HomeMy WebLinkAbout09-20-21-WSAGENDA ITEMS
Snelling Avenue N Improvements - Design Discussion
David Swearingen, Interim Public Works Director
MEMO.PDF
ATTACHMENT A.PDF
ATTACHMENT B.PDF
State Of The City Update
Dave Perrault, City Administrator
MEMO.PDF
ATTACHMENT A.PDF
Lake Johanna Fire Department Joint Powers Agreement (JPA) Discussion
Dave Perrault, City Administrator
MEMO.PDF
ATTACHMENT A.PDF
ATTACHMENT B.PDF
Work Session Discussion
Dave Perrault, City Administrator
MEMO.PDF
Public Comment Discussion
Dave Perrault, City Administrator
MEMO.PDF
ATTACHMENT A.PDF
ATTACHMENT B.PDF
Council Tracker
Dave Perrault, City Administrator
MEMO.PDF
Union Negotiations Update (Closed Per M.S. 13D.03, Subd. 1(B) And 179A.01 To
179A.25)
Dave Perrault, City Administrator
COUNCIL/STAFF COMMENTS
ADJOURN
Mayor:
David Grant
Councilmembers:
Brenda Holden
Fran Holmes
Dave McClung
Steve Scott
City Council Work Session
Agenda
September 20, 2021
5:00 p.m.
City Hall
Address:
1245 W Highway 96
Arden Hills MN 55112
Phone:
651 -792 -7800
Website :
www.cityofardenhills.org
City Vision
Arden Hills is a strong community that values its unique environmental setting, strong residential
neighborhoods, vital business community, well -maintained infrastructure, fiscal soundness, and our
long -standing tradition as a desirable City in which to live, work, and play.
This meeting will be streamed live on local Cable Channel 16 and available for playback on our website.
CALL TO ORDER
1.
1.A.
Documents:
1.B.
Documents:
1.C.
Documents:
1.D.
Documents:
1.E.
Documents:
1.F.
Documents:
1.G.
2.
AGENDA ITEMSSnelling Avenue N Improvements - Design DiscussionDavid Swearingen, Interim Public Works DirectorMEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFState Of The City UpdateDave Perrault, City AdministratorMEMO.PDFATTACHMENT A.PDFLake Johanna Fire Department Joint Powers Agreement (JPA) DiscussionDave Perrault, City Administrator
MEMO.PDF
ATTACHMENT A.PDF
ATTACHMENT B.PDF
Work Session Discussion
Dave Perrault, City Administrator
MEMO.PDF
Public Comment Discussion
Dave Perrault, City Administrator
MEMO.PDF
ATTACHMENT A.PDF
ATTACHMENT B.PDF
Council Tracker
Dave Perrault, City Administrator
MEMO.PDF
Union Negotiations Update (Closed Per M.S. 13D.03, Subd. 1(B) And 179A.01 To
179A.25)
Dave Perrault, City Administrator
COUNCIL/STAFF COMMENTS
ADJOURN
Mayor:David GrantCouncilmembers:Brenda HoldenFran HolmesDave McClungSteve Scott City Council Work Session Agenda September 20, 2021 5:00 p.m. City Hall Address:1245 W Highway 96Arden Hills MN 55112Phone:651 -792 -7800Website:www.cityofardenhills.orgCity 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 will be streamed live on local Cable Channel 16 and available for playback on our website.CALL TO ORDER1.1.A.Documents:1.B.Documents:1.C.Documents:
1.D.
Documents:
1.E.
Documents:
1.F.
Documents:
1.G.
2.
AGENDA ITEM – 1A
MEMORANDUM
DATE: September 20, 2021
TO: Honorable Mayor and City Councilmembers
Dave Perrault, City Administrator
FROM: David Swearingen, PE Interim Public Works Director
Brad Fisher, Bolton & Menk – PE Project Engineer
SUBJECT: Snelling Avenue North Improvements – Design Discussion
Budgeted Amount: Actual Amount: Funding Source:
$1,250,000 N/A PIR, Utility Funds,
Special Assessments, Future MSA
Council Should Consider
Council should consider the preliminarily developed improvement alternatives for Snelling Ave
N including two with non-motorized facilities.
Background/ Discussion
On April 26, 2021 City Council adopted Resolution 2021-025 ordering the improvements and
preparations of plans and specifications for the Snelling Avenue North Improvements Project.
On June 28, 2021 City Council approved the professional services agreement with Bolton &
Menk for the engineering design and construction administration for the project.
Refer to the memo from Bolton & Menk in Attachment A for full details of the project
background, design options and cost estimate that were developed since the PSA agreement was
approved on June 28, 2021.
After discussion with Council from this Work Session, there will be a Design Public
Informational meeting held at City Hall if possible. The exact date has not been determined yet
but a mailing notice will be sent to residents within the project corridor at least a week prior to
the meeting.
Page 1 of 2
Page 2 of 2
Budget Impact
The project has a budget of $1,250,000 which includes contingencies for construction, materials
testing, engineering design, and construction administration.
Actual Costs:
Engineering $112,172
Construction Admin $ 87,684
Construction Contract $ TBD
Materials Testing $ TBD
Attachments
Attachment A – Bolton & Menk memo
Attachment B – Presentation Slides
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MEMORANDUM
Date: September 15, 2021
To: Arden Hills City Council
David Swearingen, PE Interim Public Works Director
From: Mike Waltman, PE Project Manager
Brad Fisher, PE Project Engineer
Subject: Snelling Avenue N Improvements
Preliminary Design Analysis & Final Design Options
City of Arden Hills
Project No. 0T1.124965
As per our proposal accepted by the Arden Hills City Council on June 28th, over the past two months
Bolton & Menk has preliminarily developed improvement alternatives for Snelling Ave N including two
with non-motorized facilities. We have also met with and discussed the improvements with
representatives of the Municipal State Aid (MSA) Metro office three times to shape these alternatives to
the degree where they concur the proposed improvements meet the MSA statutory rules.
This memo is intended to summarize that work, explain how the three design options were developed in
advance of City Council discussion at the September 20th, 2021 Work Session meeting.
BACKGROUND:
An agreement for professional services with Bolton & Menk for the proposed Snelling Ave N Street &
Utility Improvements project was approved by the City Council at the June 28th, 2021 City Council
meeting. Our scope included beginning with design analysis to determine the potential design options
through the Snelling Ave N street corridor that meet MSA design standards/state statutes. These standards
must be met to utilize MSA funding, which the City plans to use to fund the project. While analyzing
potential design options, an emphasis was placed on developing options that improve pedestrian safety to
address community concerns and complete a connection identified in the City’s comprehensive plan. The
project team, in conjunction with Interim Public Works Director David Swearingen, conducted three
separate meetings with the Minnesota Department of Transportation’s (MnDOT) MSA office to
discuss/refine potential design options and their conformance to MSA design standards.
