Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
10-24-22-R
Mayor: David Grant It, Councilmembers: �-AEN HILLS Brenda Holden Fran Holmes Regular City Council Steve Scott David Radziej Agenda October 24, 2022 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 will be streamed live on local Cable Channel 16 and available for playback on our website. CALL TO ORDER 1. APPROVAL OF AGENDA 2. PUBLIC INQUIRIES/INFORMATIONAL This is an opportunity for citizens to bring to the Council's attention any items 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. To facilitate a timely meeting, a speaker that is repeating, or agreeing with, a previous comment should simply state such and forego a longer comment. If a large number of citizens wish to speak, the Mayor may shorten the individual comment period. 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. 3. RESPONSE TO PUBLIC INQUIRIES 4. PUBLIC PRESENTATIONS 5. STAFF COMMENTS 5.A. Transportation Update David Swearingen, Public Works Director/City Engineer Documents: MEMO PDF 5.B. Election Update Julie Hanson, Assistant to the City Administrator/City Clerk Documents: MEMO PDF 6. APPROVAL OF MINUTES 6.A. September 26, 2022 Regular City Council Documents: 09-26-22-R.PDF 6.B. October 10, 2022 Regular City Council Documents: 10-10-22-R.PDF 7. 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. 7.A. Motion To Approve Claims And Payroll Gayle Bauman, Finance Director Pang Silseth, Accounting Analyst Documents: MEMO PDF 7.13. Motion To Approve 2022 3rd Quarter Financials Gayle Bauman, Finance Director Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF ATTACHMENT D.PDF 7.C. Motion To Approve Resolution 2022-044 Designating Polling Places For The 2023 Elections Julie Hanson, Assistant to the City Administrator/City Clerk Documents: MEMO.PDF ATTACHMENT A.PDF 7.D. Motion To Approve Resolution 2022-045 - 2023 Curbside And Non -Curbside Recycling Fees Gayle Bauman, Finance Director Documents: MEMO.PDF ATTACHMENT A.PDF 7.E. Motion To Approve Recycling Contract Extension With Republic Services Dave Perrault, City Administrator Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF 7.F. Motion To Approve Resolution 2022-046 Authorizing Application For Recycling SCORE Grant Funds From Ramsey County For 2023 Dave Perrault, City Administrator Documents: MEMO.PDF ATTACHMENT A.PDF 7.G. Motion To Approve 2023 Purchase Of 2023 F450 Crane Truck David Swearingen, Public Works Director Documents: MEMO.PDF ATTACHMENT A.PDF 7.H. Motion To Approve Resolution 2022-047 For Conditional Use Permit Amendment And Site Plan Review - 1411 Paul Kirkwold Drive - Ramsey County Sheriffs Office (Fence) - Planning Case 22-018 Jessica Jagoe, Community Development Director Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF ATTACHMENT D.PDF ATTACHMENT E.PDF ATTACHMENT F.PDF ATTACHMENT G.PDF ATTACHMENT H.PDF ATTACHMENT I.PDF 7.1. Motion To Approve Resolution 2022-048 Accepting Donation From AH Foundation (Flashlight Pumpkin Hunt) Julie Hanson, Assistant to the City Administrator/City Clerk Documents: MEMO.PDF ATTACHMENT A.PDF 7.J. Motion To Approve Professional Services Agreement Amendment - HR Green - Floral Park Improvements David Swearingen, Public Works Director/City Engineer Documents: MEMO.PDF ATTACHMENT A.PDF 7.K. Motion To Approve Lift Station And Forcemain Operations And Maintenance Agreement - Permanent Sanitary Sewer Easement - Mounds View High School David Swearingen, Public Works Director/City Engineer Documents: MEMO.PDF ATTACHMENT A.PDF 8. 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. 9. PUBLIC HEARINGS 10. NEW BUSINESS 11. UNFINISHED BUSINESS 11.A. Resolution 2022-049 Adopting 25 MPH Speed Limit Sign Plan For City Roadways David Swearingen, Public Works Director/City Engineer Documents: MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF 12. COUNCIL/STAFF COMMENTS ADJOURN STAFF COMMENTS — 5A ,-ARZEN HILLS MEMORANDUM DATE: October 24, 2022 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: David Swearingen, Public Works Director/City Engineer SUBJECT: Transportation Update Budgeted Amount: Actual Amount: Funding Source: A verbal update will be provided at the City Council meeting. Page 1 of 1 STAFF COMMENTS — 5B ,-ARZEN HILLS MEMORANDUM DATE: October 24, 2022 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Julie Hanson, Assistant to the City Administrator/City Clerk SUBJECT: Elections Update Budgeted Amount: Actual Amount: Funding Source: A verbal update will be provided at the City Council meeting. Page 1 of 1 DRAFT -ARQEN_HILLS Approved: October 24, 2022 CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING SEPTEMBER 26, 2022 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. Present: Mayor David Grant, Councilmembers Brenda Holden, Fran Holmes, David Radziej, and Steve Scott Absent: None Also present: City Administrator Dave Perrault; Public Works Director/City Engineer David Swearingen; Finance Director Gayle Bauman; Community Development Director Jessica Jagoe; and Assistant to the City Administrator/City Clerk Julie Hanson PLEDGE OF ALLEGIANCE 1. APPROVAL OF AGENDA MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to approve the meeting agenda as presented. The motion carried (5-0). 2. PUBLIC INQUIRIES/INFORMATIONAL Kaisa Eno, 4132 James Circle, explained she has been a resident of Arden Hills since 2015 and has lived in the area since she was a young girl. She stated she has concerns regarding the intersection at US Highway 10 and Highway 96. She indicated this was a major artery in the community and the community's safety was a concern. She reported a week ago a 23 month old child was lost at this intersection due to a crash. She reviewed several photos of the intersection with the Council and encouraged the Council to speak with the County regarding safety at this intersection. She recommended the traffic lights be moved in order to provide greater visibility and that the flashing left turn yellow lights be eliminated. Brian Steele, 5793 Churchill Street, stated he has lived in Shoreview for the past 35 years. He explained he agreed with much of what Ms. Eno has said. He noted he drives through the intersection of US Highway 10 and Highway 96 often and it was dangerous. He reported there has ARDEN HILLS CITY COUNCIL — SEPTEMBER 26, 2022 2 been two serious accidents with three fatalities at this intersection. He recommended the flashing left turn yellow lights be eliminated. He asked the Council and Ramsey County to consider making changes at this intersection to improve driver safety. Megan Schletty, 4137 James Circle, stated she supported all of the comments that Ms. Eno made. She reported she plans to be a long time Arden Hills resident and she has two young children. She indicated she would like the safety at the intersection of US Highway 10 and Highway 96 improved. Bill Gillies, 1736 Crystal Avenue, commented on the US Highway 10 and Highway 96 intersection. He stated he taught AARP classes and did not believe the intersection needed to change, but rather believed people needed to be more observant while driving. Susan Steele, 5793 Churchill Street in Shoreview, thanked Ms. Eno for sharing her concerns. She commented on how flashing yellow left turn lights were confusing to young drivers. She thanked Ramsey County for turning the flashing yellow off for the safety of the public. 3. RESPONSE TO PUBLIC INQUIRIES None. 4. PUBLIC PRESENTATIONS A. Ramsey County Update on Highway 96 and Old Highway 10 Intersection Brian Isaacson, Public Works Director for Ramsey County, thanked the Council for its time. He stated this was a difficult time for him to be before the City. He discussed how Ramsey County was responsible for putting infrastructure in place in a human environment and that he would be working to make it better. Brad Estochen, Traffic Engineer with Ramsey County, explained transportation systems are complex and unfortunately something failed last Monday. He reported upon learning about the crash last Monday Ramsey County completed a site assessment and assisted with cleanup. He stated he knew the history of this intersection and anticipated there would be expectations or concerns expressed regarding the safety of the intersection. He indicated he immediately assessed if the signal was operating as anticipated. He found the signal was operating as intended. He explained Ramsey County staff made a determination to suspend the flashing yellow arrow on Monday afternoon while they further investigated the crash. He stated this was done out of an abundance of caution. He commented on other considerations that are being made for this intersection in order to improve safety. Mr. Isaacson reported Ramsey County was still investigating the details of the crash and his intention would be to make changes after fully analyzing the intersection. Mayor Grant indicated the flashing yellow arrow would no longer be on from 6:30 a.m. to 8:00 p.m. He questioned why the flashing yellow arrow was not eliminated all day long. ARDEN HILLS CITY COUNCIL — SEPTEMBER 26, 2022 3 Mr. Estochen commented that MNDOT makes recommendations regarding flashing yellow arrows based on national standards and studies. He stated the amount of vehicles making a left turn was also considered. Mayor Grant asked if there was adequate queuing in the left turn lane. Mr. Estochen reported there was adequate queuing in the left turn lane for most operations. He noted there was some flexibility to adjust the timing for the signal for a longer green arrow. He indicated it was all about balancing the operations. Mr. Isaacson stated this was part of the evaluation that Ramsey County staff would be further investigating. Mayor Grant questioned if the location of the traffic signals was being reviewed by Ramsey County. Mr. Estochen indicated this would be reexamined. Mr. Isaacson explained some physical changes were relatively easily made and others were more complicated and would take more time. He stated as Ramsey County evaluates this intersection they would be looking at what were long term ideas versus what can be done in the short term. Mayor Grant reported the safety of citizens was a high priority for the City Council. He questioned how long Ramsey County would be evaluating this intersection and inquired if Ramsey County would be willing to present the evaluation to the City upon completion. Mr. Isaacson stated he does not have an exact timeframe and noted he would be willing to report back to the City Council when it was complete. Councilmember Holden asked if the only change that was made to the intersection, at this time, was that the flashing yellow arrow had been shut off from 6:30 a.m. to 8:00 p.m. Mr. Isaacson reported this was the case. Councilmember Holden stated when the girls were killed in 2016, the City was told by the County there would be a criminal investigation. She inquired if there had been an investigation on this intersection in between the fatal accidents. She commented there have been many other accidents at this dangerous intersection. Mr. Estochen explained Ramsey County evaluates the performance of 1,500 intersections each year. He reported the whole system is evaluated along with individual details such as crash performance. Councilmember Holden questioned who was responsible for the timing or phasing for this intersection, the County or MNDOT. ARDEN HILLS CITY COUNCIL — SEPTEMBER 26, 2022 4 Mr. Estochen commented the intersection at Highway 96 and Old Snelling was operated by Ramsey County. Councilmember Holden encouraged Ramsey County to consider all of the events that occur at the school which increases the amount of traffic using this intersection. She suggested Ramsey County speak with the school about timing for this signal in order to improve traffic safety. Mr. Isaacson stated he has had conversations with the school. Councilmember Holmes commented on how the first accident at this intersection occurred when it was dark. She noted the girls were turning left and the car that hit them was traveling 80 miles per hour. She believed turning off the flashing yellow arrow from 6:30 a.m. to 8:00 p.m. Monday through Friday would not work. She recommended the flashing yellow arrow be turned off completely. Mayor Grant discussed how there would be increased traffic in this area once development occurs at Rice Creek Commons. He encouraged Ramsey County to take this into consideration when completing their evaluation on this intersection. He stated this was a dangerous intersection and it was dangerous all day long. Councilmember Holden recommended Ramsey County take into consideration the amount of school traffic that was using this intersection every day of the week, because events occur at the school on the weekends and after regular school hours. She stated she was disappointed that the Ramsey County Commissioner was not in attendance. She asked if she had been providing any direction or insight on this intersection. Mr. Isaacson explained he understood where the City Council was coming. However, he noted he did not believe the City Council wanted Ramsey County rushing through the evaluation process. He stated it was his job to be deliberate and thoughtful when making infrastructure changes. He reported he has been in close contract with the Ramsey County Commissioner for this area to discuss the plan for the area. Councilmember Holden indicated she would rather give up a minute of her life at this intersection than to lose another life at the flashing left arrow. Councilmember Radziej thanked Ramsey County for acting quickly to address the concerns of the City at this intersection. He stated he looked forward to learning more from Ramsey County once their evaluation was completed. Councilmember Scott thanked Mr. Isaacson and Mr. Estochen for attending this meeting and for speaking to the public regarding this intersection. He encouraged Ramsey County to seek a solution that was out of the norm in order to improve safety at this intersection. Mayor Grant asked what would keep Ramsey County from turning off the flashing yellow arrow all day long. ARDEN HILLS CITY COUNCIL — SEPTEMBER 26, 2022 5 Mr. Estochen reported as traffic volumes go down, the probability of a crash occurring with a flashing yellow arrow also goes down. He indicated it was then about managing the risk. He commented if 2% of the traffic was going through this intersection at 2:00 a.m. they had to determine if a managed green left arrow was required or if this could be completed on a flashing yellow arrow. Mayor Grant stated the entire community was hurting right now. He explained he was in favor of waiting at this intersection for one more minute in order to improve traffic safety for the entire community. He encouraged Ramsey County to be thorough with its study and stated he looked forward to hearing back from Ramsey County regarding this intersection in the future. Mr. Isaacson reported he understood the community was hurt and noted he was part of the community as well. 5. STAFF COMMENTS A. Transportation Update Public Works Director Swearingen reported the Lexington Avenue reconstruction project was now open to traffic for one lane north bound and one lane south bound. He stated this would continue as work continues as the County continues work on the southbound lanes. He encouraged residents with questions or concerns to contact Ramsey County for further information. Public Works Director Swearingen stated Ramsey County has closed New Brighton Road in both directions to replace a failing storm culvert. He reported the project should be completed and open to traffic by Monday, September 26. B. Clean Up Day Update City Administrator Perrault stated Clean Up Day will be held on Saturday, October 1 at Recycle Technologies (formerly Green Lights Recycling) in Blaine from 9:00 a.m. to 12:00 p.m. He reported further information and coupons for the Clean Up Day was available on the City's website. C. Election Update Assistant to the City Administrator/City Clerk Hanson stated voting by absentee ballot was underway. She noted residents could vote by mail by visiting the Minnesota Secretary of State's website in order to apply for an absentee ballot. She explained residents could also contact the Ramsey County Elections Office to request an absentee ballot. If residents would like to vote in person, this could be done at the Ramsey County Library in Roseville or at the Ramsey County Elections Office in St. Paul and that additional locations would be available beginning November 1. She stated residents also had the option of voting at their designated polling place on Election Day, which was Tuesday, November 8. She encouraged people to visit the City's website for more information about elections or to call City Hall if they have questions. ARDEN HILLS CITY COUNCIL — SEPTEMBER 26, 2022 6 6. APPROVAL OF MINUTES A. August 15, 2022, City Council Work Session B. August 22, 2022, Regular City Council Councilmember Holden reported she spoke with staff regarding changes she would like made to the August 22 City Council minutes. Councilmember Scott explained he spoke with staff regarding changes he would like made to the August 15 work session minutes. MOTION: Councilmember Radziei moved and Councilmember Holden seconded a motion to approve the August 15, 2022, City Council Work Session meeting minutes as amended; and the August 22, 2022, Regular City Council meeting minutes as amended. The motion carried (5-0). 7. CONSENT CALENDAR A. Motion to Approve Consent Agenda Item - Claims and Payroll B. Motion to Acknowledge Application of Catholic United Financial for an Exempt Permit to Conduct a Raffle with the Drawing Being March 9, 2023 with No Waiting Period C. Motion to Approve Resignation of Recreation Supervisor D. Motion to Approve Recruitment of Recreation Supervisor E. Motion to Approve Payment of Annual League of Minnesota Cities Membership Dues F. Motion to Approve Professional Services Agreement for the Little Lake Johanna and Pike Lake Stormwater Retrofit Analysis — HR Green G. Motion to Approve Payment No. 2 — Vinco, Inc. — Lift Station 10 Rehabilitation Project H. Motion to Approve Payment No. 2 — Bituminous Roadways, Inc. — City Hall Parking Lot Project I. Motion to Approve Amendment for Professional Services Agreement for Final Design and Construction Administration — SRF Consulting Group Inc. — Mounds View High School Trail Improvements J. Motion to Approve Quote for Hydrant Replacement on Grey Fox Road — Valley - Rich Co., Inc. MOTION: Councilmember Radziei moved and Councilmember Holden seconded a motion to approve the Consent Calendar as presented and to authorize execution of all necessary documents contained therein. The motion carried (5-0 . 8. PULLED CONSENT ITEMS None. ARDEN HILLS CITY COUNCIL — SEPTEMBER 26, 2022 7 9. PUBLIC HEARINGS A. Quarterly Special Assessments for Delinquent Utilities Finance Director Bauman stated water customers whose accounts are 90 days past due were informed that the City intends to certify delinquent charges to Ramsey County to be collected with property taxes. These customers have the right to a hearing in front of the City Council to discuss this matter prior to certification. Mayor Grant opened the public hearing at 7:51 p.m. With no one coming forward to speak, Mayor Grant closed the public hearing at 7:52 p.m. 10. NEW BUSINESS A. Resolution 2022-041 Adopting and Confirming Quarterly Special Assessments for Delinquent Utilities Finance Director Bauman stated delinquent utility amounts are certified to Ramsey County quarterly. A list of utility accounts with a delinquent balance was compiled and notices dated August 3, 2022 were mailed. These customers were informed of their delinquent status and were asked to make payment of the delinquent balance by September 19, 2022. Utility accounts with an unpaid delinquent balance would be certified to Ramsey County to be added to property taxes payable in 2023. The certification amount is equal to the unpaid delinquent balance plus an eight percent penalty. The City will request that Ramsey County levy the delinquent balances against the respective properties. MOTION: Councilmember Holden moved and Councilmember Radziei seconded a motion to adopt Resolution #2022-041 — Adopting and Confirming Quarterly Special Assessments for Delinquent Utilities. The motion carried (5- B. Set Preliminary Levy and Establish Truth -In -Taxation Public Hearing Date for Proposed Taxes Payable in 2023 Finance Director Bauman stated State law requires that cities certify their proposed property tax levies to the county auditor by September 30th. The proposed tax levy that is given preliminary approval may be lowered but cannot be increased. Therefore, it is important that the proposed tax levy provides adequate revenues to finance the 2023 Budget. The City Council needs to decide the maximum levy that it is willing to approve and then adopt the proposed resolution. The final levy will be set in December 2022. A budget workshop was held with the Council on August 15, 2022. Staff was directed to provide proposed maximum levy increase options from 4% to 7%. There will be another budget workshop in either October or November, prior to the final levy and budget adoption meeting in December. Staff reviewed the proposed levy in further detail with the Council, commented on how the median value homeowner would be impacted and recommended the Council set a preliminary levy amount and set a date for the Truth in Taxation Hearing. ARDEN HILLS CITY COUNCIL — SEPTEMBER 26, 2022 8 Councilmember Holden stated she has been told the City was not truthful in its presentation of the tax levy. She asked if the information presented was truthful. Finance Director Bauman explained the information presented was truthful. Mayor Grant reported the City has been awarded the MNGFOA audit award for many years, which was presented to cities based on their transparency in finances. Councilmember Radziej thanked staff for all of their work on the preliminary tax levy and budget for 2023. Councilmember Scott requested further information regarding how rental properties would be changing in 2023. Finance Director Bauman discussed how the value of rental properties would be decreasing by 27% in 2023. She noted single family residential property values would be going up 15%. Councilmember Radziej stated he was a little uncomfortable with underfunding the budget. He questioned why the City chose to underfund the budget each year. City Administrator Perrault explained this was a policy decision by the City Council that stems from the conservative manner in which the City budgets. Further discussion ensued regarding the City's previous budgets versus actual activity for the past ten years. Mayor Grant commented on the percentage increase in the levy that was due to police and fire increases, which was $117,590. Councilmember Holden indicated the Fire Board was still working to finalize their budget for 2023. Mayor Grant questioned how the Council wanted to proceed with the preliminary levy. Councilmember Holden stated she supported moving forward with the 6% levy increase. However, after considering this further, she would recommend the Council move forward with a 6.5% or 7% increase in order to offer more COLA to City employees. Councilmember Holmes explained she supported the 7% increase as well in order to provide a proper COLA increase for City employees. She reported the 7% was preliminary and this number could always go down between September and December. Councilmember Scott indicated the economy was softening at this time and because of this he would support the 7% increase for the preliminary levy. Councilmember Radziej agreed the 7% increase was the proper way to move the City forward for 2023. ARDEN HILLS CITY COUNCIL — SEPTEMBER 26, 2022 9 Mayor Grant commented he was going to support 6%, but he understood inflation was a concern and noted he could support 6.5%. Councilmember Holden discussed an article she read in the Star Tribune that described how increased property taxes were impacting low income residents of Minneapolis and how they were being forced out of their housing. She did not want this occurring in Arden Hills and she looked forward to further reviewing the budget before December in hopes of finding areas where reductions could be made. Councilmember Holmes stated she believed it was better to raise taxes gradually than to propose large spikes. Mayor Grant commented a lot of homes have turned over in Arden Hills and there were more young families in the community. He understood these residents appreciated the schools and low taxes. He stated he did not want the City stretching these families unnecessarily. He encouraged the Council to consider how these young families would be impacted, as well as the residents living in the City's affordable housing, which made up 40% of the City's housing stock. Councilmember Radziej appreciated how the City was taking care of its residents by properly funding police and fire increases. MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to adopt Resolution #2022-042 — Setting the Preliminary Lew for Taxes Payable in 2023 at 7% or $4,785,770. Mayor Grant stated he would like to see levy reduced to 6.5%. Councilmember Holden commented she believed it would be better to set the preliminary levy at 7% given the fact the Fire Board still has yet to set their budget and the Council would like to offer staff an increased COLA. Councilmember Scott indicated he could support the preliminary levy being set at 7% and noted this number could always go down. The motion carried 3-2 (Councilmember Radziei and Mayor Grant opposed). MOTION: Councilmember Holmes moved and Councilmember Radziei seconded a motion to adopt Resolution #2022-043 — Adopting Truth in Taxation Public Hearing Date for Proposed Taxes Payable in 2023. The motion carried (5-0). 11. UNFINISHED BUSINESS None. 12. COUNCIL COMMENTS ARDEN HILLS CITY COUNCIL — SEPTEMBER 26, 2022 10 Councilmember Radziej stated he attended an open house and ribbon cutting ceremony for the Royal Credit Union. He welcomed the Royal Credit Union to the community. Councilmember Radziej reported he attended the North Chamber Business Council meeting at Dunn Brothers. Councilmember Scott thanked all of the residents that spoke this evening during Public Comment. He also thanked the Ramsey County staff for attending this meeting. Councilmember Scott noted Recreation Supervisor Joe Vaughan submitted his resignation and wished him well in his new position. Councilmember Holmes thanked the residents who attended and spoke at this meeting. She also thanked the Ramsey County representatives for working to address the safety concerns on behalf of the community. Councilmember Holmes stated she appreciated the improvements that were being made at the Mounds View High School and in their parking lots to address driver safety. Councilmember Holden reported on Wednesday, September 28 at 5:00 p.m. the Fernwood Channel would be discussed. Mayor Grant stated he also attended the Royal Credit Union grand opening. Mayor Grant explained he also attended the Twin Cities North Chamber meeting at Dunn Brothers where local business owners discussed the work being done on Lexington Avenue. Mayor Grant thanked the residents who spoke this evening and noted the Council would continue to work with the County to make the intersection of US Highway 10 and Highway 96 safe. Mayor Grant thanked Recreation Supervisor Joe Vaughan for all of efforts on behalf of the community and wished him all the best in his position. Mayor Grant commented on a parking complaint he received from a resident on Janet Court. He requested staff speak further to this matter. City Administrator Perrault stated Janet Court was adjacent to Mounds View High School and their parking lot was currently under construction. He noted 30% of the parking lot was unavailable at this time. He explained the City was following up on parking complaints and would be posting "No Parking" signs along Janet Court. He reported it was his understanding the school would have the parking lot paved over MEA weekend. City Administrator Perrault commented on the presentation that was made regarding the preliminary tax levy and budget and noted staff has a high level of integrity. He encouraged residents with comments or concerns regarding the City's finances to contact him directly at City Hall. ARDEN HILLS CITY COUNCIL — SEPTEMBER 26, 2022 11 ADJOURN M ION: Councilmember Holden moved and Councilmember Radziei seconded a motion to adiourn. The motion carried (5-0). Mayor Grant adjourned the Regular City Council Meeting at 8:41 p.m. Julie Hanson City Clerk David Grant Mayor DRAFT -ARQEN_HILLS Approved: October 24, 2022 CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING OCTOBER 10, 2022 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. Present: Mayor David Grant, Councilmembers Brenda Holden, Fran Holmes, David Radziej, and Steve Scott Absent: None Also present: City Administrator Dave Perrault; Public Works Director/City Engineer Dave Swearingen; Community Development Director Jessica Jagoe; and Assistant to the City Administrator/City Clerk Julie Hanson PLEDGE OF ALLEGIANCE 1. APPROVAL OF AGENDA MOTION: Councilmember Holden moved and Councilmember Radziei seconded a motion to approve the meeting agenda as presented. The motion carried (5-0). 