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Home My WebLink About03-18-19-WSMayor: David Grant Councilmembers: Brenda Holden Fran Holmes Dave McClung Steve Scott It ,-AEN HILLS City Council Work Session Agenda March 18, 2019 5:00 P.M. City Hall Address: 1245 W Highway 96 Arden Hills MN 55112 Phone: 651-792-7800 Website: www.cityofardenhills.org City Vision Arden Hills is a strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, well-maintained infrastructure, fiscal soundness, and our long-standing tradition as a desirable City in which to live, work, and play. CALL TO ORDER 1. AGENDA ITEMS 1.A. AUAR Jane Kansier, Bolton & Menk Documents: MEMO.PDF ATTACHMENT A.PDF 1.B. Non -Reads For Water Meters Gayle Bauman, Finance Director Documents: MEMO.PDF 1.C. Lobby Furniture Dave Perrault, City Administrator Jolene Trauba, Deputy Clerk Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF 1.D. Council Request Tracker Dave Perrault, City Administrator Documents: MEMO.PDF 2. COUNCIL/STAFF COMMENTS ADJOURN ,-ARZEN HILLS MEMORANDUM DATE: March 18, 2019 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Jane Kansier, AICP SUBJECT: TCAAP AUAR Update Budgeted Amount: Actual Amount: AGENDA ITEM —1A Funding Source: Council Should Consider Providing direction regarding the update to the TCAAP Final AUAR and Final Mitigation Plan Back2round/Discussion An Alternative Urban Areawide Review (AUAR) is a form of environmental documentation through Minnesota State Rules that evaluates development scenarios (or several scenarios) for an entire geographical area rather than a specific project. On July 28, 2014, the City Council approved Resolution No. 2014-037 adopting the Final AUAR for the TCAAP project. Under Minnesota Rules, and AUAR must be updated every five years, regardless of the activity on the site, until all the development in the area has been approved. In this case the update is due in July, 2019. An AUAR update generally takes less time than a new AUAR because the update process does not require a complete revision of the AUAR document. The update only needs to reflect the changes that have occurred in the area since approval of the final AUAR. The updated documents are distributed to a variety of state, regional and local agencies, and published in the EQB Monitor. If no objections are filed, the City can adopt the final AUAR update. Attached is an explanation of the update process prepared by the State Environmental Quality Board. If the AUAR is not updated, there is no environmental review coverage on the project. In that case, further environmental review will be required if a specific project that exceeds any mandatory EAW or EIS categories is applied. Attachment Attachment A: AUAR Update Process Page 1 of 1 ��taN F. 5 pl9 Attachment A Quick Reference: Alternative Urban Areawide Review AUAR Update Process Steps (Minnesota Rules 4410.3610 Subpart 7) Minnesota Rules provide guidance on the circumstances that require an AUAR update. Regardless of any significant changes, the AUAR must be updated every five years until all of the development in the area has been approved. An AUAR update is generally a faster process than starting a new AUAR since the update process does not require a complete revision of the AUAR document. Instead, the update process requires that the AUAR document, along with the mitigation plan, be updated to the extent necessary to reflect the changes that have occurred in the area included in the review. The updated documents are distributed in a manner similar to a final AUAR except that the documents must be sent to all parties listed on the EAW distribution list and a notice must be published in the EQB Monitor. The process for appeal to the EQB can still be invoked by state agencies and the Metropolitan Council as in the normal AUAR process. RGU completes a draft update of the AUAR and mitigation plan (4410.3610 Subp. 5 D -H & Subp. 7) RGU distributes AUAR draft and mitigation plan update for comments. Notice is published in the EQB Monitor (4410.3610 Subp. 5 D & Subp. 7) RGU adopts final AUAR and mitigation plan. Notice is published in the EQB Monitor (4410.3610 Subp. 5 E) Reviewers have 10 days from publication date in EQB Monitor to submit written comments to RGU. State Agencies and the Met Council have 10 days from receipt of final AUAR documents to file an objection (4410.3610 Subp. 5 D) o" rN Negotiations between RGU and objecting agency (4410.3610 Subp. 5 F & G) T CD 0 cL CL EQB action required to determine adequacy of AUAR documents (4410.3610 Subp. 5 H) Updated December 2015 Page 3 'It ,ARZEN HILLS MEMORANDUM DATE: March 18, 2019 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Gayle Bauman, Finance Director SUBJECT: Non -Reads on Water Meters Discussion Budgeted Amount: Actual Amount: N/A N/A Council Should Consider AGENDA ITEM — 1B Funding Source: N/A The Council should review and provide feedback on the following information regarding properties where the City has had difficulty obtaining readings from water meters. Background The City captures meter readings on a quarterly basis in order to complete the process for issuing utility bills. There always seems to be some meters where data isn't collected. Some of these issues are fixed by doing a re -read, but notices are sent to the others informing the customer of the problem and asking them to contact City Hall so staff can look into the matter. Discussion The City currently has around 10 accounts where usage has had to be estimated for at least the last two quarters, with some reads being estimated since 2015. Notices have been distributed to the