The following is a summary of the applicable design standards from Minnesota Rules for State-Aid
Operations Chapter 8820 for Snelling Ave N which is a 40 mph roadway with an average daily traffic
(ADT) of around 1,600:
x Definition of Clear Zone –Clear zone is the distance which must be free of fixed objects and
meet or exceed the minimum in-slope dimensions.
x Definition of Reconditioning vs. Reconstruction –Reconditioning may include curb replacement
along no more than 20 percent of the length of the project.
Attachment A
Name: David Swearingen
Date: September 15, 2021
Page: 2
x ‘Rural’ Roadway Section –One which does not have curb/gutter along the edge of the roadway
x ‘Urban’ Roadway Section –One which has curb/gutter along the edge of the roadway
x Minimum Design Standards for Rural Reconstruction Projects (8820.9920):
o Lane Width = 11-12’
o Shoulder Width = 6’
o Maximum in-slope within clear zone = 4:1
o Clear Zone = 10’ (4’ beyond the 6’ shoulder)
o Minimum Design Speed = 40 mph
x Minimum Design Standards for Urban Reconstruction Projects (8820.9936 & 8820.9941):
o Lane Width = 10-11’
o Curb Reaction = 1-2’
o Clear Zone = 1.5’
o On Road Bicycle Facilities = 14-16’ Wide Outside Lane or 5-6’ Bicycle Lane
x Shared Use Path Standards (8820.9995):
o Minimum Surface Width = 8’
o Shoulder/Clear Zone = 2’on each side
o Maximum in-slope = 2:1
During our meetings, we also received State Aid Office clarification/interpretation of additional design
criteria boundaries that are not explicitly laid out within the State Aid Rules. These include:
x The State Aid Office will allow for a half rural / half urban typical section. However, the office
does not allow for a half reconditioning / half reconstruction typical section. This implies that any
roadway which is half ‘reconstructed’, such as where curb is added for more than 20 percent of
the length, must meet reconstruction standards.
x There are a number of factors that the State Aid Office uses in determining the classification of
various pedestrian facilities as either a ‘walk’ or a ‘trail’. The factors include material (concrete
vs bituminous), width, other adjacent facilities such as bike lanes or shoulders, and resulting
anticipated types of users of the facility. If bicyclists are anticipated to be used on the facility as a
result of the section design, the State Aid office indicated they would consider the facility a trail.
However, if the users are primarily going to be pedestrians and other features are provided for
bicycle users in each direction (such as wide shoulders or bicycle lanes), the classification would
likely be a walk, regardless of width or material. Without additional features provided for bicycle
users, it would likely be classified as a trail. Additionally, facility widths equal to or greater than
8 feet are typically considered a trail and less than 8 feet are typically considered a walk.
Variances from State Aid Rules are determined on a quarterly basis by the Variance Advisory Committee
to allow for deviation from the minimum design standards. State Aid Staff would not immediately
indicate support for a variance for this corridor without vetting of available alternatives and defined
physical constraints which could not be overcome. The attached alternatives were developed to see
whether state aid rules could in fact be met and if so, the state aid office would not be supportive of a
variance. Last, State Aid representatives were clear that project costs are not a sufficient reason for a
variance.
Name: David Swearingen
Date: September 15, 2021
Page: 3
A meeting with the Rice Creek Watershed District (RCWD) was also conducted to verify the project’s
classification with regard to the watershed’s rules and determine the necessary rules to follow. The project
is not considered a reconstruction by RCWD’s definition because the reclaimed aggregate material is
proposed to largely remain in place, not exposing the underlying erosive soils. Because the threshold of
exposing that underlying soil will not be exceeded, which was confirmed through discussion with RCWD
staff, stormwater management (ponds, infiltration basins, etc.) is not required per RCWD. Permitting
through the RCWD is anticipated for erosion/sediment control and any wetland impact permitting
required related to minor, unrelated drainage work on the Cummings Lane / TH 51 ditch. This
confirmation eliminated one significant potential constraint posed in previous iterations of this project
development.
DESIGN OPTIONS & ESTIMATED COSTS:
Based on the information received during our design analysis research, the following three typical section
design options were developed for City consideration. Each of these design options have been shown to
Metro State Aid office staff and have been confirmed to meet the applicable state aid standards.
Option 1 –Existing Rural Typical Section
x Matches the existing corridor layout, essentially ‘put back what is out there’
x 8’ shoulder, 12’ drive lane, 12’ drive lane, and 8’ shoulder (40’ total paved footprint)
x Preliminary estimated construction cost = $1,071,000
Option 2 –Rural/Urban Typical Section
x 4’ turf clear zone, 6’ shoulder, 11’ drive lane, 10’ drive lane, 5’ shoulder, B612 curb & gutter, and
6’ concrete walk (38.67’ total paved footprint)
x Preliminary estimated construction cost = $1,244,000
x Provides on-road space for bicycle users and provides an off-road concrete walk for pedestrians
Option 3 –Urban Typical Section
x B618 curb & gutter, 1.5’ curb reaction, 11’ drive lane, 11’ drive lane, 1.5’ curb reaction, B618
curb & gutter, 2’ bit clear zone, 8’ bit trail, and 2’ turf clear zone (36.34’ total paved footprint)
x Preliminary estimated construction cost = $1,261,000
x Provides an off-road shared-use trail for bicycle and pedestrian users
In developing the estimated construction cost, a 15% contingency was applied to the ‘option 1’ subtotal,
yielding a contingency amount of $140,000. Preliminary estimate contingencies are typically estimates
for unknown project risks potentially in the remaining project development process. In this case, the risk
between alternatives is relatively uniform, however, application of percentage-based contingencies would
serve to amplify cost differences unnecessarily, thereby skewing comparisons. As a result, the same
$140,000 contingency was applied to options 2 and 3 rather than a percentage-based contingency.
Recognizing the City of Arden Hills typically budgets for a 37% contingency, engineering, and
administration figure on projects, similar methodology was applied for the remaining 22% to account for
engineering and administration costs. Resulting total estimated project costs are reflected in the attached
detailed estimate.
