zoning Code include additional requirements on exterior lighting for specific districts. For example, the Special Requirements for the Neighborhood Business District in Section 1320.08 restricts security and parking lot lights to no more than 14 feet in height. Properties would be required to meet the general design standards for exterior lighting in Section 1325.05, Subd. 3 as well as any additional standards included elsewhere in the Zoning Code. Senior Planner Bachler indicated the Planning Commission’s discussion on exterior lighting in 2014 focused on requirements that would limit light trespass across property lines, reduce glare, and restrict high-luminosity light fixtures. The draft amendment would achieve these goals through prescriptive standards on lighting design and mounting height. A lighting plan would be required for any new development, redevelopment, or addition for a commercial, industrial, or multi-family use, which would allow the City to evaluate conformance with the design standards. Senior Planner Bachler stated based on direction previously provided by the City Council, staff has included language in the amendment that prohibits architectural accent lighting used to advertise buildings or properties. This would include LED illuminated accent lighting increasingly seen on gas station canopies and fast food restaurant buildings. Lighting of architectural features ARDEN HILLS CITY COUNCIL WORK SESSION – MAY 16, 2016 9 would only be permitted where the intent is to provide accent or interest, or to help identify building entrances. Senior Planner Bachler commented based on the feedback provided by the City Council, staff will complete revisions to the draft amendment to Section 1325.05, Subd. 3. The Planning Commission will be required to hold a public hearing on the proposed amendment prior to formal action by the City Council on this item. Councilmember Holmes expressed concern with the fact the footcandle language was still within the draft amendment. She recommended the amendment further address LED lighting and include standards for lumens and nits. She noted she did not agree with the accent lighting provision. She wanted to see the language be more technologically savvy. Senior Planner Bachler defined nit and lumen for the Council. He explained LED was new lighting technology that was more energy efficient. He recommended that any language addressing LED lighting be broad in nature. Councilmember Holden expressed concern with the brightness of the Presbyterian Homes sign and how this had to be addressed. Further discussion ensued regarding LED lighting requirements. Councilmember Holmes questioned if the proposed language would address the concerns at Mounds View High School. Senior Planner Bachler commented the sign at the Mounds View High School was an exception, since it was a non-commercial sign used for sporting events. He discussed how the City’s lighting code was consistent with the surrounding communities. Councilmember Holmes believed that the language within G1 and G2 were too vague. She thought that F1 should be prohibited. She stated she was hoping for more within the proposed lighting design standards. The consensus of the Council was for F1 to proceed as written. Councilmember Holden requested that staff insert additional language regarding holiday lights. She recommended this language refer to special events. Mayor Grant questioned the next steps for this document. Senior Planner Bachler reported the Planning Commission would review this document and hold a Public Hearing after which time it would return to the City Council. Community Development Director Hutmacher asked if the Council wanted to see this document prior to it going before the Planning Commission. The consensus of the Council was for the document to proceed to the Planning Commission. ARDEN HILLS CITY COUNCIL WORK SESSION – MAY 16, 2016 10 E. Questions for Metropolitan Council Member Marie McCarthy Community Development Director Hutmacher stated Metropolitan Council Member Marie McCarthy would be attending the June 20, 2016, City Council Work Session. Metropolitan Council staff has requested that the City submit its questions in advance so that Council Member McCarthy can be fully prepared to discuss issues of interest to the City Council. Mayor Grant suggested a question be formulated regarding grants for the Comprehensive Planning process. He also wanted to receive an update on the BRT extension. Councilmember Holden requested an update from Met Council on I&I along with if there would be any Met Council requirement changes. She would also like know why Arden Hills did not quality for numerous grants. Councilmember McClung recommended the City receive comment from Met Council on unfunded mandates. He also wanted to learn how the City could get itself properly aligned regional funding for trail connections. Mayor Grant thanked the Council for their input and recommended that any additional comments or questions be forwarded to staff. F. State of the City Community Development Director Hutmacher stated that the State of the City event has been held in four of the previous five years. During the last two years, two separate events were held: one at Flaherty’s Arden Bowl on a weekday morning to be convenient for the business community, and the second at City Hall on a weekday evening to be more convenient for residents. Feedback for State of the City events has been positive, although 2015 attendance was less than in previous years. Flaherty’s City Hall Total 2013 75 -- 75 2014 70 60 130 2015 40 35 75 Community Development Director Hutmacher explained the total cost of the 2015 events including advertising, food, and beverages was $2,261. Funds are budgeted for a 2016 State of the City in the EDA budget. The EDC recommends that the State of the City be held again in 2016, but that the event format be changed. For the business-focused morning event, the EDC suggested that the City ask Land O’Lakes, Boston Scientific, the TCAAP Master Developer, and MnDOT to each provide a short presentation. The EDC felt that local businesses are interested in hearing about business plans for large business – both because it could affect their own business plans and as inspiration for small businesses with growth ambitions. In the past, the morning event has been held on a Wednesday or Thursday in the second or third week of September. The EDC recommended that the morning event be held at Flaherty’s again. Potential dates for the morning event include: ARDEN HILLS CITY COUNCIL WORK SESSION – MAY 16, 2016 11 • Wednesday, September 14 • Thursday, September 22 • Wednesday, September 28 • Thursday, September 29 Community Development Director Hutmacher explained staff and the EDC discussed having the evening event focus on the TCAAP redevelopment project and inviting the Master Developer to attend. This would allow the City to provide residents with an update on the project and give the Master Developer an opportunity to introduce themselves to the community. The EDC recommended that the event have an open house format that would allow for interaction and be convenient for families to attend. Staff recommends that the open house be scheduled for August or September, depending on when Alatus could be ready. Councilmember Holden reported the EDC was excited about the new proposed approach for the State of the City. She hoped the Council would encourage the EDC to proceed as recommended. Mayor Grant supported trying something different for the State of the City. He suggested the resident focused event have four or five stations for the public to view regarding City events, streets, TCAAP, local businesses, etc. Community Development Director Hutmacher believed it would be good to focus on items of interest within the City for the resident State of the City event. Councilmember McClung recommended the resident focused event focus on introducing the TCAAP master developer with stations focused on future TCAAP development. Councilmember Holden agreed and stated the Councilmembers could be available for questions. Community Development Director Hutmacher asked if the Council supported public engagement for the Comprehensive Plan. The Council supported this recommendation. G. 2015 PMP Restoration Update Acting Public Works Director Anderson commented on the comments made by a resident at a recent Council meeting regarding the restoration work that had yet to be completed for the 2015 PMP. He reported all restoration work was completed for the Grant and Noble neighborhoods last August. He explained he met with Duane Stenlund from MnDOT and discussed the grasses growing in the Grant and Noble neighborhoods. Mr. Stenlund found that the grass growing in these areas were acceptable. He reported the new grasses might require additional fertilizer in order to match the color of the existing sod. Acting Public Works Director Anderson reported he and Mr. Stenlund then viewed the Venus and Cryst al neighborhoods. It was noted the restoration work for the Venus and Crystal neighborhoods was done at differing times throughout last summer. He explained he visited the property at 1750 Gramsie Road. Mr. Stenlund suspected that because the