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02-13-17-R
APPROVAL OF AGENDA PUBLIC INQUIRIES/INFORMATIONAL Public inquiries/informational is an opportunity for citizens to bring to the Council ’s attention any items not currently on the agenda. In addressing the Council, please state your name and address for the record, and a brief summary of the specific item being addressed to the Council. To allow adequate time for each person wishing to address the Council, we ask that individuals limit their comments to three (3) minutes. Written documents may be distributed to the Council prior to the meeting, or as bench copies, to allow a more timely presentation. STAFF COMMENTS Rice Creek Commons (TCAAP) And Joint Development Authority (JDA) Update William S. Joynes, Sr., City Administrator MEMO.PDF APPROVAL OF MINUTES December 12, 2016 Special City Council Work Session 12 -12 -16 -SWS.PDF December 12, 2016 Regular City Council 12 -12 -16 -R.PDF December 13, 2016 Special City Council Work Session 12 -13 -16 -SWS.PDF December 19, 2016 City Council Work Session 12 -19 -16 -WS.PDF December 19, 2016 Special Regular City Council 12 -19 -16 -SR.PDF January 9, 2017 Regular City Council 01 -09 -17 -R.PDF January 17, 2017 City Council Work Session 01 -17 -17 -WS.PDF CONSENT CALENDAR Those items listed under the Consent Calendar are considered to be routine by the City Council and will be enacted by one motion under a Consent Calendar format. There will be no separate discussion of these items, unless a Councilmember so requests, in which event, the item will be removed from the general order of business and considered separately in its normal sequence on the agenda. Motion To Approve Claims And Payroll Sue Iverson, Director of Finance and Administrative Services Ashley Bertrand, Accounting Analyst MEMO.PDF Motion To Approve Pay Equity Report Sue Iverson, Director of Finance and Administrative Services MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF Motion To Approve The Amended 2017 Fee Schedule Julie Hanson, City Clerk MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF Motion To Approve Resolution 2017 -005 Approving LG230 Application To Conduct Off-Site Gambling For Merrick, Inc. Julie Hanson, City Clerk MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF Motion To Approve Resolution 2017 -003 Appointing Paul Beggin To The Parks, Trails, And Recreation Committee (PTRC) For A Term Expiring December 31, 2019 Sara Knoll, Parks and Recreation Coordinator MEMO.PDF ATTACHMENT A.PDF Motion To Approve Resolution 2017 -004 Appointing Rob Williams To The Economic Development Commission (EDC) For A Term Expiring December 31, 2019 Matthew Bachler, Senior Planner MEMO.PDF ATTACHMENT A.PDF Motion To Approve The Proposed Schedule And Scope For Planning And Economic Development Services For A Higher Education Study Eric Zweber, Interim City Planner MEMO.PDF ATTACHMENT A.PDF Motion To Approval Proposal To Authorize WSB To Complete The City ’s Water Supply Plan Update Sue Polka, Interim Assistant Public Works Director/City Engineer MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF Motion To Accept Proposal From Forest Lake Contracting, Inc. For Removal And Replacement Of Bridge Lighting At County Road E And Snelling Avenue Sue Polka, Interim Assistant Public Works Director/City Engineer MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF ATTACHMENT D.PDF Motion To Approve Lake Johanna Fire Department Capital Expenditures Sue Iverson, Director of Finance and Administrative Services Dave Perrault, Finance Analyst MEMO.PDF ATTACHMENT A.PDF Motion To Approve Ordinance 2017 -002 Amending Chapter 6, Subsection 620.05, Of The Of The Arden Hills City Code Regarding Alarm Systems And User Fees; Notices Sue Iverson, Director of Finance and Administrative Services Dave Perrault, Finance Analyst MEMO.PDF ATTACHMENT A.PDF Motion To Accept Resignation Of Ken Novack, Public Works Superintendent Sue Iverson, Director of Finance and Administrative Services MEMO.PDF ATTACHMENT A.PDF Motion To Cancel February 27, 2017 Regular City Council Meeting Sue Iverson, Director of Finance and Administrative Services Julie Hanson, City Clerk MEMO.PDF PULLED CONSENT ITEMS Those items that are pulled from the Consent Calendar will be removed from the general order of business and considered separately in its normal sequence on the agenda. PUBLIC HEARINGS Under this Public Hearing section, citizens have an opportunity to discuss ideas regarding Rice Creek Commons (TCAAP) development. Please be sure to complete a "Request to Appear before City Council" form (available at the back table). Completed forms may be given to the City Clerk. TCAAP Development Discussion Opportunity For Residents Mayor Grant MEMO.PDF NEW BUSINESS 2017 Trail Project And Old Snelling Water Main Improvement Project 17 -W -001 – Engineering Services Sue Polka, Interim Assistant Public Works Director/City Engineer MEMO.PDF ATTACHMENT A.PDF City Properties Appraisal Services Proposals Matthew Bachler, Senior Planner MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF Rice Creek Commons Municipal Site Task Force William S. Joynes, Sr., City Administrator MEMO.PDF ATTACHMENT A.PDF Professional Services Agreement With WSB And Associates William S. Joynes, Sr., City Administrator MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF Request For Proposals –City Hall Assessment And TCAAP Civic Site William S. Joynes, Sr., City Administrator MEMO.PDF ATTACHMENT A.PDF UNFINISHED BUSINESS COUNCIL COMMENTS ADJOURN Mayor: David Grant Councilmembers: Dave McClung Brenda Holden Fran Holmes Steve Scott Regular City Council Agenda February 13, 2017 7:00 p.m. City Hall Address: 1245 W Highway 96 Arden Hills MN 55112 Phone: 651 -792 -7800 Website : www.cityofardenhills.org City Vision Arden Hills is a strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, well -maintained infrastructure, fiscal soundness, and our long -standing tradition as a desirable City in which to live, work, and play. CALL TO ORDER 1. 2. 3. 3.A. Documents: 4. 4.A. Documents: 4.B. Documents: 4.C. Documents: 4.D. Documents: 4.E. Documents: 4.F. Documents: 4.G. Documents: 5. 5.A. Documents: 5.B. Documents: 5.C. Documents: 5.D. Documents: 5.E. Documents: 5.F. Documents: 5.G. Documents: 5.H. Documents: 5.I. Documents: 5.J. Documents: 5.K. Documents: 5.L. Documents: 5.M. Documents: 6. 7. 7.A. Documents: 8. 8.A. Documents: 8.B. Documents: 8.C. Documents: 8.D. Documents: 8.E. Documents: 9. 10. APPROVAL OF AGENDAPUBLIC INQUIRIES/INFORMATIONALPublic inquiries/informational is an opportunity for citizens to bring to the Council ’s attention any items not currently on the agenda. In addressing the Council, please state your name and address for the record, and a brief summary of the specific item being addressed to the Council. To allow adequate time for each person wishing to address the Council, we ask that individuals limit their comments to three (3) minutes. Written documents may be distributed to the Council prior to the meeting, or as bench copies, to allow a more timely presentation.STAFF COMMENTSRice Creek Commons (TCAAP) And Joint Development Authority (JDA) UpdateWilliam S. Joynes, Sr., City Administrator MEMO.PDFAPPROVAL OF MINUTESDecember 12, 2016 Special City Council Work Session12-12 -16 -SWS.PDFDecember 12, 2016 Regular City Council 12 -12 -16 -R.PDF December 13, 2016 Special City Council Work Session 12 -13 -16 -SWS.PDF December 19, 2016 City Council Work Session 12 -19 -16 -WS.PDF December 19, 2016 Special Regular City Council 12 -19 -16 -SR.PDF January 9, 2017 Regular City Council 01 -09 -17 -R.PDF January 17, 2017 City Council Work Session 01 -17 -17 -WS.PDF CONSENT CALENDAR Those items listed under the Consent Calendar are considered to be routine by the City Council and will be enacted by one motion under a Consent Calendar format. There will be no separate discussion of these items, unless a Councilmember so requests, in which event, the item will be removed from the general order of business and considered separately in its normal sequence on the agenda. Motion To Approve Claims And Payroll Sue Iverson, Director of Finance and Administrative Services Ashley Bertrand, Accounting Analyst MEMO.PDF Motion To Approve Pay Equity Report Sue Iverson, Director of Finance and Administrative Services MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF Motion To Approve The Amended 2017 Fee Schedule Julie Hanson, City Clerk MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF Motion To Approve Resolution 2017 -005 Approving LG230 Application To Conduct Off-Site Gambling For Merrick, Inc. Julie Hanson, City Clerk MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF Motion To Approve Resolution 2017 -003 Appointing Paul Beggin To The Parks, Trails, And Recreation Committee (PTRC) For A Term Expiring December 31, 2019 Sara Knoll, Parks and Recreation Coordinator MEMO.PDF ATTACHMENT A.PDF Motion To Approve Resolution 2017 -004 Appointing Rob Williams To The Economic Development Commission (EDC) For A Term Expiring December 31, 2019 Matthew Bachler, Senior Planner MEMO.PDF ATTACHMENT A.PDF Motion To Approve The Proposed Schedule And Scope For Planning And Economic Development Services For A Higher Education Study Eric Zweber, Interim City Planner MEMO.PDF ATTACHMENT A.PDF Motion To Approval Proposal To Authorize WSB To Complete The City ’s Water Supply Plan Update Sue Polka, Interim Assistant Public Works Director/City Engineer MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF Motion To Accept Proposal From Forest Lake Contracting, Inc. For Removal And Replacement Of Bridge Lighting At County Road E And Snelling Avenue Sue Polka, Interim Assistant Public Works Director/City Engineer MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF ATTACHMENT D.PDF Motion To Approve Lake Johanna Fire Department Capital Expenditures Sue Iverson, Director of Finance and Administrative Services Dave Perrault, Finance Analyst MEMO.PDF ATTACHMENT A.PDF Motion To Approve Ordinance 2017 -002 Amending Chapter 6, Subsection 620.05, Of The Of The Arden Hills City Code Regarding Alarm Systems And User Fees; Notices Sue Iverson, Director of Finance and Administrative Services Dave Perrault, Finance Analyst MEMO.PDF ATTACHMENT A.PDF Motion To Accept Resignation Of Ken Novack, Public Works Superintendent Sue Iverson, Director of Finance and Administrative Services MEMO.PDF ATTACHMENT A.PDF Motion To Cancel February 27, 2017 Regular City Council Meeting Sue Iverson, Director of Finance and Administrative Services Julie Hanson, City Clerk MEMO.PDF PULLED CONSENT ITEMS Those items that are pulled from the Consent Calendar will be removed from the general order of business and considered separately in its normal sequence on the agenda. PUBLIC HEARINGS Under this Public Hearing section, citizens have an opportunity to discuss ideas regarding Rice Creek Commons (TCAAP) development. Please be sure to complete a "Request to Appear before City Council" form (available at the back table). Completed forms may be given to the City Clerk. TCAAP Development Discussion Opportunity For Residents Mayor Grant MEMO.PDF NEW BUSINESS 2017 Trail Project And Old Snelling Water Main Improvement Project 17 -W -001 – Engineering Services Sue Polka, Interim Assistant Public Works Director/City Engineer MEMO.PDF ATTACHMENT A.PDF City Properties Appraisal Services Proposals Matthew Bachler, Senior Planner MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF Rice Creek Commons Municipal Site Task Force William S. Joynes, Sr., City Administrator MEMO.PDF ATTACHMENT A.PDF Professional Services Agreement With WSB And Associates William S. Joynes, Sr., City Administrator MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF Request For Proposals –City Hall Assessment And TCAAP Civic Site William S. Joynes, Sr., City Administrator MEMO.PDF ATTACHMENT A.PDF UNFINISHED BUSINESS COUNCIL COMMENTS ADJOURN Mayor:David Grant Councilmembers:Dave McClungBrenda Holden Fran HolmesSteve Scott Regular City Council Agenda February 13, 20177:00 p.m. City Hall Address:1245 W Highway 96 Arden Hills MN 55112 Phone:651 -792 -7800 Website : www.cityofardenhills.org City VisionArden Hills is a strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, well -maintained infrastructure, fiscal soundness, and our long -standing tradition as a desirable City in which to live, work, and play.CALL TO ORDER1.2.3.3.A.Documents:4.4.A.Documents:4.B.Documents: 4.C. Documents: 4.D. Documents: 4.E. Documents: 4.F. Documents: 4.G. Documents: 5. 5.A. Documents: 5.B. Documents: 5.C. Documents: 5.D. Documents: 5.E. Documents: 5.F. Documents: 5.G. Documents: 5.H. Documents: 5.I. Documents: 5.J. Documents: 5.K. Documents: 5.L. Documents: 5.M. Documents: 6. 7. 7.A. Documents: 8. 8.A. Documents: 8.B. Documents: 8.C. Documents: 8.D. Documents: 8.E. Documents: 9. 10. APPROVAL OF AGENDAPUBLIC INQUIRIES/INFORMATIONALPublic inquiries/informational is an opportunity for citizens to bring to the Council ’s attention any items not currently on the agenda. In addressing the Council, please state your name and address for the record, and a brief summary of the specific item being addressed to the Council. To allow adequate time for each person wishing to address the Council, we ask that individuals limit their comments to three (3) minutes. Written documents may be distributed to the Council prior to the meeting, or as bench copies, to allow a more timely presentation.STAFF COMMENTSRice Creek Commons (TCAAP) And Joint Development Authority (JDA) UpdateWilliam S. Joynes, Sr., City Administrator MEMO.PDFAPPROVAL OF MINUTESDecember 12, 2016 Special City Council Work Session12-12 -16 -SWS.PDFDecember 12, 2016 Regular City Council12-12 -16 -R.PDFDecember 13, 2016 Special City Council Work Session12-13 -16 -SWS.PDFDecember 19, 2016 City Council Work Session12-19 -16 -WS.PDFDecember 19, 2016 Special Regular City Council12-19 -16 -SR.PDFJanuary 9, 2017 Regular City Council01-09 -17 -R.PDFJanuary 17, 2017 City Council Work Session01-17 -17 -WS.PDFCONSENT CALENDARThose items listed under the Consent Calendar are considered to be routine by the City Council and will be enacted by one motion under a Consent Calendar format. There will be no separate discussion of these items, unless a Councilmember so requests, in which event, the item will be removed from the general order of business and considered separately in its normal sequence on the agenda.Motion To Approve Claims And PayrollSue Iverson, Director of Finance and Administrative ServicesAshley Bertrand, Accounting Analyst MEMO.PDFMotion To Approve Pay Equity Report Sue Iverson, Director of Finance and Administrative Services MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF Motion To Approve The Amended 2017 Fee Schedule Julie Hanson, City Clerk MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF Motion To Approve Resolution 2017 -005 Approving LG230 Application To Conduct Off-Site Gambling For Merrick, Inc. Julie Hanson, City Clerk MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF Motion To Approve Resolution 2017 -003 Appointing Paul Beggin To The Parks, Trails, And Recreation Committee (PTRC) For A Term Expiring December 31, 2019 Sara Knoll, Parks and Recreation Coordinator MEMO.PDF ATTACHMENT A.PDF Motion To Approve Resolution 2017 -004 Appointing Rob Williams To The Economic Development Commission (EDC) For A Term Expiring December 31, 2019 Matthew Bachler, Senior Planner MEMO.PDF ATTACHMENT A.PDF Motion To Approve The Proposed Schedule And Scope For Planning And Economic Development Services For A Higher Education Study Eric Zweber, Interim City Planner MEMO.PDF ATTACHMENT A.PDF Motion To Approval Proposal To Authorize WSB To Complete The City ’s Water Supply Plan Update Sue Polka, Interim Assistant Public Works Director/City Engineer MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF Motion To Accept Proposal From Forest Lake Contracting, Inc. For Removal And Replacement Of Bridge Lighting At County Road E And Snelling Avenue Sue Polka, Interim Assistant Public Works Director/City Engineer MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF ATTACHMENT D.PDF Motion To Approve Lake Johanna Fire Department Capital Expenditures Sue Iverson, Director of Finance and Administrative Services Dave Perrault, Finance Analyst MEMO.PDF ATTACHMENT A.PDF Motion To Approve Ordinance 2017 -002 Amending Chapter 6, Subsection 620.05, Of The Of The Arden Hills City Code Regarding Alarm Systems And User Fees; Notices Sue Iverson, Director of Finance and Administrative Services Dave Perrault, Finance Analyst MEMO.PDF ATTACHMENT A.PDF Motion To Accept Resignation Of Ken Novack, Public Works Superintendent Sue Iverson, Director of Finance and Administrative Services MEMO.PDF ATTACHMENT A.PDF Motion To Cancel February 27, 2017 Regular City Council Meeting Sue Iverson, Director of Finance and Administrative Services Julie Hanson, City Clerk MEMO.PDF PULLED CONSENT ITEMS Those items that are pulled from the Consent Calendar will be removed from the general order of business and considered separately in its normal sequence on the agenda. PUBLIC HEARINGS Under this Public Hearing section, citizens have an opportunity to discuss ideas regarding Rice Creek Commons (TCAAP) development. Please be sure to complete a "Request to Appear before City Council" form (available at the back table). Completed forms may be given to the City Clerk. TCAAP Development Discussion Opportunity For Residents Mayor Grant MEMO.PDF NEW BUSINESS 2017 Trail Project And Old Snelling Water Main Improvement Project 17 -W -001 – Engineering Services Sue Polka, Interim Assistant Public Works Director/City Engineer MEMO.PDF ATTACHMENT A.PDF City Properties Appraisal Services Proposals Matthew Bachler, Senior Planner MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF Rice Creek Commons Municipal Site Task Force William S. Joynes, Sr., City Administrator MEMO.PDF ATTACHMENT A.PDF Professional Services Agreement With WSB And Associates William S. Joynes, Sr., City Administrator MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF Request For Proposals –City Hall Assessment And TCAAP Civic Site William S. Joynes, Sr., City Administrator MEMO.PDF ATTACHMENT A.PDF UNFINISHED BUSINESS COUNCIL COMMENTS ADJOURN Mayor:David Grant Councilmembers:Dave McClungBrenda Holden Fran HolmesSteve Scott Regular City Council Agenda February 13, 20177:00 p.m. City Hall Address:1245 W Highway 96 Arden Hills MN 55112 Phone:651 -792 -7800 Website : www.cityofardenhills.org City VisionArden Hills is a strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, well -maintained infrastructure, fiscal soundness, and our long -standing tradition as a desirable City in which to live, work, and play.CALL TO ORDER1.2.3.3.A.Documents:4.4.A.Documents:4.B.Documents:4.C.Documents:4.D.Documents:4.E.Documents:4.F.Documents:4.G.Documents:5.5.A.Documents:5.B. Documents: 5.C. Documents: 5.D. Documents: 5.E. Documents: 5.F. Documents: 5.G. Documents: 5.H. Documents: 5.I. Documents: 5.J. Documents: 5.K. Documents: 5.L. Documents: 5.M. Documents: 6. 7. 7.A. Documents: 8. 8.A. Documents: 8.B. Documents: 8.C. Documents: 8.D. Documents: 8.E. Documents: 9. 10. APPROVAL OF AGENDAPUBLIC INQUIRIES/INFORMATIONALPublic inquiries/informational is an opportunity for citizens to bring to the Council ’s attention any items not currently on the agenda. In addressing the Council, please state your name and address for the record, and a brief summary of the specific item being addressed to the Council. To allow adequate time for each person wishing to address the Council, we ask that individuals limit their comments to three (3) minutes. Written documents may be distributed to the Council prior to the meeting, or as bench copies, to allow a more timely presentation.STAFF COMMENTSRice Creek Commons (TCAAP) And Joint Development Authority (JDA) UpdateWilliam S. Joynes, Sr., City Administrator MEMO.PDFAPPROVAL OF MINUTESDecember 12, 2016 Special City Council Work Session12-12 -16 -SWS.PDFDecember 12, 2016 Regular City Council12-12 -16 -R.PDFDecember 13, 2016 Special City Council Work Session12-13 -16 -SWS.PDFDecember 19, 2016 City Council Work Session12-19 -16 -WS.PDFDecember 19, 2016 Special Regular City Council12-19 -16 -SR.PDFJanuary 9, 2017 Regular City Council01-09 -17 -R.PDFJanuary 17, 2017 City Council Work Session01-17 -17 -WS.PDFCONSENT CALENDARThose items listed under the Consent Calendar are considered to be routine by the City Council and will be enacted by one motion under a Consent Calendar format. There will be no separate discussion of these items, unless a Councilmember so requests, in which event, the item will be removed from the general order of business and considered separately in its normal sequence on the agenda.Motion To Approve Claims And PayrollSue Iverson, Director of Finance and Administrative ServicesAshley Bertrand, Accounting Analyst MEMO.PDFMotion To Approve Pay Equity Report Sue Iverson, Director of Finance and Administrative Services MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFMotion To Approve The Amended 2017 Fee ScheduleJulie Hanson, City Clerk MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFMotion To Approve Resolution 2017 -005 Approving LG230 Application To Conduct Off-Site Gambling For Merrick, Inc.Julie Hanson, City Clerk MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFMotion To Approve Resolution 2017 -003 Appointing Paul Beggin To The Parks, Trails, And Recreation Committee (PTRC) For A Term Expiring December 31, 2019Sara Knoll, Parks and Recreation Coordinator MEMO.PDFATTACHMENT A.PDFMotion To Approve Resolution 2017 -004 Appointing Rob Williams To The Economic Development Commission (EDC) For A Term Expiring December 31, 2019Matthew Bachler, Senior Planner MEMO.PDFATTACHMENT A.PDFMotion To Approve The Proposed Schedule And Scope For Planning And Economic Development Services For A Higher Education StudyEric Zweber, Interim City Planner MEMO.PDFATTACHMENT A.PDF Motion To Approval Proposal To Authorize WSB To Complete The City ’s Water Supply Plan Update Sue Polka, Interim Assistant Public Works Director/City Engineer MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF Motion To Accept Proposal From Forest Lake Contracting, Inc. For Removal And Replacement Of Bridge Lighting At County Road E And Snelling Avenue Sue Polka, Interim Assistant Public Works Director/City Engineer MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF ATTACHMENT D.PDF Motion To Approve Lake Johanna Fire Department Capital Expenditures Sue Iverson, Director of Finance and Administrative Services Dave Perrault, Finance Analyst MEMO.PDF ATTACHMENT A.PDF Motion To Approve Ordinance 2017 -002 Amending Chapter 6, Subsection 620.05, Of The Of The Arden Hills City Code Regarding Alarm Systems And User Fees; Notices Sue Iverson, Director of Finance and Administrative Services Dave Perrault, Finance Analyst MEMO.PDF ATTACHMENT A.PDF Motion To Accept Resignation Of Ken Novack, Public Works Superintendent Sue Iverson, Director of Finance and Administrative Services MEMO.PDF ATTACHMENT A.PDF Motion To Cancel February 27, 2017 Regular City Council Meeting Sue Iverson, Director of Finance and Administrative Services Julie Hanson, City Clerk MEMO.PDF PULLED CONSENT ITEMS Those items that are pulled from the Consent Calendar will be removed from the general order of business and considered separately in its normal sequence on the agenda. PUBLIC HEARINGS Under this Public Hearing section, citizens have an opportunity to discuss ideas regarding Rice Creek Commons (TCAAP) development. Please be sure to complete a "Request to Appear before City Council" form (available at the back table). Completed forms may be given to the City Clerk. TCAAP Development Discussion Opportunity For Residents Mayor Grant MEMO.PDF NEW BUSINESS 2017 Trail Project And Old Snelling Water Main Improvement Project 17 -W -001 – Engineering Services Sue Polka, Interim Assistant Public Works Director/City Engineer MEMO.PDF ATTACHMENT A.PDF City Properties Appraisal Services Proposals Matthew Bachler, Senior Planner MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF Rice Creek Commons Municipal Site Task Force William S. Joynes, Sr., City Administrator MEMO.PDF ATTACHMENT A.PDF Professional Services Agreement With WSB And Associates William S. Joynes, Sr., City Administrator MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF Request For Proposals –City Hall Assessment And TCAAP Civic Site William S. Joynes, Sr., City Administrator MEMO.PDF ATTACHMENT A.PDF UNFINISHED BUSINESS COUNCIL COMMENTS ADJOURN Mayor:David Grant Councilmembers:Dave McClungBrenda Holden Fran HolmesSteve Scott Regular City Council Agenda February 13, 20177:00 p.m. City Hall Address:1245 W Highway 96 Arden Hills MN 55112 Phone:651 -792 -7800 Website : www.cityofardenhills.org City VisionArden Hills is a strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, well -maintained infrastructure, fiscal soundness, and our long -standing tradition as a desirable City in which to live, work, and play.CALL TO ORDER1.2.3.3.A.Documents:4.4.A.Documents:4.B.Documents:4.C.Documents:4.D.Documents:4.E.Documents:4.F.Documents:4.G.Documents:5.5.A.Documents:5.B.Documents:5.C.Documents:5.D.Documents:5.E.Documents:5.F.Documents:5.G.Documents: 5.H. Documents: 5.I. Documents: 5.J. Documents: 5.K. Documents: 5.L. Documents: 5.M. Documents: 6. 7. 7.A. Documents: 8. 8.A. Documents: 8.B. Documents: 8.C. Documents: 8.D. Documents: 8.E. Documents: 9. 10. APPROVAL OF AGENDAPUBLIC INQUIRIES/INFORMATIONALPublic inquiries/informational is an opportunity for citizens to bring to the Council ’s attention any items not currently on the agenda. In addressing the Council, please state your name and address for the record, and a brief summary of the specific item being addressed to the Council. To allow adequate time for each person wishing to address the Council, we ask that individuals limit their comments to three (3) minutes. Written documents may be distributed to the Council prior to the meeting, or as bench copies, to allow a more timely presentation.STAFF COMMENTSRice Creek Commons (TCAAP) And Joint Development Authority (JDA) UpdateWilliam S. Joynes, Sr., City Administrator MEMO.PDFAPPROVAL OF MINUTESDecember 12, 2016 Special City Council Work Session12-12 -16 -SWS.PDFDecember 12, 2016 Regular City Council12-12 -16 -R.PDFDecember 13, 2016 Special City Council Work Session12-13 -16 -SWS.PDFDecember 19, 2016 City Council Work Session12-19 -16 -WS.PDFDecember 19, 2016 Special Regular City Council12-19 -16 -SR.PDFJanuary 9, 2017 Regular City Council01-09 -17 -R.PDFJanuary 17, 2017 City Council Work Session01-17 -17 -WS.PDFCONSENT CALENDARThose items listed under the Consent Calendar are considered to be routine by the City Council and will be enacted by one motion under a Consent Calendar format. There will be no separate discussion of these items, unless a Councilmember so requests, in which event, the item will be removed from the general order of business and considered separately in its normal sequence on the agenda.Motion To Approve Claims And PayrollSue Iverson, Director of Finance and Administrative ServicesAshley Bertrand, Accounting Analyst MEMO.PDFMotion To Approve Pay Equity Report Sue Iverson, Director of Finance and Administrative Services MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFMotion To Approve The Amended 2017 Fee ScheduleJulie Hanson, City Clerk MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFMotion To Approve Resolution 2017 -005 Approving LG230 Application To Conduct Off-Site Gambling For Merrick, Inc.Julie Hanson, City Clerk MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFMotion To Approve Resolution 2017 -003 Appointing Paul Beggin To The Parks, Trails, And Recreation Committee (PTRC) For A Term Expiring December 31, 2019Sara Knoll, Parks and Recreation Coordinator MEMO.PDFATTACHMENT A.PDFMotion To Approve Resolution 2017 -004 Appointing Rob Williams To The Economic Development Commission (EDC) For A Term Expiring December 31, 2019Matthew Bachler, Senior Planner MEMO.PDFATTACHMENT A.PDFMotion To Approve The Proposed Schedule And Scope For Planning And Economic Development Services For A Higher Education StudyEric Zweber, Interim City Planner MEMO.PDFATTACHMENT A.PDFMotion To Approval Proposal To Authorize WSB To Complete The City ’s Water Supply Plan UpdateSue Polka, Interim Assistant Public Works Director/City Engineer MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFMotion To Accept Proposal From Forest Lake Contracting, Inc. For Removal And Replacement Of Bridge Lighting At County Road E And Snelling AvenueSue Polka, Interim Assistant Public Works Director/City Engineer MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFATTACHMENT C.PDFATTACHMENT D.PDFMotion To Approve Lake Johanna Fire Department Capital ExpendituresSue Iverson, Director of Finance and Administrative ServicesDave Perrault, Finance Analyst MEMO.PDFATTACHMENT A.PDFMotion To Approve Ordinance 2017 -002 Amending Chapter 6, Subsection 620.05, Of The Of The Arden Hills City Code Regarding Alarm Systems And User Fees; NoticesSue Iverson, Director of Finance and Administrative ServicesDave Perrault, Finance Analyst MEMO.PDFATTACHMENT A.PDFMotion To Accept Resignation Of Ken Novack, Public Works SuperintendentSue Iverson, Director of Finance and Administrative Services MEMO.PDFATTACHMENT A.PDFMotion To Cancel February 27, 2017 Regular City Council Meeting Sue Iverson, Director of Finance and Administrative Services Julie Hanson, City Clerk MEMO.PDF PULLED CONSENT ITEMS Those items that are pulled from the Consent Calendar will be removed from the general order of business and considered separately in its normal sequence on the agenda. PUBLIC HEARINGS Under this Public Hearing section, citizens have an opportunity to discuss ideas regarding Rice Creek Commons (TCAAP) development. Please be sure to complete a "Request to Appear before City Council" form (available at the back table). Completed forms may be given to the City Clerk. TCAAP Development Discussion Opportunity For Residents Mayor Grant MEMO.PDF NEW BUSINESS 2017 Trail Project And Old Snelling Water Main Improvement Project 17 -W -001 – Engineering Services Sue Polka, Interim Assistant Public Works Director/City Engineer MEMO.PDF ATTACHMENT A.PDF City Properties Appraisal Services Proposals Matthew Bachler, Senior Planner MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF Rice Creek Commons Municipal Site Task Force William S. Joynes, Sr., City Administrator MEMO.PDF ATTACHMENT A.PDF Professional Services Agreement With WSB And Associates William S. Joynes, Sr., City Administrator MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF Request For Proposals –City Hall Assessment And TCAAP Civic Site William S. Joynes, Sr., City Administrator MEMO.PDF ATTACHMENT A.PDF UNFINISHED BUSINESS COUNCIL COMMENTS ADJOURN Mayor:David Grant Councilmembers:Dave McClungBrenda Holden Fran HolmesSteve Scott Regular City Council Agenda February 13, 20177:00 p.m. City Hall Address:1245 W Highway 96 Arden Hills MN 55112 Phone:651 -792 -7800 Website : www.cityofardenhills.org City VisionArden Hills is a strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, well -maintained infrastructure, fiscal soundness, and our long -standing tradition as a desirable City in which to live, work, and play.CALL TO ORDER1.2.3.3.A.Documents:4.4.A.Documents:4.B.Documents:4.C.Documents:4.D.Documents:4.E.Documents:4.F.Documents:4.G.Documents:5.5.A.Documents:5.B.Documents:5.C.Documents:5.D.Documents:5.E.Documents:5.F.Documents:5.G.Documents:5.H.Documents:5.I.Documents:5.J.Documents:5.K.Documents:5.L.Documents:5.M. Documents: 6. 7. 7.A. Documents: 8. 8.A. Documents: 8.B. Documents: 8.C. Documents: 8.D. Documents: 8.E. Documents: 9. 10. APPROVAL OF AGENDAPUBLIC INQUIRIES/INFORMATIONALPublic inquiries/informational is an opportunity for citizens to bring to the Council ’s attention any items not currently on the agenda. In addressing the Council, please state your name and address for the record, and a brief summary of the specific item being addressed to the Council. To allow adequate time for each person wishing to address the Council, we ask that individuals limit their comments to three (3) minutes. Written documents may be distributed to the Council prior to the meeting, or as bench copies, to allow a more timely presentation.STAFF COMMENTSRice Creek Commons (TCAAP) And Joint Development Authority (JDA) UpdateWilliam S. Joynes, Sr., City Administrator MEMO.PDFAPPROVAL OF MINUTESDecember 12, 2016 Special City Council Work Session12-12 -16 -SWS.PDFDecember 12, 2016 Regular City Council12-12 -16 -R.PDFDecember 13, 2016 Special City Council Work Session12-13 -16 -SWS.PDFDecember 19, 2016 City Council Work Session12-19 -16 -WS.PDFDecember 19, 2016 Special Regular City Council12-19 -16 -SR.PDFJanuary 9, 2017 Regular City Council01-09 -17 -R.PDFJanuary 17, 2017 City Council Work Session01-17 -17 -WS.PDFCONSENT CALENDARThose items listed under the Consent Calendar are considered to be routine by the City Council and will be enacted by one motion under a Consent Calendar format. There will be no separate discussion of these items, unless a Councilmember so requests, in which event, the item will be removed from the general order of business and considered separately in its normal sequence on the agenda.Motion To Approve Claims And PayrollSue Iverson, Director of Finance and Administrative ServicesAshley Bertrand, Accounting Analyst MEMO.PDFMotion To Approve Pay Equity Report Sue Iverson, Director of Finance and Administrative Services MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFMotion To Approve The Amended 2017 Fee ScheduleJulie Hanson, City Clerk MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFMotion To Approve Resolution 2017 -005 Approving LG230 Application To Conduct Off-Site Gambling For Merrick, Inc.Julie Hanson, City Clerk MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFMotion To Approve Resolution 2017 -003 Appointing Paul Beggin To The Parks, Trails, And Recreation Committee (PTRC) For A Term Expiring December 31, 2019Sara Knoll, Parks and Recreation Coordinator MEMO.PDFATTACHMENT A.PDFMotion To Approve Resolution 2017 -004 Appointing Rob Williams To The Economic Development Commission (EDC) For A Term Expiring December 31, 2019Matthew Bachler, Senior Planner MEMO.PDFATTACHMENT A.PDFMotion To Approve The Proposed Schedule And Scope For Planning And Economic Development Services For A Higher Education StudyEric Zweber, Interim City Planner MEMO.PDFATTACHMENT A.PDFMotion To Approval Proposal To Authorize WSB To Complete The City ’s Water Supply Plan UpdateSue Polka, Interim Assistant Public Works Director/City Engineer MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFMotion To Accept Proposal From Forest Lake Contracting, Inc. For Removal And Replacement Of Bridge Lighting At County Road E And Snelling AvenueSue Polka, Interim Assistant Public Works Director/City Engineer MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFATTACHMENT C.PDFATTACHMENT D.PDFMotion To Approve Lake Johanna Fire Department Capital ExpendituresSue Iverson, Director of Finance and Administrative ServicesDave Perrault, Finance Analyst MEMO.PDFATTACHMENT A.PDFMotion To Approve Ordinance 2017 -002 Amending Chapter 6, Subsection 620.05, Of The Of The Arden Hills City Code Regarding Alarm Systems And User Fees; NoticesSue Iverson, Director of Finance and Administrative ServicesDave Perrault, Finance Analyst MEMO.PDFATTACHMENT A.PDFMotion To Accept Resignation Of Ken Novack, Public Works SuperintendentSue Iverson, Director of Finance and Administrative Services MEMO.PDFATTACHMENT A.PDFMotion To Cancel February 27, 2017 Regular City Council MeetingSue Iverson, Director of Finance and Administrative ServicesJulie Hanson, City Clerk MEMO.PDFPULLED CONSENT ITEMSThose items that are pulled from the Consent Calendar will be removed from the general order of business and considered separately in its normal sequence on the agenda.PUBLIC HEARINGSUnder this Public Hearing section, citizens have an opportunity to discuss ideas regarding Rice Creek Commons (TCAAP) development. Please be sure to complete a "Request to Appear before City Council" form (available at the back table). Completed forms may be given to the City Clerk. TCAAP Development Discussion Opportunity For ResidentsMayor Grant MEMO.PDFNEW BUSINESS2017 Trail Project And Old Snelling Water Main Improvement Project 17 -W -001 –Engineering Services Sue Polka, Interim Assistant Public Works Director/City Engineer MEMO.PDFATTACHMENT A.PDFCity Properties Appraisal Services ProposalsMatthew Bachler, Senior Planner MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFATTACHMENT C.PDFRice Creek Commons Municipal Site Task ForceWilliam S. Joynes, Sr., City Administrator MEMO.PDF ATTACHMENT A.PDF Professional Services Agreement With WSB And Associates William S. Joynes, Sr., City Administrator MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF Request For Proposals –City Hall Assessment And TCAAP Civic Site William S. Joynes, Sr., City Administrator MEMO.PDF ATTACHMENT A.PDF UNFINISHED BUSINESS COUNCIL COMMENTS ADJOURN Mayor:David Grant Councilmembers:Dave McClungBrenda Holden Fran HolmesSteve Scott Regular City Council Agenda February 13, 20177:00 p.m. City Hall Address:1245 W Highway 96 Arden Hills MN 55112 Phone:651 -792 -7800 Website : www.cityofardenhills.org City VisionArden Hills is a strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, well -maintained infrastructure, fiscal soundness, and our long -standing tradition as a desirable City in which to live, work, and play.CALL TO ORDER1.2.3.3.A.Documents:4.4.A.Documents:4.B.Documents:4.C.Documents:4.D.Documents:4.E.Documents:4.F.Documents:4.G.Documents:5.5.A.Documents:5.B.Documents:5.C.Documents:5.D.Documents:5.E.Documents:5.F.Documents:5.G.Documents:5.H.Documents:5.I.Documents:5.J.Documents:5.K.Documents:5.L.Documents:5.M.Documents:6.7.7.A.Documents:8.8.A.Documents:8.B.Documents:8.C.Documents: 8.D. Documents: 8.E. Documents: 9. 10. Page 1 of 1 DATE: February 13, 2017 TO: Honorable Mayor and City Councilmembers FROM: William S. Joynes, Sr., City Administrator SUBJECT: Rice Creek Commons (TCAAP) and Joint Development Authority (JDA) Update A verbal update will be provided at the City Council meeting. STAFF COMMENTS –3A MEMORANDUM Approved: February 13, 2017 CITY OF ARDEN HILLS, MINNESOTA SPECIAL CITY COUNCIL WORK SESSION DECEMBER 12, 2016 6:00 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Grant called to order the City Council Work Session at 6:00 p.m. Present: Mayor David Grant, Councilmembers Brenda Holden, Fran Holmes, Dave McClung and Jonathan Wicklund Absent: None Also present: Interim City Administrator Sue Iverson, Interim Public Works Director/City Engineer Andy Brotzler, Interim City Planner Eric Zweber, Stacie Kvilvang, Ehlers & Associates and City Clerk Julie Hanson 1. AGENDA ITEMS A. TCAAP TRC Interim City Planner Zweber stated the TCAAP Comprehensive Plan Amendment, the Regulating Plan Amendment and the TCAAP Redevelopment Plan (TRC) Amendment (PC-16- 025) are Item 8C of the December 12, 2016 Regular City Council Meeting Agenda. He explained the Work Session would provide the City Council an opportunity to discuss the TRC and the Planning Commission Public Hearing prior to the Regular City Council meeting. Mayor Grant asked for comments from the Council on the park agreement. Councilmember Holden questioned if the developer has agreed to put in a water fountain. She understood these were a big expense to maintain. Mayor Grant reported this item along with the other park amenities were discussed by staff and the developer. He explained a water fountain would be installed. Councilmember Holmes requested the TRC state a full sized adult soccer field would be constructed within the Creek Park. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION – DECEMBER 12, 2016 2 Stacie Kvilvang, Ehlers & Associates, stated she would make this minor change. Mayor Grant requested comment on the Town Center park shelter. Ms. Kvilvang discussed the proposed open air pavilion for Town Center park and noted how the language would be changed within the agreement. Councilmember Holmes understood the Creek park had space for 45 vehicles. She questioned if the Hill park would have parking and agreements. Ms. Kvilvang reported the Hill park would not have any off-street parking. Councilmember McClung appreciated the amount of work staff and the developer have put into the TRC. Mayor Grant asked for comments from the Council on the option agreement for the Civic property. He explained he supported the two-year timeline. Councilmember Holmes supported the option agreement and stated she had no amendments. Councilmember McClung believed the option agreement would assist in keeping the Council moving along on this project. Mayor Grant suggested the Council create a task force or subcommittee to work on the Civic property. Hearing no further comments from the Council he recommended the discussion shift to the TRC. Councilmember Holden stated there was nothing specific she didn’t like within the plan. Her concern was with the lack of due diligence on the Council’s part to see what will and won’t work in the plan. She wanted to see the Town Center succeed where numerous other developments have failed. She expressed concern with the underground parking and high level of senior housing. She feared how the Town Center would be vibrant with the proposed number of senior housing units. She questioned what amenities would be offered in the smaller apartment complex. She questioned how this complex would remain sustainable without an amenity package. She understood the developer had done his due diligence, but believed the City had not. Councilmember Wicklund believed Councilmember Holden had raised several good questions. He wondered how the senior housing would be connected to the retail portion of the development. Bob Lux, Alatus, commented on the amount of retail that would be located in the Town Center. He stated he had no concerns with the level of activity from the seniors that would be living within the Town Center. He saw the seniors as a stabilizer for the mall area. Councilmember Holden stated the City had no idea how many senior units would be located in the Town Center. She stated she would rather see brownstones within Town Center versus an institutional style senior building. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION – DECEMBER 12, 2016 3 Mr. Lux estimated there would be 300 seniors living within the Town Center. Councilmember Wicklund questioned if the City conducted any research on the original TRC. Councilmember Holmes stated a plan was given to the City by the County with the Hill, Creek and a Town Center. She explained the Council then began their work from that plan. Councilmember Holden understood a number of cities were surveyed by Arden Hills’ staff regarding apartment sizes. She recommended the senior apartment sizes comply with the multi- family numbers in the event that these senior apartments were to go away. She expressed frustration again, that the City had not done its due diligence. She then reviewed senior apartment sizes for complexes around Arden Hills and did not understand why the City was proposing such small unit sizes. Councilmember McClung stated he was comfortable with the plan as is. Councilmember Wicklund supported collaborative thinking and asked how the City should complete its due diligence. Councilmember Holden commented she would have liked to have seen the City contact St. Louis Park and other cities that have tried to create a Town Center to see what went right and what went wrong within their development. She wanted Arden Hills to learn from their mistakes. Councilmember McClung believed staff and the City has done a great deal of research in order to draft the TRC. He thanked staff for their efforts and did not appreciate the implication that staff had not done enough. Mayor Grant understood Councilmember Holden’s concerns regarding senior unit sizes and did not believe simply adding the City’s minimums to the TRC would impact the senior housing units. He understood these units would be market driven. Mr. Lux commented on the range of unit sizes for independent seniors, memory care and assisted living. He anticipated the units would vary and requested the Council be cautious in changing these requirements. He stated he was comfortable with the independent living size requirements. Mayor Grant encouraged the Council to consider if 300 senior units was too high for the Town Center and consider how this would impact the vibrancy of the downtown are. B. 2017-2018 Joint Development Authority (JDA) Interviews and Appointments Discussion Interim City Administrator and Finance and Administrative Services Director Iverson explained the Joint Powers Agreement (JPA) between the City and Ramsey County for the redevelopment of TCAAP was approved by the City Council in late 2012. The JPA calls for the establishment of a Joint Development Authority (JDA) to implement the TCAAP Master Plan and to oversee the redevelopment process and activities. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION – DECEMBER 12, 2016 4 Interim City Administrator and Finance and Administrative Services Director Iverson stated the JDA Board is comprised of two members from the City Council, two members from the Ramsey County Board of Commissioners, and one citizen from Arden Hills to be appointed by the City Council. This citizen appointee will be the Chair of the JDA Board and the appointment will be for a two-year term. New appointments are needed for 2017-2018 as current terms expire. For discussion purposes, a list of current JDA appointments is as follows: Joint Development Authority Chair: David Sand Commissioner: David Grant Commissioner: Brenda Holden Interim City Administrator and Finance and Administrative Services Director Iverson indicated the City Council directed staff to advertise for the JDA Chair and to set the interview date as December 13, 2016, starting at 6 p.m. The formal appointments will be held at the Special City Council Meeting on December 19, 2016 with terms starting in January of 2017. Staff requested input from the Council regarding the process for interviews and appointments. There was Council consensus to hold 45 minute interviews for the JDA candidates. 2. COUNCIL COMMENTS AND STAFF UPDATES None. ADJOURN Mayor Grant adjourned the City Council Work Session at 6:55 p.m. __________________________ __________________________ Julie Hanson David Grant City Clerk Mayor Approved: February 13, 2017 CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING DECEMBER 12, 2016 7:00 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor David Grant called to order the regular City Council meeting at 7:00 p.m. Present: Mayor David Grant, Councilmembers Brenda Holden, Fran Holmes, Dave McClung and Jonathan Wicklund Absent: None Also present: Interim City Administrator and Director of Finance and Administrative Services Sue Iverson, Interim Public Works Director/City Engineer Andy Brotzler, Interim City Planner Eric Zweber, Assistant City Attorney James Monge and City Clerk Julie Hanson PLEDGE OF ALLEGIANCE 1. APPROVAL OF AGENDA Mayor Grant indicated Item 8B was to be removed from the Agenda per the request of the applicant. Mayor Grant requested Items 8D and 8E be discussed after Item 8A. MOTION: Councilmember Holden moved and Mayor Grant seconded a motion to approve the meeting agenda as amended. The motion carried unanimously (5-0). 2. PUBLIC INQUIRIES/INFORMATIONAL None. 3. STAFF COMMENTS A. Rice Creek Commons (TCAAP) and Joint Development Authority (JDA) Update ARDEN HILLS REGULAR CITY COUNCIL – DECEMBER 12, 2016 2 Interim City Administrator and Director of Finance and Administrative Services Iverson provided the following update on TCAAP: Meetings • On November 28, 2016, the City Council met in a work session with the Master Development Team to review updated change requests to the TRC from the November 21, 2016 work session and to provide the Council with a final opportunity to raise any other issues or concerns with the development and TRC. Final changes recommended to the TRC and agreed to with the Master Development Team included: o Minimum unit sizes for high density multi-family apartments o Addition to Section 3.3 (f) that the JDA cannot grant flexibility to minimum unit sizes o Removal of Section 3.4 – Special Development Plan and process o Changing or adding 10% reduction allowance in Table 3-3 under #2 (Building Form and Development Standards), with the exception that no % reduction was needed for parking garages and porte-cocheres o Adding memory care and skilled nursing to assisted living as permitted uses in TC-2 and TC-3 (removed from TC-1) and removing reference to nursing homes altogether o Removal of senior independent living as a permitted use in TC-1 o Adding the Energy Integration and Resiliency Framework (EIRF) as attachment 8 • On December 7, 2016, the Planning Commission held a public hearing on the Comprehensive Plan Amendment, TCAAP Regulating Plan Amendment and TCAAP Redevelopment Code (TRC) Amendment. The amendments to the TRC that were recommended by the City Council after their work session on December 5th were incorporated into the final approvals. Three residents spoke in favor of the amendments at the meeting and no one spoke in opposition. The amendments were approved 5-0. • No project team meetings with Staff and the Master Development Team have occurred since the last TCAAP update on November 28, 2016. Communications • Staff provided articles from the Pioneer Press (December 3, 2016) and Star Tribune (December 8, 2016) related to TCAAP. B. Transportation Update Interim Public Works Director/City Engineer Brotzler reported crews conducted a full plow yesterday after the snow event. He anticipated crews would be out working again tomorrow. Interim Public Works Director/City Engineer Brotzler stated there was a watermain break today off of Arden View Drive within an easement. During the repair of the watermain break 75 homes were without water. It was noted crews had the watermain fixed within several hours and water service was fully restored to these homes. Councilmember McClung indicated he was one of the homes impacted by the watermain break. He sent his thanks to the Public Works crew for their great work. ARDEN HILLS REGULAR CITY COUNCIL – DECEMBER 12, 2016 3 4. APPROVAL OF MINUTES A. October 31, 2016, Regular City Council B. November 14, 2016, Regular City Council C. November 14, 2016, Special City Council Work Session D. November 21, 2016, City Council Work Session Councilmember Holden requested a change to the October 31st minutes on Page 2, stating the last sentence of the second paragraph should read residents should be patient as efforts were underway with the County to use County right of way for cost savings. One Page 12, she asked that the reference to Rick Harris be amended to note Rick Harris had been interviewed by the Star Tribune. Councilmember Holden requested a change to the November 21st minutes on Page 7, asking that the last sentence of Ms. Kvilvang’s comment be removed. She wanted it clarified for the record that the Council was not in attendance at the land value meetings. Councilmember Holmes requested a change to the October 31st minutes on Page 11, stating her comment should read she believed that since there is already existing lighting along the corridor the bell tower lighting in the evening hours would not add significantly to the lighting already there. MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to approve the October 31, 2016, Regular City Council meeting minutes, November 14, 2016, Regular City Council meeting minutes, November 14, 2016, Special City Council Work Session meeting minutes; and November 21, 2016, City Council Work Session meeting minutes as amended. The motion carried unanimously (5-0). 5. CONSENT CALENDAR A. Motion to Approve Consent Agenda Item - Claims and Payroll B. Motion to Adopt the 2017 Employee Compensation Plan – Non-Union Employees C. Motion to Adopt Resolution 2016-041 Approving the 2017 City Contribution to Employee Monthly Benefits D. Motion to Approve Resolution 2016-37 Accepting the Liability Coverage Limits from the League of Minnesota Cities Insurance Trust (LMCIT) E. Motion to Approve Sheriff Contract Public Safety Capital Equipment Purchase F. Motion to Approve Lift Station No. 11 Reconstruction – Payment No. 2 G. Motion to Approve Ordinance 2016-010 Adopting the 2017 Fee Schedule and Authorizing Publication of the Ordinance Summary H. Motion to Approve Resolution 2016-042 Approving Charitable Gambling License for Roseville Area Youth Hockey Association at Welsh’s Big Ten I. Motion to Approve Resolution 2016-043 Approving Charitable Gambling License for St. Katherine Ukrainian Orthodox Church at Pot-O-Gold Bingo J. Motion to Approve 2017 Liquor License Renewals K. Motion to Approve 2017 Tobacco License Renewals ARDEN HILLS REGULAR CITY COUNCIL – DECEMBER 12, 2016 4 L. Motion to Approve 2015 PMP Final Payment No. 8 MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to approve the Consent Calendar as presented and to authorize execution of all necessary documents contained therein. The motion carried unanimously (5-0). 