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Home My WebLink About02-22-21-RAPPROVAL OF AGENDA PUBLIC INQUIRIES/INFORMATIONAL This is an opportunity for citizens to bring to the Council ’s attention any items not currently on the agenda which are relevant to the City. In addressing the Council, you must first state your name and address for the record. To allow adequate time for each person wishing to address the Council, speakers must limit their comments to three (3) minutes. Written documents may be distributed to the Council prior to the meeting to allow a more timely presentation. Speakers should not use obscene, profane, or threatening language, or make personal attacks. 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. RESPONSE TO PUBLIC INQUIRIES STAFF COMMENTS COVID -19 Update Dave Perrault, City Administrator MEMO.PDF APPROVAL OF MINUTES January 19, 2021 City Council Work Session 01 -19 -21 -WS.PDF January 25, 2021 Regular City Council 01 -25 -21 -R.PDF CONSENT CALENDAR Those items listed under the Consent Calendar are considered to be routine by the City Council and will be enacted by one motion under a Consent Calendar format. There will be no separate discussion of these items, unless a Councilmember so requests, in which event, the item will be removed from the general order of business and considered separately in its normal sequence on the agenda. Motion To Approve Claims And Payroll Gayle Bauman, Finance Director Pang Silseth, Accounting Analyst MEMO.PDF Motion To Adopt Resolution 2021 -009 Staying The Effective Date Of Ordinance Relating To The Sale Of Flavored Tobacco Products At Adults -Only Tobacco Stores And Approval Of Settlement Agreement And Release With Arden Hills Tobacco, Inc. Dave Perrrault, City Administrator MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF Motion To Approve Carryover Budget Funds From 2020 To 2021 For Hamline Avenue Crosswalk Project Gayle Bauman, Finance Director MEMO.PDF Motion To Adopt Resolution 2021 -010 Approving Plans And Specifications And Ordering Ad For Bids –Karth Lake Runoff Control Project David Swearingen, Interim Public Works Director MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF Motion To Approve Professional Services Agreement With Alliant To Prepare Feasibility Report, And Adopt Resolution 2021 -011 Ordering The Preparation Of Feasibility Report –Traffic Signal System –Lexington Avenue Improvement Project David Swearingen, Interim Public Works Director MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF Motion To Accept Resignation Of Community Development Manager/City Planner Dave Perrault, City Administrator MEMO.PDF Motion To Approve Proposal For On -Call City Engineer Services With HR Green And Designation Of HR Green As Engineer Of Record For The City Dave Perrault, City Administrator MEMO.PDF ATTACHMENT A.PDF Motion To Approve Elimination Of Recreation Coordinator Position Dave Perrault, City Administrator MEMO.PDF PULLED CONSENT ITEMS Those items that are pulled from the Consent Calendar will be removed from the general order of business and considered separately in its normal sequence on the agenda. PUBLIC HEARINGS NEW BUSINESS City Planner Recruitment Dave Perrault, City Administrator MEMO.PDF ATTACHMENT A.PDF UNFINISHED BUSINESS COUNCIL/STAFF COMMENTS ADJOURN Mayor: David Grant Councilmembers: Brenda Holden Fran Holmes Dave McClung Steve Scott Regular City Council Agenda February 22, 2021 7:00 p.m. City Hall Address: 1245 W Highway 96 Arden Hills MN 55112 Phone: 651 -792 -7800 Website : www.cityofardenhills.org City Vision Arden Hills is a strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, well -maintained infrastructure, fiscal soundness, and our long -standing tradition as a desirable City in which to live, work, and play. This meeting can be accessed remotely by joining via Zoom T o join the Zoom Meeting via your computer, click this link (or copy and paste it into a new browser): https://us02web.zoom.us/j/88933030907 This meeting will be streamed live on local Cable Channel 16 and available for playback on our website. CALL TO ORDER 1. 2. 3. 4. 4.A. Documents: 5. 5.A. Documents: 5.B. Documents: 6. 6.A. Documents: 6.B. Documents: 6.C. Documents: 6.D. Documents: 6.E. Documents: 6.F. Documents: 6.G. Documents: 6.H. Documents: 7. 8. 9. 9.A. Documents: 10. 11. APPROVAL OF AGENDAPUBLIC INQUIRIES/INFORMATIONALThis is an opportunity for citizens to bring to the Council ’s attention any items not currently on the agenda which are relevant to the City. In addressing the Council, you must first state your name and address for the record. To allow adequate time for each person wishing to address the Council, speakers must limit their comments to three (3) minutes. Written documents may be distributed to the Council prior to the meeting to allow a more timely presentation. Speakers should not use obscene, profane, or threatening language, or make personal attacks. 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.RESPONSE TO PUBLIC INQUIRIESSTAFF COMMENTSCOVID-19 UpdateDave Perrault, City Administrator MEMO.PDF APPROVAL OF MINUTES January 19, 2021 City Council Work Session 01 -19 -21 -WS.PDF January 25, 2021 Regular City Council 01 -25 -21 -R.PDF CONSENT CALENDAR Those items listed under the Consent Calendar are considered to be routine by the City Council and will be enacted by one motion under a Consent Calendar format. There will be no separate discussion of these items, unless a Councilmember so requests, in which event, the item will be removed from the general order of business and considered separately in its normal sequence on the agenda. Motion To Approve Claims And Payroll Gayle Bauman, Finance Director Pang Silseth, Accounting Analyst MEMO.PDF Motion To Adopt Resolution 2021 -009 Staying The Effective Date Of Ordinance Relating To The Sale Of Flavored Tobacco Products At Adults -Only Tobacco Stores And Approval Of Settlement Agreement And Release With Arden Hills Tobacco, Inc. Dave Perrrault, City Administrator MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF Motion To Approve Carryover Budget Funds From 2020 To 2021 For Hamline Avenue Crosswalk Project Gayle Bauman, Finance Director MEMO.PDF Motion To Adopt Resolution 2021 -010 Approving Plans And Specifications And Ordering Ad For Bids –Karth Lake Runoff Control Project David Swearingen, Interim Public Works Director MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF Motion To Approve Professional Services Agreement With Alliant To Prepare Feasibility Report, And Adopt Resolution 2021 -011 Ordering The Preparation Of Feasibility Report –Traffic Signal System –Lexington Avenue Improvement Project David Swearingen, Interim Public Works Director MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF Motion To Accept Resignation Of Community Development Manager/City Planner Dave Perrault, City Administrator MEMO.PDF Motion To Approve Proposal For On -Call City Engineer Services With HR Green And Designation Of HR Green As Engineer Of Record For The City Dave Perrault, City Administrator MEMO.PDF ATTACHMENT A.PDF Motion To Approve Elimination Of Recreation Coordinator Position Dave Perrault, City Administrator MEMO.PDF PULLED CONSENT ITEMS Those items that are pulled from the Consent Calendar will be removed from the general order of business and considered separately in its normal sequence on the agenda. PUBLIC HEARINGS NEW BUSINESS City Planner Recruitment Dave Perrault, City Administrator MEMO.PDF ATTACHMENT A.PDF UNFINISHED BUSINESS COUNCIL/STAFF COMMENTS ADJOURN Mayor:David Grant Councilmembers:Brenda Holden Fran HolmesDave McClungSteve Scott Regular City Council Agenda February 22, 20217:00 p.m. City Hall Address:1245 W Highway 96 Arden Hills MN 55112 Phone:651 -792 -7800 Website : www.cityofardenhills.org City VisionArden Hills is a strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, well -maintained infrastructure, fiscal soundness, and our long -standing tradition as a desirable City in which to live, work, and play.This meeting can be accessed remotely by joining via ZoomTo join the Zoom Meeting via your computer, click this link (or copy and paste it into a new browser): https://us02web.zoom.us/j/88933030907This meeting will be streamed live on local Cable Channel 16 and available for playback on our website.CALL TO ORDER1.2.3.4.4.A.Documents: 5. 5.A. Documents: 5.B. Documents: 6. 6.A. Documents: 6.B. Documents: 6.C. Documents: 6.D. Documents: 6.E. Documents: 6.F. Documents: 6.G. Documents: 6.H. Documents: 7. 8. 9. 9.A. Documents: 10. 11. APPROVAL OF AGENDAPUBLIC INQUIRIES/INFORMATIONALThis is an opportunity for citizens to bring to the Council ’s attention any items not currently on the agenda which are relevant to the City. In addressing the Council, you must first state your name and address for the record. To allow adequate time for each person wishing to address the Council, speakers must limit their comments to three (3) minutes. Written documents may be distributed to the Council prior to the meeting to allow a more timely presentation. Speakers should not use obscene, profane, or threatening language, or make personal attacks. 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.RESPONSE TO PUBLIC INQUIRIESSTAFF COMMENTSCOVID-19 UpdateDave Perrault, City Administrator MEMO.PDFAPPROVAL OF MINUTESJanuary 19, 2021 City Council Work Session01-19 -21 -WS.PDFJanuary 25, 2021 Regular City Council01-25 -21 -R.PDFCONSENT CALENDARThose items listed under the Consent Calendar are considered to be routine by the City Council and will be enacted by one motion under a Consent Calendar format. There will be no separate discussion of these items, unless a Councilmember so requests, in which event, the item will be removed from the general order of business and considered separately in its normal sequence on the agenda.Motion To Approve Claims And PayrollGayle Bauman, Finance DirectorPang Silseth, Accounting Analyst MEMO.PDFMotion To Adopt Resolution 2021 -009 Staying The Effective Date Of Ordinance Relating To The Sale Of Flavored Tobacco Products At Adults -Only Tobacco Stores And Approval Of Settlement Agreement And Release With Arden Hills Tobacco, Inc.Dave Perrrault, City Administrator MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFMotion To Approve Carryover Budget Funds From 2020 To 2021 For Hamline Avenue Crosswalk ProjectGayle Bauman, Finance Director MEMO.PDFMotion To Adopt Resolution 2021 -010 Approving Plans And Specifications And Ordering Ad For Bids –Karth Lake Runoff Control Project David Swearingen, Interim Public Works Director MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF Motion To Approve Professional Services Agreement With Alliant To Prepare Feasibility Report, And Adopt Resolution 2021 -011 Ordering The Preparation Of Feasibility Report –Traffic Signal System –Lexington Avenue Improvement Project David Swearingen, Interim Public Works Director MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF Motion To Accept Resignation Of Community Development Manager/City Planner Dave Perrault, City Administrator MEMO.PDF Motion To Approve Proposal For On -Call City Engineer Services With HR Green And Designation Of HR Green As Engineer Of Record For The City Dave Perrault, City Administrator MEMO.PDF ATTACHMENT A.PDF Motion To Approve Elimination Of Recreation Coordinator Position Dave Perrault, City Administrator MEMO.PDF PULLED CONSENT ITEMS Those items that are pulled from the Consent Calendar will be removed from the general order of business and considered separately in its normal sequence on the agenda. PUBLIC HEARINGS NEW BUSINESS City Planner Recruitment Dave Perrault, City Administrator MEMO.PDF ATTACHMENT A.PDF UNFINISHED BUSINESS COUNCIL/STAFF COMMENTS ADJOURN Mayor:David Grant Councilmembers:Brenda Holden Fran HolmesDave McClungSteve Scott Regular City Council Agenda February 22, 20217:00 p.m. City Hall Address:1245 W Highway 96 Arden Hills MN 55112 Phone:651 -792 -7800 Website : www.cityofardenhills.org City VisionArden Hills is a strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, well -maintained infrastructure, fiscal soundness, and our long -standing tradition as a desirable City in which to live, work, and play.This meeting can be accessed remotely by joining via ZoomTo join the Zoom Meeting via your computer, click this link (or copy and paste it into a new browser): https://us02web.zoom.us/j/88933030907This meeting will be streamed live on local Cable Channel 16 and available for playback on our website.CALL TO ORDER1.2.3.4.4.A.Documents:5.5.A.Documents:5.B.Documents:6.6.A.Documents:6.B.Documents:6.C.Documents:6.D. Documents: 6.E. Documents: 6.F. Documents: 6.G. Documents: 6.H. Documents: 7. 8. 9. 9.A. Documents: 10. 11. APPROVAL OF AGENDAPUBLIC INQUIRIES/INFORMATIONALThis is an opportunity for citizens to bring to the Council ’s attention any items not currently on the agenda which are relevant to the City. In addressing the Council, you must first state your name and address for the record. To allow adequate time for each person wishing to address the Council, speakers must limit their comments to three (3) minutes. Written documents may be distributed to the Council prior to the meeting to allow a more timely presentation. Speakers should not use obscene, profane, or threatening language, or make personal attacks. 