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HomeMy WebLinkAbout07-18-16-WSAGENDA ITEMS I -35W MnPASS Municipal Consent Update MnDOT John Anderson, Acting Public Works Director MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF Opt -Out Ordinance - Temporary Family Health Care Accessory Dwellings Matthew Bachler, Senior Planner MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF Red Fox Business Center - Alpine Factor - Indoor Commercial Recreation Use Ryan Streff, City Planner MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF ATTACHMENT D.PDF Letter Of Credit For Phase I Development Agreement - Land O' Lakes Sue Iverson, Interim City Administrator/Director of Finance and Administrative Services MEMO.PDF TCAAP Communication Plan Stacie Kvilvang, Ehlers, Inc. Sue Iverson, Interim City Administrator and Director of Finance and Administrative Services MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF 2017 -2021 Capital Improvement Program (CIP) Discussion Sue Iverson, Interim City Administrator and Director of Finance and Administrative Services Dave Perrault, Finance Analyst MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF ATTACHMENT D.PDF County Road E Bridge Pedestrian Lighting Review John Anderson, Acting Public Works Director MEMO.PDF ATTACHMENT A.PDF Snow Plowing, Snow Removal And Ice Control Policy John Anderson, Acting Public Works Director MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF Personnel Committee Update Personnel Committee MEMO.PDF COUNCIL/STAFF COMMENTS ADJOURN Mayor: David Grant Councilmembers: Brenda Holden Fran Holmes Dave McClung Jonathan Wicklund   City Council Work Session Agenda July 18, 2016 5:00 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. 1.A. Documents: 1.B. Documents: 1.C. Documents: 1.D. Documents: 1.E. Documents: 1.F. Documents: 1.G. Documents: 1.H. Documents: 1.I. Documents: 2. AGENDA ITEMSI-35W MnPASS Municipal Consent UpdateMnDOTJohn Anderson, Acting Public Works Director MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFOpt-Out Ordinance - Temporary Family Health Care Accessory DwellingsMatthew Bachler, Senior Planner MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFATTACHMENT C.PDFRed Fox Business Center - Alpine Factor - Indoor Commercial Recreation UseRyan Streff, City Planner MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFATTACHMENT C.PDFATTACHMENT D.PDF Letter Of Credit For Phase I Development Agreement - Land O' Lakes Sue Iverson, Interim City Administrator/Director of Finance and Administrative Services MEMO.PDF TCAAP Communication Plan Stacie Kvilvang, Ehlers, Inc. Sue Iverson, Interim City Administrator and Director of Finance and Administrative Services MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF 2017 -2021 Capital Improvement Program (CIP) Discussion Sue Iverson, Interim City Administrator and Director of Finance and Administrative Services Dave Perrault, Finance Analyst MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF ATTACHMENT D.PDF County Road E Bridge Pedestrian Lighting Review John Anderson, Acting Public Works Director MEMO.PDF ATTACHMENT A.PDF Snow Plowing, Snow Removal And Ice Control Policy John Anderson, Acting Public Works Director MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF Personnel Committee Update Personnel Committee MEMO.PDF COUNCIL/STAFF COMMENTS ADJOURN Mayor:David Grant Councilmembers:Brenda Holden Fran HolmesDave McClungJonathan Wicklund  City Council Work SessionAgendaJuly 18, 2016 5:00 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 ORDER1.1.A.Documents:1.B.Documents:1.C.Documents: 1.D. Documents: 1.E. Documents: 1.F. Documents: 1.G. Documents: 1.H. Documents: 1.I. Documents: 2. AGENDA ITEMSI-35W MnPASS Municipal Consent UpdateMnDOTJohn Anderson, Acting Public Works Director MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFOpt-Out Ordinance - Temporary Family Health Care Accessory DwellingsMatthew Bachler, Senior Planner MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFATTACHMENT C.PDFRed Fox Business Center - Alpine Factor - Indoor Commercial Recreation UseRyan Streff, City Planner MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFATTACHMENT C.PDFATTACHMENT D.PDFLetter Of Credit For Phase I Development Agreement - Land O' LakesSue Iverson, Interim City Administrator/Director of Finance and Administrative Services MEMO.PDFTCAAP Communication PlanStacie Kvilvang, Ehlers, Inc.Sue Iverson, Interim City Administrator and Director of Finance and Administrative Services MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFATTACHMENT C.PDF2017-2021 Capital Improvement Program (CIP) DiscussionSue Iverson, Interim City Administrator and Director of Finance and Administrative ServicesDave Perrault, Finance Analyst MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFATTACHMENT C.PDFATTACHMENT D.PDFCounty Road E Bridge Pedestrian Lighting ReviewJohn Anderson, Acting Public Works Director MEMO.PDFATTACHMENT A.PDFSnow Plowing, Snow Removal And Ice Control PolicyJohn Anderson, Acting Public Works Director MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFPersonnel Committee Update Personnel Committee MEMO.PDF COUNCIL/STAFF COMMENTS ADJOURN Mayor:David Grant Councilmembers:Brenda Holden Fran HolmesDave McClungJonathan Wicklund  City Council Work SessionAgendaJuly 18, 2016 5:00 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 ORDER1.1.A.Documents:1.B.Documents:1.C.Documents:1.D.Documents:1.E.Documents:1.F.Documents:1.G.Documents:1.H.Documents:1.I. Documents: 2. Page 1 of 1 DATE: July 18, 2016 TO: Honorable Mayor and City Councilmembers Sue Iverson, Acting City Administrator FROM: John Anderson, Acting Public Works Director SUBJECT: Interstate 35W North MnPASS Municipal Consent Background The Minnesota Department of Transportation is in the process of completing preliminary design and environmental documentation for a third lane in each direction along Interstate 35W from County Road C in Roseville to Sunset Avenue just North of Lexington Avenue in Lino Lakes. Mark Lindeberg, Project Engineer with MnDOT, will be in attendance at this evening’s meeting and be presenting a project overview for the City Council. The City will be holding a public hearing on municipal consent at the July 25, 2016, regular City Council meeting following which the Council will be asked to act on municipal consent for this project. In addition to municipal consent, MnDOT is requesting feedback on the construction staging plan. The project is planned to be constructed over a 4 year period. The lane and ramp closure concepts are shown in Attachment B Attachments Attachment A – Project Scope exhibit Attachment B – Construction staging AGENDA ITEM – 1A MEMORANDUM (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: Advisory Committee Meeting #13 Thursday, June 2, 2016 Kimley-Horn & Associates ZAN Associates Isthmus Engineering Agenda •Municipal Consent •Noise Wall/Environmental Assessment Public Outreach •Construction Staging I-35W North Corridor Preliminary Design Project CONSTRUCTION STAGING I-35W North Corridor Managed Lane EA and Pre-Design Construction Staging •Four year construction Project •Construction Hours (noise), possible locations of concrete plants, and grinding operations •CR I and CR C will remain open during construction with only short term closures •Rosegate will be closed during bridge construction I-35W North Corridor Managed Lane EA and Pre-Design Stage 1 – 2019 -2020 I-35W North Corridor Preliminary Design Project Stage 1 Winter – 2019 I-35W North Corridor Preliminary Design Project Stage 2 – 2020 -2021 I-35W North Corridor Preliminary Design Project Stage 2 Winter – 2020 I-35W North Corridor Preliminary Design Project Stage 3 - 2022 I-35W North Corridor Preliminary Design Project Ramp Opening Alternatives - Stage 1 (TH 36 to I-694) I-35W North Corridor Preliminary Design Project Ramp Opening Alternatives - Stage 1 (I-694 to US 10) I-35W North Corridor Preliminary Design Project Ramp Opening Alternatives - Stage 2 (TH 36 to I-694) I-35W North Corridor Preliminary Design Project Ramp Opening Alternatives - Stage 2 (I-694 to US 10) I-35W North Corridor Preliminary Design Project NEXT STEPS I-35W North Corridor Managed Lane EA and Pre-Design Next Advisory Committee meeting •Next meeting time and location: July 7 at Blaine City Hall I-35W North Corridor Preliminary Design Project Contact Info Jerome Adams MnDOT Project Manager 651 -234-7611 jerome.adams@state.mn.us Dave Nelson SRF Project Manager 763 -475 -0010 dnelson@srfconsulting.com I-35W North Corridor Preliminary Design Project THANK YOU I-35W North Corridor Managed Lane EA and Pre-Design _________________________________________________________________________________________ City of Arden Hills City Council Work Session for July 18, 2016 P:\Planning\Planning Cases\2016\PC 16-020 - Opt-Out Ordinance - Mobile Residential Homes\Memos_Reports_16-020 Page 1 of 2 DATE: July 18, 2016 TO: Honorable Mayor and City Councilmembers Sue Iverson, Acting City Administrator FROM: Matthew Bachler, Senior Planner SUBJECT: Opt-Out Ordinance – Temporary Family Health Care Accessory Dwellings Background The State legislature passed a bill this session establishing a new permitting process for temporary family health care accessory dwellings. The law specifically applies to dwellings used for short-term care purposes for family members in need of assistance. Under the new regulations, these dwellings would require permitting from the City but would be exempt from certain provisions within the City’s land use and building regulations. The Community Development Department provided comments on the draft legislation to the League of Minnesota Cities noting its concerns about the impacts of the law on public health and safety. Although the law was adopted, there is a provision that allows cities to opt-out of the law if an ordinance is approved before it goes into effect on September 1, 2016. Discussion Staff continues to have concerns about the new law even though changes were made to the draft legislation based on comments provided by municipalities, including: • The City currently prohibits the use of temporary accessory structures as dwellings, except a special permit may be granted by the City Council for the use of a temporary structure as a dwelling for no more than 90 days in emergency situations. The law would require the City to allow temporary family health care accessory dwellings to be in place for six months. The permit may also be renewed once for an additional six months. • The law would supersede existing land use regulations in the City Code related to accessory structures. Though the statute would require that the accessory dwelling units comply with the City’s setback requirements that apply to the principal structure on the property, it does not address lot coverage, drainage, and shoreland requirements. AGENDA ITEM – 1B MEMORANDUM _________________________________________________________________________________________ City of Arden Hills City Council Work Session for July 18, 2016 P:\Planning\Planning Cases\2016\PC 16-020 - Opt-Out Ordinance - Mobile Residential Homes\Memos_Reports_16-020 Page 2 of 2 • The law requires applicants to provide proof of adequate septic service management. City staff has concerns about the feasibility of providing safe, temporary septic services to these types of structure and what the process would be for enforcement and mitigation if there were a failure in these services. • The law stipulates that applications must include proof of the provider network providing the primary care for the resident in the dwelling unit, and written certification of the need for assistance from a medical professional. This requirement places a burden on City staff to review and properly manage this type of private medical documentation. The League of Minnesota Cities has recommended that cities consider passing an opt-out ordinance if they want to maintain their existing land use controls or develop customized regulations that might allow this type of dwelling unit in some cases using a different review and approval process. Recommendation Direct City staff and attorney to draft an Ordinance to opt-out of the requirements of Minnesota Statutes, Section 462.3593 regarding temporary family health care accessory dwellings. A public hearing would be required for the Ordinance and could be held by the Planning Commission on August 3, 2016. The City Council could then review and take action on the Ordinance on August 8, 2016. Attachments A. 2016 Minnesota Session Laws – Chapter 111 – Temporary Family Health Care Dwellings B. “Temporary Dwelling Legislation Becomes Law,” League of Minnesota Cities, May 16, 2016 C. Community Development Department Letter to League of Minnesota Cities, March 10, 2016 Key: (1) language to be deleted (2) new language CHAPTER 111--S.F.No. 2555 An act relating to local government; regulating zoning of temporary family health care dwellings; establishing temporary dwelling permits; amending Minnesota Statutes 2014, section 144D.01, subdivision 4; proposing coding for new law in Minnesota Statutes, chapters 394; 462. BE IT ENACTED BY THE LEGISLATURE OF THE STATE OF MINNESOTA: Section 1. Minnesota Statutes 2014, section 144D.01, subdivision 4, is amended to read: Subd. 4. Housing with services establishment or establishment. (a) "Housing with services establishment" or "establishment" means: (1) an establishment providing sleeping accommodations to one or more adult residents, at least 80 percent of which are 55 years of age or older, and offering or providing, for a fee, one or more regularly scheduled health-related services or two or more regularly scheduled supportive services, whether offered or provided directly by the establishment or by another entity arranged for by the establishment; or (2) an establishment that registers under section 144D.025. (b) Housing with services establishment does not include: (1) a nursing home licensed under chapter 144A; (2) a hospital, certified boarding care home, or supervised living facility licensed under sections 144.50 to 144.56; (3) a board and lodging establishment licensed under chapter 157 and Minnesota Rules, parts 9520.0500 to 9520.0670, 9525.0215 to 9525.0355, 9525.0500 to 9525.0660, or 9530.4100 to 9530.4450, or under chapter 245D; (4) a board and lodging establishment which serves as a shelter for battered women or other similar purpose; (5) a family adult foster care home licensed by the Department of Human Services; (6) private homes in which the residents are related by kinship, law, or affinity with the providers of services; (7) residential settings for persons with developmental disabilities in which the services are licensed under Minnesota Rules, parts 9525.2100 to 9525.2140, or applicable successor rules or laws; (8) a home-sharing arrangement such as when an elderly or disabled person or single-parent family makes lodging in a private residence available to another person in exchange for services or rent, or both; (9) a duly organized condominium, cooperative, common interest community, or owners' association of the foregoing where at least 80 percent of the units that comprise the condominium, cooperative, or common interest community are occupied by individuals who are the owners, members, or shareholders of the units; or Chapter 111 - Minnesota Session Laws https://www.revisor.mn.gov/laws/?id=111&year=2016&type=0 1 of 6 7/7/2016 4:30 PM (10) services for persons with developmental disabilities that are provided under a license according to Minnesota Rules, parts 9525.2000 to 9525.2140 in effect until January 1, 1998, or under chapter 245D; or (11) a temporary family health care dwelling as defined in sections 394.307 and 462.3593. Sec. 2. [394.307] TEMPORARY FAMILY HEALTH CARE DWELLINGS. Subdivision 1. Definitions. (a) For purposes of this section, the following terms have the meanings given. (b) "Caregiver" means an individual 18 years of age or older who: (1) provides care for a mentally or physically impaired person; and (2) is a relative, legal guardian, or health care agent of the mentally or physically impaired person for whom the individual is caring. (c) "Instrumental activities of daily living" has the meaning given in section 256B.0659, subdivision 1, paragraph (i). (d) "Mentally or physically impaired