6. PULLED CONSENT ITEMS None. 7. PUBLIC HEARINGS A. Rice Creek Commons (TCAAP) Development Discussion Opportunity for Residents Mayor Grant stated under the Public Hearing section, citizens would have an opportunity to discuss ideas regarding the TCAAP development. Mayor Grant opened the public hearing at 7:15 p.m. Jackie Dewore, resident of Arden Manor, stated she sent the Council an email this morning. She explained she lived in Arden Manor as it was the most affordable option in the City. She questioned how affordable the housing would be within TCAAP. She expressed concern with how effective the new development would be and how the remainder of Arden Hills would be impacted by TCAAP. She indicated there were many residents within Arden Manor interested in working on TCAAP during construction and thereafter. Mayor Grant encouraged Ms. Dewore to pass along a list of those interested in jobs to the Master Developer. Steve Scott, 4286 Norma Avenue, addressed the Council as a concerned citizen and noted he was the Councilmember elect. He discussed his work history and explained he had decades of government contracting work experience. He addressed the risks that have been identified for TCAAP and commended the City on its strong financial position. He believed the Council has invested wisely in parks and trails making Arden Hills a truly first class City. He was pleased that multiple builders would be used to construct the residential homes on TCAAP as he did not want them all to look the same. He provided further comment on his views of the TCAAP development as being risky. He did not believe the Arden Hills taxpayer should bear the brunt of this project. He asked the Council to delay approval of the project until all risks have been mitigated. Len Pratt, Pratt Homes and Development, spoke on behalf of Bob Lux and the Alatus proposal. He believed something very exciting was about to happen in the City of Arden Hills. He supported Bob Lux and his proposal to have a variety of housing types within the development as this would meet the life cycle needs of both the City and the County. In addition, he supported the ARDEN HILLS REGULAR CITY COUNCIL – DECEMBER 12, 2016 5 10-story condominium building at its proposed location as it would add vitality to the Town Center. He wished the Council only success on this project. With no one else coming forward to speak, Mayor Grant closed the public hearing at 7:31 p.m. B. Truth-in-Taxation Hearing Interim City Administrator and Director of Finance and Administrator Services Iverson provided the Council with a presentation on the 2017 proposed budget and tax levy. She described how property values in Arden Hills were anticipated to change for the coming year. She discussed how the median value home would be impacted by the proposed tax levy. It was noted the proposed levy increase would be 4.7% which consisted of a 2.7% increase in public safety costs. She reviewed the City’s tax rate in comparison to neighboring cities stating the Arden Hills was on the low end. She commented on the key budget elements noting revenues and expenditures for the coming year. Mayor Grant opened the public hearing at 7:50 p.m. With no one coming forward to speak, Mayor Grant closed the public hearing at 7:51 p.m. C. Resolution 2016-44 Adopting and Confirming Quarterly Special Assessments for Delinquent Utilities Interim City Administrator and Director of Finance and Administrator Services Iverson stated delinquent utility amounts are certified to Ramsey County quarterly. A list of utility accounts with a delinquent balance was compiled and notices dated November 7, 2016 were mailed. These customers were informed of their delinquent status and were asked to make payment of the delinquent balance by December 7, 2016. Utility accounts with an unpaid delinquent balance after December 7, 2016 would be certified to Ramsey County to be added to property taxes payable in 2017. The certification amount is equal to the unpaid delinquent balance plus an eight percent penalty. Staff recommended the Council approve a Resolution certifying the list of delinquent utility accounts to Ramsey County. Mayor Grant opened the public hearing at 7:51 p.m. With no one coming forward to speak, Mayor Grant closed the public hearing at 7:52 p.m. MOTION: Councilmember McClung moved and Councilmember Holmes seconded a motion to adopt Resolution #2016-044 – Adopting and Certifying the Quarterly Special Assessments for Delinquent Utilities to Ramsey County. The motion carried (5-0). D. Approve Ordinance No. 2016-013, Amending Chapter 7, Section 700-.06, to Adopt Slow-No Wake Speed Restrictions on Lake Johanna during Specified High Water Periods and Authorizing Publication of the Ordinance Summary Interim City Planner Zweber stated over the last several years, the City Council has had to convene an emergency meeting to declare slow-no wake speed restrictions on Lake Johanna ARDEN HILLS REGULAR CITY COUNCIL – DECEMBER 12, 2016 6 during times when the water was very high. Due to the time it takes to convene an emergency session, the speed restrictions were not in place quickly enough. It is the goal of the City to be able to implement these restrictions administratively during times of need. This will allow the restrictions to be in place without delay and without having to convene an emergency meeting. Interim City Planner Zweber commented in order to pass a Water Surface Use Ordinance, certain Minnesota Department of Natural Resources (DNR) requirements must be completed. The DNR requires a Water Surface Use worksheet be submitted, a map created of the area, public feedback be accepted and the proposed Ordinance be submitted to the DNR. After they have received all of the application materials, they make the determination on whether or not to accept the proposed Ordinance. Interim City Planner Zweber reported staff prepared the Water Surface Use worksheet. The worksheet required coordination with the DNR and the Ramsey County Sherriff’s department to obtain data and historical information about Lake Johanna. The worksheet also required a survey of use of the lake. Staff surveyed the lake three times per day; morning, afternoon and evening, on both a weekday and a weekend day. The survey included a count of boats on the lake and trailers in the parking lot. This allowed us to get a count of usage by people who reside on the lake and visitors to the lake. Staff recommended the Council approve the Water Surface Use Worksheet and associated information, and that the public comments received at the public hearing to be sent to the DNR for final approval. Mayor Grant opened the public hearing at 7:54 p.m. With no one coming forward to speak, Mayor Grant closed the public hearing at 7:54 p.m. MOTION: Councilmember McClung moved and Councilmember Holden seconded a motion to adopt Ordinance No. 2016-013 – An Ordinance Amending Chapter 7, Section 700.06 to adopt slow-no wake speed restrictions on Lake Johanna during specified high water periods; authorizing publication of the Ordinance summary; and directing staff to submit the Water Use Worksheet to the Minnesota Department of Natural Resources. The motion carried (5-0). E. Consider Approval of Liquor License Application – The Tavern Grill City Clerk Hanson stated HRP Arden Hills, LLC has requested an On-Sale liquor license (ONSS – beer, wine and intoxicating liquor) for their new restaurant, The Tavern Grill. The Tavern Grill is scheduled to open in January 2017 and is located at 3561 Lexington Avenue North, Arden Hills, Minnesota. Staff is in receipt of all the necessary paperwork and associated fees, and background checks have been successfully completed by the Ramsey County Sheriff’s Office. City Clerk Hanson reported in addition to holding a public hearing tonight, the On-Sale and Sunday liquor license application is presented for approval. All required information will be submitted to the Minnesota Department of Public Safety Alcohol & Gambling Enforcement upon approval of the license by the City Council. Staff recommended the Council hold a public hearing regarding an On-Sale and Sunday liquor license for The Tavern Grill, located at 3561 Lexington Avenue North, Arden Hills, Minnesota and consider approval of the issuance of an On- ARDEN HILLS REGULAR CITY COUNCIL – DECEMBER 12, 2016 7 Sale and Sunday liquor license for The Tavern Grill, located at 3561 Lexington Avenue North, Arden Hills, Minnesota. Mayor Grant opened the public hearing at 7:55 p.m. With no one coming forward to speak, Mayor Grant closed the public hearing at 7:55 p.m. MOTION: Councilmember Holden moved and Mayor Grant seconded a motion to approve an On-Sale and Sunday Liquor License for The Tavern Grill located at 3561 Lexington Avenue North. The motion carried (5-0). 8. NEW BUSINESS A. Adoption of the 2017 Budget and Tax Levy • Approve the 2017-2021 CIP • Resolution 2016-038 Adopting the Proposed 2017 Budget in the Amount of $14,149,839 • Resolution 2016-039 Setting the Final Tax Levy for Taxes Payable in 2017 in the Amount of $3,641,290 Interim City Administrator and Director of Finance and Administrator Services Iverson requested the Council approve the CIP, adopt the proposed 2017 budget and set the final tax levy for 2017. Councilmember Holden asked if staff had received any comments from residents regarding the resurfacing of the Johanna Marsh tennis court. Interim Public Works Director/City Engineer Brotzler explained he discussed this matter with several representatives last week and this information was going to be passed along to the larger association. Councilmember Holden questioned if the trail for E2 down to New Brighton Road was included within the CIP. Interim City Administrator and Director of Finance and Administrator Services Iverson believed staff was looking into the costs for this project. Interim Public Works Director/City Engineer Brotzler stated this was correct as he was working with the County on preliminary project designs for this trail project. He provided further comment on the project timeline for this trail segment. Councilmember Holden requested the trail segment for E2 be added to the 2017 CIP at an amount of $100,000. MOTION: Councilmember McClung moved and Councilmember Holmes seconded a motion to Approve the 2017-2021 CIP as amended. The motion carried (5-0). ARDEN HILLS REGULAR CITY COUNCIL – DECEMBER 12, 2016 8 Interim City Administrator and Director of Finance and Administrator Services Iverson reported that staff would adjust the budget to include the E2 trail segment which would increase expenditures $100,000. MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to adopt Resolution #2016-038 – Adopting the 2017 Final Budget in the Amount of $18,777,880. The motion carried (5-0). Mayor Grant stated there has been a great deal of discussion by the Council regarding the levy amount. He explained the current levy increase was proposed to be 4.7%. MOTION: Councilmember McClung moved and Mayor Grant seconded a motion to adopt Resolution #2016-039 – Setting the 2017 Final Levy for Taxes Payable in 2017 in the Amount of $3,641,290. Councilmember McClung stated he would not be supporting a 4.7% levy increase. He explained he could support a 3.5% levy and believed adjustments could be made to reduce the proposed levy increase. Councilmember Holmes supported the tax levy and understood residents wanted to see the Council investing in the City’s parks and trails. Mayor Grant indicated he did not support the proposed levy. He had hoped the percentage would be reduced to 3.5% through a portion of the 2016 budget surplus. He understood that trails and parks were important to Arden Hills’ residents and were included within the CIP. He believed it would be very simple to use a portion of the surplus to buy down the levy. Councilmember Wicklund asked if historically the Council has worked to reduce the levy percentage. Mayor Grant commented this has been done in the past. Councilmember Holden stated she would be supporting the 4.7% levy. She explained the three trail segments proposed to be completed in 2017 would cost the City $525,000. She did not believe there was much of a difference between a 3.5% and 4.7% tax levy. For this reason, she recommended the levy amount remain as is. Councilmember Wicklund indicated he was comfortable with the 4.7% tax levy increase. The motion carried 3-2 (Mayor Grant and McClung opposed). D. Approve Memorandum of Understanding with Alatus Arden Hills LLC Regarding Park Land Dedication and Improvements to TCAAP/Rice Creek Commons Stacie Kvilvang, Ehlers & Associates, stated at the November 28th City Council Worksession, staff provided a set of reconciled park improvement costs estimates for the Creek, Hill, and Town ARDEN HILLS REGULAR CITY COUNCIL – DECEMBER 12, 2016 9 Center parks. The reconciled cost estimate totaled approximately $14,500,000 and was based upon a joint review with WSB, Ehlers, Tradition Homes, and Alex Duval of Alatus. Ms. Kvilvang explained the cost reconciliation identified a path that was intended to maintain the overall integrity of the parks while adjusting park dedication fees to cover the improvement costs. The residential per unit park dedication fee will be increased to $6,500/unit and is already included in the fee scheduled to be approved by the Council on December 12, 2016. The City Council will need to update the park dedication fee ordinance to increase the park land and park improvement fee paid by commercial property to 7.5% of fair market value (FMV) of the land for each category (total of 15%). This is an increase from a collective total of 10% of FMV (prior split was 5% for land dedication and 5% for park improvements). Ms. Kvilvang reported the Master Development team has stated they would like to spearhead and pay for the design of the park improvements, in consultation with the City Council and the Parks, Trails, and Recreation Committee. In addition, the Master Developer may have an interest to construct the parks and deliver them “turn-key” to the City upon completion. This approach allows greater design and construction cost efficiencies since construction can occur in combination with the broader infrastructure improvements. The final designs remain subject to City Council approval. Ms. Kvilvang stated since the actual park construction is several years away, the costs and related fees will continue to evolve with the final park designs. The Memorandum of Understanding (the “MOU”) between the City and Master Developer formalizes the understanding that: • The Master Developer will coordinate the design of the Creek, Hill, and Town Center parks and the final designs are subject to City Council approval; • The amenities will be in conformance with the attached TCAAP Park Standards prepared by WSB; • The City and Master Developer will work together on the timing and who will be responsible for construction and future maintenance of the Parks; and, • The park dedication fees may be modified to align with the final design costs MOTION: Councilmember McClung moved and Councilmember Holden seconded a motion to approve a Memorandum of Understanding with Alatus Arden Hills LLC regarding Park Land Dedication and Improvements to TCAAP/Rice Creek Commons. The motion carried (5-0). E. Approve Option Agreement with Alatus Arden Hills LLC for City Purchase of Civic Use Land to be Platted as Part of TCAAP/Rice Creek Commons Stacie Kvilvang, Ehlers & Associates, stated at the November 28th City Council Worksession, the Council directed staff to work with the Master Developer to prepare a proposed timeframe and cost structure whereby the City could acquire the Civic zoned property on the TCAAP site. The proposed sale terms were presented to the City Council at the December 5th Worksession, and the City Attorney has since memorialized those terms in the Option Agreement. The document will be executed by the City and the Master Developer upon approval by the City Council. ARDEN HILLS REGULAR CITY COUNCIL – DECEMBER 12, 2016 10 Ms. Kvilvang explained the proposed Option Agreement provides the City up to seven years to acquire the civic property from the Master Developer. The timeframe begins once the Joint Development Authority (the “JDA”) approves the Master Development Agreement (the MDA”) with the Master Developer. While the MDA approval timeframe is not set, it could reasonably occur within the next three to twelve months. The MDA approval initiates the Option Agreement timeline. Ms. Kvilvang reported the actual sale terms depend on when the City is prepared to move forward with construction on a mutually agreeable civic use as defined in the TCAAP Regulatory Code. An earlier sale results in more favorable cost terms for the City. The Master Developer will be constructing the underground parking structure, utilities, and road improvements for the Civic site (the “Infrastructure Improvements”), which are a value to the property. Depending on when the sale occurs, the general sale terms are as follows: Timeframe Terms: Within 2 years of MDA approval City pays $1 for the land. No cost to the City for the Infrastructure Improvements. Between 2 and 5 years after MDA approval City pays 50% of the actual land purchase price paid by the Master Developer AND 50% of the Infrastructure Improvement costs. Between 5 and 7 years after MDA approval City pays 100% of the actual land purchase price paid by the Master Developer AND 100% of the Infrastructure Improvement costs. 7 years after MDA approval The Option Agreement expires and the City agrees to rezone the property to TC-3. Note: At any time during the term of the Option Agreement the City can choose not to proceed with a civic use and rezone the property to TC-3 Ms. Kvilvang indicated as discussed at the December 5th worksession, the timeframe and cost structure is intended to encourage a plan for the civic site sooner rather than later. The City has the potential to benefit from low or no land and infrastructure costs. The Master Developer has the potential to benefit from a civic use that adds another amenity for the development along with increased construction efficiency for the infrastructure. Councilmember Holden asked if ready to proceed meant the same as shovel ready. Ms. Kvilvang reported this was the case. Councilmember McClung questioned when the time period would begin. Ms. Kvilvang explained the time period would begin two years from the date Alatus signed a Master Development Agreement with the JDA. She anticipated an agreement would be signed between these two groups within the next three to six months. Mayor Grant commented there were items he liked and items he did not like within the Option Agreement. He stated on the balance, he was pleased that the City would have an option to do something special on the Civic Property and he believed this was important. ARDEN HILLS REGULAR CITY COUNCIL – DECEMBER 12, 2016 11 MOTION: Councilmember McClung moved and Councilmember Wicklund seconded a motion to Approve an Option Agreement with Alatus Arden Hills LLC for City Purchase of Civic Use Land to be Platted as part of TCAAP/Rice Creek Commons. Councilmember McClung was pleased the City was moving forward with TCAAP and he looked forward to developing a Civic use within the Town Center. He understood this was an ambitious schedule for the Council to meet, but he felt confident the timeline could be met. Councilmember Holmes stated there was nothing within the agreement that she did not like. She believed the developer was being very generous by providing all of the infrastructure improvements. She noted the timeline had to be two years in order to coordinate with the surrounding construction. She commented she would be supporting the agreement. The motion carried (5-0). B. Planning Case 16-028 – University of Northwestern – Zoning Code Amendment and CUP – 1265 Grey Fox Road This item was removed from the agenda per the applicant’s request. C. Planning Case 16-025 – Former Twin Cities Army Ammunition Plant (TCAAP) Comprehensive Plan Amendment and Amendment to the TCAAP Redevelopment Code • Approve Resolution 2016-040 Adopting an Amendment to the Comprehensive Plan for the TCAAP Property • Approve Ordinance 2016-011 Amending Chapter 13 of the Arden Hills City Code, Zoning Code • Approve Ordinance 2016-12 Amending Chapter 13 of the Arden Hills City Code, Zoning Code • Authorize Publication of Summary Ordinances 2016-011 and 2016-012 Amending Chapter 13 of the Arden Hills City Code, Zoning Code Interim City Planner Zweber stated the Planning Commission reviewed and conducted a Public Hearing for the Twin Cities Army Ammunition Plant (TCAAP) Comprehensive Plan Amendment, TCAAP Regulating Plan Amendment, and TCAAP Redevelopment Code (TRC) Amendment during their December 7, 2016 meeting. Within a PowerPoint presentation, staff reviewed the further amendments to the TRC that the City Council discussed at the December 5, 2016 Work Session. Staff also noted that there are two errors in the proposed amendments that were inadvertently been made by staff that will be fixed: the Regulating Plan is missing the pedestrian friendly frontage line on the east of the spine road and that the 4-story building in the TC-3 district should have a maximum height of 52 feet. Interim City Planner Zweber commented that during the Public Hearing, three residents spoke in favor of the amendment. Their statement in favor of the amendments including: • The excitement that something is about to happen after years of discussion and planning. ARDEN HILLS REGULAR CITY COUNCIL – DECEMBER 12, 2016 12 • Their support for the increased density and height. • It will be an exciting and vibrant place to go. • The Town Center’s commercial area will not be like the strip malls in the communities to the south and to the north. • The hopefulness that the increased density and jobs will bring additional public transportation to the area. Interim City Planner Zweber explained no one spoke against the amendments during the Public Hearing. It was noted one email received before the meeting stating a resident was in opposition to the increased density was provided to the Planning Commission. Interim City Planner Zweber stated a summary of the discussions conducted by the Planning Commissioners included: • That the proposed amendment is in line with the City’s Vision. • Support for the small units sizes. • Inquired from the developers why they are requesting the additional height and where will these 10 stories building be visible from. • That the developer’s explanation for the height increase and the limitations on where that increased height can be located removed their reluctance to vote for increasing the maximum height. • If the increase in density would increase the cost to provide public safety services. • Clarified the amendments to the marquee signs and the electronic changeable copy signs. • Encouragement from the Open House survey responses that a number of Arden Hills’ residents are supportive of the increased height and density. Interim City Planner Zweber indicated following those discussions, the Planning Commission voted unanimously (5-0) to recommend approval of the Comprehensive Plan, Regulating Plan and TRC Amendments including the Amendment suggested by the City Council at the December 5 Work Session. Interim City Planner Zweber clarified that at the December 5 Work Session, the City Council recommended a number of further amendments to the TRC that was provided to the Planning Commission. These amendments include: • Add Attachment 8: TCAAP Energy Integration Resiliency Framework (page 3) • Section 3.3 (f): Items that the JDA shall not grant flexibility: o Add Minimum Multi- Family Unit Size (page 13) • Table 3-3 2. Permitted Adjustments: Change all of the permitted adjustments to no more than 10% (page 14 and 15) • Subsection 3.4 Special Development Plan: Remove Completely (page 15 and 16) • Change “Nursing Home and Assisted Living” use to “Assisted Living, Memory Care and Skilled Nursing” use throughout the document. (page 34, 38, 40) • Remove Assisted Living, Memory Care and Skilled Nursing from the TC-1 and TC-2 Districts (page 34) • Remove Senior Independent Living from the TC-1 District (page 34) • Adding Minimum Multi-Family Units Sizes as follows: ARDEN HILLS REGULAR CITY COUNCIL – DECEMBER 12, 2016 13 6.3 (b) (iv) Minimum Multi-Family Units Sizes1 (page 48 and 49) Alcove Units 475 square feet* Efficiency Units 550 square feet** One-Bedroom Units 635 square feet Two-Bedroom Units 950 square feet Three-Bedroom Units 1,200 square feet Each Additional Unit +150 square feet o 1 Assisted Living, Memory Care and Skilled Nursing Units are Exempt o * No more than 10% of the total number of units per building shall be Alcove Units o ** No more than 15% of the total number of units per building shall be Efficiency Units • Remove the term “clapboard” from cementitious fiber and engineered wood siding. (pages 77 and 79) • Remove “Other durable material approved by the JDA.” (page 77) Interim City Planner Zweber stated these amendments are included in the redlined copy and the clean copy of the TRC. The page numbers listed above are the redline TRC page numbers. Interim City Planner Zweber reported the Planning Commissioners offers the following Findings of Fact: 1. The proposed CPA, Rezoning, and TRC advance the City’s Comprehensive Plan to develop and maintain a land use pattern that strengthens the vitality, quality, and character of the residential neighborhoods, commercial districts and industrial areas, while protecting the community’s natural resources to develop a sustainable pattern for future development. 2. The proposed CPA, Rezoning, and TRC advance the City’s Comprehensive Plan to develop TCAAP in a way that accommodates a mix of land uses that is sensitive to the natural environment, economically sustainable and a benefit to the community. 3. The proposed CPA, Rezoning, and TRC advance the City’s Comprehensive Plan to promote the development, redevelopment and maintenance of a viable, innovative, and diverse business environment that serves Arden Hills and the metropolitan area. 4. The proposed CPA, Rezoning, and TRC advance the City’s Comprehensive Plan to develop and maintain a strong, vital, diverse, and stable housing supply for all members of the community. 5. The proposed CPA, Rezoning, and TRC advance the City’s Comprehensive Plan to enhance the health, safety, and well-being of all who live, work, and play in the City. 6. The proposed CPA, Rezoning, and TRC advance the City’s Comprehensive Plan to create a comprehensive, maintained, and interconnected system of parks, pathways, and open spaces, as well as a balanced program of recreational activities for residents of all ages, incomes and abilities. 7. The proposed CPA, Rezoning, and TRC advance the City’s Comprehensive Plan to preserve, protect, and restore the community’s natural resources, including open spaces, lakes, wetlands, other significant natural features, and historic resources. 8. The proposed TRC implements the vision for a walkable, mixed-use, resilient, and vibrant TCAAP development. ARDEN HILLS REGULAR CITY COUNCIL – DECEMBER 12, 2016 14 Interim City Planner Zweber reported the Planning Commission unanimously recommends approval (5-0) of Planning Case 16-025 Comprehensive Plan Amendment, TCAAP Regulating Plan Amendment, and TCAAP Redevelopment Code Amendment, based on the findings of fact and the submitted amendments in the December 7, 2016, Report to the Planning Commission, as amended to include the December 5, 2016 City Council suggested amendments. Mayor Grant stated the Council was being asked to approve the TRC this evening. If this did not happen there would be a Special City Council meeting on December 19. Councilmember Holden asked if a payment in lieu of taxes (PILOT) for PUD’s would be determined by the JDA. Assistant City Attorney Monge advised this matter would have to be further reviewed by staff. Councilmember Holmes did not recall the City taking this action in the past. Councilmember Wicklund questioned if this was a zoning issue. Councilmember Holden was uncertain but wanted to be assured the matter was addressed. Assistant City Attorney Monge recommended the issue of pilot payments be investigated further, along with proper guiding documents in order to further understand the requirements. Mayor Grant requested comment from Ms. Kvilvang on this matter. Ms. Kvilvang stated pilot fees were not a zoning matter. She explained this issue would be addressed in the Master Development Agreement between the Master Developer and the JDA. Councilmember Holden inquired if the City would responsible for any necessary sewer upgrades for TCAAP. Interim Public Works Director/City Engineer Brotzler believed this issue would be addressed by the City during the building permit phase. Bob Lux, Alatus, stated he does not have experience building senior housing. He anticipated any sewer line upgrades that were necessary would be addressed during the building permit phase. Councilmember Holden proposed the apartment building behind the hotel have no alcove units. She believed this was necessary given the fact this complex would have no additional amenities. MOTION: Councilmember McClung moved and Councilmember Wicklund seconded a motion to adopt Resolution #2016-040 – Adopting an Amendment to the Comprehensive Plan for the TCAAP Property. AMENDMENT: Councilmember Holden moved and Mayor Grant seconded an amendment requiring the apartment building behind the hotel to have no alcove (475 square foot) units. ARDEN HILLS REGULAR CITY COUNCIL – DECEMBER 12, 2016 15 Councilmember Holmes understood that the residents in this building would have underground access to the apartment complex with all of the amenities. For this reason, she did not believe the amendment was necessary. Mr. Lux discussed the proposed apartment buildings. He explained residents would be able to migrate from one building to another. It was noted the building behind the hotel would have its own separate set of amenities for the 230-unit complex. He requested 10% of the units within this building be allowed to remain alcoves. Councilmember Holden questioned how other cities were handling alcove sized apartments. Interim City Planner Zweber commented that some cities are embracing the size while others are not. Councilmember Holmes expressed concern with the proposed amendment and believed the City was proposing to spot zone this building. Councilmember Wicklund asked if Councilmember Holden was proposing a zoning change or a specific change to unit sizes. Councilmember Holden stated she was requesting a TRC change to the allowed apartment sizes within a specific building. Councilmember Wicklund stated he would not be supporting the amendment. Councilmember Holden called the question. The amendment failed 2-3 (Holmes, McClung and Wicklund opposed). Councilmember Holden understood senior housing was not an economic engine. She proposed the senior apartment building (Building 23) be made into brownstones for seniors, similar to those on the corner of County Road D and Lake Johanna Boulevard. She commented this would get the City away from institutional senior housing. She supported the same number of units being constructed. AMENDMENT: Councilmember Holden moved and Mayor Grant seconded an amendment requiring the senior apartment building to be made into medium multi-family housing, such as brownstones. Interim City Planner Zweber reviewed the portion of the TRC that would be amended if this were approved by the Council. Mayor Grant questioned if this housing style could be made while maintaining the same density level. Mr. Lux stated this has been addressed within the TRC revisions and noted this block within TC3 had been moved down to a four-story maximum. He commented he has held discussions with ARDEN HILLS REGULAR CITY COUNCIL – DECEMBER 12, 2016 16 Presbyterian Homes about this block. He discussed the framework that has been established for each block of the development and requested the Council to not script what will be placed on each block. He explained his vision for this area of the development was to be pedestrian friendly. He recommended the Council not use the term institutional as this would not be the correct term for the proposed senior housing. Interim City Planner Zweber reviewed the definitions for multi-family and senior housing within the TRC. Councilmember Wicklund believed the option to build brownstones was already available within TC3. He recommended the Council let market demand drive the senior housing on this block. Councilmember Holden did not believe the mall area would be sustainable with the proposed amount of senior housing. She stated she wanted to see a sustainable and unique development. She believed that the brownstones would add vitality to the development in order to create sustainability. Councilmember McClung was of the opinion the proposed amendment was too prescriptive. He anticipated that if the market called for brownstones, brownstones would be constructed. Councilmember Holmes questioned what the proposed amendment would be. Councilmember Holden explained she would like to see only medium multi-family for the building behind the theater. She suggested a definition of brownstones be added to this area. Mayor Grant believed there was a large number of senior units proposed for this development. With that being said, he also understood the number of units had to remain at 1460. He asked how 300 units of institutional senior housing would bring vibrancy to the Town Center. Councilmember McClung pointed out that Arden Hills’ residents were looking to age in place. He thought the market would bear the number of senior units being proposed. Councilmember Holden discussed the numerous senior housing projects that were being constructed around Arden Hills and neighboring communities. Councilmember McClung commented there were a large number of Arden Hills’ residents interested in downsizing to senior housing within the City limits. Councilmember Holmes asked if the entire portion of TC3 would be senior housing. Mr. Lux explained this was the case. He commented the units would be split between independent seniors, memory care, and assisted living. It was noted the percentage of these units has yet to be determined. He anticipated that 200 units would be constructed in Phase I and 100 units would be constructed in Phase II. He discussed the number of visits that these seniors would be receiving on a weekly basis. Councilmember Holden did not believe that the number of visits was accurate. ARDEN HILLS REGULAR CITY COUNCIL – DECEMBER 12, 2016 17 Mayor Grant summarized that the developer was proposing 300 senior units which was roughly 20% of the units within the entire development or 37% of the units within the Town Center. He saw an advantage to having forward momentum in the project by offering senior housing, however he also wanted for the development to remain sustainable. Councilmember Holmes expressed confusion with the proposed amendment. Councilmember Wicklund clarified that Councilmember Holden was proposing a constriction on what could be placed on TC3. He did not support further constriction on this area of the development. Mayor Grant stated all throughout the code there was constriction. He believed the purpose of the TRC was to guide. The amendment failed 1-4 (Mayor Grant, Holmes, McClung and Wicklund opposed). Councilmember Holmes asked if there was any support for reducing the number of senior units within the development. Mayor Grant stated he wanted the Town Center to be vibrant and believed this could occur with independent senior living rather than skilled nursing. Councilmember Wicklund questioned if the Mayor would support a reduction in senior housing units if overall density was increased. Mayor Grant commented he could support 200 senior living units in the Town Center. Councilmember McClung reminded the Council that the viability of the downtown area would not be determined by one or two blocks within the development. He believed the vitality of the Town Center had to do with the entire 470 acres and the access this development would have off of 35W and Highway 96. He believed that seniors these days were vibrant, active and mobile. He discussed how the State of Minnesota was aging and encouraged the Council to consider the value of providing a variety of housing options to allow Arden Hills’ residents to age in place. Councilmember Wicklund asked for a response from the developer on how he would feel about reducing the number of senior units in return for more density. Mr. Lux reported this was an interesting scenario. He stated if 100 units were taken away from seniors, that would put a 100-unit complex elsewhere and this was not popular. He explained how large complexes were necessary for vibrancy and vitality. He discussed how the density and proposed units within TC3 could shift around. Further discussion ensued regarding the redevelopment of the area formerly known as Apache Plaza. ARDEN HILLS REGULAR CITY COUNCIL – DECEMBER 12, 2016 18 Councilmember Holden asked if the City could restrict 50% of the density within TC3 to be independent living. Assistant City Attorney Monge advised this would be problematic. Councilmember McClung questioned what Alatus was hearing from providers in this senior housing field. Mr. Lux stated there would be a progression. He anticipated the assisted living and memory care units would fill over time. He reported the vast majority of the units (60-75%) would be independent living. He commented this percentage would migrate over time as the individuals in the units aged in place. Councilmember Holden asked what the long-term outcome would be for senior apartments. Mr. Lux stated an independent unit could evolve into an apartment complex. He explained he did not see the number of seniors changing over time. Councilmember McClung reported the State Demographer reflected these same numbers. Councilmember Holden stated she would not be supporting the TRC. She believed the City had not done its due diligence to see if the proposed plans were sustainable. Mayor Grant wished there were portions of the plan that were changed, however he indicated he would be offering his support. Councilmember McClung stated he would also be offering his support of the plan. He thanked the City Council and staff for all of their assistance in drafting the TRC. The motion carried 4-1 (Holden opposed). MOTION: Councilmember McClung moved and Councilmember Wicklund seconded a motion to adopt Ordinance 2016-011 Amending Chapter 13 of the Arden Hills City Code, Zoning Code. The motion carried 4-1 (Holden opposed). MOTION: Councilmember McClung moved and Councilmember Wicklund seconded a motion to adopt Ordinance 2016-12 Amending Chapter 13 of the Arden Hills City Code, Zoning Code. The motion carried 4-1 (Holden opposed). MOTION: Councilmember McClung moved and Councilmember Wicklund seconded a motion to Authorize Publication of Summary Ordinances for Ordinance 2016-011 and 2016-12 Amending Chapter 13 of the Arden Hills City Code, Zoning Code. The motion carried (5-0). 9. UNFINISHED BUSINESS None. ARDEN HILLS REGULAR CITY COUNCIL – DECEMBER 12, 2016 19 10. COUNCIL COMMENTS Councilmember McClung thanked Public Works staff for their great work on the watermain break. Councilmember Holmes was pleased the TRC was passed this evening. She thanked staff and the developer for their assistance on this document. Councilmember Holden reported the Chair of the Met Council would be speaking to the North Chamber of Commerce Business Council on Wednesday, December 14th at 7:30 a.m. Mayor Grant thanked everyone who worked on the TRC, in particular Eric Zweber and Andy Brotzler. In addition, he appreciated the efforts of the developer and Ramsey County. He looked forward to this project moving forward. Mayor Grant noted committee assignments would be made in January of 2017. ADJOURN MOTION: Mayor Grant moved and Councilmember Holden seconded a motion to adjourn. The motion carried unanimously (5-0). Mayor Grant adjourned the Regular City Council Meeting at 10:14 p.m. __________________________ __________________________ Julie Hanson David Grant City Clerk Mayor Approved: February 13, 2017 CITY OF ARDEN HILLS, MINNESOTA SPECIAL CITY COUNCIL WORK SESSION DECEMBER 13, 2016 6:00 P.M. - ARDEN HILLS CITY HALL CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor David Grant called to order the Special City Council Work Session at 6:00 p.m. Present: Mayor David Grant, Councilmembers Fran Holmes, Brenda Holden and Dave McClung Excused: Councilmember Jonathan Wicklund Also present: Interim City Administrator Sue Iverson 1. AGENDA ITEMS A. Joint Development Authority (JDA) Chair Interviews ADJOURN Mayor Grant adjourned the Special City Council Work Session at 8:30 p.m. __________________________ __________________________ Sue Iverson David Grant Interim City Administrator Mayor Approved: February 13, 2017 CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL WORK SESSION DECEMBER 19, 2016 5:00 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Grant called to order the City Council Work Session at 5:00 p.m. Present: Mayor David Grant, Councilmembers Brenda Holden, Fran Holmes, Dave McClung and Jonathan Wicklund Absent: None Also present: Interim City Administrator Sue Iverson, Interim City Planner Eric Zweber, Interim Public Works Director/City Engineer Sue Polka, Deputy City Clerk Jolene Trauba, Ramsey County Undersheriff Soukkala, and Ramsey County Deputy Sheriff Casey Councilmember Holmes requested the Council receive comment from the Ramsey County Undersheriff on the Highway 10 and County Road 96 intersection. Mayor Grant suggested item 1D be discussed after Item 1A. 1. AGENDA ITEMS A. Traffic and Speed Ramsey County Undersheriff Terry Soukkala reviewed a report with the Council on traffic and speed. He described how the County addressed speed complaints. Mayor Grant questioned if the number of speed citations was on the rise. Ramsey County Undersheriff Soukkala stated he did not have this information in front of him, but he anticipated that citations were on the rise. He commented that he received far more parking complaints than complaints on speed. He indicated he was more than willing to address this issue on behalf of the City. ARDEN HILLS CITY COUNCIL WORK SESSION – DECEMBER 19, 2016 2 Councilmember Holden discussed the intersection of Red Fox and Lexington Avenue and requested the County pay more attention to this intersection. Ramsey County Undersheriff Soukkala understood this was a very short light and that the signage at this intersection could be improved. He commented he would do his best to better patrol this intersection. Traffic Deputy Casey explained he has not received any traffic complaints from Arden Hills in the past two years. He indicated he could better patrol this intersection, however, he was uncertain if the situation would vastly improve until the signage was addressed. Councilmember Holden discussed another traffic concern on Hamline Avenue near the daycare. She asked that Ramsey County also address the traffic turning left out of the Goodwill. She had concerns about traffic stopping at the Lindey’s stop sign as well. Councilmember Holden questioned how Ramsey County defined a “school speed zone”. Ramsey County Undersheriff Soukkala explained how the County defined this speed zone. Councilmember Holmes believed that this was up to the officer’s discretion given the fact State Statute was unclear. Further discussion ensued regarding how school speed zone signs were to be interpreted. Councilmember Holden recommended the blinking light be shut off when school is not in session. Interim Public Works Director/City Engineer Polka stated another way to address this concern would be to state specifically the hours when the school zone would be enforced. Mayor Grant suggested that the City invite the Ramsey County Sheriff in more than once a year to ensure the City’s traffic concerns are being addressed. He asked that trends be addressed at the next meeting between the Sheriff and the City Council. He thanked the Undersheriff and Traffic Deputy for coming in. D. Highway 10 and County Road 96 Intersection Ramsey County Undersheriff Terry Soukkala reported the accident that occurred at Highway 10 and County Road 96 was under investigation by the County and the State Patrol. He explained there may have been other contributing factors to this accident. He indicated he could make no further comment regarding this matter. Mayor Grant questioned how long the investigation would take for this accident. Ramsey County Undersheriff Terry Soukkala anticipated the investigation would take several months. ARDEN HILLS CITY COUNCIL WORK SESSION – DECEMBER 19, 2016 3 Interim Public Works Director/City Engineer Polka stated the County would be conducting a speed study for this intersection. Councilmember Wicklund suggested that after the Council receives the study results from the County that a standard signal be placed at County Road 96 and Highway 10 and not the flashing yellow light. Mayor Grant agreed the flashing yellow was not the most advisable way to manage this intersection. He supported this intersection becoming more safe and suggested the City Council send a letter to MnDOT recommending the light be changed to yellow and red. Traffic Deputy Casey understood MnDOT wanted all of the intersections to be consistent. Councilmember McClung suggested the Council revisit this issue after the County and State Patrol have completed their studies. Mayor Grant requested this item be placed on the February work session agenda. B. Moratorium Zoning Study and Subcommittee Interim City Planner Zweber explained on October 10, the City Council adopted Ordinance No. 2016-008 An Interim Ordinance Temporarily Prohibiting Land Use Applications and Reviews for Higher Education Uses in Residential, Business, Industrial and Other Zones (moratorium). The moratorium can last up to one year to prepare a study to determine the impacts and benefits from higher education land uses and provide recommendations for possible Zoning Code amendments regarding higher education uses. To develop a scope and budget for this study, staff would request a recommendation from the City Council for the public participation process of the study. Interim City Planner Zweber reported the study will evaluate all higher education uses, including residence halls, classrooms, athletic facilities and campus/community centers, and evaluate if these use are suitable within residential, commercial, industrial and/or institutional zones. The study will evaluate the impacts of each of these higher education uses in the light of traffic and parking; economic development; neighborhood compatibility; and public benefit. To guide this evaluation, the following options for public participation within the study appear appropriate: 1. Review and guidance from the Planning Commission followed by a public Open House, Planning Commission recommendation and City Council adoption. 2. Establishment of a Citizen Advisory Committee of a broad membership to review and provide guidance during the study followed by a public Open House, Planning Commission recommendation and City Council adoption. Interim City Planner Zweber stated for reference, when developing the Guiding Plan for the B2 District, the Citizen Advisory Committee (CAC) was composed of 15 members, two from the Planning Commission, two from the Economic Development Commission, three members from the business community and eight Arden Hills resident members. If the City Council choses to employ a CAC, staff would recommend an 11-member committee that includes: ARDEN HILLS CITY COUNCIL WORK SESSION – DECEMBER 19, 2016 4 • Two City Councilmembers • Two Planning Commissioners • One Economic Development Committee member • One representative from the University of Northwestern • One representative from Bethel University • Two member of the business community (focusing on high technology businesses) • Two Arden Hills residents Councilmember Holmes noted she served on the Citizen Advisory Committee for the B2 District and explained this group was led by Bolton & Menk. Mayor Grant supported the new focus group having members present from the EDC and Planning Commission, in addition to outside consultants. Interim City Planner Zweber believed this process would also benefit by having staff speak with both colleges to see why their campus master plans cannot be implemented. Councilmember Holden suggested the zoning study following the same process as the Comprehensive Plan updates. Councilmember McClung wanted to see this process evaluate where campus was and was not appropriate throughout the City of Arden Hills. He saw this as a Planning Commission and EDC function versus a public committee being formed. He indicated he would welcome comment from the public and the colleges. Mayor Grant questioned how the Council should proceed. Interim City Planner Zweber explained that WSB had individuals on staff that could address traffic and economic development. Councilmember Wicklund supported the Council using the expertise of WSB for this process, along with receiving comments from the EDC and Planning Commission. Councilmember McClung agreed with this recommendation. Councilmember Holden believed the EDC has a very good background on the City’s businesses and for this reason should be involved in the zoning study process. Interim City Planner Zweber stated he would put together a proposal from WSB. C. Arden Hills Notes Proposal Councilmember Wicklund stated the newsletter committee was on the decline and had the potential to decrease even more. He believed there were issues with who would drive the newsletter and the implementation if the committee becomes very small, in addition to who would be driving the newsletter content. He understood the challenge going forward would be to increase the effectiveness and style of the newsletter. He feared that Susan and Mary were ARDEN HILLS CITY COUNCIL WORK SESSION – DECEMBER 19, 2016 5 approaching burn out. He questioned how the Council wanted to address these concerns to ensure the January, February and March newsletters were completed. Councilmember McClung understood these concerns. Councilmember Holden recommended the City’s committees be asked to draft newsletter articles again, as has been done in the past. Councilmember Wicklund encouraged the Council to consider who or what entities should be driving the newsletter. He suggested the Council find one person to drive the newsletter, whether on staff or a resident. He believed the budget for the newsletter needed to be increased in order to improve communication with the public. Interim City Administrator and Director of Finance and Administrative Services Iverson anticipated the City could find a communications college student to assist with the newsletter. Councilmember McClung suggested Mounds View and Irondale journalism students also be considered. Councilmember Holmes questioned if Zipko should be contacted to drive the newsletter as a part of the City’s Communications Director. Mayor Grant anticipated the City’s newsletter would become increasingly important over the coming years as TCAAP developed. Councilmember McClung hoped that the City would be able to keep Mary involved in the newsletter in some capacity. He appreciated her writing ability. Councilmember Holden suggested the City receive input from the new City Administrator on this topic. Councilmember Wicklund agreed with this recommendation. Councilmember McClung commented on New Brighton’s newsletter and noted theirs included Park and Recreation information. Mayor Grant stated he was not opposed to spending more money on the City newsletter as he believed the newsletter was a value to the community. Councilmember Holmes supported the City hiring a local part-time employee for the newsletter, perhaps even Mary, versus hiring Zipko. Councilmember Wicklund indicated he could support this, so long as the newsletter format were tweaked or updated. He suggested Taylor Design Works be contacted to assist with designing a new layout for the newsletter. ARDEN HILLS CITY COUNCIL WORK SESSION – DECEMBER 19, 2016 6 Councilmember Holden stated she supported a new layout for the newsletter, but she also wanted to find people willing and interested in providing content. Mayor Grant recommended this item be addressed again by the Council at the January worksession. E. Data Practices Procedure Manual Update Interim City Administrator and Director of Finance and Administrative Services Iverson stated City staff, under the direction of the City Attorney, has updated the Data Practices Procedure Manual in order to update language to comply with current requirements. Updates include naming the City Clerk as the Responsible Authority and Data Practices Act Compliance Official, adding data security procedures as required by Minn. Stat § 13.05, and minor changes where citation to statutes was outdated or language was unclear. Staff will be requesting the Council formally approve appointing the City Clerk as the Responsible Authority and Data Practices Act Compliance Official, and this item will be presented tonight at the special regular City Council meeting. 2. COUNCIL COMMENTS AND STAFF UPDATES Mayor Grant stated he has seen the preliminary designs for Phase II of Lexington Station and he was quite pleased. He believed the new building was complimentary and would look very nice in this development. He reported the preliminary plans would be reviewed by the Council in January. Councilmember Holden requested the Council consider holding the City Council meetings on the 2nd and 4th Monday’s versus the 2nd and last. Interim City Administrator and Director of Finance and Administrative Services Iverson stated the City was a member of the North Chamber of Commerce and asked if the Council also wanted to belong to the St. Paul Chamber. There was Council consensus was for the City to become a member of the St. Paul Chamber of Commerce. Interim City Administrator and Director of Finance and Administrative Services Iverson indicated Mike Schifsky would be retiring on January 27th. Interim City Planner Zweber stated he was contacted by a realtor that represented a developer that was interested in turning the old City Hall site into townhomes. He requested comment from the Council on this proposal. Councilmember McClung believed the Council needed to determine when the right time to sell would be. ARDEN HILLS CITY COUNCIL WORK SESSION – DECEMBER 19, 2016 7 Councilmember Wicklund stated this property was an underutilized asset and he understood developers were hungry for land. He supported the land being sold and stated the proceeds could be used to assist with the development of the Civic property on TCAAP. Councilmember Holden believed it would be better to sell the property prior to TCAAP being developed. Mayor Grant anticipated a market study would have to be conducted in order to find the proper value for the old City Hall property. He asked if the Council supported townhomes on this property. Councilmember Holmes was in favor of the Council looking into the property sale further. Mayor Grant recommended staff look into the value of the property further. He stated he believed townhomes would be a good fit for this piece of land. Further discussion ensued regarding the history of the old City Hall property and its potential sale. Interim City Planner Zweber asked if the Council was in favor of the developer bringing preliminary plans to be reviewed at the January worksession. Mayor Grant stated he could support reviewing the plans only if the developer understood the City was uncertain if they were willing to sell the land. ADJOURN Mayor Grant adjourned the City Council Work Session at 6:43 p.m. __________________________ __________________________ Jolene Trauba David Grant Deputy City Clerk Mayor Approved: February 13, 2017 CITY OF ARDEN HILLS, MINNESOTA SPECIAL CITY COUNCIL MEETING DECEMBER 19, 2016 ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor David Grant called to order the Special City Council meeting at 6:49 p.m. Present: Mayor David Grant, Councilmembers Brenda Holden, Fran Holmes, Dave McClung and Jonathan Wicklund Absent: None Also present: Interim City Administrator and Director of Finance and Administrative Services Sue Iverson, Interim Public Works Director/City Engineer Sue Polka, Interim City Planner Eric Zweber, and Deputy City Clerk Jolene Trauba 1. CONSENT CALENDAR A. Motion to Approve Consent Agenda Item - Claims and Payroll B. Motion to Cancel the December 27, 2016 Regular City Council Meeting C. Motion to Approve Resolution 2016-045 – 2017 Curbside and Non-Curbside Recycling Fees D. Motion to Approve Personnel Policy E. Motion to Appoint City Clerk as the Responsible Authority and Data Practices Act Compliance Official F. Motion to Approve Data Practices Procedures Manual MOTION: Councilmember Holden moved and Councilmember Wicklund seconded a motion to approve the Consent Calendar as presented and to authorize execution of all necessary documents contained therein. The motion carried unanimously (5-0). 