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HomeMy WebLinkAbout07-23-18-RAPPROVAL OF AGENDA PUBLIC INQUIRIES/INFORMATIONAL This is an opportunity for citizens to bring to the Council ’s attention any items not currently on the agenda which are relevant to the City. In addressing the Council, you must first state your name and address for the record. To allow adequate time for each person wishing to address the Council, speakers must limit their comments to three (3) minutes. Written documents may be distributed to the Council prior to the meeting to allow a more timely presentation. Speakers should not use obscene, profane, or threatening language, or make personal attacks. The Council may not respond to speaker comments, engage in a debate, or take any action on the issues raised by citizens, but may direct City staff to research or follow up on an issue, if desired by Council. If Council directs further review by staff, the results of that review will be presented at a following regular Council meeting. RESPONSE TO PUBLIC INQUIRIES Public Inquiry Response From July 9, 2018 City Council Meeting Matthew Bachler, City Planner MEMO.PDF PUBLIC PRESENTATIONS MnGFOA Award Gayle Bauman, Finance Director MEMO.PDF GreenStep Cities Award Matthew Bachler, City Planner MEMO.PDF STAFF COMMENTS Rice Creek Commons (TCAAP) And Joint Development Authority (JDA) Update Dave Perrault, City Administrator MEMO.PDF Transportation Update Sue Polka, Public Works Director/City Engineer MEMO.PDF Night To Unite Update Julie Hanson, City Clerk MEMO.PDF ATTACHMENT A.PDF APPROVAL OF MINUTES June 25, 2018 Special City Council Work Session 06 -25 -18 -SWS.PDF June 25, 2018 Regular City Council 06 -25 -18 -R.PDF July 9, 2018 Special Executive Closed Session 07 -09 -18 -SEC.PDF July 9, 2018 Regular City Council 07 -09 -18 -R.PDF CONSENT CALENDAR Those items listed under the Consent Calendar are considered to be routine by the City Council and will be enacted by one motion under a Consent Calendar format. There will be no separate discussion of these items, unless a Councilmember so requests, in which event, the item will be removed from the general order of business and considered separately in its normal sequence on the agenda. Motion To Approve Claims And Payroll Gayle Bauman, Finance Director MEMO.PDF Motion To Approve 2nd Quarter Financials Gayle Bauman, Finance Director MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF Motion To Authorize The City Administrator To Enter Into A Professional Services Agreement With Bolton & Menk, Inc., For On -Call Planning Support Services Matthew Bachler, City Planner MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF Motion To Approve City Administrator Performance Evaluation Julie Hanson, City Clerk MEMO.PDF Motion To Approve An Extension Until September 30, 2018, For The Deadline To File The Lake Johanna Station No. 1 Final Plat With Ramsey County Matthew Bachler, City Planner MEMO.PDF Motion To Approve An Extension To November 15, 2018 For The Deadline To File The Minor Subdivision For A Lot Line Adjustment At 1377 Arden Oaks Drive And 1415 County Road E Matthew Bachler, City Planner MEMO.PDF Motion To Approve Proposal From Valley Rich - Lametti Lane Catch Basin Replacement Sue Polka, Public Works Director/City Engineer MEMO.PDF ATTACHMENT A.PDF ATTAHCMENT B.PDF Motion To Approve Payment No. 3 –Osseo Construction Co., LLC –0.5 MG Water Tower Rehabilitation Sue Polka, Public Works Director/City Engineer MEMO.PDF ATTACHMENT A.PDF Motion To Approve Payment No. 1 –Sunram Construction, Inc. –Johanna Marsh Park Improvements Sue Polka, Public Works Director/City Engineer MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF Motion To Accept Resignation Of City Planner Dave Perrault, City Administrator MEMO.PDF Motion To Authorize To Post For City Planner Position Dave Perrault, City Administrator 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 NEW BUSINESS UNFINISHED BUSINESS Terminate WSB Engineering Services Contract Dave Perrault, City Administrator MEMO.PDF ATTACHMENT A.PDF COUNCIL COMMENTS ADJOURN Mayor: David Grant Councilmembers: Brenda Holden Fran Holmes Dave McClung Steve Scott      Regular City Council Agenda July 23, 2018 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: 5. 5.A. Documents: 5.B. Documents: 5.C. Documents: 6. 6.A. Documents: 6.B. Documents: 6.C. Documents: 6.D. Documents: 7. 7.A. Documents: 7.B. Documents: 7.C. Documents: 7.D. Documents: 7.E. Documents: 7.F. Documents: 7.G. Documents: 7.H. Documents: 7.I. Documents: 7.J. Documents: 7.K. Documents: 8. 9. 10. 11. 11.A. Documents: 12. APPROVAL OF AGENDAPUBLIC INQUIRIES/INFORMATIONALThis is an opportunity for citizens to bring to the Council ’s attention any items not currently on the agenda which are relevant to the City. In addressing the Council, you must first state your name and address for the record. To allow adequate time for each person wishing to address the Council, speakers must limit their comments to three (3) minutes. Written documents may be distributed to the Council prior to the meeting to allow a more timely presentation. Speakers should not use obscene, profane, or threatening language, or make personal attacks. The Council may not respond to speaker comments, engage in a debate, or take any action on the issues raised by citizens, but may direct City staff to research or follow up on an issue, if desired by Council. If Council directs further review by staff, the results of that review will be presented at a following regular Council meeting.RESPONSE TO PUBLIC INQUIRIESPublic Inquiry Response From July 9, 2018 City Council MeetingMatthew Bachler, City Planner MEMO.PDFPUBLIC PRESENTATIONSMnGFOA AwardGayle Bauman, Finance Director MEMO.PDF GreenStep Cities Award Matthew Bachler, City Planner MEMO.PDF STAFF COMMENTS Rice Creek Commons (TCAAP) And Joint Development Authority (JDA) Update Dave Perrault, City Administrator MEMO.PDF Transportation Update Sue Polka, Public Works Director/City Engineer MEMO.PDF Night To Unite Update Julie Hanson, City Clerk MEMO.PDF ATTACHMENT A.PDF APPROVAL OF MINUTES June 25, 2018 Special City Council Work Session 06 -25 -18 -SWS.PDF June 25, 2018 Regular City Council 06 -25 -18 -R.PDF July 9, 2018 Special Executive Closed Session 07 -09 -18 -SEC.PDF July 9, 2018 Regular City Council 07 -09 -18 -R.PDF CONSENT CALENDAR Those items listed under the Consent Calendar are considered to be routine by the City Council and will be enacted by one motion under a Consent Calendar format. There will be no separate discussion of these items, unless a Councilmember so requests, in which event, the item will be removed from the general order of business and considered separately in its normal sequence on the agenda. Motion To Approve Claims And Payroll Gayle Bauman, Finance Director MEMO.PDF Motion To Approve 2nd Quarter Financials Gayle Bauman, Finance Director MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF Motion To Authorize The City Administrator To Enter Into A Professional Services Agreement With Bolton & Menk, Inc., For On -Call Planning Support Services Matthew Bachler, City Planner MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF Motion To Approve City Administrator Performance Evaluation Julie Hanson, City Clerk MEMO.PDF Motion To Approve An Extension Until September 30, 2018, For The Deadline To File The Lake Johanna Station No. 1 Final Plat With Ramsey County Matthew Bachler, City Planner MEMO.PDF Motion To Approve An Extension To November 15, 2018 For The Deadline To File The Minor Subdivision For A Lot Line Adjustment At 1377 Arden Oaks Drive And 1415 County Road E Matthew Bachler, City Planner MEMO.PDF Motion To Approve Proposal From Valley Rich - Lametti Lane Catch Basin Replacement Sue Polka, Public Works Director/City Engineer MEMO.PDF ATTACHMENT A.PDF ATTAHCMENT B.PDF Motion To Approve Payment No. 3 –Osseo Construction Co., LLC –0.5 MG Water Tower Rehabilitation Sue Polka, Public Works Director/City Engineer MEMO.PDF ATTACHMENT A.PDF Motion To Approve Payment No. 1 –Sunram Construction, Inc. –Johanna Marsh Park Improvements Sue Polka, Public Works Director/City Engineer MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF Motion To Accept Resignation Of City Planner Dave Perrault, City Administrator MEMO.PDF Motion To Authorize To Post For City Planner Position Dave Perrault, City Administrator 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 NEW BUSINESS UNFINISHED BUSINESS Terminate WSB Engineering Services Contract Dave Perrault, City Administrator MEMO.PDF ATTACHMENT A.PDF COUNCIL COMMENTS ADJOURN Mayor:David Grant Councilmembers:Brenda Holden Fran HolmesDave McClungSteve Scott     Regular City Council AgendaJuly 23, 20187:00 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: 5. 5.A. Documents: 5.B. Documents: 5.C. Documents: 6. 6.A. Documents: 6.B. Documents: 6.C. Documents: 6.D. Documents: 7. 7.A. Documents: 7.B. Documents: 7.C. Documents: 7.D. Documents: 7.E. Documents: 7.F. Documents: 7.G. Documents: 7.H. Documents: 7.I. Documents: 7.J. Documents: 7.K. Documents: 8. 9. 10. 11. 11.A. Documents: 12. APPROVAL OF AGENDAPUBLIC INQUIRIES/INFORMATIONALThis is an opportunity for citizens to bring to the Council ’s attention any items not currently on the agenda which are relevant to the City. In addressing the Council, you must first state your name and address for the record. To allow adequate time for each person wishing to address the Council, speakers must limit their comments to three (3) minutes. Written documents may be distributed to the Council prior to the meeting to allow a more timely presentation. Speakers should not use obscene, profane, or threatening language, or make personal attacks. The Council may not respond to speaker comments, engage in a debate, or take any action on the issues raised by citizens, but may direct City staff to research or follow up on an issue, if desired by Council. If Council directs further review by staff, the results of that review will be presented at a following regular Council meeting.RESPONSE TO PUBLIC INQUIRIESPublic Inquiry Response From July 9, 2018 City Council MeetingMatthew Bachler, City Planner MEMO.PDFPUBLIC PRESENTATIONSMnGFOA AwardGayle Bauman, Finance Director MEMO.PDFGreenStep Cities AwardMatthew Bachler, City Planner MEMO.PDFSTAFF COMMENTSRice Creek Commons (TCAAP) And Joint Development Authority (JDA) UpdateDave Perrault, City Administrator MEMO.PDFTransportation UpdateSue Polka, Public Works Director/City Engineer MEMO.PDFNight To Unite UpdateJulie Hanson, City Clerk MEMO.PDFATTACHMENT A.PDFAPPROVAL OF MINUTESJune 25, 2018 Special City Council Work Session06-25 -18 -SWS.PDFJune 25, 2018 Regular City Council06-25 -18 -R.PDFJuly 9, 2018 Special Executive Closed Session 07 -09 -18 -SEC.PDF July 9, 2018 Regular City Council 07 -09 -18 -R.PDF CONSENT CALENDAR Those items listed under the Consent Calendar are considered to be routine by the City Council and will be enacted by one motion under a Consent Calendar format. There will be no separate discussion of these items, unless a Councilmember so requests, in which event, the item will be removed from the general order of business and considered separately in its normal sequence on the agenda. Motion To Approve Claims And Payroll Gayle Bauman, Finance Director MEMO.PDF Motion To Approve 2nd Quarter Financials Gayle Bauman, Finance Director MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF Motion To Authorize The City Administrator To Enter Into A Professional Services Agreement With Bolton & Menk, Inc., For On -Call Planning Support Services Matthew Bachler, City Planner MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF Motion To Approve City Administrator Performance Evaluation Julie Hanson, City Clerk MEMO.PDF Motion To Approve An Extension Until September 30, 2018, For The Deadline To File The Lake Johanna Station No. 1 Final Plat With Ramsey County Matthew Bachler, City Planner MEMO.PDF Motion To Approve An Extension To November 15, 2018 For The Deadline To File The Minor Subdivision For A Lot Line Adjustment At 1377 Arden Oaks Drive And 1415 County Road E Matthew Bachler, City Planner MEMO.PDF Motion To Approve Proposal From Valley Rich - Lametti Lane Catch Basin Replacement Sue Polka, Public Works Director/City Engineer MEMO.PDF ATTACHMENT A.PDF ATTAHCMENT B.PDF Motion To Approve Payment No. 3 –Osseo Construction Co., LLC –0.5 MG Water Tower Rehabilitation Sue Polka, Public Works Director/City Engineer MEMO.PDF ATTACHMENT A.PDF Motion To Approve Payment No. 1 –Sunram Construction, Inc. –Johanna Marsh Park Improvements Sue Polka, Public Works Director/City Engineer MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF Motion To Accept Resignation Of City Planner Dave Perrault, City Administrator MEMO.PDF Motion To Authorize To Post For City Planner Position Dave Perrault, City Administrator 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 NEW BUSINESS UNFINISHED BUSINESS Terminate WSB Engineering Services Contract Dave Perrault, City Administrator MEMO.PDF ATTACHMENT A.PDF COUNCIL COMMENTS ADJOURN Mayor:David Grant Councilmembers:Brenda Holden Fran HolmesDave McClungSteve Scott     Regular City Council AgendaJuly 23, 20187:00 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:5.5.A.Documents:5.B.Documents:5.C.Documents:6.6.A.Documents:6.B.Documents:6.C.Documents: 6.D. Documents: 7. 7.A. Documents: 7.B. Documents: 7.C. Documents: 7.D. Documents: 7.E. Documents: 7.F. Documents: 7.G. Documents: 7.H. Documents: 7.I. Documents: 7.J. Documents: 7.K. Documents: 8. 9. 10. 11. 11.A. Documents: 12. APPROVAL OF AGENDAPUBLIC INQUIRIES/INFORMATIONALThis is an opportunity for citizens to bring to the Council ’s attention any items not currently on the agenda which are relevant to the City. In addressing the Council, you must first state your name and address for the record. To allow adequate time for each person wishing to address the Council, speakers must limit their comments to three (3) minutes. Written documents may be distributed to the Council prior to the meeting to allow a more timely presentation. Speakers should not use obscene, profane, or threatening language, or make personal attacks. The Council may not respond to speaker comments, engage in a debate, or take any action on the issues raised by citizens, but may direct City staff to research or follow up on an issue, if desired by Council. If Council directs further review by staff, the results of that review will be presented at a following regular Council meeting.RESPONSE TO PUBLIC INQUIRIESPublic Inquiry Response From July 9, 2018 City Council MeetingMatthew Bachler, City Planner MEMO.PDFPUBLIC PRESENTATIONSMnGFOA AwardGayle Bauman, Finance Director MEMO.PDFGreenStep Cities AwardMatthew Bachler, City Planner MEMO.PDFSTAFF COMMENTSRice Creek Commons (TCAAP) And Joint Development Authority (JDA) UpdateDave Perrault, City Administrator MEMO.PDFTransportation UpdateSue Polka, Public Works Director/City Engineer MEMO.PDFNight To Unite UpdateJulie Hanson, City Clerk MEMO.PDFATTACHMENT A.PDFAPPROVAL OF MINUTESJune 25, 2018 Special City Council Work Session06-25 -18 -SWS.PDFJune 25, 2018 Regular City Council06-25 -18 -R.PDFJuly 9, 2018 Special Executive Closed Session07-09 -18 -SEC.PDFJuly 9, 2018 Regular City Council07-09 -18 -R.PDFCONSENT CALENDARThose items listed under the Consent Calendar are considered to be routine by the City Council and will be enacted by one motion under a Consent Calendar format. There will be no separate discussion of these items, unless a Councilmember so requests, in which event, the item will be removed from the general order of business and considered separately in its normal sequence on the agenda.Motion To Approve Claims And PayrollGayle Bauman, Finance Director MEMO.PDFMotion To Approve 2nd Quarter FinancialsGayle Bauman, Finance Director MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFATTACHMENT C.PDFMotion To Authorize The City Administrator To Enter Into A Professional Services Agreement With Bolton & Menk, Inc., For On -Call Planning Support ServicesMatthew Bachler, City Planner MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFATTACHMENT C.PDFMotion To Approve City Administrator Performance EvaluationJulie Hanson, City Clerk MEMO.PDFMotion To Approve An Extension Until September 30, 2018, For The Deadline To File The Lake Johanna Station No. 1 Final Plat With Ramsey County Matthew Bachler, City Planner MEMO.PDF Motion To Approve An Extension To November 15, 2018 For The Deadline To File The Minor Subdivision For A Lot Line Adjustment At 1377 Arden Oaks Drive And 1415 County Road E Matthew Bachler, City Planner MEMO.PDF Motion To Approve Proposal From Valley Rich - Lametti Lane Catch Basin Replacement Sue Polka, Public Works Director/City Engineer MEMO.PDF ATTACHMENT A.PDF ATTAHCMENT B.PDF Motion To Approve Payment No. 3 –Osseo Construction Co., LLC –0.5 MG Water Tower Rehabilitation Sue Polka, Public Works Director/City Engineer MEMO.PDF ATTACHMENT A.PDF Motion To Approve Payment No. 1 –Sunram Construction, Inc. –Johanna Marsh Park Improvements Sue Polka, Public Works Director/City Engineer MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF Motion To Accept Resignation Of City Planner Dave Perrault, City Administrator MEMO.PDF Motion To Authorize To Post For City Planner Position Dave Perrault, City Administrator 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 NEW BUSINESS UNFINISHED BUSINESS Terminate WSB Engineering Services Contract Dave Perrault, City Administrator MEMO.PDF ATTACHMENT A.PDF COUNCIL COMMENTS ADJOURN Mayor:David Grant Councilmembers:Brenda Holden Fran HolmesDave McClungSteve Scott     Regular City Council AgendaJuly 23, 20187:00 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:5.5.A.Documents:5.B.Documents:5.C.Documents:6.6.A.Documents:6.B.Documents:6.C.Documents:6.D.Documents:7.7.A.Documents:7.B.Documents:7.C.Documents:7.D.Documents:7.E. Documents: 7.F. Documents: 7.G. Documents: 7.H. Documents: 7.I. Documents: 7.J. Documents: 7.K. Documents: 8. 9. 10. 11. 11.A. Documents: 12. APPROVAL OF AGENDAPUBLIC INQUIRIES/INFORMATIONALThis is an opportunity for citizens to bring to the Council ’s attention any items not currently on the agenda which are relevant to the City. In addressing the Council, you must first state your name and address for the record. To allow adequate time for each person wishing to address the Council, speakers must limit their comments to three (3) minutes. Written documents may be distributed to the Council prior to the meeting to allow a more timely presentation. Speakers should not use obscene, profane, or threatening language, or make personal attacks. The Council may not respond to speaker comments, engage in a debate, or take any action on the issues raised by citizens, but may direct City staff to research or follow up on an issue, if desired by Council. If Council directs further review by staff, the results of that review will be presented at a following regular Council meeting.RESPONSE TO PUBLIC INQUIRIESPublic Inquiry Response From July 9, 2018 City Council MeetingMatthew Bachler, City Planner MEMO.PDFPUBLIC PRESENTATIONSMnGFOA AwardGayle Bauman, Finance Director MEMO.PDFGreenStep Cities AwardMatthew Bachler, City Planner MEMO.PDFSTAFF COMMENTSRice Creek Commons (TCAAP) And Joint Development Authority (JDA) UpdateDave Perrault, City Administrator MEMO.PDFTransportation UpdateSue Polka, Public Works Director/City Engineer MEMO.PDFNight To Unite UpdateJulie Hanson, City Clerk MEMO.PDFATTACHMENT A.PDFAPPROVAL OF MINUTESJune 25, 2018 Special City Council Work Session06-25 -18 -SWS.PDFJune 25, 2018 Regular City Council06-25 -18 -R.PDFJuly 9, 2018 Special Executive Closed Session07-09 -18 -SEC.PDFJuly 9, 2018 Regular City Council07-09 -18 -R.PDFCONSENT CALENDARThose items listed under the Consent Calendar are considered to be routine by the City Council and will be enacted by one motion under a Consent Calendar format. There will be no separate discussion of these items, unless a Councilmember so requests, in which event, the item will be removed from the general order of business and considered separately in its normal sequence on the agenda.Motion To Approve Claims And PayrollGayle Bauman, Finance Director MEMO.PDFMotion To Approve 2nd Quarter FinancialsGayle Bauman, Finance Director MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFATTACHMENT C.PDFMotion To Authorize The City Administrator To Enter Into A Professional Services Agreement With Bolton & Menk, Inc., For On -Call Planning Support ServicesMatthew Bachler, City Planner MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFATTACHMENT C.PDFMotion To Approve City Administrator Performance EvaluationJulie Hanson, City Clerk MEMO.PDFMotion To Approve An Extension Until September 30, 2018, For The Deadline To File The Lake Johanna Station No. 1 Final Plat With Ramsey CountyMatthew Bachler, City Planner MEMO.PDFMotion To Approve An Extension To November 15, 2018 For The Deadline To File The Minor Subdivision For A Lot Line Adjustment At 1377 Arden Oaks Drive And 1415 County Road EMatthew Bachler, City Planner MEMO.PDFMotion To Approve Proposal From Valley Rich - Lametti Lane Catch Basin ReplacementSue Polka, Public Works Director/City Engineer MEMO.PDFATTACHMENT A.PDFATTAHCMENT B.PDFMotion To Approve Payment No. 3 –Osseo Construction Co., LLC –0.5 MG Water Tower RehabilitationSue Polka, Public Works Director/City Engineer MEMO.PDFATTACHMENT A.PDFMotion To Approve Payment No. 1 –Sunram Construction, Inc. –Johanna Marsh Park ImprovementsSue Polka, Public Works Director/City Engineer MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFMotion To Accept Resignation Of City Planner Dave Perrault, City Administrator MEMO.PDFMotion To Authorize To Post For City Planner Position Dave Perrault, City Administrator 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 NEW BUSINESS UNFINISHED BUSINESS Terminate WSB Engineering Services Contract Dave Perrault, City Administrator MEMO.PDF ATTACHMENT A.PDF COUNCIL COMMENTS ADJOURN Mayor:David Grant Councilmembers:Brenda Holden Fran HolmesDave McClungSteve Scott     Regular City Council AgendaJuly 23, 20187:00 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:5.5.A.Documents:5.B.Documents:5.C.Documents:6.6.A.Documents:6.B.Documents:6.C.Documents:6.D.Documents:7.7.A.Documents:7.B.Documents:7.C.Documents:7.D.Documents:7.E.Documents:7.F.Documents:7.G.Documents:7.H.Documents:7.I.Documents:7.J.Documents:7.K. Documents: 8. 