HomeMy WebLinkAbout05-18-2020-WSAGENDA ITEMS
2020 State Of The City Meeting
Dave Perrault, City Administrator
MEMO.PDF
Lake Johanna Fire Department Proposed Station Location Update
Dave Perault, City Administrator
MEMO.PDF
ATTACHMENT A.PDF
ATTACHMENT B.PDF
Recreation Staffing And COVID -19
Dave Perrault, City Administrator
MEMO.PDF
ATTACHMENT A.PDF
ATTACHMENT B.PDF
ATTACHMENT C.PDF
COVID -19 Operations And Summer Hours Discussion
Dave Perrault, City Administrator
MEMO.PDF
ATTACHMENT A.PDF
COVID -19 Impacts On City Budget
Gayle Bauman, Finance Director
MEMO.PDF
HVAC Discussion
Dave Perrault, City Administrator
MEMO.PDF
ATTACHMENT A.PDF
ATTACHMENT B.PDF
Clean Up Day Discussion
Mike Mrosla, Community Development Manager/City Planner
MEMO.PDF
ATTACHMENT A.PDF
B2 Discussion
Mike Mrosla, Community Development Manager/City Planner
MEMO.PDF
ATTACHMENT A.PDF
ATTACHMENT B.PDF
ATTACHMENT C.PDF
ATTACHMENT D.PDF
Work Order System Update
Todd Blomstrom, Public Works Director/City Engineer
MEMO.PDF
Internship Discussion
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
May 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.
This meeting can be accessed remotely by joining via Zoom
T o join the Zoom Meeting via your computer, click this link (or copy and paste it
into a new browser): https://us02web.zoom.us/j/88117996992
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:
1.K.
Documents:
2.
AGENDA ITEMS2020 State Of The City MeetingDave Perrault, City Administrator MEMO.PDFLake Johanna Fire Department Proposed Station Location UpdateDave Perault, City Administrator MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFRecreation Staffing And COVID -19Dave Perrault, City Administrator MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFATTACHMENT C.PDF
COVID -19 Operations And Summer Hours Discussion
Dave Perrault, City Administrator
MEMO.PDF
ATTACHMENT A.PDF
COVID -19 Impacts On City Budget
Gayle Bauman, Finance Director
MEMO.PDF
HVAC Discussion
Dave Perrault, City Administrator
MEMO.PDF
ATTACHMENT A.PDF
ATTACHMENT B.PDF
Clean Up Day Discussion
Mike Mrosla, Community Development Manager/City Planner
MEMO.PDF
ATTACHMENT A.PDF
B2 Discussion
Mike Mrosla, Community Development Manager/City Planner
MEMO.PDF
ATTACHMENT A.PDF
ATTACHMENT B.PDF
ATTACHMENT C.PDF
ATTACHMENT D.PDF
Work Order System Update
Todd Blomstrom, Public Works Director/City Engineer
MEMO.PDF
Internship Discussion
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 SessionAgendaMay 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 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.This meeting can be accessed remotely by joining via ZoomTo join the Zoom Meeting via your computer, click this link (or copy and paste it into a new browser): https://us02web.zoom.us/j/88117996992CALL 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:
1.K.
Documents:
2.
AGENDA ITEMS2020 State Of The City MeetingDave Perrault, City Administrator MEMO.PDFLake Johanna Fire Department Proposed Station Location UpdateDave Perault, City Administrator MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFRecreation Staffing And COVID -19Dave Perrault, City Administrator MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFATTACHMENT C.PDFCOVID-19 Operations And Summer Hours DiscussionDave Perrault, City Administrator MEMO.PDFATTACHMENT A.PDFCOVID-19 Impacts On City Budget Gayle Bauman, Finance Director MEMO.PDFHVAC DiscussionDave Perrault, City Administrator MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFClean Up Day DiscussionMike Mrosla, Community Development Manager/City Planner MEMO.PDFATTACHMENT A.PDFB2 DiscussionMike Mrosla, Community Development Manager/City Planner MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFATTACHMENT C.PDFATTACHMENT D.PDFWork Order System UpdateTodd Blomstrom, Public Works Director/City Engineer MEMO.PDFInternship Discussion
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 SessionAgendaMay 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 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.This meeting can be accessed remotely by joining via ZoomTo join the Zoom Meeting via your computer, click this link (or copy and paste it into a new browser): https://us02web.zoom.us/j/88117996992CALL 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:
1.K.
Documents:
2.
AGENDA ITEM – 1A
MEMORANDUM
DATE: May 18, 2020
TO: Honorable Mayor and City Councilmembers
FROM: Dave Perrault, City Administrator
SUBJECT: 2020 State of the City Meeting
Budgeted Amount: Actual Amount: Funding Source:
$1,000 N/A EDA Fund
Council Should Consider
City Council should consider providing direction on further State of the City planning efforts.
Background
At its March work session Council decided to postpone the State of the City until at least the fall
due to COVID-19 concerns. If Council still wanted to pursue a State of the City in the fall,
planning efforts need to continue by staff. However, if Council feels the timeline is still unclear
regarding when it would be appropriate to host a State of the City, Council may direct staff to push
back State of the City until sometime in 2021.
Attachments
N/A
DATE: May 18, 2020
TO: Honorable Mayor and City Councilmembers
FROM: Dave Perrault, City Administrator
SUBJECT: Lake Johanna Fire Department Proposed Station Location Update
Budgeted Amount: Estimated Amount: Funding Source:
N/A $417,000 Public Safety Capital Fund
Council Should Consider
Council will be provided an update on the Lake Johanna Fire Department’s activities relating to
the proposed station and the Anderson Center property negotiations. Staff will also be seeking
Council input on a future agreement between the three cities on moving forward with the future
station location.
Discussion
Chief Boehlke of the Lake Johanna Fire Department will be present to provide an update on the
discussions with Bethel University and their negotiations to acquire a piece of property adjacent
to the Anderson Center on Pine Tree Drive (see Attachment A). The Chief is providing an
update to ensure issues or concerns are addressed early in the process, this remains a fire
department project. Please note that the university is planning on splitting the northern piece of
their property into two parcels, the fire department is only pursuing the parcel closer to Pine Tree
Drive.
The Lake Johanna Fire Department has served Arden Hills, Shoreview, and North Oaks since
1943, and serves approximately 42,000 residents today. The department responded to 3,820
calls in 2019 and is expecting to surpass 6,000 calls by 2026 due to pending development
projects. The department has evolved from a Paid-On-Call (POC) department to a mix of career
positions and 24/7 duty crews, totaling approximately eighty firefighters. The 24/7 duty crews
allow firefighters to respond quickly from their respective stations increasing their effectiveness
and shortening response times. As the department continues to evolve, a needs study was
commissioned by the board of directors to assist in future planning.
The needs study was conducted by Buetow 2 Architects and found the fire department did not
have adequate space or facilities and noted several shortcomings with Station 4 (3615 Victoria
St, Shoreview) including, but not limited to, (a) it was not designed for full-time staffing; (b) the
trucks were smaller when the station was designed; (c) no room for expansion; (d) no support
AGENDA ITEM – 1B
MEMORANDUM
spaces or additional storage spaces; and (e) no training or de-contamination spaces. The study
recommended the fire department construct a new station with adequate space and facilities to
last the department for the next fifty years and close Station 4. The study highlighted the new
station should be at least three to four acres, able to accommodate six drive thru bays, and
include training, support, and administrative offices. The recommended location was between
Lexington Ave and Snelling Ave along County Road E. The fire department researched
potential locations, and based on its size, location, and current development status, highlighted
the property to the north of the Anderson Center as its first choice. A copy of the needs study is
available on the City’s website under the proposed station’s webpage
(https://www.cityofardenhills.org/1005/Proposed-Fire-Station-Location). Additional information
regarding the project and FAQ’s can also be found on the development page. At the direction of
the board of directors, the fire department began discussions with Bethel about potentially selling
a piece of their property to the fire station.
The university was open to selling a piece of their property and hired a real estate consultant to
assist them in the negotiations. Following negotiations, a letter of intent (LOI) was reached
between the fire department and Bethel, which outlined major points in the deal, and now the
department is seeking to move forward with a purchase agreement (see Attachment B). The
purchase agreement is being brought forward to the Lake Johanna Board of Directors on May 20,
2020 for discussion and potential direction to have the fire chief move forward.
The major points of the Purchase Agreement are:
-The fire department will purchase the land for $1,350,000.
-The fire department will pay 1/3 or $325,000, whichever is less, of the cost to relocate the
current access road for the Anderson Center.
-The fire department will have a sixty-day contingency period following the approval of the
preliminary plat by the City of Arden Hills and the approval of the access road by the City and
the Rice Creek Watershed District.
-Bethel will request the City waive its traditional park dedication fees for the fire department
proposal.
Should a purchase agreement be reached, the cities would be responsible for funding their
respective portions of the purchase price and road cost. Generally, the cities fund the fire
department’s operating and capital costs based on a formula that is used in the budgeting
process; for Arden Hills this currently equates to 25%, with Shoreview and North Oaks being
responsible for 61% and 14%, respectively. Based on that formula, Arden Hills would be
responsible for $417,000 assuming the purchase price and the maximum amount for the road
relocation, which could be less depending on final costs (this does not take into account a
potential $300,000 contribution from the fire department’s General Fund which is discussed
below).
It is worth noting that the fire station is only seeking to acquire the property at this stage, timing
of construction for a future station has not been approved by the board of directors or vetted by
the three cities.
The City represents one vote on the LJFD Board of Directors, there are also representatives from
the cities of Shoreview and North Oaks, as well as, the fire department. If the board directs the
fire department to sign the purchase agreement, then the process would continue and the fire
department would continue with their due diligence of the site.
If the board does direct the fire department to move forward, below are next steps on the land
acquisition:
• Board directs Fire Chief to sign the purchase agreement
• Bethel University works with the City on a preliminary and final plat to subdivide the
northern piece of their property into two parcels
• Following approval of a lot split and if the fire department and Bethel come to an
agreement, the fire department would take ownership over their parcel
• Future fire station construction would be at the direction of the board of directors
City Staff will also be seeking direction on proceeding with a future agreement between the three
cities on the mechanics of moving forward with the property acquisition. Below are questions or
points of discussion raised between the City Administrators/Managers. Staff does not need final
direction tonight, but an agreement would be brought forward between the three cities for
approval before the fire department closes on the property.
Items for discussion:
• Paying for the land: each City will pay for their respective portion based on the formula
the fire department currently uses for the budgeting process. The fire department has
suggested using $300,000 from the fire department’s General Fund, which would help
offset the cost of the land acquisition (approximately $75,000 in savings for Arden Hills).
• Bond issuance: when the construction for the fire station moves forward, Arden Hills
could bond for the entire project, which would save on overall issuance costs and the
three cities could take advantage of the city’s bond rating to obtain a lower interest rate.
The total cost of the project, including issuance costs, would be split between the cities
based on the aforementioned formula. Depending on the mechanics of the issuance, each
City may be able to roll their cost for the land into the bond issuance and refund
themselves with the bond money, spreading the cost of the land acquisition over the
duration of the bond. The other option is to have each city individually bond for their
portion of the project, but this could lead to higher overall costs for the project due to
additional issuance costs, varying interest rates, and there may be concerns from other
cities about bonding for a project outside of their city.
• Bond repayment: the bond issue will be repaid through annual appropriations by each
city consistent with the cost share formula.
• Municipal fees: Arden Hills may waive park dedication fees for the fire department
parcel. The city may consider other fees to include the Building Permit Fee, Plan Review
Fee, etc.
• Development approvals: the City of Arden Hills will provide necessary development
approvals for the construction of a fire station when needed.
• Timing of construction of a new station: the timeline of construction has not been
identified, however, if the city decided to refund its cost for the land acquisition through
bond proceeds, it would need to have a completed station within three years of the
expenditure of the land purchase. It has also been discussed whether the three cities want
to set a date for construction to begin, such as, June 30, 2022 (or another mutually agreed
upon date).
Budget Impact
The funding for the land acquisition would come from the City’s Public Safety Capital Fund,
which had a negative fund balance of $5,198 at the end of 2019. This fund is primarily
supported by property taxes ($70,000) and charitable gambling revenues ($23,000 est.). While
long-term financial planning needs to be done to prepare for the construction of a future fire
station, the City is expecting approximately $478,000 in excess General Fund fund balance
following the 2019 audit. This amount would normally be transferred to the PIR Fund, however,
this amount could be transferred to the Public Safety Capital Fund and used for the City’s share
of the land acquisition. If the Council is not supportive of using the excess General Fund fund
balance, then an interfund loan could be used to pay the City’s share of the land acquisition. The
projected fund balances for the Public Safety Capital Fund are below. Please note that this does
not include any excess fund transfers, land acquisition costs, or future fire station costs:
2020 2021 2022 2023 2024 2025
Beginning Balance (5,198)20,322 61,612 (48,498)(92,098)(100,978)
Revenues 93,000 93,000 93,000 93,000 93,000 93,000
Expenditures 67,480 51,710 203,110 136,600 101,880 25,000
Ending Balance 20,322 61,612 (48,498)(92,098)(100,978)(32,978)
It is normal for fund balances to fluctuate between positive and negative as long as funds are
sustainable in the long-term.
Attachments:
Attachment A: Fire Station Location Maps
Attachment B: Draft Purchase Agreement
Disclaimer: This map is intended for reference purposes only and is not a legally recorded map or survey. The City of Arden Hills shall not be liable for any damages or claims that arise due to accuracy,availability, use or misuse of the information herein pursuant to MNStatute 466.03 Subd 21.
Location Map
Highway 51County Road E West
Pine Tree DriveBenton WayNB Hwy 51 To CO RD EHarriet
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Benton WayBenton WayHighway 51Benton Way±
Proposed location
PURCHASE AGREEMENT
THIS PURCHASE AGREEMENT (“Agreement”) is made as of May____, 2020, by
and between BETHEL UNIVERSITY, a Minnesota non-profit corporation, (“Seller”) and the
LAKE JOHANNA FIRE DEPARTMENT, a Minnesota non-profit corporation, ("Buyer").
In consideration of this Agreement, Seller and Buyer agree as follows:
1. Sale of Property. Seller agrees to sell to Buyer, and Buyer agrees to buy from Seller, the
following property (collectively, the "Property"):
1.1 Real Property. The real property located at 2 Pine Tree Drive, in the City of
Arden Hills, County of Ramsey, State of Minnesota, described as follows to wit:
The real property consisting of approximately 3.703 acres (161,282 sf), located in
Arden Hills, MN, depicted as Lot 2, Block 1 on the Survey and Preliminary Plat
of 2 Pine Tree North provided by Sunde Land Surveying attached hereto as
Exhibit A (the “Real Property” or “Lot 2”). There are no buildings or
improvements constructed or located on the Real Property, except the existing
entrance road and bituminous trail; however, there may be easements and rights
benefiting or appurtenant to the Real Property, some of which are set forth below.
