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Home My WebLink About03-08-21-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 PUBLIC PRESENTATIONS NineNorth (Formerly CTV North Suburbs) Update Dana Healy, NineNorth Executive Director MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF STAFF COMMENTS COVID -19 Update Dave Perrault, City Administrator MEMO.PDF APPROVAL OF MINUTES February 8, 2021 Special City Council Executive Session (Closed) 02 -08 -21 -SEC.PDF February 8, 2021 Regular City Council 02 -08 -21 -R.PDF February 16, 2021 City Council Work Session 02 -16 -21 -WS .PDF February 22, 2021 Special City Council Executive Session (Closed) 02 -22 -21 -SEC.PDF February 22, 2021 Regular City Council 02 -22 -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 Approve Resolution 2021 -012 Appointing Emily Rousseau To The Finance Planning And Analysis Committee (FPAC) Gayle Bauman, Finance Director MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF Motion To Approve Payment No. 3 To Air Express, Inc. –City Hall HVAC Replacement Project Dave Perrault, City Administrator MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF Motion To Approve Professional Services Amendment With Bolton & Menk –2021 PMP Street And Utility Improvement Project David Swearingen, Interim Public Works Director MEMO.PDF ATTACHMENT A.PDF Motion To Approve Second Amendment To Site Use Lease Agreement With AT&T (North Water Tower –1221 Cummings Park Drive) David Swearingen, Interim Public Works Director MEMO.PDF ATTACHMENT A.PDF Motion To Approve Resolution 2021 -014 Regarding Support Of Job Creation Fund Application In Connection With Boston Scientific Corporation Jane Kansier, Bolton & Menk Planning Consultant MEMO.PDF ATTACHMENT A.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 Resolution 2021 -013 Declaring Costs To Be Assessed, Ordering The Preparation Of Proposed Assessments And Calling For A Public Hearing On Proposed Assessments –2021 PMP Street And Utility Improvement Project David Swearingen, Interim Public Works Director MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF UNFINISHED BUSINESS COUNCIL/STAFF COMMENTS ADJOURN Mayor: David Grant Councilmembers: Brenda Holden Fran Holmes Dave McClung Steve Scott Regular City Council Agenda March 8, 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/88382764386 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: 6. 6.A. Documents: 6.B. Documents: 6.C. Documents: 6.D. Documents: 6.E. Documents: 7. 7.A. Documents: 7.B. Documents: 7.C. Documents: 7.D. Documents: 7.E. Documents: 7.F. Documents: 8. 9. 10. 10.A. Documents: 11. 12. 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 INQUIRIESPUBLIC PRESENTATIONSNineNorth (Formerly CTV North Suburbs) UpdateDana Healy, NineNorth Executive Director MEMO.PDFATTACHMENT A.PDF ATTACHMENT B.PDF STAFF COMMENTS COVID -19 Update Dave Perrault, City Administrator MEMO.PDF APPROVAL OF MINUTES February 8, 2021 Special City Council Executive Session (Closed) 02 -08 -21 -SEC.PDF February 8, 2021 Regular City Council 02 -08 -21 -R.PDF February 16, 2021 City Council Work Session 02 -16 -21 -WS .PDF February 22, 2021 Special City Council Executive Session (Closed) 02 -22 -21 -SEC.PDF February 22, 2021 Regular City Council 02 -22 -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 Approve Resolution 2021 -012 Appointing Emily Rousseau To The Finance Planning And Analysis Committee (FPAC) Gayle Bauman, Finance Director MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF Motion To Approve Payment No. 3 To Air Express, Inc. –City Hall HVAC Replacement Project Dave Perrault, City Administrator MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF Motion To Approve Professional Services Amendment With Bolton & Menk –2021 PMP Street And Utility Improvement Project David Swearingen, Interim Public Works Director MEMO.PDF ATTACHMENT A.PDF Motion To Approve Second Amendment To Site Use Lease Agreement With AT&T (North Water Tower –1221 Cummings Park Drive) David Swearingen, Interim Public Works Director MEMO.PDF ATTACHMENT A.PDF Motion To Approve Resolution 2021 -014 Regarding Support Of Job Creation Fund Application In Connection With Boston Scientific Corporation Jane Kansier, Bolton & Menk Planning Consultant MEMO.PDF ATTACHMENT A.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 Resolution 2021 -013 Declaring Costs To Be Assessed, Ordering The Preparation Of Proposed Assessments And Calling For A Public Hearing On Proposed Assessments –2021 PMP Street And Utility Improvement Project David Swearingen, Interim Public Works Director MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF UNFINISHED BUSINESS COUNCIL/STAFF COMMENTS ADJOURN Mayor:David Grant Councilmembers:Brenda Holden Fran HolmesDave McClungSteve Scott Regular City Council Agenda March 8, 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/88382764386This 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: 6. 6.A. Documents: 6.B. Documents: 6.C. Documents: 6.D. Documents: 6.E. Documents: 7. 7.A. Documents: 7.B. Documents: 7.C. Documents: 7.D. Documents: 7.E. Documents: 7.F. Documents: 8. 9. 10. 10.A. Documents: 11. 12. 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 INQUIRIESPUBLIC PRESENTATIONSNineNorth (Formerly CTV North Suburbs) UpdateDana Healy, NineNorth Executive Director MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFSTAFF COMMENTSCOVID-19 UpdateDave Perrault, City Administrator MEMO.PDFAPPROVAL OF MINUTESFebruary 8, 2021 Special City Council Executive Session (Closed)02 -08 -21 -SEC.PDFFebruary 8, 2021 Regular City Council02-08 -21 -R.PDFFebruary 16, 2021 City Council Work Session02-16 -21 -WS .PDFFebruary 22, 2021 Special City Council Executive Session (Closed)02 -22 -21 -SEC.PDFFebruary 22, 2021 Regular City Council02-22 -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 Payroll Gayle Bauman, Finance Director Pang Silseth, Accounting Analyst MEMO.PDF Motion To Approve Resolution 2021 -012 Appointing Emily Rousseau To The Finance Planning And Analysis Committee (FPAC) Gayle Bauman, Finance Director MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF Motion To Approve Payment No. 3 To Air Express, Inc. –City Hall HVAC Replacement Project Dave Perrault, City Administrator MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF Motion To Approve Professional Services Amendment With Bolton & Menk –2021 PMP Street And Utility Improvement Project David Swearingen, Interim Public Works Director MEMO.PDF ATTACHMENT A.PDF Motion To Approve Second Amendment To Site Use Lease Agreement With AT&T (North Water Tower –1221 Cummings Park Drive) David Swearingen, Interim Public Works Director MEMO.PDF ATTACHMENT A.PDF Motion To Approve Resolution 2021 -014 Regarding Support Of Job Creation Fund Application In Connection With Boston Scientific Corporation Jane Kansier, Bolton & Menk Planning Consultant MEMO.PDF ATTACHMENT A.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 Resolution 2021 -013 Declaring Costs To Be Assessed, Ordering The Preparation Of Proposed Assessments And Calling For A Public Hearing On Proposed Assessments –2021 PMP Street And Utility Improvement Project David Swearingen, Interim Public Works Director MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF UNFINISHED BUSINESS COUNCIL/STAFF COMMENTS ADJOURN Mayor:David Grant Councilmembers:Brenda Holden Fran HolmesDave McClungSteve Scott Regular City Council Agenda March 8, 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/88382764386This 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:6.6.A.Documents:6.B.Documents:6.C.Documents:6.D.Documents:6.E.Documents:7.7.A. Documents: 7.B. Documents: 7.C. Documents: 7.D. Documents: 7.E. Documents: 7.F. Documents: 8. 9. 10. 10.A. Documents: 11. 12. 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 INQUIRIESPUBLIC PRESENTATIONSNineNorth (Formerly CTV North Suburbs) UpdateDana Healy, NineNorth Executive Director MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFSTAFF COMMENTSCOVID-19 UpdateDave Perrault, City Administrator MEMO.PDFAPPROVAL OF MINUTESFebruary 8, 2021 Special City Council Executive Session (Closed)02 -08 -21 -SEC.PDFFebruary 8, 2021 Regular City Council02-08 -21 -R.PDFFebruary 16, 2021 City Council Work Session02-16 -21 -WS .PDFFebruary 22, 2021 Special City Council Executive Session (Closed)02 -22 -21 -SEC.PDFFebruary 22, 2021 Regular City Council02-22 -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 Approve Resolution 2021 -012 Appointing Emily Rousseau To The Finance Planning And Analysis Committee (FPAC)Gayle Bauman, Finance Director MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFMotion To Approve Payment No. 3 To Air Express, Inc. –City Hall HVAC Replacement ProjectDave Perrault, City Administrator MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFATTACHMENT C.PDFMotion To Approve Professional Services Amendment With Bolton & Menk –2021 PMP Street And Utility Improvement ProjectDavid Swearingen, Interim Public Works Director MEMO.PDFATTACHMENT A.PDFMotion To Approve Second Amendment To Site Use Lease Agreement With AT&T (North Water Tower –1221 Cummings Park Drive) David Swearingen, Interim Public Works Director MEMO.PDFATTACHMENT A.PDFMotion To Approve Resolution 2021 -014 Regarding Support Of Job Creation Fund Application In Connection With Boston Scientific CorporationJane Kansier, Bolton & Menk Planning Consultant MEMO.PDF ATTACHMENT A.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 Resolution 2021 -013 Declaring Costs To Be Assessed, Ordering The Preparation Of Proposed Assessments And Calling For A Public Hearing On Proposed Assessments –2021 PMP Street And Utility Improvement Project David Swearingen, Interim Public Works Director MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF UNFINISHED BUSINESS COUNCIL/STAFF COMMENTS ADJOURN Mayor:David Grant Councilmembers:Brenda Holden Fran HolmesDave McClungSteve Scott Regular City Council Agenda March 8, 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/88382764386This 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:6.6.A.Documents:6.B.Documents:6.C.Documents:6.D.Documents:6.E.Documents:7.7.A.Documents:7.B.Documents:7.C.Documents:7.D.Documents:7.E.Documents:7.F.Documents: 8. 9. 10. 10.A. Documents: 11. 12. Page 1 of 1 PUBLIC PRESENTATIONS – 4A MEMORANDUM DATE: March 8, 2021 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: NineNorth (formerly CTV) Update Budgeted Amount: Actual Amount: Funding Source: $ $ Background/Discussion NineNorth (formerly CTV) Executive Director Dana Healy will provide an update. Attached is a look back at 2020 in Arden Hills and 2021 Recommendations as provided by Executive Director Healy. Attachments A: 2020 Look Back at City of Arden Hills B: 2021 Recommendations 2020 Look Back: City of Arden Hills Municipal Production | Video Production Web-stream ing | Social Media | Virtual Events www.NineNorth.org Points of Discussion •Knowing Us •Measuring Up •Adding Value •Moving Forward Knowing Us –Mission Focused We Produce Community Focused Digital Media to Educate and Engage Knowing Us –Milestones Knowing Us –Milestones •Zoom Installs •Compass Programs •Annual Report Knowing Us –Core Services Municipa l Meeting Coverag e Web Stream in g Cable Playback Vid eo Production Virtual Events Social Media What Your City Paid for -2020 48 City Meetings State of Th e City 1,0 9 2 Cable Play Backs140 hours web stream 1,596 Meeting Views ~ 760 Landing Page Views Social Media Measuring Up –The Stats 100% 22% 33% 99% 115City -Specific Posts Shared ~ Reached 38,250 People in 2020 Measuring Up –Zoom Install Details March 23rd 2020 Last meeting before Pandemic-related Cancelations April 10th 2020 April 9th First Zoom Training Mar 26th Equipment In stall Zoom -ready and Operational 17 D a ys Adding Value -Overview Software Access to Hardwar e Expertise Content Adding Value Access to Hardwar e Adding Value SoftwareCassandar Value Closed Captioning Wowza Value Zoom $10,000 $660 $720 Varies Adding Value Content Adding Value -Overview Expertise Moving Forward •Maximize Quarterly Reports and Neighborhood Network •Be a Guest on Cities Speak •Sign Up for the E-Blast •Sit Down with Team to Identify Video Opportunities Contact Dana Healy Dhealy@ctvnorthsuburbs.org Website –www.NineNorth.org Facebook -@CTVNorthSuburbs Instagram -@ninenorthmedia LinkedIn –Ninenorth Twitter -@ninenorth Arden Hills Equipment Status System Last Updated: October 2019 Approximate Cost: $84,000 Integration: CTV North Suburbs (Now NineNorth) System Overview Highlights  2019 production system was updated to HD.  Production System does not need to be updated in 2021.  Zoom computer was added in 2020. Teleconferencing software updates may occur in the next year.  Projector was replaced with a new 4k Laser based one in 2020. System Overview Details The production system, including switcher, cameras and terminal gear are all new in 2019 and capable of HD resolutions. Expected lifespan for the majority of the equipment is 10-15 years. Replacements should start to be considered around 2032. The control computer should be refreshed in 5-7 years. Control computer should be updated in 2025. With the onset of the COVID-19 pandemic, a “Zoom” computer was added to the system in 2020 to facilitate remote and hybrid meetings. This computer will may need to be updated as teleconferencing software and technology evolves. The audio system uses speakers, amps and microphones present prior to the 2019 update, but due to the nature of those devices, it is expected that they will continue to function well into the future. In 2019 a Digital Signal Processor (DSP) replaced the analog audio board to provide for automatic mixing and sound reinforcement. Expected lifespan - 10-15 years. Replacement should be considered around 2032. The presentation system was substantially replaced, including new wireless contribution capabilities. While new in 2019 the Atlona presentation system is having some issues. The wireless contribution/switch device in the presentation cabinet has a tendency to lock up. Also, the Velocity control system has been intermittent. We will be perfo rming firmware updates and will track the results. The dais monitor are performing well. There are two 65” monitors in the room, one high on the wall opposite the dais and the other on a rolling stand. Both are in good condition and seem to operate well. The projector was replaced with a new 4K laser based one in 2020. Expected Lifespan - 7-10 years March 2021 Technical Services Recommendations 1. Clean Out Control Room Description: Clean out the control room of the remaining old equipment and other items that are no longer needed. Why: General appearance and elimination of unused and unneeded items Cost: $400 Timeline: < 1 week Priority: Medium Next Steps: Assign city staff or authorize NineNorth to do the work. 2. Presentation System Update Description: Pending results of firmware updates, consider changing some components of the presentation system. Why: To resolve issues with touch panels and switcher in lectern Cost: $500 - $2,800 Timeline: 4-6 weeks Priority: Medium Next Steps: Firmware updates – Then assess current and future needs with city staff 3. Audio-Only Recordings Description: Adding software to the control computer to allow for backup audio- only recordings of meetings. Why: On occasion the beginning of a meeting is not unmuted for the public and subsequently not recorded. This backup would allow us to fix the recordings for the archive and playback. Cost: $200 Timeline: < 1 week Priority: High Next Steps: Authorize NineNorth PJC/pjc March 2021 Technical Services Page 1 of 1 STAFF COMMENTS – 5A MEMORANDUM DATE: TO: FROM: March 8, 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: March 8, 2021 CITY OF ARDEN HILLS, MINNESOTA SPECIAL CITY COUNCIL EXECTUVE SESSION (CLOSED) FEBRUARY 8, 2021 5:45 P.M. - ARDEN HILLS CITY HALL CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Grant called to order the Special City Council Executive Session (Closed) at 5:45 p.m. Note: On March 20, 2020, 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 and City Clerk Julie Hanson; via telephone: City Attorney Joel Jamnik and Attorney Monte Mills, Greene Espel 1. AGENDA ITEMS A. Tobacco Litigation Discussion The City Council received an update from Counsel Mills regarding tobacco litigation. ADJOURN Mayor Grant adjourned the Special City Council Executive Session (Closed) at 6:20 p.m. __________________________ __________________________ Julie Hanson David Grant City Clerk Mayor Approved: March 8, 2021 CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING FEBRUARY 8, 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. Note: On March 20, 2020 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; Assistant City Engineer/Engineer in Training David Swearingen; 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 presented. A roll call vote was taken. The motion carried unanimously (5-0). 2.PUBLIC INQUIRIES/INFORMATIONAL None. 3.RESPONSE TO PUBLIC INQUIRIES A.Public Inquiry Response from January 25, 2021 City Council Meeting – Public Inquiry Format ARDEN HILLS CITY COUNCIL – FEBRUARY 8, 2021 2 City Administrator Perrault responded to the residents comments regarding the Public Inquiry Format from January 25, 2021. 4. STAFF COMMENTS A. COVID-19 Update 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 City Hall will remain closed until further notice. He indicated City staff remains operational and can be reached via phone or email. He encouraged all residents to monitor the State’s website regarding COVID-19 vaccines as the rules and eligibility information was changing frequently. 5. APPROVAL OF MINUTES None. 6. CONSENT CALENDAR A. Motion to Approve Consent Agenda Item - Claims and Payroll B. Motion to Approve Acknowledgement of the Application of Ducks Unlimited North Suburban Chapter 239 for an Exempt Permit to Conduct a Raffle with the Drawing Being April 17, 2021, with No Waiting Period C. Motion to Approve 2021 State of Minnesota Institution Community Work Crew (ICWC) Program Contract D. Motion to Adopt Resolution 2021-006 Approving Plans and Specifications and Ordering Advertisement for Bids – Hamline Avenue and Shorewood Drive Improvements E. Motion to Approve Professional Services Agreement with SRF Consultants – Mounds View High School Trail Project F. Motion to Adopt Resolution 2021-007 Supporting Local Road Improvement Program (LRIP) Grant Application for Lexington Avenue G. Motion to Approve Release of Previously Approved Planned Unit Developments and Termination of Declaration of Covenant Restrictions at 4200 Round Lake Road H. Motion to Approve Planning Case 20-010 – Master Planned Unit Development Agreement with Scannell Properties LLC I. Motion to Accept Resignation of Public Works Director/City Engineer J. Motion to Appoint Interim Public Works Director K. Motion to Approve Proposal from Bolton & Menk for Engineering Services and Designation of Engineer of Record L. Motion to Approve Payment No. 2 to Air Express, Inc. – City Hall HVAC Replacement Project ARDEN HILLS CITY COUNCIL – FEBRUARY 8, 2021 3 MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to approve the Consent Calendar as presented and to authorize execution of all necessary documents contained therein. A roll call vote was taken. The motion carried unanimously (5-0). 