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HomeMy WebLinkAbout08-24-2020-R Mayor: Address: David GrantIt 1245 W Highway 96 Arden Hills MN 55112 Councilmembers: ARQEN HILLS Phone: Brenda Holden 651-792-7800 Fran Holmes Regular City Council Dave McClung Agenda Website; Steve Scott August 24, 2020 www.cityofardenhills.org 7:00 p.m. City Hall 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 To join the Zoom Meeting via your computer, click this link (or copy and paste it into a new browser): https://us02web.zoom.us/j/85388327525 This meeting will be streamed live on local Cable Channel 16 and available for playback on our website. CALL TO ORDER 1. APPROVAL OF AGENDA 2. PUBLIC INQUIRIES/INFORMATIONAL This is an opportunity for citizens to bring to the Council's attention any items not currently on the agenda which are relevant to the City. In addressing the Council, you must first state your name and address for the record. To allow adequate time for each person wishing to address the Council, speakers must limit their comments to three (3) minutes. Written documents may be distributed to the Council prior to the meeting to allow a more timely presentation. Speakers should not use obscene, profane, or threatening language, or make personal attacks. Matters of litigation involving the City shall not be discussed during Public Inquiry by citizens or Council. The Council may not respond to speaker comments, engage in a debate, or take any action on the issues raised by citizens, but may direct City staff to research or follow up on an issue, if desired by Council. If Council directs further review by staff, the results of that review will be presented at a following regular Council meeting. 3. RESPONSE TO PUBLIC INQUIRIES 4. STAFF COMMENTS 4.A. Rice Creek Commons (TCAAP)And Joint Development Authority (JDA) Update Dave Perrault, City Administrator Documents: MEMO.PDF 4.B. COVID-19 Update Dave Perrault, City Administrator Documents: MEMO.PDF 4.C. Transportation Update Todd Blomstrom, Public Works Director/City Engineer Documents: MEMO.PDF 5. APPROVAL OF MINUTES 5.A. July 13, 2020 Special City Council Work Session Documents: 07-13-20-SWS.PDF 5.B. July 23, 2020 Special City Council Work Session Documents: 07-23-20-SWS.PDF 5.C. July 27, 2020 Special City Council Work Session Documents: 07-27-20-SWS.PDF 5.D. July 27, 2020 Regular City Council Documents: 07-27-20-R.PDF 6. CONSENT CALENDAR Those items listed under the Consent Calendar are considered to be routine by the City Council and will be enacted by one motion under a Consent Calendar format. There will be no separate discussion of these items, unless a Councilmember so requests, in which event, the item will be removed from the general order of business and considered separately in its normal sequence on the agenda. 6.A. Motion To Approve Claims And Payroll Gayle Bauman, Finance Director Pang Silseth, Accounting Analyst Documents: MEMO.PDF 6.B. Motion To Approve Amendment To North Suburban Communications Commission Joint And Cooperative Agreement Dave Perrault, City Administrator Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF 6.C. Motion To Approve Resolution 2020-031 Staying The Date Of Enforcement Relating To The Sale Of Flavored Tobacco Julie Hanson, City Clerk Documents: MEMO.PDF ATTACHMENT A.PDF 6.D. Motion To Authorize Appointment Of Public Works Maintenance Worker Dave Perrault, City Administrator Documents: MEMO.PDF 6.E. Motion To Accept Resignation Of Communications Coordinator Dave Perrault, City Administrator Documents: MEMO.PDF 6.F. Motion To Authorize Posting Communications Coordinator Position Dave Perrault, City Administrator Documents: MEMO.PDF ATTACHMENT A.PDF 6.G. Motion To Approve Resolution 2020-032 Accepting Donation From Arden Hills Foundation For Cummings Park Art Larsen Memorial Garden Joe Vaughan, Recreation Programmer Documents: MEMO.PDF ATTACHMENT A.PDF 6.H. Motion To Approve Resolution 2020-033 - Planning Case 20-016 - Minor Subdivision - 3235 Lexington Avenue Joe Hartmann, Associate Planner Documents: MEMO.PDF ATTACHMENT A- LAND USE APPLICATION_REDACTED.PDF ATTACHMENT B - LOCATION MAP.PDF ATTACHMENT C - MINOR SUBDIVISION PLANS.PDF ATTACHMENT D - NARRATIVE.PDF ATTACHMENT E - PLANNING COMMISSION MEMO.PDF ATTACHMENT F - PLANNING COMMISSION MINUTES.PDF ATTACHMENT G - PLANNING COMMISSION PRESENTATION.PDF ATTACHMENT H - RESOLUTION 2020-033.PDF 6.1. Motion To Approve Resolution 2020-036 Accepting A Joint Powers Agreement With Ramsey County GIS User Group Mike Mrosla, Community Development Manager/City Planner Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF 6.J. Motion To Authorize Professional Services Agreement With TKDA For Trunk Watermain Evaluation Project Todd Blomstrom, Public Works Director/City Engineer Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF 6.K. Motion To Authorize Storm Sewer Repair By Valley Rich Company - Round Lake Road Todd Blomstrom, Public Works Director/City Engineer Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF 61. Motion To Approve Amended Developers Agreement With Mounds View Public Schools - Mounds View High School Traffic Improvements - Planning Case 18- 014 Mike Mrosla, Community Development Manager/City Planner Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF 6.M. Motion To Approve Final Scope Of HVAC Project And Authorize Advertisement For Bids Dave Perrault, City Administrator Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF 6.N. Motion To Approve Resolution 2020-034 Authorizing The Lake Johanna Fire Department Three-Cities Agreement And Expenditure Of Funds For The City's Share Of Land Acquisition Dave Perrault, City Administrator Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF 7. PULLED CONSENT ITEMS Those items that are pulled from the Consent Calendar will be removed from the general order of business and considered separately in its normal sequence on the agenda. 8. PUBLIC HEARINGS 9. NEW BUSINESS 9.A. Resolution 2020-035 Establishing Small Business Emergency Assistance Grant Program In Response To COVID-19 Mike Mrosla, Community Development Director/City Planner Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF 10. UNFINISHED BUSINESS 11. COUNCIL/STAFF COMMENTS ADJOURN STAFF COMMENTS—4A ,fi` DEN HILLS MEMORANDUM DATE: August 24, 2020 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Rice Creek Commons (TCAAP) and Joint Development Authority (JDA)Update Budgeted Amount: Actual Amount: Funding Source: A verbal update will be provided at the City Council meeting. Page 1 of 1 STAFF COMMENTS—4B ,fi` DEN HILLS MEMORANDUM DATE: August 24, 2020 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: COVID-19 Update Budgeted Amount: Actual Amount: Funding Source: A verbal update will be provided at the City Council meeting. Page 1 of 1 STAFF COMMENTS—4C ,fi` DEN HILLS MEMORANDUM DATE: August 24, 2020 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Todd Blomstrom, Public Works Director/City Engineer SUBJECT: Transportation Update Budgeted Amount: Actual Amount: Funding Source: A verbal update will be provided at the City Council meeting. Page 1 of 1 DRAFT I --zSRZEN HILLS Approved: August 24, 2020 CITY OF ARDEN HILLS, MINNESOTA SPECIAL CITY COUNCIL WORK SESSION JULY 13, 2020 5:00 P.M. -ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor David Grant called to order the Special City Council Work Session at 5:00 p.m. Note: On March 20th, the Mayor signed a determination allowing Councilmembers to participate in City Council meetings via telephone pursuant to State Statute 13D.021 Present via Telephone: Mayor David Grant, Councilmembers Brenda Holden, Fran Holmes, Dave McClung and Steve Scott Absent: None Also present: City Administrator Dave Perrault; Public Works Director/City Engineer Todd Blomstrom; Finance Director Gayle Bauman; Public Works Superintendent Jeff Frid; and City Clerk Julie Hanson via telephone: Community Development Manager/City Planner Mike Mrosla and Communications Coordinator Dawn Skelly 1. AGENDA ITEMS A. State of the City Update Mayor Grant asked the Council which option it would like to pursue for the State of the City format. These options from CTV are outlined in the staff memo. Councilmember Holden asked if changes could be proposed to the draft presentation script and slides. The Council agreed that the first option for $439.00 was acceptable. Councilmember Holden reviewed her list of suggested changes to the various slides. A discussion ensued and the Council was in agreement with Councilmember Holden's proposed changes. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—JULY 13, 2020 2 B. Pavement Resurfacing Discussion Public Works Director/City Engineer Blomstrom stated that the City Council held an initial discussion of the city's street overlay projects that are conducted by the Public Works Department at its June 15, 2020 work session. He outlined the three informational items included in the agenda materials as follows: 1. A summary of project locations and costs for past overlay projects completed by department staff. Public Works Director/City Engineer Blomstrom indicated that Finance Director Bauman reviewed available information and compiled a historical costs summary of previous city projects (see Attachment A). 2. A review of average bid prices for recent contracted overlay projects. Public Works Director/City Engineer Blomstrom indicated that Engineering staff obtained recent bid tabulations from the cities of Roseville, Shoreview, and Crystal for municipal street projects that were completed in either 2019 or are underway in 2020. A summary of those prices are provided in Attachment B. He stated it is important to note the pricing is for projects involving approximately 1,600 to 10,000 tons of material and that will produce an overall lower unit price due to economy of scale. He cautioned a comparison between Attachments A and B and urged the Council to keep in mind that unit pricing that is more reflective of Arden Hills' typical projects in the past have are for approximately 150 to 600 tons of material. 3. A summary of city street segments that could potentially be resurfaced by the department. Public Works Director/City Engineer Blomstrom emphasized that Public Works staff was willing and prepared to proceed with this work as directed by the City Council. Public Works Director/City Engineer Blomstrom directed the City Council to Attachment A and specifically data for the 2015 project. He noted there was limited documentation for the 2015 project as compared to earlier projects in the city. Prior to this meeting and upon further research of past invoices for the 2015 project, he noted that while the project was listed at 75 tons the actual material amount was closer to 310 tons, and that the labor hours spent were closer to 250 hours versus 320 hours. He noted this important change to Attachment A as this lowers the external costs for the project closer to $63 and brings the total costs including labor closer to $91 which is substantially less than the $228 figure as previously indicated in the table. Mayor Grant asked if all the streets in pink were potentially proposed for this year. Public Works Director/City Engineer Blomstrom reported this was the case. Mayor Grant questioned if the City could purchase additional pavement from a supplier already working in the City through a bid alternate to drive the price of the street projects down. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—JULY 13, 2020 3 Public Works Director/City Engineer Blomstrom stated he would have to investigate this further and would report back to the Council. Councilmember Holden asked when the street improvements and signal work would be completed at the high school. Public Works Director/City Engineer Blomstrom explained the School District anticipates the crosswalk and signal work would be completed this year. He indicated the broader resurfacing would be done in 2021. Councilmember Holden commented she spoke to Mr. Blomstrom for over an hour today regarding this matter. She supported the City doing something for these roadways given the fact it would cost the City a whole lot more to completely reconstruct these roadways. She recommended the City look into purchasing additional pavement and that the work be completed yet this fall by City staff(other than Cummings Lane). Mayor Grant questioned if the Public Works crew could complete a cul-de-sac. Public Works Director/City Engineer Blomstrom indicated the Public Works crew could complete this work. Mayor Grant recommended Fairview, Walden and Hunters Court be completed in 2021. Mayor Grant asked how long a mill and overlay project would last. Public Works Director/City Engineer Blomstrom explained a two inch resurfacing would last at least ten years. Councilmember Scott supported the work as proposed. Councilmember McClung and Councilmember Holmes were in agreement as well. Public Works Director/City Engineer Blomstrom requested the Council consider renting a larger paver for the work being completed this fall. Mayor Grant supported this recommendation. Councilmember Holden asked if the higher priced oil pavement product would make the streets last longer. Public Works Director/City Engineer Blomstrom commented there was some debate regarding this matter. He indicated the higher grade oils generally do perform better. He requested the Council allow staff to investigate the pricing and asphalt products in order to allow him to make the best investment for these streets. Councilmember Holden recommended staff look at completing Hunter Lane and Fairview in 2021. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—JULY 13, 2020 4 City Administrator Perrault suggested a written memo be approved by the Council at a future meeting to address the work that would be completed. Mayor Grant supported this recommendation. C. Lake Johanna Fire Department Station Cities Agreement Update City Administrator Perrault stated at its June work session, the City Council discussed the contract cities agreement that would lay the groundwork for the purchase of land adjacent to the Anderson Center for a future fire station. At the work session, the City Council requested language changes be made: any one of the three cities could bond for a station when it is time for construction, bond payments relating to the construction of a new station will be set at the time the bond is issued and will be fixed for each city for the duration of the bond, a date for future construction was removed and replaced with unanimous consent of the three cities, the language regarding municipal fees was struck assuming the normal development fees will be charged, and language was added that would allow the City of Arden Hills to purchase the land and future buildings should the station no longer be used to service Arden Hills. City Administrator Perrault reported since the June work session, the preliminary and final plat for the new lots was approved by the City Council allowing Bethel to subdivide land, this approval also started the timeframe for the Lake Johanna Fire Department's due diligence period of sixty days prior to purchasing the land. The fire department has until August 21, 2020 to complete their due diligence, and September 21, 2020 to close on the land. The elected representatives on the LJFD Fire Board and City Administrators/Managers met (via Zoom) recently to discuss the progress of the agreement and see where each City stands. The City Administrator and Councilmember McClung were on the call, and explained the position of the City as it stands today. The other two cities, Shoreview and North Oaks, reviewed the updated draft agreement, and had suggestions and/or concerns. These concerns were reviewed in further detail, including the proposed formula and staff requested comments or questions from the Council. Mayor Grant commented he could not support a financing plan based on Met Council 2030 population estimates. City Administrator Perrault stated he would not recommend this for the City Council either. Mayor Grant questioned how the Council wanted to address bonding. Councilmember Scott supported a single city doing the bonding because this was more cost efficient. Councilmember Holden discussed the issues that may arise if a single city were to bond and the other cities were to not make payments. City Administrator Perrault reported a JPA would need to be established regardless of which city bonds for the project. He estimated it would cost the cities $178,000 to bond for the project, with $73,000 of this expense being charged to Arden Hills. He estimated the City would save ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—JULY 13, 2020 5 approximately $28,000 if a single city were to bond for this project versus each city bonding individually. Mayor Grant supported each city issuing their own bonds. City Administrator Perrault commented this will not follow the cost share plan within the proposed formula. Councilmember McClung explained the other two cities would like to go based on the current formula, or use future population estimates. Councilmember Holden asked if TCAAP was not in Arden Hills, would a completely different fire station be proposed for this site. Councilmember McClung reported the proposed fire station allows for growth in all three cities for the next 40 to 50 years. He believed a similar size building would be built even if TCAAP was taken out of the equation. Councilmember Holden stated she was having a hard time understanding why Arden Hills should be paying a larger share. She asked if TCAAP was not in Arden Hills, would the fire station be less expensive. Councilmember McClung reiterated that without TCAAP, the fire station would still be built as proposed to address the expected growth in Shoreview and North Oaks. He explained this was one of the issues of working cooperatively with two other cities through a non-profit to provide fire services. He reported the alternative would be for the City to provide its own fire services which would come at two or three times the cost. Councilmember Holden commented she understood this. She believed that the proposed formula was unfair. Councilmember McClung stated he tried to explain the City's position with the Fire Board in a number of different ways. City Administrator Perrault explained this was the case and noted the Fire Board was not heeding to the City's point of view. He indicated if the City were not to change its stance regarding the proposed fire station, he feared the project could be shelved. Councilmember Holmes reported she would like the City to remain cooperative for this project and supported one City bonding. She explained she originally advocated for the bonds being a fixed amount because that is what bonds are. She did not believe it was fair to project the growth that may or may not occur in Arden Hills. She commented she did not have a problem with changing the formula every five or ten years. She supported the project having a single city bond for the project for cost saving purposes. She stated she would like to see the City move on from this. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—JULY 13, 2020 6 Councilmember McClung indicated City Administrator Perrault had done some research into this, noting Arden Hills was in a unique situation because it has fire services provided through a non-profit. He requested staff discuss the innerworkings of the SBM Fire Department. City Administrator Perrault discussed how the Spring Lake Park/Blaine/Mounds View Fire Department was configured. Councilmember McClung stated the proposed five year average was in the City's favor. He reported in the short term the proposal helps the City. He explained Arden Hills would have the most development in the next 20 to 30 years. Mayor Grant commented he supported a single city bonding for this project. Councilmember McClung indicated Arden Hills could support a single city bonding for this project, but noted Arden Hills would not have to be the bonding agent. Councilmember Holden expressed concern with how little say Arden Hills has had in this project. She feared this project was being driven by the other two partner cities. Mayor Grant agreed it was clear the numbers were being driven by the other two partner cities. He asked if the Council would agree to bonding the $10 million for this project. Councilmember Scott stated he could support the City bonding for this project. Councilmember Holden commented with TCAAP on the horizon, she did not want the City also bonding for the fire station for the next 10 or 20 years. She indicated she did not want the City's bond rating to drop because the City was bonding for too many projects. Mayor Grant questioned if Shoreview should be asked to bond for this project. Councilmember Holmes stated she did not believe it was a big concern to determine who was going to bond for the project at this point. Councilmember McClung indicated he could support the City bonding for the fire station. Mayor Grant explained he preferred the city of Shoreview bonding for this project. He understood the Council was split on this issue. Councilmember Holmes stated she would prefer Shoreview or North Oaks bonding for the fire station given the fact Arden Hills would be required to bond a great deal for TCAAP. Mayor Grant suggested a recommendation be made to the Fire Board that one City bond for the project and it is Arden Hills' preference to have Shoreview issue the bond. City Administrator Perrault reported this suggestion could be discussed at the next Fire Board meeting which would be held on Wednesday, July 15m. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—JULY 13, 2020 7 Mayor Grant recommended the Council move onto the hard date concern. Councilmember Holden commented it was her belief Shoreview and North Oaks have already determined that the Fire Station should be built in 2025 without seeking input from Arden Hills. City Administrator Perrault stated the original date discussed was 2022 and staff recommended this be pushed back to 2025. Councilmember McClung indicated he was surprised how vehemently North Oaks was pushing for a hard date. It was explained North Oaks would like a hard date for financial planning purposes. Mayor Grant questioned how put the June 30, 2025 date in place. City Administrator Perrault reported he recommended 2025. He explained the other cities supported the 2025 date, given all that has occurred due to COVID. Councilmember Holden stated she did not understand why there was a rush to build as soon as the land was in place. Councilmember McClung indicated the other cities were concerned about a major investiture of money and land outside their city and making sure there was a date certain to ensure the project is completed. Councilmember Holden commented she did not understand why this was such a concern given the fact it was outside their city. She did not understand what these cities were concerned about. Councilmember McClung explained Shoreview and North Oaks feared that the land would be purchased and a fire station would never be built. Councilmember Holden recommended the hard date be set for 2026 because this would allow the City to pay off the land while still having five years to plan for the fire station. Councilmember McClung stated this would be a reasonable recommendation. Mayor Grant indicated he could support 2025 or 2026. Councilmember Scott stated he understood from previous conversations that the 2025 date was a "no later than" date. He explained he did not want the fire station to be pushed any later than 2026. Councilmember Holmes supported the City setting a hard date in 2026 given the state of the economy due to COVID-19. She stated the City could always complete the project sooner, but she preferred the Fire Board moving forward with a date in 2026. Councilmember Scott commented he could support 2025 or 2026, but no later than 2026. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—JULY 13, 2020 8 Councilmember McClung indicated he would go to the Fire Board recommending 2026 with 2025 as a second recommendation. City Administrator Perrault discussed the future ownership of the land and fire station noting the other two cities were comfortable with the proposed language. He explained if the fire station were not built, each city would receive its portion paid for the land. In addition, should the Lake Johanna organization dissolve the equipment and assets would be given to a successor that serves the cities. Councilmember Scott and Councilmember Holden supported the revised language. Councilmember Holden questioned where the population numbers would be coming from for the fire board formula. City Administrator Perrault stated this formula would be derived from Met Council numbers. Councilmember Holmes requested the City Attorney review the agreement and take into consideration the assumptions that were being made for the future. City Administrator Perrault explained the City Attorney would review the contract and would assist staff with revising the language. D. COVID-19 Update City Administrator Perrault provided the Council with an update on how the City was responding to the COVID-19 pandemic. He reported Arden Hills was still under a local peacetime state of emergency. He asked if the Council wanted to reconsider solicitor and garage sale permits. He commented the Council should also discuss if City Hall should remain closed to the public. Councilmember Scott indicated he believed garage sales were still too high of a risk for the City to begin issuing permits. Councilmember Holmes disagreed stating the risk was not too high given the fact these were outdoor events. She reported a number of neighboring cities were allowing garage sales. She supported the City of Arden Hills allowing garage sales, solicitors and the use of picnic shelters. Councilmember Holden was in agreement with Councilmember Holmes. Mayor Grant believed garage sales had fairly minimal contact and for this reason he could support garage sales in the City. He commented he did not support solicitors at this time because they would be going door to door. He stated he could support the opening of picnic shelters in the City. Councilmember McClung indicated these were all good points, but he did not want the City to open up too quickly as this would allow the virus to spread more rapidly. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—JULY 13, 2020 9 Councilmember Scott stated he did not support garage sales, solicitors or the opening of picnic shelters. Mayor Grant summarized the comments of the Council and noted three councilmembers supported garage sales and the opening of picnic shelters. Councilmember Holden explained if there was an uptick in cases over the next month, she would want the Council to reconsider garage sales and the use of picnic shelters. Mayor Grant agreed with this suggestion. Councilmember McClung questioned if the City could mandate the use of masks at picnic shelters or at garage sales. Councilmember Holmes stated the use of masks was not necessary outdoors and noted it would be difficult for the City to enforce such a mandate. Further discussion ensued regarding a potential mask mandate in the City of Arden Hills. Mayor Grant believed that a mask mandate should be made by the County or State in order to be effective. Councilmember Holmes stated the park shelters are already being used. She explained if the City were to open these amenities the City would have more authority over their use. She recommended that if a change were made regarding garage sales and the picnic shelters that this information be posted on the City's website. City Administrator Perrault reported he could post this information on the City's website. Councilmember Holden requested further information regarding the number of staff members working from City Hall. City Administrator Perrault reviewed the work schedule and noted staff members were encouraged to work from home in order to keep the City under the eight person threshold. He commented further on how the social distancing requirements were discussed with the Public Works Department staff members. Councilmember Holmes asked what project required the Public Works staff to comingle. Public Works Director/City Engineer Blomstrom reported street patching work required five employees. He noted the seasonals were not exposed on this project. He explained a strict limit of four would be set from this point going forward. Councilmember Holmes expressed concern with the fact the parameters that were set by the Council were not followed. City Administrator Perrault commented he could follow up tomorrow with a telephone call. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—JULY 13, 2020 10 Public Works Director/City Engineer Blomstrom indicated staff had erred on the side of caution allowing the seasonals to go home until the test results were known. Mayor Grant indicated he would like staff to answer Councilmember Holmes question and explain why a Council recommendation had not been followed. Public Works Director/City Engineer Blomstrom stated he did not have an adequate explanation. He reported starting today he would be holding firm on this policy and there would be no more than four Public Works staff working together on a project. Councilmember Holmes indicated she would like to understand why staff sent the seasonal workers home. City Administrator Perrault stated he could answer this question offline and not in a public forum. Mayor Grant requested staff call each of the Councilmembers and provide an explanation to Councilmember Holmes' question. City Administrator Perrault reported he would complete this task. He asked if the Council wanted City Hall to remain closed. Councilmember Holden recommended City Hall remain closed. Mayor Grant supported this recommendation in order to keep City employees safe and healthy. The Council was in agreement. 2. COUNCIL/STAFF COMMENTS Councilmember McClung reported as of July 1st New Brighton would be providing mutual aid to the Lake Johanna Fire Department. Councilmember Holden questioned when the chicken issue would be on an agenda. City Administrator Perrault anticipated this would be addressed in August. Councilmember Holden requested staff not send emails after 12:00 p.m. on Monday with information for the meeting that would be held that evening. ADJOURN Mayor Grant adjourned the Special City Council Work Session at 7:03 p.m. Julie Hanson David Grant City Clerk Mayor DRAFT I --zSRZEN HILLS Approved: August 24, 2020 CITY OF ARDEN HILLS, MINNESOTA SPECIAL CITY COUNCIL WORK SESSION JULY 23, 2020 5:30 P.M. -ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Grant called to order the Special City Council Work Session at 5:30 p.m. Note: On March 20th, the Mayor signed a determination allowing Councilmembers to participate in City Council meetings via telephone pursuant to State Statute 13D.021 Present via Telephone: Mayor David Grant, Councilmembers Brenda Holden, Fran Holmes, Dave McClung and Steve Scott Absent: None Also present: City Administrator Dave Perrault, Associate Planner Joe Hartmann, and City Clerk Julie Hanson Also present via Telephone: Community Development Manager/City Planner Mike Mrosla, North Suburbs Youth Coalition for Justice Representatives Gaedy Bindoula, Bri Sislo-Schutta, Del Gilbert and Sam Mesfin, Travis Willemssen, PE from Paulson& Clark, Nathan Fair from Landmark of Minnesota 1. AGENDA ITEMS A. North Suburbs Youth Coalition for Justice Presentation Mayor Grant noted that this was a listening session with no interruptions from the Council. Ms. Sislo-Schutta stated their mission as the young people of this community, they are obligated to speak up and be active in the Black Lives Matter movement. In light of racial injustice across the nation, they desire to take reasonable and tangible action at the local level to ensure that such a tragedy will never occur in our multiethnic community. They must stand up to systemic racial injustice and make our communities as just, equitable, and inclusive as possible. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—JULY 23, 2020 2 Mr. Gilbert said their concerns as constituents of color include representation, support for BIPOC community members, committment to change with measurable outcomes and a sense of urgency from City Council. Mr. Bindoula addressed their concerns in regard to the Ramsey County Sheriff's Department. Mr. Mesfin said they felt the Council should ask critical questions regarding the Ramsey County Sheriff Department: Use of force policy, de-escalation policy, accountability for excessive force- Internal Affairs system, mental health alternatives and the no-knock warrant policy. Mr. Bindoula stated they would like a Civilian Review Board, to publicize the Sheriff's department use of force policy and publicize reports concerning the department's activity and dispatch reports. Mr. Mesfin explained community-based public safety including restorative justice, preventative measure, decriminalization of nonviolent crimes, direct democracy at the community level, community patrols and advanced mental health care. Ms. Sislo-Schutta said they would like the City to create a Human Rights Commission, have outreach to BIPOC constituents, increased education and awareness, equity audit, and hold the Ramsey County Sheriff Department to higher standards and if they do not meet these standards, enter contract negotiations. Mr. Gilbert read a poem he had presented at the previous organized march. Mayor Grant thanked them for their presentation and said it would be on a future work session to discuss in more detail. B. HVAC Project Update City Administrator Perrault commented that Council had approved Paulson and Clark to review the current system, provide a recommendation and carry out the design. Mr. Willemssen said the assessment report was an overview of the major pieces in the building with reasonable expectations for remaining life, along with general recommendations. The recommendations report listed out options and costs. Mr. Willemssen reviewed the recommendations report which included options for the water heater, boiler, cooling system and duct liner. His recommendation was to replace the condensing units outside and the cooling coils. If the higher efficient chiller option was chosen, the return on investment would be about 30 years. City Administrator Perrault said next steps would be for Paulson and Clark to finish the design and with Council's authorization they will begin the bidding process for the construction. Mr. Willemssen said they could get documents ready for bid by mid-late August, and a contractor could be working by October, depending on lead time for equipment. He thought the hot water component could be operational yet this fall. The cooling could be done anytime after that. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—JULY 23, 2020 3 Councilmember Scott asked if there was a type of boiler that would also provide domestic hot water. Mr. Willemssen replied there are boilers with a secondary heat exchanger but he felt a water heater replacement made sense because the hot water needs in the building are low. The current water heater and boiler are around 80% efficiency, new equipment would be approximately 95%. He said there would probably be around a 20%reduction in the natural gas bill. Councilmember Holden asked if there was an economy of scale if we do the hot water heater at the same time as the boiler. Mr. Willemssen said there would be a small economy of scale by having one mobilization by a contractor, possibly $15-20,000. Mayor Grant asked if they could ask for a time frame on the bid and if there was in issue with them installing in October or November? Mr. Willemssen said if they could get a request out in the next month there would be a lot of interest, as things have slowed down on construction. Councilmember Holden felt because it is in this year's budget, they should ask for bids now and try to get the work done this year, depending on how bids come back. Councilmember McClung agreed. Councilmember Holmes agreed. Councilmember Scott asked if bids would be on options 1, 2 and 3? He recommended option 1. Mayor Grant said he thought everyone was going with the recommended option, option 1. City Administrator Perrault said they could move forward as soon as Paulson and Clark are finished with the design plans. C. Concept Plan Review—Old Snelling Associate Planner Hartmann said Nathan Fair is the applicant for a Concept Plan at 4370 Snelling Avenue North. The property is 1.28 acres, located in the R-1 Single Family Residential and is guided as Low Density Residential Use (LDR) on the 2040 Land Use Plan. The applicant is asking to divide the lot into four separate lots to build detached single family homes and a private drive. Mr. Fair stated that he was informed earlier in the day that there seems to be quite a bit of neighborhood opposition and he would withdraw the application if the Council feels it's not a proper fit. They did a project in Arden Hills a few years ago, this would be similar homes, with a lot of landscaping at the entrance and on the other sides of the property to screen the existing homes. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—JULY 23, 2020 4 Associate Planner Hartmann noted the proposed land use would require a Site Plan, Preliminary and Final Plat, Rezoning to R-2 District and a Planned Unit Development (PUD) for the private drive and for performance standard flexibility (at a minimum, density, minimum lot area per unit and building height). Minimum lot width would require flexibility, along with minimum front yard setback, and minimum corner yard setback. Councilmember Holden said she is not in favor of the request. Councilmember McClung said there are other issues that they may end up with the ponds and stormwater issues. He felt it would devastate the character of the neighborhood and not fit in. He could never support it. Councilmember Scott said he wouldn't be willing to entertain rezoning and it's across the street from a park and the density might be problematic. He can't support this project. Mayor Grant said he wasn't as averse to private drives but can't support the current application. Councilmember Holmes was not in favor of the rezoning. Mr. Fair said he appreciated the Council's time and they will withdraw the application. D. Communications Discussion City Administrator Perrault noted the Communications Coordinator was not able to attend the meeting and would have been a key part of the conversation. Mayor Grant stated unless they'd like to go forward, the item would be postponed. Councilmember Holden said it's a conversation about what Council wants the Communications job to be so maybe the Council should still say what they'd like it to be. She felt the Communications Coordinator is looking for input and whether she's at the meeting or not wouldn't change what they decide. Councilmember Holmes felt they should make some preliminary comments. City Administrator Perrault gave background, noting the Communications Coordinator position was approved by the City Council in 2017 following discussion that began at the City Council's strategic planning session. Prior to having the position, the City relied on a volunteer committee to draft newsletter articles and existing staff for website/social media updates. Since the Communications Coordinator started, they have taken the newsletter in-house, facilitated a website upgrade, webpage maintenance, taken on social media/website messaging, and acted as the point person for the annual State of the City address along with other tasks. Since it has been three years, they thought it might be an appropriate time to talk about the priorities of the position. In early 2018 the Communications Coordinator asked Council to rank their priorities, at the top of the list were the items like the newsletter and website redesign; toward the bottom were digital storytelling and the annual report. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—JULY 23, 2020 5 City Administrator Perrault said the Council may wish to discuss the Communications Committee and its role, the newsletter process, how Council want to see this role evolve, and future goals and metrics. Councilmember Scott, Communications Committee liaison, reminded Council this is a part-time position and a large portion of the position is spent on the newsletter. He sees the social media presence growing. He feared they would be overtaxing the part-time status of the position. Aside from being more responsive he has no particular issues. Councilmember Holden said they could remove branding from her position description to make it clear they are happy with the current branding. Councilmember Scott felt that wasn't a huge priority. Councilmember Holmes agreed that perhaps branding shouldn't be in the position description. Her concern was that the Communications Committee used to write the entire newsletter, not staff. She felt it would be helpful if the Communications Coordinator were aware of the meetings and packets, and interview other staff. She would like to see the Communications Coordinator write the articles, especially articles specifically related to Arden Hills. City Administrator Perrault said there are quite a few articles where the Communications Coordinator is actively writing and interviewing department heads or other staff members. There are times when the staff member may have to generate some content but he wouldn't characterize it as staff writing their own articles. Councilmember Holden said she was disappointed with the July newsletter because of all of the COVID items that didn't relate to the city. She felt people were getting that information from television or the Governor but not from our newsletter. She felt a Communications person should recognize hot topics. Mayor Grant agreed they were happy with the current branding of the city. Based upon background and staff to help, the Communications Coordinator should be able to figure out the hot topics. Councilmember Scott said there were two long term members of the Communications Committee and when they left, Council thought it prudent to have someone with access to staff. Some things are suited to the newsletter and some not. He felt the COVID updates are probably better on social media. City Administrator Perrault commented that the newsletter does go through the Communications Committee that includes Councilmember Scott and the City Clerk. Councilmember Scott said residents like to see the"What's Made in Arden Hills" section. Councilmember Holden felt the position should concentrate on the newsletter, hot topics such as the fire department and what needs to be responded to and how to respond. Mayor Grant directed staff to take branding off of the position description. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—JULY 23, 2020 6 Councilmember Holmes would like to get away from any articles for the newsletter being written by a staff person other than the Communications Coordinator. Councilmember Holden wondered if the first paragraph regarding TCAAP should be deleted. Mayor Grant felt the word "lead" could be changed. Councilmember Scott suggested"coordinate". City Administrator Perrault said he could bring a revamped position description to the Personnel Committee and then bring back to Council to discuss again. Councilmember Holmes suggested it be made clear that this position writes the content of the City newsletter. Councilmember McClung suggested under essential functions they add another bullet to "write, design and compile the City newsletter". He agreed that the person in the position should be appraising Council of issues within the community they may need to react to. Councilmember Holden also asked to have something included about working with external partners like Ramsey County, the League of MN Cities, the school district etc. Mayor Grant said the Personnel Committee will try to incorporate the concepts discussed into the position description. E. Multi-Function Copy Machine Proposal City Administrator Perrault explained that the City's current multi-function five-year copy machine lease with Canon Solutions was about to expire. Roseville IT suggested four companies that would be easy to integrate. Canon Solutions, Loffler, Marco and Metro Sales provided proposals. Options to consider include leasing versus buying. The least expensive proposal was from Marco for both lease and purchase. We did receive an updated proposal from Metro Sales that is completive with the Marco option. The benefit of leasing is not being tied to an upfront capital cost, with leasing those costs would be spread over the 60 months. If purchasing, the machine may have residual value at the end of five years, but that amount is unknown. Bids are comparable to what you would find on the State contract. Councilmember Scott said he would be in favor of leasing, he didn't think there was much of a market for five-year-old office equipment. Mayor Grant asked if there were anything in our requirements that would cause a higher priced machine? City Administrator Perrault replied that we are at the base level of commercial machines, the stapler and large capacity tray were two cost drivers on the machines. Standard machines would have 4 or 5 drawers in the bottom with one ream capacity. Council agreed with leasing a machine. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—JULY 23, 2020 7 Councilmember Scott recommended using the brand that Roseville IT recommended, which was Marco. City Administrator Perrault said he would bring the item back as a consent item at a future meeting. 2. COUNCIL COMMENTS AND STAFF UPDATES Councilmember Scott noted he attended the North Suburbs Youth Coalition for Justice march. He thought it was well planned and coordinated. He felt it is important to thank them for their presentation. Councilmember Holmes wondered if there was going to be an FPAC meeting. Councilmember Scott said the Finance Director thought there would be one in late July. Mayor Grant reported the Parks, Trails and Rec Committee met on Tuesday. They talked about the annual donation letter, reviewed the park bench inventory, discussed playground equipment replacement, community outreach, and a trail crossing for I-694 and two solicitation applications for other trail extensions. ADJOURN Mayor Grant adjourned the Special City Council Work Session at 6:35 p.m. Jolene Trauba David Grant Deputy Clerk Mayor It DRAFT --zSRZEN HILLS Approved: August 24, 2020 CITY OF ARDEN HILLS, MINNESOTA SPECIAL CITY COUNCIL WORK SESSION JULY 27, 2020 5:30 P.M. -ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Grant called to order the Special City Council Work Session at 5:30 p.m. Note: On March 20th, the Mayor signed a determination allowing Councilmembers to participate in City Council meetings via telephone pursuant to State Statute 13D.021 Present via Telephone: Mayor David Grant, Councilmembers Brenda Holden, Fran Holmes, Dave McClung and Steve Scott Absent: None Also present: Public Works Director/City Engineer Todd Blomstrom; Finance Director Gayle Bauman; Recreation Programmer Joe Vaughan; Community Development Manager/City Planner Mike Mrosla; and City Clerk Julie Hanson 1. AGENDA ITEMS A. Fall Recreation Discussion Recreation Programmer Vaughan stated the City of Arden Hills develops, prints, and mails a Recreation Guide three separate times (spring/summer, fall, and winter)throughout the year. Staff typically begins development of the Fall Recreation Guide in early July. The Fall Recreation Guide is usually sent to the printer around mid-July and is mailed out to residents in late July. The Fall Recreation guide highlights all the adult and youth programs that occur between August and December. Programs include soccer and football leagues, before and after school programs, dance, yoga, tai chi, adult day trips, adult foot care clinics, and more. The printing and mailing of the 2020 Spring/Summer Recreation Guide cost $4,913. The Fall Recreation Guide is smaller so the cost would be a little lower compared to the Spring/Summer Recreation Guide (the 2019 cost was $3,556). Recreation Programmer Vaughan reported adjacent communities have resumed some limited adult and youth programs this summer and are planning to continue with programs in the fall. The City of Shoreview resumed leagues and camps in June 2020. They are operating around 50% of ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—JULY 27, 2020 2 their usual participation level. Shoreview has a total of 749 participants (347 in leagues and 412 in camps). Shoreview's adult softball league currently has eight teams (12 participants per team). Recreation Programmer Vaughan explained New Brighton has also resumed leagues this summer and is operating a little under 50% of their usual participation level. New Brighton has 130 youth league participants and 28 total adult softball teams (12-15 participants per team). The City of Roseville resumed adult and youth leagues in July. They estimate that their numbers are down roughly 30% this summer. Roseville currently has 102 softball teams, 37 volleyball teams, and 8 bocce ball teams. All are seeing their numbers increase as they continue to promote for fall leagues, camps, classes, and other programs. Recreation Programmer Vaughan reported staff has communicated with the Mounds View School District about the availability to hold the City's before and after school programs in the schools this fall. The Mounds View School District is still waiting to see what the Governor decides about schools. The School District is slowly beginning to open facilities and are requiring organizations to send COVID-19 preparedness plans. They are currently accepting fall facility requests, but noting that things may look different and time and space may be reduced for additional cleaning. Permits can be issued, but in the event that school closes, then permits would be revised or cancelled. Staff requested feedback on how to proceed with fall recreation programming. Councilmember Holden stated at this point in time she supported the City waiting to print the guide until winter. She suggested parking programming not resume until this winter. Councilmember Scott supported the City holding off on printing the guide until this winter. Mayor Grant commented he may have supported softball and tennis being conducted this fall. Councilmember McClung stated this was a hard one for the Council to take action on. He reported the State's COVID cases were slowly creeping back up and for this reason, he recommended the City be more conservative with its programming. Councilmember Holmes indicated she would be for more programs this fall. She stated there may be ways to conduct outdoor programs safely with proper social distancing. She feared there may not be enough time to print a guide and still hold fall programming. She questioned what types of programming staff could get in place for the fall. Recreation Programmer Vaughan reported he has received three or four calls a day requesting fall soccer leagues. He anticipated staff could pull together a soccer program for this fall and could work in conjunction with neighboring communities on this. Councilmember Holmes supported staff moving forward with a fall soccer program. Councilmember Scott stated he could support soccer in a limited capacity. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—JULY 27, 2020 3 Councilmember McClung commented he would want a plan in place to ensure all guidelines that were in place were being met to minimize risk. He noted he could support a limited soccer program. Councilmember Holden indicated this may be a perfect opportunity for Arden Hills residents to reach out to a neighboring community that was offer fall soccer given the fact they have worked out the social distancing for this program. She stated she would not support the city offering fall soccer. Mayor Grant explained his children have played in the fall soccer program and sometimes it looks more like rugby than soccer. He questioned what City fields would be used for this programming. Recreation Programmer Vaughan reported Cummings and Hazelnut fields were used for fall soccer. Councilmember Holmes commented on the rules and regulations that were already in place by the youth soccer organizations regarding how many kids can be on a team and how equipment is to be cleaned. She believed if Arden Hills residents were forced to sign up through another municipality, they would be charged a higher fee. Recreation Programmer Vaughan stated this was correct, residents would be charged an additional $10 for registration. He noted the City had 106 participants in fall soccer from age 4 through sixth grade. Mayor Grant commented the City could subsidize that $10 fee for Arden Hills families and this would allow children to still play soccer this fall and the City would not have to manage the programming. Councilmember Holmes did not support this recommendation. Councilmember Scott did not support the subsidy either. Councilmember Holden stated she would like to see staff beginning to focus on winter programming options. She would like to see staff coming up with some creative options for the community. Councilmember Holmes agreed staff should focus on winter programming. Councilmember McClung recommended staff begin focusing on the winter. Councilmember Scott agreed. Council consensus was to direct staff to begin focusing on winter programming. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—JULY 27, 2020 4 B. Sound Barrier Discussion Public Works Directory/City Engineer Blomstrom provided the Council with an update on the two noise barrier locations identified in the MnDOT Noise Abatement Study. He explained the first noise barrier location is on the east side of I-35W from Glenpaul North to the railroad bridge. He noted the second potential noise barrier location is on the west side of Trunk Highway 10 from Highway 96 south to Wedgewood Court. He reported that applications for the MnDOT Standalone Noise Barrier program are due by the end of December. Public Works Directory/City Engineer Blomstrom stated MnDOT has indicated they can conduct new noise level readings to determine the cost effectiveness of noise barriers in response to applications to the noise barrier program. He reported the first noise barrier is currently under construction with the 35W MNPASS project. He commented the second wall section is still eligible for application under the noise barrier program. He noted MnDOT funds about one wall per year and the Trunk Highway 10 wall includes 24 properties and would cost $1.6 million to complete. It was noted there was a 10% cost share for the City when noise walls were constructed. Mayor Grant asked if the City's cost share portion for the Trunk Highway 10 noise wall would be $160,000. Public Works Directory/City Engineer Blomstrom reported this would be the case. Councilmember Holden stated after some investigation, the City Council has learned the City cannot assess the cost for noise walls to property owners. She commented after speaking with local legislators it appeared there was a lack of interest in this noise wall given the fact a petition has not been brought forward and there was a lack of response from Arden Hills residents. Councilmember McClung questioned if the City had modeling information for Highway 96/Trunk Highway 10 from MnDOT. Public Works Directory/City Engineer Blomstrom explained he had discussed this with MnDOT personnel and noted readings were collected when the signal was at this intersection prior to the grade separation. At that point, MnDOT would have to reevaluate the intersection and conduct new readings if the City were to reapply for the sound wall. He stated he could ask MnDOT to complete the readings prior to the City completing an application. Mayor Grant questioned what was involved in the application process. Public Works Directory/City Engineer Blomstrom reported the application process was a simple two page document that would have to be approved by the City Council. Mayor Grant recommended the City apply as this would provide the City with proper modeling and noise levels at this intersection. Councilmember Holden did not agree. She stated it would be difficult for the City to get 24 properties to come together on this noise wall. In addition, she explained the City did not have an ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—JULY 27, 2020 5 additional $160,000 in its budget to contribute to a noise wall. She commented it may be a waste of staff s time putting together this application given the fact the residents were not asking for the noise wall. Mayor Grant indicated he would like the City to submit the application in order to have the readings completed. Councilmember Scott agreed it would benefit the City to submit the application and have the readings conducted. Councilmember McClung supported the City submitting the application in order to put the issue to bed. Councilmember Holmes did not believe the City had to do the work given the fact a petition had not been submitted from the neighborhood. She did not support the MnDOT study being done at this time. Council consensus was to direct staff to move forward with submitting the Trunk Highway 10 noise wall application to MnDOT and to report back to staff at a future meeting. C. CARES Act Update Finance Director Bauman stated the City is eligible for CARES Act funding. She reported staff submitted the necessary paperwork and was eligible to receive $745,040 in CARES Act funding. Staff anticipated this funding would be paid out to the City later this week. She explained staff was reviewing the guidance on what expenditures can be recovered through these funds. It was noted revenue replacement could not be covered through CARES Act funding. She reported loans or grants could be offered to local businesses and the City may want to consider partnering with another organization to administer this type of programming. She commented staff was learning more about these dollars through various webinars. Community Development Manager/City Planner Mrosla discussed how other cities were using their CARES Act dollars. He noted Shoreview was offering small business grants and was considering offering residential assistance. He described the programs being considered by Mounds View, New Brighton and Roseville. Mayor Grant questioned what businesses had to do to qualify for a grant. Community Development Manager/City Planner Mrosla explained businesses have to prove they have been impacted by COVID-19, had lay offs or other staff impacts. In addition, these businesses have to prove they have not received other assistance from the County or State. Mayor Grant stated this could be a labor intensive program. Community Development Manager/City Planner Mrosla commented after speaking with the City of New Brighton their staff would be partnering with a local non-profit, Open to Business, to help review applications. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—JULY 27, 2020 6 Mayor Grant questioned how the local non-profits were funded. Councilmember Holmes explained these organizations are paid a fee by the City to provide a service. Mayor Grant supported the City moving forward with a small business grant program. Councilmember Holden agreed noting the City had a handful of small businesses that could benefit from a CARES Act assistance grant program. She requested City staff reach out to the mobile home park to see how they have been impacted due to COVID-19. Councilmember McClung asked if Lake Johanna Fire Department PPE expenditures could be reimbursed through CARES Act dollars. Finance Director Bauman reported this would be a reimbursable expense. Councilmember McClung stated the Lake Johanna Fire Department has been documenting their expenditures. He commented he would support the City using a portion of the CARES Act dollars for small business grants. He recommended the City wait a little bit on this programming given the fact the terms were changing on a daily basis. Councilmember Holmes asked if contract police services with Ramsey County could be reimbursed through CARES Act funding. Finance Director Bauman stated she was hoping to learn more about this through a webinar later this week. She assumed Ramsey County would not be using their dollars to cover contract city expenses. Councilmember Holmes questioned if it would benefit the City to refer residents to Ramsey County for mortgage and rental assistance and then the City could offer assistance to local small businesses. Councilmember Holden supported this recommendation because Arden Hills did not have staffing in place to work on this. Mayor Grant supported this suggestion as well. He commented on how things were changing rapidly and recommended the City encourage residents to seek assistance through Ramsey County and that local small businesses approach the City. Councilmember Scott supported the funding being used for local small businesses to include non-profits. He stated the City did not have staff in place to handle resident requests. Councilmember McClung commented he would be open to the City addressing small business requests. Councilmember Holden asked if the City was able to define what a small business was. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—JULY 27, 2020 7 Community Development Manager/City Planner Mrosla indicated a lot of cities were defining small businesses as 50 employees or less. He explained he would have to review the language within the CARES Act. Councilmember Holmes stated she would like for the Council to receive further information from staff prior to the City promoting a program. Community Development Manager/City Planner Mrosla reported staff would be bringing this item back to the Council in early August. Finance Director Bauman indicated staff could schedule a special worksession meeting in early August to discuss this matter and noted the CARES Act funds had to be spent by November 15tn Councilmember Holmes stated she did not want this program promoted until the Council was able to pin down the specificity of this program. Mayor Grant agreed and asked if the City determined how much funding could be allocated or was this determined by the State/federal government. Community Development Manager/City Planner Mrosla reported this determination was to be made by the City. Mayor Grant asked how long it would take staff to structure a program for the Council to review at a future meeting. Community Development Manager/City Planner Mrosla anticipated this would take staff five to seven days to complete. Finance Director Bauman indicated the City would have internal costs due to COVID and any additional funds could be used towards this program. Councilmember McClung stated he wanted to be assured the City was covering all of its internal costs and the costs for police and fire through the CARES Act funding, prior to offering small business grants. Mayor Grant agreed and stated the Council would have this conversation in seven to ten days from now. Council consensus was to direct staff to move forward with a CARES Act small business grant program and to request staff to schedule a special worksession meeting in early August to discuss this program in further detail. 2. COUNCIL COMMENTS AND STAFF UPDATES None. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—JULY 27, 2020 8 ADJOURN Mayor Grant adjourned the Special City Council Work Session at 6:35 p.m. Julie Hanson David Grant City Clerk Mayor It DRAFT --zSRZEN HILLS Approved: August 24, 2020 CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING JULY 27, 2020 7:00 P.M. -ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor David Grant called to order the regular City Council meeting at 7:00 p.m. Note: On March 20th, the Mayor signed a determination allowing Councilmembers to participate in City Council meetings via telephone pursuant to State Statute 13D.021 Present via Telephone: Mayor David Grant, Councilmembers Brenda Holden, Fran Holmes, Dave McClung and Steve Scott Absent: None Also present: Finance Director Gayle Bauman; Public Works Director/City Engineer Todd Blomstrom; Community Development Manager/City Planner Mike Mrosla; Associate Planner Joe Hartmann; and City Clerk Julie Hanson via telephone City Attorney Joel Jamnik PLEDGE OF ALLEGIANCE 1. APPROVAL OF AGENDA MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to approve the meeting agenda as presented. A roll call vote was taken. The motion carried unanimously (5-0). 2. PUBLIC INQUIRIES/INFORMATIONAL None. 3. RESPONSE TO PUBLIC INQUIRIES None. 4. STAFF COMMENTS ARDEN HILLS CITY COUNCIL—JULY 27, 2020 2 A. Rice Creek Commons (TCAAP) and Joint Development Authority (JDA)Update Finance Director Bauman provided an update on TCAAP stating litigation with Ramsey County was ongoing. B. COVID-19 Update Finance Director Bauman provided the Council with an update on COVID-19. She encouraged residents to visit the City's website for the most current and up to date information regarding COVID-19. She reported the Minnesota Department of Health and CDC also had websites with current guidelines and recommendations. She explained the City of Arden Hills remains in a peacetime state of emergency and City Hall will remain closed until further notice. She indicated City staff remains operational and can be reached via phone or email. She encouraged residents to monitor the governor's executive orders which were available on the State of Minnesota's website. She reported the Ramsey County Sheriffs Office has a COVID Help Team that will assist those in the community that are at most risk. C. Transportation Update Public Works Director/City Engineer Blomstrom provided the Council with an update on the I- 35W MNPASS project. He discussed the improvements that were occurring at County Road I. Public Works Director/City Engineer Blomstrom commented on the 2020 street maintenance project and reported notification letters had been sent to residents. He explained crack sealing began today and seal coating would begin later this week. 5. APPROVAL OF MINUTES A. June 8, 2020, Special City Council Work Session B. June 15, 2020, City Council Work Session C. June 15, 2020, Special City Council Executive Session (Closed) D. June 22, 2020, Regular City Council E. June 29, 2020, Special City Council Work Session Councilmember Holden reported she had one change to the June 22"d Regular City Council meeting minutes and this change was provided to staff. MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to approve the June 8, 2020, Special City Council Work Session meeting minutes, June 15, 2020, City Council Work Session meeting minutes, June 15, 2020, Special City Council Executive Session (Closed) meeting minutes, amended June 22, 2020, Regular City Council meeting minutes; and June 29, 2020, Special City Council Work Session meeting minutes as presented and as amended. A roll call vote was taken. The motion carried unanimously (5-0). 6. CONSENT CALENDAR ARDEN HILLS CITY COUNCIL—JULY 27, 2020 3 A. Motion to Approve Consent Agenda Item - Claims and Payroll B. Motion to Approve 2020 2nd Quarter Financials C. Motion to Adopt Resolution 2020-028 Approving Charitable Gambling Licenses — Chops, Inc. and Minnesota Fastpitch D. Motion to Approve Change Order No. 5 and Final Payment—Pember Companies— Colleen Avenue Drainage Improvements E. Motion to Approve 2020 Resurfacing Project MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to approve the Consent Calendar as presented and to authorize execution of all necessary documents contained therein. A roll call vote was taken. The motion carried unanimously (5-0). 7. PULLED CONSENT ITEMS None. 8. PUBLIC HEARINGS A. Planning Case 20-011 — Conditional Use Permit and Amended Planned Unit Development— 1700 Highway 96 W—North Heights Lutheran Church Community Development Manager/City Planner Mrosla stated North Heights Lutheran Church ("Applicant") has submitted a Land Use Application for a Conditional Use Permit and Amended Planned Unit Development request on May 12, 2020. The Applicant is proposing to operate a preschool and childcare center within the existing facilities of the North Heights Lutheran Church. Because this proposed use is not identified within the existing Planned Unit Development("PUD") Permit, an amendment to the PUD is required for this request. The Subject Property is located within the R-1 Single Residential District and is guided as a Public & Institutional use in the Land Use Plan. Community Development Manager/City Planner Mrosla reported the Subject Property is approximately 41 acres in size and is home to the North Heights Lutheran Church. The use of the Subject Property as a place of worship has been in continuous operation since 1947. The City Council approved a PUD with Planning Case 84-21 in 1985 that gave the Applicants permission to operate a church at the Subject Property. The PUD included conditions of approval such as a requirement that the use of the church and supporting facilities with the R- 1 Zoning District shall be limited to those uses and activities normally associated with a church operation. Community Development Manager/City Planner Mrosla explained the PUD was amended two (2) times in 1995 and 2000, respectively. Most recently in 2002, a Special/Conditional Use Permit was approved for the North Heights Family Life Center to operate a program for high school aged students with eighty-six (86) matriculated students on site, but the program was never implemented and the permit has since been expired. Community Development Manager/City Planner Mrosla reviewed the Plan Evaluation, reviewed the hours of operation, parking requirements and offered the following Findings of Fact: ARDEN HILLS CITY COUNCIL—JULY 27, 2020 4 General Findings: 1. The Subject Property is located on an approximately 41 acre parcel in the R-1 Single Family Residential District. 2. The Subject Property is located at 1700 Highway 96 W. 3. The Subject Property is utilized by the North Heights Lutheran Church. 4. The Subject Property has been approved for a house of worship use as defined by Section 1305.04 in the City Zoning Code. 5. The facilities of a church or other religious assembly may be used for a licensed pre- school, childcare center, and playground with a Conditional Use Permit. Planning Commission offers the following Conditional Use Permit findings for consideration: 1. A Conditional Use Permit is required for any proposed conditional use on a property that is not permitted by right within the property's respective zoning district. 2. A House of Worship use is permitted in the R-1 Single Family District as defined by the Land Use Chart in City Code Section 1320.05. 3. The proposed pre-school/nursery uses are permitted in the R-1 Single Family District under a Conditional Use Permit according to the Land Use Chart. 4. The Subject Property meets the special district provisions for a general education use as defined under the City Code Section 1320.075. 5. A previous Conditional Use Permit was approved for the Subject Property in 2002 for a general secondary education use. 6. The proposed use does not conflict with the place of worship functions and the adjacent residential uses, and will not pose a significant detrimental risk to the health, safety and general welfare of occupants of surrounding lands because of its compatibility. Planning Commission offers the following Planned Unit Development Amendment findings for consideration: 1. The Subject Property was previously granted a Special Use Permit to operate a house of worship in 1984 (SUP 84-21). 2. Special Use Permit 84-21 has been amended two (2) times since the initial plan was approved in 1995 and 2000 respectively. 3. Pre-school and nursey uses have not been identified in any previous iteration of the Planned Unit Development Agreement. However, a high school use was approved in 2002 but never implemented. 4. The existing Planned Unit Development Agreement must be amended each time that there are significant changes to the Subject Property. 5. An application for an amendment shall be administered in the same manner as required for a new application. 6. All conditions of the original Planned Unit Development shall remain in full force and effect. Community Development Manager/City Planner Mrosla stated at their July 8th, 2020 meeting, the Planning Commission heard testimony from the Applicants and residents regarding the Applicant's request for the North Heights Lutheran Church at the Subject Property 1700 Highway 96 W. Upon hearing the testimony, the Planning Commission motioned to remove the condition of approval below. Commissioners believed the condition was an unnecessary expense that should ARDEN HILLS CITY COUNCIL—JULY 27, 2020 5 not be taken on by the applicant. The Applicant reported he could inform parents using the daycare facility that they would have to enter and exit the site on Highway 96. The Applicant shall modify the southern curb at the intersection of Snelling Avenue and the private drive to mitigate the number of right hand turns being made onto Snelling Avenue. Engineering staff shall review and approve in writing plans for the redesign of the intersection no later than November 1st, 2020. Community Development Manager/City Planner Mrosla reported after the amendment, the Planning Commission voted unanimously (7-0) to approve the request for a Conditional Use Permit and Amended Planned Unit Development, with the remaining conditions of approval. Mayor Grant opened the public hearing at 7:20 p.m. With no one coming forward to speak, Mayor Grant closed the public hearing at 7:21 p.m. B. Planning Case 20-013 — Amendment to Chapter 13, Subsections 1305.04 and 1325.06 relating to Zoning Ordinance Definitions and Requirements for Parking, Loading and Circulation Associate Planner Hartmann stated the City of Arden Hills is proposing amendments to the language of Chapter 13 of the Zoning Code to include a call center definition in City Code Section 1305.04, and new requirements for parking, loading and circulation for call center uses in City Code Section 1325.06. The City Council will be asked to make a formal decision regarding the application PC 20-013 under Agenda Item 9B. Staff discussed the proposed amendment in further detail and offered the following Findings of Fact: General Findings: 1. The City of Arden Hills is proposing amendments to the language of Chapter 13 of the Zoning Code. 2. Under City Code Section 1305.04, definitions for items found in the Zoning Code are laid out in a glossary of terms. 3. City Code does not have a definition for a"Call Center" under City Code Section 1305.04. 4. City Code Section 1325.06, Subd. 1, J defines the number of parking spaces required under each category of use within the Zoning Code. 5. Call Center uses are not defined under City Code Section 1325.06, Subd. 1, J. 6. Under City Code Section 1325.06, Subd. 1, J Business & Professional Office uses require 1 parking spot for every 250 square feet of office space. 7. The City is proposing that a Call Center use shall require 1 parking space per 150 square feet. 8. Amendments to Zoning Code regulations require a public hearing prior to action by the City Council. 9. If this amendment is approved, National Recoveries will be considered legal nonconforming uses as the user would not meet the new parking requirement. ARDEN HILLS CITY COUNCIL—JULY 27, 2020 6 Associate Planner Hartmann commented at their July 8th, 2020 meeting, the Planning Commission held a public hearing and received no comments regarding PC 20-013 at the time. The Planning Commission motioned to approve the request, (7-0). Councilmember Holmes stated she would like to make an amendment to the language. She questioned if this amendment should be made under the Public Hearing or under approval of the item. She explained she would like to modify the language to read: Call Centers shall be required to have a minimum of one parking space per 150 square feet or more depending on the configuration of the workstations. Mayor Grant opened the public hearing at 7:29 p.m. With no one coming forward to speak, Mayor Grant closed the public hearing at 7:30 p.m. 9. NEW BUSINESS A. Resolution 2020-027 Approving a Conditional Use Permit and Amended Planned Unit Development — 1700 Highway 96 W — North Heights Lutheran Church—Planning Case 20-011 Community Development Manager/City Planner Mrosla stated John Oldfield ("The Applicant") on behalf of North Heights Lutheran Church is requesting a Conditional Use Permit and Amended Planned Unit Development for the proposed North Heights Christian Pre-school and Childcare Center that would be located within the existing facilities of North Heights Lutheran Church. The Subject Property is located in the R-1 Single Family Residential District and is guided as a Public and Institutional use in the Land Use Plan. Preschool uses are defined as a general education school in the zoning code and are permitted via a Conditional Use Permit in the R-1 Single Family Residential District. However, the Subject Property also operates under a Planned Unit Development that requires an amendment if there is a change in use on site. Staff commented further ono the Plan Evaluation and reported the Planning Commission recommended approval with the following conditions: 1. The project shall be completed in accordance with the plans submitted as amended by the conditions of approval. Any significant changes to the plans, as determined by the City Planner, shall require review and approval by the Planning Commission and City Council. 2. All conditions of the original Planned Unit Development shall remain in full force and effect. 3. This approval does not include signs. A separate sign permit is required for all proposed signage. 4. A Zoning Permit shall be required for the fencing around the playground area. 5. A Building Permit shall be required for the interior improvements. 6. The Applicant shall designate and sign ten (10) parking stalls for parent drop-off/pick-up during pre-school/nursery hours of operation in East Lot/B. 7. No expansion to enrollment beyond 100 students shall be permitted without City Council approval. 