1.1.1 The parties acknowledge that Seller is in negotiations for the sale of Lot 1
as well as governmental approval for said Preliminary Plat. Accordingly,
Seller is unable to provide assurance that the shape and size of Lot 2 will
not be altered. The final shape and size of Lot 2 and corresponding legal
description will be finalized during the Due Diligence Period defined
herein. Buyer shall not be required to accept a smaller lot than Lot 2,
described above. However, if Buyer does accept a smaller lot, the
Purchase Price (defined below) shall be prorated based on the square
footage.
1.2 Easements. In addition to the Real Property, Seller shall convey to Buyer:
1.2.1 A permanent storm water easement to connect to a storm water pond on
Wetland 3 located on Lot 3, Block 1, as depicted on the Survey and
Preliminary Plat of 2 Pine Tree North provided by Sunde Land Surveying
attached hereto, provided all costs that may be required to connect to a
storm water pond outside of Lot 2 will be borne by the Buyer. In addition
to storm water runoff and treatment for Lot 2, the storm water easement
will allow the Buyer to drain and/or spray clean water used for fire
department training exercises into the storm water pond(s), subject to
regulatory approval.
1.2.2 A utility easement over Lot 1 or Lot 3 to provide utilities to Lot 2,
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provided that all costs that may be required for utility work shall be borne
by the Buyer. Seller has the right to approve the path of any such
easements in order to ensure the easement does not detrimentally impact
Lot 1 or Lot 3 in Seller’s reasonable judgment.
1.2.3 A temporary construction easement over parts of Lot 3, allowing Buyer to
do the following: (1) park vehicles in pre-determined areas of the parking
lot on Lot 3; and (2) stage construction materials and equipment on Lot 3.
The temporary construction easement shall commence upon Seller's
completion of a new access road depicted on Exhibit A and shall expire
twelve (12) months after construction of the new access road is completed.
1.3 Personal Property. There is no personal property transferred by this Agreement.
1.4 Contracts. There are no service or maintenance contracts, equipment leases or
other contracts pertaining to the Real Property.
1.5 Warranties. Seller's interests in all warranties and guaranties pertaining to,
assigned to, or benefiting Seller or the Real Property.
1.6 Plans. A copy of all preliminary and final survey plans will be made available to
the Buyer subject to approval by all necessary governmental entities, including
the City of Arden Hills.
2. Purchase Price and Manner of Payment. The total purchase price ("Purchase Price") to
be paid by Buyer to Seller for the Property shall be One Million Three Hundred Fifty
Thousand Dollars ($1,350,000.00).
3. Additional Consideration to be Paid to Seller. In addition to the Purchase Price, Buyer
will be responsible for the following:
3.1 Buyer will pay to Seller one-third (1/3) of Seller's costs, or Three Hundred
Twenty-five Thousand Dollars ($325,000.00), whichever is less, to construct a
new access road (the “Access Road”) to serve the Real Property, on Outlot A on
the attached Exhibit A. Seller’s costs will include the costs to design and construct
the Access Road. In addition thereto, Buyer shall be solely responsible for all
costs related to paths/trails that may be required by any governmental entity for
Buyer’s use of Lot 2 and all wetland mitigation or tree replacement costs for
Buyer’s use of Lot 2.
3.2 Seller shall be solely responsible for all future maintenance and repair costs for
the Access Road. Buyer shall not disturb the present road or Sellers monument
sign until Seller completes the Access Road, which shall be completed no later
than July 1, 2021, unless unforeseeably delayed by city or other regulatory
approvals. Seller will remove the monument sign and its foundation during the
new road construction at Sellers sole cost.
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3.3 Upon completion of the Access Road construction, Seller shall provide to Buyer
all invoices and cancelled checks documenting Seller's costs. After Buyer's receipt
of the invoices and cancelled checks, Buyer shall pay Buyer's one-third (1/3)
share of the costs to Seller within Thirty (30) days up to the maximum stated in
Section 3.1 above.
4. Earnest Money. Buyer will deposit twenty-five thousand dollars ($25,000) ("Earnest
Money") into an escrow account with Land Title, Inc. ("Title Company") within five (5)
business days following execution of this Agreement by both Buyer and Seller. The
Earnest Money shall be (i) applied to the Purchase Price at Closing if the parties close
hereunder, (ii) refunded to Buyer if this Agreement is terminated by either party for any
reason during the Due Diligence Period, or (iii) if the foregoing provisions do not apply,
the Earnest Money shall be paid to the party entitled thereto in accordance with the
remaining provisions of this Agreement.
5. Title, Survey, Geotechnical and Environmental. Seller will provide the following to
Buyer at Seller’s sole cost:
5.1 Title Commitment issued by Land Title;
5.2 Survey by Sunde Land Surveying in PDF format (completed) and in CAD format;
5.3 Wetland Determination Study (completed);
5.4 Phase I Environmental Study (completed); and
5.5 Property subdivision which Seller will complete as soon as practicable. All
customary fees, and other subdivision costs, including but not limited to
engineering, design, survey, wetland delineation, local governmental fees and
costs, Mylar and other printing costs, filing fees, and other costs to subdivide
Seller’s real property, shall be borne solely by Seller; provided however, Buyer
shall be solely responsible for all park dedication fees, city impact fees, and/or
SAC/WAC fees as the foregoing relate to Buyer's ownership and use of Lot 2.
Seller will, however, request from the City of Arden Hills a waiver of all park
dedication and park dedication fees for Lot 2, but the same is not guaranteed and
if not granted, said cost shall be borne solely by Buyer.
6. Closing. The purchase of the Property will close ("Closing") no later than (30) days after
the expiration of the Contingency Date. Closing will take place at the main office of Land
Title, Inc. or as otherwise agreed by Seller and Buyer.
7. Contingency Date and Contingencies. The "Contingency Date" shall be sixty (60) days
from the date the preliminary plat is approved by the City of Arden Hills and the Ramsey
County Surveyor’s office and the Access Road design is approved by the City of Arden
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Hills and the Rice Creek Watershed District. If any such contingency has not been
satisfied on or before said date (which determination shall be within the Buyer’s
exclusive discretion), then this Agreement may be terminated, at Buyer’s option, by
written notice from Buyer to Seller. Upon such termination, the Earnest Money shall be
immediately returned to Buyer, and neither party shall thereafter have any further rights
against or obligations to the other hereunder, except as expressly provided otherwise
herein. All the contingencies set forth in this Agreement are specifically stated and
agreed to be for the sole and exclusive benefit of Buyer, and Buyer shall have the right to
unilaterally waive any contingency by written notice to Seller. The obligations of Buyer
under this Agreement are contingent upon Buyer’s determining (in its sole discretion)
that Buyer is satisfied with each of the following:
7.1 With the results of all environmental investigations, studies and tests completed
by an environmental testing firm acceptable to Buyer.
7.2 With the results of all soil and other site engineering investigations, studies and
tests, which Buyer deems appropriate.
7.3 With utilities, storm water retention and all on-site and off-site infrastructure to
the Real Property.
7.4 With all government approvals desired by Buyer to develop the Real Property,
including, but not limited to, waiver of all park dedication fees for the Real
Property.
7.5 With the Real Property title, including all leases, easement agreements, including
but not limited to the easements Seller will provide to Buyer, maintenance
agreements, or any other agreements relating to the Real Property.
7.6 With its review of all documents provided to Buyer by Seller.
7.7 With its review of the condition of title to the Real Property.
7.8 That the Real Property is suitable for Buyer’s needs in accordance with Buyer's
development plans.
7.9 With the physical condition of the Property including zoning, access, drainage,
and wetlands.
Subject to any rights or restrictions under any of the Permitted Encumbrances,
Buyer and its agents will have the right, from time to time prior to the Closing, to
enter upon the Real Property to examine the same and the condition thereof and to
conduct such surveys and to make such engineering and other inspections, tests,
and studies as Buyer determines to be reasonably necessary, all at Buyer’s sol e
cost and expense.
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Buyer will give Seller advance notice of such examinations or surveys and will
conduct such examinations or surveys during normal business hours to the extent
practicable. Buyer will conduct all examinations and surveys of the Real Property
in a manner that will not harm or damage the Real Property or cause any claim
adverse to Seller, and will restore the Real Property to its condition prior to any
such examinations or surveys immediately after conducting the same.
7.10 With all survey matters, including but not limited to the acreage and the location
of the boundaries and boundary markers to be placed on the land.
7.11 That Buyer has obtained financing on terms satisfactory to Buyer.
7.12 That Buyer has obtained an appraisal satisfactory to Buyer.
8. Seller's Closing Documents. On the Closing Date, Seller shall execute and deliver to
Buyer the following (collectively, "Seller's Closing Documents"), all in form and content
reasonably satisfactory to Buyer:
8.1 Deed. A Warranty Deed, conveying the Real Property to Buyer, free and clear of
all encumbrances.
8.2 Seller's Affidavit. An Affidavit of Title by Seller indicating that on the Closing
Date there are no outstanding, unsatisfied judgments, tax liens or bankruptcies
against or involving Seller or the Real Property; that there has been no skill, labor
or material furnished to the Real Property for which payment has not been made
or for which mechanics' liens could be filed; and that there are no other
unrecorded contracts, leases, easements, or other agreements or interests in the
Real Property.
8.3 Non-Foreign Transferor Certificate. A non-foreign certificate, properly executed
and in recordable form, containing such information as is required by IRC Section
1445(b)(2) and its regulations.
8.4 Bring-down Certificate. A Bring-Down Certificate, stating that Seller’s
representations and any warranties are true and correct as of the Closing Date.
8.5 Other Documents. All other documents reasonably determined by the Title
Company or the Buyer to be necessary to transfer the Property to Buyer in
compliance with this Agreement or which are to be entered into by, or given to,
the parties upon Closing pursuant to the terms and conditions of this Agreement.
9. Expense Allocations. Seller and Buyer agree to the following prorations and allocations
of costs regarding this Agreement:
9.1 Real Estate Taxes and Special Assessments. Real estate taxes payable in the first
half of 2020 and all prior years will be paid by Seller. Real estate taxes payable in
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the second half of 2020, shall be prorated to the date of Closing. All future real
estate taxes shall be paid by Buyer. All presently assessed and pending special
assessments on the Real Property shall be the sole responsibility of the Seller.
Any new special assessments for Lot 2 certified after the Closing Date shall be the
obligation of the Buyer.
9.2 Recording Costs. Seller will pay the cost of recording all documents necessary to
place record title in the condition warranted in this Agreement. Buyer will pay
the costs of recording the Warranty Deed. Seller will pay the State Deed tax on
the sale price.
9.3 Attorney's Fees. Each of the parties will pay its own attorney fees.
9.4 Title Insurance. Seller will pay all costs of providing the Title Commitment
designated in 5.1, above, and 11.1, below. Buyer shall pay the cost of the title
insurance premium.
9.5 Closing Costs. Seller and Buyer will each pay one-half of the customary closing
costs not otherwise herein allocated.
10. Title Examination. Title Examination will be conducted as follows:
10.1 Title Evidence and Buyer's Examination. Seller shall provide Buyer, within ten
(10) days of full execution of this Agreement, a copy of a commitment for an
ALTA Owner’s Policy of Title Insurance (accompanied by legible copies of all
documents described therein) (“Title Commitment”) issued by Land Title, Inc.,
(“Title Company”) and any and all documents, reports, studies, tests, engineering
drawings, CAD surveys, Phase I report, Wetland Delineation, or other pertinent
materials which Seller has in its immediate possession (or available to Seller)
which relate to the Property.
10.2 Title Corrections. Within fifteen (15) days after receiving the Title Commitment,
Buyer will examine the title to the Real Property and make written objections
(“Objections”) to the form and/or contents of the Title Commitment and/or to any
items shown on the survey. If Buyer delivers to Seller any Objections, Seller will
use Seller’s best efforts to cure or satisfy the Objections on or before the Closing
date. If the Objections are not cured on or before the Closing date, the Buyer will
have the option to do the following:
i. Terminate this Agreement and receive a full refund of the Earnest Money;
ii. Withhold from the Purchase Price an amount which, in the reasonable
judgment of the Title Company, is sufficient to assure cure of the Objections.
Any amount so withheld will be placed in escrow with the Title Company,
pending such cure. If Seller does not cure such Objections within ninety (90)
days after such escrow is established, Buyer may then cure such Objections
7
and charge the costs of such cure (including reasonable attorney’s fees)
against the escrowed amount. If such escrow is established, the parties agree
to execute and deliver such documents as may be reasonably required by Title
Company, and Seller agrees to pay the charges of the Title Company, to create
and administer the escrow; or
iii. Waive the Objections and proceed to Closing.
11. Representations and Warranties by Seller. Seller represents and warrants to Buyer as
follows (which representations and warranties shall be true and correct as of the date the
Seller signs this Agreement and as of the date of actual Closing):
11.1 Corporation; Authority. Seller is duly incorporated and is in good standing under
the laws of the State of Minnesota; Seller has the requisite corporate power and
authority to enter into and perform this Agreement and those Seller's Closing
Documents signed by it; such documents have been duly authorized by all
necessary corporate action on the part of Seller and have been duly executed and
delivered; such execution, delivery and performance by Seller of such documents
does not conflict with or result in a violation of Seller's Articles of Incorporation
or Bylaws, or any judgment, order, or decree of any court or arbiter to which
Seller is a party; such documents are valid and binding obligations of Seller, and
are enforceable in accordance with their terms.
11.2 Title to Real Property. Seller owns the Property, free and clear of all
encumbrances, except the encumbrances, if any, identified in the legal
description, or those approved by Buyer after review of the Title Evidence, which
shall become the “Permitted Encumbrances.”
11.3 Leases. There are no leases or other possessory rights of others regarding the
Real Property except as disclosed to Buyer.
11.4 Contracts. There are no Contracts affecting the Property, excepting any contracts
made for Lot 1, as referenced in Section 1.1.1 hereof.
11.5 Rights of Others to Purchase Property. Seller has not entered into any other
contracts for the sale of the Property, other than that disclosed in this Agreement,
nor are there any rights of first refusal or options to purchase the Property or any
other rights of others that might prevent the consummation of this Agreement.