2. PULLED CONSENT ITEMS None. ARDEN HILLS SPECIAL CITY COUNCIL – DECEMBER 19, 2016 2 3. NEW BUSINESS A. Approve New City Administrator Contract Interim City Administrator and Director of Finance and Administrative Services Iverson stated the City’s previous City Administrator retired on October 2, 2015. Since that time, Sue Iverson has been acting as the interim City Administrator. The City Council has been actively searching for a replacement for this position. The City Council authorized the Personnel Committee to enter into negotiations with William Joynes for the position as City Administrator for the City of Arden Hills. The City Attorney has reviewed the contract. The City Council has received his resume under separate cover. Staff recommended the Council approve a contract with William Joynes as the City Administrator for the City of Arden Hills effective January 3, 2017. Mayor Grant spoke to the contract with the new City Administrator noting the initial term was for two years. He commented further on Bill’s resume, along with the flexibility of the City Administrator’s work schedule and the cost saving measures. MOTION: Councilmember McClung moved and Councilmember Holden seconded a motion to approve a contract with William Joynes as the City Administrator for the City of Arden Hills effective January 3, 2017. Councilmember Wicklund questioned what the benefits were of bring Mr. Joynes to the City of Arden Hills. Mayor Grant explained Mr. Joynes had development, HR and Public Works experience. In addition, he was familiar with the City of Arden Hills, which would allow him to hit the ground running in the New Year. He noted he also had negotiation experience. The motion carried (5-0). B. Approval of Joint Development Authority (JDA) Interim City Administrator and Director of Finance and Administrative Services Iverson stated the Joint Powers Agreement (JPA) between the City and Ramsey County for the redevelopment of TCAAP was approved by the City Council in late 2012. The JPA calls for the establishment of a Joint Development Authority (JDA) to implement the TCAAP Master Plan and to oversee the redevelopment process and activities. It was noted the JDA Board is comprised of two members from the City Council, two members from the Ramsey County Board of Commissioners, and one citizen from Arden Hills to be appointed by the City Council. This citizen appointee will be the Chair of the JDA Board and the appointment will be for a two-year term. Staff recommended the Council appoint two members of the City Council to the JDA Board Interim City Administrator and Director of Finance and Administrative Services Iverson reported on Tuesday, December 13, 2016, the City Council interviewed four candidates for the position of JDA Board Chair. All four candidates have experience serving on City Council, ARDEN HILLS SPECIAL CITY COUNCIL – DECEMBER 19, 2016 3 committees and/or commissions. The City Council appreciated the insightful discussions with each candidate during the interview process and felt that all candidates were qualified to serve on the JDA. The City Council needs to have a discussion as to who to appoint as the JDA Chair for 2017-2018. Mayor Grant recommended Brenda Holden be reappointed as a JDA representative. He believed this was in the City’s best interests in order to give a voice to those that oppose the proposed plan. MOTION: Mayor Grant recommended Councilmember Brenda Holden be appointed as a Commissioner on the Joint Development Authority. Councilmember Wicklund asked if there was another member on the City Council that was interested in serving on the JDA. Councilmember McClung stated he was interested in serving on the JDA. He indicated he was concerned with the tone of the JDA meetings and believed the two appointed to this group would have to represent the City well. He believed he would represent the City well and could work with the developer in order to benefit the City. It was his opinion it was time for the JDA to have some new blood. Mayor Grant commented Councilmember McClung and Councilmember Holden were the only two interested in serving on the JDA. He clarified that he too was interested in continuing to serve on the JDA. Councilmember Holden explained she knew the TRC better than anybody in the City. She indicated she would support the plan that was approved by the majority of the Council. Councilmember Wicklund questioned what other liaison duties the Councilmembers would have in 2017. Mayor Grant reviewed the liaison positions and noted final assignments would be approved in January. Councilmember Holmes did not believe that just because a member opposed the TRC plan that they better represented the voice of the City. She too had concerns about the tone at the JDA meetings and for this reason, she supported Councilmember McClung being appointed as a JDA representative. The motion failed 2-3 (Holmes, McClung and Wicklund opposed). MOTION: Mayor Grant recommended Councilmember Dave McClung be appointed as a Commissioner on the Joint Development Authority. The motion carried 3-2 (Mayor Grant and Holden opposed). MOTION: Mayor Grant recommended he be appointed as a Commissioner on the Joint Development Authority. The motion carried (5-0). ARDEN HILLS SPECIAL CITY COUNCIL – DECEMBER 19, 2016 4 Councilmember McClung asked what recommendations the Mayor had for the JDA Chair. Mayor Grant stated he could not consider two of the candidates, David Sand or Steven Jones. He then discussed why he supported Kyle Lassen serving as the JDA Chair. He believed Kyle had a great background in leadership and bringing people together. He anticipated that Jonathan Wicklund would also serve the group well as the Chair. Councilmember Holmes thought the two best candidates would be Jonathan and David Sand. She feared that Kyle Lassen had no background on the TCAAP development when compared to Jonathan Wicklund and David Sand. Councilmember McClung agreed. He believed David Sand and Jonathan Wicklund had more experience with the development and could serve the City well as the Chair of the JDA. Councilmember Holden did not believe that David Sand has kept the City’s best interests in mind while serving as the JDA Chair. She discussed the interviews held with the JDA Chairs and commented David Sand has made things about him and not the City. She commented on Kyle Lassen and Steven Jones’ work history. She believed Jonathan Wicklund should be taken out of consideration given the fact he wasn’t willing to campaign for re-election to the Council. She stated her support for the JDA Chair was for Steven Jones or Kyle Lassen given their level of commitment to the City. Mayor Grant stated David Sand would be his last choice as the JDA Chair. Councilmember Wicklund commented he respected what the Council does and greatly respected the importance of the decision concerning the JDA Chair. He explained he would be abstaining from this vote. His preference would be for the Council to come to a consensus as a group. Mayor Grant stated he could support Jonathan Wicklund or Kyle Lassen as the JDA Chair. Councilmember Holmes indicated her top two candidates were Jonathan Wicklund or David Sand. Mayor Grant did not believe that David Sand properly represented the best interests of the City and commented he was difficult to deal with. He indicated the Chair was supposed to be a neutral position and he wanted to be assured that the individual appointed remained neutral. Councilmember McClung stated three members of the Council have mentioned Jonathan Wicklund as an acceptable Chair for the JDA. Councilmember Holmes recommended the Mayor nominate Jonathan Wicklund to serve as the JDA Chair. MOTION: Mayor Grant recommended Jonathan Wicklund be appointed as Chair of the Joint Development Authority. Councilmember Holden expressed concern with the JDA Chair taking legal advice. ARDEN HILLS SPECIAL CITY COUNCIL – DECEMBER 19, 2016 5 The motion carried 3-1-1 (Holden opposed and Wicklund abstained). ADJOURN MOTION: Mayor Grant moved and Councilmember Holmes seconded a motion to adjourn. The motion carried unanimously (5-0). Mayor Grant adjourned the Special City Council Meeting at 7:38 p.m. __________________________ __________________________ Jolene Trauba David Grant Deputy City Clerk Mayor Approved: February 13, 2017 CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING JANUARY 9, 2017 7:00 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor David Grant called to order the regular City Council meeting at 7:05 p.m. Present: Mayor David Grant, Councilmembers Fran Holmes, Dave McClung and Steve Scott Absent: Councilmember Brenda Holden (excused) Also present: City Administrator Bill Joynes; Interim Assistant Public Works Director/City Engineer Sue Polka; and City Clerk Julie Hanson PLEDGE OF ALLEGIANCE Mayor Grant welcomed newly hired City Administrator Bill Joynes to the City of Arden Hills. 1. APPROVAL OF AGENDA Mayor Grant requested Item 9A be removed from the agenda per the applicant’s request. Mayor Grant requested Item 6C be pulled from the Consent Agenda for discussion as Item 7A. MOTION: Councilmember McClung moved and Councilmember Holmes seconded a motion to approve the meeting agenda as amended. The motion carried 3-0 (Scott abstained). 2. PRESENTATION A. Swearing in Ceremony for Councilmember Dave McClung and Councilmember Steve Scott City Clerk Hanson administered the Oath of Office to Councilmember Dave McClung and Councilmember Steve Scott. ARDEN HILLS CITY COUNCIL – JANUARY 9, 2017 2 B. Mayor Proclamation in Recognition of Mike Schifsky, Public Works Foreman Mayor Grant read a proclamation in full for the record recognizing Public Works Foreman Mike Schifsky for his years of dedicated service to the City of Arden Hills. 3. PUBLIC INQUIRIES/INFORMATIONAL None. 4. STAFF COMMENTS A. Rice Creek Commons (TCAAP) and Joint Development Authority (JDA) Update City Administrator Joynes provided an update on TCAAP stating the Council passed the revised TRC in December. He explained he met with the Chair of the JDA and would continue to become apprised on this development. He indicated the Council’s next action item for TCAAP would be to address how to develop the Civic property. 5. APPROVAL OF MINUTES A. November 28, 2016, Special City Council Work Session B. November 28, 2016, Regular City Council C. December 5, 2016, Special City Council Work Session MOTION: Councilmember Holmes moved and Councilmember McClung seconded a motion to approve the November 28, 2016, Special City Council Work Session meeting minutes, November 28, 2016, Regular City Council meeting minutes; and December 5, 2016, Special City Council Work Session meeting minutes as presented. The motion carried unanimously (4-0). 6. CONSENT CALENDAR A. Motion to Approve Consent Agenda Item - Claims and Payroll B. Motion to Adopt Resolution 2017-001 – Relating to the 2017 Organization of the City of Arden Hills C. Motion to Adopt Resolution 2017-002 – Commission and Committee Appointments D. Motion to Accept Sherri Eisenbraun’s Resignation as Office Support Specialist, Authorization to Appoint Britt Pease as Office Support Specialist and Authorization to Advertise for a Customer Service Specialist E. Motion to Accept Retirement of Mike Schifsky, Public Works Foreman F. Motion to Accept Resignation of Parks, Trails and Recreation Committee Member Steve Scott G. Motion to Cancel the January 23, 2017, Regular City Council Meeting H. Motion to Accept Resignation of Economic Development Commissioner Ed Von Holtum I. Motion to Approve Lift Station No. 11 Reconstruction – Payment No. 3 ARDEN HILLS CITY COUNCIL – JANUARY 9, 2017 3 J. Motion to Approve Ramsey Conservation District Shared Service Agreement K. Motion to Approve Northeast Youth and Family Services 2017 Contract L. Motion to Approve Lake Johana Fire Department Capital Expenditures MOTION: Councilmember McClung moved and Councilmember Holmes seconded a motion to approve the Consent Calendar as presented and to authorize execution of all necessary documents contained therein. The motion carried unanimously (4-0). 7. PULLED CONSENT ITEMS A. Motion to Adopt Resolution 2017-002 – Commission and Committee Appointments Mayor Grant requested the FPAC and EDC appointments be switched. Councilmember McClung clarified that this appointment was addressed under Item 6B of the Consent Agenda. Mayor Grant apologized for the confusion and requested the Council approve Item 7A. MOTION: Mayor Grant moved and Councilmember McClung seconded a motion to adopt Resolution No. 2017-002 – Commission and Committee Appointments. The motion carried (4-0). MOTION: Mayor Grant moved and Councilmember Scott seconded a motion to Reconsider Item 6B on the Consent Agenda as Item 7B. The motion carried (4-0). B. Motion to Adopt Resolution 2017-001 – Relating to the 2017 Organization of the City of Arden Hills Mayor Grant requested the FPAC and EDC appointments be switched. He explained that Councilmember Holden was interested in serving on FPAC and not the EDC. Councilmember McClung stated he would serve as the EDC representative, but noted he may have trouble attending their meetings on Wednesday mornings at 8:00 a.m. Mayor Grant indicated he would be able to serve as an alternate. MOTION: Mayor Grant moved and Councilmember Holmes seconded a motion to adopt Resolution No. 2017-001 – Relating to the 2017 Organization of the City of Arden Hills as amended. The motion carried (4-0). 8. PUBLIC HEARINGS A. TCAAP Development Discussion Opportunity for Residents ARDEN HILLS CITY COUNCIL – JANUARY 9, 2017 4 Mayor Grant stated under the Public Hearing section, citizens would have an opportunity to discuss ideas regarding the TCAAP development. Mayor Grant opened the public hearing at 7:30 p.m. With no one coming forward to speak, Mayor Grant closed the public hearing at 7:31 p.m. B. Consider Approval of Liquor License Application – Nutmeg Brewery City Clerk Hanson reported Bidhipur Brewing Company has requested an On-Sale Wine and Sunday liquor license for their new restaurant, Nutmeg Brewery. Nutmeg Brewery is located at 3673 Lexington Avenue North, Arden Hills, Minnesota. Staff is in receipt of all the necessary paperwork and associated fees, and a background check has been successfully completed by the Ramsey County Sheriff’s Office. City Clerk Hanson explained all required information will be submitted to the Minnesota Department of Public Safety Alcohol & Gambling Enforcement upon approval of the license by the City Council. It should be noted that the business is currently in the process of remodeling, so the City liquor license will not be formally issued until a successful fire inspection has been completed. Staff recommended the Council hold a public hearing regarding an On-Sale Wine and Sunday liquor license for Nutmeg Brewery, located at 3673 Lexington Avenue North, Arden Hills, Minnesota and consider approval of the issuance of an On-Sale and Sunday liquor license for Nutmeg Brewery, located at 3673 Lexington Avenue North, Arden Hills, Minnesota, contingent upon a satisfactory fire inspection. Councilmember Scott asked for clarification relating to the type of liquor license being issued. Mayor Grant stated this type of license is not an off-sale liquor license, such as the license issued to Cub Discount Liquor. City Clerk Hanson concurred and indicated the license would be for consumption on the premises only, including Sundays. Mayor Grant opened the public hearing at 7:32 p.m. With no one coming forward to speak, Mayor Grant closed the public hearing at 7:33 p.m. MOTION: Councilmember McClung moved and Councilmember Holmes seconded a motion to approve the issuance of an On-Sale and Sunday Liquor License for Nutmeg Brewery, located at 3673 Lexington Avenue North in Arden Hills, contingent upon a satisfactory fire inspection. The motion carried (4-0). 9. NEW BUSINESS A. Planning Case 16-029 – Bremer Bank Master & Final PUD, CUP, Preliminary & Final Plat – 4061 Lexington Avenue ARDEN HILLS CITY COUNCIL – JANUARY 9, 2017 5 This item was removed from the agenda per the applicant’s request. 10. UNFINISHED BUSINESS None. 11. COUNCIL COMMENTS Councilmember Scott thanked Councilmember Wicklund for serving the City over the past year. He discussed his public service in Arden Hills which involved serving as an election judge and as a Committee Member on the Parks, Trail sand Recreation Committee. He commended the Arden Hills citizens for turning out and voting at the recent election. Councilmember Holmes wished Mike Schifsky well in his retirement and welcomed Bill Joynes to the City of Arden Hills as the new City Administrator. Councilmember McClung wished Mike Schifsky a long and healthy retirement, stating he was an extremely valuable member of the Public Works Department. He welcomed Councilmember Scott to the City Council and believed he would be a great addition. In addition, he looked forward to working with newly hired City Administrator Joynes. Mayor Grant requested the Public Works department address the directional sign on County Road E2 in the median adjacent to Arden Plaza. He explained this sign has been knocked down four times due to poor visibility. He suggested a reflective cylinder be placed around the sign. Mayor Grant suggested staff create new contact cards for the City Councilmembers. Mayor Grant welcomed City Administrator Joynes to the City of Arden Hills. He looked forward to working with Mr. Joynes. Mayor Grant thanked Mike Schifsky for his numerous years of dedicated service to the City and wished him well in his retirement. Mayor Grant welcomed Councilmember Scott to the City Council and stated he looked forward to working with him. ADJOURN MOTION: Councilmember McClung moved and Councilmember Holmes seconded a motion to adjourn. The motion carried unanimously (4-0). Mayor Grant adjourned the Regular City Council Meeting at 7:37 p.m. __________________________ __________________________ Julie Hanson David Grant City Clerk Mayor Approved: February 13, 2017 CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL WORK SESSION JANUARY 17, 2017 5:00 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Grant called to order the City Council Work Session at 5:02 p.m. Present: Mayor David Grant, Councilmembers Brenda Holden, Fran Holmes, Dave McClung (arrived at 5:15 p.m.) and Steve Scott Absent: None Also present: Interim Public Works Director/City Engineer Andy Brotzler, Interim Assistant Public Works Director/City Engineer Sue Polka, Senior Planner Matthew Bachler, Interim City Planner Eric Zweber, Deputy City Clerk Jolene Trauba, Nicholas Roberts, Roberts Management and Benjamin Lieser, Roberts Management 1. AGENDA ITEMS A. Public Works Update • School Signs, Water Main, Sewer & Future Reconstruction Projects • 2017 Trail Improvement Projects • County Road E/Snelling Avenue Bridge Lighting • Old Snelling Trail Project Interim Assistant Public Works Director/City Engineer Polka provided the Council with updates on various public works items. She discussed the County Road E2 speed limit sign, water main improvements, the sewer lining rehabilitation project, and future street rehabilitation projects. She commented on the County Road E2 sign and recommended the Council consider upgrading the sign and posting signs with the times the 30 mile an hour speed limit was in force. Councilmember Scott supported the Council proceeding with Option #2. Interim Assistant Public Works Director/City Engineer Polka described how this sign could be programmed with the school calendar and times. She commented further on the benefits of having the sign flashing at only certain times versus constantly. ARDEN HILLS CITY COUNCIL WORK SESSION – JANUARY 17, 2017 2 Mayor Grant recommended Option #2 be pursued as well as this was a matter of public safety. Councilmember Holmes agreed. Councilmember Holden supported spending $16,000 in another manner. Mayor Grant believed the community would appreciate the Council taking action to increase safety near the school. Councilmember Holden asked if the City could repurpose the existing sign. Interim Assistant Public Works Director/City Engineer Polka stated the sign could be relocated within the City. Councilmember Holden suggested the sign be placed near Perry Park to increase safety for the children trying to reach the park. The Council directed staff to pursue quotes for the new sign according to Option #2. Interim Assistant Public Works Director/City Engineer Polka discussed the water main projects scheduled for 2017. She provided further comment on the project near Highway 10 and noted this project would benefit the TCAAP development. Mayor Grant questioned how much of the roadway would have to be replaced for this project. Interim Assistant Public Works Director/City Engineer Polka stated directional drilling could possibly be completed to reduce the impact on the roadway. She commented the County would allow the City to open cut the road and noted an entire overlay would not be required. She recommended the trail paving and watermain be completed at the same time. Councilmember Holden asked if the City had funds set aside for both of these projects. Interim Assistant Public Works Director/City Engineer Polka reported this was the case. She then reviewed with the Council the sewer lining projects planned for the coming year. Mayor Grant requested staff provide the Council with additional information to ensure the worst sewer lines were being proposed for relining. Councilmember Holden agreed with this recommendation. Interim Assistant Public Works Director/City Engineer Polka discussed the street reconstruction projects identified within the CIP. She noted the only project identified within the CIP was Old Snelling from Highway 51 to County Road E and this work would be completed in 2019. She commented on the streets slated for work in 2017 through 2019. Councilmember McClung recommended the Floral Drive neighborhood be reconstructed in 2017. He understood this neighborhood was encouraging the City to fix their streets. ARDEN HILLS CITY COUNCIL WORK SESSION – JANUARY 17, 2017 3 Interim Public Works Director/City Engineer Brotzler stated because this was a small service area and the residents were supportive, he could begin the feasibility report process and begin drafting plans. Councilmember Holden believed the City should be giving these residents a little bit of time to take in the project and to prepare for the assessment. Councilmember McClung agreed with this recommendation and for this reason, he recommended the project remain in 2018. Interim Assistant Public Works Director/City Engineer Polka reviewed three trail projects that were proposed to be completed in the Capital Improvement Plan for 2017: • Highway 96 between existing walk east of Highway 10 and Hamline Avenue N • County Road E2 between Cleveland Avenue SW and New Brighton Road • County Road F W between Hamline Avenue N and the existing trail (approx. 400 feet) Interim Assistant Public Works Director/City Engineer Polka requested feedback from the Council on the proposed trail segments. Councilmember Holden questioned the expense of each trail segment. Interim Assistant Public Works Director/City Engineer Polka stated the rough estimates are slightly higher than the amounts slated within the CIP. Councilmember Holden supported a trail being completed near Valentine Lake Road to Bethel Drive instead of the Highway 96 trail. Councilmember McClung stated in terms of priorities, until building are completed on TCAAP, he believed a trail along Highway 96 could wait. He understood residents were interested in connecting the Bethel Trail to the Safe Routes to School on E2 to Valentine Park. Mayor Grant agreed there was not a pressing need to complete the Highway 96 trail at this time. Interim Assistant Public Works Director/City Engineer Polka commented on the lighting over the County Road E Bridge. She explained two decorative light fixtures currently provide light to the County Road E bridge over Snelling Avenue. It was noted the existing lights do not provide the recommended foot-candle levels for a concrete sidewalk in a commercial area (0.9 fc). The City Council directed staff to investigate new lighting options. Interim Assistant Public Works Director/City Engineer Polka stated WSB & Associates considered three different scenarios for lighting the bridge: no lights, existing lanterns, and LED shoebox lights. They found that replacing the existing lanterns with the LED shoebox lights would provide adequate lighting in accordance with standards for sidewalks in commercial areas. Forest Lake Contracting provided a product overview of an LED shoebox light and an estimated cost for removing and salvaging the existing lanterns and installing the new LED lights. It was ARDEN HILLS CITY COUNCIL WORK SESSION – JANUARY 17, 2017 4 estimated the total cost would be $6,999. Staff has worked with Forest Lake Contracting in the past and found their work to be acceptable and recommend accepting their proposal. Councilmember Scott questioned why the trail along this bridge was placed on the south side. Mayor Grant reported this decision was made by MnDOT. He requested staff make sure the new lights would flood the bridge with light for crossing pedestrians and vehicles. Interim Assistant Public Works Director/City Engineer Polka indicated she would review the photometric plans further and would report back to the Council at a future meeting. Interim Assistant Public Works Director/City Engineer Polka discussed the Old Snelling trail with the Council. She explained the City has an agreement with Bethel University to construct the Old Snelling Trail from Bethel Drive to County Road E and County Road E from Old Snelling Avenue to Freeway Park by the end of 2018. On September 26, 2016, the City Council awarded a contract to Elfering & Associates for the preliminary trail design. Elfering has completed a survey, wetland delineations, preliminary design and a feasibility report for the Old Snelling Trail. She discussed the neighborhood meeting and the feedback received at this meeting. The preliminary costs for the project were reviewed. Staff provided further comment on this project and asked for questions or comments from the Council. Councilmember Holden asked if the trail along County Road E would be adjacent to the curb. Interim Assistant Public Works Director/City Engineer Polka stated there would be a five- foot shoulder between the road and the trail, with another two feet between the trail and the curb to allow for proper stormwater drainage. She explained no additional right-of-way would be necessary for the trail. Mayor Grant questioned what the implications were of putting the trail section adjacent to the curb. Interim Assistant Public Works Director/City Engineer Polka explained the stormwater mitigation would have to be properly managed along with snow removal. Further discussion ensued regarding trail maintenance. Councilmember Holden understood the City did not have a sidewalk snow removal policy. She asked if the City would be plowing this trail/sidewalk. Interim Assistant Public Works Director/City Engineer Polka stated the City did not have a dry sidewalk policy. She noted however, the City did have priorities that were established for its trails. Councilmember Holden requested trail be pushed closer to the curb along County Road E. Mayor Grant agreed with this recommendation. He asked if anything within the feasibility report had changed since the neighborhood meeting. ARDEN HILLS CITY COUNCIL WORK SESSION – JANUARY 17, 2017 5 Interim Assistant Public Works Director/City Engineer Polka reported the feasibility report has not changed. B. Lexington Station Master PUD Amendment and Phase 2 Final PUD Senior Planner Bachler explained in 2013, the City approved a Master PUD for the Lexington Station redevelopment project at the southwest corner of Lexington Avenue and Red Fox Road. The total project area is 7.57 acres in size and is comprised of three separate parcels (3833 and 3771 Lexington Avenue and 1120 Red Fox Road). Senior Planner Bachler stated Roberts Management has requested a concept plan review for proposed modifications to the Master PUD based on changes in market demand and from lessons learned during Phase 1 of the development. For Phase 2, the existing building at 1120 Red Fox Road would be completely demolished and a new 16,922 square foot retail/office building would be constructed in its place. The building would be repositioned closer to the western property boundary, which would allow for construction of a greater number of parking stalls to serve the two buildings. A drive-up window has also been added on the south side of the building. Senior Planner Bachler indicated for Phase 3, the footprint of the multi-tenant commercial building on Lexington Avenue has been reduced to 15,210 square feet. A drive-up window has also been added on the north side of the building and would be accessed by a drive lane along the east side of the building. The two retail/office buildings would be replaced by one 17,841 square foot retail building at the southwest corner of the site. The original proposal had included some underground parking for the two retail/office buildings and this would be replaced by additional surface parking. Senior Planner Bachler reported Roberts Management anticipates submitting an application for the Master PUD Amendment and the Final PUD for Phase 2 in early 2017. Phase 2 would commence this year with the demolition of the existing building at 1120 Red Fox Road and expansion of the shared parking area for Phases 1 and 2. Construction on the Phase 2 building would likely take place during 2018. Phase 3 is expected to be completed between 2021 and 2023. Staff has not completed an evaluation of the modified plans based on the City’s zoning requirements. A detailed analysis would be part of a formal application and review for a Master PUD Amendment and Phase 2 Final PUD. However, it does not appear the proposal would significantly change the approved Lexington Station concept plan. The overall density of development would decrease from 94,634 square feet to 65,313 square feet and the number of surface parking stalls would increase from 339 to 435. With the reduction in building space and the additional surface parking provided, staff believes that some of the parking constraints experienced with Phase 1 would be addressed. Senior Planner Bachler stated the proposal to demolish the existing building at 1120 Red Fox Road instead of remodeling will allow the developer to have a more cohesive building design across the three phases. Roberts Management has provided conceptual elevation plans for the Phase 2 building. The building would have an architectural design closely matching the Phase 1 building and would be constructed primarily of masonry brick with prominent tower features at the north and south ends of the building. ARDEN HILLS CITY COUNCIL WORK SESSION – JANUARY 17, 2017 6 Senior Planner Bachler explained the existing access driveway on Lexington Avenue would be maintained during Phase 2. The developer has provided a site plan showing internal traffic circulation with the completion of Phase 2. In conjunction with Phase 3, a new access driveway would be constructed in alignment with the Target service road. The approved Development Agreement for Lexington Station states that Ramsey County will condition approval of this new driveway on the installation of necessary traffic controls at the intersection, which may include a signal. The two access driveways on Red Fox Road would remain as well. Modifications may be required to these driveways to accommodate the Phase 2 development. Nicholas Roberts, Roberts Management, thanked the Council for their time. He discussed the success of Phase I of Lexington Station and hoped Phase II would also enhance the community. He provided further comment on the Phase II plans and looked forward to hearing the Council’s questions and comments. Mayor Grant questioned how many bays Phase II would have. Mr. Roberts indicated Phase II would have 10 to 12 bays. Mayor Grant was pleased that all of the tenants would be able to be seen when traffic enters the property and believed this would assist in drawing visitors to the development. Councilmember McClung agreed and stated his only concern with the development was the west elevation of the Phase II building. He believed this this elevation was too plain. He suggested the back side of the building be more broken up. Councilmember Holden was happy to see the development had more parking. She expressed concern with the lack of greenspace within Phase II. She asked if Phase II would include any outdoor eateries. Mr. Roberts anticipated the north side of the building could have an outdoor eating space. Councilmember Holmes questioned if a drive-up window would be allowed. Senior Planner Bachler stated flexibility may be needed through the PUD process in order to allow a drive-thru window for Phase II and Phase III. Councilmember Holden recommended the applicant offer more handicap parking near the future anchor spots within the development. Mayor Grant questioned what the future anchor tenants may be. Mr. Roberts stated the anchor spaces would accommodate a small box retail store, such as Trader Joe’s. Mayor Grant summarized the consensus of the Council as being favorable for the Phase II plans of Lexington Station. ARDEN HILLS CITY COUNCIL WORK SESSION – JANUARY 17, 2017 7 Mr. Roberts thanked the Council for their feedback. C. Higher Education Moratorium Study Proposal Interim City Planner Zweber stated on October 10, 2016, the City Council adopted Ordinance No. 2016-008 An Interim Ordinance Temporarily Prohibiting Land Use Applications and Reviews for Higher Education Uses in Residential, Business, Industrial and Other Zones (moratorium). The moratorium can last up to one year to prepare a study to determine the impacts and benefits from higher education land uses and provide recommendations for possible Zoning Code and/or Comprehensive Plan amendments regarding higher education uses. The City Council discussed at the December 19, 2016 Work Session that the study would involve the economic impact of higher education uses within the commercial and employment zones and would be led by the Planning Commission with the assistance of the Economic Development Commission. Interim City Planner Zweber commented that based on the direction given by the City Council, WSB and Associates has prepared a proposal to conduct the planning and economic development study. The study is comprised of seven components: • Background gathering and analysis of the existing Campus Master Plans for the University of Northwestern and Bethel University. • Analysis of the Commercial and Employment Uses currently allowed in the various Commercial and Industrial Zones. • Analysis of the Employment and Economic Activity that results from the allowed Commercial and Employment Uses. • The regulation of Higher Education Uses within other communities. • Analysis of existing parcels and buildings within the Commercial and Industrial zones. • Preparation of a Final Report. • Zoning Code and Comprehensive Plan Amendments based on the Report’s recommendations. Interim City Planner Zweber reported the primary contributors to the study will be Eric Zweber, Senior Planner, and Jim Gromberg, Economic Development Specialist. Eric Zweber has more than 15 years of planning and zoning experience at multiple communities and Jim Gromberg has more than 25 years of economic development experience, including most recently with the Minnesota Department of Employment and Economic Development (DEED). Interim City Planner Zweber explained this scope of the study has a proposed total cost of $30,000. The cost is broken out by individual costs within the proposal. The proposal also includes a schedule that would implement any Zoning Code or Comprehensive Plan amendments by September 2017, just before the moratorium would expire. Staff requests that the City Council review the proposal and recommend any revisions to the scope of the proposal that are desired. If the City Council is supportive of the scope of the proposal, then the proposal would be placed on the February 13 City Council meeting for formal approval. Please take note that the proposed schedule includes the Planning Commission beginning the study at their February 8 meeting. Staff reviewed the proposed project timeline in further detail with the Council and requested feedback. ARDEN HILLS CITY COUNCIL WORK SESSION – JANUARY 17, 2017 8 Councilmember Holden understood higher education was allowed in the B-1, B-2, B-3 and B-4 zoning districts. Senior Planner Bachler stated higher education is a conditional use in the B-1, B-2, B-4 and Civic Center Districts, and allowed with a PUD in the R-1 District. He noted higher education was not allowed in the R-2, R-3, R-4, Neighborhood Business, B-3, Gateway Business, I-Flex, I-1 or I-2 zoning districts. Councilmember Holden asked if the I-Flex area should be further reexamined by the Council prior to this study being completed. Interim City Planner Zweber described how the study was set up, noting all uses would be investigated for the I-Flex zoning district and not just higher education. Councilmember Holden questioned if the campus master plan and the availability of on campus space would be taken into consideration. Interim City Planner Zweber reported this information would be taken into consideration and conversations would be held with the institutions. Councilmember Holden questioned if the Council had the ability to extend the moratorium. Interim City Planner Zweber stated the Council would have the option of extending the moratorium once for six months past October of 2017. Councilmember Holmes asked if the study had to be considered by the Planning Commission every month. She believed some of the meetings or discussion topics could be compressed. It was her opinion the Council could review and have the matter approved prior to October 2017. Mayor Grant supported the meeting topics for the Planning Commission being compressed as well. Interim City Planner Zweber suggested a joint meeting be held with the Planning Commission to assist in conveying the intention of the study. Mayor Grant stated perhaps too much of the project was being placed on the Planning Commission and some of the issues could be addressed by the City Council. He wanted to be sure there was a mechanism for Council feedback as the study progressed. Councilmember Holmes agreed. There was Council consensus for the WSB to proceed with the project. Interim City Planner Zweber stated he would modify the project timeline based on the Council’s comments and would report back to the Council at their first meeting in February. 2. COUNCIL COMMENTS AND STAFF UPDATES ARDEN HILLS CITY COUNCIL WORK SESSION – JANUARY 17, 2017 9 Councilmember Scott stated last week was his first Council meeting. He questioned what constituted a quorum. Mayor Grant reported a quorum was three Councilmembers. Councilmember McClung questioned when the next Council worksession would be held. Mayor Grant indicated the meeting would be held on Monday, January 30th at 5:00 p.m. ADJOURN Mayor Grant adjourned the City Council Work Session at 7:02 p.m. __________________________ __________________________ Jolene Trauba David Grant Deputy City Clerk Mayor Page 1 of 1 DATE: February 13, 2017 TO: Honorable Mayor and City Council Members FROM: Sue Iverson, Director of Finance and Administrative Services, Ashley Bertrand, Accounting Analyst SUBJECT: Claims & Payroll Requested Action: 1. Motion to Approve Consent Agenda Item – Claims and Payroll Supporting Documents: Payroll 2017 Payroll #1 ...................................................................................... $ 91,732.27 2017 Payroll #2 ...................................................................................... $ 86,532.59 2017 Payroll #2-1 ................................................................................... $ 2,822.42 2017 Payroll #3 ...................................................................................... $ 80,232.87 Total Payroll $ 261,320.15 Accounts Payable Claims Through 2/10/2017 Paid Claims (Bank Fees) ........................................................................ $ 1,393.11 Paid Claims (Check No 46322-Check No 46395) ................................. $ 484,815.20 Paid Claims (Check No 46397-Check No 46410) ................................. $ 9,684.60 Paid Claims (Check No 46396-Check No 46396) ................................. $ 189,743.77 Paid Claims (Check No 46411-Check No 46413) ................................. $ 7,643.88 Total Accounts Payable $ 495,466.04 Total Claims $ 756,786.19 CONSENT ITEM 5A MEMORANDUM CITY OF ARDEN HILLS PAYROLL # 1 CHECKS DATED: 01/13/17 Biweekly: 12/24/16 - 01/06/17 EMPLOYEE DEDUCTIONS AMT.Payment Method FIT 5,797.22 EFT SIT 2,394.20 EFT FICA Oasdi 3,755.58 EFT FICA Medicare 878.33 EFT TOTAL TAXES 12,825.33 Health Premium 2,646.25 A/P Check* Dental Premium A/P Check* FSA Health Care Reimb. 145.83 A/P Check* FSA Dependent Care Reimb. 208.33 A/P Check* TOTAL FLEXIBLE SPENDING 3,000.41 HSA Health Saving 886.72 Health Care Savings Plan EFT Health Care Savings Plan-2% 241.05 EFT Health Care Savings Plan-4% 685.54 EFT TOTAL HEALTH SAVINGS 1,813.31 PERA 3,889.97 EFT ICMA 922.96 EFT Central Pension Fund-Union 691.20 A/P Check* MN State Retirement System 593.52 EFT TOTAL RETIREMENT 6,097.65 IUOE 49 Dues (Union) 153.00 A/P Check* LTD/STD Insurance 1,062.04 A/P Check* PERA Life Insurance 32.00 A/P Check* Life/Addl/Dep Life 171.65 A/P Check* UNUM 42.55 A/P Check* AFLAC 191.58 EFT Avesis-Vision Care 5.43 A/P Check* TOTAL VOLUNTARY 1,658.25 Total Employee Deductions 25,394.95 Net Payroll Direct Deposit 40,183.91 EFT Gross Payroll Tie-Out 65,293.34 STD/LTD Gross - Up Plus City Paid Benefit 26,438.93 ICMA Benefit Held 0.00 TOTAL PAYROLL COST 91,732.27 FICA TIE-OUT Gross Payroll 65,293.34 Less Total FSA 3,000.41 Plus Employer Match ICMA 0.00 Plus ICMA Benefit Held 0.00 Net P/R Subject to FICA 62,292.93 FICA Oasdi @ 6.20% 3,755.58 FICA Medicare @ 1.45% 878.33 Note: Federal and State Payroll Tax obligations are satisfied by means of utilizing the "Taxtel" Electronic Tax Deposit Service. Trans- fers are typically made two business days after the payroll date. * A/P Checks can be found on the ACCOUNTS PAYABLE Check Approval report. Checks may be paid this week or the following week. 85.10 4,488.43 85.10 0.00 15,062.57 1,268.11 16,330.68 900.81 900.81 4,488.43 4,633.91 CITY BENEFIT 3,755.58 878.33 CITY OF ARDEN HILLS PAYROLL # 2 CHECKS DATED: 01/27/17 Biweekly: 01/07/17 - 01/20/17 EMPLOYEE DEDUCTIONS AMT.Payment Method FIT 6,021.44 EFT SIT 2,330.92 EFT FICA Oasdi 4,468.86 EFT FICA Medicare 1,045.13 EFT TOTAL TAXES 13,866.35 Health Premium 2,119.28 A/P Check* Dental Premium A/P Check* FSA Health Care Reimb. 145.83 A/P Check* FSA Dependent Care Reimb. 208.33 A/P Check* TOTAL FLEXIBLE SPENDING 2,473.44 HSA Health Saving 961.72 Health Care Savings Plan EFT Health Care Savings Plan-2% 223.43 EFT Health Care Savings Plan-4% 657.54 EFT TOTAL HEALTH SAVINGS 1,842.69 PERA 3,805.75 EFT ICMA 840.36 EFT Central Pension Fund-Union 691.20 A/P Check* MN State Retirement System 600.86 EFT TOTAL RETIREMENT 5,938.17 IUOE 49 Dues (Union) 153.00 A/P Check* LTD/STD Insurance A/P Check* PERA Life Insurance 40.00 A/P Check* Life/Addl/Dep Life 171.65 A/P Check* UNUM 42.55 A/P Check* AFLAC 191.58 EFT Avesis-Vision Care 5.43 A/P Check* TOTAL VOLUNTARY 604.21 Total Employee Deductions 24,724.86 Net Payroll Direct Deposit 51,860.84 EFT Gross Payroll Tie-Out 76,585.70 STD/LTD Gross - Up Plus City Paid Benefit 9,946.89 ICMA Benefit Held 0.00 TOTAL PAYROLL COST 86,532.59 FICA TIE-OUT Gross Payroll 76,585.70 Less Total FSA 2,473.44 Plus Employer Match ICMA 0.00 Plus ICMA Benefit Held 0.00 Net P/R Subject to FICA 74,112.26 FICA Oasdi @ 6.20% 4,468.86 FICA Medicare @ 1.45% 1,045.13 Note: Federal and State Payroll Tax obligations are satisfied by means of utilizing the "Taxtel" Electronic Tax Deposit Service. Trans- fers are typically made two business days after the payroll date. * A/P Checks can be found on the ACCOUNTS PAYABLE Check Approval report. Checks may be paid this week or the following week. 0.00 4,391.23 0.00 0.00 41.67 41.67 4,391.23 5,513.99 CITY BENEFIT 4,468.86 1,045.13 CITY OF ARDEN HILLS PAYROLL # 2-1 CHECKS DATED: 01/27/17 Biweekly: 01/07/17 - 01/20/17 EMPLOYEE DEDUCTIONS AMT.Payment Method FIT 0.00 EFT SIT 0.00 EFT FICA Oasdi 0.41 EFT FICA Medicare 0.10 EFT TOTAL TAXES 0.51 Health Premium A/P Check* Dental Premium A/P Check* FSA Health Care Reimb.A/P Check* FSA Dependent Care Reimb.A/P Check* TOTAL FLEXIBLE SPENDING 0.00 HSA Health Saving Health Care Savings Plan 2,814.74 EFT Health Care Savings Plan-2%EFT Health Care Savings Plan-4%EFT TOTAL HEALTH SAVINGS 2,814.74 PERA 0.43 EFT ICMA EFT Central Pension Fund-Union A/P Check* MN State Retirement System EFT TOTAL RETIREMENT 0.43 IUOE 49 Dues (Union)A/P Check* LTD/STD Insurance A/P Check* PERA Life Insurance A/P Check* Life/Addl/Dep Life A/P Check* UNUM A/P Check* AFLAC EFT Avesis-Vision Care A/P Check* TOTAL VOLUNTARY 0.00 Total Employee Deductions 2,815.68 Net Payroll Direct Deposit 5.73 EFT Gross Payroll Tie-Out 2,821.41 STD/LTD Gross - Up Plus City Paid Benefit 1.01 ICMA Benefit Held 0.00 TOTAL PAYROLL COST 2,822.42 FICA TIE-OUT Gross Payroll 2,821.41 Less Total FSA 0.00 Plus Employer Match ICMA 0.00 Plus ICMA Benefit Held 0.00 Net P/R Subject to FICA 2,821.41 FICA Oasdi @ 6.20% 0.41 FICA Medicare @ 1.45% 0.10 Note: Federal and State Payroll Tax obligations are satisfied by means of utilizing the "Taxtel" Electronic Tax Deposit Service. Trans- fers are typically made two business days after the payroll date. * A/P Checks can be found on the ACCOUNTS PAYABLE Check Approval report. Checks may be paid this week or the following week. 0.51 CITY BENEFIT 0.41 0.10 0.00 0.00 0.00 0.50 0.00 0.50 CITY OF ARDEN HILLS PAYROLL # 3 CHECKS DATED: 02/10/17 Biweekly: 01/21/17 - 02/03/17 EMPLOYEE DEDUCTIONS AMT.Payment Method FIT 5,222.55 EFT SIT 2,129.73 EFT FICA Oasdi 3,226.29 EFT FICA Medicare 754.53 EFT TOTAL TAXES 11,333.10 Health Premium 2,196.46 A/P Check* Dental Premium A/P Check* FSA Health Care Reimb. 145.83 A/P Check* FSA Dependent Care Reimb. 208.33 A/P Check* TOTAL FLEXIBLE SPENDING 2,550.62 HSA Health Saving 961.72 Health Care Savings Plan EFT Health Care Savings Plan-2% 216.67 EFT Health Care Savings Plan-4% 534.66 EFT TOTAL HEALTH SAVINGS 1,713.05 PERA 3,514.25 EFT ICMA 390.48 EFT Central Pension Fund-Union 614.40 A/P Check* MN State Retirement System 126.80 EFT TOTAL RETIREMENT 4,645.93 IUOE 49 Dues (Union) 136.00 A/P Check* LTD/STD Insurance 1,001.85 A/P Check* PERA Life Insurance 40.00 A/P Check* Life/Addl/Dep Life 83.00 A/P Check* UNUM 42.55 A/P Check* AFLAC 191.58 EFT Avesis-Vision Care 5.43 A/P Check* TOTAL VOLUNTARY 1,500.41 Total Employee Deductions 21,743.11 Net Payroll Direct Deposit 34,749.44 EFT Gross Payroll Tie-Out 56,492.55 STD/LTD Gross - Up Plus City Paid Benefit 23,740.32 ICMA Benefit Held 0.00 TOTAL PAYROLL COST 80,232.87 FICA TIE-OUT Gross Payroll 56,492.55 Less Total FSA 2,550.62 Plus Employer Match ICMA 0.00 Plus ICMA Benefit Held 0.00 Net P/R Subject to FICA 53,941.93 FICA Oasdi @ 6.20% 3,226.29 FICA Medicare @ 1.45% 754.53 Note: Federal and State Payroll Tax obligations are satisfied by means of utilizing the "Taxtel" Electronic Tax Deposit Service. Trans- fers are typically made two business days after the payroll date. * A/P Checks can be found on the ACCOUNTS PAYABLE Check Approval report. Checks may be paid this week or the following week. 77.70 4,054.90 77.70 0.00 13,754.11 1,134.75 14,888.86 738.04 738.04 4,054.90 3,980.82 CITY BENEFIT 3,226.29 754.53 General Ledger Journal Entry Proof List User: Printed: Batch: Account Number dave.perrault 2ll0l2$17 - 7:42 AM 60002.01.2017 Account Description Debit Amount Credit Amount Line Description System Reference S Project Management Journal Entry: 149 -01 -201'l 10141500-,14371 l0l-41500-,14371 10141500-,14371 101-4150044376 101-00000-10100 Journal Entry Totals Journal Entry Balance Report Totals: Journal Entry D ate: 0l l3 I 120 17 CC Processing Fees CC Processing Fees CC Processing Fees Bank Service Charges Gen Cash & Investments 2[.21 518.95 21.69 641.24 0.00 0.00 To account for Jan Credit Card and Bank Fees 0.00 To account for Jan Credit Card and Bank Fees 0.00 To account forJan Credit Card and Bank Fees 0.00 To account for Jan Credit Card and Bank Fees 1,393.1 I To account for Jan Credit Card and Bank Fees I ,393.1 I 1,393.1 l I,393.1 I 0.00 l ,393.1 I 0.00 Gl-Joumal Entry Proof List (211012017 - 7:42 AM)Page I Accounts Payable User: Printed: ashley.bertrand 2/10/2017 7:28 AM Checks by Date - Detail by Check Date Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 0602 US BANK 01/11/2017ACH Arvidson-111216 Nov/Dec 16 Expenses Nov/Dec 16 Expenses 46.67 Arvidson-111216 Nov/Dec 16 Expenses Nov/Dec 16 Expenses 46.65 Arvidson-111216 Nov/Dec 16 Expenses Nov/Dec 16 Expenses 46.67 Christof-111216 Nov/Dec 16 Expenses 37.48 Christof-111216 Nov/Dec 16 Expenses 46.67 Christof-111216 Nov/Dec 16 Expenses 46.67 Christof-111216 Nov/Dec 16 Expenses 46.79 Christof-111216 Nov/Dec 16 Expenses 58.78 Christof-111216 Nov/Dec 16 Expenses -127.48 Christof-111216 Nov/Dec 16 Expenses 155.28 Christof-111216 Nov/Dec 16 Expenses 46.65 Christof-111216 Nov/Dec 16 Expenses 142.45 DSchifsk-111216 Nov/Dec 16 Expenses 40.48 DSchifsk-111216 Nov/Dec 16 Expenses 220.76 DSchifsk-111216 Nov/Dec 16 Expenses 53.91 DSchifsk-111216 Nov/Dec 16 Expenses 15.99 DSchifsk-111216 Nov/Dec 16 Expenses 36.06 Hanson-111216 Nov/Dec 16 Expenses Nov/Dec 16 Expenses 11.25 Mikacevi-111216 Nov/Dec 16 Expenses 319.00 Mikacevi-111216 Nov/Dec 16 Expenses 228.57 Mikacevi-111216 Nov/Dec 16 Expenses 45.14 Mikacevi-111216 Nov/Dec 16 Expenses 33.83 Mikacevi-111216 Nov/Dec 16 Expenses 422.14 Mooney-111216 Nov/Dec 16 Expenses 36.36 MSchifsk-111216 Nov/Dec 16 Expenses Nov/Dec 16 Expenses 111.96 Nowlan-111216 Nov/Dec 16 Expenses Nov/Dec 16 Expenses 45.90 Nowlan-111216 Nov/Dec 16 Expenses Nov/Dec 16 Expenses 116.29 Nowlan-111216 Nov/Dec 16 Expenses Nov/Dec 16 Expenses 467.28 Rebate-111216 Nov/Dec 16 Expenses Nov/Dec 16 Expenses -6.06 Rebate-111216 Nov/Dec 16 Expenses Nov/Dec 16 Expenses -70.02 Rebate-111216 Nov/Dec 16 Expenses Nov/Dec 16 Expenses -43.98 Rebate-111216 Nov/Dec 16 Expenses Nov/Dec 16 Expenses -31.64 Rebate-111216 Nov/Dec 16 Expenses Nov/Dec 16 Expenses -0.54 Rebate-111216 Nov/Dec 16 Expenses Nov/Dec 16 Expenses -32.21 Rebate-111216 Nov/Dec 16 Expenses Nov/Dec 16 Expenses -17.46 Rebate-111216 Nov/Dec 16 Expenses Nov/Dec 16 Expenses -7.01 Scherbel-111216 Nov/Dec 16 Expenses Nov/Dec 16 Expenses 9.63 Scherbel-111216 Nov/Dec 16 Expenses Nov/Dec 16 Expenses 9.63 Scherbel-111216 Nov/Dec 16 Expenses Nov/Dec 16 Expenses 95.00 Scherbel-111216 Nov/Dec 16 Expenses Nov/Dec 16 Expenses 220.00 Scherbel-111216 Nov/Dec 16 Expenses Nov/Dec 16 Expenses 110.00 Scherbel-111216 Nov/Dec 16 Expenses Nov/Dec 16 Expenses 220.00 Thelen-111216 Nov/Dec 16 Expenses Nov/Dec 16 Expenses 15.84 Thelen-111216 Nov/Dec 16 Expenses Nov/Dec 16 Expenses 8.99 Thelen-111216 Nov/Dec 16 Expenses Nov/Dec 16 Expenses 5.35 Thelen-111216 Nov/Dec 16 Expenses Nov/Dec 16 Expenses 56.22 Thelen-111216 Nov/Dec 16 Expenses Nov/Dec 16 Expenses 16.00 Thelen-111216 Nov/Dec 16 Expenses Nov/Dec 16 Expenses 63.53 Page 1AP Checks by Date - Detail by Check Date (2/10/2017 7:28 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription Thelen-111216 Nov/Dec 16 Expenses Nov/Dec 16 Expenses 66.41 Thelen-111216 Nov/Dec 16 Expenses Nov/Dec 16 Expenses 27.77 Thelen-111216 Nov/Dec 16 Expenses Nov/Dec 16 Expenses -13.88 Thelen-111216 Nov/Dec 16 Expenses Nov/Dec 16 Expenses -4.22 Thelen-111216 Nov/Dec 16 Expenses Nov/Dec 16 Expenses 156.25 Thelen-111216 Nov/Dec 16 Expenses Nov/Dec 16 Expenses 64.94 Thelen-111216 Nov/Dec 16 Expenses Nov/Dec 16 Expenses 34.83 Thelen-111216 Nov/Dec 16 Expenses Nov/Dec 16 Expenses 17.10 Thelen-111216 Nov/Dec 16 Expenses Nov/Dec 16 Expenses 32.96 Thelen-111216 Nov/Dec 16 Expenses Nov/Dec 16 Expenses 68.00 Thelen-111216 Nov/Dec 16 Expenses Nov/Dec 16 Expenses 17.43 Thelen-111216 Nov/Dec 16 Expenses Nov/Dec 16 Expenses 60.76 Thelen-111216 Nov/Dec 16 Expenses Nov/Dec 16 Expenses 22.50 Thelen-111216 Nov/Dec 16 Expenses Nov/Dec 16 Expenses 206.58 4,176.90Total for this ACH Check for Vendor 0602: 4,176.90Total for 1/11/2017: 0242 Met Council Environ. Service-SAC 01/13/2017ACH 10312016-SAC Oct 16 SAC Report Oct 16 SAC Report 2,485.00 11302016-SAC Nov 16 SAC Report Oct 16 SAC Report 4,970.00 12312016-SAC Dec 16 SAC Report Dec 16 SAC Report 2,460.15 9,915.15Total for this ACH Check for Vendor 0242: 0469 Pember Companies, Inc.01/13/2017ACH 01092017-PC LS #11 Payment #3 LS #11 Payment #3 9,386.90 9,386.90Total for this ACH Check for Vendor 0469: 3596 Moser, Mark 01/13/2017ACH 01052017-MM December 16 Uniform Expense December 16 Uniform Expense 33.15 33.15Total for this ACH Check for Vendor 3596: JOHC Johnson Controls 01/13/2017ACH 1-43155363948 City Hall Repair City Hall Repair 2,049.64 2,049.64Total for this ACH Check for Vendor JOHC: TOII Tokle Inspections, Inc 01/13/2017ACH 01012017-Tokle December 2016 Inspections December 2016 Inspections 2,625.60 2,625.60Total for this ACH Check for Vendor TOII: 0387 ICMA Retirement Trust- #302482 01/13/2017ACH PR Batch 00100.01.2017 ICMA Employee PercentPR Batch 00100.01.2017 ICMA Employee Percent 897.96 PR Batch 00100.01.2017 ICMA Employee DeductionPR Batch 00100.01.2017 ICMA Employee Deduction 25.00 922.96Total for this ACH Check for Vendor 0387: 1041 Aaron Thelen 01/13/2017ACH 01092017-AT 1/3-1/6 Mileage 1/3-1/6 Mileage 23.54 23.54Total for this ACH Check for Vendor 1041: 5658 Sherri Eisenbraun 01/13/2017ACH 01132017-SE Jan 17 Mileage Jan 17 Mileage 19.26 Page 2AP Checks by Date - Detail by Check Date (2/10/2017 7:28 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 19.26Total for this ACH Check for Vendor 5658: AMFI American Fire & Safety 01/13/201746322 14203 Service Call Service Call 69.90 69.90Total for Check Number 46322: 5593 American Legal Publishing Corp.01/13/201746323 0113599 Supplement Pages Supplement Pages 13.50 13.50Total for Check Number 46323: CPF1 Central Pension Fund 01/13/201746324 12312016-CPF Dec 16 Contributions Dec 16 Contributions 2,073.60 2,073.60Total for Check Number 46324: 4999 Hirshfield's Paint Mfg., Inc.01/13/201746325 06128650 Park Signs Park Signs 40.74 40.74Total for Check Number 46325: 0879 Lexington Floral, Inc.01/13/201746326 010140 Staff Recognition-DS/MB Staff Recognition-DS/MB 171.20 171.20Total for Check Number 46326: 1276 FBO Midwest Asphalt Corporation Northern Escrow, INC01/13/201746327 01092017-MAC Shorewood Drive Mill and Overlay Payment #1 Shorewood Drive Mill and Overlay Payment #1 75,709.59 75,709.59Total for Check Number 46327: 0155 Office of MN IT Services 01/13/201746328 W16110681 Nov 16 Expenses Nov 16 Expenses 803.89 803.89Total for Check Number 46328: 0811 Ramsey County 01/13/201746329 FLEET-000162 October 16 Services/Parts October 16 Services/Parts 1,120.50 FLEET-000162 October 16 Services/Parts October 16 Services/Parts 629.22 FLEET-000171 Nov 16 Fuels Nov 16 Fuels 1,628.13 FLEET-000186 Nov 16 Services/Parts Nov 16 Services/Parts 3,278.50 FLEET-000186 Nov 16 Services/Parts October 16 Services/Parts 707.85 7,364.20Total for Check Number 46329: 0327 Staples Business Advantage 01/13/201746330 3324348863 Office Suppies Office Suppies 548.61 3324348864 Office Suppies Office Suppies 126.86 3324348865 Office Suppies Office Suppies 13.57 689.04Total for Check Number 46330: 0576 TimeSaver Off Site Secretarial 01/13/201746331 M22563 11/21, 11/28, 12/5 CC Mtg & 12/7 Plan Mtg 11/21, 11/28, 12/5 CC Mtg & 12/7 Plan Mtg 178.25 M22563 11/21, 11/28, 12/5 CC Mtg & 12/7 Plan Mtg 11/21, 11/28, 12/5 CC Mtg & 12/7 Plan Mtg 986.00 1,164.25Total for Check Number 46331: 3099 Tri-State Bobcat, Inc.