9. 10. 11. 11.A. Documents: 12. Page 1 of 1 STAFF COMMENTS – 3A MEMORANDUM DATE: July 23, 2018 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Matthew Bachler, City Planner SUBJECT: Public Inquiry Response from July 9, 2018 City Council meeting Budgeted Amount: Actual Amount: Funding Source: $ $ $ A verbal update will be provided at the City Council meeting. Page 1 of 2 PUBLIC PRESENTATION – 4A MEMORANDUM DATE: July 23, 2018 TO: Honorable Mayor and City Council Dave Perrault, City Administrator FROM: Gayle Bauman, Finance Director SUBJECT: GFOA Financial Award Presentation Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Background The Government Finance Officers Association of the United States and Canada (GFOA) has three award programs which promote best practices in Budget and Financial reporting. The Certificate of Achievement for Excellence in Financial Reporting or CAFR award is for entities whose Comprehensive Annual Financial Report (CAFR) achieves the highest standards in government accounting and financial reporting. This is our financial statement. The Award for Outstanding Achievement in Popular Annual Financial Reporting, or PAFR, is given to entities who publish a Popular Annual Financial Report (PAFR) whose contents conform to program standards of creativity, presentation, understandability and reader appeal. This report is primarily for the “non-finance” person in an easy to understand format. We send this report out annually in our newsletter. The Distinguished Budget Presentation Award represents a significant achievement by the entity. It reflects the commitment of the governing body and staff to meet the highest principles of governmental budgeting. In order to receive the budget award, the entity had to satisfy nationally recognized guidelines for effective budget presentation. These guidelines are designed to assess how well an entity’s budget serves as a policy document, financial plan, operations guide, and a communications device. Page 2 of 2 Current Discussion We are pleased to inform the Council and the public that Arden Hills has received all three awards from the GFOA. These awards are for: CAFR – 2016, PAFR – 2016, and Budget – 2017. Josh Feldman, Treasurer of the Minnesota Government Finance Officers Association (MnGFOA), will be present at Monday’s meeting to present these awards to the City. Much work goes into producing these documents and the Finance staff may be present at the meeting. Success in these programs is due to the work of the entire department. We have received both the CAFR and PAFR awards since the 2006 reports and the Budget award since the 2009 report. We will be submitting the 2018 Budget and the 2017 financial reports to the awards program and are confident that they fulfill the program requirements and will be receiving the awards in the future. DATE: July 23, 2018 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Matthew Bachler, City Planner SUBJECT: Minnesota GreenStep Cities Program Budgeted Amount: Projected Amount: Funding Source: N/A N/A N/A Background The Minnesota GreenStep Cities Program is a voluntary challenge and assistance program to help cities achieve sustainability and quality-of-life goals. Cities participating in the program were recognized at the League of Minnesota Cities annual conference on June 21, 2018. The City of Arden Hills received a recognition for advancing to become a Step 2 city in the GreenStep Cities Program. Recognition is based on a review of city-reported progress toward completing actions and measuring performance metrics. As the City completes Steps 1 through 5, it will earn a recognition block that will be displayed in the lobby at City Hall. PUBLIC PRESENTATION – 4B MEMORANDUM Page 1 of 1 STAFF COMMENTS – 5A MEMORANDUM DATE: July 23, 2018 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Rice Creek Commons (TCAAP) and Joint Development Authority (JDA) Update Budgeted Amount: Actual Amount: Funding Source: $ $ $ A verbal update will be provided at the City Council meeting. Page 1 of 1 STAFF COMMENTS – 5B MEMORANDUM DATE: July 23, 2018 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Sue Polka, Public Works Director/City Engineer SUBJECT: Transportation Update Budgeted Amount: Actual Amount: Funding Source: $ $ $ A verbal update will be provided at the City Council meeting. DATE: July 23, 2018 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Julie Hanson, City Clerk SUBJECT: Night to Unite Update Background/Discussion The 2018 Night to Unite will be held Tuesday, August 7 from 5:00 p.m. to 9:00 p.m. Those interested in hosting an event were encouraged to register their party with the Ramsey County Sheriff’s Office by Friday, July 13, 2018. Individuals may still register their party but are not guaranteed a visit by local representatives, though they will do their best to accommodate all. Night to Unite information can be found on the Ramsey County Sheriff’s Office website or by calling the Crime Prevention Unit at 651-266-7339. We also have a link to this information on the City’s website. As of Wednesday, July 18, sixteen (16) hosts have registered their event! A final list of those participating in Night to Unite will be provided to the City Council when it becomes available. The Ramsey County Sheriff’s Office has asked the Mayor and all City Councilmembers to sign a Night to Unite 2018 Proclamation. Attachment Attachment A: Night to Unite 2018 Proclamation STAFF COMMENTS – 5C MEMORANDUM Approved: July 23, 2018 CITY OF ARDEN HILLS, MINNESOTA SPECIAL CITY COUNCIL WORK SESSION June 25, 2018 6:00 P.M. - ARDEN HILLS CITY HALL CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Grant called to order the Special City Council Work Session at 6:00 p.m. Present: Mayor David Grant; Councilmembers Brenda Holden, Fran Holmes and Dave McClung Absent: Councilmember Steve Scott (Excused) Also present: City Administrator Dave Perrault; Public Works Director/City Engineer Sue Polka; Finance Director Gayle Bauman; City Planner Matthew Bachler; City Attorney Joel Jamnik; Stacie Kvilvang, Ehlers; Communications Coordinator Dawn Skelly; and City Clerk Julie Hanson 1. AGENDA ITEMS A. TCAAP Discussion City Administrator Perrault provided an overview of the current status of the Master Development Agreement negotiations following the meeting with Ramsey County and Alatus last week. He asked the City Council to provide direction regarding SAC and WAC charges and special assessments for the development. Stacie Kvilvang, Ehlers, indicated that the Joint Powers Agreement (JPA) states the City agreed to fund the trunk utilities that are under the spine road but that the water tower and booster station would be funded through the special assessment process at some point in the future. She stated that at the time the JPA was created, there was not a clear understanding as to what the water tower costs would be. Ms. Kvilvang discussed the Met Council SAC fee credits for the TCAAP site. A discussion ensued about TCAAP funding. Mayor Grant reminded everyone that the City took the position years ago that it would assess for this project. ARDEN HILLS CITY COUNCIL SPECIAL WORK SESSION – JUNE 25, 2018 2 A discussion ensued regarding negotiations and land cost for future developers. Councilmember Holmes asked Ms. Kvilvang to reiterate the details of the original agreement pertaining to City reimbursements. Ms. Kvilvang summarized by saying that the initial agreement indicated the City would be reimbursed for 100% of the cost of the site utilities. She stated it was clearly defined in the agreement that the planning costs for the AUAR, the Master Plan, and Comprehensive Plan Amendment would also be recouped by the City. A discussion ensued about costs related to staff time and consultant time. A discussion ensued about funding the project and the County’s proposal. Ms. Kvilvang commented that their recommendation is pursue the 429 assessment process to fund the project per the City’s position as indicated in the JPA. The Council agreed to pursue the option of the 429 process. A short discussion ensued regarding the new water tower and other development opportunities in the development area. 2. COUNCIL/STAFF COMMENTS None. ADJOURN Mayor Grant adjourned the Special City Council Work Session at 6:55 p.m. __________________________ __________________________ Julie Hanson David Grant City Clerk Mayor Approved: July 23, 2018 CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING JUNE 25, 2018 7:00 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor David Grant called to order the regular City Council meeting at 7:00 p.m. Present: Mayor David Grant, Councilmembers Brenda Holden, Fran Holmes, and Dave McClung Absent: Councilmember Steve Scott (excused) Also present: City Administrator Dave Perrault; Public Works Director/City Engineer Sue Polka; Finance Director Gayle Bauman; and City Clerk Julie Hanson PLEDGE OF ALLEGIANCE 1. APPROVAL OF AGENDA City Administrator Perrault requested the Council add Ehlers under Public Presentations. MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to approve the meeting agenda as amended. The motion carried unanimously (4-0). 2. RESPONSE TO PUBLIC INQUIRIES None. 3. PUBLIC INQUIRIES/INFORMATIONAL Dave Cmiel, 1861 West Highway 96, asked what the City would be doing to maintain or replace the trees along Highway 96. He questioned if these trees were the County’s or the City’s responsibility. He requested this area be mowed by the City as it is a gateway entrance to Arden Hills. ARDEN HILLS CITY COUNCIL – JUNE 25, 2018 2 Mayor Grant directed staff to investigate this matter further and report back to the City Council at their next meeting on how this area was going to be mowed and maintained going forward. 4. PUBLIC PRESENTATIONS A. Ehlers & Associates Presentation Stacie Kvilvang, Ehlers, discussed the City’s $2,600,000 of General Obligation Utility Revenue Bonds. She reported Ehlers has solicited proposals for the sale of the bonds and on June 25, 2018, bids were opened. She noted the City received five bids and the lowest came in from Fifth Third Securities out of Cincinnati, Ohio at an interest rate of 2.53%. She commended the City for receiving an AAA bond rating from Standard & Poor’s. It was noted only 22 cities in the State of Minnesota had received a AAA bond rating from Standard and Poor’s. She provided further comment on the City’s strong financial standing and presented the Council with a plaque for their new bond rating. A round of applause was offered by all in attendance. Mayor Grant thanked Ms. Kvilvang for the positive report and asked how the City’s interest rate was impacted by the new bond rating. Ms. Kvilvang explained the interest rate was impacted 10 to 15 base points for the 10-year bonds. B. 2017 Financial Statements Aaron Nielsen, MMKR, reviewed the 2017 Financial Statements with the Council. He stated he was pleased to report the City had received a clean or unmodified opinion. He reviewed the City’s revenues, expenditures and fund balance position with the Council and commended the City on their strong financial position. He stated he was available for questions or comments. Mayor Grant thanked Mr. Nielsen for his thorough report. 5. STAFF COMMENTS A. Rice Creek Commons (TCAAP) and Joint Development Authority (JDA) Update City Administrator Perrault provided an update on TCAAP stating the JDA met on Wednesday, June 20 and received an update on the MDA and the Green Infrastructure Feasibility Report. He reported the Monday, July 2 JDA meeting had been canceled noting the group would meet next on Wednesday, July 25. Councilmember Holden requested staff provide the City Council with a copy of the report that was made to the JDA on the MDA and the Green Infrastructure Feasibility Report. B. Transportation Update Public Works Director/City Engineer Polka reported watermain work on County Road F and Old Snelling were put on hold last week due to the rainy weather. ARDEN HILLS CITY COUNCIL – JUNE 25, 2018 3 Public Works Director/City Engineer Polka stated the trail had been paved for County Road E2. She explained there were some issues with the soils under the railroad bridge which required the watermain plans to be revised. C. Night to Unite Update City Clerk Hanson stated the 2018 Night to Unite will be held Tuesday, August 7 from 5:00 p.m. to 9:00 p.m. Those interested in hosting should register their party with the Ramsey County Sheriff’s Office by Friday, July 20, 2018, in order to ensure a deputy visit. Registration information and forms are available on the Ramsey County Sheriff’s Office website or by calling the Crime Prevention Unit at 651-266-7339. She indicated there is a link to this information on the City’s website. A list of neighborhoods participating in Night to Unite will be sent to the City Council when it becomes available. 6. APPROVAL OF MINUTES A. May 22, 2018, Special City Council Work Session B. May 29, 2018, Regular City Council MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to approve the May 22, 2018, Special City Council Work Session meeting minutes; and May 29, 2018, Regular City Council meeting minutes as presented. The motion carried unanimously (4-0). 7. CONSENT CALENDAR A. Motion to Approve Consent Agenda Item - Claims and Payroll B. Motion to Approve 2017 City Financial Statements and Audit C. Motion to Accept Proposal for Design Services – Bolton & Menk – Colleen Avenue Drainage Improvements D. Motion to Authorize Posting for Senior Engineering Tech Position E. Motion to Approve Payment No. 1 – Northwest Asphalt, Inc. – 2018 Street and Utility Improvement Project F. Motion to Approve Payment No. 2 – Sunram Construction, Inc. – Old Snelling Trail and Watermain Project 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 (4-0). 8. PULLED CONSENT ITEMS None. 9. PUBLIC HEARINGS ARDEN HILLS CITY COUNCIL – JUNE 25, 2018 4 None. 10. NEW BUSINESS A. Construction Waiver for June 26 through August 15, 2018 – County Road F Improvement Project Public Works Director/City Engineer Polka stated C. S. McCrossan, the Contractor for the County Road F Improvement Project, has requested the ability to complete portions of the construction in the early morning beginning at 6:00 a.m. Monday through Friday and 7:00 a.m. on Saturday, Sunday and holidays. This request is being made to lessen traffic impacts and improve scheduling of various construction activities. C. S. McCrossan has requested that early morning work be allowed throughout the project duration. City Ordinance does allow for a Waiver to the Ordinance to allow night time operations. Staff reviewed the specific wording of the Ordinance with the Council and recommended the Council approve a construction wavier for June 26 through August 15 for the County Road F Improvement Project. Public Works Director/City Engineer Polka reported staff sent notices to all residents living within 500 feet of the project area. She explained staff received one objection from the Arden Flats manager who recommended the request be denied. Councilmember McClung asked what the anticipated completion date was for this project. Public Works Director/City Engineer Polka stated weather permitting the project should be completed by August 15. Mayor Grant asked if the waiver was not granted if the project would take longer to complete. Public Works Director/City Engineer Polka reported this was not necessarily the case, but rather C.S. McCrossan was making the request for mobilization and traffic reasons. Mayor Grant commented he supported the waiver request. Councilmember Holmes agreed stating the request was reasonable. MOTION: Councilmember McClung moved and Councilmember Holden seconded a motion to approve the Night Time Construction Activity Waiver for the County Road F Improvement Project between Tuesday, June 26 and Wednesday, August 15, 2018. The motion carried (4-0). 11. UNFINISHED BUSINESS A. Resolution 2018-045 Authorizing the Issuance and Awarding the Sale of 2018A General Obligation Utility Revenue Bonds Finance Director Bauman stated on May 29, 2018, the Council gave preliminary approval for the sale of $2,600,000 of General Obligation Utility Revenue Bonds. She reported Ehlers & ARDEN HILLS CITY COUNCIL – JUNE 25, 2018 5 Associates has solicited proposals for the sale of the bonds and on June 25, 2018, bids will be opened. She explained the City received a favorable bond bid which allowed the City to reduce the bonding amount to $2,415,000. It was noted the low bid was received from Fifth Third Securities out of Cincinnati, Ohio and came in with an interest rate of 2.53%. MOTION: Councilmember McClung moved and Councilmember Holmes seconded a motion to adopt Resolution 2018-045, Awarding the Sale of General Obligation Utility Revenue Bonds, Series 2018A and Authorize the Finance Director to make all necessary budget adjustments to account for the new bonds. The motion carried (4-0). 12. COUNCIL COMMENTS Councilmember McClung commended the City for achieving an AAA bond rating. He discussed the hard work that has been completed by both the Council and City staff in order to achieve this rating. Councilmember Holmes explained there is a resident that lives by the Bethel University soccer field that has expressed concern with the loud music coming from this space. She requested staff contact Bethel regarding this concern. Councilmember Holden stated she was very proud of the City’s new bond rating and commended the Council and City staff for all of their efforts. Mayor Grant presented staff with the plaque that was given to the City regarding the AAA bond rating. He encouraged staff to display this plaque at City Hall and stated he was really proud of staff and the City Council for their efforts. Councilmember Holden requested staff complete a press/media release regarding this achievement. ADJOURN MOTION: Councilmember McClung moved and Councilmember Holden seconded a motion to adjourn. The motion carried unanimously (4-0). Mayor Grant adjourned the Regular City Council Meeting at 7:53 p.m. __________________________ __________________________ Julie Hanson David Grant City Clerk Mayor Approved: July 23, 2018 CITY OF ARDEN HILLS, MINNESOTA SPECIAL CITY COUNCIL EXECUTIVE SESSION (CLOSED) JULY 9, 2018 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 Executive Session (Closed) at 6:00 p.m. Present: Mayor David Grant, Councilmembers Fran Holmes, Brenda Holden, Dave McClung and Steve Scott Also present: City Clerk Julie Hanson (Closed Session) and City Administrator Dave Perrault 1. AGENDA ITEMS A. City Administrator Performance Evaluation The City Council discussed the six month performance review of City Administrator Dave Perrault in a closed session with City Clerk Julie Hanson. City Administrator Perrault joined the meeting at 6:33 pm to discuss feedback and goal setting. ADJOURN Mayor Grant adjourned the Special City Council Executive Session at 6:55 p.m. __________________________ __________________________ Julie Hanson David Grant City Clerk Mayor Approved: July 23, 2018 CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING JULY 9, 2018 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 Steve Scott Absent: None Also present: City Administrator Dave Perrault; Public Works Director/City Engineer Sue Polka; Finance Director Gayle Bauman; and City Clerk Julie Hanson PLEDGE OF ALLEGIANCE 1. APPROVAL OF AGENDA Councilmember Holden requested item 6E on the Consent Agenda be discussed as Item 7A. MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to approve the meeting agenda as amended. The motion carried unanimously (5-0). 