11.6 Environmental Representations. The Seller has no knowledge of the presence of
any hazardous material located on the Real Estate. Further, the Seller has no
knowledge of any underground storage tanks, or wells on the Real Estate. Seller
has delivered to Buyer a current Phase I environmental report, and a Wetlands
Delineation of the Real Estate.
11.7 Indemnity. Seller will indemnify Buyer, against and will hold Buyer, its
8
successors and assigns, harmless from, any expenses or damages, including
reasonable attorneys' fees as awarded by a court, that Buyer incurs because of the
breach of any of the above representations and warranties, whether such breach is
discovered before or after closing.
12. Representations and Warranties of Buyer. Buyer makes the following representations
and warranties to Seller, which representations and warranties shall be true and correct in
all material respects on the Closing Date:
12.1 Corporation. Buyer is a non-profit corporation duly organized, validly existing
and in good standing under the laws of the State of Minnesota.
12.2 Authority. The execution, delivery and performance of this Agreement and all
other documents, instruments and agreements now or hereafter to be executed and
delivered by Buyer pursuant to this Agreement are within the power of Buyer,
have been duly authorized by all necessary or proper action, and are enforceable
against Buyer in accordance with its terms. The individual executing this
document on behalf of Buyer has the authority to bind Buyer.
12.3 Buyer will indemnify Seller, against and will hold Seller, its successors and
assigns, harmless from, any expenses or damages, including reasonable attorneys'
fees as awarded by a court, that Buyer incurs because of the breach of any of the
above representations and warranties, whether such breach is discovered before or
after closing.
13. Conditions Precedent. Buyer's obligation to close on the Property purchase is subject to
the following conditions precedent:
13.1 The representations and warranties of Seller contained in this Agreement must be
true now and on the Closing date as if made on the Closing date.
13.2 The Seller shall have performed and satisfied each of the Seller’s obligations
under this Agreement.
13.3 The Buyer is able to obtain an Owner’s Policy of Title Insurance issued by the
Title Company in the full amount of the Purchase Price, subject only to the
Permitted Encumbrances, covering title to the Real Property, showing Buyer as
owner of the Property and providing for full coverage over all standard title
exceptions.
13.4 There has been no change in the physical condition of the Property between the
date the Buyer signs this Agreement and Closing.
In the event any of the foregoing conditions are not satisfied as of the time of Closing,
Buyer will have no obligation to proceed to Closing and, unless Buyer delivers written
notice to Seller that Buyer has waived any unsatisfied condition and will proceed to
9
Closing, this Agreement, upon notice from Buyer to Seller, will cease and terminate, the
Earnest Money shall be refunded to Buyer, and neither party shall thereafter have any
rights against or obligations to the other hereunder, except as expressly provided
otherwise herein.
14. Condemnation. If, prior to the Closing Date, eminent domain proceedings are
commenced against all or any part of the Property, Seller shall immediately give notice to
Buyer of such fact and at Buyer's option (to be exercised within thirty (30) days after
Seller's notice), this Agreement shall terminate, in which event the Earnest Money shall
be refunded to Buyer and neither party will have further obligations under this
Agreement, except as expressly provided otherwise herein. If Buyer shall fail to give
such notice then there shall be no reduction in the Purchase Price, and Seller shall assign
to Buyer at the Closing Date of all of Seller's right, title and interest in and to any award
made or to be made in the condemnation proceedings. Prior to the Closing Date, Seller
shall not designate counsel, appear in, or otherwise act with respect to the condemnation
proceedings without Buyer's prior written consent.
15. Broker's Commission. Seller and Buyer represent and warrant to each other that they
have dealt with no brokers, finders or the like in connection with this transaction, except
as follows: Seller has engaged Pete DuFour and Andy Heieie of Colliers International
and David Buyse and Rory Johnson of Corporate Tenant Advisors; Seller shall be solely
responsible for paying all amounts that may be owed to the foregoing. Seller and Buyer
agree to indemnify each other, and to hold each other harmless against all claims,
damages, costs or expenses of or for any fees or commissions due to any other brokers
resulting from their actions or agreements, regarding the execution or performance of this
Agreement. The foregoing indemnification shall survive Closing or if no Closing occurs
the termination or cancellation of this Agreement.
16. Survival. All of the terms of this Agreement and warranties and representations herein
contained shall survive and be enforceable after the Closing.
17. Notices. Any notice required or permitted hereunder shall be given by personal delivery
upon an authorized representative of a party hereto; or if mailed, by United States
registered or certified mail, return receipt requested, postage prepaid, or if deposited cost
paid with a nationally recognized, reputable overnight courier, properly addressed as
follows:
If to Seller: Amy Blaz--CFO
Bethel University
3900 Bethel Drive
St. Paul, MN 55112
With Copy to: Thomas F. Hutchinson/Dale J. Moe
Eastlund Hutchinson, Ltd
4200 County Road 42 West
Savage, MN 55378
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612-865-2317
thutchinson@eastlundhutchinson.com
dmoe@eastlundhutchinson.com
If to Buyer: Tim Boehlke, Fire Chief
Lake Johanna Fire Department
5545 Lexington Avenue North
Shoreview, MN 55126
651-415-2100
With Copy to: Erich J. S. Hartmann
Erickson, Bell, Beckman & Quinn, PA
1700 West Highway 36, Suite 110
Roseville, MN 55113
651-223-4999
Any party may change its address for the service of notice by giving notice of such
change ten (10) days prior to the effective date of such change.
18. Choice of Law. The laws of the State of Minnesota shall govern all matters relating in
any manner to the Agreement.
19. Captions. The paragraph headings or captions appearing in this Agreement are for
convenience only, are not a part of this Agreement and are not to be considered in
interpreting this Agreement.
20. Entire Agreement; Modification. This written Agreement constitutes the complete
agreement between the parties and supersedes any prior oral or written agreements
between the parties regarding the Property. There are no verbal agreements that change
this Agreement and no waiver of any of its terms will be effective unless in a writing
executed by the parties.
21. Confidentiality. Seller and Buyer both acknowledge that the terms and conditions of this
Agreement and all information exchanged by the parties ("Confidential Information") is
private and confidential. Neither party shall directly or indirectly, disclose, or permit the
disclosure of the Confidential Information to any other persons or entities other than their
accountants, attorneys, boards of directors, real estate consultants and agents who have a
legitimate need to know such information and who, as a condition precedent to such
disclosure, agree to keep the Confidential Information in strict confidence. Both parties
may disclose Confidential Information to the extent required by law or appropriate
judicial order.
22. Binding Effect. This Agreement binds and benefits the parties and their successors and
11
assigns.
23. No Assignment. This Agreement shall be binding on the parties hereto and their
respective successors. Neither party may, or shall have the power to, assign this
Agreement, and/or any rights and/or obligations hereunder.
24. Counterparts. This Agreement may be executed in any number of counterparts, each of
which when executed and delivered shall be deemed to be an original and all of which
counterparts taken together shall constitute but one and the same instrument.
25. Defaults and Remedies. In the event of a default on the part of either party under this
Agreement which continues for three (3) business days after receipt of written notice
from the other party, the following shall apply:
25.1 If the Buyer is the defaulting party, the Seller may, as its sole remedy, terminate
this Agreement, whereupon the Earnest Money shall be delivered to Seller as
liquidated damages.
25.2 If the Seller is the defaulting party, the Buyer may, as its sole remedy, terminate
this Agreement, whereupon the Earnest Money shall be returned to Buyer.
Notwithstanding anything to the contrary contained herein, the parties acknowledge and
agree that any liability of the parties to the other under the covenants and indemnification
contained in 11.7, 12.3, and 15 shall not be limited or affected by the foregoing
provisions of this section.
26. Operation Prior to Closing. During the period from the date of Seller’s acceptance of this
Agreement to the earlier of the date of actual Closing or termination of the Agreement
(the “Executory Period”), the Seller shall execute no contracts, easements, leases or other
agreements regarding the Property without the prior written consent of Buyer.
Seller will give to Buyer written notice of any citation or other notice which Seller
receives, subsequent to the date the Seller signs this Agreement, from any governmental
authority concerning any alleged violation of any law, ordinance, code, rule, regulation or
order regulating the Property of the use thereof.
The Seller shall not take any action, or cause to be recorded against the Real Property,
any documents which change the condition of title to the Real Property from that shown
in the Title Commitment without the prior written consent of the Buyer.
The Seller shall keep in full force and effect all existing insurance policies affecting the
Property in the same or greater coverages and amounts during the Executory Period as
the Seller is currently maintaining on the Real Property.
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IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be duly
executed as of the date and year above written.
SELLER:
BETHEL UNIVERSITY
By: ______________________________
Amy Blaz, CFO
BUYER:
LAKE JOHANNA FIRE DEPARTMENT
By: ______________________________
Tim Boehlke, Chief Executive Officer
Page 1 of 2
AGENDA ITEM – 1C
MEMORANDUM
DATE: May 18, 2020
TO: Honorable Mayor and City Councilmembers
FROM: Dave Perrault, City Administrator
SUBJECT: Recreation Staffing and COVID-19
Budgeted Amount: Actual Amount: Funding Source:
N/A N/A N/A
For Council Consideration
The Council may consider making staffing adjustments to account for recreation programming
being cancelled through the summer season.
Discussion
The Personnel Committee directed staff to bring forward to Council information regarding on-
going recreation staffing and COVID-19 implications. At a previous meeting, the City Council
directed staff to cancel all recreation programming through the summer season due to COVID-19
concerns. Due to the nature of the recreation programs, it is anticipated proper social distancing
cannot be accomplished and therefore would unnecessarily create exposure risks for COVID-19
to both staff and participants. Also, cancelling these programs in-advance allows participants
and seasonal staff to make alternate plans for their summer needs. The decision to cancel the
programs was not an easy one, but necessary to protect the health and well-being of our
community.
Recreation staff was also directed to research what programs could be accomplished via social
distancing and what fees those would generate. Attachment A provides information on Tennis
Lessons and Art Camp. Based on the proposed classes and number of sessions, it is estimated
that the tennis program could generate $150 in net income and the Art Camp could generate
$317 in net income.
With summer programs being cancelled, staff brought forward to the Personnel Committee
proposed supplemental duties during the summer season for the recreation positions (see
Attachment B). These duties were not necessarily specific to recreation staff; however, they
Page 2 of 2
provided support or assistance to other departments in the City. The Personnel Committee
preferred not to supplement recreation personnel with additional duties, but rather focus on core
recreation duties and augment staffing levels to accommodate ongoing operations.
The core duties outlined in the recreation staffing plan include:
• Park Asset Inventory
• Park/Trail Boundary Inspections
• Regional Solicitation and ADA Transition Plan
• Fall Recreation Programming
• Recreation Grant Research
• On-Line Rec Programming
• General Recreation Administration Duties
With the absence of summer recreation programming, it is anticipated that the above duties could
be accomplished by the equivalent of a single full-time employee (i.e. forty hours per week). If
the Council directs staff to have recreation only focus on core duties, the following options may
be considered:
• Reduced hours for both the Recreation Programmer and Recreation Coordinator totaling
forty hours per week
• Temporary furlough of one of the recreation employees until normal operations can
resume
• Permanent layoff or elimination of a position may also be considered by the Council at a
future date
If Council directs staff to move forward augmenting the recreation employees’ duties, staff
would request the flexibility to work internally and bring forward a proposal at a future regular
City Council meeting for approval.
Budget Impact
The effect of cancelling the City’s recreation programming has an impact on both forgone
revenue and un-incurred expenses due to normal programming. The lost revenue is anticipated to
be $78,000 and the un-incurred expenses is anticipated to be $68,000, with the net effect of a
$10,000 loss to the City.
The impact of altering the current recreation staffing model will depend on Council’s direction
and staff’s recommendation; the current monthly cost for the Recreation Coordinator is $7,152
and the Recreation Programmer is $5,394, these are inclusive of both benefits and salary.
Attachment
Attachment A: Socially Distanced Recreation Programing
Attachment B: Core and Supplemental Duties for Recreation Employees
Attachment C: Core Duties for Recreation Employees
Parks and Recreation Opportunities – Summer 2020
Parks and Recreation staff have been working on a safe way to offer activities to the residents of Arden
Hills. These classes would offer participants an opportunity to get out and play at Cummings Park. Each
class and the modifications that would need to be made are listed below.
Tennis:
Each Participant would be given a sleeve of new tennis balls. Participants would color or decorate the
sleeve of balls to make their own at the first class. Participants would only be allowed to touch their own
balls during the tennis session. Participants would be spread out on both sides of the tennis courts
allowing for proper social distancing. The instructor would be able to demonstrate different skills to the
participants at a safe distance. Gloves would be recommended for participants and instructors during
class time. A more detailed list is below.
PREPARING TO PLAY
• Protect against infections:
o Wash your hands with a disinfectant soap and water (for 20 seconds or longer), or use a
hand sanitizer if soap and water are not readily available, before going to the court.
o Clean and wipe down your equipment, including racquets and water bottles. Do not share
racquets or any other equipment such as wristbands, grips, hats and towels.
o Bring a full water bottle to avoid touching a tap or water fountain handle.
o Use new balls
o Consider taking extra precautions such as wearing gloves.
o If you need to sneeze or cough, do so into a tissue or upper sleeve.
o Arrive as close as possible to when you need to be there.
o Avoid touching court gates, fences, benches, etc. if you can.
WHEN PLAYING
• Try to stay at least six feet apart from other players. Do not make physical contact with them
(such as shaking hands or a high five).
• You should consider not playing doubles, which could lead to incidental contact and unwanted
proximity.
• Avoid touching your face after handling a ball, racquet or other equipment. Wash your hands
promptly if you have touched your eyes, nose or mouth.
• Avoid sharing food, drinks or towels.
• Use your racquet/foot to pick up balls and hit them to your opponent. Avoid using your hands to
pick up the balls.
• Stay on your side of court. Avoid changing ends of the court.
• Remain apart from other players when taking a break.
• If a ball from another court comes to you, send it back with a kick or with your racquet.
AFTER PLAYING
• Leave the court as soon as reasonably possible.
• Wash your hands thoroughly or use a hand sanitizer after coming off the court.
• No extra-curricular or social activity should take place. No congregation after playing.
• All players should leave the facility immediately after play.
