HomeMy WebLinkAbout02-18-2020-WSAGENDA ITEMS
CTV Annual Update
Dave Perrault, City Administrator
MEMO.PDF
ATTACHMENT A.PDF
ATTACHMENT B.PDF
State Of The City Update
Dawn Skelly, Communications Coordinator
MEMO.PDF
ATTACHMENT A.PDF
ATTACHMENT B.PDF
Spring Tree Sale/Giveaway Discussion
Mike Mrosla, Community Development Manager/City Planner
Danica Mooney -Jones, Minnesota GreenCorps Member
MEMO.PDF
ICWC 2020 Contract Renewal And Draft 2020 Work Plan
Todd Blomstrom, Public Works Director/City Engineer
MEMO.PDF
ATTACHMENT A.PDF
ATTACHMENT B.PDF
Public Works Capital Equipment Replacements
Todd Blomstrom, Public Works Director/City Engineer
MEMO.PDF
ATTACHMENT A.PDF
ATTACHMENT B.PDF
ATTACHMENT C.PDF
ATTACHMENT D.PDF
ATTACHMENT E.PDF
ATTACHMENT F.PDF
Karth Lake Pump And Control Cabinet Discussion
Todd Blomstrom, Public Works Director/City Engineer
MEMO.PDF
ATTACHMENT A.PDF
ATTACHMENT B.PDF
ATTACHMENT C.PDF
ATTACHMENT D.PDF
ATTACHMENT E.PDF
HVAC Discussion
Dave Perrault, City Administrator
MEMO.PDF
ATTACHMENT A.PDF
Summit Development / Met Council Update
Mike Mrosla, Community Development Manager/City Planner
MEMO.PDF
Communications Update
Dave Perrault, City Administrator
MEMO.PDF
Council Tracker
Dave Perrault, City Administrator
MEMO.PDF
COUNCIL/STAFF COMMENTS
ADJOURN
Mayor:
David Grant
Councilmembers:
Brenda Holden
Fran Holmes
Dave McClung
Steve Scott
City Council Work Session
Agenda
February 18, 2020
5:00 p.m.
City Hall
Address:
1245 W Highway 96
Arden Hills MN 55112
Phone:
651 -792 -7800
Website :
www.cityofardenhills.org
City Vision
Arden Hills is a strong community that values its unique environmental setting, strong residential
neighborhoods, vital business community, well -maintained infrastructure, fiscal soundness, and our
long -standing tradition as a desirable City in which to live, work, and play.
CALL TO ORDER
1.
1.A.
Documents:
1.B.
Documents:
1.C.
Documents:
1.D.
Documents:
1.E.
Documents:
1.F.
Documents:
1.G.
Documents:
1.H.
Documents:
1.I.
Documents:
1.J.
Documents:
2.
AGENDA ITEMSCTV Annual UpdateDave Perrault, City Administrator MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFState Of The City UpdateDawn Skelly, Communications Coordinator MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFSpring Tree Sale/Giveaway DiscussionMike Mrosla, Community Development Manager/City PlannerDanica Mooney -Jones, Minnesota GreenCorps Member MEMO.PDFICWC 2020 Contract Renewal And Draft 2020 Work PlanTodd Blomstrom, Public Works Director/City Engineer
MEMO.PDF
ATTACHMENT A.PDF
ATTACHMENT B.PDF
Public Works Capital Equipment Replacements
Todd Blomstrom, Public Works Director/City Engineer
MEMO.PDF
ATTACHMENT A.PDF
ATTACHMENT B.PDF
ATTACHMENT C.PDF
ATTACHMENT D.PDF
ATTACHMENT E.PDF
ATTACHMENT F.PDF
Karth Lake Pump And Control Cabinet Discussion
Todd Blomstrom, Public Works Director/City Engineer
MEMO.PDF
ATTACHMENT A.PDF
ATTACHMENT B.PDF
ATTACHMENT C.PDF
ATTACHMENT D.PDF
ATTACHMENT E.PDF
HVAC Discussion
Dave Perrault, City Administrator
MEMO.PDF
ATTACHMENT A.PDF
Summit Development / Met Council Update
Mike Mrosla, Community Development Manager/City Planner
MEMO.PDF
Communications Update
Dave Perrault, City Administrator
MEMO.PDF
Council Tracker
Dave Perrault, City Administrator
MEMO.PDF
COUNCIL/STAFF COMMENTS
ADJOURN
Mayor:David Grant Councilmembers:Brenda Holden Fran HolmesDave McClungSteve Scott City Council Work SessionAgenda February 18, 20205:00 p.m. City Hall Address:1245 W Highway 96 Arden Hills MN 55112 Phone:651 -792 -7800 Website : www.cityofardenhills.org City VisionArden Hills is a strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, well -maintained infrastructure, fiscal soundness, and our long -standing tradition as a desirable City in which to live, work, and play.CALL TO ORDER1.1.A.Documents:1.B.Documents:1.C.Documents:1.D.
Documents:
1.E.
Documents:
1.F.
Documents:
1.G.
Documents:
1.H.
Documents:
1.I.
Documents:
1.J.
Documents:
2.
AGENDA ITEMSCTV Annual UpdateDave Perrault, City Administrator MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFState Of The City UpdateDawn Skelly, Communications Coordinator MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFSpring Tree Sale/Giveaway DiscussionMike Mrosla, Community Development Manager/City PlannerDanica Mooney -Jones, Minnesota GreenCorps Member MEMO.PDFICWC 2020 Contract Renewal And Draft 2020 Work PlanTodd Blomstrom, Public Works Director/City Engineer MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFPublic Works Capital Equipment ReplacementsTodd Blomstrom, Public Works Director/City Engineer MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFATTACHMENT C.PDFATTACHMENT D.PDFATTACHMENT E.PDFATTACHMENT F.PDFKarth Lake Pump And Control Cabinet DiscussionTodd Blomstrom, Public Works Director/City Engineer MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFATTACHMENT C.PDFATTACHMENT D.PDFATTACHMENT E.PDFHVAC DiscussionDave Perrault, City Administrator MEMO.PDFATTACHMENT A.PDFSummit Development / Met Council UpdateMike Mrosla, Community Development Manager/City Planner MEMO.PDFCommunications UpdateDave Perrault, City Administrator MEMO.PDF
Council Tracker
Dave Perrault, City Administrator
MEMO.PDF
COUNCIL/STAFF COMMENTS
ADJOURN
Mayor:David Grant Councilmembers:Brenda Holden Fran HolmesDave McClungSteve Scott City Council Work SessionAgenda February 18, 20205:00 p.m. City Hall Address:1245 W Highway 96 Arden Hills MN 55112 Phone:651 -792 -7800 Website : www.cityofardenhills.org City VisionArden Hills is a strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, well -maintained infrastructure, fiscal soundness, and our long -standing tradition as a desirable City in which to live, work, and play.CALL TO ORDER1.1.A.Documents:1.B.Documents:1.C.Documents:1.D.Documents:1.E.Documents:1.F.Documents:1.G.Documents:1.H.Documents:1.I.Documents:
1.J.
Documents:
2.
AGENDA ITEM – 1A
MEMORANDUM
DATE: February 18, 2020
TO: Honorable Mayor and City Councilmembers
FROM: Dave Perrault, City Administrator
SUBJECT: CTV Annual Update
Budgeted Amount: Actual Amount: Funding Source:
N/A N/A N/A
For Council Consideration
CTV will be present to provide an annual update, attached is a memo from Dana Healy (see
Attachment A) and a presentation (see Attachment B).
Also, Council requested a proposal to upgrade the projector in the Council Chambers for a
clearer picture, and that is still in progress. CTV identified a possible option but is requesting a
demo model to ensure it would work with our current set up prior to making a recommendation.