Name: David Swearingen
Date: September 15, 2021
Page: 4
ATTACHMENTS:
1. Project Corridor Location Figure
2. Proposed Typical Sections Figure
3. Preliminary Cost Estimates
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H:\ARDH\0T1124965\CAD\C3D\FIGR-124965-PRELIM TYPICAL SECTIONS.dwg 8/27/2021 4:25:20 PMRSnelling Ave N Street & Utility ImprovementsCity of Arden HillsProposed Typical SectionsAugust 2021URBAN TYPICAL SECTION℄TURF DITCHR/WEXISTING RURAL TYPICAL SECTION100'8' SHOULDER100'8' SHOULDER℄12' DRIVE LANER/WTURF DITCH12' DRIVE LANEVARIABLE SLOPEVARIABLE SLOPERURAL/URBAN TYPICAL SECTION0.67'℄B612CONCCURBR/W102'98'R/WEXISTING TURF DITCH6' SHOULDER11' DRIVE LANEEXISTING VARIABLE SLOPE5' SHOULDER(4' BIT)10' DRIVE LANE(NOT IMPACTED)EXISTING TURF DITCHEXISTING VARIABLE SLOPE(NOT IMPACTED)6' CONCR/W103'97'R/WEXISTING TURF DITCHEXISTING VARIABLE SLOPE(NOT IMPACTED)0.67'B618CONCCURB1.5' CURBREACTION11' DRIVE LANEEXISTING TURF DITCHEXISTING VARIABLE SLOPE(NOT IMPACTED)10' BIT0.67'1.5' CURBREACTION11' DRIVE LANE40' TOTAL PAVED FOOTPRINT38.67' TOTAL PAVED FOOTPRINT36.34' TOTAL PAVED FOOTPRINTB618CONCCURBNOTE: REQUIRESADDITIONAL 2' CLEARZONE (GRADES EQUALTO OR LESS THAN 4:1)NOTE: REQUIRESADDITIONAL 2' CLEARZONE (GRADES EQUALTO OR LESS THAN 4:1)NOTE: REQUIRESADDITIONAL 4' CLEARZONE (GRADES EQUALTO OR LESS THAN 4:1)2'CLEARZONE8'TRAILMEETS REQ. TO BEON-STREET BIKE LANE2'CLEARZONE
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Snelling Avenue N
Improvements
City Council Work Session
September 20, 2021
Presentation by Brad Fisher, PE, Bolton & Menk
Presentation Agenda
1. Project Background
2. State Aid Design Standards
3. Rice Creek Watershed District Requirements
4. Design Options & Preliminary Estimated Costs
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Project Background
Project Area –
Hwy 51 to Co Rd E
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Design Analysis
Evaluation of alternative designs for the corridor
Develop options w/ improved pedestrian safety
Conducted 3 meetings with Metro State Aid (MSA) office
Discussed possibility of a variance from Variance Advisory Committee
SA staff showed a lack of confidence for variance approval until corridor had
been vetted thoroughly against SA rules
Design options that meet SA Standards exist w/ desired facilities
Project Costs are not a sufficient reason for a variance
Applicable State Aid Design
Standards – Chapter 8820
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SA Office Guidance on Additional Features
½ Rural & ½ Urban typical section is allowed
½ Reconditioning & ½ Reconstruction typical section is NOT allowed
Definition of Reconditioning vs. Reconstruction – reconditioning may
include curb replacement along no more than 20% of the project length
SA Office Guidance on Additional Features
Pedestrian facility classification: What is a walk? What is a trail?
Anticipated User Types
Adjacent Facilities: Wide shoulders or Bicycle lanes
Material
Width
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State Aid Design Standards
Design Criteria for Snelling - 40 mph roadway w/ ADT ~1,600
Min. Design Standards for Rural Reconstruction Projects (8820.9920):
Lane Width = 11-12’
Shoulder Width = 6’
Max. in-slope within clear zone = 4:1
Clear Zone = 10’ (4’ beyond the 6’ shoulder)
Minimum Design Speed = 40 mph
State Aid Design Standards
Design Criteria for Snelling - 40 mph roadway w/ ADT ~1,600
Min. Design Standards for Urban Reconstruction Projects
(8820.9936 & 8820.9941):
Lane Width = 10-11’
Curb Reaction = 1-2’
Clear Zone = 1.5’
On Road Bicycle Facilities = 14-16’ Wide Outside Lane or 5-6’ Bicycle Lane
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State Aid Design Standards
Shared Use Path (Trail) Standards (8820.9995):
Minimum Surface Width = 8’
Shoulder/Clear Zone = 2’ on each side
Maximum in-slope = 2:1
Rice Creek Watershed District
(RCWD) Requirements
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RCWD Requirements
Held meeting w/ RCWD Staff to confirm watershed requirements
Project is not considered a reconstruction by RCWD definitions
Reclaimed aggregate material will remain in place
Will not exceed stormwater management thresholds for exposure of underlying
soils
Stormwater management not required
Permitting required for erosion/sediment control and wetland impacts
Design Options & Preliminary
Construction Costs
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Three Design Options
Refined Three Typical Section Design Options
Metro State Aid Office staff have confirmed these meet applicable SA standards
No variance required for these three options
Considerations & Objectives:
Total proposed paved footprint needs to remain within existing 40’ footprint
Desire for alternatives with walk/trail facilities
Minimized cost while achieving other objectives and meeting requirements
Motorist speed a commonly mentioned concern
Design Options
Option 1 – Existing Rural Typical Section
Matched the existing corridor design
Option 2 – Rural/Urban Typical Section
Provides on-road space for bicycles & off-road 6’ concrete walk for pedestrians
Option 3 – Urban Typical Section
Provides off-road shared-use 10’ trail (8’ effective use) for bicycle and pedestrian
users
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Option 1
Option 2
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Option 3
Preliminary Estimated Costs
Design Option Estimated Construction Cost
(with contingency)
Estimated Total Project Cost (with
Eng. Design, Admin, Overhead)
Option 1 – Existing Rural Typical Section $1,071,000 $1,307,000
Option 2 – Rural/Urban Typical Section $1,244,000 $1,480,000
Option 3 – Urban Typical Section $1,261,000 $1,497,000
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Council Direction
Seeking Direction from Council on preferred design option
If walk/trail included, which side of street?
East – 5 side street crossings & 4 driveway crossings
West – 4 side street crossings & 13 driveway crossings
Estimates developed w/ facilities on East side assuming northern curb near
Co. Rd. E can remain in place
Southerly project limit - Future connection on the west side of roadway
Northerly project limit - Future connections facilitated on both sides by
controlled intersection
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Page 1 of 2
AGENDA ITEM – 1B
MEMORANDUM
DATE: September 20, 2021 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: State of the City Update
Budgeted Amount: Actual Amount: Funding Source:
N/A N/A N/A
For Council Consideration
Council may provide further direction on the planning of the State of the City.
Background
The City Council was given a State of the City Update at its August work session. At that
meeting it was not decided if the State of the City should continue in-person or take the form of a
pre-recorded event. Currently, State of the City is scheduled for October 7th at 7:30 am at the
Marsden Room located at the Ramsey County Public Works building. Council should decide
tonight if it is going to continue in-person or change the delivery method. If instead Council
decides to do a pre-recorded version, similar to last year, we are not held to the same timeline. If
Council wants to continue with the October 7th event, we will need to formalize topics, speaking
roles, and prepare a draft slide presentation for Council to review. Attachment A is the memo
from the previous work session, and outlines potential topics. Those topics are summarized
briefly below:
-City Points of Interest
-City’s 70th Anniversary
-Successful Community Events – Hot Dog with a Deputy, Penny Carnival, etc.