Proposed Tennis Sessions:
Session 1: Monday/Wednesday July 6-July 23 (6-1 Hour Sessions)
Session 2: Tuesday/Thursday July 7-July 24 (6-1 Hour Sessions)
Session 3: Monday/Wednesday July 27-August 13 (6-1 Hour Sessions)
Session 4: Tuesday/Thursday July 28-August 14 (6- 1 Hour Sessions)
Art Camp:
Each participant would sit at a different table during the art camp. All supplies would be provided and
participants would take everything home at the end of each class. The materials would not need to be
purchased by the City as staff would utilize current inventory. Camps would be a week-long for 1 hour
each day.
Art Camp Activities:
• Air Dry Clay
• Painting Frames, ceramic pots, canvas
• Felt – Puppets, animals and pencil totes
• Construction Paper – decorative door hangs
• Cards for loved ones
• Craft Kits – Summer fun
• Nature Crafts – Leaf paintings, binoculars and creative creatures
Proposed Art Camp Sessions:
Session 1: Monday-Thursday July 6-July 9 (4 Hours)
Session 2: Monday-Thursday July 20-July 23 (4 Hours)
Session 3: Monday-Thursday August 3-August 6 (4 Hours)
Session 4: Monday-Thursday August 10-August 13 (4 Hours)
PREPARING FOR CAMP
• Protect against infections:
o Wash your hands with a disinfectant soap and water (for 20 seconds or longer), or use a
hand sanitizer if soap and water are not readily available, before going to class.
o Consider taking extra precautions such as wearing gloves – Instructor and participants.
o If you need to sneeze or cough, do so into a tissue or upper sleeve.
o Arrive as close as possible to when you need to be there.
WHEN PARTICPATING
• Try to stay at least six feet apart from other participants. Do not make physical contact with them.
• Wash your hands promptly if you have touched your eyes, nose or mouth or use hand sanitizer.
• Stay at your assigned table during class time.
• Only touch the art supplies that is provided to you.
AFTER CLASS
• Wash your hands thoroughly or use a hand sanitizer.
• No extra-curricular or social activity should take place. No congregation after class.
• All participants should leave the facility immediately after parent pick up.
Some cities are sending out emails/surveys to participants that were previously registered for summer
programs. If a survey was sent out, staff would be able to evaluate the likelihood of participants
registering for the class sessions.
Council Direction:
1) Should the Staff pursue the Tennis Sessions?
2) Should the Staff pursue the Art Camp Sessions?
3) Should a survey be sent out to previous registered participants to see if there is interest in
holding the following tennis/art sessions?
Work Load Forecast Park and Recreation StaffPRELIMINARY DRAFTRev. May 5, 2020May 11 May 18 May 25 June 1 June 8 June 15 June 22 June 29 July 6 July 13 July 20 July 27 Aug 3 Aug 10 Aug 17 Aug 24SARA KNOLLPark Asset Inventory ‐ In Office/Field Work 25 15 15 15 20 10Tree Inspections and EAB Mgmt ‐ Field Work 5 5 5 4 4 4 8 8 8 8 8 8 8Park/Trail Boundary Inspections ‐ Field Work15 15 15Basement File Scanning ‐ In Office 10 10 10 10 16 10 10Park & Rec Admin Duties555555555 557555On‐Line Rec Programming 10 10 5 5 5 6 6Fall Programing12 40 15 15 20 27Stormwater MS4 Permit Revision19 15 6 5Grant Opportunities Research and Database8124 7 740 40 40 40 40 40 40 40 40 40 40 40 40 40 40 40JOE VAUGHANRegional Solicitation Application 40 40ADA Transition Plan ‐ In Office/Field Work 40 40 40 16 10 8Landscape Maintenance in Parks + Coordinate ICWC16 14 16 16 8 5 5City Code Enforcement Assist ‐ Field Work8168168164 7 2 4Temp Park Maintenance ‐ Mowing8 8 16 16 16 16 16 16 8 8Fall Programming 8 1525253640 40 40 40 40 40 40 40 40 40 40 40 40 40 40 40Week of:
OPTION 2 STAFFING LEVELPark and Recreation StaffDRAFTRev. May 12, 2020May 25 June 1 June 8 June 15 June 22 June 29 July 6 July 13 July 20 July 27 Aug 3 Aug 10 Aug 17 Aug 24RECREATION STAFF MEMBERPark Asset Inventory ‐ In Office/Field Work 30 30 10ADA Transition Plan ‐ In Office/Field Work 7 32 32 17 28 28Tree Inspections and EAB Mgmt ‐ Field Work 4 4 4 4 4 8 8 8 4 4Park/Trail Boundary Inspections ‐ Field Work 21 24Park & Rec Admin Duties5555444 44On‐Line Rec Programming 5 5Fall Programing1540 28 32 32 40Grant Opportunities Research and Database44440 40 40 40 40 40 40 40 40 40 40 40 40 40
AGENDA ITEM – 1D
MEMORANDUM
DATE: May 18, 2020
TO: Honorable Mayor and City Councilmembers
FROM: Dave Perrault, City Administrator
SUBJECT: COVID-19 Operations and Summer Hours Discussion
Budgeted Amount: Actual Amount: Funding Source:
N/A N/A N/A
For Council Consideration
Council should consider providing direction to staff for on-going operations relating to COVID-
19 and also discuss if Summer Hours will go into effect after Memorial Day.
Background
Staff will discuss any updated guidance from the Governor’s Office and how it affects City Hall
operations. Through May 18th, staff has been working mostly remote, but with limited staff
rotating in and out of City Hall as needed, and City Hall continues to be closed to the public.
Council, and other, meetings are continuing electronically. Staff is continuing to follow CDC
and other guidance relating to social distancing, PPE, etc. It was also requested an in-depth
review of Public Works be provided (see Attachment A) and their efforts during this time.
It is assumed that any major changes to current operations will not go into effect until at least
May 20th, this would allow staff to receive sufficient direction following the work session.
Council may want to provide direction on Summer Hours for staff; it would be beneficial for
both staff and the public to be aware of operational hours during the summer season.
Budget Impact
N/A
Attachment
Attachment A: Public Works Operations Update
The Public Works Department is seeking direction from the City Council to modify the work schedule for
operations and maintenance staff as described below. The purpose of this proposed modification is to
improve efficiency and productivity of the Department over the longer term response to COVID-19
compared to the current split shift arrangement spanning over a 17 hour period Monday through
Thursday and over a 12.5 hour period on Fridays.
1.SHIFT SCHEDULE: Public Works operations and maintenance staff would continue to be organized
into two shifts with four full time employees working on Shift 1 and three full time employees working
on Shift 2.
▪Shift 1 Hours: 6:00 A.M. to 2:30 P.M. Monday through Friday
▪Shift 2 Hours: 7:00 A.M. to 3:30 P.M. Monday through Friday
2.SEASONAL STAFF: The operating budget provides funding for up to eight seasonal employees, but
the Department is moving forward with only four employees to better provide for social distancing
given the limited space at the Public Works Facility and the number of vehicles available.
▪Seasonal Hours: 7:00 A.M. to 3:30 P.M. Monday through Friday
▪Seasonal staff convene in the work bay area upon arrival in the morning to receive daily
assignments
▪Seasonal staff will take daily 30 minute break and 30 minute lunch at a City park location to
minimize the number of employees congregating at the shop. Hours will be monitored.
3.VEHICLES: The Engineering pickup truck will be temporarily transferred to operations and
maintenance functions for the summer, resulting in a total of six pickup trucks and four 1-ton trucks
available for daily use by staff. The large area mower can be driven to most locations without the
need for a transport truck and trailer. The Department will continue to maintain a one person per
vehicle practice to the extent practical.
4.BREAK AREAS AND SANITARY PRACTICES: Staff will begin utilizing the conference room at the Public
Works Facility for lunches and breaks to supplement the space available in the lunch room to maintain
minimum social distancing. Staff will continue to sanitize work surfaces, kitchen areas and break areas
a minimum of two times per day. Vehicles are sanitized at the end of each shift.
5.PPE RESOURCES: The Department is obtaining 40 cloth masks this week from FEMA supplies being
distributed through the Minnesota Rural Water Association, in addition to the current inventory
of disposable N95 masks. Operations and maintenance employees will be provided with three
cloth masks each, which can be laundered. Staff will be required to have a cloth mask with them at all
times during working hours. Operations and maintenance staff are required to wear masks when
obtaining materials at vendor locations and when interacting with the public. Staff has requested
that the use of masks be left to their individual discretion when not at a vendor location or
interacting with the public. The Department also has an inventory of gloves and eye protection
available for staff.
6.IMPLEMENTATION: The Public Works Department would prefer to implement the strategies outlined
above beginning on May 20th or 21st.
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AGENDA ITEM – 1E
MEMORANDUM
DATE: May 18, 2020
TO: Honorable Mayor and City Councilmembers
Dave Perrault, City Administrator
FROM: Gayle Bauman, Finance Director
SUBJECT: COVID-19 Impacts on City Budget
Budgeted Amount: Actual Amount: Funding Source:
N/A N/A N/A
Council Should Consider
Council may consider providing feedback or direction regarding potential financial impacts due to
COVID-19.
Discussion
City staff has been looking into potential impacts on the City’s finances related to COVID-19.
There are many items being discussed, both locally and nationally, that we are researching and this
list will be updated as the situation evolves. It is unclear how emergency funding from either the
County, State or Federal Government will be made available to cities. The areas we currently have
on our radar and their potential impacts are as follows:
Liquor Licenses – there is still a decision to be made on the number of weeks the City is willing
to credit affected license holders (on-sale licensees). The shutdown began 03/17/20 and a notice
was sent to on-sale liquor license holders five weeks later (04/21/20) informing them of their ability
to sell limited items. The Governor’s Stay at Home order currently runs through 05/18/20 (nine
weeks from 3/17/20). Each week of credit for liquor license fees equates to $745. Do we need to
evaluate each license holder and determine if they started selling liquor after 5 weeks? Do we
credit for entire Stay at Home order? Will additional restrictions be put on bars and restaurants
once Stay at Home order is lifted which impedes their sales?
City Hall rent – estimated loss is $1,000.
Park Facility rental fees – estimated loss is $4,000.
Unemployment costs – current filings total $9,212.
Utility revenue – commercial usage is expected to drop; residential usage is expected to increase.
Unable to determine impact, if any.
2 of 3
Utility late fees – projected late fees for 1st quarter 2020 are right in line with where they were last
year at this time. It doesn’t appear that COVID-19 has affected utility bill payments yet. Currently
we show 254 accounts delinquent with fees totaling $5,100. Last year at this time we had 283
accounts delinquent with fees totaling $5,300. Staff does not see the need to waive late fees at this
time but we are not planning on charging them until later this month.
Recreation Programs – revenues lost are expected to exceed the reduction in expenditures.
Anticipated loss of revenue is $78,000 and the decrease expected in expenditures is $68,000 leaving
us with a net impact on the budget of $10,000.
Other miscellaneous costs – estimate of $2,500.
MSA State Street Aid – this could drop in future years as gas tax collections have decreased.
Property Tax delinquencies – the City’s current collection rate is 96%. Each 1% drop in
collections equals $41,350. Ramsey County has extended their deadline for payment of first-half
property taxes which means a portion of the City’s receipts will be pushed back from July 3rd to
August 7th. Because the City has a healthy fund balance and there are no major infrastructure
projects scheduled in 2020, there should be minimal impact on cash flow due to the delay.
Permit Fees – staff has pulled together revenue amounts through April 30 for the past three years.
The number of new permits and permit revenue is up in 2020 over the past two years.
At this time, staff does not feel that COVID-19 will have an impact on permit revenue. For
informational purposes, a 10% decrease would amount to approximately $47,500.
Through April 30 of year ending:
2018 2019 2020
Erosion/Grading Permit 600.00 - 150.00
Zoning & Subdivision Fees 180.00 180.00 -
Planning Case Fee 5,910.00 5,060.00 2,890.00
Plan Review & Bldg Permits 58,331.50 39,648.50 73,639.75
Mechanical Permits 17,902.92 42,491.37 48,019.53
Plumbing Permits 8,050.35 12,738.65 5,675.75
Electrical Permits 18,426.50 28,519.00 16,101.90
Utility Permit Fees 2,700.00 1,715.00 -
Fire Suppression Permit 2,409.25 1,242.00 2,603.75
Plan Check Fee 33,109.53 20,836.67 33,521.75
$ 147,620.05 $ 152,431.19 $ 182,602.43
Permit Count 368 304 382
3 of 3
Budget Impact
Current estimates put the financial impact on the city’s budget between $30,000 and $50,000. A
summary of the items above is as follows:
Decrease in revenue
Liquor licenses $ (6,705) if 9 weeks credit is approved
City hall rent $ (1,000)
Park facilities rent $ (4,000)
Recreation programs $ (78,000)
Decrease in expenditures
Recreation programs $ 68,000
Increase in expenditures
Unemployment costs $ (9,212) and rising
Miscellaneous $ (2,500)
Total impact $ (33,417)
All of the above items impact the General Fund with the exception of $4,075 of the unemployment
costs, which impact the Utility funds. Language currently attached to emergency funding states
that reimbursements are limited to additional costs – no funding for lost revenues. If emergency
funding is made available to the City, we would currently be eligible for up to $11,712 ($9,212 +
$2,500) and would need documentation supporting those claims.
This does not factor in any potential future impacts.
1 of 2
AGENDA ITEM – 1F
MEMORANDUM
DATE: May 18, 2020
TO: Honorable Mayor and City Councilmembers
FROM: Dave Perrault, City Administrator
SUBJECT: HVAC Discussion
Budgeted Amount: Actual Amount: Funding Source:
$350,000 TBD Building/Equipment Fund
For Council Consideration
The City Council may consider providing further direction on moving forward with engineering
proposals to replace the City’s current HVAC equipment.
Background
At its February work session, the City Council directed staff to seek out Request for Proposals to
have an independent consultant assist the City with its HVAC replacement. This was following a
proposal by Johnson Controls to handle the entire project, background information regarding the
Johnson Controls project is attached to this memo (see Attachment A). Staff reached out to six
different firms for proposals and received proposals from five of the six. The request for the
firms was to assist the City with the design and project management of the HVAC replacement
(similar in scope to what Johnson Controls was proposing). The proposals received do not
estimate a cost for the purchase and installation of the equipment, but for the design and project
management. The proposals range from $46,200 to $99,780. The table below illustrates the
firms that submitted proposals, the cost for the design and project management to replace current
equipment with similar equipment, the cost for the design and project management if during the
review a different design is recommended, and the total cost range for each proposal.