seeding was done late in ARDEN HILLS CITY COUNCIL WORK SESSION – MAY 16, 2016 12 the year, the grass did not germinate. It was recommended the City complete a hydro-seeding application on the topsoil. He reported staff had the topsoil analyzed by the University of Minnesota and all requirements were being met. He understood that some rocks need to be removed from the topsoil and the contractor would complete this work. Mayor Grant reviewed an email he received from a resident raising concerns with the fact that Grant and Noble were hydro-seeded while Crystal and Venus were not. Acting Public Works Director Anderson reported all neighborhoods were hydro-seeded. Councilmember Holden asked if the punch list for the 2015 PMP was longer than usual. Acting Public Works Director Anderson believed the list length and cleanup work were typical. Councilmember Holden questioned if the sump pump situation had been resolved. She questioned if a date should be set for this project. Acting Public Works Director Anderson stated a temporary fix has been put in place to keep the water off the street. He indicated a letter could be sent from the City regarding the residents need to create a permanent solution for this sump pump connection. Mayor Grant questioned when the punch list would be completed. Acting Public Works Director Anderson wanted to see the punch list completed in the next month, but noted this would be weather dependent. Kristie Elfering, Elfering and Associates, reported the concrete work would not be completed until September due to the fact the work had a one-year warranty. H. State Fair Parking Acting Public Works Director Anderson explained the City Council previously discussed this item and asked that Public Works look into a more rigid sign for marking temporary no parking areas during the Minnesota State Fair. Additionally, it was suggested that the signs indicate the consequences for disregarding the signs. He stated he reviewed the Manual on Uniform Traffic Control Devices and found the manual does cover a “Tow Away” symbol but does not have any accepted wording related to fines. He said he also researched materials to be used that would include a corrugated plastic sign that can be printed with whatever sign image desired and a medium weight 6-foot fence post. Public Works will need to secure the materials and have them on hand for the end of August. Staff requested feedback on the sign image and materials proposed to be used. Councilmember Holden asked if the signs were re-useable. Acting Public Works Director Anderson stated this was the case, unless a sign were to be damaged when removing from the ground. ARDEN HILLS CITY COUNCIL WORK SESSION – MAY 16, 2016 13 Mayor Grant questioned if the City had the authority to tow. Councilmember Holden reported the City did have the right to tow. She supported the signs having the “Tow Away” language. She questioned the spacing on the signs. Acting Public Works Director Anderson explained the signs would be posted about one per lot depending on the visibility. Councilmember McClung recommended the Sheriff’s Department be put on notice in August to enforce these No Parking signs. I. Arden View Court Storm Sewer Repair Acting Public Works Director Anderson explained a segment of storm sewer pipe in the Arden View Court Area has developed a crack and separated joint. As result of the separated joint and crack, sinkholes are forming in the rear yard above the pipe. Public Works had looked at various options to repair this pipe and found that lining would be the most cost effective means. Two quotes were obtained for this repair and Hydro-Klean is the lowest at $13,353.00. The funding for this repair will be from the surface water management fund. The Council supported adding this to the next Council meeting as a Consent item. J. Lakeshore Place Landscaping Project with Ramsey County Acting Public Works Director Anderson explained in 2011 along with the discussion related to municipal consent for the County Rd 96 / TH 10 grade separation project there was a commitment made to provide visual screening for Lakeshore Place residents. The details of this screening was to be provided in two parts. The first a tall poured concrete wall on top of the retaining wall that separates Lakeshore place from the interchange. The second part discussed involved plantings to help screen the highway from the residences. Acting Public Works Director Anderson stated Ramsey County has worked with MnDOT landscape partnership to develop a plan to provide both landscape amenities and screening. The funding for this work is proposed to be provided through a number of sources. Generally, the following is the concept of funding for funding this work. Long-term maintenance of the planting on Lakeshore Place would be up to the City of Arden Hills. Ramsey County would be responsible for maintenance on the other plantings. Component Funding Source Plant materials in MnDOT ROW Ramsey County to be reimbursed by grant Plant materials in Lakeshore Place ROW City of Arden Hills Labor in MnDOT ROW Ramsey County Labor in Lakeshore Place Ramsey County Acting Public Works Director Anderson estimated the City’s portion of the project would cost $8,000-10,000. He hoped to have these numbers back from the County prior to the next Council meeting for approval on the Consent Agenda. ARDEN HILLS CITY COUNCIL WORK SESSION – MAY 16, 2016 14 Councilmember Holden recalled that a berm was to be created on Lakeshore by MnDOT. Mayor Grant believed the Black Hills Spruce were the most important trees within the plan. Acting Public Works Director Anderson noted MnDOT funding is scheduled to provide these trees. The Council supported the proposed landscaping plan and requested the item be added to the Consent agenda for the next meeting. K. Johanna Marsh Tennis Court Acting Public Works Director Anderson explained rehabilitation of the Johanna Marsh Tennis court is programmed for 2017 in the current Capital Improvement Plan. This court is showing signs of major settlement and shifting in the pavement surface. The Parks Trails and Recreation Committee indicated to the City Council that rehabilitation of this court was identified as a priority and had recommended a survey of the neighborhood be done to get public input. The City Council commented they would like to discuss the item before a survey is done. Staff has received comments from residents concerning the schedule for repairs. With the general condition of the court, it is possible the court could be closed as there could be some liability from tripping hazards. Councilmember Holden stated someone had looked at the tennis court previously and believed the court was beyond repair. She did not oppose spending $40,000; however, she recalled it was the responsibility of the neighborhood to maintain the tennis court. She anticipated a new tennis court would cost over $100,000 and feared a new court would at this location would never be level due to the fact it was built on a marsh. Councilmember Holmes indicated the tennis court was being used as a mini dog park at this time. She stated in her conversations with residents they understood the court was beyond repair. Mayor Grant suggested the clay court be removed and that the area be turned into grass. Councilmember Holden believed the tennis court should be closed for safety reasons. Councilmember Holmes asked if a playground could be placed in the tennis court area. Acting Public Works Director Anderson stated this would be possible. Councilmember McClung supported programming this portion of the park but did not see this area becoming a tennis court again. Councilmember Holden questioned how regularly the homeowners’ association met. Acting Public Works Director Anderson believed the association met on a regular basis. ARDEN HILLS CITY COUNCIL WORK SESSION – MAY 16, 2016 15 Councilmember Holmes suggested a survey be sent to the neighborhood asking them what they would like to see in this space, besides a tennis court, given the fact this would be impossible to replace. Mayor Grant indicated he visited the tennis court and believed it had settled over time. He stated he did not want people playing on the tennis court at this time. The Council supported staff investigating the possibility of closing the tennis court and acting on closing it if recommended by the City’s insurance carrier. Mayor Grant requested a letter be sent to the homeowners’ association regarding the future plans for the tennis court. Councilmember Holmes recommended the PTRC discuss the future plans for this tennis court. L. Trail Priorities Action on this item was tabled. M. Personnel Committee Discussion Mayor Grant explained the Personnel Committee has been working on a number of items of importance. He requested comment from staff regarding these matters. Interim City Administrator/Director of Finance and Administrative Services discussed the conversation she had with Harry Brull regarding the City Administrator recruitment contract. It was her understanding that Harry believed he had fulfilled the terms of the contract and was expecting full payment from the City. She recommended the Personnel Committee meet in the near future in order to draft a response to Mr. Brull. Councilmember Holmes believed the City should take a closer look at the contract in order to understand the terms. She recommended the City Attorney review the contract to see where the City stands. She wanted clarification if Harry Brull was responsible or his former company. Councilmember Holden recalled a conversation with Harry Brull where he stated the terms had not been fulfilled and that he was responsible for the costs. Mayor Grant commented there were terms within the contract that had not been fulfilled and could not be fulfilled. 