-Little Canada 01/13/201746332 E19420 9/8-9/9 Bobcat Rental 9/8-9/9 Bobcat Rental 275.00 Page 3AP Checks by Date - Detail by Check Date (2/10/2017 7:28 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 275.00Total for Check Number 46332: 8023 Voss Lighting 01/13/201746333 15294442-00 Parks Supplies Parks Supplies 102.00 102.00Total for Check Number 46333: ESRI ESRI 01/13/201746334 2014MPA1154-17 2017 Service Agreement 2017 Service Agreement 3,756.99 3,756.99Total for Check Number 46334: 0447 I.U.O.E Local 49 Benefit Fund-Insurance 01/13/201746335 01152017-IUOE Feb 17 Premium Feb 17 Premium 9,990.00 9,990.00Total for Check Number 46335: 0916 Lakes Country Service Coop 01/13/201746336 161230096602 Feb 17 Premiums Feb 17 Premiums 9,267.00 161230096602 Feb 17 Premiums Feb 17 Premiums 1,453.50 10,720.50Total for Check Number 46336: 137,920.60Total for 1/13/2017: 0192 Grainger, Inc 01/20/2017ACH 9314004905 Dec 16 Expenses PW Supplies 782.30 782.30Total for this ACH Check for Vendor 0192: 0225 Lillie Suburban Newspapers 01/20/2017ACH 12292016-LSN December 2016 Publications December 2016 Publications 41.58 12292016-LSN December 2016 Publications December 2016 Publications 27.72 69.30Total for this ACH Check for Vendor 0225: 0285 Xcel Energy 01/20/2017ACH 529083285 Dec 16 Expenses Dec 16 Expenses 1,910.42 529083285 Dec 16 Expenses Dec 16 Expenses 64.68 529083285 Dec 16 Expenses Dec 16 Expenses 1,725.96 529083285 Dec 16 Expenses Dec 16 Expenses 868.22 529083285 Dec 16 Expenses Dec 16 Expenses 187.12 529083285 Dec 16 Expenses Dec 16 Expenses 1,369.07 6,125.47Total for this ACH Check for Vendor 0285: 1115 WSB & Associates, Inc.01/20/2017ACH 3455-0103 Nov 16 Expenses P&Z Nov 16 Expenses 112.25 3455-0203 Nov 16 Expenses P&Z Nov 16 Expenses 1,243.50 3455-0302 Nov 16 Expenses P&Z Nov 16 Expenses 275.25 3455-0402 Nov 16 Expenses PC 16-028 Nov 16 Expenses 1,573.00 3455-0502 Nov 16 Expenses PC 16-029 Nov 16 Expenses 1,982.75 3455-0602 Nov 16 Expenses Recycling Nov 16 Expenses 511.50 3455-0702 Nov 16 Expenses Inspections Nov 16 Expenses 99.00 3455-0802 Nov 16 Expenses PC 16-023 Nov 16 Expenses 771.75 3455-0902 Nov 16 Expenses Cty Rd D Site Improv Nov 16 Expenses 80.00 3455-1001 Nov 16 Expenses PC 16-024 Nov 16 Expenses 1,132.00 3455-1101 Nov 16 Expenses PC 16-031 Nov 16 Expenses 158.00 3455-1201 Nov 16 Expenses PC 17-001 Nov 16 Expenses 31.25 Page 4AP Checks by Date - Detail by Check Date (2/10/2017 7:28 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 7,970.25Total for this ACH Check for Vendor 1115: 1330 MN CLN SERVICES LLC 01/20/2017ACH 0117NN01 Dec 16 Cleaning Dec 16 Cleaning 1,478.75 1,478.75Total for this ACH Check for Vendor 1330: 2226 Sharrow Lifting Products 01/20/2017ACH 105227 PW Supplies PW Supplies 108.50 108.50Total for this ACH Check for Vendor 2226: 5587 CES Imaging 01/20/2017ACH INV053282 Dec 16 Expenses Dec 16 Expenses 60.00 60.00Total for this ACH Check for Vendor 5587: 8032 Pace Analytical Field Svc 01/20/2017ACH 12161379 Nov 16 Drinking Water Nov 16 Drinking Water 650.50 650.50Total for this ACH Check for Vendor 8032: 0320 Health Partners 01/20/2017ACH 69830557 Jan 17 Premium Jan 17 Premium 1,268.11 70638369 Feb 17 Premium Feb 17 Premium 1,268.11 2,536.22Total for this ACH Check for Vendor 0320: 0823 David Scherbel 01/20/2017ACH 01092017-DS Scherbel Inspection Training Scherbel Inspection Training 25.00 25.00Total for this ACH Check for Vendor 0823: 8371 Alliant Engineering, Inc 01/20/201746337 PC15-004 PC 15-004 Escrow Release PC 15-004 Escrow Release 675.63 675.63Total for Check Number 46337: 0131 Beisswenger's How-To Store 01/20/201746338 821887 PW Supplies PW Supplies 6.79 822287 PW Supplies PW Supplies 37.48 822351 PW Supplies PW Supplies 13.58 824099 PW Supplies PW Supplies 6.99 825143 PW Supplies PW Supplies 22.24 826888 PW Supplies PW Supplies 0.49 827506 PW Supplies PW Supplies 7.15 94.72Total for Check Number 46338: 6253 Boston Scientific Corporation 01/20/201746339 PC15-017 PC 15-017 Escrow Release PC 15-017 Escrow Release 630.00 630.00Total for Check Number 46339: 0176 Frattallone's Hardware, Inc.01/20/201746340 072985-A PW Supplies PW Supplies 18.07 18.07Total for Check Number 46340: 0495 Lake Johanna Fire Department Inc.01/20/201746341 577 2016 General Equipment Budget: Computer 2016 General Equipment Budget 882.00 582 2016 General Equipment Budget: Supply Hose 2,450.00 Page 5AP Checks by Date - Detail by Check Date (2/10/2017 7:28 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 583 2016 General Equipment Budget: Helmets 2016 General Equipment Budget 6,063.75 586 2016 General Equipment Budget: Audio/Visual Equip2016 General Equipment Budget 7,840.00 590 2016 General Equipment Budget: Replace AEDs 2016 General Equipment Budget 980.00 18,215.75Total for Check Number 46341: 6410 Land O Lakes, Inc 01/20/201746342 PC16-018 PC 16-018 Land Use Release PC 16-018 Land Use Release 846.00 846.00Total for Check Number 46342: 2030 Minnesota Glove and Safety 01/20/201746343 299307 PW Supplies PW Supplies 95.85 95.85Total for Check Number 46343: 3100 Provident Life and Accident Ins Co 01/20/201746344 9672443-1216 Dec 16 UNUM Payment Dec 16 UNUM Payment 85.10 85.10Total for Check Number 46344: 5561 Rick Johnson Deer and Beaver Inc.01/20/201746345 01012017-RJ Dec 16 Deer Removal Dec 16 Deer Removal 145.00 145.00Total for Check Number 46345: 18510 Roberts Managment Group LLC 01/20/201746346 PC14-036-LUA PC 14-036 Land Use Application PC 14-036 Land Use Application 597.71 597.71Total for Check Number 46346: 0327 Staples Business Advantage 01/20/201746347 3324827354 Office Supplies Office Supplies 172.94 172.94Total for Check Number 46347: 8082 TAT Properties 01/20/201746348 PC13-017OA PC 13-017 Escrow Release PC 13-017 Escrow Release 7,602.50 7,602.50Total for Check Number 46348: 1161 Valley-Rich Co., Inc.01/20/201746349 23648 Water Main Repair Water Main Repair 3,807.06 3,807.06Total for Check Number 46349: 2597 AARP 01/20/201746350 01102017-AARP January 2017 AARP Class January 2017 AARP Class 70.00 70.00Total for Check Number 46350: 0925 T-Mobile 01/20/201746351 01222017-TMobil Jan 17 Tablet Charges Jan 17 Tablet Charges 28.70 28.70Total for Check Number 46351: 52,891.32Total for 1/20/2017: 0189 Gopher State One-Call, Inc.01/27/2017ACH 6120162 Dec 16 Locates Dec 16 Locates 29.70 6120162 Dec 16 Locates Dec 16 Locates 29.70 Page 6AP Checks by Date - Detail by Check Date (2/10/2017 7:28 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 6120162 Dec 16 Locates Dec 16 Locates 29.70 89.10Total for this ACH Check for Vendor 0189: 0292 Oxygen Service Company, Inc.01/27/2017ACH 03360963 Dec 16 Rental Dec 16 Rental 19.22 19.22Total for this ACH Check for Vendor 0292: 0298 Pitney Bowes-Meter Service 01/27/2017ACH 3100929024 Nov/Dec 16 Postage Lease Nov/Dec 16 Postage Lease 831.69 831.69Total for this ACH Check for Vendor 0298: 0319 City of Roseville 01/27/2017ACH 0222300 Dec 16 Phone Bill Dec 16 Phone Bill 3,489.58 0222332 Dec 16 Phone Bill Dec 16 Phone Bill 447.22 3,936.80Total for this ACH Check for Vendor 0319: 0922 North Suburban Access Corporation 01/27/2017ACH 16-153 Dec 16 Expenses Dec 16 Expenses 257.40 16-159 Q4 16 Webstreaming Expenses Q4 16 Webstreaming Expenses 709.77 967.17Total for this ACH Check for Vendor 0922: 7501 Kelly & Lemmons, P.A.01/27/2017ACH 46306 Dec 16 Prosecution Dec 16 Prosecution 1,871.64 1,871.64Total for this ACH Check for Vendor 7501: 8032 Pace Analytical Field Svc 01/27/2017ACH 12161420 Dec 16 Drinking Water Testing Dec 16 Drinking Water Testing 682.15 682.15Total for this ACH Check for Vendor 8032: ALPI Allegra Print & Imaging 01/27/2017ACH 149942 Joynes Business Cards Joynes Business Cards 134.46 134.46Total for this ACH Check for Vendor ALPI: 0189 Gopher State One-Call, Inc.01/27/2017ACH 7000162 2017 Service Agreement 2017 Service Agreement 100.00 100.00Total for this ACH Check for Vendor 0189: 0298 Pitney Bowes-Meter Service 01/27/2017ACH 3100929024-17 Jan 17 Postage Lease Jan 17 Postage Lease 409.65 409.65Total for this ACH Check for Vendor 0298: 0319 City of Roseville 01/27/2017ACH 0222381 Cost Share Expenses Cost Share Expenses 1,099.00 1,099.00Total for this ACH Check for Vendor 0319: 0387 ICMA Retirement Trust- #302482 01/27/2017ACH PR Batch 00200.01.2017 ICMA Employee PercentPR Batch 00200.01.2017 ICMA Employee Percent 815.36 PR Batch 00200.01.2017 ICMA Employee DeductionPR Batch 00200.01.2017 ICMA Employee Deduction 25.00 840.36Total for this ACH Check for Vendor 0387: 1041 Aaron Thelen 01/27/2017ACH Page 7AP Checks by Date - Detail by Check Date (2/10/2017 7:28 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 01232017-AT 1/9-1/20 Mileage Reimbursement 1/9-1/20 Mileage Reimbursement 82.39 82.39Total for this ACH Check for Vendor 1041: 1110 Pitney Bowes 01/27/2017ACH 01232017-PB Jan 17 Postage Jan 17 Postage 1,000.00 1,000.00Total for this ACH Check for Vendor 1110: 1223 Adam's Pest Control, Inc.01/27/2017ACH 2486193 Jan 17 Pest Control Jan 17 Pest Control 62.54 62.54Total for this ACH Check for Vendor 1223: 5173 Badger Meter, Inc.01/27/2017ACH 1139719 Q4 2016 Backhaul Charges Q4 2016 Backhaul Charges 108.00 108.00Total for this ACH Check for Vendor 5173: 7084 OmniSite 01/27/2017ACH 52794 2017 Expenses 2017 Expenses 3,864.00 3,864.00Total for this ACH Check for Vendor 7084: JOHC Johnson Controls 01/27/2017ACH 1-43540707922 2017 ROC Service Agreement 2017 ROC Service Agreement 300.00 1-44810415789 2017 Service Agreement 2017 Service Agreement 4,675.00 1-44815877286 2017 Service Agreement 2017 Service Agreement 1,350.00 6,325.00Total for this ACH Check for Vendor JOHC: 0342 City of Shoreview 01/27/201746352 5881 Semaphore Billing Semaphore Billing 281.85 281.85Total for Check Number 46352: 3382 Mitch & Ramona Erickson 01/27/201746353 PC16-005 PC 16-005 Escrow Release PC 16-005 Escrow Release 648.00 648.00Total for Check Number 46353: 2648 Farnsworth, Jon 01/27/201746354 2015-00379 GE 2015-00379 Escrow Release GE 2015-00379 Escrow Release 2,658.96 2,658.96Total for Check Number 46354: 2424 Fresh Water Society 01/27/201746355 20161220F Road Salt Symposium Registration Road Salt Symposium Registration 135.00 135.00Total for Check Number 46355: 1342 Hanson Builders Inc 01/27/201746356 1895CtyRdE2 Temp CO 1895 Cty Rd E2 Release Temp CO 1895 Cty Rd E2 Release 10,000.00 10,000.00Total for Check Number 46356: HEPC Hewlett Packard Company 01/27/201746357 58000923 Technology Supplies Technology Supplies 1,546.30 1,546.30Total for Check Number 46357: 3469 Integrated Process Solutions 01/27/201746358 907233728 Calibrate North/South Towers Calibrate North/South Towers 1,564.80 Page 8AP Checks by Date - Detail by Check Date (2/10/2017 7:28 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 1,564.80Total for Check Number 46358: 1208 Premium Waters, Inc 01/27/201746359 613317-12-16 Dec 16 City Hall Supplies Dec 16 City Hall Supplies 126.78 126.78Total for Check Number 46359: 2151 Ramsey Conservation District 01/27/201746360 123016AH Q4 2016 Inspection Services Q4 2016 Inspection Services 2,592.31 2,592.31Total for Check Number 46360: 0811 Ramsey County 01/27/201746361 EMCOM-005720 Dec 16 CAD Services Dec 16 CAD Services 929.23 EMCOM-005735 Dec 16 911 Dispatch 4,719.13 EMCOM-005751 Dec 16 Fleet Support Fee Dec 16 Fleet Support Fee 24.96 FLEET-000193 Dec 16 Fuel Dec 16 Fuel 3,142.76 FLEET-000198 Dec 16 Labor/Parts Dec 16 Labor/Parts 1,411.00 FLEET-000198 Dec 16 Labor/Parts Dec 16 Labor/Parts 196.68 PUBW-016069 Nov/Dec 16 Road Salt Nov/Dec 16 Road Salt 6,855.98 PUBW-016072 2016 Street Materials 2016 Street Materials 149.00 17,428.74Total for Check Number 46361: 4797 Sign Images 01/27/201746362 PC16-006 PC 16-006 Escrow Release PC 16-006 Escrow Release 714.00 714.00Total for Check Number 46362: 0327 Staples Business Advantage 01/27/201746363 3325634105 Office Supplies Office Supplies 99.40 99.40Total for Check Number 46363: 0576 TimeSaver Off Site Secretarial 01/27/201746364 M22588 12/12 CC Mtg 12/12 CC Mtg 444.88 444.88Total for Check Number 46364: 1571 Kevin Tramm 01/27/201746365 2015-01185 GE 2015-01185 Escrow Release GE 2015-01185 Escrow Release 3,190.31 3,190.31Total for Check Number 46365: 6368 Veit Company 01/27/201746366 160225-AH1 Sewer Expenses Sewer Expenses 1,066.38 1,066.38Total for Check Number 46366: 9755 Verizon Networkfleet Inc 01/27/201746367 OSV000000572745 Dec 16 GPS Expenses Dec 16 GPS Expenses 360.05 360.05Total for Check Number 46367: 6047 Avesis Third Party Administrators, Inc 01/27/201746368 1553291 Feb 17 Premium Feb 17 Premium 11.40 11.40Total for Check Number 46368: CANON Canon Financial Services 01/27/201746369 16886962 Feb 17 Rental Feb 17 Rental 214.42 16886962 Feb 17 Rental Feb 17 Rental 1,215.08 Page 9AP Checks by Date - Detail by Check Date (2/10/2017 7:28 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 1,429.50Total for Check Number 46369: 1320 Lee Cunningham 01/27/201746370 01242017-LC Mailbox Reimbursement Mailbox Reimbursement 160.00 160.00Total for Check Number 46370: 5548 Finance & Commerce, Inc.01/27/201746371 0659750-17 2017 Subscription 2017 Subscription 139.00 139.00Total for Check Number 46371: 0390 INT'L Union Operating Engineers-Union Dues01/27/201746372 01062017-INT Jan 17 Dues Jan 17 Dues 306.00 306.00Total for Check Number 46372: 6402 Minneapolis/St. Paul Business Journal 01/27/201746373 02052017-MBJ 2017 Subscription 2017 Subscription 100.00 100.00Total for Check Number 46373: 7025 On Site Sanitation 01/27/201746374 362227 12/31-1/27 Rental 12/31-1/27 Rental 171.00 171.00Total for Check Number 46374: 1070 ULI-Urban Land Institute 01/27/201746375 2145031 2017 Membership Dues 2017 Membership Dues 560.00 560.00Total for Check Number 46375: 68,157.83Total for 1/27/2017: 0750 Verizon Wireless 02/02/2017ACH 9778278710-16 Dec 16 Expenses Dec 16 Expenses 60.03 9778494252-16 Dec 16 Expenses Dec 16 Expenses 481.29 541.32Total for this ACH Check for Vendor 0750: 1001 Sprint/Nextel Communications 02/02/2017ACH 196110738-04416 Dec 16 Expenses Dec 16 Expenses 84.60 84.60Total for this ACH Check for Vendor 1001: 1252 Campbell Knutson - Attorneys at Law 02/02/2017ACH 3231G-1216 Dec 16 Expenses Dec 16 Expenses 443.10 3231G-1216 Dec 16 Expenses Dec 16 Expenses 70.00 3231G-1216 Dec 16 Expenses Dec 16 Expenses 210.00 3231G-1216 Dec 16 Expenses Dec 16 Expenses 140.00 3231G-1216 Dec 16 Expenses Dec 16 Expenses 1,512.60 3231G-1216 Dec 16 Expenses Dec 16 Expenses 4,538.74 6,914.44Total for this ACH Check for Vendor 1252: 1363 Water Conservation Service, Inc.02/02/2017ACH 7264 Dec 16 Leak Locates Dec 16 Leak Locates 268.90 268.90Total for this ACH Check for Vendor 1363: Page 10AP Checks by Date - Detail by Check Date (2/10/2017 7:28 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 2754 Zipko Strategy Inc 02/02/2017ACH 1401 Dec 16 TCAAP Expenses Dec 16 TCAAP Expenses 4,637.50 4,637.50Total for this ACH Check for Vendor 2754: 6129 Fast Signs 02/02/2017ACH 204-44211 Name Plates Name Plates 347.50 347.50Total for this ACH Check for Vendor 6129: 7508 Med Compass 02/02/2017ACH 30425 PW Hearing Tests PW Hearing Tests 194.00 194.00Total for this ACH Check for Vendor 7508: 8800 Valley Paving Inc 02/02/2017ACH 01102017-VP Hydrant Meter Refund Hydrant Meter Refund 1,200.00 1,200.00Total for this ACH Check for Vendor 8800: 0192 Grainger, Inc 02/02/2017ACH 9321464316 PW Supplies PW Supplies 2,636.00 2,636.00Total for this ACH Check for Vendor 0192: 0478 Truck Utilities Mfg. Company 02/02/2017ACH 0306734 PW Supplies PW Supplies 424.59 0306752 PW Supplies 435.59 0306856 PW Supplies PW Supplies 22.00 882.18Total for this ACH Check for Vendor 0478: 0750 Verizon Wireless 02/02/2017ACH 9778278710-17 Jan 17 Expenses Jan 17 Expenses 60.03 9778494252-17 Jan 17 Expenses Jan 17 Expenses 481.29 541.32Total for this ACH Check for Vendor 0750: 1001 Sprint/Nextel Communications 02/02/2017ACH 196110738-04417 Jan 17 Expenses Jan 17 Expenses 84.60 84.60Total for this ACH Check for Vendor 1001: 2279 Norms Tire Sales, Inc.02/02/2017ACH 14908 PW Supplies PW Supplies 1,211.59 1,211.59Total for this ACH Check for Vendor 2279: 4286 Steve Scott 02/02/2017ACH 01302017-SS Jan 17 Mileage Reimbursement Jan 17 Mileage Reimbursement 49.22 49.22Total for this ACH Check for Vendor 4286: 4464 Saint Paul Area Chamber of Commerce 02/02/2017ACH 2494798 2017 Dues 2017 Dues 450.00 450.00Total for this ACH Check for Vendor 4464: 5579 Bill Joynes 02/02/2017ACH 01312017-BJ Jan 17 Consultant Fees Jan 17 Consultant Fees 195.89 01312017-BJ Jan 17 Consultant Fees Jan 17 Consultant Fees 195.89 01312017-BJ Jan 17 Consultant Fees Jan 17 Consultant Fees 195.89 01312017-BJ Jan 17 Consultant Fees Jan 17 Consultant Fees 195.89 Page 11AP Checks by Date - Detail by Check Date (2/10/2017 7:28 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 01312017-BJ Jan 17 Consultant Fees Jan 17 Consultant Fees 1,119.40 01312017-BJ Jan 17 Consultant Fees Jan 17 Consultant Fees 195.89 01312017-BJ Jan 17 Consultant Fees Jan 17 Consultant Fees 195.89 01312017-BJ Jan 17 Consultant Fees Jan 17 Consultant Fees 195.89 01312017-BJ Jan 17 Consultant Fees Jan 17 Consultant Fees 195.89 01312017-BJ Jan 17 Consultant Fees Jan 17 Consultant Fees 391.79 01312017-BJ Jan 17 Consultant Fees Jan 17 Consultant Fees 195.89 01312017-BJ Jan 17 Consultant Fees Jan 17 Consultant Fees 195.89 01312017-BJ Jan 17 Consultant Fees Jan 17 Consultant Fees 195.89 01312017-BJ Jan 17 Consultant Fees Jan 17 Consultant Fees 195.89 01312017-BJ Jan 17 Consultant Fees Jan 17 Consultant Fees 5,624.96 01312017-BJ Jan 17 Consultant Fees Jan 17 Consultant Fees 1,119.46 01312017-BJ Jan 17 Consultant Fees Jan 17 Consultant Fees 195.89 01312017-BJ Jan 17 Consultant Fees Jan 17 Consultant Fees 195.89 01312017-BJ Jan 17 Consultant Fees Jan 17 Consultant Fees 195.89 11,193.96Total for this ACH Check for Vendor 5579: 5665 Metering & Technology Solution 02/02/2017ACH 8008 Water Meter Supplies Water Meter Supplies 4,716.00 4,716.00Total for this ACH Check for Vendor 5665: 6060 Batteries Plus 02/02/2017ACH 028-480359 PW Supplies PW Supplies 107.95 107.95Total for this ACH Check for Vendor 6060: 6813 Britt Pease 02/02/2017ACH 01262017-BP Jan 17 Mileage Jan 17 Mileage 14.12 14.12Total for this ACH Check for Vendor 6813: 4037 Red Stone Builders 02/02/201746376 2015-00696 2015-00696 GE Escrow Release 2015-00696 GE Escrow Release 4,374.70 4,374.70Total for Check Number 46376: 1170 Venture Solutions 02/02/201746377 01302017-VS Refund: Permanent Sign Renewal Refund: Permanent Sign Renewal 3.00 3.00Total for Check Number 46377: 1033 Comcast 02/02/201746378 44271-0217 1/21-2/20 Expenses 1/21-2/20 Expenses 6.34 6.34Total for Check Number 46378: 0766 Greatland Corporation 02/02/201746379 5375998 RI 1099/W2 Forms 1099/W2 Forms 115.60 115.60Total for Check Number 46379: 3719 KB Events LLC 02/02/201746380 01262017-MCFOA MCFOA Conference-JH & JT MCFOA Conference-JH & JT 265.00 265.00Total for Check Number 46380: 0222 League of Minnesota Cities 02/02/201746381 249164 2017 Elected Officials Conference 2017 Elected Officials Conference 325.00 325.00Total for Check Number 46381: Page 12AP Checks by Date - Detail by Check Date (2/10/2017 7:28 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 0003 PermitWorks 02/02/201746382 2017-0007 2017 Support Agreement 2017 Support Agreement 5,675.00 5,675.00Total for Check Number 46382: 1074 Precision Landscape & Tree 02/02/201746383 6248 Tree/Weed Services Tree/Weed Services 2,919.00 2,919.00Total for Check Number 46383: 6748 Reliance Standard 02/02/201746384 GL154938-0217 Feb 17 Premium Feb 17 Premium 1,222.25 1,222.25Total for Check Number 46384: 0327 Staples Business Advantage 02/02/201746385 3326305052 Office Supplies Office Supplies 200.79 3326305053 Office Supplies Office Supplies 96.99 3326305054 Office Supplies Office Supplies 13.94 3326698616 Office Supplies Office Supplies 44.60 356.32Total for Check Number 46385: 3099 Tri-State Bobcat, Inc.-Little Canada 02/02/201746386 A29771 PW Supplies PW Supplies 61.62 61.62Total for Check Number 46386: 1300 UniFirst Corporation 02/02/201746387 090 0341972 Jan 17 Mat Service Jan 17 Mat Service 88.15 88.15Total for Check Number 46387: 51,487.18Total for 2/2/2017: 0285 Xcel Energy 02/10/2017ACH 531490950-16 Dec 16 Expenses Dec 16 Expenses 1,154.82 1,154.82Total for this ACH Check for Vendor 0285: 1115 WSB & Associates, Inc.02/10/2017ACH 3455-0204 Dec 16 Expenses Dec 16 Expenses 314.50 3455-0303 Dec 16 Expenses Dec 16 Expenses 113.75 3455-0403 Dec 16 Expenses Dec 16 Expenses 562.50 3455-0503 Dec 16 Expenses Dec 16 Expenses 448.00 3455-0603 Dec 16 Expenses Dec 16 Expenses 654.75 3455-0703 Dec 16 Expenses Dec 16 Expenses 33.00 3455-0903 Dec 16 Expenses Dec 16 Expenses 632.00 3455-1002 Dec 16 Expenses Dec 16 Expenses 408.00 3,166.50Total for this ACH Check for Vendor 1115: 6129 Fast Signs 02/10/2017ACH 204-43998 Office Supplies Office Supplies 75.00 75.00Total for this ACH Check for Vendor 6129: 0243 Metropolitan Council-Waste Water 02/10/2017ACH 0001059150 Oct 16 Wastewater Expenses Oct 16 Wastewater Expenses 56,551.77 Page 13AP Checks by Date - Detail by Check Date (2/10/2017 7:28 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 56,551.77Total for this ACH Check for Vendor 0243: 1115 WSB & Associates, Inc.02/10/2017ACH 03450-0003 Nov 16 Expenses Nov 16 Expenses 22,301.75 03450-0004 Dec 16 Expenses Dec 16 Expenses 10,042.25 03455-0003 Nov 16 Expenses Nov 16 Expenses 491.76 03455-0003 Nov 16 Expenses Nov 16 Expenses 1,967.10 03455-0003 Nov 16 Expenses Nov 16 Expenses 453.74 03455-0003 Nov 16 Expenses Nov 16 Expenses 1,639.25 03455-0003 Nov 16 Expenses Nov 16 Expenses 819.63 03455-0003 Nov 16 Expenses Nov 16 Expenses 4,165.43 03455-0003 Nov 16 Expenses Nov 16 Expenses 819.63 03455-0003 Nov 16 Expenses Nov 16 Expenses 819.63 03455-0003 Nov 16 Expenses Nov 16 Expenses 231.41 03455-0003 Nov 16 Expenses Nov 16 Expenses 3,278.50 03455-0003 Nov 16 Expenses Nov 16 Expenses 231.41 03455-0003 Nov 16 Expenses Nov 16 Expenses 2,289.00 03455-0003 Nov 16 Expenses Nov 16 Expenses 226.88 03455-0003 Nov 16 Expenses Nov 16 Expenses 3,278.50 03455-0003 Nov 16 Expenses Nov 16 Expenses 3,278.50 03455-0003 Nov 16 Expenses Nov 16 Expenses 226.88 03455-0004 Dec 16 Expenses Dec 16 Expenses 253.13 03455-0004 Dec 16 Expenses Dec 16 Expenses 391.88 03455-0004 Dec 16 Expenses Dec 16 Expenses 253.13 03455-0004 Dec 16 Expenses Dec 16 Expenses 1,930.00 03455-0004 Dec 16 Expenses Dec 16 Expenses 528.51 03455-0004 Dec 16 Expenses Dec 16 Expenses 880.85 03455-0004 Dec 16 Expenses Dec 16 Expenses 880.85 03455-0004 Dec 16 Expenses Dec 16 Expenses 3,523.40 03455-0004 Dec 16 Expenses Dec 16 Expenses 783.75 03455-0004 Dec 16 Expenses Dec 16 Expenses 3,523.40 03455-0004 Dec 16 Expenses Dec 16 Expenses 1,761.70 03455-0004 Dec 16 Expenses Dec 16 Expenses 880.85 03455-0004 Dec 16 Expenses Dec 16 Expenses 2,114.04 03455-0004 Dec 16 Expenses Dec 16 Expenses 391.86 03455-0004 Dec 16 Expenses Dec 16 Expenses 4,556.25 03455-0004 Dec 16 Expenses Dec 16 Expenses 3,523.40 82,738.25Total for this ACH Check for Vendor 1115: 2129 Elfering & Associates 02/10/2017ACH 2309 Oct-Nov 16 Expenses PC 16-014 Site ImprovementsOct-Nov 16 Expenses 10,812.50 10,812.50Total for this ACH Check for Vendor 2129: NWFS Northeast Youth & Family Services 02/10/2017ACH 01302016-NYFS 2016 Contribution 2016 Contribution 15,465.00 15,465.00Total for this ACH Check for Vendor NWFS: 0192 Grainger, Inc 02/10/2017ACH 9330287708 PW Supplies PW Supplies 316.62 316.62Total for this ACH Check for Vendor 0192: 0285 Xcel Energy 02/10/2017ACH 531490950 Jan 17 Expenses Jan 17 Expenses 1,154.81 1,154.81Total for this ACH Check for Vendor 0285: Page 14AP Checks by Date - Detail by Check Date (2/10/2017 7:28 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 0387 ICMA Retirement Trust- #302482 02/10/2017ACH PR Batch 00100.02.2017 ICMA Employee PercentPR Batch 00100.02.2017 ICMA Employee Percent 365.48 PR Batch 00100.02.2017 ICMA Employee DeductionPR Batch 00100.02.2017 ICMA Employee Deduction 25.00 390.48Total for this ACH Check for Vendor 0387: 1041 Aaron Thelen 02/10/2017ACH 02062017-AT 1/23-2/2 Mileage 1/23-2/2 Mileage 54.57 54.57Total for this ACH Check for Vendor 1041: 1183 Bauer Built Inc.02/10/2017ACH 180205321 PW Supplies PW Supplies 239.30 239.30Total for this ACH Check for Vendor 1183: 4889 Community Footworks 02/10/2017ACH 02012017-CF Feb 17 Foot Clinic Feb 17 Foot Clinic 272.00 272.00Total for this ACH Check for Vendor 4889: 5587 CES Imaging 02/10/2017ACH INV054404 Jan 17 Expenses Jan 17 Expenses 60.00 60.00Total for this ACH Check for Vendor 5587: 7064 Rotary Club of Arden Hills/Shoreview 02/10/2017ACH 1518 Q1 2017 Dues Q1 2017 Dues 195.50 195.50Total for this ACH Check for Vendor 7064: ALPI Allegra Print & Imaging 02/10/2017ACH 150067 Joynes Business Cards Joynes Business Cards 125.27 125.27Total for this ACH Check for Vendor ALPI: 0243 Metropolitan Council-Waste Water 02/10/2017ACH 0001062741 Feb 17 Wastewater Expenses Feb 17 Wastewater Expenses 61,701.52 0001063750 Mar 17 Wastewater Expenses Mar 17 Wastewater Expenses 61,701.52 123,403.04Total for this ACH Check for Vendor 0243: 2277 Facility Dude 02/10/2017ACH R-107819 2017 Expenses 2017 Expenses 9,190.00 9,190.00Total for this ACH Check for Vendor 2277: 0841 Ehlers & Associates, Inc.02/10/201746388 72485 TIF Expenses TIF Expenses 26.87 72485 TIF Expenses TIF Expenses 26.88 53.75Total for Check Number 46388: 0916 Lakes Country Service Coop 02/10/201746389 CI073HA91-1216 2016 Expenses 2016 Expenses -919.00 CI073HA92-1216 2016 Expenses 2016 Expenses 459.50 CI073HB71-1216 2016 Expenses 2016 Expenses 2,958.00 2,498.50Total for Check Number 46389: 1450 League of MN Cities Inc. Trust (SP)02/10/201746390 11053070-Q416 Q4 2016 Restitution Payment C#11053070 Q4 2016 Restitution Payment C#11053070 690.90 Page 15AP Checks by Date - Detail by Check Date (2/10/2017 7:28 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 690.90Total for Check Number 46390: 1160 McGough Construction 02/10/201746391 2016-00648 GE 2016-00648 Escrow Release GE 2016-00648 Escrow Release 7,206.89 7,206.89Total for Check Number 46391: 1276 FBO Midwest Asphalt Corporation Northern Escrow, INC02/10/201746392 VV9446 Street Supplies Street Supplies 135.00 135.00Total for Check Number 46392: 3071 Peoples Electric Company 02/10/201746393 304666.00 Parks/Streets Maintenance Parks/Streets Maintenance 697.77 697.77Total for Check Number 46393: 0811 Ramsey County 02/10/201746394 PRRLG-001686 Truth in Taxation Notice Truth in Taxation Notice 651.70 PUBW-016101 2016 Bridge Inspections Truth in Taxation Notice 380.00 1,031.70Total for Check Number 46394: 0576 TimeSaver Off Site Secretarial 02/10/201746395 M22619-16 12/19 CC Mtg 12/19 CC Mtg 270.00 270.00Total for Check Number 46395: 0841 Ehlers & Associates, Inc.02/10/201746396 72347 Nov 16 TCAAP Nov 16 TCAAP 13,860.00 72484 Dec 16 TCAAP Dec 16 TCAAP 10,316.25 24,176.25Total for Check Number 46396: 0600 315800-NCPERS Minnesota 02/10/201746397 3158217 Jan 17 Payroll Deductions Jan 17 Payroll Deductions 64.00 64.00Total for Check Number 46397: 0654 Brake & Equipment Warehouse, Inc.02/10/201746398 1-574237 PW Supplies PW Supplies 11.76 11.76Total for Check Number 46398: CPF1 Central Pension Fund 02/10/201746399 01312017-CPF Jan 17 Contributions Jan 17 Contributions 1,382.40 1,382.40Total for Check Number 46399: 2501 Davis Lock and Safe 02/10/201746400 82310 PW Supplies PW Supplies 9.00 9.00Total for Check Number 46400: 0176 Frattallone's Hardware, Inc.02/10/201746401 073461-A PW Supplies PW Supplies 26.04 26.04Total for Check Number 46401: 0454 League of MN Human Rights Comm.02/10/201746402 02-010012-AH 2017 Dues 2017 Dues 100.00 Page 16AP Checks by Date - Detail by Check Date (2/10/2017 7:28 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 100.00Total for Check Number 46402: ASSM Metro Cities 02/10/201746403 4 2017 Dues 2017 Dues 4,011.00 4,011.00Total for Check Number 46403: 6878 Minnesota Auquipco, Inc.02/10/201746404 102005 PW Supplies PW Supplies 178.62 178.62Total for Check Number 46404: 0257 Minnesota Dept. of Health 02/10/201746405 02092017-MDH Water Department Training-MC Water Department Training-MC 32.00 32.00Total for Check Number 46405: 1074 Precision Landscape & Tree 02/10/201746406 6266 Tree/Weed Services Tree/Weed Services 260.60 260.60Total for Check Number 46406: 5497 SCHWAAB, INC 02/10/201746407 A092961 Office Supplies Office Supplies 173.98 173.98Total for Check Number 46407: 0327 Staples Business Advantage 02/10/201746408 3326861702 Office Supplies Office Supplies 23.99 3326946713 Office Supplies Office Supplies 222.97 246.96Total for Check Number 46408: 0576 TimeSaver Off Site Secretarial 02/10/201746409 M22619-17 1/9 CC Mtg 1/9 CC Mtg 139.00 139.00Total for Check Number 46409: 0101 Winnick Supply 02/10/201746410 333291 PW Supplies PW Supplies 240.69 240.69Total for Check Number 46410: 0447 I.U.O.E Local 49 Benefit Fund-Insurance 02/10/201746411 02152017-IUOE March 17 Premium March 17 Premium 9,360.00 9,360.00Total for Check Number 46411: 0916 Lakes Country Service Coop 02/10/201746412 170202316577 March 17 Expenses March 17 Expenses 1,453.50 170202316577 March 17 Expenses March 17 Expenses 9,794.00 11,247.50Total for Check Number 46412: 0282 Republic Services #899 02/10/201746413 0899-002994224 Jan 17 Recycling Jan 17 Recycling 7,643.88 7,643.88Total for Check Number 46413: 377,253.62Total for 2/10/2017: Page 17AP Checks by Date - Detail by Check Date (2/10/2017 7:28 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription Report Total (166 checks): 691,887.45 Page 18AP Checks by Date - Detail by Check Date (2/10/2017 7:28 AM) CONSENT ITEM – 5B MEMORANDUM DATE: February 13, 2017 TO: Honorable Mayor and City Councilmembers William S. Joynes, Sr., City Administrator FROM: Sue Iverson, Director of Finance and Administrative Services SUBJECT: Pay Equity Report Background In 1984, the Minnesota Legislature passed the Local Government Pay Equity Act (LGPEA) (M.S. 471.991-.999). Local governments were given until December 31, 1991 to comply with the law and were required to file reports with Minnesota Management & Budget (MMB) by January 31, 1992. All jurisdictions were then placed on a three year reporting cycle with a third of them reporting each year beginning in January 1994. Arden Hills last submitted a report in January 2014 which was for salary data as of December 31, 2013. Discussion Our current reporting deadline is January 31, 2017. Since the January 23rd meeting was canceled, this was moved to this agenda and communicated to the State. Attached is the report that will be submitted for the City of Arden Hills based on salary data as of December 31, 2016. Pay equity is determined based upon salary data and practices within our own City and not outside sources. This report shows that we are in compliance within our own system. Since the reports can be confusing and hard to understand, I have attached the “Guide to Understanding Pay Equity Compliance and Computer Report” for your reference in interpreting the report (last updated in 2014). The job points and pay system that was used for this report was the one created when the City last did a compensation system and market study in late 2015. Recommendation Motion to approve the Arden Hills Pay Equity report dated 1/25/17. Attachments Attachment A: Pay Equity Implementation Report Attachment B: Instructions for Completing Pay Equity Implementation Report Instructions for Completing Pay Equity Implementation Report November 2013 Pay Equity Office Minnesota Management & Budget 400 Centennial Office Building 658 Cedar Street St. Paul, MN 55155 www.mmb.state.mn.us Pay Equity Implementation Reports must be submitted using the new web-based software at https://www.mmb.state.mn.us/PavEguity/. If you do not have access to the internet, send an email to Pay.Eguity(o).state.mn.us The next two pages are samples of what the reporting forms in the software looks like, but these pages are for informational purposes only and not to be filled out and sent in. Sample Pay Equity Implemt ntation Report 11/12/2010 Part A:Jurisdiction Identification Jurisdiction: Jurisdiction Type: Contact: Phone:F-Mail: Part B:Official Verification 1, The Job evaluation system used measured skill,effort 3. An official notice has been posted at: responsibility and working conditions and the same system was used for all classes of employees. prominent location) The system used was:Informing employees that the Pay Equity Description: Implementation Report has been filed and is availahte to employees upon request. A copy of the notice has been sent to each exclusive representative,if any,and also to the public library. The report was approved'by: 2. Health Insurance benefits for male and female classes of govrMing body) comparable value have been evaluated and: chief elected official) title) Part C: Total Payroll Checking this box indicates the following: signature of chief elected official approval governing body all Information is complete and accurate, and is the annual payroll for the calendar year just ended rill employees over which the jurisdiction ties December 31. final budgetary authority are included Date Submitted: Sample Stageville Theater First Step To Broadwayl Job Class data Entry Verification List LGID 1 Case: 2005 Job Class Nbr Nbr Class Jobs Min Mo Max Mo Yrs to Max Yrs of Exceptional Nbr Title Males Females Type Points Salary Salary Salary Service Service Pay 1 Box Office 1 1 B 110 $1,200.00 $1,400.41 4.00 0.00 2 Stage Crew 6 1 M 130 $1,250.00 $1,450.26 5.00 0.00 LONGEVITY 3 Props Chief 1 0 M 140 $1,260.00 $1,460.94 5.00 0.00 LONGEVITY 4 Costume Designer 0 1 F 142 $1,375.00 $1,575.89 5.00 0.00 5 Set Tech. 1 0 M 150 $1,360.00 $1,560.75 5.00 0.00 6 Lighting Tech.1 0 M 164 $1,400.00 $1,625.50 6.00 0.,00 7 Effects Eng. 1 0 M 179 $1,425.00 $1,645.22 6.00 0.00 8 Stage Manager 0 1 F 180 $1,425.00 $1,610.30 5.00 0.00 LONGEVITY 9 Writer 1 0 M 180 $1,400.00 $1,590.19 6.00 0.00 10 Marketing Director 1 0 M 200 $1,490.00 $1,690.85 4.00 0.00 11 Actor/Actress 10 12 B 217 $1,500.00 $1,730.85 4.00 .0.00 PERFORMANCE 13 Producer 0 1 F 260 $1,700.00 $1,900.00 0.00 0.00 12 Director 1 0 M 275 $1,600.00 $1,795.76 0.00 0.00 14 General Manager 0 1 F 300 $1,800A0 $2,100.67 0.00 0.00 Job Number Count: 14 INSTRUCTIONS FOR COMPLETING PAY EQUITY IMPLEMENTATION REPORT General instructions. The Pay Equity Implementation Report must be received by Minnesota Management&Budget(MMB) by January 31,2014. Submissions after that date will be found out of compliance with the pay equity law. All information submitted on the form must be that which was in place as of December 31,2013. The report must be submitted in the format using the web-based Pay Equity software. Do not submit information in a different format. Part A: Jurisdiction identification. This information(Jurisdiction,Jurisdiction Type,Contact,Phone&E-mail)will already be filled in. Jurisdiction"and other important terms are defined on the Definitions sheet(page 12). If there is a question or dispute about the jurisdiction responsible for establishing pay equity and for completing this report,please send an email to Pay.Equity@state.mn.us. Part B: Official verification. 1. Job Evaluation System. Using the drop down menu,please check the box showing what kind of job evaluation system was used,and write the name of the system on the appropriate line. If you have used more than one system in recent years, only list the system currently in place. 2. Benefits Evaluation. If all classes are eligible for the same health insurance benefits,check the first box. If all classes are not eligible for the same health insurance benefits, refer to the Benefits Worksheet(page 7)for an explanation on how to evaluate and, if necessary,report benefits. If benefits must be reported and are included in the maximum monthly salary,check the second box. 3. Official Posting. Write in the location where the required notice has been posted(for example, Courthouse Bulletin Board"). You may use the Pay Equity Notice form(page 14)provided by Minnesota Management&Budget for this purpose. If you use some other form,that form must include all the information on the enclosed Pay Equity Notice form. Signature lines. This section must be completed as verification that the information provided in the report is correct,has been approved by the governing body,and signed by the Chief Elected Official. Failure to complete this part,or any other part of the Pay Equity Implementation Report form,may lead to an"out of compliance"finding. Pay Equity Implementation Report Instructions—11/13 Page 1 On the line marked"governing body,"type"city council,""county board,""school board,"or other governing body for the jurisdiction which has reviewed and approved the report. On the line marked"chief elected official",type the name of the elected official. On the line marked"title",type the title of the chief elected official,(e.g.,Mayor,Chairperson,etc.) Check the box marked"Checking this box indicates the following:" Date Submitted will be filled in automatically with current date. Part C: Total payroll. Please type the amount of the jurisdiction's entire annual payroll including all wages,overtime pay, stipends,etc. for the year ending December 31, 2013. Job Class Data Entry Verification List. Example: Job Class Data Entry 'Verification List Job Title Males Females Points Min Sal Max Sal Yrs to Max Yrs Sry Exceptional Nbr Sry 1 Box Office I I Il0 1200 $1400 4 2 Stage Crew 6 1 130 1250 $1450 5 Longevity 3 Props Chief 1 0 140 1260 $1460 5 Lon evi 4 Costume Designer 0 1 142 1375 41575 5 Job Nbr. Start with number 1 and enter in sequence. Title. List all class titles,starting with the class with the lowest job points, in your jurisdiction. Fora definition of"class,"review the enclosed Definitions sheet. Examples of classes are"Assistant Librarian,""Custodian,""Teacher Aide,""City Clerk." Do not list pay grades,job points or ratings in this column. This list must include all job classes which had employees at any time in calendar year 2013,unless the class was abolished on or before December 31, 2013. The information provided in the remaining columns must be that which was in place as of December 31,2013. For classes which are vacant on December 31,2012,but were occupied at some point in 2013,report data that pertained to the most recent incumbent(s)that occupied the class in calendar year 2013. If the jurisdiction has a two-tier pay system,and there were employees in both tiers on December 31, 2013,the jurisdiction must report each tier as a separate class. Males and Females. For each job class,list the total number of male and female employees as of December 31,2013. A"head count"should be done of all individuals who work at least an average of 14 hours per week and 67 days per year(100 days in the case of students). Always report whole numbers,not fractions or full-time-equivalents. Individuals who do not work at least the"14/67" minimum should not be included in the report. If no one in the job class works the minimum,do not report the class at all. Pay Equity Implementation Report Instructions— 11/13 Page 2 For classes which are vacant on December 31,2013,but were occupied at some point in 2013,report data that pertained to the most recent incumbent(s)that occupied the class in calendar year 2013. Points. Type the number of points for each job class as determined by your job evaluation system. All entries must be numerical and must be whole numbers. Min Sal and Max Sal. "Salary" includes wages and additional cash compensation, as defined on pages 12 and 13. Carefully review these definitions and also the definition of"compensation"which explains items such as overtime pay which are not to be reported. All wage and salary information may be reported to the nearest whole dollar. All numbers in these columns must represent the same number of hours worked,therefore any part-time salaries must be adjusted to a monthly full-time- equivalent(see#3 on page 3). To do the calculations,the following four questions should be answered for each job class: 1. Is there a salary range established or just a single rate of pay? If there is a salary range established for the class,the minimum per month goes in Min Mo Salary column and the maximum in Max Mo Salary column. If there is only a single rate of pay,the same amount goes in both columns. If actual wages do not fall within the salary range established,then the actual wages,not the range,must be reported. For example, if the salary range is$1500- 2000/month, but an employee in the class actually is receiving pay of$1300/month,you must report 1300 as the minimum monthly salary. The same would be true if an employee's actual salary exceeds the established range. For example,if the salary range is$1500-$2000 per month,but an employee is receiving$2200 per month,you must report$2200 as the maximum salary. The only exception to this would be if the excess payment is based on a longevity plan or a documented performance plan that meets the definition of exceptional service pay. If it qualifies as exceptional service pay, it is accounted for by selecting longevity"or"performance"in Exception Service Pay column and the excess amount is not added to the maximum salary. 2. Are wages based on an hourly rate or an annual rate? For classes with an established hourly rate,the monthly amounts must be figured by taking the hourly rate x 173.3 (number of hours in a month based on full-time). If there is no established hourly wage and only an annual wage,divide the annual wage by the number of months worked. 3. Do the employees in the class work part-time? For part-time employees who work at least an average of 14 hours per week but less than 40 hours per week,you must convert their part-time salaries to monthly full-time equivalents. The pay equity law requires all salaries to be reported as monthly full-time equivalents. The amounts in Min Mo Salary and Max Mo Salary columns for part-time employees will bemore than their actual salaries. It is necessary to adjust all salaries in Min Mo Salary and Max Mo Salary columns to in order to compare all classes based on the same number of hours worked. Pay Equity Implementation Report Instructions—1 1/13 Page 3 For part-time employees with an hourly wage,multiply the hourly wage by 173.3. For example, if the hourly wage is $10, 10 x 173.3 =$1733. You would enter$1733 as the monthly salary. For part-time employees with a single rate of pay,you must determine the hourly wage and multiply it by 173.3. Example: Tony is a bus driver who is paid $700 per month but does not work 40 hours per week. First, figure out,to the best of your ability,the average number of hours Tony works each month. For Tony,this is figured at 60 hours. You must then divide the number of hours worked by the monthly salary to determine an hourly wage($700=60=$11.66). Then, multiply the hourly wage by 173.3 ($11.66x 173.3=$2021)and enter that amount,rounded off to the nearest whole dollar 2021), in the Max Mo Salary column. The worksheet below may be helpful to you when converting part-time single rates of pay to full- time equivalent salaries. Blank worksheet for your use: 1. The monthly salary is 2. The number of hours worked in a month is 3. The amount on line one divided by the amount on line two is 4. The amount on line three multiplied by 173.3 is 5. Enter the amount on line four under Max Mo Salary column 4. Are there any additions to the maximum monthly salary figure? a. Additional cash compensation-carefully review the definition on pages 12 and 13. Such things as lump sum or bonus payments are considered additional cash compensation and must be added to the maximum salary if such payments result in an individual receiving an amount above the established range or rate. The amount of these types of payments during the previous 12 months must be adjusted to a monthly figure and added to the maximum monthly salary. b. Benefits-the definition of benefits is limited to health insurance. If any female class is eligible for a lesser amount of paid health insurance than a male class of comparable value,the amount of the employer contribution must be added to maximum salaries for all job classes. Carefully review the Benefits Worksheet to determine if this addition is required. Yrs to Max. Type the number of years required to qualify for the maximum monthly salary for each class. If there is a salary range,but movement through the range is based solely on performance and not on years of service, leave the space blank and fill in the number of years of service in the Yrs of Service column. Yrs Srv. If there is no established salary range for the class,type in the number of years of service for the employee with the highest number of years of service. Pay Equity Implementation Report Instructions— 11/13 Page 4 Exceptional Srv. If any employees receive this kind of pay,defined on page 12,and if those payments result in a salary above the salary range maximum, select"longevity"and/or"performance"in this column. Do not add the amount of these payments to maximum salaries. If no exceptional service pay exists,leave this column blank. The requirement for writing in the word longevity or performance for a job class is that at least one person in the job class must actually be receiving longevity or performance pay above and beyond the maximum monthly salary. If employees in a class are eligible for but are not yet receiving longevity or performance pay,the column must be left blank. Additional information. The first thing MMB does when receiving your report is compare it to the previous report submitted by your jurisdiction. If there have been significant changes such as job evaluation point changes or a change to a different job evaluation system,a description and explanation of the change should be submitted in an email to Pa .EEquitypstate.mn.us. Pay Equity Implementation Report Instructions—11113 Page 5 BENEFITS (HEALTH INSURANCE) WORKSHEET AND INSTRUCTIONS Benefits means health insurance to which a jurisdiction contributes on behalf of an employee or an employee plus dependents. Benefits for pay equity reporting purposes do not include pensions, life, dental or disability insurance,vacations or sick days. You may skip this worksheet IF... eligibility for the amount of employer contribution for health insurance is the same for all classes. You will not need to add benefits to salary information. (Check the first box in Part B(2)on the Pay Equity Implementation Report form.) You must add the employer's contribution to health insurance to maximum monthly salaries IF... the amount of eligibility for the amount of employer contribution is less for any female class within comparable value of a male class. The following steps will help you determine comparable value and how to calculate the amount you must add to maximum monthly salaries. (Check the second box in Part B(2)on the Pay Equity Implementation Report form.) STEP 1. Determine the range of points. Subtract the lowest point value from the highest point value. For example, if the lowest rated job in the jurisdiction has 100 points and the highest rated job has 300 points, 300- 100=200. The range of points is 200. STEP 2. Determine which female classes are"comparable"to male classes. For benefits purposes, a female class is "comparable"to a male class if the job points for the female class are within 10%of the range of points above or below the male class. In the example above,the overall point range is 200. Ten percent of that range is 20 points. Using this point range,a female class with 140 points would be comparable to male classes up to 160 points 20 points above) and down to 120 points(20 points below). STEP 3. Compare benefits for male and female classes of"comparable"value. Are any of the female classes eligible for a lesser amount of employer contribution to health insurance compared to male classes of comparable value? If so,this is called a disadvantage. If the answer is yes and at least one female class is at a disadvantage,you have found a"trigger"and benefits must be calculated and added to maximum monthly salaries for ALL classes. It is possible to have differences in employer contributions to health insurance that are not reported because although a female class or classes has a lower employer contribution,the female class or classes are not within comparable value to a male class receiving a higher employer contribution to health insurance. If no female classes are at a disadvantage,the amount of health insurance is not added to maximum monthly salaries. If no employees in a female class are eligible for health insurance,because they work part-time or for other reasons,the employer's contribution is zero. This would be a disadvantage if the class is within comparable value of a male class eligible for health insurance. Benefits(Health Insurance)Worksheet and Instructions—11/13 Page 6 Sometimes there are both full-time and part-time employees in a female class, and only full-time employees are eligible for health insurance. In these classes,determine the employer's maximum contribution for health insurance for a full-time employee. If the maximum eligibility is not less than a male class of comparable value,this is not a disadvantage even though there may be part-time employees in the class that receive no health insurance benefits. STEP 4. Calculate the dollar value of the benefits. If any female class is at a disadvantage in terms of benefits in comparison with a male class of comparable value,this calculation must be made for EVERY class in the jurisdiction. If employees in a class may choose between single coverage and family coverage, determine the employer's contribution for family coverage. To calculate benefits for classes with an established hourly wage in your jurisdiction: 4a. Maximum annual employer contribution for an employee(or employee plus dependents) in the class 4b. Number of hours worked annually 4c. Divide 4a by 4b to determine cost per hour 4d. Add the result from 4c to maximum hourly wage(and additional cash compensation, if applicable) and multiply by 173.3 to determine maximum monthly amount. Jurisdictions may round the result to the nearest whole dollar. Enter the result from 4d in the Max Salary column. For example,the annual employer contribution for an employee's family health insurance coverage is 3000. Since the employee works 2080 hours per year,the contribution is$1.44 per hour or$250 per month. If the employee's maximum monthly salary was $2001,the amount reported would be 2250. To calculate benefits for classes with an annual salary in your jurisdiction: 4e. Maximum annual employer contribution for an employee(or employee plus dependents)in the class 4f. Number of months worked 4g. Divide 4e by 4f to determine cost per month 4h. Add the result from 4g to maximum monthly wage and additional cash compensation,if applicable) Jurisdictions may round the result to the nearest whole dollar. Enter the result from 4h in Max Salary column. Benefits(Health Insurance)Worksheet and Instructions—11/13 Page 7 Salary Range Test Example This is an example to show how the salary range test is calculated. The software will automatically calculate these results, but this shows how the test can be conducted manually. Jurisdiction: Stageville Theatre Step 1 Identify male classes with an established number of years to move through a salary range. Title Years to Max Stage Crew 5 Props Chief 5 Set Tech 5 Lighting Tech 6 Effects Tech 6 Writer 6 Marketing Director 4 7 total classes 37 total years Step 2 I Calculate the average years to reach maximum salary for male classes: A. Total years from Step 1 37 B. Total classes from Step 2 7 C. Divide 2A by 2B 37-7 5.28 averageyears to max Step 3 Identify female classes with an established number of years to move through a salary range. Title Years to Max Costume Designer 5 Stage Manager 5 2 total classes 10 total years Step 4 Calculate the average years to reach maximum salary for female classes: A. Total years from Step 3 10 B. Total classes from Step 3 2 C. Divide 4A by 4B 10_2 5 average years to max Step 5 Divide 2C by 4C and multiply by 100 5.28-5 = 1.05 x 100 = 105% Salary Range Test Example— 11/13 Page 8 Exceptional Service Pay Test Example This is an example to show how the exceptional service pay test is calculated. The software will automatically calculate these results, but this shows how the test can be conducted manually. Record information for male or female classes only, not balanced classes. Step 1 Calculate the percentage of male classes receiving exceptional service pay. A. Total number of male classes where an employee 4 receives exceptional service pay. B. Total number of male classes in the jurisdiction. 8 C. Divide I A by 1 B and multiply by 100. 4 - 8 = .50 x 100 = 50% If result of I C is 20%or less, stop here. If result is more than 20%, go on to Step 2. Step 2 Calculate the percentage of female classes receiving exceptional service pay. A. Total number of female classes where an employee 1 receives exceptional service pay. B. Total number of female classes. 4 C. Divide 2A by 2B and multiply by 100. 1 -4 = .25 x 100 = 25% Step 3 Calculate the ratio of female/male classes receiving exceptional service pay. Divide 2C by 1 C and multiply by 100.25 - 50= .50 x 100 = 50% Enter result in Part D of report form. Exceptional Service Pay Test Example— 11/13 Page 9 DEFINITIONS Additional cash compensation"-see "Salary." Benefits"means health insurance or health self-insurance programs to which a jurisdiction contributes on behalf of an employee or an employee plus dependents. Benefits do not include pensions, life insurance,dental insurance, disability insurance, or other insurance programs. Class" means one or more positions that have similar duties, responsibilities,and general qualifications necessary to perform the duties,with comparable selection procedures used to recruit employees,and use of the same compensation schedule. Compensation"consists of salary,exceptional service pay, and benefits. Compensation does not include overtime pay, shift differentials,or uniform allowances,as defined below. Compensation also excludes any other payments not defined as salary,benefits,or exceptional service pay. Overtime pay"means payment to employees for services performed in excess of the normal work period when the payments are required by applicable state and federal overtime laws,by an applicable collective bargaining agreement,or by written personnel policies. Shift differential"means payment to employees for working other than the standard daytime weekday shift. Uniform allowance"means payment to employees for purchasing a specified,required uniform. Employee"means a public employee as defined by Minnesota Statutes, section 179A.03,subdivision 14,except that employee also includes employees of charitable hospitals as defined by Minnesota Statutes,section 179.35,subdivision 3. Employee does not include employees of charitable hospitals who would be excluded under Minnesota Statutes,section 179A.03, subdivision 14,paragraphs(a)to(f). Exceptional service pay"means longevity pay or performance pay. Longevity pay"means payment above the salary range maximum to employees with specified years of service or seniority. Performance pay"means payment above the salary range maximum to employees who meet specified performance or production standards. Jurisdiction"means a political subdivision,governmental subdivision, or public employer responsible for achieving equitable compensation relationships under Minnesota Statutes 471.991 to 471.999. For purposes of pay equity compliance,jurisdiction means a public employer as defined by Minnesota Statutes,section 179A.03,subdivision 15,clause(c),except that jurisdiction may also include charitable hospitals as defined by Minnesota Statutes,section 179.35, subdivision 2. If a charitable hospital does not have final budgetary approval authority for employees in the hospital,the jurisdiction for purposes of pay equity is defined as the public employer with final budgetary approval authority for employees in that hospital. If the governing board of a joint powers agency does not have final budgetary approval authority for employees in the joint powers agency,the jurisdiction for purposes of pay equity is defined as the public employer with final budgetary approval authority for employees in that joint powers agency. Pay Equity Definitions— 11/13 Page 10 Salary"consists of wages and additional cash compensation. Wages"means all regular payments for routinely scheduled labor or services made by a jurisdiction to a class of employees,whether these payments are made on an hourly,monthly, or annual basis, except for payments defined as exceptional service pay,and except for payments excluded from the definition of compensation. Wages refers to the maximum monthly payment for a job class if there is an established payment range for the class, or to the highest actual monthly wage paid to any member of a class if there is no established payment range for that class. Additional cash compensation"means all payments made by a jurisdiction to a class of employees when the payments are made to all employees in the class and when the payments exceed the maximum of an established payment range. Additional cash compensation includes lump sum payments and bonus payments except: Additional cash compensation does not include retroactive adjustments to wages when those adjustments do not exceed the reported wage maximum,and does not include retroactive contributions to benefits when those contributions do not exceed the reported benefits contribution limits; and Additional cash compensation does not include payments defined as exceptional service pay,and does not include payments excluded from the definition of compensation. Wages"-see "Salary." Pay Equity Definitions—11/13 Page 1 l Posting date: Jurisdiction Name: NOTICE 2014 Pay Equity Report This jurisdiction is submitting a pay equity implementation report to Minnesota Management & Budget as required by the Local Government Pay Equity Act, Minnesota Statutes 471.991 to 471.999. The report must be submitted to the department by January 31, 2014. The report is public data under the Minnesota Government Data Practices Act, Minnesota Statutes, Chapter 13. That means that the report is available to anyone requesting this information. This notice is being sent to all union representatives (if any) in this jurisdiction. In addition, this notice must remain posted in a prominent location for at least 90 days from the date the report was submitted. For more information about this jurisdiction's pay equity program, or to request a copy of the implementation report, please contact: local contact person's name, address, telephone) For more information about the state pay equity law,you may contact the Pay Equity Office at: pay.equit Dy state.mn.us Pay Equity Office Minnesota Management& Budget 400 Centennial Office Building 658 Cedar Street St. Paul, MN 55155 Pay Equity Report Notice— 11/13 Page 12 Page 1 of 1 DATE: February 13, 2017 TO: Honorable Mayor and City Councilmembers William S. Joynes, Sr., City Administrator FROM: Julie Hanson, City Clerk SUBJECT: Amended 2017 Fee Schedule Background The City Council approved the 2017 Fee Schedule at its meeting on December 12, 2016. Discussion At the December 19, 2016, special regular meeting, Resolution 2016-045 Establishing the Service Fee Charge for the 2017 Residential Curbside Recycling Program was approved. This increased the fee from $48 to $50 per residential parcel for those with curbside recycling service and from $2.50 to $2.75 per residential parcel for those that are not offered curbside recycling service (see page 10 of Attachment A). Based on this approved increase for recycling fees, the 2017 Fee Schedule that was approved on December 12, 2017 must be amended. Requested Action Motion to approve Ordinance 2017-001 amending the 2017 Fee Schedule and authorizing publication of the Ordinance Summary. Attachments Attachment A: Ordinance 2017-001 – Appendix A – Amended 2017 Fee Schedule Attachment B: Summary of Ordinance 2017-001 CONSENT ITEM – 5C MEMORANDUM Page 1 of 10 City of Arden Hills Ordinance 2017-001 – Appendix A Amended 2017 Fee Schedule I. Administrative Dogs/Cats – Licenses Two years (Pro-rated for second year @ $13.00) $30.00 Dogs/Cats – Duplicate Tags Each $6.50 Dogs/Cats – Boarding $22.00 per day Dogs/Cats – Impoundment Fee $50.00 Dogs/Cats – Surrender Fee Each $25.00 Dogs – Residential Kennel License Annual $21.00 Dogs – Dangerous Dog Fee Annual $500.00 Dogs – Potentially Dangerous Dog Fee Annual $250.00 Copying – Minutes, City Council Meetings Annual $69.00 Copying – Minutes, Planning Commission Meetings Annual $56.00 Copying – Agendas, City Council Meetings Annual $14.00 Copying – Agendas, Planning Commission Meetings Annual $7.00 Copying – Agenda Packets, City Council Meetings Annual Cost based on per sheet, staff labor, and postage Copying – Agenda Packets, Planning Commission Annual Cost based on per sheet, staff labor, and postage Copying – General Any Size $0.25 per side Assessment Search $53.00 per half hour II. Building Construction Building Permits – Permit Fee Fees shall be based according to the 2016 State Statute 326B.153 and are determined by the City’s Building Official Building Permits – Plan Review Fee 65% of Building Permit Fee Building Permits – Re-inspection $63.25 per State Statute 326B.153 Building Permits – Manufactured Home Location, Swimming Pools, and Demolition $55.00 + State Surcharge fee as outlined in State Statute 326B.148 Building Permits – Special Investigations 100% of Permit Fee Page 2 of 10 State Surcharge – based on valuation fee based on 2016 State Statute 326B.148 State Surcharge – Fixed Fees fee based on State Statute 326B.148 Plumbing Permits – Minimum Fee $40.00 Plumbing Permits – Residential 1.25% of Project Value Plumbing Permits – Non- Residential 1.25% of Project Value + $50.00 Electrical Permits – Minimum Fee $40.00 Electrical Permits – Maximum Single Family Dwelling Fee $150.00 Electrical Permits – General See Exhibit “A” attached to fee schedule Mechanical Permits – Minimum Fee $40.00 Mechanical Permits – Residential 2% of Project Value Mechanical Permits – Non- Residential 1.25% of Project Value + $50.00 Fire Protection Permits – Permit Fee Fees shall be based according to the 2016 State Statute 326B.153 and are determined by the City’s Building Official Fire Protection Permits – Plan Review Fee 65% of Permit Fee Fire Protection Permits – Re- inspection $63.25 per State Statute 326B.153 III. Liquor Licensing On-sale 1,999 square feet (SF) or less $3,465.00 