Firm Like Replacement Additional Cost for Alternative 2 Total Cost Range
Paulson and Clark $46,200 $13,160 $46,200 - $59,360
BKV $83,520 $4,000 $83,520 - $87,520
IMEG $49,500 No additional $49,500
Nelson Rudie $65,570 No additional $65,570
HGA $69,590 $30,190 $69,590 - $99,780
2 of 2
Below is the average total score for each firm:
Firm Average Total Points
Paulson and Clark 82
BKV 79
IMEG 76
Nelson-Rudie 74
HGA 71
Engineering staff and myself reviewed the proposals based on cost, experience, schedule, and
understanding of the project. Based on those criteria, Staff’s recommendation is to move
forward with Paulson and Clark for a cost of between $46,200 and $59,360. This firm was the
least expensive for replacing the equipment with similar equipment, but was not the cheapest
should another design be recommended; however, based on the proposals we thought they are
the best option for the City. Their proposal for the City is attached (see Attachment B)
Budget Impact
The City currently has $350,000 budgeted for this project in the Equipment, Building,
Replacement Fund. The total cost of the project is unclear, but if the design were to cost
$59,360, this would leave $290,640 for equipment and installation. The original estimate from
Johnson Controls for the project, depending on Council direction, ranged from $243,000 to
$470,109. The table below, which includes $350,000 budgeted for HVAC replacement in 2020
and $299,000 for the parking lot project in 2021, shows the estimated balance of the Equipment
Building Replacement Fund at the end of 2020 as $61,445, and the projected ending balance of
the fund in 2025 as $600,445. The main source of funding for this fund is a $300,000 transfer
from the utility funds and a $50,000 property tax levy. These numbers may change as the CIP is
further developed throughout the budget process.
2020 2021 2022 2023 2024 2025
Beginning Balance 294,445 61,445 (178,555)50,445 270,445 400,445
Revenues 350,000 350,000 350,000 350,000 350,000 350,000
Expenditures 583,000 590,000 121,000 130,000 220,000 150,000
Ending Balance 61,445 (178,555)50,445 270,445 400,445 600,445
Attachment
Attachment A: Memo and Presentation from February 18, 2020 Work Session
Attachment B: Paulson and Clark Proposal for HVAC Replacement
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!!
Page 1 of 4
May 1, 2020
Dave Perrault
City Administrator
City of Arden Hills
RE: Proposal for Engineering Services for HVAC Replacement/Upgrades
City Hall - Arden Hills, MN
Dear Dave,
Paulson & Clark Engineering, Inc. is pleased to submit the following proposal for
mechanical (HVAC) engineering services for your consideration on the above
referenced project. This proposal is based on our Project Understanding & Basic
Services, as identified below per the RFP.
PROJECT UNDERSTANDING:
The project consists of reviewing existing HVAC equipment, providing recommendations for
replacement, assembling bid documents, assisting with the solicitation of bids and
conducting construction administration including commissioning.
COMPANY INFORMATION:
Paulson & Clark Engineering, Inc. (PAC) is a multi-discipline, professional engineering
firm committed to excellence in design, on-schedule project completion & exceptional
customer service. Paulson & Clark’s extensive design expertise in a wide range of project
types is built on the conviction that a proactive relationship between design team members
is crucial to bringing about a coordinated, functional building for the owner.
PAC’s core team members average 25+ years’ experience in their fields, & have a long
history working together prior to joining the company.
Year Established: 1998
Legal Status: “S” Corporation
Ownership: Dan Paulson, John Paul Gille, John Mooney
Staffing: 7 Structural; 8 Mechanical; 6 Electrical; 2 Security/Low Voltage
Page 2 of 4
PROJECT TEAM:
Jake Strum, P.E., Senior Mechanical Engineer, Minnesota License No. 41841
Travis Willemssen, P.E., Senior Mechanical Engineer, Minnesota License No. 47945
Refer to attached resumes for additional information and relevant project involvement.
BASIC SERVICES TO BE PROVIDED
The project is broken up into the following 6 tasks -
1. Interview staff and conduct an on-site review of building HVAC equipment to
determine condition, function and remaining usable life. A summary report will be
provided.
2. Prepare two reports for equipment replacement. First report will be for a like-for-like
replacement with cost estimate. Second report will be for an alternative design to
increase energy efficiency and reliability.
3. Attend one meeting with the City Staff to review recommendations. Attend one
meeting with City Council to also review recommendations.
4. Assemble construction documents (drawings and specifications) to be used for
bidding and construction. Provide a 60% review set and attend meeting with City
Staff to review.
5. Assist in bid solicitation including responding to bid questions, attending a pre-bid
meeting, issuing addenda and attending bid opening. After bid opening, review
proposals, prepare bid tabulation and make a recommendation on the lowest
responsible bidder.
6. Conduct construction administration services including attending a contractor kickoff
meeting, periodic inspections of work, responses to RFIs, preparation of progress
payments, change orders, final punch list, equipment commissioning and contract
closeout.
PROPOSED PROJECT TIMELINE
Assessment & report: Mid – Late June
CD Documents: July – Mid August
Bid Solicitation: September
Construction Start: October
COMPENSATION
Our compensation for Basic Services on this project will be invoiced on a lump sum
basis, as follows (refer to table below for task breakout).
o Like-For-Like Equipment Replacement: $46,200
o Add-on Alternative Design Replacement (Task 4, Alt 2): $13,160
Total with alternate design $59,360
Page 3 of 4
Proposed Fee Summary Table
Task Hours Staff Rate ($/hr) Total
1 20 Sr. Engineer $140 $2800
2 64 Sr. Engineer $140 $8960
3 12 Sr. Engineer $140 $1680
4 – Like for like
Replacement
40 Sr. Engineer $140 $5600
40 Engineer $105 $4200
16 Sr. Engineer
(Electrical)
$140 $2240
4 Alt 2 – Alt. Design
(in lieu of Task 4 -
Like for like
replacement)
80 Sr. Engineer $140 $11200
80 Engineer $105 $8400
40 Sr. Engineer
(Electrical)
$140 $5600
5 20 Sr. Engineer $140 $2800
6 Construction
Admin
40 Sr. Engineer $140 $5600
6 Commissioning 88 Sr. Engineer $140 $12320
Billing will be based on the anticipated fees & will be invoiced per project schedule
on a monthly basis. After 45 days, any unpaid balances on invoices submitted shall
be assessed an interest rate of 1.5% per month (18% APR) to cover additional
handling charges.
Any service in addition to tasks indicated above will be billed hourly at the rate
indicated above.
REIMBURSABLE EXPENSES
Reimbursable expenses are not included under fees for Basic Services.
Reimbursable expenses include, but are not limited to, the following items:
1. Expense of transportation in connection with the project.
2. Reproduction costs.
3. Special delivery, courier, & postage costs.
COMPENSATION FOR REIMBURSABLE EXPENSES
Reimbursable expenses will be billed at the rates listed below (effective through
December 2020):
Mileage Per IRS Standard Mileage Rate
Vellum Sheets $1.25/sq. ft.
Reproducible Bond Sheets $0.70/sq. ft.
Photo Copies $0.05/sheet
Page 4 of 4
Reimbursable expense other than those listed above (i.e.- deliveries, out of town travel
expenses, outsourced reproduction services) will be billed at cost times a factor of 1.15.
MISCELLANEOUS
1. The following shall be submitted to Paulson & Clark Engineering, Inc.:
A. Copy of existing building documentation, if available.
B. Architectural backgrounds compatible with AutoCAD 2018.
2. Paulson & Clark Engineering, Inc. & associated consultants shall not be
responsible for the means, methods, procedures or sequences of
construction, safety on the job or have direct control of the contractor during
this project.
3. Inasmuch as the remodeling &/or rehabilitation of an existing structure
requires that certain assumptions be made regarding existing conditions, &
because some of these assumptions may not be verifiable without additional
expenditures of money or destroying otherwise adequate or serviceable
portions of the structure, the Client agrees to bear all costs, losses, &
expenses, including the expense of Additional Services by Paulson & Clark
Engineering, Inc., arising or allegedly arising from the discovery of concealed
or unknown conditions in the existing structure.
4. The standard of care for all professional services performed or furnished by
Consultant under this Agreement will be the skill & care used by members of
Consultant’s profession practicing under similar circumstances at the same
time & in the same locality. Consultant makes no warranties, express or
implied, under this Agreement or otherwise, in connection with Consultant’s
services.
5. It is acknowledged by both parties that Paulson & Clark Engineering, Inc.
services do not include any services related to asbestos, lead paint, or
hazardous or toxic materials.
6. All claims, disputes, & controversies arising out of or in relation to the
performance, interpretation, application, or enforcement of the Agreement,
including but not limited to breach thereof, shall be referred for mediation
under the then current construction industry mediation rules of the American
Arbitration Association, prior to any recourse to arbitration or litigation.
7. All claims, disputes, & controversies arising out of or in relation to the
performance, interpretation, application, or enforcement of the Agreement
shall be decided in accordance with the laws of the State of Minnesota.
______________________ 05/01/2020
Signature Date
John Paul Gille - President
Paulson & Clark Engineering, Inc.
______________________
Page 1 of 2
AGENDA ITEM – 1G
MEMORANDUM
DATE: May 18, 2020
TO: Honorable Mayor and City Councilmembers
Dave Perrault, City Administrator
FROM: Mike Mrosla, Community Development Manager/City Planner
SUBJECT: Recycling Contract and Cleanup Day Discussion
Budgeted Amount: Actual Amount: Funding Source:
$21,000.00 N/A Recycling Fund
Council shall consider
The City Council shall consider hosting a cleanup day or alternative event in 2020.
Cleanup Day Background
At its January 21, 2020 meeting, the City Council discussed hosting a citywide recycling event.
At that time, Council directed staff to continue researching options including neighborhood-
specific dumpsters. Following the meeting, staff contacted Republic Services to see if they would
consider neighborhood dumpster drop-offs. Republic had the following concerns including but not
limited to the following items:
1. Lack of site supervision. Without supervision, it is impossible to control who is dumping
and what is placed in the dumpster.
2. Public safety and nuisance concerns.
3. City would be liable for the dumpster and waste disposal costs, including contamination-
processing costs.
4. Hazardous waste contamination. Contamination of the dumpster is when something
added to the dumpster cannot be disposed of with the rest of the contents. This increases
disposal costs significantly. Possible contaminants are: televisions, needles, automobile
fluids, cleaning products, explosives (fireworks), batteries, acids, fertilizers, etc.
5. No recycling or reuse. All materials placed in the dumpster would be sent to the landfill.
Due to the number of concerns, Republic Service said they would not participate or recommend
proceeding with the program. City Attorney Joel Jamnik shares the same concerns as Republic.
Page 2 of 2
Cleanup Day Discussion:
Staff offers the following alternatives to cleanup day.
1. Paper Shred-It Event – An event where residents can bring paper to be shredded and
recycled by the company Shred-N-Go Inc. They priced this kind of event at $1,500.00 for
five (5) hours for the City of Golden Valley. Generally cities limit the number of boxes
residents can bring to recycle to cut down on wait times. This event could be hosted at City
Hall in the parking lot.
2. Electronics Recycling Event – An event where residents can bring only electronics items
to be recycled by an electronics recycler such as JR Disposal, or Tech Dump. Residents
would be charged a fee depending on the electronic item. This would be simpler than a full
cleanup day and still provide electronics recycling for residents. This event could be hosted
at City Hall.
3. “Clean Up Day” Style Drop-off – The City could coordinate with Green Lights Recycling
in Blaine to have cleanup day style drop-offs at their facility. Residents would bring their
materials to the recycler directly for a fee depending on the material. Green Lights
Recycling would manage and operate the event. They currently host events for several
cities at their facility. These cities include: Blaine, Anoka, Ham Lake, Fridley, Centerville,
Lexington, and Spring Lake Park. Additional information is included in Attachment A.
Budget Impact:
The City currently has $21,000.00 budgeted for cleanup day in 2020.
Attachments:
A. Green Lights Recycling Information
Page 1 of 2
Green Lights Recycling is a Minnesota-based recycling company which adheres to the highest
regulatory standards in the nation. Since 1995 they have maintained a track record for
responsible recycling and have kept over 99 million pounds of waste out of landfills. They
currently work with several cities to run recycling drop-off days at their facility. These cities
include: Blaine, Anoka, Ham Lake, Fridley, Centreville, Lexington, and Spring Lake Park.
Green Lights Recycling, Inc. would be accepting fluorescent lamps, batteries, electronics,
appliances, mattresses, tires, scrap metal, hard drives for shredding, carpet, furniture, and paper
for shredding. This kind of drop-off event is fully coordinated by Green Lights Recycling and no
city staff would have to be on site. Resident wait times at these drop-off events are usually brief
(less than 20 minutes). The base price to the City would be about $2,575 for labor and the
shredding truck. A fee would be charged to the residents per item unless Arden Hills provides
coupons. Some don’t offer any subsidies and others provide 2-4 items free to incentivize
participation.
Green Lights Recycling is located at 10040 Davenport St NE in the City of Blaine and is a 10-
minute drive from City Hall.
Page 2 of 2
Coupon from the City of Ham Lake in their newsletter:
Centerville
2019 Saturday Recycling Events
Redeem coupons to recycle two FREE items!
Questions? Contact Centerville City Hall at 651-429-3232.
RECYCLE
2 items for FREE
January 12, 2019
9 a.m. – 12 p.m.
Green Lights Recycling
Centerville
RECYCLE
2 items for FREE
February 9, 2019
9 a.m. – 12 p.m.
Green Lights Recycling
Centerville
RECYCLE
2 items for FREE
March 9, 2019
9 a.m. – 12 p.m.
Green Lights Recycling
Centerville
RECYCLE
2 items for FREE
April 13, 2019
9 a.m. – 12 p.m.
Green Lights Recycling
Centerville
RECYCLE
2 items for FREE
May 11, 2019
9 a.m. – 12 p.m.
Green Lights Recycling
Centerville
RECYCLE
2 items for FREE
June 8, 2019
9 a.m. – 12 p.m.
Green Lights Recycling
Centerville
RECYCLE
2 items for FREE
July 13, 2019
9 a.m. – 12 p.m.
Green Lights Recycling
Centerville
RECYCLE
2 items for FREE
August 10, 2019
9 a.m. – 12 p.m.
Green Lights Recycling
Centerville
RECYCLE
2 items for FREE
September 14, 2019
9 a.m. – 12 p.m.
Green Lights Recycling
Centerville
RECYCLE
2 items for FREE
October 12, 2019
9 a.m. – 12 p.m.
Green Lights Recycling
Centerville
RECYCLE
2 items for FREE
November 9, 2019
9 a.m. – 12 p.m.