Attachment
Attachment A: Memo from Dana Healy
Attachment B: CTV Presentation
MEMO FROM CTV NORTH SUBURBS
Meeting Date: 2/1820
Agenda Item No.: -
Item Description: CTV North Suburbs Presentation
Page 1 of 1
BACKGROUND 1
CTV North Suburbs is a nonprofit 501c3 organization assembled through a Joint Powers Authority 2
with 9 partner cities: Arden Hills, Falcon Heights, Lauderdale, Little Canada, Mounds View, New 3
Brighton, North Oaks, Roseville, and St. Anthony. The cities receive services and additional value 4
related to communications. 5
The organization is mainly funded by PEG fees, which is a fee on the cable subscriber’s bill. Cities 6
pay for additional services from CTV with franchise fees, which are also on the cable subscriber’s 7
bill. CTV’s main services are municipal meeting coverage, webcasting, social media coordination, 8
and community engagement videos. 9
The presentation today will be a look back at 2019 and the value your city received from CTV. 10
Additionally, recommendations of municipal chamber audio/visual equipment upgrades have been 11
enclosed for your reference. 12
POLICY OBJECTIVE 13
To receive annual report of the activities of CTV North Suburbs and how it has impacted your city. 14
To receive the annual equipment recommendations. 15
BUDGET IMPLICATIONS 16
N/A 17
STAFF RECOMMENDATION 18
N/A 19
REQUESTED ACTION 20
Receive the Report. 21
Prepared by: Dana Healy, Executive Director
Attachments: A: Franchise Fee Historical Data
B: City Equipment Status
C: City Equipment Recommendation List
D: Annual PowerPoint presentation
MEMO FROM CTV NORTH SUBURBS
Meeting Date: 2/18/20
Agenda Item No.: -
Item Description: CTV North Suburbs Presentation
Page 1 of 1
HISTORICAL FRANCHISE FEE DATA 1
Cable subscribers are cutting or shaving the cord, which means they are eliminating their cable 2
services. As they pare back, the city can expect to have less cable related franchise fees. The largest 3
decrease occurred from 2017 to 2018. This is reflected with all of our partner cities. Plan for 4
additional reductions for 2020 between 2% and 4%. 5
6
Arden Hills
Year Jan-Mar Apr-Jun Jul-Sep Oct-Dec Total
2014 $ 25,111.91 $ 25,003.26 $ 25,666.36 $ 26,045.10 $ 101,826.63
2015 $ 21,813.00 $ 25,517.14 $ 25,507.17 $ 25,808.08 $ 98,645.39 ($3,181) -3.12%
2016 $ 25,111.91 $ 25,003.26 $ 25,666.36 $ 25,847.36 $ 101,628.89 $2,984 3.02%
2017 $ 25,310.15 $ 25,554.89 $ 26,264.27 $ 25,379.71 $ 102,509.02 $880 0.87%
2018 $ 24,250.30 $ 24,513.03 $ 24,134.55 $ 24,315.45 $ 97,213.33 ($5,296) -5.17%
2019 $23,379.28 $ 23,811.54 $ 24,405.27 $23,701.05 $ 95,297.14 ($1,916) -1.97%
POLICY OBJECTIVE 7
To see historical data related to franchise fees. 8
BUDGET IMPLICATIONS 9
Franchise fees for 2020 are expected to decrease again. It is unsure how much, but an estimate of 2% 10
to 4% would be prudent. 11
CTV RECOMMENDATION 12
Receive the reports as presented. 13
REQUESTED ACCESS CORPORATION ACTION 14
NA 15
Prepared by: Dana Healy, Executive Director
Attachments:
Arden Hills Equipment Status
System Last Updated: October 2019
Approximate Cost: $84,000
Integration: CTV
System Overview
The production system, including switcher, cameras and terminal gear are all new in
2019 and capable of HD resolutions. Expected lifespan for the majority of the
equipment is 10-14 years. The control computer should be refreshed in 5-7 years.
The audio system continues to use existing speakers, amps and microphones, but a
Digital Signal Processor (DSP) replaced the analog audio board to provide for automatic
mixing and sound reinforcement. Expected lifespan - 10-14 years
The presentation system was substantially replaced, including new wireless contribution
capabilities. New dais monitors and were installed, as was a large monitor capable of
displaying either program or presentations. The existing projector was integrated into
the new system. The projector will require periodic cleaning and bulb replacement.
Replacing the entire projector is also an option when the time comes. CTV has
contacted vendors to find the cost of replacing the projector but has not yet received
responses. Expected Lifespan - 7-10 years
A previously recommended 65” TV on a rolling stand has now been added to the
system. It is capable of displaying images from the presentation system.
Recommendations
Continue process to replace the projector with an HD or better unit.
PJC/pjc
2019 Look Back: CTV North Suburbs and the City of Arden Hills PartnershipMunicipal Production | Community Engagement Video | Webcast | Social Mediawww.CTVNorthSuburbs.org
Our CapabilitiesWe handle communications to free you up to do more important work.•Measuring Up•Adding Value•Increasing EngagementPoints of Discussion•Knowing Us
Our CapabilitiesWe handle communications to free you up to do more important work.Paid for Services –Knowing UsMunicipalMeetingCoverageWebcastingSocial MediaCommunityEngagementVideos
Our CapabilitiesWe handle communications to free you up to do more important work.120 Hours Of City MeetingServices1,186 Site VisitsCommunityEngagementVideosSocial Media Not UtilizedWhat Your City is Paying For
Our CapabilitiesWe handle communications to free you up to do more important work.CTV North Suburbs – Measuring Up12%57%39%16%
109083125 34120159020040060080010001200June AugustSocial Media ViewershipReachInteractionsEngagement
Penny CarnivalDesign ObjectiveIdentify AudienceDevelop ContentConstruct TimelineAnalyzeData
Our CapabilitiesWe handle communications to free you up to do more important work.Adding Value - ContentMost ViewedProgramNeighborhoodNetworkSocial MediaVolunteer Hours LoggedWebsiteViewsSignature ProgramsAlliance for SustainabilityReach 10902 City Specific 43 Posts10,048 Reach4,22668 Companies1,186
Our CapabilitiesWe handle communications to free you up to do more important work.Adding Value - ConnectionsSignature ProgramsChamber of Commerce EventsCollaborative MeetingsRamsey County League of Local GovernmentTwin Cities North Chamber of CommercePoints of Light, CTV Signature Event
Our CapabilitiesWe handle communications to free you up to do more important work.Storytellers and Communication ExpertsSpecialized StaffAdding Value - Expertise
Our CapabilitiesWe handle communications to free you up to do more important work.Schedule Buildout projects Schedule Quarterly UpdatesMake Neighborhood Network RequestsIncreasing EngagementDiscovery Meeting Regarding Engagement Videos
Municipal Communication SolutionsCONTACTDana Healy –dhealy@ctvnorthsuburbs.orgWebsite –www.CTVNorthSuburbs.orgFacebook –/CTVNorthSuburbsInstagram –@CTVNorthSuburbsLinkedIn –/CTVNorthSuburbsJared Wiedmeyer–jwiedmeyer@ctvnorthsuburb
AGENDA ITEM – 1B
MEMORANDUM
DATE: February 18, 2020
TO: Honorable Mayor and City Councilmembers
Dave Perrault, City Administrator
FROM: Dawn Skelly, Communications Coordinator
SUBJECT: 2020 State of the City Meeting
Budgeted Amount: Actual Amount: Funding Source:
$1,000 N/A EDC
Council Should Consider
Staff is requesting City Council finalize the overall plan and due dates, the presentation topics and
invited speakers for the 2020 annual State of the City meeting. Staff is also requesting the City
Council select the breakfast menu items and consider adding a special work session to finalize the
slides and talking points.
Background
The Council selected Land O’Lakes as the preferred venue for this year’s State of the City
address, and, after learning about the event accommodations, decided to hold the event on
Thursday, April 16, rather than Thursday, April 23.
Discussion
Staff is requesting direction from the City Council on the proposed plan and due dates and the
proposed list of topics and presenters (attachment A). At the January 21, 2022 Council Work
Session, the Council asked staff to include a legislative update as part of this year’s event. Does
the Council wish to have one of our local representatives speak? If yes, is there a preference? If
not, does one of the Council members wish to discuss informational slides provided by our local
reps? Does the Council want staff to extend an invitation for someone from the Arden Hills
Foundation to speak as part of the presentation, or does one of the Council members wish to speak
to a slide with information?
How does the Council prefer to handle a possible budget shortfall for the State of the City event?
The catering list contains a variety of menu choices. A full, hot breakfast is $13.99 per person.
Visit https://landolakes.catertrax.com/ for details. Land O’Lakes has offered to cover food fees
that are above what we have budgeted for the event. Is there an opportunity to schedule a special
work session for the week of April 6 to finalize the presentation slides and speaking points?