2. PUBLIC INQUIRIES/INFORMATIONAL Jeff Swenson, 4030 Valentine Court, provided the Council with a handout. He thanked the Council for their time and stated he was a new homeowner in the City. He explained he installed a basketball hoop and backboard at the end of his cul-de-sac and recently received a citation from the City. He stated a number of neighborhood children are using this basketball hoop. He believed it was important for the children on his street to have an outdoor activity as this encourages health and wellness for youth. He requested the City Council allow this amenity to remain in place. Mayor Grant commented staff would investigate this matter further and would provide the City Council with a report at the July 23 meeting. ARDEN HILLS CITY COUNCIL – JULY 9, 2018 2 Max Derosier introduced himself to the Council and stated he was from Troop #419. He explained he was in attendance at this meeting because he was working on his communications merit badge. 3. RESPONSE TO PUBLIC INQUIRIES A. Public Inquiry Response from June 25, 2018 City Council Meeting Public Works Director/City Engineer Polka provided the Council with a response to the maintenance concerns along Highway 96. She noted she spoke with Ramsey County and noted the cooperative agreement states the City is responsible for the boulevard maintenance. She explained the County had been mowing the boulevards and the City was responsible for the medians. She reported going forward the City would be mowing both the medians and the boulevards along Highway 96 from Highway 10 to 35. She explained County staff would be further investigating the trees that were lost along Lakeshore Pl to see if they could be replaced under warranty. Mayor Grant requested the City use its water truck to keep the new trees properly watered. 4. STAFF COMMENTS A. Rice Creek Commons (TCAAP) and Joint Development Authority (JDA) Update City Administrator Perrault stated he did not have an update for the Council as the JDA has not meet since the last Council meeting. He commented the JDA would meet next on Wednesday, July 25 to discuss the preliminary terms of the MDA. He anticipated the JDA would be approving the MDA in August. Councilmember Holden requested staff speak with Ramsey County to ensure the JDA members are given ample time (three weeks) to review the final MDA prior to their meeting in August. B. Transportation Update Public Works Director/City Engineer Polka updated the Council on the Old Snelling trail project. She noted the contractor ran into poor soils which has caused delays and she anticipated the area would be open next week. Public Works Director/City Engineer Polka stated the playground equipment at Johanna Marsh Park was onsite and would be installed on July 10. Public Works Director/City Engineer Polka provided the Council with an update on the County Road F project and noted this project was moving forward. Councilmember Holden asked how the City was doing on the PMP project. Public Works Director/City Engineer Polka reported the City ran into some poor soils (clay or muck) on Gail Circle, but the remainder of the project was moving along on schedule. ARDEN HILLS CITY COUNCIL – JULY 9, 2018 3 Mayor Grant commented on the importance of the City getting the drainage right in this year’s PMP project. 5. APPROVAL OF MINUTES A. June 11, 2018, Regular City Council B. June 18, 2018, City Council Work Session Councilmember Holden reported she had a minor correction to the June 11 minutes and explained she had passed along this information to the City Clerk. MOTION: Councilmember Holden moved and Councilmember McClung seconded a motion to approve the June 11, 2018, Regular City Council meeting minutes as amended; and June 18, 2018, City Council Work Session meeting minutes. The motion carried unanimously (5-0). 6. CONSENT CALENDAR A. Motion to Approve Consent Agenda Item - Claims and Payroll B. Motion to Approve Proposal for Installation of New Power Service – North Tower – Peoples Electric Company C. Motion to Authorize Proposal for Roadway and Trail Layout and Bridge Bidding and Construction Phase Services – Old Snelling Avenue Trail and Bridge – Kimley-Horn D. Motion to Approve Proposal for Development of Final Construction Documents – Cummings park Playground Redevelopment – WSB & Associates E. Motion to Terminate WSB Engineering Services Contract Effective August 31, 2018 F. Motion to Reaffirm the City’s Commitment to the Joint Powers Agreement (TCAAP) with Ramsey County MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to approve the Consent Calendar as amended and to authorize execution of all necessary documents contained therein. The motion carried unanimously (5-0). 7. PULLED CONSENT ITEMS A. Motion to Terminate WSB Engineering Services Contract Effective August 31, 2018 City Administrator Perrault explained the City Council entered into an agreement with WSB to provide engineering services support for approximately twenty hours per week at the beginning of the year. At the last Council meeting, Council authorized staff to post for a Senior Engineering Technician position, which would eliminate the need for the WSB services. Staff has anticipated the WSB contract will no longer be need on August 31, 2018. Please note, Staff may need to adjust this date slightly as the Senior Engineering Technician moves through the hiring process. ARDEN HILLS CITY COUNCIL – JULY 9, 2018 4 Mayor Grant questioned how much that date may need to be adjusted. City Administrator Perrault anticipated the date may flex by two weeks. Mayor Grant asked how many applications the City has received for the new position. City Administrator Perrault indicated the City has received one application to date and noted the application deadline was July 20. Councilmember Holden stated she pulled this item because she believed the termination was premature. She commented further on the hiring timeline and recommended the Council revisit this item on July 23. Mayor Grant suggested this item be tabled to a date certain. Councilmember Holmes requested comment from staff on this matter. Public Works Director/City Engineer Polka stated she would like to have an overlap with the new hire and WSB if possible. She noted she had spoken with Mr. Brotzler at WSB regarding the 90-day termination clause and they were willing to be flexible on this matter. Councilmember Holmes questioned if staff would support this item being tabled to July 23. City Administrator Perrault supported this item being tabled. MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to table action on the WSB Engineering Services Contract to the July 23, 2018 City Council meeting. The motion carried (5-0). 8. PUBLIC HEARINGS None. 9. NEW BUSINESS None. 10. UNFINISHED BUSINESS None. 11. COUNCIL COMMENTS Councilmember Scott stated Beyond the Yellow Ribbon would be hosting a Change of Command Ceremony at the National Guard on Sunday, July 15 at 2:00 p.m. at the Ben Franklin Readiness Center. ARDEN HILLS CITY COUNCIL – JULY 9, 2018 5 Councilmember Scott reported on Wednesday, July 18 the Rice Creek Watershed District would be holding a community input session for the Rice Creek Trail Segment that runs through TCAAP. Councilmember Scott explained Ramsey County would be holding a remote collection site for hazardous waste drop-off every Friday and Saturday in July in Arden Hills. Councilmember McClung commented the City Council would be holding a Commission and Committee BBQ on Tuesday, July 10. Councilmember McClung reported on Thursday, July 12 there would be a community meeting regarding a proposed senior housing development at North Heights Lutheran Church at 7:00 p.m. He explained the developer would be presenting the plan and a Q&A session would follow. Councilmember Holmes questioned if the staff had set dates for the State of the City event. City Administrator Perrault reported staff would be addressing this matter with the Council at their upcoming worksession meeting. Councilmember Holmes noted she planned to attend the community meeting regarding the proposed senior housing development on July 12, along with the Commission and Committee BBQ on July 10. Councilmember Holden asked if the City had heard back from the County regarding park signs. Public Works Director/City Engineer Polka reported new playground signs had been ordered and would be placed on existing posts. She anticipated this work would be done in the next three weeks. Councilmember Holden discussed a home on Lake Johanna Boulevard that has removed landscaping along the lake and requested staff investigate that there are woodchips on the boulevard. Public Works Director/City Engineer Polka commented she would have staff investigate this and would report back to the City Council. Councilmember Holden explained there was a house on County Road E in dire need of maintenance. Mayor Grant requested staff contact the owner of record to ensure the house was brought into structural compliance. Councilmember Holden reported Hot Dog with a Deputy would be held on Wednesday, July 11 at Perry Park from 5:00 to 7:00 p.m. Councilmember Holden provided the Council with an update from the Civic Task Force. She noted this group has a number of talented individuals serving. ARDEN HILLS CITY COUNCIL – JULY 9, 2018 6 City Clerk Hanson provided the Council with an update on Night to Unite which would be held on Tuesday, August 7. She encouraged residents to register their neighborhood parties with the City. She then updated the Council on the upcoming elections and discussed the process and fees charged by the City for candidates interested in filing. ADJOURN MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to adjourn. The motion carried unanimously (5-0). Mayor Grant adjourned the Regular City Council Meeting at 7:49 p.m. __________________________ __________________________ Julie Hanson David Grant City Clerk Mayor Page 1 of 1 CONSENT ITEM 7A MEMORANDUM DATE: July 23, 2018 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Gayle Bauman, Finance Director Pang Silseth, Accounting Analyst SUBJECT: Claims & Payroll Budgeted Amount: Actual Amount: Funding Source: NA NA NA Council Should Consider the Following Options: A.Approve Claims and Payroll Or B.Reject Claims and Payroll Supporting Documents: Payroll 2018 Payroll #14 ....................................................................................... $ 105,870.68 Total Payroll ....................... $ 105,870.68 Accounts Payable Claims Through 07/20/2018 Paid Claims (MN Dept. of Revenue) ............................................................................ $ 43.00 Paid Claims---07/06/2018 thru 07/20/2018 (Check No 47660– 47727and ACH Checks) .......................................... $ 529,832.96 Total Accounts Payable ..... $ 529,875.96 Total Claims ..... $ 635,746.64 CITY OF ARDEN HILLS PAYROLL # 14 CHECKS DATED: 07/13/18 Biweekly: 06/23/18 - 07/06/18 EMPLOYEE DEDUCTIONS AMT.Payment Method FIT 5,697.49 EFT SIT 2,910.85 EFT FICA Oasdi 4,459.92 EFT FICA Medicare 1,043.04 EFT TOTAL TAXES 14,111.30 Health Premium 1,460.91 A/P Check* Dental Premium 243.53 A/P Check* FSA Health Care Reimb. 0.00 A/P Check* FSA Dependent Care Reimb. 208.33 A/P Check* TOTAL FLEXIBLE SPENDING 1,912.77 HSA Health Saving 175.00 Health Care Savings Plan-Retirement EFT Health Care Savings Plan-2% 395.06 EFT Health Care Savings Plan-4% 488.86 EFT TOTAL HEALTH SAVINGS 1,058.92 PERA 3,783.80 EFT ICMA 1,936.91 EFT Central Pension Fund-Union 614.40 A/P Check* MN State Retirement System 0.00 EFT TOTAL RETIREMENT 6,335.11 IUOE 49 Dues (Union) 138.00 A/P Check* LTD/STD Insurance 1,092.92 A/P Check* PERA Life Insurance 24.00 A/P Check* Life/Addl/Dep Life 78.00 A/P Check* UNUM 19.51 A/P Check* AFLAC 64.56 EFT TOTAL VOLUNTARY 1,416.99 Total Employee Deductions 24,835.09 Net Payroll 101.58 Direct Deposit 49,684.93 EFT Gross Payroll Tie-Out 74,621.60 STD/LTD Gross - Up Plus City Paid Benefit 31,249.08 ICMA Benefit Held 0.00 TOTAL PAYROLL COST 105,870.68 FICA TIE-OUT Gross Payroll 74,621.60 Less Total FSA 1,912.77 Plus Employer Match ICMA 0.00 Plus ICMA Benefit Held 0.00 Net P/R Subject to FICA 72,708.83 FICA Oasdi @ 6.20% 4,459.92 FICA Medicare @ 1.45% 1,043.04 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 4,713.93 85.10 348.00 18,644.64 542.45 19,187.09 1,760.00 1,760.00 4,365.93 5,502.96 CITY BENEFIT 4,459.92 1,043.04   Accounts Payable User: Printed: pang.silseth 7/19/2018 8:07 AM Checks by Date - Summary by Check Date Check No Check DateVendor NameVendor No Check Amount 0602 US BANK 07/11/2018 5,109.39ACH 1785 EcoEnvelopes 07/11/2018 942.00ACH 6,051.39Total for 7/11/2018: 0189 Gopher State One-Call, Inc.07/13/2018 411.75ACH 0192 Grainger, Inc 07/13/2018 309.14ACH 0225 Lillie Suburban Newspapers 07/13/2018 316.25ACH 0243 Metropolitan Council-Waste Water 07/13/2018 66,192.79ACH 0285 Xcel Energy 07/13/2018 4,839.08ACH 0339 Ferguson Waterworks 2516 07/13/2018 280.27ACH 0382 ICMA Retirement Trust - 106944 07/13/2018 649.60ACH 0387 ICMA Retirement Trust- #302482 07/13/2018 1,635.31ACH 0453 Continental Research Corp.07/13/2018 1,241.00ACH 0576 TimeSaver Off Site Secretarial 07/13/2018 284.00ACH 0922 North Suburban Access Corporation 07/13/2018 1,002.48ACH 11025 Kyle Mork 07/13/2018 384.00ACH 11027 David Seeba 07/13/2018 288.00ACH 11030 Ted Jewell 07/13/2018 192.00ACH 11033 Aaron Walton 07/13/2018 144.00ACH 1115 WSB & Associates, Inc.07/13/2018 87,370.50ACH 1223 Adam's Pest Control, Inc.07/13/2018 66.29ACH 1330 MN CLN SERVICES LLC 07/13/2018 1,554.58ACH 2490 Core & Main, LP 07/13/2018 295.76ACH 5025 Sara Knoll 07/13/2018 239.30ACH 5173 Badger Meter, Inc.07/13/2018 216.00ACH 5180 The Tessman Company 07/13/2018 102.00ACH 5596 Jamar Company 07/13/2018 268.00ACH 7501 Kelly & Lemmons, P.A.07/13/2018 2,086.32ACH 8032 Pace Analytical Field Svc 07/13/2018 737.75ACH A1HY A-1 Hydraulic Sales & Service 07/13/2018 70.87ACH ALPI Allegra Print & Imaging 07/13/2018 1,199.75ACH TOII Tokle Inspections, Inc 07/13/2018 3,861.60ACH ARNT Arnt Construction Company, Inc 07/13/2018 1,596.5547660 0131 Beisswenger's How-To Store 07/13/2018 751.5747661 4100 Boston Scientific 07/13/2018 189.8547662 10225 Casey Bushard 07/13/2018 1,218.8047663 0898 CCP Industries, Inc.07/13/2018 121.3547664 0651 CDW Government, Inc.07/13/2018 612.2047665 10227 Century Link 07/13/2018 1,000.0047666 10400 Century Link 07/13/2018 1,000.0047667 1032 Commercial Asphalt Co.07/13/2018 3,767.5047668 unst Department of the Treasury 07/13/2018 64.5347669 10226 Dusty's Drain Cleaning 07/13/2018 1,000.0047670 0176 Frattallone's Hardware, Inc.07/13/2018 4.7947671 5649 Galles Painting & Drywall, LLC.07/13/2018 3,050.0047672 1119 Gertens 07/13/2018 42.0047673 Page 1AP Checks by Date - Summary by Check Date (7/19/2018 8:07 AM) Check No Check DateVendor NameVendor No Check Amount 10218 HR Green 07/13/2018 1,216.0047674 0447 I.U.O.E Local 49 Benefit Fund-Insurance 07/13/2018 11,322.0047675 10220 Garrett Johnson 07/13/2018 1,218.8047676 10230 Carrie Martinson 07/13/2018 212.0047677 10221 Allison Mears 07/13/2018 1,218.8047678 10204 Midwest Safety Counselors, Inc 07/13/2018 390.2247679 10236 Minnesota Petroleum Service 07/13/2018 359.0047680 10223 Lindsey Minten 07/13/2018 1,218.8047681 10202 Murlowski Properties Inc 07/13/2018 36.0047682 10234 NorthTech Irrigation 07/13/2018 174.0047683 2020 OPG-3, Inc.07/13/2018 6,400.0047684 1208 Premium Waters, Inc 07/13/2018 192.3147685 3674 Protech Enterprises 07/13/2018 2,856.2547686 3100 Provident Life and Accident Ins Co 07/13/2018 39.0247687 0811 Ramsey County 07/13/2018 152,046.2147688 10232 Ramsey County 07/13/2018 1,799.2747689 0282 Republic Services #899 07/13/2018 8,062.0847690 1564 Matthew Riesgraf 07/13/2018 1,218.8047691 18510 Roberts Managment Group LLC 07/13/2018 2,622.9247692 10229 RSP Architects 07/13/2018 564.8647693 6225 Sand Creek Group LTD 07/13/2018 2,400.0047694 10222 Brad Schwartzbauer 07/13/2018 1,218.8047695 10233 Sign Source Inc 07/13/2018 500.0047696 0327 Staples Business Advantage 07/13/2018 286.9247697 0105 Brittney Swanson 07/13/2018 1,218.8047698 0925 T-Mobile 07/13/2018 28.7047699 2218 Telecom Construction Inc 07/13/2018 2,000.0047700 12151 Universal Services Telecommunication 07/13/2018 1,000.0047701 1161 Valley-Rich Co., Inc.07/13/2018 12,350.0047702 10219 Erin Warren 07/13/2018 1,218.8047703 10235 Justin Winkelman 07/13/2018 2,459.4847704 10231 Wonderful Home Builders LLC 07/13/2018 836.3747705 10224 Hannah Yokum 07/13/2018 1,218.8047706 410,561.54Total for 7/13/2018: 0192 Grainger, Inc 07/20/2018 303.12ACH 0242 Met Council Environ. Service-SAC 07/20/2018 4,920.30ACH 0292 Oxygen Service Company, Inc.07/20/2018 31.92ACH 0298 Pitney Bowes-Meter Service 07/20/2018 1,241.34ACH 0320 Health Partners 07/20/2018 11,241.71ACH 0339 Ferguson Waterworks 2516 07/20/2018 68.68ACH 0381 ICMA Retirement Corporation 07/20/2018 250.00ACH 0576 TimeSaver Off Site Secretarial 07/20/2018 142.00ACH 0750 Verizon Wireless 07/20/2018 105.03ACH 0940 Zee Medical Services 07/20/2018 205.65ACH 10210 Sue Polka 07/20/2018 75.21ACH 1110 Pitney Bowes 07/20/2018 1,634.02ACH 1115 WSB & Associates, Inc.07/20/2018 30,338.25ACH 1252 Campbell Knutson - Attorneys at Law 07/20/2018 6,750.20ACH 5587 CES Imaging 07/20/2018 60.00ACH 5596 Jamar Company 07/20/2018 546.39ACH 5665 Metering & Technology Solution 07/20/2018 120.00ACH 6060 Batteries Plus 07/20/2018 124.90ACH 8029 MMKR & Co, PA 07/20/2018 6,200.00ACH 8032 Pace Analytical Field Svc 07/20/2018 641.00ACH canon Canon Financial Services 07/20/2018 1,429.50ACH Page 2AP Checks by Date - Summary by Check Date (7/19/2018 8:07 AM) Check No Check DateVendor NameVendor No Check Amount FPTC Flexible Pipe Tool Company 07/20/2018 494.45ACH MNLI Minnesota Native Landscapes, Inc 07/20/2018 220.00ACH 0131 Beisswenger's How-To Store 07/20/2018 132.4547707 10203 Ceres Enviromental 07/20/2018 1,520.0047708 6482 Chuckwagon Catering 07/20/2018 631.7247709 1033 Comcast 07/20/2018 6.2947710 1081 Copperhead Innovations LLC 07/20/2018 3,959.0047711 0841 Ehlers & Associates, Inc.07/20/2018 9,900.0047712 0176 Frattallone's Hardware, Inc.07/20/2018 4.4947713 0376 FSSolutions 07/20/2018 168.7547714 1193 Further 07/20/2018 51.7047715 6694 Gopher Sport 07/20/2018 629.5547716 0390 INT'L Union Operating Engineers-Union Dues07/20/2018 276.0047717 4511 Bryan & Debra Lillehaugen 07/20/2018 135.0047718 0261 Minnesota GFOA 07/20/2018 210.0047719 10202 Murlowski Properties Inc 07/20/2018 123.0047720 10237 Steven & Michelle Olson 07/20/2018 10,000.0047721 1074 Precision Landscape & Tree 07/20/2018 700.0047722 2151 Ramsey Conservation District 07/20/2018 4,153.8647723 0811 Ramsey County 07/20/2018 8,182.0047724 10238 Roadkill Animal Control 07/20/2018 119.0047725 0327 Staples Business Advantage 07/20/2018 173.5547726 12151 Universal Services Telecommunication 07/20/2018 5,000.0047727 113,220.03Total for 7/20/2018: Report Total (121 checks): 529,832.96 Page 3AP Checks by Date - Summary by Check Date (7/19/2018 8:07 AM) Page 1 of 2 CONSENT ITEM – 7B MEMORANDUM DATE: July 23, 2018 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Gayle Bauman, Finance Director SUBJECT: 2018 2nd Quarter Actuals Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider Quarterly, City Staff provides the City Council with a budget to actual update, please find the attached General Fund, City-Wide Funds, and Investment Portfolio updates for review. The Council may choose to accept the reports as is or provide further direction. Background Investments - per the Investment Policy, our Benchmark Rate is the 4M plus Rate. At June 30, 2018 – this rate was 1.75% and our portfolio is averaging 2.57%. All of our investments are in government secured or government backed deposits. Utility billing cycles and CIP projects are taken into account when determining how much to invest and for how long. Basis of accounting – during the year, City books are kept on a cash basis which means that only items that are received are booked as revenue and items paid are booked as expenses. Adjustments for accruals, deferrals and other accounting requirements are made at year end. General Fund – The main source of revenue for the City is property taxes and these come in twice a year. Expenditures are at 49.06% of budget through the