Green Lights Recycling
Centerville
RECYCLE
2 items for FREE
December 14, 2019
9 a.m. – 12 p.m.
Green Lights Recycling
Centerville
Use these coupons to recycle two items for FREE at the monthly recycling
day at Green Lights Recycling.
Residents must present coupon to recycle two free items. One coupon per resident each month.
Recycling Day Events at Green Lights Recycling in Blaine
When: January 12 • February 9 •
March 9 • April 13 • May 11 •
June 8 • July 13 • August 10 •
September 14 • October 12 •
November 9 • December 14
Where: Green Lights Recycling
10040 Davenport St NE, Blaine, MN
Time: 9 a.m. – 12 p.m.
Materials Accepted:
• Appliances ($10 - 25 each)
• Batteries: sealed lead acid, small household and rechargeable ($0 - $6/lb)
• Carpet: no rubber back ($6/roll)
• Electronics
• Printers, scanners and fax machines ($10 - 35 each)
• Hard drive shredding ($5 each)
• TVs and monitors: all sizes ($18 - 75 each)
• Small and medium items: mice, keyboards, DVD and VCR players, stereos,
speakers, record players, coffee makers, toasters, toaster ovens, keyboards,
vacuums, phones, small appliances and video game consoles ($0 - 5 each)
• Fluorescent bulbs ($.50 - .95 each)
• Holiday string lights, cables and extension cords (FREE)
• Mattresses and box springs ($20 - 25 each)
• Paper shredding: 2 box maximum (FREE)
• Scrap metal: clean and all non-metal material removed (FREE)
• Tires ($5 - 8 each)
Prices have a range since they vary by the size and type of material.
1880 Main StCenterville, MN 55038Printed on recycled paper, minimum 30% post-consumer paper. Funded by the Anoka County Board of Commissioners & State SCORE funds(Select Committee on Recycling and the Environment).Single Sort Recycling Every other week on Friday.Service may be delayed on weeks with holidays. Questions:Waste Management (952) 890-1100Organics Recycling
Centerville
2019 Recycling Guide
Redeem coupons to recycle two FREE items!
Curbside Recycling Guide
Recycle Right
Some recycling actions make a bigger impact than others. Remember these three rules the next time you recycle:
1. Recycle all empty plastic bottles, cans, cartons, clean paper and cardboard boxes. See the list below for
acceptable items.
2. Remove food debris, liquid, plastic film and greasy or hazardous items from your recycling.
3. Place recyclables directly in your cart. Do not bag them. Return plastic bags to a local grocer or retailer.
Go to AnokaCounty.us/recycle for options.
It’s amazing how big of an impact following these simple rules can have! There are more and more non-
recyclables going to recycling sorting facilities, and every single one of them must be removed by hand or
mechanically sorted. These unwanted materials contaminate valuable recyclables. Non-recyclable items placed in
recycling containers end up in the garbage, which increases the cost of the recycling process. Don’t ‘wishcycle’ or just
hope something can be recycled. When in doubt, throw it out.
Plastic Bottles & Jugs
(empty, rinse, caps on)
• Water, soda & juice bottles
• Milk & juice jugs
• Ketchup & salad dressing bottles
• Dish soap bottles & detergent jugs
• Shampoo, soap & lotion bottles
Plastic Cups & Containers
(empty, rinse, caps on)
• Yogurt, pudding & fruit cups
• Clear disposable cups (no straws)
• Margarine, cottage cheese & similar containers
• Clear produce, deli & take out containers
Cartons
(empty & rinse)
• Milk cartons
• Juice cartons
• Juice boxes
• Soup, broth & wine cartons
Metal
(empty, rinse, labels OK)
• Food cans
• Beverage cans
Paper
(clean, staples OK)
• Mail, office & school papers
• Magazines & catalogs
• Newspapers &
inserts
• Phone books
Boxes
(flatten)
• Cardboard
• Cereal, cracker &
pasta boxes
• Shoe, gift &
electronic boxes
• Toothpaste &
other toiletry boxes
• Tissue boxes
Glass
(empty, labels OK, caps off)
• Food & beverage
bottles & jars
Take your recycling to the next level!
Once you are recycling all you can, you can reduce your trash
further by signing up for the Anoka County Organics Drop-off
Program. You simply collect food scraps, such as meat, dairy,
fruit and vegetable peelings, soiled paper towels and tissues in a
compostable bag (provided free when you sign up) and bring your
organics to one of the county compost sites listed below:
Go to: AnokaCounty.us/organics for details and to sign up in this
FREE Program!
Drop off locations include:
Bunker Hills Compost Site Rice Creek Compost Site
13285 Hanson Blvd NW 7701 Main St
Coon Rapids, MN 55448 Lino Lakes, MN 55038
Winter hours: December – March Saturday 9 a.m. to 1 p.m.
The Presidential Nomination Primary is Tuesday, March 3, 2020. The polls will be open from 7:00 am -
8:00 pm.
These are the Ham Lake voting locations. You can go to www.pollfinder.sos.state.mn.us to find your Precint:
The presidential nominating primary is a process by which voters cast a ballot for their preferred presi-
dential candidate of their preferred political party. The results of the presidential nominating primary
may affect who appears on the ballot in November. This is a political party process and will be adminis-
tered just like any other election, but is not to be confused as a traditional election.
Only the major political parties are eligible to participate in this election. Each major political party will
have a separate ballot with their list of candidates for the office of President. Parties may also choose to
have an “uncommitted” and/or write-in option available.
Sample ballots will be posted in early January on the Minnesota Secretary of State’s website.
The process is similar to the traditional election and voting experience. You will locate your polling place,
sign the roster or register to vote using approved documents.
However, before the election judge gives you a ballot, you must indicate what major political party’s bal-
lot you want to vote on. You will also sign a statement: “I am in general agreement with the principles of
the party for whose candidate I intend to vote.”
This is the only significant difference in the presidential nominating primary from a traditional election.
To vote via Absentee Ballot, you can go to Ham Lake City Hall or Anoka County Elections during regular
business hours, or complete an Absentee Ballot Application to receive the ballot through the mail.
The Absentee voting period is from January 17 through March 2, 2020.
To learn more about the Presidential Nomination Primary (PNP) visit:
• Anoka County Elections & League of Women Voters
• www.anokacounty.us/elections-voter-registration
• www.lwvmn.org/picking-the-president-part1
Presidential Nomination Primary (PNP)
City of Ham Lake
15544 Central Avenue NE
Ham Lake, MN 55304
ECRWSS
Postal Patron
Ham Lake, MN 55304
PRSRT STD
U.S. POSTAGE
PAID
ANOKA, MN 55303
PERMIT NO. 289
Published by the City of Ham Lake, Minnesota January 2020 • Volume 35, No. 1
Snowbowl 2020 • February 8
Put Saturday, February 8 on your calendar for Ham
Lake’s annual Snowbowl at Ham Lake Park (153rd
Avenue in Ham Lake).
This is a family-friendly event to get you outside and
celebrating some of winter’s best activities. Included
in the 2020 event are:
• Medallion Hunt—the first clue will be posted on
hamlakeareacc.org/contests on Monday, February 3.
A cash prize for the winner!
• Fat Tire Bike Race—Four classes of racers will
wind their way around Ham Lake Park in the 3rd
annual fat tire race.
• Snow Sculpting Contest—Three categories of
sculptors will compete for cash prizes.
• Snowmobile Races—Sponsored by the Kids Pro
Ice Snowmobile Racing folks.
• Broomball Tournament—Teams come from all
over the Twin Cities and even neighboring states.
Men’s, Women’s and Co-Rec categories.
• Ice Fishing Contest—Run by Boy Scout Troop
522 in conjuction with the Snowbowl. Every fish
caught will receive a ticket for the drawing.
• Snowbowl Sculpture Breakthrough Contest—
Guess the day and time the Snowbowl Sculpture
will break through the ice on Ham Lake for cash.
• Winter RUCK—presented by Ascension Fitness.
• Kids Activities—Sliding hill, Gaga pit and more.
Presented by Troop 509.
• Vendors, food and beverages in a heated tent!
For the details go to: hamlakeareacc.org/snowbowl.
Snowbowl 2020’s Diamond Sponsors are the Ham
Lake Area Chamber of Commerce, Blaine Festival
and Twin Cities Gateway.
Christmas Tree & Light Recycling
Drop off your Christmas trees, holiday lights and extension cords for recycling at the north side of the City
Hall parking lot. Please place holiday lights and cords in the green and blue collection container near the
small garage. Clean your tree of decorations and place it at the north end of the City Hall parking lot.
Trees will be accepted through January 5th.
Precinct 1: Glen Cary Lutheran Church
15531 Central Ave NE
Precinct 2: Ham Lake Senior Center
15544 Central Ave NE
Precinct 3A: Oak Haven Church
1555 Constance Blvd NE
Precinct 4A: Horizons Community Church
1503 157th Ave NE
Precinct 5: Radisson Road Baptist Church
13627 Radisson Rd NE
Precinct 6A: St. Paul’s Catholic Church
1740 Bunker Lake Blvd NE
Ham Lake City Hall
15544 Central Ave NE
Ham Lake MN 55304
763-434-9555
(Mon–Thurs: 7:00 am–4:30 pm)
(Friday: 7:00 am–12:00 pm)
(Saturday, February 29, 10:00 am–3:00 pm)
Anoka County Elections
2100 3rd Ave Ste. W130
Anoka MN 55303
763-324-1300
Elections@co.anoka.mn.us
(Mon–Fri 8:00 am–4:30 pm)
(Saturday, February 29, 10:00 am–3:00 pm)
Articles and photos that appear in The Ham Laker,
together with other useful information about the
City, can be found on the City’s website:
www.ci.ham-lake.mn.us
Ham Lake Contacts
City Hall: 763-434-9555
To report emergencies after office hours please call
911.
City Hall Hours: Mon-Thurs: 7:00-4:30
Friday: 7:00-noon
Mike Van Kirk (Mayor)
763-434-6176
mvankirk@ci.ham-lake.mn.us
Jim Doyle (Council)
612-850-1698
jdoyle@ci.ham-lake.mn.us
Tom Johnson (Council)
763-434-8573
tjohnson@ci.ham-lake.mn.us
Gary Kirkeide (Council)
763-434-9762
gkirkeide@ci.ham-lake.mn.us
Brian Kirkham (Council)
612-978-2764
bkirkham@ci.ham-lake.mn.us
February Issue Deadline:
Wednesday, January 8
Please send all Ham Laker correspondence, ar-
ticles and ideas to:
City of Ham Lake
15544 Central Ave NE
Ham Lake, MN 55304
Email: HamLaker@ci.ham-lake.mn.us
For advertising information, please contact City
Hall at: 763-434-9555
Editor: Sharon Brodin, Brodin Press LLC
Printed on 20% post-recycled
consumer waste paper
Ham Lake City Council News
Sheriff’s Report
At its November 18 meeting, the City Council
took the following actions:
• Approved items on the Consent Agenda, including:
- Ordinance No. 19-10 amending Article 10-430
regarding mailbox physical standards
- Ordinance No. 19-11 amending Article 11-230
regarding the requirement of a permit for
Fences and Hedges in residential zoning
- Compensation Plan Adjustment for Administra-
tive Assistant II, Nicole Wheeler
- Court Services Amendment Renewal and Reso-
lution No. 19-60 approving the continuation of
the E-Charging Joint Powers Agreement
• Approved the Certificate of Occupancy requested
by Alex Peterson to operate 11th Hour Remarket-
ing Solutions at 1305 159th Avenue NE subject to
requirements.
• Approved purchasing Employee Self-Serve (ESS)
and Payroll Import and Accounts Receivable
modules for the software system Incode 10.
At its December 2 meeting, the City Council
took the following actions:
• Adopted Resolution No. 19-61: the 2020 Budget,
Levy and Five Year Capital Improvement Plan.
• Approved items on the Consent Agenda, including:
- 2020 Residential Recycling Program
- Converting Vacation Time to Paid Time Off
(PTO) and paying out Sick Leave to the Post-
Retirement Health Care Savings Plan
- Amendments to the Employee Handbook
- Resolution No. 19-62 requesting a grant from
the Anoka County Housing and Redevelopment
Authority (HRA) for the Voluntary Cost Sharing
Agreement
- Resolution No. 19-63 to appoint signers to the
Trust Checking Account
- Resolution No. 19-64 accepting a $2,000
donation from Blaine’s Blazin 4th
• Approve Consent Agenda Item 4.9, Road Commit-
tee Recommendations.
• Approved scheduling a Public Hearing for Decem-
ber 16, 2019 to consider the revocation of the Con-
ditional Use Permit, issued on October 9, 2015 and
amended on November 15, 2016 for Noel Foster,
Foster Trucking, 1561 Bunker Lake Boulevard NE,
due to non-compliance.
Thefts & Damage to Property
11.09 35xx 168 Ave NE—Fake email from a school
requesting money; no money loss
11.11 160xx Bataan St NE—Attempted Xcel Energy
scam; no money loss
11.11 170xx Vickers St NE—Craigslist scam; tickets
never received, $400 loss
11.12 152xx Central Ave NE—Dump trailer stolen
from the property
11.13 133xx Pierce St NE—Computer help desk
scam; $4,000 loss
11.23 156xx Yalta St NE—Unsecure vehicle; purse
and cash were stolen
11.26 25xx Bunker Lake Blvd NE—Unsecured snow-
blower and trailer stolen from the property
11.26 22xx Crosstown Blvd NE—Theft of an
unsecured “hard top” from a convertible overnight
11.26 23xx 175 Lane NE—Theft of an unsecured
bicycle at a bus stop
11.27 173xx Hwy 65 NE—Theft of a vehicle from
business; keys in it but cut lock on secured fence
12.03 151xx Lever St NE—Fraud; Social Security
scam, no financial loss
12.04 6xx 136 Ln NE—Vehicle window smashed;
wallet stolen
Burglaries
11.15 162xx Aberdeen St NE—business; front door
glass smashed; cash stolen
11.21 4xx 168 Ave NE—attempted Social Security
scam; no money loss or information given out
Arrests/Incidents
11.09 166xx Mankato St NE—Trespassing, Disor-
derly Conduct; a male entered a home without per-
mission. Two males were located at a home next
door. Both were uncooperative and were arrested.
11.09 168xx Hwy 65 NE—Warrant Arrest; deputies
responded to the location in an attempt to locate a
female with an active warrant. She was arrested.
11.09 175xx Hwy 65 NE—Warrant Arrest; deputies
responded to the location in an attempt to locate a
male with an active warrant. He was arrested.