2. COUNCIL COMMENTS AND STAFF UPDATES Councilmember Holden asked if the Council would be reviewing the application for the member interested in serving on the EDC. ARDEN HILLS CITY COUNCIL WORK SESSION – MAY 16, 2016 16 Mayor Grant updated the Council on a meeting he attended with the Star Tribune editorial board regarding TCAAP. Mayor Grant noted he attended the CTV awards banquet at Flaherty’s. Interim City Administrator/Director of Finance and Administrative Services reported the Council retreat would be held on Saturday, May 21. She explained she was having a difficult time finding a location for the retreat. She recommended the retreat be held at City Hall and be catered in. The Council supported this recommendation. ADJOURN Mayor Grant adjourned the City Council Work Session at 8:36 p.m. __________________________ __________________________ Julie Hanson David Grant Deputy Clerk Mayor Page 1 of 1 DATE: June 13, 2016 TO: Honorable Mayor and City Council Members 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 2016 Payroll #11 .................................................................................... $ 98,901.74 2016 Payroll #11-1 ................................................................................. $ 9,743.76 Total Payroll $ 108,645.50 Accounts Payable Claims Through 06/10/2016 Paid Claims (Check No 45749-Check No 45801) ................................. $ 709,218.91 Paid Claims (Check No 45768-Check No 45769) ................................. $ 103,230.19 Total Accounts Payable $ 812,449.10 Total Claims $ 921,094.60 CONSENT ITEM - 5A MEMORANDUM CITY OF ARDEN HILLS PAYROLL # 11 CHECKS DATED: 06/03/16 Biweekly: 05/14/16 - 05/27/16 EMPLOYEE DEDUCTIONS AMT.Payment Method FIT 7,012.10 EFT SIT 2,874.71 EFT FICA Oasdi 4,151.67 EFT FICA Medicare 970.98 EFT TOTAL TAXES 15,009.46 Health Premium 2,399.88 A/P Check* Dental Premium A/P Check* FSA Health Care Reimb. 133.33 A/P Check* FSA Dependent Care Reimb. 383.33 A/P Check* TOTAL FLEXIBLE SPENDING 2,916.54 HSA Health Saving 795.09 Health Care Savings Plan EFT Health Care Savings Plan-2% 306.69 EFT Health Care Savings Plan-4% 499.19 EFT TOTAL HEALTH SAVINGS 1,600.97 PERA 4,262.79 EFT ICMA 1,382.54 EFT Central Pension Fund-Union 614.40 A/P Check* MN State Retirement System 709.86 EFT TOTAL RETIREMENT 6,969.59 IUOE 49 Dues (Union) 134.00 A/P Check* LTD/STD Insurance 1,129.09 A/P Check* PERA Life Insurance 32.00 A/P Check* CITY BENEFIT 4,151.67 970.98 5,122.65 14,395.95 1,223.74 15,619.69 1,458.34 1,458.34 4,918.63 4,918.63 PERA Life Insurance 32.00 A/P Check Life/Addl/Dep Life 174.73 A/P Check* Public Employee Long Term Care A/P Check* UNUM 42.55 A/P Check* AFLAC 213.75 EFT Avesis-Vision Care 5.43 A/P Check* TOTAL VOLUNTARY 1,731.55 Total Employee Deductions 28,228.11 Net Payroll Direct Deposit 43,465.52 EFT Gross Payroll Tie-Out 71,693.63 STD/LTD Gross - Up Plus City Paid Benefit 27,208.11 ICMA Benefit Held 0.00 TOTAL PAYROLL COST 98,901.74 FICA TIE-OUT Gross Payroll 71,693.63 Less Total FSA 2,916.54 Plus Employer Match ICMA 0.00 Plus ICMA Benefit Held 0.00 Net P/R Subject to FICA 68,777.09 FICA Oasdi @ 6.20% 4,151.67 FICA Medicare @ 1.45% 970.98 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. 88.80 88.80 CITY OF ARDEN HILLS PAYROLL # 11-1 CHECKS DATED: 06/09/16 Biweekly: - EMPLOYEE DEDUCTIONS AMT.Payment Method FIT EFT SIT EFT FICA Oasdi EFT FICA Medicare EFT TOTAL TAXES 0.00 Health Premium A/P Check* Dental Premium A/P Check* FSA Health Care Reimb.A/P Check* FSA Dependent Care Reimb.A/P Check* TOTAL FLEXIBLE SPENDING 0.00 HSA Health Saving Health Care Savings Plan 9,743.76 EFT Health Care Savings Plan-2%EFT Health Care Savings Plan-4%EFT TOTAL HEALTH SAVINGS 9,743.76 PERA EFT ICMA EFT Central Pension Fund-Union A/P Check* MN State Retirement System EFT TOTAL RETIREMENT 0.00 IUOE 49 Dues (Union)A/P Check* LTD/STD Insurance A/P Check* PERA Life Insurance A/P Check* CITY BENEFIT 0.00 0.00 0.00 0.00 0.00 0.00 PERA Life Insurance A/P Check Life/Addl/Dep Life A/P Check* Public Employee Long Term Care A/P Check* UNUM A/P Check* AFLAC EFT Avesis-Vision Care A/P Check* TOTAL VOLUNTARY 0.00 Total Employee Deductions 9,743.76 Net Payroll Direct Deposit EFT Gross Payroll Tie-Out 9,743.76 STD/LTD Gross - Up Plus City Paid Benefit 0.00 ICMA Benefit Held 0.00 TOTAL PAYROLL COST 9,743.76 FICA TIE-OUT Gross Payroll 9,743.76 Less Total FSA 0.00 Plus Employer Match ICMA 0.00 Plus ICMA Benefit Held 0.00 Net P/R Subject to FICA 9,743.76 FICA Oasdi @ 6.20% 0.00 FICA Medicare @ 1.45% 0.00 Note: Federal and State Payroll Tax obligations are satisfied by means of utilizing the "Taxtel" Electronic Tax Deposit Service. Trans- fers are typically made two business days after the payroll date. * A/P Checks can be found on the ACCOUNTS PAYABLE Check Approval report. Checks may be paid this week or the following week. 0.00 Accounts Payable User: Printed: ashley.bertrand 6/9/2016 11:48 AM Checks by Date - Detail by Check Date Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 0189 Gopher State One-Call, Inc.05/27/2016ACH 6040157 April 2016 Locates April 2016 Locates 128.08 6040157 April 2016 Locates April 2016 Locates 128.08 6040157 April 2016 Locates April 2016 Locates 128.09 384.25Total for this ACH Check for Vendor 0189: 0225 Lillie Suburban Newspapers 05/27/2016ACH 04292016-LSN April 2016 Publications April 2016 Publications 114.36 04292016-LSN April 2016 Publications April 2016 Publications 27.72 04292016-LSN April 2016 Publications April 2016 Publications 215.73 357.81Total for this ACH Check for Vendor 0225: 0292 Oxygen Service Company, Inc.05/27/2016ACH 03340568 April 2016 Rental Expenses April 2016 Rental Expenses 18.60 18.60Total for this ACH Check for Vendor 0292: 0320 Health Partners 05/27/2016ACH 65752071 June 2016 Dental Premium June 2016 Dental Premium 1,314.99 1,314.99Total for this ACH Check for Vendor 0320: 0329 Michael Christofore 05/27/2016ACH 05132016-MC April 2016 Uniform Allowance April 2016 Uniform Allowance 56.63 56.63Total for this ACH Check for Vendor 0329: 0339 Ferguson Waterworks 2516 05/27/2016ACH 0189220 PW Supplies PW Supplies 26.00 26.00Total for this ACH Check for Vendor 0339: 0706 Certified Laboratories 05/27/2016ACH 2304357 PW Supplies PW Supplies 460.22 460.22Total for this ACH Check for Vendor 0706: 0750 Verizon Wireless 05/27/2016ACH 9765014474 Apr/May 2016 Phone Bill Apr/May 2016 Phone Bill 120.06 9765229987 Apr/May 2016 Phone Bill Apr/May 2016 Phone Bill 964.38 1,084.44Total for this ACH Check for Vendor 0750: 0922 North Suburban Access Corporation 05/27/2016ACH 16-040 April 2016 Contracted Services April 2016 Contracted Services 257.40 257.40Total for this ACH Check for Vendor 0922: 12018 Achieve Services 05/27/2016ACH 11169 Document Shredding Document Shredding 25.80 Page 1AP Checks by Date - Detail by Check Date (6/9/2016 11:48 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 25.80Total for this ACH Check for Vendor 12018: 1252 Campbell Knutson - Attorneys at Law 05/27/2016ACH 3231G-0416 April 2016 Legal Fees April 2016 Legal Fees 70.00 3231G-0416 April 2016 Legal Fees PC 16-003 April 2016 Legal Fees 625.00 3231G-0416 April 2016 Legal Fees April 2016 Legal Fees 840.00 3231G-0416 April 2016 Legal Fees PC 15-016 April 2016 Legal Fees 390.40 3231G-0416 April 2016 Legal Fees PC 16-003 April 2016 Legal Fees 250.00 3231G-0416 April 2016 Legal Fees PC 14-036 April 2016 Legal Fees 169.40 3231G-0416 April 2016 Legal Fees April 2016 Legal Fees 28.00 3231G-0416 April 2016 Legal Fees April 2016 Legal Fees 70.00 3231G-0416 April 2016 Legal Fees April 2016 Legal Fees 317.20 3231G-0416 April 2016 Legal Fees April 2016 Legal Fees 914.05 3,674.05Total for this ACH Check for Vendor 1252: 1782 Willie McCray 05/27/2016ACH 204 5/16-5/19 Umpiring Services 5/16-5/19 Umpiring Services 486.00 486.00Total for this ACH Check for Vendor 1782: 3117 Jill Hutmacher 05/27/2016ACH 05262016-JH April/May 2016 Expense Report April/May 2016 Expense Report 53.46 05262016-JH April/May 2016 Expense Report April/May 2016 Expense Report 22.00 75.46Total for this ACH Check for Vendor 3117: 3596 Moser, Mark 05/27/2016ACH 05272016-MM May 2016 Expense Report May 2016 Expense Report 123.91 05272016-MM May 2016 Expense Report May 2016 Expense Report 71.99 195.90Total for this ACH Check for Vendor 3596: 7501 Kelly & Lemmons, P.A.05/27/2016ACH 44866 April 2016 Prosecution April 2016 Prosecution 2,242.73 2,242.73Total for this ACH Check for Vendor 7501: ANDEJ John Anderson 05/27/2016ACH 05202016-JA Apr/May 2016 Expense Report Apr/May 2016 Expense Report 4.00 05202016-JA Apr/May 2016 Expense Report Apr/May 2016 Expense Report 133.00 05202016-JA Apr/May 2016 Expense Report Apr/May 