Attachments
A. 2020 State of the City Plan/Deadlines/Budget
B. Land O’ Lakes Catering Breakfast Menu
State of the City 2020
April 16, 2020
Drafted 2/13/2020
Purpose
The annual State of the City event provides businesses and residents with information about city
projects and goals and allows attendees to ask questions of City Council and staff members and
to engage in dialogue prior to and following the event.
Audience
City business and community leaders and residents. Between 50 and 65 people typically have
attended the morning events.
Format
Registration, breakfast and networking, followed by PowerPoint presentation and Q & A, and then
visits to tables/booths and company tours.
Date
Thursday, April 16, 2020
Timing
6:30 a.m.—Staff and CTV crew arrives for set-up, equipment check
7:30 a.m.—Check in, networking, breakfast
8:00 a.m.—Presentation
9 a.m.—Q & A
9:15—Adjourn meeting, visit booths, gather for company tours
10 A.M.—Event ends
Location
Land O’Lakes headquarters
C Building—Conference and Event Center
(Located off of Lexington Avenue at 1200 County Road F)
This is on the back side of where they held the grand opening event. The conference rooms are
just inside the entrance.
Content/Topics
PowerPoint presentation to be delivered by the Mayor and City Council members, with outside
presenters to follow.
• Welcome and Introductions of Council and Staff; thank you to host
• Welcome from host
• TCAAP redevelopment (high level overview of the project and what was agreed to)
• Current/Upcoming development projects (Summit Development, Marriott SpringHill
Suites, Lexington Station Phase III, MV schools construction, traffic update)
• Transportation improvement projects (2020 PMP, other)
• Public safety (Fire and Sheriff stats, plans),
• Parks. Trails and Recreation (Tennis courts, Perry Park Dog Park, park plans for the year,
new trails, new rec programs)
• Financials and Budget (2020 Budget overview, as previously done)
• Legislative Update (Important information from 2020 Legislative session)
• Arden Hills Foundation Update (anniversary requests, update on giving)
• Presentations by representatives from MnDOT, Ramsey County on current and planned
State road improvements (Lexington Avenue Reconstruction, Hamline/Snelling left turn,
other?)
• Presentation by representative of the National Guard “Red Bulls” infantry division
• AHATs update
One hour presentation followed by brief Q & A
Budget
• City budget for the event is $1,000, which includes the cost of food, postcard mailing to
businesses, as well as CTV taping fees.
• Breakdown of fees:
o Postcard printing and mailing, $100
o CTV taping, $300
o Food, $600; approx. $10 per person (see attached menu and link
https://landolakes.catertrax.com/)
Upcoming Timing/Deadlines
2/18 Topics and Council presenters identified
2/18 Menu selected
2/28 Final confirmation of speakers and topics
3/6 Save the Date NL article, FB post, Twitter post
3/12 Business postcards printed and mailed
3/16 First draft of presentation to Council
4/3 April NL article, FB, Twitter post about the State of the City
4/6 Is there an opportunity to hold a special work session finalize the presentation?
4/10 RSVPS due to Land O’Lakes for badges and food
4/13 Deliver final presentation to CTV to prep for taping
4/15 CTV/Arden Hills Equipment set up and walk-through
4/16 Event at Land O’Lakes
Catering by Eurest Dining at Land O`Lakes
Must have 2 business days notice when ordering gift cards. Please call 651-375-1723 for quantities greater than 25.
Eurest Dining at Land O` Lakes
1200 County Road F West
Arden Hills, MN 55112
Ph: (651) 375-1723
Beginnings
Coffee Service
Freshly brewed Regular and
Decaffeinated Coffee and
Starbucks® Regular and
A la Carte Beginnings
Decaffeinated Coffee, each priced
per pot.
12 servings per pot.
View Details
A variety of a la carte items, each
priced per person.
View Details
Tropical Vanilla Parfait with
Granola
Tropical Fruit and Vanilla Yogurt
Parfait and with home made Granola,
includes diced strawberries along
with diced mango and a tropical
puree.
$4.49 Per Person
View Details
Smoked Salmon Platter
Smoked Salmon Platter served with
diced red onions, hard boiled eggs,
capers, black olives, diced
tomatoes, herb cream cheese, and
fresh dill.
2-day pre order
Minimum of 12 guests
$9.99 Per Person
View Details
The Continental
Assorted fresh baked Muffins,
Pastries, Scones and Breads served
with a Fresh Fruit Platter.
$6.99 Per Person
View Details
Warm Oatmeal Bar
Add a build your own oatmeal bar
to any order. Warm oatmeal served
with crisp granola, raisins, and
brown sugar.
$3.99 Per Person
View Details
Biscuits & Sausage Gravy
Fresh Buttermilk Biscuits &
Homamade Sausage Gravy
Minimum of 6 guests
Healthy Start Continental
Assorted Low-fat Muffins and Bran
Muffins, Breads and Scones served
with a Fresh Fruit Platter, and Land
O' Lakes Cottage Cheese.
$3.99 Per Person
View Details
$9.49 Per Person
View Details
The Executive Continental
Assorted fresh baked Muffins,
Pastries, Scones and Breads served
with a Fresh Fruit Platter, freshly
brewed Regular and Decaffeinated
Coffee and Assorted Juices.
$11.99 Per Person
View Details
Balanced Choices - Yogurt Bar
with Low-fat Muffins
• Low-fat Yogurt served with
Toppers: Granola, Fresh
Berries, and Golden Raisins
• Assorted Low-fat Muffins
• Freshly brewed Regular and
Decaffeinated Coffee
• Regular and Herbal Teas
• Assorted Juices
$9.99 Per Person
View Details
Bodacious Breakfast Sandwich
Buffet
• Croissants with Egg,
Sausage or Ham, and
Cheese
• English Muffins with Egg,
Sausage or Ham, and
Cheese
• Home Fried Potatoes
• Fresh Fruit Platter
• Freshly brewed Regular and
Decaffeinated Coffee
Minimum of 12 guests.
$12.99 Per Person
View Details
Country Breakfast Quiche
• Baked Quiche
• Home Fried Potatoes
• Fresh Fruit Platter
• Freshly Brewed Regular and
Decaffeinated Coffee
• Assorted Juices
$10.99 Per Person
View Details
Home-Style Breakfast
• Scrambled Eggs
• Home Fried Potatoes
• Crisp Bacon and Sausage
Patties
• Assorted Muffins, Pastries,
Bagels and Breads
• Fresh Fruit Platter
• Freshly brewed Regular and
Decaffeinated Coffee
• Assorted Juices
$13.99 Per Person
View Details
Country French Toast Breakfast
• Hand Dipped French Toast
• Warm Maple Syrup
and Land O' Lakes Butter
• Crisp Bacon and
Sausage Links
• Fresh Fruit Platter
• Freshly brewed Regular and
Decaffeinated Coffee
• Assorted Juices
• Assorted Land O' Lakes
Milk
$11.99 Per Person
View Details
Page 1 of 3
AGENDA ITEM – 1C
MEMORANDUM
DATE: February 18 , 2020
TO: Honorable Mayor and City Councilmembers
Dave Perrault, City Administrator
FROM : Danica Mooney-Jones, Minnesota GreenCorps Member
Mike Mrosla, Community Development Manager/City Planner
SUBJECT: Spring Tree Sale/Giveaway
Budgeted Amount: Actual Amount: Funding Source:
TBD TBD TBD
For Council Consideration
The City Council should consider giving direction on a tree seedling sale in the spring of 2020.
Tree Sale Background
At the October 28, 2019 City Council meeting, Councilmember Holmes requested staff to
inquire about the DNR tree sapling program in regards to hosting a spring tree giveaway to
Arden Hills residents. The DNR through the Minnesota State Forest Nursery s ells tree seedlings
(1-2 feet tall) in bulk at low cost. However, there is a minimum purchase of 500 trees as these
are intended for mass reforestation plantings on a single property and Minnesota State law
prohibits the redistribut ion of the trees by the City to residents.
Staff found that the City previously collaborated with Friends of the Parks and Trails of St. Paul
and Ramsey County as they host an annual tree sale. Friends of the Parks and Trails of St. Paul
and Ramsey County is a 501(c)(3) non-profit organization that formed to promote the public
support and appreciation of regional parks and trails. The program provides the residents of
Arden Hills the opportunity to purchase shrubs and 4-6-foot-tall saplings. Friends of the Parks
and Trails organizes and operates the tree sale. The City does not participate financ ially in the
sale. Unfortunately, Friends of the Parks and Trails of St. Paul and Ramsey County annual tree
sale is postponed for this year this as the y are reorganizing. They are anticipating to host a tree
sale in 2021.