second quarter. Other governmental funds, enterprise funds and internal service funds – a number of funds have small negative revenue amounts to date. This is due to the fact that not much revenue has been Page 2 of 2 received yet this year and the reversing entry for the 12/31/17 interest accrual was booked in January 2018. Utility revenue for second quarter will be booked in July 2018 and annual transfers between funds will be booked later in the year. Discussion City Staff respectfully request the City Council review the quarterly updates for further discussion. Attachment Attachment A: Investment Portfolio Analysis Attachment B: General Fund Revenues and Expenditures Summary Attachment C: Other City Funds Revenues and Expenditures Summary CITY OF ARDEN HILLS SCHEDULE OF INVESTMENTS FOR THE MONTH ENDING JUNE 30, 2018 Institution Description Type Wells Fargo - Sec Wells Fargo Securities Money Market Wells Fargo - Sec North St Paul MN Tax OPEB Municipal Securities Wells Fargo - Sec Compass Bank Brokered CD Wells Fargo - Sec Citizens Bank Brokered CD Wells Fargo - Sec Met Council Mpls-St Paul Municipal Securities Wells Fargo - Sec Olathe KS BAB Municipal Securities Wells Fargo - Sec Douglass Cnty NE ISD Municipal Securities Wells Fargo - Sec Milwaukee Cnty WI Municipal Securities Wells Fargo - Sec Met Council Mpls-St Paul Municipal Securities Wells Fargo - Sec Milwaukee Cnty WI Municipal Securities Wells Fargo - Sec Oshkosh WI BAB Municipal Securities Wells Fargo - Adv Wells Fargo Advisors Money Market Wells Fargo - Adv Morgan Stanley Bk Brokered CD Wells Fargo - Adv Berkshire Bk Brokered CD Wells Fargo - Adv Beal Bank Brokered CD Wells Fargo - Adv GE Capital Retail Bk Brokered CD Wells Fargo - Adv American Exp Cent Bk Brokered CD Wells Fargo - Adv Barclays Bk Brokered CD Wells Fargo - Adv Worlds Foremost Bank Brokered CD RBC RBC Money Market RBC Ally Bk Midvale Brokered CD RBC Discover Bk Brokered CD RBC Israel Disc Bk Brokered CD RBC Oriental Bk Brokered CD RBC Comenity Cap Bk Brokered CD RBC Capital One Natl Assoc Brokered CD RBC Capital One Bk USA Brokered CD RBC Goldman Sachs Bk Brokered CD RBC Oregon Sch Brds Assn Municipal Securities RBC Firstbank PR Santurce Brokered CD RBC Sallie Mae Bk Brokered CD RBC FHLB Municipal Securities RBC Little Canada Minn Tax GO Municipal Securities RBC Minneapolis Minn Tax GO Municipal Securities RBC FNMA Municipal Securities RBC FNMA Municipal Securities RBC WEALTH RBC Wealth Money Market RBC WEALTH Pacific Westn Bk Brokered CD RBC WEALTH Brand Bkg Co Brokered CD RBC WEALTH Bank of Bluffs Brokered CD RBC WEALTH Michigan City ISD Municipal Securities RBC WEALTH Hawaii St GO Bds Municipal Securities RBC WEALTH Wells Fargo Bk Brokered CD MORGAN STANLEY Morgan Stanley Money Market MORGAN STANLEY MS Private Bk CD Brokered CD US Bank US Bank Money Market US Bank Commercial Paper Comml Paper US Bank Commercial Paper Comml Paper Affinity Plus Membership Savings Money Market Affinity Plus 60 Mo CD Brokered CD Affinity Plus 60 Mo CD Brokered CD Affinity Plus Wahoo CD Brokered CD PMA 4M General Money Market PMA 4MP General Money Market PMA 4M Payroll Money Market PMA 4M PIR Fund Money Market US Bank Operating Checking US Bank Payroll Checking Total cash a Unadjusted Market Value Deposits - Expenditures - Market Value Market Value Unrealized 1/1/2018 Purchases Sales Transfers Interest 6/30/2018 6/30/2018 gain / loss 30,265.13$ 245,000.00$ -$ -$ 50,977.15$ 326,242.28$ 326,242.28$ -$ 150,376.50 - (150,000.00) - - 376.50 - (376.50) 244,951.00 - (245,000.00) - - (49.00) - 49.00 - 150,000.00 - - - 150,000.00 149,958.45 (41.55) 199,342.00 - - - - 199,342.00 199,688.00 346.00 253,470.00 - - - - 253,470.00 251,037.50 (2,432.50) 279,215.10 - - - - 279,215.10 274,843.80 (4,371.30) 239,440.50 - - - - 239,440.50 234,598.50 (4,842.00) 147,762.00 - - - - 147,762.00 145,513.50 (2,248.50) 363,580.00 - - - - 363,580.00 357,420.00 (6,160.00) 607,086.40 - - - - 607,086.40 596,578.50 (10,507.90) 2,515,488.63 395,000.00 (395,000.00) - 50,977.15 2,566,465.78 2,535,880.53 (30,585.25) 20,915.39$ 944,000.00$ -$ (500,000.00)$ 14,444.32$ 479,359.71$ 479,359.71$ -$ 209,018.81 - (209,000.00) - - 18.81 - (18.81) 244,850.55 - (245,000.00) - - (149.45) - 149.45 244,850.55 - (245,000.00) - - (149.45) - 149.45 245,548.80 - (245,000.00) - - 548.80 - (548.80) 245,600.25 - - - - 245,600.25 244,882.40 (717.85) 150,234.00 - - - - 150,234.00 149,364.00 (870.00) 199,510.00 - - - - 199,510.00 198,640.00 (870.00) 1,560,528.35 944,000.00 (944,000.00) (500,000.00) 14,444.32 1,074,972.67 1,072,246.11 (2,726.56) - - (40,617.60) - 40,617.60 - - - 248,000.00 - (248,000.00) - - - - - 248,000.00 - (248,000.00) - - - - - 246,866.64 - - - - 246,866.64 247,451.92 585.28 247,802.31 - - - - 247,802.31 248,375.01 572.70 245,329.74 - - - - 245,329.74 244,727.16 (602.58) 99,232.00 - - - - 99,232.00 97,941.00 (1,291.00) 100,336.00 - - - - 100,336.00 98,821.00 (1,515.00) 246,119.65 - - - - 246,119.65 242,319.70 (3,799.95) 313,218.60 - - - - 313,218.60 312,118.05 (1,100.55) 248,327.70 - - - - 248,327.70 241,876.11 (6,451.59) 247,239.59 - - - - 247,239.59 240,587.88 (6,651.71) 368,272.10 - - - - 368,272.10 366,895.70 (1,376.40) 130,313.30 - (130,000.00) - - 313.30 - (313.30) 566,005.00 - - - - 566,005.00 557,436.00 (8,569.00) 99,742.00 - - - - 99,742.00 99,702.00 (40.00) 248,270.00 - - - - 248,270.00 247,967.50 (302.50) 3,903,074.63 - (666,617.60) - 40,617.60 3,277,074.63 3,246,219.03 (30,855.60) 53,270.25 248,000.00 - - 23,587.65 324,857.90 324,857.90 - 248,000.00 - (248,000.00) - - - - - 247,953.62 - - - - 247,953.62 248,000.00 46.38 141,231.24 - - - - 141,231.24 139,556.16 (1,675.08) 265,710.00 - - - - 265,710.00 259,747.50 (5,962.50) 418,176.50 - - - - 418,176.50 399,721.00 (18,455.50) 145,381.50 - - - - 145,381.50 145,354.50 (27.00) 1,519,723.11 248,000.00 (248,000.00) - 23,587.65 1,543,310.76 1,517,237.06 (26,073.70) 2,940.00 - - - - 2,940.00 2,940.00 - 244,941.20 - - - - 244,941.20 244,512.45 (428.75) 247,881.20 - - - - 247,881.20 247,452.45 (428.75) - - - - - - - - 100,600.11 - (100,650.42) - 50.31 0.00 - (0.00) - 100,650.42 - - 51.45 100,701.87 100,701.87 - 100,600.11 100,650.42 (100,650.42) - 101.76 100,701.87 100,701.87 (0.00) 379.67 - - - 1.87 381.54 381.54 - 106,418.18 - - - 1,050.23 107,468.41 107,468.41 - 270,524.47 - - - 2,684.60 273,209.07 273,209.07 - 25,364.92 - - - 62.83 25,427.75 25,427.75 - 402,687.24 - - - 3,799.53 406,486.77 406,486.77 - 1,402,348.47 7,579,359.24 (6,192,235.78) 500,000.00 7,956.20 3,297,428.13 3,297,428.13 - 10.37 - - - - 10.37 10.37 - 1.88 576,530.51 (576,436.45) - 8.30 104.24 104.24 (0.00) 20.89 - - - - 20.89 20.89 - 1,402,381.61 8,155,889.75 (6,768,672.23) 500,000.00 7,964.50 3,297,563.63 3,297,563.63 (0.00) - 4,789,325.58 (4,789,325.58) - - - (0.00) (0.00) - 576,430.29 (576,430.29) - - - - - - 576,430.29 (576,430.29) - - - - - 11,652,364.88$ 12,814,633.25$ (12,094,033.33)$ -$ 141,492.51$ 12,514,457.31$ 12,423,787.45$ (90,669.86)$ CITY OF ARDEN HILLSSCHEDULE OF INVESTMENTSFOR THE MONTH ENDING JUNE 30, 2018UnadjustedMarket Value Market Value VarianceMaturity 6/30/2018 6/30/2018 6/30/2018Current 4,432,254.57$ 4,431,345.06$ (909.51)$ < 1 year 2,241,320.74 2,234,879.15 (6,441.59) 1-2 years 834,514.24 827,329.66 (7,184.58) 2-3 years 758,906.25 751,199.75 (7,706.50) 3-4 years 1,006,909.29 985,397.49 (21,511.80) 5+ years 3,240,552.22 3,193,636.34 (46,915.88) 12,514,457.31$ 12,423,787.45$ (90,669.86)$ Weighted average Rate of return 2.57% 6/30/2018Average Maturity (years) 1.20 6/30/2018Market Value Investment Type 6/30/2018Money Market 4,431,345.06$ Brokered CD 3,588,472.97 Comml Paper 100,701.87 Municipal Securities 4,303,267.55 Checking (0.00) 12,423,787.45$ $- $500,000 $1,000,000 $1,500,000 $2,000,000 $2,500,000 $3,000,000 $3,500,000 $4,000,000 $4,500,000 $5,000,000Current < 1 year 1-2years2-3years3-4years5+ yearsMaturitiesMarket Value Market Value36%29%1%34%0%Money MarketBrokered CDComml PaperMunicipal SecuritiesChecking ATTACHMENT B YTD YTD Annual Through % of Budget 6/30/2018 Budget REVENUES Taxes 3,795,042$          1,577,000$       41.6% Licenses and permits 324,600               223,562             68.9% Intergovernmental 133,179               49,179               36.9% Charges for services 585,704               165,711             28.3% Fines and forfeits 34,000                  9,519                  28.0% Special assessments 2,000                    ‐                      0.0% Investment earnings 55,000                  (5,361)                ‐9.7% Miscellaneous 10,006                  6,385                  63.8% TOTAL REVENUES 4,939,531            2,025,995          41.02% EXPENDITURES Mayor & Council 67,500                  43,717               64.8% Administration 327,500               135,410             41.3% Elections 23,000                  4,682                  20.4% Finance 176,300               98,327               55.8% TCAAP 170,000               43,517               25.6% Planning & Zoning 266,250               75,107               28.2% Government Buildings 275,000               95,689               34.8% Public Safety 1,194,775            596,903             50.0% Dispatch 65,175                  27,156               41.7% Fire Protection 544,000               541,663             99.6% Emergency Management 9,476                    6,925                  73.1% Protective Inspections 342,746               145,964             42.6% Street Maintenance 587,872               243,533             41.4% Recreation 266,650               101,392             38.0% Park Maintenance 440,512               173,598             39.4% TOTAL EXPENDITURES 4,756,756            2,333,582          49.06% EXCESS REVENUES (EXPENDITURES) 182,775               (307,587)            ‐168.3% OTHER FINANCING SOURCES (USES) EDA Fund transfers (120,000)              ‐                      0.0% Equipment Fund transfers (50,000)                ‐                      0.0% Public Safety Capital Fund transfers (50,000)                ‐                      0.0% PIR Fund transfers (200,000)              ‐                      0.0% TOTAL OTHER FINANCING SOURCES (USES) (420,000)              ‐                      0.00% NET CHANGE IN FUND BALANCE (237,225)$            (307,587)$          129.66% Investment earnings above is negative mainly due to reversing the entries accrued at the end of 2017.  This is a timing difference. CITY OF ARDEN HILLS STATEMENT OF REVENUES AND EXPENDITURES GENERAL FUND FOR THE SIX MONTHS ENDED JUNE 30, 2018 ATTACHMENT C NET FUND REVENUES EXPENDITURES CHANGE Cable TV Budget 105,000                 158,770                 (53,770)                  Actual 25,230                   64,964                   (39,733)                  % of Budget 24.0% 40.9% EDA General Budget 125,600                 217,437                 (91,837)                  Actual (270)                        22,817                   (23,087)                  % of Budget ‐0.2% 10.5% EDA Revolving Budget 3,000                      ‐                          3,000                      Actual (276)                        34,208                   (34,484)                  % of Budget ‐9.2% N/A TIF 3 Cottage Villas Budget 72,000                   4,725                      67,275                   Actual (142)                        ‐                          (142)                        % of Budget ‐0.2% 0.0% TIF 4 Pres Homes Budget 150,700                 139,525                 11,175                   Actual (482)                        120                         (602)                        % of Budget ‐0.3% 0.1% Equipment Bldg & Replacement Budget 350,000                 473,500                 (123,500)                Actual 10,384                   125,025                 (114,641)                % of Budget 3.0% 26.4% Park Budget ‐                          ‐                          ‐                          Actual 23,700                   ‐                          23,700                   % of Budget N/A N/A PIR Budget 1,220,361              4,296,000              (3,075,639)             Actual 502,884                 634,344                 (131,460)                % of Budget 41.2% 14.8% Public Safety Capital Equipment Budget 79,000                   70,858                   8,142                      Actual 11,662                   125,248                 (113,586)                % of Budget 14.8% 176.8% TCAAP Budget ‐                          15,000                   (15,000)                  Actual ‐                          ‐                          ‐                          % of Budget N/A 0.0% A few of the revenue accounts above are negative mainly due to reversing the entries accrued at the end of 2017.  This is a timing difference. CITY OF ARDEN HILLS OTHER GOVERNMENTAL FUNDS BUDGET SUMMARY FOR THE SIX MONTHS ENDED JUNE 30, 2018 NET FUND REVENUES EXPENDITURES CHANGE Water Budget 2,186,900               4,917,586               (2,730,686)             Actual 449,608                  1,005,861               (556,253)                 % of Budget 20.6% 20.5% Sanitary Sewer Budget 1,755,000               2,523,007               (768,007)                 Actual 448,728                  933,054                  (484,327)                 % of Budget 25.6% 37.0% Recycling Budget 161,500                  155,954                  5,546                      Actual 4,026                      65,609                    (61,583)                   % of Budget 2.5% 42.1% Surface Water Management Budget 829,200                  1,402,964               (573,764)                 Actual 208,453                  187,017                  21,436                    % of Budget 25.1% 13.3% Risk Management Budget 433,276                  433,362                  (86)                           Actual 125,008                  255,715                  (130,707)                 % of Budget 28.9% 59.0% Engineering Budget 154,764                  136,081                  18,683                    Actual 25,537                    31,647                    (6,110)                     % of Budget 16.5% 23.3% Central Garage Budget 231,341                  253,988                  (22,647)                   Actual 126,801                  115,219                  11,582                    % of Budget 54.8% 45.4% Technology Budget 172,000                  172,787                  (787)                         Actual 107,180                  106,412                  768                          % of Budget 62.3% 61.6% Utility revenue for 2nd quarter will not be booked until July. Risk Mgmt ‐ Property and Work Comp insurance is paid in January for the year and not allocated to other funds until later in the year. CITY OF ARDEN HILLS ENTERPRISE AND INTERNAL SERVICES FUNDS BUDGET SUMMARY FOR THE SIX MONTHS ENDED JUNE 30, 2018 DATE: July 23, 2018 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Matthew Bachler, City Planner SUBJECT: Professional Services Agreement for On-Call Planning Support Services Budgeted Amount: Projected Amount: Funding Source: $100,000 N/A Planning & Zoning Council Should Consider Motion to authorize the City Administrator to enter into a Professional Services Agreement with Bolton & Menk, Inc. for on-call planning support services. Background The City Council approved the release of an RFP for on-call planning support services on May 29, 2018 (Attachment A). Two consulting firms submitted proposals. Staff conducted interviews with both firms and is proposing that the City Council authorize the City Administrator to enter into a Professional Services Agreement with Bolton & Menk, Inc. The firm has relevant experience providing similar services for other Minnesota communities. A copy of the Professional Services Agreement with Bolton & Menk is provided in Attachment B. The Agreement has been reviewed by the City Attorney. The 2018 budget includes approximately $100,000 for Other Professional Services to help support planning functions, and absorb any costs due to unexpected projects. To date, this budget has had minimum expenses charged to it related to the 2040 Comprehensive Plan Update. Attachments A. RFP for On Call Planning Services B. Professional Services Agreement with Bolton & Menk CONSENT ITEM – 7C MEMORANDUM CITY OF ARDEN HILLS REQUEST FOR PROPOSAL FOR ON CALL PLANNING SERVICES Issued: June 1, 2018 SUMMARY The City of Arden Hills is seeking proposals from qualified consultants to provide professional on call planning services. Please submit proposals (electronically or hard copy) to: Matthew Bachler City Planner City of Arden Hills 1245 West Highway 96 Arden Hills, MN 55112 MBachler@cityofardenhills.org CRITICAL DATES Identified below are the critical dates associated with this Request for Proposal. Further details and requirements are contained in the specific sections included in this package. Request for Proposals Issued: June 1, 2018 Proposal Due Date: June 22, 2018 Interviews with Finalists: July 9 – July 13, 2018 Recommendation to City Council: July 23, 2018 Interested parties are encouraged to submit questions regarding the Request for Proposal to Matthew Bachler (see contact information above) prior to the proposal due date. Responses to questions will be provided directly by email. GENERAL INFORMATION The City of Arden Hills is located in Ramsey County approximately 8 miles from the downtown areas of Minneapolis and St. Paul. The current estimated population is 9,900. Residents enjoy a high quality of life with access to neighborhood and regional parks and trails, stable neighborhoods, nearby commercial services, and award-winning local school districts. The City is also home to several large corporations, including Boston Scientific and Land O’Lakes, numerous small to medium-sized businesses, two private universities, and more than 11,000 jobs. The 427-acre Twin Cities Army Ammunition Plant redevelopment site, also known as Rice Creek Commons, is located in the northwest quadrant of City. In 2012, the City entered into an agreement with Ramsey County that created a Joint Development Authority (JDA) to oversee the redevelopment of this former brownfield site. The JDA has selected Alatus, LLC as the Master Developer for the project. The parties are currently finalizing a Master Development Agreement, which is anticipated to be completed in mid-2018. Public infrastructure plans are expected to be completed in late 2018 to allow construction on infrastructure to begin in 2019. Private housing and commercial development is anticipated to begin in early 2020. The site will be developed over several phases and will be fully built out by 2036. The Community Development Department is comprised of a City Planner, Building Official, and Residential Building Inspector & Code Enforcement Officer. The Community Development Director position is currently vacant. The City anticipates filling the Community Development Director position in the near future. The City is expecting that the selected consultant will continue to provide on call planning services in support of the TCAAP redevelopment project. SCOPE OF SERVICES The City of Arden Hills is seeking a qualified outside consulting firm or individual to provide as needed, on call planning services. The consultant, working closely with the City’s Community Development Department, will assist in the performance of duties related to planning and zoning, including but not limited to: providing both short-term and long term planning recommendations; coordinate and process various land use applications; and any additional planning matters as requested by the City. RESPONSIBILITIES 1. Provide planning services on an as needed, on call basis. 2. Maintain an accurate understanding of the City’s comprehensive plan, zoning ordinance, subdivision regulations and other City codes and policies; 3. Assist City staff in organizing the application process in a manner that provides critical information to applicants so that they can gain an understanding of the procedures they must follow and the information they must provide with land use applications; 4. In instances when applications are more complex than can be conveyed with standard informational handouts, meet with applicants to review proposals and identify the proper submittal guidelines to assure there is a clear understanding of what is required for a complete application; 5. Review and prepare reports on a variety of zoning and land use applications, including but not limited to: preliminary and final plats, conditional use permits, zoning and comprehensive plan amendments, variances, planned unit developments, and other applications identified by the City. 6. Confer with appropriate consultants and/or departments, to ensure code compliance and to ensure timely information is delivered to the Planning Commission and City Council so that they can comply with statutory decision deadlines; 7. Make appropriate presentations before the Planning Commission and /or City Council as needed; 8. Coordinate permit review with appropriate commissions, committees, consultants and/or departments; 9. Coordinate with staff and monitor recording of legal documents relating to land use; 10. Represent the City to residents and applicants in a respectful manner and make reasonable efforts to accurately estimate the cost of application related services. 