2016 Expense Report 13.50 05202016-JA Apr/May 2016 Expense Report Apr/May 2016 Expense Report 13.50 164.00Total for this ACH Check for Vendor ANDEJ: JOHC Johnson Controls 05/27/2016ACH 1-33806933191 City Hall Boiler Repair City Hall Boiler Repair 678.42 678.42Total for this ACH Check for Vendor JOHC: MNLI Minnesota Native Landscapes, Inc 05/27/2016ACH 13202 4/14 Mowing 4/14 Mowing 340.00 340.00Total for this ACH Check for Vendor MNLI: 0243 Metropolitan Council-Waste Water 05/27/2016ACH 0001054955 June 2016 Wastewater Service Charges June 2016 Wastewater Service Charges 56,551.77 56,551.77Total for this ACH Check for Vendor 0243: Page 2AP Checks by Date - Detail by Check Date (6/9/2016 11:48 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription TOII Tokle Inspections, Inc 05/27/2016ACH 05012016-Tokle April 2016 Inspections April 2016 Inspections 17,720.08 17,720.08Total for this ACH Check for Vendor TOII: 1257 Associated Mechanical Contractors 05/27/201645715 2016-00030 2016-00030 Meter Rental Refund 2016-00030 Meter Rental Refund 1,105.00 1,105.00Total for Check Number 45715: 6047 Avesis Third Party Administrators, Inc 05/27/201645716 1397256 June 2016 Vision June 2016 Vision 10.86 10.86Total for Check Number 45716: 0131 Beisswenger's How-To Store 05/27/201645717 685888 PW Supplies PW Supplies 1.19 698142 PW Supplies PW Supplies 11.99 698151 PW Supplies PW Supplies 24.95 707347 PW Supplies PW Supplies 7.29 708129 PW Supplies PW Supplies 5.58 708341 PW Supplies PW Supplies 39.99 708382 PW Supplies PW Supplies 34.90 709267 PW Supplies PW Supplies 13.49 716053 PW Supplies PW Supplies 27.99 722773 PW Supplies PW Supplies 19.47 186.84Total for Check Number 45717: CANON Canon Financial Services 05/27/201645718 16069307 May 2016 Copier Lease May 2016 Copier Lease 1,441.13 16069307 May 2016 Copier Lease May 2016 Copier Lease 254.31 1,695.44Total for Check Number 45718: 0319 City of Roseville 05/27/201645719 0221299 March 2016 IT Bill March 2016 Phone Bill 3,489.58 0221330 March 2016 Phone Bill March 2016 Phone Bill 447.22 0221390 April 2016 IT Bill April 2016 IT Bill 3,489.58 0221421 April 2016 Phone Bill April 2016 Phone Bill 447.22 7,873.60Total for Check Number 45719: 0337 D-Rock Center Landscape Supply 05/27/201645720 4043 Top Soil Top Soil 27.95 27.95Total for Check Number 45720: 6849 Flor, Raymond 05/27/201645721 04272016-RF Foot Clinic Refund Foot Clinic Refund 34.00 34.00Total for Check Number 45721: 5646 Forest Lake Contracting, Inc.05/27/201645722 5794 Lights on TH51 Bridge Lights on TH51 Bridge 4,293.25 4,293.25Total for Check Number 45722: 1650 Hill, Robert and Patsy 05/27/201645723 05102016-RPH AARP Class Refund AARP Class Refund 28.00 Page 3AP Checks by Date - Detail by Check Date (6/9/2016 11:48 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 28.00Total for Check Number 45723: 4999 Hirshfield's Paint Mfg., Inc.05/27/201645724 111456 Atheltic Field Paint Atheltic Field Paint 1,312.50 1,312.50Total for Check Number 45724: 6469 Hunt, Shacara 05/27/201645725 05102016-SH 4th Grade Track Refund 4th Grade Track Refund 50.00 50.00Total for Check Number 45725: IDAI Ideal Advertising, Inc 05/27/201645726 40481 TShirts TShirts 166.50 166.50Total for Check Number 45726: 0390 INT'L Union Operating Engineers-Union Dues05/27/201645727 05052016-INT May 2016 Union Dues May 2016 Union Dues 268.00 268.00Total for Check Number 45727: 1048 ISD 621 - Mounds View Community Education05/27/201645728 1507-0052 4/20-5/25 Faciliyt Rentals 4/20-5/25 Faciliyt Rentals 24.75 24.75Total for Check Number 45728: 4746 Johnson, Sara 05/27/201645729 05232016-SJ Refund Summer Soccer Refund Summer Soccer 70.00 70.00Total for Check Number 45729: 1058 MIDC Enterprises 05/27/201645730 I0037874 PW Supplies PW Supplies 42.75 42.75Total for Check Number 45730: 6847 Northern Investments 05/27/201645731 2015-00328 GE 2015-00328 Escrow Refund GE 2015-00328 Escrow Refund 3,675.00 3,675.00Total for Check Number 45731: 1074 Precision Landscape & Tree 05/27/201645732 2608 Stump Grinding Stump Grinding 250.00 250.00Total for Check Number 45732: 1208 Premium Waters, Inc 05/27/201645733 610207-04-16 City Hall Supplies-April 2016 City Hall Supplies-April 2016 52.43 613317-04-16 City Hall Supplies-April 2016 City Hall Supplies-April 2016 133.33 185.76Total for Check Number 45733: 0811 Ramsey County 05/27/201645734 EMCOM-005103 April 2016 Fleet Support Fee April 2016 CAD Services 24.96 EMCOM-005148 April 2016 911 Dispatch April 2016 CAD Services 4,719.13 EMCOM-005163 April 2016 CAD Services April 2016 CAD Services 929.23 5,673.32Total for Check Number 45734: 6748 Reliance Standard 05/27/201645735 GL154938-0616 June 2016 Premium June 2016 Premium 1,583.27 Page 4AP Checks by Date - Detail by Check Date (6/9/2016 11:48 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 1,583.27Total for Check Number 45735: 1193 SelectAccount 05/27/201645736 1145937 May 2016 Participant Dues April 2016 Participant Dues 35.87 35.87Total for Check Number 45736: 0327 Staples Business Advantage 05/27/201645737 3300624838 Office Supplies Office Supplies 69.64 69.64Total for Check Number 45737: 0576 TimeSaver Off Site Secretarial 05/27/201645738 M22067 4/19, 25, 26 Meetings 4/19, 25, 26 Meetings 307.88 M22067 4/19, 25, 26 Meetings 4/19, 25, 26 Meetings 473.00 780.88Total for Check Number 45738: 3267 Trend Setter Homes 05/27/201645739 2014-00605 GE Permit 2014-00605 Escrow Release GE Permit 2014-00605 Escrow Release 3,004.46 3,004.46Total for Check Number 45739: 1300 UniFirst Corporation 05/27/201645740 090 0303594 May 2016 Mat Service May 2016 Mat Service 92.95 92.95Total for Check Number 45740: 1771 Valentine Hills PTA 05/27/201645741 05132016-VHPTA Overpayment Refund Overpayment Refund 35.00 35.00Total for Check Number 45741: 9755 Verizon Networkfleet Inc 05/27/201645742 OSV000000394921 April 2016 GPS Expenses April 2016 GPS Expenses 360.05 360.05Total for Check Number 45742: 1442Webb Webber Recreational Design Inc 05/27/201645743 528 Park Equipment Park Equipment 2,870.00 2,870.00Total for Check Number 45743: 0319 City of Roseville 05/27/201645744 0221459 Q1 2016 Water Expenses Q1 2016 Water Expenses 189,997.84 189,997.84Total for Check Number 45744: KEGC Kennedy & Graven 05/27/201645745 131456 Sapphire Escrow Expenses Sapphire Escrow Expenses 19,749.32 19,749.32Total for Check Number 45745: 0495 Lake Johanna Fire Department Inc.05/27/201645746 554 2016 Capital Budget: Pressure Washer/Reel 2016 Capital Budget: Pressure Washer/Reel 1,183.59 557 2016 Capital Budget: Pressure Washer Install 2016 Capital Budget: Pressure Washer Install 86.98 1,270.57Total for Check Number 45746: 0811 Ramsey County 05/27/201645747 PUBW-015476 Jan/Feb Salt Purchase Jan/Feb Salt Purchase 12,217.26 SHRFL-001497 April 2016 RC Sheriff April 2016 RC Sheriff 92,130.19 Page 5AP Checks by Date - Detail by Check Date (6/9/2016 11:48 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 104,347.45Total for Check Number 45747: 0282 Republic Services #899 05/27/201645748 0899-002846975 April 2016 Recycling Expenses April 2016 Recycling Expenses 7,568.94 7,568.94Total for Check Number 45748: 444,854.31Total for 5/27/2016: 0192 Grainger, Inc 06/02/2016ACH 9107483480 PW Parts PW Parts 117.54 117.54Total for this ACH Check for Vendor 0192: 0387 ICMA Retirement Trust- #302482 06/02/2016ACH PR Batch 00100.06.2016 ICMA Employee DeductionPR Batch 00100.06.2016 ICMA Employee Deduction 575.00 PR Batch 00100.06.2016 ICMA Employee PercentPR Batch 00100.06.2016 ICMA Employee Percent 807.54 1,382.54Total for this ACH Check for Vendor 0387: 0706 Certified Laboratories 06/02/2016ACH 2320332 PW Parts PW Parts 512.49 512.49Total for this ACH Check for Vendor 0706: 0731 MIDWAY FORD 06/02/2016ACH 259448 PW Parts PW Parts 42.55 42.55Total for this ACH Check for Vendor 0731: 0772 ESS Brothers & Sons, Inc.06/02/2016ACH VV1936 Street Supplies Street Supplies 1,394.50 1,394.50Total for this ACH Check for Vendor 0772: 1001 Sprint/Nextel Communications 06/02/2016ACH 196110738-036 Apr/May 2016 Phone Bill Apr/May 2016 Phone Bill 169.27 169.27Total for this ACH Check for Vendor 1001: 1125 Bolton & Menk, Inc.06/02/2016ACH 0189881 Mar/Apr 2016 LS #11 Expenses Mar/Apr 2016 LS #11 Expenses 5,205.10 5,205.10Total for this ACH Check for Vendor 1125: 1363 Water Conservation Service, Inc.06/02/2016ACH 6775 April 2016 Leak Locates April 2016 Leak Locates 529.70 529.70Total for this ACH Check for Vendor 1363: 5596 Jamar Company 06/02/2016ACH 454004 Parks Supplies Parks Supplies 22.05 22.05Total for this ACH Check for Vendor 5596: 5648 Matthew Bachler 06/02/2016ACH 05272016-MB May 2016 Expenses May 2016 Expenses 35.00 35.00Total for this ACH Check for Vendor 5648: 6349 Mary Nosek 06/02/2016ACH Page 6AP Checks by Date - Detail by Check Date (6/9/2016 11:48 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 16-007 May 2016 Publishing May 2016 Publishing 160.00 160.00Total for this ACH Check for Vendor 6349: ALPI Allegra Print & Imaging 06/02/2016ACH 147685 May 2016 Newsletter May 2016 Newsletter 1,582.94 1,582.94Total for this ACH Check for Vendor ALPI: 5593 American Legal Publishing Corp.06/02/201645749 0110243 Supplement Pages Supplement Pages 31.50 31.50Total for Check Number 45749: 0651 CDW Government, Inc.06/02/201645750 CXZ0869 