8. Any violation of the conditions of this Conditional Use Permit may result in revocation of the permit. ARDEN HILLS CITY COUNCIL—JULY 27, 2020 7 Councilmember McClung asked if the applicant supported the condition that was recommended for approval by the Planning Commission. Community Development Manager/City Planner Mrosla explained the applicant did support the condition. Councilmember McClung stated he would be making a recommendation to include this condition (as Condition 9)in the motion for approval. MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to adopt Resolution #2020-027 approving the Conditional Use Permit and Amended Planned Unit Development for Planning Case 20-011 at 1700 Highway 96 W, based on the findings of facts, the submitted plans, and as amended by the eight (8) conditions in the July 27, 2020 Report to the City Council. Councilmember McClung recommended Condition 9 be added to read: The Applicant shall modify the southern curb at the intersection of Snelling Avenue and the private drive to mitigate the number of right hand turns being made onto Snelling Avenue. Engineering staff shall review and approve in writing plans for the redesign of the intersection no later than November 1st, 2020. AMENDMENT: Councilmember McClung moved and Councilmember Holden second a motion to include Condition 9: The Applicant shall modify the southern curb at the intersection of Snelling Avenue and the private drive to mitigate the number of right hand turns being made onto Snelling Avenue. Engineering staff shall review and approve in writing plans for the redesign of the intersection no later than November 1st, 2020. Councilmember Holden commented she would not be supporting this amendment. She did not agree with limiting this right hand turn because this would inconvenience the visitors to the church. Councilmember Scott stated he lived in the neighborhood near North Heights Church. He explained he agreed with Councilmember Holden and stated traffic has not been a concern for this neighborhood. Mayor Grant indicated he would be supporting the amendment. Councilmember Holmes explained she would not be supporting the amendment. She did not believe it was necessary to require the church to take on this expense. Councilmember McClung stated there were cars making the illegal turn on a regular basis and for this reason, he would like to require the applicant to modify the southern curb at the intersection of Snelling Avenue and the private drive. He reiterated that the applicant supported this condition as recommended by staff. He encouraged the City Councilmembers to reconsider their stance on the matter and support the amendment. ARDEN HILLS CITY COUNCIL—JULY 27, 2020 8 A roll call vote was taken. The amendment to include Condition 9: The Applicant shall modify the southern curb at the intersection of Snelling Avenue and the private drive to mitigate the number of right hand turns being made onto Snelling Avenue. Engineering staff shall review and approve in writing plans for the redesign of the intersection no later than November 1st, 2020 failed 2-3 (Councilmember Holden, Holmes and Scott opposed). A roll call vote was taken. The motion to adopt Resolution #2020-027 approving the Conditional Use Permit and Amended Planned Unit Development for Planning Case 20-011 at 1700 Highway 96 W, based on the findings of facts, the submitted plans, and as amended by the eight (8) conditions in the July 27, 2020 Report to the City Council carried 4-1 (Councilmember McClung opposed). B. Ordinance 2020-002 Amending Chapter 13, Zoning Code, Subsections 1305- 04 and 1325.06 — Planning Case 20-03 and Authorization to Publish Summary Ordinance 2020-002 Associate Planner Hartmann stated the City of Arden Hills is proposing amendments to the language of Chapter 13 of the Zoning Code to include a call center definition in City Code Section 1305.04, and new requirements for parking, loading and circulation for call center uses in City Code Section 1325.06. Staff highlighted the proposed amendments with the Council and recommended approval of the Ordinance. MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to approve Planning Case 20-013 adopting Ordinance 2020-002 Amending Chapter 13 based on the findings of fact and the July 27, 2020 Report of the City Council. Councilmember Holden stated she would like to amend the Ordinance to read: Call Centers shall be required to have a minimum of one parking space per 150 square feet or more depending on the configuration of the workstations. AMENDMENT: Councilmember Holmes moved and Councilmember Holmes second an amendment to the Ordinance to state: Call Centers shall be required to have a minimum of one parking space per 150 square feet or more depending on the configuration of the workstations. Associate Planner Hartmann reported staff has discussed having call centers require a CUP which would allow staff to review the parking requirements on a case by case basis. Councilmember McClung feared that the proposed amendment language was vague. He indicated he supported the City going the CUP route for call centers. ARDEN HILLS CITY COUNCIL—JULY 27, 2020 9 Councilmember Holmes commented on the parking language that was used by other communities. She agreed it may be better to have call centers approved as CUP'S. She questioned how the Council could move forward with this suggestion. Community Development Manager/City Planner Mrosla explained staff was revising the City Code and this modification would be included for the Council to consider in October. Councilmember Holmes withdrew her amendment. Mayor Grant called for the vote on the original motion. A roll call vote was taken. The motion to approve Planning Case 20-013 adopting Ordinance 2020-002 Amending Chapter 13 based on the findings of fact and the July 27, 2020 Report of the City Council carried (5-0). MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to authorize staff to publish a Summary Ordinance 2020-002. A roll call vote was taken. The motion to publish the Summary Ordinance 2020-002 carried (5-0). C. Resolution 2020-029 Receiving the Feasibility Report and Calling for a Public Hearing—2021 PMP Street and Utility Improvement Project Public Works Director/City Engineer Blomstrom stated on April 27, 2020 the Council adopted Resolution 2020-020 ordering the preparation of a Feasibility Report for the 2021 Pavement Management Program (PMP) Street and Utility Improvement project. This project consists of improvements to the following streets: Streets proposed for reconstruction: Jerrold Avenue from New Brighton Road to 335 feet west of Prior Avenue Glenpaul Avenue from New Brighton Road to Cleveland Avenue Prior Avenue from County Road D to 155-feet north of Jerrold Avenue Streets proposed for reclamation: Edgewater Avenue from New Brighton Road to west cul-de-sac Jerrold Avenue from 335 feet west of Prior Avenue to west cul-de-sac Public Works Director/City Engineer Blomstrom commented in accordance with Council direction, a feasibility report has been prepared that details the proposed improvements, neighborhood impacts, estimated costs and financing for the proposed project. Staff requested the Council receive the feasibility study and order a public hearing to be held on September 14, 2020. Staff commented further on the feasibility report and requested the Council call for a public hearing. Councilmember Holden asked if the City Council had ever made a decision about fixing peoples sewer systems. ARDEN HILLS CITY COUNCIL—JULY 27, 2020 10 Public Works Director/City Engineer Blomstrom commented on the 19 locations that were identified during televising. He reported the City was recommending repairing the portions of the service where it connects to the main within the street. Councilmember McClung questioned what direction staff was seeking from the Council. Public Works Director/City Engineer Blomstrom reported by passing and adopting the Resolution the Council would be accepting the Feasibility Report and would also be calling for a public hearing on September 14, 2020. This would allow staff to send notices to the impacted properties to notify them of the proposed assessment on their property. Mayor Grant commented this would meant the City Council would have to make a determination on Prior Avenue. Councilmember Holden agreed the Council should make this determination tonight. She recommended the cost of Prior Avenue improvements not be included in the special assessment calculation for this project. She supported the City using the same logic with Prior Avenue as it does for Snelling Avenue. Mayor Grant explained the City's policy states the Council can make a determination within the guidelines of the assessment policy. Councilmember Scott supported the City excluding Prior Avenue from the assessments. Mayor Grant stated in the past the City had a non-assessable street fund for streets like this. He indicated he supported excluding Prior Avenue from the assessments. Councilmember McClung commented this would be a big hit to the PIR fund. Councilmember Holmes stated she would support the inclusion of Prior Avenue because of the big hit the PIR fund would take. She questioned if the City's assessment policy allowed for the exclusion of certain roadways from street improvement projects if there were no addresses along that roadway. Mayor Grant explained he reviewed the assessment policy with Director Blomstrom this afternoon. Public Works Director/City Engineer Blomstrom reviewed the assessment policy in further detail with the Council. Councilmember Holmes thanked staff for the clarification. She indicated she supported Prior Avenue being excluded from assessments. Councilmember Holden discussed the hardship that would be placed on the homeowners within this project area if the Prior Avenue expense was included in the assessment roll. ARDEN HILLS CITY COUNCIL—JULY 27, 2020 11 Councilmember McClung did not support the Council making a determination on the assessments based on a socioeconomic basis. He recommended that if this street was assessed due to lack of addresses within the project area that the same thing be done in other parts of the City within future street projects. Public Works Director/City Engineer Blomstrom reviewed the project map with the Council and reported all of the properties along Prior Avenue were corner lots that had addresses on adjacent roadways. He indicated two properties did have driveways along Prior Avenue. Mayor Grant explained that corner lots were assessed for the street that is used for the mailing address. He asked if any of the homes within the project area had addresses along Prior Avenue. Public Works Director/City Engineer Blomstrom stated there are no homes with mailing addresses along Prior Avenue. Mayor Grant recommended the Council not include the two houses that have mailing addresses on County Road D. The Council supported this recommendation. Councilmember Holden questioned if the Council had to make a determination regarding the curb and gutter at this meeting. Public Works Director/City Engineer Blomstrom stated based on the discussion of the Council at the June 15th City Council worksession meeting staff was advised to proceed with Alternative 1 to include the curb and gutter for the longevity of the roadway. He noted the assessments would be based on this recommendation. MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to Resolution #2020-029 Receiving the Feasibility Report and Calling for the Public Hearing to be held on September 14, 2020 for 2021 PMP Street and Utility Improvements, excluding Prior Avenue. A roll call vote was taken. The motion carried (5-0). 10. UNFINISHED BUSINESS None. 11. COUNCIL COMMENTS Councilmember Holden explained she stopped by the North Chamber of Commerce noting she picked up a couple of boxes of masks for City Hall. Councilmember Holden reported Jerry Darcy recently passed away and sent her condolences to the Darcy family. Councilmember Holden questioned when work would begin on the Hamline Avenue retaining walls. ARDEN HILLS CITY COUNCIL—JULY 27, 2020 12 Public Works Director/City Engineer Blomstrom reported the repairs to retaining walls along Hamline Avenue are the County's responsibility. He explained the County had several retaining orders that needed improvements and they are working to put together a work plan for these improvements. He stated he did not have a timeline for this project. Mayor Grant requested staff provide the Council with an update on the upcoming elections. City Clerk Hanson reported candidate filing opens on Tuesday, July 28th and will remain open through August I Ph at 5:00 p.m. She stated candidates can file online, at Ramsey County elections or by contacting staff at City Hall. She reported voting by mail has increased significantly this election season so far. ADJOURN MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to adiourn. A roll call vote was taken. The motion carried unanimously (5-0). Mayor Grant adjourned the Regular City Council Meeting at 8:35 p.m. Julie Hanson David Grant City Clerk Mayor CONSENT ITEM 6A ,-iIZEN HILLS MEMORANDUM DATE: August 24, 2020 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Gayle Bauman, Finance Director Pang Silseth, Accounting Analyst SUBJECT: Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider A. Approve Claims and Payroll or B. Reject Claims and Payroll Background Payroll is processed biweekly and accounts payable is processed weekly. Budget Impact NA Attachments 2020 Payroll 917 ... ................................................................... $89,447.40 Total Payroll $89,447.40 Paid Claims---7/31/2020 through 8/14/2020 (ACH Checks) $5,036.48 (Check Nos. 49474-49489 and ACH Checks) ..................... ............... $204,569.38 Total Accounts Payable $209,605.86 Total Claims $299,053.26 CITY OF ARDEN HILLS PAYROLL# 17 CHECKS DATED: 08/21/20 Biweekly: 08/01/20 - 08/14/20 EMPLOYEE DEDUCTIONS AMT. CITY BENEFIT Payment Method FIT 1 6,597.561 EFT SIT 3,114.43 EFT FICA Oasdi 4,666.91 4,666.91 EFT FICA Medicare 1,091.48 1,091.48 EFT TOTAL TAXES 1 15,470.381 5,758.39 Health Premium 1,687.95 0.00 A/P Check* Dental Premium 313.54 0.00 A/P Check* FSA Health Care Reimb. 0.00 A/P Check* FSA Dependent Care Reimb. 0.00 A/P Check* TOTAL FLEXIBLE SPENDING 1 2,001.491 0.00 HSA Health Saving 353.33 0.00 Health Care Savings Plan-Retirement 0.00 EFT Health Care Savings Plan-2% 437.67 EFT Health Care Savings Plan-4% 456.02 EFT TOTAL HEALTH SAVINGS 1 1,247.021 0.00 PERA 4,428.16 5,109.41 EFT ICMA 2,733.07 401.46 EFT Central Pension Fund-Union 537.60 A/P Check* MN State Retirement S stem 750.00 EFT TOTAL RETIREMENT I 8,448,83F 5,510.87 lU0E 49 Dues Union 122.50 A/P Check* LTD/STD Insurance 0.00 A/P Check* PERA Life Insurance 32.00 A/P Check* Life/Addl/Dep Life 132.94 0.00 A/P Check* Life/Addl non-tax 35.70 A/P Check* UNUM 1 19.51 A/P Check* AFLAC 1 22.761 EFT TOTAL VOLUNTARY 1 365.411 0.00 Total Employee Deductions 27,533.13 Net Payroll 0.00 Direct Deposit 73,230.88 EFT Gross Payroll Tie-Out 78,178.14 Plus City Paid Benefit 11,269.26 TOTAL PAYROLL COST 89,447,40 FICA TIE-OUT Gross Payroll 78,178.14 Less Total FSA 2,001.49 Less Total H.SA 1,247.02 Less Voluntary Ins 58.46 Plus ICMA Employer 401.46 NetP/R Subject toFICA 75,272.63 FICA Oasdi A 6.20% 4,666.91 FICA Medicare 1.45% 1,091.48 Note:Federal and State Payroll Tax obligations are satisfied by means of utilizing the US Bank Easy Tax Deposit Service. Transfers are typically made up to two days after the payroll date. *A/P Checks can be found on the ACCOUNTS PAYABLE Check Approval report. Checks may be paid this week or the following week. Accounts Payable Checks by Date - Detail by Check Date User: Pang.Silseth Printed: 8/20/2020 11:22 AM ---A EN ]HILLS Check No Vendor No Vendor Name Check Date Check Amount Invoice No Description Reference ACH ACH001 US BANK 07/31/2020 BAUMG72020 GOVERNMENT FINANCE OFFICE 460.00 BEEBT72020 THE HOME DEPOT#2828 6.04 CHRIM72020 THE HOME DEPOT 2828 382.94 CHRIM72020 MENARDS FRIDLEY MN 385.62 FRIDJ72020 HOMEDEPOT.COM 23.54 FRIDJ72020 HOMEDEPOT.COM 16.06 FRIDJ72020 WAL-MART#1654 47.80 FRIDJ72020 AMZN MKTP US*MSOCA3KI2 111.42 FRIDJ72020 AMZN MKTP US*MS7435501 149.98 FRIDJ72020 AMZN MKTP US*MJOPW9LBO AM 34.01 FRIDJ72020 AMZN MKTP US*MJ8RI83Z0 34.99 FRIDJ72020 AMZN MKTP US*MS4IJ0TF0 35.95 GEBAM72020 CHETS SHOES-CP CIRCLE P 19.03 HANSJ72020 MINNESOTA STATE COLLEGES -50.00 HANSJ72020 SMK*SURVEYMONKEY.COM 384.00 HANSJ72020 MINNESOTA STATE COLLEGES -275.00 MIKAT72020 APPLE.COM/BILL 0.99 PERRD72020 SHOREVIEW EXXON 13.98 PERRD72020 TARGET 00006197 8.07 PERRD72020 WALGREENS#15123 69.99 VAUGJ72020 VERTICAL ENDEAVORS-BLO -50.00 WARDR72020 AT&T P006 71714 42.20 Total for this ACH Check for Vendor ACH001: 1,851.61 ACH ACH002 AFLAC 07/31/2020 577870 Insurance Premiums-July 2020 45.52 Total for this ACH Check for Vendor ACH002: 45.52 ACH ACH003 PITNEY BOWES INC 07/31/2020 6232020 June Postage-fee 19.99 6232020 June Postage-Newsletter 790.38 Total for this ACH Check for Vendor ACH003: 810.37 ACH ACH006 MN DEPT OF LABOR-BUILDING PERK 07/31/2020 62020 Q2 Building Surcharge 2,426.06 62020 Q2 Building Surcharge -97.08 Total for this ACH Check for Vendor ACH006: 2,328.98 Total for 7/31/2020: 5,036.48 Report Total(4 checks): 5,036.48 AP Checks by Date-Detail by Check Date(8/20/2020 11:22 AM) Page 1 Accounts Payable Checks by Date - Detail by Check Date User: Pang.Silseth Printed: 8/20/2020 11:24 AM ---A EN ]HILLS Check No Vendor No Vendor Name Check Date Check Amount Invoice No Description Reference ACH 0189 GOPHER STATE ONE CALL 08/07/2020 70184 July Locates 119.70 70184 July Locates 119.70 70184 July Locates 119.70 Total for this ACH Check for Vendor 0189: 359.10 ACH 0210 KATH FUEL OIL SERVICE CO 08/07/2020 690159 Supplies 151.82 Total for this ACH Check for Vendor 0210: 151.82 ACH 0230 MTI DISTRIBUTING CO INC 08/07/2020 1269512-00 Lift 134.68 Total for this ACH Check for Vendor 0230: 134.68 ACH 0285 XCEL ENERGY 08/07/2020 694312022 6/15/20-7/15/20 1,392.59 694312022 6/15/20-7/15/20 1,278.88 694312022 6/15/20-7/15/20 1,036.74 694312022 6/15/20-7/15/20 217.86 694312022 6/15/20-7/15/20 2,026.97 694312022 6/15/20-7/15/20 49.47 694312022 6/15/20-7/15/20 397.57 Total for this ACH Check for Vendor 0285: 6,400.08 ACH 0320 HEALTH PARTNERS INC 08/07/2020 98896210 September Insurance 1,263.40 Total for this ACH Check for Vendor 0320: 1,263.40 ACH 0327 STAPLES INC 08/07/2020 3451925983 Supplies 133.27 Total for this ACH Check for Vendor 0327: 133.27 ACH 0339 FERGUSON WATERWORKS#2518 08/07/2020 459474 Supplies 6.78 Total for this ACH Check for Vendor 0339: 6.78 ACH 0382 ICMA RETIREMENT TRUST-106944 08/07/2020 PR 20-16 PR Batch 00100.08.2020 ICMA Employer Perce PR Batch 00100.08.2020 ICM 401.46 PR 20-16 PR Batch 00100.08.2020 ICMA Employee Percc PR Batch 00100.08.2020 ICM 347.93 Total for this ACH Check for Vendor 0382: 749.39 ACH 0387 ICMA RETIREMENT TRUST#302482 08/07/2020 PR 20-16 PR Batch 00100.08.2020 ICMA Employee Percc PR Batch 00100.08.2020 ICM 263.53 AP Checks by Date-Detail by Check Date(8/20/2020 11:24 AM) Page 1 Check No Vendor No Vendor Name Check Date Check Amount Invoice No Description Reference PR 20-16 PR Batch 00100.08.2020 ICMA Employee Dedu PR Batch 00100.08.2020 ICM 2,128.54 Total for this ACH Check for Vendor 0387: 2,392.07 ACH 0706 CERTIFIED LABORATORIES 08/07/2020 7039861 Supplies 512.03 7039861 Disinfectant 388.26 7039861 Supplies 217.58 Total for this ACH Check for Vendor 0706: 1,117.87 ACH 10363 MINUTE MAKER SECRETARIAL 08/07/2020 M1106 CC Meeting 7-27 351.00 Total for this ACH Check for Vendor 10363: 351.00 ACH 1223 ADAM'S PEST CONTROL-MAIN 08/07/2020 3173584 August Pest Control 450.00 Total for this ACH Check for Vendor 1223: 450.00 ACH 1363 WATER CONSERVATION SERVICES IN( 08/07/2020 10584 July 10 Leak Locate 306.24 Total for this ACH Check for Vendor 1363: 306.24 ACH 5173 BADGER METER 08/07/2020 80057719 Service Agreement Aug 20-Jan 21#951275 780.00 Total for this ACH Check for Vendor 5173: 780.00 ACH 6060 BATTERIES PLUS 08/07/2020 P29156350 Battery 134.95 Total for this ACH Check for Vendor 6060: 134.95 ACH ALPI ALLEGRA PRINT&IMAGING INC 08/07/2020 161366 July Newsletter 2,250.52 Total for this ACH Check for Vendor ALPL 2,250.52 49474 0337 D ROCK CENTER LANDSCAPE SUPPL` 08/07/2020 5816 Mulch 982.80 5817 Mulch 737.10 Total for Check Number 49474: 1,719.90 49475 10286 MINNESOTA OCCUPATIONAL HEALTF 08/07/2020 346478 Drug Screening 102.00 Total for Check Number 49475: 102.00 49476 3100 PROVIDENT LIFE AND ACCIDENT INS 08/07/2020 E0471136-0720 July Insurance 39.02 Total for Check Number 49476: 39.02 49477 0282 REPUBLIC SERVICES#899 08/07/2020 0899-003584836 July Recycling 8,181.00 Total for Check Number 49477: 8,181.00 49478 0336 T.A. SCHIFSKY&SONS INC 08/07/2020 AP Checks by Date-Detail by Check Date(8/20/2020 11:24 AM) Page 2 Check No Vendor No Vendor Name Check Date Check Amount Invoice No Description Reference 66228 Asphalt Purchases 7/19-7/25 13,020.78 Total for Check Number 49478: 13,020.78 49479 AR-Team TEAM FAIR 08/07/2020 PC 20-015 Escrow Refund PC 20-015;4370 Snelling Avenu 1,000.00 Total for Check Number 49479: 1,000.00 49480 3099 TRI STATE BOBCAT INC-LITTLE CAN? 08/07/2020 A75356 Supplies 250.85 Total for Check Number 49480: 250.85 49481 1557 VAN IWAARDEN ASSOCIATES 08/07/2020 8042020 2020 Actuarial Services 360.00 8042020 2020 Actuarial Services 360.00 8042020 2020 Actuarial Services 360.00 8042020 2020 Actuarial Services 360.00 8042020 2020 Actuarial Services 360.00 Total for Check Number 49481: 1,800.00 Total for 8/7/2020: 43,094.72 ACH 0243 METROPOLITAN COUNCIL-WASTE WY 08/14/2020 0001112008 August Wastewater 67,355.40 Total for this ACH Check for Vendor 0243: 67,355.40 ACH 10268 DAVID SWEARINGEN 08/14/2020 08132020 PE Civil Construction Exam Registration Fee 350.00 Total for this ACH Check for Vendor 10268: 350.00 ACH 1125 BOLTON&MENK INC 08/14/2020 0254076 Lift Station 10 Rehab 1,374.50 0254716 Planning Services 6/13-7/10 120.00 Total for this ACH Check for Vendor 1125: 1,494.50 ACH 1330 MN CLN SERVICES INC 08/14/2020 0820NNO1 July Janitorial Services 1,554.58 0820NNO1 July Janitorial Services 451.00 Total for this ACH Check for Vendor 1330: 2,005.58 ACH TOII TOKLE INSPECTIONS INC 08/14/2020 08032020 July Electrical Inspections 2,025.40 Total for this ACH Check for Vendor TOIL 2,025.40 49482 INCI IN CONTROL INC 08/14/2020 19163MA02 utility monitoring and control system improveme 46,161.45 Total for Check Number 49482: 46,161.45 49483 0222 LEAGUE OF MINNESOTA CITIES 08/14/2020 325813 FIR Essentials Series 300.00 AP Checks by Date-Detail by Check Date(8/20/2020 11:24 AM) Page 3 Check No Vendor No Vendor Name Check Date Check Amount Invoice No Description Reference Total for Check Number 49483: 300.00 49484 10271 MN PEIP 08/14/2020 994109 September Insurance 9,897.20 Total for Check Number 49484: 9,897.20 49485 10408 PAULSON&CLARK ENGINEERING 08/14/2020 20911 HVAC Engineering 16,030.00 Total for Check Number 49485: 16,030.00 49486 0811 RAMSEY COUNTY 08/14/2020 PUBW-018747 Bethel College turn lane 500.00 Total for Check Number 49486: 500.00 49487 10413 ULTEIG ENGINEERS INC 08/14/2020 00095679 Karth Lake Runoff Control 7/9/20 2,545.50 Total for Check Number 49487: 2,545.50 49488 1161 VALLEY-RICH CO INC 08/14/2020 28507 Water Leak Repair-2022 Edgewater Ave 5,200.00 28541 Hydrant and Gate Valve Repair-4265 Lexington 5,200.00 Total for Check Number 49488: 10,400.00 49489 AR-Yorw YORWAY CUSTOM HOME BUILDERS 08/14/2020 GE 2017-00914 Escrow Refund GE 2017-00914;3417 Lake John 2,409.63 Total for Check Number 49489: 2,409.63 Total for 8/14/2020: 161,474.66 Report Total(37 checks): 204,569.38 AP Checks by Date-Detail by Check Date(8/20/2020 11:24 AM) Page 4 CONSENT ITEM—6B ,-iI�EN HILLS MEMORANDUM DATE: August 24, 2020 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Approve Amendment to the North Suburban Communications Commission Joint and Cooperative Agreement Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider The Council should consider approving the attached amendment to the North Suburban Communications Commission Joint and Cooperative Agreement. Background Dana Healy, the Executive Director of CTV, has prepared a background memo and draft language for Council consideration regarding changes to the North Suburban Communications Commission Joint and Cooperative Agreement. Budget Impact N/A Attachment Attachment A: Background Memo by Dana Healy Attachment B: Amended North Suburban Communications Commission Joint and Cooperative Agreement 1 Attachment A REQUEST FOR ACCESS CORPORATION ACTION (RACA) Meeting Date: - Agenda Item No.: - Department Approval Executive Director Approval Item Description: JPA Resolution to Include Non-geographically Contiguous Cities 1 BACKGROUND 2 On July 16, 2020, the North Suburban Communications Commission voted to update the Joint 3 Powers Agreement to include the following: 4 Under section II, General Purpose, "public, educational, and governmental" was spelled out to 5 explain PEG. Also added in section II was "local community media, including cable television" 6 programming. The purpose of this was to broaden the language to include beyond cable 7 programming. 8 Section V.1, "geographically contiguous to any of these named municipalizes and" was removed. 9 Section VA "a majority of the members" was added, and "five" was removed. This makes the 10 document more evergreen as membership changes. This change was also done in section 6 and 8. 11 Section V.8 "Unless otherwise required herein, all official actions of the Commission must receive 12 two-thirds (2/3) of all the authorized votes cast on that issue at a duly constituted meeting of the 13 Commission and the affirmative vote of a majority of the appointed directors present and voting. 14 Abstentions shall not be considered authorized votes cast. 15 16 POLICY OBJECTIVE 17 To adopt the recently updated Joint Powers Agreement that will make it possible to include non- 18 geographically contiguous cities. 19 BUDGET IMPLICATIONS 20 NA 21 STAFF RECOMMENDATION 22 NA 23 REQUESTED ACCESS CORPORATION ACTION 24 To vote to bring the resolution as presented to each member city for approval on the consent agenda. Prepared by: Dana Healy,Executive Director Attachments: A: 7c_Support_JPAResolution Page 1 of 1 Attachment B Revised 2020 AMENDED NORTH SUBURBAN COMMUNICATIONS COMMISSION JOINT AND COOPERATIVE AGREEMENT FOR THE ADMINISTRATION OF A CABLE COMMUNICATIONS FRANCHISES I. PARTIES The parties to this Agreement are governmental units of the state of Minnesota. This Agreement is made pursuant to Minnesota statutes Section 471.59, as amended. II. GENERAL PURPOSE The general purpose of this Agreement is to establish an organization to administer and enforce the respective cable franchises of the parties; to administer the procedure for the renewal of the existing cable franchises and the procedure for the award of new cable franchises; to promote, coordinate, administer and develop public, educational, and governmental (PEG) access cable television channels and local community media, including cable television programming; and to conduct such other activities authorized herein as may be necessary to establish and enforce consumer protection standards for cable subscribers of the members of the organization. III. NAME The name ofthe organization is the North Suburban Communications Commission (NSCC). IV. DEFINITION OF TERMS Section 1. For the purposes of this Agreement, the terms defined in this Article shall have the meanings given to them. Section 2. "Commission" means the Board of Directors created pursuant to this Agreement. Section 3. "Council" means the governing body of a member. Section 4. "Franchise" means that cable communications franchise granted by all cities listed in Article V, section 1. Section 5. "Grantee" means any person or entity to whom a franchise has been granted by a member. Section 6. "Member" means a municipality which enters into this Agreement. Section 7. "System" means that cable communications system more specifically defined in the Franchise Ordinance of the Member. V. MEMBERSHIP Section 1. The municipalities of Arden Hills, Falcon Heights, Little Canada, Lauderdale, Mounds View, New Brighton,North Oaks, Roseville, and St. Anthony are eligible to be the Members of the Commission. Any municipality geegr- phieal y een4i ., etts te &+y of these named wittnieipalities and served by a cable communications system through the same Grantee may become a Member pursuant to the terms of this Agreement. Section 2. Any municipality desiring to become a Member shall execute a copy of this Agreement and conform to all requirements herein. Section 3. The initial Members shall be those municipalities listed in Section 1 of this Article V. Section 4. Municipalities desiring to become Members after the date specified in Article V; Section 3, may be admitted by an affirmative vote of two-thirds (2/3) of the votes of the Members of the Commission, with at least a majority of the Members €rye-(5) "voting in the affirmative. The Commission may, by resolution, impose conditions upon the admission of additional members. VI. DIRECTORS; VOTING Section 1. Each Member shall be entitled to one (1) director to represent it on the Commission. Each director is entitled to vote in direct proportion to the percent of annual revenues attributable to the municipality represented by the director to the total annual revenues of the system for the prior year rounded to the nearest whole number, provided, however, that each director shall have at least one vote. For the purposes of this section, the annual revenues for each Member and the total annual system revenues as of December 31 of each year shall be determined by the records of the cable operator filed with the Commission with the annual franchise fee. Prior to the first Commission meeting in March of each year,the Secretary/Treasurer of the Commission shall determine the number of votes for each Member in accordance with this section and certify the results to the Chair. Section 2. A director shall be appointed by resolution of the Council of each Member. A director shall serve until a successor is appointed. Directors shall serve without compensation from the Commission. Section 3. Each Member may appoint an alternate director or directors. The Commission, in its By-Laws, may prescribe the extent of an alternate's powers and duties. Section 4. A vacancy in the office of director will exist for any of the reasons set forth in Minnesota Statutes Section 351.02 or upon a revocation of a director's appointment duly filed by a Member with the Commission. Vacancies shall be filled by appointment for the unexpired portion of the term of director by the Council of the Member whose position on the Commission is vacant. 2 Section 5. There shall be no voting by proxy, but all votes must be cast by the director or the duly authorized alternate at a Commission meeting. Section 6. The presence of€rve-a majority of the appointed directors representing a majority of the total authorized votes of all directors shall constitute a quorum, but a smaller number may adjourn from time to time. Section 7.A director shall not be eligible to vote on behalf ofthe director's municipality during the time said municipality is in default on any contribution or payment to the Commission. During the existence of such default,the vote or votes of such Member shall not be counted for the purposes of this Agreement. Section 8. Unless otherwise required herein, all official actions of the Commission must receive two-thirds (2/3) of all the authorized votes cast on that issue at a duly constituted meeting of the Commission and the affirmative vote of €rve-a majority of the appointed directors present and voting. Abstentions shall not be considered authorized votes cast. VII. EFFECTIVE DATE Section 1. A municipality may enter into this Agreement by resolution of its council and the duly authorized execution of a copy of this Agreement by its proper officers. Thereupon, the clerk or other appropriate officer of the municipality shall file a duly executed copy of this Agreement, together with a certified copy of the authorizing resolution, with the Commission. Section 2. This Agreement and any amendments thereto are effective on the date when executed agreements and authorizing resolutions of all of the members named in Article V, Section 1,have been filed as provided in this Article. VIII. POWERS AND DUTIES OF THE COMMISSION Section 1. The powers and duties of the Commission shall include the powers set forth in this Article. Section 2. The Commission may make such contracts, grants, and take such other action as it deems necessary and appropriate to accomplish the general purposes of the organization. The Commission may not contract for the purchase of real estate without the prior authorization of the member municipalities. Any purchases or contracts made shall conform to the requirements applicable to Minnesota statutory cities. Section 3. The Commission shall assume all authority and undertake all tasks necessary to coordinate, administer, and enforce the Franchise of each Member except for that authority and those tasks specifically retained by a Member. Section 4. The Commission may provide for the prosecution, defense, or other 3 participation in actions or proceedings at law in which it may have an interest, and may employ counsel for that purpose. It may employ such other persons as it deems necessary to accomplish its powers and duties. Such employees may be on a full time, part-time or consulting basis, as the Commission determines, and the Commission may make any required employer contributions which local governmental units are authorized or required to make bylaw. Section 5. The Commission may conduct such research and investigation and take such action as it deems necessary including participation and appearance in proceedings of State and Federal regulatory, legislative or administrative bodies, or on any matter related to or affecting cable communication franchises. Section 6. The Commission may obtain from Grantee and from any other source such information relating to the cable communications franchises as any member is entitled to obtain from Grantee or others. Section 7. The Commission may accept gifts, apply for and use grants, enter into agreements required in connection therewith and hold,use and dispose of money or property received as a gift or grant in accordance with the terms thereof. Section 8. The Commission shall make an annual, independent audit of the books of the Commission and shall make an annual financial accounting and report in writing to the Members. Its books and records shall be available for examination by the Members at all reasonable times. Section 9. The Commission may delegate authority to its executive committee. Such delegation of authority shall be by motion of the Commission and may be conditioned in such a manner as the Commission may determine. Section 10. The Commission shall adopt By-Laws which may be amended from time to time. Section 11. The Commission shall be responsible for the PEG access channels and local community media, including cable television programming within or for the geographic area of the Member cities of the Commission Should any Member withdraw from the Commission as of the date of any renewal of the Cable Television Franchise Ordinance, or in any year thereafter, the withdrawing Member shall assume all responsibility for PEG access cable television channels and programming within or for the geographic boundaries ofthe withdrawing municipality, as more specifically delineated in Article XI, Section 3, of this Agreement. Section 12.The Commission may designate an entity or entities to perform any functions the Commission deems necessary relative to the Commission's responsibility for community programming. The Commission may provide funds,support services,and the use of equipment and property to the designated entity,provided that title to all equipment and property shall not pass to the designated entity without the prior approval of all directors. 4 IX. OFFICERS Section 1. The officers of the Commission shall consist of a chair, a vice-chair, and a secretary/treasurer. Officers of the Commission shall be elected annually for one-year terms. Officers shall be limited to two consecutive one-year terms in a given office. Section 2. A vacancy in the office of chair,vice-chair, or secretary/treasurer shall occur for any of the reasons for which a vacancy in the office of a director shall occur. Vacancies in these offices shall be filled by the Commission for the unexpired portion of the term. Section 3. The three officers shall all be members of the executive committee. Section 4. The chair shall preside at all meetings of the Commission and the executive committee. The vice-chair shall act as chair in the absence of the chair. Section 5. The secretary/treasurer shall be responsible for keeping a record of all of the proceedings of the Commission and executive committee and shall be responsible for custody of all funds, for the keeping of all financial records of the Commission and for such other matters as shall be delegated by the Commission. The Commission may require that the secretary/treasurer post a fidelity bond or other insurance against loss of Commission funds in an amount approved by the Commission, at the expense of the Commission. Said fidelity bond or other insurance may cover all persons authorized to handle funds of the Commission. Section 6. The Commission may appoint such other officers as it deems necessary. All such officers shall be appointed from the membership of the Commission. X. FINANCIAL MATTERS Section 1. The fiscal year of the Commission shall be the calendar year. Section 2. Commission funds may be expended by the Commission in accordance with the procedures established by law for the expenditure of funds by Minnesota Statutory Cities. Orders, checks and drafts must be signed by any two of the officers. Other legal instruments shall be executed, with authority of the Commission, by the chair and secretary/treasurer. Contracts shall be let and purchases made in accordance with the procedures established by law for Minnesota Statutory Cities. Section 3.The financial contributions of the Members in support of the Commission shall be in direct proportion to the percent of annual franchise fee revenues of each Member to the total franchise fee revenues of the System for the prior year multiplied by the Commission's total annual assessment to the Members. Section 4. A proposed budget for the ensuing calendar year shall be formulated by the Commission and submitted to the Members on or before October 15. Final action adopting a budget for the ensuing calendar year shall be taken by the Commission on or before December 15 of each year. 5 Section 5. Any Member may inspect and copy the Commission books and records at any and all reasonable times. All books and records shall be kept in accordance with normal and accepted accounting procedures and principles used by Minnesota Statutory cities. XI. DURATION Section 1. The Commission shall continue for an indefinite term unless the number of Members shall become less than five. The Commission may also be terminated by mutual agreement of all of the Members at any time. Section 2. In order to prevent obligation for its financial contribution to the Commission for the ensuing year, a Member shall withdraw from the Commission by filing a written notice with the Commission by July 1 of any year giving notice of withdrawal effective at the end of that calendar year; and membership shall continue until the effective date of the withdrawal. Prior to the effective date of withdrawal, a notice of withdrawal may be rescinded by October 15 by a Member. If a Member withdraws before dissolution of the Commission, the Member shall have no claim against the assets of the Commission. A Member withdrawing after October 15 shall be obligated to pay its entire contribution for the ensuing year as outlined in the budget of the Commission for the ensuing year. Section 3.Should any Member withdraw from the Commission,the withdrawing member shall assume the responsibilities for PEG access cable television channels and programming within and for the geographic boundaries ofthe withdrawing municipality as described in Article VIII, section 11, herein. Section 4. In the event of dissolution, the Commission shall determine the measures necessary to affect the dissolution and shall provide for the taking of such measures as promptly as circumstances permit, subject to the provisions of this Agreement. Upon dissolution of the Commission, all remaining assets of the Commission, after payment of obligations, shall be distributed among the then existing Members in proportion to the most recent Member-by-Member breakdown ofthe franchise fee as reported by the Grantee.The Commission shall continue to exist after dissolution for such period,no longer than six months, as is necessary to wind up its affairs but for no other purpose. 6 IN WITNESS WHEREOF, the undersigned municipality has caused this Agreement to be signed on its behalf this day of 52020. WITNESSED BY: of by: Its: Filed in the office of the NSCC this day of , 2020. Prepared by: Michael R. Bradley Bradley Law, LLC 2145 Woodlane Drive, Suite 106 Woodbury, MN 55125 (651) 379-0900 mike&bradleylawmn.com 7 CONSENT ITEM—6C ,-iI�EN HILLS MEMORANDUM DATE: August 24, 2020 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Julie Hanson, City Clerk SUBJECT: Resolution 2020-031 Relating to Flavored Tobacco Sales Enforcement Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider The Council should consider approving Resolution 2020-031 staying the date of enforcement relating to the sale of flavored tobacco. Back2round/Discussion The lawsuit brought by Arden Hills Tobacco against the City is still proceeding, although there have been challenges due to the pandemic and additional judicial proceedings arising from the intervention of Brausen Auto into the lawsuit. Consequently, the resolution of the lawsuit is not expected to occur until sometime in 2021. By previous action, the Council delayed the effective date of enforcement of the tobacco flavor regulation until December 31, 2020. In light of these developments, attorneys for the City have recommended the Council pass a motion to approve Resolution 2020-031 suspending enforcement action until the Ramsey County District Court enters final judgment in the lawsuit. Budget Impact N/A Attachment Attachment A: Resolution 2020-031 1 Attachment A :It ,iR EENN HILLS CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 2020-031 RESOLUTION STAYING THE EFFECTIVE DATE OF ORDINANCE RELATING TO THE SALE OF FLAVORED TOBACCO PRODUCTS WHEREAS, on March 25, 2019 the City Council adopted Ordinance 2019-005 prohibiting the sale of tobacco products to persons under 21 and prohibiting the sale of flavored tobacco products within the City, and; WHEREAS, on September 6, 2019, Arden Hills Tobacco Inc. filed a lawsuit against the City in Ramsey County District Court challenging that portion of the ordinance prohibiting the sale of flavored tobacco products, and; WHEREAS, on October 9, 2019, Arden Hills Tobacco Inc. filed a Motion for Temporary Injunction seeking to enjoin the City's "ordinance banning the sale of flavored tobacco products from going into effect or being enforced," and; WHEREAS, on October 28, 2019, the City adopted Resolution 2019-036 suspending the effective date of Ordinance 2019-005 for the portion relating to the sale of flavored tobacco products until the Ramsey County District court entered final judgement in the lawsuit, or December 31, 2020 whichever came first; WHEREAS,the City is willing to delay the effective date of that portion of the ordinance prohibiting the sale of flavored tobacco products during the pendency of the litigation. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF ARDEN HILLS, MINNESOTA: 1. The portion of Ordinance 2019-005 prohibiting the sale of flavored tobacco products within the City, in particular the amendments to Section 350.06 of the City Code, is hereby suspended until the Ramsey County District Court enters final judgment in the lawsuit. 