11. When needed, attend the regular monthly meetings of the Planning Commission as directed by City staff. CONTENT OF PROPOSAL Proposals shall contain the following information: 1. Cover letter and introduction including the name of the firm or individual and the name, telephone numbers and email address of the person(s) authorized to represent the company regarding all matters related to the proposal; 2. A description of the consultant’s approach to this project. The consultant should indicate how they envision providing services to the City. 3. Experience working with other communities with similar geographic profiles and demographics. 4. References from at least three current clients; 5. Resumes of key personnel to be performing the planning functions for the City, including education and professional certifications; 6. Samples of reports to be submitted to the City which may address one or more of the following: a. Planning Commission report b. Concept plan review c. Responses to inquiries from the public, developers, etc. 7. Preferred method for receiving information from the City; 8. A fee schedule identifying specific rates for services and meeting attendance including billing schedule and mileage charges. EVALUATION CRITERIA The City’s consultant evaluation and selection process is based upon “Best Value” for professional services. The following criteria will be used in evaluating the proposals: 1. Proposal Content 2. Understanding of Project 3. Approach & Work Plan 4. Qualification and Experience of firm, principle planner and other team members 5. Clarity of Proposal 6. References 7. Costs The City may also solicit information from any available source concerning any aspect of a proposal, and seek and review any other information deemed pertinent to the evaluation process. The evaluation committee shall not be obligated to accept the lowest priced proposal, but shall make an award in the best interests of the City of Arden Hills. SELECTION PROCESS The City may request the top three finalists make a presentation of their proposal to the City. If scheduled, the interview will be a question/answer format for the purpose of clarifying the intent of any portions of the proposal and to see samples of previous work products. The City will schedule the times and location for this meeting. If selected, one or more individuals directly responsible for carrying out the contract should be present at the interview. OFFER EXPIRATION DATE Proposals in response to this RFP will be valid for 60 days from the proposal due date. The City reserves the right to ask for an extension of time if needed. CONDITIONS FOR PROPOSAL ACCEPTANCE This RFP does not commit the City to award a contract or to pay any costs incurred for any services. The City, at its sole discretion, reserves the right to accept or reject any or all proposals received as a result of this RFP, to negotiate with any qualified source, or to cancel this RFP in part or in its entirety. AGREEMENT AND INSURANCE The successful consultant will be asked to enter into an agreement and to provide a certificate of insurance showing coverage for liability, workers compensation, and automobile. INDEPENDENT CONTRACTOR STATUS The selected consultant will not be an employee of the City and must meet the IRS requirements for designation as an independent contractor or firm. CONFLICT OF INTEREST The City of Arden Hills requires consultants disclose conflicts of interest when they may occur. The City, at its discretion, may arrange for alternative third party support in such cases. In general, the City will not allow a consultant to review applications from a client of the service provider. Past or pending client relationships may or may not be determined to be conflicts, but should always be disclosed and discussed with the City. Public Standard Agreement (2004 Form) VER. 12/31/2015 Page 1 of 7 (Excluding Exhibits) AGREEMENT FOR PROFESSIONAL SERVICES ON-CALL PLANNING SERVICES CITY OF ARDEN HILLS This Agreement, made this 23rd day of July, 2017, by and between THE CITY OF ARDEN HILLS, 1245 WEST HIGHWAY 96, ARDEN HILLS, MN, 55112, hereinafter referred to as CLIENT, and BOLTON & MENK, INC., 12224 NICOLLET AVENUE, BURNSVILLE, MN 55337, hereinafter referred to as CONSULTANT. WITNESS, whereas the CLIENT requires professional services in conjunction with On-Call Planning Services and whereas the CONSULTANT agrees to furnish the various professional services required by the CLIENT. NOW, THEREFORE, in consideration of the mutual covenants and promises between the parties hereto, it is agreed: SECTION I - CONSULTANT'S SERVICES A. The CONSULTANT agrees to perform the various Basic Services in connection with the proposed project as described in Exhibit I. B. Upon mutual agreement of the parties hereto, Additional Services may be authorized as described in Exhibit I or as described in Paragraph IV.B. SECTION II - THE CLIENT'S RESPONSIBILITIES A. The CLIENT shall promptly compensate the CONSULTANT in accordance with Section III of this Agreement. B. The CLIENT shall place any and all previously acquired information in its custody at the disposal of the CONSULTANT for its use. Such information shall include but shall not be limited boundary surveys, topographic surveys, preliminary sketch plan layouts, building plans, soil surveys, abstracts, deed descriptions, tile maps and layouts, aerial photos, utility agreements, environmental reviews, and zoning limitations. The CONSULTANT may rely upon the accuracy and sufficiency of all such information in performing services unless otherwise instructed, in writing, by CLIENT. C. The CLIENT will guarantee access to and make all provisions for entry upon both public and private portions of the project and pertinent adjoining properties. D. The CLIENT will give prompt notice to the CONSULTANT whenever the CLIENT observes or otherwise becomes aware of any defect in the proposed project. E. The CLIENT shall designate a liaison person to act as the CLIENT'S representative with respect to services to be rendered under this Agreement. Said representative shall have the authority to Public Standard Agreement (2004 Form) VER. 12/31/2015 Page 2 of 7 (Excluding Exhibits) transmit instructions, receive instructions, receive information, interpret and define the CLIENT'S policies with respect to the project and CONSULTANT'S services. F. The CLIENT shall provide such legal, accounting, independent cost estimating and insurance counseling services as may be required for completion of the consultant services described in this agreement. G. The CLIENT will obtain any and all regulatory permits required for the proper and legal execution of the project. H. The CLIENT will hire, when requested by the CONSULTANT, an independent test company to perform laboratory and material testing services, and soil investigation that can be justified for the proper design and construction of the project. The CONSULTANT shall assist the CLIENT in selecting a testing company. Payment for testing services shall be made directly to the testing company by the CLIENT and is not part of this Agreement. SECTION III - COMPENSATION FOR SERVICES A. FEES. 1. The CLIENT will compensate the CONSULTANT in accordance with the Fee Schedule included in Exhibit I. 2. In addition to the foregoing, CONSULTANT shall be reimbursed at cost plus an overhead fee (not-to-exceed 15%) for the following Direct Expenses when incurred in the performance of the work. a. Travel and subsistence. b. CLIENT approved outside (facilities not owned by CONSULTANT) computer services. c. CLIENT approved outside professional and technical services. d. Identifiable reproduction and reprographic charges. e. Expendable field supplies and special field equipment rental. f. Other costs for such additional items and services that the CLIENT may require the CONSULTANT to provide to fulfill the terms of this Agreement. 3. The preceding Schedule of Fees shall apply for services provided through December 31, 2018. Hourly rates may be adjusted by CONSULTANT on an annual basis thereafter to reflect reasonable changes in its operating costs. Adjusted rates will become effective on January 1st of each subsequent year. B. The payment to the CONSULTANT will be made by the CLIENT upon billing at intervals not more often than monthly at the herein rates. Public Standard Agreement (2004 Form) VER. 12/31/2015 Page 3 of 7 (Excluding Exhibits) SECTION IV - GENERAL A. STANDARD OF CARE Professional services provided under this Agreement will be conducted in a manner consistent with that level of care and skill ordinarily exercised by members of the Consultant's profession currently practicing under similar conditions. No warranty, express or implied, is made. B. CHANGE IN PROJECT SCOPE In the event the CLIENT changes or is required to change the scope of the project from that described in Section I and/or the applicable addendum, and such changes require Additional Services by the CONSULTANT, the CONSULTANT shall be entitled to additional compensation at the applicable hourly rates. The CONSULTANT shall give notice to the CLIENT of any Additional Services, prior to furnishing such additional services. The CLIENT may request an estimate of additional cost from the CONSULTANT, and upon receipt of the request, the CONSULTANT shall furnish such, prior to authorization of the changed scope of work. C. LIMITATION OF LIABILITY CONSULTANT shall indemnify, defend, and hold harmless CLIENT and its officials, agents and employees from any loss, claim, liability, and expense (including reasonable attorneys’ fees and expenses of litigation) resulting from the negligent act or omission of CONSULTANT’S employees, agents, or subconsultants. In no event shall CONSULTANT be liable to CLIENT for consequential, incidental, indirect, special, or punitive damages. This indemnification requirement shall include defense of indemnified party, but only to the extent that defense is insurable under the indemnifying party’s liability insurance policies. CLIENT shall indemnify, defend, and hold harmless CONSULTANT and its employees from any loss, claim, liability, and expense (including reasonable attorneys’ fees and expenses of litigation) resulting from the negligent act or omission of CLIENT’S employees, agents, or consultants. In no event shall CLIENT be liable to CONSULTANT for consequential, incidental, indirect, special, or punitive damages. This indemnification shall include defense of indemnified party, but only to the extent that defense is insurable under the indemnifying party’s liability insurance policies. 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 CLIENT or the CONSULTANT. The CONSULTANT'S services under this Agreement are being performed solely for the CLIENT'S benefit, and no ot her entity shall have any claim against the CONSULTANT because of this Agreement or the performance or nonperformance of services provided hereunder. The CLIENT agrees to include a provision in all contracts with contractors and other entities involved in this project to carry out the intent of the paragraph. D. INSURANCE The CONSULTANT agrees to maintain, at the CONSULTANT'S expense, statutory worker's compensation coverage. Public Standard Agreement (2004 Form) VER. 12/31/2015 Page 4 of 7 (Excluding Exhibits) The CONSULTANT also agrees to maintain, at CONSULTANT’S expense, general liability insurance coverage insuring CONSULTANT against claims for bodily injury, death or property damage arising out of CONSULTANT’S general business activities (including automobile use). The liability insurance policy shall provide coverage for each occurrence in the minimum amount of $1,500,000. During the period of design and construction of the project, the CONSULTANT also agrees to maintain, at CONSULTANT’S expense, Professional Liability Insurance coverage insuring CONSULTANT against damages for legal liability arising from an error, omission or negligent act in the performance of professional services required by this agreement, providing that such coverage is reasonably available at commercially affordable premiums. For purposes of this agreement, “reasonably available” and “commercially affordable” shall mean that more than half of the design professionals practicing in this state in CONSULTANT’S discipline are able to obtain coverage. The professional liability insurance policy shall provide coverage for each occurrence in the amount of $1,000,000 and annual aggregate of $1,000,000 on a claims-made basis. Upon request of CLIENT, CONSULTANT shall provide CLIENT with certificates of insurance, showing evidence of required coverages. E. OPINIONS OR ESTIMATES OF CONSTRUCTION COST Where provided by the CONSULTANT as part of Exhibit I or otherwise, opinions or estimates of construction cost will generally be based upon public construction cost information. Since the CONSULTANT has no control over the cost of labor, materials, competitive bidding process, weather conditions and other factors affecting the cost of construction, all cost estimates are opinions for general information of the CLIENT and the CONSULTANT does not warrant or guarantee the accuracy of construction cost opinions or estimates. The CLIENT acknowledges that costs for project financing should be based upon contracted construction costs with appropriate contingencies. F. CONSTRUCTION SERVICES It is agreed that the CONSULTANT and its representatives shall not be responsible for the means, methods, techniques, schedules or procedures of construction selected by the contractor or the safety precautions or programs incident to the work of the contractor. G. USE OF ELECTRONIC/DIGITAL DATA Because of the potential instability of electronic/digital data and susceptibility to unauthorized changes, 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. Except for electronic/digital data which is specifically identified as a project deliverable by this AGREEMENT or except as otherwise explicitly provided in this AGREEMENT, all electronic/digital data developed by the CONSULTANT as part of the PROJECT is acknowledged to be an internal working document for the CONSULTANT’S purposes solely and any such information provided to the CLIENT shall be on an “AS IS” basis strictly for the convenience of the CLIENT without any warranties of any kind. As such, the CLIENT is advised and acknowledges that use of such information may require substantial modification and independent verification by the CLIENT (or its designees). Provision of electronic/digital data, whether required by this Agreement or provided as a convenience to the Client, does not include any license of software or other systems necessary to read, use or reproduce the information. It is the Public Standard Agreement (2004 Form) VER. 12/31/2015 Page 5 of 7 (Excluding Exhibits) responsibility of the CLIENT to verify compatibility with its system and long-term stability of media. CLIENT shall indemnify and hold harmless CONSULTANT and its Subconsultants from all claims, damages, losses, and expenses, including attorneys' fees arising out of or resulting from third party use or any adaptation or distribution of electronic/digital data provided under this AGREEMENT, unless such third party use and adaptation or distribution is explicitly authorized by this AGREEMENT. H. REUSE OF DOCUMENTS Drawings and Specifications and all other documents (including electronic versions of any documents) prepared or furnished by CONSULTANT pursuant to this AGREEMENT are instruments of service in respect of the Project and, upon payment of all monies due, are the property of the CLIENT, except that CONSULTANT may retain copies for its records and use. However, such documents 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. Reuse or modification of any such documents by the CLIENT without the CONSULTANT’S written consent, shall be at the CLIENT’s sole risk and CLIENT agrees to indemnify, defend and hold CONSULTANT harmless for any and all claims, damages, and expenses, including attorney's fees, arising out of such reuse by CLIENT or anyone acting on behalf of the CLIENT. At the conclusion of the Project, or if the CLIENT or CONSULTANT terminates this Agreement, copies of all files, records, and drawings in CONSULTANT’S possession relating to services performed for CLIENT shall be turned over to CLIENT without cost to CLIENT, upon the CLIENT’s request. I. PERIOD OF AGREEMENT This Agreement will remain in effect indefinitely until terminated as provided herein. J. PAYMENTS If CLIENT fails to make any payment due CONSULTANT for services and expenses within thirty days after date of the CONSULTANT'S invoice, a service charge of one and one-half percent (1.5%) per month or the maximum rate permitted by law, whichever is less, will be charged on any unpaid balance. In addition, after giving seven days' written notice to CLIENT, CONSULTANT may, without waiving any claim or right against the CLIENT and without incurring liability whatsoever to the CLIENT, suspend services and withhold project deliverables due under this Agreement until CONSULTANT has been paid in full all amounts due for services, expenses and charges. K. TERMINATION This Agreement may be terminated by either party for any reason or for convenience by either party upon seven (7) days written notice. In the event of termination, the CLIENT shall be obligated to the CONSULTANT for payment of amounts due and owing including payment for services performed or furnished to the date and time of termination, computed in accordance with Section III of this Agreement. L. CONTINGENT FEE The CONSULTANT warrants that it has not employed or retained any company or person, other than a bona fide employee working solely for the CONSULTANT to solicit or secure this Contract, Public Standard Agreement (2004 Form) VER. 12/31/2015 Page 6 of 7 (Excluding Exhibits) and that it has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift or any other consideration, contingent upon or resulting from award or making of this Agreement. M. NON-DISCRIMINATION The provisions of any applicable law or ordinance relating to civil rights and discrimination shall be considered part of this Agreement as if fully set forth herein. The CONSULTANT is an Equal Opportunity Employer and it is the policy of the CONSULTANT that all employees, persons seeking employment, subcontractors, subconsultants and vendors are treated without regard to their race, religion, sex, color, national origin, disability, age, sexual orientation, marital status, public assistance status or any other characteristic protected by federal, state or local law. N. CONTROLLING LAW This Agreement is to be governed by the law of the State of Minnesota. O. MINNESOTA GOVERNMENT DATA PRACTICES ACT The CONSULTANT must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to (1) all data provided by the CLIENT pursuant to this Agreement, and (2) all data, created, collected, received, stored, used, maintained, or disseminated by the CONSULTANT pursuant to this Agreement. In the event the CONSULTANT receives a request to release data, the CONSULTANT must immediately notify the CLIENT. The CLIENT, in consultation with the CLIENT’s attorney, will give the CONSULTANT instructions conforming with statutory requirements concerning the release of the data to the requesting party before the data is released, and CONSULTANT will be reimbursed as Additional Services by CLIENT for its reasonable expenses in complying with the request. CONSULTANT agrees to defend, indemnify, and hold the CLIENT, its officials, officers, agents, employees, and volunteers harmless from any claims resulting from CONSULTANT’S officers’, agents’, CLIENTs’, partners’, employees’, volunteers’, assignees’ or subcontractors’ unlawful disclosure and/or use of protected data. The terms of this paragraph shall survive the cancellation or termination of this Agreement. P. AUDIT DISCLOSURE The CONSULTANT will maintain records that reflect all revenues, costs incurred and services provided in the performance of the Agreement. The CONSULTANT will also agree that the CLIENT, State, or their duly authorized representatives may, at any time during normal business hours and as often as reasonably necessary, have access to and the right to examine, audit, excerpt, and transcribe any books, documents, papers, records, etc., and accounting procedures and practices of the CONSULTANT which are relevant to the contract for a period of six years. Q. DISPUTE RESOLUTION CLIENT and CONSULTANT agree to negotiate all disputes between them in good faith for a period of 30 days from the date of notice of dispute prior to proceeding to formal dispute resolution or exercising their rights under law. Any claims or disputes unresolved after good faith negotiations shall then be submitted to mediation using a neutral from the Minnesota District Court Rule 114 Roster, or if mutually agreed at time of dispute submittal, a neutral from the American Arbitration Association Construction Industry roster. If mediation is unsuccessful in resolving the Public Standard Agreement (2004 Form) VER. 12/31/2015 Page 7 of 7 (Excluding Exhibits) dispute, then either party may seek to have the dispute resolved by bringing an action in a court of competent jurisdiction. R. SURVIVAL All obligations, representations and provisions made in or given in Section IV of this Agreement will survive the completion of all services of the CONSULTANT under this Agreement or the termination of this Agreement for any reason. S. SEVERABILITY Any provision or part of the Agreement held to be void or unenforceable under any law or regulation shall be deemed stricken, and all remaining provisions shall continue to be valid and binding upon CLIENT and CONSULTANT, who agree that the Agreement shall be reformed to replace such stricken provision or part thereof with a valid and enforceable provision that comes as close as possible to expressing the intention of the stricken provision. SECTION V - SIGNATURES THIS INSTRUMENT embodies the whole agreement of the parties, there being no promises, terms, conditions or obligation referring to the subject matter other than contained herein. This Agreement may only be amended, supplemented, modified or canceled by a duly executed written instrument signed by both parties. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed in their behalf. CLIENT: City of Arden Hills CONSULTANT: Bolton & Menk, Inc. 12224 Nicollet Avenue | Burnsville, MN 55337-1649 Ph: (952) 890-0509 | Fax: (952) 890-8065 | Bolton-Menk.com Contact: Jane Kansier, AICP 952-358-0604 janeka@bolton-menk.com Proposal forOn-Call Planning Services June 22, 2018 12224 Nicollet Avenue Burnsville, MN 55337-1649 Ph: (952) 890-0509 Fax: (952) 890-8065 Bolton-Menk.com Bolton & Menk is an equal opportunity employer. June 22, 2018 Matthew Bachler City Planner City of Arden Hills 1245 West Highway 96 Arden Hills, MN 55112 MBachler@cityofardenhills.org RE: On-Call Planning Services Dear Mr. Bachler: The City of Arden Hills needs on-call planning services to provide high-quality and consistent customer service. TABLE OF CONTENTS 14 Appendix Section 5 12 Fee Schedule Section 4 10 Key Personnel Section 3 07 Planning Experience Section 2 03 Approach & Work Plan Section 1 APPROACH & WORK PLAN Section 1 WE’RE LOCAL. We believe in the power of face-to-face meetings, friendly conversations, and collaborative decision-making. 3Approach and Work Plan On-Call Planning Services | City of Arden Hills, Minnesota APPROACH AND WORK PLAN There is a lot of excitement brewing in Arden Hills! The city is home to several lakes, parks, major employers and educational opportunities. At the same time, its close proximity to both downtown St. Paul and Minneapolis, and its easy access to major transportation corridors, make the city a desirable location to live, work, and play. The development of Rice Creek Commons is expected to add 1,460 dwelling units and more than 10,000 jobs. ���������������������������� busy over the next several years. The City of Arden Hills has adopted a number of city 4Approach and Work Plan On-Call Planning Services | City of Arden Hills, Minnesota We don’t just write plans and ordinances; we live with them.�����s strong focus on municipal services means we don’t just walk away when the initial work is done. We implement plans, policies, and ordinances in many communities on a daily basis. We know what it takes to make them work for Arden Hills, both now and years into the future. Local knowledge and presence. We live, work, and play in the communities we serve. As a result, we can frequently hit the ground running on a project, drawing on what we already know to get things moving. This also means we’re personally invested in your success—we want Arden Hills to be a great place too! Full-service approach to problem-solving. Our 5Approach and Work Plan On-Call Planning Services | City of Arden Hills, Minnesota Meeting Preparation and Attendance Many development applications require review and approval by various commissions and the city council. Task 1: Reports We will prepare written reports on applications. Task 2: Presentations We will attend and present these reports to the planning commission, other commissions and boards, and the city council, as needed. Task 3: Meeting Attendance We will be available to attend monthly planning ���������������������������� Assist Arden Hills Residents and Businesses Local residents and businesses often have questions and concerns about property improvements and permits. These applications, while smaller in scale, are just as important as large scale developments. Task 1: Provide Information We will research and respond to residents’ questions about zoning and land use issues. Task 2: Application Assistance We will work with and lead residents through conditional use permits, variances, zoning permits, and all other land development activities from pre-application to commission and council review. 6Approach and Work Plan On-Call Planning Services | City of Arden Hills, Minnesota Preferred Method for Receiving Information The application type will likely dictate the best method of transmitting information. In most cases, an email and a phone call will provide us what we need. In some cases, however, a trip to city hall may be necessary to collect PLANNING EXPERIENCE Section 2 WE DELIVER RIGHT SOLUTIONS. There is no such thing as a one-size-fits-all solution. We recognize that every project and client are unique and we treat them that way. 7Planning Experience On-Call Planning Services | City of Arden Hills, Minnesota PLANNING EXPERIENCE Bolton & Menk’s success serving cities like Arden Hills is grounded in creativity, sound planning, customer service, and effective relationships. In addition to our planning expertise, we are committed to you. We excel in our ability to listen and understand the unique needs of Arden Hills. We also recognize your residents and business owners are our clients too, and effective communication with them is critical to planning successes. Our team builds upon our experience and will apply it to achieve Arden Hill’s objectives. We provide planning services to several communities with similarities to Arden Hills. We have highlighted several projects as examples of recent and related team experience. Client satisfaction remains a top priority for us as evidenced by quality deliverables, cost-effective rates, and timely project delivery. Please feel free to contact any of the references to evaluate our performance. Additional project information is available upon request. We provide planning services to several communities with similarities to Arden Hills. WE DELIVER THE RIGHT SOLUTIONS. Through client collaboration, we identify the best solutions for each project, incorporating innovation based on client/project objectives. • Aitkin • Annandale • Carver • Castle Rock Township • Chatfield • Clearwater • Coates • Cologne • Columbus • Douglas Township • Edina • Empire Township • Eyota • Forest Lake • Greenvale Township • Hamburg • Hampton Township • Hopkins • Isanti • Jordan • Landfall • Luverne • Marine on St. Croix • Marshan Township • Mayer • Medford • Miesville • New Germany • New Trier • Nicollet • Nininger Township • Plainview • Prior Lake • Randolph • Ravenna Township • Scandia • Tyler • Vadnais Heights • Vermillion • Vermillion Township • Wabasha • Waconia • Waterford Township • Watertown 8Planning Experience On-Call Planning Services | City of Arden Hills, Minnesota Municipal Planning Consultant, City of Chatfield, Minnesota Reference: Joel Young, City Clerk, 507-867-3810 ����������������������s planning consultant for more than ten years and has completed a number of housing, business, and neighborhood studies; two park and recreation master plans; and two city- wide comprehensive plan updates. The following list ������������������������������ 9Planning Experience On-Call Planning Services | City of Arden Hills, Minnesota Planning Services, City of Jordan, Minnesota Reference: Lucinda Meyers, City Planner, 952-492-7940 KEY PERSONNEL Section 3 WE WORK HARD. We devote ourselves to delivering the best service and solutions possible to each individual client—whatever it takes. 10Key Personnel On-Call Planning Services | City of Arden Hills, Minnesota KEY PERSONNEL Bolton & Menk has assembled a team of highly motivated, experienced, and trained professionals from many disciplines. The City of Arden Hills will have access to a variety of planning, engineering, landscape architecture, project fundraising, GIS, and water resource professionals to assist with any issue that may arise. When appropriate, we will use a team approach, with close coordination between the client on progress and the issues being worked through. As experience has taught us, property owners often contact the city with a “simple” question late in the day and would like a response as soon as possible. As an in-house planning team, we are able to review questions regarding planning or zoning issues and provide a thorough analysis with a memo, map, or phone call. 11Key Personnel On-Call Planning Services | City of Arden Hills, Minnesota Sarah Strain Planner Sarah will assist Jane and Alex and provide research on a variety of issues. Sarah is a planner who joined Bolton & Menk in 2017. Sarah enjoys working closely with communities to develop comprehensive plans. Fitting the puzzle pieces together to create a future picture of the community motivates her to build a deep understanding and relationship with each community. Sarah is an FEE SCHEDULE Section 4 WE CARE. We like to think we’re a lot like you. We like things done on time, on budget, and done right the first time. 12Fee Schedule On-Call Planning Services | City of Arden Hills, Minnesota FEE SCHEDULE Bolton & Menk takes pride in tailoring our planning ���������������������������� each client. The following are descriptions of key items and a proposed fee structure that Bolton & Menk will provide to the City of Arden Hills. Our approach to providing planning services can be subdivided into three main categories: General Planning Services General planning services are the professional service needs that arise within a community on a day-to-day basis ����������������������������� Typically projects that fall into this category are funded by the general fund. W������������������������� about requesting information or asking questions of their ��������������������������� unexpected bills for these day-to-day services. With this in mind, we understand the need to minimize these costs ����������������������Therefore, for these types of services, Bolton & Menk proposes the following fee structure: Reduced Hourly Rate Agreement: Bolton & Menk 13Fee Schedule On-Call Planning Services | City of Arden Hills, Minnesota 13 The following fee schedule is based upon competent, responsible professional services and is the minimum, below which adequate professional standards cannot be maintained. It is, therefore, to the advantage of both the professional and the client that fees be commensurate with the service rendered. Charges are based APPENDIX SAMPLE REPORTS CONCEPT PLAN Section 5 WE WORK HARD. We don’t leave a project until our part is done – and done in a way that reflects well on us and you. No matter what. Concept Plan Review.docx MEMORANDUM Date: March 31, 2017 To: Laura Holey, City Planner From: Jane Kansier, AICP Subject: Pekarna Property Concept Review City of Jordan Project No.: T19.113606 Herb Baldwin has submitted 3 concepts for further development of the Pekarna property, located at 520 Cedar Lane Drive. Existing Conditions: Zoning: R-2, Shoreland District Lot Area: 3.87 acres Buildings: One single family dwelling and garage Street Frontage: Cedar Lane Drive and Cedar Lane Circle abut the west boundary of the lot and Rustle Road abuts the east boundary of the lot Utilities: The property is currently served by municipal sewer and water. Watermains are located in Cedar Lane Drive and Cedar Lane Circle. Watermain is also located adjacent to the south half of this lot in Rustle Road. Sanitary sewer is also located in Cedar Lane Drive and Cedar Lane Circle. Sanitary sewer is not locate in Rustle Road adjacent to this parcel. Natural Features: A steep slope and wooded area bisects the center of the lot Adjacent Properties: This site is surrounded by existing single family homes zoned R-2 Concept A, Large Lots: Lots range from 17,850 square feet to over 40,000 square feet, all lots meet the minimum lot width, and all lots front on an existing street. This concept could be completed through the platting process. Concept B, Small Lots: All lots meet or exceed the minimum lot area requirement in the R-2 district. These lot areas are also very similar to the size of the lots in the surrounding area. The issue with this concept is Lots 3 and 4, which do not have frontage on a public street as required by the Subdivision Ordinance. This concept would require a PUD as well as a plat. It may simpler to develop two lots rather than the 4 proposed. In any event, the driveway locations on Lots 1 and 2 will have to be monitored because of their vicinity to the intersection. Concept C, Cluster Development: This concept is clearly a PUD. The density of the development appears to be consistent with the R-2 district; however, it is unclear whether the proposed units are single family or multiple units. This proposal is somewhat out of character with the existing surrounding development, which consists of single family homes on individual lots. If the developer intends to pursue this concept, it would make more sense to remove the existing house on the lot. This might result in a more cohesive design. Name: Pekarna Property Concept Review Date: March 31, 2017 Page: 2 Sanitary Sewer: Attached is a location map of the utilities near this property. The City Engineer will need to comment on the availability of sanitary sewer to serve the eastern lots proposed in all concepts. Please feel free to let me know if you have any questions. 18 9.0 © Bolton & Menk, Inc - Web GIS 0 Legend Pekarna Property Utilities This drawing is neither a legally recorded map nor a survey and is not intended to be used as one. This drawing is a compilation of records, information, and data located in various city, county, and state offices, and other sources affecting the area shown, and is to be used for reference purposes only. The City of Jordan is not responsible for any inaccuracies herein contained. Disclaimer: 3/31/2017 9:14 AM 132 Feet City Limits Sanitary Control Structures Sanitary Lift Station Sanitary Manholes Sanitary Culverts Sanitary Services Sanitary Siphon Sanitary Pipe Sanitary Forcemain Sanitary Ponds Storm Manholes Catch Basins Storm Culverts - Scott Co Storm Culverts Storm Pipes Water Valves Water Hydrants Casing Water Manholes Curb Stops Water Facilities Booster Station Meter Pit Pumping Station Standpipe Water Tower Water Treatment Plant Well Water Services Watermain Building Area Search Parcels (11-18-2016) Lot Lines Protected Waters - Basins Public Water Basin Public Water Wetland Protected Waters - Watercourse Connector (Wetland) Stream (Intermittent) Stream (Perennial) APPENDIX SAMPLE REPORTS PLANNING COMMISSION REPORT Section 5 DATE: October 10, 2017 TO: Members of the Planning Commission FROM: Jane Kansier, Planning Consultant Lucinda Meyers, Planner AGENDA ITEM: Request for a Planned Unit Development (PUD) and a preliminary plat to be known as Stonebridge of Jordan 3rd Addition. ****************************************************************************** ACTION REQUESTED: Consider the request for a PUD and preliminary plat to be known as Stonebridge of Jordan 3rd Addition and recommend approval, approval with conditions, or denial to the City Council. ****************************************************************************** BACKGROUND: This property consists of 19.34 acres, and is located at the south end of Stonebridge Path, west of Aberdeen Avenue, and a quarter mile east of Huntington Way at the south end of the city limits. The property was originally included in the preliminary plat for Stonebridge of Jordan in 2004, platted as an outlot in 2005, and again as an outlot in 2006 as part of Stonebridge of Jordan 2nd Addition. Minnesota Statute 462.358, Subd. 4, states “for one year following preliminary approval and for two years following final approval, unless the subdivider and the municipality agree otherwise, no amendment to a comprehensive plan or official control shall apply to or affect the use, development density, lot size, lot layout, or dedication or platting required or permitted by the approved application.” There has been no activity on this parcel for more than 10 years, so the applicant is required to submit a new preliminary plat. ****************************************************************************** CURRENT CIRCUMSTANCES: S.M. Hentges & Sons has requested approval of a PUD and preliminary plat to be known as Stonebridge of Jordan 3rd Addition. The development consists of 48 lots for single family dwellings. Zoning: The property is currently zoned R-1 (Single Family Residential). Surrounding Land Uses: North: Single family residences zoned R-1. South and East: Vacant agricultural land located outside of the City limits. West: Vacant land zoned R-1. Lots: The development includes 48 lots, ranging in area from 9,618 square feet to more than 32,000 square feet. Lot widths (measured at the front setback line) range from 69’ to 95 feet. The R-1 district requires a minimum lot area of 10,500 square feet, and a 75’ minimum lot width. Thirteen of the lots located along the southern boundary of the plat do not meet these requirements. The applicant is requesting approval of a PUD in order to allow the lots not meeting the minimum Zoning Ordinance requirements. 2 Streets and Sidewalks Access to this property is from Stonebridge Path on the north side. The plat dedicates right-of- way for four new public streets described below. All streets have a 60’ wide right-of-way and a 38’ wide surface (back of curb to back of curb).  Stonebridge Path is extended approximately 440’ to the south boundary of the property, and provides access to nine lots. A temporary cul-de-sac is proposed at the south end of the street. A sidewalk is located along the east side of the street. Stonebridge Path will eventually serve as a collector street for this development and future development to the south. We would suggest additional sidewalk be provided on the west side of Stonebridge Path, south of Boulder Pass Street.  Boulder Pass Street runs east to west, and is extended approximately 1,050’ from Stonebridge Path to the west boundary of the plat, and provides access to 14 lots. There is sidewalk located along north side of the street, and a temporary cul-de-sac on the west end of the property.  