Technology Supplies-Finance Technology Supplies 61.60 61.60Total for Check Number 45750: 0719 City of St. Paul 06/02/201645751 IN00015697 April 2016 Asphalt Mix April 2016 Asphalt Mix 386.89 386.89Total for Check Number 45751: 5597 CoBeck Construction Company, LLC 06/02/201645752 2014-00385 GE 2014-00385 Escrow Release GE 2014-00385 Escrow Release 17,202.52 17,202.52Total for Check Number 45752: 5383 Crysteel Truck Equipment 06/02/201645753 F38410 Truck Installs Truck Installs 5,363.62 F38414 Truck Installs Truck Installs 4,330.96 9,694.58Total for Check Number 45753: FAST Fastenal 06/02/201645754 MNSPR103989 PW Parts PW Parts 28.66 28.66Total for Check Number 45754: 0376 FirstLab 06/02/201645755 FL00148039 May 2016 Screens May 2016 Screens 52.00 52.00Total for Check Number 45755: 0176 Frattallone's Hardware, Inc.06/02/201645756 069522-A May 2016 Expenses May 2016 Expenses 43.98 070044-A May 2016 Expenses May 2016 Expenses 10.49 070085-A May 2016 Expenses May 2016 Expenses 13.98 070172-A May 2016 Expenses May 2016 Expenses 1.20 070256-A May 2016 Expenses May 2016 Expenses 16.98 070396-A May 2016 Expenses May 2016 Expenses 7.56 D76545 May 2016 Expenses May 2016 Expenses -3.76 90.43Total for Check Number 45756: GFOA Government Finance Officers Association 06/02/201645757 0188635S 16/17 Newsletter 16/17 Newsletter 50.00 50.00Total for Check Number 45757: 8081 Kimley-Horn and Associates, Inc 06/02/201645758 7834356 April 2016 Snelling Expenses April 2016 Snelling Expenses 1,142.76 Page 7AP Checks by Date - Detail by Check Date (6/9/2016 11:48 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 1,142.76Total for Check Number 45758: 8075 Minnesota Mulch & Soil 06/02/201645759 W13109 Street Supplies Street Supplies 500.00 500.00Total for Check Number 45759: 9455 Minnesota Pump Works 06/02/201645760 8653 Sewer Supplies Sewer Supplies 1,597.06 1,597.06Total for Check Number 45760: MULTA Multicare Associates 06/02/201645761 70521-0516 2016 Drug Screen & Testing 2016 Drug Screen & Testing 92.00 92.00Total for Check Number 45761: 6252 Office Depot 06/02/201645762 1933915489 Office Supplies Office Supplies 63.54 63.54Total for Check Number 45762: 1074 Precision Landscape & Tree 06/02/201645763 16048 2015 PMP Mulch 2015 PMP Mulch 1,365.00 1,365.00Total for Check Number 45763: 0811 Ramsey County 06/02/201645764 FLEET-000019 January 2016 Parts & Services January 2016 Parts & Services 738.64 FLEET-000019 January 2016 Parts & Services January 2016 Parts & Services 1,535.50 2,274.14Total for Check Number 45764: 0335 Scherer Bros. Lumber Co.06/02/201645765 41390755 Parks Supplies Parks Supplies 52.00 52.00Total for Check Number 45765: 0327 Staples Business Advantage 06/02/201645766 3301691605 Office Supplies Office Supplies 37.25 3301691607 Office Supplies Office Supplies 86.06 3301766387 Office Supplies Office Supplies 26.38 149.69Total for Check Number 45766: 3099 Tri-State Bobcat, Inc.-Little Canada 06/02/201645767 E18744 Parks Rental Equipment Parks Rental Equipment 165.00 165.00Total for Check Number 45767: 46,153.05Total for 6/2/2016: 0602 US BANK 06/07/2016ACH Chris-040516 Apr/May 2016 CC Expenses Apr/May 2016 CC Expenses 129.58 Chris-040516 Apr/May 2016 CC Expenses Apr/May 2016 CC Expenses 82.98 DSchifsk-040516 Apr/May 2016 CC Expenses Apr/May 2016 CC Expenses 21.99 DSchifsk-040516 Apr/May 2016 CC Expenses Apr/May 2016 CC Expenses 50.54 DSchifsk-040516 Apr/May 2016 CC Expenses Apr/May 2016 CC Expenses 106.48 DSchifsk-040516 Apr/May 2016 CC Expenses Apr/May 2016 CC Expenses 97.20 Frid-040516 Apr/May 2016 CC Expenses Apr/May 2016 CC Expenses 29.48 Page 8AP Checks by Date - Detail by Check Date (6/9/2016 11:48 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription Frid-040516 Apr/May 2016 CC Expenses Apr/May 2016 CC Expenses 84.45 Grant-040516 Apr/May 2016 CC Expenses Apr/May 2016 CC Expenses 572.06 Grant-040516 Apr/May 2016 CC Expenses Apr/May 2016 CC Expenses 15.69 Grant-040516 Apr/May 2016 CC Expenses Apr/May 2016 CC Expenses 367.97 Hanson-040516 Apr/May 2016 CC Expenses Apr/May 2016 CC Expenses 600.00 Hanson-040516 Apr/May 2016 CC Expenses Apr/May 2016 CC Expenses 40.11 Hanson-040516 Apr/May 2016 CC Expenses Apr/May 2016 CC Expenses 9.09 Iverson-040516 Apr/May 2016 CC Expenses Apr/May 2016 CC Expenses 11.00 Iverson-040516 Apr/May 2016 CC Expenses Apr/May 2016 CC Expenses 300.00 Iverson-040516 Apr/May 2016 CC Expenses Apr/May 2016 CC Expenses 250.00 Mooney-040516 Apr/May 2016 CC Expenses 75.63 Mooney-040516 Apr/May 2016 CC Expenses 153.72 Mooney-040516 Apr/May 2016 CC Expenses 61.70 Mooney-040516 Apr/May 2016 CC Expenses 61.70 Mooney-040516 Apr/May 2016 CC Expenses 58.89 Mooney-040516 Apr/May 2016 CC Expenses 256.88 Mooney-040516 Apr/May 2016 CC Expenses 26.80 Mooney-040516 Apr/May 2016 CC Expenses 24.56 Mooney-040516 Apr/May 2016 CC Expenses 24.42 Mooney-040516 Apr/May 2016 CC Expenses 176.67 Mooney-040516 Apr/May 2016 CC Expenses 35.45 Nowlan-040516 Apr/May 2016 CC Expenses Apr/May 2016 CC Expenses 75.99 Scherbel-040516 Apr/May 2016 CC Expenses Apr/May 2016 CC Expenses 9.63 Scherbel-040516 Apr/May 2016 CC Expenses Apr/May 2016 CC Expenses 9.63 Scherbel-040516 Apr/May 2016 CC Expenses Apr/May 2016 CC Expenses 9.63 Scherbel-040516 Apr/May 2016 CC Expenses Apr/May 2016 CC Expenses 9.63 Thelen-040516 Apr/May 2016 CC Expenses 21.41 Thelen-040516 Apr/May 2016 CC Expenses 12.46 Thelen-040516 Apr/May 2016 CC Expenses 192.59 Thelen-040516 Apr/May 2016 CC Expenses 34.76 Thelen-040516 Apr/May 2016 CC Expenses 8.43 Thelen-040516 Apr/May 2016 CC Expenses -3.52 Thelen-040516 Apr/May 2016 CC Expenses 192.70 Thelen-040516 Apr/May 2016 CC Expenses 3.52 Thelen-040516 Apr/May 2016 CC Expenses 66.97 Thelen-040516 Apr/May 2016 CC Expenses -57.83 Thelen-040516 Apr/May 2016 CC Expenses 23.55 Thelen-040516 Apr/May 2016 CC Expenses 57.83 4,392.42Total for this ACH Check for Vendor 0602: 4,392.42Total for 6/7/2016: 0192 Grainger, Inc 06/10/2016ACH 9110267771 PW Parts PW Parts 66.42 66.42Total for this ACH Check for Vendor 0192: 0214 LTG Power Equipment 06/10/2016ACH 201487 Units #451-452 Parts Units #451-452 Parts 440.03 440.03Total for this ACH Check for Vendor 0214: 0285 Xcel Energy 06/10/2016ACH 502074917 Apr/May 2016 Expenses Apr/May 2016 Expenses 1,421.47 1,421.47Total for this ACH Check for Vendor 0285: 1041 Aaron Thelen 06/10/2016ACH Page 9AP Checks by Date - Detail by Check Date (6/9/2016 11:48 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 06062016-AT 5/16-5/25 Expense Report 5/16-5/25 Expense Report 61.02 61.02Total for this ACH Check for Vendor 1041: 1408 Supply Solutions 06/10/2016ACH 9805 Parks Supplies Parks Supplies 118.80 9905 City Hall Supplies City Hall Supplies 162.78 281.58Total for this ACH Check for Vendor 1408: 1782 Willie McCray 06/10/2016ACH 205 5/23-5/26 Umpiring Services 5/23-5/26 Umpiring Services 486.00 206 5/31-6/2 Umpiring Services 5/31-6/2 Umpiring Services 378.00 864.00Total for this ACH Check for Vendor 1782: 3349 Hydro Klean, LLC 06/10/2016ACH 06012016-HK 2015 Sewer Lining Partial Payment #3 2015 Sewer Lining Partial Payment #3 46,053.17 46,053.17Total for this ACH Check for Vendor 3349: 5587 CES Imaging 06/10/2016ACH INV038762 May 2016 Plotter Rental Charges May 2016 Plotter Rental Charges 60.00 60.00Total for this ACH Check for Vendor 5587: 8800 Valley Paving Inc 06/10/2016ACH 06012016-VP Payment #7 2015 PMP Partial Payment Payment #7 2015 PMP Partial Payment 22,224.62 06012016-VP Payment #7 2015 PMP Partial Payment Payment #7 2015 PMP Partial Payment 1,958.78 06012016-VP Payment #7 2015 PMP Partial Payment Payment #7 2015 PMP Partial Payment 75,023.77 06012016-VP Payment #7 2015 PMP Partial Payment Payment #7 2015 PMP Partial Payment 26,355.63 125,562.80Total for this ACH Check for Vendor 8800: JOHC Johnson Controls 06/10/2016ACH 1-34252756243 City Hall Repairs City Hall Repairs 1,334.48 1-34278504357 City Hall Repairs City Hall Repairs 568.70 1,903.18Total for this ACH Check for Vendor JOHC: 0447 I.U.O.E Local 49 Benefit Fund-Insurance 06/10/201645768 06.15.2016-IUOE July 2016 Premiums July 2016 Premiums 11,100.00 11,100.00Total for Check Number 45768: 0811 Ramsey County 06/10/201645769 SHRFL-001504 June 2016 RC Sheriff June 2016 RC Sheriff 92,130.19 92,130.19Total for Check Number 45769: 2597 AARP 06/10/201645785 06072016-AARP June 2016 AARP Class June 2016 AARP Class 205.00 205.00Total for Check Number 45785: 7504 Clarice Auluck-Wilson 06/10/201645786 06082016-CAW 2016 Music Together Program 2016 Music Together Program 1,640.70 1,640.70Total for Check Number 45786: 1461 Brightwood Hills Golf Course 06/10/201645787 2016-9 2016 Golf Lessons 2016 Golf Lessons 180.00 Page 10AP Checks by Date - Detail by Check Date (6/9/2016 11:48 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 180.00Total for Check Number 45787: 561ESCH ESCH Construction Supply, Inc 06/10/201645788 548149 PW Repair PW Repair 743.00 548555 PW Repair PW Repair 194.19 937.19Total for Check Number 45788: 0447 I.U.O.E Local 49 Benefit Fund-Insurance 06/10/201645789 06152016-IUOE July 2016 Premiums July 2016 Premiums 1,250.00 1,250.00Total for Check Number 45789: IDAI Ideal Advertising, Inc 06/10/201645790 40616 Rec Hats Rec Hats 464.75 464.75Total for Check Number 45790: 5443 Metro Products, Inc.06/10/201645791 117315 