Page 2 of 3
Staff reviewed adjacent communities that also host tree sales. The majority of cities primarily
sell 4-6-foot-tall saplings by 3 different methods: Friends of the Parks and Trails of St. Paul and
Ramsey County, Tree Trust (another organization which runs tree sales for cities), or purchasing
from a wholesale retailer like Gerten’s or Bachmann’s [as shown in the table below].
Tree Sale Participating Cities
Friends of Parks and Trails Arden Hills, St. Paul, and
New Brighton
Tree Trust Minneapolis, St. Louis Park,
and Maplewood
Wholesale
(like Gerten’s or Bachman’s)
Shoreview, Burnsville, and
Blaine
Tree Trust charges the city $30 per tree and the resident $100. The cost of the tree for the
resident can be offset if the City selects to contribute more than the minimum of $30 dollars per
tree. The wholesalers allow residents to by trees through the city. The residents notify the city of
what trees they want to purchase and pay the City directly. The City is then responsible for
purchasing and distribut ing the trees from the wholesaler.
Another option is to purchase seedlings (1-2-foot-tall) from a nearby soil and water conservation
districts. The Anoka County Conservation District sells seedlings in batches of 10 and 25 while
the Washington County Conservation District sells only in batches of 25. These would be picked
up by staff in late April and could then be sold or given away to Arden Hills residents. A Nursery
Stock Dealer Certificate from the Minnesota Department of Agriculture would needed for any
tree sale held by the City. This $225 certificate is required to sell or distribute nursery stock in
Minnesota .
Tree Sale Summary:
Comparison of the Conservation District Tree Sale Options :
Cost to City ($) Pros Cons
Anoka
County
Conservation
District
$225 Nursery Stock
Dealer Cert. + $33 for
25 ($1.32 per tree) or
$18.50 for 10 ($1.85 per
tree) seedlings
• Less expensive for
residents
• More stock and
choices available
• Can buy in smaller
bundles of 10 or 25
• Seedlings will
take a long time
to establish
Washington
County
Conservation
District
$225 Nursery Stock
Dealer Cert. + $35 for
25 seedlings ($1.40 per
tree)
• Less expensive for
residents
• Can buy in small
bundles of 25
• Seedlings will
take a long time
to establish
• Going out of
stock faster
• Less choices
Page 3 of 3
Tree Sale Discussion:
1. Is Council interested in offering a city-wide tree sale Spring 2020?
a. If yes, would the Council like to pursue the Anoka Conservation District or
Washington Conservation District option?
b. Do we want to sell or giveaway the trees?
c. When and where should this sale take place? (the sale/giveaway would occur
around Arbor day)
Budget Impact
Currently not budgeted for 2020, pending council decision.
Attachments
N/A
Page 1 of 2
DATE: February 18, 2020
TO: Honorable Mayor and City Councilmembers
David Perrault, City Administrator
FROM: Todd Blomstrom, City Engineer/Public Works Director
SUBJECT: ICWC Contract Renewal and Draft 2020 ICWC Work Plan
Budgeted Amount: Actual Amount: Funding Sources:
$10,000 TBD Park Maintenance
Surface Water Mgmt
Council Should Consider the Following Actions
City Council direction is requested regarding the proposed 2020 contract renewal with the
Minnesota Department of Corrections ICWC program and the Draft 2020 ICWC Work Plan
Background/Discussion
In May 2019, the City entered into a one-year contract with the to participate in the Institution
Community Work Crew (ICWC) program. The program provided a work crew consisting of a
crew leader and up to ten crewmembers for up to ten hours per day to complete predetermined
work plans. Work dates were available on Friday, Saturday and Sunday at a cost of $75 per
hour.
ICWC crews completed buckthorn removal in Floral, Cummings and Hazelnut parks, sediment
removal and rain garden maintenance in Valentine Park, and performed landscape maintenance
at City Hall, Highway 96 median areas and gateway sign on New Brighton Road in 2019.
The ICWC has provided a new contract for the 2020 season as provided in Attachment A. The
terms of this proposed contract are similar to the 2019 contract, including an hourly rate of $75
per hour for crew time.
The ICWC program supervisor and Public Works staff have discuss the City’s desire for more
extensive use of ICWC work crews during the 2020 season. An initial list of potential 2020
projects was developed and reviewed with ICWC representatives in September 2019. The
ITEM – 1D
MEMORANDUM
Page 2 of 2
results of these meetings are summarized on the Draft 2020 ICWC Work Plan provided in
Attachment B.
Two projects are not included on the proposed 2020 ICWC Work Plan. ICWC reviewed the
scope of work for the Karth Lake Retaining Wall and the picnic shelter roof replacements at
Floral, Hazelnut and Cummings Park. ICWC determined that their crews could not complete
these projects due to the scope and nature of the work.
Financial Impact
The estimated crew hours listed on the Draft 2020 ICWC Work Plan total 210 hours. Applying
the 2020 rate of $75 per hour results in an annual contract cost of $15,750. In 2019, contract
costs for park related work was coded to General Fund Park Maintenance and sediment removal
work was coded to the Surface Water Utility Fund.
The 2020 Budget contains the following amounts for this work:
General Fund Street Maintenance $3,500
General Fund Park Maintenance $3,500
Surface Water Utility Fund $3,000
The funds budgeted in Street Maintenance could easily be transferred to Park Maintenance but if
all 210 hours are utilized, a budget adjustment would be necessary to account for the additional
costs.
Staff requests direction from the City Council regarding the following item.
1. Confirmation that the 2020 ICWC contract should be placed on an upcoming City Council
agenda for approval.
2. Identification of any additional projects or changes to the draft 2020 ICWC Work Plan.
Attachments
Attachment A: 2020 ICWC Contract
Attachment B: Draft 2020 ICWC Work Plan
Revised 9/02
1
Income Contract No. __________
(Provided by Department of Administration)
STATE OF MINNESOTA
INCOME CONTRACT
This contract is between the State of Minnesota, acting through its Commissioner of Corrections, Institution
Community Work Crew (“State”), and the City of Arden Hills, 1245 West Highway 96, Arden Hills, MN
55112 (Purchaser").
Recitals
1. Under Minn. Stat. §241.278 the State is empowered to enter into income contracts.
2. The Purchaser is in need of an Institution Community Work Crew (ICWC).
3. The State represents that it is duly qualified and agrees to provide the services described in this contract.
Contract
1 Term of Contract
1.1 Effective date: May 1, 2020, or the date the State obtains all required signatures under Minnesota
Statutes Section 16C.05, subdivision 2, whichever is later.
1.2 Expiration date: April 30, 2021, or until all obligations have been satisfactorily fulfilled,
whichever occurs first.
2 State’s Duties
The State will:
2.1 Provide crew leader(s) who will supervise up to ten (10) offender crewmembers per ten (10) hour
days of work on dates mutually agreed between parties, including the hour’s crew leaders spend for
daily preparation and communication.
2.2 In coordination with the Purchaser, train each work crew in safety principles and techniques set
forth by the Purchaser and applicable federal, state and local agency requirements. Purchaser
agrees that the State has the responsibility and authority to refuse selected projects if it considers
the projects beyond the skill level of the crewmembers and/or unsafe to perform.
2.3 Provide required personal safety equipment and clothing needed for specific work.
2.4 Screen projects to ensure that appropriate staff are assigned.
3 Purchaser’s Duties
The Purchaser will
3.1 Obtain all necessary permits or licenses or special authority for all projects that utilize ICWC labor.
3.2 Assign all work and coordinate material purchases and delivery through the ICWC crew leader for
projects to be performed by the State.
3.3 Hire any subcontractors utilized in the project.
3.4 Provide utilities at the work site and set up accounts for the purchase of materials and rental of
specialized tools or equipment needed for the work.
3.5 Meet with the State as necessary to provide project information needed by the State in the
performance of its’ duties.
4 Payment
4.1 The Purchaser agrees to pay Seventy-Five dollars and 00/100 ($75.00) for each overtime hour
worked by the ICWC crew, as its share of the cost of providing a crew leader and placing the work
crew into service on the ICWC program during the term of this agreement. Payment will be made
no later than the 23rd day following the last day of the billing period.