Wildberry Path is a 500’ long cul-de-sac located on the north side of Boulder Pass Street, and on the west side of the property. The street provides access to 14 lots. Wildberry Path is designed with a 6% grade,  Blue Heron Circle is a 300’ long cul-de-sac located on the north side of Boulder Pass Street, just west of Stonebridge Path. This cul-de-sac is designed with a 7% grade and provides access to 11 lots. The plat also dedicates a 300’ long strip approximately 15’ wide as County Road 61 (Aberdeen Avenue) right-of-way at the south end of the property. This right-of-way is intended to accommodate a future right turn lane. Access to the entire Stonebridge development is currently from Stonebridge Way, located adjacent to the north side of Lot 1, Block 2, Stonebridge of Jordan 3rd Addition. Stonebridge Way was intended to be a temporary access onto Aberdeen Avenue (CR 61) until a new, permanent access on the property to the south is developed. Comments from Scott County Transportation Services indicate the access should be closed within three years of final plat approval. The staff recommends the access be closed when the property to the south, along with a new access to CR 61, is developed. Utilities: Sanitary sewer and watermain are extended from Stonebridge of Jordan 2nd Addition to the north. There is existing sanitary sewer and watermain located in the new Stonebridge Path and Boulder Pass right-of-way. The City Engineer has reviewed the utility plans; specific comments are identified in the attached memorandums. Grading and Drainage: The property was graded as part of the previous development. The property generally drains from south to north. The lots along the south boundary of the plat drain to storm sewer located in the street. The lots along the north side of the plat generally drain to the ponds along the north boundary of the property. Drainage calculations were received on October 5, 2017, but are not 3 complete. As of the writing of this report, the City Engineer has not completed a review of these calculations, so we do not know if changes are required. Other comments on the grading plan are identified in the attached memorandums. Wetlands: There are two existing wetlands located on the north side of the property. The original wetland delineation has expired and a new delineation is required. The new wetland delineation has not been submitted as of the writing of this report. Tree Preservation/Landscaping: As noted above, the property has been graded and the original trees removed. The previous tree replacement plan identified new 15 overstory trees to be planted along the north side of Boulder Pass and 24 new evergreens to be planted along the east side of the property adjacent to Aberdeen Avenue. Subdivision trees are also required on each lot as building permits are issued. When the property to the south of this development is developed, it is likely a collector road will be extended from Aberdeen Avenue to the west. This road may be directly adjacent to the lots along the south side of Stonebridge of Jordan 3rd and 4th Additions. The addition of a landscaped screen along the south boundary of the plat should be considered. Parkland Dedication: Section 153.11 (L) of the City Subdivision Ordinance requires dedication of “land for parks, playgrounds, public open space and trails, pedestrian ways and sidewalks and/or shall make a cash payment to the city's park fund.” According to the Subdivision Ordinance, a land dedication of 2.25 acres is required for this subdivision. There is no land identified for parks in this plat. The City Council may also accept a cash dedication in lieu of land. The required cash dedication is equal to the fair market value of the buildable unplatted land. In this case, the cash dedication would be equivalent to the market value of 2.25 acres. The City Parks and Recreation Advisory Committee reviewed this preliminary plat on September 25, 2017. The Committee expressed concern about the lack of a neighborhood park facility in this area. The Committee would prefer a land dedication to establish a neighborhood park. At a minimum, the developer is required to make a cash dedication. PUD Plan: Section 154. 192 of the City Zoning Ordinance states a PUD is “intended to encourage the efficient use of land and resources, to promote greater efficiency in public utility services and encourage innovation in the planning and building of all types of development. Public benefits to be derived as a result of the PUD include but are not limited to: (A) Permit and promote greater flexibility to allow more creativity and imaginative design, and to promote more efficient uses of the land while preserving existing landscape amenities and allowing harmonious development consistent with the Comprehensive Plan for Jordan and preserving the health, safety and welfare of the community. (B) Ensure concentration of open space into more usable areas, and the preservation of the natural resources of the site including wetlands, woodlands, steep slopes and scenic 4 areas. (C) Facilitate the economical provision of streets and public utilities. (D) Encourage the preservation and enhancement of historic and natural resources while creating a positive environment with special development features. (E) Allow more than 1 principal building on a lot. (F) Allow for a mixture of residential units in an integrated and well-planned area and provide for a variety of housing types, consistent with the city's housing goals. (G) Promote energy conservation through the use of more efficient building designs, sites and clustering of land uses and buildings. (H) Provide for mixed commercial and residential uses, where appropriate. The applicant has identified the benefit of the PUD allows smaller lots for more affordable housing, which is in line with current market conditions. ****************************************************************************** STAFF RECOMMENDATION: PUD Section 154.196, Subd. B,9, of the Zoning Ordinance lists the review and evaluation criteria for a PUD as follows: (a) Adequate property control is provided to protect the individual owner's rights and property values and the public responsibility for maintenance and upkeep. (b) The interior circulation plan plus access from and onto public rights-of-way does not create congestion or dangers and is adequate for the safety of the project resident and the general public. (c) A sufficient amount of usable open space is provided. (d) The arrangement of buildings, structures, and accessory uses does not unreasonably disturb the privacy or property values of the surrounding residential uses. (e) The architectural design of the project is visually compatible with the surrounding area. Architectural style or type of buildings shall not solely be a basis for denial or approval of the preliminary PUD plan. However, the overall appearance and compatibility of individual buildings to other site elements of surrounding development will be given primary consideration in the review stages of the Planning Commission and City Council. (f) The drainage and utility system plans are submitted to the City Engineer and shall be subject to approval of the City Engineer. (g) The development schedule insures a logical development of the site which will protect the public interest and conserve land. (h) Proposed unit and accessory use requirements are in compliance with the district provisions in which the development is planned. The proposed PUD consists of individual lots for single family dwellings, similar to the development of the property to the north. The preliminary plat identifies the street circulation patterns. The smaller lots allowed under this PUD will result in smaller building footprints, which often results in a more affordable unit. The provision of more affordable units is consistent with the City’s housing goals. 5 Preliminary Plat The preliminary plat is generally consistent with the requirements of the Zoning and Subdivision Ordinances. As of the date of preparation of this report, the applicant has not submitted complete drainage calculations or an updated wetland delineation report. This information must be submitted and approved before any land disturbing activity on the site. Approval of this plat should be contingent on submittal of this information, and approval by the City Engineer. While we do not anticipate any insurmountable issues, staff suggests the City Engineer be given the ability to require additional review by the Planning Commission and City Council should significant changes be required as a result of the drainage and wetland reports. Approval of this development should be subject to the following conditions: 1. The applicant must submit complete drainage calculations and an updated wetland delineation report for approval by the City Engineer. The City Engineer has the ability to require additional review by the Planning Commission and City Council should significant changes be required as a result of these reports. 2. The comments in the memorandum from the City Engineer, dated October 5, 2017, must be addressed to the City Engineer’s satisfaction prior to issuing permits for grading, utilities, or other work. 3. The existing field access to CH 61 shall be completed removed from the County right-of- way and graded to match the existing ditch. The field access shall not be used as a construction access. 4. Obtain all necessary permits prior to work on the site. 5. Revise the landscape plan (Sheet 11 of Preliminary Plans for Grading, Drainage and Erosion Control) to include additional landscaping along the south boundary of the plat. 6. Add sidewalk along the west side of Stonebridge Path south of Boulder Pass Street to the south boundary of the plat. 7. Extend the sidewalk on the east side of Stonebridge Path to the north boundary of the plat. 8. Extend the sidewalk on the north side of Boulder Pass Street to the west boundary of the plat. ****************************************************************************** ATTACHMENTS: 1. Application 2. Preliminary Plat 3. Landscaping Plan 4. Memorandum from City Engineer 5. Comments from Scott County Transportation Services ****************************************************************************** PLANNING COMMISSION ACTION: Motion: Second: APPENDIX SAMPLE REPORTS CORRESPONDENCE Section 5 C:\Users\janeka\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\9C79S8TN\Duffy_Letter.docx October 4, 2017 Mr. James Duffy RE: Proposed CUP Supplemental Information Requested Dear Mr. James Duffy, We have received your CUP application and understand you would like to utilize the property located at 101 2nd St. NE for auto sales. We have accepted your application and payment for a conditional use permit as required for an auto sales facility within the downtown mixed use district. The Aitkin Ordinance requires additional information to the application be submitted so that the Planning Commission and City Council can fully consider the site and proposed use. Lot and Density requirements within the Downtown Mixed Use district are as follows: Given that the permanent structure on the site will remain, and no new permanent structures are being proposed, it is assumed that the site will be able to comply with the lot and density requirements as shown in the table above. The City of Aitkin is willing to waive the requirement of a certified survey as part of the CUP application but would like a site ‘sketch plan’ showing the proposed site layout. We would also appreciate supplemental information that addresses conditions and considerations as laid out in Aitkin Ordinance Section 11.6 Conditional Use Permits. The following additional information is requested to supplement the application. Sketch Plan  Please utilize the County GIS website (http://gisweb.co.aitkin.mn.us/link/jsfe/index.aspx) or other resource to draw the proposed site layout that includes location and layout of: o Parking and inventory location of for sale cars. Please show where on-site customer parking will be provided (if any), and where the for sale cars will be laid out on the lot. o Sign location(s). Please show where any signage will be located on the site and the size and type of signage that will be displayed. C:\Users\janeka\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\9C79S8TN\Duffy_Letter.docx o Outdoor trash receptacle. Please show the location and any screening being proposed for on-site trash receptacles (if any). o Lighting. Please show the proposed location of any outdoor lighting on the site. o Landscape Buffering. Please indicate the location and type of screening being proposed to separate the parcel from neighboring properties (if any is proposed), including any existing screening such as the fence in the rear of the property providing screening to the library building to the south of the site. o Site Access. Currently, vehicle access along 2nd Ave NE stretches the entire length of the parcel (there is no curb). Please show the location of vehicle access points as well as the location of curbs that are proposed if the site plan were to be approved. o Pedestrian Sidewalks. At the site, there is green space in the ROW and the sidewalk is located on the parcel. Please show and clarify whether the site is proposed to continue to function with the current sidewalk layout or if something else is proposed. o Please show the location of any other outdoor permanent or temporary structures proposed to be located on the site. Supplemental Information; application narrative  Please provide any supplemental information in narrative form that would allow the Planning Commission and City Council to fully consider the Conditional Use Permit. The following considerations will be used by the Planning Commission and City Council to determine if the use is compatible: o The use or development is an appropriate conditional use in the land use zone. o The use or development, with conditions, conforms to the comprehensive land use plan. o The use with conditions is compatible with the existing neighborhood. o The use with conditions would not be injurious to the public health, safety, welfare, decency, order, comfort, convenience, appearance or prosperity of the City. o The conditional use should not be injurious to the use and enjoyment of other property in the immediate vicinity for the purpose permitted on that property, nor substantially diminish or impair values in the immediate vicinity. o The conditional use will not impede the normal and orderly development and improvement of surrounding vacant property for uses predominant in the area. o The conditional requirements at public cost for public facilities and services will not be detrimental to the economic welfare of the community. o The conditional use will have vehicular approaches to the property which are so designed as not to create traffic congestion or an indifference with traffic on surrounding public thoroughfares. o Adequate measures have been taken to provide sufficient off-street parking and loading space to serve the proposed use. o Adequate measures have been taken or will be taken to prevent or control offensive odor, fumes, dust, noise, and vibration, so none of these will constitute a nuisance and to control lights and signs in such a manner, that no disturbance to neighboring properties will result. o The conditional use will not result in the destruction, loss or damage of a natural, scenic or historical feature of major significance. o The conditional use will promote the prevention and control of pollution of the ground and surface waters including sedimentation and control of nutrients.  The above bulleted list is pulled from Aitkin Ordinance 11.6 Conditional Use Permit and will be the basis on which the Planning Commission and City Council will consider the proposed use. It is noted that some of these considerations are not applicable to the proposed use. Any information that can be shared that would provide information on the degree to which the proposed use would comply with the above considerations would be shared with the Planning C:\Users\janeka\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\9C79S8TN\Duffy_Letter.docx Commission and City Council. Additional information that would mitigate impacts on neighboring properties but not specifically mentioned in the bulleted list above include: o Proposed days and hours of operation o Anticipated demand for parking (i.e. peak customer capacity) o Use of strobe lights or dancing inflatables typically associated with auto sales that is proposed. o Lighting direction and illumination projected on neighboring properties. o Needs for large freight vehicles accessing the site. o Information on incidental uses to auto sales that are being proposed including service stations, automobile washing or rental activities. o Any events planned or instances when noise would be projected beyond property boundaries. Please be aware that notice of the proposed use and option to comment will be provided to all landowners within 350 feet of the site. These landowners may have additional concerns beyond the items noted above. Please plan on being present at the November Planning Commission Meeting to address and respond to additional community concerns that may be received. Thank you in advance for supplementing additional information and please feel welcome to contact the City of Aitkin at 218-927-2527 if you have any questions. Sincerely, Bolton & Menk, Inc. Alex Conzemius, AICP City Planner 220 Lake Street North Forest Lake MN 55025 C:\Users\janeka\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\9C79S8TN\Shed_CompatibilityMemo (00000002).doc M E M O R A N D U M Date: September 26, 2014 To: Terrance Stempler From: Alex Conzemius, City Planner Subject: Building Material and Color Scheme Compatibility The City Code for the City of Forest Lake includes design standards for detached accessory structures. Requirements are included in: § 153.110 DETACHED ACCESSORY STRUCTURES IN C, A, RR, SF, MXR-1, MXR-2, AND MXR-3 DISTRICTS. Excerpt from the section as follows: M) Exterior design and color of accessory structures. (1) The exterior design and color of the accessory structure shall be compatible with the exterior design and color of the principal building except in AP, C, A, and RR Zoning Districts. The City of Forest Lake has been asked to make a determination as to the proposed exterior design of an accessory structure located at 6494 207th St. N and its compatibility with the principle structure. It is the understanding of the City of Forest Lake that the accent color of the principal building will be the prominent color of the shed and the prominent color of the principle building will be used as the accent color of the shed. This proposed color scheme is acceptable to the City of Forest Lake and consistent with the purpose and intent of the zoning code. If you have further questions, please feel welcome to contact me. From:Alex Conzemius To:"Curt Moen" Subject:RE: Meeting Follow Up - Shoreland Overlay District Date:Friday, September 05, 2014 10:28:44 AM Hi Deborah, Indications from Doug when I met with him is that variances like this are often approved; with that being said I cannot predict how the planning commission will act on this variance. When I have the revised plans I’ll be able to review more thoroughly, but based on our conversation from yesterday, I anticipate that the staff report will recommend approval of the variance to the planning commission. As you state in the narrative report, the site plan addresses a need for storage on the property, speaks about the hardship with locating this garage anywhere that would comply with all zoning restrictions and would seem to fit in with the character of the neighborhood. Please just revise the narrative to reflect any changes in the site plan and add the shoreland overlay impervious surface restriction of 25%. Yes – I would stress in your letter that the overall impervious surface on the property would be reduced with approval of this site plan. I would recommend not phrasing it in the narrative as a second variance, instead one variance/site plan that doesn’t meet two items in the code. Make sense? I do have quite a few other meetings on Tuesday but will try to be free at 4:00 to meet with you. As stated in the previous email, if an electronic copy of the site plan is available, I would review as soon as it is available. I prefer receiving electronic copies as opposed to scanning and reproducing items as it sometimes leads to the scale becoming slightly off. If this is something RJRud would be willing to provide, it may help with my review. Thanks and let me know if you have further questions. Alex From: Curt Moen [mailto:cdmoen5@hotmail.com] Sent: Friday, September 05, 2014 9:39 AM To: Alex Conzemius Subject: RE: Meeting Follow Up - Shoreland Overlay District Good Morning, I met with RJRud survey company this morning to have my plan revised and it will be done by Monday. Please clarify what you mean by shoreland overlay restrictions. Do I need to address this in my variance verbage? If this restriction is set at 25% impervious do I ask for a second variance requesting for an overeage of 5% and is this something that would get approved because I'm reducing from my current impervious of 34% down to 30%. I would like to make an appointment for Tuesday Sept 9th at 4:00 to drop off all of the items so everything can get started on the 10th. Please let me know if this time works for you. Thank you, Deborah Moen > From: alexco@bolton-menk.com > To: cdmoen5@hotmail.com > Subject: Meeting Follow Up - Shoreland Overlay District > Date: Fri, 5 Sep 2014 00:46:37 +0000 > > Hi Deb, > > As we discussed, your property is not only within the residential zoning district but also within the Shoreland Overlay District. I promised to send