-AH Foundation
Finance
-Financial Health of City
-Community Development
-Planning 101
-Ongoing Development Projects
-Affordable Housing Overview
-How Code Enforcement Complaints Are Handled
Page 2 of 2
-Litigation Updates
-Tobacco Resolution
-TCAAP Update
-Public Works
-City Construction Projects
-Seasonal Hiring Issues
-Lexington Avenue Project (County Speaker)
-Public Safety
-RCSO and LJFD Overview and Stats
-LJFD Fire Department Update
Direction being sought tonight:
• Format of event
• Topic finalization
• Assignment of topics
• Feedback on how Council wants to take questions
Pending Council feedback, Staff will begin a draft slide deck, have each Councilmember review
their pieces and finally distribute to the entire Council for a final review.
Budget Impact
The budget for this event is approximately $1,000. Should the Council want to do a pre-recorded
event, the cost last year was $549, this could be higher depending on the chosen format.
Attachment
Attachment A: August 16 Work Session Memo
City of Arden Hills
Page 1 of 1
AGENDA ITEM – 1B
MEMORANDUM
DATE: August 16, 2021
TO: Arden Hills Mayor and City Council
FROM: Gretchen Needham, Communications Coordinator for the City of Arden Hills
SUBJECT: State of the City
The Mayor and City Council are asked to consider the following matters regarding State of the
City:
The State of the City event will be held Thursday, October 7 at 7:30 a.m. at the Marsden Room
in the Ramsey County Public Works Facility at 1425 Paul Kirkwold Drive in Arden Hills. There
will be time for questions from residents following the presentations. Arden Hills businesses and
residents are encouraged to attend the event, which will be publicized in the upcoming
August/September Arden Hills Notes newsletter and through the City’s social media channels.
The event will be videotaped and broadcast by NineNorth, and once the video is available, a link
will be provided on the City’s website.
The State of the City has generally followed a PowerPoint presentation format with topics
including the City’s finances, new business and development updates, public works and
construction projects, and a summary report on the parks. Discussion topics for Councilmembers
to address during the State of the City are outlined in Attachment A to this memo, titled “2021
State of the City Discussion Points.”
Attachment
A: 2021 State of the City Discussion Points
City Accomplishments and News
Arden Hills turned 70 on February 14, 2021
Tobacco litigation resolution
Successful recent community events: Hot Dog with a Deputy, Bark & Rec, Penny Carnival,
Night to Unite. Upcoming: Fall Cleanup Day
Arden Hills Foundations gifts
TCAAP: The partnership with Ramsey County remains
Seasonal help for the Public Works and Parks & Recreation Departments
“Planning and Zoning 101”: explaining the rules and regulations Council is bound by
Affordable housing overview
How resident complaints are handled by staff
New and Expanding Businesses
Lexington Station, Phase III
New Perspectives Senior Living
Boston Scientific building addition
Bethel University sports field improvements
Lifelong Wealth Advisors
Chick-fil-A
Construction Projects
Street and utility improvements to Hazelnut Park neighborhood
Mounds View High School: pedestrian crossing
Lexington Road construction
In -house paving project on Fairview and Pascal Avenues completed
Looking forward: improvements coming to Arden Oaks Street and Snelling Avenue North
Finances
American Rescue Plan Act—The City received its 2021 allocation in the amount of
$543,952.40, with a similar second (and final) allocation in 2022.
Small Business Emergency Assistance Grant Program
AAA bond rating from Standard and Poor’s maintained
Property taxes for Arden Hills residents remains one of the lowest in the area
2022 Budget Snapshot (preliminary levy, increases, etc.)
Public Safety Summary
Page 1 of 2
AGENDA ITEM – 1C
MEMORANDUM
DATE: September 20, 2021 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Lake Johanna Fire Department JPA Discussion
Budgeted Amount: Actual Amount: Funding Source:
N/A N/A N/A
For Council Consideration
Council may provide further direction on the formation of a Joint Powers Agreement (JPA) for
the future Lake Johanna Fire Department (LJFD) Headquarters.
Background
The cities of Arden Hills, North Oaks and Shoreview and the LJFD have been working over the
past two years on planning for a new headquarters station to be located on Pine Tree Drive in
Arden Hills. Last August, the City Council entered into an agreement that would set the terms for
a future JPA between the cities, and authorized the LJFD to purchase the land for a future
station. Attachment A is the memo and agreements that were approved last August, these should
provide additional background on the project.
As the Cities and fire department are seeking different financing sources for a new station, the
cities will need to enter into a JPA to have the authority and flexibility to pursue different
funding options, such as, issuing bonds. A draft JPA has been provided as Attachment B; it is
worth noting that most of the provisions in the JPA are identical to the agreement that was
approved last year. A couple of items worth noting, the JPA would be officially formed when the
fire department transfers the land to the JPA and the voting structure would require 4/5ths for
any action (the votes would be Shoreview 3 members, Arden Hills 1 member, and North Oaks 1
member). The approval of the JPA would happen ideally by all three cities prior to October 15th.
It is worth noting the intent of entering into the JPA is to explore different financing options for
the station, this does not bind the cities into a construction timeline or action (currently, the date
for construction is no later than June 30, 2026, unless an alternative date is unanimously agreed
upon by all three cities).
Page 2 of 2
The City Attorney has reviewed this draft JPA and is comfortable with the document. If Council
is supportive of the document, Staff will bring this forward at the next Council meeting for
approval under consent.
Budget Impact
N/A
Attachment
Attachment A: 2020 Memo and Agreements for Future LJFD Station
Attachment B: Draft JPA for Future LJFD Station
1
DATE: August 24, 2020
TO: Honorable Mayor and City Councilmembers
FROM: Dave Perrault, City Administrator
SUBJECT: Approve Resolution 2020-034 Approving LJFD Contract Cities Agreement and
Authorizing Expenditures for LJFD Land Purchase
Budgeted Amount: Actual Amount: Funding Source:
N/A $341,000 Public Safety Capital
Council Should Consider
The Council should consider approving Resolution 2020-034 approving the three cities
agreement regarding the purchase of vacant land for a future fire station and authorizing the City
to pay the Lake Johanna Fire Department for its proportional share of the land purchase and
future road relocation cost.