2. PUBLIC INQUIRIES/INFORMATIONAL Mayor Grant explained a member of one of the City's committees was immune compromised and has requested to attend meetings remotely. He stated he supported the City honoring this request. The Council was in agreement. Susan Johnson, 1220 Karth Lake Drive, stated she was a 42 year resident of the Karth Lake area in Arden Hills. She reported she supported a request made to attend meetings remotely for people who have medical problems. She indicated this was a much broader issue in terms of government transparency and open government. She stated there were many reasons people could not attend city meetings, such as a disability, lack of transportation, medical issues, etc. and being post- COVID we can now do many things remotely. She encouraged the Council to provide open government to the residents of Arden Hills by having all meetings, from the various committees to Council work sessions, open to remote participation. ARDEN HILLS CITY COUNCIL — OCTOBER 10, 2022 2 Kathryn Nelson, 3475 Siems Court, explained she was a 37 year resident of Arden Hills. She indicated she did not hate roundabouts, but stated she did not believe a roundabout belonged at County Road E and Old Snelling. She reported she attended a recent open house regarding the roundabout and she questioned if roundabouts were a safer option. She believed Ramsey County was proposing a roundabout in order to push more traffic through this intersection. She suggested the roundabout be held off for several years because she was concerned with how the eight street lights would impact the surrounding properties. She encouraged the Council to wait to see how the new trails at the intersection were functioning before they move forward with installing a roundabout. 3. RESPONSE TO PUBLIC INQUIRIES None. 4. PUBLIC PRESENTATIONS None. 5. STAFF COMMENTS A. Transportation Update Public Works Director Swearingen reported the Lexington Avenue reconstruction project was still ongoing with traffic open to one lane both north and southbound. Councilmember Holden requested further information regarding the culvert Ramsey County was replacing on Old Snelling and Lake Valentine Road. Public Works Director Swearingen reported this was a County project and the City had no say in the timing of this project. He explained City staff was made aware of this project one week before it started. The project timeline information was then relayed to the school district. Councilmember Holmes thanked Public Works Director Swearingen for speaking with the neighbors regarding this project. Councilmember Holden clarified for the record that the AUAR that was completed for TCAAP did not study the local and regional roadways. Community Development Director Jagoe reported that was correct. Councilmember Holmes asked if staff had heard anything from Ramsey County regarding the intersection of Highway 96 and US Highway 10. Public Works Director Swearingen explained he has not received an update from the County regarding their investigation of this intersection. ARDEN HILLS CITY COUNCIL — OCTOBER 10, 2022 3 Councilmember Scott stated the resident that organized a petition to address the safety of the intersection at Highway 96 and US Highway 10 was very grateful the County had turned off the flashing yellow arrow. 6. APPROVAL OF MINUTES A. September 12, 2022, Regular City Council B. September 12, 2022, Special City Council Work Session C. September 19, 2022, City Council Work Session Councilmember Holden reported she spoke with the City Clerk regarding a minor change to the September 12 Regular City Council minutes. MOTION: Councilmember Holden moved and Councilmember Radziei seconded a motion to approve the September 12, 2022, Regular City Council meeting minutes as amended and the September 12, 2022, Special City Council Work Session meeting minutes and September 19, 2022, City Council Work Session meeting minutes as presented. The motion carried (5-0). 7. CONSENT CALENDAR A. Motion to Approve Consent Agenda Item - Claims and Payroll B. Motion to Approve Amendment to Professional Services Agreement with HR Green — Shorewood Drive Drainage Improvements C. Motion to Approve Professional Services Agreement with HR Green — Arden Hills Local Stormwater Plan D. Motion to Approve 2021 CIPP Lining Project Trail Repair Invoice — Bituminous Roadways, Inc. E. Motion to Approve Lift Station 10 Rehabilitation Project — Pumps and Control Panel Purchase F. Motion to Approve Invoice for 2022 Bulk Road Salt Purchase from Ramsey County MOTION: Councilmember Radziei moved and Councilmember Holmes seconded a motion to approve the Consent Calendar as presented and to authorize execution of all necessary documents contained therein. The motion carried (5-0 . 8. PULLED CONSENT ITEMS None. 9. PUBLIC HEARINGS None. ARDEN HILLS CITY COUNCIL — OCTOBER 10, 2022 4 10. NEW BUSINESS None. 11. UNFINISHED BUSINESS None. 12. COUNCIL COMMENTS Councilmember Radziej thanked Public Works for working with Ramsey County to restore water to the Lexington Avenue project area. Councilmember Radziej commented on the Court of Honor Ceremony he attended at Camp Ripley. He asked the City to consider donating a tree to Camp Ripley as a symbol of friendship. Councilmember Scott commented last Thursday he attended the roundabout open house and noted the majority of the feedback received was generally positive. Councilmember Scott stated on Friday he attended the employee recognition event. Councilmember Scott thanked all who were involved in the 2nd Annual Flashlight Pumpkin Hunt at Cummings Park. Councilmember Scott commented on Sunday he attended a buckthorn event at Hazelnut Park that was hosted by the Twin Cities Squadron US Navy Sea Cadets. Councilmember Scott commended the Ramsey County Sheriff Department for their work in addressing the theft of catalytic convertors. Councilmember Holmes thanked all of the residents who attended the roundabout open house. Councilmember Holmes thanked all of the staff members and volunteers that made the pumpkin hunt possible. Councilmember Holden reported the compost site was now open for leaf drop-offs. Mayor Grant stated he attended the roundabout open house. He thanked everyone who attended and provided the City with feedback. Mayor Grant explained he attended the pumpkin hunt and employee recognition events. Mayor Grant reported the Odd Fellows was tearing down their lodge after many, many years in Arden Hills. He asked if staff was aware of the future plans for this site. ARDEN HILLS CITY COUNCIL — OCTOBER 10, 2022 5 Community Development Director Jagoe explained she did not have a timeline for the formal planning application for the subdivision of this site. She anticipated this would be coming forward in the next couple of months. Mayor Grant thanked the City's Finance Director for following up with a resident regarding questions they had about their property taxes. ADJOURN MOTION: Councilmember Radziei moved and Councilmember Holden seconded a motion to adiourn. The motion carried (5-0). Mayor Grant adjourned the Regular City Council Meeting at 7:34 p.m. Julie Hanson David Grant City Clerk Mayor I't -Ai DEENHILLS MEMORANDUM DATE: October 24, 2022 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Gayle Bauman, Finance Director Pang Silseth, Accounting Analyst SUBJECT: Claims and Payroll Listing Budgeted Amount: Actual Amount: N/A N/A Council Should Consider Motion to approve, table or deny the following: • Claims and Payroll Listing All items need a simple majority for action unless otherwise noted. CONSENT ITEM 7A Funding Source: N/A Background Payroll is processed biweekly and accounts payable is processed weekly. Budget Impact N/A Attachments 2022 Payroll #21 Paid Claims - 10/1/2022-10/14/2022 (Check Nos. 51309-51334 and ACH Checks) Total Payroll Total Accounts Payable $123,283.56 $123,283.56 $485,613.68 $485,613.68 Total Claims $608,897.24 CITY OF ARDEN HILLS PAYROLL # 21 CHECKS DATED: Biweekly: 10/14/22 09/24/22 - 10/07/22 EMPLOYEE DEDUCTIONS AMT. I CITY BENEFIT Payment Method FIT 7,993.08 EFT EFT EFT EFT FICA Oasdi 5,326.05 5,326.05 FICA Medicare 1,245.59 1,245.59 SIT 3,440.36 TOTAL TAXES 1 18,005.081 6,571.64 Health Premium 1,750.88 20,945.07 A/P Check* A/P Check* A/P Check* A/P Check* Dental Premium 200.32 455.13 FSA Health Care Reimb. 50.00 FSA Dependent Care Reimb. TOTAL FLEXIBLE SPENDING 1 2,001.201 21,400.20 HSA Health Saving 440.001 875.00 TOTAL HEALTH SAVINGS 1 440.001 875.00 PERA 1 4,792.681 5,530.02 EFT EFT A/P Check* EFT ICMA 2,747.94 434.40 Central Pension Fund -Union 1,536.00 MN State Retirement System 1,304.18 TOTAL RETIREMENT 1 10,380.801 5,964.42 AFLAC 22.76 EFT A/P Check* A/P Check* A/P Check* A/P Check* A/P Check* A/P Check* Life/Addl/Dep Life 47.39 94.60 Life/Addl non -tax 9.60 LTD/STD Insurance 1,217.66 PERA Life Insurance 24.00 IUOE 49 Dues Union 140.00 UNUM 19.51 TOTAL VOLUNTARY 1 1,480.921 94.670 Total Employee Deductions 32,308.00 Net Payroll (payroll checks 112.21 Direct Deposit 55,957.49 Gross Payroll Tie -Out 88,377.70 Plus City Paid Benefit 34,905.86 TOTAL PAYROLL COST 123,283.56 FICA TIE -OUT Gross Payroll 88,377.70 Less Total FSA 2,001.20 Less Total H.SA 440.00 Less Voluntary Ins 32.36 Net P/R Sub'ect to FICA 85,904.14 FICA Oasdi @ 6.20% 5,326.05 FICA Medicare @ 1.45% 1,245.59 Note: Federal and State Payroll Tax obligations are satisfied by means of utilizing the US Bank Easy Tax Deposit Service. Transfers are typically made up to two days after the payroll date. * A/P Checks can be found on the ACCOUNTS PAYABLE Check Approval report. Checks may be paid this week or the following week. Accounts Payable Checks by Date - Detail by Check Date User: pang.silseth Printed: 10/17/2022 3:16 PM --ARDEN HILLS Check No Vendor No Invoice No Vendor Name Description Check Date Reference Check Amount ACH 0189 GOPHER STATE ONE CALL 10/07/2022 2090189 September Locates 95.85 2090189 September Locates 95.85 2090189 September Locates 95.85 Total for this ACH Check for Vendor 0189: 287.55 ACH 0192 GRAINGER INC 10/07/2022 9458456408 Marking Paint 64.08 9458456416 Marking Paint 71.16 9462725871 Fuses 129.24 9464509794 Grease and Batteries 88.68 Total for this ACH Check for Vendor 0192: 353.16 ACH 0230 MTI DISTRIBUTING INC 10/07/2022 1365934-00 Return -Mount Jack -351.88 1366009-00 Filters 197.84 1366043-00 Caliper Brake 160.98 Total for this ACH Check for Vendor 0230: 6.94 ACH 0292 OXYGEN SERVICE COMPANY INC 10/07/2022 0003534698 September Rental 31.50 Total for this ACH Check for Vendor 0292: 31.50 ACH 0327 STAPLES INC 10/07/2022 3518268850 Supplies 55.96 3518268851 Supplies 40.89 3518268852 Supplies 24.26 3518268853 Supplies 23.67 3518496389 Return Credit -38.99 Total for this ACH Check for Vendor 0327: 105.79 ACH 0329 MICHAEL CHRISTOFORE 10/07/2022 10032022 Clothing Allowance Reimbursement 33.52 Total for this ACH Check for Vendor 0329: 33.52 ACH 0761 ELECTRIC PUMP INC 10/07/2022 0074464-IN Service: LS #3, #7 160.00 Total for this ACH Check for Vendor 0761: 160.00 ACH 0772 ESS BROTHERS & SONS INC 10/07/2022 CC8160 S/S San Lid 217.80 Total for this ACH Check for Vendor 0772: 217.80 AP Checks by Date -Detail by Check Date (10/17/2022 3:16 PM) Page 1 Check No Vendor No Vendor Name Check Date Check Amount Invoice No Description Reference ACH 10363 MINUTE MAKER SECRETARIAL 10/07/2022 M1562 CC Meeting Minutes 9/26 227.00 Total for this ACH Check for Vendor 10363: 227.00 ACH 10470 BRANDON PATTERSON 10/07/2022 09302022 Mileage Reimbursement 9/30 28.75 Total for this ACH Check for Vendor 10470: 28.75 ACH 10476 TWIN CITIES COMMERCIAL CLEANEI 10/07/2022 1022TI19 September Janitorial Services 2,005.58 Total for this ACH Check for Vendor 10476: 2,005.58 ACH 10497 CINTAS CORP 10/07/2022 5127167363 First Aid Supplies 100.07 5127167363 First Aid Supplies 156.94 Total for this ACH Check for Vendor 10497: 257.01 ACH 1597 MIDWEST LOCK & SAFE INC 10/07/2022 36976 City Hall Front Door Repair 300.00 Total for this ACH Check for Vendor 1597: 300.00 ACH 2490 CORE & MAIN LP 10/07/2022 R658310 Hydrant Installation Supplies 5,759.46 Total for this ACH Check for Vendor 2490: 5,759.46 ACH 7025 ON SITE COMPANIES -OSSTC INC 10/07/2022 0001413672 Restrooms 10/1-10/28 682.00 Total for this ACH Check for Vendor 7025: 682.00 ACH 8032 PACE ANALYTICAL FIELD SVC INC 10/07/2022 1222-6351 August Drinking Water Survey 1,037.01 Total for this ACH Check for Vendor 8032: 1,037.01 ACH FPTC FLEXIBLE PIPE TOOL COMPANY INC 10/07/2022 28054 Repair -Turbo Chain Scraper 352.25 Total for this ACH Check for Vendor FPTC: 352.25 ACH TOII TOKLE INSPECTIONS INC 10/07/2022 10012022 September Electrical Inspections 1,850.40 Total for this ACH Check for Vendor TOII: 1,850.40 51309 10483 CENTRAL PENSION FUND 10/07/2022 401333.0922 September Apprentice Fund 384.00 Total for Check Number 51309: 384.00 51310 0342 CITY OF SHOREVIEW 10/07/2022 92922 2022 Field Trips Bussing 167.81 Total for Check Number 51310: 167.81 51311 10511 CUSTOM TRUCK ONE SOURCE 10/07/2022 2022007052548 Cable Step Assembly #85220 1,253.86 AP Checks by Date -Detail by Check Date (10/17/2022 3:16 PM) Page 2 Check No Vendor No Vendor Name Check Date Check Amount Invoice No Description Reference Total for Check Number 51311: 1,253.86 51312 0849 FRA-DOR INC 10/07/2022 2209010 Black Dirt & Limestone Purchase 9/1 502.93 Total for Check Number 51312: 502.93 51313 0447 I.U.O.E LOCAL 49 BENEFIT FUND-INSl 10/07/2022 BP3.1122 November Insurance 10,760.00 N134.1122 November Insurance 1,527.00 Total for Check Number 51313: 12,287.00 51314 AR -MILL MILL CITY CONCRETE & MASONRY D 10/07/2022 ROW 2022-00856 Escrow Refund ROW 2022-00856; 1228 Wynrid 1,800.00 Total for Check Number 51314: 1,800.00 51315 10517 OLD SOUTHERN BBQ 10/07/2022 E01552 Employee Recognition Catering 667.47 Total for Check Number 51315: 667.47 51316 3100 PROVIDENT LIFE AND ACCIDENT INS 10/07/2022 E0471136.0922 September Insurance 39.02 Total for Check Number 51316: 39.02 51317 10373 QUADIENT FINANCE USA INC 10/07/2022 6418.0922 Postage 9/26 1,000.00 Total for Check Number 51317: 1,000.00 51318 AR-RAHN JASON M & HOPE RAHN 10/07/2022 GE 2020-00780 Escrow Refund GE 2020-00780; 1285 Karth Lal 58.98 Total for Check Number 51318: 58.98 51319 0811 RAMSEY COUNTY 10/07/2022 EMCOM-010341 Fleet Support -September 24.96 EMCOM-010377 Dispatch Services -September 4,418.27 EMCOM-010394 CAD Services -September 732.41 PRRRV-001967 Q4 2022 Election Services 6,850.00 PUBW-019899 Lexington Ave ROW Costs through 9/27/22 183,425.00 Total for Check Number 51319: 195,450.64 51320 0282 REPUBLIC SERVICES #899 10/07/2022 0899-004012598 September Recycling 8,534.50 0899-00417793 PW September Waste 274.38 Total for Check Number 51320: 8,808.88 Total for 10/7/2022: 236,116.31 ACH 0192 GRAINGER INC 10/14/2022 9471024035 Oil Filter/Flourescent Light Ballasts 172.46 9471024043 Reducer Sleeve 31.05 AP Checks by Date -Detail by Check Date (10/17/2022 3:16 PM) Page 3 Check No Vendor No Vendor Name Check Date Check Amount Invoice No Description Reference Total for this ACH Check for Vendor 0192: 203.51 ACH 0285 XCEL ENERGY 10/14/2022 798036351 8/15/22-9/14/22 2,166.14 798036351 8/15/22-9/14/22 1,830.27 798036351 8/15/22-9/14/22 1,432.96 798036351 8/15/22-9/14/22 72.58 798036351 8/15/22-9/14/22 2,244.98 798036351 8/15/22-9/14/22 259.05 798036351 8/15/22-9/14/22 363.98 Total for this ACH Check for Vendor 0285: 8,369.96 ACH 0319 CITY OF ROSEVILLE 10/14/2022 0231286 IT Support Services -October 7,535.16 Total for this ACH Check for Vendor 0319: 7,535.16 ACH 0327 STAPLES INC 10/14/2022 3518805784 Supplies 30.99 3518884677 Supplies 78.99 Total for this ACH Check for Vendor 0327: 109.98 ACH 0382 MISSIONSQUARE #106944 10/14/2022 PR Batch 00100.10.2022 ICMA Employee Percc PR Batch 00100.10.2022 ICN 376.48 PR Batch 00100.10.2022 ICMA Employer Perce PR Batch 00100.10.2022 ICN 434.40 Total for this ACH Check for Vendor 0382: 810.88 ACH 0387 MISSIONSQUARE #302482 10/14/2022 PR 22-21 PR Batch 00100.10.2022 ICMA Employee Dedu PR Batch 00100.10.2022 ICN 2,149.54 PR 22-21 PR Batch 00 100. 10.2022 ICMA Employee Percc PR Batch 00 100. 10.2022 ICN 221.92 Total for this ACH Check for Vendor 0387: 2,371.46 ACH 0453 CONTINENTAL RESEARCH CORP 10/14/2022 0039334 cleaning supplies 514.00 Total for this ACH Check for Vendor 0453: 514.00 ACH 0761 ELECTRIC PUMP INC 10/14/2022 0074424-IN Pumps (LS #10) and Control Panel Materials (all 78,560.70 Total for this ACH Check for Vendor 0761: 78,560.70 ACH 0922 NINENORTH 10/14/2022 2022-182 September Production 658.83 Total for this ACH Check for Vendor 0922: 658.83 ACH 1115 WSB & ASSOCIATES INC 10/14/2022 R-020947-000-1 Chip Seal Inspection -August 1,174.25 Total for this ACH Check for Vendor 1115: 1,174.25 ACH 1125 BOLTON & MENK INC 10/14/2022 0297496 2021 PMP Hazelnut Park/Glenpaul 596.50 0297498 2022 PMP Snelling Ave Improvements 3,052.00 Total for this ACH Check for Vendor 1125: 3,648.50 AP Checks by Date -Detail by Check Date (10/17/2022 3:16 PM) Page 4 Check No Vendor No Vendor Name Check Date Check Amount Invoice No Description Reference ACH 2490 CORE & MAIN LP 10/14/2022 R708208 Hydrant Oil 294.56 Total for this ACH Check for Vendor 2490: 294.56 ACH 7501 KELLY & LEMMONS PA 10/14/2022 59150 September Prosecution 3,218.38 Total for this ACH Check for Vendor 7501: 3,218.38 ACH ALPI ALLEGRA PRINT & IMAGING INC 10/14/2022 100122 Postage -October Newsletter 877.00 Total for this ACH Check for Vendor ALPI: 877.00 ACH 4889 COMMUNITY FOOTWORKS 10/14/2022 10142022 October Foot Care Clinic 355.20 Total for this ACH Check for Vendor 4889: 355.20 51321 10507 ANIMAL HUMANE SOCIETY 10/14/2022 33707 Animal Control July -September 232.00 Total for Check Number 51321: 232.00 51322 0131 BEISSWENGERS DO IT BEST 10/14/2022 640810 Pipe 15.99 642896 chainsaw chains and oil 117.16 643093 return -oil -59.18 643093 oil 70.98 643565 fuel cap 21.99 644269 snap link/eye bolt 13.88 644277 snap link/eye bolts 35.17 Total for Check Number 51322: 215.99 51323 1033 COMCAST 10/14/2022 101030.1022 Service 10/3-11/2 108.35 98681.1022 Service 10/5-11/4 111.32 Total for Check Number 51323: 219.67 51324 1032 COMMERCIAL ASPHALT CO INC 10/14/2022 220930 asphalt purchase 9/28 210.25 Total for Check Number 51324: 210.25 51325 UB*00604 DG EQUITIES LLC 10/14/2022 Refund Check 012976-000, 1901 Stowe Avenue 77.72 Total for Check Number 51325: 77.72 51326 0390 INT'L UNION OPERATING ENGINEERS 10/14/2022 1200.1022 October Dues 280.00 Total for Check Number 51326: 280.00 51327 10241 ROSS or KARI JOHNSON 10/14/2022 10062022 PeeWee Soccer Refund 66.00 Total for Check Number 51327: 66.00 51328 10448 MARCO TECHNOLOGIES LLC 10/14/2022 AP Checks by Date -Detail by Check Date (10/17/2022 3:16 PM) Page 5 Check No Vendor No Vendor Name Check Date Check Amount Invoice No Description Reference 483794731 Copier Contract 9/25-10/25 200.36 483794731 Copier Contract 9/25-10/25 35.35 Total for Check Number 51328: 235.71 51329 U13*00602 HASSAN MOSTAFA 10/14/2022 Refund Check 012683-000, 1418 Indian Oaks T 189.93 Total for Check Number 51329: 189.93 51330 UB*00601 GARY POMERLEAU 10/14/2022 Refund Check 000826-000, 1475 Dawn Circle 275.00 Total for Check Number 51330: 275.00 51331 0811 RAMSEY COUNTY 10/14/2022 PUBW-019668 Bulk Salt Purchased Jan -April 2022 22,350.57 SHRFL-002097 Law Enforcement Services -October 116,177.07 Total for Check Number 51331: 138,527.64 51332 UB*00603 KENNETH TATE 10/14/2022 Refund Check 001695-000, 1900 Jerrold Avenu, 69.20 Total for Check Number 51332: 69.20 51333 UB*00600 DIANA or NICKOLAS TURCO 10/14/2022 Refund Check 007846-000, 1533 Keithson Driv 31.98 Total for Check Number 51333: 31.98 51334 1300 UNIFIRST CORPORATION 10/14/2022 090 0724018 October Mats 163.91 Total for Check Number 51334: 163.91 Total for 10/14/2022: 249,497.37 Report Total (59 checks): 485,613.68 AP Checks by Date -Detail by Check Date (10/17/2022 3:16 PM) Page 6 'It EN HILLS MEMORANDUM DATE: October 24, 2022 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Gayle Bauman, Finance Director SUBJECT: 2022 3rd Quarter Financials Budgeted Amount: Actual Amount: N/A N/A Council Should Consider Motion to approve, table or deny the following: CONSENT ITEM — 7B Funding Source: N/A Quarterly budget to actual fund statements and investment portfolio detail for the City. All items need a simple majority for action unless otherwise noted. Background Investments - per the Investment Policy, our Benchmark Rate is the 4M plus Rate. At September 30, 2022 — this rate was 2.248% and our portfolio is averaging 1.95%. Our average rate will begin to increase as lower interest investments mature and we continue to invest in higher interest investments. All of our investments are in government secured or government backed deposits. Utility billing cycles and CIP projects are taken into account when determining how much to invest and for how long. Basis of accounting — during the year, City books are kept on a cash basis which means that only items that are received are booked as revenue and items paid are booked as expenses. Adjustments for accruals, deferrals and other accounting requirements are made at year end. General Fund — The main source of revenue for the City is property taxes and these come in twice a year. Expenditures are at 75.6% of budget through the end of the quarter, compared to 67.4% last year. Some of this difference is due to the timing of invoices. Other governmental funds, enterprise funds and internal service funds — Utility revenue for third quarter will be booked in October 2022 and annual transfers between funds will be booked later in the year. The allocation for insurance (Risk Management Fund) was completed in June. Market value adjustments for investments total-$866,071.89 through the end of the quarter. It is important to note that the City holds its investments to maturity and no principal is ever lost on an investment. Page 1 of 2 Discussion City Staff respectfully request the City Council review the quarterly updates for further discussion. Budget impact None. Attachments Attachment A: Investment Portfolio Analysis Attachment B: General Fund Revenues and Expenditures Summary Attachment C: Other City Funds Revenues and Expenditures Summary Attachment D: Permit Data Page 2 of 2 Attachment A 000 ��o�-oo�om �oo �o�oo�o�000000000000�00�0�00o��o�M ,� y y o o ooroN�nrry v,00 o; �n ao ovov0000 000N �o 000�noo —v�o �o ' �c a o Mr �n env ,-. �co .. c�ir oao�oo 000 vNi�v�Di��°�O, v�i vri�.-•�^, vi yy�oa�.-.v � F N .'...��. �— �� .���..i vOaO �pvvO O�V•--�OOv��O vON �v �v�..i�V VM .--�vO�T � F •g �� v�v � �v �'h � v r O O O O O O O O O O O O O 0 0 0 0 0 0 0 0 R O a O O O M V O O V O a 0 0 0 0 0 N A N O vt O O O OInO O O V O N O 9N vma � may ov-- ov_M ry avov�ro voo—�o coo cooNovm000 rMvovM � o`�o �c -rm a000 v a" "r yyo: �c o:r aio "�o"o royyr"�a oo"co-:�roco vi a:r A "�c T m O O O O Q -+ Vn O N R O V 0 0 ao O N O a 0 0 0 R v� O �n O O O N O O O O O O O O O O O O l� O O o 0 0o O O O a M O M V O r a R a O O O O v� v� N 1� b O O O � N �� ' O O O C M h -� c M c m 0 0 0 a �D -� V �--i h N v h �O —i O lD m h 0 0 V O a O V N lD V V O N m 0 1� N N E a0 e y �O O m N 0 h N O M � �O �--� m Y O M m N b N' M � O'-+'-+' ^ r a V' GD h N V O O �M' p N T • . O O O N O N O O O p a o 0 0 0 o a a o M y n 0 0 0 0 c O lc F W � NNd ' N �O O b V ✓ oo C mO' c o0 lD O a O O V O h N O M N W O d N N N N N N N N N N V OM N M N M h v� O W W Q a— ALc� F" ono v Nvov o0 00 �., N000000 O O O 0 O o 00o m oma M m ono V .Ti �N �mv, o omoo ono 0o v,r o00000000 0 �o 0 0 o00 M CD o Wn h�oa rN o Mr ra; �goo �o �c 'r ,6 vio N m m w M oc�i c o �� 6o6 o aN l� V O� � V vNi vNi m m O a M M O � v�i N m T Obi M m � O � � M M V a .N. m O X" �N V b N N M N V N N N � N�M�M�N � V N V �N N M N '+ N � --i xoca ca Q UcaQ gcaQca ca caocaQ E U E U E BU xuu E E E abi�-R -R -R -R-. -R u o O u O o 0 0 .0 o .II' O O O O.d.6'. '.G'.6'.d.6'.d,�-i'.'.d'.G'.i='.G''.G'.2 .2 .2 .4 �1G .2 � .2 �� .G �� .2 �� �C �� C .G' U o ¢ v07 o2 FUzi..�z n "U.pC„c�i ao0.kl��ti"y W v.9Uz rw ".4 maprn o o� �f�A c K y row v — a 3 w p.� wroth i�jy ,�wcaw�x c o oU aUU Aw ° c� '� c m x UU en y o o U b y WW v vaFo. 3U v'wx o �._ ° v"i vU, x °].0 T w w cx 9 Y y 'S ... O ._ y w w U a U U w ° w w w = �° Q �, a v„ `5 •nY �FG ..LOO,� v m U howv r�voi v� r �°, •'� T �U�j =�0 m � J5 owin 3 3 Bxa x qY o `h>V U a �� ��u�u�u�u�u�u�u�u�u�u�u�u�u�u�u�u�uW�Wu�u�u�u�uuv aaa -It wowc c c a a a a a a a y y 4 w H 00 � N O\ Ir�s I III _ O N N _ 00 O O � M N C C N M kn > N 0 M 0 �O 00 O r- 00 D1 N �O O C cy N O O M M �O N In �c N M �O M N N O N M en> N N O\ M O N O M �O Vl l� M l� O 00 "^G OInO M kn O N 01 00 �t .--� M M M O �O 69 69 69 69 O N 00 U N N O\ 00 y N ,�U O ,o oc lc o M m r- M 69 69 N W � O � Y to Y �8 u N M I + I U V - N M = U U 1� 000000000, O O O O O O O O O O O O O O O O O O O O O O O O O O O 69 69 69 69 69 69 69 69 M >1 ATTACHMENT 6 CITY OF ARDEN HILLS STATEMENT OF REVENUES AND EXPENDITURES GENERAL FUND FOR THE NINE MONTHS ENDED SEPTEMBER 30, 2022 YTD YTD YTD Annual Through % of Through Budget 9/30/2022 Budget 9/30/2021 REVENUES Taxes $ 3,858,370 $ 2,004,277 51.9% $ 2,047,578 Licenses and permits 504,800 657,921 130.3% 640,605 Intergovernmental 158,250 109,514 69.2% 96,895 Charges for services 519,510 414,792 79.8% 490,115 Fines and forfeits 23,750 12,839 54.1% 10,254 Special assessments 1,510 - 0.0% 2,257 Investment earnings 19,500 32,908 168.8% (8,876) Miscellaneous 13,820 7,084 51.3% 2,345 TOTAL REVENUES 5,099,510 3,239,336 63.52% 3,281,173 EXPENDITURES Mayor & Council 55,070 38,818 70.5% 59,235 Administration 402,450 292,971 72.8% 255,670 Elections 32,350 26,251 81.1% 24,344 Finance 184,220 160,159 86.9% 147,877 TCAAP 87,260 35,694 40.9% 19,941 Planning & Zoning 242,010 154,534 63.9% 144,014 Government Buildings 203,840 149,760 73.5% 89,343 Public Safety 1,396,130 1,047,889 75.1% 1,041,477 Dispatch 61,810 41,205 66.7% 36,189 Fire Protection 696,670 696,675 100.0% 656,401 Emergency Management 6,200 4,857 78.3% 4,122 Protective Inspections 349,860 227,777 65.1% 177,948 Street Maintenance 936,320 701,009 74.9% 432,355 Recreation 234,740 153,147 65.2% 105,416 Park Maintenance 529,240 368,121 69.6% 320,885 TOTAL EXPENDITURES 5,418,170 4,098,866 75.65% 3,515,216 EXCESS REVENUES (EXPENDITURES) (318,660) (859,530) 269.7% (234,043) OTHER FINANCING SOURCES (USES) EDA Fund transfers N/A Equipment Fund transfers N/A Public Safety Capital Fund transfers N/A FIR Fund transfers (102,540) (102,540) 100.0% (548,000) TOTAL OTHER FINANCING SOURCES (USES) (102,540) (102,540) 100.00% (548,000) NET CHANGE IN FUND BALANCE $ (421,200) $ (962,070) 228.41% $ (782,043) Tax revenues are collected twice a year. Licenses and permits/Charges for services - big permits issued include 4200 Round Lake, 3787 Lexington, Boston Scientific and Cath-X. Investment earnings - Market value adjustments will not be booked until the end of the year. The amount through 9/30/22 is-$866,071.89. Mayor & Council - no payment for NYFS in 2022. Finance - bank service charges are allocated to other funds in December each year. Government Buildings - timing difference. 