11.21 Hwy 65 NE/181 Ave NE—DWI; single vehicle
personal injury crash at the location. The male driver
appeared intoxicated. Field sobriety was unable to
be performed due to his level of consciousness. Legal
blood was taken. The male was released to medical
staff but will be charged.
11.25 20xx 145 Ave NE—No Contact Order viola-
tion; the suspect was said to be sitting outside the
victim’s address revving his engine. He left prior to
arrival. A probable cause pick-up was put out for his
arrest.
11.26 Hwy 65/Constance Blvd NE—Stolen Property;
driver stopped due to no lights on the trailer she was
pulling. The deputy noticed the license plate had
electrical tape on it changing the plate number. The
trailer was discovered to be stolen. Drugs were also
located in the vehicle. She was arrested.
11.27 154xx Jackson St NE—Warrant; a deputy
went to the location to attempt to locate a male with
a 5th degree drug offense warrant. The male was lo-
cated and arrested without incident.
11.29 Hwy 65/154 Ave NE—2nd degree DWI; a
deputy responded to a crash. When speaking with
the driver, she appeared intoxicated. He also ob-
served an open beer in the vehicle, along with a
child. Field sobriety tests were refused. She was ar-
rested. Charges were elevated due to the level of the
PBT and having a child in the vehicle.
11.30 Crosstown Blvd/Hwy 65 NE—5th degree Con-
trolled Substance, Felon in Possession of a Firearm;
two-car crash; one car had left the scene. The car
was located in a parking lot nearby. Drugs and a
handgun were seen. Both drivers were arrested.
12.01 Bunker Lake Blvd/Johnson St NE—Controlled
Substance; driver stopped because he knew he did
not have a driver’s license. While searching the vehi-
cle prior to towing it, meth was found. The male
driver was arrested.
12.02 Hwy 65/Crosstown Blvd NE—3rd degree
DWI; two callers reported a possible drunk driver
driving the wrong way down Hwy 65. The driver ap-
peared intoxicated, did not know where she was and
denied driving the wrong way on 65. Field sobriety
test was failed and she was arrested.
Visit the City’s website to view Council meeting videos
on-demand and agenda minutes of City Council, Plan-
ning Commission and Park & Tree Commission meet-
ings: www.ci.ham-lake.mn.us.
Keep Your Packages Secure
The Anoka County Sheriff’s Office has started to see
a few reports in Anoka County of packages being
stolen from the front step. As the holiday season
approaches and online shopping popularity continues
to grow, consider delivering your package to:
• A local relative or trusted neighbor who’ll be
home to pick it up when it arrives.
• Your office where there's someone there to accept
you delivery.
• A PO box or UPS mailbox: be aware that these
have a monthly rental cost and not all PO boxes
will accept packages. Find out before you rent!
• Search for a locker location near you on Amazon's
Locker page or when selecting shipping options
at checkout.
• Opt for in-store pickup.
Winter Driving Safety & Tips
Minnesota’s Department of Public Safety offers these
tips for safe winter driving:
• Be able to see and be seen—clean frost and snow
off all your windows, mirrors, lights and reflec-
tors. Use your headlights in poor visibility.
• Get a feel for the road—When you first start out,
accelerate carefully to test wheel-spin and brake
gently to test skidding.
• Be gentle—Use the accelerator and brakes slowly
to maintain control of your vehicle.
• Increase your following distance.
• Make your turns slowly and gradually.
• Watch for scattered slippery spots—If you feel
yourself losing control, don’t brake. Take your
foot off the gas and steer as straight as you can
until the car slows to a safe speed.
• In an emergency, steer off the road and into a
snow bank to avoid a crash.
Obey Ham Lake’s Snow Rules
Respect your neighbors by following the City’s policy on parking and on where to deposit snow and ice.
Minnesota law makes it illegal for property owners to deposit snow or ice on any street or highway. This
includes the 15-foot right-of-way back from the curb. Therefore, it’s illegal to plow snow from your driveway
and move it across the street onto the right-of-way of the property across from you.
Remember from October 1 through April 30, “NO
PARKING” is allowed on Ham Lake streets between
the hours of midnight and 6:00 am.
In addition, no parking is allowed in the daytime
hours during or after a two-inch snowstorm or until
the streets are plowed afterwards.
What’s Happening at the Senior Center
Senior Center phone: 763-434-0455
Senior Center hours: Open Monday-Thursday
from 8:00 am - 3:30 pm
The Senior Center is located on the west-side
lower level of City Hall at 15544 Central Ave. NE.
NOW HIRING
Part-time cook for Mondays and Wednesdays.
This is a paid position. Contact the Senior Cen-
ter for more information!
Weekly Events
Senior Dining at noon on Mondays and Wednes-
days ($5.00 for those 55 and older and $8.00 for
those younger). Reservations Needed!
Activities at the Senior Center: fitness class, pinochle,
cribbage, wood carving, bingo and cards (500 and
Hand & Foot).
Watch for upcoming trips to the Casino (open to
the public), Jam Sessions (open to the public)
during the day and evening, health insurance coun-
seling, scheduled shopping trips for those who need
transportation, free blood pressure checks, and a
birthday lunch.
Call the Senior Center, at the number listed above to
find out dates, times and details of these and other
special events!
The Senior Center will be closed Wednesday,
January 1 in observance of New Year’s Day and Mon-
day, January 20 in observance of Martin Luther King
Jr. Day.
Special Upcoming Events Open to the
Public
Jam Session—Thursday, January 9 at 7:00 pm
Jam Session—Tuesday, January 21 at 1:00 pm
Senior Dance—2nd Friday of each month. Live
music and refreshments. January 10 will feature
Michael Elsenpeter from 1:00-4:00 pm. Come dance
or just listen to the music! $8 per person.
MHSRC Defensive Driving Courses—These
courses are open to the public for those age 55 and
older. There are no courses scheduled at this time.
November Building Permits
The City of Ham Lake issued 116 permits in Novem-
ber with a valuation of $2,361,955.00. The issued
permits are as follows: two commercial sign, eight
residential new construction, one residential addi-
tion, one residential accessory building, two residen-
tial basement finish, one residential deck, one
residential fence, one residential pool, one residen-
tial window, 46 residential roofing and siding.
Other permits include 33 mechanical, 12 plumbing
and seven septic installations.
Fire Department Calls
The Ham Lake Fire Department responded to 38
calls during November: 18 during the day and 20 at
night. These included 7 structure calls (2 CO alarms,
3 fire alarms, and 2 gas smell), 19 medical calls, 8
rescues, 2 mutual aid calls, 1 vehicle call and 1 misc.
call. The department spent 18 hours on calls with
total personnel time adding up to 291 hours.
Year-to-date, the department has answered 493 calls,
compared with 459 calls at the same time last year.
Why Does Ham Lake Plow Snow this Way?
Dealing with large amounts of snow is a challenge for everyone, including the City’s snow plow drivers.
During and after large snowfalls, the city receives many calls related to plowing. One very popular question
is “When will the plow get to my street?”
The City of Ham Lake understands the importance of efficient and timely snow removal and ice control. Snow
plowing policy and processes are reviewed annually to provide for safe travels for the greatest number of
people on the 158 miles of City-managed roadways. The Public Works Department reviews a map of the
City’s public street systems that clearly delineates thoroughfare and local residential streets. The map is then
divided into six routes and four cul-de-sac routes for purposes of snow removal and ice control. Within each
of the areas, the City has classified city streets based on the street function, relative traffic volume and im-
portance to the welfare of the community. Those streets are classified as:
• Priority A streets will be plowed first. These are higher volume streets that connect major sections of the
city and provide access for emergency fire, police and medical services.
• Priority B streets are plowed next. These provide access to schools and commercial businesses.
• Priority C are low-volume residential streets which are plowed after Priority B streets.
• Priority “D” are cul-de-sacs and are plowed last.
The Public Works Superintendent or designated representative monitors street conditions to determine the
timing and amount of equipment and personnel necessary to clear the streets. During large snowfalls, the
City has six trucks dispatched to plow. The plows are assigned to specific sections of the City and when they
leave the shop or hub, plowing is done from the hub to outlying parts of the City. This saves time, is a more
efficient way to plow and prevents plows from having to backtrack on streets already plowed.
Snow plows discharge snow on the right-hand side of the truck, or curbside. The routes are designed to
allow the trucks to always take right-hand turns to limit time spent backing up and turning around.
Maneuvering a large plow truck is more difficult than a passenger vehicle, especially when there are mounds
of snow to drive around and through. Plows travel at an average speed of 10-20 mph, but that pace can be
impacted by the amount and weight of snow, traffic, obstacles in the roadways, etc. To help the plow drivers,
please be sure all unattended vehicles are off City streets during or after a snowfall until streets have been
cleared (per article 6-121 of the City Code).
Some roadways within the City are managed by MnDOT or the Anoka County Highway Department. Exam-
ples of these are Highway 65 (managed by MnDOT), Constance Boulevard, Crosstown Boulevard, Bunker
Lake Boulevard and Radisson Road (managed by the Anoka County Highway Department).
Questions or concerns about those roads or conditions should be directed to the responsible organization:
• MnDOT Information Center: M-F, 8:00 am to 4:30 pm. Phone: 651-296-3000.
• Anoka County Highway Department: M-F, 7:30 am to 4:30 pm. Phone: 763-324-3100.
Robert Hoffmann, DC
Valorie Hoffmann, DC
763-434-5714
Awarded 2019 Best Doctors by
Minnesota Monthly Magazine
Public Notice
The City of Ham Lake hereby gives public notice of
its intent to aerate Ham Lake to prevent winterkill of
game fish. The City intends to use mobile systems
which may be used at any time.
The aeration systems will cause areas of thin ice and
open water that fluctuate greatly. If you have any
questions concerning the aeration system, please
contact Ham Lake City Hall at 763-434-9555.
Warning: Stay Clear of Designated Areas!
Community Calendar
Jan. 1: City Hall closed in observance of New
Year’s Day
Jan. 6: City Council mtg, City Hall 6:00 pm
Jan. 8: The Ham Laker deadline for the
February issue
Jan. 13: Planning Commission meeting, City
Hall 6:00 pm
Jan. 15: Park & Tree Commission meeting,
City Hall 6:00 pm
Jan. 20: City Hall closed in observance of
Martin Luther King Jr. Day
Jan. 21: City Council mtg, City Hall 6:00 pm
Jan. 27: Planning Commission meeting, City
Hall 6:00 pm
RECYCLE
2 ITEMS FREE
This coupon entitles the bearer to recycle
two (2) items free on:
Saturday, January 25, 2020 at:
Green Lights Recycling, Inc.
10040 Davenport Street NE
Blaine, MN 55449-4423
Phone: 763-785-0456
Drop off hours are
9:00 a.m. to 12:00 p.m.
This coupon must be presented when bringing
your items for recycling. The bearer must provide a
driver’s license or some form of identification
showing he/she is a resident of Ham Lake.
Are You an Entrepreneur at
Heart?
Need a trusted business advisor? A free business
consultant? Money to start or expand your business?
The Ham Lake Open To Business program could be
just what you need to get going. Free one-on-one
counseling with a business advisor and assistance in
identifying financial resources are available.
For more information or to get started, call Carrie
Mikkonen at 763-438-7315
or email her at:
cmikkonen@mccdmn.org
Santa’s Visit Recap
In early December, the Ham Lake Fire Department
again brought Santa to neighborhoods throughout
the city.
Winter temperatures were pleasant, snow covered
the ground and Santa was on display as children of
all ages enjoyed this annual community event.
Firefighters and other helpers passed out candy
canes and collected residents’ food donations. The
extraordinary generosity of Ham Lake citizens was
again on display! A new record amount of 7,560
pounds of food and $697 in cash was collected from
you, and delivered to the North Anoka County
Emergency Food Shelf.
On behalf of the firefighters of the Ham Lake Fire
Department, a sincere thank you to everyone who
participated. We hope to see you again next year!
Merry Christmas!!
Thinking Spring Already: High Water Levels
Frequent and heavy rains across the Coon Creek area this fall caused creeks, lakes, ponds and wetlands to be
at their highest levels in years. With saturated soils and high levels of water already seen in fall, the ability of
the drainage system to hold the predicted higher snowmelt next spring looks compromised.
Once the snow melts, be prepared for extra-saturated low areas, especially in drainage easements (or
“drainage and utility” easement). Check your plat to see if there’s one on your property. Floodplain elevations
or wetlands might be harder to see or find but are no less important. They function as floodwater storage
areas on the landscape. Usually by fall, they’re lower from summer evaporation and plants taking up water
then transpiring it through leaves. This fall, though, we had so much rain, spring storage capacity is low.
To reduce property damage from flooding please keep sheds, equipment, landscape materials, piles of debris
(including piles of grass clippings or leaves) out of low areas.
If you plan to landscape or build on your property this year, you need to check that your activity won’t cause
flooding. If your property is located within the Coon Creek Watershed District (97% of Ham Lake), please fill
out our Technical Assistance form for two hours of free review. It’s available on our website or by mail or
email, or come to our office for a hard copy. Allow at least three months for the process and any necessary
permits.
Questions? Contact the Coon Creek Watershed District at 763-755-0975 or online www.cooncreekwd.org.
Ham Laker, Taylor Fondie, Wins
Miss Minnesota USA
Taylor Fondie, 22, was crowned Miss Minnesota USA
on December 1st at the Ames Center in Burnsville.
Taylor is a Blaine High School alumni and former
Minnesota Vikings cheerleader. She currently attends
Bethel University for Broadcast Journalism and
Sports Reporting.
Taylor will spend the next year traveling the state,
making appearances, getting involved with charities
near to her heart and representing the great state of
Minnesota at the nationally-televised Miss USA com-
petition.
Congratulations, Taylor!
You can follow her journey on Instagram at:
@missmnusa. If you’re interested in having Taylor
attend an event near you, you can submit a request
at: www.missminnesotausa.com/appearance.
Ham Lake resident, Taylor Fondie, was recently
crowned Miss Minnesota USA
Recycling Event • January 25
Residents may drop off recyclable items at Green
Lights Recycling (10040 Davenport Street NE in
Blaine) on January 25, 2020 from 9:00 am to 12:00
pm. Two items can be recycled at no charge by pre-
senting the coupon below.
For a list of accepted items go to www.glrnow.com
and click We Recycle.
NOTE: To improve traffic flow during the event,
please use the entrance on 99th Lane NE (from Hwy
65 turn east onto 99th Ave N).