2. The City Clerk shall promptly notify all current tobacco licensees of this action. Page I of 2 ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 24TH DAY OF AUGUST 2020. David Grant, Mayor ATTEST: Julie Hanson, City Clerk Page 2 of 2 To view the final document, access adopted Resolutions via Arden Hills Public Laserfiche Weblink by visiting cityofardenhills.org and clicking on Archived Documents under Helpful Links on our main webpage. CONSENT ITEM—6D ,-iI�EN HILLS MEMORANDUM DATE: August 24, 2020 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Appoint Public Works Maintenance Worker Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider The Council should consider appointing Steve Baar to the position of Public Works Maintenance Worker at Step One in the Union pay scale and Year Zero in the PTO scale, all other normal benefits apply. Background The City of Arden Hills currently has a vacancy for a Public Works Maintenance Worker in the Public Works Department. Following a recruitment for the position (63 applications received), Steve Baar has been identified as the best applicant, and staff is requesting that the City Council officially approve this appointment. This is a union position and falls under the collective bargaining agreement and the City's personnel policy. Budget Impact This position is a previously budgeted full-time position and will not adversely affect the budget. Attachment N/A 1 CONSENT ITEM—6E ,-iI�EN HILLS MEMORANDUM DATE: August 24, 2020 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Accept the Resignation of the Communications Coordinator Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider The Council should consider accepting the resignation of the Communications Coordinator, Dawn Skelly, with a last day of employment on September 4, 2020. Background N/A Budget Impact N/A Attachment N/A 1 CONSENT ITEM—6F ,- iRZEN HILLS MEMORANDUM DATE: August 24, 2020 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Approve Communications Coordinator Updated Job Description and Authorize Staff to Post for the Vacant Position Budgeted Amount: Estimated Amount: Funding Source: N/A N/A N/A Council Should Consider Council should consider approving the updated Communications Coordinator Job Description and authorize staff to begin the recruitment process for the vacant position. Background The current Communications Coordinator submitted their resignation with a final day of September 4, 2020. The Personnel Committee has reviewed the position and suggested the attached changes to the job description (see Attachment A). This authorization will approve the updated job description and allow staff to being the recruitment process to fill the Communications Coordinator role. Anticipated process: -Council approves authorization to begin the recruitment process -Staff posts for the position and reviews candidates -Staff reviews applications, interviews candidates, and selects finalists -Staff will add their recommendation to the consent calendar at a future meeting This position will not be brought forward to the Personnel Committee or City Council for future consideration except for final approval at a City Council meeting. Budget Impact This will not adversely affect the 2020 budget as no additional positions are being added. Attachments Attachment A: Updated Communications Coordinator Job Description Attachment A , EN HILLS CITY OF ARDEN HILLS POSITION DESCRIPTION Position Title: Communications Coordinator Department: Administration Accountable to: City Clerk Positions Supervised: None Status: Part-time 20 —25 hours per week August 2020 PRIMARY OBJECTIVES The Communications Coordinator is responsible for writing and coordinating day-to-day communications activities on behalf of the City of Arden Hills to City Departments, other governmental organizations, media outlets, community groups and citizens. The position will apply professional principles and judgment to assist with planning, leadership, and communications for the City of Arden Hills. QUALIFICATION REQUIREMENTS To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. ESSENTIAL FUNCTIONS OF THE POSITION Coordinate the City's print, digital, cable, and web services to meet the goals, objectives, and timelines of the City Council and departments. Create and write original content and maintain consistent/uniform communications for the City's news outlets, including the City's newsletters press releases, and official mailings, which includes information gathering and interviewing internal staff and external organizations to develop newsletter articles, press releases, website postings, social media updates, etc. Note: this position will be expected to write the content of the City's messaging, including, but not limited to, the City's newsletter. Design, compile, and finalize the City's newsletter and work with the City's printing company to finalize and distribute the newsletter throughout the City. Stay up to date with City activities to include reviewing past and future meetings of the City Council and the City's other commissions and committees, daily communication with other departments regarding newsworthy items, and monitoring outside news outlets and social media mediums for trending issues related to the City. Write, copy, coordinate, and update the City's website as needed to ensure up-to-date information is being distributed as required. Ensure the City is compliant with Federal, State, and Local laws relating to the City's communication to include website accessibility for individuals with disabilities (Section 508). Assist in the development and implementation of the City's communication plan to include routine and ad hoc communications. Respond to media inquiries at the direction of the City Administrator or responsible Department Head. 1 Assist the Community Development Department in creating, writing, and distributing information regarding the State of the City, open houses, and other informational events put on by the City. Assist in coordinating the communications effort surrounding large projects, specifically, the TCAAP redevelopment project while working with outside parties (other government agencies, real estate development firms, etc.) to ensure a clear and consistent message is presented by the City. Manage the City's social media presence to include Facebook, Twitter, and YouTube etc. Other duties as assigned. EDUCATION and/or EXPERIENCE Bachelor's degree with coursework in communications, journalism, public relations, business administration or equivalent combination of education and experience. Master's degree preferred. Minimum of three to five years experience in a communications role. KNOWLEDGE, SKILLS AND ABILITIES Knowledge of the modern principles, practices, and methods involved in planning and implementing a communications program. Practical knowledge of information dissemination, graphic design, and media creation, such as, press releases, internal memos, and content layout. Skilled in desktop publishing, modern office equipment, web maintenance, and related software. Excellent writing skills. The ability to collaborate with other departments and take the lead on special projects. PHYSICAL DEMANDS This work requires the occasional exertion of up to 10 pounds of force; work regularly requires sitting, using hands to finger, handle or feel and repetitive motions, frequently requires speaking or hearing and occasionally requires standing, walking, reaching with hands and arms, pushing or pulling and lifting; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data, operating machines and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic). SPECIAL REQUIREMENTS Valid driver's license. SELECTION GUIDELINES Formal application, rating of education and experience; oral interview and reference check; job related tests may be required. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. CITY OF ARDEN HILLS IS AN EQUAL OPPORTUNITY EMPLOYER NON-DISCRIMINATION POLICY The City of Arden Hills does not discriminate on the basis of handicapped status in the admission or access to or treatment or employment in its programs and activities. 2 CONSENT ITEM— 6G ,- iRZEN HILLS MEMORANDUM DATE: August 24, 2020 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Todd Blomstrom, Public Works Director/City Engineer Joe Vaughan, Recreation Programmer SUBJECT: Accepting Donation from the Arden Hills Foundation Budgeted Amount: Actual Amount: Funding Source: N/A $1,000.00 N/A Council Should Consider City Council should consider to approve Resolution 2020-032 Accepting a Donation from the Arden Hills Foundation in the amount of$1,000.00 Background The Arden Hills Foundation has been established as a 5016 organization. Pursuant to Minnesota Statutes Section 465.03 for the benefit of its citizens, cities are authorized to accept gifts and bequests for the benefits of recreational services. Discussion The Arden Hills Foundation has donated $1,000.00 to the City of Arden Hills for use at the Cummings Park Art Larsen Memorial Garden. This donation was given to the Arden Hills Foundation from resident Susan Johnson. To comply with State Statutes, the City needs to acknowledge the donation and issue receipt of the donation to the Arden Hills Foundation. Budget Impact None. Attachments Attachment A: Resolution 2020-032 Page 1 of 1 ,2� Attachment A ARZEN HILLS CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 2020-032 A RESOLUTION ACCEPTING DONATION WHEREAS, Arden Hills ("City") is generally authorized to accept donations of real and personal property pursuant to Minnesota Statutes Section 465.03 for the benefit of its citizens, and is specifically authorized to accept gifts and bequests for the benefit of recreational services pursuant to Minnesota Statutes Section 471.17; and WHEREAS, The following entity has offered to contribute the cash amount set forth below to the city: Name of Donor Amount Arden Hills Foundation $1000.00 WHEREAS, All such donations have been contributed to assist the City in the establishment and operation of recreational facilities and programs either alone or in cooperation with others, as allowed by law; and WHEREAS, The City Council finds that it is appropriate to accept the donations offered. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS, MINNESOTA, THAT: 1. The donation described above is accepted and shall be used to establish recreational facilities either alone or in cooperation with others, as allowed by law. 2. The city clerk is hereby directed to issue receipts to each donor acknowledging the City's receipt of the donor's donation. PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 24TH DAY OF AUGUST, 2020. David Grant, Mayor ATTEST: Julie Hanson, City Clerk To view the final document, access adopted Resolutions via Arden Hills Public Laserfiche Weblink by visiting cityofardenhills.org and clicking on Archived Documents under Helpful Links on our main webpage. CONSENT ITEM— 611 lt �-`iIkEN�HILLS MEMORANDUM DATE: August 24, 2020 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Joe Hartmann, Associate Planner SUBJECT: Planning Case#20-016 Applicant: Todd Hinz Property Location: 3235 Lexington Avenue Request: Minor Subdivision Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider the Following Motion to adopt Resolution 2020-033 approving Planning Case 20-016 for a Minor Subdivision at 3235 Lexington Avenue ("Subject Property"), based on the findings of fact and the submitted plans in the August 24, 2020 Report to the City Council. Background Todd Hinz of Summit Design—Build LLC ("Applicant") has submitted a land use application for a Minor Subdivision to split an existing single-family lot located at 3235 Lexington Avenue into two (2) conforming single-family residential parcels. The Subject Property is zoned in the R-2, Single and Two Family Residential District and is guided as Low Density Residential in the Land Use Plan. The Minor Subdivision is requested to allow for the subdivision of a single parcel located at 3235 Lexington Avenue into two (2) conforming parcels (Parcel A and Parcel B) as shown below. Parcel B is expected for the development of a new single-family home. i . 'aft m i 1 a • - City ofArden Hills City Council Meeting for August 24, 2020 R\Planning\Planning Cases\2020\20-016 3235 Lexington Avenue Min Subd\CC Packet\NB Page 1 of 4 Plan Evaluation Lot Size and Dimensions The Subject Property is 40,287 square feet or 0.92 acres. The Subject Property includes an existing single-family detached dwelling that was built in 1946 and an accessory structure. The existing dwelling is connected to City utilities. The proposed dwelling on Parcel B would also be required to connect to City sewer and water lines as well as install a driveway access on Shoreline Lane. The minimum lot area in the R-2 District is 11,000 square feet. The minimum lot width is eighty- five (85) feet and the minimum depth is 120 feet. The proposed Parcels A and B would meet the minimum requirements for the R-1 District. The existing dwelling on Parcel A currently meets the R-2 District setback requirements and would continue to meet these requirements with the proposed subdivision. Building plans have not been submitted for Parcel B at this time, but based on the submitted plans a dwelling could be constructed to meet the setback requirements. Setbacks will be verified at the time a building permit is submitted for Parcel B. The maximum structure coverage permitted in the R-2 District is twenty-five (25) percent of the lot area. The minimum landscape lot area is sixty-five (65)percent. The proposed Parcel A would meet the structure and landscape coverage requirements. Lot coverage for Parcel B would be verified at the time a building permit is submitted, however,based on the submitted plan it appears that structure and landscape coverage requirements could be met. Each property in the subdivision is entitled to exactly one (1) access to a public street. The permitted width of accesses to streets is subject to County or State regulations, depending on whether the connecting street is maintained by the city, county, or state. According to City Code Section 1325.06, Subd. 3 the minimum width of a driveway access into Shoreline Lane is ten (10) feet; the maximum width permitted is twenty-two (22) feet wide. A driveway access may be placed adjacent to property lines, but it cannot be placed closer than five (5) feet to an existing driveway on an abutting parcel, and no driveway access can be placed closer than five (5) feet to any other principal building. The plans submitted by the Applicant meet the requirements in the ordinance, but the provisions of the code will be verified at the time a building permit is submitted for Parcel B. Section 1130.08 —Public Use Dedications The Subdivision Ordinance requires developers of subdivisions to dedicate to the public a reasonable percentage of the tract to be developed. Section 1130.08 Subd. 3 of the Subdivision Ordinance indicates that for a subdivision that results in new dwelling units of less than two and a half(2.5)units per acre, the Applicant shall dedicate ten (10)percent of the buildable land area in the subdivision or pay a park development fee of$6,500 per residential unit. A cash contribution in lieu of land dedication may be required at the discretion of the City. Ten (10) percent of the development would be 0.09 acres which would not allow for a feasible park area. As a condition of approval, the applicant shall pay a park development fee of $6,500 for the proposed single- family residential lot B. This fee would only be applied to the proposed Parcel B. City ofArden Hills City Council Meeting for August 24, 2020 P:APlanning\Planning Cases\2020\20-016 3235 Lexington Avenue Min Subd\CC Packet\NB Page 2 of 4 Findings of Fact The Planning Commission reviewed this application at their August 5, 2020, meeting and have offered the following seven (7)findings for consideration: 1. The Subject Property 3235 Lexington Avenue is located in the LDR — Low Density Residential Land Use District and the R-2 Single Family Residential Zoning District. 2. The applicant has submitted an application for a Minor Subdivision to split the existing property into two (2)lots. 3. The Subject Property is properly guided and zoned for the development of an additional single-family dwelling. 4. The request proposes to use the Subject Property in a reasonable manner as a single-family dwelling. 5. The owner of the platted lot to be divided has filed a registered land survey of the lot to be divided with the zoning administrator. 6. The parcels resulting from the division meet all of the minimum requirements specified for the R-2 District. 7. The proposed division will not be detrimental to the public welfare or injurious to adjacent tracts in the area in which the subdivision tract is located. Additional Review Residential Building Inspector The City Building Official has reviewed the proposed Minor Subdivision and does not have any comments at the time. A Building Permit application will be required for the new dwelling on Parcel B. Public Works Director/City Engineer The Public Works Director/City Engineer has reviewed the proposed Minor Subdivision and does not have any comments at this time. Recommendation The Planning Commission recommended approval by a 7-0 vote of Planning Case 20-016 for a Minor Subdivision at 3235 Lexington Avenue, based on the findings of fact and the submitted plans in the August 24, 2020 Report to the City Council, as amended by the following eleven (11) conditions: 1. The applicant shall record the Minor Subdivision with Ramsey County and a copy shall be provided to the City within 60 days of the City's approval. 2. The applicant shall record any the drainage and utility easements with Ramsey County and a copy shall be provided to the City within 60 days of the City's approval. 3. The applicant shall add a 12-foot wide utility and drainage easements dedicated to the City along the right-of-way and centered on common lot lines per the City's subdivision regulations. 4. The applicant shall pay the required park dedication fee of$6,500 prior to issuance of a Grading and Erosion Control permit. City ofArden Hills City Council Meeting for August 24, 2020 R\Planning\Planning Cases\2020\20-016 3235 Lexington Avenue Min Subd\CC Packet\NB Page 3 of 4 5. Monument stakes shall be installed to demarcate the property line between Parcel A and Parcel B. 6. A final Grading and Erosion Control Plan shall be reviewed and approved by engineering staff prior to the issuance of a Building Permit on Parcel B. 7. A Building Permit shall be required for the new dwelling on Parcel B. 8. A Grading and Erosion permit shall be obtained from the City's Engineering Division prior to commencing any grading, land disturbance or utility activities. 9. Prior to the issuance of a building permit, the Developer shall be financially responsible for 100 percent of all applicable sewer connection, sewer availability, water connection, water availability and Metropolitan Council Sac charges. 10. A Tree Preservation Plan shall be required as part of the Building Permit application for the new dwelling on Parcel B. 11. Any extension or relocation of City services for Parcel B shall subject to approval by the City Engineer and all associated costs shall be the responsibility of the applicant. Deadline for Amu Actions The City of Arden Hills received the completed application for this request on July 24, 2020. Pursuant to Minnesota State Statute, the City must act on this request by September 22, 2020 (60 days), unless the City provides the petitioner with written reasons for an additional 60-day review period. With consent of the Applicant, the City may extend the review period beyond the initial 120 days. Budget Impact: NA Attachments A. Land Use Application B. Location Map C. Minor Subdivision Plans D. Narrative E. Planning Commission Memo, August 5, 2020 F. Draft Planning Commission Minutes, August 5, 2020 G. Planning Commission Presentation, August 5, 2020 H. Resolution 2020-033 City ofArden Hills City Council Meeting for August 24, 2020 P:APlanning\Planning Cases\2020\20-016 3235 Lexington Avenue Min Subd\CC Packet\NB Page 4 of 4 Attachment A For Off ice Use Only EN HILLS Planning Case No. 20- Submittal Date 1245 West Highway 96 Application Completed Date Arden Hills, Minnesota 55112 Accepted by Telephone (651) 792-7800 Receipt Number Fax (651) 634-5137 Council Decision www.cityofardenhills.org Council Decision Date 2020 LAND USE APPLICATION Applicant Info tion _A iicant w •- r __ ��. Address: � Telephone No.: �� ] Other:Fax No.: Email Add - � Property Informatio Property Owner_ — I f Owner Address: Owner Tele hone No. I' �l I (� Other: Address of Property Involved: Legal Description: rJ2f �/ "]� ,2��3 ' _P=qyjD No.: Type of U : _ rc ►�\ Zone: r �,��{� -- i.. Pro ert Acrea e: Type of Request ❑ Comprehensive Plan Amendment Fee: $500+ ❑ (Fee: $5 or Escrow: Regulating Plan Amendment � [Fee: $5�0+ Escrow: $1,500) Escrow: $2,500) ❑ Zoning Code or TCAAP Redevelopment Code ❑ Conditional Use or Interim Use Permit/CUP or IUP Amendment(Fee: $400 + Escrow: $1,500) Amendment(Fee: $400+ Escrow: $1,500) ❑ City Code Amendment(Fee: $350+Escrow: ❑ Preliminary Plat(Fee: $500+ Escrow: $2,500) $1,500) Lot Split/Minor Subdivision (R-1 and R-2 Districts ❑ Final Plat (Fee: $500+ Escrow: $1,500) I ❑ Concept Plan Review(Fee: $150 + Escrow: Only)(Fee: $350 +Escrow: $1,000) $1,000) ❑ variance or Permitted Adjustment(Fee:$350 + Escrow: $1,000) ❑ Master Planned Unit Development or Master Special [] Vacation of Easement or Right-of-Way(Fee: $150+ Development Plan (Fee: $500 + Escrow: $2,500) Escrow: $1,000) ❑ Final Planned Unit Development or Final Special ❑ Appeal of Administrative Decision (Fee: $150 + Development Plan (Fee: $350 + Escrow: $1,500) Escrow: $1,000) ❑ Planned Unit Development Amendment or Special ❑ Land Use Requests—Not Already Specified(Fee: ❑evelo ment Plan Amendment(Fee: $400 +Escrow: $150+ Escrow: $1,000 $1,500f ❑ Site Plan Review(Fee: $400+ Escrow. $1,500) Page I of 3 i i Brief Qescri t��ion of R uest lease also include a t ed ailed letter ex lainin the romect ; 4_ -/ - 6 . *IMPORTANT* • Certain applications are subject to review and approval by the Rice Creek Watershed District. Contact RCWD directly at 763-398-3070 for additional information. The land use application fees do not cover building, sign, or other permit fees that may be required upon approval of a land use application. j ■ Ail applications will be subject to additional fees for reimbursement of consultant costs associated with filing, reviewing, and processing of application in the form of an escrow to the City. I Filin_q & Information Requirements The City requests that you make a pre-application meeting with the City Planner to discuss the application process, requirements, and deadlines. Unless waived by the City Planner or Planning Commission, a certified survey of the property is required for all applications. A checklist with additional application requirements can be found at www.citvofarderlhiils.org/landuseapplications. Com ietellncomplete Applications Under Minnesota Statute, Chapter 15.99, cities have 15 business days to review all plans and application materials to ensure they satisfy City requirements. During the 15 day review period, planning staff will provide written comments on the application and may request plan revisions. If the application is determined to be complete, Minnesota State Statute then requires the City to approve or deny the application within 60 days, up to 120 days. If not complete, the City may require plan revisions and/or additional information before the application is scheduled for Planning Commission review and/or City Council action. Project will not be scheduled for any meeting until the application submittal is found to be complete by the Clty Planner. Payment of Fees and Escrows The undersigned acknowledges that she/he understands that before a land use application can be deemed complete, all required fees and escrows must be paid to the City. The applicant is responsible for all costs incurred by the City related to the processing of this application. Each separate land use request shall be charged a separate administrative fee and escrow even if submitted on the same application. Costs expended in reviewing and processing an application will be charged against the cash escrow and credited to the City, Charges to the escrow may include planning and engineering staff time, City Attorney and consulting fees, and mailing costs. If, at any time, a required cash escrow is depleted to less than 20 percent of its original amount, the applicant shall deposit additional funds in the cash escrow account as determined by the City. The City may withhold final action on a land use application, withhold building permits, and/or rescind prior action until all fees have been paid. Unused portions of an escrow are returned to the applicant upon successful implementation of an approved plan. The escrow may be reduced or increased by the City Planner on a project by project basis. Notice of Meeting Attendance In order for the Planning Commission and the City Council to consider any application, the applicant or a designated representative must be present at the scheduled meeting. If not, the matter may be tabled until the next available agenda. Page 2 of 3 I Meeting Schedule Planning Commission meetings are typically held on the first Wednesday after the first Monday of each month at 6:30 PM, though please contact City mall to verify the meeting date and time. City Council meetings are held typically the last Monday of the same month at 7:00 PM. Meetings are held in the Council Chambers at the City of Arden Hills, 1245 West Highway 96, Arden Hills, Minnesota 55112, unless otherwise stated. The schedules below are for reference purposes only- Project will not he scheduled for any meeting until the application submittal is found to be complete by the City Planner. 2019 Planning Commission and City Council Schedule ("subject to change) TENTATIVE TENTATIVE PLANNING CITY COUNCIL COMMISSION MEETING MEETING DATE* DATE* (Generally held on the (Generally held on the first Wednesday after the first fourth Monday at 7:00 p.m.) M a nday at 6:3D .m. January 8 JanLary 27 F:ebrua 5 February 24 March 4 March 23 April 8 April 27 May 6 May 25 June 3 June 22 July 27 Au ust 5 Au ust 24 tuber 9 September 28 October 7 Octeber 26 November 11 November 23 December 9 January 11 2021 January 6 2021 January 25 2021 Acknowledgement and Signature I hereby apply for the above consideration and declare that the information and materials submitted with this application are complete and accurate per city code and ordinance requirements. I fully understand that I am responsible for all costs incurred by the City related to the processing of this application. Property Owner Signature (Required) Date Appli Ad I Location Map Attachment B V TT a 4-. „< Ingerson,Road_. �. f '/ .J4 • r �i .. X Z3 D m z _ Shoreview w o lA Edgewater=Avenue - •'" a� 0 e �pT t ,f. r: r J 10 a� 1 u� NOT Park and Open Space Subject Parcel i 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 MN Statute 466.03 Subd 21. Lu LLJ z > E D 0 > 0 c V) H u uj Eoa�o > , o 2u Oz 2 < <t> u ---- ------------- 0 <0 I—A 06 9V N'3AV NOlDN/Xgl 2 'o< E'O 'o o --------------------- 06 az000m q 0 0 00m](D 8 ? 0- ol, 0�0-,ORM� xl- -0 ->Oomo--no 0- o 0. OT,2— o 0- 0 — H— Roo�e! oo o< H_ '0 0 0 01 .0 'o -oo Hon-o"-Ono 0 o 0 0. 2 no. O.o 0 0 OHO ------------ I IF,---------- -- ------ -,o-- pm] ge o g �o 0-0 E - 0 z > 0.0.� <+> Z�40,v 9NI19WHS 0 qs 0 -u o 5 0 2 0 '0------------- 0 u - 0 0 < .0 0 < u u UH �Nooay dU N��z,u }Lu JZQ Oo 4oZ -r_E ooa AmmYI ozJ ood 8 LLJ -Z 0 z 0 0 V) z 0 z co u uj> D Ld N 21 z c, V) z z O:f 0 0 Z 2 < u <t>j 03 <0 < z M 2 0 0 0 0 0 zzzz 0,� 2222, G 06 9ZI 'N JAV NOlDN/Xg-1 z < 0 N 9LA,%l N01DNIr, 2, C, 0- 0 02 <+,> 2 t'% ---------- ------ --------------- ---- Ed --- ------- o `alo ul 06 sk,RZ.Oov MA 0 2 z - - - OGE Nll�-IJDWd 0350d08d — ——————- V38V . add o7ing o -0 0, 9NI 0 ---------- -0 o 0� Won- ------- 'o-, cz) ----------- M.M- ..<M.— o<-.-o g -0- 0 -nnow- "N—ON-06, 'o 0 z 0 ----------- - n, NH 051,Z MH -0-10 0 -7380HS 'o I, >=, -gm z H �n, -0 0 z -�u 0- -0 A �o 'o z z z o u u LLJ Z ZZ E 0,5 > aJ J 4z 0 Ld L/)7. 0 Z Q::. J Lu> ce uz Z M 0 2 M2 2u < + < o o ul ———— —————————— —2 L o G IIIIXI�01--- 06 9ZI 0 0 D© 0021 N JAV N01DNIX9-7 T=R 2,\ ---------- I lll 0 ------ ------- -----Q---- ,--- --------- ----------- HP Ed N o gev d. ev 0— 'o 0 --- --------- ---- 06 06 IV > 6 % ——— ——————- < < > 0 \7 >0-22 0 �o ZZZ6-91D 11.0 Ar ......... 22222P g 0 <,> 0 a.11 0 ON -gmvin 3NI 73WHS ---------- T- O o o o "00 0-0 'o Attachment D From: - To: Joseph Hartmann Subject: 3235 Lexington Ave Minor Subdivision Request Statement Date: Thursday,July 23,2020 3:47:01 PM Caution: This email originated outside our organization; please use caution. Hello Joe, Per your request here is a quick recap of our plans and intended uses of the property currently located at 3235 Lexington Avenue: For several months now myself, Todd Hinz, along with my clients Suzanne and Ben, having been searching for a piece of land to build a new single family residence for their growing family. The search requirements were as follows: 1 . Arden Hills, Roseville, and Shoreview area 2. Not on a busy street 3. Park like setting with several full grown trees 4. Yard for their puppy to run and play So obviously with park land to the North and with the driveway access coming off a dead end street, this met all their criteria and they immediately fell in love with the property. I had my realtor Brent Bartel contact Joseph Hartmann to check on the viability of the lot split and from several conversations it was apparent that this parcel meets all the necessary requirements for it to be a buildable lot. Ben and Suzanne are currently having plans drawn by her uncle for a new 2 story residence with 3 bedrooms and 2 bathrooms upstairs, 3 car garage and a future deck out towards the park. Once the plans are complete we would hope to submit for building permit within 2 months after city approval of the lot split, hopefully early October. Since the building market is currently quite busy construction has been taking longer than usual so we would expect a 5 to 7 month build timeline with new curb cut, driveway and landscaping to happen Spring of 2021 and sometime after road restrictions have been lifted. Of note no legacy trees are to be removed as part of the building process, with us making a point to keep the driveway access small to not damage the pine trees on each side of the entry. Thank you, Todd E. Hinz President Summit Design-Build, LLC www.summitdesign-build.com 651-431-8890 cell 651-756-1187 fax Follow our current projects at: http://www.facebook.com/SummitDesignBuildllc lt Attachment E �-`iIkEN�HILLS MEMORANDUM DATE: August 5, 2020 PC Agenda Item 3.B TO: Planning Commission Chair and Commissioners FROM: Joe Hartmann, Associate Planner SUBJECT: Planning Case #20-016 —Public Hearing Required Applicant: Todd Hinz of Summit Design—Build LLC Property Location: 3235 Lexington Avenue Request: Minor Subdivision Requested Action Todd Hinz of Summit Design—Build LLC ("Applicant") has submitted a land use application for requested approval of a Minor Subdivision to subdivide an existing single-family lot located at 3235 Lexington Avenue into two (2) conforming single-family residential. The Subject Property is zoned in the R-2, Single and Two Family Residential District and is guided as Low Density Residential in the Land Use Plan. Background 1. Overview of Request: The Minor Subdivision is requested to allow for the subdivision of a single parcel located at 3235 Lexington Avenue into two(2)conforming parcels(Parcel A and Parcel B)as shown below.Parcel B is expected for the development of a new single-family home. VIFd Q c =n« I City of Arden Hills Planning Commission Meeting for August 5,2020 P:IPlanningTlanning Cases12020120-016 3235 Lexington Avenue Min Subddlemos Reports Page 1 of 6 The subject property is 40,287 square feet or 0.92 acres. The subject property includes an existing single-family detached dwelling that was built in 1946 and an accessory structure. The existing dwelling is connected to City utilities. The future dwelling on Parcel B would also be required to connect to City sewer and water lines as well as install an approved driveway access as shown below on Shoreline Lane. 1 I - ' �- !-I------`175• - ----------------- r T 34.0 1 I 11 v 1 L'DMO r •} wuz HFrcHr 1 1 1 Norem ro sre a• 1.===PARCEL S'1- - ► --- CQ. 400 p.V 1 -If 1 ze s•• I o �' ri ■ I 14i O oa M I � � 1 1 � ,�`','' ----- 1 �rpyJ � y ► . 1°° a 0 w l 1 rn � 1 1 SAN.YN • Z i�.,1- PROPOS "'N❑ .�■ 1 .yrt,,, :..:: 9�oxrvFwra �c % 1 c U w O I ► ❑ .:.2A PW-928.0 34.0 �T-. ^ `,57 % rw=sas.a 17.5.00 swMzxz S$9°91'13"W .:_1 ' b I I r Plan Evaluation 1. Chapter 11, Subdivision Ordinance Review Section 1150.04 Division or Consolidation of Platted Lots of Record The owner of the platted lot to be so divided needs to file a registered land survey of the lot(s)to be divided. The parcels resulting from the division cannot have an area, dimensions or setbacks which are less than the minimum requirements specified for the zoning district in which the parcels or tracts are located in the zoning ordinance. The Planning Commission should determine if the proposed division will be detrimental to the public welfare or injurious to adjacent tracts in the area in which the subdivision tract is located. In order to approve the request, proposed division must conform to the requirements of the City Code. Section 1130.08 Public Use Dedications The Subdivision Ordinance requires developers of subdivisions to dedicate to the public a reasonable percentage of the tract to be developed. Section 1130.08 Subd. 3 of the Subdivision Ordinance indicates that for a subdivision that results in new dwelling units of less than two and a half(2.5)units per acre, the Applicant shall dedicate ten (10)percent of the buildable land area in the subdivision or pay a park development fee of$6,500 per residential unit. A cash contribution in lieu of land dedication may be required at the discretion of the City. Ten percent of the City of Arden Hills Planning Commission Meeting for August 5,2020 P:IPlanningTlanning Cases1202W20-016 3235 Lexington Avenue Min SubdAlemos Reports Page 2 of 6 development would be 0.09 acres which would not allow for a feasible park area. As a condition of approval, the applicant shall pay a park development fee of $6,500 for the proposed single- family residential lot B. This fee would only be applied to the proposed Parcel B. 2. Chapter 13,Zoning Code Review Lot Size and Dimensions The minimum lot area in the R-2 District is 11,000 square feet. The minimum lot width is 85 feet and the minimum depth is 120 feet. The proposed Parcels A and B would meet the minimum requirements for the R-1 District. Proposed Lot Sizes and Dimensions Parcel A Parcel B Lot Area 27,599 sq.ft. 12,688 sq.ft. (min. 11,000 sq.ft.) Lot Width 126 feet 104 feet (min. 85 feet) Lot Depth 170 feet 122 feet (min. 120 feet) Structure Setbacks The existing dwelling on Parcel A currently meets the R-2 District setback requirements and would continue to meet these requirements with the proposed subdivision. Building plans have not been submitted for Parcel B at this time, but based on the potential building pad shown for this parcel a dwelling could be constructed to meet the setback requirements. Setbacks will be verified at the time a building permit is submitted for Parcel B. Proposed Structure Setbacks Parcel A Parcel B Required Proposed Required Proposed Front Yard 40 feet 97.4 feet 40 feet 40 feet Rear Yard 30 feet 30 feet 30 feet 30 feet 5 feet min/ 59.2 feet(East)/ 5 feet min/ 10 feet(East)/ Side Yard 15 feet total 37.3 feet(West) 15 feet total 10 feet(West) 96.5 feet(total) 20 feet(total) Lot Coverage The maximum structure coverage permitted in the R-2 District is 25 percent of the lot area. The minimum landscape lot area is 65 percent. The proposed Parcel A would meet the structure and landscape coverage requirements. Lot coverage for Parcel B would be verified at the time a building permit is submitted, however, based on the potential building pad for the parcel it appears that structure and landscape coverage requirements could be met. Driveway and Residential Accesses Each property in the subdivision is entitled to exactly one access to a public street. The permitted width of accesses to streets is subject to County or State regulations, depending on whether the City of Arden Hills Planning Commission Meeting for August 5,2020 P:IPlanningTIanning Cases12020120-016 3235 Lexington Avenue Min SubdlMemos Reports Page 3 of 6 connecting street is maintained by the city, county, or state. According to City Code Section 1325.06, Subd. 3 the minimum width of a driveway access into Shoreline Lane is ten(10)feet; the maximum width permitted is twenty-two (22) feet wide. A driveway access may be placed adjacent to property lines, but it cannot be placed closer than five (5) feet to an existing driveway on an abutting parcel, and no driveway access can be placed closer than five (5) feet to any other principal building. The plans submitted by the Applicant meet the requirements in the ordinance, but the provisions of the code will be verified at the time when a driveway access permit is submitted for Parcel B. Additional Review City Building Official The City Building Official has reviewed the proposed Minor Subdivision and does not have any comments at the time. A Building Permit application will be required for the new dwelling on Parcel B. Public Works Director/City Engineer The Public Works Director/City Engineer has reviewed the proposed Minor Subdivision and does not have any comments at this time. Findings of Fact The Planning Commission must make a finding as to whether or not the proposed application would adversely affect the surrounding neighborhood or the community as a whole based on the aforementioned factors. Staff offers the following seven (7) findings for consideration: 1. The property at 3235 Lexington Avenue is located in the LDR—Low Density Residential Land Use District and the R-2 Single Family Residential Zoning District. 2. The applicant has submitted an application for a Minor Subdivision to split the existing property into two (2)lots. 3. The property is properly guided and zoned for the development of an additional single- family dwelling. 4. The request proposes to use the property in a reasonable manner as a single-family dwelling. 5. The owner of the platted lot to be divided has filed a registered land survey of the lot to be divided with the zoning administrator. 6. The parcels resulting from the division meet all of the minimum requirements specified for the R-2 District. 7. The proposed division will not be detrimental to the public welfare or injurious to adjacent tracts in the area in which the subdivision tract is located. Proposed Motion Language 1. Recommend Approval with Conditions: Motion to recommend approval of Planning Case 20- 016 for a Minor Subdivision at 3235 Lexington Avenue, based on the findings of fact and the submitted plans, as amended by the eleven (11) conditions in the August 5, 2020, Report to the Planning Commission: 1. The applicant shall record the Minor Subdivision with Ramsey County and a copy shall be provided to the City within 60 days of the City's approval. City of Arden Hills Planning Commission Meeting for August 5,2020 P:IPlanningTIanning Cases12020120-016 3235 Lexington Avenue Min SubdUlemos Reports Page 4 of 6 2. The applicant shall record any the drainage and utility easements with Ramsey County and a copy shall be provided to the City within 60 days of the City's approval. 3. The applicant shall add a 12-foot wide utility and drainage easements dedicated to the City along the right-of-way and centered on common lot lines per the City's subdivision regulations. 4. The applicant shall pay the required park dedication fee of$6,500 prior to issuance of a Grading and Erosion Control permit. 5. Monument stakes shall be installed to demarcate the property line between Parcel A and Parcel B. 6. A final Grading and Erosion Control Plan shall be reviewed and approved by engineering staff prior to the issuance of a Building Permit on Parcel B. 7. A Building Permit shall be required for the new dwelling on Parcel B. 8. A Grading and Erosion permit shall be obtained from the City's Engineering Division prior to commencing any grading, land disturbance or utility activities. 9. Prior to the issuance of a building permit, the Developer shall be financially responsible for 100 percent of all applicable sewer connection, sewer availability, water connection, water availability and Metropolitan Council Sac charges. 10. A Tree Preservation Plan shall be required as part of the Building Permit application for the new dwelling on Parcel B. 11. Any extension or relocation of City services for Parcel B shall subject to approval by the City Engineer and all associated costs shall be the responsibility of the applicant. 2. Recommend Approval as Submitted: Motion to recommend approval of Planning Case 20- 016 for a Minor Subdivision at 3235 Lexington Avenue, based on the findings of fact and the submitted plans in the August 5, 2020, Report to the Planning Commission. 3. Recommend Denial: Motion to recommend denial of Planning Case 20-016 for a Minor Subdivision at 3235 Lexington Avenue, based on the following findings of fact:findings to deny should specifically reference the reasons for denial. 