On-sale 2,000 (SF) – 2,999 (SF) $4,620.00 On-sale 3,000 (SF) – 3,999 (SF) $5,775.00 On-sale 4,000 (SF) or more $6,930.00 On-sale, Sunday $200.00 (340A.504 Subd. 3(b) limits $200 fee for Sunday sales) Off-sale $210.00 Club Fee $315.00 On-sale, Malt Beverage $126.00 Off-sale, Malt Beverage $42.00 On-sale, Wine $ 2,000.00 (340A.408 Subd. 2(c) limits fee to $2000 or half of on-sale license fee, whichever is less) Strong Beer No Charge (as part of On-Sale Wine License) Investigation Fee $158.00 Minor Consumption Violation with Server Training First Violation $105.00 Second Violation $525.00 Page 3 of 10 Third Violation $1,050.00 Fourth Violation $1,575.00 Minor Consumption Violation without Server Training First Violation $525.00 Second Violation $1,050.00 Third Violation $1,575.00 Fourth Violation $2,100.00 and may be subject to license revocation IV. Maps and Ordinances Zoning Ordinance Municipal Code Comprehensive Plan $0.25 per side Color Maps (8.5 x 11) $2.00 Color Maps (11 x 17) $4.00 Street Maps $2.00 As-Builts (11 x 17) Based on number of copies and staff time V. Parks & Recreation Youth Athletic Association Field Rental Per two hour time block $25.00 per time block + applicable tax Adult Club / Intramural Field Rental Per two hour time block $40.00 per time block + applicable tax Ball Field Rental, Unlighted Per two hour time block. Tournament fees are extra. $50.00 per time block + applicable tax Ball Field Rental, Lighted Per two hour time block. Tournament fees are extra. $84.00 per time block + applicable tax Ball Field Tournament Fee (Adult), Full Maintenance Includes all day maintenance staff on site $525.00 per day + $200.00 damage deposit + applicable tax Ball Field Tournament Fee (Adult), Minimum Maintenance Includes prep for fields and midday drag of fields $315.00 per day + $200.00 damage deposit + applicable tax Warming House Rental/Ice Rink Rental Only allowed during non-public use hours $30.00 per hour + $200.00 damage deposit + key deposit + applicable tax Picnic Shelters Available for reservation $0 Picnic Pavilions – Resident Includes up to five picnic tables $65.00 per day + $200.00 damage deposit + applicable tax Picnic Pavilions – Non-Resident Includes up to five picnic tables $100.00 per day + $200.00 damage deposit + applicable tax Picnic Pavilions – Resident Non-Profit Includes up to five picnic tables $35.00 per day + $200.00 damage deposit Picnic Pavilions – Other Non-Profit Includes up to five picnic tables $70.00 per day + $200.00 damage deposit Additional Picnic Tables For every two extra tables $10.00 + applicable tax* *fee waived for Night to Unite and other public events open to all Arden Hills residents Community Garden Plot – One Plot Annual $38.00 + applicable tax Page 4 of 10 Community Garden Plot – Second Plot Annual $19.00 + applicable tax Room Rental – City Hall, Community Room Per Day (Scheduling a room after regular hours is contingent upon the presence of a city employee; In the event staff is not available, the City reserves the right to deny application). Regular business hour usage: No charge Army National Guard: No charge City Government: No charge Resident, Non-profit: $63 Resident, For-profit: $74 Non-Resident, Non-profit: $105 Non-Resident, For-profit: $137 (+ applicable tax) Room Rental – City Hall, Small Conference Room Per Day (Scheduling a room after regular hours is contingent upon the presence of a city employee; In the event staff is not available, the City reserves the right to deny application). Regular business hour usage: No charge Army National Guard: No charge City Government: No charge Resident, Non-profit: $26 Resident, For-profit: $32 Non-Resident, Non-profit: $42 Non-Resident, For-profit: $53 (+ applicable tax) Room Rental – Damage Deposit Required $105.00 Equipment Rental – DVD, VCR, T.V. $11.00 + applicable tax VI. Planning and Zoning (Each separate land use request shall be charged a separate administrative fee and escrow even if submitted on the same application. Costs expended in reviewing and processing an application will be charged against the cash escrow and credited to the City. Charges to the escrow include planning and engineering staff time, City attorney and consulting fees, and mailing costs. If, at any time, a required cash escrow is depleted to less than 20% of its original amount, the applicant shall deposit additional funds in the cash escrow account as determined by the City. The escrow may be reduced or increased by the City Planner on a project by project basis.) Description Escrow Fees Initial Application Fees Preliminary Plat Administrative Fee $500 Escrow $1,000 Final Plat Administrative Fee $500 Escrow $1,000 Lot Split/Minor Subdivision (R-1 and R-2 only) Administrative Fee $350 Escrow $1,000 Rezoning or TCAAP Regulating Plan Map Amendment Administrative Fee $350 Escrow $1,000 Comprehensive Plan Amendment Administrative Fee $500 Escrow $1,000 Variance or Permitted Adjustment Administrative Fee $350 Escrow $1,000 Conditional Use or Interim Use Permit/CUP or IUP Amendment Administrative Fee $350 Escrow $1,000 Planned Unit Development Master Plan or Special Development Plan Master Plan Administrative Fee $350 Escrow $1,000 Page 5 of 10 Final Planned Unit Development or Final Special Development Plan Administrative Fee $350 Escrow $1,000 Planned Unit Development Amendment or Special Development Plan Amendment Administrative Fee $350 Escrow $1,000 Concept Review Administrative Fee $150 Escrow $1,000 Vacation of Easement Administrative Fee $150 Escrow $1,000 Site Plan Review Administrative Fee $350 Escrow $1,000 City Code Amendment Administrative Fee $350 Escrow $1,000 Zoning Code or TRC Amendment Administrative Fee $350 Escrow $1,000 Zoning Letter Administrative Fee $60 Land Use Requests – Not Already Specified Administrative Fee $150 Escrow $1,000 Zoning Permit – Decks under 30”, Driveways, Fences, Sheds and Temporary Structures $65 Recreational Vehicle Parking Permit 7 Day Permit, renewable once per 12 months $25 Home Occupation I Permit No charge Home Occupation II Permit Administrative Fee $150 Escrow $500 Right-of-Way Permit Administration Fee $150 Escrow To be determined by the Engineer Grading & Erosion Control Fees Administrative Fee $150 Escrow $3,675 / acre Commercial Outdoor Display and Sales Area Permit $100 Appeal of Administrative Zoning, Sign, or Subdivision Decisions Administrative Fee $150 Escrow $1,000 VII. Utility Hookup Charges Water Permits – Service Installation/Repairs/Alteration Per inspection $40.00 Water Permits – Interior Plumbing, New Home $40.00 Water Turn On/Off, Temporary $40.00 Water Permanent Disconnect $215.00 Page 6 of 10 Curb Box and Service Lead, 1” Service Connection on Unsurfaced Street $165.00 Restoration of Typical Road Mix Street $105.00 Restoration of Higher-Type Street Set by Engineer Larger than 1” Service Connection Set by Inspector Water Permits – Plan Check Fee Set by Inspector Water Permits – Re-inspection $40.00 Water Meter/Spacer Charges – Customer Requested Water Meter Accuracy Test Fee includes removal of meter, bench test at maintenance facility, and returning meter to residence; Fee will not be applied if the meter is found to be inaccurate to a degree exceeding three percent (3%) from the result of the bench test Based on Meter Size Contact Public Works for Quote Water Meter/Spacer Charges – 5/8” x ¾” Meter Model 25 Standard Meter $450.00 Water Meter/Spacer Charges – 3/4” x 7 ½” Meter Model 35 Contact Public Works for Quote Water Meter/Spacer Charges – 1” Meter $550.00 Water Meter/Spacer Charges – Greater than 1” Contact Public Works for Quote Water Connection Fee – Connection fee for previously un-served or expanded lots $840.00 per acre or portion thereof Water Availability Fee – New or Additional Connections The units are based on the Metropolitan Council’s formula for calculating new sewer availability charge (SAC) units $525.00 per unit Sewer Connection Fee – Connection fee for previously un-served or expanded lots $840.00 per acre or portion thereof Sewer Availability Fee – New or Additional Connections The units are based on the Metropolitan Council’s formula for calculating new sewer availability charge (SAC) units $525.00 per unit Sewer Permits – Service Installation/Alternations/Repairs Per inspection $40.00 Sewer Permits – Plan Review Fee Set by Inspector Sewer Permits – Reinspections $40.00 per hour Sewer Access Charge Set by Met Council Annually $2,485.00 Sanitary Sewer Utility Prohibited Sump Pump Connection Surcharge $100.00 per month Page 7 of 10 VIII. Miscellaneous/Retail Activities Boutique/Garage Sale Application/notification of City Hall required No charge Casual Roadside Stands Application/notification of City Hall required No charge Tent Permit $55.00+ State Surcharge Sidewalk Sales $53.00 Business Licensing – Amusement Facilities Includes arcade, dance hall, movie theater, pool/billiard tables, bowling alleys, indoor tennis, skating facility, outdoor tennis, driving ranges, etc. $105.00 Business Licensing – Wholesale Bulk Fuel Storage Liability insurance required $210.00 Business Licensing – Hotel/Motel $6.50 per room Business Licensing – Courtesy Bench, Non-advertising $26.00 Business Licensing – Courtesy Bench, Advertising $79.00 Business Licensing – Mechanical/Electronic Devices Includes musical devices, amusement rides, bowling alleys, etc. $15.00 per location + $15.00 per machine (MN Statute 449.15 sets maximum permit fee at $15 per location and $15 per machine) Business Licensing – Retail Sales Includes antique shops, beauty/barber shops, boat dealers, Christmas tree sales, dry cleaning, laundry, bakery, candy, meats, wholesale foods, caterers, motor vehicle sales, optometrist, mortuary, video sales/rentals, over-the-counter tobacco sales, vending machines (excluding tobacco), & other retail goods not listed $53.00 Business Licensing – Restaurants, Cafes, Coffee Houses, etc. $21.00 per 1,000 square feet, or fraction thereof Business Licensing – Restaurants, Drive-Thru $315.00 Business Licensing – Service Stations $105.00 Business Licensing – Grocery $21.00 per 1,000 square feet, or fraction thereof Page 8 of 10 Charitable Gambling Permit – Per Minnesota State Statute, Chapter 349 Includes investigation fee Local Gambling Tax Lawful Gambling Fund $158.00 3% of organizations’ gross receipts from all lawful gambling, less prizes paid out 10% of net profits Tobacco Sales License Includes investigation fee $300.00 Fireworks Sales As part of existing business $100.00 (MN Statute 624.20 sets maximum permit fee at $100.00) Fireworks Sales Exclusive Business $350.00 (MN Statute 624.20 sets maximum permit fee at $350.00) Massage Therapist Annual Fee, Includes investigation fee $53.00 Massage Therapist Establishment Annual Fee, Includes investigation fee $158.00 Recreational Outdoor Archery Range $200 first year $50 annual renewal Solicitors, Peddlers, Transient Permit – For-Profit Organizations Please reference Section 340 of the Municipal Code for more information $158.00 background investigation + $105.00 per month permit fee Solicitors, Peddlers, Transient Permit – Non-Profit Organizations Please reference Section 340 of the Municipal Code for more information No charge Tree Contractor License $50.00 IX. Signs Initial Fee Per Sign $100.00 Permanent Signs, Annual Renewal Per Sign, 100 square feet or less (maximum allowable size) $25.00 Temporary Signs $50.00 Signs, Impoundment First Offense $50.00 Signs, Impoundment Second Offense $75.00 Signs, Impoundment Third Offense $150.00 X. Miscellaneous Fees/Permits Rubbish Hauler Annual $158.00 Recycling Hauler Annual $158.00 Contractor License Annual $75.00 Miscellaneous Permit Fee For all other permits not listed $40.00 Staff Research $53.00 per half hour Penalties for Late Payment Failure to pay any penalty imposed shall be grounds for the suspension or termination of any license issued by the City 10% of license fee or $32.00, whichever is greater Tobacco Sales, Illegal First Offense $105.00 Tobacco Sales, Illegal Second Offense within 24 months $525.00 Page 9 of 10 Tobacco Sales, Illegal Third Offense within 24 months $1,050.00 and 7 business day suspension or 30 day suspension of license + admin fine of $250 Tobacco Sales, Illegal Fourth Offense within 24 months Revocation of the license for a one year period Candidate Filing Fee $2.00 Insufficient Funds/Returned Check Fee $35.00 Rental Registration Fee $45.00 per rental unit Rental Registration Penalty Fee $90.00 per rental unit Residential Contractor License Check $5.00 Business Subsidy Application Fee Required to reimburse City for full cost of review $2,100.00 + $10,500.00 escrow Construction Activity Waiver Per Waiver Application $263.00 XI. False Alarm Fees False Alarm First two alarms No charge + letter False Alarm Three through ten alarms $60.00 per alarm False Alarm Over ten alarms $160.00 per alarm XII. Investigation Fees Tobacco, Liquor, Charitable Gambling, & Solicitor’s Permits $158.00 XIII. Utility Use Charges Water Per Quarter: Meter Charge 3/4” Meter Size or Smaller $24.36 Meter Charge 1” Meter Size $58.84 Meter Charge 1.5” Meter Size $124.46 Meter Charge 2” Meter Size $200.51 Meter Charge 3” Meter Size $436.45 Meter Charge 4” Meter Size $654.26 Meter Charge 6” Meter Size $1,089.82 Meter Charge 8” Meter Size $2,196.99 Meter Charge 10” Meter Size $3,122.56 Meter Charge 12” Meter Size $4,429.34 Consumption: 1-10,000 gals. gallons $2.73 per 1,000 gallons (pro- rated) Consumption: 10,001-35,000 gals. gallons $3.52 per 1,000 gallons (pro- rated) Consumption: Over 35,000 gals. gallons $6.22 per 1,000 gallons (pro- rated) Water Test Fee set by MN State Health Dept $1.59 Sanitary Sewer Per Quarter: Base Charge – Single Family per lot $92.61 Base Charge – Multiple Family per dwelling $92.61 Usage Over 15,000 gals. – Single Family/Multiple Family gallons $5.33 per 1,000 gallons (pro- rated) Page 10 of 10 Sanitary Sewer – Commercial Apartment/Condominium gallons $5.77 per 1,000 gallons (pro- rated) Sanitary Sewer - Mobile Home per unit $100.16 Surface Water Per Quarter: Residential - Single Family per lot $14.72 Residential – Multiple Family per dwelling $19.08 Apartment / Condominium per acre $120.11 Industrial / Commercial per acre $187.52 Undeveloped per acre $22.06 Standby Per Quarter: Standby 1” Service Line or smaller $8.32 Standby 1.25” Service Line $12.02 Standby 1.5” Service Line $16.56 Standby 2” Service Line $25.31 Standby 3” Service Line $57.09 Standby 4” Service Line $101.81 Standby 6” Service Line $228.28 Standby 8” Service Line $406.26 Standby 10” Service Line $635.48 Standby 12” Service Line $913.31 Standby Shared 6.95 $27.21 XIV. Recycling Fee Per Residential Parcel with curbside recycling Annual $50.00 Per Residential Parcel without curbside recycling Annual $2.75 XV. Park Development Park Development Fee Per residential unit $6,500.00 CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA SUMMARY OF ORDINANCE NO. 2017-001 On the 13th day of February, 2017, the Arden Hills City Council adopted Appendix A of Ordinance No. 2017-001, and by five affirmative votes pursuant to Minn. Stat. §412.191, Subd. 4, directed that a summary of Appendix A of Ordinance 2017-001 be published. Appendix A of Ordinance 2017-001 entitled “Amended 2017 Fee Schedule” an Ordinance Relating to Fees Payable within the City of Arden Hills for 2017. The primary purpose of the ordinance amendment is to update the Municipal Code to reflect fees for the calendar year of 2017. A full copy of Appendix A of Ordinance 2017-001 is available for inspection by any person during regular business hours at the office of the City Administrator, 1245 West Highway 96, Arden Hills, Minnesota 55112. The Ordinance is also available online at http://www.cityofardenhills.com Page 1 of 1 DATE: February 13, 2017 TO: Honorable Mayor and City Councilmembers William S. Joynes, Sr., City Administrator FROM: Julie Hanson, City Clerk SUBJECT: Approve Resolution 2017-005 Approving LG230 Application to Conduct Off- Site Gambling for Merrick, Inc. Background/Discussion As in prior years, the City has received an application from Merrick, Inc. for an off-site gambling permit to conduct gambling activity at Flaherty’s Arden Bowl. The event will take place on April 2, 2017. Per Minnesota’s Lawful Gambling regulations, Merrick, Inc. is required to obtain acknowledgment and approval by resolution from the City to conduct off-site gambling. Merrick, Inc. is holding its 15th Annual Bowl-A-Thon and raffle with all proceeds of the event going to support adults with intellectual and developmental disabilities at Merrick, Inc. Merrick, Inc. is a private nonprofit 501(c)(3) corporation dedicated to empowering adults with disabilities. It currently supports over 375 adults and is one of the largest Day Training and Habilitation (DT&H) programs in the state. The money raised at this event with help provide services to Merrick, Inc.’s clients (self-advocacy; social/leisure activities; physical, occupational, speech, and sensory therapies; and a retirement program). Requested Action Staff recommends approving Resolution 2017-005 Approving LG230 Application to Conduct Off-Site Gambling for Merrick, Inc. Attachments: Attachment A: LG230 Application Attachment B: Resolution 2017-005 CONSENT ITEM – 5D MEMORANDUM CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 2017-005 RESOLUTION APPROVING LG230 APPLICATION TO CONDUCT OFF-SITE GAMBLING FOR MERRICK, INC. WHEREAS, Minnesota’s Lawful Gambling regulations requires LG230 applicants to obtain acknowledgment and approval by resolution from the City in which gambling events are being held; and WHEREAS, Merrick, Inc. has applied for an LG230 Application to Conduct Off-Site Gambling through the State of Minnesota to conduct gambling activity at Flaherty’s Arden Bowl in the City of Arden Hills at its 15th Annual Bowl-A-Thon to be held on April 2, 2017. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF ARDEN HILLS, MINNESOTA: The City Council hereby acknowledges and approves Merrick, Inc.’s LG230 Application to Conduct Off-Site Gambling. ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 13TH DAY OF FEBRUARY, 2017. _________________________________________ David Grant, Mayor ATTEST: _______________________________________ Julie Hanson, City Clerk Page 1 of 1 DATE: February 13, 2017 TO: Honorable Mayor and City Councilmembers William S. Joynes, Sr., City Administrator FROM: Sara Knoll, Parks and Recreation Coordinator Sue Polka, Interim Assistant Public Works Director/City Engineer SUBJECT: Adoption of Resolution 2017-003 – Commission and Committee Appointment Background At the last PRTC Meeting held on Tuesday, January 17, 2017, Staff Liaison Sara Knoll and Parks Trails and Recreation Committee Chair Rich Straumann met with PTRC Candidate Paul Beggin. An interview was conducted and with Mayor Grant’s recommendation, we would like to appoint Paul Beggin to the PTRC Committee. Council Action Requested Motion to approve Resolution 2017-003 appointing Paul Beggin as a member of the Parks, Trails, and Recreation Committee (PTRC) for a term expiring December 31, 2019. Attachment Attachment A: Resolution 2017-003 CONSENT ITEM – 5E MEMORANDUM CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 2017-003 A RESOLUTION APPOINTING PAUL BEGGIN AS A MEMBER OF THE PARKS, TRAILS, AND RECREATION COMITTEE (PTRC) FOR A TERM EXPIRING DECEMBER 31, 2019. WHEREAS, the City Council appoints residents to serve in an advisory capacity to the City Council regarding parks, trails, and recreation issues; THEREFORE, BE IT RESOLVED: The City Council appoints Paul Beggin to serve on the PTRC for a term expiring on December 31, 2019. ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 13th DAY OF FEBRUARY 2017. _________________________________________ DAVID GRANT, MAYOR ATTEST: _______________________________________ JULIE HANSON, CITY CLERK DATE: February 13, 2017 TO: Honorable Mayor and City Councilmembers William S. Joynes, Sr., City Administrator FROM: Matthew Bachler, Senior Planner SUBJECT: Resolution 2017-004 Appointing Rob Williams to the Economic Development Commission (EDC) for a Term Expiring December 31, 2019 Background The Economic Development Commission (EDC) currently has five members. The guidelines state that this committee can have up to nine members comprised of residents or non-residents affiliated with an Arden Hills business. A minimum of four residents must be represented on the Commission. Currently, four of the five EDC members are residents of Arden Hills. Staff recently received an application from Rob Williams, who is a resident of Arden Hills. An interview panel consisting of Council Liaison Dave McClung, Chair Dan Erickson, and Senior Planner Matthew Bachler interviewed Mr. Williams on January 24. After reviewing the interview panel’s recommendation, Mayor Grant recommends appointing Mr. Williams to the EDC for a three-year term expiring on December 31, 2019. Recommended Action Motion to approve Resolution 2017-004 Appointing Rob Williams to the Economic Development Commission (EDC) for a Term Expiring December 31, 2019. Attachments • Attachment A: Resolution No. 2017-004 CONSENT ITEM – 5F MEMORANDUM CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 2017-004 A RESOLUTION APPOINTING ROB WILLIAMS TO THE ECONOMIC DEVELOPMENT COMMISSION (EDC) FOR A TERM EXPIRING DECEMBER 31, 2019 WHEREAS, the City Council appoints residents or non-residents affiliated with an Arden Hills business to serve in an advisory capacity to the City Council regarding economic development issues; THEREFORE, BE IT RESOLVED: The City Council appoints Rob Williams to serve on the EDC for a term expiring on December 31, 2019. ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 13TH DAY OF FEBRUARY, 2017 _________________________________________ David Grant, Mayor ATTEST: _______________________________________ Julie Hanson, City Clerk Page 1 of 3 DATE: February 13, 2017 TO: Honorable Mayor and City Councilmembers William S. Joynes, Sr., City Administrator FROM: Eric Zweber, AICP, Interim City Planner SUBJECT: Higher Education Moratorium Study Requested Action Motion to Approve the Professional Services Agreement with WSB & Associates to Provide Planning and Economic Development Services for a Higher Education Study Discussion On October 10, 2016, the City Council adopted Ordinance No. 2016-008 An Interim Ordinance Temporarily Prohibiting Land Use Applications and Reviews for Higher Education Uses in Residential, Business, Industrial and Other Zones (moratorium). The moratorium can last up to one year to prepare a study to determine the impacts and benefits from higher education land uses and provide recommendations for possible Zoning Code and/or Comprehensive Plan amendments regarding higher education uses. The City Council discussed at the December 19, 2016 Work Session that the study would involve the economic impact of higher education uses within the commercial and employment zones and would be led by the Planning Commission with the assistance of the Economic Development Commission. Based on the direction given by the City Council, WSB and Associates has prepared a proposal to conduct the planning and economic development study. The study is comprised of seven components: Background gathering and analysis of the existing Campus Master Plans for the University of Northwestern and Bethel University. Analysis of the Commercial and Employment Uses currently allowed in the various Commercial and Industrial Zones. Analysis of the Employment and Economic Activity that results from the allowed Commercial and Employment Uses. The regulation of Higher Education Uses within other communities. Analysis of existing parcels and buildings within the Commercial and Industrial zones. CONSENT ITEM – 5G MEMORANDUM Page 2 of 3 Preparation of a Final Report. Zoning Code and Comprehensive Plan Amendments based on the Report’s recommendations. On January 17, 2017, the City Council reviewed the draft proposal for planning and economic services that would be lead by Eric Zweber, Senior Planner, with significant involvement from Jim Gromberg, Economic Development Specialist. Eric Zweber has more than 15 years of planning and zoning experience at multiple communities and Jim Gromberg has more than 25 years of economic development experience, including most recently with the Minnesota Department of Employment and Economic Development (DEED). The full biographs of the entire team and related project experiences are described in the proposal provided in Attachment A. Schedule Month Planning Commission Economic Development Committee City Council March Review Campus Master Plans and where Higher Education is allowed Review uses allowed in commercial and industrial Joint Work Session April Review typical employment and economic activity from uses May Review typical employment and economic activity from uses Review how other communities zone for higher education June Examine amount of land and building space available in commercial and employment zones Examine amount of land and building space available in commercial and employment zones Review draft study report July Review draft study report and propose Zoning Code text and/or Comprehensive Plan amendments August Review Zoning Code text and/or Comprehensive Plan amendments Review recommendations Review recommendations September Conduct Public Hearing Approve Zoning Code text and/or Comprehensive Plan amendments After review of the proposal, the City Council commented that there were too many Planning Commission meetings, that the City Council did not have enough involvement and the proposed involvement was too late in the process. Based on these comments, WSB revised the schedule Page 3 of 3 by eliminating two Planning Commission meetings and adding two City Council meetings. To remove the two Planning Commission meetings, the March and May Planning Commission meetings will cover two topics each so that all the issues are still addressed. The two additional City Council meeting start with a joint City Council/Planning Commission meeting in March so that the City Council can provide some direction to Planning Commission. The second additional City Council meeting is in June so that the City Council can review and comment on the draft report before the Planning Commission review. Since the total number of meetings are the same and the topic addressed are the same as the January proposal, the total cost of the Study remains at $30,000. Options to Extend the Moratorium At the January 17, 2017 Work Session, the City Council asked about their ability to extend the moratorium beyond October 10, 2017. In consultation with the City Attorney, there are limitations on the ability to extend the moratorium. The State Statute allows extension for the following three conditions: 1. up to an additional 120 days following the receipt of the final approval or review by a federal, state, or metropolitan agency when the approval is required by law and the review or approval has not been completed and received by the municipality at least 30 days before the expiration of the interim ordinance; 2. up to an additional 120 days following the completion of any other process required by a state statute, federal law, or court order, when the process is not completed at least 30 days before the expiration of the interim ordinance; or 3. up to an additional one year if the municipality has not adopted a comprehensive plan under this section at the time the interim ordinance is enacted. The study has been prepared with a schedule for City Council adoption of any amendments to the City Code and/or Comprehensive Plan by the end of September, 2017. If a Comprehensive Plan amendment is required, an extension of the moratorium can be requested under condition 1. above to allow time for neighboring communities to review the amendment and the Metropolitan Council to approve the amendment. Attachments A. Professional Services Agreement Professional Services Agreement 08.01.16 Page 1 WSB & ASSOCIATES, INC. PROFESSIONAL SERVICES AGREEMENT This Professional Services Agreement (the “Agreement”) is made as of the day of February, 2017, by and between the City of Arden Hills with an address of 1245 West Highway 96, Arden Hills, Minnesota 55112 (“Client”), and WSB & Associates, Inc. with offices located at 701 Xenia Avenue South, Suite 300, Minneapolis, Minnesota 55416 (“Consultant”). Client and Consultant, for the consideration enumerated herein, do hereby agree as follows: SECTION 1 / GENERAL CONTRACT TERMS AND CONDITIONS The General Contract Terms and Conditions shall be as set forth in Exhibit A. SECTION 2 / SCOPE OF WORK The scope of work to be performed by Consultant is set forth in Exhibit B. The work and services to be performed hereunder and described in Exhibit B shall be referred to herein and in the General Contract Provisions as the “Project”. SECTION 3 / COMPENSATION The amount, method and timing for payment to the Consultant shall be in accordance with Exhibit C. SECTION 4 / WORK SCHEDULE The preliminary schedule of the work, if required, is set forth in Exhibit B. SECTION 5 / CLIENT RESPONSIBILITIES The client responsibilities are set out in Exhibit F. SECTION 6 / SPECIAL CONDITIONS Special conditions, if any, are as set forth in Exhibit G. SECTION 7 / EXHIBITS The following Exhibits are attached hereto and made a part of this Agreement: X Exhibit A General Contract Provisions X Exhibit B Scope of Work X Exhibit C Compensation X Exhibit D Insurance Schedule Exhibit E Rate Schedule X Exhibit F Client Responsibilities Exhibit G Special Conditions All references to the “Agreement” in this Document and the Exhibits shall mean this Agreement and all of the Exhibits as one integrated Agreement SECTION 8 / ACCEPTANCE OF AGREEMENT Upon written acceptance of this Agreement by Client, Consultant shall commence the work. The undersigned hereby accept the terms and conditions of this agreement and Consultant is hereby authorized to perform the services described herein. CLIENT: CITY OF ARDEN HILLS CONSULTANT: WSB & ASSOCIATES, INC. ADDRESS: 1245 WEST HIGHWAY 96 ADDRESS: 701 XENIA AVENUE SOUTH ARDEN HILLS, MN 55112 SUITE 300 MINNEAPOLIS, MN 55416 BY: BY: SIGNATURE: SIGNATURE: TITLE: TITLE: ATTACHMENT A Exhibit A – General Contract Provisions 11.01.16 Page 1 WSB & ASSOCIATES, INC. EXHIBIT A GENERAL CONTRACT PROVISIONS ARTICLE 1 – PERFORMANCE OF THE WORK Consultant shall perform the services under this Agreement in accordance with the care and skill ordinarily exercised by members of Consultant’s profession practicing under similar circumstances at the same time and in the same locality. Consultant makes no warranties, express or implied, under this Agreement or otherwise, in connection with its services. ARTICLE 2 – ADDITIONAL SERVICES If the Client requests that the Consultant perform any services which are beyond the scope as set forth in the Agreement, or if changed or unforeseen conditions require the Consultant to perform services outside of the original scope, then, Consultant shall promptly notify the Client of cause and nature of the additional services required. Upon notification, Consultant shall be entitled to an equitable adjustment in both compensation and time to perform. ARTICLE 3 – SCHEDULE Unless specific periods of time or dates for providing services are specified in a separate Exhibit, Consultant’s obligation to render services hereunder will be for a period which may reasonably be required for the completion of said services. The Client agrees that Consultant is not responsible for damages arising directly or indirectly from any delays for causes beyond Consultant’s control. F or purposes of this Agreement, such causes include, but are not limited to, strikes or other labor disputes; severe weather disruptions, or other natural disasters or acts of God; fires, riots, war or other emergencies; any action or failure to act in a timely manner by any government agency; actions or failure to act by the Client or the Client’s contractor or consultants; or discovery of any hazardous substance or differing site conditions. If the delays outside of Consultant’s control increase the cost or the time required by Consultant to perform its services in accordance with professional skill and care, then Consultant shall be entitled to a reasonable adjustment in schedule and compensation. ARTICLE 4 – CONSTRUCTION OBSERVATION If requested by Client, Consultant shall visit the project during construction to become familiar with the progress and quality of the contractors’ work and to determine if the work is proceeding, in general, in accordance with plans, specifications or other contract documents prepared by Consultant for the Client. The Client has not retained the Consultant to make detailed inspections or to provide exhaustive or continuous project review and observation services. Consultant neither guarantees the performance of any Contractor retained by Client nor assumes responsibility for any Contractor’s failure to furnish and perform the work in accordance with the construction documents. Client acknowledges Consultant will not direct, supervise or control the work of contractors or their subcontractors, nor shall Consultant have authority over or responsibility for the contractors’ means, methods, or procedures of construction. Consultant’s services do not include review or evaluation of the Client’s, contractor’s or subcontractor’s safety measures, or job site safety. Job Site Safety shall be the sole responsibility of the contractor who is performing the work. For Client-observed projects, the Consultant shall be entitled to rely upon and accept representations of the Client’s observer. If the Client desires more extensive project observation or full-time project representation, the Client shall request such services be provided by the Consultant as an Additional Service. Consultant and Client shall then enter into a Supplemental Agreement detailing the terms and conditions of the requested project observation. ARTICLE 5 – OPINIONS OF PROBABLE COST Opinions, if any, of probable cost, construction cost, financial evaluations, feasibility studies, economic analyses of alternate solutions and utilitarian considerations of operations and maintenance costs , collectively referred to as “Cost Estimates,” provided for are made or to be made on the basis of the Consultant's experience and qualifications and represent the Consultant's best judgment as an experienced and qualified professional design firm. The parties acknowledge, however, that the Exhibit A – General Contract Provisions 11.01.16 Page 2 Consultant does not have control over the cost of labor, material, equipment or services furnished by others or over market conditions or contractor's methods of determining their prices, and any evaluation of any facility to be constructed or acquired, or work to be performed must, of necessity, be viewed as simply preliminary. Accordingly, the Consultant and Client agree that the proposals, bids or actual costs may vary from opinions, evaluations or studies submitted by the Consultant and that Consultant assumes no responsibility for the accuracy of opinions of Cost Estimates and Client expressly waives any claims related to the accuracy of opinions of Cost Estimates. If Client wishes greater assurance as to Cost Estimates, Client shall employ an independent cost estimator as part of its Project responsibilities. ARTICLE 6 – REUSE AND DISPOSITION OF INSTRUMENTS OF SERVICE All documents, including reports, drawings, calculations, specifications, CADD materials, computers software or hardware or other work product prepared by Consultant pursuant to this Agreement are Consultant’s Instruments of Service and Consultant retains all ownership interests in Instruments of Service, including copyrights. The Instruments of Service are not intended or represented to be suitable for reuse by the Client or others on extensions of the Project or on any other project. Copies of documents that may be relied upon by Client are limited to the printed copies (also known as hard copies) that are signed or sealed by Consultant. Files in electronic format furnished to Client are only for convenience of Client. Any conclusion or information obtained or derived from such electronic files will be at the user’s sole risk. Consultant makes no representations as to long term compatibility, usability or readability of electronic files. If requested, at the time of completion or termination of the work , the Consultant may make available to the Client the Instruments of Service upon (i) payment of amounts due and owing for work performed and expenses incurred to the date and time of termination, and (ii) fulfillment of the Client’s obligations under this Agreement. Any use or re-use of such Instruments of Service by the Client or others without written consent, verification or adaptation by the Consultant except for the specific purpose intended will be at the Client’s risk and full legal responsibility and Client expressly releases all claims against Consultant arising from re-use of the Instruments of Service without Consultant’s written consent, verification or adaptation. The Client will, to the fullest extent permitted by law, indemnify and hold t he Consultant harmless from any claim, liability or cost (including reasonable attorneys' fees, and defense costs) arising or allegedly arising out of any unauthorized reuse or modification of these Instruments of Service by the Client or any person or entity that acquires or obtains the reports, plans and specifications from or through the Client without the written authorization of the Consultant. Under no circumstances shall transfer of Instruments of Service be deemed a sale by Consultant, and Consultant makes no warranties, either expressed or implied, of merchantability and fitness for any particular purpose. Consultant shall be entitled to compensation for any consent, verification or adaption of the Instruments of Service for extensions of the Project or any other project. ARTICLE 7 – PAYMENTS Payment to Consultant shall be on a lump sum or hourly basis as set out in the Agreement. Consultant is entitled to payment of amounts due plus reimbursable expenses. Client will pay the balance stated on the invoice unless Client notifies Consultant in writing of any disputed items within fifteen (15) days from the date of invoice. In the event of any dispute, Client will pay all undisputed amounts in the ordinary course, and the Parties will endeavor to resolve all disputed items. All accounts unpaid after thirty (30) days from the date of original invoice shall be subject to a service charge of 1 -1/2% per month, or the maximum amount authorized by law, whichever is less. Consultant reserves the right to retain instruments of service until all invoices are paid in full. Consultant will not be liable for any claims of loss, delay, or damage by Client for reason of withholding services or instruments of service until all invoices are paid in full. Consultant shall be entitled to recover all reasonable costs and disbursements, including reasonable attorney fees, incurred in connection with collecting am ounts owed by Client. In addition, Consultant may, after giving seven (7) days’ written notice to Client, suspend services under this Agreement until it receives full payment for all amounts then due for services, expenses and charges. Payment methods, expenses and rates may be more fully described in Exhibit C and Exhibit E. Exhibit A – General Contract Provisions 11.01.16 Page 3 ARTICLE 8 – SUBMITTALS AND PAY APPLICATIONS If the Scope of Work includes the Consultant reviewing and certifying the amounts due the Contractor, the Consultant’s certification for payment shall constitute a representation to the Client, that to the best of the Consultant’s knowledge, information and belief, the Work has progressed to the point indicated and that the quality of the Work is in general accordance with the Documents issued by the Consultant. The issuance of a Certificate for Payment shall not be a representation that the Consultant has (1) made exhaustive or continuous on-site inspections to check the quality or quantity of the Work, (2) reviewed construction means, methods, techniques, sequences or procedures, (3) reviewed copies of requisitions received from Subcontractors and material suppliers and other data requested by the Client to substantiate the Contractor’s right to payment, or (4) ascertained how or for what purpose the Contractor has used money previously paid on account of the Contract Sum. Contractor shall remain exclusively responsible for its Work. If the Scope of Work includes Consultant’s review and approval of submittals from the Contractor, such review shall be for the limited purpose of checking for conformance with the information given and the design concept. The review of submittals is not intended to determine the accuracy of all components, the accuracy of the quantities or dimensions, or the safety procedures, means or methods to be used in construction, and those responsibilities remain exclusively with the Client’s contractor. ARTICLE 9 – HAZARDOUS MATERIALS Notwithstanding the Scope of Services to be provided pursuant to this Agreement, it is understood and agreed that Consultant is not a user, handler, generator, operator, treater, arranger, storer, transporter , or disposer of hazardous or toxic substances, pollutants or contaminants as any of the foregoing items are defined by Federal, State and/or local law, rules or regulations, now existing or hereafter amended, and which may be found or identified on any Project which is undertaken by Consultant. The Client agrees to indemnify Consultant and its officers, subconsultant(s), employees and agents from and against any and all claims, losses, damages, liability and costs, including but not limited to costs of defense, arising out of or in any way connected with, the presence, discharge, release, or escape of hazardous or toxic substances, pollutants or contaminants of any kind, except that this clause shall not apply to such liability as may arise out of Consultant’s sole negligence in the performance of services under this Agreement arising from or relating to hazardous or toxic substances, pollutants, or contaminants specifically identified by the Client and included within Consultant’s services to be provided under this Agreement. ARTICLE 10 – INSURANCE Consultant has procured general and professional liability insurance. On request, Consultant will furnish client with a certificate of insurance detailing the precise nature and type of insurance, along with applicable policy limits. Additional Insurance requirements are listed in Exhibit D. ARTICLE 11 – TERMINATION OR SUSPENSION If Consultant’s services are delayed or suspended in whole or in part by Client, or if Consultant’s services are delayed by actions or inactions of others for more than sixty (60) days through no fault of Consultant, Consultant shall be entitled to either terminate its agreement upon seven (7) days written notice or, at its option, accept an equitable adjustment of rates and amounts of compensation provided for elsewhere in this Agreement to reflect reasonable costs incurred by Consultant in connection with, among other things, such delay or suspension and reactivation and the fact that the time for performance under this Agreement has been revised. This Agreement may be terminated by either party upon seven (7) days written notice should the other party fail substantially to perform in accordance with its terms through no fault of the party initiating the termination. In the event of termination Consultant shall be compensated for services performed prior to termination date, including charges for expenses and equipment costs then due and all termination expenses. This Agreement may be terminated by either party upon thirty (30) days’ written notice without cause. Consultant shall upon termination only be entitled to payment for the work performed up to the Date of termination. In the event of termination, copies of plans, reports, specifications, electronic drawing/data Exhibit A – General Contract Provisions 11.01.16 Page 4 files (CADD), field data, notes, and other documents whether written, printed or recorded on any medium whatsoever, finished or unfinished, prepared by the Consultant pursuant to this Agreement and pertaining to the work or to the Project, (hereinafter "Instruments of Service"), shall be made available to the Clie nt upon payment of all amounts due as of the date of termination. All provisions of this Agreement allocating responsibility or liability between the Client and Consultant shall survive the completion of the services hereunder and/or the termination of this Agreement. ARTICLE 12 – INDEMNIFICATION The Consultant agrees to indemnify and hold the Client harmless from any damage, liability or cost to the extent caused by the Consultant’s negligence or willful misconduct. The Client agrees to indemnify and hold the Consultant harmless from any damage, liability or cost to the extent caused by the Client’s negligence or willful misconduct. ARTICLE 13 – WAIVER OF CONSEQUENTIAL DAMAGES The Consultant and Client waive claims against each other for consequential damages arising out of or relating to this contract. This mutual waiver includes damages incurred by the Client for rental expenses, for loss of use, loss of income, lost profit, project delays , financing, business and reputation and for loss of management or employee productivity or of the services of such persons; and (2) Damages incurred by the Consultant for principal office expenses including the compensation for personnel stationed there, for losses of financing, business and reputation and for loss of profit except anticipated profit arising directly from the Work. The Consultant and Client further agree to obtain a similar waiver from each of their contractors, subcontractors or suppliers. ARTICLE 14 – WAIVER OF CLAIMS FOR PERSONAL LIABILITY It is intended by the parties to this Agreement that Consultant’s services shall not subject Consultant’s employees, officers or directors to any personal legal exposure for the risks associated with this Agreement. Therefore, and notwithstanding anything to the contrary contained herein, the Client agrees that as the Client’s sole and exclusive remedy, an y claim, demand or suit shall be directed and/or asserted only against Consultant, and not against any of Consultant’s individual employees, officers or directors. ARTICLE 15 – ASSIGNMENT Neither Party to this Agreement shall assign its interest in this agreement, any proceeds due under the Agreement nor any claims that may arise from services or payments due under the Agreement without the written consent of the other Party. Any assignment in violation of this provision shall be null and void. Nothing contained in this Agreement shall create a contractual relationship with or a cause of action in favor of a third party against either the Consultant or Client. This Agreement is for the exclusive benefit of Consultant and Client and there are no other intended beneficiaries of this Agreement. ARTICLE 16 – CONFLICT RESOLUTION In an effort to resolve any conflicts that arise during the design or construction of the project or following the completion of the project, the Client and Consultant agree that all disputes between them arising out of or relating to this Agreement shall be submitted to nonbinding mediation as a precondition to any formal legal proceedings. ARTICLE 17 – CONFIDENTIALITY The Consultant agrees to keep confidential and not to disclose to any person or entity, other than the Consultant’s employees, subconsultants and the general contractor and subcontractors, if appropriate, any data and information furnished to the Consultant and marked CONFIDENTIAL by the Client. These provisions shall not apply to information in whatever form that comes into the public domain, nor shall it restrict the Consultant from giving notices required by law or complying with an order to provid e information or data when such order is issued by a court, administrative agency or other authority with proper jurisdiction, or if it is reasonably necessary for the Consultant to complete services under the Agreement or defend itself from any suit or claim. Exhibit A – General Contract Provisions 11.01.16 Page 5 ARTICLE 18 – AVAILABLE INSURANCE PROCEEDS AND LIMITATION OF LIABILITY Consultant maintains professional liability insurance with a liability limit of not less than $2,000,000 per claim. The Consultant’s total liability to Client shall not exceed the total available insurance policy limits per claim available to Consultant under its professional liability insurance policy. Client hereby agrees that to the fullest extent permitted by law, the Consultant’s total liability to Client for any and all injuries, claims, losses, expenses or damages whatsoever arising out of or in any way related to or arising from this Agreement from any cause or causes including, but not limited to, Consultant’s negligence, errors, omissions, strict liability, breach of contract or breach of warranty (Client’s Claims) shall not exceed the total policy limits available to Consultant under its professional liability insurance policy for settlement or satisfaction of Client’s Claims under the terms and conditions of the Consultant’s professional liability insurance policy applicable hereto. Notwithstanding the language above, Client agrees that with regard to any claim arising from or relating to Consultant’s provision of geotechnical engineering services, construction materials testing, special inspections, and/or environmental engineering services, including but not limited to envir onmental site assessments, that Consultant’s liability for any claims asserted by or through Client shall be limited to $50,000. Client and Consultant each further agree that neither will be responsible for any incidental, indirect, or consequential damages (including loss of use or loss of profits ) sustained by the other, its successors or assigns. This mutual waiver shall apply even if the damages were foreseeable and regardless of the theory of recovery plead or asserted. ARTICLE 19 – CONTROLLING LAW This Agreement is to be governed by the laws of the State of Minnesota. Any controversy or claim arising out of or relating to this Agreement, or the breach thereof, including but not limited to claims for negligence or breach of warranty, that is not settled by nonbinding mediation shall be settled by the law of the state of Minnesota. ARTICLE 20 – LOCATION OF UNDERGROUND IMPROVEMENTS Where requested by Client, Consultant will perform customary research to assist Client in locating and identifying subterranean structures or utilities. However, Consultant may reasonably rely on information from the Client and information provided by local utilities related to structures or utilities and will not be liable for damages incurred where Consultant has complied with the standard of care and acted in reliance on that information. The Client agrees to waive all claims and causes of action again st the Consultant for claims by Client or its contractors relating to the identification, removal, relocation, or restoration of utilities, or damages to underground improvements resulting from subsurface penetration locations established by the Consultant. 