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.RESPONSE TO PUBLIC INQUIRIESSTAFF COMMENTSCOVID-19 UpdateDave Perrault, City Administrator MEMO.PDFAPPROVAL OF MINUTESJanuary 19, 2021 City Council Work Session01-19 -21 -WS.PDFJanuary 25, 2021 Regular City Council01-25 -21 -R.PDFCONSENT CALENDARThose items listed under the Consent Calendar are considered to be routine by the City Council and will be enacted by one motion under a Consent Calendar format. There will be no separate discussion of these items, unless a Councilmember so requests, in which event, the item will be removed from the general order of business and considered separately in its normal sequence on the agenda.Motion To Approve Claims And PayrollGayle Bauman, Finance DirectorPang Silseth, Accounting Analyst MEMO.PDFMotion To Adopt Resolution 2021 -009 Staying The Effective Date Of Ordinance Relating To The Sale Of Flavored Tobacco Products At Adults -Only Tobacco Stores And Approval Of Settlement Agreement And Release With Arden Hills Tobacco, Inc.Dave Perrrault, City Administrator MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFMotion To Approve Carryover Budget Funds From 2020 To 2021 For Hamline Avenue Crosswalk ProjectGayle Bauman, Finance Director MEMO.PDFMotion To Adopt Resolution 2021 -010 Approving Plans And Specifications And Ordering Ad For Bids –Karth Lake Runoff Control ProjectDavid Swearingen, Interim Public Works Director MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFMotion To Approve Professional Services Agreement With Alliant To Prepare Feasibility Report, And Adopt Resolution 2021 -011 Ordering The Preparation Of Feasibility Report –Traffic Signal System –Lexington Avenue Improvement ProjectDavid Swearingen, Interim Public Works Director MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFATTACHMENT C.PDFMotion To Accept Resignation Of Community Development Manager/City PlannerDave Perrault, City Administrator MEMO.PDFMotion To Approve Proposal For On -Call City Engineer Services With HR Green And Designation Of HR Green As Engineer Of Record For The CityDave Perrault, City Administrator MEMO.PDFATTACHMENT A.PDFMotion To Approve Elimination Of Recreation Coordinator PositionDave Perrault, City Administrator MEMO.PDFPULLED CONSENT ITEMSThose items that are pulled from the Consent Calendar will be removed from the general order of business and considered separately in its normal sequence on the agenda.PUBLIC HEARINGS NEW BUSINESS City Planner Recruitment Dave Perrault, City Administrator MEMO.PDF ATTACHMENT A.PDF UNFINISHED BUSINESS COUNCIL/STAFF COMMENTS ADJOURN Mayor:David Grant Councilmembers:Brenda Holden Fran HolmesDave McClungSteve Scott Regular City Council Agenda February 22, 20217:00 p.m. City Hall Address:1245 W Highway 96 Arden Hills MN 55112 Phone:651 -792 -7800 Website : www.cityofardenhills.org City VisionArden Hills is a strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, well -maintained infrastructure, fiscal soundness, and our long -standing tradition as a desirable City in which to live, work, and play.This meeting can be accessed remotely by joining via ZoomTo join the Zoom Meeting via your computer, click this link (or copy and paste it into a new browser): https://us02web.zoom.us/j/88933030907This meeting will be streamed live on local Cable Channel 16 and available for playback on our website.CALL TO ORDER1.2.3.4.4.A.Documents:5.5.A.Documents:5.B.Documents:6.6.A.Documents:6.B.Documents:6.C.Documents:6.D.Documents:6.E.Documents:6.F.Documents:6.G.Documents:6.H.Documents:7.8. 9. 9.A. Documents: 10. 11. Page 1 of 1 STAFF COMMENTS – 4A MEMORANDUM DATE: TO: FROM: February 22, 2021 Honorable Mayor and City Councilmembers 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. Approved: February 22, 2021 CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL WORK SESSION JANUARY 19, 2021 5:00 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Pro Tem Holden called to order the City Council Work Session at 5:02 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, Community Development Manager/City Planner Mike Mrosla and Deputy City Clerk Jolene Trauba 1. AGENDA ITEMS A. Tony Schmidt Regional Park Access Concerns Letter Follow Up City Administrator Perrault stated that a return letter was received from Ramsey County Commissioner Frethem and an attachment from Ted Schoenecker, the County Public Works Director/Engineer. Staff would take further direction or feedback. City Administrator Perrault said it appears Ramsey County will be doing a corridor study on a few roadways including Lake Johanna Boulevard. Public Works Director/City Engineer Blomstrom added the Ramsey County transportation planner is developing a scope of work for the study and they intend to share the draft request for proposal for consultant services with staff prior to issuing the RFP. Staff will be able to review the scope of the study and give suggestions back to the County. Councilmember Holmes felt the City should proactively tell the County what we need before the study. ARDEN HILLS CITY COUNCIL WORK SESSION – JANUARY 19, 2021 2 Mayor Pro Tem Holden wondered if the study would be for only pedestrian and bikes or if would include road improvements. Public Works Director/City Engineer Blomstrom said he did not know the details. Mayor Pro Tem Holden asked if it were true that we were required to participate in the cost participation policy. Public Works Director/City Engineer Blomstrom commented that is true. Mayor Pro Tem Holden discussed the letter from Commissioner Frethem and asked if we know when any work would be done after the study. Councilmember McClung said he was disappointed by the letter from Commissioner Frethem. The memo from Ted Schoenecker was a nice recap of the projects that have been done in the area, however those projects have been done separately from Lake Johanna Boulevard. He didn’t feel they addressed the City’s concerns and wondered if they had responded back about them. Public Works Director/City Engineer Blomstrom reported Ramsey County had responded about the lane narrowing that had been done and they have proposed some lane pavement markings. Also, the most recent version of the County’s Transportation Improvement Program includes resurfacing Old Snelling from County Road E to Highway 96. Councilmember Holmes mentioned that area was another place for a potential trail. But she wanted them to focus on Lake Johanna Boulevard. Mayor Pro Tem Holden noted the additional housing units going in at County Road C and Fairview will be adding additional people walking on Lake Johanna Boulevard and will make it even more dangerous. Councilmember McClung suggested requesting a meeting with Commissioner Frethem and the Council. Mayor Pro Tem Holden directed staff to request a meeting with Commissioner Frethem and the Council regarding Lake Johanna Boulevard. B. Infill Discussion Community Development Manager/City Planner Mrosla stated the Council had previously directed staff to look at infill development and he would like to move forward with a preliminary discussion regarding building height. Section 1305.04 of the City Code defines building height as “the vertical distance from the average elevation of the grade along a face of a building to the highest point of the roof surface of flat roofs, the deck line of mansard roofs, or the average height between the eaves and the highest ridge of gable, hip, or gambrel roofs.” Code currently requirements a maximum height of 35 feet measured to the midpoint, but the height of the building can be significantly higher. ARDEN HILLS CITY COUNCIL WORK SESSION – JANUARY 19, 2021 3 Community Development Manager/City Planner Mrosla asked question number one of the memo: Should the maximum height be measured to the top or ridgeline of the proposed single- family dwellings within the R-1 and R-2 districts? Councilmember Scott said he would vote no, that it should be the average height. Mayor Pro Tem Holden wondered if they could specify a maximum height. Community Development Manager/City Planner Mrosla said the maximum height is currently 35 feet, but they would have to redefine or revise how they measure. The height could be increased to the top of the structure. Mayor Pro Tem Holden felt they should measure from the top on infill development. Councilmember McClung agreed. He didn’t like the midline measurement, but wondered if they needed to increase from 35 feet. Councilmember Holmes agreed, so that new homes don’t overwhelm existing modest homes. Community Development Manager/City Planner Mrosla noted the residential inspector felt 35 feet to the top was sufficient. Community Development Manager/City Planner Mrosla felt most homes are generally around 35 – 40 feet on average. He can bring back a recommendation for height so as not to have multiple variance requests. Community Development Manager/City Planner Mrosla asked question number 2: Should the garage portion of the home facing the street exceed fifty (50) percent of the total front façade R-1 and R-2 districts? Council was in agreement to not exceed 50 percent. Community Development Manager/City Planner Mrosla said he will be bringing forth more information on infill development in the future. Mayor Grant joined the meeting at 5:35 pm. C. Chicken Ordinance Update Discussion Community Development Manager/City Planner Mrosla noted staff has focused on research and fact gathering for drafting an ordinance regarding chickens and is looking for Council direction on a number of items. What is Council’s expectations on approval timelines for amending the animal ordinance to allow for the keeping of chickens? Staff is under the impression that the goal to implement an ordinance was to be completed by March 2021. Councilmember Holden agreed with March depending on staff availability. ARDEN HILLS CITY COUNCIL WORK SESSION – JANUARY 19, 2021 4 Mayor Grant felt people wouldn’t be building chicken coops in March. Councilmember Holmes noted that residents would order chicks in March to get them in the spring. She agreed it depended on staff time. Councilmember McClung said a number of residents that want to have chickens have contacted him and told him that spring is crucial in planning. He would prefer to complete the ordinance as early as possible. Councilmember Scott said he isn’t willing to prioritize this over an economic project. Councilmember Holmes asked if March was realistic as Council would want to see the ordinance before it went before the Planning Commission. Councilmember Holden noted that chickens can be purchased from April to September, but agreed that planning projects with deadlines should come first. Mayor Grant stated this ordinance is lower on the priority list and should be done as time allows. He moved on to question number two: the number of hens allowed. After discussion, Council agreed on allowing 3 hens and no roosters, with Councilmember McClung requesting four to six hens and Councilmember Scott suggesting up to four. Mayor Grant asked if chicken coops or runs should be permitted in any area of the yard besides the rear yard. He asked for a description of a chicken run. Community Development Manager/City Planner Mrosla responded that a chicken run is the area that the chickens can move about outside of the coop. They are generally fenced in and roofed with netting. After discussion, it was decided coops and runs should be located in the rear yard only, close to and behind the dwelling. Community Development Manager/City Planner Mrosla presented questions five through eight of the memo and were all answered as “yes” by the Council. Community Development Manager/City Planner Mrosla asked the final question from the memo, should a coop count against the number and size of accessory structures onsite? Councilmember Holmes said a coop could be used for storage once they no longer want chickens. Councilmember Scott felt it would count against the total number of structures. Community Development Manager/City Planner Mrosla asked if Council was agreeable to coop size of 50 square feet or should they leave that open ended for now? ARDEN HILLS CITY COUNCIL WORK SESSION – JANUARY 19, 2021 5 Councilmember Scott thought maybe it should be 2 structures each limited to X number of square feet. Community Development Manager/City Planner Mrosla clarified that two accessory structures are currently allowed, if coops aren’t counted as a structure they could have three. Mayor Grant thought it should be counted as an accessory structure but that it could go down to less than 50 square feet. Councilmember Scott noted that a coop could be added on to an existing structure as an addition. Councilmember McClung felt it should be counted as an accessory structure. Community Development Manager/City Planner Mrosla said he will use the Council’s responses to draft ordinance language and bring the ordinance back for review. D. Planning Commission Onboarding Policy Community Development Manager/City Planner Mrosla said the City Council discussed the Planning Commission - Zoning Approvals and Plan Review Guide at a previous meeting. During the meeting staff stated that they were creating an onboarding policy for new commissioners. He wanted to create a document to outline what should be given to a new commissioner and as a guide for future staff. He was open to comments and suggestions on the policy attached in their packet. Councilmember Holmes felt the Planning Commission as a whole could benefit from some education, not just new commissioners. Policy issues, variances and zoning were items she felt commissioners needed to review. Councilmember Holden also felt onboarding for everyone was a good idea. Councilmember Scott said there were other resources available from the League of Minnesota Cities. He also felt they need to understand their role within the planning responsibilities of the City, and what the generic state and regional codes are. Councilmember Holmes said the Planning Commission Chair along with the Community Development Manager/City Planner and herself are going to have a meeting to set expectations. Councilmember Holden encouraged the Council Liaison to speak up during the meeting if clarifying statements are needed. City Administrator Perrault suggested a joint meeting between the Planning Commission and the City Council to discuss concerns. Community Development Manager/City Planner Mrosla asked if the Council will support the onboarding document with the role of the Planning Commission added to the second item. ARDEN HILLS CITY COUNCIL WORK SESSION – JANUARY 19, 2021 6 Mayor Grant commented that it was a nice outline and has probably been needed for a while. Community Development Manager/City Planner Mrosla will prioritize working on the advisory aspect and roles of the commission. E. Council Tracker City Administrator Perrault provided the Council with an update on the Council Tracker. After discussion the 2020 Work Plan for ICWC Contract Work Crews would be removed, and Crack Sealing on Tennis Courts would be removed if it is on the Public Works maintenance schedule. 