7. PULLED CONSENT ITEMS None. 8. PUBLIC HEARINGS None. 9. NEW BUSINESS None. 10. UNFINISHED BUSINESS A. Planning Case 20-022 – Planned Unit Development and Site Plan – Arden Hills RE, LLC – 2 Pine Tree Drive – New Perspectives Community Development Manager/City Planner Mrosla stated the City Council previously discussed Planning Case 20-022 at their meeting on January 25, 2021. At that time the City Council approved the associated Conditional Use Permit and Zoning Code Amendment. However, the action to approve the Planned Unit Development (PUD) and Site Plan was tabled to allow staff time to work with the Applicant on providing the cross parking agreement with Bethel University, and supporting documentation regarding the Applicant’s proposal to meet the intent of the tree preservation ordinance. Community Development Manager/City Planner Mrosla provided background on the request noting 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. He commented on the discussions that were held with the developer and reviewed the applicants updated tree mitigation plan. The applicant previously requested flexibility to pay a $20,000 fee in lieu of tree replacement. However, after looking at the tree mitigation plan closer, according to the report submitted by the applicant, the City would require 444 caliper inches of tree replacement or $50,958.50. Staff commented further on the request and recommended approval of the Planned Unit Development with thirty-three (33) conditions. Alex Brewer, representative for the applicant, discussed how the applicant came to the proposed $20,000 fee. He commented on the tree pricing for cottonwoods, boxelders, willow, sugar maples, red oaks and elm trees. He explained he learned from the Council, after the January 25, 2021 meeting that following the Ordinance would be key in order to not set a precedent. He requested that the Ash trees on the site be viewed as not replaceable due to Emerald Ash Borer. He stated ARDEN HILLS CITY COUNCIL – FEBRUARY 8, 2021 4 after taking a closer look at City Code requirements, he understood the City would require 444 caliper inches of tree replacement or a payment in lieu that totaled $50,958.60. Councilmember Holden asked if any of the Ash trees on his property had been treated for EAB. Ryan Hyllested, Kimley Horn, suspected none of the Ash trees had been treated because they are on private property. Councilmember Holden discussed the City’s efforts to address EAB. She indicated she did not have a problem not counting the Ash trees on this property. Councilmember McClung commented he would like to see the Ash trees replaced with some other type of tree. He explained this was the purpose of the tree preservation Ordinance. He discussed the trail that was being put in as part of their park dedication fees. He indicated he could support waiving a portion of the applicant’s fees, but could not give on both park dedication fees and the tree replacement requirements. He recommended that if the City wants to maintain its tree preservation Ordinance going forward, the Council would have to adhere to the requirements for this development. Councilmember Holmes asked if the developer was willing to offer to the City the $50,000 payment for tree mitigation. Community Development Manager/City Planner Mrosla stated it was his understanding the applicant has agreed to this amount. Mr. Brewer explained he believed the number was somewhere between $20,000 and $50,000. He commented with PUD’s there was typically some level of flexibility, but indicated he would be willing to support the $50,000 number. Todd Novaczyk, representative of the applicant, stated the $50,000 would be a strain on the project and overall feasibility. He requested the City Council consider something else in lieu of the trees. He suggested the trail land be dedicated to the City as partial payment of tree fees. He explained this would provide a benefit to the City while not adversely impacting the developer’s budget. Councilmember Holmes commented she believed the $50,000 was an acceptable amount. She indicated the required park dedication was less due to the trail. She explained she saw both sides of the story regarding the Ash trees and understood they had to be removed. She stated a significant number of trees was being removed from this property and for this reason, she recommended the developer be required to pay $50,958.60. Councilmember Holden asked how the City defined “public good”. Community Development Manager/City Planner Mrosla stated according to City Code, public good was when a project was done for the benefit of the community, such as allowing for LEED certification. ARDEN HILLS CITY COUNCIL – FEBRUARY 8, 2021 5 Councilmember Holden inquired if the developer would be constructing a public trail. She stated she was under the impression the trail was on private property. Mr. Novaczyk explained the trail would be located on private property. He indicated he was proposing to dedicate the land to the City. Councilmember Holden commented the “public good” does not come into play with the tree mitigation discussion other than as part of the PUD the developer is willing to donate a portion of land for the trail. She asked if the City wanted to preserve a trail in this area. She questioned what the value of this trail would be to the City. Community Development Manager/City Planner Mrosla commented the land dedication was just proposed this evening and staff did not have an estimate on the land value for this trail. He reported an additional legal process would have to occur if the developer wanted to donate land to the City for the trail. He explained the final plat would have to be amended to reflect this change. He indicated the maintenance of the trail would also have to be addressed. He noted the trails on the Bethel property are maintained by Bethel University. Councilmember Scott stated he would support the $20,000 tree preservation payment with the dedication of land for the trails. He indicated he opposed the developer having to pay $51,000 and provided the land dedication. Mr. Novaczyk estimated the trail segment land value would be $90,000. Councilmember Holden stated she was unsure that this was the proper value for the trail segment. She explained the value of the land where the building could be built was higher the land next to the curb. She indicated she supported the City getting as many trails as possible, but noted the Bethel trails were private. Mayor Grant inquired if Bethel University was considering upgrading their private trails. Community Development Manager/City Planner Mrosla stated Bethel was putting together a maintenance plan with proposed improvements for the trails that would be completed in a phased approach over the next three to five years. Mayor Grant asked if the Bethel trails had to remain open for public access. Community Development Manager/City Planner Mrosla commented this was mentioned in the PUD agreement. Mayor Grant questioned if a similar approach could be taken for this project. Community Development Manager/City Planner Mrosla reported this could be done through a condition for approval to ensure the trails remain open to the public and that the developer was responsible for all future trail maintenance. He suggested Condition 34 read: The trails on this property shall remain open for public utilization in accordance with the Anderson Center PUD. ARDEN HILLS CITY COUNCIL – FEBRUARY 8, 2021 6 City Attorney Jamnik advised this would be acceptable noting the City would have the right to enforce the Site Plan and the PUD Agreement if the developer was in default. Mayor Grant questioned how the Council wanted to address the trees. Councilmember McClung supported the City protecting the trail through the land dedication of the trail. He recommended that the trail issue not be mixed in with the tree issue. Councilmember Holden supported Condition 34 as recommended by staff. Councilmember Scott commented he did not believe a separate condition was necessary. Councilmember Holmes explained she would like to see a condition included in the PUD. Councilmember Holden questioned how staff would like Condition 34 to be phrased, ensuring that all future trail maintenance would be the responsibility of the property owner. City Attorney Jamnik recommended a motion be placed on the floor and then he would provide the Council with language for Condition 34. He requested the Council discuss the parking agreement and if this would be acceptable or not. He noted the tree mitigation also had to be addressed. Councilmember Holden indicated she supported tree mitigation in the amount of $50,986.60. She believed the “public good” for the PUD was that the trail land was being dedicated to the City, which would cover the expense for the park dedication fees that should be paid to the City. Councilmember Holmes agreed. Councilmember Scott commented the developer understood the tree mitigation payment would be in this range. Councilmember McClung supported the developer paying $50,986.60 as a minimum. Mayor Grant stated he supported this number as well. Chris Buday, representative for the applicant, reported the $50,000 would be restraints on the project. He understood the Council was headed towards this payment amount. He questioned if the land dedication could be done without being a condition for approval. Councilmember Holden stated she did not understand what the applicant was proposing. Mr. Novaczyk commented by dedicating the land to the City, the long-term maintenance of the trail would not be the responsibility of the developer. He explained this would help in offsetting the cost of the tree mitigation. Mayor Grant questioned if the land dedication could be addressed this evening or would this item have to be sent back to the City Attorney for consideration. ARDEN HILLS CITY COUNCIL – FEBRUARY 8, 2021 7 City Attorney Jamnik explained the motion could accommodate this. He reported the land dedication would have to be placed in a separate recorded easement because the land has already been platted. However, he would not recommend the land be accepted as a donation because the Anderson Center trails were covered by a PUD as private trails and were maintained by the property owner and not the City. He advised that by accepting the dedication the City would be transferring long-term maintenance and liability of the trail to the City. He recommended the Council keep Condition 34 in place as recommended by staff because this would be consistent with the development in the area. Councilmember Holden stated she was slightly frustrated with the situation and explained she wanted Condition 34 to remain in place, while also having the applicant pay the tree mitigation as discussed. She suggested the tree mitigation fee be made into a round number. Councilmember Holmes recommended the tree mitigation fee be $50,000. Councilmember Scott accepted this number. Councilmember McClung concurred. Mayor Grant asked if the Council had any concerns with the parking agreement between the developer and Bethel University. Councilmember Scott stated he understood the developer negotiated a non-binding parking agreement with Bethel for 25 parking stalls for weekends and holidays. Community Development Manager/City Planner Mrosla reported this was the case. Councilmember Holmes and Councilmember Holden indicated this was what the Council asked for at the last meeting. Councilmember McClung commented he was somewhat concerned that this agreement did not address weekday hours. He hoped that the applicant would have adequate parking given the concerns that have been raised by the City. MOTION: Mayor Grant moved and Councilmember Holmes seconded a motion to approve a Planned Unit Development and Site Plan for Planning Case 20-022 at 2 Pine Tree Drive based on the findings of fact and submitted plans, subject to thirty-three (33) conditions. Mayor Grant asked staff how Condition 34 should be phrased. City Attorney Jamnik recommended Condition 34 read as follows: The applicant shall construct the trail as shown on the site plan, shall allow unrestricted public use and shall plow, maintain and upkeep the trail. ARDEN HILLS CITY COUNCIL – FEBRUARY 8, 2021 8 AMENDMENT: Councilmember Holden moved and Councilmember Holmes seconded a motion to add Condition 34 to the PUD and Site Plan reading as follows: The applicant shall construct the trail as shown on the site plan, shall allow unrestricted public use and shall plow, maintain and upkeep the trail. A roll call vote was taken. The motion carried (5-0). Community Development Manager/City Planner Mrosla asked if Condition 4 should be amended to address the tree mitigation. City Attorney Jamnik suggested Condition 12 on Page 6 of 8 of the Staff Memorandum stating this condition should read: If the replacement trees cannot be reasonably accommodated on the site, the applicant shall provide a fee in lieu of plantings in the amount of $50,000 AMENDMENT: Councilmember Holden moved and Councilmember Holmes seconded a motion to amend Condition 12 to read as follows: If the replacement trees cannot be reasonably accommodated on the site, the applicant shall provide a fee in lieu of plantings in the amount of $50,000. A roll call vote was taken. The motion carried (5-0). Mayor Grant asked if the parking agreement had to be addressed within the conditions for approval. City Attorney Jamnik explained this matter was already addressed within the conditions. A roll call vote was taken. The motion to approve a Planned Unit Development and Site Plan for Planning Case 20-022 at 2 Pine Tree Drive based on the findings of fact and submitted plans and subject to the amended Condition Number 12 as indicated above and the addition of Condition 34 to the PUD and Site Plan carried (5-0). 11. COUNCIL COMMENTS Councilmember Scott thanked Public Works Director/City Engineer Blomstrom for his service to the City of Arden Hills. He thanked Senior Engineering Technician Swearingen for assuming the Interim City Engineer position. Councilmember McClung offered his thanks to Public Works Director/City Engineer Blomstrom for his dedicated service to the City and welcomed Senior Engineering Technician Swearingen as the Interim City Engineer. Councilmember Holmes explained she attended a meeting recently with Public Works Director/City Engineer Blomstrom where she offered him her thanks. She understood Senior Engineering Technician Swearingen was excited to be serving as the Interim City Engineer. Councilmember Holmes stated the City Council received a letter from a local business person about policing in Ramsey County asking that the amount of funding budgeted for policing not be ARDEN HILLS CITY COUNCIL – FEBRUARY 8, 2021 9 decreased in 2021. She requested City Administrator Perrault send a letter back to this business owner to ensure he understands the policing the City would be providing to Arden Hills. Mayor Grant agreed a letter would be in order. Mayor Grant stated he had the opportunity to speak with Public Works Director/City Engineer Blomstrom at City Hall and thanked him for his dedicated service to the City. He understood that Mr. Blomstrom truly enjoyed working for Arden Hills, but has chosen a new career path. He wished him well in his new venture. 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 8:19 p.m. __________________________ __________________________ Julie Hanson David Grant City Clerk Mayor Approved: March 8, 2021 CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL WORK SESSION MEETING FEBRUARY 16, 2021 5:00 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Acting Mayor Holden called to order the City Council Work Session meeting at 5:00 p.m. Note: On March 20th, the Mayor signed a determination allowing Councilmembers to participate in City Council meetings via telephone pursuant to State Statute 13D.021 Present: Mayor David Grant (joined the meeting at 5:10 p.m.), Councilmembers Brenda Holden, Fran Holmes, Dave McClung and Steve Scott Absent: None Also present: City Administrator Dave Perrault; Finance Director Gayle Bauman; Interim Public Works Director David Swearingen; Recreation Programmer Joe Vaughan; Community Development Manager/City Planner Mike Mrosla; and City Clerk Julie Hanson 1.AGENDA ITEMS A.Ordinary High Water Level (OHWL) Setback Discussion Community Development Manager/City Planner Mrosla stated at its January 11, 2021 meeting the City Council reviewed Planning Case 20-017. The Applicant was requesting a variance for a larger than ordinance permitted accessory structure located within the Ordinary High Water Level (OHWL) setback of Lake Johanna. The rationale provided by the applicant for the variance was that the structure would be used for the storage of modern day recreational water equipment and the hardship was due to the rear yard topography. The City Council voted unanimously to table this planning case to allow them to review the existing OHWL accessory structure size standards. Community Development Manager/City Planner Mrosla commented City Code Section 1330.03 Subd. 5, E states that lakeshore lots are permitted one (1) accessory storage shed within the required structure setback from the OHWL, provided that it is not located within the Shore Impact Zone. The Shore Impact Zone is the land located between the OHWL and a line parallel to ARDEN HILLS CITY COUNCIL WORK SESSION – FEBRUARY 16, 2021 2 it at a setback of 50 percent of the structure setback. The structure setback standards vary depending on the lake classification as established by Minnesota Regulations, Part 6120.3300, and the Protected Waters Inventory Map for Ramsey County. Staff reviewed a table of information with the breakdown the setback standards for accessible Arden Hills lakes. Community Development Manager/City Planner Mrosla explained City Code Section 1330.03 Subd. 5, E also states that accessory structures within the OHWL shall not exceed sixty-four (64) square feet in size or eight (8) feet by eight (8) feet and eight (8) feet in height measured to the highest point of the structure; and is not used for human habitation and does not contain a water