PW Parts PW Parts 49.31 49.31Total for Check Number 45791: 1058 MIDC Enterprises 06/10/201645792 I0037991 Parks Supplies Parks Supplies 8.10 I0037999 Parks Supplies Parks Supplies 124.45 132.55Total for Check Number 45792: 0230 MTI Distributing Co.06/10/201645793 1060296-00 Unit #456 Expenses Unit #456 Expenses 23,933.27 23,933.27Total for Check Number 45793: 0155 Office of MN IT Services 06/10/201645794 W16040677 April 2016 Phone Bill April 2016 Phone Bill 592.06 592.06Total for Check Number 45794: 0811 Ramsey County 06/10/201645795 FLEET-000036 April 2016 Fuel April 2016 Fuel 1,739.25 1,739.25Total for Check Number 45795: 0751 Short Elliott Hendrickson, Inc.06/10/201645796 315350 April 2016 Escrow Expenses PW 12-0029-002-03 April 2016 Escrow Expenses PW 12-0029-002-03 150.57 315351 April 2016 Escrow Expenses PW 12-0029-003-05 April 2016 Escrow Expenses PW 12-0029-003-05 3,282.69 315352 April 2016 Escrow Expenses PW 12-0029-002-05 April 2016 Escrow Expenses PW 12-0029-003-05 1,658.83 5,092.09Total for Check Number 45796: 0327 Staples Business Advantage 06/10/201645797 3302297853 Office Supplies Office Supplies 215.30 3302297854 Office Supplies Office Supplies 61.53 276.83Total for Check Number 45797: 0576 TimeSaver Off Site Secretarial 06/10/201645798 M22105 4/25 & 5/2 Meetings 4/25 & 5/2 Meetings 136.00 M22105 4/25 & 5/2 Meetings 4/25 & 5/2 Meetings 136.00 Page 11AP Checks by Date - Detail by Check Date (6/9/2016 11:48 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 272.00Total for Check Number 45798: 3099 Tri-State Bobcat, Inc.-Little Canada 06/10/201645799 E18767 Parks Rental Parks Rental 165.00 165.00Total for Check Number 45799: 0208 UniSelect USA 06/10/201645800 039152445 Sewer Parts Sewer Parts 75.46 75.46Total for Check Number 45800: 9999 WWGoetsch Associates, Inc.06/10/201645801 96319 Lift Station Parts Lift Station Parts 100.00 100.00Total for Check Number 45801: 317,049.32Total for 6/10/2016: Report Total (115 checks): 812,449.10 Page 12AP Checks by Date - Detail by Check Date (6/9/2016 11:48 AM) CONSENT ITEM – 5B MEMORANDUM DATE: June 13, 2016 TO: Honorable Mayor and City Councilmembers FROM: Sue Iverson, Interim City Administrator SUBJECT: Authorization to Appoint Seasonal Maintenance Worker Background Annually the City hires temporary seasonal workers to help with summer maintenance in Public Works. The City Council approved the hiring of six applicants at the April 25, 2016 meeting and one applicant at the May 31, 2016, meeting for the seasonal public works positions. At that time, one additional position remained unfilled. Staff reposted the position on the City’s website and received one additional application. Discussion Nathan Rhode has worked as a seasonal public works worker in the past for the City of Arden Hills. Staff recommends him for the position. Staff Recommendation 1. A motion for authorization to hire Nathan Rhode as a Public Works seasonal worker. Attachment A: Nathan Rhode’s Application Materials Page 1 of 2 DATE: June 13, 2016 TO: Honorable Mayor and City Councilmembers Susan Iverson, Acting City Administrator FROM: John Anderson, Acting Public Works Director SUBJECT: Lakeshore Place Landscaping Requested Action Approve quote for $1,999.00 from Ramsey County to provide landscape materials to be planted by Ramsey County along Lakeshore Place. Background In 2011 along with the discussion related to municipal consent for the County Rd 96 / TH 10 grade separation project there was a commitment made to provide visual screening for Lakeshore Place residents. The details of this screening was to be provided in two parts. The first a tall poured concrete wall on top of the retaining wall that separates Lakeshore place from the interchange. The second part discussed involved plantings to help screen the highway from the residences. Discussion Ramsey County has worked with MnDOT landscape partnership to develop a plan to provide both landscape amenities and screening. The funding for this work is proposed to be provided through a number of sources. Generally, the following is the concept of funding for this work. Long term maintenance of the planting on Lakeshore Place would be up to the City of Arden Hills. Ramsey County would be responsible for maintenance on the other plantings. Component Funding Source Plant materials in MnDOT ROW Ramsey County to be reimbursed by grant Plant materials in Lakeshore Place ROW City of Arden Hills Labor in MnDOT ROW Ramsey County Labor in Lakeshore Place Ramsey County AGENDA ITEM – 5C MEMORANDUM Page 2 of 2 Ramsey County will provide all labor and coordinate pick up, delivery and installation of plant materials. The plants will have a two year warranty and will require initial watering that Ramsey County has agreed to take care of. The pricing provided by Ramsey County includes the following plants on Lakeshore Place: 36 - Techny Arborvitae @ $54.00 =$1,944.00 11 – Nannyberry Viburnam @ $5.00 = $55.00 Total $1,999.00 Ramsey County is still working with MnDOT Landscape Partnership to finalize the funding for the balance of the planting covered by the grant. DATE: June 13, 2016 TO: Honorable Mayor and City Councilmembers Susan Iverson, Acting City Administrator FROM: John Anderson, Acting Public Works Director SUBJECT: Round Lake Road Area Improvement - Payment #11 Requested Action Approve Payment #11 to Meyer Contracting, Inc., in the amount of $1,015.79 for the Round Lake Road Area Improvement. Background The City Council awarded the Round Lake Road Area Improvement to Meyer Contracting, Inc., on May 12, 2014, in the amount of $1,766,605.41. Discussion This eleventh pay request includes an adjustment to the installed fence quantity. Five percent is being withheld from the work completed according to the contract documents. The payment is in the amount of $1,015.79. Financial Implications The following breakdown shows the funding sources and the amounts for Payment #10 Funding Source Amount Municipal State Aid/TIF $ 1,015.79 Surface Water Management $ 0.00 Water Utility Fund $ 0.00 Total $ 1,015.79 Attachments Attachment A: Elfering 6/1/16 Letter Attachment B: Payment Estimate #11 CONSENT ITEM – 5D MEMORANDUM 10062 Flanders Court NE, Blaine, MN 55449 - Phone: (763) 780-0450 - Fax: (763) 780-0452 June 1, 2016 File No. 170016E-0071 Honorable Mayor and City Council City of Arden Hills 1245 Highway 96 W Arden Hills, MN 55112 RE: ROUND LAKE ROAD IMPROVEMENTS PROJECT PARTIAL PAY ESTIMATE #11 Dear Council Members: Please find attached 3 copies of Partial Pay Estimate No. 11 for the above-referenced project. As you are aware, the Contractor for the project is Meyer Contracting. The total amount earned by the Contractor on this partial pay estimate is $1,806,738.51. Subtracting 5% retainage of $90,336.91 and previous payments of $1,715,385.81, the amount due the Contractor is $1,015.79. The pay estimate includes a minor adjustment to the fence quantity that was installed as part of the project. We have inspected the work performed by Meyer Contracting and find it to be in compliance with the plans, specifications, and contract documents. Therefore we would recommend approval of Partial Pay Estimate No. 11 in the amount of $1,015.79. If you have any questions regarding this issue please feel free to call. Sincerely, ELFERING & ASSOCIATES Kristie Elfering, P.E. Project Engineer cc: John Anderson, Acting Public Works Director PARTIAL PAY ESTIMATE #11 FROM: TO: CONTRACTOR:MEYER CONTRACTING ADDRESS:11000 93RD AVENUE N, MAPLE GROVE, MN 55369 OWNER:CITY OF ARDEN HILLS PROJECT: SUBSTANTIAL COMPLETION DATE AMOUNT OF CONTRACT November 14, 2014 ORIGINAL:1,766,605.41$ REVISED:1,821,782.31$ ITEM NO. ITEM DESCRIPTION UNIT QTY. UNIT PRICE QTY. TOTAL PRICE QTY. TOTAL PRICE SCHEDULE 1.0 - STREET 1 2021.501 MOBILIZATION LS 1.00 78,000.00 0.00 $0.00 1.00 $78,000.00 2 2101.502 CLEARING TREE 44.00 130.00 0.00 $0.00 46.00 $5,980.00 3 2101.507 GRUBBING TREE 44.00 179.00 0.00 $0.00 46.00 $8,234.00 4 2104.501 REMOVE SEWER PIPE (STORM) LF 620.00 15.00 0.00 $0.00 771.00 $11,565.00 5 2104.501 REMOVE CONCRETE CURB AND GUTTER LF 1,650.00 3.20 0.00 $0.00 1,792.00 $5,734.40 6 2104.501 REMOVE FENCE LF 2,600.00 2.80 0.00 $0.00 2,510.00 $7,028.00 7 2104.503 REMOVE RETAINING WALL SF 1,000.00 2.40 0.00 $0.00 602.00 $1,444.80 8 2104.503 REMOVE RIP RAP SF 1,650.00 1.10 0.00 $0.00 982.00 $1,080.20 9 2104.505 REMOVE CONCRETE PAVEMENT SY 1,520.00 3.90 0.00 $0.00 348.00 $1,357.20 10 2104.505 REMOVE BITUMINOUS PAVEMENT SY 11,000.00 3.20 0.00 $0.00 11,560.00 $36,992.00 11 2104.509 REMOVE DRAINAGE STRUCTURE EACH 2.00 325.50 0.00 $0.00 3.00 $976.50 12 2104.509 REMOVE SIGN EACH 14.00 35.00 0.00 $0.00 8.00 $280.00 13 2104.511 SAW CUT CONCRETE (FULL DEPTH) LF 45.00 6.00 0.00 $0.00 45.00 $270.00 14 2104.513 SAW CUT BITUMINOUS (FULL DEPTH) LF 300.00 2.10 0.00 $0.00 300.00 $630.00 15 2105.501 COMMON EXCAVATION (P) CY 10,225.45 10.90 0.00 $0.00 10,225.45 $111,457.41 16 2105.522 SELECT GRANULAR BORROW (CV) CY 9,170.00 17.00 0.00 $0.00 9,071.00 $154,207.00 17 2105.541 SALVAGE TOPSOIL (EV) CY 2,500.00 11.75 0.00 $0.00 2,500.00 $29,375.00 18 2105.604 GEOTEXTILE FABRIC TYPE V SY 16,100.00 1.30 0.00 $0.00 16,635.00 $21,625.50 19 2511.607 CALCIUM CHLORIDE SOLUTION GAL 1,000.00 1.90 0.00 $0.00 0.00 $0.00 