person" means a person who is a resident of this state and who requires assistance with two or more instrumental activities of daily living as certified in writing by a physician, a physician assistant, or an advanced practice registered nurse licensed to practice in this state. (e) "Relative" means a spouse, parent, grandparent, child, grandchild, sibling, uncle, aunt, nephew, or niece of the mentally or physically impaired person. Relative includes half, step, and in-law relationships. (f) "Temporary family health care dwelling" means a mobile residential dwelling providing an environment facilitating a caregiver's provision of care for a mentally or physically impaired person that meets the requirements of subdivision 2. Subd. 2. Temporary family health care dwelling. A temporary family health care dwelling must: (1) be primarily assembled at a location other than its site of installation; (2) be no more than 300 gross square feet; (3) not be attached to a permanent foundation; (4) be universally designed and meet state-recognized accessibility standards; (5) provide access to water and electric utilities either by connecting to the utilities that are serving the principal dwelling on the lot or by other comparable means; (6) have exterior materials that are compatible in composition, appearance, and durability to the exterior materials used in standard residential construction; (7) have a minimum insulation rating of R-15; (8) be able to be installed, removed, and transported by a one-ton pickup truck as defined in section 168.002, subdivision 21b, a truck as defined in section 168.002, subdivision 37, or a truck tractor as defined in section 168.002, subdivision 38; (9) be built to either Minnesota Rules, chapter 1360 or 1361, and contain an Industrialized Buildings Commission seal and data plate or to American National Standards Institute Code 119.2; and (10) be equipped with a backflow check valve. Subd. 3. Temporary dwelling permit; application. (a) Unless the county has Chapter 111 - Minnesota Session Laws https://www.revisor.mn.gov/laws/?id=111&year=2016&type=0 2 of 6 7/7/2016 4:30 PM designated temporary family health care dwellings as permitted uses, a temporary family health care dwelling is subject to the provisions in this section. A temporary family health care dwelling that meets the requirements of this section cannot be prohibited by a local ordinance that regulates accessory uses or recreational vehicle parking or storage. (b) The caregiver or relative must apply for a temporary dwelling permit from the county. The permit application must be signed by the primary caregiver, the owner of the property on which the temporary family health care dwelling will be located, and the resident of the property if the property owner does not reside on the property, and include: (1) the name, address, and telephone number of the property owner, the resident of the property if different from the owner, and the primary caregiver responsible for the care of the mentally or physically impaired person; and the name of the mentally or physically impaired person who will live in the temporary family health care dwelling; (2) proof of the provider network from which the mentally or physically impaired person may receive respite care, primary care, or remote patient monitoring services; (3) a written certification that the mentally or physically impaired person requires assistance with two or more instrumental activities of daily living signed by a physician, a physician assistant, or an advanced practice registered nurse licensed to practice in this state; (4) an executed contract for septic service management or other proof of adequate septic service management; (5) an affidavit that the applicant has provided notice to adjacent property owners and residents of the application for the temporary dwelling permit; and (6) a general site map to show the location of the temporary family health care dwelling and other structures on the lot. (c) The temporary family health care dwelling must be located on property where the caregiver or relative resides. A temporary family health care dwelling must comply with all setback requirements that apply to the primary structure and with any maximum floor area ratio limitations that may apply to the primary structure. The temporary family health care dwelling must be located on the lot so that septic services and emergency vehicles can gain access to the temporary family health care dwelling in a safe and timely manner. (d) A temporary family health care dwelling is limited to one occupant who is a mentally or physically impaired person. The person must be identified in the application. Only one temporary family health care dwelling is allowed on a lot. (e) Unless otherwise provided, a temporary family health care dwelling installed under this section must comply with all applicable state law and local ordinances. Subd. 4. Initial permit term; renewal. The initial temporary dwelling permit is valid for six months. The applicant may renew the permit once for an additional six months. Subd. 5. Inspection. The county may require that the permit holder provide evidence of compliance with this section as long as the temporary family health care dwelling remains on the property. The county may inspect the temporary family health care dwelling at reasonable times convenient to the caregiver to determine if the temporary family health care dwelling is occupied and meets the requirements of this section. Subd. 6. Revocation of permit. The county may revoke the temporary dwelling permit if the permit holder violates any requirement of this section. If the county revokes a Chapter 111 - Minnesota Session Laws https://www.revisor.mn.gov/laws/?id=111&year=2016&type=0 3 of 6 7/7/2016 4:30 PM permit, the permit holder has 60 days from the date of revocation to remove the temporary family health care dwelling. Subd. 7. Fee. Unless otherwise specified by an action of the county board, the county may charge a fee of up to $100 for the initial permit and up to $50 for a renewal of the permit. Subd. 8. No public hearing required; application of section 15.99. (a) Due to the time-sensitive nature of issuing a temporary dwelling permit for a temporary family health care dwelling, the county does not have to hold a public hearing on the application. (b) The procedures governing the time limit for deciding an application for the temporary dwelling permit under this section are governed by section 15.99, except as provided in this section. The county has 15 days to issue a permit requested under this section or to deny it, except that if the county board holds regular meetings only once per calendar month the county has 30 days to issue a permit requested under this section or to deny it. If the county receives a written request that does not contain all required information, the applicable 15-day or 30-day limit starts over only if the county sends written notice within five business days of receipt of the request telling the requester what information is missing. The county cannot extend the period of time to decide. Subd. 9. Opt-out. A county may by resolution opt-out of the requirements of this section. Sec. 3. [462.3593] TEMPORARY FAMILY HEALTH CARE DWELLINGS. Subdivision 1. Definitions. (a) For purposes of this section, the following terms have the meanings given. (b) "Caregiver" means an individual 18 years of age or older who: (1) provides care for a mentally or physically impaired person; and (2) is a relative, legal guardian, or health care agent of the mentally or physically impaired person for whom the individual is caring. (c) "Instrumental activities of daily living" has the meaning given in section 256B.0659, subdivision 1, paragraph (i). (d) "Mentally or physically impaired person" means a person who is a resident of this state and who requires assistance with two or more instrumental activities of daily living as certified in writing by a physician, a physician assistant, or an advanced practice registered nurse licensed to practice in this state. (e) "Relative" means a spouse, parent, grandparent, child, grandchild, sibling, uncle, aunt, nephew, or niece of the mentally or physically impaired person. Relative includes half, step, and in-law relationships. (f) "Temporary family health care dwelling" means a mobile residential dwelling providing an environment facilitating a caregiver's provision of care for a mentally or physically impaired person that meets the requirements of subdivision 2. Subd. 2. Temporary family health care dwelling. A temporary family health care dwelling must: (1) be primarily assembled at a location other than its site of installation; (2) be no more than 300 gross square feet; (3) not be attached to a permanent foundation; (4) be universally designed and meet state-recognized accessibility standards; Chapter 111 - Minnesota Session Laws https://www.revisor.mn.gov/laws/?id=111&year=2016&type=0 4 of 6 7/7/2016 4:30 PM (5) provide access to water and electric utilities either by connecting to the utilities that are serving the principal dwelling on the lot or by other comparable means; (6) have exterior materials that are compatible in composition, appearance, and durability to the exterior materials used in standard residential construction; (7) have a minimum insulation rating of R-15; (8) be able to be installed, removed, and transported by a one-ton pickup truck as defined in section 168.002, subdivision 21b, a truck as defined in section 168.002, subdivision 37, or a truck tractor as defined in section 168.002, subdivision 38; (9) be built to either Minnesota Rules, chapter 1360 or 1361, and contain an Industrialized Buildings Commission seal and data plate or to American National Standards Institute Code 119.2; and (10) be equipped with a backflow check valve. Subd. 3. Temporary dwelling permit; application. (a) Unless the municipality has designated temporary family health care dwellings as permitted uses, a temporary family health care dwelling is subject to the provisions in this section. A temporary family health care dwelling that meets the requirements of this section cannot be prohibited by a local ordinance that regulates accessory uses or recreational vehicle parking or storage. (b) The caregiver or relative must apply for a temporary dwelling permit from the municipality. The permit application must be signed by the primary caregiver, the owner of the property on which the temporary family health care dwelling will be located, and the resident of the property if the property owner does not reside on the property, and include: (1) the name, address, and telephone number of the property owner, the resident of the property if different from the owner, and the primary caregiver responsible for the care of the mentally or physically impaired person; and the name of the mentally or physically impaired person who will live in the temporary family health care dwelling; (2) proof of the provider network from which the mentally or physically impaired person may receive respite care, primary care, or remote patient monitoring services; (3) a written certification that the mentally or physically impaired person requires assistance with two or more instrumental activities of daily living signed by a physician, a physician assistant, or an advanced practice registered nurse licensed to practice in this state; (4) an executed contract for septic service management or other proof of adequate septic service management; (5) an affidavit that the applicant has provided notice to adjacent property owners and residents of the application for the temporary dwelling permit; and (6) a general site map to show the location of the temporary family health care dwelling and other structures on the lot. (c) The temporary family health care dwelling must be located on property where the caregiver or relative resides. A temporary family health care dwelling must comply with all setback requirements that apply to the primary structure and with any maximum floor area ratio limitations that may apply to the primary structure. The temporary family health care dwelling must be located on the lot so that septic services and emergency vehicles can gain access to the temporary family health care dwelling in a safe and timely manner. (d) A temporary family health care dwelling is limited to one occupant who is a Chapter 111 - Minnesota Session Laws https://www.revisor.mn.gov/laws/?id=111&year=2016&type=0 5 of 6 7/7/2016 4:30 PM mentally or physically impaired person. The person must be identified in the application. Only one temporary family health care dwelling is allowed on a lot. (e) Unless otherwise provided, a temporary family health care dwelling installed under this section must comply with all applicable state law, local ordinances, and charter provisions. Subd. 4. Initial permit term; renewal. The initial temporary dwelling permit is valid for six months. The applicant may renew the permit once for an additional six months. Subd. 5. Inspection. The municipality may require that the permit holder provide evidence of compliance with this section as long as the temporary family health care dwelling remains on the property. The municipality may inspect the temporary family health care dwelling at reasonable times convenient to the caregiver to determine if the temporary family health care dwelling is occupied and meets the requirements of this section. Subd. 6. Revocation of permit. The municipality may revoke the temporary dwelling permit if the permit holder violates any requirement of this section. If the municipality revokes a permit, the permit holder has 60 days from the date of revocation to remove the temporary family health care dwelling. Subd. 7. Fee. Unless otherwise provided by ordinance, the municipality may charge a fee of up to $100 for the initial permit and up to $50 for a renewal of the permit. Subd. 8. No public hearing required; application of section 15.99. (a) Due to the time-sensitive nature of issuing a temporary dwelling permit for a temporary family health care dwelling, the municipality does not have to hold a public hearing on the application. (b) The procedures governing the time limit for deciding an application for the temporary dwelling permit under this section are governed by section 15.99, except as provided in this section. The municipality has 15 days to issue a permit requested under this section or to deny it, except that if the statutory or home rule charter city holds regular meetings only once per calendar month the statutory or home rule charter city has 30 days to issue a permit requested under this section or to deny it. If the municipality receives a written request that does not contain all required information, the applicable 15-day or 30-day limit starts over only if the municipality sends written notice within five business days of receipt of the request telling the requester what information is missing. The municipality cannot extend the period of time to decide. Subd. 9. Opt-out. A municipality may by ordinance opt-out of the requirements of this section. Sec. 4. EFFECTIVE DATE. This act is effective September 1, 2016, and applies to temporary dwelling permit applications made under this act on or after that date. Presented to the governor May 12, 2016 Signed by the governor May 12, 2016, 1:27 p.m. Copyright © 2016 by the Revisor of Statutes, State of Minnesota. All rights reserved. Chapter 111 - Minnesota Session Laws https://www.revisor.mn.gov/laws/?id=111&year=2016&type=0 6 of 6 7/7/2016 4:30 PM Temporary Dwelling Legislation Becomes Law Cities may opt out of permitting temporary family dwellings, but they must pass an ordinance to do so. (Published May 16, 2016) A bill creating a new process for local governments to permit certain types of recreational vehicles as temporary family dwellings was signed into law by Gov. Dayton on May 12. Chapter 111 (SF 2555, Sen. John Hoffman, DFL-Champlain, and Rep. Roz Peterson, R-Burnsville) previously passed the House floor on a vote of 113-17. Purpose of the law The main stated motivation behind the new law is to provide transitional housing for seniors. For example, if a family wanted to keep a close eye on grandma while she recuperates from surgery, they could have grandma stay in a temporary family health care