supply or sewage treatment facilities. It worth noting that no more than two (2) accessory structures shall be permitted on a lot primarily used for residential uses and the structures shall not exceed seven hundred and twenty-eight (728) square feet in floor area. The accessory structures shall not occupy more than 25 percent of the rear yard. The exterior finish of accessory structures shall be compatible in appearance and material used with the principal structure. Councilmember Scott stated he supported the size of these structures within the OHWL being increased, but he did not have a definite number. He questioned if City Code allowed up to two structures on a property at this time, as long as they did not exceed 728 square feet in floor area. Community Development Manager/City Planner Mrosla reported this was correct. Councilmember McClung commented he was a yes for the first question. Councilmember Holmes stated her answer to question one was maybe. Councilmember Holden stated she was a yes for question one. Mayor Grant indicated he was a yes for question one as well. He requested the Council address question two at this time. Councilmember Scott stated he could support the structures within the OHWL be no more than 225 square feet which would be a 15’ by 15’ structure. Councilmember Holden questioned what the width of the narrowest lot on the lake was. Community Development Manager/City Planner Mrosla estimated the narrowest lot to be 54 feet. Councilmember Holden indicated she could support the structures within the OHWL going to 100 square feet in size. Mayor Grant commented he would support the size being north of 100 square feet. Councilmember McClung stated he could support up to 150 square feet. ARDEN HILLS CITY COUNCIL WORK SESSION – FEBRUARY 16, 2021 3 Councilmember Holmes recommended the sheds be not wider than 12 feet when viewed from the water. She stated the smaller the better for the accessory structures and noted she would support the consensus of the Council. Mayor Grant reviewed the comments of the Council and noted he could support the accessory structures within the OHWL being up to 100 square feet. Community Development Manager/City Planner Mrosla stated the next question staff had was did the Council support increasing the roof height from eight feet to ten feet. Councilmember Scott indicated he could support ten feet. Councilmember Holden reported she would like the structure height to be eight feet. Councilmember McClung commented he could support a structure height of eight or nine feet. Councilmember Holmes stated she would support an accessory structure height of eight feet. Mayor Grant agreed with this recommendation. Community Development Manager/City Planner Mrosla questioned if screening requirements should be added to City Code for structures within the OHWL. Councilmember Scott stated supported the code requiring screening. Councilmember McClung agreed. Councilmember Holmes commented on the requirements from the city of Roseville. She recommended the screening requirements for the City be further clarified. Councilmember Holden supported accessory structures having to match the principal structure. In addition, she wanted to see organic screening required. Mayor Grant supported screening being required from the lake side view. Councilmember Holden recommended doors on the accessory structure not face the lake as this would be difficult to landscape around. Mayor Grant commented this could be problematic, but screening could still be put in place if setback around the structure. Councilmember Holden noted Roseville requires these structures to have 50% of the lakeside view screened with opaque screening. Community Development Manager/City Planner Mrosla explained opaque screening would include arborvitae, ornamental grasses, dogwood trees, lilacs, or other conifers. He noted a trellis with a climbing vine could also be used. ARDEN HILLS CITY COUNCIL WORK SESSION – FEBRUARY 16, 2021 4 Councilmember Holden stated there may be certain plants that do not survive within the OHWL. Councilmember Scott asked if the DNR had certain species of plants that they wanted planted within the OHWL. Community Development Manager/City Planner Mrosla indicated the DNR does not dictate the type of plantings that are allowed within the OHWL, but rather allows municipalities to set these requirements. Mayor Grant stated he supported the 50% screening requirement on three sides of the structure, similar to the City of Roseville requirements. Community Development Manager/City Planner Mrosla described how he would define 50% screening on three sides of the structure. Further discussion ensued regarding the proposed screening requirements. Councilmember Holmes reviewed the language included in the Roseville code and recommended the City use this same language. The Council was in agreement. Mayor Grant asked if the Council wanted to set a maximum width on the sheds when being viewed from the water. Councilmember Holmes recommended sheds within the OHWL be no more than 12 feet wide. Councilmember Scott questioned if the DNR had a width limitation. Community Development Manager/City Planner Mrosla explained the DNR does not set a limit, but noted many other cities have set a limit with the maximum width being 12 feet. Councilmember Scott stated he could support this recommendation. Councilmember Holden indicated she could support the structure being 10 feet wide from the lake view. The consensus of the Council was to support a width of 10 feet. Community Development Manager/City Planner Mrosla thanked the Council for their input on this item. B. Spring and Summer Recreation Programs Recreation Programmer Vaughan stated last year, the City Council made the decision to cancel all spring and summer recreation programs due to COVID-19. Staff is seeking direction on whether or not Council would like to offer classes this summer as it normally would, in a reduced or modified capacity, or no classes at all. If there is an appetite to offer classes, Staff will need to begin the development of a Recreation Guide and start the recruitment process for seasonal personnel. All youth and adult programs would be modified to fit within the current guidelines set forth by the state of Minnesota. Staff has organized spring and summer recreational activities into ARDEN HILLS CITY COUNCIL WORK SESSION – FEBRUARY 16, 2021 5 the following four categories. The Council may have questions or request additional information regarding these programs. Some information may not be available at this time due to uncertainty surrounding COVID-19. Staff commented further on the proposed summer playground programs and field trips, the youth sports leagues, camps and special events and adult programs that could be held during the spring and summer of 2021. Councilmember Holden asked if the City provided bussing for the summer program field trips. Recreation Programmer Vaughan reported this was the case noting the field trips typically lasted six to eight hours. He noted the City would be partnering with Shoreview for these events. Councilmember Holden stated she could support the field trips. Councilmember Scott agreed noting he was concerned about the spring activities and how they may be impacted by new COVID strains. Councilmember Holmes supported the summer field trips. Councilmember McClung commented he did not have any issues with the field trips so long as all COVID guidelines are being followed. Mayor Grant concurred. He asked how the Council wanted staff to proceed with the youth sports leagues. Councilmember Scott supported baseball and soccer being offered this summer. Councilmember Holden questioned if any events were being planned for August. Recreation Programmer Vaughan stated fall football and soccer would begin practices in August with games taking place in September. Councilmember Holden explained she supported the youth sports as proposed. The Council was in agreement. Mayor Grant asked how the Council wanted to proceed with the youth camps and special events. Councilmember Holden supported the camps moving forward and understood a large number were held outdoors. Councilmember Scott suggested a disclaimer be drafted by staff to ensure parents are aware of the COVID/social distancing requirements. Recreation Programmer Vaughan reported staff could add this disclaimer to the registration software. He explained the City was required to provide a preparedness plan to all parents, coaches and players. ARDEN HILLS CITY COUNCIL WORK SESSION – FEBRUARY 16, 2021 6 Councilmember Scott noted he could support the City moving forward with the camps and special events. Councilmember McClung agreed so long as the City was meeting all State health guidelines. Councilmember Holden recommended the spring egg hunt not be held due to the large number of people that show up, stating it would be difficult for the City to have people properly distanced. Mayor Grant indicated he understood this was a great community event and commented this may be best for 2022. Councilmember Scott suggested this event follow the COVID trends and State guidelines. He supported the event moving forward at this time. Councilmember Holden indicated her main concern people congregating inside the building and sharing the same restroom. Councilmember Scott deferred this to City staff to meet all State guidelines with respect to COVID. Councilmember Holmes commented she was more concerned about spring events than summer events. She understood the City always had a great turnout for the egg hunt which may not be conducive for social distancing. She did not recommend the City hold this event. Councilmember Holden reported Easter was on April 4th this year which meant the egg hunt would be held at the end of March. Councilmember McClung believed the City had to be very careful when planning these types of events that brought together large numbers of children and elderly. While he wanted to see the event held, he recommended the egg hunt be canceled for 2021. Mayor Grant questioned how the Council wanted to address adult programs this spring and summer. Councilmember Holden asked how the community room is cleaned in between classes or on a daily basis. City Administrator Perrault stated currently the community room was not being used. He discussed the cleaning that was being done by the cleaning service at this time throughout City Hall and they were still implementing enhanced COVID-cleaning. He reported if classes were to resume, a staff member would need to wipe down and disinfect all surfaces. Councilmember Holmes inquired if the tai chi classes could be held outdoors. Recreation Programmer Vaughan believed this would be possible. ARDEN HILLS CITY COUNCIL WORK SESSION – FEBRUARY 16, 2021 7 Councilmember Holmes suggested the City allow for the adult programming with yoga and tai chi outdoors. Mayor Grant stated that the Council Chambers potentially be used for the AARP classes in order to properly space people out. Councilmember Holmes raised concern about bringing people into City Hall and stated she would not sit in a class with 8 to 15 people in the Council Chambers, even if spaced out with a mask on. She did not believe this would be safe. Mayor Grant commented further on the length of the classes that were offered by AARP. Councilmember Holmes recommended the City not offer these classes in 2021. Councilmember Scott supported AARP hosting these classes if they believe they can do it safely. He anticipated those 55 and older that are vaccinated could attend this class safely. Councilmember Holden stated she liked the idea of offering these classes, but understood the classes were available online as well, which may be a better option at this time. Mayor Grant recommended the City not offer the AARP classes this spring or summer, but noted the Council could support the City offering yoga, foot care and tai chi classes. Recreation Programmer Vaughan thanked the Council for their input regarding the spring and summer recreation programming. C. Recreation Programming and Staffing Discussion City Administrator Perrault stated under a separate discussion item, the City Council reviewed recreation programming and whether or not it would like to offer the full complement of spring/summer programming, a modified version, or no programming at all. The previous year’s spring and summer programming was cancelled due to COVID-19 as a measure to protect residents, staff, and program instructors during the pandemic. Following that discussion, the City Council will also want to consider how it wants to proceed with Recreation Programming on a longer-term basis. City Administrator Perrault explained Council had previously directed Staff to work with the City’s Financial, Planning and Analysis Committee (FPAC) on a review of the recreation programming and how it affected the City’s budget. The Committee noted that programming decisions are policy decisions the Council needs to make regarding the level and quality of programming offered by the City, but from a budgetary perspective it would recommend that the programming bring in revenue that equals between 95 percent and 105 percent of direct expenses. It did not offer an opinion on related indirect expenses, the largest category being the two full- time staff members that oversee the recreation function. Following a Council discussion of FPAC’s recommendation, the Council directed staff to bring a discussion on Recreation Programming to a future work session. ARDEN HILLS CITY COUNCIL WORK SESSION – FEBRUARY 16, 2021 8 City Administrator Perrault reported the driving question regarding Recreation Programming is the level and breadth of programming the City should be offering. Answering this question will drive other options for Council to consider regarding the recreation function. An example of the Recreation Programming offered by the City in 2019 was reviewed with the Council. He noted the programming found in the example guide is typically more than what a City of our size would offer, but less than our surrounding larger cities that have dedicated recreation facilities. Generally, this level of programming has been overseen by two full-time City employees: a Recreation Coordinator to oversee the administrative piece of the programming, and a Recreation Programmer to assist with the day-to-day aspects of the programming to include: training and supervision of seasonal staff, on-site monitoring, assuming instructor duties when needed, etc. City Administrator Perrault indicated the Recreation Programmer has reviewed the recreation programs offered by the City and provided a synopsis regarding participation and popularity of the programs. The City Council will want to discuss and consider its program offerings, and whether or not it wants to maintain, grow or reduce the programming being offered. City Administrator Perrault commented should the City want to maintain or grow the programs being offered, it is recommended the City have at least two full-time employees to oversee the programming. However, should the City want to reduce the programming to keep the “core” programs and reduce the less popular programs, less full-time staffing may be needed. The Recreation Programmer has drafted a program offering that would retain the popular programs, shed the unpopular programs, and could be managed by one full-time person (with a few modifications, including additional seasonal assistance during the busier months). Staff is assuming this would more or less be offset with associated expenditures of the programs, i.e. programming will generally still be a net zero for recreation revenues and direct expenses. Below is a summary table of recreation revenues and expenditures since 2015, note this does NOT include full-time salaries and 2020 was not included as programs were mostly eliminated. When considering full-time salaries, it can be assumed that approximately $170,000 of General Fund expenses are not off-set by associated recreation revenues. The savings associated with changes to the full-time positions may not directly affect the recreation budget as some of those salaries are allocated elsewhere in the General Fund, but they will all affect the General Fund as 100 percent of both salaries are paid for via the General Fund. Councilmember Holmes discussed the previous breakdown of rec activities and staffing needs. She stated she was concerned about the two different documents. She reported the Personnel Committee believed the City needed one full time staff member and one seasonal during the summer, which was different from staff’s recommendation of two full time staff members. Mayor Grant agreed the staff memo was not in alignment with the Personnel Committee. He explained the Personnel Committee recommended the City have one staff member with additional seasonal assistance in the summer. He commented the City’s park and rec offerings were quite robust considering the size of the City. Councilmember Holden discussed the activities offered by neighboring communities and indicated residents could always go to another community to participate in an activity. She asked if any of the organization work for the Parks and Recreation Department had been completed by Jennifer in Public Works. ARDEN HILLS CITY COUNCIL WORK SESSION – FEBRUARY 16, 2021 9 Interim Public Works Director Swearingen stated he would have to check with staff to see if these tasks had been completed but noted Jennifer was quite busy with other activities. Councilmember Holden reported 33% of this position was to be tasked to administration. She agreed that the City should have one full time person running Parks and Recreation and all other help should be summer help or interns. She explained if this became too much for staff, the City could cut back on the programming that was not well attended. Councilmember McClung agreed with the recommendation from the Personnel Committee. He also supported the City working cooperatively with neighboring cities for some programming. Councilmember Scott stated people move to Arden Hills because of the City’s parks and recreation opportunities. He believed it would be unwise for the public works receptionist to be taking on additional duties for the parks and recreation department. He recommended the City have two full time parks and recreation staff members. Mayor Grant reported the consensus of the Council was to support the recommendation of the Personnel Committee which was for one FTE and one seasonal employee. Councilmember Holmes commented on how the workload for parks employees differs between the summer and winter months. Mayor Grant reported the Personnel Committee recommended the temporary layoff of the