2. COUNCIL COMMENTS AND STAFF UPDATES Councilmember McClung noted that the Fire Board meeting will be held the next day. Mayor Grant stated that Karth Lake Improvement District met. They are looking for new board members. He also had a conference call with other Mayors and discussed legislative spending; congressional spending will be funding certain projects. Representative McCollum is willing to take projects presented to her forward. They also discussed COVID-19 and vaccine roll out. Community Development Manager/City Planner Mrosla noted material boards for New Perspective Senior Living are in the office for the Council to review. And almost 500 pounds of holiday lights have been collected so far this year as compared to around 300 pounds last year. ADJOURN Mayor Grant adjourned the City Council Work Session at 6:44 p.m. __________________________ __________________________ Jolene Trauba David Grant Deputy City Clerk Mayor Approved: February 22, 2021 CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING JANUARY 25, 2021 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. Due to the COVID-19 pandemic this meeting was held virtually. 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: 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; Community Development Manager/City Planner Mike Mrosla; City Attorney Joel Jamnik; and City Clerk Julie Hanson 1. APPROVAL OF AGENDA MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to approve the meeting agenda as amended. A roll call vote was taken. The motion carried unanimously (5-0). 2. PUBLIC INQUIRIES/INFORMATIONAL Gregg Larson, 3377 North Snelling Avenue, thanked City staff for the new detail on the Claims and Payroll listing. He explained in July of 2019 he objected to the new Council policy banning resident comments on City litigation during the Public Inquiry portion of the meeting. He asked the Council to provide a justification for this ban on public free speech. 3. RESPONSE TO PUBLIC INQUIRIES A. Public Inquiry Response from January 11, 2021 City Council Meeting ARDEN HILLS CITY COUNCIL – JANUARY 25, 2021 2 Public Works Director Blomstrom read a brief statement responding to the public inquiry from the January 11, 2021 City Council meeting. It was noted staff reviewed the layout and design of Siems Court at the intersection of Lake Johanna Boulevard. He reported the roadway width was sufficient for proper vehicle turning movements. However, with the curve and snow accumulation in the winter months, turning movements are more difficult. He explained staff cleared snow from the intersection last week and the plow route was adjusted to ensure snow was cleared from the gutter. Second, the plow route will provide extra attention to ensure deicing material is properly applied to the steeper sections of the road. Third, in the spring staff recommends that a centerline pavement marking be added to Siems Court as it approaches Lake Johanna Boulevard. Councilmember Holden asked if placing more salt brine on the roadway would increase the discharge of chlorides into Lake Johanna. Public Works Director Blomstrom noted the City was conscious of the amount of salt and brine used on the roadway. He indicated it would be important for staff to use the appropriate amount on the roadway to reduce ice buildup. 4. PUBLIC PRESENTATIONS A. Twin Cities North Chamber of Commerce Update John Connelly, TCNCC President, thanked the Council for its time. He stated he appreciated the resources the City of Arden Hills provided to local businesses during the pandemic. He reviewed the vision of the Chamber of Commerce and described how he works with the local business community. He explained he always enjoyed attending grand openings and ground breaking ceremonies. He invited the public to take part in the weekly Chamber Check In that was hosted on Facebook Live and Nine North. He indicated he works to visit local businesses in a safe manner each week and noted he speaks with DEED on a weekly basis to learn about grant opportunities. He stated he was proud of the annual social event that was held in December of 2020, noting $6,500 was raised for two local food shelves. He commented further on the challenge’s businesses faced in 2020 because of the pandemic. He explained that even though there was hardship he was really proud of how the business community was adapting. He thanked Arden Hills for always being open to new businesses. Councilmember Holden thanked Mr. Connelly for his dedicated service to local businesses during the pandemic. She stated she appreciated how responsive Mr. Connelly was to local businesses’ and their needs. Mayor Grant thanked Mr. Connelly for assisting the City in promoting the recent CARES Act grant program. 5. STAFF COMMENTS A. COVID-19 Update ARDEN HILLS CITY COUNCIL – JANUARY 25, 2021 3 City Administrator Perrault provided the Council with an update on how the City was responding to COVID-19. He encouraged residents to visit the City’s website for the most current and up to date information regarding COVID-19. He reported the Minnesota Department of Health and CDC also had websites with current guidelines and recommendations. He explained the City of Arden Hills remains in a peacetime state of emergency and City Hall will remain closed until further notice. He indicated City staff remains operational and can be reached via phone or email. He reported new information regarding the COVID vaccine was posted on the City’s website. 6. APPROVAL OF MINUTES A. January 11, 2021, Regular City Council MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to approve the January 11, 2021, Regular City Council meeting minutes as presented. A roll call vote was taken. The motion carried unanimously (5-0). 7. CONSENT CALENDAR A. Motion to Approve Consent Agenda Item - Claims and Payroll B. Motion to adopt Resolution 2021-004 Approving Plans and Specs and Authorizing Ad for Bids – 2021 PMP Street and Utility Improvement Project C. Motion to Adopt Resolution 2021-005 Accepting a Donation from the Arden Hills Foundation for Installation of Park Benches 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). 8. PULLED CONSENT ITEMS None. 9. PUBLIC HEARINGS A. Planning Case 20-021 – Conditional Use Permit and Easement Release – 2 Pine Tree Drive Community Development Manager/City Planner Mrosla stated in 2013, Bethel University acquired the Country Financial facility at 2 Pine Tree Drive. The property consisted of three (3) parcels that total approximately 43 acres. The subject property is located within the B-2 General Business District, where higher educational uses are permitted by Conditional Use Permit. At its November 25, 2013 meeting, the City Council approved a CUP for Bethel University to use the existing facility as higher education. The subject property also has an existing easement for public ARDEN HILLS CITY COUNCIL – JANUARY 25, 2021 4 pedestrian and bicycle pathway purposes that was recorded on June 9, 1978. When the subject parcel develops in the future staff will require necessary easements be placed at that time. Community Development Manager/City Planner Mrosla reported Bethel University has recently received approvals to subdivide the existing property at 2 Pine Tree Drive into three (3) lots of record. One (1) lot of record is the existing building and parking lot, and two (2) new lots on the north side of the property. Lake Johanna Fire Department has purchased Lot 2 for a future fire station. The attorney for Lake Johanna Fire Department has requested to clear title. The effect of the releases would be to free the new parcel from CUPs and easements. Staff commented further on the requested and recommended the Council hold a public hearing. Councilmember Holden asked if the CUP was approved if it could only be used for this project. Community Development Manager/City Planner Mrosla explained the CUP would have a life expectancy of one year, so if the project did not move forward in one year the CUP would be voided. Councilmember Holmes questioned if the easement was part of the CUP. Community Development Manager/City Planner Mrosla reported when the CUP was issued, the property consisted of two lots and the CUP encumbered those. Since that time, the property has subdivided and the Lake Johanna attorney has requested a clear title. Mayor Grant opened the public hearing at 7:34 p.m. With no one coming forward to speak, Mayor Grant closed the public hearing at 7:35 p.m. B. Planning Case 20-022 – Arden Hills RE, LLC – 2 Pine Tree Drive – New Perspectives Community Development Manager/City Planner Mrosla stated at its June 22, 2020 meeting the City Council approved Bethel University’s proposal for a Master Planned Unit Development, Preliminary and Final Plat at 12 Pine Tree Drive (Bethel’s Anderson Center). The approval subdivided the existing property into three (3) lots of record, one (1) lot of record for the existing building and parking lot, and two (2) new lots on the north side of the property. The Applicant is proposing to develop Lot 1 adjacent to Minnesota State Highway 51. The Subject Property is 6.4 acres and is currently owned by Bethel University. The Subject Property currently features open space with a wooded area around the wetlands. It was noted a segment of the existing Anderson Center trail system runs through the site. Staff reviewed the Plan Evaluation, Design Standards and flexibility requests in detail with the Council and recommended the Council hold a public hearing. Councilmember Holden questioned why all 33 memory care units were taken to a .5. Community Development Manager/City Planner Mrosla explained all 33 memory care units were within the memory care section of the building and do not contain kitchenettes. He stated units without a range and sink are not classified as a full unit. ARDEN HILLS CITY COUNCIL – JANUARY 25, 2021 5 Councilmember Holden suggested this be revisited considering a large number of people only use a sink and microwave in their kitchen. Mayor Grant inquired if the .5 designation for the memory care units only applied to the B-2 Zoning District. Community Development Manager/City Planner Mrosla reported this was the case. Councilmember Holmes asked if the memory care units go down to .5, would all three of the deficiencies be taken care of. Community Development Manager/City Planner Mrosla indicated this would address the density concern. He stated the minimum lot area per unit requirement would be very close if the memory care units counted as .5. He commented further on the common space that was located within the memory care unit. Councilmember Holmes inquired if the $20,000 cash payment for trees equated to the cost for the trees that were missing. Community Development Manager/City Planner Mrosla explained the applicant would have to pay over $100,000 for tree replacement on the site. He discussed the restrictions on the site and noted the applicant was meeting the tree mitigation requirements per the code, but not the replacement requirements. For this reason, the applicant was proposing to pay $20,000. He commented further on the difference between tree mitigation and tree replacement. Councilmember Holmes stated in the past the City worked to get the amount of the donation to be approximately the amount for the tree loss. Councilmember Scott asked if there was a significant oak located on the site. Community Development Manager/City Planner Mrosla stated there is no oak tree on site, but rather the large trees on site are cottonwoods. Mayor Grant opened the public hearing at 8:06 p.m. Bobby Goldman, County Road F - Unit 309, explained he grew up in Arden Hills and uses the trails in the area. He expressed concern with the number of mature trees that would be lost and feared this project could set a precedent for tree preservation. He commented on the City’s tree preservation requirements noting the applicant was only proposing to replace a fraction of the trees that are being removed. This was concerning because future developers could then opt to make a payment in lieu of replanting trees. He reported he supported new types of housing coming into Arden Hills but recommended the development consider further tree preservation. Gregg Larson, 3377 North Snelling Avenue, discussed affordable housing in Arden Hills. He explained