701 Xenia Avenue South | Suite 300 | Minneapolis, MN 55416 | (763) 541-4800 Building a legacy – your legacy. Equal Opportunity Employer | wsbeng.com January 12, 2017 William Joynes City Administrator City of Arden Hills 1245 West Highway 96 Arden Hills, MN 55112 Re: Proposed Schedule and Scope for Planning & Economic Development Services for a Higher Education Study Dear Mr. Joynes: Thank you for the opportunity to submit a proposal to you and the City of Arden Hills for the completion of a higher education planning and economic development study. WSB & Associates, Inc. (WSB), in addition to our strong City Engineering and Community Planning and Economic Development Groups, also provides comprehensive services for communities that include: •Asset Management •Aviation •Construction Administration •Design Build •Energy •Environmental Compliance •Environmental Planning •GIS •Geotechnical Engineering •ITS •Landscape Architecture •Management Analysis •Pavement Management •Project Controls •Project Funding •Right of Way •Structures •Surveying •Transportation •Water Resources •Water/Wastewater EXHIBITS B & C 701 Xenia Avenue South | Suite 300 | Minneapolis, MN 55416 | (763) 541-4800 Building a legacy – your legacy. Equal Opportunity Employer | wsbeng.com Our Community Planning and Economic Development Team WSB’s Community Planning Group includes 9 community planning staff with a wide range of experience, expertise, and passions. Our group works collaboratively within the group and with other groups within the company to ensure the best value and over the top customer service for our clients. In addition to Arden Hills, we provide day‐to‐day planning/economic development services for 15 communities within Minnesota including Long Lake, North St. Paul, Ramsey, Maple Lake, Wyoming, and Litchfield. While planning/economic development services are tailored to the client, they can include: review of land use applications, building permit review, zoning administration, preparing packets, staffing, presenting information at Planning Commissions and Economic Development Authorities, business retention and expansion visits, and code enforcement. We can also prepare marketing materials in the form of Community Profiles, which highlight properties for sale and the community’s assets. Our community planners undertake special projects for cities including small area planning, community engagement efforts, downtown planning, housing studies, and comprehensive planning. Work Scope This project would include the analysis of how the community’s commercial and employment zones can be adjusted to better maintain a vibrant, high-tech business community. Based upon this approach we have developed the following scope of work for the project: Review of Master Plans for Campuses Identification of areas for use as higher education facilities Review of commercial and industrial zoning districts uses Options for higher education uses within Arden Hills Land and building availability and use for study area Job comparison and economic activity generated by different zoning uses Report for proposed zoning changes for areas and zoning code text WSB’s Economic Development service is a comprehensive approach aimed directly at helping you achieve your city’s economic goals and development objectives. We will utilize our expertise in community development and planning to assist in all phases of the planning process from pre- application to identifying potential funding opportunities and closing the deal. In addition to the above information, we have also included information about additional WSB services in the appendix of the enclosed proposal. Once again, thank you for the opportunity to discuss Arden Hill’s plans for the commercial and employment zones. Our team looks forward to helping you grow and develop the community. Should you have any questions please do not hesitate to contact Eric at (763) 762-2837. Sincerely, WSB & Associates, Inc. Eric Zweber, AICP City Planner 701 Xenia Avenue South, Suite 300 · Minneapolis, MN 55416 Tel: (763) 541-4800 · Fax: (763) 541-1700 · wsbeng.com Contact: Eric Zweber, AICP (763) 762-2837 ezweber@wsbeng.com Table of Contents Schedule................................................................................................2 Scope and Fee Schedule ......................................................................3 Key Personnel .......................................................................................5 Proposer Qualifi cations & Experience ...................................................8 Appendix - Additional Firm Information Proposed Schedule & Scope for Planning & Economic Development Services for a Higher Education Study for the City of Arden Hills Schedule / 2 A Proposal to Provide Planning Services for a Small Area Study for the City of Arden Hills Schedule Month Planning Commission Economic Development Committee City Council March ·Review Campus Master Plans and where Higher Education is allowed ·Review uses allowed in commercial and industrial ·Joint worksession April ·Review typical employment and economic activity from uses May ·Review typical employment and economic activity from uses ·Review how other communities zone for higher education June ·Examine amount of land and building space available in commercial and employment zones ·Examine amount of land and building space available in commercial and employment zones ·Review draft study report July ·Review draft study report and propose Zoning Code text and/or Comprehensive Plan amendments August ·Review Zoning Code text and/or Comprehensive Plan amendments ·Review recommendations ·Review recommendations Scope and Fee Schedule / 3 A Proposal to Provide Planning Services for a Small Area Study for the City of Arden Hills Scope and Fee Schedule 2017 Fee Schedule Billing Rate/Hour Principal $160-$180 Associate / Sr. Project Manager / Sr. Project Engineer $143-$180 Project Manager $125-$137 Project Engineer $109-$138 Graduate Engineer $82-$102 Sr. Landscape Architect / Sr. Planner / Sr. GIS Specialist $113-$142 Landscape Architect / Planner / GIS Specialist $67-$107 Engineering Specialist / Sr. Environmental Scientist $94-$135 Coring Crew One-Person Crew $165 Two-Person Crew $245 Survey Crew One-Person Crew $135 Two-Person Crew $172 Three-Person Crew $189 Underwater Inspection Dive Team $470 Offi ce Technician $45-$88 Costs associated with word processing, cell phones, reproduction of common correspondence, and mailing are included in the above hourly rates. Vehicle mileage is included in our billing rates (excluding geotechnical service rates). Mileage can be charged separately, if specifi cally outlined by contract. Reimbursable expenses include costs associated with plan, specifi cation and report reproduction, permit fee,delivery cost, etc. Multiple rates illustrate the varying levels of experience within each category. Rate Schedule is adjusted annually. Scope and Fee Schedule / 4 A Proposal to Provide Planning Services for a Small Area Study for the City of Arden Hills Scope of Work Fee Background and Campus Master Plans $5,000 Commercial and Employment Uses Analysis $1,500 Employment and Economic Activity Analysis $6,500 Other Community's Regulation for Higher Education Uses $2,500 Commercial and Employment Parcel and Building Space Analysis $5,500 Zoning Code and/or Comprehensive Plan Amendments $4,000 Final Report $5,000 Total $30,000 The Zoning Code and Comprehensive Plan Amendment is assumed to be adding and/or removing uses and rezoning of individual parcels. Amendments of greater detail and analysis, such as the creation of new zoning district, would be an additional service billed Key Personnel / 5 A Proposal to Provide Planning Services for a Small Area Study for the City of Arden Hills Key Personnel Project Manager/ Senior Planner Eric Zweber, AICP Community Planner Community Planner Hannah Rybak Addison Lewis Community Planner Kurt Bearinger Economic Development Coordinator Jim Gromberg Key Personnel / 6 A Proposal to Provide Planning Services for a Small Area Study for the City of Arden Hills Eric Zweber, AICP Project Manager/Senior Planner Eric is a senior planner and land use specialist at WSB. He has 15 years of experience working directly with residents, business, agencies, and other stakeholders on a variety of plans, programs, and projects. Eric has direct experience in single and multiple family housing, commercial, industrial, institutional, and mixed-use developments. He has experience working for a number of communities in Minnesota, including Arden Hills, Rosemount, Victoria and Wayzata, as well as for communities in Oregon and Wisconsin. He has a deep understanding of development and land use and takes a proactive approach to fi nding design solutions that meet the community’s goals and the existing market forces. Highway 13 Redevelopment Study | Savage, MN Eric served as the project manager for the Highway 13 Redevelopment Study which reviewed a 70 year old industrial park with many non-conforming lots and non-conforming uses. The Study included interviews with business and property owners; an evaluation of the existing buildings and infrastructure; code and fee comparisons with fi ve neighboring cities; and short, medium and long term recommendations to redevelop underutilized sites and improve the study area for existing successful businesses. Jim Gromberg Economic Development Coordinator Jim has over 25 years of experience in economic development including both redevelopment projects and greenfi eld developments. Most recently, Jim was the State of Minnesota’s Business Development Representative for the Twin Cities metro area, focusing on the attraction of new businesses to the state and assisting businesses in expanding their current locations. Jim has also served as the Vice President for Business Banking for Landmark Bank focusing primarily on SBA lending, the Business and Community Relations Manager for Connexus Energy, City Manager for Isanti, and Economic Development Coordinator for the City of Ramsey. Jim has also served as the President of the Economic Development Association of Minnesota, President of the Anoka Area Chamber of Commerce, Vice-Chairperson of the Anoka-Ramsey Community College Foundation, and Mid-America Economic Development Council Board of Directors. Princeton Industrial Park Expansion Plan Jim served as the Project Manager for the project for the City of Princeton. The project consisted of review and analysis of the city’s existing industrial land, potential sites in the growth boundary area, and the market for new industrial land in the area. The analysis included: industrial market overview, examining market trends and data for Princeton’s Market Area, industrial market jobs data and industrial land development trends within the Market Area, and the current vacant industrial sites in the City that are available for development. State of Minnesota Regional Business Development Representative Jim represented the state on recruitment visits to other markets both nationally and internationally to promote Minnesota as a site for future expansions. He successfully completed development projects that included over $500 million in new development including: ·CSI new headquarters and production facility on a brownfi eld site in New Brighton, 2014 ·The promotion of the T-CAP site as a home for the new Carefusion facility ·Toro Corporate Headquarters ·Olympus Research and Development Facility Key Personnel / 7 A Proposal to Provide Planning Services for a Small Area Study for the City of Arden Hills Hannah Rybak Community Planner Hannah has earned a bachelor’s degree in urban and regional studies from Minnesota State University Mankato, and is currently pursuing her master’s degree in Urban Planning. Hannah works closely with the rest of the planning team on data collection, research, and plan writing. She also provides zoning administration services to the Cities of Cottage Grove and South St. Paul. Hannah is very passionate about the community engagement process and enjoys seeing citizen input on projects become a reality. Hannah has collaborated with other WSB planners on several comprehensive plans, including the Medina Comprehensive Plan, Zumbrota Comprehensive Plan, Grand Forks 2040 Land Use Plan, and St. Anthony Comprehensive Plan. On these plans she collected and analyzed demographic data, wrote applicable sections of the plan, and assisted with community engagement efforts. Hannah has also spent a signifi cant amount of time becoming familiar with the extensive Metropolitan Council requirements for all 2040 Comprehensive Plans within the seven-county metropolitan area. For her capstone project for her master’s degree, Hannah led a small group of students in creating the fi rst Comprehensive Plan for the City of Bellechester, MN. Addison Lewis Community Planner Addison has a variety of experience with community engagement and listening to stakeholder concerns. In addition to contributing to the community engagement processes associated with other small area plans and comprehensive plans completed by WSB, Addison has also served as a communications specialist and business liaison for road construction and design projects, meeting with stakeholders to ensure communication is delivered upfront and that all concerns are heard. Addison also serves as the City Planner for the communities of Long Lake and Falcon Heights and understands the importance of implementable plans and zoning ordinances. Kurt Bearinger Community Planner Kurt is a community planning specialist at WSB. He is a 2016 graduate from Iowa State University with a Masters of Community and Regional Planning. During his time in Central Iowa, Kurt assisted in the update of Des Moines’ Comprehensive Plan. He was also the lead researcher on a project focused on improving Des Moines’ live music scene and music economy. Kurt’s communication skills and research abilities will be major assets to this project. A Proposal to Provide Planning Services for a Small Area Study for the City of Arden Hills Proposer Qualifi cations & Experience / 8 City of Monticello Economic Development Services Contact: Jim Thares, Economic Development Manager, (763) 271-3254, Jim.Thares@ci.monticello.mn.us Currently in fourth year of a Matching contract with the City of Monticello. Work tasks associated with this contract include: gathering and analyzing demographic, economic, and market information from ESRI’s Business Analyst, preparation and update of a Community Profi le, development of developer database and ongoing networking with key business contacts interested in the Monticello market, follow up on specifi c site prospects, and attendance at regional and statewide site selector and market trend information meetings including Minnesota Marketing Partnership, DEED, and GREATERMSP. Proposer Qualifi cations & Experience 4140 Thielman Lane, Suite 204 St. Cloud, MN 56301 Tel: (320) 252-4900 · Fax: (320) 534-5951 wsbeng.com April 10, 2015 Proposal to Provide an:INDUSTRIAL PARK Expansion PlanExpansion Plan for the Princeton Economic Development Authority Destination for Innovation Join the many businesses that have confidently inve s t e d i n Monticello, a destination for innovatio n a n d l e a d i n g Minnesota tech community. City of Princeton Industrial Park Plan Contact: Jolene Foss; Economic Development Director; 763-389-2040; Jolene@princetonmn.org The WSB team was commissioned by the City of Princeton to complete a land use and economic analysis of their industrial park and additional land that may be needed to accommodate business retention, expansion, and recruitment. This study included in-person interviews with each industrial business in Princeton, the compilation of a database of contacts, current and future business needs. The fi nal piece of this plan is to identify land needs and recommends areas for industrial park expansion and funding/ fi nancing opportunities. A Proposal to Provide Planning Services for a Small Area Study for the City of Arden Hills Proposer Qualifi cations & Experience / 9 City of Savage Re-Development Plan Contact: Bryan Tucker, Planning Director; 952-882-2692; btucker@ci.savage.mn.us WSB is currently completing a Re-Development Plan for the City of Savage for an area along a visible Highway 13 near Highway 101. Consisting of a variety of industrial properties, this study includes the identifi cation and inventory of the businesses within the study area, in person interviews with businesses and property owners, and an analysis of policymakers’ visions and goals for the area. Ramsey Shovel Ready Certifi cation Contact: Patrick Brama, Assistant City Administrator; (763) 433-9903, pbrama@ci.ramsey.mn.us WSB was engaged to complete the information required for 5 sites in the City of Ramsey to be certifi ed in Minnesota Department of Employment and Economic Development Shovel ready program. This program allows for communities to identify sites for future development and complete the information that will be required for new development and site selectors. The information that is required and was completed by WSB included: ALTA surveys, Title work, Geotechnical reports, Environmental review including Phase 1 and Phase 2 studies, and Development materials. Appendix About WSB Early in their careers, the founders of WSB recognized that outstanding results are born from outstanding cultures. Since 1995, WSB has remained dedicated to creating a culture of relationship building, forward thinking, and collaboration that enables technically-advanced, thoughtful, and creative engineering and design solutions that build a legacy – your legacy. By inspiring each other to look beyond solutions for today, and capitalize on the opportunities of tomorrow, WSB has seen steady growth in staffing and professional service areas. The firm’s investment in staff and client education supports the collaborative, knowledge-driven, and inspiring environment that delivers results. Areas of Service In 1995, WSB’s services included municipal, transportation, water resources, and traffic. Today, the firm offers services in over 20 areas to seamlessly integrate planning, design and implementation: Firm Overview • Landscape Architecture • Management Analysis and Development • Municipal Engineering • Pavement Management/Forensics • Project Controls • Project Funding Assistance • Right of Way • Site Validation • Structures • Surveying • Transportation/Traffic • Water Resources • Water/Wastewater • Asset Management Systems • Aviation • Community Planning • Construction Administration • Design-Build • Economic Development • Energy • Environmental Compliance • Environmental Planning and Natural Resources • Geographic Information Systems • Geotechnical Engineering • Intelligent Transportation Systems • Private Development Services Minneapolis 701 Xenia Avenue South Suite 300 Minneapolis, MN 55416 (763) 541-4800 St. Cloud 4140 Thielman Lane Suite 204 St. Cloud, MN 56301 (320) 252-4900 St. Paul 477 Temperance Street St. Paul, MN 55101 (651) 286-8488 Rochester 1648 Third Avenue SE Rochester, MN 55904 (507) 289-7333 Bismarck 4501 Coleman Street Suite 205 Bismarck, ND 58503 (701) 403-0338 Rochester-DT Odd Fellows Building 23 Second Street SW Suite 200 Rochester, MN 55902 (507) 218-3745 Burnsville 540 Gateway Blvd. Burnsville, MN 55337 (952) 737-4660 Baxter 15574 Edgewood Dr. Suite 103 Baxter, MN 56425 (218) 824-3960 Staff WSB’s growing staff of 350 includes 17 Principals, 30 Associates, and 75 registered Professional Engineers. In total, WSB has 97 registered professionals and leads the industry with 38% female group leaders. In the last year, we have welcomed over 40 new staff members to the firm, each joining to support the evolving needs of our government, commercial, and energy clients. With this growth, WSB is able to support the innovation and technical excellence you would expect from a national firm, while maintaining the trusting and meaningful relationships found with a local firm. WSB Way WSB team members embody a set of staff-developed principles called the WSB Way. This defines the firm’s culture and value system, as well as the manner in which we serve each other and our clients. These values challenge employees to strive for: • Over-the-top customer service • Integrity • Technical excellence A Top Workplace Employee satisfaction is a key component to WSB’s culture. Staff members are empowered to make decisions and given the resources they need to reach their full potential. As a result, the Star Tribune has named WSB a Top Workplace in Minnesota since 2013. This award recognizes progressive companies in Minnesota based on employee opinions regarding organizational health, job expectations, and management. WSB takes this honor very seriously and strives to create an environment where employees feel challenged, excited, and appreciated. The firm has also been recognized for a number of project awards, listed as a Zweig Hot Firm, and has seen an upward trend in ENR’s Top 500 Design Firms - ranked at #441 in 2013, and #288 in 2015. Education and Leadership Successful innovation requires continued education and collaboration. WSB University offers employees and clients programs to refine their skills, explore emerging ideas in the industry, and most importantly - collaborate. With a vibrant space specifically designed to encourage innovation through the use of collaborative work areas and access to the latest technology, WSB University leads the industry in employee and client education. While originally intended to act as a support system for innovation, WSB University has, as a result, become an innovative program. This resource supports the firm’s view that by learning, we teach. By teaching, we collaborate. Together, we build a legacy. Culture Government WSB works side by side with government staff and elected officials as an extension of their staff. We bring a network of support to the community and take pride in shaping the development and strength of each government agency. Our commitment to understanding the everyday challenges first-hand has given us the ability to provide more efficient and impactful solutions that withstand the test of time. Commercial Improving the bottom line in a schedule-driven environment is top of mind for our commercial clients. The depth of WSB’s services and expertise provides the support needed to streamline work processes, expedite approvals, and minimize risk. WSB helps clients reach their goals with cost-effective and technically advanced solutions that support even the most aggressive timelines. Energy The energy marketplace is rapidly changing, requiring a great deal of flexibility, creativity, and agility. With on-site, year-round training courses, WSB staff and clients receive industry-specific tools to help stay ahead of the curve. These cutting-edge resources have opened the door to innovative and creative solutions that we use to support, challenge, and inspire our energy clients. Markets We Serve Exhibit D – Insurance Schedule 10.01.16 Page 1 WSB & ASSOCIATES, INC. EXHIBIT D INSURANCE SCHEDULE GENERAL LIABILITY Carrier: The Phoenix Insurance Company Type of Insurance: Commercial General Liability Coverage: General Aggregate $2,000,000 Products-Comp/Ops Aggregate $2,000,000 Personal & Advertising Injury $1,000,000 Each Occurrence $1,000,000 Damage to Rented Premises $1,000,000 Medical Expenses (Any one person) $10,000 AUTOMOBILE LIABILITY Carrier: The Travelers Indemnity Company Type of Insurance: Any Auto Hired Autos Non-Owned Autos Coverage: Combined Single Limit $1,000,000 UMBRELLA Carrier: The Travelers Indemnity Company of America Coverage: Each Occurrence/Aggregate $5,000,000 WORKER'S COMPENSATION AND EMPLOYERS' LIABILITY Carrier: The Travelers Indemnity Company of America Coverage: Statutory Each Accident $ 1,000,000 Disease-Policy Limit $ 1,000,000 Disease-Each Employee $ 1,000,000 PROFESSIONAL LIABILITY (Errors and Omissions) Carrier: XL Specialty Insurance Company Coverage: Each Claim $ 5,000,000 Annual Aggregate $ 10,000,000 Certificates of Insurance will be provided upon request. Exhibit F – Client Responsibilities 10.30.15 Page 1 WSB & ASSOCIATES, INC. EXHIBIT F CLIENT RESPONSIBILITIES The Client’s responsibilities related to the services to be provided by Consultant are generally as set out below. These responsibilities can be modified through Supplemental Agreements. In order to permit the Consultant to perform the services required under this Agreement, the Client shall, in proper time and sequence and where appropriate to the Project, at no expense to the Consultant: ARTICLE F.1 Provide available information as to its requirements for the Project, including copies of any design and construction standards and comprehensive plans which the Client desires Consultant to follow or incorporate into its work. ARTICLE F.2 Guarantee access to and make all provisions for the Consultant to enter upon public and private lands to enable the Consultant to perform its work under this Agreement. ARTICLE F.3 Provide such legal, accounting and insurance counseling services as may be required for this Project. ARTICLE F.4 Notify the Consultant whenever the Client observes or otherwise becomes aware of any defect in the Project construction or design. ARTICLE F.5 Designate a Client Representative with authority to transmit and receive instructions and information, interpret and define the Client’s policies with respect to services rendered by the Consultant, and authority to make decisions as required for Consultant to complete services required under this Agreement. ARTICLE F.6 Act promptly to approve all pay requests, Supplemental Agreements, or request for information by Consultant as set out below. ARTICLE F.7 Furnish data (and professional interpretations thereof) prepared by or services performed by others, including where applicable, but not limited to, previous reports, core borings, sub -surface explorations, hydrographic and hydrogeologic surveys, laborator y tests and inspection of samples, materials and equipment; appropriate professional interpretations of the foregoing data; environmental assessment and impact statements; property, boundary, easement, right-of-way, topographic and utility surveys; propert y description; zoning, deed and other land use restrictions; and other special data. ARTICLE F.8 Require all Utilities with facilities in the Client’s Right of Way to Locate and mark said utilities upon request, Relocate and/or protect said utilities as determined necessary to accommodate work of the Project, submit a schedule of the necessary relocation/protection activities to the Client for review and comply with agreed upon schedule. ARTICLE F.9 Review all reports, sketches, drawings, specifications and other documents prepared and presented by the Consultant, obtain advice of legal, accounting and insurance counselors or others as Client deems necessary for such examinations and render in writing decisions pertaining thereto. Exhibit F – Client Responsibilities 10.30.15 Page 2 ARTICLE F.10 Where appropriate, endeavor to identify, remove and/or encapsulate asbestos products or materials or pollutants located in the project area prior to accomplishment by the Consultant of any work on the Project. ARTICLE F.11 Provide record drawings and specifications for all existing physical plants of facilities which are pertinent to the Project. ARTICLE F.12 Provide the foregoing in a manner sufficiently timely so as not to delay the performance by the Consultant of the services in accordance with the Contract Documents. ARTICLE F.13 Consultant shall be entitled to rely on the accuracy and completeness of information or services furnished by the Client or others employed by the Client. Consultant shall endeavor to verify the information provided and shall promptly notify the Client if the Consultant discovers that any information or services furnished by the Client is in error or is inadequate for its purpose. ARTICLE F.14 Client shall bear all costs incidental to compliance with the requirements of this article. Page 1 of 1 DATE: February 13, 2017 TO: Honorable Mayor and City Councilmembers William S. Joynes, Sr., City Administrator FROM: Sue Polka, Interim Asst. Public Works Director/City Engineer SUBJECT: Water Supply Plan Requested Action Authorize WSB to prepare the City’s Water Supply Plan as required by the Minnesota Department of Natural Resources in the lump sum amount of $10,500. Background All cities in the seven-county metropolitan area must have a water supply plan approved by the Department of Natural Resources (DNR). Water supply plans are updated every ten years and the next updates are due between 2016 and 2018. The City of Arden Hill’s plan was due on December 31, 2016. Due to the change in staffing, the plan was not completed. The DNR has extended the deadline to October 15, 2017 (Attachment A). Discussion WSB has provided a scope and fee schedule (Attachment B). As discussed in the scope, the water supply plan will include the majority of the information necessary for the City’s 2040 Comprehensive Plan Update. WSB will complete the plan by the end of May 2017. Recommended Action Authorize WSB to complete the City’s Water Supply Plan update in the amount of $10,500. ATTACHMENT A: Notification of Water Supply Plan Due Date - MNDNR ATTACHMENT B: WSB Proposal to Complete the City’s Water Supply Plan CONSENT ITEM – 5H MEMORANDUM MINNESOTA DEPARTMENT OF NATURAL RESOURCES CENTRAL OFFICE 500 LAFAYETTE ROAD SAINT PAUL, MN 55155 651-296-6157 888-646-6367 mndnr.gov PRINTED ON RECYCLED PAPER CONTAINING A MINIMUM OF 10% POST-CONSUMER WASTE. AN EQUAL OPPORTUNITY EMPLOYER. Date: February 6, 2017 Dear Public Water Supplier: NOTIFICATION OF WATER SUPPLY PLAN DUE DATE The due date for your plan is: October 15, 2017 Name of City/Supplier: Arden Hills Permit Number: 1975-6627 Every ten years, all public water suppliers in Minnesota that serve more than 1,000 people must have a water supply plan approved by the Department of Natural Resources (DNR). This requirement, in place since the 1990s, is designed to encourage communities to deal proactively with providing sustainable water supply for citizens, businesses and industry. For Metropolitan Area communities, a water supply plan is a required element of their Community Local Comprehensive Plan. The DNR provides a Water Supply Plan template. Electronic copies of the template along with other materials for developing your plan are available at the DNR web site: www.mndnr.gov/watersupplyplans NEW Plans will now be submitted electronically through the Minnesota Permitting and Reporting System (MPARS) where most water use reporting takes place. The plan includes stronger conservation measures to meet demand reduction requirements. When you submit your water supply plan to MPARS it will be forwarded to Metropolitan Council. There will be workshops with neighboring water suppliers to discuss local water supply issues and water conservation strategies. In 2015, 14 workshops will be held around the state between Oct 14 and Nov. 5th. Similar workshops will be held in the following two years. Watch for a separate invitation to these Water Supply Plan Workshops from your DNR hydrologists. Plans can be submitted for approval prior to the due date. Please contact the DNR Area Hydrologist (see attached list) if you have questions or concerns regarding the due date for your plan. If you have any questions, please feel free to contact Carmelita Nelson at 651/259-5034 or your Area Hydrologist. Contact Lanya Ross, 651-602-1803 if you have questions about the Metropolitan Council's requirements. Sincerely, Julie Ekman, Section Manager MINNESOTA DEPARTMENT OF NATURAL RESOURCES CENTRAL OFFICE 500 LAFAYETTE ROAD SAINT PAUL, MN 55155 651-296-6157 888-646-6367 mndnr.gov PRINTED ON RECYCLED PAPER CONTAINING A MINIMUM OF 10% POST-CONSUMER WASTE. AN EQUAL OPPORTUNITY EMPLOYER. Division of Ecological and Water Resources Page 1 of 2 DATE: February 13, 2017 TO: Honorable Mayor and City Councilmembers William S. Joynes, Sr., City Administrator FROM: Sue Polka, Interim Asst. Public Works Director/City Engineer SUBJECT: County Road E Bridge Lighting Requested Action Accept proposal from Forest Lake Contracting, Inc. for the removal and replacement bridge lighting at the County Road E Bridge at Snelling Avenue in the amount of $6,999.00. Background Two decorative light fixtures currently provide light to the County Road E Bridge over Snelling Avenue. The existing lights do not provide the recommended foot-candle levels for a concrete sidewalk in a commercial area (0.9 fc). Discussion WSB & Associates has provided photometric plans for three lighting scenarios: no lights, existing lanterns, and LED shoebox lights (Attachments A, B, and C). These show that replacing the existing lanterns with the LED lights would provide adequate lighting in accordance with standards for sidewalks in commercial areas as well as provide lighting for the bridge deck. Light Loss Factor (LLF) is the factor by which light output is adjusted due to a combination of environmental factors and luminaire degradation. The LLF compares lighting output in a laboratory condition to output in actual field conditions. The factors include: • Lamp Lumen Depreciation (LLD) – the overall performance of the lumen output over a predetermined time period (of the at 40% of expected product life). • Luminaire Dirt Depreciation (LDD) – the light loss due to dirt, road salt, etc. expected on a fixture that hasn’t been cleaned. • Luminaire Ambient Temperature Factor (LATF) – the effect the ambient temperature has on lumen output. The higher the ambient temperature, the less lumen output. For the photometric analysis of the existing bridge lighting and the proposed bridge lighting, an LLF of 0.89 was used. This provides for a similar comparison of the two fixtures and mounting conditions. The lumen output for the proposed lights will be brighter than the photometrics show CONSENT ITEM – 5I MEMORANDUM Page 2 of 2 as the luminaire will be new and clean. The expected product life of the luminaires is approximately 23 years. Forest Lake Contracting has provided a product overview of the proposed LED shoebox light and an estimated cost for removing and salvaging the existing lanterns and installing the new LED lights. The proposed total cost is $6,999.00 Staff has worked with Forest Lake Contracting in the past and found their work to be acceptable and recommend accepting their proposal. ATTACHMENT A: Photometrics – No lights on bridge ATTACHMENT B: Photometrics – Lanterns ATTACHMENT C: Photometrics – Shoebox ATTACHMENT D: Forest Lake Contracting Proposal 1" = 2 0 ' @ 1 1 x 1 7 NO LIGHTS ON BRIDGE 0. 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 1 0 . 3 0 . 4 0 . 5 0 . 6 0 . 6 0 . 5 0 . 4 0 . 3 0 . 3 0 . 2 0 . 2 0 . 2 0 . 3 0 . 4 0 . 5 0 . 6 0 . 6 0 . 6 0 . 5 0 . 3 0 . 2 0 . 1 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0. 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 1 0 . 2 0 . 2 0 . 3 0 . 4 0 . 4 0 . 4 0 . 3 0 . 3 0 . 2 0 . 2 0 . 2 0 . 2 0 . 3 0 . 3 0 . 4 0 . 4 0 . 4 0 . 4 0 . 3 0 . 2 0 . 1 0 . 1 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0. 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 1 0 . 1 0 . 1 0 . 2 0 . 2 0 . 3 0 . 3 0 . 3 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 3 0 . 3 0 . 3 0 . 3 0 . 2 0 . 2 0 . 1 0 . 1 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0. 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 1 0 . 1 0 . 1 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 1 0 . 1 0 . 1 0 . 1 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0. 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 1 0 . 1 0 . 1 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 1 0 . 1 0 . 1 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0. 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 1 0 . 1 0 . 1 0 . 1 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 1 0 . 1 0 . 1 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0. 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 1 0 . 1 0 . 1 0 . 1 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 1 0 . 1 0 . 1 0 . 1 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0. 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 1 0 . 1 0 . 1 0 . 1 0 . 2 0 . 3 0 . 4 0 . 6 0 . 7 0 . 9 1 . 0 1 . 1 1 . 2 1 . 2 1 . 2 1 . 2 1 . 1 1 . 0 0 . 9 0 . 7 0 . 6 0 . 5 0 . 5 0 . 4 0 . 4 0 . 3 0 .3 0 . 3 0 . 3 0 . 2 0 . 3 0 . 3 0 . 3 0 . 3 0 . 4 0 . 4 0 . 5 0 . 6 0 . 7 0 . 8 0 . 9 1 . 0 1 . 1 1 . 2 1 . 2 1 . 2 1 . 2 1 . 1 1 . 0 0 . 8 0 . 7 0 . 6 0 . 4 0 . 2 0 . 1 0 . 1 0 . 1 0 . 1 0 . 1 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 00.00.00.0 0 .0 0. 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 1 0 . 1 0 . 1 0 . 1 0 . 2 0 . 3 0 . 4 0 . 5 0 . 6 0 . 7 0 . 8 0 . 9 1 . 0 1 . 0 1 . 0 1 . 0 0 . 9 0 . 8 0 . 8 0 . 7 0 . 6 0 . 5 0 . 4 0 . 4 0 . 3 0 . 3 0 .3 0 . 3 0 . 2 0 . 2 0 . 2 0 . 3 0 . 3 0 . 3 0 . 3 0 . 4 0 . 4 0 . 5 0 . 6 0 . 7 0 . 8 0 . 9 0 . 9 1 . 0 1 . 0 1 . 0 1 . 0 0 . 9 0 . 8 0 . 7 0 . 6 0 . 5 0 . 4 0 . 2 0 . 1 0 . 1 0 . 1 0 . 1 0 . 1 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 00.00.00.0 0 .0 0. 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 1 0 . 1 0 . 1 0 . 2 0 . 3 0 . 4 0 . 5 0 . 6 0 . 7 0 . 8 0 . 8 0 . 8 0 . 8 0 . 8 0 . 8 0 . 7 0 . 7 0 . 6 0 . 5 0 . 5 0 . 4 0 . 3 0 . 3 0 . 3 0 .3 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 3 0 . 3 0 . 3 0 . 4 0 . 4 0 . 5 0 . 5 0 . 6 0 . 7 0 . 8 0 . 8 0 . 8 0 . 8 0 . 8 0 . 8 0 . 7 0 . 6 0 . 6 0 . 5 0 . 4 0 . 3 0 . 2 0 . 1 0 . 1 0 . 1 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 0 0 . 00.00.00.0 0 .0 Ca l c u l a t i o n S u m m a r y La b e l Un i t s Av g Ma x Mi n Avg/Min Ro a d w a y Fc 0. 1 2 0. 6 0. 0 N.A. Si d e w a l k Fc 0. 3 4 1. 2 0. 0 N.A. 1" = 2 0 ' @ 1 1 x 1 7 EXISTING LIGHTS ON BRIDGE 1. 2 1 . 3 0 . 8 0 . 9 0 . 7 1 . 4 1 . 2 1 . 1 0 . 7 0 . 5 0 . 6 0 . 7 0 . 7 0 . 7 0 . 6 0 . 5 0 . 3 0 . 3 0 . 2 0 . 2 0 . 2 0 . 3 0 . 4 0 . 5 0 . 7 0 . 7 0 . 7 0 . 6 0 . 6 0 . 9 1 . 2 1 . 2 1 . 1 0 . 8 0 . 8 1 . 1 1 . 2 1 . 1 1. 3 1 . 2 1 . 4 1 . 6 1 . 5 1 . 3 1 . 3 1 . 1 0 . 6 0 . 4 0 . 5 0 . 5 0 . 5 0 . 5 0 . 4 0 . 4 0 . 3 0 . 2 0 . 2 0 . 2 0 . 2 0 . 3 0 . 3 0 . 4 0 . 5 0 . 5 0 . 5 0 . 5 0 . 5 0 . 8 1 . 3 1 . 3 1 . 3 1 . 5 1 . 5 1 . 3 1 . 2 1 . 2 0. 8 0 . 8 0 . 9 1 . 1 1 . 0 0 . 8 0 . 8 0 . 6 0 . 4 0 . 3 0 . 3 0 . 3 0 . 4 0 . 3 0 . 3 0 . 3 0 . 3 0 . 2 0 . 2 0 . 2 0 . 2 0 . 3 0 . 3 0 . 3 0 . 4 0 . 4 0 . 4 0 . 4 0 . 3 0 . 4 0 . 7 0 . 8 0 . 9 1 . 0 1 . 0 0 . 9 0 . 8 0 . 6 0. 2 0 . 3 0 . 4 0 . 5 0 . 5 0 . 4 0 . 3 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 3 0 . 3 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 3 0 . 3 0 . 3 0 . 3 0 . 2 0 . 2 0 . 2 0 . 2 0 . 3 0 . 3 0 . 4 0 . 5 0 . 5 0 . 4 0 . 3 0 . 2 0. 1 0 . 1 0 . 1 0 . 2 0 . 1 0 . 1 0 . 1 0 . 1 0 . 1 0 . 1 0 . 1 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 1 0 . 1 0 . 1 0 . 1 0 . 1 0 . 2 0 . 1 0 . 1 0 . 1 0 . 1 0. 0 0 . 1 0 . 1 0 . 1 0 . 1 0 . 1 0 . 1 0 . 1 0 . 1 0 . 1 0 . 1 0 . 1 0 . 1 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 1 0 . 1 0 . 1 0 . 1 0 . 1 0 . 1 0 . 1 0 . 1 0 . 1 0 . 1 0 . 1 0 . 0 0. 0 0 . 0 0 . 0 0 . 0 0 . 1 0 . 1 0 . 1 0 . 1 0 . 1 0 . 1 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 2 0 . 1 0 . 1 0 . 1 0 . 1 0 . 1 0 . 1 0 . 0 0 . 0 0 . 0 0 . 0 0. 3 0 . 3 0 . 3 0 . 3 0 . 3 0 . 3 0 . 3 0 . 3 0 . 2 0 . 0 0 . 2 0 . 3 0 . 3 0 . 3 0 . 3 0 . 3 0 . 3 0 . 3 0 . 3 0 . 4 0 . 4 0 . 5 0 . 6 0 . 7 0 . 8 1 . 0 1 . 1 1 . 2 1 . 3 1 . 3 1 . 3 1 . 2 1 . 1 1 . 0 0 . 9 0 . 8 0 . 6 0 . 6 0 . 5 0 . 4 0 . 4 0 . 3 0 .3 0 . 3 0 . 3 0 . 3 0 . 3 0 . 3 0 . 3 0 . 4 0 . 4 0 . 4 0 . 5 0 . 6 0 . 7 0 . 8 0 . 9 1 . 0 1 . 1 1 . 2 1 . 3 1 . 3 1 . 3 1 . 2 1 . 1 0 . 9 0 . 8 0 . 7 0 . 6 0 . 5 0 . 4 0 . 4 0 . 3 0 . 3 0 . 4 0 . 3 0 . 3 0 . 3 0 . 2 0 . 0 0 . 2 0 . 3 0 . 3 0 . 3 0 . 30.30.30.3 0 .3 0. 4 0 . 3 0 . 3 0 . 4 0 . 4 0 . 3 0 . 3 0 . 3 0 . 3 0 . 4 0 . 3 0 . 3 0 . 3 0 . 5 0 . 4 0 . 4 0 . 4 0 . 4 0 . 4 0 . 4 0 . 4 0 . 5 0 . 5 0 . 6 0 . 7 0 . 8 0 . 9 1 . 0 1 . 1 1 . 1 1 . 1 1 . 0 0 . 9 0 . 9 0 . 8 0 . 7 0 . 6 0 . 5 0 . 4 0 . 4 0 . 4 0 . 3 0 .3 0 . 3 0 . 3 0 . 2 0 . 3 0 . 3 0 . 3 0 . 3 0 . 4 0 . 4 0 . 5 0 . 5 0 . 6 0 . 7 0 . 8 0 . 9 1 . 0 1 . 1 1 . 1 1 . 1 1 . 1 1 . 0 0 . 9 0 . 8 0 . 7 0 . 7 0 . 6 0 . 5 0 . 5 0 . 4 0 . 4 0 . 4 0 . 4 0 . 5 0 . 3 0 . 3 0 . 3 0 . 4 0 . 3 0 . 3 0 . 3 0 . 3 0 . 40.40.30.3 0 .4 0. 6 0 . 6 0 . 5 0 . 7 0 . 8 0 . 6 0 . 4 0 . 3 0 . 4 0 . 4 0 . 3 0 . 4 0 . 5 0 . 8 0 . 8 0 . 6 0 . 6 0 . 6 0 . 6 0 . 5 0 . 5 0 . 5 0 . 5 0 . 6 0 . 6 0 . 7 0 . 8 0 . 8 0 . 9 0 . 9 0 . 9 0 . 9 0 . 8 0 . 8 0 . 7 0 . 6 0 . 5 0 . 5 0 . 4 0 . 4 0 . 3 0 . 3 0 .3 0 . 3 0 . 2 0 . 2 0 . 2 0 . 3 0 . 3 0 . 3 0 . 3 0 . 4 0 . 4 0 . 5 0 . 6 0 . 6 0 . 7 0 . 8 0 . 9 0 . 9 0 . 9 0 . 9 0 . 9 0 . 8 0 . 8 0 . 7 0 . 7 0 . 6 0 . 6 0 . 7 0 . 7 0 . 7 0 . 6 0 . 6 0 . 8 0 . 8 0 . 5 0 . 4 0 . 4 0 . 4 0 . 4 0 . 3 0 . 4 0 . 6 0 . 80.70.50.6 0 .6 Ca l c u l a t i o n S u m m a r y La b e l Un i t s Av g Ma x Mi n Avg/Min Ro a d w a y Fc 0. 4 0 1. 6 0. 0 N.A. Si d e w a l k Fc 0. 5 5 1. 3 0. 0 N.A. 1" = 2 0 ' @ 1 1 x 1 7 ATB2 @ 28' ON BRIDGE 2. 0 2 . 3 2 . 6 2 . 9 2 . 8 2 . 4 2 . 1 1 . 9 1 . 7 1 . 6 1 . 5 1 . 4 1 . 4 1 . 2 1 . 1 0 . 9 0 . 7 0 . 6 0 . 6 0 . 6 0 . 6 0 . 7 0 . 9 1 . 0 1 . 2 1 . 4 1 . 5 1 . 6 1 . 7 1 . 8 2 . 0 2 . 2 2 . 5 2 . 8 2 . 8 2 . 5 2 . 2 1 . 9 1. 6 2 . 0 2 . 5 2 . 8 2 . 7 2 . 2 1 . 8 1 . 5 1 . 4 1 . 3 1 . 3 1 . 2 1 . 1 1 . 0 0 . 9 0 . 8 0 . 7 0 . 6 0 . 6 0 . 6 0 . 6 0 . 7 0 . 8 0 . 9 1 . 1 1 . 2 1 . 3 1 . 3 1 . 4 1 . 4 1 . 6 1 . 9 2 . 4 2 . 8 2 . 8 2 . 4 1 . 9 1 . 5 1. 4 1 . 7 2 . 0 2 . 2 2 . 1 1 . 8 1 . 5 1 . 2 1 . 0 1 . 0 0 . 9 0 . 9 0 . 9 0 . 8 0 . 8 0 . 7 0 . 7 0 . 6 0 . 6 0 . 6 0 . 6 0 . 7 0 . 7 0 . 8 0 . 9 0 . 9 1 . 0 1 . 0 1 . 0 1 . 1 1 . 3 1 . 6 1 . 9 2 . 2 2 . 2 1 . 9 1 . 6 1 . 3 1. 0 1 . 1 1 . 2 1 . 3 1 . 3 1 . 2 1 . 0 0 . 9 0 . 8 0 . 7 0 . 6 0 . 6 0 . 7 0 . 7 0 . 6 0 . 6 0 . 6 0 . 6 0 . 5 0 . 5 0 . 6 0 . 6 0 . 6 0 . 7 0 . 7 0 . 7 0 . 7 0 . 7 0 . 7 0 . 8 1 . 0 1 . 1 1 . 2 1 . 3 1 . 3 1 . 2 1 . 1 0 . 9 0. 6 0 . 8 0 . 9 0 . 9 0 . 9 0 . 8 0 . 7 0 . 6 0 . 5 0 . 5 0 . 4 0 . 4 0 . 5 0 . 5 0 . 5 0 . 5 0 . 5 0 . 5 0 . 5 0 . 5 0 . 5 0 . 5 0 . 5 0 . 5 0 . 5 0 . 5 0 . 5 0 . 4 0 . 5 0 . 6 0 . 6 0 . 7 0 . 8 0 . 9 0 . 9 0 . 8 0 . 7 0 . 6 0. 5 0 . 6 0 . 6 0 . 7 0 . 6 0 . 6 0 . 5 0 . 5 0 . 4 0 . 3 0 . 3 0 . 3 0 . 3 0 . 4 0 . 4 0 . 4 0 . 4 0 . 4 0 . 4 0 . 4 0 . 4 0 . 4 0 . 4 0 . 4 0 . 4 0 . 3 0 . 3 0 . 3 0 . 3 0 . 4 0 . 5 0 . 6 0 . 6 0 . 7 0 . 7 0 . 6 0 . 5 0 . 4 0. 4 0 . 4 0 . 4 0 . 4 0 . 4 0 . 3 0 . 3 0 . 2 0 . 2 0 . 2 0 . 3 0 . 3 0 . 3 0 . 3 0 . 4 0 . 3 0 . 3 0 . 3 0 . 3 0 . 3 0 . 4 0 . 3 0 . 3 0 . 3 0 . 3 0 . 2 0 . 3 0 . 3 0 . 3 0 . 4 0 . 4 0 . 4 0 . 4 0 . 4 2. 1 2 . 4 2 . 7 2 . 9 3 . 2 3 . 4 3 . 6 3 . 7 3 . 8 3 . 8 3 . 8 3 . 6 3 . 5 3 . 3 3 . 0 2 . 8 2 . 6 2 . 3 2 . 0 1 . 9 1 . 8 1 . 7 1 . 7 1 . 7 1 . 8 1 . 8 1 . 8 1 . 9 1 . 9 1 . 8 1 . 8 1 . 7 1 . 5 1 . 4 1 . 2 1 . 1 1 . 0 0 . 9 0 . 8 0 . 7 0 . 6 0 . 6 0 .5 0 . 5 0 . 5 0 . 5 0 . 5 0 . 5 0 . 6 0 . 6 0 . 7 0 . 7 0 . 8 0 . 9 1 . 0 1 . 2 1 . 3 1 . 5 1 . 6 1 . 8 1 . 9 2 . 0 2 . 0 2 . 0 2 . 0 2 . 0 2 . 0 2 . 0 2 . 0 2 . 0 2 . 1 2 . 3 2 . 6 2 . 9 3 . 0 3 . 3 3 . 5 3 . 6 3 . 8 3 . 9 3 . 8 3 . 7 3 . 6 3 . 4 3 . 22.92.72.4 2 .1 2. 2 2 . 4 2 . 7 2 . 9 3 . 1 3 . 3 3 . 4 3 . 6 3 . 7 3 . 7 3 . 6 3 . 5 3 . 3 3 . 2 3 . 0 2 . 8 2 . 6 2 . 3 2 . 1 1 . 9 1 . 8 1 . 8 1 . 7 1 . 7 1 . 7 1 . 7 1 . 7 1 . 7 1 . 7 1 . 7 1 . 6 1 . 5 1 . 4 1 . 3 1 . 2 1 . 1 1 . 0 0 . 9 0 . 8 0 . 7 0 . 7 0 . 6 0 .6 0 . 5 0 . 5 0 . 5 0 . 5 0 . 6 0 . 6 0 . 6 0 . 7 0 . 8 0 . 8 0 . 9 1 . 0 1 . 2 1 . 3 1 . 4 1 . 5 1 . 7 1 . 8 1 . 8 1 . 9 1 . 9 1 . 9 1 . 9 1 . 9 2 . 0 2 . 0 2 . 0 2 . 1 2 . 3 2 . 6 2 . 9 3 . 0 3 . 2 3 . 3 3 . 5 3 . 6 3 . 7 3 . 7 3 . 6 3 . 4 3 . 3 3 . 12.92.72.4 2 .2 2. 1 2 . 3 2 . 5 2 . 7 2 . 9 3 . 0 3 . 1 3 . 2 3 . 3 3 . 4 3 . 3 3 . 2 3 . 1 2 . 9 2 . 8 2 . 6 2 . 4 2 . 2 2 . 0 1 . 9 1 . 8 1 . 7 1 . 7 1 . 7 1 . 6 1 . 6 1 . 6 1 . 6 1 . 6 1 . 6 1 . 5 1 . 4 1 . 4 1 . 2 1 . 1 1 . 0 0 . 9 0 . 9 0 . 8 0 . 7 0 . 7 0 . 6 0 .6 0 . 6 0 . 6 0 . 6 0 . 6 0 . 6 0 . 6 0 . 7 0 . 7 0 . 8 0 . 8 0 . 9 1 . 0 1 . 1 1 . 2 1 . 4 1 . 5 1 . 6 1 . 6 1 . 7 1 . 7 1 . 8 1 . 8 1 . 8 1 . 8 1 . 9 1 . 9 2 . 0 2 . 1 2 . 2 2 . 4 2 . 6 2 . 8 2 . 9 3 . 1 3 . 2 3 . 3 3 . 4 3 . 3 3 . 2 3 . 1 3 . 0 2 . 92.72.52.3 2 .1 Ca l c u l a t i o n S u m m a r y La b e l Un i t s Av g Ma x Mi n Avg/Min Ro a d w a y Fc 0. 9 5 2. 9 0. 2 4.75 Si d e w a l k Fc 2. 0 2 3. 9 0. 5 4.04 DATE: February 13, 2017 TO: Honorable Mayor and City Councilmembers William S. Joynes, Sr., City Administrator FROM: Sue Iverson, Director of Finance and Administrative Services Dave Perrault, Finance Analyst SUBJECT: Lake Johanna Fire Department Capital Expenditures Budgeted Amount: Actual Amount: Funding Source: $735.00 $700.71 Public Safety Capital Background The City has received one invoice from the Lake Johanna Fire Department (LJFD) for capital expenditures in 2016 (Attachment A). This invoice relates to capital equipment expenditures which were included and approved in the 2016 budget. The total LJFD budgeted cost for this items was $3,000 and the actual cost is $2,860.04. Arden Hills’ budget share for these items in the Public Safety Capital account was $735.00 (or 24.5%) and the actual cost is $700.71. Invoice #593 is for the replacement of a K-12 Saw (General Equipment). The Arden Hills budget for this expenditure was $735.00. Our actual expenditure is $700.71. Council Action Requested 1. Motion to approve a payment in the amount of $700.71 to the Lake Johanna Fire Department, which is the City’s share of the capital expenditures. Attachment Attachment A: Invoice #593 CONSENT ITEM – 5J MEMORANDUM DATE: February 13, 2017 TO: Honorable Mayor and City Councilmembers William S. Joynes, Sr., City Administrator FROM: Sue Iverson, Director of Finance and Administrative Services Dave Perrault, Finance Analyst SUBJECT: Ordinance Language Change Regarding False Alarms Background The City currently charges property owners and/or their tenants for false alarms that require a police response following a pre-specified number of incidents. As the ordinance is written, the City is only allowed to notify the current occupant of a property, however, in the case of a tenant situation the owner may not be notified. Being the property owner is ultimately responsible for the charges, City Staff feels it is in the best interest of the City and property owners to notify both parties. The City Attorney has reviewed the ordinance and suggested language changes. The updated language for the ordinance is attached. Council Action Requested 1. Review and approve changes in ordinance 620.05 Subd. 5 Attachment Attachment A: Revised Ordinance Language 620.05 Subd. 5 CONSENT ITEM – 5K MEMORANDUM ORDINANCE NO. 2017-002 CITY OF ARDEN HILLS RAMSEY COUNTY, MINNESOTA AN ORDINANCE AMENDING CHAPTER 6, SUBSECTION 620.05, OF THE ARDEN HILLS CITY CODE REGARDING ALARM SYSTEMS AND USER FEES; NOTICES THE CITY COUNCIL OF THE CITY OF ARDEN HILLS, MINNESOTA, ORDAINS: SECTION 1. Chapter 6 Nuisances and Offenses, Section 620 Offenses, Subsection 620.05 Alarm Systems, Subdivision 5 User Fees; Notices, subparagraph B., is hereby amended by adding the underlined language as follows: Chapter 6 – Nuisances and Offenses Section 620 – Offenses 620.05 Alarm Systems. Subd. 5 User Fees; Notice. B. Upon receipt of a third and all subsequent false alarm reports as to an alarm system, the city administrator shall notify the alarm user and property owner (if different than the alarm user) by certified mail that the threshold number of false alarms has occurred and that the applicable user fee specified has become due and owing. The user fees shall be established from time to time by Council resolution. SECTION 2. This Ordinance shall become effective immediately upon its passage and publication according to law. PASSED and ADOPTED this _____ day of _______________, 2017, by the City Council of the City of Arden Hills, Minnesota. CITY OF ARDEN HILLS By _______________________________ David Grant, Mayor ATTEST: _____________________________ Julie Hanson, City Clerk Published in the Shoreview-Arden Hills Bulletin on _______________, 2017. CONSENT ITEM – 5L MEMORANDUM DATE: February 13, 2017 TO: Honorable Mayor and City Councilmembers William D. Joynes, Sr., City Administrator FROM: Sue Iverson, Director of Finance and Administrative Services SUBJECT: Accept Ken Novack’s Resignation as Public Works Superintendent Discussion The City Administrator has received Ken Novack’s letter of resignation effective February 6, 2017 as our Public Works Superintendent. Staff Recommendation 1. A motion to accept Ken Novack’s Resignation as Public Works Superintendent. Attachment A: February 6, 2017, resignation letter from Ken Novack Page 1 of 1 DATE: February 13, 2017 TO: Honorable Mayor and City Councilmembers William S. Joynes, Sr., City Administrator FROM: Julie Hanson, City Clerk Sue Iverson, Director of Finance and Administrative Services SUBJECT: Cancellation of the February 27, 2017 Regular City Council Meeting Background In prior years, City Council has cancelled a regular City Council meeting if there are no items requiring timely action by the Council. At this time, no items requiring discussion and/or Council action are slated for the February 27, 2017, regular meeting. Council Action Requested Motion to approve the cancellation of the February 27, 2017 regular City Council meeting. CONSENT ITEM – 5M MEMORANDUM DATE: February 13, 2017 TO: City Councilmembers William S. Joynes, Sr., City Administrator FROM: Mayor Grant SUBJECT: Rice Creek Commons (TCAAP) Development Discussion Opportunity for Residents Discussion Under this Public Hearing, citizens have an opportunity to discuss ideas regarding Rice Creek Commons (TCAAP) development. PUBLIC HEARING – 7A MEMORANDUM Page 1 of 2 DATE: February 13, 2017 TO: Honorable Mayor and City Councilmembers William S. Joynes, Sr., City Administrator FROM: Sue Polka, Interim Asst. Public Works Director/City Engineer SUBJECT: 2017 Trail Project – Engineering Services Requested Action Approve the scope and fee from WSB & Associates (Attachment A) in the amount of $349,705.00 for design and construction services for the 2017 Trail Projects and the Old Snelling Water Main Improvement Project (City Project No. 17-W-001). Background An 8-ft wide bituminous trail is proposed along the south side of County Road E2 to connect the existing bituminous trail that was recently constructed on the east side of Cleveland Avenue SW and the existing bituminous trial at New Brighton Road. Currently there is not a crosswalk at the New Brighton Road trail crossing. A pedestrian crossing and ramps are proposed to accommodate the trail entrance at this point. This bituminous trail will be approximately 655-ft long. Initially staff considered extending the trail along the existing shoulder. After meeting with Ramsey County staff, they have indicated that they would consider 1) allowing the City to place bike trail symbol markings on the existing shoulder or 2) locating the trail in the boulevard behind the existing curb. If the council chooses to consider option 2, WSB would complete a topographic survey, prepare a preliminary alignment and cost estimate for further consideration. The Old Snelling Trail Improvements project proposes the addition of bituminous trails along County Road E (CR E) and Old Snelling Avenue. Previous engineering studies determined preliminary design for the trail on the south side of CR E between Freeway Park and Old Snelling Avenue and for the trail on the west side of Old Snelling Ave between CR E and Bethel Drive. A preliminary design for the trail segment was completed by Elfering Engineering with a preliminary total cost estimate of $882,000. CONSENT ITEM – 8A MEMORANDUM Page 2 of 2 Also proposed is the addition of a bituminous trail along the west side of Old Snelling Avenue between Bethel Drive and County Road E2 (CR E2). A feasibility study was completed in 2008 by Bolton & Menk for the Old Snelling Avenue Trail from SH 51 to CSAH 96. In the study, it was recommended to locate the trail along the west side of Old Snelling Avenue. The segment between Bethel Drive and CR E2 is identified as a 10’ wide urban trail (directly behind the curb) with a retaining wall to minimize impacts which include driveways, steep slopes, landscaping and wetlands. Due to the need for wetland delineations, potential wetland impacts and mitigation requirements, and permitting, WSB has provided an alternate schedule in the event the project is delayed due to the permitting timeline. The preliminary estimate for the trail, including project costs is $700,000. The 2017 CIP includes a project for CR E2 Water Main Replacement/Old Hwy 10 Water Loop. The purpose of this project is to replace existing 12” water main on CR E2 from Old Snelling Ave to Valentine Hills School as the main has experienced numerous breaks due to deterioration of the pipe material. Due to the location of the existing water main on CR E2, the existing trail will also need to be replaced. In addition, completion of a water main loop on Old Snelling Avenue from CR E2 to CR E will provide redundancy in the system and no longer require temporary feeds in the system or loss of service in the event of breaks in other areas. The completion of the water main loop is also required to supply water to the TCAAP site. The CIP identifies $400,000 for this project to be paid from the water fund. The current estimate is approximately $500,000 if directional drilling is a viable construction method and $600,000 if open cut construction with bituminous patching is necessary. Soil borings and a geotechnical investigation are included in the scope of work. The trail along County Road F west of Lexington Avenue is also identified in the CIP. Staff recently met with Ramsey County to discuss trail projects. Ramsey County is currently planning a 2018 project for improvements on County Road F to include widening, addition of turn lanes and a traffic signal at Innovation Way. The County had planned to include the trail connection with the roadway project. Ramsey County staff plans to present the project to the City Council at a future meeting. Discussion Staff is recommending that the City Council approve the scope and fee for the 2017 Trail Projects and the Old Snelling Water Main Improvements Project that is presented by WSB & Associates. If accepted, WSB & Associates will begin the design for trail segments and the water main. Attachments: Attachment A: Scope and Fee – WSB & Associates 701 Xenia Avenue South | Suite 300 | Minneapolis, MN 55416 | (763) 541-4800 February 9, 2017 Mr. Bill Joynes City Administrator City of Arden Hills 1245 W Highway 96 Arden Hills, MN 55112 Re: City of Arden Hills 2017 Trail Projects – Old Snelling Trail/Watermain Extension and County Road E2 Trail Project Scope of Services to Provide Engineering for Project Design and Construction Services Dear Mr. Joynes: We are pleased to present this proposal for professional engineering services to assist the City of Arden Hills with the final design and construction services for the 2017 Trail Projects including Old Snelling Trail/Watermain Extension and County Road E2 Trail Project. The following outlines the scope of services and the associated engineering fees necessary to complete these projects. General Project Scope The scope of the project is to provide the design, construction, and general project management for the 2017 Trail Projects in the City of Arden Hills. The Old Snelling Trail Project begins at the existing trail connection on County Road E near TH 51, continues along Old Snelling Avenue under the Canadian Pacific railroad crossing, and terminates at County Road E2 where the existing trailhead is located; a total of 4,700 feet of new bituminous trail. The watermain extension is located along Old Snelling Avenue from County Road E to approximately 1,000 feet west of Old Snelling Trail along County Road E2. In total, the project includes the installation of approximately 4,700 feet of new bituminous trail, 4,500 feet of trunk watermain, concrete curb and gutter, retaining walls, stormwater management improvements, and related work. This project will not only provide a looping watermain connection to increase fire flow capabilities and water quality, but also complete a critical trail connection to improve connectivity with local residents and the main Bethel University Campus. A consultant hired by the City in 2016 completed preliminary engineering for a portion of the project which included only wetland delineation, surveying, preliminary design and a feasibility report for the section of trail along County Road E and Old Snelling Avenue up to Bethel University. WSB will provide services to complete the final design of the original trail section, preliminary and final design for the additional trail sections the watermain improvements, and construction services for all components as one cohesive project. Services to be provided by WSB include preparation of design and construction documents, topographic survey, soil borings and geotechnical evaluation, wetland delineations, permitting (wetland impacts, RCWD, and SWPPP), public involvement and meetings, construction services (construction staking, administration and observation), record plans, and warranty inspection. An important aspect of this project will be the continued coordination with Bethel University and Ramsey County to ensure that this project is designed and implemented with all stakeholders in mind. The schedule included with this proposal was established to assume completion of this project in 2017. 2017 Trail/Watermain Projects – City of Arden Hills February 9, 2017 Page 2 of 7 Description of Services Preliminary Design 1. Coordination with MnDOT, Ramsey County, & Bethel University Each of the trail segments is within Ramsey County right-of-way and it will be critical to the success of this project for WSB to lead communication and coordination efforts to facilitate the design and construction of the new trail segments. WSB will hold one project meeting with Ramsey County and one with Bethel University during the design process, either at City Hall or County/Bethel offices. This will include coordination of right-of-way and anticipated disturbances, if needed. We will provide the necessary graphics, maps, and presentation materials for these meetings. In addition, email correspondence, conference calls, and other related day-to-day communications techniques will be used. The portion of the trail project along Old Snelling Avenue will be designed and constructed in accordance with State Aid standards; the appropriate level of communication with MnDOT is also included with the scope of work. 2. Utility Location During preliminary design, a Gopher State One Call will be initiated to collect maps of all private utilities located within the project area. In addition, field markings will be requested prior to the topographic survey to ensure the needed utility information and locations are incorporated into the project design. Coordination with the utility companies during the design phase will be critical to the success of the project and therefore one coordination meeting is included with the scope of services. 3. Soil Borings & Geotechnical Evaluation We propose to complete a total of 14 soil borings for the project (1 boring per 500 lineal feet, 2 boring locations at proposed retaining wall locations), 12 for the Old Snelling Trail area and 2 along the County Road E2 Trail Project. The soil borings will be drilled to a depth of approximately 5-15 feet to determine soils below the planned trails and underground utilities. Soil boring logs will be provided for each location. The information gathered in the field for this project will be used to prepare a geotechnical report that will provide an analysis in regards to onsite soils and recommendations for pavement section design, utility installations, groundwater conditions encountered and discussion on use of soil for structural fill, stormwater treatment practices, or the installation of retaining walls. If unsuitable soils (existing fills, organic soils, etc) are encountered at the proposed boring termination depths, WSB will extend the borings into competent materials. An additional charge of $20 per linear foot will be assessed for borings extended beyond their proposed termination depths. If the added work requires an additional mobilization to the site, it will be charged at $200 per day. The report will summarize the findings, provide a discussion of subsurface and groundwater conditions encountered, recommendations for subgrade preparation, and discussion on use of soils for structural fill or stormwater treatment practices. We understand that no permits are required for drilling or traffic control within the roadways. 4. Topographic Survey A topographic design survey will be conducted prior to the preliminary design. This survey will include existing site conditions, trees, mailboxes, driveway edges, landscape edges, location of private utilities (especially those that may 2017 Trail/Watermain Projects – City of Arden Hills February 9, 2017 Page 3 of 7 be impacted during construction), street signs, light poles, water surfaces, and other items as needed to assist in the design process. To the greatest extent possible, property corners will be located in the field, but a detailed boundary survey or monumentation research has not been included with this scope of services. As part of the preliminary design survey, cross sections at 50-foot intervals, as well as driveway locations, will be created using centerline, top of curb and gutter line elevations. These cross sections will be incorporated into the CAD base-mapping and used to ensure the design fits within the existing area with minimized impacts to adjoining properties. It has been assumed that the City will provide record plan information or any existing plat information for incorporation into the AutoCAD base-map and TIN. Once the project is complete, WSB will provide the City with the electronic files used on the project. Any additional survey requested by the City, or what may be needed due to changes in scope, or schedule, will require a re-evaluation of this service fee. It is expected that survey work completed by other consultants will be provided to WSB in an AutoCAD basemap format. 