Background
Following a needs assessment and direction from the Lake Johanna Fire Department (LJFD)
Board of Directors, the City of Shoreview, the City of North Oaks, and the City of Arden Hills,
the LJFD is in the final stages of purchasing land on Pine Tree Drive to be used as a future fire
station (note: there are no current plans or timeline on moving forward with the construction of a
new station). An in-depth background on the needs assessment and the fire department can be
found on the City’s website at www.cityofardenhills.org/1005/Proposed-Fire-Station-Location,
or on the LJFD’s website at www.ljfd.org. In short, the needs assessment reviewed the fire
department’s current operating structure and looked forward to the department’s needs over the
next fifty years. The assessment concluded that the current station model was not sufficient and
recommended closing Station 4 (3615 Victoria St, Shoreview) and constructing a new Head
Quarters with additional training, administrative, and equipment space. The recommended
location was between Lexington Ave and Snelling Ave along County Road E. Following the fire
department’s review of potential locations, it identified property adjacent to Bethel University’s
Anderson Center on Pine Tree Drive as the ideal location. The ideal location was brought
forward to both the Board of Directors and the three cities for consideration. Both the board of
directors and the three cities gave direction to engage with Bethel University on acquiring the
land. The City of Arden Hills has one vote on the board of directors while North Oaks and
CONSENT ITEM – 6N
MEMORANDUM
2
Shoreview have one and two, respectively. It should also be noted that as discussions were
ongoing with the fire department and the University, the University also moved forward to
subdivide their existing Anderson Center parcel creating two additional parcels, one for the
proposed fire station and one for other development. The other parcel created is currently being
pursued by a private developer for senior housing units. The development of these two lots will
not have an impact on the Crepeau Nature Preserve to the south of the Anderson Center.
Following discussions with Bethel University, a tentative agreement was reached between the
fire department and the University, and the fire department followed through with a purchase
agreement. The purchase agreement allows the fire department a due diligence period through
August 21, 2020, and a closing date of no later than September 21, 2020. Following its due
diligence, the fire department is intending to move forward with the purchase of the land. The
purchase of the land includes two costs: the first being the cost of the land at $1,350,000 and the
second being the department’s share of the cost to relocate the existing access road not to exceed
$325,000. The fire department is also contributing $300,000 of its General Fund money towards
the land acquisition; this leaves the cost to the cities at $1,375,000 ($1,350,000 + $325,000 -
$300,000), assuming the road relocation cost comes in at the maximum amount. Traditionally,
the three cities, Arden Hills, North Oaks, and Shoreview fund the fire department’s operating
and capital expenses. Each City will be responsible for its respective share of the land acquisition
and road relocation at the following amounts: Arden Hills $341,000, North Oaks $193,875, and
Shoreview $840,125.
In-order to move forward with the land acquisition and outlining future obligations, the attached
agreement (see Attachment A) will need to be approved by all three cities. The agreement
outlines each city’s responsibility with respect to the land acquisition, future construction timing
and financing, and language should the fire station not be constructed or if the LJFD ceases to
serve the cities. This agreement has been reviewed by the City Attorney, and he is comfortable
with the proposed language. The City Council has reviewed this document on multiple
occasions. A few of the highlights to the agreement are:
-Section 2.3: One city will bond for the station construction, and the other two cities will
annually reimburse the financing city in-accordance with the cost share formula.
-Section 2.5: The construction of the station will have a start date of no later than June 30, 2026,
unless otherwise mutually agreed upon.
-Section 2.7: The City of Arden Hills shall have the option to acquire the property and buildings
should the LJFD no longer serve the cities and if a suitable successor organization cannot be
identified to utilize the property.
-Section 2.8: Should the station construction not move forward, the City will have the option to
acquire the land. If the City does not exercise this option and two-thirds of the cities agree to sell
the land, then the land will be sold and each city will receive its proportional share of the
proceeds.
Prior to construction of the station, a Joint Powers Agreement (JPA) will be needed by the three
3
cities which will further outline and identify responsibilities, operations, and ownership of the
new station. This JPA will also allow the cities to utilize bond funding for the project. This
agreement is not needed at this time, and will be developed prior to the commencement of
construction of the new station.
The attached resolution (see Attachment B) will authorize the Mayor to enter into the three cities
agreement to move forward with the land acquisition and authorize the City to fund its share of
the land acquisition and the future road relocation.
Budget Impact
The city’s cost to acquire the land of $341,000 is not currently included in the City’s budget for
2020; however, the Council has previously discussed using a portion of the previous year’s
General Fund balance (per the City’s Fund Balance Policy) to fund this expenditure so as not to
negatively impact the Public Safety Capital Fund. For the future station construction, the City
will need to begin putting aside additional money into the Public Safety Capital budget; the first
installment of this additional money ($50,000) was proposed by staff in the preliminary 2021
budget.
Attachment
Attachment A: LJFD Three Cities Agreement
Attachment B: Resolution 2020-034 Approving LJFD Contract Cities Agreement and
Authorizing Expenditures for LJFD Land Purchase
Attachment C: Location Map
AGREEMENT BETWEEN
CITY OF SHOREVIEW, MINNESOTA,
CITY OF ARDEN HILLS, MINNESOTA,
AND
CITY OF NORTH OAKS, MINNESOTA
FOR
THE LAKE JOHANNA FIRE DEPARTMENT FIRE STATION PROJECT
THIS AGREEMENT is made and entered into the ___ day of __________, 2020 by and
between THE CITY OF SHOREVIEW, a municipal corporation and political subdivision of the
State of Minnesota, THE CITY OF ARDEN HILLS, a municipal corporation and political
subdivision of the State of Minnesota, and THE CITY OF NORTH OAKS, a municipal
corporation and political subdivision of the State of Minnesota (hereinafter jointly referred to as
the “Parties” and individually as each “City”) (the “Agreement”).
RECITALS
WHEREAS, each City is responsible for providing fire protection and prevention
services for the people and institutions within its boundaries; and
WHEREAS, each City contracts with Lake Johanna Fire Department to provide each
City’s fire protection and preventions services; and
WHEREAS, the costs of said fire protection and prevention services are allocated
pursuant to contracted service agreements between the Parties and Lake Johanna Fire
Department; and
WHEREAS, Lake Johanna Fire Department conducted a needs analysis that reviewed
the adequacy of Fire Station number 4 and identified future department facility needs; and
WHEREAS, the needs analysis concluded that the existing Fire Station number 4 located
at 3615 Victoria Street in the City of Shoreview, MN, was undersized and had many
deficiencies; and
WHEREAS, the needs analysis concluded that it would not be feasible to expand the
station, due to the limited lot size and subpar access to Victoria Street on the north of the railroad
tracks, and this location may impact response times; and
WHEREAS, Lake Johanna Fire Department reviewed potential property locations in
southern Shoreview and Arden Hills; and
WHEREAS, Lake Johanna Fire Department identified vacant property owned by Bethel
University on Pine Tree Drive in the City of Arden Hills, MN (“the Property”) as a potential site
for a new fire station; and
WHEREAS, the Property is large enough to accommodate headquarters for Lake
Johanna Fire Department and has improved access ideally situated to cover southern Arden Hills
and Shoreview as well as the entire service area for Lake Johanna Fire Department; and
2
WHEREAS, Lake Johanna Fire Department’s Board of Directors authorized the Fire
Chief to negotiate and execute a letter of intent to purchase the property from Bethel University;
and
WHEREAS, in early April 2020, Lake Johanna Fire Department and Bethel University
executed a letter of intent to purchase the Property for a purchase price of $1.35 million; and
WHEREAS, the letter of intent also requires Lake Johanna Fire Department to
contribute one third of the cost, up to a maximum of $325,000, to relocate an access road on the
Property;
WHEREAS, the purpose of this agreement is to define each City’s responsibilities for
the Lake Johanna Fire Department’s purchase of the Property and the construction of
improvements on the Property (“the Project”); and
WHEREAS, the new fire station would be owned and operated by the Lake Johanna Fire
Department to serve the three contract cities of Arden Hills, North Oaks, and Shoreview, the
Parties.