this development would include 146 senior units and would provide a great opportunity to affordable housing. However, this opportunity was squandered. He asked of the 146 units, how many had been set aside for low income Arden Hills seniors. He questioned if the Arden Hills ARDEN HILLS CITY COUNCIL – JANUARY 25, 2021 6 Council had a goal of ensuring one or more units was set aside as low income units. He inquired if the Arden Hills Council supported the need for new, inclusive affordable housing for low income seniors. He explained this developer has requested flexibility on a number of areas within the Zoning Code and questioned why the Council had not pursued affordable housing units in return. He discussed the housing goals for Arden Hills noting there was a need for diverse and affordable housing units. He recommended one or more affordable units be included in this project. Sarah Anderson, 1192 Benton Way, reported she lived close to the proposed development. She explained she attended the neighborhood meeting and heard about the flexibility being requested by the developer. She stated she would like to see the developer reconsider the tree loss and provide affordable units for Arden Hills seniors. With no one else coming forward to speak, Mayor Grant closed the public hearing at 8:15 p.m. 10. NEW BUSINESS A. Planning Case 20-021 – Conditional Use Permit and Easement Release Agreement – 2 Pine Tree Drive Community Development Manager/City Planner Mrosla stated the attorney for Lake Johanna Fire Department has requested to clear title. The effect of the releases would be to free the new parcel from CUPs and easements that remain applicable only to the parcel Bethel University is retaining. The City Council held the required public hearing for Planning Case 20-021 under Agenda Item 9A. MOTION: Councilmember Holden moved and Councilmember McClung seconded a motion to approve Planning Case 20-021 for the release of Easements and Conditional Use Permit from Lot 2, Block 1 of 2 Pine Tree Drive. A roll call vote was taken. The motion carried (5-0). B. Planning Case 20-022 – Arden Hills RE, LLC – 2 Pine Tree Drive – New Perspectives • Resolution 2021-006 for a Conditional Use Permit • Ordinance 2021-001 Amending Chapter 13, Zoning Code, Section 1320.085, Subd. 5 and Authorizing Publication of Summary Ordinance Community Development Manager/City Planner Mrosla stated the applicant is proposing to construct a 192,390 square foot, four (4) story multi-family senior living facility on site. The proposed senior living facility will feature 146 units, with 113 units of independent or assisted living and thirty-three (33) units devoted to memory care. The Subject Property is zoned B-2, General Business District and is guided as Community Mixed Use on the Land Use Plan. It was noted the City Council was asked to hold the required public hearing for Planning Case 20-022 under Agenda Item 9B. Community Development Manager/City Planner Mrosla reported a Conditional Use Permit is required for a multiple family dwelling use in the B-2 District. City Code Section 1355.04 Subd. 3 of the Arden Hills Zoning Code lists the criteria for evaluating a Conditional Use Permit. The ARDEN HILLS CITY COUNCIL – JANUARY 25, 2021 7 Planning Commission and City Council should consider the effect of the proposed use upon the health, safety, convenience and general welfare of the owners and occupants of the surrounding land and the community in general, including, but not limited to factors and findings. These factors and findings were discussed in detail with the Council. Community Development Manager/City Planner Mrosla explained the Planning Commission reviewed this application and have offered the following findings of fact for Council consideration: 1. The Applicant submitted an application for a Planned Unit Development, Conditional Use Permit, Site Plan and Zoning Amendment. 2. The Subject Property is located within the B-2 General Business District and is guided as CMU, Community Mixed Use on the Land Use Plan. 3. The Subject Property is located on approximately 6.40 acres and currently features open space with a wooded area around the wetlands with a segment of the existing Anderson Center trail system running through the site. 4. The Applicant is proposing to construct a 192,390 square foot, 4 story multi-family senior living facility on site. 5. The proposed senior living facility will feature 146 units, with 113 units devoted to independent or assisted living and 33 units devoted to memory care. 6. Flexibility through the PUD process has been requested in the following areas: parking stall count requirements, building height, permitted number of efficiency units and tree mitigation. 7. The proposed development plan meets or exceeds the minimum requirements of the City Code in the following areas: building setbacks, landscape coverage, parking setbacks, planting islands, tree selection, floor area ratio, drainage wetlands and flood plain tree selection, lighting, screening and aesthetics. 8. Where the plan is not in conformance with the City Code, flexibility has been requested by the Applicant and/or conditions have been placed on an approval that would mitigate the nonconformity. 9. A traffic study was required and was completed by SRF. The proposed development should not generate much additional traffic and is not expected to impact overall traffic operations within the study area. The use does not add enough traffic to require any geometric or traffic control changes. 10. The application is not anticipated to create a negative impact on the immediate area or the community as a whole. 11. Existing public facilities will be able to absorb the additional demand for public services needed for the proposed use. 12. The maximum dwelling unit density per net area that is allowed within the B-2 District is 20 units per acre. 13. The Applicant is requesting a Zoning ordinance amendment that would to add language allowing memory care units located in the B2 district to be calculated as the equivalent of 0.5 units. If approved, the .5 units for density purposes the total number of units is 20 units per acre or 129.5 units and is in conformance with the zoning district and land use plan. Community Development Manager/City Planner Mrosla stated the Planning Commission recommended the Council approve and authorize staff to publish an Ordinance for Planning Case ARDEN HILLS CITY COUNCIL – JANUARY 25, 2021 8 20-022 for a Zoning Code Amendment to Chapter 13 based on the findings of fact and the January 9, 2021 report to the City Council. MOTION: Councilmember Holden moved and Mayor Grant seconded a motion to approve an Ordinance for Planning Case 20-022 for a Zoning Code Amendment to Chapter 13 based on the findings of fact and the January 9, 2021 report to the City Council. Councilmember Holden stated the Council should address what the City wanted to do regarding the tree loss. She noted the City did put pressure on the developer regarding affordable housing and this was not how the developer does their marketing. She explained an educational relationship would be pursued between this development and Bethel University. She questioned what the life expectancy was for this building. Florent Ilazi, representative for the developer, stated the building should last approximately 50 years. Councilmember Holden asked why visitor parking was not calculated in the parking numbers. Florent Ilazi reported the site would have 14 visitor parking stalls and noted additional parking would be provided on the Bethel site through a shared access agreement. He anticipated overflow parking would only be needed during peak times or during the holidays (Easter, Mother’s Day, Father’s Day and Christmas). Chris Buday, representative for the developer, explained the parking numbers were not arbitrary, but were based on the New Perspective senior living portfolio. Councilmember Holden questioned how far a senior visiting a senior would have to walk to get into the building. Chris Buday estimated visitors would have to walk 50 feet to get into the senior living facility. He explained staff could be asked to park in remote stalls on holidays to ensure visitors could have closer parking. Adam Cozine, representative for the developer, reviewed the parking on the site in further detail with the Council. Councilmember Holmes asked if the Bethel Agreement was addressed in the conditions for approval. Community Development Manager/City Planner Mrosla explained Condition 32 addressed this concern. Councilmember McClung questioned how many stalls would be provided by Bethel in the cross access agreement. ARDEN HILLS CITY COUNCIL – JANUARY 25, 2021 9 Community Development Manager/City Planner Mrosla estimated that at least 25 stalls would be provided. Councilmember McClung recommended the cross access agreement with Bethel University provide a minimum of 25 stalls. He commented further on the concerns he has regarding the tree loss and questioned how the City came up with the $20,000 payment amount. He supported the developer provide a cash payment in the full amount of the deficiency. He suggested the developer review the plans again to see if any additional trees can be added to the site. Community Development Manager/City Planner Mrosla reported the applicant has been pointing out the number of trees on the site and have maximized the number of trees that can be planted on site. He stated additional trees were being planted along the access road. He explained the site could support more trees but then the health and wellness of the trees would come into question. He explained per City Code, the cash in lieu payment was supposed to cover the cost of materials, installation plus 10%. He requested the applicant address this question further. Florent Ilazi explained he had maximized the number and size of the trees on the site. He reported additional trees would be planted on Bethel Drive. He stated every square inch has been addressed for tree plantings. He reviewed the number of tree inches that would be replanted and commented a previous applicant was allowed to make a cash contribution to the City. For this reason, he was proposing to make a contribution in lieu of trees in the same amount as this previous applicant. He commented from a design standpoint, he has done all he could to work trees and landscaping onto the site. Community Development Manager/City Planner Mrosla stated he understood the City liked to preserve trees. He commented on the Scannell Development project and noted a cash payment was made not for tree replacement but rather was made for caliper inch migration. He noted the Scannell developer donated $12,000 to the City because the site could not handle the minimum number of caliper inches required by City Code. He noted the Scannell site did not have any significant trees, while this site did have significant trees. Councilmember McClung commented on the previous case and explained the Scannell Development did not set a precedent. He understood the current applicant was asking for flexibility in other areas and therefore the City could ask for things as part of the PUD to make up for the flexibility. He did not believe the City was asking for too much, but rather was asking for a fee to be paid that equals the difference between what could be planted on site and what was missing. He questioned what this amount equated to. Community Development Manager/City Planner Mrosla stated he could not answer this question at this time. He turned this question over to the applicant. Florent Ilazi reported the $20,000 was below the amount it would cost to replace the caliper inches. He indicated he did not have an exact number, but understood it was higher than $20,000. He commented on the quality of the trees on the site, noting cottonwoods were not high quality. He stated he could work to determine a more accurate price with City staff. Councilmember Holden asked if cottonwood trees were significant trees. ARDEN HILLS CITY COUNCIL – JANUARY 25, 2021 10 Mayor Grant commented cottonwood trees were not deemed significant by the City. Councilmember Holden questioned what trees were on the significant tree list. Community Development Manager/City Planner Mrosla reported the City deemed soft wood trees that were 12 inches in diameter such as cottonwoods, poplar, aspen, boxelder, willow, silver maple, and elm to be significant trees. Councilmember Holden inquired if Planning Case 20-021 was a standalone document. Community Development Manager/City Planner Mrosla reported this was a standalone document and was separate from this Planning Case. Mayor Grant questioned what the motion on the floor was at this time. City Administrator Perrault clarified the motion on the floor was for the Ordinance amendment to Chapter 13. Mayor Grant asked if the Ordinance amendment required a 3/5 or 4/5 vote from the City Council. Community Development Manager/City Planner Mrosla reported Zoning Code Amendments require a 3/5 vote from the City Council. Mayor Grant recommended motions be separated on the agenda in the future that require different votes. Councilmember Holmes explained she had a problem with the language within the Ordinance. She suggested the memory care units be referred to as memory care dwelling units. She reported she supported the intent of the Ordinance, but believed it needed to be more carefully drafted. She requested the grammatical language be cleaned up. Community Development Manager/City Planner Mrosla reported Attachment B has the updated and correct Ordinance document. Councilmember Holmes thanked staff for the clarification. She stated she would be able to support the approval of this document. Councilmember McClung questioned when the Council should address their concerns regarding the trees. Community Development Manager/City Planner Mrosla stated this would be addressed under the approval of the PUD and Site Plan. ARDEN HILLS CITY COUNCIL – JANUARY 25, 2021 11 A roll call vote was taken. The motion to approve an Ordinance for Planning Case 20-022 for a Zoning Code Amendment to Chapter 13 based on the findings of fact and the January 9, 2021 report to the City Council The motion carried (5-0). Community Development Manager/City Planner Mrosla requested the Council authorize staff to publish a summary Ordinance. MOTION: Mayor Grant moved and Councilmember McClung seconded a motion to authorize staff to publish a summary Ordinance for Planning Case 20-022 for a Zoning Code Amendment to Chapter 13. A roll call vote was taken. The motion carried (5-0). Community Development Manager/City Planner Mrosla requested the City Council address the CUP next. He stated the Planning Commission recommended approval of the Arden Hills RE, LLC application for Conditional Use Permit by a 7-0 vote based on the findings of fact and submitted plans subject to the following conditions: 1. All conditions of the Master PUD and Preliminary Plat approval shall remain in full force and effect. 