dwelling in the yard or driveway. The law has a broader effect than that, however, with anyone who needs assistance with two or more “instrumental activities of daily life” for mental or physical reasons eligible to be housed in this manner. Summary of changes The League worked extensively with the authors and proponents and with other local government organizations throughout the legislative process to craft a law that is manageable for cities and counties. Local governments may opt out of this program if they determine that this type of expedited land use permitting for temporary dwellings is not well-suited to their community. Many communities have communicated that property owners in their jurisdiction have adequate access to a permit for this type of use through existing local land use controls and permitting authority. Cities must pass ordinance to opt out To be clear, unless a city chooses not to participate in this program by passing an ordinance specifically opting out, the law will require the city to issue permits to qualified applicants starting on Sept. 1, 2016. A permit can be denied for appropriate cause. The law lists the information required and the requirements that may be considered in that decision. The final act has the following key components: • Creates a new type of permit referred to as a temporary dwelling permit that has a six- month duration, with an option to extend the permit for six months. • Requires that the permit be for a property where the caregiver or relative resides. • Allows modular and manufactured housing (instead of just recreational vehicles) to use this permit process as long as the unit meets all of the listed criteria. • Lists the criteria for the structure and the information required in the permit application. • Addresses sewer safety issues with required backflow valves and advance verification of septic service contracts. • Requires the inclusion of site maps showing where the unit will be placed and notification of adjacent neighbors prior to application. • Requires applications to specify the individual authorized to live in the unit. • Applies the permit approval process found in Minnesota Statutes, section 15.99, but allows the local government unit only 15 days to make a decision on granting the permit (no extension). It waives the public hearing requirement and allows the clock to be restarted if an application is deemed incomplete, as long as the applicant is notified of how the application is incomplete within five days. A 30-day decision is allowed if the regular council meeting occurs only once a month. • Requires unit placement to meet existing stormwater, shoreland, setback, and easement requirements. A permit exempts the units only from accessory unit ordinances and recreational vehicle parking and storage ordinances. • Sets a default permit fee level that may be replaced by a local ordinance. • Allows cities to pass an ordinance opting out of using this new permitting system. A complete review of the provisions of the new law will be included in the League’s 2016 Law Summaries in June. __________________________________________________________________________ City of Arden Hills ▪1245 West Highway 96 ▪ Arden Hills Minnesota 55112 Phone 651.792.7800 ▪ Fax 651.634.5137 ▪ www.cityofardenhills.org March 10, 2016 Ms. Irene Kao, Intergovernmental Relations Counsel VIA EMAIL: ikao@lmc.org League of Minnesota Cities 145 University Avenue West Saint Paul, MN 55103-2044 RE: HR 2497 Zoning of Temporary Family Health Care Dwellings Dear Ms. Kao, The City of Arden Hills has reviewed the proposed HR 2497 bill that would require cities to allow temporary family health care dwellings as a permitted accessory use. The City has several concerns with the bill as drafted, including:  The City currently prohibits the use of temporary accessory structures as dwellings, except that the City Council may grant a permit for the use of a temporary structure as a dwelling for a period not to exceed 90 days when an emergency or hardship situation exists. The bill impacts cities’ authority to regulate temporary accessory structures as dwellings through local zoning.  General health, safety, and welfare should be a priority for all residents. The City requires all residential units to be compliant with State Building Codes, but we do not believe it would be possible for these units to meet those standards.  We are concerned about the feasibility of safe, temporary connections to local sewer lines and the process for enforcement and mitigation if there were a failure in the temporary connection. Also, additional impervious coverage may affect drainage patterns and impact neighboring properties.  Although the units are referred to as temporary dwellings, the bill allows for annual renewal in perpetuity. Without additional language in the bill these structures could become permanent fixtures within a neighborhood, with potentially negative effects on surrounding properties.  By allowing this type of temporary dwelling unit the City would be required to take on ad ditional enforcement and inspections. Further, the City could face an expensive legal process to have the unit removed if the City were to revoke a permit for any reason allowed under the State law. Thank you for providing us with an opportunity to comment on the proposed HR 2497 bill regarding temporary family health care dwellings. Please feel free to contact me at 651-792-7819 or at jhutmacher@cityofardenhills.org with any questions. Sincerely, Jill Hutmacher Community Development Director AGENDA ITEM – 1C City of Arden Hills City Council Work Session for July 18, 2016 P:\Planning\Planning Cases\2016\PC 16-021 - Red Fox Business Center - Alpine Factory Use\Memo_Reports_16-021 Page 1 of 3 MEMORANDUM DATE: July 18, 2016 TO: Honorable Mayor and City Councilmembers Sue Iverson, Acting City Administrator FROM: Ryan Streff, City Planner SUBJECT: Red Fox Business Center – Alpine Factory – Indoor Commercial Recreation Use Requested Action Staff is requesting that the City Council discuss and provide direction to staff on the proposed indoor commercial recreation use at the Red Fox Business Center located at 1235 Red Fox Road. Background On February 23, 2015, the City Council approved Planning Case 14-036 for a Master and Final Planned Unit Development (PUD) and Conditional Use Permit (CUP) for the Red Fox Business Center, located at 1235 Red Fox Road, for the construction of two multi-tenant light industrial buildings. The majority of the construction and site improvement work has been completed and Roberts Management Group has leased approximately half of the building space. Discussion Roberts Management Group has approached staff with a potential tenant for the site, Alpine Factory. The company provides indoor training facilities for skiers and snowboarders. A description of the business has been provided in Attachment A. Based on its review, staff determined that the business would be classified as an indoor commercial recreation use. The subject property is located in the I-Flex District, which does not allow indoor commercial recreation uses as a permitted use. Sports and fitness clubs, however, are allowed as a permitted use in the I-Flex District. Staff consulted with the City Attorney on this matter and the City Attorney recommended that this item be brought to a City Council Work Session for discussion. Staff is requesting the City AGENDA ITEM – 1C City of Arden Hills City Council Work Session for July 18, 2016 P:\Planning\Planning Cases\2016\PC 16-021 - Red Fox Business Center - Alpine Factory Use\Memo_Reports_16-021 Page 2 of 3 Council review the definitions below for indoor commercial recreation and sports and fitness clubs and determine how to classify the proposed Alpine Factory or similar recreational uses. Next Steps If the City Council determines the Alpine Factory business is an indoor commercial recreation use, the property owner could decide to submit an application for a Zoning Code Amendment to allow this use as a permitted use in the I-Flex District. This application would require a public hearing at the Planning Commission and review and approval by the City Council. If the City Council determines the use is sports and fitness club, staff will work with the property owner and applicant on processing any necessary building permits for tenant improvements. Definitions • Clubs, sports and fitness. A place of assembly where membership may be required and is directed toward the general public with the commercial promotion of sports and physical fitness. • Commercial recreation, indoor. A commercial recreational use conducted within an enclosed building, including arcade, arena, art gallery, assembly hall, athletic and health clubs, auditorium, bowling alley, club or lounge, community center, pool or billiard hall, or a variety of organized or franchised sports, including but not limited to basketball, ice hockey, wrestling, soccer, tennis and volleyball. This definition does not include public uses on public property. Land Use Chart The Red Fox Business Center located at 1235 Red Fox Road is within the I-Flex District where “Club, Sports & Fitness” is permitted and “Commercial Recreation – Indoor” is not permitted. CD POS Club, sports & fitness ========A P P P C P P P Commercial recreation - indoor ========P P P ==P B‑4 CC GB I‑1 “P” = Permitted; “D” = Planned Unit; “■” = Not Permitted; “C” = Conditional Use Permit; “A” = Accessory; “CA” = Conditional Accessory Use Permit, “I” = Interim Use Permit I-2 I- FLEXUses: Zoning Districts: R‑1 R‑2 R‑3 R‑4 NB B‑1 B‑2 B‑3 AGENDA ITEM – 1C City of Arden Hills City Council Work Session for July 18, 2016 P:\Planning\Planning Cases\2016\PC 16-021 - Red Fox Business Center - Alpine Factory Use\Memo_Reports_16-021 Page 3 of 3 Attachments A. Alpine Factory Handout B. Land Use Chart C. Site Plan – Red Fox Business Center D. Aerial Site Map } Indoor Ski/Snowboard training center: unique draw ◦ Would be first of its kind in Minnesota and one of a handful in USA ◦ Arden Hills loca?on would draw customers from all over Metro ◦ Focus is on technique improvement and training ◦ Core customers will be membership based – Many customers have already expressed commitment ◦ Training sessions will be by appointment only ◦ 5-year revenue projec?ons would lead to possible future expansion in other loca?on(s) } Qualified, responsible owners/operators ◦ Both have highest level of professional ski instructor cer?fica?on and have been coaching/instruc?ng for many years ◦ Both come from varying business roles in corporate sePngs ◦ Startup funding is fully secured } Minimal disrup?on to other tenants ◦ Projected capacity at any given ?me is 12 people, including staff ◦ Peak ?mes projected in evenings/weekends City of Arden Hills Chapter 13 Zoning Code Section 1320 – District Provisions Adopted: November 13, 2006 Page 10 of 59 1320.05 Land Use Chart. (revised 11/25/13) CD POS Antenna, Dish or Tower CA CA CA CA CA CA CA CA CA CA CA CA CA CA CA CA CA CA Boarding house C C C C == == == C == == Brewpub CCC C Business service == == == == A P P P C P P P P P Clinic, medical office == == == == P P P P P C P P P P P Club or lodge (non‑profit)== == == == P P P == C == ==P Club, sports & fitness == == == == A P P P C P P P P Commercial recreation - indoor == == == ==P P P == P P Daycare Facility, over 10 P PPPP P P P P P Daycare, family - 10 or less AAAAA A A Daycare, group family - 14 or less CA CA CA CA CA CA CA Dog kennel == == == ==C C == == == Dog run AAA= = = = = = = = = = = =A Drive-up windows == == == ==C C C A ==CA Dry cleaning & laundry, pick-up station == == == == C A A == A ==P Dry cleaning & laundry, self-service laundry C= =C C = = = = = = = == = Dwelling: density zoning D D D D == == == ==P == Dwelling: multiple family == == C C C C == == C C ==P == Dwelling: single-family attached CCDD P = = Dwelling: single‑family detached P P P P == == == == ==P == Dwelling: two‑family CCPPC = = = = = = = = = =P = = Dwelling: live-work unit == == == == C C == Financial institution & service == == == == P P P P P C P P P P == P Garage, truck == == == ==== == == == C C == == Home occupation: Class I AAAAA A A = = Home occupation: Class II CA CA CA CA CA == == == C == ==CA == Hospital D Hotel/motel == == == ==C P C C C == C P House of worship CCCCC CCCCC CP Manufactured home park == == C == == == == == == == ==== == Manufacturing & processing: Class I AAA P P P P = = C Manufacturing & processing: Class II == == ==== == == == == P == == Microbrewery CCC C C C Microdistillery CCC C C C Mortuary, funeral home == == == ==P P == C == ==== C Multiple occupancy building == == == == C C C C C C C C C C == P Nursery C C C C == == == == ==== CA Nursing home and assisted living C C C C D C == == == == C P CC GB I‑1I - 2I-FLEXUses: Zoning Districts: R‑1R‑2R‑3R‑4N BB‑1B‑2B‑3MRMBB‑4 City of Arden Hills Chapter 13 Zoning Code Section 1320 – District Provisions Adopted: November 13, 2006 Page 11 of 59 Office = = = = = = = = PPPPPPPPP P P Park Facilities P Pawn shop Personal services CAPPPCP A P Public use CCCCCCCCCCCCC C PPCC Research and development facility CPCCC PPP P P Research animals CC C P Residence Hall, dormitory == == == C C D == == == == == == == C P Residential facility, state licensed, serving 1-6 P P P P P P == == == == == P Residential facility, state licensed, serving 7- 16 CCCCC C C Restaurant and restaurant-fast food = = = = = = = = CAPPPCPCC P Retail sales & service = = = = = = = = PAPPPCAAA A P School, general education C C C C == == == C == == C P School, higher education D= == == = C C = = C C = == = C P School, specialized education == == == == C C C C C == == C P Service station == == == == C C == C C C C Storage, exterior == == == == == == == == == CA Studio == == == == C C P P P C == == P Theater, indoor == == == == A C P == C == == P Utility distribution line PPPPPPPPP PPP P PPAP Utility substation == == == == == == == == C C C C Utility transmission CCCCCCCCC CCC C CCCC Vehicle – motorized, leasing and rentals == == == == C C == == == C Vehicle - motorized, service == == == == C C == == == C Warehousing = = = = = = = = AAAA CPP C A CD POSMR MB “P” = Permitted; “D” = Planned Unit; “■” = Not Permitted; “C” = Conditional Use Permit; “A” = Accessory; “CA” = Conditional Accessory Use Permit, “I” = Interim Use Permit Uses: Zoning Districts: R‑1R‑2R‑3R‑4N BB‑1B‑2B‑3B‑4C CG B I‑1 I-2 I-FLEX RE T A I N I N G WA L L 12 " R C P S A N S 8 " D I P W 16 " C I P W 16 " C I P W RES T R I C T E D A C C E S S A S S H O W N ON T H E P L A T O F N O R T H W O O D S & PER D O C . N O . 5 1 2 8 5 2 12 " S A N S 1 2 " S A N S S R / W L I N E O F H W Y 1 0 - 6 2 A S E S T A B L I S H E D B Y T H E P L A T O F N O R T H W O O D S ROADWAY EASEMENT PER DOC. NO. 509408 6 F T C H A I N L I N K F E N C E 5 F T C H A I N L I N K F E N C E 16 " C I P W 12 " S A N S 12 " S A N S 16 " C I P W 16 " C I P W 5 F T C H A I N L I N K F E N C E 5 F T C H A I N L I N K F E N C E 2 1 " R C P S T S 2 1 " R C P S T S F E N C E I S 0 . 5 F T N W ' L Y O F P R O P E R T Y L I N E F E N C E I S 1 . 0 F T S E ' L Y O F P R O P E R T Y L I N E F E N C E I S 0 . 5 F T N W ' L Y O F P R O P E R T Y L I N E 12"CIP W6"PVC SAN S16"W 16"W 12 " R C P 8 " P V C S A N S 6 " S A N S 6 " P V C S A N S 10"VCP SAN S 1 5 " R C P S T S 12"SAN S 9' (T Y P ) 18 ' ( T Y P ) 5 . 5 ' 5 . 