AGREEMENT
NOW, THEREFORE, in consideration of the mutual undertakings herein expressed, the
City of Shoreview, the City of Arden Hills, and the City of North Oaks agree as follows:
1 Term of Agreement
1.1 Effective date: This Agreement and any amendments thereto shall be in full force and
effect upon the filing of a certified copy of the resolution approving this Agreement by
each City. Said resolutions shall be filed with the Shoreview City Attorney who shall
notify each City in writing of its effective date.
1.2 Expiration date: This Agreement expires upon the Bond, issued pursuant to
paragraph 2.3, being repaid in full.
2 Agreement between the Parties
2.1 Cost. The cost of the land purchase, access road relocation, and property
improvements of the Property will be funded by a $300,000 contribution from the Lake
Johanna Fire Department and by contributions from each City allocated proportionally
through the current cost share agreement for fire department operations and capital costs.
2.2 Cost share formula. The cost share formula will be used to allocate each City’s
contribution for the land acquisition, and is currently defined as 25% population, 25%
households,40% fire calls, and 10% assessed value.
2.3 Bond issuance. At the time financing is needed for the construction of a new station,
the financing will be provided by the following method:
3
Unless otherwise unanimously agreed upon, one of the Parties will provide financing
for the cost to construct a station (the “Financer City”), including any costs associated
with the financing, and each of the other Parties will annually reimburse t the
Financer City for its portion of the debt service payment based on the cost formula.
Should a station be constructed in the allotted timeline for reimbursement of the land
acquisition costs, the Financer City will include the land acquisition costs in the
financing and each Party will be repaid via the financing proceeds for their portion of
the land acquisition. If the Station is not constructed in the time frame that is
necessary to include the property acquisition costs as part of the financin g, each Party
will be responsible for their proportionate share of the property acquisition costs in
accordance with the cost share formula in effect at the time.
2.4 Bond repayment. The bond issue will be repaid through annual appropriations by
each Party consistent with the cost share formula calculated and adjusted annually to
account for growth and development in each respective City.
2.5 Station Construction. Station construction will begin no later than June 30, 2026,
unless an alternative date is unanimously agreed upon by the Parties.
2.6 Development Approvals. The City of Arden Hills will review the proposed project
as part of its normal development process.
2.7 Option to Acquire. Should the Lake Johanna Fire Department no longer serve the
City of Arden Hills or no longer use, occupy, or otherwise cease to operate in the fire
station, the fire station, at the discretion of the JPA, may be used by a successor
organization that provides fire protection to the Parties. Should no acceptable
successor organization be identified the City of Arden Hills will have the option to
reimburse the other two Parties, the Cities of Shoreview and North Oaks, for their
respective contributions to the purchase of the Property, construction of the fire
station, and any applicable capital improvements to the station plus inflation as
measured by the Consumer Price Index (CPI) and take ownership of the land and
associated buildings.
2.8 Project Abandonment, Option. If the project does not move forward and the station
is not constructed, the City of Arden Hills will have the option to reimburse the other
Parties for their direct cost to acquire the land and take ownership of the land. Should
the City of Arden Hills not exercise this option, the land shall be sold if 2/3 of the
parties agree and the proceeds will be divided amongst the Parties and fire department
based on their initial direct cost for the land purchase of the Property.
4
3 Assignment, Amendments, Waiver, and Contract Complete
3.1 Assignment. The Parties may not assign or transfer any rights or obligations under
this Agreement.
3.2 Amendments. Any amendment to this Agreement must be in writing and will not be
effective until it has been signed and approved by the signatories of each City who
signed and approved the original Agreement, their successors in office, or other
individual duly authorized.
3.3 Waiver. If any party fails to enforce any provision of this Agreement, that failure does
not waive the provision or the right to enforce it in the future.
3.4 Contract Complete. This Agreement contains all negotiations and agreements
between the Parties. No other understanding regarding this Agreement, whether written
or oral, may be used to bind the Parties.
4 Liability
Each City will be responsible for its own acts and behavior and the results thereof and
shall not be responsible or liable for the other Party’s actions and consequences of those
actions. The Minnesota Municipal Tort Claims Act, Minn. Stat. Ch. 466, governs the
municipality’s liability.
5 Venue
Venue for all legal proceedings involving this Agreement, or its breach, must be in the
appropriate state or federal court with competent jurisdiction in Ramsey County,
Minnesota.
6 Signatures
This Agreement may be executed in several counterparts, and all so executed shall
constitute one Agreement, binding the Parties notwithstanding that each City may not be
a signatory to the original of the same counterpart.
5
IN WITNESS WHEREOF, the Parties have hereunto set their hands the day and year
first above written.
CITY OF SHOREVIEW
By:
Mayor
SEAL
DATED: ___________________, 2020
ATTEST:
City Clerk
6
CITY OF ARDEN HILLS
By:
Mayor
SEAL
DATED: _________________, 2020
ATTEST:
City Clerk
7
CITY OF NORTH OAKS
By:
Mayor
SEAL
DATED: _________________, 2020
ATTEST:
City Clerk
To view the final document, access adopted Resolutions via Arden Hills Public Laserfiche Weblink by visiting cityofardenhills.org and clicking on Archived Documents under Helpful Links on our main webpage.