20 2211.501 AGGREGATE BASE, CLASS 7 TON 10,400.00 9.50 0.00 $0.00 9,754.80 $92,670.60 21 2211.501 AGGREGATE BASE, CLASS 7 (TRAIL) TON 1,500.00 18.00 0.00 $0.00 1,684.00 $30,312.00 22 2504.602 MILL BITUMINOUS PAVEMENT SY 7,900.00 1.90 0.00 $0.00 7,855.00 $14,924.50 23 2350.501 TYPE SP 12.5 WEARING COURSE MIXTURE TON 2,650.00 56.65 0.00 $0.00 2,424.06 $137,323.00 24 2350.501 TYPE SP 9.5 WEARING COURSE MIXTURE (TRAIL) TON 290.00 82.40 0.00 $0.00 329.93 $27,186.23 25 2350.501 TYPE SP 12.5 NONWEARING COURSE MIXTURE TON 3,400.00 56.30 0.00 $0.00 3,443.34 $193,860.04 26 2357.502 BITUMINOUS MATERIAL FOR TACK COAT GAL 12,620.00 0.01 0.00 $0.00 850.00 $8.50 27 2502.541 4-INCH PERF TP PIPE DRAIN W/SOCK LF 5,200.00 3.30 0.00 $0.00 6,338.00 $20,915.40 28 2504.602 ADJUST VALVE EACH 4.00 318.50 0.00 $0.00 4.00 $1,274.00 29 2506.522 ADJUST FRAME RING AND CASTING EACH 5.00 334.00 0.00 $0.00 5.00 $1,670.00 30 2521.511 6" CONCRETE WALK SF 1,925.00 5.90 0.00 $0.00 2,154.00 $12,708.60 31 2531.501 CONCRETE CURB & GUTTER B618 LF 6,135.00 9.00 0.00 $0.00 6,278.00 $56,502.00 32 2531.503 CONCRETE MEDIAN (NOSE) SY 10.00 54.50 0.00 $0.00 15.00 $817.50 33 2531.604 7" CONCRETE VALLEY GUTTER SY 95.00 48.50 0.00 $0.00 95.00 $4,607.50 34 2531.618 TRUNCATED DOMES SF 36.00 30.25 0.00 $0.00 72.00 $2,178.00 35 2557.501 WIRE FENCE DESIGN 48-9322 LF 2,600.00 11.75 91.00 $1,069.25 2,541.00 $29,856.75 36 2563.601 TRAFFIC CONTROL LS 1.00 3,400.00 0.00 $0.00 1.00 $3,400.00 37 2564.531 F & I SIGN PANEL SF 136.00 25.00 0.00 $0.00 160.25 $4,006.25 38 2564.602 F & I SIGN POST EACH 17.00 75.00 0.00 $0.00 21.00 $1,575.00 39 2573.502 SILT FENCE TYPE MACHINE SLICED LF 6,435.00 1.50 0.00 $0.00 6,002.00 $9,003.00 40 2573.52 SEDIMENT REMOVAL BACKHOE HR 40.00 199.00 0.00 $0.00 2.00 $398.00 41 2573.53 INLET PROTECTION (WIMCO)EACH 21.00 326.00 0.00 $0.00 31.00 $10,106.00 42 2573.53 INLET PROTECTION (STRUCTURE W/O CASTING) EACH 21.00 326.00 0.00 $0.00 19.00 $6,194.00 ORIGINAL: REVISED: ORIGINAL CONTRACT July 25, 2015 September 25, 2015 ROUND LAKE ROAD IMPROVEMENTS PROJECT THIS PERIOD TOTAL TO DATE 1 ITEM NO. ITEM DESCRIPTION UNIT QTY. UNIT PRICE QTY. TOTAL PRICE QTY. TOTAL PRICE ORIGINAL CONTRACT THIS PERIOD TOTAL TO DATE 43 2573.602 TEMPORARY ROCK CONSTRUCTION ENTRANCE EACH 2.00 867.00 0.00 $0.00 2.00 $1,734.00 44 2573.602 INLET SEDIMENT REMOVAL EACH 60.00 200.00 0.00 $0.00 149.00 $29,800.00 45 2573.607 ROADWAY ROCK CHECK DAM CY 45.00 62.50 0.00 $0.00 2.00 $125.00 46 2575.541 MOWING ACRE 1.32 1,140.00 0.00 $0.00 1.32 $1,504.80 47 2575.57 RAPID STABILIZATION METHOD 2 ACRE 2.00 1,950.00 0.00 $0.00 2.50 $4,875.00 48 2575.604 SEEDING (TYPE 25-151) SY 22,920.00 0.95 0.00 $0.00 14,544.00 $13,816.80 49 2575.604 SEEDING (TYPE 33-261) SY 6,400.00 1.40 0.00 $0.00 789.00 $1,104.60 50 2582.501 PAVT MSSG (LT SYMBOL) EPOXY EACH 39.00 75.00 0.00 $0.00 35.00 $2,625.00 51 2582.501 PAVT MSSG (RT SYMBOL) EPOXY EACH 2.00 75.00 0.00 $0.00 0.00 $0.00 52 2582.501 PAVT MSSG (LT SYMBOL) PAINT EACH 39.00 22.00 0.00 $0.00 0.00 $0.00 53 2582.501 PAVT MSSG (RT SYMBOL) PAINT EACH 2.00 22.00 0.00 $0.00 0.00 $0.00 54 2582.502 4" SOLID LINE WHITE - EPOXY LF 6,160.00 0.20 0.00 $0.00 10,899.00 $2,179.80 55 2582.502 4" BROKEN LINE YELLOW - EPOXY LF 1,225.00 0.25 0.00 $0.00 1,513.00 $378.25 56 2582.502 4" SOLID LINE YELLOW - EPOXY LF 4,850.00 0.25 0.00 $0.00 5,060.00 $1,265.00 57 2582.502 4" SOLID LINE WHITE - PAINT LF 6,160.00 0.20 0.00 $0.00 0.00 $0.00 58 2582.502 4" BROKEN LINE YELLOW - PAINT LF 1,225.00 0.25 0.00 $0.00 0.00 $0.00 59 2582.502 4" SOLID LINE YELLOW - PAINT LF 4,850.00 0.25 0.00 $0.00 0.00 $0.00 SCHEDULE 1.0 - STREET -- TOTAL $1,069.25 $1,197,142.13 SCHEDULE 2.0 - STORM SEWER 1 2503.511 8" PVC STORM SEWER LF 460.00 20.50 0.00 $0.00 495.10 $10,149.55 2 2503.511 12" HDPE STORM SEWER LF 567.00 22.75 0.00 $0.00 607.00 $13,809.25 3 2503.511 15" HDPE STORM SEWER LF 1,772.00 28.25 0.00 $0.00 1,763.00 $49,804.75 4 2503.541 18" HDPE STORM SEWER LF 995.00 35.50 0.00 $0.00 992.00 $35,216.00 5 2503.541 21" HDPE STORM SEWER LF 170.00 54.00 0.00 $0.00 0.00 $0.00 6 2503.541 24" HDPE STORM SEWER LF 499.00 43.75 0.00 $0.00 665.00 $29,093.75 7 2503.601 STORM SEWER SYSTEM (UNDERGROUND) LS 1.00 48,000.00 0.00 $0.00 1.00 $48,000.00 8 2503.602 CONNECT TO EXISTING STORM SEWER EACH 6.00 470.00 0.00 $0.00 7.00 $3,290.00 9 2503.602 CONNECT TO EXISTING STORM STRUCTURE EACH 2.00 683.50 0.00 $0.00 2.00 $1,367.00 10 2506.502 CONST DRAINAGE STRUCTURE DESIGN SPEC (27") EACH 7.00 1,955.00 0.00 $0.00 1.00 $1,955.00 11 2506.502 CONST DRAINAGE STRUCTURE DESIGN SPEC 24"X36" EACH 6.00 2,678.00 0.00 $0.00 6.00 $16,068.00 12 2506.502 CONST DRAINAGE STRUCTURE DESIGN SPEC (OUTLET) EACH 2.00 3,581.00 0.00 $0.00 2.00 $7,162.00 13 2506.502 CONST DRAINAGE STRUCTURE DESIGN 48-4020 EACH 15.00 2,803.00 0.00 $0.00 21.00 $58,863.00 14 2506.502 CONST DRAINAGE STRUCTURE DESIGN 54-4020 EACH 1.00 4,104.00 0.00 $0.00 1.00 $4,104.00 15 2506.602 ADJUST DRAINAGE STRUCTURE EACH 1.00 2,397.00 0.00 $0.00 0.00 $0.00 SCHEDULE 2.0 - STORM -- TOTAL $0.00 $278,882.30 SCHEDULE 3.0 - WATERMAIN 1 2104.509 REMOVE HYDRANT EACH 4.00 457.50 0.00 $0.00 4.00 $1,830.00 2 2104.509 REMOVE VALVE EACH 6.00 305.00 0.00 $0.00 6.00 $1,830.00 3 2104.603 ABANDON WATERMAIN LF 2,680.00 1.90 0.00 $0.00 2,645.90 $5,027.21 4 2504.602 WET TAP W VALVE (12" X 12")EACH 1.00 4,085.00 0.00 $0.00 1.00 $4,085.00 5 2504.602 CONNECT TO EXISTING WATERMAIN (6") EACH 1.00 1,771.00 0.00 $0.00 0.00 $0.00 6 2504.602 CONNECT TO EXISTING WATERMAIN (8") EACH 4.00 1,824.00 0.00 $0.00 5.00 $9,120.00 7 2504.602 CONNECT TO EXISTING WATERMAIN (12") EACH 2.00 3,668.00 0.00 $0.00 2.00 $7,336.00 8 2504.602 INSTALL HYDRANT AND VALVE EACH 4.00 6,584.00 0.00 $0.00 4.79 $31,557.11 9 2504.602 6" GATE VALVE AND BOX EACH 1.00 2,017.00 0.00 $0.00 1.00 $2,017.00 10 2504.602 8" GATE VALVE AND BOX EACH 3.00 2,581.00 0.00 $0.00 4.00 $10,324.00 2 ITEM NO. ITEM DESCRIPTION UNIT QTY. UNIT PRICE QTY. TOTAL PRICE QTY. TOTAL PRICE ORIGINAL CONTRACT THIS PERIOD TOTAL TO DATE 11 2504.602 12" BUTTERFLY VALVE AND BOX EACH 2.00 2,733.00 0.00 $0.00 3.00 $8,199.00 12 2504.603 6" WATERMAIN LF 180.00 46.75 0.00 $0.00 175.00 $8,181.25 13 2504.603 8" WATERMAIN LF 180.00 51.75 0.00 $0.00 133.00 $6,882.75 14 2504.603 12" WATERMAIN LF 2,675.00 71.00 0.00 $0.00 2,675.00 $189,925.00 SCHEDULE 3.0 - WATERMAIN -- TOTAL $0.00 $286,314.32 SCHEDULE 4.0 - CHANGE ORDER 1 SPEC CHANGE ORDER NUMBER 1 - ELECTROFUSION COUPLINGS EA 1.00 23,141.93 0.00 $0.00 1.00 $23,141.93 2 SPEC CHANGE ORDER NUMBER 2 - STORM SEWER EA 1.00 29,996.78 0.00 $0.00 1.00 $29,996.78 3 2557.513 WORK ORDER NUMBER 2- GATE EA 1.00 2,098.80 0.00 $0.00 1.00 $2,098.80 SCHEDULE 4.0 - CHANGE ORDER -- TOTAL $0.00 $55,237.51 SCHEDULE 5.0 - DEDUCT 1 SPEC BITUMINOUS BASE DEDUCT TON 385.00 -28.15 0.00 $0.00 385.00 ($10,837.75) SCHEDULE 5.0 - DEDUCT -- TOTAL $0.00 ($10,837.75) BID SUMMARY SCHEDULE 1.0 - STREET -- TOTAL $1,069.25 $1,197,142.13 SCHEDULE 2.0 - STORM -- TOTAL $0.00 $278,882.30 SCHEDULE 3.0 - WATERMAIN -- TOTAL $0.00 $286,314.32 SCHEDULE 4.0 - CHANGE ORDER -- TOTAL $0.00 $55,237.51 SCHEDULE 5.0 - DEDUCT -- TOTAL $0.00 -$10,837.75 TOTAL BID SUMMARY THIS PERIOD $1,069.25 TOTAL BID SUMMARY TO DATE $1,806,738.51 AMOUNT EARNED AMOUNT RETAINED MATERIAL ON SITE MATERIAL DEDUCT. PREVIOUS PAYMENTS AMOUNT DUE TOTAL THIS PERIOD $1,069.25 $53.46 $0.00 $0.00 ********************************** $1,015.79 $0.00 $1,715,385.81 $1,015.79 $0.00 TOTAL TO DATE $1,806,738.51 THIS PERIOD TOTAL TO DATE $90,336.91 3 DATE: June 13, 2016 TO: Honorable Mayor and City Councilmembers Susan Iverson, Acting City Administrator FROM: John Anderson, Acting Public Works Director SUBJECT: Order Public Hearing on Municipal Consent for I-35W MnPASS Project Requested Action Adopt Resolution 2016-018 ordering a Public Hearing for Municipal Consent of I-35W MnPASS project to be held on July 25, 2016, at or about 7:00 PM. Background The Minnesota Department of Transportation has completed a preliminary design for the I-35W MnPASS project which involves adding a lane in both north and south bound directions to I- 35W between County Road C in Roseville and Sunset Avenue in Lino Lakes. MnDOT has requested municipal consent in their letter dated June 2, 2016 (Attachment A). As this project will add capacity to I-35W, state law (Attachment B) requires MnDOT to obtain municipal consent for the project from the adjacent municipalities. Discussion The project general description and layout is shown in Attachment C. MnDOT staff will be present at the public hearing to present the project to the public. Additionally, MnDOT staff will be available to attend a City Council workshop in July prior to the public hearing date to answer any questions the City Council has. Resolution 2016-018 (Attachment D) sets the date of the public hearing and directs staff to place the advertisement providing the required minimum 30 days ’ notice of the public hearing. Attachments Attachment A: Adams Letter 6/2/16 Attachment B: State Statues on municipal consent Attachment C: Project Diagram Attachment D: Resolution 2016-018 CONSENT ITEM – 5E MEMORANDUM Minnesota Department of Transportation Metropolitan District 1500 County Road B2, Roseville, MN 55113 An Equal Opportunity Employer June 2, 2016 John Anderson Assistant City Engineer