1st half PW facility costs are included in 2022 but not in 2021. Fire - contract payment for entire year. ATTACHMENT C CITY OF ARDEN HILLS OTHER GOVERNMENTAL FUNDS BUDGET SUMMARY FOR THE NINE MONTHS ENDED SEPTEMBER 30, 2022 BEGINNING NET FUND FUND BALANCE REVENUES EXPENDITURES CHANGE Cable TV Budget 90,743 98,840 129,810 (30,970) Actual 47,701 87,781 (40,079) % of Budget 48.3% 67.6% EDA General Budget 657,906 102,850 87,270 15,580 Actual 58,130 52,617 5,513 % of Budget 56.5% 60.3% EDA Revolving Budget - - - Actual - % of Budget N/A N/A TIF 3 Cottage Villas Budget 807,487 3,600 1,900 1,700 Actual 5,845 988 4,856 % of Budget 162.4% 52.0% TIF 4 Pres Homes Budget 322,070 378,680 284,780 93,900 Actual 200,336 55,402 144,934 %of Budget 52.9% 19.5% TIF 5 TCAAP Budget (22,047) 1,900 (1,900) Actual 988 (988) % of Budget N/A 52.0% Equipment & Building Budget 261,892 379,000 490,380 (111,380) Actual 51,433 355,626 (304,193) % of Budget 13.6% 72.5% Park Budget 565,168 1,100 383,020 (381,920) Actual 41,559 16,280 25,279 % of Budget 3778.1% 4.3% PIR Budget 4,990,123 1,594,710 2,968,110 (1,373,400) Actual 725,365 1,720,983 (995,617) % of Budget 45.5% 58.0% Public Safety Capital Equipment Budget 173,067 200,550 230,130 (29,580) Actual 104,713 76,815 27,898 % of Budget 52.2% 33.4% TCAAP Budget (194, 879) - - Actual - % of Budget N/A N/A Cable TV - Franchise revenue are receipted quarterly in the month following the end of the quarter. EDA General Fund - tax revenues are collected twice a year. The TIF note for TIF #4 Presbyterian Homes, has been paid in full. Transfers in to the Equipment & Building fund are normally completed during the 4th quarter. The Park Fund revenue includes park dedication fees of $26,000. The PIR fund revenue includes property tax revenue ($125,000), special assessment revenue ($263,600), Bethel trail contribution ($150,000) and a transfer from the General Fund ($102,540). CITY OF ARDEN HILLS ENTERPRISE AND INTERNAL SERVICES FUNDS BUDGET SUMMARY FORTH E NINE MONTHS ENDED SEPTEMBER 30, 2022 BEGINNING NET FUND CASH BALANCE REVENUES EXPENDITURES CHANGE Water Budget 1,844,097 3,031,590 3,357,590 (326,000) Actual 1,244,983 1,266,943 (21,960) % of Budget 41.1% 37.7% Sanitary Sewer Budget 743,125 2,191,220 2,147,350 43,870 Actual 1,104,760 1,630,992 (526,232) % of Budget 50.4% 76.0% Recycling Budget 185,202 180,170 177,390 2,780 Actual 98,207 118,509 (20,302) % of Budget 54.5% 66.8% Surface Water Management Budget 44,508 930,450 905,970 24,480 Actual 479,104 271,907 207,196 % of Budget 51.5% 30.0% Risk Management Budget 163,793 163,480 181,130 (17,650) Actual 148,273 134,435 13,838 % of Budget 90.7% 74.2% Engineering Budget - 35,670 35,670 - Actual 24,425 24,425 % of Budget 68.5% 68.5% Central Garage Budget - 246,580 246,580 Actual 117,186 117,186 - % of Budget 47.5% 47.5% Technology Budget 4,506 190,550 185,000 5,550 Actual 123,131 123,141 (10) % of Budget 64.6% 66.6% Utility revenues are receipted quarterly in the month following the end of the quarter. Recycling - 1st half recycling revenue is booked in July with the property tax receipts and the 2nd half is booked in December. Risk Mgmt - Property and Work Comp insurance is booked for the year. CITY OF ARDEN HILLS, MINNESOTA STATEMENT OF REVENUES AND EXPENSES BUDGET AND ACTUAL FOR THE NINE MONTHS ENDED SEPTEMBER 30, 2022 WATER FUND REVENUES User charges Connection charges Other Interest earnings TOTALREVENUES EXPENSES Personnel expenses Supplies and materials Other services and charges Water purchases Depreciation Capital expenses Debt service TOTAL EXPENSES Bond Proceeds Transfers out EXCESS (DEFICIT) REVENUES OVER EXPENSES Percent Received or Expended Actual Actual Variance - Based on Annual Thru Thru Favorable Actuals Thru Budget 09/30/21 09/30/22 (Unfavorable) 09/30/22 $ 2,479,490 $ 1,243,040 $ 1,174,144 $ (68,896) 94.5 % 13,750 304,274 4,980 (299,294) 1.6 531,950 9,139 45,517 36,378 498.0 6,400 (1,736) 20,342 22,077 -1172.1 3,031,590 1,554,717 1,244,983 (309,734) 80.1 400,590 241,656 276,964 (35,308) 114.6 59,500 24,079 32,496 (8,416) 135.0 306,190 157,006 205,418 (48,412) 130.8 1,134,000 525,850 501,315 24,535 95.3 365,450 - - - N/A 741,110 9,653 - 9,653 0.0 250,750 248,150 250,750 (2,600) 101.0 3,257,590 1,206,394 1,266,943 (60,549) 105.0 - N/A 100,000 N/A $ (326,000) $ 348,324 $ (21,960) $ (370,283) -6.3 % CITY OF ARDEN HILLS, MINNESOTA STATEMENT OF REVENUES AND EXPENSES BUDGET AND ACTUAL FOR THE NINE MONTHS ENDED SEPTEMBER 30, 2022 SEWER FUND Percent Received or Expended Actual Actual Variance - Based on Annual Thru Thru Favorable Actuals Thru Budget 09/30/21 09/30/22 (Unfavorable) 09/30/22 REVENUES User charges $ 2,171,780 $ 1,050,882 $ 1,092,286 $ 41,404 103.9 % Connection charges 8,250 192,464 2,490 (189,974) 1.3 Other 7,990 5,845 3,296 (2,549) 56.4 Interest earnings 3,200 (717) 6,688 7,404 -933.2 TOTAL REVENUES 2,191,220 1,248,474 1,104,760 (143,714) 88.5 EXPENSES Personnel expenses 474,950 290,793 336,238 (45,445) 115.6 Supplies and materials 16,500 9,769 12,507 (2,738) 128.0 Other services and charges 314,460 206,425 194,704 11,721 94.3 Wastewater charges 817,180 705,966 680,982 24,983 96.5 Depreciation 194,430 - - - N/A Capital expenses 164,380 51,038 367,111 (316,073) 719.3 Debt service 39,450 40,650 39,450 1,200 97.0 TOTAL EXPENSES 2,021,350 1,304,641 1,630,992 (326,351) 125.0 Bond Proceeds - - - N/A Transfers out 126,000 N/A EXCESS (DEFICIT) REVENUES OVER EXPENSES $ 43,870 $ (56,167) $ (526,232) $ (470,065) 936.9 % $2.50 Sewer Sales Comparison 0 $2.00 $1.50 $1.00 $0.50 Q1 Q2 Q3 Q4 -2020 533.31 466,578.34 910,516.36 1,864,971.38 -2021 171.53 518,240.72 1,050,881.97 2,104,021.86 -20221 702.03 544,045.08 1,092,286.43 CITY OF ARDEN HILLS, MINNESOTA STATEMENT OF REVENUES AND EXPENSES BUDGET AND ACTUAL FOR THE NINE MONTHS ENDED SEPTEMBER 30, 2022 SURFACE WATER MANAGEMENT FUND REVENUES User charges Other Interest earnings TOTALREVENUES EXPENSES Personnel expenses Supplies and materials Other services and charges Depreciation Capital expenses TOTAL EXPENSES Transfers out EXCESS (DEFICIT) REVENUES OVER EXPENSES Percent Received or Expended Actual Actual Variance - Based on Annual Thru Thru Favorable Actuals Thru Budget 09/30/21 09/30/22 (Unfavorable) 09/30/22 $ 929,000 $ 450,429 $ 475,895 $ 25,466 105.7 % - 21 100 78 465.8 1,450 3 3,109 3,106 112229.2 930,450 450,453 479,104 28,650 106.4 277,630 166,695 197,014 (30,318) 118.2 9,800 2,556 2,728 (172) 106.7 227,430 153,397 72,166 81,231 47.0 145,010 - - - N/A 172,100 3,872 - 3,872 0.0 831,970 326,520 271,907 54,612 83.3 74,000 - - - N/A $ 24,480 $ 123,934 $ 207,196 $ 83,263 167.2 % Surface Water Fees Comparison $1,000 $900 0 $800 $700 $600 $500 $400 $300 $200 $100 Q1 Q2 Q3 Q4 - 2020 - 218,659.60 437,094.74 876,148.29 - 2021 275.71 225,409.31 450,429.11 901,529.16 �2022 4,321.73 236,369.52 475,894.99 ATTACHMENT D CITY OF ARDEN HILLS, MINNESOTA PERMIT DATA FOR BUILDING, HVAC AND PLUMBING FROM PERMITWORKS SOFTWARE FOR THE NINE MONTHS ENDED 09/30/21 09/30/22 Building Permit Issued 302 310 Building Permit Fees 359,866 347,465 Building Plan Review Fees 204,021 164,769 TOTAL BUILDING FEES 563,887 512,234 Valuations of Projects 92,949,104 53,269,776 HVAC Permits Issued 210 193 HVAC Permit Fees 125,707 133,922 HVAC Plan Review Fees - 118 TOTAL HVAC FEES 125,707 134,040 Valuation of Projects 9,222,320 9,808,330 Plumbing Permits Issued 128 136 Plumbing Permit Fees 34,471 28,301 Plumbing Plan Review Fees - - TOTAL PLUMBING FEES 34,471 28,301 Valuation of Projects 2,431,262 1,928,623 TOTAL PERMITS ISSUED 640 639 TOTAL PERMIT FEES 724,064 674,574 TOTAL VALUATION OF PROJECTS 104,602,686 65,006,728 CONSENT ITEM — 7C 'It ,-flIj�EN HILLS MEMORANDUM DATE: October 24, 2022 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Julie Hanson, City Clerk SUBJECT: Annual Designation of Polling Places Budgeted Amount: Actual Amount: Funding Source: Council Should Consider Motions to approve, table, or deny the following: • Approving Resolution 2022-044 Designating 2023 Polling Places. All items need a simple majority for action unless otherwise noted. Background/Discussion Minnesota Law requires the governing body of each municipality to designate the locations of its polling places for the following election year. This designation must be done by resolution prior to December 31 and said resolution will be provided to Ramsey County per their request. Attachment A: Resolution 2022-044 Designating 2023 Polling Places Page 1 of 1 Attachment A -fiRZENHiLLs CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO.2022-044 A RESOLUTION DESIGNATING POLLING PLACES FOR THE 2023 STATE PRIMARY AND STATE GENERAL ELECTION WHEREAS, Minnesota Statutes 204B.16 requires the City Council to designate polling places for the upcoming year by resolution; and WHEREAS, changes to the polling places locations may be made at least 90 days before the next election if one or more of the authorized polling places becomes unavailable for use; and WHEREAS, changes to the polling place locations may be made in the case of an emergency when it is necessary to ensure a safe and secure location for voting; and NOW, THEREFORE, BE IT RESOLVED: That the City Council of Arden Hills hereby designates the following polling places for elections conducted in the city in 2023: Precinct 1 Presbyterian Church of the way 3382 Lexington Avenue N, 55126 Precinct 2 Anderson Center (Bethel University Satellite Campus) 2 Pine Tree Drive, 55112 Precinct 3 North Heights Lutheran Church 1700 W Highway 96, 55112 AND BE IT FURTHER RESOLVED, that the city clerk is hereby authorized to designate a replacement meeting the requirements of the Minnesota Election Law for any polling place designated in this Resolution that becomes unavailable for use by the City; AND BE IT FURTHER RESOLVED, that the city clerk is hereby authorized to designate an emergency replacement polling place meeting the requirements of the Minnesota Election Law for any polling place designated in this Resolution when necessary to ensure a safe and secure location for voting; Page 1 of 2 To view the final document, access adopted Resolutions via Arden Hills Public Laserfiche Weblink by visiting cityofardenhills.org and clicking on Archived Documents under Helpful Links on our main webpage. AND BE IT FURTHER RESOLVED, that the city clerk is directed to send a copy of this resolution and any subsequent polling place designations to the Ramsey County Elections Office. ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 24t" DAY OF OCTOBER 2022. ATTEST: Julie Hanson, City Clerk David Grant, Mayor Page 2 of 2 To view the final document, access adopted Resolutions via Arden Hills Public Laserfiche Weblink by visiting cityofardenhills.org and clicking on Archived Documents under Helpful Links on our main webpage. CONSENT ITEM — 7D 'It EN HILLS MEMORANDUM DATE: October 24, 2022 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Gayle Bauman, Finance Director SUBJECT: 2023 Curbside & Non -Curbside Recycling Fees Budgeted Amount: Actual Amount: N/A N/A Funding Source: N/A Council Should Consider Motion to approve, table or deny the following: • Resolution 2022-045 setting the 2023 Curbside and Non -Curbside Recycling Fees All items need a simple majority for action unless otherwise noted. Background Republic Services provides curbside recycling collection. The recycling budget is an enterprise fund that receives revenues from the annual household fee that is applied to the property taxes and from the SCORE grant provided by Ramsey County. The majority of the expenses are for the collection services provided by Republic Services. Since there are no other dedicated funding sources, the revenue must be balanced with the expenses. Discussion The per unit fee charged by Republic Services for curbside collection is expected to increase in May 2023 based on changes in the Consumer Price Index (CPI) from the Federal Reserve for the Upper Midwest. However, in the last two years we have seen an uptick in our revenue sharing agreement with Republic Services, which helps to offset the increase in expected cost. Based on the anticipated cost of the collection services and the expected revenue from the SCORE grant funds and revenue share, the annual fee for residents receiving curbside collection is proposed to remain the same as 2022 at $58.00. Staff is also proposing no increase in the annual fee for each housing unit that is not part of the curbside recycling program. The current fee is $3.50. This fee is applied to Cottage Villas, Hunters Park Condos, Parkshore Apartments, Arden Manor, E Street Flats, Arden Flats, Johanna Shores, New Perspectives and Round Lake Senior Living. Ramsey County requires recycling fees to be set by the end of November so they can add them to the upcoming year's property taxes. Budget Impact This information is included in the proposed 2023 budget. Attachments A. Resolution 2022-045 Page 1 of 1 "It -AI�)EN H1I,1,S CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO.2022-045 Attachment A RESOLUTION ESTABLISHING THE SERVICE FEE CHARGE FOR THE 2023 RESIDENTIAL CURBSIDE RECYCLING PROGRAM WHEREAS, the City of Arden Hills has an established curbside recycling program in place for Arden Hills residents; and WHEREAS, the City will continue the program into the year 2023; and WHEREAS, the City Council of Arden Hills has entered into a Joint Powers Agreement (JPA) with Ramsey County to assess residential property owners fees to support the recycling program; and WHEREAS, the City of Arden Hills wishes to continue this funding mechanism. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Arden Hills, Minnesota, that the funding rate for residential recycling for the year 2023 is hereby established at $58.00 per residential unit that is offered curbside recycling services, and $3.50 per residential unit that is not offered curbside recycling services. ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 24t" DAY OF OCTOBER, 2022. David Grant, Mayor ATTEST: Julie Hanson, City Clerk To view the final document, access adopted Resolutions via Arden Hills Public Laserfiche Weblink by visiting cityofardenhills. org and clicking on Archived Documents under Helpful Links on our main webpage. , AZEN HILLS MEMORANDUM DATE: October 24, 2022 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Republic Recycling Contract Extension Budgeted Amount: Estimated Amount: N/A Council Should Consider N/A Motions to approve, table, or deny the following: CONSENT — 7E Funding Source: N/A • Authorizing the City Administrator, Mayor, and/or City Attorney to enter into a contract extension with Republic Services from May 3, 2023 to May 2, 2024. All items need a simple majority for action unless otherwise noted. Background Republic Services has been the City's recycling hauler since 2015. The existing contract (Attachment A) is very favorable for the city and is set to expire in May. The City Council discussed this contract in 2020, and directed Staff to continue to bring the extensions forward for approval; the Council inquired if the City could approve a multi -year extension, but the contract is written so we can only approve it annually. The City has the opportunity to extend the contact one (1) more time after this extension. The existing terms and conditions of the contract will continue to apply with any extension. Budget Impact The proposed one (1) year extension will continue to utilize the fee structure as previously approved in the currently approved contract. Under the current contract, any rate increase shall not exceed 3 percent. Attachments Attachment A: Previously Approved Republic Services Contract Attachment B: Recycling Contract Extension Page 1 of 1 Attachment A CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS it �fi` I�EN HILLS CITY OF ARDEN HILLS CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Table of Contents 1. Term of Contract.....................................................................................................................2 2. Definitions...............................................................................................................................2 3. Scope of Work: General Provisions........................................................................................6 4. Operations................................................................................................................................ 8 5. Collection Services..................................................................................................................9 6. Collection Equipment............................................................................................................11 7. Employees.............................................................................................................................12 8. Indemnity.............................................................................................................................13 3 9. Insurance................................................................................................................................13 10. Payment and Performance Bonds/Letter of Credit................................................................14 11. Transferability of Contract....................................................................................................14 12. Reporting and Promotional/Educational Activities...............................................................15 13. Default and Termination........................................................................................................17 14. Payment for Base Collection Services..................................................................................18 15. Miscellaneous Provisions......................................................................................................21 Appendices Appendix A Map of Route Sectors by Collection Day Appendix B City Building(s) and Park(s) to be serviced by the Contractor CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page i CITY OF ARDEN HILLS CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS This Contract, is made and entered into this 23rd day of February, 2015, by and between the City of Arden Hills, a Municipal Corporation under the laws of the State of Minnesota (hereinafter called the "City") and Republic Services, Inc. a corporation under the laws of the State of Minnesota, having its principal place of business at 9813 Flying Cloud Drive, Eden Prairie, MN 55347 (hereinafter called the "Contractor"). WITNESSETH WHEREAS, the City requires the collection and proper management of recyclables within the corporation limits of the City; and WHEREAS, the Contractor is engaged in the business of collecting, processing, and marketing recyclables; and WHEREAS, the City released a request for proposals (RFP) for recyclables collection, processing, and marketing services on September 10, 2014; and WHEREAS, the Contractor (Republic Services) submitted a proposal in response to the City's RFP on October 17, 2014; and WHEREAS, the City desires to hire the services of the Contractor (Republic Services) and the Contractor (Republic Services) desires to provide the services to the City; and NOW, THEREFORE, IT IS AGREED BY AND BETWEEN BOTH PARTIES: That the Recycling Contact for Residential Recycling Services with Republic Services (Contractor) outlines the requested services by the City and costs for these said services for eligible Residential Dwelling Units (RDU) and Multi -Dwelling Units (MDU). CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 1 1. Term of Contract 1.1. This Contract shall commence on May 4, 2015, and shall remain in full force and effect through May 4, 2020, unless terminated in accordance with Section 13 of this Contract. 1.2. The City at its sole discretion may elect to extend the Contract for five (5), one (1) year increments or the City at its sole discretion may elect to extend the Contract for one (1), five (5) year extension. The terms and conditions of this Contract shall apply to any such Contract extension. Nothing in this Contract shall be interpreted to imply or infer that the City is committing to such extensions. 1.3. At least six months prior to the expiration of this Contract (or any extension period), the City shall notify the Contractor of its decision as to whether or not to exercise its extension option. The Contractor may request an early decision by the City for a contract extension by submitting a written request. 2. Definitions The following terms, whenever used in this Contract, shall have the meanings set forth in this Section unless otherwise limited or expanded elsewhere in this Contract. Aluminum Cans Disposable containers fabricated primarily of aluminum, commonly used for soda, beer, juice, water or other beverages. Aseptic Packaging Containers designed to maintain the sterility of a sterile (aseptic) product and Milk Cartons such as food. (e.g. gable -top milk cartons, juice boxes and aseptic packaging used for soup, broth, soy milk, etc. Base Collection The base level of recyclables collection services, which services are paid for Services by the City to the Contractor as specified in this Contract. Bulky Waste All large, bulky household materials which do not fit within a garbage cart, and include (but are not limited to) carpeting and padding, mattresses, chairs, couches, tables, appliances, electronics and car parts including wheels, rims and tires. Carrier Stock Paperboard coated with resins to resist moisture and used for containers to carry products such as beer, water and soft drinks. Carts The wheeled, lidded carts in which recyclable materials can be stored and placed for curbside collection as approved by the City. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 2 City The City of Arden Hills, Minnesota. Clothes and Towels, sheets, blankets, curtains, tablecloths, rags, and clothes including: Linens belts, coats, hats, gloves, shoes and boots which are dry, clean and free of mold, mildew and excessive stains. Collection Route A geographic area within the City determined by the City that will be Sector serviced by one or more collection vehicles within one, specified day each week and which may be used to measure collection progress. Collection Vehicle Any vehicle licensed and inspected as required by State and County and approved by the City for recyclables collection within the corporate boundaries of the City. Collection Hours The time period during which collection of recyclables is authorized by the City. Commodity Any individual material, including specific industrial grades of material. Contract Price for The amount of money per Residential Dwelling Unit (RDU) or Multi- Recyclables Dwelling Unit (MDU) charged by the Contractor to the City per the terms Collection Service and conditions of this Contract for costs attributable to the base recyclables collection service, including transport of these recyclables to the City - designated recycling center. Contractor Republic Services, Inc. County Ramsey County, MN Curbside That portion of right-of-way adjacent to paved or traveled City roadways. "Curbside" as used in this Contract shall be interpreted to include alleys. Curbside The collection of recyclables in accordance with this Contract, City Collection ordinances, and City guidelines regulating the placement of the same. Detailed The Contractor -established and City -approved truck travel patterns on the Collection Route City residential streets (e.g., start points, stop points, truck direction) within Plans each daily route sector. Door -Step The collection of household waste and recyclable materials at a RDU at a Collection point close to the dwelling unit, in lieu of curbside collection, for producers or occupants who have a documented physical infirmity and when there is not a person living in the dwelling that is able to move wastes to the curb. (Also referred to as "walk-up" service.) Dwelling Unit See Residential Dwelling Unit (RDU). CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 3 Field Route Audits Semi-annual counts of all eligible residential dwelling units served through actual field surveys (such as dwelling unit counts by recycling route). Glass Jars And Glass jars, bottles, and containers (lids/caps and pumps removed) that are Bottles primarily used for packaging and bottling of food and beverages. Holidays Any of the following: New Year's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day. HDPE Plastic bottles and non -bottle plastic containers made from high density polyethylene resin. Missed Collection The failure of the Contractor to provide collection service to an RDU subject to this Contract during collection hours on the scheduled day of collection. Multiple -Unit A building or a portion thereof containing five or more dwelling units. Dwellings (MDUs) Materials A facility in which recyclable materials are processed for marketing and Recovery Facility sale. The facility will conform to all applicable rules, regulations and laws (MRF) of the state, local or other jurisdictions. Paper Products Paper products include the following: newspapers including inserts (ONP); household office paper and mail; boxboard; carrier stock cardboard; old corrugated cardboard (OCC) including boxes for delivery and take out of pizzas; phone books; Kraft bags; and magazines/catalogs (OMG). Participation Rate Documentation of which specific households on a recycling route set out recyclable materials during one calendar month as a percentage of the overall number of eligible households. Plastic Food And Bottle and rigid plastic containers made of PET (plastic type #1), HDPE Beverage (plastic type #2), and PP (plastic type #5). Containers PET Plastic bottles and non -bottle plastic containers made from polyethylene terephthalate (e.g. soft drink, water, other bottles, deli clamshells, etc.). PP Containers made from polypropylene. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 4 Process Residuals The materials that cannot be recycled due to material characteristics such as size, shape, color, cross -material contamination, etc. which must be disposed as mixed municipal solid waste. Process residuals include (but are not limited to): bulky items, contaminants, sorted tailings, floor sweepings and rejects from specific processing equipment (e.g. materials cleaned from screens). Process residuals do not include materials that are normally processed and prepared for shipment to markets as commodities but which are of relatively low value because of depressed market demand conditions. Processing The sorting, volume reduction, baling, cleaning, containment or other preparation of recyclable materials delivered to the processing center for transportation or marketing purposes. Processing Fee Agreed upon unit fee allocated towards Contractor's cost of processing various types of recyclables. Producer Occupants of a RDU or MDU property who generate recyclable materials. Recyclable The current list of household recyclables established through guidelines Materials Or released under the authority of the City. The current list of recyclables, as Recyclables of the date of Contract Execution, includes: Newspaper and Newspaper Inserts; Magazines and Catalogs; Junk Mail and Envelopes; Cardboard; Office and School Paper; Phone Books; Cereal and Cracker -type boxes; Shoeboxes; Brown Paper Sacks/Bags; Aluminum, Steel and Tin Cans, Scrap Metal less than 3 feet in length; Glass Bottles and Jars, Plastic Bottles and Cups; Plastic Food Containers, Tubs, Bowls, Yogurt Cups and Margarine/Whip Cream Tubs; Plastic Milk Jugs and Paper Milk Cartons; Juice Boxes; and other Paper/Aseptic Cartons. Recyclables The collection of all recyclable materials properly set out by residents or Collection property managers from eligible RDUs or MDUs into specially identified recyclable carts. Collection shall also include transporting the recyclable materials to the City -designated recycling center where materials can be processed for the marketplace. Recyclables Carts Carts provided by the City for retaining recyclable materials for collection. Residential Any eligible, occupied single-family dwelling, duplex, triplex or fourplex Dwelling Unit within the City occupied by a person or group of persons. A RDU shall be (RDU) deemed occupied when water is being supplied thereto. Scheduled The day or days of the week (Monday through Friday) on which collection Collection Day by the Contractor is to occur, as specified in the Contract with the City, including Saturdays for weeks that include Holidays. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 5 Single -Stream (Also referred to as "single -sort recycling.") The recycling system whereby Recycling residents set out recyclables in one category without further sorting by residents and which materials are later processed at a central materials recovery facility, including sorting into their individual marketable commodities. Solid Waste Garbage, rubbish and other discarded solid materials (except animal waste used as a fertilizer), including solid waste materials resulting from industrial, commercial and agricultural operations, and from community activities. Solid waste does not include earthen fill, boulders, rock and other material normally handled in construction operations, solids or dissolved material in domestic sewage or other significant pollutants in waste resources, such as silt, dissolved or suspended solids in industrial waste water effluents, dissolved materials in irrigation return flows, or other common water pollutants. For purposes of this Contract, solid waste does not include recyclables, yard waste, source separated organics, bulky items, appliances or electronic waste. (Also referred to as "mixed municipal solid waste") Source Separated Food waste, non -recyclable papers, house plants, and other household Organics (SSO) organics designated by the City that, once separated by residents, may be recovered for composting or other forms of organics recovery. SSO does not include yard waste for purposes of this Contract. Steel Cans Metal containers fabricated primarily of steel and/or tin used to contain food or beverages. 3. Scope of Work: General Provisions 3.1. The work under the Contract shall consist of all the items contained in the Contract, including all the supervision, materials, equipment, labor, customer service operations, and all other items and functions necessary to complete such work in accordance with the Contract. 3.2. The City's RFP (including all addenda) and Contractor's proposal (including responses to City questions) are incorporated by reference into this final Contract. If there is any discrepancy between this final Contract and the City's RFP or the Contractor's proposal, this final Contract shall take precedence. 3.3. Recycling services will be provided to all RDUs, with opportunities for MDU buildings to "opt -in" to the service. Recyclables collection will occur weekly on Tuesdays for properties south of I-694 and weekly on Wednesdays for properties north of I-694. Appendix A includes a map of route sectors by collection day. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 6 3.4. The Contractor will acquaint itself with all pertinent City Ordinances and other City guidelines and comply with said ordinances and guidelines. 3.5. The Contractor has made its own examination, investigation and research regarding the proper method of doing the work, and all conditions affecting the work to be done (including street layout, alley layout, overhead obstructions preventing automated lifting of carts, other geography, daily route sector boundaries, etc.) and the labor, equipment and materials needed thereon, and the quantity of work to be performed (including the Contractor's own field verification of RDU and MDU estimates provided by the City), and the Contractor agrees that it has satisfied itself by its own investigation and research regarding all of such conditions, and that this conclusion to enter into the proposed Contract is based upon such investigation and research, and that it shall make no claim against the City because of any of the estimates, statements, or interpretations made by any official officer or agent of the City which may prove to be in any respect erroneous. The Contractor so assumes the risk of all conditions foreseen and unforeseen and agrees to complete the work without additional compensations under whatever circumstances may develop other than as herein provided. 3.6. Household recyclables collection service from eligible RDUs shall be performed exclusively by the Contractor. 3.7. The Contractor shall be obligated to protect all public and private utilities whether occupying public or private property. If such utilities are damaged by reason of the Contractor's operations under this Contract, it shall repair or replace same or, failing to do so promptly, the City shall cause repairs or replacements to be made and the cost of doing so shall be deducted from payment to be made to the Contractor. 3.8. In performing any actions or services under this Contract, the Contractor shall comply with any and all federal and state statutes, rules and regulations and any and all City and County ordinances and regulations pertaining to or regulating the provision of such services or actions, including those now in effect or hereafter adopted. Any violation of such statutes, ordinances, rules or regulations by the Contractor shall entitle the City to take appropriate corrective action. Any material violation by the Contractor shall entitle the City to terminate this Contract upon twenty-one (21) days written notice of termination to the Contractor except as provided elsewhere herein. Prior to exercising the right of termination, the City shall notify the Contractor in writing and consult with the Contractor in an effort to resolve the dispute. The Contractor may have up to twenty-one (21) days to cure a violation prior to the City's exercise of its termination right, provided that such an opportunity to cure is not in conflict with the provisions of the subject law, ordinance, rule, or regulation. However, the opportunity to cure shall not apply to subsequent and repeated violations of the same law, ordinance, rule or regulation. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 7 Amendments to existing regulatory laws, ordinances, regulations and enactment of new laws, ordinances and regulations shall not serve as justification for the Contractor to terminate its obligations hereunder, unless such changes make the completion of this Contract impossible. 3.9. No person shall be illegally excluded from employment rights in, participation in, or be denied the benefits of the program which is the subject of this Contract on the basis of race, religion, color, creed, sex, age, disability, handicapped status, national origin or any other protected class defined under the Minnesota Department of Human Rights and/or federal law. The Contractor agrees to undertake all efforts at reasonable accommodations as may be required by state or federal law. 3.10. The Contractor shall obtain all required licenses and permits to perform the Contract and promptly pay all fees required or taxes assessed by the City or any other Governmental agency. 3.11. Contractor agrees that no member, officer, or employee of the City shall have any direct or indirect interest in this Contract or the proceeds thereof. Violation of this provision shall cause this Contract to be null and void and Contractor will forfeit any payments to be made under this Contract. 3.12. Neither the Contractor nor the City shall be liable for the failure to perform their duties if such failure is caused by a catastrophe, riot, war, fire, act of God, power failure, flood, disaster or other similar contingency beyond the reasonable control of the City or the Contractor. Labor disputes do not constitute situations beyond reasonable control. 3.13. The laws of the State of Minnesota shall be used to interpret this Contract. 4. Operations 4.1. Collection of recyclables shall not start before 7:00 a.m. or continue after 6:00 p.m. Exceptions to collection hours shall be effected only by prior permission of the City. The Contractor shall request permission from the City for any exception first via telephone and then in writing to the City Recycling Coordinator with an explanation as to the reason for the exception request. 4.2. When a holiday falls on the day that recycling should normally be collected, each subsequent collection day will be delayed one day. For Example — if July 4 is on Tuesday, regular collection services that week will be Wednesday and Thursday. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 8 4.3. The Contractor's employees shall handle the carts with reasonable precautions to prevent spilling or scattering of recyclable materials. The Contractor shall replace all carts in an upright position and shall immediately clean up and dispose of any contents thereof which may be spilled, regardless of whether the spill occurred on public or private property. 4.4. If the Contractor fails to clean up any scattered or spilled material or leaked material or fluids from recycling trucks within three hours after oral or written notice (email is acceptable) from the City, the City may cause such work to be done and deduct the reasonable cost thereof from any payments due and owing the Contractor, in addition to any other remedies provided herein. 5. Collection Services 5.1. The recyclables collection service shall be provided every week from a 35-gallon, 64- gallon, 95-gallon or similar sized wheeled recycling cart(s). 5.2. Collection shall occur in the same location (i.e., at "curbside") and similar manner as household solid waste collection. 5.3. Recyclables "door -step" collection may occur for eligible residents who apply for and receive City approval. Eligible residents may be disabled or handicapped. There will not be an additional charge to residents who are entitled to "door -step" collection. 5.4. All occupants of RDUs in the City that set out recyclables for municipal collection shall be required to place their household recyclables in the City -supplied cart(s). 5.5. The current list of household recyclables is established under the authority of the City's Recycling Coordinator. The current list of recyclables as of the date of Contract execution are listed under the definition of "Recyclable Materials" in Section 2. This list may be amended by mutual agreement between the City and the Contractor. 5.6. All recyclable materials placed for collection by residents or management from eligible RDUs or MDUs shall remain the responsibility and ownership of the residents or property owner until picked up by the Contractor. The City requires that all collected recyclables must be delivered to the Contractor's MRF in a manner acceptable to Ramsey County. 5.7. Residential recyclables collected from the City under this Contract will be kept separate from other materials until delivery to the MRF. Residential recyclables generated in Arden Hills shall be weighed on Certified Truck Scales and the weights CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 9 reported to the City. The Contractor shall retain truck scale weight tickets for City inspection upon request for a period of at least three years. 5.8. The Contractor shall not landfill, incinerate or otherwise dispose of recyclable materials collected for recycling under this Contract without the specific, prior written approval of the City. 5.9. When requested by the City, the Contractor shall submit a plan for how the City may be able to add SSO to its residential curbside collection. This plan shall have specifics on added costs and collection methods/operations. The City shall have sole discretion to accept the SSO plan and/or to initiate negotiations with the Contractor to modify the plan, or reject the plan. 5.10. Cart Ownership and Management 5.10.1. The City shall own the recycling carts. 5.10.2. The Contractor shall be responsible and pay for all aspects of cart management and operations including (but not limited to), receiving, assembly, distribution (aka new cart "roll out"), management of excess cart inventory, (i.e., provide "warehouse" and inventory control services), cart switches/replacements, cart maintenance, repair or replace damaged carts, and manage all aspects of warranty repairs. Contractor shall deliver 64 gallon carts to all RDUs and exchange with other sizes as requested within one week of a valid request. 5.10.3. The Contractor shall serve as the City's agent for purposes of implementing cart warranty service and replacements. The Contractor will make its best efforts to help assure eligible cart warranty repairs and replacements are paid for by the cart manufacturer and not the City. 5.10.4. The Contractor's cart distribution services shall include both the initial cart rollout and ongoing cart replacements (i.e. new customers, service changes, replacement of damaged containers, etc.) during the term of the Contract. 5.10.5. Damaged carts and old recycling bins that are not reusable must be recycled. All costs incurred in recycling old curbside bins and new carts damaged beyond repair shall be the responsibility of the Contractor at no additional cost to the City. Residents may be allowed to keep their City - provided recycling bin for other uses. 5.11. Recyclable and Solid Waste collections from City Buildings and Parks 5.11.1. The Contractor shall provide recycling and solid waste collection services at the City owned and operated buildings and parks as listed in Appendix B. 5.11.2. Collection services shall be extended to all new City owned buildings and parks created during the term of the contract. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 10 5.11.3. The Contractor shall provide the recycling and solid waste services at no additional cost to the City. The cost of these collections from City buildings and parks shall be factored into the Contractor's base contract price for residential collections. 5.11.4. The Contractor shall provide containers necessary for said services including, but not limited to dumpsters. 5.12. Customer Service 5.12.1. The Contractor shall maintain throughout the duration of the Contract a designated single contact who is located in Minnesota and who has sufficient authority to resolve issues when officially notified by City staff. 5.12.2. The Contractor shall provide responsive, friendly customer service at all times including interactions with residents by drivers/crews on the collection route, on the phone, emails, web sites, and other forms of communication. 5.12.3. In the case of alleged missed collections, the Contractor shall investigate, and, if such allegations are verified, the Contractor shall then arrange for the collection of the recyclable materials no later than 6 p.m. the following business day. 5.12.4. The Contractor shall establish and maintain an office or call service with continuous supervision to accept complaints and customer calls. The office shall be in service during the hours of 8:00 a.m. until 5:00 p.m. Central Standard Time on all days except Saturday, Sunday and legal holidays. The call service shall be available from 8:00 a.m. to 12:00 (noon) on Saturdays. The address and toll free telephone number of such office shall be posted on the City's web site. 6. Collection Equipment 6.1. When collecting recyclables under this Contract the Contractor shall use separate collection vehicles for recyclables. 6.2. It shall be the Contractor's sole responsibility to comply with all road weight restrictions. The Contractor shall immediately inform the City of any notices of exceeding such restrictions. The City retains the right to inspect and/or weigh the Contractor's trucks at any time. 6.3. All vehicles shall be kept in a clean and sanitary condition; and all collection vehicles shall be cleaned with pressurized hot water at least once a month. It may be necessary to wash these vehicles more often to improve the appearance of the vehicle, eliminate or control insect infestation, and to control odor, if so directed by the City. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 11 6.4. The vehicle bodies shall be painted and numbered, and shall have the Contractor's name and telephone number painted in letters of a contrasting color, at least four (4) inches high or easily readable under normal conditions. 6.5. The trucks shall be maintained in good working order. They shall be equipped to meet all federal, state and municipal regulations concerning vehicles used on City streets and alleys and maintained to meet these standards. 6.6. All vehicles shall be equipped with the safety equipment as required by any local, state or federal laws. 7. Employees 7. l . All employees shall be competent and skilled in the performance of the work to which they may be assigned. Failure or delay in the performance of this Contract due to the Contractor's inability to obtain employees of the number and skill required shall constitute a default of the Contract. 7.2. The employees shall not use loud or profane language, shall be courteous at all times (arguing will not be tolerated) and shall perform their work as quietly and quickly as possible. 7.3. The employees (and vehicles) shall not drive over private property unless requested by property owners. 7.4. The City or its authorized agent may inspect the work performed for compliance with the Contract. The Contractor shall furnish all reasonable assistance required by the City or its representative for the proper inspection of the Contractor's premises, facilities, equipment and the MRF to which the City's recyclables are taken. 7.5. The Contractor shall maintain, separate from all other records and accounts, complete records and an accurate ledger of accounts of all revenues and expenses relating to the collection of the City's recyclables. Such records and accounts shall, at all reasonable times, be open to inspection by the City and its agents. With reasonable notice, the City shall have the right to audit any portion of the Contractor's records relating to services provided under this Contract. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 12 8. Indemnity 8.1. The Contractor shall indemnify, keep and save harmless the City and its respective officers, agents and employees against all suits or claims that may be based upon any injury or damage to persons or property that may occur, or that may be alleged to have occurred, in the performance of this Contract by the Contractor, whether or not it shall be claimed that the injury was caused through an negligent act or omission of the Contractor, its employees, it subcontractors or their agents or in connection with any claim based on lawful demands of subcontractors, workers, or suppliers; and whether or not the persons injured on whose property was damaged were third parties, employees of the Contractor or employees of an authorized subcontractor; and the Contractor shall, at its own expense, defend the City in all litigation, pay all attorneys' fees and all costs and other expenses arising out of the litigation or claim or incurred in connection therewith; and shall, at its own expense, satisfy and cause to be discharged such judgments as may be obtained against the City, or any of its officers, agents or employees. 8.2. When requested by the City, the Contractor shall submit satisfactory evidence that all persons, firms or corporations who have done work or furnished supplies under this Contract, for which the City may become liable under the laws of the State of Minnesota, have been fully paid or satisfactorily secured. In case such evidence is not furnished or is not satisfactory, an amount may be retained from compensation due the Contractor, which will be sufficient in the opinion of the City's Attorney, to meet all claims of the persons, firms, and corporations as aforesaid. Such sum shall be retained until the liabilities are fully discharged or satisfactorily secured. 9. Insurance 9.1. The Contractor shall provide and maintain in full force and effect during the entire term of this Contract, regular Contractor's Public Liability Insurance, with the City as an additional insured, providing for a limit of not less than Two Million Dollars ($2,000,000.00) for all damages arising out of bodily injuries or death of one person, and subject to that limit for each person, and regular Contractor's auto, property damage liability insurance providing for a limit of not less than Five Hundred Thousand Dollars ($500,000.00) for all damages arising out destruction of property in any one accident, and subject to that limit per accident. The Contractor shall also provide workers' compensation insurance and employers' liability insurance as required by law. Policies or coverage required shall be updated as necessary to meet at least the amounts specified in Minn. Stat. § 466.04 for each year of the Contract. Contractor shall provide Environmental Impairment Liability (Pollution Legal Liability) for sudden and non -sudden (gradual) pollution occurrences covering all facilities and equipment owned and used by Contractor, or its agents or employees. Limits of liability shall be no less than $5,000,000 for each occurrence and $5,000,000 aggregate, and shall continue for a two year period following termination of this Agreement. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 13 Such policies shall provide for ten (10) days' notice to the City of any change, cancellation, or lapse of such policy. The Certificates of Insurance shall name the City as an additional insured, and state that the Contractor's coverage shall be the primary coverage in the event of a loss. Acceptance of the insurance by the City shall not relieve, limit or decrease the liability of the Contractor. The Contractor shall further guarantee and save harmless and indemnify the City of and from any and all loss, damage, claims, suits, judgments and recoveries which may be asserted, made or may arise or be had, brought or recovered against the City by reason of any of the foregoing claims except such as are caused by the existence of the disposal sites at the locations specified or contemplated in the Contract; and that it shall immediately appear and defend the same as its own cost and expense. Prior to the effective date of this Contract, the Contractor shall file a copy of such policies with the Recycling Coordinator. 10. Payment and Performance Bonds/Letter of Credit 10.1. Before the Contract shall be valid or binding against the City, the Contractor shall provide both a Payment Bond and a Performance Bond to the City of Arden Hills for the use of said City, and also for the use of anyone who may perform or cause to be performed any work or labor, or furnish or cause to be furnished any skill, labor, equipment, or materials in the execution of such Contract, which bonds shall be signed by the Contractor and shall be in the amount of fifty (50) percent of the yearly Contract amount. The Bonds shall at all times be kept in full force and effect. The Bonds or Letters of Credit shall be approved by the City Attorney and filed with the City Clerk or designee. 10.2. The conditions of the Bonds or Letters of Credit shall be that the Contractor shall fully and faithfully perform all conditions of the Contract and these specifications; shall pay anyone who may perform or cause to be performed any work or labor, or furnish or cause to be furnished any skill, labor, equipment or material in the execution of such Contract; and such Bonds or Letters of Credit shall provide the full amount thereof and shall be forfeited upon the Contractor's failure to comply therewith. 11. Transferability of Contract 11.1. Other than by operation of law, no transfer or assignment of the Contract or any right accruing under this Contract shall be made in whole or in part by the Contractor without the express written consent of the City. In the event of an assignment, the Contractor shall act as a guarantor of the assignee's satisfactory performance of all Contractual obligations. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 14 12. Reporting and Promotional/Educational Activities 12.1. Monthly and Annual Materials Reports. Monthly reports and annual reports regarding the City's recycling program will be submitted to the City. At a minimum, the monthly reports should include the following information: 12.1.1. Total number of stops collected, total number of possible stops (set out numbers). 12.1.2. Gross amounts of materials collected, by recyclable material (in tons). 12.1.3. Net amounts of materials marketed, by recyclable material (in tons). 12.1.4. Amounts of materials stored, by recyclable material (in tons), with any notes as to unusual conditions. 12.1.5. The markets used for the sales of each of the recyclable commodities during that month. 12.1.6. The amounts of process residuals disposed (in tons) and the location(s) of disposal facility. 12.1.7. Revenue share credits back to the City, with the calculations by which those credits were determined. 12.1.8. Customer information collected on routes: 12.1.8.1. The locations of damaged and replaced carts. 12.1.8.2. Addresses that do not participate in the recycling program. Monthly reports shall be due to the City by the 15th day of each month subsequent to the month of the report. The first monthly report in 2015 shall be due on June 15, 2015. Annual reports shall be due by January 15 and shall be a compendium of the previous monthly reports with an annual summary of trends. The annual report will include recommendations for continuous improvement in the City's recycling program (e.g., public education, multi -unit recycling, etc.). 12.2. Customer Relations Report. The City will be provided with 12.2.1. A quarterly list of all customer complaints, including a description of how each complaint was resolved. 12.2.2. The number, address and results of the Annual Cart Checks. Annual Cart Checks are completed by looking inside the cart of 100 residential properties to check for contaminants. 12.2.3. A quarterly list of all missed pickups reported to the Contractor. Quarterly reports shall be due the 15th of the months of February, April, July and October, with the 2015 quarterly reports beginning in July. Annual reports shall be due by January 15th of each year. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 15 12.3. Annual Performance Review. Meeting to Discuss Recommendations for Continuous Improvement. The City shall schedule an annual meeting to include (but not be limited to): 12.3.1. Review annual report, including trends in recovery rate and participation. 12.3.2. Review efforts made to expand recyclable markets. 12.3.3. Review performance based on feedback from residents. 12.3.4. Review recommendations for improvement in the City's recycling program, including enhanced public education and other opportunities. 12.4. Promotional/Educational Activities 12.4.1. The Contractor and the City shall work together in the preparation and distribution of educational materials to insure accurate information and program directions. The Contractor shall pay for the annual design, printing and mailing of a curbside program flyer with an additional 200 fliers to be placed at City Hall. The flyer shall be approved by the City in writing prior to printing or distribution. The flyer shall be delivered to homes no later than January 31 of each year. 12.4.2. The publicity and promotion program may include articles for City newsletters, public appearances, provision of information for local environmental groups, or attendance at public events sponsored by the City. The Contractor shall at a minimum provide one (1) newsletter article per year. The Contractor is encouraged to develop new public education and outreach materials each year. 12.4.3. The Contractor will work with the City to prepare guidelines for residents of eligible RDUs and MDUs with recycling instructions. 12.4.4. Each year by January 31 st, the Contractor shall send a mailing to each residential property that is served by the Contractor with a specific list of instructions for sorting recyclable materials and setting out recycling carts. 12.4.5. The yearly mailing will include instructions for residents of eligible RDUs to have their recyclables carts set out to curbside by 7:00 a.m. on their designated recycling collection day. 12.4.6. The Contractor shall conduct its own promotions and public education to increase participation. The Contractor shall submit a draft of any public education literature for approval by the City at least one month before printing and release of any such literature. 12.4.7. The annual work plan shall include initiatives to improve the City's recycling program. These initiatives may include (but are not limited to) expansion of materials collected, voluntary expansion to businesses, effective education of residents with measurement, community involvement, outreach to low participating communities, and outreach using electronic communications including e-mail reminders and apps. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 16 13. Default and Termination 13.1. If the work to be done under this Contract is abandoned by the Contractor; or if this Contract is assigned by it without the written consent of the City Council; or if the Contractor is adjudged bankrupt; or if a general assignment of assets is made for the benefit of the Contractor's creditors; or if a receiver is appointed for the Contractor of any of its property; or if, at any time, the City determines that the performance of the work under this Contract is being unnecessarily delayed or that the Contractor is violating any of the conditions of this Contract, or that it is executing the same in bad faith or otherwise not in accordance with the terms of this Contract, then the City may serve written notice upon the Contractor and its surety of the City's intention to terminate this Contract. 13.2. Unless within twenty-one (21) days after the servicing of such notice, a satisfactory arrangement is made for continuance, this Contract shall terminate and the Contractor and its surety shall be liable to the City for all costs. 13.3. The City May Withhold Payments or Performance Bond. In the event of Contractor's default under the terms of this Contract, all payments due the Contractor shall be retained by the City and applied to the completion of the Contract and to damages suffered and expenses incurred by the City by reason of such default, unless the surety on the performance bond shall assume the Contract, in which event all payments remaining due the Contractor at the time of default, less amounts due the City from the Contractor and less all sums due the City for damages suffered and expense incurred by reason of such default shall be due and payable to such surety. Thereafter, such surety shall receive monthly payments equal to those that would have been paid to the Contractor had such Contractor continued to perform the Contract. 13.4. Liquidated Damages 13.4.1. The imposition of liquidated damages is not a penalty, but recognition of the difficulty of ascertaining the damages resulting from certain types of performance breaches. The assessment of liquidated damages shall be at the reasonable discretion of the City and shall be in lieu of other remedies, if imposed. 13.4.2. The City may deduct the full amount of any liquidated damages from any payment due to the Contractor, but any liquidated damages not so deducted shall remain the obligation of the Contractor and be payable to the City on demand. 13.4.3. The City may assess liquidated damages in lieu of other remedies available to the City for breach of the Contract or violation of the City's ordinances. Failure to impose liquidated damages for lack of performance shall not constitute a waiver of the City's other rights and/or CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 17 remedies under either the Contractor or the City's ordinances or any subsequent failure of performance. 13.4.4. The Contractor shall be liable to the City for liquidated damages, in the amount of $75.00 for the first incident, $100.00 for the second incident and $200.00 per incident thereafter; upon determination by the City that performance has not occurred consistent with the following provisions of the Contract: 13.4.4.1. Failure to pick up missed collections by 6:00 p.m. on the day following scheduled collection day. 13.4.4.2. Failure to complete City-wide or route -wide collection by 6:00 p.m. on the scheduled collection day, unless prior approval is received by the City. 13.4.4.3. Failure to adequately address legitimate complaints, whether submitted by residents or the City. 13.4.4.4. Failure promptly to clean up any spills or leaks caused by the Contractor. 13.4.4.5. Failure to clean up scattered or spilled material spilled by the Contractor within three hours of written or oral notice from the City. 13.4.4.6. Disposal of recyclables by the Contractor in a landfill, resource recovery facility or other disposal facility without receiving prior written City permission. 13.4.4.7. Failure to adhere to other collection restrictions and requirements set forth in the Contract. If the Contractor has violated or failed to follow collection restrictions or requirements in general, the City may treat each violation or failure as a separate incident for the purpose of calculating liquidated damages. 13.4.4.8. Failure to request and obtain permission from the City for collecting on the residential routes earlier than 7 a.m. or later than 6 p.m. 14. Payment for Base Collection Services 14.1. The City shall be responsible for invoicing and collecting the utility rate fees from all eligible RDUs and MDUs receiving collection services. 14.2. The City may give the Contractor oral notice of discontinuation of service to RDUs or MDUs, promptly followed by written confirmation of the order. Upon reinstatement of service at the RDU or MDU by the City, the Contractor shall resume collections on the next scheduled collection day. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 18 14.3. The Contractor shall bill the City for any collection services rendered to mutually agreed -upon, eligible RDUs and MDUs according to the collection service Contract prices set forth in this Contract. The Contractor shall invoice the City on a monthly basis within ten (10) days following the end of each month in a format to be specified by the City. The Contractor shall itemize applicable charges by county, state or federal agencies. 14.4. The City shall pay the Contractor within 35 days after receiving and approving the invoice from the Contractor. The City's payment to the Contractor shall be based on the approved invoice and the collection service Contract prices set forth in this Contract. The Contractor shall be entitled to payment for services rendered provided an approved invoice is submitted to the City pursuant to the terms of this Contract regardless of whether or not the City collects the utility rate fee from the specific RDU or MDU for such services. However, the Contractor shall not be entitled to receive payment for dwelling units for which the Contractor has received notice from the City of discontinuance of service. The City shall be entitled to offsets in its payments to Contractor amounts for Contractor errors or omissions as specified in the Liquidated Damages Section 13. 14.5. The City will compensate the Contractor through the base Contract prices set for recyclable collection services for RDUs. Commencing May 4, 2015, the base Contract prices will be: Recyclables Collection shall be $3.03 per eligible RDU per month for weekly recycling service. Eligible RDUs with more than one (1) cart will be charged an additional fee of $2.00 per household per month per cart. 14.6. City will compensate the Contractor through the base Contract prices set for recyclable collection services for MDUs. Commencing May 4, 2015, the base Contract prices will be: Recyclables Collection shall be $55.00 per eligible MDU per month for each four yard container serviced once per week or $4.25 per eligible MDU per month for each 65 gallon cart serviced once per week. 14.7. The City shall provide a count of eligible RDUs and MDUs by January 1 of each year. These annual counts may include additional RDUs and MDUs added due to new development, redevelopment or other such changes. 14.8. The Contract price will be multiplied by the total number of RDUs and MDUs as determined by the City to result in the monthly payment amount to Contractor. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 19 14.9. Annual Contract Price Increase The City agrees that the price per residential dwelling unit will increase each year by the Consumer Price Index for the Upper Midwest as determined by the Federal Reserve Bank of Minneapolis or by three (3) percent, whichever is less. The price change shall go into effect on May 4 of each year. The City will notify the Contractor by the last week of January of the compensation rate for the subsequent contact year. 14.10. Processing Fees and Revenue Share 14.10.1. The processing fee for all recyclable material commodities shall be $66.00 per ton. The city agrees that the processing rate will increase each year by the Consumer Price Index for the Upper Midwest as determined by the Federal Reserve Bank of Minneapolis or by three (3) percent, whichever is less. The price change shall go into effect May 4 of each year. The City will notify the Contractor by the last week of January of the compensation rate for the subsequent contact year. 14.10.2. The Revenue Share on all commodities shall be split between the City and the Contractor at a rate of 80% (City) and 20% (Contractor). 14.10.3. The revenue will be calculated by multiplying the tons of individual materials collected, times the agreed upon material price. Total revenue shall be calculated by adding all of the revenue generated for each of the materials collected and processed. Contractor shall guarantee a minimum price on all materials of $0.00 per ton. If a particular material price is negative, a price of $0.00 per ton shall be used. 14.10.4. Processing fee will be calculated by multiplying the tons of individual materials collected by the agreed upon processing fee as described in Section 14.10.1. Total Processing Fees will be calculated by adding all of the processing fees generated for each of the materials collected and processed. 14.10.5. Revenue share received by the City will be calculated by subtracting the Total Processing Fee from the Total Revenues. If the remainder is positive, that number represents the revenue that shall be split between the City and the Contractor 80% (City) and 20% (Contractor). 14.11. Annual Residual Waste Evaluations. A load evaluation shall be made in the presence of both parties on a date mutually agreed upon to validate or re-establish the residual percentages used in the payback matrix. The annually validated and agreed upon percentage will be used until the next annual review. The City of Arden Hills and Republic Services agree that the commodity percentages listed on the Revenue Share Matrix are a reasonably accurate approximation of the percentages of each commodity of Recyclable Materials. The Revenue Share Matrix will be updated monthly by the actual percentages of residential single stream material shipped by Republic that month and the agreed upon residual percentages. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 20 14.12. Change in Law Provision. The City and Republic Services agree that any change in law that materially affects the performance or pricing of the agreement will be reviewed within 30 days of such law taking affect. Both the City and Republic Services agree that following the review the parties will negotiate in good faith to return this agreement to substantially similar terms, conditions, or pricing that were present prior to change in law. 15. Miscellaneous Provisions 15.1. In the event that any provision or portion thereof of any Contract Document shall be found to be invalid or unenforceable, then such provision or portion thereof shall be reformed in accordance with the applicable laws. The invalidity or unenforceability of any provision or portion of this Contract shall not affect the validity or enforceability of any of the remaining provisions or portions of the Contract. 15.2. Any notice or demand required herein shall be in writing and shall be effectively made if delivered to either party in person or, if mailed, sent by certified mail as follows: To the City of Arden Hills at 1245 West Highway 96, Arden Hills, MN 55112; and to the Contractor at 9813 Flying Cloud Drive, Eden Prairie, MN 55347; or to such other address as either party may furnish the other in writing. Any change must be agreed upon by both parties in writing. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 21 IN NVITNESS NV IF.ItF,O , the hartics hcrctci ha%T causal this instrument tO be dLII%' executed Of it one ( I ) year extension oil this 12 "' clay cal' November 2019. CITY OF AIZUF.N IIILLti, MN: DAVID GRANT. N AYOR DAVE I'I•:RRAULT. CITY ADMINISTRATOR 13), .101:1..1AMNIK. CITY XF1'ORN1::Y Itl.l'l 131.1(' ti1;ItN'IC'h,S INC.: Appendix A Map of Route Sectors by Collection Day (Tuesdays for properties south of 1-694 and on Wednesdays for properties north of 1-694) Base Map E�N HILLS ........ y_.w—.. 0 MD 100 t05014M Fed �e.9i ry tea. mi��nmarn = CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 23 Appendix B City Facilities to be serviced by the Contractor. *City Hall and 14 City Parks (Park Recyclables may be collected from a central location as determined by the Public Works Department) e 1 9 1 1ZF 1yF a ! 8 � 3 p° ■ a • 1 J. City of Arden Hills Parks and Trails System N �°'�'" sm imo ism aom cen •ugul3s.3oi0 — •\•R�dfi•u ..arain5.xsrv.mm�°ra CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 24 Attachment B IN WITNESS WHEREOF, the parties hereto have caused this instrument to be duly executed of a one (1) year extension on this 24 h day of October, 2022. CITY OF ARDEN HILLS, MN: IM DAVID GRANT, MAYOR M. DAVE PERRAULT, CITY ADMINISTRATOR APPROVED AS TO FORM: IM JOEL JAMNIK, CITY ATTORNEY REPUBLIC SERVICES, INC.: IM ITS CONSENT — 7F ,— AZEN HILLS MEMORANDUM DATE: October 24, 2022 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Resolution 2022-046 Authorizing the Application for Recycling SCORE Grant Funds from Ramsey County for 2023 Budgeted Amount: Estimated Amount: Funding Source: N/A N/A N/A Council Should Consider Motions to approve, table, or deny the following: • Resolution 2022-046 Authorizing the Application for Recycling SCORE Grant Funds from Ramsey County for 2023. All items need a simple majority for action unless otherwise noted. Background The City is eligible to apply for grant money from Ramsey County's recycling SCORE grant program for 2023. Grant funds can be used to offset the cost of the City's recycling program, including administration, equipment, and collection costs. In the past, the City has primarily used the funds to offset collection costs and the annual spring and fall community Cleanup Day costs. The County requires a resolution from the City Council to authorize the application for the SCORE grant. The 2023 grant allocation for Arden Hills has a base amount of $24,479, with the possibility of additional funding. The City annually budgets for increases in the recycling budget. Proposed 2023 recycling fees will also be on the City Council agenda for approval. The budget for the City's recycling program in 2022 was $177,290. The $24,479 in SCORE grant money offsets approximately 14% of the base cost of the residential recycling program. Revenue share from the recycling hauler also plays a role in reducing the base cost of the recycling program. Recycling fees, which are Page 1 of 2 assessed to each participating residential property, cover the remaining portion of the recycling budget. Budget Impact The SCORE grant provides a partial funding source for the City's recycling program and helps offset costs to the City and its residents. Attachments Attachment A: Resolution 2022-046 Page 2 of 2 Attachment A -AFQEN xu.Ls CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 2022-046 RESOLUTION AUTHORIZING APPLICATION FOR RECYCLING SCORE GRANT FUNDS FROM RAMSEY COUNTY FOR 2022 WHEREAS, the City of Arden Hills is eligible to apply for SCORE recycling grant funds from Ramsey County; and WHEREAS, such funds would assist in continuing and improving the City's recycling program for the year 2023. NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Arden Hills, Minnesota: That the City Administrator or designee be authorized to apply for such grant funds for the year 2023. PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 24t" DAY OF OCTOBER, 2022. DAVID GRANT, MAYOR ATTEST: JULIE HANSON, CITY CLERK To view the final document, access adopted Resolutions via Arden Hills Public Laserfiche Weblink by visiting cityofardenhills.org and clicking on Archived Documents under Helpful Links on our main webpage. CONSENT ITEM — 7G ,-ARZEN HILLS MEMORANDUM DATE: October 24, 2022 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: David Swearingen, P.E. Public Works Director / City Engineer SUBJECT: 2023 Capital Equipment Replacement — Unit 211 Crane Truck Budgeted Amount: Actual Amount: Funding Source: $100,000 (net) $122,205 Equipment Replacement Fund (2023 CIP) (After estimated auction) Council Should Consider Motions to approve, table, or deny the following: • 2023 purchase of a 2023 F450 Regular Cab 4x4 7.3L Gas Truck equipped with a service body, hydraulic crane and hydraulic tool circuit in the amount of $122,205 All items need a simple majority for action unless otherwise noted. Background/Discussion The 2023 Capital Improvement Plan (CIP) includes replacement of Unit 211, F-450 Crane Truck. At the June 20, 2022 Work Session, Council discussed the 2022 CIP Equipment Purchases. Through discussion Council noted recent delays for materials and equipment deliveries due to supply -chain issues nationwide. Council requested that staff look into preparing 2023 CIP purchases, specifically Unit 211, as soon as feasible. Public Works staff received quotes to build a new crane truck to replace Unit 211. The cab and chassis price is approximate, quotes will not be available until October 27, 2022 and will need to be ordered between the dates of November 71h — 10th, 2022. This is the only order window Ford is offering for the 2023 model year for State -Contract pricing and would be locked in without any increases next year if approved. Page 1 of 2 2023 F450 Regular Cab 4x4 7.3 L Gas: $70,000 approx. Custom Truck- Service Body, Hyd Crane, and hyd tool circuit: $72,205 Purple Wave Auction Estimate for 85211: $20,000 - $25,000 Total Cost: $117,205 - $122,205 Staff recommends replacement of Unit 211, F-450 Truck, with a 2023 F450 Regular Cab 4x4 7.3L Gas. This particular truck is equipped with a hydraulic crane and is used when performing routine maintenance and emergency lift station work. This truck and equipment are critical to Public Works operations and reliability is a major concern. The total estimated cost for the equipment, after auction, is $117,205 to $122,205 (estimating $20,000-$25,000 in proceeds on sale of Unit 211). Budget Impact The Capital Improvement Program for equipment purchases includes a budget of $120,000 with an estimated trade in value of $20,000 for a net cost of $100,000 for replacement of Unit 211 in 2023. Attachments Attachment A: Crane Truck Equipment and Attachments Quote Page 2 of 2 Cl � O w w O maw W A Ln A a 00 o"z AwA a x d � M N n cn 0 VV z Z z�z W W Q t4 FOB' ¢ A ti A F a A 6 F Cc) d X 6Uwf� '"Sw'�O'�a''oxo �Mlza W 0-wwwc4w�'''O� j3F Z�>�Cd tgV�F06J� d V w 0 �E �F--,o WQAw="� G4 aid¢ WFg' z0.vu At4Ad� AE-� W OF U ..o�xxz�� wz �d _>g� w�U �` qUq .. a W O v W zap 0Ez Q z° z d W a Attachment A z Q °C u� V O O w O O O a O a F. A W O w ¢ A A z w > Ap w a V E F a a O [a EW-z zwOW �`z''� o� A ,Wa Q d W C W VO'A z - z o Z o a o V Z i LL A U' w� `g LL j 0 m to -j E � m � w~ LL o 3 oN vv C= f2 3 oU LL D > g LL aE O o LL ,Ln-i N m v n L) W OO w° O m H g m O a YJ U� +� Q N o a CONSENT ITEM — 7H ,-ARZEN HILLS MEMORANDUM DATE: October 24, 2022 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Jessica Jagoe, Community Development Director SUBJECT: Planning Case #22-018 — Ramsey County Sheriff's Department, Conditional Use Permit Amendment and Site Plan Review, 1411 Paul Kirkwold Drive Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider Motions to approve, table, or deny the following: • Resolution 2022-047 for a Conditional Use Permit Amendment and Site Plan Review for the Ramsey County Sheriff's Department at 1411 Paul Kirkwold Drive based on the findings of fact and the submitted plans as amended by the three (3) conditions in the October 24, 2022, Report to the City Council. This item requires a simple majority. Background 1. Overview of Request The Applicant is proposing to install security perimeter fencing, vehicle gates, and two parking lot additions at the property located at 1411 Paul Kirkwold Drive. The proposed fencing includes a 6- foot tall decorative metal fencing with spikes along Paul Kirkwold Drive and a 6-foot tall vinyl coated chain link fence with three strand barbed wire along Highway 96 W. The Applicant is also proposing two parking lot additions with a total of 23 stalls. 2. Site Data Future Land Use Plan: Public and Institutional Existing Land Use: 1. Institutional Zoning: CC - Civil Center District Size: 35 Acres Page 1 of 7 Ramsey County owns the approximately 35-acre (1,524,600 SF) parcel located on the northwest corner of Highway 96 and Hamline Avenue. The property is zoned CC — Civic Center District and is guided as Public and Institutional in the 2040 Land Use Plan. The Subject Property neighbors other Institutional uses on the north, east, and west and residential and commercial uses to the south. 3. History of Subject Property The Ramsey County Public Works Facility was originally approved under a Conditional Use Permit (then called a Special Use Permit) in Planning Case #03-008. The Ramsey County Sheriff Station was approved through Planning Case #03-026, the first of two CUP Amendments issued for expansions to the existing facility. The following planning cases have been reviewed since the original CUP was adopted: Planning Case Application Request CC Action 03-008 Conditional Use Ramsey County Public Works 4/28/2003 (A) Permit Facility 03-026 Conditional Use Ramsey County Sheriff Patrol 10/27/2003 (A) Permit Amendment Station Conditional Use Construct an Oil Collection 04-019 Permit Amendment Facility and Seasonal Hazardous 2/28/2005 (A) Waste Collection Site -010 F Variance (Sign Monument Sign (105 Square Feet) 5/9/2005 (A) Standard Adjustment Page 2 of 7 Plan Evaluation Chapter 13, Zoning Code Review 1. 1325.05 — Design Standards, Subd. 4 — Screening, Section D — Fence Regulations o No above grade fence shall have barbs or spikes or be of metal construction, which is charged or connected with electrical current within any district of the City. These fencing types shall only be permitted through a Conditional Use Permit. The Applicant is proposing a perimeter fence that includes barbs and spikes for security purposes at the Subject Property. The proposed fencing includes a 6-foot tall decorative metal fencing with spikes along Paul Kirkwold Drive (8001f) and a 6-foot tall vinyl coated chain link fence with three strand barbed wire along Highway 96 W. (1,1101f). Planning staff did confirm the proposed fence height will be 6-feet even though the Civil Plan Sheet C2.11 references 10-feet. The Sheriff's Department is proposing barbed wire fencing in another contract city and is seeking a taller height at that building. The decorative metal fencing with spikes would include two gates, one across Paul Kirkwold Drive, approximately 200 feet in from Hamline Avenue and another across the entrance to the main entrance of the building. The decorative metal fencing with spikes would connect to existing fencing on the east side of the Subject Property and the vinyl coated chain link fence with barbed wire would connect to existing barbed wire chain link fencing on the southwest corner of the Subject Property. The existing barbed wire chain link fence is on the federal government property which is exempt from local zoning and other regulations. Decorative Metal Fence with Spikes KEY moon DECORATIVE METAL CHAIN LINKW? BARBEDWIRE r -- EXISTING FENC Chain Link Fence with Barbed Wire H WY 96 W VEHICLE GATE ................ .#I r.r• Page 3 of 7 At their July 18t' and September 191h meeting, the City Council reviewed a concept plan from the Applicant for the proposed fencing. The discussion was originally tabled in order to allow the Applicant an opportunity to provide additional information on the cost of installation and maintenance between the decorative fencing and chain link fencing as well as stake the proposed fencing locations for a site tour to evaluate visual impacts along Highway 96 and existing screening. The Applicant hosted a site tour for the City Council and staff on August 151h. The Ramsey County Sheriff's Department has taken into consideration the feedback of the City Council in preparing their land use application for the project approvals. 2. 1320. 11 —Special Requirements for Civic Center District, Subd. 4 — Development Standards, Section D.2 — Fences o If fences are used for landscape screening, they must conform to thefollowing: a) No higher than six (6) feet in rear yards only; b) No barbed wire, razor wire, or spikes allowed; c) Fences must blend into the landscape and minimize corrosion. Wood, brick, stone or wrought iron is encouraged. If chain link is allowed by the City Council, it must have black or dark green vinyl coating. In addition to the CUP requirement for fencing with barbed wire or spikes, there are special requirements for the CC Zoning District on development standards pertaining to fences. In this zoning district, the city code states that if chain link is allowed by the City, it must have black or dark green vinyl coating. The Applicant is proposing black vinyl coated chain link fencing. 3. 1325.06 — Off -Street Parking Requirements The Applicant is also proposing two parking lot additions totaling 23 parking stalls which would increase the impervious surface area by approximately 0.6%. The southern five -stall parking lot addition with concrete sidewalk to the building will be open to the public. The northern 18-stall parking lot addition will be behind the proposed security gates and will be for facility employee use only. To construct the parking lots, the Applicant will be removing two trees. Tree mitigation is not required because the Applicant is removing less than 10% of the trees located on the property. The number of off-street parking spaces for this property is based on the decision of the City Council for the land uses. In 2003, the CUP Amendment (PC 03-026) stated there would be a total Page 4 of 7 of 310 parking spaces as determined by the City Council for the Subject Property. The Applicant intends to comply with all other off-street parking construction standards with the proposed parking lot additions. Plan Summary The table below provides the performance standards for the CC District and the preliminary analysis for the proposed development: CC District Standards Ramsey County Proposal Minimum Lot Area 20,000 square feet 1,524,600 square feet Maximum Structure Coverage 40% of lot area 19% Minimum Landscape Lot Area 20% of lot area 27.2% Minimum Front Yard Setback 20 feet Complies Minimum Rear Yard Setback 20 feet Complies Minimum Side Yard Setback 10 feet min /20 feet total Complies Off -Street Parking As determined by City Council Meets requirements, Adding 23 parking stalls Administration and Procedures — Conditional Use Permits 1. 1355.04 Procedural Requirements for Specific Applications A public hearing for a CUP request is required before the request can be brought before the City Council. The applicant or its representative shall be given the opportunity to appear before the Planning Commission to answer questions or give explanations regarding the proposal. Upon completion of the public hearing and its study and consideration of the application, the Planning Commission shall submit its written report, containing its findings, conclusions, and recommendations as to the application, to the City Council. The Planning Commission held the required public hearing at their meeting on October 5, 2022. A motion for recommendation of approval with three conditions was passed by a 4-0 vote. Findings of Fact The City Council must make a finding as to whether or not the proposed application would adversely affect the surrounding neighborhood or the community as a whole based on the aforementioned factors. Staff offers the following findings of fact for consideration: 1. The Subject Property located at 1411 Paul Kirkwold Drive is zoned CC - Civil Center District and is designated for Public and Institutional uses in the 2040 Comprehensive Plan. 2. The Applicant is proposing a security perimeter fence that will include barbed wire or spikes. 3. A vinyl coated chain link fence is allowed in the Civic Center District, but a Conditional Use Permit is required when fencing types include barbed wire or spikes. 4. The proposed security perimeter fencing is an addition to the site plan and a CUP Amendment is required. 