2. 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. 3. The Conditional Use Permit and Planned Unit Development approvals shall expire one year from the date of City Council approval unless a building permit has been requested or a time extension has been granted by the City Council. The City Council may extend the expiration date of such approval upon written application by the person to whom the approval was granted. 4. A violation of any condition set forth in the permit shall be a violation of this Code, and shall be cause for revocation of the permit. 5. A Development Agreement shall be prepared by the City Attorney and subject to City Council approval. The Development Agreement shall be fully executed prior to release of a building permit. 6. The Applicant shall be financially responsible for all applicable water and sanitary charges. Rates applied shall be those in effect at the time of Final Plat approval and shall be memorialized in the Development Agreement. 7. Prior to the issuance of a grading permit, all items identified in the December 21, 2020 Engineering Division memo shall be addressed. All comments shall be adopted herein by reference. 8. Prior to the issuance of a building permit, a landscape financial security of $50,000.00 shall be submitted. Landscape financial security is held for two full growing seasons. 9. For any landscaping or screening that is not in accordance with the approved landscaping plan at the end of two growing seasons, the applicant shall replace the material to the satisfaction of the city before the guarantee is released. Where this is not done, the city, at its sole discretion, may use the proceeds of the performance guarantee to accomplish performance. ARDEN HILLS CITY COUNCIL – JANUARY 25, 2021 12 10. The Applicant shall submit cash contribution in lieu of land dedication. The cash payment shall be determined based on the fair market of 20 percent of the land that would otherwise be dedicated to the City. The park dedication fee shall be submitted prior to the issuance of a building permit. 11. Prior to the issuance of a grading and erosion permit, planning staff shall approve in writing the final landscaping plan. 12. Prior to the issuance of a grading and erosion control permit the Applicant shall work with the City to locate the additional caliper inches of replacement trees on the site or on the adjacent properties. If the replacement tree plantings cannot be reasonably accommodated on the site, the City can work with the applicant to find off-site locations for the plantings or require that a fee in lieu of the plantings be provided. 13. All light poles, including base, shall be a maximum of 25 feet in height and shall be shoebox style, downward directed, with high-pressure sodium lamps or LED and flush lenses. Other than wash or architectural lighting, attached security lighting shall be shoebox style, downward directed with flush lenses. If complaints are received the lighting adjacent to residential uses shall utilize house shields as directed by the City. In addition, any lighting under canopies (building entries) shall be recessed and use a flush lens. 14. A grading as-built and utility as-built plan shall be provided to the City upon completion of grading and utility work. 15. Prior to issuance of a sign grading and erosion control permit, the applicant shall provide City staff with written approval from Bethel University, the owner of Outlot A, permitting the placement of landscaping on their property. 16. Prior to issuance of a sign permit, the applicant shall provide City staff with written approval from Bethel University, the owner of Outlot A, permitting the construction of the proposed monument sign on their property and offsite signs are not permitted. 17. Prior to issuance of a sign permit, the applicant shall provide City staff with written approval from Lake Johanna Fire Department, the owner of Lot 2, Block 1, on permitting the placement of landscaping on their property. 18. No exterior storage shall be permitted. 19. All rooftop or ground mounted mechanical equipment shall be hidden from view with the same materials used on the building in accordance with City Code requirements. 20. All fencing and retaining wall materials shall be complementary to the building materials and shall be approved in writing by the Planning Division prior to issuance of a building permit. Retaining walls greater than four (4) feet in height shall be engineered and detailed calculations shall be submitted to the City. 21. A Grading and Erosion permit shall be obtained from the City’s Engineering Department prior to commencing any grading, land disturbance or utility activities. The Developer shall be responsible for obtaining any permits necessary from other agencies, including but not limited to MPCA, Rice Creek Watershed District, Ramsey County and MNDOT prior to the start of any site activities. 22. A grading as-built and utility as-built plan shall be provided to the City upon completion of grading and utility work. 23. The Applicant shall be responsible for protecting the proposed on-site storm sewer infrastructure and components and any existing storm sewer from exposure to any and all stormwater runoff, sediments and debris during all construction activities. Temporary stormwater facilities shall be installed to protect the quality aspect of the proposed and ARDEN HILLS CITY COUNCIL – JANUARY 25, 2021 13 existing stormwater facilities prior to and during construction activities. Maintenance of any and all temporary stormwater facilities shall be the responsibility of the Applicant. 24. The Applicant shall provide an executed copy of the City’s standard stormwater maintenance and easement agreement prior to approval of the Development Agreement. 25. The bond or surety shall be provided prior to the issuance of any building or grading permits and shall be valid for two full years from the date of installation, or three years in the case of an extended timeline. The total security shall be addressed in the Development Agreement. 26. All disturbed boulevards shall be restored with sod. All areas of the site, where practical, shall be sodded or seeded and maintained. The property owner shall mow and maintain all site boulevards to the curb line of the public streets. 27. The maximum number of units permitted onsite is 146 units. 28. The Applicant shall be financially responsible for all applicable water and sanitary charges. Rates applied shall be memorialized in the Development Agreement. 29. Prior to the issuance of a land disturbance permit, the Applicant shall submit an operation and maintenance plan for the long-term care of all on-site and off-site stormwater, sanitary sewer, and water main to the City for review and approval. The Applicant will be responsible to carry out these operation and maintenance activities and to submit the appropriate documentation to the City as specified. 30. Any future trash enclosures shall utilize wooden gates and be constructed on three sides using the same materials and patterns used on the building. Locations shall be approved by the Planning Department. 31. This approval does not include signs. A separate sign permit is required for all proposed signage. All signage shall meet the requirements of Sign District 4. 32. The Applicant shall provide a cross parking agreement with Bethel University for the City Attorney to review and for the City Council’s approval prior to the approval of the Developer Agreement. 33. In the event where noise from the loading and delivery area is audible from an adjacent residential district, the activity shall terminate between the hours of 6:00 p.m. and 6:00 a.m. MOTION: Mayor Grant moved and Councilmember Scott seconded a motion to adopt Resolution 2021-006, approving a Conditional Use Permit at 2 Pine Tree Drive, based on the findings of fact and submitted plans and the thirty-three (33) conditions. Councilmember McClung requested staff summarize what was being done with the Conditional Use Permit verses the Planned Unit Development. Community Development Manager/City Planner Mrosla stated explained the Conditional Use Permit would allow for a multi-family dwelling unit within the B-2 Zoning District. He reported the Site Plan and PUD was address the conditions for approval. ARDEN HILLS CITY COUNCIL – JANUARY 25, 2021 14 A roll call vote was taken. The motion to publish a summary Ordinance for Planning Case 20-022 for a Zoning Code Amendment to Chapter 13 carried (5-0). Community Development Manager/City Planner Mrosla reported the Planning Commission recommended approval of the PUD and Site Plan at 2 Pine Tree Drive based on the findings of fact and submitted plans subject to the conditions listed within the CUP. MOTION: Mayor Grant moved and Councilmember Holmes seconded a motion to approve Planning Case 20- 022 for a Planned Unit Development and Site Plan at 2 Pine Tree Drive, based on the findings of fact and submitted plans, subject to the thirty-three (33) conditions. Councilmember Holmes questioned if the conditions for approval for the CUP and PUD were the same. Community Development Manager/City Planner Mrosla reported the conditions were the same. Councilmember Holmes recommended the Council address the tree concerns at this time. She indicated the applicant was not making a cash contribution to the City but rather was required to make a payment in lieu of trees being planted. She did not believe flexibility should be given in this area, due to the fact flexibility was given in other areas. She recommended the tree replacement cost be further investigated in order for the applicant to properly follow City Code requirements. Mayor Grant questioned how many caliper inches were being removed of cottonwood trees. Chris Buday explained the caliper inches were not divided by tree categories. However, based on his review of the plan a significant number of trees being taken down were cottonwood. He reviewed a portion of City Code noting cottonwoods are not to be planted in the City under any circumstances. He indicated this City Code language factored into the contribution amount the developer was willing to pay to the City for tree mitigation. He questioned why the City would deem cottonwoods as significant trees. He commented further on the requested flexibility within the PUD noting it goes beyond the trees. He explained this development would create 80 new jobs, would provide housing to 146 seniors and would provide a great deal of property taxes to the City. Mayor Grant noted he has several cottonwoods on his property as well and noted they do drop cotton seeds. Chris Buday commented after reviewing the tree surveyor’s information further, a large number of the trees being removed were boxelders, ash and cottonwoods. He stated in City Code 360.30 states under no circumstances should boxelders, cottonwoods or ash be replanted. Community Development Manager/City Planner Mrosla clarified that this portion of City Code states these trees shall not be planted within the City right of way. ARDEN HILLS CITY COUNCIL – JANUARY 25, 2021 15 Councilmember Holmes understood the City did not favor these types of trees on City right of way, but explained these trees were counted within the tree survey. Community Development Manager/City Planner Mrosla reported this was the case noting cottonwoods, ash and boxelder were considered significant trees. Councilmember Holmes noted this was a heavily wooded area that the developer was looking to cut down. She believed residents valued trees no matter what their species. She wanted to see the developer follow City Code caliper for caliper. Councilmember McClung commented he understood why the developer was trying to pin one section of Ordinance against another. However, this does not apply in this situation. He reported the trees being mitigated were in the middle of the property and not on City right of way. He discussed the Ordinance that covers tree mitigation and commented on how the City valued trees, no matter its species. He explained he agreed with Councilmember Holmes and recommended City Code be followed for this