Contact Green Lights Recycling at 763-785-0456 or
the City of Ham Lake Recycling Coordinator at 763-
434-9555 if you have any questions.
Submit Your Reservations for
Use of the City’s Ballfields
The Ham Lake Park and Tree Commission is accept-
ing reservation requests for ballfield and soccer field
use in 2020. Mail your request to reserve fields to:
City of Ham Lake, 15544 Central Avenue NE, Ham
Lake, MN 55304. Or email your request to:
nwheeler@ci.ham-lake.mn.us.
The deadline for submitting requests is noon on
Tuesday, January 7th.
The Park and Tree Commission asks that a represen-
tative from each organization submitting a request
be present at the January 15 Park and Tree Commis-
sion meeting. The meeting begins at 6:00 p.m. and
will be held in the Ham Lake City Council chambers.
7,560 pounds of donated food on its way to NACE!
Page 1 of 3
AGENDA ITEM – 1H
MEMORANDUM
DATE: May 18, 2020
TO: Honorable Mayor and City Councilmembers
Dave Perrault, City Administrator
FROM: Mike Mrosla, Community Development Manager/City Planner
SUBJECT: B-2 District Design Standards - Façade Transparency
Budgeted Amount: Actual Amount: Funding Source:
N/A N/A N/A
For Council Consideration
Council may consider providing further direction on revising the B-2 District design standards.
Background
At the Work Session meeting on September 17, 2018, the City Council discussed setback
requirements for buildings and parking lots in the B-2 District. Staff proposed revising the front
yard setback requirement from 20 feet to 50 feet. Staff also recommended removing the
requirement that at least 50 percent of the largest building on each site be constructed at the front
setback line of 20 feet. Finally, staff recommended the following parking location requirements
be deleted:
• Placing parking between the street right-of-way and a building shall be discouraged.
• No more than 50 percent of the parking on a site may be between buildings or in the side
yards.
The Council agreed with the recommended changes in setbacks; however, the Council did have
some concerns about changes to the building façade requirements.
Discussion
Façade Transparency
At its September 17, 2018 meeting the City Council discussed removing subsection B in the City
code section below. The Council agreed with the recommended removal; however, wanted to
retain the language allowing the use of simulated windows on service areas.
Page 2 of 3
F. Window and Door Openings
1. Commercial Façade Transparency.
a) Fifty percent (50%) of all first level building façades that front a public street shall be
comprised of transparent windows or doors in order to allow views of interior uses
and activities. Transparency requirement may be waived by the City where privacy
concerns warrant.
b) Twenty percent (20%) of all other first level building facades that are reasonably
visible from the public right of way shall be comprised of window or door
openings. Simulated or opaque windows may be used on service areas.
b) If the building is a one-story design and the first floor elevation exceeds twelve (12)
feet, then only the first twelve (12) feet shall be included in calculating the façade
area.
c) The City may consider a proportional reduction in the transparent window and door
requirement on the public street façade if additional transparent glass is used on the
remaining sides.
d) Spandrel (translucent) glass may be used on service areas.
At its August 12, 2019 special work session, the City Council and staff continued discussing the
façade transparency requirements on mechanical and storage areas in the B-2 and B-3 Districts.
At that time staff recommend adding subsection E shown above. The proposed language would
allow applicants the ability to use spandrel glass (simulated glass) on service areas. Examples of
buildings with spandrel or translucent glass are shown in Attachment B. During the discussion,
Council directed staff to review and see if spandrel glass could be illuminated to appear as an
active storefront when viewed from an adjacent public street. Upon review it was determined that
spandrel glass should not be illuminated. Unlike typical window glass, which is meant to be
transparent, spandrel glass is designed to be opaque in order to help hide features between the
floors of a building, including vents, wires, slab ends and mechanical equipment. If the intent is
to have the space to look occupied by illumination, spandrel glass should not be used.
In response staff offers the following two proposals for Council to consider.
Option 1. Add a subsection allowing applicants the ability to use simulated or opaque glass on
service areas.
Option 2. Do not add any language addressing the use of simulated or opaque glass on service
areas and utilize existing language in subsection A as it allows the City to wave the transparency
requirements when privacy concerns are warranted.
“Fifty percent (50%) of all first level building façades that front a public street
shall be comprised of transparent windows or doors in order to allow views of
interior uses and activities. Transparency requirement may be waived by the City
where privacy concerns warrant.”
Page 3 of 3
Next Steps
Staff is requesting feedback from the City Council on the changes to the façade transparency
requirements.
Based on the direction provided by the City Council, staff will provide Council with a redlined
version of the B2 District amendments at a future work session.
Budget Impact
None
Attachments
A. Zoning Map
B. Spandrel Glass Examples
C. August 12, 2019 Special Work Session Memo
D. August 12, 2019 Special Work Session Minutes
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RDDocument Path: J:\gis\city\Arden Hills\Maps\Zoning2018.mxd Date Saved: 9/13/2018 11:55:13 AMThe zoning district designations represented on this mapcorrespond to the City of Arden Hills official Zoning Map.Questions concerning the Zoning Map should be directedto City Hall. Zoning designations are subject to change.Ple ase refer to the Zoning Code for complete information.
Adop ted: April 12, 1993Updated: September 13, 2018
TRC CC - Campus Commercial
TRC CO - C ivil/Open Space
TRC FO - Flex Office
TRC RMU - Retail Mixed Use
TRC NR -1 - Residential
TRC NR -2 - Residential
TRC NR -3 - Residential
TRC NR -4 - Residential
TRC O MU - Office Mixed Use
TRC O S - O pen Space
TRC TC-1 - Town Center
TRC TC-2 - Town Center
TRC TC-3 - Town Center
TRC - Water Infrastructure
R-1 - Single Family Residential District
R-2 - Single & Two Family Residential District
R-3 - Town house & Low Density Multiple Dwelling District
R-4 - Mu ltiple Dwelling District
B-1 - Limited Business Distirct
B-2 - G ene ral Business District
B-3 - Service Business District
B-4 - Re ta il Center District
NB - Ne igh borhood Business District
CC - C ivic Center District
G-B - G atewat Business
I-1 - Limited Industrial District
I-2 - G enera l Industrial District
I-FLEX District
PO S - Parks and Open Space District
CD - C onservation District
Railroad
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Page 1 of 3
AGENDA ITEM – 1C
MEMORANDUM
DATE: August 12, 2019
TO: Honorable Mayor and City Councilmembers
Dave Perrault, City Administrator
FROM: Jane Kansier, AICP
Planning Consultant
SUBJECT: B-2 District Design Standards
Budgeted Amount: Actual Amount: Funding Source:
N/A N/A N/A
For Council Consideration
Council may consider providing further direction on revising the B-2 District design standards.
Background
At the Work Session meeting on June 18, 2018, the City Council discussed setback requirements
for buildings and parking lots in the B-2 District. The B-2 District is generally located along the
County Road E corridor between Highway 51 and Lexington Avenue North. For new development
in the B-2 District, the Zoning Code currently requires buildings to be located along County Road
E and parking to be located behind buildings. The City Council directed staff to bring forward
possible changes to the design standards that would allow for more flexibility in the placements of
buildings and parking in the B-2 District. The City Council also requested that the façade
transparency requirements also be reviewed.
It should be noted the additional design standards for the B-2 District included in Section 1325.05,
Subd. 8 of the Zoning Code also apply to the B-3 District. Any changes made to these design
standards would also apply to new development and redevelopment in both the B-2 and B-3
Districts. The B-3 District is generally located along the west side of Lexington Avenue from
County Road E to I-694. The B-3 District also includes several properties on the north side of Red
Fox Road and on the south side of Grey Fox Road in proximity to Lexington Avenue.
The Council reviewed potential language relating to setbacks and building facades at the
September 17, 2018, workshop. The staff recommended revising the front yard setback
Page 2 of 3
requirement from 20 feet to 50 feet. Staff also recommended removing the requirement that at least
50 percent of the largest building on each site be constructed at the front setback line of 20 feet.
Finally, staff recommended the following parking location requirements be deleted:
• Placing parking between the street right-of-way and a building shall be discouraged
• No more than 50 percent of the parking on a site may be between buildings or in the side
yards
The Council agreed with the recommended changes in setbacks; however, the Council did have
some concerns about changes to the building façade requirements.
Discussion
Façade Transparency
The B-2 and B-3 District design standards include façade transparency requirements for
commercial and residential developments. The current requirements state,
F. Window and Door Openings
1. Commercial Façade Transparency.
a) Fifty percent (50%) of all first level building façades that front a public street shall be
comprised of transparent windows or doors in order to allow views of interior uses
and activities. Transparency requirement may be waived by the City where privacy
concerns warrant.
b) Twenty percent (20%) of all other first level building facades that are reasonably
visible from the public right of way shall be comprised of window or door
openings. Simulated or opaque windows may be used on service areas.
c) If the building is a one-story design and the first floor elevation exceeds twelve (12)
feet, then only the first twelve (12) feet shall be included in calculating the façade
area.
d) The City may consider a proportional reduction in the transparent window and door
requirement on the public street façade if additional transparent glass is used on the
remaining sides.
In the B-2 and B-3 Districts is, because of the current building and parking setback requirements,
some buildings have been oriented so the back side faces the public street. This has presented
challenges for developers meeting the 50 percent façade transparency requirement since the back
side of the building is typically where storage, mechanical, and service uses are located. If the City
Council decides to change the building and parking setback requirements, staff expects there to be
fewer issues with this design challenge.
The staff reviewed ordinances for other cities. A summary of those ordinances is included in
Attachment A. Arden Hills requires more first floor transparency on all building facades
compared to other cities reviewed. Most of the other cities offer greater flexibility in the
transparency of commercial façade openings or offer other acceptable design alternatives when
privacy is a concern.
Page 3 of 3
The purpose of the transparency requirements is to avoid large blank walls, especially along the
right-of-way. The windows, doors and other openings create a friendlier streetscape. The Staff
would recommend maintaining the transparency requirements. To address the issue of mechanical
and storage areas, we recommend adding the following language:
e) Spandrel (translucent) glass may be used on service areas.
Examples of buildings with spandrel or translucent glass are shown in Attachment B.
Next Steps
Staff is requesting feedback from the City Council on the changes to the façade transparency
requirements.
Based on the direction provided by the City Council, staff will schedule the required public hearing
for the amendments.
Budget Impact
None
Attachments
A. Summary of Other Ordinances
B. Examples of Spandrel or Translucent Glass
Page 1 of 2
AGENDA ITEM – 1I
MEMORANDUM
DATE: May 18, 2020
TO: Honorable Mayor and City Councilmembers
Dave Perrault, City Administrator
FROM: Todd Blomstrom, Public Works Director/City Engineer
SUBJECT: Update on Implementation of Work Order System
Budgeted Amount: Actual Amount: Funding Source:
N/A N/A N/A
Council Should Consider
Staff is requesting an opportunity to provide the City Council with an update regarding the
implementation of a work order system for the Public Works Department.
Background
The Public Works Department has been attempting to implement a central work order and asset
management software system for several years. In 2017, the Department acquired a license for use
of PubWorks software, a work management system. This software platform was partially set up
with City data, but was never implemented for work orders or infrastructure management due to
challenges with data integration and use by personnel in the field. In 2018, the Department began
implementing Esri Collector as the main platform for collecting infrastructure attributes and
maintenance data in conjunction with the City’s Esri based geographic information system
software (ArcGIS). While the Collector software is useful for data collection, it is not a work
order management system.
In January 2020, the Public Works Department began an evaluation process to successfully
implement a work order system. Staff reviewed and evaluated four potential work order systems,
including systems from PubWorks, Beehive, Cartegraph and Esri Workforce. The Department
identified Esri Workforce as the preferred application for work orders and began pilot testing in
February. Implementation of Esri Workforce does not require an initial software purchase or long-
term licensing fees because the system is an extension of the City’s existing Esri ArcGIS mapping
and collector systems.
Page 2 of 2
The past three months of pilot testing for Esri Workforce have been successful. The
Superintendent maintains a list of open work assignments in Workforce and dispatch work to
individual maintenance employees based on the priority of assignments. This has been especially
helpful in response to work coordination challenges during COVID-19. Employees receive work
assignments on their mobile phones, log time while completing assignments, and enter data and
photos related to the completion of tasks. Upon closing the work order, data is automatically
integrated into the City’s ArcGIS system, which stores maintenance data for each infrastructure
asset. The Dashboard application component allows managers to view the progress of work orders
and monitor productivity of maintenance functions.
While the Department is still in the development phase for Esri Workforce, the application has
been substantially beneficial to date. Public Works staff has done a great job learning and
adopting the new mobile technology, with an appreciation for the benefits that a work order system
can provide to better coordinate work and manage asset data. Jeff Frid quickly learned and
implemented the software for dispatching daily assignments in March. David Swearingen has
been outstanding in his efforts to assist staff with the new software platform. The Department has
concluded that Workforce will be a beneficial improvement to our long-term business processes.
Financial Impact
Implementation of Esri Workforce does not require additional software application costs beyond the
software fees the City currently pays for Esri GIS software. The City may wish to eventually convert
from the existing Esri individual licensing structure to an enterprise based software license in the future
to better manage software and data storage costs, but this is not a requirement to implement Workforce
at the City of Arden Hills. The Department has one more year of software license fees for PubWorks
(platform that was not implemented) in the amount of $4,944. Staff will contact PubWorks to discuss
potential early termination.
Attachments
None
AGENDA ITEM – 1J
MEMORANDUM
DATE: May 18, 2020
TO: Honorable Mayor and City Councilmembers
FROM: Dave Perrault, City Administrator
SUBJECT: Internship Discussion
Budgeted Amount: Actual Amount: Funding Source:
N/A N/A N/A
Council Should Consider
City Council should consider providing direction on moving forward with an a possible
virtual/remote intern from College of St Benedicts or St Johns for this summer.
Background
The College of St Benedicts and St Johns Leadership Fellows program is looking for remote or
virtual internship opportunities. These opportunities do not need to be full-time, they can be a few
hours per week or up to forty hours per week. There is no direct cost for the intern, but there will
be other costs, such as, supervision/direction, potential technology needs, or other overhead costs.
Potential ideas for a remote intern could be: management assistance, grant development,
department specific internships (Finance, Community Development, Public Works, etc.). If
Council has a specific project in mind and would like to pursue an intern, staff can begin the
process. If Council does not have a specific project, but would like an intern, Staff could develop
a project.
Attachments
N/A
Page 1 of 1
AGENDA ITEM – 1K
MEMORANDUM
DATE:
TO:
FROM:
May 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