5 ' 2 4 ' 4 2 ' 9' (T Y P ) 1 8 ' ( T Y P ) RE T A I N I N G W A L L R 1 5 ' MA T C H E X I S T I N G PA V E M E N T S E C T I O N Description Rev.DateRED FOX BUSINESS CENTER RED FOX ROAD ARDEN HILLS, MN 55112 1 12.12.14 CITY COMMENTS Sheet:Sheet Title:Project #:Drawn By:Checked By:Issue Date:12146174.000 CBS PSM 12.01.143524 Labore Road White Bear Lake, MN 55110 651.481.9120 (f) 651.481.9201 www.larsonengr.com C 2014 Larson Engineering, Inc. All rights reserved. P: \ P r o j e c t s \ P r o j e c t s - 2 0 1 4 \ 1 2 1 4 6 1 7 4 - R o b e r t s M a n a g e m e n t G r o u p - A H D e v e l o p m e n t \ C . D e s i g n \ D r a w i n g F i l e s \ 1 2 1 4 6 1 7 4 C 2 P A V I N G & D I M E N S I O N . d w g 3524 Labore Road White Bear Lake, MN 55110 651.481.9120 (f) 651.481.9201 www.larsonengr.com Project Title:Roberts Management Group 1851 Buerkle Road White Bear Lake, MN 55110 Client:Date: Reg. No.:I hereby certify that this plan,specifications or report was prepared by me or under my direct supervision and that I am a duly licensed Professional Engineer under the laws of the state of Minnesota.of 70NORTH2550100PRELIMINARY NOT FOR CONSTRUCTION Matt Woodruff, P.E.2 01.26.15 CITY COMMENTS 3 01.29.15 CITY COMMENTSNEW 3.5" BITUMINOUS PAVEMENT OVER 7" AGGREGATE BASE.SEE DETAIL 1/C6.NEW 5" BITUMINOUS PAVEMENT OVER 9" AGGREGATE BASE.SEE DETAIL 2/C6.NEW 4" CONCRETE PAVEMENT OVER 4" AGGREGATE BASE OVER 12" SAND SECTION.SEE DETAILS 3/C6.SYMBOL LEGEND PAVING &DIMENSION PLAN C2 2 This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable. © Ramsey County Enterprise GIS Division 400.0 THIS MAP IS NOT TO BE USED FOR NAVIGATION NAD_1983_HARN_Adj_MN_Ramsey_Feet Feet400.00200.00 Notes Enter Map Description Legend City Halls Schools Hospitals Fire Stations Police Stations Recreational Centers Parcel Points Parcel Boundaries Airports AGENDA ITEM – 1D MEMORANDUM DATE: July 18, 2016 TO: Honorable Mayor and City Council FROM: Sue Iverson, Interim City Administrator/Director of Finance and Admin Services SUBJECT: Letter of Credit for Phase I Development Agreement – Land O’Lakes Background/Discussion The City Council approved the Phase I Development Agreement for Land O’Lakes on Monday, July 11, 2016. The City requires financial security to be provided by a developer for required infrastructure and land alteration activities and it is City policy to require that security in the form of an irrevocable letter of credit issued by a Minnesota FDIC insured bank. The Development Agreement approved by the City Council at its last meeting incorporates that requirement. Subsequent to that approval, the developer has informed the City staff and attorney that they “are bound by our credit agreement to issue any LOCs (Letters of Credit) through CoBank which is a Farm-Credit System bank headquartered in Denver.” The City attorney and staff have reviewed the developer’s request and recommend acceptance of the proposed financial security by the City Council for both Phase 1 and Phase 2. Requested Action Staff would like to know if there is Council consensus to accept the recommendation of the City Attorney to accept the proposed financial security proposed by Land O’Lakes. AGENDA ITEM – 1E MEMORANDUM DATE: July 18, 2016 TO: Honorable Mayor and City Council FROM: Sue Iverson, Interim City Administrator/Director of Finance and Admin Services Stacie Kvilvang, Ehlers Inc. SUBJECT: TCAAP Communication Plan Background/Discussion In August 2007 the City undertook a process to hire a Communications Consultant for TCAAP. The Communications Committee determined who to seek proposals from, interviewed those firms (Goff & Howard Inc., and Davis Communications) and ultimately recommended approval of Davis Communications. On October 29, 2007, the City approved entering into a contract with Davis Communications. As part of the process, Davis Communications sent a questionnaire to the Council to receive some feedback on what needed to be communicated, etc. so a plan could be drafted (attached). Based upon this feedback and discussion with the Council, a draft plan was developed and provided to the Communications Committee for review and comment. The Committee made revisions and the attached Plan was submitted to the City Council for consideration (see attached) and approved in early 2008. Since the Plan was created for the planning that was underway with Ryan Companies, a majority of the content in those documents may no longer be relevant and a new Plan or outline will need to be put together by the City’s new communications consultant. Staff Recommendation Staff recommends that the City Council interviews the candidates (or select 2 or 3 representatives to do the interviewing). Staff also recommends that we follow the same process as last time and let the Communications Committee work on the draft documents and recommend approval to the City Council. Stacie Kvilvang is compiling a list of firms to interview. She will need to have the City Council select a date that works for you to interview. You should anticipate that this would take approximately 4 hours. Requested Action Stacie Kvilvang will be at the work session to discuss this with the City Council and determine next steps in this process. Attachment A: TCAAP Communication Plan Executive Summary Attachment B: TCAAP Communications Plan Key Audiences, Tactics and Tools Attachment C: City Council Initial Questionnaire TCAAP Redevelopment Communication Plan Executive Summary and Recommendations Ted Davis, APR teddavis@comcast.net February, 2008 City of Arden Hills TCAAP Redevelopment Communication Plan Executive Summary & Recommendations Page 2 INDEX Situation Assessment ....................................... 3 Objectives......................................................... 4 Key Messages .................................................. 4 Recommendations ......................................... 7 City of Arden Hills TCAAP Redevelopment Communication Plan Executive Summary & Recommendations Page 3 Situation Assessment The redevelopment of the Twin Cities Army Ammunition Plant (TCAAP) site in Arden Hills presents a once in a lifetime opportunity to manage the reuse of nearly 30 percent of the geographic area of the city and prepare the City of Arden Hills for a sustainable future. Along with this opportunity comes a complex communications challenge. Change will occur in the city as a result of the federal government’s decision to sell the land. How the city leads and communicates about that change will play a significant role in the degree to which citizens support and benefit from those changes. In the immediate future, the city is seeking funding from both the State of Minnesota and the United States Government for infrastructure improvements that will solve current local and regional traffic problems and improve public safety in the vicinity of the redevelopment site. At the same time and over the long term, the City will need to address a variety of related and potentially volatile issues including:  Managing growth and change  Housing choice  The ongoing master planning process  Traffic management  The impact of TCAAP redevelopment on the city’s comprehensive plan  Relocation of existing homes and businesses for improved traffic safety  Affordable housing on the site and within Arden Hills  Public funding for redevelopment Each of these issues requires that stakeholders understand the costs and benefits that come from action and inaction toward the reuse of the TCAAP site. Central to effective communications on each of these issues is a clear consistent statement of the vision for the TCAAP site and costs and benefits of redevelopment. The success of the project depends to a significant degree on the ability of the City of Arden Hills, its policy makers and its spokespeople to communicate clearly, effectively and persuasively about the goals, objectives, and processes surrounding the TCAAP redevelopment project. City of Arden Hills TCAAP Redevelopment Communication Plan Executive Summary & Recommendations Page 4 Objectives for TCAAP Communications Clear communication on complex issues is best accomplished when based on clear objectives. A series of interviews conducted in November and December of 2007 found that city policy makers agree on basic principles for communicating about the TCAAP redevelopment. Those principles form the basis for the recommended objectives for TCAAP Communication below. Recommended objectives for City of Arden Hills communication on behalf of the TCAAP redevelopment:  To increase understanding among citizens of Arden Hills and other key audiences of the opportunities presented by the potential redevelopment of the TCAAP site.  To develop understanding of the goals, objectives and timelines of the TCAAP redevelopment among stakeholders.  To create communications channels between the City of Arden Hills and stakeholders within the community and those within other communities who will have an impact on the successful redevelopment of the site.  To build support for the city’s vision among stakeholders who will have an impact on the success of the redevelopment project. Key messages for TCAAP Communications The same research cited above found that policy makers have a strong interest in communicating basic information to key stakeholders about TCAAP in order to meet the communication objectives recommended above- most notably, to raise the level of understanding among stakeholders. This information serves as the basis of the recommended key messages below. Key messages are vital to a successful communications strategy. They provide a consistent frame of reference for the city’s communication with its stakeholders. Applied to the city’s communication with stakeholders, they will continuously reinforce the reasons TCAAP redevelopment is important and will provide a foundation for discussing events in the redevelopment process. Key messages are in bold. Some are followed by supporting submessages. Recommended Key Messages The TCAAP site offers a tremendous opportunity for the City of Arden Hills to manage its future for the benefit of its citizens and neighbors. The development framework now in place will give the city the power to control growth of the city. City of Arden Hills TCAAP Redevelopment Communication Plan Executive Summary & Recommendations Page 5  TCAAP includes more than 2,300 acres and makes up approximately 1/3 of the land within the City of Arden Hills.  The land is currently contaminated and must be cleaned up to proper environmental standards.  Plans call for the redevelopment of 585 acres of the site adjacent to Interstate 35E and State Highway 10.  As federal land, the site does not currently pay property tax.  Of the redevelopment portion of the site: o 77 acres will be dedicated to recreational uses such as athletic fields. o 49 acres will be dedicated to a wildlife corridor. o 459 acres will be dedicated to residential and commercial uses.  The current master planning process allows the city to have significant control over the use of the land. The redevelopment of TCAAP will improve quality of life in Arden Hills by providing lifecycle housing, necessary retail and commercial services, jobs and a place to accommodate growth. The redevelopment of TCAAP will allow the City of Arden Hills to provide more housing choices for citizens throughout their lives. The redevelopment of the TCAAP site will create new commercial and employment opportunities to serve the citizens of Arden Hills. The TCAAP site is the last large piece of land available in the City of Arden Hills for the development of shopping and employment opportunities. Development of housing on the TCAAP site will create a range of housing opportunities that will allow people to live in Arden Hills at all stages of life; as children, young professionals, adults with families and as seniors. Development of the TCAAP site will open up more recreational space for citizens of Arden Hills and the region. The redevelopment of the TCAAP site is moving forward.  Planning for redevelopment of the TCAAP site began more than 20 years ago when the federal government announced the closure of the ammunition plant.  Through a competitive process, The City of Arden Hills selected RRLD, LCC (Ryan Companies) as the master developer for the project in 2002. City of Arden Hills TCAAP Redevelopment Communication Plan Executive Summary & Recommendations Page 6  Congress has created a special process- called early transfer- that allows a developer to assume responsibility for environmental clean up of the land and expedite the redevelopment process.  The City of Arden Hills and the federal government came to a purchase agreement for the 585 acre redevelopment site in February 2007 and are currently negotiating the clean up of the land.  The City and RRLD are working on a master plan for the site to define the land uses.  Within the next year, the City expects to take possession of the land and immediately sell it to the developer.  The City is seeking legislative funding for transportation improvements and expects those to be under construction in 2009. City of Arden Hills TCAAP Redevelopment Communication Plan Executive Summary & Recommendations Page 7 Recommended actions Clear communications objectives and Key Messages will provide a strategic framework for increasing understanding of the opportunities presented by the potential redevelopment of the Twin Cities Army Ammunition Plant (TCAAP) site among citizens and stakeholders of Arden Hills. With agreement on those elements of the plan, the next step is to identify communications tactics that will achieve the objectives. We recommend that the City of Arden Hills take the following actions to achieve its objectives in communicating with the key stakeholder audiences:  Develop a ‘Cost/Benefit Statement’ clearly describing the potential financial and social benefits of redeveloping the TCAAP site balanced against the financial and opportunity costs.  Conduct a survey to measure current attitudes and understandings of the opportunities and costs offered by the proposed redevelopment of the TCAAP site to establish a baseline of current understandings.  Establish a quarterly TCAAP supplement to Arden Hills Notes.  Develop a basic presentation about the opportunity provided by TCAAP and seek opportunities for elected and appointed officials to present in front of community groups.  Develop a series of community meetings designed to specifically address affordable housing issues and the role that TCAAP redevelopment can play in resolving them.  Strengthen relationships between the city and the organizations representing business in the region to broaden understanding of the TCAAP opportunity and its challenges among business leaders.  Take advantage of the electronic communications capabilities of the current Arden Hills city website to push information to citizens and other stakeholders and create channels for stakeholders to communicate with the city. Features not currently being used to their full potential include: o Broadcast E-mail o Online surveys o Video delivery o Online discussion groups o Electronic document delivery  Establish a proactive media relations program to reach out to reporters with TCAAP story ideas, milestone announcements, opinion pieces and other methods for delivering the city’s messages.  Establish a city media policy and protocol for official city media statements and comments specific to TCAAP but applicable to all uses.  Establish a Public Information Officer function within the city - as a specific responsibility for an existing employee, or as a part time consulting position. This individual will be responsible for managing the content of the city’s City of Arden Hills TCAAP Redevelopment Communication Plan Executive Summary & Recommendations Page 8 website, serving as an expert resource for the Communications Committee, proactively building relationships with the media, seeking opportunities to tell the city’s story and managing and enforcing the city media contact policy. Other communications related actions that will help meet the communications objectives  Develop a strategic outreach process that will provide new channels for city elected and appointed officials to manage and control their own contacts with policy makers at the county, regional, state and federal levels.  Provide media relations training for all elected and appointed officials with special emphasis on TCAAP key messages.  Develop a rapid response communications protocol to develop key messages for critical situations/ crises as they arise. TCAAP Redevelopment Communication Plan Key Audiences, Tactics and Tools Ted Davis, APR teddavis@comcast.net February, 2008 City of Arden Hills TCAAP Redevelopment Communication Plan Key Audiences, Tactic and Tools Page 2 INDEX Objectives and Key Messages ...................... 3 Audiences to be addressed .......................... 5 Objectives for reaching each audience Communication Tools for reaching each audience Communications Tactics ............................... 13 Objective for each tactic Audience served City of Arden Hills TCAAP Redevelopment Communication Plan Key Audiences, Tactic and Tools Page 3 Objectives and Key Messages Recommended objectives for City of Arden Hills communication on behalf of the TCAAP redevelopment:  To increase understanding among citizens of Arden Hills and other key audiences of the opportunities presented by the potential redevelopment of the TCAAP site.  