5. Preliminary Layout Upon authorization, we will begin preliminary work immediately by gathering private utility data, conducting a topographic survey, wetland delineation, reviewing City utility record drawings, hosting a private utility meeting, and reviewing the City’s existing drainage system. The information gathered will be used to develop preliminary design mapping and/or exhibits, and a cost estimate. Drafting of a feasibility report has not been included with the scope of work. 6. Wetland Delineation/Wetland Permitting Wetland delineations will be required along the Old Snelling Trail project north of Bethel University and along the County Road E2 trail section. WSB will complete a Level 2 (onsite) wetland investigation within the designated project limits. Wetlands and surface water features (if any) will be delineated and characterized in conformance with the US Army Corps of Engineers (USACE) Wetlands Delineation Manual (US Army Corps of Engineers, 1987) and the Northcentral/Northeast Regional Supplement. The wetland boundaries will be surveyed, the top-of-bank of watercourses will also be identified if necessary, therefore differentiating waters and wetlands, which are permitted differently. The information obtained as part of the delineation will be compiled into a wetland delineation report. This report will be submitted to Rice Creek Watershed District, the Local Government Unit (LGU), and USACE for their review and approval. The wetland delineation report will include a figure depicting the locations of all delineated wetlands, as well as characterization & classification of wetland types. The approved delineated wetland boundaries will be incorporated into the project design for wetland impact avoidance and minimization considerations. Based on a preliminary review of the proposed project alignment, it is anticipated that wetland impacts will occur. WSB will prepare the WCA, Section 404 permits application (Joint Application), and incorporate the avoidance sequencing discussion and assumed wetland replacement will be via an approved wetland bank. WSB can identify an appropriate wetland bank and coordinate the replacement credits purchase process. The cost for the purchase of the wetland replacement credits is not included in this scope, and would be coordinated separately with the City of Arden Hills. 7. Project Meetings, City Council Meetings, and Public Involvement WSB will hold project meetings with the City, Ramsey County, and Bethel University throughout the design process to ensure that this project is designed and implemented with all stakeholders in mind. These will include one kick- off meeting with City staff at the beginning of the project, one with Ramsey County, and one with Bethel University. The scope of services includes one neighborhood open house during preliminary design. In addition, WSB will 2017 Trail/Watermain Projects – City of Arden Hills February 9, 2017 Page 4 of 7 present information at one City Council meeting and one Parks, Trails, and Recreation Committee (PTRC) meeting during this phase of the project. We will provide the necessary graphics, maps, and presentation materials to be used at the hearing or City Council meeting. WSB will work with City staff to develop and mail the required notices for project meetings and prepare any necessary resolutions for City Council meetings. We understand that the City has sample resolutions from past projects that can be updated for this project. WSB can provide a formatted notice to be sent to property owners, but the City will mail the notices using City stationary. Final Design 1. Final Design Final plans and specifications will be prepared for the project. Specific work included with this task will be the development of the project documents including the updated plans and specifications for bidding. The plans will detail the removals, location and grade of the trail extension, pedestrian connections, restoration, erosion control, and SWPPP documentation. Documentation for the necessary permits will also be prepared along with an engineer’s opinion of probable cost. The plans will be provided to MnDOT for State Aid review and approval as well as Ramsey County for their required review and permitting. We understand that no federal funding will be obtained and therefore the project will not be required to meet Federal design/construction guidelines. Permitting through the Rice Creek Watershed District will be required to complete the project. The proposed alignment and design of the CR E2 trail will trigger a number of the RCWD rules as well, and the necessary scope of work for this task has been included. Plans will also be provided to Bethel University for final review and comment during this phase. 2. Project Meetings/City Council Meetings WSB will continue to hold project meetings with City staff as well as stakeholders as needed during the final design process. Prior to the final acceptance of the design and specifications, we will attend a second City Council meeting. WSB will work with City staff to develop and mail the required notices for project meetings and prepare any necessary resolutions for City Council meetings. We will provide the necessary graphics, maps, and presentation materials to be used at the hearing or City Council meeting. Construction Services 1. Construction Administration Construction Administration will include the preparation of partial and final pay estimates, regular project updates to the City staff and residents, and coordination with City staff regarding project items. Once the project has been awarded, WSB will conduct an open house. The purpose of the open house will be to provide information to the property owners and other stakeholders regarding the project, to obtain input from the public for construction phases and to answer any questions that come out of the process. Traffic control, property access/impacts, and schedule are some of the topics that typically arise during the open house. Prior to the meeting, WSB will send out an informational flyer/open house invitation to address most common questions and concerns, similar to the one provided in the information booklet. 2017 Trail/Watermain Projects – City of Arden Hills February 9, 2017 Page 5 of 7 Communication during construction with affected property owners and other stakeholders will be critical and largely defines the success or failure of a project. We propose to provide materials to the City for updates on their website, regular site visits to local businesses or adjacent property owners, and street signage specific to business access if needed. WSB will assist the City with the bidding process, including providing the bidding documents to the interested contractors, and will provide a plan holders list to the City. WSB will also prepare the advertisement for bids, respond to bidder questions, issue addenda (if required), attend the bid opening, tabulate the bid results, prepare a letter of award recommendation for the City, prepare notice of award, and prepare the necessary contract documents for contractor and City signature. 2. Construction Inspection WSB has included enough hours to provide full-time construction observation for the duration of the project; we are proposing construction duration of 18 weeks in 2017. If the City or contractor requests additional construction duration, a re-evaluation of our fees will be required. If the Project is constructed in 2018, we ask that the City allow WSB’s 2018 hourly rate schedule to be used for staff involved in construction activities. Construction materials testing has not been included with this scope of work. Materials testing during construction will be necessary to verify consistency with the schedule of materials control in the construction specifications and to meet State Aid requirements. We expect the materials testing consultant selected by the City will provide materials field testing, materials certifications, certification summaries, and any exception reports required. WSB will conduct a warranty review of the project with City staff and prepare a letter of final acceptability prior to the expiration of the warranty period. Along with the final acceptability letter, WSB will include information regarding project construction and materials testing for the City’s project file and future reference as needed. 3. Construction Staking WSB will provide a survey crew to complete the construction staking for the project. WSB will only provide one set of stakes for the contractor in all cases; any additional staking needs will require compensation by the City or contractor in addition to the fee provided in this proposal. Additional Services Not Included 1. Detailed right-of-way documentation: Boundary survey or related detailed monumentation research of existing right-of-way can be provided if determined to be necessary. 2. Parcel sketches or ROW acquisition services: Fees for parcel sketches or right of way/easement acquisition services for trail alignments or permanent stormwater management improvements have not been provided in the scope. 3. Floodplain or flood fringe permitting: If floodplain or flood fringe impacts are necessary, we can assist the City in this process for both FEMA and the RCWD applications. 4. Collect traffic or pedestrian data in the field: WSB has the equipment necessary to complete this task upon request. 5. Design of retaining wall: WSB will prepare a performance specification requiring detailed design to be provided by the contractor. 2017 Trail/Watermain Projects – City of Arden Hills February 9, 2017 Page 6 of 7 Work Plan & Schedule In discussions with City staff, it is our understanding that a summer 2017 construction timeframe is preferred, but we have also included an alternative schedule that addresses possible permitting complexities. The exact timing of the neighborhood meetings, public hearings, and final construction timeline has not been determined and will be updated as the schedule progresses. It is important to note that if significant impacts to the floodplain are required, construction may need to occur in 2018. Preferred Schedule Award Consultant Contract ....................................................................................................................... February, 2017 Kick-Off Meeting with City Staff, Begin Preliminary Design ...................................................................... February, 2017 Completion of Preliminary Design ................................................................................................................. March, 2017 Completion of Final Design .............................................................................................................................. May, 2017 Council Approve Plans and Specifications / Authorize Ad for Bid .................................................................... June, 2017 Open Bids/Award Contract ...................................................................................................................... June/July, 2017 Conduct Informational Meeting ........................................................................................................................ July, 2017 Begin Construction ....................................................................................................................................... August, 2017 Substantial Construction (Watermain/Trails Subgrade/Retaining Walls) .............................................. November, 2017 Final Completion (Trail Paving/Turf) ....................................................................................................... May/June, 2018 Final Project Payment .................................................................................................................................. August, 2018 Alternative Schedule Award Consultant Contract ....................................................................................................................... February, 2017 Kick-Off Meeting with City Staff, Begin Preliminary Design ...................................................................... February, 2017 Completion of Preliminary Design ................................................................................................................. March, 2017 Completion of Final Design .............................................................................................................................. June, 2017 Council Approve Plans and Specifications / Authorize Ad for Bid ..................................................................... July, 2017 Open Bids/Award Contract .................................................................................................................. July/August, 2017 Conduct Informational Meeting ................................................................................................................... August, 2017 Begin Construction ................................................................................................................................ September, 2017 Substantial Construction (Watermain/Retaining Walls) ........................................................................ November, 2017 Final Completion (Trails/Turf) .................................................................................................................. June/July, 2018 Final Project Payment ........................................................................................................................... September, 2018 2017 Trail/Watermain Projects – City of Arden Hills February 9, 2017 Page 7 of 7 Proposed Fee We propose to conduct the work on an hourly basis as listed below. Preliminary Design Task Completed Est. Hours Fee Public Involvement 26 $ 3,012 Utility Coordination 18 $ 2,140 Soil Borings & Geotechnical Evaluation 82 $ 12,002 Topographic Survey & Base Mapping 78 $ 11,984 Preliminary Layout & Planning 126 $ 14,416 Wetland Delineation & Report 65 $ 6,157 Project Meetings 34 $ 4,014 Total (Preliminary Design Services) 429 $ 53,725 Final Design Task Completed Est. Hours Fee Final Design 789 $ 91,187 Permitting (Wetland, RCWD, SWPPP) 154 $ 15,348 Bidding & Tabulation 35 $ 3,894 Project Meetings 28 $ 3,096 Total (Final Design Services) 1,006 $ 113,525 Construction Services Task Completed Est. Hours Fee Construction Administration 179 $ 25,597 Construction Inspection 1091 $ 120,010 Construction Staking 224 $ 36,848 Total (Construction Services) 1,494 $ 182,455 Total 2929 $ 349,705 Appendix For your review, we have included the following in the Appendix: Project Location Maps 2017 Fee Schedule 0 250Feet¯County Road E2 Trail Connection Project City of Arden Hills D o c u m e n t P a t h : C : \ U s e r s \ k g e l h a r \ D e s k t o p \ A r d e n H i l l s \ T r a i l C o n n e c t i o n _ C R E . m x d D a t e S a v e d : 1 1 / 1 7 / 2 0 1 6 3 : 0 8 : 5 8 P M 1 inch = 223 feet Approximately 655 LF COUNTY ROAD E2 N E W B R I G H T O N R O A D CLE V E L A N D A V E N U E S W Existing Trail Project Start Project End S n e l l i n g A v e n u e N o r t h Bethel Drive Si e m s C o u r t Gl e n a r d e n R o a d Arden Place Lake Joha n n a B o u l e v a r d Forest Lane Oak Avenue Rid g e w o o d R o a d County Road E West Cha t h a m A v e n u e Arden Oaks Drive Mccracke n L a n e Sk i l e s L a n e G l e n a r d e n C o u r t Rid g e w o o d C o u r t County R o a d E 2 W e s t Arden Oaks Court Arden Place Sn e l l i n g A v e n u e N o r t h Skiles Lane City of Arden Hills Proposed Trail MapCounty Rd E to County Rd E2 0 350Feet Ü Date Saved: 2/2/2017 3:01:31 PM D o c u m e n t P a t h : P : \ P R & P W \ E n g i n e e r i n g \ S u e ' s M a p s \ P r o p o s e d T r a i l M a p . m x d Existing Footpath Existing Sidewalk Existing Trail Proposed Trail !(!( !( !( !( !( !( !( !( !( !( !( !( !( !( !(!( !(!(!( !( !( !( !( !( !(!( !( !( !( !( !( !( !( !( !( !(!( !( !( !( !( !( !( !( !( !(!( !( !( !( !( !(!(!(!( Sn e l l i n g Av e n u e No r t h Crystal Avenue Gramsie Road County Road E2 West Ch a t h a m Cir c l e Glen v i e w A v e n u e Rid g e w o o d R o a d Fa i r v i e w A v e n u e N o r t h CountyRoad EWest Ch a t h a m Co u r t De l l v i e w Av e n u e Lake Joh a n n a B o u l e v a r d Valen t i n e A v e n u e V a l e n t i n e C o u r t La k e v i e w C o u r t De l l v i e w Av e n u e Sne l l i n g A v e n u e N o r t h Arden O a k s D r i v e Mccrack e n L a n e Gl e n v i e w C o u r t La k e V a l e n t i n e R o a d Rid g e w o o d C o u r t Si e m s C o u r t Chatham A v e n u e F a i r v i e w A v e n u e N o r t h Venus Avenue B e t h e l D r i v e Beth e l D r i v e Oak Avenue City of Arden Hills Proposed WatermainCounty Rd E to County Rd E2 0 400Feet Ü Date Saved: 2/2/2017 2:52:12 PM D o c u m e n t P a t h : P : \ P R & P W \ E n g i n e e r i n g \ S u e ' s M a p s \ P r o p o s e d W a t e r m a i n M a p . m x d !(Watermain Breaks Existing Watermain Proposed Watermain 2017 Rate Schedule Billing Rate/Hour Principal $160-$180 Associate / Sr. Project Manager / Sr. Project Engineer $143-$180 Project Manager $125-$137 Project Engineer $109-$138 Graduate Engineer $82-$102 Sr. Landscape Architect / Sr. Planner / Sr. GIS Specialist $113-$142 Landscape Architect / Planner / GIS Specialist $67-$107 Engineering Specialist / Sr. Environmental Scientist $94-$135 Pavement Coring One-Person Crew $165 Two-Person Crew $245 Survey One-Person Crew $135 Two-Person Crew $172 Three-Person Crew $189 Underwater Inspection Dive Team $470 Office Technician $45-$88 Costs associated with word processing, cell phones, reproduction of common correspondence, and mailing are included in the above hourly rates. Vehicle mileage is included in our billing rates [excluding geotechnical and construction materials testing (CMT) service rates]. Mileage can be charged separately, if specifically outlined by contract. Reimbursable expenses include costs associated with plan, specification, and report reproduction; permit fees; delivery costs; etc. Multiple rates illustrate the varying levels of experience within each category. Rate Schedule is adjusted annually. Page 1 of 2 DATE: February 13, 2017 TO: Honorable Mayor and City Councilmembers William S. Joynes, Sr., City Administrator FROM: Matthew Bachler, Senior Planner SUBJECT: City Properties Appraisal Services Proposals Requested Action Accept proposal from BRKW in the amount of $10,500.00 and authorize staff to enter into a contract with BRKW to complete appraisal services for 1450 West Highway 96 and 1245 West Highway 96. Discussion At the City Council Work Session on January 30, 2017, the City Council discussed the Option Agreement to purchase the Civic property on TCAAP and potential funding sources for development on the site. One of the funding sources discussed was the sale of the old City Hall property at 1450 West Highway 96 and the current City Hall property at 1245 West Highway 96. The City Council directed staff to have an appraisal completed so the City can better evaluate the potential sale of the two properties. Staff contacted three appraisal firms and requested a quote for the following scope of work: • Property 1 – 1450 West Highway 96 - Value given development with uses allowed by current Neighborhood Business Zoning - Value given development with townhomes - Value given development with single-family homes • Property 2 – 1245 West Highway 96 - Value given development with limited commercial uses, such as office, medical, or limited retail uses Two firms provided quotes for the appraisal services: BRKW and Patchin Messner Dodd & Brumm. Of the quotes received, BRKW was the lower amount at $10,500.00. BRKW also NEW BUSINESS – 8B MEMORANDUM Page 2 of 2 proposed completing the work within two months of authorization to proceed, while Patchin Messner Dodd & Brumm estimated a 10 to 12 week timeframe for completion. The received quotes and correspondence from the third firm have been provided as an attachment. Firm Cost Time Frame BRKW $10,500.00 2 months Patchin Messner Dodd & Brumm $15,500.00 10 – 12 weeks Kelly Lindstrom Did not submit proposal Attachments A. Proposal from BRKW B. Proposal from Patchin Messner Dodd & Brumm C. Correspondence with Kelly Lindstrom BRKW APPRAISALS, INC . 1600 UNIVERSITY AVEN UE, SUITE 314, ST. P AUL, MN 55104 651.646.6114 F AX 651.646.8086 www.brkw.com February 8 , 2017 Matthew Bachler, AICP Senior Planner City of Arden Hills 1245 West Highway 96 Arden Hills, MN 55112 R e : Proposal f or Appraisal Services Subject Propert ies : Property 1 : 1450 West Highway 96, Arden Hills, MN Property 2 : 1245 West Highway 96, Arden Hills, MN Dear M r . Bachler : In response to your request and on behalf of BRKW Appraisals, Inc., I am submitting this proposal for our firm to provide the City of Arden Hills with real estate appraisals pertaining to the two a bove referenced city -owned properties. Property 1 comprises a vacant tract of land on the south side of Highway 96 , reflecting the former city public works facility, which has a land area of about 6.8 acres and is zoned as well as guided NB, Neighborhood Business. Property 2 is an approximately 6.9 -acre land parcel containing the current City Hall building on the western portion, and zoned as well as guided P/I, Public & Institutional. Based on my preliminary research, the City Hall building was construc ted in 2001. It is my understanding that the City is in the process of evaluating the sale of the two properties for redevelopment. Purpose/Intended Use/Intended Users The purpose of the appraisal s is to provide an opinion of the market value of the fee simple interest in each of the two subject propert ies as of the date that they are viewed . The intended use of the appraisal s is for assisting the City of Arden Hills in evaluating and potentially completing the sale of the two cit y -owned properties for redevelopment . The intended users are officials of the City of Arden Hills . The client of this assignment would be the City of Arden Hills . Scope of Work Primary Valuation Methods : The three primary valuation methods used by real estate appraisers are the Cost Approach, the Sales Comparison Approach and the Income Approach. The Cost Approach involves first valuing the land and then adding to that the replacement cost new of the building and other improvements, less estimated accrued depreciation due to age an d other factors. BRKW APPRAISALS, INC. PAGE 2 The Sales Comparison Approach can be used in appraising vacant land or improved properties (land with building). This approach involves comparing recent sales of land or improved properties which are reasonably similar to the property bei ng appraised . Adjustments are made to the prices of the comparable sales for value - related differences relative to the subject property. The result is a reasonably narrow range of adjusted prices which indicate what the subject property likely would sell for if offered on the market. The range of value indications is reconciled into a final, single -point opinion of market value for the property within this valuation approach . The Income Approach involves determining market rent for the property, based on rent comparables from the market, and capitalizing an annual net income from that rent into a property value indication, based on parameters used by investors for similar properties. Property 1 – Former Public Works Site Since this property reflects vacant land, of the three primary approaches to value, the Sales Comparison Approach would be applied in valuing the land component of the subject property. The Cost and Income approaches would not be utilized because they typically are only applicable when the property contains improvements with contributory value. Though in some cases vacant land is leased, it is concluded that there would likely be no demand for the subject property in terms of a land lease, given its location and other factors. The City has asked for three valuation scenarios for Property 1: 1. Value given development with uses allowed within current Neighborhood Business zoning (limited business such as office, medical, and limited retail); 2. Value given development with townhomes; and 3. Value given development with single -family homes. Typically land is appraised based on its highest and best use, which includes four main tests, all of which must be met in the following order : U ses that are legally permissible, phy sically possible, financially feasible and maximally productive (resulting in the highest value). Though an appraisal assignment for the subject land typically would not include a comprehensive feasibility study, t ypically it would include an analysis and discussion by the appraiser of general indications of demand and feasibility for a particular use , based on a review of market trends and appraiser experience ; such discussion and analysis would be followed by the appraiser’s opinion of the highest and best use, and the property would be valued based on that use. Since legal permissibility is the first test of highest and best use that must be met, in most cases , the appraiser’s focus is on current zoning and its allowed uses, when concluding highest and best use. However, there are exceptions, including when there is clear evidence that there is little or no demand for the currently allowed uses, there is demonstrable demand for other uses, and it is reasonably probable that the property could be rezoned to allow such other uses. BRKW APPRAISALS, INC. PAGE 3 In valuing Property 1, the main focus on the highest and best use analysis will likely be on uses allowed within current NB zoning, since at this point in time you have not indica ted that there is any definitive plan for the City to rezone the property for the alternat ive uses of townhome or single -family home development. Consequently, it is likely in this assignment that the property will be appraised first based on its anticipate d highest and best use of Neighborhood Business zoning -allowed uses, and then two subsequent valuations will follow, based on alternat ive assumed highest and best uses for townhomes and single -family homes . It is anticipated that for the two alternate use s, an extraordinary assumption will be applied. An extraordinary assumption is defined as “An assumption, directly related to a specific assignment, as of the effective date of assignment results, which, if found to be false, could alter the appr aiser’s opinions or conclusions.” (s ource: Uniform Standards of Professional Appraisal Practice (USPAP) 2016 -2017 Edition ©The Appraisal Foundation, Page 3 ). For the purposes of the appraisal, the land would be valued based on the extraordinary assumption that it s highest and best use is for townhome development, and also the land would be valued based on the extraordinary assumption that its highest and best use is for single -family home development. Property 2 – Existing City Hall Site The City has asked for o ne valuation scenario for Property 2: 1. Value given development with limited business uses such as office, medical, and limited retail uses [i.e., generally those allowed within NB, Neighborhood Business zoning ]. Based on the above requested valuation scenario, it is assumed by the appraiser that the City would be willing and prepared to rezone the property from its current P/I, Public & Institutional zoning to NB, Neighborhood Business, and that consequently it is reasonably probable that such rezoning would be approved. For the purposes of this appraisal, the land would be valued based on the hypothetical condition that the land has been rezoned to Neighborhood Business. A hypothetical condition is defin ed as “A condition, directly related to a specific assignment, which is contrary to what is known by the appraiser to exist on the effective date of the assignment results, but is used for the purpose of analysis .” (source: Uniform Standards of Professiona l Appraisal Practice (USPAP) 2016 -2017 Edition ©The Appraisal Foundation, Page 3 ). You have indicated that the City wishes to have the City Hall property appraisal include an analysis of the reuse potentia l of the existing building on the site, rather than simply be based on the assumption that the buil ding should/would be demolished to make way for redevelopment of the entire 6.9-acre site. Therefore , depending on the results o f such an analysis relative to potential reuse, the appraisal assignment may ultimately include valuing the building on the west approximately one -half of the site and valuing the vacant land for a separate use on the east approximately one -half of the site. Given this possible scenario, the assignment likely will result in the application of all three primary approaches to value – The Cost, Sales C omparison and Income Approaches – in analyzing reuse potential and possibly then valuing the building on the west half of the pro perty. BRKW APPRAISALS, INC. PAGE 4 Report Format For each of the two subject properties, the appraisals will be communicated in separate reports, utilizing a narrative Appraisal Report format. The level of discussion and detail in the report will be similar to that contained in what is formerly known as the Summary Report format, a report type label which was discontinued by the Uniform Standards of Appraisal Practice (USPAP), effective January 1, 2014. The level of discussion in the r eport s to be issued to the client can be best described as summarizing the subject property attributes and the appraisal process, but also providing enough information and detail to enable the client and intended users to understand the rationale for the a ppraiser’s opinions and conclusions. The report s will contain supporting data for the appraiser’s analysis and valuation, including comparable sales data and the adjustments made to the sales. For an assignment such as that described in this proposal, th e appraisal report s would likely contain between 4 5 and 65 pages each. Additional notes, data, analyses and other documentation supporting the appraisal are retained in the office appraisal file. The appraisal s will be prepared in accordance with the Cod e of Ethics and the Standards of Professional Practice of the Appraisal Institute, and with the Uniform Standards of Professional Appraisal Practice (USPAP), as mandated by the State of Minnesota. Proposed Appraisal Fee s Based on the anticipated scope of work involved in the assignment to appraise the subject propert ies and the complexity of issues that must be addressed to properly arrive at credible opinion s of market value for these particular propert ies , I propose the following appraisal fee s : Property 1 – Former Public Works Site $ 5 ,5 00 Property 2 – Current City Hall Property $ 5 ,0 00 Total Proposed Appraisal Fees $1 0 ,5 00 The appraisal fees quoted are based on a package assignment involving the appraisal of both properties . The fees would differ from those quoted if the appraisal assignment were to cover only one or the other of the two subject properties. Completion Date The appraisal report s would be completed within two months of authorization to proceed. Delive rables A high -quality, full -color electronic copy of each appraisal report, in .pdf form, will be emailed to you upon completion of the assignment. Should the need or desire arise for one or more hard copies of the report s as well , our firm could print, bind and mail to you such hard copies, upon your request, with sufficient advance notice. BRKW APPRAISALS, INC. PAGE 5 Additional Information Attached for your review is a copy of my Professional Qualifications. For additional insight into our firm, please visit our website at www.brkw.com . Thank you, M r . Bachler , for the opportunity to submit this proposal. Please contact me at 651 -646-6114 ext. 3 or pgleason@brkw.com with any questions or comments you may have. Sincerely, BRKW APPRAISALS, INC. Paul J. Gleason , MAI Principal Attachment BRKW APPRAISALS, INC . 1600 UNIVERSITY AVEN UE, SUITE 314, ST. P AUL, MN 55104 651.646.6114 F AX 651.646.8086 www.brkw.com PROFESSIONAL QUALIFI CATIONS PAUL J. GLEASON, MAI PROFESSIONAL MEMBERSHIPS AND ASSOCIATIONS MAI Member – The Appraisal Institute APPRAISER LICENSE Certified General Real Property Appraiser – State of Minnesota – License #4003073 EDUCATION University of Wisconsin at La Crosse , Wisconsin – 1985 Bachelor of Science Degree in Business Administration PROFESSIONAL EXPERIENCE Principal – BRKW Appraisals, Inc., St. Paul, MN, 2007 -present Staff Appraiser – BRKW Appraisals, Inc., St. Paul, MN, 1993 -2006 Appraiser – Certified Appraisers, Excelsior, MN, 1993 Appraiser – Stiles Appraisals, Inc., Plymouth, MN, 1992 -1993 Expert Witness Testimony – For real estate litigation in numerous condemnation commissioners’ hearings, arbitration hearings and in District Court Presenter/Speaker at Minnesota Department of Transportation’s 2016 Right Of Way Professionals Workshop, Brainerd, MN Presenter/Speaker at Minnesota Department of Transportation’s 2014 Right Of Way Professionals Workshop, Brainerd, MN Presenter/Speaker at Minnesota Department of Transportation’s 2012 Right Of Way Professionals Workshop, Brainerd, MN Presenter/Speaker at Minnesota Department of Transportation’s 2010 Right Of Way Professionals Workshop, Breezy Point, MN Appraisal assignments have been completed for the following purposes: Condemnation – Partial and total acqui sitions, in fee title and in easement form Property Damage Claims Litigation Special Benefits Valuation Mortgage Financing General Valuation Needs – Purchase negotiations, listing prices, internal family or partnership transactions, estate planning/taxes, marriage dissolution, etc. Professional Qualifications – P aul J. Gleason , MAI Page 2 PROPERTY TYPES APPRAISED Land – Commercial, industrial, residential acreage, agricultural, finished lots Commercial Buildings – Office, industrial, retail, medical office, auto dealerships Apartment Buildings/Complexes 1 -4 Family Residential – Single -family home, townhome, condo, duplex, fourplex PROFESSIONAL REAL ESTATE STUDIES Appraisal Institute courses, including all required for MAI designation: Course 110: Appraisal Principles (examination passed) Course 120: Appraisal Procedures (examination passed) Course 210: Residential Case Study Course 310: Basic Income Capitalization Course 410: National Uniform Standards of Professional Appraisal Practice Course 420: Business Practices and Ethics Course 510: Advanc ed Income Capitalization Course 520: Highest and Best Use and Market Analysis Course 530: Advanced Sales Comparison and Cost Approaches Course 540: Report Writing and Valuation Analysis Course 550: Advanced Applications Numerous additional classes and seminars for appraisal pre -license and continuing education requirements, on an ongoing basis, from Appraisal Institute and other sources CLIENTS INCLUDE Cities of Afton, Austin, Apple Valley, Cambridge, Cottage Grove, Eagan, Lino Lakes, Maplewood, Oak Park Heights, Owatonna, Prior Lake, Rochester, Savage, Wabasha and Woodbury, among others Anchor Bank Associated Bank BMO Harris Bank N.A. Bremer Bank Bridgewater Bank Dougherty, Molenda, Solfest, Hills & Bauer, P.A. Eckberg, Lammers, Briggs, Wolff Greene Espel PLLP & Vierling, PLLP Minnesota Bank & Trust Minnesota Dept. of Transportation US Bank Western Bank And various other individuals, attorneys, communities and counties Revised: January 1, 2017 From:Jason Messner To:Eric Zweber Subject:City of Arden Hills Date:Tuesday, February 07, 2017 5:04:51 PM Eric, The cost to prepare an appraisal of the old city hall site, with three opinions of value based on neighborhood business or townhomes or single family, and a separate appraisal of the existing city hall, would not exceed $15,500 and could be completed within 10-12 weeks from receiving authorization to proceed. I know our timeline is long but we just have a lot of jobs already in the pipeline. Let me know if you have any questions or require further information, Jason L. Messner, MAI Minnesota Certified General Real Property Appraiser License 4000836 messner@valuationcounselors.net Patchin Messner Dodd & Brumm 13961 West Preserve Boulevard Burnsville, MN 55337 (952) 895-1205 From:Kelly Lindstrom To:Eric Zweber Cc:Matthew Bachler Subject:Re: Quote to perform appraisals on the former and current City Hall sites in Arden Hills Date:Tuesday, February 07, 2017 3:25:15 PM Hi Eric, Thank you for this opportunity, however, given the turn around time, I am unable to submit on this as I couldn't meet your desired 2 month period. Thank you, Kelly LIndtrom ________________________________________ From: Eric Zweber <EZweber@cityofardenhills.org> Sent: Monday, February 6, 2017 3:15 PM To: klindstrom1@msn.com Cc: Matthew Bachler Subject: Quote to perform appraisals on the former and current City Hall sites in Arden Hills Kelly, As a follow up to our phone conversation, I’d like a quote to perform two appraisals, one of the current City Hall and one of the former City Hall. The City Council is being asked to choose one of the three quotes at their meeting on Monday, February 13. So that the quotes can be included in the Council packet, I’d prefer your quote by 4:30 pm on this Wednesday but I can give you a drop dead deadline of 11:30 on Thursday, February 9. The relevant site information is: Former City Hall Site: PID: 223023210141 Site Address: 1450 Highway 96 W, Arden Hills, MN 55112 Current Zoning: NB-Neighborhood Business Requested Zoning for Evaluation: Please evaluate the value of the site for commercial (NB-Neighborhood Business zoning), townhomes (R-3-Townhome zoning) and single family (R-1-Single Family zoning) Current City Hall Site: PID: 153023430001 Site Address: 1245 Highway 96 W, Arden Hills, MN 55112 Current Zoning: CC-Civic Center Requested Zoning for Evaluation: Please evaluate the value of the site for commercial (NB-Neighborhood Business zoning) We would want the appraisals within two months of the award of the contract. Thank you in advance for your consideration. Feel free to email or call me if you have any questions. Eric Zweber, AICP Interim City Planner (WSB & Associates) City of Arden Hills 1245 West Highway 96 Arden Hills, MN 55112 (651) 792-7828 (City Hall) (763) 762-2837 (WSB) ezweber@cityofardenhills.org Page 1 of 2 DATE: February 13, 2017 TO: Honorable Mayor and City Councilmembers FROM: William S. Joynes, Sr., City Administrator SUBJECT: Rice Creek Commons Municipal Site Task Force Background At its workshop on January 30, 2017 the City Council directed staff to prepare the structure and charge of a Task Force to investigate and recommend to the City Council options for the development of the Municipal Site designated in the Town Center portion of Rice Creek Commons. Appointments to the Task Force will have a duration of two years. The Task Force will have the support of a consulting firm (TBD) to guide their process to conclusion and will be additionally supported by City engineering staff for technical assistance. It is the intent of the Council to have the Task Force investigate possible uses for the property including, but not limited to, a city hall, community center, recreational and fitness center, and event and educational center options. The Council’s expectations are that the Task Force will review existing facilities in neighboring communities, investigate partnership opportunities and provide, to the extent possible, financial and staffing implications for the options considered. Under the current TRC agreement the City has two years from execution of the Master Development Agreement to provide a construction ready use for the site to take advantage of the financing offer from the developer for the provision of underground parking and infrastructure at no cost to the City and a land cost of one dollar. The Council has requested that the membership of the Task Force be established as follows: Two members each: Planning Commission Parks, Trails and Recreation Committee Financial Planning and Analysis Committee Economic Development Commission One member City Communications Committee The City Representative to: Northeast Youth and Family Services CTV North Cable Commission NEW BUSINESS –8C MEMORANDUM Page 2 of 2 The first meeting of the Task Force will be convened by City Staff and will occur after the selection of a consultant to guide the process. Recommended Action It is recommended that the Council affirm the membership of the Task Force as outlined above and direct staff to solicit interested parties to fill the appointments. Attachments Option Agreement for the Purchase of Property between Alatus Arden Hills LLC and the City of Arden Hills. DATE: February 13, 2017 TO: Honorable Mayor and City Councilmembers FROM: William S. Joynes, Sr., City Administrator SUBJECT: Professional Services Agreement with WSB and Associates Background The City has worked with WSB and Associates under a Professional Services Agreement during the last half of 2016. They have provided public works supervision, engineering services, and planning support on a limited and as needed basis for a three month period. I have asked WSB to provide an extended agreement going forward that would provide ongoing support in the same content areas for a period of three years with timely reviews on an annual basis. The agreement provides for 32 hours per work of on- site public works directorship with Sue Polka filling that role. I am recommending this be under a retainer arrangement of $10,500 per month with all other additional services charged under the fee schedule as attached. It is anticipated that the majority of those fees will be charged to various projects as approved. The principals of the WSB Arden Hills team will remain the same with Andy Brotzler and Bret Weiss providing ongoing, specialty services. The City will realize a savings in General Fund personnel costs and I believe the degrees of expertise we have supporting the City will be greatly enhanced over our past experience. Recommended Action I recommend the Council direct the City Administrator to execute the attached Professional Services Agreement with WSB and Associates. Attachments Attachment A: Proposal Letter, January 31, 2017 Attachment B: Professional Services Agreement, WSB and Associates Inc. for Arden Hills Minnesota NEW BUSINESS –8D MEMORANDUM 701 Xenia Avenue South | Suite 300 | Minneapolis, MN 55416 | (763) 541-4800 Building a legacy – your legacy. Equal Opportunity Employer | wsbeng.com K:\03455-000\Admin\Docs\3455-000 COM LTR PROP-b joynes-013117-DPW-CE & EngTeam.docx January 31, 2017 Mr. Bill Joynes City Administrator City of Arden Hills 1245 Highway 96 West Arden Hills, MN 55112 Re: Proposal to Provide Professional Engineering Services Director of Public Works/City Engineer and Engineering Team Dear Mr. Joynes: On behalf of WSB & Associates, Inc., we are pleased to submit this proposal to provide professional engineering services to the City of Arden Hills for Director of Public Works/City Engineer. From discussions with you, and our experience over the past four months as the City’s Interim Director of Public Works/City Engineer, we have developed an approach to meet the needs of the City. Our approach includes the following: PROPOSED CITY OF ARDEN HILLS TEAM Director of Public Works/City Engineer We propose to assign Ms. Sue Polka, PE, as the Director of Public Works/City Engineer for the City. Sue has over 30 years of experience with the majority as a public employee in both public works and city engineering, making her an ideal candidate for this role. This experience combined with the work that Sue has completed with the City of Arden Hills to-date will allow her to immediately assume a leadership role with the City. Project Manager Ms. Polka will be joined by Mr. Jim Stremel, PE, to provide support for project delivery and management within the City. Mr. Stremel has a strong record of project development and delivery and will be a part of the dedicated City of Arden Hills team as the project manager for municipal projects within the community. Jim has already begun to be involved in developing project scopes for the Old Snelling Trail Project and the 2017 Trail Improvement Project. Graduate Engineer As a part of the City of Arden Hills team, we are proposing a graduate engineer to provide support for Ms. Polka on day-to-day City building site and construction activities. To date, this role has been filled by Kelsey Gelhar and we would propose that Kelsey continue in this role on an as-needed basis to perform general engineering activities, research, inspections, and project coordination. Public Works Advisor/TCAAP Project Lead As the client advocate, Mr. Andy Brotzler, PE, will also serve as an advisor and resource for Ms. Polka on public works and engineering matters. Andy has over 13 years of experience as an in-house city engineer and director of public works for a similarly sized community. He will provide support for the development of standard operating procedures and quality standards for public works along with future staffing and equipment needs projections. In addition to this, Andy will maintain the lead project management role for the TCAAP project. Mr. Bill Joynes January 31, 2017 Page 2 K:\03455-000\Admin\Docs\3455-000 COM LTR PROP-b joynes-013117-DPW-CE & EngTeam.docx TCAAP Project Advisor We propose that Mr. Bret Weiss, PE, will continue to serve as a project advisor to the City for the TCAAP project. Bret will work collaboratively with the City and WSB team on an as-needed basis to provide strategy support and advice for the implementation of the TCAAP project. SCOPE OF SERVICES We expect to provide the following general services to the City of Arden Hills: General Director of Public Works and City Engineering Duties 1. Acts in a department head capacity for the Public Works Department including planning; coordinating; supervising; and evaluating programs, plans, services, staffing, equipment, infrastructure, and maintenance. 2. Evaluates public works needs and formulates short- and long-range plans to meet needs in all areas of responsibility, including streets, water, sewer, drainage, lighting, park maintenance, building maintenance, vehicles, and equipment for the City. 3. Meets with developers and members of the public on proposed development projects in order to relate the process and procedures involved with engineering and infrastructure development. Works with the Finance Department to monitor charges and revenues associated with development and public improvement projects. 4. Determines the need for preliminary studies and reviews all preliminary studies for compliance with ordinances, comprehensive plans, engineering standards, and financial guidelines. 5. Directs engineering activities on projects and oversees project management for the construction of municipal public works projects. 6. Regularly attends City meetings including City Council, and on an as-needed basis, City Council Work Session, Planning Commission, and PRTC meetings. 7. Directs the assessment process for recovery of municipal costs incurred on improvement projects. 8. Develops systems to monitor sewer and water usage. 9. Prepares annual departmental budgets and CIP and monitors expenditures. 10. Acts as City liaison and City representative with other communities and county, state, and federal agencies. 11. Provides advice and recommendations to the City Administrator and other City departments and staff, reviews proposals submitted by management staff and makes appropriate comments and suggestions, and assists City staff with any engineering needs. 12. Works with outside individuals/groups involved in studies affecting City services and coordinates special projects and studies. 13. Develops and implements procedures for effective operation of the Public Works Department consistent with City policies and relevant laws, rules, and regulations and implements Council directives. 14. Oversees the maintenance of the City’s Municipal State Aid Road System. 15. Makes public presentations and deals with the public on an individual basis. 16. Supervises staff either directly or through subordinate supervisors and oversee operations to assure the desired level and quality of service is being provided. Supervision of staff includes: assignments; direction; discipline; suspension; reward; grievances; transfer of employees; and recommendations on the hiring, discharge, or promotion of employees in the Public Works Department. Office Hours: Ms. Polka will provide an average of thirty-two (32) hours per week of time at City Hall and Public Works with which to complete these duties. Mr. Bill Joynes January 31, 2017 Page 3 K:\03455-000\Admin\Docs\3455-000 COM LTR PROP-b joynes-013117-DPW-CE & EngTeam.docx BASIS OF COMPENSATION AND PROPOSED CONTRACT TERMS Director of Public Works/City Engineer: We will complete the general Director of Public Works/City Engineer activities, including meeting attendance as outlined above, for a lump-sum retainer amount of $10,500 per month. This rate is based on an average of thirty-two (32) hours per week. Time beyond the base thirty-two (32) hours per week for general Director of Public Works/City Engineer activities will be completed at a reduced rate of $100.00/hour. On an annual basis we will review with you the total hours charged to the retainer and any hours charged beyond and evaluate appropriate modifications to the terms. Graduate Engineer: We will complete the general engineering activities and duties at a reduced rate of $60.00/hour for up to 48 hours per month. Non-general Services Tasks/Review of Development Projects: These will be completed by Ms. Polka and/or other WSB staff as necessary on an hourly basis at their hourly rates. Project Work: Project work will be completed based on an approved scope, schedule, and fee prior to beginning work. Contract Term: Commencing upon execution of a contract through December 31, 2019, with a 90-day separation notice. If you find this proposal acceptable, we have included a proposed contract with the above proposed scope and fees for your consideration. Thank you for the opportunity to provide this proposal for professional engineering services. If you have any questions or comments, please do not hesitate to contact me at (763) 287-7191. Sincerely, WSB & Associates, Inc. Andrew J. Brotzler, PE Principal Attachments srb 2017 Rate Schedule Billing Rate/Hour Principal $160-$180 Associate / Sr. Project Manager / Sr. Project Engineer $143-$180 Project Manager $125-$137 Project Engineer $109-$138 Graduate Engineer $82-$102 Sr. Landscape Architect / Sr. Planner / Sr. GIS Specialist $113-$142 Landscape Architect / Planner / GIS Specialist $67-$107 Engineering Specialist / Sr. Environmental Scientist $94-$135 Engineering Technician / Environmental Scientist $55-$89 Construction Observer $89-$113 Pavement Coring One-Person Crew $165 Two-Person Crew $245 Survey One-Person Crew $135 Two-Person Crew $172 Three-Person Crew $189 Underwater Inspection Dive Team $470 Office Technician $45-$88 Costs associated with word processing, cell phones, reproduction of common correspondence, and mailing are included in the above hourly rates. Vehicle mileage is included in our billing rates [excluding geotechnical and construction materials testing (CMT) service rates]. Mileage can be charged separately, if specifically outlined by contract. Reimbursable expenses include costs associated with plan, specification, and report reproduction; permit fees; delivery costs; etc. Multiple rates illustrate the varying levels of experience within each category. Rate Schedule is adjusted annually. Bret Weiss, PE TCAAP Project Advisor (763) 287-7190 bweiss@wsbeng.com Andy Brotzler, PE Public Works Advisor, TCAAP Project Lead (763) 287-7191 abrotzler@wsbeng.com Sue Polka, PE Director of Public Works/ City Engineer (612) 289-1175 spolka@wsbeng.com SUPPORTING SPECIALISTS Jason Amberg, RLA Landscape Architect (763) 231-4841 jamberg@wsbeng.com Jack Corkle, PTP, AICP Transportation Planning (763) 231-4871 jcorkle@wsbeng.com Sean Delmore, PE Traffi c Engineer (763) 512-5248 sdelmore@wsbeng.com Justin Hansen GIS (763) 231-4846 jhanson@wsbeng.com Craig Alberg, PE Construction Services (763) 286-6141 calberg@wsbeng.com Jim Stremel, PE Municipal Project Manager (763) 287-8532 jstremel@wsbeng.com Mike Phillippi GIS (763) 762-2806 mphillippi@wsbeng.com Jim Klein Lead Construction Observer (612) 518-8327 jklein@wsbeng.com Bill Alms, PE Water Resources Engineer (763) 231-4845 balms@wsbeng.com MUNICIPAL TEAM Kelsey Gelhar Graduate Engineer (763) 762-2801 kgelhar@wsbeng.com Professional Services Agreement 08.01.16 Page 1 WSB & ASSOCIATES, INC. PROFESSIONAL SERVICES AGREEMENT This Professional Services Agreement (the “Agreement”) is made as of the day of February, 2017, by and between the City of Arden Hills with an address of 1245 Highway 96 West, Arden Hills, Minnesota (“Client”), and WSB & Associates, Inc. with offices located at 701 Xenia Avenue South, Suite 300, Minneapolis, Minnesota 55416 (“Consultant”). Client and Consultant, for the consideration enumerated herein, do hereby agree as follows: SECTION 1 / GENERAL CONTRACT TERMS AND CONDITIONS The General Contract Terms and Conditions shall be as set forth in Exhibit A. SECTION 2 / SCOPE OF WORK The scope of work to be performed by Consultant is set forth in Exhibit B. The work and services to be performed hereunder and described in Exhibit B shall be referred to herein and in the General Contract Provisions as the “Project”. SECTION 3 / COMPENSATION The amount, method and timing for payment to the Consultant shall be in accordance with Exhibit C. SECTION 4 / WORK SCHEDULE The preliminary schedule of the work, if required, is set forth in Exhibit B. SECTION 5 / CLIENT RESPONSIBILITIES The client responsibilities are set out in Exhibit F. SECTION 6 / SPECIAL CONDITIONS Special conditions, if any, are as set forth in Exhibit G. SECTION 7 / EXHIBITS The following Exhibits are attached hereto and made a part of this Agreement: X Exhibit A General Contract Provisions X Exhibit B Scope of Work X Exhibit C Compensation X Exhibit D Insurance Schedule X Exhibit E Rate Schedule X Exhibit F Client Responsibilities Exhibit G Special Conditions All references to the “Agreement” in this Document and the Exhibits shall mean this Agreement and all of the Exhibits as one integrated Agreement SECTION 8 / ACCEPTANCE OF AGREEMENT Upon written acceptance of this Agreement by Client, Consultant shall commence the work. The undersigned hereby accept the terms and conditions of this agreement and Consultant is hereby authorized to perform the services described herein. CLIENT: CITY OF ARDEN HILLS CONSULTANT: WSB & ASSOCIATES, INC. ADDRESS: 1245 HIGHWAY 96 WEST ADDRESS: 701 XENIA AVENUE SOUTH ARDEN HILLS, MN 55112 SUITE 300 MINNEAPOLIS, MN 55416 BY: BY: SIGNATURE: SIGNATURE: TITLE: TITLE: Exhibit A – General Contract Provisions 11.01.16 Page 2 EXHIBIT A GENERAL CONTRACT PROVISIONS ARTICLE 1 – PERFORMANCE OF THE WORK Consultant shall perform the services under this Agreement in accordance with the care and skill ordinarily exercised by members of Consultant’s profession practicing under similar circumstances at the same time and in the same locality. Consultant makes no warranties, express or implied, under this Agreement or otherwise, in connection with its services. ARTICLE 2 – ADDITIONAL SERVICES If the Client requests that the Consultant perform any services which are beyond the scope as set forth in the Agreement, or if changed or unforeseen conditions require the Consultant to perform services outside of the original scope, then, Consultant shall promptly notify the Client of cause and nature of the additional services required. Upon notification, Consultant shall be entitled to an equitable adjustment in both compensation and time to perform. ARTICLE 3 – SCHEDULE Unless specific periods of time or dates for providing services are specified in a separate Exhibit, Consultant’s obligation to render services hereunder will be for a period which may reasonably be required for the completion of said services. The Client agrees that Consultant is not responsible for damages arising directly or indirectly from any delays for causes beyond Consultant’s control. For purposes of this Agreement, such causes include, but are not limited to, strikes or other labor disputes; severe weather disruptions, or other natural disasters or acts of God; fires, riots, war or other emergencies; any action or failure to act in a timely manner by any government agency; actions or failure to act by the Client or the Client’s contractor or consultants; or discovery of any hazardous substance or differing site conditions. If the delays outside of Consultant’s control increase the cost or the time required by Consultant to perform its services in accordance with professional skill and care, then Consultant shall be entitled to a reasonable adjustment in schedule and compensation. ARTICLE 4 – CONSTRUCTION OBSERVATION If requested by Client, Consultant shall visit the project during construction to become familiar with the progress and quality of the contractors’ work and to determine if the work is proceeding, in general, in accordance with plans, specifications or other contract documents prepared by Consultant for the Client. The Client has not retained the Consultant to make detailed inspections or to provide exhaustive or continuous project review and observation services. Consultant neither guarantees the performance of any Contractor retained by Client nor assumes responsibility for any Contractor’s failure to furnish and perform the work in accordance with the construction documents. Client acknowledges Consultant will not direct, supervise or control the work of contractors or their subcontractors, nor shall Consultant have authority over or responsibility for the contractors’ means, methods, or procedures of construction. Consultant’s services do not include review or evaluation of the Client’s, contractor’s or subcontractor’s safety measures, or job site safety. Job Site Safety shall be the sole