4. Table: Motion to table Planning Case 20-016 for a Minor Subdivision at 3235 Lexington Avenue: a specific reason and/or information request should be included with a motion to table. Public Notice A public hearing notice was mailed to all properties within 500 feet of the subject property and published in the Pioneer Press on July 24th, 2020. Public Comments Staff received two (two) comments from the public. One resident was generally in favor of the request, and one wanted to know if the City was going to vacate the easement on Shoreline Lane as a part of this request. Vacating the easement is not requested at this time. Deadline for Amu Actions The City of Arden Hills received the completed application for this request on July 24, 2020. Pursuant to Minnesota State Statute, the City must act on this request by September 14, 2020 (60 City of Arden Hills Planning Commission Meeting for August 5,2020 P:IPlanningTIanning Cases12020120-016 3235 Lexington Avenue Min SubdUlemos Reports Page 5 of 6 days), unless the City provides the petitioner with written reasons for an additional 60-day review period. With consent of the applicant, the City may extend the review period beyond the initial 120 days. Attachments A. Land Use Application B. Site and Aerial Map C. Minor Subdivision Plans D. Narrative E. Public Comment F. Planning Commission Presentation City of Arden Hills Planning Commission Meeting for August 5,2020 P:IPlanningTIanning Cases1202W20-016 3235 Lexington Avenue Min SubdlMemos Reports Page 6 of 6 ,!It Attachment F --iVEN HILLS Approved: CITY OF ARDEN HILLS, MINNESOTA PLANNING COMMISSION WEDNESDAY,AUGUST 5, 2020 6:30 P.M. -ARDEN HILLS CITY HALL CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Vice Chair Steven Jones called to order the regular Planning Commission meeting at 6:30 p.m. Due to the COdID-19 pandemic this meeting was held virtually. ROLL CALL Present were: Commissioners Marcie Jefferys St Jones James Lambeth Subbaya Subramanian, Paul Vijums, Kurtis Webe6. W an und. Absent: Chair Nick Gehrig and Corrymiston Zimmerman. Also present were: Community Develanager Mike Mrosla, Associate Planner Joe Hartmann, and Councilmember Steve Sc APPROVAL OF AG A—AUGUST 5 2020 Vice Chair Jones state e agenda will stand as published. APPROVAL OF MINUTE July 8, 2020 Planning Commission Regular Meeting Commissioner Lambeth moved, seconded by Commissioner Vijjums, to approve the July 8, 2020, Planning Commission Regular Meeting as presented. A roll call vote was taken. The motion carried unanimously (7-0). PLANNING CASES A. Planning Case 20-010; 4200 Round Lake Road — Planned Unit Development Request, Site Plan Review, Preliminary and Final Plat—Public Hearing Community Development Manager/City Planner Mrosla stated Scannell Properties has submitted an application for a Plan Unit Development, Site Plan, Preliminary and Final Plat for a project located at 4200 Road Lake Road. The Applicant is proposing to construct a 250,000 ARDEN HILLS PLANNING COMMISSION—August 5, 2020 2 square foot office and warehousing facility on existing vacant land. The Applicant is also requesting to subdivide the subject parcel into two (2) lots of record. The property is zoned GB, Gateway Business District and is guided as Light Industrial & Office on the Land Use Plan. Community Development Manager/City Planner Mrosla explained this application requires additional review by the Rice Creek Watershed District to resolve wetland concerns that could impact site design. Due to this, this item was not completed in time to be included on the August 5, 2020 Planning Commission agenda. Staff requests that the Planning Commission table Planning Case 20-010 until the applicant can resolve the Watershed's concerns. A motion to table to a future meeting is necessary because this item had already been noticed as a public hearing for this evening prior to it being pulled from the agenda. Commissioner Lambeth moved, and Commissioner Subramanian seconded a motion to table action on Plannin2 Case 20-010 to a future Plannin2 Commission meetin . A roll call vote was taken. The motion carried unanimously (7-0). B. Planning Case 20-016; 3235 Lexington Avenues inor Subdivision Request —Public Hearing I _ Associate Planner Hartmann stated Todd Hinz of Summit Design — Build LLC ("Applicant") has submitted a land use application for requested approval of a Minor Subdivision to subdivide an existing single-family lot located at 3235 Lexington Avenue into two (2) conforming single- family residential parcels. The Subject Property is zoned in the R-2, Single and Two Family Residential District and is guided as,"Xhebdivisi sityrResidential in the Land Use Plan. The Minor Subdivision is requested to allow,f gn of a single parcel located at 3235 Lexington Avenue into two (2) conforming parel �i and Parcel B). Parcel B is expected for the development of a new single-family h Associate Planner Hartmann rted #ie subject property is 40,287 square feet or 0.92 acres. The subject property4includes an existing single-family detached dwelling that was built in 1946 and an accessory structt�re. The existing dwelling is connected to City utilities. The future dwelling on Parcel B would als�be required to connect to City sewer and water lines as well as install an approved driveway access on Shoreline Lane. Associate Planner Hartmann reviewed the surrounding area, the Plan Evaluation and provided the Findings of Fact for review: 1. The property at 3235 Lexington Avenue is located in the LDR—Low Density Residential Land Use District and the R-2 Single Family Residential Zoning District. 2. The applicant has submitted an application for a Minor Subdivision to split the existing property into two (2)lots. 3. The property is properly guided and zoned for the development of an additional single- family dwelling. 4. The request proposes to use the property in a reasonable manner as a single-family dwelling. ARDEN HILLS PLANNING COMMISSION—August 5, 2020 3 5. The owner of the platted lot to be divided has filed a registered land survey of the lot to be divided with the zoning administrator. 6. The parcels resulting from the division meet all of the minimum requirements specified for the R-2 District. 7. The proposed division will not be detrimental to the public welfare or injurious to adjacent tracts in the area in which the subdivision tract is located. Associate Planner Hartmann stated staff would recommend approval of Planning Case 20- 016 for a Minor Subdivision at 3235 Lexington Avenue, based on the findings of fact and the submitted plans, as amended by the eleven (11) conditions in the August 5, 2020, Report to the Planning Commission: 1. The applicant shall record the Minor Subdivision with Ra sey County and a copy shall be provided to the City within 60 days of the City's appr 2. The applicant shall record any the drainage and utility ments with Ramsey County and a copy shall be provided to the City within 6� days of th ty's approval. 3. The applicant shall add a 12-foot wide utility andtot inage easements dedicated to the City along the right-of-way and centered on co lines per the City's subdivision regulations. 4. The applicant shall pay the requiredtOO Nee of $6,500 prior to issuance of a Grading and Erosion Control permit. 5. Monument stakes shall installed to de�rcate the property line between Parcel A and Parcel B. 4 _ 6. A final Grading�nd Erosion trol Plan shall be reviewed and approved by engineering staff prior to 4e issuance of a BMding Permit on Parcel B. 7. A Building Permit shall be�pquired for the new dwelling on Parcel B. 8. A Grading and Erosionfpermit shall be obtained from the City's Engineering Division prior to commencing any grading, land disturbance or utility activities. 9. Prior to the issuance of a building permit, the Developer shall be financially responsible for 100 percent of all applicable sewer connection, sewer availability, water connection, water availability and Metropolitan Council Sac charges. 10. A Tree Preservation Plan shall be required as part of the Building Permit application for the new dwelling on Parcel B. 11. Any extension or relocation of City services for Parcel B shall subject to approval by the City Engineer and all associated costs shall be the responsibility of the applicant. Associate Planner Hartmann reviewed the options available to the Planning Commission on this matter: 1. Recommend Approval with Conditions 2. Recommend Approval as Submitted ARDEN HILLS PLANNING COMMISSION—August 5, 2020 4 3. Recommend Denial 4. Table Vice Chair Jones opened the floor to Commissioner comments. Commissioner Wicklund asked if Minor Subdivisions were required to pay park dedication fees. Associate Planner Hartmann explained City Code requires park dedication fees to be paid for Minor Subdivisions based on the number of units per acre. Commissioner Wicklund questioned if the City had an equation in place to establish park dedication fees. Associate Planner Hartmann reported the City had a fee sc le in place to determine park dedication fees. Commissioner Jefferys inquired if park dedication fe ere put int ecial fund. Community Development Manager/City Planne Mrosla reported all park dedication funds were put into the Park Improvement Fund. 0 Commissioner Vijums asked if the proposed 011WWAd fall within City guidelines for setbacks. Associate Planner Hartman ported all deck pans would be reviewed by City staff and City Code requirements would have t \e, or the deck. Commissioner Lambeth commhe retaining walls on Parcel B and questioned if these retaining walls were�intended to re ect the flow of water from east to west. Associate Planner Hartm erred this question to the applicant. Todd Hinz, 3325 Lexington Avenue, explained the retaining walls were proposed by the surveyor. He reported the water would generally be pushed to the street and the retaining walls would keep the water from going to the south. The goal was to direct the water around the house and not onto neighboring properties. Commissioner Lambeth inquired if Shoreline Lane would be impacted by this water. Mr. Hinz deferred this question to the City Engineers. Associate Planner Hartmann explained the engineering staff would be reviewing the final grading plans. Vice Chair Jones opened the public hearing at 6:48 p.m. ARDEN HILLS PLANNING COMMISSION—August 5, 2020 5 Vice Chair Jones invited anyone for or against the application to come forward and make comment. There being no comment Vice Chair Jones closed the public hearing at 6:49 p.m. Commissioner Lambeth commented on the potential setbacks for the structure. He encouraged the applicant to design the structure to fit onto the lot appropriately. Commissioner Subramanian questioned when the survey by Ramsey County would be completed. Community Development Manager/City Planner Mrosla reported the site survey would be recorded by the County and would not include the final grading plans. Commissioner Wicklund moved, and Commissioner Subramanian seconded a motion to recommend approval of Planning Case 20-016 for Minor Subdivision at 3325 Lexington Avenue based on the findin s of fact and the submitted lans as amended by the eleven 11 conditions in the Au ust 5 2020 report to thetlannin Co ission. A roll call vote was taken. The motion carried unanimousl 7- IF UNFINISHED AND NEW BUSINESS None. REPORTS A. Report from the City C*Wil Councilmember Scott provided the Commission with an update from the City Council. He reported the City A still operating under a peacetime emergency due to the COVID-19 virus. He indicated City Hall remains plosed but all City services were in place. He noted all recreational services have been suspended except for some fall sports which were being offered through neighboring communities. He explained all City meetings were being held virtually. He stated the filing period for the two open City Council seats would remain open through Tuesday, August l Ph B. Planning Commission Comments and Requests None. ADJOURN Commissioner Vijums moved, seconded by Commissioner Jefferys, to adjourn the August 5, 2020, Planning Commission Meeting at 6:57 p.m. A roll call vote was taken. The motion carried unanimously (7-0). 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O O 'O U M m 0 Q p � � p0a� N O � �, rq N 00 � > U WO `~ Q tZ0 L N E a O N E '� L E p w E can O u •X cj L) a) ago L Q0N O Q 0 —j Q 4-1 (n O V 0 U � •� v b-0 v L 4-1 oQ � o .a c cL •� v o �E :4-J � � ° 'X O O �, ova.; a tiA ELn ova C: O •bp c 0 co ° O O •— . . cry ago > 'C: 2t 4-j w ,- O j tZO C: v ca �, ° •X 4� C: o •� o o J o, ° E o v • M � O O S + S° DC N �e_ Attachment H CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 2020-033 RESOLUTION APPROVING A MINOR SUBDIVISION FOR THE SUBJECT PROPERTY 3235 LEXINGTON AVENUE WHEREAS, City Staff received a land use application for a minor subdivision request with the intent to build a single family detached dwelling on the resultant lot from splitting 3235 Lexington Avenue ("Subject Property"); and WHEREAS, both the Subject Property and the resulting lot to be split are conforming lots that meet the R-2 Single and Two Family Residential District standards for minimum lot width, length, and area requirements; and WHEREAS, the City Council directed Staff to prepare a Land Use Application Public Policy Notification to notify all property owners within 500 feet of Subject Property when a request for the Planning Commission is to occur related to a land use application that does not require a public hearing; and WHEREAS, the City's obligation has been met where the Arden Hills Planning Commission duly held a hearing on August 5m, 2020. All persons present at said meeting were given an opportunity to be heard and present written statements; WHEREAS, The proposed division shall conform to all requirements of the City Code of Ordinances, which the Planning Commission has specifically made such division subject to at its meeting at which the application for the division or consolidation is submitted; and WHEREAS the Planning Commission considered the findings of fact provided by the City Staff and, as such voted 7-0 in favor of the request; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Arden Hills, Minnesota, that Hereby adopts Resolution 2020-033 approving Planning Case 20-016 for a minor subdivision request at the Subject Property 3235 Lexington Avenue to subdivide the Subject Property into two (2) conforming lots, based on the findings of fact and the submitted plans in the August 24, 2020 Report to the City Council, as amended by the following conditions: 1. The applicant shall record the Minor Subdivision with Ramsey County and a copy shall be provided to the City within sixty (60) days of the City's approval. 2. The applicant shall record any the drainage and utility easements with Ramsey County and a copy shall be provided to the City within sixty (60) days of the City's approval. To view the final document, access adopted Resolutions via Arden Hills Public Laserfiche Weblink by visiting cityofardenhills.org and clicking on Archived Documents under Helpful Links on our main webpage. 3. The applicant shall add a twelve (12) foot wide utility and drainage easements dedicated to the City along the right-of-way and centered on common lot lines per the City's subdivision regulations. 4. The applicant shall pay the required park dedication fee of$6,500 prior to issuance of a Grading and Erosion Control permit. 5. Monument stakes shall be installed to demarcate the property line between Parcel A and Parcel B. 6. A final Grading and Erosion Control Plan shall be reviewed and approved by engineering staff prior to the issuance of a Building Permit on Parcel B. 7. A Building Permit shall be required for the new dwelling on Parcel B. 8. A Grading and Erosion permit shall be obtained from the City's Engineering Division prior to commencing any grading, land disturbance or utility activities. 9. Prior to the issuance of a building permit, the Developer shall be financially responsible for 100 percent of all applicable sewer connection, sewer availability, water connection, water availability and Metropolitan Council Sac charges. 10. A Tree Preservation Plan shall be required as part of the Building Permit application for the new dwelling on Parcel B. 11. Any extension or relocation of City services for Parcel B shall subject to approval by the City Engineer and all associated costs shall be the responsibility of the applicant. ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 24th DAY OF AUGUST,2020. David Grant, Mayor ATTEST: Julie Hanson, City Clerk To view the final document, access adopted Resolutions via Arden Hills Public Laserfiche Weblink by visiting cityofardenhills.org and clicking on Archived Documents under Helpful Links on our main webpage. CONSENT ITEM—6I ,- I�EN HILLS MEMORANDUM DATE: August 24, 2020 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Mike Mrosla, Community Development Manager/City Planner SUBJECT: Joint Powers Agreement between the City of Arden Hills and Ramsey County GIS Users Group Budgeted Amount: Actual Amount: Funding Source: $961.89 $961.89 CD Council shall consider Motion to approve Resolution 2020-036 accepting a joint powers agreement between the City of Arden Hills and the Ramsey County GIS users group. Cleanup Day Background Since at least 1998, the City of Arden Hills has been a member of the Ramsey County Geographic Information Systems Users Group (RCGISUG). The RCGISUG was formed in 1995 to provide member cities and organizations throughout Ramsey County with a centralized and efficient source of electronic geographic data. Since the RCGISUG processes geographic information for the entire county, the users group is able to provide the information in a standardized format and is more affordable than would otherwise be possible. City staff uses the geographic data provided by the RCGISUG on an almost daily basis in such activities as planning cases, code enforcement, comprehensive planning, and engineering. The City is collects data from the County's GIS website on a regular basis, which allows us to manipulate the data and create our own maps as needed. Some of the information provided by the RCGISUG is available online at http://www.ramseygis.org/index.html. The RCGISUG has joint powers agreements (JPA)with all of its member organizations. The JPA is re-authorized every three (3) years, and was last approved by Arden Hills in November 2017. The current JPA expires at the end of this year. However, the proposed JPA would change reauthorization data from every three (3)to five (5)years. The membership fees are based on the population served by each member organization. Fees were calculated in 2011 based on the 2010 census. The City's fees for each year is $961.89. The joint powers agreement must be approved Page 1 of 2 by the City Council in order for the City to be an official member of the user group. The city attorney has reviewed the JPA. Recommendation Staff recommends approving Resolution 2020-OXX to reauthorize the Joint Powers Agreement with the Ramsey County Geographic Information Systems Users Group through December 31, 2025. Budget Impact The annual fee of$961.89 are divided between Streets, Parks, Water, Sewer and Storm Water budget. Attachments: A. Joint Powers Agreement Among Members of the Ramsey County Geographic Information Systems Users Group B. Resolution 2020-036 Page 2 of 2 Attachment A JOINT POWERS AGREEMENT AMONG MEMBERS OF THE RAMSEY COUNTY GEOGRAPHIC INFORMATION SYSTEMS USERS GROUP This JOINT POWERS AGREEMENT("Agreement") is entered into pursuant to the provisions of Minn. Stat. §471.59 among Governmental Units for the purposes of forming the Ramsey County Geographic Information System Users Group("Users Group"). ARTICLE I.INTENT OF THIS AGREEMENT In 1995, an informal alliance, known as the Ramsey County Geographic Information System Users Group('Users Group"), was formed among Governmental Units interested in using Geographic Information Systems(GIS)and data created and maintained by Ramsey County.This agreement is intended to establish and enable the Users Group to represent the parties to this Agreement for the purposes of undertaking negotiations and transactions. ARTICLE II. DEFINITIONS Section 1. Members means those Governmental Units that have executed this Joint Powers Agreement and have paid the annual membership dues as provided in Article X. Section 2. Governmental Unit has the meaning set forth in Minnesota Statutes§471.59. Section 3. Users Group means a group made up of one representative of each Member with the powers and responsibilities described in this Agreement. ARTICLE III.GIS BOARD OF DIRECTORS STRUCTURE Section 1. There is hereby created a GIS Board of Directors (Board). Section 2. Each Member shall appoint one person to serve as a Director. Each Member may also appoint a person to serve as an Alternate Director. Members shall notify the Board in writing if the Director or Alternate Director changes. Section 3.The Board shall have the following officers: a Chair,Vice Chair, Secretary, and Treasurer(Officers). Section 4. All Officers will be elected by the Board in the first meeting of the agreement's term as identified in Article X. Section 1.The Chair will be elected to a one-year term.The Vice-chair will be elected as Vice-chair in year one and Chair in year two.The Secretary will be elected annually for a three year term in which they will serve as Secretary in year one,Vice-chair in year two, and Chair in year three.The Treasurer will be elected by the Board for a five year term coinciding with the term of this agreement. Any Officer vacancies will be elected by the Board as-needed. Section 5.The Officers shall serve on a voluntary basis without pay. Section 6. A quorum will consist of at least 40% of the full membership of the Board, whether or not all vacancies have been filled. Section 7. Decisions of the Board will be made by a majority of the quorum. Directors may vote and participate in all meeting proceedings from a remote site pursuant to Minnesota Statute 13D.02. ARTICLE IV. DUTIES OF THE GIS BOARD OF DIRECTORS Section 1.The Board shall meet at least two times per year. Section 2.The Board shall approve and adopt the formula for the Users Group member dues annually by December 31 for the following year. Section 3.The Board shall arrange for and facilitate regular meetings of the Users Group and for Users Group activities. Meetings shall be held in accordance with Minnesota Statute 13D.01 . Section 4.The Chair presides at Users Group meetings. The Vice Chair will preside in the absence of the Chair.The Secretary is responsible for recording the proceedings of the Board and communicating these proceedings to all Member organizations.The Treasurer is responsible for the funds and financial records of the Board. Section 5.The Chair and the Treasurer must sign vouchers or orders disbursing funds of the Users Group. Disbursement will be made in the method prescribed by law for statutory cities. Section 6.The Board may take such actions as it deems necessary and convenient to accomplish the general purposes of this Agreement. Section 7.The Board shall purchase liability insurance on behalf of the Users Group to insure against liability of the Users Group and its constituent Members. Section 8.The Board may: (i) Enter into contracts to carry out its powers and duties, in full compliance with any competitive bidding requirements imposed by State or local law; (ii) Provide for the prosecution, defense, or other participation in proceedings at law or in equity in which it may have an interest; (iii) Employ such persons as it deems necessary on a part-time, full-time, or consultancy basis; (iv) Purchase, hold, or dispose of real and personal property; (v)Contract for space, commodities or personal services with a Member or group of Members; (vi)Accept gifts, apply for and use grants or loans of money or other property from the state, the United States of America, and from other government units and may enter into agreements in connection therewith and hold, use and dispose of such money or property in accordance with the terms of the gift, grant, loan or agreement relating thereto; (vii)Appoint a fiscal agent. ARTICLE V. NEW MEMBERS Section 1. Any Governmental Unit that is not a party to the initial Agreement may join as a Member at any time. Section 2.To become a Member, a local unit of government shall adopt a resolution and shall sign this Joint Powers Agreement. Section 3. New Members will pay the annual membership dues for the year in which the new Member is joining, as set by the Board pursuant to Article IV, Section 2, as calculated by the current formula. Fees will not be pro-rated for new Members who join after January 1 of each year. ARTICLE VI.GIS DATA TO BE EXCHANGED AS PART OF THIS AGREEMENT Section 1. Members agree to exchange any GIS data with Ramsey County and with any requesting Member for the requesting party's own use where that GIS data has been in some way derived and/or developed from the County GIS Data accessed through this Agreement or future agreements between the Users Group and Ramsey County. Members agree to exchange with Ramsey County and with any other Member any attribute data that it has created and maintained where that data can be associated to a parcel using a parcel identifier. Members also agree to exchange any building permit data requested by Ramsey County for the identification of future physical feature data base updates. Section 2.The Board will negotiate with Ramsey County on behalf of the Members in all matters deemed necessary relating to supply of GIS data generated by a Member. ARTICLE VII. DATA ACCESS AND USAGE Section 1. All Members shall have equal rights to access Ramsey County GIS Data. Section 2. Data generated by Ramsey County and provided to Members may not be sold in its original form to third party agencies. However, a Member may allow use of the original data by a third party for specific contracted purposes. Section 3. Data which results from enhancement of Ramsey County GIS Data by a Member, received pursuant to this Agreement, may be made available to a third party. Section 4. All Members will adhere to future Users Group license agreements for County or other agency GIS data. ARTICLE VIII. DATA SECURITY All Members agree to abide by the data privacy and data security standards of the Member when using Ramsey County GIS Data or any derivative or enhancement of the data. ARTICLE IX. FINANCIAL MATTERS Section 1.The fiscal year of the Users Group is the calendar year. Section 2.The Board shall adopt an annual budget prior to December 31 of each year for each succeeding year.The Board will give an opportunity to each Member to comment or object to the proposed budget before adoption. Notice of the adopted budget must be distributed promptly thereafter to the appointed Director of each Member. Section 3. Operational costs shall be shared according to a method agreed upon by majority decision of the Board of Directors.The costs could be met by membership dues.These costs could include Users Group administrative costs, purchase of liability insurance, and others as appropriate. Section 4. Annual Membership Dues: Members shall commit to payment of Annual Membership Dues, except where limited by State Statutes. Section 5. Billings to the Members are due and payable no later than 60 days after the receipt of the invoice. In the event of a dispute as to the amount of a billing, a Member must nevertheless make payment as billed to preserve membership status.The Member may make payment subject to its right to dispute the bill and exercise any remedies available to it. Failure to pay a billing within 60 days results in suspension of voting privileges of the Member Director. Failure to pay a billing within 120 days is grounds for termination of membership, but the Users Group's right to receive payment survives termination of membership. ARTICLE X.TERM Section 1.The Term of this Agreement is January 1, 2021, through December 31, 2025. Section 2. Based on the annual review of the operating procedures within the Agreement conducted by the Board, a new Agreement will be developed and circulated at least three months prior to December 31, 2025 and be agreed upon and signed on or before December 31, 2025. ARTICLE XI.TERMINATION Each Member shall have the right to terminate its membership and participation in the Users Group by formal resolution of the Member's organization and communicated to the Board in writing. However, the Member is still obligated to its financial commitments for the year during which termination of membership occurs. These commitments include: (i)Any balance of the Annual Membership Dues.This commitment applies to all Members; (ii)Any balance owing on Special Projects Assessments.This commitment applies to Members which have entered into any special project agreement(s). ARTICLE XII. DISSOLUTION Section 1.The Users Group may be dissolved by a two-thirds vote of its Members in good standing. Dissolution is mandatory when the Secretary has received certified copies of resolutions adopted by the governing bodies of the required number of Members requesting dissolution. Section 2. In the event of a dissolution, the Board must determine the measures necessary to effect the dissolution and must provide for the taking of such measures as promptly as circumstances permit, subject to the provisions of this Agreement and law. Section 3. In the event of dissolution, following the payment of all outstanding obligations, assets of the Users Group will be distributed among the then existing Members in direct proportion to their cumulative annual contributions. If those obligations exceed the assets of the Users Group, the net deficit of the Users Group will be charged to and paid by the then existing Members in direct proportion to their cumulative annual contributions. ARTICLE XIII.ACCESS TO DOCUMENTS Until the expiration of six years after this Agreement terminates, the Users Group shall make available to the Member organizations and to the State Auditor, a copy of this Agreement and books, documents, accounting procedures and practices of the Users Group relating to this Agreement. ARTICLE XIV. HOLD HARMLESS Section 1. Each Member agrees to defend, indemnify, and hold the other Members harmless from any claims, demands, actions or causes of action, including reasonable attorney's fees, against or incurred by such other Members, for injury to, death of, or damage to the property of any third person or persons, arising out of any act or omission on the part of the indemnifying Member or any of its agents, servants or employees in the performance of or with relation to any of the work or services provided by Members under the terms of this Agreement. Section 2. Nothing in this Agreement shall constitute a waiver by any Member, the Users Group of any limitation of liability under Minnesota Statutes Chapter 466, or other statutory or common law immunities, limits, or exceptions on liability. Section3. Under no circumstances, however, shall a Member be required to pay on behalf of itself and other Members, any amounts in excess of the limits on liability established in Minnesota Statutes Chapter 466 applicable to any one Member.The limits of liability for some or all of the Members may not be added together to determine the maximum amount of liability for any Member. ARTICLE XV. EQUAL EMPLOYMENT OPPORTUNITY The Members and the Users Group agree to comply with all federal, state, and local laws, resolutions, ordinances, rules, regulations, and executive orders pertaining to unlawful discrimination on account of race, color, creed, religion, national origin, sex, sexual preference, marital status, status with regard to public assistance, disability, or age. ARTICLE XVI. DATA PRACTICES Section 1. All data collected, created, received, maintained, or disseminated for any purpose in the course of either the Member's or the Users Group's performance of this Agreement is governed by the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, and rules adopted to implement the Act. Section 2.The Members and the Users Group agree to abide strictly by these statutes, rules, and regulations. IN WITNESS WHEREOF the parties have caused this Agreement to be executed on this day of , 2020. CITY OF ARDEN HILLS Approved: By: (David Grant, Mayor) By: (Julie Hanson, City Clerk) DESIGNATED DIRECTOR TO REPRESENT ORGANIZATION: ALTERNATE DIRECTOR(IF APPLICABLE): Name: Name: Phone: Phone: Email: Email: By: (Nate Zwonitzer, Chair of Users Group) Attachment B I --iVEN HILLS CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 2020-036 A RESOLUTION RENEWING THE JOINT POWERS AGREEMENT WITH THE RAMSEY COUNTY GEOGRAPHIC INFORMATION SYSTEMS USERS GROUP WHEREAS, the City Council of Arden Hills has entered into a Joint Powers Agreement (JPA)with the Ramsey County Geographic Information Systems Users Group; and WHEREAS,the City will continue the membership through December 31, 2020; and WHEREAS, the City of Arden Hills wishes to continue funding this program through the life of the Joint Powers Agreement. THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF ARDEN HILLS MINNESOTA: That the City shall renew the Ramsey County Geographic Information Systems Users Group to be in effect from January 1, 2020, to December 31, 2025. ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 24th DAY OF AUGUST, 2020. David Grant, Mayor ATTEST: Julie Hanson, City Clerk To view the final document, access adopted Resolutions via Arden Hills Public Laserfiche Weblink by visiting cityofardenhills.org and clicking on Archived Documents under Helpful Links on our main webpage. CONSENT ITEM—6.1 ,fi` DEN HILLS MEMORANDUM DATE: August 24, 2020 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Todd Blomstrom, Public Works Director/City Engineer SUBJECT: Trunk Water Main Evaluation Budgeted Amount: Actual Amount: Funding Source: $65,000.00 $29,400.00 Water Utility Fund Council Should Consider Authorization of a professional services agreement with TKDA in the amount of $29,400 for the Trunk Water Main Evaluation project. Back2round/Discussion The City Council work session on July 20, 2020 included a discussion of the draft 2021-2025 Capital Improvement Program (CIP). One of the projects listed within the draft CIP is the Trunk Water Main Evaluation. This project consists of an evaluation of the primary trunk water main extending from the south municipal boundary with Roseville to the north and south water towers, including a crossing under Interstate 694 as shown on Attachment A. Much of this water main has been in service since 1968 with minimal improvements or replacement. The City Council discussed the critical nature of this water main and directed staff to move forward with negotiating a professional services agreement for the study with one of the firms included in the existing engineering services pool. Staff worked with TKDA to develop a scope of work for the study, which is divided into two phases. The first phase involves an overall evaluation of the transmission main, including a review of as-built plans, water break history, and soil conditions. Geotechnical borings are included in the scope of work to assist in characterizing the corrosive nature of soils along the pipe alignment and identifying locations where pipe deterioration is most likely to be found. The proposal from TKDA for phase 1 work is provided in Attachment B. Page I of 2 Based on the results of the first phase study, the second phase would involve field investigation work to inspect and evaluate the condition of the transmission pipe, the extent of corrosion, remaining pipe wall thickness and other condition attributes. This information will then guide development of a plan for recommended rehabilitation and replacement of the transmission main in the future. TKDA has assisted Arden Hills with past water main related work, including water main replacement along Trunk Highway 10 and the pressure reducing station rehabilitation for Arden Manor. TKDA has experience in evaluating larger diameter cast iron and ductile iron pipelines for the Metropolitan Council and other agencies. Budget Impact The draft 2021-2025 Capital Improvement Program reviewed by the City Council on July 20, 2020 identifies $65,000 for the Trunk Water Main Evaluation project, with funding derived from the City's water utility. The TKDA proposal provided in Attachment B identifies a consultant fee in the amount of$29,400 and includes a $5,000 allowance for subcontracting geotechnical field work to collect and analyze soil samples. Staff recommends approval of the professional services agreement with TKDA. Attachments Attachment A: Location Map Attachment B: TKDA Proposal Page 2 of 2 1. �. n _ r I v Amble Rd Re/4 O p 0 Y'a ]: it a. �r o u- 694 �y LAW �l en Yx, �l i= Island Lake Ave - Cannon Ave N - _ � Arbogast St 0� v cairon or r� F is•.,.. ". _ � �F ,. "Cobb Rd �e [ ,k. Edgewate•Ave v � a �� Clarmar Ave W Brenner Ave N- ' z • ��_ ✓o -Lydia Ave W a 3 Stanbrdge&. 'ly. MilA�o _ _.. v 2 LL Maple Ln tV c. o° w Q n y .E °_ t x -- - -toun[yw T Attachment B 1 444 Cedar Street,Suite 1500 Mi mi Saint Paul,MN 55101 651.292.4400 TKDA tkda.com August 18, 2020 Via Email Only: tlomstrom@cityofardenhills.org Mr. Todd A. Blomstrom City of Arden Hills 1425 Paul Kirkwold Drive Arden Hills, MN 55112 Re: Trunk Watermain Condition Assessment Dear Mr. Blomstrom: In response to your request, we propose to provide Engineering Services in connection with a desktop survey of your trunk watermain, hereinafter called the Project. Our services will be provided in the manner described in this Proposal subject to the terms and conditions set forth in our"General Provisions of Engineer-Architect Agreement" dated July 2009. Hereinafter, the City of Arden Hills will be referred to as the "City". I. PROJECT DESCRIPTION The City is proposing to complete a desktop study of their trunk watermain. The City has a 16-inch diameter cast iron watermain extending between the southern municipal boundary and the north water tower, as shown on Exhibit A. The watermain was installed in 1968 and includes a portion passing under Interstate 694. II. SCOPE OF SERVICES TO BE PROVIDED BY TKDA Based on TKDA's understanding of the Project, we propose to provide the following services. 1) DESKTOP EVALUATION a) Project Management: Provide general Project Management of TKDA's services for the Project including communications, maintaining the Project work schedule, and managing budgets and invoicing. b) Review existing information: TKDA will review the original design, record drawings, and any other information available on the trunk watermain. c) Review recent repairs or failures: TKDA will review the City's records on repairs and failures of the trunk watermain, and locate them on a figure to evaluate if there is a trend in their location. d) Review changes to the pipe loading: TKDA will review plans for any projects that would have increased the amount of fill or loading on the existing pipe. e) Review soil conditions: TKDA will review available soil information to evaluate and possible areas of corrosive soil. TKDA will also work with the City to select locations for soil borings and testing along the watermain alignment. TKDA will define soil test parameters, coordinate An employee-owned company promoting affirmative action and equal opportunity. Mr. Todd Blomstrom Trunk Watermain Condition Assessment August 18, 2020 Page 2 geotechnical field work, and review the resulting geotechnical report. Soil testing will be conducted to assist in evaluating the potential corrosive nature of soils along the pipe alignment. A map generally categorizing soil corrosion risk as low, moderate or high will be prepared based on measurements of moisture, particle size, acidity, and electrical conductivity. TKDA will prepare an initial high-level evaluation for implementation of anodes or cathodic protection that could be considered to manage pipe corrosion. f) Review of critical infrastructure: TKDA will review the existing utilities and infrastructure in proximity to the existing watermain that would be affected by a watermain failure or that would limit repairs of a watermain failure. g) Interview public works staff: TKDA will interview Public Works staff to document their institutional knowledge of the existing trunk watermain. h) Prepare Summary Memo and Recommendations: TKDA will summarize all of the findings of the desktop study in a technical memorandum. This document will prioritize where the watermain is at most risk of failure and where a field investigation should occur to further understand the condition of the existing watermain and repairs or replacement that may be needed. III. ADDITIONAL SERVICES If authorized by the City, we will furnish or obtain from others Additional Services of the types listed below which are not considered as basic services under this Proposal. Additional Services shall be billable on an Hourly Rate basis as defined in our Contract, and such billings shall be over and above any maximum amounts set forth in this Proposal. A. Services of a Professional Land Surveyor to establish legal boundaries. B. Field inspections as outlined in the work plan developed as a part of this phase. IV. CITY RESPONSIBILITIES The responsibilities shall be as set forth in our Contract and as further described or clarified herein below: A. Designate one individual as a representative with respect to the work to be performed, and such person shall have complete authority to transmit instructions, receive information, interpret and define policies, and make decisions with respect to critical elements pertinent to the Project. B. Provide TKDA with access to the record drawings, existing information, and Public Works staff as required to perform services listed in SECTION II. C. Provide reviews of materials furnished by TKDA in a reasonable and prompt manner so that the Project schedule can be maintained. V. PERIOD OF SERVICE We would expect to start our services promptly upon receipt of your acceptance of this Proposal and issuance of a written Work Order, and complete the work by November 6, 2020. In response to the current public health restrictions, TKDA is doing our part to keep projects on track by working remotely whenever possible and consulting with our clients over video- or teleconference. Mr. Todd Blomstrom Trunk Watermain Condition Assessment August 18, 2020 Page 3 TKDA will advise the City if circumstances develop beyond our control that will impact the schedule outlined in this Proposal. VI. COMPENSATION Compensation for services provided as described in SECTION II shall be on an Hourly Time and Materials basis in accordance with our Contract in an amount not to exceed $29,400, as shown in the attached fee estimate. An allowance of$5,000 for subcontracting of a geotechnical investigation has been included. TKDA will inform the City if the actual costs will exceed this amount once the work is better defined by the desktop evaluation. The level of effort required to accomplish SECTION II services can be affected by factors which are beyond our control. Therefore, if it appears at any time that charges for services rendered under SECTION 11 will exceed the above, we agree that we will not perform services or incur costs which will result in billings in excess of such amount until we have been advised by you that additional funds are available and our work can proceed. VI l 1. CONTRACTUAL INTENT We thank you for the opportunity to submit this Proposal. We agree that this Proposal and attachments constitute a contract between us upon its signature by an authorized official of The City of Arden Hills and the return of a signed copy to us, or your issuance of a Work Order referencing this letter and attachments as our authorization to proceed. This Proposal will be open for acceptance for 30 days, unless the provisions are changed by us in writing prior to that time. erely, Daniel A. Nester, E 4o4uglas W. Fischer, PE Project Manager Vice President, Municipal Services DAN:DWF:ksb:sfs ATTACHMENTS: PROJECT FEE ESTIMATE EXHIBIT A, WATER MAIN LOCATION MAP GENERAL PROVISIONS c: Larry Poppler, TKDA ACCEPTED FOR THE CITY OF ARDEN HILLS, MINNESOTA By: (signature) Printed Name/Title Date CLIENT'S DESIGNATED REPRESENTATIVE: KaA Project Fee Estimate Client: City of Arden Hills Date: 8/18/2020 Project: Trunk Watermain Condition Assessment By: DAN Estimated Person Hours Required Task Description Civil Structural Admin Task Totals Project Manager Reg.Engr. Reg.Engr. Sr.Reg.Engr. Tech II 2020 Billing Rate/Hrx Multiplier $ 172 $ 110 $ 97 $ 155 $ 72 A. Desktop Evaluation 1 Project Management 8 4 4 16 2 Review Existing Information 4 12 72 88 3 Review Recent Repairs/Failures 4 2 12 18 4 Review changed pipe loading 1 8 8 17 5 Review soil conditions 4 6 12 22 6 Review critical infrastructure 2 8 10 7 Interview Public Works staff 4 2 6 8 Prepare Summary Memo and Recommendations 8 10 12 4 34 SUBTOTAL HOURS 31 30 132 10 8 211 SUBTOTAL COST $ 5,332 $ 3,300 $ 12,804 $ 1,550 $ 576 $ 23,562 Expenses: Travel&Subsistence(TS) $ 250 Subconsultant:Allowance for Geotechnical Investigation $ 5,000 Subconsultant Mark-Up 10% $ 500 TOTAL $ 29,312 TOTAL(ROUNDED) $ 29,400 �. n _ r I v Amble Rd Re/4 O p 0 Y'a ]: it a. �r o u- 694 �y LAW �l en Yx, �l i= Island Lake Ave - Cannon Ave N - _ � Arbogast St 0� v cairon or r� F is•.,.. ". _ � �F ,. "Cobb Rd �e [ ,k. Edgewate•Ave v � a �� Clarmar Ave W Brenner Ave N- ' z • ��_ ✓o -Lydia Ave W a 3 Stanbrdge&. 