5. The Applicant has requested Site Plan Review for the proposed parking lot additions. Page 5 of 7 6. The proposed changes for the installation of security perimeter fencing and parking lot additions would be in compliance with all provisions of the Zoning Code. 7. The proposed plan does not conflict with the general purpose and intent of the Zoning Code or the Comprehensive Plan for the City. 8. The proposed plan as narrated by the Applicant is not anticipated to have an adverse effect upon the health, safety, convenience and general welfare of the owners and occupants of the surrounding land and the community because of its compatibility to adjacent properties. 9. A public hearing for a CUP Amendment request is required before the request can be brought before the City Council. 10. The Planning Commission conducted a public hearing on October 5, 2022. Options and Motion Language The Planning Commission reviewed this application at their October 5, 2022 meeting. At that time, they recommended approval with conditions of the Ramsey County Sheriff's Department application for a Conditional Use Permit Amendment and Site Plan Review by a 4-0 vote. The following are motion language options for the City Council to consider. 1. Approval with Conditions: Motion to approve Planning Case 22-018 for a Conditional Use Permit Amendment & Site Plan Review to allow security perimeter fencing, vehicle gates, and two parking lot additions at 1411 Paul Kirkwold Drive, based on the findings of fact and submitted plans, as amended by the conditions in the October 24, 2022, Report to the City Council: 1. All conditions of the original Conditional Use Permit shall remain in full force and effect. 2. A separate zoning permit shall be required for all proposed fencing. 3. The Ramsey County Sheriff's Department will work with the City to evaluate lighting to address any potential safety issues. 2. Approval without Conditions: Motion to approve Planning Case 22-018 for a Conditional Use Permit Amendment & Site Plan Review to allow security perimeter fencing, vehicle gates, and two parking lot additions at 1411 Paul Kirkwold Drive, based on the findings of fact and submitted plans in the October 24, 2022, Report to the City Council. 3. Denial: Motion to deny Planning Case 22-018 for a Conditional Use Permit Amendment & Site Plan Review to allow security perimeter fencing, vehicle gates, and two parking lot additions at 1411 Paul Kirkwold Drive, based on the following findings of fact: the City Council should identify findings to deny should specifically reference the reasons for denial and why those reasons cannot be mitigated. 4. Table: Motion to table Planning Case 22-018 for a Conditional Use Permit Amendment & Site Plan Review to allow security perimeter fencing, vehicle gates, and two parking lot additions at 1411 Paul Kirkwold Drive for the following reasons: the City Council should identify a specific reason and/or information request should be included with a motion to table. Notice and Public Comments Notice was published in the Pioneer Press on October 13, 2022. Notice was prepared by the City and mailed to property owners within 1000 feet of the subject property. Page 6 of 7 Deadline for Agency Actions The City of Arden Hills received the completed application for this request on September 20, 2022. Pursuant to Minnesota State Statute, the City must act on this request by November 18, 2022 (60 days), unless the City provides the petitioner with written reasons for an additional 60 day review period. The City may, with the consent of the applicant, extend the review period beyond the initial 120 days. Budget Impact N/A Attachments A. Land Use Application B. Location Map C. Narrative D. Civil Plans E. Supplemental Information F. Planning Commission Memo G. Draft Planning Commission Minutes H. Resolution 2022-047 I. Draft Conditional Use Permit Amendment Page 7 of 7 Attachment A -SREN�HILLS 1245 West Highway 96 Arden Hills, Minnesota 55112 Telephone (651) 792-7800 Fax (651) 634-5137 www.cityofardenhills.org Planning Case No. 22- Submittal Date Application Completed Date Accepted by Receipt Number Council Decision Council Decision Date 2022 LAND USE APPLICATION Applicant Information Applicant: Mehrshad Parsakalleh Address:21 7th Place East, Ste 2200, Saint Paul, MN 55101 Telephone No.: 651-266-2260 Fax No.: Other: Email Address: mehrshad.parsakalleh@co.ramsey.mn.us Property Information Property Owner: Ramsev Cou Owner Address: 121 7th Place East, Ste 2200, Saint Paul, MN 55101 Owner Telephone No. 651-266-2260 Other: Address of Property Involved: 1411 Paul Kirkwold Dr, Arden Hills, MN 55112 Legal Description: SECTION 15 TOWN 30 RANGE 23 E 626 FT OF S 615 FT & W 946.47 FT OF E ...TO HWY) IN SEC 15 TN 30 RN 23 Property ID No.: 153023340001 Tvpe of Use: Exempt property owned by county Zone: CC - Civic Center District Property Acreage: 35 Type of Request ❑ Comprehensive Plan Amendment (Fee: $550 + Escrow: $2,500) U1 Conditional Use or Interim Use Permit/CUP or IUP Amendment (Fee: $400 + Escrow: $1,500) ❑ Preliminary Plat (Fee: $500 + Escrow: $2,500) ❑ Final Plat (Fee: $450 + Escrow: $1,000) ❑ Concept Plan Review (Fee: $300 + Escrow: $750) ❑ Master Planned Unit Development or Master Special Development Plan (Fee: $600 + Escrow: $2,500) ❑ Final Planned Unit Development or Final Special Development Plan (Fee: $350 + Escrow: $2,000) ❑ Planned Unit Development Amendment or Special Develo ment Plan Amendment (Fee: $400 + Escrow: $1,500� Site Plan Review (Fee: $450 + Escrow: $1,500) ❑ Rezoning or TCAAP Regulating Plan Amendment (Fee: $500 + Escrow: $1,500) ❑ Zoning Code or TCAAP Redevelopment Code Amendment (Fee: $400 + Escrow: $1,500) ❑ City Code Amendment (Fee: $350 + Escrow: $1,500) ❑ Lot Split/Minor Subdivision (R-1 and R-2 Districts Only) (Fee: $350 + Escrow: $1,500) ❑ Variance or Permitted Adjustment (Fee: $350 + Escrow: $1,000) ❑ Vacation of Easement or Right -of -Way (Fee: $150 + Escrow: $1,000) ❑ Appeal of Administrative Decision (Fee: $150 + Escrow: $1,000) ❑ Land Use Requests — Not Already Specified (Fee: $150 + Escrow: $1,000 Page 1 of 3 Brief Description of Reauest (r)lease also include a tvped, detailed letter explaini Adding perimeter security fencing, parking lots, and vehicle gates to the Ramsey County Sheriff Patrol Decorative metal fencing along Paul Kirkwold Drive around the pond (800 Chain link/barbed wire fencing along the entire Hwy 96 frontage (1,110 If) Please see written statement for detailed description. *IMPORTANT* • Certain applications are subject to review and approval by the Rice Creek Watershed District. Contact RCWD directly at 763-398-3070 for additional information. • The land use application fees do not cover building, sign, or other permit fees that may be required upon approval of a land use application. • All applications will be subject to additional fees for reimbursement of consultant costs associated with filing, reviewing, and processing of application in the form of an escrow to the City. Filing & Information Requirements The City requests that you make a pre -application meeting with the City Planner to discuss the application process, requirements, and deadlines. Unless waived by the City Planner or Planning Commission, a certified survey of the property is required for all applications. A checklist with additional application requirements can be found at www.citVofardenhills.org/landuseapplications. Complete/Incomplete Applications Under Minnesota Statute, Chapter 15.99, cities have 15 business days to review all plans and application materials to ensure they satisfy City requirements. During the 15 day review period, planning staff will provide written comments on the application and may request plan revisions. If the application is determined to be complete, Minnesota State Statute then requires the City to approve or deny the application within 60 days, up to 120 days. If not complete, the City may require plan revisions and/or additional information before the application is scheduled for Planning Commission review and/or City Council action. Project will not be scheduled for any meeting until the application submittal is found to be complete by the City Planner. Payment of Fees and Escrows The undersigned acknowledges that she/he understands that before a land use application can be deemed complete, all required fees and escrows must be paid to the City. The applicant is responsible for all costs incurred by the City related to the processing of this application. Each separate land use request shall be charged a separate administrative fee and escrow even if submitted on the same application. Costs expended in reviewing and processing an application will be charged against the cash escrow and credited to the City. Charges to the escrow may include planning and engineering staff time, City Attorney and consulting fees, and mailing costs. If, at any time, a required cash escrow is depleted to less than 20 percent of its original amount, the applicant shall deposit additional funds in the cash escrow account as determined by the City. The City may withhold final action on a land use application, withhold building permits, and/or rescind prior action until all fees have been paid. Unused portions of an escrow are returned to the applicant upon successful implementation of an approved plan. The escrow may be reduced or increased by the City Planner on a project by project basis. Notice of Meeting Attendance In order for the Planning Commission and the City Council to consider any application, the applicant or a designated representative must be present at the scheduled meeting. If not, the matter may be tabled until the next available agenda. Page 2 of 3 Meeting Schedule Planning Commission meetings are typically held on the first Wednesday after the first Monday of each month at 6:30 PM, though please contact City Hall to verify the meeting date and time. City Council meetings are held typically the last Monday of the same month at 7:00 PM. Meetings are held in the Council Chambers at the City of Arden Hills, 1245 West Highway 96, Arden Hills, Minnesota 55112, unless otherwise stated. The schedules below are for reference purposes only. Project will not be scheduled for any meeting until the application submittal is found to be complete by the City Planner. 2022 Planning Commission and City Council Schedule (*subject to change) TENTATIVE PLANNING COMMISSION MEETING DATE* (Generally held on the first Wednesday after the first Monday at 6:30 .m. TENTATIVE CITY COUNCIL MEETING DATE* (Generally held on the fourth Monday at 7:00 p.m.) DEADLINE FOR LAND USE APPLICATION SUBMISSION (Pt day of the preceding month) January 5 January 24 December 1 2021 February 9 February 28 January 3 March 9 March 28 February 1 April 6 Aril 25 March 1 May 4 May 23 Aril 1 June 8 June 27 May 2 July 6 July 25 June 1 August 3 August 22 July 1 September 7 September 26 August 1 October 5 October 24 September 1 November 9 November 28 October 3 December 7 January 9 2023 November 1 January 4 2023 January 23 2023 December 1 Acknowledgement and Siqnature I hereby apply for the above consideration and declare that the information and materials submitted with this application are complete and accurate per city code and ordinance requirements. I fully understand that I am responsible for all costs incurred by the City related to the processing of this application. Property Owner Signature (Required) 9/20/2022 Date Applicant Signature (If different than the property owner) Date Please contact the City Planner at 651-792-7800 if you have any questions regarding this application. Additional copies of this application form are available on the City's website: www.citvofardenhills.org/landusea,nplications Page 3 of 3 Location Map Attachment B .I Marsden Lake j � � I �fl •\� 10 4 l �i ✓V _ � I y., Lakr �Jl ❑ DD Q I \ © Q:` Kartlr Lake So Ro—d Lake 1 - f f i j Farrelk Lake - j%Faael's Lake l Farrel's y 'Ike tJke Vahen9ne -__ - Lake 9/27/2022, 8:53:57 AM Personal Property L•• Cities IL County Offices T- V / �� / Lake Martha • Lake Martha Lake March Lake Martha ' Lake Martha J se.a Lake ', � Snal Lake �4aish 1:16,000 0 0.17 0.35 0 0.28 0.55 0.7 mi 1.1 km Ramsey County Ramsey County MN O& MLENK Real People. Real Solutions. Written Statement Project name: Ramsey County Security Fencing: Sheriff's Office Project location: • 1411 Paul Kirkwood Drive Arden Hills, MN 55112 Attachment C 7575 Golden Valley Road Suite 200 Minneapolis, MN 55427 Ph: (7631 544-7129 Bolton-Menk.com • SECTION 15 TOWN 30 RANGE 23 E 626 FT OF S 615 FT & W 946.47 FT OF E ...TO HWY) IN SEC 15 TN 30 RN 23 Owner name: Mehrshad Parsakalleh Owner address: 121 7th Place East, Ste 2200, Saint Paul, MN 55101 Intended use of the property & addressing the criteria in Section 1355.04 Subd 3 Paragraph B of the City's Zoning Code: To decrease the likelihood of future rioters harming the office or officers, the Sheriff's Office wants to install security perimeter fencing and vehicle gates. Decorative metal fencing would be visible from Hamline Ave and Hwy 96 W. The proposed fencing system would connect to parts of the existing fence system towards the west and north end of the property. In addition to upgraded security around the facility, we are proposing 2 separate parking lot additions which increases the properties impervious area by approximately 0.6%. The southern, 5 stall parking lot addition with concrete sidewalk to the building will be open to the public. The northern, 18 stall parking lot addition will be behind secure gates and will be for facility employee use only. Bolton & Menk is an equal opportunity employer. ----------- ----------------- ----- — ------- - -- --- ---- v. ----------- ----------- - - -- i u�---- ------------- H K! Ili ---------- I 4tel�. Tl I-kr To'41- IURVIY BOLTON & MENK i W. ♦ �, •n■molli m i E 02 ) -j ( 2|\ �!� )!{ ;;!| ; o f ) m� LU W 2 B z!! ! & m U.;! , �! :_< - ■ &: :■■■■■■■■■■■■ z OZ Ew Zd O% 8� 0' 8� "`�a' JC O` ¢ � a M U'(7 ■ z — MMcd iE j} 3gZ EUZa LLys N= w' a 3z£ - Q s g ¢ o t' WNLL�< N�a Ii . #------------- lho�l h —oW o . ... 9 z nmn is RH HE I o o 0 Z, zhe oz z nLL, 0 L) 0 OE LU D L) L) z LU LU U) LL w .00 r r Z W O U r 8� 08� > l M W N w—_ 2 V Zn2 REY q w ¢M LL;a M a G r oW Jw may oo' n d 8a a� V 0 ��� gg4g gg YYs� 8 s� � •9E I l N z F II V m of 4J N c N L u — O cV '� _ _ N O E O � a N L N � O a O L %-I.- L ca u Q C: a� H O O E U. 4-J i >1 c p �' N a a� u E a m a U V) CL c >. O 4' ',-, O U °- a >. Q U � CC w It :2 ::) Q O wU .�4 i � y ` �`��. !.1-_ fit; ►s .. Yi'. 4 °s u >-11. CA a) OL. L ` N a) u u LL CL 4-) d C E cd O U U CA N N (A C E 4' L cd oC � CL MG OZ JW maii O w it 2::) O wU vi Q U a� c� a% O� N Ln Ln z41 N — Q • i Q 7 �C cd CL N.. = — — (Ar OJ V p ^N L N %� Q >. E C� Z Q Vl V a'n cd V Cd V Cd = p C N c O > C �n � O s a u • c > a)O C= O +� i `2 U N ccd >. , 3 cd o N `A �n �- u s Cl) a cn � cd a Ou c O u E E u u �° N E N N Cd N U u > N aA N S L - C z > N a c N • J cd O cn �.., L O L. N N > N �- u �� ~ L O u a cd vi moo u N V aCd cd � L o ,J U 4J -J � cn N 4-J N cd a O +� �..� ) a)> U c m ) o 0- +� L O • � N 4-J c L ° N LCd V b°'o (d E -� �' �- = o � O sno O -° 'N N �' O `~ C cd D L cd N Ou -o E L O (D c cd O a u C - L ct � L O cn L ao C C N L N > > cn � u L N > � L V 4 C w O L oE E _0 `n E O O u 3 > L V N LO cd > u N O V L aC)o ° O 0 cn u S a) os 4' u N L rd �� ( u u 0 LL CL N 4.' d C E (z o U u N a� a� N C: E 4' L CL MG OZ JW maii O w it 2::) O wU by0 oE '3 3*..0 _ °j o -J c C N ct ':3 > u a c E C Xo N s ' o N 0 co 4-J cz 2 N X � v co o E L. Cl. 0) a) o L. -v L co co N N � o .N Ou N 0 o L = 'u a co v) 3L. o -� C a ° v o c co a 0o 3 4 O FZ �- � �,cn >, o N a L _ .� � C L co a C .s ) tn a s Ln � -0 3 0 3 L can N o a 0 cz V 0 a co _0-p cn a a� co a� .o 0 4-1 0 CL 0 a 0 L 3 4-J u a� -v s N 3 0 v 0 cz a V) 00 C L L c 0 V) a� a °d u u N N � L O L u u 0 c C: � N � � 1 4-J d C E o U U Vf W W N C: E L cz cz oc CL w Q O wU .i A� W od _ i 4J M 3 .rd s V c d ^ O O �- �_ td �O L. td ,> m td .. L 'C O � u 00 0 O m CL rd z ■ ■ ■ ■ ■ O � E_1 ■ E L L O M boo � CLo b,O1 — O O a W L Z N 3 W C: 4-J U LL CLd c Z > OL. O H o °� x u .� 0 0 U 2 C 0 0 0 0 OD 0 N....... F} 6b9- ■.■ N, N L O U CL C O u � N u _ cd OL. L. CL Q) N 4--) u Cld C z N LL N d E m u N � L N C: E 4-J L. M cz ce CL w 1t Q O wU W V LL 4J ''w Y/ sw/ cd ^J W A� e-S W • > L o s v 4J p 3 M � �' 3 � L .o L. > Z u u > O LL C N C E (z o U U N a� a� N C: E 4' L oC CL MG OZ JW mai O W it :2 ::) wU os CA L O L. CL > a) Z �u U c N � � L d CL N H L >� +J a N `i CL cd O U U N rn c E 4' L cd oC � CL MG OZ JW maii O W it Q2::) wU If � 'gill �F1C.1i °'+ Ol If s.r APO is � •. r ` � 4J (A I I od 41 u N N L 0 O L. CL a) u u LL C N C E (z o U U N a� a� N C: E 4' L oC CL w N 4t it :2 ::) Q O �U os u M N N 4t O N O L.CL a) U U L.L d CL N N L > 4-) d C ^^� CL (z o U U N a� a� N E L oC CL w it 2::) O wU V T S lk: pis A.. J, - - L I L ()6 4., u N N L 0 O L. CL U u LL C N 4-J d C E o U U Vf � L N C: E 4-J L. M cz ce CL w it 2::) O wU AA f, os 4.' u N N L O CL O � N u u c LL C N C E (z O U U N a� a� N C: E 4' L oC CL w it 2::) O wU 0 - -71 N L O u CL 4-J N u � a� O L CL 4-J L. N u CL c a� LL N Cd C cz U N a� a� N C: E oc CL MG OZ JW maii (D w un z Z) 0 V w 4J O L O s a� 4J I L 4J L. ed CL ►2 a.� a 1= a� 0 oC O U V u �i I .0 i c� 4J U. 4J V E m cc a� 4J E cd u aso E W 4J m V E a� a a C ,O .0 E E V u io E W 4J V E cc a� 0 s 4J m V E Attachment F AGENDA ITEM — 3A ,-ADEN HILLS MEMORANDUM DATE: October 5, 2022 TO: Planning Commission Chair and Commissioners FROM: Jessica Jagoe, Community Development Director SUBJECT: Planning Case #22-018 — Public Hearing Required Applicant: Ramsey County Sheriff's Office Property Location: 1411 Paul Kirkwold Drive Request: Conditional Use Permit Amendment & Site Plan Review Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Requested Action The Ramsey County Sheriff's Department ("Applicant") has submitted an application for a site plan review and amendment to the approved Conditional Use Permit for the Ramsey County Sheriff's Office located at 1411 Paul Kirkwold Drive ("Subject Property"). The proposal is for a security fence and parking lot expansion at the Subject Property. A Conditional Use Permit (CUP) is required for fences with barbs or spikes and a Site Plan Review is required for the parking lot improvements. Background 1. Overview of Request The Applicant is proposing to install security perimeter fencing, vehicle gates, and two parking lot additions at the property located at 1411 Paul Kirkwold Drive. The proposed fencing includes a 6-foot tall decorative metal fencing with spikes along Paul Kirkwold Drive and a 6-foot tall vinyl coated chain link fence with three strand barbed wire along Highway 96 W. The Applicant is also proposing two parking lot additions with a total of 23 stalls. 2. Site Data Future Land Use Plan: II Public and Institutional Existing Land Use: II Institutional Zoning: CC - Civil Center District Size: 35 Acres Page 1 of 7 Ramsey County owns the approximately 35-acre (1,524,600 SF) parcel located on the northwest corner of Highway 96 and Hamline Avenue. The property is zoned CC — Civic Center District and is guided as Public and Institutional in the 2040 Land Use Plan. The Subject Property neighbors other Institutional uses on the north, east, and west and residential and commercial uses to the south. 3. History of Subject Property The Ramsey County Public Works Facility was originally approved under a Conditional Use Permit (then called a Special Use Permit) in Planning Case #03-008. The Ramsey County Sheriff Station was approved through Planning Case #03-026, the first of two CUP Amendments issued for expansions to the existing facility. The following planning cases have been reviewed since the original CUP was adopted: Planning Case Application Request CC Action 03-008 Conditional Use Ramsey County Public Works 4/28/2003 (A) Permit Facility 03-026 Conditional Use Ramsey County Sheriff Patrol 10/27/2003 (A) Permit Amendment Station Conditional Use Construct an Oil Collection 04-019 Permit Amendment Facility and Seasonal Hazardous 2/28/2005 (A) Waste Collection Site r05-O Variance (Sign Monument Sign (105 Square Feet) 4/9/2005 (A) Standard Adjustment Plan Evaluation Chapter 13, Zoning Code Review 1. 1325.05 — Design Standards, Subd. 4 — Screening, Section D — Fence Regulations Page 2 of 7 o No above grade fence shall have barbs or spikes or be of metal construction, which is charged or connected with electrical current within any district of the City. These fencing types shall only be permitted through a Conditional Use Permit. The Applicant is proposing a perimeter fence that includes barbs and spikes for security purposes at the Subject Property. The proposed fencing includes a 6-foot tall decorative metal fencing with spikes along Paul Kirkwold Drive (8001f) and a 6-foot tall vinyl coated chain link fence with three strand barbed wire along Highway 96 W. (1,1101f). Planning staff did confirm the proposed fence height will be 6-feet even though the Civil Plan Sheet C2.11 references 10-feet. The Sheriff's Department is proposing barbed wire fencing in another contract city and is seeking a taller height at that building. The decorative metal fencing with spikes would include two gates, one across Paul Kirkwold Drive, approximately 200 feet in from Hamline Avenue and another across the entrance to the main entrance of the building. The decorative metal fencing with spikes would connect to existing fencing on the east side of the Subject Property and the vinyl coated chain link fence with barbed wire would connect to existing barbed wire chain link fencing on the southwest corner of the Subject Property. The existing barbed wire chain link fence is on the federal government property which is exempt from local zoning and other regulations. Decorative Metal Fence with Spikes KEY ■//■ DECORATIVE METAL NONE CHAIN LINKWI �x BARBEDWIRE fir-- - EXISTING FENC Chain Link Fence with Barbed Wire H WY 96 W TVVEHICLE GATE ................... .rt........... f. .... .if Page 3 of 7 At their July 18th and September 19th meeting, the City Council reviewed a concept plan from the Applicant for the proposed fencing. The discussion was originally tabled in order to allow the Applicant an opportunity to provide additional information on the cost of installation and maintenance between the decorative fencing and chain link fencing as well as stake the proposed fencing locations for a site tour to evaluate visual impacts along Highway 96 and existing screening. The Applicant hosted a site tour for the City Council and staff on August 151h. The Ramsey County Sheriff's Department has taken into consideration the feedback of the City Council in preparing their land use application for the project approvals. 2. 1320. 11 —Special Requirements for Civic Center District, Subd. 4 —Development Standards, Section D.2 — Fences o If fences are used for landscape screening, they must conform to the following: a) No higher than six (6) feet in rear yards only; b) No barbed wire, razor wire, or spikes allowed; c) Fences must blend into the landscape and minimize corrosion. Wood, brick, stone or wrought iron is encouraged. If chain link is allowed by the City Council, it must have black or dark green vinyl coating. In addition to the CUP requirement for fencing with barbed wire or spikes, there are special requirements for the CC Zoning District on development standards pertaining to fences. In this zoning district, the city code states that if chain link is allowed by the City, it must have black or dark green vinyl coating. The Applicant is proposing black vinyl coated chain link fencing. 3. 1325.06 — Off -Street Parking Requirements The Applicant is also proposing two parking lot additions totaling 23 parking stalls which would increase the impervious surface area by approximately 0.6%. The southern five -stall parking lot addition with concrete sidewalk to the building will be open to the public. The northern 18-stall parking lot addition will be behind the proposed security gates and will be for facility employee use only. To construct the parking lots, the Applicant will be removing two trees. Tree mitigation is not required because the Applicant is removing less than 10% of the trees located on the property. Page 4 of 7 The number of off-street parking spaces for this property is based on the decision of the City Council for the land uses. In 2003, the CUP Amendment (PC 03-026) stated there would be a total of 310 parking spaces as determined by the City Council for the Subject Property. The Applicant intends to comply with all other off-street parking construction standards with the proposed parking lot additions. Plan Summary The table below provides the performance standards for the CC District and the preliminary analysis for the proposed development: CC District Standards Ramsey County Proposal Minimum Lot Area 20,000 square feet 1,524,600 square feet Maximum Structure Coverage 40% of lot area 19% Minimum Landscape Lot Area 20% of lot area 27.2% Minimum Front Yard Setback 20 feet Complies Minimum Rear Yard Setback 20 feet Complies Minimum Side Yard Setback 10 feet min /20 feet total Complies Off -Street Parking As determined by City Council Meets requirements, Adding 23 parking stalls Administration and Procedures — Conditional Use Permits 1. 1355.04 Procedural Requirements for Specific Applications A public hearing for a CUP request is required before the request can be brought before the City Council. The applicant or its representative shall be given the opportunity to appear before the Planning Commission to answer questions or give explanations regarding the proposal. Upon completion of the public hearing and its study and consideration of the application, the Planning Commission shall submit its written report, containing its findings, conclusions, and recommendations as to the application, to the City Council. City Code Section 1355.04 Subd. 3 of the Arden Hills Zoning Code lists the criteria for evaluating a Conditional Use Permit. The Planning Commission should consider the effect of the proposed use upon the health, safety, convenience and general welfare of the owners and occupants of the surrounding land and the community, in general, including but not limited to the following factors: 1. Existing and anticipated traffic and parking conditions; 2. Noise, glare, odors, vibration, smoke, dust, air pollution, heat, liquid or solid waste, and other nuisance characteristics; 3. Drainage; 4. Population density; 5. Visual and land use compatibility with uses and structures on surrounding land; 6. Adjoining land values; 7. Park dedications where applicable; 8. Orderly development of the neighborhood and the City within the general purpose and intent of the Zoning Code and the Comprehensive Development Plan for the City. Page 5 of 7 Under state law, a conditional use is a use that is generally allowed in a designated district upon showing by the applicant that the standards and criteria stated in the ordinance will be satisfied. Conversely, if the applicant is unable to show that the ordinance standards are met, the application can be denied, but because the use is listed as permitted, the City's discretion is more limited in these matters than in a comprehensive plan or rezoning application. Findings of Fact The Planning Commission must make a finding as to whether or not the proposed application would adversely affect the surrounding neighborhood or the community as a whole based on the aforementioned factors. Staff offers the following findings of fact for consideration: 1. The Subject Property located at 1411 Paul Kirkwold Drive is zoned CC - Civil Center District and is designated for Public and Institutional uses in the 2040 Comprehensive Plan. 2. The Applicant is proposing a security perimeter fence that will include barbed wire or spikes. 3. A vinyl coated chain link fence is allowed in the Civic Center District, but a Conditional Use Permit is required when fencing types include barbed wire or spikes. 4. The proposed security perimeter fencing is an addition to the site plan and a CUP Amendment is required. 5. The Applicant has requested Site Plan Review for the proposed parking lot additions. 6. The proposed changes for the installation of security perimeter fencing and parking lot additions would be in compliance with all provisions of the Zoning Code. 7. The proposed plan does not conflict with the general purpose and intent of the Zoning Code or the Comprehensive Plan for the City. 8. The proposed plan as narrated by the Applicant is not anticipated to have an adverse effect upon the health, safety, convenience and general welfare of the owners and occupants of the surrounding land and the community because of its compatibility to adjacent properties. 