properties, but City staff has been unable to connect with these residents and schedule a site visit to assess the situation. Estimates are normally calculated off the most recent reads, but with some of the last reads having been completed years ago, we are unsure how accurate those estimates continue to be. The desired outcome would be for staff to access the properties to determine what the problem is and make whatever fixes need to be made to allow for quarterly meter reads. Staff has discussed this issue and would like to review with the Council a proposed change to our fee schedule to motivate customers to work with the City to correct any problems that may exist with their water meter. Staff is proposing the following: For the 1St quarter where a reading cannot be obtained — use our current procedures to compute the estimate. Up to the past 3 years of usage for the same quarter are reviewed to determine the estimated amount. Page 1 of 2 For the 2nd quarter where a reading cannot be obtained — determine a baseline estimated amount based on the past 2 — 3 years of usage for the entire year, but not less than the estimate used for the 1 St quarter. For each quarter after where a reading cannot be obtained — increase the last estimated amount used by 5,000 gallons ($40 - $50 in additional charges). So, if after 2 quarters we set the baseline estimate at 14,000 gallons, the next quarterly estimate would be 19,000 gallons, the next quarterly estimate would be 24,000 gallons, and so on. This way, when a reading finally is obtained, the total usage for the missed quarters can be calculated and either a credit can be issued or an additional charge can be added to the next bill. There is nothing subjective, as the customer will end up only paying for their actual usage. We are not proposing any penalties for non -reads, as it would make it difficult to remove/refund these for any reason. Page 2 of 2 ,-ARZEN HILLS MEMORANDUM DATE: March 18, 2019 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator Jolene Trauba, Deputy Clerk SUBJECT: Lobby Furniture Budgeted Amount: Actual Amount: n/a $4,000 (estimated) Council Should Consider AGENDA ITEM — 1C Funding Source: General Fund The Council should consider providing further direction on the suggested lobby furniture. Background Lobby furniture replacement was brought for Council discussion at the January 22 Work Session. At that time, Council agreed to replace the current furniture. It was suggested that staff find a local vendor so the furniture could be sat in prior to purchase. Staff located an attractive set at All Furniture. All Furniture provided the attached estimate which is considerably lower than the other quotes previously discussed. All Furniture is providing government pricing. Upon approval the furniture would be ordered in Bomber Brown leatherette. Pieces would include an L shaped sectional sofa, and two armchairs. A coordinating coffee table would also be purchased. All Furniture would remove the current furniture for an additional cost of $55.00. Attachments Attachment A: All Furniture Estimate Attachment B: Suggested Furniture Attachment C: Bomber Brown Fabric Example Page 1 of 1 ALL 1=UIRNITURE All Furniture Inc 63 St. Anthony Pkwy MinneapolisMN55418 Bill To City of Arden Hills 1245 West Highway 96 Arden HillsMinnesota, 55112 joleneTrauba 651-792-7830 jtrauba@cityofardenhills.org 1 CORNER - BRS13C (SECTIONAL) 2 SEAT & BACK BRS12 (SECTIONAL) 3 LEFT ARM (NO TABLET) BRS1 LA (SECTIONAL) 4 RIGHT ARM (NO TABLET) BRS1 RA (SECTIONAL) 5 SEAT & BACK BRS12 (SINGLE PERSON SOFA CHAIR) 6 LEFT ARM (NO TABLET) FOR SINGLE PERSON SOFA CHAIR BRS1 LA 7 RIGHT ARM (NO TABLET) FOR SINGLE PERSON SOFA CHAIR BRS1 RA 8 ABOVE ITEMS TO BE ORDERED IN BOMBER BROWN. WILL REQUIRE 3 WEEK LEAD TIME 9 RECEIVE, DELIVER, UNCARTON, AND ASSEMBLE Notes Looking forward for your business. Terms & Conditions 50% deposit required for all New Product items, remainder due before install. Estimate # EST -000930 Attachment A Estimate Date : 01 Mar 2019 Expiry Date : 31 Mar 2019 Sales person : Alex Nitescu 1.00 300.00 300.00 6.00 205.00 1,230.00 1.00 60.00 60.00 1.00 60.00 60.00 2.00 205.00 410.00 2.00 60.00 120.00 2.00 60.00 120.00 1.00 0.00 0.00 1.00 225.00 225.00 Sub Total 2,525.00 Total $2,525.00 Club Chair Black with Black Leg, 30" wide 2 Seater Chair Black with Black Leg, 52" wide Right Shown Below. Must specify right or left. Attachment B 56° wide Loveseat ""Now ra 76" wide Couch that matches the seating above 23 Also available in Bomber Br n, special order, Also available in Bomber Brown, special order, Seat and Back Black BRS12 $450 3 weeks delivery. equires assembly. 3 weeks delivery. Requires assembly. 35" Wide Right Arm NO Tablet BRSIRA $125Left Arm NO Tablet BRS1LA $125 BRS12 Seat/Back = $450 BRS12 SeatBack $450 Right Arm WITH Tablet BRS2RT $220 BRS1 LA or RS1 RA (Arms for BRS1 2)= $125 ea. BRS1 LA or BRS1 RA (Arms for BRS12) = $125 ea. Left Arm WITH Tablet BRS2LT $220 61"wide BRS2LT-Tablet or BRS2RT-Tablet = $220 ea. ottoman BRS140 $370 Corner BRS13C $665 $3535 as shown above Stocked in Mack. Bomber Brown is Special Order - 3 weeks. 23 I� i•aC ,. ..:� Attachment C b �ALM Attachment C b AGENDA ITEM —1D , VN HILLS MEMORANDUM DATE: March 18, 2019 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Council Tracker Update Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider The Council should provide further direction on items presented on the Council Request Tracker. Backl4round City Council will receive a verbal update on items the Council has previously directed staff to research and/or bring forward. AttnehmPnt N/A