'ly. Milco S A�o .. v 2 LL Maple Ln tV c. o° w Q n y .E ° x -- - -toun[yw T TOLTZ, KING, DUVALL, ANDERSON AND ASSOCIATES, INCORPORATED General Provisions of Engineer-Architect Agreement ARTICLE 1. GENERAL will be at the user's sole risk. If there is a discrepancy between the electronic files and These General Provisions supplement and become part of the Agreement between Toltz, the hard copies,the hard copies govern. In the event electronic copies of documents are King, Duvall, Anderson and Associates, Incorporated, a Minnesota Corporation, made available to the CLIENT, the CLIENT acknowledges that the useful life of hereinafter referred to as TKDA, and the other Party to the Agreement, hereinafter electronic media may be limited because of deterioration of the media,obsolescence of referred to as CLIENT, wherein the CLIENT engages TKDA to provide certain the computer hardware and/or software systems or other causes outside of TKDA's Engineering,Architectural,and/or Planning services. Either Party to this Agreement may control. Therefore,TKDA makes no representation that such media will be fully usable be referred to as a'Party"or collectively as'Parties-" beyond 30 days from date of delivery to CLIENT. As used herein,the term'Agreement"refers to(1)TKDA's original Engagement Letter or If requested, at the time of completion or termination of the work, TKDA shall make proposal(the'Engagement Letter")which forms the basis for the Agreement;(2)these available to the CLIENT at CLIENT's expense copies of the Instruments of Service upon General Provisions,and(3)any attached Exhibits,as if they were part of one and the (i)payment of amounts due and owing for work performed and expenses incurred under same document. With respect to the order of precedence,any attached Exhibits shall this Agreement,and(ii)fulfillment of the CLIENT's obligations under this Agreement. govern over these General Provisions and the Engagement Letter shall govern over any ARTICLE 7. CLIENT'S ACCEPTANCE BY PURCHASE ORDER attached Exhibits and these General Provisions. In lieu of or in addition to execution of the Engagement Letter,the CLIENT may authorize ARTICLE 2. PERIOD OF SERVICE TKDA to commence services by issuing a purchase order by a duly authorized The term of this Agreement for the performance of services hereunder shall be as set representative. Such authority to commence services or purchase order shall forth in TKDA's Engagement Letter. Any lump sum or estimated maximum payment incorporate by reference the terms and conditions of this Agreement. In the event the amounts set forth in the Engagement Letter have been established in anticipation of the terms and conditions of this Agreement conflict with those contained in the CLIENT's orderly and continuous progress of the project in accordance with the schedule set forth purchase order, the terms and conditions of this Agreement shall govern. in the Engagement Letter or any Exhibits attached thereto. Notwithstanding any purchase order provisions to the contrary,no warranties,express or ARTICLE 3. COMPENSATION TO TKDA implied, are made by TKDA. In order to implement the intent of Parties to this Agreement,the Parties agree that the Engagement Letter,these General Provisions,and A. Compensation to TKDA for services shall be as designated in the Engagement any Exhibits constitute the entire Agreement between them. The Parties further agree Letter. The CLIENT shall make monthly payments to TKDA within 30 days of date of that the preprinted terms and conditions of any CLIENT-generated purchase order issued invoice. to request work pursuant to this Agreement will not apply to the work, regardless of B. The CLIENT will pay the balance stated on the invoice unless CLIENT notifies whether TKDA executes the purchase order in acceptance of the work. TKDA in writing of the particular item that is alleged to be incorrect within 15 days from ARTICLE 8. CLIENT'S RESPONSIBILITIES the date of invoice, in which case all undisputed items shall be paid and amounts in A. To permit TKDA to perform the services required hereunder, the CLIENT shall dispute shall become due upon an adjudicated resolution or upon agreement of the parties. All accounts unpaid after 30 days from the date of original invoice shall be supply,in proper time and sequence,the following at no expense to TKDA: subject to a service charge of 1-112%per month,or the maximum amount authorized by 1. All necessary information regarding its requirements as necessary for orderly law, whichever is less. TKDA shall be entitled to recover all reasonable costs and progress of the work. disbursements, including reasonable attorneys' fees, incurred in connection with 2. Designate in writing a person to act as CLIENT's representative with respect to collecting amounts owed by CLIENT. In addition,TKDA may,after giving seven days' the services to be rendered under this Agreement. Such person shall have written notice to the CLIENT,suspend services under this Agreement until TKDA has authority to transmit instructions,receive instructions,receive information,and been paid in full for all amounts then due for services,expenses and charges. CLIENT interpret and define CLIENT's policies with respect to TKDA's services. agrees that it shall waive any and all claims against TKDA and that TKDA shall not be 3. Furnish,as required for performance of TKDA's services(except to the extent responsible for any claims arising from suspension of services hereunder. provided otherwise in the Engagement Letter or any Exhibits attached thereto), ARTICLE 4. EXTRA WORK data prepared by or services of others,including without limitation,soil borings, If TKDA is of the opinion that any work it has been directed to perform is beyond the probing and subsurface explorations,hydrographic and geohydrologic surveys, Scope of this Agreement,or that the level of effort required exceeds that estimated due laboratory tests and inspections of samples, materials and equipment; to changed conditions and thereby constitutes extra work,it shall notify the CLIENT of appropriate professional interpretations of all of the foregoing;environmental that fact. Upon written notification to CLIENT, TKDA shall be entitled to additional assessment and impact statements; property, boundary, easement, compensation for same,and to an extension of time for completion absent timely written right-of-way, topographic and utility surveys; property descriptions; zoning, objection by CLIENT to additional services. deed and other land use restriction;and other special data not covered in the ARTICLE 5. ABANDONMENT,CHANGE OF PLAN AND TERMINATION Engagement Letter or any Exhibits attached thereto. Either Party has the right to terminate this Agreement upon seven days'written notice for 4. Provide access to,and make all provisions for TKDA to enter upon publicly or convenience of either CLIENT or TKDA. In addition,the CLIENT may at any time reduce privately owned property as required to perform the work. the scope of this Agreement. Such reduction in scope shall be set forth in a written 5. Act as liaison with other agencies or involved parties to carry out necessary notice from the CLIENT to TKDA. In the event of unresolved dispute over change in coordination and negotiations; furnish approvals and permits from all scope or changed conditions,this Agreement may also be terminated upon seven days' governmental authorities having jurisdiction over the project and such written notice as provided above. approvals and consents from others as may be necessary for completion of the In the event of a termination or reduction in scope of the project work,TKDA shall be project. paid for the work performed and expenses incurred on the project work and for any 6. Examine all reports,sketches, drawings,specifications and other documents completed and abandoned work for which payment has not been made,computed in prepared and presented by TKDA, obtain advice of an attorney, insurance accordance with the provisions of the Engagement Letter and payment of a reasonable counselor or others as CLIENT deems necessary for such examination,and amount for services and expenses directly attributable to termination,both before and render in writing decisions pertaining thereto within a reasonable time so as not after the effective date of termination, such as reassignment of personnel, costs of to delay the services of TKDA_ terminating contracts with TKDA's subconsultants, costs of producing copies of file 7. Give prompt written notice to TKDA whenever the CLIENT observes or materials and other related close-out costs. otherwise becomes aware of any development that affects the scope or timing ARTICLE 6. DISPOSITION OF PLANS,REPORTS AND OTHER DATA of TKDA's services or any defect in the work of Construction Contractor(s), All documents,including reports,drawings,calculations,specifications,CADD materials, subconsultants or TKDA_ computer software or hardware or other work product prepared by TKDA pursuant to this 8. Initiate action,where appropriate,to identify and investigate the nature and Agreement are TKDA's Instruments of Service and TKDA retains all ownership interests extent of asbestos, petroleum and/or pollution in the project and to abate in said Instruments of Service, including copyrights. Any use or reuse of such and/or remove the same as may be required by federal,state or local statute, Instruments of Service, except for the specific purpose intended, by the CLIENT or ordinance, code, rule, or regulation now existing or hereinafter enacted or others without written consent, verification, or adaptation by TKDA will be at the amended. For purposes of this Agreement, 'pollution" and 'pollutant" shall CLIENT's risk and full legal responsibility. In this regard,the CLIENT will indemnify and mean any solid, liquid, gaseous or thermal irritant or contaminant, including hold harmless TKDA from any and all suits or claims of third parties arising out of such petroleum, smoke, vapor, soot, alkalis, chemicals and hazardous or toxic use or reuse which is not specifically verified,adapted,or authorized by TKDA. waste. Hazardous Materials means any substance, waste, pollutant or Copies of documents that may be relied upon by the CLIENT are limited to the printed contaminant(including petroleum)now or hereafter included within such terms copies(also known as hard copies)that are signed or sealed by TKDA's Engineer or under any federal, state or local statute, ordinance, code, rule or regulation Architect. Files in electronic format furnished to the CLIENT are only for convenience of now existing or hereinafter enacted or amended. Waste further includes the CLIENT. Any conclusion or information obtained or derived from such electronic files materials to be recycled,reconditioned or reclaimed. CLIENT further agrees it TKDA GENERAL PROVISIONS JULY 2009(E/0) will, where appropriate, endeavor to identify, remove and/or encapsulate damages,losses and expenses including attomeys'fees arising out of,or resulting from, asbestos products,petroleum,pollutants or Hazardous Materials located in the any interpretation, clarification, substitution acceptance, shop drawing or sample project area prior to accomplishment by TKDA of any work on the project. approval or modification of such documentation issued or carried out by CLIENT or If TKDA encounters,or reasonably suspects that it has encountered,asbestos others. Nothing contained in this paragraph shall be construed to release TKDA(or or pollution in the project, TKDA shall cease activity on the project and TKDA's professional associates or consultants) from liability for failure to perform in promptly notify the CLIENT,who shall proceed as set forth above. Unless accordance with professional standards any duty or responsibility which TKDA has otherwise specifically provided in the Engagement Letter,the services to be undertaken or assumed under this Agreement provided by TKDA do not include identification of asbestos or pollution, and ARTICLE 11. INSURANCE TKDA has no duty to identify or attempt to identify the same within the area of TKDA shall procure and maintain insurance for protection from claims against it under the project. workers' compensation acts, claims for damages because of bodily injury including With respect to the foregoing,CLIENT acknowledges and agrees that TKDA is personal injury,sickness or disease or death of any and all employees,and from claims not a user,handler,generator,operator,treater,Storer,transporter or disposer against it for damages because of injury to or destruction of property. of asbestos,petroleum,Pollutant,or other Hazardous Materials which may be Also,TKDA shall procure and maintain professional liability insurance for protection from encountered by TKDA on the project. CLIENT agrees to hold harmless, claims arising out of performance of professional services caused by any negligent act, indemnify and defend TKDA and TKDA's officers, subconsultant(s), error,or omission for which TKDA is legally liable. subcontractor(s),employees and agents from and against any and all claims, Certificates of insurance will be provided to the CLIENT upon request. lawsuits, damages, liability and costs, including, but not limited to, costs of defense,arising out of or in any way connected with the presence,discharge, ARTICLE 12. ASSIGNMENT release, or escape of asbestos, petroleum or other Hazardous Materials or This Agreement, being intended to secure the personal service of the individuals waste on the site. This indemnification is intended to apply only to existing employed by and through whom TKDA performs work hereunder,shall not be assigned, conditions present at the site prior to TKDA's commencement of services,and sublet or transferred without the written consent of TKDA and the CLIENT. Any does not apply to conditions that arise subsequent to TKDA's commencement assignment of the Agreement, or claims arising under or relating to the Agreement of services that are caused or created by TKDA_ without the written consent of both Parties shall be null and void- 9- Provide such accounting, independent cost estimating and insurance ARTICLE 13. CONTROLLING LAW counseling services as may be required for the project,such legal services as This Agreement is to be governed by the laws of the State of Minnesota. the CLIENT may require or TKDA may reasonably request with regard to legal ARTICLE 14. SEVERABILITY issues pertaining to the project including any that may be raised by Any provision or portion thereof in this Agreement which is held to be void or contractor(s),such auditing service as CLIENT may require to ascertain how or unenforceable under any law shall be deemed stricken,and all remaining provisions shall for what purpose any contractor has used the monies paid under the continue to be valid and binding between CLIENT and TKDA_ construction contract,and such inspection services as CLIENT may require to ascertain that contractor(s) are complying with any law, rule, regulation, ARTICLE 15. WAIVER OF CONSEQUENTIAL DAMAGES ordinance,code or order applicable to their furnishing and performing the work. CLIENT and TKDA waive consequential damages for claims,disputes or other matters in 10. Provide'record"drawings and specifications for all existing physical plants or question arising out of or relating to TKDA's services under this Agreement. This mutual facilities which are pertinent to the project waiver of consequential damages applies and survives termination of this Agreement. 11. Act promptly to approve all pay requests, Supplemental Agreements, or ARTICLE 16. LIMITATION OF LIABILITY requests for information by TKDA as set forth herein. In recognition of the relative risks of CLIENT and TKDA relating to the work,CLIENT 12. Require all Utilities with facilities in the CLIENT's right-of-way to locate and agrees,to the extent permitted by law,that TKDA's liability to the CLIENT or anyone mark said utilities upon request, relocate and/or protect said utilities as claiming through CLIENT for any and all claims,losses,costs,or damages whatsoever determined necessary to accommodate work of the project,submit a schedule arising out of,resulting from or in any way related to the Project or the Agreement from of the necessary relocation/protection activities to the CLIENT for review and any cause or causes including,but not limited to,the negligence,professional errors or comply with agreed upon schedule. omissions,strict liability or breach of contract,or warranty express or implied,of TKDA or 13. Provide other services, materials, or data as may be set forth in the its officers,directors,partners,employees,agents,or consultants,or any of them,shall Engagement Letter or any Exhibits attached thereto. not exceed the total insurance proceeds paid or available on behalf of or to TKDA by its insurers in settlement or satisfaction of CLIENT's claims against TKDA under the terms B. TKDA shall be entitled to rely on the accuracy and completeness of information and conditions of TKDA's insurance policies applicable thereto. furnished by the CLIENT. If TKDA finds that any information furnished by the CLIENT is ARTICLE 17. CONFLICT RESOLUTION in error or is inadequate for its purpose,TKDA shall promptly notify the CLIENT. ARTICLE 9. OPINIONS OF COST In an effort to resolve any conflicts that arise during the design or construction of the project or following the completion of the project,the CLIENT and TKDA agree that all Opinions of probable project cost, construction cost, financial evaluations, feasibility disputes between them arising out of or relating to this Agreement shall be submitted to studies, economic analyses of alternate solutions and utilitarian considerations of nonbinding mediation as a precondition to any formal legal proceedings. operations end maintenance costs provided for in the Engagement Letter or any Exhibits ARTICLE 18. CONFIDENTIALITY attached thereto,are made on the basis of TKDA's experience and qualifications and represent TKDA's judgment as an experienced and qualified design professional. It is TKDA agrees to keep confidential and not to disclose to any person or entity,other than recognized that TKDA does not have control over the cost of labor,material,equipment TKDA's employees, subconsultants and the general contractor and subcontractors, if or services furnished by others or over market conditions or contractors' methods of appropriate,any data and information furnished to TKDA and marked CONFIDENTIAL determining their prices, and that any evaluation of any facility to be constructed, or by the CLIENT. These provisions shall not apply to information in whatever form that acquired, or work to be performed on the basis of TKDA's cost opinions, must of comes into the public domain,nor shall it restrict TKDA from giving notices required by necessity, be speculative until completion of construction or acquisition. Accordingly, law or complying with an order to provide information or data when such order is issued TKDA does not guarantee that proposals,bids or actual costs will not substantially vary by a court, administrative agency or other authority with proper jurisdiction, or if it is from opinions,evaluations or studies submitted by TKDA to CLIENT hereunder. TKDA reasonably necessary for TKDA to complete services under the Agreement or defend assumes no responsibility for the accuracy of opinions of probable project costs or itself from any suit or claim. construction costs,and provides these estimates for the sole convenience of the CLIENT ARTICLE 19. UNDERGROUND UTILITIES for the purposes of general project budgeting. If authorized in the Engagement Letter,TKDA and/or its authorized subconsultant will ARTICLE 10. CONSTRUCTION PHASE SERVICES conduct the research that in its professional opinion is necessary and will prepare a plan CLIENT acknowledges that it is customary for the Architect or Engineer who is indicating the locations intended for subsurface penetrations with respect to assumed responsible for the preparation and furnishing of Drawings and Specifications and other locations of underground improvements. Such services by TKDA or its subconsultant will construction-related documents to be employed to provide professional services during be performed in a manner consistent with the ordinary standard of care. The CLIENT the Construction Phases of the project,(1)to interpret and clarify the documentation so recognizes that the research may not identify all underground improvements and that the furnished and to modify the same as circumstances revealed during bidding and information upon which TKDA relies may contain errors or may not be complete. construction may dictate, (2) in connection with acceptance of substitute of or-equal The CLIENT agrees,to the fullest extent permitted by law,to waive all claims and causes items of materials and equipment proposed by bidders and contractor(s), (3) in of action against TKDA and anyone for whom TKDA may be legally liable,for claims by connection with review of shop drawings and sample submittals,and(4)as a result of CLIENT or its contractors for delay or additional compensation relating to the and in response to TKDA's detecting in advance of performance of affected work identification,removal,relocation,or restoration of utilities,or damages to underground inconsistencies or irregularities in such documentation. CLIENT agrees that if TKDA is improvements resulting from subsurface penetration locations established by TKDA_ not employed to provide such professional services during the Construction Phases of the project,TKDA will not be responsible for,and CLIENT shall indemnify and hold TKDA (and TKDA's professional associates and consultants) harmless from, all claims, TKDA GENERAL PROVISIONS JULY 2009(E/0) CONSENT ITEM— 6K ,fi` DEN HILLS MEMORANDUM DATE: August 24, 2020 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Todd Blomstrom, Public Works Director/City Engineer SUBJECT: Round Lake Road Storm Sewer Repairs Budgeted Amount: Actual Amount: Funding Source: $11,200.00 $23,600.00 Surface Water Fund Council Should Consider Authorization of storm sewer repair work along Round Lake Road by Valley Rich Company in the amount of$23,600.00. Back2round/Discussion An area of significant pavement deterioration has recently developed along Round Lake Road south of Highway 96 as shown on Attachment A. A sink hole formed near storm sewer catch basin structure CB-1081 as a result of subgrade material under the road infiltrating into the structure through voids and cracks in the catch basin. The loss of subgrade material is resulting in settlement of the pavement surface and formation of a void under the pavement. An inspection of storm sewer structure CB-1081 shows that the pipe connections to the structure were not properly completed during original construction. The bottom invert was not installed and large gaps are visible around the join were the pipe enters the structure. In addition, the adjacent catch basins CB-1080 and CB-1079 require repairs, including resetting the casting and repairs to the adjacent curb. Photos showing current conditions are provided in Attachment B. The repair work will require temporary closure of the southbound lane for Round Lake Road to complete excavation around the perimeter of the structure and install concrete to repair pipe connections both outside and inside of CB-1081; reset castings and replace adjacent curb sections Page 1 of 2 for all three catch basins; replacement of damaged/removed median concrete; and restoring approximately 600 square yards of street pavement. Unfortunately, the repairs are located along the segment of Round Lake Road having a center median. Temporary traffic control will be required to guide both northbound and southbound traffic through the northbound lane. The temporary lane closure will extend approximately two to three days. A portable signal system is proposed to manage the lane closures during day and night hours. Staff worked with Valley Rich Company to prepare a proposal for the repairs as provided in Attachment C. Valley Rich performs water main break repairs and other urgent repair projects for the City. The estimated repair costs total $23,600. Budget Impact The 2020 Operating Budget for the Surface Water Utility includes $65,000 for repairs to drainage system infrastructure. To date, storm sewer repair work for the 2020 street overlay and the 2020 concrete repairs has encumbered approximately $53,800 of the repair funds. Approximately $11,200 remains available for the proposed storm sewer repairs along Round Lake Road. The recommended repairs would exceed the budget line item by $12,400.00. The 2020 budget also includes $25,000 for repairs & maintenance — equipment of which nothing has been spent to date. Staff is proposing to utilize $12,400 of this amount to cover the balance of the project costs. Attachments Attachment A: Location Map Attachment B: Photos of Existing Conditions Attachment C: Proposal from Valley Rich Page 2 of 2 Attachment A owl �� ... /sue o.® • = + _ Tom r a , k . ] r� ► s �.. 1 I � CB-1081 i CB-1080 • CB-1079 s r y r . a 1 tin = 188ft L Catch Basin A Inlet Outlet t. Manholes N Storm Pipe A Municipal Boundary August 18, 2020 APPEN Ls City Mask k �M • •..of • � r 46 -� 4 -ate ✓ y 4� i e Oki 40, a�. /ppp 5 7 Date: 8/4/20 Attachment C Bid: 420340 P Gg 4 r�a J 11 Project: Round Lake Road— Catch Basin Repairs Location: Arden Hills,MN Site Utilities Valley-Rich Co., Inc. will provide labor, equipment, and materials needed to excavate, repair inside/outside concrete work on (2) catch basins and replace rings on (3) catch basins. The restoration of the asphalt, curb, and sidewalk are listed below as alternate 91. All grass and other restoration is excluded. Traffic control based on the use of a portable signal system (see alternate deduct for regular signs). Base Bid: $11,650 Alternate #1: Add $11,950 budget to restore the asphalt (up to 40' x 15' patch), curb (up to 90'), and sidewalk median (up to 22' x 4'). This will be billed on a time and material basis. Alternate 42: Deduct$2,000 to have standard signs for traffic control. Note: This proposal is good for 30 days from the bid date in order to lock in our material prices with our vendors. Maximum depth of trenches and structures is assumed to be 10 feet when information is not provided. A 3% service charge will be added to all payments made via credit card. Respectfully, Pete Nasvik Exclusions: Dewatering, soil correction and/or replacement,pipe support, removal of buried obstructions,jacking, frost charges,rock excavation, construction staking,restoration (other than listed above), compaction tests, hauling of excess soils, erosion control/inlet protection,hazardous material handling, wall sleeves, irrigation, sheeting, shoring, bracing, and private utility locates. 147 Jonathan Blvd. N., Ste. 4 Chaska, Minnesota 55318 Office: (952) 448-3002 Fax: (952) 448-3362 CONSENT ITEM-6L 'It -AVEN�HILLS MEMORANDUM DATE: August 24, 2020 TO: Honorable Mayor and City Council Members Dave Perrault, City Administrator FROM: Mike Mrosla, Community Development Manager/City Planner Todd Blomstrom, Public Works Director/City Engineer SUBJECT: Planning Case# 18-014 Applicant: City of Arden Hills/ISD #621: Mounds View Public Schools Property Location: 1900 Lake Valentine Road Request: Amended Developers Agreement Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider the Following: Motion to approve the Amended Developers Agreement with Mounds View Public Schools for Mounds View High School, based on the City Council approval of the Amended Planned Unit Development, Planning Case 18-014 on April 27, 2020. Background At its April 27, 2020, the City Council approved Planning Case 18-014 for an Amended Planned Unit Development with Mounds View Public Schools for Mounds View High School. The amendment added 14 additional conditions to the existing Planned Unit Development to address existing traffic and pedestrian safety issues based on the findings contained within the study report, an evaluation of existing site conditions, and the Planned Unit Development Agreement. The City Attorney has prepared the Amended Development Agreement(Attachment A). The Development Agreement requires an amendment due to the revised improvements on Lake Valentine Road. The Applicant is proposing two separate phases of traffic and pedestrian safety improvements for Lake Valentine Road. Phase 1 safety improvements are scheduled for installation in 2020 and include installation of a pedestrian traffic signal system, crosswalk markings, temporary painted center median, curb ramps and sidewalk pedestrian routes to the front of the school as depicted in Attachment B. The signal system will consist of two galvanized (grey)poles and mast arms with red-yellow-green signal heads. The recommended amendment document under this agenda item focuses on these Phase 1 improvements. City ofArden Hills City Council Meeting for August 24, 2020 P:A P:TlanningTlanning Cases120181PC 18-014-Mounds View School District- 1900&1901 Lake Valentine RoadlCCouncil Packet APUD Page 1 of 2 Phase 2 traffic and pedestrian safety improvements are scheduled for construction in 2021 due to the timeline for the School District to acquire additional property from the State of Minnesota to relocate the west entrance to the north parking lot to align with the drop-off/pick-up lot on the south side of Lake Valentine Road. Additional improvements include construction of a center median at the crosswalk, modifications to the south boundary of the north parking lot, and the construction of dedicated right turn lanes for westbound traffic accessing the east parking lot entrance and for the eastbound traffic accessing the drop-off/pick-up lot. A future amendment to the Development Agreement will be presented to the City Council upon completion of the land acquisition process and design of the Phase 2 improvements. Recommendation Motion to approve the Amended Developers Agreement with Mounds View Public Schools for Mounds View High School, based on the City Council approval of the Amended Planned Unit Development, Planning Case 18-014 on April 27, 2020 and the attached plans. Budget Impact: NA Attachments: A. Amended Developers Agreement B. 11xl7 Improvement Plans City of Arden Hills Planning Commission Meeting for April 15,2020 P:\Planning\Planning Cases\2020\20-001 Comp Plan Amendment CPA Page 2 of 2 Attachment A (reserved for recording information) AMENDMENT TO DEVELOPMENT CONTRACT and PLANNED UNIT DEVELOPMENT AGREEMENT (Developer Installed Improvements) MOUNDS VIEW HIGH SCHOOL THIS AMENDMENT TO DEVELOPMENT CONTRACT AND PLANNED UNIT DEVELOPMENT AGREEMENT ("PUD Amendment")is dated August 24, 2020, by and between the CITY OF ARDEN HILLS, a Minnesota municipal corporation ("City"), and MOUNDS VIEW SCHOOL DISTRICT (ISD 621), a Minnesota Independent School District(the "Developer"). RECITALS A. The City and Developer have executed a Development Contract and Planned Unit Development Agreement dated September 9, 2019 and recorded October 30, 2019 as Ramsey County Document No. A04781067 ("Development Contract''). B. The Developer is the fee owner of the property situated in the County of Ramsey, State of Minnesota, and legally described on Exhibit"A" attached hereto ("Subject Property"). 1 211093v2 C. Pursuant paragraph 33.E. of the Development Contract, any requested amendments shall be approved by the City subject to the requirements of the Arden Hills City Code and Ordinances. D. Pursuant to paragraph 28.A. of the Development Contract, the Developer has requested an amendment to the Development Contract to implement the Lake Valentine Pedestrian Study, and as amended by the supplemental agreements, which includes safety improvements on Lake Valentine Road to address traffic and increased pedestrian crossings between the school building and the north parking lot, including installation of turn lanes and other access improvements, trail and sidewalk improvements, pedestrian signal, signage and striping modifications, and drainage and utility improvements ("Improvements"). E. Pursuant to City Code, Chapter 13, Section 1255.04, a PUD Amendment may be approved by a simple majority of the City Council after public hearing and recommendation of the Planning Commission. The Developer shall follow the procedures and requirements of the Development Contract. This PUD Amendment shall be executed by the City and Developer/Owner, and recorded against the Subject Property. F. The City Council reviewed and approved the proposed PUD Amendment on April 27, 2020, subject to the conditions in Exhibit"B" attached hereto. All conditions of approval set forth in Exhibit`B" are hereinafter the obligations of the Developer. NOW, THEREFORE, THE PARTIES AGREE AS FOLLOWS: 1. The City approves the Developer's request for a PUD Amendment to the Development Contract subject to the implementation of the recommendations and subject to the conditions listed on Exhibit"B". 2. The Developer shall construct and install all required Improvements pursuant to the City approved plans and specifications for Lake Valentine Road Improvements prepared by Bolton & Menk 2 211093v2 dated August 8, 2020, which plans and specifications are provided in Exhibit"C" and are on file with the City. 3. The final concrete curb, sidewalk, curb ramps, pavement markings, and pavement work shall be installed before November 17, 2020. The signal system shall be installed and fully functional before February 15, 2021. The Developer may, however, request an extension of time from the City. If an extension is granted, it shall be conditioned upon updating the security posted by the Developer to reflect cost increases and the extended completion date. Final wear course placement must have the written approval of the City Engineer, and may be delayed or scheduled at any time of the year based upon existing site conditions at the discretion of the City Engineer. 4. The Developer warrants all Improvements required to be constructed by it pursuant to this Agreement for a period of twenty-four(24) months from the date of acceptance by the City against poor material and faulty workmanship. 5. The Developer shall pay all costs incurred pursuant to the Engineer's Opinion of Probable Construction Costs for Lake Valentine Road Improvements dated July 31, 2020, on file with the City, which costs estimates may change as the Improvements are installed. The Developer agrees to pay any costs incurred by the City, less the cash requirement previously paid of$40,054.00 for the Lake Valentine Road Improvement Study, in conjunction with the installation, construction, and perpetual operation and maintenance of the Improvements, including but not limited to legal, planning, engineering and inspection expenses incurred in connection with approval and acceptance of the Improvements, the preparation of this Agreement, review of construction plans and documents, all costs and expenses incurred by the City in monitoring and inspecting the installation and construction of the Improvements, and electrical service and repair costs for the signal system. 3 211093v2 6. Except as otherwise specifically amended herein, the Development Contract shall remain in full force and effect. This PUD Amendment shall be binding on the parties, their heirs, successors and assigns and shall be recorded against the Subject Property in the office of the Ramsey County Recorder as promptly as possible after it has been executed by the parties. [Remainder of page intentionally left blank. Signature pages follow.] 4 211093v2 IN WITNESS WHEREOF, the parties have caused this PUD Amendment to be executed this 24th day of August, 2020. CITY OF ARDEN HILLS By: David Grant, Mayor (SEAL) And Dave Perrault, City Administrator STATE OF MINNESOTA ) ( ss. COUNTY OF RAMSEY ) The foregoing instrument was acknowledged before me this day of 2020, by David Grant and by Dave Perrault, respectively the Mayor and City Administrator of the City of Arden Hills, a Minnesota municipal corporation, on behalf of the corporation and pursuant to the authority granted by its City Council. Notary Public DRAFTED BY: Campbell Knutson Professional Association Grand oak Office Center I 860 Blue Gentian Road, 4290 Eagan, Minnesota 55121 Telephone: (651)452-5000 JJJ 5 211093v2 DEVELOPER: MOUNDS VIEW SCHOOL DISTRICT (ISD 621), a Minnesota Independent School District By: John Ward, Assistant Superintendent STATE OF MINNESOTA ) ( ss. COUNTY OF WRIGHT ) The foregoing instrument was acknowledged before me this day of 2020, by John Ward, the Assistant Superintendent of Mounds View School District (ISD 621), a Minnesota Independent School District, on its behalf. Notary Public DRAFTED BY: Campbell Knutson Professional Association Grand oak Office Center I 860 Blue Gentian Road, 4290 Eagan, Minnesota 55121 Telephone: (651) 452-5000 JJJ 6 211093v2 EXHIBIT "A" TO AMENDMENT TO DEVELOPMENT CONTRACT AND PLANNED UNIT DEVELOPMENT AGREEMENT Legal Description That part of the Southeast '/4 of the Southwest'/4 of Section 21, Township 30, Range 23, lying Southerly of the center line of County Road"F", subject to rights of public in said County Road"F". AND Northeast'/4 of Northwest '/4; and West 400 feet of Northwest'/4 of Northeast'/4 lying South of center line of County Road"F", Section 28, Township 30, Range 23, subject to the rights acquired by the County of Ramsey for Highway purposes. [PIN 283023210002] That part of the Southeast Quarter of the Southwest Quarter of Section 21, Township 30, Range 23, Ramsey County, Minnesota, lying Southerly of State Trunk Highway 100, now Interstate 694, and north of County Road F; which lies easterly of the following described land: From a point on the west line of said Section 21, distant 832.5 feet north of the southwest corner thereof, run northeasterly at an angle of 85 degrees 19' with said west section line for 416.6 feet; thence deflect to the right on a 1 degree 00 minute curve (delta angle 14 degrees 12')for 1420 feet; thence on tangent to said curve for 111.7 feet to the point of beginning of the line to be described; thence deflect to the right at an angle of 90 degrees 00' for 650 feet and there terminating. [PIN 213023340005] 7 211093v2 EXHIBIT `B" TO AMENDMENT TO DEVELOPMENT CONTRACT AND PLANNED UNIT DEVELOPMENT AGREEMENT Conditions of Approval 1. Realignment of the west parking lot entrance to align with the west school site entrance on the south side of Lake Valentine Road (Pick-up / Drop-off Access) to be completed prior to the start of the 2021-2022 school year. The School District will need to negotiate in good faith to complete easement or property acquisition from the adjacent parcel owned by State of Minnesota to accommodate the realignment of the west parking lot entrance. In the event an agreement is not reached the School District shall construct the proposed access on existing school property. 