9. A public hearing for a CUP Amendment request is required before the request can be brought before the City Council. Options and Motion Language Staff has provided the following options and motion language for this case. The Planning Commission should consider providing additional findings of fact as part of the motion to support their recommendation for approval or denial. Recommend Approval with Conditions: Motion to recommend approval of Planning Case 22- 018 for a Conditional Use Permit Amendment & Site Plan Review to allow security perimeter fencing, vehicle gates, and two parking lot additions at 1411 Paul Kirkwold Drive, based on the findings of fact and submitted plans, subject to the following conditions: 1. All conditions of the original Conditional Use Permit shall remain in full force and effect. 2. A separate zoning permit shall be required for all proposed fencing. 2. Recommend Approval without Conditions: Motion to recommend approval of Planning Case 22-018 for a Conditional Use Permit Amendment & Site Plan Review to allow security Page 6 of 7 perimeter fencing, vehicle gates, and two parking lot additions at 1411 Paul Kirkwold Drive, based on the findings of fact and submitted plans in the October 5, 2022, Report to the Planning Commission. 3. Recommend Denial: Motion to recommend denial of Planning Case 22-018 for a Conditional Use Permit Amendment & Site Plan Review to allow security perimeter fencing, vehicle gates, and two parking lot additions at 1411 Paul Kirkwold Drive, based on the following findings of fact: the Planning Commission should identify findings to deny should specifically reference the reasons for denial and why those reasons cannot be mitigated. 4. Table: Motion to table Planning Case 22-018 for a Conditional Use Permit Amendment & Site Plan Review to allow security perimeter fencing, vehicle gates, and two parking lot additions at 1411 Paul Kirkwold Drive for the following reasons: the Planning Commission should identify a specific reason and/or information request should be included with a motion to table. Notice and Public Comments Notice was published in the Pioneer Press on September 23, 2022. Notice was prepared by the City and mailed to property owners within 1000 feet of the subject property. Deadline for Agency Actions The City of Arden Hills received the completed application for this request on September 20, 2022. Pursuant to Minnesota State Statute, the City must act on this request by November 18, 2022 (60 days), unless the City provides the petitioner with written reasons for an additional 60 day review period. The City may, with the consent of the applicant, extend the review period beyond the initial 120 days. Budget Impact N/A Attachments A. Land Use Application B. Location Map C. Narrative D. Civil Plans E. Supplemental Information Page 7 of 7 'It EN HILLS Approved: CITY OF ARDEN HILLS, MINNESOTA PLANNING COMMISSION WEDNESDAY, OCTOBER 5, 2022 6:30 P.M. - ARDEN HILLS CITY HALL CALL TO ORDER/ROLL CALL Attachment G DRAFT Pursuant to due call and notice thereof, Chair Paul Vijums called to order the regular Planning Commission meeting at 6:30 p.m. ROLL CALL Present were: Chair Paul Vijums, Commissioners Shelley Blilie, Arlene Mitchell, and Jonathan Wicklund. Absent: Commissioners Joshua Collins, Marcie Jefferys, Steven Jones (Alternate), Kurt Weber, and Clayton Zimmerman (Alternate). Also present were: Community Development Director Jessica Jagoe and Councilmember Fran Holmes. APPROVAL OF AGENDA — October 5, 2022 Commissioner Mitchell moved, seconded by Commissioner Wicklund, to approve the October 5, 2022, agenda as presented. The motion carried unanimously (4-0). APPROVAL OF MINUTES August 3, 2022 — Planning Commission Regular Meeting Commissioner Wicklund moved, seconded by Commissioner Blilie, to approve the August 3, 2022, Planning Commission Regular Meeting as presented. The motion carried unanimously (4-0). PLANNING CASES A. Planning Case 22-018; 1411 Paul Kirkwold Drive — Conditional Use Permit Amendment & Site Plan Review — Public Hearing Community Development Director Jagoe stated the Applicant is proposing to install security perimeter fencing, vehicle gates, and two parking lot additions at the property located at 1411 ARDEN HILLS PLANNING COMMISSION — October 5, 2022 2 Paul Kirkwold Drive. The proposed fencing includes a 6-foot tall decorative metal fencing with spikes along Paul Kirkwold Drive and a 6-foot tall vinyl coated chain link fence with three strand barbed wire along Highway 96 W. The Applicant is also proposing two parking lot additions with a total of 23 stalls. Community Development Director Jagoe reviewed the site data, the Plan Evaluation and provided the Findings of Fact for review: 1. The Subject Property located at 1411 Paul Kirkwold Drive is zoned CC - Civil Center District and is designated for Public and Institutional uses in the 2040 Comprehensive Plan. 2. The Applicant is proposing a security perimeter fence that will include barbed wire or spikes. 3. A vinyl coated chain link fence is allowed in the Civic Center District, but a Conditional Use Permit is required when fencing types include barbed wire or spikes. 4. The proposed security perimeter fencing is an addition to the site plan and a CUP Amendment is required. 5. The Applicant has requested Site Plan Review for the proposed parking lot additions. 6. The proposed changes for the installation of security perimeter fencing and parking lot additions would be in compliance with all provisions of the Zoning Code. 7. The proposed plan does not conflict with the general purpose and intent of the Zoning Code or the Comprehensive Plan for the City. 8. The proposed plan as narrated by the Applicant is not anticipated to have an adverse effect upon the health, safety, convenience and general welfare of the owners and occupants of the surrounding land and the community because of its compatibility to adjacent properties. 9. A public hearing for a CUP Amendment request is required before the request can be brought before the City Council. Community Development Director Jagoe reviewed the options available for Planning Case 22- 018 to the Planning Commission on this matter: 1. Recommend Approval with Conditions 1) All conditions of the original Conditional Use Permit shall remain in full force and effect. 2) A separate zoning permit shall be required for all proposed fencing. 2. Recommend Approval as Submitted 3. Recommend Denial 4. Table Chair Vijums opened the floor to Commissioner comments. Commissioner Wicklund asked what kind of comments were brought up by the City Council at their worksession meeting. Community Development Director Jagoe explained the Council offered comments regarding the existing landscaping and visual impact along Highway 96. ARDEN HILLS PLANNING COMMISSION — October 5, 2022 Commissioner Mitchell requested further information regarding who would have access to the gated entrance. Community Development Director Jagoe stated the Sheriff's Department would enter the site from Hamline Avenue. She noted the City and the School District would also have access through this gate. She explained there was a back entrance as well that the other agencies also use. Kyle Mested, Director of Administration for the Ramsey County Sheriff's Office, reported the patrol station was not the most secure facility and for this reason, the sheriff's department was proposing a comprehensive fencing solution. He stated gates will be added. He noted these gates would remain open, unless the threat level to the department was elevated. Commissioner Mitchell asked where the new parking lot would be located. Mr. Mested reviewed the location of the new parking lot additions with the Commission. Commissioner Blilie questioned why two different fencing types were selected. Joel Dunning, Wold Architects and Engineers, explained two difference fencing types were selected for aesthetic and security purposes. Mr. Mested reported the Sheriff's Department wanted the site to look as welcoming as possible while being a secure facility. Chair Vijums asked if the current chain link fence was installed federally. Community Development Director Jagoe reported this was the case and noted the existing federal fencing was exempt from local regulations. Chair Vijums questioned if the gates would closed in the evening hours. Mr. Mested stated the employee parking area would be secure, but the remainder of the campus would remain open for public works. Chair Vijums inquired how employees would enter the secured employee parking lot. Mr. Dunning explained employees would access this lot with a key card. Chair Vijums asked if additional lighting would be installed in the new parking lot. Community Development Director Jagoe commented it was her understanding no additional lighting would be installed adjacent to the two new parking lot additions. Chair Vijums encouraged the Sheriff's Department to consider installing additional lighting for safety and security purposes. He suggested this be made a condition for approval and should read: Ramsey County will work with the City of Arden Hills to evaluate lighting priorities for safety reasons. ARDEN HILLS PLANNING COMMISSION — October 5, 2022 4 Mr. Dunning explained there were three light poles already in the area that would provide adequate lighting. Chair Vijums commented this was good to know, but stated he would still like staff to review this further for safety purposes. He then questioned how the County was paying for the fencing project. Mr. Mested reported the County bonded funds for this project. Chair Vijums opened the public hearing at 7:06 p.m. Chair Vijums invited anyone for or against the application to come forward and make comment. There being no comments from the public, Chair Vijums closed the public hearing at 7:07 p.m. Commissioner Wicklund moved and Commissioner Mitchell seconded a motion to recommend approval of Planning Case 22-018 for a Conditional Use Permit Amendment and Site Plan Review to allow security perimeter fencing, vehicle gates, and two parking lot additions at 1411 Paul Kirkwold Drive based on the findings of fact and the submitted plans, as amended by the conditions in the October 5, 2022, report to the Planning Commission adding Condition 3: Ramsey County will work with the City of Arden Hills to evaluate lighting to address any potential safety issues. The motion carried unanimously f4-0). UNFINISHED AND NEW BUSINESS None. REPORTS A. Report from the City Council Councilmember Holmes provided the Commission with an update from the City Council. She congratulated Jessica Jagoe for being promoted to Community Development Director. She explained the Council would be considering a City-wide speed limit reduction to 25 miles per hour at their next meeting. She reported Ramsey County was invited to attend the last City Council meeting to discuss the recent tragedy that occurred at US Highway 10 and Highway 96. She reported the County would be completing a study at this intersection and would be reporting back to the City Council at a future meeting. Councilmember Holmes stated the Council would be holding a joint meeting with Ramsey County on Thursday, October 6 to discuss the roundabout at Old Snelling Avenue and Lake Johanna Boulevard. Further discussion ensued regarding the traffic and pedestrian safety concerns surrounding the proposed roundabout. Councilmember Holmes reported the City's Truth in Taxation Hearing would be held on Monday, December 12 at 7:00 p.m. Attachment H it �ENHILLS CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO.2022-047 RESOLUTION APPROVING A CONDITIONAL USE PERMIT AMENDMENT AND SITE PLAN REVIEW FOR THE SUBJECT PROPERTY 1411 PAUL KIRKWOLD DRIVE WHEREAS, City Staff received a land use application for 1411 Paul Kirkwold Drive ("Subject Property") for a Conditional Use Permit Amendment and Site Plan Review on September 20, 2022; WHEREAS, the Subject Property is located in the CC — Civic Center Zoning District and is guided as Public and Institutional in the Land Use plan; WHEREAS, a Conditional Use Permit was originally approved in Planning Case #03-008 to allow the Ramsey County Public Works Facility WHEREAS, the first of two Conditional Use Permit Amendments was approved in Planning Case #03-026 allowing expansions of the existing facility including the Ramsey County Sheriff Patrol Station. WHEREAS, a Conditional Use Permit is required for installation of fencing with barbs or spikes and a Site Plan Review is required for reorganization of parking and drive aisles in Business zoning districts; WHEREAS, the Applicant is proposing to install security perimeter fencing consisting of a 6-foot tall decorative metal fencing with spikes along Paul Kirkwold Drive and a 6-foot tall vinyl coated chain link fence with three strand barbed wire along Highway 96 W as well as two parking lot additions with a total of 23 stalls. WHEREAS, the City Council directed Staff to prepare a Land Use Application Public Policy Notification to notify all property owners within 1000 feet of Subject Property when a request for the Planning Commission is to occur related to a land use application that does require a public hearing; WHEREAS, the City's obligation has been met where the Arden Hills Planning Commission duly held a public hearing on October 5, 2022. All persons present at said meeting were given an opportunity to be heard and present written statements; and 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. 1 WHEREAS the Planning Commission considered the Applicant's request for a Conditional Use Permit Amendment and Site Plan Review and, as such voted 4-0 in favor of recommending approval with conditions. NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF ARDEN HILLS: Hereby adopts Resolution 2022-047 approving Planning Case 22-018 for a Conditional Use Permit Amendment and Site Plan Review at the Subject Property 1411 Paul Kirkwold Drive to install security perimeter fencing with barbs and spikes, vehicle gates, and two parking lot additions. BE IT FURTHER RESOLVED that City Council approves Planning Case 22-018 for a Conditional Use Permit Amendment and Site Plan Review at the Subject Property 1411 Paul Kirkwold Drive, based on the findings of fact and the submitted plans and October 24, 2022 Report to the City Council, as amended by the following conditions: 1. All conditions of the original Conditional Use Permit shall remain in full force and effect. 2. A separate zoning permit shall be required for all proposed fencing. 3. The Ramsey County Sheriff's Department will work with the City to evaluate lighting to address any potential safety issues. PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 241' DAY OF OCTOBER, 2022. David Grant, Mayor ATTEST: Julie Hanson, City Clerk To view the final document, access adopted Resolutions via Arden Hills Public Laserfiche Weblink by visiting cityofardenhills.org and clicking on Archived Documents under Helpful Links on our main webpage. 2 Attachment I (reserved_for recording information) CITY OF ARDEN HILLS RAMSEY COUNTY, MINNESOTA CONDITIONAL USE PERMIT AMENDMENT Case No. 22-018 1. Recitals. A. The County of Ramsey is a political subdivision of the State of Minnesota ("Ramsey County") and is the owner of the property located at 1425 Paul Kirkwold Drive, Arden Hills, Minnesota, legally described as: The South 1425 feet of the East 1572.47 feet of the Southwest Quarter of Section 15, Township 30 North, Range 23 West, Ramsey County, Minnesota, except the North 810 feet of the East 626 feet thereof. Subject to County State Aid Highway (C.S.A.H.) 96 Right of way. ("Subject Property"). B. The City of Arden Hills granted a Conditional Use Permit (formerly named Special Use Permit) to Ramsey County to develop a public works facility (Case No. 03-08) and Conditional Use Permit Amendment (Case No. 03-26) to allow expansion of the public works facility and to develop a sheriff's station. Said document is dated September 13, 2004 and was recorded on April 18, 2005 as Ramsey County Document No. A3848950. C. The City of Arden Hills also granted a Conditional Use Permit (Case No. 04-19) (formerly named Special Use Permit) to Ramsey County to establish a used oil and household hazardous waste collection facility on the Subject Property. Said document is dated February 28, 2005 and was recorded on April 18, 2005 as Ramsey County Document No. A3848949. 223907v2 Collectively, Conditional Use Permit and Amendment, recorded as Document No. A3848950 and Conditional Use Permit recorded as Document No. A3848949, are hereinafter referred to as Conditional Use Permits. D. The Ramsey County Sheriff's Office ("Applicant") has submitted an application for a site plan review and an amendment to the approved Conditional Use Permits to install security perimeter fencing, vehicle gates, and two parking lot additions on the Subject Property. E. Pursuant to City Code, a Conditional Use Permit is required for fences with barbs or spikes and for a Site Plan review requiring parking lot additions/improvements. F. At a public hearing on the 5t' day of October, 2022, the Arden Hills Planning Commission reviewed Applicant's application, the report and recommendations of the Arden Hills Community Development Director, the comments made by the public during the public hearing, and recommended approval of a Conditional Use Permit Amendment, subject to certain conditions, to the City Council. D. On the day of , 2022, the Arden Hills City Council considered the recommendations of the Planning Commission, the comments made during the public hearing on 5t' day of October, 2022, the effects of the proposed Conditional Use Permit Amendment on the health, safety, convenience, and general welfare of the owners and occupants of the surrounding land, and the community as a whole, and passed a motion approving Planning Case No. 22-018, subject to certain conditions enumerated herein. 2. Permit. Subject to the terms and conditions set forth herein, the City of Arden Hills hereby grants a Conditional Use Permit Amendment for the following use: Installation of a security perimeter fencing consisting of a 6-foot tall decorative metal fencing with spikes along Paul Kirkwold Drive and a 6- foot tall vinyl coated chain link fence with three -strand barbed wire along Highway 96 West, as well as, vehicle gates, and two parking lot additions with a total of 23 stalls. 3. Proper . This Conditional Use Permit Amendment is for the following above - described Subject Property located at 1425 Paul Kirkwold Drive, in the City of Arden Hills, Ramsey County, Minnesota. 4. Conditions. This Conditional Use Permit Amendment is issued subject to full compliance by Ramsey County and Applicant, or their successors, of the following conditions: a. The Conditional Use Permit (Case No. 03-08) and Conditional Use Permit Amendment (Case No. 03-26) recorded as Document No. A3848950, and 2239o7vz the Conditional Use Permit (Case No. 04-19) recorded as Document No. A3848949 shall remain in full force and effect. b. Ramsey County or Applicant shall apply for a separate zoning permit, as required, for all proposed fencing. C. Ramsey County or Applicant will work with the City to evaluate lighting to address any potential safety issues. d. This Conditional Use Permit Amendment shall be signed by the property owner, Ramsey County, and Applicant prior to the issuance of the zoning permit. e. This Conditional Use Permit Amendment shall be recorded upon the Subject Property. 5. Termination of Permit. The City may revoke this Conditional Use Permit Amendment following a public hearing for violation of the terms of this permit. 6. Lapse. If within one year of the issuance of this Conditional Use Permit Amendment the allowed use has not been completed or the use commenced, this Conditional Use Permit Amendment shall lapse. 7. Criminal Penalty, other Enforcement. Both Ramsey County and the Applicant are responsible for compliance with this Conditional Use Permit. Violation of the terms of this conditional use permit is a criminal misdemeanor. Remainder ofpage intentionally left blank. Signatures contained on followingpages. 223907v2 Dated: , 20 CITY OF ARDEN HILLS A Minnesota municipal corporation (SEAL) n STATE OF MINNESOTA ) (ss. COUNTY OF RAMSEY ) David Grant, Mayor Julie Hanson, City Clerk The foregoing instrument was acknowledged before me this day of , 20, by David Grant and by Julie Hanson, respectively the Mayor and City Clerk of the City of Arden Hills, a Minnesota municipal corporation, on behalf of the corporation and pursuant to the authority granted by its City Council. Notary Public 2239o7vz Dated: , 20 RAMSEY COUNTY A political subdivision of the State of Minnesota Its STATE OF MINNESOTA ) (ss. COUNTY OF RAMSEY ) [print name] [title] The foregoing instrument was acknowledged before me this day of , 20 , by the Ramsey County, a political subdivision of the State of Minnesota, on behalf of the entity. Notary Public of 2239o7vz Dated: , 20 RAMSEY COUNTY SHERIFF'S OFFICE Its STATE OF MINNESOTA ) ( SS. COUNTY OF RAMSEY ) [print name] [title] The foregoing instrument was acknowledged before me this day of , 201 by the of Ramsey County Sheriffs Office, a , on behalf of the entity. Notary Public DRAFTED BY: CAMPBELL KNUTSON Professional Association Grand Oak Office Center I 860 Blue Gentian Road, Suite 290 Eagan, Minnesota 55121 Telephone: (651) 452-5000 JJJ 223907v2 CONSENT ITEM — 7I ,-ARZEN HILLS MEMORANDUM DATE: October 24, 2022 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Julie Hanson, City Clerk SUBJECT: Accepting Donation from the Arden Hills Foundation Budgeted Amount: Actual Amount: Funding Source: N/A $240.00 N/A Council Should Consider Motions to approve, table, or deny the following: • Resolution 2022-048 Accepting a Donation from the Arden Hills Foundation in the amount of $240.00. All items need a simple majority for action unless otherwise noted. Background The Arden Hills Foundation has been established as a 5016 organization. Pursuant to Minnesota Statutes Section 465.03 for the benefit of its citizens, cities are authorized to accept gifts and bequests for the benefits of recreational services. Discussion The Arden Hills Foundation donated $240.00 to the City of Arden Hills for purchasing pumpkins for the Flashlight Pumpkin Hunt that was held on October 8, 2022. To comply with State Statutes, the City needs to acknowledge the donation and issue receipt of the donation to the Arden Hills Foundation. Budget Impact N/A Attachments Attachment A: Resolution 2022-048 Page 1 of 1 lt EN HILLS CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO.2022-048 Attachment A A RESOLUTION ACCEPTING DONATION WHEREAS, Arden Hills ("City") is generally authorized to accept donations of real and personal property pursuant to Minnesota Statutes Section 465.03 for the benefit of its citizens, and is specifically authorized to accept gifts and bequests for the benefit of recreational services pursuant to Minnesota Statutes Section 471.17; and WHEREAS, The following entity has offered to contribute the cash amount set forth below to the city: Name of Donor Arden Hills Foundation Amount $240.00 WHEREAS, All such donations have been contributed to assist the City in the establishment and operation of recreational facilities and programs either alone or in cooperation with others, as allowed by law; and WHEREAS, The City Council finds that it is appropriate to accept the donations offered. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS, MINNESOTA, THAT: 1. The donation described above is accepted and shall be used to establish recreational facilities either alone or in cooperation with others, as allowed by law. 2. The city clerk is hereby directed to issue receipts to each donor acknowledging the City's receipt of the donor's donation. 3. The finance department is hereby authorized to complete any budget adjustments necessary to reflect this donation and corresponding expenditures. PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 24t" DAY OF OCTOBER, 2022. David Grant, Mayor ATTEST: Julie Hanson, City Clerk To view the final document, access adopted Resolutions via Arden Hills Public Laserfiche Weblink by visiting cityofardenhills.org and clicking on Archived Documents under Helpful Links on our main webpage. CONSENT ITEM — 7J ,-ARZEN HILLS MEMORANDUM DATE: October 24, 2022 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: David Swearingen, P.E. Public Works Director / City Engineer SUBJECT: Floral Park Improvements — PSA Amendment with HR Green Budgeted Amount: Actual Amount: Funding Source: $142,600 $123,230 CDBG Funds, PIR — Parks Council Should Consider Motions to approve, table, or deny the following: • Professional Services Agreement Amendment with HR Green in the amount of $42,069. All items need a simple majority for action unless otherwise noted. Background/Discussion On April 12, 2021, City Council approved Resolution 2021-017 supporting the City's application for a CDBG funding opportunity for Arden Manor Park. At a Work Session on November 15, 2021, Council discussed the proposed improvements at Arden Manor Park and Floral Park Hardcourt. At that Works Session Council also directed Staff to bring forward the Professional Services Agreement from HR Green. At the November 22, 2021 Council meeting the PSA with HR Green was approved to design and construct Arden Manor Park and Floral Park Hardcourt. At the October 17, 2022 Work Session, Council discussed proposed improvements for the rest of Floral Park which included the play structure, shelter, trail and other ideas that may come up through public engagement events. After discussion, Council directed staff to bring forward the PSA amendment with HR Green to complete the Floral Park Improvements. Page 1 of 2 Staff has negotiated and reviewed the PSA amendment and recommends that the Council approve of the agreement with HR Green and proceed with the work in the additional amount of $42,069. The HR Green proposal provided a clear and organized approach and efficiencies were found to lower the initial proposal amount as presented at the last Work Session. Budget Impact The original PSA with HR Green was for an amount not to exceed $81,161 which included Arden Manor Park and only the hardcourt at Floral Park. The proposed PSA amendment is to include the rest of the Floral Park improvements for an amount not to exceed $42,069. The 2023-2027 Capital Improvement Plan has a total of $606,000 programmed for the improvements at Floral Park and $249,700 for the improvements at Arden Manor, $189,700 of which is from the CDBG program. Engineering and construction admin services are typically estimated at 20% of the estimated construction costs which equates to the budgeted amount of about $142,600. HR Green's amended PSA proposal is for a total amount not to exceed $42,069 for a total contract amount not to exceed $123,230 which includes design, Public Engagement, Council meetings, Open -House, CDBG administration items, RCWD grant application and administration, design for both parks, bidding assistance, and construction observation. Funding CDBG Program (Arden Manor Park) $189,700 City PIR- Parks (Arden Manor Park) $ 60,000 City PIR- Parks (Floral Park) $606,000 $ 855, 700 Estimated Construction Costs $713,084 Design and construction admin estimate 20% of construction costs $142,616 $ 855, 700 Actual Design and Construction admin cost $123,230 Attachments Attachment A: PSA Amendment — HR Green Page 2 of 2 Attachment A H RG reen HR GREEN, INC. PROFESSIONAL SERVICES AGREEMENT AMENDMENT NO THIS AMENDMENT, made this day of , 20 by and between, City of Arden Hills the CLIENT, and HR GREEN, INC. (hereafter "COMPANY"), for professional services concerning: Arden Manor and Floral Parks Playground Equipment Replacement and Reconstruction Design and Construction Administration Services hereby amends the original Professional Services Agreement dated November 29, 2021 as follows: The CLIENT and COMPANY agree to amend the Scope of Services of the original Professional Services Agreement and previous amendments as follows: Floral Park Additional Improvements CLIENT Project Number: N/A COMPANY Project Number: 211646 The CLIENT and COMPANY agree to amend other provisions of the original Professional Services Agreement and previous amendments as follows: N/A In consideration for these services, the CLIENT AGREES to adjust the payment for services performed by COMPANY on the following basis: ® Lump