ATTACHMENT A
Revised 9/02
2
5 Authorized Representatives
The State's Authorized Representative is Scott Miller, ICWC Supervisor or his successor.
The Purchaser’s Authorized Representative is Todd Blomstrom, Public Works Director/City Eng or his
successor.
6 Liability
Each party will be responsible for its own acts and omissions and the results thereof.
7 Amendments, Waiver, and Contract Complete
7.1 Amendments. Any amendment to this contract must be in writing and will not be effective until it
has been executed and approved by the same parties who executed and approved the original
contract, or their successors in office.
7.2 Waiver. If the State fails to enforce any provision of this contract, that failure does not waive the
provision or its right to enforce it.
7.3 Contract Complete. This contract contains all negotiations and agreements between the State and
the Purchaser. No other understanding regarding this contract, whether written or oral, may be
used to bind either party.
8 Government Data Practices
The Purchaser must comply with the Minnesota Government Data Practices Act, Minn. Stat. Ch. 13, as it
applies to all data provided by the State under this contract. The civil remedies of Minn. Stat. § 13.08 apply
to the release of the data referred to in this clause by either the Purchaser or the State.
If the Purchaser receives a request to release the data referred to in this Clause, the Purchaser must
immediately notify the State. The State will give the Purchaser instructions concerning the release of the
data to the requesting party before the data is released.
9 Publicity
Any publicity regarding the subject matter of this contract must not be released without prior written
approval from the State’s Authorized Representative.
10 Audit
Under Minn. Stat. Section 16C.05, subd. 5, the Purchaser’s books, records, documents, and accounting
procedures and practices relevant to this contract are subject to examination by the State and/or the State
Auditor or Legislative Auditor, as appropriate, for a total of six years.
11 Governing Law, Jurisdiction, and Venue
Minnesota law, without regard to its choice-of-law provisions, governs this contract. Venue for all legal
proceedings out of this contract, or its breach, must be in the appropriate state or federal court with
competent jurisdiction in Ramsey County, Minnesota.
12 Termination
Either party may terminate this agreement at any time, with or without cause, upon 30 days’ written notice
to the other party.
Revised 9/02
3
1. PURCHASER
The Purchaser certifies that the appropriate person(s)
have executed the contract on behalf of the Purchaser
as required by applicable articles, bylaws, resolutions,
or ordinances.
By
Title
Date
By
Title
Date
2. STATE AGENCY
With delegated authority
By
Title
Date
3. Commissioner of Administration
As delegated to Materials Management Division
By
Date
Distribution
DOC Financial Services Unit – Original (fully executed) contract
Purchaser
State’s Authorized Representative
Budget Officer of Authorized Representative
Department of Administration – Materials Management Division
ATTACHMENT B
Work Item Decription
Estimated ICWC
Crew Hours
April
Park Maintenance Projects Cleaning and Landscape Maintenance Work List(1)10
Highway 96 Median Lanscaping Remove ground landscape and prepare planting beds 20
May
Highway 96 Median Lanscaping Place new plantings and mulch in planting beds 20
Perry Park Dog Park Facility Improvements Remove block walls, benches and decommissioned items 10
June
Perry Park Dog Park Facility Improvements Labor support to remove aggregate and place topsoil 20
Chatham Open Space Restoration Remove Buckthorn and Invasive Vegetation 10
July
Chatham Open Space Restoration Remove Buckthorn and Invasive Vegetation 10
Hazelnut Park Phase 3 Remove Buckthorn and Invasive Vegetation 10
August
Hazelnut Warming House Structure Construction 50
Highway 96 Landscape Weed and maintain landscape areas 10
September
Floral Park Vegetation Management Remove Buckthorn and Invasive Vegetation 10
Floral Park Vegetation Management Remove Buckthorn and Invasive Vegetation 10
October
Park Maintenance Projects Cleaning and Landscape Maintenance Work List(1)10
Winterize Landscaping - City Hall/Hwy 96 City Hall and Highway 96 Median 10
Total Hours 210
(1) Park maintenance work list prepared early spring and mid fall, including, but not limited to, cleaning shelters, picnic tables, and playground
equipment, clearing debris from trails, spread wood fibers at playgrounds, landscape maintenance, landscape winterization
DRAFT 2020 ICWC Work Plan
Institution Community Work Crew (ICWC)
Draft: Dec 9, 2019
City of Arden Hills
PRELIMINARY DRAFT
Page 1 of 3
DATE: February 18, 2020
TO: Honorable Mayor and City Councilmembers
David Perrault, City Administrator
FROM: Todd Blomstrom, City Engineer/Public Works Director
SUBJECT: Public Works Capital Equipment Replacement
Budgeted Amount: Actual Amount: Funding Sources:
$805,000
(2020-2024 CIP) $814,000
(2020-2024 CIP) Equipment Replacement Fund
Council Should Consider the Following Actions
City Council direction is requested regarding the purchase of 2020 capital equipment items
identified on the capital improvement program and potential early replacement of a single axel
snow plow vehicle.
Background/Discussion
The 2020 Capital Improvement Program (CIP) includes three equipment items for replacement
consisting of two pickup trucks and a tool cat unit. In addition, the CIP identifies replacement of
unit 120, one of the three main snow plow vehicles in the years 2023 and 2024. Unit 120
recently required significant mechanical repairs. Staff is recommending early replacement of the
vehicle due to anticipated future repair costs and impacts to plowing operations when Unit 120 is
out of service.
This work session item was requested by Public Works staff to discuss the vehicles currently
scheduled for replacement in 2020 and potential changes to the capital equipment CIP to allow
early replacement of Unit 120. A brief summary of the four vehicles is provided below.
Unit 210
Unit 210 is a 2010 Ford F350 Pickup Truck equipped with a lift gate and sign-board. The sign
board is an older model and replacements parts are no longer available. Unit 210 is used
primarily for traffic control during field operations in the summer months and applying ice
control brine on roadways in the winter months. The repair costs for parts and labor from 2014
through 2019 totaled $6,829.86 (Attachment B). The current mileage is 56,700.
ITEM – 1E
MEMORANDUM
Page 2 of 3
Staff recommends replacement of Unit 210 with a Ford F-350, outfitted with a Tommy Gate
Liftgate and 8-foot v-plow. With this equipment, the truck will fulfill the duties of park
maintenance and winter plowing of sidewalks, trails and parking lots. The total estimated cost
for the vehicle and equipment, after trade, is $40,778. The CIP includes a budget of $46,000 for
this vehicle in 2020.
Unit 203
Unit 203 is a 2012 F350 pickup truck equipped with a V-plow. Unit 203 has been in continuous
service for the past eight years and is primarily used as a service vehicle for utility locating and
maintenance in the summer months and for plowing sidewalks, trails, and parking lots in the
winter. This type of work puts excessive wear on the transmission, transfer case and drive train.
Repair costs for parts and labor between 2014 and 2019 totaled $13,321.22 (Attachment C).
Current mileage is 84,200.
Staff recommends replacement of Unit 203 with a Ford F-250, outfitted with a Knapheide 796F
Flip-Top Service Body as described in Attachment C. With this equipment, the truck will fulfill
the duties of servicing and locating city utilities while abiding by the latest OSHA safety
standards for storing loose objects. Plowing functions would transfer to Unit 210 as described
above. The total estimated cost for the vehicle and equipment, after trade, is $45,590. The CIP
includes a budget of $48,000 for this vehicle in 2020.
Unit 435
Unit 435 is a 2010 Bobcat Tool Cat used for plowing sidewalks and trails in the winter months
and multiple maintenance functions in the summer, including street patching, park maintenance
and storm sewer repairs. Repair costs for parts and labor between 2015 and 2019 total $17,228
(Attachment D)
Staff recommends replacement of Unit 435 with a model 5600 Bobcat Tool Cat. The total
estimated cost for the vehicle and equipment, after trade, is $35,095. The CIP includes a budget
of $40,000 for this vehicle in 2020.
Unit 120
Unit 120 is a 2011 International single axle dump truck equipped with a front plow, side wing
plow, belly scraper and salt spreader. This unit was purchased used from Ramsey County in
2014 and is used as one of the three main snow plow trucks in the winter and for material
hauling during summer months. Repair costs for parts and labor between 2014 and 2019 total
$40,019 (Attachment E).