To develop understanding of the goals, objectives and timelines of the TCAAP redevelopment among stakeholders.  To create communications channels between the City of Arden Hills and stakeholders within the community and those within other communities who will have an impact on the successful redevelopment of the site.  To build support for the city’s vision among stakeholders who will have an impact on the success of the redevelopment project. Key messages for TCAAP Communications The TCAAP site offers a tremendous opportunity for the City of Arden Hills to manage its future for the benefit of its citizens and neighbors. The development framework now in place will give the city the power to control the growth of the city.  TCAAP includes more than 2,300 acres and makes up approximately 1/3 of the land within the City of Arden Hills.  The land is currently contaminated and must be cleaned up to proper environmental standards.  Plans call for the redevelopment of 585 acres of the site adjacent to Interstate 35E and State Highway 10.  As federal land, the site does not currently pay property tax.  Of the redevelopment portion of the site: o 77 acres will be dedicated to recreational uses such as athletic fields. o 49 acres will be dedicated to a wildlife corridor. o 459 acres will be dedicated to residential and commercial uses.  The current master planning process allows the city to have significant control over the use of the land. The redevelopment of TCAAP will improve quality of life in Arden Hills by providing lifecycle housing, necessary retail and commercial services, jobs and a place to accommodate growth. City of Arden Hills TCAAP Redevelopment Communication Plan Key Audiences, Tactic and Tools Page 4 The redevelopment of TCAAP will allow the City of Arden Hills to provide more housing choices for citizens throughout their lives. The redevelopment of the TCAAP site will create new commercial and employment opportunities to serve the citizens of Arden Hills. The TCAAP site is the last large piece of land available in the City of Arden Hills for the development of shopping and employment opportunities. Development of housing on the TCAAP site will create a range of housing opportunities that will allow people to live in Arden Hills at all stages of life; as children, young professionals, adults with families and as seniors. Development of the TCAAP site will open up more recreational space for citizens of Arden Hills and the region. The redevelopment of the TCAAP site is moving forward.  Planning for redevelopment of the TCAAP site began more than 20 years ago when the federal government announced the closure of the ammunition plant.  Through a competitive process, The City of Arden Hills selected RRLD, LCC (Ryan Companies) as the master developer for the project in 2002.  Congress has created a special process- called early transfer- that allows a developer to assume responsibility for environmental clean up of the land and expedite the redevelopment process.  The City of Arden Hills and the federal government came to a purchase agreement for the 585 acre redevelopment site in February 2007 and are currently negotiating the clean up of the land.  The City and RRLD are working on a master plan for the site to define the land uses.  Within the next year, the City expects to take possession of the land and immediately sell it to the developer.  The City is seeking legislative funding for transportation improvements and expects those to be under construction in 2009. City of Arden Hills TCAAP Redevelopment Communication Plan Key Audiences, Tactic and Tools Page 5 Audiences to be addressed Primary Audience: All Citizens of Arden Hills Defined Citizens of the City of Arden Hills Objectives for communications with this audience:  To increase understanding among citizens of Arden Hills and other key audiences of the opportunities presented by the potential redevelopment of the Twin Cities Army Ammunition Plant (TCAAP)site.  To develop understanding of the goals, objectives and timelines of the TCAAP redevelopment among stakeholders. Communication tools for achieving these objectives:  Arden Hills Notes Newsletter/ TCAAP Supplement  City of Arden Hills website  Opt-in E-mail list from city website  Media relations  Meetings/ presentations to community groups All Citizens of interested communities surrounding Arden Hills Defined  Citizens of communities adjacent to the City of Arden Hills. Objectives for communications with this audience:  To increase understanding among neighbors of the opportunities presented by the potential redevelopment of the Twin Cities Army Ammunition Plant (TCAAP) site.  To develop understanding of the goals, objectives and timelines of the TCAAP redevelopment among stakeholders. Communication tools for achieving these objectives:  Arden Hills Notes Newsletter/ TCAAP Supplement  City of Arden Hills Website  Opt-in E-mail list from city website  Media Relations  Meetings with leaders in adjacent communities Special Audiences: Community Leadership Defined  Volunteer Leadership serving on: o Planning Commission City of Arden Hills TCAAP Redevelopment Communication Plan Key Audiences, Tactic and Tools Page 6 o Economic Development Commission o Communications Committee o Parks Trails and Recreation Committee o Financial Planning and Analysis Committee o Karth Lake Improvement District Objectives for communications with this audience:  To increase understanding among citizens of Arden Hills and other key audiences of the opportunities presented by the potential redevelopment of the Twin Cities Army Ammunition Plant site.  To develop understanding of the goals, objectives and timelines of the TCAAP redevelopment among stakeholders.  To create communications channels between the City of Arden Hills and stakeholders within the community and those within other communities who will have an impact on the successful redevelopment of the site.  To build support for the city’s vision among stakeholders who will have an impact on the success of the redevelopment project. Communication Tools for achieving these objectives:  Newsletter  Regular meetings  Media Relations Elected officials/ Administrators representing the jurisdictions in and around Arden Hills Defined  Ramsey County Board  Minnesota House of Representatives  Representative Kate Knuth  Minnesota Senate  Senator Satveer Chaudhery  Office of the Governor  Congresswoman Betty McCollum  Congressman James Oberstar  Senator Amy Klobuchar  Senator Norm Coleman  Metropolitan Council  Blaine City Council  Moundsview City Council  Shoreview City Council  New Brighton City Council  Roseville City Council City of Arden Hills TCAAP Redevelopment Communication Plan Key Audiences, Tactic and Tools Page 7 Objectives for communications with this audience:  To increase understanding among citizens of Arden Hills and other key audiences of the opportunities presented by the potential redevelopment of the Twin Cities Army Ammunition Plant site.  To develop understanding of the goals, objectives and timelines of the TCAAP redevelopment among stakeholders.  To create communications channels between the City of Arden Hills and stakeholders within the community and those within other communities who will have an impact on the successful redevelopment of the site.  To build support for the city’s vision among stakeholders who will have an impact on the success of the redevelopment project. Communication Tools for achieving these objectives:  Arden Hills Notes Newsletter/ TCAAP Supplement  Regular policy maker/ staff meetings  Electronic Communications Officials of Institutions in Arden Hills Defined Representatives of  Bethel University  Northwestern College  Moundsview Public Schools Objectives for communications with this audience:  To increase understanding among citizens of Arden Hills and other key audiences of the opportunities presented by the potential redevelopment of the Twin Cities Army Ammunition Plant site.  To develop understanding of the goals, objectives and timelines of the TCAAP redevelopment among stakeholders.  To create communications channels between the City of Arden Hills and stakeholders within the community and those within other communities who will have an impact on the successful redevelopment of the site.  To build support for the city’s vision among stakeholders who will have an impact on the success of the redevelopment project. Communication Tools for achieving these objectives:  Newsletter  Regular meetings  Electronic communications City of Arden Hills TCAAP Redevelopment Communication Plan Key Audiences, Tactic and Tools Page 8 Individuals served by the institutions in Arden Hills Defined Individuals served by  Bethel University  Northwestern College  Moundsview Public Schools Objectives for communications with this audience:  To increase understanding among citizens of Arden Hills and other key audiences of the opportunities presented by the potential redevelopment of the Twin Cities Army Ammunition Plant site.  To develop understanding of the goals, objectives and timelines of the TCAAP redevelopment among stakeholders.  To create communications channels between the City of Arden Hills and stakeholders within the community and those within other communities who will have an impact on the successful redevelopment of the site.  To build support for the city’s vision among stakeholders who will have an impact on the success of the redevelopment project. Communication Tools for achieving these objectives:  Arden Hills Notes Newsletter/ TCAAP Supplement  Regular meetings  Media Relations  Public Forum Media Defined Immediate Community Print Media  Ramsey County Sun-Focus  Shoreview Arden Hills Bulletin Regional Print Media  Pioneer Press  Star Tribune  MinnPost  Metropolitan Council Newsletter  Minneapolis Saint Paul Business Journal  Twin Cities Real Estate Journal Neighborhood Electronic Media  CTV Regional Electronic Media (News and public affairs programming)  KNOW-Minnesota Public Radio  KSTP AM Radio  WCCO AM Radio City of Arden Hills TCAAP Redevelopment Communication Plan Key Audiences, Tactic and Tools Page 9  KFAI Radio  KARE TV  KMSP TV  KSTP TV  KTCA/KTCI Public television  WCCO TV Objectives for communications with this audience:  To increase understanding among citizens of Arden Hills and other key audiences of the opportunities presented by the potential redevelopment of the Twin Cities Army Ammunition Plant site.  To develop understanding of the goals, objectives and timelines of the TCAAP redevelopment among stakeholders.  To create communications channels between the City of Arden Hills and stakeholders within the community and those within other communities who will have an impact on the successful redevelopment of the site.  To build support for the city’s vision among stakeholders who will have an impact on the success of the redevelopment project. Communication Tools for achieving these objectives:  Background / educational meetings with key reporters  News releases  Personal relationships Employers in Arden Hills Defined Large employers in Arden Hills;  Boston Scientific Corporation  Land O' Lakes  MSI Insurance  Fair Isaac  Presbyterian Homes-Johanna Shores  Sims Deltec Objectives for communications with this audience:  To increase understanding among citizens of Arden Hills and other key audiences of the opportunities presented by the potential redevelopment of the Twin Cities Army Ammunition Plant site.  To develop understanding of the goals, objectives and timelines of the TCAAP redevelopment among stakeholders.  To create communications channels between the City of Arden Hills and stakeholders within the community and those within other City of Arden Hills TCAAP Redevelopment Communication Plan Key Audiences, Tactic and Tools Page 10 communities who will have an impact on the successful redevelopment of the site.  To build support for the city’s vision among stakeholders who will have an impact on the success of the redevelopment project. Communication Tools for achieving these objectives:  Arden Hills Notes Newsletter/ TCAAP Supplement  Regular meetings  Media Relations  Public Forum  Electronic Communications Business/ Economic Development Associations in Arden Hills Defined  Saint Paul Area Chamber of Commerce  Minneapolis Regional Chamber of Commerce  Visit Minneapolis North  ULI – Urban Land Institute  Builders Association of the Twin Cities  Saint Paul Association of Realtors  Sustainable Land Use Coalition Objectives for communications with this audience:  To increase understanding among citizens of Arden Hills and other key audiences of the opportunities presented by the potential redevelopment of the Twin Cities Army Ammunition Plant site.  To develop understanding of the goals, objectives and timelines of the TCAAP redevelopment among stakeholders.  To create communications channels between the City of Arden Hills and stakeholders within the community and those within other communities who will have an impact on the successful redevelopment of the site.  To build support for the city’s vision among stakeholders who will have an impact on the success of the redevelopment project. Communication Tools for achieving these objectives:  Newsletter  Regular meetings  Media Relations  Public Forum  Electronic Communications City of Arden Hills TCAAP Redevelopment Communication Plan Key Audiences, Tactic and Tools Page 11 Faith Communities in Arden Hills Defined  North Heights Lutheran Church  Pilgrim House Unitarian Universalist Fellowship  Trinity Lutheran  Hope Christian (Shoreview)  Others Objectives for communications with this audience:  To increase understanding among citizens of Arden Hills and other key audiences of the opportunities presented by the potential redevelopment of the Twin Cities Army Ammunition Plant site.  To develop understanding of the goals, objectives and timelines of the TCAAP redevelopment among stakeholders.  To create communications channels between the City of Arden Hills and stakeholders within the community and those within other communities who will have an impact on the successful redevelopment of the site.  To build support for the city’s vision among stakeholders who will have an impact on the success of the redevelopment project. Communication Tools for achieving these objectives:  Arden Hills Notes Newsletter/ TCAAP Supplement  Regular meetings  Media Relations  Public Forum  Electronic Communications Special Resident Constituencies Defined  Arden Manor  Hunter’s Park  Cottage Villas  Parkshore Apartments Presbyterian Homes  Briar Knoll Objectives for communications with this audience:  To increase understanding among citizens of Arden Hills and other key audiences of the opportunities presented by the potential redevelopment of the Twin Cities Army Ammunition Plant site.  To develop understanding of the goals, objectives and timelines of the TCAAP redevelopment among stakeholders. City of Arden Hills TCAAP Redevelopment Communication Plan Key Audiences, Tactic and Tools Page 12  To create communications channels between the City of Arden Hills and stakeholders within the community and those within other communities who will have an impact on the successful redevelopment of the site.  To build support for the city’s vision among stakeholders who will have an impact on the success of the redevelopment project. Communication Tools for achieving these objectives:  Newsletter  Regular meetings  Media Relations  Public Forum  Electronic Communications City of Arden Hills TCAAP Redevelopment Communication Plan Key Audiences, Tactic and Tools Page 13 Communications Tactics Top Recommendations Develop a ‘Cost/Benefit Statement’ clearly describing the potential financial and social benefits of redeveloping the TCAAP site balanced against the financial and opportunity costs. Objective: Provide audiences with a clear and supportable statement of the potential financial and social benefits of redeveloping the TCAAP site balanced against the financial and social costs. Audiences Reached:  All Citizens of Arden Hills  Elected officials/ Administrators representing the jurisdictions in Arden Hills  Officials of Institutions in Arden Hills  Individuals served by the institutions in Arden Hills  Media  Employers in Arden Hills  Business/ Economic Development Associations in Arden Hills  Faith Communities in Arden Hills  Key Resident Constituencies Format:  A fact sheet that outlines in concise terms the potential financial and social benefits of redeveloping the TCAAP site balanced against the financial and opportunity costs. Conduct a survey to measure attitudes and understandings of the opportunities and costs offered by the proposed redevelopment of the TCAAP site to establish a baseline of current understandings. Objectives:  Measure current attitudes and understandings of the opportunities and costs offered by the proposed redevelopment of the TCAAP site to establish a baseline of current understandings.  