CITY OF ARDEN HILLS
COUNTY OF RAMSEY
STATE OF MINNESOTA
RESOLUTION NO. 2020-034
RESOLUTION AUTHORIZING THE MAYOR TO ENTER INTO THE
LAKE JOHANNA FIRE DEPARTMENT THREE-CITIES AGREEMENT
AND AUTHORIZE THE EXPENIDTURE OF FUNDS FOR THE CITY’S
SHARE OF LAND ACQUISTION
WHEREAS, the City of Arden Hills is one of three cities that receives fire protection from
the Lake Johanna Fire Department; and
WHEREAS, the Lake Johanna Fire Department underwent a needs assessment in 2018
that highlighted deficiencies in their current station operating model; and
WHEREAS, the needs assessment recommended the closure of Station 4 (3615 Victoria
St., Shoreview) and a new station be constructed to better serve the three cities over the next fifty
years; and
WHEREAS, the fire department identified a site on Pine Tree Drive as the ideal location
and received direction from their board of directors and the three cities to enter into negotiations
with Bethel University on acquiring the site; and
WHEREAS, the fire department entered into a purchase agreement for the site and has
completed their due diligence; and
WHEREAS, the three cities, Arden Hills, North Oaks, and Shoreview, have drafted an
agreement outlining the land acquisition and future responsibilities for the construction of the
station; and
WHEREAS, each city has reviewed the agreement and will need to formally approve it to
move forward with the land acquisition.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Arden
Hills, Minnesota, authorizes the Mayor to enter into the three-cities agreement presented to the
City Council on August 24, 2020 regarding the land acquisition for a future fire station and
authorizes City Staff to make payment to the Lake Johanna Fire Department for the City of Arden
Hills proportional share as outlined in the agreement not to exceed $341,000.
12231574v1
ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS
24 DAY OF August, 2020.
________________________________
David Grant, Mayor
ATTEST:
______________________________
Julie Hanson, City Clerk
Disclaimer: This map is intended for reference purposes only and is
not a legally recorded map or survey. The City of Arden Hills shall
not be liable for any damages or claims that arise due to accuracy,
availability, use or misuse of the information herein pursuant to MN
Statute 466.03 Subd 21.
Location Map
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Pine Tree DriveBenton WayNB Hwy 51 To CO RD EHarri
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JOINT POWERS AGREEMENT BETWEEN
CITY OF SHOREVIEW, MINNESOTA,
CITY OF ARDEN HILLS, MINNESOTA,
AND
CITY OF NORTH OAKS, MINNESOTA
FOR
THE LAKE JOHANNA FIRE DEPARTMENT HEADQUARTERS
THIS AGREEMENT is made and entered into the ___ day of __________, 2021 by and
between THE CITY OF SHOREVIEW, a municipal corporation and political subdivision of the
State of Minnesota, THE CITY OF ARDEN HILLS, a municipal corporation and political
subdivision of the State of Minnesota, and THE CITY OF NORTH OAKS, a municipal
corporation and political subdivision of the State of Minnesota (the three cities maybe referred to
as the “parties”).
RECITALS
WHEREAS, each City is responsible for providing fire protection and prevention
services for the people and institutions within its boundaries; and
WHEREAS, each City contracts with Lake Johanna Fire Department to provide each
City’s fire protection and preventions services; and
WHEREAS, the costs of said fire protection and prevention services are allocated
pursuant to contracted service agreements between the Cities and Lake Johanna Fire Department;
and
WHEREAS, Lake Johanna Fire Department identified vacant property owned by Bethel
University on Pine Tree Drive in the City of Arden Hills (“the Property”)as a potential site for a
new fire station; and
WHEREAS, the Property is large enough to accommodate headquarters for Lake
Johanna Fire Department and has improved access ideally situated to cover southern Arden Hills
and Shoreview as well as the entire service area for Lake Johanna Fire Department; and
WHEREAS, Lake Johanna Fire Department purchased the Property on October 15, 2020
for $1,350,000 plus closing costs for a total of $1,353,177.50, and Lake Johanna Fire Department
will also pay $325,000 for road construction costs; and
WHEREAS, Minnesota statutes. Section 471.59 authorizes governmental units by
agreement of their governing bodies jointly and/or cooperatively to exercise any power common
to the contracting parties and to provide for a joint board representing the parties to the
agreement; and
WHEREAS, the purpose of this agreement is to establish a joint powers board, the Lake
Johanna Fire Department Headquarters Board (“Board”) for the purposes of acquiring the
Property and constructing improvements on the Property, a headquarters for Lake Johanna Fire
Department (“the Project”); and
2
WHEREAS, the new fire station would be owned and operated by the Board to serve the
three contract cities of Arden Hills, North Oaks, and Shoreview.
AGREEMENT
NOW, THEREFORE, in consideration of the mutual undertakings herein expressed, the
City of Shoreview, the City of Arden Hills, and the City of North Oaks agree as follows:
1 Lake Johanna Fire Department Headquarters Board
1.1 Composition. The Board shall be made up of five total members. Three members
shall be City Councilmembers from the City of Shoreview. One member shall be a City
Councilmember from the City of Arden Hills. One member shall be a City
Councilmember from the City of North Oaks.
1.2 Quorum. To approve any act, the proposed action must receive at least 4/5ths vote.
Quorum shall be 4 Board members.
1.3 Bylaws. The Board shall pass Bylaws at the earliest possible time.
2 Agreement between the Parties
2.1 Land Transfer. This Joint Powers Agreement is contingent upon Lake Johanna Fire
Department transferring the Property to the Board.
2.2 Cost share and ownership interest. The cost share formula will be used to allocate
each City’s ownership interest in the land and any improvements thereon, which is
currently defined as 25% population, 25% households, 40% fire calls, and 10% assessed
value.
2.3 Bond issuance. At the time financing is needed for the construction of a new station,
the financing will be provided by one of the two following methods:
To the extent as authorized by law, the Board shall have the authority to independently
issue bonds or obligations and use said proceeds to carry out the purpose of this
agreement, construction of the Project. Said bonds or obligations may be issued in
accordance with the express authority granted by the City Councils of each Party.
In the alternative, one of the cities will provide financing for the cost to construct a
station, including any costs associated with the financing, and each city will annually
reimburse the financing City for their portion of the debt service payment based on the
cost formula. Should a station be constructed in the allotted timeline for reimbursement
of the land acquisition costs, the City will include the land acquisition costs in the
3
financing and each City will be repaid via the financing proceeds for their portion of the
land acquisition. If the Station is not constructed in the time frame that is necessary to
include the property acquisition costs as part of the financing, each city will be
responsible for their proportionate share of the property acquisition costs in accordance
with the cost share formula in effect at the time.
2.4 Bond repayment. The bond issue will be repaid through annual appropriations by
each City consistent with the cost share formula calculated and adjusted annually to
account for growth and development in each City.
2.5 Station Construction. Station construction will begin no later than June 30, 2026,
unless an alternative date is unanimously agreed upon by all three cities.
2.6 Development Approvals. The City of Arden Hills will review the proposed project
as part of its normal development process.