In January 2020, this vehicle encountered engine problems during a snow plowing event. A
cooling system manifold cracked, leaking approximately eight gallons of coolant into the intake
manifold and oil system. Ramsey County completed partial engine repairs at a cost of
approximately $4,000 in lieu of rebuilding the engine at an estimated cost of $25,000. County
mechanics recommend that the City consider early replacement of the vehicle. Unit 120 is
currently identified on the capital improvement program for replacement in 2023 and 2024 at a
total cost of $260,000.
Page 3 of 3
Portable Message Board
The Public Works Department would like to discuss the eventual purchase a trailer mounted
message board to replace the existing truck mounted message board on vehicle 210. A trailer
mounted unit would be more versatile, allowing placement of the message board within work
zones or along roadways without removing a vehicle from use as occurs with a truck mounted
message board. The estimated cost of a trailer mounted message board is between $15,000 and
$17,000 depending on model equipment.
Financial Impact
Public Works staff recommends restructuring the Capital Improvement Program for equipment
purchases to allow for early replacement of the snow plow Unit 210 by delaying the
replacements of other vehicles as described in Attachment A. The tables provided on
Attachment A provide the annual and total five-year financial impact for the current CIP and an
alternative equipment replacement schedule for consideration by the Council. Staff requests
direction from the City Council regarding the following item.
1. Support for early replacement of the International Plow Truck Unit 120 beginning in 2020
2. Replacement of Units 203, 210 and 435 as currently scheduled for 2020
3. Modifications of the replacement schedules for other vehicles as shown on Appendix A
4. Cash flow of the existing and alternative equipment replacement schedules on Appendix A
5. Support for the purchase of a portable message board
Attachments
Attachment A: Capital Improvement Program Schedules for Equipment
Attachment B: Unit 210 Maintenance Costs
Attachment C: Unit 203 Maintenance Costs
Attachment D: Unit 435 Maintenance Costs
Attachment E: Unit 120 Maintenance Costs
Attachment F: Powerpoint Presentation
Table 1: Current 2020 CIP for Equipment
Unit 2020 2021 2022 2023 2024 Total
Replace 2010 Bobcat Toolcat (Unit 435)$40,000 40,000.00$
Replace 2012 F-350 Truck (Unit 203)$48,000 48,000.00$
Replace 2010 F-350 Truck (Unit 210)$46,000 46,000.00$
Replace 1997 Toro Groundsmaster (Unit 409)$60,000 60,000.00$
Replace 1996 Wacker 880 Roller (Unit 106)$10,000 10,000.00$
Trade in Program Toro Z Mowers (458 % 459)$30,000 30,000.00$
Replace 2001 Toro Workman (Unit 411)$25,000 25,000.00$
Replace 2005 Felling Trailer (Unit 414)$10,000 10,000.00$
Replace F-450 Truck w/hoist (Unit 211)$80,000 80,000.00$
Replace Sterling Tanker Truck (Unit 431)$160,000 160,000.00$
Building Inspector Vehicle (Unit 504)$36,000 36,000.00$
Replace International Plow Truck (Unit 120)$125,000 $135,000 260,000.00$
TOTALS $134,000 $215,000 $196,000 $125,000 $135,000 805,000.00$
Table 2: Potential Modification to 2020 CIP for Equipment
Unit 2020 2021 2022 2023 2024 Total
Replace 2010 Bobcat Toolcat (Unit 435)$36,000 36,000.00$
Replace 2012 F-350 Truck (Unit 203)$46,000 46,000.00$
Replace 2010 F-350 Truck (Unit 210)$41,000 41,000.00$
Replace 1997 Toro Groundsmaster (Unit 409)$60,000 60,000.00$
Replace 1996 Wacker 880 Roller (Unit 106)$10,000 10,000.00$
Trade in Program Toro Z Mowers (458 & 459)$30,000 30,000.00$
Replace 2001 Toro Workman (Unit 411)$25,000 25,000.00$
Replace 2005 Felling Trailer (Unit 414)$10,000 10,000.00$
Replace F-450 Truck w/hoist (Unit 211)$80,000 80,000.00$
Replace Sterling Tanker Truck (Unit 431)$160,000 160,000.00$
Building Inspector Vehicle (Unit 504)$36,000 36,000.00$
Replace International Plow Truck (Unit 120)$125,000 $135,000 260,000.00$
Portable Message Board $16,000 16,000.00$
TOTALS $248,000 $241,000 $71,000 $80,000 $170,000 810,000.00$
ATTACHMENT A
Capital Improvement Program for Equipment
Equipment Replacement Discussion
Public Works Department
Asset #85203
2012 F350 with V Plow
Replace with:
2020 F250 with Utility Body
Asset #85210
2010 F350 with Message Board
Replace with:
2020 F350 with Boss V Plow
and Towable Message Board
Asset #85435
2010 Bobcat Tool Cat
Replace with:
2020 Bobcat Tool Cat
Asset #85120
2011 International with Plow,
Wing , Belly Scraper, Salt Spreader
Replace with: 2020 Mack
Plow Truck with Same
Features as Asset #85123
(pictured below)
Page 1 of 2
DATE: February 18, 2020
TO: Honorable Mayor and City Councilmembers
David Perrault, City Administrator
FROM: Todd Blomstrom, Public Works Director/City Engineer
SUBJECT: Karth Lake Pump and Control Cabinet
Budgeted Amount: Actual Amount: Funding Sources:
$13,002.00 $13,002.00 KLID
Council Should Consider
City Council direction is requested regarding replacement of the Karth Lake pump and repairs to
the control cabinet based on a recommendation from the Karth Lake Improvement District
Board.
Background/Discussion
At the November 18, 2019 work session, the City Council discussed funding for replacement of
the outlet pump and repairs to the control cabinet for Karth Lake. The Council directed staff to
work with the Karth Lake Improvement District Board to consider a proposal for the
Improvement District to fund the cost of the replacement pump and repairs (or replacement) of
the associated control cabinet, and the City would address the failing retaining wall adjacent to
the control panel and management of the pump operations.
On December 11, 2019, the Karth Lake Improvement District Board discussed four options to
repair the pump and control cabinet based on price quotation information obtained by City staff
as described below. Detailed cost information is provided in Attachment A.
Option 1: Replace Pump and Retrofit Existing Control Cabinet: $13,002.00
Option 2: Replace Pump and Relocate Existing Control Cabinet: $26,702.00
Option 3: Replace Pump and Control Cabinet at Existing Location: $27,880.00
Option 4: Replace Pump and Relocate a New Control Cabinet: $34,430.00
ITEM – 1F
MEMORANDUM
Page 2 of 2
On January 15, 2020, the Karth Lake Improvement District Board confirmed their
recommendation for Option 1 and discussed a recommended funding strategy for
implementation. The Board’s recommendation is to levy the cost for Option 1 in the estimated
amount of $13,002 within the District over a two year period with taxes paid in 2021 and 2022 as
further described in the attached Board resolution provided in Attachment B.
The City Council discussed the KLID Board resolution at the January 21, 2020 work session and
requested staff to provide additional information regarding funding for potential damage or loss
of the pump or control cabinet in the future. Staff is available to discuss the following additional
information and address questions from the City Council at the work session on February 18th.
1. The risk of future damage or loss of the Karth Lake pump was reviewed by the City
Attorney. Mr. Jamnik recommends that the City maintain LMCIT property insurance
coverage for the pump and control cabinet to address concerns with future damage or loss.
He also indicated that the City does receive some risk management benefits from providing
the pump and possibly mitigating the risk of fluctuating water levels on riparian properties.
2. A copy of the Karth Lake Estates plat depicting the boundary of the drainage and utility
easement encompassing the lake is provided in Attachment C. A copy of the drainage area
map for Karth Lake is provided in Attachment D. A map of parcels within the Karth Lake
Improvement District is provided in Attachment E.
3. The City Administrator confirmed that the Karth Lake pump and control cabinet are included
under the City’s existing LMCIT coverage.
4. The Karth Lake Improvement District Board intends to conduct a board meeting in April
2020. The meeting agenda will include consideration of a future annual levy after 2022 to
generate a fund balance for future projects and maintenance costs.