recreation coordinator be permanent. Councilmember Holmes stated 80% of the parks and recreation programming was done by the recreation programmer. For this reason, the Personnel Committee was recommending the City keep the position of Recreation Programmer in place. Councilmember Holden explained this was correct. She agreed a lot of the programming could be further evaluated to see if the City should continue to offering all of its programming. She commented on the administrative costs it took to offer these programs to the City. Mayor Grant indicated the City Council would have to take a formal vote to eliminate the recreation coordinator position. City Administrator Perrault reported this was the case. Mayor Grant recommended this item be placed on the February 22nd City Council agenda. He also supported the Council reviewing the classes being offered by the parks and recreation department in order to scale back on classes that were not well attended. Councilmember Scott discussed how eliminating this position would impact the current staff member by increasing the overall workload. ARDEN HILLS CITY COUNCIL WORK SESSION – FEBRUARY 16, 2021 10 Mayor Grant questioned if the Council supported eliminating some of the programs or classes that were “in the red”. He supported the Council directing staff to consider which programs should be removed. Councilmember Scott supported staff looking into which programs were most viable. Councilmember McClung agreed. Councilmember Holden explained local Community Education also offers a wide variety of programming for Arden Hills residents. City Administrator Perrault thanked the Council for providing feedback regarding the parks and recreation staffing situation. D. Planning Staffing Discussion City Administrator Perrault stated for Council’s discussion, staff has provided an updated City Planner Job description. The Council may want to discuss the filling of a higher-level planning position to support the Community Development Department and the Community Development Manager. This position would not have any supervisory duties, and would be mainly responsible for administering the City’s Zoning Code, associated planning duties, and the City’s recycling program. He explained to the Council that Mr. Mrosla has submitted his letter of resignation in order to pursue a high-level, planning position with another city. He noted the City would now have a vacancy for the City Planner and Community Development Manager. Council should provide direction on if further information or discussion is needed, or direct Staff to bring forward to a future Council meeting for a formal approval. Mayor Grant discussed the City Planner position and stated he supported the City posting this position quickly. Councilmember Holden supported the City hiring for this position. Councilmember Scott agreed, especially in light of the fact the City would be losing its Community Development Manager. Councilmember McClung recommended the City move forward with hiring a City Planner while also starting the process of hiring for a Community Development Director. Councilmember Holmes supported the City hiring a City Planner and Senior Planner as well. Councilmember Holden recommended the City hire a City Planner prior to hiring the Senior Planner. She indicated this would allow the City Planner to have some input on who they would be working with. City Administrator Perrault commented if this were the case, the City would recommend having the City Planner position take on a supervisory role. ARDEN HILLS CITY COUNCIL WORK SESSION – FEBRUARY 16, 2021 11 Councilmember Scott supported this recommendation. Councilmember Holmes agreed the City Planner should have a supervisory duties. City Administrator Perrault suggested the City Planner position be bumped up one pay grade if supervisory duties were required. Councilmember Holden asked if the City’s long term plan was to have a Community Development Director, a City Planner and then another planner. City Administrator Perrault stated this had been the structure previously, but the City had not had a Community Development Director since 2016. Councilmember Holden recommended the pay grade only be bumped if a serious candidate were to apply for the position. She supported the pay grade remaining at 15. She noted this individual would not be supervising an entire department but rather would be overseeing one individual. Councilmember Holmes questioned if supervisory roles were typically pay grade 16. City Administrator Perrault reported this was not the case. Councilmember Holmes supported the City hiring at pay grade 16 in order to attract a higher quality candidate for the City Planner position. Councilmember Holden asked what would happen if a City Planner was hired and they did not want the Community Development Director portion of the position. Further discussion ensued regarding the proposed pay grade for the City Planner position. Councilmember Scott proposed posting the position as pay grade 15 with supervisory duties with the understanding the City could bump up the pay to page grade 16 if the candidate was deemed worthy. Councilmember McClung discussed the work that was being done by Mr. Mrosla at this time and questioned what the City needs. Mayor Grant commented the City was looking for a City Planner. Councilmember Holden asked if City Planners wanted to be Community Development Directors or if this was a natural progression. Community Development Manager/City Planner Mrosla stated this generally was the next career step for many City Planners. He recommended the City hire a City Planner with supervisory experience and have them grow into the Community Development Director position in the future. Councilmember Holden supported the position being posted at pay grade 15. ARDEN HILLS CITY COUNCIL WORK SESSION – FEBRUARY 16, 2021 12 Councilmember Scott agreed with posting the position at pay grade 15+. Councilmember McClung supported Councilmember Scott’s recommendation the position should be posted at 15 and this could perhaps be rounded up depending on the candidate. Councilmember Holmes suggested the position be posted at 15+. Mayor Grant recommended the position be posted at pay grade 15. Councilmember Holmes explained two Councilmembers could sit in on the interviews for this position. Councilmember Holden questioned if a meet and greet would be held for this position. City Administrator Perrault commented he had not considered this, but would hold a meet and greet if directed by the City Council. City Administrator Perrault thanked the Council for their feedback and noted he would get the City Planner position posted. E. Council Tracker City Administrator Perrault provided the Council with an update on the Council Tracker. 2. COUNCIL COMMENTS AND STAFF UPDATES Councilmember Holmes asked if the agreement with Bolton & Menk would provide the City with assistance even after Mr. Mrosla leaves the City. City Administrator Perrault reported this was his understanding and noted he would be speaking with Ms. Kanzier about this further. Councilmember Holden requested further information regarding what the funds from the County could be spent on. City Administrator Perrault explained he reached out to a staff member in Representative McCollum’s office and noted the Federal Government was working to earmark dollars and a distribution process. He understood that transportation and transit projects with a regional benefit would be a priority for these funds. Community Development Manager/City Planner Mrosla thanked the City Council for the opportunity to work for the City and for being able to grow in his position. ARDEN HILLS CITY COUNCIL WORK SESSION – FEBRUARY 16, 2021 13 ADJOURN Mayor Grant adjourned the City Council Work Session meeting at 7:27 p.m. __________________________ __________________________ Julie Hanson David Grant City Clerk Mayor Approved: March 8, 2021 CITY OF ARDEN HILLS, MINNESOTA SPECIAL CITY COUNCIL EXECTUVE SESSION (CLOSED) FEBRUARY 22, 2021 6:00 P.M. - ARDEN HILLS CITY HALL CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Grant called to order the Special City Council Executive Session (Closed) at 6:00 p.m. Note: On March 20, 2020, 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 and City Clerk Julie Hanson; via telephone: City Attorney Joel Jamnik and Attorneys Monte Mills and Amran Farah, Greene Espel 1. AGENDA ITEMS A. Tobacco Litigation Discussion The City Council received an update from Counsel Farah and Mills regarding tobacco litigation. ADJOURN Mayor Grant adjourned the Special City Council Executive Session (Closed) at 6:30 p.m. __________________________ __________________________ Julie Hanson David Grant City Clerk Mayor Approved: March 8, 2021 CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING FEBRUARY 22, 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. Note: On March 20, 2020 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; Finance Director Gayle Bauman; Interim Public Works Director David Sweringen; Community Development Manager/City Planner Mike Mrosla; and City Clerk Julie Hanson via telephone: City Attorney Joel Jamnik 1. APPROVAL OF AGENDA Councilmember Scott requested Consent Agenda item 6H be pulled for discussion as Item 7A. 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 Brian Mills, 1280 Winridge Drive, explained he sent an email communication to the Council on behalf of his neighborhood regarding the Boston Scientific building expansion. Mayor Grant reported he received the email and spoke on the phone with Mr. Mills. He confirmed that the entire Council had received this email. ARDEN HILLS CITY COUNCIL – FEBRUARY 22, 2021 2 Mr. Mills encouraged the Council to reach out to him with any questions or comments they may have regarding the email he sent on behalf of his neighborhood. 3. RESPONSE TO PUBLIC INQUIRIES None. 4. STAFF COMMENTS A. COVID-19 Update 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 City Hall will remain closed until further notice. He indicated City staff remains operational and can be reached via phone or email. He encouraged residents to visit the State’s website for the most up to date information regarding the vaccine roll out. 5. APPROVAL OF MINUTES A. January 19, 2021, City Council Work Session B. January 25, 2021, Regular City Council Councilmember Holden reported she spoke with the City Clerk and made a minor change to the January 25, 2021 regular City Council meeting minutes. MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to approve the January 19, 2021, City Council Work Session meeting minutes; and January 25, 2021, Regular City Council meeting minutes as amended. A roll call vote was taken. The motion carried unanimously (5-0). 6. CONSENT CALENDAR A. Motion to Approve Consent Agenda Item - Claims and Payroll B. 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. C. Motion to Approve Carryover Budget Funds from 2020 to 2021 for Hamline Avenue Crosswalk Project D. Motion to Adopt Resolution 2021-010 Approving Plans and Specifications and Ordering Ad for Bids – Karth Lake Runoff Control Project E. 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 ARDEN HILLS CITY COUNCIL – FEBRUARY 22, 2021 3 F. Motion to Accept Resignation of Community Development Manager/City Planner G. 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 H. Motion to Approve Elimination of Recreation Coordinator Position MOTION: Councilmember Holden moved and Mayor Grant seconded a motion to approve the Consent Calendar as amended removing Item 6H and to authorize execution of all necessary documents contained therein. A roll call vote was taken. The motion carried unanimously (5-0). 7. PULLED CONSENT ITEMS A. Motion to Approve Elimination of Recreation Coordinator Position City Administrator Perrault explained 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. Councilmember Scott stated at the worksession he had concerns with this matter. He indicated he pulled this item so he could vote against the motion. Councilmember Holden reported the Council looked into this deeply and discussed the cost of the programs versus the revenue they brought in. She indicated it did not seem proper for the City to have two full time staff members or to double up on programming that were being offered by surrounding communities or community ed. For this reason, she would be supporting the elimination of this position. Councilmember McClung commented he would be supporting the elimination of this position due to the impacts COVID has had on the City and the fact that the City would be paring down its programming. Mayor Grant stated he shared some of the same feelings as Councilmember Holden. He understood the community valued parks and recreation programming and noted this was a difficult decision. However, he would be supporting the elimination of the recreation coordinator position. He reported the City would still have a Recreation Programmer on staff to oversee park and recreation programming for the City of Arden Hills. Councilmember Scott explained he spent nine years on the PTRC. He indicated the City Council did not know how things would look after the pandemic and for this reason, he believed this action was premature. MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to Approve Elimination of Recreation Coordinator Position. ARDEN HILLS CITY COUNCIL – FEBRUARY 22, 2021 4 Councilmember Holden stated this was not a personal matter but rather was a reflection on how the City has been impacted by COVID and the fact that some programs would be pared down due to low attendance. Councilmember Holmes indicated the City has struggled with park and recreation staffing for some time. She commented there was not enough work for two full time staff members during the winter months. She was of the opinion this was the right decision for the City at this time. A roll call vote was taken. The motion carried 4-1 (Councilmember Scott opposed). 8. PUBLIC HEARINGS None. 9. NEW BUSINESS A. City Planner Recruitment City Administrator Perrault stated 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 was reviewed with the Council along with the anticipated recruitment process. Staff described the process that would be followed for the hiring of this position. 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. Councilmember Holden commented this was previously discussed at a work session and she supported only two Councilmembers attending the interviews. She explained she did not believe the Council should only be allowed to attend the final interviews. Mayor Grant asked who would like to attend the City Planner interviews. Councilmember McClung stated he would like to see the whole Council be a part of the final interviews only and noted he could sit in on these. Councilmember Holmes indicated she would like to see all interviews limited to two Councilmembers. She explained she would be willing to attend. Councilmember Holden explained she was willing to attend interviews as well, but recommended the number of Councilmembers be limited to two. Mayor Grant concurred and summarized the consensus of the Council was to limit the number of Councilmembers at interviews to two. ARDEN HILLS CITY COUNCIL – FEBRUARY 22, 2021 5 Councilmember McClung discussed the importance of the City Planner position and how it would be important for the City Council to have the right person in this position. For this reason, he recommended the City Council attend the final interviews, as many as would like to attend. Councilmember Holden commented on the timing when hiring director level positions. She anticipated it would be difficult to get the entire Council together to be present for the final interviews. Mayor Grant stated even with three Councilmembers in attendance it would be an open meeting. Councilmember Holden explained she would be willing to remove herself from the interview process. Councilmember Holmes reported the City Planner was not a director level position. She questioned if the individual seeking this position might not want their employer to know about their job search and by having a quorum of the City Council in attendance this would then become a public meeting. For this reason, she recommended only two Councilmembers attend the interviews. City Attorney Jamnik explained when a candidate is considered as a finalist, it becomes public information. Councilmember McClung stated he was still interested in attending the City Planner interviews. He suggested the “meet and greet” could be held to introduce the final candidates to the entire City Council. Councilmember Holden commented this has been done in the past. Further discussion ensued regarding the Councilmembers that would attend the City Planner interviews. Mayor Grant reported they would limit the interviews to two Councilmembers, but the decision as to which Councilmembers would not be figured out during this meeting but rather would be coordinated prior to the interviews. MOTION: Councilmember Holden moved and Mayor Grant seconded a motion to authorize staff to begin the recruitment process for a City Planner, with the understanding two Councilmembers would be participating in the process. Councilmember Holmes recommended the recycling program be taken away from the City Planner and given to another staff member prior to hiring a new City Planner. Councilmember Holden agreed with the recommendation to remove recycling from the City Planner job description. Mayor Grant stated that it would be left up to City Administrator Perrault to determine where this job function should go. He questioned how much time was spent on recycling efforts. ARDEN HILLS CITY COUNCIL – FEBRUARY 22, 2021 6 Community Development Director/City Planner Mrosla stated the amount of time he spent working on the recycling program for the City generally was between 10 and 20 hours per year Mayor Grant stated he would like to see the Council make an amendment to the motion so formal action can be taken on this matter. AMENDMENT: Councilmember Holden moved and Mayor Grant seconded a motion to amend the job description removing all recycling program duties from the City Planner’s job description. A roll call vote was taken. The amendment carried (5-0). A roll call vote was taken. The amended motion to authorize staff to begin the recruitment process for a City Planner, with the understanding two Councilmembers would be participating in the process and that recycling duties would be removed from the job description carried (5-0). 