Re-measure annually to identify changes in attitudes and understanding and to test public support/ interest in alternatives. Audiences Reached:  All Citizens of Arden Hills  Elected officials/ Administrators representing the jurisdictions in Arden Hills  Officials of Institutions in Arden Hills City of Arden Hills TCAAP Redevelopment Communication Plan Key Audiences, Tactic and Tools Page 14  Individuals served by the institutions in Arden Hills  Media  Employers in Arden Hills  Business/ Economic Development Associations in Arden Hills  Faith Communities in Arden Hills  Key Resident Constituencies Format:  Opinion/preference survey to determine level of awareness and understanding of the redevelopment, transit needs and preferred alternatives. Establish a quarterly TCAAP supplement to Arden Hills Notes. Frequency: Quarterly Objective:  Serve as primary communication vehicle with citizens and other key audiences on TCAAP.  Deliver key messages to Arden Hills stakeholders and other key audiences on a regular, predictable and timely basis.  Keep stakeholders up to date on issues, activities, milestones and benefits of TCAAP Redevelopment.  Remind stakeholders of other information/ participation/ contact opportunities. Audiences Reached:  All Citizens of Arden Hills  Elected officials/ Administrators representing the jurisdictions in Arden Hills  Officials of Institutions in Arden Hills  Individuals served by the institutions in Arden Hills  Media  Employers in Arden Hills  Business/ Economic Development Associations in Arden Hills  Faith Communities in Arden Hills  Key Resident Constituencies Format: To be determined City of Arden Hills TCAAP Redevelopment Communication Plan Key Audiences, Tactic and Tools Page 15 Develop a presentation about the opportunity provided by TCAAP and seek opportunities for elected and appointed officials to present in front of community groups. Objective:  Deliver TCAAP Redevelopment messages to service clubs, business organizations and other venues throughout the service area. Take feedback directly at the meetings. Messages delivered:  You can help shape the TCAAP redevelopment by taking part in:  Website  Public meetings  Public forums (featuring neighborhood leaders from cities that have completed successful transit investments)  Individual meetings Audiences Reached:  All Citizens of Arden Hills  Elected officials/ Administrators representing the jurisdictions in Arden Hills  Officials of institutions in Arden Hills  Individuals served by the institutions in Arden Hills  Media  Employers in Arden Hills  Business/ Economic Development Associations in Arden Hills  Faith Communities in Arden Hills  Key Resident Constituencies Format: Develop a standard speech/ presentation that can be easily modified for audience needs. Develop a series of community meetings designed to specifically address affordable housing issues and the role that TCAAP redevelopment can play in resolving them. Objective:  Address a significant issue that will have a significant impact on the future growth of Arden Hills and has the potential to slow progress on the redevelopment of TCAAP. Messages delivered:  The City of Arden Hills understands that affordable housing is an issue in the city and is serious about understanding and resolving the issue. City of Arden Hills TCAAP Redevelopment Communication Plan Key Audiences, Tactic and Tools Page 16 Audiences Reached:  All Citizens of Arden Hills  Elected officials/ Administrators representing the jurisdictions in Arden Hills  Officials of institutions in Arden Hills  Individuals served by the institutions in Arden Hills  Media  Employers in Arden Hills  Business/ Economic Development Associations in Arden Hills  Faith Communities in Arden Hills  Key Resident Constituencies  Format: In cooperation with government jurisdictions and Arden Hills residents with concerns about affordable housing issues, convene a public input/ comment process that will raise and address affordable and lifecycle housing issues. Strengthen relationships between the city and the organizations representing business in the region to broaden understanding of the TCAAP opportunity and its challenges among business leaders. Objective:  Develop relationships with regional business associations so that they can serve as partners in advocating appropriate development for the TCAAP site. Audiences Reached:  Elected officials/ Administrators representing the jurisdictions in Arden Hills  Officials of Institutions in Arden Hills  Media  Employers in Arden Hills Format Engage city staff and officials in the businesses organizations as active members. Provide organization staff and volunteer leadership with updated information to help them grow as advocates for appropriate development. City of Arden Hills TCAAP Redevelopment Communication Plan Key Audiences, Tactic and Tools Page 17 Take advantage of the electronic communications capabilities of the current Arden Hills City Website to push information to citizens and other stakeholders and create channels for stakeholders to communicate with the city. Features not currently being used to their full potential include: Broadcast E-mail Online surveys Video delivery Online discussion groups Electronic document delivery Objective:  Develop the capability to reach stakeholders and opinion leaders quickly through existing capabilities of the City’s website and to provide a feedback mechanism for the public. Audiences Reached:  Elected officials/ Administrators representing the jurisdictions in Arden Hills  Officials of Institutions in Arden Hills  Media  Employers in Arden Hills  Business/ Economic Development Associations in Arden Hills  Faith Communities in Arden Hills Format Short takes on breaking news/ information that will allow people on the list to be the first to hear about new developments, website updates, meetings, etc. Establish a proactive media relations program to reach out to reporters with TCAAP story ideas, milestone announcements, opinion pieces and other methods for delivering the city’s messages. Key Reporter Meetings Objective: To assure that those who filter information about the TCAAP redevelopment before it gets to the general public understand what is happening and have a trusted and knowledgeable spokesperson to contact with questions. Audiences Reached:  Media/ gatekeepers/ editorial writers. Format: Regular meetings with key reporters at selected media outlets to keep them abreast of TCAAP development. City of Arden Hills TCAAP Redevelopment Communication Plan Key Audiences, Tactic and Tools Page 18 Milestone Releases Objective: Assure a constant flow of accurate information about TCAAP redevelopment to the affected publics in a credible and balanced manner. Audiences Reached:  Media  All stakeholders Position primary spokesperson as a knowledgeable, objective voice for the redevelopment needs of the region in general and the TCAAP Site in particular. Objective:  Establish one or two individuals as the official source of city related information on TCAAP. Audiences Reached:  All audiences Format:  Establish relationships with reporters from all media outlets serving Arden Hills and its stakeholders.  Provide by-lined articles to newspapers.  Provide by-lined op/ed articles on a predictable schedule and as events warrant. Establish a city media policy and protocol for official city media statements and comments specific to TCAAP but applicable to all uses. Objective:  Provide a clear set of operating guidelines under which city staff and officials will communicate with the media. Audiences Reached:  All audiences Format:  A clear policy for the way media operate at city meetings and internal communication about media contacts. City of Arden Hills TCAAP Redevelopment Communication Plan Key Audiences, Tactic and Tools Page 19 Establish a Public Information Officer function within the city - as a specific responsibility for an existing employee, or as a part time consulting position. This individual will be responsible for managing the content of the city’s website, serving as an expert resource for the Communications Committee, proactively building relationships with the media, seeking opportunities to tell the city’s story and managing and enforcing the city media contact policy. Objective:  Create staff accountability for advancing strategic communications on behalf of the city.  Assure that information is delivered to constituencies in a regular, timely and strategic manner.  Provide the volunteer communications committee with an appropriate level of staff support. Audiences Reached:  All audiences Additional Communication Tools for Consideration Master mailing/ Contact List Objective:  Build and maintain a contact list of individuals with an expressed interest in the TCAAP redevelopment. Members of this list will form the core of informed stakeholders. Audiences Reached:  Elected officials/ Administrators representing the jurisdictions in Arden Hills  Officials of Institutions in Arden Hills  Individuals served by the institutions in Arden Hills  Media  Employers in Arden Hills  Business/ Economic Development Associations in Arden Hills  Faith Communities in Arden Hills  Key Resident Constituencies Format: Develop a mailing list of all identified members of strategic audiences. Information includes name, address, affiliation, phone number, fax number and e-mail address. City of Arden Hills TCAAP Redevelopment Communication Plan Key Audiences, Tactic and Tools Page 20 Publications: Messages to Congressional representatives and legislative representatives Frequency: Monthly Objective:  Serve as primary communication vehicle with Elected officials/ Administrators representing Arden Hills  Deliver key messages to Arden Hills representatives and other key audiences on a regular, predictable and timely basis.  Keep representatives up to date on issues, activities, milestones and benefits of TCAAP Redevelopment. Audiences Reached:  Elected officials/ Administrators representing the jurisdictions in Arden Hills Format: To be determined Cable TV Talk show- This is TCAAP Objective:  Serve as an information vehicle with citizens and other key audiences on TCAAP.  Deliver key messages to Arden Hills stakeholders and other key audiences on a regular, predictable and timely basis.  Keep stakeholders up to date on issues, activities, milestones and benefits of TCAAP Redevelopment.  Remind stakeholders of other information/ participation/ contact opportunities. Audiences Reached:  All Citizens of Arden Hills  Elected officials/ Administrators representing the jurisdictions in Arden Hills  Officials of Institutions in Arden Hills  Individuals served by the institutions in Arden Hills  Media  Employers in Arden Hills  Business/ Economic Development Associations in Arden Hills  Faith Communities in Arden Hills  Key Resident Constituencies City of Arden Hills TCAAP Redevelopment Communication Plan Key Audiences, Tactic and Tools Page 21 Format: Use city’s CATV allocation to create a video for replay on CATV, the city website and other venues E-Mail Update Frequency: To be determined Objective:  Deliver key messages to Arden Hills stakeholders and other key audiences on a regular, predictable and timely basis.  Keep stakeholders up to date on progress, milestones and public outreach activities.  Keep TCAAP ‘top of mind’ for stakeholders. Messages delivered  You can learn about the TCAAP redevelopment project through:  Website  Public forums  Individual meetings  Fact Sheets  All key messages. Fact Sheets Frequency: As needed Objective:  Answer the Frequently Asked Questions through a series of fact sheets that will be updated as new information is developed. Audiences Reached:  All audiences Format: One page fact sheets with illustrations as appropriate. Distributed through the website, at meetings and through direct mail. Direct Outreach Speaking Tour/ Speakers Bureau Objective:  Inform community members of the opportunities presented by the TCAAP development project through service clubs, business organizations and other venues throughout the service area. City of Arden Hills TCAAP Redevelopment Communication Plan Key Audiences, Tactic and Tools Page 22 Audiences Reached:  Institutions  Community service groups  Faith Communities Format:  Develop a standard speech/ presentation that can be easily modified for audience needs.  Arrange speaking dates in identified markets in service area. Traveling Display Objective:  Create an informational display that can be set up at public meetings and in public spaces. Offer explanatory information on the TCAPP redevelopment project and a feedback opportunity (contact person, e- mail address, website address, voice mail box). Audiences Reached:  Institutions  Community service groups  Faith Communities Format: Develop a free-standing display to deliver messages about Arden Hills. Features will include maps, overhead photos, public involvement options and fact sheets. Possibilities include access to website, comment mechanism (e-mail or paper), schedule of events. Will be set up at speaking engagements, public events and in library and community center lobbies. Visits with key audiences Objective:  Deliver TCAAP information to key audiences.  Establish personal relationships between spokesperson/ key contacts and key audience. Audiences Reached:  Elected officials/Administrators representing the jurisdictions in Arden Hills  Officials of Institutions in Arden Hills  Employers in Arden Hills  Business/ Economic Development Associations in Arden Hills  Faith Communities in Arden Hills Format: One-on-one meetings with opinion leaders within key audiences. Client: City of Arden Hills Project: TCAAP Communications Plan Item: Key Person Interviews- Arden Hills City Council Members Date: 11-20-07 We have been hired to develop a plan for the city to communicate with its key audiences about development of the TCAAP Project. In order to do that, we need to what you think about: • The key audiences who will be important to a successful outcome at TCAPP. • What those audiences need to understand about the project. • The best ways to communicate with those audiences. • Barriers to communicating with those audiences Key Questions: 1. What do you want to accomplish with this communication project? 2. What messages should the city be conveying to its audiences about the TCAAP Project? 3. Do you feel that citizens generally aware of the types of development the city is considering for the site? 4. What do you want citizens to understand about the issues involved in the redevelopment of TCAAP? 