City of Arden Hills 1245 West Highway 96 Arden Hills, MN 55112 RE: Request for City Approval (Municipal Consent) of the Final Layout for SP 6284-172 I35W North Dear John Anderson, MnDOT is proceeding with plans to complete State Project 6284-172, I35W North. Note that when the project is actually programmed for construction the State Project number will change to SP 6284-180. In accordance with Minnesota Statute 161.164, I am submitting for City approval the project’s Final Layout, identified as Layout No. 1A, S.P. 6284-172. The City’s approval (municipal consent) is required for this project because it increases highway traffic capacity by adding a MNPASS lane in each direction along with adding several auxiliary lanes that will allow the freeway to move more traffic. Municipal consent of MnDOT projects is described in Minnesota Statutes 161.162 through 161.167 (attached). Approval or disapproval of the final layout is by resolution of the City Council. (A sample resolution is attached). However, if the City neither approves nor disapproves the final layout within 90 days of the public hearing, the layout is deemed approved (per MN Statute 161.164). The deadlines (per MN Statute 161.164) for the City’s responsibilities regarding municipal consent of the attached layout are as follows, based on a submittal date of the final layout to the City of June 2, 2016:  Within 15 days of receiving the final layout, schedule a public hearing (by June 15, 2016).  Within 60 days of receiving the final layout, conduct the public hearing (by August 1, 2016).  Provide at least 30-days’ notice of the public hearing.  Within 90 days of the public hearing, approve or disapprove the layout by resolution (by October 30, 2016). MnDOT can attend the public hearing to present the final layout and answer questions at the City’s request, as required by statute. Page 2 of 4 An Equal Opportunity Employer Project Purpose MnDOT has identified a number of factors justifying the need for the I-35W North Corridor Project. These factors include pavement conditions, mobility, travel time reliability, and transit and carpool advantages.  Pavement conditions along segments of I-35W are deteriorating and reaching the end of their service life;  As the Twin Cities region has grown and more development has occurred, traffic volumes have increased to the point that a number of segments along the I-35W corridor currently experience congestion during the morning and afternoon peak periods each day. This congestion is expected to increase, both in terms of location and duration, as additional growth and development occur in communities throughout the corridor;  As congestion increases, travel times and the variability in travel times on I-35W are also likely to increase. This requires all travelers to increase their “planning time” with each trip to account for potential delays.  There are a number of operational challenges associated with the existing bus-only shoulders on I-35W. With increasing congestion and slower travel speeds, bus travel times are anticipated to increase in the future. Other than the ramp meter bypass lanes at Lexington Avenue and 95th Avenue, there are no other time saving advantages in the project area that would encourage carpooling.  Other goals and objectives have also been identified for the project to help guide the alternatives development and evaluation processes. These include consistency with state and region transportation plans, consideration of lower-cost/high-benefit mobility improvements, and consideration of bridge preservation activities. The purpose of this project is to provide a long-term, sustainable option for all highway users (transit and non-transit) that improves pavement conditions, increases mobility, improves travel time reliability, and maintains or improves transit advantages on I-35W between TH 36 in Roseville and CSAH 23 in Lino Lakes. State and regional transportation plan policies and strategies, including goals and objectives to better utilize existing and future infrastructure investments, will also help guide the project development process. Project Description MnDOT is designing a road project that includes adding a lane, in each direction, to I-35W between Hwy 36 in Roseville and Lexington Ave. (Co Rd 17) in Blaine. All of the freeway pavement will be repaved with concrete from Hwy 36 in Roseville to 0.1 mile north of Sunset Ave (CR 53) in Lino Lakes, and MnDOT is also analyzing the need and locations for building noise walls along the interstate within these limits. Give additional information that may be helpful, or that is listed in the law but not provided on the layout. (See MN Statute 161.162 Subd. 2.a, Final Layout). Page 3 of 4 An Equal Opportunity Employer Planned Project Schedule The project is not yet fully funded and does not have a definitive construction start date. The anticipated schedule is:  August 2018: Project Letting.  September 2018: Minor construction begins with limited lane closures and minor traffic impacts.  April 2019: Major construction begins with major lane and ramp restrictions and major traffic impacts.  November 2023: Construction is completed. The existing freeway is mostly 6-lanes south of CR J. All 6-lanes will be open over each winter season. The freeway will be reduced to 4-lanes during the first stage, which will last 1.5 construction seasons. The second stage will have 5-lanes open, which will last another 1.5 years. The third stage will complete the pavement work north of CR J and keep 4-lanes open and will last one more construction season. City’s Estimated Project Costs If the city has requested to have city items added to the project (e.g., utilities, sidewalks), ask the city to provide their estimate of the costs for these items and use the city’s estimate in this submittal. For cost estimates, sometimes it is better to give range rather than a specific number. Some project costs are the City’s responsibility, as detailed in MnDOT’s cost participation policy. (See the policy and the Cost Participation and Maintenance with Local Units of Government Manual at MnDOT’s this website: http://www.dot.state.mn.us/policy/financial/fm011.html). At this time, the City does not have any cost participation in this project. There are no signals being reconstructed, and the City has not asked to add any work such as additional local street reconstruction or utility work. City’s Maintenance Responsibilities At this time there are no new City maintenance responsibilities. We are not adding new trails or bridges. Please feel free to contact me if you have any questions about this submittal. Sincerely, Jerome Adams Page 4 of 4 An Equal Opportunity Employer Project Manager 1500 County Road B2 Roseville, MN 55113 Attachments: Final Layout for SP 6284-172, dated May 25, 2016 MN Statutes 161.162 – 161.167 Sample City Resolution (Terminal Road) County Road B2 (City Centre Drive) County Road C (Cleveland Avenue) County Road 46 Long Lake Road County Road D Street)th (5 County Road E2 County Road 88 County Road 10 County Road H R a i l r o a d R o s e g a t e (Lake Valentine Road) County Road F Bridge Railroad County Road 96 Creek Rice Avenueth 5 Old Highway 8 10 35W 35W 10 694 35W 10 County Road H County Road I Avenue)th (85 County Road J Service Road (Lake Drive) County Road 23 Avenue)th (95 County Road 52 County Road 53 (Sunset Avenue) Creek Rice From Park & Ride County Ditch 53-62 35W (Lexington Avenue) County Road 17 1 2 3 7 12 4 AUX 11*9A H : \ P r o j e c t s \ 7 5 7 4 \ H I - M U \ B a s e \ 8 5 9 8 _ e n h a n c e m e n t s _ s c h e m a t i c _ g r a p h i c _ p r e f e r r e d _ r e v . d g n I-35W NORTH PROJECT SCOPE - *MnDOT STILL INVESTIGATING FLYOVER ALTERNATIVE AT TH 694 - ADD LANES ON OUTSIDE AS SHOWN IN BLUE. START IN SPRING 2019. - APPROXIMATE COST $208 MILLION - ESTIMATE CONSTRUCTION - ALL LANES PAVED WITH CONCRETE FROM CR C TO SUNSET AVE. CR C AND ONE AT CR I) ALL OTHER BRIDGES WILL BE LEFT AS-IS. - ORANGE INDICATES BRIDGES THAT WILL BE REPLACED (FOUR AT WHICH WILL BE A MNPASS LANE, FROM CR C TO LEXINGTON AVE. - ADD ONE LANE IN EACH DIRECTION IN THE MIDDLE, NOTES: CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 2016-018 A RESOLUTION ORDERING PUBLIC HEARING FOR MUNICIPAL CONSENT WHEREAS, the Minnesota Department of Transportation is proposing a plan to add MnPASS lanes to Interstate Highway 35W within the corporate boundary of Arden Hills; and WHEREAS, the proposed plans include adding capacity and changing access to Intersate Highway 35W; and WHEREAS, The Minnesota Department of Transportation has requested the City of Arden Hills respond to a request for Municipal Consent to the project. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF ARDEN HILLS MINNESOTA: A public hearing shall be held on Municipal Consent on the 25th day of July, 2016, in the council chambers of the city hall at 7:00 p.m. and the City Administrator shall give published notice of such hearing and improvement as required by law. ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 13th DAY OF JUNE, 2016. _________________________________________ D a v i d G r a n t , Mayor ATTEST: _______________________________________ Susan Iverson, Interim City Administrator