you a copy of this ordinance. Please find it attached. I've highlighted the text on page 10 that talks about additional impervious surface restrictions in this district. > > I apologize for not being aware of the required number of copies to be submitted and size. I've reviewed City code and am only finding the following: > > > (B) Application. Application for a variance shall be made to the city on forms provided by the city. An application for a variance shall be accompanied by a fee as set forth in the City Code. The application shall also include written and graphic materials fully explaining the requested variance. The city may require that the applicant submit the following information before the application can be deemed complete: > > > (1) A certificate of survey or map of the property that shows all lot lines, existing and proposed structures, driveways and parking areas, significant topographical features, and significant trees; > > (2) Evidence of ownership or an interest in the property and its legal description; > > (3) A written description of the variance request, including an explanation of compliance with the variance criteria set forth in this chapter; > > (4) Building floor plans, elevations, and sections; > > (5) Grading and drainage plan; and > > (6) Other information as may be required by the city. > > The previous material submitted seemed to include most of the above. If I can get the site plan and revised narrative to reflect plan revisions and the shoreland overlay restrictions by the 9th, that should be sufficient for me to write my report. Some of these items are more critical to the building inspector than it would be to the planning commission. The floor plans or blueprints would need to be reviewed by the building inspector but not necessarily needed by the 9th. > > Regarding the number of copies. I am unaware why Doug informed three copies are needed. We'll need to reproduce many more copies for the planning commission and city council (in 11x17 size and standard scale). If it is easier to submit an electronic copy to me prior to the 9th that would be great. While I'm only in Forest Lake on Tuesdays and Thursdays I check this email address at all times. > > Let me know if you have further questions and feel welcome to call to discuss > > Thanks > Alex > > ______________________________________________________________________ > This email has been scanned by the Symantec Email Security.cloud service. > For more information please visit http://www.symanteccloud.com > ______________________________________________________________________ ______________________________________________________________________ This email has been scanned by the Symantec Email Security.cloud service. For more information please visit http://www.symanteccloud.com ______________________________________________________________________ APPENDIX RESUMES Section 5 Jane A. Kansier, AICP Senior Urban Planner Education Master of Public Administration Hamline University Bachelor of Arts - Urban Studies University of Minnesota, Duluth Certifications American Institute of Certified Planners Continuing Education •Management of Transit Construction Projects, National Transit Institute •Transportation Asset Management, Transportation Research Board •Lean 101 and Kaizen Facilitator Training, Minnesota Department of Administration •Grant Writing, Grant Writing USA Organizations American Institute of Certified Planners American Planning Association Summary Ms. Kansier began her planning career in 1984 and has worked in city and county planning, city administration, and public transit. She has extensive experience in the coordination and development of comprehensive plans, zoning ordinances, city codes, site plan and development review, grant writing, public transit, and project management. Her primary duties include project management for services related to municipal planning, metropolitan area comprehensive plan development, and land use analysis and impacts. Jane has extensive experience in land use, zoning, and development review. In the course of her career, she has been involved with and led at least two complete rewrites of ordinances, as well as countless amendments. Jane is known for her approach to creative problem solving. Experience City of Forest Lake, Minnesota •2040 Comprehensive Plan Update City of Scandia, Minnesota •2040 Comprehensive Plan Update City of Prior Lake, Minnesota •2040 Comprehensive Plan Update •2030 Comprehensive Plan •2020 Comprehensive Plan Update •Zoning and Subdivision Ordinance Rewrite •Downtown Development Guide •Coordinated review of multiple large-scale developments Minnesota Valley Transit Authority •Northern Scott County Transit Service Study •2018-2022 MVTA Strategic Plan City of Rochester, Minnesota •Rochester Land Development Manual •Coordinated and completed review of multiple development applications City of Jordan, Minnesota •On-Call Planning Services and Development •Application Review Alex J. Conzemius, AICP Planner Education Bachelor of Arts - Political Science Saint John’s University Master of Arts - Urban Planning Minnesota State University, Mankato Certifications American Institute of Certified Planners Organizations American Planning Association Summary Mr. Conzemius joined Bolton & Menk, Inc. as a Planner in 2008. He is an integral part of the planning staff assisting with aviation, transportation, and municipal planning activities. His project experience includes zoning ordinance review, ordinance update, ordinance administration, site review, land acquisitions, annexations, comprehensive planning, environmental reviews, compatible land use analysis and alternative analysis. He has extensive experience working with local, state, and federal agencies as well as providing professional support at public meetings. Experience Site Review and Ordinance Administration •City of Forest Lake, MN •City of Aitkin, MN •City of Wabasha, MN •����������� •City of Le Sueur, MN •City of Granite Falls, MN •City of Buffalo, MN •City of Hayward, WI Zoning Ordinance Update •City of Aitkin, MN •City of Buffalo, MN •City of Granite Falls, MN •City of Le Sueur, MN •City of Blue Earth, MN •City of Paynesville, MN Master Plan Update •City of Buffalo, MN •City of Faribault, MN •City of South St. Paul, MN •City of Hawley, MN •City of Owatonna, MN •City of Hutchinson, MN •City of Le Mars, IA Land Acquisition •City of Aitkin, MN •City of Buffalo, MN •City of Faribault, MN •City of Le Sueur, MN •Sawyer County, WI Sarah M. Strain Planner Education Bachelor of Arts - Psychology Bachelor of Arts - Sociology University of St. Thomas Master of Arts - Urban and Regional Planning Humphrey School of Public Affairs, University of Minnesota Organizations American Planning Association Summary Sarah is a planner who joined Bolton & Menk, Inc. in 2017. Sarah enjoys working closely with communities to develop comprehensive plans. Fitting all the puzzle pieces together to create a future picture of the community motivates her to build a deep understanding and relationship with each community. Sarah is an integral part of the municipal planning staff assisting with comprehensive planning, area plans, land use analysis, zoning and ordinances, and community engagement. She also assists with environmental review and grant writing. Experience Comprehensive Plan Update •City of Anoka, MN •City of Belle Plaine, MN •City of Cologne, MN •City of Forest Lake, MN •City of Hopkins, MN •City of Landfall Village, MN •City of Luverne, MN •City of Mound, MN •City of Nicollet, MN •City of Prior Lake, MN •City of Scandia, MN •City of Vadnais Heights, MN •City of Waconia, MN •City of Cologne, MN •City of Columbus, MN •Dakota County, MN •City of Hamburg, MN expanded scope.docx July 18, 2018 Dave Perrault, MBA, MPA City Administrator City of Arden Hills 1245 West Highway 96 Arden Hills, MN 55112 dperrault@cityofardenhills.org RE: Planning Services Dear Mr. Perrault: Thank you for choosing Bolton & Menk, Inc. to provide planning services for the city. We are excited to begin working with you and city staff on this project. I understand, as a result of recent staffing changes, there is a need to expand the original scope of services. Additional assistance may include some or all of the following:  Provide day-to-day and in office planning and zoning administration services;  Attend and assist staff with TCAAP meetings;  Attend staff meetings, and other meetings as requested;  Assist other city staff as requested. Bolton & Menk has the capacity to provide additional services. We will work with city staff to determine what level of assistance is needed and to develop a plan and schedule that will best meet the needs of the city and its residents. We will continue to operate under the fee schedule included in our original proposal, including a reduced hourly rate for the first 10 hours of general planning services. Based on our discussion, most of the expanded scope of work will fall under this category. The next several years will be a busy and exciting time in Arden Hills. We are pleased to play a part in helping Arden Hills create a safe, sustainable and beautiful community. Please contact me at 952-358- 0604 or at janeka@bolton-menk.com if you have any questions. Sincerely, Bolton & Menk, Inc. Jane Kansier, AICP Senior Urban Planner DATE: July 23, 2018 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Julie Hanson, City Clerk SUBJECT: City Administrator Six Month Performance Evaluation Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider The Council should consider approval of a step increase (from Grade 22/Step 5 to Grade 22/Step 6) for City Administrator Dave Perrault. Background State Statute allows the City Council to meet in a closed session to conduct the City Administrator’s performance evaluation but requires formal approval of the results at the Council’s next open meeting. Discussion The City Council and City Clerk met in a closed session on July 9, 2018, for the purpose of conducting a six month performance evaluation of City Administrator Dave Perrault. City Administrator Perrault was evaluated on the following categories: (1) City Council Relationship, (2) Public Relations, (3) Leadership, (4) Fiscal Management, (5) Personal Characteristics and Dependability, (6) Decision Making/Problem Solving, (7) Communication, and (8) Organizational Management. Subsequent to a discussion by the Council, City Administrator Perrault received feedback and goal expectations from the Council. The evaluation concluded with the determination that City Administrator Perrault is meeting expectations satisfactorily and as a result, the Council directed the City Clerk to prepare this item to request approval for a one step increase per the terms of the contract. Attachments None CONSENT ITEM – 7D MEMORANDUM City of Arden Hills City Council Meeting for July 23, 2018 P:\Planning\Planning Cases\2018\PC 18-013 - 3246 New Brighton Road - Preliminary & Final Plat and Comprehensive Plan Amendment\Memos_Reports_18-013 Page 1 of 1 CONSENT ITEM – 7E MEMORANDUM DATE: July 23, 2018 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Matthew Bachler, City Planner SUBJECT: Planning Case #18-013 Applicant: Journey Home Minnesota Property Location: 3246 New Brighton Road Request: Johanna Station No. 1 Final Plat Recording Deadline Extension Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider Motion to approve an extension until September 30, 2018 for the deadline to file the Johanna Station No. 1 Final Plat with Ramsey County. Background On May 29, 2018, the City Council approved Planning Case 18-013 for a Preliminary and Final Plat and Comprehensive Plan Amendment at 3246 New Brighton Road. As a condition of approval, the applicant is required to file the Johanna Station No. 1 Final Plat with Ramsey County within 60 days of the City Council approval. The deadline for filing the Final Plat is July 28, 2018. The applicant has requested the deadline be extended to September 30, 2018. Staff has reviewed the request and does not have concerns about the deadline extension. City of Arden Hills City Council Meeting for July 23, 2018 P:\Planning\Planning Cases\2018\PC 18-011 - 1377 Arden Oaks Drive & 1415 County Road E - Minor Subdivision\Memos_Reports_18-011 Page 1 of 1 CONSENT ITEM – 7F MEMORANDUM DATE: July 23, 2018 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Matthew Bachler, City Planner SUBJECT: Planning Case #18-011 Applicant: David Beamish Property Location: 1377 Arden Oaks Drive and 1415 County Road E Request: Minor Subdivision Recording Deadline Extension Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider Motion to approve an extension until November 15, 2018 for the deadline to file the Minor Subdivision for a Lot Line Adjustment at 1377 Arden Oaks Drive and 1415 County Road E with Ramsey County. Background On June 11, 2018, the City Council approved Planning Case 18-011 for a Minor Subdivision for a Lot Line Adjustment at 1337 Arden Oaks Drive and 1415 County Road E. As a condition of approval, the applicant is required to file the Minor Subdivision with Ramsey County within 60 days of the City Council approval. The deadline for filing the subdivision is August 10, 2018. The applicant has requested that the filing deadline be extended to November 15, 2018. Staff has reviewed the request and does not have concerns about the deadline extension. Page 1 of 1 CONSENT ITEM – 7G MEMORANDUM DATE: July 23, 2018 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Sue Polka, Public Works Director/City Engineer SUBJECT: Catch Basin Repairs – Lametti Lane Budgeted Amount: Actual Amount: Funding Source: N/A $16,750.00 Surface Water Utility Council Should Consider Approving catch basin repairs in the amount of $16,750.00. Background/Discussion The catch basins on Lametti Lane (Attachment A) have deteriorated to the point that repairs to the existing structures are not feasible. Due to the structure size and depth, staff obtained a quote from Valley Rich for the catch basin replacement as the City does not have the necessary equipment to replace the structures. Valley Rich provided a quote in the amount of $16,750 to replace the catch basins and complete associated curb repairs (Attachment B). Staff recommends that the Council authorize Valley Rich to complete the catch basin replacement in the amount of $16,750.00. Attachments Attachment A – Location – Lametti Lane Attachment B – Valley Rich proposal Lametti Lane Catch Basin Repair Date: 7/6/18 Bid: #18306 P Project: 1487 Lametti Lane – Catch Basin Work Location: Arden Hills, MN Site Utilities Valley-Rich Co., Inc. will provide labor, equipment, and materials needed to excavate, remove (2) catch basins, and install (1) 48” catch basin with 2 x 3 casting, (1) 2’ x 3’ catch basin with 2’ x 3’ casting, and (1) 48” catch basin with 2’ x 3’ casting. The restoration of the curb is listed below as alternate #1. All other restoration is excluded. Base Bid: $13,750 Alternate #1: Add $3,000 to restore curb (approximately 40’) Note: This proposal is good for 30 days from the bid date in order to lock in our material prices with our vendors. Maximum depth of trenches and structures is assumed to be 10 feet when information is not provided. Respectfully, Pete Nasvik Exclusions: Dewatering, soil correction and/or replacement, pipe support, removal of buried obstructions, jacking, frost charges, rock excavation, restoration (other than listed above), hazardous material handling, irrigation, private utility locates. 147 Jonathan Blvd. N., Ste. 4 Chaska, Minnesota 55318 Office: (952) 448-3002 Fax: (952) 448-3362 DATE: July 23, 2018 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Sue Polka, Public Works Director/City Engineer SUBJECT: 0.5 MG Water Tower Rehabilitation - Payment No. 3 Budgeted Amount: Actual Amount: Funding Sources: $900,000 $519,800 Water Utility Fund Council Should Consider Approve Payment No. 3 to Osseo Construction Co., LLC, in the amount of $147,820.00 for the 0.5 MG Water Tower Rehabilitation project. Background/Discussion The City Council awarded the 0.5 MG Water Tower Rehabilitation project to Osseo Construction Co., LLC, on June 26, 2017, in the amount of $519,800.00. The water tower rehabilitation is underway and is approximately 44% completed. Five percent is being withheld from the work completed in accordance with the contract documents. The Council approved the first two payment requests in the amount of $71,810.50. Payment No. 3 in the amount of $147,820.00 is recommended for approval by the project engineer. Staff recommends Council approve Payment No. 3. Attachments Attachment A: Application for Payment No. 3 CONSENT ITEM – 7H MEMORANDUM Page 1 of 1 DATE: July 23, 2018 TO: Honorable Mayor and City Councilmembers David Perrault, City Administrator FROM: Sue Polka, Public Works Director/City Engineer SUBJECT: Johanna Marsh Park Improvement Project – Payment No. 1 Budgeted Amount: Actual Amount: Funding Sources: $125,000.00 $114,837.00 PIR Council Should Consider The City Council is requested to approve Payment No. 1 for the Johanna Marsh Park Improvement Project to Sunram Construction, Inc.in the amount of $38,183.71. Discussion On May 14, 2018, the City Council adopted Resolution 2018-036 Awarding the Johanna Marsh Park Improvement Project to Sunram Construction, Inc. in the amount of $114,837.00. The project is approximately 35% complete with a majority of the concrete work installed. Five percent is being withheld from the work completed in accordance with the contract documents. The first payment is in the amount of $38,183.71. WSB has provided a recommendation to pay the first voucher (Attachment A). Staff recommends that Council approve Payment No. 1. Attachments Attachment A: WSB Letter Attachment B: Payment No. 1 CONSENT ITEM – 7I MEMORANDUM DATE: July 23, 2018 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Accept the Resignation of the City Planner Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider The Council should consider accepting the resignation of the City Planner, with the last day of employment on August 9, 2018. Background The City Planner, Matthew Bachler, has submitted his letter of resignation with the final day of employment on August 9, 2018. Attachment N/A CONSENT ITEM – 7J MEMORANDUM DATE: July 23, 2018 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Authorize to Post for City Planner Position Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider The Council should consider authorizing City Staff to post for a City Planner position. This position is non-supervisory and exempt. Background City Staff and the Personnel Committee have discussed and are supportive of moving forward with posting for the City Planner Position. Anticipated process: -Council approves authorization to post -Staff advertises job opening -Staff reviews applications, interviews candidates, and selects a finalist -Staff will review the finalist with the Personnel Committee -Staff will bring the finalist for approval to a City Council Meeting on the consent calendar This position will be brought forward to the Personnel Committee for review, and go to the rest of the City Council on the consent calendar. Attachment N/A CONSENT ITEM – 7K MEMORANDUM DATE: July 23, 2018 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Terminate WSB Engineering Services Contract Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider The Council should consider terminating the WSB engineering services contract effective approximately August 31, 2018. Background The City Council tabled this item from the July 9, 2018 City Council meeting for future discussion. If City Council directs staff to terminate this contract, that is sufficient authority, staff will not need a resolution or signature from the City Council. Attachment Attachment A: Memo to Council UNFINISHED BUSINESS – 11A MEMORANDUM DATE: July 9, 2018 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Terminate WSB Engineering Services Contract Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider The Council should consider terminating the WSB engineering services contract effective approximately August 31st, 2018. Background The City Council entered into an agreement with WSB to provide engineering services support for approximately twenty hours per week at the beginning of the year. At the last Council meeting, Council authorized staff to post for a Senior Engineering Technician position, which would eliminate the need for the WSB services. Staff has anticipated the WSB contract will no longer be need on August 31, 2018. Please note, Staff may need to adjust this date slightly as the Senior Engineering Technician moves through the hiring process. Attachment N/A CONSENT ITEM – 6E MEMORANDUM