responsibility of the contractor who is performing the work. For Client-observed projects, the Consultant shall be entitled to rely upon and accept representations of the Client’s observer. If the Client desires more extensive project observation or full-time project representation, the Client shall request such services be provided by the Consultant as an Additional Service. Consultant and Client shall then enter into a Supplemental Agreement detailing the terms and conditions of the requested project observation. ARTICLE 5 – OPINIONS OF PROBABLE COST Opinions, if any, of probable cost, construction cost, financial evaluations, feasibility studies, economic analyses of alternate solutions and utilitarian considerations of operations and maintenance costs, collectively referred to as “Cost Estimates,” provided for are made or to be made on the basis of the Consultant's experience and qualifications and represent the Consultant's best judgment as an experienced and qualified professional design firm. The parties acknowledge, however, that the Consultant does not have control over the cost of labor, material, equipment or services furnished by others or over market conditions or contractor's methods of determining their prices, and any evaluation Exhibit A – General Contract Provisions 11.01.16 Page 3 of any facility to be constructed or acquired, or work to be performed must, of necessity, be viewed as simply preliminary. Accordingly, the Consultant and Client agree that the proposals, bids or actual costs may vary from opinions, evaluations or studies submitted by the Consultant and that Consultant assumes no responsibility for the accuracy of opinions of Cost Estimates and Client expressly waives any claims related to the accuracy of opinions of Cost Estimates. If Client wishes greater assurance as to Cost Estimates, Client shall employ an independent cost estimator as part of its Project responsibilities. ARTICLE 6 – REUSE AND DISPOSITION OF INSTRUMENTS OF SERVICE All documents, including reports, drawings, calculations, specifications, CADD materials, computers software or hardware or other work product prepared by Consultant pursuant to this Agreement are Consultant’s Instruments of Service and Consultant retains all ownership interests in Instruments of Service, including copyrights. The Instruments of Service are not intended or represented to be suitable for reuse by the Client or others on extensions of the Project or on any other project. Copies of documents that may be relied upon by Client are limited to the printed copies (also known as hard copies) that are signed or sealed by Consultant. Files in electronic format furnished to Client are only for convenience of Client. Any conclusion or information obtained or derived from such electronic files will be at the user’s sole risk. Consultant makes no representations as to long term compatibility, usability or readability of electronic files. If requested, at the time of completion or termination of the work, the Consultant may make available to the Client the Instruments of Service upon (i) payment of amounts due and owing for work performed and expenses incurred to the date and time of termination, and (ii) fulfillment of the Client’s obligations under this Agreement. Any use or re-use of such Instruments of Service by the Client or others without written consent, verification or adaptation by the Consultant except for the specific purpose intended will be at the Client’s risk and full legal responsibility and Client expressly releases all claims against Consultant arising from re-use of the Instruments of Service without Consultant’s written consent, verification or adaptation. The Client will, to the fullest extent permitted by law, indemnify and hold the Consultant harmless from any claim, liability or cost (including reasonable attorneys' fees, and defense costs) arising or allegedly arising out of any unauthorized reuse or modification of these Instruments of Service by the Client or any person or entity that acquires or obtains the reports, plans and specifications from or through the Client without the written authorization of the Consultant. Under no circumstances shall transfer of Instruments of Service be deemed a sale by Consultant, and Consultant makes no warranties, either expressed or implied, of merchantability and fitness for any particular purpose. Consultant shall be entitled to compensation for any consent, verification or adaption of the Instruments of Service for extensions of the Project or any other project. ARTICLE 7 – PAYMENTS Payment to Consultant shall be on a lump sum or hourly basis as set out in the Agreement. Consultant is entitled to payment of amounts due plus reimbursable expenses. Client will pay the balance stated on the invoice unless Client notifies Consultant in writing of any disputed items within fifteen (15) days from the date of invoice. In the event of any dispute, Client will pay all undisputed amounts in the ordinary course, and the Parties will endeavor to resolve all disputed items. All accounts unpaid after thirty (30) days from the date of original invoice shall be subject to a service charge of 1-1/2% per month, or the maximum amount authorized by law, whichever is less. Consultant reserves the right to retain instruments of service until all invoices are paid in full. Consultant will not be liable for any claims of loss, delay, or damage by Client for reason of withholding services or instruments of service until all invoices are paid in full. Consultant shall be entitled to recover all reasonable costs and disbursements, including reasonable attorney fees, incurred in connection with collecting amounts owed by Client. In addition, Consultant may, after giving seven (7) days’ written notice to Client, suspend services under this Agreement until it receives full payment for all amounts then due for services, expenses and charges. Payment methods, expenses and rates may be more fully described in Exhibit C and Exhibit E. Exhibit A – General Contract Provisions 11.01.16 Page 4 ARTICLE 8 – SUBMITTALS AND PAY APPLICATIONS If the Scope of Work includes the Consultant reviewing and certifying the amounts due the Contractor, the Consultant’s certification for payment shall constitute a representation to the Client, that to the best of the Consultant’s knowledge, information and belief, the Work has progressed to the point indicated and that the quality of the Work is in general accordance with the Documents issued by the Consultant. The issuance of a Certificate for Payment shall not be a representation that the Consultant has (1) made exhaustive or continuous on-site inspections to check the quality or quantity of the Work, (2) reviewed construction means, methods, techniques, sequences or procedures, (3) reviewed copies of requisitions received from Subcontractors and material suppliers and other data requested by the Client to substantiate the Contractor’s right to payment, or (4) ascertained how or for what purpose the Contractor has used money previously paid on account of the Contract Sum. Contractor shall remain exclusively responsible for its Work. If the Scope of Work includes Consultant’s review and approval of submittals from the Contractor, such review shall be for the limited purpose of checking for conformance with the information given and the design concept. The review of submittals is not intended to determine the accuracy of all components, the accuracy of the quantities or dimensions, or the safety procedures, means or methods to be used in construction, and those responsibilities remain exclusively with the Client’s contractor. ARTICLE 9 – HAZARDOUS MATERIALS Notwithstanding the Scope of Services to be provided pursuant to this Agreement, it is understood and agreed that Consultant is not a user, handler, generator, operator, treater, arranger, storer, transporter, or disposer of hazardous or toxic substances, pollutants or contaminants as any of the foregoing items are defined by Federal, State and/or local law, rules or regulations, now existing or hereafter amended, and which may be found or identified on any Project which is undertaken by Consultant. The Client agrees to indemnify Consultant and its officers, subconsultant(s), employees and agents from and against any and all claims, losses, damages, liability and costs, including but not limited to costs of defense, arising out of or in any way connected with, the presence, discharge, release, or escape of hazardous or toxic substances, pollutants or contaminants of any kind, except that this clause shall not apply to such liability as may arise out of Consultant’s sole negligence in the performance of services under this Agreement arising from or relating to hazardous or toxic substances, pollutants, or contaminants specifically identified by the Client and included within Consultant’s services to be provided under this Agreement. ARTICLE 10 – INSURANCE Consultant has procured general and professional liability insurance. On request, Consultant will furnish client with a certificate of insurance detailing the precise nature and type of insurance, along with applicable policy limits. Additional Insurance requirements are listed in Exhibit D. ARTICLE 11 – TERMINATION OR SUSPENSION If Consultant’s services are delayed or suspended in whole or in part by Client, or if Consultant’s services are delayed by actions or inactions of others for more than sixty (60) days through no fault of Consultant, Consultant shall be entitled to either terminate its agreement upon seven (7) days written notice or, at its option, accept an equitable adjustment of rates and amounts of compensation provided for elsewhere in this Agreement to reflect reasonable costs incurred by Consultant in connection with, among other things, such delay or suspension and reactivation and the fact that the time for performance under this Agreement has been revised. This Agreement may be terminated by either party upon seven (7) days written notice should the other party fail substantially to perform in accordance with its terms through no fault of the party initiating the termination. In the event of termination Consultant shall be compensated for services performed prior to termination date, including charges for expenses and equipment costs then due and all termination expenses. This Agreement may be terminated by either party upon ninety (90) days written notice without cause. Consultant shall upon termination only be entitled to payment for the work performed up to the Date of termination. In the event of termination, copies of plans, reports, specifications, electronic drawing/data Exhibit A – General Contract Provisions 11.01.16 Page 5 files (CADD), field data, notes, and other documents whether written, printed or recorded on any medium whatsoever, finished or unfinished, prepared by the Consultant pursuant to this Agreement and pertaining to the work or to the Project, (hereinafter "Instruments of Service"), shall be made available to the Client upon payment of all amounts due as of the date of termination. All provisions of this Agreement allocating responsibility or liability between the Client and Consultant shall survive the completion of the services hereunder and/or the termination of this Agreement. ARTICLE 12 – INDEMNIFICATION The Consultant agrees to indemnify and hold the Client harmless from any damage, liability or cost to the extent caused by the Consultant’s negligence or willful misconduct. The Client agrees to indemnify and hold the Consultant harmless from any damage, liability or cost to the extent caused by the Client’s negligence or willful misconduct. ARTICLE 13 – WAIVER OF CONSEQUENTIAL DAMAGES The Consultant and Client waive claims against each other for consequential damages arising out of or relating to this contract. This mutual waiver includes damages incurred by the Client for rental expenses, for loss of use, loss of income, lost profit, project delays, financing, business and reputation and for loss of management or employee productivity or of the services of such persons; and (2) Damages incurred by the Consultant for principal office expenses including the compensation for personnel stationed there, for losses of financing, business and reputation and for loss of profit except anticipated profit arising directly from the Work. The Consultant and Client further agree to obtain a similar waiver from each of their contractors, subcontractors or suppliers. ARTICLE 14 – WAIVER OF CLAIMS FOR PERSONAL LIABILITY It is intended by the parties to this Agreement that Consultant’s services shall not subject Consultant’s employees, officers or directors to any personal legal exposure for the risks associated with this Agreement. Therefore, and notwithstanding anything to the contrary contained herein, the Client agrees that as the Client’s sole and exclusive remedy, any claim, demand or suit shall be directed and/or asserted only against Consultant, and not against any of Consultant’s individual employees, officers or directors. ARTICLE 15 – ASSIGNMENT Neither Party to this Agreement shall assign its interest in this agreement, any proceeds due under the Agreement nor any claims that may arise from services or payments due under the Agreement without the written consent of the other Party. Any assignment in violation of this provision shall be null and void. Nothing contained in this Agreement shall create a contractual relationship with or a cause of action in favor of a third party against either the Consultant or Client. This Agreement is for the exclusive benefit of Consultant and Client and there are no other intended beneficiaries of this Agreement. ARTICLE 16 – CONFLICT RESOLUTION In an effort to resolve any conflicts that arise during the design or construction of the project or following the completion of the project, the Client and Consultant agree that all disputes between them arising out of or relating to this Agreement shall be submitted to nonbinding mediation as a precondition to any formal legal proceedings. ARTICLE 17 – CONFIDENTIALITY The Consultant agrees to keep confidential and not to disclose to any person or entity, other than the Consultant’s employees, subconsultants and the general contractor and subcontractors, if appropriate, any data and information furnished to the Consultant and marked CONFIDENTIAL by the Client. These provisions shall not apply to information in whatever form that comes into the public domain, nor shall it restrict the Consultant from giving notices required by law or complying with an order to provide information or data when such order is issued by a court, administrative agency or other authority with proper jurisdiction, or if it is reasonably necessary for the Consultant to complete services under the Agreement or defend itself from any suit or claim. Exhibit A – General Contract Provisions 11.01.16 Page 6 ARTICLE 18 – AVAILABLE INSURANCE PROCEEDS AND LIMITATION OF LIABILITY Consultant maintains professional liability insurance with a liability limit of not less than $2,000,000 per claim. The Consultant’s total liability to Client shall not exceed the total available insurance policy limits per claim available to Consultant under its professional liability insurance policy. Client hereby agrees that to the fullest extent permitted by law, the Consultant’s total liability to Client for any and all injuries, claims, losses, expenses or damages whatsoever arising out of or in any way related to or arising from this Agreement from any cause or causes including, but not limited to, Consultant’s negligence, errors, omissions, strict liability, breach of contract or breach of warranty (Client’s Claims) shall not exceed the total policy limits available to Consultant under its professional liability insurance policy for settlement or satisfaction of Client’s Claims under the terms and conditions of the Consultant’s professional liability insurance policy applicable hereto. Notwithstanding the language above, Client agrees that with regard to any claim arising from or relating to Consultant’s provision of geotechnical engineering services, construction materials testing, special inspections, and/or environmental engineering services, including but not limited to environmental site assessments, that Consultant’s liability for any claims asserted by or through Client shall be limited to $50,000. Client and Consultant each further agree that neither will be responsible for any incidental, indirect, or consequential damages (including loss of use or loss of profits) sustained by the other, its successors or assigns. This mutual waiver shall apply even if the damages were foreseeable and regardless of the theory of recovery plead or asserted. ARTICLE 19 – CONTROLLING LAW This Agreement is to be governed by the laws of the State of Minnesota. Any controversy or claim arising out of or relating to this Agreement, or the breach thereof, including but not limited to claims for negligence or breach of warranty, that is not settled by nonbinding mediation shall be settled by the law of the state of Minnesota. ARTICLE 20 – LOCATION OF UNDERGROUND IMPROVEMENTS Where requested by Client, Consultant will perform customary research to assist Client in locating and identifying subterranean structures or utilities. However, Consultant may reasonably rely on information from the Client and information provided by local utilities related to structures or utilities and will not be liable for damages incurred where Consultant has complied with the standard of care and acted in reliance on that information. The Client agrees to waive all claims and causes of action against the Consultant for claims by Client or its contractors relating to the identification, removal, relocation, or restoration of utilities, or damages to underground improvements resulting from subsurface penetration locations established by the Consultant. Exhibit B – Scope of Services Page 7 EXHIBIT B SCOPE OF WORK GENERAL SCOPE OF SERVICES ARTICLE B.1 – GENERAL SCOPE OF SERVICES AS DIRECTOR OF PUBLIC WORKS AND CITY ENGINEER The City intends to retain the Engineer as the designated City Engineer and to provide general engineering and other related professional services. Typical general services (not all-inclusive) are listed below. B.1.1 Act in a department head capacity for the Public Works Department including planning; coordinating; supervising; and evaluating programs, plans, services, staffing, equipment, infrastructure, and maintenance. B.1.2 Evaluate public works needs and formulate short- and long-range plans to meet needs in all areas of responsibility, including streets, water, sewer, drainage, lighting, park maintenance, building maintenance, vehicles, and equipment for the City. B.1.3 Meet with developers and members of the public on proposed development projects in order to relate the process and procedures involved with engineering and infrastructure development. Work with the Finance Department to monitor charges and revenues associated with development and public improvement projects. B.1.4 Determine the need for preliminary studies and reviews all preliminary studies for compliance with ordinances, comprehensive plans, engineering standards, and financial guidelines. B.1.5 Direct engineering activities on projects and oversee project management for the construction of municipal public works projects. B.1.6 Regularly attend City meetings including City Council, and on an as-needed basis, City Council Work Session, Planning Commission, and PRTC meetings. B.1.7 Direct the assessment process for recovery of municipal costs incurred on improvement projects. B.1.8 Develop systems to monitor sewer and water usage. B.1.9 Prepare annual departmental budgets and CIP and monitors expenditures. B.1.10 Act as City liaison and City representative with other communities and county, state, and federal agencies. B.1.11 Provide advice and recommendations to the City Administrator and other City departments and staff, review proposals submitted by management staff and makes appropriate comments and suggestions, and assist City staff with any engineering needs. B.1.12 Work with outside individuals/groups involved in studies affecting City services and coordinates special projects and studies. B.1.13 Develop and implement procedures for effective operation of the Public Works Department consistent with City policies and relevant laws, rules, and regulations and implements Council directives. B.1.14 Oversee the maintenance of the City’s Municipal State Aid Road System. B.1.15 Make public presentations and deals with the public on an individual basis. Exhibit B – Scope of Services Page 8 B.1.16 Supervise staff either directly or through subordinate supervisors and oversee operations to assure the desired level and quality of service is being provided. Supervision of staff includes: assignments; direction; discipline; suspension; reward; grievances; transfer of employees; and recommendations on the hiring, discharge, or promotion of employees in the Public Works Department. ARTICLE B.2 – OFFICE HOURS B.2.1 Provide an average of thirty-two (32) hours per week of time at City Hall and Public Works with which to complete these duties. ARTICLE B.3 - PRELIMINARY REPORT/STUDY PHASE Subject to further clarification and refinement on a project-by-project basis, the Engineer shall in proper time and sequence: B.3.1 Consult with the City representative to determine the requirements of the project, review available data, attend necessary conferences, and be available for general consultation. B.3.2 Advise the City as to the necessity of the City’s providing or obtaining from others data or services and assist the City in obtaining such data and services. B.3.3 Identify and analyze requirements of governmental authorities having jurisdiction to approve the design of the project and participate in consultations with such authorities. B.3.4 Make such preliminary studies, layouts, or field surveys to verify and supplement existing elevation and topographic information and preliminary cost estimates to clearly identify potential construction or financing problems. B.3.5 Assist the City in obtaining all required subsurface investigations as required for the preparation of the feasibility report. B.3.6 Prepare a feasibility report on the preliminary engineering study of the project in sufficient detail to indicate the problems involved. The report shall include the desired phased program, if required, and the appropriate alternate solutions. The report will also include schematic layouts, sketches, conceptual design criteria with appropriate exhibits to indicate the considerations involved (including applicable requirements of governmental authorities having jurisdiction over the project), preliminary estimate of project cost, typical examples of proposed assessments preliminary identification of right-of-way and easement requirements, and the Engineer’s conclusions and recommendations. B.3.7 Furnish copies of the feasibility report documents and review the feasibility report with City staff. B.3.8 If required, the Engineer shall present the feasibility report to the proper reviewing agencies and to the City Council. The Engineer shall attend the public hearing for the project. ARTICLE B.4 – FINAL DESIGN PHASE Subject to further clarification and refinement on a project-by-project basis, the Engineer shall, in proper time and sequence: B.4.1 On the basis of the accepted preliminary design documents and the current opinion of probable cost, prepare contract documents consisting of final drawings and specifications to show and describe the scope, extent, and character of the work to be furnished and performed by Contractor(s) including Advertisement for Bids, Instructions to Bidders, Bid Form, Form of Agreement, Performance and Payment Bond Form, General Conditions, Special Conditions, and Technical Specifications. Exhibit B – Scope of Services Page 9 B.4.2 Provide technical criteria, written descriptions and design data for use in filing applications for routine permits or obtaining approvals of such governmental authorities as have jurisdiction to approve the design of the project, and assist the City in consultations with appropriate authorities. The Engineer shall prepare and submit all permit applications to the appropriate agencies. The City shall be responsible for all permit fees. B.4.3 Advise the City of any adjustments to the latest opinion of probable cost caused by changes in extent or design requirements of the project and furnish a current opinion of probable cost based on the drawings and specifications. B.4.4 Prepare for review and approval by the City, its legal counsel and other advisors contract agreement forms, general conditions, supplementary conditions, bid forms, advertisement for bid and instructions to bidders, and assist in the preparation of other related documents. B.4.5 Attend necessary conferences and be available for general consultation. B.4.6 Furnish three (3) copies of the above documents and of the drawings and specifications and present and review them in person with the City, along with completing a plans-in-hand site inspection. Make minor revisions and adjustments as required following review by the City. ARTICLE B.5 – BIDDING PHASE Subject to further clarification and refinement on a project-by-project basis, the Engineer shall in proper time and sequence: B.5.1 Furnish plans and specifications for agency review and furnish copies to the City for bidding and construction purposes as a part of this Contract. B.5.2 Issue addenda as appropriate to interpret, clarify, or expand the bidding documents. B.5.3 Assist the City in obtaining and evaluating bids and awarding contracts for the construction of the project. B.5.4 Consult with and advise the City as to the acceptability of subcontractors, suppliers, and other persons and organizations proposed by the prime contractor(s) (herein called “Contractor(s)”) for the portions of the work as to which such acceptability is required by the bidding documents. B.5.5 Consult with and advise the City concerning and determining the acceptability of substitute materials and equipment proposed by Contractor(s) when substitution prior to the award of contracts is allowed by the bidding documents. B.5.6 Attend bid opening and prepare bid tabulation sheets. ARTICLE B.6 – CONSTRUCTION PHASE Subject to further clarification and refinement on a project-by-project basis, the Engineer shall: B.6.1 Consult with and advise the City and act as the City’s representative as provided in the contract documents, which may not be modified to affect Engineer’s responsibilities except by written agreement signed by the City and the Engineer. B.6.2 Conduct pre-construction conference to be attended by the Contractor, City, and others as may be requested by the City. B.6.3 Make visits to the site at intervals appropriate to the various stages of construction to observe as an experienced and qualified design professional the progress and quality of the executed work of the Contractor(s), and to determine if such work is proceeding in accordance with the contract documents. During such visits and on the basis of the on-site observations, the Engineer will keep the City informed of the progress of the work and will endeavor to identify for the City defects and deficiencies in the work of the Contractor(s). This agreement does Exhibit B – Scope of Services Page 10 not require the Engineer to evaluate contractor’s safety methods. It is agreed that safety matters are Contractor’s responsibility and that the Engineer shall be responsible only for the acts or omissions of its own employees. The Engineer may disapprove work as failing to conform to the contract documents. The Engineer shall not have control or charge of and shall not be responsible for construction means, methods, techniques, sequences or procedures, or for safety precautions and programs in connection with the work. The Engineer shall be obligated, however, to disclose known dangerous circumstances to the City. B.6.4 Review samples, schedules, shop drawings, the result of tests and inspections, and other data which the Contractor is required to submit, but only for the conformance with the design concept of the project and compliance with the information given in the contract documents, (but such review shall not extend to means, methods, sequences, techniques, or procedures of construction or to safety precautions and programs incidental thereto). The Engineer shall receive and review (for general content as required by the specification), maintenance and operating instructions, schedules, guarantees, bonds, and certificates of inspection which are to be assembled by the Contractor in accordance with the contract documents. B.6.5 Issue all instructions of the City to Contractor; issue necessary interpretations and clarifications of the contract documents and in connection therewith prepare change orders as required for the City’s approval and have authority, as the City’s representative, to require special inspection or testing of the work. B.6.6 Review the Contractor’s application for payment, determine the amount owing the Contractor and make recommendations to the City regarding the payment thereof. The Engineer’s recommendations are based on on-site observations as an experienced and qualified design professional. The recommendations by the Engineer constitute a representation to the City that to the best of their knowledge, information and belief, the work has progressed to the point indicated on said application and the quality of work is in accordance with the contract documents, subject to the results of any subsequent test called for by the contract documents and any qualifications stated in his recommendations. B.6.7 Conduct, in the presence of the designated representative, a site visit to determine if the project is substantially complete and conduct a final site visit to determine if the work has been completed in accordance with the contract documents. Such site visits may include representatives from the City and/or other involved governmental agencies. If the Contractor has fulfilled all of his obligations, the Engineer shall give written notice to the City and the Contractor that the work is acceptable for final payment. B.6.8 The Engineer shall not have control or charge of and shall not be responsible for construction means, methods, techniques, sequences or procedures, or for safety precautions and programs in connection with the work. The Engineer shall be obligated, however, to disclose known dangerous circumstances to the City. B.6.9 The Engineer shall furnish the City with a list detailing final quantities and costs in a letter stating to the best knowledge of the Engineer that the work is in compliance with the plans, specifications and change orders. ARTICLE B.7 – SCOPE OF SERVICES FOR DEDICATION PROJECTS Subject to further clarification and refinement on a project-by-project basis, the Engineer shall: B.7.1 Following written notice from the City Council, review the platting, concept, design, plans and specifications for each Dedication Project to determine that they comply with those written City Standards that have been approved by the City Council for such projects. Require the developer or his Engineer to submit the plans to appropriate utility companies and other concerned agencies for their review, concurrence and issuance of permits as required. Upon completion of the review, submit a written report to the City Council to assist the Engineer and the City Council in approving or disapproving the proposed Dedication Project. Exhibit B – Scope of Services Page 11 B.7.2 Submit a written progress report to the City Council for each Dedication Project under construction. The report should include budget, schedule and progress information. B.7.3 Submit a written report to assist the City Council in determining that the project has been satisfactorily completed. The Engineer shall acquire from the developer or the developer’s engineer five (5) sets of plans of the work that have been revised to show “as constructed” conditions, said plans to be submitted to the City within 90 days following completion of the project. ARTICLE B.8 – SCOPE OF ADDITIONAL SERVICES AS THE ENGINEER If authorized in writing by the City, the Engineer shall furnish additional services of the following type: B.8.1 Providing services of professional subconsultants as required for a particular project. B.8.2 Providing the type of surveying or related engineering services necessary for preparation of permanent and/or temporary easements, boundary surveys, or plat documents. B.8.3 Review of developer’s plats and concept plans. Provide assistance to the developer in preparing a plat for improvement projects. B.8.4 Additional services in connection with the project not otherwise provided for in this Agreement. Exhibit C - Compensation Page 12 EXHIBIT C COMPENSATION The City shall pay the Engineer for Basic Services rendered on the basis of a negotiated lump sum fee, on an hourly basis, or as a percentage of the construction cost, as mutually agreed to and deemed fair and reasonable for the particular work to be performed. The method of payment will be determined at the start of the project. Engineer’s current fee schedule with hourly rates is attached to this contract as Exhibit E. The rate schedule is for 2017, and will remain in effect for services rendered through December 31, 2017. The fee schedule will be evaluated on an annual basis by the Engineer and adjusted to account for inflation and other factors. The Engineer will submit a revised fee schedule prior to December 31 on an annual basis. The following represents the compensation terms: ARTICLE C.1 – DIRECTOR OF PUBLIC WORKS/CIITY ENGINEERING DUTIES Director of Public Works/City Engineer activities will be completed, for a lump-sum retainer amount of $10,500 per month. This rate is based on an average of thirty-two (32) hours per week. Time beyond the base thirty-two (32) hours per week for general Director of Public Works/City Engineer activities will be completed at a reduced rate of $100.00/hour. On an annual basis we will review with you the total hours charged to the retainer and any hours charged beyond and evaluate appropriate modifications to the terms. ARTICLE C.3 – GRADUATE ENGINEER We will complete the general engineering activities and duties at a reduced rate of $60.00/hour for up to 48 hours per month. ARTICLE C.4 – NON-GENERAL SERVICES TASKS/REVIEW OF DEVELOPMENT PROJECTS These will be completed by Ms. Polka and/or other WSB staff as necessary on an hourly basis at their hourly rates. ARTICLE C.5 – PROJECT WORK Project work will be completed based on an approved scope, schedule, and fee prior to beginning work. ARTICLE C.6 – INDEPENDENT CONSULTANTS The cost of services performed by independent consultants or agencies for environmental evaluation, soil testing, laboratory services, or other services will be billed to the City at the Engineer’s cost with no markup. ARTICLE C.7 – PAYMENT FOR REVISIONS OR OTHER WORK If the City directs that revisions be made to the plans and specifications following approval of the plans and specifications by the City or if the City Council directs Engineer to perform other work, the Engineer shall be compensated for the cost of such revisions at the hourly fee. The Engineer shall be given additional compensation when additions consist of enlargement or extension of the project. Additional compensation will be on the same basis as agreed to for the original plans and specifications. ARTICLE C.8 – RECEIPT OF PAYMENT In order to receive payment for services, the Engineer shall submit monthly invoices describing in detail the services performed in accordance with this contract. Separate statements shall be submitted for each project or a detailed breakdown shall be furnished showing the distribution of charges to each project. The City shall pay Engineer upon receipt of each monthly invoice. For hourly and percentage of construction cost contracts, the personnel who worked on the project shall be included. Construction services shall include daily reports detailing the time for each day that the individual was working on the project. All invoices will include the City representative who authorized the work. Exhibit C - Compensation Page 13 ARTICLE C.9 – CONTRACT TERM Contract term to commence upon execution of a contract through December 31, 2019 with a ninety (90) day separation notice. ARTICLE C.9 – EXPENSES Engineer shall be reimbursed for reasonable expenses related to the scope of services of this contract and/or individual projects. The Engineer shall be reimbursed for the actual cost of the expenses, without markup. Typical expenses include, but are not limited to, the following: Permit fees Plan and specification reproduction fees Costs related to the development of project photos The following shall not be considered reimbursable expenses: Mileage Mobile phone usage Computer equipment time Preparation and reproduction of common correspondence Mailing Exhibit D – Insurance Schedule 10.01.16 Page 14 EXHIBIT D INSURANCE SCHEDULE GENERAL LIABILITY Carrier: The Phoenix Insurance Company Type of Insurance: Commercial General Liability Coverage: General Aggregate $2,000,000 Products-Comp/Ops Aggregate $2,000,000 Personal & Advertising Injury $1,000,000 Each Occurrence $1,000,000 Damage to Rented Premises $1,000,000 Medical Expenses (Any one person) $10,000 AUTOMOBILE LIABILITY Carrier: The Travelers Indemnity Company Type of Insurance: Any Auto Hired Autos Non-Owned Autos Coverage: Combined Single Limit $1,000,000 UMBRELLA Carrier: The Travelers Indemnity Company of America Coverage: Each Occurrence/Aggregate $5,000,000 WORKER'S COMPENSATION AND EMPLOYERS' LIABILITY Carrier: The Travelers Indemnity Company of America Coverage: Statutory Each Accident $ 1,000,000 Disease-Policy Limit $ 1,000,000 Disease-Each Employee $ 1,000,000 PROFESSIONAL LIABILITY (Errors and Omissions) Carrier: XL Specialty Insurance Company Coverage: Each Claim $ 5,000,000 Annual Aggregate $ 10,000,000 Certificates of Insurance will be provided upon request. Exhibit F – Client Responsibilities 10.30.15 Page 15 EXHIBIT F CLIENT RESPONSIBILITIES The Client’s responsibilities related to the services to be provided by Consultant are generally as set out below. These responsibilities can be modified through Supplemental Agreements. In order to permit the Consultant to perform the services required under this Agreement, the Client shall, in proper time and sequence and where appropriate to the Project, at no expense to the Consultant: ARTICLE F.1 Provide available information as to its requirements for the Project, including copies of any design and construction standards and comprehensive plans which the Client desires Consultant to follow or incorporate into its work. ARTICLE F.2 Guarantee access to and make all provisions for the Consultant to enter upon public and private lands to enable the Consultant to perform its work under this Agreement. ARTICLE F.3 Provide such legal, accounting and insurance counseling services as may be required for this Project. ARTICLE F.4 Notify the Consultant whenever the Client observes or otherwise becomes aware of any defect in the Project construction or design. ARTICLE F.5 Designate a Client Representative with authority to transmit and receive instructions and information, interpret and define the Client’s policies with respect to services rendered by the Consultant, and authority to make decisions as required for Consultant to complete services required under this Agreement. ARTICLE F.6 Act promptly to approve all pay requests, Supplemental Agreements, or request for information by Consultant as set out below. ARTICLE F.7 Furnish data (and professional interpretations thereof) prepared by or services performed by others, including where applicable, but not limited to, previous reports, core borings, sub-surface explorations, hydrographic and hydrogeologic surveys, laboratory tests and inspection of samples, materials and equipment; appropriate professional interpretations of the foregoing data; environmental assessment and impact statements; property, boundary, easement, right-of-way, topographic and utility surveys; property description; zoning, deed and other land use restrictions; and other special data. ARTICLE F.8 Require all Utilities with facilities in the Client’s Right of Way to Locate and mark said utilities upon request, Relocate and/or protect said utilities as determined necessary to accommodate work of the Project, submit a schedule of the necessary relocation/protection activities to the Client for review and comply with agreed upon schedule. ARTICLE F.9 Review all reports, sketches, drawings, specifications and other documents prepared and presented by the Consultant, obtain advice of legal, accounting and insurance counselors or others as Client deems necessary for such examinations and render in writing decisions pertaining thereto. Exhibit F – Client Responsibilities 10.30.15 Page 16 ARTICLE F.10 Where appropriate, endeavor to identify, remove and/or encapsulate asbestos products or materials or pollutants located in the project area prior to accomplishment by the Consultant of any work on the Project. ARTICLE F.11 Provide record drawings and specifications for all existing physical plants of facilities which are pertinent to the Project. ARTICLE F.12 Provide the foregoing in a manner sufficiently timely so as not to delay the performance by the Consultant of the services in accordance with the Contract Documents. ARTICLE F.13 Consultant shall be entitled to rely on the accuracy and completeness of information or services furnished by the Client or others employed by the Client. Consultant shall endeavor to verify the information provided and shall promptly notify the Client if the Consultant discovers that any information or services furnished by the Client is in error or is inadequate for its purpose. ARTICLE F.14 Client shall bear all costs incidental to compliance with the requirements of this article. Page 1 of 1 DATE: February 13, 2017 TO: Honorable Mayor and City Councilmembers FROM: William S. Joynes, Sr., City Administrator SUBJECT: Request for Proposals – City Hall Assessment & TCAAP Civic Site Requested Action Authorize the City Administrator to issue the Request for Proposals for Lifecycle and Maintenance Assessment of Existing City Hall and Conceptual Design, Site Assessment, Cost Estimation and Community Engagement Facilitation for the TCAAP Site (Attachment A). Background The City has been offered an option to purchase the 1.6 acre Civic zoned property on the TCAAP site. A Civic Site Task Force is being created to look at the possibility of building and operating a public facility on the property. Discussion The RFP outlines two phases for the project as well as one alternate. • Phase 1 – Lifecycle and Maintenance Assessment of Existing City Hall • Phase 2 – Conceptual Design, Site Assessment , Cost Estimation and Community Engagement Facilitation for the TCAAP Civic Site • Alternate 1 – Assessment of Space Needs of the Public Works Facility Staff has identified a list of architects with experience in municipal projects. In addition to sending the RFP to these architects, the RFP could be advertised on the League of Minnesota Cities and American Institute of Architects – Minnesota websites. Recommended Action Authorize the City Administrator to issue the Request for Proposals Attachments: Attachment A: Request for Proposals for Lifecycle and Maintenance Assessment of Existing City Hall and Conceptual Design, Site Assessment, Cost Estimation and Community Engagement Facilitation for the TCAAP Site NEW BUSINESS – 8E MEMORANDUM Request for Proposals for Professional Services Lifecycle and Maintenance Assessment of the Existing City Hall & Conceptual Design, Site Assessment, Cost Estimation and Community Engagement Facilitation for the TCAAP Civic Site February 17, 2017 2 SECTION I: GENERAL INFORMATION A. OBJECTIVE The City of Arden Hills is seeking a qualified consultant team to provide conceptual design, site assessment, cost estimation and community engagement facilitation services for the development of a Civic Site within the Twin Cities Army Ammunition Plant (TCAAP) redevelopment project. In addition to the conceptual plan, the RFP also includes an assessment of the ongoing maintenance cost and expected lifetime of the existing City Hall located at 1245 West Highway 96 Currently, the City’s Public Works Department is located in a shared space at the Ramsey County Facility located at 1425 Paul Kirkwold Drive. The RFP also includes an alternate for reviewing future space needs for the Public Works Department. The City of Arden Hills has been offered an option to purchase the 1.6 acre Civic zoned property on the TCAAP site. The City has created a Civic Site Task Force consisting of interested residents and City officials to look at the possibility of building and operating a community center, City Hall, or similar public facility on this property. The City is seeking a consultant team to provide project leadership and assist the Task Force in preparing a conceptual plan for Community Facilities based on community feedback, estimated construction costs, develop a community engagement/education plan, and projected operational costs and possible revenue streams for the project. B. ISSUING OFFICE This RFP has been issued by the City of Arden Hills Administration Department. All correspondence regarding this RFP must be addressed to: City of Arden Hills Attention: Sue Iverson, Director of Finance and Administrative Services 1245 West Highway 96 Arden Hills, MN 55112 C. INCURRING COSTS The City is not liable for any costs incurred by prospective firms prior to the signing of a contract. Expenses incurred in the preparation of submittals, presentations and other incidental activities related to this solicitation are solely the responsibility of the respondent. 3 D. PROPOSALS The RFP will be distributed on Friday, February 17, 2017. To be considered for selection, each Consultant must submit twelve (12) printed copies and one (1) electronic copy (PDF format) of their response to this RFP. The copies are to be delivered in person or sent by certified/express mail to the address listed in Section I, Subsection B. All copies of the proposal must be received by the City by no later than 4:00pm on Friday, March 17, 2017. Proposals sent by fax or email will not be considered. The City observes the right to overlook any technicalities and accept or reject any or all proposals if it is in the best interest of the City. E. SELECTION CRITERIA Responses to this RFP will be evaluated by a selection committee based upon the Consultant’s proposal and information provided as outlined in Section III of this document. The committee will review all proposals and make a recommendation to the City Council for contract approval. Proposals will be evaluated on the following criteria (in general order of importance): • Quality of the response to this RFP • Experience of the proposed project team with similar projects • Experience of the proposed project team with sustainable design • Fees • References • Consultant’s workload, staff availability and ability to complete the project within the schedule outlined herein F. CHANGES IN THE RFP Any changes to this RFP will be put in writing to each prospective Consultant no later than seven (7) calendar days before the date of the opening of the sealed proposals. G. DISCLOSURE All information in a Consultant’s proposal, except for fee analysis, is subject to disclosure under the provisions of Minnesota Statute Chapter 13 - Minnesota Government Data Practices Act. SECTION II: PROJECT OVERVIEW A. BACKGROUND The City currently has a population of approximately 9,847 residents. There are 1,460 residential units planned to be built as a part of the TCAAP redevelopment project. This will result in an increase in population by approximately 1/3. Due to this level of growth, the City must evaluate current City facilities to determine if they will be able to adequately serve the growing community. 4 The City has been presented with an opportunity to purchase the property within TCAAP designated as a “Civic Site”. The Civic Site is located on the “mall” of the Town Center within the development. The conceptual uses on the mall include 120 condominium units (up to ten stories tall), 300 apartments (up to ten stories tall), 460 senior living units (up to five stories tall), a hotel and possibly a movie theater. The mall in front of the Civic Site will be a vehicle-free pedestrian plaza leading to the Town Center city-owned park directly to the east. The Civic Site could be developed into a new City Hall facility, a community center, a combination of both, or other similar public facility. B. SCOPE OF SERVICES The firm selected through this RFP will enter into an agreement with the City of Arden Hills to provide professional services related to the project. Based upon the requirements of the City, the Consultant shall provide architectural and all other professional services necessary to meet current standards and codes used in design for services related to the project. The project proposal will be split into two (2) phases as follows: Phase 1 – Lifecycle and Maintenance Assessment of Existing City Hall • Evaluation of existing and future needs including but not limited to: staffing; operation and work areas; and equipment and material storage. • Evaluation of existing structures including but not limited to: structural, mechanical, electrical, interior, communications and general condition. • Evaluation of buildings and site for accommodating the ultimate needs including such things as office space; staff work areas; meeting space; and interior and exterior storage for equipment and materials. • Determination of gross areas to accommodate all staffing, operations and storage for ultimate needs. • Determination of the short-term, medium-term and long-term maintenance costs through the expected lifespan of the existing City Hall. Phase 2 – Conceptual Design, Site Assessment, Cost Estimation and Community Engagement Facilitation for the TCAAP Civic Site • Schematic design of building options to accommodate future needs including but not limited to: interior and exterior architectural character; interior space relationships, movements and function; HVAC, electrical, fire protection, lighting, and mechanical systems; structural systems; staff and customer accessibility including handicap accommodations; and energy efficiency. • Site master planning including but not limited to site layout, site traffic flow and access, site grading, parking needs, storm water design, irrigation and utility extensions and/or relocations. • Preliminary cost estimates for schematic design options. • Planning process shall include following City development requirements and processes that include preparation of required submittals and presentations at Parks, Trails and Recreation Committee, Planning Commission, and City Council meetings. 5 • Development and implementation of community engagement plan to solicit feedback from community on desired facilities and programming. Alternate 1 – Assessment of Space Needs of the Public Works Facility • Evaluation of existing and future needs including but not limited to: staffing; operation and work areas; and equipment and material storage. • Evaluation of buildings and potential site needs for office space; workshop areas; meeting space; and interior and exterior storage for equipment and materials. • Determination of gross areas to accommodate all staffing, operations and storage for ultimate needs. C. SPECIFIC REQUIREMENTS FOR THIS PROJECT 1. The City desires to incorporate sustainable design elements into this project by considering the Minnesota Sustainable Building Guidelines and LEED certification from design through construction however no documentation will be required. D. GENERAL EXPECTATIONS OF SERVICES 1. Review prior architectural work and meet with staff as necessary to identify issues and alternatives related to the project. 2. Attend meetings as necessary including public presentations. 3. Prepare 12 copies of the final report and final project design. E. SELECTION TIMELINE The following timeline represents the City’s best estimates for the completion of major milestones regarding this RFP: • Distribution of RFP..........................................................February 17, 2017 • Pre-proposal meeting .......................................................March 15, 2017 (2pm) • Submission of proposals to City ......................................March 31, 2017 (4pm) • Interviews with selected consultants................................April 11-13, 2017 • Approval of consultant by City Council ..........................April 24, 2017 F. TENATIVE PROJECT TIMELINE • May 2017: Begin Lifecycle and Maintenance Assessment of Existing City Hall study • October 2017: Complete Lifecycle and Maintenance Assessment of Existing City Hall study • November 2017: Begin Conceptual Design, Site Assessment and Cost Estimation including Community Engagement • March 2018: Complete Conceptual Design, Site Assessment and Cost Estimation • April 2018: Presentation on the findings and report to the City Council 6 SECTION III: SUBMITTALS & REQUIREMENTS The following structure is to be followed for the proposal submitted to the City: A. COVER PAGE 1. Identify the name of the project 2. Company name, address, and main telephone number 3. Name and title of lead contact person with their direct telephone number and email address B. BUSINESS ORGANIZATION & HISTORY 1. Brief history of the firm, including list of principal officers, corporate structure and ownership type. Identify the number of years the firm has provided similar architectural and construction management services. 2. Identify other services the firm presently provides besides architectural services. C. TEAM IDENTIFICATION 1. Identify key staff, consultants and positions for each of the phases proposed for this work. Include brief résumé information focusing on project experience that enhances qualifications for this work. 2. Identify project availability during the work and any project conflicts based upon other work or project commitments. D. APPROACH & WORK PLAN 1. Written narrative based on the understanding of the project scope, goals and objectives. 2. Detailed work plan identifying major project tasks, scope of work, City responsibilities and deliverables for each task. 3. Draft project schedule. E. FEE QUOTATION 1. Please provide a fee proposal based on the project phases outlined in Section II, Subsection B as follows: a. Phase 1 – Lifecycle and Maintenance Assessment of Existing City Hall and Public Works facilities: i. Provide a lump sum fee proposal b. Phase 2 – Conceptual Design, Site Assessment, Cost Estimation and Community Engagement Facilitation for the TCAAP Civic Site: i. Provide a lump sum fee proposal c. Alternate 1 – Assessment of Space Needs of the Public Works Facility: 7 i. Provide a lump sum fee proposal All fees quoted shall include estimated reimbursable fees. 2. Proposed services should exclude construction management, interior design, landscape architecture, information technology and audio visional design services. We are only requesting that you provide background in regards to experience for these services for consideration of a future contract. Interior design and landscape architecture services may be solicited with the assistance of the successful consultant. 3. Signature of authorized negotiator/expeditor with name and contact information. F. PROJECT EXAMPLES & SUPPLEMENTAL INFORMATION 1. Utilize this portion of the proposal to briefly identify the “value-added” qualities, conditions, services or attributes that enhance or support the proposal document. 2. Identify examples of similar projects that highlight the firm’s ability to successfully complete work of this type. 3. Provide referenced for similar project that your firm and/or proposed team have completed. G. RIGHTS RESERVED The City reserves the right to waive any irregularities in any proposal and to select the proposal evaluated to be the most advantageous to the City. The City reserves the right to disqualify any proposal or to reject all proposals if it is deemed to be in the best interest of the City. Furthermore, the City and its representatives reserve the right to reject any and all proposals or to request additional information from any respondent or from all respondents. SECTION IV: CONTRACT AWARD A. CONTRACT AWARD It is the City’s intent to review all respondent qualifications and proposals conscientiously and to select a candidate based upon selection criteria. Should the City believe it would be in the best interest of the City, it may enter into negotiations with any of the Consultants until a contract sum can be finalized with the successful candidate. The City expects to use a modified Standard AIA contract for these services. For more information please contact the person identified in Section I, Subsection B.