5. What do you and city staff need to know from the citizens in order to make the decisions you need to make? 6. What will you consider a measure of successful communication with citizens about TCAAP? Page 1 of 1 AGENDA ITEM – 1F MEMORANDUM DATE: July 18, 2016 TO: Honorable Mayor and City Council Members FROM: Sue Iverson, Interim City Administrator/Director of Finance and Admin Svcs Dave Perrault, Finance Analyst SUBJECT: 2017 – 2021 Capital Improvement Program (CIP) Action Requested Provide feedback to staff on Preliminary Proposed 2017 – 2021 CIP Plan. Background Annually the City prepares a five (5) year Capital Improvement Plan for budgeting and forecasting. Discussion A preliminary plan has been prepared and is attached along with a summary of projects, detailed sheets on each project and their proposed funding sources, a report showing the projects by funding source, and a sheet projecting the fund balances in each of the funds (since the operating budgets have not yet been completed, these fund balances are estimated operating costs). A memo from John Anderson is attached laying out significant changes in Pubilc Works and their associated projects. Other notable differences can be found in Government Buildings, as well as, the Water and Sewer Funds. Government Buildings inceased due to the replacement of HVAC equipment that is becoming increasingly costly to repair. The Water and Sewer Funds show negative fund balances in out years; however, this is mainly due to planned TCAAP infrastructure costs. These costs will be recovered in the rates charged for Sewer and Water once the rates are updated following a forthcoming rate study. There is also an attachment that separates out TCAAP expenditures from the rest of the expenditures. Attachment Attachment A: Memo from John Anderson – Changes/Additions to 2017-2021 CIP Attachment B: Memo from John Anderson – Sewer Lining Projections Attachment C: Memo from John Anderson – 2017-2025 Street Rehabilitation Plan Attachment D: Capital Improvement Plan Book MEMORANDUM DATE: July 18, 2016 TO: Susan Iverson, Interim City Administrator FROM: John Anderson, Acting Public Works Director SUBJECT: Changes/Additions to 2017-2021 CIP Listed below are the changes and/or additions we made to the 2017-2021 CIP. A. Parks Department • revised the cost for tennis court at Johanna Marsh Park for reconstruction in 2017. The court was scheduled for resurfacing in 2014, but due to weather it was not completed. The court has deteriorated to the point that resurfacing is not cost- effective and the court should be reconstructed. Soil borings are scheduled for 2016 to help better define cost. B. Sanitary Sewer Department • Revised funding to be $400,000 every two years from 2017 thru 2025 C. Water Department • Moved the construction of a new water tower on the TCAAP site in the amount of $4,800,000 to 2020 to coincide with the anticipated demand necessitating additional storage in the north zone. The estimated costs remain the same as was projected for 2017. • Continued valve replacement program thru 2021 D. Street Department • The Highway 96 landscaping in 2017 at an estimated cost of $600,000. This item reflects that medians and boulevard areas have been created with the recently completed U.S. 10/Hwy 96 Grade Separation project and with the 35W/Hwy 96 Interchange project that will need to be landscaped. The cost is truly just a place saver with no preliminary design estimates performed at this time. • Old Snelling Avenue, including the bridge replacement, was moved from 2025 to 2017 last year. It was anticipated that in mid-2016 the City should be granted State bridge bonding monies for half of the bridge construction cost. The legislature did not act on the bonding bill and therefore bridge bonds are not guaranteed at this point. No changes have been made to the CIP in anticipation of Council setting street priorities. There is a separate memo that details projects and possible schedule for funding those projects. E. Equipment • Increased the cost of the “Replace 1997 Street Sweeper” to reflect current equipment cost estimates. • Added replacement of 1996 trailer (skidsteer/roller) in 2017 • Added replacement of 1996 Roller (unit 106) in 2018 • Added replacement of 2006 F-350 four door w/traffic sign (unit322) in 2018 • Added replacement of 2004 Chevrolet Blazer (unit 502) in 2018 • Added new Lift station Generator to be stored at and operate LS 11 in 2019 • Added replacement of 2008 F-350 pick-up w/ plow (unit 430) in 2019 • Revised cost for air compressor (unit 107) • Revised cost for Brush Chipper (unit 426) • Changed replacement of 2001 Dump Truck to be a new vehicle spreading cost over 2 years to reflect both the lack of used vehicles from Ramsey County and the delivery of a new vehicle chassis and build of the body is an 18 month process • Changed new plow truck for TCAAP to be an 18 month process with cost spread over 2 years • Moved the following TCAAP related additions to the fleet out 1 year to reflect the slowed pace of the build out. Two toro “Z” lawn mowers, Felling trailer, one ton truck w/ plow and sander, F350 pick up w/ lift gate, F350 pick -up If you have any questions about any of these items, please let me know. MEMORANDUM DATE: July 18, 2016 TO: Susan Iverson, Interim City Administrator FROM: John Anderson, Acting Public Works Director SUBJECT: Sewer lining projections The City of Arden Hills has been working towards eliminating sanitary sewer inflow and infiltration over the last 20 or so years. To date we have lined 66,072 feet of sewer. Table below shows the amount lined in previous projects. Lining History Year Lf of sewer 2004 6363 pre 2006 2248 2009 1980 2010 4763 2011 15152 2013 23998 2015 11568 Total 66072 As of 2016 the sanitary sewer system is comprised of the following pipe materials: Sanitary system materials & lining candidates Material Length (ft) % of system Lining candidates CIP 47 0.02% HDPE 512 0.21% Lined CIPP 66,589 27.67% PVC 97,489 40.51% RCP 15,362 6.38% 15,362 Unknown 6,322 2.63% 6,322 VCP 54,325 22.57% 54,325 Total 240,646 76,009 Cost of future lining projects is estimated to be between $1.6 million and $2.27 million. The table below shows the estimated future lining costs. Estimated cost of future Lining Material Length (ft) Price worst Case median best case RCP 15,362 45 $ 691,290 $ 345,645 $ 172,823 Unknown 6,322 35 $ 221,270 $ 110,635 $ 55,318 VCP 54,325 25 $ 1,358,125 $ 1,358,125 $ 1,358,125 Total 76,009 $ 2,270,685 1,814,405 $ 1,586,265 Assuming a lining need of $2,000,000 exists and the goal is to complete this within 10 years that would suggest $200,000 per year. Given that the met council grant program is on a two year rotating basis that would suggest grouping projects every two years or $400,000 per every 2 years. For discussion purposes the funding in the CIP has been set at the $400,000 level for the years of 2017, 2019, 2021, 2023, and 2025. MEMORANDUM DATE: July 18, 2016 TO: Susan Iverson, Interim City Administrator FROM: John Anderson, Acting Public Works Director SUBJECT: 2017-2025 Street Rehabilitation Plan The following Table lists out potential projects, recommended strategy and estimated costs. . Project Program year 2014 Area PCI Recommended Strategy Estimated Project Cost 1 Shorewood Drive 2016 57 (city / contractor) bituminous Mill & Overlay $ 51,400 2 Parkshore Area 2017 40 (contractor) reclaim $ 321,000 3 Beckman Avenue 2017 55 (city / contractor) bituminous Mill & Overlay $ 26,800 4 Glenhill Rd 2017 35 (city / contractor) bituminous Mill & Overlay $ 17,400 5 Lake Valentine Road 2018 53 (contractor) bituminous mill & overlay $ 193,500 6 Stowe Avenue 2018 70 (contractor) bituminous mill & overlay $ 123,606 7 Old Snelling Area 2019 44 (contractor) reclaim $ 1,560,000 8 Arden Oaks Area 2019 57 (contractor) bituminous mill & overlay $ 153,450 9 Keithson drive 2020 65 (city / contractor) bituminous Mill & Overlay $ 25,205 10 Floral Area 2021 34 (contractor) reconstruct $ 2,200,000 11 Benton Way Area 2023 37 (contractor) bituminous mill & overlay $ 863,000 12 Glen Paul Area 2025 59 (contractor) reconstruct $ 2,389,000 Project areas were grouped to pull together work into neighborhoods. Priority was given to projects that had a PCI rating under 60 or that lent themselves to smaller paving projects the Public Works department could under take. The recommended strategy takes into account the need for utility repairs and replacement, the need for storm sewer additions, the existing PCI and anticipated soil issues. We do not see any opportunities to do a straight overlay as a public works paving project but there are a number of streets that if we contract to have milling done public works could do the paving. The following table shows the full range of options for each project with the recommended option highlighted. The project areas are shown on the attached exhibit. 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This map is a compilation of records,information and data located in various city, county, state and federal offices and other sources regarding the area shown, and is tobe used for reference purposes only. The City does not warrant that the Geographic Information System (GIS) Data used to preparethis map are error free, and the City does not represent that the GIS Data can be used for navigational, tracking or any other purposerequiring exacting measurement of distance or direction or precision in the depiction of geographic features. If errors or discrepanciesare found please contact 651-792-7044. The preceding disclaimer is provided pursuant to Minnesota Statutes §466.03, Subd. 21 (2000),and the user of this map acknowledges that the City shall not be liable for any damages, and expressly waives all claims, and agrees todefend, indemnify, and hold harmless the City from any and all claims brought by User, its employees or agents, or third parties whicharise out of the user's access or use of data provided. 0 350 700 1050 1400 Feet Potential PavementRehabilitation Projects ´ Legend Roadway 1 2 4 5 6 7 8 9 10 11 12 Keithson Dr$25,2052014 Ave PCI - 65 Parkshore Area$321,0002014 Ave PCI - 40 Shorewood Drive$$51,4002014 PCI 57 Glenhill Rd$17,4002014 Ave PCI 35 Glenpaul Area$2,389,0002014 Ave PCI - 59 Stowe Ave Area$123,0602014 PCI - 70 Arden Oaks Area$153,4502014 Ave PCI 57 Floral Drive Area$2,200,0002014 Ave PCI 34 Lake Valentine Rd$193,5002014 Ave PCI 53 Snelling Ave Area$1,560,0002014 Ave PCI 44 Benton Way Area$863,0002014 Ave PCI 37 Page 1 of 1 DATE: July 18, 2016 TO: Honorable Mayor and City Councilmembers Sue Iverson, Acting City Administrator FROM: John Anderson, Acting Public Works Director SUBJECT: County Road E Bridge Pedestrian Lighting Review Requested Action Provide Staff with direction on any modifications to lighting on County Rd E / TH51 bridge. Background On March 28, 2016, the City Council directed staff to proceed with contracting for installation of lighting on the County Rd E / TH51 bridge. The staff memo on this item was specific in its description that the lighting was intended to light the pedestrian facility on the south side of the bridge. The contractor has installed the lighting and Councilmember Holmes brought forward a concern that the lights should cover more of the bridge surface and that her understanding was the lights would cover more of the bridge. Attachments Attachment A: March 28, 2016 Staff memo AGENDA ITEM – 1G MEMORANDUM Page 1 of 2 DATE: March 28, 2016 TO: Honorable Mayor and City Councilmembers Sue Iverson, Acting City Administrator FROM: John Anderson, Acting Public Works Director SUBJECT: County Road E Bridge Pedestrian Lighting Requested Action Approve proposal from Forest Lake Contracting in the amount of $17,173.00 for the installation of two LED light fixtures and poles on the County Road E / TH 51 Bridge to light the pedestrian facility on the south side of this bridge. Background MnDOT reconstructed the bridge over TH 51 at County Road E in 2015. Included in that construction was placement of conduit in the bridge structure to route a power supply to two locations on the ends of the bridge for light poles if the City wished to someday install lighting. Also in 2015, the City of Arden Hills and Ramsey County had a joint improvement project along County Road E. Part of that project was the addition of pedestrian lighting along both sides of the street. The lights that were added are owned and maintained by Xcel Energy. Discussion Xcel will not install and maintain lighting on a bridge. MnDOT and Ramsey County are the two road authorities involved in the bridge over TH 51 at County Road E. The City is responsible for improvements on the bridge above and beyond the basic installation. The City Council expressed an interest in the addition of pedestrian lighting along the bridge. Public Works has obtained two quotes for the installation of lighting with two fixture options (HPS, LED). The quotes include placing a power supply cabinet on the west end of the bridge and directional boring a conduit to the bridge and installing all wiring and fixtures on the bridge. A power drop would be required from Xcel energy in the park, and to date we have not received an estimate on this cost. From a maintenance standpoint, we recommend using LED fixtures. The City will be responsible to maintain these poles and fixtures in the future. AGENDA ITEM – 5E MEMORANDUM Page 2 of 2 We obtained two quotes for the work, one from Forest Lake Contracting and one from Peoples Electric. The results are listed in Table 1 below. We have requested three quotes but have only had two responses to date. Table 1 - Co Rd E Bridge Lighting Quotes No. Contractor LED Option 1 Forest Lake Contracting $ 17,173.00 2 Peoples Electric $ 24,400.00 The light fixture and poles are similar to that of the pedestrian lights along County Road E that Xcel maintains. The lights quoted have LED bulbs and should require less maintenance than the high pressure sodium option. The color of the fixture and pole is black and should coordinate with the existing pedestrian lighting installed by Xcel. Details of the fixtures and poles are included in Attachment C Attachments Attachment A: Forest Lake Contracting quote 2/26/16 Attachment B: Peoples Electric quote 3/11/16 Attachment C: LED light fixture and pole details Page 1 of 1 DATE: July 18, 2016 TO: Honorable Mayor and City Councilmembers Susan Iverson, Acting City Administrator FROM: John Anderson, Acting Public Works Director SUBJECT: Snow Plowing, Snow Removal and Ice Control Policy Requested Action Provide feedback to Public Works on the Snow Plowing, Snow Removal, and Ice control policy. Background/Discussion The City Council discussed the policy on January 19, 2016, and requested it be brought back with edits during the summer months. Staff has edited the policy to reflect the current snow plowing practice and is looking for feedback from the City Council Attachments Attachment A: Staff Revisions to Snow Plowing, Snow Removal, and Ice Control Policy Attachment B: City Council meeting minutes January 19, 2016 AGENDA ITEM – 1H MEMORANDUM Adopted 2006 Revised July 2016 CITY OF ARDEN HILLS SNOWPLOWING, SNOW REMOVAL AND ICE CONTROL POLICY DETERMINATION OF NEED AND INTRODUCTIONS The City of Arden Hills has determined that it is in the best interest of the residents, for the City to assume basic responsibility for control of snow and ice on the streets under the jurisdiction of the City. Appropriate snow and ice control is necessary for emergency services as well as routine travel. Providing this service in a cost-effective manner is a discretionary decision of the City Council. The City will use City employees, equipment and/or contract services as deemed appropriate to provide this service. Therefore, this policy is needed to provide direction for these operations and guidelines for employees and residents based upon available resources. The City of Arden Hills has approximately thirty-five (305) miles of street under its jurisdiction. These consist of State Aid roads and residential streets. This policy is intended to provide guidelines for snow and ice control operations for streets under the City’s jurisdiction. Some sidewalks are also covered under this policy. COMMENCEMENT OF OPERATIONS Snowplowing and/or ice control operations shall commence under the direction of the Operations & MaintenancePublic Works Director. Or in his absence, the O & MPublic Works Superintendent will determine when and what operations will begin. If there is sufficient notice of an upcoming storm, crews will apply salt brine at intersections, hills and curves on dry pavement in advance of the storm. Salt brine has been found to be more effective, longer lasting and more environmentally friendly than conventional road salt. It is policy to begin snowplowing operations after the snowstorm has subsided. The call out of equipment is dependent upon time and severity of the snowfall. The most critical times are morning and evening rush hour period. This policy is designated, if at all feasible, to have the snow removed prior to the beginning of these rush hour periods. If a storm is forecast to be unusually long, or heavy accumulations appear imminent, full snowplowing operations will begin on all of the snowplow routes when accumulations become hazardous for driving. Based on different storm situations and severity levels, the starting time frames are flexible. The