10. UNFINISHED BUSINESS None. 11. COUNCIL COMMENTS Mayor Grant thanked Community Development Manager/City Planner Mike Mrosla for all of his efforts on behalf of the City of Arden Hills. He stated Mr. Mrosla would be missed but wished him the best in his new venture. Mayor Grant congratulated Interim Director David Swearingen for passing his PE exam. Mayor Grant discussed the email he received from Mr. Mills regarding Boston Scientific. He explained he walked the trails around Building 14 this past weekend. He encouraged the entire Council to walk this trail. Councilmember Holden commented on the letter staff was drafting regarding the Boston Scientific expansion. She requested Mr. Mrosla provide this letter to the entire City Council. Councilmember Holden stated during the campaign season something happened with a candidate and there was a misunderstanding that the City of Arden Hills would not allow solar panels or solar resources. She explained the City Council was all for solar panels and solar energy. She recommended some sort of statement be placed on the City’s website to make this clear. Councilmember Holmes indicated that an article would be placed in an upcoming newsletter regarding the fact that Arden Hills was solar friendly. Councilmember Holmes commended Interim Director Swearingen on his efforts to pass the PE exam and wished Community Development Manager/City Planner Mike Mrosla all the best in his new venture. ARDEN HILLS CITY COUNCIL – FEBRUARY 22, 2021 7 Councilmember McClung recommended a message be posted on the City’s website regarding the fact Arden Hills supported solar energy. Councilmember McClung congratulated Interim Public Works Director Swearingen for passing his PE exam. He explained he had an opportunity to speak with Community Development Manager/City Planner Mike Mrosla today and congratulated him on his new position. Councilmember Scott explained he was a huge proponent of green energy and noted he invested in geothermal for his home. Councilmember Scott congratulated Interim Public Works Director Swearingen for passing his PE exam. He thanked Community Development Manager/City Planner Mike Mrosla for his dedicated service to the City and wished him all the best in the future. Community Development Director/City Planner Mrosla thanked the Council for its kind words and well wishes. ADJOURN MOTION: Mayor Grant moved and Councilmember Holden 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 8:00 p.m. __________________________ __________________________ Julie Hanson David Grant City Clerk Mayor CONSENT ITEM 7A MEMORANDUM DATE: March 8, 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 #5 ……………………………………………………………. $110,866.32 Total Payroll $110,866.32 Paid Claims--- 2/13/2021 through 2/26/2021 (Check Nos. 49919-49942 and ACH Checks) ……………………………... $191,443.72 Total Accounts Payable $191,443.72 Total Claims $302,310.04 CITY OF ARDEN HILLS PAYROLL # 5 CHECKS DATED:03/05/21 Biweekly:02/13/21 -02/26/21 EMPLOYEE DEDUCTIONS AMT.Payment Method FIT 6,771.18 EFT SIT 3,004.85 EFT FICA Oasdi 4,344.39 EFT FICA Medicare 1,016.05 EFT TOTAL TAXES 15,136.47 Health Premium 1,528.96 A/P Check* Dental Premium 217.49 A/P Check* FSA Health Care Reimb. 0.00 A/P Check* FSA Dependent Care Reimb.0.00 A/P Check* TOTAL FLEXIBLE SPENDING 1,746.45 HSA Health Saving 498.33 Health Care Savings Plan-Retirement 5,355.75 EFT Health Care Savings Plan-2% 391.97 EFT Health Care Savings Plan-4%519.57 EFT TOTAL HEALTH SAVINGS 6,765.62 PERA 4,289.91 EFT ICMA 2,408.34 EFT Central Pension Fund-Union 614.40 A/P Check* MN State Retirement System 750.00 EFT TOTAL RETIREMENT 8,062.65 IUOE 49 Dues (Union) 140.00 A/P Check* LTD/STD Insurance 1,159.20 A/P Check* PERA Life Insurance 32.00 A/P Check* Life/Addl/Dep Life 77.94 A/P Check* Life/Addl non-tax 28.20 A/P Check* UNUM 19.51 A/P Check* AFLAC 22.76 EFT TOTAL VOLUNTARY 1,479.61 Total Employee Deductions 33,190.80 Net Payroll 0.00 Direct Deposit 47,073.78 EFT Gross Payroll Tie-Out 80,264.58 Plus City Paid Benefit 30,601.74 TOTAL PAYROLL COST 110,866.32 FICA TIE-OUT Gross Payroll 80,264.58 Less Total FSA 1,746.45 Less Total H.SA 6,765.62 Less Voluntary Ins 50.96 Plus ICMA Employer 409.50 Net P/R Subject to FICA 72,111.05 FICA Oasdi @ 6.20% 4,344.39 FICA Medicare @ 1.45%1,016.05 Note: Federal and State Payroll Tax obligations are satisfied by means of utilizing the US Bank Easy Tax Deposit Service. Transfers are typically made up to two days after the payroll date. * A/P Checks can be found on the ACCOUNTS PAYABLE Check Approval report. Checks may be paid this week or the following week. 5,360.44 CITY BENEFIT 4,344.39 1,016.05 409.50 17,873.86 538.45 18,412.31 1,375.00 94.60 1,375.00 4,949.89 5,359.39 94.60 Accounts Payable User: Printed: pang.silseth 3/3/2021 1:01 PM Checks by Date - Detail by Check Date Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 0192 GRAINGER INC 02/19/2021ACH 9800330996 Swivel Caster 129.20 129.20Total for this ACH Check for Vendor 0192: 0319 CITY OF ROSEVILLE 02/19/2021ACH 229891 Q4 2020 Water 135,664.34 229896 DUO Remote 70.00 135,734.34Total for this ACH Check for Vendor 0319: 0320 HEALTH PARTNERS INC 02/19/2021ACH 102914575 March Insurance 973.42 973.42Total for this ACH Check for Vendor 0320: 0329 MICHAEL CHRISTOFORE 02/19/2021ACH 2162021 Expense Reimbursement 477.25 477.25Total for this ACH Check for Vendor 0329: 0381 ICMA RETIREMENT CORPORATION 02/19/2021ACH 44970 Q1 2021 Plan Fee 250.00 250.00Total for this ACH Check for Vendor 0381: 0382 ICMA RETIREMENT TRUST - 106944 02/19/2021ACH PR 21-04 PR Batch 00200.02.2021 ICMA Employer Percent 401PR Batch 00200.02.2021 ICMA Employer Percent 401 409.50 PR 21-04 PR Batch 00200.02.2021 ICMA Employee Percent 401PR Batch 00200.02.2021 ICMA Employee Percent 401 354.90 764.40Total for this ACH Check for Vendor 0382: 0387 ICMA RETIREMENT TRUST #302482 02/19/2021ACH PR 21-04 PR Batch 00200.02.2021 ICMA Employee DeductionPR Batch 00200.02.2021 ICMA Employee Deduction 1,936.54 PR 21-04 PR Batch 00200.02.2021 ICMA Employee PercentPR Batch 00200.02.2021 ICMA Employee Percent 249.73 2,186.27Total for this ACH Check for Vendor 0387: 0453 CONTINENTAL RESEARCH CORP 02/19/2021ACH 23391 Cleaning Supplies 330.00 23421 Herbicide 2,376.00 2,706.00Total for this ACH Check for Vendor 0453: 10363 MINUTE MAKER SECRETARIAL 02/19/2021ACH M1220 2/8 CC Meeting Minutes 187.00 187.00Total for this ACH Check for Vendor 10363: 5548 FINANCE & COMMERCE INC 02/19/2021ACH 744963743 2021 PMP Bid 342.55 Page 1AP Checks by Date - Detail by Check Date (3/3/2021 1:01 PM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 342.55Total for this ACH Check for Vendor 5548: 5587 CES IMAGING INC 02/19/2021ACH INV123691 Feb Rental 60.00 60.00Total for this ACH Check for Vendor 5587: 6077 CIVICPLUS 02/19/2021ACH 209778 Training 750.00 750.00Total for this ACH Check for Vendor 6077: 8870 CHET'S SHOES INC 02/19/2021ACH 50426 Boots 600.00 600.00Total for this ACH Check for Vendor 8870: ALPI ALLEGRA PRINT & IMAGING INC 02/19/2021ACH 162392 Jan/Feb Newsletter 1,323.79 1,323.79Total for this ACH Check for Vendor ALPI: FPTC FLEXIBLE PIPE TOOL COMPANY INC 02/19/2021ACH 25850 NASSCOTraining 1,430.00 25860 Parts #85321 371.40 1,801.40Total for this ACH Check for Vendor FPTC: UB*00462 Timothy & Ashley Abramson 02/19/202149919 Refund Check 011410-000, 1925 Edgewater Avenue 15.13 15.13Total for Check Number 49919: 0131 BEISSWENGERS DO IT BEST 02/19/202149920 407146 Supplies 18.27 407360 Sander 48.47 407366 Supplies 9.98 76.72Total for Check Number 49920: 1033 COMCAST 02/19/202149921 44271.0321 Service 2/21-3/20 6.57 6.57Total for Check Number 49921: 10244 COMCAST BUSINESS INC 02/19/202149922 116605334 Service-February 496.66 496.66Total for Check Number 49922: 0176 FRATTALLONES HARDWARE INC 02/19/202149923 091426/A Supplies 26.78 091458/A Supplies 29.85 56.63Total for Check Number 49923: 0741 GREEN LIGHTS RECYCLING INC 02/19/202149924 21-1634 Lights Recycling 20.33 20.33Total for Check Number 49924: 10218 HR GREEN INC 02/19/202149925 Page 2AP Checks by Date - Detail by Check Date (3/3/2021 1:01 PM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 141395 RRA-January 1,358.50 1,358.50Total for Check Number 49925: INCI IN CONTROL INC 02/19/202149926 21036MA01 Booster Station Repair 643.16 643.16Total for Check Number 49926: UB*00461 LSREF 4 Bison-Northpark Corporate Ctr 6&802/19/202149927 Refund Check 009848-000, 8 Pine Tree Drive 684.46 684.46Total for Check Number 49927: 1208 PREMIUM WATERS INC 02/19/202149929 610207-01-21 January Water 11.49 613317-01-21 January Water 42.48 53.97Total for Check Number 49929: 0811 RAMSEY COUNTY 02/19/202149930 EMCOM-009034 Fleet Support-January 24.96 EMCOM-009071 CAD Services-January 544.99 EMCOM-009087 Dispatch Services-January 3,978.60 PRK-001872 Q4 2020 Inspections 1,956.82 6,505.37Total for Check Number 49930: 3099 TRI STATE BOBCAT INC-LITTLE CANADA02/19/202149931 A83687 Part #85453 7.49 7.49Total for Check Number 49931: AR-TWIN1 TWIN CITIES CONCRETE LLC 02/19/202149932 GE 2019-00836 Escrow Refund: GE 2019-00836, 3449 Lake Johanna Blvd 1,199.53 1,199.53Total for Check Number 49932: 1161 VALLEY-RICH CO INC 02/19/202149933 29004 Gate Valve Repair-Gateway/Round Lake 5,200.00 5,200.00Total for Check Number 49933: 9755 VERIZON CONNECT 02/19/202149934 OSV000002349722 January Service 315.97 315.97Total for Check Number 49934: 164,926.11Total for 2/19/2021: 0750 VERIZON WIRELESS 02/26/2021ACH 9873111188 Service 2/11-3/10 1,003.66 1,003.66Total for this ACH Check for Vendor 0750: 1125 BOLTON & MENK INC 02/26/2021ACH 264240 Plng Svcs 12/2-1/8 #549 PC 20-022 120.00 264240 Plng Svcs 12/2-1/8 #553 PC 20-001 184.50 264525 2021 PMP-Glenpaul 11,094.00 Page 3AP Checks by Date - Detail by Check Date (3/3/2021 1:01 PM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 11,398.50Total for this ACH Check for Vendor 1125: 1252 CAMPBELL KNUTSON - ATTORNEYS AT LAW02/26/2021ACH 3231G-0121 January Legal Services 1,333.00 3231G-0121 January Legal Services 294.50 3231G-0121 January Legal Svcs PC 20-022 #549 62.00 3231G-0121 January Legal Services 2,900.40 3231G-0121 January Legal Services 499.94 3231G-0121 January Legal Services 258.03 3231G-0121 January Legal Svcs PC 20-010 #506 155.00 3231G-0121 January Legal Services 62.00 3231G-0121 January Legal Services-Karth Lake 154.53 5,719.40Total for this ACH Check for Vendor 1252: 5548 FINANCE & COMMERCE INC 02/26/2021ACH 744972455 Bids: Hamline/Shorewood Improv 87.80 744972455 Bids: Hamline/Shorewood Improv 87.80 175.60Total for this ACH Check for Vendor 5548: AR-CALI1 CALIBER LODGING LLC 02/26/202149935 GE 2018-00497 Escrow Refund: GE 2018-00497, 3920 Northwoods Dr 4,705.72 4,705.72Total for Check Number 49935: 1193 FURTHER INC 02/26/202149936 15598401 Jan & Feb Participant Fees 108.75 108.75Total for Check Number 49936: UB*00463 Sherie Lindvall 02/26/202149937 Refund Check 000471-000, 1411 Arden View Drive 149.83 149.83Total for Check Number 49937: 10458 MARUDAS GRAPHICS INC 02/26/202149938 42866 Checks 212.41 212.41Total for Check Number 49938: 0155 OFFICE OF MN IT SERVICES 02/26/202149939 W21010592 January Phones 736.14 736.14Total for Check Number 49939: 6748 RELIANCE STANDARD 02/26/202149940 GL154938.0321 March Insurance 1,466.08 1,466.08Total for Check Number 49940: 10447 JOHN REMINGTON 02/26/202149941 11182020 Cancelled Arbitration Fee 600.00 600.00Total for Check Number 49941: 5123 RICE CREEK WATERSHED DISTRICT 02/26/202149942 RCD 4 WMD 2021 Water Mgmt District Levy 241.52 241.52Total for Check Number 49942: Page 4AP Checks by Date - Detail by Check Date (3/3/2021 1:01 PM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 26,517.61Total for 2/26/2021: Report Total (42 checks): 191,443.72 Page 5AP Checks by Date - Detail by Check Date (3/3/2021 1:01 PM) Page 1 of 1 CONSENT ITEM – 7B MEMORANDUM DATE: March 8, 2021 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Gayle Bauman, Finance Director SUBJECT: Appointment of Emily Rousseau to the Financial Planning and Analysis Committee (FPAC) Budgeted Amount: Actual Amount: Funding Source: $ $ Council Should Consider Motion to approve, table, or deny the following: • Resolution 2021-012 appointing Emily Rousseau to the Financial Planning and Analysis Committee (FPAC) for a term expiring December 31, 2023. All items need a simple majority for action unless otherwise noted. Background/Discussion Emily Rousseau has submitted a City Commission/Committee Application Form (see Attachment B) to become a member of the FPAC committee. Council Liaison Steve Scott and the staff liaison have reviewed the application and interviewed Ms. Rousseau. It is recommended that the City Council appoint Ms. Rousseau to the FPAC for a term expiring December 31, 2023. Budget Impact N/A Attachments A: Resolution 2021-012 B. Application CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 2021-012 A RESOLUTION APPOINTING EMILY ROUSSEAU TO THE FINANCIAL PLANNING AND ANALYSIS COMMITTEE (FPAC) FOR A TERM EXPIRING DECEMBER 31, 2023 WHEREAS, the City Council appoints residents to serve in an advisory capacity to the City Council regarding the fiscal well-being of the City of Arden Hills; THEREFORE, BE IT RESOLVED: The City Council appoints Emily Rousseau to serve on the FPAC for a term expiring on December 31, 2023. ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 8TH DAY OF MARCH 2021. _________________________________________ David Grant, Mayor ATTEST: _______________________________________ Julie Hanson, City Clerk From:noreply@civicplus.com To:Julie Hanson; Jolene Trauba Subject:Online Form Submittal: City Commission/Committee Application Form Date:Friday, February 12, 2021 4:02:15 PM Caution: This email originated outside our organization; please use caution. City Commission/Committee Application Form General Information Last Name Rousseau First Name Emily Middle Initial C Address1 1157 Amble Drive Address2 Field not completed. City Arden Hills State MN Zip 55112 Home Number 6127812869 Home Fax Field not completed. Work Number Work Fax Field not completed. Email Address Committees If you wish to be considered for more than one committee, please order in number of preference. 1st Choice Financial Planning and Analysis Committee 2nd Choice Parks, Trails, & Recreation Committee 3rd Choice Planning Commission Special Interest As the Council prioritizes its goals, it may create additional/new committees or task forces from time to time. If you have other specific areas or topics of interest please indicate those interests and we will retain your application for future openings in those areas as new committees are created. Other Interests Please feel free to reach out as other opportunities present themselves. Personal Information List any Civic, Professional, and Community Activity involvement. I am an employee at a government entity outside of Ramsey County and Arden Hills, please see resume. Why do you want to be on a committee? There are two members currently on this committee. That is not enough community involvement for it to be able to provide reliable support for city financial matters. As a citizen of Arden Hills, I want our city to have the resources it needs to be successful. What skills, strengths, or abilities do you believe you will add to the committee? I have experience with budgets and financial reports and awareness of impacts to short-term and long-term goals. I have experience working within legal parameters and with organizational risk assessments in the government sector. I am able to collaborate with a wide range of stakeholders, including members of the public, elected officials, staff, and unions. List any additional comments: I would not be a good candidate for this committee if it regularly meets on Wednesday nights. My understanding is it generally meets on Tuesdays. References 1. Name Address Phone Number 2. Name Address Phone Number 3. Name Address Phone Number Upload Letter of Interest Resume_2021.pdf Upload Resume Resume_2021_1.pdf Note: Please be advised that per Minnesota Statute 13.601, Subd. 3, the following information is considered public for applicants to a public committee or commission: name, city, education, employment record, volunteer experience. Once an individual has been appointed to a public committee or commission, all information on this application will be considered public. Email not displaying correctly? View it in your browser. Page 1 DATE: March 8, 2021 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: City Hall HVAC Project Payment No. 3 to Air Express Budgeted Amount: Cost to Date: Funding Source: $303,800 $160,075 of $280,783 Building/Equipment Fund Council Should Consider Motions to approve, table, or deny the following: • Payment No. 3 to Air Express for the City Hall HVAC Project in the amount of $134,710. All items need a simple majority for action unless otherwise noted. Discussion On October 12, 2020, the City Council awarded the City Hall HVAC Project to Air Express in the amount of $268,560.00 (an additional five percent contingency ($12,223) was built into the project for a total project cost of $280,783). The contractor is requesting payment, less five percent ($7,090) in retainage, in the amount of $134,710. The City’s engineering consultant, Paulson and Clark, has reviewed and agrees with the payment request. Previous payments made to the contractor and the requested payment are below: Payment #Work Completed Retainage Payment Payment #1 14,200$ 710$ 13,490$ Payment #2 12,500$ 625$ 11,875$ Payment #3 141,800$ 7,090$ 134,710$ Total to date 168,500 8,425 160,075 Budget Impact This payment is inline with the expected cost of the project and will not have an adverse effect on the budget. Attachment Attachment A: Application and Certificate for Payment Attachment B: Air Express Invoice for Payment Attachment C: Schedule of Values CONSENT ITEM – 7C MEMORANDUM Page 1 of 1 Air Express Inc. PO B ox 4 9 0 40 0 BL A INE, MN 5 5 4 49 (7 63 ) 4 47 -3 9 9 9 In fo @A irExp re ssHTG .com www.a irexp re ssmn .co m BILL TO Arden Hills City Hall HVAC Replacement INVOICE i21-747 DATE 02/25/2021 TERMS Net 60 DUE DATE 04/26/2021 PROJECT NAME Arden Hills City Hall PROJECT ADDRESS 1245 Hwy 96 W Arden Hills CODE DESCRIPTION QTY AMOUNT Pay App #3 Pay App #3 01/26-02/25 1 134,710.00 Notice: If payment is not received by the due date, additional 1.5% will be assessed monthly if remains unpaid. There will be a $15 charge for all returned checks. WE HAVE MOVED!!! Our New Address PO BOX 490400 BLAINE MN 55449 BALANCE DUE $1 34 ,7 1 0.00 CONTINUATION SHEET - Schedule of Values AIA DOCUMENT G703PAGE - 2 OF 2AIA Document G702, APPLICATION AND CERTIFICATE FOR PAYMENT,APPLICATION NO:3containing Contractor's signed Certification is attached.APPLICATION DATE:In tabulations below, amounts are stated to the nearest dollar.PERIOD TO:1-26 to 2-25Use column 1 on Contracts where variable retainage for line items may apply.ARCHITECT'S PROJECT NO:ABCDEFG HIITEM DESCRIPTION OF WORKSCHEDULED WORK COMPLETED MATERIALS TOTAL % BALANCE