Based on Council direction, staff can prepare an agenda item for an upcoming City Council
meeting to authorize the Public Works Department to proceed with ordering the pump and
cabinet components.
Attachments
Attachment A – Price Quotation Information
Attachment B – KLID Board Resolution
Attachment C: Karth Lake Estates Plat
Attachment D: Karth Lake Watershed Map
Attachment E: Improvement District Parcels Map
Resolution of Karth Lake Improvement District Board
Resolved on January 15, 2020 at KLID Board Meeting
Now therefore be it resolved by the Karth Lake Improvement District Board that:
1. The City implement Option #1 as proposed by the City Engineer for an estimated cost of
$13,002.
2. The residents on the lake pay for 100% of the cost through assessments proportional to
each properties tax value over the tax years of 2021 & 2022.
Providing:
1. The City will finance the initial costs so the pump and control panel can be
replaced/repaired by spring as described in Option #1.
2. The City will take responsibility for stabilizing the slope and controlling erosion in the
area of the pump and control panel.
3. The City will continue to cover the cost of operating the pump, installing it in the spring,
removing it in the fall and storing it.
Gary Gerding
Secretary, Karth Lake Improvement District Board
RCWD SW Urban Lakes Study Karth Lake 2
Emmons & Olivier Resources, Inc. 2009
Figure 1. Karth Lake and Potential BMP Locations
Karth Lake Improvement District Parcels
Page 1 of 3
AGENDA ITEM – 1G
MEMORANDUM
DATE: February 18, 2020
TO: Honorable Mayor and City Councilmembers
FROM: Dave Perrault, City Administrator
SUBJECT: HVAC Discussion
Budgeted Amount: Actual Amount: Funding Source:
$350,000 $243,000 - $470,109 Building/Equipment Fund
For Council Consideration
The City Council should consider providing further direction regarding replacement of the City’s
current cooling system; also for consideration is the option of replacing the current heating
system.
Background
The City Council received a presentation from Johnson Controls regarding their review of the
City’s cooling and heating system at its November work session in 2019. That memo and
presentation are attached for reference (see Attachment A). At that meeting, Johnson Controls
presented three options and the chart below illustrates the differences in pricing. Option A was
recommended as the most efficient and reliable equipment; Option B utilizes similar equipment
to our current system but includes relocating the equipment to the rear of the building to address
any equipment warranty concerns; and Option C entails replacing our current set up with similar
equipment in the same location (Option C would void equipment warranty due to the length of
piping from the outdoor equipment to the utility room, approximately 225 to 250 ft,
recommended is less than 200 ft).
Option Equipment Type Cost Notes
Option A Chiller System $353,898 New style of equipment, no need to relocate equipment, RECOMMENDED
Option B Condensing Units $335,825 Similar to existing equipment, relocate equipment to rear of building
Option C Condensing Units $243,111 Similar to existing equipment, no relocation required, NOT RECOMMENDED
Page 2 of 3
Johnson Controls also noted that the City’s heating system is approaching end of life
(approximately 20 years) and maintenance costs have been similar to the A/C costs. A proposal
for replacement of the heating system was also included, see below for pricing. If the projects
were done concurrently the City could expect approximately 5% savings on the project due to
the economies of scale of having both projects done at once. The proposed boilers are high
efficiency boilers, a lower cost option could be available but at a reduced efficiency rating
(pricing is unknown, but it could be included in any final proposals).
Option Equipment Type Cost Notes
Heating High Efficency Boilers $140,954 Remove water heater, high efficency boilers, eligible for Xcel rebates
For illustrative purposes, the breakdown of costs for the Chiller and Boiler replacement from
Johnson Controls was about 11% for design, 29% for HVAC equipment, 7% for HVAC controls,
24% for installation material and labor, and 29% for subcontractor work.
The City could pursue either option independently or together.
At the work session it was noted Johnson Controls is part of Sourcewell, formerly known as the
National Joint Powers Alliance, which meets all of the bidding requirements for state purchasing
guidelines. This means the City could award this project directly to Johnson Controls.
The City Council directed staff to research other options regarding replacement of the
equipment. Staff reached out to Harris Controls, Metropolitan Mechanical Contractors (MMC),
and Air Mechanical. MMC was the only company to provide another proposal and staff can
speak to this proposal at the work session. MMC is not part of a purchasing cooperative, and the
City could not award this contract directly to MMC.
Following discussion with the City Council, if the City Council decides to move forward with
Johnson Controls, the City can bring forward necessary approvals to a future Council meeting.
If the proposal from Johnson Controls is not acceptable, the City would likely need to hire an
independent mechanical engineer to review the City’s current system and create design
documents for bidding. As this project is likely to exceed the State’s bidding threshold of
$175,000, the City would need to put this project out for bid following normal project bidding
rules, unless it were to negotiate with a company that is a part of cooperative purchasing
agreement.
Staff did reach out to HGA, the firm that did the City’s needs assessment in 2017, as they could
put together the design plans for the City. An estimate of the cost for the design was between
$19,500 and $57,500 depending on recommended changes (this proposal was based on two parts,
$17,500 for the initial consultation and evaluation, and between $2,000 and $40,000 for the
design documents). If the City were to consider hiring an independent contractor, we are not
obligated to use HGA, but their proposal gives an idea of the expected cost for an independent
design.
Page 3 of 3
For the timing of this project, Johnson Controls may still be able to complete the project this
year. If the City were to delay and seek an independent contractor, the project would likely take
place in 2021.
Johnson Controls will not be present for the discussion and staff will field questions as they are
able, but technical questions may need to be postponed if Council would like to have Johnson
Controls present for a future meeting or pursue another firm’s services.
Budget Impact
The City currently has $350,000 budgeted for this project in the Equipment Building
Replacement Fund. Depending on the solution the Council moves forward with, the project may
range between $243,000 and $470,109. The anticipated balance of the Equipment Building
Replacement Fund at the end of 2020 is $(29,555) (this includes the $350,000 budgeted for
HVAC replacement), and the projected ending balance of the fund in 2024 is $499,445. The
fund could absorb expenditures for this project based on current projections. The main source of
revenue for this fund is transfers from the Utility Funds and a tax levy of $50,000.
Attachment
Attachment A: November 18, 2019 Work Session Memo and Johnson Controls Proposal
AGENDA ITEM – 1C
MEMORANDUM
DATE: November 18, 2019
TO: Honorable Mayor and City Councilmembers
FROM: Dave Perrault, City Administrator
SUBJECT: HVAC Discussion
Budgeted Amount: Actual Amount: Funding Source:
$180,000 $243,000 - $354,000 Building/Equipment Fund
For Council Consideration
The City Council may consider giving staff direction on moving forward with HVAC
replacement for City Hall with Johnson Controls.
Background
The City Council directed staff to begin the process to replace our current cooling system. Staff
met with Johnson Controls, the City’s current maintenance provider for HVAC related systems,
and requested they review our current system and put together a proposal to replace our cooling
system.
The current system is original to the building, and is approaching end of life. Johnson Controls
did not design the current system, but has been maintaining it. City Hall has had numerous
issues over the last few years that have resulted in the building not being cooled properly. To
date in 2019, Johnson Controls has been out to the City numerous times to address cooling issues
(not including the normal maintenance visits), which resulted in $7,264 in additional
maintenance costs.
Johnson Controls will be in attendance to present their proposal to the City at the work session,
and will be able to answer Council questions. Their presentation is attached (see Attachment A),
which outlines background information and a number of options for Council to consider. As
requested, Johnson Controls also includes information regarding potential solar viability at City
Hall. The three options, for cooling, that Council will want to choose from are replacing the
units with similar units in their current location (there are some design concerns associated with
this option, which Johnson Controls will address), replacing the units with similar units and
moving the units to the rear of City Hall, and the final choice would be to replace all three
cooling units with a single Chiller in the same location as the current units. Johnson Controls
Page 2 of 2
will lay out the pros and cons of each solution. Johnson Controls will also present Council with
an option to replace the buildings boilers.
Note, Johnson Controls is a vendor with Sourcewell, which is a joint purchasing cooperative
formally known as the National Joint Powers Alliance (NJPA). This means that all of the
vendors with Sourcewell have been through a competitive solicitation process and have pre-
negotiated costs, which is similar to buying off of the State contract.
Staff will be seeking direction on which solution the City Council would like to move forward
with. Once Council has given the necessary direction, Johnson Controls will have an execution
ready proposal at a future Council meeting.