2. Elimination of eastbound left turn movements at the east parking lot access upon completing the realignment of the west parking lot entrance noted above. 3. Installation of perimeter fencing along the southwest portion of the parking lot upon completing the relocation of the west parking lot entrance noted above. Proposed fencing shall be four(4) tall decorative fencing. 4. Installation of a centralized traffic signal controlled pedestrian crossing at the location generally depicted on Figure 8 in the study report. 5. Installation of a small raised median and pedestrian refuge adjacent to the signal controlled pedestrian crossing as determined by the City Engineer during design of the signal. 6. Installation of sidewalk on the south side of Lake Valentine Road to route pedestrians from the signal controlled pedestrian crossing to the front entrance of the school building. 7. Installation of an additional street light at the signal controlled pedestrian crossing, in addition to the street lights previously installed at the east and west parking lot entrances. 8. Installation of School Zone Speed Limit signage as previously authorized by the City Council. 9. Installation of a 150-ft long exclusive right turn lane for eastbound Lake Valentine Road at the pick-up/ drop-off access (south side of street). 10. Installation of a 150-ft long exclusive right turn lane for westbound Lake Valentine Road at the east parking lot access (north side of street). 11. Installation of sidewalk along the north side of Lake Valentine Road between the east parking lot entrance and Janet Court. 8 211093v2 12. Installation of a 2-inch mill and overlay along Lake Valentine Road between the construction limits of right turn lane construction (#9 and #10 above) to repair the existing pavement as a result of improvements noted above and utility crossings associated with the site improvements, as well as accommodating new pavement and crosswalk markings. 13. Signage identifying no student drop-off or pickup shall be added where necessary. 14. 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ITEM DESCRIPTION UNIT UNIT COST TOTAL ESTIMATED COST QUANTITY ROADWAY QUANTITY COST ROADWAY AND SIDEWALK CONSTRUCTION 2011.601 AS BUILT LUMP SUM $150.00 1 $150.00 1 $150.00 2021.501 MOBILIZATION LUMP SUM $7,000.00 1 $7,000.00 1 $7,000.00 2101.524 CLEARING TREE $300.00 2 $600.00 2 $600.00 2101.524 GRUBBING TREE $300.00 2 $600.00 2 $600.00 2102.503 PAVEMENT MARKING REMOVAL LIN FT $0.85 500 $425.00 500 $425.00 2102.518 PAVEMENT MARKING REMOVAL SO FT $6.75 96 $648.00 96 $648.00 2104.503 SAWING CONCRETE PAVEMENT(FU LL DEPTH) LIN FT $5.00 16 $80.00 16 $80.00 2104.503 REMOVE CURBAND GUTTER LIN FT $4.75 45 $213.75 45 $213.75 2104.603 REMOVE AND REPLACE BITUMINOUS PAVEMENT LIN FT $30.00 45 $1,350.00 45 $1,350.00 2105.601 SITE GRADING LUMP SUM $5,000.00 1 $5,000.00 1 $5,000.00 2211.507 AGGREGATE BASE(CV)CLASS 5 CU YD $30.00 24 $720.00 24 $720.00 2402.503 PIPE RAILING LIN FT $250.00 40 $10,000.00 40 $10,000.00 2521.518 6"CONCRETE WALK SO FT $7.00 1059 $7,413.00 1059 $7,413.00 2531.503 CONCRETE CURBAND GUTTER DESIGN B618 LIN FT $26.00 36 $936.00 36 $936.00 2531.603 CONCRETE CURB DESIGN V LIN FT $65.00 59 $3,835.00 59 $3,835.00 2531.618 TRUNCATED DOMES SO FT $55.35 38 $2,103.30 38 $2,103.30 2563.601 TRAFFIC CONTROL LUMP SUM $7,500.00 1 $7,500.00 1 $7,500.00 2564.518 SIGN PANELS TYPE C SO FT $60.00 18 $1,080.00 18 $1,080.00 2565.501 EMERGENCY VEHICLE PREEMPTION SYSTEM LUMP SUM $3,161.00 1 $3,161.00 1 $3,161.00 2565.516 TRAFFIC CONTROL SIGNAL SYSTEM SYSTEM $92,751.00 1 $92,751.00 1 $92,751.00 2580.503 INTERIM PAVEMENT MARKING LIN FT $0.26 60 $15.60 60 $15.60 2582.503 4"SOLID LINE PAINT LIN FT $0.10 280 $28.00 280 $28.00 2582.503 12"SOLID LINE PAINT LIN FT $2.00 35 $70.00 35 $70.00 2582.503 24"SOLID LINE PAINT LIN FT $3.20 30 $96.00 30 $96.00 2582.503 4"BROKEN LINE PAINT LIN FT $0.15 40 $6.00 40 $6.00 2582.503 4"DOUBLE SOLID LINE PAINT LIN FT $0.41 380 $155.80 380 $155.80 2582.518 PAVEMENT MESSAGE PAINT SO FT $5.40 31 $167.40 31 $167.40 2582.518 CROSSWALK PREFORM TAPE GROUND IN SQ FT $13.00 210 $2,730.00 210 $2,730.00 CONSTRUCTION TOTAL $152,404.85 $152,404.85 Signal Quantities and Cost Estimate Summary Traffic Signal Pay Items Lake Valentine Road at Mounds View High School Ped Signal SP XXXX-XX SAP XXX-XXX-XXX Units Qty Est. Cost As Builts Lump Sum 1 $150 Mobilization (if a stand alone project) Lump Sum 1 $5,538 Traffic Control Signal System A Sig Sys 1 $55,378 Emergency Vehicle Preemption System Lump Sum 1 $3,161 Pay Items Total $64,077 LS Dept.Furnished Cabinet/Controller Type R(TS2) Each 1 $28,835 Controller(only) (AS3) Each 1 $3,000 Department Furnished' $31,835 Project Total $95,912 AS BUILTS NOTE:As-Builts Lump Sum= Total of all GPS Shots @$15 each. Units Qt Cost /Unit Y f" 4- Total Number of Handholcs Each 3 $15.00 $45.00 Total Number of Polcs &Pedestals Each 2 $15.00 $30.00 Total Number of Loop Detectors Each 0 $15.00 $0.00 Total Number of Push Button Stations Each 0 $15.00 $0.00 Cabinet/Equipment Pad Each 1 $15.00 $15.00 Total Length of all Conduit Lin Ft 211 GPS Shots on all Conduit Lin Ft/50 Each 4 $15.00 $60.00 Total Number of GPS Shots aJ S15 each Each 10 $15.00 $150.00 Pay Item Total $150.00 "Nonpublic data until project award" Signal Estimate_HAWK.xlsx Pay Item Summary 1 7/30/2020 Engineer's Quantities and Cost Estimate "PAY ITEM NAME & NUMBER HERE (from Transport List)" NOTE:All Items are Furnish and Install unless specifically Lake Valentine Road at Mounds View High School Ped Signal stated as Furnish, Salvage, Remove, or Install. SP XXXX-XX (T.H. XX) SYSTEM ID: XXXXX Item Units Qty Cost /Unit Est. Cost PA100 Polc Foundation Each $2,350.00 $0.00 PA90 Polc Foundation Each $2,350.00 $0.00 PA85 Polc Foundation Each 2 $1,850.00 $3,700.00 (above items include anchor rods,nuts, washers, and reinforcing cage) Pedestal Foundation Each $425.00 $0.00 (above item includes anchor rods,nuts, washers, and ground rod) Equipment Pad Concrete Foundation Each 1 $1,310.00 $1,310.00 (above item includes installing anchor rods,nuts and washers) Modify Equipment Pad Each $300.00 $0.00 Temporary Cabinet Base Each $550.00 $0.00 (above includes installing anchor rods,nuts and washers) Pedestal Screw-in Base Each $300.00 $0.00 Design P or H Pedestal Screw-in Base Each $525.00 $0.00 MAST ARM POL PA85-AHST-4.5/4.5 203 (TEE POLE) Each $9,000.00 $0.00 PA85-A-15 Each 1 $8,600.00 $8,600.00 PA85-A-20 Each $9,000.00 $0.00 PA85-A-25 Each $9,500.00 $0.00 PA85-A-30 Each $10,000.00 $0.00 PA85-A-15-D40-9 Each 1 $10,200.00 $10,200.00 PA85-A-20-D40-9 Each $10,400.00 $0.00 PA85-A-25-D40-9 Each $10,800.00 $0.00 PA85-A-30-D40-9 Each $11,100.00 $0.00 PA90-A-15 Each $11,000.00 $0.00 PA90-A-20 Each $11,500.00 $0.00 PA90-A-25 Each $11,800.00 $0.00 PA90-A-30 Each $12,500.00 $0.00 PA90-A-35 Each $13,000.00 $0.00 PA90-A-40 Each $13,600.00 $0.00 PA90-A-15-D40-9 Each $12,200.00 $0.00 PA90-A-20-D40-9 Each $12,500.00 $0.00 PA90-A-25-D40-9 Each $13,200.00 $0.00 PA90-A-30-D40-9 Each $13,700.00 $0.00 PA90-A-35-D40-9 Each $14,500.00 $0.00 PA90-A-40-D40-9 Each $14,800.00 $0.00 PA100-A-15 Each $11,500.00 $0.00 PA100-A-20 Each $11,900.00 $0.00 PA100-A-25 Each $12,400.00 $0.00 PA100-A-30 Each $13,600.00 $0.00 PA100-A-35 Each $13,700.00 $0.00 Signal Estimate_HAWK.xlsx Traffic Control Signal System 2 7/30/2020 Item Units Qty Cost /Unit Est. Cost PA100-A-40 Each $14,900.00 $0.00 PA100-A-45 Each $15,200.00 $0.00 PA100-A-50 Each $16,000.00 $0.00 PA100-A-55 Each $17,000.00 $0.00 PA100-A-15-D40-9 Each $12,600.00 $0.00 PA100-A-20-D40-9 Each $13,400.00 $0.00 PA100-A-25-D40-9 Each $14,000.00 $0.00 PA100-A-30-D40-9 Each $14,500.00 $0.00 PA100-A-35-D40-9 Each $15,100.00 $0.00 PA100-A-40-D40-9 Each $16,200.00 $0.00 PA100-A-45-D40-9 Each $17,100.00 $0.00 PA100-A-50-D40-9 Each $17,700.00 $0.00 PA100-A-55-D40-9 Each $18,400.00 $0.00 (above includes pole,mast arm, transformer base, luminaire extension, pole base connectors, and internal wiring) 45' Mast Arm Only on Inplace Pole Each $7,800.00 $0.00 50' Mast Arm Only on Inplace Pole Each $8,400.00 $0.00 55' Mast Arm Only on Inplace Pole Each $9,000.00 $0.00 Contractor cost for 55' Mast Arm Each $7,600.00 $0.00 Additional 5' Mast Arm Extension 32A3C50AL Each $700.00 $0.00 Pairs of Swing Away Hinges Each $1,800.00 $0.00 Angle Mount Each 5 $175.00 $875.00 Straight Mount Each 1 $175.00 $175.00 Special 5 Section Cluster Head Adapter Each $300.00 $0.00 Type 4A Signal Bracketing Each $105.00 $0.00 Type 10A Signal Bracketing Each $130.00 $0.00 Type 10B Signal Bracketing Each $210.00 $0.00 Type 30A Signal Bracketing Each $95.00 $0.00 Salvage Mast Arm&Pole Each $2,000.00 $0.00 MIC SIGNAL P Pedestal Base plus 4' Shaft (includes angle washers&shims) Each $300.00 $0.00 Pedestal Base plus 8' Shaft (includes angle washers&shims) Each $360.00 $0.00 Pedestal Base plus 10' Shaft (includes angle washers&shims) Each $430.00 $0.00 Pedestal Base plus 12' Shaft (includes angle washers&shims) Each $490.00 $0.00 Pedestal Base plus 13' Shaft (includes angle washers&shims) Each $500.00 $0.00 Pedestal Base plus 15' Shaft (includes angle washers&shims) Each $580.00 $0.00 Pedestal Slipfitter Collar Each $100.00 $0.00 Pedestal Windcollar Each $100.00 $0.00 Pedestal Base (includes angle washers&shims) Each $200.00 $0.00 Salvage Pedestal Pole&Base Each $400.00 $0.00 Instal Pedestal Pole&Base Each $400.00 $0.00 Traffic Signal Pedestal (Shaft Size_) Each $0.00 $0.00 (above includes pedestal shaft,pedestal base,pole base connectors, slipfitter collar, wind collar, locknuts,serrated washers,shims, and internal wiring) Advance Warning Flasher Assembly Each $1,800.00 $0.00 (includes shaft,pedestal base,angle washers,flashers,sign,flasher bracketing, wind collar,slipfitter collar, locknuts,serrated washers,pole base connectors,shims, and internal wiring) Signal Estimate_HAWK.xlsx Traffic Control Signal System 3 7/30/2020 Item Units Qty Cost /Unit Est. Cost TEMPORARY SIGNAL PART Down Guy,Anchor,and Guard Each $180.00 $0.00 Pedestal Barrel Mount Each $300.00 $0.00 Portable Signal System (rental) Day $450.00 $0.00 NEMA-Metal Junction Box-Type 3R (12 x 12 x 6) Each $150.00 $0.00 SSB-Signal Service Cabinet without batteries &UPS Each 1 $7,925.00 $7,925.00 SSB-Signal Service Cabinet with batteries &UPS Each $11,425.00 $0.00 Batteries Plus UPS (for adding to an inplace cabinet) Each $3,500.00 $0.00 Service Equipment-Wood Pole Mounted Each $725.00 $0.00 Load Center Each $100.00 $0.00 Replacement Batteries (4 per cabinet) Each $896.00 $0.00 Wood Pole 55' Each $800.00 $0.00 Wood Pole 50' Each $750.00 $0.00 Wood Pole 45' Each $700.00 $0.00 Wood Pole 40' Each $650.00 $0.00 Wood Pole 25' Each $500.00 $0.00 Install Wood Pole Only Each $200.00 $0.00 Vehicle Signal Head (3-Section LED) Each 4 $1,250.00 $5,000.00 Vehicle Signal Head (4-Section LED) Each $1,450.00 $0.00 Vehicle Signal Head (5-Section LED) Each $1,750.00 $0.00 Vehicle Signal Head (5-Section Doghouse LED Temporary Signal) Each $1,750.00 $0.00 Special Signal Head (programable) Each $1,800.00 $0.00 Vehicle Signal Head (5-Section LED Cluster w/Multi-modalFYAIGLA) Each $1,800.00 $0.00 Pedestrian Head (LED Countdown type) Each 2 $556.00 $1,112.00 Remove Pedestrian Head Each $100.00 $0.00 Audible Pedestrian Push Button &Sign (APS) Each 2 $650.00 $1,300.00 APS Mounting Spacer (forpedestalpoles only) Each $50.00 $0.00 APS Pole Mounting Adapter (for mast arm poles only) Each 2 $200.00 $400.00 Audible Pedestrian Central Control Unit (I per signal system) Each 1 $3,396.00 $3,396.00 Audible Pedestrian Configurator (only(required by Signal Operations) Each $300.00 $0.00 Pedestrian Push Button and Sign (solid state) Each $100.00 $0.00 Remove Push Button &Sign (solidstate) Each $50.00 $0.00 Salvage Push Button &Sign (solidstate) Each $50.00 $0.00 Install Push Button &Sign (solidstate) Each $50.00 $0.00 Remove APS Push Button &Sign Each $100.00 $0.00 Salvage APS Push Button &Sign Each $100.00 $0.00 Install APS Push Button &Sign Each $100.00 $0.00 Relocate Pedestrian Push Button Station Each $100.00 $0.00 Pedestrian Push Button Station Each $1,000.00 $0.00 (without button-includes breakaway base and anchor bolts) Salvage Pedestrian Push Button Station Each $100.00 $0.00 Signal Estimate_HAWK.xlsx Traffic Control Signal System 4 7/30/2020 Item Units Qty Cost /Unit Est. Cost Install Pedestrian Push Button Station Each $300.00 $0.00 Remove Push Button Station Each $150.00 $0.00 W11-2 PEDESTRIAN BLINKER SIGN Each $2,000.00 $0.00 LED Luminaire (40'mountingheight) Each 1 $800.00 $800.00 250W HPS Luminaire Each $360.00 $0.00 20OW Luminaire Each $300.00 $0.00 150W Luminaire Each $260.00 $0.00 Salvage and Install Luminaire Each $150.00 $0.00 Handhole with Cover (after 12123113 not in sidewalk) Each 3 $1,500.00 $4,500.00 PVC Handhole with Metal Frame and Cover (in sidewalk) Each $1,500.00 $0.00 St.Paul Type Handhole Each $400.00 $0.00 Adjust Handhole Each $500.00 $0.00 Relocate Handhole Each $650.00 $0.00 Cast Iron-Junction Box (24 x 12 x 10) Each $2,000.00 $0.00 Cast Iron-Junction Box (12 x 12 x 8) Each $725.00 $0.00 Cast Iron-Junction Box (6x 6x 4) Each $360.00 $0.00 PVC Loop Detector 6' x 6' Each $1,200.00 $0.00 PVC Loop Detector 6' x 10' Each $1,500.00 $0.00 PVC Loop Detector 6' x 15' Each $1,700.00 $0.00 Saw Cut Loop Detector 6' x 6' Each $1,350.00 $0.00 Saw Cut Loop Detector 6' x 10' Each $1,350.00 $0.00 Saw Cut Loop Detector 6' x 15' Each $1,350.00 $0.00 Never Fail Loop Detector 6' x 6' (for use in bridge deck) Each $1,050.00 $0.00 Microwave Detector Unit TC-26B ** Each $1,000.00 $0.00 Install Microwave Detector Unit TC-26B Each $200.00 $0.00 Salvage to C.E.S.U.Microwave Detector TC-26B Each $25.00 $0.00 Sonic Unit TC-30 ** Each $700.00 $0.00 Install Sonic Unit TC-30 Each $200.00 $0.00 Salvage to C.E.S.U. Sonic Unit TC-30 Each $25.00 $0.00 Video Detection Camera ** Each $6,570.00 $0.00 Video Detection COMMS Manager ** Each $4,200.00 $0.00 **(no charge ifState Furnished for a short term temporary signal) Type D Sign Sq Ft $44.00 $0.00 MI-5b Sign Sq Ft $30.00 $0.00 R9-3 Sign (NoPed) Each $200.00 $0.00 R10-12 Sign Each $300.00 $0.00 R10-X12 Sign (Lt Yield on FYA) Each $350.00 $0.00 R10-16 Sign (No UTurn) Each $400.00 $0.00 R6-1 (L-R) Sign (One Way) Each $260.00 $0.00 W2-1 Sign Sq Ft $22.00 $0.00 Buried Cable Fiber Optic Sign Each $125.00 $0.00 Signal Estimate_HAWK.xlsx Traffic Control Signal System 5 7/30/2020 Item Units Qty Cost /Unit Est. Cost Remove/Replace Ground Mounted Signs (salvage signs,F&I new posts) Sq Ft $150.00 $0.00 Salvage Sign Each $100.00 $0.00 Install Sign with New Bracketing Each $200.00 $0.00 Remove Sign Each $100.00 $0.00 Hard Marker X4-2 Each $200.00 $0.00 Sign Panels Type Overlay (2564531100189)41612014 Sq Ft $21.00 $0.00 EMERGENCY VEHICLE PREEMPTION (if a separate EVP Pay Item is required use the EVP Quantities Tab) One Way EVP Detector and Light(LED)With Phase Selector Each $1,100.00 $0.00 One Way EVP Detector and Light(LED)Without Phase Selector Each $700.00 $0.00 Two Way EVP Detector and Light(LED)With Phase Selector Each $1,200.00 $0.00 Two Way EVP Detector and Light(LED)Without Phase Selector Each $800.00 $0.00 Siren Activated EVP Detector&Light(LED)Without Phase Selector Each $1,200.00 $0.00 EVP Only-4 legged Intersection Including Mobilization Each $8,000.00 $0.00 Extend EVP Each $75.00 $0.00 Salvage to C.E.S.U.Two Way EVP Each $25.00 $0.00 Salvage&Install EVP Detector/Confirmatory Light Each $50.00 $0.00 EVP Confirmatory light(LED) Each $100.00 $0.00 Crosswalk Markings (paint) Sq Ft $1.50 $0.00 Crosswalk Markings (preform tape) Sq Ft $10.75 $0.00 Crosswalk Markings (preform tape ground in) Sq Ft $13.00 $0.00 Crosswalk Markings (epoxy) Sq Ft $5.00 $0.00 24" Stop Line (paint) Lin Ft $0.75 $0.00 24" Stop Line White-Poly Pref-Gr-In Lin Ft $18.25 $0.00 24" Stop Line (epoxy) Lin Ft $12.00 $0.00 Pavement Marking Removal Sq Ft $2.00 $0.00 4" Solid Line White Epoxy Lin Ft $0.00 $0.00 4" Broken Line White Epoxy Lin Ft $0.00 $0.00 RAIDO INTERCONN Antenna Each $800.00 $0.00 Modem Each $2,000.00 $0.00 Lightning Suppressor Each $250.00 $0.00 Repeater Each $5,000.00 $0.00 ROUND SPLICE CABINETS BD-3 Interconnect Splice Cabinet Each $800.00 $0.00 BD-4 Interconnect Splice Cabinet Each $1,200.00 $0.00 .._._.___._.__CT UNDERGROUND SPLICE KIT Scotchcast(78RI) Splice Kit Each $200.00 $0.00 RIGID STEEL CONDUIT (Includes: underground& wood pole mounted conduits) 4" Rigid Steel Conduit Lin Ft $36.50 $0.00 Signal Estimate_HAWK.xlsx Traffic Control Signal System 6 7/30/2020 Item Units Qty Cost /Unit Est. Cost 4" Rigid Steel Conduit (bored) Lin Ft $31.00 $0.00 3" Rigid Stccl Conduit Lin Ft $45.00 $0.00 3" Rigid Steel Conduit (bored) Lin Ft $24.00 $0.00 2" Rigid Stccl Conduit Lin Ft $19.00 $0.00 1 1/4" Rigid Stccl Conduit Lin Ft $9.00 $0.00 1 1/2" Rigid Stccl Conduit Lin Ft $9.00 $0.00 1" Rigid Stccl Conduit Lin Ft $8.00 $0.00 CONDUIT(SCHEDULE 80 PVC) 4" PVC Conduit Lin Ft $13.50 $0.00 4" Non-Metallic Conduit Lin Ft $10.80 $0.00 4" Bored Conduit Lin Ft $35.00 $0.00 4" PVC Conduit (bored) Lin Ft $22.00 $0.00 3" PVC Conduit Lin Ft 81 $13.25 $1,073.25 3" Non-Metallic Conduit Lin Ft $7.80 $0.00 3" Bored Conduit Lin Ft $17.00 $0.00 3" PVC Conduit (bored) Lin Ft 55 $22.00 $1,210.00 2" PVC Conduit Lin Ft 15 $8.00 $120.00 2" Non-Metallic Conduit Lin Ft $5.80 $0.00 2" Bored Conduit Lin Ft $17.00 $0.00 2" PVC Conduit (bored) Lin Ft 60 $12.00 $720.00 1 1/4" PVC Conduit Lin Ft $6.60 $0.00 1.5" Non-Metallic Conduit Lin Ft $3.60 $0.00 1.5" Bored Conduit Lin Ft $12.50 $0.00 1" PVC Conduit Lin Ft $6.44 $0.00 3/4 PVC Conduit (forphone line) Lin Ft $1.50 $0.00 4" HDPE Conduit Lin Ft $6.00 $0.00 3" HDPE Conduit Lin Ft $4.00 $0.00 2" HDPE Conduit Lin Ft $3.00 $0.00 1 1/2" HDPE Conduit Lin Ft $2.50 $0.00 1" HDPE Conduit Lin Ft $2.00 $0.00 W (CABLES & CONDUCTORS) (Includes: underground and span wire mounted cables & conductors) 1/C#2/0 Lin Ft $3.40 $0.00 1/C#1/0 Lin Ft $3.00 $0.00 1/C#0 Lin Ft $2.40 $0.00 1/C#2 Lin Ft 198 $2.00 $396.90 3/C#4 ARMORED Lin Ft $10.00 $0.00 VC#4 Lin Ft $1.70 $0.00 VC#6 Lin Ft $1.50 $0.00 VC#6 INS. GR. Lin Ft 148 $1.50 $222.08 VC#8 Lin Ft $1.10 $0.00 1/C#10 Lin Ft $0.80 $0.00 VC#12 U.F. Lin Ft $1.70 $0.00 12/C#12 Lin Ft $5.00 $0.00 Signal Estimate_HAWK.xlsx Traffic Control Signal System 7 7/30/2020 Item Units Qty Cost /Unit Est. Cost 5/C#12 Lin Ft $3.00 $0.00 3/C#12 Lin Ft $2.40 $0.00 12/C#14 Lin Ft 218 $5.00 $1,092.00 6/C#14 Lin Ft 0 $3.60 $0.00 5/C#14 Lin Ft 0 $3.20 $0.00 4/C# 14 Lin Ft 275 $2.80 $770.28 3/C#14 (if a separate EVP pay item include in EVP Quantities Tab) Lin Ft $2.40 $0.00 3/C# 14 (LUM) Lin Ft 82 $2.40 $196.56 2/C#14 Lin Ft 218 $1.30 $283.92 3/C#16 (camerapower) Lin Ft $1.30 $0.00 1/C#16 (XLP)LOOP CONDUCTOR Lin Ft $1.00 $0.00 27/C#18 Lin Ft $10.00 $0.00 4/C#18 Lin Ft $1.50 $0.00 3/C#20 (if a separate EVP pay item include in EVP Quantities Tab) Lin Ft $2.75 $0.00 25 PR#19 (direct buried) Lin Ft $8.00 $0.00 25 PR#19 (in conduit) Lin Ft $4.00 $0.00 12 PR#19 (direct buried) Lin Ft $6.00 $0.00 12 PR#19 (in conduit) Lin Ft $4.00 $0.00 6 PR#19 (direct buried) Lin Ft $3.60 $0.00 6 PR#19 (in conduit) Lin Ft $2.70 $0.00 Pull Back&Install Cable Lin Ft $1.00 $0.00 7.5pr#24 Camera Com Cable Lin Ft $3.00 $0.00 Coaxial Cable(RG-11) (video cable) Lin Ft $3.00 $0.00 Coaxial Cable(RG-59U) (video cable) Lin Ft $3.00 $0.00 Ethernet Cat 5E Lin Ft $2.50 $0.00 Ground Braid(32 Strand 17 Gage) Lin Ft $2.50 $0.00 7/16" Span Wire Lin Ft $4.00 $0.00 1/4" Span Wire Lin Ft $2.00 $0.00 (add$0.50 to the above cost if cable is being pulled through existing conduit that has existing cables and conductors within it) jETROFIT SIGNALMEDESTRIM INDICATIONS (it to replace an incandescent indication with a LED) Retrofit Signal LED Indications (RedBall) Each $90.00 $0.00 Retrofit Signal LED Indications (Yellow Ball) Each $90.00 $0.00 Retrofit Signal LED Indications (Green Ball) Each $140.00 $0.00 Retrofit Signal LED Indications (Red Arrow) Each $95.00 $0.00 Retrofit Signal LED Indications (Yellow Arrow) Each $95.00 $0.00 Retrofit Signal LED Indications (Green Arrow) Each $120.00 $0.00 Retrofit Pedestrian Indication (LED Countdown) Each $550.00 $0.00 Retrofit Signal LED Indication (MultimodalYellow/Green Arrow) Each $0.00 $0.00 Fiber Optic 6 Single Mode(6SM) Lin Ft $10.00 $0.00 Armored Fiber Optic Pigtail Cable 6SM Lin Ft $2.60 $0.00 Pre-Term/Armored Fiber Optic Pigtail 6SM Lin Ft $3.15 $0.00 Fiber Optic 6 Multimode(6MM) Lin Ft $10.00 $0.00 Fiber Optic Pigtail Termination Each $1,100.00 $0.00 Pull Vault Each $1,200.00 $0.00 Signal Estimate_HAWK.xlsx Traffic Control Signal System 8 7/30/2020 Item Units Qty Cost /Unit Est. Cost Fiber Optic SpliceVault Each $3,675.00 $0.00 Fiber Optic Cable Testing Lum Sum $9,375.00 $0.00 Fiber Optic Cable Splicing Each $1,700.00 $0.00 Outdoor Fiber Splice Enclosure Each $1,265.00 $0.00 Install Video Camera&Mount Each $300.00 $0.00 X6-350/CAM 400 Luminaire/Camera Extension Each $2,500.00 $0.00 X-400 Camera Extension Each $1,595.00 $0.00 Remove Signal Pole and All Pole Mounted Components Each $700.00 $0.00 Remove Signal Head Each $100.00 $0.00 Remove Light Pole&Foundation Each $500.00 $0.00 Remove Disconnect on S.O.P.Pole and F&I New Each $400.00 $0.00 Remove Cables Lin Ft $0.75 $0.00 Remove Signal System ($3000-$5,000) Each $3,000.00 $0.00 Remove Handhole Each $400.00 $0.00 Remove Mast Arm Pole Foundation Each $1,000.00 $0.00 Remove Pedestal Pole Foundation Each $400.00 $0.00 Salvage to C.E.S.U. Controller and Cabinet Each $180.00 $0.00 Salvage Microwave Detector to C.E.S.U. Each $25.00 $0.00 Salvage Signal System ($3000-$5,000) Each $0.00 $0.00 Salvage and Install Signal Head Each $200.00 $0.00 Salvage and Install Pedestrian Head Each $200.00 $0.00 Salvage and Install Luminaire Each $150.00 $0.00 Salvage&Install Signal Pole Extension with Luminaire Arm Each $250.00 $0.00 and Video Camera(CCTV) (includes plumbing the pole) Haul Salvage Material ($500-$1,000 per signal) Each $0.00 $0.00 Ground Rod Electrodes 5/8" x 15' (includes weld) Each $200.00 $0.00 Install Traffic Signal Cabinet&Controller (statefurnished) Each $1,000.00 $0.00 Clean out Conduits Lin Ft $1.00 $0.00 Thread Plug Each $75.00 $0.00 Pole End Cap Each $200.00 $0.00 Painting (paidfor agency requestingpaintinp) Lin Ft $15.75 $0.00 Core Drill inplace Concrete Equipment Pad Each $500.00 $0.00 Blue Enforcement Light(paidfor by agency requesting installation) Each $100.00 $0.00 Add Other Items Here: Pay Item Total $55,377.99 �FFIC CONTROL r stand alone projects only) Traffic Control ($3,000-$5,000 per signal replacement) Lump Sum $0.00 $0.00 (this is for stand alone projects only) Traffic Control-Lane Closure (per lane/per day) Day $300.00 $0.00 Signal Estimate_HAWK.xlsx Traffic Control Signal System 9 7/30/2020 Units Qty Cost /Unit Est. Cost (this is for stand alone projects only) Mobilization lO% (6%of Contract Cost or 10%for Small Contracts) Lump Sum $5,537.80 (this is for stand alone projects only) DEPARTMENT FURNISHED MATERIALS (these will be paid in the signal agreement and are not part of the signal pay item). Can also be paid for with project funds ILF&I by Mn/DOT. Cabinet/Controller Type R(TS2)** (wfberatsignal) MOST COMMON Each $31,000.00 $0.00 Cabinet/Controller Type R(TS2)** (nofiber,no camera at signal) Each 1 $28,400.00 $28,400.00 Cabinet Shcll Each 1 $435.00 $435.00 Controller(only)(AS3) Each 1 $3,000.00 $3,000.00 Master Controller Each $4,925.00 $0.00 Microwave and/or Sonic Detector Unit Each $700.00 $0.00 Video Detection Camera&Associated Equipment ** Each $6,415.00 $0.00 PTZ Camera(CCTV W/mount,power supply and patch cables) Each $4,500.00 $0.00 abinet*** Camera Power Supply(CCTV) Each $130.00 $0.00 Power Cords and Patch Cablcs (F&1 =MniDOT) Lump Sum $40.00 $0.00 Malfunction Management Unit(MMU) (F&I=Mn/DOT) Each $1,200.00 $0.00 Ethernet Switch (F&I=Mn1DOT) Each $1,300.00 $0.00 SFPModulc (F&I=Mn/DOT) Each $300.00 $0.00 12 Space Fiber Optic Patch Panel (F&1=MniDOT) Each $0.00 $0.00 ** (no charge if provided for a temporary signal) Add Other Items Here Each $0.00 $0.00 Project Total $92,750.78 "Nonpublic data until project award" Signal Estimate_HAWK.xlsx Traffic Control Signal System 10 7/30/2020 � �f1 I wo � i �••+ w o Iz w U� 11 Z. a Q I; ~ -: w ~ N U J �� � f o >mvlo Qm a w11 = R w � o U z w e�=�e � 0jR �m�m . 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N — O Z I a I my OZ'9t°6 OZOZ/L/8 IQL'iwa 61.11d'M I—g-ild owzBlo CONSENT ITEM—6M ,-iI�EN HILLS MEMORANDUM DATE: August 24, 2020 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Approve the Final Scope of the HVAC Project and Authorize the Advertisement for Bids Budgeted Amount: Actual Amount: Funding Source: $350,000 $360,200 Building/Equipment Fund Council Should Consider The Council should consider approving the scope of the HVAC project and authorize staff to move forward with advertising for bids for the City's HVAC replacement and upgrade project. Background The City Council previously reviewed a presentation by Paulson and Clark concerning the City's HVAC replacement and upgrade project. Paulson and Clark presented their assessment and different options to the City Council, which are attached (see Attachment A). Following the discussion, the City Council directed Paulson and Clark to move forward with their recommended options of replacing the existing equipment with like equipment, as well as, two-minor additions, the costs are shown in the table below. Item Cost Domestice Water Heater Replacement $ 28,000 Boiler Replacement $ 86,000 Unit Heater Replacement $ 4,500 DX/oil Replacement $190,000 Duct Liner Replacement $ 5,500 Total Cost $314,000 1 A memo from Paulson and Clark is attached for reference that includes the final scope of the project and the proposed schedule. Should Council approve this item, Paulson and Clark will have the design finalized and move forward with the bidding process Budget Impact The project is budgeted in total at $350,000, the contract with Paulson and Clark is for $46,200, leaving $303,800 for the equipment and installation. Paulson and Clark is estimating $314,000 for the equipment and installation as proposed. Should Council move forward with the aforementioned items, the total cost of the project would be $360,200, $10,200 over what was initially budgeted; however, there is a $20,000 contingency built in for general construction work, so the project may still come in at or under budget. Attachment Attachment A: Recommendations and Assessment by Paulson and Clark Attachment B: Paulson and Clark Memo Outlining Final Scope and Proposed Schedule 2 Attachment A RECOMMENDATIONS- MECHANICAL Domestic Water Heater Replacement- Recommended $28,000 • Replace existing water heater with new direct vent high efficiency(96%) water heater. Provide new flue& intake piping. Reconnect to existing gas and domestic water piping. Boiler Replacement- Recommended $86,000 • Replace existing boilers with new direct vent high efficiency(94%) boilers. Provide new flue& intake piping. Modify existing heating water piping. Provide new main heating water pumps. Reconnect to existing gas and domestic water piping. Unit Heater Replacement $4,500 • Replace existing hot water unit heater in mechanical room. Connect to existing hot water piping. Cooling SVstem Replacement—Option 1(DX/Coil Replacement)-Recommended $190,000 • Replace existing air-cooled condensing units in their current locations with new. Provide new cooling coils & refrigeration piping. Existing air handling units to remain. AHU cooling coil section to be modified to accommodate new coil. Existing refrigerant piping to be demoed. Cooling System Replacement—Option 2 (DX/AHU Replacement) $335,000 • Replace existing air-cooled condensing units and existing air handling unit in their current locations with new. Provide new refrigeration piping. Existing refrigerant piping to be demoed. AHUs to be connected to existing ductwork and heating water piping. Cooling System Replacement—Option 3 (Chiller/Coil Replacement) $235,000 • Replace existing air-cooled condensing units with new air-cooled chiller. Provide new chilled water piping, pumps &specialties. Provide new chilled water coil. AHU cooling coil section to be modified to accommodate new coil. Existing refrigerant piping to be demoed. Cooling System Replacement—Option 4 (Chiller/AHU Replacement) $381,000 • Replace existing air-cooled condensing units with new air-cooled chiller. Provide new chilled water piping, pumps &specialties. Replace existing air handling unit with new. Existing refrigerant piping to be demoed. AHUs to be connected to existing ductwork and heating water piping. Duct Liner Replacement—(AHU-3) $5,500 • Replace damaged liner in AHU-3 return ductwork. Notes: • Cooling System estimates(options 1-4) include electrical costs and $20k allowance for general construction (additional chases,ceiling work,etc.) • New control work for replaced equipment only. • The efficiency gains with the chiller resulted in approx. $1,500 per year in electrical costs resulting in a 30- year ROI between option 1&3. Paulson & Clark Engineering Structural I Mechanical I Electrical I Security IL Arden . ll EL Mechanical Assessment �r ,k2 � Y _ w Address: 1245 Hwy 96 W Arden Hills, MN 55112 Arden Hills City Hall Mechanical Assessment 2020 Table of Contents Introduction ..................................................................................................................................................3 Domestic Water Heating Systems.................................................................................................................3 HydronicHeating Systems............................................................................................................................4 Direct Expansion Cooling Systems................................................................................................................5 VentilationSystems ......................................................................................................................................6 AuxiliaryHeating Systems.............................................................................................................................8 Conclusions and General Recommendations...............................................................................................9 Disclaimers..................................................................................................................................................10 Prepared by: Paulson & Clark Engineering, Inc. @2020 Travis Willemssen, PE 2352 East County Road J E:twillemssen@paulsonclark.com White Bear Lake, MN 55110 P: 651-287-7509 2 1 P a g e Arden Hills City Hall Mechanical Assessment 2020 Introduction The Arden Hills City Hall was built in 2000. The building is approximately 17,000 square feet with a partial basement and partial second floor. The main floor houses city offices and the council chambers. The upper floor has offices while the basement has a community room, storage and mechanical spaces. The scope of the project includes the building HVAC systems and Domestic Hot Water Heater. The following observations were made on June 12, 2020. Domestic Water Heating Systems The main building domestic hot water heater is a State model SBF7512ONE gas-fired tank-type commercial water heater located in the boiler room. The water heater appears to be original to the building. The water heater appeared to be in fair condition with some small amounts of rust forming. Based on the age,the water heater is near the end ffof its expected life and should be replaced. xorwn�aw, SLY 3 Page Arden Hills City Hall Mechanical Assessment 2020 Hydronic Heating Systems The building has a hydronic hot water heating system. Heating hot water is provided by two Slant Fin Caravan GG 350 MBH boilers. The boilers are gas fired and are original to the building. Their estimated combustion efficiency is about 83%. There was some rust forming on the burners and several repairs done over the past few years. These cast iron boilers can have a 30-35-year life. But given the age, appearance and number of repairs,they are probably near the end of their expected life. y! y , '' i r GlYGO! f vco� y The hydronic heating hot water system has (2) Bell &Gossett Series 60 circulation pumps. Pump#1 appears to be original to the building while Pump#2 appears to have been replaced in 2015. Pump#1 was in fair condition and near the end of life. Pump#2 is in good condition with around 10 years of expected life remaining. r . r_ I 4 Page Arden Hills City Hall Mechanical Assessment 2020 Direct Expansion Cooling Systems The building has (3) air cooled condensing units serving the (3) building air handling units. All (3) units are original to the building. All run on R-22 refrigerant,which is no longer legal to manufacture or import. It is now only available as a recycled or reclaimed product. All units are beginning to rust and have damage condenser coils. All have had extensive repairs over the past few years. Given the age and condition, all are near the end of their expected lives. 1. ACCU-1 is a Trane RAUCC25, 25 Ton air cooled condensing unit, serving AHU-1. Ar d.o •j �� r• 2. ACCU-2 is a Trane TTA120, 10 Ton air cooled condensing unit, serving AHU-2. IMM -------- _ �-- ------- � 5 Page Arden Hills City Hall Mechanical Assessment 2020 3. ACCU-3 is a Trane TTA120, 10 Ton air cooled condensing unit, serving AHU-3. N r ; Ventilation Systems The building is served by(3)Trane M-Series Modular air handling units. Each AHU consists of a supply fan, DX cooling coil, hot water heating coil,filter section, air blender and return air mixing box. 1. The main city administration area is served by AHU-1,Trace model MCCA017. Overall,the unit is in good condition with no rust or corrosion on the exterior or interior casing. The heating coil and supply fan were also in good condition. The DX cooling coil appeared to have a fair amount of buildup from condensate draining off it over the years. i IrEa� �5 L k. �T 6 Page Arden Hills City Hall Mechanical Assessment 2020 2. The Council Chambers are served by AHU-2,Trace model MCCA006. Overall,the unit is in good condition with no rust or corrosion on the exterior or interior casing. There were a couple dents in some of the exterior panels but nothing that appeared to affect the unit performance. The fan, heating coil and cooling coil all appeared to be clean and in good condition. --'ilk - 1 ''-00 �r 3. The Lower Level Community room is served by AHU-3,Trace model MCCA006. Overall,the unit is in good condition with no rust or corrosion on the exterior or interior casing. Similar to AHU- 2,there were a couple dents in some of the exterior panels but nothing that appeared to affect the unit performance. The fan, heating coil and cooling coil all appeared to be clean and in good condition. The fan motor appeared to have been recently replaced. rIak 7 Page Arden Hills City Hall Mechanical Assessment 2020 Several inline fans were observed. All appeared to be in good condition with 5-10 years expected life remaining. There are several variable air volume boxes with hot water reheat coils installed. All the observed boxes and coil were in good condition with at least 5-10 years expected life remaining. Most of the observed ductwork& insulation were in good condition. There was some damaged insulation on a combustion air duct in the mechanical room. There was also a piece of return duct in the basement where the internal lining had fallen and was obstructing the duct. { { r Auxiliary Heating Systems There were (2) hot water cabinet unit heaters in the building, at the main and employee entrances. Both appeared to be in good condition with at least 5-10 years expected life remaining. --------------- 8 Page Arden Hills City Hall Mechanical Assessment 2020 Only one hot water unit heater was observed, in the Basement mechanical room. The unit was in poor condition with a dirty coil and rust beginning to form on the exterior. The unit was running at the time of the site observation indicating some issue with the controls. Given the condition,the unit heater is at the end of its expected life. Several segments of hot water fin tube radiation were observed. All appeared to be in good condition with ample life remaining. Conclusions and General Recommendations 1. The water heater is at the end of its expected life and should be replaced. 2. The boilers are near the end of their expected life and should be replaced, especially given the recent increase in maintenance& repairs required. The heating water pumps should also be replaced as (1) is near the end of its expected life. 3. The air-cooled condensing units are near the end of their expected life and should be replaced, especially given the recent increase in maintenance& repairs required. 4. The existing air handling units were generally in good condition with some expected life remaining. The cooling coils& refrigerant piping should be replaced if the condensing units are replaced since the new units would be running on a different refrigerant. 5. The general ventilation fans, VAV boxes, cabinet unit heaters&fin tube were all in good condition with some expected life remaining. 6. The unit heater in the mechanical room is at the end of its expected life and should be replaced. 7. The damaged lining in the return duct for AHU-3 should be replaced. 9 1 P a g e Arden Hills City Hall Mechanical Assessment 2020 Disclaimers 1. The opinions stated in this report are based on limited visual observations only. No physical testing was performed, no equipment was disassembled and no calculations, other than as indicated in the report, have been made to determine the adequacy of the systems or their compliance with accepted building code requirements. No warranty expressed or implied as to the condition of the equipment or structures is intended. 2. The following services and responsibilities are specifically excluded from this report: a. Discovery,testing, monitoring, clean-up or neutralization of pollutants and hazardous substances. b. Determinations or advertisement related to the existence or proportion of asbestos or lead paint, or the modification, installation, abatement, or removal of any product, material, or process containing asbestos or lead paint. C. Compliance with current ADA standards/requirements. 