RETAINAGENO. VALUE FROM PREVIOUS THIS PERIOD PRESENTLY COMPLETED (G/C) TO FINISH 5%APPLICATION STORED AND STORED (C-G)(D+E) (NOT IN TO DATED OR E) (D+E+F)1 HVAC and Plumbing$0.00 #DIV/0! $0.00 $0.002 Equipment $100,000.00 $0.00 $100,000.00 $100,000.00 100% $0.00 $5,000.003 Equipment install-labor $25,000.00 $4,500.00 $10,500.00 $15,000.00 60% $10,000.00 $750.004 Demolition $18,000.00 $3,000.00 $10,000.00 $13,000.00 72% $5,000.00 $650.005 Balancing $5,000.00 $0.00 $0.00 $0.00 0% $5,000.00 $0.006 Bond/Permit $8,500.00 $8,500.00 $0.00 $8,500.00 100% $0.00 $425.007 Misc/overhead/profit $20,780.00 $0.00 $10,000.00 $10,000.00 48% $10,780.00 $500.008910 Subcontractors11 Electrical $2,500.00 $700.00 $1,300.00 $2,000.00 80% $500.00 $100.0012 Johnson Controls $58,000.00 $0.00 $0.00 $0.00 0% $58,000.00 $0.0013 Roofers $7,500.00 $7,500.00 $0.00 $7,500.00 100% $0.00 $375.0014 Refrigerant Recovery $2,500.00 $2,500.00 $0.00 $2,500.00 100% $0.00 $125.0015 Misc/overhead/profit $20,780.00 $0.00 $10,000.00 $10,000.00 48% $10,780.00 $500.0017182021222324252627282930313234353637 SUB TOTALS: $268,560.00 $26,700.00 $141,800.00 $0.00 $168,500.00 $100,060.00 $8,425.00Change Orders$0.00 $0.00 $0.00 $0.00 $0.00$0.00 $0.00 $0.00 $0.00 $0.00$0.00 $0.00 $0.00 $0.00 $0.00CHANGE ORDER TOTALS: $0.00 $0.00 $0.00 $0.00 $0.00 #DIV/0! $0.00 $0.00GRAND TOTALS $268,560.00 $26,700.00 $141,800.00 $0.00 $168,500.00 63% $100,060.00 $8,425.00 Page 1 of 2 CONSENT ITEM – 7D MEMORANDUM DATE: March 8, 2021 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: David Swearingen, Interim Public Works Director SUBJECT: Professional Services Amendment for 2021 PMP Street and Utility Improvement Project Budgeted Amount: Actual Amount: Funding Source: $375,000 $370,267 PIR, Water, Sanitary Sewer, Surface (Latest estimate) (Amended) Water, Special Assessments Council Should Consider Motion to approve, table, or deny the following: • Professional services amendment with Bolton & Menk in the amount of $32,500 for the 2021 PMP Street and Utility Improvement Project. All items need a simple majority for action unless otherwise noted. Background/Discussion On August 10, 2020 the City Council approved Professional Services Agreement with Bolton & Menk for the 2021 PMP Street and Utility Improvement Project. Since then, Bolton & Menk has completed 100% plans and specs along with design coordination. The project just received bids on February 24, 2021 leading it into the construction phase. With the recent departure of the former Arden Hills Public Works Director and the Assistant City Engineer no longer available, City’s staff capacity is limited compared to the initial proposal by Bolton & Menk which included time spent by City staff. Therefore, an amendment to professional services (Attachment A) is recommended by staff to maintain quality services through the entirety of the project. Page 2 of 2 Budget Impact The initial proposal provided by Bolton & Menk included fees of $179,069 for design and $158,698 for construction engineering, for a total of $337,767 in consulting fees for the project. The proposed amendment for changes to the scope of work has a total of $32,500. Project funding is provided by the PIR fund, water, sanitary sewer and surface water utilities, and special assessments as further described in the feasibility report. Design Fees $179,069.00 Construction Services $158,698.00 Services Amendment $32,500.00 Total: $370,267.00 Attachments Attachment A: Proposed Amendment for Changes to Scope of Services N:\Proposals\Arden Hills\2021 Hazelnut Park Street Improvements_071420\Proposal Amendment\February Proposal Amendment\2-16-21_2021 PMP Proposed Amendment.docx February 16, 2021 Mr. David Swearingen Interim Public Works Director City of Arden Hills Sent via email: DSwearingen@cityofardenhills.org RE: 2021 PMP Street & Utility Improvements City of Arden Hills Proposed Amendment for Changes to Scope of Services Mr. Swearingen: As discussed, there were some minor adjustments to our scope of services necessary to complete the design phase project and two upcoming anticipated changes that could be addressed at this time. This letter provides a summary of each of these three items and proposes an amendment to our agreement. Additional Services - Design Phase In some areas of the project design, an expanded scope of services was required of Bolton & Menk to successfully develop the project. As we discussed, these efforts include: 1. Additional public engagement effort/hours, specifically the addition of field office hours as requested in addition to the virtual neighborhood meeting. The two sessions of field office hours gave residents the opportunity to meet with the project team in-person and in safe outdoor space. 2. Additional coordination efforts with MCES which could not have been anticipated at the beginning of the project. 3. Additional coordination and call with the Office of State Aid to determine inclusions in the project estimate for Glenpaul Avenue. 4. Changes in the proposed utility improvements, such as pipe bursting vs. lining/grouting services, for the forcemain and individual sewer service replacements which required additional labor hours to integrate into the final plans. These efforts to amount to approximately $5,000. We are proposing the project design budget be increased to reflect this amount. Additional Resident & Assessment Coordination to be Completed by Bolton & Menk At the time of the original proposal, several necessary coordination steps were planned to be completed by City Staff. Recognizing the recent departure of the former Public Works Director/City Engineer however, these efforts are now proposed to be completed by Bolton & Menk. These tasks include: 1. Mailing landscape coordination letters to residents to inform of the impacts to landscaping they or a past owner placed in the public right of way, which may be impacted by the project. 2. Coordination with residents to obtain the final right-of-entry forms, which may involve door-to- door efforts in some cases and handing out flyers. Hazelnut Park/Glenpaul Neighborhood Street & Utility Improvements Proposal Amendment 3. Preparing the memorandum and resolution to accept bids and order the public assessment hearing for City Council consideration at the March 8th meeting. 4. Assisting the City Clerk with updates to the Assessment Roll based on amounts bid. 5. Coordinating with the City Clerk to send the final assessment notices and required publications. 6. Preparing the memorandum and resolution to conduct the assessment hearing and award the contract for City Council consideration at the April 12th meeting. We estimate these additional efforts to amount to $5,000 on these coordination efforts and are proposing the project design budget be increased to reflect this amount. Estimated Duration of Construction Services The project schedule most advantageous to the City, as confirmed at the 90% design meeting with City Staff, is identified in the final plans and specifications. Rather than allow the preliminarily estimated time/expense of a single inspector drive the project schedule, it was determined more cost effective to extend the schedule to allow a contractor to expend less overtime on its more numerous staff. While this savings may not necessarily directly observable through the unit-price based construction contracting standards, the net cost savings generated by this approach for the City will be realized through the bids. Bolton & Menk’s currently proposed construction services were established in Amendment 1 (July 2020) which was processed prior to design and development of plans/specifications. Amendment 1 was based upon an estimated construction duration of 22 weeks. The final contractual completion requirements provide an estimated 24 weeks from the assumed May 3 start date to the specified October 15 substantial completion date. Within this time, it is estimated 16 of the 24 weeks will be spent on utility work, with the remaining 8 weeks spent on surface improvements and restoration. Conversely, prior to development of detailed plans for the project, it was preliminarily estimated that 11 weeks would be spent on each of the utility and street improvement sections of the project. As a result of these considerations, which are in the City’s best interest in wholistic consideration of all project costs, Bolton & Menk proposes the following change to our scope of services: 1. Increase the estimated Construction Observation hours by 175 hours to account for: • Increase in estimated construction duration from 22 weeks to 24 weeks • Increase in estimated utility construction duration from 11 weeks to 16 weeks at an estimated 50 hours/week effort • Decrease in estimated street construction duration from 11 weeks to 8 weeks at an estimated 25 hours/week effort 2. Increase the estimated Construction Administration hours by 20 hours to account for: • Increase in estimated construction duration from 22 weeks to 24 weeks Estimated weekly hours match the same rate as the amended proposal, consistent with your direction. Summary of Proposed Changes To be Addressed via Amendment The following is a summary of proposed changes via contract amendment for the efforts outlined above: Additional Services – Design Phase $ 5,000 Expanded Coordination Services in lieu of City Staff $ 5,000 Extended Duration Construction Services Estimate $ 22,500 Total Proposed Amendment Amount $ 32,500 Hazelnut Park/Glenpaul Neighborhood Street & Utility Improvements Proposal Amendment Thank you for allowing Bolton & Menk to submit this proposal for your consideration. Please contact me at (952) 890-0509 with any questions or comments. If the City accepts this proposal, please sign, scan, and return this document to me. Sincerely, Bolton & Menk, Inc. Michael J. Waltman, P.E. Accepted: _______________________________ Principal Engineer David Grant, Mayor City of Arden Hills Page 1 of 2 CONSENT ITEM – 7E MEMORANDUM DATE: March 8, 2021 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: David Swearingen, Interim Public Works Director SUBJECT: AT&T Cummings Park Drive Site Use Lease Agreement (Antenna Lease) Budgeted Amount: Actual Amount: Funding Source: $49,499 $49,499 General Fund Council Should Consider Motion to approve, table, or deny the following: • AT&T Cummings Park Drive Site Use Lease Agreement All items need a simple majority for action unless otherwise noted. Background The City of Arden Hills entered into a Site Use Lease Agreement with AT&T (New Cingular Wireless PCS, LLC) on April 2014 for cell antenna equipment located at the City’s North Water Tower at Cummings Park. The agreement established an annual lease rate of $33,000, with an annual adjustment of 4 percent. The lease agreement was amended on July 2015 to provide additional ground lease space to house an emergency power generator. The amendment added $4,800 to the annual lease rate, with a 4 percent annual adjustment. AT&T contacted the City to request renegotiation of the current lease at the North Water Tower. At the November 23, 2020 Work Session City Council directed staff to work with AT&T to renegotiate a lease amendment for a reduced annual rate and an adjustment factor of 3%. The City Attorney prepared the amendment document for the amount of $40,000 and 3%, which AT&T has accepted and signed (Attachment A). Page 2 of 2 Budget Impact The 2021 lease payment from AT&T to the City of Arden Hills is $49,499, with a 4 percent annual adjustment. The proposed amendment to the Site Use Lease Agreement would become effective January 1, 2022, and would not affect 2021 revenues. A negotiated decrease in the annual lease rate or a termination of the lease agreement will decrease revenue to the City’s General Fund in future years. Year Current Lease Amended Lease 2022 $ 51,479 $ 40,000 2023 $ 53,538 $ 41,200 2024 $ 55,680 $ 42,436 2025 $ 57,907 $ 43,709 2026 $ 60,223 $ 45,020 2027 $ 62,632 $ 46,371 2028 $ 65,138 $ 47,762 Attachments Attachment A: AT&T Site Lease Agreement and Amendment MD7 Re February 11,2021 City of Arden Hills Attn: David Swearingen 1245 Highway 96 West Arden Hills, MN 55112 FA Number: 10082208 Cell Site Name: Arden Hills 1221Cummings Park Drive, Arden Hills, MN 55112 Dear Mr. Swearingen, The enclosed documents are being provided to you in connection with the proposed AT&T Lease Amendment. Please call me at E58-997-1072 when you receive this package and t will guide you through the process of signing and notarizing the following: Second Amendment to Site Use Lease Aqreement (three originals): tr Complete the signature block with signatures and dates in the presence of a Notary Public; and tr Only authorized signatories may sign on behalf of an entity. Certificate of Authoritv - Municipalitv (one original): tr Complete the enclosed form per the instructions; tr Attach a copy of the Municipal By-Laws and/or Resolution for the Gity of Arden Hills; andtr Please include any and all amendments to any of the foregoing documents. A return-addressed, pre-paid Federal Express envelope is included for your convenience (tolocatethenearestdropoff,call800.463.3339orvisit. Should you require the services of a mobile Notary Public, call 888.838.1458 or visit www.l2Snotarv.com to arrange for this service. Although we will be sending you a complete set of documents at the end of this transaction, you are free to make your own copies at this time if you wish. However, it is important that you return 3l! of the original documents enclosed in this package. Please make sure that all of these documents are signed, notarized and returned to MD7 within the next three days. Once all documents relating to this transaction have been fully-executed, AT&T will provide you with a complete set of final transaction documents. 10590 WEST OCEAN AIR DRIVE / SUITE 3O0 ISAN DIEGO, CA 92130 1 2 lf you have any questions regarding the enclosed documents, please contact me at 858- 997-1072 or by email at . Sincerely, Gedi Stasiunas MD7 | Lease Consultant 858-997-1072 gstasiunas@md7.com Enclosures 2 DocuSign Envelope I D : 46D8865D-86ED-4AC5-8F78- 1 COBS4AA6 1 32 Market: ND / SD / NE / MN / IA Cell Site Number: MNL0l00l Cell Site Name: Arden Hills Fixed Asset Number: 10082208 SECOND AMENDMENT TO SITE USE LEASE AGREEMENT This Second Amendment to Site Use Lease Agreement ("Second Amendment"), dated as of the latter of the signature dates below, is by and between the City of Arden Hills, a Minnesota municipal corporation, whose address is 1245 Highway 96 West, Arden Hills, Minnesota 55112 ("Landlord") and New Cingular Wireless PCS, LLC, a Delaware limited liability company, having a mailing address of 1025 Lenox Park Blvd. NE, 3rd Floor, Atlanta, Georgia 303 I9 ("Tenant"). WHEREAS, Landlord and Tenant entered into a Site Use Lease Agreement dated April 1,2014; whereby Landlord leased to Tenant certain Premises, therein described, that are a portion of the Property located at l22l Cummings Park Drive, Arden Hills, Minnesota 55112 ("Original Lease"); and WHEREAS, Landlord and Tenant amended the Original Lease by a First Amendment to Site Use Lease Agreement dated July 30, 2015 ("First Amendment"); and WHEREAS, Landlord and Tenant desire to adjust the rent for the Premises. NOW THEREFORE, in consideration of the foregoing and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, Landlord and Tenant agree as follows: l. Rent. Commencing January 1,2022, Tenant shall Pay Landlord annual rent of S40,000 for the initial year or $3,333.33lmonth which shall be increased each year on January l, by three percent (3%) of the previous year's annualized rental. DocuSign Envelope I D : 46D8865D-86ED.4AC5-8F78-1 COB54AA6 1 32 Market: ND / SD / NE / MN / IA Cell Site Number. MNL0l00l Cell Site Name: Arden Hills Fixed Asset Number: 10082208 2. Lease Terms. All other terms, covenants, and conditions of the Original Lease, as modified and/or amended by the First Amendment, remain in full force and effect except as modified by this Second Amendment. The Recitals set forth above are incorporated herein and made a part hereof as if they were set forth in the body hereof. 3. Notices: Section 25(h) of the Original Lease and Section 4 of the First Amendment are hereby amended to replace the Tenant's notices address to the following: Emai I : TowerNotices@att. com New Cingular Wireless PCS, LLC Attn.: TAG - LA Re: Cell Site #: MNL0l00l Cell Site Name: Arden Hills (tvIN) Fixed Asset #: 10082208 1025 Lenox Park Blvd. NE 3rd Floor Atlanta, GA 30319 With a copy to: New Cingular Wireless PCS, LLC Attn.: Legal Department Re: Cell Site #: MNL0l00l Cell Site Name: Arden Hills (MN) Fixed Asset #: 10082208 208 S. Akard Street Dallas, Texas, 7 5202-4206 4. Other Terms and Conditions. In the event of an y inconsistencies between the Original Lease as amended by the First Amendment and this Second Amendment, the terms of this Second Amendment shall control. Except as expressly set forth in this Second Amendment the Original Lease as amended by the First Amendment otherwise is unmodified and remains in 2 DocuSig n Envelope I D: 46D8865D-86ED-4AC5-8F7B-1 COBS4AAO 1 32 Market: ND / SD / NE / MN / IA Cell Site Number: MNL0l00l Cell Site Name: Arden Hills Fixed Asset Number: 10082208 full force and effect. Each reference in the Original Lease as amended by the First Amendment to itself shall be deemed also to refer to this Second Amendment. 5. Capitalized Terms. Any capitalized terms used in this Second Amendment shall have the meaning given in the Original Lease, as modified and/or amended by the First Amendment, unless otherwise defined herein or the context otherwise requires. 