Budget Impact
The City currently has $180,000 budgeted for this project in the Equipment Building
Replacement Fund; however, depending on the solution the Council moves forward with, the
project may range between $243,000 to $354,000. The anticipated balance of the Equipment
Building Replacement Fund at the end of 2020 is $140,445 (this includes the $180,000 budgeted
for HVAC replacement), and the projected ending balance of the fund in 2024 is $669,445. The
fund could absorb additional expenditures for this project based on current projections. The
main source of revenue for this fund is transfers from the General and Utility Funds.
Attachment
Attachment A: Johnson Controls Proposal
-CITY HALL HVAC SOLUTIONS -
Presented by:
Bob Bierwerth & Zach Haeg
-Johnson Controls-
•What do we do and who we are?
•Building solutions
•Design build projects turnkey
•Fire and security services
•OEM provider
•Service and installation with over 50 local field employees
•What we have done?
•Service provider for more than 17 years
•Specialize in full solutions to help solve design and engineering problems
-WHY ARE WE HERE-
-Agenda-
I.Chiller/DX Cooling Solution
II.Boiler/Domestic Hot Water Solution
III.Project Timeline
IV.Solar Panels Solution
V.Warranty and Service Overview
-Current Cooling System Assessment-
All Systems Currently 20 yrs. Old
ACCU-1 Serves Main Office & Lobby ACCU-2 Serves Lower Level ACCU-3 Serves Council Chambers
Original Design Deficiency Issues
▪Current Refrigeration lines are currently 200’ which exceeds Factory & ASRE tolerances
▪January 1st 2020 R22 will be illegal to manufacture or import into the from United States
▪Equipment coils are beginning to fail and causing multiple refrigerant leaks
▪Efficiency rating is 30% under new equipment standards
▪ASHRAE life expectancy is 20 years
▪Obsolete/discontinued controls currently running the system
3 ½ year repair spend = $22,683
▪Compressor Replacements
▪Electrical Component failures
▪Motor Failures
▪Refrigerant Leaks
-CURRENT BOILER & DOMESTIC HW SYSTEM ASSESMENT-
▪20 yrs. in service
▪Failure on components and reliability is prevalent
▪Current efficiency rating 81%
▪$ 22,505 in Boiler repairs last 3 ½ years / $ 30,887 total spend last 5yrs.
▪Domestic HW Heater ignition and burner failures twice last 5 years.
▪Obsolete controllers running system
▪2 pumps required to provide heat on days < 10°, No Redundancy!
Existing Boiler System
Existing Domestic Hot Water System
▪20 yrs. in service
▪Domestic HW Heater ignition and burner failures twice last 5 years
▪Current efficiency 80%
▪Multiple Domestic HW Heater ignition and burner failures
▪No redundant heat source
-Turnkey Cooling Solutions-
CHILLED WATER SYTEM
•Optimizes control and comfort
•Reliable & Redundant cooling to entire building
•Ability to use the cooling that is needed
•Efficiencies and optimization
•Remote Factory monitoring
DX COOLING SYSTEM
•Similar to current system
•Single point of failure
•Limited optimization with control
Electrical Savings potential $16,800 over 20 year lifespan
-HEATING &COOLING TURNKEY SOLUTIONS-
(A) Chiller system located in the South Courtyard (Recommended Option):$353,898
▪Provides a redundant cooling source to entire building
▪Most reliable source of equipment
▪Optimized control strategies and comfort in building space
▪Allows for highest potential on custom rebates
(B)Condensing units relocated to meet ASRE/Factory Requirements:$ 335,825
▪Requires relocation to be within Factory and ASRE guidelines
▪No redundant cooling
▪Limited control strategies to optimize space temperature swings
(C)Condensing units replaced in current location (Not Recommended):$ 243,111
▪Equipment Warranty void on equipment due to line set length exceeding ASRE/Factory install guidelines
▪Limited control strategies to optimize space temperature swings
▪CAUTION! reliability of equipment is unknown extensive and premature failures likely
(Engineering, Design, Equipment, Coordination, PM, Demo, Electrical, Pipefitting, Controls, GC, Service Contract)
Heating Solution
Cooling Solutions
(A) High Efficient Boiler(s) with Domestic Hot Water Heat Exchanger $ 140,954
▪97% efficiency boilers
▪Redundant heating for domestic and building heat
▪Custom rebate with control strategies from Xcel
-Equipment Locations-
•Removal of existing concrete and rock
•New concrete pads to fit equipment
•Rock and Landscaping replacement to match
Existing DX (or)
New Chiller Location
•New 15x24 Concrete Pad for Equipment
•Cedar Fence to match cosmetics
•Engineered retaining wall
•OSHA code safe guards
New Condenser
Location
-TURNKEY PROJECT TIMELINE-
➢Entire Building HVAC Solution
▪Contract execution by December 2nd
▪Project Implementation begins December 9th
▪Cooling Project Start Up & Commission Date April 13th
▪Heating System Logistics and Coordination May 4th
▪Building Heating System Shutdown and Demo May 18th
▪Heating Equipment Installation June 1st
▪Coordinate Domestic Hot Water Cutover Week of June 29th
▪Heating System Start Up & Commissioning July 20th
▪Full Project Completion and System Training Week of August 3rd
Project Total……….. $ 470,110
**Includes 5% combined efficiency reduction**
-Service’s and Warranty’s-
“All Equipment comes with the 5 year service/maintenance program”
Chiller/DX Cooling
•Services to meet Factory Recommendation
•Chiller warranty 5 year parts and labor
•Condenser warranty 5 year compressor 1 year parts
Boiler/Heat Exchanger
•Services to meet factory recommendations
•Boiler warranty 10 year heat exchanger 3 year parts
•Heat exchanger warranty 10 year
Solar Equipment
•Service to meet factory recommendations
•Inverter warranty 10 year
•Solar panel 25 year
-Solar Solution (45Kw Production)-
▪Engineered to provide 80% of the buildings energy usage totaling 56,100 kWh / year
▪Xcel Energy's performance based incentive $ 32,928 (.06/kWh paid annually during first 10yrs.)
▪Total value of electricity produced $214,000 over 30yrs.
▪10 Year Warranty on Inverter / 25 year Pro-Rated Panel Warranty
▪Smartphone/Display capabilities for in building showcase of live energy production
Total Investment………. $ 132,597
-Sourcewell Group Purchasing Program-
* Guaranteed contract rates
* USE WHO YOU TRUST! GET WHAT YOU NEED!
* Chose the products and services you want
* Follows MN State contract guidelines
* All Legal requirements met for City/State/Federal bidding processes
* Can be combined with financial aid to get projects done today
“City of Arden Hills Member since 8/27/2010”
++=
TURNKEY PROJECT DONE TODAY!!
THANK YOU FOR YOUR TIME!!
AGENDA ITEM – 1H
MEMORANDUM
DATE: February 18, 2020
TO: Honorable Mayor and City Councilmembers
David Perrault, City Administrator
FROM: Mike Mrosla, Community Development Manager/City Planner
SUBJECT: Summit Development Update
Budgeted Amount: Actual Amount: Funding Source:
N/A N/A N/A
For Council Consideration
A verbal update will be provided at the City Council work session regarding the Metropolitan
Councils decision on Planning Case 19-002, Summit Development.
Background
The Metropolitan Council’s concern is that the approved density exceeds the High Density land
use category in the 2040 Comprehensive Plan. At the time of writing this memo, the Met.
Council was still reviewing amendment to confirm whether or not they can approve it
administratively.
Budget Impact
N/A
Attachment
N/A
AGENDA ITEM – 1I
MEMORANDUM
DATE: February 18, 2020
TO: Honorable Mayor and City Councilmembers
FROM: Dave Perrault, City Administrator
SUBJECT: Communications Update
Budgeted Amount: Actual Amount: Funding Source:
N/A N/A N/A
For Council Consideration
Council may consider directing staff on upcoming communication opportunities.
Attachment
N/A
Page 1 of 1
AGENDA ITEM – 1J
MEMORANDUM
DATE:
TO:
FROM:
February 18, 2020
Honorable Mayor and City Councilmembers
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.
Background
City Council will receive a verbal update on items the Council has previously directed staff to
research and/or bring forward.
Discussion
N/A
Budget Impact
N/A
Attachments
N/A