101Page Attachment B Paulson & Clark Engineering Structural I Mechanical I Electrical I Security Project: Arden Hills City Hall HVAC Replacement To: Dave Perrault — City of Arden Hills From: Travis Willemssen, P.E. Senior Mechanical Engineer Final Project Scope: • Replace existing domestic hot water heater with new high efficiency model. Provide new flue & air intake piping. Reconnect to existing domestic water & gas piping. • Replace (2) existing boilers with (2) new high efficiency models. Provide new flue & air intake piping. Provide new heating water pumps. Reconnect to existing heating water & gas piping. • Replace (3) existing air-cooled condensing units with new high efficiency models. Replace existing cooling coils in (3) existing air handling units. Provide new refrigerant piping. • Replace existing unit heater in mechanical room. Reconnect to existing heating water piping. • Replace damaged duct liner in existing lower level return duct. Proposed Schedule: • August 28 — Issues bid documents • September 22 — Bid date • September 28 — Project is awarded • October 12 — Construction Begins • April 30 —Substantial Completion Page 1 of 1 CONSENT ITEM—6N ,-iI�EN HILLS MEMORANDUM DATE: August 24, 2020 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Approve Resolution 2020-034 Approving LJFD Contract Cities Agreement and Authorizing Expenditures for LJFD Land Purchase Budgeted Amount: Actual Amount: Funding Source: N/A $341,000 Public Safety Capital Council Should Consider The Council should consider approving Resolution 2020-034 approving the three cities agreement regarding the purchase of vacant land for a future fire station and authorizing the City to pay the Lake Johanna Fire Department for its proportional share of the land purchase and future road relocation cost. Background Following a needs assessment and direction from the Lake Johanna Fire Department (LJFD) Board of Directors, the City of Shoreview, the City of North Oaks, and the City of Arden Hills, the LJFD is in the final stages of purchasing land on Pine Tree Drive to be used as a future fire station (note: there are no current plans or timeline on moving forward with the construction of a new station). An in-depth background on the needs assessment and the fire department can be found on the City's website at www.cilyofardenhills.org/1005/Proposed-Fire-Station-Location, or on the LJFD's website at www.ljfdorg. In short, the needs assessment reviewed the fire department's current operating structure and looked forward to the department's needs over the next fifty years. The assessment concluded that the current station model was not sufficient and recommended closing Station 4 (3615 Victoria St, Shoreview) and constructing a new Head Quarters with additional training, administrative, and equipment space. The recommended location was between Lexington Ave and Snelling Ave along County Road E. Following the fire department's review of potential locations, it identified property adjacent to Bethel University's Anderson Center on Pine Tree Drive as the ideal location. The ideal location was brought forward to both the Board of Directors and the three cities for consideration. Both the board of directors and the three cities gave direction to engage with Bethel University on acquiring the land. The City of Arden Hills has one vote on the board of directors while North Oaks and 1 Shoreview have one and two, respectively. It should also be noted that as discussions were ongoing with the fire department and the University, the University also moved forward to subdivide their existing Anderson Center parcel creating two additional parcels, one for the proposed fire station and one for other development. The other parcel created is currently being pursued by a private developer for senior housing units. The development of these two lots will not have an impact on the Crepeau Nature Preserve to the south of the Anderson Center. Following discussions with Bethel University, a tentative agreement was reached between the fire department and the University, and the fire department followed through with a purchase agreement. The purchase agreement allows the fire department a due diligence period through August 21, 2020, and a closing date of no later than September 21, 2020. Following its due diligence, the fire department is intending to move forward with the purchase of the land. The purchase of the land includes two costs: the first being the cost of the land at $1,350,000 and the second being the department's share of the cost to relocate the existing access road not to exceed $325,000. The fire department is also contributing $300,000 of its General Fund money towards the land acquisition; this leaves the cost to the cities at $1,375,000 ($1,350,000 + $325,000 - $300,000), assuming the road relocation cost comes in at the maximum amount. Traditionally, the three cities, Arden Hills, North Oaks, and Shoreview fund the fire department's operating and capital expenses. Each City will be responsible for its respective share of the land acquisition and road relocation at the following amounts: Arden Hills $341,000, North Oaks $193,875, and Shoreview $840,125. In-order to move forward with the land acquisition and outlining future obligations, the attached agreement (see Attachment A) will need to be approved by all three cities. The agreement outlines each city's responsibility with respect to the land acquisition, future construction timing and financing, and language should the fire station not be constructed or if the LJFD ceases to serve the cities. This agreement has been reviewed by the City Attorney, and he is comfortable with the proposed language. The City Council has reviewed this document on multiple occasions. A few of the highlights to the agreement are: -Section 2.3: One city will bond for the station construction, and the other two cities will annually reimburse the financing city in-accordance with the cost share formula. -Section 2.5: The construction of the station will have a start date of no later than June 30, 2026, unless otherwise mutually agreed upon. -Section 2.7: The City of Arden Hills shall have the option to acquire the property and buildings should the LJFD no longer serve the cities and if a suitable successor organization cannot be identified to utilize the property. -Section 2.8: Should the station construction not move forward, the City will have the option to acquire the land. If the City does not exercise this option and two-thirds of the cities agree to sell the land, then the land will be sold and each city will receive its proportional share of the proceeds. Prior to construction of the station, a Joint Powers Agreement (JPA) will be needed by the three 2 cities which will further outline and identify responsibilities, operations, and ownership of the new station. This JPA will also allow the cities to utilize bond funding for the project. This agreement is not needed at this time, and will be developed prior to the commencement of construction of the new station. The attached resolution (see Attachment B) will authorize the Mayor to enter into the three cities agreement to move forward with the land acquisition and authorize the City to fund its share of the land acquisition and the future road relocation. Budget Impact The city's cost to acquire the land of$341,000 is not currently included in the City's budget for 2020; however, the Council has previously discussed using a portion of the previous year's General Fund balance (per the City's Fund Balance Policy) to fund this expenditure so as not to negatively impact the Public Safety Capital Fund. For the future station construction, the City will need to begin putting aside additional money into the Public Safety Capital budget; the first installment of this additional money ($50,000) was proposed by staff in the preliminary 2021 budget. Attachment Attachment A: LJFD Three Cities Agreement Attachment B: Resolution 2020-034 Approving LJFD Contract Cities Agreement and Authorizing Expenditures for LJFD Land Purchase Attachment C: Location Map 3 Attachment A AGREEMENT BETWEEN CITY OF SHOREVIEW,NHNNESOTA, CITY OF ARDEN HILLS,NHNNESOTA, AND CITY OF NORTH OAKS,NHNNESOTA FOR THE LAKE JOHANNA FIRE DEPARTMENT FIRE STATION PROJECT THIS AGREEMENT is made and entered into the day of , 2020 by and between THE CITY OF SHOREVIEW, a municipal corporation and political subdivision of the State of Minnesota, THE CITY OF ARDEN HILLS, a municipal corporation and political subdivision of the State of Minnesota, and THE CITY OF NORTH OAKS, a municipal corporation and political subdivision of the State of Minnesota(hereinafter jointly referred to as the "Parties" and individually as each "City") (the "Agreement"). RECITALS WHEREAS, each City is responsible for providing fire protection and prevention services for the people and institutions within its boundaries; and WHEREAS, each City contracts with Lake Johanna Fire Department to provide each City's fire protection and preventions services; and WHEREAS,the costs of said fire protection and prevention services are allocated pursuant to contracted service agreements between the Parties and Lake Johanna Fire Department; and WHEREAS, Lake Johanna Fire Department conducted a needs analysis that reviewed the adequacy of Fire Station number 4 and identified future department facility needs; and WHEREAS,the needs analysis concluded that the existing Fire Station number 4 located at 3615 Victoria Street in the City of Shoreview,MN,was undersized and had many deficiencies; and WHEREAS, the needs analysis concluded that it would not be feasible to expand the station, due to the limited lot size and subpar access to Victoria Street on the north of the railroad tracks, and this location may impact response times; and WHEREAS, Lake Johanna Fire Department reviewed potential property locations in southern Shoreview and Arden Hills; and WHEREAS, Lake Johanna Fire Department identified vacant property owned by Bethel University on Pine Tree Drive in the City of Arden Hills, MN ("the Property") as a potential site for a new fire station; and WHEREAS, the Property is large enough to accommodate headquarters for Lake Johanna Fire Department and has improved access ideally situated to cover southern Arden Hills and Shoreview as well as the entire service area for Lake Johanna Fire Department; and WHEREAS, Lake Johanna Fire Department's Board of Directors authorized the Fire Chief to negotiate and execute a letter of intent to purchase the property from Bethel University; and WHEREAS, in early April 2020, Lake Johanna Fire Department and Bethel University executed a letter of intent to purchase the Property for a purchase price of$1.35 million; and WHEREAS, the letter of intent also requires Lake Johanna Fire Department to contribute one third of the cost,up to a maximum of$325,000, to relocate an access road on the Property; WHEREAS, the purpose of this agreement is to define each City's responsibilities for the Lake Johanna Fire Department's purchase of the Property and the construction of improvements on the Property ("the Project"); and WHEREAS,the new fire station would be owned and operated by the Lake Johanna Fire Department to serve the three contract cities of Arden Hills,North Oaks, and Shoreview,the Parties. AGREEMENT NOW,THEREFORE, in consideration of the mutual undertakings herein expressed,the City of Shoreview,the City of Arden Hills, and the City of North Oaks agree as follows: 1 Term of Agreement 1.1 Effective date: This Agreement and any amendments thereto shall be in full force and effect upon the filing of a certified copy of the resolution approving this Agreement by each City. Said resolutions shall be filed with the Shoreview City Attorney who shall notify each City in writing of its effective date. 1.2 Expiration date: This Agreement expires upon the Bond, issued pursuant to paragraph 2.3, being repaid in full. 2 Agreement between the Parties 2.1 Cost. The cost of the land purchase, access road relocation, and property improvements of the Property will be funded by a $300,000 contribution from the Lake Johanna Fire Department and by contributions from each City allocated proportionally through the current cost share agreement for fire department operations and capital costs. 2.2 Cost share formula. The cost share formula will be used to allocate each City's contribution for the land acquisition, and is currently defined as 25%population, 25% households,40% fire calls, and 10% assessed value. 2.3 Bond issuance. At the time financing is needed for the construction of a new station, the financing will be provided by the following method: 2 Unless otherwise unanimously agreed upon, one of the Parties will provide financing for the cost to construct a station (the "Financer City"), including any costs associated with the financing, and each of the other Parties will annually reimburse t the Financer City for its portion of the debt service payment based on the cost formula. Should a station be constructed in the allotted timeline for reimbursement of the land acquisition costs,the Financer City will include the land acquisition costs in the financing and each Party will be repaid via the financing proceeds for their portion of the land acquisition. If the Station is not constructed in the time frame that is necessary to include the property acquisition costs as part of the financing, each Party will be responsible for their proportionate share of the property acquisition costs in accordance with the cost share formula in effect at the time. 2.4 Bond repayment. The bond issue will be repaid through annual appropriations by each Party consistent with the cost share formula calculated and adjusted annually to account for growth and development in each respective City. 2.5 Station Construction. Station construction will begin no later than June 30, 2026, unless an alternative date is unanimously agreed upon by the Parties. 2.6 Development Approvals. The City of Arden Hills will review the proposed project as part of its normal development process. 2.7 Option to Acquire. Should the Lake Johanna Fire Department no longer serve the City of Arden Hills or no longer use, occupy, or otherwise cease to operate in the fire station, the fire station, at the discretion of the JPA,may be used by a successor organization that provides fire protection to the Parties. Should no acceptable successor organization be identified the City of Arden Hills will have the option to reimburse the other two Parties,the Cities of Shoreview and North Oaks, for their respective contributions to the purchase of the Property, construction of the fire station, and any applicable capital improvements to the station plus inflation as measured by the Consumer Price Index (CPI) and take ownership of the land and associated buildings. 2.8 Project Abandonment, Option. If the project does not move forward and the station is not constructed, the City of Arden Hills will have the option to reimburse the other Parties for their direct cost to acquire the land and take ownership of the land. Should the City of Arden Hills not exercise this option, the land shall be sold if 2/3 of the parties agree and the proceeds will be divided amongst the Parties and fire department based on their initial direct cost for the land purchase of the Property. 3 3 Assignment,Amendments,Waiver, and Contract Complete 3.1 Assignment. The Parties may not assign or transfer any rights or obligations under this Agreement. 3.2 Amendments. Any amendment to this Agreement must be in writing and will not be effective until it has been signed and approved by the signatories of each City who signed and approved the original Agreement, their successors in office, or other individual duly authorized. 3.3 Waiver. If any party fails to enforce any provision of this Agreement, that failure does not waive the provision or the right to enforce it in the future. 3.4 Contract Complete. This Agreement contains all negotiations and agreements between the Parties. No other understanding regarding this Agreement,whether written or oral, may be used to bind the Parties. 4 Liability Each City will be responsible for its own acts and behavior and the results thereof and shall not be responsible or liable for the other Party's actions and consequences of those actions. The Minnesota Municipal Tort Claims Act, Minn. Stat. Ch. 466, governs the municipality's liability. 5 Venue Venue for all legal proceedings involving this Agreement, or its breach, must be in the appropriate state or federal court with competent jurisdiction in Ramsey County, Minnesota. 6 Signatures This Agreement may be executed in several counterparts, and all so executed shall constitute one Agreement, binding the Parties notwithstanding that each City may not be a signatory to the original of the same counterpart. 4 IN WITNESS WHEREOF,the Parties have hereunto set their hands the day and year first above written. CITY OF SHOREVIEW By: Mayor SEAL DATED: , 2020 ATTEST: City Clerk 5 CITY OF ARDEN HILLS By: Mayor SEAL DATED: , 2020 ATTEST: City Clerk 6 CITY OF NORTH OAKS By: Mayor SEAL DATED: , 2020 ATTEST: City Clerk 7 Attachment B CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 2020-034 RESOLUTION AUTHORIZING THE MAYOR TO ENTER INTO THE LAKE JOHANNA FIRE DEPARTMENT THREE-CITIES AGREEMENT AND AUTHORIZE THE EXPENIDTURE OF FUNDS FOR THE CITY'S SHARE OF LAND ACQUISTION WHEREAS,the City of Arden Hills is one of three cities that receives fire protection from the Lake Johanna Fire Department; and WHEREAS, the Lake Johanna Fire Department underwent a needs assessment in 2018 that highlighted deficiencies in their current station operating model; and WHEREAS, the needs assessment recommended the closure of Station 4 (3615 Victoria St., Shoreview) and a new station be constructed to better serve the three cities over the next fifty years; and WHEREAS, the fire department identified a site on Pine Tree Drive as the ideal location and received direction from their board of directors and the three cities to enter into negotiations with Bethel University on acquiring the site; and WHEREAS, the fire department entered into a purchase agreement for the site and has completed their due diligence; and WHEREAS, the three cities, Arden Hills, North Oaks, and Shoreview, have drafted an agreement outlining the land acquisition and future responsibilities for the construction of the station; and WHEREAS, each city has reviewed the agreement and will need to formally approve it to move forward with the land acquisition. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Arden Hills, Minnesota, authorizes the Mayor to enter into the three-cities agreement presented to the City Council on August 24, 2020 regarding the land acquisition for a future fire station and authorizes City Staff to make payment to the Lake Johanna Fire Department for the City of Arden Hills proportional share as outlined in the agreement not to exceed $341,000. To view the final document, access adopted Resolutions via Arden Hills Public Laserfiche Weblink by visiting cityofardenhills.org and clicking on Archived Documents under Helpful Links on our main webpage. ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 24 DAY OF August, 2020. David Grant, Mayor ATTEST: Julie Hanson, City Clerk 12231574v1 Map of Existing and Proposed Fire Stations Attachment C F I L .I �F •' -wo I W AR N HILL 9 'ob-, r � AR HILL rl ail Lin i I.Ir l. k f 1r�L�F a Mt Mfg—44 Sul i I +I Existing Fire Station Proposed Fire Station Location Map County Road E Weswmv 1,> , r �1 a ■ =_ �n Proposed location i� 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 MN Statute 466.03 Subd 21. NEW BUSINESS— 9A ,- iRZEN HILLS MEMORANDUM DATE: August 24, 2020 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Mike Mrosla, Community Development Manager/City Planner SUBJECT: Small Business Emergency Assistance Grant Program Budgeted Amount: Actual Amount: Funding Source: N/A $150,000 CARES Act Council Should Consider A motion to adopt resolution 2020-035 establishing a Small Business Emergency Assistance Grant Program in response to the COVID-19 pandemic. Background On June 25 Governor Tim Walz announced a plan to distribute $853 million in federal funding to Minnesota communities impacted by the COVID-19 pandemic. The funding was authorized by the Federal Coronavirus Aid,Relief, and Economic Security(CARES)Act. City funding was calculated on a formula of$75.34 per capita and the amount allocated to the City of Arden Hills totals$745,040. The City submitted its certification form for Coronavirus Relief Fund (CRF)monies on July 6. The funds are now available and the City is required to expend all of its funds by November 15, 2020. At its August 10, 2020 work session, the City Council and staff discussed establishing a Small Business Emergency Assistance Grant Program in response to the significant challenges currently facing local businesses related to the COVID-19 pandemic. The State of Minnesota and Ramsey County have previously provided funding opportunities to businesses that have been impacted by COVID-19. Due to demand, the programs were oversubscribed and many businesses did not meet eligibility requirements imposed by the various programs. According to City data, Arden Hills has approximately 150 businesses. Ramsey County has provided funding to seven (7) Arden Hills businesses and it is unknown at this time if any local businesses received assistance from the State. At the direction of the City Council, the City of Arden Hills will make available $150,000.00 of CARES Act Funds to create a Small Business Emergency Assistance Grant Program. The intent of the grant program would be to provide financial assistance to local businesses to help them continue their operations,preserve employment, and prevent business closures in an effort to encourage long- term economic vitality in Arden Hills. The program would provide locally-owned and operated businesses with an emergency grant of up to $5,000. To be eligible to receive a grant, a business must demonstrate loss due to COVID-19 and meet the eligibility requirements and program parameters (Attachment A). Page 1 of 2 Interested business would be asked to complete and submit an application (Attachment B). As part of the application, applicants would also be encouraged to provide proof of application submittal, acceptance, approval and/or denial of state and federal emergency financing programs. Upon a successful grant application being awarded funds, the applicant would be required to sign an acknowledgment agreement under which the applicant agrees to spend the awarded funds on eligible uses. As a condition for receiving grant funding, all grant recipients would be required to submit a brief report documenting how the grant funds were utilized by November 30, 2020. Funds for grants will be distributed on a first-come, first-considered/awarded basis. Applications will be accepted until September 15, 2020 or when all general grant funds are fully committed. Each general grant application will be considered independently in the order received until funding is expended. Once all available funding has been expended, any remaining eligible applications not receiving funding will be held and considered if future funding rounds become available. Staff will report back to the City Council to discuss the feasibility of additional funding opportunities. If approved, staff will finalize the implementation of the new program such as begin promoting the program through emails, the website, and social media. Budget Impact The city is looking to make available $150,000 from the CARES Act Funds for the proposed Small Business Emergency Assistance Grant Program. Council shall consider The following are motion language options for the City Council to consider. 1. Approval: A motion to adopt resolution 2020-035 establishing a Small Business Emergency Assistance Grant Program in response to the COVID-19 economic. 2. Approval with Amendments: A motion to adopt resolution 2020-035 establishing a Small Business Emergency Assistance Grant Program in response to the COVID-19 economic with amendments. 3. Denial: Motion to dent/ a motion to adopt resolution 2020-035 establishing a Small Business Emergency Assistance Grant Program in response to the COVID-19 economic. 4. Table: Motion to table a motion to adopt resolution 2020-035 establishing a Small Business Emergency Assistance Grant Program in response to the COVID-19 economic. Attachments A. Small Business Emergency Assistance Grant Program Parameters B. Small Business Emergency Assistance Grant Application C. Resolution No. 2020-035 Page 2 of 2 Attachment A ,fi` DEN HILLS Small Business Emergency Assistance Grant Program Parameters Grant amount: 1. At the direction of the City Council the City of Arden Hills will make available $150,000.00 of Coronavirus Relief Funds for the Small Business Emergency Assistance Grant Program. 2. The maximum grant amount shall be $5,000.00 per eligible business. 3. Depending on available funding and demand for the program additional rounds of funding may become available at a future date. Eligibility Requirements: 1. Any Arden Hills business meeting the below criteria who can demonstrate loss due to COVID-19 excluding home-based businesses, self-employed, and individual contractors. 2. The business shall have a physical address (proof of address required)within the City. 3. Business shall be in operation long enough to demonstrate financial viability prior to the State of Minnesota Emergency Executive Order 20-04 (March 16, 2020). 4. The business shall employ between 3 and 45 persons prior to March 31, 2020. 5. All businesses shall be in good standing with the city. a. All businesses shall be a conforming or a legally nonconforming use under the current zoning regulations of the city. b. Businesses shall not be in violation of the city's zoning code. c. Businesses shall not have delinquent taxes, bills or charges due to the City from February 2020 or prior. 6. Applicants are strongly encouraged to claim all applicable private insurance and utilize all other sources of applicable assistance available from other private and public sources, including requests for rent/mortgage, utility and loan deferrals or forgiveness. Applicants are also strongly encouraged to apply for emergency loans through the Small Business Administration (SBA) and Minnesota Department of Employment and Economic Development(DEED)prior to applying for this grant. 7. Applications must include proof of application submittal, acceptance, approval and/or denial of state and federal emergency financing programs. Non-eligibility Requirements: 1 1. Businesses that do not have a physical address within the City. 2. Businesses that derive income from passive investments without operational ties to operating businesses within the City; real estate transactions; property rentals or property management. 3. Businesses that primarily focus in on speculative activities based on fluctuations in price rather than the normal course of trade. 4. Businesses that primarily generate income from gambling activities. 5. Businesses that engage in activities prohibited by law. 6. Businesses that have no current or historical financial statements. 7. Businesses that earn revenue from pyramid schemes, lending services and/or day trading/short term investments. 8. Businesses that previously received emergency funds from the city during the current round of funding. Program Guidelines The Small Business Emergency Assistance Grant has the following terms and conditions: 1. Amount:Businesses may apply for a one-time emergency grant of up to$5,000. Applicants should apply for the total amount that they can safely guarantee will be used for the eligible uses found in paragraph 3, below even if the amount exceeds $5,000, in the event a future round of funding is considered. 2. Term: All grant awards must be utilized by November 15, 2020. 3. General Grant Uses: Awarded funds may be used exclusively for operating expense purposes, defined as current payroll obligations (i.e. may not include employees who have been laid off), lease or mortgage payments, utilities, accounts payable, and other critical business expenses that can't be paid as a direct result of the current health emergency. Awarded funds may not be used for business owner's/manager's personal uses or expenses. 4. Proof of Need: All applicants must demonstrate financial need for grant funds prior to approval. This includes but is not limited to the previous year's annual gross revenue, average monthly gross revenue prior to COVID-19, and projected monthly gross revenue for the next three months. Additionally, applicants are encouraged, but not required to provide evidence of application submittal, acceptance, approval and/or denial of state and federal emergency financing programs. This could simply include an email response from these agencies. 5. Proof of Expenses: Applicant shall provide proof of eligible expense(s) requested to be paid with grant funds. 6. Reporting: As a condition for receiving grant funding, all grant recipients are required to submit a Certification of Expenses form to the City upon funds being issued or before November 30, 2020 specifying how the entirety of the grant funds were utilized. 2 7. Disbursement of Funds: The City will award grant funds on a first-come, first- considered/awarded basis. Once a business is notified, the City will distribute the funds by check within 7-10 business days. 8. Termination: The City of Arden Hills retains the right to terminate any agreement under the Emergency Assistance Program if a grant recipient is found to be in violation of any conditions set forth in the grant guidelines or grant agreement. 9. Right to Deny: The City of Arden Hills retains the right to deny any application for grant funding for any reason. 10. Funding Availability: The Small Business Emergency Assistance Program has a limited amount of general grant funds available. For general grants, awards will be provided on a first-come, first-considered basis until the earlier of the date the fund is exhausted, or the City-declared state of emergency is lifted. 11. Indemnification: All grant recipients shall be required to indemnify the City of Arden Hills, and any officers acting on their behalf. 12. Minnesota Data Practices Disclaimer: While the City does not intend to proactively display, share or advertise business financial information provided as part of the application and review process, confidentiality of such data cannot be guaranteed and is subject to Minnesota Data Practices Act with regard to public access to data. Application Process Application requirements will involve providing: 1. Basic details about the business: business name/type/sector, State Tax ID number. 2. Amount of general grant funding being requested. 3. Number of employees employed by the business as of March 16, 2020 and the number as of the time of this application. 4. Information regarding operations during the COVID-19 pandemic/Stay-at-Home executive order(s), including dates the business was required to be closed due to State of Minnesota orders (actual or est. dates), whether the business is/was subsequently operating under reduced services/capacity restrictions per State of Minnesota. 5. Proof of financial need: Examples include revenue/financial statements demonstrating business impacts due to the COVID-19 pandemic and associated executive orders. 6. Proof of eligible expenses: Examples include proof of payroll expenses, paid/unpaid business invoices, mortgage/rent/utility/statements, property taxes and/or other business- related expenses. 7. Narrative descriptions and estimated calculations of the negative impacts on the business due to COVID-19, including the operational effect of closure and subsequent reopening/partial reopening of operations following the COVID-19 executive orders. 8. Information on the intended use of the grant funds and which eligible expenses will be addressed with the funds. 9. Supporting documentation and application attachments. 3 10. If the business is not already registered as part of the City's Business Registration program, a completed registration must be submitted prior to funding disbursement. 11. Signature of owner and/or managing partner(s). 12. Fully completed and signed applications along with required documents. 13. Upon submission of application, applicants will receive an email confirming receipt of application. 14. The application will be reviewed for eligibility upon receipt. If additional information or documentation is necessary, staff will contact the applicant. All applicants will be given one (1) week after being contacted to submit any additional information. 15. Funds for grants will be distributed on a first-come, first-considered/awarded basis. Applications will be accepted until September 15, 2020 or when all general grant funds are fully committed. Each general grant application will be considered independently in the order received until funding is expended. Once all available funding has been expended, any remaining eligible applications not receiving funding will be held and considered if future funding rounds become available. 4 'It Attachment B -AI�EN HILLS Small Business Emergency Assistance Application Applicant Information Business Name: Legally Registered Business Name (if different from above): State Tax ID number: Business Address(proof of address required): Business General Phone: Business General Email: Website: Business Owner/CEO Information (Person completing this application) Name: Title: Address: Phone number: Email: How long have you been in business? When did your business begin operating in Arden Hills? Is your business registered with the Minnesota Secretary of State? Yes ❑ No ❑ Is your business currently in good standing with the Minnesota Secretary of State?Yes ❑ No ❑ Ownership structure of your business: Sole Proprietorship ❑ LLC ❑ Partnership ❑ S Corp ❑ C Corp ❑ Other ❑ Industry Classification: Health Care and Social Assistance ❑ Finance/Insurance ❑ Retail and Trade Arts, ❑ Entertainment, Recreation ❑ Manufacturing ❑ Professional Services ❑ Hospitality/Food Service ❑ Construction/ Landscaping ❑ Other Please provide a brief history of your business: 1 Employment Information Current Operating Status Open for business or operating online ❑ Open for business but with reduced hours ❑ Closed by still operating onsite or remotely ❑ Completely closed ❑ What was your total employment prior to the emergency declaration? Were you forced to make any employment changes as a result of the emergency declaration? Yes ❑ No ❑ Please describe: Please describe any other impacts you have experienced as a result of COVID-19: Financial Information Were you forced to close due to the Governor's declaration mandate? Yes ❑ No ❑ What was your annual gross receipts or sales from last year? What is your projected gross receipts or sales for the next three months? Estimated monthly gross receipts or sales loss due to COVID-19. Have you filed a business interruption insurance claim? Yes ❑ No ❑ Have you applied for financial assistance from the Federal or State Government?(Please provide evidence.)Yes ❑ No ❑ Please describe: 2 If you have applied for assistance,which type? SBA Payroll Protection Program ❑ SBA Emergency Injury Disaster Loan ❑ EIDL ❑ SBA$10,000 Cash Advance ❑ MN DEED Small Biz Emergency Loan ❑ Other *Applications must include proof of application submittal, acceptance, approval and/or denial of state and federal emergency financing programs. If the applicant has applied for additional funding sources through the SBA, State, or Federal Programs, please briefly describe how the business intends to use the funds and the amount of assistance received. What will the funds be used for? Please provide information on the intended use of the grant funds. Funds may be used for previously incurred expenses beginning March 1, 2020 and up to November 15, 2020. Please note:This round of funding is capped at$5,000 per request. However, additional funding may be available at a later date. Lease or Mortgage Payments: Payroll (Wages excluding Federal and State withholdings): Utilities: Insurance: Payments to Suppliers: Business consulting to modify operations due to COVID: Other Business Expenses(please list below): TOTAL GRANT REQUEST: (Max. $5,000) Are all of the expenses you are seeking funding for incurred after March 1, 2020 and prior to November 15, 2020?Yes ❑ No ❑ 3 Please briefly describe your plans on resuming normal operations following the COVID-19 Pandemic. Required Supporting Documentation 1. Most recent year tax return. 2019 Federal Business Returns or appropriate business tax schedule based on entity type. If 2019 tax return is not available, 2018 is acceptable. 2. Monthly Profit& Loss Statements for the following months: March, April, May and June 2020. 3. If you lease your business space, please provide a letter from your landlord stating you were current on rent prior to March 16, 2020, or provide a statement showing rent was current prior to March 16, 2020. 4. Proof of eligible expenses from March 1, 2020 to November 15, 2020 seeking funding for: Examples may include payroll documentation; mortgage/rent statements; utility statements; insurance statements or invoices; other invoices and/or receipts for qualified business expenses. 5. Proof of application submittal, acceptance, approval and/or denial for Federal Small Business Administration Emergency Assistance or Minnesota DEED Emergency Assistance if you have applied to these programs. 6. Form 941: Employer's Quarterly Federal Tax Return for Q1 2020. 7. W-9 with signature. 8.Any other supporting documentation that would assist in answering questions above. Applicant Acknowledgements 1. The Applicant shall hold the City of Arden Hills, MN, its officers, consultants, attorneys, and agents harmless from any and all claims arising from or in connection with the Small Business Emergency Assistance Grant Program or its Application (Grant Application), including but not limited to, any legal or actual violations of any State or Federal laws. 2. The Applicant recognizes and agrees that the City of Arden Hills retains absolute authority and discretion to decide whether or not to accept or deny any particular Grant Application, and that all expenditures, obligations, costs,fees, or liabilities incurred by the Applicant in connection with the Grant Application are incurred by the Applicant at its sole risk and expense. 3. The Applicant acknowledges that they have read the Small Business Emergency Assistance Grant Program eligibility requirements and understands that if the application is approved for funding, grant funds awarded must only be used to pay eligible expenses. 4. The Applicant acknowledges that they understand data submitted in relation to this application will become government data and is subject to federal and state data laws. Some of the data may be considered private or nonpublic prior to the award of financial assistance, while some limited data may 4 be considered private or nonpublic even following the award.The City will not publicize your business plans, customer lists, income tax returns, design/market/feasibility studies, income and expense reports, or any other data classified as private or nonpublic under Minn. Stat. §13.591.Application data submitted by organizations that are not selected for grant funding will only be released upon request and as required by Minn. Stat. Chapter 13 or other applicable state/federal law. Application or evaluation data may also be shared with any entity that has a legal right to the data under Minnesota or federal law, including under court order. You can refuse to supply any or all of the requested information, which you are not legally required to provide. 5. Financial Assistance Certification: I hereby certify that the Small Business Emergency Assistance Grant Program is necessary and due to direct and adverse effects related to the COVID-19 Pandemic. The undersigned, a duly authorized representative of the Applicant, hereby certifies the foregoing information is true, correct, and complete as of the date hereof; and agrees that: • All proceeds from the grant will be used for eligible business expenses under the Small Business Emergency Assistance Grant Program including compliance with Federal CARES Act program requirements; • If grant funds are used solely for expenses previously incurred,the applicant will file a Certification of Expenses with the City of Arden Hills prior to funds being released. If grant funds are used for expenses yet to be incurred but no later than November 15, 2020,the applicant will file a Certification of Expenses form with the City of Arden Hills no later than November 30, 2020 indicating how funds were spent; • Applicant shall be bound by all terms and provisions of the Small Business Emergency Assistance Grant Program. Name/Title of Authorized Business Representative Signature of Authorized Business Representative Date 5 Certification of Expenses All grant recipients are required to certify use of funds for requested and eligible uses. Eligible expenditure of funds are subject to Federal CARES Act regulations. Business name: Business street address: City: State: Zip Code: 1. What was the total amount of grant received? $ 2. Did you utilize the funds as expected and stated in your application? ❑Yes ❑ No, please explain 3. Please specify how awarded funds were utilized. Include expenses and amounts up to total amount of grant. For example: Payroll—2 employees, 2 weeks: $3,000, May Rent-$2,000. Attach supporting documentation. I hereby certify that the grant I received from the City of Arden Hills under the Small Business Emergency Assistance Grant Program was applied for, and was spent, in accordance with the program guidelines, Federal Cares Act, and use of funds was used exclusively for eligible expenses related to COVID-19 public health emergency. I hereby acknowledge that the IRS has noted that the receipt of a government grant by a business generally is not excluded from the business's gross income under the Code and therefore is taxable. https://www.irs.gov/newsroom/cares-act-coronavirus-relief-fund-frequently-asked-questions I hereby acknowledge that any grant funds determined to have been inappropriately applied for or expended are subject to forfeiture and repayment to the City. Name/Title of Authorized Business Representative Signature of Authorized Business Representative Date Attachment C HICKS CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 2020-035 RESOLUTION ESTABLISHING A SMALL BUSINESS EMERGENCY ASSISTANCE GRANT PROGRAM IN RESPONSE TO COVID-19 PANDEMIC WHEREAS, the federal and state governments have provided federal financial assistance through the Federal Coronavirus Aid, Relief, and Economic Security (CARES) Act to Minnesota cities impacted by the COVID-19 pandemic, The funds are now available and the City is required to expend all of its funds by November 15, 2020, and; WHEREAS, one of the eligible costs for use of the federal funding is to provide financial assistance to local businesses that have been financially impacted by the pandemic, and; WHEREAS, the City Council at its August 10 work session discussed and evaluated its options for providing financial assistance to its local businesses in accordance with CARES Act funding and guidelines, NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Arden Hills, Minnesota, that: 1. A Small Business Emergency Assistance Grant Program is hereby established and $150,000.00 of CARES Act Funds is hereby made available to provide grants to local businesses to assist them to continue operations, preserve employment, prevent closure, replace or offset lost revenues,reimburse for additional expenses, and assist in the recovery from the pandemic. 2. Upon application and proof of loss due to COVID-19 pandemic and eligibility criteria, the Grant Program will provide locally owned and operated businesses with an emergency grant up to $5000 per individual business, in order of application. 3. City staff and consultants are hereby authorized and directed to establish and prepare grant program rules and forms consistent with this Resolution and CARES Act requirements to implement the Grant Program. ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 24th DAY OF AUGUST, 2020. David Grant, Mayor ATTEST: Julie Hanson, City Clerk To view the final document, access adopted Resolutions via Arden Hills Public Laserfiche Weblink by visiting cityofardenhills.org and clicking on Archived Documents under Helpful Links on our main webpage.