Sum to be increased by Forty -Two Thousand and Sixty -Nine Dollars ($ 42,069.00) The total authorized compensation after this Amendment, including the original Professional Services Agreement and all previous Amendments, is One Hundred Twenty -Three Thousand Two Hundred Thirty Dollars ($ 123,230.00) THIS AMENDMENT is subject to all provisions of the original Professional Services Agreement. THIS AMENDMENT, together with the original Professional Services Agreement and all previous amendments represents the entire and integrated AGREEMENT between the CLIENT and COMPANY. THIS AMENDMENT executed the day and year written above. CITY OF ARDEN HILLS By: HR GREEN, INC. By: James R. Rasmussen, Vice President/Water Business Line President \\hrgreen.com\H RG\Data\2021 \211646\Adm in\Contract\CI ient\Amend ment_01 \Amd_Floral_Park_Add 1_I m provements.docx Version2.0 12172018 Amendment 1 to Professional Services Agreement Arden Manor and Floral Parks Playground Equipment Replacement and Reconstruction Design and Construction Administration Services 211646 Page 2 of 4 H RG reen SCOPE OF SERVICES Arden Manor and Floral Parks Playground Equipment Replacement and Reconstruction Design and Construction Administration Services Arden Hills, Minnesota Amendment #1 (Floral Park Additional Improvements) The scope of services for this amendment represents the City of Arden Hills' (City) request to HR Green, Inc. (Consultant) to provide additional services for the project. The services performed by the Consultant will be in accordance with generally accepted standards of practice. Additional Services The work tasks include: Task 8 — Floral Park Additional Improvements The City has requested that the Consultant provide services for additional improvements to Floral Park beyond the sport court improvements to which the original lump sum fee estimate was limited. Additional improvements include trail reconstruction around the main park site and a new trail connection between the main park site and the sport courts, playground replacement, park shelter improvements, adding maintenance gates to the tennis court fences, dead and diseased tree removal, ADA accessible ramp design, community garden water source improvements, a possible water system connection, and various other improvements. The exact nature of the improvements is dependent on public input, and for the purposes of this amendment, the tasks and fee estimate are at a general level. Task 8.1 — Geotechnical Services a. Geotechnical Evaluation — Consultant will perform a geotechnical evaluation to characterize surface and subsurface geologic conditions at selected exploration locations, evaluate their impact on the project, and provide geotechnical recommendations for the design and construction of the proposed additional park improvements. Task 8.2 — Survey Services a. Topographic Survey — Consultant will complete a topographic survey of the additional park improvement sites including playground and trail infrastructure. Elevations will be referenced to local benchmarks. These services will be coordinated with the City and the adjacent property managers. b. Boundary and Topographic Drawing — Final drafting to be completed with existing visible improvements on subject property in the area of the additional improvements shown. The drawing will be completed and will be used as the base map for the project. Because the final drawing will be incorporated into the engineering plans, a Topographic Survey Plat is not included within this proposal. Task 8.3 — Public Involvement a. Consultant will prepare signage and web based tools for the public to use to provide input on the park amenities for the additional improvements. b. Consultant will collect interactive feedback and develop ideas and options for the additional improvements. Version1.0 07012017 Amendment 1 to Professional Services Agreement Arden Manor and Floral Parks Playground Equipment Replacement and Reconstruction Design and Construction Administration Services 211646 Page 3 of 4 H RG reen Task 8.4 — Conceptual Park Design & Layout a. Consultant will prepare a conceptual park plan for the additional improvements based on the existing conditions and community involvement input. b. Consultant will provide a general review of the estimated costs included in the City CIP cost estimate and update it based on the selected features and improvements determined by the public involvement process, conceptual design, and recent bid summary information for the additional improvements. Consultant will provide an Engineer's Opinion of Construction Costs (EOPCC) to the City for the additional improvements. c. Consultant will coordinate with utilities and regulatory agencies during the concept layout to ensure compliance throughout the process. Task 8.5 — Construction Documents a. This phase provides services to complete design and construction details for the additional improvements within the park as listed above. b. Construction documents will consist of construction drawings and specifications for the additional improvements in the bid documents. c. Based on the previously completed Conceptual Design, Consultant will prepare these documents for the additional improvements: i. Title Sheet with Sheet Index, Location Map, and Project Contact Information. ii. General Notes Sheet with Site/Civil Notes, Erosion Control Requirements, and Landscaping General Notes as necessary to provide instruction to the contractor. iii. Existing Conditions Plan indicating existing topography, sidewalks, shelter, pavement edges, trees, drainage structures other available site infrastructure and removal information. iv. Layout and Dimensioning Plan that will indicate layout geometrics for all of the site improvements listed above. v. Grading and Drainage Plan with both existing and proposed contours, spot grade elevations as necessary, erosion control measures and any necessary drainage improvements. All facilities within the public park will be designed to be ADA accessible. vi. Construction Detail Sheets. These sheets will provide all of the necessary construction details to construct the improvements listed above. vii. Landscape Plan. Sheet will indicate any tree or shrub planting/removal locations and species callouts including plant schedule. d. Refined EOPCC for the additional improvements will be prepared for the project once these documents are complete and prior to bidding the job. Task 8.6 — Construction Administration a. Construction Observation — For the additional improvements, Consultant will provide up to 60 hours of on -site construction observation, prepare observation logs, review and approve pay applications, report on contractor wages review, respond to requests for information, and prepare change orders. Consultant will keep notes and take pictures when onsite during construction to be provided to the City. Version1.0 07012017 Amendment 1 to Professional Services Agreement Arden Manor and Floral Parks Playground Equipment Replacement and Reconstruction Design and Construction Administration Services 211646 Page 4 of 4 HRGreeno Items Not Included in the Scope of Work The following items are not included as part of this agreement. Those with an asterisk (*) are considered to be included with the Professional Services Agreement for Arden Manor and Floral Parks Playground Equipment Replacement and Reconstruction Design and Construction Administration Services. - *Review Meeting - *Meetings (50%/90%) - *Progress Meetings - *Bidding Assistance - *Construction Meetings - Construction Survey - Design for irrigation - Design for general site grading - Wetland impact evaluation and mitigation - Repair or replacement of park sign along Royal Lane - Fulltime Construction Observation o Concurrent park construction is assumed o Part time observation is assumed to cover Floral and Arden Manor sites Additional ComDensatio Task 8 — Floral Park Additional Improvements $ 42,069.00 Version1.0 07012017 CONSENT ITEM — 7K ,-ARZEN HILLS MEMORANDUM DATE: October 24, 2022 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: David Swearingen, P.E. Public Works Director / City Engineer SUBJECT: Acquiring Sanitary Sewer Easement for Lift Station and Forcemain Operations and Maintenance Agreement with the Independent School District #621 (MVHS) Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider Motions to approve, table, or deny the following: • Grant of Permanent Sanitary Sewer Easement as described in the Lift Station and Forcemain Operations and Maintenance Agreement All items need a simple majority for action unless otherwise noted. Background/Discussion Sanitary Sewer easement acquisition is proposed for the area shown in the Exhibit of Attachment A. It was found through the School District's construction, that a lift station was needed for the existing sanitary sewer service to remain operable after conflicts arose from the new storm sewer and pond construction. By Minnesota State standards, a lift station would only be allowed if there is easement dedicated for the City to access the Lift Station and Forcemain structures. The proposed easement was a request by the property owner (Mounds View School District) which would extend the City's ability to operate and maintain the proposed sanitary sewer facility per the agreement in Attachment A. The City would not own or be responsible for any costs associated with the proposed sanitary sewer facility. The City Attorney has reviewed Attachment A and staff is requesting that Council authorizes the Permanent Sanitary Sewer Easement as described in the Lift Station and Forcemain Operations and Maintenance Agreement Budget Impact N/A Attachments Attachment A: Drainage and Utility Easement Page 1 of 1 Attachment A LIFT STATION AND FORCEMAIN OPERATIONS AND MAINTENANCE AGREEMENT THIS AGREEMENT made this 24th day of October, 2022, by and among the City of Arden Hills, a Minnesota municipal corporation (hereinafter referred to as the "City") and Independent School District #621, a School District, with reference to the following facts and circumstances: A. Independent School District #621 is the fee owner of certain real property situated in the City of Arden Hills, Ramsey County, Minnesota, legally described as follows: (hereinafter referred to as the "Subject Property") Northeast Quarter (NE 1/4) of Northwest Quarter (NW 1/4) and the West four hundred (400) feet of Northwest Quarter (NW 1/4) of Northeast Quarter (NE 1/4) South of center line of County Road F and subject to County Road F., all in Section twenty-eight (28), Township thirty (30), Range twenty-three (23), Ramsey County, Minn., subject to easements of record. AND (Per Warranty Deed Doc. No. 1277137) That part of the Southeast quarter (SE 1/4) of the Southwest quarter (SW 1/4) of Section twenty-one (21), township thirty (30), Range twenty-three (23), lying South of the center line of County Road F and subject to F, Ramsey County, Minnesota (Per Warranty Deed Doc. No. 4701564) - SOR Real Estate, LLC All that part of the following described tract: HAWOLD_PR\OV 1125296\5_Permitsl5_City\Sanitary Sewer Agreement - MV HS.docx That part of the Southeast Quarter of the Southwest Quarter of Section 21, Township 30, Range 23, Ramsey County, Minnesota, lying Southerly of State Trunk Highway 100, now Interstate Highway 694, and north of County Road F; which lies easterly of the following described line: From a point on the west line of said Section 21, distant 832.5 feet north of the southwest corner thereof, run northeasterly at an angle of 85°19' with said west section line for 416.6 feet; thence deflect to the right on a 1'00' curve (delta angle 14' 12') for 1420 feet; thence on tangent to said curve for 111.7 feet to the point of beginning of the line to be described; thence deflect to the right at an angle of 90°00' for 650 feet and there terminating. B. As a condition of its approval of the development for the Subject Property, City of Arden Hills has required that the parties hereto enter into an agreement, which makes provision for: the maintenance of one sanitary sewer structure,z a also known as 1) sanitary lift station and a forcemain. The lift station and forcemain shall be constructed by Kraus -Anderson within the boundaries of the property outlined in paragraph "A" of this Agreement as the same are described and depicted in those certain construction plans drawn by Bolton & Menk, Inc. and approved by the City. C. The parties hereto desire to set forth their agreements with respect to the maintenance of the sanitary sewer structure (sanitary lift station and forcemain) and the costs of such maintenance. NOW THEREFORE, in consideration of the foregoing facts and circumstances, and for other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties hereto hereby agree as follows: 1. For the purposes of this Agreement, maintenance of the sanitary lift station and forcemain shall mean the as needed inspection and certification by a qualified professional that the sanitary sewer structure is functioning in accordance with the approved plans and, if necessary, the following actions will be taken to maintain the proper operation and function of the sanitary sewer structure. a. Monitor the lift station / pumps on an annual basis and as needed per the manufacturer's recommendations. b. Cleaning of the forcemain on an as needed basis. -2- H:\WOLD_PR\OV 1125296\5_Permils\5_City\Sanitary Sewer Agreement - MV HS.docx 2. The owners of the subject property or its current owner shall be solely responsible for the maintenance of the lift station and forcemain (including the forcemain connection at the downstream structure), and shall bear all costs of such maintenance. If Independent School District #621 does not undertake the necessary maintenance within 30 days of notification by the City, the City may undertake such maintenance, but the costs reasonably incurred by the City for performing such maintenance shall be reimbursed to the City by the owner(s) of the Subject Property. 3. All reasonable costs the City may incur in performing its maintenance responsibility under this Agreement shall be reimbursed to the City by the owners of the various lots contained within the Subject Property with such costs to be allocated among those lots on equal basis per lot. 4. If the City is not reimbursed within thirty (30) days, the City may levy a special assessment equal to the amount of the reasonable City costs incurred against the Subject Property on each occasion that the City is required to perform the maintenance. The special assessment shall be apportioned (fraction) to each of the lots constituting the Subject Property. If a lot is subsequently subdivided, the special assessments for the subdivided lot shall be reapportioned on a square footage basis over the new lots created from the subdivided lot. The assessment shall be spread over five (5) years together with annual interest equal to the prime interest rate on the unpaid balance. The current owner of the Subject Property waives all procedural and substantive objections to the public improvements and special assessments including but not limited to hearing and notice requirements, and claims that the amount of the assessment exceeds the benefit to the property. The right to appeal the assessments pursuant to Minn. Stat. § 429.081 is also waived. 5. The terms and conditions of this Agreement shall be binding upon, and shall inure to the benefit a, the parties hereto and their respective successors and assigns and shall be recorded against the title to th'6"Subject Property. -3- H:\WOLD PR\OV 1125296\5_Permits\5_City\Sanllary Sewer Agreement - MV HS.docx IN WITNESS WHEREOF, the parties hereto have caused this document to be executed as of the day and year first above written. CITY OF ARDEN HILLS Lo David Grant, Mayor Dave Perrault, City Administrator PROPERTY OWNER: �r+�IGG �U.c-rrnrC�. - +"'laL.t-t7o�S l/le•,J sc.-�oo�S /-� Its: ,CXecu.tivc Dt,c.", a cxr� heSr .Svc STATE OF MINNESOTA ) ) SS. COUNTY OF RAMSEY ) The foregoing instrument was acknowledged before me on this day of 2022, by David Grand and Dave Perrault, the Mayor and City Administrator, respectively, of the City of Arden Hills, a Minnesota municipal corporation. Notary Public STATE OF MINNESOTA ) ) SS. COUNTY OF RAMSEY ) �2 The foregoing was acknowledged before me this day of U c r , 204-9; by Bernice Humnick the Executive Director of Business Services of Mounds View Public Schools, a Public School District corporation on behalf of said corporation. Notary Public THIS INSTRUMENT DRAFTED BY Bolton & Menk, Inc. 7575 Golden Valley Road Suite 200 BRITT L. PEASE Golden Valley, MN 55427 NOTARY PUBLIC - MINNESOTA �.,,,,• My Commission Expires Jan 31, 2025 -4- HAWOLD_MOV 1125296\5_Pcrmits\.5_City\Senilary Sewer Agreement - MV HS.docx NE CORNER OF THE SE 1/4 OF A THE SE 1/4 OF THE SW 1/4 /���~ � � OF SEC. I TWP. 30 NORTH LINEOF THE SE N /4 OF 580'58 OS'E >2� ¢ THESSE 12 4 OF THE W 1 /4 AOA04 z Z Q a �Wto o,�Mi , a / 0 S89 °07'l l "W� o 2.20-, _ - - /0 PER DOC. NO. 780807 �1 (Co. W F) 1 A V A rn h rn N ° W Q 0 V) 0 �o (— W NM = N F- W L'_d of W W O W z J M ~ \a w(uj n 3 NORTH LINE OF COUNTY RD F PER DOC NO 780807 4= /0'32'00" i4= /465.69 / =269. 45 4= /0 °/4'S9 " — =262.20 N80 _ 20'49 �04 `04 _ Qj h rn LJ V Easement Sketch For )VOLD ARCHITECTS 2o'¢— - 2/7. /5---_- NE COR. OF THE NW 1/4 OF SEC. 28 TWP. 30 RNG. 23 1 hereby certify that this sketch, plan, or report was prepared by me or under my direct supervision and that I am a duly Licensed Land Surveyor under the laws of the State of Minnesota. Dated this 19th day of October, 2022 SUNDE A &SVEIYING, LLC. By: -------- --------�—J`—� Art e J. Carlson, P. . Lic. No. 44900 0 100 200 SCALE IN FEET 2018-063—B 1085/11 T.30 R.23 S.28 SMT 2018063BO02—Esmt.dwg PROPOSED EASEMENT DESCRIPTION A 20.00 foot wide easement over, under and across the Southeast Quarter of the Southeast Quarter of the Southwest Quarter of Section 21, Township 30, Range 23, Ramsey County, Minnesota. The centerline of said easement is described as commencing at the northeast corner of said Southeast Quarter of the Southeast Quarter of the Southwest Quarter of Section 21; thence on an assumed bearing of South 0 degrees 19 minutes 52 seconds East, along the east line of said Southeast Quarter of the Southeast Quarter of the Southwest Quarter of Section 21, a distance of 597.99 feet to the north line of County Road F per Document No. 780807; thence North 80 degrees 20 minutes 49 seconds West, along said north line of County Road F, a distance of 104.04 feet to a point of tangency in said north line of County Road F; thence westerly a distance of 262.20 feet, along said north line of County Road F, being a tangential curve concave to the south, having a radius of 1465.69 feet and a central angle of 10 degrees 14 minutes 59 seconds to the point of beginning of the centerline to be described; thence North 10 degrees 14 minutes 09 seconds East 153.35 feet and said centerline there terminating. The sidelines of said easement are to be prolonged or shortened to terminate at said north line of County Road F. SUNDE 9001 East Bloomington Freeway • Suite 118 Bloomington, Minnesota 554205420-3435 JI952-881-2455 (Fax: 952-888-9526) LAND SURVEYING www•sunde.com UNFINISHED BUSINESS —11A ,AI�EN HILLS MEMORANDUM DATE: October 24, 2022 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: David Swearingen, P.E. Public Works Director / City Engineer John Morast, P.E. Regional Director — HR Green SUBJECT: Resolution 2022-049 25 MPH Citywide Speed Limit Implementation Plan Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider Motions to approve, table, or deny the following: Resolution 2022-049, adopting 25 MPH Speed Limit Sign Plan for Roadways Under City Jurisdiction. All items need a simple majority for action unless otherwise noted. Background/Discussion Minnesota Statute 169.14 Speed Limits, Zones; Radar regulates highway and roadway speeds in Minnesota. Subdivision 2 sets maximum speed limits on a variety of roads within a Municipality, such as 10 mph in alleys, 30 mph in urban districts, and 25 mph on residential roadways, if adopted by the road authority. In August 2019, the Minnesota Legislature changed the Statutes governing speed limits on city streets. The changes allow cities to establish speed on roads under the City's jurisdiction, other than the statutory limits, without conducting an engineering and traffic investigation. Any speed limit changes must be implemented in a consistent and understandable manner. "The city must erect appropriate signs to display the speed limit. A city that uses the authority under this subdivision must develop procedures to set speed limits based on the city's safety, engineering, and traffic analysis. At a minimum, the safety, engineering, and traffic analysis must consider national urban speed limit guidance and studies, local traffic crashes, and methods to effectively communicate the change to the public." City Council has discussed speed limit changes on various roads, and called for a city-wide reduction on City owned and maintained streets, for a speed limit reduction from 30 MPH to 25 MPH. Page 1 of 2 The 25 MPH Citywide speed limits have been discussed with City Council, staff, Ramsey County Engineering and Sheriff, City Attorney and Prosecutor to ensure proper sign locations from engineering, legal and enforcement perspectives. The final speed limit signage plan can be reviewed in Attachment B. The City of Arden Hills studied streets under the City's jurisdiction, developed a map of city streets and speed limits, determined the appropriateness of a speed limit change, discussed and communicated speed limit changes effectively, and in public settings. The City of Arden Hills, as a safe, sustainable and walkable community, understands that lowering speed limits will provide for safer streets and reduce the likelihood of death or life - changing injuries. Council action tonight is adopting Resolution 2022-049 adopting a 25 MPH Speed Limit Sign Plan for Roadways Under City Jurisdiction. The City Council of the City of Arden Hills accept the City of Arden Hills 25 MPH Speed Limit Sign Plan showing a reduced speed limit for city jurisdiction roadways of 25 mph, with the intent of amending the City Ordinance to establish the city-wide 25 MPH speed limit, with an effective date of February 1, 2023.An ordinance amending Chapter 8, Traffic and Motor Vehicles, Section 800, Traffic and Parking Regulation of the Arden Hills City Code will come at a later date. It is required to post the proposed ordinance on the City's website 10 days prior to the adoption of the ordinance. Once the official ordinance is approved future public communications will be put out in the City's newsletter, social media, and website. Budget Impact N/A Attachments Attachment A: Resolution 22-049 Attachment B: Speed Limit Signage Plan Attachment C: PowerPoint Page 2 of 2 it -ARPENHnLs CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO.2022-049 Attachment A RESOLUTION ADOPTING 25 MPH SPEED LIMIT SIGN PLAN FOR ROADWAYS UNDER CITY JURISDICTION WHEREAS, beginning in 2019 authority was given to cities to adopt a reduced speed limit of 25 mph on residential roadways under city jurisdiction per Minnesota Statute 169.14; and WHEREAS, speed limit changes are to be implemented in a consistent and understandable manner, develop procedures to set limits, consider national guidance and studies and effectively communicate the change, and WHEREAS, the City of Arden Hills studied streets under the City's jurisdiction, developed a map of city streets and speed limits, determined the appropriateness of a speed limit change, discussed and communicated speed limit changes effectively, and in public settings, and WHEREAS, the City of Arden Hills, as a safe, sustainable and walkable community, understands that lowering speed limits will provide for safer streets and reduce the likelihood of death or life- changing injuries; and WHEREAS, the City of Arden Hills developed a city-wide map showing streets where the 25 MPH speed limits will be in effect, and approximate speed limit sign locations. NOW, THEREFORE, BE IT RESOLVED the City Council of the City of Arden Hills accept the City of Arden Hills 25 MPH Speed Limit Sign Plan showing a reduced speed limit for city jurisdiction roadways of 25 mph, with the intent of amending the City Ordinance to establish the city-wide 25 MPH speed limit, with an effective date of February 1, 2023. ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 24TH DAY OF OCTOBER, 2022. David Grant, Mayor ATTEST: Julie Hanson, City Clerk To view the final document, access adopted Resolutions via Arden Hills Public Laserfiche Weblink by visiting cityofardenhills.org and clicking on Archived Documents under Helpful Links on our main webpage. $hemlock Part rn " Terrace Or < y,a Ste a _ Pinewood Or �RrR�.erw _ -- a -- Attachment B eLn � Gree 4 u. _ A a v ❑❑❑, o 0 A a c o v o E� A c a Q A. e — Str:F a Lakc Beachp x Ride CieeA o jReRunuf Pur! - rn O 1 ke Oaks 1) a Nelson Or 3 Fi; fa 1 '/-- Arch Marsden n Lake N\\� a a\ Robinhoo Nustan9 Or 0 � _ 0 c w u A den Y Arm .- rranrtq to fvue'r�. y,r.,I. Hits A," �P "iran 9 Sf•1 F V� II Sun Fish o Lake Paulo c �J•a� c �,E � 3 o m p r Round Lake = R N e r Rural � a' F9 1: AW%df r'u.rn;nR. IR icn„rm„ g 1 Wa. ra,ee,rr Leg end Signs North of 1-694 (20) ens `R` erR i Pnr4 _ Existing 25 MPH Signs - To Remain (7) O New 25 MPH Sign (1) 0 Replace Existing 30 MPH Sign (13) Proposed City Wide 25 MPH Sign F to replace ex. 30 MPH (1) e ,° a ® Proposed New City Wide 25 MPH Signs (5) , IE! r State Aid Roads y Sources: Esri, HERE, Garmm, USES.Intermap. INCREMENT P, NRCan, E'srrJa _ ZIJEsri China (r dh g Esri Korea, Esri (Thailanof: NGCC. tc) OpenStreetMap contributors, a�tt User_ vaRra G9 ` ommmu�` N jr- City of Arden Hills -,��EN HiLLs 25 MPH Speed Limit Sign Plan 0 0.1 0.2 0.4 Miles Round xP �w - 3 Lake �N - :x E� o,M",i„8, wnme/t*AP k Aq x'eac 1K a �Kx ucw u o t Jth St NE �pr fu.Arn a ♦t) g p e vl.r cue crr� � _ 3 ♦♦ •ii-■■r• — coax. �x _ "_ ' Park^ � ♦♦• II F.In.l ( ) Sth St NW Z � CRrsrun E ae 7th St NW — TIn'.SO im g thluxd'i •� �F O $ ��r [valentine g ry I Lake 2G ReRir,nul lurk LJJ j. •� - tw ¢ — T m { �qP riot Target Se �Qfry VE Prr1•yy%LYAP"'I - - e} M1„iil I'. A �MpO� ',Ar rMIY•WO! h � e,x 1st St SF P 7 y fir. F.:A4€ Tnd _ • Ave St SE S $ w � jta _ b a a a f Lake = Johanna � 3., � uRuoxox Pr Hu:rinurjii'r� 1 ParA Ati ■, �� _ I I.ialnN Palk V i dviriply ■ ■■■■ J hd �. ' "�"" Lake "e" 5� r ft`L''f vj'" • • • • • ■9SYr°r'rfYF■ . ■ • Josephine G _, _ xonoaw ®_Counry R ru un„ wsxy U 1 Lakere = v. tab W hwesErn ph. J a ` St Paul / %tkOotllynn Aver 'rie Parh Legend Signs South of 1-694 (35) Clarmar Ave W y = i li kis FeN Brenner Ave y Q cvnpbrUN I•f l rn Autumn New 25 MPH Sign (4) Y• W5 `r° y o �a,k °'�, J Palk Te Lydla AveW y ? p Replace Existing 30 MPH Sign (12) y Millwood Ave ® Replace Existing 35 MPH Sign (3) ` �`9w a E _i P.,k Maple Ln yy ® Replace Existing Signs with City Wide Signs (4) y v County Road CT W N 2 - 30 MPH signs- e 2 40 MPH signs- a=P°,k a ® — Centennial Or V Proposed New City Wide 25 MPH Signs (12) _ N _ _ - ■ ■ ■ ■ ■ ■ StateAid Roads Source's: Esn""%HERE, Garmin, USGS, Intermap, IN€REMENT P, NRCan,,Esri Japan, METI, Esh China (Hong Kong),'Esri Korea, Esn (ThailanV), N �CUG, (e7 0pen5tre@Map conlribulo&s, and the GIS User Community - - N jr- City of Arden Hills -,��EN HILLs 25 MPH Speed Limit Sign Plan 0 0.1 0.2 0.4 Miles rr rt O 4-4 co N N � o U O p i--� O ° 0) N � ry ry N _ N U C7 ry O U w I n N N o O g N � N O O +r m U � 0 a_ W,w /W V O L- a. A-& J A i i 5� � 'g b � 8��•� g� a IlpO! n. 2?l m $1-1 of vv �.e�.eee N y$ g ge E N U) L cn _ 0 E 4) 4) CL LO 10 L 0 0 .1 _ E .E m cn a M U N U 06 U C (0 E (D E. U C E. co C O cu c a) C co U O O cn c co U .O E O U U O U) U cB U (0 U O W z w N N N N O T Q. U N c O •'U^ V i U o O U) O J � L ; J vi o += U U Q 0 a 0 0 o v) - C ° a� W �-+ U U O D O Q A A A A A A m N N N O T Q. U N C/ / c O �_/v) I CU U) 0 v! c O . U) Vi ,,^^ v/ U 0 U)° p O p J �--+ Q 70 N E - O U) 4-1 ) 0i U) N N QC U o z° O -0 -0 -0 u) v! A A A A A A It N N N O T c O U L =3 o 0 U O U � N N N U U cn (n (B W chc� c 73 -0 ^0 4--+ cu H o N W M Z 70 Q Q A A A A A A LO N N N O T Q. U N ry I C/) U 0 0 CL U) A CL co 0 �-1.- 4- N O Co O m O Q N0)�_ > o O _U -0> 0 C r U a = N U) E J N Q O N 0 (n E J N Q O a) > 0 m d C C E N Q E J 0 Q U L O �H O O to 0� —O C E N U cu � 70 O A A A A A A A z w r N N N O T 0 N N