matter. Councilmember Holden stated she was going to play devils advocate and noted this was private property. She indicated Bethel University could have gone in and removed all of the cottonwood trees at any point in time. She appreciated the fact that Bethel and Country Financial have allowed citizens of Arden Hills to walk on the private trails. She commented the developer was also proposing to construct a trail on private land. She stated in an effort to keep the trails open to the public was it worth charging the developer fully for the tree loss. Councilmember Holmes agreed Bethel has been very good to the community to keep the trails open. She questioned if Bethel University could have removed all of the cottonwood trees on the site. Community Development Manager/City Planner Mrosla reported Bethel University could have removed up to 10% of the trees on the site prior to the subdivision. Mayor Grant commented the Council could land on either side of this issue. He indicated he believed the $20,000 payment for the trees was reasonable for this development. Councilmember Holden disagreed with this statement because she didn’t know what the actual amount should be. Mayor Grant stated this was a PUD. Councilmember Holmes also disagreed with the Mayor and stated she too would like to have the actual numbers for the tree loss and subsequent payment amount. She questioned why the City would give up the right to the actual payment amount. She stated she would like staff to bring this number back to us. Mayor Grant questioned how much time the Council had to render an approval on the PUD. ARDEN HILLS CITY COUNCIL – JANUARY 25, 2021 16 Community Development Manager/City Planner Mrosla reported the Council had until February 21, 2021 to take action on this item. Mayor Grant asked if this item could be returned to the City Council for the first meeting in February. Community Development Manager/City Planner Mrosla stated he was comfortable with this as this would allow him and the applicant to review the numbers and a recommendation could be brought to the Council at the February 8, 2021 City Council meeting. Chris Buday asked if the Council would be tabling everything tonight or just the PUD. Mayor Grant explained the Council has not gotten quite that far noting there may be concerns regarding the parking. He questioned if the developer could support a two week delay. Chris Buday stated this would be acceptable, but would be the limit he could take for delays. Mayor Grant requested Councilmember McClung address his concerns regarding parking. Councilmember McClung reviewed the conditions in place right now stating the City will review any cross parking agreement between the developer and Bethel University. He recommended the cross parking agreement have a minimum of 25 parking spaces included. Alex Brewer, a representative for the developer, discussed the parking situation. He discussed the current needs of the Anderson Center and how a cross parking agreement would meet the overflow needs of the development. He addressed the concerns Bethel has and noted a specific number had not be defined. Community Development Manager/City Planner Mrosla discussed the CUP that was in place for Bethel University along with the parking requirements. He explained Bethel was concerned with how taking away 25 parking stalls may impact their CUP. For this reason, the language within the cross parking agreement was proposed to be vague noting shared parking would occur during off peak or holiday events. Councilmember McClung suggested 14 spaces during the week and 25 spaces on the weekends be written into the cross parking agreement. Mayor Grant questioned why the City was focusing in on 25 additional parking spaces. Community Development Manager/City Planner Mrosla stated this number came about after initial conversations between Bethel and the applicant. He noted this number would eliminate the parking deficiency for the developer. He indicated Bethel does not want to offer a set number, but rather would like to offer overflow parking on an as needed basis. Councilmember Scott stated he appreciated the fact the developer had negotiated an open ended agreement with Bethel. He did not believe the Council had to get bogged down with a specific number. ARDEN HILLS CITY COUNCIL – JANUARY 25, 2021 17 Councilmember Holden explained her friend’s mother lived at Eagle Crest in Roseville. She reported there was never anywhere to park at this senior facility. She commented this was a concern to her and she did not want this to become a concern for the proposed development. Councilmember Holmes stated she agreed with Councilmember Scott and appreciated the fact that staff would be parking in remote places on the holidays. She indicated she supported the cross parking agreement as written. Councilmember Holden and Mayor Grant agreed. Councilmember McClung commented he did not support the parking as proposed noting the agreement was too open ended for him. Mayor Grant asked if the applicant could have a parking agreement negotiated with Bethel for the Council to review by February 8, 2021. Alex Brewer stated he could have a draft agreement for the Council to review by February 8, 2021. Mayor Grant indicated the appropriate action for this item would be to table action to the February 8, 2021 City Council meeting. Councilmember Holden asked if the parking numbers used by New Perspective were from Minnesota or across the country. Florent Ilazi stated the numbers were from throughout the Midwest including Minnesota, Wisconsin and Illinois. Councilmember Holden asked if a minimum number of units could be set within this development. Community Development Manager/City Planner Mrosla commented he could discuss a minimum number with the applicant. Councilmember McClung asked what items would be coming back to the Council for further consideration on February 8th. He anticipated the Council wanted to understand the tree plantings, what the deficiency was, along with the financial contribution that should be made. Mayor Grant reported this was the case. He questioned if the Council had any other concerns regarding this PUD. Councilmember Holden thanked staff and the applicant for providing the Council with a fully detailed and complete plant. Mayor Grant concurred. Councilmember Scott requested the applicant provide LED lighting for the site. ARDEN HILLS CITY COUNCIL – JANUARY 25, 2021 18 MOTION: Mayor Grant moved and Councilmember Holden seconded a motion to table action on the Planned Unit Development and Site Plan at 2 Pine Tree Drive to the February 8, 2021 City Council meeting. A roll call vote was taken. The motion carried unanimously (5-0). 11. UNFINISHED BUSINESS None. 12. COUNCIL COMMENTS Councilmember Scott reported today was the 262nd birthday of Scotland’s favorite son Robbie Burns. Councilmember McClung thanked the members of the Public Works Department for the great job they have been doing to keep the City’s streets free and clear of snow and ice. Councilmember McClung stated the City Administrator was circulating a draft letter for the Council to send to the Lake Johanna Fire Department to commend them on their efforts during 2020. Councilmember Holmes suggested staff note the topic on the agenda when addressing the response to public inquiries. Councilmember Holmes stated on Friday she received a draft copy of the January/February City newsletter. She noted this was the first edition that was completed by Communications Coordinator Gretchen Needham. She commented further on the Mounds View High School pedestrian crossing that was featured within the newsletter. Councilmember Holden asked if the Fire Department had a surplus from 2020 because they were not able to hold any recognition events. Councilmember McClung commented he would know more after the next Fire Board meeting. Councilmember Holden questioned when the Council would begin discussing the June playground and recreation activities. She supported the Council discussing this sooner rather than later. City Administrator Perrault explained the Council would be discussing upcoming recreation activities at the February worksession meeting. Mayor Grant noted the Personnel Committee would be meeting this week. ARDEN HILLS CITY COUNCIL – JANUARY 25, 2021 19 ADJOURN MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to adjourn. A roll call vote was taken. The motion carried unanimously (5-0). Mayor Grant adjourned the Regular City Council Meeting at 10:03 p.m. __________________________ __________________________ Julie Hanson David Grant City Clerk Mayor CONSENT ITEM 6A MEMORANDUM DATE: February 22, 2021 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 2021 Payroll #4 ……………………………………………………………. $105,349.24 Total Payroll $105,349.24 Paid Claims--- 1/30/2021 through 2/12/2021 (Check Nos. 49880-49918 and ACH Checks) ……………………………... $347,820.36 Total Accounts Payable $347,820.36 Total Claims $453,169.60 CITY OF ARDEN HILLS PAYROLL # 4 CHECKS DATED:02/19/21 Biweekly:01/30/21 -02/12/21 EMPLOYEE DEDUCTIONS AMT.Payment Method FIT 6,505.32 EFT SIT 2,942.41 EFT FICA Oasdi 4,561.54 EFT FICA Medicare 1,066.81 EFT TOTAL TAXES 15,076.08 Health Premium 1,449.54 A/P Check* Dental Premium 289.99 A/P Check* FSA Health Care Reimb.0.00 A/P Check* FSA Dependent Care Reimb.0.00 A/P Check* TOTAL FLEXIBLE SPENDING 1,739.53 HSA Health Saving 498.33 Health Care Savings Plan-Retirement 16,696.01 EFT Health Care Savings Plan-2% 461.92 EFT Health Care Savings Plan-4%512.73 EFT TOTAL HEALTH SAVINGS 18,168.99 PERA 4,490.91 EFT ICMA 2,541.17 EFT Central Pension Fund-Union 614.40 A/P Check* MN State Retirement System 750.00 EFT TOTAL RETIREMENT 8,396.48 IUOE 49 Dues (Union)140.00 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 A/P Check* Life/Addl non-tax 35.70 A/P Check* UNUM 19.51 A/P Check* AFLAC 22.76 EFT TOTAL VOLUNTARY 382.91 Total Employee Deductions 43,763.99 Net Payroll 0.00 Direct Deposit 49,366.37 EFT Gross Payroll Tie-Out 93,130.36 Plus City Paid Benefit 12,218.88 TOTAL PAYROLL COST 105,349.24 FICA TIE-OUT Gross Payroll 93,130.36 Less Total FSA 1,739.53 Less Total H.SA 18,168.99 Less Voluntary Ins 58.46 Plus ICMA Employer 409.50 Net P/R Subject to FICA 73,572.88 FICA Oasdi @ 6.20%4,561.54 FICA Medicare @ 1.45%1,066.81 Note: Federal and State Payroll Tax obligations are satisfied by means of utilizing the US Bank Easy Tax Deposit Service. 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B C Page 1 of 2 CONSENT ITEM – 6B MEMORANDUM DATE: February 22, 2021 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Arden Hills Tobacco Settlement Agreement and Resolution 2021-009 Staying Effective Date of Ordinance Relating to Sale of Flavored Tobacco Products at Adults-Only Tobacco Stores Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider Motions to approve, table, or deny the following: • The settlement agreement with Arden Hills Tobacco, Inc. and Resolution 2021-009 Staying Effective Date of Ordinance Relating to Sale of Flavored Tobacco Products at Adults-Only Tobacco Stores All items need a simple majority for action unless otherwise noted. Background The City of Arden Hills is in ongoing litigation relating to Ordinance 2019-005 and the prohibition of the sale of flavored tobacco products within the City. The attached settlement agreement with Arden Hills Tobacco, Inc. and resolution have been worked on by the attorneys representing the City in the litigation. If approved, the settlement agreement and resolution will stay the effective date of the ordinance for the sale of flavored tobacco products to July 1, 2023 at adults-only tobacco stores. City staff recommends that the Council approve this settlement agreement and adopt Resolution 2021-009. The issue of Ordinance 2019-005 and the prohibition of the sale of flavored tobacco products at other tobacco vendors is still in ongoing litigation brought by Brausen Enterprises, Inc. Page 2 of 2 Budget Impact N/A Attachments Attachment A: Settlement Agreement with Arden Hills Tobacco, Inc. Attachment B: Resolution 2021-009 Staying Effective Date of Ordinance Relating to Sale of Flavored Tobacco Products at Adults-Only Tobacco Stores 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. CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 2021-009 RESOLUTION STAYING EFFECTIVE DATE OF ORDINANCE RELATING TO SALE OF FLAVORED TOBACCO PRODUCTS AT ADULTS-ONLY TOBACCO STORES 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; 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”; 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 judgment in the lawsuit, or December 31, 2020, whichever came first; WHEREAS, on August 24, 2020, the City adopted Resolution 2020-031 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 judgment in the lawsuit; WHEREAS, Plaintiff Arden Hills Tobacco, Inc. and the City have agreed to a settlement of the lawsuit, under which the City agreed to suspend enforcement of those parts of Arden Hills Code of Ordinances Section 350 that prohibit the sale of flavored tobacco products against adults- only tobacco stores, including Arden Hills Tobacco, Inc., until July 1, 2023. 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. 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 stayed against adults-only tobacco stores, including Arden Hills Tobacco, Inc., until July 1, 2023. 2. The City Clerk shall promptly notify all current tobacco licensees of this action. ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 22ND DAY OF FEBRUARY 2021. ____________________________________ David Grant, Mayor ATTEST: ______________________________________ Julie Hanson, City Clerk CONSENT ITEM – 6C MEMORANDUM DATE: February 22, 2021 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Gayle Bauman, Finance Director SUBJECT: 2020 Budget Carryovers for Hamline Avenue Crosswalk Project Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider Motion(s) to approve, table or deny the following: • Carryover budget funds from 2020 to 2021 for the Hamline Avenue Crosswalk Project. All items need a simple majority for action unless otherwise noted. Discussion The Hamline Avenue Crosswalk Project was originally budgeted for 2020. Engineering work was started during 2020, but the majority of the work will not be completed until 2021. The completion of this project in 2021 was noted in the 2021-2025 CIP, but the adjustment to the budget was overlooked during completion of the 2021 Budget. Staff is asking for a reduction in the 2020 budget and a corresponding increase in the 2021 budget for the following items: Fund Account No. Amount Description PIR Fund 411-48322-33610 $60,000 Ramsey County Contribution PIR Fund 411-48322-45900 $102,000 Hamline Ave Crosswalks project costs Budget Impact None. This request is for budget funds to be moved from 2020 to 2021 so they match up better with corresponding costs. Attachments N/A Page 1 of 2 DATE: February 22, 2021 TO: Honorable Mayor and City Councilmembers David Perrault, City Administrator FROM: David Swearingen, Interim Public Works Director SUBJECT: Resolution Approving Plans & Specifications and Order Advertisement for Bids Karth Lake Runoff Control Project Budgeted Amount: Actual Amount: Funding Source: $180,000 $171,000 (Pre-bid Estimate) Surface Water Management (50%) RCWD Grant (50%) Council Should Consider Motions to approve, table, or deny the following: • Resolution 2021-010 Approving Plans and Specifications and Ordering Advertisement for Bids for the Karth Lake Runoff Control Project. All items need a simple majority for action unless otherwise noted. Background/Discussion On March 23, 2020, the City Council approved a grant agreement with the Rice Creek Watershed District for the Karth Lake Runoff Control project. The purpose of this project is to address excessive erosion near the south end of Karth Lake caused by runoff from adjacent land uses. Urban runoff is currently being directed down a steep slope to a city trail along the southern boundary of Cummings Park. The grant agreement provides 50% funding from RCWD for the project, up to a maximum amount of $90,000. On April 27, 2020, the City Council approved Professional Services Agreement with Ulteig Engineering to complete project design, project manual, easement documents and construction administration. The project has since reached 100% design and is ready for solicitation of bids to construct during the 2021 construction season. CONSENT ITEM – 6D MEMORANDUM Page 2 of 2 Adoption of Resolution 2021-010 will approve the plans and specifications and order bid advertisement for the Karth Lake Runoff Control Project. Bids would be received on March 31, 2021, and presented to the City Council on April 12, 2021, with an appropriate resolution to award the construction contract. This schedule will allow for construction starting in June 2021 and a final construction completion date is October 29, 2021. Staff recommends adoption of Resolution 2021-010 as provided in Attachment A. The specifications and project manual consist of 183 pages, a full cop y of project manual is on file and available upon request to the City Clerk or by downloading from the project webpage prior to the start of bidding. Budget Impact A summary of the estimated project costs and funding sources is provided below, and includes funding from a grant agreement with RCWD for the proposed stormwater management improvements. Total Estimated Costs Construction Cost $ 130,000 Design Services $ 20,000 Materials Testing $ 6,000 Construction Administration $ 15,000 TOTAL $ 171,000 Total Estimated Funding RCWD (50% match) $ 85,500 Surface Water Mgmt Fund $ 85,500 TOTAL $ 171,000 The amounts listed above are estimates based on the current opinion of probable construction costs. Final total expenses and funding amounts will be revised and presented to the City Council upon receipt of construction bids. Attachments Attachment A: Resolution 2021-010 Attachment B: Plans 1 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. CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 2021-010 RESOLUTION APPROVING PLANS AND SPECIFICATIONS AND ORDERING THE ADVERTISEMENT FOR BIDS KARTH LAKE RUNOFF CONTROL PROJECT WHEREAS, the Public Works Department has prepared plans and specifications for Improvement Project No. PW-20-0111, Karth Lake Runoff Control Project, for installation of stormwater drainage improvements to address excessive erosion affecting Karth Lake. The plans and specifications have been presented to the council for approval. NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF ARDEN HILLS: 1. Such plans and specifications, a copy of which is attached hereto and made a part hereof, are hereby approved. 2. The City Clerk shall prepare and cause to be inserted in the official paper an advertisement for bids upon the making of such improvement under such approved plans and specifications. The advertisements shall be published for 21 days, shall specify the work to be done, shall state that the bids will be received by the clerk until 10:00 a.m. on March 31, 2021, at which time they will be publicly opened in the council chambers of the city hall by the City Clerk, will then be tabulated, and will be considered by the council at 7:00 p.m. on April 12, 2021, in the council chambers of the city hall. Any bidder whose responsibility is questioned during the consideration of the bid will be given an opportunity to address the council on the issue of responsibility. No bids will be considered unless sealed and filed with the City Clerk and accompanied by a cash deposit, cashier’s check, bid bond, or certified check payable to the city for five (5) percent of the amount of such bid. PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 22nd DAY OF FEBRUARY 2021. ________________________________ Mayor Attest: ______________________________ City Clerk Page 1 of 2 CONSENT ITEM – 6E MEMORANDUM DATE: February 22, 2021 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: David Swearingen, Interim Public Works Director SUBJECT: PSA and Resolution for the Lexington Avenue Signal System Feasibility Report Budgeted Amount: Actual Amount: Funding Source: $0 $2,785.00 PIR Council Should Consider Motions to approve, table, or deny the following: • Proposal for Professional Services with Alliant to prepare a feasibility report for the potential traffic signal system as part of the Lexington Avenue Reconstruct Project. • Resolution 2021-011 ordering the preparation of feasibility report for the Lexington Avenue Improvement Project. All items need a simple majority for action unless otherwise noted. Background/Discussion The proposed Scope of Services includes all tasks necessary to prepare a joint feasibility report for the Cities of Shoreview and Arden Hills to document proposed improvements, project costs, funding, and potential assessments for a new traffic signal system installed as part of the Ramsey County Lexington Avenue Reconstruction Project. The full description of the proposal is shown on Attachment B. The 2013 Master Planned Unit Development (PUD) agreement, Attachment C, for the Lexington Station commercial site includes access and cost participation requirements related to the proposed Target Road traffic signal. The master PUD agreement states that full development of the Lexington Station commercial property will include a new access driveway aligned with Target Road to replace the current access point along Lexington Avenue. The new access is required to include the proposed traffic signal at Target Road based on a completed traffic study. The master PUD agreement further requires the developer of the Lexington Station site to pay for or accept an assessment against the project property for the cost of the access improvements, including the traffic signal. Page 2 of 2 Staff recommends approving the proposal and Resolution 2021-011 to prepare the feasibility report for the Lexington Avenue Improvement Project. Budget Impact The total estimated fee for the proposal comes to $5,570.00. The City of Shoreview has agreed to split the cost, therefore, the City of Arden Hills fee total is $2,785.00 Attachments Attachment A – Resolution 2021-011 Attachment B – Feasibility Proposal – Alliant Attachment C – Master PUD Agreement 1 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. CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 2021-011 RESOLUTION ORDERING THE PREPARATION OF FEASIBILITY REPORT FOR THE LEXINGTON AVENUE IMPROVEMENT PROJECT WHEREAS, the Capital Improvement Program for the City of Arden Hills identifies potential street and utility improvements for Lexington Avenue; and WHEREAS, the proposed improvements to Lexington Avenue include the installation of a new traffic control signal system at the intersection of Lexington Avenue and Target Road; and WHEREAS, the proposed traffic signal at Target Road would provide access improvements to the Lexington Station development site located in the southwest quadrant of Lexington Avenue and Red Fox Road; and WHEREAS, the Master Planned Unit Development Agreement for Lexington Station specifies that the developer of the Lexington Station site will be required to pay for or accept an assessment against the property for the cost of access improvements to Lexington Avenue. NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF ARDEN HILLS: That the proposed Target Road traffic signal and associated access improvements stated above shall be referred to as the Lexington Avenue Traffic Signal at Target Road for study and that the City Engineer is instructed to report to the Council with all convenient speed advising the Council in a preliminary way as to whether the proposed improvement is necessary, cost-effective, and feasible and as to whether it should best be made as proposed or in connection with some other improvement, and the estimated cost of the improvement as recommended. PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 22nd DAY OF FEBRUARY 2021. ________________________________ Mayor Attest: ______________________________ City Clerk February 3, 2021 Mr. Tom Wesolowski – Shoreview Mr. David Swearingen – Arden Hills (Sent via Email) Mr. Wesolowski and Mr. Swearingen, Alliant Engineering, Inc. appreciates the opportunity to provide you with the following Proposal for Professional Services. Our proposed Scope of Services includes all tasks necessary to prepare a joint feasibility report for the Cities of Shoreview and Arden Hills to document proposed improvements, project costs, funding, and potential assessments for a new traffic signal system installed as part of the Ramsey County Lexington Avenue Reconstruction Project. The report will include the following information: · Introduction · Project Description/Scope · Definition of Existing Conditions · Description of proposed improvements  Roadway  Bicycle and Pedestrian Facilities  Traffic Signal Systems  Utilities · List of Permits and Approvals · Public Involvement Information · Estimated Project Costs  Engineer’s Estimate (60% design level)  Cost Responsibility Splits · Breakdown of Proposed Financing and Assessments · Project Schedule · Conclusions The following scope of services is proposed: Task 1.0 Traffic Analysis Trip Generation – Develop 24-hour trip generation estimates over a typical weekday, Saturday, and Sunday for properties benefitting from the addition of a traffic signal system at the Lexington Avenue/Target Road Entrance intersection. The trip generation estimates will be utilized to determine responsibility for traffic signal system costs that may be assessed to benefitting properties. Due to the current public response to the ongoing COVID-19 pandemic, it will not be feasible to gather representative trip generation data in the field for the various subject properties using conventional data collection methods. Trips for existing developed properties will be estimated by utilizing applicable rates in the Institute of Transportation Engineers Trip Generation Manual. For properties with multiple driveways, engineering judgement will be used to estimate an appropriate directional distribution of generated trips. The following properties will be subjects of this traffic analysis: - Lexington Station (multiple driveways) - Big O Tires - Arby’s - Raising Cane’s (multiple driveways) - Target (multiple driveways) For purpose of determining traffic signal system assessments on the west side of Lexington Avenue, two scenarios will be developed: - Scenario #1 – Driveway connection between the Big O Tires property and the Lexington Station property is coordinated between the property owners and the City of Arden Hills and the property owners construct the driveway connection - Scenario #2 – No driveway connection is made between the above- mentioned properties and the Lexington Station development is the sole property accessing the west leg of the new signalized intersection. Task 2.0 Feasibility Report 2.1 Prepare draft feasibility report containing the above listed information. 