2.7 Should the Lake Johanna Fire Department no longer serve the City of Arden Hills or
no longer use, occupy, or otherwise cease to operate in the fire station, the fire station, at
the discretion of the Board, may be used by a successor organization that provides fire
protection to all the cities. Should no acceptable successor organization be identified the
City of Arden Hills will have the option to reimburse the other two cities, Shoreview and
North Oaks, for their respective contributions to the purchase of the land, construction of
the fire station, and any applicable capital improvements to the station plus inflation as
measured by the Consumer Price Index (CPI) and take ownership of the land and
associated buildings.
2.8 If the Project does not move forward and the station is not constructed pursuant to
paragraph 2.5, the City of Arden Hills will have the option to reimburse the other parties
for their direct cost to acquire the land and any costs associated with the Project, and take
ownership of the land. Should the City of Arden Hills not exercise this option, the land
may be sold and the proceeds will be divided amongst the Cities and fire department
based on their direct costs for the land purchase and the Project.
2.9 Termination. This Agreement shall terminate either upon repayment of all
bonds/obligations issued pursuant to paragraph 2.3 OR upon a unanimous vote of all
Board members.
3 Assignment, Amendments, Waiver, and Contract Complete
3.1 Assignment. No party may assign nor transfer any rights or obligations under this
Agreement.
4
3.2 Amendments. Any amendment to this Agreement must be in writing and will not be
effective until it has been signed and approved by the same parties who signed and
approved the original agreement, their successors in office, or other individual duly
authorized.
3.3 Waiver. If any party fails to enforce any provision of this Agreement, that failure do es
not waive the provision or the right to enforce it in the future.
3.4 Contract Complete. This Agreement contains all negotiations and agreements
between the Cities. No other understanding regarding this Agreement, whether written or
oral, may be used to bind either party. All prior oral or written agreements concerning
the acquisition of land and/or construction of a fire station are hereby declared null and
void. However, this language shall not apply to the Joint Powers Agreement establishing
the Fire Protection Board from November 1998.
4 Liability
Each City will be responsible for its own acts and behavior and the results thereof and
shall not be responsible or liable for the other party’s actions and consequences of those
actions. The Minnesota Municipal Tort Claims Act, Minn. Stat. Ch. 466, governs the
Cities’ liability.
5 Venue
Venue for all legal proceedings involving this Agreement, or its breach, must be in the
appropriate state or federal court with competent jurisdiction in Ramsey County,
Minnesota.
6 Signatures
This Agreement may be executed in several counterparts, and all so executed shall
constitute one Agreement, binding on each City notwithstanding that each City may not
be a signatory to the original of the same counterpart.
IN WITNESS WHEREOF, the Cities have hereunto set their hands the day and year first
above written.
5
CITY OF SHOREVIEW
By:
Mayor
SEAL
DATED: ___________________, 2021
ATTEST:
City Clerk
6
CITY OF ARDEN HILLS
By:
Mayor
SEAL
DATED: _________________, 2021
ATTEST:
City Clerk
7
CITY OF NORTH OAKS
By:
Mayor
SEAL
DATED: _________________, 2021
ATTEST:
City Clerk
Page 1 of 1
AGENDA ITEM – 1D
MEMORANDUM
DATE: September 20, 2021 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Work Session Discussion
Budgeted Amount: Actual Amount: Funding Source:
N/A N/A N/A
For Council Consideration
Council may provide further direction on the format of City Work Sessions.
Background
This topic was requested by the City Council at a previous meeting.
Budget Impact
N/A
Attachment
N/A
Page 1 of 1
AGENDA ITEM – 1E
MEMORANDUM
DATE: September 20, 2021 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Public Inquiry Discussion Follow Up
Budgeted Amount: Actual Amount: Funding Source:
N/A N/A N/A
For Council Consideration
Council may provide further direction on the format of the Public Inquiry portion of the
Council’s regular meeting agenda.
Background
This topic was discussed at the August work session, Council decided to pause on further
discussion until Councilmember Holden could be present and the City Attorney had a chance to
weigh in. Councilmember Holden should be present for this meeting, and the City Administrator
did speak with the City Attorney and will give a verbal update on his opinion. The previous
memo is attached for reference, as well as, the minutes from that meeting that recap the
discussion.
Budget Impact
N/A
Attachment
Attachment A: August 16th Work Session Memo on Public Inquiries
Attachment B: Minutes from Work Session Discussion
Page 1 of 2
AGENDA ITEM – 1G
MEMORANDUM
DATE: August 16, 2021
TO: Honorable Mayor and City Councilmembers
FROM: Dave Perrault, City Administrator
SUBJECT: Public Inquiries/Informational Discussion
Budgeted Amount: Actual Amount: Funding Source:
N/A N/A N/A
For Council Consideration
Council may provide further direction on how the Public Inquiries/Informational section of
Regular Council Agenda is handled.
Background
The City Council provides the public the opportunity to address the City Council at each regular
meeting about items not listed on the agenda. This portion of the meeting is not required by-law;
and each city is different in how it addresses public comments, some cities do not have this
section at all. For cities that do allow a general comment period during meetings, the City is
allowed to define the scope of comments that will be taken, for example, limiting comments to
items not on the agenda. Again, this will vary by city to city. The language regarding items not
on the agenda that the City currently uses for this portion of the agenda can be found below and
dates back to approximately 1996.
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 start of 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.
Page 2 of 2
Budget Impact
N/A
Attachment
N/A
A.Public Comment Discussion
City Administrator Perrault stated the issue is whether or not items on the agenda can be
addressed during the Public Comment section of a meeting. Currently, if an item is on the agenda
it cannot be addressed during the Public Comment period, with the exception of a Public
Hearing. Portions of the language have been on the agenda since 1996.
Mayor Grant said he thought they didn’t take public comments on everything on the agenda
because not every item should be a public hearing. But they should encourage residents to call or
email Council members, and perhaps they could add that to the verbiage.
Councilmember Holmes felt residents should be able to comment on all agenda items.
Councilmember Scott agreed that people should be able to come forward in public and
address the Council about items on that night’s agenda.
City Administrator Perrault noted that Councilmember Holden had brought this item up in
Council Comments at a previous meeting.
Councilmember McClung said he was open to hear whatever a resident had to say as long as it
was within a time limit, whether it was on the agenda or not, apart from a Public Hearing.
Mayor Grant suggested they wait to hear from the City Attorney and Councilmember Holden
and bring the item back at another work session.
Page 1 of 1
AGENDA ITEM – 1F
MEMORANDUM
DATE:
TO:
FROM:
September 20, 2021
Honorable Mayor and City Councilmembers
Dave Perrault, City Administrator
SUBJECT: Council Tracker Update
Budgeted Amount: Actual Amount: Funding Source:
N/A N/A N/A
Council Should Consider
The Council should provide further direction on items presented on the Council Request Tracker.
Background
City Council will receive a verbal update on items the Council has previously directed staff to
research and/or bring forward.
Discussion
N/A
Budget Impact
N/A
Attachments
N/A