6. Governing Law. This Second Amendment shall be govemed by and construed in accordance with the laws of the State of Minnesota. IN WITNESS WHEREOF the parties hereto have caused their properly authorized representatives to execute and seal this Second Amendment on the dates set forth below. tNo MORE TEXT ON THIS PAGE - STGNATURES TO FOLLOW ON NEXT PAGEI J DocuSign Envelope lD: 46D8865D'86ED-4AC$,8F78-1 GOB54AA61 32 Market: ND / SD / NE / MN / IA Cell Site Number: MNL0l00l Cell Site Name: Arden Hills Fixed Asset Number: 100E2208 ..LAI{DLORI)" City of Arden Hills, a Minnesota municipal corporation By: Name: Title: Date: ATTEST: By: Name: Title: Date: ..TENANT" New Cingular Wireless PCS, LLC, a Delaware limited liability company By: AT&T Mobility Corporation Its: Manager By:ffi Name:t<ri stan Kesl er Title: Date: Area Mgr Construction & Engrg t/ LL/ tutL [ACKNOWLEDGEMENTS APPEAR ON THE NEXT PAGE] 4 DocuSig n Envelope ! D : 46D8865D-86ED-4AC5-8F78-1 CO B54AAO 1 32 Market: ND / SD / NE / MN / IA Cell Site Number: MNLOl00l Cell Site Name: Arden Hills Fixed Asset Number: 10082208 TENAI{T ACKN EMENT STATE OF ) ss. COUNTY OF TheforegoinginstrumentwaSacknowledgedbeforemethis-dayof ,202 , by the of AT&T Mobility Corporation, the Manager of New Cinsular Wireless PCS. LLC. a Delaware limited liabilitv companv, the limited liability company named in the attached instrument, and as such was authorized to execute this instrument on behalf of the limited liability company. Notary Public LAI\DLORD A OWLEDGEMENT STATE OF ) ) ss. COUNTY OF ) The foregoing instrument was acknowledged before me this-day of ,202 , by and respectively the Mavor and Citv Clerk of the City of Arden Hills. a Minnesota municipal corporation, on behalf of the municipal corporation and pursuant to the authority granted by its City Council. Notary Public 5 DocuSig n Envelope I D: 46D8865D-86ED-4AC5-8F78-1 COBS4AAG 1 32 Market: ND / SD / NE / MN / IA Cell Site Number, MNL0l00l Cell Site Name. tuden Hills Fixed Asset Number: 10082208 SECONI} AMENDMENT TO SITE USE LEASE AGREEMENT This Second Amendment to Site Use Lease Agreement ("Second Amendment"), dated as of the latter of the signature dates below, is by and between the City of Arden Hills, a Minnesota municipal corporation, whose address is 1245 Highway 96 West, Arden Hills, Minnesota 55112 ("Landlord") and New Cingular Wireless PCS, LLC, a Delaware limited liability company, having a mailing address of 1025 Lenox Park Blvd. NE, 3rd Floor, Atlanta, Georgia 303 I9 ("Tenant"). WHEREAS, Landlord and Tenant entered into a Site Use Lease Agreement dated April 1,2014; whereby Landlord leased to Tenant certain Premises, therein described, that are a portion of the Property located atl22l Cummings Park Drive, Arden Hills, Minnesot^55112 ("0riginal Lease"); and WHEREAS, Landlord and Tenant amended the Original Lease by a First Amendment to Site Use Lease Agreement dated July 30, 2015 ("First Amendment"); and WHEREAS, Landlord and Tenant desire to adjust the rent for the Premises. NOW THEREFORE, in consideration of the foregoing and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, Landlord and Tenant agree as follows: l. Rent. Commencing January 1,2022, Tenant shall Pay Landlord annual rent of $40,000 for the initial year or $3,333.33/month which shall be increased each year on January l, by three percent (3%) of the previous year's annualized rental. DocuSign Envelope I D : a6D8865D-86ED4AC5-8F78-1 COBS4AAG 1 32 Market: ND / SD / NE / MN / IA Cell Site Number: MNL0l00l Cell Site Name: Arden Hills Fixed Asset Number: 10082208 2. Lease Terms. All other terms, covenants, and conditions of the Original Lease, as modified and/or amended by the First Amendment, remain in full force and effect except as modified by this Second Amendment. The Recitals set forth above are incorporated herein and made a part hereof as if they were set forth in the body hereof. 3. Notices: Section 25(h) of the Original Lease and Section 4 of the First Amendment are hereby amended to replace the Tenant's notices address to the following: Emai I : TowerNotices@att. com New Cingular Wireless PCS, LLC Attn.: TAG - LA Re: Cell Site #: MNL0I00l Cell Site Name: Arden Hills (NdN) Fixed Asset #: 10082208 1025 Lenox Park Blvd. NE 3rd Floor Atlanta, GA 30319 With a copy to: New Cingular Wireless PCS, LLC Attn.: Legal Department Re: Cell Site #: MNLOI00l Cell Site Name: Arden Hills (tvtN) Fixed Asset #: 10082208 208 S. Akard Street Dallas, Texas, 75202-4206 4. Other Terms Conditions . In the event of any inconsistencies between the Original Lease as amended by the First Amendment and this Second Amendment, the terms of this Second Amendment shall control. Except as expressly set forth in this Second Amendment the Original Lease as amended by the First Amendment otherwise is unmodified and remains in 2 DocuSig n Envelope I D: 46D8865D-86ED-4AC5-8F7B-1 COB54AA6 1 32 Market: ND / SD / NE / MN i IA Cell Site Number: MNLOl00l Cell Site Name: tuden Hills Fixed Asset Number: 10082208 full force and effect. Each reference in the Original Lease as amended by the First Amendment to itself shall be deemed also to refer to this Second Amendment. 5. Capitalized Terms. Any capitalized terms used in this Second Amendment shall have the meaning given in the Original Lease, as modified and/or amended by the First Amendment, unless otherwise defined herein or the context otherwise requires. 6. Governing Law. This Second Amendment shall be govemed by and construed in accordance with the laws of the State of Minnesota. IN WITNESS WHEREOF the parties hereto have caused their properly authorized representatives to execute and seal this Second Amendment on the dates set forth below. INO MORE TEXT ON THrS PAGE - STGNATURES TO FOLLOW ON NEXT PAGE] J DocuSign Envelope lD: 46D8865D-86ED-4AC$8F78-1 COB54AA61 32 Market: ND / SD / NE / MN / IA Cell Site Number: MNL,0l00l Cell Site Name: Arden Hills Fixed Asset Number: 10082208 ..LAhIDLORI)" City of Arden Hills, a Minnesota municipal corporation By: Name: Title: Date : ATTEST: By: Name: Title: Date: ..TENATIT" New Cingular Wireless PCS, LLC, a Delaware limited liability company By: AT&T Mobility Corporation Its: Manager by: (^i"ta^ {t lr* By: Name:s an er Title: Date: Area Mgr construction & Engrg tl LLl tvtL [ACKNOWLEDGEMENTS APPEAR ON THE NEXT PAGE] 4 DocuSig n Envelope I D : 46D8865D-86ED.4AC5-8F78-1 COBS4AAO 1 32 Market: ND / SD / NE / MN / IA Cell Site Number: MNLOl00l Cell Site Name: Arden Hills Fixed Asset Number: 10082208 TENANT ACKN WLEDGEME,NT STATE OF ) ) ss. COUNTY OF Theforegoinginstrumentwasacknowledgedbeforemethis-dayof ,202 , by the of AT&T Mobility Corporation, the Manager of New Cinqular Wireless PCS. LLC- a Delaware limited liabilitv comnanv, the limited liability company named in the attached instrument, and as such was authorized to execute this instrument on behalf of the limited liability company. Notary Public LAI\DLORD AC OWLEDGEMENT STATE OF ) ) ss. COLTNTY OF ) Theforegoinginstrumentwasacknowledgedbeforemethis-dayof ,202 , by and respectively the Mavor and Citv Clerk of the Citv of Arden Hills^ a Minnesota municinal corporation, on behalf of the municipal corporation and pursuant to the authority granted by its City Council. Notary Public 5 DocuSign Envelope I D : 46D8865D-86ED4AC5-8F78-1 COB54AA6 1 32 Market: ND i SD / NE i MN / IA Cell Site Number: MNL0l00l Cell Site Name: tuden Hills Fixed Asset Number: 10082208 SECOND AMENDMENT TO SITE USE LEASE AGREEMENT This Second Amendment to Site Use Lease Agreement ("Second Amendment"), dated as of the latter of the signature dates below, is by and between the City of Arden Hills, a Minnesota municipal corporation, whose address is 1245 Highway 96 West, Arden Hills, Minnesota 55ll2 ("Ltndlord") and New Cingular Wireless PCS, LLC, a Delaware limited liability company, having a mailing address of 1025 Lenox Park Blvd. NE, 3rd Floor, Atlanta, Georgia 303 I 9 ("Tenant"). WHEREAS, Landlord and Tenant entered into a Site Use Lease Agreement dated April 7,2014; whereby Landlord leased to Tenant certain Premises, therein described, that are a portion of the Property located at1221 Cummings Park Drive, Arden Hills, Minnesota55ll2 ("Original Lease"); and WHEREAS, Landlord and Tenant amended the Original Lease by a First Amendment to Site Use Lease Agreement dated July 30,2015 ("First Amendment"); and WHEREAS, Landlord and Tenant desire to adjust the rent for the Premises. NOW THEREFORE, in consideration of the foregoing and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, Landlord and Tenant agree as follows: l. Rent. Commencing January 1,2022, Tenant shall Pay Landlord annual rent of $40,000 for the initial year or $3,333.33/month which shall be increased each year on January l, by three percent (3%) of the previous year's annualized rental. DocuSig n Envelope I D: 46D8865D-86ED-4AC5-8 F7B-1 CGBS4AAO 1 32 Market: ND / SD / NE i MN i IA Cell Site Number: MNLOl00l Cell Site Name: Arden Hills Fixed Asset Number: 10082208 2. Lease Terms. All other terms, covenants, and conditions of the Original Lease, as modified and/or amended by the First Amendment, remain in full force and effect except as modified by this Second Amendment. The Recitals set forth above are incorporated herein and made a part hereof as if they were set forth in the body hereof. 3. Notices: Section 25(h) of the Original Lease and Section 4 of the First Amendment are hereby amended to replace the Tenant's notices address to the following: Email : TowerNotices@att.com New Cingular Wireless PCS, LLC Attn.: TAG - LA Re: Cell Site #: MNLOI00l Cell Site Name: Arden Hills (IvIN) Fixed Asset #: 10082208 1025 Lenox Park Blvd. NE 3rd Floor Atlanta, GA 30319 With a copy to: New Cingular Wireless PCS, LLC Attn.: Legal Department Re: Cell Site #: MNL0100I Cell Site Name: Arden Hills (lvtN) Fixed Asset #: 10082208 208 S. Akard Street Dallas, Texas, 7 5202-4206 4. Other Terms and Conditions. In the event of any inconsistencies between the Original Lease as amended by the First Amendment and this Second Amendment, the terms of this Second Amendment shall control. Except as expressly set forth in this Second Amendment the Original Lease as amended by the First Amendment otherwise is unmodified and remains in 2 DocuSig n Envelope I D : 46D8865D-86ED-4AC5-8F78- 1 COB54AA6 1 32 Market: ND / SD / NE / MN / IA Cell Site Number: MNL0l00l Cell Site Name: Arden Hills Fixed Asset Number: 10082208 full force and effect. Each reference in the Original Lease as amended by the First Amendment to itself shall be deemed also to refer to this Second Amendment. 5. Capitalized Terms. Any capitalized terms used in this Second Amendment shall have the meaning given in the Original Lease, as modified and/or amended by the First Amendment, unless otherwise defined herein or the context otherwise requires. 6. Governins Law. This Second Amendment shall be governed by and construed in accordance with the laws of the State of Minnesota. IN WITNESS WHEREOF the parties hereto have caused their properly authorized representatives to execute and seal this Second Amendment on the dates set forth below. INO MORE TEXT ON THIS PAGE - SIGNATURES TO FOLLOW ON NEXT PAGE] J DocuSign Envelope lD: 46D8865D'86ED-{AC$8F78-1 COB54AA61 32 Market: ND / SD / NE / MN / IA Cell Site Number: MNL0l00l Cell Site Name: Arden Hills Fixed Asset Number: 10082208 ..LAI{DLORD' City of Arden Hills, a Minnesota municipal corporation By: Name: Title: Date: ATTEST: By: Name: Title: Date: ..TENAh[T" New Cingular Wireless PCS, LLC, a Delaware limited liability company By: AT&T Mobility Corporation Its: Manager Title: Date: Area Mgr Construction & Engrg tl LLl tvtL [ACKNOWLEDGEMENTS APPEAR ON THE NEXT PAGE] 4 DocuSig n Envelope I D : 46D8865D-86ED.4AC5-8F78-1 COBS4AA6 1 32 Market: ND / SD / NE / MN / IA Cell Site Number: MNL0l00l Cell Site Name: Arden Hills Fixed Asset Number: 10082208 TENANT ACKNOWLEDGEMENT STATE OF ) ss. COUNTY OF TheforegoinginstrumentwaSacknowledgedbeforemethis-dayof 202 , by the of AT&T Mobility Corporation, the Manager of New Cinsular Wireless PCS. LLC. a Delaware limited liabilitv comnanv, the limited liability company named in the attached instrument, and as such was authorized to execute this instrument on behalf of the limited liability company. Notary Public LAIYDLORI)OWLEDGEMENT STATE OF ) ) ss. COUNTY OF ) The foregoing instrument was acknowledged before me this-day of 202 , by and respectively the Mavor and Citv Clerk of the Citv of en Hills. a Minnesota municinal corporation, on behalf of the municipal corporation and pursuant to the authority granted by its City Council. Notary Public 5 CERTIFICATE OF AUTHORITY - MI'NICIPALITY IN RE: Citv of Arden Hills, a Minnesota municipal corporation Name of Municipality We, the undersigned Officers, Board Members, Trustees, and/or Superintendents of the above-named Municipality (the "Municipality"), hereby certifr that we have reviewed the books and records of the Municipality, and that the individuals named below are the current Officers, Board Members, Trustees, and/or Superintendents of the Municipality, holding the title indicated: NOTE: Please have the necessary Officers, Board Members, Trustees, and/or Superintendents according to your Municipal By-Laws, sign this Certificate and check the box if authorizedto sign real estate transactions on behalf of the Municipality. Authorized Sisnatorv (r'if yes) Name Title Sisnature PLEASE CHECK THE APPROPRHTE BOX FOR TIIE NUMBER OT REQUIREI) SIGNATORIES: I person 2 persons All Other 10082208 DATED as of this day of 20 City of Arden Hills City Council Meeting for March 8, 2021 P:\Planning\Planning Cases\22021\21-001 Boston Scientific - SP\Memos Reports Page 1 of 4 CONSENT ITEM – 7F MEMORANDUM DATE: March 8, 2021 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Jane Kansier, AICP, Planning Consultant Corrin Bemis, Planning Consultant SUBJECT: Planning Case #21-001 Applicant: Boston Scientific Corporation Property Location: 4100 Hamline Ave N. Request: Approval of the Job Creation Fund Resolution Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider Motions to approve, table, or deny the following: • Resolution Number 2021-014, Resolution Regarding the Support of a Job Creation Fund Application in Connection with Boston Scientific Corporation, based on the findings of fact and submitted Job Creation Fund application. All items need a simple majority for action unless otherwise noted. Background/Discussion Boston Scientific Corporation proposes to construct an expansion of their manufacturing facility at Building 14, in the northwest corner of the Arden Hills campus. The purpose of the facility is the development and production of lithium batteries for use in medical devices. The primary space in the facility is a 'dry room', a space maintained at less than 1% relative humidity, which is required for handling lithium. Ancillary functions in the addition include office and conference space. The proposed expansion is expected generate 150 new jobs over the next three years. City of Arden Hills City Council Meeting for March 8, 2021 P:\Planning\Planning Cases\22021\21-001 Boston Scientific - SP\Memos Reports Page 2 of 4 To assist with the funding of the proposed addition to Building 14, Boston Scientific is applying to the Minnesota Department of Employment and Economic Development’s Job Creation Fund. The JCF provides financial incentives to new and expanding businesses that meet certain job creation and capital investment targets. Companies deemed eligible to participate may receive up to $1 million for creating or retaining high-paying jobs and for constructing or renovating facilities or making other property improvements. In some cases, companies may receive awards of up to $2 million. Business applicants for the Job Creation Fund must apply through the city. To be eligible for funding, DEED requires applicants obtain a resolution of support approved by the City Council. To apply for the JCF program, Boston Scientific must complete the following steps: 1. Submit the Job Creation Fund Application Form and required supporting documents to DEED. 2. DEED evaluates the application and notifies the city and business of approval or denial. If approved, DEED will formally designate the business as a Job Creation Fund business and determine an award amount. Awards in excess of $500,000 require DEED to hold a public hearing. It is likely this project will require a public hearing. 3. After a public hearing, DEED drafts a business subsidy agreement specifying project goals and duration for the agreement and sends it to the business for signature. The business then returns the agreement to DEED for final signature by the DEED commissioner. 4. Through the duration of the business subsidy agreement, the city will provide assistance to in the form of collecting required reporting information and submitting progress reports, annual reports, requests for payment, and providing updates to the business regarding updates to annually adjusted wages. Adoption of the resolution of support does not obligate the City to approve development plans. It also does not obligate the City to provide any financial incentives now or in the future. This is one step in assisting the applicant with obtaining funding for the project. Findings of Fact DEED requires the City Council make findings in four specific areas as part of the Resolution of support. The Planning Department offers the following findings of fact for consideration: 1. Finding that the project is in the public interest because it will encourage the growth of commerce and industry, prevent the movement of current or future operations to locations outside Minnesota, result in increased employment in Minnesota, and preserve or enhance the state and local tax base a. Boston Scientific currently employees 37,298 permanent, full-time employees company-wide and 10,169 permanent, full-time employees in the state of Minnesota. The proposed project site currently employees 4,608 permanent, full- time employees. b. The proposed addition to Building 14 will create one-hundred and fifty (150) new jobs for the State of Minnesota and the City of Arden Hills. City of Arden Hills City Council Meeting for March 8, 2021 P:\Planning\Planning Cases\22021\21-001 Boston Scientific - SP\Memos Reports Page 3 of 4 c. Ninety (90) of the newly created positions will be for production builders. This position will include a total hourly compensation rate, including benefits, of $25.20. Sixty (60) of the newly created position will be for office staff. This position will include a total hourly compensation rate, including benefits, of $53.90. d. The proposed addition to Building 14 will create 150 new jobs over three years after the opening date of the proposed addition. There will be no reduction of positions at other company sites during the next two years, nor will there be any hobs relocated from existing Minnesota sites to this site. 2. Finding that the proposed project, in the opinion of the city council, would not reasonably expected to occur solely through private investment within the reasonably foreseeable future. a. Without funding from the Job Creation Fund, Boston Scientific may choose to relocate the project away from their Arden Hills site. The proposed addition to building 14 could occur at a different Boston Scientific location outside of Minnesota. 