2.2 Revise report one time based on comments received from the City of Arden Hills and the City of Shoreview. Submit final signed report. Assumptions Our work scope, staff hour and fee are based on the following assumptions: 1. Effort to prepare exhibits for the report will be kept to a minimum. A layout for the project has been developed for use by the County. Simple exhibits will be prepared for other work elements, such as watermain and sanitary sewer work, if needed. 2. This scope does not include meetings. It is assumed that review comments will be discussed via phone or email. 3. This scope does not include time to attend City Council meetings. Meeting attendance and preparation of presentations can be provided as additional services. 4. The cities will provide a copy of the appropriate site plan for Lexington Station Phase 3 for our use. Project Schedule Alliant will work with the City of Shoreview, City of Arden Hills, and their partners to schedule tasks and milestones as needed to meet the goals of the cites. Upon acceptance of this proposal, a draft report can be provided within three calendar weeks. Staff Hour and Cost Estimate – Lexington Avenue Reconstruction – Feasibility Report Project Manager Senior Engineer Project Engineer 1.0 Traffic Analysis 1.1 Trip Generation 4 8 $1,280.00 SUBTOTAL TASK 1.0 0 4 8 12 $1,280.00 2.0 Feasibility Report 2.1 Draft Report 12 4 4 $3,200.00 2.2 Final Report 4 2 $1,040.00 SUBTOTAL TASK 2.0 16 6 4 26 $4,240.00 Total Staff Hours 16 10 12 38 ESTIMATED COST Average Hourly Rates $190 $140 $90 Estimated Labor $3,040 $1,400 $1,080 $5,520.00 Reimbursables (Mileage, Copying, Deliveries)$50.00 SUBTOTAL $5,570.00 TOTAL ESTIMATED COST NOT TO EXCEED $5,570.00 ESTIMATED COST BY TASK Work Task TOTAL HOURS Page 1 of 1 CONSENT ITEM – 6F MEMORANDUM DATE: February 22, 2021 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Resignation of Community Development Manager/City Planner Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider Motions to approve, table, or deny the following: • The resignation of the Community Development Manager/City Planner Mike Mrosla All items need a simple majority for action unless otherwise noted. Background The Community Development Manager/City Planner submitted their resignation with a last day of March 1, 2021. Budget Impact N/A Attachments N/A Page 1 of 1 CONSENT ITEM – 6G MEMORANDUM DATE: February 22, 2021 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Proposal from HR Green for On-Call City Engineer Services and designating HR Green as the Engineer of Record Budgeted Amount: Actual Amount: Funding Source: N/A N/A General and Utility Funds Council Should Consider Motions to approve, table, or deny the following: • A proposal with HR Green for on-call engineering services for the City and designating HR Green as the Engineer of Record for the City. All items need a simple majority for action unless otherwise noted. Background The City had recently entered into an agreement with Bolton and Menk for similar services, following a re-evaluation of the agreement Staff believes that HR Green would better assist the City. This approval would authorize staff to terminate the agreement with Bolton and Menk and replace them with HR Green for on-call engineer services and designate HR Green as the Engineer of Record. Budget Impact It is difficult to gauge the budget impact of engineering services as they will be done on an as- needed basis, however, any costs for services will be off-set by staffing vacancies. Attachments Attachment A: Proposal for Engineering Services by HR Green 2550 University Avenue West | Suite 400N | St. Paul, MN 55114 Main 651.644.4389 + Fax 651.644.9446 HRGREEN.COM  February 17, 2021 Mr. Dave Perrault, MBA, MPA City Administrator City of Arden Hills 1245 West Highway 96 Arden Hills, MN 55112 Re: Proposal to Provide On-Call Engineering Services & Serve as Engineer of Record Dear Mr. Perrault: We are pleased to provide you with our proposal to provide on call services and to serve as engineer of record for the City of Arden Hills. We understand that given the staff transition taking place at the City , you will require assistance with a variety of technical and administrative tasks. As you are aware, our team has served the City for many years and we currently provide similar services to over 50 other communities. We will bill our services at the hourly rates specific to the staff person performing the work. We anticipate being requested to perform work in the following areas; General Consultation, Meeting Attendance, Stormwater Design, Stormwater Compliance, Traffic Engineering, Transportation Design, Pavement Management, Plan Review, Construction Administration, & Construction Observation. We will assign Project Managers that you are familiar with to each project as the need arises. Our anticipated Project Managers have bill rates between $155 to $185/hr. The Project Managers will partner with Design Technicians and Staff Engineers with bill rates between $90 to $128/hr to complete the work. Where they provide additional value, Project Engineers with bill rates between $134 to $159/hr will be relied on. Should the City require placement of an HR Green engineer at City Hall please let us know, we have staff that could fill this role as well. We appreciate the opportunity to present our proposal and continue our work with the City of Arden Hills. Thank you for your thoughtful consideration. While I (Chris) will serve as the main contact for this effort, our Project Managers are fully capable of driving their own projects forward. In addition, we have the full support of our Water and Transportation Regional Directors, should they be required. If you require additional information or have any questions, please contact me at 651-500-2750 or charrington@hrgreen.com. Sincerely, HR GREEN, INC Chris Harrington, PE Tim Korby, PE John Morast, PE Client Services Manager Regional Director - Water Regional Director - Transportation Page 1 of 1 CONSENT ITEM – 6H MEMORANDUM DATE: February 22, 2021 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Permanent Elimination of Recreation Coordinator Position Budgeted Amount: Actual Amount: Funding Source: $97,980 N/A General Fund Council Should Consider Motions to approve, table, or deny the following: • The permanent elimination of the Recreation Coordinator position All items need a simple majority for action unless otherwise noted. Background The Recreation Coordinator position was temporarily laid-off in May 2020 due to Recreation Programming being interrupted by COVID-19. Following a discussion on Recreation Staffing at the February 16, 2021 work session, the City Council directed staff to bring forward for approval the permanent elimination of the Recreation Coordinator position. Budget Impact The elimination of this position will reduce General Fund budgeted expenditures by $97,980. Attachments N/A Page 1 of 2 DATE: February 22, 2021 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Authorization to Begin Recruitment Process for a City Planner Budgeted Amount: Estimated Amount: Funding Source: N/A N/A N/A Council Should Consider Motions to approve, table, or deny the following: • Authorizing staff to begin the recruitment process for a City Planner. All items need a simple majority for action unless otherwise noted. Background Following a discussion at the February 16, 2021 work session, the City Council directed staff to begin the recruitment process for a City Planner position. An updated job description for the position has been attached and below is the anticipated recruitment process. Anticipated process: -Council approves authorization to begin the recruitment process -Staff posts for the position and reviews candidates -Staff reviews applications and selects interview candidates -Staff will conduct a first round of interviews and select final round candidates -Staff will conduct a final interview. Councilmembers may choose to attend the final interview, but the Council should decide with this authorization on who, from Council, will attend. -Staff will bring forward a finalist for official Council approval The City Council at its work session raised the possibility of a “meet and greet” with finalists, this is not currently part of the process but could be included should Council request it. NEW BUSINESS – 9A MEMORANDUM Page 2 of 2 Budget Impact This position will not adversely affect the 2021 budget as it is replacing a previously budgeted position. Attachments Attachment A: Updated City Planner Job Description 1 CITY OF ARDEN HILLS POSITION DESCRIPTION Position Title: City Planner Department: Community Development Accountable to: Community Development Director Positions Supervised: Senior Planner Status: Regular Full Time February 2021 PRIMARY OBJECTIVES Performs difficult advanced technical work assisting the director in a wide variety of planning, zoning and code enforcement work, and related work as apparent or assigned. Provides supervision to the Senior Planner position. Work is performed under the general direction of the Community Development Director. 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 Coordinates, reviews and evaluates proposed land use development plans including tracking the land use approval process in accordance with City Code and Minnesota State Statutes. Provides direct supervision to the Senior Planner. Under limited supervision performs analysis and review of proposed land use applications. Conducts research and analysis of development proposals and other projects based upon appropriate plans, policies and ordinances. Staff liaison to Planning Commission including: presenting planning cases to Planning Commission and City Council, maintaining case files, preparation of agendas, preparation and publication/mailing of public hearing notices in accordance with legal requirements, research and analysis of issues, and makes recommendations to the Planning Commission and the City Council. Negotiates development agreements and works with the City Attorney to prepare documents. Monitors developer compliance with Council directives and development agreements by reviewing approved documents and inspecting sites. Advises developers, petitioners and their agents, and other City departments on status of required improvements and conditions. Ensures that building and zoning permit applications are in compliance with the Zoning Code. Perform site inspections as requested for development applications, compliance during construction, annual reviews, code enforcement and for security release. Represents Planning Commission at City Council meetings and represents the department at meetings as needed. 2 Responds to inquiries concerning City land use plans, policies and ordinances and development review procedures. Maintains Comprehensive Plan materials, GIS information, and demographic data; provides information and advice on necessary changes, and recommended modifications. Prepares periodic updates of and amendments to the City Code and Comprehensive Plan. Assists in the enforcement and administration of the City’s Zoning Ordinance. Helps provide interpretation of the City Code language and requirements. Investigate citizen complaints and/or inquiries pertaining to development applications, code enforcement, zoning, and resolved such matters in a tactful and equitable manner Assists the Community Development Director in long range planning activities including the TCAAP master planning and zoning process and small area planning. Oversees the City’s curbside recycling contract; develops budget; negotiates contract; oversees related grants; tracks revenue share program; coordinates the semi-annual community cleanup day events, and collaborates with Ramsey County on recycling related goals. Works with the Administration Department to administer the Rental Registration Program. EDUCATION and/or EXPERIENCE Five or more years experience in municipal planning and a bachelor's degree with coursework in city planning, urban and regional development, or related field and considerable experience, or equivalent combination of education and experience. Master’s Degree is urban planning or related field is preferred. KNOWLEDGE, SKILLS AND ABILITIES Thorough knowledge of the principles and practices of urban planning; general knowledge of economics, sociology, environmental issues, municipal finances, and tax-increment financing as applied to urban planning; general knowledge of current literature and recent developments in the field of urban planning; general skill in the use and administration of Geographic Information Systems (GIS); ability to utilize standard office equipment and related hardware and software, including job-specific software; ability to analyze and systematically compile technical and statistical information and to prepare technical reports; ability to make presentations; ability to establish and maintain effective working relationships with associates. PHYSICAL DEMANDS This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, frequently requires speaking or hearing and repetitive motions and occasionally requires standing, walking, using hands to finger, handle or feel, reaching with hands and arms 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, using of measuring devices, operating machines, operating motor vehicles or equipment and observing general surroundings and activities; work occasionally requires exposure to outdoor weather conditions; work is generally in a moderately noisy location (e.g. business office, light traffic). SPECIAL REQUIREMENTS Valid driver's license. 3 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. __________________________________________________________________