following guidelines may also warrant the beginning of the operations. A. Snow accumulation of two inches, with continued snowfall. B. Drifting of snow may warrant commencement of partial or full operations depending upon conditions. C. Icing of pavements may also warrant partial or full operation depending upon extent and conditions. D. The O & MPublic Works Director or his designated representative shall determine the time to start operations and the extent of the operations. Storms forecast for late afternoon or evening hours may be the basis for the O & MPublic Works Director splitting a shift and sending crews home for call-out later in the evening. SUSPENSION OF OPERATIONS Operations shall continue until all roads are passable. Widening and clean-up operations may continue immediately or on the following working day, depending upon conditions and circumstances. Safety of the plow operators and the public is important. Therefore, snowplowing/removal operations may be terminated after ten to twelve hours to allow personnel adequate time to rest. There may be instances when this is not possible, depending on storm conditions and other circumstances. Operations may also be suspended during periods of limited or zero visibility. Any decision to suspend operations shall be made by the O & MPublic Works Director, or his designee, and shall be based on the conditions of the storm. All plow units are radio equipped. In the event that the driver gets stuck in snow or breaks down, another unit will be summoned to replace or rescue the disabled unit. The safety of the drivers will be of prime importance. If the City should experience equipment breakdown, attempts will be made to engage contract units, or other municipalities to supplement our work force or equipment fleet. PLOW ROUTES AND SEQUENCING City streets, public sidewalks, trails, public parking lots, and ice rinks under the City's jurisdiction are affected by this policy. All private sidewalks shall be maintained by the property owner. City parking lJots and ice rinks will be cleared by City crews, but as a secondary priority. At the City's discretion, they shall either be cleared in conjunction with street routes or after street routes have been completed. The O & MPublic Works Superintendent shall have the responsibility of determining plow routes and sequencing operations. The O & MPublic Works Superintendent shall retain the latitude to adjust sequencing or route assignments based on storm conditions, equipment availability and/or other conditions warranting changes. Currently, the City has been divided into three different plow routes, with two one snowplows assigned to each. LEVELS OF SERVICE The intent of this policy is to provide safe winter driving conditions appropriate for the type of travel typical to City streets. The level of service described herein shall be considered a guideline with the understanding that immediately after a storm, the level of service provided may be less than described herein and may vary across the City, depending on storm conditions and other circumstances. Streets shall be plowed and/or saltednded, with additional emphasis given to intersection approaches and curves, in order to provide the safest conditions practical under the circumstances. Snow shall be plowed in a manner that will not obstruct traffic flow on a normal basis. The center of the roadway will be plowed first. The snow will be pushed from the center- line. The discharge shall go onto the boulevard area of the street. There is no known way to keep snow from filing the end of driveways as the plow passes by. Sanding Salting maywill start as soon as the vehicles currently equipped with sanding devices have completed their plow routesoccur while plowing depending on the conditions. Generally intersections hills and curves are salted during plowing. If severe ice conditions exist, the sanding trucks may be pulled from their plow routes to being sandingsalt applications may be more widespread. Other plow units will then complete the plow routes of the vehicles used to sand Salt and sand shall be ordered and mixed in controlled quantities, based upon usage, in order to avoid excessive storage. The quality of the material is affected by long storage. The salt and sand is usually mixed at between 15% to 20% or approximately 18 tons of salt every 100 tons of sand.is purchased from Ramsey County. It is loaded by Ramsey County operators that measure tonnage via scales on the loader. Excess salt returned to storage is estimated and recorded by the plow operator. The City of Arden Hills does not have a dry pavement policy so those using City maintained rights-of-way are expected to exercise careful judgment and caution during winter months. During light to normal snowfalls, streets shall be plowed to full width as soon after the initial pass as possible. During heavier snowfalls, the streets shall be plowed as wide as possible initially and widened as the storm intensity lessens. After the storm subsides, clean-up operations shall begin in order to clear intersections and snow storage areas along corners and boulevards. It is the City's intent to complete the initial plowing and sanding salting operations within twenty-four (24) hours of light snowfalls and within seventy- two (72) hours of heavy snowfalls. Major blizzards may require more time. PARKING RESTRICTIONS On-street parking is not compatible with efficient snowplowing operations. Vehicles left parked on the street for extended periods of time create significant operational problems for snowplow operators as well as safety problems due to packed snow and ice remaining on the roadway around the vehicle. The City’s Ordinance prohibits parking of vehicles on City streets after the accumulation of two inches or more of snow, with the prohibition continuing until snow removal or plowing thereof has been completed. Any vehicle parked in violation of this Ordinance is subject to a parking citation and is also declared to be a safety hazard and nuisance. This nuisance may be summarily abated by removing and towing away such vehicle under the direction of the Ramsey County Sheriff s Department. Enforcement of this Ordinance shall be directed by the City Council. SNOW REMOVAL Certain locations within our community may require additional service after snowplowing operations cease. This shall be referred to as "snow removal". Snow removal hereinafter will be defined as the loading and trucking of snow to an approved site under the direction of the O & MPublic Works Director or his designated representative. This service may be approved when there is no area for snow storage. Snow removal operations normally begin within twenty-four (24) hours after snowplowing operations have been completed. There are approximately sixty (60) cul-de-sacs in Arden Hills. It may take some time for the specialized equipment to complete the actual cul-de-sac areas; therefore, a snowplow may complete the normal part of the street and complete only a portion of the cul-de-sac. The major portion of the cul-de-sac will be plowed by the special equipment during the usual time guidelines for snowplowing operations. Snow removal may be required in cul-de-sac areas if previous snow accumulations prevent normal movement of snow to boulevard areas. SNOW REMOVAL FOR CITY SIDEWALKS AND TRAILS The City of Arden Hills does maintain most sidewalks and trails. Arden Hills sidewalk snow plowing begins as soon as possible after a significant snowfall. The City will maintain sidewalks and trails only after all City streets have been plowed. Sidewalks and trails that are maintained by the City during the winter months will be cleared of accumulated snow but will not be maintained to a "clean pavement" condition. The following sidewalk and trail areas will not be maintained byv the City's Operations and Maintenance Department in the winter months due to steep grades or dangerous sidewalk conditions: • • Arden View Drive to Colleen Avenue Trail • • Cummings Park-Lexington Avenue to Cummings Ball Field • • Cummings Park-North Water Tower to Hamline Avenue The City of Arden Hills will post the aforementioned trail locations as "Minimal Maintenance Trails" during the winter months. Special priority is given to school routes along a few sidewalks and trails. All efforts will be made to clear the following sidewalks/trails by 7:00 AM: • Trail along County Road E2 • Trail from Venus Avenue to County Road E2 • Trail along Lake Valentine Road PROPERTY DAMAGE Snowplowing and ice control operations may cause property damage even under the best of circumstances and care on the part of the operator. The major types of damage are to improvements within the City right-of-way, which extends approximately ten to fifteen feet beyond the curb locations. The intent of the right-of-way is to provide room for snow storage, utilities, boulevard trees, sidewalks and other City uses. The City will repair sod that was damaged by a City snowplow. Operations and Maintenance Department staff members will repair the sod damage with black dirt and grass seed. All other damage within the public right-of-way is the responsibility of the property owner including, but not limited to trees, shrubs, landscaping materials. Decorative rock, brick walls, and lawn/landscaping irrigation (sprinkler heads) systems. The City will not repair/replace sod damaged due to the application of sand. salt, or other deicing chemicals. Certain private improvements such as mailboxes are required within this area; therefore the City will cooperate with property owners in the event of damaged private property. The City shall specify when this damage is the responsibility of the City and when it shall be the responsibility of the resident. Mailboxes and supports are the property of the mail route patron and must be installed and maintained by their owner, who must bear the liability for them. Since mailboxes must be located in the road right-of-way in order to be accessed by postal service, certain regulations apply for the safety of the driving public as well as for the protection of the mailboxes themselves. Federal postal regulations require the mailbox patron to remove any obstructions, including snow, which make delivery difficult. Using one of the approved mailbox supports is highly recommended, as it will allow clearing under or near the mailbox without damage during a normal plowing operation. When there is a heavy accumulation of snow, the location of mailboxes close to the roadway makes the push back operations of the City's Operations and MaintenancePublic Works workers staff difficult and renders the boxes quite susceptible to damage as a result of plowing operations. It shall be the City's policy to use special care and consideration when plowing snow in the vicinity of mailboxes. State law now requires all mailbox supports be of a breakaway design. Mailboxes can be especially vulnerable to damage from show removal operations. The City assumes liability for mailboxes damaged during plowing, if it is determined that the plow did make direct contact with a mailbox that was properly placed and under the approved guidelines. To be properly placed, a mailbox should be installed so that its bottom edge is 45" to 48" above street level, with the post 48" back from the curb or front of the box. That amount of clearance is necessary to keep the plow's wing from hitting the box. If there are any plastic newspaper tubes attached to the mailbox, they must also be above the minimum 45" height requirement. The box’s post should be securely in the ground. If mailboxes are not installed with the proper clearance mentioned above, the responsibility for repairing any damage lies with the homeowner, not the City. The City will replace standard metal mailboxes that are installed properly on an approved swing- away post. The City WILL NOT pay the replacement cost for a decorative mailbox. RESPONSIBILITY OF RESIDENTS Snowstorms create numerous problems and inconveniences. This policy has identified streets, sidewalks, parking lots and ice rinks that the City will clear. The residents will also have certain responsibilities. These include clearing their own driveways and private sidewalks, clearing areas for refuse containers, clearing around mailboxes and/or newspaper tubes and fire hydrants adjacent to or located upon their property. These areas must be cleared without depositing any snow into the street. The practice of moving snow from driveways into the street causes a very serious traffic problem. When the snow freezes and a vehicle hit a rough spot, it could be thrown out of control and an accident might occur. It is prohibited to blow, shovel or plow any snow back onto, or across any City street. Snow must not be accumulated into any large piles that obstruct vision or driveways or walks. Refuse containers must not be placed on the street surfaces. The City will not clear private drives or walks. Snowplowing can cause additional snow to be deposited in driveway approaches and around roadside obstacles. Operators are instructed to attempt to minimize these instances; however, it is not practical to eliminate this situation. Residents must be aware they will be responsible for the subsequent clearing of their driveways after their street has been plowed. COMPLAINTS Complaints regarding snow and ice control or damage shall be taken during normal working hours and handled in accordance with the City's normal complaint procedure. High priority complaints (those involving access to property or problems requiring immediate attention) shall be handled on a priority basis. Response time should not exceed twenty-four (24) hours for any complaint. It should be understood that complaint responses arec to ensure that the provisions of this policy have been fulfilled and that all residents of the City have been treated uniformly. It is the City's intention to log all complaints and upgrade this policy as necessary in consideration of the constraints of our resources. PARKING REGULATIONS Arden Hills Code of Ordinances Section 800.03 Parking Regulations Winter Parking Regulations - Except in compliance with the directions of a law enforcement officer or in compliance with regulatory parking signs placed by law enforcement officers or employees of the City, no vehicle shall be parked on the improved portion of any street or highway in the City during the period of lime commencing immediately after the accumulation thereon of two or more inches of snow and continuing thereafter until snow removal or plowing has been completed. Overnight Parking - No vehicles shall be parked on any street for more than 30 minutes between the hours of 2:00 a.m. and 6:00 a.m. Parking in Residential Districts. - Parking in residential districts shall be limited to the use of the occupants of those residences and their guests. Parking on Public Streets -Parking on public streets shall not exceed six hours. Vehicles over 12,000 Pounds - No motor vehicle or trailer with a rated gross weight exceeding 12,000 pounds shall be parked or stored in a residential zone except when loading, unloading or rendering a service. Parking on Boulevard Prohibited - No motor vehicle shall park upon the boulevard of any public street. Setbacks from Intersection -Parking shall be set back from street intersections as follows: 1. Twenty (20) feet from crosswalk of any uncontrolled intersection; 2. Thirty (30) feet from crosswalk of any controlled intersection; and 3. Twenty (20) feet from any intersection without marked crosswalk. Administrative Procedures - The city administrator shall adopt, from time to time, procedures to provide for the safe and consistent application of the parking regulations. The City Administrator may grant variances from the application of parking regulations provided that the variances can be allowed without creating a safety hazard. Administrative variances shall be in writing and shall state the specific time limits during which the variation will be allowed to occur. AGENDA ITEM – 1I MEMORANDUM DATE: July 18, 2016 TO: Honorable Mayor and City Council FROM: Sue Iverson, Interim City Administrator/Director of Finance and Admin Services SUBJECT: Personnel Committee Discussion Background/Discussion The Personnel Committee will have a discussion with the full City Council on personnel items.