3. Finding that the proposed project conforms to the general plan for the development or redevelopment of the City as a whole. a. The Boston Scientific campus is guided as Light Industrial and Office on the 2040 Comprehensive Plan land use plan. The current use is a permitted use as a manufacturer of medical devices within this district. The changes to the Campus Master Plan that the Applicants propose to add are entirely exterior and complementary to the use of the Subject Property as a medical device manufacturer. b. The City of Arden Hills aims to promote the development, redevelopment, and maintenance of a viable, innovative, and diverse business environment serving Arden Hills and the metropolitan area. To achieve this economic development and redevelopment goal, the City of Arden Hills will work to create and strengthen existing partnerships between public and private agencies and institutions, engage the private sector to encourage development and redevelopment projects that are beneficial to the City, and identify incentives or programs where applicable that promote private sector investment. c. While the City’s economic base is relatively strong, the City recognizes the need to maintain and enhance the economic base over the long-term. The proposed addition to Building 14 aligns will the goals of the City and contributes to the maintenance and enhancement of the City’s economic base over the long-term. 4. Finding that the proposed project will afford maximum opportunity, consistent with the sound needs of the City as a whole, for the redevelopment or development of the project by private enterprise. a. The Boston Scientific campus at 4100 Hamline Avenue North operates under a Planned Unit Development (PUD) that was originally approved in 2002 for the Guidant Corporation. The proposed addition to Building 14 is not shown on the current Master Plan, but the company has submitted an application for a PUD City of Arden Hills City Council Meeting for March 8, 2021 P:\Planning\Planning Cases\22021\21-001 Boston Scientific - SP\Memos Reports Page 4 of 4 amendment. This application will likely be considered by the Planning Commission in April, 2021. b. Boston Scientific is regulated under a PUD that permits the Subject Property to operate medical manufacturing provided those uses maintain harmony and compatibility with surrounding uses and are in keeping with the architectural character and design standards of existing uses and development. The underlying Zoning District that guides the uses allowed within the parcel is the I-1 Limited Industrial District. Budget Impact N/A Attachments A. Job Creation Fund Resolution 2021-014 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. 203065v1 CITY OF ARDEN HILLS RAMSEY COUNTY, MINNESOTA RESOLUTION NUMBER 2021-014 RESOLUTION REGARDING THE SUPPORT OF A JOB CREATION FUND APPLICATION IN CONNECTION WITH BOSTON SCIENTIFIC CORPORATION WHEREAS, the City of Arden Hills, Minnesota (the “City”), desires to assist Boston Scientific Corporation, a medical manufacturing company, which is proposing to construct a facility in the City; and, WHEREAS, the City of Arden Hills understands that Boston Scientific, through and with the support of the City, intends to submit to the Minnesota Department of Employment and Economic Development an application for an award and/or rebate from the Job Creation Fund Program; and, WHEREAS, the City of Arden Hills considered this matter at a city council meeting on March 8, 2021. NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS, MINNESOTA, that, after due consideration, the City Council of the City of Arden Hills, Minnesota, hereby adopt the following findings of fact related to the project proposed by Boston Scientific and its application for an award and/or rebate from the Job Creation Fund Program and express their approval. The City Council hereby finds and adopts the reasons and facts supporting the following findings of fact for the approval of the Job Creation Fund Program application: 1. Finding that the project is in the public interest because it will encourage the growth of commerce and industry, prevent the movement of current or future operations to locations outside Minnesota, result in increased employment in Minnesota, and preserve or enhance the state and local tax base. a. Boston Scientific currently employees 37,298 permanent, full-time employees company-wide and 10,169 permanent, full-time employees in the state of Minnesota. The proposed project site currently employees 4,608 permanent, full- time employees. b. The proposed addition to Building 14 will create one-hundred and fifty (150) new jobs for the State of Minnesota and the City of Arden Hills. c. Ninety (90) of the newly created positions will be for production builders. This position will include a total hourly compensation rate, including benefits, of $25.20. Sixty (60) of the newly created position will be for office staff. This position will include a total hourly compensation rate, including benefits, of $53.90. 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. 203065v1 d. The proposed addition to Building 14 will create 150 new jobs over three years after the opening date of the proposed addition. There will be no reduction of positions at other company sites during the next two years, nor will there be any hobs relocated from existing Minnesota sites to this site. 2. Finding that the proposed project, in the opinion of the city council, would not reasonably be expected to occur solely through private investment within the reasonably foreseeable future. a. Without funding from the Job Creation Fund, Boston Scientific may choose to relocate the project away from their Arden Hills site. The proposed addition to building 14 could occur at a different Boston Scientific location outside of Minnesota. 3. Finding that the proposed project conforms to the general plan for the development or redevelopment of the City as a whole. a. The Boston Scientific campus is guided as Light Industrial and Office on the 2040 Comprehensive Plan land use plan. The current use is a permitted use as a manufacturer of medical devices within this district. The changes to the Campus Master Plan that the Applicants propose to add are entirely exterior and complementary to the use of the Subject Property as a medical device manufacturer. b. The City of Arden Hills aims to promote the development, redevelopment, and maintenance of a viable, innovative, and diverse business environment serving Arden Hills and the metropolitan area. To achieve this economic development and redevelopment goal, the City of Arden Hills will work to create and strengthen existing partnerships between public and private agencies and institutions, engage the private sector to encourage development and redevelopment projects that are beneficial to the City, and identify incentives or programs where applicable that promote private sector investment. c. While the City’s economic base is relatively strong, the City recognizes the need to maintain and enhance the economic base over the long-term. The proposed addition to Building 14 aligns will the goals of the City and contributes to the maintenance and enhancement of the City’s economic base over the long-term. 4. Finding that the proposed project will afford maximum opportunity, consistent with the sound needs of the City as a whole, for the redevelopment or development of the project by private enterprise. a. The Boston Scientific campus at 4100 Hamline Avenue North operates under a Planned Unit Development (PUD) that was originally approved in 2002 for the Guidant Corporation. The proposed addition to Building 14 is not shown on the current Master Plan, but the company has submitted an application for a PUD amendment. This application will likely be considered by the Planning Commission in April, 2021. b. Boston Scientific is regulated under a PUD that permits the Subject Property to operate medical manufacturing provided those uses maintain harmony and compatibility with surrounding uses and are in keeping with the architectural character and design standards of existing uses and development. The underlying Zoning District that guides the uses allowed within the parcel is the I-1 Limited Industrial District. 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. 203065v1 PASSED and ADOPTED this 8th day of March, 2021, by the City Council of the City of Arden Hills, Minnesota. CITY OF ARDEN HILLS By _______________________________ David Grant, Mayor ATTEST: _____________________________ Julie Hanson, City Clerk Page 1 of 3 DATE: March 8, 2021 TO: Honorable Mayor and City Councilmembers David Perrault, City Administrator FROM: David Swearingen, Interim Public Works Director SUBJECT: Accept Bids and Order Assessment Hearing 2021 PMP Street and Utility Improvement Project Budgeted Amount: Actual Amount: Funding Source: $3,807,000 (2021 CIP) $3,429,412 (Based on Low Bid) PIR, Assessments, Water, Sanitary Sewer and Surface Water Utilities Council Should Consider Motion to approve, table, or deny the following: Resolution 2021-013 Declaring Costs to be Assessed and Ordering the Preparation of the Proposed Assessments and Calling for a Public Hearing on the Proposed Assessments for the 2021 PMP Street and Utility Improvement Project. All items need a simple majority for action unless otherwise noted. Background/Discussion On January 25, 2021, the City Council approved plans & specifications and ordered advertisement for bids for the 2021 PMP Street and Utility Improvement Project located in the Hazelnut Park residential neighborhood. Bids were opened on February 24, 2021 after receiving 11 bids for the project. The five lowest bids are listed below. A full bid tabulation is provided in Attachment A. Company Bid Amount C&L Excavating, Inc. $2,704,412.10 T.A. Schifsky & Sons, Inc. $2,866,599.35 Kuechle Underground , Inc. $2,886,894.78 Northwest Asphalt, Inc. $2,995,276.10 Meyer Contracting, Inc. $3,022,073.96 NEW BUSINESS – 10A MEMORANDUM Page 2 of 3 The low bid of $2,704,412.10, received from C&L Excavating, Inc., compares favorably with the construction engineer’s estimate which is $3,234,599.50. Further analysis of the low bid; adding overhead and dividing it into the cost for the reconstruction and reclamation project areas results in the following street project costs: • $1,110,790.22 Total Project Cost for the Reconstruction Streets (Glenpaul and east Jerrold) • $293,723.19 Total Project Cost for the Reclamation Streets (Edgewater and west Jerrold) Each of these total project costs were then analyzed for the assessable cost which as described in the City’s Assessment Policy is half of the street project cost. The results of this analysis are as follows: • Reconstruction Assessment Rate of $6,942.44 per unit as compared to the Feasibility Report estimate of $8,107.00. • Reclamation Assessment Rate of $2,532.10 per unit as compared to the Feasibility Report estimate of $2,984.00. Staff recommends setting the interest rate at 2% over the City’s bond interest rate which is approximately 1.15%, resulting in an assessment interest rate of 3.15%. The attached resolution is consistent with this recommended action. The current assessment policy also states that the typical overhead for a public improvement project is 37% of the construction costs. Staff believes this percentage is higher than necessary and recommends that approximately 27% (exact dollar amount below) of the construction costs is used as overhead when calculating the assessment rates. The breakdown of the overhead costs can be found below. Budget Impact The estimated total project cost and funding sources based on the final plans and specifications are summarized below. Total Estimated Expenses Construction: $ 2,704,412 Engineering Design: $ 190,000 Construction Mgmt: $ 185,000 Gen Admin & Legal: $ 85,000 Finance & Interest: $ 60,000 Material Testing: $ 40,000 Const. Contingency: $ 165,000 TOTAL ESTIMATE: $ 3,429,412 Page 3 of 3 Total Estimated Funding PIR Fund: $ 1,145,807 Special Assessments: $ 702,257 Water Utility: $ 610,880 Sanitary Sewer Utility: $ 416,219 Surface Water Utility $ 554,249 TOTAL FUNDING: $ 3,429,412 Attachments Attachment A: Bid Tabulation Attachment B: Resolution 2021-013 Attachment C: PowerPoint Bolton & Menk, Inc. CONSULTING ENGINEERS & SURVEYORS Mankato – Fairmont – Sleepy Eye – Burnsville – Willmar - Chaska – Ramsey – Maplewood – Baxter – Rochester – Duluth, MN Algona – Ames – Cedar Rapids – Des Moines – Jefferson – Spencer, IA & Fargo, ND BID TABULATION 2021 PMP Street and Utility Improvements City of Arden Hills Arden Hills, MN PW-21-0100 Bid Taken: Wednesday, February 24, 2021 Addendums: #1 – 02/12/21 Time: 10:00 a.m. #2 – 02/19/21 No. BIDDERS TOTAL AMOUNT BID 1 C&L Excavating, Inc. $2,704,412.10 2 T. A. Schifsky & Sons, Inc. $2,866,599.35 3 Kuechle Underground $2,886,894.78 4 Northwest $2,995,276.10 5 Meyer Contracting, Inc. $3,022,073.96 6 Veit & Company, Inc. $3,061,031.90 7 Park Construction Company $3,063,436.45 8 Rl Larson Excavating, Inc. $3,152,660.63 9 Geislinger & Sons $3,153,190.75 10 Northdale Construction Company, Inc. $3,184,976.76 11 Forest Lake Contracting, Inc. $3,320,288.00 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. 2021-013 RESOLUTION DECLARING COSTS TO BE ASSESSED AND ORDERING PREPARATION OF PROPOSED ASSESSMENTS AND CALLING FOR HEARING ON THE PROPOSED ASSESSMENTS WHEREAS, a contract has been let for the proposed 2021 PMP Street and Utility Improvement Project, the improvement of Glenpaul Avenue, Edgewater Avenue, Jerrold Avenue and Prior Avenue, and the contract bid price for such improvement is $2,704,412, and the expenses incurred or to be incurred in the making of such improvement amount to $725,000 so that the total cost of the improvement will be $3,429,412; and WHEREAS, the City Clerk has prepared a proposed assessment of the cost of the improvement; and WHEREAS, the City Clerk has notified the City Council that such proposed assessment has been completed and filed at City Hall for public inspection. NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF ARDEN HILLS: 1. The portion of the cost of such improvement to be paid by the City is hereby declared to be $2,727,155 The portion of the cost to be assessed against benefited property owners is declared to be $702,257. 2. Assessments shall be payable in equal annual installments extending over a period of 10 years, the first of the installments to be payable with property taxes for the year 2022, and shall bear interest of the City’s bond interest rate plus 2% from date of the adoption of the assessment resolution. 3. The City Clerk, with the assistance of the City Engineer shall forthwith calculate the proper amount to be specially assessed for such improvement against every assessable lot, piece or parcel of land within the district affected, without regard to cash valuation, as provided by law, and shall file a copy of such proposed assessment in her office for public inspection; and 2 To view the final document, access adopted Resolutions via Arden Hills Public Laserfiche Weblink by visiting cityofardenhills.org and clicking on Archived Documents under Helpful Links on our main webpage. BE IT FURTHER RESOLVED BY THE CITY COUNCIL OF ARDEN HILLS, MINNESOTA: 1. A hearing shall be held on April 12, 2021, in the Council Chambers at 7:00 p.m. or as soon thereafter as possible, to pass upon such proposed assessment and at such time and place all persons owning property affected by such improvement will be given an opportunity to be heard with reference to such assessment. 2. Publication by the City Clerk is hereby directed to cause notice of the hearing on the proposed assessment once in the official newspaper at least two weeks prior to the hearing, stating in the notice the total cost of the improvement is hereby approved. Notice shall be mailed to the owner of each parcel described in the assessment roll not less than two weeks prior to the hearings is also approved. 3. The owner of any property so assessed may, at any time prior to certification of the assessment to the County Auditor, pay the whole of the assessment on such property, with interest accrued to the date of payment, to the City, except that no interest shall be charged if the entire assessment is paid within 30 days from the adoption of the assessment. The owner may at any time thereafter, pay to the City the entire amount of the assessment remaining unpaid, with interest accrued to December 31 of the year in which such payment is made. Such payment must be made before November 15 or interest will be charged through December 31 of the succeeding year. PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 8th DAY OF MARCH 2021. ________________________________ Mayor Attest: ______________________________ City Clerk Accept Bids & Order Assessment Hearing 2021 PMP Street & Utility Improvements __________________________ Council Meeting March 8, 2021 1 Outline 1.Project Area 2.Bid Tabulation 3.Project Costs and Funding 4.Proposed Assessment Rates 5.Next Steps 2 Hazelnut Park Neighborhood Area 3 Bid Tabulation 4 No.BIDDERS TOTAL AMOUNT BID 1 C&L Excavating, Inc.$2,704,412.10 2 T. A. Schifsky & Sons, Inc.$2,866,599.35 3 Kuechle Underground, Inc.$2,886,894.78 4 Northwest Asphalt, Inc.$2,995,276.10 5 Meyer Contracting, Inc.$3,022,073.96 6 Veit & Company, Inc.$3,061,031.90 7 Park Construction Company $3,063,436.45 8 Rl Larson Excavating, Inc.$3,152,660.63 9 Geislinger & Sons $3,153,190.75 10 Northdale Construction Company, Inc.$3,184,976.76 11 Forest Lake Contracting, Inc.$3,320,288.00 Bids Taken: Wednesday, February 24, 2021 11 Bids Received Engineer’s Estimate: $3,234,599.50 Total Project Costs 5 Project Improvements Project Costs Reconstruction Street Improvements (Glenpaul and east Jerrold) $1,110,790 Reclamation Street Improvements (Edgewater and west Jerrold) $293,723 Prior Ave Street Improvements (Not Assessed)$398,106 Trail Improvements (Not Assessed)$45,445 Water Main Improvements $610,880 Sanitary Sewer Improvements $416,219 Storm Sewer Drainage Improvements $554,249 Total $3,429,412 Construction Costs plus $725,000 in Expenses (Approximately 27% of Construction Costs) CIP Budget: $3,807,000 Project Funding 6 Funding Source Amount PIR Fund $1,145,807 Special Assessments $702,257 Water Utility $610,880 Sanitary Sewer Utility $416,219 Surface Water Utility $554,249 Total $3,429,412 Assessment Rates 8 Project Area Proposed Final Rate Feasibility Rate Street Reconstruction (Glenpaul and east Jerrold) $6,942.44 $8,107.00 Full Depth Reclamation (Edgewater and west Jerrold) $2,532.10 $2,984.00 50% of the Street Project Costs •Reconstruction: Glenpaul and east Jerrold = $555,395.11 (80 Units) •Reclamation: Edgewater and west Jerrold = $146,861.60 (58 Units) Interest Rate on Assessments = 3.15%; can be paid over a period of 10 years Next Steps Assessment Hearing and Award . . . . . . .. . April 12, 2021 Public Hearing for Assessments Award Construction Contract Public Engagement #3 . . . . . . . . . . . . . . . .April 2021 Begin Construction . . . . . . . . . . . . Late April/May 2021 Substantial Completion . . . . . . . . . . . . . .October 2021 Certify Assessments to County . . . . . . . November 2021 9 QUESTIONS 10